12-02. Specific Terms and Conditions - PPS-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Painting & Pressure Washing Services PPS-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide turn-key painting (interior and exterior), pressure washing, and parking lot striping services for the District. Services will be performed at various CCSD facilities throughout the district on an as-needed basis. Projects will be awarded by the issuance of individual task orders and may be awarded to multiple proposers.

2. All questions regarding the PPS-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire Interactive) Message Center by 2:00 p.m. on Tuesday, July 29, 2025. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly Bonfire

Interactive) portal. RFP proposals must be submitted in the portal on Tuesday, August 5, 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 twelve (12) month term for the Painting & Pressure Washing Services RFP will be September 1, 2025 through August 31, 2026, with the option to renew up to four (4) twelve (12) month terms 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 on the proposal form 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.

Hourly Rate for Additional Services – Within this document, CCSD has attempted to anticipate and identify all services that may be needed under this contract throughout the length of the award period. In the event CCSD has failed to anticipate all service needs, responding proposers are asked to provide a fee structure for additional, related services that may be needed during the award period. Proposers are to provide an hourly rate in the space provided on the proposal form. If awarded the contract, this fee would then apply to service needs that may be identified at a later date. If there are different rates, please provide any/all rate information.

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 Insurance Requirements for Maintenance Service Providers – Attachment A.

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, 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. Supervision of and monitoring performance of the contract will be performed by CCSD’s representative, Rocky

Simpson, Director of Facility Maintenance or designee.

9. CCSD serves more than 42,000 students with 42 school sites plus multiple administration facilities (Refer to

CCSD All Facilities Location - Attachment B).

10. General Requirements

a. The proposer acknowledges and agrees that any business license and registration will remain current for the duration of any resulting contract and such documents are a material term to any resulting contract.

b. The proposer is requirement to maintain all license, permits, give all required notices, pay all license fees and taxes, etc. related to work.

11. Staffing and Qualifications Proposers must submit a response to all items listed in this section. Each section must be clearly labeled with the corresponding letter (i.e., a, b, etc.).

a. Provide background information about your company to include the size of the organization, length of time in business providing the services requested, and number of employees. Describe your overall staffing approach for completing the required work.

b. Identify and provide a brief resume of the primary individual who will serve as the local primary account representative for CCSD.

12. Experience and Past Performance

Proposers must submit a response to all items listed in this section. Each section must be clearly labeled with the corresponding letter (i.e., a, b, etc.).

a. Provide details of current and past experience in painting services for schools in comparison to the size of CCSD.

b. Indicate if you have ever been in default on a contract or have been denied an award due to non-responsibility to perform. If so, provide the facts and circumstances.

c. Describe in detail how the proposer plans to provide painting services in order to complete the required services. Provide detailed standard procedures for completing work.

d. Describe how the proposer will coordinate all contracted service activities an synchronize your work schedules with the facility/school.

e. Describe the problem resolution process for correcting issues.

f. Describe the precautionary steps that are taken to ensure the location is secure and the safety of those impacted by the work is not compromised.

g. Describe the methods that will be used to ensure contracted employees are easily identified at all times while on CCSD property.

13. Scope of Work - Painting

a. Proposer(s) agree to provide turn-key painting services that include the necessary labor, paint, materials, tools, and equipment to complete each project request agreed upon.

b. Proposer(s) must provide pricing on the proposal form for a complete turn-key solution, including all aspects of the Scope of Work outlined in this RFP. Price must include all tools, equipment, materials (i.e., paint, brushes, rollers, sanders, drop cloths, hand tools, etc.) labor, application, disposal, signage, and any other related items required for the performance of work. For evaluation purposes, proposer(s) must also provide pricing on the Sample Job Request Quote Form. The proposal form and the Sample Job Request Quote Form must be submitted with the proposal in order to be considered for evaluation and award.

c. Paint products utilized must match specifications listed on Paints – Attachment C and be of comparable quality.

d. When painting fire rated doors, proposer must protect all fire rating tags.

Scope of Work - Pressure Washing – Proposer(s) agree to provide turn-key pressure washing services meeting industry standards. Proposer(s) must provide their own water and clean up all areas prior to leaving the CCSD facility site.

Work in Existing Buildings – The proposer must, at no additional cost to CCSD, remove, store, and reinstall existing furniture, fixtures, and equipment (including but not limited to sound panels) required to be moved to accomplish the work. If any technology equipment needs to be moved, this must be coordinated with the CCSD Project Manager.

