5-2026-2027 Secondary Classroom Libraries Invitation To Bid.docx.pdf

SCHOOL DISTRICT U-46

Invitation to Bid (ITB) for

2026-2027 Secondary Classroom Libraries

Due Date: May 8, 2026

INVITATION TO BID

2026-2027 SECONDARY CLASSROOM LIBRARIES

DISTRICT PROFILE

School District U-46 serves 11 communities across 90 square miles within Chicago’s northwest suburbs, including Bartlett, Elgin, Hanover Park, South Elgin, Streamwood and Wayne and portions of Carol Stream, Hoffman Estates, St. Charles, Schaumburg, and West Chicago. The District is located approximately 45 minutes west of downtown Chicago, and includes communities within Cook, DuPage, and Kane counties. District boundaries are NOT contiguous with county, city, village boundaries. During the 2023-2024 school year, more than 34,000 preschoolers through 12th graders attend the 57 District schools and programs. With a renowned Dual Language program, our vibrant student population lists 95 home languages, and more than half of our students are from Hispanic families. Nearly 40 percent of our students are English Learners with more than 11,000 students developing bilingualism and biliteracy skills in our U-46 classrooms. On any given day, children are speaking both English and Spanish as they discuss concepts in language arts, math, science, and more.

KEY TERMS

Invitation to Bid: A business document referred to as an ITB that announces the initiation of the procurement process, describes the need, and solicits proposals from qualified contractors. The ITB process is used to gather information without committing to purchase until the best product or service is identified.

Bonfire eProcurement System: Online bidding/RFP portal that U-46 utilizes to administer the bidding process. U-46 requires all vendors who intend to submit a proposal to register through the U-46 Bonfire eProcurement System (Bonfire). During the bidding process, Bonfire is the sole avenue by which potential vendors will receive all documents, addenda and/or clarifications published in connection with this bid.

KEY DATES

Bid Published in Bonfire April 27, 2026 @ 8:00 AM CST

Vendor Questions Due in Bonfire Portal May 4, 2026 @ 11:00 AM CST

Responses Issued by District in Bonfire Portal May 6, 2026 @ 11:00 AM CST

Bid Submissions Due May 8, 2026 @ 11:00 AM CST

Review by Board of Education June 1, 2026

Anticipated Approval by Board of Education June 15, 2026

Anticipated Date of Purchase Order June 18, 2026 https://u-46.bonfirehub.com/login https://u-46.bonfirehub.com/login

Invitation to Bid (ITB)

Attached, you will find a solicitation by the Board of Education for: 2026-2027 Secondary Classroom Libraries

If you are interested in submitting a bid proposal, please observe the following:

1. The Invitation to Bid (ITB) is being published by:

School District U-46 355 E. Chicago Street Elgin, IL 60120

THE BID PROPOSAL MUST BE SUBMITTED ON OR BEFORE:

May 8, 2026 @ 11:00 AM CST

School District U-46 utilizes Bonfire, an electronic bidding system. Please use the following link to participate in this bid:

EUNA PROCUREMENT

The Bid opening will be held via Zoom Meeting on the date and time indicated above. The link for the public bid opening is posted in Bonfire under “Public Files.

2. Questions regarding this bid must be submitted via the electronic bidding portal on or before May 4, 2026 @ 11:00 AM CST. District administration will issue corresponding responses by May 6, 2026 @ 11:00 AM CST. Please note that questions will not be answered in any other format.

3. The District will not be liable for costs incurred by bidders responding to this ITB. All vendors agree to provide all necessary information, and additional information when requested, at their own expense, provided that no vendor supplying any such information shall be allowed, in any way to change the structure originally submitted in its bid proposal or in any way materially alter or add to the solutions originally proposed after the bid submission window closes.

4. All bid submittals must be uploaded into the Euna Procurement (formally known as Bonfire) website ONLY. NO BID WILL BE ACCEPTED IN ANY OTHER FORMAT.

5. School District U-46 welcomes and values the participation of minority-owned and women-owned businesses and enterprises. Thus, companies that are committed to diversity and inclusion is encouraged to participate in the bid process.

6. Where trade names, models, or catalog numbers are specified, it shall be understood as indicating the minimum of design and quality desired. The description herein is given for the sole purpose of providing a suitable basis for comparison and not limiting competition. It will be assumed that if no changes are indicated, items will be furnished as specified.

