RFP 030124 Window Wrapping_ Tint Services.pdf

Invitation to Bid Window Wrapping Services RFP No. 030124.

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

EVANS COUNTY CHARTER SCHOOL SYSTEM (ECCSS),

until 9am on March 1, 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 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

Window Wrapping Services

REQUEST FOR PROPOSALS

RFP NO. 030124

SECTION 1. PURPOSE.

The Evans County Charter School System (ECCSS) is seeking competitive sealed proposals window and door safety film services for the Evans County Charter School System. The purpose of this Request for Proposal (RFP) is to establish a contract for wrapping approximately 106 windows and 16 doors at Claxton Middle/High and Claxton Elementary.

Window sizes: 12- 28.5 x 25.5, 8 - 53.5 x 25.5, 2 - 44.5 x 25.5, 30 - 35 x 25.5 48 - 84 x 32, 6 -83x 60. Total Windows 106

Door sizes: 2-70 x 117, 4- 82 x 71, 5- 10 1 x 71, 1- 117 x 64 and 4 sets of double doors 22 x 30.

Total Doors 16

All interested parties are invited to submit their detailed proposals in accordance with the guidelines outlined in this document. The successful service provider will be responsible for proving window and door coverings for the above-mentioned schools.

SECTION 2.1 SCOPE OF WORK.

The selected vendor shall perform the following services as part of the contract:

1.1. Provide decorative safety film to cover approximately 16 interior/exterior doors and 106 windows and at Claxton Elementary and Claxton Middle/High School. We are looking for outside wrapping for the doors that allow privacy and one-way visibility. We would be also looking for privacy coverings for the windows that allow light and one- way visibility

2.2. PERFORMANCE PERIOD / TERM OF AGREEMENT

The term of this agreement shall be for one year beginning on the date the annual seasonal contract is issued with an option, determined by ECCSS, to renew at the same terms and conditions for additional one-year periods without modifications. Also, the ECCSS reserves the right to cancel the agreement and/or contract with thirty (30) days written notice for any reason deemed by the ECCSS with no right to appeal. The specifications included herein are based on requirements to ensure that the lowest practical cost and highest practical quality of grounds maintenance services are obtained at quality prices using the latest technology. The ECCSS will not honor or consider any price increase, fuel surcharge, or add-on cost during the established performance period. Contractors must submit firm fixed pricing. Cost adjustment may be considered prior to contract extensions.

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. Include herbicide and pesticide licenses approved by the State of Georgia, if applicable.

● All appropriate and current business licenses to operate as a landscape business in the State of Georgia, Evans County, and the City of Claxton.

● 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 window covering/ tinting services 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 during the last five (5) years. Include contact person, email address, and telephone number for each account.

PROPOSED CALENDAR OF WORK:

5. Include a proposed calendar

TOTAL COST:

6. 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:

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

DETAILED SPECIFICATIONS:

1. The vendor is responsible for providing

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 renew or re-bid this service thirty (30) days before the anniversary date for the following year.

○ 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 2pm, February 26, 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:

● February 26, 2024, 2 pm. EST

○ Last Day for Questions

● March 1, 2024, 9 am. EST

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

● March 1, 2024, 10 am. EST

○ Bids will be opened at the ECCSS Board Room, 705 West Main Street, Claxton, GA 30417.

mailto:tjordan@evanscountyschools.org