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REQUEST FOR PROPOSAL #

19-160

MATERIAL OR SERVICE

Pest Elimination and Prevention Services

DUE DATE

May 17, 2019 2:00 PM

OPENING LOCATION

Floyd County SchoolsDirector of Internal Audits and Compliance600 Riverside Parkway NERome GA 30161706.234.1031

Proposals received by the correct time and date shall be opened and the vendors submitting shall be publicly read.

Proposals shall be in the actual possession of the District, at the location indicated, on or prior to the exact time and date indicated above. Late bids shall not be considered.

Proposals must be submitted in a sealed envelope with the Request for Proposal Number and the offeror’s name and address clearly indicated on the outside of the envelope. All Proposals must be typewritten; This document is a form-fillable word document, all pertinent information can be entered directly into this document, printed, and signed. No substitute document for the forms will be accepted.

VENDORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSAL

Floyd County Schools

Request for Proposals

600 Riverside Parkway NE

Rome GA 30161

706.234.1031

RFP: 19-160

PROJECT: Pest Control

Page 2 of 33

Purchasing Agent:

Pam Hastings

Phone:

706.234.1031

E-Mail:

[email protected]

Fax:

706.236.1824

Date Issued:

April 17, 2019

TitlePage

Uniform Instructions to Offerors3

Uniform Terms and Conditions8

Special Instructions15

Scope of Work and Specifications20

Firm Information22

Drug Free Workplace23

Deviations / Exceptions25

Addendum Acknowledgement Form26

Non-Collusion Affidavit27

Appendix A - Site Addresses31


600 Riverside Parkway NE – Rome GA 30161

Uniform Instructions To Offerors

1) Definition of Terms: As used in these instructions, the terms listed below are defined as follows:

A) “Attachment” means any item the Solicitation requires an Offeror to submit as part of the Offer.

B) “Contract” means the combination of the Solicitation, including the uniform and Special Instructions to Offerors, the Uniform and Special Terms and Conditions, and the Specifications and Statement or Scope of Work; the Offer and any Best and Final Offers; and any Solicitation Amendments (Addenda) or Contract Amendments; and any terms applied by law.

C) “Contract Amendment” means a written document signed by the Procurement Officer that is issued for the purpose of making changes in the Contract.

D) “Contractor” means any person who has a contract with the School District/public entity

E) “Days” means calendar days unless otherwise specified.

F) “Exhibit” means any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the solicitation.

G) “Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value present or promised, unless consideration of substantially equal or greater value is received.

H) “Offer” means bid, proposal or quotation.

I) “Offeror” means a vendor who responds to a Solicitation.

J) “Procurement Officer” means the person duly authorized to recommend and administer Contracts and make written determinations with respect to the Contract or his or her designee.

K) “Solicitation” means an Invitation for Bids (IFB), a Request for Proposals (RFP), or a Request for Quotations (RFQ).

L) “Solicitation Amendment (or Addendum)” means a written document that is authorized by the Procurement Officer and issued for the purpose of making changes to the Solicitation.

M) “Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishings of any material or any service required for the performance of the Contract.

N) “School District/Public Entity” means the School District/public entity that executes the contract.

2) Inquiries

A) Duty to Examine: It is the responsibility of each Offeror to examine the entire Solicitation, seek clarification in writing, and check its Offer for accuracy before submitting the Offer. Lack of care in preparing an Offer shall not be grounds for withdrawing the Offer after the Offer due date and time nor shall it give rise to any Contract claim.

B) Solicitation Contact Person: Any inquiry related to a Solicitation, including any requests for or inquiries regarding standards referenced in the Solicitation shall be directed solely to the Solicitation contact person. The Offeror shall not contact or direct inquiries concerning this Solicitation to any other employee unless the Solicitation specifically identifies a person other than the Solicitation contact person as a contact.

C) Submission of Inquiries: The Procurement Officer or the person identified in the Solicitation as the contact for inquires may require that an inquiry be submitted in writing. Any inquiry related to a Solicitation shall refer to the appropriate Solicitation number, page, and paragraph. Do not place the solicitation number on the outside of the envelope containing the inquire as it may then be identified as an Offer and not be opened until after the Offer due date and time.

D) Timeliness: Any inquiry shall be submitted, in writing, as soon as possible and at least seven (7) days before the Offer due date and time. Failure to do so may result in the inquiry not being answered.

E) No Right to Rely on Verbal Responses: Any inquiry that results in changes to the Solicitation shall be answered solely through a written Solicitation Amendment or Addendum. An Offeror may not rely on verbal responses to its inquires.

F) Solicitation Amendments/Addenda: The Solicitation shall only be modified by a Solicitation Amendment or Addendum.

G) Pre-Offer Conference: A Pre-Offer Conference has been scheduled under this Solicitation, the date, time, and location must appear on the Solicitation cover sheet or elsewhere in the Solicitation. An Offeror should raise any questions about the Solicitation, the procurement process, or the operation at that time. An Offeror may not rely on any verbal responses to questions at the conference. Material issues raised at the conference that result in changes to the Solicitation shall be answered solely through a written Solicitation Amendment or Addendums.

H) Persons with Disabilities: Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the appropriate Solicitation contact person. Requests shall be made as early as possible to allow time to arrange the accommodation.

3) Offer Preparation

A) Forms: An Offer shall be submitted either on the forms provided in this Solicitation or their substantial equivalent. Any substitute document for the forms provided in this Solicitation will be legible and contain the same information requested on the form. A facsimile offer shall be rejected.

B) Typed or Ink, Corrections: The Offer, and all other correspondence must be typed. Erasures, interlineations or other modifications in the Offer must be initialed in ink by the person signing the Offer. Modifications shall not be permitted after Offers have been opened except as otherwise provided under applicable law.

C) Evidence of Intent to be Bound: The Offer and Acceptance form within the Solicitation must be submitted with the Offer and must include a signature by a person authorized to sign the Offer. The signature shall signify the Offeror’s intent to be bound by the Offer and the terms of the Solicitation and that the information provided is true, accurate, and complete. Failure to submit verifiable evidence of intent to be bound, such as an original signature, may result in rejection of the Offer.

D) Exceptions to Terms and Conditions: All exceptions included with the Offer shall be submitted in a clearly identified separate section of the Offer in which the Offeror clearly identifies the specific paragraphs of the Solicitation where the exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting Contract unless such exception is specifically referenced by the Procurement Officer in a written statement. The Offeror’s preprinted or standard terms will not be considered as a part of any resulting Contract.

E) Invitation for Bids: An Offer that takes exception to a material requirement of any part of the Solicitation, including terms and conditions, shall be rejected.

F) Request for Proposals: All exceptions that are contained in the Offer may negatively affect the proposal evaluation based on the evaluation criteria as stated in the Solicitation or result in rejection of the Offer.

G) Subcontracts: Offeror shall clearly list any proposed subcontractors and the subcontractor’s proposed responsibilities in the Offer. Per 7 CFR §3017.200 debarment verification shall be completed on subcontracts/subcontractors. This will be completed by the subcontractor prior to contract approval.

H) Cost of Offer Preparation: The District will not reimburse any Offeror the cost of responding to a Solicitation.

I) Solicitation Amendments/Addenda: Unless otherwise stated in the Solicitation, each Solicitation Amendment or Addendum shall be signed with an original signature by the person signing the Offer, and shall be submitted no later than the Offer due date and time. Failure to return a signed copy of a material Solicitation Amendment or Addendum or to follow the instructions for acknowledgement of the Solicitation Amendment/Addendum shall result in rejection of the Offer.

