INVITATION_SPECIFICATIONS.pdf

B-2516BM

Interactive Panels Retrofit Project

Gwinnett County Public Schools (GCPS) is soliciting competitive sealed bids from qualified suppliers for Interactive Panels for Retrofit Projects.

Communication – Gwinnett County Public Schools Personnel: Individuals, firms, and businesses seeking an award of a Gwinnett County Public Schools contract may not initiate or continue any verbal or written communications regarding a solicitation. Bid submissions will be received digitally until 9:00 AM, Tuesday, April 22, 2025 through the Bonfire Interactive online portal located at https://gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https://www.gcpsk12.org/Page/24587. A list of submitting firms will be available the following business day on our website. All communications concerning the Bid must be submitted in writing to the Gwinnett County Public School’s Purchasing Department via Bonfire under the “Message Center” section of the bid. No response other than written communication by the Purchasing Department will be binding upon Gwinnett County Public Schools. Violations will be reviewed by the Purchasing Director. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm, or business may be disqualified from consideration for award. The Purchasing Department, in its discretion, may call upon user departments for clarification in their area of expertise. All questions or commentary must be received in Bonfire under the “Message Center” section no later than 10:00 AM, Wednesday, April 16, 2025 to allow for appropriate and timely responses.

Mandatory Pre-Bid Site Meeting

Vendors are required (mandatory) to attend these site meetings to be eligible to submit a bid. The first site visit will be at Dacula High School at 2:30 pm, the second location will be Central Gwinnett High School. The school locations are as follows:

1. Dacula High School, 123 Broad Street, Dacula

2. Central Gwinnett High School, 564 West Crogan Street, Lawrenceville

Vendor Requirements

The supplier must have a representative within 50 miles and a physical office within 200 miles of the GCPS Instructional Support Center.

• Coordinate with designated GCPS personnel throughout the entire procurement, delivery, and post-sale cycle.

• Clear identification of policies and procedures for returning any items damaged in shipping with estimated turnaround times for replacement items.

• Vendors must be a certified reseller/partner for SMART.

• Vendor must provide a minimum of three (3) references, who have completed interactive panel installations within the last 5 years whose jobs are of a similar size and scope.

• Ability to track shipments and get shipping information when items are purchased.

Base Services

Warehousing

• Supplier shall receive and house equipment (interactive panels and/or mounting bracket options) in a secure, ISO

9001 complaint facility for all product procured.

• Warehousing of interactive panels and other equipment shall be stored by the supplier for up to 30 days.

https://gwinnett.bonfirehub.com/ http://www.gcpsk12.org/Page/24587 http://www.gcpsk12.org/Page/24587

Delivery

• Delivery of panels to different school locations

Deliveries will be made to our school locations. A list of school locations can be found on our website at https://www.gcpsk12.org/

• Supplier will ship on the coordinated schedule the allocated number of interactive panels and mounting equipment direct to the GCPS site.

o All deliveries will be inside delivery to the GCPS Site to a designated pre-staging location provided by

GCPS.

o Due to the size of the interactive panels and mounting equipment being delivered at school locations, a lift gate and pallet jack will be required.

o The vendor will deliver the interactive panels and mounting equipment to the school site at an agreed upon timeframe from the school (after 2:30 pm to allow for bus operations).

o GCPS will supply wall coverings for elevator use. It is the responsibility of the vendor to cover elevator floor when utilizing the elevator for deliver operations.

• Supplier will transfer physical packaged interactive panels to the designated location for installation.

o Elevators may be available at each location, however, if elevator is not available, the panels will need to be carried to the room location(s) using the stairs for multi-level buildings.

• No materials should be shipped to GCPS unless a purchase order has been issued for that item.

