DBS046~1.PDF

IFB DBS046-23 DELIVER, FURNISH, AND INSTALL HORIZONTAL VENETIAN BLINDS & ACCESSORIES

INVITATION FOR BID (IFB)

DELIVER, FURNISH, AND INSTALL HORIZONTAL VENETIAN BLINDS & ACCESSORIES

ISSUED BY:

The Department of Purchasing & Supply Services, Kaniea Barnhardt Jr. Procurement Specialist

IFB NUMBER:

DBS046-23

RELEASE DATE:

September 6, 2023

PRE-BID MEETING: Not Applicable for this Solicitation

QUESTIONS DUE DATE/TIME:

BID DUE DATE/TIME:

September 14, 2023 @ 2:00 PM

October 5, 2023 @ 2:00 PM

DIRECT INQUIRIES TO: kaniea.barnhardt@pgcps.org eyvette.wright@pgcps.org

To All Prospective Bidders:

Prince George’s County Public Schools (PGCPS) is soliciting sealed bids from qualified vendors in response to IFB DBS046-23.

Solicitation Documents may be obtained by:

● Download the solicitation by accessing eMaryland Marketplace link: https://ebidmarketplace.com/

● Download the solicitation by accessing the Prince George’s County Public School Board’s website at the following link: https://offices.pgcps.org/purchasing/bids.aspx

Please respond according to the instructions provided in the IFB. Bidders are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation, doing so may render a

Bidder’s bid unacceptable and subject to rejection.

The Department of Purchasing & Supply Services is not responsible for information obtained from sources outside the Prince George’s County Purchasing Office, including downloads from the County web-site. Bidders are directly responsible for obtaining updates, changes or addendums either from the updated web-page or by contacting the Purchasing Office for instruction. If the Bidder has questions, they must be in writing and directed to the procurement contacts specified. Failure to adhere to this requirement may subject the Bidder to immediate disqualification.

mailto:kaniea.barnhardt@pgcps.org https://ebidmarketplace.com/ https://offices.pgcps.org/purchasing/bids.aspx