J) Federal Excise Tax: School Districts/public entities are exempt from Federal Excise Tax on manufactured goods. Exemption Certificates will be prepared upon request.

K) Provision of Tax Identification Numbers: Offerors are required to provide their Federal Tax Identification number, if applicable, in the space provided on the Offer and Acceptance Form

L) Disclosure: If the Firm, business, or person submitting this Offer has been debarred, suspended, or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the Offeror must fully explain the circumstances relating to the preclusion or proposed preclusion in the Offer. The Offeror shall include a letter with its Offer setting forth the name and address of the governmental unit, the effective date of this suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above must be provided.

M) Solicitation Order of Precedence: In the event of a conflict in the provisions of this Solicitation, the following shall prevail in the order set forth below:

i) Special Terms and Conditions;

ii) Uniform Terms and Conditions;

iii) Statement of Scope of Work;

iv) Specifications;

v) Attachments;

vi) Exhibits;

vii) Special Instructions to Offerors; and

viii) Uniform Instructions to Offerors

N) Delivery: Unless stated otherwise in the Solicitation, all prices shall be F.O.B. Destination and shall include all delivery and unloading at the destination(s).

4) Submission of Offer

A) Sealed Envelope or Package: Each Offer shall be submitted to the submittal location identified in this Solicitation, in a sealed envelope or package that identifies its contents as an Offer and the Solicitation number to which it responds. The appropriate Solicitation number shall be plainly marked on the outside of the envelope or package.

B) Offer Amendment or Withdrawal: Any offer may be withdrawn by the Offeror at any time prior to the date and time set for the solicitation opening. An Offer may not be amended or withdrawn after the Offer due date and time except as otherwise provided under applicable law.

C) Public Record: Under applicable law, all Offers submitted and opened are public records and must be retained by the School District/public entity. Offers shall be open to public inspection after Contract award, except for such Offers deemed to be confidential by the School District/public entity. If an Offeror believes that information in its Offer should remain confidential, it shall stamp as confidential that information and submit a statement with its Offer detailing the reasons that information should not be disclosed. The School District/public entity shall make a determination on whether the stamped information is confidential pursuant to the School District/public entity’s Procurement Code.

D) Non-collusion, Employment, and Services: By signing the Offer and Acceptance form or other official contract form, the offeror certifies that:

i) It did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its offer; and

ii) It does not discriminate against any employee, applicant for employment, or person to whom it provides services because of race, color, religion, sex, sexual orientation, national origin, marital or family status, political beliefs, disability, or Vietnam status and that it complies with all applicable federal, state, and local laws and executive orders regarding employment.

5) Additional Proposal Information

A) Unit Price Prevails: Where applicable, in the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern.

B) Late Offers: An offer submitted after the exact Offer due date and exact time shall be rejected.

C) Disqualification: The Offer of an Offeror who is currently debarred, suspended or otherwise lawfully prohibited from any public procurement activity may be rejected.

D) Offer Acceptance Period: An Offeror submitting an Offer under this Solicitation shall hold its Offer open for the number of days from the Offer due date that is stated in the Solicitation. If the Solicitation does not specifically state a number of days for the Offer acceptance, the number of days shall be ninety (90). If a Best and Final Offer is requested pursuant to a Request for Proposals, an Offeror shall hold its Offer open for ninety (90) days from the Best and Final due date.

E) Payment: Payments shall comply with Net 30 days. Upon receipt and acceptance of goods or services, the Contractor shall submit a complete, detailed, and accurate invoice, including all rebates, credits, and discounts for payment within thirty (30) days.

F) Waiver and Rejection Rights: Notwithstanding any other provision of the solicitation, Floyd County Schools reserves the right to:

i) Waive any minor informality;

ii) Reject any and all offers or portions thereof; or

iii) Cancel a solicitation.

6) Award

A) Number or Types of Awards: Where applicable, Floyd County Schools reserves the right to make multiple awards or to award a Contract by individual line items, by a group of line items, or to make an aggregate award, whichever is deemed most advantageous to Floyd County Schools. If the Procurement Officer determines that an aggregate award to one Offeror is not in the School District’s interest, “all or none” Offers shall be rejected.

B) Contract Inception: An Offer does not constitute a Contract nor does it confer any rights on the Offeror to the award of a Contract. A Contract is not created until the Offer is accepted in writing by the Procurement Officer’s signature of the Offer and Acceptance Form. A letter or other notice of award or of the intent to award shall not constitute acceptance of the Offer.

C) Effective Date: The effective date of this Contract shall be the date that the Procurement Officer signs the Offer and Acceptance Form or other official contract form, unless another date is specifically stated in the Contract.

D) Governing Board Approval: Final acceptance for Floyd County Schools will be contingent upon the approval of their Governing Board, if applicable.

7) Protests

A) A protest must be in writing and must be filed with the Pam Hastings, Director of Internal Audits and Compliance. A protest of a solicitation must be received at the purchasing agency before the solicitation opening date. A protest of a proposed award or of an award must be filed within 10 days after the protester knows or should have known the basis of the protest. A protest must include:

i) The name, address and telephone number of the protestor.

ii) The signature of the protestor or its representative.

iii) Identification of the purchasing agency and the solicitation number.

iv) A detailed statement of the legal and factual grounds of protest including copies of relevant documents.

v) The form of relief requested.


Uniform Instruction to Offerors


Rome GA 30161

706.234.1031

RFP: 19-160


Page 7 of 33

Remainder of Page Intentionally Blank

Uniform Terms and Conditions

1) Contract Interpretation

A) Implied Contract Terms. Each Provision of law and any terms required by law to be in this Contract are a part of this Contract as if fully stated in it.

B) Relationship of Parties. The Contractor under this Contract is an independent Contractor. Neither party to this Contract shall be deemed to be the employee agent of the other party to the Contract.

C) Conflict of Interest. All parties hereby are put on notice that this Contract is subject to termination if any District employee or Governing Board Member has substantial interest in the firm and/or services and has not followed State and District rules governing orders in such interest. Contractor must further certify that they have not paid or agreed to pay any person, other than a bona fide employee a fee or brokerage resulting from the award of this Contract.

D) Severability. The provisions of this Contract are severable. Any term or condition deemed illegal or invalid shall not affect any other term or condition of the Contract.

E) No Parol Evidence. This Contract is intended by the parties as a final and complete expression of their agreement. No course of prior dealings between the parties and no usage of the trade shall supplement or explain any terms used in this document.

F) No Waiver. Either party’s failure to insist on strict performance of any term or condition of the Contract shall not be deemed waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature of the performance and fails to object to it.

2) Contract Administration and Operation

A) Records. The Contractor shall retain and shall contractually require each Subcontractor to retain all data and other records (“records”) relating to the acquisition and performance of the Contract for a period of five years after the completion of the Contract. All records shall be subject to inspection and audit at reasonable times. Upon request, the Contractor shall produce a legible copy of any or all such records.

B) Non-Discrimination. The Contractor shall comply with all applicable Federal and State laws, rules and regulations, including the Americans with Disabilities Act.

C) Audit. At any time during the term of this Contract and five (5) years thereafter, the Contractor’s or any Subcontractor’s books and records shall be subject to audit by the School District and, where applicable, the Federal Government, the extent that the books and records relate to the performance of the Contract or Subcontract.

