BCSS CUSTODIAL EQUIPMENT AND SUPPORT BASA PAC.pdf

CUSTODIAL EQUIPMENT

REQUEST FOR PROPOSALS

Barrow County School System // Due Date: 10/9/2024

Company

Overview

Scope of Work

Barrow County School System is the 24th largest school system in Georgia with 2,000 full- and part-time employees, including more than 900 teachers and other certi�ed personnel, who work in 20 schools, programs, and administrative buildings.

Barrow County School System operates as a Charter System, which allows �exibility from many one-size-�ts-all state education requirements. The charter system status enables our district to invest in BOLD innovative instructional practices and focus on "Building Our Learning

Di�erently."

During the 2023-2024 school year, approximately 15,340 students will attend classes in 10 elementary schools, 4 middle schools, 3 high schools and 3 innovative programs.

Details: See attached RFP Details

Start date: Immediately for Fiscal Year

Submissions

Requirements

Bidders must include the following to be considered:

Names and credentials of the team, number of full-time employees and experience with other school systems.

Must include a budget of all proposed services, deliverables and tasks.

A proposed schedule of work must also be included and clearly expressed.

Include samples, case studies and references with your proposal.

Include complete vendor contact and billing information.

Include W-9 form & Certi�cate of Liability Insurance.

Contact Information FINAL SUBMISSIONS must be emailed to mc.souv@barrow.k12.ga.us by 10/9/2024 @ 2pm EST.

Questions will be accepted until 10/3/2024 and can be directed to allen.henriksen@barrow.k12.ga.us.

Scoring Criteria 20%

Delivery

10%

Serviceability

60%

Cost of Equipment

10%

Warranties https://www.barrow.k12.ga.us/system/charter-system mailto:allen.henriksen@barrow.k12.ga.us

REQUEST FOR PROPOSAL

CUSTODIAL EQUIPMENT AND SUPPORT

September 2024

BARROW COUNTY BOARD OF EDUCATION

TABLE OF CONTENTS

I. Proposal Conditions

II. Instructions for Submitting Responses

III. Selection and Selection Process

IV. Owner's Forms:

1. Standard Forms

2. Cost Proposal Form for Equipment

3. Exhibit A Equipment Specification Information

V. This document is a Request for Proposal (RFP) for the purchase of custodial equipment and related equipment services for Barrow County Schools (BCS). BCS desires to purchase new custodial equipment and the associated warranties and repair/maintenance services for said equipment for our BASA PAC campus.

PROPOSAL CONDITIONS

A. CERTAIN DEFINITIONS:

"Addenda" are written or graphic documents issued by the Owner prior to the opening of Proposals, which modify or interpret the Proposal Documents by additions, deletions, clarifications, corrections or revisions.

A "Custodial Equipment Provider" ("CEP") is a person or entity who submits a Proposal and may sometimes be referred to as an "Offeror."

Proposal supported by the data required by the Proposal Documents, and submitted in accor dance with the Proposal Documents.

"Proposal Documents" means all of the documents included in the Request for Proposals, including without limitation such proposed Contract Documents as are included in the Request for Proposals, and any Addenda issued prior to the opening of Proposals.

B. REQUEST FOR PROPOSALS CEP EQUIPMENT, EQUIPMENT SERVICE,

AND SUPPLIES:

1. INTRODUCTION:

To be eligible for consideration; Proposals must be made in accordance with the following instructions and must be received at the office of the Director of Maintenance, 645 Jefferson Highway, Winder, Georgia 30680 . Not later than the date and time set forth in the "Advertisement for Sealed Proposals," or any extension of time there for made by an Addendum.

The general scope of the Project is set forth in the Advertisement for Sealed Proposals.

The Owner reserves the right to reject any or all Proposals and to waive any technicalities and informalities.

