Comer Elementary School Addition/Renovation - Low Voltage Data Cabling

GENERAL TERMS AND CONDITIONS
1. SCOPE
SCOPE OF WORK
It is the intention of Madison County Schools to contract with a vendor(s) to provide a high
quality, cost- effective structured cabling system for this project. Please refer to EXHIBIT A
(separate document) for drop and MDF locations. Included in this project are 68 access point
drops, 61 camera drops, and 88 data drops, 26 intercom drops, 18 clock drops, 7 outdoor horn
drops, 9 door access control drops, 4 Centegix system drops for 281 total.
It is very important to note that there are two phases to this project. Phase 1 is the addition of a
cafeteria and 6 new classrooms. Phase 1 has already started and low voltage work could begin as
early as July of 2026. Phase 2 is the renovation of existing spaces at Comer Elementary School
including the office and old cafeteria. Phase 2 will begin in May of 2027 and must be completed by
the end of July, 2027.
2. SUBMISSION OF RESPONSES
It is the responsibility of the responding vendors to ensure responses to this RFP are complete
and delivered NO LATER than the due date/time as outlined herein. Madison County School
System reserves the right to refuse consideration of any late or incomplete responses to this RFP.
3. AWARD OF CONTRACT
Madison County School System reserves the right to reject any and all responses to this RFP
and/or to waive irregularities/technicalities of any and all responses to this RFP. Madison County
School System will award any or all portions of this project as it deems to be in the best interest of
the school system. Evaluation of responses will be so done as to be in accordance with the
policies of the Madison County School System HERE and/or the State of Georgia and/or the
United States Federal Government as required.
4. EXECUTION OF RESPONSE
All responses to this RFP must be accompanied by a manual signature of an authorized officer of
the responding vendor. Responses must be typed with no erasures of any kind. Responding
vendors must agree to the terms and conditions of this RFP as well as meet the requirements as
outlined herein. Any exceptions made to mandatory terms and conditions of this RFP or failure to
meet the requirements outlined herein may be interpreted by Madison County School System as
failure to submit a qualified response by the vendor.
5. FURTHER CLARIFICATION
Madison County School System reserves the right to request further clarification of a response to
this RFP made by any vendor to aid in the evaluation of this project's award. Any further
clarification deemed necessary for evaluation by Madison County School System is to be at the
vendor's expense.
6. OMISSIONS
Any omissions of detail specifications outlined herein that would result in incomplete satisfaction of
the requirements of the RFP and/or incomplete operation of the systems for installation are not to
be construed as to relieve the vendor of any responsibility or obligation to the complete and
satisfactory delivery, operation and support of any and all requirements of the RFP.
7. PROJECT PAYMENT
A payment schedule will be agreed upon once the vendor is awarded the contract.
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Payment is to be made upon correct invoicing being submitted to Madison County School System
by the vendor. Vendor invoices should be submitted with Net 30 terms. Vendors will not contact
the school district for payment prior to the end of the Net 30 term.
SPECIAL TERMS AND CONDITIONS
1. INTRODUCTION
Vendors are expected to incorporate all Special Conditions outlined herein in the response to this
RFP. Special Conditions that vary from General Conditions take precedence.
1.1 PROJECT DESCRIPTION
Vendors will be required to submit responses for complete packages of this RFP. Once
award(s) has been made, the Technology Director or a designee will work directly
with the vendor schedule implementation. Madison County School System will make every effort
to coordinate the projects with vendor(s) to minimize costs to the school system.
1.2 BASIC GUIDELINES FOR THIS REQUEST FOR PROPOSAL
Proposals will be evaluated in accordance with the following evaluation criteria:
FACTOR WEIGHT
Price 30 Points
Qualifications (Technical)/Scope of Work 20 Points
Prior Experience 15 Points
Management Capability (Project Management) 10 Points
Comprehensive Integration 15 Points
References 10 Points
TOTAL 100 Points
1.3 SCHEDULE OF EVENTS
EVENT DATES
RFP released June 18, 2026
Deadline for submitting written questions July 10, 2026
Deadline for addendum posting by MCSS July 14, 2026
Proposals due to Madison County School System July 20, 2026 - 1:00 PM EST
*There will be a public opening of the bid documents and vendor names and proposal total will be listed. Bid
evaluations will will not occur at the public opening.
