2026_100100_1211_Document Shredding Services.pdf

HENRY COUNTY SCHOOLS

TO: Prospective Offerors

DATE: December 11, 2025

SUBJECT: RFP-2026-100100-1211-Document Shredding Services

You are invited to submit proposals for a cost-effective Document Shredding Services to cover the Henry

County Schools district. Henry County Schools. is a political subdivision of the State of Georgia, by and through the Henry County Board of Education.

The written requirements contained in this Request for Proposal (RFP) shall not be changed or superseded except by written notice from Henry County Schools. Failure to comply with the written requirements for this RFP may result in disqualification of the submitted proposal.

To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the offeror to meet all specifications and guidelines set forth herein, in addition to all applicable laws and regulations. Henry

County Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions. Henry County Schools reserves the right to reject any or all proposals; any part or parts of a proposal; waive any technicalities/informalities or irregularities; make modifications or specifications; and award any (or all) of the contract in a manner which is in the best interest of Henry County Schools.

Henry County Schools will leverage an electronic sourcing tool to administer this RFP and all offeror responses must be submitted electronically in accordance with the instructions contained in Section | B.2 proposal Submission Instructions. Questions and Answers will be managed through the electronic platform as outlined in Section 1.B.2(b) <Submitting Questions=.

Your interest and participation in the Henry County Schools9 solicitation process is appreciated.

Sincerely, Greg Goins, Executive Director of Purchasing

HENRY COUNTY SCHOOLS

SOLICITATION NO. RFP-2026-100100-1211

REQUEST FOR PROPOSALS

FOR

Document Shredding Services

Opening: December 11, 2025, at 11:00 AM EST

Closing: January 23, 2025, at 11:00 AM EST

This cover sheet is required to be signed and submitted for consideration of submitted information related to this request.

Company name: Date:

Mailing Address: Phone:

City: Fax:

State: Zip: SSN or Federal Tax ID:

Email: Title of Authorized Representative:

Printed Name: Authorized Signature:

SECTION | 4 REQUEST FOR PROPOSAL OVERVIEW

A. PURPOSE

Henry County Schools is soliciting information from qualified and experienced offerors to provide a safe and cost-effective solution for document shredding services to safely dispose of confidential information, securely and efficiently. The Request for Proposals (RFP) is intended to identify

Suppliers who can meet or exceed the base requirements identified within this document. This RFP will result in a contract award. Within this document, the terms Respondent, Offeror, Supplier, and/or Contractor are synonymous and refer to the person, entity or firm that submits a response to this RFP.

INFORMATION TO OFFERORS

RFP TIMETABLE

This RFP will be governed by the following timetable: the dates may be subject to change. Any such change will be publicly communicated via the Henry County Schools web site and as a public notice via Bonfire and shall be made at least 48 hours prior to the event begins.

Event Timing

Release of RFP 12/11/2025 at 11:00 AM EST Deadline for Questions 12/17/2025 at 11:00 AM EST _ Responses to Questions Posted 12/19/2025 at 3:00 PM EST

_ RFP Submission Deadline 01/23/2026 at 11:00 AM EST <Evaluation Period - 01/26/2026-01/28/2026 8Notification to all Offerors - 4 1/30/2026 l Contract Awarded S o 2/11/2026 1

SUBMISSION INSTRUCTIONS

All offerors that desire to respond to this solicitation must register on Henry County Schools'

Bonfire Procurement Portal. Offerors can access the electronic platform by means of the direct link for this RFP or by visiting the Henry County Schools Purchasing website as follows:

e HCS portal link: https://henryk12.bonfirehub.com/portal/ e Henry County Schools Solicitations page:

https://schoolwires.henry.k12.ga.us/Page/128846

Once a potential offeror reaches the Henry County Schools portal hosted by Bonfire, the offeror can register for free by clicking on <Create your free Bonfire account= on the <Log In= tab or using the 8Log In9 button in the top right-hand corner of the portal, then clicking on <Create your free

Bonfire account=. Once registered, offerors can use this portal to view open projects and details and create a submission for a specific project. Informational addenda have been included on the

Bonfire Registration process and contact details for technical support. Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform. It is the offeror's responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror9s submittal.

Potential offerors are encouraged to use commonly accepted software programs to create electronic files. If Henry County Schools is unable to open an electronic file due to a virus or because the file has become corrupted, the offeror's response may be considered incomplete and disqualified from further consideration.

