Custodial Supplies

BID# B22-12 Custodial Supplies Date: June 13, 2022 To: All Bidders The Forsyth County School System’s Purchasing Department would like you to supply us with a Bid for Custodial Supplies. Pricing shall remain firm for one year. The Forsyth County School System is tax exempt. The Bid Opening is: # B22-12 July 12, 2022 3:00 PM (BID #) (DATE) (TIME) Responses to this Request for Bid must be in a sealed envelope and must be marked with your company name, and Bid number. Please allow ample time for delivery. Bids received late will not be considered. For mailing purposes, please address to: FORSYTH COUNTY SCHOOL SYSTEM Brad Richardson, Director of Procurement Services BID # B22-12 441 CANTON HWY CUMMING, GA 30040 Bids will be opened at the Forsyth County School System’s Purchasing Department located at 441 Canton Hwy Cumming, Georgia. Respectfully, Brad Richardson Director of Procurement Services PURCHASING DEPARTMENT Forsyth County Schools Warehouse 441 Canton Hwy Cumming, GA 30040 Phone:

770-781-6603 / Fax: 770-888-0222 www.forsyth.k12.ga.us FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 2 GENERAL TERMS AND CONDITIONS 1.0 PREPARATION OF BIDS 1.1 Bids must be on Bid Forms furnished with this Invitation to Bid. They must be submitted in a sealed envelope marked with your company name and “BID B22-12, Custodial Supplies” clearly marked on the outside of the envelope. 1.2 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 entirety. Responses must be either typed or written in ink. Any correction made on the bid form (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 FCSS. Each bidder is required to furnish all information requested in the Invitation to Bid. 1.3 Each bidder is responsible for having knowledge and understanding of any applicable State of Georgia Code and FCSS regulations or policies pertaining to FCSS procurement. 1.4 FCSS Purchasing Regulations are hereby acknowledged understood, and agreed to by both parties and are hereby fully incorporated into the Bid and Bid Contract. 1.5 Conditional Bids- Bids that in any way qualify or vary the terms and conditions and specifications of this Bid may be considered non-responsive and disqualified from consideration of award. 2.0 COMMUNICATIONS WITH FCSS STAFF 2.1 All communications concerning this BID must be submitted in writing to the FCSS Purchasing Department. Email to ttryan@forsyth.k12.ga.us is the preferred method of communication. Only written questions submitted via email or fax will be accepted. No response other than written, distributed by the Purchasing Department will be binding upon FCSS. User departments may be called upon for clarification in their area of expertise at the discretion of the Purchasing Department. Questions must be received by 5:00 P.M. June 30, 2022. Answers to questions will be posted on the purchasing webpage. 2.2 From the issue date of this BID until the completion of the selection process and the award notification is announced, bidders are not allowed to communicate with school system employees and/or contracted agents related to this BID for any reason except as authorized by the Purchasing Department. Violation of this provision may result in rejection of the bidder’s response. 2.3 It is the vendor’s responsibility to check the FCSS Current Solicitations website for any addenda, responses to vendor questions, or other communications, which may be necessary during the solicitation period. 3.0 SUBMISSION OF BIDS 3.1 The Original and One Copy of the Bid must be received at the Forsyth County School System, Attention: Purchasing Department, 441 Canton Hwy, Cumming, Georgia 30040 no later than the date and time (determined by the date/time stamp of the FCS) set forth in the Invitation to Bid. 3.2 Late bids- All bids shall be received and time stamped by the FCS purchasing department prior to the designated closing date and time. Any bid received and time stamped after the designated closing time will be deemed late and not considered for award. FCS cannot be responsible for lateness of receipt due to delivery delays or mistakes made by a contracted delivery courier. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 3 3.3 Verify your quotation before submission as it cannot be withdrawn, corrected, or altered after submission. A responsible officer or employee must sign and all obligations assumed by such signature must be fulfilled. 4.0 SPECIFICATIONS 4.1 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. FCSS shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the Invitation to Bid. If FCSS determines that the modifications or deviations from the specifications are not in compliance, the bid may be rejected. 4.2 A vendor’s failure to deliver any items/services 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 vendor’s expense and removed from FCSS property at the sole cost of the vendor. 