RFQ 26_205 School Safety and Security UNIFOR.pdf

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

SHAWNDA STOVALL DR. MALINDA B. COBB BOBBY A. SMITH, CPA

President Superintendent of Schools Chief Financial Officer

To:Dealers in Uniforms

From: Richmond County School System

Date: April 24, 2026

Subject: School Safety Uniforms; RFQ #26-205

You are invited to bid on School Safety Uniforms and accessories used by RCSS School Safety Department. Items will be F.O.B., Augusta, Georgia, marked for and delivered to Chief Mantrell D.

Wilson, School Safety and Security Department, 864 Broad Street, Augusta, Georgia 30901.

The Richmond County School System is seeking a two-year contract for the furnishing of Public Safety uniforms and equipment. All items will remain the same price for the term of the contract.

All freight and delivery charges must be included in the unit cost. This department will not accept any over or under shipments. It is the intention of this department to obtain the best clothing and accessories for our department from a service-oriented supplier. With respect to all responding to this bid, standards of service will be a requirement included with the specifications of this package.

One company will be awarded the entire bid. Awarded vendor will be expected to have delivery completed within a timely manner. If you are unable to deliver an item within six (6) weeks of the order(s) as they are placed, RCSS reserves the right to seek other sources. Please notify the Director of RCSS School Safety for approval of any delays in delivery. If you are unable to meet these requirements, please do not submit a bid for this RFQ. Also note further requirements under the following standard terms and conditions:

GENERAL CONDITIONS

1) TIME AND PLACE: Bids will be received by the Richmond County School System until

3:00 p.m. EST, on Wednesday, May 27, 2026, at 864 Broad Street, Augusta, Georgia 30901.

2) LATE BIDS AND QUOTES: Regardless of cause, late bids and quotes will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and quotes will not be opened and may be returned to the vendor.

3) QUOTE FORM: Each quote must be submitted ONLY on the form provided. Failure to use provided form may disqualify the bidder. Bidder must furnish itemized quotation showing the cost of each item including any freight or personalization charges. All quotes shall be signed by an authorized officer of the bidder.

4) DELIVERY AND FREIGHT REQUIREMENTS: Bid prices will include delivery and freight charges with delivery to be made to the Richmond County School System, School Safety Department, 864 Broad Street, 1st Floor, Augusta, Georgia 30901.

RICHMOND COUNTY SCHOOL SYSTEM

April 24, 2026

SCHOOL SAFETY DEPARTMENT

SCHOOL SAFETY UNIFORMS

RFQ #26-205

5) SEALED BID REQUIREMENT: Each bid must be submitted in a sealed envelope addressed to Dr.

Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby A. Smith, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901. Each sealed envelope containing a bid must be plainly marked on the outside “UNIFORMS FOR SCHOOL SAFETY AND SECURITY RFQ #26-205” and the envelope must bear on the outside the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to Dr Malinda B. Cobb, Superintendent of Schools, c/o Mr. Bobby A. Smith, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFQ #19-950

6) CONTRACT PERIOD: The contract shall be for two (2) full years beginning July 1, 2026 and ending

June 30, 2028.

7) OPTION TO RENEW: The Richmond County School System shall have the option to renew for three

(3) additional one-year periods at the same cost, terms, and conditions as the original contract contingent upon the mutual agreement of the vendor and Richmond County School System

8) BRAND NAME STATEMENT: Any reference to brand names, trade names, model numbers or other descriptions peculiar to specific brand products is made to establish a required level of equality and functional capabilities; it is not intended to exclude other products of that level. Comparable products of other manufactures will be considered if proof of comparability is contained in the bid or with the product at the showing of goods or products. It shall be the responsibility of the bidders to furnish with their bids such specifications, catalog pages, brochures, of the quality and functional capabilities of the product offered. The Richmond County School System reserves the right to request samples of any bidders prior to bid award. Failure to provide this data or the requested samples may be considered valid justification for the rejection of the bid. Unless so specified, similar products of other reputable manufacturers will be acceptable, provided it is determined to the satisfaction of the Director of School Safety and Security or their designated representative. This determination shall rest solely with the Richmond County School System.

