10812-20240607111639 DCS COMMODITIES.pdf

DESOTO COUNTY SCHOOLS

5 East South Street • Hernando, Mississippi 38632

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

BID NOTICE

To: Prospective Bidder

From: Jenifer Hale DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7168

Issue Date: June 13, 2024

Notice of Bid/Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: July 8, 2024 Date: July 15, 2024 Time: 9:00 am, CST Time: 9:00 am, CST Location: DeSoto County Schools Location: DeSoto County Schools Central Services Central Services

5 East South Street 5 East South Street Hernando, MS 38632 Hernando, MS 38632

Bid Items

Bid Number: #313-PAPER-DCS25 Description: Copy Paper

Procurement Schedule:

Public Notice to Newspaper June 6, 2024

Advertisement Publication Dates June 13 and June 20, 2024

Release of Bid June 13, 2024

Deadline for Questions/Clarifications June 28, 2024 at Noon CST

Unpriced Bid Proposals July 8, 2024 at 9:00am CST

Reverse Auction for Approved Bidders July 15, 2024 at 9:00 am CST

Anticipated Board Approval August 1, 2024

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of the Unpriced Proposal Form, nor placing it in the mail by this date will meet legal requirements. All Unpriced Proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The DeSoto County School Board of Education reserves the right to reject any and/or all Unpriced Proposals received and to waive any and all informalities.

1. If submitting a paper Unpriced Proposal, it shall be typed. Any changes made must be initialed. Changes shall not be allowed after the Unpriced Proposals are opened. The DeSoto County School District (hereafter, the District) shall not be responsible for any errors or omissions. Unpriced Proposals may be hand delivered, mailed, or submitted electronically. Paper Unpriced Proposals must be submitted in a sealed 8” x 10” or larger envelope. Please label the envelope or shipping package as follows or the bid may be rejected:

Attn: Jenifer Hale Copy Paper Unpriced Proposal

#313-PAPER-DCS25

July 8, 2024 9:00 am CST Name of company or person submitting bid

2. Any Unpriced Proposal received after the opening date or time shall be refused and marked “Late Unpriced Proposal” and returned to the bidder unopened. For this purpose, the official time for the Unpriced Proposal opening shall be based upon the time as indicated by the Purchasing Department. It is solely the responsibility of the bidder to ensure Unpriced Proposals are received prior to the opening date and time.

3. Unpriced Proposals may be modified or withdrawn by written notice from the bidder, if received by the Purchasing Department prior to the date and time set forth in the BID NOTICE. In order to modify an Unpriced Proposal, the bidder must submit a new Unpriced Proposal with the words “Modified Unpriced Proposal” shown in the lower left corner of the sealed envelope or shipping package. The original Unpriced Proposal remains the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an Unpriced Proposal, all documents shall remain the property of the District.

4. The District shall issue a written addendum if substantial changes, which impact the technical submission of proposals, are required. A copy of the addenda will be given to all vendors that are known to have requested bid documents. In the event of a conflict with the original contract documents and the addenda, the addenda shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

5. All items contained in this Unpriced Proposal are to be per specifications unless otherwise specified.

6. All bids shall be submitted exclusive of all taxes. Documentation of tax exemption will be furnished when necessary.

7. Both paper Unpriced Proposals and electronic Unpriced Proposals shall be submitted on the supplied Unpriced Proposal Form. Electronic Unpriced Proposals shall be submitted online at www.centralbidding.com. Should the bidder’s response not be submitted on the supplied Unpriced Proposal Form, the District reserves the right to reject the bid.

http://www.centralbidding.com/ http://www.centralbidding.com/ http://www.centralbidding.com/

8. If the District’s Superintendents Office is closed for any reason, including but not limited to inclement weather, an emergency situation or any other act of nature, for which closure prevents the opening of bids at the originally advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the District’s Superintendents Office shall be open for business at the previously advertised time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be advertised. Any vendors that have been invited to participate in the reverse auction will be notified of such changes. DeSoto County Schools shall not be held responsible if invited vendor fails to comply or misses reverse auction due to no fault of the District.

9. If any Bidder contemplating submitting an Unpriced Proposal under this bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must submit a written request for clarification by the date and time designated in the Procurement Schedule by email to dcs.purchasing@dcsms.org. The District will respond to all inquiries and render an official interpretation of the question in writing via addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its acknowledgement of the addendum/clarification by noting in space provided on the Vendor Information & Agreement Form and returning it with their Unpriced Proposal.

