003-PUR-2027 Restock of Copy Paper

REQUEST FOR QUOTATION
FOR
RESTOCK OF COPY PRINTER PAPER
DOUGHERTY COUNTY SCHOOLS
SOLICITATION ID: 003-PUR-2027
Document Date: April 28, 2026
Logistical Services
Dougherty County School System
601 Flint Ave.
Albany, GA 31701

TABLE OF CONTENTS
CONTRACTUAL INFORMATION
SECTION 1: REQUEST FOR QUOTATION 3
SECTION 2: GENERAL TERMS AND CONDITIONS 4-6
SECTION 3: BIDDER QUALIFICATIONS 6
SECTION 4: STANDARD CONTRACT CONDITIONS 6-7
SECTION 5: BACKGROUND CHECKS 7-8
SECTION 6: SPECIAL INSTRUCTIONS 8
ASSOCIATED DOCUMENTS
ATTACHMENT A -DJEA POLICY AND STATEMENT OF ASSURANCE 9-11
ATTACHMENT B - VENDOR INFORMATION FORM 12
ATTACHMENT C - VENDOR REFERENCE SHEET 13
ATTACHMENT D - ACKNOWLEDGEMENT 14
ATTACHMENT E - DEBARMENT & EXCLUSIONS 15-16
ATTACHMENT F - CERTIFICATION OF NONCOLLUSION 17
ATTACHMENT G - CONTRACOR SECURITY & IMMIGRATION COMPLIANCE 18
ATTACHMENT H - SUBCONTRACOR SECURITY & IMMIGRATION COMPLIANCE 19
BID SUBMISSION CHECKLIST 20
ITEM SPECIFICATIONS/QUOTE FORM 21-22
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LOGISTICAL SERVICES
601 FLINT AVE.
ALBANY, GA 31702
003-PUR-2027
SECTION 1: REQUEST FOR QUOTATION
The Dougherty County School System (DCSS) will receive proposals from qualified vendors to provide
copy/printer paper to restock the district warehouse.
Sealed proposals will be received by the Dougherty County School System at the time and place specified
on the invitation at which time they will be publicly opened and read. Neither dating of proposal form nor
placing in mail by this date will meet requirements. Proposals will be received up to date and time stated.
The Dougherty County School System reserves the right to reject any and all proposals, any part of
proposals, and to waive any and all informalities..
The Dougherty County School System, at its discretion and at no fee to the Dougherty County School
System, may invite any vendor to appear for questioning during evaluation of bids for the purpose of
clarifying statements in the bid. The Dougherty County School System reserves the right to reject any or
all bids; any part or parts of a bid, waive any technicalities/informalities, increase or reduce quantities, make
modifications or specifications, and award any or all of the contract in a manner that is in the best interest
of the Dougherty County School System.
ITEM(S): WAREHOUSE RESTOCK OF COPY PRINTER PAPER
CONTRACT TYPE: REQUEST FOR QUOTATION
PERIOD: JULY 1, 2026 THROUGH JUNE 30, 2027
Q&A DEADLINE: MAY 12, 2026 @ 4:00PM
BID OPENING: MAY 27, 2026 - 11:00 AM - Logistical Services
All questions concerning this Request for Quotations must be submitted via email to
purchasing@docoschools.org with the subject line: "003-PUR-2027 Q&A". Please note the Q&A
deadline for this RFQ is Friday, May 12, 2026 at 4:00pm.
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SECTION 2: GENERAL TERMS AND CONDITIONS
1. VENDOR'S ACCESS TO RFQ INFORMATION: Vendors are advised to view the DCSS web
site on a weekly basis for a listing of solicitations. RFQs issued by the DCSS are posted on the
DCSS web site at www.docoschools.org and the Georgia Procurement Registry at
https://ssl.doas.state.ga.us/PRSapp/.
2. CORRECTION OF MISTAKES: All submissions must be in ink or typewritten. No erasures
permitted. Mistakes may be crossed out and correction inserted adjacent. Corrections must be
initialed in ink by person signing bid.
3. FACSIMILE OR TELEGRAPHIC OFFERS: An offer shall be submitted on the forms provided.
A facsimile, telegraphic, or mailgram offer shall be rejected.
4. SIGNATURE ON PROPOSAL REQUIRED: Proposal must be signed with the firm or corporate
name and by a responsible officer. Stand-alone notary documents must reference the associated
document by title.
5. DELIVERY OF PRICE REQUEST: Offers received after the time and date stated on the RFQ will
be returned, unopened to the appropriate bidder, at bidder's expense. Post marks or dating of
documents will be given no consideration in the case of late submissions. If, however, a deliverer
(UPS, Federal Express, US Air, etc.) can provide documented proof as evidenced by the signature of
a school district employee that substantiates the claim the proposal was delivered to the proper place
prior to the time and date set for Bid Opening and, through fault of school district personnel, the
proposal did not get to the proper authority, the proposal will be considered. It is the bidder's
responsibility to ensure their proposal is delivered on time and to keep up with tracking information.
Do not make any school district personnel the contact for receiving tracking alerts on your
mailing.
6. RETURN INSTRUCTIONS: Vendors must use the RFQ form without alterations. Vendors should
make copies for their records. When applicable, the "Unit Price," "How Packed," and "Brand & Code
Quoting" lines must be completed for each item. Proposals should be sealed in an envelope with the
following on the outside: The school system's name and address, the company name, the RFQ
number, the RFQ opening date and time as they appear on the cover sheet. This is to assure that the
proposal can be accurately registered upon receipt. You may clip and attach the label below. Be sure
to fill in the appropriate information.
7. PROPRIETARY INFORMATION: Bidders are advised to clearly identify any portion of their
submission that contains proprietary or confidential information. Such information must be marked
accordingly. The procuring entity will take reasonable effort to protect designated proprietary
information; however, blanket designations of an entire submission as proprietary will not be
accepted.
8. UNIT PRICE PREVAILS: Unit price will prevail in case of conflict between unit and total price.
All prices to be firm for the period specified in the "Invitation," unless covered by an escalation
clause.
9. INVOICES: All items listed are to be charged to the Dougherty County School System, P. O. Box
3170, Albany, GA 31702. Invoice date to be determined by the date of delivery unless otherwise
agreed.
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10. PUBLIC OPENING AND CONFIDENTIALITY: Bid openings are open to any bidder or
interested member of the public. The information announced will vary with the nature of the
procurement, but all accepted bids, at a minimum, will be identified at the time they are due. This is
done to reduce the potential for collusion and favoritism and to foster public confidence in our
procurement process. Information conveyed during the bid opening is public record at the time of the
bid opening. Afterwards, bids and other documents and information pertaining to the RFQ, will be
publicly available following the award of the contract. No files will be removed from the school
district offices. An offeror who wishes to obtain a copy of the RFQ tally sheet, should continue to
check the DCSS web site for posting. The web address is http://www.docoschools.org.
The bid opening will be held at the Dougherty County School System Logistical Services
Department, located at 601 Flint Avenue, Albany, GA 31701 at 11:00am on Wednesday, May 27,
2026. We will also stream the opening live on the Zoom platform.
Please follow the URL below to join the meeting or copy and paste it into your browser:
https://zoom.us/j/8995235446
Meeting ID: 8995235446
Meeting Password: 652309
11. CORRECTNESS OF QUOTATIONS: Quotations shall be verified before submission, as
quotations cannot be withdrawn after public opening. No proposal can be corrected after being
opened. The Dougherty County School System will not be responsible for errors or omissions on any
Bid or to waive any informality in Bids and to accept or reject any items thereon.
12. DUTY TO EXAMINE: It is the responsibility of each offeror to examine the entire solicitation,
seek clarification in writing, and check its offer for accuracy before submitting the offer. Lack of care
in preparing an offer shall not be grounds for withdrawing the offer after the offer due date and time
nor shall it give rise to any contract claim.
