25-02 FALL PHOTOS AND ID'S
| Agency: | Glynn County School District |
|---|---|
| State: | Georgia |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17391213254965533 |
| Posted Date: | Jan 29, 2024 |
| Due Date: | Mar 5, 2024 |
| Solicitation No: | 25-02 |
| Source: | Members Only |
Attachment Preview
REQUEST FOR SEALED PROPOSAL
Request for Proposal #25-02
For the Project: The Glynn County School System seeks one provider for “Picture Day” Fall Photos
(elementary and middle schools) and student/staff ID cards (elementary schools only) for 3 academic
years: 2024/25, 2025/26, and 2026/27 as per the guideline in this Request for Proposal.
RFP Administrator:
Rhonda Saunders, Procurement Officer
Glynn County School System
289 Community Action Drive
Brunswick, Georgia 31520
Telephone: 912-267-4100, extension 1216
E-Mail: rsaunders@glynn.k12.ga.us
Sealed proposals are to be submitted to: Rhonda Saunders, Procurement Officer, Glynn County
School System, 289 Community Action Drive, Brunswick, Georgia, 31520. Submit proposal in a sealed,
opaque envelope addressed to the RFP Administrator noted above. Envelopes to be plainly marked
with the RFP# and title.
Deadline to receive proposals: 10:00 a.m. legally prevailing time on March 5, 2024.
Proposals are due at the time and date specified. Proposals will not be accepted after the
date and time above. There will be no public opening of proposals. Proposals submitted
via facsimile or otherwise not sealed will be rejected. Proposals received after the date
and/or time noted above will not be opened.
The Glynn County Board of Education reserves the right to reject any or all proposals and to accept
other than the low proposal when the interest of the school system can be better served. The Board
reserves the right to waive any informalities in, or reject, any or all proposals or any part of a proposal.
In the event of equal proposals, preference will be given to the local Proposer.
RFP Schedule of Events:
RFP Advertisement Dates
January, 29, 2024 (Georgia Procurement Registry)
January 30- 31, February 1, 2024 (The Brunswick News)
Deadline to Submit Questions Friday, February 9, 2024 (11:00 a.m., ET)
Deadline to Respond to Questions Wednesday, February 14, 2024 (4:30 p.m., ET)
Deadline to Submit Proposal:
Tuesday, March 5, 2024 (10:00 a.m., ET)
Board Approval
TBD
RFP #25-02
For: Fall Photo/Student/Staff I.D. Cards
Page 1 of 24
A.
GENERAL INFORMATION REGARDING PROPOSAL
A.1 RFP Amendments
The Glynn County School System is not responsible for any errors or omissions that may occur when bid
information is copied from the Georgia Procurement Registry or The Brunswick News by bid posting
subscriber websites.
The Glynn County School System reserves the right to amend the Request For Proposal prior to the
deadline of proposal submission. RFP amendments will be issued as written Addendum.
A.1.1 Addendum will be sent to bidders requesting the RFP or, in the event that a mandatory pre-bid
meeting was held, only those bidders that attended the mandatory pre-bid meeting. Statements made
at the pre-bid meeting shall not be considered addenda to the RFP unless a written addendum is issued
pursuant to the meeting.
A.1.2 The Acknowledgement of Addenda form is to be returned with proposal. See Attachment “B”
A.2 Withdrawing a Proposal
Prior to the proposal due date, a submitted proposal may be withdrawn by the Proposer by submitting
a written request faxed to the Glynn County School System RFP Administrator named above. All such
requests must be signed by a person authorized to sign for the Proposer.
A.2.1 Re-Submitting a Response
Should a Proposer withdraw its proposal prior to the RFP close date with the intention to re-submit,
please note the following:
● The Proposer’s original response must first be withdrawn in accordance with the
guidelines noted above
● Each Proposer is solely responsible for re-submitting its response prior to the RFP
closing date and time
● Costs for returning unopened, withdrawn proposals shall be borne by the Proposer
A.3 Cost For Developing Proposal
The cost for developing the proposal is the sole responsibility of the Proposer. The Glynn County School
System will not provide reimbursement for such costs.
A.4 Measurements and Existing Conditions
Contractors are responsible for the correctness of all measurements and to familiarize themselves with
all conditions relating to the Scope of Work. The Bidder is assumed to have visited the premises and to
have taken into consideration all conditions which might affect his work. No consideration will be given
to any claim based on lack of knowledge of existing conditions.
