CCSD Copy Paper HC_04_25_24A rev 0.pdf

Columbia County School District

PURCHASING DEPARTMENT

4781 Hereford farm Road, Evans, GA 30809

Tele: (706) 541-2723 ext. 5108 Fax: (706) 855-3843 Email: Hudson.Chandler@ccboe.net

NOTICE TO BIDDERS

MULTI-PURPOSE COPY PAPER

NUMBER HC-04-25-24A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached invitation for bid (IFP). Bids will be received at the office of Mr.

Hudson E. Chandler, Purchasing Supervisor, Columbia County School District, Business Department, 4781 Hereford Farm Road, Evans, GA 30809.

Bid Due: April 25, 2024 @ 2:00pm at CCBOE Business Department, 4781 Hereford Farm Road, Evans, GA 30809

BIDS SHALL BE PLAINLY MARKED

IFB FOR: Multi-Purpose Copy Paper

REQUEST FOR PROPOSAL NUMBER: HC-04-25-24A

DUE BEFORE: April 25, 2024 @ 2:00 p.m.

Any bid received later than the specified date and time, whether delivered in person or mailed, may be disqualified.

The CCSD reserves the right to reject any or all bids and to accept any bid deemed most advantageous to the Columbia County School District and to waive any informalities in bidding.

Hudson E. Chandler Purchasing Supervisor

NOTICE TO BIDDERS

Proposals are due no later than 2:00 p.m., April 25, 2024.

Offers are subject to rejection if not received by the due date and time specified and may be subject to rejection if not submitted with this form.

EXECUTION

In compliance with this Request for Proposal, and subject to all the terms and conditions herein, the undersigned offers and agrees to furnish all products, materials, equipment, and labor necessary to perform to the attached specification, at the price and within the time specified herein. I certify that this Offer is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a Proposal for the same purpose, and is in all respects fair and without collusion or fraud. Under penalty of perjury, the undersigned Offeror certifies that, to the best of its knowledge and belief: (1) the prices in this Proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Offeror, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this Proposal have not been knowingly disclosed by the Offeror and will not be knowingly disclosed by the Offeror prior to opening, directly or indirectly, to any other Offeror or to any other competitor; and (3) no attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not submit a Proposal for the purpose of restricting competition.

Failure to execute/sign Proposal prior to submittal may render the Proposal invalid. Late Proposals may not be accepted.

OFFICIAL BUSINESS NAME,

COMPANY NAME, TRADE NAME:

FEDERAL ID OR SOCIAL SECURITY NO:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO

(800)

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: WEB ADDRESS:

E-MAIL:

Offer valid for 45 days from Request for Proposal due date unless otherwise stated here: ____ days

CERTIFICATION & ACCEPTANCE FORM

Project Name:

Multi-Purpose Copy Paper

REQUEST FOR BID

NO. HC-04-25-24A

Refer ALL Inquiries to:

Columbia County School District 4781 Hereford Farm Road Evans, GA 30809

ATTN: Hudson Chandler, Purchasing Supervisor

Telephone: 706- 541- 2723 Ext. 5108 Facsimile: 706- 855-3843 E-Mail: Hudson.Chandler@ccboe.net

Commodity: Multi-Purpose Copy Paper

Contract Type: Fixed Price

FOR CCSD USE ONLY

Contract Number:

(See page 2 for mailing instructions.)

TYPE BUSINESS

Check one or more where applicable:

Minority-Owned Business (at least 51% owned and controlled by minority group members)

Woman-Owned Business (at least 51% owned and controlled by women)

Small Business

ACCEPTANCE OF OFFER

If any or all parts of this Proposal are accepted, an authorized representative of the CCSD shall affix their signature hereto and this document and any other special terms and conditions, scopes of work, specifications, and any Columbia County School District Contract conditions applicable to this Request For Proposal shall then constitute the entire written contract agreement between the parties (“Contract”). This Contract supersedes all prior written or oral agreements and there are no other promises or conditions in any other agreement, whether written or oral, having effect on this Contract.

A copy of this acceptance will be forwarded to the successful Offeror and a CCSD Purchase Order and/or General Contract For Services will issued as a release against this Contract.

FOR CCSD USE ONLY

Offer accepted and contract awarded this ____ day of _____________________, 20_____, By ___________________________________________________________ (Authorized contracting representative of CCSD).

MAILING INSTRUCTIONS: Mail (e.g., US Mail, Fed Express) pages 1 & 2 of this fully executed Request for Bid document and any required RFB documents with your Proposal. This is a formal sealed RFB. Seal, address envelope and identify the Request For Proposal number on the outside of the package as shown below: It is the responsibility of the Offeror to have all required RFB documents received by CCSD on or before the specified due date and time. INCLUDE ONE

ORIGINAL BID RESPONSE AND ONE COPY.

