intercom whs

BARTOW COUNTY SCHOOL SYSTEM

Technology Department 65 Gilreath Road N.W.

P.O. Box 200007 Cartersville, Georgia 30120-9001

770-606-5800 Extension 2386

Request for Proposal

Invitation Number: 10-2022-12 WHS Intercom

Description: Intercoms

Proposal Submittal Deadline: January 24, 2022 2:00 PM

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Bartow County School System

RFP WHS Intercom

TABLE OF CONTENTS

Section Name Page Number

Advertisement for Proposals

Instructions to Contractors .............................................................................................. 4-5

Scope of Project and Requirements ............................................................................... 5-32

Introduction

Contract Scope ......................................................................................................... 5-11

Proposal Submission Requirements ....................................................................... 11-14

Criteria for Selection

Criteria Rating Sheet

Administration

Miscellaneous Specifications ................................................................................. 17-18

Checklist

Forward and Authorization Sheet

General Instructions and Requirements ................................................................. 21-24

Contractor Declaration

Certificate of Non-Discrimination

Non-Collusion Affidavit

Prompt Pay Affidavit

Contract Agreement

Vendor Application ................................................................................................ 30-31

Contractor Affidavit for E-Verify…………………………………………………….32

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ADVERTISEMENT FOR PROPOSALS

The Bartow County School System is requesting proposals to provide the system with an Intercom solution for Woodland High School. Sealed proposals for 10-2022-12 WHS Intercom, will be received by the Bartow County School System at the Central Office located at 65 Gilreath Road, NW, Cartersville, Georgia until 2:00 PM January 24, 2021.

The Bartow County School System reserves the right to waive technicalities, to accept or reject any and all proposals and to waive any irregularity in proposals received, to award the entire proposal to one vendor or to multiple vendors or to make awards by group or location, whichever is in the best interest of the Bartow County School System; hereafter referred to as “Owner”, except where noted for clarity. Based on RFP responses, Bartow County School System reserves the right to proceed with this project or repost at a later time.

The Bartow County School System is an equal opportunity employer.

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INSTRUCTIONS TO CONTRACTORS

To be considered, proposals must be made in accordance with the following instructions.

1. EXAMINATION: Contractors shall carefully examine the documents and the compensation/employee structure to obtain first-hand knowledge of existing conditions.

Successful contractor/s will not be given extra payments for conditions, which can be determined by examining the site and documents.

2. PREPARATION OF PROPOSALS: Proposals shall be on an unaltered proposal form furnished by the Owner. Fill in all blank spaces and submit one (1) original and three (3) copies. Proposals shall be signed with name typed below signature. Where the contractor is a corporation, proposals must be signed with the legal name of the corporation followed by the name, the state of incorporation and the legal signature of an officer authorized to bind the corporation to the contract.

3. SUBCONTRACTORS: Contractors must list all sub-contractors. Contractor will have full responsibility for his sub-contractors.

4. SUBMITTAL: Submit proposal and proposal security in an opaque, sealed envelope.

Identify the envelope with project name and name of contractor.

5. MODIFICATION AND WITHDRAWAL: Contractor/s may not modify proposals after submittal. Contractor/s may withdraw proposals at any time before proposal openings but may not resubmit them. No proposal may be withdrawn or modified after the opening except where the award of the contract has been delayed for 30 days.

6. DISQUALIFICATION: The Owner reserves the right to disqualify proposals, before or after opening, upon evidence of collusion with intent to defraud or other illegal practices upon the part of the contractor. Owner reserves the right to disqualify proposals submitted without proposal security or subcontractors listed on proposal form.

7. AWARD: The proposals shall be evaluated by an award committee. Subsequent to the opening of the sealed proposals, discussions may be conducted by the Owner with responsible contractors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and responsiveness to the solicitation requirements.

Contractors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals; and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. Owner reserves the right to reject the proposal of a vendor who has previously failed to perform properly or complete on time, contracts of a similar nature, or the proposal of a contractor who, in the sole opinion and discretion of the Owner is not in a position to perform the contract, or whose name appears on the United States Comptroller General’s List of ineligible contractors.

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The Owner reserves the right to award item based on requested and received information, vendor history and experience, references submitted, reliability, price, purchase discounts, availability of product, and overall value to the school district. Owner reserves the right to waive technicalities, to accept or reject any and all proposals and to waive any irregularity in proposals received, to award the entire proposal to one vendor or to multiple vendors or to make awards by group or location or to accept a proposal that is not the lowest price, whichever is in the best interest of the Owner.

SCOPE OF PROJECT AND REQUIREMENTS

The Bartow County School System invites proposals from qualified vendors for intercom solutions for Woodland High School as described in the below listed specifications.