D) Notices. Notices to the Contractor required by this Contract shall be made by the School District to the person indicated on the Offer and Acceptance form submitted by the Contractor unless otherwise stated in the Contract. Notices to the School District required by the Contract shall be made by the Contractor to the Solicitation Contact Person indicated on the Solicitation cover sheet, unless otherwise stated in the Contract. An authorized Procurement Officer and an authorized Contractor representative may change their respective person to whom notices shall be given by written notice and an Amendment to the Contract shall not be necessary.

E) Advertising and Promotion of Contract. The Contractor shall not advertise or publish information for commercial benefit concerning this Contract without the prior written approval of the Procurement Officer.

F) Property of the School District. Any materials, including reports, computer programs and other deliverables, created under this Contract are the sole property of the School District. The Contractor is not entitled to a patent or copyright on those materials and may not transfer the patent or copyright to anyone else. The Contractor shall not use or release these materials without the prior written consent of the School District.

3) Costs and Payments

A) Payments. Upon receipt and acceptance of goods or services, the Contractor shall submit a complete and accurate invoice for payment from the School District within thirty (30) days.

B) Applicable Taxes.

i) Tax Indemnification. Contractor and all Subcontractors shall pay all federal, state, and local taxes applicable to its operation and any persons employed by the Contractor. Contractor shall, and require all Subcontractors to hold the School District harmless from any responsibility for taxes, damages and interest, if applicable, contributions required under federal, and/or state and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security and Worker’s Compensation.

ii) IRS W-9. In order to receive payment under any resulting Contract, Contractor shall have a current I.R.S. W-9 Form on file with the School District.

C) Availability of Funds for the Next Fiscal Year. Funds may not presently be available for performance under this Contract beyond the current fiscal year. No legal liability on the part of the School District for any payment may arise under this Contract beyond the current fiscal year until funds are made available for performance of the Contract. The School District will make reasonable efforts to secure such funds.

4) Contract Changes

A) Amendments. This Contract is issued under the authority of the Procurement Officer who signed this Contract. The Contract may be modified only through a Contract Amendment within the scope of the Contract signed by the Procurement Officer. Changes to the Contract, including the addition of work or materials, the revision of payment terms, or the substitution of work or materials, directed by an unauthorized employee or made unilaterally by the Contractor are violations or the Contract and or applicable law. Such changes, including unauthorized written Contract Amendments, shall be void and without effect, and the Contractor shall not be entitled to any claim and this Contract based on those changes.

B) Subcontracts. The Contractor shall not enter into any Subcontract under this Contract without the advance written approval of the Procurement Officer. The Subcontract shall incorporate by reference the terms and conditions of this Contract.

C) Assignment and Delegation. The Contractor shall not assign any right nor delegate any duty under this Contract without the prior written approval of the Procurement Officer. The Procurement Officer shall not unreasonably withhold approval.

5) Risk and Liability

A) Risk of Loss. The Contractor shall bear all loss of conforming material covered under this Contract until received by authorized personnel at the location designated in the purchase order or Contract. Mere receipt does not constitute final acceptance. The risk of loss for nonconforming materials shall remain with the Contractor regardless of receipt.

B) General Indemnification. To the extent permitted, the School District shall be indemnified and held harmless by the Contractor for its vicarious liability as result of entering into this Contract. Each party to this Contract is responsible for its own negligence.

C) Indemnification - Patent and Copyright. To the extent permitted, the Contractor shall indemnify and hold harmless the School District against any liability, including costs and expenses, for infringement of any patent, trademark, or copyright arising out of Contract performance or use by the School District of materials furnished or work performed under this Contract. The School District shall reasonably notify the Contractor of any claim for which it may be liable under this paragraph.

D) Insurance: If applicable, vendor shall secure at its own expense and keep in effect during the term of this contract Workers’ Compensation Insurance for all the Contractor’s employees engaged in work under this Contract and comprehensive general liability insurance, to include automobile and professional liability, providing limits of not less than $1,000,000 per occurrence. The District shall be named on the Contractor’s liability policy as an additional insured. Evidence of the insurance coverage specified above shall be by means of Certificates of Insurance giving the District thirty (30) days’ notice of cancellation or material change in policy. It is understood and agreed that the successful vendor shall provide the Certificates of Insurance and other required documents, and commence the contract services within ten (10) days of notice of award from the District (see Special Terms and Conditions for other applicable insurance requirements, if applicable).

D) Safety Offeror, at its own expense and at all times, shall take all reasonable precautions to protect persons and the District property from damage, loss or injury resulting from the activities of Offeror, its employees, its subcontractors, and/or other persons present. Offeror will comply with all specific job safety requirements promulgated by any governmental authority, including without limitation, the requirements of the Occupational Safety Health Act of 1970.

E) Force Majeure:

i) Except for payment of sums due, neither party shall be liable to the other nor deemed in default under this Contract if and to the extent that such party’s performance of this Contract is prevented by reason of force majeure. The term “force majeure” means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Without limiting the foregoing, force majeure includes acts of God; acts of the public enemy; war; riots; strikes; mobilization; labor disputes; civil disorders; fire; flood; lockouts; injections-intervention-acts; or failures or refusals to act by government authority; and other similar occurrences beyond the control of the party declaring force majeure which such party is unable to prevent by exercising reasonable diligence.

ii) Force Majeure shall not include the following occurrences:

(1) Late delivery of equipment or materials caused by congestion at a manufacturer’s plant or elsewhere, or an oversold condition of the market; or

(2) Late performance by a Subcontractor unless the delay arises out of a force majeure occurrence in accordance with this force majeure term and condition. ; or

(3) Inability of either the Contractor or any Subcontractor to acquire or maintain any required insurance, bonds, licenses, or permits.

iii) If either party is delayed at any time in the progress of the work by force majeure, the delayed party shall notify the other party in writing of such delay, as soon as it is practicable and no later than the following working day, of the commencement thereof and shall specify the causes of such delay in such notice. Such notice shall be delivered or mailed certified-return receipt requested, and shall make a specific reference to this article, thereby invoking its provisions. The delayed party shall cause such delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion shall be extended by Contract Amendment for a period of time equal to the time that results or effects of such delay prevent the delayed party from performing in accordance with this Contract.

iv) Any delay or failure in performance by either party hereto shall not constitute default hereunder or give rise to any claim for damages or loss of anticipated profits if, and to the extent that such delay or failure is caused by force majeure.

F) Third Party Antitrust Violations: The Contractor assigns to the School District any claim for overcharges resulting from antitrust violation the extent that those violations concern materials of services supplied by third parties to the Contractor toward fulfillment of this Contract.

6) Warranties

A) Liens. The Contractor warrants that the materials supplied under this Contract are free of liens.

B) Quality. Unless otherwise modified elsewhere in these terms and conditions, the Contractor warrants that for one year after acceptance by the School District of the materials or services, they shall be:

i) Of a quality to pass without objection in the trade under the Contract description;

ii) Fit for the intended purposes for which the materials or services are used;

iii) Within the variations permitted by the Contract and are of even kind, quality, and quality within each unit and among all units;

iv) Adequately contained, packaged and marked as the Contract may require; and

v) Conform to the written promises or affirmations of fact made by the Contractor.

