The Bibb County School District takes this opportunity to announce that we are requesting bids for the purchase of Texas Instruments Calculators. All bids should be delivered to the Bibb County School District Purchasing Department Suite 229, 484 Mulberry Street, Macon GA 31201. Bids will be accepted prior to Tuesday February 11 th, 2013 at which time they will be opened and examined by the committee. All bids will be evaluated as described in the attached document time is of the essence and any bids received after the announced time and date for submittal whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the time clock stamp in the Purchasing Department. Bidders are responsible for ensuring that their bids are stamped by Purchasing Department personnel before the deadline indicated. Late bids received will be so noted in the bid file in order that the vendor s name will not be removed from the subject commodity/service list. Late bids will not be considered. Enclosed is a bid packet, which outlines the items being solicited and instructions which describe the submission of the bid. If bid materials require additional envelopes, then all mailing articles must be combined together with the special envelope on top. If you wish to receive a copy of the bid results, enclose a self-addressed stamped envelope and a bid tabulation will be returned to you. Please include a current business license within your proposal. If you have any questions concerning this bid, please submit them in writing to Elaine M. Wilson, elwilson.purchasing@bibb.k12.ga.us. In addition, all communication relating to this bid solicitation, either before or after the bid opens, must be coordinated through the Purchasing Department. Your interest and participation in submitting a bid will be appreciated. Elaine M. Wilson Director, Procurement Services TENTATIVE TIMELINE IFB NUMBER: BID NUMBER, FISCAL YEAR 14-18 PRE BID MEETING NO Pre Bid needed for this solicitation IFB QUESTION DEADLINE January 24 th, 2014 IFB DUE DATE: February 13 th, 2014@ 11 AM LOCATION AND TIME DUE: 484 Mulberry Street, Suite 229 Macon GA 31201
Section A - Instructions to Bidders 1. General Information 2. Pre-Bid Conference 3. Bid 4. Price 5. Samples 6. Award 7. Brand Name 8. Marketing 9. Safety 10. Delivery 11. Inspection 12. Payment 13. Facility and Equipment 14. Removal of Material/Debris 15. Indemnification 16. Termination 17. Failure To Bid 18. Bid Summary 19. Bid Responses 20. Amendments/Addendums/Questions 21. Preparation and Submission 22. Term of Contract 23. Commencement Terms 24. Bid and Contact Security 25. Right to Reject Bid 26. Applicable Law 27. Examination of Contract Documents 28. Insurance and Risk Management 29. Bid Opening 30. Determination of Successful Bidder Section B Scope of Work and Technical Specifications TABLE OF CONTENTS Section C Purchasing Forms & Instructions Form A Certification Regarding Debarment Form B Disclosure Form Form C Certification Letter Form D Bibb County Vendor Registration Form Form E: Bid Form and Acknowledgement Form
GENERAL INFORMATION FOR BIDDERS: 1. From the issue date of this Invitation to Bid (ITB/IFB) and/or IFB (Request for Purchasing) until an award has been announced, vendors shall not communicate with any Bibb County School District employee, with the exception of the name stated on page one of this document or the Director of Purchasing, concerning this ITB/IFB/IFB or any information herein. The Board reserves the right to reject the bid response of any Offeror violating this provision. B. Whenever the terms shall, must, will, or is required are used in this IFB/ITB/IFB, the item being referred to be a mandatory requirement of this ITB/IFB/IFB and failure to meet any mandatory requirement may be cause for rejection of the bid. C. All amendments, addendums, and responses to questions will be posted on the BCSD Purchasing Department website, http://schools.bibb.k12.ga.us/site/default.aspx?pageid=468 and it is the bidder s responsibility to check this site on a regular basis. The Board will not be responsible for any information not viewed by bidders. 2. PRE BID INFORMATION: WE WILL NO HAVE A PRE BID MEETING FOR THIS IFB 3. BIDS A. The Board reserves the right to: (1) waive formalities and technicalities in any bid. (2) reject any and/or all bids when it will be in the best interest of the Board. (3) accept the bid that in BCSD s judgment will be in our best interest. (4) purchase from any source, in part or in whole any supplies, equipment or services. (5) award on individual items or on a lump sum basis. (6) award this bid to the vendor who in the Board's opinion is most responsive and responsible and will perform in the best interest of BCSD. B. Price alone may not be the determining factor in award of this bid. C. The bidder may give bids on any one or more items. Bidders may offer alternates that meet or exceed the product number listed unless otherwise specified. No substitutes will be accepted once order is placed. D. In the event of one or more vendors quoting the exact same price and this being the lowest price bid, we will award based off a coin toss. E. All bidders must submit their bid on the provided BCSD Bid Response Form. 4. PRICE: Prices quoted shall include all costs and charges to include, but not limited to, purchasing, packing, services described herein and transporting the equipment to specified location(s). BCSD is exempt from state sales tax. All fees shall be included in the bid price. Bidders must bid based on the bid unit listed using Bid Response Form(s) included with this ITB/IFB. The Board reserves the right to reject the bid response of any Offeror violating this provision.
