Student Account Activity Services

Student Activity Account Services
LCSS RFP#2026-19
REQUEST FOR PROPOSAL
RFP#2026-19
The Board of Public Education for the City of Hinesville and the County of Liberty (hereinafter referred to
as "the Board") is soliciting sealed proposals for Student Activity Account Services as specified in this
Request for Proposal (RFP). The successful proposer(s) (hereinafter referred to as "the proposer") shall
meet the terms and conditions set forth in this document and all attachments.
I. Standard Terms and Conditions of Proposal
A. Pricing
No charge will be allowed for those federal, state or local sales and excise
taxes where the Board is exempt by state and Federal law. A tax exemption
certificate will be furnished by the Board to the successful bidder upon
request.
B. Terms of Payment & Invoicing
All invoices should be mailed to:
Liberty Co. Board of Public Education Attn.:
ACCOUNTS PAYABLE
200 Bradwell Street
Hinesville, Georgia, 31313
C. General Specifications/Scope of Work
Specifications/Scope of Work for items/services to be
purchased are detailed in the attached Specifications
Sheet/Scope of Work "Attachment A" following Section III. This
project will also include a list of equipment for the District.
Any obvious error or omission in specifications shall not inure to the benefit of
the proposer but shall put the proposer on notice to inquire of or identify the
same from the Board.
D. Submittal of Objections
Objections from proposers to this Request for Proposal and/or these
specifications should be brought to the attention of the Board, Facilities
Coordinator. The proposer shall submit any objections in writing not less
than (3) days prior to the opening of the proposal. The objections
contemplated may pertain to the form and/or substance of the RFP
documents and specifications. Failure to object in accordance with this
procedure will constitute a waiver on the part of the proposer to protest this
Request for Proposal.
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LCSS RFP#2026-19
E. RFP Interpretations/Addenda
If any questions should arise pertaining to the RFP documents, the proposer
may mail or email a written request for interpretation to:
Liberty County School System
Attn.: Stephanie Clark
Chief Financial Officer
200 Bradwell Street
Hinesville, GA 31313
Email: sclark@liberty.k12.ga.us
Any interpretation of documents shall be made by an addendum to the RFP.
All requests for interpretation must be submitted by 9:00 a.m. on Friday,
August 28, 2026. The Board shall not be responsible for any other
explanation of questions submitted after this date. The Board shall post on
the District website all addenda by Wednesday, September , 2026.
Any addenda issued during the time of the RFP shall be covered in
submitted proposal, and in closing the contract shall become a part thereof.
F. Errors in Proposals
Proposers or their authorized representatives are expected to fully inform
themselves as to conditions, requirements, and specifications before
submitting proposals. Failure to do so will be at the proposer's own risk. The
proposer may withdraw a proposal prior to the proposal opening date and
time by requesting to do so in writing
G. Standards of Acceptance of Bid Proposal for Contract Award
The Board reserves the right to reject any and all proposals and to waive
any irregularities or technicalities in proposals received whenever such
rejection or waiver is in the best interest of the Board. The Board has the
right to disqualify a proposal of any proposer as being unresponsive when
such proposer cannot document its ability to deliver requested services or
when investigation shows it is not in a position to perform the contract.
H. Compliance with Laws
The proposer shall obtain and maintain all licenses, permits, liability
insurance, workman's compensation insurance and comply with any and all
other standards or regulations required by Federal, State, or County
statutes, ordinances and rules during the performance of any contract
between the Board and the proposer. Any such requirement specifically set
forth in any contract document between the proposer and the Board shall be
supplementary to this section and not in substitution thereof.
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LCSS RFP#2026-19
I. Indemnity Provisions
Where proposer is required to enter or go onto property to provide services
or gather information, the proposer shall be liable for any injury (including
death), damage or loss occasioned by negligence of the proposer, his/her
agent, or any person the proposer has designated to visit Board property
and shall indemnify and hold harmless the Board, its officers, employees,
agents and volunteers from any liability arising therefrom. Offerors should
not include an indemnity or hold harmless agreement from the Board in any
proposal. The Board will not be bound by any such agreement.
