SN 24_002 Cafeteria Redesign Decor Package (F.pdf

REQUEST FOR PROPOSAL

24-002

CAFETERIA REDESIGN DECOR PACKAGE

CLOSING DATE: Friday, July 19, 2024 CLOSING TIME: 2:00 p.m. EST

BIDS ARE TO BE SUBMITTED THROUGH

THE BONFIRE PORTAL:

https://dcssga.bonfirehub.com

ALL BIDS ARE SUBJECT TO THE FOLLOWING INSTRUCTIONS WHEN CHECKED:

1. _X_ The Instructions, and Standard Terms and Conditions attached.

2. _X_ The attached Agency Insurance Requirements shall apply.

3. ___ The attached “Additional Terms and Conditions” shall apply (__) page(s).

4. _X_ In conformance with the attached “Specifications” (_9_) page(s).

5. ___ See attached (____) page(s) of (_____) line items

6. ___ Equipment or supplies offered to conform to the attached: ___Plans___Drawing(s) __Sample(s)

7. _X_ Respondents must show manufacturer's name and model number for each line item offered.

8. _X_ Respondents to furnish specifications and complete descriptive literature with bid if offering substitute or alternate item.

Respondent is cautioned to carefully read the instructions and the terms and conditions on the attached sheets.

Failure to adhere to these instructions and terms and conditions may result in rejection of response.

ACKNOWLEDGE RECEIPT OF ADDENDUM:

#1_____ #2_____ #3_____ #4_____ #5

(Please Initial)_____

Douglas County School District Danielle Freeman, Executive Director of School Nutrition

School Nutrition Services 11490 Veterans Memorial Hwy

Douglasville, Ga. 30134 Danielle.Freeman@dcssga.org

770-651-2300 770-651-2302 Fax

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TABLE OF CONTENTS

I. INTRODUCTION

II. MINIMUM QUALIFICATIONS

III. CALENDAR OF EVENTS

IV. INSTRUCTIONS

V. STANDARD TERMS AND CONDITIONS

VI. INSURANCE REQUIREMENTS

VII. SCOPE OF WORK AND REQUIREMENTS

VIII. GENERAL CONDITIONS

IX. NON-DISCRIMINATION POLICY

X. INVITATION TO BID PROCEDURES AND GUIDELINES

XI. RESPONDENT PRICING SHEET

XII. RESPONDENT RESPONSE FORM

XIII. RESPONDENT INFORMATION

XIV. REFERENCE SHEET

XV. RFP CHECKLIST

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I. INTRODUCTION

The Douglas County School District, with this document, hereby Request For Proposal from licensed, qualified companies to provide "Cafeteria Redesign Decor Packages" for the following schools: Chapel Hill Middle, Chestnut Log Middle, Factory Shoals Middle,Turner Middle & Yeager Middle School. All information should be returned to Douglas County School System ("DCSD" or "District") in accordance with the specifications as outlined in this proposal package RFP–24-002 Cafeteria Redesign Decor Packages.

Proposal Packages will be available to all interested Respondents on Friday, June 21, 2024.Proposal Packages can be obtained by visiting the following website to download a copy: https:// dcssga.bonfirehub.com

The Douglas County School District reserves the right to waive technicalities, to accept or reject any and all bids and to waive any irregularity in bids received, to award the entire bid to one Respondent or to multiple Respondents or to make awards by group or location, whichever is in the best interest of the Douglas County School District; hereafter referred to as “DCSD” or "District", except where noted for clarity.

The DCSD is an equal opportunity employer.

All questions concerning this Request For Proposal should be directed to Danielle Freeman, Douglas County School District, Executive Director of School Nutrition Services. All inquiries must be in writing and emailed to. https://dcssga.bonfirehub.com

II. MINIMUM QUALIFICATIONS

• It is preferred that each Respondent be registered to do business in the State of Georgia. Each Respondent should provide evidence of their registration with each bid submittal. For Georgia businesses, a photocopy of your Georgia business license is acceptable.

• Respondents must meet the minimum requirements for liability insurance and worker’s compensation coverage as stated in this document.

• Respondents shall submit with their bid, sufficient evidence of a minimum of 5 years’ experience in similar projects preferably with public school systems. This information should be included on the Reference Sheet.

• All services provided by the awarded Respondent must be performed by a direct employee or Principal of the firm. Awarded Respondent may subcontract any portion of the services for this project, with approval from DCSD.

• Respondents shall submit the completed Respondent Information Form.

• Respondents shall also submit the completed “Georgia Security and Immigration Compliance Act

OCGA 13-10-91” document, “Respondent Affidavit and Agreement” and “Subcontractor Affidavit” (if applicable).

