11-02. Specific Terms and Conditions - WRE-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Weight Room Equipment WRE-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified vendors to provide weight room equipment. The vendor must provide delivery, certified installation and assembly of equipment onsite at each school location. CCSD reserves the right to make multiple awards if necessary.

2. All questions regarding the WRE-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on March 20, 2026. Questions should be submitted individually 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 March 26, 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 twelve (12) month term for the Weight Room Equipment RFP will be April 1, 2026 through March 31,2027. The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration. All prices submitted must be firm for the duration of the term as well as any subsequent renewals.

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.

CCSD is requesting pricing based on quantity per unit. The awarded proposer will be provided with the final quantities for each item listed on the proposal bid table.

Submitted pricing must provide a certified breakdown to include delivery, setup, and installation according to industry safety standards. All quoted pricing must specify brand name, model number, and unit price.

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 vendor(s) is required to maintain the insurance requirements as specified in CCSD General Terms and Conditions (General Term #30-32).

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 vendor must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All vendors, including any persons 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 vendor must provide a company profile that includes the number of employees, company experience, and years in business, etc.

9. The vendor must provide a main point of contact for CCSD.

10. The vendor must provide detailed information for company service department, delivery, and installation team identifying the number of service technicians working on school premises, average response time, and parts availability.

11. The vendor must describe their company’s current and past experience completing similar work in comparison to the size of CCSD. Submit at least five (5) projects of comparable size and scope. Include project names, contact names, phone numbers, and email addresses and construction cost of the project.

12. The vendor must submit specifications for any proposed equipment. Specification sheets must include the

Manufacturer’s Name and Model Number. All weight room equipment must be new. Used or refurbished equipment will not be accepted. See Attachment A – Weight Room Equipment Specifications.

13. The weight room equipment must utilize a framework constructed from 11-gauge steel and meet all performance and safety standards.

14. The vendor must provide information highlighting your product strengths, quality, durability, and reliability.

15. Post Award, the CCSD Support Services Representative, Melissa Morris, will coordinate with the Awarded vendor to schedule a site visit. The Awarded vendor must provide a sample design plan that reflects the school’s identity. Equipment should incorporate school branding – such as colors, logos, and mascot imagery-on machines, weight plates, racks, or other visible elements.

16. The Cherokee HS Replacement facility is expected to be a part of this award, and as such, the vendor must designate an order acceptance date that ensures sufficient time to complete the installation of all equipment by June 26, 2026. The vendor must also submit a detailed project timeline that includes order processing, equipment delivery lead times, and installation activities. All project installations must be fully completed no later than June 26, 2026.

17. Delivery, Invoicing, and Installation

• Items must be delivered to school and installed between the hours of Monday and Friday, 8:00 a.m.

– 4:00 p.m.

• Prior to installation, an installation schedule with agreed-upon dates and times will be coordinated between CCSD Support Services and the awarded vendor(s).

• Installation to be performed as follows:

i. Installation to include receiving, unpacking, assembly, and placement at the point of use, and removal and disposal of all packing materials. The Contractor/Vendor shall dispose of all trash, sweep, dust, and clean up all trash, rubbish, and other waste scattered throughout the work area caused by the installation as part of any award. Any containers or other trash that constitute a fire hazard or an obstacle to the work of others shall be removed daily. At final inspection, upon completion of the installation of all items covered by the purchase order, CCSD Support Services staff shall determine if the final cleanup is acceptable. CCSD dumpsters may not be used for disposal. Awarded vendor(s) are responsible for any scraping, gouging, or damage to pavement caused by the delivery and or removal of debris.

ii. The awarded vendor(s) shall have on hand the necessary tools, equipment, stain removal kits, cardboard, brown paper, plastic mats, vacuums, touch-up finish kits, and minor repair kits to resolve damage as it occurs when possible. Wrap the wood veneer and all doors with plastic foam or corrugated cardboard and protect all floors along the route to the equipment’s destination. Protect the interior of all elevators if applicable.

iii. During the delivery and installation, the use of food and drinks within the interior of the building is prohibited. All CCSD regulations shall be enforced.

iv. Use of any tobacco products or electronic nicotine delivery systems on CCSD property is strictly prohibited on CCSD property during the performance of the contract.

v. All Contractor/Vendor(s) employees must be easily identifiable, i.e., name tags, Contractor/Vendor t-shirts, or hats.

