NOTICE OF REQUEST FOR QUOTATION for HIGH SCHOOL GRADUATION CAPS AND GOWNS

Transcription

1 NOTICE OF REQUEST FOR QUOTATION for HIGH SCHOOL GRADUATION CAPS AND GOWNS NOTICE IS HEREBY GIVEN THAT TWIN RIVERS UNIFIED SCHOOL DISTRICT is seeking quotations from qualified vendors of HIGH SCHOOL GRADUATION CAPS & GOWNS for District high schools. The requested merchandise is intended for purchase by the students and families of Twin Rivers Unified School District ("TRUSD".) TRUSD is seeking, through this RFQ, to identify qualified vendors who will provide a fair and competitive offering to District families. A single vendor, or multiple vendors, may be selected to provide merchandise and services for up to three school years ( , , ) for students at up to 4 (four) comprehensive high schools, and 4 (four) alternative high school programs. Notwithstanding the intent of this RFQ, nothing in this RFQ shall be construed as a guarantee of selection of Vendor, or guarantee of a contract for any or all of Vendor's products or services. The purpose of this RFQ is to provide TRUSD with a Quotation of Vendor's offering, which Vendor, if selected, will provide to designated TRUSD high school students, under contracted pricing and terms, for up to three school years. Each Quotation must conform and be responsive to the requirements and specifications of this RFQ. Vendors must furnish their quotes on the form supplied in this RFQ. TRUSD reserves the right to accept or reject any or all Quotations in whole or in part/or waive any irregularity in any Quotation received. Responses to this RFQ are due by 3:00 p.m. on September 6, Vendors must sign and return the enclosed Quotation Sheet, along with the enclosed District Required Forms, and submit them with three samples of each quoted item. Responses must be received in a sealed envelope, addressed to: Twin Rivers Unified School District, Attn: Manager of Contract & E-Rate Services, 3222 Winona Way, North Highlands, CA Faxed or ed Quotations will not be accepted. All questions regarding this bid must be ed to debra.gordon@twinriversusd.org no later than Aug. 15, Please no telephone calls. A summary of questions and answers will then be ed out and posted on the Purchasing Dept. page of the TRUSD website at: Any changes/corrections or addenda to this RFQ will also be posted at this link, and ed to interested vendors. If you would like to receive updates concerning this RFQ, please send a request to debra.gordon@twinriversusd.org Thank you for your interest in Twin Rivers Unified School District. The District looks foward to receiving your company's response. RFQ High School Graduation Caps & Gowns Page 1 July 30, 2013

2 REQUEST FOR QUOTATION HIGH SCHOOL GRADUATION CAPS AND GOWNS TABLE OF CONTENTS Page No. Notice of Request for Quotation...1 Table of Contents...2 RFQ Instructions and Conditions RFQ Specifications...8 QUOTATION SHEET (fill in, sign & return with samples) District Required Forms (fill in and return with your Quotation Sheet) Contractor Qualification Certification Non-Collusion Affidavit Contractor Certification Alcohol-Tobacco Contractor Certification Drug Free Workplace RFQ High School Graduation Caps & Gowns Page 2

