IFB 25-750-009 - Full-Size, Convection Oven - Multiple Schools.pdf

Poudre School District Procurement Services - IFB #25-750-009 Page 1

POUDRE SCHOOL DISTRICT R-1

INVITATION FOR BID

FULL-SIZE GAS CONVECTION OVENS – MULTIPLE SCHOOLS

IFB# 25-750-009

IFB SCHEDULE

IFB Issued February 21, 2025 Questions Due February 25, 2025 @ 2 p.m. MT IFB Closing Date March 4, 2025 @ 2 p.m. MT

Poudre School District Procurement Services - IFB #25-750-009 Page 2

TABLE OF CONTENTS

INTRODUCTION AND PURPOSE

1.0 BACKGROUND AND CONTEXT

2.0 PROJECT SCOPE AND SPECIFICATIONS

3.0 WARRANTIES

4.0 EVALUATIONS AND AWARD

5.0 SUBMITTAL REQUIREMENTS

6.0 GENERAL TERMS AND CONDITIONS

7.0 COOPERATIVE PURCHASING EFFORTS

8.0 COST PROPOSAL

9.0 BID CERTIFICATION FORM

Poudre School District Procurement Services - IFB #25-750-009 Page 3

INVITATION FOR BID

Full-Size Gas Convection Ovens – Multiple Schools

IFB# 25-750-009

Poudre School District R-1 (the “District”) is requesting electronic sealed bids from professional and qualified vendors (“Vendor”) who can provide full-size, standard depth, dual flow gas convection oven for multiple District schools. These services are to meet the District’s needs as described in this Invitation for Bid (“IFB”). All interested vendors are invited to submit a Bid in accordance with the policies, procedures and dates set forth herein.

The District shall provide copies of this IFB to vendors through the electronic solicitation platform www.bidnetdirect.com (“BidNet”) where registered vendors are required to submit their electronic IFB response along with the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the District’s primary contact with respect to this IFB and the vendor’s response thereto. The District may provide copies of this IFB to other vendors upon request, who are also requested to provide the first and last name, telephone number and e-mail address of the employee within their organization who will be designated as the District’s primary contact with respect to this IFB and their response thereto.

Questions regarding this IFB must be in writing and may only be directed to the District via BidNet any time after the issuance of this IFB through and including 2:00 p.m. MT on February 25, 2025. Questions received after the date/time and/or not submitted electronically through BidNet may not be addressed.

Each question submitted, as well as the District’s response thereto, shall be provided in a questions and answers document/addendum via BidNet.

Note: Each question must be submitted individually. Multiple questions per entry may not be answered.

The District will only accept and consider electronically submitted Bids from vendors, which must be submitted and received in BidNet on or before 2:00 p.m. MST on March 4, 2025, at which time the submission portal will close, and no further submissions will be allowed or considered. It is the sole responsibility of the service provider to see that the bids are submitted through BidNet by the submission deadline.

At no time during the solicitation process will communication regarding this IFB be permitted with any District employee other than the Procurement Agent named below until an award has been announced. Communication with a District employee other than the Procurement Agent named below may disqualify your Bid from consideration.

Sales Prohibited/Conflict of Interest: No officer, employee, or member of the School Board, shall have a financial interest in the sale to the District of any real or personal property, equipment, Poudre School District Procurement Services - IFB #25-750-009 Page 4 material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the District.

Soliciting or accepting any gift, gratuity favor, entertainment, kickback, or any items of monetary value from any person who has or is seeking to do business with the District is prohibited.

Collusive or sham proposals: Any proposal deemed to be collusive, or a sham proposal will be rejected and reported to authorities as such. Your authorized signature on this proposal assures that such proposal is genuine and is not a collusive or sham proposal.

The District reserves the right to reject any and all proposals and to waive any irregularities or informalities.

Sincerely, Ivy Sipes Sourcing Analyst Strategic Sourcing Department isipes@psdschools.org

Poudre School District Procurement Services - IFB #25-750-009 Page 5

1.0 BACKGROUND AND CONTEXT

Poudre School District is looking for a Vendor or Vendors who can provide full-size, standard depth, dual flow gas convection oven for multiple District schools.

