Walk-through Detection System

Jones County Schools
SOLICITATION NUMBER: 26-62
ELECTRONIC REQUEST FOR PROPOSAL (eRFQ)
FOR
Walk-through Detection System
Jones County Schools
125 Stewart Ave
Gray, GA, 31032
State Entity RFP
Revised 10/12/18 1 of 13 SPD-SP015

Jones County School System
Facility: District Level Contract
Electronic Request for Proposals ("eRFQ")
Event Name: Walk-through Detection System
eRFQ (Event) Number: 26-62
1. Introduction
1.1. Purpose of Procurement
Pursuant to the State Purchasing Act (Official Code of Georgia Annotated 50-5-50 et seq.), this
electronic Request for Proposals ("eRFQ") is being issued to establish a contract with a qualified provider
for Jones County School System (hereinafter, "JCSS") as further described in this eRFQ.
JCSS is seeking proposals from a responsive and responsible vendor to purchase Walk-Through
Detection Systems capable of identifying concealed weapons or prohibited metallic items as individuals
pass through a designated screening area. The system must support high-throughput, low-disruption
screening suitable for school environments, allowing students, staff, and visitors to enter buildings safely
without removing personal items such as backpacks, purses, or electronics. The selected system will
enhance campus security, improve threat detection accuracy, and reduce bottlenecks during peak entry
times.
This contract will be for 1 year beginning on May 13, 2026. Please see section 1.7 for additional
information.
1.2. eRFQ Certification
Pursuant to the provisions of the Official Code of Georgia Annotated 50-5-67(a), JCSS certifies the use of
competitive sealed bidding will not be practicable or advantageous to JCSS in completing the acquisition
described in this eRFQ. Thus, competitive sealed proposals will be submitted in response to this eRFQ.
This eRFQ is being sourced through an electronic sourcing tool approved by the school district and all
suppliers' responses must be submitted electronically in accordance with the instructions contained in
Section 2 "Instructions to Suppliers" of this eRFQ. Electronic competitive sealed proposals will be
administered pursuant to the Georgia Electronic Records and Signature Act. Please note electronic
competitive sealed proposals meet the sealed proposal requirements of the State of Georgia, an electronic
record meets any requirements for writing, and an electronic signature meets any requirements for an
original signature.
1.3. Overview of the eRFQ Process
The objective of the eRFQ is to select a qualified supplier to provide the goods and/or services outlined in
this eRFQ to JCSS. This eRFQ process will be conducted to gather and evaluate responses from
suppliers for potential award. All qualified suppliers are invited to participate by submitting responses, as
further defined below. After evaluating all suppliers' responses received prior to the closing date of this
eRFQ and following negotiations (if any) and resolution of any contract exceptions, the preliminary results
of the eRFQ process will be publicly announced, including the names of all participating suppliers and the
evaluation results. Subject to the protest process, final contract award(s) will be publicly announced
thereafter.
NOTE TO SUPPLIERS: The general instructions and provisions of this document have been drafted with
the expectation that JCSS will make a single award; however, please refer to Section 6.7 "Selection and
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Award" of this eRFQ for information concerning JCSS's actual award strategy (single, multiple, split
awards, etc).
1.4. Schedule of Events
The schedule of events set out herein represents JCSS's best estimate of the schedule that will be
followed. However, delays to the procurement process may occur which may necessitate adjustments to
the proposed schedule. If a component of this schedule, such as the close date, is delayed, the rest of the
schedule may be shifted as appropriate. Any changes to the dates up to the closing date of the eRFQ will
be publicly posted prior to the closing date of this eRFQ. After the close of the eRFQ, JCSS reserves the
right to adjust the remainder of the proposed dates, including the dates for evaluation, negotiations, award
and the contract term on an as needed basis with or without notice.
Description Date Time
Release of eRFQ 04/22/26 2:30 p.m.
Bidders/Offerors' Conference Location: There will be NO Pre-Bid Meeting NA
Deadline for written questions sent via email 04/27/2026 4:00 p.m. ET
to the Issuing Officer referenced in Section
1.5.
