5-26-54 - Bid Specs - Shop Supplies.docx.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-54

DATE PUBLISHED:

October 29, 2025

GOODS / SERVICE AREA:

Shop Supplies

BID OPENING:

Date: November 12, 2025 Time: 3:00 PM

CONTRACT PERIOD:

One Time Purchase

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:

Parkway School District is seeking bids, from qualified local distributors, to supply the district, shop supplies for the transportation department, to be ordered on an “as needed basis”, as required throughout the term of the contract, under a blanket purchase order agreement.

The District estimates that during the term of this agreement it will spend approximately $12,000 for a twelve (12) month period. This is not a guarantee but is listed for vendor guidance in estimating a discount. The District does not guarantee any quantities that it will purchase as a result of this invitation for bid.

The initial term of the contract will be for twelve (12) months. Vendors have the opportunity to offer the district multi-year proposals in item number two of the vendor signature section.

This list of items contained in the specification is not all inclusive but a sampling of the items that may be purchased over the contract period. Other items not on this list may also be purchased.

SB-2 PRIME AND SECONDARY VENDORS:

The successful vendor(s) would be the prime supplier(s) for all the major item(s) listed in these specifications. When an item(s) is required and is not immediately available, the District retains the option to secure the item(s) from another source. The prime supplier would have the option to stock the item for future orders under the same conditions of the original agreement.

SB-3 ORDERING PROCEDURE:

Orders will be placed as needed by the ordering department. The department will have the option to issue a yearly blanket purchase order or individual purchase orders as needed. Orders will be shipped directly to the ordering department unless otherwise directed.

A list of Parkway personnel authorized to release orders will be made available to the successful vendor(s). The person placing an order must provide to the vendor the department blanket purchase order number or an individual purchase order number. Packing slips are required with each shipment.

The purchase order number must appear on the invoice, packing slip, and all cartons.

SB-4 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-5 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-6 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. COMPANY W-9

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

2. SAMPLE AGREEMENT/CONTRACT (if applicable) The vendor shall provide a sample agreement/contract with submission.

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. BID TABLE

The vendor shall complete the Bonfire Bid Table BT-45DJ and Bid Table BT-46FR.

SB-7 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-8 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-9 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-10 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-11 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-12 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-13 PACKAGING:

Each type of screw is to be packed separately and marked properly.

SB-14 PUBLIC LAW 101-592:

Requires that fasteners sold in commerce to the specifications to which they are represented to be manufactured, to provide for accreditation of laboratories engaged in fastener testing.

SB-15 MANUFACTURER’S PRICE LIST:

Upon request the successful vendor will provide one copy of the manufacturer's price list to the ordering department.

SB-16 TERMS OF SALE:

A) Minimum dollar amount per order, if any $_______________________

B) If there is a minimum dollar per order, what would be your one-time charge to process an order below your minimum? $__________________

C) Do you have a regular scheduled day for delivery to this area?

_____Yes _____No If yes, what day of the week: ___________________

Additional charge, if any, for any off schedule delivery. $______________

D) Cut-off time to place order to meet your regular scheduled delivery day.

E) Automated Systems: On company letterhead outline what type of automated systems are available from your company. Can you provide a printout of what the District purchased? Do you have on-line ordering available? Any automated system which would reduce cost, improve service, etc.? Are there any costs for these services? If yes, how much? Is there a time limitation?

SB-17 SERVICING BY SALES REPRESENTATIVE:

Your company will provide on-site servicing by a sales representative every two weeks or as agreed upon.

__________ YES __________ NO

SB-18 BLANKET PURCHASE ORDER CATEGORY LIST: Complete bid table BT-46FR.

SB-19 BID FORM – SHOP SUPPLIES: Complete bid table BT-45DJ.

SB-20 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published October 29, 2025 1:00 PM Q&A End November 5, 2025 1:00 PM Intent to bid November 12, 2025 2:30 PM Bid Close November 12, 2025 3:00 PM Vendor Notified of Award (Tentative) November 19, 2025 4:00 PM