INVITATION TO BID #EB 09-06
The Board of Public Education for the City of Savannah and the County of Chatham (hereinafter referred to as "the Board") is soliciting sealed bids for Emergency Bid - Classroom Desk for Jenkins as specified in this Invitation to Bid (ITB). The successful bidder(s) (hereinafter referred to as "the bidder") shall meet the terms and conditions set forth in this document and all attachments.
I. Standard Terms and Conditions of Bid
A. Pricing
No charge will be allowed for those federal, state or local sales and excise taxes where the Board is exempt by state and Federal law. A tax exemption certificate will be furnished by the Board to the successful bidder upon request.
The Board will factor any rebates offered for total dollar volume or quantities ordered over the performance period of this contract in the award of this bid.
NOTE: Although pricing will weigh heavily in the award of this contract, bidders will have to meet lead time, service and quality criteria to be considered a responsible bidder who is eligible for award. In the event the bidder wishes to provide items specified(s) above and beyond the stated requirements of this bid at no cost to the Board, these services should be identified and included in the bid response.
B. Shipping, Delivery, Terms of Payment & Invoicing
The Board requires orders to be shipped F.O.B. destination to the designated site. Since the successful bidder(s) will be responsible for all freight expenses, the selection of carrier shall be determined by the bidder.
Bidders shall guarantee delivery of supplies in accordance with such delivery schedule as may be provided in the specifications.
The Board's Purchasing Director reserves the right to charge the vendor for each day the supplies or services are not delivered in accordance with the delivery schedule. The per diem charge may be invoked at the discretion of the Board's Purchasing Director and said sum to be taken as liquidated damages and deducted from the final payment, or charged back to the vendor.
Title and risk of loss to the items shall remain with the bidder until the items in a completed state have been delivered to and accepted by the Board.
The successful bidder agrees to reference the following on all shipping documents and invoices:
1.) Purchase Order Number
2.) Serial Number (as applicable)
3.) Part Number/Description/Nomenclature
4.) Quantity Ordered
5.) Quantity Shipped
6.) Site Destination
Failure to ship order in its entirety will prevent payment of your invoices. Per Board policy, backorders will not be accepted. Accordingly, successful bidder(s) should not invoice until one shipment has been made for all items on order.
All invoices should be mailed to:
Savannah-Chatham Co. Board of Public Education
Attn.: ACCOUNTS PAYABLE
208 Bull Street, Room 119
Savannah, GA 31401
Terms of payment will be 2% 10th Net 40 Days.
C. General Specifications/Scope of Work
Specifications/Scope of Work for items/services to be purchased are detailed in the attached Specifications Sheet/Scope of Work "Attachment A" following Section III.
When reference is made in the bid specifications to manufacturer or brand name, such references are made solely to designate minimum acceptable levels of quality and do not indicate a preference.
In the event a bidder is offering another manufacturer and/or model number other than stated in the specification, the bidder must provide complete technical information, specifications, manufacturer's name, model number and a complete list of deviations from stated specifications. The burden of proof for documenting equality rests with the bidder. All determinations of the acceptability of an equal or alternate material or equipment shall rest with the Board staff and their decision shall be final.
Bids on equipment must be on standard, new equipment of the latest model and in current production, unless otherwise specified. Used, reconditioned or refurbished equipment is not acceptable unless otherwise specified.
All regularly manufactured stock electrical items must bear the label of the Underwriters Laboratories, Inc.
Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the bidder on notice to inquire of or identify the same from the Board.
D. Discontinuation of Equipment
In the event items requested are discontinued by the manufacturer, bidder shall substitute an equivalent replacement item from the same manufacturer at equal or lower pricing. Bidder shall advise of any anticipated discontinuations. Proposed replacement equipment must be submitted for review and approval prior to completion of any substitution.
E. Submittal of Objections
Objections from bidders to this Invitation to Bid and/or these specifications should be brought to the attention of the Board, Director of Purchasing. The bidder shall submit any objections in writing not less than (5) days prior to the opening of the bid. The objections contemplated may pertain to form and/or substance of the ITB documents and specifications. Failure to object in accordance with this procedure will constitute a waiver on the part of the bidder to protest this Invitation to Bid.
