24_049 RFP CLEANING PRODUCTS AND DISPENSING S.doc

HOUSTON COUNTY SCHOOL DISTRICT

REQUEST FOR PROPOSALS

For

CHEMICALS & DISPENSING SYSTEM

(Custodial & School Nutrition)

RFP NUMBER 24-049

For all questions about this RFP contact via email:

L. Renee Langston, CPPB, Issuing Officer

PH. - 478-988-6211 ext. 4

EMAIL – renee.langston@hcbe.net

RELEASED ON:

March 20, 2024

DUE ON:

April 24, 2024; 2:00 P.M. Eastern Time

1.0 INTRODUCTION

1.1 Purpose of Procurement

The Houston County School District (herein after referred to as “District”) is seeking proposals from vendors qualified and experienced in chemical and dispensing systems.

1.2 Proposal Certification

The Houston County School District (HCSD) certifies that the use of competitive sealed bidding will not be practical or advantageous to the District in completing the acquisition described in this RFP. Competitive sealed proposals will be submitted in response to this RFP. All proposals submitted pursuant to this request will be made in accordance with the provisions of this RFP.

1.3 Schedule of Events

This Request for Proposals will be governed by the following schedule:

Dates listed above may be amended as appropriate by the Director of Purchasing. Potential Offerors should check the website, https://www.hcbe.net/purchasing/openbids, daily.

1.4 Restrictions on Communications with Staff/Questions All questions about this RFP must be submitted in the following format:

Company Name

1. Question

Citation of relevant section of the RFP

2. Question

Citation of relevant section of the RFP

Questions must be directed in writing via to the Issuing Officer:

renee.langston@hcbe.net or Fax: 478-988-6212

From the issue date of this RFP until a contractor is selected and the selection is announced, Offerors are not allowed to communicate for any reason with any District staff except through the Issuing Officer named herein, or during the Offeror's conference, or as provided by existing work agreement(s). The District reserves the right to reject the proposal of any Offeror violating this provision.

All questions concerning this RFP must be submitted in writing (fax or email may be used) to the Issuing Officer. No questions other than written will be accepted. No response other than written will be binding upon the District. Questions and answers will be posted to the HCSD website by the date listed on the Schedule of Events. Website address is https://www.hcbe.net/purchasing/openbids.

1.5 Definition of Terms

District – Houston County School District

HCSD – Houston County School District

OCGA – Official Code of Georgia Annotated (State Statute)

Offeror – Respondent to this Request for Proposal

Contractor – Respondent to this Request for Proposal Vendor - Respondent to this Request for Proposal

RFP – Request for Proposal

1.6 Contract Term

Code section 20-2-506 of the laws of the State of Georgia as of this date and as may be amended apply to this agreement. In addition to other requirements, the following are specifically enumerated.

a) If it is determined that a contract is established for this project, the initial contract term is one (1) year, or less, from July 1, 2024, with annual renewal options for a maximum of (5) years or (60) months. Notification of non-renewal will be in writing by HCSD. The contract can be extended beyond 60 months, not to exceed 90 days. This extension will be utilized only to prevent a lapse of contract coverage and only for the time necessary to issue and award a new contract.

b) MULTI-YEAR CONTRACTS - Pursuant to O.C.G.A. 20-2-506, the contract shall terminate absolutely and without further obligation at the close of the calendar year. Renewals shall be based on the calendar year, shall depend upon funding, contractor performance, and agreement by both parties. The contract shall automatically renew, unless positive action is taken by the school system, and shall terminate at the end of the contract period.

1.7 Background

For information on the Houston County School District, visit www.hcbe.net.

1.8 Right to Purchase HCSD reserves the right to purchase from any source to include existing or future state or federal contracts or from any submitted proposals.

1.9 Delivery of Proposals

All proposals must be delivered to the Houston County Purchasing Department, 200 Jerry Barker Dr. Warner Robins, Ga. 31088. HCSD will not be responsible for any proposals delivered incorrectly or not received by the specified date and time.

