10_2025_006 Exterior Clinder and Core Replac.pdf

BARTOW COUNTY SCHOOL SYSTEM

Purchasing Department 65 Gilreath Road N.W

P.O. Box 200007 Cartersville, Georgia 30120-9001

770-606-5800 Extension 2024

Request For Proposal

Proposal Number: RFP 10-2025-006

Description: All Schools Exterior Door Core Replacement

Proposal Opening: Friday, April 18, 2025, at 10:00 a.m.

A MANDATORY PRE-BID MEETING WILL BE HELD AT 2:00 P.M. MARCH 31, 2025,

at the Maintenance and Construction Offices located at 2220 Joe Frank Harris

Parkway NW, Building B, Cartersville, GA 30120

REQUEST FOR PROPOSAL

RFP 10-2025-006 All Schools Exterior Door Core Replacement

Sealed Proposals for furnishing the commodities or services described in the following will be received by the Bartow County School System in the Purchasing Department, 65 Gilreath Road N.W., P.O. Box 200007, Cartersville, Georgia 30120-9001 until Friday, April 18, 2025, at 10:00 AM.

For specification information/questions before sealed Proposals are opened, direct any questions or concerns to Mr. Albert Zielke, Purchasing Specialist at Purchasing@bartow.k12.ga.us with a copy to David Van Hook, Director of Maintenance and Construction at David.Vanhook@bartow.k12.ga.us

Vendors, for the duration of the Proposal period shall guarantee Proposal submitted. The Proposal period shall be one year from the beginning date.

Vendors are required to use the enclosed form and instructed to carefully read all items, conditions and specifications in this letter and the attached pages before completing their Proposal.

Sincerely, Albert Zielke

Albert Zielke Purchasing Specialist Bartow County School System Purchasing@bartow.k12.ga.us mailto:Purchasing@bartow.k12.ga.us mailto:David.Vanhook@bartow.k12.ga.us mailto:Stephen.cochran@bartow.k12.ga.us

INSTRUCTIONS

1. Proposals (one original & 2 copies) shall be enclosed in a sealed envelope, addressed to the Purchasing Department office, with the name and address of the Vendor, the date and hour of the opening, and the proposal number on the face of the envelope. Only one sealed Proposal may be submitted in each envelope. If you are submitting more than one Proposal, a separate envelope must be used for each Proposal.

2. All Proposals must be either typewritten or filled in with pen and must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the Proposal must initial corrections or changes on any document. Vendors will not be allowed to modify their Proposals after designated opening date and time.

3. Vendors should provide all the information required on all forms including the Proposal

Form and should sign the Contract Terms and Conditions.

4. The offer conveyed by this Proposal shall remain open for a period of Sixty days from the date of opening.

5. Vendors should specify on the Proposal Form Sheet the delivery time they are able to meet with respect to the supply of these commodities. Delivery times in excess of 15 days are not favored and may not be accepted.

6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Request for Proposal, may be treated as non-responsive and may not be considered for award.

7. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.

8. This Request for Proposal consists of 16 pages, including title page. Vendor must complete and return pages 1-16. Failure to return these pages in correct numerical order may result in Proposal being declared invalid.

9. The School System reserves the right to amend this Request for Proposal (RFP) prior to the due date.

NOTICE TO VENDORS

It is the sole responsibility of Vendor(s) to ensure that Proposals reach the Purchasing Department on or before the closing date and time. The Bartow County School System shall in no way be responsible for delays caused by any occurrence. Offers by telephone, facsimile or email will not be accepted.

The Bartow County School System will not be responsible for late deliveries or delayed mail. The Proposal opening time shall be strictly observed. Under no circumstances shall Proposals delivered after the specified time be considered.

Failure to restrict contacts/discussion regarding this RFP to the named Purchasing Specialist and designated system contact, David Van Hook will be deemed a serious breach of process and may, at the Owner’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally, any unauthorized contact with members of the School Board or System employees by a Vendor or a Vendor’s representative concerning this Proposal may result in the disqualification of the Vendor.

The Bartow County School System reserves the right to accept or reject any and all Proposals, to waive any irregularity in Proposals received, to award the entire Proposal to one Vendor or to make awards by group or by line item whichever is in the best interest of the Bartow County School System. Additionally, the Bartow County School System may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the Vendor to fulfill the contract obligations in any respect.

STANDARD TERMS AND CONDITIONS

1. Proposals shall be mailed in ample time to assure delivery prior to the opening date and time. Addressed to Bartow County School System, Attn: Mr. Albert Zielke – Purchasing Specialist, Bartow County School System, 65 Gilreath Road, N.W., P. O. Box 200007, Cartersville, Georgia 30120-9001

2. Proposals ( 1 original & 2 copies) must be on the form provided within this Proposal package and each cost breakdown requested must be placed on the appropriate line on the Proposal form, sealed within an envelope marked as described on the instruction page. Proposals shall be indicated on the Proposal sheets. Any Proposal received after the designated time of opening will be considered a “NO BID.”

3. The successful Vendor shall be a certified, licensed, and insured as stated and in compliance with existing state laws.

