25_007 Event Audio Visual Engineer Services f.pdf

REQUEST FOR PROPOSAL

25-007

EVENT AUDIO VISUAL ENGINEER SERVICES FOR LEGACY ARENA

CLOSING DATE: Monday, October 21, 2024 CLOSING TIME: 2:00 p.m. EST

PROPOSALS CAN BE DOWNLOADED THROUGH THE BONFIRE PORTAL:

https://dcssga.bonfirehub.com

ALL PROPOSALS MUST BE RETURNED TO:

Douglas County School District

Becky Eigel, Assistant Director of Business Services Business Services

11490 Veterans Memorial Hwy Douglasville, GA 30134

Becky.Eigel@dcssga.org 770-651-2376

770-920-4026 Fax

ALL PROPOSALS ARE SUBJECT TO THE FOLLOWING INSTRUCTIONS WHEN CHECKED:

1. _X_ The Instructions, and Standard Terms and Conditions attached.

2. _X_ The attached Agency Insurance Requirements shall apply.

3. ___ The attached “Additional Terms and Conditions” shall apply (__) page(s).

4. _X_ In conformance with the attached “Specifications” (_8_) page(s).

5. ___ See attached (____) page(s) of (_____) line items

6. ___ Equipment or supplies offered to conform to the attached: ___Plans___Drawing(s) __Sample(s)

7. ___ Respondents must show manufacturer's name and model number for each line item offered.

8. ___ Respondents to furnish specifications and complete descriptive literature with proposal if offering substitute or alternate item.

Respondent is cautioned to carefully read the instructions and the terms and conditions on the attached sheets.

Failure to adhere to these instructions and terms and conditions may result in rejection of response.

ACKNOWLEDGE RECEIPT OF ADDENDUM:

#1_____ #2_____ #3_____ #4_____ #5_____ (Please Initial)

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TABLE OF CONTENTS

I. INTRODUCTION

II. MINIMUM QUALIFICATIONS

III. CALENDAR OF EVENTS

IV. INSTRUCTIONS

V. STANDARD TERMS AND CONDITIONS

VI. INSURANCE REQUIREMENTS

VII. SCOPE OF WORK AND REQUIREMENTS

VIII. GENERAL CONDITIONS

IX. DCSD ON-DISCRIMINATION POLICY

X. PROPOSAL PROCEDURES AND GUIDELINES

XI. PROPOSAL SUBMITTAL REQUIREMENTS

XII. EVALUATION OF PROPOSALS

XIII. PRESENTATION/DEMONSTRATION

XIV. PREPARATION OF PROPOSALS

XV. EXHIBITS

EXHIBIT A: SPECIFIC REQUIREMENTS

EXHIBIT B: PROPOSAL QUESTIONS

EXHIBIT C: MAP OF LOCATION

XVI. PRICING SCHEDULE

XVII. PROPOSAL RESPONSE FORM

XVIII. CERTIFICATE OF NON-COLLUSION

XIX. REFERENCE SHEET

XX. VENDOR INFORMATION

XXI. FIDELITY BOND

XXII. RFP CHECKLIST

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I. INTRODUCTION

The Douglas County School District is proud to announce the opening of Legacy Arena in Summer of 2024. Legacy Arena will be a state-of-the-art facility boasting 151,000 square feet and will be the largest arena west of Atlanta.

The Douglas County School District Legacy Arena, located at 9030 Hwy 5, Douglasville, GA 30134 is approximately 151,000 square feet, and includes 3 hospitality suites, approximately 4,000 fixed seats and the ability to have 3,000+ seats on the floor for concerts, one loading dock, 500+ onsite parking spaces and 600+ adjacent parking spaces. Planned to open in Summer of 2024, Legacy Arena will hold all types of events from sporting, family shows, concerts, conventions, tradeshows, football, wrestling and more.

The Douglas County School District is requesting proposals from qualified firms to provide Event Audio Visual Engineer Services for the new Legacy Arena in accordance with the scope of work and specifications as outlined in this proposal package. Sealed proposals for RFP 25-007 Event Audio Visual Engineer Services for Legacy Arena will be received by the Douglas County School District until Monday, October 21, 2024 at 2:00 pm EST.

It is the Douglas County School District Legacy Arena’s objective to select the best-qualified firm who, in its opinion, will continuously provide top quality service, product quality, and generally create goodwill within this high-quality facility. The final decision of the Arena will be made in its overall best interest. Proposer shall have audio visual experience in an arena setting that can accommodate various events.

Proposals will be available to all interested Respondents on September 13, 2024. Proposals can be obtained by visiting the Bonfire portal for the Douglas County School District:

https://dcssga.bonfirehub.com

The Douglas County School District reserves the right to waive technicalities, to accept or reject any and all proposals and to waive any irregularity in proposals received, to award the entire proposal to one Respondent or to multiple Respondents or to make awards by group or location, whichever is in the best interest of the Douglas County School District; hereafter referred to as “DCSD”, except where noted for clarity.