I. INTRODUCTION

Bartow County School System is working to replace the intercom solutions currently in place, address other issues with endpoints throughout the building for the Woodland High School and make additions to current speakers and call buttons. The current intercom solutions in place and approximate endpoint counts are listed below. Existing must be replaced. Endpoint counts are approximate. All existing endpoints are to be upgraded and replaced no matter the endpoint counts listed below. It is the bidder's responsibility to verify theses counts.

Call Buttons/Speakers – 120 Classroom/Office/etc. Speakers – 350 Handsets/Admin Phone – 20 Outside Speakers

II. CONTRACT SCOPE

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The intent of this specification is to maximize communications between the classroom, cafeteria, library, recreational areas and administrative areas while reducing maintenance and operational cost.

• DESCRIPTION

o The Communication System shall provide distribution of intercom overhead paging, emergency paging, class change time tones, emergency tones and program material.

o The Contractor shall furnish and install all equipment including, but not limited to, wiring, speakers, necessary wall plates, specialty boxes etc. not provided by others and all other necessary equipment to provide a complete operating solution as indicated in the proposal and contract documents.

• RESPONSIBILITIES

It is the responsibility of the contractor to:

o Be a fully certified installed for proposed solution.

o Ensure that labor furnished shall be completed by trained and experienced technicians in telecommunication systems.

o Ensure that all equipment unless otherwise specified shall be new, free from defects, and best craftsmanship in its class.

o Ensure that all manufactured equipment shall be installed as recommended by the manufacturers, or as indicated in their published installation manual.

o Furnish and install necessary equipment, back boxes, supports, and enclosures.

o Furnish and install all necessary wire.

o Furnish shop drawings.

o Perform initial programming of system and audio level adjustments.

o Perform final programming of system and audio level adjustments.

o Provide system documentation including equipment manuals and drawings.

o Guarantee all equipment and components from date of acceptance through the first manufacture warranty cycle.

10-2022-12 WHS Intercom 7 o Provide information on system requirements to any Contractor responsible for supplying related materials for this system.

o Ensure that FCC registration and U.L. listed numbers are provided.

o Furnish in-service training with the system. Trainers shall facilitate the training of personnel in operating classroom equipment, administrative equipment, program distribution, and user programming functions. Manuals and user guides shall be provided at the time of training.

• INTERCOM SPECIFICATIONS

The Communication System shall be a system and provide at least the following functions and features:

o Direct dialed intercom or one-way communication from all ports to any location equipped with a talkback speaker or phone and/or one-way self-amplified speakers.

o Automatic gain control on intercom speech to assure constant one-way page and talkback speech level.

o Microprocessor based system capable of handling up to 360 zones. A zone is defined as a speaker output and call in switch input combination.

o System shall be modular in design and expandable.

o System shall interface with any telephone system including VoIP telephone system, thus allowing the end user(s) to upgrade or replace their telephone system without suffering a requirement to replace, or lose any feature of, their internal communications (intercom & paging) system.

o Automatically sound an alert tone over any loudspeaker connected for two-way communication to alert the personnel that this two-way call has been established.

This is intended to prevent unauthorized monitoring. This tone must repeat every 15 (fifteen) seconds and be adjustable.

o Distribution of emergency announcement(s) from any authorized telephone to all areas furnished with a loudspeaker. Emergency announcements shall have the highest system priority.

o Shall provide one-way priority override voice paging to all zones from a microphone.

o System shall provide a contact closure associated with each one-way page zone for activation of strobes and other ancillary devices.

10-2022-12 WHS Intercom 8 o Distribution of general announcements from any administrative telephone, staff telephone, or room/office telephone. The system shall be capable of providing all-call, group call, multiple group call, or dial-on-the-fly page groups.

o Speakers shall be software assignable to any or all paging groups.

o Provide unlimited time tone schedules/unlimited events with the ability to automatically administer 8 (eight) or more schedules at any given time. Each scheduled event shall be capable of utilizing any one of 9 (nine) user defined internal tones/auxiliary sources. Automatically administered schedules shall be capable of simultaneous operation. Schedule administration, modification and creation functions must be available through administration PC software. Systems that do not allow the school to manage their own schedules with PC software shall not be acceptable.

o Provide 1, 2, 3, or 4 digits numbering plan, thus allowing the speaker zone and the location telephone to be the same architectural number.

o Provide facilities for up to 7 (seven) call-in priority levels. Each zone-call in switch shall be assignable to any one or two of these priority levels. The call button priority levels shall have the capacity to change state on a time of day basis. The priority levels shall be as follows:

o Normal

Security

Normal/Emergency

Urgent/Emergency

Overhead Ring

Emergency Only

Ignore o Call in switch priority levels shall determine call queue placement. Emergency calls will be answered first; urgent calls second and normal calls last.

o System shall be capable of placing intercoms call on hold in order to perform other administrative functions.

o Any zone/area loudspeaker must have the flexibility to be programmed as a testing room. A testing room shall be excluded from receiving general announcements, class change tones, group announcements and program material.

