Project Information

Bid Title

RFP 2026-16 Secondary Classroom Cameras Refresh

Issuing Agency

Liberty County School System

Location

Georgia

Published Date

Feb 21, 2026

Closing Date

Mar 25, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFP 2026-16 Secondary Classroom Cameras Refresh

Title:

RFP 2026-16 Secondary Classroom Cameras Refresh

Description:

The Liberty County School System is taking this opportunity to announce that we are requesting bids for Secondary Classroom Cameras Refresh. All bids should be delivered to the Liberty County School System Front Receptionist at 200 Bradwell Street, Hinesville, Georgia 31313. Bids will be accepted prior to March 25, 2026, 3:00 PM local time, at which time they will be officially opened and examined. All bids will be evaluated in accordance with the terms outlined in the attached document. Time is of the essence, and any bids received after the announced time and date for submission, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp of the Front Receptionist at the Liberty County School System Central Office. Bidders are responsible for ensuring their bids are stamped by the Front Receptionist at the Liberty County School System Central Office before the indicated deadline. Late bids received will be noted in the bid file so that the vendor’s name will not be removed from the subject commodity/service list. Late bids will not be considered.

Start Date:

2/20/2026

Contact Name:

Dr. John Ryan

Contact Email:

jryan@liberty.k12.ga.us

Contact Address:

200 Bradwell St

Contact City:

Hinesville

Contact State:

GA

Contact Zip:

31313

Files:

• RFP 2026-16 Secondary Classroom Cameras Refresh - 2_20_26_ 8_23_AM (1011 KB)

Attachment Preview

Liberty County School System

200 Bradwell Street, Hinesville, Georgia, 31313

912-876-2161

An Equal Opportunity Employer

To Whom It May Concern:

The Liberty County School System is taking this opportunity to announce that we are requesting

bids for Secondary Classroom Cameras Refresh. All bids should be delivered to the Liberty

County School System Front Receptionist at 200 Bradwell Street, Hinesville, Georgia 31313.

Bids will be accepted prior to March 25, 2026, 3:00 PM local time, at which time they will be

officially opened and examined. All bids will be evaluated in accordance with the terms outlined

in the attached document. Time is of the essence, and any bids received after the announced time

and date for submission, whether by mail or otherwise, will be rejected. The time of receipt shall

be determined by the time clock stamp of the Front Receptionist at the Liberty County School

System Central Office. Bidders are responsible for ensuring their bids are stamped by the Front

Receptionist at the Liberty County School System Central Office before the indicated deadline.

Late bids received will be noted in the bid file so that the vendor’s name will not be removed

from the subject commodity/service list. Late bids will not be considered.

Enclosed is a bid packet, which outlines the items being solicited and instructions, which

describe the submission of the bid. All bids must be submitted in duplicate in a single large

envelope. Please include a copy of the current business license in the bid package.

Questions related to this bid solicitation, whether before or after the bid opens, should be

submitted by email to Dr. John Ryan, Executive Director of Technology and Media, at

jryan@liberty.k12.ga.us.

Sincerely,

Dr. John Ryan

Executive Director of Technology and Media

INVITIATION TO BID

RFP#2026-16

The Board of Public Education for the County of Liberty (hereinafter referred to as "the

Board") is soliciting sealed bids for Secondary Classroom Cameras Refresh as specified in

this Invitation to Bid (ITB). The successful bidder(s) (hereinafter referred to as "the bidder")

shall meet the terms and conditions set forth in this document and all attachments.