Proposers should note that all specifications listed in this RFP are based on general criteria that the Douglas County School District feels is important for the Event Audio Visual Engineer Services for Legacy Arena. The Douglas County School District is open to reviewing all proposals for Event Audio Visual Engineer Services for Legacy Arena that may meet or exceed our needs. Our intent in listing these specifications in the RFP is to give the proposers a general idea of the basic services required. The Douglas County School District is looking to the proposers to provide us with as much information as possible about their particular program and how it can meet the Douglas County School District needs. Any similarity in the specifications listed in this RFP document and any company’s specifications is unintentional and should not be perceived as such.

The Douglas County School District is an equal opportunity employer.

Mandatory Pre-Proposal Conference, Wednesday, September 25, 2024 at 2:00 p.m.

Pre-Proposal meeting attendance is mandatory.

All questions concerning this Request for Proposal should be directed through the Bonfire portal.

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II. MINIMUM QUALIFICATIONS

It is preferred that each Respondent be registered to do business in the State of Georgia.

Each Respondent should provide evidence of their registration with each proposal submittal.

For Georgia businesses, a photocopy of your Georgia business license is acceptable.

Respondents must meet the minimum requirements for liability insurance and worker’s compensation coverage as stated in this document.

Respondents shall submit with their proposal, sufficient evidence of a minimum of 5 years’ experience in similar projects preferably with public school systems. This information should be included on the Reference Sheet.

All services provided by the awarded Respondent must be performed by a direct employee or

Principal of the firm. Awarded Respondent may subcontract any portion of the services for this project, with approval from DCSD.

Respondents shall submit all required Vendor information in the Bonfire Vendor Registration portal.

Respondents shall also submit the completed “Georgia Security and Immigration Compliance Act OCGA 13-10-91” document, “Respondent Affidavit and Agreement” and “Subcontractor Affidavit” (if applicable).

Proposer shall have event audio visual experience in an arena setting that can accommodate various events.

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III. CALENDAR OF EVENTS

ACTION DEADLINE

Issuance of Request for Proposal (RFP) Friday, September 13, 2024

Mandatory Pre-Proposal Conference Wednesday, September 25, 2024 2:00pm Douglas County School System – Legacy Arena 9030 Hwy 5 Douglasville, GA 30134

Submission of Questions by Thursday, October 3, 2024 2:00 pm EST

Response to Questions Wednesday, October 9, 2024 5:00 pm EST

Proposal Submission Deadline Monday, October 21, 2024 2:00 pm EST

Evaluation Period / Interview October 21 - 24, 2024 with Selected Respondents

Submittal of Agenda Item for Board Recommendation Friday, October 25, 2024

Recommendation to the Board of Education and Approval Monday, November 4, 2024

Awarded Respondent to Meet with DCSD November 5 - 8, 2024 to discuss Implementation Plan and Contract

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IV. INSTRUCTIONS

1. Proposals shall be enclosed in a sealed envelope, addressed to the Business Services Office with the name and address of the Respondent, the date and hour of the proposal closing, and the proposal number on the face of the envelope. Only one sealed proposal may be submitted in each envelope. If you are submitting more than one proposal, a separate envelope must be used for each proposal. See Proposal Submittal Requirements for specific instructions for this RFP.

2. All proposals must be either typewritten or filled in with pen, and must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the proposal must initial corrections or changes on any document. Respondents will not be allowed to modify their Proposals after designated closing date and time.

3. Respondents should provide all of the information required on all forms, including the Proposal Form, and shall sign the Standard Terms and Conditions.

4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from the date of opening.

5. Any cash discount offered to the DCSD must be listed in the Proposal. Cash discounts offered from one percent up to five percent for payment in thirty days or more will be considered for the purposes of evaluation. Any further cash discount will not be considered in the evaluation.

6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Request for Proposal, may be treated as non-responsive and may not be considered for award.

7. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.

8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to obligate the DCSD to purchase any minimum amount; nor shall any such reference serve to establish any maximum amount the Respondent is required to furnish.

9. Quotes containing provisions for late or interest charges will not be considered.

10. Prepayment and/or progress payment requirements contained in responses will be treated as non-responsive and will not be considered for award.

11. Respondents must specify the manufacturer and/or brand name on each of the items proposed. If an item has a specified manufacturer and/or brand name and the words “or equal” do not follow, substitutions will not be accepted.

12. The DCSD reserves the right to amend this Request for Proposal prior to the due date.

13. Special Instructions:

Manufacturers listed in the proposal document are to establish the general quality required. Items of other manufacturers of equal or better quality will be considered. The DCSD shall be the sole determiner as to whether the substituted item is of equal or better quality than those specified. The DCSD may request samples as needed from Respondents to determine manufacturer equivalence.

