Rome Middle Bid Form RMS_AVTECH_01092026.pdf

Rome City Schools

TECHNOLOGY SERVICES DEPARTMENT

508 East Second Street Rome, Georgia 30161

Phone: 706-236-5050 / Fax: 706-802-4311 www.rcs.rome.ga.us

RFQ# RMS-AVTECH-01092026

Classroom Technology for the new Rome Middle School

Posted: January 9, 2026

To: All Proposers

The Rome City Schools Technology Services Department would like vendors to submit a proposal for classroom A/V technology. Pricing shall remain firm for one year after award. The Rome City School System is tax exempt.

The RFQ Closing is: RMS-AVTECH-01092026 2/9/26 2:00PM

(RFQ #) (DATE) (TIME)

Responses to this Request for Quotation must be in a sealed envelope and must be marked with your company name, and RFQ number. Please allow ample time for delivery. Quotes received late will not be considered. For mailing purposes, please address to:

Rome City Schools Matt Stover, Director of Technology and Network Services

508 East Second Street Rome, Georgia 30161

RFQ will close on the date and time specified above; only a listing of participating vendors will be available at that time.

Respectfully, Matt Stover Director of Technology and Network Services

ROME CITY SCHOOLS

Technology Services Department

GENERAL TERMS AND CONDITIONS

1.0 PREPARATION OF QUOTES

1.1 Quotes must be on forms furnished with this Request for Quotation. They must be submitted in a sealed envelope marked with your company name and “RMS-AVTECH-01092026” clearly marked on the outside of the envelope.

1.2 Vendors are instructed to carefully read all terms, conditions and specifications as set forth in the Request for Quotes. RFQ forms must be completed in their entirety. Responses must be either typed or written in ink. Any correction made on the proposal form (white out or strike through) must be initialed by an authorized representative of the company submitting the RFQ or the proposal may be rejected by RCS.

Each vendor is required to furnish all information requested in the Request for Quotation.

1.3 Each vendor is responsible for having knowledge and understanding of any applicable State of Georgia

Code and RCS regulations or policies pertaining to RCS procurement.

1.4 RCS Purchasing Regulations are hereby acknowledged, understood, and agreed to by the both parties and are hereby fully incorporated into the RFQ and Proposal Contract.

1.5 Conditional RFQ’s- Proposals that in any way qualify or vary the terms and conditions and specifications of this RFQ may be considered non-responsive and disqualified.

2.0 COMMUNICATIONS WITH RCS STAFF

2.1 All communications concerning this RFQ must be submitted via fax OR email to the RCS Technology

Services Department. Email to mstover@rcs.rome.ga.us is the preferred method of communication. Only written questions submitted via email or fax will be accepted. No response other than written, distributed by the Technology Services Department will be binding upon RCS. User departments may be called upon for clarification in their area of expertise at the discretion of the Technology Services Department.

2.2 From the issue date of this RFQ until the completion of the selection process and the award notification is announced, vendors are not allowed to communicate with school system employees and/or contracted agents related to this RFQ for any reason except as authorized by the Technology Services Department.

Violation of this provision may result in rejection of the response.

2.3 It is the vendor’s responsibility to check the RCS Current Solicitations website for any addenda, responses to vendor questions, or other communications, which may be necessary during the solicitation period.

3.0 SUBMISSION OF PROPOSALS

3.1 The Original and One (1) Copy of the RFQ must be received at the Rome City Schools Central Office, Attention: Director of Technology Services Department, 508 E. Second Street, Rome, Georgia 30161 no later than the date and time (determined by the date/time stamp by RCS) set forth in the Request for Proposal. Responses are due by mail or hand delivery no later than the date and time (determined by the date/time stamp by RCS) set forth in this Request for Proposal. Please include at least one digital copy of your RFQ in the submission (Ex. USB Flash Drive). Submitters are advised to consider that hand delivery assures timely receipt. In the interest of resource management and waste, digital only submissions are acceptable.

