4-P26-03 Custodial Equipment.pdf

RFP P26-03

Custodial Equipment

To: All Proposers

The Forsyth County School System’s Purchasing Department would like you to supply us with a Proposal for

Custodial Equipment. Pricing shall remain firm until job completion. The Forsyth County School System is tax-exempt.

The RFP Closing is: # P26-03 February 23, 2026 3:00 PM

(RFP #) (DATE) (TIME)

All responses and documents shall be submitted through the FCS Euna/Bonfire Purchasing Portal.

Respectfully, Brad Richardson

Director of Procurement Services

PURCHASING DEPARTMENT

2150 Keith Bridge Rd

Cumming, GA 30040

Phone: 770-781-6603 / Fax: 770-888-0222 www.forsyth.k12.ga.us

FORSYTH COUNTY SCHOOL SYSTEM

Purchasing Department

SPECIAL TERMS AND CONDITIONS

1.0 PURPOSE AND OBJECTIVE

The purpose of this solicitation is to award a contract for the purchase and delivery of custodial equipment as specified in accordance with this proposal. Price will not be the sole determinant of award as FCS will consider non-cost elements to include qualifications, experience, past performance, references, lead times, and methodologies.

2.0 BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS

2.1 Evaluation - Award will be made based upon the evaluation criteria published in this RFP. It is also known that FCS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendors, pre-proposal, or during the evaluation, as it relates to the published evaluation criteria, to include delivery timelines.

2.2 Award Period - The awarded contract will be valid from the award date until successful delivery of all equipment. Due to potential long lead times, FCS anticipates ordering all equipment in

April or May of 2026, for all equipment to be delivered in late June of 2026. Preference may be shown to vendors capable of accommodating the delivery schedule.

2.3 Contractor Identification System - FCS requires the employees assigned to any FCS contract to register through our Safety-Check Contractor Identification System. Any representative of your organization, before beginning work on FCS property, must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement or failing to pass the check will not be allowed on FCS property. Contractors will be issued a badge, which they are required to wear at all times while on FCS property. Anyone found without a badge will be asked to leave the property immediately. Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen.

2.4 O.C.G.A 13-10-91 - Contractor must comply with all relevant codes pertaining to O.C.G.A 13-

10-91, including the submission of Contractor Affidavit as included in this solicitation.

2.5 Clarification - FCS may seek written clarification at any point during the evaluation process.

Vendor is responsible for providing information to the best of their ability within the format and time parameters provided by the evaluation committee.

2.6 Best and Final Offer (BAFO) - FCS may request a best and final offer from the finalist if applicable.

2.7 Terms and Conditions - FCS expects the terms and conditions of this RFP, and all FCS related documents, to be the prevailing contract terms. If you request separate contract documentation to be incorporated into this contract, please provide it with your initial submission. However, please know that any document that materially alters the terms and conditions of this agreement or places undue burden on FCS may be deemed non-responsive and removed from consideration.

Agreement to FCS terms and conditions may be a primary factor in award selection; thus, any contract language that you request MUST be provided with the initial response, as it will not be possible to supplement contract language later.

2.8 Insurance- Proof of insurance must be submitted with the proposal response and available at any point during the life of the contract. All insurance requirements shall comply with FCS General

Terms and Conditions and applicable provisions of Georgia law.

Workers’ Compensation Insurance - Contractor shall maintain Statutory Workers’

Compensation Insurance in accordance with the requirements of the Official Code of Georgia

Annotated (O.C.G.A.), including Employer’s Liability coverage as required by law.

Additional Insurance - Contractor shall obtain and maintain, at its own expense, all insurance coverage required by the solicitation and contract documents, with limits and terms as specified therein, to protect FCSS against claims for bodily injury, property damage, or other losses arising out of or related to the Contractor’s performance of the contract.

Proof of Coverage - Contractor shall furnish FCS with a Certificate of Insurance evidencing required coverage prior to the start of work. Certificates should be submitted electronically during the submission of the solicitation. Failure to maintain required insurance shall constitute a material breach of contract.

Commercial General Liability Insurance:

Contractor shall maintain Commercial General Liability Insurance with limits of at least

$1,000,000. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

Limits of Liability (Primary Policy):

• $1,000,000 each occurrence

Forsyth County School District must be named as an additional insured on all applicable policies.

Commercial Automobile Liability Insurance:

Contractor shall maintain Commercial Automobile Liability Insurance covering owned, non-owned, and hired vehicles.

Limits of Liability:

• $1,000,000 Combined Single Limit per accident for bodily injury and property damage.

