Cedartown Middle Gym Lockers

POLK SCHOOL DISTRICT
REQUEST FOR SOLICITATIONS
Gymnasium Lockers Cedartown Middle School
1664 Syble Brannon Parkway
Cedartown, Georgia. 30125
Polk School District
612 S. College Street
Cedartown, Georgia 30125
770-748-3821

SECTION 1.0
Notice to Interested Companies
1.1 Project/Service:
Replacing Lockers in Boys' and Girls' Gymnasium Locker Rooms.
Replacing Lockers in Girls' Softball Field House.
Relocating existing Lockers in Girls' Field House to Boys' PE Dressing Room in Gymnasium.
1.2 Owner:
Polk School District 612 S. College Street Cedartown, GA 30125
1.3 Procurement Officer:
Jeff Little
Director of Facilities Polk School District
jjlittle@polk.k12.ga.us
770-684-5975
1.4 Anticipated time frames/deadlines:
Issue RFP to Market: September 16, 2026
Questions for RFP due by September 25, 2026
RFS responses due to Polk School District by 2:00 p.m. on October 6, 2026
Proposal Evaluations TBD
Recommendations to Polk School District Board of Education, October 13, 2026
Note: This is a standardized document, which contains basic contract requirements. However,
depending on the requested product or service, some language may not be applicable. If the vendor is
in doubt or has questions regarding the language, its meaning or intent, it is the responsibility of the
bidder to seek clarification prior to submission of their response.
SECTION 2.0
General Instructions
2.1 Questions:
All questions or other communications are to be submitted in writing via either email or facsimile
to the Director of Facilities. There shall be no communications with any other PSD employee or contracted
agent unless approved in writing by the Director of Operations, Jeff Little, jjlittle@polk.k12.ga.us
770-684-5975. No questions will be accepted after September 25, 2026. Violation of these provisions may
result in the rejection of the supplier's response.
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2.2. Mandatory Pre-Proposal Meeting:
If required, a mandatory pre-approval meeting will be held at the PSD Central Office at 612 S. College
Street, Cedartown, Georgia 30125 on _____N/A_______________________. Failure to attend this
meeting may result in rejection of your proposal.
2.3 Submission:
Sealed Envelope or Package: All proposals must contain two copies of the proposal, placed in a sealed
envelope or package that identifies its contents as an Offer and the proposal to which it responds. The
appropriate proposal shall be plainly marked on the outside of the envelope or package. Additional
requirements regarding proposals are contained in paragraph 5 of this Request.
Offer Amendment or Withdrawal: Any offer may be withdrawn by the Offeror at any time prior to the
date and time set for the solicitation opening. An Offer may not be amended or withdrawn after the Offer
due date and time except as otherwise provided under applicable law.
Terms: The terms Bidder, Vendor, Supplier, Contractor and/or Offeror are synonymous in this document
and refer to the person, entity or firm that submits a response to any Solicitation.
Read all Terms of Solicitation: Offerors are instructed to read all terms, conditions and specifications as
set forth in the Solicitation carefully. Responses must be either typed or written in ink. Any correction
made within the Solicitation submission (white out or strike through) must be initialed by an authorized
representative of the company submitting the proposal or the proposal may be rejected by Polk School
District (herein referred to as PSD).
Posting/Publication: Solicitations that require competitive bids or proposals will be posted within the
PSD website. A link to those sites can be found on PSD website www.polk.k12.ga.us under the Facilities &
Maintenance Department. Due to the large number of suppliers listed in certain categories of the PSD
Supplier's List, not all suppliers will necessarily be sent a notice each time a Solicitation is issued. Each
offeror is responsible for having knowledge and understanding of any Federal laws, Georgia laws,
Department of Education regulations or policies, and PSD policies and/or regulations pertaining to PSD
procurement. PSD assumes no responsibility or obligation to any offeror. PSD will make no payment for
any costs associated with the preparation or submission of a response. This provision applies whether or
not a dispute arises.