13. ADDENDA: If clarification of the specifications/instructions is required the request shall be made in
writing by the Q&A deadline set forth on page 3 of the RFQ. The school district will respond to
material questions in the form of an addendum. All efforts will be made to provide any required
addenda on the DCSS on-line web site located at www.docoschools.org, at least five days prior to bid
opening. However, in some rare cases it may be necessary to issue an addendum as late as the bid
opening date. It is a vendor's responsibility to monitor the Dougherty County School Purchasing
Department web site for addenda to solicitations, to incorporate the necessary actions into their
proposal, and to acknowledge in their submission the receipt of addenda. DCSS shall bear neither
responsibility nor obligation for bidders' failure to take into account a posted addendum. A proposal
submitted without taking into account addenda that have been issued may be rejected as non-
responsive.
14. PIGGYBACK CLAUSE
This solicitation allows for other State and Local Governments to buy off the awarded contract under
the same terms, conditions, and prices as the initial contract during the effective term, pending
agreement between Offeror and the third-party entity. The awarded Contractor shall have the right,
but not the obligation, to contract with third parties. DCSS accepts no responsibility for any such
contracts, or for any liabilities, obligations, or payments owed to the Contractor by any other agency.
15. RIGHTS AND REMEDIES: In lieu of canceling the purchase order, the DCSS may levy a charge
for each day beyond the required completion date that the successful vendor fails to complete the
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services. Such charge is not a penalty, rather it is the agreed upon liquidated damages representing the
estimated damages that will be incurred by the DCSS as a result of the vendor's failure to complete
the services as required. Partial completion on a purchase order will not exempt a vendor from this
charge. DCSS further has the right, after or in lieu of assessing such charge, to terminate the purchase
agreement.
16. MATERIAL SAFETY DATA SHEETS AND TECHNICAL DOCUMENTATION: The
successful bidder shall submit copies of MSDS's on any chemicals that may be utilized to perform
the work associated with this RFQ. The Dougherty County School System must approve the MSDS's
for each product, prior to its use within the DCSS.
17. DELIVERY PREPAID: It is understood that the bidder agrees to deliver prepaid, to an inside point
or points of receipt, all items on which proposals are accepted, as indicated on the proposal form. All
costs for delivery, drayage, freight, and installation are to be borne by the bidder.
18. AWARDS: A condition of the RFQ is the vendor's agreement to extend all pricing, terms and
conditions quoted to any Dougherty County governmental entity.
19. LOCAL PREFERENCE: Definition - Dougherty County supplier shall mean a supplier who, at the
date of the purchase or bid for supplies acquired under this policy, and for a period of 90 days or more
prior thereto, maintains and has maintained an office and place of business physically located within
Dougherty County, Georgia, who has at least two full time employees working at or out of said office
and business location, and who holds a current City of Albany or Dougherty County business license.
Where purchases are made by obtaining competitive quotations, or by a bidding process, whenever a
Dougherty County supplier submits a quotation or a bid that is responsive and is within five percent or
$5,000.00, whichever is less, of the lowest responsive bid or quote, the Dougherty County supplier
shall be afforded the opportunity to match the bid or quote. Should the Dougherty County supplier
agree to match the lowest responsible bid or quote, then the purchase shall be made from the Dougherty
County supplier, provided such then the purchase shall be made from the Dougherty County supplier,
provided such supplier is otherwise qualified.
SECTION 3: BIDDER QUALIFICATIONS/OBLIGATIONS
1. Before any proposal can be accepted, a bidder must be deemed qualified in the judgment of Dougherty
County School System officials to perform as required herein. A proposal may be rejected if a bidder
fails to meet any one of the following qualifications:
a. RELIABILITY: A successful bidder must have a proven (or believable) record of
service, particularly with respect to delivering all items on a regularly scheduled basis at
favorable prices. A distributor may be designated as unacceptable if the requirements
listed herein have been previously violated and/or poor communications exist between
the seller and the Dougherty County School System.
b. ACCOUNTING PRACTICES: A successful bidder must clearly demonstrate to
Dougherty County School System officials his capability to provide accurate, reliable,
and timely reports, in terms of invoices, statements, and credits.
c. DEBARMENT DISCLOSURE: If an offeror has been debarred, suspended, or
otherwise lawfully prohibited from participating in any public procurement activity, the
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offeror shall disclose that information in its offer. Failure to do so shall result in rejection
of its offer and/or cancellation of any purchase agreement.
SECTION 4: STANDARD CONTRACT CONDITIONS
1. This contract shall be governed in all respects as to validity, construction, capacity, performance, or
otherwise by the laws of the State of Georgia.
