Basic Conversation Respond to each of the following questions:
Request for Proposal - pickens.k12.sc.us · 6 I. Proposal Content Each Proposer must respond with...
Transcript of Request for Proposal - pickens.k12.sc.us · 6 I. Proposal Content Each Proposer must respond with...
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Request for Proposal
Date Issued: 1-16-19 Coordinator of Procurement: Kate Wilson
Solicitation Number: RFP 119-1-2-12 Phone: 864-397-1035
Email: [email protected] Description: Mechanical Engineering Services
The term “Offer” means your “Bid” or “Proposal”. Your offer must be submitted in a sealed package.
The solicitation number and opening date must appear on package exterior.
QUESTIONS MUST BE RECEIVED BY: Wednesday, January 30, 2019 before 10:00 AM. All
questions should be emailed to Kate Wilson at [email protected].
SUBMIT OFFER BY: Tuesday, February 12, 2019 before 10:00 AM EST.
SUBMIT YOUR OFFER TO THE FOLLOWING ADDRESS IN A SEALED ENVELOPE:
The School District of Pickens County
Attn: Kate Wilson
RFP#: 119-1-2-12
Mechanical Engineering Services
1348 Griffin Mill Road
Easley, SC 29640
NUMBER OF COPIES TO BE SUBMITTED: One (1) marked “Original” and five (5) marked
“Copy”.
AWARDS & AMENDMENTS: The award, this solicitation, any amendments, and any related
notices will be posted at the following web address: www.pickens.k12.sc.us .
Any award issued will be issued to, and the contract will be formed with, the entity identified as the
Offeror. The entity named as the Offeror must be a single and distinct legal entity.
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Table of Contents
Offeror’s Must Provide the Following Information .................................................................................3
Geographical/Scope of Work ......................................................................................................................5
Proposal Content ..........................................................................................................................................6
Qualifications................................................................................................................................................7
Evaluation Criteria ......................................................................................................................................7
Award Criteria ...........................................................................................................................................11
Term of Contract .......................................................................................................................................12
Instructions to Proposers ..........................................................................................................................12
Proposed Procurement Schedule ..............................................................................................................13
Notification .................................................................................................................................................13
General Provisions .....................................................................................................................................14
General Terms and Conditions ................................................................................................................20
References ...................................................................................................................................................31
Bid Certification .........................................................................................................................................32
Signature Page ............................................................................................................................................33
Offeror’s Checklist.....................................................................................................................................34
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OFFERORS MUST PROVIDE THE FOLLOWING INFORMATION:
NAME OF COMPANY/OFFEROR/TITLE TAX PAYER IDENTIFICATION NUMBER (Full Legal Name of business submitting the offer) (Federal ID or Social Security Number)
DO NOT use the name of a branch office or a division of a
larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership,
sole proprietorship, etc.
SC CERTIFIED MINORITY VENDOR? YES or NO (circle one) STATE OF INCORPORATION: If yes, South Carolina Certification Number: (If you are a corporation, identify the state of incorporation)
________________________________________________ _____________________________________
SC Contractor’s License Number (if applicable)
OFFEROR'S TYPE OF ENTITY: (Check one) ACKNOWLEDGMENT OF AMENDMENTS/ADDENDA: □ Sole Proprietorship Amendment Number: _______ Date Issued: ___________
□ Partnership Amendment Number: _______ Date Issued: ___________
□ Corporate entity (not tax-exempt) Amendment Number: _______ Date Issued: ___________
□ Corporation (tax-exempt) Amendment Number: _______ Date Issued: ___________
□ Government entity (federal, state, or local) (Offeror acknowledges receipts of amendments/addenda by indicating
□ Other________________________ amendment number and its date of issue)
HOME OFFICE ADDRESS PAYMENT ADDRESS (Address for Offeror’s home office/principal place of business) (Address to where payments will be sent)
_____________________________________________________ ____________________________________________________
CITY STATE ZIP CODE CITY STATE ZIP CODE
_____ Payment address same as Home Office Address
(AREA CODE) TELEPHONE NUMBER _____ Payment address same as Notice of Address (check only one)
(AREA CODE) FACSIMILE NUMBER
___________________________________________________________________________________________
EMAIL ADDRESS:
You must submit a signed copy of this form with your offer. By submitting a bid or proposal, you agree to be
bound by the terms of the solicitation. You agree to hold your offer open for a minimum of ninety (90)
calendar days after the opening date or longer if required by the District.
The School District of Pickens County hereafter referred to as the “District” or “SDPC”, assumes no
responsibility for improperly marked or misdirected RFP responses and/or correspondence related to this
document.
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___________________________________________________ _________________________________________________
NOTICE ADDRESS ORDER ADDRESS (Address to which all procurement and contract related notices (Address to which purchase orders will be sent)
should be sent)
____________________________________________________ ___________________________________________________
CITY STATE ZIP CODE CITY STATE ZIP CODE
_________________________________________________
(AREA CODE) TELEPHONE NUMBER
_____ Order address same as Home Office Address
_________________________________________________ _____ Order address same as Notice of Address
(AREA CODE) FACISIMILE NUMBER (check only one)
___________________________________________________________________________________________
EMAIL ADDRESS
I/WE THE UNDERSIGNED UNDER PENALTIES OF PERJURY CERTIFY:
1. COMPLIANCE WITH ALL PROVISIONS AND CLAUSES BY REFERENCE IDENTIFIED HEREIN.
2. RECOGNITION THAT THIS SOLICITATION IS GOVERNED BY THE SCHOOL DISTRICT OF PICKENS COUNTY PROCUREMENT CODE.
3. COMPLIANCE WITH THE CODE OF LAWS OF SOUTH CAROLINA REGARDING THE ETHICS, GOVERNMENT COMPLIANCE WITH S.C. TAX
WITHHOLDING AMENDMENTS SECTION 12-9-310(A) 2(3).
4. SUBMISSION OF A RESPONSE TO THIS BID/PROPOSAL DOES NOT VIOLATE ANY FEDERAL OR STATE ANTI-TRUST LAWS.
5. COMPLIANCE WITH ALL REQUIREMENTS OF THE SOUTH CAROLINA DRUG-FREE WORKPLACE ACT, SECTION 44-107-10 ET SEQ, S.C. CODE
ANN, (1976). (Applicable to awards in excess of $50,000.00).
6. TO FURNISH ITEM(S) AND OR SERIVICE(S) IDENTIFIED HEREIN, AT THE PRICE(S) QUOTED, PURSUANT TO ALL TERMS, CONDITIONS,
PROVISIONS, AND SPECIFICATIONS CONTAINED IN THIS DOCUMENT OR ANY SUBSEQUENT WRITTEN AMMENDMENTS, WHICH CLEARLY
REFERENCE THIS PROPOSAL NUMBER.
7. SECTION 11-35-3020(2) (b) (I) OF THE SOUTH CAROLINA CODE OF LAWS, 1976, AS AMENDED PROVIDES: ANY BIDDER IN REPONSE TO AN REQUEST
FOR PROPOSALS SHALL SET FORTH IN HIS BID THE NAME OF EACH SUBCONTRACTOR SO IDENTIFIED IN THE REQUEST FOR PROPOSALS. IF THE
BIDDER DETERMINES TO USE HIS OWN EMPLOYEE(S) TO PERFORM ANY PORTION OF THE WORK FOR WHICH HE WOULD OTHERWISE BE
REQUIRED TO LIST A SUBCONTRACTOR AND IF THE BIDDER IS QUALIFIED TO PERFORM SUCH WORK UNDER THE TERMS OF THE REQUEST FOR
PROPOSALS, THE BIDDER SHALL LIST HIMSELF IN THE APPROPRIATE PLACE IN HIS BID AND NOT SUBCONTRACT ANY OF THAT WORK EXCEPT
WITH THE APPROVAL OF THE USING AGENCY FOR GOOD CAUSE SHOWN.
________________________________________________ __________________________________________________
AUTHORIZED SIGNATURE PRINTED NAME (Person must be authorized to submit binding offeror (Printed name of person signing above)
to contract on behalf of Offeror)
_____________________________________________ _______________________________________________
TITLE (Business Title of person signing above) DATE SIGNED
*****BID MUST BE SIGNED BY AUTHORIZED AGENT TO BE VALID****
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Geographical:
The School District of Pickens County is a political subdivision and body politic of the State of
South Carolina, whose boundaries are coextensive with Pickens County, South Carolina,
encompassing a land area of 501 square miles bordered on the north by the State of North Carolina,
the east by Greenville County, the south by Anderson County, and the west by Oconee County.
The District currently consists of twelve (12) elementary schools, two (2) magnet schools, five (5)
middle schools, four (4) high schools, one (1) career center, one (1) opportunity school, one (1)
adult learning center, (1) district office, one (1) technology/transportation/special services facility,
one (1) operations/student nutrition facility, and three (3) bus offices. Additional basic information
about the District is posted on the District’s website: www.pickens.k12.sc.us.
Scope of Work:
The School District of Pickens County, hereafter referred to as the “District”, “PCSD” or
“SDPC”, is accepting sealed proposals from qualified South Carolina Licensed Mechanical
Engineering Firms for “On Call/As Needed” and Project-by-Project Basis. The District is
proposing to make an award to one (1) or more firms who meet all requirements of this RFP.
The School District of Pickens County is the official entity that will make decisions as to the
selection of Engineering Firm(s) and the District reserves the right to select one or more firms
based upon the nature and scope of the projects, in addition to the size and experience of qualified
firms.
A short list will be developed for interviews. Notification in writing of those firms selected for
interviews will be provided to all those responding to the RFP. Interviews with those firms short
listed will be held at a date, time, and place to be determined.
This RFP is made for information and planning purposes only. The District does not intend to
award a contract solely on the basis of any response made to this request or otherwise pay for the
information solicited or obtained. The School District will be the judge as to whether a proposal
has or has not met the requirements of this RFP.
