Student Activity Account Services RFP2026-19

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.

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, July 20, 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, July 22, 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.

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

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 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

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) # # #

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.

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 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, July 27, 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.

14. E-VERIFY REGISTRATION REQUIREMENTS AND INFORMATION

Service Provider is required to complete the Contractor Affidavit Form verifying its compliance with Georgia state law. The State law requires that every public employer and every private employer that contracts for the physical performance of services for all contracts with a county must be registered with and use the E-Verify program.

Please note that all E-Verify numbers must be four-six-digit numbers. All forms must be notarized and all affidavits are subject to open records.

15. TERMINATION FOR CAUSE/DEFAULT:

In case of failure to deliver the material or services in accordance with the contract terms and conditions, the District, after due oral and written notice, may procure them from other sources and hold the Service Provider responsible for any resulting additional purchase and administrative costs. The remedy shall be in addition to any other remedies, which the District may have. Specifically, if, through any cause, the Service Provider shall fail to fulfill in a timely and proper manner their obligations under this contract, or if the Service Provider violates any of the covenants, agreements, or stipulations of this contract, the District shall thereupon have the right to terminate, specifying the effective date thereof, at least five (5) days before the effective date of such termination. Notwithstanding the above, the Service Provider shall not be relieved of liability to the District for damages sustained by the District by virtue of any breach of contract by the Service Provider. The Board may withhold any payments to the Service Provider for the purpose of set off until such time as the exact number of damages due to the District from the Service Provider is determined.

16. TERMINATION FOR CONVENIENCE:

The District reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, whenever the Maintenance Manager or Operations Manager determines that such a termination is in the best interest of the District. Any such termination shall be affected by delivery to the Service Provider, at least five (5) working days prior to the termination date, the Notice of Termination specifying to the extent to which performance shall be terminated and date upon which such termination becomes effective. After receipt of a notice of termination, the Service Provider will cease all work or deliveries under the purchase order/contract on the date and to the extent specified; however, any contract termination notice shall not relieve the Service Providers obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of termination. All equitable adjustments in the contract price shall be made for complete service, but no amount shall be allowed for anticipated profit on unperformed services.

17. TERMINATION FOR LACK OF FUNDING:

Notwithstanding any other provision of the agreement resulting from this solicitation, the parties thereto agree that the charges there under that will be payable to the Service Provider by the Liberty County School System (LCSS) is solely from appropriations received by the Liberty County School System. In the event such appropriations are determined by the Chief of Finance of LCSS to no longer exist or to be insufficient with respect to the charges payable there under, the agreement shall terminate without further obligation of LCSS at the end of any fiscal period (hereinafter referred to as “Event”). In such Event, the Maintenance Operations Manager of LCSS shall certify to the Service Provider the occurrence there