Responses to Written Questions 04/28/2026 5:00 p.m. ET
Proposals Due/Close Date and Time 04/29/2026 1:00 p.m. ET
Proposal Evaluation Completed (on or 05/04/2026 N/A
about)
Notice of Intent to Award* [NOIA] (on or NA N/A
about)
Notice of Award [NOA] (on or about) 10 calendar days after NOIA N/A
*In the event the estimated value of the contract is less than $100,000, the State Entity reserves the right to
proceed directly to contract award without posting a Notice of Intent to Award.
1.5. Official Issuing Officer (Buyer)
Raymond Braziel
raymond.braziel@jones.k12.ga.us
1.6. Definition of Terms
Please review the following terms:
Supplier(s) - companies desiring to do business with Jones County School System.
Any special terms or words which are not identified in this eRFQ Document may be identified separately in
one or more attachments to the eRFQ. Please download, save and carefully review all documents in
accordance with the instructions provided in Section 2 "Instructions to Suppliers" of this eRFQ.
1.7. Contract Term
The initial term of the contract(s) shall begin May 13, 2026 and continue for 3 years. Jones County
School System's fiscal year is from July 1st through June 30th. JCSS shall possess 1 one (1) year
option(s) to renew, which options shall be exercisable at the sole discretion of Jones County
School System. Maximum number of renewals will be five (5). Renewal will be accomplished through
the issuance of Notice of Award Amendment. In the event that the contract(s), if any, resulting from the
award of this eRFQ shall terminate or be likely to terminate prior to the making of an award for a new
contract for the identified products and/or services, JCSS may, with the written consent of the awarded
supplier(s), extend the contract(s) for such period of time as may be necessary to permit JCSS's continued
supply of the identified products and/or services. The contract(s) may be amended in writing from time to
time by mutual consent of the parties. Unless this eRFQ states otherwise, the resulting award of the
contract(s) does not guarantee volume or a commitment of funds.
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2. Instructions to Offerors
By submitting a response to the eRFQ, the supplier is acknowledging that the supplier:
1. Has read the information and instructions,
2. Agrees to comply with the information and instructions contained herein.
2.1. General Information and Instructions
2.1.1. Bidnet Direct System
JCSS utilizes two web-based registrations system for all quotes, bids and proposals. all companies
and/or individuals interested in conducting business with JCSS can register in the System's web-
based registration system, through Bidnet Direct.
Bidnet Direct -Registration is free and enables the supplier to gain access to several local
governments and local school systems. All registering companies must agree to the terms and
conditions established by Bid. There are optional and premium services should you choose the
purchase them. You can register at https://www.bidnetdirect.com/ The electronic submissions
must be submitted through Bidnet Direct.
2.1.2. Restrictions on Communicating with Staff
From the issue date of this eRFQ until the final award is announced, Offerors are not allowed to
communicate for any reason with any school system staff except through the Issuing Officer
named herein, or during the Bidders/Offerors' conference (if any), or as defined in this eRFQ or as
provided by existing work agreement(s). Prohibited communication includes all contact or
interaction, including but not limited to telephonic communications, emails, faxes, letters, or
personal meetings, such as lunch, entertainment, or otherwise. JCSS reserves the right to reject
the proposal of any Offeror violating this provision.
2.1.3. Submitting Questions
All questions concerning this eRFQ must be submitted using BidNet Direct. No questions
other than written will be accepted. No response other than written will be binding upon
JCSS. All suppliers must submit questions by the deadline identified in the Schedule of
Events for submitting questions. Suppliers are cautioned that JCSS may or may not elect to
entertain late questions or questions submitted by any other method than as directed by this
section. All questions about this eRFQ must be submitted in the following format:
Company Name
Question #1 Question, Citation of relevant section of the eRFQ
Question #2 Question, Citation of relevant section of the eRFQ
2.1.4. Attending Bidders/Offerors' Conference
The will be NO Pre-bid meeting for this solication.
2.1.5. JCSS's Right to Request Additional Information - Supplier's Responsibility
Prior to contract award, JCSS must be assured that the selected supplier has all the resources to
successfully perform under the contract. This includes, but is not limited to, adequate number of
personnel with required skills, availability of appropriate equipment in sufficient quantity to meet the
on-going needs of JCSS, financial resources sufficient to complete performance under the contract,
and experience in similar endeavors. If, during the evaluation process, JCSS is unable to assure
itself of the supplier's ability to perform, if awarded, JCSS has the option of requesting from the
supplier any information deemed necessary to determine the supplier's responsibility. If such
information is required, the supplier will be so notified and will be permitted approximately seven
business days to submit the information requested.