1.10 Submission Expense The District shall not be liable for any expenses incurred by the Offeror in responding to this RFP. This shall include expenses incurred by the Offeror to conduct site visits or product demonstrations at the District site. No expenses will be reimbursed in any manner by the District.

2.0

MANDATORY REQUIREMENTS

This section identifies all mandatory requirements, which must be addressed in the proposal before further consideration will be given. Each response must reference the item number it is in reference to (i.e., 2.1.a, 2.1.b, etc.).

Project Objective

The Houston County School District is seeking a contracted service for chemical dispensing systems and chemicals for our Custodial and School Nutrition Departments. The successful contractor must provide firm pricing for all services requested within this solicitation, which includes but not limited to; chemical products, dispenser cost, delivery, administrative fees, and maintenance (repair/replacement) of dispensers. HCSD is seeking the following:

2.0.1 Minimum Specifications Vendor must follow each of the minimum specifications noted in Attachment H. If vendor has additional comments or notes, include those in the Technical Proposal as defined in 2.1.1.

2.0.2 Total Expenditure (see Attachment B for directions)

Prices quoted shall include all costs and charges to include, but not limited to, purchasing, packing, services described herein, and transporting the item(s) to specified location(s). HCSD is exempt from State Sales Tax and Federal Excise Tax. All fees shall be included in the price. Offerors must utilize the two (2) Excel Response Form(s) included with this RFP. The HCSD reserves the right to reject the response of any Offeror violating this provision. Price must remain valid for the duration of the contract.

Vendors may petition for an increase based on an emergency created by unusual market conditions. The Vendor is expected to pass market decreases on to the school district. The school district may petition for an invoice decrease based on third party market reports.

This will be a firm fixed-price contract with no economic price adjustment during the contract period. The District will place orders as needed. There should be no minimum order required to be delivered.

2.0.3 Changes/Issues

The successful vendor shall report to the Director of Purchasing or Designee during the execution of this contract and shall update and submit any proposed changes or issues concerning the original plan. No substitutes will be accepted without expressed written consent on both parties prior to delivery.

2.0.4 Company Background and Experience

Offeror will describe their background, relevant experience, and qualifications, including, but not limited to the following:

a. Company Structure

The Offeror will include in the proposal the legal form of their business organization, the state in which incorporated (if a corporation), the types of business ventures in which the organization is involved and the office location that will be the point of contact during the term of any resulting contract, and a chart of the organization structure, including the reporting relationships, as they relate to this RFP.

b. Experience

The Offeror must include in the technical proposal the number of full consecutive years they have been operating under their current business name.

The Offeror will provide a list of at least three clients for whom similar services, as detailed in this RFP, have been provided during the past three years. The list must include:

· Name of School System

· Dates of Service

· Name of contact person

· Title of contact person

· Phone number of contact person

· Email address of contact person

The Offeror will also disclose any services terminated by the client(s) and the reason(s) for termination. These references will be used as part of the evaluation process.

2.0.5 Business Litigation

The Offeror will disclose any involvement by the organization or any officer or principal in any material business litigation within the last five (5) years. The disclosure will include an explanation, as well as the status and/or disposition.

2.1

PROPOSAL FORMAT

2.1.1 Technical proposal shall include the following:

1. Full name and address of the Vendor.

2. Response to each item listed in the Mandatory Requirements Section (2.0) of this RFP numbered and labeled.

3. Special Payment Requests (i.e., separate purchase orders).

4. A list of requested services from HCSD (if applicable)

2.1.2 Financial proposal:

See Attachment B for directions. Vendors must submit the two (2) Excel Response forms: Custodial Chemicals Response Form and SNP Chemicals Response Form.

3.0

PROPOSAL SUBMISSION AND EVALUATION

3.1 Process for Submitting Proposals

3.1.1 Preparation of Proposal

Each proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. If supplemental materials are a necessary part of the technical proposal, the Offeror should reference these materials in the technical proposal, identifying the document(s) and citing the appropriate section and page(s) to be reviewed. The Offeror is solely responsible for the cost of responding to this RFP. Reimbursement for cost of preparation of response will not be made.