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The testing room must receive emergency tones and announcements. A dial code must be provided that will access these testing rooms at the same time, allowing for an announcement to the testing rooms for applications such as standardized testing and administrative/employee testing. The testing rooms may be reactivated to normal operation at any time by the administration staff as needed and overridden by emergency calls. Testing rooms shall automatically be reset to normal operation before start of business the next day.

o Programmable features shall be stored in non-volatile memory and shall not be lost due to power failures.

o Zone initiated two-way intercom calls must be able to be assigned to ring at specific telephone ports. These telephone ports shall have the flexibility to be forwarded to other administrative ports should a call go unanswered or should the assigned administrative port be busy.

o Facilities to annunciate incoming intercom calls at multiple phones simultaneously. Calls may be answered from any of the administrative telephones by simply lifting handset, dialing the zone number or pressing a button on the telephone. Once answered, the call will automatically be cancelled for other phones.

o System functionality must include the capability to manually distribute up to 5(five) emergency alert tones via pushbuttons, contact closure, or dial up tones from any administrative telephone. These tones shall be customizable with respect to cadence, type and duration. Dial up tones must only be accessible by authorized users.

o The system must provide a minimum of 4 (four) ports to be connected to the telephone system from the intercom/paging system. These 4 (four) ports shall provide built-in Enhanced Caller Line Identification which will visually announce the name of the call in location, the architectural zone number, and the status of the call-in level; thus allowing interfacing to any telephone system.

o The system shall have the ability to control all system relays. Relays shall be DTMF controlled, automatically cycle at a programmed time of day, follow time schedule events, follow time group events, follow security calls, and follow emergency and ADA calls. All relays must be software programmable with the flexibility to change as required.

o The system shall provide at least three simultaneously operating, non-restrictive program distribution channels. The audio program material shall be controlled and distributed with administration PC software allowing simple and easy changes.

o The system shall provide a built in Ethernet port on the CPU for network connectivity over the LAN/WAN for system setup, programming, and system

10-2022-12 WHS Intercom 10 changes. This port shall also be utilized for the administration software as to allow easy and simple access to the system for daily, weekly, monthly, and yearly changes.

INTERCOM/PAGING CONTROL UNIT

o Shall be capable of expanding to 360 zones. A zone is defined as a call-in switch and/or speaker output.

o Provide pre-alert tone to zones for intercom calls and general announcements.

o Ability to program and control the built-in master clock with 1024 events and unlimited time schedules with multiple time groups.

o Ability to sync to periodically updating/synchronizing the processor’s time with a Network Time Server running Network Time Protocol (NTP) via the school’s LAN network.

o Ability to produce user defined tone signals for time tones or emergency tones.

o Ability to select the tone on an all-call basis from any, or selected, administrative telephones.

o Provide off-site programming of the system. It shall also be capable of determining basic circuit faults.

o The system shall be capable of simultaneous conversations between telephone interface ports.

o The system shall have a browser based administration programming tool which allows the administrative personnel to easily manage Audio Sources, Class Change schedules, paging groups, zone changes, time updates, holiday schedules and day/night mode operation from their desktop PC.

o Provide a minimum of 8 (eight) unrestricted audio paths for communication between administrative phones, program material, time tone distribution, and paging.

o Provide a minimum of 6 (six) software programmable pushbutton inputs that can be used to activate tones, emergency tones, time tones, schedules, set system time, force a holiday schedule, door entry, etc.

10-2022-12 WHS Intercom 11 o Provide a minimum of 8 (eight) software programmable output contact closures which can be activated manually to turn on cameras, unlock doors, emergency lockdown, etc., or automatically via Master Time Control Center.

o Provide voice-synthesized call-in, which allows the administrative telephones to hear the incoming intercom call’s room number over the handset.

o Provide call confirmation tone at speaker when an intercom call is placed. This verifies that the call has been placed in queue. If the call is upgraded to an emergency, a second confirmation tone shall be activated.

o Provide Emergency Voice Announce. Automatically announce the architectural zone number over any-one, group, or all speakers if an emergency call-in goes unanswered.

