Custodial Supply Vendor

Date Released: May 1, 2026

Bid Name: Custodial Supplies

The Emanuel County Board of Education is soliciting bids for custodial supplies. Specifications, terms, and conditions are contained herein. It shall be the intent and purpose of this Invitation to Bid (ITB) to cover the terms and conditions under which a successful Bidder shall be responsible for supplying and delivering all products listed on the Bid Form to Emanuel County Schools.

BID DUE DATE/TIME/LOCATION: May 28, 2026, 2:00 PM

Emanuel County Board of Education 201 North Main St. Swainsboro, Georgia 30401

DEADLINE FOR WRITTEN QUESTIONS: May 26, 2026, 2:00 PM

RETURN SEALED BID VIA: Mail, or hand deliver. Return Attachments A, B, and C with your Bid Response Form to the Contact listed below. Bids may also be submitted on a USB flash drive in the Excel format only. A hard copy of all documentation must accompany the flash drive. Faxed bids, emailed bids or copying and pasting of the spreadsheet into another document will not be accepted.

All Bids and supporting documentation must be enclosed in a sealed envelope and marked “FY27 Custodial Supply Bid, Bid Due Date/Time: May 28, 2026, 2:00 PM.”

Emanuel County Schools is not responsible for bids that are not received by the Contact listed at the address below by the due date and time. Late bids will not be considered in bid evaluation.

Bids shall be submitted to the attention of the Contact at the address listed below.

Jansen Ware

Assistant Superintendent of Administrative Services

201 North Main St.

Swainsboro, GA, 30401

Phone: (478) 237-6674

Email: jware@emanuel.k12.ga.us

1. GENERAL INFORMATION FOR BIDDERS

A. From the issue date of this Invitation to Bid (ITB) until an award has been announced, Vendors shall not communicate with any District employee, with the exception of the name stated on page one of this document or the Operations Administrative Assistant, concerning this ITB or any information herein. Emanuel County Schools has the right to reject the bid response of any Bidder violating this provision.

B. Whenever the terms “shall,” “must,” “will,” or “is required” are used in this ITB, the item being referred to it is a mandatory requirement of this ITB and failure to meet any mandatory requirement may be cause for rejection of the bid.

C. Contracts are non-exclusive, as the Emanuel County Schools reserves the right to purchase any products from any Vendor at any time.

D. All amendments, addendums, and responses to questions will be posted on the Emanuel County Schools website www.emanuel.k12.ga.us click on “Departments”, “Administrative Services and Operations” “Operations & Maintenance”, and “Open Bids”. Emanuel County Schools is not responsible for information not viewed by Bidders, as it is the vendor’s responsibility to check the website regularly.

2. BIDS

A. The District reserves the right to:

1. waive formalities and technicalities in any bid.

2. reject any and/or all bids when it is in the best interest of the district.

3. accept the bid that in the school system’s judgment will be in our best interest.

4. purchase from any source, in part or in whole, any supplies, equipment or services.

5. award on individual items or on a lump sum basis.

6. award this bid to the Vendor who in the system's opinion is most responsive and responsible and will perform in the best interest of Emanuel County Schools.

B. Price alone may not be the determining factor in the award of this bid.

C. The Bidder may give bids on any one or more items and must specify brand/manufacturer when requested. No substitutes will be accepted after the bid is awarded without prior written approval from the Assistant Superintendent of Administrative Services.

D. In the event of one or more Vendors quoting the exact same price and this being the lowest price bid, the tie will be broken by a coin toss conducted by someone other than the buyer responsible for this ITB.

E. Where applicable, in the case of a discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

F. Emanuel County Schools will not be responsible for any bid responses not received at the correct time/location prior to the bid due date/time. It is the responsibility of the Vendor to ensure bids are received at the proper time/location regardless of delivery method.

G. Bids cannot be modified after the due date/time. Care should be taken to ensure that the information provided is accurate, complete, and consistent. Omission of any of the required information may subject the Bidder to disqualification. Emanuel County Schools reserves the right to request information or respond to inquiries for clarification purposes only.

H. Bidders may withdraw bids at any time up to the scheduled time for receipt of bids. Bidders desiring to withdraw their bid may do so by submitting a request in writing to the Buyer listed on page one of this document. Bidders may resubmit bids provided they are prior to the scheduled time for receipt of bids.

I. Any Bidder who has demonstrated consistently poor performance with Emanuel County Schools or other similar entities or has had a contract canceled by Emanuel County Schools due to poor performance during a current or previous agreement may be considered a non-responsible Bidder and their bid may be rejected. Emanuel County Schools reserve the right to exercise this option as deemed to be in the best interest of the school system.

J. Once a bid is awarded, if the awarded Bidder declines their award, the Bidder will be considered a non-responsible Bidder and future bids may be rejected for up to three years.

3. PRICE

Prices quoted shall include all costs and charges to include, but not limited to, purchasing, packing, services described herein, and transporting the item(s) to the specified location(s). Emanuel County Schools are exempt from State Sales Tax and Federal Excise Tax. All fees shall be included in the bid price. Bidders must bid based on the bid unit listed in the Bid Response Form(s) included with this ITB. Emanuel County Schools reserves the right to reject the bid response of any Bidder violating this provision. Prices bid must remain valid for the duration of the contract. Additional fees for use of a credit card may be used as part of the award criteria.

