Addendum 1_ IFB 003_25 Toilet Tissue and Disp.pdf

Clayton County Public Schools Division of Business Services

& Strategic Improvement

1098 Fifth Avenue• Jonesboro, Georgia 30236 • (770) 473-2700

DR. ANTHONY W. SMITH RAMONA BIVINS

Superintendent of Schools/CEO CFO/Chief of Business Services

& Strategic Improvement

ADDENDUM # 1

IFB 003-25 TOILET TISSUE AND DISPENSERS

Solicitation Released: December 11, 2024

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect.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 the Sign-In Sheet pertaining to this IFB are attached hereto as Exhibit 1.

3. The Bid Analysis Summary for IFB 019-21, Toilet Tissue and Dispensers is attached hereto as Attachment 1.

4. The Addendum for IFB 019-21, Toilet Tissue and Dispensers is attached hereto as Attachment 2.

5. A copy of IFB 019-21, Toilet Tissue and Dispensers is attached hereto as Attachment 3.

Debra Brewer, Esquire Issue Date

Certified Public Procurement Officer (CPPO)

Director, Department of Purchasing

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

QUESTION 1 Is the Paper items to be delivered to 1 location Central Warehouse or to individual schools?

ANSWER 1 The Toilet Tissue and Dispensers will be delivered to the CCPS Warehouse.

QUESTION2: Are you required to be small business in order to be awarded or is it the lowest bidder?

ANSWER 2 No.

QUESTION 3: Are you accepting other brands that meet the specifications if samples are provided?

ANSWER 3 Samples will be reviewed and a decision will be made by CCPS.

QUESTION 4 What days is the delivery location for samples closed for the Holidays? Want to make sure samples are delivered 3 weeks before the bid submission with holidays in mind.

ANSWER 4 Please submit samples by Thursday, January 23, 2025.

QUESTION 5: Was there an incumbent prior and is the Scope of Work the same?

ANSWER 5 Yes.

QUESTION 6: Was their contract number and amount used to execute the contract?

ANSWER 6 Yes.

QUESTION 7: What is your budget for this project?

ANSWER 7 Not Available.

QUESTION 8: Will the contract be awarded to one or several contractors?

ANSWER 8 CCPS intends to make one (1) award, however, CCPS reserves the right to make multiple awards or no awards for IFB No: 003-25 Toilet Tissue and Dispensers

QUESTION 9: Is bond required?

ANSWER 9 No.

QUESTION 10: Are you able to share a copy of the current vendor/contract for this project?

ANSWER 10 A copy of IFB 019-21 , Toilet Tissue and Dispensers is attached hereto as

Attachment 3.

QUESTION 11: Can you provide previous bid tabulation and awarded contract amount?

ANSWER 11a The Bid Analysis Summary is attached hereto as Attachment 1.

ANSWER 11b The estimated current contract amount was $285,000.

QUESTION 12: Do you have quantities of tissues and dispensers that were purchased under previous contract?

ANSWER 12a That information is not available.

QUESTION 13: Is the estimated quantity in ATTACHMENT B for 1 year or are those numbers for 3 years?

ANSWER 13 The quantities specified in the Bid Cost Form are estimates only. There are no guarantees as to the quantities CCPS will require over the time period stated.

QUESTION 14: What consideration, if any is given for bidders that are certified HUB, SBE, Veteran-Owned and/or Minority Owned?

ANSWER 14 None.

QUESTION 15: Per page 16, section VI. What kind of insurance is required?

ANSWER 15 Refer to Page 17 and Page 18 of the IFB.

QUESTION 16: Is insurance required when “direct shipping” product from our warehouse to yours?

ANSWER 16 Yes.

QUESTION 17: Did the previous contractor meet the district’s expectations?

ANSWER 17 Not relevant. Contract expiring.

QUESTION 18: Can alternative equivalent brands with slightly different dimensions or specifications be submitted for consideration?

ANSWER 18 Yes.

QUESTION 19: Are there specific quality or durability standards for the toilet tissue and dispensers beyond the provided description.

ANSWER 19 No.

QUESTION 20: What is the deadline for submitting product samples for equivalent brands?

ANSWER 20 Please submit samples by Thursday, January 23, 2025.

QUESTION 21: Is there a specific testing process for sample approval, and how long does the approval process take?

ANSWER 21 This information is not available.

QUESTION 22: How should samples be labeled and submitted to ensure proper identification?

ANSWER 22: Refer to Page 54 of this IFB.

QUESTION 23: Are there requirements for labeling cases and dispensers (e.g., lot numbers, compliance marks)?

ANSWER 23 Refer to Page 54 of this IFB.

QUESTION 24: Does the packaging need to meet any environmental standards or specific materials

(e.g., recyclable)?

ANSWER 24 No.

QUESTION 25: Can we present an additional quote that includes early pay discount?

ANSWER 25 Yes.

QUESTION 26: Are volume-based discounts expected or encouraged in the pricing submission?

ANSWER 26 No.

QUESTION 27: Can shipping costs be itemized separately, or must they be included in the unit cost as required by F.O.B. Destination?

ANSWER 27a No.

ANSWER 27b All Costs listed in BONFIRE are inclusive, F.O.B. Destination.

QUESTION 28: How will discrepancies in roll pack sizes (e.g., 500 sheets per roll but different pack quantities) affect bid evaluation?