TABLE OF CONTENTS

PART I: INTRODUCTION AND BACKGROUND: 5

1. PURPOSE 5

2. SUMMARY OF SCOPE 5

3. NON-EXCLUSIVE 5

4. BIDDERS IN LEGAL PROCEEDINGS WITH PGCPS 5

5. PERIOD OF PERFORMANCE 6

6. OPTION TO EXTEND SERVICE 6

7. CONTRACT TYPE 6

8. SUBCONTRACTOR(S) / TEAMING PARTNER(S) 6

9. POINT OF CONTACTS 6

PART II: INSTRUCTIONS TO BIDDERS 7

1. BIDDER KNOWLEDGE OF TERMS AND CONDITIONS 7

2. BID SCHEDULE 7

3. BID SUBMISSION REQUIREMENTS 7

4. eMARYLAND MARKETPLACE ADVANTAGE (eMMA) 7

5. BIDDER MARKINGS 7

6. BIDDER SUBMISSION LAYOUT 8

7. BIDDER DELIVERY 8

PART III: SCOPE OF WORK 11

1. OVERVIEW 11

2. PROJECT AND REPAIR QUOTATIONS 11

3. REQUIREMENTS 12

4. MATERIALS/SPECIFICATIONS 12

5. INSTALLATION 15

6. INSPECTION 16

7. UNFORESEEABLE CONDITIONS 16

8. DAMAGE 16

9. VANDALISM/THEFT 16

10. PROJECT IMPLEMENTATION TIMEFRAME 16

11. MATERIAL MARK UP 17

12. WARRANTY 17

PART IV: BID EVALUATION AND AWARD 19

1. BIDDER RESPONSIBILITY 19

2. BID EVALUATION CRITERIA 19

3. EVALUATION PROCESS 19

4. AWARD DETERMINATION 20

PART V: GENERAL TERMS AND CONDITIONS 21

1. PARTNERSHIPS 21

2. CORPORATIONS 21

3. SPECIAL SAMPLES WITH CERTIFIED APPROVAL 21

4. BID PREPARATION FEES 21

5. RIGHT TO PROTEST 21

6. APPEAL OF CONTRACT AWARD DECISION: 22

7. COMMENCEMENT OF SERVICES 22

8. ADDENDA 22

9. STATEMENT OF CONFIDENTIALITY 23

10. TERM OF AGREEMENT 23

11. PRE-BID MEETING 23

12. PAYMENT TERMS 24

13. MINORITY BUSINESS ENTERPRISE PROGRAM 24

14. LOCAL MBE INITIATIVE 24

15. MINORITY BUSINESS ENTERPRISE PROHIBITIONS 24

16. CYBER LIABILITY INSURANCE 25

17. LIQUIDATED DAMAGES 25

18. FINGERPRINT CRIMINAL HISTORY BACKGROUND CHECKS, CHILD PROTECTIVE

SERVICE CLEARANCES, AND SAFE SCHOOLS TRAINING REQUIREMENTS 25

19. EDUCATIONAL/MEDICAL/PSYCHOLOGICAL RECORDS 26

20. PROTECTION OF STUDENT RECORDS 26

21. LEGAL COMPLIANCE 27

22. EPA COMPLIANCE 28

23. BONDING 28

24. PERSONAL IDENTIFIABLE INFORMATION (PII) 28

25. BIDDER PERFORMANCE EVALUATION 28

PART VI: SPECIAL TERMS AND CONDITIONS 29

1. INVITATION FOR BID (IFB) 29

2. GENERAL REQUIREMENTS 29

3. PRICES 32

4. ITEM DELIVERY 32

5. GUARANTEE AND WARRANTIES 33

6. ANNULMENTS AND RESERVATIONS 34

7. TERMINATION OF CONTRACT 35

8. GOVERNING LAW & VENUE 36

9. CONTRACT TERMS AND CONDITIONS 36

10. CHANGES IN TERMS OR DELIVERY 38

APPENDIX A – BID AND ADDENDUM ACKNOWLEDGEMENT 39

APPENDIX B – PAST PERFORMANCE REFERENCES 41

APPENDIX C - NON-COLLUSION CERTIFICATE 42

APPENDIX D - DEBARMENT AFFIDAVIT 43

APPENDIX E - ANTI-BRIBERY AFFIDAVIT 44

APPENDIX F - CERTIFICATE OF INSURANCE COVERAGE 45

APPENDIX G - FINANCIAL BID FORM 48

APPENDIX H - MBE FORM 49

APPENDIX I – STATE OF MARYLAND TAX CERTIFICATION 50

APPENDIX J – CERTIFICATION OF COMPLIANCE 51

APPENDIX K – VENDOR CONFLICT OF INTEREST DISCLOSURE FORM 53

APPENDIX L – STATE OF MARYLAND CERTIFICATE OF GOOD STANDING 54

ATTACHMENT A – COST BID FORM 55

PART I: INTRODUCTION AND BACKGROUND:

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. Prince George's County Public Schools (PGCPS), one of the nation's 20th largest school districts, has 208 schools and centers, has approximately

131,657 students and nearly 22,000 employees and an annual operating budget of $2.3 billion.

The school system serves a diverse student population from urban, suburban and rural communities located in the Washington, DC suburbs. PGCPS is nationally recognized for college and career-readiness programs that provide students with unique learning opportunities, including dual enrollment and language immersion. The Central administration headquarters is located at

14201 School Lane, Upper Marlboro, Maryland.

1. PURPOSE

The Board of Education of Prince George’s County (The Board) is issuing this Invitation for bid (IFB) to provide Venetian Blinds and Accessories as defined in Part III, Scope of Work. These goods and services are to be performed principally for the Department of Building Services; however the goods and services may be requested by other Departments within the Prince George’s County Public School system.

2. SUMMARY OF SCOPE

The BOARD requests bids for the work detailed and specified in the IFB. Typical goods and services performed under this contract may include delivery, furnishing and installation of Levolor brand (or equal) Venetian Blinds & Accessories. Responses submitted must meet or exceed all requirements. Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted. Additional services performed may include emergency service calls for repairs on an as needed basis. The bidder shall be fully qualified and properly licensed to serve as a ready source for projects to support the deliveries and installation of the items listed in this IFB. Bids that do not meet all requirements will be considered non-responsive.

All exceptions must be noted.

3. NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage. The

Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/service listed in the price schedule submitted under

Attachment A, Cost Bid Form.

4. BIDDERS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any bidder or Bidder which has submitted a bid. Before including consideration of the legal dispute as a factor, the

Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

5. PERIOD OF PERFORMANCE

The term of this Contract begins on the date the Notice of Award is signed by both the Bidder and

The BOARD (the “Effective Date”) and shall continue for a period of three (3) years (“Initial Term”).

In its sole discretion, The Board shall have the unilateral right to renew the Contract for two (2) one-year option periods successive (each a “Renewal Term”) at the prices established at contract award.

“Term” means the Initial Term and any Renewal Term(s).

6. OPTION TO EXTEND SERVICE

The Board may require continued performance of any services within the limits and at the rates specified in the contract. The option to extend provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 12 months without approval of the Board.

7. CONTRACT TYPE

The contract resulting from this solicitation shall be for Time and Material. Vendors are encouraged to partner with local bidders or firms if they don’t meet all the required expertise or MBE requirements.

8. SUBCONTRACTOR(S) / TEAMING PARTNER(S)

Subcontractor and or teaming partner information shall be included in response.

Unless otherwise stated within the IFB bid documents, the Contractor may not use any subcontractors to accomplish any portion of the services described within the IFB or the contract without the prior approval of the technical lead or Procurement.

9. POINT OF CONTACTS

The Bidder’s performance will be under the direction of the Procurement Department ensuring the bidder's compliance with the requirements of this contract to include managing the daily activities of the contract, providing guidance to the contract, and coordination. The Bidder shall be accountable to the end users on all matters relating to the scope of work.

PROCUREMENT CONTACTS TECHNICAL CONTACT

Kaniea Barnhardt Timothy Harmon

Jr. Procurement Specialist (Do Not Contact)

Kaniea.Barnhardt@pgcps.org

Eyvette Wright

Procurement Supervisor eyvette.wright@pgcps.org https://www.lawinsider.com/clause/subcontractors?cursor=ClcSUWoVc35sYXdpbnNpZGVyY29udHJhY3RzcjMLEhZDbGF1c2VTbmlwcGV0R3JvdXBfdjM3IhdzdWJjb250cmFjdG9ycyMwMDAwMDAxNAyiAQJlbhgAIAA%3D mailto:eyvette.wright@pgcps.org

PART II: INSTRUCTIONS TO BIDDERS

1. BIDDER KNOWLEDGE OF TERMS AND CONDITIONS

Before submitting bids, bidders are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting a bid. Bidder shall acquaint themselves with all conditions, requirements, and specifications, State and Federal governing laws, ordinances, etc. and familiarize themselves with all matters, which may affect the bid. The act of submitting a bid shall be considered as meaning that the bidder has so familiarize themselves; therefore, there shall be no misunderstanding or lack of information. Failure to do so will be at the Bidder's own risk and Bidder cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors of omission or commission on the part of Bidders.

