SPECIFICATIONS The bid must include the price on a flat cost-per-copy basis. The cost to the school/district will be determined by multiplying the number of copies made by the quoted cost per copy. Copy volume may be determined either by a company representative visiting each site to take monthly readings or by providing a toll-free phone or fax number for the school bookkeeper to report meter readings from each machine. The vendor will include a sample invoice with the bid. Each location will receive a separated invoice listing the total number of copies from each machine, total for each location, and the total due. A district summary billing is to be provided to central office. The vendor will provide at least one day of training at each location. The vendor will include startup supplies to each location. The period of contract for this bid will cover from July 01, 2015 through June 30, 2018, renewable at the option of both parties for an additional twenty-four months. The cost of installation and placement shall be borne by the winning bidder. The winning bidder is to guarantee no copy machine will be out of service for more than 24 hours. Help desk support is to be provided at no additional charge for network related issues. Each location on our worksheet (page 1 primary machines) shall have one new Segment III machine rated at least at 60 pages per minute with the capability listed on the worksheet. Additionally, at least one machine at central office and each school must have the capability to color copy and fax. Supplemental machines are to be provided at each location similar to what we are now using and the per copy cost should be no more than our Segment III machines. Supplemental machines need not necessarily be new machines. Fees for any additional services such as hole punching or other capability that may arise during the term of this agreement is to be negotiated between the winning vendor and the district Purchasing Clerk. Bidders understand that the Board of Education must approve bills prior to payment a process that sometimes results in payments extending past 30 days of invoice date. No late charges are to be billed under any circumstance. Any selling or transfer of the rental agreement to a third party may result in the immediate cancellation of the agreement. The board retains the right to cancel this agreement should the winning bidder sell out or transfer this rental agreement. Upon termination or non-renewal of any rent agreement or contract, vendor will remove the machines from the property controlled by the LaRue County Board of Education within 14 business days. There shall be no return or shipping fees assessed or paid by the LaRue County Board of Education.
GENERAL BID INSTRUCTIONS AND CONDITIONS A. ACCEPTANCE OF BIDS: The Board of Education reserves the right to accept the lowest or best bid, to reject any or all bids, to waive any irregularities or informalities in bids received where such acceptance, rejection or waiver is considered to be in its best interest. The Board of Education also reserves the right to reject any bid where evidence or information submitted by the bidder does not provide satisfactory proof that the bidder is qualified to carry out the details of the contract. The bidder must conform to the details of this bid and worksheet. Any deviation from the instructions in this bid may result in rejection by the Board. B. BID DOCUMENTS: The bid must be submitted in a spreadsheet format, signed and dated. Your bid is to be in a sealed envelope clearly marked COPIER BID on the front. The certificate of compliance shall be signed and returned with the bid. It is your responsibility to include your vendor contract number with your bid. C. SPECIFICATIONS: Specifications are attached and are a part of this proposal. All material or services furnished must be in conformity with the specifications and will be subject to inspection and approval of the Purchasing Clerk after delivery. The right is reserved to reject and return at the risk and expense of the supplier, any item that may be defective or fail to comply with these specifications. It is important that each person submitting a bid follow carefully the specifications detailed herewith. The bidder is instructed to complete all blanks and spaces where information concerning any item is requested. Only items meeting the requirements are to be quoted on the regular bid form. The Board of Education reserves the right to waive compliance of any material or services with any particular specification where such waiver is considered to be in its best interest, including but not limited to cases where such waiver is necessary due to technical errors or inconsistencies in the preparation for such specifications. D. PERORMANCE BOND: The Board of Education reserves the right to determine the ability of any bidder to perform the work, and any bidder shall, upon request, furnish such information as may be necessary to determine such ability, including performance bond, if requested. E. EXCUSE FOR NON-PERFORMANCE: The successful vendor(s) shall be excused from performing hereunder during the time and to the extent that they are prevented from obtaining, delivering or performing in the customary way because of fire, strike, partial or total interruption of, loss or shortage of transportation facilities, lockout, commandeering of raw materials, products, plants, or facilities by the government when satisfactory evidence thereof is presented to the other party, providing it is not due to the fault or negligence of the party not performing.
F. PENALTIES: In case of default by the vendor, the Board of Education may procure the articles or services from other sources and may deduct from any unpaid balance due the vendor the amount of the excess cost so paid, and the price paid shall be considered the prevailing market price at the time such purchase is made. G. TAXES: The Federal Excise Tax and the Kentucky Sales and Use Tax are not to be imposed, as the Board of Education will furnish the successful bidder with proper tax exemption certificates upon request. H. PRODUCT EVALUATION: Items will be disqualified that do not meet specifications or the accepted equal. If a product is purchased and it is later established that said product fails to comply with these specification and conditions, the item will be rejected and returned to the supplier at the supplier s expense. No item shall be considered satisfactory that does not conform to our usual accepted methods, use, application, storage, handling or delivery. The decision concerning the satisfactory use and performance of any item on this bid shall be that of the Educational and Business Staff of the Board of Education. I. BRAND NAMES: The brand or trade name, manufacturer s name, and/or catalog number must be given in the column provided. If bidder fails to indicate brand or trade name, where requested, the item bid may be disqualified. J. NEW EQUIPMENT: At least one Segment III machine per location must be new, incorporating digital technology as defined by Buyer s Laboratory. LaRue County Board of Education shall be the first user of the digital equipment. The equipment cannot have been installed previously at any other location as a used or demonstrator model. All equipment must be current production model by equipment manufacturer. Vendor should include documentation with date of introduction of each proposed model and shall validate that no replacement models are scheduled for release within 45-days. This assumes one machine per school and central office. K. DELIVERY: The contractor agrees to furnish and deliver the items within the terms of the contract as the Purchasing Clerk may prescribe. All costs for delivery, including damage and freight, and for the packaging of said articles are to be borne by the bidder, and must be included in your bid prices. If during the period of the contract it is necessary that the Purchasing Clerk place toll or long distance telephone calls in connection therewith (for complaints, adjustments, shortages, failure to deliver, etc.) it is understood that the vendor will bear the charge or expense for all such calls. L. K. O. S. H. A. STANDARDS AND HAZARD COMMUNICATION STANDARD 1910.1200: If applicable, all materials and services must meet or exceed K.O.S.H.A. (Kentucky Occupational & Safety Health Act) standards, and must comply with the Hazard Communications Standard 1910.1200 of the Occupational Safety & Health Administration.
