RFP25_060 GENERAL TERMS _ CONDITIONS.docx

FLOYD COUNTY BOARD OF EDUCATION

Rome, Georgia

GENERAL TERMS AND CONDITIONS

PREPARATION OF BIDS

Bids must be on Bid Forms furnished and must be submitted in a sealed envelope marked “Bid No. RFP25-060, School & Office Supplies”. The original and two copies of the Bid must be mailed to:

Floyd County Board of Education Attention: Trent Hicks 600 Riverside Parkway, NE Rome, GA 30161 no later than the date of time set forth in the “Invitation to Bid”.

Bidders are instructed to carefully read all terms, conditions, and specifications set forth in the Invitation to Bid. Bid forms must be completed in their entirety. Any correction made on the bid forms (white out or strike through) must be initialized by an authorized representative of the company submitting the bid or the bid may be rejected by the FCBOE. Each bidder is required to furnish all information requested in the Invitation to Bid.

SUBMISSION OF BIDS

Any bid received after the designated time will be deemed late and will not be considered. If bids are emailed, an original hard copy of the emailed copy must be received by the next business day following receipt of the email. The hard copy will serve as the legal document and any changes made on the emailed copy must be shown on the hard copy.

SPECIFICATIONS

Any deviation from the specifications must be clearly identified in a letter accompanying the bid. The furnishing of cuts, catalogs or printed descriptions will not relieve the bidder of this requirement. FCBOE shall determine in its sole discretion whether substitution or modifications of the requested specifications are comparable to those contained within the Invitation to Bid. If FCBOE determines that the modifications or deviations from the specifications are not in compliance, they may reject the bid.

A vendor’s failure to deliver any items according to specifications set forth in their bid may result in cancellation of the purchase and permanent removal from the vendor’s list. If any items do not meet these specifications, the items will be picked up at the vendor’s expense and removed from the premises of the FCBOE at the sole cost of the vendor.

If there is an error in the description or specifications contained in the Invitation to Bid, FCBOE reserves the right to notify each of the bidders separate from the Invitation to Bid of such specification or description change and may require all bids to follow such modification. In the case of an error in the specifications or the descriptions, the FCBOE further reserves the right to cancel the Invitation to Bid and rebid.

PRICES QUOTED

Bids must include all delivery and/or installation charges. Delivery and/or installation will be specified under Special Term and Conditions.

As described in the Special Terms and Conditions, all bid quotes must remain firm from August 15, 2025 – June 30, 2026.

SAMPLES

When required, samples must be furnished at the bidder’s expense. Samples are to be tagged or labeled as directed in the Special Terms and Conditions. Samples not used or destroyed in testing will be returned to the bidder at bidder’s request and at bidder’s expense. FCBOE will assume no responsibility for items lost or destroyed when being inspected or tested.

BIDDER’S EVIDENCE OF RESPONSIBILITY

The FCBOE reserves the right to require a financial statement and/or Dun or Bradstreet rating from any bidder who submits a bid. The vendor must submit a current financial statement and /or Dun or Bradstreet rating within 24 hours after notification of such requirement.

The attached Vendor Questionnaire and Reference Sheet are to be completed and returned with your bid only if your company has not done business with the FCBOE in the past five years.

AWARDS

The FCBOE reserves the right to award by line item to more than one vendor.

In awarding the bid, price, availability, past vendor experience, references, and compliance of the bid with specifications and requirements will be determining factors.

The FCBOE reserves the right to negotiate a lower price than the bid award price of any line item with the successful vendor, should the quantity required significantly exceed those on the Invitation to Bid. If the FCBOE is unable to negotiate an acceptable price, it reserves the right to rebid the item(s) involved.

If after the award of the bid there is a decrease in the price of a product from the manufacturer, or a rebate, the successful bidder will pass the price decrease and/or rebate onto the FCBOE.

CONTRACT

Purchases made by the FCBOE are not subject to Federal Excise Tax or State and Local Sales Tax. Tax Exemption Certificate will be furnished upon request.

The Contract Agreement must be completed by the Bidder and returned with the Bid.

Whether or not a dispute arises, under no event will the FCBOE be liable to any vendor for costs incurred by such vendor in responding to this Invitation.

SHIPPING

All prices are to be FOB delivered to the location(s) specified in the Invitation to Bid.

If the items have not been delivered by the specified delivery date and no written extension of such delivery date has been granted by the FCBOE, then the FCBOE reserves the right to cancel the purchase of the bid item(s) and/or any other pending purchase orders from the same vendor and/or permanently remove the vendor from the FCBOE vendor list.