• Respondents shall submit the completed Lobbying and Disclosure Form

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III. CALENDAR OF EVENTS

ACTION

Issuance of Invitation to Bid (RFP)

Submission of Questions by

Response to Questions

Bid Submission Deadline

Evaluation Period

Submittal of Board Agenda Item

Board Meeting to Discuss/Approve Recommendation

Board Approval of Recommendation

Execution of Contract

DEADLINE

Friday, June 21, 2024

Friday July 5 ,2024 2:00 pm EST

Friday, July 12, 2024 5:00 pm EST

Friday, July 19, 2024 2:00 pm EST

July 26-31, 2024

Friday, August 2, 2024

Monday, August 12, Monday, August 19, Friday, August 23, 2024

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IV. INSTRUCTIONS

1. Proposals shall be submitted through the Bonfire portal. See Proposal Submittal Requirements for specific instructions for this RFP.

2. All proposals must be either typewritten or filled in with pen, and must be signed in ink by an officer or employee having authority to bind the company or firm. The signatory of the proposal must initial corrections or changes on any document. Respondents will not be allowed to modify their Proposals after designated closing date and time.

3. Respondents should provide all of the information required on all forms, including the Proposal Form, and shall sign the Standard Terms and Conditions.

4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from the date of opening.

5. Any cash discount offered to the DCSD must be listed in the Proposal Response. Cash discounts offered from one percent up to five percent for payment in thirty days or more will be considered for the purposes of evaluation. Any further cash discount will not be considered in the evaluation.

6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in the Request For Proposal, may be treated as non-responsive and may not be considered for award.

7. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.

8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to obligate the DCSD to purchase any minimum amount; nor shall any such reference serve to establish any maximum amount the Respondent is required to furnish.

9. Quotes containing provisions for late or interest charges will not be considered.

10. Prepayment and/or progress payment requirements contained in responses will be treated as non-responsive and will not be considered for award.

11. Respondents must specify the manufacturer and/or brand name on each of the items proposed. If an item has a specified manufacturer and/or brand name and the words “or equal” do not follow, substitutions will not be accepted.

12. The DCSD reserves the right to amend this Request For Proposal prior to the due date.

13. Special Instructions:

Manufacturers listed in the proposal document are to establish the general quality required. Items of other manufacturers of equal or better quality will be considered. The DCSD shall be the sole determiner as to whether the substituted item is of equal or better quality than those specified. The DCSD may request samples as needed from Respondents to determine manufacturer equivalence.

14. Any contract awarded pursuant to this Request For Proposal shall be awarded to the most responsive and responsible Respondent that is within the budget parameters for the project and whose bid response meets the requirements and criteria set forth in this Request For Proposal.

15. Purchases of the DCSD are not subject to sales taxes. Tax exempt certificates will be furnished upon request.

Respondent understands and accepts all Instructions as it pertains to this Invitation to Bid:

Respondent Signature Date

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V. STANDARD TERMS AND CONDITIONS

1. Respondent shall transfer and deliver to the DCSD all of the goods and/or services described herein for the consideration set forth herein.

2. Delivery shall be made to the address listed on the Purchase Order or Contract and within the time specified.

3. Risk of loss shall remain with Respondent until acceptance by the DCSD.

4. Title to the goods shall remain with Respondent until acceptance by the DCSD.

5. Respondent warrants that the goods are merchantable and as described herein.

6. The DCSD shall have the right to inspect the goods at the time and place of delivery.

7. No right or interest in the contract shall be assigned by Respondent without the written permission of the DCSD, and no delegation of any obligation owed or of the performance of any obligation by Respondent shall be made without the written permission of the DCSD. Any attempted assignment or delegation shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

8. The laws of the State of Georgia and the policies of the DCSD shall govern this agreement in all respects.

9. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia Sales and Use Tax.

10. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise stated, conform exactly to all of the descriptions and attachments contained in the Invitation to Bid upon which this order is based, and the terms, conditions, and specification of the Request for Proposal are incorporated herein by reference and made a part hereof.

11. Any goods supplied found not in accordance with the description and specifications set forth in the Item Schedule will be rejected. Goods rejected shall be returned, freight collect to the Respondent.

12. Prices stated are F.O.B. destination. No further allowances shall be made for freight and delivery charges.

13. All bids submitted shall be in accordance with the terms of the DCSD Request For Proposal and the laws of the State of Georgia.

14. The DCSD reserves the right to cancel this contract for either non-performance or poor performance of the Respondent by giving thirty days written notice in advance to the Respondent of its intent to do so, and shall retain no liability to Respondent based on any such termination except to pay all amounts due Respondent up to the date of termination for services rendered.

15. Successful Respondent will be required to supply an original and one copy of each invoice, and to reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

16. All invoices and/or financial correspondence should be directed to, School Nutrition, Accounts Payable, Douglas County School District.

17. Successful Respondent must furnish proof of liability insurance as stated in the “Insurance Requirements” upon contract award. Respondent must maintain insurance coverage for duration of contract with the DCSD, including all renewals.

