3. RFP 26-727 District Wide Evening Preventative HVAC Maintanence Services - July 13, 2026 - DCSD Board Meeting Archive

RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 1

Vendor Services Department
Procurement
1701 Mountain Industrial Boulevard
Stone Mountain, Georgia 30083

REQUEST FOR PROPOSAL (RFP) 26-727
District Wide Evening Preventative HVAC Maintenance Services
All Times Listed are Eastern Standard Time
EVENT DATE(S) TIME LOCATION

Solicitation Posts 03/05/2026 https://dekalbschoolsga.ionwave.net

Optional Pre-Proposal
Conference
03/17/2026 11:00 AM Via Microsoft Teams (registration required)

Deadline to Submit
Questions (Q&A)
03/20/2026 12:00 PM https://dekalbschoolsga.ionwave.net

Q&A Deadline Responses 03/27/2026 4:30 PM https://dekalbschoolsga.ionwave.net

Submission Deadline 04/02/2026 2:00 PM https://dekalbschoolsga.ionwave.net

Virtual Public
Acknowledgement
04/02/2026 3:00 PM Via Microsoft Teams (Registration required)

SUBMISSIONS MUST BE RECEIVED ELECTRONICALLY VIA https://dekalbschoolsga.ionwave.net
DeKalb County School District Solicitation Contact Person:
Angela Arlene-Myrick, Procurement Manager I
(678) 676- 1554 and/or email at solicitationquestions@dekalbschoolsga.org
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 2

1701 MOUNTAIN INDUSTRIAL BLVD, STONE MOUNTAIN, GEORGIA 30083

https://dekalbschoolsga.ionwave.net

REQUEST FOR PROPOSAL
RFP 26-727
District Wide Evening Preventative
HVAC Maintenance Service
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 3

TABLE OF CONTENTS
Title Page ..................................................................................................................................... 2
Table of Contents ...................................................................................................................... 3-4
Submittal Terms ................................................................................................................................................................. 5-7
Attachments ........................................................................................................................... 30-42

PART I – BACKGROUND AND INFORMATION
A. Objectives ............................................................................................................. 8
B. General Information ............................................................................................... 8
C. Procurement Process ............................................................................................. 8
D. Addenda ................................................................................................................. 8
E. Proposal Contact Persons...................................................................................... 9
F. Prohibited Contacts ................................................................................................ 9
G. Optional Virtual Pre-Proposal Conference ............................................................. 9
H. Proposal Submission Deadline………………………………………………………... 9
I. Virtual Public Acknowledgement.……………………………………………………. .. .9
J. Questions and Answers ....................................................................................... 10

PART II – GENERAL REQUIREMENTS
A. Offeror Performance ........................................................................................... 11
B. News Release ..................................................................................................... 11
C. Non-Discrimination .............................................................................................. 11
D. Drug Free Workplace .......................................................................................... 11
E. Smoke Free Workplace ....................................................................................... 11
F. Background Checks ............................................................................................. 11
G. Costs Incurred ..................................................................................................... 12
H. Insurance ............................................................................................................. 12
I. Indemnification ..................................................................................................... 14
J. Illegal Immigration Reform and Enforcement Act of 2011 .................................... 15
K. Interviews ............................................................................................................ 15
L. Contract Terms .................................................................................................... 15
M. Permits and Applicable Laws ............................................................................... 16
N. Infringement ......................................................................................................... 16
O. Ownership Rights ................................................................................................. 16
P. Non-Collusion....................................................................................................... 16
Q. Conflict of Interest ................................................................................................ 16
R. Financial Stability ................................................................................................. 17
S. No Obligation/No Contract Guaranteed ............................................................... 17
T. Confidentiality and Non-Disclosure ...................................................................... 17
U. Business License ................................................................................................. 18
V. Protest Process…………………………………………………………………………18
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 4

TABLE OF CONTENTS (CONT’D)
PART III – SCOPE OF WORK

A. Purpose / Project Overview ............................................................................... 21
B Project Scope of Work ....................................................................................... 21
C. Brochures, Catalogs, Manuals, Websites, Literature ......................................... 24
D. Added Value ...................................................................................................... 24
E. Technical Proposal ............................................................................................ 25
F. Transition Plan................................................................................................... 28
G. Required Content / Document Checklist ............................................................ 28

ATTACHMENTS
Attachment A – Cost Proposal Form ................................................................................ 30
Attachment B- Non-Collusion ........................................................................................... 31
Attachment C– Conflict of Interest ................................................................................... 32
Attachment D– Critical Paragraphs .................................................................................. 33
Attachment E –Confidentiality and Non-Disclosure.......................................................... 34
Attachment F– Suspension and Debarment .................................................................... 35
Attachment G – Illegal Immigration Reform and Enforcement Act of 2011
Certification ........................................................................................ 36-41
Attachment H – Signature Page....................................................................................... 42
Final Page ........................................................................................................................ 43

APPENDIX
Appendix A – Sample Service Agreement
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 5

DeKalb County School District (“DCSD”) extends this offer to submit a proposal for the possible purchase or
lease of goods and/or services conforming to the following designated specifications, terms, and conditions. This
solicitation will require DCSD Board of Education approval.

Format and Submission of Proposals

Submittal responses to this solicitation will be received electronically on the DeKalb County School District
website at https://dekalbschoolsga.ionwave.net.

The format requirements for RFP responses are designed to ensure uniformity in the responses, provide the
information necessary to understand each offeror’s proposal, and facilitate an efficient and comprehensive
evaluation of all responses. Proposals must comply with the specifications and detailed instructions stated in
this RFP document, be signed by the certifying company official, and be presented to the DCSD Purchasing
Department according to the detailed instructions stated in this document.
• RFP responses must be submitted electronically via https://dekalbschoolsga.ionwave.net.
• Proposals must be presented in a PDF format. All attachments must be identified properly for easy
recognition and association.
• Each page of the response must be numbered.
• Each proposal must contain a detailed Table of Contents and must be organized in the same order
as the requirements are outlined in this RFP document. Each separate bullet point must be addressed
individually. A response that does not adhere to a “point-by-point” format may be disqualified.
• Responses shall be organized simply and economically. Emphasis must be placed on completeness
and clarity. Proposals that do not include all the required information may be disqualified.

All potential respondents must register as a vendor at https://dekalbschoolsga.ionwave.net.

Time is of the essence. Specify your earliest __________ and latest __________ service commencement dates
after receipt of award letter.

Approval by the DeKalb County Board of Education
Official approval by the DeKalb County Board of Education is required for this procurement. No contract shall be
construed to be formed without the advance official approval of the DeKalb County Board of Education. The
successful offeror will be notified after DeKalb County Board of Education approval.

Funding Provisions
No award or contract will be made if funding is not approved by the DeKalb County Board of Education.

Compliance with Requirements
Offeror must indicate below whether or not their proposal is in complete compliance with the stated requirements.
If there are any deviations from these requirements, offeror must indicate in writing what the exact deviations are
and what actual services will be provided. Attach and label additional sheets if necessary.
___ Proposal is in complete compliance with proposal requirements.
___ Proposal deviates from stated requirements as follows:
_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 6

Cancellation
Awards, contracts, and extensions may be canceled for convenience by the DeKalb County School District
(DCSD) at any time. In the event of termination of contract by DCSD, the DCSD will be responsible only for those
services that have been delivered and accepted according to the RFP requirements. Any cancellation for
convenience by DCSD shall be effective three (3) business days after receipt of the Notice of Cancellation for
convenience from DCSD by the Offeror.

Fiscal Year Funding Implications
The fiscal year for DCSD begins July 1 and ends June 30. This solicitation and any resulting contract(s) may
contain renewal and extension options.
This solicitation, any resulting contract(s), and any renewal and extension options shall terminate absolutely
without further obligation on the part of DCSD at the end of the fiscal year in which this solicitation was issued and
at each June 30 renewal anniversary date thereafter unless the successful offeror is notified otherwise and agrees
in writing to the exercise of renewal and extension options.

Payment to Successful Vendor(s)
Payment for goods and services will be made by electronic funds transfer (EFT). Vendor(s) doing business with
DCSD are required to provide EFT payment information when registering as a DCSD vendor at:
https://www.dekalbschoolsga.org/purchasing/.

Rights Reserved
DCSD reserves the right to accept or reject any and/or all parts of responsive proposals received and/or to reject
all proposals submitted. DCSD reserves the right to award any resulting contract in the manner that is in the best
interest of and most advantageous to DCSD. DCSD reserves the right to waive any technicalities or minor
irregularities in responses received and to award the contract in the most beneficial manner for DCSD. The decision
of DCSD shall be final.
DCSD reserves the right to request and negotiate a “best and final” response from offerors.

Taxes
Purchases made by DCSD are not subject to federal, state, or local sales tax. A Sales Tax Exemption Certificate
will be furnished upon request.

F.O.B. Delivery
All prices are to be F.O.B. delivery to various DCSD locations.

Estimated Quantities
The quantities shown in this RFP document are estimates, which are provided for your information. However,
actual quantities purchased by DCSD may vary.

Exclusions of Trade Usages
This RFP contains all of the terms, conditions and obligations to which the parties agree, and shall not be
modified, controlled, explained, supplemented or affected in any way by any usage of trade not expressly
included in this agreement.

Conditional Proposals
Proposals that are conditional and/or in any way qualify or vary the terms of these instructions, conditions, and
specifications shall be considered non-responsive and disqualified.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 7

Offeror Failure
In the event services to be furnished by the successful offeror should for any reason fail to conform to the scope
of work contained herein, DCSD reserves the right to reject the services and further reserves the right to terminate
the contract.
Failure of the successful offeror to perform contracted services may also result in the removal of that offeror from
doing business with DCSD for a period of not less than one year.

