CCSD for Duplicat Machine Services HC_11_15_2.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 VENDORS

DUPLICATING MACHINES, SUPPLIES AND

MAINTENANCE SERVICES

NO. HC-11-15-24A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached Invitation For Proposal documents (RFP). Bids will be received at the office of Hudson E. Chandler, Purchasing Supervisor, Columbia County School District, Business Department, 4781 Hereford Farm Road, Evans, GA 30809.

November 15, 2024 @ 2:00 PM

SHALL BE PLAINLY MARKED

RFB FOR: Duplicating Machines, Supplies and Maintenance Services

REQUEST FOR BID NUMBER: HC-11-15-24A

DUE BEFORE: November 15, 2024 @ 2:00 p.m.

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

The CCSD reserves the right to reject any or all bids and to accept any bid deemed most advantageous to the CCSD and to waive any informalities in the request.

Hudson E. Chandler Purchasing Supervisor

NOTICE TO BIDDERS

Bids are due no later than 2:00 p.m., November 15, 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 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 Bid 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 Bid 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 CCBOE; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this Bid 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 Bid for the purpose of restricting competition.

Failure to execute/sign Bid prior to submittal may render the Bid invalid. Late Bids 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 Bid due date unless otherwise stated here: ____ days

CERTIFICATION & ACCEPTANCE FORM

Project Name:

Duplicating Machines, Supplies and Maintenance Services

Invitation for Bid

NO. HC-11-15-24A

Refer ALL Inquiries to:

Columbia County School District 5108 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: Duplicating Machines, Supplies and Maintenance Services

Contract Type: Fixed Price

FOR CCBOE 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 Bid 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 Bid 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 Bid. This is a formal sealed RFB. Seal, address envelope and identify the Request For Bid 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: Duplicating Machines, Supplies and Maintenance Services

RFB: HC-11-15-24A

Bid review: November 15, 2024 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting competitive proposals for high speed duplicating machines, supplies and maintenance under Request Number

HC-11-15-24A (RFP).

Bids are due no-later-than November 15, 2024 at 2:00 p.m.

Last day for questions November 7, 2024 at 2:00 p.m.

Contract performance would commence on or about July 1, 2025, and continue for five one-year periods, ending June 30, 2029.

The CCSD reserves the right to extend this contract on an annual basis. The contract would be renewable annually at the same or equivalent price, with written consent of both parties.

The Contract shall be deemed to terminate absolutely and without further obligation on the part of CCSD at the close of each school year in which it was executed and at the close of each succeeding school year for which it may be renewed. In the event of insufficient funding, the Contract shall terminate absolutely and without further obligation as of that moment.

The Columbia County School District 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.

Please include pricing for a color drum and ink if a school wishes to purchase a drum. The schools also indicated they do not need to print anything larger than 8 ½ x 14 (legal). The machines proposed need to be able to easily copy on regular copy paper, construction paper, envelopes, index cards, and card stock. The speed of the machine and enlarge and reduce capabilities at a minimum similar to the EZ221.

The school system is requesting inputs in 3 different formats:

• Cost per copy which includes the machine, ink, and masters. At the end of the contract the machines are the property of the school system.

• Cost per machine if the school system wishers to purchase the machines. Cost per copy for maintenance and supplies.

• Cost per machine if the school system wishes to purchase the machines. Cost per copy for maintenance.

Purchase ink and masters - must include the number of master per roll and estimated copies per ink bottle based on 10% coverage. School may order supplies throughout the school year.

• Optional – you may provide other options but you must contact the CFO to discuss other options so all vendors will have the same opportunity.

The CCSD reserves the right to buy supplies from another vendor if the pricing deems to be in the best interest of the school system.

All pricing must include installation of the new equipment and must be completed by July 31, 2025. The vendor must also remove all current Savin and Duplo machines from each school and dispose of them as they see fit.

The vendor must include extensive training as needed.

All equipment will become the property of the school system.

Duplicating Services

HC-02-20-24A

Response time for maintenance must be within 24 hours. The vendor must have technicians within a 60 mile radius of Columbia County, GA.

A temporary replacement machine must be provided at no charge for any machine down for more than 48 hours.

The vendor must provide once a year preventive maintenance on all of the machines.

The vendor must provide an option for copy guards on all machines up to 100 users and provide installation and training on the copy guards.

The school system has the option to place 3 machines at 3 various locations for 2 weeks to test the machines before a decision may be made on the proposal.

Billing

The vendor must provide monthly bill for any services based on cost per copy. The school system will provide a monthly spread sheet to the vendor showing the copy count and master count per machine. If the school system chooses the option to purchase supplies the vendor will bill each school individually. The vendor must be able to accept the P-card (VISA) for payment of services and supplies.

Any specific questions regarding this proposal please contact Alex Casado Alejandro.Gil-Casado@CCBOE.net, CFO and copy Hudson.Chandler@CCBOE.net.

Please read all RFP documents carefully. It shall be the sole responsibility of the Bidder to seek clarification from CCSD in sufficient time prior to the RFP closing date and time to resolve any questions or misunderstandings that may arise regarding the RFP. Clarification or information not obtained sufficiently in advance of the bid closing shall be deemed to have been asked and answered.

CCSD is a tax-exempt organization and as such, price should NOT include any federal, state or local sales tax, or use tax (or fees) unless otherwise required by the Georgia Department of Revenue (e.g., diesel fuel tax). The Federal Tax ID number for the CCSD is 58-6000217.

At the discretion of the CCSD, contract award notices may be sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation.

Proposals which in any way qualify or vary the terms of these instructions, conditions and specifications may be considered non-responsive and result in disqualification of the bidder. The award of a contract resulting from this RFP may be made to the most responsive/responsible Bidder offering product(s) deemed to be the best interest of CCSD. CCSD reserves the right to make award by item, groups of items, or on an all-or-nothing award basis, whichever award is deemed to be in the best interest of CCSD.

The CCSD reserves the right (i) to reject any and all proposals or any part of any proposal, (ii) to waive minor defects or technicalities, or (iii) to solicit new proposals on the same project or on a modified project that may include portions of the originally proposed project as the CCSD, in the exercise of their sole and unfettered discretion, may deem necessary.

Preparation and submittal of a proposal is solely at the cost of the Bidder. Therefore, CCSD is in no way liable or obligated for any cost incurred by the Bidder in determining and submitting a proposal pursuant to the RFP.

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 mailto:Hudson.Chandler@CCBOE.net

Duplicating Services

HC-02-20-24A

Bidder and will not be knowingly disclosed by the Bidder prior to review, 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 other Bidders prior to the bid opening is expressly forbidden and will result in disqualification of your bid.

THE FOLLOWING DOCUMENTS MUST BE INCLUDED AND FULLY EXECUTED AS PART OF YOUR BID. FAILURE TO PROVIDE ALL REQUIRED RFP DOCUMENTS MAY RESULT IN DISQUALIFICATION OF YOUR BID.

• Bid Certification and Acceptance form (2-Pages)

• Columbia County School System Bid Parameter Worksheet (1-Page)

• Business References Form (1-Page)

• Bid Input Data broken out as per requested formats (X-Page(s))

• Attach specifications and warranty information for all bid items.

• Signed General Contract for Services (within calendar 10-days of receipt of award)

• Proof of Insurance (within calendar 10-days of receipt of award)

• E-verify form (within calendar 10-days of receipt of award)

Parameter Worksheet

Company Name:

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

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.

______________________________________________ Project Name Organization Name Name(s) and Titles(s) of Authorized Representative(s) Signature(s) Date Signature(s) Date

Duplicating Machines, Supplies and Maintenance Services

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.