Granite School District
Bid DS-2979
5
Solicitation DS-2979
Sharp Copier Parts
Bid designation: Public
Granite School District
6 5/6/2014 11:05 AM
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Granite School District
Bid DS-2979
5
Bid DS-2979 Sharp Copier Parts Bid Number
DS-2979
Bid Title
Sharp Copier Parts
Bid Start Date
May 6, 2014 11:03:00 AM MDT
Bid End Date
May 12, 2014 10:00:00 AM MDT
Question & Answer End Date
May 8, 2014 10:00:00 AM MDT
Bid Contact
Debbie Smith 385-646-4565
[email protected]
Contract Duration One Time Purchase Contract Renewal Not Applicable Prices Good for
60 days
Bid Comments
Please quote as specified OEM, Katun or Imagistics parts Only *Granite School District reserves the right to an option to order more units (within the next 12 months) if the supplier agrees to hold their pricing. Note: This is not an exclusive purchase agreement Please quote FOB Destination Item Response Form
Item
DS-2979-- 01-01 - (874209) Imagistics Drum
Quantity
100 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 100
Description (874209) Imagistics Drum for IM 3511 -4511
Item
DS-2979-- 01-02 - (874191) Sharp Maintenance Kit
Quantity
100 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 100
Description 5/6/2014 11:05 AM (874191) Sharp Maintenance Kit Part #AR-450 KC1
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FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 100
Granite School District
Bid DS-2979
Description (874191) Sharp Maintenance Kit Part #AR-450 KC1
Item
DS-2979-- 01-03 - (874216) Sharp/OCE Fuser Pawl
Quantity
40 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 40
Description (874216) Sharp/OCE Fuser Pawl PTME 0300FCZZ
Item
DS-2979-- 01-04 - (874203) Sharp Left Door Transfer
Quantity
15 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 15
Description (874203) Sharp, Left Door Transfer, #PGIDM1884FCZZ For 350/450 Copier
Item
DS-2979-- 01-05 - (874204) Sharp Main Drive Unit
Quantity
8 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 8
Description (874204) Sharp Main Drive Unit CFRM-101DS51 for Sharp 350/450
Item 5/6/2014 11:05 AM Quantity
DS-2979-- 01-06 - (874205) Sharp Fusing Unit 5 each
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Granite School District
Item
DS-2979-- 01-06 - (874205) Sharp Fusing Unit
Quantity
5 each
Bid DS-2979
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 5
Description (874205) Sharp Fusing Unit #DUNTW7095DSII for 350/450 Copier
Item
DS-2979-- 01-07 - (874201) Sharp, Separator Plate / Doc Feeder Pad
Quantity
50 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 50
Description (874201) Sharp, Separator Plate / Doc Feeder Pad #PSHEZ4847FCZZ
Item
DS-2979-- 01-08 - (874211) Sharp DS Roller Unit
Quantity
8 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 8
Description (874211) Sharp DS Roller Unit for Model 350 #CGIDM1887DS51
Item
DS-2979-- 01-09 - (874215) TANDEM VTR
Quantity
10 each
Unit Price Manufacturer Part # Delivery Location 5/6/2014 11:05 AM Granite School District GRANITE SCHOOL DISTRICT-KEN
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Unit Price Granite School District
Manufacturer
Bid DS-2979
Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 10
Description (874215) Tandem VTR NROLR134OFCZ1
Item
DS-2979--01-10 - (874212) Sharp Paper Exit Reverse Unit
Quantity
5 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 5
Description (874212) Sharp Paper Exit Reverse Unit
Item
DS-2979--01-11 - (874196) Sharp Paper Feed Separation Roller
Quantity
20 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 20
Description (874196) Sharp Paper Feed Separation Roller P/N #NROLR1311FCZZ for Sharp AR350
Item
DS-2979-- 01-12 - (874197) Sharp Pickup Roller
Quantity
10 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 10 5/6/2014 11:05 AM
Description
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GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY Granite School District 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 10
Bid DS-2979
Description (874197) Sharp Pickup Roller PN #NROLR1312FCZZ for Sharp AR3050
Item
DS-2979--01-13 - (874300) Sharp MX-M503U Copier Drum Part #MX-500NR
Quantity
60 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 60
Description (874300) Sharp MX-M503U Copier Drum Part #MX-500NR
Item
DS-2979-- 01-14 - (874301) Sharp MX-M503U Copier Main Charger Kit Part #MX-503MK
Quantity
60 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 60
Description (874301) Sharp MX-M503U Copier Main Charger Kit Part #MX-503MK
Item
DS-2979--01-15 - (874303) Sharp MX-M503U Copier Web Frame Unit
Quantity
60 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 60
Description (874303) Sharp MX-M503U Copier Web Frame Unit Part #CFRM 1425DS52
Item
DS-2979-- 01-16 - (874307) SHARP P/S UNIT
Quantity
6 each
Unit Price 5/6/2014 11:05 AM Manufacturer
p. 6
Item Quantity
DS-2979-- 01-16 - (874307) SHARP P/S UNIT Granite School District 6 each
Bid DS-2979
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 6
Description (874307) Sharp MX-M503U Copier P/S Unit Part #CDAIUO813DS51
Item
DS-2979-- 01-17 - (874305) Sharp Sep Roll
Quantity
50 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 50
Description (874305) Sharp Sep Roll NROLR1466
Item
DS-2979-- 01-18 - (874306) Sharp PU Roll
Quantity
25 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 25
Description (874306) Sharp PU Roll NROLR1467F
Item
DS-2979--01-19 - (874308) Sharp MX-M503U Copier DV Unit Part #DUNT-8266DS27
Quantity
8 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 8 5/6/2014 11:05 AM
Description
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GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY Granite School District 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 8
Bid DS-2979
Description (874308) Sharp MX-M503U Copier DV Unit Part #DUNT-8266DS27
Item
DS-2979-- 01-20 - (874312) SHARP MX-503 UPPER HEAT ROLLER
Quantity
10 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 10
Description (874312) SHARP MX-503 UPPER HEAT ROLLER, PART NROLT1821FCZZ
Item
DS-2979--01-21 - (874313) SHARP MX-503 UPPER HEAT BEARING
Quantity
20 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 20
Description (874313) SHARP MX-503 UPPER HEAT BEARING, NBRGY0599FCZZ
Item
DS-2979-- 01-22 - (874314) SHARP MX-503 LOWER HEAT ROLLER
Quantity
10 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 10
Description (874314) SHARP MX-503 LOWER HEAT ROLLER, NROL1827FCZZ
5/6/2014 11:05 AM Item
Quantity
DS-2979-- 01-23 - (874315) SHARP MX-503 LOWER HEAT ROLLER 20 each
p. 8
(874314) SHARP MX-503 LOWER HEAT ROLLER, NROL1827FCZZ Granite School District
Item
DS-2979-- 01-23 - (874315) SHARP MX-503 LOWER HEAT ROLLER
Quantity
20 each
Bid DS-2979
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 20
Description (874315) SHARP MX-503 LOWER HEAT ROLLER, NBRGY0773FCZZ
Item
DS-2979-- 01-24 - (874316) SHARP MX-503 FUSER PAWLS
Quantity
150 each
Unit Price Manufacturer Part # Delivery Location Granite School District GRANITE SCHOOL DISTRICT-KEN FRANCIS, TECHNOLOGY 380 WEST 3050 SOUTH 120280 SALT LAKE CITY UT 84115 Qty 150
Description (874316) SHARP MX-503 FUSER PAWLS, PTME-0345FCZZ
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Granite School District
Bid DS-2979
5
SOLICITATION NO. DS-2979 Sharp Copier Parts
RESPONSES ARE DUE PRIOR TO:
May 12, 2014 10:00:00 AM MDT
RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO: www.bidsync.com RESPONSES MAY BE MAILED OR DELIVERED TO: Granite School District Purchasing Department 2500 South State Street Salt Lake City, UT 84115
NOTICE When submitting a response (proposal, quote or bid) electronically through BidSync, it is the sole responsibility of the supplier to ensure that the response is received by BidSync prior to the closing 5/6/2014 11:05 AM date and time. Each of the following steps in BidSync MUST be completed in order to place an offer:
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2500 South State Street Salt Lake City, UT 84115
Granite School District
Bid DS-2979
NOTICE When submitting a response (proposal, quote or bid) electronically through BidSync, it is the sole responsibility of the supplier to ensure that the response is received by BidSync prior to the closing date and time. Each of the following steps in BidSync MUST be completed in order to place an offer:
A. Login to www.bidsync.com; B. Locate the bid (solicitation) to which you are responding; a. Click the “Search” tab on the top left of the page; b. Enter keyword or bid (solicitation) number and click “Search”; C. Click on the “Bid title/description” to open the Bid (solicitation) Information Page; D. “View and Accept” all documents in the document section; E. Select “Place Offer” found at the bottom of the page; F. Enter your pricing, notes, other required information and upload attachments to this page; G. Click “Submit” at the bottom of the page; H. Review Offer(s); and I. Enter your password and click “Confirm”. Note that the final step in submitting a response involves the supplier’s acknowledgement that the information and documents entered into the BidSync system are accurate and represent the supplier’s actual proposal, quote or bid. This acknowledgement is registered in BidSync when the supplier clicks “Confirm”. BidSync will post a notice that the offer has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Be aware that entering information and uploading documents into BidSync may take considerable time. Please allow sufficient time to complete the online forms and upload documents. Suppliers should not wait until the last minute to submit a response. It is recommended that suppliers submit responses a minimum of 24 hours prior to the closing deadline. The deadline for submitting information and documents will end at the closing time indicated in the solicitation. All information and documents must be fully entered, uploaded, acknowledged (Confirm) and recorded into BidSync before the closing time or the system will stop the process and the response will be considered late and will not be accepted. Responses submitted in BidSync are completely secure. No one (including Granite School District purchasing staff) can see responses until after the deadline. Suppliers may modify or change their response at any time prior to the closing deadline. However, all modifications or changes must be completed and acknowledged (Confirm) in the BidSync system prior to the deadline. BidSync will post a notice that the modification/change (new offer) has been received. This notice from BidSync MUST be recorded prior to the closing date and time or the response will be considered late and will not be accepted. Utah Code 46-4-402(2) Unless otherwise agreed between a sender (supplier) and the recipient (Granite School District Purchasing), an electronic record is received when: (a) it enters an information processing system that the recipient has designated or uses for the purpose of receiving electronic records or information of the type sent and from which the recipient is able to retrieve the electronic record; and (b) it is in a form capable of being processed by that system.
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Granite School District
Bid DS-2979
5
Form
Request for Taxpayer Identification Number and Certification
W-9
(Rev. December 2011) Department of the Treasury Internal Revenue Service Print or type See Specific instructions on page 2.
Give Form to the requester. Do not sent to the IRS.
Name(as shown on your income tax return)
Business name/disregarded entity name, if different from above Check appropriate box for federal tax classification: Individual/sole proprietor
C Corporation
S Corporation
Partnership
Trust/estate Exempt payee
Limited Liability company. Enter the tax classification(C=C corporation, S=S corporation, P=partnership) Other(see instructions) Address (number, street, and apt. or suite no.)
Requester ’s name and address (optional)
City, state, and ZIP code List account number(s) here (optional)
Part I
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on the “Name” line to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter.
Part II
Social security number
Employer identification number
Certification
Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. citizen or other U.S. person (defined below). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 4. Signature of Sign Here Date U.S. person
Note. If a requester gives you a form other than Form W-9 to request your TIN, you must use the requester ’s form if it is substantially similar to this Form W-9. Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are:
General Instructions Section references are to the Internal Revenue Code unless otherwise noted.
Purpose of Form A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners’ share of effectively connected income.
• An individual who is a U.S. citizen or U.S. resident alien, • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, • An estate (other than a foreign estate), or • A domestic trust (as defined in Regulations section 301.7701-7). Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners’ share of income from such business. Further, in certain cases where a Form W- 9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income.
Cat. No. 10231X
Form W -9 (Rev. 12- 2011)
Form W- 9 (Rev. 12- 2011)
Page
2
5/6/2014 11:05 AM The person who gives Form W- 9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable
Certain payees and payments are exempt from backup withholding. See the instructions below and the separate Instructions for the
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subject to the withholding tax on foreign partners’ share of effectively connected income.
Granite School District Cat. No. 10231X
Bid DS-2979
Form W -9 (Rev. 12- 2011)
Form W- 9 (Rev. 12- 2011)
Page
2 The person who gives Form W- 9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States is in the following cases: • The U.S. owner of a disregarded entity and not the entity, • The U.S. grantor or other owner of a grantor trust and not the trust, and • The U.S. trust (other than a grantor trust) and not the beneficiaries of the trust. Foreign person. If you are a foreign person, do not use Form W9. Instead, use the appropriate Form W- 8 (see Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Entities). Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a “saving clause.” Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the payee has otherwise become a U.S. resident alien for tax purposes. If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W-9 that specifies the following five items: 1. The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien. 2. The treaty article addressing the income.
