Bid C25_02 _ SOLICITATION DOCUMENT.pdf

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

INVITATION TO BID (ITB): #C25-02

Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation

I. INTRODUCTION

The Board of Public Education for the City of Savannah and the County of Chatham (the “District”), the body corporate responsible for public education in Chatham County, which is commonly known as the Savannah- Chatham County Public School System (“SCCPSS”), seeks sealed bids as specified in this Invitation to Bid

(“ITB”).

It is worth noting at the outset that this Invitation to Bid is a competitive sealed bidding process. The contract, if one is awarded at all, will be awarded to the responsible and responsive Bidder by means of the award process described in in “Attachment A - Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements.”

Vendors who wish to be awarded a contract by the District to provide the goods and/or services requested by this ITB shall be referred to herein as the “Bidder(s).” To be considered for an award of a contract under this ITB, Bidders should carefully read this solicitation document, which is called Invitation to Bid (ITB): C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation, and all of the forms, product specifications, service requirements, contract documents, or other materials that may attached hereto or referenced herein. This ITB and the associated documents identify the goods/and or services requested by the District, contain the instructions for preparing and submitting bids, and outline the process by which the District will award a contract for those goods and/or services, if it decides to award a contract at all.

II. GENERAL TERMS AND CONDITIONS FOR THIS ITB

A. A “Cone of Silence” Applies to this ITB.

A “Cone of Silence” is imposed upon this ITB after advertising and terminates at the time the District awards a contract. Except as specifically set forth below, the Cone of Silence prohibits any communications in any form (whether written, oral, or electronic) by, or on behalf of, a prospective Bidder for this solicitation, including any persons affiliated with or in any way related to a prospective Bidder, with any District employee, any member of the elected Board of Education that serves as the District’s governing body, the Superintendent or her staff, and any other persons involved in evaluating the bid, such as program managers or members of any selection committee. The Cone of Silence is intended to prohibit lobbying for, or against, a particular Bidder or Bidders and to prevent prospective Bidders from circumventing the process for selection set forth in this ITB.

The Cone of Silence does not apply to oral communications with the Director of Purchasing, or the Director of Purchasing’s designees, at pre-bid conferences, site visits (as applicable), presentations before selection committees, contract negotiations with bidders selected for award, or at other times expressly allowed by this solicitation. Written communications expressly authorized by this solicitation, such as (1) the submission of the bid itself, (2) requests for interpretation, requests for material substitutions, protests, or similar inquiries to the purchasing department, (3) documents circulated at oral presentations before selection committees, or (4) documents circulated in connection with contract negotiations with the bidder(s) selected for award are also permitted in communication with the Director of Purchasing or the Director of Purchasing’s designees. The Cone of Silence does not apply to presentations allowed by Board policy or to the Board of Education at a duly called public meeting.

In addition to any other penalties provided by law, violation of the Cone of Silence by any bidder may result in the rejection of the bidder’s response and disqualify the bidder from being awarded any contract as a result of this solicitation. Any person having personal knowledge of a violation of these provisions shall immediately report such violations to the District’s Purchasing Department.

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

B. The Goods and/or Services Requested by the District.

The goods and/or services requested by the District in this ITB are described in more detail in “Attachment A- Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements,” which is incorporated into this ITB by this reference.

C. The Advertising Dates for this ITB.

This ITB is being advertised on the Purchasing Department page of the District website www.sccpss.com, Sunday, July 21, 2024, and on the Georgia Procurement Registry (GPR) from Monday, July 22, 2024, until the deadline for submitting bids.

This Invitation to Bid (ITB) is also being advertised in the Savannah Morning News, the newspaper for legal notices in Chatham County, on the following dates:

Sunday, July 21, 2024, and Sunday, August 4, 2024

D. Pre-Bid Conferences Held by the Purchasing Department.

An OPTIONAL Pre-Bid Conference, including a site inspection, is scheduled to be held at Garrison

K-8 School, 649 West Jones Street, Savannah, GA 31401 on Monday, August 5, 2024, at 11:00 a.m.

E. The Deadline for Submitting Bids in Response to this ITB.

The deadline for submitting Bids in response to this ITB, unless extended by the District, shall be:

11:00 A.M. on Thursday, August 20, 2024

Time is of the essence, and any bid not received before the 11:00 A.M. deadline will be rejected.

Bids must be received on or before 10:59:59:99 A.M. on the due date to be accepted. Bidders are responsible for ensuring that their bids are timely received by Purchasing Department personnel. The time of receipt shall be determined by the time assigned by e-Builder.

This deadline may be extended for all prospective bidders within the discretion of the Director of the Purchasing Department or her designee for any reason. A non-exclusive list of reasons why the deadline may be extended include: the issuance of addenda to this ITB or the associated specifications, a total absence of bids, District closure due to inclement weather, etc. The Director of the Purchasing Department will either extend the deadline for all bidders or not all.

