2026_180000_0826_Playground Mulch for Element.pdf

HENRY COUNTY SCHOOLS

TO: Prospective Offerors

DATE: August 26, 2025

SUBJECT: 2026-180000-0826-Playground Mulch for Elementary Schools

You are invited to submit bids to provide Playground Mulch at Henry County elementary schools. Henry

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

Attached are the general conditions, technical specifications, and submittal format.

The written requirements contained in this Invitation for Bid (IFB) shall not be changed or superseded except by written notice from Henry County Schools.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

To be eligible for consideration, bids 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 bids 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 bids; any part or parts of a bid; 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 IFB and all offeror responses must be submitted electronically in accordance with the instructions contained in Section 1.B.2

<Bid Submission=. 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

HENRY COUNTY BOARD OF EDUCATION

Operations Division- Facility and Maintenance Department

33 N. Zack Hinton Parkway McDonough, GA 30253

SOLICITATION NO. IFB-2026-180000-0826

INVITATION FOR BIDS

FOR

Playground Mulch for Elementary Schools

Opening: August 26, 2025, at 11:00 AM EST

Closing: September 29, 2025, at 11:00 AM EST

This cover sheet must be signed and submitted to be considered for award. Required addenda are defined within this document; additional requests may be communicated via Henry County Schools9 website and Bonfire. It is the responsibility of each Offeror to ensure it reviews and submits all applicable addenda with their solicitation. Offerors should not expect to be individually notified.

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 | - INVITATION FOR BID OVERVIEW

Henry County Schools is requesting competitive bids from qualified and experienced offerors to provide installation of an engineered wood fiber playground mulch at multiple Elementary school sites. The awarded contractor will furnish, deliver, and install mulch by pneumatic blower to meet specified safety standards and depths, ensuring a clean and safe play environment.

B. INFORMATION TO OFFERORS

1. IFB TIMETABLE

For general informational purposes, dates below are prospective and may be subject to change.

Any such change will be publically communicated via the Henry County Schools website and on

Bonfire, shall be made at least 48 hours prior to the event beginnings.

Event Timing l 8/26/2025 at 11:00 a.m. EST

- 9/9/2025 at 3:00 p.m. EST.

9/12/2025 at 3:00 p.m. EST

9/29/2025 at 11:00 a.m. EST 4 | 9/30/2025-10/03/2025

Notification to all Offerors | TBA Contract Awarded | <TBA

Release of IFB

Deadline for Questions

Responses to Questions Posted

IFB Submission Deadline

Evaluation Period

2. BID SUBMISSION

All offerors that desire to respond to this solicitation must register on Bonfire 4 Henry County

Schools9 eSource portal provider. Offerors can access the electronic platform by utilizing the direct link for this IFB or by visiting the Henry County Schools Purchasing website as follows:

e HENRY COUNTY SCHOOLS 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 8Log In9 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 offeror9s 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 IFB specifically requests the use of another type of software or file format than those listed above, please contact the Issuing

Party identified below 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) IFB SUBMISSION CHECKLIST

The following components constitute a complete bid submission:

4 Cover Sheet 7 Signed IFB Coversheet o

Licensing Affirmative response and evidence of appropriate licensure

Affirmative response and evidence of appropriate insurance

Insurance

Required Addenda Pricing Sheet

Required Addenda A 4 Signed <Execution of Bid=

Required Addenda |B- Completed <Offeror Information= Form

| Required Addenda | C- Offeror Reference and Experience form

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

Required Addenda | | E-Signed <Certificate of Non-Discrimination=

Required Addenda | H- Signed <Addenda Acknowledgement= -

| Required Addenda 1-Signed <Offeror's Modification Form=

Required Addenda | K- Immigration and Security Form (notarized) :

Required Addenda 4 L - Pricing form

3.

b) SUBMITTING QUESTIONS

All questions concerning this IFB 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 IFB 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 coversheet to this IFB shall be completed and signed by the offeror. The coversheet to the submittal must 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 bid, 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 seq. 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 offeror9s 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 offeror9s 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 bid submission outlined within this IFB. It shall be

Henry County Schools9 intention to supply this <public copy= in response to public records requests including any such request made under GORA.

ISSUING PARTY DETAILS

The solicitation lead is Lynn Lewis- Purchasing Supervisor 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.

