RFP 24_046 Uniform Pricing_2024_2025_CANCELLE.pdf

RFP 24-046

Due 07/08/2024 @ 9 am, EST.

RFP # 24-046

RFP TITLE: 24-046 Uniform Purchase

RFP Schedule - Date & Time

RFP Issued 06/13/2024

Deadline for Questions 06/20/2024 @ 8 am, EST

RFP Due Date and Time 07/08/2024 @ 9 am, EST.

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

RFP Buyer Contact Information

Name Elaine M Wilson - Beverly

E-Mail Elaine.Wilson@bcsdk12.net;

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

All Submittals are completed Via

BONFIRE:

https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities.

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

RFP Term

This is a ONE Time Purchase/Lease with the option of renewal.

mailto:Elaine.Wilson@bcsdk12.net https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities

The Bibb County Board of Education is soliciting competitive sealed proposals from qualified service providers for the Lease of School Nutrition Uniforms.

Proposal submissions will be received digitally until 9:00 AM, EST on 07/08/2024 through the Bonfire Interactive online portal located at https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities or by visiting the BCSD Purchasing website at https://www.bcsdk12.net/departments/procurement-receiving.

A list of firms submitting proposals will be available the following business day on our website.

Questions regarding this RFP must be submitted through the “Message Portal” within Bonfire by 8:00 am, EST on 06/20/2024. Proposals are legal and binding upon the bidder when submitted.

This solicitation will be awarded to one supplier based on the method that best meets the needs of the School Nutrition Department and Maintenance Department.

Selection criteria are outlined in the Request for Proposal documents Bibb County School District, reserves the right to reject any or all proposals to waive technicalities and to make an award deemed in its best interest.

All successful vendors will be required to provide the requested information to prove participation in the Federal E-Verify Program as referenced in Section 1D of the attached Instructions and Conditions.

We look forward to your proposal and appreciate your interest in working with Bibb County Public Schools.

Elaine M. Wilson

Executive Director of Procurement https://bcsdk12.bonfirehub.com/portal/?tab=openOpportunities https://www.bcsdk12.net/departments/procurement-receiving https://www.bcsdk12.net/departments/procurement-receiving

Due 07/08/2024 @ 9 am, EST.

A. Introduction/Background:

The Bibb County School District consists of 20,000 students: 38 Schools; This request is from School Nutrition and Maintenance Department.

B. Invitation:

Bibb County School Nutrition Program (BCSDSNP) and the Bibb County School District Maintenance Department is soliciting competitive sealed proposals from qualified service providers for the Lease/Purchase of School Nutrition Uniforms.

We are seeking a price for a buyout purchase of a typical uniform (Shirt, Pants) as well as the weekly lease amount for each of the departments.

C. PROPOSAL SUBMITTALS

➢ To be considered as a service provider for the uniform purchase/lease, all items on the proposal bid table must be bid.

➢ All unit prices quoted must include delivery to the specified locations as deemed necessary, and include all charges for fuel, and delivery. No additional charges will be paid by the district.

➢ The District reserves the right to add or remove items throughout the duration of this contract as deemed appropriate.

D. PRODUCT SPECIFICATIONS

• Proposer must provide uniforms to all School Nutrition employees and Maintenance

Department (approximately 400 employees) upon request by the School Nutrition Executive Director, Maintenance Director and any additional offices that may utilize the services.

• Uniforms must be made with polyester/cotton or a similar blend of permanent-press material. Industrial uniforms must be wrinkle-free.

• Garments must be of good quality and must be able to withstand frequent washing and drying, without fading or wearing out. Garments shall be able to maintain quality appearance for a period of at least nine (9) months.

• Washing and drying instructions must accompany each uniform item.

• The awarded vendor must maintain sufficient stock to provide complete, new uniform sets within two weeks of order for newly hired employees.

E. AWARD

The successful service provider shall be the sole supplier for this RFP and awarded items and will be obligated to fill all orders throughout the contract period. However, THE DISTRICT reserves the right to select an alternate supplier for use, in the event the primary supplier cannot meet the terms of the contract.

