Request for Proposal - Cleaning Products

Request for Proposal

RFP SY 2026-27 CP

Quotes will be received until: May 8, 2026 at 2:00 PM

Commodity: Cleaning Products

Using Agency: Catawba County Board of Education (CCBE)

Catawba County School Nutrition (CCSN)

Refer ALL Inquiries to: Caren Berrier

Catawba County School Nutrition

2285 North Anderson Avenue

Newton, NC 28658

704-824-8423

caren_berrier@catawbaschools.net

NOTICE TO QUOTER

Quotes, subject to the conditions made a part hereof, will be received at this office, The Catawba County School Nutrition Department, 2285 North Anderson Avenue, Newton, NC 28658 until May 8, 2026 at 2:00 PM, for furnishing and delivering the commodity as described herein. Refer to page 2 for proper mailing instructions.

EXECUTION

In compliance with this RFP SY 2026-27 CP and subject to all the conditions herein, the undersigned offers and agrees to furnish and deliver any or all items upon which prices are offered, at the prices set opposite each item within the time specified herein. The undersigned certifies that this quote is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a quote for the same commodity, and is in all respects fair and without collusion or fraud. Under penalty of perjury, the undersigned Bidder certifies that this quote has not been arrived at collusively or otherwise in violation of Federal or North Carolina law.

Failure to execute/sign quote prior to submittal shall render quote invalid. Late quotes are not acceptable.

Bid pricing valid July 1, 2026 through June 30, 2027

AWARD CRITERIA

The right is reserved to award this contract to a single bidder for all goods or services for the period of July 1, 2026 through June 30, 2027The following criteria will be used to evaluate the proposals but not necessarily in the order given:

Quality and Convenience of Cleaning Materials 20 pts.

Method of dispensing product/packaging, ease of

use and instructions – 10 pts.

Effectiveness of cleaning products – 10 pts.

Training Opportunities 10 pts.

Training Staff on clean products – 10pts.

Operational Needs 20 pts.

Monthly delivery – 5 pts.

SDS Notebooks for all schools – 15 pts.

Total Program Cost 50 pts

Maximum Total Points 100 pts. TABULATIONS

Tabulation of quotes and award information will be emailed to all bidders once complete.

TRANSPORTATION CHARGES

All transportation charges must be included in the quoted price.

PROPOSAL PRICE SUMMARY SHEET (QUOTE SHEET) – Appendix A

The bidder may provide quotes for all of the goods and services listed on the Proposal Price Summary Sheets. The quantities listed on the Proposal Price Summary Sheets are estimates. CCBE/CCSN reserves the right to order greater or lesser quantities during the term of any contract awarded pursuant to this RFP. Prices quoted should be net of taxes, and shall include all transportation and delivery fees.

NOTE: Complete information must be given for each item or service quoted. Failure to complete brands, code numbers, and all prices requested may result in rejection of the quote.

FIRM QUOTE

Prices and any other entry made hereon by the quoter shall be considered firm and not subject to change or withdrawal.

INDEFINITE ORDER QUANTITY

Bidders are informed that this quote is for an estimated quantity of goods or services. No guarantees in order quantities exist until quoter receives a purchase order from CCBE/CCSN. The quantities listed in this quote are for estimation and planning purposes only. The listed quantities are subject to change, with no guaranteed minimum order implied by this request for proposal. CCSN will do its best to provide the most accurate estimate.

SAMPLES AND TESTING

CCSN may request a sample of products bid for testing prior to making the award. Bidder or their representative may be present at the site during test. It is the Bidder’s responsibility to ensure that items are delivered on time and in good condition.

DELIVERY

Orders will be placed directly with the bidder by the cafeteria manager. CCSN will receive deliveries at the individual school sites monthly during regular school working hours, which are 6:30 AM – 2:00 PM. School site addresses and contact information in found in Appendix B – Locations. A delivery schedule must be provided and shall remain consistant throughout the contract period. A plan for delivery when school is closed on a regular delivery date must be submitted to the CCSN office for approval. Delivery person shall deliver merchandise into designated storage area. Delivery person shall request the authorized school receiver to verify the accuracy of quantities of each item, brand, and code number of each item, and condition of merchandise. Each delivery ticket/ invoice shall be signed by a designated CCSN employee with a copy being left at the school site. Bidder must be capable of taking care of order and or emergencies that may occur within 24 hours of notification.

DEVIATIONS

Any deviations from specifications and requirements herein must be clearly pointed out by quoter and price should be comparable or cheaper than original product. Deviations must be explained in detail via email and only acceptable for a short period of time. Bidder is advised that the response (or lack thereof) on this question does not take precedence over specific responses or non-responses provided elsewhere in this quote.

PRODUCT CHANGES

Each item that is awarded must be shipped as the approved brand and product submitted on the bid. Vendors reformulating awarded product codes shall notify CCSN before the existing formula product is discontinued. New formula products shall not be shipped without approval in writing.

SERVICE AND EDUCATION

The service provider will provide a complete food safety and sanitation system to each site. Training, site monitoring, delivery of products and cleaning supplies, and a standardized system of reporting are integral parts of the service required. The successful vendor will provide sufficient service personnel to coordinate complete implementation of program to each school site within thirty (30) working days of bid award.

The service should include but is not limited to:

• All dispensing equipment to be provided, installed, and maintained at no charge.

• All spray bottles to be provided at no charge.

• Deliveries to be on a monthly basis, or as needed, directly to each individual school. See Appendix B – Locations for school and central production/warehouse addresses.

• Inventory to be managed by recording total product purchased monthly and total product used. After needed order is determined at the time of the monthly site visit the awarded vendor to deliver and invoice each individual school at the time of delivery.

o pH tested and recorded of dish machine wash solution.

o Vendor will de-scale dish machine if not interfering with operation of dish room.

o Probes inspected and cleaned as necessary.

o Dispensing equipment inspected and calibrated to ensure proper operation and dilution ratios.

