RFP_BOE_Furniture_Final26.docx

The Butts County School System 181 North Mulberry Street Jackson, GA 30233 Tel: (770) 504-2300 Email:

rustinw@bcssk12.org

REQUEST FOR PROPOSALS

For Office Furniture – New Board of Education Office Issued on: Friday, August 28, 2026 Due Date: Wednesday, September 30, 2026 at 2:00 pm Administered by: Mr. Will Rustin, Interim Superintendent Return to: The Butts County School System Attn: Mr. Will Rustin, Interim Superintendent 181 North Mulberry Street Jackson, GA 30233 Butts County Schools is an equal opportunity employer.

SECTION I – INTRODUCTION and INTENT of RFP:

Notice to Contractors Notice to Contractors The Butts County School System (hereinafter referred to as the “System”) is soliciting proposals from qualified Contractors to provide, deliver, and install office furniture for the System’s new Board of Education Office.

The intent of this Request for Proposal (RFP) is to select a qualified Contractor capable of providing a complete office furniture package that meets the functional, aesthetic, durability, and operational needs of the System. The successful Contractor shall furnish all necessary furniture, equipment, materials, delivery, assembly, installation, and related services required to provide a complete and professional installation.

Furniture may include, but is not limited to, executive and administrative office furniture, desks, workstations, conference tables and chairs, reception-area furniture, storage and filing units, shelving, and other furnishings identified within the specifications of this RFP.

The successful Contractor shall coordinate delivery and installation with the System to ensure that all furniture is properly assembled, placed, and ready for use within the timeframe established by the System. Contractors shall be responsible for removing all packaging, shipping materials, and installation debris from the site upon completion.

Contractors may only submit proposals for the entire project, unless otherwise specifically stated within this RFP. Contractors must provide all information, documentation, pricing, and other materials required by this Request for Proposal.

Proposals will be accepted until Wednesday, September 30th 2026 by 2:00pm by Mr. Will Rustin at the Butts County School System Board Office, 181 North Mulberry Street, Jackson, Georgia 30233. Complete specifications and proposal instructions are included within this RFP.

It is the sole responsibility of the Contractor to ensure that its proposal is received by Mr. Will Rustin on or before the stated closing date and time. The proposal submission deadline shall be strictly observed. The System shall not be responsible for delays caused by mail, delivery services, weather, traffic, or any other occurrence.

All proposals shall be received by mail or delivered “in hand.” Electronic or emailed proposals will NOT be accepted. Under no circumstances will proposals received after the specified date and time be considered.

The System reserves the right to amend this RFP prior to the proposal due date. Any amendments, clarifications, or additional information related to this solicitation will be posted on the Butts County School System website.

The Butts County School System reserves the right to accept or reject any or all proposals, to waive minor informalities or technicalities, and to award the contract to the Contractor whose proposal is determined to be in the best interest of the System. The System is not obligated to select the proposal with the lowest price and may consider quality, functionality, durability, warranty, delivery and installation schedule, Contractor experience, references, overall value, and other factors identified within this RFP.

The System reserves the right to terminate any resulting contract, in whole or in part, with thirty (30) days’ notice for its convenience or because of the Contractor’s failure to fulfill its contractual obligations.

The laws of the State of Georgia and the policies of the Butts County School System shall govern any agreement resulting from this RFP. Items and services purchased by the System are exempt from Federal Excise Tax and Georgia Sales and Use Tax as applicable.

Questions and Clarifications All questions, requests for clarification, or concerns regarding this RFP must be submitted in writing or by email to:

Butts County School System Attn: Mr. Will Rustin 181 N. Mulberry Street Jackson, GA 30233 rustinw@bcssk12.org The CAD file for this particular project is available by email request only.

Please email: Bill Glass @ glassb@bcssk12.org Submission of a proposal signifies the Contractor’s agreement that its proposal and the contents thereof will remain valid and may become part of any contract negotiated between the Butts County School System and the successful Contractor. All pricing submitted shall remain firm for the period specified within this RFP unless otherwise agreed to in writing by the System.

SECTION II – SCHEDULE:

BUTTS COUNTY SCHOOL SYSTEM

Office Furniture – New Board of Education Office

*Schedule subject to change at System discretion.

SECTION III – BACKGROUND:

With the support of the Butts County community, we serve roughly 3,300 of Georgia’s finest students at five schools. The System’s board offices are located at 181 North Mulberry Street, Jackson, GA 30233. The Butts County School System is soliciting proposals from qualified Contractors to provide, deliver, assemble, and install office furniture for the System’s new Board of Education Office. The selected Contractor shall provide all furniture, materials, equipment, labor, delivery, assembly, installation, and related services necessary to complete the project in accordance with the specifications and scope of work contained within this RFP.

