COMPETITIVE_PROCUREMENT_STANDARDS_FOR_SERVING_LINES_REVISED1 (1).pdf

Comptetitive Procurement Standards

West Jasper School District

(A) BID NOTICE

The West Jasper School District will accept un-priced sealed bids until 10:00 AM CST, November 14, 2025, in the following manner for:

Description: Cafeteria Serving Line Equipment

Bid submittals will be evaluated and qualified bidders will be invited to participate in the Electronic Reverse Auction.

Official bid documents can be downloaded from Central Bidding at www.centralbidding.com, for a fee. Electronic bids and/or reverse auction bids can also be submitted at www.centralbidding.com.

For any questions relating to the electronic bidding or reverse auction bidding process, please call Central Bidding at 225- 810-4814.

Bid specifications and instructions may also be obtained from the West Jasper School District, Child Nutrition Office at 510 Highway 18, Bay Springs, MS.

Pheobie Trisler Child Nutrition Director 601-425-8500 Email: ptrisler@westjasper.org

The WJSD Board of Education reserves the right to reject any or all bids submitted and to waive any informalities.

Superintendent: Dr. Jill Miller

Advertisement Dates: October 22 and October 29, 2025 mailto:ptrisler@westjasper.org

Procurement Schedule

The following is the timetable for the procurement process. This timeline is subject to change, but will be updated on Central Bidding if any changes are made.

Send Advertisement to Newspaper October 10, 2025

Newspaper Run Dates October 22, 2025, and October 29, 2025, The Post

Release of Bid October 22, 2025

Release Bid to Central Bidding October 22, 2025

Mandatory Site Visit October 23, 2025-November 7, 2025

Deadline for Written Clarification/Questions On or before November 10, 2025

Addendum to be Issued to Respondents DO NOT submit Proposal until this date

On or before November 12, 2025

Deadline for Bidders to submit UN-PRICED bids. Please upload to Central Bidding free of charge.

November 14, 2025, 10:00 AM CST

Qualification of Bid Beginning November 14, 2025

Notification of Invitation to Bid (based on bid acceptance) November 17, 2025

Reverse Auction Start Date/Time **Please be sure all Reverse Auction technical requirements with Central Bidding have been met by this date.

Wednesday, November 19, 2025, 8:00 AM-10:00 AM, unless extended

Submit to WJSD Board Deadline December 2, 2025

Contract Approval by WJSD Board December 9, 2025

(B) SIGNATURE FORM

Sealed, written, and un-priced bids will be received by the West Jasper School District Board of Education at the Central Administrative Office Building, 510 Highway 18, Bay Springs, MS 39433, on the date and time specified on the BID NOTICE.

Neither dating the un-priced bid nor placing it in the mail by this date will meet legal requirements. All bids must be received at the Central Office Building or by electronic bid submission, on or before the date and time specified. Submissions will be evaluated, and vendors submitting acceptable offers will be invited to submit priced bids by Electronic Reverse Auction through Central Bidding.

Electronic bids and reverse auction bids can be submitted at www.centralbidding.com. For any questions relating to the electronic bidding process, please contact Central Bidding at 225-810-4814. To participate in the Reverse Auctions, Bidders must have all reverse auction technical requirements set up through Central Bidding by the date noted in the Procurement Schedule. Submitting un-priced bids electronically is the preferred method of the WJSD.

The West Jasper School District Board of Education reserves the right to reject all bids received and/or to waive any and all informalities. While it is the intention of the West Jasper School District Board of Education to purchase the quantities of all items as listed, the right is reserved to omit any item necessary to bring the total cost within budget provisions, as well as to increase the quantities if necessary. The right is reserved to award the bid, if awarded, within ninety (90) calendar days from the date of the bid opening.

I/We propose to furnish and deliver the items listed according to your specifications and quantities at the indicated prices. I/We further agree not to request permission to withdraw our bid after the un-priced bids have been publicly opened.

