Intercom Installation.pdf

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GUILFORD COUNTY SCHOOLS

Invitation For Bid

Purchasing Department 714 Green Valley Road Greensboro, NC 27408

Direct all inquiries to: Invitation for Bid: #6846

Letitia Hines Bid due date: September 10, 2026 hinesL@gcsnc.com 336.370.3238 Commodity: Intercom Installation

NOTICE TO BIDDERS

Bids, subject to the conditions made a part hereof, will be received at this office 714 Green Valley Road, Greensboro NC 27408, until 2:00 PM EST on the day of opening for furnishing and delivering the commodity as described herein. Bids submitted via facsimile (FAX) machine in response to this Invitation for Bid will not be accepted.

EXECUTION

In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this bid, the undersigned Vendor certifies that this bid is submitted competitively and without collusion (G.S. 143-

54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the

Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-

48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC

General Statutes, including the requirement for each employer with more than 25 employees in North

Carolina to verify the work authorization of its employees through the federal E-Verify system.

Failure to execute/sign bid prior to submittal shall render bid invalid and it WILL BE REJECTED. Late bids will not be accepted.

mailto:hinesL@gcsnc.com

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BIDDER: FEDERAL ID OR SOCIAL SECURITY

NO.

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

FAX NUMBER:

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: TITLE

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for 60 days from date of bid opening, unless otherwise stated. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this IFB.

1.0 PURPOSE AND BACKGROUND

Guilford County Schools (the "Owner") is seeking competitive proposals from qualified low-voltage integration firms for the installation and commissioning of new IP Intercom Systems across nine (9) school facilities.

The primary objective is to modernize campus communication using a Valcom IP-based solution.

This project is a "Labor and Supplementary Materials" contract. The Owner has already procured the core hardware components and will handle the mounting of the core head-end infrastructure.

2.0 GENERAL INFORMATION

This IFB is comprised of the base bid document, any attachments, and any addenda released before contract award. All attachments and addenda released for this IFB in advance of any Contract award are incorporated herein by reference. Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

TAXES

Guilford County Schools is NOT tax-exempt. Unless otherwise indicated, tax must be computed and added to your bid. Any itemized shipping charges are also subject to tax. When invoiced, tax should be invoiced as a separate line item.

INSURANCE

Certificate of Insurance Each vendor shall furnish GCS a certificate of insurance showing that the required workmen's compensation and public liability insurance are carried by the Contractor. The certificate of insurance should show that it is issued to or at the request of the Guilford County Board of Education, Greensboro, North Carolina. All insurance carriers shall be licensed to do business in

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North Carolina or approved to issue insurance coverage by the Commission of Insurance of North Carolina.

The certificate of insurance shall include substantially the following provision: The insurance policies to which this certificate refers shall not be altered or canceled until after ten (10) days' written notice of such cancellation or alteration has been sent by certified mail to the Guilford County Board of Education, Greensboro, North Carolina.

Public Liability Insurance

The vendor shall maintain public liability insurance covering his liability for bodily injury and property damage which may arise from his operations, contractual obligations, products and completed operations, as well as operations performed by independent contractors, in not less than the following amounts:

1.A combined single limit (CSL) of $1,000,000 each occurrence, or 2.A $1,000,000 limit for Bodily Injury Liability, and $1,000,000 limit for Property Damage Liability.

An occurrence form of policy will be required, and the certificate of insurance submitted by the Contractor must be personally signed by a resident licensed agent of each of the companies listed on that form.

Worker's Compensation Insurance

The Contractor shall maintain during the life of his contract all such workmen's compensation insurance as is or may be required by the laws of North Carolina.

Terms and Conditions

It shall be the vendor’s responsibility to read the instructions, terms and conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued relating to this IFB.

All bidders are hereby notified that they must have the proper license as required under the North Carolina laws. The award of a contract under this solicitation may be paid with federal funding. Funding is contingent upon compliance with all terms and conditions of funding award. All prospective contractors shall comply with all applicable federal laws, regulations, executive orders, FEMA requirements and the terms and conditions of the funding award. In addition, contractors providing submittals shall be responsible for complying with state law and local ordinances.

