RFP 27_03 TEACHER FOR DEAF_HARD OF HEARING.pdf

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REQUEST FOR SEALED PROPOSAL

Request for Proposal # 27-03

For the Project: Teacher for the Deaf/Hard of Hearing

RFP Administrator:

Haley Mitchell, Procurement Officer Glynn County School System 289 Community Action Drive Brunswick, Georgia 31520 Telephone: 912-267-4100, extension 1216

E-Mail: haley.mitchell@glynn.k12.ga.us

Sealed proposals are to be submitted to: Haley Mitchell, Procurement Officer, Glynn County School System, 289 Community Action Drive, Brunswick, Georgia, 31520. Submit proposal in a sealed, opaque envelope addressed to the RFP Administrator noted above. Envelopes to be plainly marked with the RFP# and title.

Deadline to receive proposals: 11:00 a.m. legally prevailing time on April 27, 2026.

Proposals are due at the time and date specified. Proposals will not be accepted after the date and time above. There will be no public opening of proposals. Proposals submitted via facsimile or otherwise not sealed will be rejected. Proposals received after the date and/or time noted above will not be opened.

The Glynn County Board of Education reserves the right to reject any or all proposals and to accept other than the low proposal when the interest of the school system can be better served. The Board reserves the right to waive any informalities in, or reject, any or all proposals or any part of a proposal. In the event of equal proposals, preference will be given to the local Proposer.

RFP Schedule of Events:

RFP Advertisement Dates March 26, 2026 Georgia Procurement Registry & GCSS Website

Deadline to Submit Questions April 10, 2026, noon

Deadline to Respond to Questions April 13, 2026, 4:30 p.m.

Deadline to Submit Proposal April 27, 2026, 11:00 a.m.

Board Approval TBD

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A. GENERAL INFORMATION REGARDING PROPOSAL

A.1 RFP Amendments

The Glynn County School System is not responsible for any errors or omissions that may occur when bid information is copied from the Georgia Procurement Registry or The Brunswick News by bid posting subscriber websites.

The Glynn County School System reserves the right to amend the Request For Proposal prior to the deadline of proposal submission. RFP amendments will be issued as written Addendum.

A.1.1 Addendum will be posted on the Glynn County School System website.

A.1.2 The Acknowledgement of Addenda form is to be returned with proposal. See Attachment “B”

A.2 Withdrawing a Proposal

Prior to the proposal due date, a submitted proposal may be withdrawn by the Proposer by submitting a written request emailed to the Glynn County School System RFP Administrator named above. All such requests must be signed by a person authorized to sign for the Proposer.

A.2.1 Re-Submitting a Response Should a Proposer withdraw its proposal prior to the RFP close date with the intention to re-submit, please note the following:

The Proposer’s original response must first be withdrawn in accordance with the guidelines noted above

Each Proposer is solely responsible for re-submitting its response prior to the RFP closing date and time

Costs for returning unopened, withdrawn proposals shall be borne by the Proposer

A.3 Cost For Developing Proposal

The cost for developing the proposal is the sole responsibility of the Proposer. The Glynn County School System will not provide reimbursement for such costs.

A.4 Questions and Restricting Communications With Staff

A.4.1 All questions concerning this RFP must be submitted in writing via email to the RFP Administrator noted above. No questions other than written will be accepted. No response other than written will be binding upon the Glynn County School System.

A.5 Cancellation of RFP

The Glynn County School System reserves the right to cancel this RFP at any time and will not be liable for any cost/losses incurred by the Proposers throughout this process.

A.6 Georgia Security & Immigration Compliance (GSIC) Act

O.C.G.A. § 13-10-91 (b)(1): A public employer shall not enter into a contract for the physical performance of services * unless the contractor registers and participates in a federal work authorization program.

*By definition: “Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2499.99.”

Proposals that involve the defined “physical performance of services” must include a notarized copy of the GSIC Affidavit forms for the Contractor, O.C.G.A. § 13-10-91(b)(1). See Attachment “C.”

The Georgia Attorney General’s website posts a list of the states that verify immigration status prior to the issuance of a driver’s license or identification card and that only issue licenses or identification cards to persons lawfully present in the United States.

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A.7 Business License or Certificate of Authority

In accordance with O.C.G.A. §48-13-7 and §14-3-1501, a valid Georgia Occupational Tax Certificate or Certificate of Authority is required before any work begins under this contract and shall be maintained throughout the term of this project. Proposer shall submit with their proposal, a copy of their company business license for the State of Georgia or a Certificate of Authority to transact business in the State of Georgia. Certificates of Authority are issued by the Georgia Secretary of State’s office, 404-656-2817.

Failure to submit this information may result in the Proposer being declared non-responsive.

A.8 Certification/Licensure

Valid Georgia Teaching Certificate in Special Education with Deaf Education Consultative or Special Education, Deaf Education Endorsement (include certificate(s) with RFP)

If you need more information, please contact the Georgia Secretary of State’s Professional Licensing Division Call Center at 478-207-2440.

A.9 Compliance with Laws

All work being done under this RFP shall comply with all existing State, Federal and local laws and regulations of the various departments or agencies of the State of Georgia. The Proposer shall protect and indemnify the Glynn County School System, its officers, employees and agents against any claim or liability arising from or based upon violation of any such law, ordinance, regulation, order, or decree, whether by himself or his employees or any Subcontractor.

A.10 Code of Conduct

The Purchasing Department staff or any other employee of the Glynn Board of Education shall not use their authority or office for personal gain and shall seek to uphold the standing of the purchasing profession by:

1. Maintaining an unimpeachable standard of integrity in all their business relationships both inside and outside the organizations in which they are employed;

2. Fostering the highest standards of professional competence among those for whom they are responsible;

3. Optimizing the use of resources for which they are responsible, so as to provide the maximum benefit to the Board of Education;

4. Rejecting and denouncing any business practice that is improper.

In applying these precepts, employees should follow the guidance set out below:

1. Declaration of Interest - Any personal interest which may either impinge or be deemed by others to impinge on employees' impartiality in any matter relevant to their duties should be declared to their employer.

2. Confidentiality and Accuracy of Information - The confidentiality of information received in the course of duty must be respected and not used for personal gain. Information given in the course of duty should be true and fair and not designed to mislead.

3. Competition - The Board of Education maintains some advantage by continuing relationships with suppliers. However, any arrangement which might, in the long term, prevent the effective operation of fair competition, should be avoided.

4. Business Gifts - To preserve the image and integrity of both the employee and the Board of Education, business gifts should be never be accepted.

5. Promotion or Sale of Materials - With the exception of properly executed sales of surplus property including furniture, equipment, textbooks and vehicles, no employee or agent of the Board of Education shall, for compensation of any kind, promote, offer for sale or sell, directly or indirectly, any books or other teaching or learning materials, equipment, furniture, or other articles purchased by the Glynn County School System, to the Board of Education, staff, parent, or student enrolled in the school system.

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Purchases from Board of Education members or companies in which the Board of Education member or a member of his immediate family has a controlling interest (51%) are prohibited. Purchases from employees or companies in which the employee, spouse, or children have a controlling interest (51%) and are in a procurement decision making role are prohibited. Purchases from companies in which a member of an employee's immediate family, other than spouse and children, has a controlling interest are permitted if the employee is not involved in a decision making role.

B. PROPOSAL OBJECTIVE AND SCOPE OF WORK

B.1 Objective

The objective of the RFP is to select a Proposer who will provide the services outlined in this RFP to the Glynn County School System. All qualified Proposers are invited to participate by submitting responses, as further defined below. After evaluating all Proposer responses received prior to the closing date and time of this RFP, the Glynn County School System will determine whether or not to conduct negotiations with responsive and responsible Proposers. After a careful evaluation of responses, an award recommendation will be presented to the Board of Education.

B.2 Scope of Work

Glynn County Schools is seeking a highly qualified individual to contract as independent or with an agency to perform the Scope of Services as specified in this Request for Proposal and should have established capability to provide direct and evaluation services to students with hearing impairments within the district.

Hours worked will be based upon the needs of the district. Proposers must state in their response to this RFP request, the hours in a week that services can be provided for the district.