Henry County Schools has the capability of viewing documents submitted in the following format:

Microsoft Word or WordPad, Microsoft Excel, portable document format file (PDF), and plain text files with the file extension noted in parentheses (.txt). Unless the RFP specifically requests the use of another type of software or file format than those listed above, please contact the Issuing

Party identified below in Section 1.B.3. prior to utilizing another type of software and/or file format. In the event Henry County Schools is unable to open an electronic file because Henry

County Schools does not have ready access to the software utilized by the offeror, the offeror's response may be considered incomplete and disqualified from further consideration.

a) RFP SUBMISSION CHECKLIST

The following components constitute a complete Proposal submission:

Requested Information Required Document

Category

Cover Sheet Signed RFP Coversheet

Required Addenda A 4 Signed <Execution of Proposal= i

Required Addenda B4Completed <Offeror Information= Form

Required Addenda _C4Offeror Reference and Experience Form

Required Addenda

Required Addenda _ Ls Pricing Requirement Form

Required Addenda D - Signed <Certificate of Non-Collusion=

Required Addenda 1 _E4Signed <Certificate of Non-Discrimination=

Required Addenda H 4 Signed <Addenda Acknowledgement=

Required Addenda - I4Signed <Offeror's Modification Form= SS

K 4 Immigration and Security Form (notarized)

Required Addenda M- Service Locations

b) SUBMITTING QUESTIONS

All questions concerning this RFP must be submitted in writing via the electronic platform's message feature for <Opportunity Q&A=. No questions other than written will be accepted.

No response other than written will be binding upon Henry County Schools. All offerors must submit questions by the deadline identified in the RFP TIMETABLE above for submitting questions. Offerors are advised that Henry County Schools may or may not respond to late questions.

c) AUTHORIZED PARTY

The table on the cover sheet to this RFP shall be completed and signed by the offeror. The coversheet to the submittal should be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the submitting firm.

d) NOTICE OF GEORGIA OPEN RECORDS ACT

By submitting a proposal, each offeror expressly acknowledges and agrees that Henry

County Schools is obligated to timely comply with requests for information pursuant to state and federal laws and regulation, including the Georgia Open Records Act (""GORA"), O.C.G.A. § 50-18-70 et seg. Henry County Schools will comply with GORA at its discretion and is not required to notify any offeror prior to compliance. Each offeror also agrees to comply with GORA and to make records subject to GORA, as determined by the Henry

County Schools, available for inspection as required by law, unless otherwise exempt under other provisions of the GORA.

Further, if any offeror intends to reserve any record or information as confidential, trade secret, proprietary, or otherwise permissibly exempted under GORA or public record production, the offeror agrees that any such record will be labeled <PROPRIETARY TRADE

SECRET= conspicuously on the records submitted in the platform; and it shall be the offeror's sole obligation to notify Henry County Schools of asserting such exemption. A

<public copy= of the offer 4 including any appropriate redaction or modification to preserve the offerors asserted confidential, trade secret, and/or proprietary information 4 shall be uploaded within the bonfire portal under <open records= and addressed to the attention of the issuing party of this solicitation. Henry County Schools must receive the public copy with the proposal submission outlined within this RFP. It shall be Henry County Schools' intention to supply this <public copy= in response to public records requests including any such request made under GORA.

ISSUING PARTY DETAILS

The Procurement Officer to contact regarding this RFP is Tonya Tookes-Kay, Purchasing

Effectiveness and Efficiency Lead for Henry County Schools. Any question which arises must be submitted via the electronic portal prior to the DEADLINE FOR QUESTIONS due date outlined above.

4.

10.

ADDITIONAL INFORMATION/ADDENDA

Henry County Schools will issue responses to submitted questions, inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for proposal submission. Offerors should not rely on any representations, statements or explanations other than those made in this RFP (which shall include any addendum). Where there appears to be a conflict between the RFP and any addendum issued, the last addendum issued will prevail.

Offerors must acknowledge any issued addenda defined within the electronic platform. Proposals which fail to acknowledge the offeror9s receipt of any addendum may result in the rejection of the offer or result in the disqualification of the prospective offeror9s submittal.

LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS

Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered.

REJECTION OF PROPOSALS

Henry County Schools may reject any and all proposal(s) and reserves the right to waive any irregularities or informalities in any proposal or in the submittal procedure. Submittals received after time or at any place other than the time and place as stated in the RFP will not be considered.

MINIMUM RFP ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 60 days from the deadline for submission of proposals.

NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and its own work, not a sham, is and was not created or submitted as result of collusion or made in the interest or on behalf of any person not therein named, and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of the RFP to Henry County Schools or any work performed in connection therewith is the responsibility of the offeror(s).

RFP OPENING

Submitted proposals will not be opened or read aloud publicly. All offerors will be notified of solicitation results through the electronic platform.

