3-26-07302 Copier Paper.pdf

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ROCKWOOD SCHOOL DISTRICT

REQUEST FOR BID

RFB No.: ___RFB 26-07302_____________

Title: ______District Wide Copier Paper___

Issue Date: _May 5, 2026_____________

This document constitutes Rockwood School District’s (hereafter called the “District” or “RSD”) Request for Bids ("RFB") soliciting bids from qualified individuals, firms or organizations to provide district wide copy paper as described in this RFB.

Rockwood R-VI School District posts bids and receives bid responses through an online bidding portal. Through this portal, vendors receive notifications of competitive procurement opportunities as well as submit bids and proposals to the District digitally. In order to be invited and able to participate in District bid opportunities, vendors must register through the Rockwood School District Bonfire portal.

Registration is free. Vendors must follow all instructions on the portal for registering and responding to bid opportunities. For questions and technical support, please refer to the “Help” or “Technical Support” links on the portal.

The portal will be used for the following activities:

• Post RFBs

• Receive and respond to questions or inquiries

• Issue associated addenda

• Submit proposals

• Post award notices

To contact the District or ask questions in relation to this RFB, Proposers must initiate the communication electronically through the “Vendor Discussions” or “Ask a Question” features. The District will not accept any respondent’s communications by any other means, except as specifically stated in this RFB.

No contact with any members of the Rockwood School Board, any administrators, staff or employees of the District is permitted before or after completion of the RFB process. Failure to follow this directive or any attempt to contact or to influence any such person may result in rejection or disqualification of a Bid.

Any and all responses to written requests for information and questions will be in writing and will be sent to all known interested parties.

https://rsdmo.bonfirehub.com/portal/?tab=openOpportunities https://rsdmo.bonfirehub.com/portal/?tab=openOpportunities http://www.rsdmo.org/

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Important Dates

RFB Issue Date May 5, 2026, (TUE) 8:00 AM CST

Questions Due Date May 15, 2026, (FRI) 12:00 PM CST

Bid Due Date May 22, 2026 (FRI) by 5:00 PM CST

Award Recommendation Submitted to BOE May 29, 2026 (FRI)

BOE Approval Date June 16, 2026 (TUE)

Contract Commencement Date July 1, 2026 (WED)

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I. RFB INSTRUCTIONS AND CONDITIONS

1. INTRODUCTION

The District is a nationally recognized, diverse community of learners. Currently the District serves nearly 20,000 students, made up of four high schools, six middle schools, and nineteen elementary schools, a talented and gifted campus, and a school for at-risk high school students. The District employs over 3,500 people and covers 150 square miles in much of western St. Louis and northern Jefferson counties. The District has consistently earned the accreditation of Distinction in Performance by the Missouri Department of Education.

Additional detailed information about the District may be found at www.rsdmo.org.

The Rockwood School District invites you to submit a bid according to the requirements contained herein for district wide copy paper.

2. BID PREPARATION AND SUBMISSION REQUIREMENTS

A. Bidders must register, log in, and follow the instructions on the Rockwood School District

Bonfire portal. Registration is free and is the only method by which vendors may submit responses for this bid.

B. Sealed bids must be SUBMITTED ON THE ROCKWOOD SCHOOL DISTRICT BONFIRE

PORTAL only (no other location permitted), no later than the date and time specified in the RFB. NO EXCEPTIONS. The portal will not permit late submissions of bids.

C. Your submission must be uploaded, submitted, and finalized prior to the deadline of May

22, 2026 by 5:00 PM CST. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before the deadline to begin the uploading process and to finalize your submission.

D. To contact the District or ask questions related to this RFB, Bidders must initiate the communication electronically through the “Vendor Discussions” or “Ask a Question” features. The District will not accept any respondent’s communications by any other means except as specifically stated in this RFB.

E. This RFB may be amended only by addendum in accordance with this section. If the

District, for any reason, determines that it is necessary to provide additional information relating to this RFB, such information will be communicated to all respondents by addendum posted on Rockwood School District’s Bonfire portal. Each addendum forms an integral part of this RFB and may contain important information, including significant changes to this RFB. Respondents are responsible for obtaining all addenda issued by the Rockwood School District.