C) Fitness. The Contractor warrants that any material or service supplied to the School District shall fully conform to all requirements of the Solicitation and all representations of the Contractor, and shall be fit for all purposes and uses required by the Contract.

D) Inspection/Testing. The warranties set forth in subparagraphs A through C of this paragraph are not affected by inspection testing of or payment for the materials or services by the School District.

E) Exclusions. Except as otherwise set forth in this Contract, there are no express or implied warranties or merchant ability fitness.

F) Compliance with Applicable Laws The materials and services supplied under this Contract shall comply with all applicable federal, state and local laws, and the Contract shall maintain all applicable licenses and permits.

G) Survival of Rights and Obligations after Contract Expiration or Termination.

i) Contractor’s Representations and Warranties. All representations and warranties made by the Contractor under this Contract shall survive the expiration of termination hereof.

ii) Purchase Orders. The Contractor shall, in accordance with all terms and conditions of the Contract, fully perform and shall be obligated to comply with all purchase orders received by the Contractor prior to the expiration or termination hereof, unless otherwise directed in writing by the Procurement Offices, including, without limitation, all purchase orders received prior to but not fully performed and satisfied at the expiration or termination of this Contract.

7) School District’s Contractual Remedies

A) Right to Assurance. If the School District in good faith has reason to believe that the Contractor does not intend to, or is unable to perform or continue performing the Contract, the Procurement Officer may demand in writing that the Contractor give a written assurance of intent or ability to perform. Failure by the Contractor to provide written assurance within the number of days specified in the demand may, at the School District’s option, be the basis for terminating the Contract under the Uniform General Terms and Conditions.

B) Stop Work Order.

i) The School District may, at any time, by written order to the Contractor, require the Contractor to stop all or any part, of the work called for by this Contract for a period of up to ninety (90) days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage.

ii) If a stop work order issued under this clause is canceled or the period of the order or any extension expires, the Contractor shall resume work. The Procurement Officer shall make an equitable adjustment in the delivery schedule or Contract price, or both, and the Contract shall be amended in writing accordingly.

C) Non-exclusive Remedies. The rights and the remedies of the School District under this Contract are not exclusive.

D) Nonconforming Tender. Materials supplied under this Contract shall fully comply with the Contract. The delivery of materials or a portion of the materials in an installment that do not fully comply constitutes a breach of Contract. On delivery of nonconforming materials, the School District may terminate the Contract for default under applicable termination clauses in the Contract, exercise any of its remedies under the Uniform Commercial Code, or pursue any other right or remedy available to it.

E) Right to Offset. The School District shall be entitled to offset against any sums due the Contractor, any expenses or costs incurred by the School District or damages assessed by the School District concerning the Contractor’s nonconforming performance or failure to perform the Contract, including expenses, costs and damages described in the Uniform General Terms and Conditions.

8) Contract Termination

A) Cancellation for Conflict of Interest. The School District may cancel this Contract within three (3) years after Contract execution without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting, or creating the Contract on behalf of the School District entity is, or becomes at any time while the Contract or an extension the Contract is in effect, an employee of or a consultant to any other party to this Contract with respect to the subject matter of the Contract. The cancellation shall be effective when the Contractor receives written notice of the cancellation unless the notice specifies a later time.

B) Gratuities. The School District may, by written notice, terminate this Contract, in whole or in part, if the School District determines that employment or gratuity was offered or made by the Contractor or a representative of the Contractor to any officer or employee of the School District for the purpose of influencing the outcome of the procurement or securing the Contract, an Amendment to the Contract, or favorable treatment concerning the Contract, including the making of any determination or decision about Contract performance. The School District, in addition to any other rights or remedies, shall be entitled to recover exemplary damages in the amount of three (3) times the value of the gratuity offered by the Contractor.

C) Suspension or Debarment. The School District may, by written notice to the Contractor, immediately terminate this Contract if the school District determines that the Contractor has been disbarred, suspended or otherwise lawfully prohibited from participating in any public procurement activity, including but not limited to, being disapproved as a Subcontractor of any public procurement unit or other governmental body.

D) Termination for Convenience. The School District reserves the right to terminate the Contract, in whole or in part at any time, when in the best interests of the School District without penalty recourse. Upon receipt of the 60 day written notice, the Contractor shall immediately stop all work, as directed in the notice, notify all Subcontractors of the effective date of the termination and minimize all further costs to the School District. In the event of termination under this paragraph, all documents, data and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the School District. The Contractor shall be entitled to receive just and equitable compensation for work in progress, work completed, and materials accepted before the effective date of the termination.

E) Termination for Default

i) In addition to the rights reserved in the General Terms and Conditions, the School District reserves the right to terminate the Contract in whole or in part due to the failure of the Contractor to comply with any term or condition of the Contract, to acquire and maintain all required insurance policies, bonds, licenses and permits, or to make satisfactory progress in performing the Contract. The Procurement Officer shall provide written notice of the termination and the reasons for it to the Contractor.

ii) Upon termination under this paragraph, all documents, data and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the School District/public entity.

iii) The School District/public entity may, upon termination of this Contract, procure, on terms and in the manner that it deems appropriate, materials and services to replace those under this Contract. The Contractor shall be liable to the School District/public entity for any excess costs incurred by the School District/public entity reproducing the materials or services.

F) Continuation of Performance through Termination. The Contractor shall continue to perform, in accordance with the requirements of the Contract, up to the date of termination, as directed in the termination notice.

9) Gift Policy:

Floyd County Schools will accept no gifts, gratuities, or other items (exception of nominal dollar value) from vendors. Floyd County Schools has adopted a zero tolerance policy concerning vendor gifts. Floyd County Schools may request product samples from vendors for official evaluation with disposal of those said samples at the discretion of the Procurement Officer.

Contractor’s Employment Eligibility

By entering the contract, contractor warrants compliance the Federal Immigration and Nationality Act (FINA), and all other federal immigration laws and regulations.

The District may request verification of compliance from any contractor or subcontractor performing work under this contract. The District reserves the right to confirm compliance in accordance with applicable laws.

Should the District suspect or find that the contractor or any of its subcontractors are not in compliance, the District may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the contract for default, and suspension and/or debarment of the contractor. All costs necessary to verify compliance are the responsibility of the contractor.

10) Fingerprint & Checks

If required to provide services on a regular basis and contractor is likely to have independent access to or unsupervised contact with pupils, contractor shall submit all employees to a fingerprint background check. Fingerprint check should be be multi-state background check. Local only checks are not satisfactory. Company should have all background checks on file and avaibale for check by Floyd County Board employees. Futhermore, company agrees to, at the request of the school system, to remove any employee found to be a danger to its students.

Contractor, subcontractors, vendors and their employees shall not provide services on school district properties until authorized by the District.

No employee with the following should be allowed on Floyd County School’s property:

· An offense for which a defendant is required to register as a sex offender under Georgia Code Title 16, Chapter 6

· An equivalend offense under federal law or laws of another state

· Crimes involving moral turpitude including:

· Fraud or false pretenses in obtaining something of value

· Larceny or a misdemanor theft by taking

· Larceny after trust

· Murder

· Voluntary manslaughter

· Sale of narcotics or other illegal durgs

· Pattern of fialure to file federal tax returns

· Crimanal issuance of a bad check

· Making a flase report of a crime

Additionally, contractor shall comply with the governing body fingerprinting policies of each individual school district/public entity.