C. GENERAL PROCUREMENT INSTRUCTIONS

1. Henry County Schools is governed by the Henry County Board of Education and is a recognized governmental entity. The Henry County Schools Purchasing Policy (Board Policy DJE) can be accessed from the Henry County Schools website and is incorporated into this solicitation by reference. By participating in this solicitation, an offeror agrees to be bound by the Henry County

Schools Purchasing Policy on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

2. Henry County Schools must receive all proposals no later than the date and time listed in this RFP.

Each proposal must be signed and dated by an official authorized to bind the firm. Late proposals will not be considered for award.

3. Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Proposals will be evaluated according to completeness, content, experience with similar projects, ability of offeror and any hired staff. The advancement of offerors to a finalist round and/or the award of a contract to one offeror does not mean other proposals lacked merit, rather all factors considered, the selected proposal(s) was deemed to be in the best interest of

Henry County Schools.

4. Offerors are cautioned that this is a Request for Proposals not a request to contract, and Henry

County Schools reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of Henry County Schools.

5. 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.

6. Any costs incurred by an offeror in preparing or submitting a proposal(s) are the offeror's sole responsibility; Henry County Schools will not reimburse any offeror for any costs incurred prior to contract award,

7. Proposals must be submitted in accordance with the requirements of the RFP. Failure to include any required information may cause rejection or disqualification of the proposal.

SECTION II 4 GENERAL CONDITIONS

A. PURPOSE

Henry County Schools is requesting competitive proposals from qualified and experienced offerors to provide a safe and cost-effective solution for document shredding services to safely dispose of confidential information, securely and efficiently.

B. CONTRACT TERM

5.

1. PARTIES

See Addendum J for Sample Copy of HENRY COUNTY SCHOOLS Offeror Agreement.

2. INITIAL TERM

Services will begin no later than March 2, 2026. The initial contract duration shall be through a one-year term, . OPTIONAL RENEWAL TERMS

The contract may contain four (4) one-year renewal options contingent upon HENRY COUNTY

SCHOOLS's offer of such renewal, the successful offeror's acceptance and the approval of the

Henry County Board of Education (HCBOE) to renew the contract.

The Agreement shall terminate absolutely and without further obligation on the part of HCBOE at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed but shall be automatically renewed through the then existing term unless HCBOE terminates the agreement by providing Company with thirty (30) days advance notice of termination prior to the end of the calendar year.

TERMINATION

Either party may terminate this Agreement without cause upon thirty (30) days prior written notice to the other party.

FUNDING OUT CLAUSE

a. It is necessary that fiscal funding-out provisions be included in all contracts in which the terms are for periods longer than one year. Therefore, the following funding-out provisions are an integral part of this RFP and must be agreed to by all Offerors. The District may, during the contract period, terminate or discontinue the purchase of goods, services or systems covered in this RFP at the end of the District's then current fiscal year and upon 30 days prior written notice to the contracted Offeror. Such prior written notice will state:

i. That the lack of appropriated funds is the reason for termination, and

ii. Agreement not to replace the items or services being terminated with items: or services with functions similar to those performed by the items or services covered in this RFP from another Offeror in the succeeding funding period.

b. The complete statement <This written notification will thereafter release the District of all further obligations in any way related to such goods, services or systems covered herein.= must be included as part of any agreement with the District. No agreement will be considered that does not include this provision for <funding out=.

6. PAYMENTS AND PRICING

Payment for any work from this contract shall be made upon receipt, inspection, and acceptance of completed work and receipt of proper itemized invoices.

All invoices must be itemized and include all labor, material, delivery, installation, cleanup, and overhead submitted in a consolidated manner to Henry County Schools within 30 business days of purchase and/or services rendered for the entirety of the agreement unless otherwise agreed upon by the District.

The District will not pay any penaities for late payment of invoices.

The District is exempt from State sales tax. All federal and state taxes and fees that can be eliminated in sales to public school systems in the State of Georgia should not be included in the proposed price.

C. OFFEROR QUALIFICATIONS

1. LICENSING

2.

All offerors for the project must be properly licensed under the laws of the State of Georgia and

Henry County, and in good standing before submitting any offer and before commencing any work, INSURANCE

a. The offeror shall be responsible from the beginning of this Proposal for all injury or damage of any kind resulting from the work to persons or property, regardless of who may be the owner of the property. In addition to the liability imposed upon the offeror on account of bodily injury (including death), or property damage suffered through the offeror9s negligence, which, liability is not impaired or otherwise affected hereby, the offeror assumes the obligation to save the Henry County Schools harmless and to indemnify and defend the Henry County Schools from every claim, liability, expense, or payment arising out of or through injury (including death) to any person or persons or damage to property

(regardless of who may be owner of the property) of any place in which work is located arising out of or suffered through any act or omission of the offeror or anyone either: (i.)

directly or indirectly employed by or; (ii.) under the supervision of any contractor in the prosecution of the work included in this Proposal.