A.5 Questions and Restricting Communications With Staff
A.5.1 All questions concerning this RFP must be submitted in writing via fax or email to the RFP
Administrator noted above. No questions other than written will be accepted. No response other than
written will be binding upon the Glynn County School System.
A.5.2 From the issue date of this RFP until the award is made, Proposer(s) are not allowed to
communicate for any reason with any Glynn County School System staff except through the RFP
Administrator named herein or during the Pre-Bid Conference. The Glynn County School System
reserves the right to reject the proposal of any Proposer(s) violating this provision.
A.6 Cancellation of RFP
The Glynn County School System reserves the right to cancel this RFP at any time and will not be liable
for any cost/losses incurred by the Proposers throughout this process.
RFP #25-02
For: Fall Photo/Student/Staff I.D. Cards
Page 2 of 24
A.7 Georgia Security & Immigration Compliance (GSIC) Act (Georgia Dept. of Audits, July 2013)
O.C.G.A. § 13-10-90 (4): A public employer shall not enter into a contract for the physical performance
of services* unless the contractor registers and participates in a federal work authorization program to
verify the work eligibility information of newly hired employees.
* By definition: “Physical performance of services means any performance of labor or services for a
public employer using a bidding process or by contract wherein the labor or services exceed $2499.99.”
Proposals that involve the defined “physical performance of services” must include a notarized copy
of the GSIC Affidavit forms for the Contractor, O.C.G.A. § 13-10-91(b)(1). See Attachment “C.”
Affidavits will be required for all subcontractors and sub-subcontractors that have been contracted for
the physical performance of services in satisfaction of this RFP in accordance with O.C.G.A. § 13-10-
91(b)(3) and § 13-10-91(b)(4) .
A.7.1 Exception
A contractor, subcontractor, or sub-subcontractor who has no employees and does not hire or intend
to hire employees for purposes of completing the work described in this RFP shall instead provide a copy
of a state issued driver’s license or state issued identification card provided that said state verifies lawful
immigration status prior to issuing a driver’s license or identification card. O.C.G.A. § 13-10-91(b)(5).
The Georgia Attorney General’s website posts a list of the states that verify immigration status prior to
the issuance of a driver’s license or identification card and that only issue licenses or identification cards
to persons lawfully present in the United States.
A.7.2 Responsibility of the Contractor
It is the duty of the contractor to submit to the Glynn County School System within five business days
of receipt, copies of all subcontractor and sub-subcontractor affidavits, drivers’ licenses, and
identification cards required under O.C.G.A. § 13-10-91(b)(6).
A.8 Business License or Certificate of Authority
In accordance with O.C.G.A. §48-13-7 and §14-3-1501, a valid Georgia Occupational Tax Certificate or
Certificate of Authority is required before any work begins under this contract and shall be maintained
throughout the term of this project. Proposer shall submit with their proposal, a copy of their company
business license for the State of Georgia or a Certificate of Authority to transact business in the State
of Georgia. Certificates of Authority are issued by the Georgia Secretary of State’s office, 404-656-
2817. Failure to submit this information may result in the Proposer being declared non-responsive.
A.9 Contractor’s License
Asbestos abatement and the mechanical trade contractors need a license in Georgia. A valid contractor
license in another state may be eligible for a reciprocal Georgia license or a Georgia license by
endorsement. Include a copy of current, RFP-applicable Contractor’s license with proposal.
If you need more information, please contact the Georgia Secretary of State’s Professional Licensing
Division Call Center at 478-207-2440.
A.10 Compliance with Laws
All work being done under this RFP shall comply with all existing State, Federal and local laws and
regulations of the various departments or agencies of the State of Georgia. The Proposer shall protect
and indemnify the Glynn County School System, its officers, employees and agents against any claim or
liability arising from or based upon violation of any such law, ordinance, regulation, order, or decree,
whether by himself or his employees or any Subcontractor.
RFP #25-02
For: Fall Photo/Student/Staff I.D. Cards
Page 3 of 24
A.11 Storage of Materials
The Glynn County School System does not have storage capacity for materials, supplies and equipment
that will be used for this project. Materials are not to be shipped to the Glynn County School System
without the express written consent of the RFP Administrator. The Glynn County School System
reserves the right to refuse such shipments and is not responsible for any loss or damage to materials
that are shipped without this approval.
B.
