Supply_ Delivery and Installation of Window B.pdf

Rockdale County Public Schools Purchasing Department

1062 North Street Conyers, Georgia 30012

Request for Proposal (RFP)

For

Supply, Delivery and Installation of Window Blinds Services

January 17, 2025

RFP Number: 2025-0001

Due Date: February 07, 2025

Time Due: 11:00 a.m., ET NIGP

Commodity Code(s): 870-50, 870-70, 936-89

Supply, Delivery, Repair and Installation of Window Blinds Services Bid No. 2025-0001

Supply, Delivery, Repair and

Installation of Window Blinds

Services Bid No. 2025-0001

2 Due: February 07, 2025, @ 11:00 a.m.

BIDDER/CONTRACTOR DATA SHEET

SUBMITTED BY (SIGNATURE)

COMPANY OR BUSINESS NAME

COMPANY ADDRESS

TELEPHONE NUMBER

TAXPAYER IDENTIFICATION NUMBER(S)

CONTRACT ADMINISTRATOR

INFORMATION

NAME

TITLE

ADDRESS

CITY/STATE/ZIP CODE

PHONE

FAX

EMAIL

REMITTANCE ADDRESS AND CONTACT INFORMATION (if different from address listed above)

ADDRESS

CITY/STATE/ZIP CODE

PHONE

FAX

CONTACT

Doing Business As: Corporation Gov Entity Sole Proprietorship Partnership

Individual LLC Other

Supply, Delivery, Repair and

Services Bid No. 2025-0001

3 Due: February 07, 2025, @ 11:00

ADVERTISEMENT FOR REQUEST FOR PROPOSALS

Rockdale County Public Schools invites vendors to submit their proposal to supply, delivery, repair and installation of window blinds.

If you are unable to download these documents, you may contact the Director of Purchasing:

Marki Dixon at (770) 860-4295 or mdixon@rockdale.k12.ga.us.

Online submittal instructions can be viewed at the following location online:

https://rockdaleschools.bonfirehub.com/opportunities/168956.

Proposals shall be submitted online at https://rockdaleschools.bonfirehub.com/opportunities/168956. The Purchasing Department will only accept proposals submitted online. Proposals submissions are due 11:00 a.m., ET February 7, 2025 (as determined by the time stamp clock when submitted online).

RCPS will only accept online submissions for this RFP. Proposals can be submitted online at:

https://rockdaleschools.bonfirehub.com/opportunities/168956. Proposals submitted after the proposal close date will not be accepted. Note: Any proposal submitted in any other format (email, paper, fax, mail, etc.)

will not be accepted for any reason.

To ensure proper and timely submission please adhere to the dates and times outlined below.

TENTATIVE TIMELINE

Marki Dixon Director of Purchasing

01/17/2025 Release RFP to the marketplace 01/27/2025 Deadline for written questions, 12:00 p.m., ET 01/30/2025 Response to questions to be posted to Bonfire 02/07/2025 RFP Submission due by 11:00 a.m., ET 02/07/2025 Administrative Review 02/10/2025 Evaluation 03/20/2025 Board Meeting Recommendation to the RCPS Board of Education, if needed 04/01/2025 Implementation mailto:mdixon@rockdale.k12.ga.us https://rockdaleschools.bonfirehub.com/opportunities/168956

Supply, Delivery, Repair and

Services Bid No. 2025-0001

4 Due: February ??, 2025, @ 11:00

TABLE OF CONTENTS

GENERAL TERMS AND CONDITIONS

PREPARATION OF BIDS

SUBMISSION OF BIDS

SPECIFICATIONS

PRICES QUOTED

SAMPLES

VENDOR’S EVIDENCE OF RESPONSIBILITY

AWARDS

NON-PERFORMANCE AND/OR TERMINATION CLAUSES

PROTEST PROCEDURES

CONTRACT

EXTENSIONS

SHIPPING

INVOICING

COMPLIANCE

NO ASSIGNMENT, DELEGATION, OR SUBCONTRACT WITHOUT DISTRICT CONSENT

OBLIGATION TO MAINTAIN CONFIDENTIALITY

GIFT POLICY

DRUG/ALCOHOL/TOBACCO FREE WORKPLACE

THE DISTRICT PROHIBITS UNLAWFUL DISCRIMINATION AND HARASSMENT

CONTRACTING WITH SMALL AND MINORITY FIRMS

INSURANCE REQUIREMENTS

CERTIFICATIONS

RECORD RETENTION REQUIREMENTS

ACCESS TO RECORDS

ENERGY EFFICIENCY

INDENIFICATION

SPECIAL TERMS AND CONDITIONS /BID SPECIFICATIONS /FORMS

• VENDOR/CONTRACTOR DATA SHEET

• CONTRACT AGREEMENT

• GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

• CONTRACTOR AFFIDAVIT AND AGREEMENT

• SUBCONTRACTOR AFFIDAVIT

• DETERMINATION OF RESPONSIBILITY

• SUBMISSION CHECKLIST

• APPENDIX E CERTIFICATE OF NON-COLLUSION

• ANTI-COLLUSION AFFIDAVIT

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1.0 PURPOSE

1.1 The purpose of this Request for Proposal (RFP) is to request vendors to submit proposals to submit to the Supply, Delivery, Repair and Installation of Window Blinds Services Bid.

1.2 Qualified Vendors and/or individuals responding to the Supply, Delivery, Repair and Installation of Window Blinds Services must have the experience, capacity, and resources for a K-12 educational district.

1.3 In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements. To be eligible for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected Offeror to meet all specifications and guidelines set forth herein. Rockdale County Public Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damage shall be recoverable by any challenger as a result of these determinations or decisions by Rockdale County Public Schools.

2.0 CURRENT SITUATION

2.1. RCPS does not currently have contracts in place for supply, delivery, repair and installation of window blinds. Quotes are obtained on an as needed basis from various vendors.

3.0 SCOPE OF WORK

3.1 Vendor must have the ability to provide, deliver, install, and/or repair the following products on an as needed basis:

a. Aluminum Blinds (Awarded Pricing will be based on Aluminum Blinds Cost)

b. Horizontal Blinds

c. Motorized Blinds

d. Vertical Blinds

e. Vinyl Horizontal Blinds

3.2 Vendor shall provide all labor, materials and tools required to deliver, assemble, install, and/or repair window blinds.

3.3 All window blinds, including services, shall be warranted for no less than one (1) year.

3.4 When window blinds are needed, vendors shall be contacted to participate in site visits for the development of a quote.

3.5 During site visits, the vendor will be responsible for gathering all of the required details, including the measurements.

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3.6 Each quote shall include the price of the blind product, installation and trip charges.

3.7 Vendor shall deliver and install the products at the address listed on the purchase order.

3.8 Vendor shall be responsible for removing all debris, materials and equipment from the site upon completion of blind installation product.

3.9 Utilizing Qualified Pools

a. The selected vendors will make up a multiple source list from which individual firms may be selected to provide blinds and installation services.

b. The vendor must provide a written quote for each individual project on an as needed basis.

c. Request for Quotes will be sent to those firms that are deemed qualified from this procurement process on an as needed basis.

d. Site visits will be conducted for projects.

e. When submitting quotes, the firms will be required to submit a written work plan, timeline and a detailed breakdown of all costs.

f. RCPS Facilities may accept the work plan, timeline and cost submitted or decide not to move forward with the project.

g. RCPS Facilities may at times issue a revised work plan and timeline. For each occurrence, RCPS will provide a quote form and timeline during the site visit.

h. A local company representative must be available to meet with a designated RCPS representative at the job site within forty-eight (48) hours.

i. Prior to the start of each project, the awarded firm must participate in an on-site meeting with the project manager and or the principal/site administrator to review the requirements, expectations and the scope.

3.10 Working on RCPS Sites

a. Typically, business hours are 7:00 AM to 3:30 PM unless otherwise indicated by an authorized representative from RCPS.

b. The vendor shall maintain a single point of contact on a 24-hour basis. An alternate may be assigned with the knowledge and permission of the Owner’s Representative.

c. All personnel shall be dressed in a manner authorized by the vendor, unless otherwise indicated by RCPS in writing. A uniform that identifies the worker as an employee of the vendor’s workforce shall be worn at all times during work hours. The uniform should identify the company’s name. Attire not within the standards of RCPS will not be authorized.

d. The vendor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by an RCPS representative will be grounds for removal from RCPS property. Vendor employees are to be respectful to faculty, students and visitors; these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses and other such inquiries will be cause for the employee to be removed from the premises. The vendor shall assign the required staff to each location

Services Bid No. 2025-0001

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e. The vendor shall be responsible for repairing or replacing, to the satisfaction of Rockdale

County Public Schools, any damage caused by any willful or negligent act of its employees. The vendor is also liable for any theft proven to be either committed by its employees or made possible by willful or negligent action of its employees. RCPS reserves the right to remove vendor from site based on the severity of the acts committed by the vendor’s staff.

f. The vendor must reimburse any costs incurred by Rockdale County Public School due to illegal or inappropriate conduct by the vendor’s employees. Such costs shall include, but are not limited to the following:

1. Service charges levied by security alarm vendors, law enforcement agencies, or security companies in response to false alarms;

2. Payments to law enforcement agencies or security companies for investigations of conduct that prove an employee’s inappropriate or illegal conduct;

3. Replacement costs of items missing or damaged, due to an employee’s conduct;

g. RCPS reserves the right to remove vendor from site based on the severity of the acts committed by the vendor’s staff. The acts would be reviewed by assigned RCPS staff members.

h. No work shall be performed in an area where children may return later in the day.

i. All equipment or tools shall not be left unattended.

j. All areas of work shall be left in a clean condition and all debris shall be removed upon completion of service.

4.0 GENERAL INFORMATION:

4.1. All communications regarding this solicitation must be with Marki Dixon, The Director of Purchasing for RCPS.

4.2. All questions or requests for clarification must be sent to Marki Dixon at

4.3. All addendums related to this solicitation will be posted on RCPS website at Bid Opportunities

Rockdale County Public Schools (rockdaleschools.org) It is the contractor’s responsibility to check the website for any addendums, responses to contractors’ questions, or other communications related to this solicitation.