OPTIONAL Proposal Opening July 20, 1:00 PM EST - Board of Education - PLC1
Bid Evaluations July 20-23, 2026.
Vendor interviews (if necessary) July 21-23, 2026
Recommendation to Superintendent July 23, 2026.
Deadline for beginning starting project - Vendor will immediately begin communications with the
general contractor who will determine the schedule of work.
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1.4 QUESTIONS
All questions concerning this RFP must be submitted in writing, email (preferred)
to Amy Denman at the Madison County School System. No questions other than written will be
accepted. Only written responses will be binding upon the school system.
Amy Denman
P.O. Box 37, Danielsville, GA 30633
706-795-2191 x1427
Email: adenman@madison.k12.ga.us
Contract award(s) shall be made to the successful vendor(s) whose response(s) is deemed to be
the best value to the school system, taking into account all of the evaluation factors set forth in this
RFP. Madison County School System reserves the right to accept or reject any or all proposals
submitted in response to this RFP.
2. DESCRIPTION OF REQUIREMENTS
2.1 INTRODUCTION
The Madison County School Technology Department has established certain requirements with
respect to responses submitted by vendors. Whenever the terms should, shall, must, will or is
required are used in the RFP, the specification being referred to is a mandatory requirement.
Failure to meet any mandatory requirement may cause rejection of the vendor's proposal.
Whenever the terms can or may are used in the RFP, the specification is being referred to as
desirable. Failure to provide any items so termed may not be cause for rejections, however, will
probably cause a reduction in score awarded.
2.2 PROJECT OVERSIGHT AND STAFFING
The successful vendor(s) will report to the Technology Director or to a designee assigned by the
Technology Director for all communication regarding the contract after the award is made.
2.3 PROJECT STARTUP
As soon as the award is made, the winning vendor will be contacted to arrange for
implementation.
2.4 ATTACHMENT A: RFP ACKNOWLEDGEMENT FORM
Vendors must complete and return the RFP Acknowledgement Form, clearly answering all
questions in their entirety. Note that this form also includes non-discrimination and non-collusion
affidavits.
2.5 ATTACHMENT B: Contract Agreement
Vendors must complete and return the Contract Agreement, clearing answering all questions in
their entirety.
2.6 ATTACHMENT C: Vendor Questionnaire
Vendors must complete and return the Vendor Questionnaire, clearing answering all questions in
their entirety.
2.7 ATTACHMENT D: Vendor Reference Sheet
Vendors must complete and return the Vendor Reference Form, clearing answering all questions
in their entirety.
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2.8 ATTACHMENT E: PRICING AND PROPOSAL
Vendors must provide pricing and proposal sheets as directed. This attachment will be created by
each vendor.
3. PROPOSAL SUBMISSION
3.1 PRESENTATION OF RESPONSE
Emphasis on each response should be on completeness and clarity of content. Responses are
expected to stand on their own with every effort being made to eliminate misinterpretation due to
lack of clarity or information. Vendors are cautioned not to rely on post-bid clarification to explain
any portion of its response as it is possible not all vendors will be invited to participate in post-bid
further clarification should such a step be deemed necessary by Madison County School System.
To expedite the evaluation process, it is essential vendors follow any format and instructions
contained herein.
3.2 PROPERTY RIGHTS
All documents, including but not limited to, data, drawings and specifications, submitted with
response by the vendor become the property of the Madison County School System.
3.3 REQUIRED ORGANIZATION OF RESPONSE
Vendors must return all affidavits, attachments and any additional information as outlined herein.
Where additional information is requested/allowed, vendors should formulate the response on 8-
1/2" x 11" pages, typed in a font no smaller than 12 points. All pages must be clearly labeled.
