Band Uniforms(Annual Contract)

SCODSS [ ~ Savannah-Chatham County Public School System 208 Buil Street / Savannah, Georgia 31401 / (912) 395-5600 March 31, 2024 Ladies and Gentlemen: The Savannah-Chatham County Public School System (SCCPSS") would like to take this opportunity to announce that it is requesting proposals for RFP 24-21 Band Uniforms (Annual Contract). Enclosed is a Request for Proposals ("RFP") packet, which provides instructions for the submission of proposals and identifies the goods and/or services requested by the SCCPSS. All proposals should be submitted electronically in the PDF format by email to the following SCCPSS Purchasing Department email address: purchasing@sccpss.com. Proposals will be accepted prior to the deadline, Tuesday, April 30, 2024, at 2:00:00 p.m. (ET). Time is of the essence, and any proposal received on or after this deadline for submission will not be accepted. Offerors are responsible for ensuring that their

proposals are timely received and stamped by Purchasing Department personnel, If an Offeror does not receive an email confirmation that its proposal has been received and registered between 9:00:00 a.m. (ET) and 5:00:00 p.m. (ET) on the day the proposal is sent or prior to the deadline for proposal submissions on the date proposal submissions are due, then the Offeror should email or call the Purchasing Department at (912) 395-5572 to confirm receipt. While SCCPSS will accept all proposals received by the purchasing@sccpss.com email account before the deadline, offerors should not wait until the last minute to submit proposals. It shail not be sufficient to show that the proposal was sent by email before the scheduled deadline. Any proposal not received by the District by 01:59:59:99 p.m. (ET) will be rejected. All emails transmitting proposals must contain the following information in the subject line in Upper case: PROPOSAL FROM [OFFERORS NAME], PROPOSAL NUMBER, PROPOSAL NAME, CONFIDENTIAL UNTIL CLOSING DATE AND TIME. A copy of the proposal register will be posted to the District's website after the closing date. Please include with your proposal all documents requested by this solicitation, including, but not limited to, a copy of your firm's current business license and certificate of insurance. Failure to include all of the information and/or documents requested by this solicitation could result in the Offerors submittal not being considered by the SCCPSS. If you have any questions concerning this solicitation, please submit them in writing to Alicia Williams, Purchasing Agent at purchasing@sccpss.com. Please note that all communications relating to this solicitation must be directed to the Purchasing Department pursuant to SCCPSS policy. If an offeror is unable to submit a proposal at this time but would like to remain on the list of potential vendors for the SCGPSS, please complete and return only the No Proposal Statement Form included with this RFP packet to purchasing@sccpss.com, with the Proposal Number, Name and No Proposal Statement in the subject line. Thank you for your interest in providing goods and services to the SCCPSS. Sincerely, Senior Purchasing Director Mission - To ignite a passion for learning and teaching at high levels. Vision - From school to the world: All students prepared for productive futures AN EQUAL OPPORTUNITY EMPLOYER RFP 24-21 Band Uniforms (Annual Contract) | Page 1 Based on SCCPSS General RFP Template 4/4/2022 REQUEST FOR PROPOSAL (RFP): #24-21 Band Uniforms (Annual Contract) l_ INTRODUCTION The Board of Public Education for the City of Savannah and the County of Chatham (the District), the body corporate responsible for public education in Chatham County, which is commonly known as the Savannah-Chatham County Public School System (SCCPSS"), seeks sealed proposals as specified in this Request for Proposals (RFP) RFP 24-21 Band Uniforms (Annual Contract). it is worth noting at the outset that the competitive sealed proposal (RFP) process differs from competitive sealed bidding in two important ways: 1) It permits discussions with competing Offerors and changes in their proposal, including price; and 2) It allows comparative judgmental evaluations to be made on various criteria (in addition to cost) for the award of the contract. Vendors who wish to be awarded a contract by the District to provide the goods and/or services requested by this RFP shall be referred to herein as the Offeror(s) or Bidder(s). To be considered for an award of a contract under this RFP, Offerors should carefully read this solicitation document, and all of the forms, product specifications, service requirements, contract documents, or other materials that may be attached hereto or referenced herein. This RFP and the associated documents identify the goods/and or services requested by the District, contain the instructions for preparing and submitting proposals, and outline the process by which the District will award a contract for those goods and/or services if it decides to award a contract at all. Il. GENERAL TERMS AND CONDITIONS FOR THIS RFP A A Cone of Silence Applies to this RFP. A Cone of Silence is imposed upon this RFP after advertising and terminates at the time the District awards a contract. Except as specifically set forth below, the Cone of Silence prohibits any communications in any form (whether written, oral, or electronic) by, or on behalf of, a prospective Offeror for this solicitation, including any persons affiliated with or in any way related to a prospective Offeror, with any District employee, any member of the elected Board of Education that serves as the District's governing body, the Superintendent or her staff, and any other persons involved in evaluating the proposal, such as program managers or members of any selection committee. The Cone of Silence is intended to prohibit lobbying for, or against, a particular Offeror or Offerors and to prevent prospective Offerors from circumventing the process for selection set forth in this RFP. The Cone of Silence does not apply to oral communications with the Director of Purchasing, or the Director of Purchasings designees, at pre-proposal conferences, site visits (as applicable), presentations before selection committees, contract negotiations with offerors selected for the award, or at other times expressly allowed by this solicitation. Written communications expressly authorized by this solicitation, such as (1) the submission of the proposal itself, (2) requests for interpretation, requests for material substitutions, protests, or similar inquiries to the purchasing department, (3) documents circulated at oral presentations before selection committees, or (4) documents circulated in connection with contract negotiations with the offeror(s) selected for award are also permitted in communication with the Director of Purchasing or the Director of Purchasings designees. The Cone of Silence does not apply to presentations allowed by Board policy or to the Board of Education at a duly called public meeting. In addition to any other penalties provided by law, violation of the Cone of Silence by any offeror may result in the rejection of the offeror's response and disqualify the offeror from being awarded any contract as a result of this solicitation. Any person having personal knowledge of a violation of these provisions shall immediately report such violations to the District's Purchasing Department. RFP 24-21 Band Uniforms (Annual Contract) | Page 2 Based on SCCPSS General RFP Template 4/4/2022 B The Goods and/or Services Requested by the District. The goods and/or services requested by the District in this RFP are described in more detail in Attachment A- Goods and/or Services Requested, Format of Proposals, Evaluation Criteria for Award, and Contract Requirements, which is incorporated into this RFP by this reference. c The Advertising Dates for this RFP. This RFP is being advertised on the Purchasing Department page of the SCCPSS website, www.sccpss.com, from March 31, 2024, until the deadline for submitting proposals. This RFP is also being advertised on the Georgia Procurement Registry (GPR) from April 1, 2024, until the deadline for submitting proposals, This Request for Proposals (RFP) is also being advertised in the Savannah Morning News, the newspaper for legal notices in Chatham County, on the following dates: Sunday, March 31, 2024 and Sunday, Aprii 14, 2024 No pre-proposal conference is scheduled for this RFP. The Deadline for Submitting Proposals in Response to this RFP. The deadline for submitting any proposals in response to this RFP, unless extended by the District, shall be: 02:00:00 p.m. (ET): on Tuesday, April 30, 2024. Time is of the essence, and any proposal received on or after this deadline for submission will not be accepted. Offerors are responsible for ensuring that their proposals are timely received and stamped by Purchasing Department personnel. If an Offeror does not receive an email confirmation that its proposal has been received and registered between 9:00:00 a.m. (ET) and 5:00:00 p.m. (ET) on the day the proposal is sent or prior to the deadline for proposal submissions on the date proposal submissions are due, then the Offeror should email or call the Purchasing Department at (912) 395- 5572 to confirm receipt. While SCCPSS will accept all proposals received by the purchasing@sccpss.com email account by 01:59:59:99 p.m. (ET) on April 30, 2024 offerors should not wait until the last minute to submit proposals. It shall not be sufficient to show that the Proposal was sent to email before the scheduled deadline. Any proposal not received by 01:59:59:99 p.m. (ET) on April 30, 2024, will be rejected. This deadline may be extended for all prospective offerors within the discretion of the Director of the Purchasing Department or her designee for any reason. A non-exclusive list of reasons why the deadline may be extended includes the issuance of addenda to this RFP or the associated specifications, a total absence of proposals, District closure due to inclement weather, etc. The Director of the Purchasing Department will either extend the deadline for all offerors or not all. Offerors may withdraw proposals at any time up to the scheduled time for receipt of proposals. Offerors may resubmit proposals provided it is prior to the scheduled time for receipt of proposals. Proposals can only be modified after the submission deadline to the extent allowed by the District. Care should be taken to ensure that the information provided is accurate, complete, and consistent. Omission of any of the required information may subject the Offeror to disqualification. The District reserves the right to request information from Offerors. An Offerors failure to return requested information may result in the rejection the of Offerors proposal as non-responsive. RFP 24-21 Band Uniforms (Annual Contract) | Page 3 Based on SCCPSS General RFP Template 4/4/2022 F Procedure for Delivery and Submission of Proposals and Withdrawal of Proposals. Offerors shall timely deliver Proposals by email to purchasing@sccpss.com. The proposal and all required forms shali be submitted as PDF documents attached to the email. All fee proposals will be written as outlined on the fee proposal form provided herein and submitted as a separate PDF file labeled RFP [INSERT RFP Number] Fee Proposal. NO FEES OR SERVICE COSTS SHALL BE IDENTIFIED OR DISCUSSED WITHIN THE TECHNICAL PROPOSAL DOCUMENT, OR DURING ANY FIRM INTERVIEWS IF CONDUCTED. Ail emaiis transmitting proposals must contain the following information in the subject line in Upper case: PROPOSAL FROM [OFFERORS NAME], RFP NUMBER, RFP NAME, CONFIDENTIAL UNTIL CLOSING DATE AND TIME. Please