Desoto Parish School Board
Bid DUP2015
5
Solicitation DUP2015
Duplicating & Classroom Supplies
Bid designation: Public
Desoto Parish School Board
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Desoto Parish School Board
Bid DUP2015 Duplicating & Classroom Supplies Bid Number
DUP2015
Bid Title
Duplicating & Classroom Supplies
Bid Start Date
Apr 23, 2015 4:25:30 PM CDT
Bid End Date
May 13, 2015 2:00:00 PM CDT
Question & Answer End Date
May 4, 2015 10:00:00 AM CDT
Bid Contact
Richard Wilkinson
Bid DUP2015
5
[email protected] Contract Duration One Time Purchase Contract Renewal Not Applicable Prices Good for
30 days
Bid Comments
see attached bid file Item Response Form
Item
DUP2015-01-01 - Duplicating & Classroom Supplies
Quantity
1 each
Unit Price Delivery Location Desoto Parish School Board Desoto Parish School Board 201 Crosby St. Mansfield LA 71052 Qty 1 Description see attached
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Desoto Parish School Board
Bid DUP2015
5
DESOTO PARISH SCHOOL BOARD 201 Crosby Street Mansfield, Louisiana
INSTRUCTIONS TO BIDDERS FOR "DUPLICATING & CLASSROOM SUPPLIES” SUBMITTING OF BIDS A. BID FORMS: Bids must be submitted on the forms furnished by the Board. All blank lines provided on the BID PROPOSAL FORM must be completed for a bid to be considered. B. BID ENVELOPE: Bids are to be placed in a sealed envelope which shall be plainly marked “BID FOR DUPLICATING & CLASSROOM SUPPLIES". This envelope shall also contain the name and address of the bidder. C. PLACE, DATE AND TIME: All bids shall be submitted or mailed to the DeSoto Parish School Board, 201 Crosby Street, Mansfield, Louisiana 71052. Bids will be received until 2:00 P.M., MAY 13, 2015; late bids arriving after the stated date and time will not be opened and will be returned to the prospective bidder unopened. D. FAX COPIES: Facsimile copies of Bid Proposal will not be accepted. E. PUBLIC RECORD: All documents submitted to the DeSoto Parish School Board are deemed public records upon their opening, and will be available for inspection by the general public during normal business hours at 201 Crosby Street, Mansfield, Louisiana, 71052. Requests for copies of any documents submitted must be in writing and all duplication fees must be paid in advance. Duplication fees apply to any requests of documents and at the date of this bid are $.50 per page, or $10.00 per request, whichever is greater. F. SCHEDULE OF EVENTS: Following are dates of importance related to this bid: Bid Submission Deadline Bid Opening Finance Committee Board Meeting
May 13, 2015 - 2:00 P.M. May 13, 2015 - 2:00 P.M. May 21, 2015 June 4, 2015
BID OPENING All properly submitted bids that are received within the prescribed time shall be publicly opened and read aloud at the DeSoto Parish School Board Office, 201 Crosby Street, Mansfield, Louisiana on May 13, 2015, at 2:00 P.M. SUBMITTING OF BID SAMPLES A. CONDITIONS FOR REQUIREMENTS: Bidders shall submit samples only when directed on the bid proposal form to the DeSoto Parish School Board,
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Bid Opening Finance Committee Board Meeting
May 13, 2015 - 2:00 P.M. May 21, 2015 Desoto Parish School Board June 4, 2015
Bid DUP2015
BID OPENING All properly submitted bids that are received within the prescribed time shall be publicly opened and read aloud at the DeSoto Parish School Board Office, 201 Crosby Street, Mansfield, Louisiana on May 13, 2015, at 2:00 P.M. SUBMITTING OF BID SAMPLES A. CONDITIONS FOR REQUIREMENTS: Bidders shall submit samples only when directed on the bid proposal form to the DeSoto Parish School Board, Purchasing Department, 201 Crosby Street, Mansfield, Louisiana, no later than the bid opening date. FAILURE TO SUPPLY BID SAMPLES AS SPECIFIED MAY BE THE SOLE REASON FOR BID REJECTION. B. IDENTIFICATION: Each sample shall be identified with the bidder's name, bid number and product trade name as indicated on the Bid Proposal Form. C. PAYMENT FOR SAMPLES: The Board will buy no samples and will assume no cost incidental thereto. D. RETURN OF SAMPLES: Samples not destroyed in testing may be claimed by bidders after the bid award date. Also, the Board will not assume responsibility for any bid samples not claimed within 14 days of the bid award date.
REJECTION OF BIDS The DeSoto Parish School Board reserves the right to reject any or all bids and to waive any informalities.