See Section C.2 SPECIFICATIONS

C. CONTRACT TIME PERIOD and SPECIFICATIONS

C.1 Contract Time Period

a) Initial Term - The initial term of this contract, which results from the award of this RFP, shall commence on August 6, 2026, and terminate on May 26, 2027.

b) Extension Option -The contract may be extended up to three (3) months at the same bid pricing, provided mutual agreement by both parties in written form. This extension will be utilized only to prevent a lapse of contract coverage and only for the time necessary to issue and award a new Request for Proposal, but not to exceed three months.

c) Renewal Option - This contract may be renewed for up to (4) four one-year terms at the same terms and conditions by mutual agreement of both parties in written form. The Board will ONLY consider individual product price changes as part of the extension contract.

C.2 Specifications

Duties and Responsibilities of the Deaf/Hard of Hearing Service Provider:

Advises parents and/or legal guardians of student progress.

Completes designated follow-up procedures for students referred for special education service.

Develops, implements, monitors, and reviews the Individual Education Program (IEP) of each student.

Assesses student needs, progress, expectations, goals, etc.

Collaborates with school personnel, parents, and various community agencies.

Demonstrates prompt and regular attendance.

Uses special methodology for instruction according to the population needs including but not limited to ASL, SEE, TC, and Auditory/Oral communication strategies.

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Provides educational services according to the guidelines of the program and through the established delivery model for service.

Uses carefully designed behavior management strategies Administers, on an on-going basis, evaluations of student progress toward mastery of established goals and objectives.

Serves as a resource to the general education teachers who teach students served in the general education setting.

Demonstrates methods required to perform assignments to provide effective school program and address needs of individual students.

Follow professional practices consistent with school and system policies in working with students, students’ records, parents, and colleagues by o Interacting in a professional manner with students, parents and colleagues.

o Being available to students and parents for conferences according to school/system policies.

o Facilitating home-school communications by such means as holding conferences, telephoning, and sending written communications.

o Maintaining confidentiality of student students and student records o Modeling correct use of oral and written language.

o Demonstrating accurate and up-to-date knowledge of content.

o Assigning reasonable tasks and homework to students.

o Exhibits a professional attitude and demeanor at all times in dealing with the School Board, school administrators, fellow employees, parents, students, and the public Comply with school, system, and state administrative regulations and Board of Education policies by o Conducting assigned classes at the time schedules.

o Enforcing regulations concerning student conduct and discipline.

o Being punctual.

o Maintaining lesson plans as required.

o Providing adequate information, plans, and materials for the substitute teacher.

o Implementing designated curriculum.

o Maintaining accurate, complete and appropriate records and filing reports promptly.

o Attending and participating in faculty meetings and other assigned meetings and activities according to school policy.

o Assuming fair share of outside-the-classroom school responsibilities o Complying with conditions as stated in the contract.

Act in a professional manner and assume responsibility for the total school program, its safety and good order by o Taking precautions to protect records, equipment, materials, and facilities.

o Assuming responsibility for supervising students in out-of-class settings.

o Maintaining regular attendance and demonstrating a responsible attendance and use of leave o Promoting positive school environment that enhances student learning and professional relationships o Carrying out other duties as may be assigned by the principal, which may include supervisory responsibilities, duty assignments, club/activity sponsorship, or athletic coaching Cooperate with other members of the school staff and the administration in the discharge of tasks, duties, and responsibilities.

Complete all prescribed activities outlined in the Professional Development Plan according to the time lines indicated.

Perform other such school related duties as may be required by the principal for promoting the well-being and safety of the students and the school.

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D.1 See Cost Proposal Form. All relevant, applicable costs and fees are to be included in the Cost Proposal.

Proposer(s) shall submit their cost responses into the Cost Proposal Form provided herein.

Proposer(s) shall not deviate from the structure established in the Cost Proposal Form. Submission of incomplete Cost Proposal Forms or Cost Proposal Forms that deviate from the clearly established structure may result in the rejection of a proposal as non-responsive.

E. PROPOSAL SUBMISSION GUIDELINES

Upon opening of the proposals, all proposals received will be reviewed to ensure that all required forms and information have been submitted by the Proposer and in the order stated in section E below.

