Addendum 1 _ Convocation Center Management.pdf

ADDENDUM # 1

RFP 014-25 CONVOCATION CENTER MANAGEMENT

Solicitation Released: November 11, 2024

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. The deadline for posting the answers to questions received to this RFP has changed from Thursday, December 12, 2024 to Wednesday, December 18, 2024 at 3:00 PM EST.

2. Page 2, Schedule of Events has been replaced in its entirety to address the revised deadline to post the answers to the submission questions, revised RFP submission deadline, revised Proposal Opening and revised Oral Presentations/Interviews or Demonstrations, if necessary. The revised page is attached hereto as Exhibit 1.

3. Pages 7-8, Submission of Responses has been replaced in its entirety to address Section 3 Submission Deadline, Section 6 Solicitation Questions, and Section 8 Oral Presentations/Interviews. The revised page is attached hereto as Exhibit 2.

4. Page 29, General Terms and Conditions has been replaced in its entirety to address the removal of Request for Qualification to Request for Proposal (RFP) and the removal of Section II, Payment has been replaced in its entirety to address the removal of Teaching & Learning & Strategic Improvement Department. The revised page is attached hereto as Exhibit 3.

Drexal Paulk, MBA, CPM CPPO, CPPB Issue Date Director, Department of Purchasing

12/10/2024 | 2:35:12 PM EST

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any proposal to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

RFP 014-25 Convocation Center Management Page 2 of 92

___Initial

SCHEDULE OF EVENTS

RESPONSE SUBMISSION FORM

This form must be completed in its entirety and signed by the authorized representative or official submitting the response. The completed and signed form must be returned with each response. Failure to do so may render a proposal non-responsive.

Company Name:

Mailing Address:

(Street, City, State, Zip Code) Email Address:

Phone Number:

Fax Number:

Social Security or Tax ID#:

Name of Authorized Representative:

(printed or typed only) Title of Authorized Representative:

EVENT DATE OR DEADLINE

Eastern Standard Time (EST)

RFP Release November 11, 2024 Pre-Proposal Conference via Zoom Meeting ID: 607 424 4602

November 20, 2024

@ 11:00 AM

Deadline for Submission of Questions December 4, 2024 Submit questions to: Bonfire Portal

Answers Posted to Website by Addendum at: CCPS Bonfire Bids and GPR CCPS Bids December 18, 2024

RFP Submission Deadline January 16, 2025 Proposal Opening Zoom ID # 607 424 4602

January 16, 2025

@ 3:01 – 3:15 PM

Oral Presentations/Interviews or Demonstrations, if necessary February 17 – 21, 2025 Procurement Representative Arnita Watson

Exhibit 1

RFP 014-25 Convocation Center Management Page 7 of 92 response to this RFP.

B. SUBMISSION OF RESPONSES

1. Ownership of Responses: Each Response submitted to CCPS shall become the property of CCPS, without compensation to a Proponent, for use by CCPS, at its discretion. CCPS shall not be liable for any response preparation costs incurred by Proponents, or for any subsequent work on the response or additional documentation required by CCPS.

2. Duration: Responses submitted in to this RFP must be valid for a period of one hundred-eighty (180) calendar days from the Response Submission Deadline and must be marked as such.

3. Submission Deadline: Sealed Responses to this RFP will be received by the CCPS Purchasing Department until 3:00 P.M., Eastern Standard Time (EST) on Thursday, January 16, 2025. The proposal opening will be held via Zoom at:

3:01 PM EST. Meeting ID: 607 424 4602. Attendance during the proposal opening is voluntary for Proponents responding to this RFP; however, Proponents are encouraged to attend.

3.1 Proponents must register in Bonfire as a Proponent at:

https://claytonk12ga.bonfirehub.com/portal/?tab=login in order to submit a proposal prior to the submission deadline.

3.2 Proposals and all required forms must be fully completed, signed in ink and uploaded in Bonfire under the correct solicitation (RFP 014- 25 Convocation Center Management).

3.3 CCPS will only accept online submissions for this RFP. RFP 014-25 Convocation Center Management. For any technical questions or difficulties, contact Bonfire Support at https://support.gobonfire.com/hc/en-us.

4. Late Responses: Late Responses received will not be considered.

5. Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for Wednesday, November 20, 2024, at 11:00 a.m., EST. The Pre-Proposal Conference will be held via Zoom at Meeting ID: 607 424 4602.