2. Contractors providing services under this Request for Quotations herewith assure the school system
that they are conforming to the provisions of the Civil Rights Acts of 1964, as amended.
3. State Sales and Use Tax Certificate of exemption form will be issued upon request.
4. Deliveries against this contract must be free of excise or transportation taxes except when such a tax is
part of a price and Dougherty County School System is not exempt from such levies. Excise tax
exemption registration number may be used when required.
5. The contractor agrees to retain all books, records, and other documents relative to this agreement for
three (3) years after final payment. The Dougherty County School System, its authorized agents, and/or
State/Federal auditors shall have full access to and the right to examine any of said materials during
said period.
6. By his signature on the face of this document, a bidder certifies that his proposal is made without prior
understanding agreement, or connection with any corporation, firm, or person submitting a bid for the
same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. The
bidder certifies that he understands collusive bidding is a violation of Federal law and can result in
fines, prison sentences, and civil damage awards. He further agrees to abide by all conditions of this
proposal and certifies that he/she is authorized to sign this proposal for the bidder.
7. Prohibition against conflicts of interest, gratuities, and kickbacks. Any employee or any official of the
Dougherty County School System, elective or appointed, who shall take, receive any rebate, percentage
of contract, money or other things of value, as an inducement or intended inducement, in the
procurement of business, or the giving of business, for, or to, or from, any person, partnership, firm or
corporation offering, bidding for, or in open market seeking to make sales to the Dougherty County
School System shall be deemed guilty of a felony and upon conviction such person or persons shall be
subject to punishment or a fine in accord with State and/or Federal laws.
SECTION 5: BACKGROUND CHECKS
1. The Board of Education shall require contractor and/or subcontractor who undertakes construction
work or otherwise provides services on any Dougherty County School System campus to conduct a
criminal background check on all employees who will be performing work on any Dougherty County
School System campus. The background checks shall be reviewed by the Dougherty County Chief of
Police, who shall have authority of refusal to allow any employee of any contractor to be on any campus
of the Dougherty County School System until such time as the Superintendent or the Board acts.
2. No employee whose background check reveals conviction or pending charges for any of the following
offenses at any time shall be allowed on any campus of the Dougherty County School System for any
reason unless a waiver is obtained from the Board of Education Safety and Security Committee who
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will review such waivers on a case-by-case basis. The waivers must be filed within ten (10) days of
any refusal to be allowed on campus.
3. Murder, Felony Murder, Voluntary or involuntary Manslaughter, Kidnapping, Cruelty to Children in
the 1st Degree, Rape, aggravated Sodomy, Child Molestation or Aggravated Sexual Battery, Armed
Robbery, Robbery by Force, Theft By Snatching or Theft by Intimidation, Bestiality, Necrophilia,
Prostitution, Keeping a Place of Prostitution, Pimping, or Pandering, Statutory Rape, Arson,
Aggravated Assault, Aggravated Battery.
4. In all other cases, the Chief of Police of the Dougherty County School System upon consultation with
Superintendent shall have discretionary authority to prohibit an employee from being on any Dougherty
County School System campus based on conviction(s) for offenses not listed above. Each matter shall
be reviewed on a case-by-case basis.
5. Should any employee of a contractor or subcontractor who is currently engaged in construction work
or providing any other service on a Dougherty County School campus be arrested for any of the above
referenced charges he/she shall be suspended from working on any campus of the Dougherty County
School System. He or she shall only be permitted to return to work on a Dougherty County School
System campus if such charges are dismissed or result in an acquittal.
6. A copy of this policy should be provided to each contractor and subcontractor upon award of contract.
Failure to comply may result in contract termination, ineligibility to bid on future contracts, and any
other legal action the Board deems appropriate.
SECTION 6: SPECIAL INSTRUCTIONS
1. PROPOSAL COPIES: Bidder must supply one (1) original and one (1) digital copy when
submitting.
2. DELIVERY FREQUENCY: Deliveries shall be made directly to the location 601 Flint Ave Albany,
GA 31701, Monday through Friday, except school holidays and closing days (due to inclement
weather). Deliveries shall be made between the hours of 8:00 a.m. and 2:00 p.m. Deliveries are FOB
destination. Orders will be placed in truckload quantities. There is a dock available.
