10-2026-028 Cass High School Rooftop Unit Replacements

BARTOW COUNTY SCHOOL SYSTEM
Purchasing Department
65 Gilreath Road N.W.
P.O. Box 200007
Cartersville, Georgia 30120-9001
770-606-5800
Extension 2024
Invitation for Proposal
Invitation Number: IFP 10-2026-028
DESCRIPTION: Cass High School Rooftop Unit Replacements
Proposal Submittal Deadline: May 29, 2026, 10:00 a.m.

Bartow County School System
IFP 10-2026-028 Cass High School Rooftop Unit Replacements
Section Name Page Number
Advertisement for Proposals ............................................................................................... 3
Instructions to Contractors ............................................................................................... 4-5
Scope of Project and Requirements ................................................................................ 5-26
Introduction ................................................................................................................... 5
Contract Scope ............................................................................................................... 6
Proposal Submission Requirements ............................................................................ 6-9
Criteria for Selection ...................................................................................................... 9
Criteria Rating Sheet .................................................................................................... 10
Administration .............................................................................................................. 11
Miscellaneous Specifications .................................................................................. 12-13
Terms and Conditions .................................................................................................. 13
Checklist ....................................................................................................................... 14
Forward and Authorization Sheet ................................................................................ 15
General Instructions and Requirements ................................................................. 16-18
Contractor Declaration ................................................................................................. 19
Certificate of Non-Discrimination ................................................................................ 20
Non-Collusion Affidavit ................................................................................................ 21
Prompt Pay Affidavit .................................................................................................... 22
Contract Agreement ..................................................................................................... 23
Vendor Application ................................................................................................. 24-25
Contractor Affidavit for E-Verify................................................................................... 26
IFP Bid Form ................................................................................................................. 27
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ADVERTISEMENT FOR PROPOSALS
The Bartow County School System is requesting proposals to provide the system with
supervision, materials, and labor to perform Cass High School Rooftop unit
replacements. Sealed proposals for this work will be received by the Bartow County
School System at the Central Office located at 65 Gilreath Road, NW, Cartersville,
Georgia until 10:00 a.m. May 29, 2026.
The Bartow County School System reserves the right to waive technicalities, to accept
or reject any and all proposals and to waive any irregularity in proposals received, to
award the entire proposal to one vendor or to multiple vendors or to make awards
by group or location, whichever is in the best interest of the Bartow County School
System; hereafter referred to as "Owner", except where noted for clarity.
The Bartow County School System is an equal opportunity employer.
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INSTRUCTIONS TO CONTRACTORS
To be considered, proposals must be made in accordance with the following instructions.
1. EXAMINATION: Contractors shall carefully examine the documents and the
compensation/employee structure to obtain first-hand knowledge of existing
conditions. Successful contractor will not be given extra payments for conditions, which
can be determined by examining the site and documents.
2. PREPARATION OF PROPOSALS: Proposals shall be on an unaltered proposal form
furnished by the Owner. Fill in all blank spaces and submit one (1) original and three
(3)copies. Proposals shall be signed with name typed below signature. Where the contractor
is a corporation, proposals must be signed with the legal name of the corporation followed
by the name, the state of incorporation and the legal signature of an officer authorized to
bind the corporation to the contract.
3. SUBCONTRACTORS: Contractors must list all sub-contractors. Contractor will have full
responsibility for his sub-contractors.
4. SUBMITTAL: Submit proposal and proposal security in an opaque, sealed envelope.
Identify the envelope with project name, invitation number and name of
contractor.
5. MODIFICATION AND WITHDRAWAL: Contractor may not modify proposals after
submittal. Contractor may withdraw proposals at any time before proposal openings but
may not resubmit them. No proposal may be withdrawn or modified after the opening
except where the award of the contract has been delayed for 30 days.
6. DISQUALIFICATION: The Owner reserves the right to disqualify proposals, before or after
opening, upon evidence of collusion with intent to defraud or other illegal practices
upon the part of the contractor. Owner reserves the right to disqualify proposals
submitted without proposal security or subcontractors listed on proposal form.
7. AWARD: The proposals shall be evaluated by an award committee. Subsequent to the
opening of the sealed proposals, discussions may be conducted by the Owner with
responsible contractors who submit proposals determined to be reasonably susceptible
of being selected for award for the purpose of clarification to assure full understanding
of and responsiveness to the solicitation requirements.