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2.1.6. Failing to Comply with Submission Instructions
Responses received after the identified due date and time or submitted by any other means than
those expressly permitted by the eRFQ will not be considered. Suppliers' responses must be
complete in all respects, as required in each section of this eRFQ.
2.1.7. Rejection of Proposals; JCSS's Right to Waive Immaterial Deviation
Jones County School System reserves the right to reject any or all responses, to waive any
irregularity or informality in a supplier's response, and to accept or reject any item or combination of
items, when to do so would be to the advantage of Jones County Board of Education. It is also
within the right of JCSS to reject responses that do not contain all elements and information
requested in this eRFQ. A supplier's response will be rejected if the response contains any defect
or irregularity and such defect or irregularity constitutes a material deviation from the eRFQ
requirements, which determination will be made by JCSS on a case-by-case basis.
2.1.8. JCSS's Right to Amend and/or Cancel the eRFQ
JCSS reserves the right to amend this eRFQ prior to the end date and time. Amendments will be
made in writing and publicly posted as one or more addenda to Vendor Registry. EACH
SUPPLIER IS INDIVIDUALLY RESPONSIBLE FOR REVIEWING ADDENDA AND ANY OTHER
POSTED DOCUMENTS AND MAKING ANY NECESSARY OR APPROPRIATE CHANGES
AND/OR ADDITIONS TO THE SUPPLIER'S RESPONSE. ALL SUPPLIERS ARE ENCOURAGED
TO FREQUENTLY CHECK THE VENDOR REGISTRY FOR ADDITIONAL INFORMATION.
Finally, JCSS reserves the right to cancel this eRFQ at any time.
2.1.9. Protest Process
Protest must be received within ten (10) calendar days after the protesting party knows or should
have known of the occurrence of the action which is protested, or the protest filing deadline located
below, whichever date is earlier. JCSS will not consider untimely protest absent evidence of
malfeasance or administrative error by the system that substantially impaired an interested
supplier's ability to file a timely protest. In the event that the system does not provide a timely
access to records as required in pursuant to (O.C.G.A) Section 50-5-67(d)(2), the interested
supplier is required to file a protest within the filing period, indicating the failure of the system to
provide timely access to records and reserving the right to file an amended protest upon the
production of such records. If an interested supplier fails to file a protest by the applicable deadline,
JCSS at its discretion deem such failure as the supplier's voluntary relinquishment of any grounds
the supplier may have for protesting through JCSS' protest process or through subsequent
litigation.
A protest is considered to be properly filed when it is in writing, signed by a company officer
authorized to sign contracts on behalf of the supplier, and is received by JCSS within the filing
period. The protest may be sent by any means outlined below:
Mail: Att: Dr. Jessica Graves
Jones County School System
125 Stewart Ave,
Gray, GA 31032
Email: jessica.graves@jones.k12.ga.us
Protest Filing Deadlines
Type of Protest Dollar Threshold Protest Filing Deadline
Challenge to $10,000 to One business day prior to the closing
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Competitive Solicitation $249,999.99 date and time of the solicitation as
Process identified on the GPR
$250,000.00 or Two business days prior to the closing
greater date and time of the solicitation as
published on the GPR.
Challenge to Sole N/A Prior to closing date and time of the Sole
Source Notice Source Notice as published on the GPR
Challenge to N/A Prior to closing date and time of the
Consortium/Cooperative Notice of Intent to purchase from the
Purchase Notice Consortia/Cooperative as published on
the GPR
Challenge to the N/A The protest notice must be filed within
Results of RFQC ten calendar days of the date the RFQC
list of Qualified Contractors is posted.
.
2.1.10. Costs for Preparing Proposals
Each supplier's response should be prepared simply and economically, avoiding the use of
elaborate promotional materials beyond those sufficient to provide a complete presentation. The
cost for developing the response and participating in the procurement process (including the protest
process) is the sole responsibility of the supplier. JCSS will not provide reimbursement for such
costs.
2.1.11. ADA Guidelines
JCSS adheres to the guidelines set forth in the Americans with Disabilities Act. Suppliers should
contact the Issuing Officer at least one day in advance if they require special arrangements when
attending the Bidders/Offerors' Conference (if any). The Georgia Relay Center at 1-800-255-0056
(TDD Only) or 1-800-255-0135 (Voice) will relay messages, in strict confidence, for the speech and
hearing impaired.
2.1.12. Public Access to Procurement Records
Solicitation opportunities will be publicly advertised as required by law and the provisions of the
Georgia Procurement Manual. The State Purchasing Act delays the release of certain procurement
records in the event the public disclosure of those records prior to JCSS's public announcements of
the results of a solicitation would undermine the public purpose of obtaining the best value for the
System such as cost estimates, proposals/bids, evaluation criteria, supplier evaluations, negotiation
documents, offers and counter-offers, and certain records revealing preparation for the
procurement. The State Purchasing Act requires bids and proposals to be available for public
inspection, upon request, within one business day of JCSS's posting of the Notice of Intent to
Award (or the Notice of Award in the event JCSS does not issue the Notice of Intent to Award).
Audited financial statements not otherwise publicly available but required to be submitted as part of
the supplier's response shall not be subject to public disclosure. JCSS is allowed to assess a
reasonable charge to defray the cost of reproducing documents. A system employee should be
present during the time of onsite inspection of documents. PLEASE NOTE: Even though
information (financial or other information) submitted by a supplier may be marked as "confidential",
"proprietary", etc., JCSS will make its own determination regarding what information may or may
not be withheld from disclosure.
2.1.13. Registered Lobbyists
By submitting a response to this eRFQ, the supplier hereby certifies that the supplier and its
lobbyists are in compliance with the Lobbyist Registration Requirements in accordance with the
Georgia Procurement Manual.
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2.2. Submittal Instructions
Vendor will be submitting quotes through Bidnet Direct Only. No emails nor hard copy bids will be
accepted. Suppliers will use the link within the notice of the solicitation to access the submittal process
through Bidnet Direct. Suppliers will select the appropriate eRFQ. Suppliers will then click "Submit Bid"
and suppliers will be prompted to log in. Please note suppliers must be registered with Jones County
Schools in Bidnet Direct in order to submit a bid. Suppliers will then upload their documents and click
submit. Suppliers will see a running total of their documents under "Files Added." This screen will hold
these files, and if they ever come back, they'll log in and see these same files there. Once they submit their
bid, they will receive a confirmation email. For technical assistance with the program, contact Bidnet Direct
at 844-802-9202.
2.2.1. eRFQ Released
The release of this eRFQ is formally communicated through the posting of this eRFQ on the
Georgia Procurement Registry, which is accessible online as follows:
http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp and
BidNet Direct, which is accessible online as follows:
at https://www.bidnetdirect.com/
2.2.2. eRFQ Review
The eRFQ consists of the following:
1. This document, entitled "26-62 Walk-through Detection System", and
2. Any and all documents provided by JCSS as attachments to the RFQ or links contained within
the eRFQ or its attached documents. A list will be provided at the end of this document.
Please carefully review all information contained in the eRFQ, including all documents available as
attachments or available through links. Any difficulty accessing the eRFQ or opening provided links
or documents should be reported immediately to the Issuing Officer (See Section 1.5).
2.2.3. Preparing a Response
When preparing a response, the supplier must consider the following instructions:
1. Use company documents to submit the cost portion of the response. Please provide as
much detail regarding cost as possible.
2. Answer each question in sufficient detail for evaluation while using judgment with regards to
the length of response.
3. Proofread your response and make sure it is accurate and readily understandable.
4. Label any and all files using the corresponding section numbers of the eRFQ or any other
logical name so that JCSS can easily organize and navigate the supplier's response.
2.2.4. Packaging the Response
The supplier's proposal submitted in response to this eRFQ shall consist of one
properly labeled document-a Cost Proposal-that includes all required information
related to the requested Walk-through Detection System.
The contents of each package will include:
1. Cost Proposal (The supplier can provide the cost as well as all other required
information related to the Walk-through Detection System on their company letterhead.)
