Cajon Valley Union School District Purchasing & Warehouse 225 Roanoke Road, El Cajon, CA 92020 Phone: (619) 588-3010 P.O. Box 1007, El Cajon, CA 92022 FAX: (619) 441-0843 District website: www.cajonvalley.net Click on Quick Find, Bids, RFQ, RFP, Purchasing, for information on this bid. IT IS THE BIDDERS RESPONSIBILITY TO ENSURE THEY HAVE RECEIVED ALL ADDENDUMS. ADDENDUMS ARE POSTED ON THE DISTRICT WEBSITE.
INVITATION TO BID CAJON VALLEY UNION SCHOOL DISTRICT REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES
BID OPENING DATE: ............................................................................ Wednesday, June 24, 2015, 10:00 A.M. (PDT) at Cajon Valley Union School District, Purchasing Department, 225 Roanoke Rd., El Cajon, CA 92020 QUESTION DEADLINE:…………………………………………………........Thursday, June 18, 2015, 12:00 P.M. (PDT) Questions to be submitted by email to
[email protected] CVUSD CONTACT PERSON:……………………………..Teri Svacina, Buyer, (619) 588-3641, FAX: (619) 441-0843,
[email protected]
SUBMITTED BY:
________________________________________________________ Name of Company
IMPORTANT NOTICE TO BIDDER: The following information should be included on the ENVELOPE when submitting your proposal: 1.
Name and address of Bidder, Bid No., Bid deadline date and time.
2.
This notice should be cut out and posted on the envelope: BID OPENING DATE: Wednesday, June 24, 2015
REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES BID OPENING LOCATION:
BID OPENING TIME: 10:00 A.M. PDT
CVUSD Purchasing Department 225 Roanoke Road, El Cajon CA 92020
TABLE OF CONTENTS Notice to Bidders Calling for Bids ........................................ .............................................. Page 2 Information for Bidders........................................................ ....................................... Pages 3-10 Special Conditions .................................................................................................... Pages 11-12 Specifications………………………………………………………………………………...Pages 13-14
Bid Form…………………………………………………………………………….Pages 15-17
Noncollusion Declaration……………………………………………………………..Page 18
Workers' Compensation Certificate…………………………………………………Page 19
Contractor’s Statement Regarding Maintaining a Drug Free Workplace…….Page 20
Agreement……………………………………………………………………………………Pages 21-22 Substitution Request Form…………………………………………………………………Pages 23-24
MUST BE COMPLETED AND RETURNED FOR BID OPENING. THE REST OF THE BID PACKAGE MAY BE KEPT FOR YOUR INFORMATION.
NOTICE TO BIDDERS CALLING FOR BIDS NOTICE IS HEREBY GIVEN that Cajon Valley Union School District of San Diego County, California, acting by and through its Governing Board, hereinafter referred to as the DISTRICT will receive sealed bids for: REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES Bids shall be received in the PURCHASING DEPARTMENT of the CAJON VALLEY UNION SCHOOL DISTRICT located at 225 Roanoke Road, El Cajon, CA 92020 up to, but not later than June 24, 2015, ten o’clock (10:00:00) a.m., at which time or thereafter said bids will be opened and publicly read. Time determine by internet: http://www.time.gov. It is the sole responsibility of the bidder to see that his bid is received in proper time and place noted herein. Each bid must conform and be responsive to the contract documents. The contract documents are now available and may be obtained online at www.cajonvalley.net; Click on “Bids, RFQ, RFP”, “Purchasing”, “Bid #1429”. Each bid must be accompanied by the bid form, statement regarding maintaining a drug-free workplace, certificate regarding worker’s compensation, non-collusion declaration, and all additional documentation required by the bid documents. The bidder and his employees or agents shall secure and maintain in force such licenses and permits as required by law in connection with the furnishing of materials, articles, or services listed herein. All operations and materials shall be in accordance with the requirements of the law. The District reserves the right to reject any or all bids or to waive any irregularities or informalities in any bids or in the bidding. No bidder may withdraw his bid for a period of ninety (90) days after the date set for the opening of bids. Questions regarding this project should be directed to Teri Svacina, Buyer, at (619) 588-3641, by email to:
[email protected], up to but no later than, Wednesday, June 18, 2015, 12:00 p.m. th
Dated this 4 day of June, 2015 Tamara Otero, Clerk of the Governing Board CAJON VALLEY UNION SCHOOL DISTRICT, San Diego County, California Publication: Publication Dates:
San Diego Daily Transcript June 4, 2015 and June 11, 2015
2
INFORMATION FOR BIDDERS 1.