Business Department 4781 Hereford Farm Road Evans, Georgia 30809

Attention: Hudson Chandler, Purchasing Supervisor

Project: Multi-Purpose Copy Paper

RFB: HC-04-25-24A

Final review: April 25, 2024 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting competitive bids for the supply of multi-purpose copy paper during the 2024-2025 school year under Request for Bid (RFB) HC-04-25-24A. The CCSD prefers to enter into a contract with one successful Bidder as a result of this RFB.

Proposals are due no-later-than April 25, 2024 at 2:00 p.m.

• Bids are due no-later-than 2:00 p.m. EST, April 25, 2024

• Order(s) would be placed before the end of May 17, 2024

• Delivery to be begin near the end of June 2024 (as per schedule by Warehouse Manager)

The contract is for “Dock” delivery to the CCSD warehouse located at 1741 Blanchard Drive, Grovetown, GA 30813 (Warehouse) 2-3 trailers per week. Final dates and times of deliveries to be provided by Warehouse Manager.

All Multi-Purpose Copy Paper shall be 500-sheets per ream, 10-reams per case, 40-cases per pallet. All reams shall be mill-wrapped.

The Bidder must clearly identify the manufacturer/brand of the paper being offered in response to this IFB using the attached Bid Input Form. Bidders shall also provide, as part of this RFP, the mill specification corresponding to the proposed brand. The manufacturer and/or brand name must be clearly identified on each ream and on the outside of each carton/case delivered to the CCSD.

To be responsive to this IFB, each Bidder must submit a copy of the manufacturer’s detailed paper specifications for CCSD evaluation before the IFB closing date and time. Failure to submit the required specifications will result in disqualification of your proposal. Submission of samples for any proposed multi-purpose copy paper is not required unless the Bidder is proposing a different specification than those specified by CCSD. If the Bidder proposes specifications other than those specified by CCSD, the Bidder may be required to submit a minimum of 2-reams of sample paper.

All pricing shall be fixed-price, FOB Destination, and shall include all shipping, handling, and all other charges.

CCSD is tax exempt (#586000217).

The CCSD warehouse is not capable of receiving “dock” delivery of multiple truckloads of paper in one day.

Therefore, to insure sufficient CCBOE personnel will be available to receive and off-load each truck, the CCSD Warehouse Manager, Kelly Walden, must be contacted at (706) 541-2477 at least 72-hours in advance of any anticipated deliveries. CCSD can facilitate 2-3 truckloads per week. Acceptable delivery times and dates are to be arranged between the winning vendor and Kelly Walden, warehouse manager.

The successful Bidder shall make no change and/or substitution of any Multi-Purpose Copy Paper during the performance period of any contract leading from this IFB that is different from the specification and/or samples provided as part of this IFB unless such substitution is requested in writing and accepted by CCSD in advance of any such proposed change. Failure to provide written notification and to obtain CCSD authorization before any such change and/or substitution may place the Bidder in default of the contract.

Bidders shall provide Proof of General Liability and Workers Compensation Insurance as specified in the attached CCSD terms and conditions with Columbia County Board of Education named as the certificate holder or additional named insured within 10-business days following notification of contract award.

Multi-Purpose Copy Paper

HC-04-25-24A

All bidders must submit a minimum of three references on the attached CCSD Business References Form.

References must be for projects/contracts of similar size and scope as that contemplated herein. Failure to provide adequate references may result in disqualification of your proposal.

This solicitation does not obligate funds, nor does it constitute a contract, offer of employment, or offer of purchase. The cost of preparation of a bid response is the sole obligation of the Bidder.

This solicitation is not intended to be, nor shall it be construed as being, restrictive of the concepts, parts and/or service that a bidder may choose to propose in response to this RFP. Each proposal must meet the minimum CCSD specifications and conditions provided herein in order to be considered fully responsive to the RFP.

Proposals found to be non-responsive to the RFP will not be considered for further evaluation and/or subsequent contract award.

All bidders are being provided the same time and opportunity to request any additional information or clarification concerning this bid in advance of the specified bid due date and time. Therefore, failure to seek such information or clarification prior to the bid closing shall all be deemed to have been fully asked and answered in advance of the bid closing. All questions or request for information relating to this solicitation shall be directed to the attention of Hudson Chandler, CCSD Purchasing Supervisor, Business Department, by telephone at 706-541-2723 x5108, by email at Hudson.Chandler@ccboe.net.