Georgia Open Records Act
All proposals submitted in response to DCSD solicitations may be subject to the Georgia Open Records Act, which
permits any member of the public to inspect and/or copy documents prepared and maintained or received in the
course of the operation of the public office or agency.

No Assignment of Award
The successful offeror may not assign the award or contract to or subcontract with another party without the
express written permission of DCSD.

The Laws of the State of Georgia
This RFP and subsequent agreement are subject to the laws of the State of Georgia.

2 CFR 200.322(a)
§ 200.322 Domestic preferences for procurements.
(a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent
practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods
products, or materials produced in the United States (including but not limited to iron, aluminum, steel,
cement, or other manufactured products).

Additional Terms
In the event an award is made to an offeror, the resulting contract shall not depart from this document unless
agreed to in writing by DCSD and the successful offeror. DCSD shall not be bound by additional terms and
conditions and/or extraneous language added to this document by offerors.

ALL SOLICITATIONS ISSUED BY DCSD ARE ADVERTISED IN THE LEGAL SECTION OF THE CHAMPION
NEWSPAPER, (404) 373-7779, POSTED ON THE DCSD IONWAVE WEBSITE, AND POSTED IN THE TEAM
GEORGIA MARKETPLACE’S GEORGIA PROCUREMENT REGISTRY. Offerors are solely responsible to
review and make themselves aware of DCSD solicitations posted on the following website:

https://dekalbschoolsga.ionwave.net/Login.aspx
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 8

PART I
BACKGROUND AND INFORMATION
A. Objectives
DeKalb County School District (hereinafter, “DCSD”) is requesting qualified vendors to submit proposals to
provide District Wide Evening Preventative HVAC Maintenance Services.
Awarded offeror(s) shall provide services in accordance with the specifications, requirements and terms and
conditions stated herein. Services shall include all labor, materials, tools, specialized equipment, supplies,
trained personnel, insurance, travel, per diem, direct and indirect administrative costs, overhead, tolls, parking,
fuel, lodging, all other cost and charges, and all things and services necessary to provide services, in
accordance with the requirements of this RFP. There shall be no add-on charges of any kind. DCSD reserves
the right to make multiple awards.

B. General Information
DCSD is a metropolitan Atlanta public school system organized and existing under the Constitution and laws
of the State of Georgia. DCSD is located in the fourth largest county in Georgia. DeKalb County is one of the
most culturally diverse counties in the nation. DCSD has a student enrollment of over 91,000 students in pre-
kindergarten through grade 12. With more than 138 schools and centers, DCSD educates the third largest pre-
kindergarten through grade 12 student population in the State of Georgia. DCSD is the second largest
employer in DeKalb County with approximately 14,000 employees.
DCSD is dedicated to giving every student the best possible education through an intensive core curriculum
and specialized, challenging instructional and career programs. DCSD is striving to become the premier K-12
school system of choice and desires to significantly improve leadership, teaching, and student learning to fulfill
its mission as an organization for public education.
DCSD includes approximately:
• 77 Elementary Schools
• 19 Middle Schools
• 22 High Schools
• 8 Start-up Charter Schools
• 12 Specialized Learning Centers
• 7 Administrative Centers, and
• 5 Athletic Stadiums
DCSD’s wide-area network connects instruction and administration sites to deliver technology and learning
tools to every child. The main administrative offices are located at 1701 Mountain Industrial Boulevard, Stone
Mountain, Georgia 30083. DCSD is governed by a seven-member Board of Education.

C. Procurement Process
The procurement will be on a formally advertised basis. Proposals must be responsive to all aspects of this
RFP.

D. Addenda
It is the responsibility of offerors to frequently check for any addenda, questions, and answers posted on the
Purchasing Bulletin Board on the DCSD website. Failure on the part of offerors to make themselves aware of
and comply with addenda requirements will not relieve them of this obligation.

All posted addenda must be printed, signed by the offeror, and included in the offeror’s RFP submission.

Click on the following link to the Purchasing Bulletin Board: https://dekalbschoolsga.ionwave.net
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 9

E. Proposal Contact Person
The assigned contact person for offerors is Angela Arlene-Myrick, Procurement Manager who can be reached
at (678) 676-1554 or by email to solicitationquestions@dekabschoolsga.org.

F. Prohibited Contact(s)
Except with the consent of the proposal contact person, all offerors, including any persons affiliated with or in any
way related to the offeror, are strictly prohibited from contacting DeKalb County Board of Education members and
DCSD employees or consultants on any matter having to do in any aspect with this RFP between the time a request
for proposal is formally released and a recommendation is made by the administration to the Board, other than as
provided herein. Communication with anyone other than the proposal contact person regarding any portion
of this RFP can result in the violating firm being disqualified. Furthermore, no employee, officer, or agent of
the DeKalb County Board of Education or DCSD may participate in the selection, award or administration of a
contract if he or she has a real or apparent conflict of interest.
Board Member Communication with Prospective Vendors
Vendors shall not contact Board members individually for the purpose of soliciting a purchase or contract between
the time a request for proposal is formally released and a recommendation is made by the administration to the
Board. If a vendor violates this prohibition during this timeframe, consideration for the vendor for award shall be
invalidated. Board members shall be notified of possible violations and actions taken.

G. Optional Virtual Pre-Proposal Conference
An optional virtual pre-proposal conference will be held via Microsoft Teams at 11:00 AM EST on Tuesday,
March 17, 2026.

Prospective offerors must provide the following information by 5:00 PM EST, on Monday, March 16, 2026:

Name and Title
Company Name
Telephone Number
Email Address

This information must be sent to solicitationquestions@dekalbschoolsga.org. Please enter “Optional Virtual
Pre-Proposal Conference – RFP 26-727 District Wide Evening Preventative HVAC Maintenance Service” in the
subject line of your email. An invitation will be sent via Microsoft Teams to those providing the above information no
later than Tuesday, March 17, 2026, by 10:00AM EST.

H. Proposal Submission Deadline
All potential offerors must register as a vendor at https://dekalbschoolsga.ionwave.net.
Proposals in response to this RFP must be received electronically via IonWave no later than 2:00 PM EST on
Thursday, April 2, 2026. Proposals received after the deadline stated will not be considered.

I. Virtual Public Acknowledgement
The public acknowledgment will be held virtually through Microsoft Teams on Thursday, April 2, 2026, at 3:00
PM EST. For those who would like to attend the acknowledgement, please register no later than Wednesday,
April 1, 2026, by 5:00 PM EST, by sending an email to solicitationquestions@dekalbschoolsga.org.

Please enter “Virtual Public Acknowledgement - RFP 26-727 District Wide Evening Preventative HVAC
Maintenance Service” in the subject line of your email.

An invitation will be sent via Microsoft Teams to those participants no later than Thursday, April 2, 2026, by
2:30 PM EST.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 10

J. Questions and Answers
It is intended that this RFP be adequate for any offeror to respond to DCSD’s requirements. However, should offerors
have questions, all questions shall be submitted electronically to: https://dekalbschoolsga.ionwave.net. Questions
submitted to any other mailbox, voice mail or e-mail address will not be considered for response. The deadline to
submit questions is Friday, March 20, 2026, at 12:00 PM EST. Questions received after the deadline will not be
considered.
All questions received by the deadline shall be answered in writing and both the questions and answers will be posted
to the website https://dekalbschoolsga.ionwave.net no later than Friday, March 27, 2026, at 4:30 PM EST.
Responses to questions will not be posted on official DCSD holidays. https://dekalbschoolsga.ionwave.net
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 11

PART II
GENERAL REQUIREMENTS
A. Offeror Performance
The successful offeror is required to perform and fulfill all the undertakings, covenants, terms, conditions,
and agreements of this RFP document and any negotiated contract(s). Specifications contained herein and
in the successful response will become contractual obligations if an award ensues. Failure of the offeror to
fully perform these obligations may result in the cancellation of the award and contract.
DCSD will look to the offeror and his/her identified personnel to coordinate and deliver the services described
in this RFP. The services shall not be delegated to sub-offerors or assigned to any third party.

B. News Release
Any news release or publicity pertaining to any phase of this project must be cleared through the DCSD
Executive Director of Communications.

C. Non-Discrimination
DCSD does not discriminate based on race, color, religion, sex, national origin, age, or disability in any of
its employment practices, education programs, services or activities.
DCSD supports an open, fair, and impartial free-market system which maximizes competition and seeks to
include all responsible businesses and to provide ample opportunities for business growth and development.
Minority businesses are encouraged and given the opportunity to bid on various projects; however, all
responses will be evaluated on the same criteria. It is not the intention or desire of DCSD to restrict or
impede competition, nor to increase the cost of the work.

D. Drug-Free Workplace
By submission of a response to this RFP, the offeror certifies that he/she and his/her employees shall not
engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of controlled
substance or drugs during the performance of the contract.

E. Smoke-Free Workplace
By submission of a response to this RFP, the offeror certifies that he/she and his/her employees shall not
use tobacco products on DCSD property at any time during the performance of this contract.

F. Background Checks
A criminal background check must be performed on all contractors, consultants, subcontractors,
volunteers and vendors (hereinafter jointly referred to as "Individuals") who provide services on
DCSD premises, supervise services on DCSD premises, or has contact with students. These
Individuals shall undergo the same criminal background check, within the last 365 days, as required
by DCSD employees. Such background checks will be performed by DCSD at the expense of the
Individual at a cost of $45.00 per individual.

Additionally, any charges against the Individual, may be deemed unacceptable in DCSD’s sole
discretion regardless of whether dismissed, expunged, sealed, removed from the record, treated as
a “first offender” or dead docketed. Upon receipt and evaluation of DCSD’s background check
results, DCSD may demand that the Individual have no contact with DCSD students or parents or
provide services to DCSD premises.

