IFB 04162024ASB MSCS Districtwide Roll Up Door Preventative Maintenance Services

Agency:	Memphis City Schools
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	238290 - Other Building Equipment Contractors 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Apr 2, 2024
Due Date:	Apr 16, 2024
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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SHELBY COUNTY BOARD OF EDUCATION

April 1, 2024

PROCUREMENT SERVICES

160 South Hollywood Street, Room 126 ⁯ Memphis, Tennessee 38112-4892 ⁯ Phone (901) 416-5376

INVITATION FOR BID

(NOT AN ORDER)

Please submit Bids on the item(s) listed below. The right is reserved to reject any or all Bids. If substitutions are offered, give

full particulars. The Bid must be submitted no later than April 16, 2024 @ 10:00 AM CST.

The Shelby County Board of Education reserves the right to accept or reject any or all Bids, or any part thereof, and to waive any minor informalities and/or

technicalities that are deemed to be in the best interest of the Shelby County Board of Education. Successful BIDDER, CONTRACTOR, OR RESPONDENTs

shall be paid only when delivery is complete. *For the appropriate purchases, all material data safety data sheets (MSDA) must accompany all shipments

covered under Tennessee Hazardous Chemical Right to Know Law- Tennessee Public Chapter #417- House Bill #731.

MSCS DISTRICTWIDE ROLL-UP DOOR PREVENTATIVE MAINTENANCE

SERVICES

The Shelby County Board of Education (“SCBE”) is requesting bids for MSCS Districtwide

Roll-Up Door Preventative Maintenance Services.

Bids MUST be received by Memphis-Shelby County Schools (“MSCS” or “District”) by the due

date and time set forth above.

During the solicitation process bidders are not permitted to contact the Board and project Owner

regarding the posted solicitation. Failure to adhere to this requirement may subject the bidder to

immediate disqualification.

Questions or requests for clarification of technical issues and terms pertaining to this Bid must be

submitted in writing via e-mail to Stacey Brown at brownsl3@scsk12.org by April 10, 2024 @

11:00 AM CST

ISSUED BY: Stacey Brown BID # 04162024ASB

We propose to furnish the item(s) and/or services outlined in the Bid at prices quoted and guarantee safe delivery F.O.B. delivered and as specified.

Bids are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this

transaction.

_________________________________________

NAME OF FIRM

________________________

PHONE #

_____________________

FAX #

_________________________________________

ADDRESS

____________________________________________________

CITY

STATE

ZIP CODE

__________________________________________

EMAIL ADDRESS

____________________________________________________

AUTHORIZED REPRESENTATIVE NAME

____ CHECK HER IF YOU ARE A MINORITY VENDOR

“Shelby County Board of Education does not discriminate in its programs or employment on the basis of race, color, religion, national origin, ndicap/disability,

sex or age.”

PART I: SCOPE OF WORK

1.0 INTRODUCTION

This Invitation for Bid (IFB) is soliciting bids for MSCS Districtwide Roll-Up Door Preventative

Maintenance Services.

2.0 BACKGROUND

Shelby County Board of Education (SCBE) is the legal name of the Memphis-Shelby County Schools

(MSCS) district. MSCS is Tennessee’s largest public school district and is among the 25 largest public-

school districts in the United States. MSCS serves approximately 110,000 students in 207 schools. We

employ more than 6,200 teachers and 6,000 support personnel to serve our unique student population while

offering programming and services to fit the needs of all our students.

Memphis-Shelby County Schools has created a data-driven culture that serves as the backdrop for strategic

decision-making and informed solution-based decisions. The information gleaned from data, research-

based strategies, and performance outcomes provides our district with amazing opportunities to offer high-

quality educational options to every student.

The MSCS mission is to prepare all students for success in learning, leadership, and life through three

strategic initiatives. The initiatives are:

1. Strengthen Early Literacy (K-2) and Continuing Literacy (3-12)

2. Recruit, Retain, Immerse, and Entrench

3. Relevant, Rigorous, and Equitable Academics

3.0 SCOPE OF WORK

The SCBE requests bids for MSCS Districtwide Roll-Up Door Preventative Maintenance Services.

