REQUEST FOR PROPOSAL

FOR

OUT-OF-SCHOOL PROGRAM

DOUGHERTY COUNTY SCHOOLS

SOLICITATION ID: 020-PUR-2023

Document Date: October 21, 2022

Logistical Services

Dougherty County School System

601 Flint Ave.

Albany, GA 31701

TABLE OF CONTENTS

CONTRACTUAL INFORMATION

SECTION 1: RFP INTRODUCTION 3

SECTION 2: GENERAL TERMS AND CONDITIONS 4-6

SECTION 3: BIDDER QUALIFICATIONS 6

SECTION 4: STANDARD CONTRACT CONDITIONS 7

SECTION 5: BACKGROUND CHECKS 7-8

SECTION 6: SPECIAL INSTRUCTIONS 8

ATTACHMENTS

ATTACHMENT A –DJEA POLICY AND STATEMENT OF ASSURANCE 9-11

ATTACHMENT B – DEBARMENT FORM 12-13

ATTACHMENT C – VENDOR INFORMATION FORM 14

ATTACHMENT D – VENDOR REFERENCE SHEET 15

ATTACHMENT E – ACKNOWLEDGEMENT 16

ATTACHMENT F – CERTIFICATION OF NON-COLLUSION 17

ATTACHMENT G & H – GA. SECURITY & IMMIGRATION COMPLIANCE 18-19

BID SUBMISSION CHECKLIST 20

PROPOSAL GUIDELINES 21-28

LOGISTICAL SERVICES

601 FLINT AVE.

ALBANY, GA 31702

020-PUR-2023

SECTION 1: RFP INTRODUCTION

The Dougherty County School System (DCSS) is soliciting proposals from qualified Community-Based

Organizations of Dougherty County to assist and support students academically by providing them with academic enrichment activities and a broad array of other activities during non-school hours or periods when school is not in session.

Sealed proposals will be received by the Dougherty County School System at the time and place specified on the invitation at which time they will be publicly opened and read. Neither dating of the proposal form nor placing it in mail by this date will meet requirements. Proposals will be received up to date and time stated. The

Dougherty County School System reserves the right to reject any and all proposals, any part of proposals, and to waive any and all informalities.

The Dougherty County School System, at its discretion and at no fee to the Dougherty County School System, may invite any vendor to appear for questioning during the evaluation of bids for the purpose of clarifying statements in the bid. The Dougherty County School System reserves the right to reject any or all bids; any part or parts of a bid, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or all of the contract in a manner that is in the best interest of the Dougherty County

School System.

ITEM(S): OUT-OF-SCHOL PROGRAM

CONTRACT TYPE: REQUEST FOR PROPOSAL

PERIOD: DECEMBER 19, 2022 – JUNE 30, 2023

Q&A DEADLINE: NOVEMBER 1, 2022 @ 3:00PM

BID OPENING: NOVEMBER 17, 2022 - 2:30 PM

MAIL BIDS TO: Sharonda Thompson, Director of Logistical Services

601 Flint Ave.

Albany, GA 31701

MAILING ENVELOPES SHALL BE PLAINLY MARKED

“020-PUR-2023” WITH DATE AND TIME OF BID OPENING

All questions concerning this Request for Quotations must be submitted via email to

Purchasing@docoschools.org and include the subject line: “020-PUR-2023 Q&A”. Please note the Q&A deadline for this RFP is Tuesday, November 1, 2022 at 3:00pm.

SECTION 2: GENERAL TERMS AND CONDITIONS

1. VENDOR’S ACCESS TO RFP INFORMATION: Vendors are advised to view the DCSS website on a weekly basis for a listing of solicitations. RFPs issued by the DCSS are posted on the DCSS web site at www.docoschools.org and the Georgia Procurement Registry at https://ssl.doas.state.ga.us/PRSapp/.

2. CORRECTION OF MISTAKES: All proposals must be ink or typewritten. No erasures permitted.

Mistakes may be crossed out and correction inserted adjacent. Corrections must be initialed in ink by person signing bid.

3. FACSIMILE OR TELEGRAPHIC OFFERS: An offer shall be submitted on the forms provided. A facsimile, telegraphic, or mailgram offer shall be rejected.

4. SIGNATURE ON PROPOSAL REQUIRED: All proposals must be signed with the firm or corporate name and by a responsible officer.

5. DELIVERY OF PRICE REQUEST: Offers received after the time and date stated on the RFP will be returned, unopened to the appropriate bidder, at bidder’s expense. Post marks or dating of documents will be given no consideration in the case of late submissions. If, however, a deliverer (UPS, Federal Express, US

Air, etc.) can provide documented proof as evidenced by the signature of a school district employee that substantiates the claim the proposal was delivered to the proper place prior to the time and date set for Bid

Opening and, through fault of school district personnel, the proposal did not get to the proper authority, the proposal will be considered. It is the bidder’s responsibility to ensure their proposal is delivered on time and to keep up with tracking information. Do not make any school district personnel the contact for receiving tracking alerts on your mailing.