Any failure of the contractor to obtain a criminal records background check through DCSD, as stated
herein, may result in termination of any resulting contract between contractor and DCSD.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 12

G. Costs Incurred
DCSD is not liable for any costs incurred by an offeror in preparing and/or submitting a response to this RFP
or for any interview if requested. Any and all costs incurred by the offeror in preparing and/or submitting a
response to this RFP and interviewing with DCSD (if requested) shall be the sole responsibility of the offeror
and shall not be reimbursed by DCSD.
There is no guarantee of any offeror receiving an award as a result of submitting a response to this RFP.

H. Insurance
Certificate of Insurance and/or ACORD Form is required with solicitation submittal and required upon
award.
Upload this documentation under the Response Attachment tab via IonWave titled “Certificate of
Insurance”.
The DCSD Director of Risk Management sets insurance and indemnification requirements for each
Solicitation.

Certificate of Insurance / Accord Form is required with solicitation submittal upon award. Provision of
Certificate of Insurance is a mandatory requirement. Proposals submitted with certificates of
insurance will be considered conditionally responsive to the insurance and indemnification requirement.
Final award of this RFP will be contingent upon receipt within six (6) business days of request for
insurance documentation complete with the following requirements and fully acceptable to the DCSD
Risk Manager. No work will commence / no purchases will be made without the written statement of
approval of insurance coverage from the DCSD Risk Manager. In the event the awarded offeror cannot
produce insurance coverage acceptable to the Risk Manager within the time provided, DCSD reserves
the right to award this solicitation to the first runner-up.

(1) The successful Offeror shall procure and maintain throughout the term of this agreement a
policy or policies of insurance providing coverage as set forth below that shall protect the offeror
and the Indemnitees (as defined in Part II, Section I of this RFP) from any claims for bodily injury,
property damage, or personal injury which may arise out of offeror’s operations under this
agreement. The foregoing policies shall be obtained from insurance companies approved to do
business in the State of Georgia and companies acceptable to DCSD. Offeror shall procure the
insurance policy(ies) at the offeror’s own expense and shall furnish to DCSD a certificate of
insurance containing the following:

(a) Name and address of authorized agent;
(b) Name and address of insured;
(c) Name of insurance company;
(d) Description of coverage in standard terminology;
(e) Policy period;
(f) Policy Number;
(g) Limits of liability;
(h) Name and address of certificate holder;
(i) Acknowledgment to the DCSD of notice of expiration or cancellation;
(j) Signature of authorized agent;
(k) Telephone number of authorized agent; and
(l) Details of policy exclusions applicable to this agreement in comments section of
insurance certificate.

All certificates evidencing primary and excess layers shall be renewed and kept current and up to
date on an annual basis.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 13

(2) Offeror is required to maintain the following insurance coverage during the term of this
agreement:

(a) Workers Compensation Insurance in the amounts of the statutory limits established by
The General Assembly of the State of Georgia. Offeror shall have the ability to self -insure its
required workers’ compensation coverage if offeror is an approved self-insurer in the State of
Georgia.

(b) Commercial General Liability Policy, or equivalent coverage, to include products and
completed operations liability and contractual liability. The Commercial General Liability Policy
shall have dollar limits sufficient to insure that there is no gap in coverage between this policy and
any excess or Commercial Umbrella Policy described below.

(c) Automobile Liability Policy to include but not be limited to liability coverage on any
owned, non-owned and hired vehicle used by offeror or offeror’s personnel in the
performance of this agreement. The Comprehensive Automobile Policy shall have dollar
limits sufficient to insure that there is no gap in coverage between this policy and the
excess or Commercial Umbrella Policy required under this agreement.

(d) Commercial Umbrella or Excess Liability Policy, which must provide the same or broader
coverage than those provided for in the above Comprehensive General Liability and Business Auto
Policies. Policy limits for the Commercial Umbrella or Excess Liability Policy shall have a n annual
occurrence and annual aggregate limit not less than $2,000,000 per claim.

(e) Professional Liability or Errors & Omissions coverage with limits not less than $2,000,000 per
claim/$2,000,000 aggregate. The deductible shall not exceed $10,000 per claim.

(f) Under all coverage and certificates required hereunder, policies shall or be endorsed to
include the following terms and conditions:

(i) All policies and coverage shall be on an “occurrence” not “claims made” basis
(excepting (e) above)

(ii) The foregoing policies shall contain a provision that coverage afforded under the policies
will not be canceled, or not renewed, allowed to lapse for any reason until at least thirty (30)
days prior written notice has been given to DCSD.

(iii) Shall waive all right of subrogation against Indemnitees (as defined in Part II, Section I
of this RFP) for losses arising out of this agreement.

(iv) A severability of interest or cross liability clause or endorsement applies to commercial
general liability and excess liability policies.

(v) Certificates of Insurance showing such coverage to be in force shall be filed with
DCSD prior to commencement or continuation of any work under this agreement.

(vi) All such coverage shall remain in full force and effect during the term and any renewal
or extension thereof.

(g) Under coverage and certificates required under Sections 2(a), 2(b), (c), and (d) above, policies
shall be endorsed to include the following terms and conditions:
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 14

(i) Minimum limits of $1,000,000 per occurrence $2,000,000 in the annual aggregate.
Primary limits of coverage in the amount of $1,000,000 per occurrence must be with insurers
approved to conduct business in the State of Georgia. Excess or umbrella liability insurance
may be placed with any insurer submitted by offeror, including captive or self-insured
programs, with the prior written approval of DCSD.

(ii) Contractual liability coverage, specifically referencing this agreement and its
Indemnity applies to liability assumed by the named insured.

(iii) Shall include Indemnitees as additional insured except on coverages (2) (a) and (2)(e).

(iv) Shall waive all right of subrogation against Indemnitees (as defined in Part II, Section
I of this RFP) for losses arising out of this agreement.

(v) A severability of interest or cross liability clause or endorsement applies to commercial
general liability and excess liability policies.

(vi) Shall be primary and not excess to any other coverage provided by or available to the
Indemnitees (as defined in Part II, Section H of this RFP).

(h) Offeror shall require any and all subofferors performing work under this agreement to
carry insurance of the types and with limits of liability as offeror shall deem appropriate
and adequate for the work being performed. However, the obligations of the offeror to the
Indemnitees assumed in Sections of Indemnification, and Insurance shall not be reduced or
diminished by the standards set for the subofferors. Further, offeror agre es that their obligations
to indemnify and insure the Indemnitees shall pertain to all losses arising out of the subofferor’s
acts or negligence in the same manner and to the same extent as if committed by the offeror.
Offeror shall obtain and make available for inspection by DCSD, current certificates of insurance
evidencing insurance coverage by such subofferors.

I. Indemnification
1) The successful offeror shall indemnify, defend, and hold harmless the DeKalb County School Board,
the DeKalb County School District, DCSD, and their officials, officers, employees, agents, volunteers,
and assigns (all of whom may collectively be referred to as "Indemnitees" throughout this RFP), from
any and all claims, demands, suits, actions, legal or administrative proceedings, losses, liabilities,
costs, interest, and damages of every kind and description, including any attorneys’ fees and/or
litigation and investigative expenses, for bodily injury, personal injury, (including but not limited to
offeror’s employees), or loss or destruction of property (including loss of use, damage or destruction of
DCSD owned property) to the extent that any such claim or suit was caused by, arose out of, or
contributed to, in whole or in part, by reason of any act, omission, professional error, fault, mistake, or
negligence whether active, passive or imputed, of the offeror its employees, agents, representatives,
or their employees, agents, or representatives in connection with or incidental to offeror’s performance
of the agreed-upon services regardless of whether such liability, claim, damage, loss, cost or expense
is caused in part by an Indemnitee.
2) The successful offeror shall also indemnify, defend, and hold harmless the Indemnitees from any and
all costs, expenses, claims, demands, rights, liabilities and causes of action inuring to offeror from
events over which the Indemnitees exercise no control, such as Acts of God, strikes or government
restrictions.

Offeror's obligation to indemnify any Indemnitee shall survive the completion, expiration, or termination
of offeror’s agreed-upon services for any reason.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 15

J. Illegal Immigration Reform and Enforcement Act of
Upload this documentation under the Response Attachment tab via IonWave titled “IMMIGRATION SECURITY
DOCUMENTATION”.
The Illegal Immigration Reform and Enforcement Act of 2011 applies to and is a requirement for all DeKalb
County School District solicitations for physical performance of services (i.e., public works contracts). The
Illegal Immigration Reform and Enforcement Act of 2011 does not apply to solicitations for items,
commodities and products.

Offerors must complete and/or have their subcontractors complete the following forms:

1) Immigration and Security Certification
2) Offeror E-Verify Affidavit
3) Contractor Affidavit (Contractor Only)
4) Subcontractor Affidavit (Subcontractor Only); and
5) Sub-Subcontractor Affidavit (Sub-Subcontractor Only)

The Immigration and Security Certification, the Offeror E-Verify Affidavit, the Contractor Affidavit,
Subcontractor Affidavit and the Sub-Subcontractor Affidavit must be completed, notarized and submitted with
your bid response.

I acknowledge the Illegal Immigration Reform and Enforcement Act of 2011 requirements for service providers
and confirm by my signature below that the Immigration and Security Certification, the Contractor Affidavit,
the Subcontractor Affidavit and the Sub-Subcontractor Affidavit are each completed, notarized and made a
part of this solicitation response package. I also acknowledge that all items or services furnished to DCSD
must comply with applicable federal and state immigration laws, and regulation.