Umbrella / Excess Liability Insurance:

Contractor shall maintain Umbrella or Excess Liability Insurance in excess of the

Commercial General Liability and Commercial Automobile Liability policies described above, with limits of not less than:

• $2,000,000 per occurrence

• $2,000,000 aggregate

The Umbrella/Excess Liability policy shall be follow-form and provide coverage for both General

Liability and Automobile Liability.

Acceptability of Insurance Companies - All insurance shall be written by insurance companies licensed to do business in the State of Georgia and having an A.M. Best rating of A- or better.

3.0 QUALIFICATIONS, SPECIFICATIONS, AND SCOPE OF WORK Sections 3.0 and 4.0 stipulate the elements of the RFP under evaluation. Be sure to read all the requirements below in each section and utilize the corresponding questionnaire available for download for your response.

3.1 Contractor Qualifications

3.1.1 Contractor Questionnaire – Information regarding firm data and single point of contact included in this document will be evaluated and utilized in award considerations.

Available for download as a separate document.

3.1.2 Experience in K-12 Public Education and Institutional Projects- Please demonstrate experience in the performance of projects/contracts, preferably in the K12 public school environment. Available for download as a separate document.

4.0 CONTRACT DETAILS / REQUIREMENTS – Be sure to read all the requirements below in each section and utilize the corresponding questionnaire available for download for your response.

4.1 Make & Models - FCS will only accept the exact make and models listed on the proposal form.

FCS will not consider alternatives at this time.

4.2 Awards - While it will be the intent to award one contractor a lump sum for this solicitation, FCS may elect to award by line item, by groups, or in a lump sum based on the overall best interest of

FCS. Vendors are not required to propose on all equipment.

4.3 Delivery/Assembly - The unit cost for each piece of equipment shall include delivery and assembly to one location at 441 Canton Hwy Cumming, GA 30040. FCS is seeking the contractor’s assistance for the assembly of all products prior to delivery. All parts and pieces shall be assembled for the machine/equipment to be operable upon delivery. The single point of contact for the awarded vendor will be responsible for coordinating dates and times with FCS personnel. It will be our intent to purchase in April or May of 2026 to ensure a late June 2026 delivery.

4.4 Training - FCS requires the awarded contractor(s) to provide training on the equipment at a minimum of one pre-determined future date on-site at the FCS warehouse for a few hours of on-hands training to our custodial team.

4.5 If the awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item for FCS to review. The replacement brand/model must meet or exceed the minimum specifications listed in the proposal document and must be offered at pricing that aligns with the previously awarded product. Replacement units must be made available to FCS for review and approval prior to the end of life of the awarded model. FCS reserves the right to accept or reject the replacement item.

4.6 All equipment must be new and unused. The use of refurbished equipment and/or accessories is strictly prohibited.

4.7 For any equipment found to be DOA (Defective On Arrival), the awarded vendor shall expedite a replacement unit at no cost to FCS. The standard manufacturer's warranty shall not be used to replace a DOA unit.

4.8 Pricing shall include any standard manufacturer’s warranty. Vendor shall provide warranty information with the proposal. Pricing must come from an authorized distributor of the equipment listed. FCS will not purchase equipment from secondary channels or equipment from returns, etc.

4.9 The time of delivery of products and willingness to meet certain schedules may be a consideration for this proposal. Vendors must state all delivery times in the proposal form provided and shall adhere to those times if awarded.

4.10 Cost /Proposal Form- All contract pricing shall be submitted on the proposal form that is provided as a separate attachment. All pricing provided on the proposal form shall include everything needed to complete the project as requested. FCS will not authorize additional service fees or fuel surcharges during the contract period. All pricing submitted shall remain firm until job completion.

5.0 PROPOSAL EVALUATION

5.1 Organization and Completeness of Proposal

Proposal must provide straightforward, concise proof of the offeror’s capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be labeled, and any additional documents provided by the vendor must reference the appropriate section of the RFP. All requested information must be included, and all forms completed in their entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

5.2 Evaluation Procedures – Review of Proposals

A committee will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, and the estimated cost of the engagement. Cost will not be the sole determining factor in the award. Each proposal will be reviewed for completeness to ensure that all mandatory requirements are addressed satisfactorily. The committee will determine any areas requiring additional clarification/information and request this information from the responding vendor. The committee will evaluate the quality and completeness of each response as it addresses each requirement of the RFP. All non-cost-related areas of the response are evaluated during this phase.

The selection of the awarded vendor will be based on the review of several key elements in the proposals submitted.

Final score will be the sum of the non-cost elements as specified and the cost.

Cost Evaluation Formula:

(Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points

=Score.