5-Preschool Classroom Kits Movement Materials - Specifications.docx.pdf

SCHOOL DISTRICT U-46

Bid Specifications for

2026-2027 PRESCHOOL CLASSROOM KITS &

MOVEMENT MATERIALS

BID CLOSING: MARCH 20, 2026

BID SPECIFICATIONS

PRESCHOOL CLASSROOM KITS & MOVEMENT MATERIALS

PROJECT DESCRIPTION

School District U-46 is requesting bids for Preschool Movement Materials for nine (9) buildings, as well as Preschool Classroom Supply Kits. These preschool supply kits are organized and provided per classroom rather than per individual student. All orders must be delivered to the district’s Distribution Center located at 1474 Sheldon Dr., Elgin, IL 60120. The full order must be completed and shipped no later than Thursday, July 2, 2026. Once a vendor is awarded the contract, they will coordinate closely with district warehouse staff to ensure proper fulfillment and delivery to the distribution center.

TERM OF AGREEMENT

Preschool Classroom Supply Kits: The term of this Agreement shall commence on the date of the U-46 Board’s approval or upon notice of award by the District (whichever shall occur first) and end 3 years thereafter (“Term”), unless terminated sooner as provided herein. This agreement will be for the school years 2026-2027, 2027-2028, and 2028-2029. There may be up to an additional two (2) one year extensions if agreed upon by both parties.

Preschool Movement Materials: The term of this Agreement shall commence on the date of the U-46 Board’s approval or upon notice of award by the District (whichever shall occur first) and end one year thereafter (“Term”), unless terminated sooner as provided herein. There shall be no automatic renewal of the Agreement. This purchase is a one time purchase and delivery.

APPENDIX DETAILS: All appendix documents are located within the Public Documents section of Euna Procurement (formerly known as Bonfire.)

● Appendix A: U-46 Preschool Classroom School Supplies Specifications

● Appendix B: U-46 Preschool Classroom and Gross Motor Equipment

AWARD OF BID

A contract(s) will be awarded following Illinois Procurement Laws to the lowest responsive, responsible submitter(s). The District has the right to award the contract in whole or in part.

Factors such as per year pricing and the total gross cost for three-year base bid will be considered. The District will contact the submitter that proposed the lowest responsive, responsible bid prior to presenting them to the Board for approval in order to ensure that they are responsible.

BID REQUIREMENTS

The following statements represent the items that are required to be submitted or acknowledged for those wishing to participate in this ITB. The requirements listed below are not negotiable.

The submitter’s package must include a response to each Requirement listed below. Failure to include a response to any REQUIREMENT may result in a disqualification as the submitter may be deemed not responsive.

REQUIREMENT #1: Title Page Provide the name, address of your firm, and the identity of the key personnel of the firm who will be assigned to this project.

REQUIREMENT #2: Acknowledgement of Fulfillment of Specifications

● Appendix A identifies the Preschool Classroom Kit List and the quantities of each item needed in the kit.

● Appendix B identifies the Preschool Movement Materials. The District will not consider bids that are not submitted in full for any base bid.

● The bidder must acknowledge review of Appendices A and B and confirm the ability to furnish the quantities as specified.

REQUIREMENT #3: Acknowledgement of Bid Table Bid Table: This table will be located in Requested Information within Euna Procurement.

Appendix A has been provided for your use. The district has provided item specifications and quantities by area.

● All bids should be all inclusive with delivery, freight, packaging and handling in the total cost.

● Taxes shall not include in bids, which school districts are not subject to; namely, Retailers Occupation Tax (both State and Local), Sales Tax of any kind, Service Use Tax, Federal Excise Tax and any other such applicable tax.

● Items included in the bid must meet the make and model specifications as outlined in Appendices A and B. Replacement or alternate items may not be considered unless specified.

REQUIREMENT #4: Acknowledgement of Delivery All product deliveries must adhere to the following guidelines:

● Deliveries must be made directly to the district’s Distribution Center located at 1474 Sheldon Dr., Elgin, IL 60120.

● The awarded vendor(s) are required to coordinate with District Staff prior to delivery to ensure a seamless implementation process.

● The bidder assumes full responsibility for all products until delivery is completed. The district will not accept shipments at our warehouse under any circumstances.

● The bidder must confirm that they can meet these requirements as part of their submission.

REQUIREMENT #5: Required Samples - Preschool Classroom Kit

● Appendix A has been provided for you to view the required sample submission. Only one sample per submission is required to be sent for consideration.

