ITB Document

June 21, 2022

Invitation To Bid

To: All Vendors

The Gordon County School System (“GCSS”) requests your bid to solicit services from all interested, and qualified bidders who specialize in retail sales of Bretford PureCharge

Stations. Prices shall remain firm for the entire bid period. Offers that do not guarantee prices through this period shall be considered “Non-Responsive” and will not be considered.

Responses to this Invitation to Bid shall be submitted in a sealed envelope marked “ITB

2022-6, Bretford PureCharge Stations.” Bids may be mailed to the Gordon County

School System, Purchasing Department; 205 Warrior Path; Calhoun, Georgia 30701 or hand delivered to the Purchasing Department prior to the time of bid closing.

Bids will be received up to 2:00 pm EST on July 12, 2022. Late entries will not be accepted. Interested parties are required to use the enclosed bid form and instructed to read carefully all terms and conditions in this letter and the attached pages before completing their offer.

ITB shall be reviewed carefully and awarded in an equitable manner as specified in this document. Information shall be provided to the Board for their final approval.

The Gordon County School System reserves the right to accept or reject any and all offers, to waive any irregularity in bids received, to award the entire bid to one vendor or to make awards by group or by line item whichever is in the best interest of Gordon County School

System. Additionally, the Gordon County School System may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the contractor to fulfill the contract obligations in any respect.

Your interest and participation are solicited and appreciated.

Sincerely, Michelle Steward Purchasing Agent

GORDON COUNTY SCHOOL SYSTEM

205 Warrior Path

Calhoun, Georgia 30701

General Terms and Conditions

1) Bids must be on the form provided within this Invitation To Bid, sealed within an envelope marked as shown in the cover letter. Five (5) copies are requested (1 original, 4 copies).

Please use the checklist at the end of this document to make sure all required components are included.

2) The vendor shall provide any and all specific or special warranties or guarantees of equipment and incidentals, as required to complete project.

3) The vendor shall be responsible for the payment of any required taxes or fees associated with the contract.

4) The vendor warrants to the GCSS, that all materials and equipment furnished under this contract shall be of good quality free from faults and defects to ensure quality results and performance for the completion of the project.

5) The Solicitation (ITB) shall only be modified by a Solicitation Addendum.

6) All terms and conditions of the GCSS contract documents shall be in affect and shall govern if in conflict with any term or condition otherwise presented. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of

Georgia.

7) Contract will be awarded to the responsible whose bid is determined to be the most advantageous and of the best value to GCSS.

8) By the submission of this bid, the vendor agrees not to assign the contract to others unless specifically authorized in writing by the GCSS and its designee.

9) No awards of any kind are made at the time of closing. A copy of the tabulations and/or the awards will be available upon request for any who submitted an offer. This information may be obtained after the offer has been awarded.

10) Final acceptance for GCSS will be contingent upon the approval of their Governing Board.

11) Bids are subject to the Georgia Open Records Act. You should consult your attorney on how to protect proprietary data submitted in bids in the event you wish to do so.

12) A primary contact person shall be assigned to GCSS for all communications relating to services provided by the successful. This is essential to retaining a professional and successful relationship.

13) All billings shall be done in a timely and correct manner. Payments shall be applied to invoices as detailed on remittance.

14) Any materials or supplies provided by the service provider and found not in accordance with specifications shall be rejected at no cost assigned to the GCSS.

15) All products shall be complete and to the satisfaction of the GCSS or its designee before payment is made.

16) The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during this ITB period.

17) Time of delivery is a part of this consideration and must be stated in definite terms and must be adhered to completely.

18) GCSS will accept no gifts, gratuities, or other items (exception of nominal dollar value) from bidders. GCSS has adopted a zero‐tolerance policy concerning bidder gifts.

19) The GCSS also reserves the right to negotiate with proposers prior to the award for the purpose of obtaining best and final offers. All proposers will be given an opportunity to participate in negotiations and submission of a best and final offer if deemed necessary. The

GCSS shall not disclose the contents of bids to competing proposers during the negotiations.

Reference O.C.G.A 36-91-21 for regulations for best and final offers.

BID SPECIFICATIONS

The GCSS is seeking bids from qualified retailers to purchase Bretford PureCharge

Stations in accordance with the terms, conditions and specifications set forth in this solicitation.

Bretford PureCharge Station 10

Model # HGFQ2

20.9 x 16 x 14.7in

Lighting to USB Cables(preinstalled)

User-Programmable Combination Lock

Wall and Surface Mounting Brackets

Power Cord(Pre-installed)

Bretford PureCharge Station 20

Model # HGFP2BG1

28.7 x 15 x 14.7in

Lighting to USB Cables(preinstalled)

User-Programmable Combination Lock

Wall and Surface Mounting Brackets

Power Cord(Pre-installed)

REMAINDER OF PAGE IS INTENTIONALLY BLANK

BID FORM

ITB 2022-6, Bretford PureCharge Stations

The undersigned bidder in compliance with the request for “ITB 2022-6 Bretford

PureCharge Stations” having examined related documents along with the specifications, terms and conditions, hereby proposes to furnish all equipment as described in the specifications, terms and conditions. No additional cost will be paid for by Gordon

County School System. Station specifications and quantities noted below are for an initial purchase but would like the option to purchase more at the same price until December 31, 2022. Please indicate if you can hold the price until December 31, 2022 for additional purchases if necessary.

Device Qty Unit Price Shipping/Delivery Total

Bretford PureCharge Station 10 18 $ $ $

Bretford PureCharge Station 20 64 $ $ $

Grand Total $

Company Name: ____________________________________

Authorized Signature: _______________________________

Telephone: _________________________________________

Email: _____________________________________________

Date: ______________________________________________

Prices good till ____________________________

Projected Delivery Date for Stations: ________________________

If there is a warranty, please include that information here:_____________________

GORDON COUNTY SCHOOL SYSTEM

PURCHASING DEPARTMENT

205 WARRIOR PATH

CALHOUN, GA 30701

GENERAL INSTRUCTIONS AND INFORMATION TO PROSPECTIVE VENDORS:

o Type or print legibly in ink. All signatures must be in ink and original. Signature stamps are not acceptable.

o Fax or email copies of application are NOT acceptable.

o Complete all items on this application.

o Failure to respond to three consecutive bids will result in your company being removed from active status to inactive status and no further bids will be mailed to you. A return of “no bid” response is acceptable and will indicate your desire to remain an active.

o Future changes in your company name, address, telephone number, authorized representative, or ownership must be submitted to this department, in writing, on company stationery and signed by an authorized company representative.

o Your application will be reviewed upon receipt and based on the information contained therein; your company will be placed on the appropriate category list(s).

o Failure to comply with the above stated instructions will result in your application being rejected.

VENDOR APPLICATION

Complete Vendor Name: ___________________________________________________________

Federal Tax ID No: ______________________________

Business License Number: ________________________

Regular Mailing Address:

Remit to Address:

Phone: ____________________________ FAX: ___________________________

Email Address_______________________________________________________________

Previous Vendor Name(s) and Address:

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

Yes________ No________ If yes, which ones.

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

Name Title Signature

Have you ever been bonded?

If yes, name and address of Bonding Company.

Have you ever had a bond revoked? ________If yes, briefly state the reason why:

Is any litigation pending against you or your company? ____________________________________

If yes, briefly state the reason why: ____________________________________________________

Is your inventory stocked in the State of Georgia? ________________________________________

If not, where is it stocked? ___________________________________________________________

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

Name: ___________________________________________________________________________

Address: _________________________________________________________________________

Contact: ___________________________________________ Phone: ________________________

Email: ___________________________________________________________________________

Name: ___________________________________________________________________________

Address: _________________________________________________________________________

Contact: __________________________________________ Phone: ________________________

Name: __________________________________________________________________________

Address: ________________________________________________________________________

Contact: __________________________________________ Phone: ________________________

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

VENDOR DECLARATION

The vendor understands, agrees and warrants:

That the vendor has carefully read and fully understands the full specifications.

That the vendor has the capability to successfully undertake and complete the responsibilities and obligations in said bid.

That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to

July 12, 2022 at 2:00 pm but may not be withdrawn after such date and time.

That the GCSS reserves the right to reject any or all offers and to accept that offer which will, in its opinion, best serve the public interest. The GCSS reserves the right to waive any technicalities and formalities in the bid.

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

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 offer.

VENDOR:

Name Title

Name Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

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

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The successful vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. 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 of the vendor’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by GCSS. The vendor may be declared by GCSS, ineligible for further contracts with the GCSS until satisfactory proof of intent to comply shall be made by the vendor.

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

COMPANY

SIGNATURE

TITLE

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF

COUNTY OF

Owner, Partner or Officer of Vendor

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 vendor to submit the attached bid. Affidavit further states as vendor, that they have not been a party to any collusion among vendors in restraint of competition by agreement to propose at a fixed price or to refrain from submitting; or with any office of GCSS or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between vendors and any official of GCSS or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

VENDOR NAME: __________________________________________

SIGNATURE: __________________________________________

TITLE: __________________________________________

Subscribed and Sworn to before me this_____ day of 20___.

NOTARY PUBLIC

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE BID

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 contractors 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 subcontractors within 10 days of receipt of payment from the owner.

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

Vendor Name:

Signature: _______________________________________________________________

Title: ___________________________________________________________________

Subscribed and Sworn to before me this________ day of _________________, 20____

NOTARY PUBLIC

SUBMISSION CHECKLIST

“ITB 2022-6, Bretford PureCharge Stations”

The following are required items. Please make sure all the following bid documents are submitted with your bid package. If any documents are excluded, your bid will not be considered. One (1) original and four (4) copies of the following bid documents shall be submitted with your bid package:

• Vendor Declaration

• Certificate of Non-Discrimination

• Non-Collusion Affidavit

• State of Georgia Prompt Pay Act

• Bid Form

• Vendor Application

• W-9

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT