CCSD Request video mangement systems HC_03_17.pdf

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, GA 30809 (CCSD), is soliciting quotes for quantity 23 video management systems, under proposal Number HC-03-17-26A (RFP). The pricing must be valid for at least 45 days.

Bids are due no-later-than 2:00 p.m. EST on March 17, 2026, Business Office 4781 Hereford Farm Road, Evans, GA 30809.

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.

Awarded product will be “inside-delivered”. Inside delivery shall include, as a minimum, delivery, unloading and placement in a designated area inside the first floor of building. No pallet delivery.

Bid new items only. No reconditioned items.

Please read all RFP documents carefully. It shall be the sole responsibility of the Bidder to seek clarification from CCSD in sufficient time prior to the RFP closing date and time to resolve any questions or misunderstandings that may arise regarding the RFP. Clarification or information not obtained sufficiently in advance of the bid closing shall be deemed to have been asked and answered. For questions, please email

Hudson.Chandler@CCBOE.net.

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.

CCSD is a tax-exempt organization and as such, price should NOT include any federal, state or local sales tax, or use tax (or fees) unless otherwise required by the Georgia Department of Revenue (e.g., diesel fuel tax). The

Federal Tax ID number for the CCSD is 58-6000217.

At the discretion of the CCSD, contract award notices may be sent only to those actually awarded and not to every person or firm responding to this solicitation.

Bids which in any way qualify or vary the terms of these instructions, conditions and specifications may be considered non-responsive and result in disqualification of the bidder. The award from this RFP may be made to the most responsive/responsible Bidder offering product(s) deemed to be the best interest of CCSD.

The evaluation of bids and subsequent contract award will be at the sole discretion of CCSD and will be based on the information furnished by the Bidder, references, interviews, price, experience, and delivery capability.

The CCSD reserves the right (i) to reject any and all bids or any part of any bid, (ii) to waive minor defects or technicalities, or (iii) to solicit new bids on the same project or on a modified project that may include portions mailto:Hudson.Chandler@CCBOE.net

Columbia County School District

Video Management Systems

HC-03-17-26A

of the originally proposed project as the CCSD, in the exercise of their sole and unfettered discretion, may deem necessary.

Preparation and submittal of a bid is solely at the cost of the Bidder. Therefore, CCSD is in no way liable or obligated for any cost incurred by the Bidder in determining and submitting a bid pursuant to the RFP.

By submitting a bid, the Bidder 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 Bidder, 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 bid have not been knowingly disclosed by the Bidder and will not be knowingly disclosed by the Bidder prior to review, directly or indirectly, to any other Bidder or to any other competitor; and (3) no attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

Any discussions regarding price with other Bidders prior to the bid opening is expressly forbidden and will result in disqualification of your bid.

THE FOLLOWING RFP DOCUMENTS MUST BE SUBMITTED AS PART OF YOUR PROPSAL.

FAILURE TO PROVIDE ALL REQUIRED DOCUMENTS MAY RESULT IN DISQUALIFICATION OF

YOUR BID.

• Business References Form (1-Page)

• Bid Inputs

• Warranty information

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 Size:

Company or Business Name Address Email address/Contact/Telephone Number

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

ITEM #

QTY PER

SET PART NUMBER DESCRIPTION UNIT COST

1 1 PER740XD DELL POWEREDGE R740XD

2 2 SRF92 INTEL 3.1GHZ CPU 24.75MB 18C (6254)

3 2 M393A2K43CB2-CVFC SAMSUNG 16GB 1X16GB PC4-23400Y-R 2RX8 DIMM

4 2 DTPR7 DELL 480GB SSD DISK SATA-600 2.5IN RI (EC)

5 10 24HF9 DELL 16TB 7.2K DISK SAS-1200 3.5IN 512E (TOS)

6 1 FM487 DELL RNDC 4-PORT 1GBE NIC (BROADCOM 5720)

7 2 726KX DELL POWEREDGE RX30 1100W POWER SUPPLY

8 1 0PWN3 DELL POWEREDGE R530/R720 SLIDING RAIL KIT

9 1 25VT1 DELL POWEREDGE R750/R7625 BEZEL

10 1 385-BBKW DELL IDRAC9 ENTERPRISE PERPETUAL LICENSE

11 1 MAINTENANCE MAINTENANCE (12 MONTHS 4HR SLA)

CCSD requires 23 sets of this parts list.

Quotes will be accepted by authorized distributors only.

BID INPUT SHEET

Video Management Systems HC-03-17-26A

bid list 26-03 video mange sys 01.pdf