Note – Items bid with a guaranteed minimum purchase quantity or minimum dollar amount will not be accepted.

4. PRICE GUARANTEE

Vendors are required to include the length of time for which their quoted price(s) are guaranteed. The district is requesting that bid pricing be held for six months. Price Guarantee will be used as a part of the bid evaluation.

5. SAMPLES

Samples may be requested by Emanuel County Schools. If samples are requested, they shall be at no charge to the school system and will become property of Emanuel County Schools, unless return is requested by the Bidder in writing in their bid. Return of samples will be at Bidder’s expense and must be returned or picked up no longer than 30 days after the bid closing date. Samples must be received by Emanuel County Schools within five business days of the written request unless otherwise noted on page one of this document. If bidding other than brand/model specified, samples may be requested and must be received no later than the bid due date/time by the Contact listed on the first page of this document.

6. QUESTIONS

Questions regarding this Invitation to Bid shall be directed in writing only to the Contact listed on page one of this document. All questions and answers may be posted on the system website as they are received. It is the responsibility of each Bidder to inquire about any aspect of the ITB that is not fully understood or is believed to be susceptible to more than one interpretation. Emanuel County Schools will accept only written inquiries regarding this ITB up to 5 business days prior to the bid closing date.

7. AMENDMENTS/ADDENDUMS

All amendments/addendums will be posted to Emanuel County Schools’ website at www.emanuel.k12.ga.us under “Departments,” “Administrative Services and Operations", “Operations & Maintenance,” and “Open Bids”. It is the Bidders’ responsibility to view any posted items. It is recommended that Vendors refer to the website on a regular basis during the course of this bid. No amendments/addendums will be posted within 5 days prior to bid closing.

8. COST OF SUBMITTING RESPONSE

Emanuel County Schools is not liable for any costs incurred by Bidders prior to issuance of or entering into a contract. Costs associated with developing the bid, preparing for oral presentations, and any other expenses incurred by the Bidder in responding to this ITB are entirely the responsibility of the Bidder and shall not be reimbursed in any manner by the district.

9. AWARD

This bid may be awarded to one or more Vendors. The award is contingent upon available funds and necessary approvals. The award will be made within sixty (30) days of the bid opening date. The selected Vendor(s) shall provide products in accordance with the specifications, all terms and conditions, instructions and applicable amendments/addendums in this ITB. Notification will be forwarded by Emanuel County Schools to the successful Bidder. Emanuel County Schools has the right to cancel the bid and make no award if it is in the best interest of the district.

10. BRAND NAME

Bidders are required to indicate the brands and models of merchandise and/or services bid. Unless listed as “brand/model only”, brand names and models listed in specifications are used as a standard of quality and/or clarification of desired product and are meant to be descriptive and not restrictive.

11. MARKING

Merchandise in full cases shall have an identification marking on the outside of the case. Packing slip/list shall include the Purchase Order Number or contact name supplied by the Buyer. Partial cases or mixed cases must be marked on the outside of the box.

12. SAFETY

Material Safety Data Sheets shall be provided for all applicable items and must accompany delivery.

13. DELIVERY

A. Vendor is responsible for all delivery costs (FOB Destination).

B. Vendor shall be responsible for the removal of all packing material and debris when delivering items that need to be unpacked or installed by the Vendor.

C. All pallets/packaging will become the property of Emanuel County Schools at the time of delivery.

D. Delivery date may be used as part of the award criteria.

E. Deliveries should be scheduled and large deliveries and truckloads should be scheduled by appointment. Appointments may be made by calling 478-237-4599.

F. Delivery of all materials from this bid will be made to the following delivery locations:

Swainsboro High School 689 South Main St. Swainsboro, GA 30401	Swainsboro Middle School 200 Tiger Trail Swainsboro, GA 30401	Swainsboro Elementary School 258 Tiger Trail Swainsboro, GA 30401
Swainsboro Primary School 302 Tiger Trail Swainsboro, GA 30401	Emanuel County Schools Maintenance Dept. 115 Tiger Trail Swainsboro, GA 30401	Emanuel County Institute 102 N. College St. Twin City, GA 30471
Twin City Elementary 162 Parrish Pond Rd. Twin City, GA 30471

14. INSPECTION

All merchandise and services shall be subject to inspection after arrival. In the case that any items are found to be defective or otherwise not in conformity with specifications, Emanuel County Schools has the right to reject such items and/or services and return them at Bidder’s expense or require that Bidder returns to the site (if service is performed on Emanuel County Schools’ property to correct the issue). Problems found with products due to concealed damage will be addressed as soon as damage is revealed and on a case-by-case basis.

15. PAYMENT

Emanuel County Schools shall make payment for goods and services within thirty (30) days upon receipt, inspection and acceptance by district personnel and receipt of invoice. The preferred method of payment is a check. If an additional fee will be added to the invoice for use of a credit card, it must be noted on Attachment A. Additional fees for use of a credit card may be used as part of the award criteria.