F. ITB Interpretations/Addenda
If any questions should arise pertaining to the ITB documents, the bidder may mail or fax a written request for interpretation to:
Savannah-Chatham Board of Public Education
Attn.: Joan Carter
Buyer
208 Bull Street, Room 213
Savannah, GA 31401
Fax No.: (912) 201-7648
Any interpretation of documents shall be made by addendum to the ITB. Copy of such addenda will mailed or faxed to each bidder receiving a set of documents. All requests for interpretation must be submitted on or before the close of business, 08/01/2008 05:00:00 PM. The Board shall not be responsible for any other explanation of questions submitted after this date. The Board shall mail, fax, or contact bidder for pickup of any addenda prior to the close of business on 08/04/2008 05:00:00 PM.
Any addenda issued during the time of the ITB shall be covered in submitted bids, and in closing the contract shall become a part thereof.
G. Failure to Bid
If a bid is not to be submitted but the bidder wishes to remain on the Board's list of bidders, the bidder should complete and return the Certification and MFBD Program Information document found in this packet marked No Bid.
H. Errors in Bids
Bidders or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting bid proposals. Failure to do so will be at the bidder's own risk. The bidder may withdraw a bid prior to the bid opening date and time by requesting to do so in writing.
I. Standards of Acceptance of Bid Proposal for Contract Award
The Board reserves the right to reject any and all bids and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a bid of any bidder as being unresponsive when such bidder cannot document its ability to deliver requested services or when investigation show it is not in a position to perform the contract.
J. Compliance With Laws
The bidder shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State, or County statutes, ordinances and rules during the performance of any contract between the Board and the bidder. Any such requirement specifically set forth in any contract document between the bidder and the Board shall be supplementary to this section and not in substitution thereof.
K. Indemnity Provisions
Where bidder is required to enter or go onto property to provide services or gather information, the bidder shall be liable for any injury (including death), damage or loss occasioned by negligence of the bidder, his agent, or any person the bidder has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising therefrom.
L. Cancellation/Default of Contract
In the event the successful bidder, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor at least thirty (30) days before that termination date. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.
M. Certification of Independent Price Determination
By submission of this bid, the bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, that in connection with this Invitation to Bid:
1. The pricing structure in this bid proposal has been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any bidder or with any competitor;
2. The pricing structure which has been quoted in this bid proposal has not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly to any other bidder or to any competitor; and
3. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.
N. Minority/Female Business Development Program
It is Board policy to improve opportunities for minority/ female businesses (M/FB) to participate competitively in bids/proposals for materials and supplies, and professional services. Participation goals are established for each fiscal year and are currently at 10% for African American and 5% for Female business enterprises.
All bidders must read and complete all documents included in Attachment C with all pertinent Exhibits.
O. Responsive Bidder Criteria
* Availability of Products/ Services
* Warranties/Guarantees
* Ability to Meet Equipment Specifications/Bid Conditions
* Documented Quality of Product and Manufacturer
* Service and Support Capability
P. Qualification of Bidder
A responsible bidder or proposer is defined as one who meets, or by the date of the bid acceptance can meet, all requirements for licensing, insurance, and service contained within this Invitation to Bid. The Board has the right to require any or all bidders to submit documentation of the ability to perform, provide, or carry out the service requested.
Q. Bid Clarification
The Board reserves the right to request clarification of information submitted and to request additional information from any and all bidders.
R. Compliance with Specification/Terms and Conditions
The Invitation to Bid, Legal Advertisement, General Terms and Conditions, Bid Submittal Instructions, Special Terms and Conditions, Specifications, Attachments to Bid, Vendor's Bid, Addendum, and/or any other pertinent documents form a part of the bidder's proposal or bid and by reference are made a part hereof.
S. Award of Contract
The contract, if awarded, will be awarded to the responsible bidder submitting the lowest pricing structure. Product quality, service issues and other factors stipulated above in Condition O must be met to the satisfaction of the Board for a bid to be considered responsive. Moreover, the Board will award the contract to the next most qualified bidder if the selected bidder is unable to execute a contract and provide delivery within the time parameters specified in this ITB.
In the case of a tie, bids shall be awarded on the following criteria:
1. Savannah-Chatham County Minority/Female Business Enterprise
2. Savannah-Chatham County Vendor
3. Metropolitan Statistical Area Vendor
4. Georgia Vendor
If no vendors meet any of the above criteria, then tie bids will be awarded by means of a coin flip performed by the buyer and witnessed by one other Board employee.
Any contract resulting from the acceptance of a proposal shall contain, at a minimum, all applicable provisions of this Invitation to Bid.
The successful bidder will be notified on the award of this contract by a Notice of Award letter from the Director of Purchasing or his/her designee.
