DCSD27-003 Sale of Surplus Technology Equipment

REQUEST FOR PROPOSAL
27-003
SALE OF SURPLUS TECHNOLOGY EQUIPMENT
CLOSING DATE: Thursday, July 30, 2026
CLOSING TIME: 2:00 p.m. EST
PROPOSALS ARE TO BE SUBMITTED THROUGH THE EUNA/BONFIRE PORTAL:
https://dcssga.bonfirehub.com
Douglas County School District
Becky Eigel, Assistant Director of Business Services
Business Services
11490 Veterans Memorial Hwy
Douglasville, GA 30134
Becky.Eigel@dcssga.org
770-651-2376
770-920-4026 Fax
ALL PROPOSALS ARE SUBJECT TO THE FOLLOWING INSTRUCTIONS WHEN CHECKED:
1. _X_ The Instructions, and Standard Terms and Conditions attached.
2. _X_ The attached Agency Insurance Requirements shall apply.
3. ___ The attached "Additional Terms and Conditions" shall apply (__) page(s).
4. _X_ In conformance with the attached "Specifications" (_1_) page(s).
5. ___ See attached (____) page(s) of (_____) line items
6. ___ Equipment or supplies offered to conform to the attached: ___Plans___Drawing(s) __Sample(s)
7. ___ Respondents must show manufacturer's name and model number for each line item offered.
8. ___ Respondents to furnish specifications and complete descriptive literature with bid if offering
substitute or alternate item.
Respondent is cautioned to carefully read the instructions and the terms and conditions on the attached sheets.
Failure to adhere to these instructions and terms and conditions may result in rejection of response.
ACKNOWLEDGE RECEIPT OF ADDENDUM:
#1_____ #2_____ #3_____ #4_____ #5_____
(Please Initial)

TABLE OF CONTENTS
I. INTRODUCTION .................................................................................................... 3
II. MINIMUM QUALIFICATIONS ................................................................................ 4
III. CALENDAR OF EVENTS ....................................................................................... 5
IV. INSTRUCTIONS ..................................................................................................... 6
V. STANDARD TERMS AND CONDITIONS .............................................................. 7
VI. INSURANCE REQUIREMENTS ............................................................................ 9
VII. SCOPE OF WORK AND REQUIREMENTS ........................................................ 10
VIII. GENERAL CONDITIONS ..................................................................................... 15
IX. DCSD ON-DISCRIMINATION POLICY ................................................................ 18
X. PROPOSAL PROCEDURES AND GUIDELINES ................................................ 19
XI. PROPOSAL SUBMITTAL REQUIREMENTS ...................................................... 20
XII. EVALUATION OF PROPOSALS.......................................................................... 21
XIII. PRESENTATION/DEMONSTRATION ................................................................. 21
XIV. PREPARATION OF PROPOSALS ...................................................................... 22
XV. EXHIBITS ............................................................................................................. 24
EXHIBIT A: SPECIFIC REQUIREMENTS .......................................................... 25
EXHIBIT B: PROPOSAL QUESTIONS ............................................................... 26
EXHIBIT C: EXAMPLES OF THE MISC. DCSD TECHNOLOGY ITEMS............ 27
XVI. PRICING SCHEDULE .......................................................................................... 28
XVII. PROPOSAL RESPONSE FORM ......................................................................... 29
XVIII. CERTIFICATE OF NON-COLLUSION ................................................................. 30
XIX. REFERENCE SHEET .......................................................................................... 31
XX. RESPONDENT INFORMATION .......................................................................... 32
XXI. RFP CHECKLIST ................................................................................................. 43
RFP 27-003 Sale of Surplus Technology Equipment Page 2 of 43

I. INTRODUCTION
The Douglas County School System is requesting proposals from licensed, qualified firms to provide
the school system with the removal and disposal of computers and other technology items in
accordance with the plans and specifications as outlined in this proposal package. Sealed proposals
for RFP 27-003, Sale of Surplus Technology Equipment, will be received by the Douglas County
School District through the Euna/Bonfire portal until 2:00 p.m. EST, Thursday, July 30, 2026.
It will be the responsibility of the Respondent to provide all required components for the removal
and disposal of all surplus technology equipment that is included as part of this solicitation.
