Furniture and Furnishings RFP _ RCHS _ Office.pdf

Request for Proposal (RFP)

For

Furniture and Furnishings for the Rabun County High School Admin and Academic Building Office Furniture

Issue Date: June 13, 2025

Proposal Due Date and Hour: July 14, 2025 @ 3PM EST

Rabun County Schools 963 Tiger Connector

Tiger, GA 30576 timeline:

June 13, 2025 RFP released

July 4, 2025 Last day for questions July 7, 2025 All addenda will be posted

July 14, 2025 Bids Due

RABUN COUNTY SCHOOLS

ISSUE DATE: June 13, 2025

QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Jason Hogan, Director of Facility Operations, e-mail: jhogan@rabuncountyschools.org Subject “Office Furniture”

DUE DATE: Proposals will be received until July 14, 2025 at 3:00 PM EST. Failure to submit proposals to the correct location by the designated date and time will result in disqualification.

ADDRESS: Proposals should be mailed or hand delivered to: Jason Hogan, Rabun County Schools, 963 Tiger Connector, Tiger, GA 30576. Please place “RCHS Office Furniture RFP” in the left corner of the return envelope or package. Rabun County Schools is NOT liable for items lost in the mail or not delivered on time.

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit proposals to establish a contract, through competitive negotiations, for classroom furniture by Rabun County Schools, hereinafter referred to as “RCS”.

II. BACKGROUND

RCS is currently in the construction stage for the Rabun County High School Admin and Academic Building.

The project is located at 230 Wildcat Hill, Tiger, GA 30576.

The expected completion date is May 2026.

The expected furniture installation completion date of June 30, 2026. RCS will negotiate with the bid winner the first available building entry date for delivery and installation.

III. STATEMENT OF NEEDS

The Contractor shall provide the following:

A. Classroom furniture in accordance with the specifications in Attachment B.

B. Products that comply with Section 102 of the Consumer Product Safety Improvement Act (CPSIA).

C. Inside delivery of furniture to a staging area assigned by RCS.

D. Coordination with the general contractor Carroll Daniel Construction Company, Inc., Britny Dyer, Project

Superintendent. Installation may be performed while construction is still underway.

E. Prices that include delivery, installation, set-up and placement of furniture in accordance with information provided by RCS.

F. Assistance with design/placement of furniture into classrooms upon award of contract if needed.

G. Protection of school property (floors, doors, walls, etc.) during installation.

H. Removal of all cartons and debris resulting from installation for off-site disposal by the Furniture Contractor.

mailto:jhogan@rabuncountyschools.org

IV. PROPOSAL PREPARATION AND SUBMISSION

A. General Requirements

1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. One original, 4 copies, and one digital copy of each proposal must be submitted to:

Jason Hogan Director of Facility Operations Rabun County Schools 963 Tiger Connector Tiger, GA 30576

Please place “RCHS Office Furniture RFP” in the left corner of the return envelope or package.

No other distribution of the proposals shall be made by the Offeror.

2. Proposal Preparation

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Proposals which are substantially incomplete or lack key information may be rejected by RCS at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP.

d. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume.

e. Ownership of all data, material and documentation originated and prepared for RCS pursuant to the

RFP shall belong exclusively to RCS.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to RCS. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. RCS will schedule the time and location of these presentations. Oral presentations are an option of RCS and may not be conducted. Therefore, proposals should be complete.

B. Specific Requirements

Proposals should be as thorough and detailed as possible so that RCS may properly evaluate your capabilities to provide the required. Offerors are required to submit the following information/items as a complete proposal:

1. The return of the General Information Form and addenda, if any, signed and filled out as required.

2. Detailed information on the products proposed. If proposing an equivalent or alternate to the furniture specified please include a specification sheet.

3. Price for all items proposed to include a grand total.

4. Warranty information on all items proposed. Warranty process if action is needed at a later date.

5. Confirm your firm’s ability to meet the proposed set-up and installation dates.

6. Four (4) recent references, either educational or governmental, for whom you have provided the type of product and service described herein. Include the date(s) they were furnished, the client name, address and the name and phone number of the individual RCS has your permission to contact.

7. Copy of current W9 form.

8. Signed and notarized Contractor Affidavit with E-verify number - Attachment C

9. Copy of Certificate of Insurance

V. SELECTION CRITERIA AND AWARD

A. Selection Criteria

Proposals will be evaluated by RCS using the following:

Maximum Point Criteria Value

1. Product design, durability and fitness for use 30

2. Price 40

3. Warranty 10

4. Ability to meet set-up and installation dates 15

5. References 5 Total 100

B. Award

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in this Request for Proposal. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, RCS shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. RCS may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. Should RCS determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference to all the requirements, terms and conditions of this solicitation and the Contractor's proposal as negotiated.

VI. ATTACHMENTS

Terms and Conditions Attachment A – Proposal Certification Form Attachment B – Furniture Specifications and Estimated Quantities for Rabun County High School Admin and Academic Building.