6. RETURN INSTRUCTIONS: Vendors must use the RFP form(s) without alterations. Vendors should make copies for their records. When applicable, the “Unit Price,” “How Packed,” and “Brand & Code Quoting” lines must be completed for each item. Proposals should be sealed in an envelope with the following on the outside: The school system’s name and address, the submitter’s company name, the RFP number, and the

RFP opening date and time as they appear on the cover sheet of this bid document. This is to assure that the proposal can be accurately registered upon receipt. You may clip and attached the label below.

ATTN:

Sharonda Thompson, Director of Logistical Services

601 Flint Avenue

Albany, GA 31707

Bid:

Out-of-School Program

No. 020-PUR-2023

Due: 11/17/2022 @ 2:30PM http://www.docoschools.org/ http://www.docoschools.org/ https://ssl.doas.state.ga.us/PRSapp/ https://ssl.doas.state.ga.us/PRSapp/

7. UNIT PRICE PREVAILS: Unit price will prevail in case of conflict between unit and total price. All prices to be firm for the period specified in the “Invitation,” unless covered by an escalation clause.

8. INVOICES: All items listed are to be charged to the Dougherty County School System, P. O. Box 3170, Albany, GA 31702. Invoice date to be determined by the date of delivery unless otherwise agreed.

9. PUBLIC OPENING AND CONFIDENTIALITY: Bid openings are open to any bidder or interested member of the public. The information announced will vary with the nature of the procurement, but all accepted bids, at a minimum, will be identified at the time they are due. This is done to reduce the potential for collusion and favoritism and to foster public confidence in our procurement process. Information conveyed during the bid opening is public record at the time of the bid opening. Afterwards, bids and other documents and information pertaining to the RFP, will be publicly available following the award of the contract. No files will be removed from the school district offices. An offeror who wishes to obtain a copy of the RFP tally sheet, should continue to check the DCSS web site for posting. The web address is http://www.docoschools.org.

Bid openings will take place at the following location.

Logistical Services

601 Flint Ave

Albany, GA 31701

The opening can also be viewed via Zoom:

https://zoom.us/j/8995235446 Meeting

ID: 8995235446 Meeting Password:

652309

10. CORRECTNESS OF QUOTATIONS: Quotations shall be verified before submission, as quotations cannot be withdrawn after public opening. No proposal can be corrected after being opened. The Dougherty

County School System will not be responsible for errors or omissions on any Bid or to waive any informality in Bids and to accept or reject any items thereon.

11. DUTY TO EXAMINE: It is the responsibility of each offeror to examine the entire solicitation, seek clarification in writing, and check its offer for accuracy before submitting the offer. Lack of care in preparing an offer shall not be grounds for withdrawing the offer after the offer due date and time nor shall it give rise to any contract claim.

12. ADDENDA: If clarification of the specifications/instructions is required the request shall be made in writing by the Q&A deadline set forth on page 3 of the RFP. The school district will respond to material questions in the form of an addendum. All efforts will be made to provide any required addenda on the DCSS on-line web site located at www.docoschools.org, at least five days prior to RFP opening. However, in some rare cases it may be necessary to issue an addendum as late as the RFP opening date. It is a vendor’s responsibility to monitor the Dougherty County School Purchasing Department web site for addenda to solicitations, to incorporate the necessary actions into their proposal, and to acknowledge in their proposal submission of the receipt of the addenda. DCSS shall bear neither responsibility nor obligation for bidders’ failure to take into account a posted addendum. A proposal submitted without taking into account addenda that have been issued may be rejected as non-responsive.

13. RIGHTS AND REMEDIES: In lieu of canceling the purchase order, the DCSS may levy a charge for each day beyond the required completion date that the successful vendor fails to complete the services. Such http://www.docoschools.org/ http://www.docoschools.org/ https://zoom.us/j/8995235446 https://zoom.us/j/8995235446 charge is not a penalty, rather it is the agreed upon liquidated damages representing the estimated damages that will be incurred by the DCSS as a result of the vendor’s failure to complete the services as required.

Partial completion on a purchase order will not exempt a vendor from this charge. DCSS further has the right, after or in lieu of assessing such charge, to terminate the purchase agreement.

14. MATERIAL SAFETY DATA SHEETS AND TECHNICAL DOCUMENTATION: The successful bidder shall submit copies of MSDS’s on any chemicals that may be utilized to perform the work associated with this RFP. The Dougherty County School System must approve the MSDS’s for each product, prior to its use within the DCSS.

