Request for Multi_Purpose Copy Paper HC_05_01.pdf

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting competitive bids for the supply of multi-purpose copy paper during the 2026-2027 school year under Request for Bid (RFB) HC-05-01-26A. The CCSD prefers to enter into a contract with one successful Bidder as a result of this RFB.

Proposals are due no-later-than May 1, 2026 at 2:00 p.m.

• Bids are due no-later-than 2:00 p.m. EST, May 1, 2026

• Order(s) should be placed before the end of May 14, 2026

• Delivery to be the week of July 13 – July 20 2026 (as per schedule by Warehouse Manager)

The contract is for “Dock” delivery to the CCSD warehouse located at 1741 Blanchard Drive, Grovetown, GA 30813 (Warehouse) 2-3 trailers per week. Final dates and times of deliveries to be provided by Warehouse Manager.

All Multi-Purpose Copy Paper shall be 500-sheets per ream, 10-reams per case, 40-cases per pallet. All reams shall be mill-wrapped.

The Bidder must clearly identify the manufacturer/brand of the paper being offered in response to this IFB using the attached Bid Input Form. Bidders shall also provide, as part of this RFP, the mill specification corresponding to the proposed brand. The manufacturer and/or brand name must be clearly identified on each ream and on the outside of each carton/case delivered to the CCSD.

To be responsive to this IFB, each Bidder must submit a copy of the manufacturer’s detailed paper specifications for CCSD evaluation before the IFB closing date and time. Failure to submit the required specifications will result in disqualification of your proposal. Submission of samples for any proposed multi-purpose copy paper is not required unless the Bidder is proposing a different specification than those specified by CCSD. If the Bidder proposes specifications other than those specified by CCSD, the Bidder may be required to submit a minimum of 2-reams of sample paper.

All pricing shall be fixed-price, FOB Destination, and shall include all shipping, handling, and all other charges.

CCSD is tax exempt (#586000217).

The CCSD warehouse is not capable of receiving “dock” delivery of multiple truckloads of paper in one day.

Therefore, to insure sufficient CCBOE personnel will be available to receive and off-load each truck, the CCSD Warehouse Manager, Kelly Helms, must be contacted at (706) 541-2477 at least 72-hours in advance of any anticipated deliveries. CCSD can facilitate 2-3 truckloads per week. Acceptable delivery times and dates are to be arranged between the winning vendor and Kelly Helms, warehouse manager.

The successful Bidder shall make no change and/or substitution of any Multi-Purpose Copy Paper during the performance period of any contract leading from this IFB that is different from the specification and/or samples provided as part of this IFB unless such substitution is requested in writing and accepted by CCSD in advance of any such proposed change. Failure to provide written notification and to obtain CCSD authorization before any such change and/or substitution may place the Bidder in default of the contract.

Bidders shall provide Proof of General Liability and Workers Compensation Insurance as specified in the attached CCSD terms and conditions with Columbia County Board of Education named as the certificate holder or additional named insured within 10-business days following notification of contract award.

Columbia County School District

Multi-Purpose Copy Paper

HC-05-01-26A

All bidders must submit a minimum of three references on the attached CCSD Business References Form.

References must be for projects/contracts of similar size and scope as that contemplated herein. Failure to provide adequate references may result in disqualification of your proposal.

This solicitation does not obligate funds, nor does it constitute a contract, offer of employment, or offer of purchase. The cost of preparation of a bid response is the sole obligation of the Bidder.

This solicitation is not intended to be, nor shall it be construed as being, restrictive of the concepts, parts and/or service that a bidder may choose to propose in response to this RFP. Each proposal must meet the minimum CCSD specifications and conditions provided herein in order to be considered fully responsive to the RFP.

Proposals found to be non-responsive to the RFP will not be considered for further evaluation and/or subsequent contract award.

All bidders are being provided the same time and opportunity to request any additional information or clarification concerning this bid in advance of the specified bid due date and time. Therefore, failure to seek such information or clarification prior to the bid closing shall all be deemed to have been fully asked and answered in advance of the bid closing. All questions or request for information relating to this solicitation shall be directed to the attention of Hudson Chandler, CCSD Purchasing Supervisor, Business Department, by telephone at 706-541-2723 x5108, by email at Hudson.Chandler@ccboe.net.

By submitting a proposal, the Bidder certifies that, to the best of its knowledge and belief: (1) the prices in this proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Bidder, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this proposal have not been knowingly disclosed by the Bidder and will not be knowingly disclosed by the Bidder prior to opening, directly or indirectly, to any other Bidder or to any other competitor; and (3) no attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not submit a proposal for the purpose of restricting competition.

Any discussions regarding price with CCSD employees or other bidders prior to the bid review is expressly forbidden and will result in disqualification of your bid.

CCSD will accept bids sent by email. Bidders are to consider emailed bids not received by Hudson.Chandler@CCBOE.net, until responding email accepting receipt. Email greater than 18 megabytes exceed our size limit and cannot be received. Electronic Signatures will be accepted on bids.

THE FOLLOWING DOCUMENTS MUST BE INCLUDED AND FULLY EXECUTED AS PART OF YOUR PROPOSAL.

FAILURE TO PROVIDE ALL REQUIRED RFP DOCUMENTS MAY RESULT IN DISQUALIFICATION OF YOUR

PROPOSAL.

• Multi-Purpose Copy Paper Bid Input Form (1-Page)

• Business References Form (1-Page)

• Product Specifications and supporting documentation

White Multi-Purpose Copy Paper Specification and Bid Input form

8.5”x11” Size Paper

Domestic MFG. / Mill ONLY Color Blank, White Basis Weight 20 lb.

Acidity Acid-Free (Alkaline) Moisture 4.3 – 4.6 Caliper 4.0 – 4.1 Brightness 92 minimum Opacity 90 Recycled No No. Of Reams 10 per case (8.5”x11”) Cases Size Maximum of 5,000 sheets / case Use All-in-one machine, copier, inkjet printer, laser printer

Company Name __________________________________________

Description Qty

Price for truck added to unit price

Unit Price

(per case)

Total

Extended

Price

SKU No. MFG. / Mill Name

“Dock” delivery to the

CCSD warehouse located at

1741 Blanchard Drive, Grovetown, GA 30813

7,560 cases X

Quantity assumes 840 cases per truck, nine total trucks

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: _____________________________________________________________

Title: _________________________________ Date: ____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Contract Size:

Company or Business Name Address Contact/Telephone Number

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.