SERVICE AND EDUCATION (continued)

• Spray bottle sanitizer checked and recorded.

• Trained service personnel will ensure that all necessary SDS for all products are posted in each school site in accordance with OSHA’s Hazardous Communication Act. Trained service personnel will ensure all mixing/usage cards, charts and other instructional materials are posted throughout the food service area.

• Vendor to perform annual Hazardous Materials Audit in each site to assess potential liability. Within ten working days of audit, submit written recommendations to the CCSN office with plans and recommendations for eliminating these potential liabilities and hazards.

• SDS Sheets on all Products and detergents used in kitchens for all sites.

• Posters for all sites that demonstrate safe, effective methods for using Products and proper hand washing.

• Provide on-going training of kitchen staff in the safe and proper use of all supplied items and related equipment.

• A procedure and reference guide outlining the safe and effective use of cleaning Products and supplies, and work place safety. In addition, an individual site plan for each cafeteria must be posted to include specific instructions/measurements for proper usage of the Products/detergents in the cafeteria.

• A clear, concise system of reporting by site and collectively, all service calls, training experience, site observations and cleaning and chemical supplies delivered to all kitchens.

Terms and Methods of Payment

Full payment of the selected Vendor’s invoices shall be made after the requested work has been completed and is accepted by CCSN. CCSN will make payment after invoices are approved on a net 30-day basis. Invoices should be submitted in duplicate. Invoices should be addressed to CCSN. At the option of CCSN, invoices with incorrect prices or other errors or inconsistencies will not be paid until corrected, whether by credit memo(s) or issuance of a corrected invoice. At the option of CCSN, invoices may be corrected upon receipt and payment may be made based upon their corrections.

Accounting Procedures

The Vendor shall comply with all accounting and fiscal management procedures prescribed by CCSN to apply to the Contract. The Vendor shall assure such fiscal control and accounting procedures as may be necessary for proper disbursement of and accounting for all project funds. The Vendor shall assure that all funds received by it pursuant to the Contract will be used only to support the cost of those activities described in the Contract

Termination

A. Termination for Cause and for Convenience - The Contract may be terminated by CCSN by written notice delivered to the Vendor at least 30 days before the effective date of termination. If the contract is so terminated, the Vendor shall be compensated to the extent that CCSN shall be liable for payment for services rendered or to be rendered prior to the effective date of termination.

B. Termination for Default - The CCSN may terminate the Contract immediately and without prior notice upon breach of the Contract by the Vendor.

C. In the event that any contract awarded pursuant to this RFP SY 2026-27 CP is terminated for any reason, CCBE/CCSN may (I) re-quote the contract for the goods or services which were subject to such contract, (II) enter into contract negotiations for the goods or services which were subject to the contract with the next lowest bidder, or if the next lowest bidder is not available, the second next lowest bidder or if the second next lowest bidder is not available, the third next lowest bidder, or (III) purchase the goods or services as CCBE/CCSN, in its sole discretion, deems to be in its best interests.

Standard of Performance

The Vendor agrees that the services performed pursuant to the requirements of the Contract shall conform to the highest professional standards. The Vendor shall conform to all applicable laws, regulations and ordinances promulgated by legally instituted authorities of the government of the country in which the services are performed. Further, the Vendor agrees to utilize any information and/or documents obtained from or provided by CCSN for the purpose of the Contract exclusively for the activities agreed upon.

Lunsford Act

Bidders acknowledge that N.C. General Statute 14-208.18 prohibits anyone required to register as a sex offender under Article 27A of Chapter 14 of the General Statutes from knowingly being on the premises of any school. This prohibition applies to persons required to register under Article 27A who have committed any offense in Article 7A of Chapter 14 or any offense where the victim of the offense was under the age of 16 years at the time of the offense.

Criminal Background Checks

The Vendor shall conduct criminal background checks on each of its employees who, pursuant to this Agreement, engage in any services on Catawba County Schools property or at Catawba County Schools events.  The Vendor shall provide documentation that criminal background checks were conducted on each of its employees prior to hiring, and shall refuse employment to any person convicted of a felony or any other crime, whether misdemeanor or felony, that indicates the person poses a threat to the physical safety of students, school personnel or others.  Such check shall include an annual check of the State Sex Offender and Public Protection Registration Program, the State Sexually Violent Predator Registration Program, and the National Sex Offender Registry.  Vendor shall not assign any employee or agent to provide services pursuant to this contract if (1) said worker appears on any of the listed registries; (2) said worker has been convicted of a felony; (3) said worker has been convicted of any crime, whether misdemeanor or felony, involving sex, violence, or drugs; or (4) said worker has engaged in any crime or conduct indicating that the worker may pose a threat to the safety or well-being of student or school personnel.  Catawba County Schools reserves the right to prohibit any individual employee of Bidder from providing services on Catawba County Schools property or at Catawba County Schools events if Catawba county Schools determines, in its sole discretion, that such employee poses a threat to the safety or well-being of students, school personnel or others.

APPENDIX A – Quote Sheet

(Attachment)

APPENDIX A

Bidder References

1. Customer Name

Contact Person Telephone No.

Address

Installation Date

Number of Years Servicing Account

Services Provided

2. Customer Name

Contact Person Telephone No.

Address

Installation Date

Number of Years Servicing Account

Services Provided

3. Customer Name

Contact Person Telephone No.

Address

Installation Date

Number of Years Servicing Account

Services Provided

4. Customer Name

Contact Person Telephone No.

Address

Installation Date

Number of Years Servicing Account

Services Provided