3.0 SPECIFIC INFORMATION

PRE-BID

A mandatory pre-bid meeting will be held on Tuesday, August 18, 2026 @ 9:00 am in the Media Center at Western Guilford Middle School, 401 College Road, Greensboro, NC. Site visits will be held immediately after and continue daily through Thursday, August 20, 2026.

o Tuesday, August 18, 2026 @ 9:00am

1. Western Guilford Middle (Pre-bid Meeting in the Media Center, walk-throughs to follow)

2. Hunter Elementary

3. Pilot Elementary

Ver: 03/16/21 Page 4 of 18 o Wednesday, August 19, 2026 @ 9:00am

1. Alamance Elementary

2. McNair Elementary

3. Washington Elementary o Thursday, August 20, 2026 @ 9:00am

1. Greene Education Center

2. Union Hill Elementary

3. Oak View Elementary

BID QUESTIONS

Upon review of the IFB documents, vendors may have questions to clarify or interpret the IFB to submit the best bid possible. To accommodate the bid questions process, vendors shall submit any such questions by Monday, August 27, 2026 by 3:00pm.

Instructions:

Written questions shall be emailed to greeneL3@gcsnc.com and HinesL@gcsnc.com by the date and time specified above. Vendors will enter “IFB #6846 – Questions” as the subject for the email. Question submittals will include a reference to the applicable IFB section and be submitted in a format shown below:

Reference Vendor Question

IFB Section, Page Number Vendor question…?

Questions received prior to the submission deadline date, GCS’s response, and any additional terms deemed necessary by GCS will be posted in the form of an addendum. No information, instruction or advice provided orally or informally by any GCS personnel, whether made in response to a question or otherwise regarding this IFB, shall be considered authoritative or binding. Vendors shall be entitled to rely only on written material contained in an addendum to this IFB.

BID SUBMITTAL

Sealed bids, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated below, as described herein. One (1) Original, hard copy of the bid by the close date and time. The original hard copy should be addressed in an envelope with the IFB number as shown below in the mailing instructions. It is the responsibility of the supplier to have the bid in the Guilford County Schools Purchasing office by the specified time and date of opening.

Bids shall be marked on the outside of the sealed envelope with the Vendor’s name, bid number and date and time of opening. If Vendor is submitting more than one bid, each bid shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed bids from a single Vendor may be included in the same outer package.

mailto:greeneL3@gcsnc.com mailto:HinesL@gcsnc.com

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MAILING INSTRUCTIONS

DELIVERED BY US POSTAL SERVICE OR ANY OTHER MEANS:

IFB No. 6846

Letitia Hines

Guilford County Schools

Purchasing Department

714 Green Valley Road

Greensboro, NC 27408

BRAND NAME

Unless otherwise indicated, manufacturer names and model numbers specified are used for purposes of identifying and establishing general quality level desired. The specifications listed are the minimum acceptable by Guilford County Schools to maintain product integrity and ensure continuity. Any deviations from the specifications will not be permitted. Bids which fail to comply may be subject to rejection.

REFERENCES

Guilford County Schools reserves the right to require upon request a list of references from other school districts or similar service agencies for which the company has provided the services or goods solicited in this IFB. GCS may contact these users to determine quality level. Such information may be considered in the evaluation of the bid.

WARRANTY

The vendor warrants to the owner that all equipment furnished under these specifications will be new, of good material and workmanship, and agrees to replace promptly any part or parts which by reason of defective material or workmanship shall fail under normal use, free of negligence or accident, for a minimum period of 12 months from date put in operation. Such replacement shall include all parts, labor, and transportation cost to the location where equipment is down, free of any charge to the owner or his representative.

If applicable, please be sure to describe your best warranty offering, any special training or special benefits at no charge that may be available, and any unique benefits you may offer. Award may be determined by best value analysis—not necessarily the lowest price received.

TRANSPORTATION CHARGES

Free on board (FOB) to designated sites in Guilford County, NC, with all transportation charges prepaid and included in the bid price.

