Bids and Quotations

Post on CCS Website July 27, 2020 to August 10, 2020

 

Request for Bid

 

Camden County Schools is accepting proposals for speech-language pathology services for the 2020-2021 school year. Proposals will be accepted for speech-language pathology services from individuals or agencies whose reputation and standing are above reproach. A proposal will be selected from an individual or an agency with an office within a 120 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include speech-language evaluations, protocol scoring and review, written reports, telephone calls/email correspondence, travel between schools, parent/teacher conferences, as well as annual review, eligibility and placement meetings.  All services provided are subject to minimum quality standards and review as determined by the director of special education or designee. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible.

 

The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date. Individuals or staff must hold an S-5 Certificate in Speech and Language Pathology as issued by the Georgia Professional Standards Commission.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

           

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on August 10, 2020.

 

Note:

      *All bids should be labeled on the outside of a sealed envelope as "Speech-Language Pathologist Services Bid".

        

      *Bids will be opened at 8:30 A.M. on August 11, 2020 at the Central Office in room 155.

 

Request for Bid

 

Camden County Schools is accepting proposals for a Teacher of the Visually Impaired to provide direct and/or consultative special education services specific to vision loss throughout the school day for the 2020-2021 school year. Proposals will be accepted for Visually Impaired services from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual or an agency with an office within a 60 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include student observations with written reports, evaluations, protocol scoring and review, telephone calls/email correspondence, travel between schools, parent/teacher conferences as well as paperwork review. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible. The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date. Individuals or staff must hold a valid Georgia Teaching Certificate in SP ED Visual Impairment (P-12) Consultative and SP ED General Curriculum with Special Education Academic Area Concentrations or be eligible for certification.  The individual or staff must also be certified in Orientation and Mobility or such alternatives to the qualifications as the Board of Education may find appropriate and acceptable.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

           

 

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on July 6, 2020.

 

Note:

      *All bids should be labeled on the outside of a sealed envelope as "Teacher of the Visually Impaired Bid".

        

      *Bids will be opened at 9:00 A.M. on July 13, 2020 at the Central Office in room 155.

Post on CCS Website June 22, 2020 to July 6, 2020

 

Request for Bid

 

Camden County Schools is accepting proposals for speech-language pathology services for the 2020-2021 school year. Proposals will be accepted for speech-language pathology services from individuals or agencies whose reputation and standing are above reproach. A proposal will be selected from an individual or an agency with an office within a 120 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include speech-language evaluations, protocol scoring and review, written reports, telephone calls/email correspondence, travel between schools, parent/teacher conferences, as well as annual review, eligibility and placement meetings.  All services provided are subject to minimum quality standards and review as determined by the director of special education or designee. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible.

 

The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date. Individuals or staff must hold an S-5 Certificate in Speech and Language Pathology as issued by the Georgia Professional Standards Commission.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

           

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on July 6, 2020.

 

Note:

      *All bids should be labeled on the outside of a sealed envelope as "Speech-Language Pathologist Services Bid".

        

      *Bids will be opened at 9:00 A.M. on July 13, 2020 at the Central Office in room 155.

 

Post on CCS Website May 18, 2020 to June 1, 2020

 

Request for Bid

 

Camden County Schools is accepting proposals for school psychological services. Proposals will be accepted for school psychological services from individuals or agencies whose reputation and standing are above reproach. A proposal will be selected from an individual or an agency with an office within a 60 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include comprehensive psychological evaluations, protocol scoring and review, written reports to include psychological reports and eligibility reports, telephone calls/email correspondence, travel between schools, eligibility and placement meetings, and trainings as necessary.  All services provided are subject to minimum quality standards and review as determined by the director of special education or designee. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible.

 

The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date. Individuals or staff must hold a Professional certificate in the field of school psychology from the Georgia Special Standards Commission at the specialist degree level - level (6) or higher.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

           

 

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on June 1, 2020.

 

Note:

      *All bids should be labeled on the outside of a sealed envelope as "School Psychological Services Bid".

        

      *Bids will be opened at 8:30 A.M. on June 2, 2020 at the Central Office in room 155.

 

Post on CCS Website May 18, 2020 to June 1, 2020

 

Request for Bid

 

Camden County Schools is accepting proposals for a Teacher of the Visually Impaired to provide direct and/or consultative special education services specific to vision loss throughout the school day for the 2020-2021 school year. Proposals will be accepted for Visually Impaired services from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual or an agency with an office within a 60 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include student observations with written reports, evaluations, protocol scoring and review, telephone calls/email correspondence, travel between schools, parent/teacher conferences as well as paperwork review. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible. The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date. Individuals or staff must hold a valid Georgia Teaching Certificate in SP ED Visual Impairment (P-12) Consultative and SP ED General Curriculum with Special Education Academic Area Concentrations or be eligible for certification.  The individual or staff must also be certified in Orientation and Mobility or such alternatives to the qualifications as the Board of Education may find appropriate and acceptable.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

           

 

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on June 1, 2020.

 

Note:

      *All bids should be labeled on the outside of a sealed envelope as "Teacher of the Visually Impaired Bid".

        

      *Bids will be opened at 8:00 A.M. on June 2, 2020 at the Central Office in room 155.

 

Post on CCS Website April 13, 2020 to April 27, 2020

 Request for Bid

 

Camden County Schools is accepting proposals for a Board Certified Behavior Analyst (BCBA) to conduct reviews of programs for students with disabilities for the 2020-2021 school year. Proposals will be accepted for BCBA services from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual or an agency with an office within a 60 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include student observations with written reports, telephone calls/email correspondence, travel between schools, parent/teacher conferences as well as paperwork review. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible. The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

 

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on April 27, 2020.

Note:

          *All bids should labeled on the outside of a sealed envelope as "BCBA Services Bid"

         *Bids will be opened at 8:00 A.M. on April 28, 2020 at the Central Office in room 155.

 

Post on CCS Website April 13, 2020 - April 27, 2020

 

Request for Bid

 Camden County Schools is accepting proposals for services to be provided by an agency of trained Medicaid billing agents to review school based services claims and submit to the Georgia Department of Community Health as prescribed by the Medicaid regulations for school years 2020-2021 and 2021-2022. 

 

Proposals will be accepted for this service from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual with an office within a 120 mile radius of the Camden County Schools Administrative Office. The bid cost must be based on the Medicaid claims submitted and approved by the Georgia Department of Community Health representatives for reimbursement.

This bid must also include professional learning activities twice annually on site at the Camden County Schools Administrative Office.

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on April 27, 2020.

Note:

          *All bids should labeled on the outside of a sealed envelope as "Medicaid Billing Services Bid"

         *Bids will be opened at 8:30 A.M. on April 28, 2020 at the Central Office in room 155.

 

Post on CCS Website April 13, 2020 to April 27, 2020

Request for Bid

Camden County Schools is accepting proposals for Occupational Therapy (OT) to conduct reviews of programs for students with disabilities for the 2020-2021 school year. Proposals will be accepted for OT services from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual or an agency with an office within a 120 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include student observations with written reports, telephone calls/email correspondence, travel between schools, parent/teacher conferences as well as paperwork review. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible.  The bid proposal should not exceed two pages in length. The agency must provide the resumes of the existing staff ready for placement for the designated effective date. 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.  Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later 

than 4:30 P.M. on April 27, 2020.

   Note:

          *All bids should be labeled on the outside of a sealed envelope as "OT Services Bid"

         *Bids will be opened at 8:00 A.M. on April 28, 2020 at the Central Office in room 155.

 

Post on CCS Website April 13, 2020 to April 27, 2020

 

 

Request for Bid

 

 

Camden County Schools is accepting proposals for Physical Therapy services for students with disabilities for the 2020-2021 school year. Proposals will be accepted for PT services from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual or an agency with an office within a 60 mile radius of the Camden County Schools Administrative Office.  Current licensure is required to complete the work identified in the contract upon contract execution. The per hour bid cost must include the time of therapy sessions, paperwork time, telephone calls, travel between schools, and parent/teacher conferences. This bid must also include services to be available Monday through Friday with hours set to best accommodate the student’s academic schedule whenever possible. The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

  Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later 

than 4:30 P.M. on April 27, 2020.