The System’s intent is to furnish the new facility with durable, functional, and professional office furniture that meets the operational needs of the Board of Education and its staff. All furniture will be delivered, properly assembled, installed, and placed in the locations designated by the System.

The Butts County School System issues this Request for Proposal for furniture and related services at the following location:

Butts County Board of Education 162 Woodland Way Jackson, GA 30233

SECTION IV – GENERAL CONDITIONS AND FINANCIAL PROVISIONS

CONTRACTOR QUALIFICATIONS:

The successful Contractor shall be properly licensed and authorized to conduct business within Butts County and the State of Georgia and shall possess all licenses, permits, certifications, and insurance required to provide and install commercial office furniture.

The Contractor shall have a minimum of two (2) years of documented experience providing and installing commercial office furniture of similar size and scope. The Contractor shall provide a designated representative who is available during normal business hours to address questions, scheduling, installation issues, warranty claims, or other concerns related to the project.

PRICING:

The Contractor warrants that all pricing submitted shall remain firm for a period of ninety (90) days following the proposal submission date. Pricing shall include all costs necessary to provide a complete, turnkey project, including, but not limited to, furniture, equipment, materials, delivery, freight, assembly, installation, placement, cleanup, removal of packaging materials, and any other charges necessary to fulfill the requirements of this RFP.

No additional charges shall be incurred by the System unless approved in writing prior to the work being performed.

DELIVERY AND INSTALLATION HOURS:

Delivery and installation schedules shall be coordinated with the Butts County School System. Hours of work at the new Board of Education office shall be established by the Interim Superintendent, Assistant Superintendent of Operations, or designee.

The Contractor shall coordinate all deliveries and installation activities with the System to minimize disruption to System operations and other construction or move-in activities occurring at the facility.

CONTRACT AGREEMENT:

Any contract resulting from an award under this RFP shall incorporate all terms, conditions, specifications, and requirements contained herein, along with the successful Contractor's accepted proposal, unless otherwise modified by mutual written agreement between the Contractor and the Butts County School System.

SIGNED PROPOSAL CONSIDERED AN OFFER:

Receipt of a signed proposal shall constitute an offer by the Contractor. The terms, conditions, specifications, pricing, and representations contained in the proposal shall become part of the contract upon approval and acceptance by the Butts County Board of Education.

In the event of default by the Contractor following acceptance, the System reserves the right to pursue any remedy available under the contract or applicable law, including recovery of damages or specific performance.

PAYMENT TERMS:

Payment terms shall be NET 30 days following receipt and approval of a correct invoice and satisfactory completion of the applicable delivery and installation requirements.

Invoices shall be submitted to:

Butts County School System Attn: Will Rustin, Interim Superintendent 181 North Mulberry Street Jackson, GA 30233 The Butts County School System shall be responsible for payments due to the Contractor under the resulting contract.

SUBCONTRACTING:

The Contractor shall not assign, transfer, or subcontract any material portion of the resulting contract without prior written approval from the Butts County School System. If subcontractors are approved, the Contractor shall remain fully responsible for the performance, conduct, quality of work, insurance, and compliance of all subcontractors with the requirements of this RFP and resulting contract.

CHANGES:

The System reserves the right to modify quantities, furniture selections, configurations, placement, specifications, or other project requirements when necessary to meet the needs of the System.

If an approved change results in an increase or decrease in cost or materially affects the time required for performance, an equitable adjustment may be made. All changes affecting price, scope, or schedule must be approved in writing by the System before implementation.

AVAILABILITY OF FUNDS:

Any and all payments to the Contractor shall be subject to the availability and appropriation of funds for the purposes described in this RFP. The System shall have no obligation beyond funds legally available and appropriated for the project.

NON-DISCRIMINATION:

The Contractor shall comply with all applicable federal and state laws concerning equal employment opportunity and nondiscrimination. The Contractor shall not discriminate against any employee, applicant, or individual on the basis of any classification protected by applicable federal or state law.

GOVERNING LAWS:

Any contract resulting from this RFP shall be governed by and construed in accordance with the laws of the State of Georgia.

ADVERTISING:

By submitting a proposal, the Contractor agrees that it shall not use the Butts County School System's name, logo, project, contract award, or results of this RFP in advertising, marketing, promotional materials, or other commercial communications without prior written approval from the System.

CONFIDENTIALITY OF PROPOSALS:

Contractors shall not discuss or otherwise disclose the contents of their proposals to competing Contractors prior to the award of the contract. Contractors shall comply with all applicable requirements of the Georgia Open Records Act.

The System cannot guarantee confidentiality of any information submitted in response to this RFP when disclosure is required by applicable law. Contractors should clearly identify any information they believe is exempt from disclosure; however, final determination regarding disclosure shall remain with the System in accordance with applicable law.

ELABORATE PROPOSALS:

Elaborate proposals, extensive promotional materials, or presentations beyond those necessary to demonstrate the Contractor's qualifications, proposed furniture, specifications, warranties, pricing, and ability to successfully complete the project are not desired.

