Custodial Mgt. Services Multiple Locations

REQUEST FOR PROPOSALS
CUSTODIAL SERVICES
GREENSBORO
North Carolina
REQUEST FOR PROPOSALS #6844
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Custodial Management Service RFP 6844
Proposals will be received by the Guilford County Schools (GCS) Purchasing Department at 714 Green Valley
Road Greensboro, NC 27408, until Friday, October 16, 2026, at 11:00am EST. Custodial Services at the
schools below. Proposals submitted via facsimile (FAX) machine in response to this RFP will not be
accepted.
Custodial Services at the following schools/sites:
For a twelve (12) month period beginning on 01/01/27, and ending 6/30/27, the proposal includes an option to
renew up to four (4) consecutive one-year periods.
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For proposal information & questions, contact Velicia Moore via email at gaddyv@gcsnc.com. Proposal forms
are available through the GCS website at http://purchasing.gcsnc.com/BidCurrent/PurchasingQuoteList.aspx.
Click on Bid Solicitations, then Current Bids, under quote# 6844.
A non-mandatory pre-proposal conference will be held September 25, 2026, at 10:00am EST on the 2nd floor,
in Room 2A at 714 Green Valley Road Greensboro, NC 27408.
The Guilford County Board of Education awards public contracts without regard to race, religion, color, creed,
national origin, sex, age or handicapped condition as defined by North Carolina General Statutes, Section
168A-3. The Board reserves the right to reject any or all bids presented and to waive any informalities and
irregularities. GCS reserves the right to reject any and all proposals not considered to be in the best interest of
GCS, to negotiate with one or more of the company's submitting proposals, or to reject all proposals.
Velicia Moore, CLGPO
Director of Purchasing
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GUILFORD COUNTY SCHOOLS
REQUEST FOR PROPOSALS
FOR
CUSTODIAL MANAGEMENT SERVICES
Proposal # 6844
1) Introduction.
Guilford County Schools, North Carolina (GCS) is accepting proposals for Custodial Management Services for the
schools/site (listed below) until October 16, 2026, 11:00 EST, in the Purchasing Office, 714 Green Valley Road
Greensboro, NC 27408. Late proposals will not be accepted. There will not be a public opening.
2) Scope of Work.
GCS currently requires custodial management services to be provided for multiple different schools, which are listed
below. However, GCS reserves the option to contract for possible service expansion to additional sites in the future. If
additional custodial management services are required in the future, the successful contractor will be contacted to submit
bids. The contractor will propose a daily cost to clean each school based on square footage listed below and custodial
duties required by GCS that are outlined in Attachment A. Also, contractor is to propose cost for floor care that is outlined
in Attachment B. Proposal should be: Price Per Day x 180 School Days + Summer Cleaning = Total Cost The
contractor's employees will perform their regular duties Monday through Friday unless otherwise requested and approved
by the GCS Point of Contact.
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3) Attachments
The Attachments below are incorporated into and made a part of this Request for Proposals (RFP).
Attachment A (1.-8) Scope of Services
Attachment B (1 -2) Summer Cleaning/Floor Work and Custodian Labor Rate
Attachment C Employee Work Rules
Attachment D Insurance Requirements
Attachment E Addenda Receipt Confirmation Form
Attachment F (1 - 3) GCS Service Calendars, Proposal Pricing Submittal Form, Scoring Matrix
Attachment G Custodial Services References
Attachment H (1 - 2) GCS inspection form and Summer Cleaning Door Form
Attachment I Bid Submittal Instructions
Attachment J General Contract Terms and Conditions
4)Definitions.
As used in this RFP, the following terms will have the meanings set forth below:
GCS Guilford County Schools, North Carolina.
A person designated by GCS to act as a liaison between GCS and the
GCS Point of Contact awarded contractor, representing the interests of the district.
Person designated by the awarded contractor to act as a liaison between
Supervisor of Record
the contractor and GCS, representing the interests of the contractor.
A contract executed by GCS and the contractor for all or part of the
Contract
products and services covered by this RFP.
Workday Defined as any day of the week for this RFP.
4) Schedule and Process.
Date Event
September 14, 2026 RFP Issued
September 25, 2026, 10 AM
Non-Mandatory Pre-Proposal Conference
EST
September 28 - October 6, Site Visits - schedule will be provided at Non Mandatory pre bid
2026, EST meeting and posted on GCS purchasing website
October 8, 2026, at 11 AM
Deadline for Submission of Written Questions
EST
October 13, 2026, at 2 PM
Posting Answers to Questions
EST
October 16, 2026, at 11AM
RFP Responses Due.
EST
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5) Pre-Proposal Conference and Walk-Through.
A Non-Mandatory Pre-Proposal conference will be held September 25, 2026, at the GCS Administration
Building, 712 Green Valley, Room 2A, Greensboro, NC, at 10:00 AM.