______Please check here if the Illegal Immigration and Reform Act of 2011 does not apply to your solicitation,
because it is one for items, commodities, or products. If this does not apply to any portion of the solicitation,
then the Offeror is not required to complete the Contractor Affidavit, the Subcontractor Affidavit and the Sub-
Subcontractor Affidavit (reference Attachment page).
K. Interviews
DCSD reserves the right to require offerors to participate in one or more interviews with DCSD board members
and/or staff. Offerors must be prepared to discuss the salient points of their proposal within two (2) normal
working days of being asked to participate in interviews. There are to be no presentations, individually or
collectively, without such invitation.

L. Contract Terms
In the event DCSD determines that outsourcing these services are in its best interest, with the approval of the
DeKalb County Board of Education, the successful offeror will be notified in writing. A contract confirming firm
fixed price and other terms shall be signed by the parties. Services will begin on or about June 2026. The
initial contract duration shall be for one year from the final execution date of both parties. The contract may
contain up to four (4) 1-year extension options contingent upon DCSD’s offer of such extension, the successful
offeror’s acceptance and the approval of the DeKalb County Board of Education to extend the contract. The
contract is subject to the approval of the DeKalb County Board of Education and to fiscal year funding limitations.
The contract price must be held firm for the entire term of the contract. Only one (1) price change will be
considered during any 12-month period and shall be effective at the renewal/extension anniversary, commencing
the extension/renewal date on any individual product or service included in this RFP. Any price increase must
be approved in writing by DCSD.

DCSD reserves the right to terminate any resulting contract for convenience. In the event of contract termination
by DCSD, the DCSD will be responsible only for those services and deliverables that have been received and
accepted. Any cancellation for convenience by DCSD shall be effective three (3) business days after receipt of
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 16

the Notice of Cancellation for convenience from DCSD by the offeror. Non-performance of contract terms
shall give sufficient cause for DCSD to cancel the contract. Non-performance shall be construed to include,
but is not limited to, failure of the offeror to deliver equipment or perform services in the time specified or in the
manner required.

A contract is attached which includes all of the terms and conditions that the offeror must affirm and
comply. Refer to Appendix A, Sample Service Agreement. Please review DCSD’s attached contract terms
and conditions prior to submitting a response to this RFP. Offerors should plan on the contract terms and
conditions attached to this RFP being included in any award as a result of this RFP. Therefore, all costs
associated with complying with these requirements should be included in any pricing quoted by the offeror.

M. Permits and Applicable Laws
By submitting a proposal, offeror acknowledges its acceptance of the RFP specifications and the contract terms
and conditions without change except as otherwise expressly stated in the submitted proposal.
If an offeror takes exception to a contract term or provision, the offeror must state the reason for the exception
and state the specific contract language it proposes to include in place of the provision. Any exceptions to the
contract must be submitted as an attachment to the offeror’s response. Proposed exceptions must not conflict
with or attempt to preempt mandatory requirements specified in the RFP.

Offerors shall at their own expense obtain all necessary permits, certifications, and licenses and shall comply
with all applicable local, state, and federal laws, ordinances, rules, and regulations necessary to the full execution
of the requirements stated herein. Offerors shall maintain all such permits, licenses, certifications, and
compliances in a current status throughout the course of the contract. Offerors shall submit copies of permits,
licenses, and certifications evidencing proof of the aforementioned immediately upon request of DCSD. Offerors
shall be in compliance with registration with the Georgia Secretary of State’s office as applicable.

N. Infringement
Offeror shall fully indemnify Indemnitees against any claims of infringement of any patent, copyright, trade secret,
trademark, or other intellectual property rights related to the offeror’s response to this RFP or services performed
upon contract award. Offeror’s obligation to indemnify any Indemnitee shall survive the completion, expiration,
or termination of offeror’s agreed-upon services for any reason.

O. Ownership Rights
DCSD shall retain ownership rights to the contents of all documents, supporting literature, and data submitted
by offerors to this RFP.

P. Non-Collusion
Upload this documentation under the Response Attachment tab via IonWave titled “NON-COLLUSION”
Offerors shall fully certify that they, as individuals or as officials of a business entity, have not entered into any
agreement, participated in collusion, or otherwise taken any action in restraint of free and competitive responses
to this RFP. Further, offerors guarantee that their response is not made in conjunction with or on behalf of
another party and that they have not been directly or indirectly induced in any manner or taken any action to
result in a restriction of trade or in an unfair advantage.

Q. Conflict of Interest
Upload this documentation under the Response Attachment tab via IonWave titled “Conflict of Interest”.
Offeror shall use its best efforts to disclose with their proposal the name of any officer, director, or agent who
also is a DCSD employee, agent, representative, contractor, immediate family member (spouse, child, sibling,
or parent or the spouse of a child, sibling or parent) or DeKalb County Board of Education member.

Offerors shall also disclose the name of any DCSD employee, agent, representative, contractor, immediate
family member or board member who owns, directly or indirectly, an interest in five percent or more in the
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 17

Offeror’s company or any of its branches. In the event the Offeror was aware of a conflict of interest prior to the
award of the contract and did not disclose the conflict DCSD may, at its discretion, terminate the contract for
default.
The Offeror further agrees that, if after award, a conflict of interest is discovered, an immediate and full disclosure
in writing must be made to the DCSD Purchasing Department which must include a description of the action
which the Offeror has taken or proposes to take to avoid or mitigate such conflicts. If a conflict of interest is
determined to exist, DCSD may, at its discretion, cancel the contract. Offerors shall certify that their response
to this RFP is impartial, at arms-length, and free of any conflict of interest at this time, unfair advantage, or
personal benefit to any DCSD official.

R. Financial Stability
Upload this documentation under the Response Attachment tab via IonWave titled “FINANCIAL STATEMENTS”.

1. Offerors shall provide a copy of their company’s audited financial statements for the previous two
(2) years – 2023 and 2024. A certified audit is preferred however, an offeror’s 2023 and 2024 tax
returns and balance sheets will be accepted.
2. Indicate here if your company is publicly traded or not publicly traded:
My company is publicly traded. _____/
My company is not publicly traded. _____/
3. If your company is a publicly traded company, provide a copy of your company’s annual report for
the previous two (2) years – 2023 and 2024.
4. List all civil and criminal proceedings your company has been the subject of, or named a party in, and
provide the outcome of those proceedings. This list should include any lawsuits, administrative actions,
or litigation to which your company is currently a party or has been a party. Please explain the basis
for all claims, your response to those claims and state whether a settlement was reached, or a judgment
entered.
5. State whether your company, or any affiliate currently or previously associated with your company, has
ever filed a petition in bankruptcy, taken any actions with respect to insolvency, reorganization,
receivership, moratoriums or assignment for the benefit of creditors, or otherwise sought relief from
creditors.
6. State whether your company was the subject of any order, judgment or decree not subsequently
reversed, suspended or vacated by any court permanently enjoining your company from engaging in
any type of business practice.

S. No Obligation/No Award Guaranteed/Cost to Propose
This RFP does not commit DCSD to contract with any offeror to this RFP. There is no guarantee of any offeror
receiving an award or contract as a result of submitting a response to this RFP. The contract, if any, will be
awarded to the offeror whose proposal offers the best value to DCSD in meeting the required scope of work
described herein, if the appropriate funds are available and the contract is approved by the DeKalb County Board
of Education. No obligation or commitment is incurred by the DeKalb County Board of Education from the receipt
of any proposal, marketing materials, or presentations. There is no guarantee that any offeror will receive an
award as a result of submitting a proposal. Any/all costs incurred by the offeror in preparation and submission
of this proposal are the sole responsibility of the offeror. Expenses incurred by the offeror will not be reimbursed
by DCSD or become a reason for contracting with the offeror.

T. Confidentiality and Non-Disclosure
Information made available to offerors by DCSD shall be used only for purposes related to responding to this
RFP and shall not be used for any other purpose without the express written permission of DCSD.
Offerors to this RFP unequivocally agree to assume responsibility for protecting and safeguarding the
confidentiality of DCSD records that are not public information. Such information may include but is not limited
to student and human resource file contents.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 18

U. Business License
Upload this documentation under the Response Attachment tab via IonWave titled “BUSINESS LICENSE”.
Offerors shall submit with their proposal, a copy of their valid company business license. If the offeror is a
Georgia corporation, offeror shall submit a valid county or city business license.
If the offeror is not a Georgia corporation, offeror shall submit a certificate of authority to transact business in the
state of Georgia and a copy of their valid business license issued by their home jurisdiction. If offeror holds a
professional certification which is licensed by the state of Georgia, offeror shall submit a copy of their valid
professional license. Any license submitted in response to this requirement shall be maintained by the offeror
for the duration of the contract.