Product literature, photographs, specifications, finish and fabric selections, warranty information, and other materials necessary to evaluate the proposed furniture may be included.

COST OF PROPOSAL PREPARATION:

All costs associated with preparing, submitting, presenting, or otherwise responding to this RFP shall be the sole responsibility of the Contractor. The Butts County School System shall not reimburse any Contractor for expenses incurred prior to the execution of a contract.

TIME FOR ACCEPTANCE:

Each proposal shall constitute a firm offer that may be accepted by the Butts County School System for a period of ninety (90) days following the proposal submission deadline. Although the System anticipates awarding the contract within this period, the ninety-day period is required to accommodate evaluation, Board approval, project coordination, and unforeseen delays.

DELIVERY, INSTALLATION, AND SITE PROTECTION:

The successful Contractor shall be responsible for coordinating delivery, assembly, installation, and final placement of all furniture included within the awarded scope of work. The Contractor shall protect existing floors, walls, doors, fixtures, and other building finishes during delivery and installation.

Any damage caused by the Contractor, its employees, delivery personnel, or approved subcontractors shall be repaired or replaced at the Contractor's expense to the satisfaction of the System.

Upon completion, the Contractor shall remove all boxes, pallets, wrapping, packing materials, debris, and other waste associated with the delivery and installation and shall leave all affected areas clean and ready for occupancy.

WARRANTY AND CORRECTIVE WORK:

The Contractor shall provide all manufacturer warranties applicable to furniture, finishes, components, and related products furnished under this RFP. The Contractor shall also be responsible for correcting items that are damaged, defective, improperly assembled, incorrectly installed, or inconsistent with the approved proposal.

Final payment may be withheld until identified deficiencies or punch-list items have been satisfactorily corrected.

SECTION V – LEGAL REQUIREMENTS AND INSURANCE

RIGHT TO SUBMITTED MATERIALS AND PUBLIC RECORDS:

All proposals, responses, correspondence, product specifications, drawings, schedules, exhibits, pricing information, and other materials submitted in response to this Request for Proposals shall become the property of the Butts County School System upon receipt and will not be returned unless otherwise determined by the System.

All records received or maintained by the System are subject to the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. Sealed bids, sealed proposals, and related detailed cost estimates shall be treated in accordance with O.C.G.A. § 50-18-72(a)(10) and shall not be subject to public disclosure until the earliest applicable event identified by Georgia law, including final award of the contract, termination or abandonment of the project, or a public vote by the System regarding the sealed bid or proposal.

A Contractor claiming that specifically identified information contained within its proposal constitutes a protected trade secret shall comply with the requirements of O.C.G.A. § 50-18-72, including any affidavit or other documentation required by Georgia law. The System shall make final determinations regarding disclosure in accordance with applicable law and shall not be responsible for maintaining the confidentiality of information that is subject to lawful disclosure.

NON-COLLUSION AND COMPETITIVE PROPOSAL CERTIFICATION:

By signing and submitting a proposal, the Contractor certifies that its proposal and pricing have been independently developed without collusion, consultation, communication, or agreement with any other proposer or competitor for the purpose of restricting competition, fixing prices, allocating business, or otherwise interfering with a fair and competitive procurement process.

The Contractor further certifies that no attempt has been made to induce another person or entity to submit or refrain from submitting a proposal for the purpose of restricting competition.

Evidence of collusion, bid rigging, price fixing, or other unlawful anticompetitive conduct may result in rejection of the proposal, termination of any resulting contract, and referral to the appropriate authorities.

INDEMNIFICATION:

To the fullest extent permitted by Georgia law, the Contractor shall indemnify, defend, and hold harmless the Butts County School System, the Butts County Board of Education, and their respective board members, officers, employees, agents, and representatives from and against claims, damages, losses, liabilities, and reasonable expenses, including attorney's fees where recoverable by law, arising out of or resulting from the Contractor's performance of the work, but only to the extent caused by the negligent acts or omissions, recklessness, willful misconduct, or other wrongful acts of the Contractor, its employees, agents, representatives, or approved subcontractors.

This provision shall apply to claims involving bodily injury, sickness, disease, death, or damage to tangible property arising from the delivery, assembly, installation, placement, or other performance of work under the contract.

Nothing in this provision shall require the Contractor to indemnify, defend, or hold harmless the System or any other indemnitee for liability arising from the sole negligence of the System or an indemnitee where such indemnification would be prohibited by O.C.G.A. § 13-8-2 or other applicable Georgia law.

The Contractor's indemnification obligations shall not be limited solely by the amount or type of insurance maintained by the Contractor.

CONFLICT OF INTEREST AND DISCLOSURE:

Each Contractor shall disclose in writing with its proposal any actual or potential conflict of interest involving the Contractor, its owners, officers, directors, employees, agents, or representatives and the Butts County School System or any member of the Butts County Board of Education.

