CustodialEquipParts B25083_Sol_signed.pdf

Invitation for Bid (IFB) B25083

Custodial Equipment Parts IFB ISSUANCE DATE: January 23, 2025

PURCHASING CONTACT: Lori Franji, 770-426-3364, lori.franji@cobbk12.org

IMPORTANT DATES

EVENTS DATES

IFB issued and posted to the CCSD Bonfire Interactive Portal https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

January 23, 2025

@ 3:00 PM ET

Deadline for written questions submitted through the Bonfire Interactive Portal

January 29, 2025

@ 3:00 PM ET

Responses to questions posted on the CCSD Bonfire Interactive Portal January 30, 2025 Deadline for bid responses submitted to the CCSD Bonfire Interactive Portal February 6, 2025

Evaluation February/March 2025

Award February/March 2025 mailto:lori.franji@cobbk12.org https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

BOARD OF EDUCATION David Chastain, Chair • John Cristadoro, Vice Chair Randy Scamihorn • Becky Sayler • Leroy Tre’ Hutchins • Nichelle Davis • Brad Wheeler

SUPERINTENDENT Chris Ragsdale

514 Glover Street Marietta, GA 30060 Telephone: (770) 426-3300 www.cobbk12.org One Team, One Goal: Student Success

January 23, 2025

TO ALL VENDORS:

Cobb County School District (CCSD) invites bids for furnishing goods and/or services required for “Invitation for Bid (IFB) B25083, Custodial Equipment Parts" as described in this document.

The CCSD Procurement Services Department General Terms and Conditions are hereby acknowledged, understood, and agreed to by the parties and are hereby fully incorporated into the solicitation document and the resulting contract. Refer to the CCSD Procurement Services website for the complete General Terms and Conditions. Go to www.cobbk12.org . From this screen, select “Menu”, select “Departments”, choose “Procurement Services” and find the link to “General Terms and Conditions” located in the center of the page.

Vendors are instructed to carefully read all terms, conditions, specifications, and requirements in this IFB. Vendors are required to complete and return all forms in their entirety. Questions regarding the bid must be submitted through the CCSD Bonfire Interactive Portal. Only questions received prior to January 29, 2025 @ 3:00 PM ET submitted through the CCSD Bonfire Interactive Portal shall be considered. Answers will be posted to the CCSD Bonfire Interactive Portal by January 30, 2025.

All bid responses must be submitted through the CCSD Bonfire Interactive Portal. Bids not submitted through the CCSD Bonfire Interactive Portal will not be considered.

The bid close date will be on February 6, 2025 at 3:00 p.m. Eastern Time and a public opening will be held at the CCSD Procurement Services Department, 6975 Cobb International Blvd., Bid Room. Kennesaw, GA 30152. Please allow ample time to complete the submission through the CCSD Bonfire Interactive Portal. The portal does not allow late submissions.

CCSD reserves the right to accept or reject any or all bids and to waive any technicalities or informalities.

Your interest and participation in the CCSD solicitation process is appreciated.

Sincerely, Barbara Bates, CPPB, NIGP-CPP Director of Procurement Services http://www.cobbk12.org/

IFB B25083, Custodial Equipment Parts

COBB COUNTY SCHOOL DISTRICT

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

TABLE OF CONTENTS

Section Page #(s)

Submission Requirements 4-5

Special Terms and Conditions 6-10

Conflict of Interest 11

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

1.0 COMMUNICATIONS WITH CCSD STAFF

1.1 All communications concerning this IFB must be submitted in writing through the CCSD Bonfire Interactive Portal. Only written responses distributed by the Procurement Services Department will be binding upon the CCSD. The Procurement Services Department, at its discretion, may call upon user departments for clarification in their area of expertise.

1.2 From the issue date of this IFB until the completion of the entire solicitation process and announcement of award notification, all vendor communication must be authorized by the Procurement Services Department including, but not limited to, communications with school system employees and/or contracted agents related to this IFB. Violation of this provision may result in the rejection of the vendor’s response.

1.3 It is the vendor’s responsibility to check the CCSD Bonfire Interactive Portal for any addenda, responses to vendor questions, or other communications that may be issued or released during the solicitation period. Following receipt of vendor responses to a solicitation, it is the vendor’s responsibility to be available via email and phone and to check the CCSD Bonfire Interactive Portal during the review process in the event clarification or additional information is required. If clarification or additional information is requested, the responsibility rests on the vendor to ensure that CCSD receives the requested information before the deadline(s) indicated.

2.0 SUBMISSION OF RESPONSES

2.1 Responses must be on the forms furnished within the CCSD Bonfire Interactive Portal for this IFB and completed in their entirety.

