1-eBidding Instructions.pdf

Elgin Independent School District

Purchasing Department E-Bid Instructions and Information

Bid Instructions

1) Electronically sealed bids will be received by the Purchasing Department of the Elgin Independent

School District (EISD).

2) Although we are legally required to accept paper bids, we strongly request that bidders submit this bid electronically. Please feel free to call us if you require any assistance with this submittal. Electronic bidding will eliminate errors, eliminate unnecessary work, and is more friendly to the environment.

When filing this bid electronically, please do not send us a paper copy as the electronic version will prevail. Your cooperation is appreciated. If you must send us a paper bid, it must be in a sealed envelope and the outer envelope must show bid name, bid number, "bid enclosed", and the vendor's name so we know what is inside, who sent it, and not to open it until the Close Date.

3) Bids submitted after the published time and date will be considered untimely and will not be considered. Bid will be publicly opened one-hour after the due date and time.

4) Any requests for additional information pertaining to the bid specifications should be submitted through the electronic bid system. Requests or questions must be submitted by dates indicated on timeline in bid document.

5) Contact between responders or potential responders and EISD user departments during the request for sealed bid process or evaluation period is prohibited. Any attempt by a responder or potential responder to contact the departments will result in disqualification. All communication shall go through the Purchasing Coordinator during this competitive process.

6) All addenda will be issued via the electronic bid system. It is the vendor's responsibility to obtain any addenda that pertain to a particular bid. Please check regularly for any posted addenda.

7) The District is exempt from Federal Excise Tax, and State Tax. Do not include tax in your bid totals. If it is determined that tax was included in the bid, it will not be included in the tabulation or any awards. Tax exemption certificate will be furnished upon request.

8) If a bidder requests to withdraw a bid/proposal and EISD allows the withdrawal of the bid/proposal, the bidder may resubmit the bid/proposal, or submit a new bid/proposal, up until the advertised due date and time. All bids/proposals in the possession of EISD at the due date and time shall be deemed final, conclusive, and irrevocable, and no proposal shall be subject to withdrawal, amendment, or correction after the due date and time for submission.

Award Information

1) The District reserves the right to accept or reject all or any part of any bid/proposal, waive minor technicalities and award the bid/proposal to best serve the interest of the District.

2) The District reserves the right to award to a single bidder, multiple bidders, each line item separately or in any combination it determines to be in its best interest.

3) Bid/Proposal results will be presented to the EISD Board of Trustees for consideration (if total amount awarded exceeds $50,000) at the earliest opportunity following the official opening date.

4) Per TEC 44.031(b) the following evaluation criteria shall be considered:

(1) The purchase price;

(2) The reputation of the vendor and of the vendor’s goods or services;

(3) The quality of the vendor’s goods or services;

(4) The extent to which the goods or services meet the district’s needs;

(5) The vendor’s past relationship with the district;

(6) The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses

(7) The total long-term cost to the district to acquire the vendor’s goods or services;

(8) For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor’s ultimate parent company or majority owner:

(a) has its principal place of business in this state; or

(b) employs at least 500 persons in this state

(9) Any other relevant factor specifically listed in the request for bids or proposals

General Information

1) The Elgin independent School District is committed to fair and equal competition among all bidders. It is the policy of the EISD to encourage participation in the competitive bid process by all interested parties. EISD does not discriminate against any otherwise qualified vendor because of the vendor’s race, color, national origin, age, religion, sex, or disability.

2) Vendor shall indemnify, save and hold EISD, its trustees, employees, agents, architects, consultants, contractors, attorneys, and guests, harmless from and against any and all claims, damages, liabilities, penalties, costs, charges, and expenses (including reasonable legal fees) which may be imposed upon or incurred or asserted against them in connection with the System(s), or any part thereof, and from the acts, errors or omissions of Vendor, its employees, and/or agents.

3) All contracts or awards resulting from this procurement process, however described, shall be governed by, construed and enforced in accordance with the laws of the State of Texas, regardless of any conflict of laws principles.

E-Bid Support

Elgin ISD can provide a workstation for vendors who do not have access to a computer. Please email the

Purchasing Coordinator at carnold@elginisd.net to schedule an appointment to access the computer.

Vendor should preview the bid requirements and come with prepared documents to upload into the system.

Submission

It is recommended that once you have completed your final submission and received a notice status of

“Submission Complete” from Bonfire, you access your account again and review the documents to verify that the correct content has provided. Once the close date has past, you will not have an opportunity to change any of the submitted documents.

All bids/proposals must be SUCCESSFULLY submitted before the due date and time regardless of your organization's ability to submit bids online. It is the supplier's sole responsibility to ensure that bid/proposal documents successfully arrive before the due date and time. The District's online bidding application utilizes the Internet and the World Wide Web, which is comprised of systems that are completely out of the District's control. It is highly recommended that the suppliers allow themselves enough time to complete a successful submission. Do not wait until the last minute.