ECS_TCE_Classroom_Furniture_RFP.docx

EMANUEL COUNTY SCHOOLS

201 North Main Street • P.O. Box 130 • Swainsboro, GA 30401 478-237-6674 • Fax: 478-419-1102 Request for Proposals Twin City Elementary School Classroom Furniture Emanuel County Schools • Swainsboro, Georgia Complete all bracketed fields before issuing.

1. Introduction Emanuel County Schools (ECS) is seeking sealed proposals from qualified vendors to furnish, deliver, assemble, and install new student chairs and desks at Twin City Elementary School. The selected vendor shall provide durable classroom furniture suitable for daily use in an elementary school. No specific manufacturer, brand, or proprietary model is required. Any manufacturer’s products meeting the specifications may be proposed.

2. Scope of Work and Furniture Specifications Provide all furniture, labor, materials, freight, unloading, assembly, installation, room placement, supervision, and packaging removal necessary for a complete, ready-to-use installation at Twin City Elementary School, 162 Parrish Pond Road, Twin City, GA 30471.

Total: 550 student chairs and 550 student desks.

A. Student Chairs New, unused, commercial-grade classroom chairs with a durable molded-plastic seat and back, either one-piece or separate components. Residential-grade furniture is not acceptable.

Four-leg steel frame with chrome finish or a durable corrosion-resistant finish. Identify frame material, tubing dimensions, finish, attachment methods, and rated user capacity.

Nominal seat heights shall be 14, 16, and 18 inches for the respective quantities. State actual seat height and overall dimensions.

Smooth, cleanable surfaces, rounded edges, stable construction, and no exposed sharp edges or hazardous fasteners.

Non-marking felt glides or replaceable felt-contact glides suitable for school flooring. Glides shall be securely attached and included in the price.

Provide standard black, charcoal, or comparable dark neutral chair colors for ECS selection. Identify any color-related cost or schedule differences.

Provide a consistent product series across the three chair sizes where available; identify any differences in design or construction.

B. Student Desks — Base Proposal New, unused, commercial-grade individual student desks with an open-front polymer/plastic book box and nominal 18 × 24-inch rectangular solid-plastic writing surface.

Writing surface shall be durable, smooth, easy to clean, and suitable for daily classroom use, with rounded corners and finished edges. State top material, thickness, dimensions, and construction.

Steel frame and legs with chrome finish or a durable corrosion-resistant finish. Provide secure attachments and a stable, level desk.

Height-adjustable legs suitable for students using the specified chair heights. Identify the adjustment range and increments. ECS will provide room-specific height settings before installation.

Non-marking felt glides or replaceable felt-contact glides suitable for school flooring, included in the price.

Provide standard gray or comparable neutral top colors and black, charcoal, or comparable dark neutral book-box colors for ECS selection.

Identify book-box dimensions, usable storage space, and method of attachment. Book boxes shall have smooth edges and accommodate ordinary student books and supplies.

Casters and wheelbarrow kits are not included in the required scope.

C. Optional Alternate — Laminate Desk Tops Vendors may submit a separately priced alternate for all 550 desks with high-pressure laminate writing surfaces in place of solid-plastic tops. All other base desk requirements apply. Identify substrate, top thickness, edge treatment, durability characteristics, warranty differences, and total price difference. This alternate is optional and does not replace the required solid-plastic base proposal. ECS may select the alternate if it represents the best value. Base and alternate proposals will be evaluated on the same criteria.

D. Product Documentation and Deviations Identify the manufacturer and model for each proposed item and provide product literature, dimensioned specifications, photographs, available colors, assembly details, maintenance instructions, and written warranties. Identify applicable school-furniture safety and performance standards and provide supporting certifications or test reports when available. ECS will assess construction, durability, student suitability, and compliance from the submitted documentation. Clearly identify every deviation in a separate exceptions statement. Alternatives that materially differ from the required furniture shall be labeled as additional options and shall not replace the base proposal.

3. Vendor Qualifications Demonstrate successful experience supplying and installing classroom furniture or comparable institutional furniture.

Provide at least three relevant customer references, including contact name, organization, phone/email, scope, and completion date.

Confirm ability to obtain the proposed products and provide manufacturer warranty support.

Provide evidence of general liability coverage and workers’ compensation coverage as required by law; disclose installation subcontractors.

Comply with applicable laws and ECS campus safety and visitor requirements.

4. Proposal Requirements Signed cover letter identifying the vendor, mailing address, primary contact, telephone, email, years in business, and authorized representative.

Completed and signed Attachment A pricing and certification form.

Manufacturer/model information and technical documentation for each item; a specification-by-specification compliance statement.

Delivery and installation plan, including lead time after purchase order, anticipated completion date, staffing, and subcontractors.

Written manufacturer and installation warranties, claim procedures, exclusions, replacement-part availability, and service contact.

Three relevant references and insurance information.

Separate statement of exceptions to specifications or terms, or a statement that there are no exceptions.

Acknowledgment of all issued addenda.

Prices shall remain firm for 90 calendar days after the proposal deadline. Proposals shall include all required items and all costs. ECS will provide available exemption documentation. Do not condition pricing on a cooperative purchasing contract.