2.2 Vendors are instructed to read all terms, conditions, and specifications as outlined in the IFB carefully. Responses must be either typed or written in ink. Any correction made within the IFB submission (white-out or strikethrough) must be initialed by an authorized representative of the company submitting the bid or the bid may be rejected by CCSD.

2.3 All responses submitted become the property of the CCSD and are subject to applicable open records policies and laws.

2.4 Responses are to be submitted no later than the date and time outlined in this IFB.

Bids and supporting documentation must be submitted through the CCSD Bonfire Interactive Portal. CCSD is not responsible for the failure of the vendor’s computer hardware, software, or other communications systems or devices.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

2.5 CCSD reserves the right to declare the response non-responsive and to take such remedial action as it deems necessary or appropriate. Such remedial action includes but is not limited to, suspending the vendor from participating in future CCSD solicitations.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

The Special Terms and Conditions are customized specifically to this solicitation. Taking exception(s) to these terms and conditions or submitting conflicting language may be cause for rejection of the vendor’s response.

Should these Special Terms and Conditions conflict with the General Terms and Conditions, the Special Terms and Conditions shall control.

1.0 PURPOSE

The Cobb County School District (CCSD) is seeking bids from qualified vendors to supply and deliver custodial equipment parts to the CCSD Maintenance Department. Annual expenditures are estimated to be approximately $200,000.00.

1.1 OWNER’S REPRESENTATIVE

Supervision of and monitoring the performance of the contract will be performed by CCSD’s representative Mark Taylor, Maintenance Department or his designee.

2.0 SCOPE OF WORK

2.1 For any item where “or CCSD Approved Equal” models are listed, it will be at the discretion of the CCSD to consider these as substitutes or alternates. If a vendor is bidding an alternate item or if the listed model has been discontinued, upgraded, or replaced, the vendor must include on the Bid Form, the manufacturer and new model number for each alternate line-item bid. Product literature/specifications/warranty shall accompany all alternate bid items.

2.2 Bid pricing must include any and all shipping, handling, freight and/or delivery charges.

2.3 Substitution of any awarded item requires prior written approval by the Maintenance Department Supervisor ONLY. CCSD will not pay for any substitutions that do not have prior written approval and will require the unauthorized item to be picked up within two (2) business days at vendor’s expense.

2.4 The vendor(s) are required to keep CCSD abreast of all new products, solutions, equipment, and/or proposed changes to existing products. This will be achieved via direct contact with the Maintenance Department Supervisor only.

2.5 Any dialogue with the school staff is not to include suggestions of new equipment or new solutions. Vendors are not to try to sell school staff new materials but to support the materials and systems in place. Failure to meet this requirement can

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

result in termination of the contract.

2.6 During the contract period, new products may be added, or existing products may be deleted from this contract.

2.7 Delivery

2.7.1 All items shall be shipped to the Cobb County School District Maintenance Department, 560 Glover Street, Marietta, GA 30060.

2.7.2 Orders must be received at the CCSD Maintenance Department within 20 working days of placement of order.

2.7.3 CCSD may refuse a delivery upon inspection if items are incorrect or damaged. Vendor has five (5) business days to re-ship order and pick up incorrect or damaged product. CCSD will not pay shipping or re-stocking charges for any incorrect or damaged order that is returned.

2.8 Warranty

2.8.1 Vendor warrants that all equipment and parts will conform within specifications, samples, and/or other descriptions given to CCSD, and will be free from defects. Without limitation of any rights which CCSD may have by any reason of any breach of warranty, goods which are not as warranted may be returned at vendor’s expense at reasonable time after delivery, for either credit or replacement, as CCSD may direct.

2.8.2 Unless otherwise stated, all items shall include standard manufacturer’s warranty. Upon request, vendor must provide a copy of product warranty statements.

3.0 GENERAL REQUIREMENTS

3.1 The vendor acknowledges and agrees that any business license, professional license, and registration shall remain current for the duration of any resulting contract and such documents are a material term to any resulting contract.

3.2 Vendor shall be required to maintain all licenses, bonds, permits, pay all license fees and taxes, etc. related to the work.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

4.0 COST

4.1 Unless specifically consented to in writing by CCSD, prices must remain firm for one (1) year from the award date, or for any renewal period, under the same terms and conditions as the IFB. CCSD reserves the option to renew or not renew any contract award at its sole discretion.

4.2 Quantities/amounts shown in the IFB are estimates. Vendors are advised that the actual number purchased/required may vary from those in the IFB, depending upon the needs of CCSD and the availability of funds.

4.3 Responses that contain minimum order amounts will not be accepted unless called for in the solicitation document.

4.4 Pricing must be submitted on the Bid Form(s) as requested without conditions unless called for in the solicitation document.