14. Any contract awarded pursuant to this Request for Proposal shall be awarded to the most responsive and responsible Respondent that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this Request for Proposal.

15. Purchases of the Douglas County Board of Education are not subject to sales taxes. Tax exempt certificates will be furnished upon request.

Respondent understands and accepts all Instructions as it pertains to this Request for Proposal:

Respondent Signature Date

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V. STANDARD TERMS AND CONDITIONS

1. Respondent shall transfer and deliver to the DCSD all of the goods and/or services described herein for the consideration set forth herein.

2. Delivery shall be made to the address listed on the Purchase Order or Contract and within the time specified.

3. Risk of loss shall remain with Respondent until acceptance by the DCSD.

4. Title to the goods shall remain with Respondent until acceptance by the DCSD.

5. Respondent warrants that the goods are merchantable and as described herein.

6. The DCSD shall have the right to inspect the goods at the time and place of delivery.

7. No right or interest in the contract shall be assigned by Respondent without the written permission of the

DCSD, and no delegation of any obligation owed or of the performance of any obligation by Respondent shall be made without the written permission of the DCSD. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

8. The laws of the State of Georgia and the policies of the DCSD shall govern this agreement in all respects.

9. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia

Sales and Use Tax.

10. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise stated, conform exactly to all of the descriptions and Exhibits contained in the Request for Proposal upon which this order is based, and the terms, conditions, and specification of the Request for Proposal are incorporated herein by reference and made a part hereof.

11. Any goods supplied found not in accordance with the description and specifications set forth in the Item

Schedule will be rejected. Goods rejected shall be returned, freight collect to the Respondent.

12. Prices stated are F.O.B. destination. No further allowances shall be made for freight and delivery charges.

13. All proposals submitted shall be in accordance with the terms of the DCSD Request for Proposal and the laws of the State of Georgia.

14. The DCSD reserves the right to cancel this contract for either non- performance or poor performance of the Respondent by giving thirty days written notice in advance to the Respondent of its intent to do so, and shall retain no liability to Respondent based on any such termination except to pay all amounts due Respondent up to the date of termination for services rendered.

15. Successful Respondent will be required to supply an original and one copy of each invoice, and to reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

16. All invoices and/or financial correspondence should be directed to the Accounts Payable Supervisor, Douglas County School District.

17. Successful Respondent must furnish proof of liability insurance as stated in the “Insurance Requirements” upon contract award. Respondent must maintain insurance coverage for duration of contract with the DCSD, including all renewals.

18. Respondent should submit original and five copies of their response.

19. This project will be awarded subject to the availability of funds.

20. The DCSD reserves the right in its sole and complete discretion to reject any or all proposals and to waive technicalities and informalities. The DCSD anticipates that the contract will be awarded to the most responsive and responsible Respondent who provides the proposal that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether the Respondent is responsible, the DCSD will consider, but is not limited to consideration of, the following:

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a. Whether the Respondent or its principals are currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any State or Federal agency, department or authority.

b. Whether the Respondent or its principals have been terminated for cause or are currently in default on a public works contract.

21. The DCSD reserves the right to award these services in any way economically feasible or in the best interest for matching purposes.

22. The DCSD reserves the right to request clarification of information submitted and to request additional information of one or more Respondents.

23. The DCSD reserves the right to (i) reject any and all proposals in their entirety, for any reason, (ii) award the contract to the most qualified applicant as determined solely by the School District at its discretion and/or (iii) award the contract to another independent review firm if the selected firm does not execute a contract within 30 days after the award of the proposal.

24. The acceptance of a proposal shall be subject to the execution of a definitive agreement between the parties.

Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the DCSD and shall contain, at a minimum, applicable provisions of this Request for Proposal (“RFP”). The DCSD reserves the right to reject any agreement that does not conform to this RFP and to any DCSD requirements for agreements and contracts.

25. The DCSD assumes no responsibility or obligation to the Respondents and will make no payment for any costs associated with the preparation or submission of a proposal.

26. All proposals submitted become the property of the DCSD.

27. The DCSD standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or date of receipt of correct invoice, whichever is later. All payments will be made in accordance with the DCSD’s policies and procedures.

28. The contract shall be governed by the laws of the State of Georgia, regardless of any conflict of law or rules that would require an application of the laws of another jurisdiction. Venue and jurisdiction shall be proper only in the federal and state courts located or serving the Douglas County, Georgia, area.

29. The contract will terminate absolutely and without further obligation on the part of the DCSD on June 30, 2025, and at the close of each succeeding calendar year unless renewed in accordance with the terms of this Agreement.

