Contract for Student Care Packages

Agency:	Middle Tennessee State University
State:	Tennessee
Type of Government:	State & Local
Posted Date:	Nov 13, 2023
Due Date:	Dec 4, 2023
Solicitation No:	177945972 -- READVERTISEMENT
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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177945972 -- READVERTISEMENT

Issue Date: 11/13/2023

Response Deadline: 12/4/2023 03:00 PM (CT)

Contact Information

Contact: Melisa Warner Procurement Specialist

Address: Procurement Services

Warehouse

Middle Tennessee State University

1672 Greenland Drive, P O Box 18

Murfreesboro, TN 37132

Phone: 1 (615) 898-2511

Fax:

1 (615) 898-5597

Email: melisa.warner@mtsu.edu

Page 1 of 17 pages

Deadline: 12/4/2023 03:00 PM (CT)

177945972 -- READVERTISEMENT

Event Information

Number:

177945972 -- READVERTISEMENT

Title:

Contract for Student Care Packages

Type:

ITB (Sealed)

Issue Date:

11/13/2023

Response Deadline: 12/4/2023 03:00 PM (CT)

Ship To Information

Contact: Receiving Department

Address: Middle Tennessee State University

1672 Greenland Drive

Murfreesboro, TN 37132

Phone: 1 (615) 898-2959

Billing Information

Contact: Accounting Services

Address: Middle Tennessee State University

CAB 106 CART

Murfreesboro, TN 37132

Phone: 1 (615) 898-2940

Email: invoice@mtsu.edu

Bid Activities

Deadline to Submit Questions

11/16/2023 4:00:00 PM (CT)

Direct all questions by email to melisa.warner@mtsu.edu, citing the ITB#. University will respond to all emailed written

questions. Only emailed written responses to emailed written questions will be official, binding responses.

Answers to Questions Emailed

Responses to written questions will be e-mailed to each vendor point of contact.

11/22/2023 4:00:00 PM (CT)

Bid Attachments

BID_TERMS_AND_CONDITIONS_Oct_2018.pdf

Download

BID_TERMS_AND_CONDITIONS_Oct_2018

Ethnicity Report Form.doc

Download

Save to your computer and complete, then attach to your bid before completing. NOTE: If you have an ethnicity report

on file in MTSU Procurement it is not necessary to complete this form again.

Form W-9 (Rev. October 2018).pdf

View Online

W9 Form

Bid Attributes

1 MTSU Standard Terms and Conditions

I have read and understand Middle Tennessee State University's Standard Terms and Conditions.

Yes, will comply

(Required: Check if applicable)

2 Other MTSU Departments

I certify that if selected as the successful proposer, this proposal may be applied to other MTSU departments. This

does not mean that other MTSU departments are required to purchase under this ITB.

Yes, I will comply

(Required: Check if applicable)

Page 2 of 17 pages

Deadline: 12/4/2023 03:00 PM (CT)

177945972 -- READVERTISEMENT

3 Other TBR, UTK Institutions and State of Tennessee

I certify that if selected as the successful proposer, this proposal may be applied to all TBR Member Institutions, with

the option for the University of Tennessee System of Higher Education and the State of Tennessee Departments to

utilize the resulting Agreement. This does not mean that other TBR, UTK, institutions or State of Tennessee

Departments are required to purchase under this Bid/Contract.

Yes, I will comply

(Optional: Check if applicable)

4 Contract Term Period

Departmental contract beginning approximately Date of Award through June 30, 2024 with three (3) options to

extend for a period of twelve (12) months each by the University. A 12-month period may be divided when contract

is awarded in any month other than July. It is understood and agreed that Procurement Services reserves the right

to extend the contract period resulting from this bid a maximum of one hundred and eighty (180) days beyond the

normal expiration date of such contract. Not to exceed a total of sixty-(60) months, per TCA Statute limiting term

contracts to sixty-(60) months.

Yes, I agree

(Required: Check if applicable)

5 Award Criteria

An award for this shall be made to the lowest responsive and responsible proposer for all items considering the

following:

-Commission

-Cost of Packages

-Ability to confirm to specifications

-Evaluation Model Scenario

Yes, I will comply

(Required: Check if applicable)

6 Volume

The total purchases of any individual item on the contract is not known. The Purchasing Department does not

guarantee that the University will buy any amounts of any specified item or any total amount.

7 Evaluation

Bids will be evaluated using the specified packages and commissions.

Evaluation Model/Award Scenarios

1. Purchase price and commission rate of care package#1, care package#4 and care package #6.

2. Purchase price and commission rate of 3-piece sheet set and the fully loaded linen bundle.

3. Purchase price and commission rate of shelf hanging organizer, basic necessities linen bundle, and care

package #5.

4. Purchase price and commission on the 100% Complete Bundle, care package #1, and care package#3.

5. Purchase price and commission on care package#1,care package#2, care package#3, care package#4, care

package#5, and care package#6.

Page 3 of 17 pages

Deadline: 12/4/2023 03:00 PM (CT)

177945972 -- READVERTISEMENT

8 Firm Price Period

Proposer agrees that their bid prices will be firm for the period from date of award thru June 30, 2024. Any bid

discounts or commissions will be firm for the duration of the contract.

