Instructions for projector lighting sound sys.pdf

July 17, 2024

RE: REQUEST FOR 8 PROJECTOR, LIGHTING AND OR SOUND SYSTEM INSTALLATION PROPOSALS, REQUEST NUMBER HC-07-26-24A through HC-07-26-24G.

Dear Bidder, By the present letter and attached Request, The Columbia County School District (CCSD) is requesting 7 separate proposals for Projector, Lighting and or Sound Systems installations.

Current schedule:

• Mandatory Pre-bid meetings start July 26, 9:00am (this will be an opportunity to get details and review sites for installation)

• Proposals due no-later than August 8, 2:00pm at 4781 Hereford farm Road, Evans GA 30809

Payment is net 30 upon completion. Vendor is responsible for all debris removal and site preparation.

Vendors are responsible for all permitting and proper location of utilities. Vendors stating permitting and proper location of utilities not included, may be excluded from consideration. All installations are to meet county, state and federal requirements.

Vendors do not have to bid on all requirements. Vendors are encouraged to suggest multiple options and \ or alternatives. All items to be priced out separately. Budget to be discussed at pre-bid meeting. Pricing to be valid through October 31, 2024.

Pre-bid locations to be reviewed July 26, starting 9:00am:

Location # 1 HC-07-26-24A Stevens Creek Elementary School, 3780 Evans to Locks Rd, Augusta, GA 30907

Location #2 HC-07-26-24B Blue Ridge Elementary School, 550 Blue Ridge Dr, Evans, GA 30809

Location #3 HC-07-26-24C Evans Elementary School, 618 Gibbs Rd, Evans, GA 30809

Location #4 HC-07-26-24D Martinez Elementary School, 213 Flowing Wells Rd, Martinez, GA 30907

Location #5 HC-07-26-24E Brookwood Elementary School, 455 S Old Belair Rd, Grovetown, GA 30813

Location # 6 HC-07-26-24F Grovetown High School, 2010 Warrior Way, Grovetown, GA 30813

Location # 7 HC-07-26-24G Euchee Creek Elementary School, 795 Louisville Rd, Grovetown, GA 30813

Details and budgets to be discussed at mandatory pre-bid meeting.

This solicitation is not intended to be nor shall it be construed as being restrictive of any offer that a Bidder may choose to make. Unless specifically stated in the specification, ALL specifications shall be understood to mean “or equal”. Where a make and model number is referenced, it shall be understood that it is provided to describe the minimum type and quality of the item being bid and is intended to be descriptive and not restrictive.

Columbia County School District

Projector, Lighting, Sound Systems Proposals

HC-07-26-24A - G

DAMAGE RESOLUTION

All damage to school property or vehicles, and injury to anyone on school grounds must be reported immediately to the school principal. NO EXCEPTIONS!

Damage to CCSD property (e.g., Sprinkler heads, broken or cracked windows, etc.) will be repaired and paid by CCSD and then deducted from the successful bidder’s invoice amount. An adjustment sheet will be prepared, which will detail the damages and their costs, for the successful bidder’s signature.

Damage to private property will be repaired and paid by the successful bidder. Such repair will be coordinated between the successful bidder and Principal for that school.

All bidders must submit a minimum of three references on the attached CCSD Business References Form.

References must be for projects/contracts of similar size and scope as that contemplated herein. Failure to provide adequate references may result in disqualification of your proposal.

All bidders are being provided the same time and opportunity to request any additional information or clarification concerning this bid in advance of the specified bid due date and time. Therefore, failure to seek such information or clarification prior to the bid closing shall all be deemed to have been fully asked and answered in advance of the bid closing.

If the bidder feels that insufficient details occur in any specifications, the bidder shall consult with Hudson Chandler at (706) 541-2723 ext. 5108 or by email at Hudson.Chandler@CCBOE.net in advance of specified bid closing date and time to insure timely submission of a bid. Decisions by Hudson Chandler and Principals will be final.

By submitting a proposal, the Proposer certifies that, to the best of its knowledge and belief: (1) the prices in this proposal 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 Proposer, 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 proposal have not been knowingly disclosed by the Proposer and will not be knowingly disclosed by the Proposer prior to opening, directly or indirectly, to any other Proposer or to any other competitor; and (3) no attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit or not submit a proposal for the purpose of restricting competition.

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

REQUIRED BID DOCUMENTS

The following executed bid documents, as a minimum, shall be submitted with your bid or as otherwise specified herein. Failure to provide required bid documents may be deemed to be non-responsive and may result in disqualification of your bid.

• Pricing, detail product description and warranty information

• Delivery schedule based on DARO

• Business References Form (1-page)

• Proof of General Liability, Workers Compensation and Automotive Insurance as required by bid (within

10-working days following award notification)

• Signed general contract for services (within 10-working days following award notification)

• Waiver and Release of Liability (within 10-working days following award notification)

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 Contract Size:

Company or Business Name Address Contact/Telephone Number Business email

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