7. The District reserves the right to increase or decrease quantities within this bid.

8. Bids signed for a partnership must be signed by all the partners, or an attorney-in-fact. If signed by an attorney-in-fact, there must be attached to the bid submission a power of attorney authority to sign the proposal executed by the partners. All forms must be filled in completely and signed when responding back to this bid. Bids not signed will be https://u-46.bonfirehub.com/portal/?tab=openOpportunitieshttps://u-46.bonfirehub.com/portal/?tab=openOpportunities dismissed. Contract documents between the Owner and Contractor will be executed after approval.

9. District administration, in determining the responsibility of any proposer, may take into account other factors in addition to financial responsibility, such as past records of transactions with the proposer, experience, adequacy of equipment, ability to complete performance within necessary time limits, and other pertinent considerations such as, but not limited to, reliability, reputation, competence, skills, efficiency, facilities, resources and location of the proposer as related to prompt reply to service needs, parts pickup, and ease of communications. The proposer shall, if and upon the district’s request, supply such information as current auditor’s financial statement, insurance certification and any other necessary information to allow U-46 to determine their qualifications and responsibility.

10.Bids may be withdrawn any time prior to the bid opening. No proposals shall be withdrawn for a period of 90 days after the bid opening.

11. Negligence on the part of the submitter in preparing the bid confers no right of withdrawal of the submission after the bid opening. This includes errors in misunderstanding of the specifications.

12. In the event a vendor is deemed irresponsible by the District for any reason, including but not limited to, performance issues in connection with a previous contract award, it will be the sole discretion of the District as to whether Contractor is eligible for the current bid or future contract award.

13.No responsibility will be attached to any person for premature opening of a bid submission not properly addressed or identified. Bids not signed by individuals making them, must have attached thereto a power of attorney evidencing authority to sign the bid submission in the name of the person for whom it is signed.

14.The District reserves the right at any time and for any reason to cancel a bid, accept or reject any or all bids or any portion thereof, or to accept an alternate offer.

15.The District reserves the right to waive any minor informality defect in any bid submission.

16.The District may seek clarification from any bidder at any time and failure to respond promptly is cause for rejection.

17.Services that allow for contract extensions must be mutually agreed upon by both the District and the

Vendor. Such extensions may be subject to increases not to exceed the Consumer Price Index (CPI) based on the most recent tax levy.

18.The District will evaluate all bids and will submit a recommendation to the Board of Education to award the bid to the lowest responsive and responsible Bidder whose proposal, conforming to the solicitation and specifications, will be most advantageous to the District. The successful Bidder will be notified upon Board approval. All other bidders will be notified via “Public Notice” in the electronic bidding portal.

19.The Board of Education reserves the right to award this bid on an item basis and/or to a sole provider

OR multiple providers at their sole discretion.

20.Unless otherwise specified, the District will award or reject a bid within 90 days.

21.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.

22.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.

23.The Board of Education reserves the right to return any merchandise or reject services that do not comply with the specifications and conditions at the supplier’s expense. In addition, if delivery of acceptable items or rendering of services is not completed by the time promised, the District reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by Proposer, as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge the Seller with any or all losses incurred. The District shall be entitled to recover its attorney fees and expenses in any successful action by the District to enforce this contract.

24.These documents shall constitute the entire agreement between the parties upon the final award of the Contract by the Board of Education. No change in, addition, or waiver of terms, conditions, and specifications herein shall be binding on the Board unless approved in writing by the Board.

25.Be advised all documents submitted for this bid will be of public record.

Bid Attachment (s) - (located in the “Requested Information” section of Euna)

● General Terms and Conditions

● Acknowledgement of the Requirement Template

● Supplemental Docs

○ Appendix A: Grade 6 Classroom Libraries

○ Appendix B: Grade 7 Classroom Libraries

○ Appendix C: Grade 8 Classroom Libraries

GENERAL INVITATION TO BID CONSENT

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

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: _________________________________

CERTIFICATIONS/REPRESENTATIONS

______ As part of conducting business with School District U-46, Elgin, IL, it is hereby certified that the named contractor or entity in this application is not barred from participating in any contract award, or as a bidder, as a result of a violation of either 720 ILCS 5/33E-3 or 720 ILCS 5/33E-4. The requirement for certification can be found at 720 ILCS 5/33E-11 and 105 ILCS 5/10-20.21(b).

