A_ UVPrinter B24084_Sol_signed.pdf

Invitation for Bid (IFB) B24084

UV Printer IFB ISSUANCE DATE: December 7, 2023

PURCHASING CONTACT: Lori Franji 770-426-3364 lori.franji@cobbk12.org

Note: Cobb County School District will be closed December 20, 2023 through January 1, 2024 for the Winter Holiday Break.

IMPORTANT DATES

EVENTS DATES (dates are tentative) IFB issued and posted to the CCSD Bonfire Interactive Portal https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities December 7, 2023 Deadline for written questions submitted through the Bonfire Interactive Portal

December 14, 2023 by 3:00

PM ET

Responses to questions posted on the CCSD Bonfire Interactive Portal December 15, 2023 Deadline for bid responses submitted to the CCSD Bonfire Interactive Portal

January 4, 2024 by 3:00 PM

ET

Evaluation January 2024

Award January 2024 mailto:lori.franji@cobbk12.org https://cobbk12.bonfirehub.com/portal/?tab=openOpportunities

BOARD OF EDUCATION Brad Wheeler, Chair • David Banks, Vice Chair

Randy Scamihorn • Becky Sayler • Leroy Tre’ Hutchins • David Chastain • Nichelle Davis

SUPERINTENDENT Chris Ragsdale

514 Glover Street Marietta, GA 30060 Telephone: (770) 426-3300 www.cobbk12.org One Team, One Goal: Student Success

December 7, 2023

TO ALL VENDORS:

Cobb County School District (CCSD) invites bids for furnishing goods and/or services required for Invitation for Bid (IFB) B24084, UV Printer as described in this document.

The CCSD Procurement Services Department General Terms and Conditions are hereby acknowledged, understood, and agreed to by the parties and are hereby fully incorporated into the solicitation document and the resulting contract. Refer to the CCSD Procurement Services website for the complete General Terms and Conditions. Go to www.cobbk12.org. From this screen, select “Menu”, select “Departments”, choose “Procurement Services” and find the link to “General Terms and Conditions” located in the center of the page.

Vendors are instructed to carefully read all terms, conditions, specifications, and requirements in this IFB. Vendors are required to complete and return all forms in their entirety. Questions regarding the bid must be submitted through the CCSD Bonfire Interactive Portal. Only questions received prior to 3:00 PM, December 14, 2023 and submitted through the CCSD Bonfire Interactive Portal shall be considered. Answers will be posted to the CCSD Bonfire Interactive Portal by December 15, 2023.

All bid responses must be submitted through the CCSD Bonfire Interactive Portal. Bids not submitted through the CCSD Bonfire Interactive Portal will not be considered.

The bid close date will be on January 4, 2024 at 3:00 p.m. Eastern Time and a public opening will be held at the CCSD Procurement Services Department, 6975 Cobb International Blvd., Bid Room.

Kennesaw, GA 30152. Please allow ample time to complete the submission through the CCSD Bonfire Interactive Portal. The portal does not allow late submissions.

CCSD reserves the right to accept or reject any or all bids and to waive any technicalities or informalities.

Your interest and participation in the CCSD solicitation process is appreciated.

Sincerely, Barbara Bates, CPPB, NIGP-CPP Director of Procurement Services

IFB B24084, UV Printer

COBB COUNTY SCHOOL DISTRICT

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

TABLE OF CONTENTS

Section Page #(s)

Submission Requirements 4-5

Special Terms and Conditions 6-10

Conflict of Interest 11

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

1.0 COMMUNICATIONS WITH CCSD STAFF

1.1 All communications concerning this IFB must be submitted in writing through the CCSD Bonfire Interactive Portal. Only written responses distributed by the Procurement Services Department will be binding upon the CCSD. The Procurement Services Department, at its discretion, may call upon user departments for clarification in their area of expertise.

1.2 From the issue date of this IFB until the completion of the entire solicitation process and announcement of award notification, all vendor communication must be authorized by the Procurement Services Department including, but not limited to, communications with school system employees and/or contracted agents related to this IFB. Violation of this provision may result in the rejection of the vendor’s response.