18. Respondent should submit original and one copy of their response.

19. Contract award is subject to the availability of funds.

20. The DCSD reserves the right in its sole and complete discretion to reject any or all proposals and to waive technicalities and informalities. The DCSD anticipates that the contract will be awarded to the most responsive and responsible Respondent who provides the lowest proposal that is within the budget parameters for the project and whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether the Respondent is responsible, the DCSD will consider, but is not limited to consideration of, the following:

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a. Whether the Respondent or its principals are currently ineligible, debarred, suspended, or otherwise excluded from bidding or contracting by any State or Federal agency, department or authority.

b. Whether the Respondent or its principals have been terminated for cause or are currently in default on a public works contract.

21. The DCSD reserves the right to award these services in any way economically feasible or in the best interest for matching purposes.

22. The DCSD reserves the right to request clarification of information submitted and to request additional information of one or more proposers.

23. The DCSD reserves the right to (i) reject any and all bids in their entirety, for any reason, (ii) award the contract to the most qualified Respondent as determined solely by the DCSD at its discretion and/or (iii) award the contract to another independent review firm if the selected firm does not execute a contract within 30 days after the award of the bid.

24. The acceptance of a bid shall be subject to the execution of a definitive agreement between the parties. Any agreement or contract resulting from the acceptance of a bid shall be on forms either supplied by or approved by the DCSD and shall contain, at a minimum, applicable provisions of this Request For Proposal (“RFP”).

The DCSD reserves the right to reject any agreement that does not conform to this RFP and to any DCSD requirements for agreements and contracts.

25. The DCSD assumes no responsibility or obligation to the Respondents and will make no payment for any costs associated with the preparation or submission of a bid.

26. All bids submitted become the property of the DCSD.

27. The DCSD standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or date of receipt of correct invoice, whichever is later. All payments will be made in accordance with the DCSD’s policies and procedures.

28. The contract shall be governed by the laws of the State of Georgia, regardless of any conflict of law or rules that would require an application of the laws of another jurisdiction. Venue and jurisdiction shall be proper only in the federal and state courts located or serving the Douglas County, Georgia, area.

29. The contract will terminate absolutely and without further obligation on the part of the DCSD on June 30, 2025, and at the close of each succeeding calendar year unless renewed in accordance with the terms of this Agreement.

30. Not withstanding the foregoing, the contract will terminate absolutely and without further obligation on the part of the DCSD at the close of the calendar year in which it was executed and at the close of each succeeding calendar year for which it may be renewed. The contract will automatically renew for additional one year terms, not to exceed five (5) years, unless the DCSD provides written notice to Respondent of its decision not to renew the contract sixty (60) days prior to the end of the calendar year.

31. Either party may, without cause and for any reason, terminate the Contract at any time upon giving sixty (60) days written notice to the other party.

32. Respondents agree to waive any claims they have or may have against the DCSD, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the: (1) administration, evaluation, recommendation or selection of any bid or qualifications; (2) waiver of any representations under the bid or documents; (3) approval or rejection of any bid or qualifications; and (4) award of a contract.

33. While on campus, Respondents will comply with DCSD policies and regulations. All DCSD policies, regulations and handbooks can be located on the DCSD website at www.dcssga.org.

Respondent understands and accepts all Standard Terms and Conditions as it pertains to this Request For Proposal:

Respondent Signature Date

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VI. INSURANCE REQUIREMENTS

Upon Notice of Award, Respondent may submit this form to their insurance agent as this form contains requirements that may be non-standard in the insurance industry.

Respondent shall furnish the DCSD certificates of insurance as follows from company or companies acceptable to the

DCSD.

1) Required Certificates A. Commercial General Liability Insurance Policy

Respondent shall procure and maintain a Commercial General Liability Insurance Policy, including products and completed operations liability, and contractual liability coverage covering bodily injury, property damage liability and personal injury. The policy or policies must be on any “occurrence” basis unless waived by the DCSD. The policy shall include contractual liability coverage. The policy purchased by the Respondent must be issued by accompany authorized to conduct business in the State of Georgia or by a company acceptable to the DCSD. The policy must include separate aggregate limits per project. Excess liability coverage may be used in combination with the base policy to obtain the limits listed below.

Limits $1,000,000 per Person $1,000,000 per Occurrence

B. Business Automobile Liability Insurance Policy The Respondent shall procure and maintain a Business Automobile Policy with liability limits of not less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a combined single limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess liability coverage may be used in combination with the base policy to obtain these limits.

C. Workers’ Compensation Insurance Workers’ Compensation Insurance in accordance with applicable state laws with the following limits:

Limits Bodily Injury by Accident - $500,000 each accident Bodily Injury by Disease - $500,000 each employee Bodily Injury by Disease - $500,000 policy limit Certificates to contain policy number, policy limits and policy expiration date of all policies issued in accordance with this contract.

IF YOUR COMPANY IS EXEMPT FROM WORKERS’ COMPENSATION INSURANCE IN ACCORDANCE WITH

GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING YOUR

EXEMPTION.

2) Certificates shall contain the location and operations to which the insurance applies.

3) Certificates shall contain Respondent’s insurance coverage. If coverage is included in General Liability, please indicate this on the Certificate of Insurance.