The successful bidder or proposer shall not accept purchase orders under this Invitation to Bid or any amendment hereafter until a written Notice of Award is issued by the Purchasing Director or his designee. If the successful bidder does ship material or provide any services prior to receiving official notification, he does so at his own risk.
T. Vendor Performance
The successful bidder(s) will be evaluated by the Board over the duration of the contract period. Performance will be documented. Poor performance may result in the vendor being disqualified on future bids.
U. Signed Bid Considered Offer
The signed bid shall be considered an offer on the part of the bidder, and shall be deemed accepted upon approval by the Board. In case of a default on the part of the bidder after such acceptance, the Board may take such action as it deems appropriate, including legal action for damages or lack of required performance.
II. Bid Submittal Instructions
All bids must be prepared in the standard format described below in order to facilitate comparison and evaluation. Failure to follow the format or to address an area adequately may cause the proposal to be deemed unresponsive and therefore, be excluded from consideration. Any proposed deviation from the requested item/scope of services must be noted and fully explained.
A. Completion of Certification Form and MFBD Program Information Form
1. Complete the attached Certification Form. Include a contact person for this bid with a phone number where that person may be reached. Include this form as the first page of the submittal.
The bidder is also required to provide references, including phone number and a contact person, of at least three firms for whom similar items or services have been supplied.
2. Complete the MFBD Information Form with pertinent information for minority/female/majority designation.
3. Complete the Where Did You Hear About This Bid section. This information is for statistical use only.
4. Complete all pertinent documents within Attachment C.
B. Completion of Bid Submittal Form
For each item listed on the Bid Submittal Form, include the manufacturer and part number being bid and the unit cost for each item listed.
C. Bid Preparation and Submittal
All bids shall be:
* Typewritten or legibly printed in ink and signed by an authorized representative, with all erasures or corrections initialed and dated by the official signing the proposal. ALL SIGNATURE SPACES MUST BE SIGNED. Facsimile, printed, copied or typewritten signatures are not acceptable.
* Submitted in the provided manila envelope, which is plainly marked with the bid number and title, and date and time of bid opening. If proposal materials require additional envelopes, then the proposal package must be combined together with the special envelope on top.
* Submitted on bid proposal forms as included in this ITB and in accordance with instructions stated above.
* Mailed or delivered in sufficient time to ensure receipt by the Purchasing Director prior to the Public Bid Opening date and time. Whether sent by mail or by means of personal delivery, the bidder assumes the risk for having the bid deposited on time and at the place specified on the first page of this ITB. Late bids will be returned unopened to the bidder.
* Bids submitted by facsimile transmission will not be accepted.
* Considered an irrevocable offer for a period of sixty (60) days from the date of public bid opening.
Bidders are encouraged to review carefully all provisions and attachments of this document prior to submission. Each bid proposal constitutes an offer and may not be withdrawn except as provided herein.
Bidders shall provide two (2) copy(s) of submitted bid proposals containing all pertinent documentation. The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the bid proposal.
III. Special Terms and Conditions
The bidder agrees that the Board shall have the right to place purchase orders referencing EB 09-06 for quantities of listed items as the Board may require. The projected requirements are subject to increase or decrease contingent upon the availability of state and federal grants and local funding. The Board will award this contract on an "all or nothing" basis or on an item by item basis, whichever in the best interest of the Board.
A. Pricing
The bidder shall provide a unit price for each item on this ITB which will remain valid throughout the stipulated performance period or until delivery is completed. Price shall include the items as specified. If so stated in the bid specifications, the Board may request an option to renew the contract at the bid prices for a specified time period.
OR
The bidder shall provide a lump sum price totaling all items on this ITB.
B. Performance Bonds
If the specifications so state, the successful contractor may be required to furnish a performance bond equal to the full amount of the contract guaranteeing the faithful performance of such a contract. The performance bond shall be submitted to the Board upon execution of the contract and shall be maintained in full force and effect until the contract has been completed. The cost of the performance bond shall be borne by the successful contractor. The surety company furnishing such a bond shall be authorized to do business in the State of Georgia.
C. Samples/Demonstrations
The Board reserves the right to request samples after bids are opened and before the award is made. Samples, when requested must be submitted in accordance with instructions. Samples must be furnished free of charge and if not destroyed during testing will, upon request be returned at the bidders expense. A request for the return of samples must be made within 10 days following the opening of the bid. A call tag must be furnished and all shipping costs shall be at the bidder's expense. Each individual sample must be labeled with the bidders name and manufacturers brand name and part/model number.
