23-14 Football-Soccer Scorebd

TO: Dealers in Scoreboards

FROM: Evans County Board of Education

DATE: January 17, 2023

SUBJECT: Football/Soccer Scoreboard RFQ#23-14

You are invited to submit sealed quotes for a football/soccer scoreboard for new construction at Evans County School System. Please find listed below the specs for the item we are seeking to purchase:

-The size needs to be approximately 24X8 with an option to add a video board later to include digital names that can be changed (Tigers, Away team name, football monikers to soccer in the spring)

-The top for the board will need to have “Tiger Town Stadium” with logos

-Would like to be able to transition to soccer in spring (digital as in #1)

-The board will need advertisement panels

-Quote needs to include installation and shipping price

The company awarded the bid is expected to have delivery completed in a timely manner once an order is placed. Sixty (60) day delivery is expected after the purchase order is released to the vendor. If you are unable to meet these criteria, please do not submit a bid for this RFQ. Also note further requirements under the following general conditions:

GENERAL CONDITIONS

(1) TIME AND PLACE: Bids will be received by the Evans County Board of Education until 1:00 p.m., on Tuesday, January 31, 2023 at 705 West Main Street, Claxton, GA 30417

(2) LATE BIDS AND QUOTES: Regardless of cause, late bids and quotes will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and quotes will not be opened and may be returned to the vendor.

(3) QUOTE FORM: All bids must be made on the provided quote form.

(4) SEALED BID REQUIREMENT: Each bid must be submitted in a sealed envelope addressed to

LaMaudice Holmes, Chief Financial Officer

705 West Main Street

Claxton, GA 30417

Each sealed envelope containing a bid must be plainly marked on the outside

“FOOTBALL/SOCCER SCOREBOARD RFQ#23-14”. If forwarded by mail, the sealed envelope containing the proposal must be enclosed in another envelope that has the words

“FOOTBALL/SOCCER SCOREBOARD RFQ#23-14” plainly marked.

(5) DELIVERY AND FREIGHT REQUIREMENTS: Bid prices will include delivery and freight charges with delivery to be made to the Central Office. The address is noted at number 4.

(6) BRAND NAME STATEMENT: Any reference to brand names, trade names, model numbers or other descriptions peculiar to specific brand products is made to establish a required level of equality and functional capabilities; it is not intended to exclude other products of that level.

Comparable products of other manufactures will be considered if proof of comparability is contained in the bid.

(7) BID QUOTES: Vendors are required to bid new equipment only. The Evans County Board of

Education will not consider used or refurbished items.

(8) NON-WITHDRAWAL PERIOD: Bids may not be withdrawn for a period of seven (7) days from the bid opening.

(9) REJECTION OF PROPOSALS: The Evans County Board of Education reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFQ, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Evans County Board of Education. The Evans County Board of Education also reserves the right to be the sole judge of the suitability of any and all proposals for use by the Evans

County Board of Education.

(10) RIGHT TO RE-BID: The Evans County Board of Education reserves the right to reject any and all proposals. The right is reserved to reject any and all quotations, to omit any items called for or to accept the proposal deemed best for the Evans County Board of Education.

(11) AWARD METHOD: Contract will be awarded based lowest responsible and responsive bidder meeting specifications and overall general value received. The Evans County Board of

Education reserves the right to award complete bid based on the total price of bid, or to award each item individually except when total package awards indicated are required.

(12) E-VERIFY: The contractor agrees to comply with the requirements of A.R.S § 41-4401.

a. The contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with section A.R.S.

§ 23-214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.”)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT #1 for E-Verify Affidavit Form.

(13) TIME OF THE ESSENCE: Failure of the successful vendor to deliver merchandise within the required time shall constitute a material breach of the contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs.

(14) CONDITIONS FOR PAYMENT: All items and terms must be specified. Vendors cannot vary from the terms of the specifications. Payment shall not be made on any purchase orders until all items and terms have been verified as meeting bid specifications, in acceptable condition.

(15) TAX EXEMPT: The Evans County Board of Education is exempt from State sales taxes.

Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

(16) INQUIRIES REGARDING THE REQUEST FOR PROPOSAL: All communications concerning the request for proposal must be submitted in writing by electronic mail to:

Bobby Costlow, Human Resources Officer

Email: bcostlow@evanscountyschools.org

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Evans County Board of Education.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business January 24, 2023 4:00 P.M.

(17) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the

Business Office and will be distributed via the procurement registry to all vendors. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form.

(18) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:bcostlow@evanscountyschools.org

BID PROPOSAL FORM

BID NUMBER: RFQ #23-14 FOOTBALL/SOCCER SCOREBOARD

DATE: ______________________________________________________________

VENDOR NAME: ______________________________________________________________

ADDRESS: ______________________________________________________________

PHONE NUMBER: ______________________________________________________________

FAX NUMBER: ______________________________________________________________

EMAIL ADDRESS: ______________________________________________________________

CONTACT NAME: ______________________________________________________________

CONTACT SIGNATURE: __________________________________________________________

BID AMOUNT BY ITEM:

Addendum(s) Acknowledged: (If Applicable)

Yes #_______________ Dated___________________

Yes #_______________ Dated___________________

VENDOR’S COMMENTS:

BIDS WILL BE RECEIVED UNTIL 1:00 P.M., TUESDAY, JANUARY 31, 2023

ATTACHMENT #1

E-VERIFY AFFIDAVIT

Under O.C.G.A. § 13-10-91(b)(4)

Read, fill out and return this form to the Evans County Board of Education

By executing this affidavit, the undersigned contractor verifies its compliance with Immigration

Reform and Control Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively that the individual, firm or corporation which is engaged in services on behalf of the Evans County Board of Education has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established by federal law and regulation. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification

Number:

Date of Authorization:

Name of Project: FOOTBALL/SOCCER SCOREBOARD

Solicitation Number (if applicable): RFQ#23-14

Name of Public Employer: EVANS COUNTY BOARD OF EDUCATION

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____, _____, 202___ in ____________(city), ____________(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______DAY OF ______,202___.

NOTARY PUBLIC

My Commission Expires: _____________________________