15. DELIVERY PREPAID: It is understood that the bidder agrees to deliver prepaid, to an inside point or points of receipt, all items on which proposals are accepted, as indicated on the proposal form. All costs for delivery, drayage or freight are to be borne by the bidder.

16. AWARDS: A condition of the RFP is the vendor’s agreement to extend all pricing, terms and conditions quoted to any Dougherty County governmental entity.

17. LOCAL PREFERENCE: Definition - Dougherty County supplier shall mean a supplier who, at the date of the purchase or bid for supplies acquired under this policy, and for a period of 90 days or more prior thereto, maintains and has maintained an office and place of business physically located within Dougherty County, Georgia, who has at least two full time employees working at or out of said office and business location, and who holds a current City of Albany or Dougherty County business license. Where purchases are made by obtaining competitive quotations, or by a bidding process, whenever a Dougherty County supplier submits a quotation or a bid that is responsive and is within two percent or $2,500.00, whichever is less, of the lowest responsive bid or quote, the Dougherty County supplier shall be afforded the opportunity to match the bid or quote. Should the Dougherty County supplier agree to match the lowest responsible bid or quote, then the purchase shall be made from the Dougherty County supplier, provided such then the purchase shall be made from the Dougherty County supplier, provided such supplier is otherwise qualified.

SECTION 3: BIDDER QUALIFICATIONS/OBLIGATIONS

1. Before any proposal can be accepted, a bidder must be deemed qualified in the judgment of Dougherty

County School System officials to perform as required herein. A proposal may be rejected if a bidder fails to meet any one of the following qualifications:

a. RELIABILITY: A successful bidder must have a proven (or believable) record of service, particularly with respect to delivering all items on a regularly scheduled basis at favorable prices.

A distributor may be designated as unacceptable if the requirements listed herein have been previously violated and/or poor communications exist between the seller and the Dougherty

County School System.

b. ACCOUNTING PRACTICES: A successful bidder must clearly demonstrate to Dougherty County School System officials his capability to provide accurate, reliable, and timely reports, in terms of invoices, statements, and credits.

c. DEBARMENT DISCLOSURE: If an offeror has been debarred, suspended, or otherwise lawfully prohibited from participating in any public procurement activity, the offeror shall disclose that information in its offer. Failure to do so shall result in rejection of its offer.

SECTION 4: STANDARD CONTRACT CONDITIONS

1. This contract shall be governed in all respects as to validity, construction, capacity, performance, or otherwise by the laws of the State of Georgia.

2. Contractors providing services under this Request for Proposal herewith assure the school system that they are conforming to the provisions of the Civil Rights Acts of 1964, as amended.

3. State Sales and Use Tax Certificate of exemption form will be issued upon request.

4. Deliveries against this contract must be free of excise or transportation taxes except when such a tax is part of a price and Dougherty County School System is not exempt from such levies. Excise tax exemption registration number may be used when required.

5. The contractor agrees to retain all books, records, and other documents relative to this agreement for three (3) years after final payment. The Dougherty County School System, its authorized agents, and/or

State/Federal auditors shall have full access to and the right to examine any of said materials during said period.

6. By his signature on the face of this document, a bidder certifies that his proposal is made without prior understanding agreement, or connection with any corporation, firm, or person submitting a bid for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. The bidder certifies that he understands collusive bidding is a violation of Federal law and can result in fines, prison sentences, and civil damage awards. He further agrees to abide by all conditions of this proposal and certifies that he/she is authorized to sign this proposal for the bidder.

7. Prohibition against conflicts of interest, gratuities, and kickbacks. Any employee or any official of the

Dougherty County School System, elective or appointed, who shall take, receive any rebate, percentage of contract, money or other things of value, as an inducement or intended inducement, in the procurement of business, or the giving of business, for, or to, or from, any person, partnership, firm or corporation offering, bidding for, or in open market seeking to make sales to the Dougherty County School System shall be deemed guilty of a felony and upon conviction such person or persons shall be subject to punishment or a fine in accord with State and/or Federal laws.

SECTION 5: BACKGROUND CHECKS

1. The Board of Education shall require contractor and/or subcontractor who undertakes construction work or otherwise provides services on any Dougherty County School System campus to conduct a criminal background check on all employees who will be performing work on any Dougherty County School

System campus. The background checks shall be reviewed by the Dougherty County Chief of Police, who shall have authority of refusal to allow any employee of any contractor to be on any campus of the

Dougherty County School System until such time as the Superintendent or the Board acts.

2. No employee whose background check reveals conviction or pending charges for any of the following offenses at any time shall be allowed on any campus of the Dougherty County School System for any reason unless a waiver is obtained from the Board of Education Safety and Security Committee who will review such waivers on a case-by-case basis. The waivers must be filed within ten (10) days of any refusal to be allowed on campus.

