1-P26-04 Fire Services.pdf

RFP P26-04

Fire Services

To: All Proposers

The Forsyth County School System’s Purchasing Department would like you to supply us with a Proposal for Fire Services. Pricing shall remain for 12 months. The Forsyth County School System is tax-exempt.

The RFP Closing is: # P26-04 March 31, 2026 3:00 PM

(RFP #) (DATE) (TIME)

All responses and documents shall be submitted through the FCS Euna/Bonfire Purchasing Portal.

Respectfully, Brad Richardson Director of Procurement Services

PURCHASING DEPARTMENT

2150 Keith Bridge Rd Cumming, GA 30040

Phone: 770-781-6603 / Fax: 770-888-0222 www.forsyth.k12.ga.us

FORSYTH COUNTY SCHOOL SYSTEM

Purchasing Department

SPECIAL TERMS AND CONDITIONS

1.0 PURPOSE AND OBJECTIVE

Forsyth County Schools (FCS) is accepting proposals for Fire Inspection Services per the specifications of this document, all applicable federal, state, and local laws, and in accordance with industry “best practices” for all locations within the school system. FCS is seeking qualified and experienced companies to perform these services by providing all labor, materials, equipment, and services as assigned by this solicitation.

2.0 BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS

2.1 Evaluation - Award will be made based upon the evaluation criteria published in this RFP. It is also known that FCS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendors, pre-proposal, or during the evaluation, as it relates to the published evaluation criteria, to include delivery timelines.

2.2 Award Period - All awarded contracts will be valid for one year from the date of award, with options to renew annually up to four additional years. Renewals will be based on mutual interest from both parties and cannot materially alter the original operating agreement.

2.3 Zones - For the purposes of this RFP, FCS has designated all service locations into one of two service zones. FCS is considering a multi-award approach for this RFP by awarding two separate vendors the complete scope of work outlined herein, but only for the locations in a particular zone. Each zone and location is provided on the bid form. Bidders are advised that if the zoned approach is not in the best interest of FCS, we will have the option to award a single vendor contract for the entire scope of work outlined in the RFP. Locations and zones can be found on the bid form provided.

2.4 Price Modification - Prices must remain firm for the entire contract period (12 months). Vendor can request a price modification at the beginning of each new contract period, but it must be accompanied by documentation supporting the increase (CPI). FCS reserves the right to accept, negotiate, or deny and resolicit any request for price escalation. FCS will not accept under any circumstances the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price.

2.5 Payment - Request for payments may be submitted as jobs are completed. “Completed” is defined as inspection, re-inspection, and sign-off. Invoices for payment must be itemized per school or FCS location, including detailed work performed, and must include final sign-off.

Note: FCS will not pay in advance for work to be performed, including the semi-annual kitchen work.

2.6 Contractor Identification System - FCS requires the employees assigned to any FCS contract to register through our Safety-Check Contractor Identification System. Any representative of your organization, before beginning work on FCS property, must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement or failing to pass the check will not be allowed on FCS property. Contractors will be issued a badge, which they are required to wear at all times while on FCS property. Anyone found without a badge will be asked to leave the property immediately. Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen.

2.7 O.C.G.A 13-10-91 - Contractor must comply with all relevant codes pertaining to O.C.G.A 13-

10-91, including the submission of Contractor Affidavit as included in this solicitation.

2.8 Clarification - FCS may seek written clarification at any point during the evaluation process.

Vendor is responsible for providing information to the best of their ability within the format and time parameters provided by the evaluation committee.

2.9 Best and Final Offer (BAFO) - FCS may request a best and final offer from the finalist if applicable.

2.10 Terms and Conditions - FCS expects the terms and conditions of this RFP, and all FCS-related documents, to be the prevailing contract terms. If you request separate contract documentation to be incorporated into this contract, please provide it with your initial submission. However, please know that any document that materially alters the terms and conditions of this agreement or places undue burden on FCS may be deemed non-responsive and removed from consideration.

Agreement to FCS terms and conditions may be a primary factor in award selection; thus, any contract language that you request MUST be provided with the initial response, as it will not be possible to supplement contract language later.

2.11 Insurance - Proof of insurance must be submitted with the proposal response and available at any point during the life of the contract. All insurance requirements shall comply with FCS General Terms and Conditions and applicable provisions of Georgia law.

Workers’ Compensation Insurance - Contractor shall maintain Statutory Workers’ Compensation Insurance in accordance with the requirements of the Official Code of Georgia Annotated (O.C.G.A.), including Employer’s Liability coverage as required by law.

Additional Insurance - Contractor shall obtain and maintain, at its own expense, all insurance coverage required by the solicitation and contract documents, with limits and terms as specified therein, to protect FCSS against claims for bodily injury, property damage, or other losses arising out of or related to the Contractor’s performance of the contract.

Proof of Coverage - Contractor shall furnish FCS with a Certificate of Insurance evidencing required coverage prior to the start of work. Certificates should be submitted electronically during the submission of the solicitation. Failure to maintain required insurance shall constitute a material breach of contract.