(Required: Maximum 1000 characters allowed)

9 Request for Price Change

Written requests for price changes in Term Contracts after the Firm Price Period may be submitted in writing to

Procurement Services. Any increase will be based on the Vendor/Contractor's actual cost increase only as shown in

written documentation. All requests for Price Increases must be in writing must not constitute increases in profit, and

must contain data establishing or supporting the General or Industry-Wide nature of the change. At the option of

the Purchasing Department: (1) The request may be granted, (2) The Contract may be cancelled and awarded to

the next lowest Responsive and Responsible Bidder whose Bid meets the requirements and criteria set forth in the

Invitation to Bid, (3) The Commodity/Service may be Readvertised for Award and Subsequent Cancellation, or (4)

Continue the Contract without change.

Procurement Services will accept or reject all such written requests within thirty-(30) days of the Date of Receipt. If

approved, Procurement Services will notify the Contractor of the date the Increase will be effective. Contractors

must honor all Purchase Orders dated up to thirty-(30) days subsequent to the Price Change Request at the

Original Price. Contractors shall report Price Decreases immediately upon receipt of the decrease, and the

Institution shall receive Proportionate Price Reductions.

When Procurement Services rejects a request for a Price Increase, the Vendor/Contractor will be notified of the

intention prior to the first of the following month. At the option of Procurement Services; (1) The Contract may be

cancelled and awarded to the next Lowest Responsive and Responsible Bidder whose bid meets the requirements

and criteria set forth in the Invitation to Bid, (2) The Commodity/Service may be readvertised for award and

subsequent Cancellation, or (3) Continue the Contract without change.

1 Prompt Payment Discount

0 The University is governed by the Tennessee Prompt Pay Act of 1985 which allows 45 days for payment of invoice.

It is common practice to pay all legitimate charges within a thirty (30) day period from receipt of undisputed invoice.

A prompt payment discount will be considered in the award process when given for 30 days(Ex. 1% Net 30).

Proposer is not required to submit a payment discount, however the University will attempt to take advantage of any

payment discounts when offered (Ex. 1%/15 days, Net 30 days), but is not required to make payment before 30

days. Payment terms for less than thirty-(30) days will not be considered and may cause your entire proposal be

considered non-compliant.

(Optional: Maximum 1000 characters allowed)

1 Corporations

1 Corporations must be duly authorized to do business and be in good standing under The Laws Of The State Of

Tennessee.

1 Number of Years in Business

2 Company must have been in business providing commodity or service for five (5) years. Enter the number of years

your company has been in business.

(Required: Numbers only)

Page 4 of 17 pages

Deadline: 12/4/2023 03:00 PM (CT)

177945972 -- READVERTISEMENT

1 Licenses, Permits, and Certificates

3 All Proposers must have all Licenses, Permits, and Certificates required by Federal and State Laws for the

performance of this Contract. Procurement Services reserves the right to require Proposers to provide evidence of

possession of all Licenses, Permits, and Certificates. Failure to provide the documents upon request will cause your

bid to be considered as non-responsive and cause the proposer to be removed from receiving future bid

notifications.

Yes, I agree

(Required: Check if applicable)

1 Assignment and Subcontracting

4 Proposer must identify any intended subcontracts, indicating the scope of work to be subcontracted and the

name(s) of potential sub-Bank(s). All subcontracts are subject to approval by University. Despite the existence of

subcontracts, the Proposer who is awarded the contract pursuant to this bid will remain responsible for all work

performed or duties owing under the contract.

(Optional: Maximum 1000 characters allowed)

1 Independent Price Determination

5 No Proposal shall be considered for award if the price in the proposal was not quoted independently and without

collusion, consultation, communication or agreement relating to any pricing matter with any other Proposer or with

any of Proposers competitors.

Proposers may not submit more than one proposal, nor submit multiple proposals in different forms; including, but

not limited to, submitting a proposal as a Prime Proposer and as a Subcontractor to another prime Proposer. It is

acceptable for an entity to be a subcontractor for more than ONE Proposer.

NOTE: If price-fixing, pricing collusion, multiple proposal submission, or any other behavior prohibited by the terms

contained herein are detected at any time during the course of the contract, the contract shall be deemed null and

void.

Yes, will comply

(Required: Check if applicable)

1 Waiver of Minor Deviations

Institution may waive minor variances in a Vendor’s proposal. Such a waiver does not change the specifications of

the ITB.

1 Expansion of Services

7 At INSTITUTION’S sole discretion, it may request an expansion or reduction of the services provided by the

CONTRACTOR herein, at which time the parties shall negotiate in good faith commensurate with the expansion or

reduction.

Yes, I agree

(Required: Check if applicable)

1 Open Records Act

8 All proposals shall become public documents of the State of Tennessee, open for review by the public in

accordance with the requirements of the Tennessee Open Records Act. If an ITB is re-advertised, all prior offers

and/or proposals shall remain closed to inspection by the propoers and/or public until evaluation of the responses

to the re-advertisement is complete.

Yes, I agree

(Required: Check if applicable)

Page 5 of 17 pages

Deadline: 12/4/2023 03:00 PM (CT)

177945972 -- READVERTISEMENT

Contract for Student Care Packages

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