3. Murder, Felony Murder, Voluntary or involuntary Manslaughter, Kidnapping, Cruelty to Children in the

1st Degree, Rape, aggravated Sodomy, Child Molestation or Aggravated Sexual Battery, Armed

Robbery, Robbery by Force, Theft By Snatching or Theft by Intimidation, Bestiality, Necrophilia, Prostitution, Keeping a Place of Prostitution, Pimping, or Pandering, Statutory Rape, Arson, Aggravated

Assault, Aggravated Battery.

4. In all other cases, the Chief of Police of the Dougherty County School System upon consultation with

Superintendent shall have discretionary authority to prohibit an employee from being on any Dougherty

County School System campus based on conviction(s) for offenses not listed above. Each matter shall be reviewed on a case-by-case basis.

5. Should any employee of a contractor or subcontractor who is currently engaged in construction work or providing any other service on a Dougherty County School campus be arrested for any of the above referenced charges he/she shall be suspended from working on any campus of the Dougherty County

School System. He or she shall only be permitted to return to work on a Dougherty County School

System campus if such charges are dismissed or result in an acquittal.

6. A copy of this policy should be provided to each contractor and subcontractor upon award of contract.

Failure to comply may result in contract termination, ineligibility to bid on future contracts, and any other legal action the Board deems appropriate.

SECTION 7: SPECIAL INSTRUCTIONS

1. PROPOSAL COPIES: Bidder must supply one (1) original and two (2) copies when submitting.

2. PRESENTATION OF PROPOSAL: Failure to comply with presentation requirements may result in disqualification. All proposals must be submitted in pronged presentation folders, not glued, stitched, or spiraled, etc. Proposals must be neatly presented and organized in tabs as follows:

Tab 1 – Budget Narrative & Summary

Tab 2 –Needs assessment

Tab 3 – Program Plan and Implementation

Tab 4 – Evaluation

Tab 5 – Record of Past Performance

Tab 6 – RFP Attachments

THE FOLLOWING ITEMS MUST BE SIGNED AND RETURNED ALONG WITH YOUR

PROPOSAL:

Page 9 “STATEMENT OF ASSURANCE”

Page 12 “DEBARMENT FORM” Page 14 “VENDOR INFORMATION FORM”

Page 15 “VENDOR REFERENCE SHEET” Page 16 “ACKNOWLEDGEMENT”

Page 17 “CERTIFICATION OF NON-COLLUSION”

Page 18 “GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT FOR CONTRACTORS” Page 19 “GEORGIA SECURITY & IMMIGRATION COMPLIANCE ACT FOR SUB-CONTRACTORS”

FAILURE TO COMPLETE, SIGN, AND/OR SUBMIT THESE DOCUMENTS MAY RESULT IN THE

DISQUALIFICATION OF YOUR PROPOSAL.

DJEA POLICY AND STATEMENT OF ASSURANCE

DOUGHERTY COUNTY SCHOOL SYSTEM

LOGISTICAL SERVICES

601 FLINT AVE.

P. O. BOX 3170 ALBANY, GA 31702-3470 (229) 431-1270

TO: Bidders

FROM: Sharonda Thompson, Director of Logistical Services

SUBJECT: Attached “DJEA POLICY” and “STATEMENT OF ASSURANCE”

The Dougherty County Board of Education has adopted a policy of Equal Opportunity for

Competitively Bid Purchases, including Construction.

Attached is a copy of this DJEA Policy.

Prior to award of any bid, vendors/contractors MUST provide assurance that their business will be conducted in accordance with this nondiscrimination policy.

Attached is a “Statement of Assurance” form, which MUST be signed and returned with your Bid.

Please note: FAILURE TO RETURN THE COMPLETED “STATEMENT OF ASSURANCE” MAY

CONSTITUTE REJECTION OF YOUR BID.

If you have questions regarding this requirement, please contact me at 229-431-1270.

EQUAL OPPORTUNITY FOR COMPETITIVELY BID PURCHASES, INCLUDING

CONSTRUCTION

1. It shall be the policy of the Dougherty County Board of Education to promote and insure equal opportunity for all persons, without regard to race, color, religion, sex, handicap, or national origin, employed by or seeking employment with vendors and/or contractors doing business with the Board. As a condition of doing business with the Board, each vendor and/or contractor shall furnish assurance that its business will be operated in accordance with the policy attached hereto and identified as a Competitively Bid Contracts, Policy DJEA.

2. The following equal opportunity clause shall be deemed incorporated into every contract and agreement between the Board and any of its vendors and/or contractors:

The vendor/contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, handicap, or national origin. The vendor/ contractor shall take appropriate action to ensure that applicants are employed and that employees are treated during employment without regard to race, color, religion, sex, handicap, or national origin. Such action shall include, but shall not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation, and training.