3.1.2 Packaging of Proposal

The Offeror's proposal in response to this RFP must be divided into three (3) appropriately labeled and sealed packages - a Technical Submission, a Financial Proposal and a digital copy.

The contents of each package will include:

Technical Submission

· Technical Proposal as specified in 2.1.1.

· Lobbying Certification and Disclosure (Attachment A)

· Proposal Certification (Attachment C)

· Immigration and Security Form (Attachment D)

· Certificate Regarding Debarment, Suspension, Ineligibility (Attachment E)

· Contract Exceptions (Attachment F)

· Non-collusion affidavit (Attachment G)

· Cleaning Products and Dispensing Systems Response Form (Attachment F)

DO NOT INCLUDE ANY COST INFORMATION IN YOUR TECHNICAL SUBMISSION.

Financial Proposal

See Attachment B for directions. Vendors must submit the two (2) Excel Response forms: Custodial Chemicals Response Form and SNP Chemicals Response Form.

Must provide the following number of copies: Two (2) hard copies, with one (1) marked “Original” with original signatures.

Digital Copy

The Offeror must submit digital copy on USB flash drive of the complete proposal including technical submission and financial proposal. The District has the capability of viewing documents submitted in the following format: Microsoft Word, Microsoft Excel, and portable document format file (PDF). If unable to open an electronic file due to a virus or because the file has become corrupted, the response may be considered incomplete and disqualified from further consideration.

In the event of a discrepancy/conflict between a hard copy and the digital version, the digital version will govern.

Outside of package must include the following:

Name of Company

Point of Contact for Company and Phone Number

RFP # 24-049 – Chemicals & Dispensing System Due Date: April 24, 2024 2PM EST 3.1.3 Submission of Proposals

Proposals must be submitted to:

HCSD – Purchasing Dept.

L. Renee Langston, CPPB

200 Jerry Barker Drive

Warner Robins, Georgia 31088

Mail, hand delivery, or put in drop box located in front of building at above address. Any proposal received after the due date and time will not be evaluated. Faxed or Emailed proposals will not be accepted.

3.2 Evaluation Process

The evaluation of proposals received on or before the due date and time will be conducted in the following phases.

3.2.1 Administrative Review The proposals will be reviewed by the Issuing Officer for the following administrative requirements:

1. Submitted by deadline

2. Separately sealed Technical Submission and Financial Proposal

3. All required documents have been submitted

4. Technical Submission does not include any information from the Financial Proposal

5. All documents requiring an original signature have been signed and are included

3.2.2 Mandatory Requirements Review

Proposals which pass the administrative review, will then be reviewed by the Evaluation Team to ensure all requirements identified in Section 2.0 are addressed satisfactorily.

3.2.3 Proposal Evaluation

Proposals which pass the Mandatory Requirements Review, will be reviewed by the Evaluation Team for quality and completeness.

The following are the maximum possible points of each category:

Category Points Available

3.2.4 Oral Presentations The District reserves the right to choose and invite Offerors to present their technical solution to the Evaluation Team. The Financial Proposal must not be discussed during the oral presentation. All Offerors submitting proposals may not be asked to make a presentation.

3.2.5 Financial Proposal Evaluation

Offerors will use only the two (2) Excel Response Forms: Custodial Chemicals Response Form and SNP Chemicals Response Form.

3.2.6 Identification of Apparent Successful Offeror

The resulting Financial Proposal scores will be combined with the Technical Proposal score. The Offeror with the highest combined technical and financial score will be identified as the apparent successful Offeror.

The apparent successful Offeror’s proposal will be presented to the Board of Education for approval at a Board meeting, if required by policy. Once approved, an award summary will be posted to the District website. Award is contingent upon available funds and necessary approvals.

3.3 Rejection of Proposals/Cancellation of RFP

The District reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the District. It is also within the right of the District to reject proposals that do not contain all elements and information requested in this document. The District reserves the right to cancel this RFP at any time. The District will not be liable for any cost/losses incurred by the Offerors throughout this process.