The Board, at its discretion, may request a demonstration of offered equipment prior to bid award. This demonstration shall be at the expense of the bidder.
D. Warranty
The Bidder shall guarantee the products to be free of defects of material and/or workmanship for a period of at least 0 months from the date of delivery. Any additional warranty offered by the bidder should be so stipulated in the bid documents. If, during the warranty period, such faults develop, the successful bidder agrees to replace the unit or part affected without cost to the Board.
CERTIFICATION FORM
BOARD OF PUBLIC EDUCATION
FOR THE CITY OF SAVANNAH AND THE COUNTY OF CHATHAM
ITB # EB 09-06
The undersigned bidder certifies that he/she has carefully read the preceding list of instructions to bidders and all other data applicable hereto and made a part of this Invitation to Bid; and further certifies that the bid proposal submitted is in accordance with all documents contained in this Invitation to Bid package, and that any exception taken thereto may disqualify his/her proposal.
This is to certify that I, the undersigned bidder, have read the instructions to bidder and agree to be bound by the provisions of the same.
This __________ day of _________, 20 ______. By ____________________________________
Name (printed)
____________________________________ ________________________________________
Title Signature
______________________________________________________________________________
Company
______________________________________________________________________________
Address (Street. City, State , Zip)
____________________________________ ________________________________________
Phone No. Fax No.
____________________________________
Federal Taxpayer I.D. No.
____________________________________ ________________________________________
Contact Person for This Bid Phone Number
REFERENCES OF AT LEAST THREE ORGANIZATIONS SUPPLIED WITH SIMILAR ITEMS:1. Company Name:___________________________________________________________
Contact Person: ___________________________________________________________
Phone Number: ________________________ Fax Number: _______________________
2. Company Name:___________________________________________________________
Contact Person: ___________________________________________________________
Phone Number: ________________________ Fax Number: _______________________
3. Company Name:___________________________________________________________
Contact Person: ___________________________________________________________
Phone Number: ________________________ Fax Number: _______________________
Acknowledge Receipt of Addendum(s) #______ #______#______
MINORITY/FEMALE BUSINESS DEVELOPMENT PROGRAM
The Savannah-Chatham County Board of Education has established goals to increase participation of minority and female owned businesses. In order to accurately document participation, businesses submitting bids or proposals are encouraged to report ownership status. A minority or female business is defined as a business with 51% or greater minority or female ownership. Please check ownership status as applicable:
__ African-American
__ Asian American
__ Hispanic
__ Native American or Alaskan Indian
__ Female
__ Majority
HOW DID YOU HEAR ABOUT THIS BID?
(This information is for statistical use only)
__ Savannah News Press Legal Ad
__ Received Proposal Request By Mail
__ Visiting the Purchasing Office
__ The Herald Legal Ad
__ M/FBD Office Notification
__ Other _____________________
DISCLOSURE OF RESPONSIBILITY STATEMENT
- List any convictions of any person, subsidiary, or affiliate of the company, arising out of obtaining, or atttempting to obtain a public or private contract of subcontract, or in the performance of such contract or subcontract.
- List any convictions of any person, subsidiary, or affiliate of this company for offenses such as embezzlement, theft, fraudulent schemes, etc. or any other offenses indicating a lack of business integrity or business honesty which affect the responsibility of the contractor. List any convictions or civil judgments under state or federal antitrust statutes.
- List any violations of contract provisions such as knowingly (without good cause) to perform, or unsatisfactory performance, in accordance with the specifications of a contract.
- List any prior suspensions or debarments by any government agency.
- List any contracts not completed on time.
- List any penalties imposed for time delays and/or quality of material and workmanship.
- List any documented violations of federal or state labor laws, regulations, or standards, occupational safety and health rules.
I, ______________________________________________________,
Name of Individual Title & Authority
Of _____________________________________________________
Company Name
declare under oath that the above statements, including any supplemental responses attached hereto, are true.
_______________________________________________
Signature
State of _________________________________________
County of ________________________________________
Subscribed and sworn to before me on this _____ day of _____ 20_____ by representing him/herself to be of the company named herein.
CONTRACTING AFFIDAVIT AND AGREEMENT
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Savannah-Chatham County Public Schools has registered with and is participating in a federal work authorization program (any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.