J. Cancellation/Default of Contract
In the event the successful proposer, through any cause, should fail to fulfill
the agreed upon obligations in an effective and timely manner, the Board
shall have the right to terminate its contract by specifying the date of
termination in a written notice to the selected vendor at least thirty (30) days
before that termination date. The Board also reserves the right to procure
the articles or services from other sources and hold the defaulting vendor
responsible for any excess cost incurred.
K. Certification of Independent Price Determination
By submission of this proposal, the proposer certifies, and in the case of a
joint proposal each party thereto certifies as to its own organization, that in
connection with this Request for Proposal:
a. The pricing structure in this proposal has been arrived at independently,
without consultation, communication, or agreement, for the purpose of
restricting competition, as to any matter relating to such prices with any
proposer or with any competitor;
b. The pricing structure which has been quoted in this proposal has not been
knowingly disclosed by the proposer and will not knowingly be disclosed by
the proposer prior to opening, directly or indirectly to any other proposer or to
any competitor; and
c. No attempt has been made or will be made by the proposer to induce any
other person or firm to submit or not to submit a proposal for the purpose of
restricting competition.
L. "Responsive" Proposal Criteria
* Availability of Products/ Services
* Warranties/Guarantees
* Ability to Meet Proposal Conditions
* Documented Quality of Product and Manufacturer
* Service and Support Capability
M. Qualification of Proposer
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LCSS RFP#2026-19
A responsible proposer is defined as one who meets, or by the date of the
proposal acceptance can meet, all requirements for licensing, insurance,
and service contained within this Request for Proposal. The Board has the
right to require any or all proposers to submit documentation of the ability to
perform, provide, or carry out the service requested.
N. Proposal Clarification
The Board reserves the right to request clarification of information submitted
and to request additional information from any and all proposers.
O. Compliance with Specification/Terms and Conditions
The Request for Proposal, Legal Advertisement, General Terms and
Conditions, Proposal Submittal Instructions, Special Terms and Conditions,
Specifications, Attachments to Proposal, Vendor's Proposal, Addendum,
and/or any other pertinent documents form a part of the proposer's proposal
and by reference are made a part hereof.
P. Award of Contract
The contract, if awarded, will be awarded to a responsible proposer
submitting the lowest pricing structure. Moreover, the Board will award the
contract to the next most qualified proposer if the selected proposer(s) is
unable to execute a contract and provide delivery within the time parameters
specified in this RFP.
Q. Vendor Performance
The Board will evaluate the successful proposer(s) over the duration of the
contract period. Performance will be documented. Poor performance may
result in the vendor being disqualified on future proposals.
II. Proposal Submittal Instructions
All proposals must be prepared in the standard format described below in order to facilitate comparison
and evaluation. Failure to follow the format or to address an area adequately may cause the proposal to
be deemed unresponsive and therefore, be excluded from consideration. Any proposed deviation from
the requested item/scope of services must be noted and fully explained
A. Completion of Proposal Submittal Form
For each service listed on the Proposal Submittal Form, include the cost of
trip as well as cost per hour of labor.
B. Proposal Preparation and Submittal
All proposals shall be:
a. Typewritten or legibly printed in ink and signed by an authorized
representative, with all erasures or corrections initiated and dated by the
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LCSS RFP#2026-19
official signing the proposal. ALL SIGNATURE SPACES MUST BE
SIGNED. Facsimile, printed, copied or typewritten signatures are not
acceptable.
b. Submitted in manila envelope, which is plainly marked with the proposal
number and title, and date and time of proposal opening. If proposal
materials require additional envelopes, then the proposal package must be
combined together with the special envelope on top.
c. Submitted on proposal forms as included in this RFP and in accordance
with instructions stated above.
d. Mailed or delivered in sufficient time to ensure receipt by the Facilities
Coordinator or front desk personnel prior to the Public Proposal Opening
date and time. Whether sent by mail or by means of personal delivery, the
proposer assumes the risk for having the proposal deposited on time and
at the place specified on the first page of this RFP. Late proposals will be
returned unopened to the proposer.
e. Proposals submitted by facsimile transmission will not be accepted.
f. Considered an irrevocable offer for a period of thirty (30) days from the
date of public proposal opening.
Proposers are encouraged to review carefully all provisions and
attachments of this document prior to submission. Each proposal
constitutes an offer and may not be withdrawn except as provided
herein.
III. Special Terms and Conditions
The Board will award this contract on an "all or nothing" basis or on an item-
by-item basis, whichever in the best interest of the Board.