  

Note:

          *All bids should labeled on the outside of a sealed envelope as "PT Services Bid"

         *Bids will be opened at 8:00 A.M. on April 28, 2020 at the Central Office in room 155.

 

Post on CCS Website April 13, 2020 to April 27, 2020

Request for Bid

Camden County Schools is accepting proposals for speech-language pathology services for the 2020-2021 school year. Proposals will be accepted for speech-language pathology services from individuals or agencies whose reputation and standing are above reproach. A proposal will be selected from an individual or an agency with an office within a 120 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include speech-language evaluations, protocol scoring and review, written reports, telephone calls/email correspondence, travel between schools, parent/teacher conferences, as well as annual review, eligibility and placement meetings.  All services provided are subject to minimum quality standards and review as determined by the director of special education or designee. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible.

The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date. Individuals or staff must hold an S-5 Certificate in Speech and Language Pathology as issued by the Georgia Professional Standards Commission.

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.  

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on April 27, 2020.

Note:

      *All bids should be labeled on the outside of a sealed envelope as "Speech-Language Pathologist Services Bid".  

      *Bids will be opened at 8:00 A.M. on April 28, 2020 at the Central Office in room 155.

 

Post on CCS Website April 13, 2020 to April 27, 2020

Request for Bid

Camden County Schools is accepting proposals for a Teacher of the Visually Impaired to provide direct and/or consultative special education services specific to vision loss throughout the school day for the 2020-2021 school year. Proposals will be accepted for Visually Impaired services from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual or an agency with an office within a 60 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include student observations with written reports, evaluations, protocol scoring and review, telephone calls/email correspondence, travel between schools, parent/teacher conferences as well as paperwork review. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible. The bid proposal should not exceed two pages in length.  The agency must provide the resumes of the existing staff ready for placement for the designated effective date. Individuals or staff must hold a valid Georgia Teaching Certificate in SP ED Visual Impairment (P-12) Consultative and SP ED General Curriculum with Special Education Academic Area Concentrations or be eligible for certification.  The individual or staff must also be certified in Orientation and Mobility or such alternatives to the qualifications as the Board of Education may find appropriate and acceptable.

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.      

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later than 4:30 P.M. on April 27, 2020.

Note:

      *All bids should be labeled on the outside of a sealed envelope as "Teacher of the Visually Impaired Bid".

        

      *Bids will be opened at 8:00 A.M. on April 28, 2020 at the Central Office in room 155.

 

Camden County Schools is accepting bids for Exagrid Backup units.  Bids will be accepted via e-mail only until  9:00 a.m. prevailing time on Friday April 10, 2020.  Click here for detailed RFP info.


Camden County Schools and Pope Construction Company, Inc. will receive bids for Crooked River Elementary School Renovations on Thursday, March 26, 2020 at 2pm.  Plans, specifications and addenda will be available at no cost at www.popeconstructionco.com; subcontractor registration is required prior to accessing plans.  Plans, Specifications and Addenda will also be available in the iSqFt plan room.  It is the proposer’s responsibility to check for and acknowledge all addenda prior to submission of bids. Questions shall be directed to Bill Vickery, Project Manager & Estimator via fax or email only, 912-764-9408, bvickery@popeconstructionco.com

Camden County Schools and Pope Construction Company, Inc. will receive bids for Crooked River Elementary School Renovations Phase 1 HVAC & Steel on Thursday, February 27, 2020 at 2pm.  Plans, specifications and addenda will be available at no cost at www.popeconstructionco.com; subcontractor registration is required prior to accessing plans.  Plans, Specifications and Addenda will also be available in the iSqFt plan room.  It is the proposer’s responsibility to check for and acknowledge all addenda prior to submission of bids. Questions shall be directed to Bill Vickery, Project Manager & Estimator via fax or email only, 912-764-9408, bvickery@popeconstructionco.com A prebid meeting will be held on Tuesday February 11, 2020 at 10am at the project site.

Camden County Schools and Pope Construction Company, Inc. will receive bids for Matilda Harris Elementary School Renovations on Thursday, February 27, 2020 at 2pm.  Plans, specifications and addenda will be available at no cost at www.popeconstructionco.com; subcontractor registration is required prior to accessing plans.  Plans, Specifications and Addenda will also be available in the iSqFt plan room.  It is the proposer’s responsibility to check for and acknowledge all addenda prior to submission of bids. Questions shall be directed to Bill Vickery, Project Manager & Estimator via fax or email only, 912-764-9408, bvickery@popeconstructionco.com A prebid meeting will be held on Tuesday February 11, 2020 at 10am at the project site.

REQUEST FOR SEALED PROPOSAL

 
Request for Proposal # 19-20

 

For the Project:    Camden County School Nutrition Program (SNP) is seeking a software program that will provide real-time communication between sites and central office multiple times a day. 

 

RFP Administrator:

Michele Wright, School Nutrition Director

Camden County Schools

311 South East Street

Kingsland, Georgia 31548

 

Telephone:    912-729-8319

                                                Fax:  912-729-4699

                                                E-Mail:   LWright@Camden.k12.ga.us

 

Sealed proposals are to be submitted to:   Michele Wright, School Nutrition Director, Camden County Schools, 311 South Street, Kingsland, Georgia, 31548.     Submit proposal in a sealed, opaque envelope addressed to the RFP Administrator noted above.  Envelopes to be plainly marked with the RFP# and title.

 

Deadline to receive proposals:    11:00 a.m. legally prevailing time on February 27, 2020

 

Proposals are due at the time and date specified.  Proposals will not be accepted after the date and time above.   There will be no public opening of proposals.  Proposals submitted via facsimile or otherwise not sealed will be rejected.  Proposals received after the date and/or time noted above will not be opened. 

 

SNP reserves the right to reject any or all proposals and to accept other than the low proposal when the interest of the school system can be better served.  SNP reserves the right to waive any informalities in, or reject, any or all proposals or any part of a proposal.  In the event of equal proposals, preference will be given to the local Proposer.

 

RFP Schedule of Events:

 

RFP Advertisement Dates:                                 February 4 – 18, 2020, (Georgia Procurement Registry), (Camden County School Website)

                                                                                               

                Deadline to Submit Questions:                         February 11, 2020 (noon, ET)

 

                Deadline to Respond to Questions:                 February 19, 2020 (4:30 p.m., ET)

                               

                Deadline to Submit Proposal:                           February 27, 2020 (11:00 a.m., ET)

               

                SNP Approval:                                                      TBD

 

 

 

 

 

 

 

 

 

 

 

 

A.            GENERAL INFORMATION REGARDING PROPOSAL

 

A.1          RFP Amendments

The Camden County School System is not responsible for any errors or omissions that may occur when bid information is copied from the Georgia Procurement Registry or Camden County Schools website by bid posting subscriber websites.

The Camden County School System reserves the right to amend the Request For Proposal prior to the deadline of proposal submission.  RFP amendments will be issued as written Addendum.

A.1.1      Addendum will be sent to bidders requesting the RFP. 

A.1.2      The Acknowledgement of Addenda form is to be returned with proposal.  See Attachment “B”

 

A.2          Withdrawing a Proposal

Prior to the proposal due date, a submitted proposal may be withdrawn by the Proposer by submitting a written request faxed to the Camden County School System RFP Administrator named above.  All such requests must be signed by a person authorized to sign for the Proposer.   

 

A.2.1 Re-Submitting a Response

Should a Proposer withdraw its proposal prior to the RFP close date with the intention to re-submit, please note the following:             

  • The Proposer’s original response must first be withdrawn in accordance with the guidelines noted above 
  • Each Proposer is solely responsible for re-submitting its response prior to the RFP closing date and time
  • Costs for returning unopened, withdrawn proposals shall be borne by the Proposer

 

A.3          Cost for Developing Proposal

The cost for developing the proposal is the sole responsibility of the Proposer.  The Camden County School System will not provide reimbursement for such costs.