Proposals will be available to all interested Respondents on June 27, 2026. Proposals can be
obtained by visiting the Euna/Bonfire portal for the Douglas County School District:
https://dcssga.bonfirehub.com
The Douglas County School District reserves the right to waive technicalities, to accept or reject
any and all proposals and to waive any irregularity in proposals received, to award the entire
proposal to one Respondent or to multiple Respondents or to make awards by group or location,
whichever is in the best interest of the Douglas County School District; hereafter referred to as
"DCSD", except where noted for clarity.
Respondents should note that all specifications listed in this RFP are based on general
criteria that the Douglas County School District feels is important for removing and
disposing of surplus Technology Equipment. The Douglas County School District is open to
reviewing all proposals for these disposal services that may meet or exceed our needs. Our
intent in listing these specifications in the RFP is to give the Respondents a general idea of
the basic services we expect from this contract. The Douglas County School District is
looking to the Respondents to provide us with as much information as possible about their
particular program and how it can meet the Douglas County School District needs. Any
similarity in the specifications listed in this RFP document and any company's
specifications is unintentional and should not be perceived as such.
The Douglas County School District is an equal opportunity employer.
Mandatory Pre-Proposal Conference, Thursday, July 14, 2026 at 10:00 a.m. We will meet at
the DCSD Central Office so that Respondents may view the surplus equipment. Pre-
Proposal meeting attendance is mandatory.
FOR THE PRE-PROPOSAL MEETING, ALL VISITORS MUST MEET IN THE FRONT LOBBY OF
THE DCSD CENTRAL OFFICE.
All questions concerning this Request for Proposal should be directed through the
Euna/Bonfire portal.
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II. MINIMUM QUALIFICATIONS
* It is preferred that each Respondent be registered to do business in the State of Georgia.
Each Respondent should provide evidence of their registration with each proposal submittal.
For Georgia businesses, a photocopy of your Georgia business license is acceptable.
* Respondents must meet the minimum requirements for liability insurance and worker's
compensation coverage as stated in this document.
* Respondents shall submit with their bid, sufficient evidence of a minimum of 5 years'
experience in similar projects preferably with public school systems. This information should
be included on the Reference Sheet.
* All services provided by the awarded Respondent must be performed by a direct employee or
Principal of the firm. Awarded Respondent may subcontract any portion of the services for
this project, with approval from DCSD.
* Respondents shall submit all required Vendor information in the Euna/Bonfire Vendor Registration
portal.
* Respondents shall also submit the completed "Georgia Security and Immigration Compliance
Act OCGA 13-10-91" document, "Respondent Affidavit and Agreement" and "Subcontractor
Affidavit" (if applicable).
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III. CALENDAR OF EVENTS
ACTION DEADLINE
Issuance of Request for Proposal (RFP) Saturday, June 27, 2026
Mandatory Pre-Proposal Conference Thursday, July 14, 2026
Meeting will start at: 10:00 am
Douglas County School System
Central Office
11490 Veterans Memorial Hwy
Douglasville, GA 30134
Submission of Questions by Friday, July 17, 2026
2:00 pm EST
Response to Questions Wednesday, July 22, 2026
5:00 pm EST
Proposal Submission Deadline Thursday, July 30, 2026
2:00 pm EST
Evaluation Period / Interview July 30 - August 14, 2026
with Selected Respondents
Submittal of Agenda Item for Board Recommendation Friday, August 21, 2026
Recommendation to the Board of Education Tuesday, September 8, 2026
Board Approval of Recommendation Monday, September 21, 2026
Project Period September 21 - November 15, 2026
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IV. INSTRUCTIONS
1. Proposals shall be submitted through the Euna/Bonfire portal. See Proposal Submittal Requirements for
specific instructions for this RFP.
2. All proposals must be either typewritten or filled in with pen, and must be signed in ink by an officer or
employee having authority to bind the company or firm. The signatory of the proposal must initial
corrections or changes on any document. Respondents will not be allowed to modify their Proposals after
designated closing date and time.
3. Respondents should provide all of the information required on all forms, including the Proposal Form, and
shall sign the Standard Terms and Conditions.
4. The offer conveyed by this proposal shall remain open pending award for a period of ninety (90) days from
the date of opening.
5. Any cash discount offered to the DCSD must be listed in the Proposal. Cash discounts offered from one
percent up to five percent for payment in thirty days or more will be considered for the purposes of
evaluation. Any further cash discount will not be considered in the evaluation.
6. Proposal responses containing a minimum order/ship quantity or dollar value, unless otherwise called for in
the Request for Proposal, may be treated as non-responsive and may not be considered for award.
7. In the event there is a discrepancy between the unit price and extended price, the unit price shall govern.
8. Any reference to quantities or dollar amounts is provided as an estimate only, and shall not serve to
obligate the DCSD to purchase any minimum amount; nor shall any such reference serve to establish any
maximum amount the Respondent is required to furnish.
9. Quotes containing provisions for late or interest charges will not be considered.
10. Prepayment and/or progress payment requirements contained in responses will be treated as non-
responsive and will not be considered for award.
11. Respondents must specify the manufacturer and/or brand name on each of the items proposed. If an item
has a specified manufacturer and/or brand name and the words "or equal" do not follow, substitutions will
not be accepted.
12. The DCSD reserves the right to amend this Request for Proposal prior to the due date.
13. Special Instructions:
Manufacturers listed in the proposal document are to establish the general quality required. Items of other
manufacturers of equal or better quality will be considered. The DCSD shall be the sole determiner as to
whether the substituted item is of equal or better quality than those specified. The DCSD may request
samples as needed from Respondents to determine manufacturer equivalence.
14. Upon receipt and review of responses, the Owner will determine the party(s) and proposal that in the sole
judgment of the Owner is in the best interest of the Owner (if an is so determined), with respect to the
evaluation criteria stated herein. The Owner then intends to conduct negotiations with such party(s) to
determine if a mutually acceptable contract may be reached.
15. Purchases of the Douglas County Board of Education are not subject to sales taxes. Tax exempt
certificates will be furnished upon request.
Respondent understands and accepts all Instructions as it pertains to this Request for Proposal:
________________________________________________ ______________________
Respondent Signature Date
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V. STANDARD TERMS AND CONDITIONS
1. Respondent shall transfer and deliver to the DCSD all of the goods and/or services described herein for
the consideration set forth herein.
2. Delivery shall be made to the address listed on the Purchase Order or Contract and within the time specified.
3. Risk of loss shall remain with Respondent until acceptance by the DCSD.
4. Title to the goods shall remain with Respondent until acceptance by the DCSD.
5. Respondent warrants that the goods are merchantable and as described herein.
6. The DCSD shall have the right to inspect the goods at the time and place of delivery.
7. No right or interest in the contract shall be assigned by Respondent without the written permission of the
DCSD, and no delegation of any obligation owed or of the performance of any obligation by Respondent
shall be made without the written permission of the DCSD. Any attempted assignment or delegation shall be
wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.
8. The laws of the State of Georgia and the policies of the DCSD shall govern this agreement in all respects.
9. All goods and/or services on this order or contract are exempt from Federal Excise Tax and Georgia
Sales and Use Tax.
10. All goods and/or services supplied pursuant to this purchase order or contract shall, unless otherwise
stated, conform exactly to all of the descriptions and Exhibits contained in the Request for Proposal upon
which this order is based, and the terms, conditions, and specification of the Request for Proposal are
incorporated herein by reference and made a part hereof.
11. Any goods supplied found not in accordance with the description and specifications set forth in the Item
Schedule will be rejected. Goods rejected shall be returned, freight collect to the Respondent.
12. Prices stated are F.O.B. destination. No further allowances shall be made for freight and delivery charges.
13. All proposals submitted shall be in accordance with the terms of the DCSD Request for Proposal and the
laws of the State of Georgia.
14. The DCSD reserves the right to cancel this contract for either non- performance or poor
performance of the Respondent by giving thirty days written notice in advance to the Respondent of
its intent to do so, and shall retain no liability to Respondent based on any such termination except
to pay all amounts due Respondent up to the date of termination for services rendered.
15. Successful Respondent will be required to supply an original and one copy of each invoice, and to
reference all invoices to the proper purchase order number. No invoice will be processed for payment
until all contractual obligations have been met.
16. All invoices and/or financial correspondence should be directed to the Accounts Payable Supervisor,
Douglas County School District.