include with your proposal all documents requested by this solicitation, including, but not limited to, a copy of your firms current business license and certificate of insurance. Failure to include all of the information and/or documents requested by this solicitation could result in the Offerors submittal not being considered by the SCCPSS. If a required form has a signature block for a notary, please sign that form in the presence of a notary and have the form notarized. To withdraw a proposal prior to the scheduled deadline, please email purchasing@sccpss.com. All withdrawal emails must contain the subject line Withdrawal of Proposal by [Offerors Name]- Proposal Number-Proposal Name. Proposals may not be withdrawn after the scheduled deadline for proposal submissions, except as allowed by law with the consent of the District. Reasonable abbreviations of the Offerors Name and the RFP Name that clearly identify the offeror and the solicitation while reducing the length of the subject line of the email will be accepted. Whether an abbreviation is reasonable and clearly identifies the offeror and the solicitation shail be determined at the sole discretion of the District. G Receipt and Tabulation of Proposals. Proposals and modifications shall be time-stamped by the Purchasing Department upon receipt and the PDF saved to a limited access computer file prior to the submission deadline where it will be kept confidential until proposal registration, unless sooner withdrawn by an Offeror as allowed by this solicitation. Proposals formally withdrawn prior to proposal registration will not be officially opened or considered but may be maintained by the District for its record-keeping purposes. After the deadline for proposal submissions, proposals will be publicly registered, and the proposal register will be posted publicly on the District's website. Proposals and modifications will then be shown only to Board agents having a legitimate interest in the solicitation, which may include outside consultants engaged by the District to participate in the proposal evaluation process. Only after the award of the contract shall proposals be open to public inspection. If this RFP is canceled before the award of a contract, the District will retain, but not make open to public inspection, copies of the proposals it received to help preserve the competitiveness of a future solicitation process for the same goods and services until the District completes the purchase of the goods and/or services requested in this solicitation or decides not to purchase them at all in the near future. H. Timely-filed, Signed Proposals Considered an Offer. An Offeror's timely-filed, signed proposal shall be considered an offer on the part of the offeror which may become a binding contract on the Offeror if accepted by the District at the conclusion of the proposal RFP 24-21 Band Uniforms (Annual Contract) | Page 4 Based on SCCPSS General RFP Template 4/4/2022 evaluation process. By submitting a proposal in response to this RFP, Offeror agrees that the proposal will remain open for acceptance by the District for at least ninety (90) days without any changes in terms or pricing. In the event that the Offeror refuses to perform its promises made in its offer after acceptance by the District, the District may take such action as it deems appropriate to redress the Offerors failure to perform, including legal! action for damages or equitable relief, including specific performance, for the Offerors lack of required performance. | Non-Response by Prospective Offerors. lf an Offeror does not wish to submit a proposal in response to this RFP but would like to remain on the list of potential vendors for the District, please complete and return only the No Proposal Statement Form included with this RFP packet to purchasing@sccpss.com. J Form and Formatting of Proposals. The form and formatting requirements for proposals requested by this RFP are described in Attachment A- Goods and/or Services Requested, Format of Proposals, Evaluation Criteria for Award, and Contract Requirements and in the attached Proposal Form. K. Bid Bonds. A bid bond IS NOT required with the offerors proposal for this RFP. Performance and Payment Bonds. Payment and Performance bods ARE NOT required for this RFP. Offerors Essential Credentials and Business Structure to be considered a Responsible Offeror. To even be considered for a possible award of a contract for the goods and/or services requested by this RFP, an Offeror must be deemed a responsible Offeror by the District's Purchasing Department. To be considered a responsible Offeror for the purpose of this RFP, an Offeror must be licensed and have the capacity to provide the goods and/or perform the services requested by this RFP and must be able to meet the minimum licensing, bonding, insurance, and contractual requirements of this RFP. The District reserves the right to request an Offeror provide additional information or documentation to demonstrate that it is a responsible Offeror. Failure to provide the requested additional information, in itself, will be sufficient grounds for the District to declare the Offeror to be not responsible for the purposes of this RFP. To be considered a responsible Offeror, the Offerors majority (61%) ownership, whether public or private, must be held by citizens or lawful permanent residents of the United States. To be considered a responsible Offeror, the Offeror must attach to its proposal a copy of any and all business licenses needed for the Offeror to provide the requested goods and/or services, including any local business licenses needed to provide the goods and/or services requested by this RFP in Chatham County. If the Offeror is a corporation, a copy of a current Annual Corporate Registration issued by the State in which the Offeror is incorporated is required to demonstrate that the Offeror is a responsible Offeror. While any lawful form of business may be a responsible Offeror if the Offeror is a partnership or joint venture, a copy of the contractual agreement between the partners or the participants in the joint venture must be provided with the Offerors proposal. The partnership or joint venture agreement must be adequate to its purpose of establishing a safe and well-structured good-faith relationship between the participants, and must comply with all applicable laws, including Antitrust Laws. The agreement must include adequate RFP 24-21 Band Uniforms (Annual Contract) | Page 5 Based on SCCPSS General RFP Template 4/4/2022 provisions to address unforeseen events such as the demise of any one of the partners or joint venture companies, and the like. If the Offeror is a partnership or joint venture between two existing business entities including, but not limited to, a corporation or LLC, then all partners should be routinely and on a daily basis in the business of providing services that are closely similar or identical to those Services solicited by this RFP If the District determines that the form of the Offeror's business, including a partnership or joint venture, was not created for a legitimate business purpose, could impair the Offerors performance in response to this solicitation, poses a liability to the District, or is otherwise not in the best interest of the District, then the District reserves the right to disqualify the Offeror and determine that it is not responsible. lf the Offeror is a joint venture, information and documentation must be provided to establish whether the joint venture is a business entity created for the purpose of functioning as the joint venture, or whether the joint venture is operated through the existing legal status of the venture partners. All information regarding the legal structure and reporting of income for tax purposes of the joint venture must be provided It is the District's intent to only enter into a contract as a result of this RFP with a single Offeror. The District reserves the right to reject as non-responsive or not responsible any proposal that requests the District to enter into contracts with multiple Offerors N Insurance, Warranty, Indemnity, and Other Requirements for Responsible Offerors To be considered a responsible Offeror, each Offeror will be required to meet minimum insurance warranty, indemnity, and other requirements set forth in more detail in Attachment A- Goods and/or Services Requested, Format of Proposals, Evaluation Criteria for Award, and Contract Requirements, which is incorporated by this reference \f the Offeror believes that additional insurance coverages other than those listed in Attachment A are required to ensure coverage for damages arising out of the performance of this contract, then Offeror should notify the District by the deadline for requests for interpretation and material substitution set forth below. 0 O.C.G.A. 13-10-91 and E-Verify Compliance Required for Responsible Offerors To be considered a responsible Offeror, all Offerors are required to comply with O.C.G.A. 13-10- 91, a Georgia statute that prohibits a public employer such as the District from entering into any contract with a contractor who fails to participate in the federal work authorization program E-Verify or fails to demonstrate that it is not required to participate in the E-Verify program In order to be deemed a responsible Offeror eligible for this RFP, the Offeror must provide the affidavit(s) or other documentation required O.C.G.A. 13- 10-91. While the District provides sample O.C.G.A. 13-10-91 affidavit forms in this RFP, Offerors are solely responsible for familiarizing themselves with their obligations under O.C.G.A. 13-10-91 and making sure that they provide the District with the required documentation P. Local and/or Minority/)Women Business Enterprise (LMWBE) Policies It is the policy of the District to maximize the utilization of qualified local, minority, and women-owned business enterprises (LMWBEs) that provide professional services or who serve as prime contractors subcontractors or suppliers as a part of the District's facilities construction, maintenance, and repair programs Prime contractors on district construction projects shall make and document good faith efforts to maximize the utilization of qualified LMWBEs as subcontractors and suppliers and provide proof of such efforts and contracts with and payments made to LMWBEs upon request. The District also promotes capacity building within the local construction community and encourages the use of partnerships, teaming and Mientcestips to provide LMWBEs with relevant and necessary experiences to grow their business. For the purposes of this policy, good faith efforts may include, but not be limited to, the following (1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists RFP 24-21 Band Uniforms (Annual Contract) | Page 6 Based on SCCPSS General RFP Template 4/4/2022 (2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources. (3) Dividing total requirements, when economicaily feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises. (4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises. (5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce. (6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (b)(1) through (5) of this section. (7) Attend pre-solicitation meetings to inform LMWBEs of subcontracting opportunities. (8) Advertise in general circulation media, trade association publications, and minority and women business enterprise media to provide notice of subcontracting opportunities. (9) Communicate with the City of Savannahs Office of Economic Development to identify available and qualified LMWBE firms. (10) Review the District's list of vendors indicating an interest in providing services to the District. (11) Select portions of work for subcontracting in areas with established availability of LMWBE subcontractors. (12) Solicit and negotiate with available and qualified LMWBEs for specific subcontracting opportunities. (13) Assign substantive work to LMWBEs or LMWBE teaming partners. See 2 C.F.R. 200.321, Board Policy FG. For the purposes of this policy, a local business enterprise is defined as (1) having established a regular, physical place of business other than a job site office with at least one employee within the geographical boundaries of the Savannah, Georgia Metropolitan Statistical Area (MSA) prior to the closing date on the solicitation (a post office box address will not satisfy this requirement); (2) having a current Business Tax Certificate and other licenses, certificates, or permits required by law to operate a business in that location; and (3) performing a commercially useful function within the local office. For the purposes of this policy, a Minority Business Enterprise is an independent, continuing venture that is at least 51% owned by a minority person or persons that meets the criteria for a Disadvantaged Business. A Disadvantaged Business is a small business that is owned, controlled, and managed on a daily basis by a majority or persons, not limited to members of minority groups, who have been deprived of the opportunity to develop and maintain a competitive position in the economy because of social disadvantage. This includes, but is not limited to, persons who have experienced social disadvantage because of their membership in the following groups: 1 African American: A person with origins in any of the Black racial groups of Africa. 