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 bid submission. Offerors should not rely on any representations, statements or explanations other than those made in this ¡FB (which shall include any addendum). Where there appears to be a conflict between the IFB and any addendum issued, the last addendum issued will prevail.

Offerors must acknowledge any issued addenda defined within the electronic platform. Bids which fail to acknowledge the offeror's receipt of any addendum may result in the rejection of the offer or result in the disqualification of the prospective offeror's 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 BIDS

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

MINIMUM IFB ACCEPTANCE PERIOD

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

NON-COLLUSION AFFIDAVIT

By submitting a bid, the offeror represents and warrants that such bid 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 bid, 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 IFB to Henry County Schools or any work performed in connection therewith is the responsibility of the offeror(s).

IFB OPENING

Submitted bids 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.

Henry County Schools must receive all bids no later than the date and time listed in this IFB. Each bid must be signed and dated by an official authorized to bind the firm. Late bids will not be considered for award.

Bids must be submitted in the templates and/or format prescribed in the electronic platform.

Bids 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 bids lacked merit, rather all factors considered, the selected bid(s) was deemed to be in the best interest of Henry County Schools.

Offerors are cautioned that this is a Invitation for Bids 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, Elaborate bids in the form of brochures or other presentations beyond that which is necessary to present a complete and effective bid are not desired.

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

Bids must be submitted in accordance with the requirements of the IFB. Failure to include any required information may cause rejection or disqualification of the bid.

SECTION li 4 GENERAL CONDITIONS

A. PURPOSE

Henry County Schools is requesting competitive bids from qualified and experienced offerors to provide Playground Mulch for Henry County elementary schools.

B. CONTRACT TERM

1. PARTIES

Contract will be between Henry County Board of Education (HCBOE) and Awardee. See

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

2. INITIAL TERM

Services will begin no later than month/day year (TBA). The initial contract duration shall be through a one year term.

3. 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.

4. TERMINATION

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

5. 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 IFB 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 IFB at the end of the District9s 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 IFB 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

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

b. 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.

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

d. 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.

e. Proposed prices shall include all charges to complete the work as specified with unit price per cubic yard installed. All deliveries are Free on Board (FOB)

Designation with the District assuming owner- ship and liability when the project is complete at each specified site. All product warranties shall begin upon delivery to each specified site.

C. OFFEROR QUALIFICATIONS

1.

2.

LICENSING

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 agreement 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 offeror's negligence, which, liability is not impaired or otherwise affected hereby, the offeror assumes the obligation to save Henry County Schools harmless and to indemnify and defend 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 the 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 Bid.

b. 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 Workmen's 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 for 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.

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.

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

Disposition-Certificate from insurance company showing insurance policy must be sent to the 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. Contractor9s Public and Automobile Liability Insurance:

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.

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

$2,000,000 each occurrence.

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

. 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 the Henry County Schools.

SUSPENSION AND DEBARMENT

By submitting a bid or bid, each offeror certifies that it is not currently suspended or debarred from submitting bids or bids 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 bids on contracts or in suspension or debarment proceedings by any agency of the State of Georgia or the federal government.

4. BOYCOTT OF ISRAEL

By submitting a bid or bid, an offeror certifies that it is not currently engaged in a boycott of

Israel as defined in O.C.G.A. 8 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 IFB.

5. CONFLICT OF INTEREST

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

Schools has, in any manner, an interest, directly or indirectly in the bid or in the contract which may be made as result of this IFB, 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 bid 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 SPECIFICATIONS:

Henry County Schools is requesting competitive bids from qualified vendors for the installation of engineered wood fiber playground mulch at multiple school sites. The awarded contractor will furnish, deliver, and install mulch by pneumatic blower to meet specified safety standards and depths, ensuring a clean and safe play environment. The awarded contractor must demonstrate sufficient capacity to manage a project of at least 7,000 cubic yards of mulch across multiple school sites. Henry County Schools reserves the right to request documentation, including references, contract values, and site quantities, to verify offeror capacity. The successful offeror must perform this work in accordance with standard trade practices, comply with E-verify, and coordinate all work with Henry County Schools, Department of Facilities and Maintenance so as not to interfere with school operations and events.

Any agreement ensuing from this IFB will entail the following, at a minimum:

1. The Offeror shall provide labor, materials, equipment and services to complete all required work in a timely manner. Compensation will be made as indicated herein.

