LCSS Vape Sensor RFP final.pdf

Lee County School System

REQUEST FOR PROPOSALS FOR

Halo Vape Sensor System

9/19/2023

All proposals must be submitted by Thursday, October 19 by 3pm at 126 Starksville Ave North in a sealed envelope.

Please label the envelope “LCSS Vape RFP”.

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GENERAL TERMS AND CONDITIONS

1. SPECIFICATIONS

1.1. Any deviation from the specifications must be clearly identified in a letter accompanying the RFP. The furnishing of cuts, catalogs or printed descriptions will not relieve the vendor of this requirement. Lee County School System, referred to as LCSS going forward, shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the Request for Proposal. If LCSS determines that the modifications or deviations from the specifications are not in compliance, the offer may be rejected.

1.2. A vendor’s failure to deliver any items/services according to specifications set forth in their RFP may result in cancellation of the purchase and permanent removal from the vendor’s list.

If any items do not meet these specifications, the items will be picked up at vendor’s expense and removed from LCSS property at the sole cost of the vendor.

1.3. For Goods: Unless specified otherwise, manufacturers listed in the Invitation to Submit a Proposal is to establish the general quality required. Items of other manufacturers of equal or better specifications may be considered. The LCSS will be the sole determiner as to whether the substituted item is approved as an alternative

1.4. If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in the RFP document as well as current industry standards. Replacement units must be made available to LCSS for review and approved prior to the end of life of the awarded model. LCSS reserves the right to accept or reject the replacement item.

1.5. All products and materials furnished must comply with all applicable federal, state, and local laws, codes and regulations.

2. PRICES QUOTED

2.1. Unless specified otherwise, prices must remain firm for a period of 6 months from the award date unless specified otherwise in the Special Terms and Conditions.

2.2. Quantities/amounts shown on the Request for Proposal are set.

2.3. Pricing must be submitted on Proposal Form as requested without conditions unless called for in Special Terms & Conditions.

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3. AWARDS

3.1. LCSS reserves the right to accept or reject any part of a submitted proposal (in whole or in part), to accept the entire proposal from one vendor, to accept portions of the proposal from several vendors, or to reject any and/or all proposals submitted or waive any minor irregularity.

3.2. LCSS reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

3.3. Award will be made to the responsive and responsible vendor based on availability, past vendor experience, price, references, and compliance with the proposal specifications and requirements as outlined in the evaluation criteria included in this solicitation. Award of proposal will be made in the best interest of LCSS.

3.4. A determination of competitive range may be made after initial submission of proposal and after any additional revisions. Offerors not in the competitive range of being selected for award shall be eliminated from further discussion.

3.5. During the evaluation phase, discussions may be conducted with offerors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure full understanding of and responsiveness to the solicitation requirements. Offerors will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. LCSS Purchasing may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. In all events, LCSS reserves the right to re-solicit the item(s) involved.

3.6. Purchases by LCSS are not subject to Federal Excise Tax or State and Local Sales Tax. No taxes should be included in this RFP.

4. CONTRACT

4.1. THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE VENDOR AND RETURNED

WITH THIS PROPOSAL IN ITS ENTIRETY.

4.2. It is understood and expressly agreed that, upon proper acceptance of any or all items, a contract shall hereby be created.

4.3. Failure to observe any of the general or special terms of this contract may constitute for rejection of award and removal from applicants list.

4.4. Unless otherwise stated in the Special Terms and Conditions, LCSS requires that all prices quoted will be firm for 6 months from award of contract.

4.5. By signing of contract, the vendor confirms responsibility as an authorized agent to sell, distribute all products and services as proposed. In addition, the vendor confirms the ability and responsibility to provide all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in the Special T&C.

4.6. Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party

4.7. Choice of Law and Venue- The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Lee County, Georgia.

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4.8. Entirety of Contract- All documents submitted in response to the RFP, including any attachments and appendices are incorporated into the contract between LCSS and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the RFP Response by the Vendor conflicts with the language of the RFP, the language of the RFP shall govern and control for all purposes, unless consented and agreed to by LCSS in writing.

4.9. LCSS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, market place or acts of God. This option will only be exercised if it is deemed in the best interest of the LCSS.

5. SHIPPING

5.1. All prices are to include delivery to the location(s) specified in the Proposal or the Purchase Order. All delivery for goods must be FOB destination, unless specified otherwise in the Special Terms and Conditions, with delivery to the location specified by LCSS.

5.2. In the event of damage, shortage, or other loss resulting from shipment to any LCSS facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter between vendor and the carrier.

5.3. LCSS reserves the right to cancel the purchase of the proposed items/services and/or any other pending purchase orders to the same vendor and/or permanently remove the vendor from the vendor list if the items/services have not been delivered/completed by the specified delivery date and no written extension of such delivery date has been granted by LCSS.

6. INVOICING

6.1. Payment will be made by LCSS after final delivery, installation, and acceptance. However, final acceptance will not be made until after inspection and approval by LCSS authorized representatives. The project will be funded by the Safer Georgia Schools Grant.

7. ASSIGNMENT, DELEGATION, OR SUBCONTRACT

7.1. Except as may be specifically permitted by the RFP, Vendor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of the work required under this Contract, or assign any of its rights or obligations hereunder, without written consent of LCSS, which consent may be withheld at its sole discretion.

8. INDEMNIFICATION

8.1. The successful Vendor shall be liable for any injury, damage or loss occasioned by negligence of the successful Vendor, its agents, or any other person the successful Vendor has designated to visit LCSS property and shall indemnify and hold harmless the Board, its officers, employees, agents, volunteers from any liability arising in the performance of this contract. Vendor’s obligation under this section shall not extend to any liability caused by the sole negligence of LCSS, or its employees.

9. TERMINATION

9.1. Termination-If LCSS or the successful vendor(s) wish to cancel this contract, written notice thirty (30) days in advance will be required of either party. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving notice specifying the breach. LCSS reserves the right to terminate without warning in the event of critical and/or material breach of contract.

10. ADDENDUM

10.1. Addendum(s) issued in writing during the time of solicitation will be incorporated in the

Vape Sensor System – Lee County School System 5 subsequent contract. Vendor is responsible for checking the webpage frequently during the solicitation period for any potential addendums.

11. SPECIAL TERMS AND CONDITIONS

Should the General Terms and Conditions be in conflict with the attached Special Terms and Conditions, the Special Terms and Conditions will control.

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SPECIAL TERMS AND CONDITIONS

1. PURPOSE AND OBJECTIVE

The Lee County School System (LCSS) is accepting proposals for a Halo 3c vape sensor system per the specifications of this document, attached specifications, all applicable federal, state, and local laws, and in accordance with industry “best practices.” LCSS is seeking a qualified and experienced company to perform these services by providing all labor, materials, equipment and services as assigned by this solicitation. Proposed technology should enable greater efficiency and productivity in activities that enhance learning and expand student and staff access to acquire knowledge with tools that are widely seen in colleges, technical schools and on the job.

1.1. The desire upon finalization of contract is to commence into a mutually beneficial partnership with a contractor all of which are inclusive of this Request for Proposal (RFP).

a. Delivery and installation of a new vape sensor system to approximately 6 schools. The desired locations are the bathrooms and locker rooms as listed under section 5.2. The successful system will allow for central management of all devices from a single location-i.e., web browser or installed program- cloud or on-premises controller

1.2. Statement Regarding General Scope of Work- Proposals shall provide Halo 3c vape sensors with management in accordance with the specifications, terms and conditions stated herein. Solution must provide site assessment, warehousing/storage, shipping, inside delivery, on-site installation, configuration/testing, training, asset inventory, documentation, warranty support, and all other things necessary for the provision of the devices and associated services, in accordance with the requirements of the RFP.

a. Vendors are allowed to partner to provide a complete solution to standardize installation for LCSS, but should clearly denote the intent within the RFP; as well as, the terms of the arrangement as would be pertinent for LCSS to know for the purposes of evaluation.

b. The solution offered should be wired and not wireless. The pricing should include installation of any necessary wiring to the nearest network closet. The wire can be terminated into an existing patch panel if there is room or a standardized suggestion can be made by the vendor to maintain a professional looking installation. The technology department will specify the port that it will be plugged into at the time of installation. LCSS will be responsible for providing connectivity and switch settings needed.

c. It is preferred in instances where there is more than one device in a room, that the devices be daisy chained for network connectivity to reduce the number of switch ports used in the project.

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2. BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS

2.1. Evaluation- Award will be made based upon the evaluation criteria published in this RFP. It is also known that LCSS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendor(s) pre-proposal or during the evaluation as it relates to the published evaluation criteria.

2.2. Contractor Evaluation- The contractor must be within 120 miles of Leesburg GA and has been in business for at least 10 years. They would also need to be able to respond to a service call within 24 hours.

2.3. Award Period- Awarded contract will be valid until job completion.

2.4. Price Modification- Prices must remain firm for the entire contract period. LCSS will not accept the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price during the contract term.

2.5. Clarification- LCSS may seek written clarification at any point during the evaluation process. Vendor is responsible for providing information to the best of their ability within the format and time parameters provided by the evaluation committee.

2.6. Terms and Conditions- LCSS expects the terms and conditions of this RFP, and all LCSS related documents, to be the prevailing contract terms. If you request separate contract documentation to be incorporated into this contract, please provide with your initial submission.

However, please know that any document that materially alters the terms and conditions of this agreement or placed undue burden on LCSSmay be deemed non-responsive and removed from consideration. Agreement to LCSS terms and conditions may be a primary factor in award selection; thus, any contract language that you request MUST be provided with initial response, as it will not be possible to supplement contract language later.

2.7. O.C.G.A 13-10-91- Contractor must comply with all relevant codes pertaining to O.C.G.A 13- 10-91 including the submission of Contractor Affidavit as included in this solicitation.

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3. MANDATORY REQUIREMENTS

Mandatory requirements for the acceptance of your proposal. Please INITIAL in appropriate box.

REQUIREMENT

VENDOR

CAN

COMPLY

VENDOR

CANNOT

COMPLY

1) Contractor must be licensed to perform all elements of this contract in the State of Georgia

2) Contractor must not currently be suspended or debarred from any governmental contract or have been so within the past five years

3) Contractor must prove that it meets all experience and responsibility requirements as detailed in Section 5.1 of the Special Terms and Conditions

4) Contractor guarantees in writing that it can ship, deliver, and install no later than one calendar year for Lee County Schools from signing.

5) Company personnel working on-site must be identifiable, and will perform all services as according to all applicable laws, ordinances, rules and regulations.

4. GENERAL CONTRACT REQUIREMENTS

4.1. All equipment, materials, and supplies necessary to perform the services contracted herein shall be included by the Contractor and be reflected in the Proposed Pricing.

4.2. Tobacco/Alcohol/Drugs- All LCSS property shall be free from any tobacco products (smoking or smokeless), alcohol, and illegal drugs. This includes vehicles and personal items.

Failure to adhere may result in contract termination without remedy and/or criminal prosecution to the fullest extent of the law. LCSS vehemently defends the safety of LCSS students and staff pertaining to these banned substances. Any vehicle or personal property (lunch box, bag, box etc) is subject to search at any time by LCSS personnel without probable cause.

4.3. Employee of Contractor must submit to immediate drug/alcohol screening in the case of an accident on school grounds (Contractor expense)

4.4. Safety and Security- At all times, the Contractor (all employees) shall exercise exceptional caution to protect LCSS students, personnel, or visitors from any and all hazards associated with the execution of this contract. Contractor personnel shall exercise extreme caution to not harm or remove any property not owned by the Contractor. LCSS employs video surveillance and will prosecute any criminal activity to the fullest extent of the law. Contractor shall not interact with any non- contractor personnel while on LCSS property unless directly associated with the performance of contract. Personnel shall not, under any circumstances, converse or interact in any manner, with LCSS students or staff. Contractor shall refrain from vulgar language, obscene gestures, and any behavior deemed non-appropriate for the K-12 environment.

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4.5. Identification of Personnel- All contractor personnel shall be identifiable at all times. ID issued by LCSS must be worn at all times.

4.6. Damage by Contractor- Any damage done to any part of any LCSS property shall be replaced to the satisfaction of LCSS, at no cost to LCSS. This includes, but not limited to sprinkler heads, vehicles, structures, and windows.

4.7. Workmanship- All work shall be done in a professional manner and must comply with all Federal, State, and Local codes. All work requiring licensed mechanics by code or regulation shall be done only by employees having met such criteria.

4.8. Inspection of Work- Under this contract, the Contractor has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by LCSS personnel shall in no way affect said responsibility of Contractor; nor shall the failure of any of the foregoing to discover or to bring to the attention of the Contractor the existence of any work not in accordance with said specifications.

4.9. Correction of Work- Any work deemed unsuitable per contract standards as determined by LCSS shall be corrected within 24 hours. Any corrected work shall be at no additional cost to

LCSS.

4.10. Interaction with LCSS Students, personnel, and visitors should be limited to business pertaining only to the performance of this contract.

4.11. Insurance- Proof of insurance must be submitted with proposal response and at any point during the life of the contract.

Hazards-Compliant with the General Terms and Conditions Workman’s Compensation- In accordance with Georgia Code

Other Insurance- The contractor shall obtain and maintain at his expense, insurance with minimum limits as prescribed below and shall protect the Contractor and Owner from any claims for property damage or bodily injury, including death, which may arise from the execution of this contract. The Contractor shall furnish to LCSS the Owner Certificates, policies and cancellation endorsements as shown below.

Contractor’s General Liability Insurance:

Split Limits of Liability:

Bodily Injury: Limits of $500,000 for each occurrence and $500.000 for the aggregate.

Property Damage: Limits of $300,000 for each occurrence and $500,000 for the aggregate of operations

Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined:

$500,000 each occurrence; $1,000,000 aggregate

Cancellation Endorsement- These insurance coverages shall not be canceled until at least 30-days prior to written notice has be given to the Owner

Disposition- Certificate from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies)

Contractor’s Public and Automobile Insurance

Split Limits of Liability:

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Bodily Injury: Limits of $250,000 for each person and $500.000 for each occurrence

Property Damage: Limits of $1,000 for each occurrence

Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined: $500,000 each occurrence Cancellation Endorsement- These insurance coverages shall not be canceled until at least 30-days prior to written notice has be given to the Owner

Disposition- Certificate- from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies)

Acceptability of Insurance Companies- Insurance only written by a company licensed by the State Insurance Commissioner to do business in the State of Georgia at the time of the policy issuance will be acceptable.

5. QUALIFICATIONS, SPECIFICATIONS AND SCOPE OF WORK EVALUATION

This section stipulates the elements of the RFP under evaluation. Please remember that your solution will be evaluated for content, thoroughness, and clarity of response to all criteria requested in this proposal. Respond precisely and concisely to each and all specific questions and/or topics by providing the requested information on separate pages, clearly labeled in your response (IE 5.1.2). Instructions to Applicant in Red Italics

5.1. Contractor Qualifications

5.1.1. In addition to the information requested below, Contractor must submit the document entitled “Contractor Questionnaire”. Information included in this document will be evaluated and utilized in award considerations.

5.1.2. Firm Data- Tab and label with response

a. Basic Company Information including company ownership

b. Firm Name, Address, Phone, Fax, Key email addresses

c. Primary Contact Name and Contract Information

d. Number of Years in Business/Number of Years in Hardware Installation

e. State of Incorporation

5.1.3. Firm History- Describe the history of your firm, specifically as it relates to the work to be performed under this contract. Information shall include background and history of your firm’s execution of work within the context of the SOW of this contract. Tab and label with response

5.1.4. Labor/Staff- Contractor shall submit a statement pertaining to the labor/staff that will be utilized in the performance of this contract. This statement should include experience, qualifications, training, etc

● Single Point of Contact- Please identify and detail the qualifications of the Single Point of Contact from your company for this contract. While LCSS may interact with multiple layers of staff, contractor must provide one point of accountability for all material aspects of the contract including installation, warranty, service, etc.

Tab and label with response

5.1.5. Experience in K-12 Public Education and Institutional Projects- Firm should demonstrate experience in the implementation and support of public school projects:

preferably in Georgia; preferably with the product you are submitting for consideration Provide the following information for three (3) K-12 projects of similar size and scope of work.

a. Name of School/School System

b. Contact Name/Title and Contract Information (including email address and phone

Vape Sensor System – Lee County School System 11 number)

c. Scope of Work and Length of Engagement

Tab and label with response

5.1.6. Sub-Contractor- Proposer shall disclose proposed use of contract labor in relation to labor performed by company staff. If contracted labor will be used, the proposer shall detail the process for acquisition, vetting, supervision, and management during length of engagement. Proposer shall also certify to warranty and back all work performed by any subcontracted labor and to be responsible for all communication as a single point of contact. Tab and label with response

5.1.7. Experience with Hardware as Proposed- Please discuss business relationship, experience, and exposure with the Product you are submitting, and all other relevant component manufacturer specified herein. Tab and label with response

5.1.8. Warranty/Repair Service- Please detail warranty/repair if there is an issue with a device after installation. Tab and label with response

5.2. Scope of Work- Contractor must include written response where asked and acknowledgement (via initial) where applicable to confirm comprehension and capability.

Instructions to Applicant in Red Italics

5.2.1. Hardware- Specifications, Requirements, and Requested Vendor Information as detailed below: Note: This section encompasses most of the material elements that the evaluation will weigh and measure regarding the functionality of your solution. All information and answersmust be able to be intuitively replicated by the evaluation team during the manual evaluation. In the event that an item has reached EOL, applicant must list comparable or better item.

a. Halo Vape sensor with management and installation

b. Warranty -Warranty of hardware of at least 2 years

5.2.2. Installation Considerations- Existing Schools and count based on 1 device per 3 stalls

a. LCHS- 60 sensors needed to cover 20 bathrooms and 9 locker rooms

b. LCHS9- 19 sensors needed to cover 10 bathrooms and 2 locker rooms

c. LCMSW- 30 sensors needed to cover 8 bathrooms and 2 locker rooms

d. LCMSE- 26 sensors needed to cover 9 bathrooms and 2 locker rooms

e. TOES- 7 sensors needed to cover 5 bathrooms

f. LCES- 12 sensors needed to cover 6 bathrooms

g. TLC- 4 sensors needed to cover 2 bathrooms

h. Wiring- As mentioned above in section 1.2.b, a solution should include any necessary wiring needed to make sensors work. The cable needs to be run to the nearest network closet and terminated and ready to plug in. Switch port location and any needed settings on switch port will be provided by the LCSS technology department.

i. Device Management- It would be preferred that all devices be managed from a console and they can be managed locally on premises or through the cloud.

j. Mounting- The solution should include mounting the devices on the ceiling in each location. It should be noted that some of the ceilings are sheetrock and not suspended ceiling with drop in tiles.

k. Installation/Start-up/Testing- Vendor will be responsible for installing, start-up, and testing to ensure units operate in accordance to all manufacturer specifications. Full operation (optimization of all features and benefits) of units and software is the standard before LCSS will sign off for payment.

l. Project Planning- Before installation, Vendor and LCSS Technology shall meet to discuss implementation logistics and schedules. The location(s) of the sensors in the rooms will be determined before installation to insure environmental considerations- i.e., placement

Vape Sensor System – Lee County School System 12 with consideration of existing vents. Due to the fact that Vendor may be working in “occupied spaces” and possibly during the school year, it is anticipated that most work will be performed nights, weekends, holiday breaks etc. Vendor shall understand and be prepared for flexibility in this regard AND contract costs shall include this reality as there will be no avenue for premium pay or price modifications.

m. General Removal: Vendor is responsible for removal of all trash and debris and should leave the space clean and ready to be occupied. The trash should be removed fully from the campus and not placed in on-campus bins.

Tab and Label that Vendor Understands and Complies with 5.2.2

5.2.3. General Delivery and Installation Requirements

a. The vendor must provide an adequate amount of installation teams required to complete the work in an orderly and timely fashion and compliant with individual timelines per school as determined by LCSS personnel. The size of the teams will be based on the installation requirements.

b. The vendor shall provide experienced personnel to perform the installation services.

Vendor providing professional services to LCSS must have professional certification in the area of the services being provided. LCSS reserves the right to reject any team member. Vendor shall include certifications for current personnel with the proposal.

Copies of certifications are also required for the duration of the RFP. Tab and label with response

c. Vendor personnel working in LCSS facilities shall be bonded and insured.

d. LCSS requires a local Project Manager as the single point of contact from the awarded vendor to meet face-to-face with LCSS staff as needed per LCSS. The primary function of the Project Manager will be to ensure all service delivery tasks are met for LCSS including the most efficient method of order placement, shipping, delivery, and installation. Project manager credentials should be included with the proposal and an outline of the project management process should be provided.

e. The vendor will assign an on-site project lead to manage all the installation activities.

The project lead will ensure that all customer expectations are met and implement the services according to LCSS direction. The project lead should be the vendor’s primary point of contact at a project site.

f. The vendor must submit a document outlining the installation plan to include all aspects of requirements listed in this RFP. This document should be worded so that the average individual can understand it without interpretation by an attorney. Tab and label with response

g. The vendor shall provide all labor, materials, tools (ladders, carts, etc.) and equipment required for the delivery, setup, and installation of equipment and accessories. Vendors are never to stand on or utilize LCSS school furniture or property during installation.

h. The vendor shall follow LCSS guidelines and schedules. The schedule must not affect student instruction. LCSS will provide vendor with building access.

i. Delivery must include unloading all equipment, moving it to the specified installation location(s), removing it from the box(s), and removing said box(s) from the site to be properly disposed of by the vendor.

j. The vendor shall install equipment in the location approved by the LCSS Project Manager from the vendor site assessment.

k. Installation in rooms with various ceiling types may require that modifications be performed to accommodate structural/architectural differences within the building.

l. The vendor shall provide, install, and connect all required cables to all necessary technology.

m. The vendor shall supply LCSS with serial numbers and locations of all devices by serial number after installation.

n. The vendor is responsible for removal of all packaging, manufacturing reference

Vape Sensor System – Lee County School System 13 materials, and work related debris from the site on the same day as the installation.

Vendor may not use LCSS dumpsters for the disposing of work related debris.

o. Any damage done to LCSS property by the vendor’s personnel and/or subcontractors shall be repaired or replaced at no cost to LCSS.

Tab and Label that Vendor Understands and Complies with 5.2.3

5.2.4. Dead on Arrival (DOA)

a. All components shall be tested by the installer to ensure proper working order at the location of installation.

b. If any components are found to have major component defects, it is the vendor’s responsibility to provide a new replacement unit during the installation.

c. Repairs will not be accepted on DOAs.

d. DOA units may not be recycled in LCSS inventory for product fulfillment.

e. DOA serial numbers shall be submitted to LCSS IT Director on the installation date.

Tab and Label that Vendor Understands and Complies with 5.2.4

5.2.5. Documentation

a. The vendor shall provide LCSS electronic versions of the manufacturer reference materials.

b. The vendor shall register equipment for warranty coverage where applicable and provide the necessary detailed information.

c. The vendor shall provide LCSS with an electronic file in Excel format that includes, but is not limited to the following information for all new installations completed.

i. Device serial numbers.

ii. Service agreement start/end dates.

iii. Installation location

iv. Serial numbers for all DOA components.

v. Installation/delivery date.

Tab and Label that Vendor Understands and Complies with 5.2.5

5.2.6. Warranty- Proposer must include warranty information documentation. The warranty should be at least 2 years for the devices.

5.3. Value Added- Please provide on a separate page and labeled, any unique elements of your offer, not already specified or proposed that you believe will bring value to this contract.

LCSS is the sole determinant regarding actual value added propositions.

Tab and label with response

5.4. Documents Required for Award Consideration- Please tab and label accordingly. It is not necessary to provide this information again if already provided in reference to specifications above, but you should cite where to find it.

5.4.1. Proposal Document with all requested information

5.4.2. Proposal Form(s) (Sealed and Separate Envelope as prescribed in 6.5)

5.4.3. Contractor Questionnaire (on form provided with this solicitation)

5.4.4. Proof of Insurance

5.4.5. Contractor Affidavit (OCGA 13-10-91)

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6 PROPOSAL FORM AND COST NOTES

6.1 Proposal Form- Proposal Form must be downloaded as separate attachment and submitted with RFP response per submission instructions Below

6.2 All relevant cost considerations should be noted on these Forms, as LCSS will not consider additional costs after award.

6.3 All Proposal Form Pricing Must Be Fixed for entire engagement from the date of award. Please consult Section 2.3 of the Special T&C for terms regarding Price Modifications.

6.4 Invoicing- LCSS will submit for payment of invoices at the completion of the project following “sign off” by IT personnel.