4.0

TERMS AND CONDITIONS

4.1 RFP Amendments The District reserves the right to amend this RFP prior to the proposal due date. All amendments and additional information will be posted promptly to the HCSD Purchasing website, which is located at the following web address: https://www.hcbe.net/purchasing/openbids. Offerors are encouraged to check this website frequently.

4.2 Proposal Withdrawal A submitted proposal may be withdrawn prior to the due date by a written request to the Issuing Officer. A request to withdraw a proposal must be signed by an authorized individual.

4.3 Cost for Preparing Proposals The cost for developing the proposal is the sole responsibility of the Offeror. The District will not provide reimbursement for such costs.

4.4 Inspection All merchandise and services shall be subject to inspection after arrival at HCSD or completion of work. In the case any items are found to be defective or otherwise not in conformity with specifications, the HCSD has the right to reject such items and/or services and return them at Vendor’s expense or require that vendor return to site (if service is performed on HCSD property to correct the issue). Problems found with products due to concealed damage will be addressed as soon as damage is revealed and on a case by case basis. Rejected products must be picked up no later than the next delivery date.

4.5 Invoices & Payment

A. All invoices shall be addressed as follows:

Houston County School District

Accounts Payable

PO Box 1850

Perry, Georgia 31069

B. A credit or replacement will be issued for damaged or unacceptable items as determined by the Director of Purchasing or Director of School Nutrition. Replacement of damaged or unacceptable items will be made no later than the next delivery date. In the event of errors, a credit/debit shall be issued against the invoice as it was presented to the District. The credit or debit shall be sent to the address listed above.

C. All invoices are to clearly indicate the purchase order number, account name, school name, date, product, brand name, quantity, unit price and total prices.

D. District shall make payment for goods and services within thirty (30) days upon receipt, inspection and acceptance by personnel, and receipt of invoice. Advance billings are not allowed.

E. Where partial delivery is made, invoice for such part shall be made upon delivery, and payment made within thirty (30) days under conditions as above.

F. Payment may be made by check or by credit card. If a fee will be added to the invoice for use of a VISA credit card, it must be noted on Attachment C, Certification Letter.

4.6 Delivery A. Vendor is responsible for all delivery costs.

B. Vendor shall be responsible for the removal of all packing material and debris when delivering items that need to be unpacked or installed by the Vendor.

C. The Vendor shall supply deliveries as requested and specified except during an emergency and on holidays. In an emergency situation in which HCSD requires delivery in less than 2 days and if the Vendor cannot provide the goods within the emergency delivery period, HCSD has the option to purchase those goods from another source with no penalty to either party. Delivery schedules that fall on a holiday will be made the following business day. A holiday schedule is posted at https://www.hcbe.net/calendar.

D. Successful Offeror will supply the District with a phone number and representative’s name through which to place orders.

E. Delivery schedules will be created and agreed upon by both parties after the awarding of the contract.

F. All deliveries are to be delivered to the Warehouse at 200 Jerry Barker Drive, Warner Robins, GA 31088. Packing slip/list shall include the Purchase Order Number.

G. HCSD reserves the right to require overtime payment to school employees by the Successful Offeror due to late deliveries. The HCSD will notify the Vendor and deduct the amount from the next invoice.

H. Warehouse Delivery, palletized dock delivery shall be to the HCSD Warehouse Distribution Center at 200 Jerry Barker Drive, Warner Robins, Georgia 31088 for those items selected for warehouse stock. Delivery shall be between the hours of 8:00 AM and 3:00 PM, Monday through Friday, except holidays. Vendors should schedule deliveries by calling 478-988-6211 x 65325.

I. All cases should be sanitary and free from any foreign matter. Any back-ordered item(s) not delivered within the time limit may be canceled by the HCSD at no expense to the same. Unsatisfactory products will be replaced with fresh units at no cost to the HCSD.

