2027-130000-0819-Graduation Ceremonies-2027-2029

'HENRY COUNTY SCHOOLS
TO: Prospective Offerors
DATE: August 19, 2026
SUBJECT: 2027-130000-0819-Graduation Ceremonies-2027-2029
You are invited to submit Proposals for Production ofGraduation Ceremonies for Henry County Schools.
Henry County Schoolsis a political subdivision ofthe State ofGeorgia, by and through the Henry County
Board of Education.
Attached are the general conditions, technical specifications, and submittal format.
The written requirementscontained in this RequestforProposal (RFP) shall not bechanged orsuperseded
except by written notice from HenryCounty Schools. Failure to complywith the written requirementsfor
this RFP may result in disqualification ofthe submitted proposal.
To be eligible for consideration, proposals shall be presented in accordancewith the instructions ofthis
solicitation and within the timeframe specified. It shall be the responsibility of the offeror to meetall
specifications and guidelines set forth herein, in addition to all applicable laws and regulations. Henry
County Schools, at its discretion, determines the criteria and process whereby proposals are evaluated
and awarded. No damagesshall be recoverable by any challenger as a result ofthese determinations or
decisions. Henry County Schools reserves the right to reject any or all proposals; any part or parts of a
proposal; waive anytechnicalities/informalitiesorirregularities; make modifications orspecifications; and
award any(orall) ofthe contract ina mannerwhichis in the best interest of Henry County Schools.
Henry County Schools will leverage an electronic sourcing tool to administer this RFP andall offeror
responses must be submitted electronically in accordance with the instructions contained in Section 1.B.2
"Proposal Submission". Questions and Answers will be managed through the electronic platform as
outlined in Section 1.B.2(b) "Submitting Questions".
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Yourinterest and participation in the Henry County Schools' solicitation process is appreciated.
Greg Goins, Executive Director of Purchasing

HENRY COUNTY SCHOOLS
SOLICITATION NO. RFP-2027-130000-0819-Graduation Ceremonies-2027-2029
REQUEST FOR PROPOSALS
FOR
Graduation Ceremonies
Opening: August19, 2026, at 11:00 AM EST
Closing: September 30, 2026, at 11:00 AM EST
This coversheet is required to be signed and submitted forconsideration ofsubmitted information related to
this request.
Offeror name: Date:
MailingAddress: Phone:
City: Fax:
State: Zip: SSN or Federal Tax ID:
Email: Title ofAuthorized Representative:
Printed Name: Authorized Signature:

SECTIONI - REQUEST FOR PROPOSALOVERVIEW
A. PURPOSE
Henry County Schools is requesting competitive proposals from qualified and experienced offerors to
provide all labor, supervision, materials, supplies, tools and equipment necessary to provide a turn-key
finished productthat includes all stages and structures, sound system, video walls, soft-goods/skirts/scrim,
lighting, electrical power, and live-streamingservices. Offerorshould havea rigging load certified technician
on-site during all stages, truss,fly, and operation ofequipment. All work shall be performed in accordance
with recognized industry standards. This is a Best Value Approach (BVA) Request for Proposals, a unique
procurement method.
INFORMATION TO OFFERORS
1. RFP TIMETABLE
Forgeneral informational purposes, dates below are prospective and may be subjectto change. Anysuch
changewill be publically communicated via the Henry CountySchools website, Bonfire powered by Euna,
and shall be madeat least48 hours priorto the event beginnings.
Event | Timing
Release of RFP 8/19/2026at 11:00 a.m. EST
SiteVisitat EchoPark Speedwa y 8/27/2026at 10:00 a.m. EST _
_Deadline for Questions - 8/31/2026 at 3:00 p.m. EST
ResponsestoQuestionsPosted|9/03/2026 at3:00p.m.EST _
RFPSubmissionDeadline| 9/30/2026at11:00a.m.EST_
Evaluationperod SS 10/97-
NotificationtoallOfferors |. 11/11/2026 _
ContractAwarded | 44/13/2026 -
PROPOSALSUBMISSION
All offerors that desire to respond to this solicitation must register on Bonfire - Henry County Schools'
eSource portal provider. Offerors can access the electronic platform by accessing the direct link for this
RFPorbyvisiting the Henry County Schools Purchasing website as follows:
e HCSportallink: https://henryk12.bonfirehub.com/portal/
e Henry CountySchools Solicitations page:
https://schoolwires.henry.k12.ga.us/Page/128846
Oncea potential offeror reaches the Henry County Schools portal hosted by Bonfire, the offeror can
register forfree by clicking on "Create yourfree Bonfire account" on the 'Log In' tab, or using the 'Log In'
button in the top right-hand corner of the portal, then clicking on "Create your free Bonfire account".
Onceregistered, offerors can usethis portal toviewopen projects and details and create a submission for

a specific project. Informational addenda have been included on the Bonfire Registration process and
contact details for technical support. Henry County Schools utilizes but is not responsible for the
operational capabilities of the Bonfire platform.It is the offeror's responsibility to contact Bonfire for
all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain
familiarity with the platform and limit risk oftechnical complications in the offeror's submittal.
Potentialofferorsareencouraged to use commonlyaccepted software programstocreateelectronicfiles.
IfHenryCountySchoolsisunabletoopen anelectronicfileduetoavirusorbecausethefile has become
corrupted, the offeror's response may be considered incomplete and disqualified from further
consideration.
Henry County Schools has the capability of viewing documents submitted in the following format:
Microsoft Word or WordPad, Microsoft Excel, portable document formatfile (PDF), and plain text files
with the file extension noted in parentheses(txt). Unless the RFP specifically requests the use ofanother
type ofsoftware orfile format than those listed above, please contact the Issuing Party identified below
priorto utilizinganothertype ofsoftware and/orfileformat. Inthe eventHenryCountySchoolsisunable
to open an electronic file because Henry County Schools does not have ready access to the software
utilized by the offeror, the offeror's response may be considered incomplete and disqualified from
further consideration.
a) RFP SUBMISSION CHECKLIST
The following components constitute a complete proposal submission:
Requested Information Category Required Document
CoverSheet Signed RFP Coversheet
-Certification Affirmative response and evidence ofappropriate certified
technician
Insurance Affirmative response and evidence ofappropriate insurance
ScoredProposal Offeror'sProposal -
_ ScoredProposal
TechnicallyScored Responses
ScoredProposal CostProposal
Required Addenda A-Signed "Execution ofProposal"
"B=Completed"OfferorInformation" Form |
- RequiredAddenda.
-C-Offeror Referenceand Experience form
- RequiredAddenda
|D-Signed "Certificateof Non-Collusion"-
E-Signed"Certificateof Non-Discrimination"=
. Required Addenda
Required Addenda H-Signed "Addenda Acknowledgement"
-1-Signed"Offeror's Modification Form"-
_ RequiredAddenda
L-AddendaOfferor'sSafety RecordAffidavit

b) SUBMITTING QUESTIONS
All questions concerning this RFP must be submitted in writingvia the electronic platform's
message feature for"OpportunityQ&A". No questions otherthan written will be accepted.
No response other than written will be binding upon Henry County Schools. All offerors
must submit questions by the deadline identified in the RFP TIMETABLE above for
submitting questions. Offerors are advised that Henry County Schools may or may not
respondto late questions.
c) AUTHORIZED PARTY
The table on the coversheet to this RFP shall be completed and signed by the offeror. The
coversheetto the submittal must be signed by a offerorofficerwhois legally authorized to
enter into a contractual relationship in the name ofthe submitting firm.
d) NOTICE OF GEORGIA OPEN RECORDS ACT
By submitting a proposal, each offeror expressly acknowledges and agrees that Henry
County Schools is obligated to timely comply with requests for information pursuant to
state and federal laws and regulation, including the Georgia Open Records Act ('"GORA"),
0.C.G.A. 50-18-70 etseg. Henry County Schools will comply with GORAatits discretion
and is not required to notify any offeror prior to compliance. Each offeror also agrees to
comply with GORA and to make records subject to GORA, as determined by the Henry
County Schools, available for inspection as required by law, unless otherwise exempt
underotherprovisions ofthe GORA.
Further, if any offeror intends to reserve any record or information as confidential, trade
secret, proprietary, or otherwise permissibly exempted under GORA or public record
production, the offeror agrees that any such record will be labeled "PROPRIETARY TRADE
SECRET" conspicuously on the records submitted in the platform; and it shall be the
offeror's sole obligation to notify Henry County Schools of asserting such exemption. A
"public copy" of the offer - including any appropriate redaction or modification to
preserve the offeror's asserted confidential, trade secret, and/or proprietary
information - shall be mailed to Henry County Schools (33 N. Zack Hinton Parkway;
McDonough, GA 30253) and addressed to the attention of the issuing party of this
solicitation. HenryCountySchoolsmust receivethe publiccopywithinthree (3) business
days following the deadline for quote submission outlined within this RFP. It shall be
Henry County Schools' intention to supply this "public copy" in response to public
records requests includingany such request made under GORA.
3. ISSUING PARTY DETAILS
Thesolicitation lead is Lynn Lewis-PurchasingSupervisorfor HenryCountySchools.Anyquestion
which arises must besubmitted viathe electronic portal priortothe DEADLINE FOR QUESTIONS

due date outlined above
Failureto comply with
the written requirementsforthis REP may result in disqualification ofthe submitted proposal.
ADDITIONAL INFORMATION/ADDENDA
Henry County Schools will issue responses to submitted questions, inquiries and any other
corrections or amendments it deems necessary in written addenda issued prior to the deadline
for proposal submission. Offerors should not rely on any representations, statements or
explanations otherthan those madein this RFP (which shall include anyaddendum). Wherethere
appears to be a conflict between the RFP and any addendumissued, the last addendum issued
will prevail.
Offerors must acknowledge any issued addendadefined withinthe electronic platform. Proposals
whichfail to acknowledgethe offeror's receipt of any addendum mayresult in the rejection of
the offeror result in the disqualification ofthe prospective offeror's submittal.
Offerors are not to include brochures, flyers, screenshots, or the like in the body of the scored
questionnaire(s). Any supporting document(s) may be included at the end of the proposal
package to support answers and comments to the questions. A table of contents should be
included to reference each documentand indexit to the corresponding topic and question.
LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS
Submittals received after the due date and time will not be considered. Modifications received
afterthe due date will not be considered.
REJECTION OF PROPOSALS
Henry County Schools may reject any and all proposal(s) and reserves the right to waive any
irregularities or informalities in any proposal or in the submittal procedure. Submittals received
aftertime oratany place otherthan thetime andplace asstated inthe RFPwill not beconsidered.
MINIMUM RFP ACCEPTANCE PERIOD
Proposals shall be valid and may not be withdrawnfor a period of60 days from the deadline for
submission ofproposals.
NON-COLLUSION AFFIDAVIT
By submitting a proposal, the offeror represents and warrants that such proposal is genuine and
its own work, not a sham, is and was not created or submitted as result of collusion or made in
the interest or on behalf ofany person not therein named, and that the offeror has not directly
or indirectly induced orsolicited any otherofferorto put in a sham proposal, oranyother person,
firm or corporation to refrain from submitting and that the offeror has not in any mannersought

by collusion to secure to that offerorany advantage over any otherofferor.
COST INCURRED BYOFFERORS
All expenses involved with the preparation and submission ofthe RFP to HenryCountySchools or
any work performed in connection therewith is the responsibility ofthe offeror(s).
10. RFP OPENING
Submitted proposals will not be opened or read aloud publicly. All offerors will be notified of
solicitation results through the electronic platform.
C. GENERAL PROCUREMENTINSTRUCTIONS
1. Henry County Schools is governed by the Henry County Board of Education and is a recognized
governmental entity. The Henry County Schools Purchasing Policy (Board Policy DJE) can be
accessed from the Henry County Schools website and is incorporated into this solicitation by
reference. By participating in this solicitation, an offeroragreesto be bound bythe HenryCounty
Schools Purchasing Policy on any issue or action related to this solicitation or subsequent
contract resulting from this solicitation.
Henry County Schools must receive all proposals no later than the date and timelisted in this
RFP. Each proposal must be signed and dated by anofficial authorized to bind the firm. Late
proposals will not be considered for award.
Proposals must be submitted in the templates and/or format prescribed in the electronic
platform. Proposals will be evaluated according to completeness, content, experience with
similar projects, ability of offeror and any hired staff. The advancementof offerors to a finalist
round and/orthe award ofa contracttooneofferordoes not meanotherproposals lacked merit,
ratherall factors considered, the selected proposal(s) was deemedto bein the best interest of
Henry CountySchools.
Offerors are cautioned that this is a request for proposals not a request to contract, and Henry
CountySchools reserves the unqualified right to reject any andall offers when such rejection is
deemed to be in the best interest of Henry County Schools.
Elaborate proposals in the form of brochures or other presentations beyond that which is
necessary to present a complete and effective proposal are not desired.
Any costs incurred by an offeror in preparing or submitting a proposal(s) are the offeror's sole
responsibility; Henry County Schools will not reimburse any offeror for any costs incurred prior
to contract award.

7. Proposals must be submitted in accordance with the requirements ofthe RFP. Failureto include
any required information may cause rejection ordisqualification ofthe proposal.
SECTION II -GENERALCONDITIONS
A. PURPOSE
Henry County Schools is requesting competitive proposals from qualified and experienced offerors to
provide all labor, supervision, materials, supplies, tools and equipment necessary to provide a turn-key
finished productthat includesall stages and structures, sound system, video walls, soft-goods/skirts/scrim,
lighting, electrical power, and live-streamingservices. Offeror shall have a rigging load certified technician
on-site during all stages, truss, fly, and operation of offeror equipment. All work shall be performed in
accordance with recognized industry standards.
A mandatorysite visit at EchoPark Speedway will occur on Thursday August 27, 2026 @ 10:00 AM EST.
The address: 1500 Tara Place, Hampton, GA 30228thisvisit is to familiarize each offeror with the work to
be accomplished in this proposal. The Offeror, in submitting a proposal, is assumed to have visited the
premises and to have taken into consideration all conditions which might affect the work. This includes
collaboration with Venue host for staging of equipment, materials, supplies, parking, access, and other
considerationsrelative to this scope ofwork. No consideration will be given to any claim based ona lackof
knowledge of existing conditions. Offeror shall be prepared to respond to severe weather conditions to
ensure thesafety ofall attendees from harm dueto threat of roof, tower trusses, video walls and/or other
equipmentstructural failuresfrom high wind.
B. CONTRACTTERM
1. PARTIES
Contract will be between Henry County Board of Education (HCBOE) and Awardee. See Addendum J for
Sample Copy of HCS OfferorAgreement.
2. INITIALTERM
Contract term will begin no laterthan November 16, 2026. While the actual graduation ceremonieswill
not take place until May 2027,the initial contract duration shall be through November15, 2027.
3. OPTIONAL RENEWALTERMS
The contract may contain four (4) one-year renewal options contingent upon HCS's offer of such
renewal, the successful offeror's acceptance and the approval ofthe Henry County Board of Education
(HCBOE) to renewthecontract.
The Agreementshall terminate absolutely and without further obligation on the part of HCBOEat the
close ofthe calendaryearin which itwas executed andatthe close ofeach succeeding calendaryearfor
which it may be renewed but shall be automatically renewed through the then existing term unless
HCBOE terminates the agreement by providing Offeror with thirty (30) days advance notice of
termination priorto the end ofthe calendaryear.