1.3 It is the vendor’s responsibility to check the CCSD Bonfire Interactive Portal for any addenda, responses to vendor questions, or other communications that may be issued or released during the solicitation period. Following receipt of vendor responses to a solicitation, it is the vendor’s responsibility to be available via email and phone and to check the CCSD Bonfire Interactive Portal during the review process in the event clarification or additional information is required. If clarification or additional information is requested, the responsibility rests on the vendor to ensure that CCSD receives the requested information before the deadline(s) indicated.

2.0 SUBMISSION OF RESPONSES

2.1 Responses must be on the forms furnished within the CCSD Bonfire Interactive Portal for this IFB and completed in their entirety.

2.2 Vendors are instructed to read all terms, conditions, and specifications as outlined in the IFB carefully. Responses must be either typed or written in ink. Any correction made within the IFB submission (white-out or strikethrough) must be initialed by an authorized representative of the company submitting the bid or the bid may be rejected by CCSD.

2.3 All responses submitted become the property of the CCSD and are subject to applicable open records policies and laws.

2.4 Responses are to be submitted no later than the date and time outlined in this IFB.

Bids and supporting documentation must be submitted through the CCSD Bonfire Interactive Portal.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

SUBMISSION REQUIREMENTS

2.5 CCSD reserves the right to declare the response non-responsive and to take such remedial action as it deems necessary or appropriate. Such remedial action includes, but is not limited to, suspending the vendor from participating in future CCSD solicitations.

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PROCUREMENT SERVICES DEPARTMENT

The Special Terms and Conditions are customized specifically to this solicitation. Taking exception(s) to these terms and conditions or submitting conflicting language may be cause for rejection of the vendor’s response.

Should these Special Terms and Conditions conflict with the General Terms and Conditions, the Special Terms and Conditions shall control.

1.0 PURPOSE

Cobb County School District (CCSD) is seeking bids from qualified vendors to supply, deliver, and install a UV Printer LEF2-300D, Rotary Rack, Air Filtration Unit, Thermal Laminator Machine, Roland TrueVIS UV Print Printer/Cutter BOFA PrintPro Fume Extractor, Spirit LaserPro Laser, Oracle IQ Fume Extractor, Aluminum Grid, Rotary Attachment, Air Assist Compressor, Hotronix Heat Press, Form 3+ Complete Package for

CTAE.

1.1 OWNER’S REPRESENTATIVE

Supervision of and monitoring the performance of the contract will be performed by CCSD’s representative Art O’Neill, Supervisor, Career, Technology & Agricultural Ed. (CTAE).

2.0 BASIC GUIDELINES

2.1 NO SUBSTITUTIONS ALLOWED.

2.2 The models specified on the IFB Bid Form (Attachment A) are the only models that will be considered.

2.2.1 If any of the models specified have been replaced by the manufacturer with a newer model, vendors are to indicate this on the Bid Form (Attachment A) and submit pricing for the new model, as well as submit specification sheet for the new model.

2.2.2 At any time during the contract period, should the manufacturer replace the current model with a newer model, the awarded vendor(s) shall immediately notify the CCSD Procurement Department. If acceptable to CCSD, the awarded vendor(s) must provide the newer model at the same or lower price.

2.3 Awarded Vendor(s) is responsible for advising CCSD of any applicable rebates from manufacturer and coordinating such with the CCSD Procurement Services Department.

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PROCUREMENT SERVICES DEPARTMENT

2.4 All printers shall be new and meet manufacturer’s specifications.

3.0 ORDERING AND BASIC INSTALLATION OF EQUIPMENT

3.1 PRICING:

THE UNIT COST FOR ALL ITEMS MUST INCLUDE:

3.1.1 Any and all shipping/handling/freight/delivery charges.

3.1.2 On-site setup and installation of equipment.

3.1.3 Testing of equipment.

3.1.4 Training

3.2 Delivery

3.2.1 Delivery to Pebblebrook High School located at 991 Old Alabama Road, Mableton, GA. 30126. No additional costs will be allowed.

