RFP

Request for Proposal (RFP) Multi-Purpose Building Furniture, Furniture, and Equipment

Inquiries and requests regarding this RFP should be directed to:

Morgan County Charter Schools

1065 East Ave Madison, GA 30650

(706)752-4800

Bid must be received no later than 01/20/2023 at 2:00 pm EST to:

Morgan County Board of Education Attn: Nancy Willis

1065 East Ave Madison, GA 30650

(706)752-4800

Please note that all proposals must be received by the stated deadline. Late proposals will be considered void and unacceptable. After the deadline, proposals will be evaluated for this RFP.

Not all proposal information is considered public, and only the final contract and costs of award will be available to the public. No proposal information will be shared until after the award.

MORGAN COUNTY SCHOOLS RESERVES THE RIGHT TO REJECT ANY AND ALL

BIDS AND PROPOSALS AND TO AWARD IN PART OR IN TOTAL WHICHEVER IS

DEEMED TO BE IN THE BEST INTEREST OF THE SCHOOL DISTRICT.

SECTION 1 – GENERAL INFORMATION

1.1 Background

We have one primary school, one elementary school, one middle school, and one high school in our school system. We have two administrative locations: Central Office and Transportation. We enroll approximately 3,400 students.

We are looking to renovate our current fieldhouse to a new multi-purpose building that will be utilized as office space, meeting space, storage, and locker rooms. Our goal is to provide all needed furniture, fixtures and equipment to the building to provide a beneficial setting for our school and community.

1.2 Intent of the RFP

It is the intent of this Request for Proposal (RFP) to provide proposers with sufficient information to prepare a proposal for furniture, including all labor, materials, equipment and services. Specifications and requirements are detailed in Section 4.

1.3 Submission Schedule

Issue Date: 12/05/2022

Final Date for Written Questions: 01/13/2023

Deadline for Submitting Bids: 01/20/2023

Bid Opening: TBD

1.4 Bid Items

Proposers who choose Option 1 above may submit a single proposal document for both categories. Submission requirements may be found in Section 2.

1.5 Evaluation Criteria

This package is not meant to favor any proposer. It is designed to meet the needs of Morgan County Schools. Morgan County Schools designated staff will weigh the proposals based on the proposer’s references, qualifications, support as well as technical merit.

In awarding the Contract, the review team may take into consideration the proposer’s skill, facilities, capacity, experience, support capabilities, previous work record, costs, the necessity of prompt and efficient completion of work described in the proposal documents, or other factors we consider relevant. Inability of Contractor to meet these conditions may be cause for rejection of the proposal. Contractor is required to disclose whether any of its owners, directors, officers or principals is, or is closely related to any Morgan County Schools employee who has or may appear to have any control over the award, management or evaluation of the contract.

Morgan County Schools reserves the right to utilize the evaluation rubric as part of the decision making process and not as the sole evaluation tool.

Each proposal response will be evaluated utilizing these evaluation criteria based on a 100-point scale:

Item Evaluated Possible Points

Items Proposed 25

Proposer’s References 10

Installation Capability 15

Ongoing Support Capabilities 15

Quality of RFP Response Documents 5

Cost 30

TOTAL 100

An explanation of each factor is below. All awarded points determined by a formula will be rounded to the nearest whole number.

1.5.1 System Proposed: 25 points

System evaluation criteria are based on ability to meet the project needs.

1.5.2 Proposer: 10 Points

Proposal evaluation criteria points are based on similar project references and years in business performing work similar in nature to the scope of this project.

Item Evaluated Point Range

All three references are favorable and all three are similar to the project and organization as specified in this RFP. 8-10

All three references are favorable and one or two are not similar to the project and organization as specified in this RFP. 4-6

Any reference provides unfavorable comments about the Proposer. Or all three references are favorable but none are similar to the project and organization as specified in this RFP.

0-1

1.5.3 Installation Capability: 15 Points

Installation Capability is based on the number and qualifications of certified technicians and the Proposer’s proven capability to meet project deadlines (from information gathered from references).

Item Evaluated Point Range

The proposer or sub-contractor employs five (5) or more technicians who have project experience for each subsystem 15

The proposer or sub-contractor employees between one (1) and four (4) technicians who have project experience for each subsystem 11-14

The proposer or sub-contractor employees between one (1) and two (2) technicians who have project experience for each subsystem 0-10

1.5.4 Ongoing Support Capability: 15 Points

Ongoing Support Capability is based on the number and qualifications of local certified and trained technicians and the Proposer’s capability to meet project deadlines (from information gathered from references).