4.0 AWARD AND BID EVALUATION

REVIEW AND AWARD

It is the intent of Guilford County Schools (GCS) to award this Invitation for Bid to the responsible bidder(s) who best matches the needs of Guilford County Schools. Guilford County Schools reserves the right to reject any or all bids presented and to waive any informalities and irregularities. Award of this bid may be in whole or in part as deemed to be in the best interest of GCS. All projects are awarded contingent upon funding. No bid may be withdrawn after the scheduled closing time for the receipt of bids for a period of 60 days.

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5.0 REQUIREMENTS

1. Project Locations & Phasing

The project encompasses nine (9) sites. Due to the critical nature of the academic calendar, all nine (9) sites must be fully commissioned and operational by November 30, 2026.

Immediate Deployment

Upon contract award, work at these sites may commence immediately. Contractors shall coordinate with Guilford County Schools Technology Services to schedule installation during normal business hours (Monday–Friday, 8:00 AM – 5:00 PM), provided that instructional disruption is kept to a minimum.

Please note that student testing windows are specific to each site. Work will be strictly restricted or prohibited during these site-specific windows; contractors are responsible for verifying these dates with Technology Services and school administration prior to mobilization. It may be possible to shift to a 2nd shift during these testing windows.

1. Western Guilford Middle: 401 College Rd, Greensboro, NC 27410

2. Alamance Elementary: 3600 Williams Dairy Rd, Greensboro, NC 27406

3. Greene Education Center: 604 E Main St, Jamestown, NC 27282

4. Hunter Elementary: 1305 Merritt Dr, Greensboro, NC 27407

5. McNair Elementary: 4603 Yanceyville Rd, Browns Summit, NC 27214

6. Oak View Elementary: 614 Oakview Rd, High Point, NC 27265

7. Pilot Elementary: 4701 Chimney Springs Dr, Greensboro, NC 27407

8. Union Hill Elementary: 3523 Triangle Lake Rd, High Point, NC 27260

9. Washington Elementary: 1110 E Washington St, Greensboro, NC 27401

2. Award Strategy & Multiple Vendors

2.1 Right to Multiple Award

To ensure all nine (9) sites are completed by the mandatory deadline of November 30, 2026, Guilford County Schools reserves the right to award this contract to multiple vendors. The Owner may, at its sole discretion, divide the project by school, by phase, or by geographical cluster to mitigate schedule risk.

2.2 Capacity Declaration

Contractors must explicitly state in their proposal the maximum number of sites they can realistically complete concurrently during the project timeline window without compromising quality or safety.

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3. Materials & Responsibilities

3.1 Owner-Provided Equipment & Installation (OPE/OPI)

• The Owner will provide and physically install/mount the following at each site:

• Valcom Head-End Hardware: IP Servers, Gateways, and Audio Ports.

• Networking Gear: Managed PoE Switches.

• Jumpers/Patch Cables: All copper patch cables for MDF/IDF connections, and endpoint-to-drop connections will be provided by GCS.

• Patching: The owner is responsible for all patching between the patch panels and the network switches. The contractor shall be responsible for the endpoint-side connections using owner-provided patch cables.

• Valcom Equipment provided by Owner, installed by Contractor: IP Speakers, Analog

Speakers, Sign Speakers, Call buttons, and Power Supplies.

3.2 Contractor-Provided Materials

The Contractor shall provide:

• Data Drop Cabling: Category 6 plenum-rated (CommScope - 6P4P24-YL-PCMS- TPCE) horizontal cabling for any new intercom drops terminated to designated MDF/IDF location. Verify with GCS project lead prior to installation.

• Call Button Cabling: Category 6 plenum-rated (CommScope - 6P4P24-YL-PCMS-TPCE) horizontal cabling from speaker to call-button location.

• Patch Panel / Data Jacks: Panduit Mini-Com® High Density Modular Patch

Panel (CPP48HDWBLY) and any associated Mini-Com® TX6™ PLUS UTP RJ45 TG Jack

Module (CJ688TGYL) as needed to make and test the data drops.

• Analog Speaker Cabling: Category 6 plenum-rated (CommScope - 6P4P24-YL-PCMS-

TPCE) horizontal cabling from speaker zone terminated onto a 66 punch down block located in the MDF/IDF. Contractor to provide 66 punch down block and 2’x4’ ¾” fire retardant plywood mounted in MDF/IDF as needed.