V. Protest Process
This section describes the mandatory administrative procedure whereby Offerors submitting sealed
competitive bids/proposals (hereinafter referred to as “bidders”) to DCSD for proposals worth $100,000 or
more may challenge the solicitation process, and whereby bidders/Offerors on sealed competitive bids directly
related to Vendor Services for proposals worth $100,000 or more, may challenge contract awards.
1. Protests. A bidder may file a written protest challenging DCSD’s compliance with applicable
procurement procedures subject to the bidder’s compliance with the provisions outlined below. Any
such written protest will be resolved in accordance with these provisions:
a) appropriate identification of the solicitation;
b) a statement of reasons for the protest;
c) supporting exhibits, evidence, or documents to substantiate any claims unless not available within
the filing time (in which case the Offeror must proceed to file the protest during the filing period
identified below but state the expected availability of the material); and the desired remedy.
2. Types of Challenges. Any bidder interested in and capable of responding to a competitive solicitation
may file a protest with respect to the competitive solicitation process including, but not limited to, a
challenge to specifications or any events or facts arising during the solicitation process. Any bidder
submitting a timely bid/proposal in response to a competitive solicitation may file a protest with respect
to DCSD’s intended or actual contract award including, but not limited to, events or facts arising during
the evaluation and/or negotiation process.
3. Form of Protest. At a minimum, the written protest must include the following:
a) the name and address of the protestor;
b) appropriate identification of the solicitation;
c) a statement of reasons for the protest;
d) supporting exhibits, evidence, or documents to substantiate any claims unless not available within
the filing time (in which case the Offeror must proceed to file the protest during the filing period
identified below but state the expected availability of the material); and the desired remedy.
DCSD, at its discretion, may deem issues not raised in the initial protest as waived with
prejudice by the protesting Offeror.
4. Filing Protests. A protest is considered to be properly filed when it is in writing, signed by a company
officer authorized to sign contracts on behalf of the Offeror, and is received by the Vendor Services.
The protest may be sent by any of the following means:
MAIL: Attention: Carla Smith, Executive Director
DeKalb County School District
Vendor Services
1701 Mountain Industrial Boulevard
Stone Mountain, Georgia 30083
Email: solicitationquestions@dekalbschoolsga.org
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 19

The Offeror must observe the following deadlines when filing a protest:

Type of Protest Protest Filing Deadline
Challenge to Competitive Solicitation Two (2) business days prior to the closing
Process date and time of the solicitation as identified
on the Invitation to Bid.
Challenge to an Intended or Actual In the event DCSD posts a Notice of Intent to
Contract Award Award (“NOIA”), the protest must be filed
within ten (10) calendar days of the date the
NOIA is posted.
In the event DCSD does not post a NOIA,
the protest must be filed within ten (10)
calendar days of the date the Notice of
Award (“NOA”) is posted.

If a bidder fails to file a protest by the applicable deadline, such failure shall be deemed as a
waiver with prejudice of any grounds the bidder may have for protest.
5. Stay of procurement during protest review.
When a protest challenging the competitive solicitation process has been timely filed at least two (2)
business days prior to the closing date and time, the solicitation shall not close until a final decision
resolving the protest has been issued, unless the facilities management department makes a written
determination that the closing of the solicitation without delay is necessary to protect the interests of
DCSD.

When a protest challenging an intended contract award has been timely filed, DCSD shall not proceed
to actual contract award unless the Vendor Services Department makes a written determination that
the issuance of a contract or performance of the contract without delay is necessary to protect the
interests of DCSD. If it is determined that it is necessary to proceed with contract performance without
delay, the bidder/Offeror with this contingent contract may proceed with performance and receive
payment for work performed in strict accordance with the terms of the contract. The provisions of this
paragraph are not applicable to a protest pertaining to events or facts arising during the solicitation
process.
6. Protest Resolution.
The Vendor Services Department shall review and issue a written decision on the protest within seven
(7) business days. This decision shall be deemed final. Available remedies for sustained protests are
as follows:
• If a protest is sustained prior to the closing date and time of the solicitation,
available remedies may include, but are not limited to, the following:
modification of the solicitation document including, but not limited to,
specifications and terms and conditions; extension of the solicitation closing
date and time (as appropriate); and cancellation of the solicitation.
• If a protest of the intended/actual contract award is sustained, available
remedies may include but are not limited to, the following: revision or
cancellation of the NOIA/NOA, re-evaluation and re-award, or re-solicitation
with appropriate changes to the new solicitation.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 20

7. Costs
In no event shall a bidder be entitled to recover any costs incurred in connection with the solicitation or protest
process, including, but not limited to, the costs of preparing a bid/proposal, the costs of participating in the
protest process, or any attorney fees.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 21

PART III
SCOPE OF WORK

A. Purpose / Project Overview

DeKalb County School District (DCSD) seeks qualified contractors to provide preventive maintenance
Evening Services, after school hours (afternoons, evening, weekends and holidays) for all DCSD
District Wide Evening Preventative HVAC Maintenance Services to improve reliability, indoor air
quality, and energy efficiency while minimizing instructional disruption. Services shall be performed
after school hours and coordinated with site leadership and DCSD Facilities Management. Primary
Objectives: Improve uptime, reduce emergency work orders, extend asset life, comply with
manufacturer/OEM and industry standards (ASHRAE/SMACNA), and support DCSD strategic goals
(Organizational Excellence).

Awarded Offeror shall provide services in accordance with the specifications, requirements, and terms
and conditions stated herein. Services shall include all equipment, labor, materials, tools, specialized
equipment, supplies, trained personnel, insurance, travel and per diem, direct and indirect
administrative costs, overhead, any other charges, and all things and services necessary to provide a
complete turn-key solution based on the information contained in this RFP for District Wide Evening
Preventative HVAC Maintenance Services in accordance with the requirements of this RFP.

DCSD reserves the right to add or remove DCSD facilities (schools, centers, and portable
classrooms) as needed.

DCSD reserves the right to make multiple awards and will be responsible for administration of this
contract.

B. Project Scope of Work

Contractor shall provide labor, supervision, tools, lifts/equipment, materials/consumables (unless
otherwise specified), equipment assessment, recommended schedules, other documentation, and
coordination to perform Preventative Maintenance (PM) on DCSD HVAC assets, including but not
limited to:
• Rooftop units (RTUs), air handling units (AHUs), unit ventilators, heat pumps, split systems,
DX systems, VRF/mini-split systems, fan coil units (FCUs), exhaust/return fans, ERVs/DOAS
units, VAV/VVT boxes, economizers, hydronic pumps, boilers/chillers (where included),
Packaged Terminal Air Conditioners (PTAC) units and associated controls and safeties.

Work includes:
• Scheduling PM tasks by frequency (monthly/quarterly/biannual/annual).
• Seasonal changeover/start-up and shutdown procedures (where applicable).
• Belt service, cleaning, lubrication, electrical and controls inspection, condensate
management, coil maintenance, airflow verification, refrigerant circuit checks,
damper/economizer operation, and documentation.
• Deficiency detection & reporting with prioritized corrective recommendations and parts lists.
• Limited minor corrective actions found during PM (tightening, adjustments, minor
fasteners/sealants) within the task order authorization threshold.
• Data entry and close-out in Incident IQ (iiQ) with photos, checklists, and labor hours.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 22

Staffing, Scheduling & Site Protocols
• Core Window (Evening): Weekdays 4:00 PM – 11:00 PM; Weekend window available by task
order (e.g., Saturday 8:00 AM – 6:00 PM). Specific hours may vary by school activities;
coordinate with Facility Manager (FM) and site admin.
• Check-In/Out: Sign in with site designee; wear visible ID/badge; maintain visitor/vendor log
as required.
• Access & Keys: Coordinate access needs (roof hatches, mechanical rooms); secure areas
upon completion.
• Noise & Cleanliness: Manage noise, contain dust/debris; protect finishes; leave areas clean;
safely stage and remove waste.
• Coordination: All PM visits scheduled in advance with the assigned FM Manager and
recorded in Incident IQ. Provide 72hour notice for lifts, water isolation, electrical shutdowns,
or chemical coil cleaning.

Preventive Maintenance Tasks & Frequencies
Perform OEMaligned PM tasks; propose a frequency plan by asset class. At minimum:

Monthly (where applicable)
• Visual inspection: units, panels, guards, gasketing, vibration.
• Condensate systems: Inspect/clear pans and drains; treat as needed; verify no standing
water.
• Controls/BAS: Verify occupied/unoccupied schedules, setpoints, alarms (log variances).
• Electrical: Check for hot spots (visual), loose lugs, discoloration.
• Fans/Belts: Inspect condition/tension; adjust as needed.
Quarterly
• Clean return/exhaust grilles and accessible coils (light cleaning); full coil cleaning as specified
below.
• Lubricate bearings/shafts where required.
• Verify economizer/damper operation and linkages.
• Check thermostats/sensors calibration and placement.
• Inspect refrigerant lines for rubs/chafing; check insulation integrity.
• Verify airflow (spot readings) and note anomalies.

Biannual (Cooling/Heating Season Startups)
• Coil Maintenance: Clean evaporator and condenser coils (foam/rinse per OEM), straighten
fins as required; collect/rinse water per environmental best practices and SDS.
• Belts & Sheaves: Replace belts as needed; align sheaves; document size/part #.
• Electrical: Open panel inspection; torque check on connections; check contactors,
capacitors, relays; clean panels.
• Refrigerant: Check operating pressures/temps, superheat/subcool (as appropriate), sight
glasses, oil levels; do not vent; recover/charge per EPA.
• Drainage: Hydroflush and treat condensate lines; verify traps and slopes.
• Safeties: Test high/low pressure switches, freeze stats, float switches, smoke relays (as
applicable).
• Hydronic (if in scope): Verify pump operation, strainers, expansion tanks, PRVs, glycol
concentration (if present), relief valves.
• VRF/Minisplit: Clean indoor/outdoor coils/filters; verify drain; check communications; run test.
• VAV/Boxes: Inspect actuators/controls, clean filters (if equipped), verify airflow and
temperature response.
• Documentation: Upload checklists, photos (before/after), readings.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 23

Annual
• Comprehensive performance verification per asset type; update asset registry: model/serial,
tonnage, belt/filter sizes, motor HP, refrigerant type, age/condition, recommended
replacements (5year plan).
• Energy/IAQ observation: Note opportunities (economizer repairs, schedule tuning, sensor
calibration).
• Emergency Preparedness: Validate access/clearances, label panels/disconnects, and update
emergency shutdown procedures.
Note: Where DCSD design standards specify filter ratings (e.g., MERV 8 prefilters, MERV 13
finals) or cleaning chemicals, Contractor shall comply. Deviations require written DCSD
approval.