4.7 Sample Contract The Sample Contract, which the District intends to use with the successful Offeror, is attached to this RFP and identified as Attachment F. Exceptions to the Contract should be identified and submitted with the Offeror's proposal. Proposed exceptions must not conflict with or attempt to preempt mandatory requirements specified in Section 2.0. Final Contract must be governed by the laws of the State of Georgia only. Refer to https://tinyurl.com/2p8x6rwn for terms and conditions prohibited by governmental entities in the State of Georgia.

Prior to award, the apparent winning Offeror will be required to enter into discussions with the District to resolve any contractual differences before an award is made. These discussions are to be finalized and all exceptions resolved within one (1) week of notification. Failure to resolve contractual differences will lead to rejection of the Offeror's proposal.

The District reserves the right to modify the Contract to be consistent with the successful offer and to negotiate with the successful Offeror other modifications, provided that no such modifications affect the evaluation criteria set forth herein or give the successful Offeror a competitive advantage.

4.8 Conflict of Interest If an Offeror has any existing client relationship that involves the Houston County School District, the Offeror must disclose each relationship.

4.9 Compliance with Laws

The Contractor will comply with all State and Federal laws, rules, and regulations.

4.10 Debarment and Suspension Verification

By signing the Debarment Form, Attachment E, Vendor certifies that the Vendor and/or any of its sub Vendors have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or the HCSD or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart 9.4. Vendor will immediately notify the HCSD Purchasing Department and the Director of School Nutrition if Vendor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Vendors by a federal entity.

4.11 Lobbying Certificate (for bids over $100k) Per CFR 7.3018 - A Lobbying Certification and Disclosure must be completed for all proposals $100,000 and over. Please see and complete Attachment A.

4.12 Remedy for non-performance/termination of agreement, contract, or award

In the event that a vendor does not perform according to the standards and conditions described in this RFP that is made a part of the contract with HCSD, HCSD may take measures to remedy the default. The optional remedies for non-performance are listed below. HCSD and Vendor agree that the damages caused by a breach of the RFP terms incorporated into a subsequent contract are difficult or impossible of estimation due to labor costs and costs to cure when Vendor does not deliver as stated in the RFP and Vendor acceptance. In order to provide for damages and estimate a reasonable probable loss, HCSD and Vendor agree to the following damage calculation as an optional remedy for the Vendor’s breach.

A. Damages - Payment for Damages will be accepted in the form of credits on the following month’s statement.

Fill-Rate: The contractor shall fill all original orders at a monthly average of 98% or above on the scheduled delivery day. The remaining 2% shall be delivered within 24 hours of the scheduled delivery day unless the HCSD agrees that the product will be reordered. The monthly average will be calculated by dividing the number of cases received that month by the total number of cases ordered that month. Should Vendor’s Fill-Rate drop below 98%, Vendor may be assessed liquidated damages up to 20% of cost for the original unfilled orders.

Non-Delivery: In the event that a delivery does not occur at all on the scheduled delivery day, the Vendor may be assessed damages for up to 20% of the cost of the missing order for each school that did not receive a delivery.

Outages: When the same product is not delivered and reported as out of stock (“outed”) two times, the product may either be re-awarded to another Vendor or damages may be assessed. Damages may be up to 20% of the total price for the “outed” product.

If federal reimbursement is lost due to missing or late deliveries, HCSD may require Vendor to pay a dollar amount equal to the cost of the product, the reimbursement lost, and any fines imposed on HCSD. Vendor will be responsible for any fees accessed without regard for Vendor’s supplier issues causing the damages. HCSD reserves the right to place a Vendor’s name on an ineligible source list and restrict the company or any representative of the company from participating in future solicitations with the HCSD.

B. Suspension – In the event that either the Vendor or the District defaults in the performance of any obligation specified in the agreement, contract, or award, the non-defaulting party shall notify the other party in writing and may suspend the agreement, contract, or award in whole or in part, pending remedy of the default. If such default is not remedied within fifteen (15) days from the date of receipt of such notice or if the other party is diligently attempting to cure such default but is unable to cure such default within thirty (30) days from the date of receipt of such notice, then the non-defaulting party shall have the right to terminate the contract immediately by providing written notice of termination to the other party.

