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HABERSHAM COUNTY BOARD OF EDUCATION

P.O. Box 70, Clarkesville, Georgia 30523

Ph: 706-754-2118 Fax: 706-754-1549

Mr. Patrick Franklin, Superintendent

The Habersham County School District (HCSD) is accepting proposals from qualified vendors to replace our existing video/scoreboard at Habersham Ninth Grade Academy, Raider Stadium, 171 Raider Circle, Mt. Airy, GA 30563. The district is seeking a turnkey project to include removal and disposal of existing stadium video/scoreboard and related structural support; new LED video display scoreboard including relocation and installation to opposite end of field; structural support; required permits (if any); site prep;

electrical work (in collaboration with HCSD personnel); structural grounding, ground rods, ground wire, related connections and labor and all related materials; and other work necessary for successful operation. Project must also include onsite training for HCSD employees who will use system.

RFP release date will be June 13, 2025. The RFP will be posted on the Georgia Procurement website and the district website.

Bid opening will take place at the Habersham County Board of Education Board Room, Central Office Annex. Deadline for submittals will be 10:00 a.m. on July 21, 2025, at which time HCSD personnel will perform a bid opening and a public reading will take place. Proposals can be hand carried to the public bid opening. Mailed bids should allow sufficient time to arrive before the bid opening in order to be present for the bid opening.

Please address sealed bids to: Bid opening address:

RAIDER STADIUM VIDEO DISPLAY Central Office Annex Habersham County Board of Education 144 Holcomb Street 132 Stanford Mill Road Clarkesville, GA 30523 P.O. Box 70 Clarkesville, GA 30523

Project Contacts:

Geep Cunningham, Athletic Director Denise Gunn, Facilities Director gcunningham@habershamschools.com dmgunn@habershamschools.com

Dennis Unbehant, Technology Director David Leenman, Assistant Superintendent dunbehant@habershamschools.com dleenman@habershamschools.com

Only sealed bids will be accepted. No faxed or emailed bids will be accepted.

Any inquiries and questions must be received in writing no later than Wednesday July 2, 2025 at 12 p.m.

All inquiries about this bid must be sent to the three project contacts shown above. Questions and responses will be shared with all registered bidders.

The Habersham County Board of Education reserves the right to accept or reject any and all proposals and to waive technicalities.

mailto:gcunningham@habershamschools.com mailto:dmgunn@habershamschools.com mailto:dunbehant@habershamschools.com

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HABERSHAM COUNTY BOARD of EDUCATION

RAIDER STADIUM VIDEO DISPLAY/SCOREBOARD

PART I – SCHEDULE OF EVENTS

Event Timing

Release of RFP 6/13/2025

Site Visit Date 6/23/25 at 9:30 a.m. EST Deadline for Questions 7/2/2025 by 12:00 p.m. EST Responses to Questions Posted 7/9/2025 by 12:00 p.m. EST

RFP Submission Deadline 7/21/2025 by 10:00 a.m. EST

Evaluation Period 7/21/2025 thru 7/25/2025 Contract Awarded 7/28/2025

PART II – INSTRUCTIONS TO BIDDERS

1.0 DEFINITIONS

1.01 Bidding Documents include this RFP and any Addenda issued prior to the receipt of bids.

1.02 A Bid is the complete and properly signed proposal to do the work for the sums stipulated therein, as submitted in accordance with the Bidding Documents.

1.03 The Unit Price Bid is the sum stated in the Bid for which the bidder offers to perform the work described in the Bidding Documents as the base to which work may be added or from which work may be deleted for sums stated in Alternate Bids.

2.00 BIDDER REPRESENTATIVES

2.01 Each vendor by making his Bid represents that:

a. Vendor has read and understands the Bidding Documents and his Bid is made in accordance therewith.

b. Vendor has visited the site, has familiarized himself with local conditions under which the work is to be performed and has correlated his observations with the requirements of the Contract Documents.

c. No consideration will be given any claim based on lack of knowledge of existing conditions except where Contract Documents make definite provisions for adjustments of cost or extension of time due to existing conditions that cannot be readily ascertained.

d. The bid as submitted is based upon providing the labor, materials, systems and equipment required to complete the “Scope of Work” without exceptions.

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3.00 INTERPRETATION OR CORRECTION OF BIDDING DOCUMENTS

3.01 Vendors shall submit questions requesting clarification of any ambiguity, inconsistency or error which they may discover upon examination of the Bidding Documents before the deadline of July 2, 2025 at 12:00 p.m.

3.02 Responses to questions received will be shared by July 9, 2025 at 12:00 p.m.

4.00 BID PROCEDURE

4.01 Sealed bids will be addressed to “RAIDER STADIUM VIDEO DISPLAY” at Habersham County Board of Education, P.O. Box 70, 132 Stanford Mill Road, Clarkesville, GA 30523.

