12-02. Specific Terms and Conditions - 202025 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Cherokee High School Replacement - Furniture Package 202025 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide school furniture for Cherokee High School.

2. All questions regarding the 202025 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Wednesday, October 22, 2025. 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 Wednesday, October 29, 2025, by 9:00 a.m. Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is 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 Cherokee High School Replacement - Furniture Package RFP will be for a period effective from the date of award until the completion of the project as detailed in this RFP. All prices submitted must be firm for the duration of the term.

5. Proposers may provide pricing for any or all pieces included in this RFP. Proposers must provide pricing for a turn-key solution, including all aspects of the scope of work outlined in this RFP.

All pricing submitted must reference the Georgia State Contract number or Government Contracting vehicle used such as OMNIA, TIPS, and SOURCEWELL. Any submissions that do not reference a Government contract number will not be considered for award.

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.

Pricing must include all shipping, handling, delivery, and installation charges.

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

7. All proposers, including any persons affiliated with or in any way related to the proposer, is 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. CCSD has contracted with a third-party design firm who will manage coordination and project oversight, including but not limited to purchasing, delivery, installation, warranty, and general project oversight.

9. Project contact(s) after award will be:

• CCSD – Melissa Morris, melissa.morris@cherokeek12.net, 770.721.8450

• PBK – Emilee Keith, emilee.keith@pbk.com, 832.287.0252

• PBK – Madison Smith, Madison.posey@pbk.com, 210.829.0123

10. Delivery, Invoicing, and Installation

• Items must be delivered to 1200 Martin Luther King, Jr. Blvd., Canton, GA 30114 and installed at Cherokee High School between the hours of Monday and Friday, 8:00a.m. – 5:00p.m.

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

• All items must be distributed and installed as shown on the Cherokee High School Replacement Furniture Sheets (referenced in PDF File named 202025_Cherokee HS Replacement Furniture_Furniture Plans_10.13.25).

• Installation to be performed as follows:

i. Installation to include receiving, unpacking, assembly, and placement at point of use and removal and disposal of all packing materials. The Contractor/Vendor shall provide roll-on-roll-off trash disposal and sweep, dust, and clean up all trash, rubbish, and other waste scattered throughout the building caused by the installation of furniture 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. The award vendor(s) shall ensure containers are emptied daily and located away from the flow of traffic. The containers shall not be over filled or unsightly.

At final inspection, the completion of the installation of all items covered by the purchase order, the interior Designer/PBK representing Project Delivery Services shall determine if the final cleanup is acceptable. CCSD dumpsters may not be used for disposal. Awarded vendor(s) are responsible for any scrapping, gouging, or damage to pavement caused by the delivery and or removal of the dumpster(s).

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 wood veneer and all doors with plastic foam or corrugated cardboard and protect all floors along the route to the furniture’s destination. Provide protection to interior of all elevators.

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

iv. Use of any tobacco products on CCSD property is strictly prohibited.

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

11. Proposers must provide a detailed explanation of how their company manages and executes large-scale installations. Include, servicing dealer’s installation services (to receive, inspect, transport, deliver, install, set in place, and make ready for use of all items on quote).

12. The awarded vendor(s) shall have free access to the site for the purpose of acquainting himself 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. – 5:00 p.m. However, additional access to facilities may be requested if special circumstances arise. If approved, coordination will be requested through the designated Interior Designer.

13. Th awarded vendor(s) will have access to the premises by appointment only for the purpose of acquainting himself with the conditions, delivery furniture, and performing the work necessary to fulfill his contract. He shall cooperate with any other Contractors who may be concurrently working on the premises, integrating his work with that of others all to the best interest of the total job and its orderly completion.

mailto:melissa.morris@cherokeek12.net mailto:emilee.keith@pbk.com mailto:Madison.posey@pbk.com

14. The awarded vendor(s) shall take care not to damage the premises or the property of others, and in case such damage occurs as the result of operations under this contract, he shall make prompt, complete restitution.

Vendor(s) shall document any pre-existing damage and submit prior to installation.

15. The awarded vendor(s) shall exercise due caution for the protection of persons and shall protect the Owner and PBK 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 this contract.

16. Unacceptable performance by an awarded vendor(s) may be cause of immediate cancellation if deemed necessary by CCSD.

17. CCSD reserves the right to terminate any resulting agreements, without penalty, provided thirty (30) days written notice of such termination given to the awarded vendor(s).

18. Protection and property and liability: The awarded vendor(s) shall take care not to damage the premises of the property of others, and in case such damage occurs as the result of operations under their contract, they shall make appropriate restitution. The awarded vendor(s) shall be responsible for all damage or injury to person or property of any character occurring during the prosecution of the work resulting from any act, omission, neglect, or misconduct on his part of on the part of any of his employees, in the manner of methos of executing the work; or from his failure to execute the work properly: or from defective responsibility until all claims have been settled and suitable evidence to that effect furnished to CCSD. If the awarded vendor(s) fails to pay for damage, the damages may be deducted from any remaining balance due to the awarded vendor(s) or may be processed as a breach of contract to the full extent the law allows.

19. Warranty: Upon receipt of written notice of the discovery of any defects occurring within the warranty period, the awarded vendor(s) shall remedy the defect and replace any property damage therefrom. If the awarded vendor(s), after notice, fails to proceed with the remedy(ies) within thirty (30) days or within another period of time agreed to in writing, to comply with the terms of the warranty, CCSD may have the defects corrected and the awarded vendor(s) shall be liable for all expenses incurred. Furniture and equipment units that are defective beyond the feasible job repair at the time of final inspection by CCSD’s representative will be retained by the District, and used by occupants, without payment by the owner, until the awarded vendor(s) has replaced all such defective furniture with units conforming to the drawings and specifications.

Awarded vendor(s) shall warrant the installation to be free or defects in workmanship and materials for a period of two (2) years from the date of installation acceptance. The awarded vendor(s) shall respond to written complaints within five (5) days.

Prior to installation, the awarded vendor(s) shall deliver to PBK three (3) copies of manufacturers warranties, operating instructions, and maintenance recommendations for furnishings installed.

Upon completion of installation, awarded vendor(s) must schedule a punch list walk through with the Interior Designer and Owner. All punch list items must be satisfactorily completed prior to submission of final invoicing.

Send manufacturers warranties operating/maintenance instructions and completed punch list with invoice.

20. Governing Law: This agreement shall be constructed and governed by the laws of the State of Georgia and the policies and regulations of the Cherokee County School District.

21. The acceptance of purchase order denotes compliance with all terms and conditions.

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

mailto:melissa.morris@cherokeek12.net

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

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

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

25. 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 Service

• 10 points References