9) STOCK REQUIREMENTS STATEMENT: Part of the bid will require the vendor to maintain a stock of the listed items to include a variety of sizes that can be delivered to the Richmond County School System, Department of School Safety within 48 hours after requested.

10) WARRANTY: The successful vendor will provide in writing to the Richmond County School System, marked to the attention of Chief Mantrell D. Wilson, Department of School Safety, 864 Broad Street, 1st Floor, Augusta, Georgia 30901, a warranty to replace or repair at no expense to the Richmond County School System any or all items found to be defective in materials, workmanship, or damage in shipment for a period of one (1) year from date of acceptance by the Department of School Safety and Security. If there is a standard warranty for a period of longer than one (1) year, then it will be provided in lieu of the above.

11) PRODUCT LIABILITY INSURANCE: Bidder will show documentation of product liability insurance, including company name, dollar amount of coverage, and effective date of policy.

12) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all proposals for use by the Richmond County School System.

The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous proposal or proposals which are uncertain as to terms or compliance with specifications.

13) RIGHT TO RE-BID: The Richmond County School System reserves the right to reject any and all bids.

The right is reserved to reject any and all quotations, to omit any items called for or to accept the bid deemed best for the Richmond County School System.

14) NON-WITHDRAWAL PERIOD: Bids may not be withdrawn for a period of ten (10) days from the bid opening.

15) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year:

202-2-506 (b) (1)

“Pursuant to O.C.G.A. § 202-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.”

16) JURISDICTION AND VENUE: “This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.

17) CANCELLATION: In the event the vendor cannot provide acceptable service, the Richmond County

School System reserves the right to make other arrangements for procuring uniforms for school safety and security.

18) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school-related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT #1 for Sex Offender Acknowledgement Form.

19) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

20) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. § 41-4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23-214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT #2 for E-Verify Affidavit Form.

21) AWARD METHOD: Richmond County School System is looking for one vendor to supply all items for the contract period. The bid will be awarded based on the lowest responsible and responsive bidder who bids on all items meeting specifications and the overall general value received. Vendors must bid on at least 95% of items to be considered. Richmond County reserves the right to seek other sources for items that were unable to be provided by the awarded vendor. Items will be purchased on an “as needed” basis during the awarded contract period.

If for some reason we are not successful in reaching a mutual agreement with the selected vendor, the Board reserves the right to select the next lowest bidder meeting specifications.

22) TIME OF THE ESSENCE: Failure of the successful vendor to deliver merchandise within the required time shall constitute a material breach of the contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs.

25) CONDITIONS FOR PAYMENT: All items and terms must be as specified. Vendors cannot vary the terms of the specifications. Additionally, the Board of Education shall be allowed not less than twenty

(30) working days to receive, verify delivery, and process payment to all vendors. Payment shall not be made on purchase orders until all items and terms have been verified as meeting bid specifications, in acceptable condition. State your prices firm from contract start date, July 1, 2026. These prices must remain the firm for the entire contract period which will end June 30, 2028.

26) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

27) INQUIRIES REGARDING THIS REQUEST FOR PROPOSAL: All communications concerning this request for proposal must be submitted in writing by electronic mail only to:

Richmond County School System – Business Office Attn: Ms. Cecilia Perkins (706) 826-1298 Email perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County Board of Education.

Originating schools or departments may be called upon for clarification in their area of expertise at the discretion of the Business Office.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business May 19, 2026, 5:00 P.M.

28) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the Business Office and will be made available via the website www.rcboe.org/bids. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating vendor and attached to their response form.

28) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:perkice@boe.richmond.k12.ga.us http://www.rcboe.org/bids

I. GENERAL INFORMATION:

INSPECTION: Physical inspection of deliveries including condition, quality, and labeling will be made at the point of delivery by the Richmond County School System. Materials and/or equipment damaged in shipment will be replaced at the cost of the vendor. The time period for replacement of non-satisfactory items will not exceed three (3) business days after returned. All items must be first grade materials. No seconds or irregulars will be accepted.

II. SPECIAL INSTRUCTIONS:

A. Samples of any of the items may be requested by RCSS once bid is opened if quality needs to be determined. If requested the bidding vendor should deliver the sample to RCSS within 5 business days of the request. All samples should be clearly labeled with the vendors’ name and bid number; RFQ #26-205.

