General Terms _ Requirements Custodial 24_02.pdf

WALKER COUNTY DEPARTMENT OF EDUCATION

GENERAL TERMS AND REQUIREMENTS

FACILITIES & OPERATIONS

CUSTODIAL SUPPLIES BID 24-02

1. MAILING ADDRESS: Walker County Department of Education, Facilities & Operations Department, Attn: Ronda Gentry, 298 Culberson Avenue, LaFayette, Georgia 30728. Telephone 706-639-0168 ext. 2.

2. MAILING INSTRUCTIONS: All packages or envelopes must be sealed and mailed or hand delivered to the above address. Bids will not be accepted after Tuesday, March 26, 2024 at 2:00pm EST. Postmark by the U S Postal Service or Express Services will not be considered in relation to the deadline.

Therefore, please consider the inconsistent delivery of mail when submitting your bid.

3. SEALED BID: This will be a sealed bid process. Submit your sealed bid package marked clearly on the outside of the envelope or box – CUSTODIAL SUPPLIES – BID #24-02. Samples should be brought to the pre-bid meeting at 298 Culberson Avenue, Lafayette, GA 30728 in Walker County. Please do not mail samples with your bid packet. If samples are not provided, it is difficult to determine the quality of the item bidding and may result in disqualification of the item bid.

4. WAREHOUSE FACILITY: The Warehouse Facility is located at Facilities & Operations Department, 298 Culberson Avenue, Lafayette, Georgia 30728, but access is at the back of the property behind the old Lafayette High School facility. (Turn at the red light beside First Baptist Church off Hwy 27 onto Culberson Avenue. Go straight through the stop sign and take the second right. The sign for the warehouse will be on the right.)

5. PRE-BID MEETING: A mandatory Pre-Bid Meeting will be held on Thursday, March 7, 2024 at 11:00 a.m. EST. The meeting will be held at the Walker County Schools, Facilities & Operations Department Conference Room located at 298 Culberson Avenue, Lafayette, GA 30728. Each vendor bidding must be present for their bid to be considered.

6. COMPLETING BID FORM: The bid form is a Microsoft Excel document and must be typed, not hand written. All bids must be submitted on the Bid Form provided and each item must be completed in its entirety, listing unit price, extended price, manufacturer, and size or liquid amount, vendor item #, manufacturer item #, etc. Please be sure to note any minimum order quantities or dollar amounts in the notes field for each item. You may bid on any number of items. DO NOT SUBMIT BIDS ELECTRONICALLY UNTIL AFTER THE BID OPENING unless submitting in bid pack on jump drive, thumb drive, CD, or etc.

7. OPENING OF BIDS: All bids will be opened in the Conference Room of the Walker County Schools, Facilities & Operations Department by the Superintendent of Schools or his designee on Tuesday, March 26, 2024 at 2:00 p.m. EST. Bids will not be accepted after this time.

8. AWARDING OF BID: The award of bids may be on groups of items, individual items or the entire bid.

Please feel free to bid on as many items as your company can provide. The bids will be evaluated and awarded according to what is most advantageous for Walker County Schools. The Walker County Board of Education reserves the right to accept or reject any or all bids and to waive any informality. Bids will be awarded to qualified vendors that can provide environmentally preferred janitorial cleaning products and custodial training if needed on those products. Bids will be awarded on the basis of quality of products, service and dependability, performance of product, warranty, training capability, and cost. We are not required to accept a low bid without considering all aspects of the product and company. The Walker County Board of Education reserves the right to continually purchase items from previous bidders as long as items continue to comply with specifications and performance requirements.

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FACILITIES & OPERATIONS

CUSTODIAL SUPPLIES BID 24-02

This bid includes a pre-bid meeting to be held on Thursday, March 7, 2024 at 11:00 a.m. at the Facilities & Operations Department located at 298 Culberson Ave, LaFayette, GA 30728. All Vendors must have a representative at the pre-bid meeting in order to submit a bid. After the bid opening, we will take time to evaluate each product and tabulate the bids submitted. Once the bid is awarded, an order will be placed.

We reserve the right to order additional quantities, if needed, at the same price until June 30, 2024. If this is an issue, please make it clear on the bid worksheet.

9. GUARANTEE OF PRICE: Prices for custodial supplies requested to be guaranteed through 6/30/2025. If this guarantee is not possible, please note such on the bid worksheet per item. Other items should be submitted with price guarantee in writing. Our policy allows us to extend a bid from the previous year if the cost remains that same.

10. SUBMITTAL AGREEMENT: Each bidder must sign and submit with this bid the Submittal Agreement form, which states that the items quoted meet the specifications in every respect. Failure to provide the submittal agreement disqualifies the vendor from the bid.

11. QUANTITIES: The quantities shown on the Bid Form are estimates determined by the Walker County School System. Quantities may vary resulting from usage or budget concerns; however, it is anticipated that at least 75% of the quantity listed will be purchased. We make every effort to provide an accurate number of items and quantities ordered. The amount per item could be more than the bid announcement as well. Once the board has approved the recommendation for awarding the bids, we will place an order for the amount needed. We reserve the right to purchase additional quantities at the price quoted through 6/30/2025. If this is an issue, please not as such on the bid worksheet.

12. DELIVERY: Delivery/shipping prices must be included in the quoted bid price per item. Deliveries should be made as soon as possible after order is placed with the winning vendor. All orders must be delivered between the hours of 7:00 a.m. and 2:00 p.m. (Deliveries Monday through Thursday ONLY – NO FRIDAY DELIVERIES WILL BE ACCEPTED) Deliveries should be made to the warehouse, NOT to the maintenance offices. WE NOW HAVE A LOADING DOCK, heister & pallet jack. We will have personnel available to assist for any deliveries that are scheduled with us in advance; however, our personnel may NOT be available for deliveries that are not scheduled with us in advance. We do not have a full-time warehouse staff. We continue to have problems with this every year, PLEASE schedule deliveries with us in advance as requested. Contact James Baker @423-598-1311 to schedule ALL deliveries.

13. DEMONSTRATION: Demonstration may be required of some products; therefore, if requested, in order to receive the bid, the vendors must demonstrate their product in the manner prescribed. Our own personnel will test your products; therefore, we expect the vendor to provide a sample for usage. SEE

NOTE REGARDING SAMPLES BELOW.

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14. PERSONNEL TRAINING: The successful bidder must agree to provide training for our school personnel without cost to the System if it becomes necessary on any of their products. This would include the application and use of material and equipment. Walker County Schools reserves the right to schedule at least 25 hours of annual custodial staff support training to be conducted by the vendor at our request on certain products. Please include in the bid package a description of how you would conduct this training, and how your company will provide individualized support services to the custodians and staff, which would enhance the quality of performance of the custodial staff, improve staff productivity, and assist in providing a more efficiently managed operation. Vendor response should indicate unlimited use of educational housekeeping videos and training material for auxiliary in-house training.

15. SAMPLES: The Walker County Board of Education reserves the right to require samples from any bidder for the purpose of testing. It is difficult to determine the quality of a product if no sample is provided. Failure to provide a sample could result in a vendor not being awarded the bid even if they are the lowest bidder for an item. If any product fails to meet specifications, the Board will require the vendor to remove all particular products from the Warehouse and reserves the right to cancel the entire bid.

Also, the Board may require the vendor to remove the product from areas or surfaces at the expense of the vendor. If this situation occurs, the Board reserves the right to prohibit the vendor from participating in future bids. Please mail samples separately from the sealed bid. Please see Sample Memo attached.

16. IDENTIFICATION OF PRODUCT: Each chemical container shall be clearly labeled with the name of the product, manufacturer, directions for use, ratios, and identification and/or batch numbers for floor finish and sealers. Note: This may not be in the form of an attached letter or card, but must be glued to the container. Also, five- or six-gallon containers must have a closable pouring spout located in the top of the container. Substitution of a product is not permissible. As required by law, Safety Data Sheets must be provided for all chemicals. Vendor will be required to provide secondary labels at no cost to the system.

Labels must be resistant to deterioration from contact with chemicals and/or water. All secondary labels shall be in English and shall comply with requirements of the OSHA Hazard Communication Standard.

We reserve the right to request bilingual labels if the need arises.

17. VENDOR REFERENCES & QUALIFICATIONS: Walker County has the right to request reference before committing to a vendor. If requested, the vendor would need to provide a reference and a facility that is currently using the product/products we are interested in.

18. TAX EXEMPTION: The Walker County Board of Education is not subject to taxation; therefore, upon request, tax exemption certificates will be furnished, with the exception of Tennessee which if the items are picked up in Tennessee we are required to pay sales tax. All items included in this bid should be delivered and will therefore be tax exempt.

19. FINANCIAL STATEMENT: The Walker County Board of Education reserves the right to require any bidder to submit a financial solvency state of rating.

20. PAYMENT: Payment will be made from the original invoice after products are received and inspected.

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21. GIFTS: The Walker County Board of Education prohibits distribution of any token gift to any school system employee for personal use. Please adhere to this policy and avoid any embarrassing situations for any vendor or salesman.

22. ENVIRONMENTAL STANDARDS: For the purposes of a portion of this bid, where applicable, some products required to be certified by one of the following organizations: Green Seal, DFE or EcoLogo, which are third party certifications.

23. CONTACT PERSON: If you have any questions concerning this document or any other item, please contact Ronda Gentry at (706) 639-0168 ext. 2 or rondagentry@walkerschools.org.

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