This IFB consists of the (A) BID NOTICE (B) THIS SIGNATURE FORM (C) QUESTIONNAIRE (D) COMPETITIVE

PROCUREMENT STANDARDS, (F) SPECIFICATIONS

There may be additional forms attached. I/We understand that each form is to be signed as required, and unless this has been done, our bid may be considered incomplete and rejected.

I/We, the undersigned, do hereby understand and accept the following instructions and terms and conditions under which this bid is being submitted.

Company-Legal Name Signature

Address Printed Name

Title

Telephone Date

Email Fax

1. CONFLICT OF INTEREST

By signing this bid, you acknowledge: (1) no involvement, financial or otherwise, that an employee, officer or agent of WJSD may have in your organization.

If applicable, please acknowledge acceptance of the addenda issued by checking below:

Addendum 1_______ Addendum 2 ________ Addendum 3_______ Addendum 4________

RETURN THIS SIGNATURE FORM WITH YOUR BID

C) QUESTIONNAIRE

Bidders must submit their un-priced bid in the sequence of this Questionnaire. Failure to supply any information required to accompany the bid may cause rejection for noncompliance. If you enter “See Attached” for an answer, please notate the Section number on the “See Attached” document that it references.

1. Did you include your completed, signed, and dated Signature Form? ____YES ____NO

2. By signing the Signature Form, you agree to all the terms and conditions within this IFB. Are there any provisions in the IFB that you do not agree to? ____YES ____NO If yes, please notate page #, section #, and explain what in the provision you do not agree to.

3. Did you include your completed Un-Priced Bid Form provided in this bid packet? ____YES ____NO

4. Do you confirm that bid items in your Un-Priced Bid Form are brand new and per the Scope of Work and

Specifications? ____YES ____NO If no, detail and explain all deviations in the SOW and Specifications.

5. In case future orders are needed and if awarded, can you hold your individual bid pricing for one (1) year?

____YES ____NO

If no, can you hold your individual bid pricing for six (6) months? ____YES ____NO

6. How long has your company been in business? ___________________________________________

7. If qualified, will your company participate in the Electronic Reverse Auction through Central Bidding?

____YES ____ NO

8. Have you set up your free registration to participate in the Electronic Reverse Auction through Central

Bidding? ____YES ____NO

9. If awarded, who would be the Bidder’s Representative?

Bidder’s Representative Name Address

Representative’s Phone Representative’s Email

10. List your company's lead time for each bid item from the time the purchase order is received to the delivery date to the individual sites. Bidders are cautioned to carefully consider the delivery time they indicate for each item, as they will be required to adhere to that delivery time.

LEAD TIME: ____________________________________

11. Invoicing is required only after completion of delivery and confirmed start-up and checkout. Do you confirm this requirement? ____YES ____NO

12. Did you include the completed W-9 Form? ____YES ____NO

13. Include three (3) business references with similar projects and specifications. List the business name, contact person, address, email of contact, and phone number.