C. Termination – The Houston County School District reserves the right, at any time and for its convenience, to terminate the agreement, contract, or award in whole or in any separable part by written notice to vendor. Such notice shall be provided at least thirty (30) days prior to the intended termination date. Vendor shall be compensated for Goods accepted and for Services performed in accordance with the provisions of the agreement, award, or contract up to the effective date of termination, less any payments previously made by the District/SNP for such Goods or Services, but in no event shall the vendor be entitled to recover loss of profits.

4.13 Equal Employment Opportunity Compliance Statement In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or part of an individual's income is derived from any public assistance. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992. (Voice) Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

4.14 Clean Air/Clean Water Statement (for bids over $150k)

Compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)) Clean Air and Water Certification. Vendor certifies that none of the facilities it uses to produce goods provided under the Contract are on the Environmental Protection Authority (EPA) List of Violating Facilities. Vendor will immediately notify the School Food Authority of the receipt of any communication indicating that any of Vendor’s facilities are under consideration to be listed on the EPA List of Violating Facilities.

4.15 Civil Rights Statement In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age and disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

4.16 Domestic Preference for Procurements

2 CFR § 200.322 Domestic preferences for procurements.

(a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards including all contracts and purchase orders for work or products under this award.

(b) For purposes of this section: (1) “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States. (2) “Manufactured products” means items and construction materials composed in whole or in part of nonferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

4.17 Energy Policy And Conservation Act Statement

Compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163, 89 Stat.871).

4.18 Civil Rights Assurance The School District hereby agrees that it will comply with: Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.); Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.); Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794); Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.); Title II and Title III of the Americans with Disabilities Act (ADA) of 1990 as amended by the ADA Amendment Act of 2008 (42 U.S.C. 12131-12189); Executive Order 13166, "Improving Access to Services for Persons with Limited English Proficiency." (August 11, 2000); All provisions required by the implementing regulations of the Department of Agriculture (USDA) (7 CFR Part 15 et seq.); Department of Justice Enforcement Guidelines (28 CFR Parts 35, 42 and 50.3); Food and Nutrition Service (FNS) directives and guidelines to the effect that, no person shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination under any program or activity for which the Program applicant receives Federal financial assistance from USDA; and hereby gives assurance that it will immediately take measures necessary to effectuate this Agreement. The USDA non-discrimination statement that in accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). This assurance is given in consideration of and for the purpose of obtaining any and all Federal financial assistance, grants, and loans of Federal funds, reimbursable expenditures, grant, or donation of Federal property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to use Federal property or interest in such property or the furnishing of services without consideration or at a nominal consideration, or at a consideration that is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient, or any improvements made with Federal financial assistance extended to the Program applicant by USDA. This includes any Federal agreement, arrangement, or other contract that has as one of its purposes the provision of cash assistance for the purchase of food, and cash assistance for purchase or rental of food service equipment or any other financial assistance extended in reliance on the representations and agreements made in this assurance. By accepting this assurance, the School District agrees to compile data, maintain records, and submit records and reports as required, to permit effective enforcement of nondiscrimination laws and permit authorized USDA personnel during hours of program operation to review and copy such records, books, and accounts, access such facilities and interview such personnel as needed to ascertain compliance with the nondiscrimination laws. If there are any violations of this assurance, the Department of Agriculture, FNS, shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the School District, its successors, transferees and assignees as long as it receives assistance or retains possession of any assistance from USDA. The person or persons whose signatures appear below are authorized to sign this assurance on behalf of the School District. (Signatures on RFP documents and purchase agreements will reflect agreement of this assurance).