F. Vendor questions regarding this opportunity must be submitted electronically through the

“Vendor Discussions” or “Ask a Question” features by May 15, 2026 by 12:00 PM CST.

Vendors will not be able to submit messages or questions after this time.

G. Bids shall be prepared simply, but completely, providing a straightforward, concise http://www.rsdmo.org/ https://rsdmo.bonfirehub.com/portal/?tab=openOpportunities

P a g e 4 | 12 description of capabilities to satisfy the requirements of the RFB. Emphasis should be on completeness and clarity of content. At the same time, bids should be as thorough and detailed as possible so that the District may properly evaluate the Bidder's capabilities to provide the required services.

H. Bidders must include at least the following information, data and responses labeled accordingly in their bids:

(1) Bidder’s full name and principal office address, and descriptions of the type of business entity (e.g., publicly held corporation, private non-profit, proprietorship, partnership, etc.).

(2) The name, title, mailing address, telephone number, fax number, and email address of the contact person for this RFB and the bid.

I. Bidders must provide evidence or information as to their financial condition and stability.

J. Bidder must provide a Certificate of Good Standing indicating they have filed all reports and paid the necessary fees to the Secretary of State’s office in the state where they are licensed.

K. Bidders must provide a minimum of five (5) references with names, addresses and phone numbers, including specifically any governmental entities and school districts for which each Bidder has provided services.

3. PRE-BID MEETING

A. A pre-bid meeting will not be conducted for this RFB. All answers will be communicated via addendum. Vendor questions regarding this opportunity must be submitted electronically through the “Vendor Discussions” or “Ask a Question” features by May 15, 2026 by 12:00 PM CST. Vendors will not be able to submit messages or questions after this time.

4. AWARD

Award(s) will be made to the responsive and responsible Bidder(s) whose bid(s) is deemed to be most advantageous to the District, taking into account overall content of the bid, cost, overall bid, experience and qualifications of the firm and staff assigned and quality and content of the manner in which the services are proposed to be performed. The District reserves the right to split the award or to make multiple awards, and to make award on a part or portion of a bid. The District may request additional information and/or an interview with some or all Bidders as part of the selection process. In no event shall the District be required to explain the evaluation process or award selection to any Bidder.

5. RIGHT TO REJECT

The District reserves the right to accept any bid, to reject any and all bids, and to waive any

P a g e 5 | 12 irregularities or informalities in any bids. Conditional bids will not be accepted.

6. BIDS FINAL

All Bids shall be deemed final, conclusive and irrevocable, and no Bid shall be subject to correction or amendment for any error or miscalculation.

7. COST OF PREPARATION

The cost of preparing and submitting a response to this RFB will be assumed solely by each Bidder, whether or not any agreement is signed as a result of this RFB.

8. OWNERSHIP OF SUBMITTALS

All completed Bids submitted in response to this RFB become the property of the District upon submission. The District may use the bid for any purpose deemed appropriate. The bid material may become part of any contract between the successful Bidder and the District.

9. RFB INTERPRETATION

Interpretation of the wording of this RFB will be the responsibility of the District and that interpretation will be final and binding.

10. PRICE

Bidders are cautioned that services must be furnished at the fees, costs and/or rates submitted and proposed unless otherwise stated. No increase in costs will be permitted during the term of the contract.

11. CONTRACT

The Rockwood Board of Education must formally approve the award of any contract(s) or agreement to purchase with approval anticipated to be received no later than June 16, 2026.

The successful Bidder may be required to enter into a written contract with the District which will include, but not be limited to, the scope of services described herein and the contract provisions included herein. It is anticipated the contract term will commence on July 1, 2026 and continue through June 30, 2027.

12. BILLING AND PAYMENT

Invoices shall be submitted directly to the Rockwood School District via email at accountspayable@rsdmo.org or mailed to the District’s Finance Office at 111 E. North St., Eureka, MO 63025. Each invoice should contain the District purchase order number, date of shipment, quantity, price and items(s) shipped. Invoices will not become due and payable until all times listed on the invoice are received complete. Two invoices will be submitted, one per semester, quantity of 3155 cases per 1st semester; and quantity of 3155 cases for 2nd semester (to total 6310 cases). All prices quoted are to be F.O.B. Destinations. The first semester invoice for quantity 3155 is to be received at Rockwood on or after July 1, 2026, and the second invoice for quantity 3155 is to be received on or after December 1, 2026.