3.2 Any proposal received after the designated time will be deemed late and will not be considered by RCS.

Telephone or fax quotations in lieu of RFQ Form will not be accepted. RCS cannot be responsible for lateness of receipt due to delivery delays.

3.3 Verify your quotation before submission as it cannot be withdrawn, corrected, or altered after submission.

A responsible officer or employee must sign and all obligations assumed by such signature must be fulfilled.

4.0 SPECIFICATIONS

4.1 Any deviation from the specifications must be clearly identified in a letter accompanying the RFQ. The furnishing of cuts, catalogs or printed descriptions will not relieve the vendor of this requirement. RCS shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the Request for Proposal. If RCS determines that the modifications or deviations from the specifications are not in compliance, the offer may be rejected.

4.2 A vendor’s failure to deliver any items/services according to specifications set forth in their RFQ may result in cancellation of the purchase and permanent removal from the vendor’s list. If any items do not meet these specifications, the items will be picked up at vendor’s expense and removed from RCS property at the sole cost of the vendor.

4.3 For Goods: Manufacturers listed, as “Model Equivalence” in the RFQ is to establish the general quality required. Items of other manufacturers of equal or better specifications may be considered. RCS will be the sole determiner as to whether the substituted item is of equal or better specification.

4.4 If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in RFQ documents as well as current industry standards. Replacement units must be made available to RCS for review and approved prior to the end of life of the awarded model. RCS reserves the right to accept or reject the replacement item.

4.5 All products and materials furnished must comply with all applicable federal, state, and local laws, codes and regulations.

4.6 Project drawing documents may be examined at Southern A & E’s office at 7951 Troon Circle, Austell, Georgia 30168 or by calling 770-819-7777 to request a password and link to Southern A & E’s online plan service to view the documents. Upon further request, construction documents may be downloaded for printing or hardcopies may be ordered through the online plan service.

5.0 PRICES QUOTED

5.1 Prices must remain firm for a period of one year from the award date unless specified otherwise in the Special Terms and Conditions. Rome City Schools reserves the option to renew the RFQ annually if agreeable to both the successful vendor and Rome City Schools. The RFQ may be renewed up to four times annually.

5.2 Quantities/amounts shown on the Request for Proposal are estimates. Vendors are advised that the actual number purchased/required may vary from those on the proposal, depending upon the needs of RCS and the availability of funds.

5.3 Proposals that contain minimum order amounts will not be accepted unless called for in the Special Terms and Conditions.

5.4 Pricing must be submitted on Proposal Form as requested without conditions unless called for in Special Terms & Conditions.

5.5 For Goods: RFQ’s must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the Special Terms and Conditions.

6.0 SAMPLES

6.1 When required, samples must be furnished at the vendor’s expense.

6.2 Samples are to be tagged or labeled as directed in the Special Terms and Conditions.

6.3 Samples not used or destroyed in testing will be returned to the vendor at vendor’s request and at vendor’s expense. If vendor does not arrange for pick-up of samples as defined in Special Terms & Conditions, samples will become the property of RCS.

7.0 AWARDS

7.1 RCS reserves the right to accept or reject any part of a submitted proposal, to accept the entire proposal from one vendor, to accept portions of the proposal from several vendors, or to reject all proposals submitted or waive any minor irregularity.

7.2 RCS reserves the right to award by line item to more than one vendor and/or to award by group or any combination thereof.

7.3 Award will be made to the responsive and responsible vendor based on price, availability, past vendor experience, references, and compliance with the proposal specifications and requirements as outlined in the evaluation criteria included in this solicitation. Award of proposal will be made in the best interest of

RCS.

7.4 A determination of competitive range may be made after initial submission of proposal and after any additional revisions. Submitters not in the competitive range of being selected for award shall be eliminated from further discussion.