14. Project Requirements

a. Contract Administration - The responsibility and authority for the administration of this RFP is assigned to CCSD Facility Maintenance, referred to in this proposal as Project Manager. The awarded proposer(s) will be required to appoint a local primary account representative to meet with the designated CCSD representative at each job site within forty-eight (48) hours of contact.

b. Upon written notification of the job request, proposer(s) must be able to begin work within five (5) working days, unless otherwise agreed upon between CCSD and the awarded proposer.

c. Prior to the start of each job, the awarded proposer must participate in an on-site meeting with CCSD’s Project Manager and Principal/Site Administrator to review requirements, including determining whether any existing murals, graphics, or accent stripes are to be preserved or painted over.

d. Proposer(s) must have written approval for all color selections from the Principal and the Project Manager prior to any start of work. Paint Codes must be documented. Refer to Paint Codes - Attachment D for acceptable paint code information.

e. CCSD will not provide detailed documents; it is the proposer’s responsibility to accurately measure the spaces to be painted.

f. Proposer(s) must protect all surfaces and areas not being painted and will clean or have cleaned at his own expense any paint applied to such surfaces or areas.

g. Flammable materials cannot be stored near or adjacent to electrical closets or boiler rooms.

h. Upon completion of work, all empty paint containers and all materials must be removed from the facility/school property. It is the proposer’s responsibility for the disposal of paint and related materials off-sit 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.

i. Damage by Proposer – Awarded proposer(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, landscaping, 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.

j. Payment will not be made to the proposer until an authorized representative of CCSD makes a final inspection of each job.

k. Work Order Management System – The proposer will be required to log in and complete job requests prior to CCSD payment of invoice.

15. Inspection and Testing for Asbestos Content of Building Material – Building materials which are scheduled to be incorporated into the work under the agreement must first either be certified by the manufacturer to be asbestos free or be inspected and tested by accredited parties and certified to be free of asbestos content in accordance with EPA, AHERA, and 1982 School Rules. “Asbestos” means the Asbestiform varieties of:

Chrysotile (Sperentine), Crocidolite (Riebecrite), Ammosite (cummingtonite-grunerite), Anthophyllite, Tremolite, and Actinolite.

Materials must not be incorporated into the work prior to the receipt of either manufacturer certification or accredited laboratory test results indicating the building material is asbestos free. Copies of the test reports must be furnished to CCSD. CCSD reserves the right to inspect and take samples at random at the job site.

Materials containing asbestos must be removed immediately at the proposer’s expense using current EPA protocol for the removal of asbestos containing materials.

16. Safety and Security Requirements

a. 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 and must be prominently displayed. Prior to departing each day, employees of the awarded proposer must sign out and return the badge/name tag.

b. All after hours facility access must be coordinated with the CCSD Project Manager.

c. All employees of the proposer are required to use professional discretion at all times while on CCSD property. Any misconduct or incidents that arise may lead to the immediate removal of said employee from the CCSD contract for the safety of our students, parents, or employees.

d. The proposer is solely responsible for the safety of all workers, CCSD personnel, and students during the execution of the work.

e. Extreme caution must be exercised by all workers to ensure that all possible precautions are taken to prevent injury to CCSD staff and students.

f. If students are on-site, they must be kept away from the work area while work is in progress.

g. Proposer must not leave materials, chemicals, ladders, or tools unattended.

h. The proposer must prevent children from entering the work area while work is in progress.

i. Proposer(s) must not park vehicles or equipment in such a manner that would block drivers or bus access points.

j. Proposer(s) must not use tobacco products or electronic nicotine delivery systems on CCSD property at any time during the performance of the contract.

17. Key Sets/ Badges will be issued in accordance with the CCSD Contractor Key Agreement (Attachment E).

18. Warranty Requirements – Warranty of workmanship and materials must be twelve (12) months from the date of final inspection. This will include, but not be limited to, paint peeling, improper coverage, etc. The proposer will be required to correct any issues found during the twelve (12) month warranty period at the proposer’s expense.

19. Invoicing for projects must be submitted to support.servicesap@cherokeek12.net and billed to CCSD, 200

Mountain Brook Ct, Canton, GA 30115. All invoices must include the original CCSD contact person and/or PO number as a reference.

Payment will not be made to the proposer until an authorized representative of CCSD makes a final inspection of each job. All invoices must include the RFP Item # and description. Refer to Attachment F for an example invoice.

20. 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

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

22. The services being sought under this RFP are professional in nature. Submissions will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 45 points Qualifications and Experience

• 25 points Service and Support

• 20 points Price

• 10 points References mailto:support.servicesap@cherokeek12.net