Preparation of Bid Form: The DISTRICT invites bids on the enclosed form to be submitted by qualified contractors to the DISTRICT at such time and place as is stated in the Notice to Bidders Calling for Bids. All bids must be submitted in sealed envelopes bearing on the outside the name of the bidder, his address, the bid number, and the bid name. It is the sole responsibility of the bidder to see that his bid is received in proper time at the proper location. All bids received after the scheduled closing time for receipt of bids will be returned to the bidder unopened.
2.
Securing Documents: Specifications and other contract document forms will be available without charge, and may be secured by prospective bidders online at www.cajonvalley.net. Click on “Bids, RFQ, RFP”, “Purchasing”.
3.
Submission: Bids to receive consideration shall be made in accordance with the following instructions: a.
Bids shall be made upon the form therefore obtained at the specified website properly executed. Bids shall be legibly written in ink or typed before submission. Bids are to be verified as they cannot be corrected after bids are opened. The signature of all persons signing shall be in longhand. The bid submitted must not contain any erasures, interlineations, or other corrections unless each such correction is suitably authenticated by affixing in the margin immediately opposite the correction the surname or surnames of the person or persons signing the bid. Alternative proposals will not be considered unless requested in the specifications. No oral or telegraphic modifications will be considered.
b.
Before submitting a bid, bidders shall carefully examine the specifications, and the forms of other documents. No allowance will be made because of lack of such examination or knowledge. The failure or omission of any bidder to receive or examine any contract documents, form, instrument, addendum, or other documents shall in no way relieve any bidder from obligations with respect to his bid or to the contract. Each bidder, by making his bid represents that he has read and understands the Contract and Bid Documents and any and all related reports and information. After executing the Agreement, no consideration will be given to any claim of misunderstanding of the documents.
c.
All bids must be under sealed cover. DISTRICT will not accept any bids or bid modifications submitted by facsimile or electronic mail transmission.
d.
The bid must be signed in the name of the bidder and must bear the signature in longhand of the person or persons duly authorized to sign the bid.
e.
Each Bidder shall submit its Bid in strict conformity with the requirements of the Contract Documents. Unauthorized additions, modifications, revisions, conditions, limitations, exclusions or provisions attached to a Bid may render it non-responsive any may cause its rejection. Bidders shall neither delete, modify, nor supplement the printed matter on the Bid Forms, nor make substitutions thereon. Oral, telephonic and electronic modifications will not be considered.
4.
Bid Security (Bond): None required
5.
Brand Names: The use of the name of a manufacturer, or any special brand or make, in describing any item in the Contract Documents does not restrict bidders to that manufacturer or specific article. An equal of the named product will always be given due consideration. 3
6.
Requesting Substitution of Specified Item. Unless provided otherwise in the Contract Documents, a bidder may offer in place of any item specified any material, process, article, et cetera that the bidder can demonstrate is materially equal or better in every respect to the Specified Item and that will completely accomplish the purpose of the Contract Documents. Requests for substitution must be made in writing on the Substitution Request form included in the bid documents (“Request Form”). Substitution requests must be submitted to the BID ADMINISTRATOR not later than the date specified in the bid documents. The DISTRICT will not consider any substitution requests received after such date. The bidder is solely responsible for establishing that a proposed substitution satisfies all requirements of the Contract Documents, including, without limitation, that the proposed substitute item is equal to or better than the Specified Item in all material respects. The bidder must provide with the Request Form, at a minimum, all information required to substantiate the request including but not limited to manufacturers specifications. The DISTRICT may at any time request any additional information regarding the proposed substitute item. The make or brand and grade of the article on which bid is submitted should be stated in the bid form. When the make or brand and grade of the article is not stated, it will be understood to be the specific article named by the DISTRICT.
7.
