IFB 052826LR Replenish Floor Tile Stock

May 14, 2026
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
160 S. 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 May 28, 2026 @ 11:00 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.
REPLENISH FLOOR TILE STOCK
The Shelby County Board of Education ("SCBE") is requesting bids for Replenish Floor Tile
Stock.
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 the Project
Owner regarding the posted solicitation. Failure to adhere to this requirement may subject the
respondent 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 LaKesia Rivers at riversl1@scsk12.org by
May 20, 2026 @ 10:00 AM CST
ISSUED BY: LaKesia Rivers IFB # 052826LR
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 HERE IF YOU ARE A SMALL BUSINESS ENTERPRISE.
____ CHECK HERE SHOWING SHELBY COUNTY LICENSE IS ATTACHED.
____ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL 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 Replenish Floor Tile Stock.
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 more than 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 Replenish Floor Tile Stock. 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. (See page 12 for the detailed scope).
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.
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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 terms of this contract shall be one (1) year with (2) additional year renewal options.
3.0 PRE-BID MEETING
NA
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 May 20, 2026 @ 10:00 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 May 21, 2026, on the website
http://www.MSCSk12.org/procurement/bids. Please do not submit questions in PDF format.
5.0 BID TIMELINE
Bid Posted May 14, 2026
Questions Due May 20, 2026 @ 10:00 AM
Q&A Posted May 21, 2026, EOD
Bid Submission May 28, 2026 @ 11:00 AM
6.0 POINT OF CONTACT
LaKesia Rivers, Buyer
Procurement
RiversL1@scsk12.org
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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 11:00
AM CST on May 28, 2026, 160 S Hollywood, 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. Bid 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 S 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.
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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 S 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.
16.0 LIQUIDATED DAMAGES
The successful Bidder accepts this contract with the understanding that should they fail to complete the
work/delivery in an acceptable manner and in the time stated, shall be subject to the payment of liquidated
damages as stated in the bid document. Liquidated damages for this project are as follows:
$500.00 /per day substantial completion deadline missed, and $500.00/per day completion deadline missed.
17.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE
In accordance with TN Code Ann. 49-5-413, unless explicitly excluded by statute; and pursuant to
Memphis-Shelby County Schools' requirements, Vendors (persons, corporations or other entities) whose
employee(s), subcontractor(s), or representative(s) will come in contact or close proximity to MSCS
students during the course of business, must require their employee(s), subcontractor(s), or
representative(s) to supply a fingerprint sample, and submit to a criminal history records check through the
Tennessee Bureau of Investigation (TBI), and they will issue them a greenlight letter. Once they receive the
greenlight letter, an appointment should be made with Memphis-Shelby County Schools ID Department. A
copy of the greenlight letter, along with $30.00 (exact change or company check), will be required to obtain
a MSCS Vendor ID Badge. A MSCS Vendor ID Badge is required before permitting the person to have
contact with the children or entering school grounds.
The cost of fingerprinting, conducting the criminal records check, and obtaining a Memphis-Shelby County
School's identification badge will be the sole responsibility of the Vendor for each of the Vendor's
employee(s), subcontractor(s), or representative(s). Vendors doing business with MSCS are required to
renew their badges annually. The Memphis-Shelby County School's identification badge shall be worn at
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all times by each of the Vendor's employee(s), subcontractor(s), or representative(s) at shirt pocket height
while on Memphis-Shelby County Schools' property. For more information regarding of fingerprinting,
conducting the criminal records check, and obtaining a Memphis-Shelby County School's identification
badge, please contact 901-416-5318.
MSCS further reserves the right to audit the criminal history background records of any Vendor
employee(s), subcontractor(s) or representative(s) having contact with MSCS students. Audits may be
conducted on a quarterly basis with 48 hours' prior notice. It is the Vendors responsibility to ensure records
are current and made available upon request to MSCS. Failure to provide MSCS access to current criminal
history checks upon request could lead to Vendor debarment.
18.0 COMPLIANCE WITH LAWS
Offerors shall comply with all federal, state, and local laws, statutes, ordinances, rules, and regulations
applicable to the services to be rendered under this Contract. Offerors violation of any of these laws, statutes,
ordinances, rules or regulations constitutes a breach of this Contract and entitles SCBE to terminate this
Contract immediately upon delivery of written notice of termination to Offeror.