2 Hispanic American: A person with origins from Mexico, South America, Central America or the Caribbean Basin, regardless of race; and 3 Asian American: A person with origins from the Indian subcontinent, countries of the Asian Pacific region, and surrounding countries; and 4 American Indian: A person with origins from the Indigenous people of North America. For the purposes of this policy, a Womens Business Enterprise is an independent, continuing venture that is at feast 51% owned by one or more women. To qualify as an LMWBE, the owner must be a citizen or lawful permanent resident of the United States, be involved in daily business operations, and provide a commercially useful function. The ownership interest must be real and continuous and not created solely to meet the local/minoritywomen business or local/minorityAvomen contractor good faith efforts. The District shall, through their program management and construction management providers, engage in efforts to communicate opportunities afforded by the District's facilities construction, maintenance and repair programs to LMWBEs, including but not limited to: RFP 24-21 Band Uniforms (Annual Contract) | Page 7 Based on SCCPSS General RFP Template 4/4/2022 Communicate opportunities associated with District facilities construction, maintenance, and repair programs to the citizens of Chatham County. Work with other local governments and relevant community organizations to provide technical assistance and guidance to LMWBEs; Develop strategies to assist prime contractors in maximizing their utilization of LMWBEs; Develop and provide informational sessions to educate LMWBEs in the requirements of the District's procurement process; Provide notices as outlined above and maintain a list of vendors who have provided or are interested in providing services to the District, as outlined above. The District may, from time to time, audit vendor contracts with and payments to LWMBE contractors and subcontractors and may require that proof of such contracts and payments be provided to the District. All Offerors must read, complete and return all of the LMWBE forms attached to this RFP. Q The Districts Reservation of Rights to Cancel this RFP, to Amend the RFP Process, to Disqualify Offerors, and to Waive Irregularities and Technicalities. The District, at the discretion of the Purchasing Director, the Chief Financial Officer, the Superintendent, or the Districts governing body, the elected School Board, may cancel this RFP at any time before the District awards a contract to any Offeror(s). The District may decline to purchase the goods and/or services solicited in this RFP at all, or it may decide to purchase some or all of the same goods and/or services through a similar or different procurement process. The District, at the discretion of the Purchasing Director, the Chief Financial Officer, the Superintendent, or the District's governing body, the elected School Board, reserves the right to amend this RFP and all attachments in any way and at any time (without canceling it in its entirety) before the deadline for the submission of proposals. Any addenda amending this RFP will be made available to ail Offerors on the District's website. As stated above, the submission deadline will be extended at least seventy-two (72) hours if any addenda are issued less than seventy-two (72) hours before the submission deadline. The District further reserves the right to amend this RFP in any way after the deadline for the submission of proposals (without canceling the RFP in its entirety), except the District will not amend the original proposal formatting or submission requirements or the criteria for determining whether the Offeror is a responsive or responsible Offeror. A non-exclusive example of such an amendment to this RFP may be the addition of an inadvertent omission from the project specifications. The District further reserves the right to redo any stage of this RFP (without canceling it in its entirety) if the District, in the discretion of the Purchasing Director, the Chief Financial Officer, the Superintendent, or the District's governing body, the elected School Board, has concerns that a stage of the RFP should be redone to eliminate any question of whether it was conducted properly. The District reserves the right to reject any and all proposals submitted in response to this RFP, and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the District. The District has the right to disqualify a proposal of any Offeror on the basis that the proposal is nonresponsive or the Offeror is not responsible. A proposal shall be deemed nonresponsive if it fails to include all of the information or documents required by this RFP. Accordingly, Offerors should carefully review this solicitation to determine all of the forms and additional documentation, such as business licenses and insurance certificates, that will be required for submission. A checklist of forms and additional documentation to be submitted with this proposal is attached as Solicitation Form 1. Not only should the checklist form be completed, but items checked should also actually be provided. Forms with signature blocks should be signed, and forms with notary blocks should be signed in the presence of a notary and notarized. RFP 24-21 Band Uniforms (Annual Contract) | Page 8 Based on SCCPSS General RFP Template 4/4/2022 An Offeror shall be deemed not responsible if the District determines that the Offeror fails to meet the minimal requirements to be eligible for consideration, including but not limited to, a lack of capacity to do the work or provide the services requested, a lack of proper insurance, the lack of a valid business license, failure to satisfy e-Verify requirements, negative past performance ratings on District projects, being disqualified from working for the District because of poor performance on a prior project, a litigation history unsatisfactory to the District, or some other reason that gives the District reason to question the responsibility or reliability of the Offeror. The District will also evaluate whether the Offerors workload will allow the Offeror to complete this project within the established time, quality, or cost, or to comply with the Offeror's contract obligations. In evaluating the offerors workload, the District may consider whether the offeror has submitted proposals on other District projects and whether the award of multiple projects to the offeror may impair the offeror's ability to complete this project within the established time, quality, or cost, or to comply with the offerors contract obligations or otherwise pose a risk to the District. The District reserves the right to request an Offeror to provide additional information in response to any concern that an Offeror may not be a responsible Offeror. Failure to provide the requested additional information, in itself, will be sufficient grounds for the District to declare the Offeror to be not responsible for the purposes of this RFP. Offerors represent that, to the best of their knowledge, all information that they submit to the District in response to this RFP, whether through a proposal or otherwise, is true and correct. If the District determines that information submitted by the Offeror is incorrect, the District may disqualify a proposal as non-responsive. If the District determines that an Offeror intentionally misrepresented information submitted in response to the RFP, the District may disqualify the Offeror on the basis that it is not responsible for this solicitation and in future solicitations. R. Evaluation and Award of Contract. A contract with the District, if one is awarded at all, for the goods and/or services requested in this RFP will be awarded by means of the award process described in Attachment A - Goods and/or Services Requested, Format of Proposals, Evaluation Criteria for Award, and Contract Requirements. Depending on the nature of the goods and/or services the District may provide a sample of the contract it is willing to execute with a successful Offeror. If such a sample contract is attached, then the Offeror is deemed to have agreed that all of the terms contained therein will be acceptable by submitting a proposal. If the Offeror wants to propose materially different terms, then the Offeror should file a request for Material Substitution using the procedure outlined above before submitting its proposal. For other goods and/or services, the District may ask Offerors to provide a proposed contract. The terms of that proposed contract will be evaluated as part of the selection process to determine whether the Offeror is responsive and responsible. The specifications for the goods and/or services requested by this RFP may also include specific contract terms outlined in Attachment A - Goods and/or Services Requested, Format of Proposals, Evaluation Criteria for Award, and Contract Requirements that should be included in any contract proposed by an Offeror. By way of a non-exclusive example, the specifications may provide that the District will not agree to any contract provision requiring the District to indemnify any Offeror as such provisions are prohibited by District policy and state law. Conversely, there may be times when the District requires an Offeror to maintain certain levels of insurance, to honor certain warranties, or to provide indemnities to the District. $s Consideration of Offeror Past Performance. Successful Offerors should be advised that they will be evaluated by the District over the duration of the contract period. The performance will be documented. Poor performance may result in the Offeror being RFP 24-21 Band Uniforms (Annual Contract) | Page 9 Based on SCCPSS General RFP Template 4/4/2022 disqualified on future RFPs or may result in the deduction of points from the Offeror on future District solicitations, whether they are other invitations to bid or requests for qualifications and requests for proposais. Good