ANSWER 28 Bidder must make the necessary computations to provide the information as requested. CCPS Will not make calculations to reconcile pack sizes differences.

QUESTION 29: What are the expected delivery timelines for the full order of toilet tissue and dispensers?

ANSWER 29 Ordered on an as-needed basis.

QUESTION 30: Are partial deliveries allowed, or must all items be delivered at once?

ANSWER 30 Yes, partial deliveries are allowed, when requested by CCPS.

QUESTION 31: Are there restrictions or requirements for the delivery location (e.g., access hours, unloading assistance)?

ANSWER 31 Yes. CCPS will assist with unloading.

QUESTION 32: Does F.O.B. Destination include unloading at the delivery site, or is it limited to transportation to the location?

ANSWER 32 No.

QUESTION 33: How will bids be scored or evaluated (e.g., solely based on cost or other factors like delivery speed and quality)?

ANSWER 33 The lowest, responsive bid from a responsible bidder that meet the specifications in the IFB.

QUESTION 34: Will preference be given to suppliers offering environmentally certified products?

ANSWER 34 No.

QUESTION 35: What is the expected duration of the contract (e.g., one-time delivery, ongoing supply)?

ANSWER 35 Orders will placed on an as-needed basis.

QUESTION 36: Are there penalties for delays or deviations from product specifications?

ANSWER 36a Bidder must immediately notify the CCPS Facilities Services Department

Warehouse Supervisor or designee, upon receipt of order(s) when any toilet tissue or dispensers are out of stock and provide the anticipated date of availability for the product.

ANSWER 36b The product must meet the required specifications in the IFB.

QUESTION 37: If a submitted equivalent product is rejected after sample review, can the bidder submit another product within the time to propose another product?

ANSWER 37 No.

QUESTION 38: Are the estimated quantities (4,800 cases for tissue, 3,100 units for dispensers) fixed, or could they vary upon final order placement?

ANSWER 38 Estimated quantities could vary based on the need.

QUESTION 39: Are there reporting requirements for order fulfillment (e.g., delivery confirmation, inventory tracking)?

ANSWER 39 Not relevant for bid. Contract expiring.

QUESTION 40: Did the previous contractor meet the district’s expectations?

ANSWER 40 Not relevant for bid. Contract expiring.

QUESTION 41: What were the strengths (pros) of the previous contractor?

ANSWER 41 Not relevant for bid. Contract expiring.

QUESTION 42: Were there any shortcomings or areas for improvement (cons) in their service or product delivery?

ANSWER 42 Not relevant for bid. Contract expiring.

QUESTION 43: What is the current budget allocated for this project?

ANSWER 43 This information is not available.

QUESTION 44: Could you provide details of the previously awarded contract, including the contract value?

ANSWER 44 The question is not understood.

QUESTION 45: Is this purchase order for the full volume of 4,800 cases of toilet tissue and 3,100 dispensers, or will it be fulfilled on an as-needed basis?

ANSWER 45 Orders will place on an as-needed basis.

QUESTION 46: If it is for fulfillment on an as-needed basis, how will orders be placed and coordinated?

ANSWER 46 The vendor will receive a signed CCPS Purchase Order. Refer to IFB for delivery instructions.

QUESTION 47: Is there a central hub or designated location where bulk orders should be shipped?

ANSWER 47 Yes.

QUESTION 48: If the bulk order is split, are the location display in exhibit 1 the locations deliveries must be made to or is there a hub or hubs that deliveries go to?

ANSWER 48a No.

ANSWER 48b All orders must be shipped to the CCPS Maintenance

Warehouse located at 218 Stockbridge Road, Jonesboro, GA 30236.

QUESTION 49: What’s CCPS preferred method communication to reach POC’s in sending purchase orders, damages return, operations communication, invoices, etc?

ANSWER 49 This information is provided in the IFB.

QUESTION 50: Will the awarded contractor need to provide compatibility for integration or use any specific software?

ANSWER 50 No.

QUESTION 51: Is this a bulk purchase for storage and distribution by CCPS internally, or is it a fulfillment service order where the contractor is responsible for managing delivery to individual locations?

ANSWER 51 All deliveries will be delivered to the CCPS Central Warehouse.

QUESTION 52: If it is a fulfillment service order, will CCPS provide a detailed schedule and addresses for delivery?

ANSWER 52 No.

QUESTION 53: Who will be the primary point of contact (POC) from CCPS for this project if the contract is awarded?

ANSWER 53 CCPS Warehouse Supervisor.

QUESTION 54: If there was a previous bid for this project, could you provide the Q&A from all prior bidders?

ANSWER 54 See attached the Addendum for IFB 019-21, Toilet Tissue and Dispensers attached hereto as Attachment 2.

QUESTION 55: Are there any additional clarifications or amendments to the IFB since its release?

ANSWER 55 No.

QUESTION 56: What was the previous quantity requested to be for the Toilet Paper during each year of the previous contract?

ANSWER 56 See Attachment 3, IFB 019-21 Toilet Tissue and Dispensers.

QUESTION 57: What was the previous quantity requested to be for the Dispenser during each year of the previous contract?

ANSWER 57 See Attachment 3, IFB 019-21 Toilet Tissue and Dispensers.

QUESTION 58: What was the previous quantity Order for the Toilet Paper during each year of the previous contract?