19.0 BONDING
A. BID BOND: Bidders are required to submit a bid bond in the amount of five percent (5%) of the total
estimated contract amount for each individual school location, as determined by SCBE and specified in
the IFB, to ensure the satisfactory completion of the work for which a contract or purchase order is
awarded that may exceed $100K. Should the Bidder withdraw their bid response without entering
into a contract the Bid Bond may be forfeited in whole or in part.
B. PERFORMANCE AND LABOR BOND: The successful Bidder(s) will be required to submit a
performance and/or labor bond, Cashier's or Certified Check in the amount of one hundred percent
(100%) of the total estimated contract amount for the project, as determined by SCBE and specified in
the IFB, to ensure the satisfactory completion of the work for which a contract or purchase order is
awarded that exceeds $100K.
C. The bond, cashier or certified check must be made in favor of the SHELBY COUNTY BOARD OF
EDUCATION, MEMPHIS, TENNESSEE 38112.
20.0 TERMS AND CONDITIONS
Any contract entered in connection with this solicitation shall be subject to these General Terms and
Conditions except as otherwise modified herein.
It shall be the Contractor's sole responsibility to insure they are compliant with all applicable federal, state, and
county laws, rules, ordinances, statutes, etc., that may impact this contract. The SCBE shall bear no responsibility
for monitoring the Contractor's compliance with said legal requirements. If the Contractor fails to maintain legal
compliance, The SCBE may find said Contractor in default.
In the event of conflict between the General Terms and Conditions shall take precedence.
In the event of conflict between this solicitation any of the General Terms and Conditions proposed by any
bidder or incorporated in any acknowledgement of contract awarded to the successful bidder, then, and in
such event, the terms and conditions stated herein shall take precedence unless modified in writing by the
Procurement Director.
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21.0 BASIS OF AWARD
Contract(s) shall be awarded to the best, qualified, lowest responsible and responsive Bidder(s), offering the
lowest bid price on the time and materials basis.
Pricing shall remain firm for the initial term of the agreement.
22.0 OPTION TO RENEW CONTRACT PERIOD
Price decreases are acceptable at any time, need not be verifiable, and are required should the
contractor/producer/processor/manufacturer experience a decrease in costs associated with the
execution of the contract.
Price adjustments from the contractor/producer/processor/manufacturer for any/all items may be
considered at renewal. The request is subject to approval by the Contracting Officer. The
request must be submitted in writing at least sixty (90) days prior to the renewal term and shall
be accompanied by supporting documentation.
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 Memphis-Shelby
County Schools.
23.0 STATE OF TENNESSEE CERTIFICATE OF EXISTENCE
Title 48 of Tennessee Code requires all contractors and subcontractors that are domestic or foreign
Corporations, Limited Liability Companies, Limited Partnerships, or Limited Liability Partnerships to be in
good standing with the Secretary of State (i.e., have a valid Certificate of Existence/Authorization). This
includes being duly incorporated, authorized to transact business, and/or in compliance with other
requirements as detailed by the Secretary of State.
Bidder shall submit a State of Tennessee Certificate of Existence or other State of Tennessee issued
documentation verifying the bidder is in Good Standing with the Department of Assessment and Taxation of
Tennessee and/or registered to do business in the State of Tennessee.
Certificates of Status may be obtained online at https://tnbear.tn.gov/ecommerce/default.aspx.
Bidder(s) that are domestic or foreign corporations, limited liability companies, limited partnerships, or
limited liability partnerships, must be in good standing with the Secretary of State (i.e., have a valid
Certificate of Existence/Authorization).
24.0 RESOLUTION FOR PROTEST AND DISPUTES
The Procurement Director shall attempt to resolve informally all protests of bid award
recommendations. Vendors are encouraged to present their concerns promptly to the buyer for
consideration and resolution. Open dialogue is helpful for all parties and disputes are often only a
misunderstanding of the evaluation and recommendation process.
A. RIGHT TO PROTEST
Prior to the commencement of an action in court concerning the controversy, any actual vendor who
claims to be aggrieved in connection with a solicitation, the solicitation process, or a pending award of
a contract may protest to the Buyer. Procurement Director shall attempt to resolve informally all
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protest of award recommendations. Protest shall be submitted in writing within seven (7) days after
such claimant knows or should know of the facts giving rise to the protest.
1. An aggrieved Bidder of standing or offeror may protest to the Buyer a proposed award of a contract
for supplies, equipment, services, or maintenance. A bidder, of standing is a bidder, who would be
directly next in line for an award should the protest be supported.
a. The protest shall be in writing addressed to the Buyer with a copy to the Procurement Director
and shall include the following:
* The name address and telephone number(s) of the protester.
