RFP _ 24_022_LIbraryManagementSystem_2024_Upd.docx

Ladies and Gentlemen:

The Bibb County School District takes this opportunity to announce that we are requesting bids Library Resource Management Software. All bids should be delivered on BONFIRE.

Bids will be accepted prior to 02/21/2024 @ 9 am, EST. at which time they will open and reviewed by the Procurement Office.

All bids will be evaluated as described in the attached document time is of the essence and any bids received after the announced time and date for submittal whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing Department.

Late bids received will be so noted in the bid file in order that the vendor's name will not be removed from the subject commodity/service list. Late bids will not be considered.

All Vendors Completing this bid should register online as well, please visit the Bibb County School District website, under Department, Procurement, Vendor Registration, and this will take you to vendor registry, where all vendors can register.

If you have any questions concerning this bid, please submit them in writing to Elaine M. Wilson, Elaine.wilson@bcsdk12.net; In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing Department to Elaine Wilson, via email ONLY; Elaine.Wilson@bcsdk12.net.

Your interest and participation in submitting a bid will be appreciated.

Elaine M. Wilson Procurement Director

TENTATIVE TIMELINE

RFP # 24-022

RFP TITLE: Library Management System_2024

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Proposals must be received by the due date and time. No late proposals will be accepted.

RFP Buyer Contact Information

Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer in writing.

Offerors may contact ONLY the buyer regarding the terminology stated in the procurement documents.

RFP Submittal Location

Registration is FREE – A valid account is needed to review the bid opportunity.

Background:

The Bibb County School District has over 20,000 students along with 38 Sites, as well as 25 Departments. We are currently seeking a qualified vendor to provide Library Resource Management Software according to the specification within this RFP.

A. Invitation:

The procurement office, on behalf of the Bibb County School District would like to extend a formal offer to all-qualified contractors according to the specifications indicated within this RFP. Please review carefully all sections of the RFP, including the Optional Pre Bid Meeting, along with the Closing Date and Time. All questions pertaining to this RFP should be emailed to the Procurement Director, Elaine M. Wilson, Elaine.Wilson@bcsdk12.net, Please make sure that you put the Bid Number in the subject (24-022). All questions and answers will be posted under the purchasing menu, located on the Vendor Registry Page, www.bcsdk12.net, under Procurement.

B. Specifications: See Below – We are looking for a software to provide the following items:

See Addendum A

C. Specific Requirements:

The Bibb County School District, is accepting RFP 24-022 documentation from potential contractors in accordance to the need of supplying a full bid package with all specified forms, and bid proposal tabulation sheet.

The contract, if awarded, will be awarded to the responsible bidder. Product quality, service issues and other factors stipulated above must be met to the satisfaction of the Board for a bid to be considered responsive. Moreover, the Board will award the contract to the next most qualified bidder. Consequently, if the selected bidder is unable to execute a contract and provide delivery within the time parameters specified in this RFP.

D. INTERPRETATION/ADDENDA:

If any questions should arise pertaining to the RFP Documents, the bidders may email the Director of Procurement, Elaine M. Wilson, elwilson@bibb.k12.ga.us, please include the RFP number in the Subject line, in order to guarantee a response to the question submitted. The questions should be received prior to the deadline within the TENTATIVE TIMELINE.

E. ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals we asked that if you have any other questions, or concerns.

"Responsive" Bidder Criteria

F. Cancellation/Default of Contract In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.

G. Indemnity Provisions Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising offerors should not include an indemnity or hold harmless agreement from the Board in any proposal. The Board will not be bound by any such agreement. Board Policy provides in part: No contract, provision, agreement or term of any procurement, contract or agreement with the Board shall obligate the Board or System to indemnify, save or hold harmless any vendor for any future claim, loss, expense or liability.

H. Errors in Bids Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.

I. Standards of Acceptance of Bid Proposal for Contract Award The Board reserve the right to reject any and all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation shows it is not in a position to perform the contract.

J. Compliance with Laws The bidder shall obtain and maintain all licenses, permits, liability insurance, worker's compensation insurance and comply with any and all other standards or regulations required by Federal, State, or County statutes, ordinances and rules during the performance of any contract between the Board and the bidder. Any such requirement specifically set forth in any contract document between the bidder and the Board shall be supplementary to this section and not in substitution thereof.

K. Qualifications, Service Provider

a. The Service Provider shall be experienced in all aspects of this work and shall be required to demonstrate direct experience on recent systems of similar type and size.

b. The Service Provider selected to provide the service shall have been in business of providing internet access services a minimum of three (3) years with experience on similar systems.

c. The Service Provider selected for this project must adhere to the engineering, installation and testing procedures of the manufacturers and the municipality.

d. The Service Provider shall have a service call number that is answered 24 hours a day, 365 days per year for maintenance and trouble calls.

e. The Service Provider shall provide references of at least three (3) School Districts with a minimum of twenty (20) schools where they are currently under contract to provide and maintaining,

f. The Service Provider must possess a valid, unencumbered SPIN for the Universal Service Administration Company (USAC), as well as an FCC registration number. Vendors must be able to provide a copy of the most recent USAC Form 473 (SPAC).

g. The Service Provider must be financially stable and responsible. HCBOE reserves the right to request proof of financial stability.

h. The Service Provider must be fully licensed to do business in the State of Georgia and remain in compliance with any and all legal requirements set forth by the Georgia Public Service Commission and the Federal Communications commission of the United States.