3 RFQ INSTRUCTIONS AND CONDITIONS Twin Rivers Unified School District ("TRUSD") hereby requests Vendor quotations for high school graduation caps and gowns, as specified herein. The requested merchandise is intended for purchase by the students and families of TRUSD. TRUSD is seeking, through this RFQ, to identify qualified vendors who will provide a fair and competitive offering to District families. A single vendor, or multiple vendors, may be selected to provide merchandise and services for up to three school years ( , , ) for students in up to 4 (four) comprehensive high schools, and 4 (four) alternative high school programs. READ ALL INSTRUCTIONS AND CONDITIONS CAREFULLY. TRUSD reserves the right to reject any or all quotations, to accept or reject any one or more items of a quotation, or to waive any irregularities of information in the quotation or bidding process. The quantities shown are believed to be accurate, however, TRUSD reserves the right to increase or reduce the numbers herein provided. Any Vendor responding to this RFQ shall not contact or lobby any TRUSD Board of Trustees member, District official, employee, or agent or representative during the RFQ process including up to the date of Board action, except as specified herein. Any party attempting to influence the selection of Vendor, including the submittal, review process or awarding of contract will have their firm's response rejected for violating this term and condition of the RFQ. Any party, individual, group or firm, not submitting a RFQ, but which may have a financial or business interest in a related contract award, shall not contact or lobby any TRUSD Board of Trustees member, District official, employee, or agent or representative during the RFQ process including up to the date of Board action. Any and all public comment regarding TRUSD's action in the award of this RFQ will be accepted on the date of Board action in a public meeting pursuant to the Brown Act. Vendors are advised to read this RFQ thoroughly and to any questions to: debra.gordon@twinriversusd.org. Questions will be accepted until Aug. 15, All questions received from Vendors, and TRUSD's responses, will be posted anonymously to the TRUSD website's Purchasing page at: If you are interested in receiving updates and Q&A concerning this RFQ, please your name/ address to debra.gordon@twinriversusd.org to be placed on the mailing list. 1. TERM OF CONTRACT The term of any resultant contract shall commence upon Board Approval for the school year, and may be renewed by mutual consent of TRUSD and Vendor yearly, for up to two additional school years. The contract may be terminated for Vendor's failure to comply with the RFQ instructions and conditions, failure to perform or provide the specified merchandise as offered by Vendor in response to this RFQ, or for price increases by Vendor. RFQ High School Graduation Caps & Gowns Page 3

4 2. SUBMISSION OF QUOTATIONS/RESPONSES Vendor Quotations in response to this RFQ must be received by Twin Rivers Unified School District by Sept. 6, 2013, 3:00 p.m., at the following address: TWIN RIVERS UNIFIED SCHOOL DISTRICT, ATTN: MANAGER OF CONTRACT & E-RATE SERVICES, 3222 WINONA WAY, NORTH HIGHLANDS, CA Three (3) complete copies of Vendor's Quotation, plus merchandise samples must be submitted, using the forms provided herewith. Quotations must be submitted in a sealed envelope. FAXED OR ED RESPONSES WILL NOT BE ACCEPTED. Any Quotations received after the deadline date and time will not be considered. At TRUSD's discretion, any incomplete or unsigned Quotations, or Quotations lacking the required forms, will be considered nonresponsive, and eliminated from further consideration. All Quotations received shall be opened and reviewed by a TRUSD committee consisting of related stakeholders. 3. FORMS Vendors are required to submit their responses (merchandise, services and pricing) on the designated enclosed form. Vendors are, in addition, required to complete, sign and return the enclosed NonCollusion Affidavit and Fingerprint/DOJ clearance forms. Vendor Quotations which are missing any of the required forms shall be deemed nonresponsive and will not be considered. 4. SPECIFICATIONS/PRODUCT OFFERING. Merchandise provided must conform to the specifications herein, and will be subjected to the inspection and approval of the Purchasing Department. All specifications are minimal requirements that must be met or exceeded. In addition to the specified items of this RFQ, Vendors are invited to list additional related items that are included their product or service offering. 5. VENDOR ERRORS AND CORRECTIONS Vendors are responsible for checking carefully all conditions and specifications. The Twin Rivers Unified School District will not be responsible for any error or omissions on the part of the Vendor in making a bid. Quotations may not be corrected after RFQ deadline. 6. ACCEPTANCE OF QUOTATIONS TRUSD reserves the right to reject any or all Quotations and to select individual items. Quotations may be rejected on grounds of non-responsiveness or non-responsibility. 7. ERRORS/OMISSIONS /ADDENDA Any changes to this RFQ as the result of errors or omissions on TRUSD's part shall be posted at and ed to Vendors who request to be placed on the list for notifications regarding this RFQ. Send requests to: debra.gordon@twinriversusd.org. 8. FAILURE TO COMPLY WITH INSTRUCTIONS Failure to comply with any of the instructions stated in the bidding documents may result in rejection of the Vendor's response. RFQ High School Graduation Caps & Gowns Page 4

