1-BID-INSTRUCTIONS AND GENERAL PROVISIONS - SEALED BIDS.pdf

WASATCH COUNTY SCHOOL DISTRICT (WCSD)

NOTICE TO BID

INSTRUCTIONS AND GENERAL PROVISIONS

1. ADMINISTRATIVE AUTHORITY: The administration of this purchasing process is conducted by the WCSD. No WCSD Board Member or employee should be contacted in regards to this solicitation, unless otherwise instructed in this solicitation.

2. BID PREPARATION: (a) Failure to carefully read all instructions and specifications, examine drawings, fill out vendor response forms, or other required documents will be at vendor’s risk and vendor may be deemed non-responsive. (b) Wherever in this document an item is defined by using a trade or brand name, it is intended that the words “or equivalent” apply, unless specifically required in the specifications. “Or equivalent” means any other brand that is equal in use, quality, economy and performance to the brand listed as determined WCSD. If the vendor lists a trade name and/or catalog number in the bid, WCSD will assume the item meets the specifications unless the quote clearly states it is an alternate, and describes specifically how it differs from the item quoted. All quotes must include complete manufacturer’s descriptive literature if quoting an equivalent product. All products quoted are to be of new, unused condition, unless otherwise requested in this solicitation.

(c) By submitting the Bid the vendor certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices quoted are correct. (d) Delivery time is critical and must be adhered to as specified. (e) Bids will not be accepted from vendors who require assignment of payment to another agent. Note: WCSD will only pay the vendor named on the Purchase Order/Contract.

WCSD will not deal with a factor or make payment to such.

3. SUBMITTING THE BID: (a) Wasatch County School District (WCSD) allows for Bids to be submitted in writing or by email. (b) Written bids shall be submitted in a sealed envelope, directly to the WCSD. The bid must be signed in ink and delivered to WCSD attn.: Purchasing – 101 East 200 North, Heber City, UT 84032 by the due date and time. The “Project Name” must appear on the outside of the envelope. Each item must be priced separately. Unit price will govern, if there is an error in the extension. (c) Emailed bids shall be sent to purchasing@wasatch.edu and must be received before the due date and time. The “Project Name” must appear as the subject line of the email.

4. FREIGHT COST: (a) Where “Freight Cost” is listed as a separate line item, vendors are to provide product pricing FOB Origin Less Freight. On the line item for “Freight Cost” vendors are to indicate the total freight cost FOB Destination Freight Prepaid. (b) Where there is not a line item for “Freight Cost”, vendors are to provide pricing FOB Destination Freight Prepaid. Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid.

5. SAMPLES: Samples of item(s) specified in this offering, when required by WCSD, must be furnished free of charge to WCSD. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the vendor’s expense.

6. WARRANTY: Vendor warrants that the item(s) quoted will conform to the description and applicable specifications as quoted, and shall be of good and merchantable quality for the known purpose for which it is sold. This warranty is in addition to any standard warranty or service guarantee given by the vendor or manufacturer.

7. AWARD OF CONTRACT: (a) Bids will be publicly opened and read on the date and time listed in the advertisement. (b) The contract will be awarded with reasonable promptness, by written notice to the offer deemed to be the best value for WCSD. (c) WCSD may accept any Proposal deemed the best value for WCSD as indicated by all information requested in the bid documents. (d) WCSD reserves the right to accept or reject any or all Proposals, and to waive any informality, or technicality in any Proposal received, if WCSD determines it would serve the best interest of WCSD. (e) Before, or after the award of a contract, WCSD has the right to inspect the vendor’s premises and all business records to determine the holder’s ability to meet contract requirements. (f) WCSD does not guarantee to make any purchase as a result of this offering. Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (g) Multiple contracts may be awarded if WCSD determines it would be in the best interest of WCSD. (h) This contract may be cancelled after one written warning, if vendor fails to perform or comply with the contract terms and conditions.

8. DEPARTMENT APPROVAL: Purchase orders placed, or contracts written, with WCSD, as a result of this Request for Proposal, will not be legally binding without the approval of the WCSD Board of Education.

9. GOVERNING LAWS AND REGULATIONS: All purchases are subject to the Utah Procurement Code, Title 63G and Utah Administrative Code Title R-33(Procurement Rules), and the WCSD Procurement policies.

10. SALES TAX EXEMPTION: The Wasatch County School District sales and use tax exemption number is 11944465-003-STC. The tangible personal property or services begin purchased are being paid from Wasatch County School District funds and used in the exercise of that entity’s essential functions. If the items being purchased are construction materials, they will be converted into real property by employees of this government entity, unless otherwise stated in the Contract.

mailto:purchasing@wasatch.edu