4) Certificates are to be issued to:

Douglas County School District P.O. Box 1077 Douglasville, GA 30133

5) The Respondent shall mail insurance document listed in this form to:

Douglas County School District Business Services P.O. Box 1077 Douglasville, GA 30133

VII. SCOPE OF WORK AND REQUIREMENTS

A. The DCSD has issued this "Request For Proposal " for the purpose and intent of obtaining bid responses from qualified companies to provide Cafeteria Redesign Decor Packages for the following schools Chapel Hill Middle, Chestnut Log Middle, Factory Shoals Middle, Turner Middle & Yeager Middle School. Responses must be in accordance with the specifications outlined in this proposal package RFP 24-002.

B. The basic services include, but are not limited to, the following: 5/12-seated tables with custom logo and approximately 4 to 5 walls and/or serving line areas to include each schools mascot /color with or without logo. (Chapel Hill Middle-Purple/Gold-Wildcats, Chestnut Log Middle-Burgundy/Black-Bears, Factory Shoals Middle-Red/Gold-Knights, Turner Middle-Red/Black-Indians & Yeager Middle-Blue/Green- Mustang)

C. The Respondent: for a site visit for each school (design purpose) please reach out to Danielle.Freeman@dcssga.org to schedule a visit.

D. The Respondent must provide design models unique to each school site to upgrade cafeteria serving and eating areas. The design must reinforce wellness including healthy food choices and physical activity.

Academic achievement and age appropriate character educations must also be emphasized. School mascot may or may not included.

E. The Respondent must include the design, planning, development, project management, production, delivery and installation of all proposed products in the proposal.

F. The Respondent must oversee any and all aspects of the project including working with any subcontractors.

G. The Respondent must schedule work after the the end of the school day, nights, weekends and district holidays and operate with minimal disruption to the current meal service.

H. The Respondent must remove and haul all old equipment for disposal as deemed necessary the Nutrition Services Department Director or Designee. Surplus and waste materials removed from the work site must be disposed of in accordance with applicable laws and regulations.

I. The Respondent must keep the work site and surrounding areas free from accumulation of waste materials or rubbish caused by operations from the installation of materials.

J. The Respondent must submit a project design and construction schedule to reflect recommended phases, phase activities and timeline.

K. The Respondent must provide vector files for all graphics to DCSD upon the completions for each project.

L. The successful Respondent must submit brand, make and model of all equipment to DCSD for approval prior to installation.

M. All responses should be listed on the Respondent Pricing Sheet and Respondent Response form.

N. All proposals submitted shall be in accordance with the terms of the DCSD request For Proposal and the laws of the State of Georgia.

O. The DCSD reserves the right to terminate this contract in whole or in part for either non-performance or poor performance of the Respondent, or because of failure of the Respondent to fulfill the contract obligations in any respect.

P. After award, any changes in the scope of work must be pre-approved by the Executive Director of School Nutrition Services at the DCSD before being performed. Any work completed without prior written consent of the DSCD will result in the Respondent being liable for the full cost of the work performed.

Q. Successful Respondent will be required to supply an original invoice and reference all invoices to the proper purchase order number. No invoice will be processed for payment until all contractual obligations have been met.

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Point of Contact This RFP is issued by the DCSD School Nutrition Services Department. The sole point of contact for this RFP shall be:

Danielle Freeman, Executive Director of School Nutrition Services Douglas County School District 11490 Veterans Memorial Highway Douglasville, GA 30134 Phone: 770-651-2300 Fax: 770-651-2302 Email:Danielle.Freeman@dcssga.org Failure to restrict contacts/discussion regarding the RFP to the above name Coordinator will be deemed a serious breach of process and may, at the DCSD’s sole discretion, result in disqualifying the violating party’s firm from further consideration in this RFP opportunity. Additionally any unauthorized contact with members of the Douglas County Board of Education School Board or District employees by a Respondent or a Respondent’s representative concerning this bid may result in the disqualification of the Respondent.

Interpretation and Clarification No oral interpretation or clarification will be made to any firm or any individual as to the meaning of the RFP document. Requests for interpretation or clarification shall be made in writing and delivered to the RFP Coordinator via the Bonfire portal on or before 2:00 pm EST on Friday, July 5, 2024. The DCSD will respond in writing to all clarification requests by posting questions and responses on the Bonfire portal. All responses will be posted by 5:00 pm EST on Friday, July 12, 2024. No questions will be answered within 72 hours of bid opening. All questions should be should be submitted through the Bonfire portal. No questions other than written will be accepted and no Response other than written will be binding upon the DCSD RFP Number The DCSD has assigned the following RFP identification number to this document. This number should be referenced in all communications regarding the RFP.24-002

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CHANGES OR MODIFICATIONS

Changes or modifications to this Request For Proposal made prior to the date and time of closing will be addressed by addendum from the Issuing Office. Respondents are to acknowledge receipt of addendum in the space provided on the cover page of this Request For Proposal. Oral communications are not a part of the Bid documents. This RFP and any addendum shall be incorporated, by reference, into any resulting contract.