RETURN THIS QUESTIONNAIRE FORM WITH YOUR BID

I. STANDARD DEFINITIONS 7

II. STANDARD INSTRUCTIONS TO BIDDERS 8

III. STANDARD TERMS AND CONDITIONS 10

IV. SCOPE OF WORK 14

1. CONFLICT OF INTEREST 3

I. STANDARD DEFINITIONS 8

1. ALTERNATE 8

2. BID 8

3. BIDDER 8

4. CONTRACT 8

5. CONTRACTOR 8

6. BIDDER'S REPRESENTATIVE 8

7. EQUAL, APPROVED EQUAL, OR EQUIVALENT 8

8. FREE ON BOARD (FOB) DESTINATION 8

9. LEAD TIME 8

10. NO SUBSTITUTE 8

11. PURCHASER 8

12. PURCHASING AGENT 8

13. SUPPLIER 8

II. STANDARD INSTRUCTIONS TO BIDDERS 9

1. BIDDER’S RESPONSIBILITIES 9

2. QUESTIONS, CLARIFICATIONS & INQUIRIES 9

3. PREPARATION OF BID 9

4. WITHDRAWAL OR MODIFICATION OF UN-PRICED BID 9

5. BID OPEN FORCE MAJEURE 10

6. QUALIFICATIONS OF BIDDERS 10

7. DETERMINATION AND EVALUATION OF RESPONSIBILITY 10

8. AWARD FACTORS 10

9. METHOD OF BIDDING – ELECTRONIC REVERSE AUCTION 10

10. CONTRACT FORMATION 10

III. STANDARD TERMS AND CONDITIONS 11

1. ENTIRE AGREEMENT 11

2. CONFLICT AND SEVERABILITY 11

3. COLLUSIVE BIDDING 11

4. HOLD HARMLESS 11

5. PERSONAL LIABILITY 11

6. SUPERVISION AND COORDINATION 11

7. EXEMPTION FROM TAXES 11

8. WARRANTY AND GUARANTEE 11

9. LIENS, CLAIMS AND ENCUMBRANCES 12

10. DELIVERY 12

11. INSPECTION FOR ACCEPTANCE AND/OR REJECTION 12

12. TITLE AND RISK OF LOSS 12

13. IDENTIFICATION 12

14. CHARGES FOR HANDLING 12

15. INVOICING 12

16. PAYMENT 12

17. CHANGES 13

18. PROPRIETARY INFORMATION 13

19. GOVERNING LAW 13

20. E-VERIFY COMPLIANCE 13

21. CONFLICT OF INTEREST 13

22. RECORDS 13

23. DEBARMENT 13

24. GRATUITIES AND KICKBACKS 13

25. FAILURE TO RESPOND 13

26. W-9 FORM 13

27. TERMS 13

IV. SCOPE OF WORK 14

1. SCOPE OF WORK AND SPECIFICATIONS 14

I. STANDARD DEFINITIONS

This section contains definitions of some of the terms commonly used in our competitive procurements.

1. ALTERNATE

Goods or services that deviate with respect to features, performance, or use from the goods or services specified in the procurement document.

2. BID

A written offer to perform a contract to provide goods or services to the West Jasper School District (WJSD) in response to an IFB.

3. BIDDER

A supplier who submits a bid to the West Jasper School District (WJSD).

4. CONTRACT

An agreement, or mutual assent, between two or more competent parties, with the elements of the agreement being offer, acceptance, and consideration.

5. CONTRACTOR

An individual, company, corporation, firm, or combination thereof with whom the WJSD awards a contract for the procurement of goods or services.

6. BIDDER'S REPRESENTATIVE

An individual designated by the bidder or Contractor to act on its behalf and with the authority to legally bind the bidder or Contractor concerning the terms and conditions set forth in the bid and contract documents.

● Designation: Bidder shall provide name, address, and phone number of Bidder(s) representative as required in bid documents.

● Responsibility: Bidder’s representative shall function as the primary point of contact, shall ensure supervision and coordination, and shall take corrective action as necessary to meet contractual requirements.

● Availability: Bidder’s representative, or designee, shall be available at all times during normal working hours throughout the term of the contract.

7. EQUAL, APPROVED EQUAL, OR EQUIVALENT

Goods or services that meet or exceed the quality, performance, and use of the brand, model, or specifications in the procurement document.

8. FREE ON BOARD (FOB) DESTINATION

WJSD accepts legal title of goods at the point of inside delivery. Bidder determines the mode of freight and accepts responsibility for payment of freight charges. Bidder accepts responsibility for the processing of freight claims.

9. LEAD TIME

The period of time between when the Bidder receives the purchase order and WJSD receives the goods.

10. NO SUBSTITUTE

If a brand name is specified and noted “no substitute”, no other brand will be accepted for this item. Do not bid alternate items.

11. PURCHASER

West Jasper School District

12. PURCHASING AGENT

An individual designated by the WJSD, Finance Department, to act on behalf of the district to develop and administer contracts within the limits established by law.

13. SUPPLIER

A business that provides or furnishes goods, materials, or services.

