Barrington Community Unit School District E. James Street Barrington, IL 60010

Transcription

1 Barrington Community Unit School District E. James Street REQUEST FOR BID Apple ipad Air 2 Case BID DUE MARCH 30, 2017 Points of Contact: LeeAnn Taylor (847) or ltaylor@barrington220.org (bid questions) Matt Fuller (847) or mfuller@barrington220.org (product/specification questions) 1

2 BARRINGTON COMMUNITY UNIT SCHOOL DISTRICT 220 REQUEST FOR BID Apple ipad Air 2 Case PUBLIC NOTICE Barrington Community Unit School District 220 Board of Education is accepting bids for high-quality cases to protect Apple ipad Air 2 devices. Specifications and bid documents are available March 15, 2017, at the Barrington Community Unit School District 220 Administrative Center,, Barrington, Illinois or may be obtained by contacting LeeAnn Taylor, Director of Fiscal Services & Asset Management, at (847) All Bid documents are due on or before March 30, :00 AM at the above address at which time, date and place the bids will be publicly opened and the contents announced. Dated this 15th day of March, 2017 Board of Education Barrington Community Unit School District 220 County of Lake, State of Illinois Sandra Ficke-Bradford Secretary Board of Education 2

3 BARRINGTON COMMUNITY UNIT SCHOOL DISTRICT 220 Apple ipad Air 2 Case REQUEST FOR BID 1.0 REQUEST FOR BID 1.1 GENERAL REQUIREMENTS Barrington Community Unit School District 220 is seeking a vendor to provide high quality protective cases comparable to UZBL Shockwave ipad Air 2 case, red/black with clear plastic stand, with a custom printed logo to fit 670 ipad Air 2 devices for Barrington Community Unit School District 220 schools. It is the intent of the Barrington CUSD 220 Business Office to solicit pricing for these items to ensure cost-effective pricing and installation. Specific information on required specifications of the cases is included in the bid document. In the event the vendor bids a case which it proposes is comparable to the specified manufactured product, the vendor shall be responsible for demonstrating that its product is comparable and conforming to these specifications. The vendor shall furnish a sample of its proposed product for inspection ISSUING OFFICE Any questions pertaining to the bid should be directed to: Bid: LeeAnn Taylor Director of Fiscal Services & Asset Management (847) or ltaylor@barrington220.org Product/Specifications: Matt Fuller, Assistant Superintendent for Technology & Innovation (847) or mfuller@barrington220.org 1.4 CLARIFICATION OF BID If any person contemplating submitting a bid is in doubt as to the true meaning of any part of the specifications or other proposed contract documents, he/she may submit a written request for an interpretation thereof. The Barrington Community Unit School District 220 will not be responsible for any other explanations or interpretations of the proposed documents. In the case of any doubt or difference of opinion as to the true intent of the specifications and in the case of any dispute between the parties under the contract to be entered there under, the decision of the Barrington Community Unit School District 220 shall be final and binding. Under no circumstances will a request for clarification alter the submission deadline stated in paragraph SUBMISSION OF BIDS The bid documents are due on or before March 30, 2017, at 11:00 AM and must be delivered to: LeeAnn Taylor, Director of Fiscal Services & Asset Management BARRINGTON COMMUNITY UNIT SCHOOL DISTRICT East James Street