01.​Standard Terms and Conditions of Bid

a.​ Pricing​

​

No charge will be allowed for those federal, state, or local sales and excise taxes

where the Board is exempt by state and Federal law. A tax exemption certificate

will be furnished by the Board to the successful bidder upon request.​

​

NOTE: Although pricing will weigh heavily in the award of this contract, bidders

must meet lead time, service, and quality criteria to be considered a “responsible”

bidder and be eligible for award. In the event the bidder wishes to provide items

specified(s) beyond the stated requirements of this bid at “no cost” to the Board,

these services should be identified and included in the bid response.​

b.​ Shipping, Delivery, Terms of Payment & Invoicing

i.​ The Board will require that all equipment specified in this ITB be shipped

by the successful bidder. Since the successful bidder will be responsible

for all freight expenses, the carrier selection shall be determined by the

bidder.

ii.​ Title and risk of loss to the items shall remain with the successful bidder

until the items have been installed.

iii.​ Failure to ship and complete the order in its entirety will result in the

non-payment of your invoices. Per Board policy, backorders will not be

accepted. Accordingly, the successful bidder should not invoice until one

shipment has been made for all items on order.

iv.​ All invoices should be mailed to:​

​

Liberty County Board of Education ​

​

ATTN: Accounts Payable​

​

200 Bradwell Street​

​

Hinesville, Georgia, 31313​

02.​Equipment Specifications/Scope of Work

a.​ In the event a bidder offers another model number than those stated in the

specification, the bidder must provide complete technical information,

specifications, the manufacturer's name and model number, and a complete list of

deviations from the stated specifications. The burden of proof for documenting

equality rests with the bidder. All determinations of the acceptability of an equal

or alternate material or equipment shall rest with the Board staff, and their

decision shall be final.

b.​ Equipment that does not integrate directly into the Verkada Command console

will not be considered.

c.​ Bids on equipment must be on standard, new equipment of the latest model and in

current production, unless otherwise specified. Used, reconditioned, or

refurbished equipment is not acceptable unless otherwise specified.

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d.​ All regularly manufactured stock electrical items must bear the Underwriters

Laboratories, Inc. label.

e.​ Any obvious error or omission in specifications shall not inure to the benefit of

the bidder but shall put the bidder on notice to inquire of or identify the same

from the Board.​

03.​Discontinuation of Equipment

a.​ In the event that the requested items are discontinued by the manufacturer, the

bidder shall substitute an equivalent replacement item from the same

manufacturer, of equal or greater quality and features. Bidder shall advise of any

anticipated discontinuities. Proposed replacement equipment must be submitted

for review and approval prior to completion of any substitution.​

04.​Submittal of Objections​

​

Objections from bidders to this Invitation to Bid and/or these specifications should be

brought to the attention of the Board and Executive Director of Technology and Media.

The bidder shall submit any objections in writing no less than (5) days prior to the

opening of the bid. The objections contemplated may pertain to the form and/or substance

of the ITB documents and specifications. Failure to object in accordance with this

procedure will constitute a waiver on the part of the bidder to protest this Invitation to

Bid.​

05.​ITB Interpretations/Addenda

a.​ There will be a mandatory pre-bid meeting at each site on this project. The

first meeting will begin at Bradwell Institute, 200 Pafford Street, Hinesville,

Georgia 31313, at 9:00 am on March 2, 2026. Participation is required in

order to bid on this project.

b.​ If any questions arise regarding the ITB documents, the bidder may email a

written request for interpretation to Dr. John Ryan, Executive Director of

Technology and Media, at jryan@liberty.k12.ga.us.

c.​ Any interpretation of documents shall be made by addendum to the ITB. All

requests for interpretation must be submitted on or before March 11, 2026, at

5:00 PM local time via electronic mail, jryan@liberty.k12.ga.us. The Board

shall not be responsible for any other explanation of questions submitted after this

date. The Board shall post all addenda on the District website by 5:00 PM local

time on March 13, 2026.

d.​ Any addenda issued during the time of the ITB shall be covered in submitted bids,

and in closing the contract, shall become a part thereof.​

06.​Errors in Bids

a.​ Bidders or their authorized representatives are expected to fully inform

themselves as to conditions, requirements, and specifications before submitting

bid proposals. Failure to do so will be at the bidder's own risk. The bidder may

withdraw a bid prior to the bid opening date and time by submitting a written

request.​

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07.​Standards of Acceptance of Bid Proposal for Contract Award

a.​ The Board reserves the right to reject any and all bids and to waive any

irregularities or technicalities in proposals received whenever such rejection or

waiver is in the best interest of the Board. The Board has the right to disqualify a

