27_001 Charter Bus Bid.pdf

BIBB COUNTY PUBLIC SCHOOLS – Request for Proposals

RFP: 27-001

RFP TITLE: Charter Bus Services for Field Trips and Special Events

RFP Schedule - Date & Time

RFP Issued 08/24/2026

Questions Due 08/31/2026 @ 8 am, EST

RFP Due Date and Time 09/07/2026 @ 8 am, EST.

Proposals must be received by the due date and time. No late proposals will be accepted.

RFP Buyer Contact Information

Name Dr. Elaine M Wilson

E-Mail Elaine.Wilson@bcsdk12.net;

Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing.

Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFP Submittal Location

All Submittals are completed Via EUNA:

Formerly called BONFIRE https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

Registration is FREE – A valid account is needed to review the bid opportunity.

RFP Term

This will be one year with the option of (3) Three Renewals if the district desires.

mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

Good Day, The Bibb County School District takes this opportunity to announce that we are requesting bids for a provider(s) to complete

Charter Bus Travel for various locations within the state of Georgia.

All bids will be evaluated as described in the attached document, the time is of the essence and any bids received after the announced time and date for submittal whether by mail or otherwise, will be rejected.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

If you have any questions concerning this bid, please submit them in writing to Dr. Elaine M. Wilson, Elaine.wilson@bcsdk12.net.

In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing Department to Dr. Elaine Wilson-Beverly, via email ONLY; Elaine.Wilson@bcsdk12.net.

Dr. Elaine M. Wilson

Executive Director of Procurement mailto:Elaine.wilson@bcsdk12.net

Introduction/Background:

The Bibb County School District (BCSD), located in Macon, Georgia, serves approximately 20,000 students across 37 schools and multiple administrative and support facilities. BCSD is committed to maximizing student achievement and operational excellence by ensuring that district resources are efficiently and effectively aligned to support teaching and learning.

The Bibb County School District (BCSD), located in Macon, Georgia, serves approximately 21,000 students across 37 schools. BCSD is committed to providing equitable access to educational opportunities and ensuring effective use of its school facilities.

Invitation:

The Bibb County School District invites qualified charter transportation providers to submit proposals for providing charter bus services for school-related trips, extracurricular activities, athletics, and special events for the 2025 – 2026.

Pre Bid Meeting WILL NOT TAKE PLACE

The funding will be Grant and State Funding

1. SPECIFICATIONS/REQUIREMENTS:

The Scope/Purpose: Scope of Services

The selected vendor(s) shall provide:

Safe, clean, and well-maintained charter buses

Licensed, professional drivers with experience working with minors

Timely pick-up and drop-off services for field trips, athletic events, and other school-sponsored activities

Transportation across local, in-state, and out-of-state destinations

ADA-compliant vehicles upon request

Types of Trips May Include:

Field trips

Athletic team travel

Academic competitions

Band/choral competitions

Summer programs

The District is seeking multiple vendors for this service. This service may not be subcontracted out, except to other bus companies that are on the District’s approved carrier list. Any bus that is subcontracted out must be on

Attachment C, Bus List – Equipment Summary of the approved carrier providing the subcontracted service(s).

Purpose of Travel: (Field Trip, Sporting event)

Number of Travelers: 25-30

Departure Date: XXXX

Departure Location: (Where the trip will depart from; Westside High School) Coach Arrival Time: (The time the bus needs to arrive for before departure) Departure Time: (The expected time of departure)

Destination: (Where the trip is headed, i.e. Atlanta Aquarium)

Destination Arrival Time: (Expected time of arrival at destination, 9:15 AM)

Length of Stay: (The scheduled time in hours the trip will remain at the destination, i.e. 4-hours)

Return Date: December 15, 2024

Return Departure Location: (The location where the trip will return, i.e. Atlanta Aquarium)

Return Departure Time: (The expected time of departure from the event, i.e. 5:45 PM)

Arrive Back Location: The location where the trip will return to, i.e. Westside High School)

Arrive Back Time: (The expected time the trip will arrive at the Arrive Back Location, i.e. 7:30 PM)

Athletic Department Field Trip Example

• Travelers: Westside High School Football Team/Three (3) Coaches for Football, Four (4) Coaches for Band

• Purpose of Travel: State Playoff Game

• Number of Travelers: 56

• Departure Date: September XXXX

• Departure Location: Westside High School Report Time for Travelers: 9:30 AM Departure Time: 10:00

