CCSD Request for HHS Media Shelving HC_09_18_.pdf

Instructions & Specifications

The Columbia County School District (CCSD), 4781 Hereford Farm Road, Evans, Georgia 30809 is soliciting proposals for media shelving purchase, inside delivery, installation and removal of debris. Furniture installations for HHS 1070 Appling Harlem Highway, Harlem GA 30814. The request number is HC-09-18-26A.

• Questions before end of day September 10, 2026

• IFP responses are due no later than 2:00 p.m. on September 18, 2026

• Estimated award Before End of September

The Columbia County School District will accept bids sent by email. Bidders are to consider emailed bids not received by Hudson.Chandler@CCBOE.net, until responding email accepting receipt. Email greater than 18 megabytes exceed our size limit and cannot be received. Electronic Signatures will be accepted on bids.

Please read all IFP documents carefully. It shall be the sole responsibility of the Bidder to seek clarification from CCSD in sufficient time prior to the IFP closing date and time to resolve any questions or misunderstandings that may arise regarding the attached IFP.

The CCSD would prefer to award one contract to one Bidder on an “all or nothing” basis as a result of this IFP. However, Bidders will not be disqualified solely on the fact that they choose to “No Bid” certain line items. As such, CCSD reserves the right, at its sole discretion, to award more than one contract to more than one Bidder for select items or any group of items if the CCSD determines that such action is in the best interest of the Columbia County School District. As part of its award decision, the CCSD reserves the right to waive any and all informalities, specifications, bid conditions and/or any other bid technicality, if the CCSD considers such action to be in the best interest of the Columbia County School District.

Scoring Based on the following:

1. Pricing 20%

2. Value Add (state examples) 20%

3. Success of previous work with CCBOE 25%

4. Adherence to the RFP requirements, including completion of all required forms, provisions of all requested information and adequacy of responses. 20%

5. Quality of Proposal. 15%

The quantities listed are estimates. All unit prices shall be FOB Destination. “Inside” delivery and shall include, as a minimum, delivery, unloading, un-boxing, assembly, placement in designated areas, and the removal and off-site disposal of all waste materials

Columbia County School District

Media Shelving Installation HHS

HC-09-18-26A

(e.g., boxes, packing material, etc.). Install on 1st floor, there will be no access to elevators or loading dock.

If you decide not to bid a specific item, enter “NO BID” or leave blank the respective unit price field.

Unless stated in the specification, ALL item specifications shall be understood to mean “or equal”. Where a make and model number is referenced, it shall be understood that it is provided to describe the minimum type and quality of the item being bid and is intended to be descriptive and not restrictive. Where a reference make and model is specified, unless otherwise specified, it shall also be understood such specification also describes the minimum acceptable warranty that will permitted for any items proposed in response to this IFP. All proposed alternate makes and models must be indicated on the Bid Input Form and detailed specifications for all alternate makes / models shall be included as an attachment to your Bid. Failure to specify the make/model for any proposed alternates and/or to supply alternate specifications may result in disqualification of your Bid. If the descriptive material or specification provided for an alternate item is insufficient for CCSD to determine that the item is “equal” in construction and quality to the referenced Model, your Bid may be considered non-responsive and may result in disqualification of your Bid.

In accordance with the attached Terms and Conditions, CCSD may require access to furniture samples, particularly where alternate furniture items have been proposed, on a select basis prior to or immediately after any award resulting from this solicitation.

Should samples be requested, the Bidder must provide any samples at no charge to CCSD.

Alternate specifications, descriptions and/or catalogs provided previously to the CCSD will not be considered as part of this solicitation. You must re-submit any such materials as part of your IFP response.

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. All questions or request for information relating to this solicitation shall be directed to the attention of Hudson Chandler, by telephone at 706-541-2723 x5108, by email at Hudson.Chandler@ccboe.net.

By submitting a proposal, the Proposer certifies that, to the best of its knowledge and belief: (1) the prices in this proposal 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

HC-09-18-26A

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.

ANY DISCUSSIONS REGARDING PRICE WITH CCSD EMPLOYEES OR OTHER PROVIDERS

PRIOR TO THE BID OPENING IS EXPRESSLY FORBIDDEN AND WILL RESULT IN

DISQUALIFICATION OF YOUR BID.

THE FOLLOWING BID DOCUMENTS MUST BE SUBMITTED AS PART OF YOUR PROPOSAL.

FAILURE TO PROVIDE ALL REQUIRED PROPOSAL DOCUMENTS MAY RESULT IN

DISQUALIFICATION OF YOUR PROPOSAL.

• Vendor provided Bid input form

• Business References Form (1-Page)

• Warranty Information

• Details of any alternate parts being proposed including list of colors

• Pricing and detail of bid alternate assemblies

HC-09-18-26A

Item Item Description qty Unit price Ext. Price

92-81042 Russwood Stately Wood Double Face Mobile Library

Shelving 36in H x 24in D Starter

92-81043 Russwood Stately Wood Double Face Mobile Library

Shelving 36in H x 24in D Adder

92-81028 Russwood Stately Wood Library Shelving 82in H x

12in D Single Face Starter

92-81029 Russwood Stately Wood Library Shelving 82in H x

12in D Single Face Adder

91-0168-PLATINUM

Smith Systems Gorilla Book Truck – 6 Sloped Shelves

-Platinum

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

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