Demonstrations: If deemed necessary, a bidder shall be required to arrange demonstrations of the items. All items to be evaluated for substitution will be subject to a demonstration period. Failure to be able to provide such working demonstration may disqualify the bidder's bid submittal. Unless otherwise required by the DISTRICT, bidders shall be required to complete the requested demonstrations at the DISTRICT' facilities within 48 hours of substitution request. All demonstrations shall be provided free of charge to the DISTRICT. Bidders may be required to reimburse the DISTRICT for travel to demonstrations not held at DISTRICT' facility. Demonstration timeline is outlined in the Bid Schedule.
8.
Sales Tax: No bid shall include California sales or use tax, or Federal excise tax.
9.
Delivery: All bids on items shall be f.o.b. destination, to CVUSD Warehouse, 225 Roanoke Road, El Cajon, CA 92020. No charge for packing, draying, postage, express, fuel, or for any other purpose will be allowed over and above the prices bid.
10.
Addenda or Bulletins: Any addenda or bulletins issued by the DISTRICT during the time of bidding or forming a part of the documents for the preparation of this bid shall be covered in the bid and shall be made a part of the contract. It is the bidder’s responsibility to ensure they have received all addendums. Addendums are posted on the district website at www.cajonvalley.net, Click “Quick Find”, “Bids, RFQ, RFP”.
11.
Withdrawal of Bids: Any bidder may withdraw his bid, either personally or by a written request, at any time prior to the scheduled time for opening of bids. No bidder may withdraw his bid for a period of ninety (90) days after the date set for the opening of bids.
12.
Opening of Bids: BIDDERS.
13.
Award or Rejection of Bids: The DISTRICT reserve the right to reject any or all bids, to accept or to reject any one or more items of a bid, or to waive any irregularities or informalities in the bids or in the bidding. The contract will be awarded to the lowest responsive and responsible bidder.
14.
Equal Bids: When bids are equal, they shall be awarded by a drawing of lots, and shall be witnessed by three (3) impartial observers.
Bids will be publicly opened at the time and place scheduled in the NOTICE TO
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15.
Interpretation of Documents: If any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the contract documents or finds discrepancies in, or omissions from, the Specifications, they may submit to the BID ADMINISTRATOR a written request for an interpretation or correction thereof. The District may require that such request be in writing, and the person submitting the request will be responsible for its prompt delivery. Any interpretation or addendum duly issued by said BID ADMINISTRATOR and a copy of such addendum will be posted on the website noted in the Notice to Bidders. The DISTRICT will not be responsible for any other explanation or interpretation of the proposed documents.
16.
Bidders Interested in More Than One Bid and Bidders Not Qualified to Bid: No person, firm, or corporation shall be allowed to make, or file, or be interested in more than one bid for the same work unless alternate bids are specifically called for. A person, firm, or corporation that has submitted a subproposal to a bidder, or that has quoted prices of materials to a bidder, is not thereby disqualified from submitting a sub-proposal or quoting prices to other bidders or making a prime proposal. No person, firm, or corporation shall be allowed to bid who has participated in the preparation of contract specifications; a bid by such a person, firm or corporation shall be determined to be nonresponsive.
17.
Liquidated Damages: The DISTRICT shall hold the successful bidder liable and responsible for all damages which may be sustained because of his failure to comply with any conditions herein. If the successful bidder fails to furnish or deliver any material, supplies, equipment, or services at the prices quoted, or at the times and places stated, or otherwise fails to comply with the terms of the documents in their entirety, the DISTRICT may purchase the items herein specified elsewhere, without notice to the successful bidder. Costs accrued by the DISTRICT for a purchase resulting from a failure to perform, shall be invoiced to the successful bidder or payment may be deducted from future invoices. Prices paid by the DISTRICT shall be considered the prevailing market prices at the time such purchase is made. In addition, a charge of $50.00 will be assessed to cover administrative costs for processing of third party orders resulting from non-performance.
18.
DISTRICT Inspection: All items shall be subject to the inspection of the DISTRICT. Inspection of the items shall not relieve the bidder from any obligation to fulfill this contract. Defective items shall be made good by the bidder, and unsuitable items may be rejected, notwithstanding that such defective work and materials have been previously overlooked by the DISTRICT and accepted. If any item shall be found defective at any time before final acceptance of the complete delivery, the bidder shall immediately remedy such defect in a manner satisfactory to the DISTRICT.