30. Notwithstanding the foregoing, the contract will terminate absolutely and without further obligation on the part of the DCSD 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. The contract will automatically renew for additional one year terms, not to exceed five (5) years, unless the DCSD provides written notice to Respondent of its decision not to renew the contract sixty (60) days prior to the end of the calendar year.

31. Either party may, without cause and for any reason, terminate the Contract at any time upon giving sixty (60) days written notice to the other party.

32. Respondents agree to waive any claims they have or may have against the DCSD, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the: (1) administration, evaluation, recommendation or selection of any bid or qualifications; (2) waiver of any representations under the bid or documents; (3) approval or rejection of any bid or qualifications; and (4) award of a contract.

33. While on campus, Respondents will comply with DCSD policies and regulations. All DCSD policies, regulations and handbooks can be located on the DCSD website at www.dcssga.org.

Respondent understands and accepts all Standard Terms and Conditions as it pertains to this Request for Proposal:

Respondent Signature Date

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VI. INSURANCE REQUIREMENTS

Upon Notice of Award, Respondent may submit this form to their insurance agent as this form contains requirements that may be non-standard in the insurance industry.

Respondent shall furnish the Douglas County School District certificates of insurance as follows from company or companies acceptable to the Douglas County School District.

1) Required Certificates

1. Commercial General Liability Insurance Policy Respondent shall procure and maintain a Commercial General Liability Insurance Policy, including products and completed operations liability, and contractual liability coverage covering bodily injury, property damage liability and personal injury. The policy or policies must be on any “occurrence” basis unless waived by the Douglas County School District. The policy shall include contractual liability coverage. The policy purchased by the Respondent must be issued by a company authorized to conduct business in the State of Georgia or by a company acceptable to the Douglas County School District. The policy must include separate aggregate limits per project. Excess liability coverage may be used in combination with the base policy to obtain the limits listed below.

Limits $100,000 per Person $100,000 per Occurrence

2. Business Automobile Liability Insurance Policy The Respondent shall procure and maintain a Business Automobile Policy with liability limits of not less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a combined single limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess liability coverage may be used in combination with the base policy to obtain these limits.

3. Workers’ Compensation Insurance

Workers’ Compensation Insurance in accordance with applicable state laws with the following limits:

Limits Bodily Injury by Accident - $500,000 each accident Bodily Injury by Disease - $500,000 each employee Bodily Injury by Disease - $500,000 policy limit

Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract.

IF YOUR COMPANY IS EXEMPT FROM WORKERS’ COMPENSATION INSURANCE IN ACCORDANCE

WITH GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING

YOUR EXEMPTION.

2) Certificates shall contain the location and operations to which the insurance applies.

3) Certificates shall contain Respondent’s insurance coverage. If coverage is included in General Liability, please indicate this on the Certificate of Insurance.

4) Certificates are to be issued to:

P.O. Box 1077 Douglasville, GA 30133

5) The Respondent shall mail insurance document listed in this form to:

Business Services P.O. Box 1077 Douglasville, GA 30133

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VII. SCOPE OF WORK AND REQUIREMENTS

A. PROJECT SCOPE

The Douglas County School District is proud to announce the opening of Legacy Arena in Summer of 2024. Legacy Arena will be a state-of-the-art facility boasting 151,000 square feet and will be the largest arena west of Atlanta.

The Douglas County School District Legacy Arena, located at 9030 Hwy 5, Douglasville, GA 30134 is approximately 151,000 square feet, and includes 3 hospitality suites, approximately 4,000 fixed seats and the ability to have 3,000+ seats on the floor for concerts, one loading dock, 500+ onsite parking spaces and 600+ adjacent parking spaces. Planned to open in Summer of 2024, Legacy Arena will hold all types of events from sporting, family shows, concerts, conventions, tradeshows, football, wrestling and more.

The Douglas County School District is requesting proposals from qualified firms to provide Event Audio Visual Engineer Services for the new Legacy Arena in accordance with the scope of work and specifications as outlined in this proposal package. Sealed proposals for RFP 25-007 Event Audio Visual Engineer Services for Legacy Arena will be received by the Douglas County School District until Monday, October 21, 2024 at 2:00 pm EST.

It is the Douglas County School District Legacy Arena’s objective to select the best-qualified firm who, in its opinion, will continuously provide top quality service, product quality, and generally create goodwill within this high-quality facility. The final decision of the Arena will be made in its overall best interest. Proposer shall have event audio visual engineering experience in an arena setting that can accommodate various events.

B. BACKGROUND

The Douglas County School District is the 17th largest school district in the state of Georgia with a student population north of 26,000 and over 3,000 employees. The DCSD’s number one goal is to ensure the safety of our students and our employees. We are eager to partner with a firm who will ensure we have cutting edge products and ensure that our staff is well versed and learns how to utilize the entire catalog of features at their disposal.

