3-Vendor Prerequisites - Warehouse Bid.pdf

Vendor Prerequisites – Alpine School District Warehouse Supplies IFB

Note: Vendors are required to certify that they have read and agree to all of the provisions in this document. Vendors will certify this as an answer to a question within the solicitation.

Note: All solicitations are conducted and governed by Utah Code Annotated (“UCA”) 63G-6a and Administrative Code R33.

Addenda

Addenda shall be distributed within a reasonable time to allow prospective Bidders to consider the addenda in preparing bids. After the due date and time for submitting bids, at the discretion of the issuing procurement unit, addenda to this IFB may be limited to bidders that have submitted bids, provided the addenda does not make a substantial change to this IFB.

Question and Answer Period

The Question and Answer period closes on date and time specified on Bonfire. All questions must be submitted through Bonfire during the Question and Answer period. Answers from the District will be posted on Bonfire. Questions may include notifying the District of any ambiguity, inconsistency, scope exception, excessively restrictive requirement, or other errors in this IFB.

Questions are encouraged.

Questions may be answered individually or may be compiled into one document.

Questions may also be answered via an addendum. An answered question or an addendum may modify the specification or requirements of this IFB. Answered questions and addendums will be posted on Bonfire. Bidders should periodically check Bonfire for answered questions and addendums before the closing date. It is the responsibility of the bidders to submit their bids as required by this IFB, including any requirements contained in an answered question and/or addendum.

NOTE: Exceptions taken by a bidder to the scope/content of this IFB that have not been addressed during the Question and Answer period will result in the bidder being rejected.

Price Guarantee Period

Offeror must guarantee its pricing until the order is placed following the closing and award of the solicitation (no more than 30 days following bid award).

If allowable under this IFB, a request for price adjustment must be made at least thirty (30) days prior to the effective date. A request for price adjustment must include sufficient documentation (market analysis) supporting the request. Any price adjustment will not be effective unless approved by the Director of the Department of Purchasing. A price adjustment will be guaranteed for the same length of time as the original price guarantee. The conducting procurement unit will be given the immediate benefit of any decrease in the market, or allowable discount.

Required Contractual Terms and Conditions

The Standard Terms and Conditions will not be negotiated. The Utah Procurement Code requires that a bid will be rejected if it is not responsive or responsible. A bid that is not responsive includes a bid that: (a) is conditional; (b) attempts to modify the bid requirements; (c) contains additional terms or conditions; or (d) fails to conform with the requirements or specifications of the invitation for bids.

A bid that contains exceptions and/or additions to the Standard Terms and Conditions will be rejected and disqualified from this IFB. The District will not allow a bidder to remove or withdraw exceptions and/or additions from the Standard Terms and Conditions from a bid.

However, a bidder may request an exception and/or addition to the Standard Terms and Conditions during the Question and Answer period.

The District will not allow a bidder's terms and condition to become part of a contract that results from this IFB. If a bidder's terms and conditions are attached, referenced, or embedded into a bid, whether intentionally or inadvertently, then the bidder's terms and conditions shall be null and void and will not become part of a contract that results from this IFB. If a bidder is awarded a contract and the bidder requests that its terms and conditions become part of the contract, then the bidder's bid will immediately be disqualified and the bidder will not be awarded a contract.

Scope of work

The Scope of Work has been attached to this IFB. Bidders should review the Scope of Work before submitting their responses to the IFB.

By reviewing the Scope of Work the Bidders will have a better understanding of the procurement item(s) that is being request from this IFB.

Protected information

Pricing may not be classified as confidential or protected and will be considered public information.

Process for Requesting Non-Disclosure: Any Bidder requesting that a record be protected shall include with the bid a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Bidder must complete the Claim of Business Confidentiality form with the following information:

Provide a written Claim of Business Confidentiality at the time the information (bid) is provided to the District, and

Include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309(1)).

Submit an electronic “redacted” (excluding protected information) copy of the proposal.

Copy must clearly be marked “Redacted Version.”

The Claim of Business Confidentiality form may be accessed under the "Buyer Attachments" section of this IFB.

An entire bid cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and shall be considered non-responsive unless the Bidder removes the designation.

Redacted Copy: If a Bidder submits a bid that contains information claimed to be business confidential or protected information, the Bidder MUST submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes clearly marked as "Protected Business Confidential."

All materials submitted become the property of Alpine School District. Materials may be evaluated by anyone designated by the District as part of the bid evaluation committee. Materials submitted may be returned only at the District's option.

Mandatory Minimum Requirements

The following mandatory minimum requirements must be met in order for a bid to be considered responsive:

Mandatory minimum requirements: 1.) Bidders must upload a completed cost sheet (Attachment A) in question 4.2 with cost submitted for each line item they wish to bid on.

2.) Bidders must not edit the cost sheet document. 3.) Bidders must only bid one item per line and up to the tenth decimal spot. (Bids to the hundredth decimal spot are not allowed.

Unit Cost will govern if there is an error in the calculation total). 4.) Any alternates deviating from the listed brand or specification must be entered per line item in the vendor section. Alternates MUST include a sample and sample must arrive at the Warehouse by solicitation closing date and time. 5.) Catalog reference number or manufacturer’s part number must be listed in catalog number field or in vendor notes field. 6.) All notes pertaining to an item, minimums, quantity, packing alternates, etc. must be entered per line item in the vendor notes section for that item. 7.) Indicate estimated time of delivery in Notes Sections of this IFB for any product that will not be available to ship within (60) sixty days of order. 8.) Any request for price adjustment must be submitted before items ship, include sufficient evidence supporting the request, AND be approved by the Warehouse Manager. 9.) All prices quoted must be FOB delivered. No additional charge for delivery, express, parcel post, packing, cartage, insurance, license fees, permits, costs of bonds, or any other purpose will be paid by the DISTRICT unless specifically included in the bid and accepted by the DISTRICT 10) international Paper will NOT be accepted. Please only submit paper that is domestic and has an identified mill, mill name is required on vendor notes section per line item.11) Bidder must ship product in full cases if ordered as a full case. Bidders should also palletize when possible. ASD has the right to refuse the shipment if reams are shipped individually without prior approval.

If it is determined that a bid does not meet these requirements, at any time during the solicitation process, it will be deemed non-responsive and disqualified from further consideration.

If a bid is considered responsive then it will be considered for contract award.

Submission of Bids and Closing Date

When submitting a bid or modification electronically, bidders must allow sufficient time to complete the online forms and upload documents. This IFB will end at the closing time posted on Bonfire. If a bidder is in the middle of uploading a bid when the closing time arrives, Bonfire will stop the process and the bid or modification to the bid will not be accepted.

It is the bidder's responsibility to ensure that they have completed all requirements, read and reviewed all documents, submitted all required information, uploaded all required forms, and submitted their bid prior to the closing time. Even if a bidder completes all sections, but does not submit their bid, the District's Department of Purchasing will not be able to receive their bid and they will be deemed non-responsive.

Be aware that entering information and uploading documents onto Bonfire may take time.

Bidders should not wait until the last minute to submit a bid. Bidders are strongly encouraged to start the submission process early in order to allow sufficient time for completing their bids. It is strongly recommended that bids be uploaded and completed at least two days before any established deadline in the solicitation so that a bid will not be received late and be ineligible for award consideration.

Cost Evaluation

Bids will be evaluated using the following methodology to determine the lowest bidder: Lowest responsible and responsive bidder per line item

Bidder must upload a completed cost proposal sheet within the Requested Information Section. If a bidder fails to upload a completed cost proposal sheet, then its bid will be considered non-responsive and the bid will be rejected.