The District reserves the right to retain mechanical engineering services through the RFQ/RFP/IFB
process, from SC State Contract, and/or any other sources without limitation.
The District reserves the right to add or delete similar items/services specified in contract as
requirements change during the course of the contract. During the term of the contract period, and
because of new technology advances, if it is found that new services in this category are required
by the district, the district reserves the right to negotiate price for the new service(s) with the
successful contractor and add the new service (s) to the existing contract.
NOTE: ALL District employees are prohibited from submitting proposals pursuant to this RFP.
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I. Proposal Content
Each Proposer must respond with information in sequence to each of the following. Failure to
respond to each of the items below may result in your proposal being deemed non-responsive:
1. A cover letter which includes a summary of the Offeror’s ability to perform the services described
herein and a statement that the Offeror is willing to perform those services and enter into a
contract with the District.
2. Following the cover letter should be pages 3 & 4, References, Bid Certification, and Signature
Page. Page 4 must be signed by a person having authority to commit the Offeror to a contract.
3. Table of Contents:
Include a clear identification of the material by section and page number.
4. Company Profile
5. Letter of Transmittal:
(a) Briefly state the proposer’s understanding of the work to be done and make a positive
commitment to perform the work;
(b) Give the name(s) of the person(s) who will be authorized to make representations for your
firm, their title, address and telephone number. One company representative must be clearly
assigned to the District as the point of contact for all performance and contract issues. Include
representative’s name, telephone number, email address and any other appropriate means for
contact for the representative. A resume must be submitted for each representative assigned to
the District.
6. Offerors should provide evidence of experience in the form of a description of past activities
which substantiate Offeror’s ability and success in similar projects/contracts. Offerors may
include other evidence of Mechanical Engineering experience and/or expertise.
7. Provide a response to the District Standards of Responsibility (Qualifications).
8. Proposer’s Qualifications and Understanding of Work:
Include your proposed methodology and procedures for accomplishing similar as-needed
projects/contracts.
9. Provide a detailed, narrative statement listing the five (5) most recent comparable contracts
(including contact information) which you have performed. Include a contact name and phone
number. The District reserves the right to consider the level of customer satisfaction in award of a
contract. The District reserves the right to consider historic information and fact, whether gained
from the Offeror’s proposal, references, or any other source. Should the references volunteer any
information outside the specific questions, this information may be used in the evaluation process.
10. Cost/fee associated with the sale of Real Estate: Please provide your firm’s typical fee schedule
for this type of “On Call/As Needed” contract. This information will not be used as part of the
evaluation, as fees will be negotiated after award of a contract, pending an award is made.
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II. Qualifications
To be eligible for award of a contract, a prospective proposer must be responsible. In
evaluating an Offeror’s responsibility, the District Standards of Responsibility, and
information from any other source may be considered. An Offeror must, upon request of the
District, furnish satisfactory evidence of its ability to meet all contractual requirements.
Unreasonable failure to supply information promptly in connection with a responsibility
inquiry may be grounds for determining that you are ineligible to receive an award.
District Standards of Responsibility: Factors to be considered in determining whether the
District Standards of Responsibility have been met include whether a prospective contractor
has:
1. Available the appropriate financial, material, equipment, facility and personnel
resources and expertise, or the ability to obtain them, necessary to indicate it’s
capability to meet all contractual requirements;
2. A satisfactory record of performance;
3. A satisfactory record of integrity;
4. Qualified legally to contract with the District; and
5. Supplied all necessary information in connection with the inquiry concerning
responsibility.
III. Evaluation Criteria
All bids/proposals will be reviewed for purposes of determining responsiveness and
responsibility. Any bid/proposal, which does not meet the essential requirements of the
District, will be subject to disqualification. For purposes of determining responsibility, all
information given by the proposer concerning its availability to perform fully the contract
requirements and the integrity and reliability of the proposer will be reviewed. The submission
of a bid/proposal for review does not necessarily qualify the proposer or bid/proposal as being
responsive or responsible. Failure to provide specific information, as requested, for use in our
evaluation will cause your bid/proposal to be disregarded.
Evaluation Factors: Offers will be evaluated using only the factors stated below. Evaluation
factors are stated in the relative order of importance, with the first factor being the most
important. Once evaluations are complete, all responsive Offerors will be ranked from most
advantageous to least advantageous. The proposer shall fully and in detail respond to each
factor below. The evaluation factors are assigned points that will be multiplied by percentages
indicating the quality of the response to each factor.
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The following criteria will be graded as part of the District’s Evaluation Process for final
ranking of firms and Contract Award:
A. Past Performance
B. Ability of Professional Personnel of the Firm
C. Demonstrated ability to meet time and budget requirements
D. Location and Knowledge of the locality of potential District projects
E. Recent, current, and projected workload
F. Creativity and insight related to past/current projects
G. Related experience on similar projects
H. Volume of previous work performed for the School District of Pickens County over the
past five (5) years
Grading Format – Each of the above listed criteria will be graded individually. The point value for each
criterion shall be multiplied by the percentage grade to give the criterion score. All scores will be summed
to give the grand total score. The maximum possible grand total score for the RFP response is 100 points.
CRITERION POINT VALUE PERCENTAGE
GRADE
SCORE
Price (Cost Proposal) 40
Past Performance 15
Ability of Professional
Personnel of the Firm
10
Demonstrated ability to meet
time and budget requirements
10
Location and Knowledge of the
locality of potential District
Projects
5
Recent, current, and projected
workload
5
Creativity and insight related to
past/current projects
5
Related experience on similar
projects
5
Volume of previous work
performed for the School
District of Pickens County over
the past five (5) years
5
GRAND TOTAL SCORE
(Possible 100)
100
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PERCENTAGE GRADES
GRADE DESCRIPTION
0% Unsatisfactory: Does not satisfy the requirements of the criterion in any manner.
20% Very Poor: Minimally addresses some, but not all, of the requirements of the criterion. Lacking
in critical areas.
40% Poor: Barely meets most of the requirements of the criterion to the minimum acceptable level.
May be lacking in some areas that are not critical.
60% Average: Adequately meets most of the requirements of the criterion. May be lacking in some
areas that are not critical.
80% Good: Exceeds the requirements of the criterion but in a manner in which is not particularly
beneficial to the District’s needs.
90% Very Good: Exceeds the requirements of the criterion in ways that are beneficial to the
District’s needs.
100% Excellent: Exceeds the requirements of the criterion in superlative beneficial ways / very
desirable.
This solicitation does not commit the District to award a contract, to pay any costs incurred in the
preparation of the proposal or to procure any good or services.
The School District of Pickens County reserves the right to reject any and all proposals and to award the
contract on the basis of benefits other than price alone. It further reserves the right to purchase based upon
price and/or benefits, which best meet the needs of the district.
All proposals should comply with the requirements and specifications as set forth by The School District of
Pickens County, including shipping costs. Shipping must be FOB (destination freight prepaid). Include all
shipping/delivery charges in your cost proposal.
A. After completion of evaluations by the committee, the cost proposed by each Offeror shall be added to
the average technical scores. The overall lowest fee will be assigned the highest maximum points and
the remainder of the proposed fees will be assigned lesser points in proportion to the lowest fees.
Proposed costs shall be stated as required in solicitation.
B. Offerors shall be ranked from highest to lowest total point scores. Negotiations shall commence with
the Offeror receiving the highest total score and shall proceed down the rankings until the District has
successfully negotiated the fees and contract terms with an Offeror or the District determines that no
satisfactory contract can be negotiated.
The proposal shall be inclusive of all costs that the bidder expects the District to pay. The bidder’s
cost proposal shall include all materials, shipping/deliveries, handling, and other costs required to
provide and deliver the product. All shipping and delivery costs shall be incorporated into the bid
pricing, and shall be freight prepaid and allowed, F.O.B. Destination. The District will include
South Carolina Sales Tax and County local tax (if applicable) in individual purchase orders as
applicable.
Award will be made to the highest ranked, responsive, and responsible Offeror whose offer met
the requirements of this proposal and is determined to be the most advantageous to the District.
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NOTE: The District may or may not hold discussions for purposes of clarification or engage in
negotiations with a proposer. Proposers should not expect to have the opportunity to provide a
demonstration, have discussions with the District or engage in negotiations solely due to the fact
that they submitted a proposal. Proposals shall be complete and contain the proposer’s best and
final offer.
This solicitation does not commit or in any way obligate the District to award a contract, to pay
any costs incurred in the preparation of the proposal or to issue an award for any service or work
product.
The District reserves the right to accept or reject, in part or in entirety, any or all proposals and to
cancel in part or in entirety, this solicitation if it is in the best interest of the District. The District
reserves the right to waive any informalities or technicalities in the solicitation or proposals in
order to serve the best interest of the District.
Prices submitted shall be inclusive of all costs that the proposer expects the District to pay. The
prices proposed shall include all materials, labor, equipment, tools, taxes and consumables,
shipping (FOB), etc. required to provide all aspects of the project, as stated in the Costs Proposal
requirements. The District shall not honor hidden or undisclosed costs.
Those proposals found to be responsive shall be further evaluated by an evaluation committee as
follows.
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IV. Award Criteria
Upon receipt of all proposals, by the date and time specified in the RFP, the Procurement Office shall
review all proposals for responsiveness to the proposal instructions. The District shall retain the right to
consider any proposal as non-responsive based solely on its judgment that the proposal does not
satisfactorily meet the criteria of the proposal instructions or the District’s Procurement Code.
All proposals will be reviewed for purposes of determining responsiveness and responsibility. Any
proposal, which does not meet the essential requirements of the District, will be subject to
disqualification. For purposes of determining responsibility, all information given by the proposer
concerning its availability to perform fully the contract requirements and the integrity and reliability of the
proposer will be reviewed. The submission of a proposal for review does not necessarily qualify the
proposer or proposal as being responsive or responsible. Failure to provide specific information, as
requested, for use in our evaluation will cause your proposal to be disregarded.