7.5 During the evaluation phase, discussions may be conducted with submitters who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure full understanding of and responsiveness to the solicitation requirements. Submitters will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. RCS Technology Services Department may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. In all events, RCS reserves the right to re-solicit the item(s) involved.

7.6 Purchases by RCS are not subject to Federal Excise Tax or State and Local Sales Tax. No taxes should be included in this RFQ.

8.0 BASIC RFQ AND CONTRACT GUIDELINES AND REQUIREMENTS

8.1 Evaluation- Award will be made based upon the evaluation criteria published in this RFQ. It is also known that RCS may use information from any corresponding meeting with specific vendors pre-proposal or during the evaluation as it relates to the published evaluation criteria.

8.2 Award Period- Awarded contract will be valid for one year from the date of award with option to renew annually up to four additional years.

8.3 Price Modification-Prices must remain firm for entire contract period. Vendor can request a price modification at the beginning of each new contract period but it must be accompanied by documentation supporting the increase. RCS reserves the right to accept, negotiate, or deny and re-solicit any request for price escalation if it is determined that acceptance is budget prohibitive.

8.4 Clarification- RCS may seek written clarification at any point during the evaluation process. Vendor is responsible to provide information to the best of their ability within the format and time parameters provided by evaluation committee.

8.5 Presentation/Meetings/Demonstrations- RCS, at its sole discretion may invite finalists for a verbal presentation, meeting, conference call and/or a web demonstration.

8.6 Best and Final Offer (BAFO) - RCS may request a best and final offer if applicable.

8.7 Terms and Conditions- RCS expects the terms and conditions of this RFQ, and all RCS related documents, to be the prevailing contract agreement. RCS will not sign any contract document that forfeits control or supersedes this contract. If you request different or supplemental contract language to be incorporated into this contract, please provide with your initial submission. RCS will consider all reasonable requests and will attempt to negotiate in good faith to provisions offered in good faith.

However, if mutually accepted language cannot be reached, RCS may deem your offer non-responsive. In addition, any document that materially alters the terms and conditions of this agreement or placed undue burden on RCS may be deemed non-responsive and removed from consideration.

8.7.1 Any contract language that you request MUST be provided with initial response, as it will not be possible to supplement contract language later. If you submit supplemental contract language, it is the responsibility of the vendor to detail differences in contractual language at the time of response.

8.7.2 Preference may be given to an organization whose offer complies with all RCS terms and conditions herein.

8.7.3 The provisions made for negotiation herein deals with contractual language governing the legal elements of this contract. It does not pertain to mandatory contract specifications such as scope of work, cost, delivery, customer service etc.

8.8 Vendor Questionnaire- Vendor must submit the vendor questionnaire included with this solicitation (Only once for the entire RFQ Package). RCS reserves the right to utilize any information from this form in any evaluative portion of this RFQ.

8.9 References- References shall be submitted as requested, and in the format as requested, in this document

(Only once for the entire RFQ Package). RCS is not responsible for any references beyond the three requested, but may contact additional references.

8.10 E-RATE- All vendors responding to this RFQ must be familiar with E-Rate funding eligibility requirements and meet or exceed all such requirements. The RFQ contract may be awarded in whole or in part to multiple vendors based on best value and in order to meet E-Rate funding guidelines. All E-Rate eligible purchases must be identified by the vendor and billed appropriately for credit or reimbursement.

The vendor will work closely with RCS personnel to insure the school district maximizes E-Rate funding.

9.0 CONTRACT

9.1 THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE VENDOR AND

RETURNED WITH THIS PROPOSAL IN ITS ENTIRETY.

9.2 It is understood and expressly agreed that, upon proper acceptance of any or all items by the RCS Technology Services Department, a contract shall hereby be created.

9.3 Failure to observe any of the general or special terms of this contract may constitute for rejection of award and removal from bidders list.

9.4 Unless otherwise stated in the Special Terms and Condition, RCS requires that all prices quoted will be firm for a minimum of 12 months from award of contract.

