Bid

BARTOW COUNTY SCHOOL SYSTEM

Purchasing Department 65 Gilreath Road N.W.

P.O. Box 200007 Cartersville, Georgia 30120-9001

770-606-5800 Extension 2024

Request for Proposal

Invitation Number: RFP 10-2022-030

Description:

Clear Touch Interactive Displays

Proposal Submittal Deadline: May 13, 2022; 2:00 p.m.

Bartow County School System

RFP 10-2022-030

Cass High School Clear Touch Panels

TABLE OF CONTENTS

Section Name Page Number

Proposal Solicitation Information

Introduction

Specifications ................................................................................................................... 4-6

Organization Information

Criteria for Selection

Proposal Response Document ........................................................................................ 9-14

Forward and Authorization Sheet

General Instructions and Requirements.................................................................. 11-14

Contractor Declaration

Certificate of Non-Discrimination

Non-Collusion Affidavit

Prompt Pay Affidavit

Vendor Application ................................................................................................ 19-20

PROPOSAL SOLICITATION INFORMATION

The Bartow County School System is requesting proposals from qualified organizations to purchase approximately 200 Clear Touch Interactive Displays and provide installation as detailed below. Expected project timeframe is July 2022.

Sealed proposals for RFP 10-2022-030 Clear Touch Interactive Displays will be received by the Bartow County School System at the Central Office located at 65 Gilreath Road, NW, Cartersville, Georgia until 2:00 p.m. May 13, 2022.

Further, vendor understands and acknowledges that the actual execution of any contract awarded as a result of this RFP process are contingent upon

1. The Bartow County School System deciding to move forward when funding has been granted.

The Bartow County School System is an equal opportunity employer.

LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor.

I. INTRODUCTION

A. The Owner currently consists of twenty (20) schools and three (3) support/office facilities, of which all technology functions are processed through the IT department.

B. Currently at various schools within the Bartow County School System older audio-visual solutions are installed and need to be upgraded. Approximately half of the upgrades need to be done at one high school. The other upgrades are various quantities at several other schools throughout the district. Depending on RFP responses, the upgrades will be to a Clear Touch Interactive Display with a possibility of additional external speakers as described in the details below.

The desired project timeframe is July 2022. We would like all displays to arrive and be installed during July 2022.

All questions related to this project must be submitted by email to purchasing@bartow.k12.ga.us by 4:30 p.m. April 27, 2022.

Responses to these questions will be posted on the system website no later than 4:30 p.m. April 29, 2022.

II. SPECIFICATIONS

1.1 DESCRIPTION OF WORK:

• The Owner is requesting proposals from qualified organizations to provide the following:

• Approximately 200 Clear Touch Interactive Displays, part number CTI-6075K+UH20 description K+ Panel/UHD/20pt Touch/IR with Wi-Fi Module and Fixed Wall Mount

• Extended warranty for approximately 200 Clear Touch Interactive Displays, part number CIT-EXWTY-6075-2y description Extended limited warranty for 6000 series 75” Interactive Panels for a total of 5 years

• Approximately 200 Web Cameras, part number CTS-SC110- UHHD description Web Camera – High Definition/Auto Focus/USB 2.0/83 Degree FOV

• Wall mount installation for approximately 200 Clear Touch Interactive Displays in predetermined locations across most Bartow County schools.

mailto:purchasing@bartow.k12.ga.us

• A separate option to install two ceiling mounted speakers that connect to the Clear Touch Interactive Displays with all parts, pieces, cables, etc. to operate the speakers.

1.2 STANDARDS

• Wire mold – Any wire mold needed must be Panduit in International White color.

• Faceplates – If connections boxes are needed, the boxes need to be a color to match the Panduit International White color wire mold with a stainless steel or aluminum faceplate.

• Mounting locations – Mounting locations will be determined by the Owner for all things mounted. This will be communicated to the winning bidder at the start of the project.

1.3 WARRANTY

• General: The contractor shall provide a system warranty covering the installed cable system against defects in workmanship, components, and performance; and follow-on support after project completion.