4.4. A vendor is not required to submit proof of insurance with proposal but must submit within five

(5) business days after receiving a letter of intent. The insurance requirements are included in section 6 of the General Terms and Conditions.

https://www.rockdaleschools.org/departments/financial_services/purchasing/bid_opportunities

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4.5. The ACORD certificate of insurance must list Rockdale County Public Schools as the additional insured.

4.6. Vendor agrees to and shall extend all of the same pricing, terms and conditions quoted to

Rockdale County Public Schools (RCPS), to all RCPS authorized non-traditional schools and Departments.

4.7. Due to the large number of Vendors listed in certain commodity categories, not all Vendors will necessarily be sent an RFP each time one is issued. Invitations for Bids issued by the District are advertised on the District’s internet-site http://portal.rockdale.k12.ga.us/about/fs/ps/bids/Pages/default.aspx. It is the vendor’s responsibility to check the RCPS Bid Opportunities website for any addenda, responses to vendor questions, or other communications which may be necessary during the solicitation period.

5.0 PRICES QUOTED

5.1 For Goods: Bid pricing must include any and all delivery charges. Delivery and/or installation requirements will be as specified in the Special Terms and Conditions.

5.2 All bid quotes MUST remain firm for the requested Contract term. If prices need to be increased due to market volatility, then the District reserves the right to award to the next lowest Vendor if that company is able to hold prices firm at their original bid price, or re- bid the item(s).

5.2 For multiple year Contracts, no more than one (1) price change on any individual product will be allowed during any following 12-month period. Actual price must be based on current manufacturer’s price to the dealer plus dealer mark-up. Price changes to the District during the bid period will be allowed based on the percentage change of the manufacturer’s cost to the dealer during the bid period. The District must be allowed a minimum of thirty (30) days notice before price changes become effective.

5.4 Quantities/amounts noted in the RFP are estimates. Vendors are advised that the actual number purchased/required may vary from those in the RFP, depending upon the needs of the District and the availability of funds.

5.5 Bids that contain minimum order amounts may not be accepted unless called for in the Special

Terms and Conditions.

5.6 Prompt payment discounts will be considered for the purposes of bid evaluation and award.

5.7 Prices: All prices offered shall be firm against any increase for 1 year from the date of the award. Subsequently, the school district may entertain a request for escalation/de-escalation http://portal.rockdale.k12.ga.us/about/fs/ps/bids/Pages/default.aspx

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9 Due: February 07, 2025, @ 11:00 on as needed basis. These price adjustments must be based on changes in market conditions and verified in accordance with the most recent publication from a valid third party.

Request for price increases and/or decreases must be submitted to the school district 5 days prior to taking effect. The aforementioned third-party publication/documentation must accompany requested price increases.

The SFA reserves the right to accept or reject the request for a price increase and will maintain documentation of approval or denial. If price increases escalate above 10 % per the awarded price of each product, the SFA reserves the right to provisionally purchase the product from another source if an equal and more reasonably priced option can be acquired, based on specifications. This clause also obligates vendor to provide price decreases from de-escalation on the same terms.

If administrative/operational fixed fees are also significantly affected by market conditions during periods of unprecedented economic instability, that are beyond the control of either the SFA or the vendor, a fixed fee price adjustment can also be increased up to 5% on as needed basis. This fixed fee price increase must be verified by the current applicable Consumer Price Index, such as the monthly Consumer Price Index motor fuel index for times when fuel prices unexpectedly increase rapidly.

The publication/documentation must accompany the associated requested price increases.

6.0 SAMPLES

6.1 When required, samples must be furnished at the Vendor’s expense and at no cost to the District.

6.2 Samples are to be labeled with product information/specifications.

6.3 The District will assume no responsibility for items lost or destroyed when being inspected or tested.

7.0 VENDOR’S EVIDENCE OF RESPONSIBILITY

7.1 The District reserves the right to require a financial statement and/or Dun and Bradstreet rating from any Vendor who submits a bid. The Vendor must submit a current financial statement and/or Dun and

Bradstreet rating within 24 hours after notification of such requirement.

7.2 If your company has not done business with the District within in the past five years, you are required to furnish all information listed on the Determination of Responsibility form.

8.0 GENERAL TERMS AND CONDITIONS

8.1 By submitting a response to this request, the contractor accepts the responsibility of reading, understanding and abiding by the General Terms and Conditions below:

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The District shall evaluate proposals in accordance with the evaluation criteria set forth in this Request for Proposal (RFP). Subsequent to the opening of the sealed proposals, discussion may be conducted between the District and any responsive and responsible Bidder who submits a proposal that is determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and responsiveness to the solicitation requirements. In conducting any such discussions, the District shall not disclose any information derived from proposals submitted by competing Bidders. All such discussions shall be conducted by the Contract Administrator, Marki Dixon, and must be submitted in accordance to the Schedule of Events (Appendix A).