9.5 By signing of contract, vendor confirms responsibility as an authorized agent to sell, distribute all products and services as proposed. In addition, vendor confirms ability and responsibility to provide all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in the Special T&C.

9.6 Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Floyd County, Georgia.

9.7 Entirety of Contract - All documents submitted in response to the RFQ, including any attachments and appendices are incorporated into the contract between RCS and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the RFQ Response by the Vendor conflicts with the language of the RFQ, the language of the RFQ shall govern and control for all purposes, unless consented and agreed to by RCS in writing.

10.0 SHIPPING

10.1 All prices are to include delivery to the location(s) specified in the Proposal or the Purchase Order. All delivery for goods must be FOB destination, unless specified otherwise in the Special Terms and Conditions, with delivery to the location specified by RCS.

10.2 In the event of damage, shortage, or other loss resulting from shipment to any RCS facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter between vendor and the carrier.

10.3 RCS reserves the right to cancel the purchase of the bid items/services and/or any other pending purchase orders to the same vendor and/or permanently remove the vendor from the vendor list if the items/services have not been delivered/completed by the specified delivery date and no written extension of such delivery date has been granted by RCS.

11.0 INVOICING

11.1 Payment will be made by RCS after final delivery and acceptance of all items/services. However, final acceptance will not be made until after inspection and approval by RCS authorized representatives.

11.2 All accounts are paid on a current basis. It is preferred that cash discounts be part of the unit quotation.

When a cash discount for an order is shown, it will apply to the date of the last invoice. Discount periods of less than 30 days will not be considered in the award process. All discounts offered will be taken. Time will be computed from the date of delivery at destination or from the date, a correct invoice is received, if later than the date of delivery.

11.3 Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable. Invoices must not be altered in any way from the original by handwriting or by machine. Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt.

Computer-produced invoices are preferred. Invoices must contain the company name, the remit to address, and an RCS purchase order number.

12.0 ASSIGNMENT, DELEGATION, OR SUBCONTRACT

12.1 Except as may be specifically permitted by the RFQ, Vendor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of the work required under this Contract, or assign any of its rights or obligations hereunder, without written consent of RCS, which consent may be withheld at its sole discretion.

13.0 INDEMNIFICATION

13.1 The successful Vendor shall be liable for any injury, damage or loss occasioned by negligence of the successful Vendor, its agents, or any other person the successful Vendor has designated to visit RCS property and shall indemnify and hold harmless the Board, its officers, employees, agents, volunteers from any liability arising in the performance of this contract. Vendor’s obligation under this section shall not extend to any liability caused by the sole negligence of RCS, or its employees.

14.0 INSURANCE

14.1 Before performing any work on the awarded contract, the successful vendor shall procure and maintain, during the life of said contract, insurance coverage as listed below. The policies of insurance shall be primary and written on forms acceptable to the Board and placed with insurance carriers approved and licensed by the Insurance Department in the State of Georgia. Proof of insurance must be available at the request of RCS at any point of the evaluation process or during the life of the contract.

15.0 TERMINATION

15.1 Termination-If RCS or the successful vendor(s) wish to cancel this contract, written notice thirty (30) days in advance will be required of either party. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving notice specifying the breach. RCS reserves the right to terminate without warning in the event of critical and/or material breach of contract.

16.0 ADDENDUM

16.1 Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. Vendor is responsible for checking the webpage frequently during solicitation period for any potential addendums.

17.0 SPECIAL TERMS AND CONDITIONS

17.1 Should the General Terms, Conditions be in conflict with the attached Special Terms and Conditions, the

Special Terms and Conditions will control.

1.0 COST/BID FORM

1.1 All cost considerations must be included on the Bid Form provided within this document. RCS will not consider any costs not disclosed on the Bid Form provided.

1.2 All parts and their respective part numbers, as well as, labor costs if separated must be listed in an itemized cost report as to verify that the correct equipment is being proposed.