4 All bids (an original plus two (2) copies) must be submitted enclosed in a sealed envelope plainly marked Bid ipad Air 2 Cases. The envelope must be addressed and mailed or delivered to the individual specified above. Bidders shall be responsible for actual delivery of bids during business hours at the above address. It will not be sufficient to show that a Bid was mailed in time to be received before scheduled closing time for receipt of bids. Facsimile or submissions of bids are not acceptable. Bids received after the specified time and date will be rejected and returned unopened. 1.6 BID OPENING All bids will be opened on March 30, 2017, at 11:00 AM at the following location: BARRINGTON COMMUNITY UNIT SCHOOL DISTRICT East James Street TERMS AND CONDITIONS PRICES GOOD FOR 90 DAYS Price is guaranteed for ninety (90) days after the date of the bid opening during which time the Board may act on the bid. 2.2 WARRANTY OF SERVICE The bidder must warrant that it will provide appropriately trained and certified personnel with regards to the provision of services identified above and that these services will be provided regardless of conditions that may negatively impact on the ability of the vendor to deliver other services. The bidder shall state the warranty available for each item. 2.3 MODIFICATION OR WITHDRAWAL OF BIDS Any respondent may withdraw its bid at any time prior to the scheduled closing time for the receipt of bids but the respondent may not withdraw its bid for a period of ninety (90) days after the scheduled closing time for the receipt of bids. Modification or corrections of a previously submitted bid are to be addressed in the same manner as the original bid and will be considered by the Barrington Community Unit School District 220 if received prior to the scheduled closing time for receipt of bids. Oral or telephonic (facsimile) modifications or corrections will not be recognized or considered. 2.4 DEVIATIONS AND EXCEPTIONS Deviations and exceptions from terms, conditions, or specifications shall be described fully, on the bidder s letterhead, signed and attached to the bid. In the absence of such statement, the bid shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder shall be held liable. 2.5 NO RELIEF FOR OMISSIONS All bids shall be submitted with each space properly completed. No claim for relief because of

5 errors or omissions in the bid will be considered. Bidders will be held strictly to their bids as submitted. Should a bidder find any discrepancies in, or omissions from any of the documents, or be in doubt as to their meanings, the bidder shall submit questions in writing. Fax or all written questions regarding the bid to LeeAnn Taylor, Director of Fiscal Services & Asset Management at ltaylor@barrington220.org or fax ( ) who will issue any necessary clarifications to all prospective bidders by means of written addenda. Fax or all written questions regarding product information to Matt Fuller, Assistant Superintendent for Technology & Innovation at mfuller@barrington220.org who will issue any necessary clarifications to all prospective bidders by means of written addenda. 2.6 ACCEPTANCE - REJECTION The Barrington Community Unit School District 220 reserves the right to accept or reject any and all bids, to waiver any technicality in any bid submitted, and to separate and accept any part of a bid deemed to be in the best interest of the Barrington Community Unit School District 220. Bids will be dated and time marked by the Business Office on or before the date and time that the bid is due. Receipt of a bid by the mail system does not constitute receipt of a bid by the Business Office. 2.7 TAXES Community Unit School District 220 is a public body and exempt from taxes. Therefore, bids should not include sales or excise tax. The District is exempt from paying Illinois Use Tax (Illinois Revised Stature, Ch. 230, and Para ) and sales to the District are exempt from Illinois Retailer s Occupation Tax (Illinois Revised Statute, Ch. 230, and Para. 441). The District is exempt from paying Federal Excise Taxes (IRS Ch. 32, subchapter G, Para. 4221). 2.8 FINAL AGREEMENT The written contract with the successful vendor will be a purchase order and, with referenced parts and attachments, shall constitute the entire agreement and no other terms and conditions in any document, acceptance or acknowledgment shall be effective or binding unless expressly agreed to in writing by the Barrington Community Unit School District 220. Additional non-service items may be procured via a purchase order if not included as part of the service package. 2.9 APPLICABLE LAW The resulting contract shall be governed under the laws of the State of Illinois. The vendor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct NON-DISCRIMINATION The Barrington Community Unit School District 220 is an Equal Opportunity Employer. The Board of Education has made it a matter of policy that it will not transact business with firms which are not in compliance with all Federal and State Statutes and Executive Orders pertaining to non-discrimination. The bidder must be in full compliance with the rules and regulations of the Illinois Fair Employment Practices Commission. A copy of the Board of Education Affirmative Action Statement along with other certifications is 5