• WIRING

o All system wiring and equipment installation shall be in accordance with generally accepted engineering best practices as established by the EIA and the NEC. Wiring shall meet all state and local electrical codes. All wiring shall be tested to be free from grounds and shorts.

o All system wiring shall be labeled at both ends of the cable.

o Wiring shall be done per manufacturer’s recommendation depending on speaker type.

o All wiring shall be installed in raceways or plenum rated cable.

• QUALITY ASSURANCE

o The contractor shall have worked satisfactorily for a minimum of five (5) years on systems of this type and size.

o Furnish a list of references with specific information regarding type of project and involvement in providing of equipment and systems.

o Equipment and materials of the type for which there are independent standard testing requirements, listings, and labels shall be listed and labeled by the independent testing laboratory.

o Where equipment and materials have industry certification, labels, or standards (i.e. NEMA ‐ National Electrical Manufacturers Association), this equipment shall be labeled as certified or complying with standards.

10-2022-12 WHS Intercom 12 o Material and equipment shall be new, and conform to grade, quality, and standards specified. Equipment and materials of the same type shall be a product of the same manufacturer throughout.

o Subcontractors shall assume all rights and obligations toward the contractor that the contractor assumes toward the owner.

• WARRANTY

o On-the-premise maintenance shall be provided at no cost to the buyer for a period of one (1) year (parts and labor) from date of acceptance unless damage or failure is caused by misuse, abuse, neglect, or accident. Additionally, all manufacturer supplied products must be covered by a five (5) year limited warranty from the date of acceptance. The warranty period shall begin on the date of acceptance by the owner.

o Manufacturer’s warranties shall be transferred to the owner in addition to the General System Guarantee. Submit these warranties on each item in list form with electronic shop drawings. Detail specific parts within equipment that are subject to separate conditional warranty. Warranty proprietary equipment and systems involved in this contract during the guarantee period. Final payment shall not relieve you of these obligations.

• III. PROPOSAL SUBMISSION REQUIREMENTS

o Each participating firm shall provide as part of their proposal the following information as stated below. Any firm that fails to provide ALL portions of the required proposal shall be considered non-responsive and will not be considered for this project. Four copies of the proposal shall be submitted for review and evaluation by a committee.

Section 1: Introduction Letter

• The introduction letter shall highlight the vendor’s expertise and history, as well as the principal leadership and support staff.

Provide all contact information to include full address, phone, email address and contact person. An authorized agent of the firm must sign the letter.

Section 2: Experience/Qualifications

• Describe in detail the firm’s ability and experience

• Provide a copy of current business license

• Provide copy of industry certifications

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Section 3: References

• Provide at least three (3) client references for which the firm has provided similar services. Include reference name, address and phone numbers and contact person for verification.

Section 4: Service Plan Approach

• Provide a written narrative, which details the approach, methodology, phases, and/or activities that will be taken to achieve the full intent of this contract. Include as part of this narrative a timeline for implementation of all services, to include training.

o Section 5: Additional Information

• Provide a listing of any services required to complete this scope of work which were not included in this RFP.

Section 6: Certificate of Insurance

• Provide current certificate reflecting insurance and worker’s compensation coverage

• Provide current W-9 form.

Section 7: Site Visits

A mandatory site visit is scheduled for January 7, 2022 at 9:00 a.m. at Woodland High School.

1. It is imperative that all information requested from the vendor in this specification be completed and submitted as part of the proposal. Proposals that fail to meet all requirements shall be deemed non-compliant and will not be considered. One (1) original and three (3) copies of the proposal must be submitted to the Bartow County School System, no later than 2:00 PM on January 24, 2022 Attn: Albert Zielke, 65 Gilreath Rd. Cartersville, Ga. 30120.

2. RFP’s received after the date and time specified will not be considered. If an RFP is not submitted, it should be returned and marked “No Quote”. Failure to do this may result in the company being removed from the Owner’s mailing list.

3. All quotes shall be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent to the error. The person signing the RFP shall initialize corrections in ink.

4. By submitting a quote the vendor warrants that any goods supplied to Owner meet or exceed specifications set forth in this solicitation. Any deviation from the specifications chris.forsyth Highlight

10-2022-12 WHS Intercom 14 must be clearly identified in a letter accompanying the proposal. The furnishing of cuts, catalogs or printed description will not relieve the vendor of this requirement.

5. The Owner is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be included in the quote.

6. The cost proposal shall state the unit price as well as the end-use dilution price for each item identified. The Owner does not assume responsibility of mathematical errors.

7. Quotations are to be based on deliveries to the respective Owner’s schools and offices.

The prices are to include all associated delivery charges.