• Pathways & Containment: Surface-mount raceway (Panduit, Wiremold or equivalent), raceway boxes, and all necessary fittings for classrooms where in-wall cabling is not feasible.

• ¾" Conduit: For hard-ceiling environments or exterior runs, the contractor is responsible for providing and installing all necessary EMT conduits, junction boxes, compression fittings and bushings.

• Labeling: Permanent thermal-transfer labels for all cables, faceplates, and racks.

4. Scope of Work

The Contractor must be prepared to execute work under the following installation scenarios depending on the specific architecture of the facility or room.

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Option A: Drop Ceiling Installation

1. Cable Routing: Pull Cat 6 cabling through existing J-hooks or cable trays above the suspended ceiling grid.

2. Data Drop Relocation: The contractor shall identify one unused data drop from the classroom to serve the speaker. Relocate, re-terminate on a new Panduit jack w/Panduit CBX1WH-A single housing Install a blank in faceplate where drop was removed from, and test.

3. Classroom Speaker Installation: Replace existing drop ceiling tile with a new Valcom 2x2 lay-in speaker. The contractor must save the removed ceiling tile to use as a replacement for the existing speaker tile during demolition.

4. Endpoint Connection: Using Owner-provided patch cables, the Contractor shall connect the speaker to the data drop located above the ceiling.

5. Call Button: Pull Cat 6 cable from the speaker to the hallway wall beside the classroom door. Install surface-mount raceway and boxes ADA compliant for the call button and make connections.

Option B: Hard Ceiling Installation (Conduit Required)

1. Conduit Installation: Provide and install exposed EMT conduit from the nearest accessible entry point to the speaker and call button locations.

2. Mounting: Securely mount surface-mount back-boxes to the hard ceiling/wall for speakers and call buttons providing cable pathway from speaker to call button.

3. Endpoint Connection: Using Owner-provided patch cables, the Contractor shall connect the speaker to the data drop located within the conduit junction box.

4. Safety & Aesthetics: All conduit runs must be level, plumb, and installed in a manner that minimizes visual impact while meeting all NEC codes for physical protection of cabling.

Option C: Hallway and Bathroom Analog Speakers

1. Installation: Install Owner-provided analog ceiling or wall-mount speakers in designated hallway and bathroom locations.

2. Cabling: Pull Cat 6 cabling from the analog speaker loop back to the designated Valcom

Audio Port/Gateway in the MDF/IDF.

3. Zoning: Speakers must be wired and configured into logical zones (e.g., "Main Hallway

East"). The contractor shall consult with GCS Technology Services to finalize zone boundaries.

4. Integration: Connect analog runs to the Owner-provided Valcom Gateways and verify proper audio levels.

5. Vandal Resistant Speakers: Use standard phillips head screws on the faceplates, not the tamper resistant ones that come with the speakers.

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Option D: External IP Speakers (Outdoor)

1. Installation: Install Owner-provided external IP speakers/horns on the building exterior at designated locations.

2. Data Drop Relocation: The contractor shall install a new data cable for all external speakers.

3. Penetration & Sealing: Provide all necessary wall penetrations and conduits. All exterior penetrations must be properly sealed and weatherproofed.

4. Connection: Using Owner-provided patch cables, connect the external IP speaker to the relocated data drop within a weatherproof junction box. Mount the IP-Link boxes to the plywood in MDF/IDF that the cables terminate in.

General Requirements (Applicable to All Installations)

1. Site Survey: Validate endpoint locations against provided floor plans.

2. Documentation of Endpoints: The Contractor is responsible for recording the MAC address of every installed speaker and endpoint (including external IP speakers). These

MAC addresses must be documented and cross-referenced to an electronically documented shared spreadsheet and the as-builts. Additionally, a second unit sticker attached to the unit must be removed from the device, placed on an Owner-provided form, and returned to the

Owner at the completion of the project.

3. Demolition & Legacy Removal: Disconnect and remove legacy head-end equipment and designated speakers. Abandoned wiring must be cut and removed back to the closest perimeter wall. The contractor is responsible for all trash removal without utilizing the school’s onsite dumpster.