Certain payees and payments are exempt from backup withholding. See the instructions below and the separate Instructions for the Requester of Form W- 9. Also see Special rules for partnerships on page 1. Updating Your Information You must provide updated information to any person to whom you claimed to be an exempt payee if you are no longer an exempt payee and anticipate receiving reportable payments in the future from this person. For example, you may need to provide updated information if you are a C corporation that elects to be an S corporation, or if you no longer are tax exempt. In addition, you must furnish a new Form W- 9 if the name or TIN changes for the account, for example, if the grantor of a grantor trust dies. Penalties Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect. Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty. Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment. Misuse of TINs. If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties.
3. The article number (or location) in the tax treaty that contains the saving clause and its exceptions.
Specific Instructions
4. The type and amount of income that qualifies for the exemption from tax.
Name
5. Sufficient facts to justify the exemption from tax under the terms of the treaty article. Example. Article 20 of the U.S. -China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.- China treaty (dated April 30, 1984) allows the provisions of Article 20 to continue to apply even after the Chinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception (under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information described above to support that exemption. If you are a nonresident alien or a foreign entity not subject to backup withholding, give the requester the appropriate completed Form W-8. What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS a percentage of such payments. This is called “ backup withholding.” Payments that may be subject to backup withholding include interest, tax -exempt interest, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding. You will not be subject to backup withholding on payments you receive if you give the requester your correct TIN, make the proper certifications, and report all your taxable interest and dividends on your tax return. Payments you receive will be subject to backup withholding if: 1. You do not furnish your TIN to the requester, 2. You do not certify your TIN when required (see the Part II instructions on page 3 for details), 3. The IRS tells the requester that you furnished an incorrect TIN, 4. The IRS tells you that you are subject to backup withholding because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or You do not certify to the requester that you are not subject to backup withholding under 4 above (for reportable interest and dividend accounts opened after 1983 only).
If you are an individual, you must generally enter the name shown on your income tax return. However, if you have changed your last name, for instance, due to marriage without informing the Social Security Administration of the name change, enter your first name, the last name shown on your social security card, and your new last name. If the account is in joint names, list first, and then circle, the name of the person or entity whose number you entered in Part I of the form. Sole proprietor. Enter your individual name as shown on your income tax return on the “ Name” line. You may enter your business, trade, or “doing business as (DBA)” name on the “Business name/disregarded entity name” line. Partnership, C Corporation, or S Corporation. Enter the entity's name on the “Name ” line and any business, trade, or “doing business as (DBA) name” on the “Business name/disregarded entity name ” line. Disregarded entity. Enter the owner's name on the “Name ” line. The name of the entity entered on the “Name” line should never be a disregarded entity. The name on the “Name” line must be the name shown on the income tax return on which the income will be reported. For example, if a foreign LLC that is treated as a disregarded entity for U.S. federal tax purposes has a domestic owner, the domestic owner's name is required to be provided on the “ Name” line. If the direct owner of the entity is also a disregarded entity, enter the first owner that is not disregarded for federal tax purposes. Enter the disregarded entity's name on the “Business name/disregarded entity name ” line. If the owner of the disregarded entity is a foreign person, you must complete an appropriate Form W- 8. Note. Check the appropriate box for the federal tax classification of the person whose name is entered on the “ Name” line (Individual/sole proprietor, Partnership, C Corporation, S Corporation, Trust/estate). Limited Liability Company (LLC). If the person identified on the “Name” line is an LLC, check the “ Limited liability company ” box only and enter the appropriate code for the tax classification in the space provided. If you are an LLC that is treated as a partnership for federal tax purposes, enter “ P” for partnership. If you are an LLC that has filed a Form 8832 or a Form 2553 to be taxed as a corporation, enter “ C ” for C corporation or “ S ” for S corporation. If you are an LLC that is disregarded as an entity separate from its owner under Regulation section 301.7701-3 (except for employment and excise tax), do not check the LLC box unless the owner of the LLC (required to be identified on the “Name” line) is another LLC that is not disregarded for federal tax purposes. If the LLC is disregarded as an entity separate from its owner, enter the appropriate tax classification of the owner identified on the “Name” line.
Form W- 9 (Rev. 12- 2011)
Other entities. Enter your business name as shown on required federal tax documents on the “ Name” line. This name should match the name shown on the charter or other legal document creating the entity. You may enter any business, trade, or DBA name on the “Business name/ disregarded entity name ” line.
Exempt Payee If you are exempt from backup withholding, enter your name as described above and check the appropriate box for your status, then check the “Exempt payee” box in the line following the “ Business name/ disregarded entity name,” sign and date the form. Generally, individuals (including sole proprietors) are not exempt from backup withholding. Corporations are exempt from backup withholding for certain payments, such as interest and dividends. Note. If you are exempt from backup withholding, you should still complete this form to avoid possible erroneous backup withholding.