4.3 For Goods: Manufacturers listed, as “Model Equivalence” in the Invitation to Bid is to establish the general quality required. Items of other manufacturers of equal or better specifications may be considered. The FCSS will be the sole determiner as to whether the substituted item is of equal or better specification. 4.4 If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in Bid document as well as current industry standards. Replacement units must be made available to FCSS for review and approved prior to the end of life of the awarded model. FCSS reserves the right to accept or reject the replacement item. 4.5 All products and materials furnished must comply with all applicable federal, state, and local laws, codes and regulations. 5.0 PRICES QUOTED 5.1 Prices must remain firm for a period of one year from the award date unless specified otherwise in the Special Terms and Conditions. The Forsyth County School System reserves the option to renew the bid annually if agreeable to both the successful bidder and the Forsyth County School System. Bid may be renewed up to four times annually. 5.2 Quantities/amounts shown on the Invitation to Bid are estimates. Bidders are advised that the actual number purchased/required may vary from those on the Invitation to Bid, depending upon the needs of the FCSS and the availability of funds. 5.3 Bids that contain minimum order amounts will not be accepted unless called for in the Special Terms and Conditions. 5.4 Pricing must be submitted on Bid Form as requested without conditions unless called for in Special Terms & Conditions. 5.5 For Goods: Bids must include all delivery and/or installation charges. Delivery and/or installation requirements will be as specified in the Special Terms and Conditions. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 4 6.0 SAMPLES 6.1 When required, samples must be furnished at the bidder's expense. 6.2 Samples are to be tagged or labeled as directed in the Special Terms and Conditions. 6.3 Samples not used or destroyed in testing will be returned to the bidder at bidder’s request and at bidder’s expense. If vendor does not arrange for pick-up of samples as defined in Special Terms & Conditions, samples will become the property of FCSS. 7.0 AWARDS 7.1 The FCSS 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 or waive any minor irregularity. 7.2 The FCSS reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof. 7.3 Award will be made to the lowest responsive and responsible bidder meeting all specifications and requirements. This is the bidder who submits the lowest price, whose bid meets the specifications, terms, conditions set forth in the Invitation to Bid, and who is clearly capable of delivering the product or services specified. The lowest responsible bidder will not, therefore, always be the bidder who has submitted the lowest monetary bid. Award of bids will be made in the best interest of FCSS. 7.4 Purchases by the FCSS are not subject to Federal Excise Tax or State and Local Sales Tax. No taxes should be included in this Bid. 8.0 CONTRACT 8.1 THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE BIDDER AND RETURNED WITH THIS BID IN ITS ENTIRETY. 8.2 It is understood and expressly agreed that, upon proper acceptance of any or all items by the Purchasing Department, a contract shall hereby be created. 8.3 Failure to observe any of the general or special terms of this contract may constitute for rejection of award and removal from bidders list. 8.4 Unless otherwise stated in the Special Terms and Condition, FCSS requires that all prices quoted will be firm for 12 months from award of contract. 8.5 By signing of contract, vendor confirms responsibility as an authorized agent to sell, distribute all products and services as bid. In addition, vendor confirms ability and responsibility to provide all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in the Special T&C. 8.6 Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 5 8.7 Choice of Law and Venue-The Laws of the State of Georgia shall govern this contract in all respects. Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Forsyth County, Georgia. 8.8 Entirety of Contract- All documents submitted in response to the BID, including any attachments and appendices are incorporated into the contract between FCSS and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the Bid Response by the Vendor conflicts with the language of the Bid, the language of the Bid shall govern and control for all purposes, unless consented and agreed to by FCSS in writing. 8.9 FCSS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, market place or acts of God. This option will only be exercised if it is deemed in the best interest of the FCSS. 9.0 SHIPPING 9.1 All prices are to include delivery to the location(s) specified in the Invitation to Bid or the Purchase Order. All delivery for goods must be FOB destination, unless specified otherwise in the Special Terms and Conditions, with delivery to the location specified by the FCSS. 9.2 In the event of damage, shortage, or other loss resulting from shipment to any FCSS facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter between vendor and the carrier. 