All proposal packages must include the following applicable items and attachments in the order specified below:

a. Company Profile (see E.2)

b. Acknowledgement of Addenda

c. GSIC Affidavits for Contractor (see A.6, Attachment “C”)

d. Georgia Business License/Occupational Tax Certificate or Certificate of Authority (See A.7)

e. License (see A.8)

f. Business Litigation information (see E.3)

g. Information on Key Employees for this project (see E.4)

h. Cost Proposal Form (form enclosed)

i. Proposer’s References (form enclosed)

j. Suspension and Debarment (form enclosed)

k. Anti-Collusion Affidavit (form enclosed)

E.1 Number of Copies (2)

Submit 1 original and 1copy of proposal in a sealed opaque envelope. Proposals must be submitted on 8 1/2” x 11” letter size white bond paper, single-sided, typed, stapled/fastened in upper left hand corner.

Fancy bindings, report covers, colored displays and promotional material are not desired unless specifically requested.

E.1.1 Submit proposal in a sealed, opaque envelope addressed to the RFP Administrator noted above.

Envelopes to be plainly marked with the RFP# and title.

E.2 Company Profile

The Proposer will include with proposal, the legal form of its business organization, that state in which incorporated (if a corporation), the types of business ventures in which the organization is involved and the office location that will be the point of contact for the project described in this RFP.

E.3 Business Litigation (answer required) The Proposer will disclose any involvement by the organization or any officer or principal in any business litigation within the last five (5) years which may have a material impact or effect on the products and services requested in this RFP. The disclosure is to be submitted with proposal and will include an explanation as well as the current status and/or disposition of such litigation.

I have disclosed all business litigation information: Yes No N/A

E.4 Key Employees Include with proposal, pertinent data for key employees that will be assigned to this project such as name, position, role/responsibility and Resume’ of background/experience qualifying him/her for the position.

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F. EVALUATION:

F.1 Suspension and Debarment Verification

The Glynn County School System will check the SAM website at http://www.sam.gov to determine if a bidder/Proposer is listed.

Institutions shall solicit offers from, award contracts to, and consent to subcontracts with responsible vendors and/or principals only. The serious nature of debarment and suspension requires that sanctions be imposed only in the public interest for the Government's protection and not for purposes of punishment.

Institutions shall impose debarment or suspension to protect the Government's interest and only for the causes and in accordance with the procedures set forth in 2 CFR 200.213.

The Vendor certifies that the Vendor and/or any of its sub vendors or principals have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or any agency of the Federal government or as defined in the 2 CFR 200.213 which states “Non-federal entities are subject to the non-procurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR part 180.

These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.” The Vendor will immediately notify the School Food Authority if Vendor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Vendors by a federal entity.

By signing this agreement, the Vendor is testifying that they are not debarred, suspended, or has any ineligible or voluntary exclusions with the U.S. Department of Agriculture or any other Federal or State Agency. All responses will be verified. Debarment and Suspension (Executive Orders 12549 and 12689): A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp.,

p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. See Attachment E

F.2 In most instances where possible, all contracts and open market orders will be awarded to the lowest responsible Cost Proposal meeting all proposal requirements and specifications. The Glynn County School System reserves the right to evaluate all responsive proposals based on low cost proposal, then stated evaluation criteria. In scoring against the stated criteria, the Glynn County School System may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors.

F.2.1 Evaluation Committee

The Evaluation Committee will evaluate the quality and completeness of each submittal as it addresses each requirement of the RFP. Submittals will be evaluated in categories as follows:

TECHNICAL MERIT (40 points)

Qualifications and the demonstrated ability of Proposer’s experience. (25 points) The Evaluation Committee, after reviewing all qualifications and experiences of Proposers, decide to create a “short-list” of Proposers considered to be “reasonably susceptible for award” and conduct interviews for positions/contracts. It will be the sole discretion of the Evaluation Committee to decide if interviews will be required.

Interviews may be coordinated with Independent Contractors or through agency representatives.

Interview points may be added to scores obtained for qualifications and past experiences. (15 points).

COST: (60 points)

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Negotiations may then be conducted with any of the Proposers short-listed. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with Proposers short-listed, the District shall select the Proposer, which, in its opinion, demonstrates the best qualifications, experience, and interview.

F.2.2 Ranking Upon completion of the evaluation process and presentations (if requested) by the Evaluation Committee, the proposals will be ranked in descending Points Total order, High to Low. The proposal receiving the highest points total will be recommended to the Finance Committee for award. If approved, the Finance Committee will bring the award recommendation to the Board of Education.