5. SAMPLES: Samples are requested for this bid if bidding on item other than brand name listed on Bid Response Form. Samples shall be provided at no charge to BCSD and will become property of the BCSD, unless return is requested by the bidder in writing in their bid. Return of samples will be at bidder s expense and must be returned or picked up no longer than 30 days after bid closing date. Samples must be received by BCSD no later than the date requested on the first page of this document. 6. AWARD: This bid may be awarded to one or more vendors depending upon the specifications. 7. BRAND NAME: Bidders are required to indicate the brands and models of merchandise and/or services bid. Unless listed as brand/model only, brand names and models listed in specifications are used as a standard of quality and/or clarification of desired product and are meant to be descriptive and not restrictive. Successful vendors will only supply the brand/model they specify on the bid response form. 8. MARKETING: Merchandise in full cases shall have an identification marking on the outside of the case. Packing slip/list shall include the Purchase Order Number or contact name supplied by the Buyer. 9. SAFETY: Material Safety Data Sheets shall be provided for all applicable items and must accompany delivery. 10. DELIVERY: Delivery of all materials from this bid must be FOB destination to: Will be determined once the bid is awarded. However, the location will be within the Bibb County School District. Vendor is responsible for all delivery costs. Delivery date may be used as part of award criteria. 11. INSPECTION: All merchandise and services shall be subject to inspection after arrival at BCSD or completion of work. In the case any items are found to be defective or otherwise not in conformity with specifications or statement of work, the Board has the right to reject such items and/or services and return them at bidder s expense. 12. PAYMENT: BCSD shall make payment for goods and services within thirty (30) days upon receipt, inspection and acceptance by BCSD personnel and receipt of invoice. Payment may be made by check. 13. FACILITIES AND EQUIPMENT: The bidder shall be responsible for the protection of BCSD premises and property, and will be held liable for any damages caused by the bidder, bidder s employee(s) or bidder s agent(s) during the execution of purchase orders or contracts resulting from this ITB/IFB/IFB. 14. REMOVAL OF PACKING MATERIAL/DEBRIS: The bidder shall be responsible for the removal of all
packing material and debris when installing or delivering items that require installation. 15. INDEMNIFICATION: A. The bidder does hereby indemnify and shall hold harmless Bibb County School District, it s Board members, employees, agents, and servants (each of the forgoing being hereafter referred to individually as Indemnified Party ) against all claims, demands, causes of actions, actions, judgments or other liability including attorney s fees (other than liability solely the fault of the Indemnified Party) arising out of, resulting from or in connection with the Bidder s performance or failure to perform this agreement, including but not limited to: (1) All injuries or death to persons or damage to property, including theft. (2) Bidder s failure to perform all obligations owed to the bidder s employees including any claim the bidder s employees might have or make for privilege, compensation or benefits under any BCSD benefit plan. (3) Any and all sums that are due and owing to the Internal Revenue Service for withholding FICA, and unemployment or other State and Federal taxes. B. The bidder s obligation to indemnify the Indemnified Party will survive the expiration or termination of this agreement. 