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TO: Dealers in Custodial Supplies and Support Services FROM

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TO: Dealers in Custodial Supplies and Support Services FROM 864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215 (706) 826-1000 Fax: (706) 826-4612 Helen Minchew Angela D. Pringle Ed. D. C. GENE SPIRES, CPA President Superintendent of Schools Controller TO: Dealers In Custodial Supplies and Support Services FROM: Richmond County School System DATE: April 1, 2016 SUBJECT: Custodial Supplies and Support Service RFP#411 The Richmond County School System has published a bid, Custodial Supplies and Support Service RFP#411, at www.esmsolutions.com. If your company is interested in obtaining specifications for this bid and you have not received an electronic notice to bid from the Richmond County School System, please contact Ms. Cecilia Perkins in the Business Office at (706) 826-1298, email us at [email protected], or visit us at 864 Broad Street, Augusta, Georgia. 864 Broad Street, 4th Floor Augusta, Georgia 30901-1215 BID COVER SHEET CUSTODIAL SUPPLIES AND SUPPORT SERVICE RFP #411 Date: ______________________________________________________________ Vendor Name: ______________________________________________________________ Address: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ Bid Total $ _____________________________ _____________________________ _____________________________ Bid Bond Attached: (if applicable) Sample Sent: Yes ___________ Yes ___________ No ___________ No ___________ Addendum(s) Acknowledged: (if applicable) Yes ____________ #_____ No ____________ THIS PAGE TO BE INCLUDED WITH SUBMISSION RICHMOND COUNTY SCHOOL SYSTEM PURCHASING & INVENTORY CONTROL MARCH 31, 2016 CUSTODIAL SUPPLIES AND SUPPORT SERVICE PAGE 2 OF 22 RFP #411 TO: DEALERS IN CUSTODIAL SUPPLIES AND SUPPORT SERVICE FROM: RICHMOND COUNTY SCHOOL SYSTEM DATE: MARCH 31, 2016 SUBJECT: CUSTODIAL SUPPLIES AND SUPPORT SERVICE RFP #411 You are invited to submit a sealed proposal to contract with the County Board of Education of Richmond County, Georgia, (herein after referred to as “Richmond County School System” or RCSS or “Owner”) to provide custodial supplies and support services as described in the following RFP. Support Services does not include cleaning services. For the purposes of this RFP, support services will include customer and product support services ensuring products supplied are used appropriately and effectively, building inspections, monthly equipment inspections, staff training, new employee orientation, develop and implement a custodial training schedule, update and document all compliance training, professional custodial training and certification program, daily task list per site and inventory control. Supplies are to be delivered on an “as needed” basis F.O.B. to the Richmond County School System’s individual schools and/or departments to the attention of the Principal or Department Head. All freight and delivery charges must be included in the unit cost. The Richmond County School System will not accept any over or under shipments. A complete list of the approved custodial supplies may be found under “Attachments” in the upper right hand corner of eschoolmall’s easyBid solution. Specifications for each item are listed under Notes and Attachments after the item description. By reference such “Attachments” are made a part of this document, the same as if they were set forth herein verbatim. This RFP will be awarded on an “all or none” basis. Award will be made based on the lowest total cost to the Richmond County School System as follows: • 40% Product Pricing • 25% Prior experience with school systems of this size • 25% Positive references, implementing cleaning program • 10% The abilities to satisfy contract approach and innovation to cleaning A list of all delivery locations is included. This list may also be found attached to the Custodial Supplies and Support Services RFP #411 on eschoolmall’s easyBid Solution. The address for the Richmond County School System Maintenance and Facilities is: Richmond County School System Maintenance and Facilities 1781 Fifteenth Street Augusta, GA 30901 (706) 737-7189 RICHMOND COUNTY SCHOOL SYSTEM PURCHASING & INVENTORY CONTROL MARCH 31, 2016 CUSTODIAL SUPPLIES AND SUPPORT SERVICE PAGE 3 OF 22 RFP #411 The service contract shall begin July 1, 2016 and end on June 30, 2017, with an option to renew for one (1) year at the same costs, terms and conditions as the original contract contingent upon the mutual agreement of the vendor and Richmond County School System. The company awarded must designate one employee within their business to receive orders and coordinate deliveries with the Richmond County School System on a daily basis. In addition, the company awarded the bid is expected to have delivery completed in a timely manner once an order is placed. Also note further requirements under the following general conditions: STANDARD TERMS AND CONDITIONS (1) TIME AND PLACE: Proposals will be received by the Richmond County School System until 3:00 p.m. EST, on Wednesday May 11, 2016 at 864 Broad Street, Augusta, Georgia 30901. Late bids will not be considered. (2) LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s responsibility to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor. (3) DELIVERY AND FREIGHT REQUIREMENTS: Unit cost will include all freight, fuel surcharges, delivery charges and any additional charges. Please be advised that the selected vendor will be required to deliver to the individual schools and departments on an “as needed” basis. (4) SEALED BID REQUIREMENT: Note that bid responses and all required documentation must be received no later than the posted bid closing time. Documentation may be attached as an electronic file to your bid response by utilizing the attachment capability within the Vendor Response screen on eschoolmall’s easyBid Solutions. Bid responses and required documentation may also be hand delivered or mailed to Dr. Angela D. Pringle, Superintendent, Richmond County School System, c/o Mr. C. Gene Spires, Controller, 864 Broad Street, Augusta, Georgia 30901. If hand delivered or mailed, documents must be in a sealed envelope plainly marked “CUSTODIAL SUPPLIES AND SUPPORT SERVICE RFP #411”. In addition, the envelope must bear the name and complete address of the submitting vendor. (5) MANUFACTURES’S PRODUCT NAME: Any manufacturer’s product names listed in these specifications are listed as approved and are considered comparable. (6) STIPULATION FOR PRICING: a. Indicate if pricing can remain firm for a period of one (1) year: JULY 1, 2016 – JUNE 30, 2017 RICHMOND COUNTY SCHOOL SYSTEM PURCHASING & INVENTORY CONTROL MARCH 31, 2016 CUSTODIAL SUPPLIES AND SUPPORT SERVICE PAGE 4 OF 22 RFP #411 b. Indicate if minimum reorder quantities are required in order to hold prices for one (1) year. (7) CERTIFICATION: Upon notification of acceptance of the bid, and at the request of the Director of Purchasing and Inventory Control or the Director for the Department of Maintenance and Facilities for the Richmond County School System, the bidder shall provide certification that substitutions have not been made. In all instances the items delivered to each school and department will be the same items upon which the bid was awarded. (8) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all proposals for use by the Richmond County School System. The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous proposals or proposals which are uncertain as to terms or compliance with specifications. (9) RIGHT TO RE-BID: The Richmond County School System reserves the right to reject any and all bids. The right is reserved to reject any and all quotations, to omit any items called for or to accept the bid deemed best for the Richmond County School System. (10) NON-WITHDRAWAL PERIOD: Proposals/quotes may not be withdrawn for a period of thirty (30) days from the date of the bid opening. (11) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year: 202-2-506 (b) (1) “Pursuant to O.C.G.A. § 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year. In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract. This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System RICHMOND COUNTY SCHOOL SYSTEM PURCHASING & INVENTORY CONTROL MARCH 31, 2016 CUSTODIAL SUPPLIES AND SUPPORT SERVICE PAGE 5 OF 22 RFP #411 for those sums payable at the end of any renewed calendar year. The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.” (12) JURISDICTION AND VENUE: This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County.
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