5 9. WITHDRAWAL OF QUOTATION Any Vendor may withdraw his/her response to this Request for Quotation either personally or by ed request, prior to opening and review by TRUSD committee. 10. BRANDS All Vendors must indicate the manufacturer's brand name and model number of the item(s) on the Quotation form. Do not use "as specified" in responding to this requirement. Price will be the heaviestweighted factor, but not be the sole deciding factor, in the award of this contract. The Twin Rivers Unified School District further reserves the right to award the bid line by line, or all or none, depending on which is most advantageous to TRUSD schools. 11. MERCHANDISE SAMPLES Vendors must provide 3 identical samples of each merchandise item included in their Quotation. Samples must be received with Vendor's Quotation, clearly marked as being submitted by Vendor, and shall become the property of TRUSD. 12. TAXES Quotations should not include Federal Excise Tax, as the TRUSD is exempt from such tax and will furnish appropriate tax exemption certificates. The Twin Rivers Unified School District will pay California Sales Tax and Use Tax, if applicable, but the amount of this tax will be paid separately and should not be included in Vendor's Quotation. 13. SHIPPING/FOB DESTINATION PRICING All merchandise shall be shipped completely, contained in cardboard containers and appropriate packaging to prevent damage of merchandise. Shipment will be refused if shipped other than specified. Vendors must assume F.O.B. Destination and transportation charges to the school location(s) designated by TRUSD. TRUSD will not pay shipping and handling charges, nor pay for any fuel surcharges that are not indicated herein. 14. RFQ - VENDOR PREPARATION COSTS Vendors are to assume all costs associated with preparing and submitting their responses to this Request for Quotation. TRUSD neither implies nor accepts any responsibility for the cost of preparation of Vendors' Quotation/Response. 15. EVALUATION CRITERIA/AWARD OF CONTRACT Contract will be awarded to the responsible Vendor whose offering and quotation represents, in the sole discretion of TRUSD, the most advantageous combination of value to the District's students and families. As such, responses to this RFQ will be evaluated according to the following criteria: Vendor's fair and competitive pricing Vendor's qualifications as a competent manufacturer and/or distributor of equipment Vendor's years of industry experience RFQ High School Graduation Caps & Gowns Page 5

6 Vendor's experience in serving large public school districts Vendor's ability to meet the specific needs of TRUSD, its students and families Vendor's track record of timely, efficient and complete response to customer needs and deadlines Vendor's possession of adequate factory and/or distribution capacity, currently in active production, to produce and distribute the required items Quality, durability, design and beauty of Vendor's merchandise Vendor's overall value proposition to TRUSD students and families Vendor's "added value" to be defined by Vendor Vendor's Customer References 16. PREVIOUS PERFORMANCE TRUSD reserves the right to reject the response of any Vendor who cannot demonstrate the ability to provide the services required. Past service and delivery performance for a comparable organization is a factor in the determination of contract award. Vendors who have demonstrated unsatisfactory performance will be subject to disqualification from consideration of contract award. 17. LICENSING AND COMPETENCY OF VENDOR Vendor must be licensed in accordance with the law, be a factory authorized dealer or otherwise licensed or qualified to produce and deliver the required merchandise and services requested under this RFQ. Vendor must have successfully performed/delivered in projects of similar scope and size. A representative of TRUSD, prior to contract award may examine the business premises of any Vendor. Vendors shall agree to fully comply with all City, State and Federal laws, regulations and ordinances governing performance of the contract awarded. It will be the responsibility of the contractor to obtain any clearances necessary for completion of the contract. 18. INDEMNIFICATIONS AND INSURANCE Vendor shall be an independent contractor and not an agent or employee of District under this Contract. Contractor shall be responsible for any damage, loss or other claim arising out of the performance of its services under this Contract. Prior to commencement of services and during the life of this Contract, Contractor shall provide the District with a current certificate of policy evidencing its professional general liability insurance coverage in a sum not less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per occurrence, and such certificate or policy shall name the District as an additional insured. The District may waive this requirement for good cause demonstrated. Such waiver must be set forth in writing, including the good cause, and signed by an authorized District administrator. Under extreme situations, the District may also choose to increase this insurance requirement to protect the interests of the District, and will notify the Contractor in advance of the increased requirement. Contractor shall defend District from any claim arising from any act or omission of Contractor or its agents. District shall defend Contractor for any claim arising from any act or omission of a District employee, specifically recognizing that Contractor is not an employee of District and that District shall not indemnify Contractor in such claim. Contractor shall be responsible for carrying its own workers compensation insurance and health and welfare insurance. RFQ High School Graduation Caps & Gowns Page 6

