5-Bid 26-04 Gymnasium-Weight Room Equipment (Annual Contract).pdf

SCCPSS

Savannah-Chatham County Public School System

208 Bull Street / Savannah, Georgia 31401 / (912) 395-5600

June 22, 2025

Ladies and Gentlemen:

The Savannah-Chatham County Public School System ("SCCPSS") would like to take this opportunity to announce that it is requesting bids for Bid 26-04 Gymnasium/Weight Room Equipment (Annual Contract).

This Invitation to Bid ("ITB") packet identifies the goods and/or services requested by the SCCPSS and provides instructions for the submission of bids and supporting documentation (collectively "Bid Package(s)"). All Bid Packages should be submitted electronically in the format specified by uploading to the SCCPSS Purchasing Department e-Procurement portal at https://sccpss.bonfirehub.com.

Please include with your Bid Package all documents requested by this solicitation, including, but not limited to, а copy of your firm's current business license and certificate of insurance, and other documents referenced in Section III.B.

"Documents to be Included with Bid Packages." Failure to include all of the information and/or documents requested by SCCPSS could result in the Bidders' submittal not being considered.

The following table provides the anticipated timeline of events associated with this solicitation, which may be modified by SCCPSS by addenda:

First Date of Advertisement (online and print)

Second Date of Advertisement (print)

Pre-Bid Conference Date and Time (if any)

Deadline for Bidder Questions, Requests for

Invitation to Bid Timeline

Interpretations, Requests for Material Substitution of Products, Services or Contract Terms

Bid Closing Date and Time (after which Bid Packages will be reviewed by the Purchasing Department) Bid Submission Location

June 22, 2025

July 6, 2025 N/A

July 9, 2025 by 5:00:00 p.m. (ET)

July 22, 2025 by 2:00:00 p.m. (ET)

SCCPSS Purchasing Department e-Procurement portal at https://sccpss.bonfirehub.com

Bid Opening Location Notice of Intent to Award

Approval of Award by Final Decision Maker

Execution of Contract

Electronically through the Bonfire Portal

TBD

TBD

TBD

If you have any questions concerning this solicitation, please submit them in writing to Alicia Williams, Purchasing Agent through the Vendor Discussions section at https://sccpss.bonfirehub.com. Please note that all communications relating to this solicitation must be directed to the Purchasing Department pursuant to SCCPSS policy.

Thank you for your interest in providing goods and services to the SCCPSS.

Sincerely, Lol AdaSabrina L. Scales, NIGP-CPP, CPPB Senior Purchasing Director

Vision- From school to the world: All students prepared to be successful and productive citizens Mission-Together, we ignite and foster lifelong learning at the highest levels for all

"AN EQUAL OPPORTUNITY EMPLOYER"

SCCPSS Line-ltem Bid Template - 4/12/25 Bid 26-04 Gymnasium/Weight Room Equipment (Annual Contract) Page 1

INVITATION TO BID (ITB):26-04

Gymnasium/Weight Room Equipment (Annual Contract)

I. INTRODUCTION

The Board of Public Education for the City of Savannah and the County of Chatham (the "District" or "SCCPSS"), the body corporate responsible for public education in Chatham County, which is commonly known as the Savannah-Chatham County Public School System, seeks sealed bids as specified in this Invitation to Bid ("ITB") Bid 26-04 Gymnasium/Weight Room Equipment (Annual Contract).

It is worth noting at the outset that this ITB is a competitive sealed bidding process. The contract, if one is awarded at all, will be awarded to the responsible and responsive Bidder by means of the award process described in "Attachment A - Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements."

Vendors who wish to be awarded a contract by the District to provide the goods and/or services requested by this ITB shall be referred to herein as the "Bidder(s)" or "Offeror(s)." To be considered for an award of a contract under this ITB, Bidders should carefully read this solicitation document, and all of the forms, product specifications, service requirements, contract documents, or other materials that may be attached hereto or referenced herein. This ITB and the associated documents identify the goods/and or services requested by the District, contain the instructions for preparing and submitting bids and supporting documentation (collectively

"Bid Packages"), and outline the process by which the District will award a contract for those goods and/or services, if it decides to award a contract at all.