8. Participants may be required by the Owner before contract award to document that they are “responsible” vendors to the complete satisfaction of the Owner. They may be required to show that they have the necessary facility, technical abilities, personnel available and financial resources to execute the work in a satisfactory manner, and within the time specified; that they have had experience in work of a similar nature; and that they have past history and references which will verify their qualifications for executing the work.

9. The length of time prices are in effect and the vendor order minimum quantity will be given serious consideration in making awards.

10. Purchase volume discounts are welcome over and above the quoted contract price. If any additional discounts are available, please submit separately.

11. Awarded vendor must have and show if requested proof of bonding, Employer’s Liability Insurance, Comprehensive General Liability Insurance, Automobile Liability Insurance and Worker’s Compensation coverage.

12. The vendor shall hold harmless The Owner from any and all claims, suits, actions, damages, liability, and expenses in connection with loss of life, bodily or personal injury or property damage, including loss of use thereof, directly or indirectly caused by, resulting from, arising out of, or occurring in connection with the performance of this contract.

13. Where applicable, the vendor shall, at their own expense, obtain all necessary permits, give all notices, pay all license fees and taxes, comply with all applicable local, State, and Federal Laws, ordinances, rules and regulations. The vendor shall maintain the licenses required in a current status after award and throughout the course of the contract.

14. It is the Vendor’s responsibility to notify the Owner of any changes of model #’s, item specifications, case pack, prior to shipment. Failure to notify in advance may cause the shipment to be rejected at the shipper expense. The OWNER has the right to review and possibly award to another vendor if deemed in best interest of the School District.

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15. Each vendor must provide five (5) references (preferably school districts).

16. It is the Vendor’s responsibility to notify and update Owner of any address, email, and contact person changes. Owner will not be held responsible for missed correspondence due to changes.

17. Any Exceptions to the General Terms MUST be attached and submitted on the next sheet along with the other forms.

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IV. CRITERIA FOR SELECTION

The following selection criteria will be used as the basis for the evaluation of proposals.

A. Cost

B. Vendor Qualifications

C. Local Vendor

D. Desired System Functionality

E. Service and Training

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F. Selection Criteria Rating Sheet

The award criteria that will be used for this RFP is broken out as follows using the rating system below:

Weight Max Rating

RFP

Score

1. Cost 30% 30

Technical Merit:

2. Vendor Qualifications 15% 15

3. Local Vendor 20% 20

4. Desired System Functionality 20% 20

5. Service and Training 15% 15

Total Score: 100% 100

Total Score Rating Scale: 1-100

01-20 Does Not Meet Expectations 21-40 Partially Meets Expectations 41-60 Meets Expectations 61-80 Exceeds Expectations 81-100 Greatly Exceeds Expectations

This criterion will be used by the award committee to determine the best overall company for this contract. The total cost of this proposal accounts for 30% of entire award. The remaining 70% is comprised from information provided by the participating company and reference sources.

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V. ADMINISTRATION

A. Expenses of Preparing Responses to this RFP

The Owner accepts no responsibility for any expenses incurred by the responders to this RFP. Such expenses are borne exclusively by the responders.

B. Project Director

The Owner will administer this contract through the Technology Department. The successful responder will perform all work required pursuant to the contract under the direction of and subject to the approval of the Technology Department.

C. Questions

All questions regarding this RFP should be addressed to Albert Zielke at the address indicated above. All questions are to be in writing and are to allow sufficient time for distribution to all interested parties. The Purchasing Department will be the sole determiner of sufficient time.

D. Award of Contract

A selection committee will review and rate all proposals and may determine an interview list of the firms whose proposals are highest rated based on qualifications and information provided in Section III. Proposal Format, and Section IV. Criteria for Selection.

BCSS may request an oral presentation to the selection committee, not to exceed on hour’s duration, responding to questions from the selection committee relevant to the firm’s proposal.

The selection committee will then rescore all interview listed firms based on the information submitted and oral interview and will compile a new list ranking those firms. Based on this ranking, a recommendation for contract will be made to the Superintendent and the Board of Education

VI. MISCELLANEOUS SPECIFICATIONS

A. Proposals Must Include all Costs

Proposals must include all costs incidental to the successful implementation of the system(s).

The cost breakdown should include proposed solution, equipment costs as outlined, proposed service, and product development sessions.

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B. New and Unused Equipment

All proposed equipment and components must be new and unused. Prospective suppliers must guarantee that the systems proposed will be supported for a minimum period of 1 year from the date of installation.

C. Compliance with Laws and Permits

The successful vendor shall comply with all rules, regulations, ordinances, codes and laws relating to the work or the conduct thereof and shall secure and pay for any permits and licenses necessary for the execution of the work.