5. Evaluation Criteria and Award Responsive proposals from responsible vendors will be evaluated using the following proposed criteria:

Price points = (lowest responsive evaluated total ÷ proposer’s evaluated total) × 40. For non-price criteria, ECS will score the documented strength of each proposal against the stated requirements. If ECS considers the laminate alternate, proposals will be compared on a consistent selected scope rather than mixing solid-plastic and laminate prices. Optional extras outside the selected scope will not be included in the evaluated total.

ECS intends to award the complete furniture package to one vendor offering the best overall value. Lowest price alone does not guarantee award. ECS may request clarifications, supporting information, or product samples. Any material change to the solicitation will be issued by written addendum to all proposers. ECS reserves the right to reject any or all proposals, waive minor informalities that do not affect competition, or cancel the solicitation. Award is subject to available funding and required district approval.

6. Delivery, Installation, Warranty, and Payment Complete delivery and installation by the date stated on the first page. Identify any inability to meet that date as an exception.

Coordinate all site access, delivery times, staging, room placement, and desk-height settings with ECS. Do not deliver without district authorization.

Protect floors, walls, doors, and existing facilities. Repair damage caused by the vendor or its subcontractors at no additional cost to ECS.

Deliver furniture fully assembled, adjusted, clean, level, and ready for use. Remove all cartons, pallets, packaging, and installation debris. Removal of existing furniture is excluded.

ECS will inspect quantities, condition, operation, and specification compliance before acceptance. Correct shortages, defects, shipping damage, and installation deficiencies without additional charge.

Provide at least a one-year written warranty against defects in materials and workmanship, including installation workmanship, beginning at ECS acceptance. State any longer manufacturer warranty and any exclusions. Describe who pays labor, shipping, and replacement costs for warranty claims.

Pricing shall include all delivery and installation costs. Additional charges require prior written ECS approval; vendor terms do not automatically authorize storage, handling, or delay charges.

Payment terms are net 30 days following receipt of a correct invoice and district acceptance of the completed installation. Any proposed deposit or progress-payment requirement must be disclosed as an exception.

No order is authorized until ECS issues a purchase order or executes a written agreement. The accepted proposal, this RFP, addenda, and district purchase order/agreement establish the purchase terms; vendor standard terms apply only if expressly accepted in writing by ECS.

7. Submission Instructions Submit one signed original and one copy in a sealed envelope or package clearly marked:

“RFP – Twin City Elementary School Classroom Furniture”

PE-65310-NONST-2027-000000022

Vendor Name and Return Address Deliver to:

Emanuel County Schools Attn: Matt Braswell 201 North Main Street Swainsboro, GA 30401 Proposals must be received by November 4, 2026 at 2:00 PM Eastern Time. Late submissions will not be considered. Vendors are responsible for delivery by the deadline; a mailing date or postmark does not constitute receipt. Emailed or faxed proposals will not be accepted. Publication on the Georgia Procurement Registry does not constitute an electronic submission option.

8. Questions, Addenda, and Additional Terms Submit written questions to the contact listed below by the question deadline. Only written addenda issued by ECS may amend this RFP. ECS will post addenda with the solicitation on the Georgia Procurement Registry and district bid page. Vendors are responsible for reviewing and acknowledging all addenda. ECS may extend the deadline by addendum when necessary.

Vendors bear their proposal-preparation costs. Proposals may be withdrawn by an authorized written request received before the deadline. Furnish any affidavits or other compliance documentation required by applicable law for the awarded scope before contract execution. Proposal records are subject to applicable Georgia public-records requirements; identify any claimed confidential material and its legal basis rather than marking the entire proposal confidential.

9. Contact Information Matt Braswell Project Manager Emanuel County Schools 201 North Main Street, Swainsboro, GA 30401 478-237-6674 matt.braswell@emanuel.k12.ga.us

10. Non-Discrimination Statement Emanuel County Schools does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs or activities.

Attachment A — Proposal Pricing and Certification Twin City Elementary School Classroom Furniture RFP Number:

Vendor: ______________________________________________ Contact: ______________________________________________ Telephone / Email: ______________________________________ Base Proposal — Unit prices shall include furniture. List freight and installation separately below, or enter “Included.” Do not count the same cost twice.

Other required costs must be fully described. No unspecified mandatory fees may be added to the total.

Optional Laminate Alternate Alternate manufacturer/model: ______________________________ Laminate / substrate / thickness / edge treatment: ________________ Alternate desk unit price: $____________ Price difference for 550 desks: $____________ ☐ Add ☐ Deduct

TOTAL COMPLETE INSTALLED COST WITH LAMINATE ALTERNATE: $____________

Warranty or schedule differences: ____________________________ ☐ No laminate alternate offered Schedule and Warranty Lead time after purchase order: ______ calendar days Delivery and installation duration: ______ days Proposed completion date: _________________________________ Required completion date can be met: ☐ Yes ☐ No (explain) Chair warranty: __________ Desk warranty: __________ Installation warranty: __________ Warranty/service contact: ___________________________________ Exceptions and Addenda Exceptions: ☐ None ☐ Attached separate statement Addenda acknowledged (number/date): _________________________ Vendor Certification The undersigned is authorized to submit this proposal and certifies that the stated prices include the complete selected scope, will remain firm for 90 calendar days after the deadline, and that all exceptions are disclosed. The vendor has reviewed this RFP and acknowledged all addenda.

Authorized Signature: _____________________________________ Printed Name / Title: _______________________________________ Date: ___________________________________________________ TCE Classroom Furniture RFP • | Page 2