27-1457_INVITATION_TO_BID_LP_PROPNE_GAS1.pdf

ADVERTISED BID NUMBER – 27-1457

INVITATION FOR BIDS

GENERAL TERMS, CONDITIONS, AND INSTRUCTIONS

1. DELIVERY OF BIDS –

The Lauderdale County Board of Education will receive sealed competitive bid proposals at the office of the County Superintendent of Education, 301 46th Court, Meridian, MS 39305 or P.O.

Box 5498, Meridian, MS 39302 or by electronic Bid at Central Bidding www.centralbidding.com until 9:00 a.m. on Wednesday, June 10, 2026 for the following:

Bid Number 27-1457 – LP (PROPANE) GAS

At the above noted time and physical address, bids will be publicly opened and read aloud (SEE BID OPENING). All bids must be submitted electronically or physically (in person or via mail) to the above noted address on or before the above noted time and date, hereafter noted as “scheduled bid opening”. Bids must be signed and sealed with bidder’s name and address on the outside of the sealed envelopes containing bid. Furthermore, sealed bid envelope shall be clearly marked with the following information in the lower-left corner of envelope:

Time -- 9:00 a.m.

Date -- June 10, 2026 Bid # -- 27-1457 Bid Name -- LP (Propane) Gas

(when applicable) Certificate of Responsibility Number – _________________

BIDS NOT IN COMPLIANCE with instructions as to identification on the “outside of sealed envelope” will not be opened and/or considered.

Bids and modifications or corrections thereof received after the “scheduled bid opening time” thus noted will not be considered. No bid shall be altered or amended after the specified time for opening bids has begun.

All bid documents must be completed in ink or typewritten; all bids must be manually signed as requested in designated space(s) provided. The person signing the bid documents must initial corrections in ink. The documents must be signed with the firm or corporate name and by a responsible officer or employee of the firm.

http://www.centralbidding.com/

2. BID OPENING –

The above noted time will serve only to open the bids. No discussion will be entered into with any vendor as to the quality or provisions of the specifications, and no award will be made either stated or implied at the bid opening. All bidders are invited and encouraged to attend the bid-opening meeting. After the close of the bid-opening meeting, the bids will be considered to be in the evaluation process and will not be available for review by bidders.

Once evaluation process is completed, bid participants may examine bid files during normal working hours by appointment only. Non participants will be prohibited from obtaining any information relative to the bid until the official award has been made.

3. PRICES –

Bid prices, unless otherwise specified, shall be net, including shipping and handling charges fully prepaid by vendor to the Lauderdale County School District’s specified location(s) within the district. Bid prices shall remain firm and fixed, free of any escalatory clauses, for the entire twenty-four (24) month contract term. Firm prices must be shown on the enclosed bid form supplied for this purpose. Prices must include any applicable taxes. The Lauderdale County School District holds tax exemption certificates for State and Federal taxes when applicable. Cash discounts will be considered and time will be counted from date and receipt of delivery.

4. UNIT PRICE AND TOTAL PRICE REQUIRED –

Any bid on any item or project should include a unit or location price and total price. If there is any discrepancy between the unit price written in the bid and the total price extension, the unit price will be considered as binding and the total price will be adjusted accordingly.

The Lauderdale County School District reserves the right to accept bids on the basis of individual line or base bid or location bid or by total bid price whichever is deemed to provide the maximum benefit to the school district.

5. BID WITHDRAWAL –

No bid may be withdrawn for a period of ninety (90) days following the scheduled bid opening date.

6. RIGHT TO REJECT BIDS –

The Lauderdale County School District reserves the right to reject any and all bids or any groups there of and to waive any informality in bids, and unless otherwise specified by the bidder, to accept any item(s) on the bid. If the bidder fails to state the time within which bids must be accepted, it is understood and agrees that the Lauderdale County School District shall have sixty (60) days to accept.

7. SPECIFICATION INTENT –

It is the intent of the specifications to obtain a product that will adequately meet the needs of the user while promoting the greatest extent of competition that is practicable. It is the responsibility of the prospective bidder to review the entire Invitation to Bid packet;

Proposal; General Instructions and/or Conditions; Specifications; and Bid Form.