16. FACILITIES AND EQUIPMENT

The Bidder shall be responsible for the protection of the school system premises and property, and will be held liable for any damages caused by the Bidder, Bidder’s employee(s) or Bidder’s agent(s) during the execution of the delivery/installation of goods/services resulting from this ITB.

17. INDEMNIFICATION

A. The Bidder does hereby indemnify and shall hold harmless Emanuel County Schools, its Board members, employees, agents, and servants (each of the forgoing being hereafter referred to individually as “Indemnified Party”) against all claims, demands, causes of actions, actions, judgments or other liability including attorney’s fees (other than liability solely the fault of the Indemnified Party) arising out of, resulting from or in connection with the Bidder’s performance or failure to perform this agreement, including but not limited to:

1) All injuries or death to persons or damage to property, including theft.

2) Bidder’s failure to perform all obligations owed to the Bidder’s employees including any claim the Bidder’s employees might have or make for privilege, compensation or benefits under any Emanuel County Schools’ benefit plan.

3) Any and all sums that are due and owing to the Internal Revenue Service for withholding FICA, and unemployment or other State and Federal taxes.

B. The Bidder’s obligation to indemnify the Indemnified Party will survive the expiration or termination of this agreement.

18. TERM OF CONTRACT

Code section 20-2-506 of the laws of the State of Georgia as of this date and as may be amended apply to this agreement.

19. TERMINATION OF AGREEMENT, CONTRACT, OR AWARD

Any agreement, contract, or award resulting from this ITB may be canceled by either party for just cause in writing 30 days prior to termination.

20. FAILURE TO BID

If you do not wish to bid, please return this bid and state reason(s).

21. BID SUMMARY

A bid summary will be posted on the District website for 30 days after the award. A bid tabulation sheet will be sent to Bidders as requested.

SPECIFICATIONS

Please see attached BID RESPONSE FORM.

Quantities included on the Bid Response Form are the amounts that will be ordered throughout the school year. All items may not be ordered immediately following the bid award but will be ordered as needed throughout the duration of the contract (12 months).

All bid items must include a brand, model and/or part number. Orders placed after the award must have the same brand, model and/or part number as bid on all packaging when items are received. No substitutes will be accepted without the express written consent of both parties prior to delivery.

ATTACHMENT A

Certification Letter

(Form must be completed and returned with bid.)

I certify that I have read and understand the terms and conditions herein. I further state that I am and/or my company is capable, able to, and will provide the requested product(s) and/or service(s) described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this ITB, I/we guarantee and certify that all items included in my bid meet or exceed specifications.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this ITB and certify that I am authorized to sign this bid for the Vendor.

I certify and acknowledge that the laws of the State of Georgia, including the Georgia Open Records Act, require procurement records and other records to be made public unless otherwise provided by law.

By signing below, I warrant that the bid price(s), terms and conditions stated in my response to this bid shall be firm through the bid process and until the time the award is made at which time prices shall remain firm and fixed for the entire contract period.

SUBMITTED BY___________________________________ DATE _____________________

TITLE____________________________________EMAIL: ____________________________

COMPANY NAME_____________________________________________________________

ADDRESS_______________________________CITY______________ST_____ZIP________

TELEPHONE NUMBER____________________FAX NUMBER________________________

COMPANY WEBSITE _________________________________________________________

SIGNATURE _________________________________________________________________

DO YOU ACCEPT CREDIT CARD? ______________

ADDITIONAL FEE IF PAYMENT MADE WITH CREDIT CARD: _________________

ADDITIONAL FEE FOR PAYMENTS MADE WITH A CREDIT CARD MAY BE USED AS PART OF THE AWARD CRITERIA.

PRICES HELD FIRM FOR ____________ MONTHS AFTER BID AWARD

ATTACHMENT B

Certificate Regarding Debarment, Suspension, Ineligibility

(Form must be completed and returned with bid.)

The Emanuel County Board of Education is a recipient of Federal monies. As such, we require that participating vendors not be debarred, suspended, ineligible or excluded from doing business with the Federal government or any agency thereof.

The prospective participant certifies, by submission of the bid, that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from participation in this transaction by any Federal department or agency.

Organization Name

Name(s) and Title(s) of Authorized Representative(s)

Signature(s) Date

ATTACHMENT C

Non-Collusion Affidavit

(Form must be completed and returned with bid.)

Emanuel County Schools, Swainsboro, GA 30401

I state that I am ____________________________ of ____________________________________

Title Name of Vendor

And that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid and I state that this bid is made in good faith.

I state that:

1. The price(s) and amounts of this bid have been arrived at independently and without consultation, communication or agreement with any other Vendor, Bidder, or potential Bidder; neither the approximate price(s) have been disclosed nor will they be disclosed before bid opening to any other Vendor, Bidder or potential Bidder.

2. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complimentary bid.

__________________________________________________, its affiliates, subsidiaries, officers,

Name of Vendor

Directors and employees are not currently under investigation by any government agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract.

I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the District of the true facts relating to the submission of bids for this contract.

________________________________ ________________________________

Name/Date Title or Position

________________________________

Signature