G. AWARD

Awards on multi-year contracts and proposals of $40,000 or more must be approved by the Board of Education on the first practical BOE meeting date after the RFP deadline. The Glynn County School System reserves the right to accept other than the lowest cost proposal, or the highest points total ranked proposal when the interest of the Glynn County School System can be better served. Where time is of the essence, the best delivery date offered will be taken under consideration in awarding proposals.

G.1 Low Dollar Bid Award

In most instances where possible, all contracts and open market orders will be awarded to the lowest responsible Cost Proposal meeting all proposal requirements and specifications. The Board reserves the right to waive any informalities in, or reject, any or all proposals or any part of a proposal.

G.2 Tie Bids In the event of equal proposals, preference will be given to the local Proposer (a person who (1) has a place of business located in Glynn County, Georgia; (2) which is staffed by an employee or employees as their permanent employment year round in the normal course of business).

G.3 Split/Multiple Awards The Glynn County School System reserves the right to make multiple awards or to award a contract by individual line items/services or alternatives, by group of line items/services or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the Glynn County School System. If the Glynn County School System determines that an aggregate award to one Offeror is not in the Glynn County School System’s best interest, “all or none” offers shall be rejected.

H. CONTRACTS:

H.1 Funding Approval and Availability

The fiscal year for Glynn County Schools begins July 1st and ends June 30th. This solicitation and any resulting contract(s) may contain renewal and extension options that are subject to approval and funding of the Glynn County Board of Education which shall terminate absolutely without further obligation on the part of the Glynn County Board of Education at the end of the fiscal year following the date of solicitation and at each June 30th renewal anniversary date thereafter unless the successful vendor is notified otherwise and agrees in writing to the exercise of renewal and extension options. No purchase will be made if funding is not approved by the Glynn County Board of Education. O.C.G.A. 20-2-506 shall apply to all multi-year lease, purchase, or lease purchase contracts. Pursuant to O.C.G.A. Section 50-5-64, this Contract shall not be deemed to create a debt of the State 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.

H.2 Copy of Contract Form (if applicable)

If applicable to the requirements of this RFP, proposals are to include a non-executable, reviewable copy of the contract being proposed including the vendor’s implementation responsibilities, Glynn County School System’s implementation responsibilities and the vendor’s support responsibilities after implementation.

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The applicable terms and provisions of any contract shall bind the vendor. Nothing contained herein shall create any contractual relationship between any sub-vendor/sub-contractor and the Glynn County School System. The primary vendor will be responsible for the supervision and conduct of any sub-vendors and/or sub-contractors assigned to this project. The contract shall bind the vendor to furnish and deliver goods and/or services at the prices, and in accordance with, the conditions of this RFP except as otherwise designated.

H.3 Immediate Termination

This Contract will terminate immediately and absolutely if the Glynn County Board of Education determines that adequate funds are not appropriated or granted or funds are de-appropriated such that the Board cannot fulfill its obligations under the Contract, which determination is at the Board's sole discretion and shall be conclusive. Further, the Board may terminate the Contract for any one or more of the following reasons effective immediately without advance notice:

(i) In the event the Contractor is required to be certified or licensed as a condition precedent to providing goods and services, the revocation or loss of such license or certification may result in immediate termination of the Contract effective as of the date on which the license or certification is no longer in effect;

(ii) The Board determines that the actions, or failure to act, of the Contractor, its agents, employees or subcontractors have caused, or reasonably could cause, life, health or safety to be jeopardized;

(iii) The Contractor fails to comply with confidentiality laws or provisions; and/or

(iv) The Contractor furnished any statement, representation or certification in connection with the

Contract or the bidders process which is materially false, deceptive, incorrect or incomplete.