16. TERMINATION OF AGREEMENT/CONTRACT: Any agreement/contract resulting from this ITB/IFB/IFB may be cancelled by either party for just cause in writing 30 days prior to termination. 17. FAILURE TO BID: If you do not wish to bid, Please send an email to procurement@bibb.k12.ga.us, indicating you will not be bidding on this IFB. 18. BID SUMMARY: A bid summary shall be sent to all responding bidders and will be placed on the BCSD website. 19. BID RESPONSES: The BCSD will not be responsible for any bid responses not received at the posted time/location prior to bid due date/time. It is the responsibility of the vendor to insure bids are received at the proper time/location regardless of delivery method. 20. AMENDMENTS/ADDENDUMS/QUESTIONS: All amendments/addendums/questions will be posted to the BCSD website and it is the bidders responsibility to view any posted items. It is recommended that vendors refer to the website on a regular basis during the course of this bid. 21. PREPARATION AND SUBMISSION OF BIDS A. Bid forms must be filed in accordance with the following instructions: B. Bidders shall SUBMIT ONE (1) ORIGINAL, SIGNED AND DATED, AND TWO (2) COPIES on the forms provided in the Bid Documents. All Bids must be made on the Bid forms contained
herein. All blank spaces must be typed on hand written in blue ink. All dollar amounts must be BOTH in writing and figures and represent prices for the published scope of work without exceptions. Written prices prevail over number prices in the event of error. All corrections to any entry must be lined out and initialed by the Bidder. Please do not use correction tapes or fluids. Indicate all addenda incorporated in the Bid. Bids shall be signed by hand by an officer of principal of the Bidder with the authority to make a Contract. C. Bids by joint ventures, consortia, associations or partnerships shall designate one single participant to represent all those forming the bidding entity. Bids shall be signed by a duly authorized representative of the bidding entity and evidence of the Signatory's authority signed by and listing the full names and addresses of all participants in the bidding entity shall be attached to the Bid submittal. D. Bids must be sealed and clearly marked identifying the following information: Bidder's Name/Company Name and Address Bids shall be addressed to: Procurement Department, Suite 280 Bibb Count School District 484 Mulberry Street Macon, GA 31201 RE: BID NUMBER 14-19 BIDDER S MODIFICATION AND WITHDRAWAL OF BIDS: A Bidder may modify or withdraw its bid by written request, provided that the request is received by the district prior to the bid due date and time at the address to which bids are to be submitted. Provided further, that in case of an electronic request (i.e. facsimile, e- mail, etc.) a written confirmation thereof over the authorized signature of the Bidder must be received by the district at the address to which original Bids are to be submitted within three (3) calendar days after issue of the electronic message. Following withdrawal of its bid, the Bidder may submit a new, providing delivery is affected prior to the established bid opening date and time. No bid may be withdrawn after bid due date for sixty (60) calendar days. ADDENDA AND INTERPRETATIONS: No interpretations of the meaning of the Drawings, Specifications or other pre-bid documents will be made to any Bidder orally. Bidders requiring clarification or interpretation of the Bidding Documents shall make a request to Elaine Wilson, Procurement Director as indicated in the title page of the bidding documentation.