8.2 The District shall accord Bidders fair and equal treatment with respect to any opportunity for discussion and revision of proposals; and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.

8.3 The District reserves the right to reject all proposals, to reject any proposal that is non-responsive or not responsible, and to waive technicalities and formalities.

8.4 Any manufacturers listed within this proposal are to establish the general quality required.

Items of other manufacturers of equal or better specifications will be considered. RCPS will be the sole determiner as to whether the substituted item is of equal or better specification.

8.5 Bidders are instructed to carefully read all terms, conditions, and specifications set forth in the

RFP. Proposal forms must be completed in their entirety. Any correction made on the proposal form (white out or strike through) must be initialed by an authorized representative of the company submitting the bid or the bid may be rejected by RCPS. Each Bidder is required to furnish all information requested in the Invitation for Bid.

8.6 While the District desires the maximum amount of competition, it cannot assure that all potential Bidders will be sent an RFP each time one is issued. RFPs issued by the District are advertised on the District website, https://www.rockdaleschools.org/departments/financial_services/purchasing/bid_opportuniti es . Thus, Bidders are advised to view this site regularly for a listing of RFPs.

8.7 All Addenda will be posted on the District’s website (noted above). Bidders are responsible for checking this website prior to proposal submission. Failure to acknowledge all addenda may result in rejection of your proposal as being non-responsive. Addenda will be e-mailed to all potential Bidders who requested a copy of the RFP. The District will not be bound by oral responses to inquiries or written responses other than addenda.

9.0 Insurance Requirements

The Bidder/Contractor agrees that, prior to the beginning of any work by the Bidder/Contractor or any

Subcontractor, as the case may be; the Bidder/Contractor will furnish, upon request, the following to the District.

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• Workers Compensation Insurance Certificate:

A certificate from insurance company showing a policy of Worker’s Compensation Insurance in any amount which fully complies with the statutory requirements of the State of Georgia and which includes $1,000,000 employer’s liability or a certificate from Georgia Workmen’s

Compensation Board showing Contractor as being an approved self-insured.

• Commercial General Liability and Property Damage Insurance Certificate:

A policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of at least $1,000,000/2,000,000 bodily injury and property damage including coverage for contractual liability, personal injury, independent contractors, broad form property damage, products and completed operations. Personal Injury, including death – minimum limits of $1,000,000 for each person and $2,000,000 for each accident. Property

Damage - minimum limits of $1,000,000 for each accident and $2,000,000 for aggregate of operations (annual).

• Business Automobile Insurance:

A policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of $1,000,000 bodily injury and property damage. Said policy shall include coverage for owned, non-owned, leased and hired vehicles.

Disposition: Certificate of insurance must be sent to the District/Owner prior to commencement of work.

See the following endorsement required on this certificate.

• The Contractor’s policies will be primary, non-contributory, and occurrence based. The insurer shall waive all rights of subrogation and contribution it may have against the District/Owner, its officers, employees and agents, and their respective insurers. The policy shall name the District as an additional insured in accordance with standard ISO additional insured endorsement form

(CG2010(1185) or equivalent language.

All insurance policies shall be with carriers licensed to do business in the State of Georgia, and carry an

AM Best rating of “A” or better.

10.0 ADDITIONAL GENERAL TERMS AND CONDITIONS

By submitting a response to this request, the contractor accepts the responsibility of reading, understanding and abiding by the additional General Terms and Conditions below:

10.1 DEBARMENT AND SUSPENSION VERIFICATION

Institutions shall solicit offers from, award contracts to, and consent to subcontracts with responsible vendors and/or principals only. The serious nature of debarment and suspension requires that sanctions be imposed only in the public interest for the Government's protection and not for purposes of punishment. Institutions shall impose debarment or suspension to protect the Government's interest and only for the causes and in accordance with the procedures set forth in Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart.

By signing this agreement, the contractor is testifying that they are not debarred, suspended

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10.2 Contractor certifies that the Contractor and/or any of its subcontractors or principals have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or any agency of the Federal government or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart

10.3 Vendor will immediately notify the District if Vendor is debarred or placed on the Consolidated

List of Debarred, Suspended, and Ineligible Vendors by a federal entity.

11.0 VENDOR REQUIREMENTS

11.1 Vendor must be primarily engaged in the business of proving supply, delivery, repair, and installation of window blinds services.

11.2. Vendor must have proven experience in providing the service specified in this solicitation.

11.3. Vendor must have adequate equipment, qualified personnel and the financial ability to provide the services specified in this proposal.

11.4. The Rockdale County Board of Education desires that the Rockdale County Public Schools operate in the most ethical and conscientious manner possible. Employees are expected to not only avoid any direct conflict of interest but also to avoid even the appearance of impropriety. In an effort to comply with Board policy and to ensure that our relationship with vendors is above reproach, vendors are prohibited from giving any RCPS employee any gift, favor, loan, reward, political contribution, gratuity, entertainment, transportation, lodging, or meal except those of nominal value (less than $50.00), which must be disclosed to the immediate supervisor and the Department of Internal Auditing. Advertising items and instructional products that are widely distributed may be accepted. (Refer to Policy GAG and GAJB).