The Contractor shall disclose any financial, employment, family, business, or other relationship known to the Contractor that could reasonably create an actual conflict of interest or materially affect the integrity of the procurement process.

By submitting a proposal, the Contractor certifies that, except as specifically disclosed in writing, it is not aware of any relationship or financial interest that would improperly influence the procurement, evaluation, recommendation, or award of this contract.

All Contractors and System officials shall comply with applicable Georgia conflict-of-interest and ethics requirements, including those applicable to members of local boards of education.

Failure to disclose a known material conflict of interest may constitute grounds for rejection of the proposal or termination of a resulting contract.

ERRORS, OMISSIONS, AND REQUESTS FOR CLARIFICATION:

Contractors shall not knowingly take advantage of an apparent error, omission, discrepancy, ambiguity, or inconsistency contained within this RFP, its specifications, drawings, furniture schedules, quantities, or other supporting documents.

Any Contractor discovering such an issue shall promptly notify the System in writing and request clarification prior to the proposal submission deadline.

The System reserves the right to issue written addenda or clarifications when necessary. Contractors shall be responsible for acknowledging all addenda issued by the System.

INSURANCE COVERAGE:

During the performance of the contract, the successful Contractor shall, at its sole cost and expense, obtain and maintain insurance appropriate to the nature and scope of the work. Coverage shall remain in effect throughout delivery, assembly, installation, corrective work, and any other on-site services performed under the contract.

At a minimum, the Contractor shall maintain the following coverage:

Workers' Compensation and Employer's Liability:

Workers' Compensation Insurance shall be maintained as required by the laws of the State of Georgia.

Employer's Liability Insurance shall have limits of not less than:

· $500,000 each accident;

· $500,000 disease – each employee; and

· $500,000 disease – policy limit.

Coverage shall apply to all employees of the Contractor performing work associated with this contract as required by applicable law.

Commercial General Liability:

The Contractor shall maintain Commercial General Liability Insurance covering bodily injury, property damage, personal and advertising injury, products/completed operations, and contractual liability applicable to the work performed under this contract.

Minimum limits shall be:

· $1,000,000 per occurrence; and

· $2,000,000 general aggregate.

Automobile Liability:

The Contractor shall maintain Automobile Liability Insurance covering owned, hired, and non-owned vehicles used in connection with the delivery, installation, or performance of this contract.

The minimum Combined Single Limit shall be:

· $1,000,000 per accident for bodily injury and property damage.

INSURANCE REQUIREMENTS:

Providing and maintaining the required insurance coverage shall be a material obligation of the Contractor.

All required insurance shall be issued by insurers authorized to transact the applicable insurance business in the State of Georgia and shall comply with applicable Georgia law.

The Contractor shall maintain required coverage throughout the term of the contract and during any period in which the Contractor is performing delivery, installation, warranty, corrective, or punch-list work on System property.

Insurance requirements established by this RFP shall not be construed as limiting the Contractor's liability or obligations under the resulting contract.

CERTIFICATES OF INSURANCE:

The Contractor shall include evidence of current insurance coverage with its proposal. Prior to beginning work, the successful Contractor shall provide a current Certificate of Insurance demonstrating compliance with the insurance requirements of this RFP.

The Butts County School System shall be identified as a Certificate Holder.

Where commercially available and applicable to the coverage provided, the successful Contractor shall name the Butts County School System and the Butts County Board of Education, including their officers, officials, employees, and agents, as Additional Insureds with respect to liability arising from the Contractor's operations under this contract.

OTHER INSURANCE PROVISIONS:

To the extent available under the applicable policy:

A. The Contractor's Commercial General Liability coverage shall be primary and non-contributory with respect to covered claims arising from the Contractor's operations for which the System is an Additional Insured.

B. The Contractor shall provide notice of cancellation or material reduction in coverage in accordance with the terms of the applicable insurance policy and Georgia law.

C. The Contractor shall promptly notify the System if required insurance coverage is canceled, materially reduced, or otherwise ceases to satisfy the requirements of this RFP.

D. Failure by the System to request or review a Certificate of Insurance shall not waive the Contractor's obligation to maintain the required insurance coverage.

E. The System reserves the right to require updated Certificates of Insurance at any time during the term of the contract.

DAMAGE TO SYSTEM PROPERTY:

The Contractor shall be responsible for damage to System property caused by the negligent or wrongful acts or omissions of the Contractor, its employees, agents, delivery personnel, or approved subcontractors.

Damage resulting from furniture delivery or installation, including damage to walls, doors, flooring, ceilings, elevators, fixtures, electrical systems, or other building components, shall be promptly reported to the System and repaired or replaced to the System's reasonable satisfaction at the Contractor's expense.

