RFP 24_07 Blueprint Digitation and Storage Se.pdf

REQUEST FOR PROPOSALS (RFP)

#24-07

BLUEPRINT DIGITATION AND

STORAGE SERVICES

CLAYTON COUNTY PUBLIC SCHOOLS

“BUILDING A BETTER TOMORROW, TODAY”

Dr. Anthony W. Smith

Superintendent of Schools

Ronick Joseph

Chief Capital Improvement Officer

Debra B. Brewer, Esquire Certified Public Procurement Officer (CPPO)

Director Procurement-Construction/Capital Projects

Release Date: January 26, 2024 Submission Deadline: February 29, 2024, 3:00 p.m. (EST)

RFP 24-07 Blueprint Digitation and Storage Services Page 2 of 81

SCHEDULE OF EVENTS

EVENT DATE OR DEADLINE

Eastern Standard Time (EST)

RFP Release January 26, 2024

Pre-Proposal Conference and Site Visit CCPS K.W. White Maintenance Complex at 218 Stockbridge Road, Jonesboro, GA. 30236

February 8, 2024 @ 10:00 a.m.

Deadline for Submission of Questions Submit questions to:

cpprocurement@clayton.k12.ga.us

February 15, 2024 @ 3:00 p.m.

Answers posted by Addendum at: Bonfire CCPS Bids and GPR CCPS Bids

February 22, 2024

RFP Submission Deadline February 29, 2024 @ 3:00 p.m.

Proposal Opening Zoom Meeting ID # 918 8427 6197 RFP #24-07 Blueprint Digitation and Storage Services Proposal Opening

February 29, 2024 @ 3:00 p.m.

Oral Presentations/Interviews or Demonstrations, if necessary

March 18-22, 2024

Procurement Representative Krystal Ashley/Debra Brewer

PROPOSAL SUBMISSION FORM

This form must be completed in its entirety and signed by the authorized representative or official submitting the response. This completed and signed form must be returned with each response. Failure to do so may render a proposal non-responsive.

Company Name:

Mailing Address:

(Street, City, State, Zip Code)

Email Address:

Phone Number:

Fax Number:

Social Security or Tax ID#:

Name of Authorized Representative:

(printed or typed only)

Title of Authorized Representative:

Signature of Authorized Representative:

Date of Signature:

mailto:cpprocurement@clayton.k12.ga.us https://claytonk12ga.bonfirehub.com/ https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true https://clayton-k12-ga-us.zoom.us/j/91884276197 https://clayton-k12-ga-us.zoom.us/j/91884276197

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TABLE OF CONTENTS

DESCRIPTION BEGINNING PAGE

Information and Instructions to Proponents 4

Submission of Responses 7

General Information 10 Introduction 10

Background 10

Objectives 10 Intent to Award 11

Term of Agreement 11

Scope of Services 11 Minimum Requirements 11

Sub Consultants and Contractors 11

Evaluation Process 12 Response Preparation and Guidelines 13

Response Format 13

Contents of Technical Response 14

CCPS Standard Draft Agreement 18

Required Form Submittals 19

Appendices

A. Code of Ethics 20 B. General Terms and Conditions 21 C. Required Forms 35 D. SLBE Required Documents 45 E. General School Holiday Schedule. 55

F. Current Facility Location List 57

Attachments

A. Scope of Services 60 B. Cost Proposal Form 62

C. CCPS Standard Draft Agreement 63

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RFP 24-07

BLUEPRINT DIGITATION AND STORAGE SERVICES

A. INFORMATION AND INSTRUCTIONS TO PROPONENTS

1. Services Required: This Request for Proposals (“RFP”) is to solicit proposals from qualified firms to provide Blueprint Digitation and Storage Services for Clayton

County Public Schools (“CCPS”). A detailed Scope of Services (“SOS”) is set forth in this RFP.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the CCPS Purchasing Policies and Procedures. By submitting responses in reference to this solicitation, a Proponent acknowledges familiarity with CCPS Purchasing Policy and Procedures and all laws applicable to this solicitation, which policies, procedures and laws are incorporated into this RFP by reference.

3. Minimum Qualification: Each Proponent shall have the minimum qualifications set forth in the RFP.

4. Criminal Background Check: By submitting a response in reference to this solicitation, the Proponent acknowledges that a satisfactory criminal background check and history may be required for anyone coming into direct or indirect contact with CCPS students at no cost to CCPS.

5. Certificate of Authority to Transact Business in Georgia: Each Proponent must submit with its response documentation that demonstrates it is duly authorized to conduct business in the State of Georgia. This requirement also applies to Joint

Venture (JV) Team Members, Sub-Contractors and Sub-Sub-Contractors.

6. Business License: The Proponent is requested to submit a copy of its current, valid business license with its submittal. If the Proponent is a Georgia corporation, Proponent is requested to submit a valid county or city business license. If Proponent is a joint venture, Proponent is requested to submit valid business licenses for each member of the joint venture. If the Proponent is not a Georgia corporation, Proponent is requested to submit a Certificate of Authority to Transact Business in the State of

Georgia and a copy of its current, valid business license issued by its home jurisdiction.