AM

• Destination: Westside High School, Macon, GA

• Arrival Time at Destination: 3:00 PM Length of Stay: Seven (7) hours Return Date: Sept XXXXX

• Return Departure Location: Westside High School, Macon, GA

• Return Departure Time: 10:00 PM

• Arrive Back Location: Westside High School

• Arrive Back Time: 3:00 AM

Offeror shall list the variety and quantity of available fleet vehicles, including but not limited to full-size buses (each providing minimum seating for 47-55 passengers); and mini coaches. Full size buses shall be “suburban or intercity coach” style accommodations (build on a “heavy” chassis as defined in the bus industry), with lavatory facilities, heat and air conditioning, tinted glass (preferable), overhead baggage or parcel racks, adequate headroom (a minimum of 74 inches preferable), and other features normally associated with comfortable suburban or intercity passenger service. Upon at least

48-hours prior notice, Offeror must ensure that the requested fleet vehicle(s) is readily accessible to and usable by individuals with disabilities, including but not limited to individuals who use wheelchairs and/or ramps. The entry doorstep height should be as low as is practical to permit easy boarding by passengers. In their proposal, the Offeror shall provide accommodation specifications associated with other types of vehicles such as mini coaches. Offerors are not required to bid both types of vehicles to submit a proposal for this solicitation. Note: Offeror shall include all full-size buses on

Attachment C, Bus List/Equipment Summary. Upload this documentation under the Response Attachment tab via

EUNA/BONFIRE Platform titled “Attachment C – Bus List/Equipment Summary”.

Each vehicle shall be equipped to meet all applicable federal and state Highway Specifications, Interstate Commerce

Commission specifications and local specifications, safety standards, emission requirements, and handicap provisions.

It is preferred that each bus has a front destination sign. Offeror shall state if their vehicles are equipped with wheelchair lifts to allow persons with wheelchairs to board on Attachment C, Bus List – Equipment Summary.

Each vehicle shall be maintained in good working condition, including but not limited to properly functioning reclining seats, overhead bins that close, and operable interior lights, if applicable. Each vehicle shall not be more than ten (10) years old. Overall appearance, interior, and exterior must be clean, in good repair, and free of unpleasant odors.

If an awarded charter bus service vehicle breaks down in a location that makes it impossible or unrealistic for the charter bus service to efficiently recover the students, the charter bus service may utilize the nearest/closest federally approved and fully insured carrier to assist the broken-down bus. The replacement carrier must be compliant with the

U.S. Department of Transportation (“DOT”) regulations. The District will ensure the replacement carrier’s compliance via the DOT’s Safety Measurement System (https://ai.fmcsa.dot.gov/sms/).

Equipment Summary. Offerors shall provide a summary of all vehicles that may be provided to BCSD for use.

Refer to Attachment C, Bus List - Equipment Summary. In addition, offerors shall provide a current copy of the

Georgia Department of Public Safety vehicle annual inspection report with a satisfactory rating for all vehicles listed on Attachment C, Bus List/Equipment Summary. Upload this documentation under the Response Attachment tab via EUNA/BONFIRE titled “Attachment C – Bus List/Equipment Summary”.

Storage of all vehicles shall exclusively be the responsibility of the Offeror. All drivers of vehicles shall have specialized driver training. Drivers shall have received customer relations training prior to providing any services under this contract. All customer service complaints received by the Contractor shall be reported verbally to the

BCSD within 24 hours and followed up in writing within ten (10) working days.

All drivers must have a Commercial Driver’s License (CDL) with a Passenger endorsement from the Department of

Driver Services (DDS). Offerors are required to provide a list of all certified drivers under the company’s employment on the Driver Certification Form and include a copy of each driver’s license. Refer to Attachment B, Driver Certification Listing. Upload this documentation under the Response Attachment tab via

EUNA/BONFIRE titled “Attachment B – Driver Certification Listing”.

All drivers must have a valid medical certificate. Upload this documentation under the Response Attachment tab via EUNA/BONFIRE titled “Valid Medical Certificate”.

The contractor shall be responsible for paying all toll charges, licenses, fees, taxes, parking fees, violation fines, and other operating costs incurred by the Contractor as part of this program. There shall be no add-on charges of any kind. If lodging is required, the contractor will book and pay the actual lodging costs of the driver. Driver’s meals shall be the responsibility of the Contractor.

All vehicles shall be equipped with two-way radios, cellular telephones, or like equipment that will enable communication with the Contractor’s administrative and maintenance facility.

The Contractor shall be responsible for providing all services, equipment, functions, and all things necessary for the safe, reliable, and efficient operation of the vehicle service that are not specifically discussed herein.

