RFP 003-20 Theatre Sound Equip Replacement Srvcs

Agency: Clayton County Public Schools
State: Georgia
Type of Government: State & Local
Posted Date: Sep 5, 2019
Due Date: Sep 13, 2019
Solicitation No: RFP 003-20
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RFP 003-20 Theatre Sound Equipment Replacement Services
Posted on 08/13/2019
RFP 003-20 Theatre Sound Equipment Services

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SCHEDULE OF EVENTS
EVENT
RFP Release
Pre-Proposal Conference and Site Visit
Deadline for Submission of Questions
Answers Posted to Website by
Addendum
RFP Submission Deadline
Purchasing Representative
DATE OR DEADLINE
Eastern Standard Time (EST)
August 13, 2019
August 23, 2019
Pre-Proposal: 10:00 a.m.
Site Visit: 10:30 a.m.
CCPS Performing Arts Center
2530 Mt. Zion Pkwy
Jonesboro, GA 30236
August 30, 2019 @ 3:00 p.m.
Submit questions to:
purchasing@clayton.k12.ga.us
September 6, 2019 @ 3:00 p.m.
September 13, 2019 @ 3:00 p.m.
Jenel McMillian
PROPOSAL SUBMISSION FORM
This form must be completed in its entirety and signed by the authorized representative
or official submitting the proposal. This form must be returned with each proposal.
Failure to do so will render a proposal non-responsive.
Company Name:
Mailing Address:
(Street, City, State, Zip Code)
Email Address:
Phone Number:
Fax Number:
Social Security or Tax ID#:
Name of Authorized
Representative:(printed or typed only)
Title of Authorized Representative:
Signature of Authorized
Representative:
Date of Signature:
RFP 003-20 Theatre Sound Equipment Replacement Services
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TABLE OF CONTENTS
DESCRIPTION
Information and Instructions to Proponents
Submission of Proposals
Introduction
Intent to Award
Term of Agreement
Scope of Services
Minimum Requirements
Evaluation Process
Proposal Preparation and Guidelines
Proposal Format
Contents of Technical Proposal
Required Form Submittals
CCPS Standard Agreement
Appendices
A. Code of Ethics
B. General Terms and
Conditions
C. General School Schedules
and Holidays
D. Required Forms
Attachments
A. Scope of Services and Specifications
B. Cost Proposal Form
C. CCPS Draft Agreement
Exhibits
1. CCPS Performing Arts Center Current Sound
Equipment List
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RFP 003-20 Theatre Sound Equipment Replacement Services
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RFP 003-20
THEATRE SOUND EQUIPMENT REPLACEMENT SERVICES
A. INFORMATION AND INSTRUCTIONS TO PROPONENTS
1. Services Required: This Request for Proposals (“RFP”) is for Theatre Sound
Equipment Replacement Services for Clayton County Public Schools (“CCPS”)
Performing Arts Center. A detailed Scope of Services (“SOS”) is set forth in this RFP.
1. Solicitation Method: This solicitation is being conducted in accordance with all
applicable provisions of the CCPS Purchasing Policies and Procedures. By submitting
a proposal in reference to this solicitation, a Proponent acknowledges that it is familiar
with CCPS Purchasing Policy and Procedures and all laws applicable to this
solicitation, which policies, procedures and laws are incorporated into this RFP by
reference.
2. Criminal Background Check: By submitting a proposal in reference to this
solicitation, Proponent acknowledges that a satisfactory criminal background check
and history may be required for anyone coming into direct or indirect contact with CCPS
students at no cost to CCPS.
3. Certificate of Authority to Transact Business in Georgia: Each Proponent must
submit with its proposal documentation that demonstrates it is duly authorized to
conduct business in the State of Georgia. This requirement also applies to Joint
Venture (JV) Team Members, Sub-Contractors and Sub-contractors.
4. Business License: Proponent is requested to submit a copy of its current, valid
business license with its Proposal. If the Proponent is a Georgia corporation, Proponent
is requested to submit a valid county or city business license. If Proponent is a joint
venture, Proponent is requested to submit valid business licenses for each member of
the joint venture. If the Proponent is not a Georgia corporation, Proponent is requested
to submit a Certificate of Authority to Transact Business in the State of Georgia and a
copy of its current, valid business license issued by its home jurisdiction.
5. Professional License: Proponent must attach a copy of any professional license
required by this RFP with its response. All required licenses must be maintained for
the duration of any contract award period.
6. Tax Exemption Status: CCPS is exempt from Federal Excise Tax and Georgia Sales
Tax with regard to goods and services purchased directly by CCPS. Exemption
certificates are available upon request.
7. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for
inspections, licenses, and costs incurred for the same shall be the sole responsibility
of the successful Proponent. All services, labor, materials and construction must
comply with all applicable rules and regulations of local, state and/or national codes,
RFP 003-20 Theatre Sound Equipment Replacement Services
Page 4 of 65
laws and ordinances of all authorities having jurisdiction over the project, which shall
apply to the contract throughout and will be deemed to be included in the contract the
same as though herein written out in full.
8. No Offer by CCPS and Firm Offer by Proponent: This solicitation does not constitute
an offer by CCPS to enter into an agreement and cannot be accepted by any Proponent
to form an Agreement. This solicitation is only an invitation for offers from interested
Proponents and no offer shall bind CCPS. A Proponent’s offer is a firm offer and may
not be withdrawn except as provided in this RFP, CCPS Purchasing Policies and
Procedures and other applicable law.
9. Negotiations; Best and Final Offers: CCPS reserves the right to negotiate
specifications, terms and conditions, which may be necessary or appropriate for the
accomplishment of the intent of this RFP. CCPS may require the submission of Best
and Final Offers. CCPS may require that this RFP and Proponent’s response be
incorporated in full or in part as Contract Documents. The RFP and all responses,
supplemental information, and other submissions provided by Proponent during
discussions or negotiations may be held by the CCPS as contractually binding upon
Proponent. CCPS may seek clarification from a Proponent at any time during the
procurement process, and failure of a Proponent to timely respond may be cause for
rejection of Proponent’s proposal.
10. Purchase Order: A properly signed and executed Purchase Order provided to
the successful Proponent by CCPS results in a binding contract without further
action by either party. The contract documents shall consist of this Request for
Proposals and any addenda thereto, the offeror’s proposal (as amended by any
negotiations and best and final offers accepted by CCPS), Notice of Award and
Notice to Proceed letters and establishing Purchase Order. The contract shall
be interpreted, construed and given effect in all respects according to the laws
of the State of Georgia.
11. Multiple Awards: CCPS reserves, in its sole discretion, the right to make one (1)
award, no award, or award to multiple Proponents.
12. Georgia Open Records Act: Information provided to CCPS is subject to disclosure
under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to
O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets
that wishes to keep such records confidential under this paragraph shall submit and
attach to the records an affidavit affirmatively declaring that specific information in the
records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A.
§ 10-1-760 et seq.]”.
13. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal
Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the
Georgia Security and Immigration Compliance Act. Pursuant to Act, the Proponent
must provide with its Proposal proof of its registration with and continuing and future
RFP 003-20 Theatre Sound Equipment Replacement Services
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