2. OWNER:

The Owner for whom the custodial program equipment, products, and services will be provided to and performed is:

3. PROPOSALS:

All Proposals can be via email or sent to the Director of Maintenance 645 Jefferson Highway, Winder, Georgia 30680, not later than the date and time set forth in the "Advertisement for Proposals," or any extension of time therefor made by an Addendum.

Proposals received after the set specified date and time will not be considered by the Owner. Oral, telephonic, electronic or facsimile proposals are invalid and will not receive consideration.

4. DOCUMENTS:

Proposal Documents may be requested and obtained electronically from the Owner by e-mail request allen.henriksen@barrow.k12.ga.us

The Proposal Documents are the property of the Owner. Any participant submitting a Proposal must procure a set of the Proposal Documents from the Owner.

The CEP shall use complete sets of Proposal Documents in preparing Proposals.

The Owner will not be responsible for errors or misinterpretations resulting from the use of incomplete sets of Proposal Documents.

The CEP is responsible for the review of the Proposal Documents, including without limitation the Owner's Standard Forms.

5. Specifications Specifications for The Equipment to be purchased are in Exhibit (A) by part number. All listed specifications are basis of design and the Owner’s preferred alternate. “Or Equals” will be considered for approval providing they meet the

Basis of Design Specifications, and all other provisions of the RFP and information can be met.

6. ADDENDA:

Addenda, if any, will be emailed electronically to each CEP that is known by the Owner to have received a complete set of Proposal Documents at the email address furnished in the request for Proposal Documents. No Addenda will be issued later than 72 hours prior to the time for Proposal opening, except for Addenda withdrawing the Request for Proposals or Addenda, which include a postponement of the date through which Proposals may be submitted.

The CEP shall ascertain prior to submitting a Proposal that the CEP has received all Addenda issued, if any, and the CEP shall acknowledge their receipt in the Proposal. Failure of a CEP to receive or acknowledge any Addendum shall not relieve the CEP of any obligation under the Proposal. All Addenda shall become part of the Documents.

7. INTERPRETATIONS:

The Owner has provided this RFP to communicate a basis of information by which the CEP may develop their proposal in general terms.

not later than six (6) business days The CEP shall at once report to the Owner any errors, inconsistencies or ambiguities in the Proposal Documents. If a CEP is in doubt as to the meaning of any part of the Proposal Documents, or otherwise has questions or requires clarification or interpretation of the Proposal Documents, he or she shall request an interpretation from the Owner. Requests for such interpretations shall be made via E-mail addressed to allen.henriksen@barrow.k12.ga.us prior to the time for receiving

Proposals, and failure of the successful CEP to request such interpretation shall not relieve it as a CEP of the obligation to execute, the CEP services or custodial equipment services and supplies in accordance with a later interpretation by the Owner and without additional charge to the Owner.

Interpretations, corrections, and changes of the Proposal Documents will be made by Addendum. No oral interpretations will be made to the CEP as to the meaning of the Proposal Documents. Any purported interpretations, corrections and changes of the Proposal Document made in any manner other than Addendum will not be binding, and the CEP shall not rely upon them.

Any communication, or attempted communication, by a CEP or its agents concerning this Request for Proposals by any means or method other than that provided for in this· Request for Proposals shall be inappropriate. In the event of such inappropriate communication, or attempted communication, the Owner shall have the right to reject such offending CEP's Proposal.

8. SUBSTITUTIONS:

Unless otherwise indicated in the Proposal Documents, the materials, products and equipment service described in the Proposal Documents establish a standard of required function, dimension, appearance and quality to be met by any proposed substitution.

No substitution will be considered prior to receipt of Proposals unless a written request for approval has been received by the Owner at least six (6) days prior to the date for receiving Proposals. Such requests shall include the name of the specified product, material or equipment, and the specification section or other reference to the Proposal Documents as appropriate.

The request shall provide a complete description of the proposed substitution including drawings, performance and test data, and other information necessary for an evaluation. The request for approval shall explain fully the difference, if any, between the proposed product and the one or more named in the specifications, including difference in cost. A statement setting forth changes in other materials, equipment, supplies, service, support, or training that incorporation of the proposed substitution would require shall be included in the request. The burden of proof of the merit of the proposed substitution is upon the CEP submitting the substitution.