19.
Equal Employment Opportunity: In connection with the execution of this contract, bidder shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. The bidder shall take affirmative actions to insure that applicants are employed, and that employees are treated during their employment, without regard to their race, religion, color, sex or national origin. Such actions shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising, lay-off, termination; rates of pay or other form of compensation; and selection for training, including apprenticeship.
20.
Hold-Harmless Clause: Bidder shall indemnify and hold the DISTRICT, its officers, agents, and employees harmless from and against any and all loss, liability and expense (including Attorney's fees) of any nature or kind whatsoever, on account of use by the publisher or author, manufacturer or agent of any copyrighted or uncopyrighted composition, secret process, trademark, patented or unpatented invention, article or appliance furnished or used under this quotation.
21.
Permits and licenses: The supplier and his employees or agents shall secure and maintain in force such licenses and permits as may be required by law in connection with the furnishing of materials, articles, or services listed herein. All operations and materials shall be in accordance with the requirements of the law.
22.
Comprehensive General Liability Insurance: Successful bidder shall maintain during the life of this contract a Comprehensive Liability Insurance policy with an insurance carrier with no less than an A-7 5
rating, unless agreed to by the DISTRICT. The insurance will serve to protect the successful bidder and the DISTRICT from all claims for personal injury, including accidental death, as well as from all claims of property damage arising from the operations under this contract. The minimum amounts of such insurance shall be as hereinafter set forth. Successful bidder will be required to furnish certificates of insurance with endorsement of the policy naming the DISTRICT as an additionally insured party prior to start of contract. 1.
Limits of Insurance: Comprehensive General Liability insurance will have limits of no less than $1,000,000 per occurrence and $2,000,000 aggregate.
2.
Automobile liability insurance is required for any vehicle on DISTRICT sites. automotive liability shall be no less than $1,000,000 per occurrence.
3.
Insurance certificate must name Cajon Valley Union School District as additional insured.
4.
An endorsement must be issued by the successful bidder’s insurance carrier amending the bidder’s policy and naming the Cajon Valley Union School District as an additionally insured party. The endorsement must be on ISO Form CG 20 1185 or equivalent.
Limits of
23.
Agreement: The form of agreement, which the successful bidder, as contractor, will be required to execute, is included in the contract documents and should be carefully examined by the bidder. The agreement will be executed in two (2) original counterparts. The complete contract consists of the following documents: The Notice to Bidders, the Information for Bidders, the Special Conditions, the Accepted Bid, the Specifications, the Bid Form, Noncollusion Declaration, Workers Compensation Certificate, Contractor’s Statement Regarding Maintaining a Drug Free Workplace, and the Agreement, including all modifications thereof duly incorporated therein. All of the above documents are intended to cooperate and be complementary so that any instructions or requirements called for in one and not mentioned in the other, or vice versa, are to be executed the same as if mentioned in all said documents. The intention of the documents is to include all labor, materials, equipment, transportation and services necessary for the proper delivery and installation of all items called for in the Contract.
24.
Contract Renewals: Contract may be awarded for an initial term of up to three years. If awarded term is less than three years, Contract may be renewed a period not to exceed three years.
25.
Assignment of Contract: The successful bidder shall agree not to assign, transfer, convey, sublet, or otherwise dispose of the items appearing on this bid form, which he may be awarded, or any rights accruing thereunder, title or interest therein, funds to be received hereunder, or any power to execute the same without the consent in writing of DISTRICT Governing Board. Notice is hereby given that the DISTRICT will not honor any assignment made by the Contractor unless the consent in writing, as indicated above, has been given.
26.
Tobacco-Free: The DISTRICT have been designated as a tobacco-free zones. Tobacco use (smoked or smokeless) is prohibited at all times on all areas of DISTRICT property and in DISTRICT vehicles.
27.
