02. Specific Terms and Conditions - BA-2027 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Macedonia Boiler Addition BA-2027 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide a complete turnkey addition to the existing heating boiler system at Macedonia Elementary School.

2. All questions regarding the BA-2027 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, October 1, 2026. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly

Bonfire) portal. RFP proposals must be submitted in the portal on Thursday, October 8, 2026, by 9:00 a.m.

Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed on the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which are necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The one-time RFP for the Macedonia Boiler Addition will be for a period effective from the date of award until the completion of the project as detailed in this RFP.

5. All pricing options and applicable charges must be listed to ensure comparisons are fair and equitable. It is the proposer’s responsibility to provide all available pricing options and list all applicable charges. All information requested on the CCSD proposal form must be provided for analysis purposes. Prices must be firm for the duration of the term.

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc.

& Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in Attachment A – Insurance Requirements for Facility Use and Maintenance Service Providers.

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers, including any person affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. The proposer must provide a company overview that includes years in business, company size, and past projects.

9. Scope of Work:

Provide all labor, materials, equipment, permits, and services necessary to remove the existing boiler system and install two (2) new boilers at Macedonia Elementary School.

Equipment to Be Furnished and Installed:

• Two (2) boilers

• Two (2) circulating pumps

• One (1) carbon monoxide (CO) detector

• Two (2) emergency stop (E-stop) switches

Required Services:

• Remove and properly dispose of the existing boiler off-site in accordance with applicable regulations.

• Furnish and install two (2) new boilers in compliance with all applicable state codes and manufacturer recommendations.

• Furnish and install two (2) new circulating pumps.

• Provide and install new exhaust venting as required for the new boiler system.

• Connect the new boilers to the existing hot water supply and return piping.

• Provide and install all required electrical service connections to the boilers.

• Perform system startup, test all operational and safety controls, and adjust/tune burners to achieve optimal operating efficiency.

• Obtain all required permits and coordinate all inspections with the State Fire Marshal.

• Verify proper system operation and provide owner training upon project completion.

10. Proposers must provide a written Scope of Work/Services detailing the proposer’s plan to implement services.

Include a lead time for equipment and installation.

11. Proposer should provide all necessary information for full access/full re-writability to programming and all updates. Preference will be given to a company that provides all necessary information.

12. The proposer must submit specifications regarding the proposed equipment. Specifications must include manufacturer make and model number.

13. Proposer must submit all warranty information.

14. The awarded proposer will provide all necessary labor, materials, equipment, transportation, supervision, and certifications. Awarded proposer will not initiate work until they have received approved authorization from the District. Work must be started and completed within the timeframe authorized by the District.

15. Pre-delivery of materials to the school location must be coordinated with the CCSD Office of Support Services.

Otherwise, materials should be stored at the proposer’s warehouse at the proposer’s own risk and expense.

16. All work must be performed in a professional manner. Work must be incompliance with all governing Federal, State, County, City, electrical plumbing, and HVAC, including Fire Safety Codes. All work requiring licensed mechanics by code or regulation must be done only by the employees having such licenses.

17. Proposers must provide an on-site supervisor to monitor and follow-up on the performance of all work with minimum observation by CCSD personnel.

CCSD may, at any time, observe the proposer’s work procedures and workmanship for training, quality control, and compliance purposes. The proposer must provide CCSD personnel with reasonable access to observe the work as requested. Such observation by CCSD will not relieve the proposer of any responsibility for the quality, performance, or completion of the work in accordance with the RFP requirements.

Unless otherwise specified, all work must be in compliance with CCSD standards to be provided by the CCSD Office of Support Services.

18. With regard to the agreement, the CCSD Facilities Maintenance Director, or designee, will determine acceptability of all work and/or services performed. If the work and/or services are not acceptable, the proposer will be called in to review and correct all problem areas without additional cost to CCSD. Upon notification by the Facilities Maintenance Director, or the designee, the proposer will correct repairs to deficient work and/or services in accordance with a schedule jointly agreed upon.

• The proposer must contact the CCSD Facilities Maintenance Director, or the designee, prior to beginning any work.

• The CCSD Facilities Maintenance Director reserves the right to make unannounced periodic inspections of work in progress.

• Permits, license, and taxes will be the responsibility of the awarded proposer at no additional cost to the District.

• The awarded proposer will provide a complete and well-executed job in accordance with these specifications and all applicable national and local codes. Any additional code requirements requested by CCSD will be noted within. In cases of conflict between requirements, those requirements which is in compliance with all applicable codes and which is also, in the opinion of the District, more advantageous to CCSD shall govern.

• It is a condition of the agreement that the proposer comply in all respects with all terms, conditions, obligations, and specifications of the agreement. In the event of delays that are clearly beyond the proposer’s responsibility, such as delays related to scheduling inspections, the proposer will notify the CCSD Facilities Maintenance Director, or the designee.

• The proposer must investigate and report on any issue that may arise in connection with the use of the material and supplies.

19. The awarded proposer is solely responsibility for the safety of all workers, CCSD staff, and students during the execution of the work. Extreme caution must be exercised by all workers to ensure that all possible precautions are taken to prevent injury to CCSD staff and students.

All employees of the awarded proposer are required to use professional discretion at all times while on CCSD Property. Any misconduct or incidents that may arise may lead to the immediate removal of said employee from the CCSD agreement for the safety of our students, parents, and CCSD staff.

• The proposer must not leave materials, ladders, or tools unattended.

• Proposers must prevent school children from entering the work area while work is in progress.

• Proposers must not park vehicles or equipment in such a manner that would block school drives or bus access points.

• The proposer must not use tobacco products or electronic nicotine delivery systems on CCSD property at any time during the performance of the agreement.

• Proposers must protect all existing equipment, structures, trees, shrubbery, landscaping, and grass from damage.

• Proposers must clean up all work debris and legally dispose of all debris off-site and must be “broom clean” at the end of each workday. Accumulation of debris will not be permitted.

• Flammable materials cannot be stored near or adjacent to electrical closets or boiler room(s).

• Upon completion of work, all materials, tools, and equipment must be removed from the facility/school property. It is the proposer’s responsibility for the disposal of related materials off-site and must be performed in accordance with Federal, State, and Local Regulations. The proposer is responsible for providing a dumpster for disposal of all materials. Placement of the dumpster must be approved by the CCSD Office of Support Services designee. Disposal of any materials in a CCSD dumpster will not be permitted.

20. Key Sets/Badges will be issued in accordance with Attachment B - CCSD Contractor Key Agreement.

21. Invoices must be sent to support.servicesAP@cherokeek12.net once the job is complete and in proper working order.

A schedule of values can be set to have progressive payments based on the product in hand, the percentage of work verified as completed by CCSD Maintenance Staff, or by completed services (permitting, engineering, etc.).

22. ACH/EFT payments are preferred. If awarded, the proposer(s) must submit the banking information with the

W-9 within five (5) business days after award; failure to comply within this time frame may result in the removal from the award. ACH/EFT requires the following information:

• Bank Name

• Account Number mailto:support.servicesAP@cherokeek12.net

• Routing Number

• Email Address to send remittance

23. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

24. The services being sought under this RFP are professional in nature. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 35 points Price

• 25 points Service and Support

• 25 points Qualifications and Experience

• 15 points Business References