3-A. ID Badge Holders Supplies, Q26066 Solicitation.pdf

RFQ Q26066, ID Badge Holders & Supplies

COBB COUNTY SCHOOL DISTRICT

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

Request for Quote (RFQ) Q26066 ID Badge Holders & Supplies RFQ ISSUANCE DATE: November 21, 2025

PURCHASING CONTACT: Lori Franji, 770-426-3364, lori.franji@cobbk12.org

IMPORTANT DATES

CCSD will be closed for the Thanksgiving Holiday

November 24-28, 2025

EVENTS DATES

RFQ issued and posted to the CCSD Euna Procurement Portal https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities November 21, 2025 Deadline for written questions submitted through the Euna Procurement Portal

December 3, 2025 @ 3:00 pm ET

Responses to questions posted on the CCSD Euna Procurement Portal December 4, 2025 Deadline for quote responses submitted to the CCSD Euna Procurement Portal

December 12, 2025 @3:00 pm ET

Delivery Location for Product/Service: Operations 514 Glover St. Marietta, GA 30060

The Cobb County School District (CCSD) Procurement Services Department General Terms and Conditions are hereby acknowledged, understood, and agreed to by the parties and are hereby fully incorporated into the solicitation document and the resulting contract. Refer to the CCSD Procurement Services website for the complete General Terms and Conditions. Go to www.cobbk12.org. From this screen, select “Menu”, select “Departments”, choose “Procurement Services” under Purchasing Resources, and find the link to “General Terms and Conditions” located in the center of the page.

mailto:lori.franji@cobbk12.org https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

The Special Terms and Conditions are customized specifically to this solicitation. Taking exception(s) to these terms and conditions or submitting conflicting language may be cause for rejection of the vendor’s response.

Should these Special Terms and Conditions conflict with the General Terms and Conditions, the Special Terms and Conditions will control.

1.0 PURPOSE

The Cobb County School District (CCSD) is seeking quotes from qualified vendors for the purchase and delivery of ID badge holders, supplies and accessories to be purchased on an as needed basis.

1.1 OWNER’S REPRESENTATIVE

Supervision of and monitoring the performance of the contract will be performed by CCSD’s representative Herb Ague, Director Network Services or his designee.

2.0 SPECIFICATIONS

2.1 ID BADGES

2.1.1 Type: SPIDprox Proximity (Prox) Composite Cards

2.1.2 Fully HID Compatible

2.1.3 Card format: 35-Bit (H5xxxx)

2.1.4 Card numbering options: Sequential matching internal/external

2.2 BADGE ACCESSORIES

2.2.1 Badge Holders: Clear rigid plastic vertical badge holder with slot and chain holes, side load with thumb notch removal

2.2.2 Badge Holders: Clear rigid vertical top load badge holder

2.2.3 ID badge clip with long 3 ½ inch vinyl strap

2.3 PRINTING SUPPLIES

2.3.1 Fargo 84900 YMCK HDP6600 clear film – approximately 1,500 prints

2.3.2 Fargo 84912 YMCK full-color ribbon with resin black panel- approximately 750 images. Compatible with HDP6600

2.3.3 Cleaning Kit – includes 4 printhead cleaning swabs, 10 cleaning cards, 10 cleaning pads and 3 alcohol cleaning cardsCleaning swabs & cards for HDP6600 & HDP6600

XE

3.0 GENERAL REQUIREMENTS

3.1 CCSD makes no guarantee as to the quantities purchased during the award period and shall bear no liability for any failure to purchase.

3.2 Substitution of any awarded item is not permitted without prior written approval exclusively from Herb Ague, Network Services Director. CCSD will not pay for any substitutions that do not have prior written approval and will require the unauthorized item to be picked up within two (2) business days at the vendor’s expense.

3.3 The vendor acknowledges and agrees that any business license, professional license, and registration shall remain current for the duration of any resulting contract and such documents are a material term to any resulting contract.

3.4 The awarded vendor is required to maintain all licenses, bonds, and permits, give all required notices, and pay all license fees and taxes, etc. related to the work.

4.0 COMMUNICATIONS WITH CCSD STAFF

All communications concerning this RFQ must be submitted in writing through the CCSD Euna Procurement Portal. Only written responses distributed by the Procurement Services Department will be binding upon CCSD. The Procurement Services Department, at its discretion, may call upon user departments for clarification in their area of expertise.

5.0 SUBMISSION OF RESPONSES

5.1 Responses must be on the forms furnished within the CCSD Euna Procurement Portal for this RFQ and completed in their entirety. Responses must be submitted through the CCSD Euna Procurement Portal. CCSD is not responsible for the failure of the vendor’s computer hardware, software, or other communications systems or devices.

5.2 All responses submitted become the property of the CCSD and are subject to the applicable open records policies and laws.

5.3 Submit the following documents with your response:

5.3.1 Vendor Questionnaire

5.3.2 IRS Form W-9

5.3.3 Georgia Security and Immigration Compliance Act Forms

5.3.4 Disclosure of Lobbying Activities Form (if applicable)

5.3.5 Acknowledgment and Agreement Form

5.3.6 Quote Form, Attachment A

6.0 COST

6.1 Unless specifically consented to in writing by CCSD, prices must remain firm for one (1) year from the award date, or for any renewal period, under the same terms and conditions as the RFQ. CCSD reserves the option to renew or not renew any contract award at its sole discretion.

