10686-20240904121208 MASD.pdf

_____ Ini&al

INTRODUCTION

The Mississippi Achievement School District – Yazoo City is solici:ng bids for qualified firms to provide the District with Library Books spanning K-12 and references. This request for bids describes the background and services needed, the selec:on process and the minimum informa:on that must be included when responding to this Request For Bids.

Bid Submi1al Due Date

Bids must be submiNed through Central Bidding at centralauc:onhouse.com. The reverse auc:on will begin on September 23, at 10 am.

In order to control informa:on disseminated regarding this Request for Bids, interested Firms are directed not to make personal contact with members of the School Board and/or District Administra:on/Representa:ves with the excep:on of the individual listed in this RFB.

All ques:ons must be submiNed through Central Bidding no later than 12:00 p.m. September 20, 2024. Responses to ques:ons will be posted on the district’s website at hNps://www.masd.k12.ms.us no later than 5:00 p.m. September 20, 2024.

Incomplete submiNals, incorrect informa:on, or late submiNals may be cause for immediate disqualifica:on. Issuance of this RFB does not commit District to award a contract, or to pay any costs incurred in the prepara:on of a response to this request.

District reserves the right to request addi:onal informa:on or clarifica:on during the evalua:on process. District retains the right to reject any or all submiNals. All respondents should note that the execu:on of any contract pursuant to this RFP is dependent upon the approval of the Mississippi Achievement School District in its sole discre:on.

VENDOR RESPONSE

Complete responses to this request for bids must be submiNed through Central Bidding at centralauc:onhouse.com and received no later than September, at 10 am. All Bidders Must Have and ac:ve registra:on on SAM.gov.

BACKGROUND AND PROJECT DESCRIPTION

The Mississippi Achievement School District – Yazoo City proudly serves approximately 1900 students and their families. The district is reques:ng that qualified and experienced firms submit a bid response for the provision of new or replacement library books district wide.

Specifica@ons

The purpose of this Request for Bids (RFB) is to solicit bids from qualified firms to provide Mississippi Achievement School District – Yazoo City (referenced in this document as the “District”) with Library Books spanning K-12 and reference resources.

The goal of the “District” is to:

1. Update collec:on ages significantly. (see breakdown below)

2. Increase checkout rate by including high-interest books that children want to read.

3. Improve nonfic@on and fic@on collec@ons significantly.

4. Provide Access To Online Library Books and Resources.

5. Update the reference Collec:ons (Thesaurus, World Books, Essen:al Desk Reference, Family Encyclopedia, Dic:onaries, Almanacs, etc..)

6. Access To Resources That Are Compa:ble With Library Automa:on Systems To Ensure A Smooth Check-In Check Out System.

MISSISSIPPI ACHIEVEMENT SCHOOL – Yazoo City

DISTRICT INVITATION FOR BID

1133 CALHOUN AVENUE

YAZOO CITY, MS 39194

The Mississippi Achievement School District will receive proposals for the purchase of Library Books and Online Library Resources in the following manner:

Reverse Auction: LIB1.2

Project: Library Books and Online Resources

The Mississippi Achievement School District will accept un-priced proposals un:l 12:00 P.M. Friday September 20, 2024, online at www.centralauc:onhouse.com. Submissions will be evaluated, and qualified vendors will be invited to submit priced proposals by online reverse auc:on on Monday, September 23, 2024 AT 10 A.M.

Official project documents may be obtained at the following web address: http://www.mASD.k12.ms.us. You may also download the documents from Central Bidding at www.centralauctionhouse.com for a fee.

The Mississippi Achievement School District reserves the right to reject any and/or all proposals or any groups thereof and waive any defect or informality in any bid or bidding procedure. For questions relating to the reverse auction process, please call Central Bidding at 225- 810-4814. Inquiries regarding the project specifications should be directed to: Sarah Bailey, Assistant Superintendent, by phone (662)746-2125 or by email:

bids@masd.k12.ms.us

SECTION A –

INTRODUCTION

A1: The Mississippi Achievement School District seeks to purchase library books and online library resources for students in grades Prek-12.

To assure high and satisfactory quality, design and operation of products, reference has been made to brand names; however, it is not the intention of the Mississippi Achievement School District to limit competition and items of brands that are equal in quality, design and operation of the stated items will be given full consideration.

The use of said brand names is to establish the minimum acceptable quality. Determination of equality is solely the responsibility of the Mississippi Achievement School District.

Bids will be received by an Electronic Sealed Bidding Process administered by Central Bidding Online at which time bidding will begin and run until Suppliers have completed entering all bids. Thereafter, bids will be taken under advisement and awarded accordingly.

A complete bid package which contains bid instructions and specification response sheets may be obtained by registering as a supplier at www.centraauctionhouse.com and then downloading a bid package. Official bid documents can be downloaded at www.centralauctionhouse.com. Specification responses can be submitted at www.centralauctionhouse.com.

For any questions about the reverse auction process, please contact Central Bidding at 225-810-4814.

Specification responses must be submitted for this bid event in order to be considered for this bidding opportunity. Bid responses should be submitting on the bid page. No bid shall be withdrawn after the scheduled date and time of the beginning of the bidding event without the written consent of the Mississippi Achievement School District Superintendent of Education. Within the limitations of Mississippi State Purchasing Law, the Mississippi Achievement School District Superintendent of Education reserves the right to reject any or all bids received, to waive any informalities or irregularities in the bids received, or to accept any bid which is deemed most favorable to the Mississippi Achievement School District.

Performance Dates:

http://www.centralauctionhouse.com/ http://www.masd.k12.ms.us./ mailto:bids@masd.k12.ms.us

Advertise: 04 September 2024 Advertise: 11 September 2024 Specification Response Form Due: 20 September 2024 12:00 PM CST Bid Date: 23 September 2024 Bid Time: 10:00 AM CST

Please note the School District will be utilizing the reverse auction process for this purchase. The process requires two steps. If you qualify after the first step on 12:00 P.M. Friday September 20, 2024, you will be invited to participate in the Reverse Auction on Monday, September 23, 2024 10:00 A.M. All cost associated with this project SHALL BE included in the Reverse Auction. All instructions are provided within this project packet. If you have any questions during the proposal process, please direct them to the Assistant Superintendent. If you have questions on the reverse auction process, please direct those to Central Bidding.

Thank you for your time and effort and we look forward to this being a positive experience.

Notification of Invitation to Bid Online (automated email invite) Sep. 20, 2024

Reverse Auction (10 AM) at www.centralauctionhouse.com Sep. 23, 2024

Recommendation to Mississippi Achievement School District Sep. 23, 2024

Bid Publication #1 – Project & documents available at www.centralauctionhouse.com Sep. 4, 2024

Bid Publication #2 Sep. 11, 2024

Un-Priced Sealed Proposals Due (12 PM) at www.centralauctionhouse.com Sep. 20, 2024

SECTION B – INSTRUCTIONS

B1 - DELIVERY OF PROPOSALS:

1. The Mississippi Achievement School District will accept un-priced uploaded proposals until 12 PM on FRIDAY SEPTEMBER 20, 2024, online at www.centralauctionhouse.com. Submissions will be evaluated, and qualified vendors will then be invited to submit priced proposals via reverse auction. The Electronic Reverse Auction will be held MONDAY, SEPTEMBER 23, 2024 AT 10 A.M.

