5-Distribution Center General Specifications 10.10.24.pdf

General Specifications

• Name/Description is the Specific name/description of the item. All products bid must meet bid specifications described in the Name/Description field.

• Approved Brand/Manufacturer Name and Number o Only the approved brand/manufacturer’s names and numbers specified for each item will be accepted for this bid unless Equivalents are considered.

o Equivalents must be approved by GCPS via the bid process.

• UOM (Unit of Measure) o Is the ordering unit used by GCPS for ordering purposes and pricing should be submitted in the specified UOM.

o Awarded vendor must ship all items in the unit of measure (UOM) as specified in this bid.

If an item is received in a UOM other than what was specified on the bid cost sheet, it is the responsibility of the vendor to incur all costs associated with the return shipping.

• Units Per Case (Required field to bid) o Please enter the number of units in a full case. Example: 12 bottles per case o Please state if your company or the manufacturer of the product requires GCPS to order the product in full case quantities.

• Min. Order Quantity (If required) o Enter minimum order quantities if required to obtain the bid price submitted by your company. (This is the minimum number of units that must be ordered on a single purchase order.)

o Minimum order quantity must be indicated on the pricing sheet for each item that it applies to.

o If no minimum order quantity is specified, then GCPS will not be required to pay for overages supplied due to” Standard Packaging” at the time of delivery. Any attempt to institute minimum order quantities or standard package size after bid award may result in cancellation of contract and could impact the vendor from receiving future bids.

Please Note: Bidding minimum order amounts may cause GCPS to reject your bid for that item.

• Vendor’s Case Pack o Enter a case pack quantity if product can be purchased in larger units of measure other than UOM provided by GCPS.

• *Unit Price- Must be bid and invoiced using two decimal points. (Required field to bid) o “Unit Price” must include all freight or freight related charges for each product and be guaranteed for the period specified in the bid.

o GCPS will not pay any “Fuel Surcharges” for any products listed on this bid.

Requirements

1. Vendor should submit a copy of their product return policy on their company letterhead with bid.

All defective products will be returned at the vendors’ expense for credit.

2. By submitting a response to the bid, your company accepts all GCPS’s Shipping

Requirements listed in Attachment A.

Please Note: All vendors, manufacturers and third-party vendors must follow all GCPS Shipping Requirements. The vendor that is awarded an item is responsible for ensuring all items on a purchase order are delivered on time, resolving shipping discrepancies and answering any questions GCPS may have regarding items listed on purchase orders within 3 business days of being contacted.

3. Vendor agrees to accept GCPS Purchase Order Shipment Overage Policy. See Attachment B for specific details.

4. Vendor must fax GCPS an update on any items that will not be delivered on or before the delivery date specified on purchase order.

• Fax Number: (770) 227-4462

• It is GCPS’s expectation that the awarded vendor will not hold an entire purchase order to ship a “complete” order. Items should be shipped if available.

5. GCPS does not accept item substitutions; therefore, no materials should be shipped unless a purchase order has been issued for that item.

6. GCPS will not accept any price increases for this service.

7. GCPS reserves the right to cancel any scheduled delivery shipments 5 business days prior to the scheduled delivery date.

GCPS Safety, Health and Environmental Requirements for Bids, Contracts, and Purchases

• It is the practice of Gwinnett County Public Schools to minimize or eliminate, whenever possible, the use of products and materials that may increase safety, health or environmental risks, or liabilities to students, staff, or the system at large. Therefore, vendors must provide any Material Safety Data Sheets, special handling instructions or waste disposal instructions available for all products or materials submitted for GCPS purchase consideration. Products or materials containing lead, mercury, cadmium, chromium, or other heavy metals, flammable liquids, toxic substances, or known or suspected carcinogens are of particular concern. Comparable non-toxic or non-hazardous alternatives should be submitted, with corresponding documentation, when available.

Attachment A

GWINNETT COUNTY PUBLIC SCHOOL

SHIPPING REQUIREMENTS

NOTE:

- SUPPLY ITEMS MUST BE DELIVERED WITHIN 10 BUSINESS DAYS (2 WEEKS) OF RECEIPT OF

PURCHASE ORDER.

1. All purchase orders must be shipped with separate packing slips; do not put multiple purchase orders on the same packing slip or mix materials for one packing slip/purchase order with items for another order in the same box or shipment.

2. All items ordered must be shipped in the original manufacturer’s carton and in full case quantities if ordered.

* Exceptions can be made if:

*1. An item is subject to going to a backorder status with a vendor, prohibiting the shipment from meeting the required due date on purchase order.

*2. GCPS does not always order in full case quantities.

*Non original manufacturer’s carton shipments will be accepted; however, the cartons must be labeled on the outside of each carton with the manufacturer’s item id and quantity contained in each carton.

3. All Packing slips must be easily found in a packing slip pouch and all purchase order numbers must be clearly labeled on all invoices, cartons, Bills of Lading and packing slips.

Single and multi-carton/package shipments- The packing slip must be located on the outside and on top of the #1 carton/package to which it belongs along with all cartons being labeled with the carton count on each carton. (Ex. 1 of 3, 2 of 3, 3 of 3)

Single pallet shipments- The packing slip must be located on the outside and on top of the pallet to which it belongs.

Multi pallet shipments- The packing slip must be located on the outside and on top of the #1 pallet of the multi-pallet shipment to which it belongs.

*An exception can be made if a full pallet with the same purchase order # is shrink wrapped and clearly labeled with the purchase order number and number of cartons, so it is easy to match multiple pallets for the same order together.

4. All cartons/packages must have the Manufacturer, Manufacturer’s Item Id and the case quantity clearly labeled on the outside of each carton including mixed item cartons/packages. All labels on full pallet shipments must be facing outwards, so all cartons/packages can be easily read and received.

Manufacturer’s Item ID

Quantity In Carton

Total Number Of Cartons

GCPS Purchase Order Number

5. All mixed item cartons/packages must be clearly labeled. Ex; Mixed Items, Partial Box, etc.

6. All full pallet shipments must be shipped as follows:

All cartons/packages palletized by manufacturer’s items id.

All mixed item cartons/packages palletized together.

Note - Pallets can be stacked on one another to reduce shipping cost, however a pallet must separate all manufacturers’ item id to be easily separated and received.

Vendor s should consider the contents of all cartons/packages before stacking pallets on one another. Vendor is responsible for all damaged items during shipment and will be asked to be replaced at no cost to GCPS including the replacement shipping cost.

7. All palletized shipments must be on industry standard pallets, 48” X 40” and maximum height must not exceed 7’6” high, 90”.

8. Items that are made up of components (kits, etc.) must be shipped complete. Kits should not be shipped unless all parts/components are included in the same shipment. When multiple quantities of the same kit are shipped on a pallet and each kit contains multiple cartons please segregate as follows: all box #1's of kit to be on one pallet, all box #2's of kit to be on 2nd pallet, etc. Incomplete kits or kits that are not packaged as required by GCPS cannot be received or paid for by GCPS.

9. Vendor must fax GCPS @ (770) 277-4462 an update on any material that may not be delivered before delivery date specified on purchase order.

10. No materials should be shipped to GCPS unless a purchase order has been completed for that item.

11. All Bills of Ladings and Freight Bills are required to have the following information.

GCPS Purchase Order Number Number of cartons/packages shipped.

Total weight of shipment

SHIPPING REMINDERS:

• The case pack must match exactly with the Bid, packing list and the receipt.

• The Description must match on the Bid, packing list and the receipt.

• The Manufacturer ID must match exactly on the Bid, packing list and the receipt.

• The Manufacturer’s Item ID must match exactly on the Bid, packing list and the receipt.

• The quantity on the packing list must match the receipt.

• 90” is the maximum pallet height and the pallet size required is 48” x 40”.

DELIVERY APPOINTMENTS:

• More than eight pallets require a delivery appointment. The contacts for appointments are:

Stacy Hudson Supply Distribution Manager

(404-227-4226) Mobile (770-822-6414) Office

Wallace Schaffers Lead Processor

Distribution Center 404-966-0658 cell

770-822-6415 office

PURCHASE ORDER SHIPMENT OVERAGE

IMMEDIATE ATTENTION REQUIRED!

Inventory Control GCPS Distribution Center 690 West Crogan St Lawrenceville, Ga. 30046 Fax # (770)277-4462

Date Faxed:

Date Response Due:

Date Pick-Up Required: _ Contact Name: _ Company Name: _ Purchase Order Number:

Fax Number:

From:

Pam Gentry (770) 822-6412>Pam.Gentry@gcpsk12.org Lisa McElhannon (770)-513-6709>Lisa.McElhannon@gcpsk12.org Pete White (678)-377-3949>Pete.White@gcpsk12.org

Attached is a GCPS “SHIPMENT DISCREPANCY REPORT”. A Purchase Order shipment overage has been received. You have five (5) business days from the “Date Faxed” to respond with the disposition of the overage. Please check one of the response options listed below and fax back to the sender noted above by the “Date Response Due”. Failure to respond within the 5 (five) working days between “Date Faxed” and “Date Response Due” will result in forfeiture of the overage and your right to collect payment for it. A Credit Memo must be provided to GCPS Accounts Payable for any invoiced overages:

Response Options:

Return Materials Authorization Number is provided below to return the overage. A Call Tag or Bill Of Lading will be issued, and all overages will be picked up from GCPS within 10 (ten) working days from the “Date Faxed”, or it may be kept by GCPS at no charge.

Return Material Authorization Number: ____________________________

Overage may be kept by GCPS at no charge.

Name Of Person Authorizing (Please Print) ______________________ Title Of Person Authorizing: __________________________________ Signature Of Person Authorizing: _____________________________