4. Unit cost shall include material, labor, profit, incidentals and overhead including shipping and handling.

5. Project shall be completed in compliance with industry standards and approved by the

Bartow County School System and its designee.

6. The net price on each item shall represent any deletion, addition, discount, or option for that item.

7. The Bartow County School System may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the Vendor to fulfill the contract obligations in any respect.

8. Payment shall be made only when the job is completed to the satisfaction of the Bartow

County School System and its designee. The Bartow County School System operates with a purchase order system. Each request by the school system must have a purchase order assigned.

9. Vendor shall transfer and deliver to the School System all the goods and/or services described herein for the consideration set forth herein.

10. Risk of loss shall remain with Vendor until acceptance by the School System.

11. Title to the goods shall remain with Vendor until acceptance by the School System.

12. Vendor warrants that the goods are merchantable and as described.

13. The School System shall have the right to inspect the goods at the time and place of delivery.

14. No claim or right arising out of a breach of this agreement can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

15. No right or interest in the proposal shall be assigned by Vendor without the written permission of the Owner, and no delegation of any obligation owed or of the performance of any obligation by Vendor shall be made without the written permission of the Owner.

Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

16. The laws of the United States Federal Government, the State of Georgia, and the policies of the Bartow County Board of Education shall govern this agreement in all respects.

17. All goods and/or services supplied pursuant to each purchase order shall, unless otherwise stated, conform exactly to all of the descriptions and attachments contained in the RFP upon which each order is based; and the terms, conditions, and specifications of the RFP are incorporated herein by reference and made a part hereof.

18. Any materials or supplies delivered under this Proposal and found not in accordance with specifications will be rejected at no cost to the Bartow County School System. Goods rejected shall be returned, freight collect to the Vendor.

19. Delivery shall be made to the address listed on the Purchase Order and within the time specified.

Signature Title Date

SCOPE OF WORK:

The Vendor must provide proof of liability insurance coverage of no less than $1,000,000 along with worker’s compensation insurance coverage. All employees of the Bartow County School System shall be named as additionally insured.

The Bartow County School System requires contractor support to provide Materials, Labor, and supervision for the following repairs: Remove approximately 1,500 exterior door cores and replace them with new cores.

The successful Vendor shall also provide Labor and supervision to remove core and cylinder from exterior doors and replace them with a blank/dummy cylinder (to be provided by the owner) for approximately up to 500 doors.

Attached is a list of all the Schools and their addresses where these cores will be.

List of all Bartow County Facilities

School Name Address City, Zip

New Adairsville Elementary 118 Franklin Street Adairsville, 30103

Allatoona Elementary 4150 New Hope Church Rd Acworth, 30102

Clear Creek Elementary 50 Pleasant Valley Road Cartersville, 30121

Cloverleaf Elementary 291 Hwy 20 Spur Cartersville, 30121

Emerson Elementary 220 Old Alabama Road Emerson, 30137

Euharlee Elementary 1058 Euharlee Road Kingston, 30145

Hamilton Crossing Elementary 116 Hamilton Crossing Rd Cartersville, 30120

Kingston Elementary 240 Hardin Bridge Road Kingston, 30145

Mission Road Elementary 1100 Mission Road SW Cartersville, 30120

Pine Log Elementary 1095 Cass Pine Log Road Rydal, 30171

Taylorsville Elementary 1502 Old Alabama Road Taylorsville, 30178

White Elementary 505 Colonel Way White, 30184

Adairsville Middle 485 Old Hwy 41 Adairsville, 30103

Cass Middle 195 Firetower Road Cartersville, 30120

Red Top Middle 224 Old Alabama Road Emerson, 30137

Woodland Middle 1061 Euharlee Road Euharlee, 30145

Adairsville High 519 Old Highway 41 Adairsville, 30103

Cass High 1000 Colonel Way White, 30184

Woodland High 800 Old Alabama Road Cartersville, 30120

Central Office & Annex Building 65 Gilreath Road NW Cartersville, 30121

Central Registration & Maintenance Office 86 Registration Drive Cartersville, 30120 Bartow College & Career Academy 738 Grassdale Road Cartersville, 30120

Maintenance Shop 1659 Cassville Road NW Cartersville, 30121

Transportation Office 65 Firetower Road Cartersville, 30121

New Transportation Shop 2220 Joe Frank Harris Pkwy Cartersville, 30121

BARTOW COUNTY SCHOOL SYSTEM

VENDOR’S DECLARATION

The Vendor understands, agrees and warrants:

That the Vendor has carefully read and fully understands the full scope of the specifications.

That the Vendor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

That this Proposal may be withdrawn by requesting such withdrawal in writing at any time prior to Tuesday, April 18, at 10:00 AM. but may not be withdrawn after such date and time.

That the Owner reserves the right to reject any or all Proposals and to accept that Proposal which will, in its opinion, best serve the public interest. The Owner reserves the right to waive any technicalities and formalities in the bidding.

That by submission of this Proposal the Vendor acknowledges that the Owner has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the Vendor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this Proposal.