* Signed Certificate of Non-Collusion
* Supplier's General Information Worksheet
* Tax Compliance Form
* Immigration and reform act affidavit
* Contract Affidavit
* District Certification Form
* Mandatory Response Worksheet
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* JCSS Standard Terms and Conditions'
* W9
* Contract Exceptions (if any).
2.2.5. Electronic Copies Only
No hard copies are required. All responses must be uploaded to the Vendor Registry
posting for this solicitation. No emailed or written responses will be accepted.
3. General Business Requirements
This section contains general business requirements. By submitting a response, the supplier is certifying its
agreement to comply with all of the identified requirements of this section and that all costs for complying with
these general business requirements are included in the supplier's submitted pricing.
3.1. Standard Insurance Requirements
If awarded a contract, the supplier shall procure and maintain insurance which shall protect the supplier and
Jones County School System (as an additional insured) from any claims for bodily injury, property damage,
or personal injury covered by the indemnification obligations set forth in the contract attached to this
solicitation throughout the duration of the contract. The supplier shall procure and maintain the insurance
policies described below at the supplier's own expense and shall furnish JCSS an insurance certificate
listing Jones County School System as certificate holder and as an additional insured. The insurance
certificate must document that the Commercial General Liability insurance coverage purchased by the
supplier includes contractual liability coverage applicable to the contract. In addition, the insurance
certificate must provide the following information: the name and address of the insured; name, address,
telephone number and signature of the authorized agent; name of the insurance company (authorized to
operate in Georgia); a description of coverage in detailed standard terminology (including policy period,
policy number, limits of liability, exclusions and endorsements); and an acknowledgment of notice of
cancellation to Jones County School System.
The supplier is required to maintain the following insurance coverage's during the term of the contract:
1) Workers Compensation Insurance (Occurrence) in the amounts of the statutory limits
established by the General Assembly of the State of Georgia (A self-insurer must submit a
certificate from the Georgia Board of Workers Compensation stating that the supplier qualifies
to pay its own workers compensation claims.) In addition, the supplier shall require all
subcontractors occupying the premises or performing work under the contract to obtain an
insurance certificate showing proof of Workers Compensation Coverage with the following
minimum coverage:
Bodily injury by accident - per employee $100,000;
Bodily injury by disease - per employee $100,000;
Bodily injury by disease - policy limit $500,000.
2) Commercial General Liability Policy with the following minimum coverage:
Each Occurrence Limit $1,000,000
Personal & Advertising Injury Limit $1,000,000
General Aggregate Limit $ 2,000,000
Products/Completed Ops. Aggregate Limit $ 2,000,000
3) Automobile Liability
Combined Single Limit $1,000,000
The foregoing policies shall contain a provision that coverage afforded under the policies will not be
canceled, or not renewed or allowed to lapse for any reason until at least thirty (30) days prior written notice
has been given to JCSS. Certificates of Insurance showing such coverage to be in force shall be filed
with JCSS prior to commencement of any work under the contract. The foregoing policies shall be obtained
from insurance companies licensed to do business in Georgia and shall be with companies acceptable to
JCSS, which must have a minimum A.M. Best rating of A-. All such coverage shall remain in full force and
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effect during the term and any renewal or extension thereof.
Within ten (10) business days of award, the awarded supplier must procure the required insurance and
provide JCSS with a of Certificates of Insurance. Certificates must reference the contract number. The
supplier's submitted pricing must include the cost of the required insurance. No contract performance shall
occur unless and until the required insurance certificates are provided.
It is the vendor's responsibility to ensure any and all subcontractors have sufficient insurance to cover
themselves.
3.2. Bonds and/or Letter of Credit
Bid Bond
There is no Bid Bond required.
Performance Bond/Letter of Credit
There is no Performance Bond/Letter of Credit required.
Payment Bond
There is not a payment bond requirement.
4. eRFQ Proposal Factors
This section contains the detailed technical requirements and related services for this Sourcing Event. Suppliers
are required to include information requested in the attached documents as well as Mandatory Scored Worksheet.
Although many solicitations will contain all of the worksheets noted above, it is possible that a solicitation will not
contain all of the worksheets. In the event that documents are not available as downloadable forms to this eRFQ,
please confirm with the Issuing Officer that all four worksheets are not required.