11) Contractors on Site

All contractors should check-in with front office of each school upon arrival and at the completion of work (or day end) to notify that crews have left the premises. Additionally, contractors must be in clearly identifable uniform with the company name clerly visible. Floyd County Schools will not issue badges for contractors.


Uniform Terms and Conditions


Rome GA 30161

706.234.1031

RFP: 19-160


Page 15 of 33

Remainder of Page Intentionally Blank

Special Instructions

1) Authority: This solicitation as well as any resultant contract is issued under the authority of the Procurement Department. No alteration on any resultant contract may be made without the express written approval of the Director of Procurement or Chief Financial Officer in the form of an official contract amendment. Any attempt to alter any contract without such approval is a violation of the contract and the School District Procurement Rules. Any such action is subject to legal and contractual remedies available to the District inclusive of, but not limited to, contract cancellation, suspension and/or debarment of the Offeror.

2) Contract Type: Fixed Annual Price Term with renewal option for 2 additional years. Pricing should hold through the renewal periods. This RFP pricing should be stable for a total of three (3) years. Renewal periods will be approved on a year to year basis.

3) Proposal Questions: Offerors who wish to submit questions regarding this RFP should submit their questions in writing to the purchasing agent listed below. All questions must be submitted by May 8, 2019 by 2:00 PM local time. Responses will be addressed in an Addendum to the RFP, if necessary. Addenda must be acknowledged where designated in the proposal. The purpose of the Addendum is to clarify, if necessary, the terms of this Request for Proposals, and to prevent any misunderstanding of the District’s intention in this matter. If anyone should have a discrepancy in, or omission from, the general terms and conditions of this Request for Proposals, or if in doubt as to their meaning, such matters should be presented in writing. Phone calls with questions or requests for information regarding the Request for Proposals will not be accepted. Oral statements or instructions will not constitute an response to this Request for Proposals. Please submit any questions or discrepancies to [email protected].

4) Addendums: Any and all addendums issued by the District must be acknowledged so the District knows you have taken the information provided in the addendum into consideration in your offer. Any and All addendums should be acknowledged on the Addendum Acknowledgement Form found on page 28.

5) District Reserves The Right To:

· Accept or reject any or all proposals

· Waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals.

· Before awarding the contract, to require Offeror(s) to submit evidence of qualifications or any other information the District may deem necessary.

· Prior to Governing Board approval, to cancel the RFP or portions thereof, without penalty.

· Accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District.

· The District reserves the right to reject any and/or all items proposed or awarded to multiple Offerors.

· Further negotiate any proposal, including price, with the highest rate Offeror under the Best and Final provision. If an agreement cannot be reached with the highest rated Offeror, the District reserves the right to negotiate and recommend award to the next highest Offeror or subsequent Offeror until an agreement is reached.

6) Contract Reference: All terms and conditions of this RFP, any addenda, Offeror’s submissions and negotiated terms, are incorporated into the contract by reference as set forth herein.

7) Deviations/Exceptions: Any deviations or exceptions to the RFP, must be clearly indicated as such on page 27. All services must be seamless to FCS who will continue to work with the designated provider.

8) Contingencies: The total purchase of all orders to be issued against contracts is not known, and Floyd County Schools will not be bound to purchase a minimum during any contract period. The information provided is an estimate of projected needs and are in no way guaranteed or implied. Payment will be made to successful bidder for actual services and quantity(s) ordered and received.

9) Familiarity Of Terms/Condition Of Solicitation: Offeror should become familiar with any local conditions, which may, in any manner, affect the services required. The Offeror(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these conditions.

10) Term Of Contract: It is the intent of the District to award a multi-year contract for the specified materials/services/products beginning July 1, 2019, and shall continue for a period of 1 year unless terminated, canceled or extended as otherwise provided herein. If all conditions are met during this initial one year period of time, this contract may be extended, if funding is available, for up to an additional four one-year contracts, for a total overall period of 5 years. However, no contract exists unless and until a purchase order is issued each fiscal year.

Conditions for renewal of the contract shall include, but not be limited to, satisfactory performance of services during the preceding contract term, ability to continue to provide satisfactory materials and/or services, continued adherence to the requirements of the proposal documents, and continued competitive prices for the services and/or products provided under the original contract.

11) Lobbying: offerors are hereby advised that lobbying is not permitted with any district personnel or board members related to or involved with this RFP until the administration's recommendation for award has been posted in the business office. All oral or written inquiries must be directed through the procurement department.

Lobby is defined as “any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and all other groups who seek to influence the Governmental Decision of a Board Member or ANY District Personnel after release and prior to the award of this contract by all entities.” Any Offeror or any individuals that lobby on behalf of Offeror during the time specified will result in the rejection and disqualification of said Offer.

12) Evaluation Schedule: The District intends to use the below schedule, however, it will not be held to this timeframe.

· April 17, 2019RFP released

· May 8, 2019Questions due

· May 17, 2019Proposals due no later than 2:00 PM Local Time

· July 1, 2019Contract begins

· June 30, 2020Contract ends

13) Evaluation: During the course of the selection process, all prospective companies are cautioned not to contact School Board Members or Selection Committee Members or attempt to persuade or promote through other channels.

The proposals will be initially evaluated for conforming to the requirements of the RFP by representatives of the District. All those responsible and responsive offers that meet the technical requirements will then be evaluated for pricing and specifications of services.

District representatives and any outside experts the District considers necessary shall evaluate the proposals. The District reserves the right to arrange for discussions to assist in making the selection.

Evaluation of the proposals will be based upon the following criteria (listed in the relative order of importance). Specific weighting may be used, but will not be required.

No.

Area of Evaluation

Points Available

1

Fees for services to be provided.

The purpose of the cost evaluation is to “normalize” the cost submittals. This is accomplished by calculating the score for each proposal by using the formula below. The cost proposal shall be evaluated on the total cost proposed for requested site services.

Lowest Proposer’s Cost / firms cost X number of points available = Score

Example: If lowest firms cost is $100 and firm A’s cost is $200 and total points available is 300, then the following is true for firm A.

(100/200) x 300 = 150 points

250

2

Previous experience of the firm in general as well as that of the individual(s) assigned to work with the District;

· Documentation of the firms experience with Georgia School Districts

· Documentation of key employees and their experience, training, along with any certifications and licenses

· Pending reviews or litigation from previous work

· Completed Training programs at each level

150

3

References;

· References were positive from the Performance Evaluation Survey Requests

· Firm has fair number of public/charter schools they currently service

120

4

Responsiveness of the proposal in clearly stating and understanding the scope of work, to include but not limited to;

· All required forms are complete, signed and notarized if applicable

· Proposal is “Tabbed as Requested” and easy to read

· Letter of Interest signed by authorized officer/owner

80

14) Discussions: After the initial receipt of proposals, the District reserves the option to conduct discussions with those Offerors who submit proposals determined by the District to be reasonably susceptible of being selected for award.

15) Best And Final Offers: If discussions are conducted, the District shall issue a written request for best and final offers. If the Offerors do not submit a notice of withdrawal or a best and final offer, the immediate previous offer will be construed as the best and final offer.

16) Award Basis: The successful Offeror will be determined by Evaluation Criteria including but not limited to pricing, or other value added services offered. Floyd County Schools reserves the right to award as many term contracts for the services as may be in the best interest of the District. Awards will not be made based on price alone.