In the event of the vendor/contractors noncompliance with the nondiscrimination policy of the Board, any contract or purchase order may be canceled, terminated, or suspended, in whole or in part, and the vendor/contractor may be declared ineligible to transact further business with the Board.

3. All vendors and persons desiring to transact business with the Board are to provide assurance that their business will be conducted in accordance with this nondiscrimination policy and that such vendors and/or contractors agree to and shall abide by the equal opportunity clause set forth in this policy.

4. It is the further policy of the Board to insure equal opportunity for minority/women owned businesses and minority/women professionals with regard to all work, services, and supplies purchased by the Board and all construction projects undertaken by the Board which are competitively bid by the Board.

AMENDED:

DOUGHERTY COUNTY BOARD OF EDUCATION

ATTACHMENT A

DOUGHERTY COUNTY SCHOOL SYSTEM

COMPETITIVELY BID CONTRACTS

POLICY DJEA

STATEMENT OF ASSURANCE

The undersigned Vendor/Contractor provides this Statement of Assurance to the Dougherty

County School System wherein the undersigned acknowledges receipt and awareness of the above-captioned policy and agrees to observe and be bound by all applicable provisions contained therein.

The undersigned submits this Statement of Assurance understanding that a failure to submit said

Statement of Assurance may constitute a basis for rejecting the undersigned bid.

This ____ day of _____________________, 202__.

VENDOR/CONTRACTOR

(Print Name)

(Signature)

(Company Name)

Return with Proposal

ATTACHMENT B

Certification regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion –

Lower Tier Covered Transactions

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7CFR Part 3017, Section 3017-510. Participants’ Responsibilities.

The regulations were published as Part IV of the January 30, 1989, Federal Register (pages

4722-1733). Copies of the regulations may be obtained by contacting the Department of

Agriculture agency with which this transaction originated.

(BEFORE COMPLETING CERTIFICATION, PLEASE READ INSTRUCTION ON NEXT PAGE)

1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any

Federal department or agency.

2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

(Organization Name) PR/Award # or Project Name

Name(s) and Title(s) or Authorized Representatives

Signature(s) Date

Form AD-100-18(1/92)

Instructions for Certification

1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out on the reverse side in accordance with these instructions.

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

3. The prospective lower tier participant shall provide immediately written notice to the person to whom this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

4. The terms “covered transaction”, “debarred”, “suspended”, “ineligible”, “lower tier covered transaction”, “participant”, “person”, “primary covered transaction”, “principal”, “proposal”, and “voluntarily excluded”, as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations.

5. The prospective lower tier participant agrees by submitting this form that should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.

6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled “Certification Regarding Document, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier

Covered Transactions”, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to check the Non-Procurement List.

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

Form AD-10-18(1/92)

ATTACHMENT C

DOUGHERTY COUNTY SCHOOL SYSTEM VENDOR INFORMATION FORM

Mailing Address (Please type or print. Complete all items)

Business Name: _____________________________________________________________

Address: ___________________________________________________________________

City, State, Zip: ______________________________________________________________

Phone: ___________________ Fax: ___________________ Email: __________________

Remittance Address (if different)

Business Name: _____________________________________________________________

Address: ___________________________________________________________________

City, State, Zip: ______________________________________________________________

Phone: ___________________ Fax: ___________________ Email: __________________

Other Vendor Information

Federal Business ID: __________________________ and DUNS Number # ________________

Certification

Under penalty of perjury, I certify that:

1. The information stated in this application is factual and true, and

2. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and

3. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding.

Certification Instructions: You must cross out Item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, Item 3 does not apply. For mortgage interest paid, the acquisition or abandonment of secured property, contributions to an individual retirement account (IRA), and generally payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

(Representative’s Signature) Date

Please type or print representative’s name

ATTACHMENT D

DOUGHERTY COUNTY SCHOOL SYSTEM REFERENCE SHEET

(Please list businesses to whom you’ve provide similar services.)

Company and Contact Person: ___________________________________________________

Address: _________________________________________________________________

City, State and Zip: ________________________________________________________

Telephone: ________________Fax: _______________ E-Mail______________________

ATTACHMENT E

ACKNOWLEDGEMENT

I (WE) PROPOSE TO FURNISH AND DELIVER THE ITEMS AS LISTED IN THE PROPOSAL FORM

ACCORDING TO YOUR SPECIFICATIONS AND QUANTITIES AT THE INDICATED PRICES.

THIS PROPOSAL FORM CONSISTS OF INVITATION, GENERAL AND SPECIAL INSTRUCTIONS,

AND SPECIFICATIONS. WE UNDERSTAND THAT A COMPANY OFFICER’S SIGNATURE IS

REQUIRED AND, UNLESS THIS HAS BEEN DONE, OUR “REQUEST FOR PROPOSAL” MAY BE

CONSIDERED INCOMPLETE AND REJECTED THEREFORE.