ANSWER 58 See Attachment 3, IFB 019-21 Toilet Tissue and Dispensers.

QUESTION 59: What was the previous quantity Order for the Dispenser during each year of the previous contract?

ANSWER 59 That information is not available.

QUESTION 60: What was the previous quantity Order for the Toilet Paper during each year of the previous contract?

ANSWER 60 That information is not available.

QUESTION 61: What was the previous quantity Order for the Dispenser during each year of the previous contract?

ANSWER 61 That information is not available.

QUESTION 62: Referring to Expansion: What’s the previous requested Dispenser order quantity from each year of the previous contract due to this product replace need.

ANSWER 62 That information is not available

QUESTION 63: Referring to Replacement: What’s the previous requested Toilet Paper order quantity from each year of the previous contract due to this product replacement need

ANSWER 63 That information is not available.

EXHIBIT 1

IFB 003-25

TOILET TISSUE AND DISPENSERS

PRE-BID CONFERENCE

Thursday, December 19, 2024 at 10:30 A.M.

Join Zoom Meeting

IFB 003-25 Toilet Tissue & Dispenser - Pre-Bid Conference Meeting

Meeting ID: 941 3908 0334

Passcode: 370346

One tap mobile +14702509358, 94139080334# US (Atlanta)

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 Frank Seals Warehouse Supervisor

3. Questions and Answers Frank Seals

Rose Tookes

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, January 23, 2025.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Thursday, January 9, 2025. Submit questions to: purchasing@clayton.k12.ga.us. All replies will be made in writing via addendum to the CCPS website. Oral responses are not authoritative. It shall be the responsibility of each Proponent to monitor the website and obtain a copy of any addendum issued for this RFP.

mailto:purchasing@clayton.k12.ga.us

1098 Fifth Avenue Jonesboro, GA 30236

Questions

Please print your question (s) below. Any question not answered today will be answered by addendum as stated below*

Name: Title:

Company/Firm:

Email Address:

*Attendees will be permitted to ask questions during the pre-proposal conference, however, any oral responses to questions are not authoritative and may not be relied upon for any matter. It shall be the responsibility of each Proponent to monitor the CCPS website and obtain a copy of any addendum issued for this RFP. Please do not contact the end user department for questions.

Attendance Sheet

Name Title Company Name Contact Information

Phillip Gaines N/A MSC Industrial Supply N/A

Tasha Robinson N/A WellCare Resources, LLC N/A

Kareem Mitchell N/A Mitchell Logistics Co., LLC N/A

Derrick Perkins CEO Watchdog Global Logistics, Inc.

N/A

Adenike Lawal CEO Remnik Enterprises N/A

Frank Seals Warehouse Supervisor

CCPS

N/A

Rose Tookes Purchasing Buyer CCPS

(770) 473-2700

Total Cost

American Paper & Twine Company

$ 172,460.0

Manufacturer/ Pack Size

Associated Paper Inc.

$ 182,924.0

Imperial Bag & Paper Co LLC dba Imperial Dade

$ 164,208.0

Green Dream International

$ 0

Momentum Supply Services

$ 267,103.0

Office Depot Inc

$ 185,852.0

Southeastern Paper Group

$ 185,856.0

Manufacturer/

Brand Model

Bidding and # of Unit Brand Rolls Per Price

Total Cost Model

Total

Cost

Total

Cost

Total

Cost

Total

Cost

Total

Cost Case Bidding

Total

Unit

Price

Pack Size and of Rolls Per

Case

Manufacturer/

Brand

Model

Bidding

Total

Pack Size and # of Rolls

Per Case

Manufacturer/

Brand

Pack Size and

# of Rolls Per

Case

Manufacturer/

Brand and # of Rolls

Per Case

Manufacturer/

Brand

Pack Size and # of Rolls Per Case

Manufacturer/

Brand

Pack Size and

# Rolls Per

Case

Manufacturer/

Brand and # Rolls

Per Case

$ 290,960.0

United Sales USA Corp.

Item

Number

Description Items

Estimated

Quantity of

Issue

CATEGORY A: Toilet Tissue

ATTACHMENT 1

IFB 019-21 TOILET TISSUE AND DISPENSERS

BID ANALYSIS SUMMARY

BIDDERS

1 Toilet TissueSoftpull Centerpull 4800 Case Georgia Pacific # 19516 500 sheets $ 32.7 $ 156,960.0 Georgia Pacific 19516 16 Rolls $ 34.88 $167,424.00 GAPAC 19516 16/500 $ 34.21 $164,208.00 No Bid No Bid No Bid No Bid Georgia Pacific 19516 500 sheets $ 42.93 $206,064.00 Georgia Pacific 16 $ 35.49 $170,352.00 Georgia Pacific 19516 500 $ 38.72 $185,856.00 Georgia Pacific 2-Ply, White, $ 46.46 $223,008.00 2-Ply Mini Toilet Tissue, 5.25" x per roll/16 per roll/16 Corporation sheet/roll #GPC19516 5.25 x 8.4, 8.4" Length of the Rolls - 500 rolls per rolls per case Item # 19516 16 rolls/case 500 sheets per roll/16 rolls per case case Sheets/Roll, Georgia Pacific Brand Item # 16

19516 or CCPS Approved Rolls/Carton

CATEGORY B: Dispenser

DispenserSofpull/CenterPull

Mini Side-by-Side Toilet Tissue

Dispenser, Translucent Smoke, 16.100" W x 7.000" D x

9.000"HGeorgia Pacific Brand

Item # 56516 or CCPS Approved Equivalent Sample Required

3100 Each Georgia Pacific # 56516 Each $ 5 $ 15,500.0 Georgia Pacific 56516 Each $ 5 $ 15,500.0 GAPAC 56516 EACH $ 0 $ 0 No Bid No Bid No Bid No Bid Georgia Pacific 56516 n/a $ 19.69 $61,039.00 Georgia Pacific

Corporation

Item # 56516

1 $ 5 $15,500.00 Georgia Pacific 56516 1 $ 0 $ 0 Georgia Pacific

#GPC56516

1/case $ 21.92 $ 67,952.0

Bid Opened: April 30, 2021

Time: 3:00 P.M.

This is to certify that this is a true and correct copy of the Tabulation of the bids opened.

Buyer

ATTACHMENT 2

Division of Business Services

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

DR. MORCEASE J. BEASLEY EMMA BENTON

Superintendent of Schools Chief Financial Officer

ADDENDUM # 1

IFB 019-21 TOILET TISSUE AND DISPENSER

Solicitation Released: March 30, 2021

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 Teleconference Agenda and Sign-in Sheet pertaining to this IFB are attached hereto as Exhibit 1.

3. The Bid Tabulation Form and Contract Award Letter for the current bid are attached hereto as Exhibit 2.

April 21, 2021 | 12:23:59 PM EDT

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 proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Date

IFB 019-21 Toilet Tissue and Dispensers Page 2 of 7

QUESTION 1: Can you provide the last winning bid? Also please advise if these will be shipped one shot, or broken down. If broken, approximately how many orders throughout the year?

ANSWER The Bid Tabulation Form and Contract Award Letter for the current bid are attached hereto as Exhibit 2. Bidder must be able to fill all orders and deliver new and quality toilet tissue and dispensers upon request from the Maintenance Department for the initial and subsequent terms of this IFB within ten (10) business days after receipt of order (ARO).

QUESTION 2: After further review of the bid I had a question about the minimum qualifications listed on page 11.

3. MINIMUM QUALIFICATIONS Bidder must have one (1) year of experience providing toilet tissue and dispensers for a school district, college/university or any other governmental organization similar in size to CCPS.

Momentum Supply Services is a women owned minority small business.

We've been operating for about two years and have provided equipment, disinfectant, wipes and other supplies to several districts in the area including Newton, DeKalb, and Fulton. We've never won a bid of this volume. However, our supplier of the products listed is a large Fortune 500 company with the capabilities to meet the needs of the district. Will this disqualify us from participating in this particular bid?

ANSWER No.

QUESTION 3: Do I need to resubmit samples for this bid or do you still have the samples from the original bid that was cancelled?

ANSWER Yes.

IFB 019-21 Toilet Tissue and Dispensers Page 3 of 7

EXHIBIT 1

IFB NO. 019-21

PRE-BID TELECONFERENCE CALL

Monday, April 12, 2021, 10:30 A.M.

Pre-Bid Teleconference Call number:

(712) 775-7465

Access code: 222743, Pound #

Department of Purchasing

Agenda

1. Opening Remarks Rose Tookes Buyer

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

2. Overview and Scope of Work Frank Seals

Maintenance Dept.

3. Questions and Answers Frank Seals

4. Conclusion and Adjournment Rose Tookes

Responses to this IFB will be received by Clayton County Public Schools (CCPS) e-Procurement

Portal, at claytonk12ga.bonfirehub.com until 3:00 P.M., Eastern Standard Time (EST) on Friday, April 30, 2021.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Monday, April 19, 2021. Submit questions to: purchasing@clayton.k12.ga.us . All replies will be made in writing via 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 IFB.

IFB 019-21 Toilet Tissue and Dispensers Page 4 of 7

Pre-Bid Teleconference Call

Monday, April 12, 2021, 10:30 A.M.

Attendance Sheet

Name

Signature

Title

1 Nicole Brooks Teleconference Vice President Momentum Supply Services

2 Tim LaBrie Teleconference Acct Business Develop Manager Office Depot

3 Rose Tookes Teleconference Buyer CCPS

4 Frank Seals Teleconference Maintenance CCPS

IFB 019-21 Toilet Tissue and Dispensers Page 5 of 7

EXHIBIT 2

IFB 019-21 Toilet Tissue and Dispensers Page 6 of 7

IFB 019-21 Toilet Tissue and Dispensers Page 7 of 7

ATTACHMENT 3

INVITATION FOR BIDS

CLAYTON COUNTY PUBLIC SCHOOLS

DR. MORCEASE J. BEASLEY EMMA BENTON

Superintendent of Schools Chief Financial Officer

Debra B. Brewer, Esq., CPPO

Director Department of Purchasing

218 Stockbridge Road, Jonesboro, Georgia, 30236

Bid Submission Deadline:

April 30, 2021

3:00 p.m. Eastern Standard Time (EST)

SCHEDULE OF EVENTS

IFB 019-21 TOILET TISSUE AND DISPENSERS Page 2 of 63

EVENT DATE OR DEADLINE

Eastern Standard Time (EST)

IFB Release March 30, 2021

Non-Mandatory Pre-Bid Conference Call April 12, 2021 @ 10:00 a.m.

Pre-Bid Conference Call number:

(712) 775-7465

Access code: 222743

Deadline for Submission of Questions April 19, 2021 @ 3:00 p.m.

Submit questions to:

purchasing@clayton.k12.ga.us Answers Posted to Website by Addendum April 26, 2021 @ 3:00 p.m.

IFB Submission Deadline April 30, 2021 @ 3:00 p.m.

Bid Opening Via Zoom ID # 970 6500 7458

Purchasing Representative Rose Tookes

BID SUBMISSION FORM

This form must be completed in its entirety and signed by the authorized representative or official submitting the bid. This form must be returned with each bid. Failure to do so will render a bid non-responsive.

Company Name:

Mailing Address:

(Street, City, State, Zip Code)

Email Address:

Phone Number:

Fax Number:

Social Security or Tax ID#:

Name of Authorized Representative:(printed or typed only)

Title of Authorized Representative:

Signature of Authorized Representative:

Date of Signature:

TABLE OF CONTENTS

IFB 019-21 TOILET TISSUE AND DISPENSERS Page 3 of 63

DESCRIPTION BEGINNING PAGE

Information and Instructions to Bidders 4

Submission of Bids 7

Introduction 10 Background 10

Intent to Award 10 Term of Agreement 10

Scope of Services and Specifications 11

Minimum Qualifications 11

Requirements Contract Clause 11

Alternates or Approved Equivalent 11

Authorized Price Increase After Award of Contract 12

Discounts 12

Required Form Submittals 12

CCPS Standard Draft Agreement 12

Appendices A. Code of Ethics

B. General Terms and Conditions

C. General School Schedule and Holidays

D. Required Forms

Attachments A. Scope of Services and Specifications

B. Bid Cost Form

C. CCPS Standard Draft Agreement

Exhibit

1. CCPS School Locations

DocuSign Envelope ID: 658E2593-C6D0-4F02-BFCF-4CB45E1CBFAF

IFB 019-21 Toilet Tissue and Dispensers Page 4 of 63

A. INFORMATION AND INSTRUCTIONS TO BIDDERS

1. Services Required: This Invitation for Bids (“IFB”) is for Toilet Tissue and

Dispensers for Clayton County Public Schools (“CCPS”). A detailed Scope of

Services (“SOS”) is set forth in this IFB.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the CCPS Purchasing Policies and Procedures. By submitting a bid in reference to this solicitation, a Bidder acknowledges that it is familiar with CCPS Purchasing Policy and Procedures and all laws applicable to this solicitation, which policies, procedures and laws are incorporated into this IFB by reference.

3. Criminal Background Check: By submitting a bid in reference to this solicitation, Bidder acknowledges that a satisfactory criminal background check and history may be required for anyone coming into direct or indirect contact with CCPS students at no cost to CCPS.

4. Certificate of Authority to Transact Business in Georgia: Each Bidder must submit with its bid documentation that demonstrates it is duly authorized to conduct business in the State of Georgia. This requirement also applies to Joint Venture (JV) Team Members, Sub-Contractors and Sub-contractors.

5. Business License: Bidder is requested to submit a copy of its current, valid business license with its Bid. If the Bidder is a Georgia corporation, Bidder is requested to submit a valid CCPS or city business license. If Bidder is a joint venture, Bidder is requested to submit valid business licenses for each member of the joint venture. If the Bidder is not a Georgia corporation, Bidder is requested to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

6. Professional License: Bidder must attach a copy of any professional license required by this IFB with its response. All required licenses must be maintained for the duration of any contract award period.

7. Tax Exemption Status: CCPS is exempt from Federal Excise Tax and Georgia

Sales Tax with regard to goods and services purchased directly by CCPS.

Exemption certificates are available upon request.

8. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful bidder. All services, labor, materials and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.

IFB 019-21 Toilet Tissue and Dispensers Page 5 of 63

9. No Offer by CCPS and Firm Offer by Bidder: This solicitation does not constitute an offer by CCPS to enter into an agreement and cannot be accepted by any Bidder to form an Agreement. This solicitation is only an invitation for offers from interested

Bidders and no offer shall bind CCPS. A Bidder’s offer is a firm offer and may not be withdrawn except as provided in this IFB, CCPS Purchasing Policies and

Procedures and other applicable law.

10. Negotiations; Best and Final Offers: CCPS reserves the right to negotiate specifications, terms and conditions, which may be necessary or appropriate for the accomplishment of the intent of this IFB. CCPS may require the submission of Best and Final Offers. CCPS may require that this IFB and Bidder’s response be incorporated in full or in part as Contract Documents. The IFB and all responses, supplemental information, and other submissions provided by Bidder during discussions or negotiations may be held by the CCPS as contractually binding upon

Bidder. CCPS may seek clarification from a Bidder at any time during the procurement process, and failure of a Bidder to timely respond may be cause for rejection of Bidder’s bid.

11. Purchase Order: A properly signed and executed Purchase Order provided to the successful bidder by CCPS results in a binding contract without further action by either party. The contract documents shall consist of this Invitation for Bids and any addenda thereto, the offeror’s bid (as amended by any negotiations and best and final offers accepted by CCPS), Notice of Award and Notice to Proceed letters and establishing Purchase Order. The contract shall be interpreted, construed and given effect in all respects according to the laws of the State of Georgia.