4, TERMINATION
Either party may terminate this Agreement without cause uponthirty (30) days prior written notice
to the otherparty.
5. FUNDING OUTCLAUSE
a. It is necessary that fiscal funding-out provisions be includedin all contracts in which the termsare
for periods longer than one year. Therefore, the following funding-out provisions are an integral
part ofthis RFP and must be agreedto byall Offerors. The District may, during the contract period,
terminate or discontinue the purchase ofgoods, services or systems covered in this RFP at the end
of the District's then current fiscal year and upon 30 daysprior written notice to the contracted
Offeror. Such priorwritten notice will state:
i. That the lack ofappropriated fundsis the reason fortermination, and
ii. Agreementnot to replace the items or services being terminated with items orservices
with functions similar to those performed by the items or services covered in this RFP
from another Offeror in the succeeding funding period.
b. The complete statement "This written notification will thereafter release the District of all further
obligations in anywayrelated to such goods,servicesorsystems covered herein." must be included
as part of any agreement with the District. No agreementwill be considered that does not include
this provision for "funding out".
6. PAYMENTS AND PRICING
a. Payment foranyworkfrom this contract shall be made uponreceipt, inspection, and acceptance of
completed work and receipt ofproper itemized invoices.
b. All invoices must be itemized and submitted in a consolidated manner to HCS within 30 business
days of purchase and/or services rendered for the entirety of the agreement unless otherwise
agreed upon by theDistrict.
c. The District will not pay any penalties for late paymentof invoices.
d. The District is exempt from State sales tax. All federal and state taxes and fees that can be
eliminated in sales to public school systems in the State ofGeorgia should not be included in the
proposedprice.
e. Proposed prices shall include all charges to complete the work as specified. All deliveries are Free
on Board (FOB) Designation with the District assuming ownership andliability when the projectis
complete at each specified site. All product warranties shall begin upon delivery to each specified
site.

C. OFFEROR QUALIFICATIONS
1. LICENSING
All offerors for the project must be properly licensed under the laws ofthe State ofGeorgia and Henry
County, and in good standing before submitting any offer and before commencing any work.
INSURANCE
The offeror shall be responsible from the beginning ofthis Proposalforall injury or damage ofany
kind resulting from the work to persons or property, regardless of who may be the owner of the
property. In addition to the liability imposed upon the offeror on account of bodily injury (including
death), or property damage suffered through the offeror's negligence, which, liability is not
impaired orotherwise affected hereby,the offerorassumesthe obligation to savethe HenryCounty
Schools harmless and to indemnify and defend the Henry CountySchooisfrom everyclaim,liability,
expense, or paymentarising out ofor through injury (including death) to any person or personsor
damageto property (regardless of who may be the Henry County Schools of the property) of any
place in which workis located arising out ofor suffered through any act or omission ofthe offeror
or anyoneeither: (i.) directly or indirectly employed by or; (ii.) under the supervision of any
contractorin the prosecution ofthe work includedin this Proposal.
The offeror agrees to comply with the provisions ofthe Workers' Compensation laws ofthe State
of Georgia. The offeror agrees that, prior to the beginning of any work by the offeror; the offeror
shall furnish to Henry County Schools a Certificate from the insurance offeror showing issuance of
Workmen's Compensation coverage for the State of Georgia or a Certificate showing proof ofthe
ability to pay compensation directly. Offerors are required to submit proof of a current insurance
certificate via Henry County Schools' electronic sourcing platform under "Requested information".
The offeror shall obtain and maintain, at their expense, insurances with minimum limits as shown
belowand shall protectthe offerorand Henry CountySchoolsfrom any claimsfor propertydamage
or bodily injury, including death, which may arise out of operations underthis solicitation. The
offeror shall furnish Henry County Schools certificates, policies, and cancellation endorsements as
shownbelow:
d. Offerors General Liability Insurance-taken out in the name ofthe offeror.
|. Split Limits of Liability-Bodily Injury Liability: Limits of $1,000,000 for each occurrence and
$2,000,000 for the aggregate of operations. Property DamageLiability: Limits of $1,000,000
for each occurrence and $2,000,000 for the aggregate of operations. Or if Combined Single
Limit Liability-Bodily Injury and Property Damage Combined: $1,000,000 each occurrence,
$2,000,000 aggregate.
Il. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least 30
days priorwritten notice has been given to Henry County Schools.
lil. Disposition-Certificate from insurance offerorshowing insurance policy must be sent to Henry
County Schools prior to commencement of work. Offerors are required to submit proof of a
current insurance certificate in the electronic platform under "Requested Information"
showing Henry County Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as
certificate holder.
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