18. The awarded vendor(s) shall have free access to the site for the purpose of acquainting themselves with the conditions affecting delivery and installation. He shall cooperate with the other Contractor/Vendors and District personnel who may currently be working on the premises, integrating his work with others, all to the best interest of the total job and its orderly completion. Normal delivery and installation to be Monday through Friday, 8:00 a.m. – 4:00 p.m. However, due to special circumstances, additional access to facilities may be requested. If approved, coordination will be requested through the CCSD Support Services staff.

19. The awarded vendor(s) will have access to the premises by appointment only for the purpose of acquainting themselves with conditions, delivering equipment, and performing the work necessary to fulfill their contract.

They shall cooperate with any other contractors who may be concurrently working on the premises, integrating their work with that of others, all to the best interest of the total job and its orderly completion.

20. The awarded vendor(s) shall exercise due caution for the protection of persons and shall protect the Owner from expense and hold him harmless from liability by reason of injury, including death, to any person or persons, or for damage to the property of others occurring as a result of the operations under his contract.

21. The awarded vendor(s) is solely responsible for the safety of all workers, CCSD personnel 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.

• During normal facility/school hours, all employees of the awarded proposer MUST SIGN IN at the facility/school main office upon arriving and obtain an appropriate visitor’s badge/name tag prior to beginning any work. The badge/name tag must be worn at all times while on facility/school property (prominently displayed). Prior to departing each day, employees of the successful proposer must sign out and return badge/name tag.

• All after-hours facility access must be coordinated with the Support Service staff and sign in according to the policy of that facility/school.

• All employees of the vendor are required to always use professional discretion while on CCSD property.

Any misconduct of incidents that may arise may lead to the immediate removal of said employee from the CCSD contract for the safety of our students, parents, or employees.

• The awarded vendor is solely responsible for the safety of all workers, CCSD personnel, and students during the execution of work.

• The awarded vendor(s) must not leave materials, chemicals, or tools unattended.

• Vendor(s) must coordinate with CCSD Support Staff to prevent school children from entering the work area while work is in progress. Barricades must be suitable for each area of use.

• Vendor(s) and their employees must not park vehicles or equipment in such a manner that would block school drives or bus access points, or dumpsters.

• Vendor(s) must not use tobacco products or electronics nicotine delivery systems on CCSD property at any time during the performance of the agreement.

• The awarded vendor(s) must remove all debris from the CCSD work site. The awarded vendor(s) must thoroughly clean up all areas where work has been involved. It is the proposer’s responsibility for the disposal of flooring and related materials off-site or the proposer will provide a dumpster to an approved area and must be performed in accordance with Federal, State, and Local Regulations. Disposal of any proposer materials in a CCSD or General Contractors dumpster 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 must be removed from the facility/school property.

• Awarded vendor(s) will assume full responsibility and be held liable for any damage or claim done by the proposer’s personnel to any part of the school grounds, building, equipment, furniture, fixtures, or any other items owned by CCSD and will be repaired or replaced at no cost to CCSD. The replacement or repair must be completed within thirty (30) days and to the satisfaction of a CCSD authorized representative.

22. Vendor(s) must submit warranty procedures and detailed warranty information highlighting coverage of the warranty for parts and labor.

23. The awarded vendor(s) shall exercise due caution for the protection of persons and shall protect the Owner from expense and hold him harmless from liability by reason of injury, including death, to any person or persons, or for damage to the property of others occurring as a result of the operations under his contract.

24. Access will be provided by CCSD Support Services Staff and/or the General Contractor. Coordination will be with Melissa Morris.

25. Invoices must be sent to melissa.morris@cherokeek12.net once the job is complete and in proper working order.

26. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

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

28. 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:

• 30 points Price

• 30 points Quality

• 30 points Services & Warranty

• 10 points References