The Owner's decision of approval or disapproval of a proposed substitution shall be final. If the Owner approves a proposed substitution prior to the date for receipt of Proposals, such approval will be set forth in an Addendum. The CEP shall not rely upon approvals made in any other manner.

No substitutions will be considered after the Contract award unless specifically provided in the Contract Documents.

QUESTIONS, OR REQUESTS FOR INFORMATION:

All communications, questions or requests for information shall be made via e-mail addressed to the allen.henriksen@barrow.k12.ga.us.

1) Warranties

2) Delivery Dates

3) Serviceability

4) Cost of equipment & service repair

Warranties

Please list the Standard Warranties for each piece of equipment including length of time and coverage

9. IRREGULARITIES:

The Owner, at its sole option, may reject Proposals that contain irregularities of any kind, or Proposals that do not comply fully with the Proposal Documents.

CUSTODIAL EQUIPMENT, EQUIPMENT SERVICE AND SUPPLIES

AWARD:

Subject to the Owner's right to reject any or all Proposals, it is the intent of the Owner to award a contract, at the sole option of the Owner, in due course and after a reasonable Proposal evaluation period, within the funds available, to the responsible and responsive CEP whose Proposal is determined to be the most advantageous to the Owner, provided that the Proposal otherwise fulfills the requirements of the Proposal Documents. The Owner shall have the right to waive informalities or irregularities in a Proposal. CEP Proposals will be evaluated on a combination of factors. These factors, and their relative importance, are:

• Warranties (10%);

• Delivery (20%);

• Serviceability (10%);

• Cost of Equipment (60%)

A. Please list any available extended warranties including length of time, coverage and any additional costs or steps which must be undertaken to receive an extended warranty.

B. CEP shall provide and submit all documentation necessary for Standard Warranties and/or Extended Warranties to the manufacturer on behalf of BCS.

C. CEP shall provide a list of all purchased equipment pieces to BCS which includes, Manufacture, Model No., Serial No., Delivery location, delivery date, warranty start date, warranty end date, and Warranty contact information.

11. Serviceability

Minimum services to be provided:

• Non warranty parts shall be available for purchase by the Owner.

• To facilitate quick response for warranty issues the CEP must have a facility within fifty square miles from Barrow County lines. Pick-up and delivery of equipment under warranty requiring shop repair and back-up or loaner equipment provision must be proven in a CEP shop inventory list. Removal of Owner equipment must be reported to the contract manager immediately prior to removal from building. CEP must specify the building name and equipment removed and time of expected arrival temporary use equipment.

• Barrow must approve the day of service for any work not covered by warranty.

• Written and signed for documentation of service provided for each visit

• The CEP shall provide BCS with an avenue to order OEM parts after the warranty period has expired, regardless of whether or not the CEP continues to perform service on the equipment purchased through this contract.

12. Delivery Dates

a. Provide delivery dates for all equipment, even if the dates are different for different pieces of equipment.

b. Provided a time frame for which delivery dates are firm.

c. A CEP’s inability to meet stated delivery dates for any reason may be considered a breach of contract.

13. Cost of Equipment and Equipment Service Repairs Spreadsheet (Include Use Owner's forms as described in this Request for Proposal and available under separate cover.)

• Indicate your proposed equipment costs and repair services cost for all equipment to be purchased and in such number as indicated on the Owner's Exhibit E. The Proposed equipment or equipment services cost must be a not to exceed sum inclusive of any and all costs, expenses, overhead, general conditions, fee and profit, warranties, preventive maintenance provisions, delivery and setup, training and support, etc

• All blanks shall be filled in and shall be filled in by typewriter or manually and legibly, in ink. Where so indicated on the CEP Cost Proposal Form, amounts and sums shall be expressed in both words and numerals, and in case of discrepancy between the two, the amount or sum written in words shall govern.

