4-MS Student Planners Specification.docx.pdf

SCHOOL DISTRICT U-46

Bid Specifications for

Student Planners

U-46 Secondary Schools

Due Date: March 3, 2026

BID SPECIFICATIONS

Student Planners for U-46 Secondary Schools

PROJECT DESCRIPTION

School District U-46 is soliciting bids for student planners to successfully create a system for students to organize school experience. The district will begin accepting shipments on Monday, June 1, 2026 with complete delivery by Friday, June 12, 2026. All deliveries will be made to the district’s Distribution Center located at 1474 Sheldon Dr., Elgin, IL 60120.

TERM OF AGREEMENT: The term of this Agreement shall commence on the date of the U-46 Board’s approval or upon notice of award by the District (whichever shall occur first) and end 3 years thereafter (“Term”), unless terminated sooner as provided herein. There may be up to an additional two (2) one year extensions if agreed upon by both parties.

AWARD OF BID

A contract(s) will be awarded following Illinois Procurement Laws to the lowest responsive, responsible submitter(s). The District has the right to award the contract in whole or in part.

Factors such as per year pricing and the total gross cost for three-year base bid will be considered. The District will contact the submitter that proposed the lowest responsive, responsible bid prior to presenting them to the Board for approval in order to ensure that they are responsible.

BID REQUIREMENTS

The following statements represent the items that are required to be submitted or acknowledged for those wishing to participate in this ITB. The requirements listed below are not negotiable.

The submitter’s package must include a response to each Requirement listed below. Failure to include a response to any REQUIREMENT may result in a disqualification as the submitter may be deemed not responsive.

REQUIREMENT #1: Title Page Provide the name, address of your firm, and the identity of the key personnel of the firm who will be assigned to this project.

REQUIREMENT #2: Acknowledgement of Fulfillment of Specifications Planner specifications and quantity include:

● 18,700 units of a 7x9, custom planners

● Full custom/color front and back outside covers

● Full color inside front cover

● Clear poly-protective covers (front/back)

● In-house design & digital proofing

● Dedicated customer support team

● Spiral bound Interior pages:

○ 108 total black ink pages

○ 2 color ink pages

● The awarded vendor will work closely with the Office of Schools administration to determine and approve the fully customized front and back outside covers, as well as the full-color inside front cover.

● The bidder must acknowledge that they have reviewed Appendix A and can fulfill the quantities as shown.

REQUIREMENT #3: Acknowledgement of Bid Table Bid Table: This table will be located in Requested Information within Euna Procurement. The district has provided item specifications and quantities in requirement #2.

● All bids should be all inclusive with delivery, freight, packaging and handling in the total cost.

● Taxes shall not include in bids, which school districts are not subject to; namely, Retailers Occupation Tax (both State and Local), Sales Tax of any kind, Service Use Tax, Federal Excise Tax and any other such applicable tax.

● Items included in the bid must meet the make and model specifications as outlined in Appendix A. Replacement or alternate items may not be considered unless specified.

REQUIREMENT #4: Delivery All product deliveries must adhere to the following guidelines:

● Deliveries will be delivered to the district's Distribution Center located at 1474 Sheldon Dr., Elgin, IL 60120.

● Coordination with District Staff: The awarded vendor is required to coordinate with District Staff prior to delivery to ensure a seamless implementation process.

● Responsibility for Products: The bidder assumes full responsibility for all products until delivery is completed. The district will not accept shipments at our warehouse under any circumstances.

● All deliveries must be completed to the district’s Distribution Center beginning Monday, June 1, 2026 with completion of delivery by Friday, June 12, 2026.

● The bidder must confirm that they can meet these requirements as part of their submission.

REQUIREMENT #5: Required Samples

● The district is requiring samples of all items represented in the bid.

● Please deliver samples to

Student Planner - SAMPLES Attn: Danise Smith 1474 Sheldon Dr.

Elgin, IL 60120

● All samples must be received by Tuesday, March 3, 2026 at 10:30 AM CST. If you can not provide required samples, please do not bid on these items. Samples are required for consideration for these items within the Invitation to Bid.