Item Evaluated Point Range

The proposer employs three (3) or more local technicians (within 150 miles) for each subsystem who have project experience. 15

The proposer employs at least one (1) or more local technicians (within 150 miles) for each subsystem who have project experience. 7.5

1.5.5 Quality of RFP Response: 5 Points

Quality of RFP response is based on the overall quality and presentation of the Proposer’s response documents. These criteria give more points to responses that are complete, organized and provide all relevant materials to properly evaluate the response and the company.

Item Evaluated Point Range

Awarded for the most complete RFP response while other proposals are awarded based on a percentage of the best proposal. 5

1.5.6 Cost: 30 Points

Lowest cost proposal is awarded full points while the other proposals are awarded points based on a percentage of the lowest proposal.

1.6 Terms and Conditions

All specification terms and conditions as outlined in the RFP are complied with and met.

Suitability of proposed solution with respect to the district’s needs and objectives.

1) Proposer participation and responsibility clearly defined

2) Morgan County Schools participation and responsibilities clearly defined

3) Hardware and peripheral product quality and content including, but not limited to:

a) Durability

b) Performance

c) Integration

d) Serviceability

e) Warranty

f) Maintenance

g) Meets or exceeds industry standards

h) Fulfillment of criteria specifies in this RFP

1.7 Contract Negotiation

Morgan County Schools reserves the right to negotiate with any company/supplier submitting a response to alter, clarify, or further enhance the company’s proposals and/or any contractor arising out of the acceptance of the response. In evaluation of the proposal, the pricing submitted will be considered the best and final pricing.

1.8 Contract Award Process

The laws of the State of Georgia shall prevail concerning all legal issues pertaining to this contract. The provisions of O.C.G.A. 20-2-506 shall be made part of any contract resulting from this RFP.

The Board reserves the right to make an award without further discussion of any proposal submitted. Each proposal should be initially submitted on the most favorable terms the proposer can offer. There will be no best and final offer procedure.

The Board reserves the right, at its sole discretion, to negotiate with the apparent best evaluated proposer. Price will be a major determining factor.

Contract award shall be subject to the contract approval of all appropriate Board officials in accordance with applicable laws, policies and regulations.

SECTION 2 – SUBMITTAL REQUIREMENTS

All Proposers shall submit documents in the following formats:

● (1) Original document with wet signatures and stamped “Original”

● (1) Copy document

● (1) Electronic copy on a USB flash drive

2.1.1 Requested Content

All Proposers shall submit the following as a minimum:

a) Letter of Introduction

b) Price summary Excel worksheet. Any substitutions or alternates offered by Proposer shall include manufacturer name, part number, description, and an image of the proposed item

c) Licenses and Documentation including a Georgia business license, a W-9, and a Certificate of Insurance naming Morgan County Schools as additional insured

d) Proposer’s background, including names and biographies of proposed project team

e) Any additional information describing Proposer’s capabilities in fulfilling this

RFP

f) Please include descriptive literature/brochures, if available. All user/owner/ technical reference materials should be included with and submitted upon delivery of equipment

2.2 Mandatory Requirements

Mandatory requirements for acceptance of your proposal. Please INITIAL in the appropriate box:

Requirement Vendor

Can Comply

Vendor Cannot Comply

Contractor must be licensed to perform all elements of this contract in the State of Georgia

Contractor must not currently be suspended or debarred from any governmental contract or have been so within the past five years

Contractor must agree to hold all pricing firm for twelve

(12) months as specified in this document

Company personnel working on-site must be identifiable and will perform all services as according to all applicable laws, ordinances, rules and regulations

2.3 Confidential Material

Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by Morgan County Schools to the extent allowable.

SECTION 3 – TECHNICAL REQUIREMENTS

3.1 General & Technical Requirements

3.1.1 All equipment, materials, and supplies necessary to perform the services contracted herein shall be included by the Contractor and be reflected in the Bid Pricing.

3.1.2 Tobacco/Alcohol/Drugs: All Morgan County Schools property shall be free from any tobacco products (smoking or smokeless), alcohol, and illegal drugs. This includes vehicles and personal items. Failure to adhere may result in contract termination without remedy and/or criminal prosecution to the fullest extent of the law. Morgan County Schools vehemently defends the safety of Morgan County Schools students and staff pertaining to these banned substances. Any vehicle or personal property (lunch box, bag, box etc.) is subject to search at any time by Morgan County Schools personnel without probable cause.