The offeror agrees to comply with the provisions of the Workers9 Compensation laws of the

State of Georgia. The offeror agrees that, prior to the beginning of any work by the offeror;

the offeror shall furnish to Henry County Schools a Certificate from the insurance company showing issuance of Workmen9s Compensation coverage for the State of Georgia or a

Certificate showing proof of the ability to pay compensation directly. Offerors are required to submit proof of a current insurance certificate via Henry County Schools9 electronic sourcing platform under <Requested Information=.

c. The offeror shall obtain and maintain, at their expense, insurances with minimum limits as shown below and shall protect the offeror and Henry County Schools from any claims for property damage or bodily injury, including death, which may arise out of operations under this solicitation. The offeror shall furnish Henry County Schools certificates, policies, and cancellation endorsements as shown below:

d. Offerors General Liability Insurance-taken out in the name of the offeror.

l. Split Limits of Liability-Bodily Injury Liability: Limits of $1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Property Damage Liability: Limits of

$1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Or if

Combined Single Limit Liability-Bodily Injury and Property Damage Combined:

$1,000,000 each occurrence, $2,000,000 aggregate.

li. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least 30 days prior written notice has been given to Henry County Schools.

Ill. Disposition-Certificate from insurance company showing insurance policy must be sent to Henry County Schools prior to commencement of work. Offerors are required to submit proof of a current insurance certificate in the electronic platform under

<Requested Information= showing Henry County Schools, 33 North Zack Hinton

Parkway, McDonough, GA 30253 as certificate holder.

e. _ ContractorÆs Public and Automobile Liability Insurance:

l. Split Limits of Liability-Bodily Injury Liability-limits of $1,000,000 for each person and $1,000,000 each occurrence. Property Damage-limits of $1,000,000 for each occurrence.

ll. Or if combined Single Limit of Liability-Bodily Injury and Property Damage Combined:

$2,000,000 each occurrence.

ill. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least thirty (30) prior written notice has been given to Henry County Schools.

IV. Disposition-Certificate from insurance company showing insurance policy sent to

Henry County Schools prior to commencement of work. Offerors are required to submit proof of a current insurance certificate via Bonfire under <Required

Information= showing Henry County Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as certificate holder.

f. Acceptability of Insurance Companies-No insurance company will be acceptable unless written by a company licensed by the State Insurance Commissioner to do business in the

State of Georgia at the time the policy is issued. The company must, in addition, be acceptable to Henry County Schools.

3. SUSPENSION AND DEBARMENT

By submitting a proposal, each offeror certifies that it is not currently suspended or debarred from submitting proposals or Proposals on contracts or in suspension or debarment proceedings by any agency of the State of Georgia and the federal government, nor is it an agent of any person or entity that is currently suspended or debarred from submitting proposals on contracts or in suspension or debarment proceedings by any agency of the State of Georgia or the federal government.

A. BOYCOTT OF ISRAEL

By submitting a proposal, an offeror certifies that it is not currently engaged in a boycott of Israel as defined in O.C.G.A. $ 50-5-85. Further each offeror agrees to not engage in any boycott of

Israel for the duration of any contract award as a result of this RFP.

5. CONFLICT OF INTEREST

By submitting a proposal, the offeror represents and warrants no official or employee of Henry

County Schools has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made as result of this RFP, or in any expected profits to arise therefrom. The offeror is required to disclose any real or apparent conflict of interest with any

Henry County Schools officials or employees at the time of proposal submission. For the avoidance of doubt, this paragraph shall apply also to any real or apparent conflict of interest known or suspected to be held by any member of the Henry County Board of Education.

D. SCOPE OF WORK 4 REQUESTED MANDATORY REQUIREMENTS:

Henry County Schools is requesting competitive proposals from qualified Suppliers for Document

Shredding Services that will include the secure collection, shredding, and disposal of confidential and sensitive documents. The requested services will cover Henry County Schools locations, Central Offices/departments, and other district facilities as designated in Addendum N for Service

Locations.

1. OFFEROR REQUIREMENTS

Any responses from offerors in this RFP would entail the following, at a minimum:

The successful contractor shall furnish all products, equipment, labor, and services necessary to provide secure, compliant, and efficient document shredding services for Henry County

Schools. The following specifications shall apply:

2. Collection Containers e Supplier shall provide secure collection containers in a variety of sizes (desk-side, office, and high-capacity rolling bins).

e Containers must be clean like-new, free from dirt and debris, secure, lockable-Key, tamper-proof, and bar-coded for confidential disposal, and maintained in good condition at no additional cost.

e Supplier shall deliver, install, and replace containers as needed throughout the contract term.