The Douglas County School District is currently comprised of twenty elementary schools, eight middle schools, five high schools, two alternative learning locations and three central office locations.

The School District operates under a fiscal year beginning July 1 and ending June 30. More detailed information regarding the School District can be found on the School District’s website at www.dcssga.org .

C. GENERAL REQUIREMENTS

1. All equipment must be new.

2. Used or refurbished equipment will not be accepted.

3. All responses should be listed on the Respondent Pricing Sheet and Respondent Response

Form.

4. All proposals submitted shall be in accordance with the terms of the DCSD Request for Proposal and the laws of the State of Georgia.

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5. All Respondents must include in the proposal package response the specifications and product literature for all items quoted.

6. The work requires the furnishing of all labor, travel, supplies, material, engineering, tools and equipment necessary to perform work as described.

7. Respondents should note that DCSS terms, conditions and specifications supersede any and all bidder’s terms and conditions.

8. All areas of work shall be left in a clean condition. All debris shall be removed on a daily basis.

9. Any damage done by the Respondent’s personnel to any part of the building, equipment, furniture, fixtures, landscaping or any other items owned by the Douglas County School District shall be repaired or replaced in an acceptable manner at no cost to the Douglas County School District.

10. All prices quoted are to include any and all charges, including fuel charges.

11. Any deviation from ITB scope of work must be clearly identified in a letter along with the Respondent response.

12. Successful Respondent will be required to supply an original invoice, and to reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

13. This project will be awarded subject to the availability of funds.

14. The Board of Education reserves the right to accept or reject any part of the proposal submitted, to accept the entire proposal from one Respondent, or to reject all proposals submitted.

15. In making proposal awards, price, past Respondent service, and response from references, as well items meeting our specifications and requirements, will be determining factors.

16. Purchases made by the Board of Education are not subject to Federal Excise Tax or State and Local Sales Tax. Tax Exemption Certificates will be furnished upon request.

17. The duration of this contract shall be from date of award through June 30, 2025. The contract may be extended for up to four (4) one-year terms beyond the original contract period upon written agreement between the successful Respondent and the Board of Education.

18. The contract will automatically be cancelled if not renewed or extended prior to the expiration date.

19. Awarded Respondent shall not subcontract, delegate, assign or otherwise permit anyone other than Respondent awarded to perform any of the services in this contract without the prior written consent of the Assistant Director of Business Services.

20. All Respondent employees and agents working on Douglas County School District property must wear proper identification and must comply with all of the policies and procedures of the school system.

21. Original invoices must be sent by Respondent to School District Accounts Payable Department.

22. All Respondent responses should be listed on the Bonfire Portal Bid Table.

23. All proposals submitted shall be in accordance with the terms of the DCSD Request for

Proposal and the laws of the State of Georgia.

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24. The DCSD reserves the right to terminate this contract in whole or in part for either non-performance or poor performance of the Respondent, or because of failure of the Respondent to fulfill the contract obligations in any respect.

25. After award, any changes in the scope of work must be pre-approved by the Business Services staff at the DCSD before being performed. Any work completed without the prior written consent of the DCSD will result in the Respondent being liable for the full cost of the work performed.

26. Successful Respondent must furnish proof of liability insurance as stated in the “Insurance

Requirements”. Respondent must maintain insurance coverage for duration of contract with the DCSD, including all renewals.

D. SPECIFIC REQUIREMENTS (See EXHIBIT A)

Exhibit A contains all of the specifications required of the Event Audio Visual Engineer Services. All Respondents must outline their responses to the questions listed in Exhibit B.

E. GENERAL INSTRUCTIONS

Point of Contact This RFP is issued by the Douglas County School District Business Services Department. The sole point of contact for this RFP shall be:

Becky Eigel, Assistant Director of Business Services Douglas County School District 11490 Veterans Memorial Hwy Douglasville, GA 30134 Phone: 770-651-2376 Fax: 770-920-4026 Email: Becky.Eigel@dcssga.org

Failure to restrict contacts/discussion regarding the RFP to the above name Director will be deemed a serious breach of process and may, at the Douglas County School District’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally, any unauthorized contact with members of the School Board or System employees by a Respondent or a Respondent’s representative concerning this proposal may result in the disqualification of the Respondent.

Interpretation and Clarification No oral interpretation or clarification will be made to any firm or any individual as to the meaning of the RFP document. Requests for interpretation or clarification shall be made in writing and delivered to the RFP Coordinator via the Bonfire portal on or before 2:00 pm EST on Tuesday, October 3, 2024. The Douglas County School District will respond in writing to all clarification requests by posting questions and responses on the Bonfire portal. All responses will be posted by 5:00 pm EST on Wednesday, October 9, 2024. No questions will be answered within 72 hours of proposal opening.