Contractors shall be accorded fair and equal treatment with respect to any opportunity
for discussion and revision of proposals; and such revisions may be permitted after
submissions and prior to award for the purpose of obtaining best and final offers. Owner
reserves the right to reject the proposal of a vendor who has previously failed to
perform properly or complete on time, contracts of a similar nature, or the proposal of a
contractor who, in the sole opinion and discretion of the Owner is not in a position to
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perform the contract, or whose name appears on the United States Comptroller
General's List of ineligible contractors.
The Owner reserves the right to award item based on requested and received
information, vendor history and experience, references submitted, reliability, price,
purchase discounts, availability of product, and overall value to the school district.
8. COMMENCEMENT: The successful contractor will be issued a "Notice to Proceed Work"
within fifteen (15) days after the Bartow County Board of Education approves the
proposal.
SCOPE OF PROJECT AND REQUIREMENTS
The Bartow County School System invites proposals from qualified vendors for the Cass High
School Rooftop unit replacements on the building located at 1000 Colonel Way NE, White GA
30184. The successful bidder will be engaged to remove and dispose of the existing units
identified for replacement and install the appropriate, owner provided units. The new units are
to be reconnected to the building automation system and to have operation verified by the
BAS provider prior to project completion. *** In the interest of shortening the project
schedule; the owner has purchased direct replacement units from the same manufacturer.
Unit delivery dates will be shared with the successful bidder.***
See Appendix B for locations of units to be replaced.
I. INTRODUCTION
The contents of each quote shall be subdivided as follows:
A. Lump Sum price to remove and replace all units in the listing in Appendix A.
B. Unitary pricing sheet for each unit in the listing included as Appendix A.
C. Price to replace any curbs deemed unusable for the new equipment.
II. CONTRACT SCOPE
The awarded vendor shall provide supervision, supplies, services, new equipment, and
materials in accordance with the terms and conditions as specified in this IFP.
A. Contract
The vendor providing the best, responsible proposal shall be awarded a contract for
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services as specified in this IFP.
In the event that product(s) or service to be furnished by the vendor under the terms of
this contract, do not conform to the specifications contained herein or to the sample
submitted, the Owner reserves the right to reject the product(s) and/or service. If
conditions persist, the contract may be terminated for default. If the contract is
terminated for default, the Owner may procure such property or services from other
sources and shall have the absolute right to deduct from any monies due the vendor or
that may thereafter become due to the contract, the difference between the contract
price and the actual cost of the property or service to be replaced or substituted.
Failure by the vendor to perform on delivery of goods, services or repairs as specified
may also result in the removal of the vendor from doing business with Owner for a
period of up to two years.
Owner reserves the right to review vendor performance at any time as it relates to
reliability, service, delivery, and invoice discrepancies and possibly award to another
vendor if deemed in the best interest of the School District.
III. PROPOSAL SUBMISSION REQUIREMENTS
Each participating firm shall provide as part of their proposal the following information as
stated below. Any firm that fails to provide ALL portions of the required proposal shall be
considered non-responsive and will not be considered for this project. Four copies of the
proposal shall be submitted for review and evaluation by a committee.
Section 1: Introduction Letter
The introduction letter shall highlight the vendor's expertise and history,
as well as the principal leadership and support staff. Provide all contact
information to include full address, phone, and fax numbers, and contact
person. An authorized agent of the firm must sign the letter.
Section 2: Experience/Qualifications
* Describe in detail the firm's ability and experience.
* Provide a copy of current business license.
* Provide copy of industry certifications,
* Provide information on a minimum of three similar past
projects.
Section 3: References
Provide at least five (5) client references for which the firm has provided
similar services. Include reference name, address, phone, email address
and contact person for verification.
Section 4: Project Plan Approach
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Provide a written narrative, which details the approach, methodology,
phases, and/or activities that will be taken to achieve the full intent of
this contract. Include as part of this narrative a timeline for completion
of all work related to this project.
Section 5: Additional Information
Provide a listing of any services required to complete this scope of work
which were not included in this IFP.
Section 6: Certificate of Insurance
Provide current certificate reflecting insurance and worker's.
compensation coverage.
Section 7: Presentation and Product Demonstration
As part of the proposal, each vendor should bring one sample of the
following item: N o s a mp l es w ill b e r e qu ir ed for t h is
p r op os a l .
Section 8: Price
Provide a turnkey price for the entire scope of the work. As well as
unitary pricing for any aspect of the work that can be priced by unit.
1. It is imperative that all information requested from the vendor in this specification
be completed and submitted as part of the proposal. Proposals that fail to meet all
requirements shall be deemed non-compliant and will not be considered. One (1)
original and three (3) copies of the proposal must be submitted to the Bartow County
School System, no later than 10:00 AM on May 29, 2026. Attn: Albert Zielke, 65
Gilreath Rd. Cartersville, Ga. 30120.