H.4 Termination for Cause

The occurrence of any one or more of the following events shall constitute cause for the Board to declare the Contractor in default of its obligations under the Contract:

(i) The Contractor fails to deliver or has delivered nonconforming goods or services or fails to perform, to the Board’s satisfaction, any material requirement of the Contract or is in violation of a material provision of the Contract, including, but without limitation, the express warranties made by the Contractor;

(ii) The Board determines that satisfactory performance of the Contract is substantially endangered or that default is likely to occur;

(iii) The Contractor fails to make substantial and timely progress toward performance of the Contract;

(iv) The Contractor becomes subject to any bankruptcy or insolvency proceeding under federal or the Glynn County Board of Education law or State law to the extent allowed by applicable federal or county or state law including bankruptcy laws; the Contractor terminates or suspends its business; or the Board reasonably believes that the Contractor has become insolvent or unable to pay its obligations as they accrue consistent with applicable federal or state law;

(v) The Contractor has failed to comply with applicable federal, Glynn County Board of Education and State laws, rules, ordinances, regulations and orders when performing within the scope of the Contract;

(vi) The Contractor has engaged in conduct that has or may expose the Board to liability, as determined in the Board’s sole discretion; or

(vii) The Contractor has infringed any patent, trademark, copyright, trade dress or any other intellectual property rights of the Board, or a third party.

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H.5 Default

In case of default of the supplier, the Glynn County School System reserves the right to procure the articles or service from other sources.

H.6 Termination for Convenience.

Following thirty (30) days’ written notice, the Board may terminate the Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Contractor. Following termination upon notice, the Contractor shall be entitled to compensation, upon submission of invoices and proper proof of claim, for goods and services provided under the Contract to the Board up to and including the date of termination.

H.7 Termination Due to Change of Law.

The Board shall have the right to terminate this Contract without penalty by giving thirty (30) days’ written notice to the Contractor as a result of any of the following:

(i) The Board’s authorization to operate is withdrawn or there is a material alteration in the programs administered by the Board; and/or

(ii) The Board’s duties are substantially modified.

H.8 Payment Limitation in Event of Termination.

In the event of termination of the Contract for any reason by Board, the Board shall pay only those amounts, if any, due and owing to the Contractor for goods and services actually rendered up to and including the date of termination of the Contract and for which the Board is obligated to pay pursuant to the Contract or Purchase Instrument. Payment will be made only upon submission of invoices and proper proof of the Contractor’s claim. This provision in no way limits the remedies available to the Board under the Contract in the event of termination. The Board shall not be liable for any costs incurred by the Contractor in its performance of the Contract, including, but not limited to, startup costs, overhead or other costs associated with the performance of the Contract.

H.9 The Contractor’s Termination Duties.

Upon receipt of notice of termination or upon request of the Board, the Contractor shall:

(i) Cease work under the Contract and take all necessary or appropriate steps to limit

(ii) disbursements and minimize costs, and furnish a report within thirty (30) days of the date of notice of termination, describing the status of all work under the Contract, including, without limitation, results accomplished, conclusions resulting therefrom, and any other matters the Board may require;

(iii) Immediately cease using and return to the board, any personal property or materials, whether tangible or intangible, provided by the Board to the Contractor;

(iv) Comply with the Board’s instructions for the timely transfer of any active files and work product produced by the Contractor under the Contract;

(v) Cooperate in good faith with the Board, its employees, agents and contractors during the transition period between the notification of termination and the substitution of any replacement contractor; and

(vi) Immediately return to the Board any payments made by the Board for goods and services that were not delivered or rendered by the Contractor.

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J. GENERAL CONDITIONS:

J.1 Equal Opportunity Compliance Statement

In accordance with Federal Law and U.S. Department of Agriculture policy, the Glynn County Board of Education is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992. (Voice) Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

J.2 HUB (Historically Underutilized Business) Statement

It is the intent of the Glynn County Board of Education to provide maximum practicable opportunities in its solicitations to minority firms, women's business enterprises, labor surplus area firms and veteran-owned businesses.

Small businesses, women and minority-owned business sources, labor surplus area firms and veteran-owned businesses will not be given unfair advantage when evaluating competitive purchases i.e., simplified acquisition purchases, sealed bids, proposals, or noncompetitive procurement (2 CFR 200.321).

J.3 Record Retention and Access Clause

The Contractor shall maintain books, records and documents in accordance with generally accepted accounting principles and procedures and which sufficiently and properly document and calculate all charges billed to the Glynn County Board of Education, throughout the term of the Contract for a period of at least five (5) years following the date of final payment or completion of any required audit, whichever is later. Records to be maintained include both financial records and service records.

