3-RFP 26-024 General Contractor - LED Exterior School Signs.pdf

RFP 26-024

11/3/2025 @ 8 am, EST.

BIBB COUNTY PUBLIC SCHOOLS – Request for Proposal

RFP # 26-024___ General Construction

RFP TITLE: LED Exterior School Signs

RFP Schedule - Date & Time

RFP Issued 10/10/2025

Pre Bid Meeting 10/21/2025 @ 10 am, EST

Questions Due 10/24/2025 @ 8 am, EST

RFP Due Date and Time 11/3/2025 @ 8 am EST

BOARD APPROVAL IF NEEDED TBD

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 - Beverly

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

BONFIRE:

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

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

RFP Term

Bibb County Public Schools reserves the right to utilize this awardee on future expansion of the same project if needed.

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

Good day, 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-

Beverly, 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-Beverly

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

Introduction/Background:

The Bibb County School District is seeking proposals from qualified vendors to provide the requested services as outlined in the scope of services.

1. Invitation:

The procurement office, on behalf of the Bibb County School District, would like to extend a formal offer to all qualified contractors according to the specifications indicated within this RFP.

Please carefully review all sections of the RFP along with the Closing Date and Time. All questions about this RFP should be emailed to the Procurement Executive Director, Dr. Elaine M.

Wilson-Beverly, Elaine.wilson@bcsdk12.net.

2. Specifications/Requirements:

SCOPE OF WORK:

Vantage LED Displays with SM INFINITY

Full Color Outdoor LED Displays must include the following:

• Pixel Matrix: 96 x 240 for Eight (8) Elementary Schools and 120 x 240 for one (1) Middle and two (2) High Schools*

• Pixel Pitch: 10mm

• LED Type: DIP only

• LED Pixel Configuration: 1 Red, 1 Green and 1 Blue

• Physical Cabinet Dimensions: 37.8” tall x 94.5” wide for Elementary and 47.25” tall x 94.5” wide for Middle and High Schools

• Physical Active Display Area: Edge to Edge LED’s 37.8 x 94.5 and 47.25 x 94.5

• Electrical Power per Face: Max 8 amps per face @ 120 V

• Color Capability: Minimum 281 trillion Colors

• Brightness: Minimum 10,000 Nits, manually or automatically adjustable.

• Refresh Rate: Minimum 1200 Hz variable

• Frame Rate: Minimum 60 fps (frames per second)

• Viewing Angle: 160 degrees horizontal, 90 degrees vertical

• Internal Controller: Full video capable PC Controller with Solid State Hard Drive

• Service Access: Front service with quick release half turn latch system to remove LED modules.

Communications: Verizon

• SM Infinity Software: Fully web-based (online) system supporting multiple users, scheduling, content creation editor, mobile or tablet access, iPad app, integrated automatic emergency alerts tied directly to IPAWS, time/temperature objects, and RSS Feeds.

• Content Creation: 7 Year custom professional content creation service integrated with web-based (online) system.

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• Warranty: 7-year parts, 7 year underwritten onsite service

• Future Hardware Upgrade: Ability to upgrade LED Modules to a higher resolution and/or pixel pitch without replacing the cabinetry or internal components. LED Modules must be the same size and design, regardless of pixel pitch or color, to allow for simple upgrades in the future.

• Manufacturer Certifications: Must be manufactured and certified by a National Recognized Testing Laboratory (NRTL) authorized to certify electronic message signs according to OSHA standards

Parts and Labor Warranty

• Must include the Vantage LED sign include seven (7) year parts warranty that guarantees replacement or factory repair of defective components, including standard shipping costs for these parts to and from the factory.

• Must include the Vantage LED sign minimum seven (7) year labor warranty, that covers the physical replacement or repair of the parts at the LED sign, to minimize any long-term service and maintenance costs to the end-user.

• Warranty must be backed and insured by a third party to ensure availability of parts and service throughout the required warranty period.

Service / Response Times

• Repairs, troubleshooting or warranty issues must be responded to within 2 hours of contact.

• Must be certified by Vantage LED for all repairs and installation.

*Elementary Schools:

1. Bernd, 4160 Ocmulgee Blvd., Macon, GA 31217

2. John R. Lewis, 3522 Greenbriar Rd., Macon, GA 31204

3. Veterans, 4901 Faubus Ave., Macon, GA 31204

4. Alexander II, 1156 College St., Macon, GA 31201

5. Heritage, 6050 Thomaston Rd., Macon, GA 31220

6. Hartley, 2230 Anthony Rd., Macon, GA 31204

7. Springdale, 4965 Northside Dr., Macon, GA 31210

*Middle School:

1. Weaver, 2570 Heath Rd., Macon, GA 31206

*High Schools:

1. Hutchings College & Career Academy, 1780 Anthony Rd., Macon, GA 31204

2. Westside, 2851 Heath Rd., Macon, GA 31206

Proposal Submission:

Interested vendors must submit proposals that include the following information:

11/3/2025 @ 8 am, EST.

• Company background and experience in providing services addressing ALL the requirements within the Scope of Services.

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 custodial 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. Proposal Information:

Submitted as a PDF Document, ensure to include the following information.

6. Evaluation:

a. Cost 50 points

b. Company Overview 10 points

c. Project Timeline 20 points

d. Experience 20 points

Total Possible Points 100 points

The contract, if awarded, will be awarded to the responsible bidder. 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.

7. INTERPRETATION/ADDENDA:

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

Executive Director of Procurement, Dr. Elaine M. Wilson-Beverly, at

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.

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 mailto:elaine.wilson@bcsdk12.net

11/3/2025 @ 8 am, EST.

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

11/3/2025 @ 8 am, EST.

The Board reserves the right to reject all bids and to waive any irregularities or technicalities in proposals received whenever such a 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 fulfil 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.

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.

The 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 $ 100,000 each accident

Bodily Injury by Disease $ 100,000 each employee

Bodily Injury by Disease $ 100,000 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 shall 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.

The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the bid

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proposal. Bidders are encouraged to carefully review all provisions and attachments of this document prior to submission. Each bid proposal constitutes an offer and may not be withdrawn except as provided herein. ***

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Bid Table

Requested Services Total Amount of Bid