Service Levels & KPIs
• On Time PM Completion: ≥ 95% of scheduled PM tasks completed by due date.
• Documentation Quality: 100% of PM visits logged in Incident IQ with checklists, before/after
photos, labor hours, parts used, and deficiencies.
• Deficiency Turnaround: Submit prioritized deficiency list with parts/quotes within 3 business
days of PM visit.
• Repeat Issues: Track and aim for ≥10% reduction in repeat HVAC trouble tickets in the first
year.
• Response (PM Discovered Emergencies): Notify FM immediately; if authorized,
stabilize same night or within 24 hours.

Safety, Security & Environmental Compliance
• Comply with OSHA, EPA 608, state/local codes, DCSD safety rules, and school access
policies.
• LOTO on electrical/mechanical systems; use fall protection on roofs; ladder/aerial lift safety.
• Maintain SDS onsite for all chemicals; ensure proper containment of coilcleaning wastewater;
no discharge to storm drains.
• Housekeeping: Maintain safe, clean work areas; remove debris daily.

Communication, Work Authorization & Reporting

• CMMS: All PM tasks, findings, photos (use timestamped photos), labor, and materials must
be recorded in Incident IQ (iiQ).
• Work Orders/Task Orders: DCSD issues PM schedules and authorizations per site.
• Daily Summary (if requested): Email/site log of progress, exceptions, parts holds.
• Weekly Status: PM completion dashboard by site with upcoming schedule.

Materials, Parts & Consumables
• Contractor furnishes routine PM consumables (filters, belts, cleaners, lubricants) unless
otherwise stated in task order.
• All replacement parts must meet or exceed OEM specifications.
• Refrigerants handled per EPA; provide recovery documentation upon request.

Deliverables
• PM Checklists (by asset), signed/datestamped.
• Before/after photos for cleaning/repairs (timestamped).
• Asset registry updates and deficiency reports with part numbers and quotes.
• Monthly rollup report: PM completion rates, findings, repeat issue trends, recommended
corrective actions.
• Annual summary: Asset condition index, replacement priorities (5year outlook)
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 24

Invoicing & Payment
• Reference Incident IQ work order/task order numbers on all invoices.
• Break out labor hours (afterhours rate), materials, consumables; attach checklists and photo
logs.
• DCSD reserves the right to reject invoices lacking required documentation or prior
authorization.

Optional/Ancillary Services (If Authorized)
• Emergency callout and corrective repairs beyond minor PM adjustments.
• Water treatment (if applicable), coil restoration, duct cleaning, TAB, controls tuning/BAS
trending, filter upgrades.
• Seasonal staffing support during breaks for deep PM.

DCSD Responsibilities
• Provide site access, calendars of events, points of contact.
• Approve PM schedule and any after-hours exceptions.
• Review deficiency recommendations and authorize corrective work.

Contractor Responsibilities
• Provide qualified staff, supervision, equipment, and consumables.
• Protect school property, coordinate safely around evening programs.
• Maintain accurate records in Incident IQ; communicate promptly on issues.
• Meet KPIs and continuous improvement targets; propose cost saving/efficiency
opportunities.
•
Contractor Qualifications & Requirements
• Minimum 5 years verifiable experience performing K12/commercial HVAC PM and service;
references required.
• Georgia licensed mechanical contractor and EPA 608certified technicians for refrigerant
systems.
• Technicians trained on represented OEMs; demonstrate familiarity with BAS/controls (e.g.,
setpoints, trends, alarms).
• Active safety program (LOTO, fall protection, ladder/aerial lift, electrical safety, confined
space as applicable); OSHA compliance.
• Background checks, badging, and site security compliance per DCSD policies.
• Ability to perform after hours (evening) work with minimal supervision and proper site
conduct.

C. Brochures, Catalogs, Manuals, Websites, Literature
In addition to the formal response to this RFP, all offerors are encouraged to submit brochures, catalogs,
manuals, website materials, industry literature, and any other marketing and informational media which will
support and enhance their submission value.

D. Added Value
Offerors are encouraged to describe in detail all added value or additional services or benefits available and
offered at no cost to DCSD in their RFP responses. Attach and label as “ADDED VALUE.”
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 25

E. Technical Proposal

DCSD advertises this RFP as an opportunity for interested and qualified firms to submit responses
consistent with the scope of work stated herein. Respondents to this RFP are encouraged to submit their
most comprehensive, innovative and creative proposals for services for DCSD.

DCSD may, at its sole discretion, select or reject all or portions of the service(s) proposed from responsive
offerors. As a part of the evaluation process, DCSD may find it necessary to evaluate the addition or
deletion of components of an offeror’s proposal in order to make equivalent comparisons to other
proposals. DCSD will select the offeror whose proposal DCSD determines best meets the needs of DCSD,
based on the requirements and evaluation criteria set forth herein.
The determination of the successful proposal will be based upon information supplied by the offeror in the
RFP response and upon other information that will be obtained by DCSD as it deems necessary. Proposal
conformance to RFP instructions, terms, conditions, and requirements is critical to offeror responsiveness.
The lowest-cost proposal submitted may not necessarily be determined to be the most responsive and
responsible proposal when all factors have been considered. However, the quoted price is an important
factor in the determination of the selected proposal.

Technical Proposals shall include the following:
Compliance Information
Firms must meet minimum criteria as specified to receive further consideration. This is a
compliance section and carries no evaluation points. Proposals shall include the following:
The submitting company must be licensed by the State of Georgia or otherwise duly licensed
in such a manner as to be able to provide all services specified in this RFP in Georgia and all
documents must be in the name of the submitting company.
All employees of the submitting company that are assigned to this project must be either
licensed by the State of Georgia or, if licensed by another state, authorized by Georgia to
provide the licensed services in Georgia. Company must submit copies of all employees’
licenses that will be assigned to this project.
Litigation Information: Identify and briefly discuss any instances in the past five (5) years
where your contract was terminated, with or without cause. Provide Owner name,
project name and Owner Project Representative Name and Number. For joint ventures
responding to this RFP, provide the above information as it pertains to the joint venture and
for each partner or entity creating said joint venture. If there is no failure or failures to
complete a contract, please include a statement that the Firm has never failed to
complete a contract or contracts or have defaulted or have been declared in default on
any contract.
Identify any legal actions that have been filed against your company for services rendered in
connection with in the past (5) years. Provide a brief explanation for each occurrence and
the outcome/disposition. If there have been no legal actions filed against your company,
please include a statement that the Company has not had any legal actions filed
against them in the past five (5) years.

Evaluation Criteria
An Evaluation Committee will evaluate the proposals using the following criteria:

1. Firm’s Overview (20 Points)

a. Provide a full and complete company profile to include, but not limited to Firm’s name,
address, headquarters and or branch office handling this project, as well as primary
contact name, title, related telephone/fax numbers and email address.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 26

b. State how many years licensed to do business under the name stated above. Describe
firm ownership structure and history.

c. List the number of permanent employees and provide an organizational chart of the
firm. Include management-level employee(s) the firm intends to assign to the project.
Include a professional biographical summary including any certifications/licenses (if
applicable) and detailed outline of the role and responsibility of each employee that will
be assigned to the project.

2. Scope of Services (35 points)

a. Please provide your company’s detailed methodology and proposed strategy
for providing District Wide Evening Preventative HVAC Maintenance
Services. The methodology should include but is not limited to the following:

i. A detailed plan for completing all required tasks in accordance with the scope of
work including but not limited to:
1. Performing all preventative maintenance tasks according to the
required frequency (Monthly, Quarterly, Bi-Annually, Annually)
2. Plan to meet or exceed service levels and KPIs in accordance with the
scope of work.
3. How your company reports and handles deficiencies.

b. Describe your firm’s resources to adequately provide evening preventative HVAC
maintenance services as stated in the Scope of Services.

c. Provide the name and telephone number of the individual(s) that can be contacted in
case of an emergency or for services needed on holidays or weekends.

3. Firm’s Relevant Experience and Expertise (20 points)

a. Submit past experience providing services that are comparable in scope and
organizational size which best illustrates your firm’s ability to provide District Wide
Evening Preventative HVAC Maintenance Services for a large K-12 school district or
other governmental entities.

Please list no more than ten (10) projects and do not list projects that
were not completed by your firm or completed over ten (10) years ago. In addition to
the information above, each project listed should include the following information:

1. Company/Entity Name
2. Contact Name, Phone Number, and Email Address
3. Scope of Services Provided
4. Project Start and Finish Date
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 27

4. Professional References (10 points)

a. The firm shall submit a minimum of three (3) written reference letters from current
or previous clients/owners. The recommendation must state actual examples of how
the firm had a positive working relationship with prior organization(s).

b. DCSD reserves the option of contacting any of the references provided to confirm
information provided.

5. Cost Proposal (15 points) – Do not include with Technical Proposal

a. Indicate your proposed price to provide the services as stated in this RFP
using Attachment A – Cost Proposal Form provided as part of this RFP.

b. Please provide any and all pricing breakdown as requested on the Attachment
A - Cost Proposal Form.

c. The Attachment A-Cost Proposal Form shall not be altered in any way. Any
alterations to the provided cost proposal form may cause your company to
be deemed non-responsive and disqualified from further consideration.

Relative Weight Evaluation Criteria

20 Firm’s Overview

35 Scope of Services

20 Firm’s Relevant Experience and Expertise

10 Professional References

15 Cost Proposal

100 points
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 28

F. Transition Plan/Transition on Commencement of Contract (If Applicable)
The awarded offeror shall assume full services in accordance with the award of the
RFP. The awarded offeror shall coordinate and cooperate with DCSD’s existing
provider(s) to ensure a smooth and orderly transition with uninterrupted services.