Commercial General Liability Insurance:

Contractor shall maintain Commercial General Liability Insurance with limits of at least $1,000,000. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

Limits of Liability (Primary Policy):

• $1,000,000 each occurrence

Forsyth County School District must be named as an additional insured on all applicable policies.

Commercial Automobile Liability Insurance:

Contractor shall maintain Commercial Automobile Liability Insurance covering owned, non-owned, and hired vehicles.

Limits of Liability:

• $1,000,000 Combined Single Limit per accident for bodily injury and property damage.

Umbrella / Excess Liability Insurance:

Contractor shall maintain Umbrella or Excess Liability Insurance in excess of the Commercial General Liability and Commercial Automobile Liability policies described above, with limits of not less than:

• $2,000,000 per occurrence

• $2,000,000 aggregate

The Umbrella/Excess Liability policy shall be follow-form and provide coverage for both General Liability and Automobile Liability.

Acceptability of Insurance Companies - All insurance shall be written by insurance companies licensed to do business in the State of Georgia and having an A.M. Best rating of A- or better.

3.0 GENERAL CONTRACT MANDATORY REQUIREMENTS

Vendors must download and complete the General Contract Mandatory Requirements Document included as Requested Information in this project.

4.0 QUALIFICATIONS

4.1 Contractor Qualifications

4.1.1 Contractor Questionnaire – Information regarding firm data and single point of contact included in this document will be evaluated and utilized in award considerations.

Available for download as a separate document in the FCS portal.

4.1.2 References & Experience in K-12 Public Education and Institutional Projects -

Please demonstrate experience in the performance of projects/contracts similar to the scope published herein, preferably in the K12 public school environment. Available for download as a separate document in the FCS portal.

4.1.3 Staffing & Personnel- Submit with your response the name of Representative(s) who will personally service this contract. Additionally, provide the name(s) of the Area Supervisor and at least 3 full-time, fully trained and certified employees of your company who would be available to work on this contract. A resume for each individual should include, but not be limited to, contact information (phone, email, etc.), certifications, experience, and work history. FCS requires at a minimum one certified N.I.C.E.T technician onsite when performing under this contract. Certification shall be for N.I.C.E.T Level II for Fire Alarm, N.I.C.E.T Level III for Sprinkler and must be Georgia State Licensed and certified to perform all duties of this contract. Contractor must keep this list up to date as personnel changes occur. Contractor must have been established as a fire suppression and alarm system business for a minimum of five-years to be considered. FCS has designated a section in the portal for responding to section 4.1.3.

4.1.4 Licensing Requirements - Submit in the procurement portal where requested your current business license and inspection license.

4.0 SCOPE OF WORK & EQUIPMENT MATRIX

FCS has attached a separate document for download titled Scope of Work P26-04. All bidders are required to download this document and respond as requested.

Equipment Matrix- FCS offers as a supplement document to this RFP that details all known equipment associated with this contract. This Matrix is a good faith estimate but is not guaranteed to be 100 % accurate.

5.0 COST & PROPOSAL FORM

5.1 All relevant cost considerations should be noted on this Form, as FCS will not consider additional costs after award.

5.2 As indicated on the bid form FCS is requesting and annual cost per school for each category listed.

The equipment count matrix form can be found on the website and will provide a list of equipment for each FCS location. FCS believes this count to be around 98% accurate and should be used to calculate your bid pricing.

5.3 Calculated Cost By Equipment- FCS has requested on the bid form a unit cost that was used to calculate the annual cost per location for each category. The unit cost provided can be used to quote additional equipment added to the contract for future additions and new construction. These unit prices can also be used for equipment that may have been omitted from the original equipment matrix list. FCS must pre-approve any request to bill for additional equipment/services that was not listed in the original equipment count.

5.4 Repair Work /Time & Materials – FCS is requesting contract pricing for time and materials that could be used when repair work is needed. These rates can be used when calculating repair work in compliance with the terms and conditions for additional repair work pre-authorized by FCS personnel.

6.0 PROPOSAL EVALUATION

6.1 Organization and Completeness of Proposal

Proposal must provide straightforward, concise proof of the offeror’s capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be labeled, and any additional documents provided by the vendor must reference the appropriate section of the RFP. All requested information must be included, and all forms completed in their entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

6.2 Evaluation Procedures – Review of Proposals

A committee will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, and the estimated cost of the engagement. Cost will not be the sole determining factor in the award. Each proposal will be reviewed for completeness to ensure that all mandatory requirements are addressed satisfactorily. The committee will determine any areas requiring additional clarification/information and request this information from the responding vendor. The committee will evaluate the quality and completeness of each response as it addresses each requirement of the RFP. All non-cost-related areas of the response are evaluated during this phase.

The selection of the awarded vendor will be based on the review of several key elements in the proposals submitted.

Final score will be the sum of the non-cost elements as specified and the cost.

Cost Evaluation Formula:

(Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points =Score.