All questions should be submitted through the Bonfire portal. No questions other than written will be accepted and no response other than written will be binding upon the DCSD.

RFP Number The Douglas County School District has assigned the following RFP identification number to this document. This number should be referenced in all communications regarding the RFP.

RFP 25-007

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F. CHANGES OR MODIFICATIONS

Changes or modifications to this Request for Proposal made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Respondents are to acknowledge receipt of addenda in the space provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

G. ERRORS AND OMISSIONS

If, due to an error or omission in the design or specifications, where a particular detail or component is required, thereby resulting in a change order for the project, the Respondent shall be responsible for the additional cost(s) in order to meet the full intent of the scope of work.

H. NON-APPROPRIATION OF FUNDS

It is understood and agreed between the parties herein that the Douglas County School District shall be bound hereunder only to the extent that the funds shall have been appropriated. In the event no funds or insufficient funds are appropriated, the Douglas County School District shall immediately notify the Successful Respondent of such occurrence and this Contract shall terminate on the last day funds are available without penalty or expense to the Douglas County School District of any kind whatsoever.

I. WARRANTY/GUARANTEE

Successful Respondent guarantees against defective or faulty material or workmanship for at least one (1) year or for the manufacturer’s standard warranty period, whichever is greater, from date of acceptance by the Douglas County School District. To furnish adequate protection from damage for all work and to repair damages of any kind for which Successful Respondent or Successful Respondent’s workmen are responsible, to the building or equipment, to Successful Respondent’s own work, or to the work of others. Any merchandise or service provided under the contract which is or becomes defective during the warranty period shall be replaced by the Successful Respondent free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment or service (one year or manufacturer’s standard warranty period, whichever is greater, from the date of acceptance of the replacement).

Successful Respondent shall make any such replacement immediately upon receiving notice from the Douglas County School District.

J. TIME IS OF THE ESSENCE

Time is of the essence in this Contract. Successful Respondent expressly acknowledges that in the performance of its obligations, the Douglas County School District is relying on timely performance and will schedule operations and incur obligations to third parties in reliance upon timely performance by Successful Respondent and may sustain substantial losses by reason of untimely performance.

K. CONTRACT PERIOD

The contract period will be one year from the date of award. All pricing must remain firm during the contract period. The contract period shall begin on November 5, 2024.

Douglas County School District reserves the right to renew the contract annually beyond the original contract period up to four additional years. Please note that Georgia law only allows agencies to commit funds for a length not to exceed 12 months. Any additional renewals will be considered optional at Douglas County School District’s discretion. Contract renewals will be based upon funding and the satisfactory performance by the Respondent.

The fiscal year for the Douglas County School System begins July 1 and ends June 30. This solicitation and any resulting contract(s) may contain renewal and extension options. This solicitation, any resulting contract(s), and any renewal and extension options shall terminate absolutely without further obligation on the part of the Douglas County School System at the end of the fiscal year in which this solicitation was issued and at each June 30 renewal anniversary date thereafter unless the successful Respondent is notified otherwise and agrees in writing to the exercise of renewal and extension options.

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L. COMPENSATION STRUCTURE

Compensation for this contract is as follows:

This contract should include all costs required to successfully implement this project.

Costs are to include all equipment, supplies, installation, clean up and training required for a successful implementation.

M. RESPONDENT’S EVIDENCE OF RESPONSIBILITY

The School District reserves the right to require any financial information from a Respondent, including but not limited to financial statement and/or Dun and Bradstreet rating from any Respondent who submits a proposal. The Respondent must submit a current financial statement and/or Dun and Bradstreet rating within 24 hours after notification of such requirement.

N. PROPOSAL SECURITY

The successful Respondent shall be required to furnish a fidelity bond to protect the Douglas County School District from loss resulting from acts of crime or fraud perpetrated either by the Respondent, its agents or sub-contractors in performance of the project in the amount equal to $500,000.00. The bond shall be issued by a Corporate Surety authorized to do business with the State of Georgia.

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VIII. GENERAL CONDITIONS

A. All equipment, materials, and supplies necessary to perform the services contracted herein shall be included by the Respondent and be reflected in the Proposal Pricing.

B. TOBACCO/ALCOHOL/DRUGS

All DCSD property shall be free from any tobacco products (smoking or smokeless), alcohol, and illegal drugs. This includes vehicles and personal items. Failure to adhere may result in contract termination without remedy and/or criminal prosecution to the fullest extent of the law. DCSD vehemently defends the safety of DCSD students and staff pertaining to these banned substances.

Any vehicle or personal property (lunch box, bag, box etc.) is subject to search at any time by DCSD personnel without probable cause. Please submit a copy of your company’s Drug/Alcohol Policy with your proposal.

