RFP 012624 CES Digital Marquee.pdf

Invitation to Bid CES Digital Marquee RFP No.012624

Sealed Requests for Proposals (RFPs), subject to the conditions contained herein, will be received by the

EVANS COUNTY CHARTER SCHOOL SYSTEM (ECCSS),

until 11:00 a.m. on January 26, 2024.

Specifications MUST be RECEIVED from the Evans County Charter System Board of Education at 705 West Main Street, Claxton, GA 30417, or downloaded from the ECCSS website at www.evans.k12.ga.us (Public Notice Section). Copies of the described RFP may be examined at no expense at the ECCSS BOE.

The sealed, return envelope must be clearly marked with the RFP # and addressed to the ECCSS Board of Education, ℅ Dr. Toney Jordan, 705 West Main Street, Claxton, GA 30417.

It is understood and agreed by the Proposer that:

1. Proposals will be prepared at the sole cost and expense of the Proposer. This Request for Proposals (hereinafter “RFP”) does not commit the Evans County Charter School System (hereinafter “ECCSS”) to award any contracts, pay the costs incurred in the preparation of response to this RFP, or to procure or contract services.

2. ECCSS reserves the right to amend, modify or withdraw this RFP, and to reject any proposals submitted, and may exercise such right at any time, without notice and without liability to any offeror (hereinafter the “Proposer”) or other parties for their expenses incurred in the preparation of a proposal or otherwise.

3. Submission of a proposal will be deemed to be the consent of the Proposer to any inquiry made by ECCSS of third parties with regard to the Proposer's experience or other matters relevant to the proposal.

4. The awarded agreement may be terminated in whole or in part, by ECCSS. Such termination shall not affect obligations incurred under the awarded agreement prior to the effective date of such termination.

5. Funds shall not be paid in advance and shall be used only for service as approved by the ECCSS.

ECCSS shall have no liability to anyone beyond funds appropriated and made available for the contract.

6. Any significant revision of the approved proposal shall be requested in writing by the Proposer prior to enactment of the change.

http://www.evans.k12.ga.us/

7. Necessary records and accounts, including financial and property controls, shall be maintained and made available to ECCSS for audit purposes.

8. All reports of investigations, studies, publications, etc., made as a result of this proposal, information concerning individuals served, and/or studies under the project, are confidential and such information shall not be disclosed to unauthorized persons.

9. All references to time contained in this RFP are Eastern Standard Time. Proposers are encouraged to make their submissions in advance of the submission date, as the dates and times specified in this RFP may not be extended in the event ECCSS offices are closed for any reason,including, but not limited to, inclement weather.

Indemnification Vendor shall assume the obligation to indemnify and hold harmless the District, its officers, employees, associates, agents, sub vendors and representatives from and against any and all claims, damages, suits, fees, judgments, costs, expenses (including attorneys' fees), liability or payment arising out of, or through, injury to any person or persons including death and loss of services, or damage to property, suffered through any cause whatsoever in the work involved in the contract and to defend on their behalf any suit brought against them arising from such cause.

Any and all damages and costs associated with and to pedestrians, vehicles, buildings, etc. are the sole responsibility of Vendor. The District may review any disputes and the District’s decision shall be final.

Legal name of organization Signature

Date Printed Name

Title

SIGN AND RETURN WITH BID PACKET

CES Digital Marquee

REQUEST FOR PROPOSALS

RFP NO. 012624

SECTION 1. PURPOSE.

The Evans County Charter School System (ECCSS) is seeking competitive sealed proposals for a digital marquee for Claxton Elementary School.

SECTION 2.1 SCOPE OF WORK.

This contract/agreement shall cover a digital marquee for Claxton Elementary School to be installed in the existing sign structure with dimensions of 74” x 120.” Preference is to utilize as much of the available space for a digital marquee. The marquee should operate wirelessly from an office that is approximately 100 yards from the sign. The digital marquee should meet these minimum requirements:

2.2. PERFORMANCE PERIOD / TERM OF AGREEMENT

Preferred installation within 30 days of the delivery of the digital sign.

2.3 PROPOSAL CONTENTS

To standardize responses and simplify the comparison and evaluation of responses, all proposals must be organized and submitted in the format listed below.

COMPANY BACKGROUND:

1. Provide information on company background to include the following:

● Firm local name, address, and phone number.

● Contact person, phone number, and e-mail address.

● Number of years in business.

● Size of firm.

● Names, training/education, titles, and duties, of all staff the proposer will be engaging in the services, as well as a list of all parent, subsidiary or affiliated, organizations. Form W-9 and E-Verify Identification Number and Authorization Date. If your company does not participate in E-verify, please provide a statement. An affidavit can be completed upon award of the bid.

2. All proposals submitted must be accompanied by a Certificate of Insurance in compliance with the minimum requirements of the State of Georgia to include worker's compensation. Upon Bid Award, Vendor shall present a Certificate naming the ECCSS as “Additional Insured.”

Vendor shall be responsible for all injuries or damages of any kind resulting from his work to persons or property. The minimum insurance requirements are as follows:

● Commercial General Liability Coverage for personal injury and/or property damage with a minimum limit of $1,000,000 per occurrence.

● Commercial Excess Umbrella for liability for bodily injury and/or property: damage and in excess over other coverage in an amount of at least $1,000,000 combined single limit.

● Worker's Compensation and Employers Liability - Statutory coverage at a minimum per accident.

● Each policy shall contain an endorsement that, in the event of change or cancellation, a thirty (30) days prior written notice must be sent by mail to the ECCSS.

RELEVANT EXPERIENCE:

3. Provide information on experience relative to providing generators similar in size and scope to the services specified in this Request for Proposals.

4. Include a list of names and addresses and a contact person from five (5) accounts having similar facilities during the last five (5) years. Include contact person, email address, and telephone number for each account.

5. If you have completed work for the ECCSS, you are exempt from answering #4.

PROPOSED CALENDAR OF WORK:

6. Include a proposed calendar of production, delivery, and installation.

TOTAL COST:

7. The Proposer must set forth a statement of the total fee and/or fee schedule/structure in the proposal. The Proposer should break out costs in as much detail as reasonably possible using the Bid Form, in order to assist ECCSS in determining the value to be received.

OTHER:

8. Proposers should also submit any additional information that she/he/it believes would distinguish the Proposer in her/his/its service to the ECCSS.

2.4 EVALUATION/AWARD CRITERIA

Proposals will be evaluated based on the following criteria. Proposals will be ranked, and pending BOE Approval, the award made to the firm whose proposal has been determined to be most advantageous to the ECCSS.

1. COMPANY BACKGROUND (20 points)

2. RELEVANT EXPERIENCE (20 points)

3. PROPOSED CALENDAR OF WORK (30 points)

4. TOTAL COST (30 points)

2.5 ECCSS RESERVATIONS/RESPONSIBILITIES

ECCSS reserves the right:

○ to accept or reject any or all proposals, including those that do not completely conform to the instructions given in the RFP.

○ to request further information, contact client references, and require interviews with any responding firm.

○ to request a demonstration/presentation of the services offered by the Proposer after submissions have been closed.

○ reduce or increase the scope of the project to facilitate an award. This scope reduction clause will be enacted only if it is in the best interest of the district and constitutes no guarantee of scope.

○ to add to the contract any future work, with the agreement of the vendor a mutually agreeable compensation term. This option will be enacted during the contract or within twelve months of the end of the contract, if in the best interest of the District, and with agreement of the vendor.

○ to terminate the contract upon thirty (30) days advance written notice.

2.6 PROCUREMENT RULES AND INFORMATION

CONTACT PERSON:

Dr. Toney Jordan, Assistant Superintendent of Support Services 705 West Main Street Claxton, GA 30417 Tel: 912-739-3544 Fax: 912-739-2492 Email: tjordan@evanscountyschools.org

All technical questions regarding this RFP should be directed in writing, preferably by email, to Dr. Jordan. Questions shall be submitted no later than 12:00 p.m. on January 16, 2024.

Questions submitted after that date and time will not be answered. If applicable, answers citing the question asked, but not identifying the questioner, will be distributed to all known prospective vendors. Failure to submit requests in writing by the specified time shall not be grounds for a protest.

CALENDAR EVENTS:

● January 16, 2024 @ 12:00 p.m.

○ Last Day for Questions

● Friday, January 26, 2024 @ 11:00 a.m.

○ RFP Closes. All proposals must be received by ECCSS 705 West Main Street, Claxton, GA 30417 by that time.

○ Bids will be opened at 11:00 am on January 26, 2024 at the ECCSS Board Room, 705 West Main Street, Claxton, GA 30417.

● Monday, February 5, 2024 6:00 p.m.

○ Tentative vendor approval mailto:tjordan@evanscountyschools.org

BID FORM

RFP# (012624) CES Digital Marquee

Description (details available in introduction) Cost

Digital Marquee

Added features

Optional features

Delivery

Setup

Total