D. Tobacco Free Environment

The use of tobacco is prohibited at all Bartow County School System facilities and grounds.

E. Employment Requirements

All contractors and sub-contractors must be compliant with O.C.G.A. § 13-10-90 and § 13-10-91 Georgia Security and Immigration Compliance Act

The contractor must provide proof of a background check for all employees that will be on school property. Employees servicing this contract must have an acceptable background as determined by the Owner. The contractor must inform the Owner of any employee/s that has a known criminal record. The Owner will review the record and written determination will be made to the contractor as to the approval or denial for this employee to work this project.

Contractor and/or employee must submit to Drug/Alcohol screening in case of an accident on school grounds at the expense of the Contractor.

Paper products, trash, debris, etc., are not to be left on school site.

No vulgar language or obscene gestures allowed on school grounds.

All employees must dress in an easily recognizable uniform with company name in plain view.

Personnel are requested not to engage in conversation with school personnel or students unless absolutely necessary.

Damage to property (vehicles, windows, etc.) will be the responsibility of the Contractor.

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*** Return this page with RFP package ***

CHECKLIST FOR ITEMS TO BE RETURNED WITH PROPOSAL PACKET

Did you remember to include?

• Signed acknowledgment of Terms and Conditions

• Vendor Information and Contract Agreement

• Five school district references

• Proposal with ALL information completed for all categories

• Brochures, and/or catalogs

• Direct Contact person’s same

• Additional catalog %(percent) discount, if applicable

• Return Policy & Procedures

• Listing of training programs offered

• Training material, if applicable

• Samples with listing of Vendor name and item #, if applicable

• Checklist with all items checked

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AUTHORIZATION STATEMENT

The Proposer should exercise great care to comply with the guidance offered since failure to do so may contribute directly to a lowered evaluation of the proposal.

Once all items in each of the two sections of this document have been completed, the following Authorization Statement should be completed, and the one (1) original and three (3) complete copies should be inserted in a sealed envelope marked 10-2022-12 WHS Intercom and delivered to the following address:

Mr. Albert Zielke, Purchasing Specialist Bartow County School System 65 Gilreath Road N.W.

Cartersville, GA 30120

If your sealed envelope with copies enclosed is inserted in another envelope/package for delivery, the latter should also be marked as having 10-2022-12 WHS Intercom closed.

Please note that it is the Proposers responsibility to ensure that its proposal is delivered by the proposal submittal deadline which is 2:00 PM (EST) on January 24, 2022.

AUTHORIZATION STATEMENT

By signing this statement, I acknowledge that I have reviewed and approved the release of this proposal for Bartow County School Systems consideration.

_________________________________________ _________________________, 20____ Signature Date

Name Title

Organization

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I. GENERAL INSTRUCTIONS AND REQUIREMENTS

Point of Contact: This RFP is issued by the Bartow County School System Purchasing Department. The sole point of contact for this RFP shall be:

Mr. Albert Zielke, Purchasing Specialist Bartow County School System 65 Gilreath Road N.W.

Cartersville, GA 30120 Phone: 770-606-5800 x2024 Fax #: 770-606-5999 Email: albert.zielke@bartow.k12.ga.us

Failure to restrict contacts/discussion regarding this RFP to the above-named RFP Specialist will be deemed a serious breach of process and may, at the Owner’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally any unauthorized contact with members of the School Board or System employees by a contractor or a contractor’s representative concerning this proposal may result in the disqualification of the contractor.

II. PROPOSAL PROCEDURES AND GUIDELINES

A. Submission of Proposals The Proposer must complete and deliver one (1) original and three (3) copies of the accompanying Proposal Response Document in a sealed envelope by 2:00 PM on January 24, 2022. to the Bartow County School System at the address specified below: Mr. Albert Zielke, Purchasing Specialist Bartow County School System 65 Gilreath Road N.W.

Cartersville, GA 30120 As indicated above, a Proposal Response Document has been developed and enclosed for this RFP and must be used for submitting your proposal. Failure to adhere to this requirement may result in the Owner, at its sole discretion, declaring your Proposal to be non-responsive and eliminated from further consideration. The Proposer shall clearly mark all response envelopes as 10-2022-12 WHS Intercom . It is the sole responsibility of the Proposer to ensure that its proposal is delivered in accordance with the date, time and place requirements specified in this RFP. Any proposal received contrary to these requirements will be maintained unopened.

mailto:albert.zielke@bartow.k12.ga.us

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Any proposals submitted at or after the moment designated for proposal submittal will be deemed to be late and will not be accepted. The clock-in time will be determined by a clock maintained by the Bartow County School System. No other clock or timepiece will have any bearing on the time of proposal receipt. Since parking can be a problem or Proposers may not be familiar with the building to which proposals are to be delivered, etc., Proposers are advised to avoid last minute deliveries.