F. APPROXIMATE ANNUAL QUANTITIES

BCSD has 35 SCHOOLS and several off-site locations, approximately 230 (Two

Hundred and Thirty) SN Employees, and 100 One Hundred Maintenance

Employees. The anticipated quantities are a total of five (5) shirts and (5) pants per employee, to be delivered no later than 2 weeks after the award.

G. ORDER PLACEMENT & DELIVERY SPECIFICATIONS

• Each employee must be individually measured and fitted prior to the first delivery of uniforms. The awarded vendor shall maintain a record of the uniform size for each employee that has been issued uniforms. Uniforms will not be ordered for employees that have not completed a full fitting session.

• Awarded vendor must coordinate the initial measurement to ensure proper measuring and sizing of employees. A list of school locations is attached.

• A uniform catalog must be customized, based on awarded and approved items, including picture, style number, and size. The catalog and order form can be hard copy or web based. The vendor will need to create multiple order forms to meet the needs of different employees.

• Proposer must include a cost for replacement for each leased uniform.

• Proposer will be responsible for all cost associated with the lease uniforms including, but not limited to the following:

o Repairs on damaged uniforms o Measurements and fittings o Delivery and handling

• All uniforms that are damaged must be repaired or replaced with a new uniform for the duration of the contract. Uniforms that are not properly repaired will be returned to the awarded vendor at no additional cost to the School Nutrition and Maintenance

Department.

• Proposer must pick up the damaged uniforms within 72 hours after receiving notice.

• Proposer must complete an itemized list of the leased uniforms & quantity and submit a copy to the cafeteria manager or designee (printed or digitally). Awarded vendor must remain at the delivery site while the uniforms are checked in. Any discrepancies must be corrected within twenty-four (24) hours.

• Proposer must not make any changes to the selected rental uniforms without prior authorization by the Nutrition Program Specialist or Maintenance designee.

Due 07/08/2024 @ 9 am, EST.

• Awarded vendor must take inventory of each uniform issued to the employee for tracking purposes.

• If a uniform becomes defective within three (3) months at no fault of the employee, the uniform must be replaced at no charge to School Nutrition

Department.

• The initial anticipated order of five (5) shirts and five (5) pants per employee, must be at each location no later than two weeks of final award.

H. CONTRACT DURATION

The contract term will be effective from August 1st, 2024 – June 30th, 2025. The

Board reserves the option to renew this proposal up to a maximum of four (4) additional terms of twelve (12) months each for a total potential term length of five

(5) years. Pursuant to O.C.G.A. Section 50-5-64, this contract shall not be deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

E. Evaluation:

I. SELECTION PROCEDURES

The proposal package will be evaluated based on the responsiveness to the criteria described below with those criteria’s values weighted as follows: (MAXIMUM 120 POINTS):

Category Maximum Score

Phase I

Introduction and Executive Summary: Information on the company, demonstrated experience in the K12 segment, and information related to the capacity to perform the stated needs and requirements.

Maximum Points will be given for a submission containing a description of the organizations level of experience and capacity to best perform the terms of the contract required in the proposal specifications.

15 Points

Project Implementation: Extent in which the information submitted describes how the provider is proposing to accomplish the services outlined in the proposal, including any creative or cost-effective approaches to product delivery. Maximum Points will be given for submission that clearly outlines how the provider plans to best accomplish the services outlined in the proposal specifications.

40 Points

References: Provide three (3) references where similar services were offered. Favorable responses from all 3 references will receive full points.

5 Points

Total Phase I Points 60 Points

Phase II

Cost: Cost of item and services per week as listed on the Bid Table. Points will be assigned per weighted formula under Section 4, page 5.

40 Points

Total Phase I & Phase II Points 100 Points

Grand Total Points 100 Points

Phase I: Evaluation Team will evaluate responses according to the criteria as described above in Phase I and score the proposals.

Due 07/08/2024 @ 9 am, EST.

Phase II: Cost proposals will then be opened and scored, and the results will be combined with the results of Phase I scoring. Total Award Close to 100 points will be considered for award.

J. TERMINATION FOR CAUSE

The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor’s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County’s rights or remedies by law.