3.1.3 Employee of Contractor must submit to immediate drug/alcohol screening in the case of an accident on school grounds (Contractor expense)

3.1.4 Safety and Security: At all times, the Contractor (all employees) shall exercise exceptional caution to protect Morgan County Schools students, personnel, or visitors from any and all hazards associated with the execution of this contract. Contractor personnel shall exercise extreme caution to not harm or remove any property not owned by Contractor. Morgan County Schools will prosecute any criminal activity to the fullest extent of the law. Contractor shall not interact with any non-contractor personnel while on Morgan County Schools property unless directly associated with the performance of contract. Personnel shall not, under any circumstances, converse or interact in any manner, with Morgan County Schools students or staff. Contractor shall refrain from vulgar language, obscene gestures, and any behavior deemed inappropriate for the K - 12 environment.

3.1.5 Identification of Personnel: In addition to the requirements of Section 2.2, all contractor personnel shall be identifiable at all times. ID issued by Contractor must be worn at all times.

3.1.6 Damage by Contractor: Any damage done to any part of the any Morgan County Schools property shall be replaced to the satisfaction of Morgan County Schools, at no cost to Morgan County Schools. This includes, but not limited to sprinkler heads, vehicles, structures, and windows.

3.1.7 Workmanship: All work shall be done in a professional manner and must comply with all Federal, State, and Local codes. All work requiring licensed mechanics by code or regulation shall be done only by employees having met such criteria.

3.1.8 Inspection of Work: Under this contract, the Contractor has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by Morgan County Schools personnel shall in no way affect said responsibility of Contractor; nor shall the failure of any of the foregoing to discover or to bring to the attention of the Contractor the existence of any work not in accordance with said specifications.

3.1.9 Correction of Work: Any work deemed unsuitable per contract standards as determined by Morgan County Schools shall be corrected within 24 hours. Any corrected work shall be at no additional cost to Morgan County Schools.

3.1.10 Interaction with Morgan County Schools students, personnel, and visitors should be limited to business pertaining only to the performance of this contract.

3.1.11 Insurance: Proof of insurance must be submitted with proposal response and at any point during the life of the contract.

● Workman’s Compensation: In accordance with Georgia Code

● Other Insurance: The contractor shall obtain and maintain at his expense, insurance with minimum limits as prescribed below and shall protect the Contractor and Owner from any claims for property damage or bodily injury, including death, which may arise from the execution of this contract. The Contractor shall furnish to Morgan County Schools Facilities the Owner Certificates, policies and cancellation endorsements as shown below.

● Contractor’s General Liability Insurance: Minimum of $1,000,000.00 general liability insurance

3.1.12 Ownership: Preference will be given to companies incorporated in and with offices in the state of Georgia.

3.1.13 Barred Equipment: Equipment banned under the current National Defense Authorization Act (NDAA) shall not be included in any proposals. This specifically includes Hikvision, Dahua or any OEMs manufactured by these two companies.

3.2 Financial

Please provide quotes detailing your solution for Morgan County Schools. The quote should include all necessary hardware, software, and cabling needed to complete a full installation as well as any license subscriptions.

3.3 Warranty

Warranty terms on the hardware and any associated software should be clearly defined.

3.4 Delivery and Installation

Any delivery and installation charges should be clearly defined as separate line items.

3.5 Training

Please describe any training included in the proposal. If there are any costs associated with training, they should be clearly defined as separate line items as well. Training methodology should include, but not limited to the following:

a) Comprehensive Training for School Safety Staff

b) School Based Training per Site

c) Written Training Materials, On-line Training Materials

3.6 Proposer Suggested Options and/or Alternatives

Any suggested options or alternatives that Morgan County Schools should consider for a surveillance system must be included in the proposal bid. The bid can also include any alternate technologies you feel would benefit our district and that we should take under consideration. In order to remain fair and to ensure the integrity of the bid process, if an alternative option is of interest to Morgan County Schools all RFP responders will be informed so that they may update their bid to provide supplemental information on the alternative solution as well.

Copies of all vendor questions and answers, as well as clarifications that Morgan County Schools provides to a single vendor, will be available to all respondents by way of a Q&A page on the school district’s website.

SECTION 4 – SPECIFICATIONS AND SCOPE OF WORK

4.1 Furniture

Ask for layout