CHANGE OR WITHDRAWAL OF BIDS A. PRIOR TO BID OPENING: Should the bidder desire to change or withdraw his bid, he shall do so in writing, and this communication must be submitted by hand delivery or by registered or certified mail with return receipt requested and must be received by the Purchasing Agent at 201 Crosby Street, Mansfield, Louisiana 71052 prior to the deadline for submission of bids.
B. AFTER BID OPENING: Bids containing patently obvious, unintentional, and substantial mechanical, clerical or mathematical errors or errors of unintentional omission of a substantial quantity of material or services made directly in the compilation of the bid, may be withdrawn by the bidder if clear and convincing sworn, written evidence of such error is furnished within 48 hours of the bid opening. The Board will make the determination as required by L.R.S. 38:2214. 4/24/2015 6:20 AM
BID PRICES
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71052 prior to the deadline for submission of bids. Desoto Parish School Board
Bid DUP2015
B. AFTER BID OPENING: Bids containing patently obvious, unintentional, and substantial mechanical, clerical or mathematical errors or errors of unintentional omission of a substantial quantity of material or services made directly in the compilation of the bid, may be withdrawn by the bidder if clear and convincing sworn, written evidence of such error is furnished within 48 hours of the bid opening. The Board will make the determination as required by L.R.S. 38:2214. BID PRICES Bid prices must include delivery. Sales tax should not be included in the bid. The DeSoto Parish School Board is tax exempt. DELIVERY In order for your bid to be considered, the delivery date on all items shall be no later than July 17, 2015 unless otherwise stated on the Bid Proposal Form or in the bid specifications. All awarded items should be delivered to the DeSoto Parish Facility Services Warehouse located @ 411 Kings Hwy., Mansfield, Louisiana, between the hours of 8:00 A.M. and 3:00 P.M., Monday through Friday, except holidays. Contact person is Pat Bissett at (318) 872-0334. All items must be delivered inside the facility. All items are to be shipped F.O.B. destination. "Freight Collect" shipments will be refused. ITEM SPECIFICATION Reference to the name of a certain brand, make, manufacturer or definite specification are used only to denote the quality standard of the product desired and do not restrict the bidders to the specific brand, make, manufacturer or specification named. They are used only to convey to bidders the general style, type, character and quality of the product desired and equivalent products will be acceptable. Pre-approval is required for any product not specified. Pre-approval requests must be submitted in writing. Product data sheets must be submitted along with a list of any differences from specified product no later than 10 days prior to bid opening. Failure to comply will be reason for rejection of bid. AWARDING OF BIDS A. BASIS OF AWARD: A contract or purchase order will be awarded on an item by item basis to the lowest responsible bidder who bid according to the specifications as advertised.
B. PREFERENCE: According to L.R.S. 38:2252, "Preference is hereby given to materials, supplies and provisions, produced, manufactured or grown in Louisiana, quality being equal to articles offered by competitors outside of the state." A bidder claiming a preference as provided by L.R.S. 38:2251 shall indicate on the Bid Proposal Form and, if needed, on an attachment to the Bid Proposal Form that the product has met the criteria of the Louisiana product; the product is equal or better 4/24/2015 6:20 AM than equal in quality to other products; the cost of the product shall not exceed the
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specifications as advertised. Desoto Parish School Board
Bid DUP2015
B. PREFERENCE: According to L.R.S. 38:2252, "Preference is hereby given to materials, supplies and provisions, produced, manufactured or grown in Louisiana, quality being equal to articles offered by competitors outside of the state." A bidder claiming a preference as provided by L.R.S. 38:2251 shall indicate on the Bid Proposal Form and, if needed, on an attachment to the Bid Proposal Form that the product has met the criteria of the Louisiana product; the product is equal or better than equal in quality to other products; the cost of the product shall not exceed the cost of other products by more than the percentage specified by law and state the percentage claimed. C. PROMPT PAYMENT DISCOUNTS: Discounts offered for prompt payment will be accepted, but these discounts will not be considered in evaluating bids unless all other factors are equal. D. OPEN CONTRACT: Additional quantities of items may be needed during the school year. Prices for this bid must be guaranteed thru December 31, 2015. With consent from both parties, this contract may be renewed at the same terms for additional six (6) month intervals. E. OFFICIAL AWARD DATE: Award becomes official at the time bids are accepted by the Board during their regular meeting which is scheduled for June 4, 2015. INVOICING A. INVOICE: The successful bidder shall prepare his invoices by billing the DeSoto Parish School Board, 201 Crosby Street, Mansfield, LA 71052. A separate invoice shall be issued for each purchase order number.
