Solicitation

TO: Prospective Offerors

DATE: March 18, 2022

SUBJECT: Robotics Equipment, Materials, and Services for Grades K-2 and 6-8

You are invited to submit Proposals for Robotics Equipment, Materials, and Services for Grades K-2 (kindergarten through second grade) and 6-8 (sixth through eight either grade, middle school) for Henry County Schools. Henry County Schools is a political subdivision of the State of Georgia, by and through the Henry County Board of Education.

Attached are the general conditions, technical specifications, and submittal format.

The written requirements contained in this Request for Proposal (RFP) shall not be changed or superseded except by written notice from Henry County Schools. Failure to comply with the written requirements for this RFP may result in disqualification of the submitted proposal.

To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the offeror to meet all specifications and guidelines set forth herein, in addition to all applicable laws and regulations. Henry County Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions. Henry County Schools reserves the right to reject any or all proposals; any part or parts of a proposal; waive any technicalities/informalities or irregularities;

make modifications or specifications; and award any (or all) of the contract in a manner which is in the best interest of Henry County Schools.

Henry County Schools will leverage an electronic sourcing tool to administer this RFP and all offeror responses must be submitted electronically in accordance with the instructions contained in Section 1.B.2 “Proposal Submission”. Questions and Answers will be managed through the electronic platform as outlined in Section 1.B.2(b) “Submitting Questions”.

Your interest and participation in the Henry County Schools’ solicitation process is appreciated.

Sincerely, Teresa Adams, Purchasing Supervisor

HENRY COUNTY BOARD OF EDUCATION

Learning and Performance

33 N. Zack Hinton Parkway McDonough, GA 30253

SOLICITATION NO. RFP-2020-170000-0419

REQUEST FOR PROPOSALS

FOR

Robotics Equipment, Materials, and Services for Grades K-2 and 6-8

March 18, 2022 at 11:00 AM Est

April 19, 2022 at 11:00 AM EST

This coversheet must be signed and submitted to be considered for award. Required addenda are defined within this document; additional requests may be communicated via Henry County Schools’ website. It is the responsibility of each Offeror to ensure it reviews and submits all applicable addenda with their solicitation. Offerors should not expect to be individually notified.

Company name:

Date:

Mailing Address:

Phone:

City:

Fax:

State: Zip:

SSN or Federal Tax ID:

Email:

Title of Authorized Representative:

Printed Name:

Authorized Signature:

SECTION I - REQUEST FOR PROPOSAL OVERVIEW

A. PURPOSE

Henry County Schools is requesting competitive proposals from responsible, responsive offerors to provide robotics equipment and accompanying instructional materials for all students in grades K-2 and 6-8. We expect an adequate amount of equipment for students in these grade levels, to integrate robotics and coding lessons into existing math and science instructional experiences as well as within engineering lessons in middle school. A successful offeror will enable districtwide robotics experiences that will allow students to problem solve with hands-on learning experiences (aligned to core instructional content), and through the STEM engineering instructional process as they apply coding principles. In addition, a successful offeror’s equipment, materials, and services will enable our students’ greater opportunity to enter future robotics competitive events beyond the District, where desired by students and/or schools. The equipment and materials should be versatile enough to use within classroom instruction, as well as in a club or competitive setting. An additional component will be the service of facilitating deep understanding of the equipment and materials to all instructors (e.g.

teachers, paraprofessionals, and other educators) for proper and best use of the student equipment and materials.

B. INFORMATION TO OFFERORS

1. RFP TIMETABLE

For general informational purposes, dates below are prospective and may be subject to change.

Any such change will be publically communicated via the Henry County Schools website and shall be made at least 48 hours prior to the event beginnings.

Event Timing Release of RFP 3/18/2022 at 11:00 a.m. EST

Deadline for Questions 3/25/2022 at 3:00 p.m. EST

Responses to Questions Posted 3/28/2022 at 4:00 p.m. EST

RFP Submission Deadline 4/19/2022 at 11:00 a.m. EST

IFAA Stakeholder Public Review 4/21/2022-5/19/2022

Evaluation Period 5/20/2022-5/23/2022

Recommendation to Board for Approval 6/13/2022

Notice of Award 6/15/2022

2. PROPOSAL SUBMISSION

All offerors that desire to respond to this solicitation must register on Bonfire – Henry County Schools’ eSource portal provider. Offerors can access the electronic platform by accessing the direct link for this RFP or by visiting the Henry County Schools Purchasing website as follows:

• HCS portal link: https://henryk12.bonfirehub.com/portal/

• Henry County Schools Solicitations page:

https://schoolwires.henry.k12.ga.us/Page/128846

Once a potential offeror reaches the Henry County Schools portal hosted by Bonfire, the offeror can register for free by clicking on “Create your free Bonfire account” on the ‘Log In’ tab, or using the ‘Log In’ button in the top right-hand corner of the portal, then clicking on “Create your free Bonfire account”. Once registered, offerors can use this portal to view open projects and details and create a submission for a specific project. Informational addenda have been included on the Bonfire Registration process and contact details for technical support. Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform. It is the offeror’s responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror’s submittal.

