CCSD Request for Weight room Equipment Instal.pdf

Columbia County School District

PURCHASING DEPARTMENT

4781 Hereford farm Road, Evans, GA 30809

Tele: (706) 541-2723 ext. 5108 Fax: (706) 855-3843 Email: Hudson.Chandler@ccboe.net

NOTICE TO VENDORS

WEIGHT ROOM EQUIPMENT INSTALL

NO. HC-03-31-26A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached Invitation For Proposal documents (RFP). Bids will be received at the office of Hudson E. Chandler, Purchasing Supervisor, Columbia County School District, Business Department, 4781 Hereford Farm Road, Evans, GA 30809.

March 31, 2026 @ 2:00 PM

PROPOSALS SHALL BE PLAINLY MARKED

RFP FOR: Weight Room Equipment Install

REQUEST NUMBER: HC-03-31-26A

DUE BEFORE: March 31, 2026 @ 2:00 p.m.

Any bid received later than the specified date and time, whether delivered in person or mailed, shall be disqualified.

The CCSD reserves the right to reject any or all bids and to accept any bid deemed most advantageous to the CCSD and to waive any informalities in the request.

Hudson E. Chandler Purchasing Supervisor

NOTICE TO BIDDERS

Bids are due no later than 2:00 p.m., March 31, 2026.

Offers are subject to rejection if not received by the due date and time specified and may be subject to rejection if not submitted with this form.

EXECUTION

In compliance with this Request and subject to all the terms and conditions herein, the undersigned offers and agrees to furnish all products, materials, equipment, and labor necessary to perform to the attached specification, at the price and within the time specified herein. I certify that this Offer is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a Bid for the same purpose, and is in all respects fair and without collusion or fraud. Under penalty of perjury, the undersigned Offeror certifies that, to the best of its knowledge and belief: (1) the prices in this Bid 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 Offeror, or to any competitor or with any officers, agents or employees of the CCBOE; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this Bid have not been knowingly disclosed by the Offeror and will not be knowingly disclosed by the Offeror prior to opening, directly or indirectly, to any other Offeror or to any other competitor; and (3) no attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not submit a Bid for the purpose of restricting competition.

Failure to execute/sign Bid prior to submittal may render the Bid invalid. Late Bids may not be accepted.

OFFICIAL BUSINESS NAME,

COMPANY NAME, TRADE NAME:

FEDERAL ID OR SOCIAL SECURITY NO:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO

(800)

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: WEB ADDRESS:

E-MAIL:

Offer valid for 45 days from Request for Bid due date unless otherwise stated here: ____ days

CERTIFICATION & ACCEPTANCE FORM

Project Name:

Weight Room Equipment Install Invitation for Bid

NO. HC-03-31-26A

Refer ALL Inquiries to:

Columbia County School District 5108 Hereford Farm Road Evans, GA 30809

ATTN: Hudson Chandler, Purchasing Supervisor

Telephone: 706- 541- 2723 Ext. 5108 Facsimile: 706- 855-3843 E-Mail: Hudson.Chandler@ccboe.net

Commodity: Weight Room Equipment Install

Contract Type: Fixed Price

FOR CCBOE USE ONLY

Contract Number:

(See page 2 for mailing instructions.)

TYPE BUSINESS

Check one or more where applicable:

Minority-Owned Business (at least 51% owned and controlled by minority group members)

Woman-Owned Business (at least 51% owned and controlled by women)

Small Business

ACCEPTANCE OF OFFER

If any or all parts of this Bid are accepted, an authorized representative of the CCSD shall affix their signature hereto and this document and any other special terms and conditions, scopes of work, specifications, and any Columbia County School District Contract conditions applicable to this Request For Bid shall then constitute the entire written contract agreement between the parties (“Contract”). This Contract supersedes all prior written or oral agreements and there are no other promises or conditions in any other agreement, whether written or oral, having effect on this Contract. A copy of this acceptance will be forwarded to the successful Offeror and a CCSD Purchase Order and/or General Contract For Services will issued as a release against this Contract.

FOR CCSD USE ONLY

Offer accepted and contract awarded this ____ day of _____________________, 20_____, By ___________________________________________________________ (Authorized contracting representative of CCSD).

MAILING INSTRUCTIONS: Mail (e.g., US Mail, Fed Express) pages 1 & 2 of this fully executed Request for Bid document and any required RFB documents with your Bid. This is a formal sealed RFB. Seal, address envelope and identify the Request For Bid number on the outside of the package as shown below: It is the responsibility of the Offeror to have all required RFB documents received by CCSD on or before the specified due date and time. INCLUDE ONE

ORIGINAL BID RESPONSE AND ONE COPY.

