Custodial Circulars

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NEW YORK CITY PUBLIC SCHOOLS

 

June 29, 2026

 

CUSTODIAL CIRCULAR NO. 26.011

NOTE: All Circulars are to be kept in a permanent file. TO ALL CUSTODIAN ENGINEERS

FISCAL YEAR 2027 CUSTODIAL SUPPLY PROGRAM

At New York City Public Schools (NYCPS), purchasing supplies, equipment, repairs, and services must follow official procurement guidelines, including the NYCPS Procurement Policy and Procedures and the Standard Operating Procedures for OTPS (Other Than Personnel Service) purchases. These policies apply to all purchases from vendors, including materials, equipment, maintenance services, and professional services.

This circular provides guidance for the Fiscal Year 2027 Custodial Supply Program. Custodian Engineers must use approved purchasing processes, approved vendors, and approved catalog items when placing orders.

Environmentally Responsible Cleaning Products

In accordance with New York State Education Law §409-i, Custodian Engineers are required to use environmentally responsible cleaning and maintenance products in public school buildings when products are available in the form, function, and utility needed for school use.

Custodian Engineers must purchase approved products when available. If a product is listed in the approved Custodial Supply Program catalog in FAMIS, it is approved for purchase through the Custodial Supply Program. If a needed product is not listed in the approved catalog, Custodian Engineers should contact their Borough Procurement Analyst (BPA) before purchasing.

Routine cleaning products, including general-purpose cleaners, bathroom cleaners, toilet bowl cleaners, carpet cleaners, carpet spot removers, and glass/window cleaners, must meet applicable Green Seal, UL ECOLOGO, OGS-approved, or NYCPS-approved standards.

Hand soaps must meet applicable Green Seal, UL ECOLOGO, OGS-approved, or NYCPS-approved standards. Routine hand soaps should not contain antimicrobial agents or make antibacterial, disinfecting, antiseptic, sanitizing, or pathogen-killing claims unless the product is required for a specific approved use.

Vacuum cleaners must meet applicable Carpet and Rug Institute (CRI) or OGS-recognized standards.

Floor finishes, floor strippers, and related floor maintenance products must be selected from approved catalog items and must meet applicable OGS, GreenNY, or NYCPS requirements when available.

Approved Vendors

Custodian Engineers may place supply orders in FAMIS using approved vendors available through the Custodial Supply Program.

Approved FY27 supply vendors include:

  • National Industries for the Blind (NIB)
  • New York State Industries for the Disabled (NYSID)
  • Grainger
  • MSC
  • Fastenal

Vent Bike Tech is approved for equipment repairs only.

Vendor Issues and Program Support

Custodian Engineers should continue to contact vendors directly for order-related issues, including delayed deliveries, shortages, damaged items, incorrect items, incorrect pricing, or delivery coordination.

Vendor contacts:

When emailing vendors about supply or repair issues, Custodian Engineers should include their BPA. The BPA can assist or escalate if the issue cannot be resolved directly with the vendor. Vendor questions about catalog items, product additions, pricing, substitutions, contracts, or program participation should be referred to the BPA for review.

The DSFSupplyChain@schools.nyc.gov mailbox will no longer be the primary point of contact for the Custodial Supply Program. Custodian Engineers should contact their BPA for program guidance, catalog, quote, procurement, or ordering questions.

Custodial Supply Catalog

Custodian Engineers must use approved Custodial Supply Program catalog items when placing supply orders in FAMIS. The catalog is maintained electronically in FAMIS and reflects the items currently available for purchase from approved supply program vendors.

If a needed item is not listed in FAMIS, Custodian Engineers should contact their BPA before placing an order to confirm whether the item can be purchased and what process should be used.

FY27 Supply Budget Overview

Each school will receive a supply allocation viewable in both Galaxy and FAMIS. For FY27, all Custodian Engineer allocations will be placed in the Supply category. There will be no Set Aside allocation or separate Equipment allocation.

Equipment may still be purchased by moving only the needed amount from Supply to the Equipment line, subject to applicable review, purchasing rules, and program restrictions.

Procurement Deadlines:

  • Catalog Items: Monday, May 31, 2027
  • Non-Catalog Items: Monday, May 31, 2027
  • Equipment Repairs: Friday, April 30, 2027

Funds not used by the applicable deadlines will expire and will not carry into the next fiscal year.

Budget Distribution

The FY27 annual supply budget will be distributed in phases. Initial allocations will be made at the start of the fiscal year, with any remaining balance issued later in the fiscal year based on available funding and program needs.

To address specific building needs, some schools may receive additional allocations to support pool operations, HVAC, water filter maintenance, menstrual products, or other approved building needs.

In certain cases, budgets may be adjusted to account for centrally funded or contracted services, including dust mop and mat service.

Temporary Care Assignments

Custodian Engineers in Temporary Care positions should not exhaust the full supply budget during their assignment. Funds should only be used for necessary building needs during the assignment.

Any remaining funds will roll over to the next assigned Temporary Care engineer, subject to the program’s cut-off dates and fiscal year deadlines.

To support order tracking and accountability:

  • Outgoing Custodian Engineers must share order history with incoming Custodian Engineers.
  • Custodian Engineers must maintain a folder with copies of order records, packing slips, warranty information, and related documentation.
  • Outstanding orders must be reviewed during any transition between assignments.

