25-029 RFP WRMS REPAVING TRACK AMENDMENT 1

Agency:	Houston County Board of Education
State:	Georgia
Type of Government:	State & Local
Posted Date:	May 5, 2025
Due Date:	May 30, 2025
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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HOUSTON COUNTY SCHOOL DISTRICT

REQUEST FOR PROPOSALS

For

Warner Robins Middle School (WRMS) Track

Repaving

RFP NUMBER 25-029

For all questions about this RFP contact via email:

Jessica Deese, CPA, Issuing Officer

PH. - 478-988-6211 ext. 5

EMAIL – jessica.deese@hcbe.net

RELEASED ON:

April 30, 2025

DUE ON:

May 30, 2025; 2:00 P.M. Eastern Time

1.0 INTRODUCTION

1.1 Purpose of Procurement

The Houston County School District (herein after referred to as “District”) is

seeking proposals for repaving of the athletic track located at Warner Robins

Middle School as specified within this solicitation.

1.2 Proposal Certification

The Houston County School District (HCSD) certifies that the use of

competitive sealed bidding will not be practical or advantageous to the District

in completing the acquisition described in this RFP. Competitive sealed

proposals will be submitted in response to this RFP. All proposals submitted

pursuant to this request will be made in accordance with the provisions of this

RFP.

1.3 Schedule of Events

This Request for Proposals will be governed by the following schedule:

Release of RFP

Mandatory Site Visit

Deadline for written questions

Email questions to:

/jessica.deese@hcbe.net

Deadline for question response

posted on our webpage

Proposal Due Date

April 30, 2025

May 8, 2025, at 08:30 AM EST.

May 15, 2025, at 5PM EST.

May 20, 2025, at 5PM EST.

May 30, 2025, at 2 PM EST.

Dates listed above may be amended as appropriate by the Director of

Purchasing. Potential Offerors should check the website,

https://www.hcbe.net/purchasing/openbids, daily.

1.4 Restrictions on Communications with Staff/Questions

All questions about this RFP must be submitted in the following format:

Company Name

1. Question

Citation of relevant section of the RFP

2. Question

Citation of relevant section of the RFP

Questions must be directed in writing via to the Issuing Officer:

jessica.deese@hcbe.net or Fax: 478-988-6212

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From the issue date of this RFP until a contractor is selected and the selection is

announced, Offerors are not allowed to communicate for any reason with any

District staff except through the Issuing Officer named herein, or during the

Offeror's conference, or as provided by existing work agreement(s). The District

reserves the right to reject the proposal of any Offeror violating this provision.

All questions concerning this RFP must be submitted in writing (fax or email may

be used) to the Issuing Officer. No questions other than written will be accepted.

No response other than written will be binding upon the District. Questions and

answers will be posted to the HCSD website by the date listed on the Schedule of

Events. Website address is https://www.hcbe.net/purchasing/openbids.

1.5 Definition of Terms

District – Houston County School District

HCSD – Houston County School District

OCGA – Official Code of Georgia Annotated (State Statute)

Offeror – Respondent to this Request for Proposal

Contractor – Respondent to this Request for Proposal

Vendor - Respondent to this Request for Proposal

RFP – Request for Proposal

1.6 Contract Term

Code section 20-2-506 of the laws of the State of Georgia as of this date and

as may be amended apply to this agreement.

1.7 Background

For information on the Houston County School District, visit www.hcbe.net.

1.8 Right to Purchase

HCSD reserves the right to purchase from any source to include existing or

future state or federal contracts, cooperatives or from any submitted proposals.

1.9 Delivery of Proposals

All proposals must be delivered to the Houston County Purchasing

Department, 200 Jerry Barker Dr. Warner Robins, Ga. 31088. HCSD will not

be responsible for any proposals delivered incorrectly or not received by the

specified date and time.

1.10 Mandatory Site Visit

All Vendors submitting proposals are required to attend the mandatory site

visit on May 8, 2025, at 8:30 A.M. at Warner Robins Middle School, 425

Mary Lane, Warner Robins, GA 31088. Meeting will begin at the front

entrance of the school and a Maintenance Department representative will

conduct a tour of the job site where work is to be performed. Vendors who fail

to participate in the mandatory site visit will not be considered for award.

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The vendor is strongly encouraged to allow ample travel time to ensure arrival

prior to the beginning of any mandatory conference. The District reserves the

right to consider any representative arriving late to be “not in attendance.”

Therefore, all are strongly encouraged to arrive early to allow for unexpected

travel contingencies.

Any questions that arise from the site visit need to be submitted in writing via

email to jessica.deese@hcbe.net. Statements made by District representatives at

the site visit are not binding and any revisions to solicitation requirements must be

made by the procurement professional in writing and posted with the solicitation.

1.11 Submission Expense

The District shall not be liable for any expenses incurred by the Offeror in

responding to this RFP. This shall include expenses incurred by the Offeror to

conduct site visits or product demonstrations at the District site. No expenses will

be reimbursed in any manner by the District.

2.0 MANDATORY REQUIREMENTS

This section identifies all mandatory requirements, which must be addressed in the

proposal before further consideration will be given. A Mandatory Requirements

Response Form is provided in Excel format which addresses all mandatory requirements.

Each item must be addressed. If the vendor is supplying additional information for an

item it should be noted in the “Comments” section of the Mandatory Requirements

Response Form. Additional information must be clearly organized.

The completed Mandatory Requirements Response Form must be returned as a part of

your Technical Proposal. Proposals received without this form will not be evaluated.

Project Objective

To repave athletic track at Warner Robins Middle School.

2.0.1

Paving Specifications (20 points)

Vendor must follow the Paving Requirements as outlined in Appendix 1.

These details must be included in the proposal. A core report is provided in

Appendix 2 which is a separate attachment. This report shall be taken into

consideration within your proposal and include any costs associated with the

undercut or replacement of unsuitable soils, if any, as shown in the report. The

replacement, hauling or disposing of any soils that are suitable, per the report,

but have become saturated due to the contractor’s scheduling or actions, will

not be reimbursed by the HCSD.

2.0.2 Proposal (20 points)

Vendor shall include a detailed outline for the service and materials to

accomplish the completion of this project.

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2.0.3

Total Expenditure (submit on Financial Proposal - Attachment A)(10

Points)

No estimated budget has been set by the District. Price offered should include

all labor, license and permits, materials, and equipment to complete entire

project. Price offered should include all shipping and handling charges, F.O.B.

destination, delivery, and installation at school site. All pricing shall be in

accordance with all applicable city, state, and federal codes.

2.0.4 Timeline (10 Points)

Vendors shall include an estimated timeline of events.

2.0.5

Independent Contractor (10 Points)

The successful Offeror shall function as an independent contractor and shall

administer and be solely responsible for all subcontracts for this project. The

successful bidder is responsible for obtaining a signed E-verify affidavit from

their Subcontractors and Sub-subcontractors.

2.0.6

Laws and Regulations (10 Points)

The Contractor shall at all times observe and comply with all laws, ordinances,

regulations, and codes of the Federal, State, County, City and other local

government agencies that may in any manner affect the performance of this

contract. Any Contractor found to be in non-compliance may be removed from

the work site, as well as subject to forfeiture of payment and/or contract

termination.

2.0.7

Site Management (10 Points)

Vendor personnel shall be uniformed or identifiable at all times while on

District property. The successful vendor will be responsible for managing the

site and coordinating all construction activities with the Director of

Maintenance.

2.0.8

Changes/Issues (10 Points)

The successful vendor shall report to the Director of Maintenance during the

execution of this project and shall update and submit to the Director of any

proposed changes or issues concerning the original plan.

2.0.9

Removal of Packaging and Debris (10 Points)

The successful vendor shall keep the work site and surrounding area free from

accumulation of waste materials and debris during this project. Once project is

complete, all debris and garbage must be removed from the site. Disposal and/or

recycling of any/all waste must be done strictly according to all Federal, State and

local laws relating to environmental protection or any other applicable laws. The

Contractor will be solely liable for any and all violations of such directives.

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

25-029 RFP WRMS REPAVING TRACK AMENDMENT 1

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