The driver shall not smoke or operate a cell phone while performing the services provided for herein.

https://ai.fmcsa.dot.gov/sms/

All Contractor drivers providing services to BCSD shall have been issued a BCSD identification badge. Badges are issued to drivers once a background check has been completed by the BCSD. The cost of performing driver background check will be billed to the Contractor for payment (see Part II, F). Drivers who have not been issued an identification badge by the BCSD will not be permitted to perform services and shall immediately be replaced by an employee already in possession of BCSD identification badge.

During field trips, bus and driver must remain with the group from BCSD departure through return to BCSD school/facility.

Driver must have precise directions to specified locations upon arrival at BCSD and not rely on BCSD staff.

No friends or family of the driver are to accompany them on any trip at any time.

Charter Buses must arrive at Pick-Up location at least twenty (20) minutes prior to departure time.

Awarded Carriers must immediately contact the Requestor or designee for any of the following while contracted for an event: Bus accident (all types, minor and major); Breakdowns (All incidents in which the bus is not able to precede); Delays (Any delay that will impair the departure/arrival).

All contract bus drivers will always professionally present themselves with both students and staff during the contract event period. Failure to do so will disqualify said driver from further contracts with BCSD.

Vehicle Maintenance

The Contractor shall be fully responsible to meet or exceed all Federal Motor Carrier Safety Administration

(FMCSA) and Department of Transportation (DOT) required inspections. During the term of the contract, the

BCSD reserves the right to review current vehicle inspection and repair records.

The Contractor shall be responsible for providing fuel, lubricants, tools, and employee uniforms.

All vehicles shall have operable heating and air conditioning. BCSD expects all buses provided under this RFP to be in top operating condition. Firms that provide substandard buses that cause breakdowns, delays or otherwise inconvenience the participants or put them at risk, will be debarred for a to-be-determined length of time from participating in BCSD solicitations until all problems have been demonstrated to have been corrected.

Offeror shall provide information in their proposal of any additional services they will provide (i.e. lodging arrangements, tour guide arrangements, tour itinerary, etc.)

Request For Service/Reservations

Individual schools or departments will contact the awarded offeror to request a quote and the pricing shall be based on pricing submitted in the proposal. The District may request services verbally or in writing. However, verbal orders must be acknowledged by the contractor within five (5) calendar days from the date of the order on the

Contractor’s standard confirmation form.

BCSD has the right to request departure points anywhere within the County, weekdays, or weekends, at no additional charge.

Notice of cancellation for a trip after reservations have been made, shall be given 24 hours before departure time at no cost to the BCSD. For service where less than 24-hour notice is given, except for weather conditions, the

District agrees that Contractors may charge $250.00 as a cancellation fee, if cancelled before leaving the terminal or cancelled on the job.

BCSD has the right to revise or cancel trips due to snow emergency or other weather conditions, within two (2) hours’ notice prior to the first pick-up, without financial penalty, and to revise departure and return times, trip intervals and number of trips during the time period covered by the contract without any additional cost to the BCSD.

Method Of Ordering

Purchase order(s) for bus services will be issued as required throughout the period of this contract and will become an integral part of the resulting contract. The purchase order(s) does not supersede any provision of the resulting contract. Blanket purchase order(s) may be issued by the Using Department in place of individual purchase orders, to expedite the procurement process for contracted services.

Cost Of Services

The Offeror shall include all charges incurred in fulfilling the terms of each contract. Contractors shall provide a cost breakdown for each service separately (i.e., hourly, daily, per mile, overnight stay, etc.). Pricing should include all reasonable expenses incurred by the Contractor (i.e., fuel, mileage, lodging (if applicable), etc.). Refer to

Attachment A, Cost Proposal Form.

Brochures, Catalogs, Manuals, Websites, Literature

In addition to the formal response to this RFP, all offerors are encouraged to submit brochures, catalogs, manuals, website materials, industry literature, and any other marketing and informational media which will support and enhance their submission value.

Added Value

Offerors are encouraged to describe in detail all added value or additional services or benefits available and offered at no cost to BCSD in their RFP responses. Attach and label as “ADDED VALUE.”

Technical Proposal

BCSD advertises this RFP as an opportunity for interested and qualified firms specializing in providing assessment services for science centers to submit responses consistent with the scope of work stated herein. Respondents to this

RFP are encouraged to submit their most comprehensive, innovative and creative proposals for services for BCSD.