It shall be incumbent upon the bidder to understand the specifications. Failure to examine any drawings, specifications, and instructions will be at bidder’s risk. Any request for clarifications shall be in writing and shall be submitted to our Finance Department at least five (5) days prior to the scheduled bid opening.

8. STANDARD OF QUALITY –

A copy of the manufacturer’s standard guarantee shall accompany and become a part of this bid. The specifications are minimum specifications and are used to set a standard and in no case are used with the intention to discriminate against any manufacturer. Bidders should note the name of the manufacturer and model number of the product they propose to furnish and submit descriptive literature. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail and that only first quality equipment, materials, and workmanship as specified are to be used.

Where catalog numbers and/or manufacturer’s names are referred to in specifications, they are used for the purpose of conveying the minimum requirements to the prospective bidders as to the type and design of equipment desired. It shall be understood that bidders may submit equipment or materials of other makes in lieu of that mentioned, providing such other equipment and/or materials is similar in design and equal in quality unless otherwise indicated. Any bidder offering any alternate equipment or materials or system that equals or exceeds the minimum requirements assumes the responsibility of proving the standard of equality of equipment as well as service and workmanship through documentation. Complete specifications must be submitted with bid proposal on all substitutions. It is not expected that all manufacturers conform exactly to every detail and dimension mentioned in the specifications, but the essential features of the equipment or materials noted shall be provided in the equipment or materials to be furnished. The Lauderdale County School District shall be the sole judge as to whether or not the equipment or material offered is equal to that specified.

Furthermore, all equipment bid shall be of current production and of the latest design and construction.

9. SUBSTITUTIONS OR ALTERNATE –

If a substitution is offered, detailed information and specifications as well as a sample of product must be furnished on the item or items on which the bid is submitted (note-detailed information about substitutions in STANDARD OF QUALITY [item #9]). Unless the required detailed information and sample is furnished with bid proposal, bid will be considered incomplete and consequently rejected. Notation of substitutions must be noted on bid form.

Alternate bids unless specifically requested will not be considered.

10. SAMPLES –

ALL SAMPLES required by Specifications and/or substitution clause (#9) must be submitted with bid documents at the same time bid is submitted for consideration (on or before Scheduled Bid Opening) FREE OF EXPENSE TO DISTRICT. If samples are not submitted at the requested time, bid will be considered incomplete and consequently rejected.

Each individual sample must be clearly marked or labeled with bidder’s name and manufacturer’s brand name and number. Identification as to the item number which sample applies must be clearly indicated on sample in order to facilitate inspection and comparison.

It shall be completely understood by bidder that some samples may be destroyed in testing however no expense for sample will be encumbered by School District or employees of District. Upon request, samples not destroyed in testing may be picked up by bidder from the Finance Department within ten (10) days following acceptance and awarding of bid by the Board of Education. All samples not picked up by bidder during the allotted time will be destroyed. Failure to submit samples when required will result in rejection of bid.

11. DELIVERY OF EQUIPMENT AND/OR MATERIALS –

The bidder agrees to deliver all items prepaid to the Lauderdale County School District. All costs for delivery, drayage or freight, for the packing or unpacking, loading and unloading of said items are to be borne by the bidder and should be included in the bid. The equipment and/or materials to be furnished shall be delivered, uncrated, and set in place by the bidder at the time and place designated by the Lauderdale County School District. The equipment and/or materials shall be set in place in the appropriate designated room(s) in the building as directed. Under no circumstances will the District or employees of said District assume any responsibility in connection with deliveries of requested equipment and/or materials.

12. DELIVERY DATE –

If the bidder fails to deliver by the specified delivery date or in an acceptable reasonable time thereafter, giving acceptable reasons for the delay, the purchasing agency reserves the right to cancel the portion which the vendor has failed to deliver within the specified time.

Furthermore, bidder adheres to the fact that the District may purchase the requested materials and/or equipment and/or service elsewhere, charging the increase in price as well as the cost of shipping and handling, if any, to the bidder. The acceptable reasonable time for delay shall be determined solely by the Lauderdale County School District once a written delivery explanation for delay has been submitted to the Assistant Business Manager on or before the specified date.

13. ROYALTIES AND PATENTS:

The contractor/ bidder shall pay all royalties and license fees. Bidder shall defend all suits or claims for infringement of any patent rights and shall save the owner harmless from such loss on account there of except that the owner shall be responsible for all such loss when a particular process or the process or the product of an particular manufacturer or manufacturers is specified, but if the bidder or contractor has information that the process or article specified is an infringement of a patent, bidder shall be responsible for such loss unless bidder promptly gives such information to owner.