B. Bidder must agree to provide a representative to handle all details of the initial order and all future orders. It is required that the successful vendor offer custom sizes to fit individual officers as required. All bid applicants must be able to provide seamstress services whether in house or contracted, of the highest quality and standards equal to the specifications for each piece of clothing.

C. The successful vendor will supply recommended cleaning instructions for the uniforms and all accessory items, specifying precise details on care and cleaning that are to be utilized in future upkeep and maintenance for the items in this bid.

D. Each uniform is to be thoroughly inspected before shipment. Imperfections shall be corrected before uniforms are shipped. In case of damaged shipment, it shall be the responsibility of the receiver to make an appropriate written notice when signing the carrier documents. The receiver shall inventory the damage and advise the uniform manufacturer in detail.

E. MANUFACTURER’S NAME AND MODEL NUMBERS: Manufacturer’s name and product model numbers listed in these specifications shall be used to establish a required level of quality and functional design capabilities; it is not intended to exclude other products of the desired level. Comparable products of other manufacturers will be considered if proof of comparability is contained within the submitted bid. It is the responsibility of the bidder(s), to furnish complete specifications to include brand name, materials and pictures of proposed items. The vendor may submit internet addresses so that the proposed items may be reviewed by the School Safety Chief or his designee. If turning in digital links please submit along with your sealed bid a labeled USB-flash-drive with this information. The Richmond County School System reserves the right to request samples of any bidders prior to the award. Failure to provide detailed specification data or the requested samples may be considered valid justification for rejection of the bid. This determination shall rest solely with the Richmond County School System.

SCHOOL SAFETY AND SECURITY

UNIFORMS

BID FORM

BID FORM IS ATTACHED in separate PROTECTED EXCEL WORKBOOK.

You must save this document to your computer, you may then fill out your prices and company name on the worksheet. All areas highlighted in light yellow are available for you to type in. Once complete you must save the document, print it and return in a sealed envelope with all other REQUIRED bid documents.

You must use this bid form to turn in your bids.

Please remember if you bid brand items other than the preferred manufacture you must submit specifications with your bid. These specifications can be printed or you may submit websites where the specifications can easily be accessed and reviewed. If turning in digital links please submit along with your sealed bid a labeled USB-flash-drive with this information.

Please call the business office at 706-826-1298 if you have any questions.

VENDOR INFORMATION

DATE:

NAME OF FIRM:

ADDRESS:

PHONE NUMBER:

FAX NUMBER:

E-MAIL ADDRESS:

PERSON SUBMITTING

BID:

BIDS WILL BE RECEIVED UNTIL 3 P.M., EST, WEDNESDAY, MAY 27, 2060

ATTACHMENT #1

Sex Offender Acknowledgement Form

Read, sign and return this form to the Richmond County Board of Education

The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract.

Upon notification and acceptance of the bid, the Contractor (or Vendor) shall certify to the Richmond County Board of Education that periodic criminal history record checks are made by the company for all employees and that to the best of the Contractor’s (or Vendor) knowledge it has no employee or agent who has been convicted of a sex offense or who is a registered sex offender, who will be assigned to any school building or school property while students are attending school or a school related activity.

I have read and understand the above Richmond County Board of Education Policy regarding my or my company’s obligation as a contractor (or vendor). I further acknowledge that the failure to comply with the requirements to identify a sex offender, to comply with any part of this policy, to assign a sex offender to any school building or school property while students are attending school or a school related activity will constitute a breach of the contract.

Contractor (or Vendor) signature Date signed

Witness signature Date signed

ATTACHMENT #2

E-VERIFY

AFFIDAVIT

under O.C.G.A. § 13-10-91(b)(4)

Read, fill out and return this form to the Richmond County School System

By executing this affidavit, the undersigned Contractor verifies its compliance with Immigration Reform and Control Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively.

that the individual firm or corporation which is engaged in services on behalf of the Richmond 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 the applicable provisions and deadlines established by federal law and regulation. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period. 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: _________________________________________________

Name of Project: SCHOOL SAFETY UNIFORMS

Solicitation Number (if applicable): RFQ #26-205

Name of Public Employer: Richmond County School System

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: ____________________________________