RFP Document

March 31, 2023

INVITATION TO BID

To: All Bidders

The Gordon County School System(“GCSS”) solicits your bid to provide custodial equipment for all schools/locations within the Gordon County School System.

Responses to this Invitation to Bid shall be submitted in a sealed envelope marked “BID No. 2023-2

Custodial Equipment, GCSS.” Bids may be mailed to the Gordon County School System, Purchasing

Department, 205 Warrior Path, Calhoun, Georgia 30701 or hand delivered to the purchasing department prior to the time of closing.

Bids will be received up to 2:00 PM Eastern Time at the Central Office located at 205 Warrior

Path, Calhoun, Georgia 30701 on April 27, 2023. Interested parties are required to use the enclosed bid form and instructed to read carefully all terms and conditions in this letter and the attached pages before completing their offer.

The Bid shall be reviewed carefully and awarded in an equitable manner as specified in this document. Information shall be provided to the board for their final approval.

The Gordon County School System reserves the right to accept or reject any and all offers, to waive any irregularity in bids received, to award the entire bid to one vendor or to make awards by group or by line item whichever is in the best interest of Gordon County School System. Additionally, the Gordon County

School System may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the contractor to fulfill the contract obligations in any respect.

Your interest and participation are solicited and appreciated.

Sincerely, Michelle Steward Purchasing Agent

General Terms and Conditions

1. Three (3) reference letters of service to similar structures (such as schools, colleges and universities) shall be included with the bid. References shall include: complete name of institute, address, contact person, phone number and e-mail address, if available.

2. Indicate if you have ever defaulted on a contract or been denied a bid due to non-ability to perform. If so, provide the facts and circumstances.

3. Bids must be on the form provided within this package, and each cost breakdown requested must be placed on the appropriate line on the form, sealed in an envelope marked as shown in the cover letter. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern. Four (4) copies are requested (1 original, 3 copies). Please use the checklist at the end of this document to make sure all required components are included.

4. Unit price shall include shipping and handling. No additional cost will be paid by

GCSS.

5. Training of the lead custodian, as to the use, safety features and preventative maintenance of the equipment purchased, shall be done by the successful vendor at the school/location where item is requested. Date and time of training shall be done, after the receipt of the equipment, by contacting the lead custodian at the school/location to determine the time and date for the training session.

6. The vendor shall be responsible for the payment of any required taxes or fees associated with the contract. Payment shall be made only when items are received to the satisfaction of the

GCSS. The GCSS operates with a purchase order system. The successful vendor must include the appropriate purchase order number on the invoice(s) associated with that service provided.

7. The solicitation (BID) shall only be modified by a solicitation addendum.

8. Contract will be awarded to the responsible vendor whose bid is determined to be the most advantageous and of the best value to the GCSS.

9. No awards of any kind are made at the time of closing. A copy of the tabulations and/or the awards will be available upon request for any vendor who submitted an offer. This information may be obtained after the offer has been awarded.

10. Final acceptance for the GCSS will be contingent upon the approval of their governing board.

11. Neither the GCSS nor any party submitting a response will be bound until a written contract, mutually accepted by both parties, is negotiated. The GCSS reserves the right to waive non-compliance with any requirements of this bid and to reject any or all bids submitted. The selection committee will evaluate the bid(s) and will determine the bid(s) that are in the best interest of the GCSS (if any is so determined).

12. Invitations to Bid are subject to the Georgia Open Records Act. You should consult your attorney on how to protect proprietary data submitted in bids in the event you wish to do so.

Subject to the provisions of the Open Records Act, the details of the bid documents will remain confidential until final award.

13. A primary contact person shall be assigned to the GCSS for all communication relating to services provided by the successful vendor. This is essential to retaining a professional and successful relationship.

14. Notwithstanding any provision of the bid, the GCSS reserves the right to reject any and all offers or portions thereof; or cancel the BID.

15. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during this bid period.

16. The GCSS also reserves the right to negotiate with proposers prior to the award for the purpose of obtaining best and final offers. All proposers will be given an opportunity to participate in negotiations and submission of a best and final offer if deemed necessary. The

GCSS shall not disclose the contents of bids to competing proposers during the negotiations.

Reference O.C.G.A 36-91-21 for regulations for best and final offers.

BID FORM

“BID No. 2023-2 Custodial Equipment, GCSS”

The undersigned vendor in compliance with the request for “BID No. 2023-2 Custodial

Equipment, GCSS” having examined related documents along with the specifications, terms and conditions, hereby proposes to furnish all equipment as described in the specifications, terms and conditions. No additional cost will be paid for by GCSS. The GCSS reserves the right to accept or reject any and all offers, to waive any irregularity in bids received, to award the entire bid to one vendor or to make awards by group or by line item whichever is in the best interest of GCSS.