VENDOR:

Name Date Title

Name Date Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the Vendor agrees as follows:

The Vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, or ancestry. The Vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, or ancestry. Such action shall include, but not be limited to the following:

employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event the Vendor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Owner. The Owner may declare the Vendor, ineligible for further contracts with the Owner until satisfactory proof of intent to comply shall be made by the Vendor.

The Vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Vendor

Signature

Date

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the Proposal:

STATE OF _______________________

COUNTY OF _____________________

Owner, Partner, or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the Vendor to submit the attached Proposal. Affiant further states as Vendor, that they have not been a party to any collusion among Vendors in restraint or competition by agreement to Proposal at a fixed price or to refrain from bidding; or with any office of the Owner or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between Vendors and any employee of the Owner concerning exchange of money or other things of value for special consideration in submitting a sealed Proposal for:

FIRM NAME _____________________________________________

SIGNATURE _____________________________________________

TITLE _____________________________________________

Subscribed and sworn before me this _____ day of ______________________, 20___.

NOTARY PUBLIC

PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE PROPOSAL

GEORGIA PROMPT PAY ACT-The Georgia Prompt Pay Act was enacted by the General Assembly in 1994 and took effect January 1, 1995. This act requires Owners to pay contracts within 15 days of receipt of a pay request by the Owner or the Owner’s representative. If payment is not made, the Owner shall pay the Vendor 1% per month interest on the delayed payment.

Additionally, the Vendor must pay sub-contractors within 10 days of receipt of payment from the Owners. This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4).

FIRM NAME __________________________________________________________

SIGNATURE __________________________________________________________

TITLE __________________________________________________________

Subscribed and sworn before me this _____ day of _____________________ 20___.

NOTARY PUBLIC

VENDOR APPLICATION

(Pre-qualification information)

Complete Vendor Name:

Federal Tax ID No.: Social Security No.:

(If Company) attach a completed W-9 (If individual) attach a completed W-9

Business License Number:

(Where Applicable)

Regular Mailing Address: Remit to Address:

Phone:

Fax:

Email Address:

Previous Vendor Name(s) and Address:

Have you ever done business with Bartow County under any of the above names?

Circle One Yes No If Yes, which one(s)? ________________________________________________

Primary Business:

Your company is organized as:

Individual

Partnership

Corporation

Other (Specify)

Names and signatures of persons authorized to sign bids and contracts:

Name Title Signature

Circle One Have you ever been bonded? Yes No If yes, name and address of Bonding Company.

Circle One Have you ever had a bond revoked? Yes No If yes, briefly explain the reason why:

Circle One Is any litigation pending against you or your company? Yes No If yes, briefly state the reason why: ______________________________________________________ Circle One Is your inventory stocked in the State of Georgia? Yes No If not, where is it stocked? ______________

Give three current or recent customers/clients for whom similar goods or services have been provided.

Client 1:

Address:

Contact: Phone:

Client 2:

Address:

Contact: Phone:

Client 3:

Address:

Contact: Phone:

The Illegal Immigration Reform and Enforcement Act of 2011 (House Bill 87) requires Bartow County Board of Education to have contractors, subcontractors, and sub-subcontractors who provide "physical performance of services" to complete the required forms below that meet the defined criteria.

"Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2,499.99; provided, however, that such term shall not include any contract between a public employer and an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual." Source: O.C.G.A. 13-10-90 & 13-10-91

Please attach a completed E-verify Contractor Affidavit (on the next page) with bid package.

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual firm or corporation which is engaged in the physical performance of services ("Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2,499.99; provided, however, that such term shall not include any contract between a public employer and an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual." O.C.G.A. 13-10-90 & 13-10-91) on behalf of Bartow County Board of Education has registered with, its authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Name of Contract Bartow County Schools Core Removal & Replacement

Federal (six digit) E-Verify User Identification number: ________________________________

Date of Authorization: ________________________________

Name of Contractor/Business: ________________________________

Legal Address of Business: _______________________________________________________

City: State: ___________ Zip code: __________________

Name of Public Employer: Bartow County Board of Education I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , , 20 in __________________________________________ , (Day) (Month) (Yr.) (City) (State)

Signature of Authorized Officer or Agent: ___________________________________________

Printed Name and Title of Authorized Agent: _________________________________________

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _____________, 20_____.

Notary Public:__________________________________________ Commission Expires:_________________

(SEAL)

Request for Proposal Form

Description: All Schools Exterior Door Core Replacement

I have received and reviewed Proposal documents, titled:

RFP 10-2025-006 All Schools Exterior Door Core Replacement

In submitting this Proposal, I agree:

1. To hold my Proposal, open until 60 days after Proposal date.

2. To accept all provisions of the Terms and Conditions.

3. To accept a Purchase Order if awarded, based on this Proposal and to furnish necessary signed documents & forms.

4. To accomplish the work in accordance with the Proposal requirements.

5. Provide the following cost breakdown:

5.1 Cost for Sargent Large Format Interchangeable Core pinned to specification:$________/ea

5.2 Labor to remove existing and install new Large Format Cores $________/ea

5.3 Labor to remove existing core & cylinder and install Dummy/Blank Core $________/ea

5.4 TOTAL PROJECT COST $___________

Signature Company Name

Title: ________________________________________ Date___________________