5/6/2014 11:05 AM
The following payees are exempt from backup withholding:
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Part I. Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. If you are a resident alien and you do not have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer identification number (ITIN). Enter it in the social security number box. If you do not have an ITIN, see How to get a TIN below. If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that you use your SSN. If you are a single -member LLC that is disregarded as an entity separate from its owner (see Limited Liability Company (LLC) on page 2), enter the owner’ s SSN (or EIN, if the owner has one). Do not enter the disregarded entity’ s EIN. If the LLC is classified as a corporation or partnership, enter the entity’ s EIN. Note. See the chart on page 4 for further clarification of name and TIN combinations. How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Application for a Social Security Card,
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Enter your TIN in the appropriate box. If you are a resident alien and name shown on the charter or other legal document creating the entity. you do not have and are not eligible to get an SSN, your TIN is your IRS You may enter any business, trade, or DBA name on the “Business taxpayer identification number (ITIN). Enter it in the social name/ disregarded entity name ” line. Graniteindividual School District security number box. If you do not have an ITIN, see How to get a TIN Exempt Payee below. If you are a sole proprietor and you have an EIN, you may enter either If you are exempt from backup withholding, enter your name as your SSN or EIN. However, the IRS prefers that you use your SSN. described above and check the appropriate box for your status, then check the “Exempt payee” box in the line following the “ Business name/ If you are a single -member LLC that is disregarded as an entity disregarded entity name,” sign and date the form. separate from its owner (see Limited Liability Company (LLC) on page 2), enter the owner’ s SSN (or EIN, if the owner has one). Do not enter the Generally, individuals (including sole proprietors) are not exempt from disregarded entity’ s EIN. If the LLC is classified as a corporation or backup withholding. Corporations are exempt from backup withholding partnership, enter the entity’ s EIN. for certain payments, such as interest and dividends. Note. See the chart on page 4 for further clarification of name and TIN Note. If you are exempt from backup withholding, you should still combinations. complete this form to avoid possible erroneous backup withholding. How to get a TIN. If you do not have a TIN, apply for one immediately. To The following payees are exempt from backup withholding: apply for an SSN, get Form SS-5, Application for a Social Security Card, from your local Social Security Administration office or get this form online 1. An organization exempt from tax under section 501(a), any IRA, or at www.ssa.gov. You may also get this form by calling 1 -800 -772 -1213. a custodial account under section 403(b)(7) if the account satisfies the Use Form W- 7, Application for IRS Individual Taxpayer Identification requirements of section 401(f)(2), Number, to apply for an ITIN, or Form SS- 4, Application for Employer 2. The United States or any of its agencies or instrumentalities, Identification Number, to apply for an EIN. You can apply for an EIN online by accessing the IRS website at www.irs.gov/businesses and clicking on 3. A state, the District of Columbia, a possession of the United States, Employer Identification Number (EIN) under Starting a Business. You can or any of their political subdivisions or instrumentalities, get Forms W- 7 and SS- 4 from the IRS by visiting IRS.gov or by calling 14. A foreign government or any of its political subdivisions, agencies, 800- TAX -FORM (1- 800-829 -3676). or instrumentalities, or If you are asked to complete Form W- 9 but do not have a TIN, write 5. An international organization or any of its agencies or “Applied For” in the space for the TIN, sign and date the form, and give it instrumentalities. to the requester. For interest and dividend payments, and certain payments made with respect to readily tradable instruments, generally Other payees that may be exempt from backup withholding include: you will have 60 days to get a TIN and give it to the requester before you 6. A corporation, are subject to backup withholding on payments. The 60-day rule does not apply to other types of payments. You will be subject to backup 7. A foreign central bank of issue, withholding on all such payments until you provide your TIN to the requester. 8. A dealer in securities or commodities required to register in the United States, the District of Columbia, or a possession of the United Note. Entering “ Applied For” means that you have already applied for a States, TIN or that you intend to apply for one soon. 9. A futures commission merchant registered with the Commodity Caution: A disregarded domestic entity that has a foreign owner must Futures Trading Commission, use the appropriate Form W- 8. 10. A real estate investment trust, Part II. Certification 11. An entity registered at all times during the tax year under the Investment Company Act of 1940, 12. A common trust fund operated by a bank under section 584(a), 13. A financial institution, 14. A middleman known in the investment community as a nominee or custodian, or 15. A trust exempt from tax under section 664 or described in section 4947. The following chart shows types of payments that may be exempt from backup withholding. The chart applies to the exempt payees listed above, 1 through 15. IF the payment is for . . .
THEN the payment is exempt for . . .
Interest and dividend payments
All exempt payees except for 9
Broker transactions
Exempt payees 1 through 5 and 7 through 13. Also, C corporations.
Barter exchange transactions and patronage dividends
Exempt payees 1 through 5
Payments over $600 required to be reported and direct sales over
Generally, exempt payees
$5,000 1 1
Bid DS-2979
To establish to the withholding agent that you are a U.S. person, or resident alien, sign Form W- 9. You may be requested to sign by the withholding agent even if item 1, below, and items 4 and 5 on page 4 indicate otherwise. For a joint account, only the person whose TIN is shown in Part I should sign (when required). In the case of a disregarded entity, the person identified on the “ Name” line must sign. Exempt payees, see Exempt Payee on page 3. Signature requirements. Complete the certification as indicated in items 1 through 3, below, and items 4 and 5 on page 4. 1. Interest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1983. You must give your correct TIN, but you do not have to sign the certification. 2. Interest, dividend, broker, and barter exchange accounts opened after 1983 and broker accounts considered inactive during 1983. You must sign the certification or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form. 3. Real estate transactions. You must sign the certification. You may cross out item 2 of the certification.
2
1 through 7
See Form 1099 -MISC, Miscellaneous Income, and its instructions.
2
However, the following payments made to a corporation and reportable on Form 1099- MISC are not exempt from backup withholding: medical and health care payments, attorneys' fees, gross proceeds paid to an attorney, and payments for services paid by a federal executive agency.
Form W- 9 (Rev. 12- 2011)
Page 4
4. Other payments. You must give your correct TIN, but you do not have to sign the certification unless you have been notified that you have previously given an incorrect TIN. “Other payments” include payments made in the course of the requester’ s trade or business for rents, royalties, goods (other than bills for merchandise), medical and health care services (including payments to corporations), payments to a nonemployee for services, payments to certain fishing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments to corporations). 5. Mortgage interest paid by you, acquisition or abandonment of secured property, cancellation of debt, qualified tuition program payments (under section 529), IRA, Coverdell ESA, Archer MSA or HSA contributions or distributions, and pension distributions. You must give your correct TIN, but you do not have to sign the certification.
Note. If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed.
What Name and Number To Give the Requester
• Be careful when choosing a tax preparer.
For this type of account:
5/6/2014
1. Individual 2. Two or more individuals (joint 11:05 AM account)
Give name and SSN of: The individual The actual owner of the account or, if combined funds, the first individual on the account
1
Secure Your Tax Records from Identity Theft Identity theft occurs when someone uses your personal information such as your name, social security number (SSN), or other identifying information, without your permission, to commit fraud or other crimes. An identity thief may use your SSN to get a job or may file a tax return using your SSN to receive a refund. To reduce your risk: • Protect your SSN, • Ensure your employer is protecting your SSN, and If your tax records are affected by identity theft and you receive a notice from the IRS, respond right away to the name and phone number printed on the IRS notice or letter. If your tax records are not currently affected by identity theft but you think you are at risk due to a lost or stolen purse or wallet, questionable credit card activity or credit report, contact the IRS Identity Theft Hotline at
p. 14
secured property, cancellation of debt, qualified tuition program payments (under section 529), IRA, Coverdell ESA, Archer MSA or • Protect your SSN, HSA contributions or distributions, and pension distributions. You Ensure your employer is protecting your SSN, and Granite• School District must give your correct TIN, but you do not have to sign the certification. • Be careful when choosing a tax preparer. What Name and Number To Give the Requester For this type of account: 1. Individual 2. Two or more individuals (joint account)
Give name and SSN of: The individual The actual owner of the account or, if combined funds, the first individual on the account
3. Custodian account of a minor (Uniform Gift to Minors Act) 4. a. The usual revocable savings trust (grantor is also trustee) b. So - called trust account that is not a legal or valid trust under state law 5. Sole proprietorship or disregarded entity owned by an individual 6. Grantor trust filing under Optional Form 1099 Filing Method 1 (see Regulation section 1.671 -4(b)(2)(i)(A)) For this type of account: 7. Disregarded entity not owned by an individual 8. A valid trust, estate, or pension trust 9. Corporation or LLC electing corporate status on Form 8832 or Form 2553 10. Association, club, religious, charitable, educational, or other tax- exempt organization 11. Partnership or multi -member LLC 12. A broker or registered nominee 13. Account with the Department of Agriculture in the name of a public entity (such as a state or local government, school district, or prison) that receives agricultural program payments 14. Grantor trust filing under the Form 1041 Filing Method or the Optional Form 1099 Filing Method 2 (see Regulation section 1.671 -4(b)(2)(i)(B)) 1
2
3
4
1
2
The minor The grantor- trustee 1 1
The actual owner The owner 3 The grantor*
Give name and EIN of: The owner Legal entity 4 The corporation
The organization
The partnership The broker or nominee
Bid DS-2979
If your tax records are affected by identity theft and you receive a notice from the IRS, respond right away to the name and phone number printed on the IRS notice or letter. If your tax records are not currently affected by identity theft but you think you are at risk due to a lost or stolen purse or wallet, questionable credit card activity or credit report, contact the IRS Identity Theft Hotline at 1-800 -908 -4490 or submit Form 14039. For more information, see Publication 4535, Identity Theft Prevention and Victim Assistance. Victims of identity theft who are experiencing economic harm or a system problem, or are seeking help in resolving tax problems that have not been resolved through normal channels, may be eligible for Taxpayer Advocate Service (TAS) assistance. You can reach TAS by calling the TAS toll- free case intake line at 1- 877-777 -4778 or TTY/TDD 1 - 800- 8294059. Protect yourself from suspicious emails or phishing schemes. Phishing is the creation and use of email and websites designed to mimic legitimate business emails and websites. The most common act is sending an email to a user falsely claiming to be an established legitimate enterprise in an attempt to scam the user into surrendering private information that will be used for identity theft. The IRS does not initiate contacts with taxpayers via emails. Also, the IRS does not request personal detailed information through email or ask taxpayers for the PIN numbers, passwords, or similar secret access information for their credit card, bank, or other financial accounts. If you receive an unsolicited email claiming to be from the IRS, forward this message to
[email protected]. You may also report misuse of the IRS name, logo, or other IRS property to the Treasury Inspector General for Tax Administration at 1 -800 -366- 4484. You can forward suspicious emails to the Federal Trade Commission at:
[email protected] or contact them at www.ftc.gov/idtheft or 1 -877- IDTHEFT (1- 877- 438- 4338). Visit IRS.gov to learn more about identity theft and how to reduce your risk.
The public entity
The trust
List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person’ s number must be furnished. Circle the minor ’s name and furnish the minor ’s SSN. You must show your individual name and you may also enter your business or “ DBA” name on the “ Business name/disregarded entity” name line. You may use either your SSN or EIN (if you have one), but the IRS encourages you to use your SSN. List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Also see Special rules for partnerships on page 1.
*Note. Grantor also must provide a Form W- 9 to trustee of trust.
Privacy Act Notice Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons (including federal agencies) who are required to file information returns with the IRS to report interest, dividends, or certain other income paid to you; mortgage interest you paid; the acquisition or abandonment of secured property; the cancellation of debt; or contributions you made to an IRA, Archer MSA, or HSA. The person collecting this form uses the information on the form to file information returns with the IRS, reporting the above information. Routine uses of this information include giving it to the Department of Justice for civil and criminal litigation and to cities, states, the District of Columbia, and U.S. possessions for use in administering their laws. The information also may be disclosed to other countries under a treaty, to federal and state agencies to enforce civil and criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Under section 3406, payers must generally withhold a percentage of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to the payer. Certain penalties may also apply for providing false or fraudulent information.
3
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4
6
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Granite School District
Bid DS-2979
5