12. Multiple Awards: CCPS reserves, in its sole discretion, the right to make one (1) award, no award, or award to multiple Bidders.

13. Georgia Open Records Act: Information provided to CCPS is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to

O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10

[O.C.G.A. § 10-1-760 et seq.]”.

14. Illegal Immigration Reform and Enforcement Act: This IFB is subject to the Illegal

Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the

Georgia Security and Immigration Compliance Act. Pursuant to Act, the Bidder must provide with its Bid proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor Affidavit, Illegal Immigration Reform and Enforcement Act Forms must be submitted with the Bid at the time of submission. Under State Law, the CCPS cannot consider any Bid which does not include the completed forms. Where the business structure of a Bidder is such that

Bidder is required to obtain an Employer Identification Number (EIN) from the

Internal Revenue Service, Bidder must complete the Contractor Affidavit on behalf

IFB 019-21 Toilet Tissue and Dispensers Page 6 of 63 of, and provide a Federal Work Authorization User ID Number issued to, the Bidder itself. Where the business structure of a Bidder does not require it to obtain an EIN, each entity comprising Bidder must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the

Act. All Bidders intending to do business with CCPS are responsible for independently apprising themselves of and complying with the requirements of the

Act and assessing its effect on CCPS solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll.

15. Sub-Contractors and Sub-Consultants: Bidder shall ensure the responsibility standards for each of its Sub-Contractors and Sub-Contractors as listed below and in each and every part of this IFB. Verification must include documentation that each

Sub-Contractor or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this IFB, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements. Bidder shall not furnish any statement, representation, or certification in connection with Sub-

Contractors or Sub-Contractors that is materially false, deceptive, incorrect or incomplete. Failure of the Bidder to provide information concerning the responsibility of any Sub-Contractor or Sub-Contractor may result in a finding that the Bidder is not responsible. All proposed Sub-Contractors and Sub-Contractors shall be listed in the Bidder’s response. Bidder shall ensure that all proposed Sub-Contractors have adequate personnel, past experience, adequate facilities, finances and business systems to perform the scope of services. CCPS reserves the right to approve all Sub-Contractors and Sub-Contractors.

16. Sub-Contractors and Manufacturers: Bidders are required to submit, in writing, the addresses of any proposed Sub-contractor or equipment manufacturers listed in the Bid and may be required to submit other material information relative to proposed Sub-Contractor. CCPS reserves the right to disapprove any proposed Sub- Contractor whose technical or financial ability, or resources, or experience are deemed inadequate.

17. Minority, Female Business and Local Enterprises: It is the intent of CCPS that

Minority Business Enterprises (MBE), Woman Business Enterprises (WBE), and

Local and Small Business Enterprises (L/SBE) have an equal opportunity to participate in CCPS procurement opportunities. Bidders are encouraged to use said vendors whenever possible in the execution of any contract.

18. Reasonable Accommodation: CCPS will provide reasonable accommodations for Bidders with a disability. Bidder’s should request reasonable accommodations by contacting the Purchasing Department, 218 Stockbridge Road, Jonesboro, Georgia 30236, or by email with the IFB name and number in the subject line to purchasing@clayton.k12.ga.us. If accommodations at the pre-bid conference are needed, please notify the Purchasing Department by email not later than forty-eight

(48) hours in advance.

https://e-verify.uscis.gov/enroll

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19. Conflict of Interest: Bidders are advised to read and familiarize themselves with the conflict of interest provisions of this IFB contained in Appendix B, General Terms and Conditions, and Required Form Submittals.

19.1 CCPS reserves the right to issue solicitations for specific projects that are independent of this IFB. Except as stated in this IFB, successful Bidders under this IFB are not precluded from responding to such solicitations.

19.2 All interests of CCPS employees, officers or elected officials in Bidder’s firm should be listed and disclosed with Bidder’s response to this IFB.

B. SUBMISSION OF BIDS

1. Ownership of Bids: Each Bid submitted to CCPS shall become the property of the

CCPS, without compensation to a Bidder, for use by the CCPS, in its discretion.

CCPS shall not be liable for any bid preparation costs incurred by Bidders, or for any subsequent work on the Bid or additional documentation required by CCPS.

2. Bid Duration: Bids submitted in response to this IFB must be valid for a period of

One Hundred and Twenty (120) calendar days from the Bid Submission Deadline and must be marked as such.

3. Bid Submission Deadline: Responses to this IFB will be received by Clayton

County Public Schools (CCPS) e-Procurement Portal, at claytonk12ga.bonfirehub.com until 3:00 P.M., Eastern Standard Time (EST) on

Friday, April 30, 2021. The public bid opening will be held via Zoom at: IFB 019-21

Toilet Tissue and Dispensers Bid Opening at 3:00 P.M. EST. Meeting ID: 970 6500

7458 and the Passcode: 239555.

3.1 Bidders must register in Bonfire as a vendor at:

https://claytonk12ga.bonfirehub.com/portal/?tab=login in order to submit a bid prior to the submission deadline.

3.2 Bidders and all required forms must be fully completed, signed in ink and uploaded in Bonfire at:

https://claytonk12ga.bonfirehub.com/portal/?tab under the correct solicitation.

3.3 CCPS will only accept online submissions for this IFB. Oral, telephonic, facsimile, emailed and mailed bids will not be considered.

4. Late Responses. Late Responses received will not be considered. Time will be determined in BONFIRE (as determined by the time stamp clock when submitted https://clayton-k12-ga-us.zoom.us/j/97065007458?pwd=N2paaWxKVGZQQWY0dk80QmV0TzdOZz09 https://clayton-k12-ga-us.zoom.us/j/97065007458?pwd=N2paaWxKVGZQQWY0dk80QmV0TzdOZz09 https://clayton-k12-ga-us.zoom.us/j/97065007458?pwd=N2paaWxKVGZQQWY0dk80QmV0TzdOZz09 https://claytonk12ga.bonfirehub.com/portal/?tab=login https://claytonk12ga.bonfirehub.com/portal/?tab

IFB 019-21 Toilet Tissue and Dispensers Page 8 of 63 online). Bids delivered to other locations within CCPS will not be considered. CCPS is not responsible for misdirected mail or items delivered late by carriers.

5. Non-Mandatory Pre-Bid Conference: A Non-Mandatory Pre-Bid Conference Call has been scheduled for Monday, April 12, 2021 at 10:00 A.M., EST. The number for the Pre-Bid Conference Call number is (712) 775-7465, enter access code

222743 and the pound #. Attendance during the Pre-Bid Conference Call is voluntary for Bidders responding to this IFB; however, Bidders are encouraged to attend. During the Pre-Bid Conference, the general requirements of the project will be discussed. Any questions raised by potential Bidders will be discussed. Verbal answers to questions during the Pre-Bid Conference will not be authoritative. Each

Bidder must be fully informed regarding all existing and expected conditions and matters which might affect the cost or performance of the required services. It should be emphasized, however, that nothing stated or discussed during the course of this conference shall be considered to modify, alter or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

6. Solicitation Questions: Any questions regarding this IFB should be submitted on or before Monday, April 19, 2021 at 3:00 P.M., EST. All questions must be submitted in writing to Debra B. Brewer, Director, by email with the IFB name and number in the subject line to purchasing@clayton.k12.ga.us. Questions received after the designated period may not be considered. Verbal responses are not authoritative. Answers to questions will be made by addendum posted to the CCPS website not later than 3:00 p.m. EST on Monday, April 26, 2021. It is the responsibility of each Bidder to obtain a copy of any Addendum issued for this solicitation.

7. Prohibited Contacts: All Bidders and representatives of Bidders are strictly prohibited from contacting CCPS employees, CCPS Officials, Elected Officials or any third-party representatives of CCPS on any matter having to do with this IFB.

All communications by any Bidder concerning this IFB must be made in writing to the CCPS Purchasing Department.

8. Examination of Bid Documents:

8.1 Each Bidder is responsible for examining with appropriate care the complete

IFB and all Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Bidder, who is deemed to have included all costs for performance of the Services in its Bid.

8.2 Each Bidder shall promptly notify CCPS in writing should the Bidder find discrepancies, errors, ambiguities or omissions in the Bid Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the IFB. Replies to such notices may be made in the form of an addendum to the IFB, which will be posted to the CCPS website.

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8.3 CCPS may in accordance with applicable law, by Addendum, modify any provision or part of the IFB at any time prior to the Bid due date and time.

8.4 Each Bidder must confirm Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each

Addendum.

8.5 CCPS may waive any technicalities and formalities. CCPS reserves the right to cancel the IFB in its entirety.

9. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Agreement that may be awarded pursuant to this IFB are set forth in Appendix

B, General Terms and Conditions. Bidder must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for

Bidder, if any. For purposes of this section, “Bidder” shall mean an individual, corporation or other corporate entity submitting a bid in connection with this solicitation, including each Joint Venture partner if Bidder is a Joint Venture.

10. Protests: Protests dealing with specifications or the solicitation shall be filed not later than three (3) working days prior to the bid due date. Other protests shall be filed not later than three (3) working days after the bid due date, or if the protest is based on subsequent actions of CCPS, not later than three (3) working days after the aggrieved person knows or should have knowledge, of the facts given rise to the protest. All Protests should specify exactly what is being protested.

Protests are considered filed when received by the Director of Purchasing. Protests which are not filed in a timely manner, as set forth above, will not be considered.

Bidder agrees to pay for CCPS reasonable attorney’s fees and expenses of litigation for any protest arising out of this solicitation in which CCPS is a prevailing party. Only those who participated in the solicitation are eligible to protest.

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IFB 019-21 Toilet Tissue and Dispensers Page 10 of 63

IFB 019-21

Clayton County Public Schools (“CCPS”) is soliciting Bids from qualified Bidders to provide Toilet Tissue and Dispensers for Clayton County Public Schools on an as needed basis. A detailed Scope of Services is set forth in this IFB.

1. INTRODUCTION

1.1 BACKGROUND

1.1.1 CCPS is committed high performance. CCPS is fully accredited through AdvanceED-Southern Association of Colleges and Schools Council on Accreditation and School Improvement. CCPS is a diverse K-12 system located in metropolitan Atlanta, Georgia, with 38 elementary schools, 16 middle schools, 10 comprehensive high schools, an alternative school, Open Campus, and two psycho-education facilities. CCPS is the fifth largest school system in the State of Georgia and is ranked amongst the 100 largest school districts in the U.S. Student enrollment is approximately 55,008.