It is each offeror's responsibility to check the PSD Purchasing website and/or Procurement Registry for
any addenda, responses to questions, or other communications that may be issued or released during the
Solicitation period. Following receipt of offeror responses to a Solicitation, it is the offeror's responsibility
to be available via email, phone and/or fax during the review process in the event that clarification or
additional information is required. If clarification or additional information is requested, the responsibility
rests on the offeror to ensure that PSD receives said information prior to the deadline(s) indicated. In the
event clarification or additional information is provided via email or fax, a signed, original hard copy of
this information should be submitted to the Director of Facilities no later than the next business day after
the information's due date. The hard copy will serve as the legal document and must match the fax/email
copy.
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Ownership/public records: All responses submitted become the property of the PSD and will be subject
to applicable open records policies and laws once a contract is awarded.
All submissions should be hand delivered or delivered via first class mail or statutory overnight
delivery, submitted to:
Jeff Little
Director of Facilities
612 S. College St.
Cedartown, GA 30125
All submissions must be prepared in accordance with this request. Emailed or faxed submissions are not
acceptable and will not be considered sealed bids.
2.4 Submission Deadline:
Proposals must arrive no later than 2:00 PM (EST) on October 6, 2026
Questions are due no later than September 25, 2026.
No questions will be accepted after September 25, 2026.
Site visits and Product Layout will be available until September 25, 2026
2.5 Evaluation:
Proposed products and/or services will be evaluated by a team representing the different departments
involved within Polk School District and a decision will be reached by consensus of all parties involved as
to the suitability and appropriateness of the products or services. All companies will be notified of the
final award pending approval by the Polk School District School Board. While cost is a contributing factor,
it is not the final deciding factor.
2.6 Funding:
This Proposal is based on available funding; therefore, no work or transactions can commence until Polk
School district has issued a Purchase Order.
2.7 Costs & Payments:
Full cost of preparation of Proposal is to be done by the quoting company.
2.8 Signature:
Proposals must be signed in ink by a company representative with authorization to commit company
resources.
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2.9 Selection:
Polk School District reserves the right to:
- Accept or reject any or all proposals
- Waive any irregularities and technicalities and may, at its sole discretion, request a
clarification or other information to evaluate any or all proposals.
- Before awarding the contract, to require Offeror(s) to submit evidence of qualifications
or any other information the District may deem necessary.
- Prior to Board approval, cancel the RFP or portions thereof, without penalty.
- Accept the proposals of any or all the items it deems, at its sole discretion, to be in the
best interest of the District.
- Further negotiate any proposal, including price, with the lowest responsible and
responsive Offeror. If an agreement cannot be reached with said Offeror, the District
reserves the right to negotiate and recommend award to the next such Offeror or
subsequent Offeror until an agreement is reached.
- Accept or reject any part of a submitted proposal, to accept the entire proposal from
one supplier, to accept portions of the proposal from several suppliers, or to reject all
proposals submitted or waive any minor irregularity.
- Award the proposal under the most beneficial economic terms for the PSD.
- Award by line item to more than one supplier and/or to award by group or any
combination thereof, in the best interest of PSD.
- Negotiate a lower price than the award price on any line item with the successful offeror.
If the PSD is unable to negotiate an acceptable price, it reserves the right to re-solicit the
item(s)/service(s) involved.
- Review and accept or deny requests for price changes due to unforeseeable extenuating
circumstances in the economy or marketplace, acts of God, or other events beyond the
control of either party. This option will only be exercised if it is deemed in the best
interest of the District
Any deviation from the specifications must be clearly identified by the offeror on the appropriate proposal
form. If the offeror wishes to provide additional detail regarding the deviations in an accompanying letter,
it should be noted on the appropriate proposal form. The furnishing of cuts, catalogs or printed
descriptions will not relieve an offeror of this requirement. PSD shall determine in its sole discretion
whether substitutions or modifications of the requested specifications are comparable to those contained
within the Solicitation. If PSD determines that the modifications or deviations from the specifications are
not in compliance, the proposal may be rejected.
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If there is an error in the description or specifications contained in the solicitation, PSD reserves the right
to notify each supplier separately from the solicitation of such specification or description change and
may require all proposals to be in compliance with such modification. In the case of an error in the
specifications or the descriptions, PSD further reserves the right to cancel the solicitation and re-issue.