4. Data Drop Relocation & New Drops:

a) Identify and relocate interior classroom data drops as required for new intercom endpoints.

b) Note: If no unused data drop is available for relocation, or cannot be relocated within 14’ of desired location, or terminates into a Rebox that is not a dedicated IDF the contractor shall install a new data drop to the designated

MDF/IDF after consultation with GCS Technology Services.

c) Relocated or new drops must be terminated, tested, and labeled according to District standards.

5. Areal Lifts: The contractor shall be responsible for the rental, delivery, and coordination of any areal lifts that may be required to complete the project.

6. Wall Penetrations: The contractor shall install sleeves as needed when penetrating walls and adhere to all fire caulking standards.

7. Integration with Owner-Installed Gear: Owner mounts head-end servers/switches and performs patching. The contractor terminates field cables into patch panels and ensures certification.

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8. Programming & Configuration: The contractor is responsible for the initialization and registration of all Valcom devices, as well as the configuration of zones, schedules, broadcast music, and alerts.

9. Onsite Tool Storage: GCS project lead will work with school administrators to provide a space to store tools, areal lifts, and materials. It is the responsibility of the contractor to secure all tools, equipment, and materials to prevent any harm to GCS students or staff.

5. Testing, Commissioning & Acceptance

Final acceptance for each site is contingent upon:

• Audio Intelligibility Test: A room-by-room walkthrough to confirm audio clarity and decibel levels.

• Visual Verification: Confirmation that all IP displays and visual alerts are synchronized.

• Software Validation: Verification of all schedules and security protocols.

• Data Certification: Submission of Fluke (or equivalent) test results for all new intercom drops and relocated/new data drops.

• Documentation Verification: Confirmation that all MAC addresses have been correctly mapped to the as-built floor plans, and the shared spreadsheet and sticker forms are completed.

• Sign-off: A formal "Punch List" completion signed by the Contractor’s Project Manager and the Guilford County Schools Technology Services Project Lead.

6. Technical Requirements & Deliverables

• Certification: Lead technician must hold a current low voltage cabling certification.

• Warranty: Contractor shall provide a 1-year workmanship warranty from the date of final acceptance.

• Deliverables:

o As-built floor plans (PDF) with annotated MAC addresses for every endpoint.

o Device Schedule (Shared Google Sheet) containing Room #, Device Type, MAC Address, Cable Number, and Switch Port mapping.

o Completed Owner-provided sticker forms.

o Certified cable test results.

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7. Proposal Submission Instructions

Proposals should be structured as follows:

1. Corporate Profile: Experience with K-12 installations.

2. Resource Plan: Number of crews available and "Capacity Declaration" (see Section 3.2).

3. Project Plan: A proposed timeline for installations.

4. Cost Proposal:

o Itemized lump sum per individual school.

o Unit price for "Option A" (Drop Ceiling) per room.

o Unit price for "Option B" (Hard Ceiling) per room.

o Unit price for "Option D" (External IP Speaker) per location.

o Unit price for "Add/Alternate" cable drops and data drop relocations.

To ensure a valid submittal, please adhere to the following requirements regarding the bid format and award process:

• Required Form: Each vendor must submit their sealed bid using the GCS Intercom Project Bid

Cost Sheet provided on page 12 of this bid document.

• Itemization: The cost sheet must be fully completed, itemizing the cost for each individual school/site.

• Award Criteria: GCS reserves the right to award sites based on a combination

1. Vendor Capacity (ability to handle the workload)

2. Total Cost

3. Geographical Location of the sites

8. Selection Schedule

• IFB Issued: August 4, 2026

• Mandatory Pre-Bid Meeting & Site Visit: August 18, 2026 – August 20, 2026

• Contractor Questions Due: August 27, 2026, by 3pm

• Question/Answer Addendum Issued: August 28, 2026

• Proposals Due: September 10, 2026, by 2pm

• Anticipated Award Date: September 14, 2026

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INSTRUCTIONS TO BIDDERS

1. READ, REVIEW AND COMPLY: It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2. NOTICE TO BIDDERS: All bids are subject to the provisions of the Instructions to Bidders, special terms and conditions specific to this Invitation for Bids, the specifications, and the North Carolina General Contract Terms and Conditions.