• Installation Warranty: The contractor shall warrant the cabling system against defects in workmanship for a period of one year from the date of system acceptance. The warranty shall cover all labor and materials necessary to correct a failed portion of the system and to demonstrate performance within the original installation specifications after repairs are accomplished. This warranty shall be provided at no additional cost to the Owner.

1.4 TEST & INSPECTIONS

• Test for all displays and equipment once the install is complete.

Test should include but not limited to sound, video, connectivity and all display functionalities.

1.5 DOCUMENTATION

• Upon satisfactory completion of the system test, the Vendor’s representative shall present to the owner complete documentation to contain but not to be limited to the following:

• Test Results

• Complete documentation for installation and cabling.

• All manufacture documentation

1.6 EXISTING EQUIPMENT REMOVAL

• Existing projectors, interactive displays, speakers and audio equipment is to be removed by the bidder and placed in a designated area.

III. ORGANIZATION INFORMATION

The firm submitting a proposal response should respond to the following questionnaire.

The responses to this questionnaire should be attached to the submittal.

Requested Responses

1. Provide your organizations background including financial stability, size and years in business.

2. Provide a plan of action with regards to the proposed project in meeting deadlines and integration of new cabling with existing infrastructure.

3. Provide a list of references for projects completed by your organization of similar scope and size.

IV. CRITERIA FOR SELECTION

The following selection criteria will be used as the basis for the evaluation of proposals.

A. Project Cost – 30% B. Proposed Project Solution – 20% C. Quality of Service from References – 20% D. Completion Timeline – 20% E. Projects of Similar Scope/Size – 10%

Proposal Selection Criteria

The award criteria that will be used for this RFP is broken out as follows using the rating system below:

Weight

Max Rating

RFP

Score

Project Cost:

30%

Technical Merit:

1. Proposed Project Solution

20%

2. Quality of Service from References

3. Completion Timeline

4. Projects of Similar Scope/Size

10%

Total Score:

100%

Total Score Rating Scale: 1-100

1-20 Does Not Meet Expectations 21-40 Partially Meets Expectations 41-60 Meets Expectations 61-80 Exceeds Expectations 81-100 Greatly Exceeds Expectations

These criteria will be used by the award committee to determine the best overall company for this contract. The total cost of this proposal accounts for 30% of the entire award. The remaining 70% is comprised from information provided by the participating organization and reference sources.

PROPOSAL RESPONSE DOCUMENT

For

BARTOW COUNTY SCHOOL SYSTEM

Invitation Number: RFP 10-2022-030

Description:

Clear Touch Interactive Displays

Proposal Submittal Deadline: May 13, 2022, 2:00 p.m.

LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor.

FOREWORD

This is the Official Response document that is to be used by all parties who wish to submit a proposed solution to Bartow County School System Clear Touch Interactive Displays RFP 10- 2022-030.

The Proposer should exercise great care to comply with the guidance offered since failure to do so may contribute directly to a lowered evaluation of the proposal.

Once all items in each of the two sections of this document have been completed, the following Authorization Statement should be completed, and the one (1) complete original and two (2) complete copies should be inserted in a sealed envelope marked “Clear Touch Interactive Displays RFP 10-2022-030” and delivered to the following address:

Mr. Albert Zielke, Purchasing Supervisor

65 Gilreath Road N.W.

Cartersville, GA 30120

If your sealed envelope with copies enclosed is inserted in another envelope/package for delivery, the latter should also be marked as having Clear Touch Interactive Displays RFP 10-2022-030 enclosed.

Please note that it is the Proposers responsibility to ensure that its proposal is delivered by the proposal submittal deadline, which is 2:00 p.m. (ET) on May 13, 2022.

AUTHORIZATION STATEMENT

By signing this statement, I acknowledge that I have reviewed and approved the release of this proposal for Bartow County School Systems consideration.