A. Pricing
The proposer shall provide a cost for requested services on this RFP which
will remain valid throughout the stipulated performance period or until
delivery is completed. Price shall include the items as specified. If so, stated
in the proposal specifications, the Board may request an option to renew the
contract at the proposal prices for a specified time period.
B. Warranty
The Proposer shall guarantee all products or replacements to be free of
defects of material and/or workmanship for a period specified in the scope of
work, or a minimum of 12 months if not specified, from the date of delivery.
Any additional warranty offered by the proposer should be so
stipulated in the proposal documents. If, during the warranty period, such
faults develop, the successful proposer agrees to replace the unit or part
affected without cost to the Board
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Student Activity Account Services
LCSS RFP#2026-19
BOARD OF PUBLIC EDUCATION
FOR THE CITY OF HINESVILLE AND THE COUNTY OF LIBERTY
RFP # 2026-19
The undersigned bidder certifies that he/she has carefully read the preceding list of instructions to proposers and all
other data applicable hereto and made a part of this Request for Proposal; and further certifies that the proposal
submitted is in accordance with all documents contained in this Request for Proposal package, and that any
exception taken thereto may disqualify his/her proposal.
This is to certify that I, the undersigned proposer, have read the instructions to the proposer and agree to be bound
by the provisions of the same.
This day of , 20 . By
Name (printed)
Title Signature
Company
Address (Street. City, State, Zip)
Phone No. Email
Federal Taxpayer I.D. No. e-Verify No.
Contact Person for This Bid Phone Number
REFERENCES OF AT LEAST THREE ORGANIZATIONS SUPPLIED WITH SIMILAR ITEMS:
1. Company Name:
Contact Person:
Phone Number: Email:
2. Company Name:
Contact Person:
Phone Number: Email:
3. Company Name:
Contact Person:
Phone Number: Email:
Acknowledge Receipt of Addendum(s) # # #
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ATTACHMENT "A"
SPECIFICATIONS
RFP #2026-19
All proposal postings on this web site are not intended to be official. This information is provided
as a public service. Any information presented here is subject to revisions at any time and is
reproduced from official documents of the BOE. In case of errors and/or omissions you are advised
to contact the Facilities coordinator for the current status of any proposal posting. All proposals
and RFPs submitted to the BOE must be clearly marked with the Proposal name and number on the
outside of the document.
Please Note: Attachment A supersede any information stated in the General Terms and
Conditions of this solicitation document
1. GENERAL INTENT:
The purpose of this solicitation is to establish a contract with a Qualified Proposer, to provide Student
Activity Account Services.
The District will be the sole determinant as to a Proposer's ability to comply with the Qualification
requirements and further reserves the right to award proposals as deemed to be in its best interest. It is the
District's intent to award contract to the low responsive and responsible proposer who has demonstrated to
the District, through the bidding process, its ability to meet and to comply with the Scope of Service
requirements relevant to its company size, current contractual obligations, service capacity, equipment
inventory and the level of available staff required.
2. APPLICATION AND PROPOSAL SUBMITTAL DEADLINE:
Sealed proposals must be submitted in a manila envelope. Sealed Proposals to include:
1. Disclosure of Responsibility
2. References Form
Proposals received after the stated closing date and time will be returned to the Proposer "unopened" and
will not be considered.
3. PERFORMANCE PERIOD:
This Proposal will establish a contract timeline of no more than 60 days following the award by The District.
4. PERFORMANCE REVIEW:
The District reserves the right to schedule a performance review at any time deemed necessary.
5. OCCUPATIONAL SAFETY AND HEALTH ACTS:
Service Providers who perform any work under a contract resulting from this proposal shall fully comply
with the provisions of the Federal Occupational Safety and Health Act of 1970 and any amendments thereto
and all regulations pursuant to the act.
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6. TAXES:
Nothing in these specifications shall be construed as relieving the Service Provider of his responsibilities in
paying all applicable taxes.
