GEARY COUNTY USD 475

Transcription

1 GEARY COUNTY USD 475 MARY E. DEVIN CENTER FOR EDUCATION SUPPORT PURCHASING DEPARTMENT 123 N. EISENHOWER P.O. BOX 370 JUNCTION CITY, KS PHONE (785) FAX (785) DOING BUSINESS WITH GEARY COUNTY USD 475 We appreciate your interest in doing business with USD 475. By following the guidelines listed below, we hope to streamline the process for you. If you have any questions about the information listed, please contact the USD 475 Purchasing Department at (785) GETTING STARTED Please fill out the attached vendor application form for our records. This will allow us the option of contacting you when products or services that you provide are being considered. In addition to the attached form, we ask that you provide a generalized list of the products or services that your company provides. Before a purchase order can be created for purchase of goods or services, our Accounts Payable Department will contact your company to obtain information that will allow your company information to be included in our Vendor Master File. Information requested will include the company s ACH payment information (if you elect to have your payments sent directly into your checking account) and a copy of your W-9 form. We have asked that you provide the name of the person who we should contact for that information (see page 2 of application). IF PROVIDING PRODUCTS All products ordered by or for USD 475 staff must be approved by the Purchasing Department prior to orders being placed. The district will not be held responsible for payments of goods delivered without an approved purchase order. USD 475 is tax exempt. You may request a Tax Exemption Certificate from the USD 475 Purchasing or Accounts Payable Department if needed. Invoices should be sent by mail to the Geary County USD 475 Accounts Payable Dept., P O Box 370, Junction City, KS or ed to accountspayable@usd475.org. The District does not pay for products until they are received. If partial deliveries are received, the District will only remit payment for those received items. Substitutes will

2 not be accepted unless authorization is received in advance of the shipment. All damaged and substituted items will be returned to the vendor. Payments must be approved by the Board of Education at its regularly scheduled monthly meeting. You can find the dates for Board of Education meetings on our website at Checks are mailed or ACH payments made the following day. IF PROVIDING CONTRACTED SERVICES Those who have not contracted with USD 475 previously and wish to participate in future contract work will be required to complete and return the attached References page, which will include projects your company has completed within the last three years. Vendors who offer services that would require them to work on USD 475 property will be required to provide a Certificate of Insurance showing Geary County USD 475 as a certificate holder. The Contractor will purchase and maintain this insurance throughout the term of the contract and will provide a copy of this certificate to the District before work begins. Limit of Liability are listed below unless stated otherwise. General Liability General Aggregate $ 500,000 Commercial Gen. Personal & Adv. Injury $ 500,000 Liability Each Occurrence $ 500,000 Automobile Liability General Aggregate $ 500,000 (Includes Bodily Injury, Per Person, Per Accident and Property Damage) Workman s Compensation Insurance Statutory Limits Higher limits of liability may be required as determined by the size of the project being contracted. If the project requires it, the District will submit a request on behalf of the vendor to the State of Kansas to obtain a Project Exemption Certificate. Using the Project Exemption number that the State will provide will allow vendors to purchase items for the project without paying tax. Upon completion of the project, the Project Completion form must be signed and submitted with the final invoice before payment of the final invoice can be processed. All work will be inspected by the District s project manager or representative. Payment will not be approved until work is completed to the satisfaction of the project manager or district representative. Invoices should be sent by mail to the Geary County USD 475 Accounts Payable Dept., P O Box 370, Junction City, KS or ed to accountspayable@usd475.org. All payments must be approved by the Board of Education at its regularly scheduled monthly meeting. You can find the dates for Board of Education meetings on our website at Checks are mailed or ACH payments made the following day.

3 FORMAL BIDS All bids are processed through the USD 475 Purchasing Department. If responding to an invitation to bid, requirements for bid bonds, performance bonds, or labor and material bonds will be determined by the size of the project being bid and will be explained in the bid document. All bids are sealed until the time and date of the bid opening. Bids received after the time and date indicated in the bid document are considered non-responsive and remain sealed until returned to the originator. Bids must be approved by the Board of Education at its monthly meeting. Upon Board approval the successful bidder will receive a formal letter of acceptance from the Purchasing Department or a contract from the District s representative for the project. Bonds and certificates as outlined in the bid document must be received before work can begin. Change orders must be supported by either a purchase order or a formal letter from the District Purchasing Department or an AIA form which has been approved by the Director of Business Operations, Geary County USD 475. Final payments cannot be made until work has been inspected and approved by the project manager or the District s representative and until all closeout documents as described in the bid document have been received by the USD 475 Purchasing Department. Unless the bid is being managed by an Architect, all payments should be mailed to Geary County USD 475 Purchasing Department, P O Box 370, Junction City, KS WORKING IN USD 475 BUILDINGS AND GROUNDS: CONDUCT The contractor will be responsible for the activities of its crew while working in USD 475. The District enforces a drug free policy. Under no circumstances will smoking be allowed on any property owned by the District, nor will use of any illegal substance or alcohol be tolerated. If, during the contract period, the District determines that a worker is incompetent, disorderly, uses abusive or threatening language or otherwise conducts himself in a manner that is in conflict with the District s Code of Conduct, the Contractor will remove that worker from the project.

4 REPORTING REQUIREMENTS Contractors will contact the McConnell Maintenance Center offices prior to entering the district. If it is possible, it would be appreciated if the contractor can place this call 24 hours before they intend to enter the district, so schools can be notified. Calls may be placed to (785) between 7:00 a.m. and 4:00 p.m. Contractors should call the McConnell Maintenance Center offices when leaving the district. If you have any questions, please feel free to call the Coordinator of Purchasing at (785)

5 VENDOR APPLICATION FORM (Required of all new vendors) GEARY COUNTY USD 475 Purchasing Department 123 N. Eisenhower Drive P.O. BOX 370 Junction City, Ks Phone Fax Business Information Legal Business Doing Business As Address City, State, Zip Telephone Fax FEIN/EIN Social Security Number Address Website

6 Remittance Address: Telephone Fax Orders/Bids Address: Telephone Fax Persons who are authorized to sign bids/proposals/ contracts/quotes on behalf of this company: Contact information for matters concerning billing, deliveries and purchase orders: Contact information for information concerning payment methods and records and W-9 s:

7 GEARY COUNTY UNIFIED SCHOOL DISTRICT #475 (Required of Vendors offering Contracted Services) REFERENCES If your Company has not done work for USD #475 in the past, please complete and return the following pages. FIRM NAME ADDRESS List five projects your firm has completed in the last five years that are representative of the size and scope of work you typically perform. Project of Owner Project of Owner

8 Project of Owner Project of Owner Project of Owner