By initialing in the appropriate space below, the contractor indicates the applicable deadline as established in O.C.G.A. 13-10-91:
| On or after July 1, 2007, to public employers, contractors, or subcontractors of 500 or more employees; |
| On or after July 1, 2008, to public employers, contractors, or subcontractors of 100 or more employees; |
| On or after July 1, 2009 to all other public employers, their contractors, or subcontractors. |
The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Savannah-Chatham County Public Schools, contract will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Savannah-Chatham County Public Schools at the time the subcontractor(s) is retained to perform such service.
_______________________________________________
BY: Authorized Officer or Agent
(Contractor Name) | __________________
Date |
_______________________________________________
Title of Authorized Officer or Agent of Contractor | |
_______________________________________________
Printed Name of Authorized Officer or Agent | |
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
_____DAY OF_______________________, 200__
_________________________________________
Notary Public
My Commission Expires:___________________
BID SUBMITTAL FORM
ITB #EB 09-06
ITEM | DESCRIPTION | QUANTITY | UNIT PRICE | TOTAL PRICE |
1 | Virco 3700BR Chair Desk, 3000 series, tablet arm, 4-leg, wire bookrack, 14 1/2" x 20" x 28" hard plastic top, 18" seat, nylon glides, hard plastic seat and back
Color: Surface: Gray 91, Seat: Red 70
Manufacturer:__________________________________
Model:_________________________________________ | 100 ea | | |
2 | Virco 3400BR Chair Desk, 3000 series, 4-leg combo unit, wire bookrack, 18" x 24" hard plastic top, 18" seat, nylon glides, hard plastic seat and back
Color: Sandstone
Manufacturer:__________________________________
Model:_________________________________________ | 100 ea | | |
| Total Bid Price | | | |
PRICING PROVIDED MUST BE DELIVERED AND INSTALLED PRICING.
DELIVERY CAN BE MADE WITHIN _____________ DAYS AFTER RECEIPT OF PURCHASE ORDER.
DELIVERY AND INSTALLATION CAN BE COMPLETED BEFORE 08/29/2008: (Y) ____(N) ______
FIRM SUBMITTING BID:
INDIVIDUAL SUBMITTING BID:
SIGNATURE: ____________________________________________
PAYMENT TERMS: ________________________________________
ADDENDUM RECEIVED: (Y) _______ (N) _______ (N/A) __________
EMAIL ADDRESS: _________________________________________
ATTACHMENT "A"
SPECIFICATIONS
ITB #EB 09-06
Emergency Bid - Classroom Desk for Jenkins
All bid postings on this web site are not intended to be official. This information is provided as a public service. Any information presented here is subject to revisions at any time and is reproduced from official documents of the Purchasing Department. In case of errors and/or omissions you are advised to contact the Purchasing Department for the current status of any bid posting. All bids and RFP's submitted to the Purchasing Department must be clearly marked with the Bid/Proposal name and number on the outside of the document.
GENERAL INTENT: The intent of these specifications is to describe the general type, character and quality of furniture to be purchased, delivered, and installed at Jenkins High School. Any deviations from these specifications must be clearly noted by the bidder. Adequate information to allow the Board to evaluate those exceptions must be submitted with the bid. Bidders, if bidding other than specified, are to clearly identify the manufacturer and the part number.
All specifications listed herein shall supersede any specifications
BRAND NAME: Brand names and code or model numbers referenced in these specifications is offered as point of reference in order for bidders to consider style, sizes, weights, and similar characteristics. Unless otherwise stated, the use of such brand names should not be interpreted as the exclusive brand desired. However, if other than the specified brand or model is offered, that brand and model number must be clearly indicated. Any item other than that specified or equivalent may result in its rejection.
INTERPRETATION OF THE TERM EQUAL: The Board of Education for the City of Savannah and the County of Chatham (hereinafter referred to as the Board) reserves the right to determine the quality of articles bid as alternates, equal, or approved equal, and further reserves the right to reject any or all articles so judges not equal. If any person who contemplates submitting a bid is in doubt as to the true meaning of any part of the conditions and/or specifications, he may submit to the Board a written request for any interpretation thereof, allowing sufficient time, if required for a reply to reach all those who received an invitation to bid and to be acted upon, if necessary, before the time and date of bid opening. The Board will not be responsible for any other interpretations or explanation of the specifications.
ILLUSTRATIONS: All bidders are required to furnish with their bid proposal full illustrations and detailed specifications on each and every item offered as an alternate. These cuts and specifications are to be arranged and labeled in numerical sequence according to the item number. The illustrations and specifications need not be submitted on items bid as specified. Failure to submit illustrations and specifications on items bid as alternates may, at the discretion of the Board, result in disqualification of this bid.
