4-26-21 - Bid Specs - Emergency Light Fixtures.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-21

DATE PUBLISHED:

July 24, 2025

GOODS / SERVICE AREA:

Emergency Light Fixtures

BID OPENING:

Date: August 7, 2025 Time: 3:30 PM (CST)

CONTRACT PERIOD:

One Time Purchase

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District (District) is seeking a quote from qualified suppliers for emergency light fixtures.

SB-2 BID AWARD METHOD:

It is the district’s policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the district.

SB-3 CONTACT PERSON

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

https://parkwayschools.bonfirehub.com/

SB-4 PROPOSAL FORMAT AND CONTENTS

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor is to use company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

7. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

8. PRICING SHEET

The vendor shall complete the Bonfire 25-21 pricing sheet.

SB-5 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. The equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-6 DELIVERY:

All bids MUST be F.O.B. to the Parkway Warehouse, located at 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be made to Parkway School District Receiving Warehouse, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be accepted Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays and during inclement weather events the district is closed.

SB-7 WARRANTY:

The contractor must provide the standard manufacturer’s warranty. The warranty will commence upon written acceptance of the equipment by the Parkway School District or payment of such, whichever occurs first.

SB-8 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable materials will be returned with no expense to the district.

SB-9 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-10 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-11 SPECIFICATIONS:

Item Description Qty.

Mule EC6-18-2LR-9W – Emergency Dual Head NO SUB* 36 *It is at Parkway Schools’ discretion whether or not the products bid meet the district’s need To help determine if the product your company bids matches what is required, Parkway Schools is requiring spec sheets on each item bid

SB-12 PROCUREMENT TIMELINE:

Action Date* Bid Published July 24, 2025 – 1:00 PM Q&A End July 31, 2025 – 11:00 AM Intent to bid August 7, 2025 - 3:00 PM Bid Close August 7, 2025 - 3:30 PM Vendor Notified of Award (Tentative) September 12, 2025 - 4:00 PM

*All times are CST https://parkwayschools.bonfirehub.com/