JCSS has determined that it is best to define its own needs, desired operating objectives, and desired operating
environment. JCSS will not tailor these needs to fit particular solutions suppliers may have available; rather, the
suppliers shall propose to meet JCSS's needs as defined in this eRFQ. All claims shall be subject to
demonstration. Suppliers are cautioned that conditional proposals, based upon assumptions, may be deemed
non-responsive.
4.1. Proposal Introduction
All of the items described in this section are service levels and/or terms and conditions that JCSS expects
to be satisfied by the selected Offeror. Each Offeror must indicate its willingness and ability to satisfy these
requirements in the appropriate worksheets.
4.2. Supplier General Information
Each supplier must complete all of the requested information in the attached file entitled Supplier's
General Information Worksheet.
DO NOT INCLUDE ANY COST/PRICING INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
4.3. Mandatory Requirements
As specified with each requirement listed in the Mandatory Response Worksheet, the supplier must
provide the information requested in the Mandatory Response Worksheet. A Pass/Fail evaluation will be
utilized for all mandatory requirements by whether the information was provided (YES) or not provided
(NO). Ordinarily, to be considered responsive, responsible and eligible for award, all questions identified
as mandatory must be marked "YES" to pass and required documents uploaded. There may be rare
instances in which a response of "NO" is the correct and logical response in order to meet the mandatory
requirement (e.g. responding "NO" that the supplier does not possess any conflicts of interest). Otherwise,
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any mandatory questions marked "NO" will fail the technical requirements and will result in disqualification
of the proposal.
DO NOT INCLUDE ANY COST/PRICING INFORMATION IN YOUR RESPONSE TO THIS WORKSHEET.
4.4. Mandatory Scored Response
This is NO Mandatory Scored Response Worksheet for this eRFQ ,
4.5. Additional Information
Please access and review all of the attachments provided by JCSS with this eRFQ to ensure you have
responded to all requests for information.
5. Cost Proposal
5.1. Cost Proposal
Each supplier is required to submit a cost proposal as part of its response. The supplier must use the
company's letterhed to list the cost. The cost proposal will be evaluated and scored in accordance with
Section 6 "Proposal Evaluation, Negotiations and Award". By submitting a response, the supplier agrees
that it has read, understood, and will abide by the following instructions/rules:
1. The submitted cost proposal must include all costs of performing pursuant to the resulting
contract; and
2. Cost proposals containing a minimum order/ship quantity or dollar value, unless otherwise
called for in the eRFQ, will be treated as non-responsive and may not be considered for
award; and
3. In the event there is discrepancy between the supplier's unit price and extended price, the
unit price shall govern; and
4. The prices quoted and listed in the cost proposal shall be firm throughout the term of the
resulting contract, unless otherwise noted in the eRFQ or contract.
5.2. Cost Structure and Additional Instructions
JCSS's intent is to structure the cost format in order to facilitate comparison among all suppliers and foster
competition to obtain the best market pricing. Consequently, JCSS requires that each supplier's cost be in
the format outlined below. Additional alternative cost structures may be considered if they are in the best
interest of the System. Each supplier is cautioned that failure to comply with the instructions listed below,
submission of an incomplete offer, or submission of an offer in a different format than the one requested
may result in the rejection of the supplier's proposal.
Quote responses must be place on the supplier's company'sletterhead.
6. Proposal Evaluation, Negotiations and Award
All timely proposals will be evaluated in accordance with the following steps. Suppliers who pass the
responsive/responsible portion of evaluation may be invited to present their products to the evaluation team for
final technical scoring. The objective of the evaluation process is to identify the proposal which represents the
best value to Jones County Schools based on a combination of technical and cost factors. Based on the results
of the initial evaluation, JCSS may or may not elect to negotiate technical and/or cost factors as further described
in the eRFQ. In the event negotiations of the technical and/or cost factors occur, the revised proposals will be
reevaluated in accordance with the provisions of Section 6.4 "Scoring Criteria" of this eRFQ. Once the evaluation
process has been completed (and any negotiations JCSS desires to conduct have occurred), the apparent
successful supplier(s) will be required to enter into discussions with JCSS to resolve any exceptions to JCSS's
contract. JCSS will announce the results of the eRFQ as described further in 6.9 "Public Award Announcement"
of this eRFQ.
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