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AEPA Bid Checklist

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AEPA Bid Checklist AEPA Bid Checklist Proposal: AEPA 018.5-C Athletic Equipment & Supplies Awarded Vendor(s): Kranos (Schutt), Partac Peat, School Specialty May 7, 2018 018.5-C Award Date: Contract Number: Copy of Public Notice Copy of Bid Specifications Opening Record/List of Bids Received Copy of Bids Received Recommendation for New Contracts Tally Sheets with Notes/Executive Summary X Copy of Signed Contract(s) X Board Acceptance of Bid Invitation for Bid AEPA IFB #018.5-C Athletic Equipment & Supplies Part A – Terms and Conditions Notice to Bidders Sealed Bids will be received by the Association of Educational Purchasing Agencies (AEPA) on behalf of its Member Agencies until: 1:30 p.m. EDT, Monday, February 26, 2018 For Catalog Bids: 018.5-A Maintenance, Repair & Operations (MRO), 018.5-B Career and Technical Education, 018.5-C Athletic Equipment and Supplies Each bid package consists of multiple parts: Part A –Terms and Conditions Part B – Specifications Part C – Member Agency (State) Terms and Conditions Bid Proposal Checklist Forms A - F All bids shall be submitted online via Public Purchase by the due date and time listed above. Note that Bidders must be able to provide their proposed products and services in up to 26 states including California, Colorado, Connecticut, Florida, Indiana, Iowa, Kansas, Kentucky, Massachusetts, Michigan, Minnesota, Missouri, Montana, Nebraska, New Jersey, New Mexico, North Dakota, Ohio, Oregon, Pennsylvania, Texas, Virginia, Washington, West Virginia, Wisconsin and Wyoming. AEPA bid documents can be downloaded after registering, at no cost, on Public Purchase at www.publicpurchase.com. AEPA and/or the respective Member Agencies reserve the right to reject any or all bids in whole or in part; to waive any formalities or irregularities in any bids, and to accept the bids, which in its discretion, within state law, are for the best interest of any of the AEPA Member Agencies and/or their Participating Entities. Bids will be opened and an opening record will be posted to Public Purchase. Bids will be publicly opened at 1:30 PM EST on February 26, 2018, at Oakland Schools, 2111 Pontiac Lake Road, Waterford, MI. Bid & Contract Timeline: January 11, 2018 Publication of IFB available through Public Purchase. Notification will also be posted to the AEPA website, www.aepacoop.org. January 31, 2018 Pre-Bid Conference Call (optional) February 12, 2018 Deadline for questions from Bidders February 26, 2018 - 1:30 pm EST Deadline for Bid Submittals and Bid Reading via Public Purchase March 29, 2018 Contract Recommendations posted on Public Purchase and the AEPA website, www.aepacoop.org April 16, 2018 AEPA Approval of bids April 17, 2018 Vendor Partner’s submit required documentation to Member Agencies AEPA IFB #018.5 Part A Page 1 Due Date: February 26, 2018, 1:30 PM EST Terms and Conditions No later than May 1, 2018, Initial contract term (up to fifteen months) – See Term of to February 28, 2019 Contract and Extensions in General Terms & Conditions March 1, 2019 - 2022 Annual contract renewal dates subject to approval by AEPA For information on how to address all questions regarding this Invitation for Bid (IFB), reference Section II. Bid Procedures, Section C. Questions. AEPA Member Agency Information State Agency Name Contact Email Students California Monterey County Office of Ted Witt [email protected] 6,000,000 Education d/b/a CalSAVE Colorado Colorado BOCES Association John Tillman [email protected] 889,000 Connecticut Capitol Region Education Council (CREC) Cara Hart [email protected] 538,000 Florida Panhandle Area Education Larche Hardy [email protected] 2,700,000 Consortium Indiana Wilson Education Center Phil Partenheimer [email protected] 1,046,026 Iowa Iowa Educators Consortium Joni Puffett [email protected] 510,010 Kansas Southeast Kansas Education Service Tina Smith [email protected] 468,510 Center Kentucky Green River Regional Educational Ann Burden [email protected] 675,000 Cooperative Massachusetts The Education Cooperative Joan Preble [email protected] 955,739 Michigan Oakland Schools Tim Loock [email protected] 1,550,802 Minnesota Cooperative Purchasing Connection Jeremy Kovash [email protected] 842,932 Missouri Cooperating School Districts Matt Goodman [email protected] 885,204 Montana Montana Cooperative Service Dave Puyear [email protected] 144,129 Nebraska Nebraska ESU Cooperative Craig Peterson [email protected] 300,000 Purchasing New Jersey Middlesex Regional Educational Services Pat Moran [email protected] 1,369,000 Commission New Mexico Cooperative Educational Services Dotty McKinney [email protected] 338,307 North Dakota North Dakota Educators Service Jane Eastes [email protected] 106,863 