Qualification of Bidders:

Unpriced Proposals will be evaluated by staff of the District. All bidders submitting acceptable required paperwork and alternate specifications (if applicable) will be invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date, if necessary, to complete the pre-qualification process.

New Vendors:

A New Vendor Packet can be provided for any bidder that has not previously worked with DeSoto County Schools. This bid packet includes a Vendor Registration Form and a Conflict-of-Interest Disclosure Form. The bidder shall complete the packet and submit along with any other required documents due with the Unpriced Proposal.

Method of Bidding:

Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and time of July 15, 2024, at 9:00 am, CST. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the approved vendor must complete the free registration at: https://www.centralauctionhouse.com/registration.php to participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/or bidding process, please call Central Bidding at 225-810-4814.

Accounting Practices:

The DeSoto County School District requires that Purchase Orders be issued before any items are ordered or delivered. The DeSoto County School District shall not be responsible for any products delivered without an approved Purchase Order and/or without a signed acknowledgement of receipt by a District employee at time of delivery. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District.

The awarded bidder agrees to receiving payment within 45 days from date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods and/or services by DeSoto County Schools, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

Budgetary/Funding Constraints:

The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.

mailto:dcs.purchasing@dcsms.org https://www.centralauctionhouse.com/registration.php

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for the resolution of any dispute shall be DeSoto County, Mississippi. The bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the bidder.

W-9 Form:

The DeSoto County School District requires the attached W-9 Form to be completed and included in your bid submission.

Insurance Requirements:

The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance coverage of $1,000,000 and workers’ compensation insurance coverage of $500,000 per occurrence and listing the District as the certificate holder for each policy. This certificate must be presented to the District prior to approval of the awarded bidder by the DeSoto County Board of Education. The policy must remain in effect during the entire term of the bid.

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

SPECIFICATIONS

Copy Paper

Bid #313-PAPER-DCS25

Copy Paper must meet the following specifications:

White 20# 8 ½ “x 11” 500 Sheets/Ream, 10 Reams/Case No Imported Paper – Must be USA Manufactured.

No Recycled Paper

• Copy paper must be delivered to individual school locations. A list of each school and the address is attached.

• DeSoto County Schools reserves the right to order half of each location’s order in August of

2024 and the remaining half in January of 2025 at the original bid price. Vendor must also be prepared to deliver the full quantity of copy paper ordered per location if each separate location chooses to order their full amount at one time. A list of each school and the number of cases of copy paper needed for that location is attached.

Amount: 11,878 Total Cases

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

SIGNATURE DATE

PRINTED NAME TITLE

Vendor Information & Agreement Form

Copy Paper Unpriced Proposal

July 8, 2024 9:00 am CST

Bid #313-PAPER-DCS25

I/We propose to furnish and deliver the items on the Unpriced Proposal Form according to your specifications.

I/We further agree not to request permission to withdraw our bid after the bids have been opened.

This bid consists of the (A) Bid Notice, (B) Bid Instructions and Terms, (C) the Required Specifications, and (D) the Unpriced Proposal Form.

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Unpriced Proposal was requested by the DeSoto County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:

Addendum 1____ Addendum 2____ Addendum 3____ Addendum 4____

Return with your Unpriced Proposal paperwork due July 8, 2024, by 9am, CST

• Completed Vendor Information & Agreement Form

• Completed Unpriced Bid Proposal Form

• Insurance Accord Form

• Signed Specification form

• Completed W-9

• Completed New Vendor Packet (Vendor Registration Form & Conflict-of Interest Disclosure Form), if applicable

School/Locations with loading docks:

District Office Child Nutrition Hernando Middle School Hernando Hills Elementary Lake Cormorant Elementary Lake Cormorant Middle School Lake Cormorant High School Horn Lake Intermediate School Horn Lake High School Southaven Intermediate School Southaven High School DeSoto Central Elementary DeSoto Central Primary School DeSoto Central Middle School DeSoto Central High School Pleasant Hill Elementary Center Hill Elementary Center Hill Middle School Center Hill High School Lewisburg Elementary Lewisburg Primary School Lewisburg Intermediate School Lewisburg Middle School Lewisburg High School Olive Branch High School Overpark Elementary