Bidders may withdraw bids at any time up to the scheduled time for receipt of bids. Bidders may resubmit bids provided it is prior to the scheduled time for receipt of bids.

Bids cannot be modified after the submission deadline, as may be extended by the Purchasing

Department. Care should be taken to ensure that information provided is accurate, complete, and consistent.

Omission of any of the required information may subject the Bidder to disqualification. The District reserves the right to request information or respond to inquiries for clarification purposes only.

F. Delivery and Submission of Bids.

Bidders shall timely deliver bids electronically to the Purchasing Department.

http://www.sccpss.com/

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

Electronic submission shall be accomplished through the District’s online E-Builder web portal, which may be accessed at no charge by all prospective bidders at:

https://gateway.app.e-builder.net/app/bidders/landing?accountid=264b947c-7aa7-45ff-9a33- 9fe32d5e6d02&projectid=cb702eac-b435-4529-8c4e-a2054cae4587&bidpackageid=24809dac-1047-43ce-b5d4-9634cf0afe5f

The E-Builder web portal will allow bidders to fill in the forms required by the ITB in an electronic format and allow bidders to upload any supporting documents in the PDF format that bidders wish to submit.

Please include with your bid all documents requested by this solicitation, including, but not limited to, a copy of your firm’s current business license and certificate of insurance. Failure to include all of the information and/or documents requested by this solicitation could result in the bid not being considered by the SCCPSS.

If a required form has a signature block for a notary, please sign that form in the presence of a notary and have the form notarized.

G. Receipt and Tabulation of Bids.

Bids and modifications shall be time-stamped by the Purchasing Department upon receipt automatically through the e-Builder program. The time of receipt shall be the time assigned by e-Builder. After the deadline for submissions of bids has past, bids will be opened with the assistance of the e-builder program. A copy of the bid tabulation will be posted on the District’s website within seventy-two (72) hours after the closing date, though this time period may be extended because of disruption to the District’s operations because of the COVID-19 epidemic. Only after award of the contract shall bids be open to public inspection.

H. Timely-filed, Signed Bids Considered an Offer.

A bidder’s timely-filed, signed bid shall be considered an offer on the part of the bidder which may become a binding contract on the bidder if accepted by the District at the conclusion of the bid evaluation process. By submitting a bid in response to this ITB, bidder agrees that bid will remain open for acceptance by the District for at least 120 days without any changes in terms or pricing.

In event that the bidder refuses to perform its promises made in its offer after acceptance by the District, the District may take such action as it deems appropriate to redress the bidder’s failure to perform, including legal action for damages or equitable relief, including specific performance, for the bidder’s lack of required performance.

I. Non-Response by Prospective Bidders.

If a Bidder does not wish to submit a bid in response to this ITB but would like to remain on the list of potential vendors for the District, please complete and return only the “No Bid Statement Form” included with this ITB packet and clearly mark the outside of the envelope with the words “No Response.”

J. Form and Formatting of Bids.

The form and formatting requirements for bids requested by this ITB are described in “Attachment A- Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements.”

K. Bid Bonds.

If a Bidder’s Bid exceeds $100,000, then Bidder’s Bid must be accompanied by a Bid Bond made payable to the District in an amount not less than five percent (5%) of the Bid. Bid Bonds should be furnished on forms accepted as standard by the insurance industry but shall be substantially in accordance with the Bid Security Form attached hereto.

https://gateway.app.e-builder.net/app/bidders/landing?accountid=264b947c-7aa7-45ff-9a33-9fe32d5e6d02&projectid=cb702eac-b435-4529-8c4e-a2054cae4587&bidpackageid=24809dac-1047-43ce-b5d4-9634cf0afe5f https://gateway.app.e-builder.net/app/bidders/landing?accountid=264b947c-7aa7-45ff-9a33-9fe32d5e6d02&projectid=cb702eac-b435-4529-8c4e-a2054cae4587&bidpackageid=24809dac-1047-43ce-b5d4-9634cf0afe5f https://gateway.app.e-builder.net/app/bidders/landing?accountid=264b947c-7aa7-45ff-9a33-9fe32d5e6d02&projectid=cb702eac-b435-4529-8c4e-a2054cae4587&bidpackageid=24809dac-1047-43ce-b5d4-9634cf0afe5f

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

L. Performance and Payment Bonds.

If a Bidder’s Bid exceeds $100,000 and the Bidder is the successful Bidder who is awarded a contract at the end of this solicitation, then the successful Bidder will be required to provide both a Performance Bond and a Payment Bond, each in an amount equal to 100 percent of the total Contract. At the time of bid submission, Bidder must provide documentation from Bidder’s bond issuer stating the Bidder’s current bonding capacity, which must be sufficient to cover 100 percent of the total contract value. Bidder must then obtain the payment and performance bonds within 14 days receipt of the District’s Intent to Award and prior to execution of contract. Sample performance and payment bond forms are attached as “Attachment C” to the sample contract issued with this solicitation.