A Non - Mandatory Walk-Throughs of schools listed on RFP will take place on September 28 - October 6,
2026, EST. Schedule will be provided at non-mandatory pre bid meeting and posted on GCS purchasing
website.
6) Contractor Questions.
All questions and inquiries regarding this RFP should be submitted in writing, via e-mail, to:
Velicia Moore & Letitia Hines
RFP#6844
714 Green Valley Rd
Greensboro, NC 27408
Email hinesl@gcsnc.com and gaddyv@gcsnc.com
Deadline for submission of questions is October 8, 2026, at 11 AM EST.
GCS will review all potential contractor responses and reserve the right to contact contractor for RFP clarification as
part of the evaluation process. GCS may, at its discretion, require one or more contractors to make presentations to an
Evaluation Committee.
7) Submission of Proposals.
A Contract maybe awarded to multiple contractors. Proposals must include individual prices for each facility to be
billed on a monthly basis. Proposalss submitted via facsimile (FAX) machine will not be accepted.
8) Proposal Conditions.
The following terms are applicable to this RFP:
a) RFP.
This RFP does not constitute an offer by GCS. GCS reserves the right, in its sole discretion, to reject any or all
proposals in response to this RFP, to waive any irregularities or informalities in a proposal, and to enter into any
agreement deemed by GCS to be in the best interest of the district. GCS reserves the right to discuss and negotiate
with the selected contractor for any terms and conditions in the proposals including but not limited to financial
terms.
b) Reservation of the Right to Change Schedule.
GCS will ultimately determine the timing and sequence of events resulting from this RFP and reserves the right to
delay the closing date and time for any phase of the schedule if GCS staff believe that an extension will be in the
best interest of the district.
c) Reservation of Right to Amend RFP.
GCS reserves the right to amend or cancel this RFP at any time during the process if it believes that doing so is in
the best interest of the district. Any amendment will be sent to each contractor in the form of an Addendum.
Contractors are required to acknowledge their receipt of each amendment by using the Addenda Receipt
Confirmation Form issued for this proposal set forth in Attachment G.
d) Contractor Responsible for Costs.
The contractor is responsible for all costs associated with preparing a proposal, including but not limited to travel,
presentations, site inspections, discussions, meetings, or negotiations.
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e) GCS' Right to Terminate Discussions.
The contractor's participation in this process may result in GCS selecting the contractor to engage in further
discussions. Further discussions, however, do not signify a commitment by GCS to execute an agreement or to
continue discussions. GCS may terminate discussions at any time and for any reason.
f) Requirement for Representation as to Accuracy and Completeness of Proposal.
Each contractor must make the following representations and warranty in its Proposal Cover Letter, "The
information contained in this proposal or any part thereof, including its Attachments, Schedules, and other
documents and instruments delivered to GCS is true, accurate, and complete, and is intended to provide
GCS with all requested information necessary to evaluate the contractor's capability to fulfill the specified
requirements."
g) Trade Secrets/Confidentiality.
Upon receipt by the GCS Purchasing Department, your proposal is considered a public record except for material
which qualifies as "trade secret" information under N.C. General Statute 66-152 et. seq. Following the receipt of
proposals, GCS' Contracts Evaluation Committee, as well as other GCS staff and members of the general public
who submit public records requests will have access to your proposal. To properly designate material as trade
secret under these circumstances, each contractor must take the following precautions: (a) any trade secrets
submitted by a contractor should be submitted in a separate, sealed envelope marked "Trade Secret-
Confidential and Proprietary Information-Do Not Disclose Except for the Purpose of Evaluating this
Proposal;" and, (b) the same trade secret/confidentiality designation should be stamped on each page of the
trade materials contained in the envelope.
In submitting a proposal, each contractor agrees that GCS may reveal any trade secret materials contained in such
response to all GCS staff and GCS officials involved in the selection process, and to any outside consultant or other
third parties who serve on the evaluation committee or who are hired by GCS to assist in the selection process.
Furthermore, each contractor agrees to indemnify and hold harmless the GCS and each of its officers, employees,
and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material,
which the contractor had designated as a trade secret. Any contractor that designates its entire proposal as a
trade secret may be disqualified.
h) Statutory Requirements.
Any contract awarded as a result of this RFP will be in full conformance with all statutory requirements of North
Carolina and all statutory requirements of the Federal Government, to the extent applicable.
i) Additional Evidence of Capability.
Contractors must be prepared to present additional evidence of experience, qualifications, ability, products, service
facilities, and financial standing if requested by GCS.
j) No Collusion or Conflict of Interest.
By responding to this RFP, the contractor affirms that the Proposal is not made in connection with any competing
contractor submitting a separate response to this RFP and is in all respects fair and without collusion or fraud.
k) Proposal Terms Firm and Irreversible.