REQUIRED SUBMITTALS: The bidder must complete and execute the following: o Bid Form o Bid Schedule (If applicable) o Purchasing Forms as Indicated in the IFB/IFB o Compliance Forms as Applicable 22. TERM OF CONTRACT: The period of this Agreement shall consist of a series of Terms as defined below. The district is obligated only to pay such compensation under this Agreement as may lawfully be made from funds budgeted and appropriated for that purpose during the district s current fiscal year. 23. COMMENCEMENT TERMS: The "Commencement Term" of this Agreement shall begin on the date of execution of the Agreement in the year 2014, the starting date, and shall end absolutely and without further obligation on the part of the district on the 30 th of June. 24. BID AND CONTRACT SECURITY: 25. RIGHT TO REJECT BIDS: The BCSD has the right to reject a bid, if the bidder fails to be responsive within their submittal. 26. EXAMINATION OF CONTRACT DOCUMENTS Procurement Director, as well as one more representative appointed by the Bibb County School District. 27. INSURANCE A N D R I S K MANAGEMENT PROVISIONS: 28. BID OPENING: Will be done by the Procurement Office and the I.T. Department, posted online once the Bibb County Board of Education Approves the contract. 29. DETERMINATION OF SUCCESSFUL BIDDER: Bibb County School District desires to complete this work in a timely manner. The Contract will be awarded to the lowest responsive, responsible bidder(s), if awarded. 1) Responsibility: The determination of the bidder's responsibility will be made by the district based on whether the bidder meets the following minimum requirements: a) The BCSD reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the district that he/she is properly qualified to carry out the obligations of the Contract. b) Maintains a permanent place of business individually or in conjunction with the prime contractor. c) Has the appropriate and adequate technical experience. Designated Project Manager must be proficient in all aspects of contracted work. d) Has adequate personnel and equipment to do the work expeditiously. e) Has suitable financial means to meet obligations incidental to the work. 2.) Responsiveness: The determination of responsiveness will be made by BCSD based on a consideration of whether the bidder has submitted a complete Bid form without irregularities, excisions, special conditions, or alternative bids for any item unless specifically requested in the Bid form.
(Specifications) All Calculators MUST BE ORIGINAL NON REFURBISHED MACHINES, Directly for the ORIGINAL MANUFACTURE, ALL TEXAS INSTRUMENTS EQUIPMENT, NO SUBSTITUTIONS. PACKAGING AND SHPPING MUST BE INCLUDED IN THE PRICING These machines are ALL Texas Instruments Equipment, and we are seeking pricing as a PACKAGE DEAL We will AWARD TO ONLY ONE VENDOR. TI N SPIRE CX NAV 30 SYSTEM, 30 USERS QUANTITY OF THREE. STORAGE CASES FOR 30 NSPIRE AND 30 KEYPADS WITH HANDLE AND WHEELS, QUANTITY OF 8. TI N SPIRE CAS TEACHER SOFTWARE, QUANTITY OF 8. TEXAS INSTRUMENT, TI NSPIRE CS CAS COLOR GRAPHING CALCULATOR CLASSROOM PACK, QUANTITY OF 8. PLEASE NOTE WE WOULD LIKE TO ADD A SET OF 30 BLACK SLIDE CASE COVERS TO THIS CLASSROOM PACK. TEXAS INSTRUMENT TI 36X PRO SCIENTIFIC CALCULATOR, QUANTITY OF 1,840. TI SMARTVIEW EMULATOR SOFTWARD FOR THE TI-84 PLUS FAMILY SCHOOL MANAGED LICENSES, QUANITY OF 10. ALL EQUIPMENT MUST COME WITH MANUFACTUR WARRANTY OF AT LEAST ONE YEAR.
