4-Interactive LED Panels ILP-2025 RFQ Requirements.docx

Cherokee County School District Requirements Interactive LED Panel RFQ-2025

1. Insurance Requirements During the term of this award, the proposer shall maintain comprehensive general liability, automobile liability, and professional liability/errors and omissions insurance with individual limits of not less than One Million ($1,000,000.00) dollars per occurrence and Two Million ($2,000,000.00) dollars aggregate per location/per project. Insurance shall be primary and non-contributory. During the term of this award, the proposer shall also maintain Employers Liability insurance with minimum limits of $500,000/$500,000/$500,000 and Georgia Statutory coverage. The insurance shall cover its personnel engaged in the performance of the services herein described as well as damages or other claims or expenses including attorney fees arising as a result of the performance of such services. The proposer furthermore shall require and maintain proof of insurance for its subcontractors, if any, in equivalent insurance amounts for Professional Liability Insurance, Automobile Liability, Worker's compensation, and Employer's Liability Insurance. All policies of insurance required to be maintained shall be issued by insurance companies with a rating of not less than A-/X or better in the most current available Best Key Rating Guide.

All policies of insurance required hereunder must contain a provision that the company writing said policy will give at least thirty (30) days’ notice in writing in advance of any cancellation, material change, non-renewal, lapse or any reduction in the types or limits of insurance, except in the event of cancellation for nonpayment, in which event ten (10) days’ notice shall be required. A Certificate of Insurance, in a form satisfactory to CCSD evidencing said coverage, shall be provided to CCSD as part of this proposal. The general liability and automobile insurance policy shall be endorsed to include CCSD as an Additional Insured, and this shall be noted on the Certificate of Insurance as Cherokee County School System, 1205 Bluffs Parkway, Canton, Georgia 30114. No insurance will be acceptable unless written by a company authorized to do business in the State of Georgia at the time the policy is issued, and the company must in addition be acceptable to CCSD. Each policy of insurance shall provide advance notice of cancellation of insurance to the School District. These requirements apply to self-insured as well.

Additional insurance limits may be required as determined by School District personnel based on a review of the proposal.

In the event the insurance required hereby provides insurance coverage on a Claims-made Coverage basis (A policy of insurance providing coverage that is triggered when a claim is made against the insured during the policy period) rather than Occurrence Coverage (A policy of insurance that provides coverage for incidents occurring during the policy period regardless of when the claim is made), the proposer must assure that the Claims-made policy must provide:

(i) that the retroactive date of the policy be shown, and such date must be prior to the effective date of this contract;

(ii) the required insurance must be maintained, and evidence of insurance must be provided for at least three (3) years after completion of the contract (“tail coverage”); and

(iii) if the required insurance policy is canceled or nonrenewed during the term hereof together with the three (3) additional years of tail coverage required in (ii), and not replaced with another claims-made policy exhibiting a retroactive date of coverage prior to the contract effective date, the proposer must purchase “extended reporting” coverage for a minimum of three (3) years after completion of the contract.

Third Party Employee Fidelity Insurance Requirements A. If the proposer will be working on CCSD premises or have access to a CCSD computer system, then Third Party Employee Fidelity coverage is required.

B. During the term of this award, the proposer shall maintain Employee Fidelity Insurance with a minimum of Two Hundred and Fifty Thousand ($250,000.00) dollars in limits per employee. Additional insurance limits may be required as determined by School District personnel based on a review of the proposal. The policy must be endorsed to modify the policy to include coverage on the School District’s premises and this shall be so noted on the Certificate of Insurance.

C. All policies of insurance required hereunder must contain a provision that the company writing said policy will give at least thirty (30) days’ notice in writing in advance of any cancellation, material change, non-renewal, or lapse or any reduction in the types or limits of insurance, except in the event of cancellation for nonpayment, in which event ten (10) days’ notice shall be required.

D. A Certificate of Insurance, in a form satisfactory to the School District, evidencing said coverage, shall be provided to the School District within fifteen (15) days of Award Notification and prior to the performance of any services.

2. CCSD Key Agreement

Key Sets/Badges will be issued in accordance with the CCSD Key Agreement.

3. Deliveries

When assembly, installation, and/or setup are specified within the RFQ, a proposer’s representative should be present at the time of delivery to oversee assembly, installation, and/or setup.

When applicable, proposal shall include charges for assembly, setup, installation, shipping, delivery, handling, environmental fees, fuel surcharges, and any other costs associated with the RFQ. CCSD will not pay any additional costs and fees not disclosed within the proposal.

When the RFQ specifies assembly and/or installation of equipment or furniture, the proposer shall be responsible for removal of debris (packing, shipping materials, pallets, etc.) from Cherokee County schools and offices.

For warehouse and direct school deliveries, all proposers must call at least 48 – 72 hours in advance of shipment to secure a delivery appointment for orders. Failure to do this may result in refusal of order. CCSD will not be responsible for any charges related to unscheduled or nonconforming orders. All deliveries must have a complete bill of lading noting both purchase order and name of school and/or department indicated on the purchase order.

Products shall be shipped F.O.B. point of delivery. Products shall be shipped complete from one shipping point and MUST be shipped directly to the address stated on the purchase order. If at any time the proposer ships from multiple locations, CCSD may require separate purchase orders. A list must be included in this RFQ response if there are any items proposed with different points of origination.

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