Proposals shall be signed by an authorized representative of the Proposer. Failure to submit all information requested may result in the Owner requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal.

B. Proposal Amendment and Rules for Withdrawal A proposal may be withdrawn prior to the proposal opening by submitting a written request for its withdrawal to the Owner, signed by the Proposer and delivered to Bartow County School System Purchasing Department at the address shown in section II, A. of the preceding page.

C. Acceptance of Proposals All properly submitted proposals shall be accepted for evaluation. However, the Owner reserves the right to request clarifications or corrections to proposals, reject any or all proposals received, cancel or withdraw this RFP, according to the best interests of the Owner.

Any submitted proposal shall remain a valid proposal for at least 180 days after the proposal opening.

D. Where the Owner may waive variances, such waiver shall not modify other RFP requirements or excuse the Proposer from full compliance with the remainder of RFP specifications and other contract requirements if the Proposer is awarded a contract. Mandated requirements are those required by law or such that they cannot be waived and are not subject to negotiation.

E. Right to Negotiate The Owner reserves the right to further negotiate, after proposals are opened, with the apparent best-evaluated Proposer(s), if such is deemed necessary in the discretion of the Owner.

The Owner shall not be responsible for the reimbursement of any costs not specifically set forth in the firm’s proposal. In addition, the Owner shall reserve the right to accept any part or all of the contractor’s fee schedule and to negotiate any charges contained therein.

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E. Assignment and Subcontracting

Subcontracting will not be allowed for any services in this RFP without prior written authorization by the Owner.

F. Incurring Costs

All costs incurred by the Proposer in preparing its proposal shall be borne by the Proposer.

G. Disclosure of Proposal Content

All proposals and other materials accepted in response to this RFP become the property of Bartow County School System. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review. By submitting a proposal, the Proposer acknowledges and accepts that the full contents of the proposal and associated documents shall become open to inspection.

H. Other Terms and Conditions

Under no circumstances will proposals be accepted if submitted by fax or email.

The Proposer shall hold the Owner, its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles or appliances furnished or used under this proposal. The Proposer further agrees to defend, at his own expense, any and all actions brought against the Owner or himself for alleged improprieties of these or similar types.

IV. PROPOSAL FORMAT AND CONTENT

The written proposal submitted shall, at a minimum, include the following information:

1. The firm name and contact person, together with the address, telephone number, facsimile number and email address, of the office firm which the services will be provided.

2. A brief history of the firm (limit two pages). Information should include organization structure, location of management, and evidence that the firm is authorized to do business in the State of Georgia.

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3. A Description of the services, specifically relating to the governmental sector, which the contractor is capable of providing, together with an explanation of how these services might best assist the Owner. Include specific information on specialized resources available to your firm such as computer capability, access to market information, personnel with specialized knowledge and expertise in the governmental field.

4. A listing of governmental engagements, specifically within the State of Georgia, for which your firm and/or staff has served over the past three (3) years. Be sure to include specific dates and a brief description of the services provided.

5. A list of references the Owner may contact in order to assist in the evaluation of your past performance. Include the name and mailing address of the governmental entity, name and telephone number of your contact person.

V. CONTRACT FOR SERVICES

The successful Proposer will be required to enter into a contract with Bartow County School System to satisfy the requirements of this RFP. The following general provisions, as well as those specifically developed and agreed to by the affected parties, shall apply to such contract

A. Contract Approval

The RFP and the contractor selection process does not obligate the Owner and do not create rights, interests, or claims of entitlement in the apparent best-evaluated Proposer or any vendor. A legally binding contract shall be established only after the contract is signed by the Contractor, the Superintendent or other Owner officials as required by applicable state and local laws and regulations.

B. Contract Payments

Contract payments shall be made in accordance with the Payment Terms and Conditions Section of the final contract.

No payments shall be made to the Contractor until the contract is established as required by state laws and regulations. Further, the Owner shall not be liable for work performed, services rendered, or materials purchased and/or provided before the contract is established as required by applicable state laws and the Purchasing Rules of Bartow County School System.

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CONTRACTOR’S DECLARATION

The contractor understands, agrees and warrants:

That the contractor has carefully read and fully understands the full scope of the specifications.

That the contractor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications.

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to January 24, 2022 at 2:00 p.m. but may not be withdrawn after such date and time.

That the Owner reserves the right to reject any or all proposals and to accept that proposal which will, in its opinion, best serve the public interest. The Owner reserves the right to waive any technicalities and formalities in the bidding.