INVOICING

Payment will be made by the FCBOE after final delivery and acceptance of all items. However, final acceptance will not be made until after the inspection and approval by FCBOE representatives.

The successful vendor will be required to reference all invoices to the purchase order to which they pertain.

No invoice will be processed for payment until such time as all contractual obligations have been met and/or items ordered have been received and approved by FCBOE representatives.

All invoices and/or financial correspondence for the FCBOE should be directed to:

vendors@floydboe.net

COMPLIANCE

Final inspection of all products for acceptance or rejection will be made by the FCBOE. Final inspection resulting in acceptance or rejection of the products will be made as soon as practicable, but failure to inspect shall not be construed as a waiver by the FCBOE of their rights to reject such products or to claim reimbursement or damages for such products which are later found to be defective or not in conformance with the required specifications.

RIGHTS AND REMEDIES

In lieu of canceling the purchase orders, the FCBOE may levy a charge for each day beyond the required completion date that the successful bidder fails to deliver the item(s). Such a charge is not a penalty, rather it is the agreed upon liquidated damages representing the estimated damages that will be incurred by the FCBOE as a result of the vendor’s failure to deliver the item(s) as required. Partial completion on a purchase order will not exempt a vendor from this charge. The FCBOE has the right after assessing such charge, after the continuing failure of the vendor to complete, to terminate the purchase order.

If the FCBOE or the successful vendor(s) wish to cancel the bid, written notice thirty (30) days in advance will be required of either party.

PROPOSAL QUESTIONS:

Offerors who wish to submit questions regarding this RFP should submit their questions in writing to the purchasing agent listed below by June 25, 2025. Responses will be addressed in an Addendum to the RFP, if necessary. Addenda must be acknowledged where designated in the proposal. The purpose of the Addendum is to clarify, if necessary, the terms of this Request for Proposals, and to prevent any misunderstanding of the District’s intention in this matter. If anyone should have a discrepancy in, or omission from, the general terms and conditions of this Request for Proposals, or if in doubt as to their meaning, such matters should be presented in writing. Phone calls with questions or requests for information regarding the Request for Proposals will not be accepted. Oral statements or instructions will not constitute a response to this Request for Proposals. Please submit any questions or discrepancies to bids@floydboe.net.

SPECIAL TERMS AND CONDITIONS

1. If you are bidding brands other than those specified, samples must be submitted for approval. No award will be given to any vendor who does not deliver samples for evaluation when requested. Samples shall be delivered to the FCBOE Warehouse, 600 Riverside Parkway, Rome, GA 30161. Samples should be marked with the bid name and number. Samples submitted must be exact replicas of item(s) to be furnished.

All samples are to be in the FCBOE Warehouse (delivered and assembled) no later than June 26, 2025.

2. Each item submitted as a sample must be plainly labeled with the following information:

Complete literature must be attached to each sample indicating specification, Illustration, etc. Bidders will be notified of approved samples upon completion of evaluation.

Bidders are responsible for removing samples from the FCBOE Warehouse no later than Friday, July 11, 2025. If samples are not removed by this date, all samples become the property of FCBOE. No further correspondence will be forthcoming.

Items ordered in case quantity are to remain in case quantities with minimal breakdown of individual items in shipments.

Delivery of bid items should be no later than August 13, 2025.

CONTRACT AGREEMENT

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing School & Office Supplies to the Floyd County Board of Education and do agree to all terms and conditions by so signing this document.

It is understood that all prices quoted include delivery to the FCBOE Warehouse located at 600 Riverside Parkway, NE, Rome, GA 30161 Withdrawals and cancellations will not be accepted unless authorization is given by the Supply Services and Purchasing Coordinator of the FCBOE. In the event bidders fail to comply, they will be removed from the vendor’s list.

Prompt payment discounts offered for payment up to thirty (30) days will not be considered for the purposes of bid evaluation.

The Floyd County Board of Education reserves the option to renew the bid if agreeable to the successful bidder(s) and the Floyd County Board of Education.

COMPANY NAME REPRESENTATIVE’S SIGNATURE

DATE TELEPHONE NUMBER

TERMS FAX NUMBER

THIS CONTRACT AGREEMENT MUST BE COMPLETED BY THE BIDDER AND RETURNED WITH THE BID.

VENDOR QUESTIONNAIRE AND REFERENCE SHEET

To be completed only if your company has not done business with the Floyd County Board of Education in the last five (5) years.

1. How long have you been in business? _______________________

Please list three (3) references where you have conducted a significant volume of business.

COMPANY

COMPANY

ADDRESS

TELEPHONE NUMBER/CONTACT PERSON

SIGNATURE OF VENDOR