7-B-2619AM Invitation Requirements.pdf

B-2619AM

On-Demand Nursing Services for Medically Fragile Students Invitation & Requirements

Gwinnett County Public Schools (GCPS) is soliciting competitive sealed bids from qualified suppliers for On-Demand Nursing Services for Medically Fragile Students. GCPS is the largest school system in Georgia with over 140 schools and enrollment of over 182,000 students. This is an On-Demand contract in which services will be requested as needed. Award shall be made to all suppliers that satisfy the bid requirements. Award of this contract does not guarantee utilization of any awarded supplier.

Communication Individuals, firms, and businesses seeking an award of a Gwinnett County Public Schools contract may not initiate or continue any verbal or written communications regarding a solicitation. Bid submissions will be received digitally until June 15, 2026, 10:00AM EST, through Euna Procurement (formerly Bonfire) located at https://gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org. A list of submitting firms will be available the following business day on our website. All communications concerning this Bid must be submitted in writing to the Gwinnett County Public School’s Purchasing Department via Euna Procurement under the “Message Center” section of the bid. No response other than written communication by the Purchasing Department will be binding upon Gwinnett County Public Schools. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm, or business may be disqualified from consideration for award. The Purchasing Department, in its discretion, may call upon user departments for clarification in their area of expertise. All questions or commentary must be received in Euna Procurement under the “Message Center” section no later than June 8, 2026, 10:00AM EST to allow for appropriate and timely responses.

Term The initial term of this contract is effective August 1, 2026, or upon award, through June 30, 2027, approximately 11 months. GCPS reserves the right to renew this contract for a maximum of four (4) additional one-year periods for a total potential term length of five (5) years with the approval of the Gwinnett County Board of Education. Renewals will be approved in one-year increments, with the potential 1st renewal term effective July 1, 2027 through June 30, 2028. Pursuant to O.C.G.A. Section 50-5-64, this contract shall not be deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

GCPS reserves the right to reject any or all bids to waive technicalities, and to make an award deemed in its best interest. Bids may be split or awarded in entirety. GCPS reserves the option to negotiate terms, conditions, and pricing with the lowest responsive, responsible bidder(s) at its discretion. All companies submitting a bid will be notified in writing of award.

Award This is an On-Demand contract in which services will be requested as needed. Award shall be made to all suppliers that satisfy the bid requirements. This solicitation is issued on an on-demand basis, and services shall be utilized solely at the discretion of the department as needs arise. Award of this contract does not guarantee utilization of any awarded supplier.

Cost It is GCPS’s expectation that your firm submits its best pricing at the time of the solicitation. The District understands that external factors may impact your firm’s ability to hold pricing for the term of the http://www.gcpsk12.org/Page/24587 contract. GCPS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace, or acts of God. This option will only be exercised if it is deemed in the District's best interest.

o The supplier may request an adjustment in the unit prices/total cost in the event of a cost escalation of the unit price/total cost if such items/materials are subject to circumstances in the economy, marketplace, or acts of God or materially impacted by a tariff that arises after the supplier’s response was submitted to GCPS. The existence and timing of such unit prices/total cost escalation must be fully documented by the supplier and shall be subject to the following conditions:

o The supplier must provide written notice to GCPS of any anticipated cost escalation within ten

(10) days of becoming aware of such escalation;

o The supplier must submit detailed documentation, including supplier quotes or other evidence reasonably acceptable to GCPS, to substantiate the increased costs;

o GCPS shall have the right to verify the cost escalation through independent means;

o Any adjustment to unit prices/total cost shall be limited to the actual increase in costs incurred by the supplier and shall not include any additional overhead, profit or fee; and o The supplier shall undertake all reasonable efforts to mitigate the impact of price/cost escalations, including, without limitation, seeking and/or proposing alternative suppliers or materials where feasible and ordering materials in advance.

o In such case, GCPS and the supplier shall negotiate in good faith to agree on the appropriate adjustment to the unit prices/total cost. If after execution of the price/cost Amendment a tariff or other market condition is subsequently reduced or removed or prices of impacted materials are reduced, supplier must provide written notice to GCPS within ten (10) days of supplier becoming aware of such removal or reduction. GCPS and the supplier shall then negotiate in good faith to agree on the appropriate reduction to the prices/cost, which shall be formalized through a revised award letter in accordance with the terms of the Agreement.

Addenda & Opening of Proposals/Bids It is the ultimate responsibility of the supplier to ensure that they have all applicable addenda prior to submitting a response. Addenda will be posted on Euna Procurement:

www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

The opening of solicitations will be conducted electronically through Euna Procurement. Only the names of the submitting companies will be made publicly available by the close of business the following business day. To view the list of respondents, suppliers must log into Euna Procurement located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

NOTE: Gwinnett County Public Schools requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract may be sufficient cause for Gwinnett County Public Schools to declare bid non-responsive.

http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities

Bid Requirements & Information

• Nurses will need to meet the state minimum requirements for LPN (Licensed Practical Nurse) or RN (Registered Nurse).

• Nurses must provide proof of licensure, CPR certifications, and professional references upon request.

• Agency should provide training and orientation for their nurses regarding any medical equipment/procedures.

• Agency must have a clinical manager with nursing credentials who is licensed in Georgia on staff and available for consultation with GCPS Direct Care Nurse Facilitator and agency staffed nurses during the school day.

• Relationship to Parties. The parties enter into this Agreement as independent contractors.

Nothing contained in this bid will be construed to create a partnership, joint venture, agency, or employment relationship between the parties.

• Personnel Records Inspection: The awarded vendor will make available for inspection when the district requests personnel files of its placed nurses. The contents of such file must include:

o Verification of current State of Georgia licensure or certification as applicable o Completed application for employment or resume o Verification of current CPR Certification o Evidence of annual performance evaluation o A criminal record check, conducted upon hire, if required by state law o Evidence of at least one annual in-service education or training by applicable state regulations.

o Completed and Verified Sexual Misconduct/Child Abuse Disclosure forms.

o Attestation of employee vaccination or exemption status where applicable.

• Nursing notes for each student supported by an agency nurse will be provided monthly to GCPS designee.

• Agency will notify GCPS designee and the family at least 3 school days prior to any planned absence of a nurse. In the event of an unscheduled absence, the agency will notify the GCPS designee within 1 school day of the absence.

• Upon being considered for hire as a direct care nurse, the direct care nurse will be sent onboarding packet to complete electronically. Once this is completed, the direct care nurse will be required to report to Gwinnett County Public Schools Instructional Support Center to complete a Clearance Process which includes Fingerprinting.

• Fingerprinting is required to finalize the hiring process and must be completed prior to the start date.

• GCPS reserves the right to secure services from other agencies based on need and availability.

• When an initial student assignment is made, the anticipated hours per day will be provided by the district. Overtime exceeding the initially disclosed expectation should be pre-approved by a Direct Care Nurse Facilitator or Special Education Director.

• GCPS reserves the right to discontinue an agreement with a given candidate/company with a 30-day notice.

• The working hours will vary according to the student assignment and specific school the student attends.

Billing

• Monthly billing is required for ongoing assignments. Agencies should bill all nurses on one bill.

• Timesheets and corresponding nursing notes must be submitted monthly to the direct care nurse facilitator no later than the 10th of the month.

• Invoices must be submitted by the 15th of every month and for June by a date specified yearly.

Invoices must include the following: Invoice date, invoice number, and service dates.

• All outstanding invoices for the current fiscal year must be submitted for payment by June 30th of the fiscal year. Payment may not be made on any invoice received after June 30th of the fiscal year.