 

A.4          RFP Examination

Proposers shall carefully examine all documents in the RFP to obtain knowledge of existing conditions, limitations and requirements.  Failure to examine the documents will not relieve the Proposer of responsibility for same nor will extra payment or change order requests be considered for conditions which could have been determined by examining the RFP. 

               

A.5          Bid Errors

In the case of an error in the price extensions, the unit price will govern.  No Bid will be altered or amended after the specified time and date set for the opening.  The SNP does reserve the right to correct mathematical errors that cause an incorrect extension for an item or summary totals. 

 

A. 6         Questions and Restricting Communications with Staff

A.6.1   All questions concerning this RFP must be submitted in writing via fax or email to the RFP Administrator noted above. No questions other than written will be accepted.  No response other than written will be binding upon the Camden County School System.  It is the responsibility of each Proposer to inquire about any aspect of the RFP that is not fully understood or is believed to be susceptible to more than one interpretation.  Any information given to a prospective Proposer concerning the RFP will be furnished to all prospective Proposers as an Addendum if such information is necessary or if the lack of such information would be prejudicial to uninformed Proposers.  This information will be posted on the CCS website.  No Addenda will be issued within five (5) working days of the date and time of bid opening.  Should a question arise which requires clarification during this time period, the date and time of the bid opening may be delayed to allow issuing an addendum.

A.6.2 From the issue date of this RFP until the award is made, Proposer(s) are not allowed to communicate for any reason with any Camden County School System staff except through the RFP Administrator named herein or during the Pre-Bid Conference.  The Camden County School System reserves the right to reject the proposal of any Proposer(s) violating this provision.

 

A.7          Rejection or Disqualification of RFP

Any Proposer who has demonstrated poor performance during a current or previous Agreement/Contract with SNP may be considered a non-responsible Proposer and their proposal may be rejected.  SNP reserves the right to exercise this option as is deemed proper and/or necessary.

 

A.8          Cancellation of RFP

The Camden County School System reserves the right to cancel this RFP at any time and will not be liable for any cost/losses incurred by the Proposers throughout this process.

 

A.9          Georgia Security & Immigration Compliance (GSIC) Act (Georgia Dept. of Audits, July, 2013)

O.C.G.A. § 13-10-90 (4): A public employer shall not enter into a contract for the physical performance of services *unless the contractor registers and participates in a federal work authorization program to verify the work eligibility information of newly hired employees. 

 

* By definition: “Physical performance of services means any performance of labor or services for a public employer using a bidding process or by contract wherein the labor or services exceed $2499.99.”

 

Proposals that involve the defined “physical performance of services” must include a notarized copy of the GSIC Affidavit forms for the Contractor, O.C.G.A. § 13-10-91(b)(1).  See Attachment “C.”   

 

Affidavits will be required for all subcontractors and sub-subcontractors that have been contracted for the physical performance of services in satisfaction of this RFP in accordance with O.C.G.A. § 13-10-91(b)(3) and § 13-10-91(b)(4). 

 

A.9.1 Exception 

A contractor, subcontractor, or sub-subcontractor who has no employees and does not hire or intend to hire employees for purposes of completing the work described in this RFP shall instead provide a copy of a state issued driver’s license or state issued identification card provided that said state verifies lawful immigration status prior to issuing a driver’s license or identification card. O.C.G.A. § 13-10-91(b)(5).

 

The Georgia Attorney General’s website posts a list of the states that verify immigration status prior to the issuance of a driver’s license or identification card and that only issue licenses or identification cards to persons lawfully present in the United States.

 

Responsibility of the Contractor

It is the duty of the contractor to submit to the Camden County School System within five business days of receipt, copies of all subcontractor and sub-subcontractor affidavits, drivers’ licenses, and identification cards required under O.C.G.A. § 13-10-91(b)(6).   

        

A.10       Business License or Certificate of Authority

N/A for this  proposal

 

A.11       Contractor’s License

Asbestos abatement and the mechanical trade contractors need a license in Georgia.  A valid contractor license in another state may be eligible for a reciprocal Georgia license or a Georgia license by endorsement.  Include a copy of current, RFP-applicable Contractor’s license with proposal.

 

License required for this RFP:   None.

 

If you need more information, please contact the Georgia Secretary of State’s Professional Licensing Division Call Center at 478-207-2440.  

 

A.12        Compliance with Laws

All work being done under this RFP shall comply with all existing State, Federal and local laws and regulations of the various departments or agencies of the State of Georgia.  The Proposer shall protect and indemnify the Camden County School System, its officers, employees and agents against any claim or liability arising from or based upon violation of any such law, ordinance, regulation, order, or decree, whether by himself or his employees or any Subcontractor.

 

A.13       Storage of Materials

                N/A for this project

 

B.            PROPOSAL OBJECTIVE, SCOPE OF WORK, PRE-BID CONFERENCE

 

B.1          Objective

The objective of the RFP is to select a Proposer who will provide goods and/or services outlined in this RFP to the Camden County School System.  All qualified Proposers are invited to participate by submitting responses, as further defined below.  After evaluating all Proposer responses received prior to the closing date and time of this RFP, the Camden County School System will determine whether or not to conduct negotiations with responsive and responsible Proposers.  After a careful evaluation of responses, an award recommendation will be presented to the Board of Education and a Purchase Order will be issued to the successful bidder.

 

B.2          Scope of Work (Base Bid)

The Camden County Board of Education requests proposals from qualified proponents to provide software for the SNP for the Camden County School System. See Section C.  Specifications   

 

B.3          Pre-Bid Conference

 

No pre-bid conference has been scheduled for this RFP.

 

B. 4         Contract Terms

                The resulting contract for this solicitation will be for 1 initial term from April 20, 2020 to the end of the fiscal

year June 30, 2020.  There will be 3 options to renew at the same terms, conditions and cost for one year terms each with mutual agreement between SNP and Contractor.

 

 C.           SPECIFICATIONS

               

C.1          Specifications

                                                Projected Implementation:

                                                April 20, 2020

 

Requirements:                     Real-time communication between sites and central office including uploads from SIS system multiple times a day.

                                                Cloud Based Hosting with ability to use all modules from any location.

References – at least 3 references from school systems in Georgia using the products.  Other references may be included.

 

SIS:                                         Powerschool compatible

 

Modules Available:             Free/Reduced Lunch Application:

                                                On-line/Manual Entry Processing and Submission.

On-line application submission, payment, and account monitoring on one site or app.

Immediate push of eligibility to student’s account once application is processed to POS.

                                                Automatically upload DC import list from the state portal with capability to address and sibling match.

                                                Verification section which meets USDA requirements.

                                                Capability of parents to upload verification information from their phone.

 

POS:

Capable of working off-line, compatible with current equipment, ability to set up express POS terminals in alternate locations such as breakfast in the classroom and grab and go.

                                                Quick sale options including classroom roster.

                                                Ability of the cashier to flag transactions for manager to review.

                                                Allows manager to enter after the day transactions in one location such as field trips.

 

Parent/Student Portal:     

Houses all information on one portal for easy access including free/reduced lunch application, payments, menus, and student account management.

Includes capabilities to meet the new Language & Disability Assistance for the School Nutrition Program requirements.

Allows parents/students to submit allergy information, view carbohydrate counts, nutritional information, and highlights locally grown products to meet state – Georgia Grown initiative.

                                                Ability to send out push notifications and parent/student surveys to specific groups/audiences through the portal via email, text, etc.

                                                Phone App with these capabilities as well.

 

                                                Menu Planning:

                                                USDA approved for nutrient and component analysis.

                                                USDA Certification Report approved by USDA.

                                                Creates menus for web publication that include nutrient information and photo capability.

                                                Linked to GS1 (GEPIR) database for current bar codes and current nutritional information.

                                                Linked to production records, inventory program, bid program, and parent/student portal.

 

                                                Production:

                                                Electronic production records which meet USDA and Georgia Department of Education Requirements including but not limited to USDA Meal Pattern.

                                                Electronic production records which interact with the inventory system to create orders based on the planned menu.

                                               

Inventory:

Electronic ordering capability.

Electronic USDA recall capability.