Deadline for submittals will be July 21, 2025 at 10:00 a.m., at which time the Director will perform a bid opening and public reading will take place in the Board Room located at 144 Holcomb Street, Clarkesville, GA 30523. Bids may be hand carried to the bid opening.

4.02 Note: QTY of 3 copies of all bids shall be submitted in response to this RFP.

Copies shall be signed by the person or persons legally authorized to bind the Vendor to a Contract.

A Bid by a Corporation shall further give the state of incorporation and have the corporate seal affixed.

4.03 The Unit Price Bid Sum shall be expressed in U.S. dollars.

4.04 Any interlineations, alteration or erasure must be initialized by the signer of the Bid.

4.05 Failure to submit a Bid in the form requested or inclusion of any alternates, conditions, limitations or provisions not called for will render the bid irregular, and shall be considered sufficient cause for rejection of Bid.

4.06 Bids shall be delivered to reach the address designated in the Invitation to Bid no later than the hour and date established for deadline of acceptance of bids. After that time, no bids will be received, nor may they be withdrawn. Emailed or Faxed bids will not be accepted.

5.00 CONSIDERATION OF BIDS

5.01 It is the intent of the district to award this bid in its entirety to a single vendor.

5.02 Rejection of Bids: The Board shall have the right to reject any or all Bids not accompanied by any data required by the Bidding Documents, or to reject a Bid which is in any way incomplete or irregular. The district reserves the right to reject any or all bids, in whole or in part and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interest of the district.

5.03 Late submittal, and late modifications received after the due date and time will not be considered. Modifications received after the due date will not be considered.

5.04 Acceptance of Bid (Award): It is the intent of the Board to award a Contract to the most cost-effective provider based on the Evaluation Criteria outlined in Section 5.05.

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5.05 Evaluation Criteria

CRITERIA POINTS

Cost of the Proposed Solution and Installation 35

Prior Experience

- Similar projects and provided references

- Experience with vendor

- Experience with proposed manufacturer product

Technical Merit / Availability

- Proposal meets or exceeds all technical requirements

- Proof of product equivalency

- Availability/Lead Time of products

Qualifications/Proximity

- Financial stability

- Personnel Technical Qualifications & Certifications

- Bonded

- Proximity of offices

- Local representative available

Quality and Completeness of Proposal

- Completed all bid requirements

- Implementation Plan

5.06 Even after award of contracts, the district may or may not proceed with the project, in whole or in part. Execution of the project, in whole or in part, is solely at the discretion of the district.

Vendors wishing to bid do so solely at their own risk. The district is not liable or responsible for any costs, loss, fees, or expenses, of any kind, associated with bid and/or a decision not to proceed with the project, even after award of the contracts. By submitting a bid, each vendor agrees to bear all of its own costs, fees, expenses, and losses, of any and all kind, should the district cancel the project.

6.00 INSURANCE

6.01 The WINNING BIDDER shall purchase and maintain, in a company acceptable to the BOARD, such insurance as will protect him from claims under Workmen’s Compensation laws, disability benefit laws or other similar employee benefit laws; from claims for damages because of bodily injury, occupational sickness or disease, or death of his employees, and claims insured by usual personal injury liability coverage; from claims for damages because of bodily injury, sickness or disease, or death of any person other than his employees including claims insured by usual personal injury liability coverage; and from claims for injury to or destruction of tangible property, including loss of use resulting there from any or all of which may arise out of or result from the WINNING BIDDERS operations under the Contract Documents, whether such operations be by himself or by a Sub-Contractor or anyone directly or indirectly employed by any of them or for who acts any of them may be legally liable. This insurance shall be written for not less than

P a g e 5 | 10 limits of liability specified below or required by law, whichever is greater. A statement is to be included on the Certificate of Insurance verifying that the BOARD will be notified by Certified Mail 15 days prior to termination of WINNING BIDDER’S insurance. Certificates for Worker’s Compensation and General Liability Insurance will be required and submitted as part of the bid package.

a. Worker’s Compensation – Statutory (for the State in which the work is to be performed and the State of domicile of the WINNING BIDDER).

b. Manufacturers’ and WINNING BIDDER’S Liability, covering operations performed by or for the WINNING BIDDER, with limits of not less than: Bodily Injury – $500,000/$1,000,000. Property Damage - $500,000.

c. WINNING BIDDER Liability, covering liability of others assumed by the WINNING BIDDER elsewhere in the contract under “Hold Harmless” Agreements or similar assumptions of liability with limits as required in 6.01 2) above.

7.00 TERM AND ORDER INFORMATION

7.01 In accordance with O.C.G.A. §36-91-21(c) (2), HCS reserves the right to discuss, negotiate, and request revisions of any proposal after submission prior to an award with proposers reasonably susceptible of being selected for the award of the RFP.