performance may result in the Offeror receiving additional points on future solicitations. T Public Information. It is the policy of the District that at the conclusion of the selection process, the contents of all proposals will be placed in the public domain and be open to inspection by interested parties. Trade secrets or proprietary information that are recognized as such and are protected by law may be withheld if clearly identified as such in the proposal. Failure to list all proprietary sections of the submitted proposal shall relieve the District from any responsibility should such information be viewed by the public, or a competitor, or be in any way accidentally released. If this REP is canceled before an award is made and in order to prevent Offerors from having an unfair advantage in future solicitations for the same goods or services, proposals will not be made available for public inspection until the District completes the purchase of the goods and/or services requested in this solicitation or decides not to purchase them at all in the near future. U Offeror Questions, Requests for Interpretations, Requests for Material Substitution of Products, Services or Contract Terms, and Issuance of Addenda. If an Offeror should have any questions relating to an RFP, including but not limited to the interpretation of RFP language, the specifications for the goods and/or services requested, and/or requests for the substitution of different materials, products, or services, the terms of sample contract provisions attached to this solicitation and/or requests to propose different contract, the preparation or submission of Proposals, or the evaluation and contract award process outlined in this RFP, the Offeror may deliver written requests for interpretation or requests for the substitution of products, services, or contract terms by email to the Purchasing Department's designated email purchasing@sccpss.com. Email must contain the PROPOSAL NUMBER, Proposal NAME, AND QUESTION SUBMITTAL clearly marked in UPPER CASE in the subject line of the submitting email. Emails without the Proposal Number, Name and Questions Submittal clearly identified in the subject line of the email may not be considered. When reference is made in the specifications as to a particular manufacturer, type of process, brand name, or model number, such references are usually, but not always, made to designate minimum acceptable levels of quality and do not indicate a preference. In some instances, a particular manufacturer, type of process, or brand name is required. In the event an Offeror would like to propose another manufacturer, process, brand name, model number, etc. other than those stated in the specifications for this RFP, the Offeror must provide complete technical information, specifications, manufacturer's name, model number, and a complete list of deviations from stated specifications. The burden of proof for documenting that the proposed substitute is equal to the goods or services identified in the specifications rests with the Offeror. All determinations of the acceptability of the proposed substitute goods or services shall rest with the District staff and their decision shall be final. Proposals on equipment must be on standard, new equipment of the latest model and in current production unless otherwise specified. Used, reconditioned or refurbished equipment is not acceptable unless otherwise specified. All regularly manufactured stock electrical items must bear the label of the Underwriters Laboratories, Inc Any obvious error or omission in specifications shall not inure to the benefit of the Offeror but shail put the Offeror on notice to inquire of or identify the same from the District. RFP 24-21 Band Uniforms (Annual Contract) | Page 10 Based on SCCPSS General RFP Template 4/4/2022 If the Offeror wishes to propose materially different terms than those requested by the District in Attachment A or in any Sample Contract, then Offeror should request to propose different Contract terms by identifying the provisions it wishes to change or wishes to add. All answers to questions for interpretation, requests for material substitution and requests for changes of contract terms shall be made by addenda to the RFP and shall be made available to all Offerors on the Districts website. While the District will also make a good faith effort to email or fax any addenda to all Offerors who attended pre-proposal conferences, submitted requests for interpretations to the District, or otherwise communicated an interest to receive notice of addenda, the District's failure to provide an Offeror with individualized notice of an addendum will not provide an Offeror with grounds to protest the implementation of this RFP. Offerors are ultimately responsible themselves for keeping track of addenda issued by the District before the deadline for submitting proposals in response to this RFP. All requests for interpretation, substitution, or changes to contract terms, must be submitted to the Purchasing Department before 5:00:00 p.m. (ET) on Tuesday, April 16, 2024. The District shail not be required to answer any questions about this RFP submitted after 4:59:59:99 p.m. (ET) on this date. The Purchasing Department will extend the deadline for submitting proposals for all Offerors by at least seventy-two (72) hours if it issues any addenda within seventy-two (72) hours before the scheduled proposal submission deadiine. The Purchasing Director, or her designee, in her discretion, may extend the deadline for submitting requests for interpretation for all Offerors if the deadline for submitting proposals is also extended. Vv. Protests. Any actual Offeror or bona fide prospective Offeror who is aggrieved in connection with this RFP may protest to the Purchasing Director by email to purchasing@sccpss.com. Please include PROTEST- [OFFEROR NAME] PROPOSAL NUMBER, PROPOSAL NAME, clearly marked in UPPER CASE in the subject line of the email. It is incumbent upon the Offeror to receive confirmation from the Purchasing Department that its protest has been received. Offerors who do not receive confirmation of the protest by email during normal business hours of 9:00:00 a.m. to 5:00:00 p.m. on the day the protest is sent should call the Purchasing Department to confirm receipt of the protest at (912) 395- 5572. By submitting a Proposal in response to this RFP without filing a protest observing the deadlines set forth below, the Offeror waives any objection to the content of this RFP (including any attachment or addenda) issued prior to as well as any objection to any procedure outlined therein. Protests filed after the deadline for submissions shall only concern the implementation of the RFP as applied to the Offeror or addenda issued after the submission date. Any protest to the content of this RFP (including any attachment or addenda) as well as any objection to any procedure or evaluation criteria outlined therein shall be filed no later than five (5) business days prior to the deadline for submissions of proposals, unless the objection concerns an addendum issued fewer than five (5) business days prior to the deadline for submissions of proposals, in which case, an objection may be filed to that addenda only at any time before the submission deadline. Any protest filed after the submission deadline shail be submitted within five business (5) days after the action by the District on which the grievance is based, but in no case later than five business (5) days after the date of the Districts notice of intent to award a contract for the provision of goods and/or services requested in his RFP, which will be transmitted by email to all Offerors. The District shall not intentionally withhold information that is stated in this RFP to be forthcoming at certain intervals, but the failure of the District to notify an Offeror who might be aggrieved by the content of such notification shall not give rise to any claim or rights resulting from the said failure. Only formal protests will be considered, and in order for a protest to be considered formal, it must be presented in written form, RFP 24-21 Band Uniforms (Annual Contract) | Page 11 Based on SCCPSS General RFP Template 4/4/2022 and must contain a minimum of the following: . A specific identification of the statutory or regulatory provision(s) that the District's purchasing staff member or department is alleged to have violated, A specific description of each act alleged to have violated the statutory or regulatory provision(s) identified above, A precise statement of the relevant facts that include timelines and all involved parties, and . An identification of the issue(s) that needs to be resolved that support the protest. The letter of protest shall be taken under consideration by the Chief Financial Officer and/or the Superintendent, who shall respond to the protesting Offeror within ten (10) business days of receipt of the letter of protest. The initial written response may explain that the Chief Financial Officer and/or the Superintendent need additional time to review the Protest. In any event, a final decision will be issued on the Protest by the Chief Financial Officer and/or the Superintendent before the execution of a final contract with the successful Offeror. This written decision shall be final and conclusive. W. Offerors Not Entitled to Reimbursement for their Costs Associated with Submitting Proposals. The District recognizes that participating in this RFP process, or any government procurement process, can be time-consuming and expensive for Offerors. In participating in part of this process, Offerors acknowledge that their costs in participating in this process are the costs of attempting to do business with the District. All Offerors or potential Offerors, including unsuccessful Offerors or Offerors or potential Offerors who file protests, agree that the District shall not be responsible for reimbursing the Offeror for any costs they may incur in connection with this RFP, including staff time, printing costs, attorneys fees, or expenses of litigation. xX. Gratuity Prohibition. No Offeror shall offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the District for the purpose of influencing consideration of this solicitation. x Certification of Independent Submission of Proposals. By submitting a proposal in response to this RFP, the Offeror must certify that: 1 The information in this proposal has been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition with any other Offeror or with any competitor. The information in this proposal has not been knowingly disclosed by the Offeror and will not knowingly be disclosed by the Offeror prior to the District's final determination regarding this RFP, directly or indirectly to any other Offeror or to any competitor. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition; and, 4 In the event the Offeror is a partnership or joint venture, each party thereto certifies the above. Zz Federal Requirements The District receives a number of federal grants. Some of the District's purchases may be made with federal grant dollars, which may impose additional requirements than state law. The District strives to have a procurement process that complies with Federal regulations and standards for the acquisition of property or services required under a Federal award or sub-award pursuant to 2 C.F.R. 200.318 ef. Seq. Depending RFP 24-21 Band Uniforms (Annual Contract) | Page 12 Based on SCCPSS General RFP Template 4/4/2022 on the amount of a bid, offer, or resulting contract, additional federal grant requirements may apply, including, but not limited to, the additional requirements listed below. To the extent it is determined that a specific purchasing project must comply with additional federal requirements, Offerors and successful Offerors agree that they will comply with any such federal requirements. 