, 20 Signature Date

Organization Name Title

GENERAL INSTRUCTIONS AND REQUIREMENTS

Point of Contact: This RFP is issued by the Bartow County School System Purchasing Department. The sole point of contact for this RFP shall be:

Proposal Submittals and Questions:

65 Gilreath Road N.W.

Cartersville, GA 30120 Phone: 770-606-5800 x2024 Fax #: 770-606-5999 Email: purchasing@bartow.k12.ga.us

Failure to restrict contacts/discussion regarding this RFP to the above named RFP Coordinator will be deemed a serious breach of process and may, at the Owner’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally, any unauthorized contact with members of the School Board or System employees by a contractor or a contractor’s representative concerning this proposal may result in the disqualification of the contractor.

I. PROPOSAL PROCEDURES AND GUIDELINES

A. Submission of Proposals The Proposer must complete and deliver one (1) original and two (2) copies of the accompanying Proposal Response Document in a sealed envelope by 2:00 p.m.

(Eastern Time) on May 13, 2022 to the Bartow County School System at the aforementioned address for proposal submittals.

As indicated above, a Proposal Response Document has been developed and included with this RFP and must be used for submitting your proposal. Failure to adhere to this requirement will result in the Owner declaring your Proposal to be non-responsive and eliminated from further consideration.

It is the sole responsibility of the Proposer to ensure that its proposal is delivered in accordance with the date, time and place requirements specified in this RFP. Any proposal received contrary to these requirements will be returned to the Proposer unopened. Any proposals submitted at or after the moment designated for proposal submittal will be deemed to be late and will not be accepted. The clock-in time will be determined by a clock maintained by the Bartow County School System. No other clock or timepiece will have any bearing on the time of proposal receipt. Since parking can be a problem or Proposers may not be familiar with the building to which proposals are to be delivered, etc., Proposers are advised to avoid last minute deliveries.

Proposals shall be signed by an authorized representative of the Proposer. Failure to submit all information requested may result in the Owner requiring prompt submission of missing information and/or giving a lowered evaluation to the proposal.

B. Proposal Amendment and Rules for Withdrawal A proposal may be withdrawn prior to the proposal opening by submitting a written request for its withdrawal to the Owner, signed by the Proposer and delivered to Bartow County School System Purchasing Department at the below address.

65 Gilreath Road N.W.

Cartersville, GA 30120 Phone: 770-606-5800 x2024 Fax #: 770-606-5999 Email: purchasing@bartow.k12.ga.us

C. Acceptance of Proposals

All properly submitted proposals shall be accepted for evaluation. However, the Owner reserves the right to request clarifications or corrections to proposals, reject any or all proposals received, cancel or withdraw this RFP, according to the best interests of the

Owner.

Where the Owner may waive variances, such waiver shall not modify other RFP requirements or excuse the Proposer from full compliance with the remainder of RFP specifications and other contract requirements if the Proposer is awarded a contract.

Mandated requirements are those required by law or such that they cannot be waived and are not subject to negotiation.

D. Right to Negotiate

The Owner reserves the right to further negotiate, after proposals are opened, with the apparent best-evaluated Proposer(s), if such is deemed necessary in the discretion of the Owner.

The Owner shall not be responsible for the reimbursement of any costs not specifically set forth in the firm’s proposal. In addition, the Owner shall reserve the right to accept any part or all of the contractor’s fee schedule and to negotiate any charges contained therein.

E. Assignment and Subcontracting

Subcontracting will not be allowed for any services in this RFP without prior written authorization by the Owner.

F. Incurring Costs

All costs incurred by the Proposer in preparing its proposal shall be borne by the

Proposer.

G. Disclosure of Proposal Content All proposals and other materials accepted in response to this RFP become the property of Bartow County School System. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review.

By submitting a proposal, the Proposer acknowledges and accepts that the full contents of the proposal and associated documents shall become open to inspection.

H. Other Terms and Conditions Under no circumstances will proposals be accepted if submitted by fax or email.

The Proposer shall hold the Owner, its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this proposal. The Proposer further agrees to defend, at his own expense, any and all actions brought against the Owner or himself for alleged improprieties of these or similar types.

IV. PROPOSAL FORMAT AND CONTENT

The written proposal submitted shall, at a minimum, include the following information:

1) The organization name and contact person, together with the address, telephone number, facsimile number and email address, of the office firm that the services will be provided.