The evaluation team may request written or oral clarifications of any proposal received. However, the
District may, at its sole discretion, refuse to accept in full or in part the response to a clarification request
given by any vendor. Vendors are cautioned that the evaluators are not required to request clarification;
therefore, all offers should be complete and reflect the most favorable terms. The District reserves the
right to reject any and all offers when such rejection is deemed to be in the best interest of the District.
The District may conduct discussions with responsible proposers who submit proposals for the purpose of
clarification to assure full understanding of the requirements of the RFP and for the clarification of any
proposal.
The District is not required to conduct discussions or negotiations with any proposer and reserves the
exclusive right to determine if and when firms shall be involved in any discussion or demonstration.
In the event that the District receives duplicate, similar, or equal proposals, the Coordinator of
Procurement shall award proposals in accordance with the District’s Procurement Code.
The decision shall be final.
The award will be made to the responsive and responsible bidder whose proposal is determined to be most
advantageous to the District, taking into consideration all evaluation factors set forth in this RFP,
including if it is in the District’s best interest.
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V. Term of Contract/Option to Renew:
The initial term of any contract resulting from this RFP shall be for one (1) year, with initial
services to begin on or before March 18, 2019 through March 17, 2020. The district, at its
discretion, may extend the contract for four (4) additional periods of one (1) year each. The
contract will automatically renew on each anniversary date as long as both parties desire to
maintain said contract. Renewal on the part of the District will be based upon satisfactory
Contractor performance. Should either party wish not to renew the contract at the end of a
contract period, notification shall be submitted in writing to the other party as follows:
notification by the successful firm shall be given to the District no less than ninety (90) calendar
days prior to the contract renewal date, and, should the District elect not to renew the contract, a
minimum thirty (30) days’ notice shall be provided to the contracted firm. The District’s right to
terminate the contract during the contract period will be governed by Item 52 of the General
Terms and Conditions.
VI. Instructions to Proposers:
1. The District requires that at one (1) original and five (5) copies of the bid/proposal be submitted to
the Procurement Office no later than the deadline specified to receive bids/proposals. Any
bids/proposals received after the scheduled deadline will be disqualified immediately in
accordance with the District’s policy.
2. All bids/proposals should be complete and must convey all of the information requested by the
District. If significant errors are found in an Offeror’s bid/proposal, or if an Offeror’s bid/proposal
fails to conform to the requirements of this solicitation, the District may elect to reject the
bid/proposal.
3. When specifications or descriptive literature are submitted with the proposal, enter the proposer’s
name and address thereon.
4. Bid prices shall remain valid and in effect for ninety (90) calendar days from the bid due date.
5. Bid prices submitted shall be inclusive of all costs that the bidder expects the District to pay. The
bidder’s prices bid shall include all materials, shipping, delivery (FOB), handling, installation,
warranty, as stated in RFP, to complete the project(s). All shipping, delivery costs, fuel charges,
installation, and warranty shall be incorporated into the bid pricing, and shall be freight prepaid
and allowed. FOB Bids that show prices subject to change or that are not FOB Destination will not
be considered.
6. Do Not include any taxes in the quote/bid price. Taxes are not included in the tabulation of
quotes/bids.
7. All proposals shall comply with the requirements and specifications as set forth by The School
District of Pickens County, including shipping costs. Shipping must be FOB destination freight
prepaid. Please include all shipping/delivery charges in your unit price. All items are to be shipped
according to instructions on purchase order.
8. All bids/proposals must be in a sealed envelope and have clearly marked on the envelope:
Name of Firm
Address
Sealed Proposal # 119-1-2-12
Mechanical Engineering Services
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VII. Proposed Procurement Schedule:
The anticipated procurement schedule is listed below:
Task Date
Issue Request for Proposals 1/16/19
Deadline for Questions 1/30/19 at 10:00 a.m. EST
Bid Due Date/Time 2/12/19 at 10:00 a.m. EST
Notice of Intent to Award Posted
(anticipated)
3/8/19
Execute Contract(s) (anticipated) 3/18/19
This solicitation does not commit the District to award a contract, to pay any costs incurred in the
preparation of the bid/proposal or to procure any good or services.
The School District of Pickens County reserves the right to reject any and all quotes and to award the
contract on the basis of benefits other than price alone. It further reserves the right to purchase based upon
price and/or benefits, which best meet the needs of the district.
All proposals should comply with the requirements and specifications as set forth by The School District
of Pickens County, including shipping costs. Shipping must be FOB destination freight prepaid. Please
include all shipping/delivery charges in your base bid and unit item price (if applicable).
VIII. Notification:
The contract resulting from this request shall be awarded to the most responsive and responsible Offeror
whose bid/proposal is determined to be the most advantageous to the District. However, the right is reserved
to reject any and all, or portions of bids/proposals received, and in all cases, the District will be the sole judge
as to whether an Offeror’s bid/proposal has or has not satisfactorily met the requirements of the RFP. The
District is not required to furnish a statement of the reason(s) why a bid/proposal was not deemed to be the
most advantageous nor will it be required to furnish any information regarding the RFP. The award to the
successful proposer regarding this solicitation will be posted at 1348 Griffin Mill Road, Easley, SC 29640
and/or online at www.pickens.k12.sc.us .
Thank you for your interest in meeting our district’s needs. We look forward to receiving your bid/proposal.
Regards,
Kate Wilson
Coordinator of Procurement
Attachments
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IX. General Provisions
1. This solicitation does not commit the District to award a contract, to pay any costs incurred in
the preparation of the bids or to procure any goods or services.
2. An authorized individual who may bind the Offeror to provide the services in accordance with
the specifications contained in this Request for Proposal (RFP) must sign your bid response.
The bid response must contain a statement to the effect that your bid is firm for a period of
ninety (90) days from the bid due date or longer if so required by the District.
3. The School District of Pickens County’s Procurement Code and Regulations govern and
supersede any and all documents, proposals and policies, whether stated or implied.
4. The District assumes no responsibility for the delivery of any solicitation, addendum,
solicitation response, or any other such correspondence by the US Postal service, UPS, Fed
Ex, electronic transmission, facsimile, or any other method. The District shall not accept
responsibility for late or unidentified bids.
5. In the event that a Bid is unintentionally opened prior to the official time set for the bid
opening, the employee opening such a bid shall immediately inform the Coordinator of
Procurement, or designee, who shall in the presence of another employee re-seal the envelope
and note on envelope that it was opened in error.
6. In the event that identical bids are received on like items, the Coordinator of Procurement
shall award bids in accordance with the District’s Procurement Code.
7. Addenda: Addenda shall be issued prior to the RFP submittal date and time for the purposes of
modifying or interpreting the proposal instructions through additions, deletions, clarifications, or
corrections. It will be emailed to each known proposer who received an RFP and posted online
at www.pickens.k12.sc.us. It is your responsibility to check the website for any amendments. At
the discretion of the District, if it becomes necessary to revise or clarify any part of this RFP,
addendums will be emailed to each known proposer. Any addenda issued by the District shall
become a formal part of this RFP 119-1-2-12.
Addenda shall be forwarded to all potential offerors who are known by the District to have
received a complete copy of the RFP. No addenda shall be issued later than three (3) days prior
to the RFP submittal date except to a) withdraw the RFP solicitation, or b) to postpone the RFP
submittal date and time. The Coordinator of Procurement, or other District employee, shall not
be legally bound by any amendment or interpretation that is not in writing.
Offerors shall acknowledge receipt of any amendment to this solicitation by signing
and returning the amendment(s) along with page two (2) of this RFP, with their bid.
If this solicitation is amended, then all terms and conditions which are not
modified remain unchanged. All amendments shall be printed online at
www.pickens.k12.sc.us departments; procurement; solicitations & awards.
8. Affirmative Action: The Contractor shall comply with all federal and state
requirements concerning fair employment and employments of the handicapped,
and concerning the treatment of all employee(s), without regard to or
discrimination by reason of race, color, religion, sex, national origin or physical
handicap.
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9. Ambiguous Bids: Bids which are uncertain as to terms, delivery, quantity, or
compliance with requirements and/or specifications may be rejected or otherwise
disregarded.
10. Approval of Publicity Releases: The Contractor shall not have the right to include the District’s
name in its published list of customers, without prior approval of the District. The Contractor
agrees not to publish or cite in any form any comments or quotes from District staff. Contractor
further agrees not to refer to award of this contract in commercial advertising in such a manner as
to state or imply that the products or services provided are endorsed or preferred by the District.
11. Authorization and Acceptance: The bid must be signed by an authorized individual who may
bind the Offeror to these services in accordance with the requirements contained in this Request
for Proposal (RFP). The bid must contain a statement to the effect that your bid is firm for a
period of ninety (90) days from the bid due date or longer if so required by the District.
12. Awarding Policy: The District reserves the right to reject or accept any or all bids/quotes and to
waive any informalities and/or irregularities thereof.
In the event that identical bids/quotes are received on like items, the Coordinator of Procurement
shall award quotes in accordance with the District’s Procurement Code.
13. Bid Constitutes Offer: By submitting a bid, the Offeror agrees to be governed by the terms and
conditions as set forth in this document. Any bid containing variations from the terms and
conditions set forth herein may, at the sole discretion of the District, render such bid non-
responsive. Any inconsistencies between the RFP and any other contractual instrument shall be
governed by the terms and conditions of this RFP, except where subsequent amendments to any
contract resulting from this RFP award are specifically agreed to in writing by the parties to
supersede any such provisions of this RFP.
14. Bid/Proposal as Offer to Contract: By submitting your bid, you are offering to enter into a
contract with the District. Without further action by either party, a binding contract shall result
upon final award. Any award issued will be issued to, and the contract will be formed with, the
entity identified as the Offeror. Any offer may be submitted by one legal entity; joint bids are not
allowed.