PERFORMANCE PERIOD: The resulting contract shall serve as a one-time purchase. The district reserves the right to purchase additional quantities for a period not to exceed ninety (90) days at the price submitted by the lowest responsive and responsible bidder.
METHOD OF BIDDING: Bids must be submitted on the basis of individual items. Unit price must be given for each article and the total price of each item must be extended, unless a lot price is requested. In case of discrepancy between unit price and total price, the unit price shall prevail. Prices quoted shall include inside delivery, installation, and dunnage removal and disposal.
It is intended that this bid represent the total and complete cost of furnishing, delivering, and installing the specified items.
DELIVERY AND INSTALLATION: All items shall be delivered to the site stated and set in place in the proper room(s) located at the site. All items shall be in ready-to-operate condition before acceptance by the Board. All prices must be FOB delivered and installed to the school site. It is the responsibility of the bidder to set up delivery time with the school. All deliveries shall be made to the address below. Delivery and installation must be completed by August 29, 2008.
Delivery Address:
Jenkins High School
1800 Derenne Ave.
Savannah, GA 31406
912-303-6300
BID ACCEPTANCE PERIOD: A ninety-day period from proposal closing date is generally allowed to review and evaluate responses. There is an expectation that all processes will be completed during this time. If we envision the process will not be completed by the end of the ninety-day period, the district will request a time extension. In the event no extension is requested, the solicitation shall be deemed canceled.
AMBIGUITY, CONFLICT, OR OTHER ERRORS IN BID: If a bidder discovers any ambiguity, conflict, discrepancy, omission or other error in the ITB, it shall immediately notify the Purchasing Director of such error in writing and request modification or clarification of the document. Modifications shall be made by issuing an amendment and shall be given by written notice to all parties who have received this ITB from the Savannah-Chatham Public School Systems Purchasing Department.
The bidder is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the ITB prior to submitting the proposal or it shall be deemed waived. The Board of Education will not be responsible for any oral instructions. All addenda shall be acknowledged by the bidder(s).
BID SUBMITTAL: Bidder(s) shall submit two (2) original documents along with one (1) CD-ROM copy of the Bid response. The bid response should be returned in a sealed envelope or package, addressed as directed on the Cover Page, and identified with the following information clearly marked on the outside on the envelope.
Name and Address of Bidder
ITB #
ITB Title
Due Date and Time
Savannah Chatham County School System will not accept bids submitted by facsimile.
BASIS OF AWARDING: If awarded, consideration will be given to any previous performance for the Board as to the quality of service and merchandise and with regard to the bidder's ability to perform, should he be awarded the bid. The Board reserves the right to accept that bid which, in its judgement, best serves the interests of the Board, without regard to the same being the lowest bid. The Board also reserves the right to split the award if in the best interest of the Board.
DAMAGE: The Contractor shall be held responsible for, and shall be required to make good at his own expense, any and all damages done or caused by him or his agent(s) in the execution of the contract.
CLEANING UP: The Contractor shall keep the premises clean and free from accumulation of waste materials and rubbish. This shall be done on a daily basis. At the completion of the work, he shall remove all waste materials and rubbish as well as all his tools, equipment, and surplus materials.
DETAILED SPECIFICATIONS:
Item 1
Virco 3700BR Chair Desk, 3000 series, tablet arm, 4-leg, wire bookrack, 14 1/2" x 20" x 28" hard plastic top, 18" seat, nylon glides, hard plastic seat and back
Color: Surface: Gray 91, Seat: Red 70
Item 2
Virco 3400BR Chair Desk, 3000 series, 4-leg combo unit, wire bookrack, 18" x 24" hard plastic top, 18" seat, nylon glides, hard plastic seat and back
Color: Sandstone
ATTACHMENT "B"
INSURANCE REQUIREMENTS
Before performing any work on the awarded contract, the successful bidder shall procure and maintain, during the life of said contract, insurance coverage as listed below. The policies of insurance shall be primary and written on forms acceptable to the Board and placed with insurance carriers approved and licensed by the Insurance Department in the State of Georgia and meet minimum financial A.M. Best & Company rating of no less than A:8. Further the contractor will provide copies of all insurance policies required thereunder. No changes are to be made to these specifications without prior written specific approval by the Board.
1. Worker's Compensation Insurance. Statutory in accordance with OGGA 34-9.
2. Commercial General Liability. Including but not limited to bodily injury, property damage, contractual and personal injury with limits of not less than $100,000 combined single limit per occurrence, $500,000 per project aggregate covering all work performed under this contract.