11.5. All contractors and vendors desiring to do business with the RCPS and/or to participate on RCPS contracts shall be required to comply with Board policy GAG, Staff Conflict of Interest. All vendors and contractors doing business with the RCPS shall provide all persons with equal opportunity without regard to race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.

11.6. Vendors shall not contact RCPS Board members individually for the purpose of soliciting a purchase or contract between the time a request for proposals, request for qualifications or invitation for bid is formally under development and a recommendation is made by the administration to the Board; if applicable. If a vendor violates this prohibition during this time frame, consideration of the vendor for award shall be invalidated. Board members shall be notified of possible violations and actions taken.

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12.0 SUBMISSIONREQUIREMENTS

12.1 Proposals shall be submitted online via the following link:

12.2 The following required documents must be submitted with your proposal:

1. Bidder/Contractor Data Sheet

2. Non-Submittal Response Form

3. Offeror affirmation form (required for valid submission)

4. Contractor information form (required for valid submission)

5. Bidder’s Exceptions

6. Offeror reference form (required for valid submission)

7. Joint venture affidavit (check the appropriate box on the form)

8. Primary vendor / subcontractor utilization (check the appropriate box on the form)

9. Promise of non-discrimination (required for valid submission)

10. Contractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (1)

11. Subcontractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (3), if applicable.

12. Sub-subcontractor Affidavit of Compliance under O.C.G.A 13-10-91(b) (4), if applicable

13. Affidavit of Exception, if applicable

14. Local Preference Form

15. Occupation Tax Registration Certificate, (if applicable, refer to section 9 Local Preference)

16. Copy of local or state business license or permit.

17. Signature page to RCPS contract

18. Appendix E Certificate of Non-Collusion

19. Anti-Collusion Affidavit

20. Solicitation Checklist

21. Supply, Delivery, Repair and Installation of Window Blinds Services Bid Tab Pricing. Please attach.

12.3 Proposals cannot be withdrawn after they have been submitted unless contractor makes a request in writing to the Director of Purchasing prior to the time set for receiving bids, or unless the Director of Purchasing fails to accept or reject the bids within one hundred and twenty

(120) days after the date fixed for receiving said proposals.

12.4 Proposals which contain irregularities of any kind and/or do not comply fully with requirements stated in the solicitation documents may be rejected at the discretion of the Purchasing Manager.

RCPS shall not be liable for any costs associated or incurred by contractor in conjunction with preparation of solicitation responses.

12.5 RCPS reserves the right to waive any minor informality or error in the solicitation or contractors proposal which will not adversely affect competition.

12.5 By submitting a response the contractor certifies that this proposal is made without prior understanding, agreement or connection with any corporation, company or person submitting a https://rockdaleschools.bonfirehub.com/opportunities/133244

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14 Due: February 07, 2025, @ 11:00 bid for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a violation of state and federal law and can result in fines, prison sentences and civil damage awards. It is further agreed that contractor agrees to abide by all conditions of the solicitation, notice of award and/or purchase order(s) of RCPS and that the person signing this bid is duly authorized to bid on behalf of the contractor.

12.7 Failure to provide a submission with correct information listed may result in rejection of the proposal. If further information is required to demonstrate responsibility such as providing copies of licenses or permits (other than those mentioned, certificates, etc., the contractor will be notified, in writing and given five (5) days from notification to supply such information.

After the closing date and time, Procurement Services will conduct an administrative review of all bids received to determine responsiveness. Bids that are deemed to be responsive will be evaluated. Bids that are deemed to be non-responsive will not be evaluated or considered for award.

12.8 Offeror shall submit online proposal with a response that fully answers each question list on the online submission. Offeror must reference each section as listed below.

Section 1 – Company Qualifications and Experience

a. Provide, in detail, the history of the company including the number of years in business providing blinds and installation services.

b. Provide information regarding the qualifications of your firm’s blind installers and repairmen that could be assigned to any RCPS project.

c. Please provide a catalog and a list of the types of blinds that includes the following blind types:

• Aluminum Blinds

• Motorized Blinds

• Vinyl Horizontal Blinds

• Vertical Blinds

• Horizontal Blinds

Section 2-Methodology and Operations

a. Provide your methods to install blinds.

b. Describe your warranty and quality assurance program.

c. Describe your firm’s blind installation training program.

Section 3– Pricing Provide pricing on the RCPS price proposal form which is included in the solicitation. Pricing sheets must be completed 100%.

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13.0 EVALUATION

13.1 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 awarded vendor to meet all specifications and guidelines set forth herein.

13.2 An RCPS evaluation committee will evaluate each proposal properly submitted. RCPS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by RCPS.

13.3 RCPS reserves the right during the evaluation process to contact offerors who submit proposals and request additional information or clarification necessary to complete the evaluation.

13.4 After the closing date and time, Procurement Services will conduct an administrative review of all proposals received to determine responsiveness. Proposals that are deemed to be responsive will be submitted to the evaluation committee for review. Proposals that are deemed to be non-responsive will not be evaluated or considered for award.