II. STANDARD INSTRUCTIONS TO BIDDERS

This section contains instructions regarding the preparation and submission of bids.

1. BIDDER’S RESPONSIBILITIES

A. Read and understand the IFB and all attachments.

B. Bids must be submitted in accordance with Section 31-7-13, Mississippi Code (1972) and must be properly executed and signed by responsible officer or employee of the vendor.

C. Seek clarifications if necessary.

D. Become familiar with, and abide by, applicable federal laws, state and local statutes, regulations, and ordinances.

E. Visit delivery and service locations, if necessary. Become familiar with and verify any environmental factors that may impact current pricing.

F. Bids shall be binding for a minimum of ninety (90) days following acceptance of the bid by the WJSD Board of Education.

2. QUESTIONS, CLARIFICATIONS & INQUIRIES

All questions related to the IFB shall be directed to the Purchasing Agent. Inquiries shall be in writing and shall reference the appropriate section and paragraph number. Questions received after the above-mentioned deadline for the Written Clarifications/Questions shall not be considered. Only questions answered by written amendment are binding. Oral interpretations have no legal effect. Bidders shall acknowledge receipt of any addenda to the IFB by noting acknowledgment on the IFB signature sheet. This sheet shall be submitted as part of the bidder’s response. Failure to list any addenda as received may result in the rejection of the bid. It is the Bidder’s responsibility to ensure receipt of all addenda. Submit all questions to:

Email: ptrisler@westjasper.org

3. PREPARATION OF BID

Due Date and Time: Original, signed, and sealed un-priced bids must be received at the specified location, or by electronic bid submission, on or before the specified date and time. Late bids will be returned unopened. If sent electronically, the bids will not be accepted.

Electronic Bidding and Reverse Auction: Submissions will be evaluated and vendors submitting acceptable offers will be invited to submit priced bids. Electronic bids and/or reverse auction bids can be submitted at www.centralbidding.com.

For any questions relating to the electronic bidding process, please contact Central Bidding at 225-810-4814. Bidders must have all Reverse Auction technical requirements with Central Bidding set up by the date in the Procurement Schedule. The WJSD shall not be responsible for any technical issues between the Bidder and Central Bidding.

Format: Un-priced bids must be submitted as instructed and placed in the order as required. Bids must be typewritten or in ink and signed in ink by the Bidder’s authorized representative. Any alterations or changes must be initialed. The WJSD reserves the right to reject incomplete or unsigned un-priced bids.

Pricing for Reverse Auction Bidding: Bid prices shall be all-inclusive, including inside delivery (FOB Destination), warranty, and all associated costs. Bid prices shall not include any taxes, i.e., sales and property taxes. During the Reverse Auction bidding, you will use the total cost per Reverse Auction package for bidding.

Specifications: All items shall be per specifications and no substitutes.

Identification for Mailed Un-priced Bids: Bid(s) must be submitted in a sealed 8”x10” or larger envelope using the mail label included with this bid packet.

4. WITHDRAWAL OR MODIFICATION OF UN-PRICED BID

Prior to submittal: Bid changes or modifications shall be initialed in ink by a bidder’s representative.

After submittal: At any time prior to the date and time set for opening, the bidder may, upon written request, modify or withdraw the bid. Telephone withdrawals will not be accepted. If the bidder withdraws a bid, all bid documents shall remain the property of the WJSD.

After un-priced bid opening: No un-priced bid shall be altered or amended. The Purchasing Agent or designee may allow an unpriced bid to be withdrawn if the bidder demonstrates adequate reasons.

mailto:ptrisler@westjasper.org

5. BID OPEN FORCE MAJEURE

If WJSD is closed for any reason, including but not limited to: acts of God, lockouts, riots, acts of war, epidemics, government regulations superimposed after the fact, fire, earthquakes, ice, snow, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening of bids at the advertised date and time, all proposals received shall be opened on the next business day that theWJSD shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with the paragraph, shall be advertised, and all Bidders, upon submission of a bid, shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. Bids shall be received by the WJSD until the new date and time of the bid opening as set forth herein. The WJSD shall not be held responsible for the receipt of any bids for which the delivery was attempted and failed due to the closure of the WJSD as a result of a Force Majeure Event. Each Bidder shall be required to ensure the delivery and receipt of its bid by the WJSD prior to the new date and time of the bid opening.