6 attached hereto as Exhibit A and is required to be submitted with the bid CONTRACT ASSIGNMENT No right or duty in whole or in part of the vendor under this contract may be assigned or delegated without the prior written consent of the Barrington Community Unit School District 220 Chief Financial Officer or designee DISTRICT ABILITY TO NEGOTIATE While ipad Air 2 cases are inside of certain bidding limitations in Illinois, the District is requesting a bid from vendors. Following receipt of the bid the District may hold discussions with vendors regarding price and other conditions PUBLIC RECORDS ACCESS Bid openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract CERTIFICATION OF GOOD FAITH 2.15 OSHA Bidders must certify that they are not barred from proposing on this project as a result of conviction for either bid-rigging or bid rotating under Article 33E of the Criminal Code of A certification form is provided in these specifications (Exhibit A), which must be signed by a duly authorized agent of the proposing company and returned with your bid. Failure to do so shall disqualify your bid. Seller shall agree to comply with the provisions of the Occupational Safety and Health Act of 1970 and the standards and regulations issued there under and shall certify that all units furnished under this bid will conform to and comply with said standards and regulations ARM S LENGTH TRANSACTION Bids will be considered only if: 1) Bids are made without any connection with any other person or firm submitting a bid, 2) Bids are in all respects fair and without collusion, and 3) No member of the Board of Education of this district, nor central administrative office of this district is directly or indirectly interested in the bid or in any portion of the profits thereof WRITTEN DOCUMENTS PREVAIL Any interpretation of the proposed documents will be made only by an addendum duly issued by the Director of Fiscal Services & Asset Management or designee. A copy of such addendum will be ed or mailed to each person receiving a set of such contract documents. Bidders shall acknowledge receipt of each addendum issued in the space provided on the addendum. Oral explanations will not be binding. 3.0 SPECIAL TERMS AND CONDITIONS The award shall be made to the vendor with the bid, which the Barrington Community Unit School District 220 determines is in the District s best interest. From the total information

7 required, determination shall be made by the Barrington Community Unit School District 220 of the vendor s demonstrated financial, managerial and operational ability and resources to serve the Barrington Community Unit School District 220. Only bids from financially responsible organizations or individuals, as determined by the Barrington Community Unit School District 220, shall be considered. 3.2 Prices quoted shall be all inclusive. Prices quoted shall include all costs for shipping, handling, delivery, installation, cabling, training, etc. F.O.B. destination at school locations. No additional shipping cost or other costs will be paid. In computing transportation cost, bidders should not include any Federal transportation tax because the Board is exempt. 3.3 Number of ipad Air 2 cases intended for purchase: The District intends on purchasing 670 ipad Air 2 cases, comparable to the UZBL Shockwave Rugged for the ipad Air 2. Case should include rugged protection from inside air cells and outer ribs, cushioning ribs for the most shock absorption, clear and durable built-in screen protector, a removable kickstand, forward facing audio for amplified sound, red and black case with clear stand, ability to scan asset tag through clear plastic, openings available for all external ports, and two-color custom printed logo. 4.0 CONTRACT CANCELLATION 4.1 The Barrington Community Unit School District 220 may cancel this contract for breach, as determined by the Barrington Community Unit School District 220, which shall consider such items as, but not limited to: insufficient insurance coverage, failure to provide required period statements, failure to enforce required standards of service, or quality of service is unsatisfactory to the Barrington Community Unit School District 220. This may include any cessation or diminution of service including, but not limited to, failure to maintain adequate personnel, whether arising from labor disputes, or otherwise any substantial change in ownership or proprietorship of the vendor which in the opinion of the Barrington Community Unit School District 220 is not in its best interest or failure to comply with the terms of the contract. 4.2 The Barrington Community Unit School District 220 shall provide five (5) calendar days written notice of contract breach and unless within five (5) calendar days such neglect has ceased and arrangements made to correct, the Barrington Community Unit School District 220 may cancel the contract by giving ten (10) days notice, in writing, by registered or certified mail of its intention to cancel this contract. 4.3 Should the Barrington Community Unit School District 220 breach any terms or provisions of this contract, the vendor shall serve written notice on the Barrington Community Unit School District 220 setting forth the alleged breach and demanding compliance with the contract. Unless within ten (10) calendar days after receiving such notice, the allegation shall be contested or such breach shall cease and arrangements are made for corrections. The vendor or the Barrington Community Unit School District 220 may cancel the contract by mutual agreement giving ten (10) days notice, in writing, by registered or certified mail of its intention to cancel this contract. 7