2. Proposals or alterations by paper, fax, telephone, or email WILL NOT be accepted.

3. If the Mississippi Achievement School District Administrative Office Building is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics/pandemic, governmental regulations superimposed after the fact, fire, earthquakes, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the review of proposals at the advertised date and time, all proposals received shall be reviewed the next business day that the district shall be open and at the previously advertised time. The new date and time of the proposal viewing, as determined in accordance with this paragraph, shall not be advertised, and all Vendors/Contractors, upon submission of a proposal shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. The district shall not be held responsible for the receipt of any proposals for which the delivery was attempted and failed due to the closure of the district offices because of a Force Majeure Event. Each Vendor/Contractor shall be required to ensure the delivery and receipt of its proposal by CENTRAL BIDDING at the new date and time.

B-2 - PRICES:

1. Only one bidder will be awarded for all items listed in the bid specifications.

2. Proposal prices, unless otherwise specified, shall be net, including transportation and handling charges fully prepaid by the Bidder.

3. All proposals must be firm prices, free of any escalator clauses.

4. Prices should include all applicable taxes, as Mississippi Achievement School District is a tax-exempt governing authority, tax exemption letter furnished upon request.

5. While it is the intention of the Mississippi Achievement School District to purchase the specified quantities, the right is reserved to accept proposals based on individual line item or by total price whichever is deemed to provide the maximum benefit to the district. The right is also reserved to omit any item or reduce quantities as necessary to bring the total cost within budgetary provisions.

B-3 - PROPOSAL ADDENDUM:

1. Any interpretation of the documents will be made by written addendum only issued by the office of the Assistant Superintendent and a copy of such addendum will be posted on the district website and on www.centralauctionhouse.com. The district will not be responsible for any other explanation of the proposed document.

2. As per Mississippi Code of 1972, as amended; SEC. 31-7-13. Bid requirements and exceptions; (iv) No addendum to bid specifications may be issued within two (2) working days unless such addendum also amends the bid opening date to a date not less than five (5) working days after the date of the addendum.

B-4 - PROPER EXECUTION

1. All proposals must be submitted in accordance with Section 31-7-13 of Mississippi Code of 1972 as amended and must be properly executed and signed by a responsible officer or employee of the Bidder.

2. Proposals should be checked before submission for accuracy and correctness since the Mississippi Achievement School District WILL NOT be responsible for any errors for which the Bidder is responsible.

3. The district reserves the right to reject bids from Bidders who submit incomplete bids that do not specifically adhere to the bid instructions herein.

B-5 - CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

By signing the PROPOSAL FORM the Bidder certifies, in connection with procurement, that to the best of their knowledge and belief:

A. The prices in their proposal have been arrived at independently, without consultation, communication, or agreement, for restricting competition; as to any matter relating to such prices with any other Vendor or Bidder.

B. Unless otherwise required by law, the prices have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to the Reverse Auction specified on page 1 of the BID INSTRUCTIONS, directly or indirectly with any other Vendor or Bidder.

C. No attempt has been made or will be made by the Bidder to induce any other Person or Bidder to submit or not to submit a proposal for restricting competition.

B-6 - PROPOSAL WITHDRAWAL and MODIFICATION:

1. No proposal withdrawals will be accepted by telephone, fax or email.

2. If a Bidder withdraws his proposal, all documents shall remain in the possession of the Mississippi

Achievement School District, marked as withdrawn, and included in the permanent file for the project.

3. No proposal shall be withdrawn for a period of thirty (30) days following the bid opening date, unless otherwise provided for by law.

B-7 – REVERSE AUCTION:

1. The Reverse Auction process is open to the public for viewing at www.centralauctionhouse.com. The

Mississippi Achievement School District contracted vendor, CENTRAL BIDDING, will document a summary of each bidder's proposals and website activity. Mississippi Achievement School District staff will answer questions to the extent possible prior to the reverse auction process. Any information provided in the proposal which contains trade secrets, or confidential commercial or financial information and which bidder does not wish to be disclosed other than for purposes of evaluating it must be clearly labeled on each sheet as confidential.

2. All disclosures of proposal information to interested parties will be made in compliance with Mississippi Achievement School District policies and procedures established in accordance with the Mississippi Public Records Act of 1983 defined in Section 25-61 of the Mississippi Code.