15. Bid/Proposal/Quote Expenses: The District or any of its representatives shall not be held
responsible for any expenses incurred in the preparation or subsequent presentation of the vendor’s
response to this solicitation.
16. Bidder’s Qualification: No bid or proposal shall be accepted from, and no contract will be
awarded to, any person, firm, or corporation that is deemed irresponsible or unreliable to the
District.
17. Certification Regarding Suspension and Debarment: By submitting a proposal (RFP), the
applicant certifies, to the best of its knowledge and belief that the applicant and/or any of its
principals, subgrantees, or subcontractors are not presently debarred, suspended, proposed for
debarment, or declared ineligible for the award of contracts by any state or federal agency; have
not, within a three year period preceding this application, been convicted of or had a civil
judgment rendered against them for: commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (federal, state, or local) contract or
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subcontract; violation of federal or state antitrust statutes relating to the submission of offers; or
commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records,
making false statements, tax evasion, or receiving stolen property; and are not presently indicted
for, or otherwise criminally or civilly charged by a governmental entity with, commission of any
of the offenses enumerated above. Applicant has not, within a three –year period preceding this
application, had one or more contracts terminated for default by any public (federal, state, or local)
entity.
18. Clarifications: The District reserves the right, at any time after opening and prior to award, to
request from any Proposer clarification, address technical questions, or to seek or provide other
information regarding the Proposer’s bid. Such a process may be used for such purposes as
providing an opportunity for the Proposer to clarify his bid in order to assure mutual
understanding and/or aid in determinations of responsiveness or responsibility.
19. Competition: There are no Federal or State laws that prohibit Proposers from submitting a
Proposal lower than a price or Proposal given to the United States Government. Proposers may
submit a proposal lower than United States Government Contract price without any liability
because the State is exempt from the provisions of the Robinson-Patman Act and other related
laws.
20. Confidentiality: Ownership of all data, material and documentation originated and prepared
pursuant to this RFP shall belong exclusively to the District and be subject to public inspection
in accordance with the Freedom of Information Act. However, commercial and/or financial
information which is confidential or privileged included in bids will not be disclosed if such
information has been identified by the firm as confidential. All firms who wish to have selected
information in their bids remain confidential must visibly mark as “Confidential” each part of
the bid they consider to contain proprietary information.
21. Contract Documents: This RFP is the contract between the District and the awarded
bidder(s)/proposer(s). The District shall not agree to, enter into, or sign any agreement,
contract, or other document that conflicts in any way with the District’s General Terms and
Conditions and the requirements of this solicitation. Bidders should submit with their bid any
other document(s) that the bidder wishes the District to review. Submittal of such document(s)
does not constitute an acceptance by the District of any term(s) and/or condition(s) contained in
such document(s). Agreements, contracts, or other documents that infringe upon the rights of
the District, or are not in the best interest of the District, shall be determined to be non-
responsive and unacceptable. The rights and authority of such determination is reserved solely
by the staff of the District’s Procurement Department. The District’s RFP supersedes any
respondent’s proposed document(s).
22. Correction of Errors in the Bid/Proposal: All prices and notations should be printed in ink or
typewritten. Errors should be crossed out, corrections entered and initialed by the person
signing the bid. Erasures or use of typewriter correction fluid may be cause for rejection. No
bid shall be altered or amended after specified time for opening.
23. Covenant against Contingent Fees: The vendor warrants that no person or selling agency has
been employed or retained to solicit or secure this contract upon an agreement or understanding
for a commission, percentage, brokerage, or contingent fee, excepting bona fide employee(s) or
bona fide established commercial or selling agencies maintained by the vendor for the purpose
of securing business. For breach or violation of this warranty, the School District of Pickens
County shall have the right to annul this contract without liability or in its discretion to deduct
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from the contract price or consideration, or otherwise recover the full amount of such
commission, percentage, brokerage, or contingent fee.
24. District Closings: If an emergency or unanticipated event interrupts normal District processes
so that offers cannot be received at the Central Services Office of the District by the exact time
specified in the solicitation, the time specified for receipt of offers will be deemed to be
extended to the same time of day specified in the solicitation on the first work day on which
normal District processes resume. In lieu of an automatic extension, an Amendment may be
issued to reschedule bid opening. If District offices are closed at the time a pre-bid or pre-
proposal conference is scheduled, an Amendment will be issued to reschedule the conference.
Useful information may be available at www.pickens.k12.sc.us
25. District Regulations: The vendor(s) and his representatives shall follow all applicable
regulations while on District property, including the NO SMOKING, no weapons, and drug-
free policies. No work shall interfere with school activities or environments unless an
authorized employee for that location gives permission.
26. Examination of Records:
a. The School District of Pickens County shall have until three (3) years after final
payment under this contract access to and the right to examine any of the
Contractor’s directly pertinent books, documents, papers or other records involving
transactions related to this contract.
b. The contractor agrees to include in first-tier subcontracts under this contract, a clause to
the effect that the Superintendent of the School District of Pickens County, or her duly
authorized representative(s), shall, until three (3) years after final payment under the
subcontract, have access to and the right to examine any of the subcontractor’s directly
pertinent books, documents, papers or other records involving transactions related to
the subcontract(s).
27. Excusable Delay: The Contractor shall not be liable for any excess costs if the failure to
perform the contract arises out of causes beyond the control and without the fault or negligence
of the contractor. Such causes may include, but are not restricted to acts of God or of the public
enemy, acts of the government in either its sovereign or contractual capacity, fires, floods,
epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but
in every case the failure to perform must be beyond the control and without the fault or
negligence of the contractor. If the failure to perform is caused by the default of a
subcontractor, and if such default arises out of causes beyond the control of both the contractor
and subcontractor, and without the fault or negligence of either of them, the contractor shall not
be liable for any excess costs or failure to perform, unless the supplies or services to be
furnished by the subcontractor were obtainable from other sources in sufficient time to permit
the contractor to meet the required delivery schedule.
28. Explanation to Prospective Proposers:
a. Any prospective Proposer desiring an explanation or interpretation of this solicitation
shall request it in writing soon enough to allow a reply to reach all prospective
Proposers before submission of their bids. DEADLINE FOR SUBMISSION OF
QUESTIONS: WEDNESDAY, JANUARY 30, 2019 BEFORE 10:00 AM. Submit questions to:
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b. Oral explanation and/or instructions given before the award of the contract shall not
be binding.
c. Any information given to a prospective Proposer pertaining to this solicitation shall
be furnished promptly to other prospective Proposers as an amendment, if that
information is necessary in submitting bids or if the lack of it would be prejudicial to
other prospective Proposers.
29. Interpretations: If any questions arise from this solicitation, respondents must contact the
District’s Procurement Department. Any response to the respondent’s request for interpretation
of documents will be made by addendum if the Procurement Department believes the
interpretation is not clear in the bid document. The District will not be responsible for any
other explanation or interpretations.
30. Licenses and Permits: During the term of the contract, the Contractor shall be responsible for
obtaining and maintaining in good standing, all licenses (including professional licenses, if
any), permits, inspections and related fees for each of any such licenses, permits and/or
inspections required by the District, county, city or other government entity or unit to
accomplish the work specified in this solicitation document and the contract.
31. Posting of Award: Notice of Award or Intent to Award will be posted in the District’s
Central Services office located at the 1348 Griffin Mill Road, Easley, SC 29640 and/or online
at: www.pickens.k12.sc.us .
32. Proper Invoice: Invoices submitted for payment for goods or services provided under this
contract shall contain, as a minimum, the following information:
Name of business.
Contract number or other authorization for delivery of service or property.
SDPC Purchase Order Number.
Complete description of work, including facility/facilities location (if applicable).
Payment terms.
Name of employee performing maintenance.
Title, telephone number, and complete mailing address of responsible official to
whom payment is to be sent.
Other substantiating documentation of information as required by the contract.
33. Proposer’s Qualifications: Bids shall be considered only from Proposers who are regularly
established in the business called for and who in the judgment of the District are financially
responsible and able to show evidence of their reliability, ability, experience, equipment
supervised by them to render prompt and satisfactory service in the volume called for under
this contract.
34. Protection Of Existing Vegetation, Structures, Equipment, Utilities, And Improvements:
a. The Contractor shall preserve and protect all structures, equipment, and vegetation
(such as grass, trees, and shrubs) on or adjacent to the work site, which are not to be
removed and which do not unreasonably interfere with the work required under this
contract. The Contractor shall only remove trees when specifically authorized to do
so, and shall avoid damaging vegetation that will remain in place. If any limbs or
branches of trees broken during contract performance, or by any careless operation
of equipment, or by workmen, the Contractor shall trim those limbs or branches with
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a clean cut and paint the cut with tree pruning compound as directed by the District
representative(s).
b. The Contractor shall protect from damage all existing improvements and utilities at
or near the work site and on adjacent property of a third party, the locations of which
are known to or should be known by the Contractor. The Contractor shall repair any
damages to those facilities, including those that are the property of a third party
resulting from failure to comply with the requirements of this contract or failure to
exercise reasonable care in performing the work. If the Contractor fails or refuses to
repair the damaged property, the District representative(s) may recommend that the
necessary work be performed and charge the cost to the Contractor.
35. Rejection/Cancellation: The District reserves the right, to accept or reject, in part or in
entirety, any or all bids, to negotiate with all qualified proposers and to cancel in part or in
entirety this solicitation if it is in the best interest of the District. Further, the District reserves
the right to waive any or all informalities or technicalities in order to serve the best interest of
the District.
36. Responses: All responses to this solicitation must comply completely with the requirements
and schedule indicated in this solicitation to be considered for evaluation. All vendor(s) must
be able to meet or exceed any and all requirements.
37. RFP Expenses: The District or any of its representatives shall not be held responsible for any
expenses incurred in the preparation or subsequent presentation of the vendor’s response to
this solicitation.
