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Board of Education of Washington County (“WCBOE”) Is the Legal Entity and Governing Authority That Will Award Any Resulting Contract

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Board of Education of Washington County (“WCBOE”) Is the Legal Entity and Governing Authority That Will Award Any Resulting Contract BID #2015-35__ DATE OF ISSUE: January 23, 2015 Invitation for Bids Office Papers and Envelopes DEADLINE FOR SUBMISSION OF BID PROPOSALS: Thursday, February 19, 2015 at 2:00 PM Local Time Submit Proposals to: Washington County Public Schools (WCPS) Center for Educational Services (CES) PURCHASING OFFICE 10435 Downsville Pike Hagerstown, Maryland 21740 Telephone (301) 766-2842 Fax (301) 766-2859 A Pre-bid Meeting will be held at the WCPS Center for Education Services, 10435 Downsville Pike, Hagerstown, Maryland 21740, on Thursday, February 5, 2015, at 10:00 AM. Dates/times are subject to change by written notice to all potential Bidders. Questions regarding an issue arising in the context of this procurement must be directed in writing transmitted by mail, fax or email to: Lisa Freeman, Supervisor of Purchasing for Washington County Public Schools. She can be reached by telephone at 301-766-2842, fax at 301-766-2859, and email: [email protected]. Bid No. 2015-35, Office Papers and Envelopes Due Date: 2:00 PM February 19, 2015 INTENT The intent of this bid is to establish a contract for the furnishing and delivery of office papers and envelopes to the schools and offices of the Washington County Public Schools (WCPS). Orders will be placed on an “as needed” basis throughout the contract period. Delivery shall be made to the schools and offices within three (3) business days after receipt of the purchase order. AUTHORITY The Board of Education of Washington County (“WCBOE”) is the legal entity and governing authority that will award any resulting contract. INQUIRIES Questions regarding any issues arising in the context of this procurement must be directed in writing to: Lisa Freeman, Supervisor of Purchasing, telephone (301) 766-2842 or email [email protected]. The official response to any requests for information or questions about this solicitation will be made by issuance of written addenda to this bid solicitation. PROCUREMENT SCHEDULE A pre-bid meeting will be held at 10:00 AM, Thursday, February 5, 2015, at the WCPS Center for Education Services, 10435 Downsville Pike, Hagerstown, Maryland 21740. Plan to attend this important meeting for a discussion of the paper specifications, delivery logistics, site conditions, etc. Attendance at this meeting is encouraged but not required. The deadline for submitting written questions about this bid to the Supervisor of Purchasing is 4:30 PM Monday, February 9, 2015. Bids are due by 2:00 PM, Thursday, February 19, 2015. Bids must be submitted in a sealed envelope, marked to the attention of the Supervisor of Purchasing, at the Center for Education Services prior to 2:00 PM February 19, 2015 in order to be considered. The Bid is tentatively planned for award by Washington County Board of Education in its public business meeting March 3, 2015. Orders will be placed as needed for the effective period starting April 1, 2015. INCURRING COSTS WCPS is not responsible for any expenses incurred by a Bidder or other party in the preparation or mailing of the bid or provision of samples. Such expenses are borne exclusively by the Bidder or other party. USE OF ELECTRONIC VERSIONS OF THIS DOCUMENT This IFB (Invitation for Bids) solicitation document is made available by electronic means to any /all prospective bidders. If a Bidder electronically obtains the document, the Bidder acknowledges and accepts full responsibility to insure that no changes are made to the 2 Bid No. 2015-35, Office Papers and Envelopes Due Date: 2:00 PM February 19, 2015 document. In the event of a conflict between a version of the IFB document in the Bidder’s possession and the Purchasing Office’s version of the IFB, the Purchasing Office’s version shall govern. ADDENDA The official response to any request for information not addressed in this IFB solicitation document, or for any interpretation or clarification of information within the document, will be made by addenda posted to the WCPS Purchasing website: www.wcpspurchasing.com. All bidders are required to acknowledge receipt of each and every addendum. QUALIFICATIONS Companies who wish to submit a bid must be a registered vendor on the WCPS Purchasing web site (www.wcpspurchasing.com). Notifications about this bid will be publicly posted to the WCPS Purchasing web site and will not be mailed or emailed directly to any company. Washington County Public Schools may make such reasonable investigations as deemed proper and necessary to determine the ability of a bidder to furnish the products and services requested herein. The bidder shall furnish to WCPS any data and information requested to assist WCPS in determining the bidder's