6.2 Quantities/amounts shown in this RFQ are estimates. Vendors are advised that the actual number purchased/required may vary from those in the RFQ, depending upon the needs of CCSD and the availability of funds.

6.3 Quotes that contain minimum order amounts will not be accepted unless called for in the solicitation document.

6.4 Pricing must be submitted on the Quote Form included within this document as requested, without conditions unless called for within the solicitation document.

6.5 For goods: Quotations must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the solicitation document.

6.6 Prompt payment discounts will be considered for quote evaluation and award.

6.7 CCSD does not pay late payment fees, penalties, interest, attorneys’ fees, liquidated damages, or any other fee that would constitute an illegal gratuity under Georgia law.

6.8 FEE STRUCTURE FOR ADDITIONAL ITEMS

Within this document, CCSD has attempted to anticipate and identify all items that may be needed under this contract throughout the length of the award period. In the event CCSD has failed to include an item(s), responding vendors are asked to provide a fee structure for additional, related items that may be purchased during the award period. Vendors are to identify the pricing source and the associated fee structure in the space provided on the Quote Form. Some example responses are X% discount below MSRP; X% discount below published catalog pricing; Cost plus X% markup. Upon request, the awarded vendor must be able to provide documentation verifying appropriate discounts are granted throughout the contract. CCSD reserves the right to conduct periodic random audits of fair market value, etc. to ensure the price granted is reasonable and accurate.

7.0 INSURANCE REQUIREMENTS

Within five (5) business days of notification of the pending award, the vendor must provide proof of insurance with a minimum of the limits indicated below. Statutory Workers’ Compensation must also be provided. The vendor must email the Certificate of Insurance to the CCSD Procurement Service.

7.1 Commercial General Liability with limits of at least $1 million. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

7.2 Commercial Auto Liability with limits of at least $1 million

7.3 Umbrella Coverage in excess of GL and Auto of at least $2 million

7.4 Statutory Workers' Compensation

7.5 Employer's Liability of at least $100,000

7.6 Vendor’s insurance carrier must have a financial size category of at least V.

Cobb County School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the state of Georgia. The carriers must have an AM Best rating of A- or higher.

Please Note:

• Signing of the Acknowledgement and Agreement signifies that the vendor complies with insurance requirements as specified.

• Proof of Insurance is not required with the submission of the quote but must be available upon request (including during the evaluation process). CCSD will require proof of insurance before issuance of the Award Letter/Contract.

• Vendor may choose to include proof of insurance with the submission of the quote to expedite the evaluation process and issuance of an award to the successful vendor.

• Alternate coverage may be evaluated and accepted prior to award.

8.0 ESCALATION/DE-ESCALATION CLAUSE

CCSD may entertain a request for escalation in accordance with the most recently published Producer Price Index at the time of the request. CCSD reserves the right to accept or reject the request for a price increase and, if appropriate, to utilize other resources in evaluating escalation requests. CCSD may entertain a request for escalation during the contract period if the current market conditions and prices at the time of the request have changed significantly.

Documentation may be requested by CCSD that provides detailed information about the change in market conditions and prices. If the price change is approved, the price will remain firm for 365 days from the date of the increase unless otherwise stated in the renewal award letter. This clause also enables CCSD to seek de-escalation based on the same cited index, terms, and other resources.

9.0 AWARDS

9.1 Award will be made to the lowest responsive and responsible vendor meeting specifications and requirements. This is the vendor who submits the lowest price, whose quote meets the specifications, terms, and conditions outlined in the RFQ, and who is capable of delivering the products and/or services specified. Therefore, the lowest responsive and responsible vendor will not always be the vendor who has submitted the lowest monetary quote.

9.2 CCSD reserves the right to accept or reject any part of a submitted quotation, to accept the entire quote from one vendor, to accept portions of the quote from several vendors, or to reject all quotations submitted or waive any minor irregularity. CCSD reserves the right to consider current and past experience with a vendor and to award in the best interest of CCSD. CCSD reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

CONFLICT OF INTEREST

ALL PROSPECTIVE VENDORS PLEASE READ CAREFULLY

Please refer to Board Policy BHA, Conflict of Interest, located on the Cobb County School District website at www.cobbk12.org select Menu, then select Board, then select Policies and Rules, then select Section B and choose BHA.

Any conflict of interest or conflict with Board policy and/or administrative rules must be disclosed at the time of quote submission.

BOARD MEMBERS:

David Chastain, Chairman

John Cristadoro, Vice Chairman

Nichelle Davis

Leroy Tre’ Hutchins

Becky Sayler

Randy Scamihorn

Brad Wheeler

EXECUTIVE CABINET:

Chris Ragsdale, Superintendent

Keeli Bowen

John Floresta

Sherri Hill

David Baker

Dr. Jasmine Kullar

Dr. Catherine Mallanda

Marc Smith

Please refer to Board Policy BHA, Conflict of Interest, located on the Cobb County School District website at www.cobbk12.org select Menu, then select Board, then select Policies and Rules, then select Section B and choose BHA.