38. Substitutions: The materials and products described in the RFP establish a standard of
required function, dimension, appearance and quality to be met by any proposed substitution.
Reference in the RFP to the words “or approved alternate” shall be interpreted as establishing
a standard of quality and shall not be construed as limiting competition. Any deviation from
the enclosed specifications must be documented on the quote form.
39. Time of Completion: Date of delivery shall be a consideration factor in the awarding
process. The Proposer shall include with his/her bid delivery dates for each item as
requested, and shall furnish all items in accordance with the bid solicitation unless an
extension is granted by the District in writing.
40. Unlawful Acts: The District interprets a signed bid as signifying that the accompanying bid
is not the result of, or affected by, any unlawful act of collusion with any other person or
company engaged in the same line of business or commerce, or any other fraudulent act
punishable under the state of South Carolina or United States laws.
41. Warranty: The contractor warrants to the agency that all work performed as a result of this
bid and specifications will be performed in a professional manner consistent with industry
practice.
42. Withdrawal of Bid Response: A bid response cannot be withdrawn after it is filed, unless the
respondent makes a written request to the Coordinator of Procurement prior to the last date
and time set for receipt of the bid responses. If the District fails to accept the response or
award a contract within ninety (90) days after the bid opening date, the respondent must
inform the District, in writing, that they do not wish for their response to continue to be
considered.
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X. General Terms and Conditions
1. Assignment: No contract or its provisions may be assigned, sublet, or transferred without the
written consent of the Procurement Officer.
2. Bid Acceptance Period: In order to withdraw Your Offer after the minimum period specified on
the Cover Page, You must notify the Procurement Officer in writing.
3. Bid Bond: Your offer must include either a bid bond issued by a surety or sureties licensed in
South Carolina or a certified check. The amount of surety shall be five per cent (5%) of the total
bid amount. This bid bond penalty may be expressed in terms of a percentage of the bid price or
may be expressed in dollars and cents. If a certified check is submitted in lieu of a bid bond, it
must be made payable to the School District of Pickens County. (NOT APPLICABLE)
4. Bid in English & Dollars: Offers submitted in response to this solicitation shall be in the English
language and in US dollars.
5. Board as Procurement Agent: (a) Authorized Agent. All authority regarding the conduct of this
procurement is vested solely with the responsible Procurement Officer. Unless specifically
delegated in writing, the Procurement Officer is the only District official authorized to bind the
District with regard to this procurement. (b) Purchasing Liability. The Procurement Officer is an
employee of the District acting on behalf of the District pursuant to the School District of Pickens
County’s Procurement Code. Any contracts awarded as a result of this procurement are between
the Contractor and the District. The Board of Trustees is not a party to such contracts, unless and
to the extent that the Board is a using District department, and bears no liability for any party’s
losses arising out of or relating in any way to the contract.
6. Certificate of Independent Price Determination: Giving false, misleading, or incomplete
information on this certification may render you subject to prosecution under Section 16-9-10 of
the South Carolina Code of Laws and other applicable laws. (a) By submitting an offer, the
Offeror certifies that- (1) The prices in this offer have been arrived at independently, without, for
the purpose of restricting competition, any consultation, communication, or agreement with any
other Offeror or competitor relating to— (i) Those prices; (ii) The intention to submit an offer; or
(iii) The methods or factors used to calculate the prices offered. (2) The prices in this offer have
not been and will not be knowingly disclosed by the Offeror, directly or indirectly, to any other
Offeror or competitor before bid opening (in the case of a sealed bid solicitation) or contract
award (in the case of a negotiated solicitation) unless otherwise required by law; and (3) No
attempt has been made or will be made by the Offeror to induce any other concern to submit or
not to submit an offer for the purpose of restricting competition. (b) Each signature on the offer is
considered to be a certification by the signatory that the signatory- (1) Is the person in the
Offeror’s organization responsible for determining the prices being offered in this bid or
proposal, and that the signatory has not participated and will not participate in any action
contrary to paragraphs (a)(1) through (a)(3) of this certification; or (2)(i) Has been authorized, in
writing, to act as agent for the Offeror’s principals in certifying that those principals have not
participated, and will not participate in any action contrary to paragraphs (a)(1) through (a)(3) of
this certification [As used in this subdivision (b)(2)(i), the term “principals” means the person(s)
in the Offeror’s organization responsible for determining the prices offered in this bid or
proposal]; (ii) As an authorized agent, does certify that the principals referenced in subdivision
(b)(2)(i) of this certification have not participated, and will not participate, in any action contrary
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to paragraphs (a)(1) through (a)(3) of this certification; and (iii) As an agent, has not personally
participated, and will not participate, in any action contrary to paragraphs (a)(1) through (a)(3) of
this certification. (c) If the Offeror deletes or modifies paragraph (a) (2) of this certification, the
Offeror must furnish with its offer a signed statement setting forth in detail the circumstances of
the disclosure.
7. Code of Laws Available: The South Carolina Code of Laws, including the Consolidated
Procurement Code, is available at: http://www.scstatehouse.gov/code/statmast.php . The South
Carolina Regulations are available at: http://www.scstatehouse.gov/coderegs/statmast.php.
8. Contractor Responsibility: The Contractor alone will be solely responsible to the District for
performance of all Contractor obligations under any contract resulting from their bid/quote. The
successful contractor will be a contractor independent of the District. None of the Contractor’s
employee(s) shall be deemed for any purpose to be employee(s), agents, or servants of the
District, but shall at all times serve as employee(s), agents, or servants of the Contractor for
whom and at whose discretion they shall act. No acts performed for or representations made,
whether written or oral, by the proposer to third parties shall bind the District. The Contractor
shall be solely responsible for the withholding and payment of all federal, state, and local
personal income, social security, unemployment, workers’ compensation, and other payroll taxes
for its’ employee(s). The District shall have no liability of any sort for the Contractor’s
employee(s).
9. Default: In case of default by the contractor, the District reserves the right to purchase any or all
items in default in open market, charging the contractor with any additional costs. The defaulting
contractor shall not be considered a responsible bidder until the assessed charge has been
satisfied.
10. Delivery: Services provided to the District shall be on a “On Call/As Needed” basis.
Response time by the contracted firm must be within forty-eight (48) hours of the
District’s initial contact/request.
11. Disclosure of Conflicts of Interest or Unfair Competitive Advantage: You warrant and
represent that your offer identifies and explains any unfair competitive advantage you may have
in competing for the proposed contract and any actual or potential conflicts of interest that may
arise from your participation in this competition or your receipt of an award. The two underlying
principles are (a) preventing the existence of conflicting roles that might bias a contractor's
judgment, and (b) preventing an unfair competitive advantage. If you have an unfair competitive
advantage or a conflict of interest, the state may withhold award. Before withholding award on
these grounds, an Offeror will be notified of the concerns and provided a reasonable opportunity
to respond. Efforts to avoid or mitigate such concerns, including restrictions on future activities,
may be considered. Without limiting the foregoing, you represent that your offer identifies any
services that relate to either this solicitation or the work and that has already been performed by
you, a proposed subcontractor, or an affiliated business of either.
12. Drug-free Workplace: By signing and submitting a bid, a proposer is certifying that it will
comply with all requirements of the South Carolina Drug-Free Workplace Act, Section 44-107-
10, ET Seq., S.C. Code Ann, (1976).
13. Duty to Inquire: Offeror, by submitting an Offer, represents that it has read and understands the
Solicitation and that its Offer is made in compliance with the Solicitation. Offerors are expected
to examine the Solicitation thoroughly and should request an explanation of any ambiguities,
discrepancies, errors, omissions, or conflicting statements in the Solicitation. Failure to do so will
22
be at the Offeror’s risk. All ambiguities, discrepancies, errors, omissions, or conflicting
statements in the Solicitation shall be interpreted to require the better quality or greater quantity
of work and/or materials, unless otherwise directed by amendment. Offeror assumes
responsibility for any patent ambiguity in the Solicitation that Offeror does not bring to the
District’s attention.
14. Equal Opportunity: The successful firm agrees not to refuse to hire, discharge, promote,
demote, or to otherwise discriminate in matters of compensation against any person otherwise
qualified solely because of race, creed, sex, national origin, ancestry or physical handicap.
15. Ethics Act: By submitting an Offer, you certify that you are in compliance with South Carolina’s
Ethics, Government Accountability, and Campaign Reform Act of 1991, as amended. The
following statutes require special attention: (a) Offering, giving soliciting, or receiving anything
of value to influence action of public employee, Section 8-13-790, (b) Recovery of kickbacks,
Section 8-13-790, (c) Offering, soliciting, or receiving money for advice or assistance of public
official, Section 8-13-720, (d) Use or disclosure of confidential information, Section 8-13-725,
and (e) Persons hired to assist in the preparation of specifications or evaluation of bids, Section 8-
13-1150.
16. Ethics Certificate: By submitting an offer, the Offeror certifies that the Offeror has and will
comply with, and has not, and will not, induce a person to violate Title 8, Chapter 13 of the South
Carolina Code of Laws, as amended (ethics act). The following statutes require special attention:
Section 8-13-700, regarding use of official position for financial gain; Section 8-13-705,
regarding gifts to influence action of public official; Section 8-13-720, regarding offering money
for advice or assistance of public official; Sections 8-13-755 and 8-13-760, regarding restrictions
on employment by former public official; Section 8-13-775, prohibiting public official with
economic interests from acting on contracts; Section 8-13-790, regarding recovery of kickbacks;
Section 8-13-1150, regarding statements to be filed by consultants; and Section 8-13-1342,
regarding restrictions on contributions by contractor to candidate who participated in awarding of
contract. The District may rescind any contract and recover all amounts expended as a result of
any action taken in violation of this provision. If contractor participates, directly or indirectly, in
the evaluation or award of public contracts, including without limitation, change orders or task
orders regarding a public contract, contractor shall, if required by law to file such a statement,
provide the statement required by Section 8-13-1150 to the procurement officer at the same time
the law requires the statement to be filed.