Rockwood School District’s payment terms are Net 45.

mailto:accountspayable@rsdmo.org

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13. INSURANCE

The successful Bidder will be expected to provide the following types of insurance with the described limits:

Comprehensive General Liability $ 1,000,000 per person per occurrence (Including Contractual Liability)

$ 1,000,000 property damage per occurrence

$ 1,000,000 aggregate all claims per occurrence

Workers' Compensation As required by applicable law

Employer's Liability $ 1,000,000 per occurrence

Automotive Liability $ 1,000,000 per occurrence

14. TAXES

Bidders shall NOT INCLUDE FEDERAL EXCISE TAX, TRANSPORTATION TAX, or STATE RETAIL SALES TAX in their cost bid, as these taxes do not apply to the District.

15. NO PARTICIPATION

The successful Bidder shall not directly or indirectly participate as a Bidder, bidder, or subcontractor to a Bidder or bidder on any bids or request for bids to be designed, or services to be provided, as part of the projects contemplated by this RFB.

16. EXCEPTIONS

If a Bidder takes exception to any part of these specifications as written, or as amended by any addenda subsequently issued, or the Agreement, they must do so in writing. Said exceptions must be submitted with the bid. Failure to do so will be construed as acceptance of all items of the specification and the Agreement.

17. USE OF INFORMATION

A. Any specifications, drawings, sketches, models, samples, data, computer programs or documentation or other technical or business information (“Information”) furnished or disclosed to interested parties under this RFB, or as the result of this RFB, shall remain the property of the District and, when in tangible form, all copies of such information shall be returned to the District upon request. Unless such information was previously known to a party, free of any obligation to keep it confidential, or has been or is subsequently made public by the District or a third party, it shall be held in confidence by such party, shall be used only for the purposes of this RFB, and may not be used for other purposes except upon such terms and conditions as may be mutually agreed upon in writing.

B. No specifications, drawings, sketches, models, samples, tools, or other apparatus

P a g e 7 | 12 programs, technical information or data, written, oral or otherwise, furnished by any interested party to the District under this RFB shall be considered to be confidential or proprietary.

18. TOBACCO-FREE DISTRICT

The Rockwood School District Board of Education has adopted a policy to provide a tobacco-free environment within Rockwood School District’s boundaries, including buildings, facilities, grounds, parking lots, etc. The use of any tobacco products by any visitor, including employees of Contractors and Subcontracts, is prohibited at all times.

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II. DESCRIPTION / SPECIFICATIONS OF PRODUCTS

SPECIFICATIONS OF PRODUCTS:

• Copy paper for use in laser printers and high speed/high volume copiers and reproduction equipment

• Manufacturer brand only

• Copy paper, Acid Free/Archivable

• 8 ½” X 11”

• 10 reams per carton/500 sheets per ream

• Weight 20 lb.

• Brightness not less than 92

• White

• USA Only Milled Paper

• Sustainable Forestry Initiative SFI Certified

• 3rd party tested against misfeeding, image quality, dusting and curling

• 99.99% Jam Free Guarantee

• Opacity rate not less than 90

QUANTITY REQUIRED:

6310 Cases (5,000 sheets per case), per allocation to individual building/school (see Exhibit A- LocationUsageChart 2026-27)

PRODUCT PERFORMANCE REQUIRED:

Paper must perform satisfactorily in all district printers and copiers with minimal jams caused by quality of paper. Should equipment jams occur beyond industry standards, supplier will be required to provide a new source of paper and replace inventory.

District reserves the right to request paper samples.

ADDITIONAL REQUIREMENTS

All deliveries will be provided at no additional cost to the district.

Vendor to maintain management of inventory during the term of the agreement.

Deliveries to building/school locations will be on an as needed basis with a five (5) case minimum per delivery. (see Exhibit A- LocationUsageChart 2026-27)

School or building deliveries are to occur ½ hour after the school start time and prior ½ hour of dismissal to avoid traffic issues with school bus transportation and parent or student auto mobile traffic. Deliveries outside of these times must be

P a g e 9 | 12 agreed to by the building administrator. (see Attachment 3-Start and Dismissal Times)

Any changes to delivery location must be coordinated with the District’s Purchasing Department and building administrator.