Business Department 4781 Hereford Farm Road Evans, Georgia 30809

Attention: Hudson Chandler, Purchasing Supervisor

Project: Weight Room Equipment Install

RFB: HC-03-31-26A

Bid review: March 31, 2026 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District (CCSD), 4781 Hereford Farm Road, Evans, Georgia 30809 is soliciting proposals for weight room equipment purchase, inside delivery, installation and removal of debris. Installations for LSH Lakeside High School 533 Blue Ridge Drive, Evans GA 30809 and EHS Evans High School 4550 Cox Road, Evans GA 30809.

The request number is HC-03-31-26A.

• IFP responses are due no later than 2:00 p.m. on March 31, 2026

• Estimated award before the end of April

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. 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 30%

2. Value Add (state examples) 20%

3. Success of previous work with school systems. 20%

4. Adherence to the RFP requirements, including completion of all required forms, provisions of all requested information and adequacy of responses. 15%

5. Quality of Proposal. 15%

Provide: make, manufacture, details on materials bid.

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 (e.g., boxes, packing material, etc.). There will be no access to a loading dock. A liftgate will be needed.

Weight Room Equipment Install

HC-03-31-26A

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 Thomas.Hughes@ccboe.net and include 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 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.

mailto:Thomas.Hughes@ccboe.net

HC-03-31-26A

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.

• Bid input form

• Bid Certification & Acceptance Form (2-Pages)

• Business References Form (1-Page)

• Bid Parameter Worksheet (1-Page)

• Warranty Information

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

• Proof of Insurance (within calendar 10-days of receipt of award)

• Pricing and detail of bid items

HC-03-31-26A

Bid Input item Description for qty 1 install of 2 installs price each

1 10 – Double Half Rack with bar storage and band attachments. Plate storage and band and chain storage. Landmine attachments

2 20 – Ladder/ Flat incline bench

3 20 - landmine

4 2 – 3 tier dumbbell rack

5 20 – 20 kg bar

6 10 – open ended trap bar with high handles

7 2 sets - Impact plyo box – full set 6”, 12”, 24”

8 10 – multi grip Olympic bar

9 10 sets – henny attachment base kits

10 4 – ten bar holder

11 90 – 45 lb rubber competition bumper plates

12 50 – 25 lb rubber competition bumper

13 70 – 10 lb urethane competition bumper

14 40 – 5 lb rubber grip change plates

15 40 – 2.5 lb rubber grip change plates

16 16 – strength band sets Red pair, blue pair, green pair

17 2 sets – kettlebell sets ( 9, 13, 18, 26, 35, 44, 53, 62, 70, 80lb)

18 2 sets – medicine ball sets ( 6, 8, 10, 12, 14, 16, 18, 20, 25, 30lb)

19 4 – two tier medicine ball / kettlebell rack

20 2 sets – 5 – 100lb dumbbell sets

21 20 – steel 28lb set lifting chains

22 20 – high density foam rollers

23 8 – 15 kg womens bar

24 8 - bridge connectors with holes

25 20 – Custom wraps for benches

26 Custom logos

27 Delivery and install

Parameter Worksheet

Company Name:

Failure to respond to the following questions and/or to provide company authorized signature(s) may result in disqualification.

Yes No Do your products and/or services meet all of the requirements described in the BID document? If not, have you attached all variations to any requirements and specifications to your proposal?

Yes No Have you completed or answered all BID response lines and questions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Have you submitted your bid in accordance with any attached Special and/or Bid/Contract Conditions?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Does your company understand that the Columbia County School System reserves the right to reject any and all proposals and conduct a re-bid for any reason? Please Note: All information submitted within bids, even if rejected or re-bid, is made available to the public unless marked “Proprietary” as described within the General Conditions.

Yes No Do you acknowledge that all information presented within your proposal becomes available to the public unless marked “Proprietary” or “Confidential”? Please Note: Only certain items may be marked as “Proprietary” or “Confidential. See the Bid Terms & Conditions for further information.

Yes No Do you understand that if your company is awarded the contract and does not deliver service(s), product(s) or material(s) by the specified delivery date, then the contract award may be rescinded and all orders cancelled?

Yes No Does your company accept that the Columbia County School System is the sole arbiter of this bid and that all decisions are final?

Yes No Not Applicable

Does your company accept that low bid price does not guarantee bid award and that awards may be based on one or a combination of factors? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached warranty information to your bid as requested? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you provided or will you provide all insurance information as requested?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required financial statements? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required customer references? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Did you receive written amendment(s) to this Bid? If yes, how many? _______ Please Note: Failure to respond to this question may result in disqualification of your bid.

_____ Attachments List the number (quantity) of attachments included with your BID response.

Attached Electronically Courier US Mail Hand Delivered

Please indicate how you have submitted your required product specifications and other requested documents or materials.

______________________________________________ Project Name Organization Name Name(s) and Titles(s) of Authorized Representative(s) Signature(s) Date Signature(s) Date

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.