I (WE), THE UNDERSIGNED, DO HEREBY UNDERSTAND AND ACCEPT THE INSTRUCTIONS

AND CONDITIONS UNDER WHICH THIS QUOTATION IS BEING SUBMITTED.

NAME OF COMPANY:

(COMPANY FEDERAL ID NUMBER) (E-MAIL ADDRESS)

(STREET ADDRESS) (CITY AND STATE) (ZIP)

PHONE: ( ) , FAX:

This acknowledgment must be properly signed and firmly attached to your bid. The acknowledgment becomes a part of your Bid and without it your Bid is not complete and will be subject to rejection.

Bidder acknowledges addendum(s): No 1___, No 2___, No 3___ (If Applicable) Bid No. _________

IF NOT BIDDING, PLEASE COMPLETE ABOVE, CHECK APPLICBLE BOX BELOW AND RETURN THIS

PAGE ONLY: (Please indicate No Bid with Bid Number on outside of envelope.)

VENDORS WHO DO NOT RESPOND IN ANY WAY (BY EITHER SUBMITTING A BID OR BY

RETURNING THE FORM BELOW) OVER A PERIOD OF ONE YEAR WILL BE REMOVED FROM THE

CURRENT LIST.

(A) NO BID – Unable to bid at this time. Would like to receive future bids.

(B) NO BID – Remove from this product/service category.

(C) NO BID – Remove from Bidder’s List.

BY: ______________________________________ __________________________

(Officer’s Printed Name) (Title)

(Signature) (Date)

ATTACHMENT F

CERTIFICATION OF NON-COLLUSION

I certify that this Bid/Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid/Proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud per the requirements of OCGA

50-5-67 (e).

I certify that this Bid/Proposal is made without prior understanding, agreement, or connection with any member of the government agency letting this public works contract and is in all respects fair and without collusion or fraud per the requirements of OCGA 36-91-21 (f).

I further certify that the provisions of the Official Code of Georgia Annotated 45-10-20 et. seq.

have not and will not be violated in any respect.

I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this Bid/Proposal, and certify that I am authorized to sign this Bid/Proposal for the Bidder/Offeror.

The Bidder being sworn disposes and says, its agents, officers, or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this bid.

Company Name: _______________________________________________________________

Address: ______________________________________________________________________

City: _______________________________ State: _________________ ZIP: ______________

Name: Title: ___________________________

Signature: Date: __________________________

Notary Public: _____________________________

________________________________________ (County), _______________________ (State)

(Apply Seal Here)

My Commission Expires: ____________________

Subscribed and Sworn Before Me On This _____ Day of ________________________, 20____.

ATTACHMENT G

CONTRACTOR AFFIDAVIT AND AGREEMENT GEORGIA SECURITY AND

IMMIGRATION COMPLIANCE ACT

COMES NOW before me, the undersigned officer duly authorized to administer oaths, the undersigned

Contractor, who, after being duly sworn, states as follows:

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. § 13-10-91 and Georgia Department of Labor Rule 300-10-1 et al, stating affirmatively that the individual, firm, or corporation which is contracting with the Dougherty County Board of Education; Albany, Georgia, has registered with and is participating in a federal work authorization program [i.e., any of the electronic verification of work authorization programs operated by the United States Department of Homeland

Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02].

The undersigned Contractor further agrees that, should it employ or contract with any Sub-Contractor(s) in connection with the physical performance of services pursuant to the contract with the Dougherty County

Board of Education; Albany, Georgia, of which this affidavit is a part, the undersigned Contractor will secure from such Sub-Contractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 and

Georgia Department of Labor Rule 300-10-1-.02 through the Sub-Contractor's execution of the

SubContractor Affidavit required by Georgia Department of Labor Rule 300-10-1-.08, or a substantially similar Sub-Contractor Affidavit.

The undersigned Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Dougherty County Board of Education; Albany, Georgia at the time the

Sub-Contractor(s) is retained to perform such service.

EEV / Basic Pilot Program* User Identification Number: ______________________________________

Company Name: ______________________________________________________________________

Address: _____________________________________________________________________________

City: _____________________________ State: _____________________ ZIP: ____________________

Name: ____________________________________ Title: __________________________________

Signature: _________________________________ Date: __________________________________

Notary Public: _________________________, _______________________ (County), _____ (State).