1 DEBARMENT AND SUSPENSION VERIFICATION (required by the District for all proposals) The District shall solicit offers from, award contracts to, and consent to subcontracts with responsible vendors and/or principals only. The serious nature of debarment and suspension of a potential offeror under federal purchasing rules raises substantial questions about whether a vendor is sufficiently responsible to be awarded a contract by the District. Moreover, Federal regulations limit the District's ability to enter contracts with certain parties that are debarred, suspended, or otherwise excluded or ineligible for participation in Federal assistance programs or activities for projects involving federal funds. See 2 CFR 200.214. Accordingly, the District will consider whether offerors have been suspended or debarred by a federal entity in making awards under this RFP. The Vendor certifies that the Vendor and/or any of its sub vendors or principals have not been debarred, suspended, or declared ineligible by any agency of the State of Georgia or any agency of the Federal government or as defined in the 2 CFR 200.213 which states Non- federal entities are subject to the non-procurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR part 180. The Vendor will immediately notify the District if Vendor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Vendors by a federal entity. See Solicitation Form 8. By signing this agreement, the Vendor is testifying that they are not debarred, suspended, or has any ineligible or voluntary exclusions with the U.S. Department of Agriculture or any other Federal or State Agency. All responses will be verified. Debarment and Suspension (Executive Orders 12549 and 12689) - A contract award (see 2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), Debarment and Suspension. SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. 2. LOBBYING DISCLOSURE CERTIFICATE (Required by the District for all proposals) Per 2 CFR 200 Appendix li Section | - A Lobbying Certification and Disclosure must be completed for all proposals $100,000 and over. For consistency among solicitations, the District requires all Offerors to please complete Solicitation Form 9. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) - Vendors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non- Federal award. 3. CONTRACT WORK HOURS/SAFETY STANDARDS ACT (for proposals over $100,000) RFP 24-21 Band Uniforms (Annual Contract) | Page 13 Based on SCCPSS General RFP Template 4/4/2022 All contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each vendor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies, materials, or articles. 4. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT (Applicable only to funding agreements under 37 CFR 401.2 (a)) If the contract resulting from this solicitation meets the definition of funding agreement under 37 CFR 401.2 (a) and the District or a subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that funding agreement, the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements, and any implementing regulations issued by the awarding agency. 5 PROCUREMENT OF RECOVERED MATERIALS (2 CFR 200.323) (proposals over $10,000) The District and its Contractors shall seek to comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. 6. CLEAN AIR/ CLEAN WATER STATEMENT (for proposals over $150,000) The District expects its Contractors for proposals over $150,000 to comply with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 4857(h)) Clean Air and Water Certification. The vendor certifies that none of the facilities it uses to produce goods provided under the Contract are on the Environmental Protection Authority (EPA) List of Violating Facilities. Vendor will immediately notify the District of any communication indicating that any of Vendor's facilities are under consideration to be listed on the EPA List of Violating Facilities. Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended - Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). 7. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment (200 C.F.R. 216) (all proposals concerning such equipment) Offerors shall not: RFP 24-21 Band Uniforms (Annual Contract) | Page 14 Based on SCCPSS General RFP Template 4/4/2022 (1) Procure or obtain; (2) Extend or renew a contract to procure or obtain; or (3) Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). () For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). (ii) Telecommunications or video surveillance services provided by such entities or using such equipment. (ii) Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. 8. Domestic Preference for Procurement (2 C.F.R 200.322) (all proposals) As appropriate and to the extent consistent with law, the Contractor and any subcontractors, to the greatest extent practicable, shall provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). For purposes of this section: (1) Produced in the United States means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States. (2) Manufactured products means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber. 2 C.F.R. 200.322 [RFP Continues on Next Page] RFP 24-21 Band Uniforms (Annual Contract) | Page 15 Based on SCCPSS General RFP Template 4/4/2022 lil, RFP ATTACHMENTS, SPECIFICATIONS, SAMPLE CONTRACTS, AND FORMS The following attachments, specifications, sample contracts and forms are part of this RFP and are herein incorporated by this reference. Failure to return a required form may result in the Offerors proposal being rejected as non-responsive. A Attachment A: Goods and/or Services Requested, Format of Proposals, Evaluation Criteria for Award, and Contract Requirements. B Attachment B: Forms to be submitted with this RFP. 4. Solicitation Form 1: Proposal Submission Checklist (Required for all proposals. Please include on the front of any technical proposal) Solicitation Form 2 Proposal Certification Form (Required for ail proposals) Solicitation Form 3 Offerors References (Required for all proposals) Solicitation Form 4 Contractor Affidavit Under O.C.G.A. 13-10-91 (Required for all proposals) Solicitation Form 5 Subcontractor Affidavit Under 0.C.G.A. 13-10-91 (Only needed if subcontractors will be used) Solicitation Form 6 Sub-Subcontractor Affidavit Under O.C.G.A. 13-10-91 (Only needed if sub-subcontractors will be used) Solicitation Form 7 Disclosure of Responsibility Statement (Required for all proposals) Solicitation Form 8 Debarment and Suspension Verification Form (Required for all proposals) Solicitation Form 9 Disclosure of Lobbing Activities Form (Required for all proposals) 10 Solicitation Form 10: Documentation of Good Faith Efforts to Involve LMWBE (Required for all proposais) 11 Solicitation Form 11: Joint-Venture Disclosure Statement (Only need if a joint venture used) 12 Solicitation Form 12: Sealed Fee Proposal Form (Required for all proposals) 13 Solicitation Form 13: No Proposal Statement Form (Only submitted if vendor does not want to participate in this solicitation but wishes to receive notice of other District solicitations) Cc. Attachment C: Sample Contract RFP 24-21 Band Uniforms (Annual Contract) | Page 16 Based on SCCPSS General RFP Template 4/4/2022 REQUEST FOR PROPOSALS (RFP): # 24-21 Band Uniforms (Annual Contract) Attachment A Goods and/or Services Requested, Format of Proposals, Evaluation Criteria for Award, and Contract Requirements. The project specifications listed in this section supersede any contradictory references made in the Generai Terms and Conditions section of this RFP. 1.0 GENERAL INTENT/BACKGROUND. The Savannah-Chatham County Public School System (SCCPSS) hereinafter referred to as The District) is soliciting proposals from qualified firms to obtain Band Uniforms for the Division of Academic Affairs within the Savannah Chatham County Public Schoo! District on an as-needed basis in accordance with all Local, State and Federal regulations. The resulting contract will be primarily used by and administered by the Division of Academic Affairs as detailed in the specifications in Alttachment A. Any deviations from these specifications must be clearly noted by the Offeror. Adequate information to allow the Board to evaluate those exceptions must be submitted with the proposal. If submitting a proposal on other than specified, the proposal must clearly identify those exceptions on the proposal submittal form. This procurement will result in an annual contract, substantially similar to the attached Sample Contract. 2.0 GENERAL DESCRIPTION OF GOODS OR SERVICES REQUESTED. The successful Offeror will be required to provide band uniforms to District high schools listed below on a prioritized schedule over the next four-year (4) period. Student Activity Funds, including fundraiser money, may also be utilized by any associated school organization or sponsor, for the purchase and replacement of any uniform(s), for the purchase of additional uniform(s), and/or for the purchase of additional or new uniform item(s). The successful Service Provider is expected to extend the services under a resulting contract to any of these associations and will honor the contract uniform cost (per uniform) and/or uniform item cost (per item) for the term of the contract. Date: Priority: High Schoo! Name/Address: | 4 SY2025 Savannah High School, 400 Pennsylvania Ave, Savannah, GA 31404 SY2026 Groves High School, 201 Rommel Avenue Savannah, GA 31408 SY2027 Windsor Forest High School, 12419 Largo Dr, Savannah, GA 31419 == SY2028 Beach High School, 3001 Hopkins St, Savannah, GA_ 31405 Landesman 3.0 SPECIFICATIONS. Each Complete Band Uniform will consist of: One (1) Coat. One (1) Bibbers. One (1) Pair Gauntlets. One (1) Shako. One (1) Plume. One (1) Shako box. One (1) Garment Bag. One (1) Care and Maintenance Booklet/Manual. One (1) Uniform Management Assignment Center Software. Service Provider will also supply: Two (2) Complete Drum Major Uniforms: Drum Major uniform cost will not exceed the total unit cost of one RFP 24-21 Band Uniforms (Annual Contract) | Page 17 Based on SCCPSS General RFP Template 4/4/2022 complete regular band uniform. Drum Major Uniform design will be determined by the Band Director. Service Provider is required to provide design options for consideration and acceptance. A. General Material Specifications The Material Specifications provided herein are based on a previous bid solicitation and school order from Fruhauf Uniform Manufacturing Company and are not intended by the District to be restrictive to any Band Uniform Manufacturer. Offerors shall state in their proposal submittal any known deviations in materials, construction and/or District Scope of Service Requirements. The District reservices the right to award a contract as deemed to be in its best interest. All uniforms provided will be custom designed at the fixed unit price stated in the seal proposal. Offeror will also submit a catalog with their proposal which identifies various design options and the alternated uniform style available (i.e. more than one (1) style coat, various style hats or shakos, multiple color options, ext.) that will be provided to the District at the fixed unit prices identified in the seal fee proposal. The District will evaluate each proposal based on the criteria identified in Section 3.0. Alt methods and materials used by the manufacturer are expected to yield only the highest quality garments. Each garment will have a minimum functional lifetime retention period of at least 