ERRORS AND OMISSIONS

If, due to an error or omission in the design or specifications, where a particular detail or component is required, thereby resulting in a change order for the project, the Respondent shall be responsible for the additional cost(s) in order to meet the full intent of the scope of work.

NON-APPROPRIATION OF FUNDS

It is understood and agreed between the parties herein that the DCSD shall be bound hereunder only to the extent that the funds shall have been appropriated. In the event no funds or insufficient funds are appropriated, the DCSD shall immediately notify the Successful Respondent of such occurrence and this Contract shall terminate on the last day funds are available without penalty or expense to the DCSD of any kind whatsoever.

WARRANTY/GUARANTEE

Successful Respondent guarantees against defective or faulty material or workmanship for at least one

(1) year or for the manufacturer’s standard warranty period, whichever is greater, from date of acceptance by the DCSD. To furnish adequate protection from damage for all work and to repair damages of any kind for which Successful Respondent or Successful Respondent’s workmen are responsible, to the building or equipment, to Successful Respondent’s own work, or to the work of others. Any merchandise or service provided under the contract which is or becomes defective during the warranty period shall be replaced by the Successful Respondent free of charge with the specific understanding that all replacements shall carry the same guarantee as the original equipment or service (one year or manufacturer’s standard warranty period, whichever is greater, from the date of acceptance of the replacement). Successful Respondent shall make any such replacement immediately upon receiving notice from the DCSD.

TIME IS OF THE ESSENCE

Time is of the essence in this Contract. Successful Respondent expressly acknowledges that in the performance of its obligations, the DCSD is relying on timely performance and will schedule operations and incur obligations to third parties in reliance upon timely performance by Successful Respondent and may sustain substantial losses by reason of untimely performance.

CONTRACT PERIOD

The contract period will be one year from the date of award. All pricing must remain firm during the contract period. The fiscal year for the Douglas County School System begins July 1 and ends June 30. DCSD reserves the right to renew the contract beyond the original contract period. Please note that Georgia law only allows agencies to commit funds for a length not to exceed 12 months. An additional renewal will be considered optional at DCSD’s discretion.

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VIII. GENERAL CONDITIONS

A. The Respondent shall faithfully and properly complete the work in accordance with the plans and specifications, and to the satisfaction of the DCSD.

B. Within fourteen (14) calendar days after receipt of Notice to Proceed, the Respondent shall provide the DCSD with sufficient information on his plan for completing all work under this contract.

C. The Respondent shall purchase materials, arrange for deliveries, furnish sufficient forces, plant and equipment, and work such hours as necessary to insure execution of the work in conformity with his proposed schedule.

D. If the Respondent falls behind the approved schedule and is not entitled to any time extension already reflected in the current approved schedule, he shall, upon request of the DCSD, submit within forty-eight (48) hours his plan for bringing his work back up to schedule. This plan shall include a commitment for immediate implementation, unless otherwise approved by the DCSD, for bringing the work up to schedule. If the Respondent fails to provide an acceptable plan in the time required, he will be given a plan by the DCSD.

E. If other measures will not be sufficient to make up the lag, the Respondent's plan and implementation thereof shall include increasing the number of shifts, days of work, and/or instituting or increasing overtime, all at his own expense.

F. If the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, his right to proceed with any or all portions of the Contract Requirements may be terminated under the provisions of the General Conditions:

1) If the DCSD determines that the Respondent fails or refuses to implement such measures as will bring his work back up to conformity with the approved schedule, he may contract with others or use his own forces to perform the work and the cost thereof will be charged against the contract price of the Respondent.

2) If completion of the work is delayed by any act or neglect of the DCSD or another Respondent in the employ of the DCSD, by strikes or by other exceptional conditions over which the Respondent has no reasonable control, the time of completion shall upon receipt of the Respondent's written request, be extended by such period as the DCSD may consider reasonable. No extension shall be allowed unless a claim is presented in writing to the DCSD within seven (7) days after the commencement of such delay. In case of continued cause of delay, only one claim is necessary.

Nothing in this clause shall be construed to release the Respondent from the obligation to perform at his own expense all overtime necessary to maintain the contract completion date.

G. Date of Commencement and Completion The date of commencement shall be established in a written Notice to Proceed issued by the DCSD.

Work under the Base Bid and accepted Alternates shall be completed within the time frame and by the date established in the Notice To Proceed. The Respondent is expected to provide the proper amount of manpower to meet this schedule.

H. Access to School Property The Respondent shall have access to the work site as necessary to complete the work within the contract time. The DCSD will fully occupy the building for the duration of the work period. The Respondent shall conduct the work in a manner that will minimize the need for disruption of the DCSD's normal operations. Access to the building or work area shall at no time be affected by the work.

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I. Supervision The Respondent shall supervise and direct the Work, using his best skill and attention. He shall be solely responsible for all means, methods, techniques, sequences and procedures and for coordinating all portions of the Work under the Contract.

The Respondent shall be responsible to the DCSD for the acts and omissions of his employees, Subcontractors and their agents and employees, and other persons performing any of the Work under a contract with the Respondent.