Supplier will remain the owner of the interactive panels and mounting equipment until final fully functional installation on a wall. Pre-staging locations provided by GCPS are not delivery locations but solely transit points to aid Supplier in making full delivery of the interactive panels. GCPS does not take delivery of an individual interactive panel until such panel is installed on a wall in full working and tested condition. Prior to full installation, interactive panels and mounting hardware remain the property of Supplier and risk of loss is to the Supplier.

Installation of Mounting brackets

• Supplier will install the designated mounting equipment designed for the interactive panels as coordinated by

GCPS personnel per room specifications.

o Supplier will install, depending on room specifications a Diversitrack sliding rail track, fixed wall mount, electric mobile cart, or fixed trailer mount.

o Supplier will be provided by GCPS the fixed wall mount or trailer fixed mount at the time of installation.

o Supplier will clean all debris from the mounting installations, to include vacuuming floors and cleaning of dust/materials from Diversitrack sliding rails.

• If room specifications designate the use of an electric mobile cart, assembly of the mobile cart prior to hanging of the panel on the mobile cart will be required.

Hanging of panel

• Supplier shall unbox the interactive panel device from all packaging materials and discard.

• Physical inspection of the interactive panel will be made to ensure no damages to the physical device are visible.

o Clear identification of policies and procedures for returning any items damaged in shipping with estimated turnaround times for replacement items will be coordinated through designated GCPS personnel.

• Supplier will affix the designated VESA mounting hardware to the rear of the interactive panel.

• Supplier will hang the designated interactive panel on the mounting equipment hardware (Diversitrack sliding rail track, fixed wall mount, electric mobile cart, or fixed trailer mount).

• All accessories associated with the interactive panel

Enrollment

• Supplier will enroll each panel as outlined from GCPS interactive panel sow.

• Supplier will perform a quality check on each interactive panel to ensure functional quality as specified by GCPS.

https://www.gcpsk12.org/

Trash/Refuse

• Supplier will remove all trash, packaging, and refuse associated with the delivery of equipment, installation of mounting equipment, inside delivery of equipment, unboxing of interactive panels and accessories.

o Supplier will remove all trash, packaging, and refuse at the end of each night's installation. At no time will trash be left in the staging location or in the on-premises dumpsters.

o Suppliers will not be allowed to store an on-site dumpster for the removal of trash/refuse.

Project Management

GCPS will manage and implement the deployment of equipment described under the SOW (“Services”). Providing a project manager who will coordinate the activities to be performed. The Supplier will designate a project manager to coordinate the logistics of shipping, delivery and installation resources as outlined by the agreed upon schedule. The PM for each party will serve as the point-of-contact for all communications and any modification to the scope, requirements, or responsibilities.

Supplier PM Responsibilities are as follows:

· Facilitate meetings to communicate supplier roles and responsibilities, review assumptions and requirements, and schedule activities.

· Serve as central point of contact for all service delivery related issues.

· Facilitate Change Requests for existing services or proposed services which are in addition to or outside the scope of services provided under the SOW (“Services”).

· Make any changes associated with the project in compliance with the Change Management Process.

· Facilitate escalation issues to the appropriate management levels.

· Provide reports to GCPS on a periodic basis, as mutually agreed, with respect to the Services being performed under this SOW (“Services”).

· Manage and coordinate the installation support resources, schedules support resource shifts and prioritize and controls installation support resource’s daily activities.

· Scale and staff adequate resources to meet timeframes for applicable Services selected by Customer.

· Work with GCPS PM to resolve deployment issues quickly and efficiently.

· Use standard industry recognized project management tools and methodologies.

· Employ a regular reporting mechanism to identify project tasks, next steps, and potential problems.

Delivery Requirements

• The vendor will deliver the panels and mounting equipment to the school site at an agreed upon timeframe from the school (after 2:30 to allow for bus operations).

• Elevators may be available at each location, however, if elevator is not available, the panels will need to be carried to the room location(s) using the stairs.

• When utilizing the elevator, the vendor will place a cardboard or protective covering for the elevator floor. The school will provide wall paneling coverings to protect the elevator walls.

• Due to the size of the orders being delivered at school locations, a lift gate and pallet jack may be required.

• No materials should be shipped to GCPS unless a purchase order has been issued for that item.

Supplier will remain the owner of the interactive panels and mounting equipment until final fully functional installation on a wall. Pre-staging locations provided by GCPS are not delivery locations but solely transit points to aid Supplier in making full delivery of the interactive panels. GCPS does not take delivery of an individual interactive panel until such panel is installed on a wall in full working and tested condition. Prior to full installation, interactive panels and mounting hardware remain the property of Supplier and risk of loss is to the Supplier.

Warranties

This information should be submitted in the “Additional Information” section of your firm’s submission in Bonfire and include, at a minimum, the following information:

a. Manufacturer’s warranty duration, coverages, terms, and conditions. Three (3) years included in purchase with four (4) year extended warranty must be included for each panel awarded for a total of seven (7) years. Installation warranty should be for a minimum of 90 days

b. Any available extended warranties, their durations, coverages, terms, and conditions.

c. The Supplier shall warrant their services for the physical installation/assembly of Diversitrack mounting rail systems, Fixed wall mounts, Trailer fixed wall mounts, and electric mobile carts for a minimum period of 90 days.

Term

This contract is effective from approximately May 16, 2025, through May 15, 2026, or upon award. GCPS reserves the right to extend this bid up to a maximum of four (4) additional one-year periods for a total potential term length of five (5) years with the approval of the Gwinnett County Board of Education. Pursuant to O.C.G.A.

Section 50-5-64, this contract shall not be deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

Award will be made to the supplier submitting the overall lowest responsive and responsible bid. GCPS reserves the right to reject any or all bids to waive technicalities, and to make an award deemed in its best interest. Bids may be split or awarded in entirety. GCPS reserves the option to negotiate terms, conditions, and pricing with the lowest responsive, responsible bidder(s) at its discretion. All companies submitting a bid will be notified in writing of award.

The information concerning the specifications, manufacturer’s name, or model ID numbers is based on the latest available information that the district has. If the information listed concerning the specifications, manufacturer, or model ID number is incorrect, please notify the Buyer in Bonfire under the “Message Center” section no later than 10:00 AM, Monday April 14, 2025 to allow for appropriate and timely responses to update the information on the bid table. The district may decide that the item needs to be re-bid if an error has occurred in the product specified and suppliers fail to notify the district about the discrepancies.

Approximate Quantities

Due to order requirements, funding deadlines, “demand usage” contracts, and the estimated quantities listed on the bid table may be purchased in a combination that is dependent upon the awarded suppliers inventory ability to meet the district’s needs. Quantities are estimated for bid purposes only and not to be construed as a commitment to order a specific quantity. Items will be ordered as needed. GCPS retains the right to purchase a single unit, for schools, with installation to be performed by the awarded vendor.

Cost

It is GCPS’s expectation that your firm submits its best pricing at the time of the solicitation. The District understands that external factors may impact your firm’s ability to hold pricing for the term of the contract.

GCPS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace, or acts of God. This option will only be exercised if it is deemed in the District's best interest.

• The supplier may request an adjustment in the unit prices/total cost in the event of a cost escalation of the unit price/total cost if such items/materials are subject to circumstances in the economy, marketplace, or acts of God or materially impacted by a tariff that arises after the supplier’s response was submitted to GCPS. The existence and timing of such unit prices/total cost escalation must be fully documented by the supplier and shall be subject to the following conditions:

o The supplier must provide written notice to GCPS of any anticipated cost escalation within ten (10) days of becoming aware of such escalation;

o The supplier must submit detailed documentation, including supplier quotes or other evidence reasonably acceptable to GCPS, to substantiate the increased costs;

o GCPS shall have the right to verify the cost escalation through independent means;

o Any adjustment to unit prices/total cost shall be limited to the actual increase in costs incurred by the supplier and shall not include any additional overhead, profit or fee; and o The supplier shall undertake all reasonable efforts to mitigate the impact of price/cost escalations, including, without limitation, seeking and/or proposing alternative suppliers or materials where feasible and ordering materials in advance.

