Bid Invitation _ Requirements.pdf

B-2703BM On Demand Network Cabling Services

Invitation & Requirements

Gwinnett County Public Schools (GCPS) is soliciting competitive sealed bids from qualified suppliers for On Demand Network Cabling Services. GCPS is the largest school system in Georgia with over 140 schools and enrollment of over 182,000 students.

Communication Individuals, firms, and businesses seeking an award of a Gwinnett County Public Schools contract may not initiate or continue any verbal or written communications regarding a solicitation. Bid submissions will be received digitally until September 16, 2026 at 9:00 AM EST, through Euna Procurement (formerly Bonfire) located at https://gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org. A list of submitting firms will be available the following business day on our website.

All communications concerning the Bid must be submitted in writing to the Gwinnett County Public School’s Purchasing Department via Euna Procurement under the “Message Center” section of the bid. No response other than written communication by the Purchasing Department will be binding upon Gwinnett County Public Schools. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm, or business may be disqualified from consideration for award. The Purchasing Department, in its discretion, may call upon user departments for clarification in their area of expertise. All questions or commentary must be received in Euna Procurement under the “Message Center” section no later than September 9, 2026 at 9:00 AM EST to allow for appropriate and timely responses.

Term The term of this contract is effective October 21, 2026 or upon award, through October 20, 2027. GCPS reserves the right to renew this contract for a maximum of four (4) additional one-year periods for a total potential term length of five (5) years with the approval of the Gwinnett County Board of Education. Renewals will be approved in one-year increments. Pursuant to O.C.G.A. Section 50-5-64, this contract shall not be deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

Award will be made to the supplier(s) submitting the lowest responsive and responsible bid. GCPS reserves the right to reject any or all bids to waive technicalities, and to make an award deemed in its best interest.

Bids may be split or awarded in entirety. GCPS reserves the option to negotiate terms, conditions, and pricing with the lowest responsive, responsible bidder(s) at its discretion. All companies submitting a bid will be notified in writing of award.

Approximate Quantities This is a demand usage contract. Anticipated annual quantities are estimated for bid purposes only and not to be construed as a commitment to order a specific quantity. Items will be ordered as needed.

Award This is an On-Demand contract in which services will be requested as needed. Award shall be made to all suppliers that satisfy the bid requirements. This solicitation is issued on an on-demand basis, and services shall be utilized solely at the discretion of the department as needs arise. Award of this contract does not guarantee utilization of any awarded supplier.

Cost It is GCPS’s expectation that your firm submits its best pricing at the time of the solicitation. The District understands that external factors may impact your firm’s ability to hold pricing for the term of the contract. GCPS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace, or acts of God. This option will only be exercised if it is deemed in the District's best interest.

o The supplier may request an adjustment in the unit prices/total cost in the event of a cost escalation of the unit price/total cost if such items/materials are subject to circumstances in the economy, marketplace, or http://www.gcpsk12.org/Page/24587 acts of God or materially impacted by a tariff that arises after the supplier’s response was submitted to GCPS. The existence and timing of such unit prices/total cost escalation must be fully documented by the supplier and shall be subject to the following conditions:

o The supplier must provide written notice to GCPS of any anticipated cost escalation within ten (10) days of becoming aware of such escalation;

o The supplier must submit detailed documentation, including supplier quotes or other evidence reasonably acceptable to GCPS, to substantiate the increased costs;

o GCPS shall have the right to verify the cost escalation through independent means;

o Any adjustment to unit prices/total cost shall be limited to the actual increase in costs incurred by the supplier and shall not include any additional overhead, profit or fee; and o The supplier shall undertake all reasonable efforts to mitigate the impact of price/cost escalations, including, without limitation, seeking and/or proposing alternative suppliers or materials where feasible and ordering materials in advance.

o In such case, GCPS and the supplier shall negotiate in good faith to agree on the appropriate adjustment to the unit prices/total cost. If after execution of the price/cost Amendment a tariff or other market condition is subsequently reduced or removed or prices of impacted materials are reduced, supplier must provide written notice to GCPS within ten (10) days of supplier becoming aware of such removal or reduction. GCPS and the supplier shall then negotiate in good faith to agree on the appropriate reduction to the prices/cost, which shall be formalized through a revised award letter in accordance with the terms of the Agreement.