M. BIDS: The Purchasing Clerk will make tabulations and each qualified bidder will be mailed a formal tabulation after the Board of Education has taken official action. The Board of Education meetings are normally held on the third Monday of each month. Bidders are requested not to call the Purchasing Clerk for a tabulation of the bids. Each bid must be in a separate sealed envelope with the bid name appearing on the front of the envelope. No bid can be corrected, altered or signed after being opened. The Board of Education will not be responsible for errors or omissions on the part of bidders in making up their bids. Any bids received unsigned will be rejected. All regular bids must be submitted in accordance with specifications on the bid form supplied with this invitation. The submission of a bid certifies that the product meets any and all specifications. For clarification relative to this bid, contact Jay Taylor, Purchasing Clerk, LaRue County Board of Education, 208 College Street, Hodgenville, Kentucky, 42748. Telephone (270)358-4111. N. PRICES: All prices quoted by the various bidders must be firm for a maximum period of sixty days to allow bid acceptance by the Board of Education. If awarded the contract, the prices will then be firm for the time period indicated. All prices and quotations must be ink or typewritten. No pencil figures will be permitted. Mistakes are to be crossed out and corrections inserted adjacent thereto and initialed by the person signing the bid. Also, corrections made with correction tape or fluid are to be initialed. Quote on each item separately. Prices must be stated in units specified herein. Bids that have clerical errors or irregularities will be interpreted as is. Unit prices should be listed, extended, and totaled. Should errors exist in the extended price, the unit price will prevail. O. THIRTY-DAY (30) OUT CLAUSE: Vendor must agree to a thirty-day out clause in the contract. LaRue County Board of Education has the right to cancel the entire contract due to the Vendor s non-compliance or equipment non-performance. The Vendor will be given a thirty-day notice in writing of cancellation P. OR EQUAL CLAUSE: Whenever, in any of the contract documents, an article, material or equipment is described by use of proprietary products or by using the name of a manufacturer of vendor, the term or equal if not inserted, is implied. The use of a specific article or manufacturer s name shall be constructed as indicating that type of equipment, design, general construction, quality and finish. Such use shall not be constructed as limiting or excluding any manufacturer s product of comparable quality, design and efficiency. SPECIAL CONDITIONS
AWARDING OF CONTRACT(S): The Board of Education reserves the right to award the contract based on the lowest and/or best bid. Low prices will not be the only criterion for awarding bids. COPIER SOFTWARE: Completed installation of copier by the vendor includes the installation of any software related to the copier, including drivers for network printing, any management software, and any other copier related software. Notifications of updates and support of installation of aforementioned software will be provided by the vendor at no cost. Support may include, if deemed necessary by the IT Director, a physical representative on location to assist in installation. Software is to be provided at no additional cost. DELIVERY LOCATION: The equipment listed herein will be delivered to the locations listed on the specifications attached. Successful bidders will deliver to the principal of each school the items that are to be received for that school. The successful bidder/bidders shall provide the appropriate equipment and personnel necessary to unload items at the receiving point. **Unloading means to remove the delivery items from the delivery vehicle and to place them on the location chosen by the principal or director, installed and fully operable. QUANTITIES: The quantities listed herein are not guaranteed; however the staff anticipates the minimum quantities listed. The bid price is to be firm regardless of whether future use increases or declines. The volume numbers are either estimates or based on history. IMPORTANT: DO NOT BID if you cannot meet the requirements listed above. SUBSTITUTIONS: If during the period of the contract, a vendor finds it necessary to make substitutions, they must obtain prior written approval from Jay Taylor, Purchasing Clerk. PURCHASE REQUIREMENTS: All deliveries must be made to the location indicated on the purchase order. All invoices must show the Board of Education s purchases order number, date of delivery, name of location and list of items delivered by item name. Do not bid any special groupings other than those listed herein. ESTIMATED COPIES PER MONTH
Location # of Copies LCHS 118096 EAST LCMS 32172 WEST LCMS 85814 CO 25822 HES 122640 ALES 73578 TOTAL 458122 COPIER SPECIFICATIONS Segment I: 20-30 copies per minute Must have sorter and stapler Must duplex Access code capabilities Must be digital & networking Segment II: 30-45 copies per minute Must have sorter and stapler Must duplex Access code capabilities Must be digital & networking Segment III: 50-65 copies per minute Must have sorter and stapler Must duplex Access code capabilities Must be digital & networking BIDDING OPTIONS: (On per machine figure) Side stacker per machine CERTIFICATE OF COMPLIANCE
I read and understand the enclosed Bid Instructions and Conditions/Specifications and agree to comply in my bid proposal agreement with all terms/conditions stated in the above listed document. If for any reason non-compliance of any of these terms/conditions occurs the proposal will become null and void at the discretion of the LaRue County School District. Company Date Authorized Signature