o In such case, GCPS and the supplier shall negotiate in good faith to agree on the appropriate adjustment to the unit prices/total cost. If after execution of the price/cost Amendment a tariff or other market condition is subsequently reduced or removed or prices of impacted materials are reduced, supplier must provide written notice to GCPS within ten (10) days of supplier becoming aware of such removal or reduction. GCPS and the supplier shall then negotiate in good faith to agree on the appropriate reduction to the prices/cost, which shall be formalized through a revised award letter in accordance with the terms of the Agreement.

Addenda & Opening of Proposals/Bids

It is the ultimate responsibility of the supplier to ensure that they have all applicable addenda prior to submitting a response. Addenda will be posted on the Bonfire website: www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https:publish.gwinnett.k12.ga.us/gcps/home/public/about/business-and-finance/p-and-p.

The Opening of solicitations will be conducted electronically through the Bonfire Procurement Portal. Only the names of the submitting companies will be made publicly available by the close of business the following business day on our website. To view the list of respondents, suppliers must log-into the Bonfire Interactive online portal located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at https:publish.gwinnett.k12.ga.us/gcps/home/public/about/business-and-finance/p-and-p then select the “Past Public Opportunities” tab. The solicitation status will automatically change to “Closed” after the solicitation Due Date and Time.

Discontinued/Replacement Models

Discontinued/replacement models will only be considered when the manufacturer has discontinued the product, the product is obsolete, or the producer/manufacturer is having difficulties in the manufacture and delivery of the product. The awardee is required to notify GCPS that the manufacturer’s item awarded is scheduled to discontinuance and will no longer be available for purchase. The awardee is required to notify GCPS and must provide an approved replacement at the originally awarded price (OR) a price reduction based on technology advances in the marketplace or manufacturer of the item being replaced. The district reserves the right to compare pricing with other suppliers. If such comparisons reveal that other suppliers are selling the same replacement product for less, the district may re-award the item(s) to the supplier with the lowest cost to ensure GCPS remains within current market conditions.

Supplier requests to offer replacement models for any item originally awarded on this bid shall be submitted in writing to the Purchasing Department Senior Buyer Betsy McCurry, Betsy.McCurry@gcpsk12.org along with the following documentation:

• Proof that the manufacturer has discontinued the item and it is no longer available.

• Complete technical specifications for the replacement model for consideration and approval by the district.

The district must issue written acceptance before the supplier may ship any replacement product. Circumstances may warrant verbal acceptance by the Purchasing Department as needed with written acceptance thereafter.

mailto:Betsy.McCurry@gcpsk12.org

For items listed under a group set, changes will only be considered when the manufacturer has discontinued the product, the product is obsolete, or the producer/manufacturer is having difficulties in the manufacture and delivery of the product. The awardee is required to follow the steps listed above and notify GCPS that the manufacturer’s item awarded under the group set is scheduled to discontinuance and will no longer be available for purchase. At this time of notification, the awardee should provide an approved replacement at the originally awarded price (OR) a price reduction based on technology advances in the marketplace or manufacturer of the item being replaced. The district reserves the right to compare pricing with other suppliers. If such comparisons reveal that other suppliers are selling the same replacement product for less, and the overall cost of the group set is lower than the initial award, the district may re-award the item(s) to the supplier with the lowest overall cost of the group set to ensure GCPS remains within current market conditions.

NOTE: Gwinnett County Public Schools requires pricing to remain firm for the duration of the initial term of the contract. Failure to hold firm pricing for the initial term of the contract may be sufficient cause for Gwinnett County Public Schools to declare bid non-responsive.