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9524 1140 Rankin, Troy, Michigan 48083 5-29-08

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9524 1140 Rankin, Troy, Michigan 48083 5-29-08 REQUEST FOR QUOTATION REQUISITION No. 9524 TROY SCHOOL DISTRICT DUE DATE NO LATER THAN 1140 RANKIN, TROY, MICHIGAN 48083 5-29-08 3 p.m. 248-823-4052 FAX: 248-823-4077 DATE 5-9-08 REQUEST FOR QUOTE – NOT AN ORDER THIS FORM MUST BE UTILIZED WHEN RESPONDING TO THIS REQUEST BID ENVELOPE ENCLOSED THE RFQ NUMBER MUST APPEAR ON ALL QUOTATIONS AND RELATED CORRESPONDENCE, THIS IS NOT AN ORDER Quantity DESCRIPTION UNIT PRICE AMOUNT Please supply us with your bid to furnish the Troy School District with Media Center Books for the International Academy East. Copies of the bid are available at: www.troy.k12.mi.us/purchasing/items_out_for_bid.htm Bid recaps will be available at: troy.k12.mi.us/purchasing/index.htm FACSIMILE BID IS NOT ACCEPTABLE Bids will not be accepted if submitted after the deadline specified (local time) in the advertisement to bid or in the information to bidders. The late submission of a bid makes the bid nonrepsonsive and is a material defect which shall not be waived by the Board of Education. Delays in the mail will not be considered. All Late bids in the mail will be returned to the bidder unopened. Proposal for the submission of alternatives by vendors will be accepted and reviewed. However, if any substitution or departure is not clearly noted and described, it will be understood that the bid intends to exactly meet the specifications. The Board of Education shall be the sole judge as to whether the proposed goods are “equal” or “approved”. Quotations must be mailed or delivered to the Purchasing Office, 1140 Rankin, Troy, MI 48083 no later than 3 p.m. on the date shown above. Michigan State Sales and Use Taxes and Federal Excise Taxes do not apply unless otherwise indicated. Exemption certificates will be furnished when necessary. This request imposes no obligations on the buyer. The Board of Education reserves the right to accept or reject any or all bids or to split awards by items or to accept bids, which will best serve the Board of Education. THIS AREA MUST BE FILLED IN TELEPHONE DELIVERY TIME PRICES FIRM FOR NAME OF COMPANY NO. TERMS NO. & STREET FAX # ALL DELIVERY CHARGES FOB MUST CITY, STATE & ZIP CODE E-MAIL DELIVERED BE INCLUDED IN PRICES SHOWN CONTACT PERSON (PLEASE PRINT) SIGNATURE DATE All bidders are specifically reminded that a completed Affidavit of Bidder (Familial Disclosure) MUST be completed and submitted with the bid response. Failure to include a completed copy will be grounds for disqualification of bid. The Affidavit of Bidder is required to be notarized for construction bids only. All others only require completion and signature. AFFIDAVIT OF BIDDER The undersigned, the owner or authorized officer of (the “Bidder), pursuant to the familial disclosure requirement provided in the (the “School District”) advertisement for construction bids, hereby represent and warrant except as provided below, that no familial relationships exist between the over(s) or any employee of and any member of the Board of Education of the School District or the Superintendent of the School District. List any Familial Relationships: BIDDER: By: Its: STATE OF MICHIGAN ) )ss. COUNTY OF ) This instrument was acknowledged before me on the day of , 2008, by . ,Notary Public County, Michigan My Commission Expires: Acting in the County of: TROY SCHOOL DISTRICT INTERNATIONAL ACADEMY EAST MEDIA CENTER BOOKS BID # 9524 The Troy School District is seeking qualified bids for various books to add to our media center collections at our new facility, the International Academy East. The following information pertains to this bid: All prices MUST include costs for the following: A. Marc Records B. Unattached Barcodes C. Unattached Spine Labels D. Shipping Charges Note that specifications for marc records, barcodes and spine labels will be provided to the awarded vendor at time of order. Bidders must note the following: Bidders must agree to hold pricing on all bid responses for a MINIMUM of 60 days from original due date of bid responses. It is the policy of the Troy School District to NOT provide bid specifications in changeable format (i.e. Word or Excel). However, due to the nature of this bid, an Excel spreadsheet containing all titles by location will be provided to interested parties, providing such request is made in writing no later than Wednesday, May 21st at noon to Frank E. Lams, Purchasing Supervisor at [email protected]. All bidders are hereby notified that changes to any schedule or bid document provided subsequent to the above paragraph are expressly prohibited and will be grounds for automatic disqualification of any bid submitted. Awarded vendors must ship product as ordered to the address indicated on the respective Troy School District Purchase Order. All books are to be HARDCOVER unless the individual title is not published in hardcover. Any book not provided in hardcover MUST be disclosed on the bid response form. All books on CD should be in library storage cases, not general consumer cases. For shipping purposes, books should be shipped direct to: International Academy East 1291 Torpey Troy MI 48083 BID/PERFORMANCE SPECIFICATIONS 1. Price alone may not be a factor in the award of the bid. Other factors to be considered are the reliability of the bidder, quality of the supplies and services, conformity with specifications, satisfaction of delivery dates, fill rates and adherence in providing information. 