L. Permits, Codes and Inspections Implement All Permits and Codes that are desired

M. Company Background and Experience Offeror will describe their background, relevant experience and qualifications including, but not limited to the following:

a. Company Structure The Offeror will include in the proposal the legal form of their business organization, the state in which incorporated (if a corporation), the types of business ventures in which the organization is involved, the office location that will be the point of contact during the term of any resulting contract, and a chart of the organization structure, including the reporting relationships, as they relate to this RFP.

b. Experience The Offeror must include the total number of full consecutive years’ experience as current business.

The Offeror will provide a list of all clients for whom similar services, as detailed in this RFP, have been provided during the past three years. The list must include:

· dates of service

· name of contact person

· title of contact person

· phone number of contact person

The Offeror will also disclose any services terminated by the client(s) and the reason(s) for termination.

N. Testing After installation, all connections should be tested and a written certificate should be issued stating the maximum allowable link loss and that up to the date upon which the School District takes control of each connection, the connection was in proper working order and passed all required tests.

O. PREPARATION OF PROPOSAL:

Each proposal should be prepared as best as possible, however only content related to the specifications of this project should be addressed.

P. PACKAGING OF PROPOSAL

This BID IS ONLINE ONLY Via BONFIRE, we are seeking a BID TAB for the entire project. We request that you have a PDF file indicating your qualifications, Technical Responses, and Financial Response.

The contents of each package will include:

1. Technical Submission

· Proposal Certification

· Certificate Regarding Debarment, Suspension, Ineligibility

· E-Rate Certification (Appendix C)

· Vendor Affidavit Technical Proposal

· Do not include cost information in the Technical Proposal

2. Financial Proposal

· The Offeror must use the Bid Tabulation

Q. EVALUATION PROCESS

The evaluation of proposals received on or before the due date and time will be conducted in the following phases.

· Administrative Review The proposals will be reviewed by the Issuing Officer for the following administrative requirements:

A. Submitted by deadline.

B. Separately sealed Technical Submission and Financial Proposal C. All required documents have been completed and submitted D. Technical Submission does not include any information from the Financial Proposal E. All documents requiring an original signature have been signed and are included

R. MANDATORY REVIEW REQUIREMENTS

Proposals which pass the administrative review will then be reviewed by the Technical Evaluation Team to ensure all requirements are satisfied as requested.

S. PROPOSAL EVALUATION

Proposals which pass the Mandatory Requirements Review will be reviewed by the Technical Evaluation Team for quality and completeness.

T. FINANCIAL PROPOSAL EVALUATION

Offerors will use only the Bid Tabulation Form provided with the RFP

U. IDENTIFICATION OF APPARENT SUCCESSFUL OFFEROR

The resulting Financial Proposal scores will be combined with the Technical Proposal score. The Offeror with the highest combined technical and financial score will be identified as the apparent successful Offeror.

V. REJECTION OF PROPOSALS/CANCELLATION OF RFP

The Board reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or combination of items, when to do so would be to the advantage of the Board. It is also within the right of the Board to reject proposals that do not contain all elements and information requested in this document. The Board reserves the right to cancel this RFP at any time. The Board will not be liable for any cost/losses incurred by the Offerors throughout this process.

ADDITIONAL INFORMATION

All bids shall be:

· Typewritten and signed by an authorized representative, with all erasures or corrections initialed and dated by the official signing the proposal. ALL SIGNATURE SPACES MUST BE SIGNED. Facsimile, printed, copied or typewritten signatures are not acceptable.

· Late bids will be marked late, and implemented in the bid file, with the time of receipt.

· Bids submitted by facsimile transmission will not be accepted.

· Considered an irrevocable offer for a period of sixty (60) days from the date of Bid closing.

· Proposals shall be submitted in two separate parts, Technical Proposal and Financial Proposal.

· The Offeror must submit the Proposal Certification with original signature.

· The Offeror must submit a completed and notarized Certificate Regarding Debarment, Suspension, and Ineligibility Form.

· The Offeror must submit a completed E-Rate Certification Form.

· The Offeror must submit a completed Vendor Affidavit Form

· The Offeror must submit a Technical Proposal detailing the proposed approach to performing all of the services requested providing company information as detailed.

· The Offeror will submit one hard copy of the Technical Proposal with original signatures and one copy of the Financial Proposal.

· All Items must be addressed and appropriately labeled to reflect the item number addressed.

· Each submission must include a thumb drive (flash drive, USB drive) of their entire proposal, Technical and Financial. Drive will not be returned to the vendor.

BCSD NONDISCRIMINATION

The contractor, by the submission of a proposal or the acceptance of a contract, does agree that he will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor shall take appropriate action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation and training. In the event of the contractor’s noncompliance with the nondiscrimination policy of the BCSD, any contract or purchase order may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible to transact further.

