Satsuma City School System P.O. Box 939 • Satsuma, Alabama 36572 Dr. Bart Reeves, Superintendent Satsuma High School • 1 Gator Circle • Satsuma, AL 36572 p: (251) 380-8190 • f: (251) 380-8191 Robert E. Lee Elementary • 251 Baker Road • Satsuma, AL 36572 p: (251) 380-8210 • f: (251) 380-8211 August 14, 2019 SATSUMA CITY BOARD OF EDUCATION INVITATION TO BID FOR CUSTODIAL SERVICES BID # 2019-0004 The Satsuma City Board of Education (the Board) will receive sealed bids for the purchase of Custodial Services hereinafter described and specified. In compliance with the Alabama Bid Law, Act 2009-760, Alabama Legislature Session 2009, the Board will be receiving sealed proposals for the above referenced service according to the attached bid form. Sealed bids must be received at the Satsuma City Board of Education Office, 220 Baker Road, Satsuma, AL 36572, by 10:00 a.m., on Tuesday, September 3, 2019. The bid opening will be held at this time. The official bid specifications and bid forms are enclosed. Interested vendors are strongly encouraged to attend a pre-bid tour of the premises on Tuesday, August 27, 2019 at 3:00 pm. The meeting will begin at central office (address below). The sites involved include: Robert E. Lee Elementary School & Annex 251 Baker Road, Satsuma Satsuma High School, Annex, & Athletic Facilities 1 Gator Circle, Satsuma Satsuma City Schools BOE/Central Office 220 Baker Road, Satsuma The Board reserves the right to reject any and all bids. All bids are subject to board approval. Thank you for your interest in providing these services. Sincerely, Jason Hadley Chief School Financial Officer Satsuma City Schools Attachments The submission of the bid by the vendor, acceptance and award of the bid by the Board, and subsequent purchase orders issued against said award shall constitute a binding, enforceable contract. Unless stipulated in the bid documents, no other contract documents shall be issued. The undersigned, as bidder, hereby declares that I have examined all instructions and specifications and affirm that I have not been in any agreement or collusion among bidders, employees of the Board, or prospective bidders in restraint of freedom of competition. Furthermore, I understand that fraudulent and collusive bidding is a crime and can result in fines and prison sentences. NOTICE TO ALL BIDDERS: Compliance with the Alabama Illegal Immigration Act. Vendor must be in compliance with E-Verify requirements of the Alabama Illegal Immigration Act 2011-535 and as amended in Act 2012-491 (see attached). Documents must be signed and returned with bid package. Failure to do so will result in a rejection of the submitted proposal. Bidder has become fully familiar with the general terms, conditions, and specifications of this bid request and agrees to abide by all conditions stated herein: PLEASE PRINT OR TYPE BELOW Legal Name of Vendor: _________________________________________________ Mailing Address: ______________________________________________________ City, State, Zip Code: ___________________________________________________ Telephone number: ___________________________ Fax______________________ (List Toll Free Number if Applicable) ______________________________ _______________________________ Authorized Signature Authorized Name (Typed or Printed) THIS COMPLETED FORM MUST APPEAR AS THE TOP SHEET FOR ALL BIDS SUBMITTED INVITATION FOR BIDS 1. All bidders should submit bids on the forms provided. Bids should be placed in a sealed envelope with “Bid #2019-0004 Custodial Services, September 3, 2019, 10:00 a.m. clearly marked on the outside of the envelope. 2. All bids shall remain in force for up to sixty days after the date of bid opening and may be accepted or rejected by the Owner at any time prior to the expiration of this period. Prices are to cover the operational period of October 1, 2019 – September 30, 2020. The contract for services may be extended at the same proposed rates for two additional one-year periods. The extension may apply to one or all awarded sites and vendors. 3. All bidders are required to clearly denote prices for the specific site. The bids may be considered and awarded for each site individually. 4. All prices submitted on the proposal are to be delivered prices to a specified location in the Satsuma City School System. Satsuma City Schools are exempt from sales tax. 5. All bidders shall base their proposals on the exact schedule of materials, services, and/or equipment specified herein. 6. The Owner reserves the right to accept any or all items on any bidder’s proposal at the unit price submitted. The Owner reserves the right to reject any or all proposals and to waive technical errors if the best interest of the Owner will thereby be promoted. 