1-RFQ 27000.pdf

RFQ 27000 Health Office Supplies

REQUEST FOR QUOTATION (RFQ) SUMMARY

RFQ RELEASE DATE 04/03/26

RFQ DUE DATE 04/23/26

ISSUED BY

Purchasing Department 3935 Hwy 14 E Rochester, MN 55904

SUBMITTAL INSTRUCTIONS

Submit all form in the Euna Procurement Portal (formerly Bonfire).

RFQ STATEMENT

Rochester Public Schools kindly requests a quotation for the items listed in Attachment A. Rochester Public Schools may — unless the offeror expressly stipulates otherwise — accept whatever part

(s) of the offer that we so wish.

TERMS AND CONDITIONS

Vendor Qualifications

1. Vendors must have been established and actively operating in the health and/or related product industry for at least three (3) years prior to the proposal submission date.

Contract Duration, Pricing and Option to Renew

1. The District intends to enter into a formal agreement with the selected vendor(s) for an initial one (1) year term, beginning July 1, 2026 through June 30, 2027.

2. All submitted pricing must be firm for the entire contract period and FOB delivered.

3. No price changes will be permitted until the contract has completed one full year.

Service Requirements & Quality Standards Delivery: Vendors must provide next-day to 48-hour delivery to all District sites under normal circumstances. In the event of a mis-shipment, products must be replaced or credited at no cost to the District. A packing slip must be included with every shipment, listing quantities shipped and any backordered items. Vendors are responsible for arranging return shipping at their expense. If unable to meet the 24–48 hour delivery timeframe, vendors must clearly indicate their standard delivery timeline on the last page of the proposal. Orders must be organized and packaged to meet the specific needs of each site, following standard commercial packaging practices. Deliveries to District departments must be individually wrapped, clearly labeled with the District building/department, purchase order number, and contact person, and packed in sealed cartons. Multiple packages should be boxed, banded, or shrink-wrapped to allow for easy counting, with each package clearly displaying the purchase order number.

Product Shelf Life: All products must have a minimum shelf life of six (6) months from the date of delivery. Items with less than six months of shelf life or already expired must be replaced at the vendor’s expense.

Open return policy is required. Products may be returned for any reason by contacting the vendor's customer service team. Immediate arrangements for pickup must be made, and credit issued upon receipt of the returned items.

Invoices must be organized by individual school site, referencing the corresponding purchase order number.

Substitutions: Vendors are required to fulfill orders exactly as quoted. No substitutions are permitted without prior written approval from the District. Substitution requests must be sent to:

purchasing@rochesterschools.org. Any unapproved or non-compliant items will be returned at the vendor’s expense.

Supplies and Safety Compliance

1. Product brands will be reviewed and selected by a District committee based on prior experience and product performance.

2. Before contract award, the selected vendor(s) must provide a comprehensive product list, including:

Safety features Chemical composition (if applicable) Material Safety Data Sheets (MSDS)* for all relevant products* MSDS documents must also be distributed to individual school sites as needed.

3. Vendors must supply OSHA-compliant safety labels upon request for any secondary containers used at District locations.

Contract Award Process

1. Contracts will be awarded on a line-item basis to the lowest responsible bidder(s) in accordance with Rochester Public Schools policies and procedures.

2. Each vendor must submit a completed Assurance of Compliance form (Attachment B) with their proposal.

3. Award decisions will be based on the vendor’s overall ability to meet all outlined criteria—not price alone. The District will notify the awarded vendor(s), after which a formal contract will be developed. The District reserves the right to negotiate final contract terms in its best interest. If a mutually acceptable contract cannot be reached, the District may withdraw the offer and pursue negotiations with another vendor.

Termination and Cancellation The District reserves the right to terminate the contract without cause with thirty (30) days’ written notice. In such cases, vendors will be compensated for all products delivered in satisfactory condition up to the termination date.

Additional Information Refer to Attachment A for complete product specifications and any additional contract details.

Freight All quoted prices must be inclusive of shipping and handling costs, unless otherwise noted in Attachment A.

Standard Terms and Conditions can be found at www.rochesterschools.org Navigate to the bottom of the homepage → Legal Ads → ISD #535 Standard Terms and Conditions Terms and Conditions.pdf

This form must be signed and returned with proposal.

VENDOR NAME

CONTACT NAME

CONTACT SIGNATURE

CONTACT EMAIL

CONTACT PHONE

QUOTE VALIDITY PERIOD Start Date 07/01/2026 - End Date 06/30/27