2.10 Site Inspection:
Offeror(s) may schedule a site inspection with Jeff Little to examine conditions that might directly or
indirectly affect the work required in this proposal. The proposal sum shall reflect all such affecting
conditions. Offerors shall be responsible for verifying all dimensions/specifications/environmental
conditions that may affect the work.
2.11 E-Verify:
The Offeror certifies that the offer complies and maintains compliance with immigration laws, which
requires compliance with federal immigration laws by State Employers, State contractors and State
subcontractors in accordance with the E-Verify Employee Eligibility Verification Program.
2.12 Award:
Awards will be made to the responsive and responsible supplier based on price, availability, lead time,
past supplier experience with the PSD and/or the type of project involved, references, and compliance
with the solicitation specifications and requirements as outlined in the evaluation criteria included in
this Solicitation. Prompt payment discounts will also be considered. Awards will be posted on the PSD
website at www.polk.k12.ga.us.
In case of a tie, and, subject to compliance with state and federal regulations and guidelines, the award
will be made in the order of the following preferences:
(1) The award will be to the in-county offeror.
(2) The award will be to the in-state offeror.
(3) If applicable, award will be to the offeror with goods made in Georgia.
If these preferences are still insufficient for resolution, drawing lots at random in a public forum will
resolve the tie.
If after the award there is a decrease in the price of a product from the manufacturer, or a rebate, the
successful offeror must promptly notify the PSD and pass that price decrease and/or rebate onto the PSD.
Failure to do so may result in cancellation or rescission of the award .
Polk School District may elect to make an award offer without conducting interviews or negotiations.
However, after the proposals have been reviewed, the Evaluation Committee may elect to interview
selected proposers. The committee may then enter into additional negotiations. The decision whether to
conduct such interviews will be in the PSD's sole and absolute discretion.
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Purchases by the PSD are not subject to Federal Excise Tax or State and Local Sales Tax. Tax Exemption
Certificates may be furnished upon request.
2.13 Contract:
If applicable, it is the full intent, assuming that satisfactory proposals are received, to award a contract. If
an award is made it will be for a period beginning on the date the contract is signed by both parties and
ending no later than December 31, 2026 . A termination for convenience provision will be included. The
contract must comply with O.C.G.A 20-2-506. Renewals, if any, will be made based upon the
recommendations of the authorized representatives of Polk School District and the Offeror. In case of
extensions, the cost, which was submitted in the Offeror's proposal, may be increased or decreased based
on documented market forces.
A template of the PSD's Standard Terms and Conditions common to PSD contract documents will be made
available to all bidders/offerors. If an Offeror is proposing additional terms and conditions, including but
not limited to an Offeror-drafted contract or purchase order, then Offeror must disclose and submit those
terms and conditions in writing for evaluation by the PSD with its initial solicitations response. If the
offeror objects to any term or condition in this Solicitation or the Standard Terms and Conditions, then
any such objection shall be clearly indicated in writing. If any of the Offeror's proposed contract terms
conflict with any of PSD's terms and conditions, then each and every term proposed by the Offeror that is
conflicting must be clearly identified separate from the contract in writing. PSD is not under any obligation
to consider any terms or conditions proposed by an Offeror that are not included with the Offeror's initial
response and not disclosed in the manner as set forth in this paragraph. Further, unless expressly agreed
to in writing by the PSD, then PSD will not be bound by any terms and conditions in any Offeror contract,
packaging, service catalog, brochure, technical data sheet or other document which attempts to impose
any conditions at variance with or in addition to the terms and conditions contained in the PSD
Solicitation, or the PSD purchase order related to this Solicitation or contract. Submitting terms and
conditions that are considered by PSD to be in conflict with PSD terms and conditions may deem an offeror
non-responsive.
2.14. Non-collusion:
The offeror, by affixing its signature to this Solicitation, certifies that this proposal is made without prior
understanding, agreement or connection with any corporation, firm or person submitting a proposal for
the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. The
offeror understands that collusive bidding is a violation of State and Federal law and can result in fines,
prison sentences, and civil damage awards.
