RFP25_070 COPY PAPER SPECIFICATIONS.doc

BID #13-01

GENERAL TERMS AND CONDITIONS cont’d

BID# RFP25-070

FLOYD COUNTY BOARD OF EDUCATION

Rome, Georgia

GENERAL TERMS AND CONDITIONS

1.0 PREPARATION OF BIDS

1.1 Bids must be on Bid Form furnished with this Invitation to Bid. They must be submitted in a sealed envelope marked “Bid No. RFP25-070, Copy Paper”. The original and two copies of the Bid must be mailed to the 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 as set forth in the Invitation to Bid. Bid forms must be completed in their entirely. Any correction made on the bid forms (white out or strike through) must be initialed 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.

2.0 SUBMISSION OF BIDS

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

3.0 SPECIFICATIONS

3.1 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.

3.2 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.

3.3 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 be in compliance with 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.

4.0 PRICES QUOTED

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

4.2 As described in the Special Terms and Conditions, all bid quotes must remain firm.

5.0 SAMPLES

5.1 When required, samples must be furnished at 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.

6.0 BIDDER’S EVIDENCE OF RESPONSIBILITY

6.1 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.

6.2 The attached Vendor Questionnaire and Reference Sheet are to be completed and returned with your bid..

7.0 AWARDS

7.1 The FCBOE reserves the right to accept or reject any part of a submitted bid, to accept the entire bid from one bidder, to accept portions of the bid from several bidders, or to reject all bids submitted. The FCBOE reserves the right to award the bid under the most beneficial economic terms for the FCBOE. In the cost of tie bid, the award will be made as follows:

A. The bid will be awarded to the in-county vendor.

B. The bid will be awarded to the in-state vendor.

C. The bid will be awarded to the vendor with the lesser total dollar volume.

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

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

7.4 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.

7.5 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.

7.6 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.

8.0 CONTRACT

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

8.2 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 to Bid.

9.0 SHIPPING

9.1 All prices are to be FOB delivered to the location specified in the Invitation to Bid.

9.2 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.

10.0 INVOICING

10.1 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.

10.2 The successful vendor will be required to supply an original and one copy of each invoice and to reference all invoices to the purchase order to which they pertain.

10.3 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.

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

vendors@floydboe.net

11.0 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.

12.0 RIGHTS AND REMEDIES

12.1 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 charge is not a penalty, rather it is the agreed upon liquidated damages representing the estimated damages that will be incurred by the FCBOE because 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 further has the right after assessing such charge, after the continuing failure of the vendor to complete, to terminate the purchase order.

12.2 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.

13.0 PROPOSAL QUESTIONS:

13.1 Offerors who wish to submit questions regarding this RFP should submit their questions in writing to the purchasing agent listed below by July 11, 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 made 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 (Attn: J. Franklin Lykins). Samples should be marked with the bid name and number. Samples submitted must be exact replica of item(s) to be furnished.

All samples are to be in the Warehouse (delivered and assembled) no later than July 16, 2025.

2.

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

Name of Bidder

Name of Manufacturer

Manufacturer’s Model and/or Catalog Number

Bid Number

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

3. Delivery of bid items should start no later than September 15, 2025.

CONTRACT AGREEMENT

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing Copy Paper 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

ADDRESS

REPRESENTATIVE’S NAME

CITY, STATE, AND ZIP CODE

E-MAIL ADDRESS

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

1.

How long have you been in business?

2.

Have you done business with other school systems in the State of Georgia?

Yes _____

No _____

If yes, name system and volume of business

SCHOOL SYSTEM

VOLUME OF BUSINESS

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

COMPANY

ADDRESS

TELEPHONE NUMBER/CONTACT PERSON

VENDOR QUESTIONNAIRE AND REFERENCE SHEET cont’d

SIGNATURE OF VENDOR

NAME OF COMPANY

ADDRESS

CITY, STATE, AND ZIP CODE

SPECIFICATIONS AND BID FORM

COPY PAPER – STANDARD

5040 Cases Size:

8-1/2” x 11” (Letter-size)

Weight:

20#

Color:

White

Brightness:

92+

Packaged:

10 Reams of 500 sheets per case

SPECIAL CONDITIONS:

DOMESTIC PAPER ONLY

5040 Cases to FCBOE Manufacturer

Brand Price per Case

ALTERNATE:

Manufacturer

Brand Price per Case

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