1.3 Vendors are not required to submit for all attachments. However, any submission on an attachment

MUST be submitted for ALL items in the attachment.

2.0 BID FORM

TOTAL COST AS SPECIFIED FOR ATTACHMENT A: $_____________________________

TOTAL COST AS SPECIFIED FOR ATTACHMENT B: $_____________________________

Other Cost Considerations:__________________________________________________________________________

Cost Notes:________________________________________________________________________________________

3.0 PROPOSAL EVALUATION

3.1 Organization and Completeness of Proposal

Proposal must provide straightforward, concise proof of submitter’s capabilities to satisfy RFQ requirements. For ease of review, responses must be organized in the exact same order as the RFQ or as stipulated in the RFQ. Each section should be labeled and any additional documents provided by the vendor must reference the appropriate section of the RFQ. All requested information must be included and all forms completed in entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

3.2 Evaluation Procedures – Review of Proposals

A committee comprised of representatives from multiple departments will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, as well as the estimated cost of the engagement. Cost will not be the sole determining factor in the award. Each proposal will be reviewed for completeness to ensure that all requirements are addressed satisfactorily. The committee will determine any areas requiring additional clarification/information and request this information from the responding vendor.

3.3 Evaluation Criteria

The selection of a GPS Provider will be based on the review of several key elements in the proposals submitted.

They include, but are not limited to the following criteria:

# Description Points Possible 1 Scope of Work, Qualifications, References 40 2 Cost 60

TOTAL 100

3.4 Documents Required for Reward

A) Written Request from 2.0 Scope of Work B) Written confirmation of E-Rate capabilities(n/a) C) References and Vendor Questionnaire D) Bid Form (2.0) E) Signed Contract Page F) T&C Compliance G) Financial Information (Vendor Questionnaire)

THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE SUBMITTER AND RETURNED

WITH THE PROPOSAL PACKAGE.

CONTRACT AGREEMENT

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing the equipment and services specified in RMS-AVTECH-01092026 to Rome City Schools and do agree to all terms and conditions by so signing this document.

Withdrawals, cancellations, etc., will not be accepted unless the Director of Technology Services or the Chief Operations Officer gives authorization. In the event vendors fail to comply, they may be removed from the vendors’ list.

Company Name Representative’s Signature

(Must be signed in ink)

Address Representative’s Name (Please type or print)

City, State, and Zip Code Email Address

Date Telephone Number and Extension

Terms ( If payment terms are not indicated, Fax N umber will be determined to be net 30 days).

PLEASE INDICATE YOUR LEAD TIME UPON RECEIPT OF PURCHASE ORDER:

PRICES MUST REMAIN FIRM FOR ONE YEAR FROM DATE OF AWARD.

Signing the Contract Agreement affirms that the original RFQ document has not been altered in any way.

Upon notice of Award, this page will become the prevailing Contract Agreement between your organization and the RCS.

Vendor Questionnaire

Questionnaire information will be utilized in the evaluation of this Bid. Vendors must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration.

Company Name: _____________________________________________________________________________________

Years in Business: __________________________________________________________________________________

# of Permanent Employees: ___________________________________________________________________________

How many Comparable Contracts do you currently have in Georgia? __________________________________________

How many of these Contracts are: Government ____________________________ K-12 Education__________________________

Please list any School Systems that your company currently services:

Please provide the name and contact information for the Project Manager assigned to this contract.

Has your company ever failed to comply with any Government contract awarded? (Explain if yes)

Has your company ever lost a contract to any local, state, or national government entity based on poor performance or breach of contract? (Explain if yes) _____________________________________________________________________

Is your company currently in bankruptcy proceedings or has it filed for bankruptcy in the past five years?

(If Yes, please explain) _______________________________________________________________________________

Please provide with your submission your most recent financial statement and audit results. Please initial if they are included ________Or specify why they are not included _____________________________________________________

Please list any additional certifications, awards or recognitions that you feel would benefit RCSS in the award and execution of this contract: _____________________________________________________________________________

VENDOR REFERENCE SHEET

References will be utilized in the evaluation of this Proposal. Vendor must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration.

