10722-20240523073752 QSD TECHNOLOGY.pdf

BID NUMBER QSD-TD-24-02

QUITMAN SCHOOL DISTRICT

BID INSTRUCTIONS

104 EAST FRANKLIN STREET

QUITMAN MISSISSIPPI 39355

TELEPHONE

(601) 776-2186

INVITATION: Sealed bids, subject to the conditions herein stated and attached hereto, will be received at this office until 12:00 PM CST, MONDAY, JUNE 3, 2024, local time and then publicly opened, read aloud and taken under advisement for the sale of the items listed below:

DESCRIPTION

SURPLUS COMPUTER EQUIPMENT – VARIOUS TECHNOLOGICAL RELATED ITEMS INCLUDING BUT NOT LIMITED TO MONITORS, PERSONAL COMPUTERS, TELEVISIONS, COPIERS, PRINTERS, OVERHEAD

PROJECTORS, CALCULATORS, INTERACTIVE WHITEBOARDS, SERVERS, ETC.

The Quitman School District Board of Education shall openly meet at the Administration Building located at 104 East Franklin Street, Quitman, MS, on MONDAY, JUNE 10, 2024, at 5:00 PM, at which time bids for the sale of the aforementioned items shall be awarded to the highest and best bidder, provided, however that the Quitman School District Board of Education shall have the right to reject any and/or all bids submitted and to waive any informalities.

Items required, specifications, and bid forms may be obtained via the following web address:

https://www.quitmanschools.org/departments/technology/request-for-proposal-quotes or visiting the District website and selecting the Departments tab, then selecting Technology and then selecting Request for Proposal/Quotes.

Inquiries regarding this bid can be directed to: Matthew Champion, Technology Coordinator, Quitman School District, Phone: (601) 776-1280 Email address: mchampion@qsdk12.org https://www.quitmanschools.org/departments/technology/request-for-proposal-quotes mailto:mchampion@qsdk12.org

VENDOR BID INSTRUCTIONS

B-1 - DELIVERY OF BIDS:

1. The Quitman School District Board of Education will receive sealed, competitive bids in the office of the Finance Director, Administrative Office Building of the Quitman School District, 104 East Franklin Street, Quitman, Mississippi, as per the date and time specified on page 1, at which time the bids will be publicly opened, read aloud and taken under advisement.

2. No employee of the Quitman School District shall be entitled to submit a bid.

3. The Bid Proposal Form must be received on or before said date and time, neither the dating of the Bid

Proposal Form nor placing it in the mail by this date will meet the requirements pertaining to this bid. Any bid received after the bid opening date shall be marked "LATE BID" and returned to the Bidder unopened.

4. The district will not be responsible for any delays in delivery. It is the sole responsibility of the Bidder that bid proposals reach the above destination by the bid opening date and time.

5. Bids or alterations by fax or telephone WILL NOT be accepted.

6. If the Quitman 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, governmental regulations superimposed after the fact, fire, earthquakes, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening of bids at the advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the district shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all Vendors/Contractors, upon submission of a bid 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 bids for which the delivery was attempted and failed due to the closure of the district offices as a result of a Force Majeure Event. Each Vendor/Contractor shall be required to ensure the delivery and receipt of its bid by the district prior to the new date and time of the bid opening.

B-2 - BID ADDENDUM:

1. Any interpretation of the documents will be made by written addendum only issued by the office of the Technology Coordinator and a copy of such addendum will be posted on the district website. 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 forty-eight (48) working hours of the time established for the receipt of bids unless such addendum also amends the bid opening to a date not less than five (5) working days after the date of the addendum.

B-3 - PROPER EXECUTION

1. All bids must be submitted in accordance with Section 31-7-13 and Section 37-7-455 of Mississippi Code of 1972 as amended and must be properly executed and signed by the Bidder or a responsible officer or employee of the Bidder.

2. All bids submitted by hand or mailed must be typed or written (legibly) in ink. Any alterations or changes that are made must be done in ink and initialized by the person who signs the Bid Proposal form.

3. Bids should be checked before submission for accuracy and correctness since the Quitman School District Board of Education WILL NOT be responsible for any errors for which the Bidder is responsible.

4. The district reserves the right to reject bids from Bidders who submit poorly completed bids.

5. To prevent opening by unauthorized individuals for bids submitted by hand or mailed, it is required that the Bid

Proposal form be delivered in an envelope clearly marked in the lower left-hand corner with the following information:

Bid - Surplus Computer Equipment

B-4 - CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

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

A. That the prices in the BID PROPOSAL FORM have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition; as to any matter relating to such prices with any other Bidder.

B. That 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 Bid Opening Date and Time specified on the NOTICE TO BIDDERS, directly or indirectly with any other Bidder.