M. Bidder’s Essential Credentials and Business Structure to be considered a “Responsible Bidder.”

To even be considered for a possible award of a contract for the goods and/or services requested by this ITB, a Bidder must be deemed a “responsible” Bidder by the District’s Purchasing Department.

To be considered a “responsible” Bidder for the purpose of this ITB, a Bidder must be licensed and have the capacity to provide the goods and/or perform the services requested by this ITB and must be able to meet the minimum licensing, bonding, insurance, and contractual requirements of this ITB. The District reserves the right to request a Bidder to provide additional information or documentation to demonstrate that it is a “responsible” Bidder. Failure to provide the requested additional information, in itself, will be sufficient grounds for the District to declare the Bidder to be not “responsible” for the purposes of this ITB.

To be considered a “responsible” Bidder, the Bidder’s majority (51%) ownership, whether public or private, must be held by citizens or lawful permanent residents of the United States.

To be considered a “responsible” Bidder, the Bidder must attach to its bid a copy of any and all business licenses needed for the Bidder to provide the requested goods and/or services, including any local business licenses needed to provide the good and/or services requested by this ITB in Chatham County.

If the Bidder is a corporation, a copy of a current Annual Corporate Registration issued by the State in which the Bidder is incorporated is required to demonstrate that the Bidder is a “responsible” Bidder.

While any lawful form of business may be a “responsible” Bidder, if the Bidder is a partnership or joint venture, a copy of the contractual agreement between the partners or the participants in the joint venture must be provided with the Bidder’s bid. The partnership or joint venture agreement must be adequate to its purpose of establishing a safe and well-structured good faith relationship between the participants, and must comply with all applicable laws, including Antitrust Laws. The agreement must include adequate provisions to address unforeseen events such as the demise of any one of the partners or joint venture companies, and the like. If the Bidder is a partnership or joint venture between two existing business entities, including, but not limited to, a corporation or LLC, then all partner should be routinely and on a daily basis in the business of providing services which are closely similar or identical to those Services solicited by this ITB. If the District determines that the form of the Bidder’s business, including a partnership or joint venture, was not created for a legitimate business purpose, could impair the Bidder’s performance in response to this solicitation, poses a liability to the District, or is otherwise not in the best interest of the District, then the District reserves the right to disqualify the Bidder and determine that it is not responsible.

If the Bidder is a joint venture, information and documentation must be provided to establish whether the joint venture is a business entity created for the purpose of functioning as the joint venture, or whether the joint venture is operated through the existing legal status of the venture partners. All information regarding the legal structure and reporting of income for tax purposes of the joint venture must be provided.

It is the District’s intent to only enter into a contract as a result of this ITB with a single Bidder. The District reserves the right to reject as “non-responsive” or “not responsible” any bid that requests the District to enter into contracts with multiple Bidders.

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

N. Insurance, Warranty, Indemnity and Other Requirements for “Responsible” Bidders.

To be considered a “responsible” Bidder, all Bidders may be required to meet minimum insurance, warranty, indemnity and other requirements set forth in more detail in “Attachment A- Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements,” which is incorporated by this reference.

If the Bidder believes that additional insurance coverages other than those listed in Attachment A are required to ensure coverage for damages arising out of the performance of this contract, then Bidder should notify the district by the deadline for requests for interpretation and material substitution before 5:00 p.m. on Friday, August 9, 2024.

O. O.C.G.A. § 13-10-91 and E-Verify Compliance Required for “Responsible” Bidders.

To be considered a “responsible” Bidder, all Bidders are required to comply with O.C.G.A. § 13-10-91, a Georgia statute that prohibits a public employer such as the District from entering into any contract with a contractor who fails to participate in the federal work authorization program E-Verify or fails to demonstrate that it is not required to participate in the E-Verify program. In order to be deemed a “responsible” Bidder eligible for this ITB, the Bidder must provide the affidavit(s) or other documentation required O.C.G.A. § 13-10-91. While the District provides sample O.C.G.A. § 13-10-91 affidavit forms in this ITB, Bidders are solely responsible for familiarizing themselves with their obligations under O.C.G.A. § 13-10-91 and making sure that they provide the District with the required documentation.

P. Local and/or Minority/Women Business Enterprise (LMWBE) Policies.

It is the policy of the District to maximize the utilization of qualified local, minority, and women owned business enterprises (“LMWBEs”) who provide professional services or who serve as prime contractors, subcontractors or suppliers as a part of the District’s facilities construction, maintenance and repair programs.

