CCSD Request Tennis Court Repair Services HC_.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

TENNIS COURT REPAIR SERVICES

NO. HC-11-03-25A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached Invitation For Proposal documents (RFP). Proposals 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.

November 3, 2025 @ 2:00 PM

BIDS SHALL BE PLAINLY MARKED

RFB FOR: Tennis Court Repair Services

REQUEST FOR BID NUMBER: HC-11-03-25A

DUE BEFORE: November 3, 2025 @ 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

Proposals are due no later than 2:00 p.m., November 3, 2025.

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 Proposal 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 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 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 Proposal 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 Proposal for the purpose of restricting competition.

Failure to execute/sign Proposal prior to submittal may render the Proposal invalid. Late Proposals 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 Proposal due date unless otherwise stated here: ____ days

CERTIFICATION & ACCEPTANCE FORM

Project Name:

Tennis Court Repair Services Invitation for Proposal

NO. HC-11-03-25A

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: Tennis Court Repair Services

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 Proposal 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 Proposal 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 Proposal document and any required RFP documents with your Proposal. This is a formal sealed RFP. Seal, address envelope and identify the Request For Proposal number on the outside of the package as shown below: It is the responsibility of the Offeror to have all required RFP documents received by CCSD on or before the specified due date and time. INCLUDE ONE

ORIGINAL PROPOSAL RESPONSE AND ONE COPY.

Business Department 4781 Hereford Farm Road Evans, Georgia 30809

Attention: Hudson Chandler, Purchasing Supervisor

Project: Tennis Court Repair Services

RFP: HC-11-03-25A

Proposal review: November 3, 2025 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting formal proposals from qualified companies for the purpose of providing Tennis Court Repair Services to Lakeside High School for request number HC-10-28-25A.

Proposals are due no-later-than November 3, 2025 at 2:00 p.m., Business Department 4781 Hereford Farm Rd., Evans GA 30809

Mandatory Pre-Proposal starts October 20, 11:00 Lakeside High School at 533 Blue Ridge Drive, Evans

GA 30809

Final date for questions October 24 2:00p.m.

Please email Hudson.Chandler@CCBOE.net your cell phone information before meeting. The LSH tennis courts can be difficult to locate. Show up early.

Repair work to be performed:

• Clean and prepare the tennis courts for re-surfacing.

• Clean and seal all structural cracks with Armor Crack Repair.

• RiteWay Crack repair is permitted.

• Install Laykold Colorcoat System over the courts and re-stripe.

Please include $/linear foot price and estimated linear feet.

Proposals will be evaluated utilizing the following categories and weights:

45% Price 20% Years of experience (note if with any county or state entities) 20% References 15% Quality of presentation and approach to meeting requirements

The Columbia County School District will accept proposals sent by email. Bidders are to consider emailed proposals 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 proposals.

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 vendor.

Any damage caused to school property or vehicles, and/or injury caused to any persons on school grounds must be reported immediately to the school principal and the CCSD, Director of Facilities, Maintenance and Operations (FMO). NO EXCEPTIONS! The successful vendor will be notified and provided the damage information for their investigation. Any investigation done by the successful vendor must be done as soon as possible the same day that the damage occurs. The successful vendor must contact FMO to verbally okay the repairs or to dispute the claim. All verbal correspondence must be followed up with a written authorization from the successful vendor within 24-hours of incurred damage.

FMO will contact the successful vendor to initiate necessary repairs. Payment for damages will be paid by CCSD and deducted from the successful vendor’s next invoice. An adjustment sheet will be prepared, which will detail the costs for fixing the damages, for the successful vendor’s signature.

mailto:Hudson.Chandler@CCBOE.net

Tennis Court Repair Services

HC-11-03-25A

The successful vendor must possess a minimum of 3-years’ experience in tennis court repair services. Vendors must submit, with their proposal, at least 3 job references sufficient to demonstrate its company’s capability to successfully execute a project of the same scope and size as contemplated in this solicitation (see attached Business References Form.) CCSD reserves the right to conduct a reasonable inquiry to determine the qualifications of a vendor. The vendor must promptly supply information in connection with such inquiry, including, but not limited to, information regarding past performance, financial stability and ability to perform on schedule. Failure to promptly supply requested information may result in disqualification of your proposal.

By submitting a proposal, the Vendor 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 proposal.

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

The Columbia County School District 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 proposal cost

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

• Reject any and all proposals if deemed necessary

• Disqualify any proposal 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 proposal submission

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

All vendors are being provided the same time and opportunity to request any additional information or clarification concerning this proposal in advance of the specified proposal due date and time. Therefore, failure to seek such information or clarification prior to the proposal closing shall all be deemed to have been fully asked and answered in advance of the proposal closing. All questions or request for information relating to this solicitation shall be directed to Cliff Sanders for Facilities, Maintenance & Operations by email Otis.Sanders@CCBOE.com. Please copy Hudson.Chandler@CCBOE.net as well.

By submitting a proposal, the Vendor 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 Vendor, 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 Vendor and will not be knowingly disclosed by the Vendor prior to opening, directly or indirectly, to any other Vendor or to any other competitor; and (3) no attempt has been made or will be made by the Vendor to induce any other person, partnership or corporation to submit or not submit a proposal for the purpose of restricting mailto:Otis.Sanders@CCBOE.com mailto:Hudson.Chandler@CCBOE.net

HC-11-03-25A

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

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 with detail of breakout by location

2. Certification and Acceptance Form (2-Pages)

3. Columbia County School System Parameter Worksheet (1-Page)

4. Business References Form (1-Page)

5. Proof of Insurance (within 10 calendar days of receipt of award)

6. Columbia County Business License (within 10 calendar days of receipt of award)

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

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

HC-11-03-25A

Pre-bid at star location. Large building in the center is Lakeside High School.

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

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

300 Request Tennis Court Repair Services HC-11-03-25A rev 0.pdf