By submitting a proposal, the Bidder certifies that, to the best of its knowledge and belief: (1) the prices in this proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Bidder, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this proposal have not been knowingly disclosed by the Bidder and will not be knowingly disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any other competitor; and (3) no attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not submit a proposal for the purpose of restricting competition.

Any discussions regarding price with CCSD employees or other bidders prior to the bid review is expressly forbidden and will result in disqualification of your bid.

CCSD will accept bids sent by email. Bidders are to consider emailed bids not received by Hudson.Chandler@CCBOE.net, until responding email accepting receipt. Email greater than 18 megabytes exceed our size limit and cannot be received. Electronic Signatures will be accepted on bids.

THE FOLLOWING DOCUMENTS MUST BE INCLUDED AND FULLY EXECUTED AS PART OF YOUR PROPOSAL.

FAILURE TO PROVIDE ALL REQUIRED RFP DOCUMENTS MAY RESULT IN DISQUALIFICATION OF YOUR

PROPOSAL.

• Multi-Purpose Copy Paper Bid Input Form (1-Page)

• Business References Form (1-Page)

• Product Specifications and supporting documentation

White Multi-Purpose Copy Paper Specification and Bid Input form

8.5”x11” Size Paper

Domestic MFG. / Mill ONLY Color Blank, White Basis Weight 20 lb.

Acidity Acid-Free (Alkaline) Moisture 4.3 – 4.6 Caliper 4.0 – 4.1 Brightness 92 minimum Opacity 90 Recycled No No. Of Reams 10 per case (8.5”x11”) Cases Size Maximum of 5,000 sheets / case Use All-in-one machine, copier, inkjet printer, laser printer

Company Name __________________________________________

Description Qty

Price for truck added to unit price

Unit Price

(per case)

Total

Extended

Price

SKU No. MFG. / Mill Name

“Dock” delivery to the

CCSD warehouse located at

1741 Blanchard Drive, Grovetown, GA 30813

7,560 cases X

“Dock” delivery to the

CCSD warehouse located at

1741 Blanchard Drive, Grovetown, GA 30813 price for

Partial trailer after 7,560 cases*

*Pricing is for a partial load trailer, plus per case cost. The CCSD will know how many more cases than 7,560 will be ordered when PO placed. Current total estimate is 7,642 cases.

Bid Parameter Worksheet

Company Name:

Failure to respond to the following questions and/or to provide company authorized signature(s) may result in disqualification of your proposal.

Yes No Do your products and/or services meet all of the requirements described in the BID document? If not, have you attached all variations to any requirements and specifications to your proposal?

Yes No Have you completed or answered all BID response lines and questions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Have you submitted your bid in accordance with any attached Special and/or Bid/Contract

Conditions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Does your company understand that the Columbia County School System reserves the right to reject any and all proposals and conduct a re-bid for any reason? Please Note: All information submitted within bids, even if rejected or re-bid, is made available to the public unless marked “Proprietary” as described within the General Conditions.

Yes No

Do you acknowledge that all information presented within your proposal becomes available to the public unless marked “Proprietary” or “Confidential”? Please Note: Only certain items may be marked as “Proprietary” or “Confidential. See the Bid Terms & Conditions for further information.

Yes No

Do you understand that if your company is awarded the contract and does not deliver service(s), product(s) or material(s) by the specified delivery date, then the contract award may be rescinded and all orders cancelled?

Yes No Does your company accept that the Columbia County School System is the sole arbiter of this bid and that all decisions are final?

Yes No

Not Applicable

Does your company accept that low bid price does not guarantee bid award and that awards may be based on one or a combination of factors? Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you attached warranty information to your bid as requested? Please

Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you provided or will you provide all insurance information as requested? Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you attached your company’s required financial statements? Please

Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you attached your company’s required customer references? Please

Note: Failure to do so may result in disqualification of your bid.

Yes No Did you receive written amendment(s) to this Bid? If yes, how many? _______

Please Note: Failure to respond to this question may result in disqualification of your bid.

_____ Attachments List the number (quantity) of attachments included with your BID response.

Attached Electronically Courier

US Mail Hand Delivered

Please indicate how you have submitted your required product specifications and other requested documents or materials.

Organization Name Project Name

Name(s) and Titles(s) of Authorized Representative(s)

Signature(s) Date

Signature(s) Date

Multi-Purpose Copy Paper

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: _____________________________________________________________

Title: _________________________________ Date: ____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Contract Size:

Company or Business Name Address Contact/Telephone Number

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.