Potential offerors are encouraged to use commonly accepted software programs to create electronic files. If Henry County Schools is unable to open an electronic file due to a virus or because the file has become corrupted, the offeror’s response may be considered incomplete and disqualified from further consideration.

Henry County Schools has the capability of viewing documents submitted in the following format: Microsoft Word or WordPad, Microsoft Excel, portable document format file (PDF), and plain text files with the file extension noted in parentheses (.txt). Unless the RFP specifically requests the use of another type of software or file format than those listed above, please contact the Issuing Party identified below prior to utilizing another type of software and/or file format. In the event Henry County Schools is unable to open an electronic file because Henry County Schools does not have ready access to the software utilized by the offeror, the offeror’s response may be considered incomplete and disqualified from further consideration.

a) RFP SUBMISSION CHECKLIST

The following components constitute a complete proposal submission:

Requested Information Category Required Document Cover Sheet Signed RFP Coversheet

Licensing Affirmative response and evidence of appropriate licensure

Insurance Affirmative response and evidence of appropriate insurance

Scored Proposal Technically Scored Responses https://henryk12.bonfirehub.com/portal/ https://schoolwires.henry.k12.ga.us/Page/128846

Scored Proposal Pricing bid table Required Addenda A – Signed “Execution of Proposal”

Required Addenda B – Completed “Offeror Information” Form

Required Addenda C – Offeror Reference and Experience form

Required Addenda D – Signed “Certificate of Non-Collusion”

Required Addenda E– Signed “Certificate of Non-Discrimination”

Required Addenda H– Signed “Addenda Acknowledgement”

Required Addenda I – Signed “Offeror’s Modification Form”

Required Addenda K – Immigration and Security Form (notarized)

b) SUBMITTING QUESTIONS

All questions concerning this RFP must be submitted in writing via the electronic platform’s message feature for “Opportunity Q&A”. No questions other than written will be accepted.

No response other than written will be binding upon Henry County Schools. All offerors must submit questions by the deadline identified in the RFP TIMETABLE above for submitting questions. Offerors are advised that Henry County Schools may or may not respond to late questions.

c) AUTHORIZED PARTY

The table on the coversheet to this RFP shall be completed and signed by the offeror. The coversheet to the submittal must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the submitting firm.

d) NOTICE OF GEORGIA OPEN RECORDS ACT

By submitting a proposal, each offeror expressly acknowledges and agrees that Henry County Schools is obligated to timely comply with requests for information pursuant to state and federal laws and regulation, including the Georgia Open Records Act ('"GORA"), O.C.G.A. § 50-18-70 et seq. Henry County Schools will comply with GORA at its discretion and is not required to notify any offeror prior to compliance. Each offeror also agrees to comply with GORA and to make records subject to GORA, as determined by the Henry County Schools, available for inspection as required by law, unless otherwise exempt under other provisions of the GORA.

Further, if any offeror intends to reserve any record or information as confidential, trade secret, proprietary, or otherwise permissibly exempted under GORA or public record production, the offeror agrees that any such record will be labeled “PROPRIETARY TRADE SECRET” conspicuously on the records submitted in the platform; and it shall be the offeror’s sole obligation to notify Henry County Schools of asserting such exemption. A “public copy” of the offer – including any appropriate redaction or modification to preserve the offeror’s asserted confidential, trade secret, and/or proprietary information – shall be mailed to Henry County Schools (33 N. Zack Hinton Parkway;

McDonough, GA 30253) and addressed to the attention of the issuing party of this solicitation. Henry County Schools must receive the public copy within three (3) business days following the deadline for quote submission outlined within this RFQ. It shall be Henry County Schools’ intention to supply this “public copy” in response to public records requests including any such request made under GORA.

3. ISSUING PARTY DETAILS

The solicitation lead is Lynn Lewis, Purchasing Lead for Henry County Schools. Any question which arises must be submitted via the electronic portal prior to the DEADLINE FOR QUESTIONS due date outlined above.

