9-02. Specific Terms and Conditions BAS-2025.R RFP.pdf

Cherokee County School District Specific Terms and Conditions

HVAC Building Automation System Reissue BAS-2025.R RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified proposers to provide Building Automation System replacements for Etowah HS East, Sequoyah HS, and Sequoyah HS East. In the best interest of CCSD, this RFP may be awarded to multiple proposers.

2. All questions regarding the BAS-2025.R RFP Reissue must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, August 8, 2025. Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement (formerly

Bonfire) portal. RFP proposals must be submitted in the portal on Thursday, August 21, 2025, by 9:00 a.m. Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The one-time RFP for HVAC Building Automation System Reissue will be for a period effective from the date of award until completion of the project as detail in this RFP. All prices submitted must be firm for the duration of the term.

5. All pricing options and applicable charges must be listed on the proposal form to ensure comparisons are fair and equitable. It is the proposer’s responsibility to provide all available pricing options and list all applicable charges.

All information requested on the CCSD proposal form must be provided for analysis purposes.

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc. & Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified on the Attachment A - Insurance Requirements for Maintenance Service Providers.

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers, including any persons affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. The proposer must provide a company overview that includes years in business, company size, and past projects.

9. The proposer must provide a written Sope of Work/Services detailing the proposer’s plan to implement services and manage services according to CCSD’s specifications and industry “best practices”. Include a lead time for equipment and installations. Refer to Attachment B- Automation Control Standards and Attachment C – Mechanical Prints - for Etowah HS East, Sequoyah HS, and Sequoyah HS East.

10. Pre-delivery of materials to individual schools must be coordinated with the CCSD Office of Support Services;

otherwise, materials should be stored at the awarded proposer’s warehouse at proposer’s own risk and expense.

The awarded proposer must not initiate work until they have received approved authorization from the District.

Work must be started and completed within the timeframe authorized by the District.

11. Proposers should provide all necessary information for full access/full re-writability to programming and all updates. Preference will be given to a company that provides all necessary information.

12. The proposer must submit all warranty information. Proposers must include with warranty information detailed warranty procedures, along with a listing of all local Authorized Manufacture Warranty repair locations. All manufacturers are required to be authorized and certified for making warranty repairs. A copy of certification must also be included with the proposal.

13. Proposers must submit specifications (cut sheets) for proposed equipment. Specifications must include manufacturers make and model number. If you are proposing an equivalent item, be sure to include the details.

All equivalent items will be evaluated during the review period.

14. All work must be in compliance with all governing Federal, State, County, and City codes. Any work requiring license by code or regulation must be done only by employees having such licenses.

Unless otherwise specified, all work must be in compliance with CCSD standards to be provided by CCSD office of Support Services.

15. Permits, license, and taxes will be the responsibility of the awarded proposer at no additional cost to CCSD.

16. The awarded proposer must:

• provide all necessary labor, materials, equipment, transportation, supervision, and certifications.

• provide an on-site supervisor to monitor and follow-up on the performance of all work within minimum observation by CCSD personnel. CCSD ay at any time observe the work procedures and workmanship of the proposer, but such observation will not relieve the proposer of responsibility for performance.

• contact the CCSD Facilities Maintenance Director, or designee, prior to beginning any work.

17. It is the awarded proposer’s responsibility for the disposal of related materials off-site and must be performed in accordance with Federal, State, and Local regulations. Disposal of any materials in a CCSD dumpster will not be permitted. Flammable materials cannot be stored near or adjacent to electrical closets or boiler room(s). The awarded proposer is responsible for providing a dumpster for disposal of all materials. Placement of dumpster must be approved by the CCSD Office of Support Services.

18. The awarded proposer is responsible for notifying the CCSD Facilities Maintenance Director, or designee, with an explanation of procedures in cases where delays are clearly not the awarded proposer’s responsibility such as scheduling inspections and the like.

19. The awarded proposer is solely responsible for the safety of all workers, CCSD personnel, and students during the execution of work. Extreme caution must be exercised by all workers to ensure that all possible precautions are taken to prevent injury to CCSD staff and students.

All employees of the awarded proposer are required to use professional discretion at all times while on CCSD property. Any misconduct or incidents that may arise may lead to the immediate removal of said employee from the CCSD agreement for the safety of our students, parents, or employees.

The awarded proposer and employees must:

• not leave materials, ladders, or tools unattended.

• prevent school children from entering the work area while work is in progress.

• not park vehicles or equipment in such a manner that would block school drives or bus access points.

• not use tobacco products or electronic nicotine delivery systems on CCSD property at any time during the performance of the agreement.

• protect all existing equipment, structures, trees, shrubbery, landscaping, and grass from damage.

• clean up all work debris and legally dispose of all debris off-site and must be “broom clean” at the end of each workday. Accumulation of debris will not be permitted.

• upon completion of work, remove all materials, tools, and equipment from the facility/school property.

20. The CCSD Facilities Maintenance Director reserves the right to make unannounced periodic inspections of the work in progress.

With regard to the agreement, CCSD Facilities Maintenance Director, or designee, will determine acceptability of all work and/or services performed. If work and/or services are not acceptable, the awarded proposer will be called in to review and correct all problem areas without additional cost to CCSD. Upon notification by the CCSD Facilities Maintenance Director, or designee, the proposer will correct repairs to deficient work and/or services in accordance with a schedule jointly agreed upon.

21. Key Sets/Badges will be issued in accordance with Attachment D – CCSD Contractor Key Agreement.

22. Invoices must not be sent until the job is completed. Invoices must be submitted to

Support.ServicesAP@cherokeek12.net .

A schedule of values can be set to have progressive payments based on the product in hand, the percentage of work verified as completed by CCSD Maintenance staff, or by completed services (permitting, engineering, etc.).

23. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit the payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

24. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

25. The services being sought under this RFP are professional in nature. Submissions will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 45 points Qualifications and Experience

• 25 points Service and Support

• 20 points Price

• 10 points References mailto:Support.ServicesAP@cherokeek12.net