4.19 Evidence of Insurance A. The successful Vendor, at its expense, shall carry and maintain in full force at all times during the term of the contract resulting from this RFP the following insurance:

Coverage Limits of Liability

$2,000,000 aggregate

$2,000,000 aggregate

$1,000,000 aggregate

B. Prior to commencement of performance of this Agreement, Vendor shall furnish to HCSD a certificate of liability insurance evidencing all required coverage in at least the limits required herein, naming the HCSD, its elected officials, agents, and employees as additional insured under the Comprehensive General Liability coverage, and providing that no policies may be canceled without ten (10) days advance written notice to the HCSD. Such certificate shall be issued to: Houston County School District.

Said policies shall remain in full force and effect until the expiration of the terms of the contract or until completion of all duties to be performed hereunder by the Vendor, whichever shall occur later.

Attachment A

Lobbying Form & Disclosure

Approved by OMB

0348-0046

Disclosure of Lobbying Activities

Complete this form to disclose lobbying activities pursuant to 31 U.S.C. 1352

(See reverse for public burden disclosure)

1. Type of Federal Action:

a. contract

____ b. grant

c. cooperative agreement

d. loan

e. loan guarantee

f. loan insurance

2. Status of Federal Action:

a. bid/offer/application

_____ b. initial award

c. post-award

3. Report Type:

a. initial filing

_____ b. material change

For material change only:

Year _______ quarter _______

Date of last report___________

4. Name and Address of Reporting Entity:

____ Prime _____ Sub awardee

Tier______, if Known:

Congressional District, if known:

5. If Reporting Entity in No. 4 is Sub awardee, Enter Name and Address of Prime:

Congressional District, if known:

6. Federal Department/Agency:

7. Federal Program Name/Description:

CFDA Number, if applicable: ____________

8. Federal Action Number, if known:

9. Award Amount, if known:

10. a. Name and Address of Lobbying Registrant

(if individual, last name, first name, MI):

b. Individuals Performing Services (including address if different from No. 10a)

(last name, first name, MI):

Print Name: _____

Title: _____

Telephone No.: ____________ Date: _______

Standard Form - LLL (Rev. 7-97)

INSTRUCTIONS FOR COMPLETION OF SF-LLL, DISCLOSURE OF LOBBYING ACTIVITIES

This disclosure form shall be completed by the reporting entity, whether sub awardee or prime Federal recipient, at the initiation or receipt of a covered Federal action, or a material change to a previous filing, pursuant to title 31 U.S.C. section 1352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with a covered Federal action. Complete all items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information.

1.

Identify the type of covered Federal action for which lobbying activity is and/or has been secured to influence the outcome of a covered Federal action.

2.

Identify the status of the covered Federal action.

3.

Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last previously submitted report by this reporting entity for this covered Federal action.

4.

Enter the full name, address, city, State and zip code of the reporting entity. Include Congressional District, if known. Check the appropriate classification of the reporting entity that designates if it is, or expects to be, a prime or subaward recipient. Identify the tier of the sub awardee, e.g., the first sub awardee of the prime is the 1st tier. Subawards include but are not limited to subcontracts, subgrants and contract awards under grants.

5.

If the organization filing the report in item 4 checks “Sub awardee,” then enter the full name, address, city, State and zip code of the prime Federal recipient. Include Congressional District, if known.

6.

Enter the name of the federal agency making the award or loan commitment. Include at least one organizational level below agency name, if known. For example, Department of Transportation, United States Coast Guard.

7.

Enter the Federal program name or description for the covered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans, and loan commitments.

8.

Enter the most appropriate Federal identifying number available for the Federal action identified in item 1 (e.g., Request for Proposal (RFP) number; Invitations for Bid (IFB) number; grant announcement number; the contract, grant, or loan award number; the application/proposal control number assigned by the Federal agency). Included prefixes, e.g., “RFP-DE-90-001.”

9.

For a covered Federal action where there has been an award or loan commitment by the Federal agency, enter the Federal amount of the award/loan commitment for the prime entity identified in item 4 or 5.

10.

(a) Enter the full name, address, city, State and zip code of the lobbying registrant under the Lobbying Disclosure Act of 1995 engaged by the reporting entity identified in item 4 to influence the covered Federal action.