Poudre School District is a high-performing district, covering more than 1,800 square miles in northern Colorado with diverse school settings. The District’s instructional program is centered around District Ends, under the Policy Governance model, developed to support a comprehensive curriculum.

While more than 70% of the District’s families choose to send their children to their neighborhood school, the District does support school choice and offers a wide spectrum of educational programs to fit any child’s needs. Program options include International Baccalaureate, Core Knowledge, Bilingual/Dual Language Immersion, Hybrid/Online, Expeditionary Learning, Science, Technology, Engineering and Math (STEM) along with extra-curriculars and athletics. The District has two (2) Leadership in Energy and Environmental Design (LEED) certified school buildings and over 30 Energy Star awards and supports operational sustainability in all areas of work.

Our Schools:

• 32 elementary schools

• 10 middle schools

• 4 comprehensive high schools

• 2 combined middle/high schools

• 6 option (100% choice) schools

• 3 alternative high schools

• 5 charter schools

• 1 online school

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2.0 PROJECT SCOPE AND SPECIFICATIONS

2.1 All specifications for convection oven are included by line item and should be submitted via the BidNet – Pricing Form.

3.0 WARRANTIES

3.1 The Contractor warrants that all parts, material, components, equipment and other items used to perform the work shall be new and suitable for the purpose used and will be of good quality, free from faults and defects and all Work will be free of defects and in conformance with the Contract Documents. The Contractor also warrants that its workers will be sufficiently skilled to produce the highest quality of work, which is free from faults and defects. Work not so conforming to these requirements, including substitutions not properly approved and authorized, may be considered defective. The Contractor further warrants that the construction processes and methods employed to perform the work shall be suitable for the results required.

3.2 The Contractor shall promptly repair, replace, or otherwise correct any of its workmanship and any parts, materials, components, equipment or other items in the work which contain faults or defects, whether such failures are observed by the District, Consultant, or Contractor before or after Final Completion. The Contractor shall bear all costs of correcting such work covered by the warranties.

3.3 The Contractor shall further warrant that all work shall be free of defects of material and workmanship for a period of two (2) years minimum and/or as required in the Bid Documents. The Contractor agrees it will, at its own expense, repair and replace all such defective work and all other work damaged thereby which become defective during the term of the Guarantee Warranty. Whenever guarantees or warranties are required by the specifications for a longer period than the two (2) year warranty, such period shall govern. The District shall have the full benefit of longer warranties provided by the Contractor/Manufacturer.

3.4 Upon discovery of any warranty defect, the District shall give written notice to the Contractor and state the time frame in which the repairs shall be made.

3.5 The Contractor, at its own expense, shall repair or replace any damages to equipment, facilities, or other personal or real property owned by the District which is damaged as a result of any such fault or defect, at no cost to the District.

3.6 Contractor warrants that all goods and/or services furnished as a result of this solicitation shall conform to District specifications and to industry standards and shall be free from defects in material and workmanship. Contractor warrants that all goods and/or services furnished as a result of this solicitation shall be merchantable and shall be safe and appropriate for the purpose for which goods and/or services of like kind are normally used. If Contractor knows or has reason to know the particular purpose for which the District intends to use the goods and/or services, Contractor

Poudre School District Procurement Services - IFB #25-750-009 Page 7 warrants that such goods and/or services shall be fit for that particular purpose.

Contractor warrants that all goods furnished as a result of this solicitation shall be new unless otherwise specified by the District, and that the title conveyed regarding such goods shall be good and its transfer rightful. Contractor agrees to promptly replace or correct defects in any goods or services not conforming to the foregoing opportunity to do so. In the event of Contractor’s failure to promptly replace or correct defects in nonconforming goods and services or make such corrections and charge Contractor its costs incurred therefor.

4.0 EVALUATIONS AND AWARD

4.1 Award shall be made to the most responsive and responsible Vendor or Vendors meeting the specifications and deemed to be in the best interest of the District.

4.1.1 Final evaluation may be based on, but not limited to price, delivery time, warranty, adherence to specifications, and previous experience with similar projects.

4.1.2 Those bids that are clearly non-responsive or incomplete to the stated requirements may be eliminated prior to evaluation.

