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WCPS Washington County Public Schools Washington County WCPS Public Schools Center for Education Services 10435 Downsville Pike Hagerstown MD 21740 301-766-2800 RFP #2016-11 DATE OF ISSUE: January 5, 2016 REQUESTforPROPOSALS MAINTENANCE AND REPAIR SUPPLIES­ PREFERRED SUPPLIER PROGRAM ISSUING OFFICE: PURCHASING OFFICE WASHINGTON COUNTY PUBLIC SCHOOLS 10435 Downsville Pike Hagerstown, Maryland 21740 Telephone (301) 766-2842 Fax (301) 766-2859 PRE-BID MEETING: 10:00 AM Wednesday, January 20, 2016 DEADLINE FOR SUBMISSION OF PROPOSALS: 4:00 PM Local time Wednesday, February 24, 2016 Dates/times subject to change by written notice to all potential proposers. Questions regarding this procurement must be directed in written transmittal to Lisa Freeman, Supervisor of Purchasing for WCPS, telephone 301-766-2842, and email : [email protected] .md .us, or facsimile to 301-766-2859. Washington County Public Schools RFP #2016-11 , Maintenance and Repair Supplies - Preferred Supplier Program Center for Education Services Proposal Due Date: 4:00p.m. Wednesday, February 24, 2016 OVERVIEW Washington County Public Schools ("WCPS") desires to enter into a contract with responsible suppliers for maintenance and repair supplies to be ordered throughout the contract period. This Request for Proposals ("RFP") is being issued to select "Preferred Suppliers" who offer competitive pricing, reflecting annualized volume discounts, and can best provide needed, quality products in a timely and efficient manner. This RFP covers repetitive, specified categories of mostly low-cost items. Proposals should describe the bidder's business operations, experience, qualifications, product lines and pricing structure. WCPS intends to select a number of preferred suppliers using the evaluation criteria indicated herein. For some commodities, Offerors with stores in/near Washington County allowing for counter service/pick up of materials will be preferred in the evaluation. The resultant contract (Purchase Agreement) shall govern all transactions under the Blanket Purchase Order which will be non-exclusive, broad in scope, allowing for the purchase of any item within the category, at the agreed (as bid) rate of discount. After issuance of Blanket Purchase Orders, the WCPS Maintenance staff may at its discretion obtain price quotes in advance and exercise unilateral discretion to order materials based upon "best value." WCPS does not guarantee any purchases under the resultant contract/order. 1.2. AUTHORITY This request for proposal ("RFP") provides to those companies interested in submitting a proposal for the subject procurement ("Offerors") sufficient information to enable them to prepare and submit a responsive proposal to Washington County Public Schools ("WCPS"). The Board of Education of Washington County ("WCBOE") is the legal entity and governing authority that will award any resulting contract. 1.3 CONTRACT PERIOD It is anticipated that this contract will be awarded by the Washington County Board of Education in its public business meeting April 19, 2016. The contract will become effective upon issuance of the Blanket Purchase Order for materials purchases starting July 1, 2016. Blanket Purchase Orders are issued or extended on a fiscal year basis. The initial term will remain in full force and effect through June 30, 2017. The contract may be extended by mutual agreement of the parties for successive one year terms. 1.4 BACKGROUND Washington County Public Schools (WCPS) operates and maintains 48 schools and buildings in the service of 22 ,000+ students. Buildings are maintained by a combination of in house staff consisting of carpenters, electricians, plumbers and other trades and outside contractors. WCPS has an ongoing requirement for a variety of materials, parts and supplies, used in the performance of regular (work order) projects, emergency repairs, and general upkeep and maintenance of the buildings. The Fiscal Year 2016 Budget for Maintenance Materials is $1 ,005,000. 1.5 RFP OBJECTIVES WCPS is seeking to formalize the procurement of maintenance and repair supplies in the following commodity categories: Commodity Code Description 150 Building /Industrial Supplies 285 Electrical Supplies 345 Safety Supplies 445 Hand and Power Tools 450 Hardware 670 Plumbing Fixtures 031-00 Air Conditioning, Heating, Ventilation (HVAC) Supplies Page 2 of 28 Washington County Public Schools RFP #2016-11 , Maintenance and Repair Supplies - Preferred Supplier Program Center for Education Services Proposal Due Date: 4:00p.m. Wednesday, February 24, 2016 Heating, Venting and Air Conditioning (HVAC) Supplies This RFP solicitation document invites proposals for essential quantities of materials in the above commodity categories over the contract term . This RFP covers repetitive, specified categories of mostly low-cost items in the above commodity categories. The specification is designed to govern the purchase of products primarily for normally anticipated needs. Services as part of these contracts is restricted to those services associated with provision and/or installation of purchased materials and technical advice. 