BCSD may, at its sole discretion, select or reject all or portions of the service(s) proposed from responsive offerors.

As a part of the evaluation process, BCSD may find it necessary to evaluate the addition or deletion of components of an offeror’s proposal to make equivalent comparisons to other proposals. BCSD will select the offeror whose proposal

BCSD best meets the needs of BCSD, based on the requirements and evaluation criteria set forth herein.

The determination of the successful proposal will be based upon information supplied by the offeror in the RFP response and upon other information that will be obtained by BCSD as it deems necessary. Proposal conformance to

RFP instructions, terms, conditions, and requirements is critical to offeror responsiveness.

The lowest-cost proposal submitted may not necessarily be determined to be the most responsive and responsible proposal when all factors have been considered. However, the quoted price is an important factor in the determination of the selected proposal.

Technical Proposals shall include the following:

Compliance Information

Firms must meet minimum criteria as specified to receive further consideration. This is a compliance section and carries no evaluation points. Proposals shall include the following:

The submitting company must be licensed by the State of Georgia or otherwise duly licensed in such a manner as to be able to provide all services specified in this RFP in Georgia and all documents must be in the name of the submitting company.

All employees of the submitting company that are assigned to this project must be either licensed by the State of

Georgia or, if licensed by another state, authorized by Georgia to provide the licensed services in Georgia. The company must submit copies of all employees’ licenses that will be assigned to this project.

Litigation Information: Identify and briefly discuss any instances in the past five (5) years where your contract was terminated, with or without cause. Provide Owner name, project name and Owner's Project Representative Name and

Number. For joint ventures responding to this RFP, provide the above information as it pertains to the joint venture and for each partner or entity creating said joint venture. If there is no failure or failures to complete a contract, please include a statement that the Firm has never failed to complete a contract or contracts or have defaulted or have been declared in default on any contract.

Identify any legal actions that have been filed against your company for services rendered in connection with in the past (5) years. Provide a brief explanation for each occurrence and the outcome/disposition. If there have been no legal actions filed against your company, please include a statement that the Company has not had any legal actions filed against them in the past five (5) years.

Evaluation Criteria

An Evaluation Committee will evaluate the proposals using the following criteria:

Firm’s Overview (15 points)

• Provide a full and complete company profile to include, but not limited to Firm’s name, address, headquarters and or branch office handling this project, as well as primary contact name, title, related telephone/fax numbers and email address.

• State how many years licensed to do business under the name stated above. Describe firm ownership structure and history.

• List the number of permanent licensed employees and provide an organizational chart of the firm. Include management-level employee(s) the firm intends to assign to the project. Include a professional biographical summary including any certifications/licenses and detailed outline of the role and responsibility of each employee that will be assigned to the project.

Scope of Services (25 points)

• Please provide your company’s comprehensive and proposed strategy for providing charter bus services as outlined in the scope of work: Special Instructions, Vehicle Maintenance and Request for

Services/Reservations. Please be detailed and specific in your response to each requirement.

• Provide the name and telephone number of the individual(s) that can be contacted in case of an emergency or for services needed after hours, holidays or weekends.

• Provide your company procedures and timeline to replace a disabled bus within the State of Georgia, outside the State of Georgia, i.e. accident breakdown, etc.

• Describe in detail your company training and education program for employees.

• Describe in detail your company’s ability for accommodating disabled and special needs riders.

• Describe in detail amenities on units (bathrooms, TV/DVD, Wi-Fi, etc.)

Firm’s Relevant Experience and Expertise (25 points)

• Submit past experience with projects that are comparable in scope and organizational size which best illustrates your firm’s ability to provide charter bus services for K-12 school districts. While K-12 experience is preferred, experience with other governmental entities is allowed.

• Please list no more than ten (10) projects and do not list projects that were not completed by your firm or completed over ten (10) years ago. Each project listed should include the following information:

Company/Entity Name

Mailing Address

Contact Name, Phone Number, and Email Address

Scope of Services Provided

Project Start and Finish Date

References (5 points)

a) Minimum of three (3) references required. Offers must complete and upload Attachment H, Offeror Client

Reference Form. Information provided on Attachment H: Offeror Client Reference Form, must be legible.

BCSD reserves the option of contacting any of the references provided to confirm information provided.

Cost Proposal (30 points) – Do not include with Technical Proposal

Indicate your proposed price to provide the services as stated in this RFP using

Attachment A – Cost Proposal Form provided as part of this RFP.

Please provide any and all pricing breakdown as requested on the Attachment A- Cost Proposal Form.