Electronic commodity order capability.

Inventory barcode scanning for receiving shipments and end of month inventory.

 

Bids:

Inventory tracking system which creates a bid document for the next school year based on products and quantities used during the current school year.

Capability to add/remove/edit bid items.

 

Financials:

Automatically submit claim to the state for processing from the software.

 

Electronic Menu Boards:

Display menus and nutritional information electronically in the cafeteria compatible with current televisions.

 

Training:

Comprehensive on-site and off-site support during implementation phase of the software.

Include a proposed roll-out schedule for implementation of the modules.

On-line training modules for additional support if necessary.

On-line training and support when upgrades or changes in software occur.

 

Support:

Available Monday – Friday during normal operating hours in EST time zone which includes phone support and remote in support.

Unlimited support included in yearly maintenance fee.

 

CONTRACT TIME PERIOD

        a) Initial Term - The initial term of this contract, which results from the award of this IFB, shall commence on April 20, 2020, and terminate on June 30, 2020.

b) Extension Option -The contract may be extended up to three (3) months at the same bid pricing, provided mutual agreement by both parties in written form. This extension will be utilized only to prevent a lapse of contract coverage and only for the time necessary to issue and award a new Invitation to Bid, but not to exceed three months.

c) Renewal Option - This contract may be renewed for up to (3) three one year terms at the same terms and conditions by mutual agreement of both parties in written form. The SNP will ONLY consider individual product price changes as part of the extension contract.  Product price changes may not exceed the U.S. Department of Labor Bureau of Labor Statistics Southeast BLS region not seasonally adjusted consumer price index percentage change annual average for the previous 12 months.

 

C.3          Adherence to Specifications / Equivalent Brands:   

Specifications in this Request for Proposal may have been identified, described and referenced by a brand name or trade name/mark that is intended to be descriptive, but not restrictive, and is used to indicate the quality and characteristics of products that may be offered.  Other products may be considered for award if such products are clearly identified and include such information as necessary to provide adequate basis for determining the quality and functional capabilities of the product being offered detailing the reason(s) why and how the proposed items will meet the specifications and not be considered an exception, and submit adequate information to document this claim. The Camden County School System reserves the right to be the sole judge of what is equal or equivalent.  Proposals which do not comply with these requirements are subject to rejection. If you fail to name an alternate brand it will be assumed that you are proposing, and will be required to furnish, goods identical to the proposal standard.  The Camden County School System reserves the right to request product demonstrations and/or samples from any Proposers prior to proposal award.  Failure to provide data or product demonstrations/samples may be considered valid justification for rejection of proposal.

 

C.3.1 Samples of items, when required, must be furnished free of expense, prior to the opening of proposals, and if not destroyed, will upon request be returned at the Proposer’s expense.  Request for the return of the samples must be made within ten (10) days following the opening of proposals.  Each individual sample must be labeled with the Proposer’s name and address.

 

 

D.            ALTERNATE  PROJECT:  None for this RFP

 

E.             VENDOR SERVICE EXPECTATIONS 

 

E.1          Proposal/Bid Bond, Performance and Payment Bonds – N/A for this project

 

E.1.1 Proposal Bond / Bid Bond 

Bid Bond (Bond only; certified checks or other forms are not acceptable) shall be required for all competitive sealed bids for construction contracts estimated to be $100,000 or more.  The Bid Bond must be in an amount equal to 5% of the Base Bid payable to The Camden County School System and issued by a Surety authorized to do business in the State of Georgia, in order to guarantee that the Proposer/Bidder will enter into a contract for products and/or related services outlined in this RFP, strictly within the terms and conditions stated in this RFP and in the contract documents, should the contract be awarded to the Proposer.

 

E.1.2   Performance and Payment Bonds - See Cost Proposal Form

The successful Awarded Proposer may be required to furnish a bond to The Camden County School System for the faithful performance on the contract and a bond to secure payment of all claims for materials furnished and/or labor performed in performance of the project, both in the amounts equal to 100% of the Contract Price.  Both bonds shall be issued by a Corporate Surety authorized to do business with the State of Georgia.  Show the cost to supply such bonds on the Cost Proposal Form where indicated.  Do not include the costs in your Base Bid.

 

F.             KEY FUNCTIONALITY / SPECIFIC TASKS

               

See Section C.  Specifications

 

G.            COST PROPOSAL

 

G.1          See Cost Proposal Form.  All relevant, applicable costs and fees are to be included in the Cost Proposal.  

Proposer(s) shall submit their cost responses into the Cost Proposal Form provided herein.  Proposer(s) shall not deviate from the structure established in the Cost Proposal Form.  Submission of incomplete Cost Proposal Forms or Cost Proposal Forms that deviate from the clearly established structure may result in the rejection of a proposal as non-responsive.

               

H.            PROPOSAL SUBMISSION GUIDELINES

 

Upon opening of the proposals, all proposals received will be reviewed to ensure that all required forms and information have been submitted by the Proposer and in the order stated in section H below.  

All proposal packages must include the following applicable items and attachments in the order specified below:

               

  1. Company Profile (see H.2)
  2. Acknowledgement of Addenda
  3. GSIC Affidavits for Contractor  (see A.9, Attachment “C”)
  4. Georgia Business License/Occupational Tax Certificate or Certificate of Authority (See A.10)
  5. Contractor License (if applicable, see A.9)
  6. Business Litigation information (see H.3)
  7. Information on Key Employees for this project (see H.4)
  8. Implementation Plan and Timeline (see H.5)
  9. Product specifications and/or complete materials listing including warranty (see H.6.2)
  10. Cost Proposal Form (form enclosed)
  11. Proposal Certification (form enclosed)
  12. Statement of Proposer’s Qualifications (form enclosed)
  13. Proposer’s References (form enclosed)
  14. Contractor’s Guarantee (form enclosed)
  15. Lobby Form & Disclosure (form enclosed)
  16. Three Strikes Rule (form enclosed)
  17. Contract Signature Page (form enclosed)
  18. Debarred, Suspended, and Ineligible Status (form enclosed)

 

H.1          Number of Copies (2)

Submit 1 original and 1 copy of proposal in a sealed opaque envelope.  Proposals must be submitted on 8 1/2” x 11” letter size white bond paper, single-sided, typed, stapled/fastened in upper left hand corner.  Fancy bindings, report covers, colored displays and promotional material are not desired unless specifically requested.

 

H.1.1   Submit proposal in a sealed, opaque envelope addressed to the RFP Administrator noted above.  Envelopes to be plainly marked with the RFP# and title.

               

H.2          Company Profile

The Proposer will include with proposal, the legal form of its business organization, that state in which incorporated (if a corporation), the types of business ventures in which the organization is involved and the office location that will be the point of contact for the project described in this RFP. 

 

H.2.1 Dun and Bradstreet Report

Bidders are to include with proposal a recent Dun and Bradstreet Business Information Report including;  Company Snapshot, Creditworthiness, Payment History & Trends, Public Filings, History & Operations,  and Banking & Finance.

 

H.2.2      Bidders that do not provide the D&B Business Information Report may be required to provide a current financial statement.

 

H.3          Business Litigation    (answer required)

                The Proposer will disclose any involvement by the organization or any officer or principal in any business litigation within the last five (5) years which may have a material impact or effect on the products and services requested in this RFP.  The disclosure is to be submitted with proposal and will include an explanation as well as the current status and/or disposition of such litigation.

 

                I have disclosed all business litigation information:      Yes            No            N/A

 

H.4          Key Employees

                Include with proposal, pertinent data for key employees that will be assigned to this project such as name, position, role/responsibility and Resume’ of background/experience qualifying him/her for the position.

 

                H.4.1 Employees of the Camden County School System are not permitted to work under this project, nor can they have ownership in a company that bids for or works under this proposal, either as a prime contractor or as a sub-contractor.  Any breach of this provision shall result in immediate termination of this contract and the involved employee(s) may face possible termination of employment with the Camden County School System.

 

H.5          Implementation Plan and Timeline

                Include with proposal an Implementation Plan (a detailed explanation of Proposer’s proposed method(s) to satisfy the requirements of this project) and Timeline from the date this project will begin through to the anticipated completion date.