3.2.2 Vendor is responsible for notifying the contact person listed on the purchase order of delivery and installation date prior to delivery of equipment to the school.

3.2.2.1 Vendor must give contact person at least three(3) business days’ notice of delivery. Any deliveries attempted without prior notification may be refused and redelivered at vendor’s expense.

3.2.3 Vendor must deliver items to CCSD location already assembled and ready for installation or must assemble and install at the location indicated on the purchase order.

3.2.4 A loading dock may not be available.

3.2.5 Vendor must have sufficient staff on hand, and suitable tools and power equipment to unload and install equipment.

3.3 Installation and Testing

3.3.1 Installation shall be per manufacturer’s specifications.

3.3.2 Installation includes unboxing, setting in place, testing, and acceptance by authorized CCSD representative.

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PROCUREMENT SERVICES DEPARTMENT

3.3.3 The installer must test all components at the location of the installation to ensure proper working order. This includes producing one successful sample textile.

3.3.4 If any components are found to be defective or DOA (Dead on Arrival), it is the installer’s responsibility to obtain replacement parts, A warranty call should not be required.

3.3.5 Removal of debris and cardboard from the premises shall be done on the same day as the delivery or installation. Disposal of all debris and cardboard must be in a manner required by federal, state, and county regulations/laws. CCSD or general contractor dumpsters are not to be used for disposal purposes.

3.4 Training

3.4.1 Within five (5) days of installation, vendor must provide on-site training to designated CCSD school employees on use and care of new equipment.

3.4.2 Vendor must schedule training sessions to be long enough to adequately instruct employees in the use and care of equipment.

3.4.3 At the time of training, vendor shall provide two(2) copies of each of the following: written instructions on use and care, parts, list, full manufacturer’s warranty coverage, contact information for warranty /repair service request.

3.5 Warranty

3.5.1 Standard manufacturer’s warranty will apply.

3.5.2 Please note warranty terms on Bid Form (Attachment A) and submit a complete copy of manufacturer’s warranty for equipment with bid response.

3.5.3 Warranty period begins upon successful completion of installation and acceptance by authorized CCSD representative.

3.5.4 There will be no charge for parts, labor or travel involving repairs during the warranty period.

4.0 GENERAL REQUIREMENTS

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

4.1 The vendor acknowledges and agrees that any business license, professional license, and registration shall remain current for the duration of any resulting contract and such documents are a material term to any resulting contract.

4.2 Vendor shall be required to maintain all licenses, bonds, permits, pay all license fees and taxes, etc. related to the work.

5.0 COST

5.1 Unless specifically consented to in writing by CCSD, prices must remain firm for one

(1) year from the award date, or for any renewal period, under the same terms and conditions as the IFB. CCSD reserves the option to renew or not renew any contract award at its sole discretion.

5.2 Quantities/amounts shown in the IFB are estimates. Vendors are advised that the actual number purchased/required may vary from those in the IFB, depending upon the needs of CCSD and the availability of funds.

5.3 Responses that contain minimum order amounts will not be accepted unless called for in the solicitation document.

5.4 Pricing must be submitted on the Bid Form(s) as requested without conditions unless called for in the solicitation document.

5.5 For goods: Responses for goods must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the solicitation document.

5.6 Prompt payment discounts will be considered for the purposes of evaluation and award.

5.7 CCSD does not pay late payment fees, penalties, interest, attorneys’ fees, liquidated damages, or any other fee that would constitute an illegal gratuity under Georgia law.

5.8 FEE STRUCTURE FOR ADDITIONAL ITEMS

Within this document, CCSD has attempted to anticipate and identify all items that may be needed under this contract throughout the length of the award period. In the event CCSD has failed to include an item(s), responding vendors are asked to provide a fee structure for additional, related items that may be purchased during the award period. Vendors are to identify the pricing source and the associated fee structure in the space provided on the Bid Form. Some example responses are X% discount below MSRP; X% discount below published catalog pricing; Cost

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

plus X% markup. Upon request, the awarded vendor must be able to provide documentation verifying appropriate discounts are granted throughout the contract. CCSD reserves the right to conduct periodic random audits of fair market value, etc. to ensure the price granted is reasonable and accurate.