REQUIREMENT #6: References The bidder shall furnish the District with three (3) references and list three (3) projects of similar size and scope. Indicate the company/entity name, address, phone number and contact person.

Bidders must have the personnel, facilities, equipment, financial resources, and time to perform the services required under this contract.

REQUIREMENT #7: Acknowledgement of Litigation The submitter shall provide a statement regarding any past, present, or pending litigation with an Owner.

REQUIREMENT #8: Additional Information You may submit up to three (3) additional pages of supplemental information if you deem it to be useful and applicable to this project. This is not a requirement, but optional.

ADDITIONAL PROPOSAL INFORMATION

● Items included in the bid must meet the make and model specifications as outlined in Appendix A. Replacement or alternate items may not be considered unless specified.

● The District will not consider bids that impose a minimum order quantity or minimum dollar amount on District orders.

● Successful bidder(s) must ensure that all shipments include itemized packing lists with the U-46 PO# on the packing list along with the shipping label.

● Successful bidder(s) must submit separate invoices for each purchase order. Information on each invoice must cover only what is included within that specific purchase order.

● Any damaged, or unlabeled containers/boxes will be rejected and returned at the supplier’s expense. All orders received by the district shall be subject to inspection and acceptance or rejection of the district at time of delivery.

● All deliveries must be made on business days, between the hours of 7:30 a.m. and 3:30 p.m. unless otherwise specified by the School District.

● Deliveries must be made by date specified either in bid documents or purchase order.

Purchase order(s) may be canceled without obligation by the School District if delivery requirements are not met.

● All orders must be acknowledged with an order confirmation within 48 business hours upon receipt of purchase order.

RETURNS

● The vendor must provide free returns for non-custom products if damaged or not per required specification.

● The vendor will expedite a replacement to ensure no time is lost in the schools initial set up.

TITLE AND SHIPPING CHARGES

● All pricing must include free shipping, handling and freight to all district locations.

● All shipments under this contract shall remain the responsibility of the Vendor until delivery and receipt of the items by the School District.

● All shipments must be accompanied by a packing list that includes the following information: item description, catalog number, quantity of each item shipped, work order number, ship to address, and department or individual name for which the order is directed.

AGREEMENT OF TERMINATION

● The School District reserves the right to terminate the contract with thirty (30) day written notice.

INSURANCE REQUIREMENTS

● The selected contractor shall have and keep in effect during the term of this contract:

Commercial General Liability Insurance, Business Automobile Liability Insurance and Workers Compensation Insurance acceptable and satisfactory to the School District. A copy of insurance certifications shall be submitted to the School District. Please see below for coverage.

○ Work Compensation Employer’s Liability $500,000.00

○ Comprehensive General Liability

Bodily Injury – Each Occurrence $1,000,000.00 Bodily Injury – Aggregate (Completed Operation) $1,000,000.00 Property Damages – Each Occurrence $1,000,000.00 Property Damages – Aggregate $1,000,000.00 Or combined single limit $1,000,000.00

○ Comprehensive Automobile Liability Bodily Injury – Each Person $1,000,000.00 Bodily Injury – Each Occurrence $1,000,000.00 Property Damage – Each Occurrence $1,000,000.00 Or combined single limit $1,000,000.00

○ Umbrella or Excess Liability $10,000,000.00

EVALUATION OF BIDS

● Determination of Responsiveness o The School District will review Bids to determine whether they conform to the requirements of the Bid Documents.

● Mathematical Calculations o The School District reserves the right to make corrections, after receiving the bids, to any clerical error apparent on the face of the bid, including but not limited to obviously incorrect units or misplaced decimal points, or arithmetic errors. In the event that comparison of the Bidder's "Unit Price" and "Total Price" submitted for any line item reveals a calculation error, the Unit Price will prevail.

GENERAL ACKNOWLEDGEMENT TO SPECIFICATION REVIEW

By filling in the information below the submitter acknowledges that they have reviewed and agree to comply with all of the statements within this Bid Specification document. There are no exceptions to complying with these statements.

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: _________________________________