Cooperative Ohio Ohio Council of Educational Elmo Kallner [email protected] 1,700,000 Purchasing Consortium Oregon Intermountain ESD Rob Naughton [email protected] 570,857 Pennsylvania Central Susquehanna Intermediate Unit Jeff Kimball [email protected] 5,700,000 d/b/a Keystone Purchasing Network Texas Region 16 Education Service Center Andrew Pickens [email protected] 5,232,065 d/b/a TexBuy Virginia Fairfax County Public Schools Michelle Pratt [email protected] 1,249,000 Washington King County Directors Association Dave Mahalko [email protected] 1,000,000 West Virginia WV Regional Education Service Agencies Amy McComas [email protected] 279,899 Cooperative Purchasing Wisconsin Cooperative Educational Service Agency Jane Wray [email protected] 873,000 (CESA) #2 Wyoming Northeast Wyoming Board of Cooperative Nita Werner [email protected] 91,000 Educational Services Total Students: 36,009,480 AEPA IFB #018.5 Part A Page 2 Due Date: February 26, 2018, 1:30 PM EST Terms and Conditions Part A – Table of Contents I. ABOUT AEPA.. .............................................................................................................................................. 4 II. BID PROCEDURES ...................................................................................................................................... 4 A. ISSUING AGENCY ……………………………………………………………………........................4 B. PRE-BID VOLUNTARY CONFERENCE …………………………………......……………..…..5 C. QUESTIONS……………………………………………………………………………………………...…….5 D. BIDDER QUALIFICATIONS ………………………………………………………………………...5 E. BID SECURITY…………………………………………………………………………………………..6 F. BID SUBMISSION………………………………………………………………………………………6 1. Preparation of the Bid Response ........................................................................................................... …6 2. Format of a Bid Submission ..................................................................................................................... …7 3. Bid Transmittal ............................................................................................................................................. …8 G. BID EVALUATION .............................................................................................................................................................. ....8 H. CONTRACT AWARD AND IMPLEMENTATION…. ................................................................................................. .10 III. RESPONSIBILITIES OF A VENDOR PARTNER …………………………………………………………….…..10 IV. RESPONSIBILITIES OF AEPA MEMBER AGENCIES ...……………………………………………………....11 V. GENERAL TERMS AND CONDITIONS FOR ALL AGENCIES………………….…………………....…...….11 AEPA IFB #018.5 Part A Page 3 Due Date: February 26, 2018, 1:30 PM EST Terms and Conditions I. About AEPA The Association of Educational Purchasing Agencies (AEPA) is a school procurement consortium established in 2000 through a Memorandum of Understanding, and incorporated in 2007 under the state laws of Nevada. Currently, twenty-six (26) states have joined to issue simultaneous Invitations for Bids (IFB) generating sales in forty-nine (49) states. AEPA requires that Bidders only respond if they are able to offer prices equal to or lower than what they ordinarily offer on separate, single school district, single state or multi-state contracts that have equal or lesser volume. AEPA’s mission is to cooperatively serve our members though a continuous effort to explore and solve present and future purchasing needs. Our goals include working to secure multi- state volume purchasing contracts with benefits that are measurable, cost-effective and continuously exceed our members’ expectations. AEPA is committed to accomplish this mission lawfully and ethically, using leading edge technology and futuristic business practices. AEPA designates one Member Agency per state that is operating legally under the rules and regulations of that state. Any additional agencies that wish to participate will negotiate with the authorized Member Agency and participate through them in a manner in which they mutually agree is not in conflict with AEPA procedures. The Member Agency will be the only agency allowed to represent that state at AEPA and will be the only communication link between AEPA and that state. Each Member Agency, along with the awarded Vendor Partner, represents, supports and promotes the AEPA contracts within their respective state. While the consortium was initially created to support educational entities, the Member Agency for each state determines which public entities (higher educational institutions, cities, counties, townships, states, etc.) can utilize the competitively bid contracts (see the Summary of State Participation by Bid Category Table). II. Bid Procedures A.
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