Addenda & Opening of Proposals/Bids It is the ultimate responsibility of the supplier to ensure that they have all applicable addenda prior to submitting a response. Addenda will be posted on Euna Procurement: www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

The opening of solicitations will be conducted electronically through Euna Procurement. Only the names of the submitting companies will be made publicly available by the close of business the following business day. To view the list of respondents, suppliers must log into Euna Procurement located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.

Bid Requirements

Scope of Work Service providers are advised that the selection process will include an evaluation of many variables in addition to the hourly rate for the requested service(s) in order to make the appropriate service provider(s) selections.

Gwinnett County Public Schools (GCPS) may contract with more than one service provider, or as deemed to be in the best interest of the district, for the term specified in the solicitation. Each service provider is cautioned that any contract resulting from a response to this solicitation shall be of a non-exclusive nature. GCPS makes no guarantees with respect to the amount or volume of business billed under any resulting contract.

GCPS reserves the right to act in its own best interest during the selection process and to waive any and all technicalities either expressed or implied or as stated in other sections of this solicitation. GCPS desires to select service providers that have not only submitted competitive rates but also have agreed to adhere to all requirements specified herein.

NOTE: Gwinnett County Public Schools requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract may be sufficient cause for Gwinnett County Public Schools to declare bid non-responsive.

http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities http://www.gwinnett.bonfirehub.com/ https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities

Intent GCPS reserves the right to award to one or more service provider. After the award is made, work will be assigned based on approach, experience, and cost. Additional projects outside of the two (2) listed within this solicitation will be quoted individually, at the current market rates and will be awarded based on approach, experience, and cost.

GCPS is seeking a network cabling service providers to work on a variety of “as needed” projects.

The selected service provider(s) will be expected to perform all necessary services related to the requirements associated with any selected GCPS identified project. Any/all selected projects will be identified by GCPS Information Technology divisions.

The selected service provider(s), in carrying out the above, will be expected to cooperate fully with the GCPS Information Technology departments and any other identified GCPS agencies to determine all aspects of any identified system projects and for initiating and completing those projects.

It is GCPS’s intent, when possible, to obtain 3 quotes to determine the best fit and overall success of the project.

Successful service provider(s) will be expected to sign a Statement of Work (SOW) for professional services developed by Gwinnett County Public Schools. If execution of this contract with the selected service provider is unsuccessful, GCPS will negotiate with the second ranked service provider and so on until satisfactory agreement has been reached.

Successful service provider(s) are required within 24 hours of having a Contractor onsite at any GCPS location to provide the following:

• Certificate of Insurance as specified in solicitation document

• Properly executed Statement of Work; and

• Completed E-Verify forms

Failure to provide the above documents within the specified time allotted, may be just cause for the annulment of award.

Requirements Applicable requirements of General Requirements/Provisions shall be considered a part of this section and shall have the same force as if printed herein in full. In addition, all information related to communications infrastructure that is documented in the architectural, structural, mechanical, and electrical drawings/documents shall be included as part of the Communications documents.

QUALITY ASSURANCE

Specifications, Standards, and Codes: All work shall be in accordance with the following:

1. The 2011 edition of the National Electrical Code (NFPA 70)

2. American National Standards Institute (ANSI)

3. National Electrical Manufacturers Association (NEMA)

4. Telecommunications Industries Association (TIA)

5. Electronic Industries Association (EIA)

6. Institute of Electrical & Electronics Engineers (IEEE)

7. Underwriters Laboratories (UL)

8. American Standards Association (ASA)

9. Federal Communications Commission (FCC)

10. Occupational Safety and Health Administration (OSHA)

11. American Society of Testing Material (ASTM)

12. Americans with Disabilities Act (ADA)

13. Local city and county ordinances governing electrical work

14. In the event of conflicts, more stringent provisions shall apply.

SCOPE

A. The work to be done under this section of the Specifications shall include furnishing labor, material, equipment, and tools required for the complete installation of the work indicated on the Drawings or as specified herein.

B. All materials, obviously a part of the Communications Infrastructure and necessary to its proper operation, but not specifically mentioned or shown on the Drawings, shall be furnished and installed without additional charge.

C. The Drawings and Specifications are complementary to each other and what is called for by one shall be as binding as if called for by both. If a discrepancy exists between the Drawing and Specifications, the higher cost shall be included, and the engineer shall be notified of the discrepancy.

