IFB Instructions and Provisions.pdf

Granite School District Purchasing 2500 South State Street

Salt Lake City, UT 84115

INVITATION FOR BID - INSTRUCTIONS AND GENERAL PROVISIONS

1. ADMINISTRATIVE AUTHORITY: The administration of this purchasing process is conducted by the Granite School District Purchasing Department (DEPARTMENT). No Granite School District Board Member or employee should be contacted regarding this solicitation other than those listed herein. Such contact may result in the disqualification of your bid.

2. SUBMITTING THE BID: (a) The DEPARTMENT allows for bids be submitted electronically.

Electronic bids may be submitted through a secure mailbox at SciQuest until the date and time as indicated in the event. It is the sole responsibility of the supplier to ensure their bid reaches SciQuest before the closing date and time. There is no cost to the contractor to submit Granite School District electronic bids via SciQuest. (b) Electronic bids may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited. All documents should be attached as separate files. (c) If the supplier chooses to submit the bid directly to the DEPARTMENT in writing: The bid must be signed in ink, sealed in a properly addressed envelope, and delivered to the Granite School District Purchasing Department, 2500 South State Street, Salt Lake City, UT 84115 by the "Due Date and Time."

The "Bid Number" and "Due Date" must appear on the outside of the envelope. All prices and notations must be in ink or typewritten. Each item must be priced separately. Unit price shall be shown, and a total price shall be entered for each item bid. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. Unit price will govern if there is an error in the extension. Written bids will be considered only if it is submitted on the forms provided by the DEPARTMENT. (d) Bids, modifications, or corrections received after the closing time on the "Due Date" will be considered late and handled in accordance with Utah Procurement Rules, sections R33-1-15 & 1-17

(4) and 605. (e) Email and facsimile transmission of bids to DEPARTMENT will not be considered. (f) Bids will be unsealed from the SciQuest system digitally after the due date/time has passed. Physical copies will be opened at that same time.

3. BID PREPARATION: (a) Completion Date is critical and must be adhered to as specified. (b) Wherever in this document an item is defined by using a trade name of a manufacturer and/or model number, it is intended that the words, "or equivalent" apply. "Or equivalent" means any other brand that is equal in use, quality, economy, and performance to the brand listed as determined by the DEPARTMENT. If the contractor lists a trade name and/or catalog number in the bid, the DEPARTMENT will assume the item meets the specifications unless the bid clearly states it is an alternate and describes specifically how it differs from the item specified. All bids must include complete manufacturer’s descriptive literature if bidding an equivalent product. All products are to be of new, unused condition, unless otherwise requested in this solicitation. (c) By submitting the bid, the contractor certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices bid are correct. (d) This bid may not be withdrawn for a period of 60 days from bid due date. (e) Unless specifically provided for elsewhere in this bid, multiple or alternate bids will not be accepted. (f) Provide information on local availability of parts and service for all items bid and service literature to allow for in-house maintenance and repairs. (g) Bids will not be accepted from contractors who require assignment of payment to another agent.

Note: Granite School District will only pay the contractor named on the Purchase Order. Granite School District will not deal with a factor or make payment to such.

4. FREIGHT COST: (a) Where “Freight Cost” is listed as a separate line item, suppliers are to provide product line-item pricing FOB Origin Less Freight. On the line item for “Freight Cost” contractors are to indicate the total freight cost FOB Destination Freight Prepaid and complete the “Freight Information” document. The DEPARTMENT will analyze freight charges separately from the item cost and determine how the shipment will be routed (either by the contractor, or by the State’s carrier). (b) Where there is not a line item for “Freight Cost”, contractors are to provide line-item pricing FOB Destination Freight Prepaid.

Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid.

5. SOLICITATION AMENDMENTS: All changes to this solicitation will be made through written addendum only. Answers to questions submitted through SciQuest shall be considered addenda to the solicitation documents. Bidders are cautioned not to consider verbal modifications.

6. PROTECTED INFORMATION: Contractors are required to mark any specific information contained in their bid which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the bid. Each request for non-disclosure must be made by completing the “Confidentiality Claim Form” with a specific justification explaining why the information is to be protected. Pricing and service elements of any bid will not be considered proprietary. All material becomes the property of the DEPARTMENT and may be returned only at the DEPARTMENT's option. Bids submitted may be reviewed and evaluated by any persons at the discretion of the DEPARTMENT.

7. SAMPLES: Samples of item(s) specified in this bid, when required by DEPARTMENT, must be furnished free of charge to DEPARTMENT. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the bidder's expense.

8. AWARD OF CONTRACT: (a) The contract will to be awarded with reasonable promptness, by written notice, to the lowest responsible bidder that meets the specifications. Consideration will to be given to the quality of the product(s) to be supplied, conformity to the specifications, the purpose for which required, delivery time required, discount terms and other criteria set forth in this invitation for bid. (b) The bids are opened publicly. The name of each bidder and the amount of the bid is recorded. Each bid, and the record, is open to public inspection. (c) The DEPARTMENT may accept any item or group of items, or overall low bid. The DEPARTMENT has the right to cancel this invitation for bid at any time prior to the award of contract. (d) The DEPARTMENT can reject any or all bids, and it can waive any informality, or technicality in any bid received, if the DEPARTMENT believes it would serve the best interest of the Granite School District. (e) Before, or after, the award of a contract the DEPARTMENT has the right to inspect the bidder's premises and all business records to determine the holder's ability to meet contract requirements.

(f) DEPARTMENT does not guarantee to make any purchase under awarded contract(s). Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount.

(g) Utah has a reciprocal preference law which will to be applied against bidders bidding products or services produced in states which discriminate against Utah products. For details see Utah Procurement Code Section 63G-6a-1002 and 63G-6a-1003. (h) Bid tabulations and awards are posted on the SciQuest website. (i) Multiple contracts may be awarded if the DEPARTMENT determines it would be in its best interest. (j) The Board of Education reserves the right to purchase such brands as it desires, irrespective of price.

9. DEPARTMENT APPROVAL: Purchase orders placed, or contracts written, with Granite School District, as a result of this bid, will not be legally binding without the written approval of the director of the

DEPARTMENT.

10. DEBARMENT: The CONTRACTOR certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the CONTRACTOR cannot certify this statement, attach a written explanation for review by the DEPARTMENT.

11. ENERGY CONSERVATION AND RECYCLED PRODUCTS: The contractor is encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. Granite School District also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation.

12. GOVERNING LAWS AND REGULATIONS: All Granite School District purchases are subject to the Utah Procurement Code, Title 63G Chapter 6a U.C.A. 1953, as amended, and the Granite School District Procurement policies as amended by the Granite School District Board of Education in May, 2015.

These are available on the Internet at www.purchasing.utah.gov and on the Granite School District website, www.graniteschools.org, Purchasing Department.

http://purchasing.utah.gov/wp-content/uploads/confidentialityclaimform.doc http://www.purchasing.utah.gov/ http://www.graniteschools.org/

13. SHERMAN ANTITRUST ACT (Restraint of free trade): Bidder certifies compliance with all provisions of the federal Sherman Act including “independent price determination”.

14. FEDERAL W-9 FORM: The W-9 form is to be submitted by all bidders who have not received a payment from Granite School District in the past. The form is to be filled out completely, signed, scanned, and attached with your bidding documents titled “Federal W-9 Form”.

15. APPLICABLE TERMS AND CONDITIONS: Only the District terms and conditions will apply to any contract resulting from an award of this solicitation.

IFB Instructions Revision: 11.30.2023