5-26-32 - Bid Specs - Graduation Materials.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-32

DATE PUBLISHED:

September 11, 2025

GOODS / SERVICE AREA:

High School Graduation Materials

BID OPENING:

Date: September 25, 2025 Time: 3:00 PM CST

Location:

MEETING ID PHONE PIN:

meet.google.c om/jug-xwrg-qxa

(US)+1

-733-256

155 008 446#

CONTRACT PERIOD:

One (1) or more Years from Date of

Award See vendor signature page for details.

ADDRESS INQUIRIES ON:

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

RETURN BID ON:

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

SB-1 GENERAL INFORMATION:

Parkway School District is seeking proposals from qualified vendors for the supply of graduation materials – including but not limited to caps, gowns, tassels, honor cords, announcements, and class rings at five (5) high schools within the district.

Purchases will be made under a Blanket Purchase Order agreement for the 2025-2026, 2026-2027, and 2027-2028 school years, with two additional one-year renewal options for the 2028-2029 and 2029- 2030 school years. The District reserves the right to discontinue any agreement with the vendor by giving written thirty-day notice if circumstances warrant such action.

Vendors have the opportunity to offer the district multi-year bids in item number two of the vendor signature section. Please list firm pricing for number of years on bid table.

The estimated quantities provided is no guarantee of what the District intends to spend in the future.

Based on bid award, a delegate for each school will request a PO issuance to the bid awardee for their needs. The vendor will be responsible to provide confirmation reflecting the issued PO number.

All address information for the high schools along with their estimate enrollment numbers are listed below as a reference and not to indicate that all students and faculty will have material needs each school year:

tel:+1-256-733-1131 tel:+1-256-733-1131 tel:+1-256-733-1131

School Address Enrollment (est)

Parkway Central High School 369 North Woods Mill Rd. Chesterfield

MO 63017 312

Parkway South High School 801 Hanna Rd Manchester MO 63021 393

Parkway North High School 12860 Fee Fee Road St. Louis MO 63146 270

Parkway West High School 14653 Clayton Rd Chesterfield MO 63011 368

Parkway Fern Ridge High School

13157 N. Olive Spur Rd St. Louis MO 63141 35

An interview/presentation may be required by the top 2 or 3 vendors selected by the evaluation team.

Interviews/presentations must be given by the local representative who will be assigned to our schools. The selected vendors will be contacted with their assigned interview/presentation time. Presentations are limited to 30 minutes, with up to 10 minutes for any questions and answers.

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.

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 bid table (BT-27JW).

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. Equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-6 INSURANCE REQUIREMENTS:

The vendor must indicate that they agree to the insurance requirements as indicated in the terms and conditions document - IB-21, indicating its ability to comply with minimum insurance requirements. The vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this proposal. The vendor shall carry sufficient insurance to protect it and the district from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided with the district named as an additional insured. This proof of insurance shall be submitted no later than ten (10) days after receipt of notice of intent to award the contract. If the vendor fails to maintain and keep the insurance coverage in force, as herein provided, the district shall have the right to cancel and terminate the established contract forthwith and without notice. The vendor shall bear full responsibility for all risk of loss from equipment damage, and money or product loss resulting from vandalism or theft. The vendor shall not in any manner penalize the district for any such losses.

Minimum Insurance Requirements The successful vendor will be required to provide to the district at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit.

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverages are provided by a commercial liability policy the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. Fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

7. Parkway School District to be names as “Additional Insured.”

SB-7 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-8 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-9 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 material will be returned with no expense to the District.

SB-10 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-11 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-12 SPECIFICATIONS:

See bid table (BT-27JW) for list of items for bid.

Graduation Materials

• West High o Student Gown (100% Polyester) State Color

Colors – Black or Columbia Blue (student to vote Nov. 8) o Student Cap (100% Polyester)

Colors - Black or Columbia Blue (student to vote Nov. 8) o Student Tassel with Year Charm (2 Colors)

White and Columbia Blue o Diploma Insert - 6" H x 8" W Parchment Paper o Diploma Cover - 8.5" x 6.5" H Vinyl

Navy Blue o Diploma Embossed Color on Front

Silver

• Central High o Student Gown (100% Polyester)

Red o Student Cap (100% Polyester)

Color - Red o Student Tassel with Year Charm (2 Colors)

Red and White o Diploma Insert - 6" H x 8" W Parchment Paper o Diploma Cover - 8.5" x 6.5" H Vinyl

Red o Diploma Embossed Color on Front

Gold

• South High o Student Gown (100% Polyester)

Blue o Student Cap (100% Polyester)

Color - Blue o Student Tassel with Year Charm (3 Colors)

Red, White and Blue o Diploma Insert - 6" H x 8" W Parchment Paper o Diploma Cover - 8.5" x 6.5" H Vinyl

Navy Blue o Diploma Embossed Color on Front

Gold

• North High o Student Gown (100% Polyester)

Purple o Student Cap (100% Polyester)

Color - Purple o Student Tassel with Year Charm (2 Colors)

Purple and White o Diploma Insert - 6" H x 8" W Parchment Paper o Diploma Cover - 8.5" x 6.5" H Vinyl

Purple o Diploma Embossed Color on Front

Silver

• Fern Ridge o Student Gown (100% Polyester) o Student Cap (100% Polyester) o Student Tassel with Year Charm (2 Colors) o Diploma Insert - 6" H x 8" W Parchment Paper o Diploma Cover - 8.5" x 6.5" H Vinyl

Green o Diploma Embossed Color on Front

Silver

• Cancellation Policy o Bid responses must include the vendor’s cancellation policy

• Delivery and pickup charges o Deliveries and pickups must be done according to the information on the bid table (BT-

27JW). Zip codes for possible deliveries are:

63011 63017 63021 63146 63141

SB-13 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published September 11, 2025 3:00 PM Q&A End September 18, 2025 2:00 PM Intent to bid September 25, 2025 2:30 PM Bid Close September 25, 2025 3:00 PM Vendor Notified of Award (Tentative) November 13, 2025 4:00 PM