6. QUALIFICATIONS OF BIDDERS

Un-Priced Bids will be evaluated and vendors submitting acceptable specifications will be invited by email to participate in the Electronic Reverse Auction. The WJSD reserves the right to extend the auction date when necessary to complete the prequalification process.

7. DETERMINATION AND EVALUATION OF RESPONSIBILITY

During the un-priced bid qualification and evaluation, the WJSD reserves the right to make reasonable inquiries to determine the responsibility of any bidder. Requests may include, but not be limited to, financial statements and credit ratings. Failure to respond to said request(s) will be sufficient reason to consider the bid to be non-responsive.

8. AWARD FACTORS

The WJSD reserves the right to select the most responsible and responsive bidder found to be in the best interest of the WJSD.The award will be made to the single lowest and best bidder who can provide all equipment. The WJSD reserves the right to waive any informalities, reject any or all bids, and/or to reissue an IFB.

Evaluation Criteria Point System Point System

1 Price/Discount 30

2 Extent to which the goods and/or services meet the district’s needs 15

3 Quality of Vendor’s goods and/or services 20

4 Alignment to vision of building, functionality, availability of inventory 20

5 Vendor’s past relationship West Jasper School District 10

6 References 5

Total 100

9. METHOD OF BIDDING – ELECTRONIC REVERSE AUCTION

Bids for pricing from approved vendors will only be accepted by bidding in this Electronic Reverse Auction Bid Event per the target date and time as noted in the Procurement Schedule. The WJSD reserves the right to extend the auction date if necessary to complete the pre-qualification process. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the Supplier must complete the free registration at: https://www.centralauctionhouse.com/registration.php to participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/or bidding process, please call Central Bidding at 225-810-4814. The WJSD shall not be responsible for any technical issues between the Bidder and Central Bidding.

10. CONTRACT FORMATION

Your un-priced and priced bid response to the IFB is an offer to contract with WJSD. A bid response becomes a contract when officially accepted in writing by WJSD.

III. STANDARD TERMS AND CONDITIONS

This section contains the terms and conditions of the IFB.

1. ENTIRE AGREEMENT

This document, including all amendments, comprises the entire agreement between WJSD and the Bidder and shall be governed by the laws of the State of Mississippi. The venue for legal action shall be in the State of Mississippi, County of Jasper. The WJSD reserves the right to reject bids that propose alternate or additional terms and conditions. The agreement may not be modified, supplemented, or amended in any manner, except by written agreement signed by both parties and approved by the WJSD Board of Education.

2. CONFLICT AND SEVERABILITY

Conflict: In the event of conflict between contract documents and applicable laws, codes, ordinances, or regulations, the most stringent or legally binding requirement shall govern and be considered a part of this contract to afford the WJSD maximum benefits.

Severability: Any provision of this document found to be prohibited by law shall be ineffective to the extent of such prohibition without invalidating the remainder of the document.

3. COLLUSIVE BIDDING

The proposer’s signature on the IFB is a guarantee that the pricing will be arrived at without collusion with other eligible proposers and without effort to preclude the WJSD from obtaining the lowest possible competitive price.

4. HOLD HARMLESS

The Bidder agrees to indemnify, defend, save and hold harmless, WJSD from and against all claims, demands, liabilities, suites, damages and costs of every kind and nature whatsoever, including court costs and attorney fees, arising out of or caused by a negligent or wrongful act of the Bidder, its officers, and employees in the performance of services under this Contract.

5. PERSONAL LIABILITY

It is agreed by and between the parties hereto that in no event shall any official, officer, employee, or agent of the WJSD be in any way personally liable or responsible for any covenant or agreement herein contained, whether expressed or implied, nor for any statement or representation made herein or in any connection with this agreement.

6. SUPERVISION AND COORDINATION

Bidder shall:

● Competently and efficiently, supervise and direct the implementation and completion of all contract requirements specified herein.

● Designate in its bid to the WJSD, a representative(s) with the authority to legally commit the Bidder's firm. All communications given or received from the Bidder's representative shall be binding on the Bidder.

● Promote and offer to Purchasers only those materials and equipment as stated herein and allowed for by contractual requirements. Violation of this condition will be grounds for contract termination.

7. EXEMPTION FROM TAXES

WJSD is exempt from payment of all State of Mississippi sales tax.

8. WARRANTY AND GUARANTEE

A. Product: Bidder warrants that all merchandise provided under this contract shall be brand new and fit for the purpose(s) for which intended, for merchantability, and shall conform to the requirements and specifications herein. Acceptance of any service and inspection incidental thereto by the WJSD shall not alter or affect the obligations of the Bidder or the rights of the WJSD.

B. Available Warranty: Bidder shall include the warranty as specified and be an authorized warranty center for each manufacturer. The warranty period shall begin on the date of acceptance by the WJSD. If, within the guarantee period, any defects or signs of deterioration are noted, which, in the opinion of the WJSD, is due to the workmanship of materials, upon notification, the Bidder, at its expense, shall correct or replace the merchandise to the complete satisfaction of the WJSD.

C. Price: Bidder warrants that the prices of materials and equipment set forth herein do not exceed those charged by the Bidder to any other customer purchasing the same goods or services under similar conditions and in like or similar quantities.

9. LIENS, CLAIMS AND ENCUMBRANCES

All materials and equipment shall be free of all liens, claims, or encumbrances of any kind, and if the WJSD requests, a formal release of the same shall be delivered to the WJSD.

10. DELIVERY

A. Time: Delivery must be made during normal work hours and within regular scheduled school days, or within the time as specified in the Scope of Work. The bidder can verify specific working hours of locations and so instruct the carrier(s) to deliver accordingly.

B. Terms: Unless otherwise specified, all goods are to be Inside Delivery, FOB Destination freight prepaid and included.

All items ordered on the WJSD’s purchase orders must be shipped in full; NO PARTIAL ORDERS shall be accepted.

C. Location: All deliveries are to be made to the applicable delivery location as indicated in the Scope of Work. When applicable, Bidder shall take necessary actions to safeguard items during inclement weather.

D. Postage and Freight: Bidder shall be responsible for the knowledge of the exact distance and location to the schools in the WJSD as to the postage and freight zone.

E. Unauthorized: In no case shall Bidder initiate an order prior to receipt of an official WJSD purchase order. Expenses incurred otherwise shall be borne solely by the Bidder.

F. The awarded Bidder must give the WJSD updates on any unforeseen delivery issues that will not meet the agreed-upon lead time that was noted in the Bid. If the awarded Bidder cannot deliver the bid items in the agreed-upon time and within the lead time as noted by the Bidder, the WJSD reserves the right to buy from the next lowest responsive bidder or from other sources.

11. INSPECTION FOR ACCEPTANCE AND/OR REJECTION

The WJSD's inspection of all materials and equipment upon delivery is for the sole purpose of identification. Such inspection shall not be construed as final acceptance, or as acceptance of the materials or equipment, if the materials or equipment do not conform to contractual requirements. If there are any apparent defects in the materials or equipment at the time of delivery, the WJSD will promptly notify the Bidder thereof. Without limiting any other rights, the WJSD may require the Bidder to:

● Repair or replace, at Bidder's expense, any or all of the damaged goods, or

● Refund the price of any or all of the damaged goods, or

● Accept the return of any or all of the damaged goods.

12. TITLE AND RISK OF LOSS

Regardless of FOB point, Bidder agrees to bear all risks of loss, injury, or destruction of goods and materials ordered herein that occur prior to delivery and acceptance. Such loss, injury, or destruction shall not release Bidder from any obligation hereunder.

13. IDENTIFICATION

All invoices, packing lists, packages, instruction manuals, correspondence, shipping notices, shipping containers, and other written documents affecting this contract shall be identified by the applicable purchase order. Packing lists shall be enclosed with each shipment, indicating the contents therein.

14. CHARGES FOR HANDLING

No charges will be allowed for handling that includes, but is not limited t,o packing, wrapping, bags, containers, or reels, unless otherwise stated herein.

15. INVOICING

Bidder shall provide a detailed invoice after delivery and approved start-up and checkout performance. Each invoice shall be submitted and shall reference the purchase order number. The Bidder must clearly demonstrate to the WJSD the capability to provide accurate, readable, and timely reports, such as invoices, credits, and statements.

16. PAYMENT

All items are to be billed to West Jasper School District, ATTN: Child Nutrition, PO BOX 610, Bay Springs, MS 39422.

Invoices shall note the purchase order number, and the invoice will be paid within forty-five (45) days after receipt of the invoice. However, in the event of a bona fide dispute, the WJSD shall pay only the amount not in dispute. All payments shall be in accordance with §37-7-305, Mississippi Code.

17. CHANGES

No alteration in any of the terms, conditions, or contractual requirements herein shall be effective without the written consent of the WJSD as approved by the WJSD Board of Education.

18. PROPRIETARY INFORMATION

All bids become the property of WJSD. Bids will be made available for inspection only after the award of the contract. For this reason, proprietary material should be clearly labeled as such. The classification of an entire bid as proprietary or trade secret is not acceptable and may result in rejection of the bid. Request to review proprietary information will be handled in accordance with the state laws and applicable procedures. All disclosures of bid information to interested parties will be made in compliance with WJSD policies and procedures established in accordance with the Mississippi Public Records Act of 1983 defined in Section 26-61-1 of the Mississippi Code, and exceptions found in Section 25-61-9 and 79-23-1.

19. GOVERNING LAW

This Contract shall be governed by and construed in accordance with the laws of the State of Mississippi, and venue for the resolution of any dispute shall be Jasper County, Mississippi. Bidder expressly agrees that under no circumstances shall WJSD be obligated to pay an attorney's fee or the cost of legal action to Bidder.

20. E-VERIFY COMPLIANCE

Bidder/Seller represents and warrants that it will ensure its compliance with the Mississippi Employment Protection Act, Section 71-11-1, et seq of the Mississippi Code Annotated (Supp 2008), and will register and participate in the status verification system for all newly hired employees.

21. CONFLICT OF INTEREST

All bids must be accompanied by a statement disclosing (1) any involvement, financial or otherwise, that an employee, officer or agent of WJSD may have in the prospective Bidder’s organization and (2) any involvement, financial or otherwise, that any employee, officer of any other governmental agency may have in the prospective Bidder’s organization. Bids shall be in accordance with the Mississippi Code Section 37-11-27.

22. RECORDS

Bidder shall maintain all records relevant to this Contract for at least three years following completion of the Contract.

23. DEBARMENT

By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision, agency of the State of Mississippi, or any other state, and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision, agency of the State of Mississippi, or any other state.

24. GRATUITIES AND KICKBACKS

The right of the Bidder to proceed may be terminated after notice and hearing, if the WJSD determines that a Bidder, any agent, or other representative of Bidder gave or agreed to give, any employee, in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, as listed in Miss Code Ann. 97-11-53.

25. FAILURE TO RESPOND

Failure to submit a bid or to advise the Purchasing Agent that future invitations for bids are desired will result in the removal of your company from the WJSD’s bidder’s list.

26. W-9 FORM

The WJSD needs the attached W-9 Form completed and returned with your bid. Our vendor records must be updated and accurate.

27. TERMS

This bid will be awarded to the lowest and responsible bidder found to be in the best interest of the WJSD and will be awarded to one (1) bidder. The awarded vendor shall agree to the bid prices, and the prices shall remain firm.

