General Notice to Bidders_Bid # 26-0007.pdf

WARWICK PUBLIC SCHOOLS

GENERAL NOTICE TO ALL BIDDERS

The IRS Form W-9 is available on the IRS website and is included within your bid packet. This form should be completed and submitted with the bid if the bidder falls under IRS requirements to file this form.

All bids should be typed. If there is a correction with whiteout, the bidder should initial the change.

Any deviation from the specifications must be noted in writing and attached as part of the bid proposal.

The bidder should indicate the item or part with the deviation and indicate how the bid will deviate from specifications.

Bids received prior to the time of the opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a bid not properly addressed and identified.

Once the date and time specified for the bid opening have passed, no other bids will be accepted, and any such bid will be deemed late and result in automatic disqualification.

Negligence on the part of the bidder in preparing the proposal confers no rights for the withdrawal of the proposal after it is opened.

The contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap for any position for which the employee or applicant is qualified, and in the event of non-compliance, the District may declare the contractor in breach and take any necessary legal recourse, including termination or cancellation of the contract.

A bidder filing a bid thereby certifies that no officer, agent, or employee of Warwick Public Schools has a pecuniary interest in the bid or has participated in contract negotiations on the part of the District, that the bid is made in good faith without fraud, collusion, or connection of any kind with any other bidder for the same call for bids, and that the bidder is competing solely in their behalf without connection with, or obligation to, any undisclosed person or firm.

All proposals submitted become the property of Warwick Public Schools and the City of Warwick and will not be returned. If the company intends to submit confidential or proprietary information as part of the proposal, any limits on the use or distribution of that material should be clearly delineated in writing. This information should be submitted in a sealed envelope, clearly labeled confidential, and it should be submitted in the response. Please be advised of the Freedom of Information Act as it may pertain to your submission.

For a bid to be awarded to a corporation, limited liability company, or other legal entity, prior to commencing work under the awarded bid, that corporation, company, or legal entity may be required to provide to the Purchasing Department a Certificate of Good Standing dated no more than thirty (30) days before the date upon which the bid approval was made.

If required, the successful bidder will provide a Certificate of Good Standing within ten (10) calendar days after notification, or the District reserves the right to rescind said award.

https://www.irs.gov/pub/irs-pdf/fw9.pdf

Prices are to be held firm for one (1) year unless specified that the solicitation is for a one-time purchase.

Any active term contracts may be extended for one (1) additional term upon mutual agreement, unless otherwise stated.

Prevailing Wages will apply for any construction, alteration, and/or repair services rendered for Warwick Public Schools. Current rates may be viewed on the Department of Labor and Training website.

The contractor must keep themself informed of and comply with all laws, ordinances, and regulations of the federal, state, and municipal governments which may apply and be in force during the life of the contract, in any manner that may impact employees or the conduct of the work or the materials used or employed in the project. Before submitting bids, prospective bidders should examine the terms, covenants, and conditions of all codes, permits, and laws that may apply. By submitting a bid, the bidder agrees to comply with all pertinent laws/regulations if awarded a contract.

Bid security in the form of a bank check, original bid bond, or certified check in the amount of ten (10) percent of the total bid price must be submitted with each bid. If a bid bond is submitted, it must be duly executed by the bidder as principal and have as surety thereon a surety company licensed to do business in the State of Rhode Island and approved by the owner.

The successful bidder must furnish a performance and payment bond in the amount of 100 percent of the total bid price.

The contractor must carry sufficient liability insurance and agree to indemnify the District against all claims of any nature, which might arise as a result of his operations or conduct of work. Failure to provide adequate insurance coverage within the specified duration of time as set forth is a material breach of contract and grounds for termination of the contract.

The successful bidder must provide Warwick Public Schools with an original Certificate of Insurance for General, Automotive, and Professional Liability in a minimum amount of $1 million, naming Warwick Public Schools as the additional insured and so stated on the certificate with the bid name and bid number. It is the vendor’s responsibility to provide the District with an updated Certificate of Insurance upon expiration of the original certificate.

Warwick Public Schools is exempt from the payment of the Rhode Island Sales Tax under the 1956 General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.

The Finance Department, on behalf of Warwick Public Schools, reserves the right to reject any and all bids, to waive any minor deviations or informalities in the bids received, and to accept the bid deemed most favorable to the interest of the District.

Warwick Public Schools reserves the right to terminate the contract or any part of the contract in the best interests of the District, upon 30-day notice to the contractor. The District will incur no liability for materials or services not yet ordered if it terminates in the best interests of Warwick Public Schools. If the District terminates after an order for materials or services has been placed, the contractor will be entitled to compensation upon submission of invoices and proper proof of claim, in that proportion which its services and products were satisfactorily rendered or provided, as well as expenses necessarily incurred in the performance of work up to the time of termination.

No extra charges for delivery, handling, or other services will be honored. All claims for damage in transit will be the responsibility of the successful bidder. Deliveries must be made during normal working hours unless otherwise agreed upon.

https://dlt.ri.gov/regulation-and-safety/prevailing-wage

All costs directly or indirectly related to the preparation of a response to this solicitation, or any presentation or communication to supplement and/or clarify any response to this solicitation that may be required or requested by Warwick Public Schools, will be the sole responsibility of and will be borne by the respondent.

If the respondent is awarded a contract in accordance with this solicitation and fails or refuses to satisfy fully all of the respondent’s obligations thereunder, Warwick Public Schools will be entitled to recover from the respondent any losses, damages, or costs incurred by the District as a result of such failure or refusal.

Warwick Public Schools reserves the right to award in part or in full and to increase or decrease quantities in the best interest of the District, and this will be contingent on the availability of appropriated funds.

Any quantity reference in the bid specifications is an estimate only and does not represent a commitment on the part of Warwick Public Schools to any level of billing activity. It is understood and agreed that the official purchase order will cover the actual quantities ordered during the contract period.

Warwick Public Schools reserves the right to rescind the award for non-compliance with bid specifications.

The successful bidder must adhere to all City, State, and Federal Laws, where applicable.

Warwick Public Schools, in addition to soliciting bids in response to this posting, may consult, consider, and make an award for any and all open bid offers for a comparable unit as sought herein at the following websites:

RI State MPA: www.ridop.ri.gov NASPO: www.naspo.org MHEC (Massachusetts Higher Education Consortium): www.mhec.net Sourcewell: www.sourcewell-mn.gov Omnia Partners: www.omniapartners.com http://www.ridop.ri.gov http://www.naspo.org/ http://www.mhec.net http://www.sourcewell-mn.gov http://www.omniapartners.com