2. All insurance, labor, materials, equipment and other costs shall be included in the bid.

The Offeror shall be responsible for obtaining all permits and licenses and shall pay all fees required by the various governmental agencies in connection with this work.

3. Subcontracting is NOT permitted. All technicians, operators, supervisors, and other employees performing, managing, or supervising work done on property of Henry County

Schools must be a bona fide employee of the offeror submitting the successful bid.

4. Itis mutually agreed that the offeror is an independent offeror and not an agent of the

Board of Education, and as such the offeror shall not be entitled to any Board employment benefits, such as, but not limited to, vacation, sick leave, insurance, workman9s compensation, or pension and retirement benefits.

5. Offeror shall be solely responsible for maintaining a safe work site. Offeror shall take all reasonable steps to ensure safety for both workers and visitors to the site.

6. All employees of the offeror assigned to and working on Henry County Schools property shall have passed a five-year criminal background investigation at the time of this contract. Records shall be made available upon request.

7. All employees of the offeror assigned to and working on Henry County Schools property shall have passed an alcohol and drug screening test at the time of this contract.

Records shall be made available upon request. In case of an accident on Henry County

Schools property, the offeror's employees shall submit to an alcohol and/or drug screening at the offeror's expense.

8. Offeror's employees shall, at all times, wear a distinctive uniform displaying their company name and the employee's name and/or identification badge. Offeror's employees will refrain from wearing any clothing that has suggestive, harassing, or obscene words, pictures or symbols. Examples include pictures or slogans conveying acceptance or promotion of alcohol and/or drugs or having sexual overtones. Henry

County Schools has the right to require immediate removal and replacement of any personnel deemed unsatisfactory at any time, for any reason.

9. Offeror and their employees shall refrain from engaging in conversation with school personnel or students unless it is necessary to perform the duties of this contract.

10. It is the responsibility of the offeror to create a work schedule in coordination with

Henry County Schools Department of Facilities and Maintenance.

11. In case of emergency the successful offeror shall respond within two (2) hours of notification of such emergency.

12. Invoices shall be submitted by email to Nicholas.Schmenk@henry.k12.ga.us for approval and processing. If mailed, the mailing address for invoices is:

Henry County Schools

Facilities and Maintenance

396 Tomlinson Street, Suite B

McDonough, GA 30253

MANDATORY REQUIREMENTS:

1. Material Requirements

a. Material shall be Engineered Wood Fiber (EWF), designed for playground impact attenuation and accessibility.

b. Must meet or exceed ASTM F1292 (impact attenuation) and ASTM F2075 (material purity) standards.

c. Certification and test documentation must be submitted with bid and upon delivery.

d. Material must be free from hazardous substances, debris, twigs, or bark chunks exceeding 1" in any dimension.

2. installation Requirements

a. Mulch shall be installed by pneumatic blower truck directly into designated playground areas.

b. Minimum installed depth of 12 inches uncompacted across the entire surface area and include depth verification.

c. Mulch must be evenly distributed and raked level to ensure consistent coverage.

d. Contractor is responsible for preventing overspray into non-play areas.

e. Contractor is required to keep a clean job site at the end of each day, free of debris and disposing of trash off site.

3. Site Conditions and Access

a. Locations and estimated area will be provided as an attachment. See Henry County

Schools Playground Mulch Assessment as part of this IFB package.

b. Contractor is responsible for verifying field conditions.

c. Up to 200 feet of hose may be required for inaccessible playgrounds.

d. Contractor shall protect all adjacent areas from damage.

e. Contractor shall repair all damage due to the installation process.

4. Mobilization and Cleanup

a. Unit price shall include all mobilization and demobilization costs.

b. Sites must be left clean with no excess material or debris.

c. Adjacent hardscapes shall be swept clean.

d. Any damage caused to the turf or facilities in the course of installation shall be repaired at the contractor's expense.

5. Schedule

a. Work must begin upon notice to proceed and be completed by the date specified in the final contract.

b. Work must occur during approved hours and not interfere with school operations.

7. Safety and Security

a. Contractor shall comply with all district safety and security protocols.

b. Personnel must wear visible ID and proper safety gear.