COMPLIANCE WITH APPLICABLE LAW:

The Contractor shall comply with all applicable federal, state, and local laws, ordinances, regulations, codes, licensing requirements, and safety requirements applicable to the furnishing, delivery, assembly, and installation of the products and services provided under this RFP.

Where any provision of this RFP conflicts with applicable federal or Georgia law, applicable law shall control.

GEORGIA PROCUREMENT REQUIREMENTS AND VENDOR PREFERENCE:

Because the anticipated value of this procurement exceeds $100,000, the Butts County School System shall evaluate and award proposals in accordance with all applicable requirements of Georgia law, including O.C.G.A. § 20-2-500.

To the extent required by Georgia law, preference shall be given to supplies, materials, equipment, and agricultural products manufactured or produced in the State of Georgia when such products are available and meet the requirements and specifications of this Request for Proposals.

The System shall also apply any reciprocal preference required by O.C.G.A. § 20-2-500 when evaluating proposals submitted by businesses located outside the State of Georgia. When applicable, the System may increase the proposal price of an out-of-state Contractor for evaluation purposes by the same percentage or amount of preference that the Contractor's home state would apply against a Georgia business competing for a comparable contract in that state.

Any adjustment made pursuant to this provision shall be for proposal evaluation purposes only and shall not alter the actual contract price submitted by the Contractor.

Each Contractor shall identify its principal place of business and, upon request, provide information reasonably necessary for the System to determine whether a preference or reciprocal preference is required under Georgia law.

The System reserves the right to request additional documentation concerning the origin, manufacture, or production of furniture, equipment, materials, or other products proposed in response to this RFP.

Nothing contained in this provision shall require the System to purchase products or accept a proposal that does not meet the specifications, quality standards, functional requirements, delivery requirements, or other needs established by the System.

EVALUATION CRITERIA

The Butts County School System will evaluate all responsive proposals to determine the proposal that provides the best overall value to the System. Award will be made to the responsible and responsive Contractor whose proposal is determined to be the most advantageous to the System after consideration of the criteria established in this RFP.

Proposals will be evaluated based upon the following factors:

· Pricing and Overall Value – 35 Points Total proposed cost, completeness of pricing, and overall value provided to the System.

· Quality, Durability, and Compliance with Specifications – 25 Points Quality and durability of the proposed furniture; construction, materials, finishes, functionality, appearance, and suitability for the intended spaces; and the extent to which proposed products meet or exceed the specifications of this RFP.

· Experience, Past Performance, and Prior Service to the System – 15 Points Contractor's experience successfully completing commercial, governmental, educational, or similar office furniture projects of comparable size and scope.

The System may consider the Contractor's documented history of performance, including quality of products and workmanship, responsiveness, reliability, ability to meet schedules, resolution of warranty or service issues, and overall customer satisfaction.

When the System has previous experience with a Contractor, the System may consider its documented prior relationship and history of service with that Contractor, including positive or negative past performance. A demonstrated history of providing the Butts County School System with timely, responsive, professional, and satisfactory service may be considered favorably as evidence of past performance and reliability.

Contractors without a prior relationship with the Butts County School System shall not be automatically disadvantaged. For such Contractors, the System may evaluate references, similar completed projects, customer satisfaction, and other documented evidence of past performance using the same general standards.

· Warranty and Post-Installation Service – 10 Points Manufacturer and Contractor warranties, responsiveness to warranty claims, availability of replacement components, ability to address damaged or defective furniture, and demonstrated capacity to provide timely service following installation.

· Delivery, Installation, and Project Management – 10 Points Proposed delivery and installation schedule; qualifications of project management and installation personnel; ability to coordinate with the System's construction, technology, and move-in schedules; and demonstrated ability to complete the project within the required timeframe.

· Proposal Responsiveness and Statutory Compliance – 5 Points Completeness and responsiveness of the proposal, compliance with mandatory requirements, required documentation, and applicable federal, state, and local requirements.

Any preference or adjustment required by Georgia law, including applicable provisions of O.C.G.A. § 20-2-500, shall be applied separately and in accordance with applicable law.

EVALUATION PROCESS

The System may conduct reasonable investigations concerning the qualifications, experience, financial capacity, past performance, and ability of any Contractor to successfully perform the requirements of this RFP.

Such investigations may include contacting current or former customers, reviewing previous projects, inspecting existing furniture installations, requesting product samples, reviewing the System's own documented experience with a Contractor, and requesting additional information reasonably necessary to evaluate the proposal.

The System may also request clarification, interviews, presentations, product demonstrations, or discussions with one or more Contractors. Contractors should not assume that an opportunity will be provided to correct or supplement an incomplete proposal. Each proposal should therefore be complete when submitted.

BEST OVERALL VALUE

This RFP will be awarded based upon best overall value and not solely upon the lowest proposed price.

Price will be a significant consideration; however, the System may determine that a higher-priced proposal provides greater overall value based upon product quality, durability, functionality, warranty, service, Contractor experience, documented past performance, prior successful service to the System, delivery and installation capabilities, and compliance with the requirements of this RFP.

The lowest-priced Contractor is therefore not guaranteed an award.

The System's evaluation shall reflect responsible stewardship of public funds while recognizing the long-term value of product quality, reliability, service, and demonstrated Contractor performance.

The System reserves the right to verify information contained in a proposal and to consider documented performance information reasonably available to the System when determining the responsibility and overall value offered by a Contractor.

RIGHTS OF THE SYSTEM:

To the extent permitted by applicable law, the Butts County School System reserves the right to:

· Reject any or all proposals;

· Reject any proposal determined to be nonresponsive;

· Determine whether a Contractor is responsible and capable of performing the contract;

· Waive minor informalities or irregularities that do not affect the fairness or integrity of the competitive process;

· Request clarification or additional information regarding a proposal;

· Verify references, qualifications, pricing, product information, and representations made by a Contractor;

· Negotiate or clarify matters as permitted by the terms of this RFP and applicable law;

· Make an award by item, furniture category, area, phase, or in its entirety when specifically permitted by this RFP and determined to be in the best interest of the System;

· Cancel or amend the RFP prior to award when determined to be in the best interest of the System; and

· Make no award if the System determines that doing so is in its best interest.

Nothing contained in this RFP shall obligate the System to enter into a contract with any Contractor.

AWARD OF CONTRACT:

Following completion of the evaluation process, the System intends to recommend award to the responsible and responsive Contractor whose proposal is determined to provide the best overall value to the Butts County School System.

Any award requiring approval by the Butts County Board of Education shall not become final until such approval has been obtained.

Award to a Contractor does not imply that other proposals lacked merit. Rather, an award signifies that, after consideration of the applicable evaluation factors, the selected proposal was determined to be the most advantageous to the System.

The System reserves the right, when stated in this RFP and determined to be advantageous to the System, to award all or portions of the furniture package to one or more Contractors.

NOTIFICATION OF AWARD:

Following completion of the evaluation process and any required approval by the Butts County Board of Education, the successful Contractor(s) will receive written notification of award from the System.

No verbal statement, preliminary recommendation, evaluation ranking, or other communication shall constitute a binding contract or authorization to proceed.

The successful Contractor shall not order furniture, incur reimbursable costs, schedule deliveries, or begin work until receiving written authorization from the Butts County School System.

TERMINATION FOR CAUSE:

The System may terminate the contract, in whole or in part, for cause if the Contractor fails to perform its obligations in accordance with the contract, including failure to meet agreed delivery schedules, provide products meeting approved specifications, properly install furniture, correct defective or damaged work, maintain required insurance, comply with applicable laws, or otherwise fulfill a material requirement of the contract.

Except when immediate action is reasonably necessary to protect persons, property, System operations, or the integrity of the project, the System may provide the Contractor written notice of the deficiency and a reasonable opportunity to cure the default.

If the Contractor fails to satisfactorily cure the default within the time established by the System, the System may terminate the contract and pursue any remedies available under the contract or applicable law.

TERMINATION FOR CONVENIENCE:

The System may terminate the contract, in whole or in part, for its convenience upon thirty (30) days' written notice to the Contractor.

In the event of termination for convenience, the Contractor shall be entitled to payment for furniture, materials, and services properly authorized, delivered, accepted, or otherwise non-cancelable as of the effective date of termination, subject to the terms of the contract. The Contractor shall take reasonable steps to minimize additional costs upon receiving notice of termination.

The System shall not be responsible for anticipated profits on work not performed or products not authorized or accepted.

SECTION VI – SAFETY

SAFETY:

The Contractor and all employees, agents, delivery personnel, and approved subcontractors shall perform all work in a safe and professional manner and shall comply with all applicable federal, State of Georgia, and local safety laws, regulations, codes, and requirements, including applicable Occupational Safety and Health Administration (OSHA) requirements.

The Contractor shall be solely responsible for providing appropriate training, supervision, personal protective equipment (PPE), tools, equipment, and safety devices necessary for the delivery, unloading, assembly, installation, and placement of furniture and related products included within the Scope of Work.

The Contractor shall maintain work areas in a clean, orderly, and safe condition and shall take reasonable precautions to prevent injury to Contractor personnel, System employees, students, visitors, and members of the public.

STATE AND FEDERAL SAFETY REQUIREMENTS:

The Contractor shall perform all work in accordance with applicable federal, state, and local safety requirements relating to work areas, loading and unloading operations, vehicles, equipment, tools, materials, and supplies.

The Contractor shall provide and properly utilize all necessary safety equipment, barricades, cones, signage, floor protection, warning devices, and other protective measures necessary to safely perform the work.

Delivery vehicles, equipment, furniture, packaging materials, tools, and other items shall not be placed or stored in a manner that unnecessarily blocks entrances, exits, fire lanes, sidewalks, hallways, emergency access points, or other areas required for safe access to and from System facilities.

SYSTEM SAFETY OVERSIGHT:

Authorized Butts County School System personnel shall have reasonable access to inspect work areas, delivery and installation activities, equipment, safety procedures, and other aspects of the project for compliance with the requirements of this RFP and applicable safety requirements.

If the System identifies a condition that reasonably presents a safety or security concern, the Contractor shall promptly address and correct the condition at its expense.

The System reserves the right to require work to be temporarily suspended when an unsafe condition presents an immediate or material risk to persons or property. Work may resume when the identified condition has been satisfactorily corrected.

Repeated or material failure by the Contractor to correct documented safety concerns may constitute a breach of contract and may result in termination or other remedies available to the System.

PUBLIC AND OCCUPANT SAFETY:

The Contractor shall take reasonable precautions to protect System employees, students, visitors, contractors, and members of the public during all delivery and installation activities.

Particular attention shall be given to maintaining safe pedestrian routes, entrances and exits, loading areas, hallways, stairways, and other areas that may be affected by furniture delivery and installation.

The Contractor shall promptly remove or secure packaging materials, pallets, carts, tools, equipment, cords, hardware, and other items that could create a trip, fall, fire, or other safety hazard.

PROTECTION OF FACILITY:

The Contractor shall take appropriate precautions to protect the new Board of Education facility during delivery and installation. This shall include protection of floors, walls, doors, door frames, ceilings, elevators, fixtures, glass, electrical and data components, and other building finishes as applicable.

Any damage resulting from the negligent or wrongful acts or omissions of the Contractor, its employees, agents, delivery personnel, or approved subcontractors shall be promptly reported and corrected at the Contractor's expense to the reasonable satisfaction of the System.

SECTION VII – SUPERVISION

CONTRACTOR SUPERVISION:

The Contractor shall provide adequate and competent supervision throughout the delivery, assembly, installation, and final placement of all furniture and related products included within the Scope of Work.

The Contractor shall designate a project manager, supervisor, or authorized representative who shall serve as the primary point of contact for the System and who shall have sufficient authority to coordinate scheduling, deliveries, installation personnel, corrective work, punch-list items, and other project requirements.

The Contractor or its designated representative shall conduct sufficient inspections of the work to ensure that:

· Furniture delivered is consistent with the products, quantities, finishes, and specifications approved by the System;

· Furniture is properly assembled and installed in accordance with manufacturer requirements;

· Furniture is placed in the locations designated by the System;

· Work is completed in a safe and professional manner;

· Damaged, defective, incomplete, or incorrectly installed items are promptly identified and corrected;

· Packaging materials and installation debris are removed; and

· The completed installation is ready for inspection and acceptance by the System.

The Contractor shall coordinate its activities with the System's designated representative and, when necessary, with other contractors performing construction, technology, electrical, moving, or related work at the facility.

SECTION VIII – PROPOSAL INFORMATION

PROPOSAL SUBMISSION:

All proposals shall be submitted in the format and manner required by this RFP. All required pricing, forms, certifications, acknowledgments, and other requested information shall be completed.

The proposal shall be signed and dated by an officer, owner, or other representative legally authorized to bind the Contractor. Unsigned proposals may be deemed nonresponsive and rejected.

Proposals shall consist of one (1) original and one (1) copy, clearly identified as “Original” and “Copy.”

The System reserves the right to reject proposals that are incomplete, materially alter the requirements of this RFP, or fail to include required documentation.

QUESTIONS AND REQUESTS FOR CLARIFICATION:

Questions regarding this RFP shall be submitted in writing to:

Will Rustin, Interim Superintendent Butts County School System rustinw@bcssk12.org Questions shall be submitted by the deadline established in the RFP schedule. Responses determined by the System to materially affect the RFP shall be provided through a written clarification or addendum as appropriate.

Oral explanations or instructions shall not modify the requirements of this RFP.

FURNITURE PRICING:

Contractors shall provide itemized pricing in the format required by the System.

Pricing shall clearly identify, as applicable, furniture item, manufacturer, product line/model, quantity, unit price, extended price, delivery, freight, assembly, installation, and any other costs necessary to provide the complete furniture package.

Unless specifically stated otherwise in the proposal and accepted by the System, submitted pricing shall be considered inclusive of all costs necessary to furnish, deliver, assemble, install, place, and make the furniture ready for use.

EXAMINATION OF PROJECT REQUIREMENTS:

The successful Contractor shall be responsible for taking reasonable steps to understand the nature, scope, location, and conditions of the project that may affect performance or cost.