WORK INCLUDED

The Communications Infrastructure installed and work performed under this Division of the Specifications shall include but not necessarily be limited to the following:

A. Voice/Data Cabling Infrastructure

B. Communications conduits, raceways, cable tray, racks, cabinets, and equipment mounting boards

C. Grounding and Bonding

DEFINITIONS

A. Terms: The following definitions of terms supplement those of the General Requirements and are applicable to Division 27 - Communications:

B. Provide: As used herein shall mean “furnish, install and test (if applicable) complete.”

C. Infrastructure: As used herein shall mean cable, conduit, raceway, cable tray, or j-hooks with all required boxes, fittings, connectors, and accessories; completely installed.

D. Work: As used herein shall be understood to mean the materials completely installed, including the labor involved.

E. Owner: GCPS/IMT

F. Project Manager: John Matthey and Byron Campbell

DRAWINGS

A. Drawings are generally diagrammatic and show the arrangement and location of pathways, outlets, support structures, and equipment. The Contractor shall carefully investigate the structural and finish conditions affecting his work and arrange his work accordingly. Should conditions on the job make it necessary to make adjustments to pathways or materials, the Contractor shall so advise the Engineer and secure approval before proceeding with such work.

B. Where exact locations are required by equipment for stubbing-up and terminating conduit concealed in floor slabs, the Contractor shall request shop drawings, equipment location drawings, foundation drawings, and any other data required by him to locate the concealed conduit before the floor slab is poured.

C. Materials, equipment, or labor not indicated but which can be reasonably inferred to be necessary for a complete installation shall be provided. Drawings and Specifications do not undertake to indicate every item of material, equipment, or labor required to produce a complete and properly operating installation.

D. The right is reserved to make reasonable changes in locations of equipment indicated on drawings prior to rough-in without an increase in contract cost.

E. The Contractor shall not reduce the size or number of conduit runs indicated on the drawings without the written approval of the Engineer.

F. Any work installed contrary to Contract Drawings shall be subject to change as directed by the

Engineer, and no extra compensation will be allowed for making these changes.

G. The location of equipment, support structures, outlets, and similar devices are shown on the Drawings are approximate only. Do not scale Drawings. Obtain layout dimensions for equipment from Architectural plans unless indicated on Communications plans.

H. Schematic diagrams shown on the Drawings indicate the required functions only. The technology of a particular manufacturer may be used to accomplish the functions indicated without exact adherence to the schematic Drawings shown. Additional labor and materials required for such deviations shall be furnished at the Contractor's expense.

I. Verify the ceiling type, ceiling suspension systems, and clearance above hung ceilings prior to ordering cabling and associated hardware. Notify the Engineer of any discrepancies.

J. Portions of these Drawings and Specifications are abbreviated and may include incomplete sentences. Omissions of words or phrases such as “the Contractor shall,” “shall be,” “as indicated on the Drawings,” “In accordance with,” “a,” “the” and “all are intended” shall be supplied by inference.

SUBMITTALS

A. Submit for approval, details of all materials, equipment, and systems to be furnished. Work shall not proceed without the Owner and/or the Project Manager's approval of the submitted items.

Three (3) copies of the following shall be submitted:

1. Submittals for individual systems and equipment assemblies that consist of more than one item or component shall be made for the system or assembly as a whole. Partial submittals will not be considered, reviewed, or stored, and such submittals will not be returned except at the request and expense of the Contractor.

2. Contractor shall generate shop drawings. Modify reviewed and accepted shop drawings to include revisions based upon completion of work. Submit shop drawings with record drawings on hard copy.

3. Shop drawings shall include equipment racks, patch panels, termination blocks, connection details, rack mounting details, and any other details not included in the construction drawings.

B. Any materials and equipment listed that are not in accordance with Specification requirements may be rejected.

C. The approval of material, equipment, systems, and shop drawings is a general approval subject to the Drawings, Specifications, and verification of all measurements at the job. Approval does not relieve the Contractor from the responsibility of shop drawing errors. The Contractor shall carefully check and correct all shop drawings prior to submission for approval.

QUALITY ASSURANCE

A. Equipment and materials required for installation under these Specifications shall be the current model and new (less than one [1] year from the date of manufacture), unused, and without blemish or defect.

B. Equipment shall bear labels attesting to Underwriters Laboratories, where subject to label service.

Manufacturers of equipment and materials pertinent to these items shall have been engaged in the manufacture of said equipment for a minimum of three (3) years and, if so, directed by the Owner, be able to furnish proof of their ability by submitting affidavits and descriptive data about their product including size and magnitude comparable to requirements specified herein.