The Attachment A-Cost Proposal Form shall not be altered in any way. Any alterations to the provided cost proposal form may cause your company to be deemed non-responsive and disqualified from further consideration.

The Attachment A-Cost Proposal Form shall be signed by an authorized company representative. Failure to sign the

Attachment A-Cost Proposal Form may result in your proposal being deemed non-responsive.

Relative Weight Evaluation Criteria

15 Firm’s Overview

25 Scope of Services

25 Firm’s Relevant Experience and Expertise

5 References

30 Cost Proposal

100 points

REQUIREMENTS

Vendors must meet the following:

Proof of all required federal and state licenses

Minimum of $5 million in liability insurance coverage

All drivers must pass background checks and drug screenings

Documentation of vehicle inspection and maintenance schedules

Ability to accommodate groups of 20 to 56 passengers per trip

2. Proposal Submission Information:

Interested vendors must submit proposals that include the following information:

Respondents must submit a proposal including the following components:

Responses must include – All items within the scope of services outlined:

Company overview and years of experience

Fleet information (number, age, and types of vehicles)

Pricing structure (hourly, daily, mileage-based)

Cancellation and refund policy

Insurance and safety documentation

References from at least three K-12 school districts

Sample trip itinerary and emergency plan

Description of fuel surcharge policies or price adjustments

3. Contract Award:

• The contract will be awarded to the vendor whose proposal best meets the needs of the Bibb County

School District, as determined by the maintenance department.

4. Inquiries:

• Any inquiries regarding this RFP should be directed to the Bibb County School District Procurement

Office at elaine.wilson@bcsdk12.net,

• The Bibb County School District reserves the right to reject any or all proposals and to waive any informalities or irregularities in the proposal process. This RFP does not commit the Bibb County School District to award a contract, nor does it obligate the district to pay any costs incurred in the preparation of proposals.

5. Evaluation:

• The contract, if awarded, will be awarded to the bidder responsible. Product quality, service issues and other factors stipulated above must be met to the satisfaction of the Board for a bid to be considered responsive. The

Bids will be evaluated with the following Criteria.

6. INTERPRETATION/ADDENDA:

• If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of

Procurement, Elaine M. Wilson, Elaine.wilson@bcsdk12.net please include the RFP number in the Subject line, in order to guarantee a response to the question submitted. The questions should be received prior to the deadline within the TENTATIVE TIMELINE.

7. AWARDS

• The BCSD reserves the right to accept or reject any part of a submitted bid (in whole or in part), to accept the entire bid from one bidder, to accept portions of the bid from several bidders, or to reject any and/or all bids submitted or waive any minor irregularity.

mailto:elaine.wilson@bcsdk12.net mailto:Elaine.wilson@bcsdk12.net

• The BCSD reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

• Award will be made to the lowest responsive and responsible bidder meeting all specifications and requirements.

This is the bidder who submits the lowest price, whose bid meets the specifications, terms, conditions set forth in the Invitation to Bid, and who is clearly capable of delivering the product or services specified. The lowest responsible bidder will not, therefore, always be the bidder who has submitted the lowest monetary bid. Award of bids will be made in the best interest of BCSD

8. CONTRACT:

• THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE BIDDER AND RETURNED WITH

THIS BID IN ITS ENTIRETY.

• It is understood and expressly agreed that, upon proper acceptance of any or all items by the Purchasing

Department, a contract shall hereby be created.

• Failure to observe any of the general or special terms of this contract may constitute for rejection of the award and removal from the bidders list.

• Unless otherwise stated in the Special Terms and Condition, BCSD requires that all prices quoted will be firm for

12 months from the award of contract.

• By signing of contract, the vendor confirms responsibility as an authorized agent to sell, distribute all products and services as bid. In addition, vendor confirms ability and responsibility of providing all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in Special T&C.

• Authority- Each party warrants that such party has full power and authority to enter into and perform this contract.

The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party.

• Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Bibb County, Macon Georgia.

• Entirety of Contract- All documents submitted in response to the BID, including any attachments and appendices are incorporated into the contract between BCSD and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the Bid Response by the Vendor conflicts with the language of the

Bid, the language of the Bid shall govern and control for all purposes, unless consented and agreed to by BCSD in writing.

• BCSD reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace or acts of God. This option will only be exercised if it is deemed in the best interest of the BCSD.

9. INVOICING

• Payment will be made by the BCSD after final delivery and acceptance of all items/services. However, final acceptance will not be made until after inspection and approval by the BCSD authorized representative.

