School Supplies 2026-27 SY

HEMPFIELD AREA SCHOOL DISTRICT
4347 Route 136, Greensburg, PA 15601
INVITATION TO BID
SCHOOL SUPPLIES
2026-2027 School Year
Bids Due: April 2, 2026 until 1:00 PM EST
Hempfield Area School District is accepting bids for the 2026-2027 school year supplies for the
following categories: Art, Electrical, Janitorial, Lumber-Maintenance, Physical Education, Print Shop
Paper, Science Education and Technology Education.
Hempfield Area School District reserves the right to reject any or all bids, assign any or all
proposals, and waive irregularities in this proposal.

Hempfield Area School District
26-27 School Supply Bids
GENERAL CONDITIONS
1. TERMS
A. "Owner" shall mean Hempfield Area School District.
B. "Board" shall mean Hempfield Area School Board.
C. "Bidder" shall mean company qualified to bid in accordance with enclosed
specifications.
D. "Furnished" shall mean to furnish at the destination called for.
2. Articles as used herein shall include supplies, material and equipment and all incidental
work and labor concerning these specifications.
3. INDEMNIFICATION
A. The bidder does hereby agree that, if awarded the contract under these specifications, he
will indemnify and save harmless the Owner and its Board of School Directors, its
members, the Superintendent and his staff, from all suits and actions of every nature and
description brought against them or any of them growing out of any contract or
contracts, written or verbal, entered into between the Owner and the successful bidder,
and further upon the awarding of the contract to the undersigned bidder in accordance
with these specifications, this agreement of indemnifications shall automatically become
effective.
4. Consider all applicable laws a part of these specifications and shall be enforced as though
they were included. This includes the PA Act 1874-159, Worker and Community Right-To-
Know Law (12/1/86).
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Hempfield Area School District
26-27 School Supply Bids
INSTRUCTIONS TO BIDDERS
1. Bidders will submit bids using the Vendor Portal through our district financial program
(CSIU). Vendors will login and follow instructions received by email.
2. Prior to bid due date, all bidders must submit a signed and notarized Non-Collusion
Affidavit, included herein, via email to marshallp@hasdpa.net.
A. If bidding on multiple categories, please submit only one affidavit with "Multiple
Bids" typed or written on the form.
3. Bidders will submit prices as specified using the brand or manufacturer in the description.
If a brand or manufacturer is not noted in the description, please enter it on the bid form
along with your order number. This is important when comparing bid items.
4. SAMPLES
A. When submitting a bid for any item that states "sample must be provided", that sample
must be delivered with the bids, or sent in prior to bid due date, and be plainly marked
with the name of the product as well as the bid number, category (i.e. Art, Science,
Janitorial, etc.) and bidder's name. All bid samples will be held for thirty (30) days after
the awarding. Samples not picked up after this date are forfeited.
B. When submitting a sample of a cleaning product, provide enough of the product to
do test in an area measuring 100 square feet, i.e., floor wax-provide enough to test
your product in an area measuring 100 square feet.
C. If sample is required but not submitted with the bid, that item may be rejected.
5. All bidders must comply with the Right-To-Know Act pertaining to hazardous materials and
provide a Materials Safety Data Sheet for any item for which this shall pertain.
6. BID ENTRIES
A. Bidder MUST supply the item number or catalog number for each item bidding.
The Owner has to be able to research this item to make sure it will meet
specifications, if not the Owner will consider the bid incomplete and go to the
next bidder meeting specifications for the award.
B. Bid figures shall include ALL charges such as packaging, shipping, handling, prepaid
delivery, any hazardous material charge, and delivery fuel surcharge. Bid shall
include all discounts except any cash discount.
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Hempfield Area School District
26-27 School Supply Bids
C. The Owner is exempt from Federal Excise Tax, State Sales and Use Tax and will
execute Tax Exemption Certificates when requested.
7. The Owner WILL NOT accept any bids that note 'MINIMUM ORDER' requirements.
8. The Owner may increase or decrease an item or items when reviewing the bids to stay
within the budgetary constraints.
9. AWARD
A. The Owner will award the items on an individual item basis to the lowest responsible
bidder meeting specifications. This will be in the form of a Purchase Order and will act
as your notice to proceed. Purchase orders will be dated July 1 or after, however we
will order the items prior to that date so items can be expedited in a timely manner.
B. The bidder agrees that if the contract is awarded to him, he will not assign, transfer
or sublet it, unless specific permission to do so is granted in writing, by the Owner.
The bidder also agrees that if the contract is awarded to him, he will not assign in
whole or part any rights or privileges that may accrue to him under the terms of the
contract or any money, which may become due to him there under.
C. The bidder agrees, if awarded the contract, to furnish and deliver the said articles at such
times, at such places, and in such quantities as herein specified, and that all of the articles
shall be subject to the inspection and approval of the Owner. In the event that any of the
said articles shall be rejected as unsuitable or not in conformity with these specifications,
such articles shall at once be removed and other articles of proper quality as set forth in
these specifications shall be furnished in place thereof at the expense of the successful
bidder.