7 19. NO GUARANTEE OF CONTRACT AWARD/NONEXCLUSIVITY This RFQ shall not be construed as a guarantee of contract award, or as a requirement on the part of TRUSD to select one Vendor exclusively. TRUSD, in its sole discretion, reserves the right to cancel or withdraw this RFQ, in whole or in part, and/or to award contracts to multiple vendors. 20. LIQUIDATED DAMAGES TRUSD shall hold the Vendor liable and responsible for all damages, which may be sustained because of Vendor's failure to comply with any condition herein. If the Vendor fails to furnish or deliver any materials, supplies, equipment or other services at the price quoted, or at a time and place stated, or otherwise fails to comply with the terms of any contract awarded pursuant to this RFQ, TRUSD may exercise the option to cancel or suspend Vendor's contract immediately, and purchase the items herein specified elsewhere, without further notice to the successful Vendor. Costs incurred by TRUSD as a result of cancellation will be deducted from any unpaid invoices. 21. NO MINIMUM/ MAXIMUM QUANTITIES/ORDERS/DISCOUNTS TRUSD does not guarantee minimum orders quantities, nor shall TRUSD be required to limit its order quantities. Vendors shall not specify minimum or maximum quantities or charges. Ordering shall be by the procedures, policies and forms used by the TRUSD. Vendor shall offer pricing to TRUSD that is equivalent or better than that offered to other customers. 22. FINGERPRINTING/DOJ REQUIREMENTS California Education Code Section requires entities providing services to the District to ensure the safety of pupils where employees of the entity or subcontractors will have contact with pupils. Successful Vendors shall submit within 45 days of contract award, a fully executed declaration, to be provided by TRUSD, regarding employee fingerprinting and criminal background checks for any employees who may come in contact with TRUSD students. 23. VENDOR REFERENCES Please include at least three (3) references with your Quotation packet, with a contact name, tele. number and address, please. References should be schools or organizations of similar scope and size to TRUSD, for whom you have provided like merchandise within the past three years. RFQ High School Graduation Caps & Gowns Page 7

8 REQUEST FOR QUOTATION HIGH SCHOOL GRADUATION CAPS AND GOWNS SPECIFICATIONS AND REQUIREMENTS List of Schools: Below is a list of the four comprehensive TRUSD high schools, and total (grades 9 12) enrollment numbers for Grant Union High School 1953 Rio Linda High School 1734 Foothill High School 1165 Highlands High School 936 In addition, TRUSD has one Adult School and 3 continuation schools. Twin Rivers Adult School 249 Keema Alternative School 678 Vista Nueva Technology HS 402 Pacific Career Technology HS 180 Again, please note that these are total enrollment numbers. Twin Rivers Unified School District ("TRUSD") hereby requests Vendor quotations for high school graduation caps and gowns, as specified herein. The requested merchandise is intended for purchase by the students and families of TRUSD. TRUSD is seeking, through this RFQ, to identify qualified vendors who will provide a fair and competitive offering to District families. A single vendor, or multiple vendors, may be selected to provide merchandise and services for up to three school years ( , , ) for students in up to 4 (four) comprehensive high schools, and 4 (four) alternative high school programs. Please provide your Quotation for the required items (cap, gown, tassel) on the following form (top section). Please indicate any "added value" or bundled items, or special pricing that contributes to your value proposition. In the second section, you may furnish pricing for optional specialty items. In addition to the Quotation form, you must return the Required District Forms included with this packet, along with 3 samples of each proposed merchandise item. Thank you for your interest in Twin Rivers Unified School District. company's Quotation. We welcome your RFQ High School Graduation Caps & Gowns Page 8