4. ADDITIONAL INFORMATION/ADDENDA

Henry County Schools will issue responses to submitted questions, inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for proposal submission. Offerors should not rely on any representations, statements or explanations other than those made in this RFP (which shall include any addendum). Where there appears to be a conflict between the RFP and any addendum issued, the last addendum issued will prevail.

Offerors must acknowledge any issued addenda defined within the electronic platform. Proposals which fail to acknowledge the offeror’s receipt of any addendum may result in the rejection of the offer or result in the disqualification of the prospective offeror’s submittal.

Offerors are not to include brochures, flyers, screenshots, or the like in the body of the scored questionnaire(s). Any supporting document(s) may be included at the end of the proposal package to support answers and comments to the questions. A table of contents should be included to reference each document and index it to the corresponding topic and question.

5. LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS

Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered.

6. REJECTION OF PROPOSALS

Henry County Schools may reject any and all proposal(s) and reserves the right to waive any irregularities or informalities in any proposal or in the submittal procedure. Submittals received after time or at any place other than the time and place as stated in the RFP will not be considered.

7. MINIMUM RFP ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 60 days from the deadline for submission of proposals.

8. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and its own work, not a sham, is and was not created or submitted as result of collusion or made in the interest or on behalf of any person not therein named, and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

9. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of the RFP to Henry County Schools or any work performed in connection therewith is the responsibility of the offeror(s).

10. RFP OPENING

Submitted proposals will not be opened or read aloud publicly. All offerors will be notified of solicitation results through the electronic platform and/or public posting on the Henry County Schools website.

C. GENERAL PROCUREMENT INSTRUCTIONS

1. Henry County Schools is governed by the Henry County Board of Education and is a recognized governmental entity. The Henry County Schools Purchasing Policy (Board Policy DJE) can be accessed from the Henry County Schools website and is incorporated into this solicitation by reference. By participating in this solicitation, an offeror agrees to be bound by the Henry County Schools Purchasing Policy on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

2. Henry County Schools must receive all proposals no later than the date and time listed in this RFP. Each proposal must be signed and dated by an official authorized to bind the firm. Late proposals will not be considered for award.

3. Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Proposals will be evaluated according to completeness, content, experience with similar projects, ability of offeror and any hired staff. The advancement of offerors to a finalist round and/or the award of a contract to one offeror does not mean other proposals lacked merit, rather all factors considered, the selected proposal(s) was deemed to be in the best interest of Henry County Schools.

4. Offerors are cautioned that this is a request for proposals not a request to contract, and

Henry County Schools reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of Henry County Schools.

5. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired.

6. Any costs incurred by an offeror in preparing or submitting proposal(s) are the offeror’s sole responsibility; Henry County Schools will not reimburse any offeror for any costs incurred prior to contract award.

7. Proposals must be submitted in accordance with the requirements of the RFP. Failure to include any required information may cause rejection or disqualification of the proposal.

8. Offerors may submit proposal(s) for any one or combination of the following: 1) Grades K-2

Robotics Equipment, Materials, and Services and/or 2) Grades 6-8 Robotics Equipment, Materials, and Services.

9. Offerors proposing to provide any one or combination of the requested equipment and services will be requested to submit sample equipment for evaluation purposes. Samples must be furnished free of expense to the District and must be tagged with the Offerors’ name. If the Offeror would like the sample returned via a parcel service, please include an appropriate pre-paid return label and the equipment will be sent back within 90 days after the close of the RFP process.

10. The District reserves the right to accept or reject any part of a submitted proposal, to accept the entire proposal from one Offeror, to accept portions of the proposal from several Offerors, or to reject all submitted proposals. The District reserves the right to award by line item to more than one Offeror.

11. The District reserves the right to award this contract to the Offeror(s) who in the District’s opinion is most responsive and responsible and will perform in the best interest of the District. Price alone will not be the sole determining factor in the contract award.

SECTION II – GENERAL CONDITIONS

A. CONTEXT

Henry County Schools located approximately 30 miles south of Atlanta is one of the 10 largest school districts in Georgia and is one of the largest 125 districts in the United States. The District is made up of 52 elementary, middle, and high schools, three (3) school programs, and multiple district sites. The District serves over 43,000 students and employs over 5,000 faculty and staff. Based on regional demographic trends, Henry County continues to expect rapid population growth among students.

While keeping pace with exponential population growth has been a significant and constant challenge, the District’s vision has remained focused on ensuring a high quality, world-class education for every student.

In the furtherance of the district’s mission to empower all students with exceptional opportunities and access, the District has embarked on a strategic plan to embed robotics and STEM (i.e. science, technology, engineering, and math) instruction throughout Grades K-12.