8.00 INVOICING

8.01 The WINNING BIDDER agrees to bill and receive a portion of the payment for the provisions of goods and services described herein directly from USAC via the Form 474 Service Provider Invoice (SPI). The district will only be responsible for paying its non-discounted share of costs and does not intend to use the BEAR process (Form 472). Alternatively, should the district decide that it is in the best interest of the district to file a Form 472, the district will inform the Service Provider of its intent.

9.00 SAFETY

9.01 WINNING BIDDER shall be solely responsible for maintaining safety, at work site. WINNING BIDDER shall take all reasonable steps to ensure safety for both workers and visitors to the site.

10.00 PERFORMANCE REQUIREMENTS

10.01 The BOARD’S right to carry out the work:

a. If the WINNING BIDDER defaults or neglects to carry out the Work in accordance with the Contract and fails within a two (2) day period after receipt of written notice from the BOARD to commence and continue correction of such default or neglect with diligence and promptness, the BOARD may, without prejudice to other remedies the BOARD may have, correct such deficiencies. In such case an appropriate Change Order will be issued deducting from payments then or thereafter due the WINNING BIDDER the cost of correcting such deficiencies, including compensation for the BOARD’S additional services

P a g e 6 | 10 and expenses made necessary by such default, neglect or failure. If payments then or thereafter due the WINNING BIDDER are not sufficient to cover such amounts, the WINNING BIDDER will pay the difference to the BOARD.

11.00 TERMINATION BY THE BOARD FOR CAUSE:

11.01.1 The BOARD may terminate the Contract if the WINNING BIDDER:

a. Persistently or repeatedly refuses or fails to supply enough properly skilled workers or proper equipment to perform in a timely manner as determined by the Board;

b. Fails to make payment to sub-contractors or suppliers for materials or labor in accordance with the respective agreements between the WINNING BIDDER and sub-contractors/suppliers;

c. Persistently disregards laws, ordinance, or rules, regulations or orders of a public authority having jurisdiction; or

d. Otherwise is guilty of a substantial or material breach of sections 14.00, 15.00 or other provisions of the Contract.

11.01.2 When any of the above reasons exist, the BOARD may without prejudice to any other rights or remedies of the BOARD and after giving the WINNING BIDDER and the WINNING BIDDER’S surety, if any, two (2) days written notice, terminate employment of the WINNING BIDDER and may, subject to any prior rights of the surety:

a. Accept assignment of sub-contractors and supplies agreements, and

b. Finish the Work by whatever reasonable method the BOARD may deem expedient.

11.01.3 When the BOARD terminates the contract for one of the reasons stated in Subparagraph 11.01.1, the WINNING BIDDER will not be entitled to receive further payment until the work is finished.

11.01.4 If the unpaid balance of the Contract sum exceeds additional costs incurred while finishing the Work, including compensation for the BOARD’s services and expenses made necessary thereby, such excess will be paid to the WINNING BIDDER. If such costs exceed the unpaid balance, the WINNING BIDDER will pay the difference to the BOARD. This obligation for payment will survive termination of the Contract.

12.00 PERSONNEL

12.01 It is mutually agreed that the WINNING BIDDER is an independent WINNING BIDDER and not an agent of the BOARD, and as such the WINNING BIDDER shall not be entitled to any BOARD employment benefits, such as, but not limited to, vacation, sick leave, insurance, workmen’s compensation, or pension and retirement benefits.

12.02 Contractor Affidavit must comply with O.C.G.A. 13-10-91 (b) (1) E-Verify. Contractor Affidavit will be required and submitted as part of the bid package.

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12.03 Service provider shall submit current certifications and qualifications demonstrating technical ability to install, test and maintain the proposed system and subsystems.

13.00 IDENTIFICATION

13.01 WINNING BIDDER personnel will carry identification at all times while on Habersham County School property. WINNING BIDDER personnel will show identification when asked by school employees, law enforcement officers, or security personnel.

14.00 OTHER LAWS AND REGULATIONS

14.01 The WINNING BIDDER will comply with any and all applicable federal, state and local standards, regulations, laws, statues and ordinance, regarding toxic, hazardous, and solid wastes and any other pollutants; public and private nuisances; health or safety; and zoning, subdivision or other land use controls. The WINNING BIDDER will take all reasonably necessary, proper or required safety, preventative and remedial measures in accordance with any and all relations and directives from the Georgia Department of Human Resources, the United States Environmental Protection Agency, the Georgia Department of Environmental Management, Health Departments, and any other federal, state or local agency having jurisdiction, to insure the prompt prevention or cessation (now or in the future) of violations of either the applicable provisions of such standards, regulations, laws, statutes, and ordinances or any permits or conditions issued there under.