17. Successful Respondent must furnish proof of liability insurance as stated in the "Insurance Requirements"
upon contract award. Respondent must maintain insurance coverage for duration of contract with the DCSD,
including all renewals.
18. Respondent should submit original response.
19. This project will be awarded subject to the availability of funds.
20. The DCSD reserves the right in its sole and complete discretion to reject any or all proposals and to waive
technicalities and informalities. The DCSD anticipates that the contract will be awarded to the most responsive
and responsible Respondent who provides the proposal that is within the budget parameters for the project
and whose proposal response meets the requirements and criteria set forth in this RFP. In judging whether
the Respondent is responsible, the DCSD will consider, but is not limited to consideration of, the following:
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a. Whether the Respondent or its principals are currently ineligible, debarred, suspended, or otherwise
excluded from bidding or contracting by any State or Federal agency, department or authority.
b. Whether the Respondent or its principals have been terminated for cause or are currently in
default on a public works contract.
21. The DCSD reserves the right to award these services in any way economically feasible or in the best interest
for matching purposes.
22. The DCSD reserves the right to request clarification of information submitted and to request additional
information of one or more Respondents.
23. The DCSD reserves the right to (i) reject any and all proposals in their entirety, for any reason, (ii) award the
contract to the most qualified applicant as determined solely by the School District at its discretion and/or (iii)
award the contract to another independent review firm if the selected firm does not execute a contract within
30 days after the award of the proposal.
24. The acceptance of a proposal shall be subject to the execution of a definitive agreement between the parties.
Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied by or
approved by the DCSD and shall contain, at a minimum, applicable provisions of this Request for Proposal
("RFP"). The DCSD reserves the right to reject any agreement that does not conform to this RFP and to any
DCSD requirements for agreements and contracts.
25. The DCSD assumes no responsibility or obligation to the Respondents and will make no payment for any
costs associated with the preparation or submission of a proposal.
26. All proposals submitted become the property of the DCSD.
27. The DCSD standard terms for payment shall be Net 30 days from the date of delivery of goods or services, or
date of receipt of correct invoice, whichever is later. All payments will be made in accordance with the
DCSD's policies and procedures.
28. The contract shall be governed by the laws of the State of Georgia, regardless of any conflict of law or rules
that would require an application of the laws of another jurisdiction. Venue and jurisdiction shall be proper only
in the federal and state courts located or serving the Douglas County, Georgia, area.
29. The contract will terminate absolutely and without further obligation on the part of the DCSD on June 30, 2025,
and at the close of each succeeding calendar year unless renewed in accordance with the terms of this
Agreement.
30. Notwithstanding the foregoing, the contract will terminate absolutely and without further obligation on the part
of the DCSD at the close of the calendar year in which it was executed and at the close of each succeeding
calendar year for which it may be renewed. The contract will automatically renew for additional one year
terms, not to exceed five (5) years, unless the DCSD provides written notice to Respondent of its decision not
to renew the contract sixty (60) days prior to the end of the calendar year.
31. Either party may, without cause and for any reason, terminate the Contract at any time upon giving sixty (60)
days written notice to the other party.
32. Respondents agree to waive any claims they have or may have against the DCSD, its employees, agents,
members, representatives and legal counsel, arising out of or in connection with the: (1) administration,
evaluation, recommendation or selection of any bid or qualifications; (2) waiver of any representations under
the bid or documents; (3) approval or rejection of any bid or qualifications; and (4) award of a contract.
33. While on campus, Respondents will comply with DCSD policies and regulations. All DCSD policies,
regulations and handbooks can be located on the DCSD website at www.dcssga.org.
Respondent understands and accepts all Standard Terms and Conditions as it pertains to this Request
for Proposal:
________________________________________________ ___________________
Respondent Signature Date
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VI. INSURANCE REQUIREMENTS
Upon Notice of Award, Respondent may submit this form to their insurance agent as this form contains
requirements that may be non-standard in the insurance industry.
Respondent shall furnish the Douglas County School District certificates of insurance as follows from
company or companies acceptable to the Douglas County School District.