13.5 Although proposals that do not contain pricing information will not be considered for an award, Rockdale County Public Schools reserves the right to evaluate proposals on the non-price related criteria only. Proposals that do not meet at least 70% of the non-price criteria may not have price evaluated as a criterion. RCPS will evaluate all proposals and reserves the right to develop a competitive range. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals that are considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Proposals not in the competitive range are given no further consideration.

13.6 Proposals will be evaluated on the following criteria:

Criteria Points

Possible Company qualifications and experience 300

Methodology / operations 400

Pricing 300

Total 1000

In order to be a finalist vendors must score a minimum of 70% of the non-price points possible

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(490 out of 700). Vendors who qualify as local vendors will receive a “Local Preference” addition of 5 points added to their final score.

13.7 The formula to evaluate price is as follows:

(Lowest price / price of proposal being evaluated) x points possible for price = score

13.8 RCPS reserves the right to request a best and final offer (BAFO) from offerors during the evaluation process.

13.9 RCPS reserves the right to negotiate terms and conditions, scope of work, price and/or non-price terms and conditions with selected vendor(s) to meet the needs of the district.

13.10 Negotiations may be:

a. Concurrent which may be conducted concurrently with multiple offerors or;

b. Exclusive which may be conducted with the offeror whose proposal is the overall highest rated.

13.11 Exceeding Available Funds

In the event the pricing submitted by (a vendor or vendors) exceeds available funds, RCPS reserves the right to negotiate an adjustment of price with the (vendor or vendors.)

14.0 AWARD

14.1 Please be advised that it is the policy of the Rockdale County Public Schools that all contracts be awarded without regard to the race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability of the contractor.

14.2 This contract shall be for one (1) base term (of one year or less) with four (4) one-year options to renew at the sole discretion of the Superintendent of RCPS. The contract will be conditional upon the contractor’s ability to comply with requirements set forth in the solicitation documents.

14.3 RCPS has selected as its owner’s representative, Chief of Human Resources. Supervision of the contract will be performed by the owner’s representative or his/her designee.

14.4 Contractor shall not provide goods or services until a purchase order has been issued by RCPS’s Purchasing Department.

14.5 The original and one (1) copy of itemized invoices must be submitted to: Rockdale County Public Schools

Attn: Accounts Payable Department P. O. Box 1199 Conyers, Georgia 30012

Services Bid No. 2025-0001

17 Due: February 07, 2025, @ 11:00

14.6 Invoice s must include the RCPS purchase order number and the “ship to” location where the goods and/or services were delivered that do not include this information will be returned to the vendor.

a. Separate invoices are required for each purchase order.

b. The accounts payable department may be contacted at (770) 860-4256.

14.7 Vendor Payment

RCPS may make payments to vendors via one of the following:

a. Automated Clearing House (ACH)

b. Check

14.8 At the end of each contract term, the awarded vendor may request a price re- determination. Price re-determination requests must be submitted to the Purchasing Department Contract Administrator ninety (90) days prior to the contract term expiration date accompanied by justification of price re- determination. RCPS may, at its discretion:

a. Accept the proposed price re-determination.

b. Reject the proposed price re-determination.

c. Suggest an alternative price re-determination.

14.9 If RCPS rejects a proposed price re-determination the awarded vendor may:

a. Continue with the existing pricing.

b. Suggest an alternative price re-determination.

c. End the contract.

14.10 RCPS reserves the right to reject all proposals when such action is in the best interest of the district.

14.11 Awards will be posted on the RCPS website.

14.12 RCPS reserves the right to award one vendor and allow other School Districts to piggyback.

14.13 Prices will not be the sole determinant for the award. As defined by the American Bar Association Model Procurement Code, Competitive Sealed Proposals (RFP) will be evaluated based upon criteria formulated around best value, which may include among other criteria: price, quality, performance references, financial information and the ability to successfully supply services or commodities. A contract will be awarded to the lowest responsive and responsible Bidder whose proposal meets the requirements, specifications and contract terms contained in the RFP.

14.14 Proposals must include any and all delivery charges, unless otherwise stated. Delivery will be as specified under Shipping.

14.15 All prices are to be FOB destination; as specified in the Special Terms and Conditions.

Services Bid No. 2025-0001

18 Due: February 07, 2025, @ 11:00

14.16 Time of delivery is part of the bid and must be adhered to. Delivery times in excess of ten(10) business days are not favored and may not be accepted. If it is impossible to meet the delivery specified in the bid, Vendor shall state the best delivery possible in the space provided on the Bid Request. Time shall be stated in days and days shall mean “calendar days”.

14.17 If the items have not been delivered by the specified delivery date and no written extension of such delivery date has been granted by the District, the District reserves the right to cancel the purchase of the bid items and/or any other pending purchase orders from the same Vendor and/or permanently remove the Vendor from the District’s Vendor list.