3. Shredding Standards e All documents must be shredded using a cross-cut or micro-cut method that renders material irrecoverable.

e Supplier must meet or exceed industry standards for secure destruction (NAID AAA

Certification required). Shredding shall be performed either:

a. On-site at Henry County Schools facilities using a mobile shredding truck, or

b. Off-site at a secure shredding facility with documented chain-of-custody procedures that can be accessed via the supplier's dashboard or portal.

4. Service Responsiveness e Scheduled services shall be performed on a monthly basis as determined by the Henry

County Schools.

° Provide on-call and emergency shredding services when requested by the district.

° Respond to requests for additional containers, services schedule changes, or purging needs within a minimum of five (5) business days that includes a separate invoice for that location to the attention of the school9s bookkeeper and central office/other

Department Bookkeeper/Administrative Assistant.

e Supplier shall service all schools, the central administration building, and other Henry

County Schools facilities as designated.

+ Services shall be provided in a manner that minimizes disruption to Henry County

Schools operations as it's related to the School start and end times as follows:

Elementary Schools 7:35 a.m. ~ 2:15 p.m.

Middle Schools 9:00 a.m. 4 4:00 p.m.

High Schools 8:15 a.m. 4 3:15 p.m.

Academy for Advanced Studies 7:45 a.m. 4 12:50 p.m.

District Offices/other facilities 8:00 a.m. 4 4:00 p.m.

e Alisting of designated times will be provided to the awarded offeror for each school level,

5. Purging Event

Host at least one (1) annual District-wide Purging Event to allow schools and administrative offices to dispose of accumulated documents beyond routine collections.

° Provide additional staff and equipment during the event to handle high-volume shredding.

e Coordinate logistics with district representatives, including placement of shredding trucks, traffic flow, and extended service hours to accommodate participation from all facilities.

e Ensure secure handling from collection to destruction and issue a summary Certificate of

Destruction for the event.

6. Security & Compliance e Supplier must comply with all applicable federal and state regulations, including but not limited to FERPA, HIPAA, and state records retention/privacy laws.

e Supplier staff shall undergo background checks and display proper identification while on Henry

County Schools property.

e Supplier shall maintain strict chain-of-custody documentation from the point of collection through final destruction. Supplier shall provide record of chain-of-custody record for off-site shredding services.

7. Online Portal/Dashboard Access for Certification & Reporting

The supplier shall provide a secure, user-friendly online portal/dashboard for Henry County

Schools:

e Access and Download Certificates of Destruction, view invoices, service logs, account access in real-time for each location pickup, and other reports:

e Provide monthly service reports including number of sites serviced, container pickups, and total volume of materials destroyed e Track service schedules and container pickups.

e Communicate directly with assigned vendor account representative through a built-in chat or message feature.

e TBD by Henry County Schools4Grant multiple district administrators with varying levels of access/permissions as needed.

8. Environmental Responsibility e After pickup, all materials are transported in a locked, GPS-tracked vehicles directly to the supplier9s secure, access-controlled shredding facility.

. Documents are immediately cross-cut shredded to a size that renders unreadable, ensuring confidentiality is never compromised.

e Shredded material is never re-used, resold, or left unsecured at any stage of the process.

e Shredded material shall be disposed in an environmentally responsible manner to an authorized paper recycling mill. Supplier will include this specification as a part of its

Certificate of Destruction.

e Supplier shall provide documentation of recycling and disposal practices upon request and through its online dashboard/platform in the form of a Certificate of Destruction.

e All off-site shredding occurs within a secured, access-restricted destruction facility

(preferably a recycling mill) monitored by 24-hour video surveillance.

e The facility complies with NAID AAA Certification standards for physical and procedural security.

9. Account Management e Supplier shall assign a single account representative to serve as the primary contact for Henry

County Schools. Supplier will provide an alternate or backup name/s if the primary contact is absent, on -leave, or no longer with the company.

e Supplier shall provide responsive customer service for scheduling, invoicing, and issue resolution.

10. Billing Requirements

All Henry County Schools locations will have the same contract billing dates/ period. The vendor shall provide a clear and flexible billing process to support the District's accounting practices:

. Invoice/Billing Descriptors: Bill to School Name or HCS Building Name with Department

Name; Customer Number; Invoice Number; Invoice Date; Payment Terms; Due Date; Site #;

Service Description; Container Size; Quantity; Detail Pricing; Total Price; Remit To Address;

. Site-Specific Billing: Include School Name, Address, City, State, Zip----Each of the 53 schools shall receive an individual, itemized invoice reflecting services provided at that location.

. Department/Division Billing: Include HCS Building Name, Address, City, State, Zip---Separate invoices shall be issued for administrative offices, facilities, and other non-school district divisions.