This_______ Day of ___________________, 20___. My Commission Expires: ___________________

* As of the effective date of O.C.G.A. § 13-10-91, the applicable federal work authorization program is the "EEV / Basic Pilot Program" operated by the U.S. Citizenship and Immigration Services Bureau of the

U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

ATTACHMENT H

SUB-CONTRACTOR AFFIDAVIT GEORGIA SECURITY AND IMMIGRATION

COMPLIANCE ACT

COMES NOW before me, the undersigned officer duly authorized to administer oaths, the undersigned

Sub-Contractor, who, after being duly sworn, states as follows:

By executing this affidavit, the undersigned Sub-Contractor verifies its compliance with O.C.G.A. § 1310-

91 and Georgia Department of Labor Rule 300-10-1 et al, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services under a Contract with

___________________________________________________, Contractor, on behalf of the Dougherty

County Board of Education; Albany, Georgia, has registered with and is participating in a federal work authorization program [i.e., any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. § 13-10-91 and Georgia

Department of Labor Rule 300-10-1-.02].

EEV / Basic Pilot Program* User Identification Number: ______________________________________

Company Name: ______________________________________________________________________

Address: _____________________________________________________________________________

City: _____________________________ State: _____________________ ZIP: ____________________

Name: ______________________________________ Title: ________________________________

Signature: ___________________________________ Date: ________________________________

Notary Public: ____________________________, _______________________ (County), _____ (State).

This_______ Day of _________________, 20___. My Commission Expires: ________________

* As of the effective date of O.C.G.A. § 13-10-91, the applicable federal work authorization program is the

"EEV / Basic Pilot Program" operated by the U.S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

BID SUBMISSION CHECKLIST

Please place your initials by each number before submitting your bid. Failure to submit complete bid may result in disqualification.

____ 1. One (1) original and two (2) copies of complete proposal.

____ 2. DJEA Policy Form completed (page 11)

____ 3. Debarment Form completed (page 12)

____ 4. Vendor Information Form completed (page 14)

____ 5. Reference Sheet completed (page 15)

____ 6. Acknowledgement Form completed (page 16)

____ 7. Certification of Non-Collusion (page 17)

____ 8. Georgia Security & Immigration Compliance Act (pages 18-19)

____ 9. Bid Submission Checklist (page 20)

____ 10. Proposal

Signature Date

Proposal Guidelines

I. Overview of Services

The Dougherty County School System requests proposals for a qualified Community

Based Organization of Dougherty County to assist and support students academically by providing them with academic enrichment activities and a broad array of other activities during non-school hours or periods when school is not in session. The initial period for this contractual arrangement will be for one year, beginning December 1, 2022 with two additional option years potentially extending the contract through July 30, 2025. Contract award will not be based upon lowest bid but will be made upon best perceived value to the school district, students and families utilizing the program. The program’s objectives are:

II. Objective 1

Provide opportunities for academic enrichment, including providing tutorial services to help students, particularly students who attend low-performing schools, to meet the challenging State academic standards;

III. Objective 2

Offer students a broad array of additional services, programs, and activities, such as youth development activities, service learning, nutrition and health education, drug and violence prevention programs, counseling programs, arts, music, physical fitness and wellness programs, technology education programs, financial literacy programs, environmental literacy programs, mathematics, science, career and technical programs, internship or apprenticeship programs, and other ties to an in-demand industry sector or occupation for high school students that are designed to reinforce and complement the regular academic program of participating students; and

IV. Objective 3

Offer families of students served by community learning centers opportunities for active and meaningful engagement in their children’s education, including opportunities for literacy and related educational development.

V. Background

The Extended Day Program is currently available for all children enrolled in prekindergarten through eighth grade in the Dougherty County School System. EDP's activities, moderate cost, and quality supervision appeal to many working parents because it provides opportunities for children to use out-of-school time in a positive way.

VII. Program Requirements

The following are the minimum requirements:

1. The out-of-school program will provide a structured activity time.

2. The out-of-school program will provide numerous opportunities for students to increase their level of understanding of academic-based concepts and recreational activities in order to develop academic, personal and social skills, including:

a. Homework help and mentoring

b. Literacy programs and projects such as storytelling, drama and writing

c. Integrate arts, including arts and crafts, music and movement

d. Sports and recreational activities

e. Games and activities that are fun and challenging

f. Offer engaging and interesting learning workshops

g. Educational field trips

h. Community services activities

3. Safety is a primary requirement of the out-of-school program.

4. The staff should be qualified and alert in their supervision.

5. According to the 504 regulations dealing with school involvement in programs, the program must be able to meet the needs of students with disabilities.

6. The program should have professional and trained staff that interacts and engages with children.

7. The program should maintain a cooperative and supportive attitude and a structured environment.

8. The program must maintain regular communication with parents to involve them in their children’s out-of-school learning through newsletters, reports, and informal conversations with parents as they pick up their children.