10 years with normal care and maintenance. Offeror shall state their functional lifetime retention period and warranty period for the uniform items proposed. Materials: Fabric identifications Number 4030 Range, Raeford Uniform Fabrics Company Any division of Burlington indest and Fabric Identification Number 1933 Range, M.J. Cahn Co., Inc. or material deemed acceptable by the District equal, 1005 polyester material must be thoroughly tested, proven to meet the highest industry standards, be abrasion and pilling resistant and have creased retention and wrinkle recovery. B. General Uniform Construction Requirements Thread: All seams, blinds-stitching, top-stitching, padding and buttonholes, sewn with FILCO 350 polyester core, cotton wrap, soft left twist thread. Thread tensile strength of 4.7 to 4.9 pounds and a melting point for heat resistance of 480 degrees. Vat non-subliming dyed. Boil fast and be dry-cleanable. Braid: A.H. rice quality or acceptable alternate deem acceptable by the District, color fast under proper dry-cleaning procedures. Most braid designs with very tight turns or curves using %" or wider will be applied with a double needle machine, using two threads for a more secure attachment and to prevent curling of the edges. Zippers: Solid brass YKK or alternate deemed acceptable by the District, center-butted zippers when required, sandwiched in, rather than sewn on the outside of the inside facing and added strength. Buttons: metal buttons will be of Waterbury quality or alternate deemed acceptable y the District. Buttons will be secured using two methods. The use of a two-hole stay button, machine lock-stitched through the metal shank, coat material and two hole stay button, and/or the use of a washer and ring. Direct Embroiders; Swiss embroidery shall be applied with the use of a Barudan computerized embroidery machine or alternate machine deem acceptable by the District, to ensure consistent quality on every uniform from year to year. Bonaz type embroidery made with a Cornelli | embroidery machine or alternate machine deemed acceptable by the District. Jacket Specification Construction: Patterns: The patterns for coats shall be made separately for males and females utilizing a computerized system of Gerber, Micro dynamics, Lectra, Mar-A-Matic or a system deemed acceptable by the District. The patterns will be designed specifically for Children, Adolescent and Adult age group reflecting up to date body proportions with ample side body outlets allowing for RFP 24-21 Band Uniforms (Annual Contract) | Page 18 Based on SCCPSS General RFP Template 4/4/2022 simple alterations year to year. All hard collar coats shall have a four (4) piece front construction allowing for proper chest, bust and waist suppression in all size ranges, thus, eliminating unsightly bust darts. In sleeve and side body seams must be 1 double to allow for proper alterations. Shoulder Pads; Pre-formed, having an additional support of coat canvas material sandwiched between the padding and then needie punch constructed to retain its shape and form. Pad will not break-down or deteriorate with normal wear abrasion and repeated dry-cleaning process. Collar Construction: Standard military hard collar, constructed using a washable Mylar bound with a fabric-backed vinyl binding to prevent the Mylar from wearing through the shell fabric or fabric deemed acceptable by the District. Fabric will prevent wear of the outer fabric. The hook and eye closure shall be threaded with non-bias tape and then stitched through the Mylar frame or alternate deemed acceptable by the District. All ornamentation on the outer collar shell must be stitched through and through the Mylar frame to ensure strength and shape retention. This construction will allow for a self-conforming collar so it will fit several neck sizes without binding or causing discomfort to the wearer. Collar Liners: The removable liners will be numbered, made of absorbent webbing and will be bound or piped ali around with a washable cotton binding. It will have four (4) heavy duty metal non- rusting or tarnishing snaps. Snaps will be positioned to avoid any of the numerous pressure points in the wearers neck. The liner will meet or slightly overlap in the front to other complete protection to the outer material and the wearers Adams Apple from the hook and eye attached. Liner is to be washable. Fabric other than absorbent is not acceptable. Jacket and Sleeve Lining: Shall be made of 100% polyester twill with a satin sheen finish in the sleeves and back, with 65%Spolyester/35% cotton, trigger fabric lining the entire front. The lining quality will have yarn count of 120 x 76. The jacket lining will have a generous 1 pleat running vertically down the center back from ore freedom of movement and eliminate tightness or sagging. The lining shail be properly cut and fitted to correspond with the style jacket selected. The lining at the armhole must be securely fastened to the jacket by machine zigzag stitching for strength. Perspiration Shields: Shall be made of a colorfast athletic felt comprised of 70% wool, 30% rayon and 7.5 ounce per square yard, the highest wool content available in felt and will have the highest absorbency. Shields will be bound with 15/16 rayon binding; machine stitched all around securely. Wing Construction: Wings of all sizes are constructed using a Mylar bound with a fabric-backed vinyl binding to prevent the Mylar from wearing through the sheil fabric. The bound Mylar is sandwiched between two layers of shell fabric with the outer edge bound with % fabric of choice sewn through and through all layers. The finished wing can be stitched into the fitting seams of the coat front and back or into the armhole itself. Shoulder Straps: shoulder straps will be reinforced with a Pellon interfacing for added shape and body retention. Sleeve Cuffs:, A generous 2 % sleeve cuff is to be proved having the fabric and the lining continue to the bottom, turned back up and blind stitched to the lining to permit sleeve length alteration without disengaging the lining from the sleeve fabric. Positioned on the seam allowance of the inner and outer sleeve seams and running 4 from bottom when requested, a single row of female snap taps with a single male dressmaker snap at the bottom. This method used will allow for quick and easy sleeve length alteration. Buttonholes: Al buttonholes are to be cut-first whether they have a horizontal bar-tack or a fly- tack at the ends. Buttonhole stitches will completely cover the raw edge of the material and canvas interfacing. There will be no edges and exposes the interfacing. Thread to be used is Filco #50 for strength and color match. Pockets: Shall be made with fine quality, color fast sized polyester/rayon material and the facing will be reinforced with the shell fabric. Pocket Flaps: Flaps are to be cut and styled in accordance with the basic style of the coat and will have Pellon interfacing to ensure proper shape retention and prevent curling at the edges. This interfacing will not sag and pucker. Flaps will be lined with the same fabric as the shell of the coat. Under Pressing and Final Pressing: After each major sewing operation, the garment will be under pressed and shaped to insure permanency of contour and style. A final pressing will be provided to enhance the uniforms overall appearance and style. RFP 24-21 Band Uniforms (Annual Contract) | Page 19 Based on SCCPSS General RFP Template 4/4/2022 D. Jacket Design and Construction: Style: Euro-length front and back or other options available and accepted by the District. Front bottom off-set extreme point to the left of the center front, back off-set bottom point to the left of center back, center back zipper closure, OLay style back, stitched in should wings, narrow side bodies, abstract shape split center front panels, contoured diagonal split back, split sleeves, 2 tapered waist fit, bar code. Right Side Front and Back; Right Sleeve Lining: INDEST. Left Side Front and Back; Left Sleeve: 4030R Collar: 1%" LAPPED style in front of 4030R with rounded front and center back closure. Collar is self-lined with no collar liner. Right front overlaps the left with 30L. Gilt flat button with ring and washer set on the 2 overlapping end. Shoulder Straps: None Front Trim: Abstract pieced together Break shape split with 1933 to the right and 4030R to the left. Set to the right of split on back side to be four abstract shapes using three shapes of special luster maize and on 4030R. Each with matching satin stitch outlines. Set on the left chest approximately 2 4 special direction Swiss emblem logo on black/white or color specified with gilt met. Outline. School logo. Closure: Center back ply zipper with three (3) snaps; to zip up Sleeves Trim: Adjust-a-length hems. Right sleeves is 1933 with 4030 on the left. Upper Sleeves: Set on the right side approximately 2 % special fully filled Director Swiss emblem school logo of gilt met, white, black & 3 color. No trim on left. Wings: One (1) piece under wrapped style with right side 1933 double faced and left side 4030R double faced interlined with plastic Mylar 2 wide at top and 6 % long in front and back, stitched into fitting seams. Back Trim: Contoured diagonal, split from upper right to lower left out of the bottom point with 4030R to the left and 1933 to the right. Pocket Lining: Shall be made of 100% polyester twill with a satin sheen finish in the pocket, with 65% polyester/35% cotton, trigger fabric. Bibbers Construction: Patterns: Shall be made separately for male and female and designed specifically for children, adolescent and adult age groups reflecting up to date body proportions and designed to eliminate peg legs and baggy seats. These patterns must take into consideration the wearer's chest size in addition to the normal trouser requirements. They shall be straight leg and plain front with no cuffs and designed to permit a high knee lift having the extension in the back-seat seam area to eliminate any pulling or binding with a full 1 1% double in the center back seam to allow for alterations. Facing shall be long enough to cover the bottom of the side spandex gussets. Seams shall be pressed open. Crotch: There shall be a set of four (4) double crotch pieces, serged and stitched. The crotch linings must be placed on both sides of the reinforced seams. The seat seam shall be constructed using a two (2) needle tandem machine, utilizing four (4) Filco#50 threads. Front Zipper: shall be of solid brass YKK or alternate deemed acceptable by the District and must be guaranteed for the life of the trouser. The fly facing must be serged on all four (4) sides and cut on the bias to prevent twisting of the fly. The zipper will be bar-tacked at the bottom (horizontally) to properly anchor the zipper. This bar-tack shall consist of no less than 39 stitches per tack. Set above zipper will be two (2) enamel snaps of complementary color. Spandex Side Inserts: A\l bibbers will have 7 long spandex elongated pie shaped wedges folded in half, stitched in the upper side to allow for flexibility in movement. These wedges shall be of the closet color match possible to the garment fabric and stitched with no serging showing on the inside. Darts: All full bibbers will include a 10 dart each side of the back with center at waistline to create proper waist suppression and insure a tailored fit. Bar tacking: All areas of stress on the bibbers shall contain a heavy duty 39 stitch bar tack. The bibbers will be bar tacked in a minimum of four (4) stress points. Stripes: All trouser stripes shall be sewn over the center of the out seam and will be applied with a RFP 24-21 Band Uniforms (Annual Contract) | Page 20 