Purchasing Forms & Instructions Form A Form C Form D Form E Form F: Certification Regarding Debarment Disclosure Form Certification Letter Bibb County Vendor Registration Form Bid Form and Acknowledgement Form
FORM A: CERTIFICATION REGARDING DEBARMENT Certificate Regarding Debarment, Suspension, Ineligibility (Form must be completed and returned with bid.) The Bibb County School District is a recipient of Federal monies. As such we require that participating vendors not be debarred, suspended, ineligible or excluded from doing business with the Federal government or any agency thereof. The prospective participant certifies, by submission of the bid, that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from participation in this transaction by any Federal department or agency. Organization Name Name(s) and Title(s) of Authorized Representative(s) Signature(s) Date
FORM B: Non-Collusion Affidavit Non-Collusion Affidavit (Form must be completed and returned with bid.) Bibb County Board of Education, Macon, GA 31201 I state that I am of Title Name of Company And that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid and I state that this bid is made in good faith. I state that: 1. The price(s) and amounts of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder, or potential bidder; neither the approximate price(s) have been disclosed nor will they be disclosed before bid opening to any other contractor, bidder or potential bidder. 2. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complimentary bid., its affiliates, subsidiaries, officers, Name of Company Directors and employees are not currently under investigation by any government agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Bibb County Board of Education of the true facts relating to submission of bids for this contract. Name/Date Title or Position Signature
FORM C: CERTIFICATION LETTER Certification Letter (Form must be completed and returned with bid.) I certify that I have read and understand the terms and conditions herein. I further state that I am and/or my company is capable, able to, and will provide the requested product(s) and/or service(s) described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this ITB/IFB, I/we guarantee and certify that all items included in my bid meet or exceed specifications. I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this ITB/IFB and certify that I am authorized to sign this bid for the Contractor. SUBMITTED BY DATE TITLE EMAIL: COMPANY NAME ADDRESS CITY ST ZIP TELEPHONE NUMBER FAX NUMBER COMPANY WEBSITE SIGNATURE
FORM D: Bibb County Vendor Registration Form BIBB COUNTY SCHOOL DISTRICT PROCUREMENT DEPARTMENT 484 MULBERRY STREET, MACON GA 31201, 2 ND FLOOR, SUITE 229 VENDOR REGISTRATION FORM Thank you for your interest in doing business with Bibb County Public School system. In order to become an active vendor within our district, you will have to complete the following documentation. All formal solicitations over 30K, will be posted on the GPR and the Bibb County School District, Procurement Webpage. Please review the solicitations carefully because you may be required to respond electronically. We ask that you check the website on a regular basis, because the posting will be daily. Instructions*: All information must be provided in order to approve your vendor registration form. The NIGP Codes are three digits codes for categories of goods and services. You must select one (1), primary class code and up to six (6) secondary codes that your company can provide. You must have a valid Fed Tax ID Number or a Social Security Numbers The remit to address must be provided; this is where all PAYMENTS will be mailed. If the physical mailing address is different from the Remit to address, please indicate on the form. Please provide fax number and email address. Please select the preferred way of receiving Purchase Orders for processing, mail, email, or fax. The vendor is responsible for notifying the Procurement Office for all changes that may be requested on the Purchase Orders. The vendor is responsible for updating the vendor registration form, if anything changes are within the vendor file. The vendor must adhere to the E-Verify qualification, understand the Immigration Reform Act. Company Name: Company Address: Remit To Address: City: State: Zip: Country: Contact Name: Telephone Number: Fax Number: Email Address: Website: E-Verify Number: Minority Business: YES OR NO (Circle One) Federal Tax ID Number or Social Security Number: NIGP Class Code Primary: NIGP Class Code (Additional Codes) (Please use three digit commodity code) **Items marked with an asterisk are required fields. Form will be considered incomplete unless all mandated fields are completed**
Form G: Bid Form and Acknowledgement BIBB COUNTY SCHOOL DISTRICT BID FORM Product 1. TI N Spire CX Nav 30 System, 30 Users Quantity of Three 2. Storage Cases for 30 NSpire and 30 Keypads with Handle and Wheels, Quantity of 8. 3. TI N Spire CAS Teacher Software, Quantity of 8 Amount Per LINE 4. Texas Instrument, TI Nspire CS CAS COLOR Graphing Calculator Classroom PACK, Quantity of 8. PLEASE NOTE WE WOULD LIKE TO ADD A SET OF 30 BLACK SLIDE CASE COVERS TO THIS CLASSROOM PACK 5. TEXAS INSTRUMENT TI 36X PRO SCIENTIFIC CALCULATOR, QUANTITY OF 1,840 6. TI SMARTVIEW EMULATOR SOFTWARD FOR THE TI-84 PLUS FAMILY SCHOOL MANAGED LICENSES, QUANITY OF 10 BIBB COUNTY SCHOOL DISTRICT BID FORM AND ACKNOWLEDGEMENT 1 One (1) Proposal marked "Original" 2 Georgia Security and Immigration Contractor Affidavit(s) and Agreements 4 Bid Form and Certification Letter 5 Quote Sheet Based on Quantity and Type of System 6 Bid Package Forms (E-verify, Vendor Information Form)