Solicitation No.: 2026-02
Solicitation Issue Date: 11/04/2026
I. PURPOSE
Epic Charter Schools ("School") is seeking proposals from qualified firms or organizations to provide comprehensive janitorial supplies and custodial services for School facilities. The purpose of this Solicitation is to identify a Contractor capable of maintaining clean, safe, healthy, and well-maintained environments for students, staff, and visitors while supporting the School's operational standards and educational mission. The Contractor must demonstrate proven experience, reliable staffing, effective quality assurance practices, and the ability to provide consistent services and supplies across all designated School facilities.
II. BACKGROUND
Epic Charter Schools is Oklahoma's largest public virtual charter school and one of the largest of its kind in the United States. Founded in 2011, the district serves approximately 30,000 students in pre-k through 12th grade across all 77 counties in Oklahoma. Epic provides students and families with a flexible educational model supported by certified teachers, instructional resources, technology, and administrative services. Although instruction is delivered primarily through a virtual and blended learning environment, the School maintains facilities that support administrative functions, staff collaboration, professional learning, student and family services, meetings, events, and other operational needs. These facilities must remain clean, sanitary, safe, and presentable for employees, students, families, visitors, and community partners. The nature and frequency of facility use may vary by location, schedule, school activity, and operational demand.
1. Contract Term and Renewal Options:
The initial Contract term, which begins Date of Award through June 30, 2028, with four (4) one-year options to renew the Contract through June 2032.
2. Solicitation Criterion:
The Bid will be evaluated using a best value criterion, based on the following:
2.1. Mandatory Requirements
2.2. Scope of Service
2.3. Price
The School may award one or more Indefinite Delivery, Indefinite Quantity (IDIQ) Contracts under this Solicitation. The School may make an award to a single Bidder or multiple Bidders when determined to be in the School's best interest.
3. Mandatory Requirements:
The Bid Response shall show the ability of the Bidder to meet or exceed the following mandatory requirements:
3.1. The Bidder must have at least five (5) years of experience providing commercial janitorial or custodial services of comparable size and complexity.
3.2. The Bidder must provide documentation of all licenses, permits, certifications, and professional credentials applicable to the proposed services.
3.3. The Bidder must maintain screening protocols that ensure all assigned personnel satisfy the criminal-history background checks and security-clearance requirements applicable to School facilities.
3.4. The Bidder must identify its proposed account manager and primary supervisor(s) and provide each individual's role, relevant qualifications, and experience. Any replacement must have substantially equivalent or greater qualifications.
4. Scope of Service:
The Bidder shall affirmatively acknowledge each requirement below and explain how its proposed approach will satisfy the requirement.
4.1. Comprehensive Janitorial Services
4.1.1. Unless the School expressly identifies an item as School-furnished, the Contractor shall provide all labor, supervision, management, equipment, tools, chemicals, materials, and consumable supplies necessary to perform the required services.
4.1.2. The Contractor shall perform all services professionally, minimize disruption to School operations, and protect students, staff, visitors, property, confidential information, and indoor air quality.
4.2. Required Cleaning Services
The Contractor shall provide the following routine, periodic, emergency, and special cleaning services, as applicable:
4.2.1. Routine cleaning and sanitization of offices, classrooms or instructional areas, conference rooms, reception areas, restrooms, breakrooms, common areas, entrances, corridors, storage areas, and other designated spaces.
4.2.2. Trash and recycling collection and removal, including emptying receptacles, replacing liners, and placing collected materials in designated disposal areas.
4.2.3. Sweeping, dust mopping, wet mopping, vacuuming, spot cleaning, stain removal, and other routine floor care appropriate to each flooring type.
4.2.4. Cleaning, sanitizing, and restocking restrooms, including toilets, urinals, sinks, counters, mirrors, partitions, fixtures, floors, and dispensers.
4.2.5. Cleaning and disinfecting high-touch surfaces, including door handles, light switches, handrails, shared counters, elevator buttons, and other frequently contacted fixtures.
4.2.6. Cleaning interior glass, entrance doors, sidelights, mirrors, walls, doors, baseboards, vents, ledges, furniture, and other designated surfaces.
4.2.7. Periodic services requested by the School, including deep cleaning, floor stripping and finishing, buffing, carpet extraction, upholstery cleaning, high and low dusting, and cleaning during school breaks or facility closures.
