Request for Proposals
April 20, 2018
April 26, 2018 at 10:00 AM EST
Washington County Public Schools
Center for Education Services
10435 Downsville Pike
Hagerstown, Maryland 21740
Deadline for Written Questions Submission:
April 30, 2018 by 1:00 PM EST
May 10, 2018 by 11:00 AM EST
Washington County Public Schools
Center for Education Services
10435 Downsville Pike
Hagerstown, Maryland 21740
Tentative Award Date:
June 5, 2018
Dates and/or times are subject to change by the issuing of a written addendum.
WCPS Contract Managers
Supervisor of Purchasing
Director of Maintenance and Operations
This RFP document is posted on the WCPS Purchasing website at www.wcpspurchasing.com. This is also the source for
any/all addenda. Please register your company for notices about this RFP and similar projects on our web site.
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General Terms & Conditions
II. Specific Terms & Conditions
TABLE OF CONTENTS
Required Attachments (available as separate documents on the WCPS Purchasing website)
A. Price Proposal – Lump Sum
B. Price Proposal – Unit Price
C. Bid/Proposal Affidavit
D. Contract Affidavit
E. Specification, Price, and Addenda Signature Acknowledgment
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SECTION I - GENERAL TERMS AND CONDITIONS
It is the intent of Washington County Public Schools (WCPS) to solicit sealed bids to replace flooring at three
(3) schools locations:
Clear Spring High School - 12630 Broadfording Road, Clear Spring, MD 21722
Fountain Rock Elementary School - 17145 Lappans Road, Hagerstown, MD 21740
Washington County Technical High School - 50 West Oak Ridge Drive, Hagerstown, MD 21740
The awarded vendor(s) will provide and install the replacement flooring and will include all labor and
equipment necessary to complete the work to the satisfaction of the Washington County Public Schools
This solicitation also includes Unit Prices for additional flooring work to be performed on an “as needed”
basis during the life of the contract. Vendor(s) who are awarded this section of the contract will quote
individual projects using the unit prices provided in this bid. In the development of price quotations, the
(maximum) unit prices submitted and awarded under this section may not be exceeded, but can be reduced at
the discretion of the offeror on a competitive per project basis. The sum total of all units extended will be the
total price quote for each project.
As contained herein, the terms “WCPS”, WCBOE, “Schools” and/or “Owner” means Washington County
Public Schools/Washing County Board of Education. The terms “bidder”, “offeror”, “firm”, and “person” are
synonymous, and mean an entity submitting a proposal in response to this solicitation. Similarly, the terms
“bid”, and “proposal”, mean the response submitted by an offeror. The term “contractor” means an offeror
awarded a contract as a result of this solicitation. The terms “General and Special Provisions”, “requirements”,
“scope”, “specifications”, and “criteria” mean the services, terms, and conditions required by the RFP.
3. Bidder Registration
Vendors are solely responsible for completing the vendor registration process online at wcpspurchasing.com.
Contact Beverly Bergan, Purchasing Associate, at 301-766-2841, or by email to: firstname.lastname@example.org
if you have any questions or to check the status of your registration. Once registered in the WCPS Vendor
Database, you will be able to view current solicitations and may automatically receive notification of certain
bid solicitations. Washington County Public Schools will not be held responsible for a company’s failure to
become and remain a registered Vendor, to identify appropriate commodity/service categories, to keep the
self-service vendor account up to date with current contact information, and to accomplish these things in a
timely manner. Bidders with a repeated history of not bidding in a specific category may be removed from the
Vendor Database for that category at the discretion of the Purchasing Supervisor.
4. Receipt of Bids
a. Bids received prior to the time of opening will be time-stamped and securely kept unopened. No bid
received after the due date and time listed will be considered. WCPS will not be responsible for the
premature opening of bids received that are not properly addressed or identified. Any bid may be
withdrawn before the scheduled time for opening bids.
b. All inner and outer envelopes and packaging, used by Fed Ex, UPS and etc., are to be labeled with the
Bid Number and Name
Due Date and Time
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c. Bids received after the designated date and/or time will not be accepted, regardless of when they were
mailed or given to a delivery carrier.
d. Bids not received by the date, time, and location designated on the solicitation cover sheet, due to
improper labeling, may be considered non-responsive.
e. In the event of inclement weather on the date when bids are scheduled to be opened and the WCPS offices
are closed, or operating under a modified schedule, bids will be opened on the next business day at the
same time as previously scheduled. Bids will be accepted until the scheduled time of opening on the next
business day. Often when schools are closed due to inclement weather, administrative offices remain
open. When in doubt, call the Purchasing Department (301-766-2840).
a. All changes to the bid solicitation will be made through appropriate addenda issued from the Purchasing
b. Addenda will be available on the WCPS Purchasing Department webpage.
c. Addenda will be issued a minimum of five days prior to the bid opening date, unless the addenda issued
extends the due date.
d. Each bidder shall ascertain, prior to submitting a bid that they have received all Addenda issued and the
bidder shall acknowledge receipt on the Signature Acknowledgement Form. Failure of any bidder to
acknowledge the receipt of addenda will not relieve that bidder from any obligations under this solicitation
as amended by addenda. All addenda so issued will become part of the award and contract documents.
6. Preparation of Bid
a. Should any bidder be in doubt as to the meaning of the specifications, or should they find any discrepancy
or omission, they shall notify the Contract Managers listed on the solicitation cover sheet. No pleas of
ignorance of such conditions and requirements resulting from failure to make such investigations and
examinations will relieve the successful offeror from its obligations to comply in every detail with all the
provisions and requirements of the contract documents, or will be accepted as a basis for any claim
whatsoever for any monetary consideration on the part of the successful bidder. If required, bidders will be
notified of clarifications and/or additional information by means of addenda.
b. Each bid will be sealed, show the full business address and contact information of the bidder and be
signed by the person(s) legally authorized to sign contracts. All correspondence concerning the bid and
contract, including notice of award, copy of contract, and purchase order, will be emailed, or mailed, to the
address shown on the bid in the absence of written instructions from the bidder to the contrary.
c. Bidders shall be required under Article 56, Section 270(4), Annotated Code of Maryland, to provide proof
of Certificate of Registry and must be licensed to do business in the State of Maryland and must provide a
tax certification number. Visit the following website to ensure compliance:
d. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment
of any obligations due and owing the State of Maryland, including the payment of taxes and employee
benefits, and that it shall not become so in arrears during the term of the contract if selected for contract
e. Bids by partnerships must be signed with the partnership name, followed by the signature and designation
of the person having authority to sign. When requested, satisfactory evidence of authority of the person
signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their
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authority to do so, if requested.
f. Bids by corporations must be signed with the name of the corporation, followed by the signature and
designation of the person having authority to sign. When requested, satisfactory evidence of authority of
the person signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of
their authority to do so, if requested.
g. Failure to sign the bid document will result in rejection of the bid as non-responsive.
h. WCPS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in
response to this solicitation.
7. Bid Opening
a. Bids shall be opened in public at the time and place designated in the bid solicitation.
b. Complete evaluation of the proposals will not take place at the bid opening and no indication of award will
be made. A final recommendation(s) shall be prepared for review and approval by the Board of Education
of Washington County.
c. Final award recommendation, and the bid tabulation, will be posted on the WCPS webpage, after the
Board of Education of Washington County approval.
8. Award or Rejection of Bids
a. The basis of award shall be the lowest responsible bidder submitting a responsive bid that conforms to the
specifications established in the solicitation with consideration given to the quantities involved, time
required for delivery, purpose for which required, competency and responsibility of bidder, the ability of
the bidder to perform satisfactory service, and the plan for utilization of minority contractors, if applicable.
b. WCPS reserves the right to determine completeness and/or timeliness of bids, to reject any or all bids in
whole or in part, to make partial awards, to waive any informality in any quotation, to increase or decrease
quantities if quantities are listed in the bid, to reject any bid that shows any omissions, alterations of form,
additions not called for, conditions, or alternate proposals, and to make any such award as is deemed to be
in its best interest.
c. Bidders may be required, before the awarding of a contract, to show to the complete satisfaction of WCPS,
that they have the necessary facilities, ability, and financial resources to execute the contract in a
satisfactory manner, and within the time specified. Bidders may be required to demonstrate they have the
necessary experience, history, and references to assure WCPS of their qualifications.
d. The Board of Education of Washington County reserves the right to award the bid within 90 days from the
date of the bid opening unless a different time period is stated in the bid document.
e. Unless stated otherwise in Section II, the contract may be awarded by line item, group, or in the aggregate,
whichever is in the best interest of WCPS.
f. In the event of a tie, where all other factors, such as past performance, are considered comparable, the
award shall be made to the Washington County based bidder; the closest Maryland out-of-county based
bidder; and the closest out-of-state based bidder, in that order of preference.
g. WCPS does not have local, state or federal preference requirements except when mandated by a targeted
h. If, after competitive sealed bids have been opened, the Purchasing Manager determines that only one
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