The specifications are contained in the Design Project Manual. Responses submitted must meet or exceed

all requirements. Bids that do not meet or exceed all requirements will be considered non-responsive.

Roll-Up Door Preventative Maintenance Services. Additional scope information is provided (See page

13 for the detailed scope of services).

4.0 NON-EXCLUSIVE

The intent of this contract is to provide the SCBE with an expedited means of procuring supplies and/or

services at the lowest cost. This contract is for the convenience of the SCBE and is considered to be a

"Non-Exclusive" use contract. The SCBE does not guarantee any usage. The SCBE will not be held to

purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase

any item/items listed in the price schedule submitted.

5.0 NOTICE OF INTENT TO AWARD

A Notice of Intent to Award is written notification that a vendor has been selected for a contract award.

Notice of Intent to Award is sent for contracts requiring School Board approval. This letter is not a

guarantee of award. The Board of Education reserves the right to reject or accept the recommendation

submitted. If the Board accepts and approves the recommendation, an executed agreement will be

submitted to the successful vendor. If the Board rejects the recommendation, MSCS shall rescind the

Notice of Intent to Award.

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which

are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential

or proprietary information of the SCBE and/or third-party participant.

Bid submissions are subject to the Tennessee Open Records Act (Tenn. Code Ann. §10-7-503 et seq). In

accordance with the Act, certain information is subject to public disclosure. Please be advised that should

you deem any portion of your bid as confidential or proprietary, it must be conspicuously indicated on those

portions so deemed. However, and in accordance with the Act, you are hereby notified that every portion

may still be subject to disclosure under the Act.

2.0 TERM OF AGREEMENT

The anticipated term of this contract is one (1) year with the option to renew two (2) additional one (1) year

terms.

A. SCBE expects all vendors to provide year over year cost reductions recommendations.

B. Price decreases are acceptable at any time, need not be verifiable, and are required should the

vendor/producer/processor/manufacturer experience a decrease in costs associated with the execution

of the contract.

C. Price adjustments from the vendor/producer/processor/manufacturer for any/all items may be

considered at renewal, if applicable noted in the RFP document. The request is subject to approval by

the Contracting Officer. The request must be submitted in writing at least ninety (90) days prior to the

renewal term and shall be accompanied by supporting documentation.

D. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality

to another customer, or advertise special discounts or sales, at a price below those quoted within the

contract, the lowest discounted prices shall be offered to Shelby County Schools.

E. The Contractor shall hold all current licenses or permits necessary to perform the tasks within their

awarded discipline per Tenn. Code Ann. § 62-6-101 et seq. At the Authorized User’s request, the

Contractor may be required to furnish copies of licenses and/or permits.

F. The Contractor shall comply with all industry standards and guidelines to ensure compliance with all

federal, state and local guidelines including but not limited to OSHA/TOSHA/EPA regulations.

3.0 PRE-BID MEETING

A mandatory pre-bid meeting is scheduled for this project and the bidders are required to sign-in at the

stated date/time and locations listed below.

MSCS Maintenance Warehouse 1364 Farmville Rd Memphis, Tn 38122, on April 9, 2024 @ 9:00

AM CST.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Supplier

orally. Questions shall be submitted in writing to the Point of Contact (see Part II, § 5.0). To be given

consideration, the questions must be received NO LATER THAN April 10, 2024 @ 11:00 AM

CST. Questions that are deemed to be substantive in nature will be responded to in the form of an

addendum and posted on SCBE by EOD CST on April 11, 2024, website

http://www.MSCSk12.org/procurement/bids. Please do not submit questions in PDF format.

5.0 BID TIMELINE

Bid Posted

Pre-bid Date

Questions Due

Q&A Posted

Bid Submission

April 1, 2024

April 9, 2024 9:00 AM

April 10, 2024 11:00 AM

April 11, 2024 EOD

April 16, 2024 10:00 AM

6.0 POINT OF CONTACT

Stacey Brown, Senior Buyer

Procurement

brownsl3@scsk12.org

7.0 CONTRACT MONITOR/SCBE SUPERVISION

The Contractor’s performance will be under the direction of the Buyer/Requesting Department who will be

responsible for ensuring contractor’s compliance with the requirements of this contract to include managing

the daily activities of the contract, providing guidance to the contract, and coordination. The Contractor shall

be accountable to the end users on all matters relating to the scope of work.