8 5.0 PARTIES TO THE CONTRACT 6.0 INSURANCE The contract shall be between the Barrington Community Unit School District 220 and the successful bidder for the provision of services according to the terms set forth herein. The Director of Fiscal Services & Asset Management or designee shall be the representative of the Barrington Community Unit School District 220 responsible for the administration of the contract. 6.1 Vendor shall provide a certificate of insurance with its Bid submission for no less than $1,000, coverage for general liability, comprehensive insurance, personal injury, Worker's Compensation and property loss. The Vendor shall be responsible for maintaining insurance coverage in force for the life of this contract and any extensions. 6.2 Should any of the above described insurance be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to Barrington Community Unit School District In addition, the Vendor shall to the fullest extent permitted by law, indemnify, keep and save harmless Barrington Community United School District 220, their agents, officials and employees against all injuries, deaths, losses, damages, claims, patent claims, suits, liabilities, judgments, costs and expenses which may in any way accrue against the Board of Education or officials of the school district in consequence of granting this contract or which may in any way result of it where it is alleged or determined that the act was caused through negligence or omission of the Vendor or its employees or agents. 6.4 The Vendor shall, at its own expense, appear, defend and pay all charges of attorneys and costs and other expense arising from it or incurred against Barrington Community Unit School District 220 in any such action. The Vendor shall at its own expense discharge the same. 6.5 The Vendor at the Vendor s own cost and expense shall procure and maintain all insurance required and shall name the Barrington Community Unit School District 220 as Additional Insured on all contracts, except Workers Compensation and Professional Errors & Omissions coverages. 7.0 ENTIRE AGREEMENT 8.0 LICENSING The contract award and purchase order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance or acknowledgment shall be effective or binding unless expressly agreed in writing by the Barrington Community Unit School District 220. As required, the Vendor shall be financially responsible for obtaining all required permits, licenses, fees, and bonding to comply with pertinent resolutions and policies, Barrington Community Unit School District 220 regulations, and municipal, state and federal laws. 9.0 EXCUSED PERFORMANCE 8 If, because of riots, war, public emergency or calamity, fire, flood, earthquake, act of God, government restriction, labor disturbance or strike, business operations at the Barrington Community Unit School District 220 are interrupted or stopped, performance of this contract, with

9 the exception of monies already due and owing, shall be suspended and excused to the extent commensurate with such interfering occurrence. The expiration date of this contract may be extended for a period of time equal to the time that such default in performance is excused ILLINOIS PREVAILING WAGE RATES Where applicable (i.e., installation work) a minimum wage rate shall be paid in accordance with provisions of the Illinois Prevailing Wage Act (820 ILCS 130/0.01 et. seq.) with subsequent amendments thereto, and Federal Minimum Wage Legislation, with subsequent amendments thereto. In complying with the requirements of these before mentioned laws, the vendor should give special attention to the provisions dealing with the submission and posting of certain specified forms and documents BIDDER S QUALIFICATIONS AND INFORMATION 11.1 QUALIFICATIONS AND REFERENCES List of minimum of three (3) clients (preferably school districts) currently using your company s cases and must indicate high quality of service has been performed consistently. Bidder must have been in business, providing certification service, for a minimum of three years prior to the opening date of this bid. 9