Any deviation from the general terms and conditions or exceptions taken shall be described fully and appended to the proposal form on the Offeror's letterhead over the signature of the person signing the proposal form. Such appendages shall be considered part of the Offeror’s formal proposal. For the absence of any statements of deviation or exception, the proposal shall be accepted as in strict compliance with all terms and conditions.

If a contractor receives a proposal award, an order is placed and Offeror is unable to meet the delivery requirements, meet service requirements, or material that meets the Districts needs as outlined in this Request for Proposal, or is unable to hold proposal price, or fails to provide product or service within a reasonable period of time, AND/OR fails to provide product complying with proposal specifications, as determined by the District, the District reserves the right to go to the next lowest proposal price of equal quality which meets proposal specifications. If the proposal item delivered does not meet specifications or is received in an unsatisfactory condition and is in a damaged or unusable condition, or if service is unsatisfactory, Offeror must pick up item immediately and replace to each district’s satisfaction at no additional charge, or issue full credit, for service a return visit must be re-scheduled within 24 hours. Rejected items must be removed from the District’s premises by the Offeror upon verbal notification.

17) References: Each proposing firm shall send out a Performance Evaluation Survey (included with solicitation on page 26 to a minimum of 3 references (clients). The Performance Evaluation Survey is to be completed by your past and/or current clients, and they will in turn e-mail or mail them to the Floyd County Schools. To complete this process, fill out the top portion, (Date, To, Phone, Fax and your Firm name) of the Performance Evaluation Survey. E-mail or mail the form to your chosen clients. Each reference/client must be different (you cannot have multiple people evaluate from the same firm). The district is requesting that a minimum of three references be sent the Performance Evaluation Survey form.

18) Price Clauses: Prices shall be firm for first year of the term of the contract. Prices as stated must be complete for the services offered and shall include all associated costs, including delivery. DO NOT include sales tax on any item in the offer. Any increase in unit pricing for year two and all subsequent, must be fully documented, no greater than the amount listed on your pricing sheet, and submitted no later than 30 days prior to the renewal date. The request for increase will be reviewed by the District and a response issued within 15 days.

19) Price Reductions: Price reductions may be offered by submitting a request in writing to the District for consideration at any time during the contract period. The District at its own discretion may accept a price reduction but price increases will not be considered.

20) Examination Of Records: As a successful Offeror, your firm agrees that that any duly authorized District representatives may at any time during the term of this contract, have access to and the right to examine any directly pertinent books, documents, invoices, papers and records of contracts involving transactions related to this contract.

21) Delivery Of Services: Services must be received within times agreed to by the District and the Offeror. Decisions to compliance with contract services and times will be made by the District and shall be final. Any materials on this contract shall be delivered per the specifications and instructions.

22) Billing: Payment will be made only after submission of proper invoices as required by the District and within applicable State law and satisfactory acceptance of the services. The successful vendor(s) will be required to bill the District on an itemized invoice that indicates the materials and/or services purchased, using school or department, and the applicable District purchase order number. Invoices can be emailed to [email protected] or mailed to Floyd County Schools, Accounts Payable, 600 Riverside Parkway NE, Rome GA 30161, as shown on the purchase order. Any purchase order issued by Floyd County Schools will refer to the RFP number of this Proposal.

23) Proposal Format And Submittal Requirements

PROPOSAL FORMAT: One (1) original and two (2) copies of the proposal shall be submitted. The original copy of the proposal should be clearly labeled “ORIGINAL.” Floyd County Schools will not assume responsibility for any costs related to the preparation or submission of the Proposal. All proposals are required to be in typed format. This RFP is published in Microsoft Word format for ease of completing the proposal in digital format.

In order for your Proposal to be considered, the following information should be included in the numeric order listed. Proposals should be bound (ring binder, GBC bound, 3 prong folder) and include separating index tabs.

Index Tab 1 – Firm Information

a. Include a summary of Firm’s history (shall not exceed 2 pages). Include name, location(s), phone, fax, and website.

Index Tab 2 – Fee schedule

a. Completed cost sheets, Page 32.

b. Include any additional fees that may be charged to the District.

Index Tab 3 - Required Forms:

a. Firm Information

b. Drug Free Workplace

c. Deviations/Exceptions

d. Addendum Acknowledgment Form

e. Non-Collusion Affidavit

f. Offer and Acceptance Form

g. Completed W9

h. If the Firm requires the District to sign a separate contract in the event of an award, then a copy of the contract must be included.

i. Certificate of Insurance naming Floyd County Schools as additionally insured


Special Instructions


Rome GA 30161

706.234.1031

RFP: 19-160


Page 20 of 33

Remainder of Page is Intentionally Blank

Scope of Work and Specifications

Pest Elimination/Prevention Services in this bid shall include effective treatment as defined by Owner in every area of every location listed in this document. The Owner defines effective treatment for pest control to be the complete elimination and successful prevention of pest infestation. Pests to include but not be limited to the following: rodents, roaches, ants of all types, spiders, ticks, scorpions, centipedes, flying/stinging insects and small animals such as bats, snakes and birds. Termite treatment and prevention shall be included in this contract.

▪ Service calls and treatments should be performed at minimum once per month at all locations between the hours of 3:30 pm and 9:30 pm. Locations should not be occupied at the time of treatment. An exception to the entry time may be allowed in that some kitchens become available for treatment before 3:30 pm. Where this exception occurs, the café manager must be notified, and the application shall not begin sooner than 2:30 pm. Necessary precautions must be in place to adequately prevent the entry of students into the kitchen area and approved by the café manager. Access to all areas must be prearranged with the head custodian for the facility and the café manager for the kitchen.

▪ Each year of the contract, the supplier must meet with each Director of Facilities or his designee and Food Service Director or his/her designee to provide a complete service/treatment schedule for the facility/grounds and kitchen. The schedule is to include days with times of treatments and all chemicals used for that year of the contract.

▪ Additionally, each site and the Director of Facilities must receive Safety Data Sheets (SDS) for each chemical used and a treatment notice sign from the vendor so that it may be posted prior to treatment and remain posted for 24 hours after. Treatment notice signs should be clearly marked with re-entry and removal times.

▪ Annually, the successful vendor should obtain the system calendar from the Floyd County Schools website. Consideration must be given to holidays and closed days when scheduling. Alternate days for service must be planned accordingly. Noncompliance with the once per month minimum service call will not be excused due to schools being closed per the calendar.

▪ Each year of the contract, a copy of the vendor’s master plan showing the scheduled treatment dates for that year including all locations and copies of the Safety Data Sheets (SDS) for each chemical used shall be provided to the Facilities Department no later than the first day of school.

▪ Additionally, the vendor must provide a list of technicians to the Facilities Department that is kept up to date by emailing [email protected]. Technicians listed will be given a code to access keys for treatment for each visit. Keys will be obtained and returned to the Facilities Key Cabinet for each visit.

▪ This contract begins July 1, 2019. The successful vendor must gain control of pest problems before the beginning of school, August 1, 2019

▪ Regularly scheduled service calls must be made at a minimum every 30 days. Regularly scheduled service calls will include regular monitoring of baits. Additional service visits and/or treatments necessary to eliminate and prevent pest infestation must be conducted at no additional cost to the Owner. Unscheduled service calls must be made within 48 hours of receiving a call for service due to pest infestation.