The signed proposal is considered a firm offer on the part of the contractor; however, GCS reserves the right to
negotiate prices and services. The contractor chosen for an award should be prepared to have its proposal and any
relevant correspondence incorporated into the contract, either in part or in its entirety, at GCS' discretion. GCS
wishes to reserve the option to add additional sites to the contract in the future. There is no guarantee this will be
done. If additional sites are added to the scope of work, GCS may elect to ask the contractor to submit a quote or
negotiate with the contractor on those prices and services already in effect at the time of the service expansion.
l) Proposal Binding for 60 Days.
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Each proposal must be signed by an individual authorized to bind the contractor. The proposal will be deemed a
firm offer for a sixty (60) calendar day period from the due date. The proposal must provide the name, title,
address, and telephone number of the individual with authority to contractually bind the contractor.
m) Subcontracting.
GCS intends to contract with one contractor. The successful contractor is the prime contractor and will be solely
responsible for contractual performance. No subcontractors may be used without approval from GCS. In the event
of a subcontracting relationship, the prime contractor will assume all responsibility for the performance of the
services that are supplied by the subcontractor. Insurance requirements for all subcontractors are the same as for
the prime contractor. Additionally, GCS must be named as a third-party beneficiary in all subcontracts.
n) Use of GCS' Name.
In submitting a proposal, the contractor agrees not to use GCS' name as a part of any commercial advertising
without prior written approval by GCS. Additionally, contractor must not issue news releases concerning the RFP
without the written permission of GCS.
o) Withdrawal for Modification of Proposals.
Contractors may change or withdraw their proposals at any time prior to the stated date and time for receipt of
proposals. After the time for receipt of proposals no proposal may be withdrawn for a period of 60 days.
p) Exceptions to RFP.
Other than exceptions that are stated in compliance within this section, each proposal is deemed to agree to comply
with all terms, conditions, specifications, and requirements of this RFP. An "exception" is defined as the
contractor's inability or unwillingness to meet a term, condition, specification, or requirement in the manner
specified in the RFP. All exceptions taken must be identified and explained in writing in your proposal and must
specifically reference the relevant section(s) of this RFP. If the contractor provides an alternate solution when
taking an exception to a requirement, the benefits of this alternative solution and impact, if any, on part of the
remainder of the contractor's solution, must be described in detail.
q) Fair Trade Certifications.
By submission of a Proposal, the contractor certifies that in connection with this procurement:
i) The prices have been arrived at independently, without consultation, communication, or agreement, for the
purpose of restricting competition, as to any matter relating to such prices with anyone; and
ii) Unless otherwise required by law, the prices which have been quoted in its proposal have not been knowingly
disclosed by the contractor prior to opening; and
iii) No attempt has been made or will be made by the contractor to induce any other person or firm to submit or not
to submit a proposal for restricting competition.
r) Compliance with Laws.
Each contractor agrees to make itself aware of and comply with all local, state and federal ordinances, statutes,
laws, rules, and regulations applicable to the services covered by this RFP. Each contractor further agrees that it
will at all times during the term of the contract be in compliance with all applicable federal, state and/or local laws
regarding employment practices. Such laws will include but will not be limited to the Affordable Care Act,
Workers' Compensation, the Fair Labor Standards Act (FLSA), the Americans with Disabilities Act (ADA), the
Family and Medical Leave Act (FMLA), and all OSHA regulations applicable to the work covered by this RFP.
s) Clarification of Ambiguities.
Any contractor believing that there is any ambiguity, inconsistency or error in this RFP will promptly notify GCS
in writing of such apparent discrepancy. Failure to notify will constitute a waiver of claim of ambiguity,
inconsistency or error.
t) Disclaimer.
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Each contractor must perform its own evaluation and due diligence verification of all information and data provided
by GCS. The district makes no representations or warranties regarding any information or data provided by GCS.
u) Performance Bond
The successful contractor will provide GCS a 100% performance bond based on the total bid for year one.
10. Services.
The services to be performed are listed in detail in Attachments A, and B. The services must be performed without the
need for daily supervision from GCS employees.
11. Term.
The term for the initial agreement is for twelve (12) months or remaining months of fiscal year of contract. GCS
reserves the right to renew for up to four (4) consecutive one (1) year terms. GCS reserves the right to extend, renew,
or terminate the contract.
12. Award of Contracts.
GCS will award a contract to the contractor who provides the best combination of service and price to the district. The
award of the contract will not be based solely on the lowest price. GCS reserves the right to award multiple contractors.
13. Time of Service. A & B
A.) The contractor will perform custodial services each day of the week no earlier than two hours after student
dismissal. The GCS Point of Contact will provide dates of GCS holidays and professional development days to the
contractor's Supervisor of Record. The contractor will not be paid for days of work not performed due to holidays,
professional development days or inclement weather (no school for students) and will deduct the daily amount proposed
by the contractor from the monthly invoice for each day the location is closed. If the contractor does not deduct the
amount, the GCS Point of Contact may withhold the daily-proposed amount from the monthly invoice amount paid to
the contractor for each day services were not performed.
