5-26-33 - Bid Specs - Graduation Flowers.pdf
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- Attached to
- Graduation Flowers
- Solicitation number
- 26-33
- Issued by
- New London County, Missouri
About this file
This is a Request for Bid (RFB) issued by the Parkway School District for Graduation Flowers for the 2025-2026 school year. The bid solicits qualified local vendors to provide rental and purchase of flowers and plants for graduation ceremonies and honor events at four high schools in May 2026, including Central High, North High, South High, West High, and Fern Ridge. The bid (Proposal Number 26-33) was published on August 27, 2025, with a bid opening scheduled for September 10, 2025, at 3:00 PM. Vendors must submit their proposals through the Parkway School District Bonfire Portal, with all bids to be F.O.B. to the Parkway Warehouse in Chesterfield, Missouri. The contract period is for one or more years from the date of award, with multi-year proposals allowed.
Pricing must include all handling, freight, assembly, setup, warranty, and other charges, with new equipment required. Deliveries will be accepted Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays. Graduation events are scheduled at various locations, primarily the Family Arena in St. Charles and individual school sites, with dates ranging from May 10 to May 19, 2026. The district reserves the right to award the bid based on the lowest or best bid, with considerations including adequate delivery lead time. Vendors must provide a signed W-9, references, a completed Federal Work Authorization form, and an Affidavit of Non-Collusion as part of their proposal package.
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Text version
REQUEST FOR BID
BID SPECIFICATIONS (THIS IS A FORMAL BID)
PROPOSAL
NUMBER:
26-33
DATE PUBLISHED:
August 27, 2025
GOODS / SERVICE AREA:
Graduation Flowers
BID OPENING:
Date: September 10, 2025
Time: 3:00 PM
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
SB-1 GENERAL INFORMATION:
The Parkway School District (District) is seeking bids from qualified local vendors for rental and purchase of flowers and plants for the 2025-2026 High School Graduations and Honor Evenings at individual high schools in May 2026.
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 which may include adequate delivery lead time.
SB-3 FORM OF SUBMISSION:
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. AFFIDAVIT OF NON-COLLUSION
The vendor shall complete the form.
7. PRICING SHEET
The vendor shall complete the Bonfire #26-33 Graduation Flowers Bid Table (BT-67UW).
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 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:
This is a one-time rental/purchase for required flowers and plants for all four (4) high schools to be held at the Family arena and for Honor Evenings. On the vendor signature page under the “Vendor
Signature Section” vendors will have the opportunity to submit multi-year proposals.
SB-12 IMPORTANT DATES:
Event Address Date*
Graduation – Central High
Family Arena,2022 Arean Pkwy, St. Charles, 63303
May 19, 2026
Graduation – North High May 18, 2026
Graduation – South High May 15, 2026
Graduation – West High May 16, 2026
Graduation – Fern Ridge 13157 N. Olive Spur Rd., St. Louis, 63141
May 16, 2026
Central High – Sr. Reflection
Ceremony
369 N. Woods Mill Rd., Chesterfield, 63017
May 18, 2026
North High – Sr.
Farewell/Grad. Practice
12860 Fee Fee Rd., St. Louis, 63146
May 10, 2026
South High – Sr. Honor’s
Evening
801 Hanna Rd., Manchester, 63021 May 12, 2026
West High – Honor’s
Ceremony
14653 Clayton Rd., Chesterfield, 63011
May 2026
SB-13 PROCUREMENT TIMELINE:
*all times are CST
Action Date*
Bid Published August 27, 2025 - 11:00 AM
Q&A End September 3, 2025 - 11:00 AM
Intent to bid September 10, 2025 - 2:30 PM
Bid Close September 10, 2025 - 3:00 PM
Vendor Notified of Award (Tentative) September 19, 2025 - 4:00 PM
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