II. GENERAL TERMS AND CONDITIONS FOR THIS ITB

А. А "Cone of Silence" Applies to this ITB.

A "Cone of Silence" is imposed upon this ITB after advertising and terminates at the time the District awards a contract. Except as specifically set forth below, the Cone of Silence prohibits any communications in any form (whether written, oral, or electronic) by, or on behalf of, a prospective Bidder for this solicitation, including any persons affiliated with or in any way related to a prospective Bidder, with any District employee, any member of the elected Board of Education that serves as the District's governing body, the Superintendent or her staff, and any other persons involved in evaluating the bid, such as program managers or members of any selection committee. The Cone of Silence is intended to prohibit lobbying for, or against, a particular Bidder or

Bidders and to prevent prospective Bidders from circumventing the process for selection set forth in this ITB.

The Cone of Silence does not apply to oral communications with the Senior Director of Purchasing, or the Senior Director of Purchasing's designees, at pre-bid conferences, site visits (as applicable), presentations before selection committees, contract negotiations with bidders selected for award, or at other times expressly allowed by this solicitation. Written communications expressly authorized by this solicitation, such as (1) the submission of the bid itself, (2) requests for interpretation, requests for material substitutions, protests, or similar inquiries to the purchasing department, (3) documents circulated at oral presentations before selection committees, or (4) documents circulated in connection with contract negotiations with the bidder(s) selected for award are also permitted in communication with the Senior Director of Purchasing or the Senior Director of Purchasing's designees. The Cone of Silence does not apply to presentations allowed by Board policy or to the

Board of Education at a duly called public meeting.

In addition to any other penalties provided by law, violation of the Cone of Silence by any bidder may result in the rejection of the bidder's response and disqualify the bidder from being awarded any contract as a result of this solicitation. Any person having personal knowledge of a violation of these provisions shall immediately report such violations to the District's Purchasing Department.

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B. The Goods and/or Services Requested by the District.

The goods and/or services requested by the District in this ITB are described in more detail in "Attachment

A- Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements," which is incorporated into this ITB by this reference.

C. The Advertising Process for this ITB.

This ITB is being advertised on the SCCPSS Bonfire Portal which can be accessed through the link listed above and the link on the Purchasing Department page of the SCCPSS website, www.sccpss.com, from the "First Date of Advertisement" set forth in the Invitation to Bid Timeline on the first page of this ITB until the "Bid

Closing Date and Time" set forth in the Invitation to Bid Timeline on the first page of this solicitation, or as modified by subsequent addenda.

This ITB is also being advertised on the Georgia Procurement Registry ("GPR") from the "First Date of Advertisement" (if the "First Date of Advertisement" is a weekday) or the first business day following the First

Date of Advertisement, if the First Date of Advertisement falls on a Saturday, Sunday, or SCCPSS holiday.

This Invitation to Bid (ITB) is also being advertised in the Savannah Morning News, the newspaper for legal notices in Chatham County, on the First Date of Advertisement and the Second Date of Advertisement set forth in the Invitation to Bid Timeline on the First Page of this Solicitation.

D. Pre-Bid Conferences Held by the Purchasing Department.

If a pre-bid conference has been scheduled for this solicitation, the date, time, phone number, and location will be outlined in the chart below. Bidder should raise any questions it may have about the solicitation or the procurement at that time. A bidder may not rely on any verbal responses to questions at the conference.

Material issues raised at the conference that result in changes to the solicitation shall be answered solely through a solicitation addendum. If the below table is blank, then no pre-bid conference is scheduled.

Date: Time:

Location: Phone Number:

Other Pre-Bid Conference Information:

E. Submission of Bid Packages in Response to this ITВ.

Bidders shall timely deliver Bid Packages by uploading to the e-Procurement portal, https://sccpss.bonfirehub.com, BEFORE the "Bid Closing Date and Time" listed on the Invitation to Bid Timeline on the first page of solicitation, unless the "Bid Closing Date and Time" is extended by the District by an addendum to this solicitation. Bid Packages shall be uploaded to the portal as PDF documents.

