ABERDEEN SCHOOL DISTRICT NO South Third Street Aberdeen, SD 57401

Transcription

1 ABERDEEN SCHOOL DISTRICT NO South Third Street Aberdeen, SD BID TITLE: TIME AND DATE DUE: LOCATION OF BID OPENING: Printer Toner and Ink 2:00 p.m. Central Daylight Time Tuesday, May 19, 2009 Business Office District Service Center 1224 South Third Street Aberdeen, SD *********************************************************************************************************

2 G E N E R A L S P E C I F I C A T I O N S 1. Sealed bids for the furnishing of Printer Toner and Ink will be received at the office of the Business Manager up to the hour of 2:00 p.m., Central Time on May 19, Bids received after said time will be returned unopened. The School Board will review the bids received and pass upon them at their next regular school board meeting to be held within thirty (30) days in the Hub Area Technical School located at 640 SW 9th Ave., or other designated place of meeting. Bids must arrive in sealed envelopes. No faxed or ed bids will be accepted. 2. Please mark your bids as follows: NAME OF BID AND DATE TO BE OPENED ON THE OUTSIDE OF ENVELOPE. This will avoid possible error in opening the bid too early. 3. BIDDING FORMS: Bidders shall submit their bid on the proposal forms provided by the School District. The proposal form must be personally signed to be considered for contract award. Facsimile or typewritten signatures are not acceptable. PRICE - ALL PRICE QUOTATIONS ARE TO BE F.O.B., 821 RAILROAD AVE SE, ABERDEEN, SOUTH DAKOTA. Bidders are to show unit price, (i.e. per gallon, per dozen, etc.) on each item to correspond with units of quantity requested and to list unit and total price for quantity specified in the space provided in the attached schedule. 4. EXCISE AND SALES TAX - Bids submitted on these specifications shall not include or be made subject to Federal Excise or State, County, or Municipal Sales Tax. Exemption verification will be furnished by the Board of Education on request. 5. QUALITY - Catalog numbers of specified companies are listed to show the kind and quality of goods desired. If goods of equal quality can be furnished in other brands with the same specifications please give details (i.e. company, brand name, catalog number) and a sample of item substituted. All equipment must comply with O.S.H.A. standards. ALL MERCHANDISE THAT IS NOT SATISFACTORY WILL BE RETURNED, FREIGHT COLLECT. 6. EQUAL CLAUSE - Where names and model numbers of certain manufacturer's items are mentioned in the specifications or on the Bid Proposal Form, other names and model number of like nature, utility, and merit may be submitted, but the bidder shall guarantee that the substituted items meet or exceed the OEM specifications. The Board of Education reserves the right to determine whether the substituted items are of equal value to the items as specified, and the right to determine and select the items it feels are most suitable, in light of function and performance, for the needs of the District. IF NO MENTION IS MADE BY THE BIDDER OF PROPOSING TO FURNISH A SUBSTITUTE, THE BOARD WILL ASSUME THAT THE ITEM SPECIFIED IS TO BE FURNISHED AND THE CONTRACT WILL BE MADE ACCORDINGLY. 7. BID BY ITEM - Bids must be made by item - Combination bids on two or more items will not be accepted, unless otherwise specified.

3 8. QUANTITIES - The quantities shown are estimates. The Board reserves the right to increase or to reduce the number of units requested at the quoted unit price or to reject all bids. 9. PACKING - THE SUCCESSFUL BIDDER WILL WRAP THE ITEMS TOGETHER UNDER EACH PURCHASE ORDER NUMBER AND WILL MARK ALL PACKAGES WITH THE PROPER PURCHASE ORDER NUMBERS. 10. GUARANTEE - The successful bidder guarantees a said item against defects in material workmanship and suitable for purpose intended for a period of one (1) year from date of delivery. 11. FAILURE TO DELIVER - All deliveries shall be made as set forth in the special conditions. If the bidder shall fail to make deliveries in accordance with the conditions and specifications, or if he shall deliver supplies/equipment of a quality or grade inferior to those specified, the Board may supply the shortage or replace the inferior supplies/equipment by open market purchase. The difference in cost, if any, will be charged to the bidder. 12. SHORTAGES - The bidder is responsible for all shortages and for tracing any loss in transit. 13. DELIVERIES & PAYMENT - Deliveries must be made to our warehouse between the hours of 8:00 A.M. and 3:00 P.M. Monday through Friday unless other arrangements are made prior to delivery. Delivery is to be made as specified with payment on approved shipments to be made when MERCHANDISE, INVOICES, CLAIMS and STATEMENTS have been received and approved. Please send a monthly statement so we may continue to verify our account with your account. 14. CONTRACT FORM - The bid and acceptance thereof, confirmed by a signed Purchase Order, will be treated as a contract. 15. ALL SUPPLIES AND EQUIPMENT SPECIFIED HEREIN SHALL BE NEW AND UNUSED UNLESS OTHERWISE SPECIFIED. REMANUFACTURED UNITS SHALL BE REMANUFACTURED TO MEET OR EXCEED ORIGINAL EQUIPMENT MANUFACTURER S SPECIFICATIONS. 16. THE BOARD RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS - By virtue of statute, preference will be given to materials, products, and supplies found or produced within the State of South Dakota. 17. FURTHER INFORMATION - If the bidders desire further information concerning the various listed items, please contact Brian Schumacher, Warehouse Manager, 1224 South Third Street, Aberdeen, South Dakota 57401, telephone number