Prime contractors on district construction projects shall make and document good faith efforts to maximize the utilization of qualified LMWBEs as subcontractors and suppliers and provide proof of such efforts and contracts with and payments made to LMWBEs upon request. The District also promotes capacity building within the local construction community and encourages the use of partnerships, teaming and mentorships to provide LMWBEs with relevant and necessary experiences to grow their business.

For the purposes of this policy, good faith efforts may include, but not be limited to, the following:

• Attend pre-solicitation meetings to inform LMWBEs of subcontracting opportunities.

• Advertise in general circulation media, trade association publications, and minority and women business enterprise media to provide notice of subcontracting opportunities.

• Communicate with the City of Savannah’s Office of Economic Development to identify available and qualified LMWBE firms.

• Review the District’s list of vendors indicating an interest in providing services to the District.

• Select portions of work for subcontracting in areas with established availability of LMWBE subcontractors.

• Solicit and negotiate with available and qualified LMWBEs for specific subcontracting opportunities.

• Assign substantive work to LMWBEs or LMWBE teaming partners.

For the purposes of this policy, a local business enterprise is defined as (1) having established a regular, physical place of business other than a job site office with at least one employee within the geographical boundaries of the Savannah, Georgia Metropolitan Statistical Area (MSA) prior to the closing date on the solicitation (a post office box address will not satisfy this requirement); (2) having a current Business Tax Certificate and other licenses, certificates, or permits required by law to operate a business in that location; and

(3) performing a commercially useful function within the local office.

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

For the purposes of this policy, a Minority Business Enterprise is an independent, continuing venture that is at least 51% owned by a minority person or persons that meets the criteria for a Disadvantaged Business. A Disadvantaged Business is a small business which is owned, controlled and managed on a daily basis by a majority or persons, not limited to members of minority groups, who have been deprived of the opportunity to develop and maintain a competitive position in the economy because of social disadvantage. This includes, but is not limited to, persons who have experience social disadvantage because of their membership in the following groups:

1. African American: A person with origins in any of the Black racial groups of Africa;

2. Hispanic American: A person with origins from Mexico, South America, Central America or the

Caribbean Basin, regardless of race; and

3. Asian American: A person with origins from the Indian subcontinent, countries of the Asian Pacific region, and surrounding countries; and

4. American Indian: A person with origins from the indigenous people of North America.

For the purposes of this policy, a Women Business Enterprise is an independent, continuing venture that is at least 51% owned by one or more women. To qualify as an LMWBE, the owner must be a citizen or lawful permanent resident of the United States, be involved in daily business operations, and provide a commercially useful function. The ownership interest must be real and continuous and not created solely to meet the local/minority/women business or local/minority/women contractor good faith efforts.

The District shall, through their program management and construction management providers, engage in efforts to communicate opportunities afforded by the District’s facilities construction, maintenance and repair programs to LMWBEs, including but not limited to:

• Communicate opportunities associated with District facilities construction, maintenance and repair programs to the citizens of Chatham County.

• Work with other local governments and relevant community organizations to provide technical assistance and guidance to LMWBEs;

• Develop strategies to assist prime contractors in maximizing their utilization of LMWBEs;

• Develop and provide informational sessions to educate LMWBEs in the requirements of the District’s procurement process;

• Provide notices as outlined above and maintain a list of vendors who have provided or are interested in providing services to the District, as outlined above.

The District may, from time to time, audit vendor contracts with and payments to LWMBE contractors and subcontractors and may require that proof of such contracts and payments be provided to the District.

All bidders must read, complete, and return all of the LMWBE forms attached to this ITB.

Q. The District’s Reservation of Rights to Cancel this ITB, to Amend the ITB Process, to Disqualify Bidders, and to Waive Irregularities and Technicalities.

The District, in the discretion of the Purchasing Director, the Chief Financial Officer, the Superintendent, or the District’s governing body, the elected School Board, may cancel this ITB at any time before the District awards a contract to any Bidder(s). The District may decline to purchase the goods and/or services solicited in this ITB at all or it may decide to purchase some or all of the same goods and/or services through a similar or different procurement process.

The District, in the discretion of the Purchasing Director, the Chief Financial Officer, the Superintendent, or the District’s governing body, the elected School Board, reserves the right to amend this ITB and all attachments in any way and at any time (without cancelling it in its entirety) before the deadline for the submission of bids. Any addenda amending this ITB will be made available to all Bidders on the District’s website. As stated above, the submission deadline will be extended at least seventy-two (72) hours if any addenda is issued less than seventy-two (72) hours before the submission deadline.

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

The District further reserves the right to amend this ITB in any way after the deadline for the submission of bids (without cancelling the ITB in its entirety), except the District will not amend the original bid formatting or submission requirements or the criteria for determining whether the Bidder is a “responsive” or “responsible” Bidder.