That by submission of this proposal the contractor acknowledges that the Owner has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the contractor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this proposal.

CONTRACTOR:

Name Date Title

Name Date Title

AFFIX CORPORATE SEAL (If Applicable)

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CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the contractor agrees as follows:

The contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin or ancestry. The vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin or ancestry. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event the contractor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Owner. The Owner may declare the contractor, ineligible for further contracts with the Owner until satisfactory proof of intent to comply shall be made by the vendor.

The contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Contractor

Signature

Date

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NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the proposal:

STATE OF _______________________

COUNTY OF _____________________

Owner, Partner or Officer of Firm

Company Name, Address, City and State

Being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the contractor to submit the attached proposal. Affiant further states as contractor, that they have not been a party to any collusion among contractors in restraint or competition by agreement to proposal at a fixed price or to refrain from bidding; or with any office of the Owner or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between contractors and any employee of the Owner concerning exchange of money or other things of value for special consideration in submitting a sealed proposal for:

FIRM NAME _____________________________________________

SIGNATURE _____________________________________________

TITLE _____________________________________________

Subscribed and sworn to before me this _____ day of ______________________, 20___.

NOTARY PUBLIC

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PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE PROPOSAL

GEORGIA PROMPT PAY ACT-The Georgia Prompt Pay Act was enacted by the General Assembly in 1994 and took effect January 1, 1995. This act requires Owners to pay contracts within 15 days of receipt of a pay request by the Owner or the Owner’s representative. If payment is not made, the Owner shall pay the contractor 1% per month interest on the delayed payment. Additionally, the contractor must pay sub-contractors within 10 days of receipt of payment from the Owners.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4).

FIRM NAME __________________________________________________________

SIGNATURE __________________________________________________________

TITLE __________________________________________________________

Subscribed and Sworn to before me this _____ day of _____________________ 20___.

NOTARY PUBLIC

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Bartow County School System

Cartersville, Georgia

CONTRACT AGREEMENT

We have carefully examined and fully understand the Terms and Conditions in furnishing to the Bartow County School System the information listed in this Request for 10-2022-12 WHS Intercom.

We propose to enter into a contract to furnish and deliver the service as specified, and at the prices quoted.

Company Date

Representative Signature Printed Representative Name

City, State, Zip Code

Address

Telephone

Prices Will Be Firm Through: __________________________ ______________ Date Proposal #

Bartow County Signature: _____________________________ ______________ Name Title

Date

Note: This contract will not become valid until authorized signature and Board Approval has transpired.

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VENDOR APPLICATION

(Pre-qualification information)

Complete Vendor Name:

Federal Tax ID No.: Social Security No.:

(If Company) attach a completed W-9 (If individual) attach a completed W-9

Business License Number:

(Where Applicable)

Regular Mailing Address: Remit to Address:

Phone: Fax:

Email Address:

Previous Vendor Name(s) and Address:

Have you ever done business with Bartow County under any of the above names?

Circle One Yes No If Yes, which one(s)?

Primary Business:

Your company is organized as:

Individual Partnership Corporation Other (Specify)

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Names and signatures of persons authorized to sign bids and contracts:

Name Title Signature

Circle One Have you ever been bonded? Yes No If yes, name and address of Bonding Company.

Circle One Have you ever had a bond revoked? Yes No If yes, briefly explain the reason why:

Circle One Is any litigation pending against you or your company? Yes No If yes, briefly state the reason why: ______________________________________________________

Circle One Is your inventory stocked in the State of Georgia? Yes No If not, where is it stocked? __________________________________________________________________

Give three current or recent customers/clients for whom similar goods or services have been provided.

Client 1:

Address:

Contact: Phone:

Client 2:

Address:

Contact: Phone:

Client 3:

Address:

Contact: Phone:

The Illegal Immigration Reform and Enforcement Act of 2011 (House Bill 87) requires Bartow County Board of Education to have contractors, subcontractors, and sub-subcontractors who provide "physical performance of services" to complete the required forms below that meet the defined criteria.

"Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2,499.99; provided, however, that such term shall not include any contract between a public employer and an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual." Source: O.C.G.A. 13-10-90 & 13-10-91

Please attach a completed E-verify Contractor Affidavit (on the next page) with bid package.

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date

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Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual firm or corporation which is engaged in the physical performance of services ("Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2,499.99; provided, however, that such term shall not include any contract between a public employer and an individual who is licensed pursuant to Title 26 or Title 43 or by the State Bar of Georgia and is in good standing when such contract is for services to be rendered by such individual." O.C.G.A.