4.2 All changes in bid documents shall be through written addenda and shall be posted to BidNet.

4.2.1 Amendments or clarifications to the submitted bids not requested by the District will not be accepted, nor considered in awarding the agreement.

4.3 During the evaluation process, the District reserves the right, where it may serve the District’s best interest, to request additional information, or clarifications from bidders, or to allow corrections of errors or omissions. Amendments or clarifications to submitted response not requested by the District will not be accepted, nor considered following the opening of the response.

4.4 Responses to this solicitation will be independently evaluated by an evaluation committee to be established for such purpose.

4.5 Those responses that are clearly non-responsive to the stated requirements may be eliminated prior to the evaluation. Prior to response submission, bidders are encouraged to review the requirements stated in this solicitation document and BidNet for any related addenda to ensure requirements are incorporated in their responses.

4.6 The District reserves the right to negotiate further, request additional information or enter into an agreement with one (1) or more Vendors. The District may make such inquiries and conduct such investigations as it deems necessary to determine the qualifications and ability of the Vendor(s) to provide the services or products called

Poudre School District Procurement Services - IFB #25-750-009 Page 8 for under the Solicitation and/or represented in the Vendor(s)’s response. Vendor(s) shall provide information in a timely manner to the District in connection with such inquiries and investigations.

4.7 Should the District determine in its sole discretion that only one (1) Vendor is fully qualified or that one (1) Vendor is clearly more highly qualified than the others under consideration, an agreement may be negotiated and awarded to that Vendor.

4.8 For the purposes of solicitation evaluation, bidders must indicate any variances to the specifications and terms and conditions, no matter how slight. If variations are not stated in the bidder’s response, it shall be construed that the proposal fully complies with the specifications and terms and conditions. Notwithstanding the above, it is hereby agreed and understood that the District reserves the right to reject these variations if they individually or, as a whole, do not meet the standards established in the specifications.

4.9 Modification to this document, exhibits or addenda will be considered invalid will not accepted in any format by the District, and may be cause for disqualification.

Proposed modifications may be submitted through BidNet with the submission of a Bid response. Proposed modifications are not considered as accepted unless formally accepted in writing by the procurement agent prior to the intent to award.

Submission of a modification, and an intent to award from a solicitation shall not be considered in any way, an acceptance of any proposed modifications by the Vendor.

4.10 Award of contract shall be made to the responsive and responsible Vendor meeting the specifications and as deemed to be in the best interests of the District. Interviews may be requested with one or more respondents. Final evaluation may be based on, but not limited to, any or all of the following: price, adherence to specifications, performance, previous experience with similar projects, references, product availability and delivery time. Those Bids that are clearly non-responsive to the stated requirements may be eliminated prior to this evaluation.

4.11 This solicitation, or submitted agreement from Vendor, does not commit the District to award a contract or to pay any costs incurred in the preparation of a proposal or to procure a contract for the services. The District reserves the right to accept or reject any or all proposals received as a result of this request or to cancel in part or in its entirety this solicitation if it is deemed to be in the best interest of the District. The District reserves the right to accept any portion of the proposal, or the entire proposal as deemed in the best interest of the District.

4.12 The successful Vendor(s) will be required to enter into a negotiated agreement with the District prior to the start of work.

4.13 The agreement language will control over any language contained within with the IFB that conflicts with the signed and fully executed agreement.

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5.0 SUBMITTAL REQUIREMENTS

As set forth in more detail below, the District is requiring the following information from all potential Vendors as part of their response as it relates to the content of this IFB:

5.1 All Vendors must fill out and submit the included Cost Proposal Form in Section 8.0.

5.2 By signature of the Bid Certification Form in Section 9.0, contained within this IFB, and accepted submission through BidNet to this solicitation, the Vendor certifies that submission of this IFB is made without any previous understanding, agreement, or connection either with any persons, firms or corporations offering a IFB for the same items or with the District.

5.3 Bid responses shall contain a signature of an authorized representative in the space provided on the Bid Certification Form.

5.4 The Vendor through submission of the Bid Certification Form certifies that this solicitation is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

5.5 Submission of a bid response is deemed as acceptance of all terms, conditions and specifications contained in the solicitation package initially provided to the Vendor.

5.6 It shall be the sole responsibility of the Vendor to ensure their Bid is submitted through BidNet by the submission deadline. Late responses will not be accepted.