*************************************************************************************************************
THE FOLLOWING ITEMS MUST BE SIGNED AND RETURNED ALONG WITH YOUR
PROPOSAL:
Page 11 "STATEMENT OF ASSURANCE"
Page 12 "VENDOR INFORMATION FORM"
Page 13 "VENDOR REFERENCES"
Page 14 "ACKNOWLEDGEMENT"
Page 15 "DEBARMENT FORM"
Page 17 "CERTIFICATION OF NON-COLLUSION"
Page 18 "GA SECURITY & IMMIGRATION COMPLIANCE ACT FOR CONTRACTORS"
Page 19 "GA SECURITY & IMMIGRATION COMPLIANCE ACT FOR SUB-CONTRACTORS"
Page 20 "BID SUBMISSION CHECKLIST"
Page 21 "QUOTE"
FAILURE TO SIGN AND/OR SUBMIT THESE DOCUMENTS MAY RESULT IN
DISQUALIFICATION OF YOUR PROPOSAL.
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DJEA POLICY AND STATEMENT OF ASSURANCE
DOUGHERTY COUNTY SCHOOL SYSTEM
LOGISTICAL SERVICES
601 FLINT AVE.
P. O. BOX 3170
ALBANY, GA 31702-3470 (229) 431-1270
TO: Bidders
FROM: Sharonda Thompson, Director of Logistical Services
SUBJECT: Attached "DJEA POLICY" and "STATEMENT OF ASSURANCE"
The Dougherty County Board of Education has adopted a policy of Equal Opportunity for
Competitively Bid Purchases, including Construction.
Attached is a copy of this DJEA Policy.
Prior to award of any bid, vendors/contractors MUST provide assurance that their business will
be conducted in accordance with this nondiscrimination policy.
Attached is a "Statement of Assurance" form, which MUST be signed and returned with your
Bid.
Please note: FAILURE TO RETURN THE COMPLETED "STATEMENT OF ASSURANCE"
MAY CONSTITUTE REJECTION OF YOUR BID.
If you have questions regarding this requirement, please contact me at 229-431-1270.
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EQUAL OPPORTUNITY FOR COMPETITIVELY BID PURCHASES, INCLUDING
CONSTRUCTION
1. It shall be the policy of the Dougherty County Board of Education to promote and insure
equal opportunity for all persons, without regard to race, color, religion, sex, handicap, or
national origin, employed by or seeking employment with vendors and/or contractors doing
business with the Board. As a condition of doing business with the Board, each vendor
and/or contractor shall furnish assurance that its business will be operated in accordance
with the policy attached hereto and identified as a Competitively Bid Contracts, Policy
DJEA.
2. The following equal opportunity clause shall be deemed incorporated into every contract
and agreement between the Board and any of its vendors and/or contractors:
The vendor/contractor will not discriminate against any employee
or applicant for employment because of race, color, religion, sex,
handicap, or national origin. The vendor/ contractor shall take
appropriate action to ensure that applicants are employed and that
employees are treated during employment without regard to race,
color, religion, sex, handicap, or national origin. Such action shall
include, but shall not be limited to, the following: employment,
upgrading, demotion, transfer, recruitment, layoff, termination,
rates of pay or other forms of compensation, and training.
In the event of the vendor/contractors noncompliance with the
nondiscrimination policy of the Board, any contract or purchase
order may be canceled, terminated, or suspended, in whole or in part,
and the vendor/contractor may be declared ineligible to transact
further business with the Board.
3. All vendors and persons desiring to transact business with the Board are to provide
assurance that their business will be conducted in accordance with this nondiscrimination
policy and that such vendors and/or contractors agree to and shall abide by the equal
opportunity clause set forth in this policy.
4. It is the further policy of the Board to insure equal opportunity for minority/women owned
businesses and minority/women professionals with regard to all work, services, and
supplies purchased by the Board and all construction projects undertaken by the Board
which are competitively bid by the Board.
AMENDED:
DOUGHERTY COUNTY BOARD OF EDUCATION
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