• All accounts are paid on a current basis. Best effort will be made by BCSD to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract. Time will be computed from delivery (date of BCSD signature) at destination or from the date a correct invoice is received, if later than the date of delivery.

• Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable.

• Invoices must not be altered in any way from the original by handwriting or by machine. Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain the company name, the address, and BCSD purchase order number.

ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals we asked if you have any other questions, or concerns.

Please mail the Procurement Office, utilizing the email Elaine.Wilson@bcsdk12.net, please make sure you put your bid number in the subject line, and your questions will be addressed in a timely manner.

A. "Responsive" Bidder Criteria

• Capability of providing report as indicated

• Warranties /Guarantees

• Ability to meet specifications/bid documents as indicated.

• Service and Support Capability

• Documented licensed as required by the State of Georgia

• Applicable Bond Information as needed

• Responsible Award Amount for the Bibb County School District

B. Cancellation/Default of Contract

In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.

C. Indemnity Provisions

Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors should not include an indemnity or hold harmless agreement from the Board in any proposal.

The Board will not be bound by any such agreement. Board Policy provides in part: No contract, provision, agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.

D. Errors in Bids

Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.

E. Standards of Acceptance of Bid Proposal for Contract Award

The Board reserves the right to reject all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation shows it is not able to perform the contract.

F. Compliance with Laws

The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with all other standards or regulations required by Federal, State, or County statutes, ordinances and rules during the performance of any contract between the Board and the bidder. Any such requirement specifically set forth in any contract document between the bidder and the Board shall be supplementary to this section and not in substitution thereof.

G. PRICING

Pricing on this RFP must be firm and remain open for a period of not less than 180 days from the proposal due date. Pricing should reflect bulk purchasing benefits and be structured to accommodate various orders from different sites.

H. BCSD NONDISCRIMINATION

The contractor, by the submission of a proposal or the acceptance of a contract, does agree that he will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take appropriate action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following:

employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation and training. In the event of the contractor’s noncompliance with the nondiscrimination policy of the BCSD, any contract or purchase order may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible to transact further.

I. UTILIZATION OF MINORITY AND SMALL BUSINESS ENTERPRISES AND LOCAL AND MINORITY

LABORERS

Minority and Small Business Subcontractors. The Owner has adopted a policy indicating its desire to increase the opportunity for participation by minority business enterprises and small business concerns in all its construction projects. The Contractor acknowledges this policy and agrees that it will actively solicit and encourage bids from qualified subcontractors identified by the Minority Assistance Corporation or other agencies as minority business enterprises. The Contractor shall also actively encourage and solicit bids from subcontractors who qualify as small business concerns.

Utilization of Minority and Local Labor. It is the policy of the Owner that the contractor and all subcontractors shall, consistent with efficient contract performance, utilize to the maximum extent possible minority and local laborers and mechanics as on-site employees. The Contractor acknowledges this policy and agrees that the on-site labor force of contractors and all subcontractors shall include a meaningful representation of skilled and unskilled local and minority laborers and mechanics, consistent with the efficient performance of this contract. Meaningful representation for minorities means the employment of minority laborers and mechanics in at least the same proportion that minorities are represented in a discrete construction skill or craft in Bibb County and all adjacent counties, provided such individuals are available at the time of need. Meaningful representation of local laborers and mechanics means that at least 75% of the on-site work force of contractor and all subcontractors, taken as a whole, shall reside in the Bibb County and surrounding counties, provided such individuals are available at the time of need.

J. DRUG-FREE WORKPLACE

By submission of a proposal, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements of O.C.G.A. 50-24-3 may cause suspension, termination of contract, or debarment of such Offeror.

K. CERTIFICATION OF NONCOLLUSION

By submitting a proposal, the Offeror certifies: “that this proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

L. IMMIGRATION REFORM AND CONTROL ACT

Offerors must abide by all federally mandated laws enforced by United States Department of Homeland Security which are established to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986

(IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

M. AUTHORIZED OFFICIAL

It is agreed that all conditions of the proposal shall be abided and that the person signing this proposal is authorized to sign the proposal for the Offeror.

N. SOLICITATION TERMINATION

In any event in which this solicitation is terminated or cancelled, in whole or in part, or all proposals are rejected, there shall be no liability on the part of BCSD for any costs incurred by Offerors or potential Offerors in relation to the solicitation.

O. RIGHTS AND REMEDIES

The rights and remedies of BCSD provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

P. BEST AND FINAL OFFER

The district will utilize the final bid as the Best and Final Offeror from each responder.