IRS Requirements: The DISTRICT shall view the legal position of the bidder as an "independent contractor" and that all persons employed to furnish services are employees of the bidder and not of the DISTRICT. a)
The DISTRICT shall not be liable for any of the contractor's acts or omissions performed under the contract to which the bidder is party.
b)
The bidder will complete IRS form W-9 providing tax payer identification number and also indicate whether bidder is a corporation, sole-proprietor, partnership, individual, etc. This form must be on file with the DISTRICT within five (5) days from the date of the contract award.
6
28.
Payments/Invoices: Invoices must itemize the billing for materials and sales tax. The invoice must state the purchase order number. Payment terms are Net 30 days after delivery of order and receipt of invoice, whichever is later. Submit the invoice to: CAJON VALLEY UNION SCHOOL DISTRICT PO BOX 1007 EL CAJON, CA 92022 Or e-mail to:
[email protected]
29.
Ethics in Bidding: The District expects the bidders to maintain high ethical standards in engaging in the competitive bidding process. The bid amount of one bidder should not be divulged to another before the award of the subcontract or order, nor should it be used by Contractor to secure a lower proposal from another bidder on that project (bid shopping). Subcontractors or Suppliers should not request information for the Contractor regarding any sub-bid in order to submit a lower proposal on that project (bid peddling). District will consider any bidder found to be engaging in such practices to be a non-responsible bidder and may reject its bid on that ground.
30.
Certificate Regarding Worker’s Compensation: In accordance with the provisions of section 3700 of the Labor Code, Contractor shall secure the payment of compensation to his employees. Contractor shall sign and file with District the following certificate: I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. The form of such certificate is included as part of the contract documents and is to be completed, signed, and submitted with the bid or the bid will be rejected as non-responsive.
31.
Noncollusion Declaration: Bidders are to complete and sign the Noncollusion Declaration Form. Original form must be signed and submitted with the bid or the bid will be rejected as non-responsive.
32.
Contractor’s Statement Regarding Maintaining a Drug-Free Workplace: Bidders are to complete and sign the enclosed Contractor’s Statement Regarding Maintaining a Drug Free Workplace form. Original form must be signed and submitted with the bid or the bid will be rejected as non-responsive.
33.
Tobacco Free Schools: The Governing Board of the CAJON VALLEY UNION SCHOOL DISTRICT, in order to create a clean healthy environment for students and employees, has prohibited the use of tobacco products on District Property or in District Vehicles. All District consultants, contractors and vendors shall inform their employees and agents that are performing services for the District, of the District’s objectives of a smoke free environment (Board Policy 1331, Ed Code 48901). Per Board Administrative Regulation 3513.3(a), any person who violates the District’s tobacco-free schools policy shall be informed of the District’s policy and asked to refrain from smoking. If the person fails to comply with this request, the Superintendent or designee may: a. Direct the person to leave school property. b. Request local law enforcement assistance in removing the person from school premises. c. If the person repeatedly violates the tobacco-free schools policy, prohibit him/her from entering District property for a specified period of time.
34.
Gratuities: Bidders shall not provide, offer, imply, or otherwise extend any gratuities, including cash gifts, services, allowances, or enticements in any manner or form, to officers, employees, students, agents, or representatives of the District. 7
35.
Michelle Montoya School Safety Act (Chapter 588, 1997 Statutes) (Communication With Pupils): In performing this Agreement, the Successful Bidder shall be required to prohibit its employees and its subcontractors from having contact with pupils. Any employees who perform services under this agreement will not be permitted to come in contact with pupils or communicate with pupils. In the event Bidder fails to prevent its employees from having contact with pupils or communicating with pupils and injury results from failure to prohibit pupil contact or communication, Bidder shall defend, indemnify, protect, and hold Cajon Valley Union School District and its agents, officers and employees harmless from and against any and all claims, demands, liability, judgments, awards, losses, injury, damages, expenses, charges or costs of any kind or character whether to the District or to any person or property which arise from or are connected with or are caused or claimed to be caused by Bidder’s failure to prohibit its employees from having pupil contact or communication.
36.
Performance Bond And Payment Bond Requirements: None required.
37.