B. CONTRACT TERM

1. PARTIES

Contract will be between Henry County Board of Education (HCBOE) and Awardee. See Addendum J for Sample Copy of HCS Vendor Agreement.

2. INITIAL TERM

Services will begin no later than July 2022. The initial contract duration shall be through July 2023.

3. OPTIONAL RENEWAL TERMS

The contract may contain four (4) one-year renewal options contingent upon HCS’s offer of such renewal, the successful offeror’s acceptance and the approval of the Henry County Board of Education (HCBOE) to renew the contract.

The Agreement shall terminate absolutely and without further obligation on the part of HCBOE 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, but shall be automatically renewed through the then existing term unless HCBOE terminates the agreement by providing Company with thirty (30) days advance notice of termination prior to the end of the calendar year.

4. TERMINATION

Either party may terminate this Agreement without cause upon thirty (30) days prior written notice to the other party.

5. FUNDING OUT CLAUSE

a. It is necessary that fiscal funding‐out provisions be included in all contracts in which the terms are for periods longer than one year. Therefore, the following funding‐out provisions are an integral part of this RFP and must be agreed to by all Offerors. The District may, during the contract period, terminate or discontinue the purchase of goods, services or systems covered in this RFP at the end of the District’s then current fiscal year and upon 30 days prior written notice to the contracted Offeror. Such prior written notice will state:

i. That the lack of appropriated funds is the reason for termination, and

ii. Agreement not to replace the items or services being terminated with items or services with functions similar to those performed by the items or services covered in this RFP from another Offeror in the succeeding funding period.

b. The complete statement “This written notification will thereafter release the District of all further obligations in any way related to such goods, services or systems covered herein.”

must be included as part of any agreement with the District. No agreement will be considered that does not include this provision for “funding out”.

6. PAYMENTS AND PRICING

a. Payment for any work from this contract shall be made upon receipt, inspection, and acceptance of completed work and receipt of proper itemized invoices.

b. All invoices must be itemized and submitted in a consolidated manner to HCS within 30 business days of purchase and/or services rendered for the entirety of the agreement unless otherwise agreed upon by the District.

c. The District will not pay any penalties for late payment of invoices.

d. The District is exempt from State sales tax. All federal and state taxes and fees that can be eliminated in sales to public school systems in the State of Georgia should not be included in the proposed price.

e. Proposed prices shall include all charges to complete the work as specified. All deliveries are Free on Board (FOB) Designation with the District assuming ownership and liability when the project is complete at each specified site. All product warranties shall begin upon delivery to each specified site.

C. OFFEROR QUALIFICATIONS

1. LICENSING

All offerors for the project must be properly licensed under the laws of the State of Georgia and Henry County and be in good standing before submitting any offer and before commencing any work.

2. INSURANCE

a. The offeror shall be responsible from the beginning of this Proposal for all injury or damage of any kind resulting from the work to persons or property, regardless of who may be the Owner of the property. In addition to the liability imposed upon the offeror on account of bodily injury (including death), or property damage suffered through the offeror’s negligence, which, liability is not impaired or otherwise affected hereby, the offeror assumes the obligation to save the Owner harmless and to indemnify and defend the Owner from every claim, liability, expense, or payment arising out of or through injury (including death) to any person or persons or damage to property (regardless of who may be the Owner of the property) of any place in which work is located arising out of or suffered through any act or omission of the offeror or anyone either: (i.) directly or indirectly employed by or; (ii.) under the supervision of any contractor in the prosecution of the work included in this Proposal.

b. The offeror agrees to comply with the provisions of the Workers’ Compensation laws of the State of Georgia. The offeror agrees that, prior to the beginning of any work by the offeror; the offeror shall furnish to Henry County Schools a Certificate from the insurance company showing issuance of Workmen’s Compensation coverage for the State of Georgia or a Certificate showing proof of the ability to pay compensation directly. Offerors are required to submit proof of a current insurance certificate via Henry County Schools’ electronic sourcing platform under “Requested Information”.

c. The offeror shall obtain and maintain, at their expense, insurances with minimum limits as shown below and shall protect the offeror and Owner for any claims for property damage or bodily injury, including death, which may arise out of operations under this solicitation.

The offeror shall furnish the Owner certificates, policies, and cancellation endorsements as shown below:

d. Offerors General Liability Insurance-taken out in the name of the offeror.

I. Split Limits of Liability-Bodily Injury Liability: Limits of $1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Property Damage Liability: Limits of $1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Or if Combined Single Limit Liability-Bodily Injury and Property Damage Combined:

$1,000,000 each occurrence, $2,000,000 aggregate.

II. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least 30 days prior written notice has been given to the Owner.

III. Disposition-Certificate from insurance company showing insurance policy must be sent to the Owner prior to commencement of work. Offerors are required to submit proof of a current insurance certificate in the electronic platform under “Requested Information” showing Henry County Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as certificate holder.

e. Contractor’s Public and Automobile Liability Insurance:

I. Split Limits of Liability-Bodily Injury Liability-limits of $1,000,000 for each person and $1,000,000 each occurrence. Property Damage-limits of $1,000,000 for each occurrence.

II. Or if combined Single Limit of Liability-Bodily Injury and Property Damage Combined:

$2,000,000 each occurrence.

III. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least thirty (30) prior written notice has been given to the Owner.

IV. Disposition-Certificate from insurance company showing insurance policy sent to Owner prior to commencement of work. Offerors are required to submit proof of a current insurance certificate via Bonfire under “Required Information” showing Henry County Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as certificate holder.

f. Acceptability of Insurance Companies-No insurance company will be acceptable unless written by a company licensed by the State Insurance Commissioner to do business in the State of Georgia at the time the policy is issued. The company must, in addition, be acceptable to the Owner.

3. SUSPENSION AND DEBARMENT

By submitting a bid or proposal, each offeror certifies that it is not currently suspended or debarred from submitting bids or proposals on contracts or in suspension or debarment proceedings by any agency of the State of Georgia and the federal government, nor is it an agent of any person or entity that is currently suspended or debarred from submitting bids on contracts or in suspension or debarment proceedings by any agency of the State of Georgia or the federal government.

4. BOYCOTT OF ISRAEL

By submitting a bid or proposal, an offeror certifies that it is not currently engaged in a boycott of Israel as defined in O.C.G.A. § 50-5-85. Further each offeror agrees to not engage in any boycott of Israel for the duration of any contract award as a result of this RFP.

5. CONFLICT OF INTEREST

By submitting a proposal, the offeror represents and warrants no official or employee of Henry County Schools has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made as result of this RFP, or in any expected profits to arise therefrom.

The offeror is required to disclose any real or apparent conflict of interest with any Henry County Schools officials or employees at the time of proposal submission. For the avoidance of doubt, this paragraph shall apply also to any real or apparent conflict of interest known or suspected to be held by any member of the Henry County Board of Education.

D. SCOPE OF WORK – MANDATORY MINIMUM REQUIREMENTS:

A successful offeror will supply robotics equipment and materials for Grades K-2 (kindergarten through second grade) and/or Grades 6-8 (sixth through eighth grades in middle school) that will enable students to engage in and master coding and engineering principles, directly aligned to the state instructional standards (Georgia Standards of Excellence) in the new math standards (to be adopted in school year 2023): science, computer science, and literacy. A successful offeror’s equipment will operate for students to construct robots and program them to complete functions. Such robotics equipment will enable students’ greater opportunity to enter future robotics competitive events beyond the District, where desired by students. The equipment and materials should be versatile enough to use within classroom instruction, as well as in a club or competitive setting.

A successful offeror also will facilitate an integrated service by facilitating deep understanding of the equipment and materials to all instructors (e.g. teachers, paraprofessionals, and other educators) responsible for science, computer science, and literacy instruction in Grades K-2 and/or Grades 6-8. Such service will enable instructors to integrate robotics into content lessons. These services must be directly aligned to the state instructional standards (Georgia Standards of Excellence) in the new math standards (to be adopted in school year 2023): science, computer science, and literacy.

All equipment, materials, and services must be sustainable, including replacement parts and materials, ongoing professional development, and updated curriculum materials as state instructional standards change. In addition, a successful offeror will provide a comprehensive platform of resources aligned to the state instructional standards for teachers to use for lesson planning. Finally, a successful vendor will detail the services of their professional development program.

The scope of work for this RFP is the provision of any one or combination of the following:

1) Grades K-2 Robotics Equipment, Materials, and Services and/or 2) Grades 6-8 Robotics Equipment, Materials, and Services.

All offerors shall meet the mandatory requirements for each of the following:

a. Pertaining to offers for 1) Grades K-2 Robotics Equipment, Materials, and Services

Equipment Materials Service needs Minimum # of units needed 36 robots per school, for each of twenty-eight (28) elementary schools.

Replacement parts Per unit

Aligned to Georgia Standards of Excellence for K-2 including science, newly adopted math (2023), and literacy.

Instructions with pictures for easy comprehension for pre-readers.

For students Opportunity to expand coding/engineering experiences.

Ability to work with multiple device types, Chromebook, iPad, computers, etc.