School/Locations without loading docks:

Transportation Department Chickasaw Elementary Hernando Elementary Hernando High School Oak Grove Elementary Horn Lake Middle School Walls Elementary Olive Branch Elementary Olive Branch Middle School Shadow Oaks Elementary Olive Branch Intermediate School Southaven Elementary Hope Sullivan Elementary Greenbrook Elementary Southaven Middle School Career Tech West Career Tech East DeSoto County Alternative Center

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

School Locations

District Office – 5 E. South St., Hernando MS 38632 Transportation Department – 2211 Central Pkwy, Southaven MS 38672 Child Nutrition – 325 Kapik Dr, Hernando MS 38632 Chickasaw Elementary – 6391 Chickasaw, Olive Branch MS 38654 Center Hill Elementary – 13662 Center Hill Rd, Olive Branch MS 38654 Hernando Elementary – 455 Riley St., Hernando MS 38632 Hernando High School – 805 Dilworth Lane, Hernando MS 38632 Hernando Hills Elementary – 570 McIngvale Rd, Hernando MS 38632 Oak Grove Elementary – 893 Oak Grove Rd, Hernando MS 38632 Hernando Middle School – 700 Dilworth Lane, Hernando MS 38632 Horn Lake Elementary – 6341 Ridgewood Dr, Horn Lake MS 38637 Horn Lake High School – 3360 Church Rd, Horn Lake MS 38637 Horn Lake Middle School – 6125 Hurt Rd, Horn Lake MS 38637 Walls Elementary – 6131 Delta View Rd, Walls MS 38680 Horn Lake Intermediate School – 6585 Horn Lake Rd, Horn Lake MS 38637 Olive Branch Elementary – 9549 Pigeon Roost, Olive Branch MS 38654 Olive Branch High School – 9366 E. Sandidge Rd, Olive Branch MS 38654 Olive Branch Middle School – 6530 Blocker St., Olive Branch MS 38654 Shadow Oaks Elementary – 3780 Shadow Oaks Pkwy, Horn Lake MS 38637 Olive Branch Intermediate School – 8631 E. Pigeon Roost, Olive Branch MS 38654 Southaven Elementary – 8274 Claiborne Dr, Southaven MS 38671 Southaven High School – 735 Rasco Rd. W., Southaven MS 38671 Hope Sullivan Elementary – 7985 Southaven Circle W., Southaven MS 38671 Greenbrook Elementary – 730 Rasco Rd E., Southaven MS 38671 Southaven Intermediate School – 175 Rasco Rd, Southaven MS 38671 Southaven Middle School – 899 Rasco Rd W., Southaven MS 38671 DeSoto Central Elementary – 2411 Central Pkwy, Southaven MS 38672 DeSoto Central Primary School – 3210 Getwell Rd, Southaven MS 38672 DeSoto Central High School – 2911 Central Pkwy, Southaven MS 38672 DeSoto Central Middle School – 2611 Central Pkwy, Southaven MS 38672 Pleasant Hill Elementary – 7686 Pleasant Hill Rd, Olive Branch MS 38654 Lewisburg Elementary – 1717 Craft Rd, Olive Branch MS 38654 Lewisburg Primary School – 1707 Craft Rd, Olive Branch MS 38654 Lewisburg Middle School – 2605 Hwy 305 South, Hernando MS 38632 Lewisburg High School – 1755 Craft Rd, Olive Branch MS 38654 Lewisburg Intermediate School – 1711 Craft Rd, Olive Branch MS 38654 Overpark Elementary – 8530 Forest Hill Irene, Olive Branch MS 38654 Center Hill High School – 13250 Kirk Rd, Olive Branch MS 38654 Center Hill Middle School – 8756 Forest Hill Irene, Olive Branch MS 38654 Lake Cormorant Elementary – 3285 Wilson Mill Rd W., Lake Cormorant MS 38641 Lake Cormorant High School – 10201 Star Landing Rd, Lake Cormorant MS 38641 Lake Cormorant Middle Schools – 3203 Wilson Mill Rd, Lake Cormorant MS 38641 Career Tech West – 1005 Kuykendall Lane, Horn Lake MS 38637 Career Tech East – 8890 Deerfield Dr, Olive Branch MS 38654 DCAC/Magnolia – 6870 E. Center, Horn Lake MS 38637

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer