Invitation for Bids (IFB)
October 1, 2019
October 9, 2019
October 11, 2019
October 24, 2019
November 18, 2019
Due Date for Vendor Questions by 2:00 pm
Vendor Questions and Answers posted to website
IFB closing / due date at 2:00 pm CST
Tentative AISD Board Meeting for review/approval
Questions must be submitted via e-mail to the contact person listed below. In
the e-mail subject line, type: Questions 20IFB056 Copier Paper
Q & A and Addenda will be posted on our website: www.Austinisd.org
Your bid must be delivered in a sealed envelope or carton and received by the
opening time and date listed.
Please submit as follows:
One (1) hard copy proposal marked “original” with signed required forms
One (1) hard copy proposal marked “copy”
One (1) copy proposal on a flash drive with signed required forms
FAX, e-mail or other electronic proposals will not be accepted.
Proposals must be plainly marked with 20IFB056 Copier Paper.
Deliver Sealed Bids to:
Contract & Procurement Services
1111 West 6th Street
Building A, 2nd Floor Reception Desk
Austin, TX 78703
Sr. Procurement Specialist
Invitation for Bids 20IFB056 Copier Paper
The Austin Independent School District (herein after referred to as “AISD” or the “District”) is seeking bids
from firms qualified and experienced in providing copier paper shipped to our warehouse and print shop on
an as needed basis.
The agreement(s) resulting from this solicitation will be in effect for an initial term of six (6) months from the
date of award by the Board of Trustees, or such date established by the agreement. The parties by mutual
consent may renew the agreement for up five (5) additional 6-month year periods. In addition, the District
reserves the right to extend the contract for an additional sixty (60) days beyond the final expiration date if
necessary, to ensure no lapse in service.
III. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS
Read the entire contents of the solicitation and respond with a complete and accurate bid (offer).
Failure to do so may be grounds for disqualification of your offer. All supplemental information and
forms required by the IFB must be included in your response.
A copy of the Master Purchase Agreement is located on our website for information purposes only.
In the event of an award decision under this solicitation, both parties will negotiate an agreement
for execution. The District has prepared the referenced agreement boilerplate to expedite the
process. Please review all provisions and identify any exceptions or suggested additions to the
agreement in your bid.
2. BID SUBMISSION
Bids must be submitted on the provided form only and must reach the AISD Contract and
Procurement Services Office on or before the hour of opening on the date specified. Late bids will
be returned unopened. Submit your original in a sealed, plainly marked envelope. Inquiries
pertaining to this bid should be identified as previously stated.
The person whose signature appears on the Bid Form certifies (by signing this document) that the
individual, firm and/or any principal of the firm on whose behalf this bid is submitted is not listed on
the Federal Government’s “List of Parties Excluded from Federal Procurement and Non-procurement
Programs” published by the U. S. General Services Administration (GSA) effective as of the date of
opening of this proposal, and agrees to notify the District of any debarment inquiries or proceedings
by any federal, state or local governmental entity that exist or may arise between the date of this
submission and such time as an award has been made under this procurement action.
Bids must show the unit price and total for specified quantity and shall include transportation F.O.B.
destination prepaid and allowed. Amendments to bids, once filed, may be submitted in a sealed
envelope only, properly identified, prior to opening hour.
Bids will represent a true and correct statement and shall contain no cause for claim of omission or
error. If request for withdrawal of bid is allowed based on proof of mechanical error, bidder may be
removed from approved bid list.
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Quantities for the representative list of items are an estimated annual usage; actual quantities may
be more or less.
Deliveries under terms of these offers will be in accordance with the dates indicated herein except
where no date is indicated, the vendor will enter the earliest date, which can be assured. If delays
are foreseen, written notice shall be given the Contract and Procurement Services Office, which will
consider an extension. Vendors should keep the school district advised of the status of orders as
failure to meet delivery dates may result in removal from approved bidders list. Delivery of
purchases in good condition will be vendor’s responsibility and no delay in receipt or replacement of
items will be contingent upon claim adjustment by carrier. All goods are subject to inspection and
return at the expense of the vendor if found to be inferior to those specified. Deliveries will be
accepted Monday through Friday, 8:00 AM to 4:00 PM only.
Bidders shall check the AISD website to receive all written addenda. Bidders who submit Bids without
receipt of all addenda issued may be deemed to have submitted Bids not responsive to this Invitation
for Bid solicitation.
6. AWARD CRITERIA
Award(s) will be based on best value, considering the following factors: price, product offerings and
delivery after receipt of order (ARO). AISD shall give preference in purchasing to products made of
recycled materials if the products meet applicable specifications as to quantity and quality.
A written notice of award mailed or otherwise furnished to the successful bidder results in a
binding contract without further action by either party.
Samples and/or product specification documents may be required for items, as specified in the
Special Instructions or Specifications contained herein. Product specification documents shall be
submitted with the bid, properly referenced and clearly marked as to indicate related bid item.
Samples must be properly labeled and identified and must be submitted separately on or before bid
opening. The label for a properly identified sample is to contain: (1) vendor's name, (2) bid number,
(3) bid item number, and (4) item name corresponding to the one shown on the bid document. All
transportation charges for samples shall be borne by the vendor. During evaluation, samples are
handled by many different employees and may be lost or destroyed in the process. AISD assumes
no responsibility for handling of samples.
