Rutherford County Board of Education Marvin D. Odom, Director of Schools 2240 Southpark Drive Murfreesboro, TN 37128 (615) 893-5812 phone (615) 904-3766 Fax The Rutherford County Board of Education requests you to bid on items subject to these conditions: The Board reserves the right to increase or decrease amounts and/or quantities at its sole discretion. Quantities have been provided as an approximation and may be estimates of potential purchases and are not necessarily guaranteed initial purchase quantities. RCBOE is a tax exempt organization. The Bidder is responsible for and bid cost must reflect any/all sales and use tax for the materials and or equipment. This bid is ultimately subject to funding. RCBOE reserves the right to waive any formalities to accept any bids as a whole, split bid, and/or accept any individual item or items within a bid or to reject any or all bids whichever is in the best interest of RCBOE. The Board reserves the right to reject any/and all bids for any reason. Items of various manufacturers may be bid; however, it is the responsibility of the bidder to satisfy the Board s representative that substituted items are equal to or better than the specified items. All items bid however, must be of such character, quality and design as will serve the purpose for which it is intended to be used equally as well as that specified, and be equally suitable to the needs of the RCBOE. When submitting on items other than specified, include complete specifications on the items submitted. When no reference is made by the bidder to the make or grade proposed to be furnished it is understood that the specific article or services named in the bid are to be furnished. The bidder will abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission, but shall fully address the intent and meaning of each aspect of the specifications. The Board s representative shall make all determinations in regard to equal to or better than. By submission of this bid the vendor agrees to all terms and conditions stated therein. Disputes or legal matters will be litigated in Rutherford County or the Middle Tennessee District. Issuance of the purchase order will be the award notice. Awarded bidder shall indemnify, defend, save and hold harmless RCBOE, its officers, agents and employees from all suits, claims, actions or damages of any nature brought because of, arising out of, or due to breach of the agreement by Bidder, its subcontractors, suppliers, agents, or employees or due to any negligent act or occurrence or any omission or commission of bidder, its subcontractors, suppliers, agents or employees submitted on the attached form and signed by the bidder. All bids are to be complete in every detail as required. Those that are incomplete, contain irregularities or are not in accordance with the specifications may be rejected. All bids are to be sealed and marked with the bid number on the outside of the envelope. Bids can be hand delivered or mailed before the bid date and time. Bids submitted by Fax or E-mail will not be accepted. Bids are to be valid for a minimum of sixty (60) days or until awarded whichever comes first. - Empowering Today s Students to Grasp Tomorrow s Opportunities - Page 1 of 5
It is the bidder s responsibility to comply with all local, state, and federal laws, regulations, statues, codes, licensing, permits, ordinances, and other requirements. The bidder must be prepared to substantiate compliance upon request by the Board s representative. In the event a bidder fails to preform, RCBOE reserves the right to begin negotiations with the next best bidder. RCBOE reserves the right to terminate this agreement with or without cause at anytime. Bid prices shall include delivery of all items F.O.B. destination. The term F.O.B. destination shall mean delivered and unloaded in-house or on-site service, with all charges for transportation and unloading prepaid by the bidder. It is the bidder s responsibility to submit a completed IRS Form W-9 or their social security number before any invoices can be paid. Bids may not be awarded to any party which is debarred or suspended or is otherwise excluded for participation in Federal assistance programs under Executive Order 12549, Debarment and Suspension. Any and all bidders, and bidder employees, and any bidder sub-contractors and its employees that perform any services at Rutherford County Schools must submit to a criminal history records check, at the bidders expense, conducted by the Tennessee Bureau of Investigation and the Federal Bureau of Investigation prior to permitting the employee to have contact with students or enter school grounds when students are present. Reference Tennessee Code Annotated Section 49-5-413. Bidders are to complete the Criminal Background Compliance Affidavit and return with the bid documents. If a contractor, has five or more employees receiving pay, the contractor shall have a drug-free workplace program that complies with Title 50, Chapter 9 of the Code of Tennessee. Contractor shall ensure that it is in compliance with Public Acts, 2000, Chapter No. 919. Contractor to complete the attached Drug-Free Workplace Compliance Affidavit and return with their bid documents. Per Tennessee Code Annotated Title 12, effective July 1, 2016: By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to Title 12-12-106. If any additional information is needed, please contact Lynn Pater at 615-893-5812 extension 22015. All bids could, if the Board of Education chooses, be awarded on a line item basis. Bidder agrees that no person on the grounds of handicap, age, race, color, religion, sex or national origin, shall be excluded from participation in, or be denied benefits of, or be otherwise subjected to discrimination in the performance of this agreement, or in the employment practices of the bidder. Bidder shall upon request show proof of such nondiscrimination, and shall post in conspicuous places available to all employees and applicants notices of non-discrimination. Bidder covenants that it complies with the Fair Wage and Hour Laws, the National Labor relations Act, and other federal and state employment laws as applicable. Bidder covenants that it does not engage in illegal employment practices. Bidder covenants that it has no public or private interest, and shall not acquire directly or indirectly any interest that would conflict in any manner with the provision of its goods or performance of its services. The Rutherford County Board of Education reserves the right to award this bid on QUALITY, PRICE, AND AVAILABILITY OF THE PRODUCT SPECIFIED. Specifications and instructions are as follows: - Empowering Today s Students to Grasp Tomorrow s Opportunities - Page 2 of 5
