ITB 24_048 Large Equipment.docx

INVITATION TO BID

Date Released: March 5, 2024

Bid Number: 24-048

Bid Name: Large Equipment for Various Schools

The Houston County School District is soliciting bids for large equipment for various schools. Specifications, terms and conditions are contained herein. It shall be the intent and purpose of this Invitation to Bid (ITB) to cover the terms and conditions under which a successful Bidder shall be responsible to supply and deliver all products listed on the Bid Response Form to the Houston County School District.

BID DUE/OPENING DATE/TIME: April 8, 2024/2:00 P.M. EST

LOCATION: Purchasing Department, 200 Jerry Barker Drive, Warner Robins, GA 31088

SAMPLES DUE BY: No samples are required for this bid.

DEADLINE FOR WRITTEN QUESTIONS: March 29, 2024

Mail or hand deliver Bid Response Form with Attachments B, C, D, E, and F to the Buyer listed below. Bids must be submitted using the Bid Response Form included in this ITB.

All Bids and supporting documentation must be enclosed in a sealed envelope and marked “ITB #24-048, Bid Due Date/Time: April 8, 2024/2:00 P.M. EST”

The Houston County School District is not responsible for bids that are not received by the Buyer in the Purchasing Department at the address below by the due date and time. Late bids will not be considered in bid evaluation.

Bids shall be submitted to the attention of the Buyer at the address listed below.

L. Renee Langston, CPPB 200 Jerry Barker Drive Warner Robins, GA. 31088 Phone: (478) 988-6211 Fax: (478) 988-6212 Email: Renee.Langston@hcbe.net

DEFINITIONS

Addendum - An addition to an ITB or contract document.

Amendment - A change or correction to an ITB or contract document.

Bidder/Vendor - A firm, individual, or corporation submitting a bid in response to this ITB.

Bid Unit - The unit designation, which shall be applicable to all pricing, offered for bid evaluation purposes. Unit cost, freight, fixed fee, estimated usage and the extended cost shall be stated in terms of the designated bid unit. In some instances, the bid unit and the package unit may be the same.

Board – Houston County School District

Contract Documents - Consist of the Agreement between the HCSD and the Vendor, terms and conditions, schedule, specifications, drawings, any and all addenda, errata, ITB, and bulletins issued prior to execution of the contract, other documents listed in the Agreement, and modifications issued after execution of the contract.

Damaged Item- Refers to an item that has sustained damage that would allow spillage from the original container, a loss or disfigurement of a label that would hinder identification, contaminated package that would affect the content of that package or any other happening that would affect the quality and/or quantity of the original item.

Dry Food Product- A dry product that does NOT require freezing or refrigeration.

HCSD – Houston County School District, by its duly elected Houston County Board of Education.

Invitation To Bid (ITB) - A type of solicitation document used in competitive bidding, where the primary consideration is cost and the expectation is that competitive bids will be received and an acceptance (award) will be made to the most responsive and responsible Bidder whose bid is lowest in price. The ITB must be publicly advertised with sufficient time to respond by the date and time set for opening the bids.

Pack size - With some items the bid unit does not represent a package configuration by which the item would normally be purchased. In such instances, the Bidder will be required to bid according to the designated bid unit and state how the product will be packaged and to provide a cost for purchase unit.

Purchase Unit - The package configuration (case, carton, box, bag, etc.) by which the product would normally be sold. This shall also mean packaging being referred to when the term "case price" is applicable.

Solicitation - A document used by the Houston County School District to acquire goods and/or services. Solicitations must incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Solicitations must also identify all the requirements that the Bidders must fulfill and all other factors to be used in evaluating the bids or proposals. An ITB is a type of solicitation.

NSLP - National School Lunch Program

SBP - School Breakfast Program

SNP – School Nutrition Program

1. GENERAL INFORMATION FOR BIDDERS

A. From the issue date of this Invitation to Bid (ITB) until an award has been announced, Vendors shall not communicate with any HCSD employee, with the exception of the name stated on page one of this document or the Director of Purchasing, concerning this ITB or any information herein. The Houston County School District reserves the right to reject the bid response of any Bidder violating this provision.

B. Whenever the terms “shall,” “must,” “will,” or “is required” are used in this ITB, the item being referred to is a mandatory requirement of this ITB and failure to meet any mandatory requirement may be cause for rejection of the bid.

C. Contracts are non-exclusive as the HCSD reserves the right to purchase any products from any Vendor at any time.

2. BIDS

A. The HCSD reserves the right to:

1. Waive formalities and technicalities in any bid.

2. Reject any and/or all bids when it will be in the best interest of the HCSD.

3. Accept the bid that in HCSD’s judgment will be in our best interest.

4. Purchase from any source, in part or in whole, any supplies, equipment or services.

5. Award on individual items or on a lump sum basis.

6. Award this bid to the Vendor who in the HCSD's opinion is most responsive and responsible and will perform in the best interest of HCSD.

B. Price alone may not be the determining factor in award of this bid.

C. The Bidder may give bids on any one or more items. Bidders must bid on specific brand and item number if listed. However, Bidders may offer alternates on a separate list that meet or exceed the product number listed.

D. In the event of one or more Vendors quoting the exact same price and this being the lowest price bid, the tie will be broken by a coin toss conducted by someone other than the buyer responsible for this ITB.

E. Where applicable, in the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

F. The HCSD will not be responsible for any bid responses not received at the correct time/location prior to bid due date/time. It is the responsibility of the Vendor to insure bids are received at the proper time/location regardless of delivery method.

G. Bids cannot be modified after receipt of bids. Care should be taken to ensure that information provided is accurate, complete, and consistent. Omission of any of the required information may subject the Bidder to disqualification. The HCSD reserves the right to request information or respond to inquiries for clarification purposes only.

H. Bidders may withdraw bids at any time up to the scheduled time for receipt of bids. Bidders desiring to withdraw their bid may do so by submitting a request in writing to the Buyer listed on page one of this document. Bidders may resubmit bids provided it is prior to the scheduled time for receipt of bids.

I. It is the responsibility of each Bidder to examine the entire solicitation, seek clarification in writing, and check its offer for accuracy before submitting the offer. Lack of care in preparing an offer shall not be grounds for withdrawing the offer after the offer due date and time, and it shall not give rise to any contract claim.

J. Any Bidder who has demonstrated consistently poor performance with HCSD or other similar entities or has had a contract canceled by HCSD due to poor performance during a current or previous Agreement with the HCSD may be considered a non-responsible Bidder and their bid may be rejected. The HCSD reserves the right to exercise this option as is deemed to be in the best interest of the HCSD.

K. Once a bid is awarded, if the awarded Bidder declines their award, the Bidder will be considered a non-responsible Bidder and future bids may be rejected for up to three years.

3. PRICE

Prices quoted shall include all costs and charges to include, but not limited to, purchasing, packing, services described herein, and transporting the item(s) to specified location(s). HCSD is exempt from State Sales Tax and Federal Excise Tax. All fees shall be included in the bid price. Bidders must bid based on the bid unit listed using Bid Response Form(s) included with this ITB. The HCSD reserves the right to reject the bid response of any Bidder violating this provision. Prices bid must remain valid for the duration of the contract.

4. SAMPLES

No samples are required for this bid.

5. QUESTIONS

Questions regarding this Invitation to Bid shall be directed in writing only to the Buyer listed on page one of this document. All questions and answers will be posted on the HCSD website as they are received at www.hcbe.net under “Departments,” “Purchasing,” “Bids/Proposals.” It is the responsibility of each Bidder to inquire about any aspect of the ITB that is not fully understood or is believed to be susceptible to more than one interpretation. The HCSD will accept only written inquiries regarding this ITB up to 5 business days prior to bid closing date.

6. AMENDMENTS/ADDENDUMS

All amendments/addendums will be posted to the HCSD website at www.hcbe.net under “Departments,” “Purchasing,” “Bids/Proposals,” and it is the Bidders’ responsibility to view any posted items. It is recommended that Vendors refer to the website on a regular basis during the course of this bid. No amendments/addendums will be posted within 5 days prior to bid closing.

7. COST OF SUBMITTING RESPONSE

The HCSD is not liable for any costs incurred by Bidders prior to issuance of or entering into a contract. Costs associated with developing the bid, preparing for oral presentations, and any other expenses incurred by the Bidder in responding to this ITB are entirely the responsibility of the Bidder and shall not be reimbursed in any manner by HCSD.

8. AWARD

This bid may be awarded to one or more Vendors. Award is contingent upon available funds and necessary approvals. Award will be made within sixty (60) days of the bid opening date. The selected Vendor(s) shall provide products in accordance with the specifications, all terms and conditions, instructions and applicable amendments/addendums in this ITB. Notification will be forwarded by HCSD to the successful Bidder after bid selection. HCSD has the right to cancel the bid and make no award if it is in the best interest of the HCSD.

9. BRAND NAME

Bidders are required to indicate the brands and models of merchandise and/or services bid.

10. MARKING

Merchandise in full cases shall have an identification marking on the outside of the case. Packing slip/list shall include the Purchase Order Number or contact name supplied by SNP.

11. SAFETY

Material Safety Data Sheets shall be provided for all applicable items and must accompany delivery.

12. ORDERS

A purchase order will be entered after the bid award.

13. DELIVERY

A. Vendor is responsible for all delivery costs.

B. Vendor shall be responsible for the removal of all packing material and debris when delivering items that need to be unpacked or installed by the Vendor.

C. The Bidder shall deliver inside at each school kitchen receiving point. Delivery personnel are required to place products in areas that will not obstruct any aisle, doorway or passageway as designated by a School Nutrition Designee. Under no circumstances may a delivery be left outside the building.

14. INSPECTION

All merchandise and services shall be subject to inspection after arrival at HCSD or completion of work. In the case any items are found to be defective or otherwise not in conformity with specifications, the HCSD has the right to reject such items and/or services and return them at Bidder’s expense or require that Bidder return to site (if service is performed on HCSD property to correct the issue). Problems found with products due to concealed damage will be addressed as soon as damage is revealed and on a case-by-case basis. Rejected products must be picked up no later than the next delivery date.