Q. TYPE AND TERM OF CONTRACT

The district intends to sign a contract with one respondent(s) to fulfill the requirements in this RFP The term of the contract shall be for one year with the option of renewals (4) four.

Proposals should not include any tax from which the State is exempt.

R. COMPLIANCE CERTIFICATION

Responses to this RFP serve as a representation that it has no current or outstanding criminal, civil, or enforcement actions initiated by the State and/or other District, and it agrees that it will immediately notify the district of any such actions. The

Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory or judicially required payments to the district. The Respondent agrees that the district may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that district may bar the Respondent from contracting with the district, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the district and has submitted proof of such payment to the district.

S. INSURANCE

When the selected contractor has been identified, he will be notified of the necessity to provide required insurance. Proof of insurance shall be provided within 15 days of the date of written notification to the contractor.

Worker’s Compensation and Employer’s Liability Insurance

The contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits.

Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Limits: Statutory

Employer’s Liability Limits:

Bodily Injury by Accident $ 1,000,000 each accident

Bodily Injury by Disease $ 1,000,000 each employee

Bodily Injury by Disease $ 1,000,000 policy limit

Contractor waives all rights against Owner and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the workers compensation and employer’s liability or commercial umbrella liability insurance obtained by Contractor pursuant to this agreement. The Waiver of Our Right to Recover from Others

Endorsement, ISO Form SC 00 03 13 shall be attached to the policy showing the Owner listed in the Schedule.

Commercial General and Umbrella Liability Insurance

The Contractor shall procure and shall maintain commercial general liability (CGL) and if necessary, commercial umbrella insurance with a limit of not less than $250,000 each occurrence, as shall protect him and any Subcontractor performing Work covered by this Contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by any Subcontractor or by anyone directly or indirectly employed by either of them.

(1) Comprehensive Form

(2) Contractual Insurance

(3) Personal Injury

(4) Broad Form Property Damage

(5) Premises - Operations

(6) Completed Operations

This coverage cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under the contract. Policy coverage must be on an occurrence basis.

Insurance

Certificate of Insurance and/or ACORD Form is required with solicitation submittal and required upon award. Upload this documentation under the Response Attachment tab via EUNA titled “Certificate of Insurance”.

The BCSD Director of Risk Management sets insurance and indemnification requirements for each Solicitation. Certificate of Insurance / Accord Form is required with solicitation submittal upon award. Provision of Certificate of Insurance is a mandatory requirement. Proposals submitted with certificates of insurance will be considered conditionally responsive to the insurance and indemnification requirement. Final award of this RFP will be contingent upon receipt within six (6) business days of request for insurance documentation complete with the following requirements and fully acceptable to the

BCSD Risk Manager. No work will commence / no purchases will be made without the written statement of approval of insurance coverage from the BCSD Risk Manager. In the event the awarded offeror cannot produce insurance coverage acceptable to the Risk Manager within the time provided, BCSD reserves the right to award this solicitation to the first runner-up.

The successful Offeror shall procure and maintain throughout the term of this agreement a policy or policies of insurance providing coverage as set forth below that shall protect the offeror and the Indemnitees (as defined in Part II, Section I of this

RFP) from any claims for bodily injury, property damage, or personal injury which may arise out of offeror’s operations under this agreement. The foregoing policies shall be obtained from insurance companies approved to do business in the State of

Georgia and companies acceptable to BCSD. Offeror shall procure the insurance policy(ies) at the offeror’s own expense and shall furnish to BCSD a certificate of insurance containing the following:

Name and address of authorized agent;

Name and address of insured;

Name of insurance company;

Description of coverage in standard terminology;

Policy period;

Policy Number;

Limits of liability;

Name and address of certificate holder;

Acknowledgment to the BCSD of notice of expiration or cancellation;

Signature of authorized agent;

Telephone number of authorized agent; and

Details of policy exclusions applicable to this agreement in comments section of insurance certificate.

All certificates showing primary and excess layers shall be renewed and kept current and up to date on an annual basis.

Offeror is required to maintain the following insurance coverage during the term of this agreement:

Workers Compensation Insurance in the amounts of the statutory limits established by The General Assembly of the State of Georgia. Offeror shall have the ability to self-insure its required workers’ compensation coverage if offeror is an approved self-insurer in the State of Georgia.

Commercial General Liability Policy, or equivalent coverage, to include products and completed operations liability and contractual liability. The Commercial General Liability Policy shall have dollar limits sufficient to ensure that there is no gap in coverage between this policy and any excess or Commercial Umbrella Policy described below.