* Identification of the solicitation
* Statement of reasons for the protest
* Supporting documentation to substantiate the claim
* The remedy sought
2. The protest must be filed with the Procurement Office within seven (7) calendar days of the
recommendation of award or notification to the bidder or offeror that their bid or proposal will be
rejected.
3. A vendor who does not file a timely protest before the contract is executed by the Board is deemed
to have waived any objection.
4. The Procurement Director shall inform the Chief Financial Officer (CFO) upon receipt of the
protest.
5. The Procurement Director shall confer with the general counsel prior to issuance of a decision
regarding disputes of contracts or awards.
B. Bond Requirements
1. Neither a protest nor a stay of award shall proceed under this section unless the protesting party
posts a protest bond. The protesting party shall post with the Procurement Director, at the time of
filing a notice of protest, a bond payable to the Shelby County Board of Education in the amount of
five percent (5%) of the lowest cost proposal evaluated or, if a protest is filed prior to the opening
of cost proposals, the bond payable shall be five percent (5%) of the estimated maximum liability
provided in the procurement document. The protest bond shall be in form and substance acceptable
to the Shelby County Board of Education and shall be immediately payable to the Shelby County
Board of Education conditioned upon a decision by the protest committee that:
a. A request for consideration, protest, pleading, motion, or other document is signed, before or
after appeal to the Chief Financial Officer, in violation of subsection (b);
b. The protest has been brought or pursued in bad faith; or
c. The protest does not state on its face a valid basis for protest.
2. The bond shall be payable to the Shelby County Board of Education for any other reason approved
by the Procurement Office. The Board of Education shall hold the protest bond for at least eleven
(11) calendar days after the date of the final determination by the Procurement Director. If the
protesting party appeals the Procurement Director's determination to the protest committee, the
Procurement Director shall hold the protest bond until instructed by the General Counsel Office to
either keep the bond or return it to the protesting party.
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C. APPEAL OF CONTRACT AWARD DECISION
The Procurement Director shall issue a decision in writing. Any decision of an award protest may be
appealed to the CFO within seven (7) days of issuance of the decision by the Procurement Director
Any decision of an award protest may be appealed to the Superintendent within seven (7) days of issuance
of the decision by the Chief Financial Officer.
The Superintendent will evaluate the issues involved and render a decision. The decision of the
Superintendent is final.
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PART III: BID SUBMISSION REQUIREMENTS
1.0 GENERAL FORMAT
A. Bidders must submit one (1) original and one (1) USB (with Bid formatted into a single pdf file) of the
bid submission at the date and time that bids are due. The Electronic USB media shall bear a label on the
outside containing the IFB number and name as well as the name of the bidder and include all requested
information and documents. SCBE RESERVES THE RIGHT TO CONTRACT IN THE BEST
INTEREST OF SCBE, AND TO REJECT ANY AND ALL BIDS AT ANY TIME PRIOR TO
AWARD.
B. Bid submission shall be labeled on the outside of each submitted package with the following:
1. Bidder's name and business address;
2. Bid Due Date/Time for receipt of Bids, and
3. Invitation for Bid (IFB) number and Title
C. Each bid must include a Transmittal Letter and Table of Contents. All pages must be numbered
consecutively from beginning to end and separated by tabs as described below:
1. TRANSMITTAL LETTER (TAB A): Bids are to be accompanied by a brief transmittal letter
prepared on the bidder's letterhead and signed by an individual who is authorized to commit the
Offeror to the services and requirements in the IFB. This transmittal letter shall include:
a. The name, title, address, telephone number, and electronic mail address of the person authorized
to bind the bidder to the contract, who will receive all official notices concerning this IFB.
b. The bidder's Federal Tax Identification Number or Social Security Number.
c. Acknowledgement of all Addenda to this IFB. (Appendix F)
2. FORMS (TAB B): (include the following)
a. Completed Bid Identification Submittal Form (Attached to the Outside of IFB Packet)
b. Completed Non-Collusion Certificate (Notarized) (Appendix B)
c. Completed Debarment Affidavit (Notarized) (Appendix C)
d. Completed Anti-Bribery Affidavit (Notarized) (Appendix D)
e. Completed Pricing Quote Confirmation (Appendix E)
f. Completed Addenda Acknowledgement Form (Appendix F)
g. Complete Promise of Non-Discrimination Statement (Appendix G)
h. Local Preference Purchasing (Appendix H)
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