15. PAYMENT

A. SNP shall make payment for goods and services within thirty (30) days upon receipt, inspection and acceptance by SNP personnel, and receipt of invoice. Advance billings are not allowed.

B. Where partial delivery is made, invoice for such part shall be made upon delivery, and payment made within thirty (30) days under conditions as above.

C. Payment may be made by check or by credit card. If a fee will be added to the invoice for use of a VISA credit card, it must be noted on Attachment B, Certification Letter.

16. INVOICES

A. All invoices shall be addressed as follows:

Houston County School District School Nutrition Program Attn: Diana Roberts 1600 Macon Road, Suite C Perry, Georgia 31069

B. At the time of delivery to the schools, two (2) copies of the Vendor’s invoice shall be left with the School Nutrition Designee. Invoices cannot be changed and Vendor shall post his records to agree with the invoice.

C. All copies of the invoice must be signed at the time of delivery by the School Nutrition Designee.

D. A credit or replacement will be issued for damaged or unacceptable items as determined by the Director of School Nutrition. Replacement of damaged or unacceptable items will be made no later than the next delivery date. In the event of errors, a credit/debit shall be issued against the invoice as it was presented to the School Nutrition Designee. The credit or debit shall be sent to the address listed above.

E. All invoices are to clearly indicate the account name, school name, date, product, brand name, quantity, unit price and total prices.

17. FACILITIES AND EQUIPMENT

The Bidder shall be responsible for the protection of HCSD premises and property, and will be held liable for any damages caused by the Bidder, Bidder’s employee(s) or Bidder’s agent(s) during the execution of delivery/installation of goods/services resulting from this ITB.

18. INDEMNIFICATION

A. The Bidder does hereby indemnify and shall hold harmless HCSD, its Board members, employees, agents, and servants (each of the forgoing being hereafter referred to individually as “Indemnified Party”) against all claims, demands, causes of actions, actions, judgments or other liability including attorney’s fees (other than liability solely the fault of the Indemnified Party) arising out of, resulting from or in connection with the Bidder’s performance or failure to perform this agreement, including but not limited to:

1) All injuries or death to persons or damage to property, including theft.

2) Bidder’s failure to perform all obligations owed to the Bidder’s employees including any claim the Bidder’s employees might have or make for privilege, compensation or benefits under any HCSD benefit plan.

3) Any and all sums that are due and owing to the Internal Revenue Service for withholding FICA, and unemployment or other State and Federal taxes.

B. The Bidder’s obligation to indemnify the Indemnified Party will survive the expiration or termination of this agreement.

19. TERM OF CONTRACT

Code section 20-2-506 of the laws of the State of Georgia as of this date and as may be amended apply to this agreement. In addition to other requirements, the following are specifically enumerated.

A. A contract will not be established for this bid. Vendors are asked to include on their Bid Response Form the length of time their bid prices will be held as future purchases may be made from this ITB as needed.

20. TERMINATION OF AGREEMENT, CONTRACT, or AWARD Any agreement, contract, or award resulting from this ITB may be canceled by either party for just cause in writing 30 days prior to termination.

21. FAILURE TO BID

If you do not wish to bid, please return this bid and state reason(s).

22. BID SUMMARY

A bid summary shall be sent to all responding Bidders and will be placed on the HCSD website.

23. REFERENCES

Each Bidder shall submit on enclosed form a minimum of 3 references. Preferred are references from other school systems in Georgia. Reference Form is attached as Attachment F. HCSD reserves the right to solicit references from businesses that have had a recent working relationship with the Bidder. These references may be used to evaluate the responsibility level of a Vendor and may influence the award of this ITB.

STANDARD TERMS AND CONDITIONS

I. LOBBYING CERTIFICATE (for bids over $100k) Per CFR 7.3018 - A Lobbying Certification and Disclosure must be completed for all bids $100,000 and over. Please see and complete Attachment E.

II. DEBARMENT AND SUSPENSION VERIFICATION

By signing the Debarment Form, Attachment C, Vendor certifies that the Vendor and/or any of its sub Vendors have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or the HCSD or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart 9.4. Vendor will immediately notify the HCSD Purchasing Department and the Director of School Nutrition if Vendor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Vendors by a federal entity.

III. BUY AMERICAN STATEMENT

Vendor must comply with the William F. Goodling Child Nutrition Reauthorization Act of 1998 (BuyAmerican Act -7 CFR 210.21), which requires schools and institutions participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) in the contiguous United States to purchase, to maximum extent practicable, domestic commodities or products for use in meals served under the NSLP and SBP. Buy American - (1) Definition of domestic commodity or product. In this paragraph, the term ‘domestic commodity or product’ means—(i) An agricultural commodity that is produced in the United States; and (ii) A food product that is processed in the United States substantially using agricultural commodities that are produced in the United States. Substantial means over 51% of the final processed product consists of agricultural commodities that were grown domestically. Products from Guam, American Samoa, Virgin Islands, Puerto Rico, and the Northern Mariana Islands are allowed under this provision as territories of the United States. The Buy American provision (7 CFR Part 210.21(d)) is one of the procurement standards SFAs must comply with when purchasing commercial food products served in the school meals programs. Documentation must be received that requests (1.) Consideration on the use of domestic alternative foods before approving an exception and (2.) The use of a non-domestic food exception when competition reveals the cost of domestic food is significantly higher than non-domestic food and (3.) The use of a non-domestic alternative food due to the domestic good not produced or manufactured in sufficient and reasonable available quantities of a satisfactory quality.

IV. REMEDY FOR NON-PERFORMANCE/TERMINATION OF AGREEMENT, CONTRACT, OR AWARD

In the event that a vendor does not perform according to the standards and conditions described in this ITB that is made a part of the contract with HCSD, HCSD may take measures to remedy the default. The optional remedies for non-performance are listed below. HCSD and Vendor agree that the damages caused by a breach of the ITB terms incorporated into a subsequent contract are difficult or impossible of estimation due to labor costs and costs to cure when Vendor does not deliver as stated in the ITB and Vendor acceptance. In order to provide for damages and estimate a reasonable probable loss, HCSD and Vendor agree to the following damage calculation as an optional remedy for the Vendor’s breach.

A. Damages - Payment for Damages will be accepted in the form of credits on the following month’s statement.

Non-Delivery: In the event that a delivery does not occur at all on the scheduled delivery day, the Vendor may be assessed damages for up to 20% of the cost of the missing order for each school that did not receive a delivery.

Late Delivery: In the event that the entire delivery is not delivered by the required delivery date, the contractor may be assessed a financial penalty for up to 20% of the cost of the late order. Backorders are considered a late delivery if not delivered prior to the stated date listed in this ITB.

Incorrect Shipment and Delivery: Failure to deliver all items according to the delivery requirements listed in this ITB may result in the Bidder being assessed a financial penalty for up to 20% of the cost of the items that were shipped incorrectly.

The company that is awarded this bid will be responsible for any fees assessed by SNP, regardless of other entities or services that may have been involved in the production or delivery of the product.

B. Suspension – In the event that either the Vendor or the Board defaults in the performance of any obligation specified in the agreement, contract, or award, the non-defaulting party shall notify the other party in writing and may suspend the agreement, contract, or award in whole or in part, pending remedy of the default. If such default is not remedied within fifteen (15) days from the date of receipt of such notice or if the other party is diligently attempting to cure such default but is unable to cure such default within thirty (30) days from the date of receipt of such notice, then the non-defaulting party shall have the right to terminate the contract immediately by providing written notice of termination to the other party.

C. Termination – The Houston County School District reserves the right, at any time and for its convenience, to terminate the agreement, contract, or award in whole or in any separable part by written notice to vendor. Such notice shall be provided at least thirty (30) days prior to the intended termination date. Vendor shall be compensated for Goods accepted and for Services performed in accordance with the provisions of the agreement, award, or contract up to the effective date of termination, less any payments previously made by the Board/SNP for such Goods or Services, but in no event shall the vendor be entitled to recover loss of profits.

V. HUB STATEMENT (7CFR3016.36(e)) It is the intent of the HCSD to provide maximum practicable opportunities in its solicitations to minority firms, women's business enterprises and labor surplus area firms.

VI. EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT

In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or part of an individual's income is derived from any public assistance. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992. (Voice) Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

VII. ENERGY POLICY AND CONSERVATION ACT STATEMENT

Compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163, 89 Stat.871).

VIII. CLEAN AIR/ CLEAN WATER STATEMENT (for bids over $150k) Compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)) Clean Air and Water Certification. Vendor certifies that none of the facilities it uses to produce goods provided under the Contract are on the Environmental Protection Authority (EPA) List of Violating Facilities. Vendor will immediately notify the School Food Authority of the receipt of any communication indicating that any of Vendor’s facilities are under consideration to be listed on the EPA List of Violating Facilities.

IX. CIVIL RIGHTS STATEMENT

In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age and disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

X. CIVIL RIGHTS ASSURANCE

The School District hereby agrees that it will comply with: Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.); Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.); Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794); Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.); Title II and Title III of the Americans with Disabilities Act (ADA) of 1990 as amended by the ADA Amendment Act of 2008 (42 U.S.C. 12131-12189); Executive Order 13166, "Improving Access to Services for Persons with Limited English Proficiency." (August 11, 2000); All provisions required by the implementing regulations of the Department of Agriculture (USDA) (7 CFR Part 15 et seq.); Department of Justice Enforcement Guidelines (28 CFR Parts 35, 42 and 50.3); Food and Nutrition Service (FNS) directives and guidelines to the effect that, no person shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination under any program or activity for which the Program applicant receives Federal financial assistance from USDA; and hereby gives assurance that it will immediately take measures necessary to effectuate this Agreement. The USDA non-discrimination statement that in accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). This assurance is given in consideration of and for the purpose of obtaining any and all Federal financial assistance, grants, and loans of Federal funds, reimbursable expenditures, grant, or donation of Federal property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to use Federal property or interest in such property or the furnishing of services without consideration or at a nominal consideration, or at a consideration that is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient, or any improvements made with Federal financial assistance extended to the Program applicant by USDA. This includes any Federal agreement, arrangement, or other contract that has as one of its purposes the provision of cash assistance for the purchase of food, and cash assistance for purchase or rental of food service equipment or any other financial assistance extended in reliance on the representations and agreements made in this assurance. By accepting this assurance, the School District agrees to compile data, maintain records, and submit records and reports as required, to permit effective enforcement of nondiscrimination laws and permit authorized USDA personnel during hours of program operation to review and copy such records, books, and accounts, access such facilities and interview such personnel as needed to ascertain compliance with the nondiscrimination laws. If there are any violations of this assurance, the Department of Agriculture, FNS, shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the School District, its successors, transferees and assignees as long as it receives assistance or retains possession of any assistance from USDA. The person or persons whose signatures appear below are authorized to sign this assurance on behalf of the School District. (Signatures on bid documents and purchase agreements will reflect agreement of this assurance).

XI. RECORD RETENTION AND ACCESS CLAUSE

The Vendor shall maintain books, records and documents in accordance with generally accepted accounting principles and procedures and which sufficiently and properly document and calculate all charges billed to the HCSD, School Nutrition Program throughout the term of the Contract and for a period of at least seven (7) years following the date of final payment or completion of any required audit, whichever is later. Records to be maintained include both financial records and service records.

The Vendor shall permit the Auditor of the State of Georgia or any authorized representative of the HCSD School Nutrition Program and where federal funds are involved, the Comptroller General of the United States, or any other authorized representative of the United States government, to access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of the Vendor relating to orders, invoices or payments or any other documentation or materials pertaining to the Contract, wherever such records may be located during normal business hours. The Vendor shall not impose a charge for audit or examination of the Vendor’s books and records. If an audit discloses incorrect billings or improprieties, the State and/or the HCSD reserve the right to charge the Vendor for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper authorities.

XII. BID PROTEST PROCEDURES

A. Any protests arising from this solicitation and award shall be made in writing and shall be delivered to the Superintendent as the acting protest official of the Houston County School District at 1100 Main Street, Perry, GA 31069. The protest shall be filed no later than ten (10) days from the award notice and shall include:

· The name, address, and telephone number of the protester;

· The signature of the protester or an authorized representative of the protester;

· Identification of the purchasing agency and the solicitation or contract number;

· A detailed statement of the legal and factual grounds of the protest including copies of relevant documents;

· The form of relief requested.

B. A written response to the protest will be made within 30 days from receipt of the protest (with above documentation).

C. The HCSD shall in all instances disclose information regarding protests to State Board of Education.

XIII. CODE OF CONDUCT

HCSD maintains a written code of conduct governing the performance of its employees engaged in the award and administration of contracts. The code of conduct outlines the responsibilities of, or proper practices for, HCSD employees. HCSD code of conduct governs the performance of the officers, employees, or agents engaged in any contract awards. All HCSD purchasing policies can be located at www.HCBE.net. Specific purchasing policies include Policy DJE: Purchasing, Policy DJEA: Purchasing Authority, Policy DJED: Bids and Quotations, Policy DJEE: Local Purchasing, Policy DJEI: Vendor Relations, and Policy DJEG: Purchase Orders and Contracts.

XIV. EXCEPTIONS TO TERMS AND CONDITIONS

Any bid that takes exception to a requirement of any part of this solicitation shall be rejected.

XV. ASSIGNMENT

The agreement with the HCSD resulting from this ITB shall remain with the Vendor awarded. The Vendor shall not assign, transfer, convey, delegate, sublet, or otherwise dispose of the agreement, or its rights, title, or interest herein, or its power to execute such agreement, to any other person, company, or corporation without the previous consent and written approval by the HCSD.

XVI. PROPRIETARY INFORMATION/OPEN RECORDS REQUEST

If a Bidder submits any document with the bid that is considered to be proprietary in nature or is considered to be a trade secret, the Bidder shall note such in the documents included in the bid. The school district will honor the request unless or until a competing Bidder requests access to the information under the Open Records Act. In such case, the school district will notify the affected Bidder that a challenge has been made. If the affected Bidder can produce a court issued restraining order within ten calendar days subsequent to the notification, the information will remain confidential and shall not be released pending subsequent court action. If the restraining order is not received within the ten working day period, the information will be released and the school district shall not be held liable.

XVII. FORCE MAJEURE

Except for payments of sums due, neither party shall be liable to the other nor deemed in default under this contract if and to the extent that such party’s performance of this contract is prevented by reason of Force Majeure. The term “Force Majeure” means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Without limiting the forgoing, Force Majeure includes acts of God; fire; flood; or other similar occurrences beyond the control of the Vendor or the school district.

XVIII. EVIDENCE OF INSURANCE

A. The successful Vendor, at its expense, shall carry and maintain in full force at all times during the term of the contract resulting from this ITB the following insurance:

Coverage Limits of Liability

$2,000,000 aggregate

$2,000,000 aggregate

$1,000,000 aggregate

B. Prior to commencement of performance of this Agreement, Vendor shall furnish to HCSD a certificate of liability insurance evidencing all required coverage in at least the limits required herein, naming the HCSD, its elected officials, agents, and employees as additional insured under the Comprehensive General Liability coverage, and providing that no policies may be canceled without ten (10) days advance written notice to the HCSD. Such certificate shall be issued to: Houston County School District.

C. Said policies shall remain in full force and effect until the expiration of the terms of the contract or until completion of all duties to be performed hereunder by the Vendor, whichever shall occur later.

XIX. WARRANTY

A successful Vendor shall fully warrant all products furnished under the terms of this contract, against poor and inferior quality. Time is of the essence of this contract. While under warranty, a successful Vendor shall replace any damaged or inferior product in a timely manner to minimize the disruption of HCSD’s regular and daily operations.

BID SPECIFICATIONS

ITEM 1

Northside High, Parkwood Elementary, CB Watson Primary, David Perdue Primary Rational iCombi Classic 10 Full Size – Electric

Specifications:

Furnish three (3) combi oven, iCombi Classic 10 - Full Size Electric manufactured by Rational.

1. Bidding specifications per Rational issued data sheet.

2. No options.

3. Service requirements electrical – 480vac/60/3 phase

Optional Features and Accessories:

1. Four cases cleaner tablets. (56.01.535)

2. Four cases care tab packages. (56.00.562)

3. CAP (Chef assistance program. Four hours on location training).

4. Rational - USB data-memory stick (42.00.162)

5. Stand - Type 3 stand. (60.31.092)

6. Extra set of full size stainless steel grids. 5 Grids in the set. (6010.2101)

Delivery and Install:

1. Vendor to supply personnel needed to assemble unit on stand and set unit in place as designated by kitchen manager.

2. All packing materials including shipping skins to be removed by vendor from unit and disposed of properly.

3. Customer to complete electrical and plumbing connections.

4. 48 hour notice required before delivery to allow customer time to prepare installation area.

Deliver to: Northside High School 926 Green Street Warner Robins, GA 31093

Parkwood Elementary School 503 Parkwood Drive Warner Robins, GA 31093

CB Watson Primary School 61 Martin Luther King Jr. Blvd Warner Robins, GA 31088

Perdue Primary School 150 Bear County Blvd Warner Robins, GA 31088

Call Maxine Robinson (478-322-3308) to schedule delivery

ITEM 2

Houston County High School Rational iCombi Classic 10 Full Size – Gas

Specifications:

Furnish One (1) combi oven, iCombi Classic 10 - Full Size Gas manufactured by Rational.

1. Bidding specifications per Rational issued data sheet.

2. Natural Gas

3. Service requirements electrical – 208/1 phase

Optional Features and Accessories:

1. Four cases cleaner tablets. (56.01.535)

2. Four cases care tab packages. (56.00.562)

3. CAP (Chef assistance program. Four hours on location training).

4. Rational - USB data-memory stick (42.00.162)

5. Stand - Type 3 stand. (60.31.092)

6. Extra set of full size stainless steel grids. 5 Grids in the set. (6010.2101)

Delivery and Install:

1. Vendor to supply personnel needed to assemble unit on stand and set unit in place as designated by kitchen manager.

2. All packing materials including shipping skins to be removed by vendor from unit and disposed of properly.

3. Customer to complete electrical and plumbing connections.

4. 48 hour notice required before delivery to allow customer time to prepare installation area.

ITEM 3

CB Watson Primary School Rational iCombi Classic 10 Full Size – Gas

Specifications:

Furnish One (1) combi oven, iCombi Classic 10 - Full Size Gas manufactured by Rational.

1. Bidding specifications per Rational issued data sheet.

2. Natural Gas

3. Service requirements electrical – 480/3 phase

Optional Features and Accessories:

1. Four cases cleaner tablets. (56.01.535)

2. Four cases care tab packages. (56.00.562)

3. CAP (Chef assistance program. Four hours on location training).

4. Rational - USB data-memory stick (42.00.162)

5. Stand - Type 3 stand. (60.31.092)

6. Extra set of full size stainless steel grids. 5 Grids in the set. (6010.2101)

Delivery and Install:

1. Vendor to supply personnel needed to assemble unit on stand and set unit in place as designated by kitchen manager.

2. All packing materials including shipping skins to be removed by vendor from unit and disposed of properly.

3. Customer to complete electrical and plumbing connections.

4. 48 hour notice required before delivery to allow customer time to prepare installation area.

ITEM 4

Westside Elementary, Mossy Creek Middle Blodgett Double Stacked Convection Oven – (Model DFG-100-ES-DBL)

Specifications:

Furnish two (2) double stacked convection oven, model# DFG-100, manufactured by Blodgett

1. Standard features per Blodgett spec sheet

2. Voltage to be 115/60/1

3. Natural Gas

Optional Features and Accessories:

1. Draft Diverter

2. Gas Manifold

3. Flue Connector

4. 6” Casters

5. SSI-D Controls (Solid state infinite control with digital timer)

6. 36 in gas hose with quick disconnect restraining device

Delivery and Install:

1. 48-hour notice required before delivery to allow customer time to prepare installation area.

2. Unit to be delivered and set in place as designated by kitchen manager.

3. All shipping materials (packaging and peel off shipping skins) to be removed by vendor from site.

4. Installation to be completed by owner.

Warner Robins, GA 31093

Mossy Creek Middle School 200 Danny Carpenter Drive Kathleen, GA 31047

ITEM 5

Thomson Middle School Pitco Fryer Battery with Filter – (SSH75-4FD)

Specifications:

Provide One (1) each fryer battery consisting of (4) each gas, floor model fryers model number SSH75-4FD with a space-saving filter system as manufactured by Pitco.

Standard Fryer Features & Accessories:

1. Tank - stainless steel construction

2. Cabinet - stainless front, door and sides

3. Patented Solstice Burner Technology, No blower or ceramics

4. Patented Self Cleaning Burner & Down Draft Protection

5. Solid State T-Stat with melt cycle and boil out mode

6. Matchless Ignition with DVI drain valve interlock

7. High Temperature safety limit switch

8. Heavy duty 3/16” bottom door hinge

9. 1 ¼” (3.2 cm) Full port drain valve for fast draining

10. Separate Manual gas shutoffs, for front servicing

11. Integrated flue deflector

12. 10”(25.4cm) adjustable legs, easier access to clean

13. Tube rack, allows crumbs & debris into cool zone

14. Removable basket hanger, requires no tools

15. Drain Line Clean out rod

16. Fryer cleaner sample packet

17. Basket option: 2 - Twin Baskets

18. Casters

19. Designed for natural gas

Standard Filter Features & Accessories:

1. Easy Two Step Filtering

2. Extra Large 3” (7.6cm) curved drain spout virtually eliminates splashing and swivels for oil disposal

3. 8 gpm filter pump for fast refill times

4. Self Aligning filter connection for effortless hookup

5. Rear oil return for bottom cleaning

6. Filter pan is stainless with rear wheels for easy handling

7. Filter pan lid is self storing and out of the way

8. Fryer cleaning brush

9. Fryer crumb scoop

10. Filter shovel scoop

11. Filter paper envelope starter pack

12. Filter powder sample

Delivery and Install:

1. Vendor to supply personnel needed to assemble unit on stand and set unit in place as designated by kitchen manager.

2. All packing materials including shipping skins to be removed by vendor from unit and disposed of properly.

3. Customer to complete electrical and plumbing connections.

4. 48 hour notice required before delivery to allow customer time to prepare installation area.

Deliver to: Thomson Middle School 301 Thomson Street Centerville, GA 31028

Call Maxine Robinson (478-322-3308) to schedule delivery

ITEM 6

Kings Chapel Elementary School Hobart Stand Mixer – (HL600-1STD)

Specifications:

Furnish one (1) planetary mixer, model# HL600-1STD, manufactured by Hobart

1. Standard features per Hobart spec sheet

2. Mixer with bowl, beater, “D” whip, & spiral dough arm; US/EXP configuration ‐ Legacy Planetary Mixer, 2.7 HP, 60 quart, (4) fixed speeds, gear‐driven transmission, 20‐Minute SmartTimer™, #12 attach hub, power bowl lift, stainless steel bowl, stainless steel bowl guard, "B" beater, "D" wire whip, "ED" dough hook

3. Voltage to be 208/3 phase

Optional Features and Accessories:

1. Ingredient chute (Chute-HL)

2. Legacy Mixer Bowl Truck (Truck-HL1486)

Delivery and Install:

1. 48-hour notice required before delivery to allow customer time to prepare installation area.

2. Unit to be delivered and set in place as designated by kitchen manager.

3. All shipping materials (packaging and peel off shipping skins) to be removed by vendor from site.

4. Installation to be completed by owner

ITEM 7

Kings Chapel Elementary School Mod-u-Serve milk cooler – (Model MCT-SM3)

Specifications:

Furnish one (1) mobile single drop milk coolers, model# MCT-SM3, manufactured by Mod-u-Serve

1. Standard features per Mod-u-Serve spec sheet

2. Voltage to be 120/60/1

3. Standard warranty: 3 year parts and labor warranty

4. Refrigerant preferred: R-290

5. No optional features

Delivery and Install:

1. 48-hour notice required before delivery to allow customer time to prepare installation area.

2. Unit to be delivered and set in place as designated by kitchen manager.

3. All shipping materials (packaging and peel off shipping skins) to be removed by vendor from site.

4. Installation to be completed by owner.

ITEM 8

Perry Middle School Mod-u-Serve milk cooler – (Model MCT-SM2)

Specifications:

Furnish one (1) mobile single drop milk coolers, model# MCT-SM2, manufactured by Mod-u-Serve

1. Standard features per Mod-u-Serve spec sheet

2. Voltage to be 120/60/1

3. Standard warranty: 3 year parts and labor warranty, 5 year

4. Refrigerant preferred: R-290

5. No optional features

Delivery and Install:

1. 48-hour notice required before delivery to allow customer time to prepare installation area.

