1-P26-05 RFP Document.pdf

RFP P26-05

Concrete & Asphalt Services

To: All Proposers

The Forsyth County School System’s Purchasing Department would like you to supply us with a Proposal for Concrete & Asphalt Services. Pricing shall remain firm as per the terms of the contract. The Forsyth County School System is tax-exempt.

The RFP Closing is: # P26-05 April 28, 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 current and future as-needed concrete and asphalt services. It will be the intent for FCS to have a pool of qualified vendors that can provide the services outlined herein during the contract year. This contract shall meet the specifications, terms and conditions herein and be consistent with premium industry standards, best practices, and all relevant codes regarding concrete and asphalt services. Price will not be the sole determinant of award as FCS will consider non-cost elements to include qualifications, experience, past performance, references, and methodologies.

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.

2.2 Award Conditions-

i. Period- Awarded contract(s) will be valid for one-year from the date of award. The contract may be renewed up to four additional one-year periods if mutually agreeable to both parties.

ii. Pool of Contractors- FCS may award to one or more contractors based upon the elements of this RFP. FCS may decide to create a “pool” of qualified and contracted companies from which to use for the services described herein.

iii. Use of Contracted Vendors- Acceptance of award does not guarantee work during the contract term (FCS will make selections based upon workload, performance, and value).

2.3 Price Modification- FCS is aware that pricing for asphalt and related material are volatile and may change during the contract period. FCS will allow for price escalation on the asphalt and related material, but expects all other labor, material, and work associated with this RFP to remain firm for the contract period. FCS reviews all requests for price escalation and will be the sole determinant of acceptance.

2.4 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 FCSS 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 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.

2.5 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 a Contractor Affidavit as included in this solicitation.

2.6 Tobacco/Alcohol/Drugs- All FCS property shall be free from any tobacco products (smoking or smokeless), alcohol, and illegal drugs. This includes vehicles and personal items. Failure to adhere may result in contract termination without remedy and/or criminal prosecution to the fullest extent of the law. Any vehicle or personal property (lunch box, bag, box, etc.) is subject to search at any time by FCS personnel without probable cause.

(Employee of Contractor must submit to immediate drug/alcohol screening in the case of an accident on school grounds, at Contractor's expense)

2.7 Safety and Security- At all times, the Contractor (all employees) shall exercise exceptional caution to protect FCS students, personnel, or visitors from any and all hazards associated with the execution of this contract. Contractor personnel shall exercise extreme caution to not harm or remove any property not owned by Contractor. FCS employs video surveillance and will prosecute any criminal activity to the fullest extent of the law.

Contractor shall not interact with any non-contractor personnel while on FCS property unless directly associated with the performance of contract. Personnel shall not, under any circumstances, converse or interact in any manner, with FCS students or staff. Contractor shall refrain from vulgar language, obscene gestures, and any behavior deemed non-appropriate for the K-12 environment.

2.8 Uniform and Identification of Personnel- All contractor personnel shall wear proper uniforms and identification at all times. ID issued by FCS must be worn and be visible at all times.

2.9 Damage by Contractor- Any damage done to any part of any FCS property shall be replaced to the satisfaction of FCS, at no cost to FCS.

2.10 Workmanship- All work shall be done in a professional manner and must comply with all Federal, State, and Local codes. All work requiring licensed mechanics by code or regulation shall be done only by employees having met such criteria.

2.11 Inspection of Work- Under this contract, the Contractor has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by FCS personnel shall in no way affect said responsibility of Contractor; nor shall the failure of any of the foregoing to discover or to bring to the attention of the Contractor the existence of any work not in accordance with said specifications.

2.12 Correction of Work- Any work deemed unsuitable per contract standards, as determined by FCS, shall be corrected within 24 hours. Any corrected work shall be at no additional cost to

FCS.

2.13 Interaction with FCS Students, personnel, and visitors should be limited to business pertaining only to the performance of this contract.