Based on SCCPSS General RFP Template 4/4/2022 lock-stitch matching. The stripe shall run the full length of the trouser including the turn-up which shall be a minimum of 3". This type of application will afford a neat straight stripe appearance. Stripes must not appear to be off-centered and will not come loose through wear and abrasion. Hems: When hemmed, bibber must have a generous 3 turn-up, bound with % rayon binding so as to allow for easy alterations and alleviate bulkiness in the cuff. Permanent Suspenders: A built-in suspender will be included in all bibbers. It shall be made of a durable white or black 1% nylon webbing material, the same fabric as auto seat belts. It will be sandwiched between the outer shell fabric and the facing and topstitched to ensure that it will withstand above normal tension. The adjusters will be made of cast nickel metal that will not rust. Bibbers Design and Construction. Style: Euro-fit, web suspenders, doubled spandex gusset under arm, center front non-separating zipper with separate fly facing and two (2) enamel snaps at top, 3 double outlet in back, right inside chest welted pocket on front facing, bar tacked each end, back waist darts, barcode. Material: 1933 Hem: 3 Adjust-A-Length. Trim: Set on left chest, approximately 2 4 special director Swiss emblem, School logo of color with gilt met. Outline. Gauntlet Specifications. Gauntlets will be double faced and bound for uniformity and comfort. All seams to be turned and clean finished so that no raw edges are exposed. Trim will be applied before gauntlets are lined. Standard closure will consist of Velcro for easy size adjustment. Gauntlet Design and Construction. Style: Squared corners, Velcro closure, inner lined with pellon, top and sides bagged, bottom bound with 1933 barcode. Material: 1933. Lining: Indest. Trim: % Stripe of special lustre maize, set %" down from top edge, running out each end. 30L gilt flat button set at top front outboard end below stripe with wing and washer Shako Specifications. Shako Frames: The frame shall be molded in one solid piece of high impact ABS material not less than 16 ounces before molding process. This will ensure the frame will not split, crack, melt or disintegrate for the lifetime of the shako under normal usage. Plume Socket: The one (1) piece nylon plume socket will be attached with a stove bolt and nut attachment, coated with Loctite so it will not vibrate or come loose, not riveted, which could split and damage the frame. Shako Headrest: The Shako Headrest shall be constructed with expanded knit-back marshmallow vinyl using the cushion-aired method of application, stitched completely on the inboard side of the frame. This will prevent the thread to come in contact with the wearer's head, eliminating perspiration or hair oil to be absorbed into the thread thus adding years of life and wear. The identification label, stitched to the headrest itself, must fist order number, shako number, correct size, city, state and school must be covered by clear plastic Visor: The visor will be constructed using a three-layer design consisting of a plastic top duroboard and a green under ply to shade the eyes of the wearer. A % back tacking is required using monofilament thread sewn through the frame to prevent the visor from tearing loose. Chin Straps: Chin Straps will be % pliable plastic material to conform to the shape of the chin and will be reinforced with metal eyelets at each end. Chin strap will have an adjustable metal buckle of either nickel or gilt and supported by a center back hook on the shako when not in use. Buttons: Buttons will be 40 ligne with prongs no less than 1% in length. Buttons will pass through RFP 24-21 Band Uniforms (Annual Contract) | Page 21 Based on SCCPSS General RFP Template 4/4/2022 a brass eyelet to firmly attach chin strap, font chain and go through the outer shell fabric, plastic frame and the headrest. In order for the buttons to lie perfectly flat, the front chain will have a special clip and eyelet attachment at each end. Emblems: Emblems will be heavy gauge plastic with extra-long prongs for attachment through the outer fabric shako frame and will be secured with lock-washers. Emblems will be embroidered. Top and Bottom Straps: Straps will always be turned and top-stitched. All thread used in shako manufacturing must be monofilament. Shako Design and Construction (General). Style: HR-1 Flat top, barcode. Trim: HRT-11 Top Fabric: 4030R Side Fabric: 4030R Top Band Fabric: 4030R Bottom Band Fabric: 4030R Hat Trim Description: Three (3) 24L gilt flat buttons with rings and washers set vertically to the left of the center front. Front Strap: Gilt aluminum chain. Chin Strap: Black with gilt buckle. Visor: Black with gilt edge. Plume Holder: Top, center front. Front Emblem: None. Buttons: 45L gilt shiny dome with prong. Plume Specifications. 14 French upright with gilt Mylar fleck. Tur-Tote Shako Box Specifications. Tur-tote shako will be constructed of black high density 100% polyethylene with a tensile strength of no less than 4800 P.S.1. and will carry a minimum two (2) year warranty with normal use and care or alternate shako box that is deemed acceptable by the District. Garment Bag Specifications. The garment bag will be 200 denier nylon with accessory pock, |.D. window and on color screen printed logo. 3.1 Delivery of Each Uniform Order. The contract will remain in effect until all open purchase orders from uniforms have been delivered and accepted by representatives at each high school. A Pilot Uniform will be delivered within the time frame stated in the contract document, as days from the receipt of a purchase order. Delivery of all uniforms will also be within the time frame stated in the contract document, as days from the acceptance of final pilot uniform. 3.2 Unit Price Schedule: The unit price of each uniform item, the extended total for each item, and the total cost for the entire schoo! order stated by Service Provider in their fee proposal will be firm fixed prices. Service Provider is also required to provide a firm fixed total unit cost for a complete Drum Major Uniform, Service Provider will submit to each High School Band Director Drum Major Uniform design options. The high school Band Director must pre-approve and accept all final Marching Band and Drum Major designs. All uniforms will be made to fit the nearest stock size from the information supplied by the Representative and will provide for a better year to year fitting program and will allow for more fitting flexibility. Exceptions will be made on RFP 24-21 Band Uniforms (Annual Contract) | Page 22 Based on SCCPSS General RFP Template 4/4/2022 unusual sizes wherein the garment is cut and produced to the measurements taken by the company representative. All unit prices will be all inclusive and all applicable freight charges F.O.B. Destination with Inside Delivery to each schoo! site. Please: Each high schoo! is generally located within a 10 miles radius of those identified within. The District's payment terms are 2% 10 Net 40 from the date of the receipt of a correct invoice and ail support documentation. 3.3 Quantities: The quantities listed herein are the District's best estimate. This estimate does not obligate the District to order or accept more than the District's actual requirements during the period of the agreement and will solely be determined by actual needs and availability of appropriated funds. However, the District's requirements may exceed the quantities stated and Service Provider will be obligated to fulfill all requirements shown on purchase orders whose mailing dates fall within the performance period of the resulting contract. 3.4 Delivery and Shipping: All uniforms will be delivered to the High School at the address identified on each purchase order. Service Provider is required to comply with the delivery timeline stated in his proposal submittal and contract document. Each uniform will be thoroughly inspected before shipment. Imperfections will be corrected before the uniforms are shipped. Uniforms will be shipped complete with hangers (plastic) in containers. Each wardrobe container shall be marked on exterior to indicate the wearer number of each uniform enclosed. The uniforms will be ready to wear without cleaning or pressing. The area representative should be available to assist with the receiving and inspecting of the uniforms at no additional charge to the District. No bulk packaging will be allowed. 3.5 Sample Requirements: The sample uniform and material swatches submitted by Service Provider with their proposal is not required to meet the color and style specifications for each high school, but it must conform to the details of workmanship and component parts. Samples submitted will be used by the District in their evaluation and for comparison purposes. Service Provider will also submit with their proposal, liberal sized swatches of the actual fabrics used with the weight, shade, dye lot and the mill that is supplying the materials that will be used for a District uniform order identified on each swatch. If service Provider wishes for their samples to be returned, Service Provider recognizes that they are responsible for all associated return cost, must submit a haul tag, and will be responsible for making all courier pickup arrangements once an order is complete and accepted by the District. Failure to request the return of any uniform sample or swatches will result in the disposal of the times in a manner. 3.6 Pilot Uniform Requirement: Upon the execution of a contract, Service Provider, upon the receipt of a site-specific purchase order, will prepare a pilot uniform in the actual design and construction designated by each respective High School Band Director. Service Provider will acknowledge that minor changes in each design may result once the pilot uniform is inspected by the respective High School Band Director. The pilot uniform must be furnished to High School Band Director within the delivery period stated in the proposal submittal and in the resulting contract. Pilot uniform will be subject to the approval of each High School Band Director in all aspects of the design, construction, tailoring, workmanship, etc. The Service Provider will not commence or undertake the construction of any order until a contract is executed, he is in receipt of a valid purchase order and written approval is received from the High School Band Director. The pilot uniform will be returned to the Service Provider by the High School Band Director and the contracted production delivery time will begin upon receipt of sample, sample approval, purchase order and measurements of student at the High School identified on the purchase order. RFP 24-21 Band Uniforms (Annual Contract) | Page 23 Based on SCCPSS General RFP Template 4/4/2022 3.7 Construction/Sizing/Patterns: All uniforms will be constructed with the realization of the hard usage to which they will be subjected, the year-to-year fitting problems inherent with students and will feature construction which will assure a long lasting garment. Measurements will be individually taken and will be converted to adjust stock sizes; extra short, short, regular, long and extra-long, with proper adjustments for portly and thin, as required, in order to minimize the alteration charges each year. Patterns for the garments must be both male and female in children, adolescent and adult patterns as required, and will not be cut-down adult patterns. 