° Consolidated Billing Option: Upon request, the vendor shall also provide a consolidated district-wide invoice summarizing all services, broken down by location, for centralized payment viewing; this should also be accessed in the supplier's dashboard.

° Electronic Invoicing: All invoices must be available electronically through the vendor's online portal/dashboard, with the ability to download in PDF.

e Timeliness: Invoices must be submitted within ten (10) business days following service.

e Accuracy: Invoices must reference location, service date(s}, type of service performed, volume/quantity destroyed, and applicable purchase order or contract number.

e District Departments: Will have same billing period for accuracy of services and schedules.

E. CRITERIA FOR EVALUATION AND SCORING

All timely responses will be evaluated in accordance with the following steps:

1. ADMINISTRATIVE REVIEW

Submittals will be reviewed by the Issuing Party to determine compliance with the following requirements:

e Response was submitted by the deadline defined in the <RFP TIMETABLE= e Response is complete and contains all required documents defined in the <RFP

SUBMISSION CHECKLIST=

2. EVALUATING QUALIFICATION FACTORS

Offeror proposals which pass the administrative review will be evaluated according to responses provided to statements outlined above in the <SCOPE OF WORK 4sections and other requested documents.

The proposals will receive pass/ fail score to determine if pricing will be reviewed. The offeror with the lowest pricing deemed responsible and responsive will be awarded. The proposals will be evaluated on a scoring of 1-5 for each section of the mandatory requirements for <offeror requirements=

F. FINAL SELECTION

Following review of all qualified proposals and selection of a suitable offeror, and preliminary contract negotiations, a recommendation for contract award will be made to the Henry County

Board of Education. Any contract award will be made only upon approval by the Board.

Following approval, Henry County Schools will complete contract negotiations.

Note: Henry County Schools reserves the right to accept the response which is determined to be in the best interest of Henry County Schools and its employees. Henry County Schools reserves the right to reject any and/or all proposals.

G. ADDENDA

The following is a summary of all required and informational addenda included in this RFP. All addenda must be acknowledged by the offeror to submit a response to this RFP

Addendum Reference

T a m m o n o b

Addendum Title

Cover Sheet

Signed <Execution of Proposal=

Completed <Offeror Information Form=

Offeror Reference and Experience

Signed <Certificate of Non-Collusion=

Signed <Certificate of Non-Discrimination=

Bonfire Support Information

Henry County Schools Protest Procedure

Signed <Addenda Acknowledgement=

Signed <Offeror Modification Form=

Sample Copy of Henry County Schools Offeror

Agreement

Immigration and Security Form (notarized)

Pricing Requirement form

Henry County Schools Location Listing

Addendum Category

Required with submittal

Required with submittal

Required with submittal

Required with submittal

Required with submittal

Required with submittal

Informational

Informational

Required with submittal

Required with submittal

Informational

Required with submittal

Required with submittal

Informational

ADDENDUM A

EXECUTION OF PROPOSAL

DATE:

The potential offeror certifies the following by placing an "X" in all blank spaces:

That this proposal was signed by an authorized representative of the firm.

That the potential offeror has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all labor costs associated with this project have been determined, including all direct and indirect costs.

That the potential offeror agrees to the conditions as set forth in this Request for

Proposal with no exceptions.

Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Authorized Signature Date

Typed Name & Title

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL.

ADDENDUM B

OFFEROR INFORMATION FORM

Mailing Address (Please type or print. Complete all items)

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Remittance Address (if different)

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Accepted Payment Methods (select all that apply)

[_] Check [.] Credit Card/Purchase Card []ACH [_| Other:

Other Offeror Information

Federal Business ID: or Social Security #

Certification

Under penalty of perjury, | certify that:

1. The information stated in this application is factual and true, and

2. The number shown on this form is my correct taxpayer identification number (or | am waiting for a number to be issued to me), and

3. lam not subject to backup withholding because (a) l am exempt from backup withholding, or

(b) | have not been notified by the:Internal Revenue Service that | am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that | am no longer subject to backup withholding.

Certification Instructions: You must cross out Item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, Item 3 does not apply. For mortgage interest paid, the acquisition or abandonment of secured property, contributions to an individual retirement account (IRA), and generally payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

(Representative9s Signature) Date

Please type or print representative9s name

ADDENDUM C

OFFEROR'S REFERENCES AND EXPERIENCE

Company Name Providing Reference

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Describe in Detail Services Provided (use additional sheets if necessary):

Company Name Providing Reference

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Describe in Detail Services Provided (use additional sheets if necessary):

Company Name Providing Reference

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Describe in Detail Services Provided (use additional sheets if necessary):

Important! This is a vital part of your RFP submission. HENRY COUNTY SCHOOLS will verify client references. It is advisable that you inform your reference contact person that you have listed them for reference.

