7-Bid 26028APA Units Motors Compressors and Parts.pdf

PUR-F0071 Revision Date August 18, 2025

CLARK COUNTY SCHOOL DISTRICT

Invitation to Bid

This is not an Order

Title of Bid:

Bid No: 26028APA

Date of Bid Opening April, 16, 2026 At 1:00 P.M.

SUBMIT BID ELECTRONICALLY VIA EUNA PROCUREMENT (Formally named Bonfire) AT https://ccsd.bonfirehub.com

OR

SUBMIT BID VIA HARD COPY TO:

Clark County School District Attn: Director of Purchasing and Warehousing 4212 Eucalyptus Avenue, Bldg. #7 Las Vegas, Nevada 89121

Submit Questions to: https://ccsd.bonfirehub.com or 0071-Bid-Questions-Inbox@nv.ccsd.net in accordance with the General Bid Terms and Conditions mailto:0071-Bid-Questions-Inbox@nv.ccsd.net

Table of Contents Bid: 26028APA HVAC Units, Motors, Compressors, and Parts

Cover

Table of Contents

Bidder’s Instructions and General Conditions

A. Submitting a Bid:

B. Submit Bids to:

C. Clark County School District Ordering Policy:

D. Order Placement Options and Requirements:

E. Freight Instructions:

F. Delivery Instructions:

G. Installation:

H. Contract Term:

I. Standard Terms and Conditions:

J. Additional documents attached hereto and made part of this bid:

K. Shipping Instructions:

Special Conditions:

Signature Page:

Attachment A Pricing Sheet………………………………………………………………………..………………………Provided Separately Attachment B Balance of Line Discount Pricing Sheet…………………………………………………………………..Provided Separately

INVITATION TO BID

*THIS IS NOT AN ORDER*

Continuation for Bid: 26028APA HVAC Units, Motors, Compressors, and Parts _____________________________________ Company Date of Bid Opening: April 16, 2026

Bidder’s Instructions and General Conditions

The Clark County School District, herein referred to as “District”, is requesting bids for goods and/or services as specified herein.

A. Submitting a Bid via Euna Procurement (formerly named Bonfire): The District strongly prefers electronic Bid submissions via Euna Procurement. Bidders may register with Euna Procurement and access this Bid at: https://ccsd.bonfirehub.com. Bid Responses will be evaluated using Euna Procurement. Any hard copy (including flash drives) Bid Responses received will be uploaded into Euna Procurement by District staff. The District accepts no responsibility or liability for Bidder errors and/or omissions in its Response, or errors committed by District staff in uploading Responses Euna Procurement.

B. Submitting a Hard Copy Bid: If a Bidder chooses not to submit their Bid Response via Euna Procurement, the Bid Response must be mailed or delivered in a sealed envelope with the Bid number clearly displayed on the outside of the envelope. Bidder must submit one (1) original and one (1) copy of all pages with signature blocks.

Each Bid Response shall also include one (1) clearly labeled response in electronic form in Microsoft Excel or Microsoft Word on a flash drive. All items requested shall be submitted together or the Bid Response may be considered non-responsive. Faxed or emailed Bid Responses are not acceptable. Submit Bid Responses to:

Clark County School District Attn: Director of Purchasing and Warehousing 4212 Eucalyptus Avenue, Bldg. #7

Las Vegas, Nevada 89121

C. Clark County School District Ordering Policy: Schools and departments may purchase items up to $3,000.00 on their individual District credit cards. Purchases over

$3,000.00 must be processed through the District’s centralized Purchasing Department. Bidders that ignore or circumvent this policy are jeopardizing their future business with the District. Bidders are put on notice that the District will not honor purchases made by individuals who disregard this policy.

D. Order Placement Options and Requirements: Please provide the following information:

Can Bidder accept orders and issue invoices via ____ Yes ____ No SAP Business Network (Ariba)?

Will credit card orders be accepted? ____ Yes ____ No (Note: The Supplier shall not charge a fee for credit card orders)

E. Freight Instructions: All items are to be bid F.O.B. Destination and freight shall be included in the price of the item.

Continuation for Bid: 26028APA HVAC Units, Motors, Compressors, and Parts _____________________________________

Bidder’s Instructions and General Conditions

F. Delivery Instructions:

____ Direct to school(s)/site(s)

X Bulk to warehouse(s)

X After delivery, Supplier shall fax a signed and dated delivery receipt bearing the written signature and printed name of the District employee that received the delivery. Note: Additional delivery requirements are expressed in the Special Conditions.

G. Installation: If required by the Bid documents, the Supplier shall be responsible for the removal of all packing and shipping materials from District property on a daily basis. Supplier is prohibited from using the District’s trash receptacles.

H. Contract Term: The contract will be in effect for one (1) year after award. Thereafter the District reserves the right to extend the contract for six (6) additional one-year periods subject to the same terms and conditions if the contract is performed to the District’s satisfaction.

I. Standard Terms and Conditions: By this reference the attached District’s General Bid Terms and Conditions, Form Pur-Bid-002 (revised

August 18, 2025) are made a part of this Bid. A copy may be obtained at http://ccsd.net/departments/purchasing-warehousing/doing-business-with-ccsd

J. Additional documents attached hereto and made part of this bid: Bidder shall complete the following forms and submit the completed forms as part of its bid response. Forms are available as individual attachments in Euna Procurement (formerly named Bonfire).