4.5 For goods: Responses for goods must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the solicitation document.

4.6 Prompt payment discounts will be considered for the purposes of evaluation and award.

4.7 CCSD does not pay late payment fees, penalties, interest, attorneys’ fees, liquidated damages, or any other fee that would constitute an illegal gratuity under Georgia law.

4.8 FEE STRUCTURE FOR ADDITIONAL ITEMS

Within this document, CCSD has attempted to anticipate and identify all items that may be needed under this contract throughout the length of the award period. In the event CCSD has failed to include an item(s), responding vendors are asked to provide a fee structure for additional, related items that may be purchased during the award period. Vendors are to identify the pricing source and the associated fee structure in the space provided on the Bid Form. Some example responses are X% discount below MSRP; X% discount below published catalog pricing; Cost plus X% markup. Upon request, the awarded vendor must be able to provide documentation verifying appropriate discounts are granted throughout the contract. CCSD reserves the right to conduct periodic random audits of fair market value, etc. to ensure the price granted is reasonable and accurate.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

5.0 INSURANCE REQUIREMENTS

Within five (5) business days of notification of the pending award, the vendor must provide proof of insurance with a minimum of the limits indicated below. Statutory Workers’ Compensation must also be provided. The vendor must email the Certificate of Insurance to the CCSD Procurement Service.

5.1 Commercial General Liability with limits of at least $1 million. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

5.2 Commercial Auto Liability with limits of at least $1 million

5.3 Umbrella Coverage in excess of GL and Auto of at least $2 million

5.4 Statutory Workers' Compensation

5.5 Employer's Liability of at least $ 100,000

5.6 Vendor’s insurance carrier must have a financial size category of at least V.

Cobb County School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the state of Georgia.

The carriers must have an AM Best rating of A- or higher.

Please Note:

• The signing of the Acknowledgement and Agreement signifies that the vendor complies with insurance requirements as specified.

• Proof of Insurance is not required with the submission of bid but must be available upon request including during the evaluation process. CCSD will require proof of insurance before issuance of the Award Letter/Contract.

• Vendor may choose to include proof of insurance with the submission of the bid to expedite the evaluation process and issuance of the award to the successful vendor.

• Alternate coverage may be evaluated and accepted prior to award.

6.0 ESCALATION/DE-ESCALATION CLAUSE

All prices offered shall be firm against any increase for one (1) year from the award date.

Before renewal, CCSD may entertain a request for escalation in accordance with the most recently published Producer Price Index at the time of the request. For this section, MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

PCU333318333318C, …18J5, and …18J6 Commercial and Industrial Vacuum Cleaners, including Parts and Attachments, Floor and Carpet Cleaning Machines, excluding Vacuum Cleaners and All other parts and attachments for Service Industry Equipment, as published by the United States Department of Labor, Bureau of Labor Statistics will be the benchmark. CCSD reserves the right to accept or reject the request for a price increase and, if appropriate, to utilize other resources in evaluating escalation requests.

CCSD may entertain a request for escalation during the contract period if the current market conditions and prices at the time of the request have changed significantly.

Documentation may be requested by CCSD that provides detailed information about the change in market conditions and prices. If the price change is approved, the price will remain firm for 365 days from the date of the increase unless otherwise stated in the renewal award letter. This clause also enables CCSD to seek de-escalation based on the same cited index, terms, and other resources.

7.0 AWARD

7.1 CCSD reserves the right to accept or reject any part of a submitted response, to accept the entire response from one vendor, to accept portions of the response from several vendors, or to reject all responses submitted or to waive any minor irregularity. CCSD reserves the right to award the bid under the most beneficial economic terms for CCSD.

7.2 Award will be made to the most responsive and responsible vendor based on price, availability, lead time, past vendor experience, references, and compliance with the IFB specifications and requirements as outlined in this solicitation.

7.3 The award for this contract may be made to multiple vendors. All purchases and services under this contract are on an as-needed basis. No quantities or vendor purchases are guaranteed.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SPECIAL TERMS AND CONDITIONS

CONFLICT OF INTEREST

ALL PROSPECTIVE VENDORS PLEASE READ CAREFULLY

Please refer to Board Policy BHA, Conflict of Interest, located on the Cobb County School District website at www.cobbk12.org select Menu, then select Board, then select Policies and Rules, then select Section B and choose BHA.

Any conflict of interest or conflict with Board policy and/or administrative rules must be disclosed at the time of bid submission.

BOARD MEMBERS:

David Chastain, Chairman

John Cristadoro, Vice Chairman

Nichelle Davis

Leroy Tre’ Hutchins

Becky Sayler

Randy Scamihorn

Brad Wheeler

EXECUTIVE CABINET:

Chris Ragsdale, Superintendent

Keeli Bowen

John Floresta

Sherri Hill

Brad Johnson

Dr. Jasmine Kullar

Dr. Catherine Mallanda

Marc Smith