B-8 - RIGHT TO REJECT PROPOSALS:

The Mississippi Achievement School District Board of Education reserves the right to reject any and/or all proposals or any groups thereof and waive any defect or informality in any proposal or procedure.

B-9 - PROPOSAL ACCEPTANCE:

1. If Mississippi Achievement School District accepts a proposal in response to this request, it will accept the proposal of and award the proposal to the lowest and best responsive bidder meeting specifications, price and other factors considered. The lowest proposal may not always be the best.

Other factors to be considered include but are not limited to conformity to the specifications; quality;

bidder's ability to provide service, maintenance, and training; past performance of bidder; financial standing and status of the bidder.

2. Unless otherwise stated in the PROJECT SPECIFICATIONS all proposals shall be binding for a minimum of thirty (30) days following the acceptance of the proposal by the Mississippi Achievement School District Board of Education.

B-10 - BILLING/ORDERING

1. All items or services shall be billed to the individual department(s) to which they are delivered or performed, unless otherwise specified in the PROJECT SPECIFICATIONS.

2. All invoices are due in the Administrative Office Building of the Mississippi Achievement School District, 1133 Calhoun Avenue, Yazoo City, MS, 39194, on or before the last day of each month. If they are not received by that date payment will not be made until the following month.

3. Payment of above-described invoices shall follow regularly scheduled meetings of the Mississippi Achievement School District which meets once per month.

4. No negotiations, decisions or actions shall be executed by any bidder because of any discussions with any District employee. Only transactions that are on a Mississippi Achievement School District purchase order may be considered official.

B-11 - DAMAGE OR LOSS:

1. Any damage or loss to Mississippi Achievement School District property because of any action by the successful Bidder in the execution or performance of any item or service in this proposal, shall be repaired to the satisfaction of the Mississippi Achievement School District Board of Education designee, at the Bidder’s expense, within a reasonable time set forth by the Mississippi Achievement School District Board of Education designee.

B-12 – SAM.Gov Registration

1. All bidders must have an active registration on SAM.gov.

SECTION C – PROJECT SPECIFICATIONS

REVERSE AUCTION: Library Books and Online Library Resources

The schools and the number of books is a combina:on of nonfic:on and fic:on per student, per grade. The count includes four nonfic@on books and four fic@on books for every student in grades PreK-12th in each school. The total is the number of books for the en:re region.

Schools: Yazoo City Region (Enrollment count x 8 book per student)

C1: CHECKLIST: (*By checking “ALT”, bidder offers an Alternate Item and must a1ach specifica@on/cut sheet of item offered)

YES ALT* QTY MINIMUM PROJECT SPECIFICATIONS

7264 Elementary School Books Pre-K through Fourth Grade

3864 Middle School Books Grade Fi<h through Eighth

4312 High School Books Grade Ninth through Twel<h

Titles Compatible With Follett Library Management System

All Licenses provide a 3 Year Subscription

McCoy Elementary

Woolfolk Middle Yazoo City High

PreK- 168 6th- 888 9th- 864 K- 1200 7th- 1360 10th- 1168 1st- 1256 8th- 1616 11th- 1176 2nd- 944 12th- 1104 3rd- 1536 4th- 1176 5th- 984 Total-7264 Total-3864 2Total-4312

Total Book Count 15440

Proposal Form

BID ITEM: Provide all equipment, materials & services as listed in sec@ons above

- I/We propose to provide the services according to the specifications as listed in this bid.

- I/We understand that this PROPOSAL FORM is to be signed and returned by the listed deadline, and unless this has been done, our invitation to participate in the REVERSE AUCTION shall be rejected.

- I/We, the undersigned, do hereby understand, accept, & comply with the conditions outlined in the

INSTRUCTIONS:

Firm / Bidders Name :

(Type or Print)

Signed :

Title :

Contact :

Address :

Telephone :

Date :