2. Unit to be delivered and set in place as designated by kitchen manager.

3. All shipping materials (packaging and peel off shipping skins) to be removed by vendor from site.

4. Installation to be completed by owner.

ITEM 9

Pearl Stephens Elementary School Hoshizaki Ice Machine – (Model KM-520MAJ)

Specifications:

Furnish one (1) cube-style ice maker, model# KM-520MAJ, manufactured by Hoshizaki

1. Standard features per Hoshizaki spec sheet

2. Voltage to be 120/60/1

3. Standard warranty: 3 year parts and labor warranty

4. Refrigerant preferred: 404A

Optional Features and Accessories:

1. Fresh-Aire UV Germicidal Light (TUV-ICE-ST) Delivery and Install:

1. 48-hour notice required before delivery to allow customer time to prepare installation area.

2. Unit to be delivered and set in place as designated by kitchen manager.

3. All shipping materials (packaging and peel off shipping skins) to be removed by vendor from site.

4. Installation to be completed by owner.

ITEM 10

Shirley Hills Elementary School Hoshizaki Ice Machine – (Model KM-520MAJ) with 300 LB Bin (BD-300SF)

Specifications:

Furnish one (1) cube-style ice maker, (model KM-520MAJ) and one (1) 300 lb ice bin (BD-300SF), manufactured by Hoshizaki

1. Standard features per Hoshizaki spec sheet

2. Voltage to be 120/60/1

3. Standard warranty: 3 year parts and labor warranty

4. Refrigerant preferred: 404A

5. Bin should fit 24”-24 ½” deep ice machine without top kit extension

Optional Features and Accessories:

1. Fresh-Aire UV Germicidal Light (TUV-ICE-ST) Delivery and Install:

1. 48-hour notice required before delivery to allow customer time to prepare installation area.

2. Unit to be delivered and set in place as designated by kitchen manager.

3. All shipping materials (packaging and peel off shipping skins) to be removed by vendor from site.

4. Installation to be completed by owner.

ITEM 11

Hilltop Elementary School Tempest-Air Cold Food Counter – (Model 60-CFMA-F)

Specifications:

Furnish one (1) cold food counter, (model 60-CFMA-F), manufactured by LTI, Inc.

1. 60” long x 30” wide

2. Top to be 30" wide and fabricated from 14-gauge stainless steel with square on all sides and corners, fully welded ground and polished. Top to have #4 satin finish and all edges having #7 Hi-Lite finish.

3. The mechanically cooled cold pan shall be of 18-gauge stainless steel and be 9" deep. The welded watertight pan shall have Low Temp Tempest Air refrigeration system. The system to include low velocity axial fans and advanced design cold wall operating on R-404A or R290 refrigerant. The pan should be fully insulated with urethane insulation and the top shall be separated from the pan by a full perimeter breaker strip. Cold pans to meet or exceed NSF7 standards while allowing food pans to remain flush to the counter-top. The cold pan to have a 1" open brass drain with extension to shut-off valve below base.

4. Unit to contain a full hermetic condensing unit connected to the cold pan and operating on R-404A or R290 refrigerant with all necessary controls for proper operation. Unit to be prewired, charged, tested and made ready to plug in on the job.

5. A cross flow ventilated compressor compartment to have two (2) stainless steel exterior frames complete with removable stainless-steel louvers, one front and one rear. Provide with one additional oversized end louvered access panel for ease of service.

6. Unit to have four (4) 5" diameter, ball bearing, swivel type casters with brakes on all wheels. Casters are mounted with interior and exterior bracing for maximum stress relief.

7. Standard grade laminate to cover all sides of an 18-gauge steel uni-body structure. Interior reinforced with 12-gauge galvanized uprights to support shelving and a 20-gauge steel bottom. Corners and bottom edge provided with ½” stainless trim.

8. Where required, rear of bodies to have open storage base to be made of 18-gauge stainless-steel. All corners to be coved per NSF requirement and made to have top removeable panel for service access.

9. Solid tray slides to be 14-gauge stainless steel, beaded. Ends and side turned down square with all corners fully welded, ground and polished. Support brackets to be adjustable 14-gauge stainless steel fold down type. Bracket to have the ability to be adjusted for ¼” in height and level.

10. Work shelves shall be 14-gauge stainless steel, 6" wide with edges turned down square and all corners fully welded, ground and polished. Support brackets to be adjustable 14-gauge stainless steel fold down type. Bracket to have the ability to be adjusted for ¼” in height and level.

11. CrystalClear Food Shields to be all 3/8” thick tempered glass with penciled edges and bumped corners. 1” heavy-duty tubular supports mount on the countertop with two screws through a solid plate on each leg. Food shields to be fully adjustable from service to self-service.

12. Convenience outlets to be flush mount type, to be 120VAC or 208VAC, prewired and fused as required. Receptacle to be recessed in stainless steel housing on a body surface.