 

H.6          Best and Final Offer

                Since the Camden County School System has the discretion to award the project on the basis of the initial RFP responses without exercising the discretionary right to negotiate, the Camden County School System strongly encourages Proposers to provide its “Best and Final Offer” to this RFP.

 

                H.6.1 Proposer(s) shall submit their cost responses into the Cost Proposal Form provided herein.  Proposer(s) shall not deviate from the structure established in the Cost Proposal Form.  Submission of incomplete Cost Proposal Forms or Cost Proposal Forms that deviate from the clearly established structure may result in the rejection of a proposals as non-responsive.

 

H.6.2   If required in this RFP, include with bid, complete product specifications showing/nutritional labels of the supplies quoted.

 

H.7          Presentations/Demonstrations

The Camden County School System reserves the right to require demonstration(s) of capabilities related to proposals received.  Proposers must be prepared to discuss the salient points of their proposal within 2 business days of the request.  No presentations, individually or collectively, will be made without such invitation by the Camden County School System.

 

I.             EVALUATION:

 

I.1           Suspension and Debarment

The Camden County School System will check the EPLS website at http://www.sam.gov to determine if a bidder/Proposer is listed.

 

I.2           In most instances where possible, all contracts and open market orders will be awarded to the lowest responsible Cost Proposal meeting all proposal requirements and specifications.  The Camden County School System reserves the right to evaluate all responsive proposals based on low cost proposal, then stated evaluation criteria.  In scoring against the stated criteria, the Camden County School System may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses in terms of differing price, quality, and contractual factors.

 

I.2.1 Evaluation Committee

                The Evaluation Committee will evaluate the quality and completeness of each technical submittal as it addresses each requirement of the RFP.  Technical submittals will be evaluated and scored in categories as follows:

                               

                                Price                                                                       40 points

                                Availability of all modules requested              40 points

                                Customer Service Plan                                        10 points

                                References                                                           5 points

 

I.2.2 Ranking

Upon completion of the evaluation process and presentations (if requested) by the Evaluation Committee, the proposals will be ranked in descending Points Total order, High to Low.  The proposal receiving the highest points total will be recommended to the Finance Committee for award.  If approved, the Finance Committee will bring the award recommendation to the Board of Education.

 

J.             AWARD

Awards for software proposals must be approved by the Board of Education on the first practical BOE meeting date after the RFP deadline.   The Camden County School System reserves the right to accept other than the lowest cost proposal, or the highest points total ranked proposal when the interest of the Camden County School System can be better served.  Where time is of the essence, the best delivery date offered will be taken under consideration in awarding proposals.

 

J.1           Low Dollar Bid Award

In most instances where possible, all contracts and open market orders will be awarded to the lowest responsible Cost Proposal meeting all proposal requirements and specifications.  The Board reserves the right to waive any informalities in, or reject, any or all proposals or any part of a proposal. 

 

J.2           Tie Bids

In case of tie bid and subject to compliance with local, state and federal regulations and guidelines, the award will be made as follows:

 

  • The bid will be awarded to the in-county supplier.
  • The bid will be awarded to the in-state supplier.
  • If applicable, the bid will be awarded to the goods made in Georgia.

The bid will be awarded to the supplier with the lesser total dollar volume.

 

J.3           Split/Multiple Awards

The Camden County School System reserves the right to make multiple awards or to award a contract by individual line items/services or alternatives, by group of line items/services or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the Camden County School System.  If the Camden County School System determines that an aggregate award to one Offeror is not in the Camden County School System’s best interest, “all or none” offers shall be rejected.

 

K.            CONTRACTS:

 

K.1          Funding Approval and Availability

The fiscal year for Camden County Schools begins July 1 and ends June 30.  This solicitation and any resulting contract(s) may contain renewal and extension options that are subject to approval and funding of the Camden County Board of Education which shall terminate absolutely without further obligation on the part of the Camden County Board of Education at the end of the fiscal year following the date of solicitation and at each June 30 renewal anniversary date thereafter unless the successful vendor is notified otherwise and agrees in writing to the exercise of renewal and extension options.  No purchase will be made if funding is not approved by the Camden County Board of Education.  O.C.G.A. 20-2-506 shall apply to all multi-year lease, purchase, or lease purchase contracts.

 

K.2          Copy of Contract Form     

Upon acceptance and award of a vendor's bid, the contract between the Bidder and the SNP shall be drafted from (a) the RFP and addenda, (b) the selected bid response to the RFP by the Bidder and any attachments thereto, and (c) all written communications between the SNP and the Bidder concerning the transactions. The contract shall constitute the entire and only agreement and shall supersede all prior negotiations, commitments, understandings, or agreements, whether oral or written.

 

K.3          Non-Performance

Non-performance of contract terms will give sufficient cause for the Camden County School System to cancel the contract.  Non-performance shall be construed to include, but is not limited to, failure of the vendor to deliver in the time specified or in the manner required.

 

K.4          Default

In case of default of the supplier, the Camden County School System reserves the right to procure the articles or service from other sources and hold the supplier responsible for any excess occasioned thereby. 

 

K.5          Force Majeure

Except for payments of sums due, neither party shall be liable to the other nor deemed in default under this contract if and to the extent that such party’s performance of this contract is prevented by reason of Force Majeure. The term “Force Majeure” means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Without limiting the forgoing, Force Majeure includes acts of God; fire; flood; or other similar occurrences beyond the control of the Bidder or the school district.

 

L.              GENERAL CONDITIONS:

 

L.1          The Camden County School System promotes equal opportunity for all persons, without regard to race, color, religion, sex, handicap, or national origin with vendors and/or contractors doing business with the Board. 

 

L.2          Payment shall be made by the Camden County School System to Vendor for services that are actually performed, and, if applicable, products actually delivered in accordance with the specifications of the Request for Proposal and receipt of an invoice. 

               

L.2.1 FOB Destination.  Delivery by the supplier to the common carrier does not constitute delivery to the Camden Count y School System.  Title is accepted by the Camden County School System upon receipt.

 

L.3          The Vendor shall be responsible for obtaining all permits and licenses and shall pay all fees including all applicable taxes required by various governmental agencies in connection with this work.  This shall also apply to all subcontractors.

 

L.4          All tools, dies, jigs, patterns, equipment, plates, cuts, negatives, artwork, or other items purchased, furnished, charged to or paid for by the Camden County School System and produced in conjunction with this proposal shall become and remain the property of the Camden County School System.  The contractor shall hold such property for the benefit of the Camden County School System and, upon written request, deliver the property to the Camden County School System.           

 

L.5          The Contractor shall confine operations at the site to permitted areas and shall not unreasonably encumber site with materials or equipment.  The Contractor shall keep the premises and surrounding area free from accumulation of waste materials or rubbish caused by the operations under the Contract. 

 

L.6          Contractor’s or subcontractor’s staff associating with any student or teacher on campus shall be prohibited.  Failure to comply with this requirement can subject personnel to being banned from campus.

 

L.7          Visitors, including Contractor’s employees and subcontractors, are prohibited from smoking on Camden County School System property.

 

L.8          Any damage done to any part of permanent or portable classrooms, buildings, equipment, furniture, fixtures or any items owned by the Camden County School System or related individuals by the contractor personnel shall be repaired or replaced at no cost to the Camden County School System.       

 

L.9          All of Contractor’s employees and/or subcontractors are to wear uniforms or some form of company identification when performing work on school premises and must check in at the school cafeteria office when entering/exiting school property.

 

L.10        Daily and at completion of the Work, the contractor shall remove from and about the site all waste, rubbish, Contractor’s tools, equipment, and materials. 

 

L.10.1 All debris that may result from this Contract is to be placed in a container provided by Contractor.  Unless stipulated otherwise, removal of debris from the Contract site and the proper and lawful disposal of same is the responsibility of Contractor.  The placement on site of all sway cars and other large waste containers is at the discretion of the Camden County School System Facilities Director.