1.6 OVERVIEW OF EXPENDITURES In Fiscal Year 2016, WCPS has budgeted $1 ,005,000 for Maintenance Materials. Subject to the outcome of this selection process, WCPS plans to designate multiple, preferred suppliers, issue each a blanket purchase order, and to require its maintenance staff to purchase from these suppliers pending any special circumstances. The WCBOE does not guarantee any expenditure amount under this contract. WCPS does not guarantee a minimum purchase quantity of any item(s). WCPS is not obligated to any purchase or reimburse any vendor in the event blanket purchase order releases are not issued. No award made under this specification shall prevent WCPS from calling for bids on items identical or similar to those covered herein. The purchase of any/all products specified herein is dependent upon the availability of funds. 1.7 ADDENDA RFP questions and responses affecting all participants will be shared with all other interested parties by addendum to this RFP solicitation package. WCPS reserves the right to modify or exclude any consideration, information, or requirement contained in this RFP and to add new considerations, information, or requirements prior to the due date for proposals by written addendum to this bidding document. All such changes shall be communicated to all potential bidders in writing by amendment to this RFP. Any amendment to this RFP shall be acknowledged in the proposal and shall become part of the proposal. 1.8 PRE-PROPOSAL MEETING WCPS will hold a Pre-proposal Meeting at 10:00 AM, Wednesday, January 20, 2016. The purpose of this meeting is to clarify any parts of the RFP that the Offerors may not clearly understand. Offerors are to submit all questions in writing to the Director of Maintenance and the Supervisor of Purchasing in accordance with instructions in the paragraph to follow. 1.9 QUESTIONS If an Offeror has any question regarding this RFP, the Offeror must submit the questions by email (with the subject line "Maintenance Supplies RFP Question") to the Director of Maintenance, Mr. Mark Mills, by email to [email protected] with a copy to the Supervisor of Purchasing at [email protected] or facsimile to: 301-766-2859 NO LATER THAN 4:00PM, Friday, February 12, 2016. The Offerors should not attempt to contact the WCPS by any other means. The WCPS will not be bound by any verbal information nor will it be bound by any written information that is not either contained within the RFP or formally issued as an addendum by the Purchasing Office. Page 3 of28 Washington County Public Schools RFP #2016-11 , Maintenance and Repair Supplies- Preferred Supplier Program Center for Education Services Proposal Due Date: 4:00p.m. Wednesday, February 24, 2016 2. RFP RESPONSE 2.1 SCHEDULE A Pre-bid Meeting will be held at 10:00 AM Wednesday, January 20, 2016, at the WCPS Center for Education Services, Purchasing Department, 10435 Downsville Pike, Hagerstown, Maryland 21740 .. Attendance at this meeting is strongly encouraged but not required in order to participate. The RFP process will entail a written proposal due to the WCPS Purchasing Office, Center for Education Services, 10435 Downsville Pike, Hagerstown, Maryland 217 40, by 4:00 PM, Wednesday, February 24, 2016. Please submit one (1) original and one copy of the proposal to the Washington County Public Schools, Center for Education Services, Purchasing Department, 10435 Downsville Pike, Hagerstown, Maryland 21740. Evaluation of proposals will be conducted by an Evaluation Committee which will include representatives from the Maintenance and Purchasing Departments. The Evaluation Committee will make a recommendation for award of contracts to the WCPS Procurement Review Committee in early April 2016. Award of the contract shall be made based on recommendations of the WCPS Procurement Review Committee to the Board of Education on or around April 19, 2016. A Blanket Purchase Order will be issued to all awarded vendors in June 2016 for the effective period July 1, 2016 through June 30, 2017. All dates are subject to change by written addendum to this RFP solicitation document. 2.2 VENDOR REGISTRATION All participating Offerors are required to register as a vendor with WCPS by following these instructions: 1. Visit www.wcpspurchasing.com 2. In the "Become a Vendor'' box on the right side of your screen, click on the "Apply Now" button 3. After clicking on the "Apply Now" button, choose the link www.wcpspurchasing.com/bidder/registration.
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