4 SPECIAL CONDITIONS 1. THESE SPECIAL CONDITIONS OVERRIDE ANY CONFLICTING INFORMATION IN THE GENERAL SPECIFICATIONS. 2. ALTERNATE BRAND NAME BIDS - Only OEM brand print cartridges will be considered for contract award. The School Board reserves the right to reject any bids submitted by a vendor(s) on print cartridges that are remanufactured or not OEM brand. 3. BOARD APPROVAL - The School Board is scheduled to act on this bid at their regular meeting scheduled for Tuesday, May 26, All bids must arrive no later than 2:00 p.m. CDT, Tuesday, May 19, 2009 to be considered for award. 4. DURATION OF CONTRACT - Bid pricing shall be firm from June 1, 2009 thru May 31, Price decreases are acceptable on invoices presented for payment. 5. BID PRICING - Bid pricing shall include all shipping and handling fees on Purchase Order amounts of $ or more. Vendor shall prepay and add shipping charges to all Purchase Orders less than $ QUANTITIES - The quantities shown on the bid proposal form are total estimated Aberdeen School District purchases for the twelve-month contract period. As technology changes, the needs of the District may change which may cause these estimated quantities to be significantly different than actual purchases made during the contract period. Some items listed on the bid proposal form may not be needed at all during the contract period while others may exceed the estimated quantity. Bid award does not guarantee the district will purchase a particular item. 7. PURCHASE ORDERS Nearly all of the items in this bid are stock items at Aberdeen School District Warehouse so most orders will be shipped to that building. Bidders should also be aware that there are multiple buildings in the Aberdeen School District all of which may order items covered in this bid from time to time. Purchase Orders will be issued as the need arises as determined at each building. Each purchase order will show the ship to address. Each order must be packaged separately and addressed as indicated in the ship to area of the Purchase Order. 8. DELIVERY - All deliveries shall be made within 10 days after receipt of purchase order.

5 TO: Aberdeen School District No South Third Street Aberdeen, SD BID PROPOSAL We propose to furnish the following Item(s) as shown on the Bid Proposal Form, all in accordance with the terms as set forth in the "SPECIAL CONDITIONS" (if any) and the "GENERAL SPECIFICATIONS", as prepared and provided by said School District. This bid does not include any Federal Excise Tax or State, County or Municipal Sales Tax. Our Federal Identification Number is. (This is the number used on Employer's Quarterly Federal Tax Return, U.S. Treasury Department Form 941). Estimated GENUINE OEM Annual Qty UNIT DESCRIPTION UNIT PRICE 15 Each Hewlett Packard #C4127X (10 K yield), Black for 4000 series 10 Each Hewlett Packard #C7115X, Black for LaserJet 1200 series 16 Each Xerox # 106R00684, High Yield Black Toner for Each Xerox # 106R00680, High Yield Cyan Toner for Each Xerox # 106R00681, High Yield Magenta Toner for Each Xerox # 106R00682, High Yield Yellow Toner for Pkg Xerox # 108R00672, Pkg of 6 Black Solid Ink for Pkg Xerox # 108R00669, Pkg of 3 Cyan Solid Ink for Pkg Xerox # 108R00670, Pkg of 3 Magenta Solid Ink for Pkg Xerox # 108R00671, Pkg of 3 Yellow Solid Ink for Pkg Xerox # 108R00608, Pkg of 6 Black Solid Ink for Pkg Xerox # 108R00605, Pkg of 3 Cyan Solid Ink for Pkg Xerox # 108R00606, Pkg of 3 Magenta Solid Ink for Pkg Xerox # 108R00607, Pkg of 3 Yellow Solid Ink for Each Xerox# 108R00594, Transfer Belt for Phaser 6100

6 3 Each Xerox# 108r00593, Imaging Unit for Phaser Each Xerox # 108R00603, Ext Capacity Maint Kit for Phaser Each Xerox # 108R00676, Ext Capacity Maint Kit Phaser 8550 only 20 Each Xerox # 108R00675 Std Capacity Maint Kit Phaser 8500/ Each Xerox # 108R00691 Imaging Unit Phaser 6120 Series 2 Each Xerox # 113R00692 Toner for 6120 series, Black 2 Each Xerox #113R00693 Toner for 6120 series, Cyan 2 Each Xerox # 113R00694 Toner for 6120 series, Yellow 2 Each Xerox # 113R00695 Toner for 6120 series, Magenta 10 Each Xerox #106R01334 Toner for 6125, Black 10 Each Xerox #106R01331 Toner for 6125, Cyan 10 Each Xerox #106R01332 Toner for 6125, Magenta 10 Each Xerox #106R01333 Toner for 6125, Yellow This bid submitted by: Print or Type Name Title Company Name Signature Street Address Phone Fax City, State, Zip