9.3 FCSS reserves the right to cancel the purchase of the bid items/services and/or any other pending purchase orders to the same vendor and/or permanently remove the vendor from the vendor list if the items/services have not been delivered/completed by the specified delivery date and no written extension of such delivery date has been granted by FCSS. 10.0 INVOICING 10.1 Payment will be made by the FCSS after final delivery and acceptance of all items/services. However, final acceptance will not be made until after inspection and approval by the FCSS authorized representative. 10.2 All accounts are paid on a current basis. Best effort will be made by FCSS to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract. Time will be computed from delivery (date of FCSS signature) at destination or from the date a correct invoice is received, if later than the date of delivery. 10.3 Invoicing Procedure- Invoices must be original. Copies or facsimiles are not acceptable. Invoices must not be altered in any way from the original by handwriting or by machine. Invoices will be paid within 30 days of receipt of invoice and within 30 days of notification receipt of goods or services by receipt. Computer-produced invoices are preferred. Invoices must contain the company name, the remit to address, and FCSS purchase order number. 11.0 ASSIGNMENT, DELEGATION, OR SUBCONTRACT 11.1 Except as may be specifically permitted by the Bid, Vendor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of the work required under this Contract, or assign any of its rights or obligations hereunder, without written consent of FCSS, which consent may be withheld at its sole discretion. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 6 12.0 INDEMNIFICATION 12.1 The successful Vendor shall be liable for any injury, damage or loss occasioned by negligence of the successful Vendor, its agents, or any other person the successful Vendor has designated to visit FCSS property and shall indemnify and hold harmless the Board, its officers, employees, agents, volunteers from any liability arising in the performance of this contract. Vendor’s obligation under this section shall not extend to any liability caused by the sole negligence of the FCSS, or its employees. 13.0 INSURANCE 13.1 Before performing any work on the awarded contract, the successful bidder shall procure and maintain, during the life of said contract, insurance coverage as listed below. The policies of insurance shall be primary and written on forms acceptable to the Board and placed with insurance carriers approved and licensed by the Insurance Department in the State of Georgia. Proof of insurance must be available at the request of FCSS at any point of the evaluation process or during the life of the contract. 1. Worker's Compensation Insurance: In accordance with Georgia Code. 2. Commercial General Liability: Including but not limited to bodily injury, property damage, contractual and personal injury with limits of not less than $100,000 combined single limit per occurrence, $500,000 per project aggregate covering all work performed under this contract. 3. Automobile liability: Bodily injury and property damage including all vehicles owned, leased, hired and non-owned with limits of not less than $1,000,000 combined single limit covering all work performed under the contract. The successful bidder shall be required to list the Board as additionally insured. 4. The Board, its officers and/or officials, employees and volunteers shall be named as insured under awarded Vendor’s insurance policy for the duration of this contract. 14.0 TERMINATION 14.1 Termination-If FCSS or the successful vendor(s) wish to cancel this contract, written notice thirty (30) days in advance will be required of either party. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving notice specifying the breach. FCSS reserves the right to terminate without warning in the event of critical and/or material breach of contract. 15.0 ADDENDUM 15.1 Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. Vendor is responsible for checking the webpage frequently during solicitation period for any potential addendums. 16.0 SPECIAL TERMS AND CONDITIONS Should the General Terms and Conditions be in conflict with the attached Special Terms and Conditions, the Special Terms and Conditions will control. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 7 1.0 GENERAL The purpose of this bid is to provide custodial supplies to the Forsyth County School System. Orders will be placed on an as needed basis at quantities to be determined. The awarded vendor(s) will be responsible for furnishing and delivering custodial supplies as per the specifications of this Bid. 2.0 CONTRACT DETAILS 2.1 Product Make and Models – For the purposes of this bid FCS has designated on the bid form if the vendor must bid the exact make and model requested or a substitute is allowed. If column “C” states no substitutions allowed, vendor must bid the exact make and model(s) listed under the item description. If noted “equal to” vendor may bid an alternate product that meets or exceeds the product specified. If column “C” notes sample required, vendor shall submit product sample with bid. 2.2 Vendors are hereby informed that the FCS evaluation team will solely determine if a product offered meets expectations. Therefore, FCS reserves the right, through whatever evaluative process, sample or no sample, to select the lowest priced product meeting expectation. Please note FCS may elect to award by line item, by groups or other methods that would be in the best interest to FCS. 2.3 Quantities shown on the Bid Forms are estimates, which have been determined by the Forsyth County School System. Vendors are notified that the quantities purchased may vary from those on the Bid Form, either by being increased or decreased. If the quantity indicated on the bid has been purchased and FCS desires to continue to purchase additional quantities, the vendor is required to sell the item(s) at the bid price for the duration of the bid period. 2.4 All prices are to be F.O.B. Destination and to include all charges for delivery to the Forsyth County School System Support Services Warehouse located at 441 Canton Hwy Cumming, GA 30040. Large shipments shall be palletized and shall not exceed 2,500 lbs. per pallet. 2.5 Bidders may be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipment, finances, and personnel to furnish satisfactorily the items offered. Bidders also may be required to prove that they are authorized dealers and can provide necessary warranties for items they propose to furnish. 2.6 Samples, if required, must be furnished free of expense to the FCS. Samples must meet sample submission requirements. If samples are not awarded, used, or destroyed in testing, the bidder must claim them within 30 days from date of notification of award or non-award, or they will become the property of the FCS. 2.7 Estimates provided are based on annual usage and not intended to imply a one-time purchase. FCS will order on an as-needed basis. 2.8 The time of delivery of products may be a consideration for this bid. Vendors must state all delivery times in the bid form provided and shall adhere to those times if awarded. 2.9 Contract Term- As stated in this document, all pricing, terms and conditions shall remain firm for the entire contract term. Renewal contracts are available if mutually agreeable between both parties. In the event of default to any material element of the contract, FCS reserves the right to not consider the vendor and/or manufacturer for future solicitations and awards. In addition, breaches determined unreasonable or serious by FCS, may result in vendor/ manufacturer suspension or debarment from future FCS procurement functions. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 8 3.0 SAMPLE REQUIREMENTS & INSTRUCTIONS 3.1 If a sample is requested for a particular item, the following requirements must be met below. 3.2 All samples should be sent to: Forsyth County School System Support Services Attn: (Bid B22-12, SAMPLE) 441 Canton Hwy. Cumming, Georgia 30040 3.3 All samples must be labeled with your company name and the corresponding item number (Both the FCS number and your product number). FCS may not consider samples for evaluation that are not labeled properly. If multiple samples are sent in one box, each sample shall be labeled as requested. 3.4 All samples must be received before the bid-opening deadline. If samples are not received before the bid-opening deadline, that particular item(s) may not be considered for award. 3.5 All samples are required to be exactly as the item you are bidding. All specifications, materials, dimensions, and colors shall match precisely and with no deviations. If a manufacture is submitting a sample for you, make sure the sample will meet all the requirements of this bid. 3.6 Any questions concerning samples and shipment of samples should be emailed to the Forsyth County School System’s Purchasing Department attention Trey Tryan at ttryan@forsyth.k12.ga.us. 3.7 Samples that need to be returned shall be claimed within 30 days from notification of award or non-award. The vendor is responsible for all shipping and cost involved with return of sample(s). All samples not claimed within the 30-day deadline will become property of the Forsyth County Board of Education. 3.8 During the execution of the contract, the awarded vendor must supply the product(s) exactly as bid, and/or per the sample offered for evaluation (if applicable). Failure to do so may result in disqualification and/or debarment from future purchasing opportunities. 