C. That 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 BID PROPOSAL for the purpose of restricting competition.

B-5 - BID WITHDRAWAL and MODIFICATION:

1. Bids submitted by hand or mailed may be modified or withdrawn by written notice from or in person by the Bidder, if received in the office of the Finance Director, two (2) working days prior to the above stated bid opening date and time.

2. No withdrawals will be accepted by telephone or fax.

3. For bids submitted by hand or mailed, if a Bidder withdraws their bid, all documents shall remain in the possession of the Quitman School District Board of Education, marked as withdrawn, and included in the permanent file of that bid item.

B-6 - BID OPENING:

1. All bid openings are open to the public. The Quitman School District staff will read a summary of each bidder's bid and answer questions to the extent possible at the time. Any information provided in the bid 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 bid information to interested parties will be made in compliance with Quitman 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-7 - RIGHT TO REJECT BIDS:

The Quitman School District Board of Education reserves the right to reject any and/or all bids or any groups thereof and waive any defect or informality in any bid or bidding procedure.

B-8 - BID ACCEPTANCE:

1. If the Quitman School District accepts a bid in response to this request, it will accept the bid of and award the bid to the highest and best responsive bidder.

B-9. - BID AWARD:

1. All equipment being offered for sale is used equipment, and as such will have wear and defects. Every effort has been taken to maintain these devices in a fully functional condition up to the time of surplus. However, there are some units that are damaged and there are some units with bad or missing components. Bid award will be made to the highest bidder. All equipment is sold “As Is” and all sales are final. All item(s) sold by the Quitman School District Board of Education are sold "AS IS" and the successful bidder agrees to make payment in full for said items by CHECK OR MONEY ORDER by June 14, 2024. All items must be removed from their stated location at the vendor’s expense by a date agreed upon with the Information Technology Department.

2. NO ITEMS WILL BE REMOVED UNTIL PAYMENT IS MADE IN FULL.

3. In the case of discrepancy in the computed proposal pricing, the unit price shall govern, and the total price shall be revised accordingly.

4. If the successful bidder does not adhere to the above requirements, the Quitman School District Board of Education reserves the right to reject their bid and award the bid to the next highest bidder.

BID SPECIFICATIONS

C-1 GENERAL SPECIFICATIONS:

The Quitman School District Board of Education is making available the following surplus equipment for sale. All items are available for your inspection at the noted location. Please contact Matthew Champion in the Information Technology Department to set up a mutually convenient time for you to inspect the items between May 27th thru May 29th, 2024. ALL BIDDERS MUST COME ON SITE TO

INSPECT THE SURPLUS EQUIPMENT.

C-2 TECHNICAL SPECIFICATIONS:

Due to the volume of surplus equipment and variety of manufacturers as well as the variety of items, no specifications can be provided. As stated in the bid description there are various technological related items including but not limited to monitors, personal computers, televisions, copiers, printers, overhead projectors, calculators, interactive whiteboards, servers, etc.

C-3 CARE AND USE:

• Devices were used by students, teachers and district staff.

C-4 SHIPPING REQUIREMENTS:

The winning bidder will be required to provide all labor, packaging, and shipping materials, make all shipping arrangements, and pay all shipping costs. All equipment must be removed from school district property by a date agreed upon with the Information Technology Department.

The winning bidder is responsible for the coordination of all arrangements needed to provide for an efficient pickup and loading of the computer equipment. There will be one (1) pickup site for the equipment.

ITD Office - 200 South Jackson Avenue, Quitman, MS 39355

Any items not removed by a date agreed upon with the Information Technology Department, may be moved to an alternate location and the vendor will be charged a storage fee of $250 per day. Fee must be paid before items will be released.

BID NUMBER QSD-TD 24-02

BID PROPOSAL FORM

D-1. BID ITEM: SURPLUS EQUIPMENT

D-1.1 I/We propose to purchase the items as listed in this BID PROPOSAL FORM according to the specifications contained in the BID SPECIFICATIONS section of this bid and at the indicated prices.

D-1.2 I/We further agree not to request permission to withdraw our bid after the bids have been publicly opened and read aloud.

D-1.3 For bids submitted by hand or mail, I/We understand that this BID PROPOSAL FORM is to be signed and returned with our bid, and unless this has been done, our bids shall be considered incomplete and rejected.

D-1.4 I/We, the undersigned, do hereby understand and accept the conditions outlined in the BID INSTRUCTIONS and BID PROPOSAL FORMS of this official bid process in submitting our sealed competitive quotations for the item(s) outlined in this bid.

Description Total Price

Surplus Computer Equipment _____________

Company Name:

(Type or Print)

Signature :

Printed Name :

Address :

Telephone :

Email :

Date :