Addendum 1

Clayton County Public Schools Division of Business Services

1058 Fifth Avenue• Jonesboro, Georgia 30236 • (770) 473-2700

DR. ANTHONY W. SMITH

Interim Superintendent of Schools

RAMONA BIVINS

Chief Financial Officer

ADDENDUM # 1

IFB 017-23 Clear Bookbags and Backpacks

Solicitation Released: May 3, 2023

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received questions pertaining to this

IFB. The questions and their resulting answers are attached hereto.

2. The Pre-Bid Conference Agenda and Sign-in Sheet pertaining to this IFB are attached hereto as Exhibit 1.

3. CCPS is replacing Page 13 of Appendix B in its entirety to correct the department name to CCPS Federal Programs and is attached hereto as Exhibit 3.

4. CCPS is replacing the Bid Cost Form in its entirety to add how many days are required for delivery after receipt of the Purchase Order and is attached hereto as Exhibit 4.

5. CCPS is replacing Page 50 of Attachment A in its entirety to add Item 2.5 and Item

2.6 and is attached hereto as Exhibit 5.

6. CCPS is changing the Submission Deadline to Monday, June 5, 2023 for this IFB.

Debra B. Brewer, Esq., CPPO Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any bid to acknowledge receipt of this Addendum.

Failure to do so may result in the rejection of any bid submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

5/25/2023 | 3:09:34 PM EDT

QUESTION 1a: Happy Friday! Can you kindly confirm if the delivery of Clear Backpacks and Bookbags for IFB #017-23 are to be delivered to one location or, multiple? If multiple, can you confirm how many locations total?

Thank you for the help and we look forward to participating!

ANSWER 1a The Clear Bookbags and Backpacks will be delivered to the CCPS Warehouse, LABEL AS FOLLOWS: IFB 017-23 CLEAR BOOKBAGS AND BACKBACKS, ATTN:

SONIA WHITAKER, 218 Stockbridge Road, Jonesboro, GA 30236.

QUESTION 2a: When is the required mass cargo delivery requirement?

ANSWER 2a The question is not understood.

QUESTION 3a: Do they have more specific requirements on quality, such as thickness specifications, etc.?

ANSWER 3a Please see Attachment A, Scope of Services, page 50 of this IFB. The Bookbags and Backpacks specifications must be submitted with the bid.

QUESTION 4a: What is the standard for evaluation?

ANSWER 4a The lowest responsive bid that meets specifications from a responsible bidder.

QUESTION 4b: Would this be based purely on price, or overall performance?

ANSWER 4b The lowest responsive bid that meets specifications from a responsible bidder.

QUESTION 5a: I am hoping you can assist me. Can you kindly confirm if there was an RFP put out for the previous purchase of QTY 51k Clear Backpacks for SY22/23? I checked the past bids online but, couldn’t find anything.

ANSWER 5a This is a new solicitation for CCPS.

QUESTION 6a: How did the district purchase the book bags for SY 22/23?

ANSWER 6a CCPS purchased bookbags on an as-needed basis.

QUESTION 6b: Was it through a reseller partner?

ANSWER 6b The question is not understood.

QUESTION 7a: Can the straps of the clear book bag be other colors as well? Pink, Green, ETC.

ANSWER 7a Yes.

QUESTION 8a: Hello, Would you like the district logo on each bag?

ANSWER 8a No.

QUESTION 8b: What color would you prefer for the straps?

ANSWER 8b CCPS does not have a preference for the color of the straps.

QUESTON 8c: Are mesh pockets allowed? What is your targeted delivery date?

ANSWER 8c No. CCPS intends to submit orders in July for the Fall semester.

QUESTION 9: What is the deadline for July delivery?

ANSWER 10a CCPS intends to submit orders in July for the Fall semester.

QUESTION 11a Are price changes permitted & If so when?

ANSWER 11a Only one (1) price change for the awarded item in the first option year.

Price changes will be allowed only if the vendor provides to CCPS a letter from the manufacturer on the manufacturer’s letterhead with an authorized signature and date, stating that the awarded item(s) by the manufactured have increased. The letter also shall state the manufacturer’s increased price. The manufacturer shall certify that the price increase is “across the board” for all customers.

QUESTION 12: On Attachment B – Why are the 5 descriptions the same?

ANSWER 12a Multiple rows were added to allow bidders to bid as many sizes of the bookbags or backpacks as the bidder desires.

QUESTION 13: Can we get last year’s pricing?

ANSWER 13a This is a new solicitation for CCPS.

QUESTION 14: When is the required mass cargo delivery requirement as we can supply the entire quantity?

ANSWER 14a The question is not understood.

QUESTION 15: Can you please advise me estimated quantity?

ANSWER 15a CCPS intends to order approximately 250,000 throughout the duration of the awarded contract.

QUESTION 16: Is this a one-time purchase or term contract?

ANSWER 16a The initial term of this Agreement shall be for one (1) year, and may be automatically renewed for two (2) successive one (1) year terms upon the same terms and conditions.

QUESTION 17: Can you please advise me estimated quantity?

ANSWER 17a CCPS intends to order approximately 250,000 throughout the duration of the awarded contract.

QUESTION 18a: I need previous bid tabulation if available.

ANSWER 18a This is a new solicitation for CCPS.

QUESTION 19a: Do you required these bags without any imprint?

ANSWER 19a Yes.

QUESTION 20a: Would Clayton County Public Schools prefer if we provide size options that are specific to grade level?

a. If so, can you provide the number of students for your elementary school scholar population, middle school scholar population, and high school scholar population?

ANSWER 20a No.

QUESTION 21a: For manufacturing purposes, what will be the timeframe from award notification to the first purchase order?

ANSWER 21a This information is not available.

QUESTION 21b: Will Clayton County Public Schools place one order for approximately 60,000 bookbags?

ANSWER 21b CCPS intends to submit orders in July for the Fall semester.

QUESTION 21c Or will the purchase order be staggered on an as-needed basis?

ANSWER 21c CCPS will place additional clear bookbags and backpacks orders on an as-needed basis.

QUESTION 22a: What is the process to report manufacturing or shipping delays that may impact delivery to Clayton County Public Schools?

ANSWER 22a Bidder must notify Sonia Whitaker at sonia.whitaker@clayton.k12.ga.us within twenty-four (24) hours when any of the clear bookbags and backpacks are out of stock and provide the anticipated date of availability for the item(s)

QUESTION 23a: Will Clayton County Public Schools request product samples before or after the award of the contract?

ANSWER 23a Upon request, bidder must submit one sample of each clear bookbag and backpack requested. It will be the responsibility of the bidder to incur all costs associated with providing the samples. After testing, samples may be returned to the bidder at the bidder’s request and expense.

mailto:onia.whitaker@clayton.k12.ga.us

QUESTION 24: Would Clayton County Public Schools prefer if the vendor provided color options for the nylon strap of the clear bookbags i.e., pink, purple, blue, etc.? Or is a basic black nylon strap preferred?

ANSWER 24a CCPS does not have a preference for the color of the straps.

QUESTION 25a: Would Clayton County Public Schools like the vendor to provide a custom logo option? i.e., placing the school logo on the outside of the bag?

ANSWER 25a No.

QUESTION 26a: Do you require these bags without any imprint?

ANSWER 26a Yes.

QUESTION 26b I need previous bid tabulation if available.

ANSWER 26b This is a new solicitation for CCPS.

QUESTION 26c I need estimated quantity.

ANSWER 26c CCPS intends to order approximately 250,000 throughout the duration of the awarded contract.

QUESTION 27a: When will bid recipient be announced? Delivery Date.

ANSWER 27a This information is not available. CCPS intends to submit orders in July for the Fall semester.

QUESTION 28a: Our products are manufactured overseas. Would our factory be considered a subcontractor or are you referring to a partner here in the USA?

ANSWER 28a The question is not understood.

QUESTION 29a: Insurance Certificate -The bid states that we must carry Workers Compensation on our insurance certificate, however due to being a single owner C-Corp. (our model incorporates 3rd Party Logistic, Warehousing and Customer Service partners) this is not required by our State. Same applies to automobile liability insurance, since we do not use any company vehicles. Please advise.

ANSWER 29a All insurance requirements specified in the bid must be met. Any exceptions to the bid must be submitted in writing with the bid for review and acceptance or denial by CCPS.

QUESTION 30a: Page 34 states "sign here if you are an individual" if we are a C-Corp do we have to sign this page?

ANSWER 30a All required forms must be completed in their entirety and signatures affixed.

QUESTION 30b: Page 67. We are not local to Clayton County. Kindly expand on the statement below & also confirm if our factory would need to fill out any paperwork for this. Thank you.

11.4 Inclusivity in Purchasing Policy. Bidders are required to comply with the CCPS Inclusivity in Purchasing Policy (DJEAB) and Small Local Business Enterprise Program. "

ANSWER 30b All Bidders must comply with the SLBE program.

QUESTION 31a: What are your expectations in terms of the availability of bags-what date?

ANSWER 31a CCPS intends to submit orders in July for the Fall semester.

QUESTION 32a: In order to meet your end of July delivery date how soon (date) will you be able to make a decision and place a purchase order?

ANSWER 32a CCPS intends to submit orders in July for the Fall semester.

QUESTION 33a: Will you send a letter of intent prior to the Purchase Order Date?

ANSWER 33a No.

QUESTION 34a: Are you willing to receive bags over a period of time with August 15 being the last day of final delivery of all bags?

ANSWER 34a No.

QUESTION 35a: During the Q&A Zoom session it was discussed that the bags could possibly be delivered to one location rather than the individual schools. Can you confirm that your team has decided to accept all bags to one main warehouse?

ANSWER 35a The Clear Bookbags and Backpacks will be delivered to the CCPS Facilities

Services Warehouse, IFB 017-23 Clear Bookbags and Backpacks, ATTN: SONIA WHITAKER, 218 Stockbridge Road, Jonesboro, GA 30236.

QUESTION 36a Does this clear bookbag and backpack need to be printed anything? Is there any more detailed requirements of the backpack? Such as backpack material thickness and zipper material?

ANSWER 36a No.

QUESTION 37a: Please confirm: Is the delivery date of 60,000 backpack July or June 15?

ANSWER 37b CCPS intends to submit orders in July for the Fall semester.

QUESTION 38a Could you please provide the previous last awarded price for reference?

ANSWER 38a This is a new solicitation for CCPS.

QUESTION 39a: Is there any more detailed requirements of the backpack? Such as backpack material thickness and zipper material?

ANSWER 39a Please see Attachment A, Scope of Services, page 50 of this IFB. The Bookbags and Backbags specifications must be submitted with the bid.

QUESTION 40a: To calculate shipping accurately, are all bags being shipped to one location?

ANSWER 40a Yes.

QUESTION 41a: If they are being shipped to the 68 schools, how many bags per school do you want to be delivered? (Please distinguish each school with the type of bag you prefer Bookbag or Backpack)

ANSWER 41a The clear bookbags and backpacks will be shipped to one location.

QUESTION 42a: Days and hours allowed for receiving goods? Is there a dock?

ANSWER 42c Monday through Friday from 8:00 a.m. – 2:00 p.m. EST. Yes, there is a dock.

QUESTION 43a: Is there any specific instruction you would like to include so we can include it with delivery?

ANSWER 43a The Clear Bookbags and Backpacks will be delivered to the CCPS Facilities Services Warehouse, IFB 017-23 Clear Bookbags and Backpacks, ATTN: SONIA WHITAKER, 218 Stockbridge Road, Jonesboro, GA 30236.

QUESTION 44a: What is the estimated number of bags for each re-awarded term?

ANSWER 44a The question is not understood.

QUESTION 45a: The term book bags we want to confirm it's for elementary school students?

If so, how many from the 60,000 would you want to have for elementary school students?

ANSWER 45a This information is not available.

QUESTION 46a: Do you want one-style options with multiple sizes, or do you want them to uniquely differ from book bags and backpacks? or Mixture?

ANSWER 46a CCPS does not have a preference for the style options.

QUESTION 47a: Do you want logos as an option? Do you want a sample bag to include a logo?

If so, which school?

ANSWER 47a: No.

QUESTION 48a: Are there any accessories you want to have on or in the (bags)

ANSWER 48a No.

QUESTION 49a: Lunch boxes, although not required, would like to have that option? (They will be Clear) If so for how many of the bags?

ANSWER 49a No.

QUESTION 50a: Do you want reflective tape on the front and back of the bags?

ANSWER 50a No.

QUESTION 51a: Do you want them only for the elementary school bags?

ANSWER 51a No.

QUESTION 52a: Any additional safety features you would like to include on the bags?

ANSWER 52a No.

What is the estimated range of the budget for this project in regard to the 60k?

ANSWER 52a This information is not available.

QUESTION 53a: We are assuming that the total budget for the entire project is $1.1 million, is this true?

ANSWER 53a No.

QUESTION 54a: If so, do you aim to have this amount cover the entire project for the 60,000 and only the 60,000?

ANSWER 54a This information is not available.

QUESTION 55a: If you want a more cost-effective route and would be willing to receive a percentage in July and the remainder in August, What would that percentage be?

ANSWER 55a Bidder must specify the number of days required for delivery after receipt of Purchase Order.

QUESTION 56a: If the size falls under the minimum requirement, is it still acceptable to include it in the list of variations?

ANSWER 56a No.

QUESTION 57a: Would you like to send samples of the bags?

ANSWER 57a Upon request, bidder must submit one sample of each clear bookbag and backpack requested. It will be the responsibility of the bidder to incur all costs associated with providing the samples. After testing, samples may be returned to the bidder at the bidder’s request and expense.

QUESTION 58a: Would one sample, and a PDF of the variations be acceptable? Or would you like to have all the sample bags sent?

ANSWER 58a Upon request, bidder must submit one sample of each clear bookbag and backpack. It will be the responsibility of the bidder to incur all costs associated with providing the samples. After testing, samples may be returned to the bidder at the bidder’s request and expense.

QUESTION 59a: Would one sample, and a PDF of the variations be acceptable? Or would you like to have all the sample bags sent?

ANSWER 59a Upon request, bidder must submit one sample of each clear bookbag and backpack. It will be the responsibility of the bidder to incur all costs associated with providing the samples. After testing, samples may be returned to the bidder at the bidders’s request and expense.

EXHIBIT 1

IFB 017-23

Clear Bookbags and Backpacks

PRE-BID CONFERENCE MAY 11, 2023 at 10:30 A.M.

Join Zoom Meeting

IFB 017-23 Clear Bookbags and Backpacks Pre-Bid Conference

Meeting ID: 975 8948 0197 Passcode: 753340

Clayton County Public Schools

Purchasing Department 1098 Fifth Avenue

Jonesboro, GA 30236

Agenda

1. Opening Remarks Rose Tookes Purchasing Buyer

Introduction of CCPS Staff Purpose of the Meeting Procurement Process Required Forms Submission of Written Questions

2. Overview and Scope of Work Katrina Thompson Executive Director, Federal Programs

Sonia Whitaker

Federal Programs

3. Questions and Answers Katrina Thompson

Purchasing Staff

4. Conclusion and Adjournment Rose Tookes

Responses to this IFB will be received by Clayton County Public Schools (CCPS), Purchasing Department, 1098 Fifth Avenue, Jonesboro, Georgia, 30236 until 3:00 P.M., Eastern Standard Time (EST) on Thursday, June 1, 2023.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Thursday, May 18, 2023. Submit questions to: purchasing@clayton.k12.ga.us. All replies will be made in writing via an addendum to the CCPS website.

Oral responses are not authoritative. It shall be the responsibility of each Bidder to monitor the website and obtain a copy of any addendum issued for this RFP.

https://www.google.com/url?q=https://clayton-k12-ga-us.zoom.us/j/97589480197?pwd%3DOVdRelU4WG93OEdHamVORGVnMjUrdz09&sa=D&source=calendar&ust=1685214261858726&usg=AOvVaw0U3teKveXWlDl0VBKu3M5q mailto:purchasing@clayton.k12.ga.us

RFP 017-23

Clear Bookbags and Backpacks

Pre-Bid Conference

Thursday, May 11, 2023 at 10:30 A.M.

Via Zoom Meeting

Name Title Company Name Contact

Information

Katrina Thompson Executive Director, Federal Programs CCPS

Sonia Whittaker CCPS

Jessica Lawrence NA NA

Kimberly Stutsman NA NA

Fred

Andres Monsalve Director | Sales Seyfel USA

Mark Owens Sr. Key Account Manager ODP Business Solutions

Rose Tookes Purchasing Buyer CCPS

EXHIBIT 3

GENERAL TERMS AND CONDITIONS

The General Terms and Conditions contained in this Request for Bid (IFB) apply to all solicitations. Where there are specific or special conditions contained herein that conflict with the General Information and Instructions, the more specific or special conditions will prevail. The terms Contractor, Supplier, Provider and Bidder may be used interchangeably herein.

I. Contract Renewal. Upon executing its option to renew, CCPS will notify the

Contractor of such renewal, at which time the Contractor shall be bound to provide Services during such renewal term, without the need for the Parties to execute any further documents evidencing such renewal, it being acknowledged by the Contractor that its initial execution of this Agreement is deemed its agreement to continue to provide Services during any renewal term.

II. Payment. A purchase order will be issued to authorize the purchase of the services/commodities. Delivery/release of services/commodities is not authorized until the receipt of a purchase order.

a. The Contractor shall invoice CCPS on a monthly basis. If payment is to be made by line item, when a single line item has been satisfactorily delivered, complete payment will be made within thirty (30) days from either the date of delivery or the receipt of a satisfactory invoice in triplicate, whichever occurs last. Invoices should be sent to Clayton County Public Schools, Attn:

Federal Programs Department 1058 Fifth Avenue, Jonesboro, Georgia 30236. All invoices must show the contract number, work performed and period of work. Payment will be made via electronic payment or check.

CCPS reserves the right to modify these terms should extenuating circumstances prevail.

III. Non-Appropriation. Notwithstanding any other provision of this agreement, the parties hereto agree that the charges hereunder are payable to the Contractor by CCPS solely from appropriations received by CCPS. In the event such appropriations are determined, in the sole discretion of the Chief Financial Officer of CCPS, no longer to exist or to be insufficient with respect to the charges payable hereunder, this agreement shall terminate without further obligation of CCPS at the end of any fiscal period (hereinafter referred to as “Event”). In such Event, the Chief Financial Officer for CCPS shall certify to the Contractor the occurrence thereof, and such certification shall be conclusive.

Scope of Services. Contractor shall provide clear bookbags and backpacks as requested by CCPS Federal Programs in accordance with the IFB and Scope of Services.

Clayton County Board of Education www.c1ayton.kl2.ga.us http://www.c1ayton.kl2.ga.us/