Recital Hall Lighting System Upgrade - Fine Arts Center

Agency: Greenville County School District
State: Michigan
Type of Government: State & Local
Posted Date: May 14, 2021
Due Date: Jun 4, 2021
Solicitation No: 521-53
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Solicitation # Description Addendum Closing Date Closing Time
521-53.pdf Recital Hall Lighting System Upgrade - Fine Arts Center 6/4/2021 11:00 A.M. EDT

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Procurement Department
2 Space Drive • Taylors, SC 29687-6072 • (864) 355-1279 •
The School District of Greenville County
May 14, 2021
Recital Hall Lighting System Upgrade
Fine Arts Center
Invitation for Bid (IFB) No. 521-53-6-4
The School District of Greenville County (SDGC) invites responsible firms to submit SEALED BIDS to
provide and deliver the specified lighting system equipment / parts in accordance with the terms and conditions
of the solicitation. The Equipment Specifications are included in this solicitation, and were provided by the
SDGC Fine Arts Center. The equipment will be delivered to Fine Arts Center, 102 Pine Knoll Drive,
Greenville, South Carolina 29609.
Important Announcement
*** Due to the current COVID-19 pandemic, any visitors wishing to stay for any bid opening
shall be required to pass a COVID-19 screening procedure prior to attending.
***Please check The School District of Greenville County’s website for the latest updates
concerning any of the aforementioned details.
Due to the current COVID-19 pandemic, it has become necessary to modify the District methods used
to receive bids and proposals. Accordingly, bids and proposals may be submitted via email to the
Procurement Officer(s) noted in the solicitation.
All bids and proposals shall be received by the Procurement Officer(s) prior to the due time and date
listed in the solicitation. NOTE: The date and time the Procurement Officer receives the emailed
document will be official time of receipt, not the date and time that the bid or proposal was sent.
Certified checks and similar documents shall be physically mailed, not emailed, to the Procurement
Officer prior to the consideration of any bid or proposal. Copies of such documents shall not be
acceptable. Bidders and proposers still have the option to mail or hand deliver the solicitation
response.
Bid responses may be submitted electronically via email, but must be in PDF or Microsoft Office
product format such as Excel or Word. Responses submitted electronically in zipped or compressed
archived format will not be accepted.
Large files denied by the District email system’s file size limitations must be hand delivered to the
Procurement office prior to the published due date and time.
Definition of Terms
The terms, “vendor”, “contractor”, “prime contractor”, “firm”, “offeror”, “proposer”, “responder”, “supplier” or
“bidder” may be used interchangeably and refers to the entity offering a proposal. These terms are defined as
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including a legal business association of one (1) or more persons existing at the time of the bid submission. The
terms “bid”, “proposal”, “invitation” or “solicitation” may be used interchangeably. The term "Agreement"
means any transaction or contractual arrangement contemplated or created as a result of, arising out of, or
related to the solicitation and subsequent award. The terms, “The School District of Greenville County”,
“Greenville County Schools”, “Customer”, “Owner”, “District”, “SDGC”, “GCSD”, “GCS”, “Board of
Trustees” and “Board” may be used interchangeably and refers to the entity issuing the solicitation, receiving
and reviewing the bid/proposal and issuing an award. The term “Day” or “Days” refers to calendar days, unless
noted otherwise. “FANS” is the District’s Food and Nutrition Services department.
Solicitation Schedule Recap
Inquiry Deadline:
May 24, 2021, at 11:00 A.M. EDT
Public Opening and Bid Due Date/Time: June 4, 2021, at 11:00 A.M. EDT
District Schedule
For information on the District calendar, interested parties may refer to the District website
<www.greenville.k12.sc.us>.
Inquiries
All inquiries/comments shall be submitted in writing to both Mrs. Tonya A. Stroud, Procurement Officer,
tstroud@greenville.k12.sc.us, and Ms. Patricia J. Phillips, Senior Buyer, pphillip@greenville.k12.sc.us, no later
than May 24, 2021, at 11:00 A.M. EDT. Inquiries/comments may be emailed or mailed to 2 Space Drive,
Taylors, South Carolina 29687. Verbal inquiries and comments will not be addressed at any time. Other than
to arrange a jobsite visit, bidders shall not contact any other District employees or representatives in any way
other than the method described herein.
After the Inquiry Deadline, prospective bidders will be notified by an addendum of any changes, additional
information or clarifications to the solicitation, approved products lists, project design and/or specifications, or
other information. Questions and comments received after the Inquiry Deadline will not be addressed.
Due care and diligence has been used in the preparation of the solicitation and specifications. The information
contained herein is believed to be substantially correct. However, the responsibility for determining the full
extent of the exposure and the verification of all information presented herein shall rest solely upon the bidding
entity. The District and its representatives will not be responsible for any errors or omissions in the
specifications or the bidder’s response nor for the failure on the part of the bidder to determine the full extent of
the solicitation requirements and exposures.
Alternate Products
The District has provided a descriptive standard for the product(s) required. Concerning the submission of
requests for approval of alternate product(s) or brands, the same Inquiry Deadline applies. Each request for
approval of alternate product(s) shall include sufficient documentation for the District to evaluate the request.
The District is not required to ask for additional technical data; therefore, anyone submitting such a request is
advised to provide full technical information for the District’s consideration.
Bidders may submit alternate product for consideration prior to the Inquiry Deadline; however, the District is
not required to accept any alternate product or provide an explanation as to why an alternate product was not
accepted. The District reserves the right to determine if minor deviations from the listed specifications are
acceptable. The District reserves the exclusive right to determine what constitutes a deviation. A deviation is
defined as change from the stated solicitation requirements that shall have little or no material effect upon the
required equipment and/or service.
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Requests for approval of alternate equipment, product, material or service shall be submitted to the
undersigned Procurement Officer prior to the Inquiry Deadline. Sufficient documentation and proof of
apparent equivalency shall be provided to the Procurement Officer in order for the District to make a
determination of acceptability.
The District reserves the exclusive right to determine the relative quality and acceptability of any proposed
equipment, product, material or service when compared to the solicitation specifications. The District reserves
the right to determine the acceptability of any proposed alternative service/product not requested in the
invitation.
Bidders shall furnish any other information the bidder deems important for District review. The District is not
required to accept any submitted, non-pertinent documentation. When applicable, the bidder shall provide other
information for any product/service that is bid. Pertinent information shall be provided with the bid so that the
District may evaluate the bid properly.
Important Note: During the solicitation and evaluation process, inquiries or contacts made to District
employees outside of the District Procurement Department (other than arranging a jobsite visit) may cause the
associated firm’s bid to be deemed nonresponsive.
Solicitation Conditions
The official time due time for a solicitation response is maintained according to the Time/Date Stamp located in
the SDGC Procurement Department. All solicitation responses shall be received in The School District of
Greenville County Procurement Department, 2 Space Drive, Taylors, South Carolina 29687, no later than the
time specified in this solicitation. Solicitation responses shall be in the physical possession of a Procurement
Department employee prior to the due time or the solicitation response shall be determined to be late once the
due time has occurred.
NOTE: Bidders are responsible for physically handing the bid to a Procurement Department employee prior to
the bid due time/date if the bidder hand delivers the bid. Do not hold the bid until the recording meeting begins.
Do not deliver the bid to any other location.
Responses that are in another SDGC location, room, department or other area at the solicitation due time other
than the Procurement Department shall not be accepted. If there is doubt as to the location of the Procurement
Department, individuals may contact the District for directions. The District is not responsible for the bidder’s
or its representative’s interpretation of any directions provided. The District is not responsible for traffic,
parking availability, road closures, delivery services or weather conditions.
NOTE: Bids received or date stamped after the due time shall not be accepted. Faxed bids shall not be
accepted.
The School District of Greenville County assumes no responsibility for the delivery of any solicitation,
addendum, solicitation response or any other correspondence by the U.S. Postal Service, a delivery service,
electronic transmission, facsimile or any other method. Faxed bids shall not be accepted.
NOTE: BIDS RECEIVED OR DATE STAMPED AFTER THE BID OPENING TIME SHALL NOT BE
ACCEPTED OR CONSIDERED.
Attendance at the public recording is not required in order to have a bid evaluated.
Bid prices must remain in effect for sixty (60) calendar days from the bid due date for evaluation purposes. Bid
prices submitted shall be inclusive of all costs that the bidder expects the District to pay. This is a turnkey
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project. The bidder’s prices bid shall include all materials, labor, equipment, tools, taxes, consumables and
other costs required to complete the project.
Respondents must clearly mark the words “Confidential” or “Protected” next to each section of the bid that
the bidder considers to be proprietary or believes to contain confidential information. In no manner or situation
will pricing be considered confidential. The District shall have the sole, exclusive right to determine whether
such confidential notations are valid and subject to public release. Entire documents should not be marked as
“confidential” or “protected”.
By submitting a solicitation response, the bidder acknowledges that it has had the opportunity to inquire about
the District’s Procurement Code, this solicitation and other pertinent policy.
The School District of Greenville County reserves the right to reject any or all bids or portions of bids and to
waive any informalities or technicalities so as to purchase in the best interest of the District.
Responsibility of the bidder shall be ascertained for each contract awarded by the District based upon full
disclosure to the District concerning capacity to meet the terms of the contracts and based upon a past record of
performance for similar contracts. The failure of a bidder to supply information promptly to the District in
connection with an inquiry with respect to responsibility may be grounds for a determination of non-
responsibility with respect to such bidder. Failure to provide requested information may result in rejection of a
solicitation response and/or suspension and/or debarment of the bidder.
Please mark the SEALED envelope containing the bid as follows:
Sealed Bid Enclosed
Recital Hall Lighting System Upgrade Fine Arts Center
Invitation for Bid No. 521-53-6-4
Mail or hand-deliver the bid to:
The School District of Greenville County
2 Space Drive
Taylors, South Carolina 29687
Attn: Procurement Department
Emailed bids are acceptable when in accordance with the IFB instructions detailed on pages one and
two (1 & 2) of this document.
Bid Evaluation Information
Bids will be reviewed for the purpose of determining responsiveness and bidder responsibility. Any bid that
does not meet the salient requirements of the solicitation will be deemed non-responsive. The submission of a
bid does not necessarily qualify the bidder as responsible, nor does the submission of a bid qualify the bid as
responsive.
Award
This is a Sealed Bid solicitation.
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An award may be made as one lot to the lowest pricing, responsible offeror whose responsive bid is determined
to be the most advantageous to the District, taking into consideration the Total Price amount inclusive of all
requirements and adherence to the terms of this solicitation.
This project is on a critical timeline, and a contractor’s ability to provide the product within the specified period
of time will be examined and included in the evaluation.
The award statement will be posted in the Procurement Department, 2 Space Drive, Taylors, South Carolina.
The public may review this statement during regular office hours. Interested parties may call the Procurement
Department at (864) 355-1279 to determine if an award has been posted. It is the responsibility of the Bidder to
physically confirm such posting. Bidders may have the right to protest this solicitation or its subsequent award
in accordance with Article XIV of the District’s Procurement Code. Should a protest period end on a day that
the District is not open, the protestor may file by 5:00 P.M. EDT/EST the following full day that the District is
open for business.
Bid Form
Enclosed is the official Bid Form to be used in submitting a bid. Only this Bid Form is to be used; no other Bid
Form is acceptable. Indicate the bidding firm’s name on each page of the Bid Form and have each page signed
and dated by a person authorized to do so. Do not change the Bid Form or insert a different unit of measure or
unit of pricing. Bidders must complete the Bid Form and must submit a bid price for all items listed. Failure to
complete the form may cause the bidder to be determined non-responsive. The Bid Form must be completed by
the bidder in order to be considered for an award.
NOTE: Bidders that alter the Bid Form are qualifying the bid response and are subject to disqualification. A
cover letter on the bidder’s corporate stationery should include any information the bidder determines to be
important to the evaluation of the bid.
After bids are recorded and the Intent to Award is issued, no additional costs will be considered. Hidden or
undisclosed costs will not be accepted.
Do not include South Carolina Sales Tax in the bid pricing. The District will add South Carolina Sales Tax to
Purchase Orders as applicable.
IMPORTANT - Agreement
The District shall not accept, enter into or sign any proposed agreement(s), document(s), offer(s), contract(s),
leases(s) and/or provision(s) that materially conflicts with the District’s General Terms and Conditions, the
requirements of this solicitation or which are determined not to be in the best interest of the District.
This solicitation and the District’s General Terms and Conditions shall govern and take precedence as the
contract between the District and the awarded proposer. The terms of the agreement between the District and
the successful proposer shall comply with the requirements contained in this solicitation and the District’s
General Terms and Conditions which are incorporated herein.
NOTE: Should the proposer require the District to sign any contract(s), any document(s) and/or any
agreement(s), the proposer shall inquire in writing if the District would consider its proposed contract(s),
document(s) and/or agreement(s) and shall provide such contract(s), document(s) and/or agreement(s) or
other pertinent documents to the District’s undersigned Procurement Officer prior to the Inquiry
Deadline which is noted in the solicitation. Submittal of any document(s) does not mean acceptance of the
document(s) and the information contained therein, by the District or that a proposer is considered by
the District to be responsible and/or the subsequent proposal responsive.
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