Alterations and erasures must be initialed by the signer of the Proposal.

III. THE SELECTION PROCESS

A. SELECTION PROCESS

An evaluation of each Proposal received, and following completion of the evaluations and subject to the Owner's right to reject any or all Proposals, the responsible and responsive Offeror whose Proposal is determined to be the most advantageous to the Owner will be selected for award recommendation.

Offers may be afforded an opportunity for discussion, negotiation and revision of Proposals for the purpose of obtaining best and final offers. In the event the Owner deems it necessary or appropriate, all responsible Offerors found by the Owner to have submitted Proposals reasonably susceptible of being selected for award shall be given an opportunity to participate in such discussions, negotiations and revisions.

The Owner reserves the right to reject any or all Proposals, before or after opening, for any reason whatsoever including, but not limited to, any failure of any Proposal to be accompanied by a Bid Bond or by other data required by the Proposal Documents, any incompleteness or irregularity of any Proposal received, any evidence of collusion with the intent to defraud or other illegal practices on the part of the Offeror, failure to comply with the requirements of the Proposal Documents, or if the proposed pricing exceeds the funds available. The Owner also reserves the right to waive any technicalities or informalities. Items left blank will indicate that a CEP is not able to provide a specific piece or pieces of equipment.

BASA ARC Equipment Quote

1ea. 35454-001- TENNANT T300 20" WALK BEHIND ORBITAL SCRUBBER LITH/BATTERY

1 ea. 2700RC - CR2 TOUCH-FREE RESTROOM RESTORATION SYSTEM

1 ea. 31068 - SSS CHEETAH DC 2000 BURNISHER 20" 1.5HP 2000RPM W/FLEX PAD

2ea. 107308 - PRO-6 SUPER COACH HEPA W/107098 XOVER FLOOR TOOL KIT

1 ea. GT 180 - SQUARECAT GTX-180 HYBRID 20" OSCILLATING FLOOR MACHINE SSS

1 ea; CT15B35 - IPC EAGLE 14" MINI-SCRUBBER 4GL TANK W/CHARGER & BRUSH

2 ea. 26685 - COMBR 30L RED BUCKET/WRINGER 8 GL COMBO SMARTCOLOR

2 ea. 26624 - COMBG 30L GRAY BUCKET/WRINGER 8 GL COMBO SMARTCOLOR

2 ea. 1009SPW - T01009SPW BUCKET/WRINGER COMBO 35QT SIDE-PRESS YELLOW ABCO

4 ea. MERG1450 - G-14-50 POWER CORD 14/3 50' YELLOW MERCURY

6 ea. 7744 - GRAY 44 GL GATOR RECEPTACLE With rollers Base

1 ea. 01692 - ED550 18' EXTENSION HANDLE 3-SECTION EP18

4 ea. KIT 030 - 410112 COMBO LOBBY DUSTPAN W/ 431106 BROOM (PAN/BROOM/CLIP)