The Contractor shall permit the Auditor of the State of Georgia or any authorized representative of the Board, and where federal funds are involved, the Comptroller General of the United States, or any other authorized representative of the United States government, to access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of the Contractor relating to orders, invoices or payments or any other documentation or materials pertaining to the Contract, wherever such records may be located during normal business hours. The Contractor shall not impose a charge for audit or examination of the Contractor’s books and records. If an audit discloses incorrect billings or improprieties, the State and/or the Glynn County Board of Education reserves the right to charge the Contractor for the cost of the audit and appropriate reimbursement. Evidence of criminal conduct will be turned over to the proper authorities.

J.4 Bid Protest Procedures

All protest shall be in writing and shall be delivered to Haley Mitchell, at the Glynn County Board of Education before the RFP closing date. A protest of a proposed award or of an award shall be filed within

(10) days from the award notice and shall include:

1. the name, address, and telephone number of the protestor;

2. the signature of the protestor or an authorized representative of the protestor;

3. Identification of the purchasing agency and the solicitation or contract number;

4. a detailed statement of the legal and factual grounds of the protest including copies of relevant documents:

5. The form of relief requested

The Glynn County Board of Education shall in all instances disclose information regarding protests to State Agency.

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J.5 Non-Collusion Statement "I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid, and certify that I am authorized to sign this bid for the Bidder per O.C.G.A.50-5-67. I further certify that the provisions of the official code of Georgia annotated 45-10-20 et seq. have not and will not be violated in any respect." see attachment L

J.2 Payment shall be made by the Glynn County School System to Vendor for services that are actually performed, and, if applicable, products actually delivered in accordance with the specifications of the Request for Proposal and receipt of an invoice.

J.3 Visitors, including Contractor’s employees and subcontractors, are prohibited from smoking on Glynn County School System property.

K. INSURANCE REQUIREMENTS:

K.1 If selected and prior to any work being done, the Proposer/Contractor shall indemnify and hold harmless the Glynn County School System, its employees and agents against any and all claims, damages, losses, and expenses, including but not limited to attorney’s fees arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury or destruction of tangible property (other than the work itself) including the loss of use resulting therefrom and (2) is caused in whole or in part by any negligent act or omission of the Contractor, and Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation on indemnity which would otherwise exist as to any party or person described in this paragraph. In any and all claims against the Glynn County School System or any of its agents or employees by an employee of the Proposer/Contractor, any Subcontractor, anyone directly or indirectly employed by any of them may be liable, the indemnification obligation under this paragraph shall not be limited in any way by a limitation of the amount or type or damages, compensation or benefits payable under worker’s or workman’s compensation acts, disability benefits acts, or other employee benefits acts.

K.2 (See Attachment “A”) Prior to the commencement of any work under this Contract, the Contractor shall provide the Glynn County School System Director of Purchasing with a copy of a current Certificate of Insurance insuring the Proposer/Contractor, its agents, and employees against claims arising from the work being performed in conjunction with this contract. This aforementioned insurance policy shall insure the Proposer/Contractor, its agents, and employees to the minimum limits of amount as follows:

1. Workers Compensation:

a. State: Statutory

b. Employers Liability: $500,000

2. Comprehensive General Liability:

a. Bodily Injury:

$1,000,000 per Person $1,000,000 per Occurrence

b. Property Damage:

$1,000,000 per Person $1,000,000 per Occurrence

3. Personal Injury with Employment Exclusion deleted: $500,000 annual aggregate

4. Products and Completed Operations: Same limits as Comprehensive General Liability maintained for one year after substantial completion.

5. Contractual Liability: $500,000

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6. Comprehensive Automobile Liability:

Bodily Injury and Property Damage $1,000,000 per Person $1,000,000 per Occurrence

7. Umbrella Excess Liability: $1,000,000

K.3 Further, all such insurance shall name the Glynn County School System as additional named insured. In the event the Proposer/Contractor has a blanket policy to cover more than the scope of this contract, Proposer/Contractor must then furnish Owner an endorsement to this blanket policy which specifies that the Glynn County School System shall be an Additional Named Insured for the work to be performed under this contract. A “Contractor Sample” of the required Certificate of Insurance is provided as Attachment “A.”