UTILIZATION OF MINORITY AND SMALL BUSINESS ENTERPRISES AND LOCAL AND MINORITY LABORERS

Minority and Small Business Subcontractors. The Owner has adopted a policy indicating its desire to increase the opportunity for participation by minority business enterprises and small business concerns in all its construction projects. The Contractor acknowledges this policy and agrees that it will actively solicit and encourage bids from qualified subcontractors identified by the Minority Assistance Corporation or other agencies as minority business enterprises. The Contractor shall also actively encourage and solicit bids from subcontractors who qualify as small business concerns.

Utilization of Minority and Local Labor. It is the policy of the Owner that the contractor and all subcontractors shall, consistent with efficient contract performance, utilize to the maximum extent possible minority and local laborers and mechanics as on-site employees. The Contractor acknowledges this policy and agrees that the on-site labor force of contractors and all subcontractors shall include a meaningful representation of skilled and unskilled local and minority laborers and mechanics, consistent with the efficient performance of this contract. Meaningful representation for minorities means the employment of minority laborers and mechanics in at least the same proportion that minorities are represented in a discrete construction skill or craft in Bibb County and all adjacent counties, provided such individuals are available at the time of need. Meaningful representation of local laborers and mechanics means that at least 75% of the on-site work force of contractor and all subcontractors, taken as a whole, shall reside in the Bibb County and surrounding counties, provided such individuals are available at the time of need.

DRUG-FREE WORKPLACE

By submission of a proposal, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements of O.C.G.A. 50-24-3 may cause suspension, termination of contract, or debarment of such Offeror.

CERTIFICATION OF NONCOLLUSION

By submitting a proposal the Offeror certifies: “that this proposal is made without prior understanding, agreement, or connection with any corporation firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

IMMIGRATION REFORM AND CONTROL ACT

Offerors must abide by all federally mandated laws enforced by United States Department of Homeland Security which are established to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA) P.L. 99-603), in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

AUTHORIZED OFFICIAL

It is agreed that all conditions of the proposal shall be abided and that the person signing this proposal is authorized to sign the proposal for the Offeror.

SOLICITATION TERMINATION

In any event in which this solicitation is terminated or cancelled, in whole or in part, or all proposals are rejected, there shall be no liability on the part of BCSD for any costs incurred by Offerors or potential Offerors in relation to the solicitation.

RIGHTS AND REMEDIES

The rights and remedies of BCSD provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under the contract.

INSURANCE

When the selected contractor has been identified, he will be notified of the necessity to provide required insurance. Proof of insurance shall be provided within 15 days of the date of written notification to the contractor.

Worker’s Compensation and Employer’s Liability Insurance The contractor shall procure and maintain Worker’s Compensation and Employer’s Liability Insurance in the following limits. Such insurance is to cover each and every employee who is or may be engaged in work under the contract.

Worker’s Compensation Limits: Statutory Employer’s Liability Limits:

Contractor waives all rights against Owner and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the workers compensation and employer’s liability or commercial umbrella liability insurance obtained by Contractor pursuant to this agreement. The Waiver of Our Right to Recover from Others Endorsement, ISO Form SC 00 03 13 shall be attached to the policy showing the Owner listed in the Schedule.

Commercial General and Umbrella Liability Insurance

The Contractor shall procure and shall maintain commercial general liability (CGL) and if necessary, commercial umbrella insurance with a limit of not less than $250,000 each occurrence, as shall protect him and any Subcontractor performing Work covered by this Contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by any Subcontractor or by anyone directly or indirectly employed by either of them.

This coverage shall cover the use of all equipment, hoists, and vehicles on the site(s) not covered by Automobile Liability under the contract. Policy coverage must be on an occurrence basis.

***Bidders shall provide two (2) copies of submitted bid proposals containing all pertinent documentation. The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the bid proposal. Bidders are encouraged to review carefully all provisions and attachments of this document prior to submission. Each bid proposal constitutes an offer and may not be withdrawn except as provided herein. ***

APPENDIX I

BID TABULATION PAGE

Bid Form and Acknowledgement

BIBB COUNTY SCHOOL DISTRICT BID FORM

APPENDIX V

Certificate Regarding Debarment, Suspension, Ineligibility

(Form must be completed and returned with bid.)

The Bibb County School District is a recipient of Federal monies. As such we require that participating vendors not be debarred, suspended, ineligible or excluded from doing business with the Federal government or any agency thereof.

The prospective participant certifies, by submission of the bid, that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from participation in this transaction by any Federal department or agency.

Organization Name

Name(s) and Title(s) of Authorized Representative(s)

Signature(s) Date

APPENDIX VI

Vendor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned Vendor 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 Bibb County School District 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 Vendor will continue to use the federal work authorization program throughout the contract period and the undersigned Vendor will contract for services in satisfaction of such contract only with sub Vendors who present an affidavit to the Vendor with the information required by O.C.G.A. § 13-10-91(b). Vendor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Bibb County School District Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______, ___, 201__ in ____________________(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 ______________,201__.

NOTARY PUBLIC

My Commission Expires:________________________________ January 17, 2023

RFP 24-022

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