J. Use of Premises and Removal of Debris The Respondent shall maintain all areas clear of debris, materials and equipment during the course of the Work. All areas and the like where disturbed, removed or damaged shall be replaced, returned or repaired such that the facility and its appurtenances are left in as good condition after completion of the work as it was before operations began. Debris shall be disposed of by the end of "every" working day and not stockpiled. Beverage cans, bottles, lunch refuse, etc. will not be tolerated on the job site except by immediate and proper removal of the same on a daily basis.

K. Materials and Workmanship The Contract Documents describe the character and features of the materials and workmanship required to perform the Work. The Contract Documents require first class work and materials in all particulars. It is understood that the contract includes any and all work that may be necessary to connect the work done with the adjoining work in a proper and workmanlike manner.

The DCSD reserves the right to employ an independent testing laboratory to conduct tests of materials, etc. as the DCSD may deem necessary to assure complete compliance with the requirements of the specifications. The Respondent shall offer full cooperation with personnel in the employ of the DCSD in making these tests.

L. No Deviation In performing the Work, the Respondent shall not deviate from the Contract Documents without the written consent of the DCSD. If the Respondent does deviate from the Contract, he shall correct the error at his expense in a manner satisfactory to the DCSD.

M. Interpretation of Contract Documents In case of discrepancy between or among Contract Documents, the DCSD shall make such interpretations as may be deemed necessary for the fulfillment of the intent of the Contract Documents as construed by it and its decision shall be final.

N. Discrepancies The Respondent shall immediately report to the DCSD, in writing, any discrepancies found between the Contract Documents and site conditions or any inconsistencies or ambiguities in the Contract Documents. The DCSD shall promptly correct such inconsistencies or ambiguities in writing. Work done by the Respondent after his discovery of such discrepancies, inconsistencies or ambiguities shall be done at the Respondent's risk.

O. Final Walk through Inspection At time of final walk through inspection, the Respondent, shall provide a knowledgeable representative to assist in the inspection of the completed installation for conformance with specifications. The DCSD or Engineer shall prepare a Punch List. Any deficiencies shall be promptly and permanently corrected prior to final acceptance of the work, and shall be the full responsibility of the Respondent.

P. Cleanup and Repair Upon completion of work, remove tools, equipment, and other materials from site. Remove protections and leave work site as clean as they were prior to installation.

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Q. Termination for Breach of Non-Performance If the Respondent fails to perform the Work promptly and diligently, or if the Respondent breaches the Contract in any other way, the DCSD may:

1) after providing the Respondent with fifteen (15) days written notice, supply any workmen, equipment or materials necessary to ensure that the Work is performed promptly and diligently. The DCSD may deduct the cost of supplying additional workmen, equipment or materials from payments due to the Respondent;

2) terminate the Contract, enter upon the premises, take possession of all equipment, materials or appurtenances, and employ any person or persons to finish the Work.

In case of termination of the Contract by the DCSD pursuant to this paragraph, the Respondent shall not be entitled to receive any further payment from the DCSD until Completion of the Work has occurred. After completion of the Work, the DCSD shall pay to the Respondent the amount of the unpaid balance due to the Respondent at the time the Contract was terminated minus the cost incurred by the DCSD to complete the Work. If the cost incurred by the DCSD to complete the Work exceeds the unpaid balance due to the Respondent, the Respondent shall be due no money from the DCSD and, instead, the Respondent shall pay to the DCSD the difference between the unpaid balance due and the DCSD's cost to complete the Work.

IX. DCSD-DISCRIMINATION POLICY

Federal law prohibits discrimination on the basis of age, race, color or national origin (Title VI of the Civil Rights Act of 1964); sex (Title IX of the Educational Amendments of 1972 and the Perkins Act of 1998); or disability (Section 504 of the Rehabilitation Act of 1973 and Americans With Disabilities Act of 1990) in educational programs or activities receiving federal financial assistance.

Employees, students and the general public are hereby notified that the Douglas County Board of Education does not discriminate in any educational programs or activities or in employment policies.

The following administrative positions have been designated responsible for coordinating the board's effort to implement these policies:

Title VI Coordinator: Assistant Superintendent of Student Achievement Title IX Coordinator: Assistant Superintendent of Student Services ADA Coordinator: Assistant Superintendent for District Operations Section 504 Coordinator: Assistant Director of Special Education

Inquiries concerning the application of Title II, Title VI, Title IX or Section 504 to the policies and practices of the board may be addressed to the persons listed above at the Douglas County Board of Education, P. O. Box 1077, Douglasville, GA 30133; to the Regional Office for Civil Rights, Atlanta, GA 30323; or to the Director, Office for Civil Rights, Education Department, Washington, D.C. 20201.