Automobile Liability Policy to include but not be limited to liability coverage on any owned, non-owned and hired vehicle used by offeror or offeror’s personnel in the performance of this agreement. The Comprehensive

Automobile Policy shall have dollar limits sufficient to ensure that there is no gap in coverage between this policy and the excess or Commercial Umbrella Policy required under this agreement.

Commercial Umbrella or Excess Liability Policy, which must provide the same or broader coverage than those provided for in the above Comprehensive General Liability and Business Auto Policies. Policy limits for the

Commercial Umbrella or Excess Liability Policy shall have an annual occurrence and annual aggregate limit not less than $2,000,000 per claim.

Professional Liability or Errors & Omissions coverage with limits not less than $2,000,000 per claim/$2,000,000 aggregate. The deductible shall not exceed $10,000 per claim.

Under all coverage and certificates required hereunder, policies shall or be endorsed to include the following terms and conditions:

All policies and coverage shall be on an “occurrence” not “claims made” basis (excepting (e) above)

The foregoing policies shall contain a provision that coverage afforded under the policies will not be canceled, or not renewed, allowed to lapse for any reason until at least thirty (30) days prior written notice has been given to BCSD.

Shall waive all right of subrogation against Indemnitees (as defined in Part II, Section I of this RFP) for losses arising out of this agreement.

A severability of interest or cross liability clause or endorsement applies to commercial general liability and excess liability policies.

Certificates of Insurance showing such coverage to be in force shall be filed with BCSD prior to commencement or continuation of any work under this agreement.

All such coverage shall remain in full force and effect during the term and any renewal or extension thereof.

Under coverage and certificates required under Sections 2(a), 2(b), (c), and (d) above, policies shall be endorsed to include the following terms and conditions: Minimum limits of $1,000,000 per occurrence $2,000,000 in the annual aggregate.

Offeror Performance

The successful offeror is required to perform and fulfill all the undertakings, covenants, terms, conditions, and agreements of this RFP document and any negotiated contract(s). Specifications contained herein and in the successful response will become contractual obligations if an award ensues. Failure of the offeror to fully perform these obligations may result in the cancellation of the award and contract. BCSD will look to the offeror and his/her identified personnel to coordinate and deliver the services described in this RFP. The services shall not be delegated to sub-offerors or assigned to any third party.

News Release

Any news release or publicity pertaining to any phase of this project must be cleared through the BCSD Chief of

Communication Officer.

Non-Discrimination

BCSD does not discriminate based on race, color, religion, sex, national origin, age, or disability in any of its employment practices, education programs, services or activities. BCSD supports an open, fair, and impartial free-market system that maximizes competition and seeks to include all responsible businesses and to provide ample opportunities for business growth and development. Minority businesses are encouraged and given the opportunity to bid on various projects; however, all responses will be evaluated on the same criteria. It is not the intention or desire of BCSD to restrict or impede competition, nor to increase the cost of the work.

Drug-Free Workplace

By submission of a response to this RFP, the offeror certifies that he/she and his/her employees shall not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled substance or drugs during the performance of the contract.

Smoke-Free Workplace

By submission of a response to this RFP, the offeror certifies that he/she and his/her employees shall not use tobacco products on BCSD property at any time during the performance of this contract.

Background Checks

A criminal background check must be performed on all contractors, consultants, subcontractors, volunteers and vendors

(hereinafter jointly referred to as "Individuals") who provide services on BCSD premises, supervise services on BCSD premises, or have contact with students. These Individuals shall undergo the same criminal background check, within the last

365 days, as required by BCSD employees. Such background checks will be performed by BCSD at the expense of the

Individual at a cost of $50.00 per individual.

Additionally, any charges against the Individual, may be deemed unacceptable in BCSD’s sole discretion regardless of whether dismissed, expunged, sealed, removed from the record, treated as a “first offender” or dead docketed. Upon receipt and evaluation of BCSD’s background check results, BCSD may demand that the Individual have no contact with BCSD students or parents or provide services to BCSD premises.

Any failure of the contractor to obtain a criminal records background check through BCSD, as stated herein, may result in termination of any resulting contract between contractor and BCSD.

Costs Incurred

BCSD is not liable for any costs incurred by an offeror in preparing and/or submitting a response to this RFP or for any interview if requested. Any costs incurred by the offeror in preparing and/or submitting a response to this RFP and interviewing with BCSD (if requested) shall be the sole…