bid from any bidder as unresponsive when the bidder cannot document its ability

to deliver the requested services, or when an investigation shows it is not in a

position to perform the contract.​

08.​Compliance with Laws

a.​ The bidder shall obtain and maintain all necessary licenses, permits, liability

insurance, and workers' compensation insurance, and comply with all other

standards and regulations required by Federal, State, or County statutes,

ordinances, and rules during the performance of any contract between the Board

and the bidder. Any such requirement specifically set forth in any contract

document between the bidder and the Board shall be supplementary to this section

and not in substitution thereof.​

09.​Indemnity Provisions

a.​ Where bidder is required to enter or go onto property to provide services or gather

information, the bidder shall be liable for any injury (including death), damage or

loss occasioned by negligence of the bidder, his agent, or any person the bidder

has designated to visit Board property and shall indemnify and hold harmless the

Board, its officers, employees, agents and volunteers from any liability arising

therefrom. Offerors should not include an indemnity or hold harmless agreement

from the Board in any proposal. The Board will not be bound by any such

agreement. ​

10.​Cancellation/Default of Contract

a.​ In the event the successful bidder, through any cause, should fail to fulfill the

agreed-upon obligations in an effective and timely manner, the Board shall have

the right to terminate its contract by specifying the date of termination in a written

notice to the selected vendor at least thirty (30) days before that termination date.

The Board also reserves the right to procure the articles or services from other

sources and hold the defaulting vendor responsible for any excess cost incurred.​

11.​Certification of Independent Price Determination

a.​ By submission of this bid, the bidder certifies, and in the case of a joint bid, each

party thereto certifies as to its own organization, that in connection with this

Invitation to Bid:

i.​ The pricing structure in this bid proposal has been arrived at

independently, without consultation, communication, or agreement, for the

purpose of restricting competition, as to any matter relating to such prices

with any bidder or with any competitor.

ii.​ The pricing structure which has been quoted in this bid proposal has not

been knowingly disclosed by the bidder and will not knowingly be

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disclosed by the bidder prior to opening, directly or indirectly, to any other

bidder or to any competitor; and

iii.​ No attempt has been made or will be made by the bidder to induce any

other person or firm to submit or not to submit a bid for the purpose of

restricting competition.​

12.​“Responsive” Bidder Criteria​

a.​ Availability of Products/Services

b.​ Warranties/Guarantees

c.​ Ability to Meet Equipment Specifications/Bid Conditions

d.​ Documented Quality of Product and Manufacturer

e.​ Service and Support Capability

13.​Qualification of Bidder

a.​ A responsible bidder or proposer is defined as one who meets, or by the date of

bid acceptance can meet, all requirements for licensing, insurance, and service

specified in this Invitation to Bid. The Board has the right to require any or all

bidders to submit documentation demonstrating their ability to perform, provide,

or carry out the requested service.

14.​Bid Clarification

a.​ The Board reserves the right to request clarification of information submitted and

to request additional information from any and all bidders.​

15.​Compliance with Specification/Terms and Conditions

a.​ The Invitation to Bid, Legal Advertisement, General Terms and Conditions, Bid

Submittal Instructions, Special Terms and Conditions, Specifications,

Attachments to Bid, Vendor's Bid, Addendum, and/or any other pertinent

documents form a part of the bidder's proposal or bid and by reference are made a

part hereof.

16.​Award of Contract

a.​ The contract, if awarded, will be awarded to the responsible bidder submitting the

lowest pricing structure. Moreover, the Board will award the contract to the next

most qualified bidder if the selected bidder is unable to execute the contract and

deliver within the time parameters specified in this ITB.​

17.​Vendor Performance

a.​ The Board will evaluate the successful bidder(s) throughout the contract period.

Performance will be documented. Poor performance may result in the vendor

being disqualified from future bids.​

18.​Bid Submittal Instructions

a.​ All bids must be prepared in the standard format described below in order to

facilitate comparison and evaluation. Failure to follow the format or to adequately

address an area may result in the proposal being deemed unresponsive and,

therefore, excluded from consideration. Any proposed deviation from the

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