9. The program will run from the end of the school day until no earlier than 6:00 PM.

10. Staff ratio per student must follow DCSS board policy.

1. Budget Narrative Summary

Provide a brief and concise narrative on the following:

a. How the items within the budget support the goals of the program;

b. How the requested funds were allocated for accomplishing tasks and activities described in the RFP;

c. How the major costs indicated on the Budget Summary are reasonable and necessary in relation to the number of participants to be served, to the scope of the project, and its anticipated outcomes;

d. How the DCSS funds will supplement and not supplant other federal, state, and local funds, and other non-federal funds; and

e. How the positions and salaries are reasonable and necessary, consistent with the demographic area, and adhere to the applicant agency’s policies and procedures on salary determination.

f. If the applicant plans to implement a program income system, provide a detailed description of the program income system that will be implemented including purpose and costs.

2. Needs Assessment - 20 Points Total

A needs assessment provides a comprehensive description of the community and school(s) to be served based on data: poverty rates in the communities to be served, educational levels for the identified students and their families; • Georgia Milestones Assessment data, End of Course and End of Grade scores, College and Career Ready Performance Index report and data; • School Improvement Plans, Grade retention data,school truancy rate, short-term suspension/discipline rates, long-term suspensions or expulsion data, attendance data, survey results, including parent feedback, that support program needs, and other demographic data.

In summary, the needs assessment should identify the need for the proposed program. The goals, objectives, and services described in the proposal should be closely tied to the needs of the community to serve.

2.1 Specific Needs - 14 Points

Provide detailed and concrete data citing the specific academic achievement (reading, math, science, etc.) and support service gaps that the needs assessment process identified for the students and the community being targeted for services during the term of the award.

Applicants must specifically identify the student target population (i.e., schools served, grade levels, number of students, academic or behavioral criteria) and clearly define the agreed upon academic, social, emotional, cultural, and physical needs placing them at risk and producing the gaps in achievement. Applicants are encouraged to utilize data tables in this section to clearly convey the need for the proposed grant services. Applicants must cite data sources when identifying specific deficiencies and needs. In addition to the narrative, applicants must complete the Schools Served Chart.

2.2 Program Focus - 6 Points

Provide specific information outlining the focus of the program as defined by the results of the needs assessment process. The information must demonstrate a clear and concise rationale as to why the proposed program focus is appropriate for the target population and community and how it will address the identified needs gathered in the data collection and analysis process.

3. Program Plan and Implementation - 45 Points Total

3.1 Program Plan - 20 Points

As part of the proposed program plan, applicants must provide data and evidence of their previous success (e.g., positive student academic and related activity growth) in operating out-of-school programs targeting similar youth populations to be served. If the applicant has not operated out-of-school programs in the past, the applicant must provide evidence that otherwise demonstrates experience or the promise of success in providing educational and related activities that will complement and enhance the academic performance, achievement, assessment, program monitoring, and positive youth development of the students.

The applicant must provide a narrative with a complete plan explaining how the program will operate, will address the needs identified in the needs assessment process, and align activities with the Georgia Standards of Excellence. The plan should also provide a clear, concise description of how the program activities are expected to improve student academic achievement and overall student success as well as family engagement, including any connections with the school/district improvement plans. The applicant must include how the program will offer virtual/digital learning in the event of school closures and the preferred method of delivery (i.e., Zoom, Teams, Google Classroom, etc.) The plan must also include how you will ensure cybersecurity and student privacy.

The program plan must also address how the program will increase family’s support for student’s learning and ensure family members of participating students will be actively engaged in their children’s education. Describe the services that will be designed to provide adult family members with the tools necessary to support their student’s academic achievement goals, including opportunities for literacy and related educational development for the families of the children served by the program. To build partnerships with the families they serve, programs should provide activities and services that are linked to student learning, relational, collaborative, and interactive. As part of the program plan, the applicant should continue with a complete plan that utilizes specific goals, objectives, activities, and a timeframe.

Applicants must define at least one goal that addresses each of the following categories –

Student Academic Achievement, Youth Development, and Family Engagement.

Applicants must have a minimum of 3 total goals and at least 2 objectives per goal. All objectives must be measurable (include measurement instruments), performance based (or participation for one Family Engagement objective), challenging, and able to be assessed throughout the program year (formative assessment). Applicants must provide examples illustrating how identified strategies align with the Georgia Standards of Excellence and are research-based and proven effective.

Program goals should be realistic and directly aligned with the needs or gaps identified in the prior section. Goals must be numbered (i.e., “1,” “2,” “3,”). Programs must define at least one goal that addresses each of the following categories – Student Academic

Achievement, Youth Development and Family Engagement. Measurable Objectives &

Measurement Tools (Specific Outcomes): For each goal, the applicant must include specific objectives with accompanying performance measures that are quantitative and challenging, yet achievable (e.g., “80% of regularly participating students (i.e. students who attend at least 40% of operational days-30 days or more) will show improvement in reading comprehension abilities, as demonstrated by measures of significant growth on standardized testing (annual), short-cycle assessments, and report card grades.”). Each objective must be performance based and must be able to be continuously measured throughout the year.

Objectives must be numbered…