Responses must be organized as follows:
Attachment A - RFP Acknowledgement Form
Attachment B - Contract Agreement
Attachment C - Vendor Questionnaire
Attachment D - Vendor Reference Sheet
Attachment E - Pricing and Scope of Work Details (Attachments as needed)
3.4 Madison County School System REVIEW OF RESPONSES
All responses received will be reviewed by the Madison County School System Technology
Department to ensure all administrative requirements of the RFP package have been met by the
vendor. Each response will be reviewed to ensure that the vendor submitted the package as
outlined above and that all documents requiring signature have been signed. Failure to meet these
requirements may be cause for rejection of proposal. Responses will be opened on July 20.
Review and scoring of the responses will take place September 12-13, 2026.
4. TERMS AND CONDITIONS
4.1 RFP AMENDMENTS
Madison County School System reserves the right to amend the RFP prior to the date of the
proposal submission. All questions must be received no later than 12:00 PM EST on July 10,
2026. All addenda will be posted on the school system web site at
https://www.madison.k12.ga.us/page/bidsproposal and will be distributed to all known responding
vendors via email.
4.2 RESPONSE WITHDRAWAL
Prior to the response due date, a submitted response may be withdrawn by the vendor by
submitting a written request to Amy Denman at MCSS. An authorized officer of the vendor must
sign for the vendor in instances of withdrawal of response.
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4.3 COST OF PREPARING PROPOSALS
The cost for developing the response is the sole responsibility of the vendor. Madison County
School System will not provide reimbursement for such costs.
4.4 CONTRACT TERM
The contract term for this project begins immediately upon the recommendation to the
superintendent. The contract term will end once the general contractor has signed off on the work
completed.
All documents submitted in response to the RFP, including any attachments and appendices, will
be incorporated into the contract. If any language of the response conflicts with the language of
the RFP, the language of the RFP shall govern.
4.5 AMENDMENTS IN WRITING
No amendment to this Contract shall be effective unless it is in writing and signed by duly
authorized representatives of the parties. No representation, request, instruction, directive or
order, made or given by any official, employee or agent of Madison County School System,
whether verbal or written, shall be effective to amend this agreement or excuse or modify
performance hereunder unless reduced to a formal amendment and executed as
set forth above. Vendor shall not be entitled to rely on any such representation, request,
instruction, directive or order and shall not, under any circumstances whatsoever, be entitled to
additional compensation, delay in performance or other benefit claimed for relying upon or
responding to any such representation, request instruction, directive or order.
4.6 AUTHORITY
Each party warrants that such party has full power and authority to enter into and perform this
contract. The person signing on behalf of each party represents that such person is duly
authorized to enter into this contract on behalf of such party.
5. CHANGE OF PROJECT CONDITIONS
5.1 NOTICE OF DELAYS
Whenever the vendor(s) receives notice or obtains knowledge of any event or condition which will
delay, or is likely to delay, the completion of the performance under this contract beyond the
specified completion date, the vendor(s) shall notify Madison County School System Technology
Department in writing within fifteen (15) calendar days after receiving such notice or obtaining
such knowledge of the nature of the delay and its estimated duration; otherwise, the vendor(s)
shall not be entitled to any extensions of the completion date.
5.2 CHANGE ORDERS
Madison County School System, without invalidating the contract, may order changes within the
general scope of the products and services required by this contract by altering, adding to and/or
deducting from the products and services to be performed. All such changes in services shall be in
writing and shall be performed subject to the provisions in this contract.
5.3 CHANGE ORDER APPROVAL
The Technology Director must approve ALL change orders.
5.4 CONTRACT TERMINATION
Madison County School System reserves the right to cancel the contract if the vendor(s) fails to
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meet the terms and conditions therein. Madison County School System shall give the vendor(s) a
written notice stating the vendor's failure to meet contractual obligations. The vendor(s) shall have
thirty (30) days from the date on the notification to correct contract violations. Failure to do so will
result in cancellation of the contract thirty (30) days after the date of the cancellation letter.
5.5 ADDITIONAL CONTRACT REQUIREMENTS
The agreement shall terminate absolutely and without further obligation on the part of the School
District at the close of the calendar year in which it was executed and the close of each
succeeding calendar year for which it may be renewed.