17. Experience and Reference Checks: The District reserves the right to consider historic
information and fact, whether gained from the Offeror’s proposal, references, or any other
source, in the evaluation process. Proposer acknowledges (1) that District will contact various
persons who are familiar with proposer’s prior work and related matters, whether such persons
are voluntarily disclosed to the District in this proposal or not; (2) that truthful and complete
information is necessary for the District to make an adequate evaluation; and (3) that proposer
will not take any action against any person who responds truthfully and in good faith to a bona
fide inquiry by the District for purposes of evaluating the quotes received by the District under
this solicitation.
18. Fair Labor Standards Act: Contractor will be responsible for hiring all required employee(s)
necessary for this contract and shall comply with the Fair Labor Standards Act. The contractor
and subcontractors of the contractor will not employ at less than the established federal and state
minimum wage. Any employee whose work habits and/or conduct are deemed objectionable
shall be removed from the workforce upon request of the District. Work persons shall not engage
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in profanity, indecent acts, stealing, use of alcohol, or use of illegal drugs or possession of
weapons on SDPC property.
19. FOIA Requests: FOIA Requests: Any vendor or general member of the public requesting
information in regards to any bids/proposals received or any award made as a result of this
solicitation, will be billed on the amount of information requested (i.e., copies of documentation,
etc.) and the amount of time spent by District staff to compile the information. Visit the
website for more information.
http://www.pickens.k12.sc.us/departments/communications/submit_a_f_o_i_a_request .
20. Force Majeure: The Contractor shall not be liable for any excess costs if the failure to perform
the contract arises out of causes beyond the control and without the fault or negligence of the
Contractor. Such causes may include, but are not restricted to acts of God or of the public
enemy, acts of the government in either its sovereign or contractual capacity, fires, floods,
epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather; but
in every case the failure to perform must be beyond the control and without the fault or
negligence of the contractor. If the failure to perform is caused by the default of a subcontractor,
and if such default arises out of causes beyond the control of both the contractor and
subcontractor, and without the fault or negligence of either of them, the contractor shall not be
liable for any excess costs or failure to perform, unless the supplies or services to be furnished by
the subcontractor were obtainable from other sources in sufficient time to permit the contractor to
meet the required delivery schedule.
21. Governing Laws: All bid documents submitted in response to this solicitation are governed
under the laws of the State of South Carolina. Contractor must be authorized and/or licensed to
do business in the State of South Carolina. Notwithstanding the fact that applicable statues may
exempt or exclude the successful Offeror from requirements that it be authorized and/or licensed
to do business in said state, by signing of this Agreement, Contractor agrees to subject itself to
the jurisdiction and process of the courts of the State of South Carolina or federal courts as to all
matters and disputes arising or to arise under the Agreement and the performance thereof,
including any questions as to the liability for taxes, licenses or fees levied by the State.
22. Illegal Immigration: (applicable to service contracts only) By signing your offer, you certify
that you will comply with the applicable requirements of Title 8, Chapter 14 of the South
Carolina Code of Laws and agree to provide to the District, upon request, any documentation
required to establish either: (a) that Title 8, Chapter 14 is inapplicable to you or your
subcontractors or sub-subcontractors; or (b) that you and your subcontractors or sub-
subcontractors are in compliance with Title 8, Chapter 14. Pursuant to Section 8-14-60, “A
person who knowingly makes or files any false, fictitious, or fraudulent document, statement or
report pursuant to this chapter is guilty of a felony and, upon conviction, must be fined within the
discretion of the court or imprisoned for not more than five (5) years, or both.” You agree to
include in any contracts with your subcontractors language requiring your subcontractors to (a)
comply with the applicable requirements of Title 8, Chapter 14, and (b) include in their contracts
with the sub-subcontractors language requiring the sub-subcontractors to comply with the
applicable requirements of Title 8, Chapter 14.
23. Indemnification: The vendor(s) shall agree to hold the District harmless and to indemnify the
District from every expense, liability, or any payment arising out of or through injury (including
death) to any person(s) or damage to any property of any location in which work is located
arising out of or suffered through any at or omission of the vendor(s).
24
24. Installation: Where equipment is called for to be installed under this RFP, it shall be placed,
leveled and accurately fastened into place by the vendor. He/she shall be responsible for
obtaining dimensions and other such data which may be required to assure exact fit to work
under another contract or as intended by the District. The vendor shall be responsible for
providing an appropriate amount of lead-in for equipment requiring electrical, water or other
basic service. The District will normally be responsible for bringing the appropriate service to
the lead-in. The vendor shall completely remove from the premises all packaging, crating, and
other litter due to his/her work. He/she shall also be responsible for the cost of repair of any
damage to existing work which is caused by him/her during the installation of his/her equipment.
(Refer to Scope of Work)
25. Insurance: Contractor shall maintain, throughout the performance of its obligations under this
Agreement, a policy or policies of Worker’s Compensation insurance with such limits as may be
required by law, and a policy or policies of general liability insurance insuring against liability
for injury to, and death of persons and damage to, and destruction of, property arising out of or
based upon any act or omission of the Contract or any of its subcontractors or their respective
officers, directors, employee(s), or agents. Such general liability insurance shall have limits
sufficient to cover any loss or potential loss resulting from this contract.
26. Iran Divestment Act - Certification: (a) The Iran Divestment Act List is a list published by the
State Board pursuant to Section 11-57-310 that identifies persons engaged in investment
activities in Iran. Currently, the list is available at the following URL:
http://procurement.sc.gov/PS/PS-iran-divestment.phtm (.) Section 11-57-310 requires the
government to provide a person ninety days written notice before he is included on the list. The
following representation, which is required by Section 11-57-330(A), is a material inducement
for the District to award a contract to you. (b) By signing your offer, you certify that, as of the
date you sign, you are not on the then-current version of the Iran Divestment Act List. (c) You
must notify the Procurement Officer immediately if, at any time before posting of a final
statement of award, you are added to the Iran Divestment Act list.
27. Item Substitution: (This clause does not apply to solicitations for service requirements). No
substitutions will be allowed on purchases from The School District of Pickens County without
permission from the Coordinator of Procurement.
28. Labor and Property Proposer Responsibilities: All of the Offeror’s employee(s) or agents
furnishing services to the District shall be deemed employee(s) or agents solely of the Offeror
and shall not be deemed for any purposes whatsoever employee(s) or agents of, acting for or on
behalf of, the District. The Offeror shall perform all services as an independent contractor and
shall discharge all liabilities as such. No acts performed or representations, whether oral or
written, made by the Offeror with respect to third parties shall be binding on the District. The
Offeror shall be solely responsible for the withholding and payment of all federal, state, and local
personal income taxes, social security, unemployment, sickness, disability insurance, and other
payroll taxes with respect to the Offeror’s employee(s), including contribution from then when as
required by law.
The Offeror shall be responsible for any loss or damage to property owned by the District and in
the Offeror’s possession or control. The Offeror shall be responsible for any loss or damage to
property owned by the District, caused, in the opinion of the District, by the Offeror.
No portion of this contract shall be subleased, assigned, transferred, or conveyed without written
approval from the District.
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29. Minority Business: Specify if your firm is a South Carolina certified minority business. If so,
please provide the District with a copy of your certificate.
30. Non-Appropriations: Any contract entered into by the District or its departments, employee(s) or
agents resulting from this RFP shall be subject to cancellation without damages or further
obligation when funds are not appropriated or otherwise made available to support continuation
of performance in a subsequent fiscal period or appropriated year.
31. Offeror Responsibility: Each Proposer shall fully acquaint himself/herself with conditions
relating to the scope and restrictions attending the execution of the work under the conditions of
this RFP. It is expected that this will sometimes require on-site observation. The failure or
omission of a Proposer to acquaint himself/herself with existing conditions shall in no way
relieve the Proposer of any obligations with respect to the RFP or contract.
32. Ownership of Data & Materials: All data, information, material and documentation either
specially prepared by Contractor for the District or provided by the District pursuant to this
solicitation shall belong exclusively to the District.
33. Packaging & Delivery: All Shipments shall be FOB Destination, Freight Prepaid to the district
location listed on the purchase order. Lift Gate may be required. Purchase order numbers and/or
contract number(s) as appropriate, must be clearly stated on each carton or package, shipping
ticket, invoice, and any/all other information related to the order.
34. Patent and Copyright Liability: If notified promptly in writing by the District of any actions
(and all prior claims relating to such action) brought against the District, based on a claim that
the District’s use of the services or any products offered, including software, infringes a United
States patent or copyright, the proposer will defend such action at its expense and will pay the
costs and damages awarded in such action, provided that the proposer shall have sole control of
the defense of any such action and all negotiation for its settlement or compromise. The District
shall give the proposer prompt written notice of such claim and full right and opportunity to
conduct the defense thereof, together with full information and reasonable cooperation. No costs
or expenses shall be incurred for the Account of the proposer without it written consent. If
principles of government or public law are involved, the District may participate in the defense
of any action. If, in the opinion of the proposer, the products furnished thereunder are likely to,
or do become, the subject of a claim of infringement of a United States patent or copyright, then,
without diminishing its obligation to satisfy a final award, the proposer may, at its option and
expense, (a) obtain the right for the District to continue to use such goods; or (b) substitute for
the alleged infringing products other equally suitable products that are satisfactory to the District;
or (c) take back such products, provided however, that the proposer will not exercise option (c)
until the proposer and the District have evaluated options (a) and (b). In such event, proposer
will reimburse the District for the purchase price of any goods removed pursuant to option (c).
35. Payment: Payment for services pursuant to a successful contract will be made within thirty (30)
days after receipt of a detailed invoice.