It is not the responsibility of RCSS to pursue and obtain incomplete and/or inaccurate reference information, to ensure that references respond to our reference request, or to consider references not listed on this form.

1. _________________________________________________________________________ Company

Address, City, State, Zip Code

Telephone Number Fax Number

Name of Contact Person Email Address

2. _________________________________________________________________________

Address, City, State, Zip Code

Telephone Number Fax Number

3. _________________________________________________________________________

Address, City, State, Zip Code

Telephone Number Fax Number

ATTACHMENT A: Classroom Interactive Panels

1.0 INTRODUCTION

Rome City Schools (RCS) invites formal quotes for classroom technology as specified for the new Rome Middle School.

2.0 SCOPE OF WORK

2.1 Winning vendor will supply cost for the requested components including installation to include parts required to mount interactive panel.

2.2 RCS will not hold the burden of storing any equipment or parts prior to installation unless an agreement is made for RCS to store them.

2.3 Winning vendor will dispose of ALL boxes and packaging from installation job at their expense of time and labor whether through agreement with general contractor for construction site disposal or off-site disposal.

2.4 Target installation window begins March 2, 2026 (Earlier could be possible)

3.0 EQUIPMENT REQUESTED

3.1 Qty 122: ViewSonic IFP-8651 Interactive panel including an OPS SLOT PC with Ultra 5 Processor, 16GB RAM, 512 SSD and ClearTouch KB200 keyboard with installation on wall using a BalanceBox 400 or equivalent low effort counter-balanced non-electric adjustable height mounting unit. Unit must have minimum 7-year warranty and 5 years onsite service.

*Provide Alternate Quote for mounting the unit using standard wall mounts, do not include alternate total with attachment total.

3.2 Qty 5: ViewSonic IFP-8651 Interactive panel including an OPS SLOT PC with Ultra 5 Processor, 16GB RAM, 512 SSD and ClearTouch KB200 keyboard with installation on a rolling cart with electric height adjustability. Unit must have minimum 7-year warranty and 5 years onsite service

3.3 Qty 122: Mini Surge Protection (not just a power strip) for wall mounted Smart Boards (APC P3U3 or equivalent.)

ATTACHMENT B: Digital Signage

1.0 INTRODUCTION

Rome City Schools (RCS) invites quotes for digital signage as specified for the new Rome Middle School. The solution provided should be warrantied for a minimum of 5 years from date of final installation if possible.

2.0 SCOPE OF WORK

2.1 Winning vendor will supply cost for the requested components.

2.2 RCS will not hold the burden of storing the equipment or parts prior to delivery unless an agreement is made for RCS to store them.

2.3 Winning vendor will dispose of ALL boxes and packaging from installation job at their expense of time and labor whether through agreement with general contractor for construction site disposal or off-site disposal.

2.4 Target installation window begins March 2, 2026 (Earlier could be possible)

3.0 EQUIPMENT REQUESTED

3.1 Qty 8: Newline STV-8624-PLUS with 5-year warranty including installation on a mount that can articulate out from wall for service. These displays will be mounted approximately 6ft up from the floor.

3.2 Qty 3: Newline STV-9824-PLUS with 5-year warranty including installation on a regular wall mount. These displays will be mounted approximately 6-7ft up from the floor.

3.3 Qty 2: Newline STV-6524-PLUS with 5-year warranty including installation on a regular wall mount. These displays will be mounted approximately 6-7ft up from the floor.

3.4 Qty 12: HP Chromebox G4, Celeron 7305, 8GB Ram, 64GB Storage and ClearTouch KB200 keyboard (Qty is intentionally 2 less than display count)

3.5 Qty 1: Rollable Direct View LED vertical poster, 70-72” range of size with 1.9mm Pitch.

Must be from a known common brand.