14. CERTIFICATION –

Bidders must upon request of the Lauderdale County School District furnish satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of these specifications. The Lauderdale County School District reserves the right to inspect the bidder’s facilities and evaluate the technical support capabilities. The Lauderdale County School District reserves the right to make the final determination as to the bidder’s ability.

Pursuant to Federal regulations, all petroleum product vendors who have not been assigned to provide products and/or services to this school district must provide written certification that they have sufficient surplus quantities to meet these bid requirements.

The bidder understands that the Lauderdale County School District is an equal opportunity employer and, therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, or any other such discrimination; and the bidder, by signing this bid, agrees during the term of the agreement that the bidder will strictly adhere to this policy in its employment practices and provision of products or services.

15. ADDENDUMS –

No addendum will be issued within a period of three (3) working days prior to the time and date set for the bid opening. Should it become necessary to issue an addendum within the three-day period prior to the bid opening, the bid date will be reset giving bidders ample time to answer the addendum. Each addendum issued must be acknowledged on bid form as provided.

16. BID BOND OR SECURITY

Whereas specified in “legal notice” and/or “bid specifications”, a Certified Check or Bid Bond, executed by bidder as principal and having a surety company approved by District and signed by a Mississippi resident agent, must accompany any proposal in an amount equal to at least 5% of the amount of the submitted Base Bid. Bid Bond must be accompanied by a Power of Attorney designating Mississippi Resident Agent and financial limit.

Such security to be forfeited as liquidated damages, not penalty, by any bidder who fails to carry out the terms of the accepted bid and/or execute the Contract and post Performance and Payment Bond equivalent to the amount of Contract.

17. SURETY (PERFORMANCE AND PAYMENT BOND) –

Whereas requested in “Legal Notice” and/or Bid Specifications, with executed contract, bidder to furnish a surety bond or bonds as security for faithful performance and for payment of persons performing labor or furnishing materials on project and specified insurance. The Performance & Payment Bond each shall be in the amount of 100% of the Contract Sum.

Such bonds shall be issued by Surety acceptable to Owner. Costs of such bonds will be part of the bidder’s bid and part of the awarded bidder’s agreed total bid and/or contract sum.

Bidder shall furnish two copies of Performance & Payment Bond for District records.

18. LIABILITY & WORKMEN’S COMPENSATION INSURANCE –

Whereas requested in “legal notice” and/or “bid specifications”, bidder shall furnish a Certificate of Insurance to The Lauderdale County School District for the duration of contract period in an amount not less than $1,000,000.00. Furthermore, bidder shall furnish proof of Workmen’s Compensation Insurance for the duration of contract period in amount not less than “statutory coverage”.

Failure to furnish Insurance Certificates upon notification of acceptance of bid and contract within FIVE (5) days will result in nullification of contract. Once documentation has been received by the Finance Department, a Notice to Proceed will be issued. No work shall commence until both a Notice to Proceed and a Purchase Order has been secured by bidder.

19. PURCHASE ORDER –

A written PURCHASE ORDER shall be executed by the Lauderdale County School District once bid has been awarded and accepted by the School Board. In the event that bid specifications require Contract, Bonds, and Certificates of Insurance from bidder, a purchase order shall be forth coming once all documents required have been received by the Assistant Business Manager. NO WORK SHALL COMMENCE UNTIL A PURCHASE ORDER

HAS BEEN SECURED. ALL INVOICES SUBMITTED MUST BE CLEARLY

IDENTIFIED BY PURCHASE ORDER NUMBER BEFORE PAYMENT CAN BE

CONSIDERED.

The Purchase Order shall serve has a binding contract without further action by either party.

The contract shall not be assignable by the bidder in whole or in part without the written consent of the Lauderdale County School District.

If a purchase order or contracts are cancelled because of the awarded vendor’s failure to perform or request for price increase, that vendor shall be removed from our bidder’s list for a period of 24 months. The cancellation shall be documented and considered part of the bidders past performance. Whereas past performance shall be considered in awarding of bid.