6.0 GENERAL TERMS AND CONDITIONS

6.1 Information and materials submitted in response to this solicitation may be considered public records subject to disclosure under the Colorado Open Records Act ("CORA"), C.R.S. §§ 24-72-200.1 to -205.5. Information and materials that the vendor believes are confidential and not subject to disclosure under CORA must be submitted separately with a citation to the section of CORA and any other relevant law under which the vendor believes they are confidential. The District, not vendor, shall determine whether information and materials so identified will be withheld as confidential, but will inform the vendor in advance of disclosure to give it an opportunity to take legal action to protect its interests vis-à-vis the party making the CORA request.

6.2 Each Vendor, its employees, representatives and subcontractors agree to abide by all applicable Federal, State and Local codes, laws, rules and regulations.

6.3 All issues regarding the formation, performance and/or legal enforcement of the contract shall be governed by and construed in accordance with the laws of the State

Poudre School District Procurement Services - IFB #25-750-009 Page 10 of Colorado. Venue for the resolution of any disputes arising out of or relating to the contract shall be in Larimer County, Colorado.

6.4 The District shall issue a written addendum if substantial changes, which impact the technical submission of Bids, are required. A copy of such addenda will be distributed via BidNet. In the event of conflict with the original contract documents, addenda shall govern all other contract documents to the extent specified.

Subsequent addenda shall govern over prior addenda only to the extent specified.

6.4.1 The Vendor shall be solely responsible for confirming receipt of all addenda prior to Bid submittal.

6.4.2 Amendments or clarifications to the submitted bids not requested by the District evaluation committee will not be accepted, nor considered in awarding of the contract.

6.5 The District confirms and the Vendor agrees that there is no expressed or implied obligation for the District to reimburse Vendors for any expenses incurred in preparing the Vendor’s response to this IFB.

6.6 This solicitation does not commit the District to select or contract with any bidder that provides a response, or to pay any costs incurred by bidders in responding to the solicitation or negotiating a contract.

6.7 The District reserves the right to reject any and all responses to this solicitation at any point in the process, to waive any irregularities and/or informalities with respect to the solicitation procedures and deadlines, and to select the bidder whose response it deems in its sole discretion to be in the best interest of the District.

6.8 Vendor must provide all requested information. Failure to do so may result in rejection of the response at the option of the District.

6.9 Bid responses must meet or exceed specifications contained in the solicitation document.

6.10 Vendor agrees to furnish the products or services covered as a result of this solicitation in strict accordance with the District’s specifications.

6.11 All information and supplemental documentation required in conjunction with this solicitation shall be furnished by the Vendor with their bid responses. If the Vendor fails to supply any required information or documents, their bid response may be considered non-responsive and ineligible for award.

6.12 The accuracy of the bid responses is the sole responsibility of the Vendor. No changes in the bid response shall be allowed after the submission deadline, except when the Vendor can show clear and convincing evidence that an unintentional

Poudre School District Procurement Services - IFB #25-750-009 Page 11 factual mistake was made, including the nature of the mistake and the price actually intended.

6.13 The apparent silence or omissions within this solicitation regarding a detailed description of the materials and services to be provided shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be used.

6.14 The award of this solicitation to a selected bidder is contingent upon the execution of a mutually acceptable agreement. If a mutually acceptable agreement is not executed, the District reserves the right, at its sole discretion, to negotiate with a subsequent bidder(s) who submitted a responsive and responsible response to this solicitation per the specified terms herein.

6.15 The District may, at its sole and absolute discretion:

6.15.1 Reject any and all or parts of any or all bid responses submitted by prospective Vendors;

6.15.2 Re-advertise this solicitation;

6.15.3 Postpone or cancel the solicitation process for this solicitation;

6.15.4 Waive any irregularities or technicalities that are not qualified as a requirement for responsiveness in this solicitation or in bid responses received in conjunction with this solicitation; and/or

6.15.5 Determine the criteria and process whereby bid responses are evaluated and awarded.

6.16 The District shall be the sole judge in determining equals in regard to quality, price and performance.

6.17 Vendor shall provide the services under this IFB as an independent contractor of the District. As such, Vendor shall have the right to determine how and by whom the Services will be provided and the right to provide the Services free from the direction and control of the District, subject to and consistent with the terms and conditions of a District issued purchase order or agreement.