Contractor

Signature | Date

ADDENDUM D

CERTIFICATION OF NON-COLLUSION

l certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. 8 50-5-67(e).

| certify that this Proposal is made without prior understanding, agreement, or connection with any member of the government agency letting this public works contract and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. 8 36-91-21(f).

| further certify that the provisions of the Official Code of Georgia Annotated $ 45-10-20 et. seg. has not and will not be violated in any respect.

| understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. | agree to abide by all conditions of this Proposal and certify that | am authorized to sign this Proposal for the Offeror.

The Offeror being sworn disposes and says, its agents, officers, or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this Proposal.

Company Name:

Address:

City: State: ZIP:

Name: Title:

Signature: Date:

ADDENDUM E

CERTIFICATION OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the contractor agrees as follows:

The contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin or ancestry. The offeror shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin or ancestry. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event the contractor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Henry County Schools. The Henry County Schools may declare the contractor, ineligible for further contracts with the Henry County Schools until satisfactory proof of intent to comply shall be made by the offeror.

The contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Contractor

Signature

Date

ADDENDUM F

BONFIRE SUPPORT INFORMATION

Bonfire is Henry County Schools' eSource portal provider. Bonfire provides direct support to Offerors.

Bonfire Support Hours are Monday - Friday 8:00am - 8:00pm EST.

Offerors should contact Bonfire via email (Support@GoBonfire.com) to launch a support case.

Alternatively, offerors can call Customer Service at 1-800-354-8010 (ext. #2). Note that if the offeror doesn't get through on the first try and leaves a voicemail, a support ticket will automatically be generated, and the Bonfire support team will respond in a timely manner.

Offerors can also visit https: //gobonfire.com/support/ to access tutorials, videos, and other resources which can support the Offeror in completing a submittal.

Note: Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform. It is the offeror's responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror's submittal.

ADDENDUM G

HENRY COUNTY SCHOOLS PROCUREMENT PROTEST PROCESS

Any Offeror not selected, or otherwise adversely affected by the decision-making process under a competitive procurement, may file written protest. An adversely affected Offeror must file such written protest and exhaust all administrative remedies afforded herein before seeking judicial review of any award of a contract resulting from a competitive procurement. In each instance of protest, the Offeror must demonstrate that it would be eligible to be awarded the contract in the event the protest was successful.

In order to be an adversely affected Offeror with a right to submit a written protest, the Offeror must itself claim to be eligible for award of the contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Offeror must demonstrate at least one of the following reasons for the Protest:

(a) all higher-ranked Offerors are ineligible for Award of the Contract because their Proposals were nonresponsive;

(b) the School Henry County Schools has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in this RFP;

(c) the School Henry County Schools has abused its discretion in rejecting the Offeror's proposal as nonresponsive; or

(d) the School Henry County Schools' evaluation of the proposals or its subsequent determination of award is otherwise in violation of Georgia Law.

The written protest shall specify, at minimum:

e the name and address of the protestor;

® appropriate identification of the solicitation;

e any and all grounds upon which the protest is based;

e supporting exhibits, evidence or documents to substantiate any grounds; and suggested changes that may remedy the defects.

To be considered, all protests must be in writing and must be submitted to the Superintendent9s Office in an envelope marked as follows: RFP Award Protest. Protests must be timely received by the

Superintendent9s Office to be considered. In all cases, the last date for any protest shall be within seven

(7) calendar days after issuance of the Award and such protest must be received by such date (not mailed or in route).

The Superintendent, or the Superintendent's designee, shall have the authority to settle or resolve a written protest submitted in accordance with the requirements of this Section.

If the protest is not settled or resolved by mutual agreement, the Superintendent shall issue a written decision on the protest in a reasonably timely manner.

ADDENDUM H

ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Request for Proposal and the following

Addenda, receipt of all of which is hereby acknowledged by placing an "X" in all blank spaces:

Cover sheet 4 required with submission

Addendum A - required with submission

Addendum B - required with submission

Addendum C 4 required with submission

Addendum D 4 required with submission

Addendum E 4 required with submission

Addendum F - informational

Addendum G - Informational

Addendum H 4 required with submission

Addendum | 4 required with submission

Addendum J 4 Informational

Addendum K - required with submission

Addendum L4 required with submission

Addendum M - Informational

Contractor9s Representative (First and Last Names)

Signature Date

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror9s receipt of any addendum will result in the rejection of the offer if the addendum contained information which substantively changes the County9s requirements.