Time of Service
B.) School Events (sports held in gym/locker rooms, open house, nightly meetings, dances, etc.) contractor hours or
cleaning routine will need to be adjusted so that the areas in use will be clean and ready for the next school day. This
also will be through communication with schools' administrators and GCS point of contact.
14. Independent Contractor Status.
The contractor is responsible for hiring, terminating, and otherwise supervising their employees, and will be solely
responsible for their pay and any benefits, government forms and reports, social security payments, and other necessary
paperwork, all of which will be available to GCS for inspection upon twenty-four (24) hours' notice. The contractor
will comply with all state, federal, or local laws, ordinances, codes, rules, or regulations bearing on the conduct of the
work including equal opportunity employment laws, OSHA regulations, minimum wage and hour regulations as set
forth in the Fair Labor Standards Act, and National Fire Protection Association Regulations. The contractor is
responsible for verification of any employee's eligibility to legally work in the United States.
15. Indemnification.
To the fullest extent permitted by law, the contractor will indemnify, defend and hold harmless the GCS and GCS's
officers, agents and employees from and against any and all loss, damage, obligations, liabilities and expenses
(including reasonable attorney's fees) that arise directly or indirectly from:
a. Any act(s) of negligence or willful misconduct by contractor or any of its agents, employees or subcontractors (or
any allegations or any of the foregoing), including but not limited to any liability caused by an accident or other
occurrence resulting in bodily injury, death, sickness or disease to any person(s) or damage or destruction to any
property, real or personal; or
b. Any claims seeking payment for labor or materials provided by the contractor under the contract.
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16. Supervisor of Record.
Prior to beginning work, the contractor will provide GCS with the name, address, and mobile phone number for the
Supervisor of Record who will be responsible for supervising the services at any and all locations. The contractor will
be required to notify the GCS Point of Contact of any change in the name or contact information for the Supervisor of
Record. GCS will have input in the selection of a Supervisor of Record to be assigned to its facilities and will also
retain the right to request the contractor to replace the Supervisor of record for whatever GCS deems sufficient cause.
Upon notice by written request, the contractor will assign a new Supervisor of Record subject to GCS approval.
The contractor will have a designated supervisor on call at all times employees are working. Such supervisor will
immediately correct any employee's misbehavior; either witnessed or reported and will otherwise insure employee
compliance with GCS's Employee Work Rules found in Attachment D and the employer's own employment rules.
17. Employees.
a) The contractor will employ people who are skilled in the performance of custodial duties. The contractor will screen
all applicants through the confirmation of references and a police records check. Contractor employees will at all
times maintain a good personal appearance and will conduct themselves in a manner which reflects credit on their
employer and GCS.
b) GCS has the right to require immediate removal and replacement of any personnel deemed unsatisfactory by the
GCS Point of Contact, at any time, for any reason.
c) The contractor may not subcontract the work described in this RFP or any part hereof without prior written approval
from the GCS Point of Contact.
d) The contractor must conduct criminal background checks on any employee of the vendor who will work at any GCS
site. The background checks must extend beyond NC to include each county/state the person has lived in for the last
10 years. All criminal record checks must be provided to GCS upon request.
e) The contractor must conduct drug testing prior to hiring employees who will perform services at GCS sites.
Applicants that fail the drug tests may not be hired to perform services at GCS sites. These results must be available
to GCS upon request. Random drug testing must be conducted upon request by GCS.
f) The contractor will recommend for approval by GCS the number of custodial staffs by description required for each
school site during the initial year and each subsequent term of the agreement.
g) The contractor will comply with all wage and hours of employment requirements of federal and state laws. The
contractor will be responsible for supervising and training personnel. Supervision activities include employee and
labor relations, personnel development, and hiring and termination of contractor management and non-management
staff.
h) The contractor will provide Workers' Compensation coverage for its employees.
i) The contractor will instruct and ensure its employees abide by the policies, rules and regulations, with respect to use
for GCS' premises as established by GCS and which are furnished in writing to the contractor. See GCS Employee
Handbook, Attachment E.
j) The contractor will maintain its own personnel and fringe benefits policies for its employees, subject to review by
GCS. The contractor will supply with this proposal a full description of its proposed benefit package, including but
not limited to, levels of coverage, co-pay features and any other limitations.
k) The contractor will have the sole responsibility to compensate its employees, including all applicable taxes, insurance
and worker's compensation and will be solely responsible for any losses incurred by GCS, resulting from dishonest,
fraudulent or negligent acts on the part of its employees or agents. All contract employees will comply with all the
rules of GCS.
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