9 QUOTATION SHEET Instructions to Vendors: Please complete, sign and return this Quotation Sheet to Twin Rivers USD, along with three (3) samples of each product you are quoting, and any literature you wish to include. Minimum product specifications are provided below; you are welcome to exceed or better these expectations. MINIMUM PRODUCT SPECIFICATIONS Cap - 100% Polyester with corrugated cardboard inside cap Gown - 100% Polyester Fully Pleated Matte Finish with Nylon Zipper. Gowns must match specified school colors (up to three colors). Tassel - 9" long with 6" looped cord for hanging with charm of "year" of graduation included Please describe any related products or merchandise which your company typically provides as added value to the customer (i.e. bundled products, such as diplomas/diploma covers, etc.): PRICE QUOTATION Please provide your price quotation for Gowns, Caps and Tassels. If your company provides additional products which you would like us to consider in your overall value proposition, please indicate the product, fill in the itemized price, and include at least three samples with your response. Graduation Gowns, 100% Polyester with pleats, matte finish $ Each In up to three matched school colors Graduation Caps, 100% Polyester with corrugated cardboard inside cap $ Each Tassel - 9" long with 6" looped cord for hanging "year" charm $ Each "Added Value" Product (specify): $ Each "Added Value" Product (specify): $ Each "Added Value" Product (specify): $ Each Donation of Product Please indicate whether or not your company typically donates caps and gowns at no cost for students in financial need Yes No. If you checked "Yes," please indicate the quantity your company would be willing to donate each year. RFQ High School Graduation Caps & Gowns Page 9

10 SPECIALTY PRODUCTS (optional) Please provide your quote for the following related specialty products, if your company provides them: Honor Cord $ Each Valedictorian Medallion or Neck Ribbon $ Each Salutatorian Medallion or Neck Ribbon Staff Gown Academic Hoods for Faculty $ Each $ Each $ Each Please indicate any additional products that you would like to offer, with itemized pricing. IMPORTANT: PLEASE SIGN and DATE THIS QUOTATION, AND RETURN IT WITH THE DISTRICT REQUIRED FORMS, AND YOUR SAMPLES. UNSIGNED OR INCOMPLETE RESPONSES WILL NOT BE CONSIDERED. Vendor Name: Address: Fax No. Website: Tele. x Authorized Signature Date Title: RFQ High School Graduation Caps & Gowns Page 10

11 DISTRICT REQUIRED FORMS Fill in, sign and return all forms with your Quotation - Contractor Certification of Qualifications - Non-Collusion Affidavit - Contractor Certification re: Alcohol/Tobacco - Contractor Certification re: Drug Free Workplace

12 Qualification Certification I, the undersigned, certify and declare, with specific reference to the California False Claims Act, Government Code sections 12650, et seq., that I have reviewed all of the information presented in this submittal and know their contents. The matters stated in the submittal are true of my own knowledge and belief, except as to those matters stated on information and belief, and as to those matters I believe them to be true. I also hereby certify that the company submitting this proposal is in good standing with the Universal Service Administrative Company and the Schools and Libraries Division of the Federal Communications Commission, and that no funding has been withheld the company under the E-Rate program as a result or suspicion of fraud, misrepresentation, or intentional noncompliance with program requirements. Further, I certify in signing this form that I agree to abide by all rules, regulations, and requirements imposed upon a Service Provider by the Universal Service Administrative Company and the Schools and Libraries Division of the Federal Communications Commission. I declare under penalty of perjury that the foregoing is true and correct. DATE: CONTRACTOR NAME Signature Printed Name & Title