5.9 HOURLY RATE FOR ADDITIONAL SERVICES

Within this document, CCSD has attempted to anticipate and identify all services that may be needed under this contract throughout the length of the award period. In the event CCSD has failed to anticipate all service needs, responding vendors are asked to provide a fee structure for additional, related services that may be needed during the award period. Vendors are to provide an hourly rate in the space provided on the Bid Form. If awarded the contract, this fee would then apply to service needs that may be identified and approved at a later date. If there are different rates, please provide any/all rate information.

6.0 INSURANCE REQUIREMENTS

6.1 Within five (5) business days of notification of the pending award, the vendor must provide proof of insurance with a minimum of the limits indicated below. Statutory Workers’ Compensation must also be provided. The vendor must email the Certificate of Insurance to the CCSD Procurement Service.

6.2 Commercial General Liability with limits of at least $1 million. Coverage must include products and completed operations with reporting of claims on an occurrence basis.

6.3 Commercial Auto Liability with limits of at least $1 million

6.4 Umbrella Coverage in excess of GL and Auto of at least $2 million

6.5 Statutory Workers' Compensation

6.6 Employer's Liability of at least $100,000

6.7 Vendor’s insurance carrier must have a financial size category of at least V

Cobb County School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the state of Georgia.

The carriers must have an AM Best rating of A- or higher.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

Please Note:

• The signing of the Acknowledgement and Agreement signifies that the vendor complies with insurance requirements as specified.

• Proof of Insurance is not required with the submission of bid but must be available upon request including during the evaluation process. CCSD will require proof of insurance before issuance of the Award Letter/Contract.

• Vendor may choose to include proof of insurance with the submission of the bid to expedite the evaluation process and issuance of the award to the successful vendor.

• Alternate coverage may be evaluated and accepted prior to award.

7.0 ESCALATION/DE-ESCALATION CLAUSE

7.1 All prices offered shall be firm against any increase for one (1) year from the effective date of the contract. CCSD may entertain a request for escalation during the contract period if the current market conditions and prices at the time of the request have changed significantly. Documentation may be requested by CCSD that provides detailed information about the change in market conditions and prices. CCSD reserves the right to accept or reject the request for a price increase and, if appropriate, to utilize other resources in evaluating escalation requests. If the price change is approved, the price will remain firm for 365 days from the date of the increase unless otherwise stated in the renewal award letter. This clause also enables CCSD to seek de-escalation based on the same cited index, terms, and other resources.

8.0 AWARD

8.1 CCSD reserves the right to accept or reject any part of a submitted response, to accept the entire response from one vendor, to accept portions of the response from several vendors, or to reject all responses submitted or to waive any minor irregularity. CCSD reserves the right to award the bid under the most beneficial economic terms for CCSD.

8.2 Award will be made to the most responsive and responsible vendor based on price, availability, lead time, past vendor experience, references, and compliance with the IFB specifications and requirements as outlined in this solicitation.

MARIETTA, GEORGIA

PROCUREMENT SERVICES DEPARTMENT

CONFLICT OF INTEREST

ALL PROSPECTIVE VENDORS PLEASE READ CAREFULLY

Please refer to Board Policy BHA, Conflict of Interest, located on the Cobb County School District website at www.cobbk12.org select Menu, then select Board, then select Policies and Rules, then select Section B and choose BHA.

Any conflict of interest or conflict with Board policy and/or administrative rules must be disclosed at the time of bid submission.

BOARD MEMBERS:

Brad Wheeler, Chairman

David Banks, Vice Chairman

David Chastain

Nichelle Davis

Leroy Tre’ Hutchins

Becky Sayler

Randy Scamihorn

EXECUTIVE CABINET:

Chris Ragsdale, Superintendent

Keeli Bowen

John Floresta

Sherri Hill

Brad Johnson

Dr. Jasmine Kullar

Dr. Catherine Mallanda

Marc Smith