7. Professional License: The Proponent must attach a copy of any professional license required by this RFP with its submittal. All required licenses must be maintained for the duration of any contract award period.

8. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Respondent. All services, labor, and materials must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to the contract throughout and will be deemed to be included in the contract the same

RFP 24-07 Blueprint Digitation and Storage Services Page 5 of 81 as though herein written out in full.

9. No Offer by CCPS and Firm Offer by Proponent: This solicitation does not constitute an offer by CCPS to enter into an agreement and cannot be accepted by any Proponent to form an Agreement. This solicitation is only an invitation for offers from interested Respondents and no offer shall bind CCPS. A Respondent’s offer is a firm offer and may not be withdrawn except as provided in this RFP, CCPS

Purchasing Policies and Procedures and other applicable law.

10. Georgia Open Records Act: Information provided to CCPS is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to

O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10

[O.C.G.A. § 10-1-760 et seq.]”.

11. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the

Illegal Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to Act, the

Proponent must provide with its submittal proof of its registration with and continuing and future participation in the E-Verify Program established by the United States

Department of Homeland Security. Completed Contractor Affidavit, Illegal

Immigration Reform and Enforcement Act Forms must be submitted with the

Response at the time of submission. Under State Law, the CCPS cannot consider any Response which does not include the completed forms. Where the business structure of a Proponent is such that Proponent is required to obtain an Employer

Identification Number (EIN) from the Internal Revenue Service, Proponent must complete the Contractor Affidavit on behalf of, and provide a Federal Work

Authorization User ID Number issued to, the Proponent itself. Where the business structure of a Proponent does not require it to obtain an EIN, each entity comprising

Proponent must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All

Respondents intending to do business with CCPS are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on CCPS solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://idp.uscis.gov/enroll/everify.

12. Sub-Contractors and Manufacturers: Proponents are required to submit, in writing, the addresses of any proposed Sub-contractor or equipment manufacturers listed in the response and may be required to submit other material information relative to proposed Sub-contractor. County reserves the right to disapprove any proposed Sub-contractor whose technical or financial ability, or resources, or experience are deemed inadequate.

13. Inclusivity in Purchasing Policy: Proponents are required to comply with the

CCPS Inclusivity in Purchasing Policy (DJEAB) and Small Local Business Enterprise

Program.

https://idp.uscis.gov/enroll/everify

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14. Minority, Female Business and Local Enterprises: It is the intent of CCPS that

Minority Business Enterprises (MBE), Woman Business Enterprises (WBE), and

Local and Small Business Enterprises (L/SBE) have an equal opportunity to participate in CCPS procurement opportunities. Proponents are encouraged to use said MBE, WBE and L/SBE’s whenever possible in the execution of any contract, however, CCPS does not provide a contracting preference and it is not the intent of

CCPS to violate any local, state or federal laws.

15. Cooperative Agreement: CCPS may permit piggybacking or cooperative use of any contract resulting from this RFP by other city, county, local authority, agency, or board of education if the bidder/proponent will extend the same prices, terms, and conditions. This provision shall not apply to any contract where piggybacking or cooperative use is prohibited by law.

16. Reasonable Accommodation: CCPS will provide reasonable accommodations for Proponents with a disability. Proponents should request reasonable accommodations by contacting the CCPS Director of Procurement- Construction/Capital Projects by email with the RFP name and number in the subject line to: cpprocurement@clayton.k12.ga.us. If accommodations at the pre-proposal conference are needed, please notify the Procurement Director at the email listed above no later than forty-eight (48) hours in advance.

17. Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP contained in Appendix B, General

Terms and Conditions, and Required Form Submittals.

17.1 CCPS reserves the right to issue solicitations for specific projects that are independent of this RFP. Except as stated in this RFP, successful Proponents under this RFP are not precluded from responding to such solicitations.

17.2 All interests of CCPS employees, officers or elected officials in Proponent’s firm should be listed and disclosed with Proponent’s response to this RFP.

--BALANCE OF PAGE INTENTIONALLY LEFT BLANK--

mailto:cpprocurement@clayton.k12.ga.us

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B. SUBMISSION OF RESPONSES

1. Ownership of Responses: Each Response submitted to CCPS shall become the property of CCPS, without compensation to a Proponent, for use by CCPS, at its discretion. CCPS shall not be liable for any response preparation costs incurred by

Proponents, or for any subsequent work on the response or additional documentation required by CCPS.

2. Duration: Responses submitted in to this RFP must be valid for a period of one hundred-eighty (180) calendar days from the Response Submission Deadline and must be marked as such.