6.17.1 Vendor shall be exclusively responsible for: (a) all compensation, employment tax withholdings and payments, and all fringe benefits for its employees (if any) in full compliance with all applicable federal, state and local laws; (b) all insurance coverages and benefits for its employees (if any) in full compliance with all applicable federal, state and local laws, including but not limited to pension or retirement benefits, workers’ compensation, unemployment compensation, and Social Security benefits;

Poudre School District Procurement Services - IFB #25-750-009 Page 12 and (c) all payments to its contractors and subcontractors for goods and/or services directly or indirectly related to this IFB.

6.17.2 Nothing in this Solicitation shall be construed as creating a single enterprise, partnership, joint venture or employer-employee relationship between Vendor and the District. Vendor is not a partner, agent or representative of the District and shall not represent itself to be a partner, agent or representative of the District. The District is not a partner, agent or representative of Vendor and shall not represent itself to be a partner, agent or representative of Vendor.

6.17.3 Vendor shall not attempt or purport to extend the faith and credit of the District to any third party, person or entity. Vendor acknowledges and agrees that it has no authority to enter into any contract with a third party that would bind or in any way obligate the District. The District shall not attempt or purport to extend the faith and credit of Vendor to any third party, person or entity. The District acknowledges and agrees that it has no authority to enter into any contract with a third party that would bind or in any way obligate Vendor.

6.18 The Vendor shall not assign an agreement, as a result of this solicitation, or any of its rights, interests or obligations without the prior written consent of the District. The consent may be withheld for any reason or no reason as determined by the District in its sole discretion.

6.19 It is agreed that no otherwise qualified vendor shall be excluded from participating in, be denied the benefits of, or be subject to discrimination, including harassment, under any provision of this IFB on the basis of race; creed; color; national origin;

age; sex; pregnancy; physical recovery from childbirth or a related condition; sexual orientation; marital status; veteran status; religion; genetic information; gender expression; gender identity; ancestry; or disability.

6.20 Vendors may offer a cash discount for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for the Bid evaluation purposes.

6.21 Invoicing. The District utilizes an online vendor portal to collect, validate, and manage vendor information, including but not limited to tax identification verification, sanction monitoring, receipt of W9 and other required forms. Prior to the issuance of a purchase order or payment, the Contractor will be required to complete the online registration process through the online vendor portal, which shall include the Contractor providing all required documentation, and receiving approval of the submission of all documentation, including but not limited to, taxpayer identification number and bank account verification.

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6.21.1 Invoices for Services provided shall be submitted directly to the District’s accounts payable department within thirty (30) days of completion of Services. Invoices for such Services shall include (a) date on which Services were provided, (b) the District Location for which the Service were provided, (c) details of Products delivered, (d) and purchase order number. All invoices must be submitted within 30 days of fiscal year end June 30 and may not include items received by the District outside of the fiscal year July 1 – June 30.

6.21.2 Invoices received from the Contractor pursuant to this Agreement will be reviewed and approved by the District's representative, indicating that services have been rendered in conformity with the Agreement and then will be sent to the Finance Department for payment. Payment for Services not approved by the District in writing, shall not be considered valid and the District will not be responsible for covering associated costs. Invoices will generally be paid within thirty (30) days following the District representative's approval.

6.21.3 Invoices which do not conform with the agreement will be paid thirty (30) days from receipt of a revised and corrected invoice.

6.21.4 Invoices shall be sent to ap@psdschools.org.

6.21.5 The District is a political subdivision of the State of Colorado and considered a governmental entity for tax classification purposes. The District is exempt from city, county, and state sales tax. The District’s state tax exempt number is 98-03335 and the District’s Federal Tax Identification Number (TIN) is 84-6013733.

6.21.6 If the contract results in the right to use an asset, the Contractor shall provide the District, if requested, documentation necessary to facilitate the District’s compliance with the Governmental Accounting Standards Board (“GASB”) issued GASB Statement No. 87, Leases.

6.22 Governing Law. All issues regarding the formation, performance and/or legal enforcement of the Contract shall be governed by and construed in accordance with the laws of the State of Colorado. Venue for the resolution of any disputes arising out of or relating to the Contract shall be in Larimer County, Colorado.