The Bonfire Hub is a procurement portal provided to the District by Bonfire Interactive. The Bonfire Hub is offered at no charge to Bidders, but Bidders will be required to register with Bonfire to submit their Bid Packages. It is recommended that Bidders register with Bonfire before the date of bid submission to help ensure that they are not delayed in submitting a Bid Package by the registration process. It will not be sufficient for a Bidder to have started the registration process before the "Bid Closing Date and Time." The Bid Package must be fully uploaded and received by the Bonfire Hub System before the "Bid Closing Date and Time."

Please include with your Bid Package all documents requested by this solicitation, including, but not limited to, copies of any requested licenses. Failure to include all of the information and/or documents requested by this solicitation could result in the Bidders' Bid Package not being considered by SCCPSS.

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If a required form has a signature block for a notary, please sign that form in the presence of a notary and have the form notarized.

Time is of the essence. Bidders are responsible for ensuring that their bids are submitted in a timely manner through the e-Procurement portal. If a Bidder does not receive confirmation that its Bid

Package has been received after submission, then the Bidder should contact the Bonfire Support Team at support.bonfire@enuasolutions.com. While SCCPSS will accept all bids received in the https://sccpss.bonfirehub.com portal before the Bid Closing Date and Time, bidders should not wait until the last minute to submit bids. It shall not be sufficient to show that the Bidder was in the Bonfire Portal and in the process of uploading a Bid Package at the "Bid Closing Date and Time." The submission must be timely completed through the portal to be accepted. The prevailing time will be that which shows receipt by the District through its e-Procurement portal. The District will not accept any Bid Package not timely submitted through the e-Procurement Portal.

By way of example, if the Bid Closing Date and Time is 11:00 a.m. (ET), Bidders should plan to have their Bid Packages submitted by 10:59:59:99 a.m., because they will not be able to submit their Bid Package through the e-Procurement Portal once 11:00 a.m. (ET) arrives, as determined by the e-Procurement Portal's time stamp.

The "Bid Closing Date and Time" may be extended for all prospective bidders within the discretion of the

Senior Director of the Purchasing Department or her designee for any reason. A non-exclusive list of reasons why the deadline may be extended includes: the issuance of addenda to this ITB or the associated specifications, a total absence of bids, District closure due to inclement weather, etc. The Senior Director of the Purchasing Department will either extend the deadline for all Bidders or not all.

F. Withdrawal of Bid Packages.

Bidders may withdraw Bid Packages at any time prior to the "Due Date and Time" set forth in the

Invitation to Bid Timeline on the first page of this solicitation or as may be amended by addendum.

Bidders may resubmit a new Bid Package provided it seeks to do so prior to the "Due Date and Time" for

Bid Package submission.

Except as allowed by law with the consent of the District, Bid Packages cannot be withdrawn or modified after the submission deadline. Care should be taken to ensure that information provided is accurate, complete, and consistent. Omission of any of the required information may subject the Bidder to disqualification.

The District reserves the right to request information or respond to inquiries for clarification purposes only, but it is not required to give bidders an opportunity to correct inaccurate or incomplete Bid Packages.

To revise and withdraw a bid prior to the scheduled deadline, please submit your withdrawal request at https://sccpss.bonfirehub.com.

Bid Packages may not be withdrawn after the "Due Date and Time" (as may be amended) except as allowed by law with the consent of the District.

G. Receipt and Tabulation of Bids.

The District will keep a record of when Bid Packages are received, and PDFs of the Bid Package shall be saved to a limited access computer file prior to the submission deadline where it will be kept confidential until bid opening, unless sooner withdrawn by a Bidder as allowed by this solicitation. Bids formally withdrawn prior to bid opening will not be publicly opened or considered and may not be kept after they are withdrawn from the

Bonfire System. The District or its e-Portal provider may keep records of withdrawn submissions. After the deadline for submitting Bid Packages, bids will be publicly opened and examined. A copy of the bid tabulation will be posted to the District's website.

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