Student construct robots/Engineering embedded

For Instructors Professional Development for staff (initial and ongoing for at least 1 year)

Opportunity to increase rigor and coding complexity for students

Storage resources

b. Pertaining to offers for 2) Grades 6-8 Robotics Equipment, Materials, and Services

Equipment Materials Service needs Minimum # of kits needed 45 robots per school, for each of twelve (12) middle schools.

Additional specialized equipment for competition.

Replacement parts Replacement parts for units

Multiple coding languages (block/text)

Aligned to Georgia Standards of Excellence for K-2 including science, newly adopted math (2023), and literacy.

For students Competitive event opportunities

Ability to work with multiple device types, Chromebook, iPad, computers, etc.

Student construct robots/Engineering embedded

For instructors Professional Development for staff (initial and ongoing for at least 1 year)

Opportunity to increase rigor and coding complexity for students

Storage resources

E. OFFEROR PROPOSAL – TECHNICAL SCORED RESPONSES:

Using the templates provided in the electronic platform, the following information is requested to support selection of a qualified and responsive offeror:

Part I: Questionnaire, 60 Total Points

Pertaining all offers:

1. Does your robotics program require a yearly subscription to a platform in order to experience the full use of the robotics equipment?

2. What type of curriculum or lessons accompany the robotics equipment that you offer?

3. How does your robotics equipment/program align to or support a STEM interdisciplinary curriculum that includes connections to real world problem-solving?

4. How does the use of your robotics equipment scaffold the different languages of coding for students and/or build in problem solving complexity with each grade level use?

5. What kind of competitive event experience does your program offer?

6. What kind of additional equipment, if any, is needed for the competitive event experience?

7. What type of professional development do you offer to support the integration of the robotics program in alignment with Georgia core content standards?

8. What type of warranty or replacement program do you have with your robotics equipment?

9. What type of devices are needed to use the robotics equipment?

10. What types of reinforcement/reflection activities do you offer that could be used as a response to the activity using the robotics equipment?

11. Please describe the storage options that you offer for the robotics equipment.

12. Do your robotics materials offer multiple languages of coding?

13. Do your robotics materials offer resources in multiple languages for ELL students?

Pertaining to offers for 1) Grades K-2 Robotics Equipment, Materials, and Services:

14. Do your robotics kits for grades K-2 offer coding components? If yes, what coding languages are included in the k-2 robotics activities?

15. How does your robotics equipment support the core content mastery of science, math, computer science, and literacy in grades K-2 based on Georgia standards?

16. How many students at a time would you recommend using 1 robot in grades K-2?

Pertaining to offers for 2) Grades 6-8 Robotics Equipment, Materials, and Services:

17. Do your robotics kits for 6-8 grades offer coding opportunities? If yes, what coding languages are included in the 6-8 robotics activities?

18. How does your robotics equipment support the core content mastery of science, math, computer science, and literacy in grades 6-8 based on Georgia standards?

19. How many students at a time would you recommend using 1 robot in grades 6-8?

Part II: Vendor Demonstration for Robotics Equipment and Materials

Robotic Samples are required for a 20-business day review for IFAA regulations for Henry County Schools, samples are due no later than April 19, 2022 at 5:00 pm est. Your samples must provide the following information for validation and receipt:

Henry County Schools Attention: Carrie Edwards

RFP 2022-170000-0318 Robotics Equipment, Materials, and Services for Grades K-2 and 6-8 33 North Zack Hinton Parkway

McDonough, GA 30253

1. Each vendor will have 25 minutes to share their product, materials, and services including:

a. The actual robotics equipment itself:

1. Construct a robot for K-2 in direct relation to an instructional standard.

2. Construct a robot for 6-8 in direct relation to an instructional standard.

b. Materials in the form of any literature related to the curriculum, the use of the platform, or printed copies of the sample lesson, to aid in the District’s understanding of each offerors platform for supporting literacy.

c. Demonstration of the service to facilitate how teachers would understand and use the platform to find the lesson, to execute the build that was demonstrated to reinforce instructional standards.

2. A Question & Answer session will be held after the demonstration. Participants may include District stakeholders and/or educators.