7. SAFETY:
a. The safety of the students, faculty, staff and the public must be maintained at all times,
therefore, the Service Provider will be required to erect safety barricades and signs during
each service visit. Signage shall be the responsibility of the Service Provider. The work
shall not have a negative effect upon the daily operation of the school and shall not prohibit
visits to the school.
b. The Service Provider will exercise precautions at all times to ensure the protection of all
persons and property. All applicable safety provisions, laws, and ordinances shall be strictly
observed. Service Provider is required to provide employees with personal safety
equipment to include, but not limited to: goggles, gloves, hard hats, ear protection and
other safety equipment as normally found in "best practice." and in accordance with OSHA
standards.
8. BACKGROUND CHECKS:
The Service Provider shall not utilize, in the performance of this contract, any employee who has been
convicted of a felony and/or crime against children. Should there be a reasonable doubt regarding a
particular person's suitability, the District reserves the right to request a security/background check. All
requests for background checks will be made through the District's Operations Department. The Service
Provider shall submit copies of all security/background checks requested within twenty-four (24) hours of a
request by the District for such information. Failure to complete and/or to submit any security/background
check requested by the District may result in immediate cancellation of the contract.
9. SERVICE PERSONNEL CODE OF CONDUCT:
a. The Service Provider will ensure that all of its employees have undergone a criminal
background check. No employee with a felony conviction is permitted to provide services
under a resulting contract. Failure of the Service Provider to conduct criminal background
checks and to provide proof to the District thereof shall be grounds for immediate
termination of the contract.
b. The Service Provider will ensure that all employees comply with Section 247A (e) of the
National Immigration and Naturalization Act and that they have valid immigration status.
c. The Service Provider will not subcontract with any other firm, agency, or person to perform
the contracted services described hereunder without prior written consent of the District.
d. The Service Provider will not utilize Day Labor or Temporary Workers to provide any
services at any District facility.
e. The Service Provider nor his employees will be in possession of a firearm on District
property, or in a vehicle on District property, and will comply with District policy regarding
a "Drug Free Workplace".
f. The Service Provider and all employees of the Service Provider are expected to present a
professional appearance at all times. All personnel of the Service Provider will be neat, well
groomed, and properly uniformed in industry standard uniforms (including uniform shorts
during the summer months). Uniforms will be kept in an acceptable manner and will clearly
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LCSS RFP#2026-19
identify the Company Name and the Employees name. Cut-off shorts, sandals, tank tops
and/or other inappropriate work attire will not be accepted.
g. The Service Provider and all employees of the Service Provider are expected to conduct
themselves at all times in a responsible and courteous manner while performing work
and/or when they are on District property. The Service Provider, or the employees of the
Service Provider are not permitted to play loud music, to make unnecessary noises, or to
use vulgar or inappropriate language that causes offense to others.
h. The Service Provider nor his employees will be permitted to use tobacco or tobacco
products on District property.
10. SCHEDULING OF WORK:
a. The Service Provider and their employees agree to comply with instructions and
regulations regarding use of school facilities, conduct, and safety standards issued by
contract representatives, officials or other District representatives and officials. This
includes adhering to the following work schedule requirements: All work must be
scheduled with the Stephanie Clark, CFO.
11. SPECIAL TERMS AND CONDITIONS:
a. The Service Provider shall acquire and maintain for the duration of the contract insurance
coverage for the limits stated on the insurance attachment. Failure to provide a current
certificate of insurance at any time will result in contract termination.
12. PROPOSAL OPENING:
The Proposal Opening will be held on 9:00 a.m., Monday, September 28, 2026 at the Liberty County
Board of Education Building, located at 200 Bradwell St, Hinesville, Georgia 31313.
13. SCOPE OF SERVICES:
The LCSS is seeking to develop a list of qualified providers to provide services pertaining to all student
activity accounts as follows:
* Perform an in-depth review of the Liberty County Board of Education School Internal Accounting
Handbook noting all compliance requirements.
* Select a sample of cash disbursements, deposits, bank reconciliations, and quarterly reports from
each school.
* Perform walk through procedures for each selected transaction to assess compliance with the
Handbook.
* Conduct unannounced visits at selected schools to test compliance with internal controls as
specified in the Handbook.
* Summarize deviations from the Handbook and internal control recommendations for the Board of
Education and Finance Department.
* Conduct meetings with principals and bookkeepers of each school informing them of findings and
recommendations.
* The service for Student Activity Account audits is structured as a 3 year agreement with an option
for annual renewal under the same terms and conditions to start with fiscal year ending
6/30/2026.
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