 

M.           INSURANCE REQUIREMENTS:

 

M.1         If selected and prior to any work being done, the Proposer/Contractor shall indemnify and hold harmless the Camden County School System, its employees and agents against any and all claims, damages, losses, and expenses, including but not limited to attorney’s fees arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury or destruction of tangible property (other than the work itself) including the loss of use resulting therefrom and  (2) is caused in whole or in part by any negligent act or omission of the Contractor, and Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder.  Such obligation on indemnity which would otherwise exist as to any party or person described in this paragraph.  In any and all claims against the Camden County School System or any of its agents or employees by an employee of the Proposer/Contractor, any Subcontractor, anyone directly or indirectly employed by any of them may be liable, the indemnification obligation under this paragraph shall not be limited in any way by a limitation of the amount or type or damages, compensation or benefits payable under worker’s or workman’s compensation acts, disability benefits acts, or other employee benefits acts.

 

 

N.            ACCESS TO PRICING INFORMATION:

 

N.1         Open Records:

Proposers are cautioned that any documentation submitted with or in support of a proposal will become subject to public inspection under the Georgia Open Records Act.  Labeling such information as “Confidential,” “Proprietary,” or in any other manner may not protect this material from public inspection upon request.  By submitting a proposal in response to this Request For Proposal, the Proposer agrees that it will not request, and will not authorize anyone on its behalf to request any other Proposer's response to this Request For Proposal until such time as the Camden County School System has selected the successful Proposer.  Likewise, Proposer will not utilize any information contained in any other Proposer's response to this Request for Proposal regardless of how that information is obtained, in formulating any response to this Request for Proposal.  Violation of these assurances is grounds for rejection of the Proposer's response. 

 

N.1.1      After an award is made, the chosen vendor and amount will be posted on the Georgia Procurement Registry and the tabulation on the Camden County School System website under Bid Opportunities.  Other information relating to an RFP that is not listed on the school system website is available through an Open Records request.  After receipt of the Open Records request and prior to any record retrieval, the requestor will be provided with a cost estimate of the costs to access the documents and for photocopies, and the day/time such records will be available for viewing. If records are to be copied and mailed, full payment must be received prior to delivery of the records.  Payment options are limited to U.S. currency, company checks or money orders (no personal checks).

 

N.2         The proposal tabulation shall not be construed as “notice of award,” it merely is a record of the proposal prices that were submitted. In most instances, all contracts and open market orders will be awarded to the lowest responsible proposal meeting all specifications, however, the Board reserves the right to reject any or all proposals and to accept other than the low proposal when the interest of the school system can be better served.

 

N.3         Notice of Award will be provided to all that submitted a cost proposal.

 

STANDARD TERMS AND CONDITIONS

Food and Nutrition

 

This contract between the Camden County Board of Education and the Vendor shall be governed in accordance with the laws of the State of Georgia and all applicable Federal regulations.

 

DEBARMENT AND SUSPENSION VERIFICATION

 

Institutions shall solicit offers from, award contracts to, and consent to subcontracts with responsible contractors and/or principals only.  The serious nature of debarment and suspension requires that sanctions be imposed only in the public interest for the Government's protection and not for purposes of punishment.  Institutions shall impose debarment or suspension to protect the Government's interest and only for the causes and in accordance with the procedures set forth in Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart 9.4.

 

By signing this agreement, the Contractor is testifying that they are not debarred, suspended or has any ineligible or voluntary exclusions with the U.S. Department of Agriculture or any other Federal or State Agency.  All responses will be verified. 

 

Contractor certifies that the Contractor and/or any of its subcontractors or principals have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or any agency of the Federal government or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch.1 Subpart 9.4. Contractor will immediately notify the School Food Authority if Contractor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Contractors by a federal entity.

 

Debarment and Suspension (E.O.s 12549 and 12689)—All parties doing business with the Department of Agriculture should consult the Department's regulations for debarment and suspension found at 7 CFR 3017. No contract shall be made to parties listed on the General Services Administration's List of Parties Excluded from Federal Procurement or Nonprocurement Programs in accordance with E.O.s 12549 and 12689, “Debarment and Suspension.” This list contains the names of parties debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O. 12549. Contractors with awards that exceed the small purchase threshold shall provide the required certification regarding its exclusion status and that of its principal employees.

 

CONTRACT TERM CLAUSES

 

The Contract between the SNP and the Contractor shall begin and end on the dates specified in the IFB, unless terminated earlier in accordance with the applicable terms and conditions. Pursuant to O.C.G.A. Section 50-5-64, this Contract shall not be deemed to create a debt of the State for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal. 

 

Contract Renewal. The SNP shall have the option, in its sole discretion, to renew the Contract for additional renewals as defined in the Standard Contract on a year-to year basis by giving the Contractor written notice of the renewal decision at least sixty (60) days prior to the expiration of the initial term or renewal term. Renewal will depend upon the best interests of the SNP, funding, and Contractor's performance. Renewal will be accomplished through the issuance of a written notice or Notice of Award Amendment. Upon the State Entity's election, in its sole discretion, to renew any part of this Contract, Contractor shall remain obligated to perform in strict accordance with this Contract unless otherwise agreed by the SNP and the Contractor.

 

Contract Extension. In the event that this Standard Contract shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified goods and services, the SNP may, with the written consent of Contractor, extend this Contract for such period as may be necessary to afford the SNP a continuous supply of the identified goods and services.

 

REMEDY FOR NON-PERFORMANCE/ TERMINATION OF CLAUSES

                               

  1. Immediate Termination.

    This Contract will terminate immediately and absolutely if the School Food Authority determines that adequate funds are not appropriated or granted or funds are de-appropriated such that the School Food Authority cannot fulfill its obligations under the Contract, which determination is at the School Food Authority's sole discretion and shall be conclusive.  Further, the School Food Authority may terminate the Contract for any one or more of the following reasons effective immediately without advance notice:

     

    (i)         In the event the Contractor is required to be certified or licensed as a condition                 precedent

    to providing goods and services, the revocation or loss of such license or certification may result in immediate termination of the Contract effective as of the date on which the license or certification is no longer in effect;

     (ii)          The School Food Authority determines that the actions, or failure to act, of the Contractor, its agents, employees or subcontractors have caused, or reasonably could cause, life, health or safety to be jeopardized;

     (iii)         The Contractor fails to comply with confidentiality laws or provisions; and/or  

    (iv)          The Contractor furnished any statement, representation or certification in connection with the                                     Contract or the  bidders process which is materially false, deceptive, incorrect or incomplete.

     

  2. Termination for Cause.

    The occurrence of any one or more of the following events shall constitute cause for the School Food Authority to declare the Contractor in default of its obligations under the Contract:

     

    (i)            The Contractor fails to deliver or has delivered nonconforming goods or services or fails to perform, to the SNP, any material requirement of the Contract or is in violation of a material provision of the Contract, including, but without limitation, the express warranties made by the Contractor;

    (ii)           The School Food Authority determines that satisfactory performance of the Contract is substantially                 endangered or that a default is likely to occur;

    (iii)          The Contractor fails to make substantial and timely progress toward performance of the Contract;

    (iv)          The Contractor becomes subject to any bankruptcy or insolvency proceeding under federal or Camden            County Board of Education law or State law to the extent allowed by applicable federal or county or                            state law including bankruptcy laws; the Contractor terminates or suspends its business; or the School                       Food Authority reasonably believes that the Contractor has become insolvent or unable to pay its                 obligations as they accrue consistent with applicable federal or state law;

    (v)           The Contractor has failed to comply with applicable federal, Camden County Board of Education and                State laws, rules, ordinances, regulations and orders when performing within the scope of the                           Contract;

    (vi)          The Contractor has engaged in conduct that has or may expose the School Food Authority or                              the Camden County Board of Education to liability, as determined in the School Food Authority’s sole              discretion; or

    (vii)         The Contractor has infringed any patent, trademark, copyright, trade dress or any other intellectual                  rights of the School Food Authority, the Camden County Board of Education, or a third party.