▪ All pesticides and baits must be applied in compliance with manufacturer’s label directions and the Safety Data Sheets. Service technicians must comply with all rules of the Georgia Department of Agriculture Structural Pest Control Commission as outlined in Rule 620-7-.03 Treatment of Schools:

(1) All pesticide applications shall be made in a manner that minimizes the exposure of children or students to the pesticide.

(2) Pesticide application may be made to a room only if children or students are not expected to be present in the room for a minimum of three (3) hours after application. If the products label directions specify a longer reentry interval, then the longer reentry interval shall apply except as specified in Rule 620-7- .03(3).

(3) Insecticide baits and rodenticide baits in tamper-resistant containers or bait stations as well as botanical insecticides, insect growth regulators and insecticidal soaps may be applied at any time children or students are not present in a room. No reentry interval is required except if specified by the products label directions. These products may be applied to any open area or multi-purpose room if the area within ten (10) feet of the location is secured and no children or students are present within the secured area during the time of application.

(4) Pesticide applications may be made to outdoor school grounds if children or students are not expected to be present within twenty (20) feet of the application site at the time of application except as specified in Rule 620- 7-.03(5). These areas must be clearly marked to discourage entry and secured by a fence or other similar barrier stating the reentry interval. If the application site is not secured by a fence or other similar barrier, pesticide applications may be made to an outdoor school grounds only if children or students are not expected to be in the area for a minimum of three (3) hours after application. If the products label directions specify a longer reentry interval, then the longer reentry interval shall apply except as specified in Rule 620-7-.03(3). Such areas shall be clearly marked to discourage entry. All signs required by this section to discourage entry shall be consistent with the requirements of Rule 620-3-.02(1)(k)2.

(5) Insecticide baits and rodenticide baits in tamper resistant containers or bait stations as well as botanical insecticides, insect growth regulators and insecticidal soaps may be applied to outdoor school grounds anytime children or students are not present in the area. No reentry interval is required except if specified by the products label directions.

(6) All pesticide use dilutions must be prepared outside child or student occupied areas of buildings.

(7) All contracts for pest control service and all services provided must be consistent with any published pest management policy of that school system, college, university or licensed child daycare facility.

(8) In addition to the requirements of Rules 620-3-.02(1)(f) and 620-3- .02(1)(l) all pesticide use records and pesticide use statements for schools shall include the start and completion times, noting AM or PM, for all pesticide applications.

▪ Only the least toxic pesticides available should be used. Pesticides and baits must be safe for use around children and must not contain chemicals that are potentially neurotoxins, immunotoxins or carcinogens; however, pesticides and baits must be applied in the appropriate strength and location as to effectively eliminate/prevent pest infestation.

▪ Service calls should include inspection and monitoring of all areas at each location to determine the pest population and pest access points to the facility. If structural repairs and/or sanitation problems are causing pest infestation it is the vendor’s responsibility to make clear, specific recommendations to correct the problem. These recommendations are to be made by emailing [email protected] immediately as found. Noncompliance with pest control and elimination will not be excused due to untimely submission of recommendations for facility repairs and/or sanitation improvement.

▪ Facility grounds and athletic fields must also be inspected and monitored. Lawn spraying, broadcast ground treatment and outdoor perimeter treatment for ticks, fleas, fire ants, wasps, bees and hornets or any other biting, stinging insects should be conducted as required to maintain a reasonably pest free environment.

▪ Portable buildings are found at many locations and are included in this contract. The number of portable classrooms at each site is subject to change because the actual enrollment is not known until school begins.

▪ Areas at each school location to be serviced are: 1) the school café kitchen including: equipment, storage areas, laundry areas, closets, freezers, coolers, refrigerators, sculleries, cabinets, grease trap areas, docks and dumpsters; 2) the facility including: all dining rooms, home economic kitchens, restrooms, classrooms, offices, 3) the grounds, auxiliary buildings, athletic fields and concession buildings/stands.

▪ Areas at the Owner’s administrative buildings to be serviced include: all kitchens, break areas, restrooms, offices and meeting rooms.

▪ Areas at the Owner’s warehouse to be serviced includes: the warehouse storage areas, technology work areas, freezers, coolers, offices, restrooms, dock, dumpsters and delivery trucks.

CONTRACTUAL INTEGRITY:

· The successful bidder shall be the sole supplier for Pest Elimination/Prevention Services for the Owner and will be obligated to maintain the Owner’s required level of pest control at all the Owner’s sites listed in this document throughout the contract period.

· If at any time pests become a problem at an Owner’s location, it is the vendor’s responsibility to eliminate pests immediately and reestablish pest control within a maximum of three (3) working days at no additional cost. Default may result in cancellation of the contract and removal of supplier from the approved vendor list.

· Emergency situations involving pests, which affect employees’ or students’ ability to complete tasks, must be dealt with immediately and effectively.

· Random checking for pests within the Owner’s locations will be performed. If it is determined by the Owner authorized personnel that pests are not being eliminated or prevented as specified in this contract the supplier will receive written notice with thirty (30) calendar days to comply. At the end of that period if compliance has not been achieved the Owner may determine this contract to be null and void and remove the vendor's name from the bidder's list and restrict the company or any representative of the company from participating in future bids.

Firm Information

Firm Name:

Name of account representative:

Address of account representative:

E-Mail:

Phone:

Fax:

Firm Website:

Remit to address for purchase orders:

City

State

Zip

E-mail for purchase orders:

Fax for purchase orders:

Phone number for purchase orders

Remit to address for payments:

City

State

Zip

E-mail for payments:

Fax for payments:

Phone number for payments

Discount if invoices are paid within 10 days of receipt:

%

Discount if invoices are paid by the tenth of the month following receipt:

%

Will you accept invoice payment by credit card?

|_| Yes |_| No

If Yes, is there any associated fee?

|_| Yes |_| No

If yes, amount of fee?

Do you offer an additional discount with use of credit card?

|_| Yes |_| No


Firm Information


Rome GA 30161

706.234.1031

RFP: 19-160


Page 24 of 33

Drug Free Workplace

Preference must be given to vendors submitting a certification with their bid/proposal certifying they have a drug-free workplace. The special condition is as follows:

IDENTICAL TIE PROPOSALS - Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids, which are equal with respect to price, quality, and service for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program, a business shall:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifies the actions that will be taken against employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

7) As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

COMPANY NAME: __ ______________________________________

VENDOR'S SIGNATURE: _______________________________________

Must be executed and returned with attached proposal to be considered.

Floyd County Board of Education

Drug Free Workplace


Rome GA 30161

706.234.1031

RFP: 16-600

PROJECT: Outsourced Custodial Services

Page 26 of 33


Drug Free Workplace Affidavit


Rome GA 30161

706.234.1031

RFP: 19-160


Page 25 of 33

Business Name of Reference:

To the Attention of:

Phone Number:

Fax Number:

E-mail address:

Performance Evaluation Survey of:(Offeror Name)

Subject:

Pest Control

To Whom It May Concern:

Floyd County Schools has implemented a process that collects information on vendors. The information will be used to assist the District in the evaluation to determine responsive and responsible procurement of the above firm.

The Firm listed above has chosen to participate in this program. They have listed you as a past and/or present client that they have provided services for. Both the Firm and Floyd County Schools would greatly appreciate you taking the time to complete the accompanying survey.

Please evaluate and score the Performance of the Firm between 1 and 10. (10 means-you are Always satisfied and have no question about hiring them again, 5 means- you are Sometimes satisfied, and 1 means- you are very Dissatisfied and would never hire them again because of very poor performance). If you do not have sufficient knowledge of performance in a particular area please state “unknown.”