PROPOSAL OBJECTIVE, SCOPE OF WORK, PRE-BID CONFERENCE
B.1 Objective
The objective of the RFP is to select a Proposer who will provide goods and/or services outlined in this
RFP to the Glynn County School System. All qualified Proposers are invited to participate by submitting
responses, as further defined below. After evaluating all Proposer responses received prior to the
closing date and time of this RFP, the Glynn County School System will determine whether or not to
conduct negotiations with responsive and responsible Proposers. After a careful evaluation of
responses, an award recommendation will be presented to the Board of Education and a Purchase Order
will be issued to the successful bidder.
B.2 Scope of Work (Base Bid)
The Glynn County Board of Education requests proposals from qualified proponents for the selection of
a single provider of student and staff Fall Photo (“Picture Day”) photos (middle and elementary schools)
and “Student & Staff ID cards” (elementary schools only) for 3 academic years: 2024/2025, 2025/2026,
and 2026/2027 as per the information contained in these proposal documents.
Requirements are more fully described in Section C - SPECIFICATIONS below.
B.3 Pre-Bid Conference - N/A for this RFP
B.4 As-Built List/Drawings – N/A for this RFP
After completion of the work, provide “as built” conditions with final locations of the equipment
installed including equipment make, model and serial number for each location. If an installation
encompassed several individual classrooms, the equipment shall be identified by the classroom #.
C.
SCHEDULE and SPECIFICATIONS
SPECIFICATIONS
Note: Any exceptions to the information provided below must be addressed completely on
separate sheets of paper marked “Exceptions” and included with proposal.
C.1 FALL PHOTOS: Middle and Elementary School students and staff
Customer Service to be provided by Vendor at no cost to the Glynn County School System:
▪ Toll free number for parents
▪ Local and toll free numbers and email/online access for schools, advisors, and principals
▪ Website customer service with information for parents on ordering and questions
▪ Picture Day organizer for photo Coordinator
▪ Flyers and envelopes with English and Spanish
▪ Day-Before reminder stickers and notices
▪ Retake and Absentee Day provided for the Fall Photo program
▪ Hall Posters
▪ Combs for grooming
▪ Sales:
RFP #25-02
For: Fall Photo/Student/Staff I.D. Cards
Page 4 of 24
o Prepay or Proof System to be at the discretion of Principals
o Provide printed reports on money collected for Principals
▪ Packages returned bundled and ready for distribution to students
▪ Complimentary package for all staff in the Fall
▪ Complimentary class group in the Spring
▪ On-line access to make certificates, class rosters, etc.
▪ Yearbook photography time by vendor’s staff photographers
▪ Support for school’s yearbook staff (specify the level of support to be provided)
Vendor shall grant permission to the Glynn County School System to use photos in any
publicity, on the Glynn County School website, and in Glynn County School System school
yearbooks.
The Glynn County Schools Student Information System (SIS) Coordinator will provide student and staff
data in a “database format” within one week prior to the start of school each academic year covered by
this RFP. The first day of school for academic year 2024/25 is August 7, 2024. Academic calendars are
typically approved by our Board of Education 9 months prior to the start of school. See Attachment “D”
School Calendar for 2024-25.
For each school, Vendor will provide printed student data input media stickers prior to the scheduled
Fall Photo (“Picture Day”) shoot. Blank forms will be included for students that entered the school after
the data was submitted.
Vendor will photograph all elementary and middle school students and staff in accordance with a Fall
Photo Shoot and Re-Take/Absentee Schedule submitted by May 1 of each year like the example below.
Fall photos are to be taken in August/September, re-takes/absentee photos in September/October.
# photographers School
Fall Photo Shoot Date
Retake/Absentee Date
__________
Glynn Middle
_________________
_________________
__________
Jane Macon Middle
_________________
_________________
__________
Needwood Middle
_________________
_________________
__________
__________
Risley Middle
Altama Elementary
_________________
_________________
_________________
_________________
__________
Burroughs-Molette Ele. /
Leaps & Bounds/FACES
________________
_________________
__________
Glynn Learning Center
_________________
_________________
__________
Glyndale Elementary
_________________
_________________
__________
Golden Isles Elementary _________________
_________________
__________
Goodyear Elementary
_________________
_________________
__________
Greer Elementary
_________________
_________________
__________
Oglethorpe Point Ele.
_________________
_________________
RFP #25-02
For: Fall Photo/Student/Staff I.D. Cards
Page 5 of 24
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