L. ACCESS TO PRICING INFORMATION:

L.1 Open Records:

Proposers are cautioned that any documentation submitted with or in support of a proposal will become subject to public inspection under the Georgia Open Records Act. Labeling such information as “Confidential,” “Proprietary,” or in any other manner may not protect this material from public inspection upon request. By submitting a proposal in response to this Request For Proposal, the Proposer agrees that it will not request, and will not authorize anyone on its behalf to request any other Proposer's response to this Request For Proposal until such time as the Glynn County School System has selected the successful Proposer. Likewise, Proposer will not utilize any information contained in any other Proposer's response to this Request for Proposal regardless of how that information is obtained, in formulating any response to this Request for Proposal. Violation of these assurances is grounds for rejection of the Proposer's response.

L.1.1 After an award is made, the chosen vendor and amount will be posted on the Georgia Procurement Registry (if applicable) and the Glynn County School System website under Bid Opportunities. Other information relating to an RFP that is not listed on the school system website is available through an Open Records request. After receipt of the Open Records request and prior to any record retrieval, the requestor will be provided with a cost estimate of the costs to access the documents and for photocopies, and the day/time such records will be available for viewing. If records are to be copied and mailed, full payment must be received prior to delivery of the records. Payment options are limited to U.S. currency, company checks or money orders (no personal checks).

L.2 The proposal tabulation shall not be construed as “notice of award,” it merely is a record of the proposal prices that were submitted. In most instances, all contracts and open market orders will be awarded to the lowest responsible proposal meeting all specifications, however, the Board reserves the right to reject any or all proposals and to accept other than the low proposal when the interest of the school system can be better served.

L.3 Notice of Award will be provided to all that submitted a cost proposal.

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COST PROPOSAL FORM - RFP #27-03

Company Name:________________________________________________________________________

By___________________________________________________________________________________

Title__________________________________________________________________________________

Address:____________________________________________________________________________

Phone______________________________________ Fax____________________________________

Email address____________________________________________________________________________

Having carefully examined the Request for Proposal documents provided and held to actual or implied knowledge of the premises and conditions affecting the work, the undersigned proposes to furnish all service, labor and materials called for by them. No proposal may be withdrawn for a period of 120 days after time set for opening of proposals has been called on the date of opening.

Base Bid:

2026-27 Academic Year $_________________________________________________

Signature of Proposer (use blue ink)

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PROPOSER’S REFERENCES

List 3 references for the most closely related projects (preferably for other public school systems) completed in the last 3 years

I. Company____________________________________________________________

Address_________________________________________________________________

City/State/Zip____________________________________________________________

Contact Person___________________________________________________________

Telephone_____________________________Fax_______________________________

Description of type work that was done________________________________________

II. Company_____________________________________________________________

Address_________________________________________________________________

City/State/Zip____________________________________________________________

Contact Person___________________________________________________________

Telephone_____________________________Fax_______________________________

Description of type work that was done________________________________________

III. Company____________________________________________________________

Address_________________________________________________________________

City/State/Zip____________________________________________________________

Contact Person___________________________________________________________

Telephone_____________________________Fax_______________________________

Description of type work that was done________________________________________

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ATTACHMENT “A”

Contractor Sample of Certificate of Insurance Required from Proposer Awarded the Project

E X A M P L E

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ATTACHMENT “B”

Acknowledgement of Addenda

The Offeror has examined and carefully studied the Specifications and the following Addenda, receipt of all of which is hereby acknowledged:

Addendum No. _____ dated _________________ Acknowledgement ________________ Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the RFP requirements.

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ATTACHMENT “C”

Georgia Security & Immigration Compliance (GSIC) Affidavit

CONTRACTOR AFFIDAVIT under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor 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 the Glynn County School System 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 applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91 (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization (The ID# is 4-6 digits – no letters)

Name of Contractor

______RFP 27-03____________________________________

Name of Project

______GLYNN COUNTY SCHOOL SYSTEM ________________________________________________________________ Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____________________________________, 202____ 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__________________, 202___

NOTARY PUBLIC

My Commission Expires: __________________________________________________

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ATTACHMENT J

AD-1047 OMB No. 0505-0027 Expiration Date: 09/30/2025

Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible Agency or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992.