No.

Criteria

Score

(1 to 10)

1

Ability to overcome any startup issues

2

Ability to keep site and assets secure

3

Care given to District owned property and facilities

4

Ability to communicate with your entity

5

Consistency of their services day-in and day-out

6

Knowledge and experience of assigned staff

7

Cost increases were fair and acceptable

8

Overall customer satisfaction based on performance (comfort level in using vendor again)

Total Points

Thank you for your time and effort in assisting the vendor in this important endeavor. Please email this questionnaire to [email protected] or mail to Floyd County Board of Education, Attn: Pam Hastings by May 15, 2019 by 4:30 PM (end of business).

Signature

Date

Printed Name

Title


Performance Evaluation Survey Request


Rome GA 30161

706.234.1031

RFP: 16-600


Page 27 of 33


Performance Evaluation Survey


Rome GA 30161

706.234.1031

RFP: 19-160


Page 26 of 33

Deviations / Exceptions

List any deviation or exception for any item listed in this RFP. The item number must be listed and the page it is found on. Any deviation/exception or inability of the provider to handle that particular item must be clearly and fully stated. Failure to show specific deviations indicates full compliance with the RFP.


Deviations and Exceptions


Rome GA 30161

706.234.1031

RFP: 16-600


Page 28 of 33


Deviations / Exceptions


Rome GA 30161

706.234.1031

RFP: 19-160


Page 27 of 33


Addendum Acknowledgement Form

This page is used to acknowledge any and all addendums that might be issued. Your signature indicates that you took the information provided in the addendums into consideration when providing your complete response.

Please sign and date:

ADDENDUM NO. 1 Acknowledgement

Signature

Date


Signature

Date


Signature

Date

Firm

Authorized Signature


Addendum Acknowledgement


Rome GA 30161

706.234.1031

RFP: 16-600


Page 29 of 33


Addendum Acknowledgements


Rome GA 30161

706.234.1031

RFP: 19-160


Page 28 of 33

Non-Collusion Affidavit

State of

)

) ss.

County of

)

, affiant,

(Print Name of Person Authorized to Sign Offer)

the

(Title)

(Company Name)

the persons, corporation, or company who makes the accompanying Proposal, having first been duly sworn, deposes and says:

That such Proposal is genuine and not sham or collusive, nor made in the interest of, or behalf of, any persons not herein named, and that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm or corporation to refrain from offering, and that the Offeror has not in any manner sought by collusion to secure for itself an advantage over any other Offeror.

(Signature of Person Authorized to Sign Offer)

(Title)

Subscribed and sworn to before me

this

day of

, 2016

Signature of Notary Public in and for the

State of

County of




Rome GA 30161

706.234.1031

RFP: 16-600


Page 30 of 33




Rome GA 30161

706.234.1031

RFP: 19-160


Page 29 of 31

The Undersigned hereby offers and agrees to furnish the material, service or construction in compliance with all terms, conditions, specifications, and amendments in the Solicitation and any written exceptions in the offer.

Company Info:

For Clarification of this Offer, contact:

Company Name:

Name:

Federal Employer Identification No.

Phone:

Street Address:

Fax:

City:

E-mail:

State

Zip

Signature of Person Authorized to Sign Offer

Printed Name of Person Authorized to Sign Offer

Title

CERTIFICATION

By signature in the Offer section above, the bidder certifies:

1. The submission of the offer did not involve collusion or other anti-competitive practices.

2. The bidder shall not discriminate against any employee or applicant for employment in violation of Federal Executive Order 75.5.

3. The offer complies and maintains compliance with immigration laws, which requires compliance with federal immigration laws by State Employers, State contractors and State subcontractors in accordance with the E-Verify Employee Eligibility Verification Program.

4. The bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause shall result in rejection of the offer. Signing the offer with a false statement shall void the offer, any resulting contract and may be subject to legal remedies provided by law.

5. In accordance with Georgia law, the offeror shall comply with fingerprinting requirements unless otherwise exempted.

ACCEPTANCE OF OFFER

The offer is hereby accepted.

The Contractor is now bound to sell the materials or services listed by the attached contract and based upon the solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the school district/public entity.

This contract shall henceforth be referred to as Contract No.

The Contractor is cautioned not to commence any billable work or to provide any material or service under this contract until Contractor receives purchase order, contract release document, or written notice to proceed.

Awarded this day of 20___.

Authorized signature of the District


Offer and Acceptance Form


Rome GA 30165

706.234.1031

RFP: 16-600


Page 31 of 33


Acceptance Offer Form


Rome GA 30161

706.234.1031

RFP: 19-160


Page 30 of 30


Request for W-9


Rome GA 30161

706.234.1031

RFP: 16-600


Page 32 of 33


Request for Taxpayer Identification Number


Rome GA 30161

706.234.1031

RFP: 19-160


Page 31 of 33

Example

Please provide costs associated with providing the following:

A:

Annual price for treatment as outlined in RFP; to be billed in 12 monthly installments

$

B.

Termite treatment (per linear foot)

$ /lft

C.

Fixed rate for treatment of pest outside of routine contract items including, but not limited to: Ants, Wasps, Hornets, Bird, “Critters”, etc. Refer to page 21.

$

D.

Is there a discount for payment in full?

If there is a discount, what is the amount of discount?

$

Please describe warranty information on work and service:



Pricing / Fee Sheet


Rome GA 30161

706.234.1031

RFP: 19-160


Page 32 of 33

Appendix A - Site Addresses


Appendix A


Rome GA 30161

706.234.1031

RFP: 19-160


Page 33 of 33

Board of Education600 Riverside ParkwayRome, GA 30161

Maintenance/Print Shop600 Riverside ParkwayRome, GA 30161

Alto Park Elementary528 Burnett Ferry Rd.Rome, GA 30165

Armuchee Elementary5075 Martha Berry HwyRome, GA 30165

Armuchee Middle471 Floyd Springs Rd.Armuchee, GA 30105

Armuchee High4203 Martha Berry HwyRome, GA 30165

Cave Spring Elementary13 Rome RoadCave Spring, GA 30124

Coosa Middle212 Eagle Dr. NWRome, GA 30165

Coosa High4454 Alabama HwyRome, GA 30165

College & Career Academy100 Tom Poe Dr.Rome, GA 30161

Garden Lakes Elementary2903 Garden Lakes Blvd.Rome, GA 30165

Glenwood Primary75 Glenwood School Rd.Rome, GA 30165

Johnson Elementary1839 Morrison Campground Rd.Rome, GA 30161

McHenry Primary*100 McHenry Dr.Rome, GA 30161

Model Elementary3200 Calhoun Hwy.Rome, GA 30161

Model Middle164 Barron Rd, NERome, GA 30161

Model High3252 Calhoun HwyRome, GA 30161

Pepperell Primary1 Dragon Dr.Lindale, GA 30147

Pepperell Elementary270 Hughes Dairy Rd.Lindale, GA 30147

Pepperell Middle**200 Hughes Dairy Rd.Lindale, GA 30147

Pepperell High3 Dragon Dr.Lindale, GA 30147

*This location will serve as Pepperell Middle School during the 2019-2020 school year.

**This location will be under construction during the 2019-2020 school year.

Date post:	11-Oct-2020
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