12 ea. WS0001 - FOLDING WET FLOOR SIGN ENGLISH & SPANISH 10/CS\

1 ea. EVM 89 - EVM HOST LIBERATOR & CADDYCART* M50221 STANDARD BRUSHES

4 ea. 03106 - LAMBSWOOL DUSTER TELESCOPIC 33"-60" IMPACT %

2 ea. H-1336 Rubbermaid standard Maid Cart

2 ea. Rubbermaid FG9T1300Black 0.5 Cu YD. Black tilt dumpster

Quantity Discription Cost

1 ea

35454-001- TENNANT T300 20" WALK BEHIND ORBITAL

SCRUBBER LITH/BATTERY

1ea

2700RC - CR2 TOUCH-FREE RESTROOM RESTORATION

SYSTEM

1ea

31068 - SSS CHEETAH DC 2000 BURNISHER 20" 1.5HP

2000RPM W/FLEX Pad

2ea

107308 - PRO-6 SUPER COACH HEPA W/107098 XOVER

FLOOR TOOL KIT

1ea

GT 180 - SQUARECAT GTX-180 HYBRID 20" OSCILLATING

FLOOR MACHINE SSS

1ea

CT15B35 - IPC EAGLE 14" MINI-SCRUBBER 4GL TANK

W/CHARGER & BRUSH

2ea

26685 - COMBR 30L RED BUCKET/WRINGER 8 GL

COMBO SMARTCOLOR

2ea

26624 - COMBG 30L GRAY BUCKET/WRINGER 8 GL

COMBO SMARTCOLOR

2ea

1009SPW - T01009SPW BUCKET/WRINGER COMBO

35QT SIDE-PRESS YELLOW ABCO

4ea

MERG1450 - G-14-50 POWER CORD 14/3 50' YELLOW

MERCURY

6ea 7744 - GRAY 44 GL GATOR RECEPTACLE With rollers Base

1ea 01692 - ED550 18' EXTENSION HANDLE 3-SECTION EP18

4ea

KIT 030 - 410112 COMBO LOBBY DUSTPAN W/ 431106

BROOM (PAN/BROOM/CLIP)

12ea

WS0001 - FOLDING WET FLOOR SIGN ENGLISH &

SPANISH 10/CS\

1ea

EVM 89 - EVM HOST LIBERATOR & CADDYCART* M50221

STANDARD BRUSHES

4ea

03106 - LAMBSWOOL DUSTER TELESCOPIC 33"-60"

IMPACT %

2ea H-1336 Rubbermaid standard Maid Cart

2ea Rubbermaid FG9T1300Black 0.5 Cu YD. Black tilt dumpster

Vendor Address Form

Business Name

Remit to Address

City

State

Zip Code

Phone Number

Fax Number

Contact Name

E Mail Address

Tax ID Number

Please submit a copy of your Company’s W-9 Form

Standard Insurance Limits for Goods and Ancillary Services

Workers Compensation (WC): Statutory Limits – required in all contracts

Bodily injury by Accident – each employee $100,000

Bodily injury by Disease – each employee $100,000

Bodily injury by Disease – policy limit $500,000

Commercial General Liability (CGL):

Each Occurrence Limit $1,000,000

Personal & Advertising Injury Limit $1,000,000

General Aggregate Limit $2,000,000

Products/Completed Ops. Aggregate Limit $2,000,000

Automobile Liability

Combined Single Limit $1,000,000

Additional Insured: The vendor shall add the “Barrow County Board of Education” as an additional insured under the commercial general liability policy. This will need to be noted in the description area of the certificate and/or checked off in the additional insured column.

E-VERIFY AFFIDAVIT

Georgia Security and Immigration compliance Act: e-Verify and SAVE

Program Overview

[OCGA §13-10-91]

Pursuant to the "Georgia Security and Immigration Compliance Act," Barrow County School Barrow County School System is required to have all of its Contractors register and participate in the federal work authorization program to verify information of all new employees. Contractors or subcontractors cannot enter a contract with the School Barrow County School System for the physical performance of services unless the Contractors or subcontractors register and participate in the federal work authorization program to verify information of all new employees. O.C.G.A. § 13-10-91. Each Contractor is urged to complete the attached Affidavit.

Affirmative language will be included in contracts for the performance of services regarding the above requirement. The School Barrow County School System will require an affidavit from a Contractor showing its compliance with the requirements of O.C.G.A. § 13-10-91 at the time a contract for the performance of physical services is executed. The contract shall include language referencing this obligation and providing that failure to supply an affidavit evidencing such compliance (or to continue to meet the statutory obligation during the life of the contract) shall constitute a material breach of the contract.

To register for the E-Verify Program, visit www.uscis.gov. Your bid will not be accepted without this e-verify number.

In compliance with the Request for Proposal and to all the terms and conditions imposed herein, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal.