Request for Proposal for administrative and m.docx

Request for Proposal for administrative area and media center furniture for new Creekside Elementary School 724 Blue Jay Rd Guyton, GA 31312

Ready for occupancy August 5, 2026

Proposals due no later than End of Business day, October 24, 2025

The Effingham County School District is seeking vendors to provide administrative area and media center furnishings for our new Creekside Elementary School located in Rincon, GA, opening for 2026-2027 school year. August 5, 2026 is the first day of school for our district. Furnishings would need to be delivered and installed prior to our open house for Elementary schools, which is July 30, 2025.

This will be a turn key project, with a bulk award for delivery, installation, trash removal and post installation service. Creekside Elementary will be a true expansion school. There will be a total of 75 classrooms, which includes regular classrooms, Gifted, STEM classrooms, Chorus/Music room, Special Education, and PreK. There will be 7 teacher resource/professional learning rooms, gymnasium, cafeteria, teacher dining area, and stage, along with a media center and several administrative office areas. If bidder does not have all requested furniture in their catalog of items offered, a “no bid” response should be submitted for that particular item, and if the “no bid” items are numerous, multiple bidders could be awarded to make sure all items requested/needed are provided for new school.

Please submit RFP packets via US Mail, or Electronically prior to or on the due date to:

Effingham County School District Creekside Elementary Admin/Media RFP Attn: Kathy Morgan 405 N Ash Street Springfield, GA 31329 Or ksmorgan@effingham.k12.ga.us

Proposals will be date stamped if mailed, and if submitted via email, stamped with date received in email submission, with confirmation email response to each submission.

Questions about furniture or furniture quantities should be directed in writing to Kathy Morgan at ksmorgan@effingham.k12.ga.us, and if there should be a need for an addendum to be issued, (either for clarification or error correction purposes), it will be posted on all outlets as original RFP is posted, and/or sent to all responding vendors on record at the time of the addendum’s release.

Correspondence/Communication regarding this RFP with ECSD board members, Superintendent, or staff (other than authorized by Ms. Morgan) by potential bidders prior to award of project will be not be tolerated. Any bidder who violates this requirement will be subject to disqualification from the process. This is to ensure a fair and unbiased selection process based purely on the bidders submissions.

A comprehensive listing of items needed will be provided with specifications and/or specific brand items. The ECSD reserves the right to alter quantities up or down(within reason), accordingly, along with the right to add/remove items(within reason) to the request as needed.

Color choices/wood grain/carpet colors have been chosen and will be provided in the RFP attachments.

The potential bidder will have a point of contact for the project, who will be expected to answer calls/emails regarding project and preferably on site during the installation process.

If sample product is requested, bidder will be expected to provide such without cost to district.

Shipping/installation and any travel costs associated with the RFP will be clearly disclosed in the bid response. The ECSD is sales tax exempt, and a copy of the exemption will be provided as requested.

Specifications for each item bid are required to be included in the response packet, and/or provided if requested. Failure to do so in a timely manner will result in potential bidder possibly not moving forward in the selection process.

All proposals submitted should include(but not limited to):

· Similar projects/ references having similar scope as Creekside Elementary(please include reference contact information)

· a summary of the services to be performed by potential bidder

· a summary of the personnel/project manager/point of contact team for the project

· design and specification process, i.e. space planning and layout services

· furniture storage, delivery and pre/post install process, i.e. contingency plan for items that may be delayed in production or delayed/destroyed in logistics scenario,

· Warranty information for proposed items

· Procedures for any damaged or missing items follow up after installation should also be included in detail in the proposal. (Any damages incurred to ECSD property during the delivery and installation of furniture will also need to be included as a procedural response in the proposal for how that will be handled by potential bidder.)

· The ECSD does NOT have a warehouse or storage facility that can be utilized in the event of early shipments, nor does the ECSD have a loading/unloading dock or forklift for use to unload shipments. These scenarios will need to be allowed for by the bidder, and procedures for how these issues will be handled, included in the summary plan presented in the packet.

The evaluation process of the RFP proposals will be handled by a committee comprised of our Facilities Director, Purchasing Agent, Finance team member(s), Superintendent (if he is available) principal of Creekside, (if he/she has been named when evaluation is ongoing), and media specialist (if named when evaluation is ongoing).

Floor plans for the school can be provided electronically to potential bidders, and will need to be requested via email from Kathy Morgan for all bidders looking to provide pricing.

Liability insurance certificates for installers and/or employees of potential bidders(at least 1 million dollars coverage), as well as workers compensation insurance coverage certificates should be included in proposal as well. Failure to provide this information may result in the potential bidder not moving forward in the selection process.

If a specific brand is not requested on the furniture listing, please provide your product specifications so comparisons can be made to determine the best submission. If a specific brand is requested, and there is no indication that substituted items will be accepted, then the specific brand is what will be accepted, no other.

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