Non-exclusive example of such an amendment to this ITB may be the addition of an inadvertent omission from the project specifications.

The District further reserves the right to redo any stage of this ITB (without cancelling it in its entirety) if the

District, in the discretion of the Purchasing Director, the Chief Financial Officer, the Superintendent, or the District’s governing body, the elected School Board, has concerns that a stage of the ITB should be redone to eliminate any question of whether it was conducted properly.

The District reserves the right to reject any and all bids submitted in response to this ITB, and to waive any irregularities or technicalities in bids received whenever such rejection or waiver is in the best interest of the District.

The District has the right to disqualify a bid of any Bidder on the basis that the bid is “nonresponsive” or the

Bidder is “not responsible.”

A bid may be deemed “nonresponsive” if it fails to include all of the information or documents required by this ITB.

A Bidder may be deemed “not responsible” if the District determines that the Bidder fails to meet the minimal requirements to be eligible for consideration, including but not limited to, a lack of capacity to do the work or provide the services requested, a lack of proper insurance, the lack of a valid business license, failure to satisfy e-Verify requirements, negative past performance ratings on District projects, being disqualified from working for the District because of poor performance on a prior project, a litigation history unsatisfactory to the District, or some other reason that gives the District reason to question the responsibility or reliability of the Bidder.

The District will also evaluate whether the Bidder’s workload will allow the bidder to complete this project within the established time, quality, or cost, or to comply with the bidder’s contract obligations. In evaluating the bidder’s workload, the District may consider whether the bidder has submitted bids on other District projects and whether the award of multiple projects to the bidder may impair the bidder’s ability to complete this project within the established time, quality, or cost, or to comply with the bidder’s contract obligations or otherwise pose a risk to the District.

The District reserves the right to request a Bidder to provide additional information in response to any concern that a Bidder may not be a “responsible” Bidder. Failure to provide the requested additional information, in itself, will be sufficient grounds for the District to declare the Bidder to be not “responsible” for the purposes of this ITB.

Bidders represent that, to the best of their knowledge, all information that they submit to the District in response to this ITB, whether through a bid or otherwise, is true and correct. If the District determines that information submitted by the Bidder is incorrect, the District may disqualify a bid as “non-responsive.” If the District determines that a Bidder intentionally misrepresented information submitted in response to the ITB, the District may disqualify the Bidder on the basis that it is “not responsible” for this solicitation and in future solicitations.

R. Evaluation and Award of Contract.

A contract with the District, if one is awarded at all, for the goods and/or services requested in this ITB will be awarded by means of the award process described in in “Attachment A - Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements.”

Depending on the nature of the goods and/or services the District may provide a sample of the contract it is willing to execute with a successful Bidder. If such a sample contract is attached, then the Bidder is deemed to have agreed that all of the terms contained therein will be acceptable by submitting a bid. If the Bidder wants to propose materially different terms, then the Bidder should file a request for Material Substitution using the procedure outlined above before submitting its bid.

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

For other goods and/or services, the District may ask Bidders to provide a proposed contract. The terms of that proposed contract will be evaluated as part of the selection process to determine whether the Bidder is “responsive” and “responsible.” The specifications for the goods and/or services requested by this ITB may also include specific contract terms outlined in “Attachment A - Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements” that should be included in any contract proposed by a Bidder.

By way of a non-exclusive example, the specifications may provide that the District will not agree to any contract provision requiring the District to indemnify any Bidder as such provisions are prohibited by District policy and state law. Conversely, there may be times when the District requires a Bidder to maintain certain levels of insurance, to honor certain warranties, or to provide indemnities to the District.

S. Consideration of Bidder Past Performance.

Successful Bidders should be advised that they will be evaluated by the District over the duration of the contract period. Performance will be documented. Poor performance may result in the Bidder being disqualified on future ITBs or may result in the deduction of points from the Bidder on a future District solicitation, whether they are other invitations to bid or requests for qualifications and requests for proposals. Good performance may result in the Bidder receiving additional points on future solicitations.

T. Public Information.

It is the policy of the District that at the conclusion of the selection process, the contents of all bids will be placed in the public domain and be open to inspection by interested parties. Trade secrets or proprietary information that are recognized as such and are protected by law may be withheld, if clearly identified as such in the bid. Failure to list all proprietary sections of the submitted bid shall relieve the District from any responsibility should such information be viewed by the public, a competitor, or be in any way accidentally released.

If this ITB is cancelled before an award is made, bids will not be made available for public inspection to prevent Bidders from having an unfair advantage in future solicitations for the same goods or services.

U. Bidder Questions, Requests for Interpretations, and Issuance of Addenda.

If a Bidder should have any questions relating to an ITB, including but not limited to the interpretation of ITB language, the specifications for the goods and/or services requested, the terms of sample contract provisions attached to this solicitation, the preparation or submission of bids, or the evaluation and contract award process outlined in this ITB, the Bidder may deliver written requests for interpretation to the following to the Purchasing Department through the e-Builder program. For technical support questions with using e-Builder only, please contact support@e-builder.net or call 888-288-5717.

All answers to questions and any interpretations of documents shall be made by addenda to the ITB and shall be made available to all Bidders through e-Builder and on the District’s website. While the District will also make a good faith effort to send any addenda to all Bidders who have registered to respond to this solicitation through the e-Builder Portal, submitted requests for interpretations to the District, or otherwise communicated an interest to receive notice of addenda through e-Builder, the District’s failure to provide a Bidder with individualized notice of an addenda will not provide a Bidder with grounds to protest the implementation of this ITB. Bidders are ultimately responsible themselves for keeping track of addenda issued by the District before the deadline for submitting bids in response to this ITB.

All requests for interpretation must be submitted to the Purchasing Department before, 5:00 p.m.

on Friday, August 9, 2024, through e-Builder. The District shall not be required to answer any questions about this ITB submitted after 4:59:00 p.m. on this date.

The Purchasing Department will extend the deadline for submitting bids for all Bidders by at least seventy-two (72) hours if it issues any addenda within seventy-two (72) hours before the scheduled bid submission deadline.

mailto:support@e-builder.net

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

The Purchasing Director, or her designee, in her discretion, may extend the deadline for submitting requests for interpretation for all Bidders if the deadline for submitting bids is also extended.

V. Requests for Material Substitution of Products, Services, or Contract Terms.

The goods and/or services and contract terms requested by the District in this ITB are described in more detail in “Attachment A- Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements” which is incorporated into this ITB by this reference.

When reference is made in the specifications as to a particular manufacturer, type of process, brand name, or model number, such references are usually, but not always, made to designate minimum acceptable levels of quality and do not indicate a preference. In some instances, a particular manufacturer, type of process, or brand name is required.

In the event a Bidder would like to propose another manufacturer, process, brand name, model number, etc. other than those stated in the specifications for this ITB, the Bidder must provide complete technical information, specifications, manufacturer's name, model number and a complete list of deviations from stated specifications. The burden of proof for documenting that the proposed substitute is equal to the goods or services identified in the specifications rests with the Bidder. All determinations of the acceptability of the proposed substitute goods or services shall rest with the District staff and their decision shall be final.

Bids on equipment must be on standard, new equipment of the latest model and in current production, unless otherwise specified. Used, reconditioned or refurbished equipment is not acceptable unless otherwise specified.

All regularly manufactured stock electrical items must bear the label of the Underwriters Laboratories, Inc.

Any obvious error or omission in specifications shall not inure to the benefit of the Bidder but shall put the Bidder on notice to inquire of or identify the same from the District.

If the Bidder wishes to propose materially different terms than those requested by the District in

Attachment “A” or in any Sample Contract, then Bidder should request to propose different Contract terms by identifying the provisions it wishes to change or wishes to add.

All requests for the material substitution of good and services and the change of contract terms shall be submitted to the Purchasing Department through e-Builder.

All answers to requests for material substitution and requests for changes of contract terms shall be made by addenda to the ITB and shall be made available to all Bidders on the District’s website. While the District will also make a good faith effort to email any addenda to all Bidders who attended pre-bid conferences, submitted requests for interpretations to the District, or otherwise communicated an interest to receive notice of addenda, the District’s failure to provide a Bidder with individualized notice of an addenda will not provide a Bidder with grounds to protest the implementation of this ITB. Bidders are ultimately responsible themselves for keeping track of addenda issued by the District before the deadline for submitting bids in response to this ITB.

All requests for material substitution must be submitted to the Purchasing Department before

5:00 p.m. on Friday, August 9, 2024, through e-Builder. The District shall not be required to answer any questions about this ITB submitted after 4:59:99 P.M. on this date.

The Purchasing Department will extend the deadline for submitting bids for all Bidders by at least seventy-two (72) hours if it issues any addenda within seventy-two (72) hours before the scheduled bid submission deadline.

The Purchasing Director, or her designee, in her discretion, may extend the deadline for submitting requests for material substitution for all Bidders if the deadline for submitting bids is also extended.

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

W. Protests.

Any actual Offeror or bona fide prospective Offeror who is aggrieved in connection with this RFP may protest to the Purchasing Director by email to purchasing@sccpss.com. Please include the “RFP NUMBER, NAME, AND PROTEST” clearly marked in UPPER CASE in the subject line of the email. It is incumbent upon the Offeror to receive confirmation from the Purchasing Department that its protest has been received. Offerors who do not receive confirmation of the protest by email during normal business hours of 9:00am to 5:00 p.m. on the day the protest is sent should call the Purchasing Department to confirm receipt of the protest at (912) 395-5572.

By submitting a bid in response to this ITB without filing a protest observing the deadlines set forth below, the Bidder waives any objection to the content of this ITB (including any attachment or addenda) issued prior to as well as any objection to any procedure outlined therein. Protests filed after the deadline for submissions shall only concern the implementation of the ITB as applied to the Bidder or addenda issued after the submission date.

Any protest to the content of this ITB (including any attachment or addenda) as well as any objection to any procedure or evaluation criteria outlined therein shall be filed no later than five (5) business days prior to the deadline for submissions of bids, unless the objection concerns an addenda issued fewer than five (5) business days prior to the deadline for submissions of bids, in which case, an objection may be filed to that addenda only at any time before the submission deadline.

Any protest filed after the submission deadline shall be submitted within five business (5) days after the action by the District on which the grievance is based, but in no case later than five business (5) days after the date of the District’s notice of intent to award a contract for the provision of goods and/or services requested in his ITB, which will be transmitted by email to all Bidders.

The District shall not intentionally withhold information that is stated in this ITB to be forthcoming at certain intervals, but failure of the District to notify a Bidder who might be aggrieved by the content of such notification shall not give rise to any claim or rights resulting from said failure. Only formal protests will be considered, and in order for a protest to be considered as formal, it must be presented in written form by email to purchasing@sccpss.com, and must contain a minimum of the following:

• A specific identification of the statutory or regulatory provision(s) that the District’s purchasing staff member or department is alleged to have violated,

• A specific description of each act alleged to have violated the statutory or regulatory provision(s) identified above,

• A precise statement of the relevant facts that include timelines and all involved parties, and

• An identification of the issue(s) that needs to be resolved that support the protest.

The letter of protest shall be taken under consideration by the Chief Financial Officer and/or the Superintendent, who shall respond to the protesting Bidder within ten (10) business days of receipt of the letter of protest. The initial written response may explain that the Chief Financial Officer and/or the Superintendent need additional time to review the Protest. In any event, a final decision will be issued on the Protest by the Chief Financial Officer and/or the Superintendent before the execution of a final contract with the successful Bidder. This written decision shall be final and conclusive.

X. Bidders Not Entitled to Reimbursement for their Costs Associated with Submitting Bids.

The District recognizes that participating in this ITB process, or any government procurement process, can be time consuming and expensive for Bidders. In participating in part of this process, Bidders acknowledge that their costs in participating in this process are the costs of attempting to do business with the District.

All Bidders or potential Bidders, including unsuccessful Bidders or Bidders or potential Bidders who file protests, agree that the District shall not be responsible for reimbursing the Bidder for any costs they may incur in connection with this ITB, including staff time, printing costs, attorneys’ fees, or expenses of litigation.

mailto:purchasing@sccpss.com mailto:purchasing@sccpss.com

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

Y. Gratuity Prohibition.

No Bidder shall offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the District for the purpose of influencing consideration of this solicitation.

Z. Certification of Independent Submission of Bids.

By submitting a bid in response to this ITB, the Bidder must certify that:

1. The information in this bid has been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition with any other Bidder or with any competitor;

2. The information in this bid has not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to the District’s final determination regarding this ITB, directly or indirectly to any other Bidder or to any competitor;

3. No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition; and,

4. In the event the Bidder is a partnership or joint venture, each party thereto certifies the above.

[ITB Continues on Next Page]

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

III. ITB ATTACHMENTS, SPECIFICATIONS, SAMPLE CONTRACTS, AND FORMS

The following attachments, specifications, sample contracts and forms are part of this ITB and are herein incorporated by this reference.

A. Attachment A: Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements.

B. Attachment B: Forms to be submitted with this ITB.

1. Solicitation Form 1: Bid Submission Checklist. A checklist to help Bidders and Purchasing Agents determine that all required information is submitted with this Bid.

(to be included on the front of any bid)

2. Solicitation Form 2: Bid: The form to be used for the Bid actually submitted by the Bidder.

3. Solicitation Form 3: Bid Certification Form. Certifies that the Bidder has carefully reviewed all provisions of the solicitation and hereby agrees to be bound by said provisions of this package.

4. Solicitation Form 4: Bidder’s References. Form for providing contact information for the owners of past projects that Bidder has provided work for.

5. Solicitation Form 5: Contractor Affidavit Under O.C.G.A. § 13-10-91. Required by the State of Georgia O.C.G.A. § 13-10-91 (b) (1) for all firms providing service(s) to public sector entities. This form requires compliance regarding hiring and verification of employees.

6. Solicitation Form 6: Subcontractor Affidavit Under O.C.G.A. § 13-10-91. Required by the

State of Georgia O.C.G.A. § 13-10-91 (b) (3) for all subcontractors providing service(s) to public entities. This form requires compliance regarding hiring and verification of employees.