_______ As part of conducting business with School District U-46, Elgin, IL, it is hereby certified pursuant to Section 3 of the Illinois Drug-Free Workplace Act (30 ILCS 580/3) that the contractor or entity in this application shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies, that contractor is not ineligible for award of this contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act.

________As part of conducting business with School District U-46, Elgin, IL, contractor hereby represents, warrants, and certifies on behalf of the entity named in this application that no officer or director of said entity has any knowledge that any employee thereof has been convicted of committing or attempting to commit any of the following violations of the Illinois Criminal Code of 2012 (720 ILCS 5/), Sections 5/11-6 (Indecent solicitation of a child), 5/11-9 (Public indecency), 5/11-14 (Prostitution), 5/11-15 (Soliciting for a prostitute), 5/11-15.1 (Soliciting for a juvenile prostitute), 5/11-19 (Pimping), 5/11-19.1 (Juvenile pimping), 5/11-19.2 (Exploitation of a child), 5/11-20 (Obscenity), 5/11-20.1 (Sexual assault), 5/12-14 (Aggravated criminal sexual assault), 5/12-15 (Criminal sexual abuse), and 5/12-16 (Aggravated criminal sexual abuse), and/or those offenses defined in the “Cannabis Control Act,” 720 ILCS, 550/1 et.

seq. (except the “Illinois Controlled Substances Act,” 720 ILCS 570/100 et. seq.) and/or any offense committed or attempted in any other state or against the laws of the United States, which if committed or attempted in this State, would have been punishable as one or more of the foregoing offenses.

________ Contractor represents and warrants that it shall not employ any person who will or may have direct, daily contact with the pupils and for whom a criminal background investigation has not been conducted pursuant hereto, and further represents and warrants that all applicants for any such employment shall furnish with their applications the attached written “Authorization for Criminal Background Information”. The Board of Education may request a criminal background investigation of said applicant pursuant to 105 ILCS 5/10-21.9 and to receive criminal history record information pursuant thereto to determine if the applicant has been convicted of committing or attempting to commit any of the criminal or drug offenses enumerated above. Contractor shall incur any costs and expenses associated with the criminal background investigation. Contractor further represents, warrants, and certifies that no applicant for employment with respect to whom the criminal investigation reveals any conviction for committing and/or attempting to commit any of the above enumerated offenses, shall be employed thereby in any position that involves or may involve contact with the students. Pursuant to Section 5/10-21.9(f) of the Illinois School Code, this certification is made and executed on the date of application on behalf of the contractor named in this application by its duly authorized officer.

________As part of conducting business with School District U-46, Elgin, IL, it is required that contractors comply with the Illinois Human Rights Act which prohibits discrimination in the workplace. I represent and warrant, on behalf of the entity named in this application, that the contractor is in compliance with the Illinois Human Rights Act and has a workplace policy as described in 775 ILCS 5/2-105.

_______ I represent and warrant that I am authorized to make the above certifications on behalf of the contractor or entity named in this application and that the above certifications are all true and accurate to the best of my knowledge. I understand that any misrepresentation of fact or an improper certification is reason for the application to be denied and/or any contract award voided.

By: ___________________________________ Name:__________________________________ Title:___________________________________ Date:___________________________________ https://www.ilga.gov/legislation/ilcs/documents/072000050K33E-3.htm https://www.ilga.gov/legislation/ilcs/documents/072000050K33E-4.htm https://www.ilga.gov/legislation/ilcs/fulltext.asp?DocName=072000050K33E-11 https://www.ilga.gov/legislation/ilcs/fulltext.asp?DocName=010500050K10-20.21 https://www.ilga.gov/legislation/ilcs/documents/003005800K3.htm https://www.ilga.gov/legislation/ilcs/ilcs4.asp?ActID=1876&ChapterID=53&SeqStart=1000000&SeqEnd=5200000 https://www.ilga.gov/legislation/ilcs/fulltext.asp?DocName=010500050k10-21.9 https://www.ilga.gov/legislation/ilcs/fulltext.asp?DocName=077500050K2-105