CONTRACTOR QUALIFICATIONS

A. The Contractor shall have total responsibility for the coordination and installation of the work shown and described in the Drawings and Specifications. The Contractor shall be a Full-Service Communications contractor specializing in the design, fabrication, and installation of integrated communications systems and power distribution systems.

B. Communications Systems specified shall be installed under the direction of a qualified Contractor, no subcontracting is allowed. Qualification requirements shall include submittal by the Contractor to the Owner of the following:

1. A completed AIA Document A305 Contractor’s Qualifications Statement to be evaluated and approved by the Owner.

2. List of previous projects of this scope, size, and nature; including names and sizes of projects, description of work, time of completion, and names of contact persons for reference. For example, similar in size and scope to South Gwinnett High School.

a. A minimum of three references must be provided, and no less than one reference must be K-12.

3. Shall certify that they are manufacturer-authorized for work to be performed.

C. Contractor must have RCDD on staff and be involved with each project.

D. Contractor must have Georgia electrical license.

E. The GCPS reserves the right to reject any and all applicants and to waive any irregularities in application responses. Applications that contain false or misleading statements, or which provide information or reference that are not valid, will be rejected.

COORDINATION WITH OTHER TRADES

A. The Contractor shall coordinate communications work with that of other sections as required to ensure that the entire communications work will be carried out in an orderly, complete, and coordinated fashion.

SITE INVESTIGATION

A. Prior to submitting bids for the project, visit the site of the work to become aware of existing conditions that may affect the cost of the project. Where work under this project requires an extension, relocation, reconnections, or modifications to existing equipment or systems, the existing equipment, or systems, shall be restored to their original condition before the completion of this project.

PERMITS

A. Obtain all permits and inspections for the installation of this work and pay all charges incident thereto. Deliver to the Owner all certificates of said inspection issued by authorities having jurisdiction.

RENOVATIONS AND ADDITIONS

A. All work that would adversely affect the normal operation of the other portions of the Owner's property shall be done at a time other than normal working hours. Normal working hours shall be considered 7 a.m. to 3 p.m. Monday through Friday.

B. Prior to submitting bids on the project, visit the site of the work to become aware of existing conditions that may affect the cost of the project.

C. Where work under this project requires an extension, relocation, reconnections, or modifications to existing equipment or systems, the existing equipment or systems shall be restored to their original and operating condition. Remove all equipment indicated to be demolished, including outlets, devices, raceways, and support structures.

D. Care shall be exercised in the removal and storage of equipment indicated to be relocated or removed and reused. Prior to placing back into service, equipment shall be cleaned and marred or chipped paint surfaces touched up.

E. Provide all coring, cutting, and patching to existing walls, floors, etc., required for the removal of existing work or the installation of new work.

PART 2 - PRODUCTS

SUBSTITUTIONS

A. Product substitutions are not allowed unless noted as, “Or Approved Equal (by GCPS).” The Engineer's decision as to whether the submitted equipment is acceptable shall be final and binding.

B. All changes necessary to accommodate the substituted equipment shall be made at the

Contractor's expense and shall be as approved by the Engineer. Detailed drawings indicating the required changes shall be submitted for approval at the time the substitution is requested.

C. If substitutions are made in lieu of device specified; form, dimension, design, and profile shall be submitted to the Engineer for approval.

D. Submit request for approval of substitute materials in writing to the Owner at least ten days prior to bid opening.

MATERIALS

A. All materials used in this work shall be new and shall bear the inspection label of Underwriters' Laboratories Inc. or certification by other recognized laboratory.

B. The published standards and requirements of the Telecommunications Industries Association (TIA), National Electrical Manufacturers Association (NEMA), the American National Standard Institute (ANSI), the Institute of Electrical and Electronic Engineers (IEEE), and the American Society of Testing Materials (ASTM), are made a part of these Specifications and shall apply wherever applicable.

C. Materials and equipment furnished shall be of current production by manufacturers regularly engaged in the manufacture of such items, for which replacement parts are available.

D. When more than one unit of the same class of equipment or material is required, such units shall be the products of a single manufacturer or partner manufacturers that offer a certified solution.

E. Components of an assembled unit need not be products of the same manufacturer but must offer a certified end-to-end solution.