IV. SCOPE OF WORK

1. SCOPE OF WORK AND SPECIFICATIONS

WJSD solicits un-priced bids from qualified bidders for the purchase of serving lines for Bay Springs Schools located at 510 Highway 18, Bay Springs, MS 39422, and Stringer Attendance Center located at 122 County Road 17, Stringer, MS, 39481. This is a program as a partnership with one (1) selected Bidder who satisfies the IFB’s minimum requirements.

Bidders should bid as specified, with no alternates. The brand name and model numbers in this IFB are descriptive, but not restrictive. Bids on equivalent items meeting the standards of quality, thereby indicated, will be considered, provided the bid clearly describes the article offered and how it differs from the referenced brands. If equipment or supplies of another brand or of other construction than that specified herein are offered by the bidder, such bidder shall set forth in his bid a detailed statement indicating wherein each item offered deviates from these specifications. Unless the bidder specifies otherwise in his bid, it is understood that the bidder is offering a referenced brand item as specified herein. The WJSD reserves the right to determine whether a substitute offer is equivalent to and meets the standard of quality indicated by the brand name referenced.

PRICING STRUCTURE:

While it is the intention of the WJSD to purchase the quantities of all items as listed, the right is reserved to omit any item necessary to bring the total cost within budget provisions, as well as to increase the quantities if it’s found to be in the best interest of the WJSD. WJSD requires a pricing structure with an all-inclusive cost per bid item. Pricing should be all-inclusive, including FOB destination and inside delivery shipping, installation, warranty, discounts, etc. The Reverse Auction will be set up in one (1) individual group. During the Reverse Auction, bidding, the total cost of this group will be used for bidding.

DELIVERY, INSTALLATION, AND START-UP/CHECKOUT PERFORMANCE:

1.) Equipment must be delivered to each individual site and inspected for damage.

2.) Schedule delivery with Louise McPhee, Director of Child Nutrition, before delivering to each individual site:

EMAIL: ptrisler@westjasper.org

WORK: 601-425-8500

3.) Acceptable delivery times: Monday through Friday between 12:00 pm and 8:00 pm, CST, anytime on Saturdays or Sundays, or any time during school holidays.

4.) The successful bidder must clean up all trash and boxes, and trash must be removed from each site by the successful bidder. The successful bidder CANNOT use the school dumpsters to discard trash.

5.) Upon completion of installation, a walk-through must be scheduled with Mrs. Pheobie Trisler before the invoice can be approved to pay.

6.) The WJSD will not accept damaged or non-operational items.

SPECIFICATIONS:

▪ Serving lines for two (2) school sites

▪ The specific model for each site varies and is listed below.

▪ The price must include delivery, installation, warranty, and set-up at the locations listed. The WJSD shall provide and install cords and plugs for all locations.

UN-PRICED BID FORM AND SPECIFICATIONS (Check if your item “MEETS” or “DEVIATES” from the specifications. Please notate detailed deviations above in the Q&A.

School Name Item # Description Meets Deviates

Bay Springs 1 Hot Food Serving Counter

2 Serving Counter, Cold Food

3 Serving Counter, Beverage (Special Tea Counter)

4 Serving Counter, Cold Food

5 Hot Food Serving Counter

6 Serving Counter, Frost Top

7 Existing Case Milk Cooler NA NA

8 Cash Register Stand

9 Cash Register Stand

Stringer Attendance

Center

1 Hot Food Serving Counter

2 Serving Counter Cold Food

3 Hot Food Serving Counter

4 Serving Counter Cold Food

5 Serving Counter Frost Top

6 Serving Counter Utility

7 Cash Register Stand

8 Cash Register Stand

The Reverse Auction will be for bidding on the TOTAL COST of this group.

**Upon completion of the Reverse Auction, the WJSD will require a pricing schedule per location that compares to the Reverse Auction total, which lists the unit costs. The unit's cost must include delivery, installation, warranty, and set-up.

COMPANY NAME:________________________________________________________

AUTHORIZED SIGNATURE:________________________________________________