     

  3. Notice of Default.

    If there is a default event caused by the Contractor, the School Food Authority shall provide written notice to the Contractor requesting that the breach or noncompliance be remedied within the period of time specified in the School Food Authority’s written notice to the Contractor. If the breach or noncompliance is not remedied within the period of time specified in the written notice, the School Food Authority may:

     

    (i)         Immediately terminate the Contract without additional written notice; and/or

    (ii)         Procure substitute goods or services from another source and charge the difference between the Contract and the substitute contract to the defaulting Contractor; and/or,

    (iii)        Enforce the terms and conditions of the Contract and seek any legal or equitable remedies.

     

  4. Termination for Convenience.

    Following thirty (30) days’ written notice, the School Food Authority may terminate the Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Contractor. Following termination upon notice, the Contractor shall be entitled to compensation, upon submission of invoices and proper proof of claim, for goods and services provided under the Contract to the School Food Authority up to and including the date of termination.

     

  5. Termination Due to Change of Law.

    The School Food Authority shall have the right to terminate this Contract without penalty by giving thirty (30) days’ written notice to the Contractor as a result of any of the following:

     

    (i)            The School Food Authority’s authorization to operate is withdrawn or there is a material alteration in                programs administered by the School Food Authority; and/or

    (ii)           The School Food Authority’s duties are substantially modified.

     

  6. Payment Limitation in Event of Termination.

    In the event of termination of the Contract for any reason by the School Food Authority, the School Food Authority shall pay only those amounts, if any, due and owing to the Contractor for goods and services actually rendered up to and including the date of termination of the Contract and for which the School Food Authority is obligated to pay pursuant to the Contract or Purchase Instrument. Payment will be made only upon submission of invoices and proper proof of the Contractor’s claim. This provision in no way limits the remedies available to the School Food Authority under the Contract in the event of termination. The School Food Authority shall not be liable for any costs incurred by the Contractor in its performance of the Contract, including, but not limited to, startup costs, overhead or other costs associated with the performance of the Contract.

     

  7. The Contractor’s Termination Duties.

Upon receipt of notice of termination or upon request of the School Food Authority, the Contractor shall:

 

(i)            Cease work under the Contract and take all necessary or appropriate steps to limit disbursements and             minimize costs, and furnish a report within thirty (30) days of the date of notice of termination,                         describing the status of all work under the Contract, including, without limitation, results                                     accomplished, resulting therefrom, and any other matters the School Food Authority may require;

(ii)           Immediately cease using and return to the School Food Authority, any personal property or materials,             whether tangible or intangible, provided by the School Food Authority to the Contractor;

(iii)          Comply with the School Food Authority’s instructions for the timely transfer of any

active files and work product produced by the Contractor under the Contract;

(iv)          Cooperate in good faith with the School Food Authority, its employees, agents and contractors during             the transition period between the notification of termination and the substitution of any replacement             contractor; and

(v)           Immediately return to the School Food Authority any payments made by the School Food Authority for           goods and services that were not delivered or rendered by the Contractor.

 

 

BUY AMERICAN STATEMENT

 

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

 

HUB STATEMENT (7CFR3016.36(e)

 

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

 

EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT

In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability. To file a complaint of discrimination, write USDA, Director, Office of Adjudication, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call toll free (866) 632-9992. (Voice) Individuals who are hearing impaired or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer

 

ENERGY POLICY AND CONSERVATION ACT STATEMENT

 

Compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Public Law 94-163, 89 Stat.871).

 

CLEAN AIR/ CLEAN WATER STATEMENT

Compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)) Clean Air and Water Certification. Contractor certifies that none of the facilities it uses to produce goods provided under the Contract are on the Environmental Protection Authority (EPA) List of Violating Facilities. Contractor will immediately notify the School Food Authority of the receipt of any communication indicating that any of Contractor’s facilities are under consideration to be listed on the EPA List of Violating Facilities.

 

CIVIL RIGHTS STATEMENT

 

In accordance with Federal Law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age and disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, D.C. 20250-9410 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

 

In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

 

 The program applicant hereby agrees that it will comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.), Title IX of the Education Amendments of 1972 (20 U.S.C. § 1681 et seq.), Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794), the Age Discrimination Act of 1975 (42 U.S.C. § 6101 et seq.); all provisions required by the implementing regulations of the Department of Agriculture; Department of Justice Enforcement Guidelines, 28 CFR Part 50.3 and 42; and FNS directives and guidelines, to the effect that, no person shall, on the grounds of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied benefits of, or otherwise be subject to discrimination under any program or activity for which the program applicant receives Federal financial assistance from FNS; and hereby gives assurance that it will immediately take measures necessary to effectuate this agreement.

 

RECORD RETENTION AND ACCESS CLAUSE

 

The Contractor shall maintain books, records and documents in accordance with generally accepted accounting principles and procedures and which sufficiently and properly document and calculate all charges billed to the Camden County Board of Education, School Nutrition Program throughout the term of the Contract for a period of at least five (5) years following the date of final payment or completion of any required audit, whichever is later.  Records to be maintained include both financial records and service records.

 

The Contractor shall permit the Auditor of the State of Georgia or any authorized representative of the School Food Authority, and where federal funds are involved, the Comptroller General of the United States, or any other authorized representative of the United States government, to access and examine, audit, excerpt and transcribe any directly pertinent books, documents, papers, electronic or optically stored and created records or other records of the Contractor relating to orders, invoices or payments or any other documentation or materials pertaining to the Contract, wherever such records may be located during normal business hours.  The Contractor shall not impose a charge for audit or examination of the Contractor’s books and records.  If an audit discloses incorrect billings or improprieties, the State and/or the Camden County Board of Education reserves the right to charge the Contractor for the cost of the audit and appropriate reimbursement.  Evidence of criminal conduct will be turned over to the proper authorities.

 

BID PROTEST PROCEDURES

Any protests arising from this solicitation and award shall be made in writing and shall be delivered to the Camden County School Superintendent.  Michele Wright, Procurement Officer, will be the acting protest official of the SNP at Camden County Schools, Brunswick, Georgia.  The protest shall be filed no later than ten (10) days from the award notice. 

 

A protest shall include:

 

  1. The name, address, and telephone number of the protestor;
  2. The signature of the protestor or an authorized representative of the protestor;
  3. Identification of the purchasing agency and the solicitation or contract number;
  4. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents;
  5. The form of relief requested.

 

A written response to the protest will be made within 30 days from receipt of the protest and all items indicated above.  The Camden County Board of Education shall in all instances disclose information regarding protests to State Agency.

 

AWARD TO LOWEST RESPONSIVE, RESPONSIBLE CONTRACTOR

 

The Camden County Board of Education reserves the right to award to the lowest responsive, responsible Bidder. This may result in awards to other than the lowest bidder, or to reject any and all bids, if such action would result in the "best value" for the Camden County Board of Education.

            

NON-COLLUSION STATEMENT

 

"I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid, and certify that I am authorized to sign this bid for the Contractor per O.C.G.A.50-5-67. I further certify that the provisions of the official code of Georgia annotated 45-10-20 et seq. have not and will not be violated in any respect."

 

Contractor must comply with USDA Federal Regulations regarding procurement for Child Nutrition Programs - 7 CFR Part 3015 to CFR Parts 3016 and 3019.

 

 

CODE OF CONDUCT

 

Per regulation 7CFR3016.36(3) “bid documents must contain a written code of conduct governing the performance of their employees engaged in the award and administration of contracts.” 

 

CAMDEN COUNTY CODE OF CONDUCT

The Purchasing Department staff or any other employee of the Board of Education shall not use their authority or office for personal gain and shall seek to uphold the standing of the purchasing profession by:

  1. Maintaining an unimpeachable standard of integrity in all their business relationships both inside and outside the organizations in which they are employed;
  2. Fostering the highest standards of professional competence among those for whom they are responsible;
  3. Optimizing the use of resources for which they are responsible, so as to provide the maximum benefit to the Board of Education;
  4. Rejecting and denouncing any business practice that is improper.