8.0 CONTRACT TYPE

The contract resulting from this solicitation will be a firm fixed contract.

9.0 PAYMENT TERMS

The Contractor shall submit an invoice detailing the product or services provided and the actual costs

incurred. Payment shall be in accordance with line-item price on the purchase order and made within Net 30

days upon receipt of invoice.

The SCBE reserves the right to reduce or withhold contract payment in the event the Contractor does not

provide the Department with all required deliverables within the timeframe specified in the contract or in the

event that the Contractor otherwise materially breaches the terms and conditions of the contract.

10.0 INVITATION FOR BID (IFB) REVISIONS

Should it become necessary to revise any part of this IFB, addenda will be posted on SCBE

http://www.MSCSk12.org/procurement/bids. Failure of any offeror to receive or acknowledge receipt of such

addenda or interpretation shall not relieve any offeror from any obligations under this IFB as amended by all

addenda. All addenda so issued shall become part of the award.

11.0 SUBMISSION DEADLINE

In order to be eligible for consideration, bids must be received in the Procurement Office no later than 10:00

AM CST on April 16, 2024, 160 South Hollywood Street, Room #126, Memphis, TN 38112. Vendors

mailing bids shall allow sufficient carrier delivery time to ensure timely receipt of their bid in the Office of

Purchasing & Supply Services prior to the deadline. Any bid received in the Purchasing Office after the

submission deadline, no matter what the reason, will be returned unopened. Bids responses delivered to

any other location shall not constitute delivery to the Procurement Services Office.

12.0 BID OPENING

The SCBE shall receive sealed bids until the bid due date indicated on the bid front cover sheet. At the time

of the public bid opening (as directed on the front cover sheet), the Buyer or designee shall open all bids

received and record the responses. A copy of the bid tabulations will be made available upon written request

via Open Records Request. The SCBE shall then review all responses and analyze the results of the bidding

process. A final recommendation(s) shall be prepared by the requesting department. Upon acceptance and

approval of the bid(s) by the Procurement Director, the Director may grant its approval subject to such

conditions as it may deem appropriate.

All bids shall be publicly opened at the Procurement Services Office, 160 South Hollywood Street, Room

#126, Memphis, TN 38112 on the date specified on the bid. In the event of inclement weather on the due

date of a bid and The SCBE is closed, the bid will be due and opened on the next business day at the same

time as specified in the bid or applicable addendum.

13.0 DURATION OF BID

A bid submitted in response to this solicitation is binding upon the bidder and is considered irrevocable for a

minimum of 120 days following the closing date for receipt of initial bids.

14.0 E- COMMERCE

IFBs will be published on the Procurement website @ www.MSCSk12.org/procurement/bids and advertised

when applicable in the local newspapers, the Commercial Appeal and/or Daily News. The Procurement

website also serves to publish any addenda, associated materials, Contractor questions and the SCBE’s

responses, and other solicitation related information.

The successful bidder must be an active vendor in APECS to receive Purchase Orders and Payment.

Instructions on how to register are detailed on the Procurement website @

http://www.MSCSk12.org/procurement, Doing Business with MSCS.

The successful Contractor must also be registered in EschoolMall ESM in order to submit an electronic copy

of their bid proposal, if required in addition to the hard copy proposal delivered to the Procurement Services

Office at 160 South Hollywood Street, Room #126.

SCBE does not discriminate in educational programs, activities or employment on the basis of race, color,

national origin, sex, age, religion or disability. Bidders will be required to comply with all applicable

requirements pertaining to fair labor, state and local government.

15.0 INSURANCE

Failure to provide the required insurance coverage by either of the two (2) methods described in Appendix E

when the bid is submitted may result in rejection of your bid as being non-responsive.

IFB 04162024ASB MSCS Districtwide Roll Up Door Preventative Maintenance Services

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