The Guilford County Schools (GCS) objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder’s response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.

By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

3. DEFINITIONS:

• BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.

• TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.

• STATEWIDE TERM CONTRACT: A term Contract for all agencies, unless exempted by statute, rule, or special term and condition specific to this bid.

• AGENCY SPECIFIC TERM CONTRACT: A Term Contract for a specific agency.

• OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.

4. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.

5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1) special terms and conditions specific to this bid, (2) specifications, (3) North Carolina General Contract Terms and Conditions, and (4) Instructions to Bidders.

6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder’s offer shall be valid for 45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.

7. PROMPT PAYMENT DISCOUNTS: Bidders are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.

8. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and bidder will be held responsible therefore.

Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.

9. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

10. RECYCLING AND SOURCE REDUCTION: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.

We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use.

Companies are strongly urged to bring to the attention of the purchasers in the Division of Purchase and Contract those products or packaging they offer which have recycled content and that are recyclable.

11. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum from the Division of Purchase and Contract. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.

12. ACCEPTANCE AND REJECTION: GCS reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

13. REFERENCES: GCS reserves the right to require a list of users of the exact item offered. GCS may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.

14. TAXES:

• FEDERAL: All agencies participating in this contract are exempt from Federal Taxes, such as excise and transportation.

Exemption forms submitted by the contractor will be executed and returned by the using agency.

• OTHER: Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required by the North Carolina Department of Revenue.

• Any applicable taxes shall be invoiced as a separate item.

15. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid most advantageous to GCS as determined upon consideration of such factors as: prices offered; the quality of the articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the date or dates of delivery and performance; and such other factors deemed by GCS to be pertinent or peculiar to

Ver: 03/16/21 Page 14 of 18 the purchase in question. Unless otherwise specified by GCS or the bidder, GCS reserves the right to accept any item or group of items on a multi-item bid.

In addition, on TERM CONTRACTS, GCS reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by GCS to be pertinent or peculiar to the purchase in question.

All contracts are awarded contingent upon the availability of funds.

16. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, GCS invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

17. CONFIDENTIAL INFORMATION: As provided by statute and rule, the GCS will consider keeping trade secrets which the bidder does not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the bidder. Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the determination whether it is or not will be determined by North Carolina law.

18. SAMPLES: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request be returned at the bidder’s expense. Request for the return of samples must be made within 10 days following date of bid opening. Otherwise the samples will become GCS property. Each individual sample must be labeled with the bidder’s name, bid number, and item number. A sample on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.

19. PROTEST PROCEDURES: When an offeror wants to protest a contract awarded pursuant to this solicitation, that is over $10,000, they must submit a written request to the GCS Purchasing Officer at the address given in the solicitation document entitled “Mailing Instructions”. This request must be received in the Purchasing Department within (5) consecutive business days of the e-mail notification to the offeror of GCS’ intent to maintain the original award. The offeror must submit a written protest letter to the GCS Purchasing Officer. This letter must contain specific reasons and any supporting documentation for the protest.

20. MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.

21. DEFAULT AND PERFORMANCE BOND: In case of default by the contractor, Guilford County Schools (GCS) may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby. GCS reserves the right to require performance bond or other acceptable alternative guarantees from successful bidder without expense to GCS.

22. SPECIAL REQUIREMENTS REGARDING CRIMINAL BACKGROUND

A. Criminal Background Investigations of individuals working on school property (sites occupied with students and sites not occupied with students).

At a minimum, the contractor shall obtain a complete North Carolina statewide criminal background investigation for all employees and subcontractors who will work on this project, covering a period for the last seven (7) years. If the contractor or subcontractor is from out of state, the criminal background investigation shall be broadened to include their home state, as well as the state of North Carolina as outlined above. The company providing such information must be recognized by local law enforcement agency as qualified to do so. All costs associated with these criminal background checks is the responsibility of the contractor.

Each prime contractor will be responsible for all their employees and all of their subcontractors working under them.

On sites that are occupied with students and staff, a daily sign-in sheet will be presented by each prime contractor to the principal and SRO – Student Resource Officer by 9:00 a.m. each morning. If there is no SRO – provide to the Principal.

