16-02. Specific Terms and Conditions - LED-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

LED Lighting Conversion LED-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide and replace LED lights within the locations specified. In the best interest in CCSD, projects may be awarded to multiple proposers. The awarded proposer(s) will be assigned to a location determined by CCSD.

2. All questions regarding the LED-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Tuesday, February 3, 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 Tuesday, February 10, 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 one-time RFP for the LED Lighting Conversion will be for a period effective from the date of award through project completion by February 2027. Pricing, terms, and conditions will remain firm for the duration of the term.

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.

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 is required to maintain the insurance requirements as specified in Attachment A – Insurance Requirements for Maintenance Service Providers.

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. The awarded proposer(s) will be given a selection of locations. Additional locations will be granted for further projects based on budget, performance, and completion of the assigned projects. Awarded proposers are responsible for independent auditing for each location assigned to verify light bulbs/equipment count prior to starting a project.

9. The LED-2026 RFP will be completed in multiple phase. The phase will include eleven (11) locations listed on Attachment B – Locations and School Start/End Time. Work will not be permitted during school hours and should be scheduled during the school breaks; refer to Attachment C – School Calendar SY2025-2026 and SY2026-2027.

10. Qualifications – Provide a response based on the following. Please submit your response for each item (e.g., a, b, c, etc.).

a. Cover Letter – Proposer will provide a cover letter summarizing both the organization and their offer.

b. Firm Data

• Basic company information including company ownership

• Firm name, address, phone, and key email addresses

• Primary Contact name and information

• Number of years in business/number of years in Energy Conservation Services

• State of Incorporation

• Applicable licenses and certificates

c. Firm History – Describe the history of your firm, specifically as it relates to the work to be performed under this contract. Information must include background and history of your firm’s executive management. Do not overview with any elements of your structure that are not directly involved in the energy services business.

d. Team Personnel – Provide information about the firm’s personnel resources, including classification and number of employees as follows:

• Identify all individuals that will directly and materially be involved in any aspect of the audit, contract management, and construction phase of this contract.

• Provide resumes of the key project personnel including education, work experience, and any other relevant information detailing their responsibility within the scope of this RFP.

e. Experience in Local Government and Institution Projects – Proposer(s) will demonstrate experience in the design and management of local government/K-12 projects and/or institutional projects, preferably in the State of Georgia. Provide the following information:

• Name of local government or institution

• Contact name/Title of contact information

• Guaranteed maximum price

• Project Scope of Work

• Description and dollar value of change orders (if applicable)

f. Submit a summary list of all litigation, arbitration, and mediations over the past seven (7) years.

Indicate specific outcome(s), especially for any construction projects.

11. General Specifications

a. Fixture/Driver information must be submitted to CCSD office of Support Services for review before installation.

b. Every light at the facility must be replaced or retrofitted to an LED.

c. Proposer is responsible for providing a dumpster for disposal of all materials. Materials should not be disposed of in school/location dumpsters. Placement of dumpster must be approved by CCSD Office of Support Services designee.

d. Proposers must provide their own lift.

e. Project must provide their own storage of materials/equipment.

f. Project must be priced as turnkey.

g. A lumen study must be performed to ensure accurate illumination of the space.

h. All lights should at a minimum meet the Georgia Department of Education foot candle standards.

i. All work performed must meet National Electrical Code.

j. Proposer must assist with any rebates.

k. Building keys will be provided to the awarded proposer for specific locations. Refer to Attachment

D – Contractor Key Agreement.

12. Scope of Work – Proposer must include with proposal response a written Scope of Work (SOW) detailing the proposers plan to implement, service, and manage this contract in accordance with the CCSD’s specifications, relevant laws, and industry “best practices”.

• Design Methodology – Please describe, in detail, the design methodology to be employed to validate the lighting design to achieve the desired foot-candle requirements. Please provide an example.

• Construction Management Methodology – Please describe your methodology for contracting and overseeing the “construction” requirements of this contract. This must include planning, coordination, installation, warranty, and occupant involvement.

13. Unless otherwise specified, all work must be in compliance with CCSD standards to be provided to the award proposer(s) by the CCSD Office of Support Services.

14. Equipment

a. Interior Lights

• All drivers must be rated for greater than 300 volts.

• Any florescent fixture must be replaced with an LED flat panel of the same size (i.e., 2x4, 2x2, 1x4, etc.)

• Mezzanine/Electrical/Mechanical rooms with open 2-bulb fixtures should be replaced with LED tube bulbs. Ballast should be removed.

• Retrofit all can lights to LED.

• Gym and cafeteria lights must be replaced with new LED fixtures. Lumen study must be performed to ensure adequate but not over-lighting is achieved.

• Decorative fixtures must be retrofitted with LED tubes.

b. Exterior Lights

• Wall packs must be no less than 32 watts,

• Wall packs should be replaced with a similar style to the existing fixture.

• Awning lights should be whole fixture replacements, not bulb replacements.

• All holes in awnings/building exterior should be filled and water sealed.

c. Dimmer Switches

• Priced as an addition on proposal form per room for CCSD to determine use cases.

(Hallways/common areas will not have dimmers.)

• Hard wire controlled.

• Any exposed wiring should be in wire mold, not EMT conduit.

• CCSD’s Preferred brand for Dimmer Switches is Diva 0-10 V Controls. Refer to

Attachment E – Preferred Brand Dimmer Specifications.

• Proposer may submit pricing for an equivalent brand.

15. Lighting layouts and specifications are provided for each location. Refer to Attachment F - Lighting Layouts and Specifications.

16. Warranty Management – Proposers must provide warranty information. Please submit your response for each item (e.g., a, b, c, etc.).

a. Awarded proposer(s) must provide a labor warranty from the date of substantial completion of each project. Material warranty should have a five (5) year warranty as a minimum. Submit warranty cut sheet for each fixture type.

b. Warranty information must include detail warranty procedures, along with a listing of all local Authorized Manufacture Warranty repair locations. All manufacturers are required to be authorized and certified for making warranty repairs. A copy of certification must also be included.

17. Define the process for change orders during the life of the contract.

18. Provide any unique elements of your offer not already specified or proposed that you believe will bring value added to this contract. CCSD is the sole determinant of the validity of the value to CCSD.

19. The proposer(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.

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

• Proposer(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.

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

All employees of the proposer(s) are required to use professional discretion at all times while on CCSD property. Any misconduct or incidents that may arise may lead to the immediate removal of said employee from the CCSD agreement.

20. Invoices must not be sent until the job is complete unless progressive project billing has been agreed upon with a CCSD Representative. Invoices must be submitted to support.servicesAP@cherokeek12.net .

21. Proposer(s) must submit a sample copy of a billing invoice.

22. 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

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

24. 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:

• 45 points Qualifications and Experience

• 25 points Service and Support

• 20 points Price

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