3. Automobile liability. Bodily injury and property damage including all vehicles owned, leased, hired and non-owned with limits of not less than $1,000,000 combined single limit covering all work performed under the contract. (Limits may be satisfied by combining an Umbrella form and Automobile Liability form for a combined total limit of $1,000,000). Each bidder shall submit a certificate of insurance and liability/collision coverage for drivers who will transport vehicles to and from Board property. The successful bidder shall be required to list the Board as additionally insured.
4. Umbrella Liability. With limits of not less than $1,000,000 per occurrence covering all work performed under this contract.
5. The Board, its officers and/or officials, employees and volunteers shall be named as insured sunder awarded bidder's insurance policy for the duration of this contract.
ATTACHMENT C
MINORITY /FEMALE BUSINESS PARTICIPATION PROGRAM
It is the policy of the Board of Public Education (owner) that minority and female business enterprises shall have the maximum opportunity to participate in school board projects. Consequently, Savannah-Chatham County Board of Public Education has established a goal of 10% for African American and 5% for Females. This shall in no way be considered as a fixed quota. The bidder who may receive contract award shall take all necessary and reasonable steps in accordance with this solicitation to insure that MFBEs have that maximum opportunity to participate in the resulting contract. The bidder shall not discriminate on the basis of race, color, national origin or sex in the award or performance of any subcontracts or purchase orders resulting from or relating to this solicitation. Moreover, the bidder shall take affirmative action and otherwise make good faith efforts as described in the section below entitled Good Faith Efforts to select contractors, vendors, and suppliers from certified MFBEs.
10% African American and 5% female - for a total of 15% of the total dollar amount. This goal may be met through joint ventures, subcontracts, materials and supplies purchases, or a combination of these methods.
If the bidder is unable to meet the goal, he must demonstrate his good faith efforts and document these efforts by completing the checklist for good faith efforts included herein. The bidder should also request, complete and submit with the bid a Request For Full Or Partial Waiver Of M/FBE Goals with the Cooperative Minority and Female Business Development Program at (912) 201-5572. Approval or denial of the waiver request will be determined by the Deputy Superintendent of Administration and the Superintendent of Schools.
The following completed documents are to be submitted with all bids:
1. Proposed schedule of minority and female business enterprise participation
(Exhibit #1)
2. Documentation of Good Faith Efforts (Exhibit #2)
The following completed documents are to be submitted with all bids if applicable:
1. Joint Venture disclosure requirement form (Exhibit #3)
The successful bidder will be required to submit in duplicate and one copy submitted with contractors request for monthly and final payments and the second copy directly to the cooperative minority and female business development program.
1. M/FBE monthly payment form (Exhibit #4)
DEFINITIONS OF MINORITY/FEMALE BUSINESS ENTERPRISE
A minority business enterprise is a business entity that is 51% owned and controlled by a minority person or persons that meets the criteria for a disadvantaged business. The owners must be a citizen or lawful permanent resident of the United States. The ownership interest must be real and continuous and not created solely to meet the minority business or minority contractor goals.
1. African - American - A person having origins in any of the Black racial groups of Africa;
2. Asian - American - A person having origins in any of the origins in any original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands;
3. Hispanic - American - A person of Spanish culture with origins in Mexico, South America, Central America or the Caribbean, regardless of race;
4. Native American - A person having origins of any of the original people of North America;
5. Female Business Enterprise - FBE - A business that is an independent and continuing enterprise for profit, that performs a commercially useful function, that is owned and controlled by one or more females.
Owned and controlled means a business;
A That is at least 51% owned by one or more minorities and females, or in the case of a publicly owned business, has at least 51 percent of its stock owned by minorities/female; and
B That has its management and daily business operations controlled by one or more such minority/women individuals. Vendors are encouraged to obtain a detailed copy of the Board of Educations Minority and Female Business Development Program Plan describing the guidelines and requirements for compliance. The complete program description also includes general policy, information sources, and reporting and record-keeping requirements.
The Cooperative Minority and Female Business Development Program office is located at 208 Bull Street, Room 313 Savannah, GA 31401, (912) 201-5572.