Attachment C – Contractor Affidavit

TERMS AND CONDITIONS

2.0 TERMS AND CONDITIONS

2.1 RCS Reserves the Right to:

A. Waive formalities and technicalities in any proposal

B. Reject any and/or all proposals wherein its judgment, it will be in the best interest of the school district

C. Accept the proposal that in its judgment will be in its best interest

D. At its option, award on an individual component or on a lump sum basis

E. Award this contract to the vendor who in the school district’s opinion is most responsive and responsible, and will perform in the best interest of the RCS. Price alone will not be the determining factor in the contract award.

F. Cancel or amend this RFP prior to the proposal due date. All amendments and additional information will be posted to the RCS website at www.rabuncountyschools.org and the GA Procurement website https://ssl.doas.state.ga.us/GPRBuyerPortal/. Proposers are encouraged to check these websites frequently.

G. Determine whether or not a product is equal or equivalent to specifications.

H. Retain proposals and all submitted documentation.

2.2 Proposal Period

A. All proposals must be valid for at least 90 days after the proposal due date.

B. A submitted proposal may be withdrawn prior to the due date by a written request to the Director of Facility Operations. A request to withdraw a proposal must be signed by an authorized individual from the vendor’s company.

C. The cost for developing and delivering the proposal is the sole responsibility of the proposer.

2.3 Georgia Security and Immigration Compliance Act of 2006 Certification

The proposer shall certify that the proposer and any subsequent subcontractors have registered with and are participating in a federal work authorization program as outlined in the O.C.G.A. 13-10-91.

2.4 Bonding

RCS will require a performance bond from the awarded bidder before work can begin.

2.5 Insurance

A. The awarded contractor shall furnish to the RCS a Certificate of Insurance showing compliance with the limitations listed herein. The Certificate of Insurance must be sent to the RCS prior to commencement of work. All Auto, General Liability and Umbrella policies shall name RCS as an Additional insured. Property policies should name RCS as Loss Payee, as their interest may appear.

No insurance will be acceptable unless written by a company licensed by the State Insurance Department to do business in Rabun County, Georgia and have a Best Guide financial Rating of A or better.

http://www.rabuncountyschools.org https://ssl.doas.state.ga.us/GPRBuyerPortal/

B. The vendor, and any of the vendor’s sub-contractors, agrees to comply with the provisions of worker’s compensation laws of the State of Georgia. A certificate from an insurance company showing issuance of worker’s compensation coverage for the State of Georgia or a certificate from Georgia Worker’s Compensation Board showing proof of ability to compensate directly shall be submitted to the RCS prior to beginning the work.

C. The vendor further shall maintain such other insurance (with limits as shown below) that shall protect the vendor and RCS from any claims for property damage or personal injury, including death, which may arise out of operations under this contract, and the vendor shall furnish the RCS certificates and policies of such insurance as shown below.

Below is listed the insurance coverage which must be procured by the vendor at his own expense.

The vendor agrees to follow instructions indicated in each case:

(1) Comprehensive General Liability Insurance. Personal injury, including death, with limits of $1,000,000 for each person and $2,000,000 for each accident.

(2) Property Damage – limits of $100,000 for each accident and $300,000 for the aggregate.

(3) Auto Liability - including Owner, hired, and non-owned vehicles with limits of Bodily injury, including death limits of $1,000,000 for each person and $1,000,000 for each occurrence, and Property damage limits of $1,000,000 for each occurrence.

D. The contractor shall indemnify and hold harmless the Rabun County Schools, its officers, officials, representatives, agents and employees, from and against any and all claims, demands, suits, loss, damage, injury, and liability, including cost and expenses incurred in connection therewith, resulting from, arising out of, or in any way connected with the performance of the contract, except where caused by the active negligence, sole negligence or willful misconduct by the RCS. This hold harmless clause is in no way an admission of liability on the part of the RCS, or any of its agents, representatives, or employees.

2.6 Compliance with Laws

The successful proposer shall procure all permits, bonds, and licenses, pay all charges, taxes and fees, and give all notices necessary and incidental to the due and lawful prosecution of the work. All costs thereof shall be deemed to be included in the proposal price. The successful proposer shall, at all times, observe and comply with all Federal, State, City, and other laws, codes, ordinances, rules and regulations in any manner affecting the conduct of the work.

2.7 Work Site Damages

Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.

2.8 Assignment of Contract

A contract shall not be assignable by the Contractor in whole or in part without the written consent of RCS.

2.9 Clarification of Terms

If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

2.10 Default

In case of failure to deliver goods or services in accordance with the contract terms and conditions, RCS, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which RCS may have.

2.11. Immigration Reform and Control Act of 1986

By submitting their proposals, the offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

2.12 Independent Contractor

The contractor shall not be an employee of RCS, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind RCS, or to otherwise act on behalf of RCS, except as RCS may expressly authorize in writing.

2.13 Mandatory Use of RCS Forms and Terms and Conditions

Failure to submit a proposal on the official RCS form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, RCS reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

2.14 Use of Brand Names

Unless otherwise provided in this solicitation; the name of a certain brand, make or manufacturer does not restrict offerors to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which RCS in its sole discretion determines to be equal to that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The offeror is responsible to clearly and specifically indicate the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable RCS to determine if the product offered meets the requirements of the solicitation. The offeror may also be asked to provide a sample product to RCS in order to determine comparable quality. This is required even if offering the exact brand, make or manufacturer specified. Unless the offeror clearly indicates in its proposal that the product offered is an "equal" product, such proposal will be considered to offer the brand name product referenced in the solicitation.