. 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 <IFB TIMETABLE= e Response is complete and contains all required documents defined in the <IFB

SUBMISSION CHECKLIST=

2. EVALUATING QUALIFICATION FACTORS

Offeror bids which pass the administrative review will be evaluated according to responses provided to statements and questions outlined above in the <SCOPE OF WORK 4 MANDATORY

REQUIREMENTS= and <OFFEROR BID= sections and other requested documents. The Evaluation

Team will review each offeror's response in detail. If an offeror fails to meet a mandatory IFB requirement, Henry County Schools will determine if the deviation is material. A material deviation will be cause for rejection of the response. An immaterial deviation will be processed as if no deviation had occurred. The presence of multiple non-material issues in a solicitation or response does not constitute a material issue unless deemed material by the evaluation team.

The bids will receive pass/ fail score to determine if pricing will be reviewed.

F. FINAL SELECTION

Following review of all qualified bids 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 bids.

G. ADDENDA

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

Addendum Reference Addendum Title Addendum Category

A Execution of Bid Required with submittal

B Offeror Information form Required with submittal

C Offeror Reference and Experience form Required with submittal

D Certification of Non-Collusion Required with submittal

E Certification of Non-Discrimination Required with submittal

F Bonfire Support Information Informational

G Henry County Schools Protest Procedure Informational

H Addenda Acknowledgement Required with submittal

| Offeror's Modification Form Required with submittal

} Sample Copy of Henry County Schools Informational

Offeror Agreement

K Immigration and Security Forms Required with submittal

L Pricing Sheet Required with submittal

ADDENDUM A

EXECUTION OF BID

DATE:

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

That this bid 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 Invitation for Bid with no exceptions.

Therefore, in compliance with the foregoing Invitation for Bid, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this bid 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 BID.

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 l am waiting for a number to be issued to me), and

3. lam not subject to backup withholding because (a) | 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 l 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, ltem 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 IFB 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

| certify that this Bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid 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. § 50-5-67(e).

| certify that this Bid 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. § 36-91-21(f).

| further certify that the provisions of the Official Code of Georgia Annotated § 45-10-20 et. seq. 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 Bid and certify that | am authorized to sign this Bid 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 Bid.

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 Schools9 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 Bids were nonresponsive;

(b) the School District has failed to conduct the evaluation of bids in accordance with the criteria or processes described in this IFB;

(c) the School District has abused its discretion in rejecting the Offeror's bid as nonresponsive;

or

(d) the School District's evaluation of the bids or its subsequent determination of award is otherwise in violation of Georgia Law.

The written protest shall specify, at minimum:

+ 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 Superintendent's Office in an envelope marked as follows: IFB 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 Superintendent9s 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. After the District has issued its response, in the event that the protesting Offeror is still aggrieved, the Offeror expressly agrees that the dispute shall be submitted to the Superior Court of Henry County, to be decided before a Judge without a jury.

ADDENDUM H

ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Invitation for Bid and the following Addenda, receipt of all of which is hereby acknowledged by placing an "X" in all blank spaces:

Addendum A 4 required with submission

Addendum B 4 required with submission

Addendum ¬ 4 required with submission

Addendum D 4 required with submission

Addendum E - required with submission

Addendum F - Informational

Addendum G - Informational

Addendum H - required with submission

Addendum | 4 required with submission

Addendum J 4 Informational

Addendum K 4 required with submission

Addendum L ~ required with submission

Contractor9s Representative (First and Last Names)

Signature Date

Offerors must acknowledge any issued addenda. Bids 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 I

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. HENRY COUNTY SCHOOLS 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 IFB 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 Offeror's bid 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 bid 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 BID 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

If 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 bid/bid. Failure to provide this document with your bid/bid will result in the disqualification of the bid/bid.

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) 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 illegal Immigration Reform Act of 2011, O.C.G.A. 8 13-10-90 et. seg. (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.

3) (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 seg 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 subcontractor9s agreement not to contract with sub-subcontractors unless the sub-subcontractor is registered, authorized to use, and uses the federal work authorization program; and provides subcontractor with 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.

5) (Initial here) Contractor agrees to provide the Henry County School District with all affidavits of compliance as required by O.C.G.A. 8 13-10-90 et seg. and Georgia

Department of Labor Rules 300-10-1-.01, et seq within five (5) business days of receipt.

Signature Date

Firm Name:

Street/Mailing Address:

City, State, Zip Code:

Telephone Number:

Email Address:

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20

Notary Public

My Commission Expires:

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. 13-10-91, and attests under oath that:

(1) the individual, firm, or corporation (<Contractor=) which is contracting with the Henry County

Board of Education has registered with, is authorized to use, uses, and…