Transition and Continuity of Service upon Expiration of Contract
Continuity of services is necessary to DCSD. The awarded offeror agrees to this
philosophy and upon expiration of contract, agrees to:
a. Exercise best efforts and cooperation for an orderly and efficient
transition to another provider or to DCSD.

b. Negotiate a plan in good faith with successor to determine the nature and
extent of the phase-in, phase-out services required. The plan shall specify
a date for services described in the plan and shall be subject to approval by
DCSD. The existing provider shall provide sufficiently experienced
personnel during the phase-in and phase-out periods to ensure that the
imperious services in the contract are maintained at the required level of
need and proficiency.

c. All DCSD property (including but not limited to, students and DCSD
records, parts, equipment, facilities, keys, and materials) shall be returned
to DCSD upon expiration of contract.

d. Offeror shall include in their response any DCSD or
any subsequent contractor requirements if offeror is awarded this contract
and does not retain this contract upon its expiration.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 29

G. REQUIRED CONTENT / DOCUMENT CHECKLIST

All potential respondents must register as a vendor
at https://dekalbschoolsga.ionwave.net/Login.aspx.

IMPORTANT NOTICE: Submittals to this solicitation will be received electronically on the DeKalb County
School District website at https://dekalbschoolsga.ionwave.net/Login.aspx.

IonWave will not accept a bid submission without the required documents listed below. Failure to upload
the required information and/or documentation required in this solicitation may cause the submission to be
declared non-responsive and rejected.

Offerors are required to upload one (1) pdf. Electronically via https://dekalbschoolsga.ionwave.net of
their response. Offerors must reply in a narrative to each requirement and question. “Understand and
comply” responses are not acceptable. All RFP submissions must include the following item and
attachments.

Table of Contents for your submission
• Addenda – Each individual Addendum must be printed, signed, and
inserted immediately following the Table of Contents (Upload Required)
• Audited Company Financial Statements/Company Annual Reports for 2023 and
2024 (Upload Required)
• Business License (Upload Required)
• Certificate of Insurance (Upload Required)
• Georgia Secretary of State (Upload Required)
• Valid Georgia Mechanical Contractor License (Upload Required)
• Attachment A – Cost Proposal Form (Upload Required)
• Attachment B – Non-Collusion (Upload Required)
• Attachment C - Conflict of Interest (Upload Required)
• Attachment D – Critical Paragraphs (Upload Required)
• Attachment E – Statement of Confidentiality and Non-Disclosure (Upload Required)
• Attachment F – Suspension and Debarment Certification (Upload Required)
• Attachment G – Immigration & Security Certification (Upload Required)
• Attachment H – Signature Page (Upload Required)
• Technical Proposal (Upload Required)
• Brochures, Catalogs, Manuals, Websites, Literature, and other marketing media
• Added Value
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 30

Attachment A

RFP 26-727
District Wide Evening Preventative HVAC Maintenance Service
COST PROPOSAL FORM

Offeror must provide costs to DCSD associated with providing the services requested in this RFP.
Pricing must be submitted on this form in the format requested. Alterations to the cost proposal
form may result in the offeror being deemed non-responsive and proposal rejected. DCSD
reserves the right to request and negotiate a “best and final offer” response from Offerors.

Please provide pricing as requested for the services listed below. Pricing shall include all labor,
materials, tools, specialized equipment, supplies, trained personnel, insurance, travel, per diem,
direct and indirect administrative costs, overhead, tolls, parking, fuel, and all other costs and charges
necessary to perform the services below in accordance with this RFP.

Position Evening Hourly Rate Holiday/Weekend Emergency
Hourly Rate Hourly Rate
Supervisor $ $ $
Technician $ $ $
Helper $ $ $
Add Additional
Positions Below
$ $ $
$ $ $
$ $ $

Description Percentage Mark Up
(Not to Exceed 15%)
Equipment Rental (If Required) %
Materials %

Complete the following:

_______________
Company Name

_______________
Authorized Company Representative Name (please print) Title

_______________
Authorized Company Representative Signature Date

_________________________________________________________________________
Address
_________________________________________________________________________
Phone Fax
_________________________________________________________________________
Email
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 31

Attachment B

RFP 26-727
District Wide Evening Preventative
HVAC Maintenance Service

Non-Collusion
Upload this documentation under the Response Attachment tab via IonWave titled
“NON-COLLUSION”

Bidders shall fully certify that they, as an individual or as an engaging official of a formal
business entity, have not entered into any agreement, participated in collusion, or otherwise
taken any action in restraint of free and competitive responses to this bid. Further, bidders
guarantee that their response are not made in conjunction with or on behalf of another party
and that they have not been directly or indirectly induced in any manner or taken any action
to result in a restriction of trade or in an unfair advantage.

Bidder must sign below acknowledging the above statement.

Signature of Company Representative:

______________________________________
Company Name/Certifying Official Signature
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 32

Attachment C

RFP 26-727
District Wide Evening Preventative HVAC Maintenance Service
Conflict of Interest

Upload this documentation under the Response Attachment tab via IonWave titled “Conflict of
Interest”.

Offeror shall use its best efforts to disclose with their proposal the name of any officer, director, or
agent who also is a DCSD employee, agent, representative, contractor, immediate family member
(spouse, child, sibling, or parent or the spouse of a child, sibling or parent) or DeKalb County Board
of Education member. Offerors shall also disclose the name of any DCSD employee, agent,
representative, contractor, immediate family member or board member who owns, directly or indirectly,
an interest in five percent or more in the Offeror’s company or any of its branches. In the event the
Offeror was aware of a conflict of interest prior to the award of the contract and did not disclose the
conflict DCSD may, at its discretion, terminate the contract for default. The Offeror further agrees that,
if after award, a conflict of interest is discovered, an immediate and full disclosure in writing must be
made to the DCSD Purchasing Department which must include a description of the action which the
Offeror has taken or proposes to take to avoid or mitigate such conflicts. If a conflict of interest is
determined to exist, DCSD may, at its discretion, cancel the contract. Offerors shall certify that their
response to this RFP is impartial, at arms-length, and free of any conflict of interest at this time, unfair
advantage, or personal benefit to any DCSD official.

Signature of Company Representative:

______________________________________
Company Name/Certifying Official Signature

Date: _____________
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 33

Attachment D

RFP 26-727
District Wide Evening Preventative HVAC Maintenance Service
Critical Paragraphs

Offerors must put their initials in the space provided in front of each critical
paragraph and sign below. Initials signify that the information has been read
and the offeror agrees to comply with the requirement, stipulations, terms and
conditions. Attach and label “Critical Paragraph.”

1) ____ This RFP does not commit DCSD to any offeror to this RFP. DCSD is not liable for
any costs incurred by an offeror in responding to this RFP. There is no guarantee of
any offeror receiving an award or contract as a result of submitting a response to this
RFP.
2) ____ Any news release or publicity pertaining to any phase of this RFP will be the
responsibility of DCSD and must be cleared through DCSD’s Department of
Communications and Community Relations.

3) ____ It is the responsibility of offerors to make themselves aware of and to comply with
any addenda, questions and answers posted to the DCSD website in relation to this
RFP. All addenda must be printed, signed by the certifying official and included in
the RFP submittals. Failure to do so will cause the offeror to be deemed non-
responsive to the requirements of this RFP.

4) ____ Offerors to the RFP agree to fully indemnify DCSD as stated in the RFP, Part II.

5) ____ Offerors certify that they have not engaged in collusion and guarantee that their
response is not made in conjunction with or on behalf of another party and that they
have not been directly or indirectly induced or acted in any manner to result in
restriction of trade or unfair advantage.

6) ____ The DCSD reserves the right to reject any and/or all responses submitted and to
waive any technicalities or minor irregularities in responses received. DCSD
reserves the right to award any resulting contract in the manner that is in the best
interest of and most advantageous DCSD.

7) ____ Offeror understands that this solicitation requires Board of Education Approval.

Signature of Company Representative:

______________________________________
Company Name/Certifying Official Signature

Date: _____________
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 34

Attachment E

RFP 26-727
District Wide Evening Preventative HVAC Maintenance
Service
Confidentiality and Non-Disclosure

Any non-public information made available to the offeror by DCSD in relation to this
RFP shall be used only for those purposes outlined in the RFP document and shall not
be used in any other way without the written permission of the DCSD.

If the offeror is uncertain about the proposed use of information provided in relation to
this RFP, the offeror shall consult with the DCSD RFP contact person as identified in
the RFP document for clarification.

The offeror agrees to assume full responsibility for protecting the confidentiality of
DCSD records that are not public information. Such information may include but is not
limited to student and employee data and other written and oral information of a
personal and/or confidential nature, which shall be safeguarded by the offeror to ensure
that it is not improperly disclosed.

__________________________________
Offeror Company Name

__________________________________
Company Representative Name

__________________________________
Company Representative Signature

__________________________________
Date
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 35

Attachment F

RFP 26-727
District Wide Evening Preventative HVAC Maintenance Service

SUSPENSION AND DEBARMENT
By submitting this RFP, the offeror certifies that the proposing company and/or its principals have not
been suspended, excluded, disqualified, debarred, proposed for debarment, declared ineligible or
voluntarily excluded from participation in any transaction by any federal or state department or agency
and that the offeror complies with all applicable orders, rules and regulations related thereto.
Further, by submitting this RFP, the offeror certifies that all lower tier participating individuals and/or
company(s) and all respective principals of lower tier participants have not been suspended, excluded,
disqualified, debarred, proposed for debarment, declared ineligible or voluntarily excluded from
participation in any transaction by any federal or state department or agency and that the offeror
complies with all applicable orders, rules and regulations related thereto.
The certification placed herein is a material representation of fact upon which reliance will be placed
as RFP submissions are evaluated and any transaction is entered into. If it is later determined that
the prospective offeror has knowingly rendered an erroneous certification, the DCSD may pursue all
available remedies, including but not limited to suspension and/or debarment.
The prospective offeror shall provide immediate written notice to the DCSD Purchasing Department if
at any time the prospective offeror learns that its certification was erroneous when submitted or has
become erroneous by reason of changed circumstances.
The prospective offeror agrees by submitting this form that, should the proposed transaction be
entered into, the prospective offeror shall not knowingly enter into any lower tier transaction with a
person or entity that is debarred, suspended, declared ineligible, or voluntarily excluded from
participation in this transaction.
By signing and submitting this form, the offeror is providing the certification set out above.