D. The awarded bidder must have all items delivered to the District by August 14, 2026. This
does not apply to live material science items that need to be released throughout the
school year. Bids should only be submitted by sellers who can commit to the
specified delivery schedule.
E. The Owner has the option to purchase additional items at the prices indicated in this bid
until March 1, 2027, and the successful bidder shall honor the bid price.
10. In the event that the successful bidder shall neglect or refuse to furnish and deliver the said
items or services or any part thereof as provided in these specifications, or to replace any which
are rejected as stated in the preceding paragraph, then in such event, the Owner is authorized
and empowered to purchase articles in conformity with this contract from such party or parties
in such quantities and in such manner as it shall select at the expense of the successful bidder,
or to cancel this contract reserving to itself, nevertheless, all rights for damages which may be
incurred by the Owner.
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Hempfield Area School District
26-27 School Supply Bids
11. DELIVERIES
A. Please ensure all deliveries are directed to the Central Receiving address shown in
the 'Ship To' section on the purchase orders, arriving between 9 a.m. and 2:30 p.m.
Please call 478-808-4134 for other delivery questions.
B. The Owner requires Direct Signature upon delivery. Please note this on every package
you send.
C. Liquid items on the bid list will not be accepted in containers larger than fifty-five
(55) gallon drum or pail.
D. If items are found NOT TO meet the bid specifications, the Owner will notify the vendor
and it will be the responsibility of the vendor to make the necessary corrections at their
expense. If the successful vendor fails to comply with these bid conditions, the Board
has no other option but to award to the next lowest bidder to purchase those items.
12. INVOICING: All invoices MUST be dated July 1 or after - no exceptions. Please make the
appropriate department(s) of your company aware of this date. Emailed invoices are
acceptable to accounts-payable@hasdpa.net.
13. PAYMENTS: The Board meets the third Monday of each month for the regular board meeting.
Bid items are checked using bid specifications and invoices are checked using the packing slips.
Payments of invoices for these bid item(s) will be after the regularly scheduled monthly school
board meeting following delivery provided there are no problems with the bid item(s).
14. Please direct your questions regarding the bid documents to marshallp@hasdpa.net.
End of section
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Hempfield Area School District
26-27 School Supply Bids
INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT
1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According
to the Pennsylvania Antibid-Rigging Act, 73 P.S. 1611 et seq., governmental agencies may
require Non-Collusion Affidavits to be submitted together with bids.
2. This Non-Collusion Affidavit must be executed by member, officer or employee of the
bidder who makes the final decision on prices and the amount quoted in the bid.
3. Bid rigging and other efforts to restrain competition, and the making of false sworn statements
in connection with the submission of bids are unlawful and shall examine it carefully before
signing and assure himself or herself that each statement is true and accurate, making diligent
inquiry, as necessary, of all other persons employed by or associated with the bidder with
responsibilities for the preparation, approval or submission of the bid.
4. In the case of a bid submitted by a joint venture, each party to the venture must be
identified in the bid documents, and an Affidavit must be submitted separately on behalf of
each party.
5. The term "complementary bid" as used in the Affidavit has the meaning commonly
associated with that term in the bidding process, and includes the knowing submission of
bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and
any other form of bid submitted for the purpose of giving a false appearance of
competition.
6. Failure to file an Affidavit in compliance with these instructions will result in disqualification
of the bid.
7. In order for this Affidavit to be accepted, the form must be complete with signatures and
notarized.
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Hempfield Area School District
26-27 School Supply Bids
NON-COLLUSION AFFIDAVIT
Contract/Bid No. ______________________________________
State of :
: s.s.
County of _____________________________________ :
I state that I am (Title) _____________________________________________ of
(Name of Firm) _____________________________________________________ and that I am authorized to make
this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for
the price(s) and the amount of this bid. I state that:
(1) The price(s) and amount of this bid have been arrived at independently and without consultation,
communication or agreement with any other contractor, bidder or potential bidder.
(2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate
amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder,
and they will not be disclosed before bid opening.
(3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this
contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid
or other form of complementary bid.
(4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or
inducement from, any firm or person to submit a complementary or other noncompetitive bid.
(5) (Name of Firm) , its affiliates, subsidiaries, officers,
directors and employees are not currently under investigation by any governmental agency and
have not in the last four years been convicted or found liable for any act prohibited by State or
Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any
public contract, except as follows:
I state that (Name of Firm) ____________________________________________ understands and acknowledges that
the above representations are material and important, and will be relied on by the HEMPFIELD AREA SCHOOL
DISTRICT in awarding the contract(s) for which this bid is submitted. I understand and my firm understands that any
misstatement in this affidavit is and shall be treated as fraudulent concealment from the HEMPFIELD AREA SCHOOL
DISTRICT of the true facts relating to the submission of bids for this contract.
(Signature) (Signatory's Name and Title)
SWORN TO AND SUBSCRIBED BEFORE ME THIS
_____________________________ DAY OF ____________________________________ , 20 ___________________
_____________________________________________ My Commission Expires ______________________________
Notary Public
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