1.2 INTENT TO AWARD

CCPS intends to make one (1) award to the lowest responsible, and responsive bidder; however, CCPS reserves the right to make multiple awards or no award for IFB No: 019-21 Toilet Tissue and Dispensers.

1.2.1 Responsibility. The determination of the Bidder’s responsibility will be made by CCPS based on whether the Bidder meets the following minimum standard requirements:

1.2.1.1 Has the appropriate and adequate experience required to provide toilet tissue and dispensers;

1.2.1.2 Has adequate personnel to fulfill the order;

1.2.1.3 Ability to comply with the required or proposed schedule;

1.2.1.4 Has a satisfactory record of performance;

1.2.1.5 Bidder must have the ability to provide future services;

1.2.1.6 Has adequate financial means to meet obligations

incidental to the work; and

1.2.1.7 Such other factors as the CCPS determines to be

pertinent to either the bid or the contract.

1.2.2 Responsiveness. The determination of the Bidder’s responsiveness will be made by Clayton County Public Schools based on a consideration of whether the Bidder has submitted complete bid documents meeting bid requirements without irregularities, exclusions, special conditions, or alternative bids for any item unless specifically requested in the solicitation.

IFB 019-21 Toilet Tissue and Dispensers Page 11 of 63

1.3 TERM OF AGREEMENT

The Contract shall commence within ten (10) calendar days after receipt of Notice to Proceed.

The initial term of the Agreement and any renewal terms are collectively referred to as the “Term”. 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. The services to be performed under this Agreement shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of CCPS on June 30th of the year in which it was executed and on June 30th of each succeeding and renewed year, as required by O.C.G.A. § 20-2-506 (b), as amended, unless terminated earlier in accordance with the termination provisions of this agreement. If needed, the annual contract will be extended ninety (90) days or for such period beyond the contract expiration date as it may be necessary to afford CCPS a continuous supply of the items(s).

This contract shall not be deemed to create a debt of CCPS for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

2. SCOPE OF SERVICES AND SPECIFICATIONS

All services provided must comply with all federal, State of Georgia and local regulations and laws applicable. Bidder must provide toilet tissue and dispensers as specified in this IFB and in accordance with Attachment A, Scope of Services and Specifications, attached hereto and incorporated herein by reference.

3. MINIMUM QUALIFICATIONS

Bidder must have one (1) year of experience providing toilet tissue and dispensers for a school district, college/university or any other governmental organization similar in size to CCPS.

4. REQUIREMENTS CONTRACT CLAUSE

The quantities specified in the Bid Cost Form are estimates only. There are no guarantees as to the quantities CCPS will require over the time period stated, therefore, no liability for non-purchase of any goods and/or services. More or less of the estimated quantity may be purchased

5. ALTERNATES OR APPROVED EQUAL

If bidding an alternate item, Bidder shall enclose complete manufacturer’s specifications and warranties with bid. Failure to do so may render the vendor’s bid non-responsive. CCPS will make the final decision for any approved alternate or approved equivalent item.

IFB 019-21 Toilet Tissue and Dispensers Page 12 of 63

6. AUTHORIZED PRICE INCREASE AFTER AWARD OF CONTRACT

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

6.2 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.

7. DISCOUNTS

When submitting bids or quotations, all discounts (any discounts, cash discounts, quantity discounts, combination of item discounts, all item discounts or any other form or combination of item discounts), shall be calculated by the bidder and reduced to a net unit price.

8. REQUIRED FORM SUBMITTALS

The forms and documents contained in Appendix D, Required Forms, are mandatory forms required to be submitted with each bid. Failure to provide the information or documentation required may cause a bid to be declared non-responsive and rejected.

Failure to have an authorized representative sign all documents at the signature line, or failure to have all documents properly notarized as requested, may cause a bid to be declared non-responsive and rejected.

9. CCPS STANDARD AGREEMENT

The Agreement included as Attachment C is a standard CCPS document which should be thoroughly reviewed by all Bidders prior to submitting a bid. Modifications or additions to the CCPS Standard Contract will not be entertained after contract award.

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APPENDIX A

PURCHASING DEPARTMENT

CODE OF ETHICS

I. Give first consideration to the mission and policies of Clayton County Public Schools.

II. Strive to obtain maximum value for each dollar spent.

III. Decline personal favors, gifts, and gratuities. Grant all competitive Contractors fair and equal consideration.

IV. Conduct business with potential and current Contractors in an atmosphere of good faith.

V. Demand honesty in sales representations whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.

VI. Receive consent from the originator for the use of proprietary ideals and designs.

VII. Make a reasonable effort to obtain equitable settlement of any controversy with a Contractor.

VIII. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

IX. Create an environment of fair, ethical, and legal business practices.

X. Protect Clayton County Public Schools’ interest by ensuring that Contractors honor all terms of their contracts.

IFB 019-21 Toilet Tissue and Dispensers Page 14 of 63

APPENDIX B

GENERAL TERMS AND CONDITIONS

The General Terms and Conditions contained in this Invitation for Bids (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, Bidder, Contractor, Supplier, Provider and Vendor 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 renewalterm.

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.

b. Invoices should be sent to:

Attn: Maintenance Department 218 Stockbridge Road Jonesboro, Georgia 30236

c. 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”).