Columbia County School District
PURCHASING DEPARTMENT
4781 Hereford farm Road, Evans, GA 30809
Tele: (706) 541-2723 ext. 5108 Fax: (706) 855-3843 Email: Hudson.Chandler@ccboe.net
NOTICE TO VENDORS
FIRE ALARM INSPECTION SERVICES
NO. HC-02-27-24A
The Columbia County School District (CCSD) is accepting sealed bids as specified in
the attached Invitation For Bids documents (RFB). Bids will be received at the office
of Hudson E. Chandler, Purchasing Supervisor, Columbia County School District,
Business Department, 4781 Hereford Farm Road, Evans, GA 30809.
February 27, 2024 @ 2:00 PM
BIDS SHALL BE PLAINLY MARKED
RFB FOR: Waste Disposal Services
REQUEST FOR BID NUMBER: HC-02-27-24A
DUE BEFORE: February 27, 2024 @ 2:00 p.m.
Any bid received later than the specified date and time, whether delivered in person
or mailed, shall be disqualified.
The CCSD reserves the right to reject any or all bids and to accept any bid deemed
most advantageous to the CCSD and to waive any informalities in the request.
Hudson E. Chandler
Purchasing Supervisor
CERTIFICATION & ACCEPTANCE FORM
Project Name:
Fire Alarm Inspection Services
Refer ALL Inquiries to:
Invitation for Bid
NO. HC-02-27-24A
Commodity: Fire Alarm Inspection Services
Columbia County School District
5108 Hereford Farm Road
Evans, GA 30809
ATTN: Hudson Chandler, Purchasing
Supervisor
Contract Type: Fixed Price
FOR CCBOE USE ONLY
Contract Number:
Telephone: 706- 541- 2723 Ext. 5108
Facsimile: 706- 855-3843
E-Mail:
Hudson.Chandler@ccboe.net
(See page 2 for mailing instructions.)
NOTICE TO BIDDERS
Bids are due no later than 2:00 p.m., February 27, 2024.
Offers are subject to rejection if not received by the due date and time specified and may be subject to rejection if not
submitted with this form.
EXECUTION
In compliance with this Request and subject to all the terms and conditions herein, the undersigned offers and agrees to
furnish all products, materials, equipment, and labor necessary to perform to the attached specification, at the price and
within the time specified herein. I certify that this Offer is made without prior understanding, agreement, or connection
with any firm, corporation, or person submitting a Bid for the same purpose, and is in all respects fair and without
collusion or fraud. Under penalty of perjury, the undersigned Offeror certifies that, to the best of its knowledge and
belief: (1) the prices in this Bid have been arrived at independently without collusion, consultation, communication, or
agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Offeror, or
to any competitor or with any officers, agents or employees of the CCBOE; and (2) unless otherwise required by Federal or
Georgia Law, the prices which have been offered in this Bid have not been knowingly disclosed by the Offeror and will not
be knowingly disclosed by the Offeror prior to opening, directly or indirectly, to any other Offeror or to any other
competitor; and (3) no attempt has been made or will be made by the Offeror to induce any other person, partnership or
corporation to submit or not submit a Bid for the purpose of restricting competition.
Failure to execute/sign Bid prior to submittal may render the Bid invalid. Late Bids may not be accepted.