The agreement will be interpreted in accordance with the laws of the State of Georgia, regardless
of any conflict of law or rules that would require an application of law of another jurisdiction. Both
the School District and the vendor expressly and irrevocably agree to:
(a) To be subject to personal jurisdiction in the State of Georgia regarding any
controversy that may arise relating to the agreement; and
(b) Venue and jurisdiction shall be proper in the federal and state courts located or
serving Madison County, Georgia, area.
[Vendor] and its agents, employees, and representatives shall indemnify and hold harmless the
School District from and against any and all liability, claims, cost, loss and expenses resulting from
negligent acts or omissions of [vendor] or its agents, employees or representatives.
Either party may terminate this agreement with or without cause upon ninety (90) days written
notice to the other party.
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SCOPE OF WORK
It is the intention of Madison County Schools to contract with a vendor(s) to provide a high
quality, cost- effective structured cabling system for this project. Please refer to EXHIBIT A
(separate document) for drop and MDF locations. Included in this project are 68 access point
drops, 61 camera drops, and 88 data drops, 26 intercom drops, 18 clock drops, 7 outdoor horn
drops, 9 door access control drops, 4 Centegix system drops for 281 total. Data Cabling
Guidelines
1. When running cable:
a. Data drops must be suspended using J hooks.
b. Velcro must be utilized in dressing and bundling cable trunks.
i. Zip ties are not accepted.
ii. Electrical tape is not accepted.
2. If a wall must be penetrated a sleeve must be used. The sleeve must have a bushing or
is rolled on each end of the sleeve.
a. A ready sleeve with pre-rolled ends are also accepted, thus bushings are not
needed.
b. All firewalls must be protected. Use fire putty to seal sleeves penetrating firewalls.
3. On the field end of the camera drops a 25', not to exceed cable maximum run of 328',
service loop is required. This service loop is for the future if the camera must be
moved.
a. Suspend the 25' service loop with a J hook. Do not leave it laying on the ceiling
grid.
4. On the field end of data/AP drops at least a 6', to exceed cable maximum run of 328',
service loop is required.
a. Suspend the 6' service loop with a J hook. Do not leave it laying on the ceiling
grid.
5. On the data closet end dress each patch panel trunk with Velcro. Take the trunk past the
patch panel then back up to the patch panel as your service loop.
6. Siemon Z-Max Jacks are preferred.
a. Black in color.
7. Siemon Single Gang Faceplates are preferred.
a. Stainless Steel.
8. Cat6 Plenum is required for all drops.
a. The color will be specified prior to start of the project and is dependent on the
ceiling color if there are any exposed beams. Otherwise, the data cable color
should be blue.
9. Patch Panels are preferred to be 24 Port.
a. If a non, pre-populated patch panel is used and there are additional empty
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slots, those slots must be populated with jacks for future use.
b. Siemon 24 port patch panels are preferred.
c. Patch panels are required to be labeled by a label maker in alphabetical order.
10. 1' "bootless" Cat6 patch cables are required.
a. Blue patch cables for data drops.
b. Yellow patch cables for camera drops.
c. Gray patch cables for access control drops.
d. White patch cables for AP drops.
e. Green patch cables for intercom drops.
f. Orange patch cables for Centegix drops.
11. Single Mode Fiber is required for all fiber trunks.
a. Armored Fiber is preferred.
b. Fusion Spliced pig tails or quick connectors are required.
c. All fiber must be installed in a fiber enclosure.
i. All fiber endpoints must be labeled with a label maker.
12. All data drops must be labeled on each end of the cable.
a. MDF is A and all other IDFs are B,C,D...Etc.
b. Patch panels are labeled in alphabetical order.
c. Label all drops the following way.
i. XYZ
1. X= Data Closet. Y= Patch Panel and Z= Drop number.
2. For example: AB01, AC04 and or AD04-06
ii. Cable ends may be labeled with a Sharpie or a label.
iii. Face plates are required to be labeled with a label maker.
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