CCSD Request for bulk mulch install HC_03_11_.pdf

Instructions

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting competitive bids from qualified companies for bulk engineered playground and landscape mulch installation services as part of Request HC-03-11-25A.

Bids are due no-later-than March 11, 2025 2:00 p.m. 4781 Hereford Farm Road, Evans GA 30809.

Responses may be emailed to Hudson.Chandler@CCBOE.net. Assume response not received until receipt confirmation.

The CCSD has 18 elementary schools with playgrounds. The purpose of this request is to improve efficiency and cost effectiveness of engineered playground mulch purchases by the individual schools. The engineered playground mulch will be delivered to multiple school locations and installed in designated playgrounds or locations around buildings. Deliveries are to be scheduled with the schools or Facilities Maintenance Organization.

Orders by location will be provided after bid. CCSD would prefer to award a three-year fixed-price contract to one bidder as a result of this solicitation. Contract performance would commence on or about May, 2022, and continue for a term of three years ending around April, 2025 upon mutual written consent by both parties, annually.

Any vendor who inspects playgrounds during school hours of operation, must first sign in at front office to receive authorization. DO NOT WALK OUT ONTO THE PLAYGROUNDS DURING SCHOOL HOURS, WITHOUT

FIRST GETTING AUTHORIZATION FROM FRONT DESK OF THE SCHOOL.

This solicitation does not obligate funds, nor does it constitute a contract, offer of employment, or offer of purchase. The cost of preparing and submitting a proposal is the sole obligation of the bidder.

All bidders must submit a minimum of three references on the attached CCSD Business References Form.

References must be for projects/contracts of similar size and scope as that contemplated herein. Failure to provide adequate references may result in disqualification of your proposal.

Any questions relating to scope, schedule and/or to arrange for any pre-bid site visits shall be directed through purchasing, Hudson.Chandler@CCBOE.net or at 706-541-2723 ext. 5108.

By submitting a bid, the Bidder certifies that, to the best of its knowledge and belief: (1) the prices have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Proposer, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this proposal have not been knowingly disclosed by the Proposer and will not be knowingly disclosed by the Proposer prior to opening, directly or indirectly, to any other Proposer or to any other competitor; and (3) no attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit or not submit a proposal for the purpose of restricting competition.

At its sole discretion, the CCSD reserves the right to require, as a condition of any award, additional supporting documentation. Failure to provide any of the following documents, or any additionally requested information, may be considered non-responsive and result in disqualification of your bid.

In the event that identical low bids are submitted, the Columbia County Board of Education will award the contract in any manner it considers to be in the best interest of the school system.

mailto:Hudson.Chandler@CCBOE.net mailto:Hudson.Chandler@CCBOE.net

Columbia County School District

Engineered Playground Mulch Installation Services

HC-03-11-25A

The Columbia County Board of Education reserves the right to:

• Give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting proposals, in addition to bid cost

• Having the lowest bid price does not necessarily guarantee contract award

• Reject any and all proposals if deemed necessary

• Disqualify any bid not meeting specifications as necessary

• Accept any alternative proposal believed to be in the best interest of the school system

• Waive any informality in the bid submission

• Cancel any awarded bid if the product or service proves unsatisfactory

All bidders are being provided the same time and opportunity to request any additional information or clarification concerning this bid in advance of the specified bid due date and time. Therefore, failure to seek such information or clarification prior to the bid closing shall all be deemed to have been fully asked and answered in advance of the bid closing.

Any discussions regarding price with CCSD employees or other bidders prior to the bid review is expressly forbidden and will result in disqualification of your bid.

THE FOLLOWING DOCUMENTS MUST BE INCLUDED AND FULLY EXECUTED AS PART OF YOUR PROPOSAL.

FAILURE TO PROVIDE ALL REQUIRED RFP DOCUMENTS MAY RESULT IN DISQUALIFICATION OF YOUR

PROPOSAL.

1. Pricing, bid input form (1-Page)

2. Copy of certification for playground mulch

3. Business References Form (1-Page)

4. Proof of Insurance must include Columbia County School District as a named Certificate Holder (within

10 calendar days of receipt of award)

5. Complete Immigration and Security Form (within 10 calendar days of receipt of award) (1-Page)

6. Signed General Contract for Services (within 10 calendar days of receipt of award)

Columbia County School District

Engineered Playground Mulch Installation Services

HC-03-11-25A

BID INPUT SHEET

Base Delivery & Install Charge

Price per cubic Yard

Minimum # cubic yards per order

Date orders need to be placed for July 15 to August 1 Delivery engineered playground or landscape mulch

Other

Engineered playground material must be state of GA certified safe product and IPMA.

Bidding more than one product or approach will be accepted.

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: ____________________________________________________________

Title: _________________________________ Date: _____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Contract Size:

Company or Business Name Address Contact/Telephone Number Email address

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.