OFFICIAL BUSINESS NAME,
COMPANY NAME, TRADE NAME:
STREET ADDRESS:
FEDERAL ID OR SOCIAL SECURITY NO:
P.O. BOX:
ZIP:
CITY & STATE & ZIP:
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:
TELEPHONE
NUMBER:
FAX NUMBER:
TOLL FREE TEL. NO
(800)
AUTHORIZED SIGNATURE:
DATE:
WEB ADDRESS:
E-MAIL:
Offer valid for 45 days from Request for Bid due date unless otherwise stated here: ____ days
TYPE BUSINESS
Check one or more where applicable:
Minority-Owned Business (at least 51% owned and controlled by minority group members)
Woman-Owned Business (at least 51% owned and controlled by women)
Small Business
ACCEPTANCE OF OFFER
If any or all parts of this Bid are accepted, an authorized representative of the CCSD shall affix their signature hereto and
this document and any other special terms and conditions, scopes of work, specifications, and any Columbia County
School District Contract conditions applicable to this Request For Bid shall then constitute the entire written contract
agreement between the parties (“Contract”). This Contract supersedes all prior written or oral agreements and there are
no other promises or conditions in any other agreement, whether written or oral, having effect on this Contract. A copy
of this acceptance will be forwarded to the successful Offeror and a CCSD Purchase Order and/or General Contract For
Services will issued as a release against this Contract.
FOR CCSD USE ONLY
Offer accepted and contract awarded this ____ day of _____________________, 20_____,
By ___________________________________________________________ (Authorized
contracting representative of CCSD).
MAILING INSTRUCTIONS: Mail (e.g., US Mail, Fed Express) pages 1 & 2 of this fully executed Request for Bid
document and any required RFB documents with your Bid. This is a formal sealed RFB. Seal, address envelope and
identify the Request For Bid number on the outside of the package as shown below: It is the responsibility of the Offeror
to have all required RFB documents received by CCSD on or before the specified due date and time. INCLUDE ONE
ORIGINAL BID RESPONSE AND ONE COPY.
Columbia County School District
Business Department
4781 Hereford Farm Road
Evans, Georgia 30809
Attention: Hudson Chandler, Purchasing Supervisor
Project:
RFB:
Bid review:
Fire Alarm Inspection Services
HC-02-27-24A
February 20, 2024 @ 2:00 p.m.
Instructions & Specifications
The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting
competitive bids for Fire Alarm Test Inspection Services under Request for Bid (RFB) HC-02-27-24A.
Mandatory Pre-Bid February 6, 2024 at 9:00 a.m., FMO 6000 Columbia Road, Grovetown GA 30813.
Bids are due no-later-than February 27, 2024 at 2:00 p.m., 4781 Hereford Farm Road, Evans, Georgia 30809.
Contract performance would commence on or about July 1, 2024, and continue for three one-year periods,
ending June 30, 2027.
The CCSD reserves the right to extend this contract on an annual basis. The contract would be renewable
annually for up to two additional years (June 2029) at the same or equivalent price, with written consent of both
parties.
The Contract shall be deemed to terminate absolutely and without further obligation on the part of CCSD at the
close of each school year in which it was executed and at the close of each succeeding school year for which it
may be renewed. In the event of insufficient funding, the Contract shall terminate absolutely and without
further obligation as of that moment.
The Columbia County School District will accept bids sent by email. Bidders are to consider emailed bids not
received by Hudson.Chandler@CCBOE.net, until responding email accepting receipt. Email greater than 18
megabytes exceed our size limit and cannot be received. Electronic Signatures will be accepted on bids.
Fire Alarm Test Inspection Services Requirements
1. Fire Alarm Testing must be in accordance with NFPA 72 Requirements
2. Inspect all locations of the Columbia County School System (32 Schools, Board Office Building, Facilities
Maintenance & Operations Building, Facilities Maintenance & Operations Warehouse, Technology
Department Buildings in Appling, and Columbia County Support Department Building).
3. All components of the fire alarm system including all dialers, 411UD’s and/or UDACT’s, and fire doors
must be checked for proper operation according to NFPA 72 testing requirements.
4. Fire Doors must be inspected according to NFPA 80 requirements and have an inspection sheet for all fire
doors and location of doors that shows pass or fail. If a door has failed the inspection, the documented
sheet must show what issues were found during the inspection.
5. Work can be started June 27, 2024 and must be completed by July 31, 2024 including all re-inspections.
6. A schedule of testing will be put together and approved by CCBOE and Inspection Company prior to work
starting.