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SECTION 3
Proposal Form
For the General Solicitation for the Project or Service for:
Gymnasium Lockers for Cedartown Middle School
Addressed to: Polk School District
ATTN: Jeff Little
Director of Facilities
612 S. College Street
Cedartown, GA 30125
Dear Jeff Little :
Having carefully examined the Polk School District terms and conditions and the Request for Solicitations:
Titled: Gymnasium Lockers for Cedartown Middle School
Dated: September 14, 2026
Having also examined/understood the site of the work, existing conditions, and all other conditions
affecting the work on the above-named project, the Undersigned hereby proposes to furnish all materials,
labor, equipment, tools, transportation, services, licenses, fees, permits, etc., required by said document
to complete all divisions of the work stipulated above for the sum included in this solicitation.
Respectfully submitted:
___________________________________
Contractor/Vendor (Company Name)
Representative (Name and Title)
Signature _____________________________________________________
Title:____________________________
Business Address:______________________________________________________________________
Email address:__________________________________________
Federal I.D. Number:__________________________
Base Services Cost Proposal:
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_________________________________________(Company) agrees to each specification listed
in the RFP dated __________________________ for the ________________________ Project, and
submits the proposal of:
_________________________________________________ Dollars ($_______________) for
products and services rendered.
It is understood that Polk School District will be billed for the full amount of the contract when
the project is completed and signed off on by ___Jeff Little___, Executive Director of Operations
Additional Cost Items:
__________________________________________(Company) agrees to the following hourly
rates for additional work provided outside the terms of the contract.
___________________________ Hourly rate for labor (man hours).
Include this form with your complete proposal as detailed in:
SECTION 4.0
Selection Criteria
Evaluation of proposals and selection of the company will be based on the following four metrics:
1) Proposal, 2) Cost, 3) Technical, and 4) References/Experience.
Cost alone will not be the sole determining criteria in the selection process.
4.1 Cost:
4.1.1 Determination based on price proposal.
4.2 Proposal Criteria:
(a) Proposal submitted on time.
(b) Requirements met as included in Section 2.0 General Instructions.
(c) Requirements met as included in Section 5.0 Proposal Requirements.
(d) Requirements met as included in Section 6.0 Product/Service Requirements
Polk School District is not obligated to consider responses from offerors who are deemed non-responsive
if they have not unequivocally agreed to perform the exact work or provide products as reflected in the
RFS, or have material omissions or unapproved substitutions.
In addition, Polk School District is not obligated to consider responses from offerors who are deemed not
to be responsible. Offerors will be considered responsible if they possess the judgment, skill, experience,
financial resources, personnel, facilities, equipment and integrity necessary to perform the contract, the
PSD's sole and absolute discretion.
4.3 Technical:
(a) Determination based on specifications included in Section 6.0 and section 8.0.
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(b) Performance Requirements.
(c) Appropriateness for the tasks required to perform.
(d) Equipment/Services proposed.
4.4 References/Experience:
(a) Information received from contacting references.
(b) PSD past experience with the offeror.
(c) Offeror experience with other school districts and/or the project or service in issue.
Polk School District reserves the right to make its selection of an approved vendor based on what it deems
to be in the best interest of Polk School District. The Request for Solicitation does not in any way obligate
Polk School District to award a contract, nor pay any cost which might be incurred by anyone in responding
to this request. The PSD retains the right to reject any and all bbis.
SECTION 5.0
Proposal Requirements
The proposal must include the following items in a tabbed and bound document in the order specified
here to be considered a complete proposal:
Tab 1 Company and contact information:
1. Cover letter of introduction of company
2. Vendor Company Name
3. Street address, city, state, zip
4. Contact Person
5. Telephone number
6. Email address
Tab 2 Understanding and Ability to meet all RFS Requirements:
1. Section 3.0 Proposal Form signed by a representative authorized to legally bind the
company
2. Acknowledge receipt of any amendments
3. Completed copy of E-Verify form on the Standard Terms and Conditions
4. How long in Business (submit date organized)
5. Submit number of employees currently on payroll
6. Proof of a bid bond with a reputable surety
7. Proof of performance and payment bonds with a reputable surety
8. Submit a summary of understanding of the requirements and management capabilities
to fulfill the requirements
Tab 3 Satisfactory Record of Performance:
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