13-02. Specific Terms and Conditions - AQT-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Air Quality Testing Services AQT-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide comprehensive air quality testing services for the District as needed. The goal is to assess indoor air quality, identify potential contaminants, and ensure compliance with applicable health, safety, and environmental standards.

2. All questions regarding the AQT-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Tuesday, April 28, 2026. 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) portal. RFP proposals must be submitted in the portal on May 5, 2026, 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 twenty-four (24) month term for the Air Quality Testing Services RFP will be June 1, 2026 through May 31, 2028. The term may be extended up to two (2) additional 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 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.

The proposal form includes a designated space for proposers to list their full range of services along with the associated pricing.

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

CCSD All Facilities Locations - Attachment B.

9. Supervision of and monitoring performance of the award will be performed by Rocky Simpson, Director of Facility Maintenance or designee, hereinafter referred to in this proposal as Project Manager.

10. Scope of Work

The awarded proposer must provide all labor, equipment, materials, tools, and reporting necessary to perform air quality testing. Services may include, but are not limited to:

a. Required Testing

• Particulate Matter (PM2.5, PM10)

• Volatile Organic Compounds (VOCs)

• Formaldehyde

• Asbestos (if applicable)

• Carbon Monoxide (CO)

• Carbon Dioxide (CO2)

• Temperature & Relative Humidity

• Mold & Microbial Sampling (spore traps or equivalent)

• Allergens or Specific Contaminants (if applicable)

b. Testing Locations

Testing will be conducted in designated areas within the facility, including:

• Offices

• Storage areas

• High-traffic zones

• HVAC output points

• Any additional areas identified by the facility manager

c. Communication and Coordination

• Pre-testing coordination meetings, if required

• Notification of any unexpected site conditions or deviations from the sampling plan

• Availability to discuss results and answer technical questions

• Support for follow-up testing or post-remediation verification, if applicable

• The delivery method for testing results will be coordinated per inspection

d. Deliverables

The awarded proposer must provide:

• A written Air Quality Report summarizing findings

• Clear interpretation of results compared to industry standards (OSHA, EPA, ASHRAE, etc.)

• Documentation of sampling methods and equipment used

• Recommendations for corrective actions if contaminants exceed acceptable limits

• Remediation

• Copies of all results and lab reports

11. Proposers must include sample reports showing how information would be presented and reported to CCSD.

12. Regulatory and Compliance Requirements

• U.S. Environmental Protection Agency (EPA) guidelines

• Occupational Safety and Health Administration (OSHA) standards

• State and local environmental regulations

• American Industrial Hygiene Association (AIHA) guidance

• Any applicable building codes or health department requirements

13. Technical Approach and Methodology

The proposers must submit their company’s technical approach and methodology for delivering air quality testing services. The approach must demonstrate a clear understanding of regulatory requirements, industry best practices, and the specific needs of the facilities or environments being tested.

14. 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 (e.g., a, b, etc.).

a. Maximum years of experience providing air quality testing services and environmental sampling

b. Identify and provide a brief resume of the primary individual(s) who will serve as the central contact person and be responsible for the CCSD account

c. Provide proper licensing and certifications required by federal and state authorities

d. Staff with appropriate training and certifications (e.g., CIH, CIEC, or equivalent)

e. Use of accredited laboratories (e.g., AIHA, NELAP, or equivalent)

f. Use of NIOSH-, EPA-, or ISO-approved testing methods

g. Proven experience with similar-sized projects or facilities

15. Health, Safety, and Compliance

The proposer must conduct all work in a manner that prioritizes safety and compliance, including:

• Adherence to site-specific safety requirements and organizational policies

• Use of appropriate personal protective equipment (PPE)

• Compliance with all applicable federal, state, and local regulations

• Proper handling, storage, and disposal of testing materials

16. CCSD Safety and Security Requirements

a. All inspections must be after hours.

b. All after-hours facility access must be coordinated with the CCSD Project Manager and the awarded proposer(s) employees must sign in according to the policy of that facility.

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

d. Proposer(s) are solely responsible for the safety of all workers, CCSD personnel, and students during the execution of 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. When students are on-site, they must be kept away from the work area while work is in progress.

g. Proposer(s) must prevent school children from entering the work area while work is in progress.

h. Proposer(s) must not leave materials, chemicals, or tools unattended.

i. Proposer(s) must not park vehicles or equipment in such a way that would block school 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 C.

18. Proposers must submit a sample billing invoice that clearly demonstrates the format, level of detail, and pricing structure that would be used for invoicing under this RFP.

19. Invoices must be sent to support.servicesAP@cherokeek12.net email once the job is complete and in proper working order.

20. 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

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. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 35 points Experience and Qualifications

• 35 points Technical Approach and Methodology

• 20 points Price

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