I. Pricing Sheet

a) Bid Tables if submission is via Euna Procurement

b) Attachment A Pricing Sheet if submission is hard copy

c) Attachment B Balance of Line Discount Pricing Sheet

II. Public Disclosure Form III. Supplier Federal 2 CFR 200 Certifications Form IV. Supplier Application/Update Form V. W-9

VI. Supplier Contact List Designation Form

K. Shipping Instructions:

____ Complete shipments only- no backorders / partial orders not accepted

X Ongoing shipments allowed

X Backorders/partial shipments accepted http://ccsd.net/departments/purchasing-warehousing/doing-business-with-ccsd

Continuation for Bid: 26028APA HVAC Units, Motors, Compressors, and Parts _____________________________________

Special Conditions

A. Bid Openings and Negotiations: Bids shall not be opened publicly. Bid information shall not become public record until an award recommendation has been made and posted publicly on Euna Procurement (formerly named Bonfire) at https://ccsd.bonfirehub.com, prior to the Board of School Trustees voting on the recommendation. The District may, at its sole option, open negotiations with responsive Bidder(s) after submission of bid responses. The District also reserves the right to award without negotiations by accepting the bid response(s) as submitted.

B. Balance of the Line Discount (BOL): This discount provides the District an opportunity either to add new items after awarding this contract for future requirements or to accept replacement models if any of the specified products become obsolete. Bidders are highly encouraged to provide a fixed discount and the District reserves the right to factor in the level of, or absence of, a discount in the award process. For a more in-depth explanation of this provision, Bidders are instructed to refer to Part 4 of the General Terms and Conditions.

C. Delivery Requirements: After receipt of purchase order, the supplier shall make delivery within 10 calendar days of 80% of the amount of the items and continue this rate of delivery as required by the District. If the Bidder is unable to comply with this requirement, it shall state its best delivery time for the District’s consideration. In the event that an item becomes temporarily unavailable and is not deliverable within thirty (30) business days of the issuance of the purchase order, an item of comparable or better quality, features and capacity shall be substituted for the same price. All such substitutions shall be submitted to the District in writing via email and are subject to prior District approval.

D. Manufacturer Brand Names: The utilization of a brand name(s), if used, in this Invitation to Bid is made for the purpose of illustrating products which may be representative of the District's requirements relative to performance, design, durability, etc. The District is not compelled to accept any manufacturers' product which does not meet the requirements and/or intent of this Invitation to Bid, even if such products were referenced by brand name.

E. Model Number(s): In the event the Invitation to Bid calls out a specific manufacturers’ part number(s), which does not match written specification(s); the written specification(s) shall take precedence over the "non-matching" part number(s). Bidders shall be responsible for ensuring that they are offering products, which conform to the written specification(s).

F. Pictures: If requested, the Supplier shall provide electronic formatted pictures for the actual products supplied under this contract within 60 days after notification. Picture format requirements: JPEG, preferred pixel size of 300x300, provided with a naming convention to be determined by the District at a later date.

G. Purchase Quantities: Will the Bidder agree to enter into earnest negotiations to reduce cost(s) in the event that District purchases exceed the estimated purchase quantities by 25% or more?

Yes/Initial No/Initial

End of Special Conditions

Continuation for Bid: 26028APA HVAC Units, Motors, Compressors, and Parts _____________________________________

Special Conditions – continued

H. Services: The following services shall be provided by the Supplier:

1. Provide a backorder and discontinued report by PO number and item.

2. Return requests handled within 24 hours of each request.

3. Delivery made to a person.

4. No packages left at door.

5. Deliveries made to ground or dock level.

I. Usage Report: The Supplier shall provide (in excel with a format to be determined at a later date) a report which summarizes the following data on an order-by-order basis:

1. Ordering department/location

2. Date of order

3. Date of receipt of order

4. Percentage of order fill

5. Dollar amount

6. Other as prescribed by the District

Continuation for Bid: 26028APA HVAC Units, Motors, Compressors, and Parts _____________________________________

Pricing shall be submitted via Bid Tables in Euna Procurement (formerly named Bonfire) at https://ccsd.bonfirehub.com or via Attachment A if submitting Bid via hard copy. Any hard copy (including flash drives) Bid Responses received will be uploaded into Euna Procurement. The District accepts no responsibility or liability for Bidder errors or omissions in Bid documents uploaded by the District.

To the Board of School Trustees of the Clark County School District: We (I) hereby agree to furnish the goods and/or services listed in Bid Tables or Attachment A at the prices and terms stated and in accordance with all bid specifications, addenda, General Bid Terms and Conditions and Special Conditions.

Company Name: _________________________________ _________________________________________________ Signature Address: _________________________________ City, State, Zip: _________________________________ Printed Name of Authorized Agent

Email Address: _________________________________ Telephone Number: ____________________________ Federal Tax I.D. Number: __ __ - __ __ __ __ __ __ __ Fax Number: ____________________________________

Payment Terms: __________________________________ https://ccsd.bonfirehub.com/