The Rutherford County Board of Education intends, by this bid, to purchase Travel Accommodations for Oakland Middle School s Band Trip to Disney World in Orlando, FL. Departure date is to be February 15, 2019 at approximately 5:00 p.m. and returning, February 18, 2019 at approximately 9:00 p.m. Package to include the following: Roundtrip Motor Coach Transportation 2 Nights Hotel Accommodations Orlando, Florida (Saturday and Sunday) Hotel to include Deluxe Continental Breakfast Buffets for the 2 nights of stay Private Security Guard at the Hotel each night Lunches and Dinners on their own Two Day Hopper Pass to Walt Disney World Resort to include: Magic Kingdom, Disney s Hollywood Studios, Epcot, and Disney s Animal Kingdom Participation in Disney Magic Music Days Workshop Services of Tour Representative throughout the Whole Trip (starting at the school) Tour Company must be a member of the Student Youth Travel Association (SYTA) Tour Representative must have at least 5 years prior experience with Middle School Students Group Insurance with $1,000,000 Liability Coverage and must be provided to Rutherford County Schools within 10 days of bid acceptance All applicable taxes and gratuities All Promotional material, trip flyers, and final documents Detailed itinerary must be enclosed with bid Travel Packet with detailed directions and maps for bus driver Four complimentary packages Adult Packages Please attach along with the pricing listed below prices for the following: Triples and Doubles for Students with price breakdowns at 40+, 60+, 80+, and 100+ students. Also, Quads, Triples, Doubles, and Singles for Adults I have read the above specifications and agree to all therein. By submission of this bid I do certify that all items are equal to or better than those specified. Therefore, I submit the following bid: 1. Complete package per person based on Quad Occupancy (40-59 paying passengers) $ 2. Complete package per person based on Quad Occupancy (60-79 paying passengers) $ 3. Complete package per person based on Quad Occupancy (80-99 paying passengers) $ 4. Complete package per person based on Quad Occupancy (100 + paying passengers) $ Bids must be sealed and marked Bid Number 3354, due 2:00 p.m., September 5, 2018 and submitted to the Rutherford County Board of Education; Attn: Lynn Pater, Purchasing Agent; 2240 Southpark Drive, Murfreesboro, TN 37128 prior to bid time. Faxed or E-mailed bids will not be accepted. Company Name Person Submitting Address City, State, Zip Code Company Authorized Signature Phone Number Fax Number Date of Bid E-Mail Address Page 3 of 5
CRIMINAL BACKGROUND COMPLIANCE AFFIDAVIT STATE OF COUNTY OF The undersigned, principal officer of, an employer contracting with Rutherford County Board of Education to provide services having direct contact with children or access to grounds of a Rutherford County public school while students are on grounds, hereby states under oath as follows: Further affiant saith naught. Principal Officer 1. The undersigned is a principal officer of (hereafter referred to as the Company ), and is duly authorized to execute this Affidavit on behalf of the Company. 2. The Company submits this Affidavit pursuant to T.C.A. 49 5 4 13 as amended effective September 1, 2007 for entities entering into contracts with a local Board of Education where the company s employees will have direct contact with school children or access to the grounds of a school when children are present. It is the duty of the Company to require applicants supply a fingerprint sample and submit to a criminal history records check to be conducted by the Tennessee Bureau of Investigation and the Federal Bureau of Investigation prior to permitting the person to have contact with such children or enter school grounds and to take certain other actions based upon the results of the records check. If the company is providing services which will include services by subcontractors, the provisions of this section shall apply to all employees of the subcontractors as well. 3. The Company is in compliance with the terms of T.C.A. 49 5 413. STATE OF COUNTY OF Before me personally appeared with whom I am personally acquainted or proved to me on the basis of satisfactory evidence, and who acknowledged that he/she is the of and is authorized to execute this instrument on behalf of the principal for the purposes therein contained. Witness my hand and seal at office this day of, 20. Notary Public My commission expires: Page 4 of 5
DRUG FREE WORKPLACE AFFIDAVIT STATE OF COUNTY OF The undersigned, principal officer of, an employer of five (5) or more employees contracting with Rutherford County Board of Education to provide construction services, hereby states under oath as follows: Further affiant saith naught. Principal Officer 1. The undersigned is a principal officer of (hereafter referred to as the Company ), and is duly authorized to execute this Affidavit on behalf of the Company. 2. The Company submits this Affidavit pursuant to T.C.A. 50 9 113, which requires each employer with no less than five (5) employees receiving pay who contracts with the state or any local government to provide construction services to submit an affidavit stating that such employer has a drug free workplace program that complies with Title 50, Chapter 9, of the Tennessee Code Annotated. If the company is providing construction services which will include services by subcontractors, the provisions of this section shall apply to all employees of the subcontractors as well. 3. The Company is in compliance with the terms of T.C.A. 50 9 113. STATE OF COUNTY OF Before me personally appeared with whom I am personally acquainted or proved to me on the basis of satisfactory evidence, and who acknowledged that he/she is the of and is authorized to execute this instrument on behalf of the principal for the purposes therein contained. Witness my hand and seal at office this day of, 20. Notary Public My commission expires:. Page 5 of 5