10 List References: COMPANY NAME & ADDRESS PHONE NUMBER CONTACT PERSON

11 1.0 OVERVIEW BARRINGTON COMMUNITY UNIT SCHOOL DISTRICT 220 Apple ipad Air 2 Cases REQUEST FOR BID SPECIFICATIONS Barrington Community Unit School District 220 is seeking a vendor to provide high-quality ipad Air 2 cases comparable to UZBL Shockwave ipad Air 2 case red/black with a kick-stand. The vendor selected must be able to meet and satisfy the requirements and specifications outlined in this document. 2.0 REQUIREMENTS/SPECIFICATIONS 2.1 Rugged protection from inside air cells and outer ribs 2.2 Cushioning ribs for the most shock absorption 2.3 Extremely clear and durable built-in screen protector 2.4 Removable kickstand 2.5 Red and black case with clear stand, ability to scan asset tag through clear plastic 2.6 Openings available for all external ports 2.7 Two-color custom printed logo 2.8 Pre-production sample required for approval prior to final product 2.9 No more than 3% over/under-run accepted 2.10 Order date will be early-april 2017 with delivery required on or before May 10, 2017 MISCELLANEOUS All equipment will be delivered to Barrington High School, 616 W Main Street,. Inventory will be checked upon all deliveries by the CUSD 220 receiving department. 11

12 BID FORM A Description of Items Requested Qty Item Description Unit Price Extended Price 670 ipad Air 2 cases, comparable to the UZBL Shockwave Rugged for ipad Air 2. Case should include rugged protection from inside air cells and outer ribs, cushioning ribs for the most shock absorption, clear and durable built-in screen protector, a removable kickstand, red and black case with stand, ability to scan asset tag through clear plastic, openings available for all external ports, and two-color custom printed logo. Total 12

13 CERTIFICATIONS EXHIBIT A 1. BID-RIGGING AND BID-ROTATION The undersigned Participant or contractor hereby certifies that he is not barred from bidding on this contract as a result of a violation or conviction of either the bid-rigging or bid-rotation provision of Article 33E of the Criminal Code of 1961 as amended. 2. NON-COLLUSION AFFIDAVIT The undersigned Participant or agent states that he has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting, nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. 3. SEXUAL HARASSMENT CLAUSE The undersigned Participant is in full compliance with the requirements of section of the Illinois Human Rights Act (Public Act ) effective July 1, 1993, with respect to sexual harassment policies. The terms of that law, as applicable, are hereby incorporated into this contract 4. EQUAL EMPLOYMENT OPPORTUNITY CLAUSE The undersigned hereby certifies that the Participant is in compliance with the Equal Employment Opportunity Clause and the Illinois Fair Employment Practices. 5. CRIMINAL BACKGROUND INVESTIGATIONS Contractor/vendor is in compliance with Senate Bill 540, P.A , effective as of January 1, 1990, which states that criminal background investigations must be conducted by the Department of State Police on all employees working for contractors doing business with the school district who come in daily contact with children. 6. ILLINOIS DRUG FREE WORKPLACE ACT The undersigned, having 25 or more employees, does hereby certify pursuant to section 3 of the Illinois Drug-Free Workplace Act (30 ILCS 580/3) that it shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies, that it is not ineligible for award of this contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act. 7. NO SMOKING CLAUSE Participant agrees that he, his employees and sub-contractors, will abide by the District 220 no smoking policy on any District 220 property. By signing and notarizing this document, I state and declare that the Participant/Contractor listed below and I are in compliance, and will comply, with all of the Certifications listed herein. Signature Firm Address Address Date Participant/Contractor Phone NOTARY signature/date NOTARY STAMP: 13

14 BID SIGNATURE FORM EXHIBIT B The signature below certifies that the entire bid document is in order and that all instructions, specifications, rules and regulations as stipulated by Barrington Community Unit School District 220, the State of Illinois and the Federal Government will be adhered to and complied with. BID FORM CONCERNING SPECIFICATIONS FOR: ipad Air 2 Cases We, the undersigned, propose to deliver the equipment and supplies specified and at the prices listed on the enclosed Bid forms. FIRM NAME: ADDRESS: TELEPHONE #: ADDRESS: AUTHORIZED SIGNATURE: 14