15.00 NON-DISCRIMINATION

15.01 The WINNING BIDDER will take affirmative action not to discriminate against any employee or applicant for employment or otherwise illegally deny any person participation in or the benefits of the program which is the subject of this agreement because of race, creed, color, sex, age, disability or national origin. To the extent applicable, the WINNING BIDDER will comply with all provisions of Executive Order No. 11246 the Civil Rights Act of 1964, (p.L. 88-

352) and 1968 (P. L. 90-284), and all applicable federal, state and local laws, ordinances, rules, regulations, orders, instructions, designations and other directives promulgated to prohibit discrimination, Violation of the provision, after notice, shall be a material breach of this agreement and may result, at the BOARD’S option, in a termination or suspension of this agreement in whole or in part.

16.0 BID CONTENTS

16.01 Proposers must provide an itemized list of all equipment and materials needed for a fully functional display and scoreboard system. Proposals must include all equipment, installation, shipping, delivery, taxes, and fees. The Habersham County School District will not be liable for any costs not included in the information provided.

a. Vendors are required to add any related components that might be missing from the list, or priced separately, but are required for the solution to be fully functional.

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16.02 Overview of proposed system: provide high level overview of the capabilities of the proposed sign and scoreboard system and the value it brings to HCBOE. Provide a description of the brand and models of equipment included in the proposed system. Provide current manufacturer specifications of proposed equipment.

16.03 Installation Plan: Include detailed implementation plan of how to install the new sign system and how to implement a fully functional display and scoreboard system.

16.04 Qualifications and Certifications of Provider: Description of vendor’s experience installing, implementing, and supporting professional grade LED display and scoreboard systems. List any applicable industry certifications of staff or training provided to staff.

16.05 References: Minimum of 3 or more references of installations of enterprise networks within the United States. List references, including:

a. Contact person

b. Dates of work

c. Mailing address

d. Telephone numbers and email contact information

e. A brief overview of the project

16.06 Warranty/Maintenance Information

a. Provide warranty information for all LED display gear, scoreboard hardware, provided hardware and software for a fully functional display and scoreboard system. Specify how many years equipment is supported after declared end of life by manufacturer. Specify if warranty includes phone support, advance replacement, and other information.

b. Specify any required annual licensing or maintenance fees needed to continue to use all products and software systems included in proposal.

PART III - SCOPE OF WORK

1.0 PROJECT REQUIREMENTS

1.01 The district is seeking a turnkey project to include removal and disposal of existing stadium scoreboard and related structural support; new LED video display scoreboard including relocation and installation to opposite end of field; structural support; required permits (if any);

site prep; electrical work (in collaboration with HCSD personnel); structural grounding, ground rods, ground wire, related connections and labor and all related materials; and other work necessary for successful operation. Project must also include onsite training for HCSD employees who will use system.

1.02 Habersham County Schools will provide a low voltage cable pathway for the sign fiber optic cable connection, and AC power connections as needed.

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1.03 Other than AC power and fiber optic cable connection, proposals are to include the furnishing of all materials, equipment, software licensing, training, shipping costs, delivery, installation, drawings, taxes, fees, etc. and the provision of all labor and services necessary or proper for the completion of the work as may be otherwise expressly provided in the contract document. The district will not be liable for costs beyond those proposed herein.

1.04 Appendix A is included below as an example materials list. This document lists the quantities, categories, and equivalent makes and models of the equipment being requested for this project.

1.05 Vendors are required to add any related components that might be missing from the list, or priced separately, but are required for the solution to be fully functional.

2.0 TRADE NAMES AND ALTERNATIVES

2.01 Proposals are requested on products that are the functional equivalent, comparable to or better than the brands or items listed in this document. References to brand names, trade names, model numbers, or other descriptions are made to establish an approximate level of quality and functional capabilities and are not intended to exclude other products of similar capabilities. Specific names of products listed in this document are intended to convey the type of equipment sought.

2.02 Comparable products of other manufacturers will be considered if proof of comparability and compatibility is contained in their proposal. Vendors, if proposing other than specified, are to clearly identify the manufacturer and the model number and must provide written, complete justification as to how the product complies with all specifications outlined within this RFP as well as the complete list of manufacturer-published specifications related to the requested products. It shall be the responsibility of the proposers to furnish descriptive literature with their proposal such that specifications, catalog pages, brochures or other data will provide an adequate basis for verifying the quality and functional capabilities of the product offered.

Product literature should not be a substitute for a full description of how the product meets or exceeds the features outlined in this RFP.

2.03 The district reserves the right to be the sole determiner of functional equivalency and to select the proposal it believes to be in its best interest.

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APPENDIX A

Requested Equipment List.

LED Display Specifications