(For reference only- not required to be submitted with Bid-

Successful Bidder will obtain from any subcontractors hired after award).

7. Solicitation Form 7: Sub-Subcontractor Affidavit Under O.C.G.A. § 13-10-91. Required by the State of Georgia O.C.G.A. § 13-10-91 (b) (4) for all sub-subcontractors providing service(s) to public entities. This form requires compliance regarding hiring and verification of employees.

8. Solicitation Form 8: Disclosure of Responsibility Statement. Certifies and documents

Bidder’s ability or responsiveness to provide services in accordance with governmental business practices.

9. Solicitation Form 9: Local and MWBE Good Faith Efforts Requirements. Required for certifying and documenting evidence of good faith efforts to utilize local and Disadvantage Business Enterprises on this contract.

10. Solicitation Form 10: Local MWBE Development Documentation: Required for certifying LWMBE firms contracted as a result of good faith efforts to utilize local and Disadvantaged Business Enterprises on this contract. The use of LWMBE firms contacted is encouraged but not required.

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

11. Solicitation Form 11: Form of Business Disclosure Statement and Insurance Coverage Statement: Confirms identify and legal status of Bidder and insurance coverage.

12. Solicitation Form 12: Non-Influence Affidavit: While not every construction contract for the

District is subject to the requirements of O.C.G.A. § 36-91-21, O.C.G.A. § 36-91-21(d) prohibits prospective bidders from attempting to prevent competition for a public works construction project. As the bid amount may determine the applicability of O.C.G.A. § 36-91-21, the District requires O.C.G.A. § 36-91-21(d) compliant affidavits for all construction projects.

13. Solicitation Form 13: Statement of Bidder's Qualifications: Form for providing information regarding Bidder’s qualifications for the project.

14. Solicitation Form 14: Bid Security Form: Sample Bid Bond form showing material terms for a bid bond, if one is required because the bid exceeds $100,000.00.

15. Solicitation Form 15: OPTIONAL: NO BID STATEMENT - Optional form for non-bidders to express interest in future solicitations

Forms 1 through 5, and 8 to 13, must be completed, fully executed and submitted with the BID. BID

Form 14 must be completed if applicable. Failure to submit and execute the required Forms shall result in a status of non-responsive. Form 15 is optional for non-bidders.

C. Attachment C: Sample Contract

D. Attachment D: Drawings

Bid # C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation |

INVITATION TO BID (ITB): #C25-02

Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation

Attachment A

Goods and/or Services Requested, Format of Bids, Evaluation Criteria for Award, and Contract Requirements.

The project specifications listed in this section supersede any contradictory references made in the General Terms and Conditions section of this ITB.

1.0 GENERAL INTENT.

The intent of these specifications is to solicit formal sealed bids from qualified firms to establish a contract, through competitive bidding, to obtain services for the Bid C25-02 Garrison K-8 School Security Vestibule - Doors, Frames, Hardware and Glass Installation. Services/Goods will be provided on a one-time purchase basis. The resulting contract will be used by and administered by the Facilities Department of the Savannah Chatham County Public School System, as assigned by the Savannah Chatham County Public School System (SCCPSS) or its representative as detailed in the specifications in Attachment A.

2.0 SUBMITTALS AND ATTACHMENTS.

Bidder is required to enclose with bid the following forms, certifications, and licenses. Failure to do so may result in your response being deemed as non-responsive.

A. Forms 1 through 5, and 8 through 13.

B. Form 14, if applicable.

C. Certificate of Insurance showing that Bidder can obtain has or can obtain all required insurance coverages and Payment and Performance Bonds in the required amount. (Limits stated in Section on Insurance; Bidder will list the District as an additional named insured and certificate holder).

D. Copy of Current Business License/Tax Certificate/or equivalent.

E. State of Georgia License (As Applicable) F. Completed W-9 Form G. Two (2) copies of bid submittal

For bids to be considered, bidders shall have any and all licenses and permits required by Federal, State, and Local government, and those requested within this bid document.

3.0 DESCRIPTION.

The successful bidder will be required to provide the products and/or services requested herein. This procurement will result in a ONE-TIME contract, substantially similar to the attached Sample Contract. Any deviations from the specifications must be clearly noted by the bidder. Adequate information to allow the District to evaluate all exceptions must be noted in bid response.

4.0 SCOPE OF SERVICES.

Contracting services meeting the requirements of the plans referenced in this solicitation.

5.0 BIDDING DOCUMENTS, PLANS, AND SPECIFICATIONS.

Bidding Documents, including plans and specifications, may be viewed and purchased at www.cdrepro.com. (Click on Login to DFS and register as a new user.) For technical support, please contact Larry Arkwright at Clayton Digital Reprographics, 912-447-0708 or 912-447-5445.