F. Manufacturers of equipment assemblies, which include components made by others, shall assume complete responsibility for the final assembled unit.

G. Components shall be compatible with each other and with the total assembly for the intended service.

PART 3 - EXECUTION

EXAMINATION OF CONDITIONS

A. Prior to the start of work, the Contractor shall carefully inspect the installed work of other trades and verify that such work is complete to the point where installation may properly commence. Start of work indicates acceptance of conditions.

B. Install equipment in accordance with applicable codes and regulations, the original design, and the referenced standards.

C. In the event of a discrepancy, immediately notify the Project Manager.

D. Do not proceed with installation until unsatisfactory conditions and discrepancies have been fully resolved.

E.

PROTECTION OF SYSTEMS AND EQUIPMENT

A. Protect materials and equipment from damage during storage at the site and throughout the construction period. Equipment and materials shall be protected during shipment and storage against physical damage, dirt, theft, moisture, extreme temperature, and rain.

B. Damage from rain, dirt, sun, and ground water shall be prevented by storing the equipment on elevated supports and covering the sides with securely fastened protective rigid or flexible waterproof coverings.

C. During installation, equipment shall be protected against entry of foreign matter on the inside and be vacuum cleaned both inside and outside before testing, operating, or painting.

D. As determined by the Project Manager, damaged equipment shall be fully repaired or shall be removed and replaced with new equipment to fully comply with requirements of the Contract Documents. Decision of the Project Manager shall be final.

E. Damaged paint on equipment and materials shall be repainted with painting equipment and finished with the same quality of paint and workmanship as used by the manufacturer.

ACCESS TO EQUIPMENT

A. Equipment shall be installed in location and manner that will allow convenient access for maintenance and inspection.

B. Working spaces shall be not less than specified in the National Electrical Code (NEC) for voltages specified.

C. Where the Project Manager determines that the Contractor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed and reinstalled, one time only, as directed by the Project Manager, at no additional cost to the Owner.

“Conveniently accessible” is defined as being capable of being reached without the use of ladders or without climbing or crawling under or over obstacles such as motors, pumps, belt guards, transformers, piping and duct work.

CLEANING

A. During construction, and prior to Owner acceptance of the building, remove from the premises and dispose of packing material and debris caused by communications work.

B. Remove dust and debris from interiors and exteriors of electrical equipment. Clean accessible current carrying elements prior to being energized.

C. Remove dust and debris from each area where work was performed each night.

COMPLETION

A. General: Upon completion of the work, remove excess debris, materials, equipment, apparatus, tools, and similar items. Leave the premises clean, neat and orderly.

B. Results Expected: Systems shall be complete and operational, and controls shall be set and calibrated. Testing, start-up and cleaning work shall be complete.

C. Maintenance Materials: Special tools for proper operation and maintenance of the equipment provided under this Specification shall be delivered to the Owner.

TESTING AND VERIFICATION

A. See specific Division 27 sections for testing parameters of sub-systems.

B. The Contractor shall verify that requirements of this Specification are met. Verification shall be through a combination of analyses, inspections, demonstrations and tests, as described below.

C. Verification by inspection includes examination of items and comparison of pertinent characteristics against the qualitative or quantitative standard set forth in the Specifications. Inspection may require moving or partially disassembling the item to accomplish the verification, included as part of the work at no additional cost to the Owner.

D. The Contractor shall verify by formal demonstrations or tests that the requirements of this Specification have been met. The Contractor shall demonstrate that the communications systems, components and subsystems meet Specification requirements in the “as-installed” operating environment during the “System Operation Test.” Even though no formal environmental testing is required, the Contractor shall measure and record temperature, humidity and other environmental parameters and the environmental conditions, which were encountered during the “System Operation Test.”

E. The Contractor shall carefully plan and coordinate the final acceptance tests so that tests can be satisfactorily completed. The Contractor shall provide necessary instruments, labor and materials required for tests, including the equipment manufacturer's technical representative and qualified technicians in sufficient numbers to perform the tests within a reasonable time period.

F. The Contractor shall satisfy all items detailed in the final acceptance check-off list (punch list). The list shall be a complete representation of specified installation requirements. At the time of final acceptance punch list items shall be corrected until the system is found to be acceptable to the Owner and the Project Manager.

G. After the Contractor systems have been installed and tested, the completed test plan shall be signed by the Communications Contractor Project Manager and submitted for approval.