B. RESERVATIONS: It is to be understood that no invoice shall be paid before all conditions of this bid have been completed to the satisfaction of the DeSoto Parish School Board.
STIPULATED DAMAGES A. PURPOSE: In the case of non-performance, defective performance or delay in performance of an obligation on the part of the successful bidder, the successful bidder by submitting a bid and the School Board stipulate to the amount of damages recoverable by the School Board B. AMOUNT: In the event of nonperformance, defective performance or delay in performance of an obligation of any contract or purchase order awarded by the School Board pursuant to the specifications, the successful bidder agrees to pay to 4/24/2015 6:20 AM the DeSoto Parish School Board as stipulated damages an amount equal to 10% of the contract amount or 10% of the unit price times the quantity of any items to be
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all conditions of this bid have been completed to the satisfaction of the DeSoto Desoto Parish School Parish School Board.
Bid DUP2015
Board
STIPULATED DAMAGES A. PURPOSE: In the case of non-performance, defective performance or delay in performance of an obligation on the part of the successful bidder, the successful bidder by submitting a bid and the School Board stipulate to the amount of damages recoverable by the School Board B. AMOUNT: In the event of nonperformance, defective performance or delay in performance of an obligation of any contract or purchase order awarded by the School Board pursuant to the specifications, the successful bidder agrees to pay to the DeSoto Parish School Board as stipulated damages an amount equal to 10% of the contract amount or 10% of the unit price times the quantity of any items to be delivered under the contract which are not delivered or are delivered in defective condition, or delivered late. DEBARMENT The prospective bidder certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. ELECTRONIC BIDDING Bid documents are available at www.bidsync.com COOPERATIVE PURCHASING To the extent provided by law in LA RS 39:1701 et seq., the successful vendor may elect to make this contract available to other public agencies that participate in purchasing cooperatives or cooperative purchasing agreements with the Parish of DeSoto. The vendor may be required to execute a separate contract with the purchasing cooperative or individual participating public agency. Payment of incentive fees by the vendor to purchasing cooperatives in exchange for contract promotion and participation is the exclusive obligation at the sole discretion of the vendor. The Parish of DeSoto receives no direct compensation for vendor participation in purchasing cooperatives.
The bidder/proposer agrees to indemnify and hold harmless the Parish of DeSoto from any disputes arising from contract participation by other agencies participating in purchasing cooperatives or cooperative purchasing agreements. Disputes between a participating public agency and any bidder/proposer that may be awarded any agreement resulting from this solicitation are not the responsibility of the Parish of DeSoto. The exercise of rights of any rights or remedies by the participating public 4/24/2015 6:20 AM agency or awarded bidder/proposer shall be the exclusive obligation of such party.
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Parish of DeSoto receives no direct compensation for vendor participation in purchasing cooperatives. Desoto Parish School
Bid DUP2015
Board
The bidder/proposer agrees to indemnify and hold harmless the Parish of DeSoto from any disputes arising from contract participation by other agencies participating in purchasing cooperatives or cooperative purchasing agreements. Disputes between a participating public agency and any bidder/proposer that may be awarded any agreement resulting from this solicitation are not the responsibility of the Parish of DeSoto. The exercise of rights of any rights or remedies by the participating public agency or awarded bidder/proposer shall be the exclusive obligation of such party. The Parish of DeSoto shall not be construed as a dealer, re-marketer, representative, partner, or agent of any bidder/proposer that may be awarded any agreement resulting from this solicitation Participating public agencies shall be responsible for the ordering of products under any agreement resulting from this solicitation. Payment for products or services and inspections and acceptance of products or services ordered by a participating public agency shall be the exclusive obligation of such procuring party. The Parish of DeSoto shall not be obligated, liable or responsible for any order made by any participating public agency or any employee thereof, nor for any payment required to be made with respect to such order. The Parish of DeSoto makes no representation or guaranty with respect to any minimum purchases by the Parish of DeSoto or any participating public agency or any employee thereof under any agreement resulting from this solicitation. Should the vendor elect to make this contract available to participating public agencies, additional delivery charges beyond the immediate Shreveport-Bossier City area may be negotiated with the using agency. All other terms and conditions remain in effect throughout the term of this contract.
BID QUANTITIES AND SPECIFICATIONS 1.
Qty. 250 Rolls - Laminating Film, 1.5 Mil, clear finish, roll type, 500 feet in length, width 25", core 1". GBC Nap-Lam I #3000004, KDX, Bryce or approved equal.
2.
Qty. 50 Boxes - File Folders, letter size, 11 point folder thickness, manila folder material, 1/3 tab cut, assorted positions, single tab thickness, packaged 100 per box. Smead Stock #153L, Item #10330, Oxford, Universal or approved equal.
3.
Qty. 200 - Copier Toner Cartridges for Kyocera Mita Taskalfa 6500i, OEM, TK-6707K, No Substitutes
BID PROPOSAL FORM
Richard Wilkinson, Purchasing Agent DeSoto Parish School Board 4/24/2015 6:20 AM 201 Crosby Street
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be negotiated with the using agency. All other terms and conditions remain in effect throughout the term of this contract. Desoto Parish School
Bid DUP2015
Board
BID QUANTITIES AND SPECIFICATIONS 1.
Qty. 250 Rolls - Laminating Film, 1.5 Mil, clear finish, roll type, 500 feet in length, width 25", core 1". GBC Nap-Lam I #3000004, KDX, Bryce or approved equal.
2.
Qty. 50 Boxes - File Folders, letter size, 11 point folder thickness, manila folder material, 1/3 tab cut, assorted positions, single tab thickness, packaged 100 per box. Smead Stock #153L, Item #10330, Oxford, Universal or approved equal.
3.
Qty. 200 - Copier Toner Cartridges for Kyocera Mita Taskalfa 6500i, OEM, TK-6707K, No Substitutes
BID PROPOSAL FORM
Richard Wilkinson, Purchasing Agent DeSoto Parish School Board 201 Crosby Street Mansfield, LA 71052
The undersigned, in compliance with your invitation for bids on DUPLICATING & CLASSROOM SUPPLIES for schools in DeSoto Parish, Louisiana, having examined the specifications, notices and related documents hereby proposes to furnish the items in accordance with the specifications at the discounts shown below: Brand & Product #
Unit Price
Total Price
1. 250 Rolls Laminating Film 2. 50 Boxes File Folders 3. 200 Cart. Copier Toner
Louisiana Product Preference: In accordance with R.S. 38:2251, a preference may be allowed to vendors providing products which are produced, manufactured, or assembled in Louisiana. Do you claim this preference? Yes No . If yes, please specify the location within Louisiana where this product is manufactured, produced or assembled.
Louisiana Citizen Preference: In accordance with R.S. 38:2184, a preference may be allowed to vendors providing products which are produced or offered by Louisiana citizens. Do you claim this preference? Yes No . If yes, describe the grounds for claiming such preference on an attached sheet labeled "Louisiana Citizen Preference."
Business in Louisiana Preference: In accordance with R.S. 38:2253, a preference may be allowed to firms doing business in Louisiana. Do you claim this preference? Yes No . If yes, describe the grounds for claiming such preference on an attached sheet labeled "Business in Louisiana Preference." 4/24/2015 6:20 AM
Name of
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Person
Desoto Parish School Board
Bid DUP2015
BID PROPOSAL FORM
Richard Wilkinson, Purchasing Agent DeSoto Parish School Board 201 Crosby Street Mansfield, LA 71052
The undersigned, in compliance with your invitation for bids on DUPLICATING & CLASSROOM SUPPLIES for schools in DeSoto Parish, Louisiana, having examined the specifications, notices and related documents hereby proposes to furnish the items in accordance with the specifications at the discounts shown below: Brand & Product #
Unit Price
Total Price
1. 250 Rolls Laminating Film 2. 50 Boxes File Folders 3. 200 Cart. Copier Toner
Louisiana Product Preference: In accordance with R.S. 38:2251, a preference may be allowed to vendors providing products which are produced, manufactured, or assembled in Louisiana. Do you claim this preference? Yes No . If yes, please specify the location within Louisiana where this product is manufactured, produced or assembled.
Louisiana Citizen Preference: In accordance with R.S. 38:2184, a preference may be allowed to vendors providing products which are produced or offered by Louisiana citizens. Do you claim this preference? Yes No . If yes, describe the grounds for claiming such preference on an attached sheet labeled "Louisiana Citizen Preference."
Business in Louisiana Preference: In accordance with R.S. 38:2253, a preference may be allowed to firms doing business in Louisiana. Do you claim this preference? Yes No . If yes, describe the grounds for claiming such preference on an attached sheet labeled "Business in Louisiana Preference."
Name of Company
Person Bidding (Signature)
Address
Typed name Telephone
Email Website
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Company
Bidding (Signature) Desoto Parish School Board
Address
Bid DUP2015
Typed name Telephone
Email Website
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Desoto Parish School Board
Question and Answers for Bid #DUP2015 - Duplicating & Classroom Supplies
Bid DUP2015
5
Overall Bid Questions There are no questions associated with this bid. Question Deadline: May 4, 2015 10:00:00 AM CDT
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