3.9 If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in Bid document and must be offered at the awarded price. Replacement units must be made available to FCS for review and approved prior to the end of life of the awarded model. FCS reserves the right to accept or reject the replacement item. 3.10 A sample of awarded items will become the property of Forsyth County Board of Education to be used for reference and comparison of future orders received. 3.11 All items that require samples will be designated on the bid form in column C and will note “Samples Required With Bid” 3.12 Vendors are hereby informed that the FCS will solely determine if a product offered meets expectations. Therefore, FCS reserves the right, through whatever evaluative process, sample or no sample, to select the product in the best interest of FCS. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 9 4.0 BID FORM BID FORMS-Bidders are required to download the Bid Form spreadsheet from the FCS Purchasing webpage. Bidders are required to fill in the spreadsheet and submit bid pricing on a thumb drive or flashdrive. Bidders are also required to submit a Bid Form in writing as well, and include in the sealed envelope. Therefore, both written Bid Forms and electronic versions are required. In the event of conflict between written submission and electronic submission, FCS will consider the written submission for purpose of award consideration. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 10 THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE BIDDER AND RETURNED WITH THE BID PACKAGE. B22-12 CONTRACT AGREEMENT We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing Custodial Supplies to the Forsyth County School System and do agree to all terms and conditions by so signing this document. Withdrawals, cancellations, etc., will not be accepted unless the Director of Procurement Services gives authorization. In the event bidders fail to comply, they may be removed from the vendors’ list. _______________________________________ ____________________________________ Company Name Representative’s Signature (Must be signed in ink) _______________________________________ ____________________________________ Address Representative’s Name (Please type or print) _______________________________________ ____________________________________ City, State, and Zip Code E-Mail Address _______________________________________ ____________________________________ Date Telephone Number and Extension _______________________________________ ____________________________________ Terms (If payment terms are not indicated, Fax Number will be determined to be net 30 days). PLEASE INDICATE YOUR LEAD TIME UPON RECEIPT OF PURCHASE ORDER: For purposes of this solicitation, Lead Time is defined as the number of days between vendor receiving order and the good/service being “received” at FCSS location. PRICES MUST REMAIN FIRM FOR ONE YEAR FROM DATE OF AWARD. Signing the Contract Agreement affirms that the original Bid document has not been altered in any way. Upon notice of Award, this page will become the prevailing Contract Agreement between your organization and the FCSS. FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 11 VENDOR QUESTIONNAIRE Questionnaire information will be utilized in the evaluation of this Bid. Vendors must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration. 1. How long have you been in business? 2. Give us background information on your company, including delivery and warehousing capabilities, as well as any financial ratings available. 3. Have you done business with other school systems? Yes No If yes, name system and volume of business 4. Do you have a local representative in the metro Atlanta area? ____________ If Yes, please provide name and contact information: ____________________________________________________________________________________ ________________________________________________________________________________ ______________________________________________________________________________ Signature of Vendor Name of Company ______________________________________________________________________________ Address City, State, and Zip Code FORSYTH COUNTY SCHOOL SYSTEM Purchasing Department 12 VENDOR REFERENCE SHEET References will be utilized in the evaluation of this Bid. Vendor must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive” and eliminated from consideration. It is not the responsibility of FCSS to pursue and obtain incomplete and/or inaccurate reference information, to ensure that references respond to our reference request, or to consider references not listed on this form. Company Address, City, State, Zip Code Telephone/ Fax Number Name of Contact Person Contact Email Company Address, City, State, Zip Code Telephone/ Fax Number Name of Contact Person Contact Email Company Address, City, State, Zip Code Telephone/ Fax Number Name of Contact Person Contact Email