2. Vendor shall not charge shipping for books, CD-ROMs and audio visual materials. 3. Vendor will provide inside delivery. 4. Vendor will provide a 95-100% fill rate within 15 days ARO. If a backorder is necessary, it would be shipped within 60 days ARO. Backorders will not be acceptable unless authorized by the school/ district. 5. Prices quoted on “Typing Service” will be guaranteed for 60 days. 6. Vendor will provide a local representative to personally visit the school, to answer questions, deliver literature, assist with collection cataloging and initial collection integration. 7. Vendor will provide complete/enhanced marc records for 100% of all books, CD-ROMs, and audiovisual materials. 8. Vendor can send MARC records electronically. 9. Every Marc record will contain shelflist information, including: reading level, interest level, purchase date and review sources. In addition, full annotation, complete subject heading, and added entries. 10. Vendor can provide a Funding Source name in the Marc record at the 852 tag at no charge. 11. Vendor can supply complete information in the 949 tag. (Dynix) 12. Vendor will send a Marc record for titles received in the order only. Marc records will not contain titles that were not shipped. 13. Vendor can supply Accelerated Reader book titles, software, standard and custom test disks and A/R processing to include the 526 tag, info label and spine label. The AR Information Label will contain the author, reading level, point value and quiz number. 14. Vendor can designate (with a symbol) which titles on a printout are for the Accelerated Reader/Reading Counts program. 15. Vendor will provide access to their available titles on the Internet. On line inventory will be updated regularly. 16. Vendor will have the ability to track orders on-line from start to finish by looking at the current status, as well as the history. 17. Internet electronic ordering system must allow for true collection development and must include the following searching parameters: keyword, reading level, interest level, review source, A/R, Reading Counts, number of pages, etc. 18. Vendor will provide training for on-line ordering and collection development systems at no charge to the school district. 19. Vendor will provide an online collection analysis service at no charge. 20. Vendor will not charge additional fees for books not normally carried in our inventory, titles with little or no discount or small publishers. 21. Vendor will replace any book that is damaged in shipment or otherwise not in compliance with the order at no charge. 22. Vendor will provide a cataloging and processing service that can be tailored to specifically meet the needs of each individual campus. 23. Vendor will not have a minimum order requirement or handling/restocking charge. 24. Vendor will have access to a minimum of 1,000,000+ titles for grades PreK through 12 to ensure delivery within 15 days. 25. Vendor will provide the best binding available from the publisher for every title requested. 26. Vendor will provide lists of titles that have received recommendations and/or awards, apart from the regular catalog. 27. Vendor will require purchase orders for books, CD-ROMs, audiovisual materials, Accelerated Reader Books & Software and Reading Counts books. New School Specs 28. Vendor will assist with shelving and unpacking core collection. 29. Vendor must be able to provide a written guarantee for book deliveries. 30. Vendor must be able to store the entire book order in their warehouse until the new school building is complete. 31. Vendor will provide a list of three (or more) new school references of similar size in your area. 32. Vendor will ship the new school order in one shipment in exact Dewey sequence within 40-55 (HS) ARO. 33. Vendor will provide a custom core list of titles designed to the specifications of the media specialist. 34. Vendor will be able to check future orders for duplicates, against the original core list shipment. Additional Information Requirements 35. Vendor will submit with the bid a sample processed book for every binding type including mylar, pocket, barcode, spine label 36. Vendor will submit with the bid a sample Marc record for the following 5 titles: o Bad Monkeys by Matt Ruff o Along Way Gone Memoirs of a Boy Soldier by Ishmael Beah o Mr Pip by Lloyd Jones o The Night Birds by Thomas Malt Man o Spellman Files by Lisa Lutz 37.
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