15.0 CONTRACT

15.1 By submitting a response to this solicitation, the contractor affirms that it has read and will accept all provisions of the contract as written and attached to this solicitation. Contractor also understands that these provisions are non-negotiable and that the contract is not legally binding upon the parties until executed by RCPS and contractor. The contractor must sign and submit the contract signature page with the response to the solicitation. By doing so, the contractor acknowledges that it accepts the provisions of the RCPS contract as written.

15.2 Should the General Terms and Conditions be in conflict with the Special Terms and

Conditions, the Special Terms and Conditions will prevail.

Services Bid No. 2025-0001

19 Due: February 07, 2025, @ 11:00

APPENDIX E

CERTIFICATE OF NON-COLLUSION

By responding to this solicitation, the Contractor understands and agrees to the following:

He or she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal:

Such Proposal is genuine and is not a collusive or sham Proposal;

Neither the said Contractor nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this Certificate, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Contractor, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal has been submitted or to refrain from proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Contractor, firm or person to fix the price or prices in the attached Proposal or of any other Contractor, or to secure through an collusion, conspiracy, connivance or unlawful agreement any advantage against Rockdale County Public Schools or any person interested in the proposed Contract; and

The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Contractor or any of its agents, representatives, owners, employees, or parties in interest, including this Certificate.

Contractor’s Full Legal Name:

(PLEASE TYPE OR PRINT)

Authorized Signature:

Printed Name and Title of Person Signing:

Date:

Company Address:

Fax Number:

Email Address:

Services Bid No. 2025-0001

20 Due: February 07, 2025, @ 11:00

ANTI-COLLUSION AFFIDAVIT

STATE OF:

COUNTY/CITY OF:

, of lawful age, being first sworn on oath say, that he/she is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with any state official of employees to quantity, quality, or price in the prospective contract, or any other terms of said prospective official concerning exchange of money or other thing of value for special consideration in the letting of contract; that the bidder/vendor had not paid, given or donated, or agreed to pay, give or donate to any officer or employee either directly or indirectly in the procuring of the award of a contact pursuant to this bid.

Signed

Subscribed and sworn before me this day of , 20 .

Notary Public (or Clerk or Judge)

My commission expires:

Services Bid No. 2025-0001

21 Due: February 23, 2025, @ 11:00

Exhibit 1

NON-SUBMITTAL RESPONSE FORM

RFP Name: Supply, Delivery, Repair and Installation of Window Blinds Services Bid

RFP Number: 2025-0001

NOTE TO VENDOR:

If your company’s response is a “non-submittal”, Rockdale County Public Schools (RCPS), is very interested in the reason for such response since RCPS desires to ensure that the purchasing process is fair, non-restrictive and attracts maximum participation from interested companies. We therefore appreciate your responses to this non-submittal response form.

Please complete and fax this form to: (770) 918-6171

Please indicate your reason for responding with a “non-submittal”:

Unable to meet the requirements for this solicitation.

Unable to provide the goods or services specified in this solicitation.

Unable to meet time frame established for start and or completion of project.

Received too late to submit a bid. Received on:

Please remove our company’s name from receiving similar type solicitations.

Other (Please explain):

Your response will be reviewed and placed in the solicitation file. Your input will assist RCPS in determining changes necessary to increase participation in the solicitation process.

Company name

Company address

Company telephone number Company fax number

Primary company contact e-mail address

Authorized company official signature Title Date

Services Bid No. 2025-0001

22 Due: February 23, 2025, @ 11:00

OFFEROR AFFIRMATION FORM

(This form must be completed and returned with your response)

Company Name:

RFP Name: Supply, Delivery, Repair and Installation of Window Blinds Services Bid

RFP Number: 2025-0001

After careful examination of the solicitation document in its entirety, Supply, Delivery, Repair and Installation of

Window Blinds Services Bid Solicitation No. 2025-0001 and any addendum(s) issued, the undersigned proposes to satisfy all requirements in accordance with said documents.

For consideration of this proposal, the undersigned hereby affirms that:

1. He/she is a duly authorized official of the offeror,

2. No changes were made to the original RFP document,

3. The proposal is being submitted on behalf of the offeror in accordance with any terms and conditions set forth in this document,

4. The offeror will accept any awards made to it as a result of the proposal submitted herein for a minimum of one hundred and twenty (120) calendar days following the date of submission,

5. The offeror will accept the terms and conditions set forth in the contract template attached hereto.

If notified in writing by mail or delivery of the acceptance of the award, the undersigned agrees to furnish and deliver to the Director of Purchasing within five (5) days of the request, a certificate of insurance indicating the coverages specified within this solicitation.

A contract shall be established which will set forth the terms of this agreement. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of Georgia.

Nondiscrimination in Employment: We, the supplier of goods, materials, equipment or services covered by this bid or contract, have not discriminated in the employment, in any way, against any person or persons, or refused to continue the employment of any person or persons on account of their race, color, sex, religion, national origin, marital status, sexual orientation, age, or disability.