2. IFPs received after the date and time specified will not be considered. If an IFP is not
submitted, it should be returned and marked "No Quote."
3. All proposals shall be printed in ink or typewritten. No erasures permitted. Errors may
be crossed out and corrections printed in ink or typewritten adjacent to the error. The
person signing the IFP shall initialize corrections in ink.
4. By submitting a proposal, the vendor warrants that any goods supplied to Owner meet
or exceed specifications set forth in this solicitation. Any deviation from the
specifications must be clearly identified in a letter accompanying the proposal. The
furnishing of cuts, catalogs or printed description will not relieve the vendor of this
requirement.
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5. The Owner is exempt from all state sales tax and Federal Excise Tax. These taxes shall
not be included in the quote.
6. The cost proposal shall state the unit price for each category of the bid as well as
the extended price of the project. The Owner does not assume responsibility of
mathematical errors.
7. When requested, samples of individual or all items on IFP must be provided at no
additional charge to the Owner. Samples requested shall be returned after evaluation
of proposals is complete.
8. Participants may be required by the Owner before contract award to document that
they are "responsible" vendors to the complete satisfaction of the Owner. They may
be required to show that they have the necessary facility, technical abilities, personnel
available and financial resources to execute the work in a satisfactory manner, and
within the time specified; that they have had experience in work of a similar nature;
and that they have past history and references which will verify their qualifications for
executing the work.
9. The length of time prices are in effect and the vendor order minimum quantity will be
given serious consideration in making awards.
10.Purchase volume discounts are welcome over and above the quoted contract price. If
any additional discounts are available, please submit separately.
11.Payment shall be made after final delivery of product and each order is received in
its entirety and acceptance of items by an authorized representative employed by
the Owner.
12.Awarded vendor must have and show if requested proof of bonding. Employer's
Liability Insurance, Comprehensive General Liability Insurance, Automobile Liability
Insurance and Worker's Compensation coverage.
13.The vendor shall hold harmless the Owner from any and all claims, suits, actions,
damages, liability, and expenses in connection with loss of life, bodily or personal
injury or property damage, including loss of use thereof, directly, or indirectly caused
by, resulting from, arising out of, or occurring in connection with the performance of
this contract.
14.Where applicable, the vendor shall, at his own expense, obtain all necessary permits,
give all notices, pay all license fees and taxes, comply with all applicable local, State,
and Federal Laws, ordinances, rules, and regulations. The vendor shall maintain the
licenses required in a current status after award and throughout the course of the
contract.
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15.It is the Vendor's responsibility to notify the Owner of any changes of model #'s, item
specifications, case pack, prior to shipment. Failure to notify in advance may cause the
shipment to be rejected at the shipper expense. The OWNER has the right to review
and possibly award to another vendor if deemed in best interest of the School District.
16.It is the Vendor's responsibility to notify and update Owner of any address, email, and
contact person changes. Owner will not be held responsible for missed
correspondence due to changes.
17.Any Exceptions to the General Terms MUST be attached and submitted on the next
sheet along with the other forms.
IV. CRITERIA FOR SELECTION
The following selection criteria will be used as the basis for the evaluation of proposals.
A. Price
B. Organizational Qualifications
C. Service Record
D. Relevance of past projects
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E. Selection Criteria Rating Sheet
The award criteria that will be used for this IFP is broken out as follows using the rating
system below:
Max IFP Multiplier Weighted
Weight Rating Score Score
1. Price 30% 5 6
2. Organizational Qualifications 20% 5 4
3. Service Record 30% 5 6
4. Relevance of past projects
20% 5 4
Total Score: 100% 20
Total Score Rating Scale: 1-20
The criterion used to score price will be as follows. Price Proposals shall be scored by dividing the total price
proposed by the lowest firm by the total price proposed by the firm and multiplying the result by 100. For
example, if Firm A proposed $105 and Firm B proposed $125, Firm A would be awarded 5 points (105 / 105)
x 5 = 5). Firm B would be awarded 4.2 points (105 / 125) x 5 = 4.2).
1 Does Not Meet Expectations
2 Partially Meets Expectations
3 Meets Expectations
4 Exceeds Expectations
5 Greatly Exceeds Expectations
This criterion will be used by the award committee to determine the best company overall for this contract.
The total cost of this proposal accounts for 30% of entire award. The remaining 70% is comprised from
information provided by the participating company and reference sources. Once a score of 1-5 has been
assigned to each category, that score will be multiplied by the assigned multiplier to provide a weighted
score for the proposal.
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