3.8 Identification/Care & Maintenance Instructions: Large black woven permanent numbers on white background will be sewn to each major component of the uniform. These numbers will reflect the progressive sizes of the uniforms. In addition, there will be a name and number" list furnished by the manufacturer at the time of the shipment in order to facilitate the issuing of uniforms when first received by the High School Band Director. The Service Provider will supply a booklet containing a printout showing each uniform in sequence from smallest size to largest. The printout will indicate wearer identification number, original wearer and key measurements of uniform, i.e. height, weight, hat, chest, waist and out seam. The service Provider will supply recommended dry cleaning instructions for the uniforms and all accessory items; specifying precise details on care and cleaning that are to be utilized in future upkeep and maintenance of the items provided under the RFP and resulting contract award. 3.9 Account Representative: The Service Provider will provide a factory-trained account representative to handle all details of each High School order. Said Representative will be responsible for designing, measuring and servicing the order throughout the initial purchase and on a continuing basis. The account representative must visit the school identified on each purchase order to meet with the Band Director a minimum of twice per year for the first two (2) years after purchase of the uniforms. The account representative will be available within seven (7) business days after any notification in the event of an emergency. The Service Provider will immediately notify the District if there is a change in account representative. The Account Representative initially assigned to the contract must be identified in proposal submittal. 3.10 Uniform Management Software: The Service Provider will provide software that is designed to calculate the proper stock uniform size required by a student based on established sizing criteria used in the uniform industry. The software must consider the following attributes when determining sizes: Type of Uniform: The software shali be capable of storing and assigning uniforms of different types (i.e. regular band, front line, drum major, etc.) and to make the correct assignment to the respective student based upon that classification. Sex: Uniforms are produced using separate male and female patterns. As a result, the software must take gender into consideration, which will ensure the user of a superior fit while outfitting students of dynamically different proportions. Height/Weight: Height and weight are used to determine frame and body proportions. The software must consider height and weight when determining size. Deltoid/Chest: \|n order to ensure that the coat fits the student properly consideration must be given not only the chest size by also the deltoid measurement. Consideration by the software of both the deltoid and the chest measurement is needed to ensure coat is full enough for the student to have full mobility. Waist/inseam: Consideration must be given to waist and inseam. Failure to consider the required length can result in trousers proportioned for a different size student being issued. Body Proportions: The software must be capable of matching the student with the proper coat, trousers, and headgear using sizes entered by the user. The software shail be designed in such a way to ensure priority is given to maintaining numeric continuity within the individual students assignment in the assigning process, however, the software shall be able to mix the numeric assignment when necessitated by the student's sizes and available inventory. The software shall be able to generate lists of the uniform RFP 24-21 Band Uniforms (Annual Contract) | Page 24 Based on SCCPSS General RFP Template 4/4/2022 inventory, student sizes, assigned uniforms, needed sizes and remaining inventory. The software shail also be capable of recalling uniform assignments by searching for individual parts. Inventory only programs are not acceptable. An example of this program shall be included with bid package submittal. System Compatibility: The software provided shall be compatible with Windows 7 Operating systems. The software shail also be made available on a flash drive and have the capability of loading onto the user's hard drive system. 3.11 Bar Codes: Bar codes shall be an IPC 8-digit, interweaved 2 of 5 symbology. They shall be a heat transfer silk screen product printed in reverse image. Once applied they shall transfer to right reading. IPC bar codes will be applied by use of a Texas Automation ES or DES-32 & 42 model machine. 3.12 Warranty: The Service Provider will guarantee all products to be free of defects of material and/or workmanship for a minimum period of at least 10 years from the date of acceptance. If during the warranty period, such faults develop, Service Provider will replace the unit or part affected without any additional cost to the District. Warranty period must be clearly stated in proposal submittal. 4.0 MINIMUM QUALIFICATIONS FOR THE OFFEROR TO BE RESPONSIBLE. The District will only consider firms that have been engaged in the business of performing the services as described in these specifications. The vendor must be able to produce evidence that they have an established satisfactory record of performance for a reasonable period of time and to ensure that they can satisfactorily execute the services if awarded a contract. All of the forms and documents submitted in response to this solicitation may be considered in determining whether the Offeror meets the following minimum requirements to be considered a responsible Offeror. The District reserves the right, before awarding the contract, to require an Offeror to submit such evidence of its qualifications as it may deem necessary and may consider any evidence available to it (including but not limited to, the financial, technical, and other qualifications and abilities of the vendor, including past performance and experience with the District) in making the award in the best interest of the District. A Offeror must be an organization incorporated or authorized to do business in Georgia (unless the nature of the business is such that a business not based in Georgia is not required to register to transact business in the state). Offeror must have a minimum of five (5) continuous years in providing goods/services requested in this solicitation, preferably to educational, governmental, and/or municipal agencies (preferably located within the Southeast Region of the State of Georgia) with Scope of Service requirements that are similar to or the same as that requested by the District. Offeror must be licensed by the State of Georgia (as applicable) for providing the services requested. Offeror must provide documentation that their Occupational Business Taxes have been paid by providing a copy of their current Business License/Tax Certificate. Offeror must demonstrate its financial stability to provide the services requested herein. Offeror must demonstrate that it can meet ail insurance requirements required by the District if awarded a contract as a result of this solicitation, including any bid bond requirements, performance bond requirements, or payment bond requirements. Offeror must produce evidence that it has an established satisfactory record of performance based on past performance on similar contracts and is required to submit with their proposal, a minimum of three RFP 24-21 Band Uniforms (Annual Contract) | Page 25 Based on SCCPSS General RFP Template 4/4/2022 (3) references. These references should be identified in response to Solicitation Form 3. The District shall, in its sole discretion, evaluate the references for the purposes of determining whether the Offeror is responsible, or its Proposal is responsive to this solicitation. The District reserves the right to request additional references. A failure to provide additional information may result in Offerors Proposal being rejected as non-responsive. 5.0 COMPLIANCE WITH ALL APPLICABLE LOCAL, STATE, AND FEDERAL LAWS. The successful Offeror shall comply with all local, state, and federal laws, regulations, and policies that apply to the provision of any goods or services in response to this solicitation, regardless of whether those local, state, or federal laws are expressly identified in this solicitation or in any resulting contract with the District. 6.0 QUANTITIES. The estimated quantities requested in this solicitation are intended as a guide for the offeror. The District does not obligate itself to purchase the full estimated quantities indicated. The entire amount of any discount offered by the Offeror must be allowed whether or not the District purchases the full quantities requested in this solicitation. The District's requirements may exceed the estimated quantities shown and the successful offeror shall be obligated to fulfill all requirements as shown on the purchase orders, whose mailing dates fall within the performance period of the resulting contract. 7.0 SCHEDULING. All time and material work must be completed according to a schedule that meets the needs of the District. Any supplier that cannot meet the Districts scheduled requirements will be relieved of responsibility of that particular project. The District has the option to use another supplier at its sole discretion, based on the service needs for any given day. The District's representative who oversees the assigned project will be the person in charge of the work for the District and must approve by signature all hours worked, special equipment, vehicles and any other items to be invoiced. Start time, break time, and end time must be coordinated through the SCCPSS representative overseeing the project. 8.0 TRANSITION PERIOD. Due to the nature of the District's competitive purchasing processes, a transition period may be needed from the successful offeror from one solicitation to the successful offeror on a future solicitation. The successful offeror of this solicitation shall agree to maintain the same terms and conditions as the original contract/agreement for a period not to exceed ninety (90) days, if necessary, as a transition period after the termination of any contract resulting from this solicitation. In addition, if the current provider is not the successful offeror, he or she shall agree to provide the same level of services for a period not to exceed ninety (90) days, allowing for an orderly transition. 9.0 PRICING AND DELIVERY. Offerors shall submit pricing based on the specifications detailed herein and, in the format, requested on the Sealed Fee Proposal Form (Solicitation Form 12). All pricing shall include inside delivery to each school site. The pricing submitted in Offeror's proposal shall remain firm and open for acceptance by the District for ninety (90) days after the District receives the Offeror's proposal. If the District accepts the Offeror's proposal, the Offeror will honor that pricing for the initial term of the contract, which shall not exceed one year after the execution of the contract by the District. The District will not accept any price increases, fuel surcharges, or add-on costs during the original term of any contract resulting from this solicitation. The District and the Offeror may agree to renew the contract by mutual agreement for an additional term (the first renewal term), not to exceed one year from the date upon which the contract resulting from this solicitation terminates. The Offeror agrees that the pricing for the first renewal term will not increase more than 5% from the pricing offered in response to this solicitation. Other than this 5% price increase, the District RFP 24-21 Band Uniforms (Annual Contract) | Page 26 Based on SCCPSS General RFP Template 4/4/2022 will not accept any price incre...