ADDENDUM |

Offeror's Modifications Form

Regarding Addendum J (Sample Copy of HENRY COUNTY SCHOOLS Offeror Agreement)

The terms and conditions contained in the solicitation comprise the contract proposed by HENRY COUNTY

SCHOOLS. HFCS does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements. Offeror may lose points for substantive modifications proposed by Offeror which materially differ from the RFP terms and are likely to, in the opinion of HENRY COUNTY SCHOOLS, require substantial legal negotiations to resolve. In addition, failure to accept the terms and conditions may result in significant unacceptable delays in HENRY COUNTY

SCHOOLS9 ability to award a contract and may result in an Offeror9s proposal being deemed to be nonresponsive. Nonetheless, if an Offeror must propose modifications to any of the contractual terms contained in the solicitation (including Addendum J) the Offeror shall provide the requested information for each proposed modification in the table below. Offerors who submit a proposed or sample contract must still specifically identify each proposed modification using the format below. By completing and submitting this form, an Offeror acknowledges that its proposal may be deemed to be nonresponsive at

HENRY COUNTY SCHOOLS! discretion.

No. | Section #, Paragraph | Modification Proposed and Proposed Contract Price /

#, title and clause Reason Provision to be substituted | Schedule

Impact

OFFEROR: (Name of Offeror)

By: (Signature) Date:

(Printed name) (Title)

NOTES:

1. All cells within a row must be completed for each proposed modification.

2. Section number, paragraph number, title and clause number: Identify section number, paragraph number, title, and clause containing the contract provision in issue.

3. Proposed Modification: Specify proposed modification to contractual term and reason for modification.

4. Proposed Contract Provision to be substituted: Provide proposed contract provision to be used in place of the existing provision, if modification is accepted by HENRY COUNTY SCHOOLS.

5. Price/Schedule Impact: Identify impact to schedule and price, if modification is accepted.

THIS FORM IS FOR PROPOSAL EVALUATION ONLY AND WILL NOT BE A PART OF THE CONTRACT.

ADDENDUM J

Sample Copy of HENRY COUNTY SCHOOLS Offeror Agreement

Informational

[Intentionally Left Blank]

Sample Copy is provided in electronic portal

ADDENDUM K

GEORGIA IMMIGRATION AND SECURITY FORMS

lf you are providing service, performing work or delivering goods to the Henry County Board of

Education including, but not limited to schools, warehouses and central offices, the applicable Georgia

Security and Immigration Compliance documents found here must be completed, signed, notarized and submitted with your proposal/proposal. Failure to provide this document with your proposal/proposal will result in the disqualification of the proposal/proposal.

1) Henry County Schools shall comply with the Georgia Security and Immigration Compliance

Act, as amended, O.C.G.A. 8 13-10-90 et. seq.

2)

3)

In order to ensure compliance with the Immigration Reform and Control Act of 1986

(IRCA), D.L. 99-603 and the Georgia Security and Immigration Compliance Act, as amended by the

Ilegal Immigration Reform Act of 2011, O.C.G.A. 8 13-10-90 et. seq. (collectively the <Act=), the

Contractor MUST INITIAL the statement applicable to Contractor below:

(a) (Initial here): Contractor warrants that, Contractor has registered at https://e-verify.uscis.gov/enroll/ to verify information of all new employees in order to comply with the Act; is authorized to use and uses the federal authorization program; will continue to use the authorization program throughout the contract period; Contractor further warrants and agrees

Contractor shall execute and return any and all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq. [Contractors who initial (a) must attach and return a signed, notarized Contractor Affidavit and Agreement;

or

(b) (Initial here): Contractor warrants that he/she does not employ any other persons, and he/she does not intend to hire any employees or to perform the Contract. [Contractors who initial (b) must attach and return a signed, notarized Affidavit of Exception];

or

(c) (Initial here) Contractor is an individual who is licensed pursuant to

Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual and thus does not have to provide an affidavit.

(Initial here) Contractor will not employ or contract with any subcontractor in connection with a covered contract unless the subcontractor is registered, authorized to use, and uses the federal work authorization program; and provides Contractor with all

IMMIGRATION AND SECURITY FORM (Page 2) affidavits required by the Act and the rules and regulations issued by the Georgia Department of

Labor as set forth at Rule 300-10-1-.01 et. seq.

4) (Initial here) Contractor agrees that, if Contractor employs or contracts with any sub-contractor in connection with the covered contract under the Act and DOL Rules

300-10-1-.01, et seq that Contractor will secure from each sub-contractor at the time of the contract the sub-contractor's name and address, the employee-number applicable to the sub-contractor, the date the authorization to use the federal work authorization program was granted to sub-contractor; the subcontractor's attestation of the subcontractor's compliance with the Act and Georgia Department of Labor Rule 300-10-

1-.01, et seq.; and the subcontractors agreement not to contract with sub-subcontractors unless the sub-subcontractor is registered, authorized to…