7. Evidence of liability and workers compensation insurance should be provided at Bid opening. Satsuma City School System should be listed as an “Additional Insured” within five days after award of bid, and Certificates must be provided to Satsuma City School System. The contractor shall provide, at the company’s own expense, insurance as described below. (a) Worker’s Compensation and Employers Liability insurance providing coverage under the Alabama Workers Compensation Act in an amount not less than required by Alabama law. (b) Comprehensive Commercial General Liability Insurance, including Blanket Contractual and Completed Operations coverages, in an amount not less than $1,000,000 for any one occurrence for bodily injury, including death, and property damage liability. (c) Business Automobile liability insurance as required by State Law and covering any auto in an amount not less than $500,000 for any one occurrence for bodily injury, including death, and property damage liability. (d) The vendor shall include all sub-contractors as insured under its policies or shall furnish separate certificates and/or endorsements for each sub-contractor. Sub-contractors working for the vendor shall be required to carry insurance. 8. The vendor, to the fullest extent permitted by law, shall indemnify and hold harmless the Satsuma City Board of Education, its elected and appointed officials, employees, agents and specified volunteers against all claims, damages, losses and expenses, including, but not limited to, attorney’s fees, arising out of or resulting from the performance of this contract, provided that any such claim, damage, loss or expense (1) is attributable to personal injury, including bodily injury sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting therefrom, and (2) is caused by any negligent act or omission of the vendor, or any of their sub-contractors, sub-consultants, or anyone directly or indirectly employed by any of them or anyone for whose acts they are legally liable. Such obligation should not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this paragraph. 9. The successful bidder shall provide a copy of current City of Satsuma business license within fifteen (15) days of award of the bid. 10. Vendor must be in compliance with E-Verify requirements of the Alabama Illegal Immigration Act 2011-535 and as amended in Act 2012-491 (see attached). Documents must be signed and returned with bid package. 11. The Satsuma City School System will not be responsible for any paperwork, registration, or forms associated with “dealer specials.” METHOD OF AWARD 1. Vendors must submit a listing of all available personnel and equipment to provide the requested services. 2. Vendors must demonstrate at least five years of prior successful service provided to school districts or similar entities. Evidence must include the entity, supervisor contact information, length of service contract and service/project description. Satsuma City Schools District reserves the sole discretion to determine the validity of the submitted references. 3. References that are no longer in business cannot be used. 4. Satsuma City School District reserves the right to request information about the Vendor from any previous customer of the vendor of whom the District is aware, even if that customer is not included in the Vendor’s list of references. 5. The award will be made based upon price, validity of references and ability of vendor to demonstrate excellence in providing successful similar services to similar entities for at least five years. 6. Bidders will be responsible for furnishing all product requirements requested on the bid. 7. In the event the low bidder refuses to accept the entire requirements in a category without deviation, his bid may then be considered non-responsive. 8. A refusal by the winning bidder may result in the bid being awarded to the Owner’s second choice bidder meeting requirements and specifications. 9. The Board of Education reserves the right to accept or reject any or all bids. 10. The decision of the Board of Education will be final. 11. The award will be made in accordance with Code of Alabama, 1975 Section 16-13, B-1-B11. CONTRACT PERIOD The contract period shall be October 1, 2019 – September 30, 2020 with the option to renew for two additional one-year periods. PRICING 1. Prices are not to exceed two (2) decimal places. 2. The bidder offers and agrees to furnish all items upon which prices are quoted, at the price set opposite each item, in the quantity as stated on the bid; delivered to the various locations, in amounts ordered. 3. The Board reserves the privilege to rebid or re-negotiate any item(s) if price(s) are beyond amount anticipated or negotiations are unsatisfactory. DEFAULT 1. If at any time the vendor provides services that are not in accordance with the instructions, conditions, and specifications set forth by the Board of Education, without the consent of said Board of Education, such delivery of services shall constitute grounds for the cancellation of the contract and/or removal of this vendor from the Board’s mailing list, for not less than one (1) year.