Respectfully submitted, Company Name

Address

Authorized Official Name Signature

Title Date

Business Telephone Number Fax

E-mail Address

The full names and addresses of persons and organizations interested in the foregoing Request for Bids as principals of the company are as follows:

The legal name of the bidder is:

Services Bid No. 2025-0001

23 Due: February 23, 2025, @ 11:00

CONTRACTOR INFORMATION FORM

RFP Name: Supply, Delivery, Repair and Installation of Window Blinds Services Bid

RFP Number: 2025-0001

Full Company Legal Name:

Street Address:

City, State, Zip Code:

Contact Name for Solicitation: Title:

Telephone: ( ) Fax: ( ) E-mail:

Contact Name for Contract: Title:

Telephone: ( ) Fax: ( ) E-mail:

Contact Name for Purchase Order’s: Title:

Telephone: ( ) Fax: ( ) E-mail:

Purchase orders may be delivered via e-mail or fax. Please indicate your preferred delivery method and provide an e-mail address or fax number where they should be sent.

E-mail Fax ( )

Company Web Site: State of Incorporation:

Taxpayer ID Number: Duns #:

Check one of the following: Independently owned and operated: An Affiliate or Division of:

Company Name:

Address:

(1.) Does the company utilize an Affirmative Action Plan for Equal Employment Yes No Opportunity?

(2.) Has the company implemented a compliance program in accordance with the Yes No Americans with Disabilities Act?

(3.) Have any conditions or restrictions been placed on this proposal by the company Yes No that would cause it to be declared non-responsive?

(4.) If recommended for award will company provide proof of insurance as required? Yes No (5.) Is the company currently debarred from doing business with any federal, state or Yes No local agency? If yes please provide details and submit on a separate sheet.

(6.) Has the company ever defaulted on a contract or been denied a contract due to Yes No non-ability to perform? If yes; please provide details on a separate sheet.

(7.) Does the company accept payment by credit card? Yes No

(8.) Is the company registered as a vendor with Rockdale County Public Schools? Yes No

Services Bid No. 2025-0001

24 Due: February 23, 2025, @ 11:00

EXHIBIT 3

BIDDER’S EXCEPTIONS

[If the BIDDER chooses to object to any contractual term, it must submit here, in writing, the basis of the objection and, if appropriate, proposed alternative language. An objection, should one exist, is called a Bidder Exception. The DISTRICT will give due consideration to any objection. If the DISTRICT deems the objection unacceptable, the objection must be withdrawn or the bid or proposal may be considered non-responsive and rejected.]

OFFEROR REFERENCE FORM

RFP Name: Supply, Delivery, Repair and Installation of Window Blinds Services Bid

All references must be from customers for whom your company has completed work similar to the specifications of this bid. Note: do not use Rockdale County Public Schools as a reference.

References for:

(Company Name)

1. Company:

Address, City, State, Zip:

Name/title of Contact Person:

Telephone : ( ) Fax: ( )

E-mail:

Provide the scope of work and date of project:

2. Company:

3. Company:

JOINT VENTURE AFFIDAVIT

Primary Vendor Name:

If this will not be a joint venture, check this box:

State of:

County of:

We, the undersigned, being duly sworn according to law, upon our respective oaths depose and say that:

1. The following named contractors/companies have entered into a joint venture for the purpose of carrying out all the provisions of the Contract for the above named solicitation:

Joint Venture Company “A”

Company Name Federal ID No.

City: State: Zip:

Check all that apply:

Sole Proprietorship

Partnership

Corporation

N/A, other

Joint Venture Company “B”

Company Name Federal ID No.

City: State: Zip:

Check all that apply:

Sole Proprietorship

Partnership

Corporation

N/A, other

2. The contractors/companies, under whose names we have affixed our respective signatures, have duly authorized and empowered us to execute this Joint Venture Statement in the name of and on behalf of such contractors for the purpose hereinbefore stated.

Under the provision of such Joint Venture, the assets of each of the contractors named in Paragraph

1 hereof, and in case any contractor so named above is in partnership, the assets of the individual members of such partnership, will be available for the performance of such Joint Venture and liable therefore and for all obligations incurred in connection therewith.

This Joint Venture Statement is executed so that the named contractors/companies, as one organization, may under such joint venture, bid upon said contract, and be awarded the contract if they should become the successful bidder therefore, any bid, bond and agreement relating to joint venture and each and every contractor name herein, severally and jointly. Simultaneous with the execution of the contract, the contractors entering into this joint venture shall designate and appoint a project manager to act as their true and lawful agent with full power and authority to do and perform any and all acts or things necessary to carry out the work set forth in said contract.

The Joint Venture shall be known as:

Principal Office Address:

City: State: Zip:

Telephone: ( ) Fax: ( )

3. On a separate sheet provide the following information and reference the section number:

A. Describe the capital contributions by each joint venture and accounting therefore.

B. Describe the financial controls of the joint venture. Will a separate cost center be established?

Which joint venture company will be responsible for keeping the books? How will the expenses be reimbursed? What is the authority of each joint venture company to commit or obligate the other?

C. Describe any ownership, options for ownership, or loans between the joint ventures. Identify terms thereof.

D. Describe the estimated contract cash flow for each joint venture company. .

E. How and by whom will the on-site work be supervised?

F. How and by whom will the administrative office be supervised?

G. Which joint venture company will be responsible for material purchases…