36. Payment Bond and Performance Bond: Your offer must include a payment bond satisfactory to
the District, executed by a surety company meeting the criteria set forth below, or otherwise
secured in a manner satisfactory to the District, for the protection of all persons supplying labor
and material to the contractor or its subcontractors for the performance of the work provided for
in the contract. The bond shall be in the amount equal to one hundred percent (100%) of the
contract price.
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The successful Proposer shall furnish within ten (10) calendar days, after written notice is issued
indicating proposal acceptance, a performance bond. Contractor shall provide and bear the
burden of the cost of the performance bond. The bond shall represent one hundred percent (100%)
of the total proposal sum. The bond shall be issued by a Surety Company licensed in the State of
South Carolina, with an “A” minimum rating of performance as listed in the current publication of
“Best’s Key Rating Guide, Property Liability”, which shall indicate a financial strength rating of at
least five (5) times the total proposal sum. Each bond shall be accompanied by a “Power of
Attorney” authorizing the attorney-in-fact to bind the surety and certified to include the date of the
proposal bond.
The contractor must provide a cashier’s check (made payable to the School District of Pickens
County) in the full amount of the payment and performance bonds or may provide, and pay the
cost of, payment and performance bonds in the form AIA Document A311 “PERFORMANCE
BOND AND LABOR AND MATERIALS BOND”. Each bond shall be in the full amount of the
Contract Sum, issued by a Surety Company licensed in South Carolina with an “A” minimum
rating of performance as stated in the most current publication of: Best Key Rating Guide,
Property Liability”, which shows a financial strength rating of at least five (5) times the contract
price. (NOT APPLICABLE)
37. Pricing: The fee schedule provided in the firm’s individual response shall be utilized during the
term of the contract. Any increases (if any) must first be approved by the District.
38. Oral Presentation(s): The District may determine that the outcome of the evaluation process indicates that two or more of the
proposals are relatively equal. The District may request an oral presentation by each proposer. Such
presentations, if requested, would provide an opportunity for the firm(s) to clarify their proposals and to ensure
that a thorough mutual understanding exists between the firm and District
39. Quality of Product: (This clause does not apply to solicitations for service requirements).
Unless otherwise indicated in this bid it is understood and agreed that any item offered or
shipped on this RFP shall be new and of first quality.
40. Procurement Card Purchasing: The District has the capability to pay vendor invoices with a
Procurement Card (P-Card). The District reserves the right to pay invoices by use of the District
P-Card. Failure by a vendor to provide P-Card processing shall not be grounds for rejection or
contract controversy.
41. Prohibited Communications and Donations: Violation of these restrictions may result in
disqualification of your offer, suspension or debarment, and may constitute a violation of law.(a)
During the period between publication of the solicitation and final award, you must not
communicate, directly or indirectly, with the Using Governmental Unit (School District) or its
employee(s), agents or officials regarding any aspect of this procurement activity, unless
otherwise approved in writing by the Procurement Officer. All communications must be solely
with the Procurement Officer.(b) You are advised to familiarize yourself with Regulation 19-
445.2165, which restricts donations to a governmental entity with whom you have or seek to
have a contract. You represent that your offer discloses any gifts made, directly or through an
intermediary, by you or your named subcontractors to or for the benefit of the Using
Governmental Unit during the period beginning eighteen months prior to the Opening Date.
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42. Responsiveness/Improper Offers: (a) Bid as Specified. Offers for supplies or services other than those specified will not be
considered unless authorized by the solicitation.
(b) Responsiveness. Any offer which fails to conform to the material requirements of the
solicitation may be rejected as non-responsiveness. Offers which impose conditions
that modify material requirements of the solicitation may be rejected. If a fixed price
is required, an offer will be rejected if the total possible costs to the District cannot be
determined. Offerors will not be given an opportunity to correct any material
nonconformity. Any deficiency resulting from a minor informality may be cured or
waived at the sole discretion of the Procurement Officer.
43. Restrictions Applicable to Offerors: Violation of these restrictions may result in disqualification
of your offer, suspension, or debarment, and may constitute a violation of the state Ethics Act. (a)
After issuance of the solicitation, you agree not to discuss this procurement activity in any way
with the Using Governmental Unit or its employees, agents, or officials. All communications
must be solely with the Procurement Officer. This restriction may be lifted by express written
permission from the Procurement Officer. This restriction expires once a contract has been
formed. (b) Unless otherwise approved in writing by the Procurement Officer, you agree not to
give anything to any Using Government Unit or its employees, agents, or officials prior to award.
44. Right to Protest: Any prospective proposer, Offeror, contractor, or subcontractor who is
aggrieved in connection with the solicitation of a contract shall protest to the Coordinator of
Procurement within fifteen (15) days of the date of issuance of the RFP or other solicitation
documents whichever is applicable or any amendment thereto, if the amendment is at issue.
Any actual proposer, Offeror, contractor, or subcontractor who is aggrieved in connection with
the intended award or award of a contract shall protest to the Coordinator of Procurement within
ten (10) days of the date the notification of award is posted. This shall not apply to small
purchases (under $100,000 in actual or potential value).
45. Save Harmless: (This clause does not apply to solicitations for service requirements). The
successful proposer shall indemnify and save harmless the District, all officers, agents and
employee(s) from all suits or claims of any character brought by reason of infringing on any
patent trade mark, or copyright. Proposer shall have no liability to the District if such patent,
trademark or copyright infringement or claim is based upon the Proposer’s use of material
furnished to the Proposer by the District.
46. Service: Contracted firm must respond to requests by the District within forty-eight (48) hours of
the initial request.
47. Student Safety: Contractor shall ensure that its employee(s), who have been charged with, are
under investigation for, or convicted of, any crime related to children or any vendor’s
employee(s) charged with, are under investigation for, or convicted as a sex offender, shall not
be allowed on District property at any time. Failure on the part of the contractor to enforce and
abide by this policy shall result in the immediate termination of any existing contract(s).
Contractor’s, subcontractor’s and supplier’s employee(s) shall not interact with students at any
time.
48. Subcontractors: Any bidder in response to this RFP shall set forth in his bid/quote the name of
each subcontractor. If the bidder determines to use his own employee(s) to perform any portion
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of the work for which he would otherwise be required to list a subcontractor and if the proposer
is qualified to perform such work under the terms of the RFP, the proposer shall list himself in
the appropriate place in his bid/quote and not subcontract any of that work except with the
approval of the District for good cause shown.
49. Submission of Data: Each Proposer, upon request, shall submit evidence of liability insurance,
Workmen’s Compensation (if required), and other data regarding experience relating to this RFP
and proposes to satisfy the requirements of this solicitation and fulfillment of a contract. The
contractor shall maintain during the entire period of his performance under this contract, the
required minimum insurance covering all properties and activities that are encompassed in the
performance of the bid/quote requirements. The successful vendor must furnish a statement of
Workers’ Compensation as required by law and by entering into contract guarantees that said
contractor will not file a claim against the School District of Pickens County.
Upon request and/or prior to the commencement of work hereunder, potential proposers shall
furnish to the District, a certificate of the above insurance requirements. The policies evidencing
required insurance shall contain an endorsement to the effect that cancellation or any material
change in the policies adversely affecting the interests of the District in such insurance shall not
be effective without 15 days advance written notice to the District. Failure to replace any
canceled insurance shall be deemed a breach of contract by the contractor.
The insurance coverage listed below must be procured by the vendor(s) at their own expense and a copy
should be submitted to The School District of Pickens County; Attn: Kate Wilson.
1. Workers’ Compensation: Coverage of all individuals engaged in any work under this contract,
and meeting the requirements of S.C. Law regarding worker’s compensation insurance as
statutory required by law, including employee liability coverage up to $1,000,000.
2. Comprehensive General Liability: The contractor shall have in effect at all times under this
agreement, comprehensive general liability insurance, including products and completed
operations liability, contractual liability, and independent contractors liability coverage and
personal injury. Minimum coverage shall be $1,000,000 per occurrence.
3. Comprehensive Automobile Liability: Limits of coverage shall not be less than $1,000,000
combined single limit per accident.
4. Owner’s Protective Liability Insurance: Per injury, including death – limits of $250,000 for
each person and $500,000 for each accident.
5. Vendor(s) Public Liability Insurance: Personal injury, including death – limits of $250,000 for
each person and $500,000 for each accident.
6. Property Damage: Limits of $50,000 for each accident and $100,000 for the aggregate.
50. Submitting Confidential Information: For every document Offeror submits in response to or
with regard to this solicitation or request, Offeror must separately mark with the word
“CONFIDENTIAL” every page, or portion thereof, that Offeror contends contains information
that is exempt from public disclosure because it is either (a) a trade secret as defined in Section
30-4-40(a) (1), or (b) privileged and confidential, as that phrase is used in Section 11-35-410. For
every document Offeror submits in response to or with regard to this solicitation or request,
Offeror must separately mark with the words “TRADE SECRET” every page, or portion thereof,
that Offeror contends contains a trade secret as that term is defined by Section 39-8-20 of the
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Trade Secrets Act. For every document Offeror submits in response to or with regard to this
solicitation or request, Offeror must separately mark with the word “PROTECTED” every page,
or portion thereof, that Offeror contends is protected by Section 11-35-1810. All markings must
be conspicuous; use color, bold, underlining, or some other method in order to conspicuously
distinguish the mark from the other text. Do not mark your entire response (bid, proposal, quote,
etc.) as confidential, trade secret, or protected. If your response or any part thereof, is improperly
marked as confidential or trade secret or protected, the District may, in its sole discretion,
determine it nonresponsive. If only portions of a page are subject to some protection, do not mark
the entire page. By submitting a response to this solicitation or request, Offeror (1) agrees to the
public disclosure of every page of every document regarding this solicitation or request that was
submitted at any time prior to entering into a contract (including, but not limited to, documents
contained in a response, documents submitted to clarify a response, and documents submitted
during negotiations), unless the page is conspicuously marked “TRADE SECRET” or
“CONFIDENTIAL” or “PROTECTED”, (2) agrees that any information not marked, as required
by these bidding instructions, as a “Trade Secret” is not a trade secret as defined by the Trade
Secrets Act, and (3) agrees that, notwithstanding any claims or markings otherwise, any prices,
commissions, discounts, or other financial figures used to determine the award, as well as the
final contract amount, are subject to public disclosure. In determining whether to release
documents, the District will detrimentally rely on Offeror’s marking of documents, as required
by these bidding instructions, as being either “Confidential” or “Trade Secret” or
“PROTECTED”. By submitting a response, Offeror agrees to defend, indemnify and hold
harmless the State of South Carolina, its agencies, officers and employee(s), from every claim,
demand, loss, expense, cost, damage or injury, including attorney’s fees, arising out of or
resulting from the State withholding information by the State of South Carolina or any of its
agencies, that Offeror marked as “confidential” or “trade secret” or “PROTECTED”.