6.5 Submission Instructions- Proposal Form should be submitted in a separate sealed envelope clearly marked with your company name and “Vape Sensor System RFP Cost Proposal”. Note: It is OK to include the sealed envelope within your RFP submission box, but the intent is to keep it separate and concealed from the other written response. Thus, cost should not be openly included in the RFP Binder.

6.6 Itemized Pricing- Proposal Form should be structured with itemized costs to account for the variability in final product selection.

7 PROPOSAL EVALUATION

7.1 Organization and Completeness of Proposal - Proposal must provide straightforward, concise proof of offeror’s capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be labeled and any additional documents provided by the vendor must reference the appropriate section of the RFP.

All requested information must be included and all forms completed in entirety. Any proposals that do not include all required information may be considered non-responsive and disqualified.

7.2 Evaluation Procedures – Review of Proposals – The proposals will be reviewed by the Technology Director for the following administrative requirements- submitted by deadline, all required documents included, & all documents requiring an original signature have been signed and are included.

Identification of Apparent Successful Applicant

Proposals will be evaluated on the following criteria:

● Price = 40%

● Industry Experience & Prior Performance = 30%

● Qualifications/ Certifications of the Vendor = 20%

● Additional Benefits Offered by Vendor = 10%

THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE OFFEROR AND RETURNED WITH THE

PROPOSAL PACKAGE.

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LCSS Vape Sensor System Proposal

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing a Halo Vape Sensor System to the Lee County School System and do agree to all terms and conditions by signing this document.

Withdrawals, cancellations, etc., will not be accepted unless the Technology Director gives authorization. In the event vendors fail to comply, they may be removed from the vendors’ list.

Company Name Representative’s Signature (Must be signed in ink)

Address Representative’s Name (Please type or print)

City, State, and Zip Code E-Mail Address

Date Telephone Number and Extension

Terms (If payment terms are not indicated, will be determined to be net 30 days).

Fax Number

PLEASE INDICATE YOUR LEAD TIME UPON RECEIPT OF PURCHASE ORDER:

PRICES MUST REMAIN FIRM FOR THREE MONTHS FROM DATE OF AWARD.

Signing the Contract Agreement affirms that the original RFP document has not been altered in any way.

Upon notice of Award, this page will become the prevailing Contract Agreement between your organization and LCSS.

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RFP LCSS Vape Sensor System Proposal Contractor Questionnaire (Section 5.1 of Special Terms and Conditions)

Questionnaire information will be utilized in the evaluation of this Proposal. Vendors must include all information requested.

Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive”.

Company Name:

Years in Business

# of Permanent Employees:

# of Employees Assigned to LCSS for this Contract:

What is your response time for emergency servicing or corrections?

How many Comparable Contracts do you currently have in Georgia?

How many of these Contracts are: Government

K-12 Education

Has your company ever failed to comply with any contract awarded? (Explain if yes)?

Has your company ever lost a contract to any government entity based on poor performance or breach of contract (Explain if yes)

Is your company currently suspended or debarred from any government entity? (Explain if yes)

Are there any judgments, claims, legal proceeding or lawsuits pending or outstanding against your company of any of its officers (Explain if yes)

Is your company currently in bankruptcy proceedings or has it filed for bankruptcy in the past five years?

(If Yes, please explain)

Vape Sensor System – Lee County School System 17

Do you perform Background Checks on the Service Techs that may be assigned to this contract, if so please detail the type of check (GCIC, NCIC etc)

Do you perform drug tests on the Service Techs that may be assigned to this contract?(At Hire, Random, or Both)?

Please list any additional certifications, awards or recognitions that you feel would benefit LCSS in the award and execution of this contract:

Vape Sensor System – Lee County School System 18

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 on behalf of (Lee County School System) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (4-6 Digits, no letters)

Date of Authorization (of E-Verify authorization)

Name of Contractor Name of Project/Contract Number/Purchase Order Number

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on 20 in

Month Date Year City State

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF , 20

NOTARY PUBLIC

My Commission Expires:

Vape Sensor System – Lee County School System 19

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor 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 under a contract with ( ) on behalf of

Name of Contractor

(Lee County School System) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (4-6 Digits, no letters)

Date of Authorization (of E-Verify authorization)

Name of Contractor Name of Project/Contract Number/Purchase Order Number

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on 20 in

Month Date Year City State

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF , 20

NOTARY PUBLIC

My Commission Expires:

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