2.15 Proposal Certification

Indicate a willingness to enter into an agreement by signing the Proposal Certification Form in Attachment A. Failure to sign this form will result in disqualification.

APPENDIX A - PROPOSAL CERTIFICATION –Furniture RFP

We propose to furnish and deliver any and all of the goods and/or services named in our proposal at the prices stated. It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by the RCS, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the RCS.

It is understood and agreed that we have read the specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. Any exceptions are noted in writing and included with this proposal. By our original signature, entered below, we guarantee and certify that all items included in this proposal meet or exceed any and all such stated specifications. We further agree, if awarded a contract, to deliver goods and/or services that meet or exceed the specifications.

It is understood and agreed that this proposal shall be valid and held open for a period of ninety days from proposal opening date.

PROPOSAL SIGNATURE AND CERTIFICATION (Proposer to sign and return with proposal)

I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this proposal for the proposer.

Authorized Signature ___________________________________Date_______________________

Print/Type Name _________________________________________________________________

Company Name __________________________________________________________________

Address: _______________________________________________________________________

Phone Number:__________________________________________________________________

Email Address: __________________________________________________________________

Fax Number: ____________________________________________________________________

Attachment B – Furniture Specifications and Estimated Quantities for Rabun County High School Admin and Academic Building

Note: *The following list contains estimated quantities *

Specifications:

● Lifetime Warranty

Front Office

● SRO/Bookkeeper/Attendance Clerk/Registrar - Qty 4

○ HON 10500 Desk w/ Pencil Tray & Return or Equivalent

● Maintenance Office - Qty 1

○ HON 34000 Dual Pedestal (locking)

Administrative Suite

● Administrative Offices - Qty 3

○ Liberty Meritage Jr. Executive Desk, Credenza, Hutch, & 72” Bookcase or Solid

Wood Equivalent or

○ Liberty Paradise Valley Executive Desk, Credenza, Hutch, & Bookcase or Solid Wood Equivalent

○ Four Person Conference Table

● Conference Room - Qty 1

○ HON PRESIDE 240” W X 54” D w/ Custom Paw Logo in Center or Equivalent

○ HON Preside Credenza 72” W x 20” D or Equivalent

● Conference Room Chairs - Qty - 16

○ SOI Amplify Task Chair or Equivalent

● Alternative School Office - Qty 1

○ HON 10500 U Desk w/ Pencil Tray, Task Light, Tackboard or Equivalent

○ HON Flagship Metal 5-Shelf Bookcase or Equivalent

Special Education Offices - Qty 8

● HON 10500 Desk w/ Pencil Tray 60”W X 30” D or Equivalent

● SOI Amplify Task Chair or Equivalent

Counselor Suite

● Counselor Offices - Qty 4

○ HON 10500 U Desk w/ Pencil Tray, Task Light, Tackboard or Equivalent

● Tech Specialist & Auxiliary Office - Qty 2

● Conference Room - Qty 1

○ HON Preside 168”W X 54” D or Equivalent

○ HON Preside Credenza 72” W x 20” D or Equivalent

● Conference Room Chairs - Qty 12

Nurse’s Office

● Nurse’s Desk - Qty 1

Classrooms

● Classroom Teacher Desks - 41

○ HON Metro L Desk or Equivalent

● Classroom Bookcases - 41

● Classroom Teacher Chairs - 44

○ SOI Hexy Task Chair or Equivalent

● Adaptive Classroom Para Desks - Qty 2

○ HON Metro Single Pedestal Desk (Locking) or Equivalent

● Culinary Lab Teacher Desk - Qty 1

○ HON Metro Double Pedestal (locking) or Equivalent

Misc Office Equipment

● Office Chairs - Qty 17

● Office Side Chairs - Qty 40

○ SOI Focus Guest Chair or Equivalent

● Filing Cabinets - Qty 71

○ HON H314 Vertical File (black metal)

● Fireproof Filing Cabinets- Qty 4

○ Fireking 4-1825-CPL

● Fire Safe

○ Mesa Safe, Digital Lock 22”W x 22” D x 40” High or Equivalent https://www.globalindustrial.com/p/burglary-file-safe-cabinet-2-hr-factory-fire-rating-digital-lock-22w-x-22d-x-40h?gad_source=1&gad_campaignid=21930336125&gclid=Cj0KCQjwuvrBBhDcARIsAKRrkjfAF7uILNh_PPaY51aiL6kZWh3hiW_U80c34lCs7r8EUIL4v3GL0jsaAmNKEALw_wcB

Attachment C - Contractor Affidavit

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, _____, 20_____ in _______________ (city), __________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF _____________, 20______.

NOTARY PUBLIC

My Commission Expires: _____________________________

Request for Proposal (RFP)

APPENDIX A - PROPOSAL CERTIFICATION –Furniture RFP