Vendor to track shipments made to each location and will provide report in excel format to the RSD purchasing office with this data included: date of delivery, quantity per delivery, location of delivery, total quantity remaining of remaining paper for each individual location on or about March 9, 2027.

In the event all paper has not been disseminated by June 30, 2027, vendor will stock and provide delivery on as needed basis to individual location until all remaining paper has been dispensed.

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III. CONTRACT TERMS AND CONDITIONS

INTRODUCTION TO THIS SECTION

The successful Bidder will be expected to enter into a written contract with the District. The terms and conditions in this section are expected to be incorporated into any contract awarded as a result of this RFB. In submitting a bid, the Bidder agrees to the terms and conditions in this section, unless a statement is made to the contrary. Acceptance of alternate language, terms and conditions is at the sole discretion of the District. While the exact term of the contract is subject to final determination, the successful Bidder would be expected to commence the services on or about July 1, 2026 and complete the services as mutually agreed. The following terms and conditions are not to be considered complete, and other terms and conditions will be included in any resulting contract.

WARRANTY FOR SERVICES

Contractor warrants and represents to the District that Contractor possesses the background, experience, expertise and qualifications to undertake and to carry out the Services. Contractor further warrants and represents that the Services will be performed in a professional, good, thorough and workmanlike manner, and consistent with accepted industry standards.

INSURANCE

A. Contractor shall maintain occurrence-based insurance including comprehensive general liability, automotive liability, and if applicable, workers’ compensation and employers' liability in the amounts described herein. Such insurance shall be provided by insurance companies authorized to do business in the State of Missouri.

B. The District shall be included as an additional insured on all required insurance policies, except Workers’ Compensation and Employers' Liability, with respect to the liability arising out of the performance of Contractor's Services under this Agreement.

C. Certificates of insurance of Contractor's insurance coverage shall be furnished to the

District at the time of commencement of the Services.

D. All such insurance shall provide for notice to the District of cancellation of insurance policies thirty (30) days before such cancellation is to take effect.

TERMINATION

District may terminate this Agreement and cease payment of all or a portion of the remaining payments not dispersed to date if (i) District, in its sole discretion, is not satisfied with the quality of the work achieved under this Agreement; (ii) Contractor fails to meet the conditions set forth in this Agreement; or (iii) District or any reason, provides seven (7) business days’ advance written notice to Contractor of its intention to terminate this Agreement. If this agreement is terminated in accordance with this paragraph, District shall only be required to pay Contractor for goods or services delivered to District prior to the termination and not otherwise returned in accordance with District’s return policy. If District has paid Contractor for goods or services not yet provided as of the date termination, Contractor shall immediately refund such payments.

FORCE MAJEURE

In the event either party is unable, as a result of a Force Majeure Event, to perform Services as

P a g e 11 | 12 set forth in this Agreement, neither party shall have any liability under this Agreement with respect to one another. Neither party shall be liable to the other for any additional costs, expenses or damages arising out of the rescheduling or cancellation of the Services pursuant to this Section.

"Force Majeure Event" means unforeseeable causes beyond the parties' control and without their fault or negligence, including but not limited to, governmental action or inaction, war, acts of God or of the public enemy, riots, fires, floods, earthquakes, pandemics, epidemics, coronavirus, COVID-19, or any other deadly and communicable virus or disease, quarantines, strikes, lockouts, freight embargoes, electrical outage, computer or communication failures.

INDEMNITY

Contractor agrees to indemnify and hold harmless the District and the members of the Rockwood Board of Education, and the District’s officers, employees, servants and agents from and against any and all liabilities, losses, damages, costs and expenses of any kind (including, without limitation, reasonable legal fees and expenses in connection with any investigative, administrative or judicial proceeding, whether or not designated a party thereto) which may be suffered by, incurred by or threatened against the District or any members, officers, employees, servants or agents of the District on account of or resulting from injury, or claim of injury, to person or property arising from Contractor’s actions or omissions relating to this Agreement, or arising out of Contractor’s breach or failure to perform any term, covenant, condition or agreement herein provided to be performed by Contractor.