Line

Item

Description

Model # Qty Unit Price Extended

Price

Warranty

1 Karcher Chariot 2 iScrub 20 with deluxe pad driver

36V/130 Ah batteries 21A automatic shelf charger

1.008-016.0 1

Nylon Brush 20” 8.600-043.0 1

2 Karcher Chariot 3 iScrub 26 pad driver

36V/225 Ah Batteries Shelf Charger

1.008-102.0 2

Nylon Brush 8.600-023.0 4

3 Karcher BD 70/75 W Bp Classic

185 Ah Wet batteries Shelf Charger

9.841-466.0 1

Disc brush, white, soft 4.905-011.0 1

4 Tomcat Hero v2.1 28” Edge Walkbehind Scrubber 264V2-28TE 4

360 Ah Wet Batteries 264-29 4

Single Point Watering System-Hand Pump 264-43 4

Total cost of all equipment bid

Projected Delivery date of all equipment bid

*All Karcher Units must come equipped with a single point battery water fill kit.

COMPANY NAME: ____________________________________________________

ADDRESS: ____________________________________________________________

CITY: __________________STATE: ____________ZIP CODE: ________________

EMAIL ADDRESS: _____________________________________________________

TELEPHONE NUMBER: ________________________________________________

PRINT NAME:__________________________________________________________

SIGNATURE: _____________________________TITLE_______________________

DATE: ________________________________________________________________

VENDOR APPLICATION

Type or print legibly in ink. All signatures must be in ink and original. Signature stamps are not acceptable.

Vendor Name: ___________________________________________________________

Federal Tax ID No: ______________________________Social Security No._________________

(If Company) (If individual)

Regular mailing address: Remit to address:

Phone: ____________________________ Fax: ___________________________

Email Address_______________________________________________________________

Previous Vendor Name(s) and Address:

Have you ever done business with the GCSS under any of the above names?

Yes________ No________ If yes, which ones.

Names and signatures of persons authorized to sign bidss and contracts:

Name Title Signature

Have you ever been bonded? ________________

If yes, name and address of Bonding Company.

Have you ever had a bond revoked? ________If yes, briefly state the reason why:

Is any litigation pending against you or your company? ___________________

If yes, briefly state the reason why:

Is your inventory stocked in the State of Georgia? ___________

If not, where is it stocked?

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date

VENDOR DECLARATION

The offeror understands, agrees and warrants:

That the offeror has carefully read and fully understands the full scope of work.

That the offeror has the capability to successfully undertake and complete the responsibilities and obligations in said bid.

That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to April 27, 2023 at 2:00 PM Eastern Time but may not be withdrawn after such date and time.

That the GCSS reserves the right to reject any or all offers and to accept that offer which will, in its opinion, best serve the public interest. The GCSS reserves the right to waive any technicalities and formalities in the bid.

That by submission of this bid the vendor acknowledges that the GCSS has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the vendor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this bid.

OFFEROR:

Name Title

Name Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows:

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The successful vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the vendor’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by the GCSS. The vendor may be declared, by the GCSS, ineligible for further contracts with the GCSS until satisfactory proof of intent to comply shall be made by the vendor.

The vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

COMPANY

SIGNATURE

TITLE

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

STATE OF

COUNTY OF

Owner, Partner or Officer of Firm

Company Name, Address, City and State being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the offeror to submit the attached bid. Affidavit further states as offeror, that they have not been a party to any collusion among offerors in restraint of competition by agreement to propose at a fixed price or to refrain from submitting; or with any office of the GCSS or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between offerors and any official of the GCSS or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

FIRM NAME: __________________________________________

SIGNATURE: __________________________________________

TITLE: __________________________________________

Subscribed and sworn to before me this_____ day of 20__.

NOTARY PUBLIC

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE BID

GEORGIA PROMPT PAY ACT: The Georgia Prompt Pay Act was enacted by the General

Assembly in 1994 and took effect January 1, 1995. This act requires owners to pay contractors within 15 days of receipt of a pay request by the owner or the owner’s representative. If payment is not made the owner shall pay the contractor 1% per month interest on the delayed payment. Additionally, the contractor must pay subcontractors within 10 days of receipt of payment from the owner.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4)

Firm Name: ______________________________________________________________

Signature: _______________________________________________________________

Title: ___________________________________________________________________

Subscribed and Sworn to before me this________ day of _________________, 20______

Notary Public

SUBMISSION CHECKLIST

“BID No. 2023-2 Custodial Equipment, GCSS”

The following are required items. Please make sure all the following bid documents are submitted with your bid package. If any documents are excluded, your bid will not be considered.

One (1) original and three (3) copies of the following bid documents shall be submitted with your bid package:

▪ Vendor Declaration

▪ Certificate of Non-Discrimination

▪ Non-Collusion Affidavit

▪ State of Georgia Prompt Pay Act

▪ Bid Form

▪ Reference Letters (3)

▪ Vendor Application

▪ W9