2) Information should include that the organization is authorized to do business in the State of Georgia.

3) A Description of the services, specifically relating to the governmental sector, which the contractor is capable of providing, together with an explanation of how these services might best assist the Owner.

4) A listing of governmental engagements, specifically within the State of

Georgia, for which your organization has completed projects of a similar scope and size over the past three (3) years. Be sure to include specific dates and a brief description of the project requirements.

CONTRACTOR’S DECLARATION

The contractor understands, agrees and warrants: That the contractor has carefully read and fully understands the full scope of the specifications.

That the contractor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to May 13, 2022 at 2:00 p.m. but may not be withdrawn after such date and time.

That by submission of this proposal the contractor acknowledges that the Owner has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the contractor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign and the corporate seal must be affixed to this proposal.

CONTRACTOR:

Name Date Title

Name Date Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the contractor agrees as follows:

The contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin or ancestry. The vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin or ancestry. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event the contractor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Owner. The Owner may declare the contractor, ineligible for further contracts with the Owner until satisfactory proof of intent to comply shall be made by the vendor.

The contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Contractor

Signature

Date

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the proposal:

STATE OF

COUNTY OF

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the contractor to submit the attached proposal. Affiant further states as contractor, that they have not been a party to any collusion among contractors in restraint or competition by agreement to proposal at a fixed price or to refrain from bidding; or with any office of the Owner or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between contractors and any employee of the Owner concerning exchange of money or other things of value for special consideration in submitting a sealed proposal for:

FIRM NAME

SIGNATURE

TITLE

Subscribed and sworn to before me this day of , 20 .

NOTARY PUBLIC

PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE PROPOSAL

GEORGIA PROMPT PAY ACT-The Georgia Prompt Pay Act was enacted by the General Assembly in 1994 and took effect January 1, 1995. This act requires Owners to pay contracts within 15 days of receipt of a pay request by the Owner or the Owner’s representative. If payment is not made, the Owner shall pay the contractor 1% per month interest on the delayed payment. Additionally, the contractor must pay sub-contractors within 10 days of receipt of payment from the Owners.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4).

FIRM NAME

SIGNATURE

TITLE

Subscribed and Sworn to before me this day of 20 .

NOTARY PUBLIC

VENDOR APPLICATION

Complete Vendor Name:

Federal Tax ID No.: Social Security No.:

(If Company – attach a completed W-9) (If individual – attach a completed W-9)

Business License Number:

(Where Applicable)

Regular Mailing Address: Remit to Address:

Phone:

Fax:

Email Address:

Previous Vendor Name(s) and Address:

Have you ever done business with Bartow County under any of the above names?

Circle One Yes No If Yes, which one(s)?

Primary Business:

Your company is organized as:

Individual Partnership Corporation

Other (Specify)

Names and signatures of persons authorized to sign bids and contracts:

Name Title Signature

Have you ever been bonded? Yes No If yes, name and address of Bonding Company.

Have you ever had a bond revoked? Yes No If yes, briefly explain the reason why:

Is any litigation pending against you or your company? Yes No If yes, briefly state the reason why:

Circle One Is your inventory stocked in the State of Georgia? Yes No If not, where is it stocked?

Give three (minimum) current or recent customers/clients for whom similar goods or services have been provided.

Client 1:

Address:

Contact: Phone:

Client 2:

Client 3:

The Illegal Immigration Reform and Enforcement Act of 2011 (House Bill 87) requires the Bartow County Board of Education to have contractors, subcontractors and sub-subcontractors who provide "physical performance of services" to complete the REQUIRED forms and attach it to this document. These forms are located on the Purchasing Website. Follow the link below to access the forms.

http://www.bartow.k12.ga.us/pages/Bartow_County/769841217605562002/Bids Proposals/Purchasing_Information Solic

"Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2,499.99; provided, however, that such term shall not include any contract between a public employer and an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual." Source: O.C.G.A. 13-10-90 & 13-10-91

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date http://www.bartow.k12.ga.us/pages/Bartow_County/769841217605562002/Bids

PROPOSAL RESPONSE DOCUMENT