13 NONCOLLUSION AFFIDAVIT TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID (Public Contract Code Section 7106) STATE OF CALIFORNIA County of (Authorized Representative), being first duly sworn, deposes and says that he/she is of, (Title) (Contractor/Company Name) the party making the foregoing bid; that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her price or any breakdown thereof, or the contents thereof, or divulged information of date relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member of agent thereof to effectuate a collusive or sham bid. (Signature) (Typed Name) SUBSCRIBED BEFORE ME on this day of, 20. (Notary Public) My Commission Expires:

14 - Contractor s Certificate Regarding Alcoholic Beverage and Tobacco-Free Campus Policy The CONTRACTOR agrees that it will abide by and implement the TWIN RIVERS UNIFIED SCHOOL DISTRICT Alcoholic Beverage and Tobacco-Free Campus Policy, which prohibits the use of alcoholic beverages and tobacco products, at any time, on DISTRICT-owned or leased buildings, on DISTRICT property and in DISTRICT vehicles. The CONTRACTOR shall procure signs stating ALCOHOLIC BEVERAGE AND TOBACCO USE IS PROHIBITED and shall ensure that these signs are prominently displayed in all entrances to school property at all times. DATE: CONTRACTOR NAME Authorized Signature Printed Name & Title

15 Contractor s Certificate Regarding Drug-Free Workplace This Drug-Free Workplace Certification form is required from all successful bidders pursuant to the requirements mandated by Government Code sections 8350 et. seq., the Drug- Free Workplace Act of The Drug-Free Workplace Act of 1990 requires that every person or organization awarded a contract or grant for the procurement of any property or service from any State agency must certify that it will provide a drug-free workplace by performing certain specified acts. In addition, the Act provides that each contract or grant awarded by a State agency may be subject to suspension of payments or termination of the contract or grant, and the CONTRACTOR or grantee may be subject to debarment from future contracting, if the contracting agency determines that specified acts have occurred. Pursuant to Government Code section 8355, every person or organization awarded a contract or grant from a State agency shall certify that it will provide a drug-free workplace by doing all of the following: a) Publishing a statement, notifying employees that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in the person s or organization s workplace, and specifying actions which will be taken against employees for violations of the prohibition; b) Establishing a drug-free awareness program to inform employees about all of the following: 1) The dangers of drug abuse in the workplace; 2) The person s or organization s policy of maintaining a drugfree workplace; 3) The availability of drug counseling, rehabilitation and employeeassistance programs; and 4) The penalties that may be imposed upon employees for drug abuse violations; c) Requiring that each employee engaged in the performance of the contract or grant be given a copy of the statement required by subdivision (a) and that, as a condition of employment on the contract or grant, the employee agrees to abide by the terms of the statement. I, the undersigned, agree to fulfill the terms and requirements of Government Code section 8355 listed above and will (a) publish a statement notifying employees concerning the prohibition of controlled substance at the workplace, (b) establish a drug-free awareness

16 program, and (c) require each employee engaged in the performance of the contact be given a copy of the statement required by section 8355(a) and require such employee agree to abide by the terms of that statement. I also understand that if the DISTRICT OFFICE determines that I have either (a) made a false certification herein, or (b) violated this certification by failing to carry out the requirements of section 8355, that the contract awarded herein is subject to termination, suspension of payments, or both. I further understand that, should I violate the terms of the Drug-Free Workplace Act of 1990, I may be subject to debarment in accordance with the requirements of sections 8350 et. seq. I acknowledge that I am aware of the provisions of Government Code sections 8350 et. seq. and hereby certify that I will adhere to the requirements of the Drug-Free Workplace Act of Date: CONTRACTOR NAME Signature Printed Name & Title