Civil Rights Assurance The entire Civil Rights Assurance Statement must be included on all contracts, agreements, solicitations. Modify the assurance to specify your school district. The full assurance statement is as follows:

The DOUGLAS COUNTY SCHOOL DISTRICT hereby agrees that it will comply with:

i. Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.);

ii. Title IX of the Education Amendments of 1972 (20 U.S.C. 1681 et seq.);

iii. Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794);

iv. Age Discrimination Act of 1975 (42 U.S.C. 6101 et seq.);

v. Title II and Title III of the Americans with Disabilities Act (ADA) of 1990 as amended by the ADA Amendment Act of 2008 (42 U.S.C. 12131-12189);

vi. Executive Order 13166, "Improving Access to Services for Persons with Limited

English Proficiency." (August 11, 2000);

vii. All provisions required by the implementing regulations of the Department of

Agriculture (USDA) (7 CFR Part 15 et seq.);

viii. Department of Justice Enforcement Guidelines (28 CFR Parts 35, 42 and 50.3);

ix. Food and Nutrition Service (FNS) directives and guidelines to the effect that, no person shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied the benefits of, or otherwise be subject to discrimination under any program or activity for which the Program applicant receives Federal financial assistance from USDA; and hereby gives assurance that it will immediately take measures necessary to effectuate this Agreement.

x. The USDA non-discrimination statement that in accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs).

This assurance is given in consideration of and for the purpose of obtaining any and all Federal financial assistance, grants, and loans of Federal funds, reimbursable expenditures, grant, or donation of Federal property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to use Federal property or interest in such property or the furnishing of services without consideration or at a nominal consideration, or at a consideration that is reduced for the purpose of assisting the recipient, or in recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient, or any improvements made with Federal financial assistance extended to the Program applicant by USDA. This includes any Federal agreement, arrangement, or other contract that has as one of its purposes the provision of cash assistance for the purchase of food, and cash assistance for purchase or rental of food service equipment or any other financial assistance extended in reliance on the representations and agreements made in this assurance.

By accepting this assurance, the DOULGAS COUNTY SCHOOL DISTRICT agrees to compile data, maintain records, and submit records and reports as required, to permit effective enforcement of nondiscrimination laws and permit authorized USDA personnel during hours of program operation to review and copy such records, books, and accounts, access such facilities and interview such personnel as needed to ascertain compliance with the nondiscrimination laws.

If there are any violations of this assurance, the Department of Agriculture, FNS, shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the DOUGLAS COUNTY SCHOOL DISTRICT, its successors, transferees and assignees as long as it receives assistance or retains possession of any assistance from USDA. The person or persons whose signatures appear below are authorized to sign this assurance on behalf of the DOULGAS

COUNTY SCHOOL DISTRICT.

Signature(s) Date

Printed Name:_______________________________________

Title:______________________________________________

CODE OF CONDUCT

The following conduct will be expected from all vendors who are engaged in the procurement process that uses School Nutrition Program funds including award, administration of contracts, and receipt of products. No employee, officer, or agent of the DCSD shall participate in selection or in award or administration of a contract supported by the School Nutrition Program funds if there is a conflict of interest, real or apparent, would be involved. Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award:

1. The employee, office, or agent;

2. Any member of his/her immediate family;

3. His or her partner; and

4. An organization which employs or is about to employ one of the above

Further, the employees, officers, or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from vendors or parties to sub-agreements; and the purchase of any food or service from a vendor for individual use is prohibited; and the removal of any food, supplies, equipment, or school property, such as records, recipe books, supplies and the like is prohibited; and outside sale of such items as used oil, empty cans, and the like will be sold by contract between the DCSD and an outside agency.

Individual sales by any school personnel to an outside agency or any other person is prohibited. If any employee, officer, or agent fail to abide by the above stated code could result in a fine, suspension, or both, and dismissal. The code of conduct will be provided to anyone upon request by the School Nutrition Department. DCSD/SFA will not be responsible for any other explanation or interpretation which anyone presumes to make on behalf of the District.

BUY AMERICAN STATEMENT

Contractor must comply with the William F. Goodling Child Nutrition Reauthorization Act of 1998 (Buy American Act-7 CFR 210.21) which requires schools and institutions participating in the National School Lunch Program (NSLP) and School Breakfast Program (SBP) in the contiguous United States to purchase, to maximum extent practicable, domestic commodities or products for use in meals served under the NSLP & SBP. Buy American-(1) Definition of domestic commodity or product. In this paragraph, the term 'domestic commodity or product' means-(i) An agricultural commodity that is produce in the United States; and (ii) A food product that is processed in the United States substantially using agricultural commodities that are produced in the United States.

HUB STATEMENT(7CFR3016.36(e))

It is the intent of DCSD to provide maximum practicable opportunities in its solicitations to minority firms, women's business enterprises and labor surplus area firms.

RFP 24-002 Cafeteria Redesign Decor Pkg

Page Page 16 RFP 24-002 Cafeteria Redesign Decor Pkg

RFP 24-002 Cafeteria Redesign Decor Pkg Page 17

X. INVITATION TO BID PROCEDURES AND GUIDELINES

A. SUBMISSION OF BIDS

The Respondent must complete and deliver the required documents through the Bonfire portal by 2:00 pm EST on Friday, July 19, 2024.