ATTACHMENT C - Exhibit #1
PROPOSED SCHEDULE OF M/FBE PARTICIPATION
NAME OF BIDDER/PROPOSER:____________________________ BID NO.:_____________
PROJECT TITLE:____________________________TOTAL BID AMOUNT: $_______________
NAME OF M/FBE PARTICIPANT | ADDRESS | TYPE OF WORK SUB-CONTRACTED | SUBCONTRACT VALUE |
| | | $ |
| | | $ |
| | | $ |
| | | $ |
| | | $ |
| | | $ |
AFRICAN-AMERICAN PARTICIPATION TOTAL VALUE: ______ % $______________
WOMEN PARTICIPATION TOTAL VALUE: ______ % $______________
OTHER MINORITY PARTICIPATION TOTAL VALUE: ______ % $______________
The undersigned will enter into a formal Agreement with the MBE Sub-contractors/Proposers identified herein for work listed in this schedule conditioned upon execution of a contract with the Savannah-Chatham County School Board.
Signature:___________________________________________
Title:_______________________________________________
Under penalties of perjury I declare that I have read the foregoing conditions and instructions and the facts are true to the best of my knowledge and beliefs.
Date:_______________________________________________
Signature:___________________________________________
Title:_______________________________________________
Note: The Board of Education Office of Minority and Female Business Development is available to identify qualified M/FBEs. Please contact the Office at (912) 201-5572.
MBE FORM 1 BID#EB 09-06 |
ATTACHMENT C - EXHIBIT #2
GOOD FAITH EFFORTS REQUIREMENTS
Vendors are required to submit with bidding documents evidence of good faith efforts utilized to ensure that minority and female enterprises are provided with the maximum opportunity of compete on this contract. Such good faith efforts of a bidder will include, but not limited to, the following:
Attendance at pre-bid meetings, if any scheduled to inform M/FBEs of subcontracting opportunities.
| Yes or No
If no, please explain: |
| Advertisements in general circulation media, trade association publications, and minority and female business enterprise media to provide notice of subcontracting opportunities. | Yes or No |
Communicating with the OMFBD seeing and identifying available qualified M/FBEs.
| Yes or No
If no, which agencies were used to identify potential M/FBE Subcontractors? |
Efforts made to select portions of work for subcontracting in areas with established availability of M/FBE subcontractors.
| Yes or No |
Providing a minimum of five (5) days written notice to known qualified M/FBEs that their interest in prime and subcontracting opportunities or furnishing supplies is solicited.
| Yes or No |
Efforts to negotiate with qualified M/FBEs for specific sub-bids, including reasons for rejections of any sub-bid offered.
| Please explain efforts: |
ATTACHMENT C - EXHIBIT #3
JOINT-VENTURE DISCLOSURE STATEMENT
If the prime bidder is a joint venture, please describe below the nature of the joint venture and level of work and financial participation to be provided by the Minority/Female joint venture firm.
Joint venture firms | Level of work | Financial participation |
| | |
| | |
| MBE FORM 2 & 3 BID #EB 09-06 |
ATTACHMENT C - Exhibit #4
M/FBE MONTHLY REPORT
NAME OF CONTRACTOR/CONSULTANT: _________________________________________
BID NO: _______________
PROJECT TITLE: ____________________________________________________________
DATE: ______________________________
PROJECT LOCATION: _________________
CONTRACT AMOUNT: $________________
NAME OF M/FBE PARTICIPANT | ADDRESS | TYPE OF WORK SUBCONTRACTED | MONTHLY PAYMENTS |
| | | $ |
| | | $ |
| | | $ |
| | | $ |
PERCENTAGE OF TOTAL CONTRACT: _____________%
PERCENTAGE OF OVERALL CONTRACT COMPLETION: _____________%
The undersigned hereby affirms and declares that the above listed firms were actually employed in the performance of work services under this contract, and further that each such firm earned and has been paid the stated amounts for their respective efforts.
Under penalties of perjury, I declare that I have read the foregoing conditions and instructions and the facts are true to the best of my knowledge and beliefs.
Date: Signature: ______________________________________ Title: ______________________
Notes:
1. Contractor/proposer shall attach to this report a typewritten explanation of any differences in MBE participation between this report and MBE Form 1, including an accounting for any changes in M/FBE firms employed.
2. THIS REPORT MUST BE COMPLETED IN DUPLICATE AND ONE COPY SUBMITTED WITH CONTRACTOR'S REQUEST FOR MONTHLY AND FINAL PAYMENTS AND THE SECOND COPY DIRECTLY TO THE MINORITY BUSINESS DEVELOPMENT OFFICE OF THE SAVANNAH-CHATHAM COUNTY SCHOOL BOARD.
M/FBE FORM 4 BID #EB 09-06
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