ability to perform under this bid. WCPS retains the right to inspect the bidder’s facilities prior the award. WCPS may reject a bid if the evidence submitted by, or investigation of such bidder fails to satisfy WCPS that such bidder is sufficiently qualified to carry out the obligations of the contract and to furnish the items contemplated herein. DELIVERY ADDRESSES Enclosed is a listing of schools and addresses. Items in this bid will be ordered by individual schools and offices as needs arise throughout the contract period. Individual offices of the CES administration building will order directly with a single “ship-to location” in this bid. (Distribution within the CES will be handled by WCPS staff.) Pricing shall include the cost of inside delivery of every order to each of the schools and the CES building. WCPS purchases most of the colored bond and cover papers for the Print Shop located on the ground floor of the CES. DELIVERY CONDITIONS Delivery shall be freight pre-paid, inside the building and set-in-place to the specific location as directed by the building facility manager. Delivery shall be made between 9:00 AM – 3:00 PM, local time, Monday through Friday, except holidays and scheduled closings. (In the recent past, WCPS has been closed on Fridays during the summer break.) Delivery must be accomplished by supplier truck or van and shall not be made as a routine practice by a third party carrier such as UPS, Federal Express or USPS. Delivery of items in this bid is required to be accomplished within three (3) days after receipt of the purchase order. 3 Bid No. 2015-35, Office Papers and Envelopes Due Date: 2:00 PM February 19, 2015 Bidders should assume order quantities of not less than a single full case of paper or box of envelopes will be purchased. Each shipment shall include a packing list containing the following information: Name and Address of Company; Name and Address of “Ship-to” Location (from Purchase Order); Purchase Order Number; Items Shipped, and Items Backordered (if any.) SAMPLES Do not submit samples of products at this time. After the bids are tabulated, the Supervisor of Purchasing or her designee will request by telephone or email message to individual bidders the request for samples for testing and further evaluation. Samples are required to be provided upon request at no cost to WCPS. As a cost saving measure, WCPS will request samples only as needed from the lowest and second lowest priced, responsive and responsible bidders. Samples must be delivered within two business days of any request. Samples will be required for no more than 2 reams of colored paper, 1 box of each size envelope, and 1 case of #1 multipurpose paper. Samples must be properly labeled with the bidder’s name, bid item number, manufacturer name and product number, and “Bid No. 2015-35 Sample.” SUBMISSION OF BID PROPOSAL The following items shall be submitted as the bid submission: 1. Signed Proposal Form accurately filled out. 2. Manufacturer literature /specification 3. Bid Proposal Affidavit 4. Mandatory Contract Addendum A. The Bidder or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, circumstances, prerequisites, qualifications and/or specifications before submitting their bids. A Bidder's failure to fully inform itself is at the Bidder's sole and complete risk of loss. The Bidder shall have no right to any damages, cost and/or any other remedy at law or equity against WCPS for any miscalculation, misunderstanding, error (either omissions or commissions), mistake, misinterpretation, and/or the failure by the Bidder to obtain an award of bid, award of contract and/or profits, fees or money from WCPS when the Bidder failed to fully inform itself. B. In the case of error in extension of prices in the bid, the unit price shall govern. C. The Proposal Form must indicate the ordering number and if different the corresponding manufacturer part number for reference. D. Bidder shall explicitly indicate in the Proposal Form each line item where the proposed packaging varies from the specified packaging of a product. Bidder is responsible to note a change in quantity and calculate extended prices according to the proposed packaging. A bidder who fails to note a packaging difference and extend the unit price based upon revised quantities is subject to rejection. E. Only slight differences (not more than 20% variance) in packaging will be considered. Variances of greater amounts should be brought to the attention of the Supervisor of Purchasing in advance of bidding as a question. 4 Bid No. 2015-35, Office Papers and Envelopes Due Date: 2:00 PM February 19, 2015 CONTRACT TERM This contract shall be effective from April 1, 2015 through March 31, 2016. The WCBOE retains the unilateral right and option to renew this contract for additional one-year periods for up to four (4) years for a total term not to exceed 5 years. ESCALATOR CLAUSE Prices shall remain fixed and firm through June 30, 2015.
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