A Pricing Schedule has been developed and enclosed for this RFP and must be used for submitting your bid. Failure to adhere to this requirement may result in the DCSD, at its sole discretion, declaring your Proposal Response to be non-responsive and eliminated from further consideration.

Under no circumstances will bids be accepted if submitted by fax or email.

It is the sole responsibility of the Respondent to ensure that its proposal is delivered in accordance with the date, time and place requirements specified in this RFP. Any proposal received contrary to these requirements will be returned to the Respondent unopened. Any proposals submitted at or after the moment designated for proposal submittal will be deemed to be late and will not be accepted. The clock-in time will be determined by a clock maintained by the DCSD. No other clock or timepiece will have any bearing on the time of proposal receipt. Respondents are advised to avoid last minute deliveries.

Proposal shall be signed by an authorized representative of the Respondent. Failure to submit all information requested may result in the DCSD requiring prompt submission of missing information and/ or giving a lowered evaluation of the proposal.

The DCSD assumes no responsibility or obligation to the Respondents and will make no payment for any costs associated with the preparation or submission of a proposal.

All proposal submitted become the property of the DCSD.

B. OPENING OF BIDS FOR EVALUATION

As stated above, no bids will be accepted once the designated receipt time has passed which is

Friday, July 19, 2:00 pm EST. Proposal opening is not a public event.

C. BID AMENDMENT AND RULES FOR WITHDRAWAL

A proposal may be withdrawn prior to the proposal opening by submitting a written request for its withdrawal to the DCSD, signed by the Respondent and delivered to the DCSD School Nutrition Services, Procurement Department at the address shown on the preceding pages.

EVALUATION OF PROPOSALS

The following criteria will use in the evaluation process:

1. Experience, Capabilities & Skills, References 50 points

2. Services Provided & Respondent Operational Procedures 60 points

3. Price (Exhibit C, Pricing Form) 80 points

4. Exceptions, proposed alternatives & timetable 10 points

TOTAL POINTS 200 POINTS

RFP 24-002 Cafeteria Redesign Decor Pkg Page 18

D. DISCLOSURE OF PROPOSAL CONTENT

All proposal and other materials accepted in response to this RFP become the property of the DCSD.

Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review. By submitting a proposal, the Respondent acknowledges and accepts that the full contents of the proposal and associated documents shall become open to inspection.

E. OTHER TERMS AND CONDITIONS

The Respondent shall hold the DCSD, its officers, agents, servants, and employees, harmless from liability of any nature or kind because of use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, articles or appliances, furnished, or used under this bid. The Respondent further agrees to defend, at his own expense, any and all actions brought against the DCSD or himself for alleged improprieties of these or similar types.

Chapel Hill Middle School

Date Details Product Pan# Descril!!lon .9.U'. Sell Ext. Sell

CAFETERIA FURNITURE

Mobile Folding $ $ Tables

Frame:

Frame Color:

Laminate:

Edge:

Edge Color:

Stool Color:

*NOTE:

Mobile Folding $ $ Tables

Frame:

Frame Laminate:

Laminate:

Edge:

Edge Color:

Stool Color:

"NOTE:

LOGO-Uprade $ $ a..aminate: i..v-.;iv

Laminate Choice:

Edge/Color

*NOTE:

Upgrade $ $

Price (Exhibit C, Pricing Forms)

Price (Exhibit C, Pricing Forms) i-c{ =c;{ q& lf l,7,"'c}df:AJL��'.Ci6

HFl,£1\14 ,�.·y JLH cc7£1

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;,4£1!:, !F, cs,•�····�< .. JJP£l•l£; L��;$£1 ¼£'.

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Price (Exhibit C, Pricing Forms)

Turner Middle School

Date Details

Pr!!!!!!lll .f!!:l..tt 12l!scrll!!lon 9!X I!!! 51!!,§111

CAFETERIA FURNITURE

Mobile Folding $ $ Tables

Frame:

Frame Color:

Laminate:

Edge:

Edge Color:

Stool Color.

"NOTE:

Mobile Folding Tables

Frame:

Frame Laminate:

Laminate:

Edge:

Edge Color:

Stool Color:

•NOTE:

LOGO-Uprade $ $

: Laminate: LUl.iU Laminate Choice:

Edge/Color

*NOTE:

Upgrade $ $

RFP 24-002 Cafeteria Redesign Decor Pkg Page 19

XII. RESPONDENT RESPONSE FORM

Request for Proposal 24-002 Cafeteria Redesign Decor Package

We propose to furnish and deliver any and all of the deliverables and/or services named in the attached Request for Proposal (RFP) for which prices have been set. The price or prices offered herein shall apply for the period of time stated in the RFP.

We further agree to strictly abide by all specifications, terms and conditions contained in the RFP, all of which are made a part hereof. Any exceptions are noted in writing and included with this bid.

It is understood and agreed that this bid constitutes an offer, which when accepted in writing by the DCSD, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the DCSD.

It is understood and…