GOVERNING LAW - JURISDICTION

This Agreement shall be governed, construed and interpreted under Missouri law, and shall be deemed to be executed and performed in the County of St. Louis, Missouri. Any legal action arising out of, or relating to this Agreement shall be governed by the laws of the State of Missouri, and the parties agree to the exclusive exercise of jurisdiction and venue over them by a court of competent jurisdiction located in the County of St. Louis, Missouri.

ASSIGNMENT

Contractor agrees, for Contractor and on behalf of Contractor’s successors, heirs, executors, administrators, and any person or persons claiming under Contractor, that this Agreement and the obligations, rights, interests, and benefits hereunder cannot be assigned, transferred, pledged, or hypothecated in any way and shall not be subject to execution, attachment, or similar process, without the express written consent of the District. Any attempt to do so, contrary to these terms, shall be null and void and shall relieve the District of any and all obligations or liability hereunder.

LICENSES AND PERMITS

Contractor shall obtain at Contractor’s expense all licenses and permits necessary to perform the Services.

CONTRACTOR REPRESENTATIONS

Contractor acknowledges and represents that (i) Contractor is legally authorized to transact business in the State of Missouri and to provide the Services required hereunder, (ii) the entering into this Agreement has been duly approved by the Contractor, (iii) the undersigned is duly authorized to execute this Agreement on behalf of Contractor and to bind Contractor to the terms

P a g e 12 | 12 hereof, and (iv) Contractor will comply with all State, federal and local statutes, regulations and ordinances, including civil rights and employment laws, and agrees not to discriminate against any employee or applicant for employment or in the provision of Services on the basis of race, color, national origin, sex, sexual orientation, age or disability. Contractor also agrees to abide by all applicable District policies and regulations.

Contractor agrees that any employee acting on behalf of the contractor and performing duties on District property will adhere to District policies related to staff conduct, including but not limited to:

banning the use of tobacco on District property, drug-free workplace and activities that could be viewed as unethical or a conflict of interest. Contractors whose staff will regularly enter school buildings will perform background screening on each staff member to ensure that they are not on a sexual offender or predator list. A complete list of District policies can be found at:

https://go.boarddocs.com/mo/rsdpa/Board.nsf/goto?open&id=C49N95589EBA

INDEPENDENT CONTRACTOR

The District and Contractor agree that Contractor will act for all purposes as an independent contractor and not as an employee, in the performance of Contractor’s duties under this Agreement. Accordingly, Contractor shall be responsible for payment of all taxes, including federal, state and local taxes arising out of Contractor’s Services, including by way of illustration but not limitation, federal and state income tax, Social Security tax, Unemployment Insurance taxes, and any other taxes. In addition, Contractor and Contractor’s employees shall not be entitled to any vacation, insurance, health, welfare, or other fringe benefits provided by the District.

Contractor shall have no authority to assume or incur any obligation or responsibility, nor make any warranty for or on behalf of the District or to attempt to bind the District.

NON-DISCRIMINATION

The District actively follows a policy of nondiscrimination on the basis of age, race, color, religion, sex, national origin, sexual orientation, marital status, disability, and Vietnam-Era-veteran status.

The District also complies with the following laws and implementing regulations: Title VI and Title VII of the Civil Rights Act of 1964 regarding race, color, national origin, religious and sex discrimination; Title IX of the Education Amendments Act of 1972 regarding sex discrimination;

the Americans with Disabilities Act, as amended by the ADA Amendments Act; the Missouri Humans Rights Act; Section 504 of the Rehabilitation Act of 1973 regarding discrimination based on disabilities and handicaps; the Age Discrimination in Employment Act; the Missouri Anti- Discrimination Against Israel Act; and other state and federal laws and regulations.

Further, Contractor certifies that it is not currently engaged in and shall not, for the duration of this Agreement, engage in a boycott of goods or services from the State of Israel; companies authorized by, licensed by, or organized under the laws of the State of Israel; or companies, persons, or entities doing business in or with the State of Israel.

requirements when applicable.

https://go.boarddocs.com/mo/rsdpa/Board.nsf/goto?open&id=C49N95589EBA