General Supplies

GREENWICH PUBLIC SCHOOLS Purchasing Department 290 Greenwich Avenue Greenwich, Connecticut 06830 (203) 625-7411 Fax (203) 625-7677 EUGENE H. WATTS Senior Buyer June 1, 2022 Dear Sir/Madam: You are invited to submit a bid for General Supplies for the Greenwich Public School District. The attached bid specifications detail the requirements we are looking for. Bid"ders are urged to read all documents carefully and fill out all information requested. Bid"s which are incomplete, obscure, or conditional, and which contain irregularities of any kind, will be subject to rejection for failure to comply strictly with these conditions. Bid"s must be submitted on the schedule forms attached. All unit prices must be filled in and the cost sheet must be the first page of the submitted bid. Each bid must be submitted and clearly marked as (1) original and five (5) copies and one (1) unprotected flash drive (no pdf) with your bid. Bid"ders must submit bids in a clear, concise and legible manner to

permit proper evaluation of responsive bid. The cost sheet must be the first page of the submitted bid. Faxed or emailed bids will not be accepted however, hand delivered, mailed or overnight bids will be accepted Monday through Friday between the hours of 8:30am -12:00pm and 1:30 pm - 3:00pm at: Greenwich Public Schools 290 Greenwich Avenue Greenwich, CT 06831. Late bids will not be accepted. The original bid and copies must be in a sealed envelope plainly marked with the Vendors name and address and the following information: General Supplies Bid", Opening Date: June 16, 2022 Opening Time: 10:00 a.m. , Bid" Number: 2367-22 All responses are subject to change based on the status of the COVID 19 pandemic and Federal Ordinances. The Bid" opening will be held remotely by telephone in real time. The details to join the meeting remotely are as follows: Dial-In by phone 1 240-544-6572 (PIN: 818851892) All Bid"ders and other interested people are invited to call in to hear Bid" 2367-22 being read at 10:00 a.m. Very truly yours, _____________________ Eugene H. Watts tel:+1-240-544-6572%3B818851892%23 2 GENERAL TERMS, CONDITIONS AND INSTRUCTIONS Sealed bids for furnishing General Supplies as specified on the attached bid specification sheets will be accepted until 10:00 a.m. on June 16, 2022. All bidders and other interested persons are invited to be present at the opening of these bids, which will take place in the Purchasing Department at the Board of Education. QUESTIONS Questions concerning this bid will be received by email only directed to: Bid" Department, ( bid_department@greenwich.k12.ct.us ). In the “Subject” line you must put Bid" #2367-22 General. All questions must be received no later than noon on June 7, 2022. All answers will be posted as an addendum on our website ( www.greenwichschools.org ) by noon on June 13, 2022. It is the responsibility of all bidders to verify that they are current with all Addendums prior to bid submission. Failure to comply with these conditions will result in the bidder waiving his right to dispute the bid specifications and conditions. Questions received verbally will not be answered. OPTION TO EXTEND The service and work contemplated under this Contract shall be completed in full on or before June 30, 2023 with the option to extend the contract if agreeable to my both parties for the 2023/2024, and 2024/2025 school years. If the GPS intends to extend the contract period, the vendor will be notified in writing by the Purchasing Departmnet. Bid"ders are urged to read all documents carefully considering that our bid may have changed from the past. Bid"s which are incomplete, obscure, or conditional, and which contain irregularities of any kind, will be subject to rejection. The Board of Education reserves the right to waive any informality in the bid or reject any or all bids or to accept any bid which appears to be in the best interest of the Board. The Board also reserves the right to award by group items and to reserve the full-unquestioned right to award this bid. Any bid may be withdrawn prior to the opening time and date. Any bid received after the time and date as specified will not be considered. The Greenwich Board of Education reserves the right to award like items by group at our discretion. Quote only one price for each unit specified. Make sure you enter the unit cost, total price and the grand total. The Purchasing Department will not convert your incorrect unit price to the specified unit. Items priced in this manner will not be considered. Bid"ders may not substitute their own format. Any item contingent on buying any other item will be rejected. The Bid"der is responsible for providing the correct unit, manufacturer name, and ISBN number. The bidder must guarantee inside deliveries to the individual schools and Havemeyer designations. Freight cost must be included in the bid price (F.O.B Destination) and mailto:bid_department@greenwich.k12.ct.us http://www.greenwichschools.org/ 3 delivered between the hours of 8:30 a.m. and 2:30 p.m. Monday through Friday. Delivery trucks should be no longer than 30 feet and must be on the wining bidder’s company truck. All bid orders must be delivered and received at the respective schools within five (5) business days of receipt of our purchase order. If there are any questions relating to failure to meet the delivery date, it will be resolved by using the envelope postmark date. All credits must be issued within 48 hours after return if no replacement item is forthcoming. All credits must show the same purchase order as original invoice number for easy reconciliation. Invoices and statements must be submitted in an Excel spreadsheet within the parameters of Greenwich Public Schools. Bid"ders must be able to provide monthly, quarterly, and annually usage reports. and a year-to-date report when requested. Bid"ders must bid on each item. The bid will be awarded to one (1) bidder as a total bid. The Board of Education purchase order number must be clearly marked on each box delivered and a packing slip must accompany the shipment. Companies bidding on any items must have been in business under the same name for at least ten years unless purchased by a larger company. If a school does not receive requested items, the winning bidder’s representative must resolve the issue within five (5) business days. Greenwich Public Schools must be informed in writing from the bidder if an item has been discontinued within five (5) business days. Absolutely NO substitutions will be made to any items or orders without the consent of the purchasing department. All exchange items must be of equal value. All Summer School purchase orders must be delivered the next day. All regular school orders placed with a July 2022 date must be delivered as soon as the purchase order is received. All items must be well packaged. The Havemeyer Building must be the first stop. 4 The Greenwich Board of Education requires all bidders to adhere to the specified unit of measure for each line item; i.e. dozen, each, box, etc. Do not bid on any items as a unit bid. Quantities are approximate and may be increased or decreased. The bidder’s failure to deliver on time and failure to completely fill all orders will place your company in breach of the herein agreement and will result in the termination thereof. In such a case, Greenwich Public Schools reserves the right to any legal and/or equitable remedies available. Names will be provided upon award of the bid as to who may place phone orders. No other phone orders should be accepted by your company. All quotes must be submitted in writing only with the price, delivery date, item number, and description. The successful vendor shall guarantee that all items delivered will conform in every respect with accepted standards of workmanship, material and performance, and follow all provisions of Federal and State Laws and Regulations and these specifications. Hazardous Substances: All hazardous substances delivered to the Greenwich Public Schools must conform to all Federal and State regulations pertaining to labeling of hazardous substances, etc. If requested, a completed Material Safety Data Sheet (MSDS) OSHA form 20, from the latest edition of the Hazardous Materials Handbook of the National Fire Protection Association, must be submitted before an order is considered complete. Send sheets for all items awarded together. All items are to meet specifications, if any, set by the Consumer Product Safety Commission under the “Consumer Products Safety Act” (Public Law 92-575) of October 27, 1972, and all amendments thereto. Bid"der agrees to comply with the provisions of the Occupational Safety and Health Act of 1970 and the standards and regulations issued there under. Bid"der certifies that all items furnished and all work performed hereunder will comply with said standards and regulations. Bid"der further agrees to indemnify and hold harmless buyer for any loss, damages, fine, penalty, and or expense whatsoever as a result of Bid"der’s failure to comply with the Act and any such standards or regulations issues there under. Failure to comply with all stipulations within this bid shall be considered sufficient reason for rejection of this bid. Greenwich Public Schools will only accept one (1) invoice upon completion of order. No payments will be made on incomplete Purchase Orders. The Board of Education shall have the right to take such steps, as it deems necessary to determine the ability of the bidder to perform the work. The bidder shall furnish the Board of Education with information and data for this purpose as the Board of Education may request. The right is reserved to reject any bid where on investigation of the evidence, or information submitted by such bidder does not satisfy the Board of Education. The bidder is qualified to carry out properly the terms of the contract. 5 No amount shall be added for the Connecticut Sales Tax or Federal Tax. The Greenwich Public Schools is exempt from the payment of taxes imposed by the Federal Government and/or State of Connecticut. Taxes must not be included in the bid price. Bid"ders must comply with all Federal, State and Local Laws and Regulations and all applicable safety standards. Should the bidder find, during examination of specifications, any discrepancies, omissions, ambiguities, or conflicts in the specifications or be in doubt as to the meaning of any portion of them, he/she shall bring the question to the attention of the Purchasing Department at the Board of Education at once and no later than ninety-six (96) business hours before the bid due date. The Purchasing Department will review questions and where information sought is not clearly indicated or specified, the Purchasing Department will then instruct all bidders in writing regarding the points in question, by issuing a clarifying addendum which will become a part of the specifications. No alleged "verbal interpretation" shall be held valid. All addenda issued during this period supersede previous information and automatically becomes part of the specifications. If the Board of Education deems it necessary, it may postpone the opening date of bids by notifying each bidder by telephone, mail or the issuing of an addendum. The Greenwich Board of Education reserves the right to accept the bid or bids of the lowest qualified bidder, kind, quality and material being equal, to select a single item from the bidder, or to accept the bid as a whole; to reject any and all bids, and to waive any omission or informalities in any bid. In addition, Greenwich Public Schools has the right to make a decision on the approval or disapproval of a Sales Representative from the winning company. If Greenwich Public Schools disapproves, the company must provide a representative to meet with the approval of Greenwich Public Schools. The sales representative must meet with the Purchasing Department at Greenwich Public Schools at least once a week by appointment only at 290 Greenwich Ave Greenwich, CT. Inside sales representative must respond to all calls from schools or Havemeyer within 3 hours after receiving the call. The sales representative must not deliver any special pricing flyers/brochures to any schools without the purchasing department’s consent and review. The awarded bidder must supply all schools and Havemeyer with updated catalogs.