6.23 Equal Opportunity. It is agreed that no otherwise qualified Contractor shall be excluded from participating in, be denied the benefits of, or be subject to discrimination, including harassment, under any provision of this Agreement on the basis of race; creed; color; national origin; age; sex; pregnancy; physical recovery from childbirth or a related condition; sexual orientation; marital status; veteran status; religion; genetic information; gender expression; gender identity; ancestry; or disability.

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7.0 COOPERATIVE PURCHASING EFFORTS

The District is a member of, or affiliated with, several regional professional procurement organizations within Colorado and Wyoming. These organizations are comprised of governmental purchasing agents, or agency representatives responsible for the purchasing function. These organizations include:

7.1 Colorado Educational Purchasing Council (CEPC) - A cooperative purchasing organization comprised of purchasing agents/buyers representing all Colorado public school districts.

7.2 Multiple Assembly of Procurement Officials (MAPO) - A cooperative purchasing organization comprised of procurement representatives from state, county, municipal, governments, special districts, or school districts along the front range of the Rocky Mountains in Colorado.

7.3 Rocky Mountain Governmental Purchasing Association (RMGPA) - A chapter member of the National Institute of Governmental Purchasing (NIGP), consisting of public procurement professionals and their representative agencies which include approximately 100 state, county, and municipal governments; school districts and higher education; and other special districts.

7.4 Members of these organizations, at their discretion, may request use of the contracts or awards that result from this solicitation. Each governmental entity which uses a contract resulting from this solicitation would establish its own contract, issue its own orders, schedule deliveries, be invoiced individually, make its own payments, and issue its own exemption certificates as required by the Vendor. It is understood and agreed that the Poudre School District R-1 is not a legally binding party to any contractual agreement made between another governmental entity and the Vendor as a result of this solicitation. The District shall not be liable for any costs or damages incurred by any other entity. Usage by any other entity shall not have a negative impact on the District in the current term or in any future terms.

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8.0 COST PROPOSAL

In compliance with this Solicitation, the Vendor hereby proposes and agrees to provide the following food serving line equipment in accordance with the specifications provided herein:

5.1 Full-size, Standard Depth, Dual Flow Gas Convection Oven:

Is a formal quote attached to the bid packet?

Yes: _______ No: ________

Is the warranty information attached to the bid packet?

Yes: _______ No: ________

5.2 Specifications

5.2.1 Prices shall be submitted to BidNet– Pricing Form and stated in units of quantity specified, with packing and delivery included. The Vendor shall enter "No Bid" for each item where a unit price will not be offered.

5.2.2 Vendor shall enter pricing into the Pricing Form and shall not modify or sort the Pricing Form in any other way.

5.2.3 Vendor shall rename the Pricing Form to include company name before submitting.

Company Name

Name of Agent

Signature of Agent

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9.0 CERTIFICATION FORM

Full-Size Gas Convection Ovens – Multiple Schools

IFB #25-750-009

The District will only accept and consider electronically submitted proposals from Vendors, which must be submitted and received in the www.bidnetdirect.com electronic solicitation portal on or before March 4, 2025, 2:00 p.m. MT.

The undersigned hereby affirms that:

• Vendor is a duly authorized agent of the company issuing this response and that all information provided in the response is true and accurate.

• Vendor has read the conditions and technical specifications, which were made available to the company in conjunction with this IFB, and fully understands and accepts these terms unless specific variations have been expressly listed in the response.

• Vendor will adhere to all terms and conditions and provide, at a minimum, all services as expressed in the IFB and/or the company’s response to the IFB.

• Vendor meets or exceeds all of the required criteria as specified by this IFB, or if not, has submitted a Justification for Consideration addressing any failure to meet the criteria.

• Vendor’s response is being offered independently of any other Vendor and in full compliance with the terms specified in the IFB.

Company Name:

Signature of Agent:

Printed Name:

Title:

E-mail address:

Mailing address:

Phone Number:

Contact Person: ______ (If different from Agent – include e-mail address and phone number)

NOTE: Responses submitted without the signature of an authorized agent of the company may be considered non-responsive and ineligible for the award.

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