In applying these precepts, employees should follow the guidance set out below:

  1. Declaration of Interest - Any personal interest which may either impinge or be deemed by others to impinge on employees' impartiality in any matter relevant to their duties should be declared to their employer.
  2. Confidentiality and Accuracy of Information - The confidentiality of information received in the course of duty must be respected and not used for personal gain. Information given in the course of duty should be true and fair and not designed to mislead.
  3. Competition - The Board of Education maintains some advantage by continuing relationships with suppliers.  However, any arrangement which might, in the long term, prevent the effective operation of fair competition, should be avoided.
  4. Business Gifts - To preserve the image and integrity of both the employee and the Board of Education, business gifts should be never be accepted. 
  5. Promotion or Sale of Materials - With the exception of properly executed sales of surplus property including furniture, equipment, textbooks and vehicles, no employee or agent of the Board of Education shall, for compensation of any kind, promote, offer for sale or sell, directly or indirectly, any books or other teaching or learning materials, equipment, furniture, or other articles purchased by the Camden County School System, to the Board of Education, staff, parent, or student enrolled in the school system.

Purchases from Board of Education members or companies in which the Board of Education member  having a controlling interest are prohibited.

 

COPYRIGHTS AND PATENTS

 

The Contractor shall report to the Contracting Officer, promptly and in reasonable written detail, each notice or claim of patent or copyright infringement based on the performance of this contract of which the Contractor has knowledge.

 

In the event of any claim or suit against the Government on account of any alleged patent or copyright infringement arising out of the performance of this contract or out of the use of any supplies furnished or work or services performed under this contract, the Contractor shall furnish to the Government, when requested by the Contracting Officer, all evidence and information in the Contractor’s possession pertaining to such claim or suit. Such evidence and information shall be furnished at the expense of the Government except where the Contractor has agreed to indemnify the Government.

 

The Contractor shall include the substance of this clause, including this paragraph, in all subcontracts that are expected to exceed the simplified acquisition threshold.

 

Patent Indemnity.

The Contractor shall indemnify the Government and its officers, agents, and employees against liability, including costs, for infringement of any United States patent (except a patent issued upon an application that is now or may hereafter be withheld from issue pursuant to a Secrecy Order under 35 U.S.C. 181) arising out of the manufacture or delivery of supplies, the performance of services, or the construction, alteration, modification, or repair of real property (hereinafter referred to as “construction work”) under this contract, or out of the use or disposal by or for the account of the Government of such supplies or construction work. This indemnity shall not apply unless the Contractor shall have been informed as soon as practicable by the Government of the suit or action alleging such infringement and shall have been given such opportunity as is afforded by applicable laws, rules, or regulations to participate in its defense. Further, this indemnity shall not apply to:

 

(i)            An infringement resulting from compliance with specific written instructions of the Contracting Officer directing a change in the supplies to be delivered or in the materials or equipment to be used, or directing a manner of performance of the contract not normally used by the Contractor;

(ii)           An infringement resulting from addition to or change in supplies or components furnished or construction work performed that was made subsequent to delivery or performance; or

(iii)          A claimed infringement that is unreasonably settled without the consent of the Contractor, unless required by final decree of a court of competent jurisdiction.

 

Originality and Title to Concepts, Materials, and Goods Purchased.

Contractor represents and warrants that any papers, reports, graphs, forms, guides, evaluations, spreadsheets, databases and other material which are produced under or as a result of this Contract are to be deemed a "work made for hire", as such term is defined in the Copyright laws of the United States. As a "work made for hire", all copyright interests in said works will vest in the Department or School Food Authority upon creation of the copyrightable work. If any papers, reports, graphs, forms, guides, evaluations, spreadsheets, databases, or other material which produced under or as a result of this Contract are deemed by law not to be "work made for hire", any copyright interests of the Contractor are hereby assigned completely and solely to the Department or School Food Authority. The Contractor shall ensure that all papers, reports, graphs, forms, guides, evaluations, spreadsheets, databases and other material which are produced under or as a result of this Contract are clearly marked with a copyright notation indicating the Department or School Food Authority as the sole copyright owner. All rights and ownership of materials produced under or as a result of this Contract shall become the property of the Department or School food Authority upon payment of consideration specified herein. All papers, reports, graphs, forms, guides, evaluations, spreadsheets, databases and other material prepared or prepared by the Contractor under the terms of this Contract shall be delivered to, become and remain the property of the Department or School Food Authority upon termination or completion of this Contract.

 

The Department’s requirements and regulations are applicable pertaining to patent rights with respect to

any discovery or invention which arises or is developed in the course of or under such contract and requirements and regulations pertaining to copyrights and rights in data.

 

LOBBYING CERTIFICATE

 

The undersigned certifies, to the best of his or her knowledge and belief, that:

 

  1. No Federal appropriated funds have been paid or will be paid by or on behalf of the under-signed, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

     

  2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for

    influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

     

  3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly.

 

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

 

Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient.

 

Statement for Loan Guarantees and Loan Insurance

 

The undersigned states, to the best of his or her knowledge and belief, that:

 

If any funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this commitment providing for the United States to insure or guarantee a loan, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

 

Submission of this statement is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required statement shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

 

A Lobbying Certification and Disclosure must be completed for all bids $100,000 and over.  Please see and complete Attachment D.

 

CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. 327-333)

Where applicable, all contracts awarded by recipients in excess of $2000 for construction contracts and in excess of $2500 for other contracts that involve the employment of mechanics or laborers shall include a provision for compliance with Sections 102 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333), as supplemented by the Department of Labor regulations (29 VFR part 5).  Under Section102 of the Act, each contractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours.  Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than 1 ½ times the basic rate of pay for all hours worked in excess of 40 hours in the work week.  Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surrounding or under working conditions which are unsanitary, hazardous or dangerous.  These requirements do not apply to purchases of supplies or materials or articles ordinarily available on the open marker, or contracts for transportation or transmission of intelligence.

 

DUTY TO EXAMINE

 

It is the responsibility of each Contractor to examine the entire solicitation, seek clarification in writing, and check its offer for accuracy before submitting the offer. Lack of care in preparing an offer shall not be grounds for withdrawing the offer after the offer due date and time not shall it give rise to any contract claim.

 

EXCEPTIONS TO TERMS AND CONDITIONS

 

A bid that takes exception to a material requirement of any part of this solicitation, including a material term and condition, shall be rejected.

 

 

 

 

 


Post on CCS Website January 23, 2020 to February 6, 2020

 

 

Request for Bid

 

Camden County Schools is accepting proposals for Occupational Therapy (OT) to conduct reviews of programs for students with disabilities part-time. Proposals will be accepted for OT services from individuals or agencies whose standing and reputation are above reproach. A proposal will be selected from an individual or an agency with an office within a 120 mile radius of the Camden County Schools Administrative Office. The per hour/project bid cost must include student observations with written reports, telephone calls/email correspondence, travel between schools, parent/teacher conferences as well as paperwork review. This bid must also include services to Camden County Schools to best accommodate the students' schedule whenever possible.  The bid proposal should not exceed two pages in length. The agency must provide the resumes of the existing staff ready for placement for the designated effective date.

 

Additionally, the board of education accepts the right to reject any bid proposals as deemed appropriate.

 

Please submit sealed bids to the attention of Dr. John Tucker, Superintendent of Schools no later

than 4:30 P.M. on February 6, 2020.

 

 

    

 

Note:

         *All bids should be labeled on the outside of a sealed envelope as "OT Services Bid"

         *Bids will be opened at 8:00 A.M. on February 7, 2020 at the Central Office in room 155.

Camden County Schools and Pope Construction Company, Inc. will receive bids for Matilda Harris Elementary School Renovations on Thursday, February 20, 2020 at 2pm.  Plans, specifications and addenda will be available at no cost at www.popeconstructionco.com; subcontractor registration is required prior to accessing plans.  Plans, Specifications and Addenda will also be available in the iSqFt plan room.  It is the proposer’s responsibility to check for and acknowledge all addenda prior to submission of bids. Questions shall be directed to Bill Vickery, Project Manager & Estimator via fax or email only, 912-764-9408, bvickery@popeconstructionco.com A prebid meeting will be held on Tuesday February 11, 2020 at 10am at the project site.