Ordering Non-Catalog or Non-Contract Items

When an item is not listed in FAMIS but may be available through an approved vendor, Custodian Engineers should contact their BPA to obtain the required vendor quotes before submitting an order.

Once the quotes are provided, Custodian Engineers should select the lowest-priced quote and upload all quotes in FAMIS as supporting documentation when placing the order.

Orders under $250 may qualify as micro-purchases and may not require multiple quotes. Custodian Engineers must still maintain and upload supporting documentation to FAMIS showing the item and cost when placing the order.

Micro-purchases must still follow applicable procurement, environmental, and program rules.

Non-contract supply items must meet applicable green-cleaning, safety, and procurement requirements and are subject to review through the applicable purchasing process.

Custodian Engineers should not use the “Contract, Non-List” option in FAMIS unless specifically directed through the approved process. These orders may not be processed and may need to be canceled, which can result in delays or lost funds.

When entering Non-Contract orders in FAMIS, Custodian Engineers must ensure the correct vendor is selected on all applicable order screens. If the correct vendor is not selected, the system may default to an unapproved vendor, requiring the order to be canceled.

Purchasing Restrictions

To maintain environmentally responsible practices, the use of bleach and bleach-containing products remains restricted.

Use of bleach and bleach-containing products is permitted only for approved purposes, including:

  • Cleanup of blood or bodily fluids
  • Response to disease outbreaks
  • Cleaning in pools
  • Cleaning in kitchens or food service areas where required
  • Cleaning in health centers, nurse’s offices, and LYFE centers where required
  • Mold remediation or other approved remediation work

For all other applications, substitute products listed in the approved Custodial Supply Catalog must be used.

A maximum of six (6) gallons of bleach may be ordered annually per building unless otherwise approved. Any additional bleach products require prior approval from the Deputy Director of Facilities or designee.

Other cleaning products, including disinfectants and sanitizers, must be used according to the product label and applicable safety requirements.

Capital equipment rated at 30 horsepower or greater may not be ordered under this program.

Custodian Engineers should contact their BPA before purchasing any item that does not clearly fall under custodial supplies, approved equipment, repairs, or related building needs.

Certifying Delivery of Orders

Custodian Engineers are responsible for certifying all Uncertified orders in FAMIS once items or services have been received.

Orders can be marked as:

  • Received in Full
  • Partially Received
  • Not Received (limited use only)

Custodian Engineers must select the correct status based on the actual delivery or service status.

Items should never be certified as Received in Full unless they have actually arrived on site or the service has actually been completed.

When entering the received date, Custodian Engineers must use the actual delivery or service date, not the date the certification is being entered. This supports accurate tracking, payment, and accountability.

The Not Received status should rarely be used. It should only be selected when the vendor has confirmed that the item or service will not be delivered. It should not be used as a placeholder while waiting for delivery.

If an item or service will not be delivered, Custodian Engineers should follow up with the vendor and provide the vendor confirmation to their BPA. The BPA will coordinate the cancellation, credit, or refund as needed. Leaving an order unresolved may delay correction and tie up funding.

Before the close of the fiscal year, or when transitioning out of an assignment, Custodian Engineers must review any orders that remain Partially Received, Uncertified, or Not Received. This includes following up with vendors to confirm the status of outstanding orders and ensuring all open orders are either fulfilled and certified or canceled through the appropriate process.

For FAMIS access issues, technical errors, or certification questions, contact Client Services at clientservices@schools.nyc.gov or call 718-935-5100.

For program, catalog, vendor, quote, procurement, or ordering questions, contact your BPA.

Order Documentation and Warranty Requirements

Prompt and accurate recordkeeping is required to maintain documentation and manage school resources.

Custodian Engineers must keep all order-related documentation on file at the building, including:

  • Order records
  • Quotes, when required
  • Packing slips
  • Delivery confirmations
  • Vendor correspondence
  • Warranty information
  • Return, credit, or cancellation documentation
  • Any approval documentation connected to the purchase

These records may be requested for review or audit.

Custodian Engineers must ensure that all manufacturers’ warranty registrations are completed and submitted as required. Copies must be maintained in the Custodian Engineer’s office.

Returns, Credits, and Cancellations

Custodian Engineers are responsible for following up on incorrect, damaged, missing, delayed, returned, or canceled items. Documentation must be kept for any return, credit, replacement, or cancellation.

Custodian Engineers must not certify items as received if the item was returned, canceled, never delivered, or replaced with an item that was not received.

Minority and Women-Owned Business Enterprises

To support the participation of Minority and Women-Owned Business Enterprises (M/WBEs) in NYCPS procurement, Custodian Engineers should refer prospective vendors to the Office of Supplier Diversity at mwbe@schools.nyc.gov.

Reminders

Custodian Engineers are responsible for monitoring expenditures, complying with procurement rules, maintaining required documentation, and making fiscally responsible purchasing decisions.

Custodian Engineers must use approved vendors, approved catalog items, and approved procurement processes whenever possible.

Custodian Engineers must contact their BPA for program, catalog, vendor, quote, procurement, or ordering questions.

If you have any questions, please contact your Deputy Director of Facilities.

Links

PDF: Circular 26-011 FY27 CUSTODIAL SUPPLY PROGRAM