3. Submission Deadline and Proposal Opening: Sealed Responses to this RFP will be received by CCPS Procurement-Construction/Capital Projects until 3:00 P.M., Eastern Standard Time (EST) on Thursday, February 29, 2024 @ 3:00 p.m. The proposal opening will be held via Zoom at: RFP #24-07 Blueprint Digitation and

Storage Services Proposal Opening at 3:00 PM EST. Meeting ID: 918 8427 6197.

Attendance during the proposal opening is voluntary for Proponents responding to this RFP; however, Proponents are encouraged to attend.

3.1 Proponents must register in Bonfire as a vendor at:

https://claytonk12ga.bonfirehub.com/portal/?tab=login in order to submit a proposal prior to the submission deadline.

3.2 Proposals and all required forms must be fully completed, signed in ink and uploaded in Bonfire under the correct solicitation (RFP 24-07

Blueprint Digitation and Storage Services).

3.3 CCPS will only accept online submissions for this RFP. Oral, telephonic, facsimile, emailed and mailed proposals will not be considered.

3.4 For any technical questions or difficulties, contact Bonfire Support at https://support.gobonfire.com/hc/en-us.

4. Late Responses: Late Responses received will not be considered.

Pre-Proposal Conference and Site Visit: A Pre-Proposal Conference and Site has been scheduled for Thursday, February 8, 2024 @ 10:00 a.m., EST. The Pre-Proposal Conference will be held at the CCPS K.W. White Maintenance Complex at 218 Stockbridge Road, Jonesboro, GA. The site visit will follow immediately after the Pre-Proposal Conference. During the Pre-Proposal Conference, the general requirements of the project will be discussed. Any questions raised by potential Proponents will be discussed. Verbal answers to questions during the Pre-Proposal Conference will not be authoritative. It should be emphasized, however, that nothing stated or discussed during the course of this conference call shall be considered to modify, alter or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

https://clayton-k12-ga-us.zoom.us/j/91884276197 https://clayton-k12-ga-us.zoom.us/j/91884276197 https://claytonk12ga.bonfirehub.com/portal/?tab=login https://claytonk12ga.bonfirehub.com/portal/?tab=login https://support.gobonfire.com/hc/en-us https://support.gobonfire.com/hc/en-us

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5. Solicitation Questions: Any questions regarding this RFP should be submitted on or before Thursday, February 15, 2024 at 3:00 p.m., EST. All questions must be submitted in writing to Director of Procurement-Construction/Capital Projects by email with the RFP name and number in the subject line to cpprocurement@clayton.k12.ga.us. Questions received after the designated period may not be considered. Verbal responses are not authoritative. Answers to questions will be made by addendum posted at Bonfire CCPS Bids and GPR CCPS

Bids not later than 3:00 p.m., EST on Thursday, February 22, 2024. It is the responsibility of each Proponent to obtain a copy of any Addendum issued for this solicitation.

6. Prohibited Contacts: All Proponents and representatives of Proponents are strictly prohibited from contacting CCPS employees, CCPS Officials, Elected Officials or any third-party representatives of CCPS on any matter having to do with this RFP.

All communications by any Proponent concerning this RFP must be made in writing and sent to the Director of Procurement-Construction/Capital Projects by email with the RFP name and number in the subject line to:

cpprocurement@clayton.k12.ga.us.

7. Oral Presentations/Interviews/Demonstrations: Proponents may be required to make an oral presentation of their proposed solution to a CCPS Evaluation

Committee. Technically competent representatives from the Proponent’s team with the ability to respond to questions posed by CCPS must be active participants in the oral presentation. If required, oral presentations and interviews will be held on

Monday, March 18-22, 2024. CCPS will notify responsive Proponents of the date, time and location for the presentation and interview, and will supply an agenda or topics for discussion.

8. Examination of Response Documents:

8.1 Each Proponent is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions.

8.2 Each Proponent shall promptly notify CCPS in writing should the

Proponent find discrepancies, errors, ambiguities or omissions in their

Response Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP.

Replies to such notices may be made in the form of an addendum to the

RFP, which will be posted on Bonfire CCPS Bids and GPR CCPS Bids.

8.3 CCPS may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Response due date and time.

8.4 Each Proponent must confirm Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

mailto:cpprocurement@clayton.k12.ga.us.

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8.5 CCPS may waive any technicalities and formalities. CCPS reserves the right to cancel the RFP in its entirety.

9. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Agreement that may be awarded pursuant to this RFP are set forth in

Appendix B, General Terms and Conditions. Proponent must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Proponent, if any. For purposes of this section, “Proponent” shall mean an individual, corporation or other corporate entity submitting a response in connection with this solicitation, including each Joint Venture partner if Proponent is a Joint Venture.

10. Protests: Protests dealing with specifications or the solicitation shall be filed not later than three (3) working days prior to the response due date. Other protests shall be filed not later than three (3) working days after the response due date, or if the protest is based on subsequent actions of CCPS, not later than three (3) working days after the aggrieved person knows or should have knowledge, of the facts given rise to the protest. All Protests should specify exactly what is being protested.