K. TERMINATION FOR CONVENIENCE

The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County’s termination of this agreement for convenience, the contractor will be paid for those services performed.

Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance.

L. PANDEMIC PREPAREDNESS AND RECOVERY

All proposal submissions must include your business strategic preparedness plan for business continuity and recovery should a pandemic event strike the distributor.

M. TIE-PROPOSAL

In case of a tie proposal, there will be a formal coin toss conducted by the Director of

Purchasing and witnessed by two (2) or more staff. Should any dispute arise because of this proposal, the dispute will be settled in accordance with Georgia Laws.

N. RIGHT TO RE-SOLICIT

Bibb County Board of Education reserves the right to reject any and all proposals. The school system may waive for any informalities or minor technicalities.

F. INTERPRETATION/ADDENDA:

If any questions should arise pertaining to the RFP Documents, the bidders may email the

Director of Procurement, Elaine M. Wilson, Elaine.wilson@bcsdk12.net 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.

G. ADDITIONAL INFORMATION:

We have provided documentation to be reviewed for these appraisals we asked that if you have any other questions, or concerns. Please mail the Procurement Office, utilizing the email mailto:Elaine.wilson@bcsdk12.net

Due 07/08/2024 @ 9 am, EST.

Elaine.Wilson@bcsdk12.net, please make sure you put your bid number in the subject line, and your questions will be addressed in a timely manner.

H. "Responsive" Bidder Criteria

• Capability of providing report as indicated

• Warranties /Guarantees

• Ability to meet specifications/bid documents as indicated.

• Service and Support Capability

• Documented licensed as required by the State of Georgia

• Applicable Bond Information as needed

• Responsible Award Amount for the Bibb County School District

I. 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.

J. 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.

K. 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.

L. Standards of Acceptance of Bid Proposal for Contract Award mailto:Elaine.Wilson@bcsdk12.net

Due 07/08/2024 @ 9 am, EST.

The Board reserve the right to reject 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 able to perform the contract.

M. 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.

O. PRICING

Pricing on this RFP must be firm and remain open for a period of not less than 180 days from the proposal due date.

P. 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.

Q. 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.

Due 07/08/2024 @ 9 am, EST.

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.

R. 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.

S. 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.”

T. 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.

U. AUTHORIZED OFFICIAL

Due 07/08/2024 @ 9 am, EST.

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.

V. 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.

W. 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.

X. BEST AND FINAL OFFER

The district will utilize the final bid as the Best and Final Offeror from each responder.

Y. TYPE AND TERM OF CONTRACT

The district intends to sign a contract with one respondent(s) to fulfill the requirements in this RFP. The term of the contract shall be for one year with the option of renewals (4) four.

The proposals should not include any tax from which the State is exempt.

Z. COMPLIANCE CERTIFICATION

Responses to this RFP serve as a representation that it has no current or outstanding criminal, civil, or enforcement actions initiated by the State and/or other District, and it agrees that it will immediately notify the district of any such actions. The Respondent also certifies that neither it nor its principals are presently in arrears in payment of its taxes, permit fees or other statutory, regulatory or judicially required payments to the district. The Respondent agrees that the district may confirm, at any time, that no such liabilities exist, and, if such liabilities are discovered, that district may bar the Respondent from contracting with the district, cancel existing contracts, withhold payments to setoff such obligations, and withhold further payments or purchases until the entity is current in its payments on its liability to the district and has submitted proof of such payment to the district.

AA. INSURANCE

When the selected contractor has been identified, he will be notified of the necessity to provide the 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

Due 07/08/2024 @ 9 am, EST.

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:

Bodily Injury by Accident $ 100,000 each accident

Bodily Injury by Disease $ 100,000 each employee

Bodily Injury by Disease $ 100,000 policy limit

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.

(1) Comprehensive Form

(2) Contractual Insurance

(3) Personal Injury

(4) Broad Form Property Damage

(5) Premises - Operations

(6) Completed Operations

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.

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 carefully review 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. ***

BID TABULATION PAGE

Leasing Price ONLY:

Lease For 5 Pants, 5 Shirts, Per Specification

Men’s Poly Style Shirt

PRICE FOR DELIVERY

ANY ADDITIONAL FEES