4.2.8. Emergency, special-event, and other unscheduled cleaning services when requested and authorized by the School. The Contractor shall respond to urgent cleaning, spill, sanitation, and safety-related requests within the timeframe specified by the School.
4.3. Janitorial and Consumable Supplies
The Contractor shall furnish, deliver, store, and replenish all janitorial, cleaning, and restroom supplies and dispensers required to perform the services. Supplies include, as applicable, toilet tissue, paper towels, hand soap, hand sanitizer, trash liners, sanitary-disposal liners, cleaning chemicals, disinfectants, floor-care products, and other necessary consumables.
4.3.1. Monitor inventory and maintain sufficient stock and distribution capacity to prevent service interruptions.
4.3.2. Replenish supplies in sufficient time to prevent shortages.
4.3.3. Promptly report and remedy actual or anticipated supply shortages.
4.3.4. Store all supplies and chemicals safely and in designated locations.
4.3.5. Obtain the School's approval before introducing or substituting cleaning chemicals, disinfectants, or consumable products. The School reserves the right to approve or reject any proposed product and may require substitutions for safety, compatibility, quality, environmental, or operational reasons.
4.4. Staffing, Supervision, and Scheduling
The Contractor shall maintain sufficient staffing and supervision to perform all required services consistently and on schedule. The Contractor shall, at a minimum:
4.4.1. Provide trained personnel and qualified substitutes capable of performing the assigned duties.
4.4.2. Designate a primary account manager or supervisor with authority to address staffing, scheduling, inspections, quality control, supply shortages, service deficiencies, and other performance issues.
4.4.3. Maintain written procedures for covering employee absences, vacancies, and unexpected staffing shortages without reducing required service levels.
4.4.4. Promptly replace absent, unqualified, or unacceptable personnel.
4.4.5. Notify the School of any staffing condition that may delay or otherwise affect performance.
4.4.6. Coordinate work schedules with the School's designated representative and accommodate facility operations, meetings, events, closures, and schedule changes.
4.4.7. Ensure assigned personnel wear company-issued identification and uniforms or other attire approved by the School while working at School facilities, during school hours.
4.4.8. Ensure personnel comply with all applicable School requirements concerning facility access, keys, alarms, identification, security, confidentiality, conduct, prohibited substances and weapons, harassment, and interactions with students.
4.4.9. Ensure no billable service is conducted during scheduled school closures unless authorized by the appropriate School personnel. The School reserves the right to require the Contractor to remove any assigned individual from School facilities when the School determines that removal is in its best interest. The Contractor shall promptly provide a qualified replacement without interruption of required services.
4.5. Employee Screening and Training
Before assigning personnel to a School facility, the Contractor shall complete and document all legally permissible background checks, security clearances, and other personnel screening required by the School or applicable law. The Contractor shall provide and document training appropriate to each employee's assigned duties. Training shall include, as applicable:
4.5.1. Proper cleaning and disinfection procedures.
4.5.2. Chemical use, labeling, storage, handling, and disposal.
4.5.3. Hazard communication and Safety Data Sheet requirements.
4.5.4. Bloodborne pathogen and infection-control procedures.
4.5.5. Equipment operation and safety.
4.5.6. Personal protective equipment.
4.5.7. Emergency and incident-reporting procedures.
4.5.8. Facility access, security, confidentiality, and conduct requirements.
4.5.9. Protection of students, staff, visitors, property, and confidential information. Training records shall be provided to the School upon request.
4.6. Quality Assurance and Performance Management
The Contractor shall maintain a written quality-control program that promotes consistent performance and prompt correction of deficiencies. The program shall include:
4.6.1. Routine inspections conducted by qualified supervisory personnel.
4.6.2. Documented inspection findings and performance results.
4.6.3. Procedures for reporting and tracking service deficiencies, supply shortages, safety concerns, complaints, and urgent requests.
4.6.4. Corrective actions and follow-up inspections to confirm resolution.
4.6.5. Escalation procedures for recurring or unresolved issues.
4.6.6. Methods for monitoring staffing, service completion, supply usage, and customer satisfaction. The Contractor shall correct deficient or incomplete work within the timeframe specified by the School and at no additional cost. Upon request, the Contractor shall submit a written corrective-action plan identifying the cause, corrective action, responsible personnel, and measures implemented to prevent recurrence. The Contractor shall participate in periodic performance meetings and provide electronic or written reports concerning services, staffing, inspections, supply usage, complaints, corrective actions, and other performance matters upon request.
4.7. Products, Equipment, and Safety
The Contractor shall:
4.7.1. Provide commercial-grade equipment and products appropriate for the surfaces and spaces being maintained.
4.7.2. Keep all equipment clean, properly maintained, and in safe operating condition.
4.7.3. Use products and equipment according to manufacturer instructions.
4.7.4. Comply with all applicable federal, state, and local laws, regulations, codes, and safety requirements, including Occupational Safety and Health Administration requirements.
4.7.5. Comply with requirements governing product labeling, hazard communication, storage, handling, use, and disposal.
4.7.6. Maintain current Safety Data Sheets for all chemicals used or stored at School facilities and provide them to the School before use or upon request.
4.7.7. Provide required personal protective equipment and ensure that assigned personnel use it properly.
4.7.8. Take appropriate precautions to protect occupants, property, surfaces, furnishings, indoor air quality, and the environment.
4.7.9. Immediately report accidents, injuries, spills, property damage, unsafe conditions, or other incidents to the School's designated representative. The Contractor shall be responsible for damage caused by its personnel, subcontractors, equipment, products, or performance, subject to the terms of the Contract.
4.8. Facilities, Site Conditions, and Changes
4.8.1. The School may add or remove facilities or service areas and may modify service frequencies, schedules, products, or other requirements during the Contract term.
4.8.2. Before submitting pricing, each Bidder shall review the information provided by the School and, when site visits are offered or required, verify relevant facility conditions, cleanable square footage, flooring types, access requirements, storage capacity, dispenser compatibility, and operational needs.
4.8.3. Any adjustment to pricing or services must be authorized in writing through an addendum before the changed work begins. The Contractor shall not rely on verbal authorization for work that will result in an additional charge.
4.9. Bidder's Service Plan
The Bidder shall submit a service plan explaining how it will satisfy the Scope of Service. To avoid repeating information supplied elsewhere in the Bid Response, the Bidder may cross-reference the applicable section. The service plan shall include:
4.9.1. The proposed staffing model, supervisory structure, work schedules, and anticipated staffing levels.
4.9.2. Procedures for covering absences, vacancies, turnover, and unexpected staffing shortages.
4.9.3. The name, qualifications, experience, and authority of the proposed account manager and key supervisory personnel.
4.9.4. The proposed transition and implementation plan, including the time required to begin full performance.
4.9.5. The proposed employee recruitment, screening, background-check, onboarding, training, supervision, and retention processes.
4.9.6. The quality-control and inspection methodology, including inspection frequency, documentation, corrective actions, follow-up verification, and escalation procedures.
4.9.7. The process and proposed response times for addressing routine complaints, urgent requests, supply shortages, and service deficiencies.
4.9.8. The proposed performance-reporting process and samples of relevant inspection or performance reports, if available.
4.9.9. A list of proposed equipment, cleaning chemicals, disinfectants, and consumable products, including Safety Data Sheets or product specifications when requested.
4.9.10. The inventory-management and supply-replenishment process, including procedures for preventing and correcting shortages.
4.9.11. Identification of all proposed subcontractors and third-party suppliers and the work, products, or services each will provide.
4.9.12. A description of any assumptions, exceptions, or limitations associated with the proposed service plan.
5. Pricing
5.1. Pricing shall be submitted on Exhibit 1: Pricing and shall be firm, complete, and inclusive of all labor, supervision, equipment, tools, chemicals, consumable supplies, delivery, overhead, and other costs required to perform the proposed services. The Bidder shall separately identify, as applicable, recurring service charges by facility, one-time transition costs, unit pricing for supplies, hourly rates for additional services, and any proposed per-square-foot or other adjustment rate for changes in service area. All assumptions, exclusions, minimum charges, and escalation provisions must be clearly stated.
5.2. Value-added products and/or services within scope of the Acquisition should be included on Exhibit 1.
6. The Bidder shall provide its Executive Summary and Company Information on Exhibit 2: Executive Summary and Company Information.
7. The Bidder shall provide all third-party supplier information on Exhibit 3: Third-Party Supplier Information.