Contractors are responsible for carefully reviewing the RFP, furniture specifications, quantities, drawings or layouts provided by the System, applicable addenda, delivery conditions, installation requirements, and other information made available as part of this solicitation.

Contractors are encouraged to participate in any pre-proposal meeting or site visit established by the System.

After submission of a proposal, a Contractor shall not rely upon an error resulting from its failure to reasonably review the information made available by the System as a basis for increasing its price or materially altering its obligations under the proposal.

Nothing in this provision shall relieve the System of responsibility for material changes to the Scope of Work made after proposals are submitted.

FIELD VERIFICATION AND DIMENSIONS:

Where furniture fit, configuration, access, or installation depends upon field dimensions or existing conditions, the successful Contractor shall verify applicable dimensions and conditions prior to ordering or installation.

The Contractor shall promptly notify the System of any material discrepancy between field conditions and drawings, layouts, specifications, or other information provided by the System before ordering affected furniture or proceeding with the applicable installation.

CONTRACT REQUIREMENT:

The successful Contractor shall execute a written contract or other appropriate agreement with the Butts County School System incorporating the applicable requirements, specifications, terms, and conditions of this RFP, the Contractor's accepted proposal, applicable addenda, and any other documents specifically incorporated into the agreement.

No Contractor shall begin work or incur costs for which it expects reimbursement until authorized by the System.

CONTRACTOR EXPERIENCE:

Contractors shall demonstrate experience and qualifications appropriate to a commercial office furniture project of this size and scope.

The proposal should include information regarding the Contractor's experience with projects involving the furnishing, delivery, assembly, and installation of commercial office furniture, preferably for governmental, educational, institutional, corporate, or similar facilities.

The Contractor should provide examples of comparable projects and sufficient information for the System to evaluate the Contractor's experience, performance, reliability, and ability to successfully complete this project.

The System may consider its own documented prior experience with a Contractor. A demonstrated history of providing the Butts County School System with timely, responsive, professional, and satisfactory products and services may be considered as evidence of positive past performance and reliability.

Contractors without prior experience with the Butts County School System shall be provided the opportunity to demonstrate comparable qualifications and past performance through references, completed projects, customer evaluations, and other relevant documentation.

REFERENCES:

The Contractor shall provide a minimum of three (3) references for projects of similar size, scope, or complexity completed within the past five (5) years. References should preferably include public school systems, governmental entities, educational institutions, or commercial customers for whom the Contractor has provided comparable furniture and installation services.

The System reserves the right to contact any reference provided and may also consider other documented information concerning the Contractor's past performance.

INVESTIGATION OF CONTRACTOR QUALIFICATIONS:

The System reserves the right to make reasonable investigations necessary to determine the responsibility, qualifications, financial capacity, experience, past performance, and ability of a Contractor to successfully perform the requirements of this RFP.

Upon request, the Contractor shall provide information reasonably necessary for the System to conduct such an evaluation.

The System may reject a proposal when documented information demonstrates that the Contractor is not responsible, does not possess the necessary qualifications or capacity, or cannot reasonably be expected to satisfactorily perform the contract.

PRODUCT INFORMATION AND SUBSTITUTIONS:

The Contractor shall clearly identify the manufacturer, product line, model or series, materials, finishes, dimensions, warranty, and other relevant specifications for furniture proposed.

Any proposed substitution or alternative to a specified product shall be clearly identified in the proposal. The Contractor shall provide sufficient documentation for the System to determine whether the proposed alternative meets or exceeds the functional, quality, durability, aesthetic, and warranty requirements of the specified product.

The System reserves the right to determine whether a proposed substitution is acceptable.

ACCURACY OF PROPOSAL:

By submitting a proposal, the Contractor represents that it has reviewed the requirements of this RFP and that the information, pricing, product specifications, delivery commitments, warranties, and other representations contained within its proposal are accurate to the best of its knowledge.

The Contractor shall promptly notify the System if it discovers a material error or omission in its proposal prior to award.

SECTION X – SCOPE OF WORK

CONTRACTOR RESPONSIBILITIES

The successful Contractor(s) shall provide all management, supervision, project coordination, labor, equipment, tools, transportation, delivery, materials, supplies, and other resources necessary to furnish, deliver, assemble, install, and place the office furniture included within this Request for Proposals.

The intent of this RFP is to provide the Butts County School System with a complete, turnkey office furniture package for the new Board of Education office, which is currently under construction.

It is the System's intent that all furniture be ordered and available for delivery and installation upon completion of the building so that furniture installation does not unnecessarily delay occupancy or operation of the new facility.

Unless specifically identified as an exclusion in the Contractor's proposal and accepted by the System, the proposed price shall include all costs necessary to provide furniture that is fully delivered, assembled, installed, placed in its designated location, cleaned, inspected, and ready for use.

All work shall be performed in a professional, detailed, and workmanlike manner. The new Board of Education office is a public facility and a representation of the Butts County School…