BID SPECS.docx

FRANKLIN PARISH SCHOOL BOARD

INVITATION TO BID

Reference: 2025 Heat/Air Units Bid

Closing Time & Date of Bids: 12:00 P.M., CST – Thursday, June 12, 2025

Bid Opening Time & Date: 2:00 P.M., CST – Thursday, June 12, 2025

Sealed bids are requested for the following items or services for the period of June 1, 2025 through December 31, 2025 (6 months) under the condition of this invitation:

Air Conditioner/Heat Units

1. This invitation to bid must be completed and returned with your bid to the Franklin Parish School Board office. The bid should be in a sealed envelope, clearly designating “2025 FALL AIR CONDITIONER BID” on the outside of the envelope or file online with bidnetdirect.com. See note on item 14.

2. Bids must be received prior to the date and time designated above of closing time of bids. Bids received thereafter will not be considered.

3. Bids must be signed by an officer or member of the bidder who is authorized to legally bind the bidder to the terms of this invitation and of the bid.

4. All bids shall be considered to be effective and available for thirty (30) days after the date stated above for the opening of bids, unless otherwise stated in the Special Conditions, below. No bid may be withdrawn prior to the expiration of that time.

5. Federal Excise Taxes are not applicable to any purchase by the Franklin Parish School Board. Bids should not include any such taxes. Exemption certificates will be furnished upon request. Louisiana State and local sales and use taxes are not to be included in bid prices.

6. Any manufacturer's names, catalogue or model numbers, or other similar material identifying a particular product, or a particular grade of product, are used for descriptive purposes, to establish the standard of quality, design and performance required. Such use shall not be construed to exclude proposals based upon other products of like quality and performance. However, any substitution or departure proposed must be clearly noted and described, and the attention of the FPSB directed thereto by bold face type, asterisk, or similar device. Otherwise, it will be assumed that Bidder proposed to supply the items as specifically described in the Special Condition, below.

7. It is understood and agreed that Bidder, if awarded the subject contract, will protect, defend and hold harmless the FPSB, its members, agents and employees, from any claims, suits or demands for payment that may be brought for the use of any patented or copyrighted material, device, article or process, of any material that is a trade secret, that may enter into the design, manufacture, or use of the items or services contracted for, including any material, device, article or process the use of which is substantially important to the proper and most effective use of the items or services contracted for. Bidder further agrees to indemnify in full the FPSB, its members, employees and agents for any amounts which they may be required to expend in the defense of such claims, suits or demands, or in settlement thereof, or in satisfaction of any judgment, award or decree resulting there from.

8. Bidder agrees, if awarded the subject contract, to protect, defend and hold harmless the FPSB, its members, agents and employees, from any claims, demands or suits of any nature arising from or in any way

Invitation to Bid: AIR CONDITIONER connected with injury or damage to person, property, business or reputation, sustained by reason of any of the acts of Bidder, his agents, employees or assigns, or of anyone for whom Bidder is legally responsible.

9. The FPSB reserves the right to waive defects and informalities in proposals, to reject any or all proposals, to accept such proposal as it may deem to be in its best interest.

The FPSB reserves the right to buy off of a Louisiana State Contract or other vendor(s).

10. Bidder, by submitting a proposal in response to this invitation, agrees to be bound by each of the terms and conditions hereof, whether set forth under General Conditions, Special Conditions, or as an attachment hereto, and agrees that said terms and conditions constitute the terms of the contract between the FPSB and Bidder, effective upon award of the contract by the FPSB.

11. The successful bidder will have thirty (30) days after an order has been placed to fulfill obligation of bid. If Bidder does not comply with this part of Bid Specifications, the FPSB has the right to cancel order and proceed to order from next lowest bidder.

12. Information pertaining to any term or condition of this Invitation to Bid may be obtained through the Business Manager, or Administrative Assistant Franklin Parish School Board, 7293 Prairie Road, Winnsboro, LA 71295 (Phone 318-435-9046).

13. Public Bid Law (R.S. 38:2211, et seq.) requires that each bid shall be either hand delivered by the bidder or his agent to the Business Manager or Administrative Assistant, Franklin Parish School Board, 7293 Prairie Road, Winnsboro, LA 71295 in which instance the deliverer shall be handed a written receipt, or such bid shall be sent by registered or certified mail with a return receipt requested. If mailed, send to: Franklin Parish School Board, 7293 Prairie Road, Winnsboro, LA 71295, prior to bid date and opening time.

Or:

Bids may also be submitted by electronic means security/password protected to:

www.bidnetdirect.com. The following information should be included on all pages of correspondence:

Vendor name as registered with Louisiana Secretary of State Corporation database Vendor Sales Representative and contract number(s) Formal bid# RFB-NL-0000000010 Bid due date and time.

Invitation to Bid: AIR CONDITIONER

SPECIAL INSTRUCTIONS, TERMS, AND CONDITIONS

1. Bids must be submitted to this office on the attached forms, on or before the date and time specified for bid opening. If these forms are not used, the bid may be rejected. Each bid should be placed in a separate envelope completely and properly identified with bid name and time and date shown on the outside. The bidder’s response must be typed or printed in ink. Or bid may be submitted through BidSync.com. Late bids will not be considered under any circumstances.

2. Failure to sign the bid will cause the bid to be disqualified. The person signing the bid should show title or authority to bind his/her firm in a contract. Signature must be in ink.

3. Should any bidder desire to change or withdraw his bid, he shall do so in writing PRIOR to date and time of bid opening. No bid may be changed, altered, or withdrawn after the public bid opening.

4. In accordance with the terms and conditions of this bid document, the FPSB is authorized to award the bid to the lowest responsible bidder or to reject all bids and to re-advertise for new bids. The FPSB has discretion to determine who is and who is not a responsible bidder, but that determination must not only be honest but must be based on sound and good evidence and same standards should be applied by FPSB equally to all bidders. (R.S. 38:2214(b))

5. Bidder must supply a current W-9 form with bid.

6. Bidder, if awarded is subject to the terms and conditions of the FPSB for ordering and payment methods.

7. The successful bidder will have thirty (30) days after an order has been placed to fulfill obligation of bid. If Bidder does not comply with this part of Bid Specifications, the FPSB has the right to cancel order and proceed to order from next lowest bidder.

THIS CERTIFICATE MUST BE EXECUTED BY BIDDER

In compliance with the Invitation to Bid; in consideration of the detailed description attached hereto; and subject to all conditions thereof, the undersigned agrees, if this bid be accepted within the time stipulated above to furnish any or all items for the bid price listed attached.

NAME OF FIRM __________________________________ WEBSITE_______________________________

BY NAME: ___________________________________________________________________________ (Please Print)

BY _______________________________________________________________

(SIGNATURE REQUIRED)

TITLE _____________________________________________________________

ADDRESS ______________________________________ CITY ____________________________

STATE __________ ZIP ___________ TELEPHONE _____-_____-________ FAX ____ -____-________ Item

Window Unit

24,000 BTU

Window Unit

12,000 BTU

Floor Unit

PTAC

Ductless Mini-Split System

Name of Bidder: _______________________________________________________________________________

Address, City, State, Zip: _________________________________________________________________________

Authorized person & phone #: ____________________________________________________________________

7293 Prairie Road Winnsboro, LA 71295