The use of brand and manufacturer's names is for the purpose of brevity in establishing type and
quality of merchandise and is not restrictive. Manufacturer, trade and/or brand name must be
indicated for each article and when omitted, district will consider bid to be as specified. Illustrations
and complete description must be included with the bid if bidding other than specified.
8. REQUIRED FORMS
Forms are required with Original response & flash drive only; they can be excluded from additional
Invitation for Bids 20IFB056 Copier Paper
Bidders shall execute the following required forms (provided herein) with the signed original
included with their bid:
Notification of Criminal History of Contractor
Debarment, Suspension and Ineligibility Certification
Austin ISD Strategic Partner Profile
W-9 (available at www.irs.gov/pub/irs-pdf/fw9.pdf)
Conflict of Interest Questionnaire (CIQ). The CIQ is prepared by the Texas Ethics Commission, in
compliance with House Bill 914, Chapter 176 of the Texas Local Government Code. The form
should be submitted on-line at www.austinisd.org/cp/ciq-online
IV. PERFORMANCE SPECIFICATIONS AND SERVICE REQUIREMENTS
a. Bid your lowest and best firm-fixed price. Rebids will not be accepted. Pricing is to be firm for the
duration of the contract period with consideration to the price escalation clause below.
b. If Vendor cannot supply the item specified, please indicate NO BID. Vendor is to bid only on
items listed below that can be supplied as specified.
c. Unit Price submitted shall include the following:
Transportation charges, F.O.B. Destination, prepaid and allowed.
Platform (dock) delivery for warehouse, schools and offices with dock facilities and
unloading by standard fork or pallet lift.
Inside delivery, including elevator use for delivery to designated school or office locations
that do not have dock facilities.
Cost associated with processing orders if American Express P-Card is used.
A vendor shall not add additional usage fees, convenience fees, or any other fees to the bid price
when processing an order.
d. In case of discrepancy between Unit Price and Extended Total, the Unit Price shall be considered
2. PAPER PRICE ESCALATION CLAUSE
Pricing provided by Vendors in response to this bid will remain firm for the first six (6) month term.
After that date, vendors may request price adjustments at least thirty (30) days prior to the first day
of the new six (6) month renewal term. Such requests must be submitted in writing to the
Procurement Specialist named on the cover sheet of this IFB, detailing the requested adjustments.
Justification for the request to adjust pricing must be industry-driven and further substantiated by
including supporting documentation, such as a letter from suppliers or paper mills.
The Procurement Specialist will accept, reject or attempt to negotiate the price adjustments within
fifteen (15) calendar days after receipt of a properly submitted request. If a properly submitted
increase is rejected, the Vendor may request cancellation of such items from the contract by giving
the Procurement Specialist written notice. Prices must be honored on orders dated up to the official
date of the approval and/or cancellation of the requested price adjustments.
3. ESTIMATED USAGE QUANTITIES
Quantities shown are the District's best estimate of its requirements for a six (6) month contract
term, but should NOT be construed as guaranteeing a minimum purchase quantity or establishing a
Invitation for Bids 20IFB056 Copier Paper
ceiling. The quantities shown are based on estimated usage and additional orders will be placed on
an as needed basis. AISD reserves the right to increase or decrease the quantities to meet its actual
need without any adjustments in the bid price.
4. SAMPLES – Upon Request Only
a. Samples may be required after bid opening for evaluation purposes. Vendor shall ship samples
at no charge to AISD upon request. If samples are required, they must be properly labeled and
identified and submitted separately.
b. The label for a properly identified sample is to contain:
(1) vendor’s name
(2) bid number
(3) bid item number
(4) item name corresponding to the one show on the bid document.
c. Unless otherwise instructed by buyer, ship samples upon request to:
Austin Independent School District
Attention: Anita Muscarella
Contract and Procurement Services Office
Address: To be determined if samples are required
5. PACKAGING AND DELIVERY
a. The AISD Purchase Order number must appear on all packages, bills of lading, packing lists,
invoices and correspondence.
b. All items must be in standard, moisture resistant packaging that is protected from damage during
shipping and handling. Any item(s) damaged in shipping must be replaced by the vendor at the
discretion of and at no additional charge to AISD.
c. Items ordered must be delivered within ten (10) days after receipt of order unless specified
otherwise for individual item(s). All items purchased under these specifications are to be
delivered to the specific school or warehouse address designated on the purchase order or to
delivery address as specified by the American Express Corporate Purchasing Card (P-Card) holder.
d. For warehouse and print shop shipments, paper must be in cartons, palletized, moisture resistant
wrapped and positioned for dock unloading by standard fork or pallet lift.
6. PRODUCT SUBSTITUTIONS
If an item proposed by your firm is accepted and an award is made, your firm shall furnish that item for
the duration of the award period and shall furnish an acceptable substitute should the item you offer be
discontinued. Vendors are not authorized to automatically ship substitute items. Acceptability of the
proposed substitute shall be determined by the Contract and Procurement Services Office and approved
V. BID FORM
Manufacturer, trade and/or brand name and number MUST be indicated for each item on the Bid Form.
Supplier's stock number may be provided as optional information.