Protests are considered filed when received by the Director of Procurement-

Construction/Capital Projects by email with the RFP name and number in the subject line to cpprocurement@clayton.k12.ga.us. Protests which are not filed in a timely manner, as set forth above, will not be considered. Proponent agrees to pay for

CCPS reasonable attorney’s fees and expenses of litigation for any protest arising out of this solicitation in which CCPS is a prevailing party. Only those who participated in the solicitation are eligible to protest.

mailto:cpprocurement@clayton.k12.ga.us

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BLUEPRINT DIGITATION AND STORAGE SERVICES

GENERAL INFORMATION

1. INTRODUCTION

Clayton County Public Schools (“CCPS” or “District”) is soliciting proposals from qualified individuals or firms (“Proponents”) with experience in providing Blueprint Digitation and Storage Services. A detailed Scope of Services (“SOS”) is set forth in this RFP.

2. BACKGROUND

Clayton County Public Schools (CCPS) is fully accredited through Cognia. The District offers a focused world-class program based on a challenging curriculum which is taught from pre-kindergarten through 12th grade. Serving over 52,000 students, CCPS is ranked among the 100 largest school districts in the U.S. Made up of nearly 70 schools and a variety of programs, the school system has over 7,400 employees. With a district-wide theme of Building a Better Tomorrow, Today, CCPS is providing boundless opportunities for its students to be prepared to live and succeed in a global economy while also providing state-of-the-art facilities for community and district growth and enrichment.

3. OBJECTIVE

The CCPS Construction Department is responsible for the planning and implementation of the CCPS Local Facilities Plan. Utilizing SPLOST funding, the Construction Department prepares the construction budgets, manages land acquisitions, acquires design professionals and provides project management from preconstruction to completion of all capital projects. As part of its overall mission, the Department is required to maintain certain hardcopy files of blueprints and construction documents to align with State of Georgia record retention requirements. CCPS has numerous years of files spanning several decades. Due to limited space for safe storage, and the need to efficiently access and manage the documents, CCPS would like to have them retrieved from a CCPS maintenance facility and scanned, digitized, indexed for easy access and retrieval, and ultimately returned to CCPS Archives for safe storage. Services will be coordinated with the CCPS Construction/SPLOST Division. Documents include a mix of letter, legal, and ledger sized paper documents stored on shelving units, as well as hanging files with large format plans. The large format plans are mostly mylar originals.

4. INTENT TO AWARD

CCPS intends to make one (1) award. However, to meet needs and demands CCPS reserves the right to make one (1) award, multiple awards or no award for RFP 24- 07 Blueprint Digitation and Storage Services.

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5. TERM OF AGREEMENT

The Contract shall commence within ten (10) calendar days after receipt of Notice to Proceed.

The initial term of the Agreement and any renewal terms are collectively referred to as the “Term”. The initial term of this Agreement shall be for one (1) year, and may be automatically renewed for four (4) successive one (1) year terms upon the same terms and conditions. The services to be performed under this Agreement shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of the CCPS on June 30th of the year in which it was executed and on June 30th of each succeeding and renewed year, as required by O.C.G.A. § 20-2-506 (b), as amended, unless terminated earlier in accordance with the termination provisions of this agreement.

This contract shall not be deemed to create a debt of CCPS 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.

6. SCOPE OF SERVICES

Proponents must comply with all Federal, State of Georgia and local regulations and laws applicable to Blueprint Digitation and Storage Services. Proponents must provide all services as requested in this RFP in accordance with the Scope of Services, attached hereto as Attachment A, and incorporated herein by reference.

7. MINIMUM REQUIREMENTS

7.1 Proponents must demonstrate successful experience in providing similar services for an organization or local government SPLOST/Capital Improvement Program similar in size and complexity as CCPS.

7.2 Proponents must have demonstrated experience in handling sensitive and historical documents and document preservation.

7.3 CCPS does not guarantee a minimum or maximum number of projects that will require services as a result of this RFP. However, Proponents must demonstrate a sufficient quantity of qualified staff to provide the required services.

8. SUB CONSULTANTS AND CONTRACTORS

Proponent must ensure the responsibility standards for each of its Sub-Consultants and Sub-Contractors as listed below and in each and every part of this RFP.

Verification must include documentation that each Sub-Consultant or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFP, any governmental agency having jurisdiction over the matter, or any law or regulation

RFP 24-07 Blueprint Digitation and Storage Services Page 12 of 81 pertaining to the work or requirements. Proponent shall not furnish any statement, representation, or certification in connection with Sub-Consultants or Sub-

Contractors that is materially false, deceptive, incorrect or incomplete. Failure of the

Proponent to provide information concerning the responsibility of any Sub-Consultant or Sub-Contractor may result in a finding that the Proponent is not responsible. All proposed Sub-Consultants and Sub-Contractors shall be listed in the Proponent’s response. Proponent shall ensure that all proposed Sub-Contractors have adequate personnel, past experience, adequate facilities, finances and business systems to perform the scope of services. CCPS reserves the right to approve all Sub-

Contractors and Sub-Consultants.

