Invitation to Bid CUSTODIAL PAPER PRODUCTS

Transcription

1 Invitation to Bid CUSTODIAL PAPER PRODUCTS Responses to an Invitation to Bid will be received by the Purchasing Coordinator, Sumner County Board of Education, 1500 Airport Road, Gallatin, TN for CUSTODIAL PAPER PRODUCTS until 10:30 A.M. Local Time TUESDAY APRIL 30, Bid responses will be opened at that time, taken under advisement and evaluated. All questions should be directed to Karen Bain All proposals are subject to the Board of Education s conditions and specifications which are available from Vicky Currey, Purchasing Coordinator (615) All bids can be viewed on line at

2 CUSTODIAL PAPER PRODUCTS BIDDING GUIDELINES AND SPECIFICATIONS School Year The Sumner County Board of Education, SCBOE, is soliciting bids for the purchase of Custodial Paper Products. Failure to meet any of the outlined specifications or requirements at any time will result in default of said bid/award, cause for termination of agreement and return of unused product. Manufacturer will be responsible for freight plus any fees incurred by the school system in sourcing another supplier. 1. Vendor shall assure sufficient stock of product as to provide on time delivery within one week of order time during the school year period. Vendor shall state minimum order quantity for delivery on notes section of attachment A. Cost submitted on attachment A shall be total cost: product INCLUDING freight charges (landed cost). 2. Items listed on attachment A, product submission form are desired items/sizes; equal alternatives may be submitted. Vendors shall submit, with bid, a description of paper dispensers to be used in this contract. The SCBOE reserves the right to request vendor presentations and further clarification of dispensers and paper products. 3. The bid is required to include delivery to the SCBOE Material Center Warehouse. All items must be palletized and wrapped. 4. Supplier must provide the products quoted for the duration of the contract. Substitutions for the convenience of the Supplier will not be accepted, and will be cause for termination of the contract. 5. Products discontinued by the manufacturer, supplanted by improved formulations, or in tight supply due to market conditions will not apply but will only be accepted upon notification and acceptance by the SCBOE. The successful vender shall not assign or delegate any obligation to another Supplier without written consent of the SCBOE. 6. The contract with the SCBOE will be for a three (3) year period. The SCBOE shall have the option to extend the agreement for up to two (2) one-year extension periods provided it gives notice to the contractor sixty days prior to the expiration of the agreement or extension thereof. The contract will begin on July 1, 2013 and will end on June 30, Effective July 1, 2014 and July 1st of each contract year, the cost of service may be adjusted to reflect (1) Any changes, which may have occurred in the Consumer Price Index published in the month immediately prior to any renewal by the U.S. Department of Labor ( CPI ) for each year of these agreements, but not to exceed 5% each year.

3 7. Dispensers shall be supplied and installed by vendor for dispensing products ordered; there shall be no cost to the school district for dispensers or installation of dispensers. 8. Walk-through visits for the purpose of estimating dispensers, their installation, or delivery to schools must be scheduled with contact information provided on Attachment B. 9. School district may wish to phase out existing inventory and new dispensers may need to be installed with supply of initial product. Vendor shall demonstrate ability and willingness to provide transition without impacting school district operations. Please note the specifications below: Toilet Tissue 2 ply White in color Quality will be considered in determining acceptability Drop shipment is accepted Sample roll in manufacturer s packaging is required Must supply 2 sizes of dispenser o small (2 roll) dispenser o large (3-4 roll) carousel dispenser Hardwound Roll Towels Unbleached/Natural Quality will be considered in determining acceptability Drop shipment is accepted Sample roll in manufacturer s packaging is required Size to be determined by dispenser type Must supply 2 sizes of dispenser o Hands free, mechanical pull down o small (10 12 height) dispenser to fit under cabinet and in tight spaces o large (14 16 height) dispenser

4 Attachment A BID SHEET CUSTODIAL PAPER PRODUCTS School Year 1. TOILET TISSUE: Size Manufacturer ITEM NUMBER UNITS PER CASE BID PRICE ft/roll $ cs TOILET TISSUE DISPENSERS: Manufacturer ITEM NUMBER CASE SIZE SMALL: LARGE: 2. HARDWOUND ROLL TOWELS: Size Manufacturer ITEM NUMBER UNITS PER CASE BID PRICE SMALL: ft/roll $ cs LARGE: fe/roll $ cs ROLL TOWEL DISPENSERS: Manufacturer ITEM NUMBER CASE SIZE TOWEL SIZE SMALL: ft LARGE: ft NOTES: Company Name: Address: Phone: Signature of Authorized Company Representative Date Printed Name

5 NOTICE TO RESPONDENTS Responses to an Invitation to Bid will be received by the Purchasing Coordinator in the SUPORT SERVICE FACILITY CONFERENCE ROOM, Sumner County Board of Education, 1500 Airport Road Gallatin, TN They will be received until 10:30 A.M. Local Time TUESDAY APRIL 30, 2013 for CUSTODIAL PAPER PRODUCTS, at which time the responses will be opened, taken under advisement and evaluated. BIDS WILL BE POSTED ON GENERAL REQUIREMENTS AND CONDITIONS 1. The Sumner County Board of Education reserves the right to accept or reject any and/or all responses in whole or in part, and to waive informalities therein. 2. Any responses received after the scheduled closing time for the receipt for responses will not be considered. 3. If a mistake is discovered after the responses are received, only the Sumner County Board of Education may allow the respondent to withdraw the entire response. 4. Partial payments will not be approved unless justification for such payment can be shown. Terms will be net 30 days. 5. Payment will not be made until the said CUSTODIAL PAPER PRODUCTS are inspected and approved as meeting all specifications by persons appointed by the Sumner County Board of Education. 6. Responses submitted must be in a sealed envelope and marked on the outside as follows: RESPONSE: CUSTODIAL PAPER PRODUCTS DEADLINE: 10:30 A.M. TUESDAY, APRIL 30, Facsimile responses will not be considered. 8. If a successful bidder violates any terms of their bid, the contract, school board policy or any law they may be disqualified from bidding for a period of two years for minor violations or longer for major violations. Bids from disqualified bidders will not be accepted during the period of disqualification. 9. Prices quoted on the response (if any) are to be considered firm and binding until the said CUSTODIAL PAPER PRODUCTS are in the possession of the Sumner County Board of Education. 10. No purchase or contract is authorized or valid until the issuance of a Board Purchase Order in accordance with Board Policy. No Board Employee is authorized to purchase equipment, supplies or services prior to the issuance of such a Purchase Order. 11. Any deviation from these stated terms, specifications and conditions must be coordinated with and approved in writing by the Purchasing Coordinator, Vicky Currey (615) All bids that exceed $25,000 must have the Company Name, License Number, Expiration Date thereof and License Classification of Contractor listed on outside of sealed envelope. As required by State of Tennessee Code Annotated The awarded bidder will be required to post a performance and payment bond in the amount of 25% of the contract price if it exceeds $100,000 as stated by State of Tennessee Code Annotated