QUOTE COVER SHEET SCHOOL NUTRITION DIGITAL SIGNAGE AND ...

HELEN MINCHEW President

864 Broad Street ? 4th Floor Augusta, Georgia 30901 ? 1215 (706) 826-1000 Fax: (706) 826-4612

ANGELA D. PRINGLE, Ed.D. Superintendent of Schools

C. GENE SPIRES, CPA Controller

QUOTE COVER SHEET

SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR SCHOOL MENUS RFP #16-756

Date: Vendor Name: Address:

Phone: Fax: Email:

Bid Total (if lump sum):

Bid Bond Attached: (If Applicable)

Yes No

Addendum(s) Acknowledged: (If Applicable)

Yes

#

No

HELEN MINCHEW President

864 Broad Street ? 4th Floor Augusta, Georgia 30901 ? 1215 (706) 826-1000 Fax: (706) 826-4612

ANGELA D. PRINGLE, Ed.D. Superintendent of Schools

C. GENE SPIRES, CPA Controller

TO: DEALERS IN DIGITAL SIGNAGE AND SOFTWARE

FROM: RICHMOND COUNTY BOARD OF EDUCATION

DATE: May 9, 2016

SUBJECT: SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR SCHOOL MENUS RFP #16-756

You are invited to contract with the County Board of Education of Richmond County, Georgia, (herein after referred to as "Richmond County School System", "RCSS" or "Owner") to provide School Nutrition Digital Signage and Software for School Menus. Items will be F.O.B., Augusta, Georgia, marked for and delivered to each designated Richmond County School, and marked to the attention of the Principal.

STANDARD TERMS AND CONDITIONS

1) TIME AND PLACE: Bids will be received by the Richmond County School System until 3:00 p.m. EST, on Wednesday, June 8, 2016, at 864 Broad Street, Augusta, Georgia 30901.

2) LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor's risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor.

3) BID FORM: All bids must be submitted on the Quote Form. All blank spaces for bid prices must be filled in with ink or typewritten.

RICHMOND COUNTY SCHOOL SYSTEM MAY 9, 2016 PAGE 3 OF 17

DEPARTMENT OF SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR

SCHOOL MENUS RFQ #16-756

4) SEALED PROPOSAL REQUIREMENT: Each proposal must be submitted in a sealed envelope addressed to Dr. Angela D. Pringle, Superintendent of Schools, c/o Mr. C. Gene Spires, Controller, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901. Each sealed envelope containing a bid must be plainly marked on the outside

"SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR SCHOOL MENUS RFP #16-756" and the envelope must bear on the outside the name and

complete address of the vendor. If forwarded by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed to Dr. Angela D. Pringle, Superintendent of Schools, c/o Mr. C. Gene Spires, Controller, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901, RFP #16-756.

5) DELIVERY AND FREIGHT REQUIREMENTS: Unit cost will include all freight, fuel surcharges, delivery charges and any additional charges with delivery being made to each designated Richmond County School as specified. THIS DEPARTMENT WILL NOT ACCEPT ANY OVER OR UNDER SHIPMENTS.

6) WARRANTY: The successful vendor will provide to the Richmond County School System, in writing, a warranty to replace at no expense to Richmond County schools.

7) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all proposals for use by the Richmond County School System.

The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous proposals or proposals which are uncertain as to terms or compliance with specifications.

8) RIGHT TO RE-BID: The Richmond County School System reserves the right to reject any and all bids. The right is reserved to reject any and all quotations, to omit any items called for or to accept the bid deemed best for the Richmond County School System.

9) NON-WITHDRAWAL PERIOD: Only in the event of circumstances beyond a bidder/vendor's control will a bidder/vendor be allowed to withdraw the bid for a specific product (entire bids may not be withdrawn). Should this become necessary, the following procedure must be followed:

a. The bidder/vendor must immediately notify the School Nutrition Program Department in writing with an explanation of the reason for requesting permission to withdraw the bid of the product in question. The School Nutrition Program Department will verify the situation and will drop the bidder/vendor from the current bid list for the product in question.

b. Failure to notify the School Nutrition Program will result in the company's automatic

RICHMOND COUNTY SCHOOL SYSTEM MAY 9, 2016 PAGE 4 OF 17

DEPARTMENT OF SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR

SCHOOL MENUS RFQ #16-756

removal from the current bid list. All action taken will be documented and filed. c. In the event of action being necessary, the Richmond County School System reserves

the right to select a source of the product from the original bids submitted. d. Bidders should be careful when submitting their bids. Incorrect or careless price

quotations in bids may not be sufficient basis to allow withdrawal of a bid.

10) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year:

202-2-506 (b) (1)

"Pursuant to O.C.G.A. ? 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract. This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.

11) JURISDICTION AND VENUE: "This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.

12) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity. The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. ?35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT "B" for Sex Offender Acknowledgement Form.

RICHMOND COUNTY SCHOOL SYSTEM MAY 9, 2016 PAGE 5 OF 17

DEPARTMENT OF SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR

SCHOOL MENUS RFQ #16-756

13) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. ? 41-4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. ? 23-214, Subsection A. (That subsection reads: "After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT "C" for E-Verify Affidavit Form.

14) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

15) AWARD METHOD: The Richmond County School System reserves the right to reject any and all bids in whole or part, and/or to accept the bids that in its judgment will be in the best interest of the RCSS School Nutrition Program.