The District reserves the right to determine whether this information should be exempt from
disclosure and no legal action may be brought against the District or its agents for its
determination in this regard.
51. Tax Credit For Subcontracting With Disadvantaged Small Businesses: Pursuant to Section 12-
6-3350, a taxpayer having a contract with this District who subcontracts with a socially and
economically disadvantaged small business is eligible for an income tax credit equal to four (4%)
percent of the payments to that subcontractor for work pursuant to the contract. The
subcontractor must be certified as a socially and economically disadvantaged small business as
defined in Section 11-35-5010 and regulations pursuant to it. The credit is limited to a maximum
of fifty thousand dollars ($50,000.00) annually. A taxpayer is eligible to claim the credit for ten
consecutive taxable years beginning with the taxable year in which the first payment is made to
the subcontractor that qualifies for the credit. After the above ten consecutive taxable years, the
taxpayer is no longer eligible for the credit. A taxpayer claiming the credit shall maintain
evidence of work performed for the contract by the subcontractor. The credit may be claimed on
Form TC-2, “Minority Business Credit.” A copy of the subcontractor’s certificate from the
Governor’s Office of Small and Minority Business (OSMBA) is to be attached to the contractor’s
income tax return. Questions regarding the tax credit and how to file are to be referred to: SC
Department of Revenue, Research and Review, Phone: (803) 898-5786, Fax: (803) 898-5888.
Questions regarding subcontractor certification are to be referred to: Governor’s Office of Small
and Minority Business Assistance, Phone: (803) 734-0657, Fax: (803) 734-2498.
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52. Termination: Subject to the Provisions below, the contract may be terminated for any reason by
the District providing a thirty (30) day advance notice in writing is given to the contractor.
a) Termination for Convenience: In the event that this contract is terminated or cancelled
upon request and for the convenience of the District without the required thirty (30) days
advance written notice, then the District may negotiate reasonable termination costs, if
applicable.
b) Termination for Cause: Termination by the District for cause, default or negligence on the
part of the contractor shall be excluded from the foregoing provisions, termination costs, if
any, shall not apply. The thirty (30) days advance notice requirement is waived and the
default provision in this bid shall apply.
c) Termination for Non-appropriations: Should any contract formed hereunder be funded
from District appropriations and, in the event no funds or insufficient funds are
appropriated and budgeted in any fiscal year for payments due under a contract made
pursuant to this solicitation, the District shall immediately notify proposer of such
occurrence, but the District shall have no further obligation as to such current or
succeeding fiscal year and the contract shall be null and void, except as to the portions of
payments herein agreed upon for funds which shall have been appropriated and budgeted.
53. Unit Price Governing: Unit prices will govern over extended prices unless otherwise stated
in the RFQ.
The District may, by written notice of default to the contractor, terminate this contract in
whole or in part if the contractor fails to deliver supplies or to perform the services within
the time specified in this contract or any extension.
C
H
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XI. References:
RFP 119-1-2-12
OFFEROR’S NAME:
Provide three references from agencies you have provided services to in the past two (2) years.
(K-12 References are highly recommended.)
Reference One
Name: _______________________________________
Address: _______________________________________
Contact Person: _______________________________________
Phone Number: _______________________________________
E-Mail Address: _______________________________________
Reference Two
Name: _______________________________________
Address: _______________________________________
Contact Person: _______________________________________
Phone Number: _______________________________________
E-Mail Address: _______________________________________
Reference Three
Name: ________________________________________
Address: ________________________________________
Contact Person: ________________________________________
Phone Number: ________________________________________
E-Mail Address: ________________________________________
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XII. Bid Certification
RFP 119-1-2-12
OFFEROR’S NAME:
As an authorized representative of the Bidder, I hereby certify that the costs and services stated
in this proposal are accurate and binding for not less than ninety (90) calendar days from the
solicitation due date. All costs and charges are accurate and complete as stated in the proposal
and are inclusive of all costs the District is expected to pay. If an award is not made within
ninety (90) calendar days, it shall be incumbent upon the Bidder to notify the District, in
writing, if it does not want its proposal further considered. Failure to notify the District shall
mean that the bid remains valid until an award is made or the solicitation is cancelled.
I further certify that the Bidder will deliver the service(s) and/or material(s) as required by the
Request for Proposal. No additional costs or payments to any entity, including the Bidder,
shall be requested of the District due to any miscalculation, deficiency or other cause later
discovered.
I certify that the Bidder has availed itself of every opportunity to understand the Request for
Proposal, the District’s Procurement Code and Regulations and other pertinent District policy.
By submission of a bid/proposal, I certify that the Bidder has read and understands all of the
requirements and conditions of the Request for Proposal and shall be bound by such without
exception. Therefore, the undersigned respect fu l ly submits the bid.
Name of Business/Firm
Name of Authorized Representative
Title
Signature
Date Telephone/Fax Number
Email Address
Note: It is required that this Bid Certification form be completed and returned unaltered
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XIII. Signature Page
RFP 119-1-2-12
OFFEROR’S NAME
THIS PAGE MUST BE COMPLETED IN ORDER FOR BID TO BE CONSIDERED. FAILURE TO
COMPLETE AND RETURN THIS FORM WITH PROPOSAL SHALL RESULT IN
DISQUALIFICATION OF OFFER. OFFEROR IS CERTIFYING THAT THEY ARE A CERTIFIED
PARTNER FOR THE PRODUCTS PROPOSED, AS WELL AS, AND AN AUTHORIZED INSTALLER.
______________________________ __________________________ Business/Firm Represented Agent
Name of Business/Firm Signature of Agent
Address Name of Agent
City & State Title
Zip Code Email Address
Telephone Number Date
Fax Number
Federal ID
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OFFEROR’S CHECKLIST
AVOID COMMON MISTAKES
Review this checklist prior to submitting your bid. If you fail to follow this checklist, you risk having your bid deemed non-responsive.
ATTEND MANDATORY PRE- BID MEETING ON SEPTEMBER 28, 2018 @ 12:30 PM EST.
CAREFULLY READ THE ENTIRE RFP, INCLUDING VENDOR INSTRUCTIONS, AS TO UNDERSTAND
REQUIREMENTS AND EXPECTATIONS.
COMPLETE AND ATTACH THE VENDOR INFORMATION FORM.
INCLUDE A LIST OF AT LEAST THREE (3) REFERENCES, INCLUDING ANY SCHOOL DISTRICTS.
INCLUDE BID/QUOTE FORM, BID CERTIFICATION, SIGNATURE PAGE, FIRST THREE PAGES OF THE RFP,
BUSINESS LICENSE, AND INSURANCE COVERAGE WITH YOUR SUBMITTED BID.
INCLUDE SITE VISIT FORM.
COMPLETED AND SIGNED/DATED ALL REQUIRED DOCUMENTS.
DO NOT INCLUDE ANY OF YOUR STANDARD CONTRACT FORMS.
UNLESS EXPRESSLY REQUIRED, DO NOT INCLUDE ANY ADDITIONAL BOILERPLATE CONTRACT
CLAUSES.
REREAD YOUR ENTIRE BID TO MAKE SURE YOUR BID DOES NOT TAKE EXCEPTION TO ANY OF THE
DISTRICTS MANDATORY REQUIREMENTS.
MAKE SURE YOU HAVE PROPERLY MARKED ALL PROTECTED, CONFIDENTIAL, OR TRADE SECRET
INFORMATION IN ACCORDANCE WITH THE HEADING ENTITLED: FOIA BIDDING INSTRUCTIONS,
SUBMITTING CONFIDENTIAL INFORMATION. DO NOT MARK YOUR ENTIRE BID AS CONFIDENTIAL, TRADE
SECRET, OR PROTECTED. DO NOT INCLUDE A LEGEND ON THE COVER STATING THAT YOUR ENTIRE
RESPONSE IS NOT TO BE RELEASED.
HAVE YOU PROPERLY ACKNOWLEDGED ALL AMENDMENTS?
MAKE SURE A PERSON THAT IS AUTHORIZED TO CONTRACTUALLY BIND YOUR BUSINESS SIGNS THE
COVER PAGE.
MAKE SURE YOUR BID INCLUDES THE NUMBER OF COPIES REQUESTED.
CHECK TO ENSURE YOUR PROPOSAL INCLUDES EVERYTHING REQUESTED.
IF YOU HAVE CONCERNS ABOUT THE SOLICITATION, DO NOT RAISE THOSE CONCERNS IN YOUR
RESPONSE. AFTER OPENING, IT IS TOO LATE. IF THIS SOLICITATION INCLUDES A QUESTION & ANSWER
PERIOD, SUBMIT YOUR QUESTIONS AS A PART OF THAT PROCESS AND EMAIL THEM BEFORE THE
DEADLINE STATED IN SOLICITATION TO [email protected]. ALL QUESTIONS MUST BE
EMAILED BY DEADLINE.
Note: This checklist is included only as a reminder to help Offerors avoid common mistakes.
Responsiveness will be evaluated against the solicitation not against this checklist.
You do not need to return this checklist with your response.