This list will contain the name of each person on site and the company they work for.

Any individual with the following criminal convictions or pending charges will NOT be permitted on any school project or property.

1. Child Molestation or Abuse or indecent liberties with a child;

2. Rape;

3. Any Sexually Oriented Crime;

4. Drugs: Felony use, possession or distribution;

5. Murder, manslaughter or other death related charge; or

6. Assault with a deadly weapon or assault with intent to kill.

Any individual with a prior conviction or pending charges contained in the aforementioned list, shall be banned (not allowed) from any school project or property.

Each person on site must wear a plastic laminated identification badge that identifies the name of the company and the person ’s name. These badges are to be computer produced at a font large enough to be clearly visible. All costs associated with

Ver: 03/16/21 Page 15 of 18 these criminal background checks is the responsibility of the contractor. The ID badge template will be made available to the successful prime contractors at the Pre-Construction Meeting.

Guilford County Schools, may, at any time, request verification of criminal background investigation for any employee or subcontractor on school property.

Ver: 03/16/21 Page 16 of 18

GENERAL CONTRACT TERMS AND CONDITIONS

1. DEFAULT AND PERFORMANCE BOND: In case of default by the contractor, Guilford County Schools (GCS) may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby. GCS reserves the right to require performance bond or other acceptable alternative guarantees from successful bidder without expense to GCS.

2. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions are imposed which necessitate alteration of the material, quality, workmanship or performance of the items offered prior to their delivery, it shall be the responsibility of the contractor to notify, in writing, the issuing purchasing office at once, indicating the specific regulation which required such alterations. GCS reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract.

3. AVAILABILITY OF FUNDS: Any and all payments to the contractor are dependent upon and subject to the availability of funds to the agency for the purpose set forth in this agreement. No goods or services should be shipped or provided prior to issuance of a Purchase Order to the vendor/contractor by Guilford County Schools.

4. TAXES: Any applicable taxes shall be invoiced as a separate item.

G.S. 143-59.1 bars the Secretary of Administration from entering into contracts with vendors if the vendor or its affiliates meet one of the conditions of G. S. 105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the vendor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the bid document the vendor certifies that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes.

5. SITUS: The place of this contract, its situs and forum, shall be North Carolina, where all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined.

6. GOVERNING LAWS: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.

7. INSPECTION AT CONTRACTOR’S SITE: GCS reserves the right to inspect, at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to contract award, and during the contract term as necessary for GCS determination that such equipment/item, plant or other facilities conform with the specifications/requirements and are adequate and suitable for the proper and effective performance of the contract.

8. PAYMENT TERMS: Payment terms are Net 30 days after receipt of correct invoice or acceptance of goods. The using agency is responsible for all payments to the contractor under the contract. Payment by some agencies may be made by procurement card and it shall be accepted by the contractor for payment if the contractor accepts that card (Visa, Mastercard, etc.) from other customers. If payment is made by procurement card, then payment may be processed immediately by the contractor.

9. AFFIRMATIVE ACTION: The contractor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin or disability.

10. CONDITION AND PACKAGING: Unless otherwise provided by special terms and conditions or specifications, it is understood and agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment.

11. STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.

12. PATENT: The contractor shall hold and save GCS, its officers, agents and employees, harmless from liability of any kind, including costs and expenses, on account of any copyrighted material, patented or unpatented invention, articles, device or appliance manufactured or used in the performance of this contract, including use by the government.

13. ADVERTISING: Contractor agrees not to use the existence of this contract or the name of the State of North Carolina as part of any commercial advertising.

14. ACCESS TO PERSONS AND RECORDS: The State Auditor and the using agency’s internal auditors shall have access to persons and records as a result of all contracts or grants entered into by State agencies or political subdivisions in accordance with General Statute 147-64.7 and Session Law 2010-194, Section 21 (i.e., the State Auditors and internal auditors may audit the records of the contractor during the term of the contract to verify accounts and data affecting fees or performance).

15. ASSIGNMENT: No assignment of the contractor’s obligations nor the contractor’s right to receive payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority and solely as a convenience to the contractor, may:

a. Forward the contractor’s payment check directly to any person or entity designated by the contractor, and

b. Include any person or entity designated by contractor as a joint payee on the contractor’s payment check.