16) TIME OF THE ESSENCE: Failure of the successful vendor to perform contracted service or deliver specified products within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs, may be removed from the Richmond County School System's bid list.

17) CONDITIONS ALLOWING FOR REMOVAL FROM BID LIST: Any of the following conditions, depending on severity, may cause removal from the bid list: a. Failure to meet performance guaranties b. Failure to meet warranty requirements c. Failure to meet time limitations d. Attempt to deliver substitutions e. Failure to make timely deliveries f. Failure to post bid bonds g. Failure to comply with the terms of the contract because of a misquote other than an obvious typing error or obvious low or high bids

18) BID LIST: The Richmond County School System maintains a bid list for many categories that are let for bid each year. Please contact Ms. Cecilia Perkins in the Business Office at (706) 826-1298 if you have questions concerning the bid list.

RICHMOND COUNTY SCHOOL SYSTEM MAY 9, 2016 PAGE 6 OF 17

DEPARTMENT OF SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR

SCHOOL MENUS RFQ #16-756

19) NONDISCRIMINATION CLAUSE: The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employers, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities.)

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at or at any USDA office, or call (866) 632-9992 to request the form. You many also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@.

Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (in Spanish).

USDA is an equal opportunity provider and employer.

20) CERTIFICATION REGARDING DEBARMENT: The vendor certifies, by submitting proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any governmental agency. Signed certification regarding lobbying; debarment, suspension and other responsibility matters; and drug-free work place requirements form (ATTACHMENT "A") must be completed and submitted with the vendor's proposal quotes.

21) INSPECTION: All items shall be subject to inspection upon arrival at destination. If any items are found defective or otherwise not in conformity with the specification requirements, the school system shall have the right to reject such articles, with no cost to the school system. Further, it will be the responsibility of the vendor to defray any cost involved in the delivery and return of rejected articles.

22) PRICING: All pricing must be guaranteed for five (3) years (unless otherwise specified). Any request for price adjustment must be made a minimum of 30 days prior to the effective date, must be supported by sufficient documentation to justify price changes. Any such adjustment to the contract will not be effective unless approved by the Board of Education.

23) BILLING: All invoices for the School Nutrition Digital Signage and Software for School Menus are to be sent to the School Nutrition Department, ATTENTION: Ms. Kelly Schlein, 864 Broad Street, 2nd Floor, Augusta, GA 30901.

RICHMOND COUNTY SCHOOL SYSTEM MAY 9, 2016 PAGE 7 OF 17

DEPARTMENT OF SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR

SCHOOL MENUS RFQ #16-756

CONDITIONS FOR PAYMENT: All items and terms must be as specified. Vendors cannot vary the terms of the specification. Additionally, Richmond County School System shall be allowed not less than thirty (30) working days to receive, verify delivery, and process payment to all vendors. Payment shall not be made on purchase orders until all items and terms have been verified as meeting bid specifications and received in acceptable condition.

27) SERVICE REQUIREMENT: The successful vendor agrees to accomplish all work covered by these specifications.

28) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

29) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING THIS REQUEST FOR PROPOSAL: All communications concerning this request for proposal must be submitted in writing by fax or electronic mail to:

Richmond County School System Attn: Ms. Cecilia Perkins Business Office 864 Broad Street Augusta, Georgia 30901 Fax #706-826-4612 Email perkice@boe.richmond.k12.ga.us

Only written questions submitted by fax or email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

Originating departments may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business MAY 31, 2016, 5:00 P.M.

30) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the Business Office and will be distributed by fax or email to all participating vendors. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating vendor and attached to their response form.

31) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

RICHMOND COUNTY SCHOOL SYSTEM MAY 9, 2016 PAGE 8 OF 17

DEPARTMENT OF SCHOOL NUTRITION DIGITAL SIGNAGE AND SOFTWARE FOR

SCHOOL MENUS RFQ #16-756

FURTHER REQUIREMENTS: The successful bidder or bidders must:

1. Comply with Executive Order 11246, entitled "Equal Employment Opportunity" as amended by Executive order 11375 and as supplemented in the Department of Labor regulations.

2. Meet regulations relating to energy efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy and Conservation Act (PL 94-165).

3. Allow access by duly authorized representatives of the School Food Authority State Agency, United States Department of Agriculture Comptroller General to any books, documents, papers and records which are directly pertinent to this contract.

4. Maintain all required records for three (3) years after final payment and all other pending matters are closed.

5. Signed certification regarding lobbying; debarment, suspension and other responsibility matters; and drug-free work place requirements. (ATTACHMENT "A"). This form must be completed and submitted with the vendor's proposal quotes.

Vendors shall not submit a proposal for the contract if a conflict of interest real or apparent, would be involved. Conflicts of interest arise when any of the following has a financial or other interest in the firm:

a. An employee, officer or agent of the local school system. b. Any member of the immediate family of the above named persons c. The partner of any of the above named persons

The undersigned offers and agrees to furnish those items for which bids are awarded (1) at the quoted prices, (2) in the required quantities, (3) of the quality defined by the specifications, and (4) will deliver said products to the school location designated.

This contract shall be binding for the period stipulated on the quotation sheet. Termination of this contract will be immediate if the contractor fails to meet the requirements established herein. Any other termination shall be accepted only upon the written agreement of both parties. Failure to comply with this agreement may result in a bidder's/vendor's name being removed from the list of approved bidders.

By submitting this bid, the undersigned bidder certifies they have read, understand, and agree to the foregoing conditions.

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