Part III: Vendor Pricing for Robotics Equipment and Materials

K-2 Robotic Pricing Description Quantity Unit cost Total cost Robotic unit (36 per school) 1008 Replacement parts Batteries (extra) 1 per unit Professional Development For 1 year

Online Storage Annual

6-8 Robotic Pricing

Description Quantity Unit cost Total cost Robotic unit (45 per school) 540 Replacement parts Specialized equipment for competition

Batteries (extra) 1 per unit Competitive Events 1 per year Professional Development For 1 year

Online Storage Annual

F. CRITERIA FOR EVALUATION AND SCORING

All timely responses will be evaluated in accordance with the following steps:

1. ADMINISTRATIVE REVIEW

Submittals will be reviewed by the Issuing Party to determine compliance with the following requirements:

• Response was submitted by the deadline defined in the “RFP TIMETABLE”

• Response is complete and contains all required documents defined in the “RFP

SUBMISSION CHECKLIST”

2. EVALUATING QUALIFICATION FACTORS

Offeror proposals which pass the administrative review will be evaluated according to responses provided to statements and questions outlined above in the “SCOPE OF WORK – “MANDATORY MINIMUM REQUIREMENTS” and “TECHNICAL SCORED RESPONSES” sections and other requested documents. The Evaluation Team will review each offeror’s response in detail. If an offeror fails to meet a minimum and/or technical scored RFP requirements, Henry County Schools will determine if the deviation is material. A material deviation will be cause for rejection of the response. An immaterial deviation will be processed as if no deviation had occurred. The presence of multiple non-material issues in a solicitation or response does not constitute a material issue unless deemed material by the evaluation team.

Responses to Minimum Requirements will be scored and allocated up to 120 points.

Technical Scored Responses will be allocated up to 60 points and will be evaluated in consideration of the following:

Scoring Rubric Phase 1 Technical:

Technical Scored Requirements: Questionnaire possible points. 60 Score of 48 points needed to qualify for demonstration Phase 2 Technical:

Technical Scored Requirements: Demonstration 40 Phase 3 Cost:

Offeror Cost Proposal (bonfire bid table) 20

Total Points Available 120

Step 1: Evaluation Team will evaluate responses according to the criteria as described above in Phase I and score and rank the proposals. The Evaluation Team will short list the proposers receiving at least 80% (48 points out of a possible 60) of the available points on Phase I and then a demonstration/ presentation for the Robotics Equipment and Materials, as stated in Phase II.

Step 2: A demonstration of the company’s Robotics Equipment, Materials, and Services for Grades K- 2 and 6-8 will be formed as outlined in section E for Technical Scored Requirements. All costs associated with the demonstrations will be at the expense of the offeror. Demonstrations will be conducted during the week of May 2nd- 6th of 2022. Location and details of this demonstration will be provided to short list offerors at time of qualification. If the District exercises this right to conduct presentations, a maximum of forty (40) points may be assigned.

Step 3: Costs proposals will be in a bid table format. The results will be combined with the results of Step 2 scoring. After this scoring, a number of the highest-ranking proposers may then be short listed.

This would be at the discretion of the Evaluation Team. Henry County Schools reserves the right to award to one or more vendors who are deemed responsive and meet requirements within this proposal request.

G. FINAL SELECTION

Following review of all qualified proposals and selection of a suitable offeror, and preliminary contract negotiations, a recommendation for contract award will be made to the Henry County Board of Education. Any contract award will be made only upon approval by the Board.

Following approval, Henry County Schools will complete contract negotiations.

Note: Henry County Schools reserves the right to accept the response which is determined to be in the best interest of Henry County Schools and its employees. Henry County Schools reserves the right to reject any and/or all proposals.

H. ADDENDA

The following is a summary of all required and informational addenda included in this RFP. All addenda must be acknowledged by the offeror to submit a response to this RFP

Addendum Reference Addendum Title Addendum Category A Execution of Proposal Required with submittal B Offeror Information form Required with submittal C Offeror Reference and Experience form Required with submittal D Certification of Non-Collusion Required with submittal E Certification of Non-Discrimination Required with submittal F Bonfire Support Information Informational G Henry County Schools Protest Procedure Informational H Addenda Acknowledgement Required with submittal I Offeror’s Modification Form Required with submittal J Sample Copy of HCS Vendor Agreement Informational K Immigration and Security Forms Required with submittal

ADDENDUM A

EXECUTION OF PROPOSAL

DATE:

The potential offeror certifies the following by placing an "X" in all blank spaces:

_ That this proposal was signed by an authorized representative of the firm.

That the potential offeror has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all labor costs associated with this project have been determined, including all direct and indirect costs.

That the potential offeror agrees to the conditions as set forth in this Request for Proposal with no exceptions.

Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Authorized Signature Date

Typed Name & Title

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL.