● If classroom kits are packaged and shipped in more than one box, boxes must be marked 1 of 3, 2 of 3 and 3 of 3, etc.

● Please deliver samples labeled to

2025-2026 Preschool Classroom Kit- Samples Attn: Danise Smith 1474 Sheldon Dr.

Elgin, IL 60120.

● All samples must be received by Friday, March 20, 2026 @ 10:00 AM CST.

● If you can not provide required samples, please do not bid on these items. Samples are required for consideration for these items within the Invitation to Bid.

REQUIREMENT #6: Appendix B: Movement Materials Specification Sheet

● Every bid must be included on the Appendix B: Specification Sheet and include item/description, make, model, color, finish, quantity, unit cost, and link to the product.

● All bids should be all inclusive with delivery, installation, freight and handling in the total cost. The total cost on the quote must match the total cost entered in Bonfire under the Bid Table.

REQUIREMENT #7: References The bidder shall furnish the District with three (3) references and list three (3) projects of similar size and scope. Indicate the company/entity name, address, phone number and contact person.

Bidders must have the personnel, facilities, equipment, financial resources, and time to perform the services required under this contract.

REQUIREMENT #8: Acknowledgement of Litigation The submitter shall provide a statement regarding any past, present, or pending litigation with an Owner.

REQUIREMENT #9: Additional Information You may submit up to three (3) additional pages of supplemental information if you deem it to be useful and applicable to this project. This is not a requirement, but optional.

ADDITIONAL PROPOSAL INFORMATION Items included in the bid must meet the make and model specifications as outlined in Appendix A. Replacement or alternate items may not be considered unless specified.

● The District will not consider bids that impose a minimum order quantity or minimum dollar amount on District orders.

● 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.

● 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.

● Any damaged, or unlabeled containers/boxes will be rejected and returned at the supplier’s expense. All orders received by the district shall be subject to inspection and acceptance or rejection of the district at time of delivery.

● All deliveries must be made on business days, between the hours of 7:30 a.m. and 3:30 p.m. unless otherwise specified by the School District.

● Deliveries must be made by date specified either in bid documents or purchase order.

Purchase order(s) may be canceled without obligation by the School District if delivery requirements are not met.

● All orders must be acknowledged with an order confirmation within 48 business hours upon receipt of purchase order.

RETURNS

● The vendor must provide free returns for non-custom products if damaged or not per required specification.

● The vendor will expedite a replacement to ensure no time is lost in the schools initial set up.

TITLE AND SHIPPING CHARGES

● All pricing must include free shipping, handling and freight to all district locations.

● All shipments under this contract shall remain the responsibility of the Vendor until delivery and receipt of the items by the School District.

● All shipments must be accompanied by a packing list that includes the following information: item description, catalog number, quantity of each item shipped, work order number, ship to address, and department or individual name for which the order is directed.

AGREEMENT OF TERMINATION

● The School District reserves the right to terminate the contract with thirty (30) day written notice.

INSURANCE REQUIREMENTS

● The selected contractor shall have and keep in effect during the term of this contract:

Commercial General Liability Insurance, Business Automobile Liability Insurance and Workers Compensation Insurance acceptable and satisfactory to the School District. A copy of insurance certifications shall be submitted to the School District. Please see below for coverage.

○ Work Compensation Employer’s Liability $500,000.00

○ Comprehensive General Liability

Bodily Injury – Each Occurrence $1,000,000.00 Bodily Injury – Aggregate (Completed Operation) $1,000,000.00 Property Damages – Each Occurrence $1,000,000.00 Property Damages – Aggregate $1,000,000.00 Or combined single limit $1,000,000.00

○ Comprehensive Automobile Liability Bodily Injury – Each Person $1,000,000.00 Bodily Injury – Each Occurrence $1,000,000.00 Property Damage – Each Occurrence $1,000,000.00 Or combined single limit $1,000,000.00

○ Umbrella or Excess Liability $10,000,000.00

EVALUATION OF BIDS

● Determination of Responsiveness o The School District will review Bids to determine whether they conform to the requirements of the Bid Documents.

● Mathematical Calculations o The School District reserves the right to make corrections, after receiving the bids, to any clerical error apparent on the face of the bid, including but not limited to obviously incorrect units or misplaced decimal points, or arithmetic errors. In the event that comparison of the Bidder's "Unit Price" and "Total Price" submitted for any line item reveals a calculation error, the Unit Price will prevail.

GENERAL ACKNOWLEDGEMENT TO SPECIFICATION REVIEW

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

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: _________________________________