Employee of Respondent must submit to immediate drug/alcohol screening in the case of an accident on arena grounds (Respondent expense). “Accident” refers to any injury (beyond minor First Aid) to any Respondent Employee, or injury caused by a Respondent Employee to anyone else on DCSD property.

C. SAFETY AND SECURITY

At all times, the Respondent (all employees) shall exercise exceptional caution to protect DCSD students, personnel, or visitors from any and all hazards associated with the execution of this contract. Respondent personnel shall exercise extreme caution to not harm or remove any property not owned by Respondent. DCSD employs video surveillance and will prosecute any criminal activity to the fullest extent of the law. Respondent shall not interact with any non-Respondent personnel while on DCSD property unless directly associated with the performance of contract.

Personnel shall not, under any circumstances, converse or interact in any manner, with DCSD students or staff. Respondent shall refrain from vulgar language, obscene gestures, and any behavior deemed non-appropriate for the K-12 environment.

D. UNIFORM AND IDENTIFICATION OF PERSONNEL

All Respondent personnel shall wear proper uniforms and identification at all times. Long pants and shirts with sleeves must be worn at all times.

E. DAMAGE BY RESPONDENT

Any damage done to any part of the DCSD property shall be repaired or replaced to the satisfaction of DCSD, at no cost to DCSD. This includes, but not limited to sprinkler heads, vehicles, structures, windows, furniture, technology, instructional items, and other School District property.

F. WORKMANSHIP

All work shall be done in a professional manner and must comply with all Federal, State, and Local codes. All work requiring licensed technicians by code or regulation shall be done only by employees having met such criteria.

G. INSPECTION OF WORK

Under this contract, the Respondent has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by DCSD personnel shall in no way affect said responsibility of Respondent; nor shall the failure of any of the foregoing to discover or to bring to the attention of the Respondent the existence of any work not in accordance with said specifications.

H. CORRECTION OF WORK

Any work deemed unsuitable per contract standards as determined by DCSD shall be corrected within 24 hours. Any corrected work shall be at no additional cost to DCSD.

I. Interaction with DCSD Students, personnel, and visitors should be limited to business pertaining only to the performance of this contract.

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J. Respondent shall faithfully and properly complete the work in accordance with the plans and specifications, and to the satisfaction of the Douglas County School District.

K. Within fourteen (14) calendar days after receipt of Notice to Proceed, the Respondent shall provide the DCSD with sufficient information on his plan for completing all work under this contract.

L. The Respondent shall purchase materials, arrange for deliveries, furnish sufficient forces, plant and equipment, and work such hours as necessary to insure execution of the work in conformity with his proposed schedule.

M. If the Respondent falls behind the approved schedule and is not entitled to any time extension already reflected in the current approved schedule, he shall, upon request of the Douglas County School District, submit within forty-eight (48) hours his plan for bringing his work back up to schedule. This plan shall include a commitment for immediate implementation, unless otherwise approved by the Douglas County School District, for bringing the work up to schedule. If the Respondent fails to provide an acceptable plan in the time required, he will be given a plan by the Douglas County School District.

N. If other measures will not be sufficient to make up the lag, the Respondent's plan and implementation thereof shall include increasing the number of shifts, days of work, and/or instituting or increasing overtime, all at his own expense.

O. If the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, his right to proceed with any or all portions of the Contract Requirements may be terminated under the provisions of the General Conditions:

1) If the Douglas County School District determines that the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, he may contract with others or use his own forces to perform the work and the cost thereof will be charged against the contract price of the Respondent.

2) If completion of the work is delayed by any act or neglect of the Douglas County School District or another Respondent in the employ of the Douglas County School District, by strikes or by other exceptional conditions over which the Respondent has no reasonable control, the time of completion shall upon receipt of the Respondent's written request, be extended by such period as the Douglas County School District may consider reasonable. No extension shall be allowed unless a claim is presented in writing to the Douglas County School District within seven (7) days after the commencement of such delay. In case of continued cause of delay, only one claim is necessary. Nothing in this clause shall be construed to release the Respondent from the obligation to perform at his own expense all overtime necessary to maintain the contract completion date.

P. DATE OF COMMENCEMENT AND COMPLETION

The date of commencement shall be established in a written Notice to Proceed issued by the DCSD. Work under the Base Bid and accepted Alternates shall be completed within the time frame and by the date established in the Notice To Proceed. The Respondent is expected to provide the proper amount of manpower to meet this schedule.

Q. ACCESS TO SCHOOL PROPERTY

The Respondent shall have access to the work site as necessary to complete the work within the contract time. The Douglas County School District will fully occupy the building for the duration of the work period. The Respondent shall conduct the work in a manner that will minimize the need for disruption of the Douglas County School District's normal operations. Access to the building or work area shall at no time be affected by the work.

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R. SUPERVISION

The Respondent shall supervise and direct the Work, using his best skill and attention. He shall be solely responsible for all means, methods, techniques, sequences and procedures and for coordinating all portions of the Work under the Contract.

The Respondent shall be responsible to the Douglas County School District for the acts and omissions of his employees, Sub-Contractors and their agents and employees, and other persons performing any of the Work under a contract with the Respondent. Any services being performed by Sub-Contractors shall have the approval of DCSD before work begins.

S. USE OF PREMISES AND REMOVAL OF DEBRIS

The Respondent shall maintain all areas clear of debris, materials and equipment during the course of the Work. All areas and the like where disturbed, removed or damaged shall be replaced, returned or repaired such that the facility and its appurtenances are left in as good condition after completion of the work as it was before operations began. Debris shall be disposed of by the end of "every" working day and not stockpiled. Beverage cans, bottles, lunch refuse, etc. will not be tolerated on the job site except by immediate and proper removal of the same on a daily basis.

T. MATERIALS AND WORKMANSHIP

The Contract Documents describe the character and features of the materials and workmanship required to perform the Work. The Contract Documents require first class work and materials in all particulars. It is understood that the contract includes any and all work that may be necessary to connect the work done with the adjoining work in a proper and workmanlike manner.

The DCSD reserves the right to employ an independent testing laboratory to conduct tests of materials, etc. as the DCSD may deem necessary to assure complete compliance with the requirements of the specifications. The Respondent shall offer full cooperation with personnel in the employ of the DCSD in making these tests.

U. NO DEVIATION

In performing the Work, the Respondent shall not deviate from the Contract Documents without the written consent of the Douglas County School District. If the Respondent does deviate from the Contract, he shall correct the error at his expense in a manner satisfactory to the Douglas County School District.

V. INTERPRETATION OF CONTRACT DOCUMENTS

In case of discrepancy between or among Contract Documents, the DCSD shall make such interpretations as may be deemed necessary for the fulfillment of the intent of the Contract Documents as construed by it and its decision shall be final.

W. DISCREPANCIES

The Respondent shall immediately report to the DCSD, in writing, any discrepancies found between the Contract Documents and site conditions or any inconsistencies or ambiguities in the Contract Documents. The DCSD shall promptly correct such inconsistencies or ambiguities in writing. Work done by the Respondent after his discovery of such discrepancies, inconsistencies or ambiguities shall be done at the Respondent's risk.

X. FINAL INSPECTION

At time of final inspection, the Respondent, if requested, shall provide a knowledgeable representative to assist in the inspection of the completed installation for conformance with specifications. The DCSD or Engineer shall prepare a Punch List. Any deficiencies shall be promptly and permanently corrected prior to final acceptance of the work, and shall be the full responsibility of the Respondent.

Y. CLEAN UP AND REPAIR

Upon completion of work, remove tools, equipment, and other materials from site. Remove protections and leave work site as clean as they were prior to installation.

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Z. TERMINATION FOR BREACH OF NON-PERFORMANCE

If the Respondent fails to perform the Work promptly and diligently, or if the Respondent breaches the Contract in any other way, the Douglas County School District may:

1) after providing the Respondent with fifteen (15) days written notice, supply any workmen, equipment or materials necessary to ensure that the Work is performed promptly and diligently.

The Douglas County School District may deduct the cost of supplying additional workmen, equipment or materials from payments due to the Respondent;

2) terminate the Contract, enter upon the premises, take possession of all equipment, materials or appurtenances, and employ any person or persons to finish the Work.

In case of termination of the Contract by the Douglas County School District pursuant to this paragraph, the Respondent shall not be entitled to receive any further payment from the Douglas County School District until Completion of the Work has occurred. After completion of the Work, the Douglas County School District shall pay to the Respondent the amount of the unpaid balance due to the Respondent at the time the Contract was terminated minus the cost incurred by the Douglas County School District to complete the Work. If the cost incurred by the Douglas County School District to complete the Work exceeds the unpaid balance due to the Respondent, the Respondent shall be due no money from the Douglas County School District and, instead, the Respondent shall pay to the Douglas County School District the difference between the unpaid balance due and the Douglas County School District's cost to complete the Work.

IX. DCSD ON-DISCRIMINATION POLICY

Federal law prohibits discrimination on the basis of age, race, color or national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972 and the Perkins Act of 1998); or disability (Section 504 of the Rehabilitation Act of 1973 and Americans With Disabilities Act of 1990) in educational programs or activities receiving federal financial assistance.

Employees, students and the general public are hereby notified that the Douglas County Board of Education does not discriminate in any educational programs or activities or in employment policies.

The following administrative positions have been designated responsible for coordinating the board's effort to implement these policies:

Title VI Coordinator: Assistant Superintendent of Student Achievement Title IX Coordinator: Assistant Superintendent of Student Services ADA Coordinator:…