Signature of Engaging Official: ______________________________________________
(Offeror Company Name/Certifying Official Signature)

Date: ________________

Further, the DCSD’s Purchasing Department will check the SAMS website at
https://www.sams.gov/SAM/ to determine if the offeror is listed.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 36

Attachment G

RFP 26-727
District Wide Evening Preventative HVAC Maintenance Service
ILLEGAL IMMIGRATION REFORM AND ENFORCEMENT ACT OF 2011 CERTFICATION

If you are providing service, performing work or delivering goods to the DeKalb County Board
of Education/DeKalb County School District including, but not limited to schools, warehouses
and central offices, the applicable Georgia Security and Immigration Compliance documents
found here must be completed, signed, notarized and submitted with your bid/proposal. Failure
to provide this document with your bid/proposal will result in the disqualification of the
bid/proposal.

1) Offeror/Bidder (the “Offeror”) shall at all times comply with the Georgia Security and
Immigration Compliance Act, as amended, O.C.G.A. § 13-10-90 et. Seq.

2) In order to ensure compliance with the Immigration Reform and Control Act of 1986 (IRCA),
D.L. 99-603 and the Georgia Security and Immigration Compliance Act, as amended by
the Illegal Immigration Reform Act of 2011, O.C.G.A. § 13-10-90 et. Seq. (collectively the
“Act”), the Offeror MUST INITIAL the statement applicable to Offeror below:

(a) _______ (Initial here): order to comply with the Act; is authorized to use and uses the
federal authorization program under the federal work authorization user identification
number issued on the date of authorization below; will continue to use the authorization
program throughout the contract period; Offeror further warrants and agrees Offeror
shall execute and return any and all affidavits required by the Act and the rules and
regulations issued by the Georgia Department of Labor as set forth at Rule 300 -10-1-
.01 et. Seq. [Offerors who initial (a) must attach and return a signed, notarized
Contractor Affidavit and Agreement with the Contract if awarded];
or
(b) _______ (Initial here): Offeror warrants that he/she does not employ any other
persons, and he/she does not intend to hire any employees or to perform the Contract.
[Offerors who initial (b) must attach and return a signed, notarized Affidavit of Exception
with the Contract if awarded];
or

3) I________ (Initial here): Offeror is an individual who is licensed pursuant to Title 26 or
Title 43 or by the State Bar of Georgia and is in good standing when such contract is for
services to be rendered by such individual and thus does not have to provide an affidavit.

4) _____ (Initial here) Offeror will not employ or contract with any subcontractor in connection
with a covered contract unless the subcontractor is registered, authorized to use, and uses
the federal work authorization program; and provides Offeror with all affidavits required by
the Act and the rules and regulations issued by the Georgia Department of Labor as set
forth at Rule 300-10-1-.01 et. Seq.
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 37

5) _____ (Initial here) Offeror agrees that, if Offeror employs or contracts with any sub-
contractor in connection with the covered contract under the Act and DOL Rules 300-10-1-
.01, et seq that Offeror will secure from each sub -contractor at the time of the contract the
sub-contractor’s name and address, the employee-number applicable to the sub-
contractor, the date the authorization to use the federal work authorization program was
granted to sub-contractor; the subcontractor’s attestation of the subcontractor’s compliance
with the Act and Georgia Department of Labor Rule 300-10-1-.01, et seq.; and the
subcontractor’s agreement not to contract with sub-subcontractors unless the sub-
subcontractor is registered, authorized to use, and uses the federal work authorization
program; and provides subcontractor with all affidavits required by the Act and the rules
and regulations issued by the Georgia Department of Labor as set forth at Rule 300 -10-1-
.01 et. Seq.

6) ______ (Initial here) Offeror agrees to provide the DeKalb County School District with all
affidavits of compliance as required by O.C.G.A. § 13-10-90 et seq. and Georgia
Department of Labor Rules 300-10-1-.01, et seq within five (5) business days of receipt.

_____________________________ ______________________________
Signature Date

_____________________________ ______________________________
EEV/Basic Pilot Program Date of Authorization
User Identification Number

Firm Name: __________________________________________________________

Street/Mailing Address: ________________________________________________

City, State, Zip Code: __________________________________________________

Telephone Number: ___________________________________________________

Email Address: _______________________________________________________

SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
______ DAY OF_____________________, 20____

Notary Public
My Commission Expires: ___________________________
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 38

DEKALB COUNTY SCHOOL DISTRICT
Offeror E-Verify Affidavit

By executing this affidavit, the undersigned Offeror verifies its compliance with Immigration Reform
and Control Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively that the individual firm or
corporation which is engaged in services on behalf of the DeKalb County School District has
registered with, is authorized to use and uses the federal work authorization program commonly known
as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions
and deadlines established by federal law and regulation. Furthermore, the undersigned Offeror will
continue to use the federal work authorization program throughout the contract period. Offeror hereby
attests that its federal work authorization user identification number and date of authorization are as
follows:

Federal Work Authorization User Identification
number:

Date of Authorization:

Name of Project: District Wide Evening Preventative HVAC
Maintenance Service

Solicitation Number (if applicable): RFP 26-727

Name of Public Employer: DeKalb County School District

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____, ____, 202__ in ___________________________________, __________
(city) (state)
Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Agent:

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________,
20___.

Notary Public

My Commission Expires:
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 39

DEKALB COUNTY SCHOOL DISTRICT
Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-
91, stating affirmatively that the individual firm or corporation which is engaged in the physical
performance of services on behalf of the DeKalb County School District has registered with, is
authorized to use and uses the federal work authorization program commonly known as E-Verify, or
any subsequent replacement program, in accordance with the applicable provisions and deadlines
established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the
federal work authorization program throughout the contract period and the undersigned contractor will
contract for the physical performance of services in satisfaction of such contract only with
subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. §
13-10-91(b). Contractor hereby attests that its federal work authorization user identification number
and date of authorization are as follows:

Federal Work Authorization User Identification
number:

Date of Authorization:

Name of Subcontractor:

Name of Project: District Wide Evening Preventative HVAC
Maintenance Service

Solicitation Number (if applicable): RFP 26-727

Name of Public Employer: DeKalb County School District

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____, ____, 202__ in ___________________________________, __________
(city) (state)

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Agent:

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________,
20___.

Notary Public

My Commission Expires:
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 40

DEKALB COUNTY SCHOOL DISTRICT
Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-
91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services under a contract with _________________________________________ on
behalf of the DeKalb County School District has registered with, is authorized to use and uses the
federal work authorization program commonly known as E-Verify, or any subsequent replacement
program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-
91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization
program throughout the contract period and the undersigned subcontractor will contract for the
physical performance of services in satisfaction of such contract only with sub-subcontractors who
present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b).
Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-
subcontractor to the contractor within five (5) business days of receipt. Subcontractor hereby attests
that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification
Number:

Date of Authorization:

Name of Subcontractor:

Name of Project: District Wide Evening Preventative
HVAC Maintenance Service

Solicitation Number (if applicable): RFP 26-727

Name of Public Employer: DeKalb County School District

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _____, __________, 202___ in _____________________________, __________
(city) (state)
Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Agent:

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________,
20___.

Notary Public

My Commission Expires:
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 41

DEKALB COUNTY SCHOOL DISTRICT
Sub-subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(4)

By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A.§
13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical
performance of services under a contract for _______________________________________ and
______________________________________ on behalf of the DeKalb County School District
has registered with, is authorized to use and uses the federal work authorization program commonly
known as E-Verify, or any subsequent replacement program, in accordance with the applicable
provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned sub-
subcontractor will continue to use the federal work authorization program throughout the contract
period and the undersigned sub-subcontractor will contract for the physical performance of services
in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-
subcontractor with information required by O.C.G.A §13-10-91(b). The undersigned sub-subcontractor
shall submit, at the time of such contract, this affidavit to
___________________________________________________. Additionally, the undersigned sub-
subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to the
contractor within five (5) business days of receipt. Sub-subcontractor hereby attests that its federal
work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification
Number:

Date of Authorization:

Name of Sub-subcontractor:

Name of Project: District Wide Evening Preventative
HVAC Maintenance Service

Solicitation Number (if applicable): RFP 26-727

DeKalb County School District
Name of Public Employer:

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, __________, 202___ in _________________________, __________
(city) (state)
Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Agent:

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _________ DAY OF _________,
20___.

Notary Public

My Commission Expires: _________________________________
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 42

Attachment H

RFP 26-727
District Wide Evening Preventative HVAC Maintenance
Service
SIGNATURE PAGE

I certify that I have read this RFP document in its entirety and agree to conform to and
comply with the terms, conditions and requirements of this RFP. I also certify that I am a
duly appointed official of the offering company with the authority to authorize and engage
this RFP submittal. Further, I certify that the contents of the response to this RFP are
true, accurate and complete.

______________________________ _______________________________
Printed Name/Engaging Authorized Position/Title
Company Official

_______________________________
Offeror’s Company Name

_______________________________ ________________________________
Signature/Engaging Authorized E-mail Address
Company Official

________________________________
Telephone Number

______________________________
Date
RFP 26-727 District Wide Evening Preventative HVAC Maintenance Services PAGE 43

END OF RFP

Agenda Item