(b) Enter the full names of the individual(s) performing services and include full address if different from 10(a). Enter Last Name, First Name, and Middle Initial (MI).

11.

The certifying official shall sign and date the form, print his/her name, title, and telephone number.

According to the Paperwork Reduction Act, as amended, no persons are required to respond to a collection of information unless it displays a valid OMB control Number. The valid OMB control number for this information collection is OMB No. 0348-0046. Public reporting burden for this collection of information is estimated to average 10 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0046), Washington, DC 20503 Attachment B

FINANCIAL PROPROSAL

RFP Number: 24-049 Please complete both Excel - CUSTODIAL CHEMICALS RESPONSE FORM AND SNP CHEMICALS RESPONSE FORM.

All items must include a brand, model and/or part number. Orders placed after award must have the same brand, model and/or part number as proposal on all packaging when items are received into the warehouse. No substitutes will be accepted without expressed written consent on both parties prior to delivery.

Samples may be requested by HCSD. If samples are requested, they shall be at no charge to HCSD and will become property of the HCSD, unless return is requested by the Offeror in writing in their proposal. Return of samples will be at Offeror’s expense and must be returned or picked up no longer than 30 days after bid closing date. Samples must be received by HCSD within five business days of the written request.

Houston County School District will award to one vendor.

Column B on the Custodial Chemicals Response Form indicates the estimated quantity purchased by HCSD July 1, 2022 – June 30, 2023.

Column B on the SNP Chemicals Response Form indicates the estimated quantity to be purchased by HCSD July 1, 2024 – June 30, 2025.

Quantities are for information purposes only. No quantities will be guaranteed by HCSD.

Attachment C Must be include with the proposal

PROPOSAL CERTIFICATION

I certify that I have read and understand the terms and conditions herein except as stated below. I further state that I am and/or my company is capable, able to, and will provide the requested products and/or service described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this RFP, I/we guarantee and certify that all items included in my proposal meet or exceed specifications.

I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a quotation for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this quotation for the Contractor.

I certify and acknowledge that the laws of the State of Georgia, including the Georgia Open Records Act, require procurement records and other records to be made public unless otherwise provided by law.

By signing below I warrant that the price(s), terms and conditions stated in my response to this proposal shall be firm through the solicitation process and until the time the award is made at which time prices shall remain firm and fixed for the entire contract period.

SUBMITTED BY____________________________________ DATE _______________

TITLE________________________________EMAIL: ____________________________

COMPANY NAME________________________________________________________

ADDRESS___________________________CITY______________ST_____ZIP_______

TELEPHONE NUMBER____________________FAX NUMBER___________________

COMPANY WEBSITE _________________________

SIGNATURE _____________________________________________________________

DO YOU ACCEPT VISA? ______________

ADDITIONAL FEE IF PAYMENT MADE WITH VISA: _________________

ADDITIONAL FEE FOR PAYMENTS MADE WITH A VISA CREDIT CARD MAY BE USED AS PART OF THE AWARD CRITERIA.

Attachment D Must be included with this proposal

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of Houston County School District 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 in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). 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 Contractor

Name of Project

Name of Public Employer

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:_________________________________

Attachment E Must be included with the proposal Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions The following statement is made in accordance with the Privacy Act of 1974 (5 U.S.C. § 552a, as amended). This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, and 2 CFR § 180.335, Participants' responsibilities. The regulations were amended and published on August 31, 2005, in 70 Fed. Reg. 51865-51880. Copies of the regulations may be obtained by contacting the Department of Agriculture agency offering the proposed covered transaction.

According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to a collection of information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0505-0027. The time required to complete this information collection is estimated to average 15 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The provisions of appropriate criminal or civil fraud, privacy, and other statutes may be applicable to the information provided.

(Read instructions on page two before completing certification.)

A. The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals:

1. Are not presently debarred, suspended, or proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

2. Have not within a 3-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (A.2.) of this certification; and

4. Have not within a 3-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

B. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

NAME(S) AND TITLE(S) OF AUTHORIZED REPRESENTATIVE(S)

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible Agency or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form.