2.14 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 SPECIFICATIONS AND REQUIREMENTS

3.1 Overview- Awarded contractors will provide all labor, material, equipment, and services to complete current and future work projects in accordance with the terms of this RFP. Any work performed under this contract must be approved by an FCS Director or designee before project begins.

3.2 Scope of Work- Attached as a separate document is the P26-05 Scope of Work document that details the requirements for the services associated with this contract. All bidders responding to this proposal shall download, read, and sign the document indicating they understand and can comply with the requirements detailed in the scope of work.

3.3 Work Type- This contract may cover three types of work:

i. Smaller Projects- Routine work associated with the function of the school system. This work will be coordinated with an FCS lead. Upon the discretion of FCS, it may require a written “not to exceed” estimate before approval. In other instances, FCS may verbally authorize work. Invoicing for either type of work shall be itemized to reflect labor, parts, and any other contracted line items. The invoice shall match the estimate unless the scope of work is changed by FCS or unless FCS approves a change during the project.

ii. Larger Projects- FCS may opt to utilize this contract if it deems in the best interest for projects of larger scope and scale. In this event, FCS may negotiate with one or more awarded contractors in order to more accurately reflect leveraged spend associated with larger scale bidding. FCS is the sole determinant regarding the use of this contract or the use of a separate solicitation for larger projects.

iii. Emergency Work- FCS may expedite work deemed “emergency” in nature without the typical requirements of routine work cited above. However, all pricing must be billed at contracted rates and be itemized likewise.

iv. Current Work- It will be the intent of FCS to utilize this contract for the projects outlined in the current scope of work document attached. Once these projects are complete, the contract will be used on a as needed basis for future work.

3.4 Hours of Work- Contractor shall start work on the project after:

i. Authorized work order from FCS

ii. Contractor has confirmed the work schedule with FCS Facilities, School personnel, and any other designated personnel involved with the project

iii. Most work shall be completed during normal business hours unless authorized by FCS

iv. For purposes of this contract, FCS defines “normal business hours” as Monday through

Friday, 7 AM to 3:30 PM. FCS may grant extended hours upon request.

v. Emergency Work- Contractor should comply with agreed upon response time for all emergency work as requested.

vi. Requirements of Work- All work must comply with the written estimate, any applicable change order, all relevant code, manufacturer instructions (on parts/equipment if applicable), and industry “best practices”. Work must be completed in the time frame quoted.

3.5 Price/Billing/Payment - All invoices must be submitted fully itemized, showing all elements that make up the final cost. Cost for parts or equipment must be accompanied by a copy of the original invoice for audit purposes.

3.6 Per Job Completed- Unless otherwise agreed upon, FCS will pay per job, upon completion, inspection, and sign-off by FCS personnel. The invoice will not be forwarded to the Finance Department for payment until receipt of a fully itemized invoice, including all supporting documentation, to include purchase order number and/or work order number.

3.7 As mentioned above, the intent of this proposal is to capture a pool of qualified vendors for current and future as-needed concrete and asphalt services.

4.0 QUALIFICATIONS

4.1 Contractor Qualifications

4.1.1 Contractor Questionnaire – Information regarding firm data and a 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.

5.0 BID FORM PRICING

5.1 Price Sheets- Attached as separate documents are three pricing sheets associated with this proposal.

a. Asphalt- detailed price sheet for asphalt-related work.

b. Concrete - detailed price sheet for concrete-related work.

c. Current Projects – projects that FCS intends to award through this RFP

5.2 Pricing Methodology – FCS expects the pricing captured on the price sheets above to be firm for the contract term of one year. As stated above, FCS understands the volatile asphalt aspect and will allow review of price escalation when a quote for a project is requested. The pricing provided on the cost sheets shall be inclusive of all aspects of the project, including fees, fuel surcharges, etc. FCS will not accept additional charges on future invoices.

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 contractors will be based on the review of several key elements in the proposals submitted. The final score will be the sum of the non-cost elements as specified and the cost.