During the Pre-Proposal Conference. During the Pre-Proposal Conference, the general requirements of the project will be discussed. Any questions raised by potential Proponents will be discussed. Verbal answers to questions during the Pre- Proposal Conference will not be authoritative. It should be emphasized, however, that nothing stated or discussed during the course of this conference call shall be considered to modify, alter or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an

Exhibit 2

RFP 014-25 Convocation Center Management Page 8 of 92 addendum to the solicitation documents.

6. Solicitation Questions: Any questions regarding this RFP should be submitted on or before Wednesday, December 4, 2024 at 3:00 p.m., EST. All questions must be submitted in Bonfire for this RFP at Bonfirehub.com Portal Questions received after the designated period may not be considered. Verbal responses are not authoritative. Answers to questions will be provided by addendum posted to Bonfire CCPS Bids and GPR CCPS Bids no later than 3:00 p.m., EST on Wednesday, December 18, 2024. It is the responsibility of each Proponent to obtain a copy of any Addendum issued for this solicitation.

7. Prohibited Contacts: All Proponents and representatives of Proponents are strictly prohibited from contacting CCPS employees, CCPS Officials, Elected Officials or any third-party representatives of CCPS on any matter having to do with this RFP. All communications by any Proponent concerning this RFP must be made in writing to the CCPS Purchasing Department.

8. Oral Presentations/Interviews: Proponents may be required to make an oral presentation of their proposed solution to a CCPS Evaluation Committee.

Technically competent representatives from the Proponent’s team with the ability to respond to questions posed by CCPS must be active participants in the oral presentation. If required, oral presentations and interviews will be held the week of February 17 - 21, 2025. CCPS will notify responsive Proponents of the date, time and location for the presentation and interview, and will supply an agenda or topics for discussion.

9. Examination of Response Documents:

9.1 Each Proponent is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions.

9.2 Each Proponent shall promptly notify CCPS in writing should the Proponent find discrepancies, errors, ambiguities or omissions in their Response Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be posted on Bonfire CCPS Bids and GPR CCPS Bids.

9.3 CCPS may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Response due date and time.

9.4 Each Proponent must confirm Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

RFP 014-25 Convocation Center Management Page 29 of 92

APPENDIX B

GENERAL TERMS AND CONDITIONS

The General Terms and Conditions contained in this Request for Proposal (RFP) apply to all solicitations. Where there are specific or special conditions contained herein that conflict with the General Information and Instructions, the more specific or special conditions will prevail. The terms Contractor, Supplier, Provider and Proponent may be used interchangeably herein.

I. Contract Renewal. Upon executing its option to renew, CCPS will notify the Contractor of such renewal, at which time the Contractor shall be bound to provide Services during such renewal term, without the need for the Parties to execute any further documents evidencing such renewal, it being acknowledged by the Contractor that its initial execution of this Agreement is deemed its agreement to continue to provide Services during any renewal term.

II. Payment. A purchase order will be issued to authorize the purchase of the services/commodities. Delivery/release of services/commodities is not authorized until the receipt of a purchase order.

a. The Contractor shall invoice CCPS on a monthly basis. If payment is to be made by line item, when a single line item has been satisfactorily delivered, complete payment will be made within thirty (30) days from either the date of delivery or the receipt of a satisfactory invoice, whichever occurs last. Original invoices should be sent to Clayton County Public Schools, Accounts Payable, 1098 Fifth Avenue, Jonesboro, Georgia 30236. All invoices must show the contract number, work performed and period of work. Separate invoices are required for each purchase order. Payment will be made via electronic payment or check. CCPS reserves the right to modify these terms should extenuating circumstances prevail.

III. Non-Appropriation. Notwithstanding any other provision of this agreement, the parties hereto agree that the charges hereunder are payable to the Contractor by CCPS solely from appropriations received by CCPS. In the event such appropriations are determined, in the sole discretion of the Chief Financial Officer of CCPS, no longer to exist or to be insufficient with respect to the charges payable hereunder, this agreement shall terminate without further obligation of CCPS at the end of any fiscal period (hereinafter referred to as “Event”). In such Event, the Chief Financial Officer for CCPS shall certify to the Contractor the occurrence thereof, and such certification shall be conclusive.

Exhibit 3