All correspondence concerning the bid and contract, including Notice of Award, copy of Contract, and Purchase Order, will be provided electronically.

2. BID SCHEDULE

The Solicitation milestones are listed with target dates. Please adhere to the schedule unless notified by way of an Addendum.

Solicitation Milestones Milestone Date and Time

Issue IFB Solicitation September 6, 2023

Pre-Bid Meeting Not Applicable

IFB Questions Due Date and Time September 14, 2:00 p.m. EST

IFB Sealed Bid Due Date and Time October 5, 2023, 2:00 p.m. EST

3. BID SUBMISSION REQUIREMENTS

In order to be eligible, bids must be received via eMaryland MarketPlace Advantage (eMMA) no later than 2:00 p.m. EST on October 5, 2023.

4. eMARYLAND MARKETPLACE ADVANTAGE (eMMA)

The eMaryland Marketplace law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s ecommerce website eMaryland Marketplace Advantage (eMMA).

The electronic bid submission shall show the full business address, telephone number, email and fax number of the Bidder and be signed by the person or persons legally authorized to sign contracts and commit the company.

5. BIDDER MARKINGS

All bids shall be submitted without redactions. All sections of the bid that are considered Confidential or Proprietary shall be clearly marked within the bid. The Bidders’ shall provide justification for any and all confidential or proprietary information. Justification must be on a separate piece of paper and submitted with the Technical Bid.

6. BIDDER SUBMISSION LAYOUT

The completed bid documents(s) should be without interlineations, alterations, or erasures. The bid should present all information in a concise manner, neatly arranged, legible, and in terms understandable for evaluation. All information requested is to be addressed directly and completely. It is more desirable to give additional information than less when the answer could be misinterpreted. The bid submission will include four (4) parts. Each part shall be submitted as a separate file:

• Volume I - Technical

• Volume II - Minority Business Enterprise (MBE)

• Volume III – Cost Bid

• Volume IV - Appendices

7. BIDDER DELIVERY

The bidder shall deliver their bid electronically through eMMA. Bidders shall retain one (1) original copy of the bid for their files. PGCPS may request the original notarized documents that were posted electronically before final award execution.

Only bids that are submitted via eMMA will be utilized during the evaluation process. Bids that are not submitted via this portal will be ruled non-responsive.

a. VOLUME I - TECHNICAL

The Technical Bid shall be submitted in PDF format. Bidders shall not include any pricing.

Bidder shall include a table of contents and all pages in the technical proposal must be numbered, consecutively from beginning to end and separated by tabs as described below:

1) TAB A – TRANSMITTAL LETTER

Bidder shall include a brief transmittal letter prepared on the Bidders’ letterhead, and signed by an individual who is authorized to commit the Bidder to the services and requirements in the IFB and Bid. This transmittal letter shall include:

• The name, title, address, telephone number, and electronic mail address of the person authorized to bind the Bidder to the contract and the person who will receive all official notices concerning this IFB.

• The Bidders’ Dunn and Bradstreet ID Number.

• A brief statement of the Bidders’ understanding of the work to be done, the commitment to perform the work, and a statement of why the firm believes it is best qualified to perform the work specified in IFB.

• A statement that the Bid is a firm and irrevocable offer for a period of one hundred twenty (120) days following the closing date for receipt of initial bids or the closing date for receipt of a best and final offer, if applicable.

2) TAB B – LEGAL CLAIMS

Bidder shall identify any claims during the past three (3) years and provide information on any pending litigation, lawsuits etc. The failure to provide accurate information may be determined to be a material breach of any future agreement or contract with The Board. If applicable, the Bidder must state no claims exist.

3) TAB C – EXPERIENCE AND CAPABILITIES

Bidder shall prepare and present a Technical Bid in such a way as to demonstrate the degree to which the bidder has actually performed similar work and has the technical expertise, capacity, staffing, experience and capabilities to perform and satisfy the requirements of the IFB.

● Each bidder shall provide a qualifications statement to indicate they meet or exceed all requirements listed and submit with the Technical Bid. Qualifications include:

a. Bidder shall be a business firm with not less than five (5) years of experience.

b. The bidder shall have experience of a similar type and size to PGCPS to fulfill the material requirements on demand and such experience shall be based upon projects that have been completed by the bidder within the last five (5) years.

b. VOLUME II - MINORITY BUSINESS ENTERPRISE (MBE)

A MBE goal of 15% has been established for the contract representing a percentage of the total Contract dollar value, including all renewal option terms. Minority Businesses included in the bid package at time of bid opening, cannot be changed without prior approval of the Director of Purchasing and Supply Services.

By submitting a response to this IFB, the Bidder acknowledges the overall MBE participation goal and commits to achieving the overall goal by utilizing certified minority business enterprises.

If the Bidder is a MBE certified by MDOT, a statement indicating this fact along with the

MBE Certification Number is required.

If the Bidder is NOT a MBE certified by MDOT, the bidder shall 1) provide form requesting a full or partial waiver of the overall goal, or 2) provide a MBE Utilization Affidavit with the Bid. To access forms, See MBE Administrative Procedures (AP) 3325. https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures

• The Minority Business(es) identified in Affidavit at time of bid opening, cannot be changed without prior approval of the Director of Purchasing and Supply Services.

• Refer to Part V, General Terms and Conditions and 13.0 MINORITY BUSINESS ENTERPRISE PROGRAM to learn more about MBE.

https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures https://www.pgcps.org/offices/general-counsel/administrative-procedures/3000---business--non-instructional-operations/ap-3325---minority-business-enterprise-procurement-procedures

c. VOLUME III – COST BID

The cost bid shall consist of the Financial Stability documentation and the Cost Bid

Form, Attachment A. Bids that do not include both will be ruled non-responsive.

1) Financial Stability is demonstrated through a commonly-accepted method that prove the bidder’s fiscal integrity. If available, the Bidder shall include Financial Statements, preferably a Profit and Loss (P&L) statement and a Balance Sheet, for the last two (2) years (independently audited preferred). The Bidder may supplement its response to this Section by including one or more of the following with its response:

a. Dun & Bradstreet Rating;

b. Standard and Poor’s Rating;

c. Lines of credit;

d. Evidence of a successful financial track record; and

e. Evidence of adequate working capital.

2) Bidders shall provide the Cost Bid in excel format (Attachment A). Bidders should not include any portion of their Technical Bid in its Cost Bid. Do not amend, alter, or leave blank any items on the Bid Form or include additional clarifying or contingent language on or attached to the Bid Form. Items or costs required to provide the materials, services, and or deliverables as proposed, but not identified will be the sole responsibility of the

Bidder. All pricing shall remain fixed for the full contract term, including renewals thereto unless an escalation or adjustment is included herein. The Cost Bid shall include all-inclusive rates.

d. VOLUME IV - Appendices

The Bidder shall sign, date, and notarize where applicable all appendices identified. All

Appendices shall be packaged together as one (1) file.

o Appendix A – Bid and Addendum Acknowledgement o Appendix B – Past Performance References o Appendix C – Non-Collusion Certificate o Appendix D – Debarment Affidavit o Appendix E – Anti-Bribery Affidavit o Appendix F – Certificate of Insurance Coverage o Appendix G – Financial Bid Form o Appendix H – MBE Form o Appendix I – Certificate State of Maryland Tax Certification o Appendix J – Certification of Compliance o Appendix K – Vendor Conflict of Interest Disclosure Form o Appendix L – State of Maryland Certificate of Good Standing

Failure to provide any of the requested information or documents in this solicitation may render the bid non-responsive.

PART III: SCOPE OF WORK

1. OVERVIEW

The Board requests sealed bids to Deliver, Furnish and Install Levolor brand or equal Horizontal Venetian Blinds and Accessories on an as needed basis. This means need for service and or materials will be assigned to the contractor as the job develops/project occurs during the term of this contract. The contractor shall provide all necessary services to include removal of existing blinds, labor, materials, equipment, services, care and supervision as required in compliance with the recommended manufacturers standards and laws in accordance with manufactures guidelines throughout Prince George’s County Public Schools (PGCPS).

The term Bidder shall be defined as an individual, partnership, or corporation which submits a bid in response to this IFB.

PGCPS intends to issue a multiple award contract. All subcontractors are at the responsibility of the Prime Bidder. The Bidder shall be required to visit various locations throughout PGCPS, as requested, to take measurements and develop cost bids for each project. The bidder shall be responsible for obtaining any applicable licenses/permits to complete the work.

The technical specifications are contained in the IFB. Responses submitted must meet or exceed all requirements. Bids that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.

2. PROJECT AND REPAIR QUOTATIONS

The awarded bidder(s) shall be notified by the PGCPS Department of Maintenance representative to deliver, furnish and install horizontal venetian blinds and accessories services as required. No installs or repairs shall be made without prior PGPCS authorization. PGCPS will not pay for any non-authorized repairs.

a. Bidder shall provide quotations for each project undertaken. The Bidder project cost shall be all inclusive of all labor, materials, delivery and equipment costs for the complete project. Bidder shall break down all costs associated with the specific project work. Breakdown shall consist of separate line items for labor according to employee title, number of hours anticipated to complete the work for each employee, and materials. Lump sum quotations that do not provide the breakdown as detailed above shall not be accepted. Separate unit prices for materials and labor shall be applied to projects as requested by PGCPS.

b. The Bidder shall be responsible for verifying all conditions prior to implementation of the scope of work for each project and shall provide a written statement that acknowledges the review held at each site prior to the start of work assigned.

c. The PGCPS Department of Maintenance representative must authorize all repairs and replacements. The Bidder shall bill only for the hours worked at the PGCPS location.

PGCPS will not pay for travel time to and from the location.

3. REQUIREMENTS

a. All materials, supplies, and equipment for The Board shall be delivered F.O.B. Destination.

All deliveries must be inside the building. Delivery hours shall Work is expected to be performed during normal business hours from 7:00am – 3:30pm, Monday through Friday.

Some installations and replacements are in occupied and furnished rooms, and will be performed during non-school hours, as necessary, in order to minimize impact and disruption to the classrooms and other areas and facilities. If a project is required on evenings, weekends or holidays, the successful bidder(s) shall work with the Building Services Supervisor or Designee to develop a specific project schedule.

b. It is anticipated that most of the work under this contract will be year-round process.

Therefore, the successful bidders must be able to demonstrate they have the ability to perform if awarded a contract.

c. SPECIAL DELIVERY INSTRUCTIONS: If there is a need for special delivery, there will be Special Instructions given for delivery dates, delivery of heavy equipment, materials and or machinery requiring special handling, to schools/sites under construction and/or renovation in the General Terms and Conditions.

d. LIQUIDATED DAMAGES: In the event the Awarded Bidder fails to deliver the goods or services of the contract in accordance with the specifications, The Board reserves the right to purchase the goods/services on the open market in sufficient quantities to assure the continued operation of The Board. Liquidated damages may be assessed at the rate of 2% of the value for work not completed in accordance with the contract specifications, terms and conditions for each calendar day of delinquency beyond the contracted delivery date.

e. Any overtime incurred outside of the scope requirement parameters will be at the expense of the bidder. The bidder shall reimburse PGCPS for the overtime cost of having PGCPS building services personnel on site. These overtime costs will be tracked and deducted from the bidder’s final invoice.

f. All work is subject to inspection by PGCPS at any time. Any work requiring reinstallation will be performed at the bidder’s expense.

4. MATERIALS/SPECIFICATIONS

The contractor shall furnish all labor, materials, equipment, services, care and supervision to DELIVER, FURNISH AND INSTALL HORIZONTAL VENETIAN BLINDS AND ACCESSORIES (or EQUAL). The specifications are contained herein.

a. Venetian blinds shall be Levolor #137 Almond Riviera 2-inch (50mm) Horizontal Venetian Blinds or Equal.

b. Blinds shall be constructed to be easily removed from the window and easily disassembled for maintenance purposes.

c. The Venetian blinds must be free from sharp edges, burrs, or other defects, which are harmful to the operation of the blind or to persons who come into contact with it. No hardware is to protrude below the head channel so as to result in any marring of the top slat.

5. CATALOG

The contractor shall provide a parts catalog for blinds.

6. ORDERS

Blinds will be ordered in blocks of 25 or more at a time only. New orders will follow when each block is complete.

7. PACKAGING

All materials must be securely packed in accordance with accepted trade practices. The Board purchase order number must be plainly visible on the exterior of each container. A packing slip and/or delivery ticket shall be included in each shipment. This ticket shall contain the following information: Purchase Order Number, Vendor Name, Name of the Article, Item Number, Quantity, and Delivery Location, (Example: ABC Elementary School Library). Failure to comply with this condition may be considered sufficient reason to refuse to accept the goods:

8. SIZES

The majority of the blinds that are currently being used are forty-eight (48) inches wide with a drop length varying from thirty (30) to one hundred twenty (120) inches, depending upon the window heights in the particular building.

9. BLINDS SPECIFICATIONS

a. HEAD RAIL – shall be a minimum of .025 inch thick Tomized steel or equal, “U” shaped, 2-

5/16” high x 2-1/4” wide with flanged edges at top, and coated with baked-on finish for maximum corrosion resistance. All hardware/operating mechanisms shall be enclosed within the metal head so as to be concealed at eye level.

b. CORD TILTER – shall be manual type tilt with cord. Tilter shall be a minimum of .050 inch thick Tomized steel, with a gear and pulley mechanism to tilt slats to desired angle. All working parts shall be of such materials so as to produce an anti-friction condition insuring ease of operation, and long life. The pulley shall have internal ribs to increase cord traction, and an integral brass worm to positively engage gear. Cord shall be fitted with two limiting beads to synchronize slag angle.

c. DRUM AND CRADLE – shall be provided for each Venetian blind ladder. Drum shall be of .031 inch thick Tomized steel or equal and shall have two holes with rolled edges to anchor barbs of both ladder ends. Drum shall be designed so as to give full tilting action when tilting the blind, and at the same time, retain the same level on each slat. Cradles shall be of .042 inch thick Tomized steel and shall provide support and alignment for the tilt rod, thus preventing weight of blind from being transferred to the tilter. Cradles shall center drums over the ladder openings.

d. TILT ROG – shall be “D: shaped Tomized solid steel rod with an average cross section of

0.28 inch designed to achieve minimum torsional deflection.

e. END BRACES – shall be .042 inch thick Tomized steel or equal with reinforcing ribs positively fastened to both ends of head rail. Each end brace shall incorporate a field adjustable tab to assure secure installation, to center blind in the window, and prevent lateral movement.

f. TOP BRACES – shall be of .020 inch thick Tomized steel or equal and shall be attached to head rail for added rigidity between each ladder or tape position when blind width is over 36 inches.

g. INSTALLATION BRACKETS (to receive both ends of head rail) – shall be .048 inch thick Tomized steel or equal with baked finish to match head rail. The bracket shall incorporate a rivet-hinged snap locking front cover to permit removal of head without lateral movement. Brackets shall support the head rail securely. Mounting holes shall b e located to accommodate overhead, side, or face mounting.

h. INTERMEDIATE BRACKETS – shall be installed with blinds over 86 inches wide and 75 square feet in area. Brackets shall be U-shaped, .062 inch Tomized steel or equal, with retainer fingers and mounting holes for overhead or face mounting. They shall be spaced at maximum 72 inches apart.

i. LADDER TAPES – (slat supports) shall be 1 ½ inch wide of woven stabilized base fabric with integral vinyl plastic coating, and shall have a low gloss finish to manufacturer’s color standard. Vinyl plastic tape rungs shall be pliable, fungus resistant, and shall be permanently attached to vertical components, with rung spacing being approximately 1 ¾ inches O.C. Distance between tape centers shall not exceed 36 inches. Distance between center of tape to end of slat shall not exceed 7 inches, unless otherwise specified for special job conditions. Blinds of 48 inches or more in width shall have three (3) tapes present.

j. SLATS – shall be of virgin aluminum alloyed for maximum strength and corrosion resistance. Coated slats shall be nominally 2 inches wide and .011 inch thick with an elliptical crown formed after coating and curing. Prior to coating, slats shall be 1.936 inch (plus or minus .003 inch) wide and .010 inch (plus or minus .005 inch) thick. Slats shall have a coating thickness of 1.0 mil to 1.5 mil. Radius of each slat corner shall be ¼ inch tangent to slat edges. The ends of slats will have rounded corners with all cut ends and rout holes free from rough edges or burrs. The finish shall be mar proofed against surface abrasion from slats rubbing against each other. Slat thickness and ladder support distances shall prevent visible sag or bow after continued use. Slats shall be unperforated.

k. BOTTOM RAIL – shall be of .025 inch thick Tomized steel or equal formed after coating. Bottom rail shall have two ½ inch parallel ribs running lengthwise to impart rigidity, and shall enclose ends of ladders. Color compatible molded plastic end caps shall protect window jamb and sill.

l. LIFT AND TILT CORDS – shall be Levolor C-90 cord, #4 and #4- ½ size or equal, braided of high strength polyester fiber cord fabric dyed to Levolor standard or equal. Cord shall have minimum stretch and maximum abrasion resistance characteristics. Cords shall be of sufficient length and equalized to properly control the raising, lowering, and tilting of the blind. Lift cord ends shall be securely anchored to bottom rail with spacing not to exceed 72 inches between cords. Al cords shall be field detachable and attachable. Stringing arrangement shall meet Levolor standard or equal for size and weight of blind. NO WANDS

ARE TO BE USED ON ANY NEW BLINDS.

m. FOUR CORD EQUALIZERS – shall be designed for four-cord lift blinds with sufficient clearance for #4- ½ nylon cords to readily permit equalizing of cords when necessary. Lift cords shall be of equal length below headrail in order that all cords are handled in raising the blind. On blinds which have only a two-cord lift, these shall be provided with proper equalizers for two cords only.

n. PULLEYS – shall be nylon or of material equal in strength, with self-lubricating properties, and of sufficient size and design to permit ease of operation with a minimum of wear to the cord and roller.

o. TAPE LOCKS – shall be made of steel, plated to prevent rust or corrosion and pre-painted with highest quality alkyd baked enamel, color matched to bottom rail. Shall have sufficient retention when snapped on the bottom rail to hold tapes in proper position.

p. TASSELS – shall be of molded plastic characterized by sufficient surface elasticity to prevent noise when bumped against the slats or woodwork, and shall withstand impact without breaking.

q. SLAT LENGTH – slats shall be cut no shorter than ¾ inches from window width or from inside jamb side channels, allowing 3/8 inch clearance on either side for slat movement.

r. END CAPS – shall be of molded plastic in coordinating color to rail, and made to fit over end of bottom rail.

10. INSTALLATION

a. The contractor must contact the PGCPS Department of Maintenance representative prior to delivery and installation of blinds. The PGCPS Department of Maintenance representative will coordinate the installation with the school/facility and installer.

b. Work will be assigned as needed and a call number will be assigned to each job location. The BOARD shall supply the contractor with a list to include the facility name, address, phone number, room numbers or descriptions and quantity of specific blinds to be replaced. The contractor shall provide all necessary tools, equipment and labor needed to install new and or replacement blinds and when applicable, remove damaged existing blinds.

c. The contractor shall be responsible for properly and accurately sizing and ordering replacement blinds as requested. Blinds are to be replaced as directed by authorized members of the PRINCE GEORGE’S COUNTY PUBLIC SCHOOLS Department of Maintenance ONLY. Requests by facility staff for additional blind replacements shall be referred to the Department of Maintenance for approval. The contractor shall not install additional blinds unless instructed to do so by an authorized member of the Department of Maintenance.

d. The contractor shall attend a meeting with Department of Maintenance personnel for the purpose of standardizing measurement/ordering procedures and formats.

e. The contractor shall be responsible for removal and disposal of damaged or obsolete blinds being replaced, packaging from replacement blinds and all other associated trash or debris.

f. Existing blinds to be replaced at any given facility shall not be removed until new replacement blinds have been delivered on site and are ready for installation.

g. New blinds shall be installed in a professional manner. Blinds shall be installed plumb, level, centered in the window opening in a manner ensuring proper fit and operation and complying with standard industry practice. Blinds shall not impede window operation. Window latches, operators and handles shall not impede operation of blinds. Extension or projection brackets shall be used to provide adequate clearance between windows and blinds. New brackets shall be installed with every new blind.

h. Standard mounting brackets and extension mounting brackets shall be Levolor brand or equal. Extension brackets shall be heavy duty type, 2” or 4” projection brackets as specified in item description (item numbers 5 and 6 in the proposal section).

i. Mounting brackets shall be attached with no less than two screws per bracket, including extension and intermediate brackets. Intermediate brackets shall be used in installations of blinds exceeding 36” in length and/or 48” in width.

j. Headrails shall be attached to hinged installation brackets by self-tapping screws (one each side) to prevent head rail pulling loose from brackets if undue force is applied to lift cord. Screws to be attached through bottom flange of mounting bracket and into bottom of head rail.

k. The contractor shall be responsible for protection of all existing finishes and building components during installation and removal.

l. The contractor shall take every precaution necessary to ensure the safety of students and staff during installation and removal procedures.

m. The contractor shall not be responsible for the removal of papers or other foreign objects strung from, tied to, or otherwise attached to lifting and tilt cords, slats and ladders of existing blinds. The contractor shall not be responsible for removing objects from window sills and from between existing blinds and windows prior to replacement. Removal of all such objects will be the responsibility of facility staff prior to replacement/installation.

Please Note - Failure to “skim-coat” the entire work area and/or not obtaining approval to proceed by the Building Services Supervisor or Designee, prior to mastic or tile installation, may result in the bidder having to remove any installed material(s) to allow PGCPS to inspect preparatory work. All costs associated with the removal of the materials and replacement shall be incurred by the bidder.

Re-using removed materials is not acceptable.

11. INSPECTION

All work shall be subject to inspection and approval by the PGCPS designated representative to ensure that a high quality of work is performed. The PGCPS designated representative will stop the project work if all project specification requirements are not met. All corrections shall be completed as soon as the Board notifies the bidder at no additional cost to the Board.

12. UNFORESEEABLE CONDITIONS

Should an unforeseeable condition arise, the Bidder shall immediately contact the Building

Service Representative for guidance and resolution of the matter while on site.

13. DAMAGE

Damage by the Bidder to any person or adjacent surfaces, shall be repaired and or compensated by the Bidder. If possible, the bidder shall rearrange or work around the unforeseeable condition if possible.

14. VANDALISM/THEFT

It shall be the sole responsibility of the Bidder to protect and safeguard materials and/or equipment. PGCPS shall not assume any responsibility for vandalism or theft of the bidder’s materials, products, and/or equipment. The Bidder shall obtain permission from the PGCPS

Building Services Supervisor or Designee before storing materials/equipment on PGCPS premises.

15. PROJECT IMPLEMENTATION TIMEFRAME

No work shall not commence prior to receipt of a Purchase Order or authorization to proceed has been given by the Procurement Department. The PGCPS Department of Maintenance representative may authorize work to start prior to receipt of a Purchase Order only in the case of an emergency in order to meet critical timelines.

16. MATERIAL MARK UP

The Bidder may be required to provide materials to fulfill the requirements of the contract. The compensation will be based on subcontractor cost and shall not exceed a 10% markup.

Invoices, which include materials, and equipment rental, or subcontractor charges shall be accompanied by supplier’s/subcontractor’s original invoices to substantiate cost to Bidder. The

Bidder shall make every attempt to obtain the lowest price for the materials and equipment rental equipment.

17. WARRANTY

The Successful bidder shall provide a manufacturer warranty of ten (10) years for all work performed.

During this time, the successful bidder shall, without undue delay, make any necessary adjustments, replacement or repairs, to the satisfaction of the board, without additional cost. The warranty response time shall be 72 hours.

18. GENERAL REQUIREMENTS

Payment shall be based upon acceptance of goods or services by The Board. Vendor expressly warrants that:

(a) The merchandise to be furnished and services performed will be free from defects in material and workmanship and will be in full conformity with the specifications, drawings, representation, or sample; that this warranty shall survive acceptance and payment of the merchandise; and that the Vendor will bear the cost of inspection of all goods and services rejected. (b) The Vendor hereby provides a warranty of authorization as to all goods and services. (c) The goods or services furnished must be or have been mined, manufactured, or produced in full compliance with at least the minimum conditions required under the Fair Labor Standards Act of 1938, as amended, and all other applicable local state and federal laws, rules, and regulations to include Department of Transportation (DOT), Food and Drug Administration (FDA) regulations, and the Equal Opportunity Clause contained in Executive Order 11246, as amended. If applicable to the goods or services purchased herein, vendors must also be in full compliance with the Workplace Hazardous Materials Information System (WHMIS) legislation and maintain a written Hazard Communication Plan.

a. Awarded Vendor, its employees, agents, volunteers, and contractors who may have contact with students must be in compliance with Title 5, Subtitle 5, Part VI, of the Family Law Article of the Maryland Code. All costs thereof shall be borne by the Vendor.

b. GUARANTEE PERIOD: The Vendor shall unconditionally guarantee all services, materials, and workmanship of all furniture, goods, and equipment furnished by it for a period of one year from the date of acceptance, i.e., delivery and installation, unless a longer period of warranty is specified in the General Terms and Conditions attached to the Bid Request.

c. FURNITURE AND EQUIPMENT: If, within the guaranteed period, any defects or signs of deterioration are noted, which in the opinion of The Board are due to faulty design and installation, workmanship or materials, upon notification, the Vendor, at its expense, shall repair or adjust the equipment or parts to correct the condition, or it shall replace the part or entire unit to the complete satisfaction of The Board. These repairs and/or replacements shall be made at such times as will be designated by The Board to avoid any interruption to the instructional programs.

d. OFFICE EQUIPMENT: Vendor agrees to provide on-site service of equipment within eight

(8) hours of notification by school system personnel. Loaner equipment shall be supplied free of charge, during the warranty period if the office equipment cannot be repaired within three

(3) working days.

e. OTHER EQUIPMENT: Certain pieces of equipment, machinery, and refrigeration will require guarantees other than detailed above. Refer to General Conditions for requirements on specific equipment.

f. MANUFACTURER'S AGENT: The Vendor shall act as the manufacturer's agent for all warranty claims.

PART IV: BID EVALUATION AND AWARD

1. BIDDER RESPONSIBILITY

Only bids that are submitted via eMaryland Marketplace (eMMA) will be utilized during the evaluation process. Bids that are not submitted via this portal will be ruled non-responsive. No Bidder, including any of their representatives, subcontractors, affiliates and interested parties shall contact any member of the Committee or any person involved in the evaluation of the bids. All inquiries related to this procurement must be handled by the procurement officials identified on the cover page. Failure to comply with this directive may, at the sole discretion of the Board result in the disqualification of a Bidder from the procurement process.

2. BID EVALUATION CRITERIA

The Bids will be evaluated based on the Total Bid Price. All responsive and responsible

Bidders will be ranked from the lowest (most advantageous) to the highest (least advantageous) price based on the Total Bid Price as submitted on the Attachment A – Cost

Bid Form. Bidders must bid on all line items. Partial or incomplete bids will be rejected unless otherwise stated in the solicitation.

The evaluation criteria include Bidder responsiveness, demonstration of capability to perform, price factors, and responsibility. The Board reserves the right to: (1) Waive any informality;

(2) Reject any or all bids, or portions thereof; (3) Cancel an IFB and re-solicit bids; and/or

(4) Negotiate with the lowest responsive and responsible bidder to determine if that bid can be improved.

3. EVALUATION PROCESS

The evaluation will be based on the process described herein.

IFB Bids are not opened publicly, but in the presence of at least two Purchasing Office employees. Once the bids are opened, the Buyer will prepare a Bid Tabulation document that summarizes the bids received. This document will be available for inspection after issuance of

Notice of Award

The award will be issued without discussion to the responsible and responsive bidder(s) whose bid meets the requirements and evaluation criteria set forth in the IFB, and is either the most favorable bid price or most favorable evaluated bid price.

The selection committee will review bids on a pass/fail basis

a. RESPONSIVE means a bid or proposal submitted in response to an Invitation for Bids or Request for Proposals that conforms to all material aspects of the requirements contained in the Invitation for Bid or Request for Proposals.

b. RESPONSIBILE means a person or entity that has the capability in all respects to fully perform all aspects of the contract with integrity and reliability that shall assure good faith performance.

4. AWARD DETERMINATION

PGCPS reserves the right to limit the number of line items awarded to a single vendor. The

Award will be made to the responsible Bidder(s) who submits a responsive Bid that has the lowest Total Bid Price.

PGCPS intends to make the award for this solicitation to as many Bidders as deemed necessary to fulfill the anticipated requirements. The award will be made first to the lowest responsible and responsive Bidder based on the lowest Total Bid Price as set forth in

Attachment A, Cost Bid Form.

All additional awards will be made to responsible Bidders submitting responsive Bids in ascending order starting with the second lowest Total Bid Price and continuing until, in the sole discretion of PGCPS, sufficient awards have been made to fulfill the anticipated requirements. The Board reserves the right to make the award by item, groups, groups of items, or Total Bid Price if it is in the best interest of the Board.

If for any reason, the bid cannot be awarded to the lowest responsible and responsive bidder whose bid meets the requirements and is the most favorable evaluated bid price, the recommendation shall be approved by the Board prior to awarding the contract.

PART V: GENERAL TERMS AND CONDITIONS

1. PARTNERSHIPS

Bids by partnerships shall be signed with the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and designation of the person signing, who shall also state the names of the individuals composing the partnership.

2. CORPORATIONS

Bids by corporations shall be signed with the name of the corporation, followed by the signature and designation of the officer having authority to sign. When requested, satisfactory evidence of authority of the officer signing on behalf of the corporation shall be furnished. Anyone signing the bid as agent shall file satisfactory evidence of authorization to do so.

3. SPECIAL SAMPLES WITH CERTIFIED APPROVAL

Bidders will be required to submit samples of any Blinds made outside the mentioned brand name. Bidders may be required to submit two (2) samples of each product awarded with an affidavit stating that the chemical composition of the sample submitted is identical with the composition tested prior to the bid and all remain unchanged during the period of the contract. This requirement shall be part of the specifications of the product or products requested.

Samples are required to be properly tagged. Sample and descriptive data shall be submitted to the address specified no later than the date specified. The tag on the sample shall indicate the item number, the name of the company submitting the sample, and the IFB number. The Board will not be responsible for any samples not picked up within 30 days of the notification of Vendors to do so. Samples may be retained by The Board until Vendors are notified to remove them.

Vendors agree that The Board will incur no liability for samples that are damaged, destroyed, lost, or consumed in testing processes. Failure to submit the above information when requested is sufficient grounds for rejection of the bid submitted for the project.

4. BID PREPARATION FEES

The Board will not be responsible for any costs incurred by a Bidder in preparing and submitting a bid in response to a bid.

5. RIGHT TO PROTEST

The Director of Purchasing and Supply Services shall attempt to resolve informally all protests of bid award recommendations. Vendors are encouraged to present their concerns promptly to the

Buyer and/or Purchasing Supervisor for consideration and resolution. The Director of Purchasing shall inform the Chief Financial Officer (CFO) upon receipt of the protest. Open dialogue is helpful for all parties and disputes are often only a misunderstanding of the evaluation and recommendation process. A vendor who does not file a timely protest before the contract is executed by the Board is deemed to have waived any objection.

a) An interested party (bidding of standing or bidder) must file a protest with the Purchasing Office within five (5) calendar days of the recommendation of award or notification to the bidder or bidder that their bid or bid will be rejected.

b) Purchasing and Supply Services a proposed award of a contract for supplies, equipment, services, or maintenance.