In no event shall such approval and action obligate the State to anyone other than the contractor and the contractor shall remain responsible for fulfillment of all contract obligations.

16. INSURANCE COVERAGE: - During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits:

a. Worker’s Compensation - The contractor shall provide and maintain Worker’s Compensation Insurance, as required by

Ver: 03/16/21 Page 17 of 18 the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $150,000.00, covering all of contractor’s employees who are engaged in any work under the contract. If any work is sublet, the contractor shall require the subcontractor to provide the same coverage for any of his employees engaged in any work under the contract.

b. Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $1,000,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability.)

c. Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist; and $1,000.00 medical payment.

REQUIREMENTS: Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.

17. GENERAL INDEMNITY: The contractor shall hold and save the State, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses, with the exception of consequential damages, accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the contractor in the performance of this contract and that are attributable to the negligence or intentionally tortuous acts of the contractor provided that the contractor is notified in writing within 30 days that the State has knowledge of such claims. The contractor represents and warrants that it shall make no claim of any kind or nature against the State’s agents who are involved in the delivery or processing of contractor goods to the State. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract.

18. ELECTRONIC PROCUREMENT (APPLIES TO ALL CONTRACTS THAT INCLUDE E-PROCUREMENT AND ARE IDENTIFIED AS SUCH IN THE BODY OF THE SOLICITATION DOCUMENT): Purchasing shall be conducted through the Statewide E-Procurement Service. The State’s third-party agent shall serve as the Supplier Manager for this E-Procurement Service.

19. THE SUCCESSFUL BIDDER(S) SHALL PAY A TRANSACTION FEE OF 1.75% (.0175) ON THE TOTAL DOLLAR AMOUNT

(EXCLUDING SALES TAXES) OF EACH PURCHASE ORDER ISSUED THROUGH THE STATEWIDE E-PROCUREMENT SERVICE This applies to all purchase orders, regardless of the quantity or dollar amount of the purchase order. This transaction fee shall neither be charged to nor paid by the State, or by any State approved users of the contract. The transaction fee shall not be stated or included as a separate item in the proposed contract or invoice. There are no additional fees or charges to the contractor for the services rendered by the Supplier Manager under this contract. Contractor will receive a credit for transaction fees they paid for the purchase of any item(s) if an item(s) is returned through no fault of the contractor. Transaction fees are non-refundable when an item is rejected and returned, or declined, due to the contractor’s failure to perform or comply with specifications or requirements of the contract.

Contractor or its Authorized Reseller, as applicable, will be invoiced monthly for the State’s transaction fee by the Supplier Manager. The transaction fee shall be based on purchase orders issued for the prior month. Unless Supplier Manager receives written notice from the Contractor identifying with specificity any errors in an invoice within thirty (30) days of the receipt of invoice, such invoice shall be deemed to be correct and Contractor shall have waived its right to later dispute the accuracy and completeness of the invoice.

Payment of the transaction fee by the Contractor is due to the account designated by the State within thirty (30) days after receipt of the correct invoice for the transaction fee, which includes payment of all portions of an invoice not in dispute. Within thirty (30) days of the receipt of invoice, contractor may request in writing an extension of the invoice payment due date for that portion of the transaction fee invoice for which payment of the related goods by the governmental purchasing entity has not been received by the Contractor. If payment of the transaction fee is not received by the State within this payment period, it shall be considered a material breach of contract. The Supplier Manager shall provide, whenever reasonably requested by the contractor in writing (including electronic documents), supporting documentation from the E-Procurement Service that accounts for the amount of the invoice.

The Supplier Manager will capture the order from the State approved user, including the shipping and payment information, and submit the order in accordance with the E-Procurement Service. Subsequently, the Supplier Manager will send those orders to the appropriate contractor on State Contract. The State or State approved user, not the Supplier Manager, shall be responsible for the solicitation, bids received, evaluation of bids received, award of contract, and the payment for goods delivered.

Contractor agrees at all times to maintain the confidentiality of its user name and password for the Statewide E-Procurement Services.