1) Required Certificates
1. Commercial General Liability Insurance Policy
Respondent shall procure and maintain a Commercial General Liability Insurance Policy, including
products and completed operations liability, and contractual liability coverage covering bodily injury,
property damage liability and personal injury. The policy or policies must be on any "occurrence"
basis unless waived by the Douglas County School District. The policy shall include contractual
liability coverage. The policy purchased by the Respondent must be issued by a company authorized
to conduct business in the State of Georgia or by a company acceptable to the Douglas County
School District. The policy must include separate aggregate limits per project. Excess liability
coverage may be used in combination with the base policy to obtain the limits listed below.
Limits
$1,000,000 per Person
$1,000,000 per Occurrence
2. Business Automobile Liability Insurance Policy
The Respondent shall procure and maintain a Business Automobile Policy with liability limits of not
less than $1,000,000 per person and $1,000,000 per occurrence or a policy with a combined single
limit of not less than $1,000,000 covering any owned, non-owned or hired autos. Excess liability
coverage may be used in combination with the base policy to obtain these limits.
3. Workers' Compensation Insurance
Workers' Compensation Insurance in accordance with applicable state laws with the following limits:
Limits
Bodily Injury by Accident - $500,000 each accident
Bodily Injury by Disease - $500,000 each employee
Bodily Injury by Disease - $500,000 policy limit
Certificates to contain policy number, policy limits and policy expiration date of all policies issued in
accordance with this contract.
IF YOUR COMPANY IS EXEMPT FROM WORKERS' COMPENSATION INSURANCE IN ACCORDANCE
WITH GEORGIA LAW, PLEASE HAVE YOUR INSURANCE COMPANY SUBMIT A LETTER VERIFYING
YOUR EXEMPTION.
2) Certificates shall contain the location and operations to which the insurance applies.
3) Certificates shall contain Respondent's insurance coverage. If coverage is included in General Liability,
please indicate this on the Certificate of Insurance.
4) Certificates are to be issued to:
Douglas County School District
P.O. Box 1077
Douglasville, GA 30133
5) The Respondent shall mail insurance document listed in this form to:
Douglas County School District
Business Services
P.O. Box 1077
Douglasville, GA 30133
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VII. SCOPE OF WORK AND REQUIREMENTS
A. PROJECT SCOPE
The Douglas County School System is requesting proposals from licensed, qualified firms to
provide the school system with the removal and disposal of computers and other technology
items in accordance with the plans and specifications as outlined in this proposal package.
Sealed proposals for RFP 27-003, Sale of Surplus Technology Equipment, will be received by the
Douglas County School District through the Euna/Bonfire portal until 2:00 p.m. EST, Thursday,
July 30, 2026.
It will be the responsibility of the Respondent to provide all required components for the removal
and disposal of all surplus technology equipment that is included as part of this solicitation.
The Douglas County School District would like for this project to be completed no later than
November 15, 2026. If this deadline cannot be met, given the schedule outlined on page 5 of this
Request for Proposal, notation must be made on the Respondent Pricing Sheet. The contract period
shall be from the date of award until June 30, 2027. Douglas County School District reserves the
right to renew the contract beyond the original contract period. Please note that Georgia law only
allows agencies to commit funds for a length not to exceed 12 months. An additional renewal will be
considered optional at Douglas County School District's discretion.
B. BACKGROUND
The Douglas County School District is the 17th largest school district in the state of Georgia with
a student population north of 25,000 and over 3,000 employees. The DCSD's number one goal is
to ensure the safety of our students and our employees. We are eager to partner with a firm who
will ensure we have cutting edge products and ensure that our staff is well versed and learns how
to utilize the entire catalog of features at their disposal.
The Douglas County School District is currently comprised of nineteen elementary schools, eight
middle schools, five high schools, two alternative learning locations and three central office
locations.
The School District operates under a fiscal year beginning July 1 and ending June 30. More
detailed information regarding the School District can be found on the School District's website at
www.dcssga.org .
C. GENERAL REQUIREMENTS
1. All equipment must be new.
2. Used or refurbished equipment will not be accepted.
3. All responses should be listed on the Respondent Pricing Sheet and Respondent Response
Form.
4. All proposals submitted shall be in accordance with the terms of the DCSD Request for
Proposal and the laws of the State of Georgia.
5. All Respondents must include in the proposal package response the specifications and
product literature for all items quoted.
6. The work requires the furnishing of all labor, travel, supplies, material, engineering, tools and
equipment necessary to perform work as described.
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