GRANITE SCHOOL DISTRICT l DEPARTMENT OF PURCHASING 2500 South State Street, Salt Lake City, Utah 84115-3110 Telephone (385) 646-4518, Fax (385) 646-4209 PURCHASE ORDER CONTRACT: TERMS AND CONDITIONS ACCEPTANCE OF THIS PURCHASE ORDER BINDS THE CONTRACTOR TO ALL THESE TERMS AND CONDITIONS AND ALL THE TERMS, CONDITIONS AND PROVISIONS INCLUDED IN THE SOLICITATION THE DEPARTMENT OF PURCHASING OFFERED RELATING TO THIS PURCHASE ORDER. 1. AUTHORITY: Provisions of this Purchase Order are pursuant to the authority set forth in the Utah Procurement Code, 63G-6a, Utah Code Annotated (U.C.A.) 1953, as amended, and the Granite School District Procurement policies as amended by the Granite School District Board of Education on September 7, 2010 . Any and all supplies, services and equipment furnished will comply fully with all applicable Federal and State laws and regulations. 2. CONTRACT JURISDICTION, CHOICE OF LAW, AND VENUE: The provisions of this Purchase Order shall be governed by the laws of state of Utah. The parties will submit to the jurisdiction of the courts of state of Utah for any dispute arising out of this Purchase Order or the breach thereof. Venue shall be in Salt Lake City, in the Third Judicial District Court for Salt Lake County. 3. RECORDS ADMINISTRATION: The Contractor shall maintain, or supervise the maintenance of all records necessary to properly account for the payments made to the Contractor for costs authorized by this Contract for at least four years. The Contractor agrees to allow State and Federal auditors, and Granite School District staff, access to all the records to this Contract, for audit and inspection, and monitoring of services. Such access will be during normal business hours, or by appointment. 4. CONFLICT OF INTEREST AND PROCUREMENT ETHICS: The Contractor represents that none of its officers or employees are officers or employees of Granite School District, unless disclosure has been made in accordance with 67-16-8, U.C.A., 1953, as amended. Further, Contractor certifies that it has not offered or given any gratuity or kickback as prohibited by 63G-6a-2304.5, U.C.A., 1953, as amended, to any officer or employee of Granite School District to secure favorable treatment with respect to being awarded this Purchase Order. 5. INDEPENDENT CONTRACTOR: The Contractor shall be an independent contractor, and as such shall have no authorization, express or implied, to bind Granite School District to any agreements, settlements, liability, or understanding whatsoever, and agrees not to perform any acts as agent for Granite School District, except as herein expressly set forth. Compensation stated herein shall be the total amount payable to the Contractor by Granite School District. The Contractor shall be responsible for the payment of all income tax and social security amounts due as a result of payments received from Granite School District for these contract services. Persons employed by Granite School District and acting under the direction of Granite School District shall not be deemed to be employees or agents of the Contractor. 6. INDEMNITY: The Contractor agrees to indemnify, save harmless, and release Granite School District, and all its officers, agents, volunteers, and employees from and against any and all loss, damages, injury, liability, suits, and proceedings arising out of the performance of this contract which are caused in whole or in part by the negligence of the Contractor's officers, agents, volunteers, or employees, but not for claims arising from Granite School District's sole negligence. Nothing in this Agreement shall be deemed as a waiver by any party of the defenses, rights or protections provided by the Utah Governmental Immunity Act (Utah Code Ann. 63G-7-101 et. seq.) nor shall this Agreement be construed with respect to third parties as a waiver of any governmental immunity to which Granite School District is otherwise entitled. 7. EQUAL OPPORTUNITY CLAUSE: The Contractor agrees to abide by the provisions of Title VI and VII of the Civil Rights Act of 1964 (42USC 2000e) which prohibits discrimination against any employee or applicant for employment or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age; and Section 504 of the Rehabilitation Act of 1973; or the Americans with Disabilities Act of 1990 which prohibits discrimination on the basis of disabilities. Also, the Contractor agrees to abide by Utah's Executive Order, dated March 17, 1993, which prohibits sexual harassment in the workplace. Contractor must include this provision in every subcontract or purchase order relating to purchases by Granite School District to insure that the subcontractors and vendors are bound by this provision. 8. SEPARABILITY CLAUSE: A declaration by any court, or any other binding legal source, that any provision of this contract is illegal and void shall not affect the legality and enforceability of any other provision of this contract, unless the provisions are mutually dependent. 9. CANCELLATION OR REVISION: This Purchase Order may be changed, revised or canceled only by the Division of Purchasing giving written notice to the Contractor. 10. DEBARMENT: The Contractor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency. If the Contractor cannot certify this statement, attach a written explanation for review by Granite School District. The Contractor must notify Granite School District Director of Purchasing within 30 days if debarred by any governmental entity during the Contract period. 11. NONAPPROPRIATION OF FUNDS: The Contractor acknowledges that Granite School District cannot contract for the payment of funds not yet appropriated by the Granite School District Board of Education. If funding to Granite School District is reduced due to an order by the Legislature or the Governor, or is required by State law, or if federal funding (when applicable) is not provided, Granite School District may terminate this contract or proportionately reduce the services and purchase obligations and the amount due from Granite School District upon 30 days written notice. In the case that funds are not appropriated or are reduced, Granite School District will reimburse Contractor for products delivered or services performed through the date of cancellation or reduction, and Granite School District will not be liable for any future commitments, penalties, or liquidated damages. 12. SALES TAX EXEMPTION: Granite School District’s sales and use tax exemption number is 11792902023STC . The property or services being purchased are being paid from District funds and used in the exercise of that entity ’s essential functions. If the items being purchased are construction materials, they will be converted into real property
5/6/2014 11:05 AM tangible personal
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purchase obligations and the amount due from Granite School District upon 30 days written notice. In the case that funds are not appropriated or are reduced, Granite School District will reimburse Contractor for products delivered or services Graniteand School DistrictSchool District will not be liable for any futureBid DS-2979 performed through the date of cancellation or reduction, Granite commitments, penalties, or liquidated damages. 12. SALES TAX EXEMPTION: Granite School District’s sales and use tax exemption number is 11792902023STC . The tangible personal property or services being purchased are being paid from District funds and used in the exercise of that entity ’s essential functions. If the items being purchased are construction materials, they will be converted into real property by employees of this government entity, unless sales tax is included as a separate line item on this purchase order. 13. WARRANTY: The Contractor agrees to warrant and assume responsibility for all products (including hardware, firmware, and/or software products) that it licenses, contracts, or sells to Granite School District under this contract for a period of one year, unless otherwise specified and mutually agreed upon elsewhere in this contract. The Contractor (seller) acknowledges that all warranties granted to the buyer by the Uniform Commercial Code of the State of Utah apply to this contract. Product liability disclaimers and/or warranty disclaimers from the seller are not applicable to this contract unless otherwise specified and mutually agreed upon elsewhere in this contract. In general, the Contractor warrants that: (1) the product will do what the salesperson said it would do, (2) the product will live up to all specific claims that the manufacturer makes in their advertisements, (3) the product will be suitable for the ordinary purposes for which such product is used, (4) the product will be suitable for any special purposes that Granite School District has relied on the Contractor ’s skill or judgment to consider when it advised Granite School District about the product, (5) the product has been properly designed and manufactured, and (6) the product is free of significant defects or unusual problems about which Granite School District has not been warned. Remedies available to Granite School District include the following: The Contractor will repair or replace (at no charge to Granite School District) the product whose nonconformance is discovered and made known to the Contractor in writing. If the repaired and/or replaced product proves to be inadequate, or fails of its essential purpose, the Contractor will refund the full amount of any payments that have been made. Nothing in this warranty will be construed to limit any rights or remedies Granite School District may otherwise have under this contract. 14. PUBLIC INFORMATION: Contractor agrees that the Purchase Order, related Sales Orders, and Invoices will be public documents, and may be available for distribution. Contractor gives Granite School District express permission to make copies of the Purchase Order, related Sales Orders, Invoices, and the response to the solicitation in accordance with the State of Utah Government Records Access and Management Act. The permission to make copies as noted will take precedence over any statements of confidentiality, proprietary information, copyright information, or similar notation. 15. DELIVERY: Orders must be shipped directly to ordering agency at the address listed on P.O. Shipments must be made in accordance with the item(s) as described and priced on this order. Also, orders must be shipped F.O.B. Destination, Freight Prepaid, unless other shipping instructions are described in this order. UNLESS INDICATED OTHERWISE, ALL ORDERS MUST BE SHIPPED PROMPTLY (WITHIN 5 WORKING DAYS), UPON RECEIPT OF ORDER. Responsibility and liability for loss or damage will remain with Contractor until final inspection and acceptance when responsibility will pass to Granite School District except as to latent defects, fraud and Contractor's warranty obligations. 16. PRICING AND INVOICING: Prices to be paid for item(s) ordered are the prices listed on this Purchase Order, which include all shipping and delivery charges, unless otherwise described on this order. CONTRACTOR WILL, AFTER DELIVERY, PROMPTLY SUBMIT A CORRECT INVOICE (WITHIN 30 DAYS OF SHIPMENT OR DELIVERY OF SERVICES) TO GRANITE SCHOOL DISTRICT ACCOUNTS PAYABLE OFFICE. Contractor agrees that Granite School District has a right to adjust or return any invoice that reflects incorrect pricing. The Purchase Order number shall be listed on all invoices, freight tickets, and correspondence relating to the Purchase Order. Unless otherwise specified, payment terms shall be Net 30 days following the date the order is delivered or the date a correct invoice is received, whichever is later. Where prompt payment discounts apply, the period for computing a discount shall begin on the date a correct invoice, including any adjustment for damage or incomplete shipment, is received by Granite School District. Discount will be taken on the total amount of the invoice. All payments to the Contractor will be remitted by mail unless paid by Granite School District’s Purchasing Card (major credit card). 17. PATENTS, COPYRIGHTS, ETC.: The Contractor shall release, indemnify and hold Granite School District, its officers, agents and employees harmless from liability of any kind or nature, including the Contractor's use of any copyrighted or uncopyrighted composition, secret process, patented or un -patented invention, article or appliance furnished or used in the performance of this contract. 18. DEFAULT AND REMEDIES: Any of the following events will constitute cause for Granite School District to declare Contractor in default of the Contract: 1. Nonperformance of contractual requirements; 2. A material breach of any term or condition of this Contract. Granite School District will issue a written notice of default providing a ten (10) day period in which Contractor will have an opportunity to cure. Time allowed for cure will not diminish or eliminate Contractor's liability for damages. If the default remains, after Contractor has been provided the opportunity to cure, Granite School District may do one or more of the following: 1. Exercise any remedy provided by law; 2. Terminate this Contract; 3. Impose liquidated damages, if liquidated damages are listed in the contract; 4. Suspend Contractor from receiving future solicitations. 19. FORCE MAJEURE: Neither party to this contract will be held responsible for delay or default caused by fire, riot, acts of God and/or war which is beyond that party's reasonable control. Granite School District may terminate this contract after determining such delay or default will reasonably prevent successful performance of the contract. 20. CONFLICT OF TERMS: Contractor Terms and Conditions that apply must be in writing and expressly approved in writing by Granite School District Director of Purchasing. No other Terms and Conditions will apply to this contract including terms listed or referenced on a Contractor’s website, terms listed in a Contractor quotation/sales order, etc. In the event of any conflict in the contract terms and conditions, the order of precedence shall be: 1. Granite School District Purchase Order Standard Terms and Conditions; 2. Granite School District Additional Terms and Conditions; 3. Contractor Terms and Conditions, if applicable. (PO T&C, Revision 05.10.2013)
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Granite School District
Bid DS-2979
5
Legal Company Name (include d/b/a if applicable):
Federal Tax Identification Number:
Ordering Address:
City
State
Zip Code
Remittance Address (if different from ordering address):
City
State
Zip Code
Type
Company Contact Person: Corporation
Partnership
Proprietorship
Government
Phone Number (include area
Fax Number (include area
code):
code):
Email Address:
Discount Terms(for bid purposes, bid discounts less than 30
Days Required for Delivery After Receipt of Order (see attached for
days will not be considered)
any required minimums)
Brand/Trade Name
Price Guarantee Period (see attached specifications for any required minimums)
Company ’s Internet Web Address:
Minimum Order
The undersigned certifies that the goods or services offered are produced, mined, grown, manufactured, or performed in Utah. Yes
No
. If no, enter where produced, etc.
Offeror’s Authorized Representative’s Signature
Date
Type or Print Name
Type or Print Name
REQUEST FOR QUOTATION - INSTRUCTIONS AND GENERAL PROVISIONS 1.
ADMINISTRATIVE AUTHORITY: The administration of this purchasing process is conducted by the Granite School District Purchasing Department. No Granite School District Board Member or employee should be contacted in regards to this solicitation other than those listed herein. Such contact may result in the disqualification of your quotation. 2. SUBMITTING THE QUOTATION: (a) The Granite School District Purchasing Department (hereafter referred to as DEPARTMENT) allows for quotations be submitted electronically. Electronic quotations may be submitted through a secure mailbox at BidSync (formerly RFP Depot, LLC) www.bidsync.com until the date and time as indicated in this document. It is the 5/6/2014 11:05sole responsibility of the supplier to ensure their quotation reaches BidSync before the closing date and time. There is no cost to AM p. 18 the supplier to submit Granite School District electronic quotations via BidSync. (b) Electronic quotations may require the
Type or Print Name
Type or Print Name Granite School District
Bid DS-2979
REQUEST FOR QUOTATION - INSTRUCTIONS AND GENERAL PROVISIONS 1.
ADMINISTRATIVE AUTHORITY: The administration of this purchasing process is conducted by the Granite School District Purchasing Department. No Granite School District Board Member or employee should be contacted in regards to this solicitation other than those listed herein. Such contact may result in the disqualification of your quotation. 2. SUBMITTING THE QUOTATION: (a) The Granite School District Purchasing Department (hereafter referred to as DEPARTMENT) allows for quotations be submitted electronically. Electronic quotations may be submitted through a secure mailbox at BidSync (formerly RFP Depot, LLC) www.bidsync.com until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their quotation reaches BidSync before the closing date and time. There is no cost to the supplier to submit Granite School District electronic quotations via BidSync. (b) Electronic quotations may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited. All documents should be attached as separate files. (c) If the supplier chooses to submit the quote directly to the DEPARTMENT in writing: The quote must be signed in ink and delivered to the Granite School District Purchasing Department, 2500 South State Street, Salt Lake City, UT 84115 or faxed to (385) 646-4209 by the due date and time. The "Solicitation Number" and "Due Date" must appear on the outside of the envelope or on the fax cover page. All prices and notations must be in ink or typewritten. Each item must be priced separately. Unit price shall be shown and a total price shall be entered for each item quoted. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing quotation. Unit price will govern, if there is an error in the extension. (d) The DEPARTMENT will consider faxed quotes. Faxed quotes are submitted at the sole option and risk of the supplier. Access to the DEPARTMENT fax machine is on a "first come first served" basis and the DEPARTMENT does not guarantee the supplier's access to the machine at any particular time. 3. QUOTATION PREPARATION: (a) Delivery time is critical and must be adhered to as specified. (b) Wherever in this document an item is defined by using a trade name of a manufacturer and/or model number, it is intended that the words, "or equivalent" apply. "Or equivalent" means any other brand that is equal in use, quality, economy and performance to the brand listed as determined by the DEPARTMENT. If the supplier lists a trade name and/or catalog number in the bid, the DEPARTMENT will assume the item meets the specifications unless the quote clearly states it is an alternate, and describes specifically how it differs from the item specified. All quotes must include complete manufacturer’s descriptive literature if quoting an equivalent product. All products are to be of new, unused condition, unless otherwise requested in this solicitation. (c) By submitting the quotation the supplier certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices quoted are correct. (d) This quote may not be withdrawn for a period of 60 days from quote due date. (e) Incomplete quotes may be rejected. (f) Unless specifically provided for elsewhere in this quotation, multiple or alternate quotations will not be accepted. (g) Provide information on local availability of parts and service for all items quotation and service literature to allow for in-house maintenance and repairs. (h) Quotations will not be accepted from vendors who require assignment of payment to another agent. Note: Granite School District will only pay the vendor named on the Purchase Order. Granite School District will not deal with a factor or make payment to such. 4. FREIGHT COST: (a) Where “Freight Cost” is listed as a separate line item, suppliers are to provide product line item pricing FOB Origin Less Freight. On the line item for “Freight Cost” suppliers are to indicate the total freight cost FOB Destination Freight Prepaid, and complete the “Freight Information” document. The DEPARTMENT will analyze freight charges separately from the item cost and determine how the shipment will be routed (either by the supplier, or by the DEPARTMENT’s carrier). (b) Where there is not a line item for “Freight Cost”, suppliers are to provide line item pricing FOB Destination Freight Prepaid. Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid. 5. SOLICITATION AMENDMENTS: Any changes to this solicitation will be made through written addendum only. Answers to questions submitted through BidSync shall be considered addenda to the solicitation documents. Suppliers/Contractors are cautioned not to consider verbal modifications. 6. PROTECTED INFORMATION: Suppliers are required to mark any specific information contained in their quotation which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the quotation. Each request for non-disclosure must be made by completing the “Confidentiality Claim Form” with a specific justification explaining why the information is to be protected. Pricing and service elements of any quotation will not be considered proprietary. All material becomes the property of the DEPARTMENT and may be returned only at the DEPARTMENT's option. Quotations submitted may to be reviewed and evaluated by any persons at the discretion of the DEPARTMENT. 7. SAMPLES: Samples of item(s) specified in this quotation, when required by DEPARTMENT, must to be furnished free of charge to DEPARTMENT. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the bidder's expense. 8. AWARD OF CONTRACT: (a) This is an informal quotation which will not be read at a public opening; however, the information may be publicly reviewed after award. To obtain a copy of the tabulation and award information please go to www.graniteschools.org, Purchasing Department, Tabulations/Awards. (b) The contract will be awarded with reasonable promptness, by written notice to the lowest responsible supplier that meets the specifications. Consideration will to be given to the quality of the product(s) to be supplied, conformity to the specifications, the purpose for which required, delivery time required, discount terms and other criteria set forth in this request for quotation. (c) The DEPARTMENT may accept any item or group of items, or overall low quotation. The DEPARTMENT has the right to cancel this invitation to quotation at any time prior to the award of contract. (d) The DEPARTMENT can reject any or all quotations, and it can waive any informality, or technicality in any quotation received, if the DEPARTMENT believes it would serve the best interest of the Granite School District. (e) Before, or after, the award of a contract the DEPARTMENT has the right to inspect the bidder's premises and all business records to determine the holder's ability to meet contract requirements. (f) DEPARTMENT does not guarantee to make any purchase under awarded contract(s). Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (g) Utah has a reciprocal preference law which will to be applied against bidders bidding products or and 63G-6a-1003, p. 19 5/6/2014 11:05services produced in states which discriminate against Utah products. For details see Section 63G-6a-1002 AM Utah Code Annotated. (h) Multiple contracts may be awarded if the DEPARTMENT determines it would be in its best interest.
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any quotation received, if the DEPARTMENT believes it would serve the best interest of the Granite School District. (e) Before, or after, the award of a contract the DEPARTMENT has the right to inspect the bidder's premises and all business records to Granite School District Bid DS-2979 determine the holder's ability to meet contract requirements. (f) DEPARTMENT does not guarantee to make any purchase under awarded contract(s). Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (g) Utah has a reciprocal preference law which will to be applied against bidders bidding products or services produced in states which discriminate against Utah products. For details see Section 63G-6a-1002 and 63G-6a-1003, Utah Code Annotated. (h) Multiple contracts may be awarded if the DEPARTMENT determines it would be in its best interest. (i) The Board of Education reserves the right to purchase such brands as it desires, irrespective of price. DEPARTMENT APPROVAL: Purchase orders placed, or contracts written, with Granite School District, as a result of this quotation, will not be legally binding without the written approval of the director of the DEPARTMENT. DEBARMENT: The CONTRACTOR certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the CONTRACTOR cannot certify this statement, attach a written explanation for review by the DEPARTMENT. ENERGY CONSERVATION AND RECYCLED PRODUCTS: The contractor is encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. Granite School District also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation. GOVERNING LAWS AND REGULATIONS: All Granite School District purchases are subject to the Utah Procurement Code, Title 63 Chapter 6a U.C.A. 1953, as amended, and the Granite School District Procurement policies as amended by the Granite School District Board of Education on September 3, 2013. These are available on the Internet at www.purchasing.utah.gov and www.graniteschools.org, Purchasing Department. SHERMAN ANTITRUST ACT (Restraint of free trade): Suppler or contractor certifies compliance with all provisions of the federal Sherman Act including “independent price determination”. FEDERAL W-9 FORM: The W-9 form is to be submitted by all bidders who have not received a payment from Granite School District in the past. The form is to be filled out completely, signed, scanned, and attached with your bidding documents titled “Federal W-9 Form”. RFQ Instructions Revision 09.04.13
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Granite School District
Question and Answers for Bid #DS-2979 - Sharp Copier Parts
Bid DS-2979
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OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below.
Question Deadline: May 8, 2014 10:00:00 AM MDT
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