7. A Columba County Board of Education Fire Alarm Tech, during normal working hours, will be with you
during the Inspections to help with accessing the building, locating hard to find devices, and accessing
rooms.
8. If any deficiencies are noted, they will be repaired by our CCBOE Fire Alarm Technicians and a
reinspection time will be scheduled to check the repair of the deficiency.
9. All paperwork must be filled out correctly, dated, and signed and given to Steve Bohler, Facilities
Maintenance & Operations, when completed.
10. The inspections will be scheduled within our normal summer business hours 6:00AM-4:30PM Monday-
Thursday. Inspection company will have access to all locations for Friday testing, weekend testing,
School Holiday testing, and after hours testing if they choose but must let Steve Bohler, 706-726-4582,
know at least 2 days in advance to make sure school or other location have no weekend engagements.
Columbia County School District
Fire Alarm Test Inspection Services
HC-02-27-24A
Fire Alarm Test Inspection services cannot be performed in a school when Summer School is in session. Any
request for lift equipment must be made at least 48 hours in advance of requirement.
This solicitation does not obligate funds, nor does it constitute a contract, offer of employment, or offer of
purchase. The cost of preparing and submitting a bid is the sole obligation of the bidder.
Any damage caused to school property or vehicles, and/or injury caused to any persons on school grounds must
be reported immediately to the school principal and the CCSD, Director of Facilities, Maintenance and
Operations (FMO). NO EXCEPTIONS! The successful bidder will be notified and provided the damage
information for their investigation. Any investigation done by the successful bidder must be done as soon as
possible the same day that the damage occurs. The successful bidder must contact FMO to verbally okay the
repairs or to dispute the claim. All verbal correspondence must be followed up with a written authorization from
the successful bidder within 24-hours of incurred damage.
FMO will contact the successful bidder to initiate necessary repairs. Payment for damages will be paid by CCSD
and deducted from the successful bidder’s next invoice. An adjustment sheet will be prepared, which will detail
the costs for fixing the damages, for the successful bidder’s signature.
All billing will be submitted to FMO on a monthly basis and will be broken down by location consistent with the
attached bid input form.
All bidders must submit a minimum of three references on the attached CCSD Business References Form.
References must be for projects/contracts of similar size and scope as that contemplated herein. Failure to
provide adequate references may result in disqualification of your bid.
Any questions relating to the type or size of waste containers, container locations, pickup schedule and/or to
arrange for any pre-bid site visits shall be directed through the offices of the CCSD, Executive Director of
Facilities, Maintenance and Operations, Cliff Sanders at 706-541-2477 ext. 5661.
By submitting a bid, the Bidder certifies that, to the best of its knowledge and belief: (1) the prices have been
arrived at independently without collusion, consultation, communication, or agreement, for the purposes of
restricting competition, as to any matter relating to such prices with any other Bidder, or to any competitor or
with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law,
the prices which have been offered in this bid have not been knowingly disclosed by the Bidder and will not be
knowingly disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any other
competitor; and (3) no attempt has been made or will be made by the Bidder to induce any other person,
partnership or corporation to submit or not submit a bid for the purpose of restricting competition.
At its sole discretion, the CCSD reserves the right to require, as a condition of any award, additional supporting
documentation. Failure to provide any of the following documents, or any additionally requested information,
may be considered non-responsive and result in disqualification of your bid.
In the event that identical low bids are submitted, the Columbia County School District will award the contract in
any manner it considers to be in the best interest of the school system.
The CCSD reserves the right to:
• Give full and proper consideration to the service, reputation, product knowledge, and experience of all
companies presenting bids, in addition to bid cost
• Having the lowest bid price does not necessarily guarantee contract award
• Reject any and all bids if deemed necessary
• Disqualify any bid not meeting specifications as necessary
• Accept any alternative bid believed to be in the best interest of the school system
This page summarizes the opportunity, including an overview and a preview of the attached documents.