20. INVOICES –

Invoices are to be billed and EMAILED TO: ap@lauderdale.k12.ms.us or MAILED TO: Lauderdale County School District Accounts Payable P. O. Box 5498 Meridian, MS 39302

All invoices and application for payment must be submitted to “Accounts Payable” at the above noted address on or before the 28th of each month for payment to be scheduled for approval by the Board of Education at the next regularly scheduled meeting the following month on the third Thursday of that said month. Once approved, District will mail payment or direct deposit via ACH/EFT to the vendor (contractor) the following day after the board meeting. Any question regarding payment or schedule of payment should be directed to our Accounts Payable Clerk by calling (601) 693-1683.

Furthermore, whereas equipment is purchased by District, bidder agrees to include the serial number of each piece of equipment on the original invoice(s).

21. TERM OF CONTRACT:

The contract awarded under this bid shall be for a firm term of twenty-four (24) months beginning July 1, 2026, and ending June 30, 2028, unless terminated as provided herein. Bid pricing, service fees, fuel rates, delivery charges, and all other costs shall remain fixed and shall not increase during the entire twenty-four (24) month contract term.

22. EXTENSIONS OF CONTRACT:

This contract may be extended for a period not to exceed twenty-four (24) months in total, upon the mutual agreement of both the School District (Owner) and the Awarded Contractor (Bidder). Whereas, there is NO increase in pricing of Service or Fees in any-way during said time of original contract and/or extension. Any approved extension shall not exceed twelve (12) additional months. The total period of the contract including extension shall not exceed thirty-six (36) months.

23. TERMINATION OF CONTRACT:

This contract may be TERMINATED by School District (Owner) by written notice if Bidder does not comply with specifications and service needs as outlined.

Successful/Awarded Bidder will be given verbal notice of offense at first onsite of problem.

If offense is not corrected immediately a written notice will be issued to ordering correction of offense within five (5) working days. If problem or offense not corrected then, notification will be given of intent to cancel contract by specified date if problem/offense not resolved. Final action will be written notice of CANCELLATION of CONTRACT for

SERVICE.

FAILURE TO COMPLY WITH ANY PART OF THESE TERMS, AND/OR CONDITIONS,

AND/OR INSTRUCTIONS, AND/OR SPECIFICATIONS WILL RESULT IN REJECTION

OF BID PROPOSAL. NO EXCEPTION WILL BE MADE TO THESE REQUIREMENTS.

Questions or problems arising from bid procedures or subsequent order and delivery procedures should be directed to Miranda Bishop, Assistant Business Manager, Lauderdale County School District, P.O. Box 5498, Meridian, MS 39302. Phone -- (601) 693-1683.

CERTIFICATION OF ACCEPTANCE OF

BID TERMS, CONDITIONS, & INSTRUCTIONS:

This is to certify that ___________________________________________________________ (Name of Bidder [Firm]) accepts the conditions of this official bid process in submitting our sealed, competitive bid for the items outlined under the specifications of this proposal.

Signed: _____________________________________________________________________* *Signature denotes acceptance

Printed Name & Title: _______________________________________________________

Date: ______________________________________________________________________

PROPOSAL

Board of Education Lauderdale County School District P.O. Box 5498 Meridian, MS 39302

Gentlemen:

I, We propose to furnish and deliver the items and/or services as listed in the Invitation for Bids including General Terms, Conditions, and Instructions; Bid Specifications & Drawings; and Bid Forms accordingly at the indicated price(s). These prices are guaranteed until _______________

Both unit price and total price as well as Base Bid and additions have been submitted with the understanding that we will be responsible for making completed delivery and necessary installation(whereas specified in specifications) accordingly. We further agree not to request permission to withdraw our bid once public bid opening process has begun.

This proposal consists of Invitation for Bids, Proposal Form, Specifications &/or Drawings, and Bid Forms. Furthermore, any addendum issued have been dually noted & enclosed with bid form.

We understand that each form is to be signed as required and unless this has been done prior to scheduled opening; our bid shall be considered incomplete and rejected therefore.

FIRM NAME: ______________________________________________________

ADDRESS: ______________________________________________________

TELEPHONE __________________________ FAX # ______________________

EMAIL CONTACT __________________________________________________

SIGNATURE _____________________________ ________________________

Authorized Representative Title

PRINTED NAME ____________________________________________________

DATE ____________________________________________________