9. EVALUATION PROCESS

CCPS desires to select the Proponent(s) whose response(s) are determined to be the most advantageous considering the technical evaluation criteria listed below. All

Responses will be evaluated in accordance with CCPS Policies and Procedures, and the criteria specified in this RFP. An Evaluation Committee will evaluate the

Responses using the following:

Relative

Weight

ITEM FOR EVALUATION Maximum Points

5% Executive Summary 5

30% Management, Methodology and Approach 30

20% Qualifications and Availability of Staff 20

20% Experience and Performance on Other Projects 15

10% Organizational and Financial Capability 10

15% Cost Proposal 20

100% TOTAL SCORE 100

Small Local Business Enterprise Clayton (SLBE

CLAYTON)

Scoring Value

Maximum Points

Oral Presentations/Interviews/Demonstrations

Oral presentations/interviews may be required

Scoring Value

Maximum

RFP 24-07 Blueprint Digitation and Storage Services Page 13 of 81 before the final selection and award.

During the interview process Proponents may be required to participate in a site visit at a CCPS maintenance facility.

Additional points for oral presentations/interviews or demonstrations will be added to the Proponent’s total score.

Points

10. RESPONSE PREPARATION AND GUIDELINES

10.1 RESPONSE FORMAT

Proponents are required to submit the responses in the following format:

10.1.1 Technical Proposal. The Technical Proposal shall include responses to all of the information requested in the RFP and shall be tabbed to identify the specific components. The Proponent should include all strategies, solutions and services proposed in response to the requirements of the RFP. All forms required by CCPS or provided by the Proponent should be included. Any requests for clarification, exceptions or amendments to the RFP, including the draft agreement, must be clearly identified and labeled and submitted with your technical response. CCPS is under no obligation to accept exceptions and any such exceptions may be a basis for disqualification.

Please do not include any cost of any kind in this section.

Inclusion of cost in the Technical Proposal may cause a proposal to be excluded for non-compliance.

10.1.2 Cost Proposal. The Cost Proposal Form affixed hereto as

Attachment B, must be completed in its entirety, signed and uploaded separately from the Proponent’s Technical Proposal. The Cost

Proposal Form will become a part of any contract resulting from this

RFP. CCPS may solicit Best and Final Offers, and discussions may be conducted with responsible proponents who submit proposals determined reasonably susceptible to being selected for award.

Please do not include exceptions to the RFP in the Cost Proposal.

Please do not include any exceptions, assumptions or clarifications to the RFP in the Cost Proposal. Inclusion of exceptions in the Cost

Proposal may cause a proposal to be excluded for non-compliance.

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10.2 CONTENTS OF TECHNICAL PROPOSAL

The Response shall include a reply to all of the information requested in this

RFP. Brevity and specificity are encouraged. Concise presentation of pertinent information and organization of the submittal will be part of the evaluation.

CCPS prefers a well-planned, straightforward business presentation with brief explanations. Responses with verbose or disorganized responses will be judged accordingly. The Response format described herein may not fully capture the particulars of all the information requested by the RFP. Should there be any doubt as to where to place any information, use best judgment.

The following is a more detailed description of the requirements of certain portions of the Technical Response. The Technical Response shall be tabbed and organized as follows, with a suggested total page limit of one-hundred

(100) (excluding the Required Form Submittals).

10.2.1 Letter of Transmittal. Letter transmitting the Response, identifying the team members and providing a designated point of contact, including name, title, address, email address, and telephone numbers for one (1) individual to whom all future correspondence and/or communications should be directed by CCPS concerning this solicitation. The letter should include a narrative statement of the

Proponent’s approach to providing the Goods and/or Services solicited in this RFP.

10.2.2 Executive Summary. The purpose of the Executive Summary is to provide an overview of the Proponent’s qualifications to accomplish the project and must be no more than three (3) pages stating the agency’s interest and proposed commitment to providing Blueprint

Digitation and Storage Services. At a minimum, the Executive

Summary must contain the following information:

10.2.2.1 Complete legal name of the Proponent and the name and legal structure of the legal entities that comprise the

Proponent. The Proponent must provide the domicile where each entity comprising it is organized, entity name, brief history of the entity, contact name, address, phone number, email, and a listing of major satellite offices;

10.2.2.2 A declarative statement as to whether;

10.2.2.2.1 Proponent or any member of the Proponent’s

team has an open dispute with CCPS or is involved in any litigation associated with work in

RFP 24-07 Blueprint Digitation and Storage Services Page 15 of 81 progress or completed in both the private and public sector during the past five (5) years;

10.2.2.2.2 Proponent has within the past ten (10) years

filed (or had filed against it) any bankruptcy or insolvency proceedings, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee or assignee for the benefit of creditors. If so, please provide an explanation;

10.2.2.2.3 Proponent has failed to complete work or a

contract awarded to Proponents. If so, please provide an explanation;

10.2.2.2.4 Proponent or any of the Proponent’s personnel, agents, independent Proponents or Sub-

Proponents have been convicted of, or pled guilty or nolo contender to any felony. If so, please provide an explanation and details.

10.2.2.3 Provide a summary of the other sections of the Response.

All sections should fit together into a well-organized highlight of the significant points of the Response.

10.2.2.4 Provide general specific capabilities and experience of the

Proponent’s team. Each Proponent must identify examples where team members have worked together to complete a project, discuss how the team was formed and how the team will function as an integrated unit in providing services to CCPS.

10.2.3 Management, Methodology and Approach. Proponent should describe the procedures and methods that will produce the required outcomes for the project specified herein. Proponent should explain its approach in terms of management, organization, process, tools and techniques, staff and quality assurance/quality control. Such information should include, but not be limited to, the following:

10.2.3.1 Describe Proponent’s methodology in providing the Scope of Services required. Include any unique or specialized experience or technical competence;

10.2.3.1.1 Include Proponents processes for the safe

transport, climate controlled and secure storage

RFP 24-07 Blueprint Digitation and Storage Services Page 16 of 81 of documents;

10.2.3.1.2 Include security measures to safeguard

information contained within documents;

10.2.3.1.3 Include inventory tracking procedures;

10.2.3.1.4 Include any specialized equipment used for

scanning and indexes along with any hardware/software and recovery systems utilized; and

10.2.3.1.5 Describe Proponent’s document preparation

processes.

10.2.3.2 Describe the staffing and other resources Proponent has available to perform the services required;

10.2.3.3 Describe Proponent’s ability to meet goals and timelines, and availability to complete work within turnaround timeframes; Provide a sample ramp or start up timeline for provision of services;

10.2.3.4 Sample Reporting and Supplemental Documents: Provide any sample copies of assessment tools; standard and custom reporting available; sample work orders or task orders; daily logs and checklists or similar items.

10.2.3.5 Provide any supplemental or third-party agreements and other documents deemed relevant or required by

Proponent for review and approval or disapproval by

CCPS;

10.2.3.6 Describe Proponents proposed protocol for communication and coordination with CCPS staff, vendors and other parties.

10.2.4 Experience, Qualifications and Availability of Staff. Describe the experience and qualifications of Proponent’s key staff. Submission of the names for key staff constitutes a commitment to use these individuals if the Proponent is awarded a contract, and changes may be made only with the prior written consent of CCPS. Information must include, but is not limited to, the following:

10.2.4.1 Provide an organizational chart, and a short, narrative overview highlighting the roles of Proponent’s proposed team, RFP 24-07 Blueprint Digitation and Storage Services Page 17 of 81 key staff, and all proposed Sub-Consultants;

(a) Include the length of time they have been with

Proponent’s firm and a description of the experience they have completed;

(b) Include any relevant certifications, awards and authorizations of Proponent’s staff proposed to provide services to CCPS; and

(c) Include the time that Proponent’s staff is available to work on CCPS projects;

10.2.4.2 Provide telephone numbers and email addresses of

Proponent’s staff who can be reached after normal business hours in the event of an emergency; and

10.2.4.3 Provide Proponent’s geographical location of the facility(s) that will be primarily responsible for CCPS projects. Provide details relevant to the number of both professional and support staff located at the office(s).

10.2.5 Experience and Performance on Other Projects. Describe the Proponent’s experience and qualifications in providing services as widely described in the Scope of Services.

10.2.5.1 Include four (4) references for which Proponent has provided services similar in size and scope.as those required by this RFP. References are to be provided utilizing the References and Release Form provided in Appendix C, Required Forms;

10.2.6 Organizational and Financial Capability.

To facilitate the efforts of CCPS to evaluate, verify, and understand the Proponent’s financial capacity, capability and stability to undertake and perform the Services contemplated in this RFP, The Proponent must provide accurate and legible financial disclosures to CCPS as requested below. By definition, a “Proponent” is an individual, entity or partnership submitting a response to this RFP. The Proponent may present additional evidence of financial ability or financial surety it deems appropriate, but must first comply with the following:

10.2.6.1 Instructions: If the Proponent is an individual, financial disclosures for that individual must be provided. If the

Proponent is an entity or partnership, financial disclosures for that entity or partnership must be provided. If the Proponent is a newly formed entity or partnership (formed within the last three years), financial disclosures for that entity or

RFP 24-07 Blueprint Digitation and Storage Services Page 18 of 81 partnership must be provided together with full financial disclosure from the entity’s or partnership’s owners. Financial

Disclosure includes a full response to all questions and requests for documentation listed below. The Proponent (and its owners, if applicable) must submit copies of all financial disclosures with its response.

10.2.6.2 Financial Information: The Proponent and its owners, if applicable, should demonstrate its financial capability and stability by selecting and providing documentation from one of the following three groups of requests below with the

Response.

10.2.6.2.1 Financial statements for the three (3) most

recent consecutive fiscal years, audited by a Certified Public Accountant (“CPA”), including:

Income Statement; Balance Sheet; and Statement of Cash Flows.

10.2.6.2.2 Financial statements for the three (3) most

recent consecutive fiscal years, either reviewed or compiled by a Certified Public Accountant (“CPA”), including: Income Statement; Balance Sheet; and Satisfactory proof of Proponent’s ability to obtain a Performance Bond for the amount described in Appendix B, if applicable.

10.2.6.2.3 Unaudited, self-prepared financial statements

for the three (3) most recent consecutive fiscal years, including: Income Statement;

Balance Sheet; Satisfactory proof of Proponent’s ability to obtain a Performance Bond for the amount described in Appendix B, if applicable; Letters of Reference; and Dunn and Bradstreet reports for the last two (2) years.

11. CCPS STANDARD AGREEMENT

The Draft Agreement included as Attachment C is a standard CCPS document which should be thoroughly reviewed by all Proponents prior to submitting a proposal. Any proposed revisions to the terms or language of this RFP must be clearly identified and submitted in writing with Proponent’s response. Since proposed revisions may result in a proposal being rejected if the revisions are unacceptable to CCPS, Proponents should review any proposed revisions carefully. Refer to Information and Instructions to Proponents, Award and Execution of Agreement in this RFP.

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Modifications or additions to the CCPS Standard Contract will not be entertained after contract award.

12. REQUIRED FORM SUBMITTALS

The forms and documents contained in Appendix C, Required Forms, are mandatory forms required to be submitted with each proposal. Failure to provide the information or documentation required may cause a proposal to be declared non-responsive and rejected. Failure to have an authorized representative sign all documents at the signature line, or failure to have all documents properly notarized as requested, may cause a proposal to be declared non-responsive and rejected.

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APPENDIX A

PURCHASING DEPARTMENT

CODE OF ETHICS

The Purchasing Department abides by the Code of Ethics promulgated by the National Institute of Governmental Purchasing (NIGP) and the following:

I. Give first consideration to the mission and policies of Clayton County Public Schools.

II. Strive to obtain maximum value for each dollar spent.

III. Decline personal favors, gifts, and gratuities. Grant all competitive Respondents fair and equal consideration.

IV. Conduct business with potential and current Respondents in an atmosphere of good faith.

V. Demand honesty in sales representations whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.

VI. Receive consent from the originator for the use of proprietary ideals and designs.

VII. Make a reasonable effort to obtain equitable settlement of any controversy with a Contractor.

VIII. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

IX. Create an environment of fair, ethical, and legal business practices.

X. Protect Clayton County Public Schools’ interest by ensuring that Respondents honor all terms of their contract.

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APPENDIX B

GENERAL TERMS AND CONDITIONS

The General Terms and Conditions contained in this Request for Proposal (RFP) apply to all solicitations. Where there are specific or special conditions contained herein that conflict with the General Information and Instructions, the more specific or special conditions will prevail. The terms Contractor, Supplier, Provider and Proponent may be used interchangeably herein.

I. Contract Renewal. Upon executing its option to renew, CCPS will notify the Contractor of such renewal, at which time the Contractor shall be bound to provide Services during such renewal term, without the need for the Parties to execute any further documents evidencing such renewal, it being acknowledged by the Contractor that its initial execution of this Agreement is deemed its agreement to continue to provide Services during any renewal term.

II. Payment. A purchase order will be issued to authorize the purchase of the services/commodities. Delivery/release of services/commodities is not authorized until the receipt of a purchase order.

a. The Contractor shall invoice CCPS on a monthly basis. If payment is to be made by line item, when a single line item has been satisfactorily delivered, complete payment will be made within thirty (30) days from either the date of delivery or the receipt of a satisfactory invoice, whichever occurs last.

Invoices must be submitted via email to construction@clayton.k12.ga.us.

All invoices must show the contract number, work performed and period of work. Separate invoices are required for each purchase order. Payment will be made via electronic payment or check. CCPS reserves the right to modify these terms should extenuating circumstances prevail.

III. Non-Appropriation. Notwithstanding any other provision of this agreement, the parties hereto agree that the charges hereunder are payable to the Contractor by CCPS solely from appropriations received by CCPS. In the event such appropriations are determined, in the sole discretion of the Chief Financial Officer of CCPS, no longer to exist or to be insufficient with respect to the charges payable hereunder, this agreement shall terminate without further obligation of CCPS at the end of any fiscal period (hereinafter referred to as “Event”). In such Event, the Chief Financial Officer for CCPS shall certify to the Contractor the occurrence thereof, and such certification shall be conclusive.

mailto:construction@clayton.k12.ga.us

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IV. Scope of Services. Contractor shall provide Services as requested by CCPS on an as needed basis in accordance with the RFP and Scope of Services.

V. Compliance with Laws, Licenses, Permits. Contractor shall comply with all local, state, and federal laws and regulations applicable to its responsibilities under this Agreement. During the term of this Agreement the Contractor shall maintain all licensing and permits required to provide Services. Failure to maintain such licensing shall be cause for termination of this Agreement. Contractor shall obtain and maintain all permits, licenses, certifications and approvals as required by all regulatory agencies with jurisdiction over the assigned Services, including any regulatory agencies of CCPS.

VI. Insurance.

Proof of insurance shall be provided within 15 days of the date of written notification of award.

a. The following general requirements apply to any and all work under this contract by all Contractors and Sub-Contractors, where applicable, of any tier.

1. Any and all insurance required by this contract shall be maintained during the entire length of this contract, including any extensions thereto, and until all work has been completed to the satisfaction of Clayton County Public Schools.

Any and all insurance must be on an occurrence basis.

No Contractor or Sub-contractor shall commence any work of any kind under a contract until all insurance requirements contained within the solicitation have been complied with and until evidence of all insurance requirements have been received demonstrating such compliance in each and every contract with each and every sub-contractor of any tier.

2. Clayton County Public Schools shall be covered as an Additional Insured under any and all insurance required by the contract. Confirmation of this shall appear on all certificates of insurance and on any and all applicable policies.

3. Clayton County Public Schools shall be given no less than a thirty (30) day notice of cancellation. Clayton County Public Schools shall be given not less than thirty (30) days prior written notice of material changes of any insurance required under this contract.

4. Each and every agent shall warrant when signing the certificate of insurance that he is acting as an authorized representative on behalf of the companies

RFP 24-07 Blueprint Digitation and Storage Services Page 23 of 81 affording insurance coverage under the contract and that he is licensed by the

State of Georgia to conduct insurance business in the State of Georgia and that the companies affording insurance coverage are currently licensed by the

State of Georgia and are currently in good standing with the Commissioner of

Insurance for the State of Georgia.

5. Any and all companies providing insurance required by a contract must meet the minimum financial security requirements as set forth below. The rating for each company must be indicated on the certificate of insurance. For all contracts, regardless of risk, companies providing insurance under this contract must have a current:

a. Best’s Rating not less than A, and

b. Best’s Financial Size Category not less than Class VII

6. In the event the Contractor neglects, refuses, or fails to provide the insurance required by the Contract Documents, or if such insurance is cancelled for any reason, CCPS shall have the right, but not the duty, to procure the same, and the cost thereof shall be deducted from monies then due or thereafter to become due to the Contractor or shall have the right to cancel the contract.

b. 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 Statutory

Employer’s Liability

Bodily Injury by Accident $100,000 each accident

Bodily Injury by Disease $100,000 each employee

Bodily Injury by Disease $500,000 policy limit

c. Comprehensive General Liability and Professional Liability Insurance

The Contractor shall procure and maintain Comprehensive Insurance and also Professional Liability Insurance in an amount not less than $1,000,000.00 each for bodily injury and property damage combined single limit.

The following specific extensions of coverage shall be provided and indicated on the certificate of insurance.

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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.

d. Automobile Liability Insurance

The Contractor shall procure and maintain Automobile Liability Insurance in an amount not less than $1,000,000.00 for bodily injury and property damage combined single limit. The following extensions of coverage shall be provided and indicated on the certificate of insurance.

1. Comprehensive Form

2. Owned, Hired, Leased and non-owned vehicles to be covered. If the

Contractor does not own any vehicles in the corporate name, non-owned vehicles coverage shall apply and must be endorsed on either the Contractor’s personal automobile policy or the Comprehensive

General Liability coverage required under this contract.

VII. Conflict of Interest Notice to Contractors. All firms, Sub-Contractors, Sub- Contractors and their employees are notified and advised to avoid potential conflicts of interests. Full and prompt disclosure of involvement in any project or services to other clients that may be in conflict with the financing, operation and management of CCPS projects shall be made to the CCPS in the technical response of the firm’s response, and in advancement of assignment so that real or potential conflicts of interest can be avoided.

In any circumstance where Contractor, including any joint venture partners, parent or subsidiary companies, or affiliates under common control, is providing Services or work under another contract with CCPS and a dispute, claim or conflict of interest arises between CCPS and such Contractor under this agreement or another contract, CCPS may in its sole determination and discretion, suspend all existing work under this Agreement and may or may not issue any further work to the Contractor under this agreement unless and until such dispute, claim or conflict of interest is resolved to the satisfaction of CCPS. Should CCPS take such action, Contractor shall not be entitled to any additional costs of any kind resulting from such action except that Contractor may be paid for any authorized Services provided to CCPS under this Agreement prior to the effective date of the suspension of the work. This provision shall not be deemed exclusive and shall be supplemental to any rights and remedies

RFP 24-07 Blueprint Digitation and Storage Services Page 25 of 81 available to CCPS under this Agreement, any other contract or as may be available under applicable law.

VIII. Contractor as Independent Contractor.