ADDENDUM B

OFFEROR INFORMATION FORM

Mailing Address (Please type or print. Complete all items)

Business Name: _____________________________________________________________ Address: ___________________________________________________________________ City, State, Zip: ______________________________________________________________ Phone: ___________________ Fax: ___________________ Email: __________________

Remittance Address (if different)

Business Name: _____________________________________________________________ Address: ___________________________________________________________________ City, State, Zip: ______________________________________________________________ Phone: ___________________ Fax: ___________________ Email: __________________

Accepted Payment Methods (select all that apply) Check Credit Card/Purchase Card ACH Other: ________________

Other Offeror Information

Federal Business ID: __________________________ or Social Security # ________________

Certification Under penalty of perjury, I certify that:

1. The information stated in this application is factual and true, and

2. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and

3. I am not subject to backup withholding because (a) I am exempt from backup withholding, or

(b) I have not been notified by the Internal Revenue Service that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding.

Certification Instructions: You must cross out Item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, Item 3 does not apply. For mortgage interest paid, the acquisition or abandonment of secured property, contributions to an individual retirement account (IRA), and generally payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

(Representative’s Signature) Date

Please type or print representative’s name

ADDENDUM C

OFFEROR’S REFERENCES AND EXPERIENCE

Company Name Providing Reference

Business Name: _____________________________________________________________ Address: ___________________________________________________________________ City, State, Zip: ______________________________________________________________ Phone: ___________________ Fax: ___________________ Email: __________________ Describe in Detail Services Provided (use additional sheets if necessary):

Company Name Providing Reference

Business Name: _____________________________________________________________ Address: ___________________________________________________________________ City, State, Zip: ______________________________________________________________ Phone: ___________________ Fax: ___________________ Email: __________________ Describe in Detail Services Provided (use additional sheets if necessary):

Company Name Providing Reference

Business Name: _____________________________________________________________ Address: ___________________________________________________________________ City, State, Zip: ______________________________________________________________ Phone: ___________________ Fax: ___________________ Email: __________________ Describe in Detail Services Provided (use additional sheets if necessary):

Important! This is a vital part of your RFP submission. HCS will verify client references. It is advisable that you inform your reference contact person that you have listed them for reference.

Contractor

Signature Date

ADDENDUM D

CERTIFICATION OF NON-COLLUSION

I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. § 50-5-67(e).

I certify that this Proposal is made without prior understanding, agreement, or connection with any member of the government agency letting this public works contract and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. § 36-91-21(f).

I further certify that the provisions of the Official Code of Georgia Annotated § 45-10-20 et. seq. has not and will not be violated in any respect.

I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this Proposal and certify that I am authorized to sign this Proposal for the Offeror.

The Offeror being sworn disposes and says, its agents, officers, or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this Proposal.

Company Name: _______________________________________________________________

Address: ______________________________________________________________________

City: _______________________________ State: _________________ ZIP: ______________

Name: _________________________________________Title: _____________________________

Signature: _________________________________________Date: __________________________

ADDENDUM E

CERTIFICATION OF NON-DISCRIMINATION

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

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

In the event the contractor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Owner. The Owner may declare the contractor, ineligible for further contracts with the Owner until satisfactory proof of intent to comply shall be made by the offeror.

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

Contractor

Signature

Date

ADDENDUM F

BONFIRE SUPPORT INFORMATION

Bonfire is Henry County Schools’ eSource portal provider. Bonfire provides direct support to Offerors.

Bonfire Support Hours are Monday - Friday 8:00am - 8:00pm EST.

Offerors should contact Bonfire via email (Support@GoBonfire.com) to launch a support case.

Alternatively, offerors can call Customer Service at 1-800-354-8010 (ext. #2). Note that if the offeror doesn't get through on the first try and leaves a voicemail, a support ticket will automatically be generated, and the Bonfire support team will respond in a timely manner.

Offerors can also visit https://gobonfire.com/support/ to access tutorials, videos, and other resources which can support the Offeror in completing a submittal.

Note: Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform. It is the offeror’s responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror’s submittal.

mailto:Support@GoBonfire.com https://gobonfire.com/support/

ADDENDUM G

HENRY COUNTY SCHOOLS PROCUREMENT PROTEST PROCESS

Any Offeror not selected, or otherwise adversely affected by the decision-making process under a competitive procurement, may file written protest. An adversely affected Offeror must file such written protest and exhaust all administrative remedies afforded herein before seeking judicial review of any award of a contract resulting from a competitive procurement. In each instance of protest, the Offeror must demonstrate that it would be eligible to be awarded the contract in the event the protest was successful.

In order to be an adversely affected Offeror with a right to submit a written protest, the Offeror must itself claim to be eligible for award of the contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Offeror must demonstrate at least one of the following reasons for the Protest:

(a) all higher-ranked Offerors are ineligible for Award of the…