Filing of Bid Protests Bidders have the right to protest as described below. Whether concerns are about a Request for Proposal (RFP), Request for Quotation or Qualification (RFQ) or an Invitation for Bid (IFB), the following shall apply. The term "Bids" shall refer to either an RFP/Q or an IFB process. Inquiry or Intention does not constitute a Protest: Notice of an intention to protest does not substitute for filing of a protest following the form and content required within the deadlines stated. Further, casual inquiry or complaint that does not specifically identify the purpose as a protest, and does not comply with the form, content and deadlines herein, are also not considered or acted upon as a protest action. Certain concerns must be filed as a protest before bids are due. Any matter known - or that should have been known - before the bid deadline, must be brought to the Purchasing Department, Bid Administrator, in writing at least three (3) business days before the bid deadline. Such matters include, but are not limited to: 1)
Complaints about events or decisions made before the solicitation deadline,
2)
Complaints that the solicitation unduly constrains competition through improper minimum qualifications or specifications,
3)
Complaints that the pre-bid conference was not fair or accessible,
4)
Complaints that questions were not fully or properly addressed by the District.
5)
Complaints that the RFP/Q or IFB did not provide adequate information or contained an improper criteria;
6)
Other matters known or that should have been known, to interested bidders by reading the solicitation document.
Protest on items known after bid deadline: After the bid deadline, only vendors that submitted a bid are eligible to protest. Grounds for Protest and Protest Form: A written, formal protest must contain the following to be considered. Failure to provide the following information could result in rejection of the p rotest. 1)
Company name, mailing address, phone number, and name of company individual 8
responsible for submission of the protest; 2)
The Bid Number and title;
3)
The specific action or decision protested to include; a)
a specific identification of the statutory or regulatory provision(s) that the action complained of is alleged to have violated;
b)
a specific description of each act alleged to have violated the statutory or regulatory provision(s) identified in the above paragraph (a) of this subsection;
c)
a precise statement of the relevant facts;
d)
an identification of the issue or issues to be resolved; and
e)
argument and authorities in support of the protest.
4)
Indicate what relief or corrective action you believe the District should make.
5)
Demonstrate that every reasonable effort was made within the schedule provided, for you to resolve the basis of the protest during the process, including asking questions, seeking clarification, requesting addenda, and otherwise alerting the District to any perceived problems.
6)
Signed by an authorized agent of the company.
7)
Deliveries by hand or fax (must be followed up with a hard copy), in acceptable formats. Delivery by email will not be accepted. The District is not responsible to assure the protest is received within the protest deadlines. If the District does not receive the protest within the specified deadline, the protest will be rejected. The follow up mailing address for all protests:
Cajon Valley School District Purchasing Department Manager 225 Roanoke Road El Cajon, CA 92020 Protest Deadlines: 1)
Protests must be received in the Purchasing Office no later than 4:00 p.m. Pacific Time, five (5) business days after the date the RFP/Q or IFB is posted on the Purchasing web page under "Bid Recap Results". Webpage: www.cajonvalley.net
2)
Protests received after the time specified are untimely and may be denied on that basis unless the District concludes that the issues raised by the protest involve fraud, gross abuse of the procurement process, or indicate substantial prejudice to the integrity of the procurement process.
3)
The Purchasing Department shall make efforts to distribute the recap to the affected bidder(s), such as posting on the District’s website or faxing the notice to the affected bidder(s). However, it is the Bidder's responsibility to seek out and obtain the announcement from the District. The District is not responsible for assuring the Bidders have learned of the announcement in time to file a protest.
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Protest Process and Appeals , 1) The Purchasing Manager will review the protest. All available facts will be considered and the Purchasing Manager shall issue a decision. This decision shall be delivered in writing by hand delivery or fax (delivery by e-mail will not be accepted). 2)
If the Protesting party believes the Purchasing Manager has failed to consider a fact and has made an error in the protest decision, the protesting bidder has a right to appeal that decision. The appeal is limited to only those matters brought forward to the District in the original protest. The appeal must clearly state why the Purchasing Manager’s decision is in error.
3)
The protesting bidder shall issue a Protest Appeal Statement by 4:00 PM (Pacific Standard Time) by the third (3rd) business day following issuance of the Purchasing Manager’s decision. This appeal shall be delivered by the Protesting vendor, in writing through e-mail or fax (must be followed up with a hard copy).
4)
The District’s Legal Counsel will evaluate the appeal and issue a decision, which will be final.
NOTHING HEREIN SHALL DIMINISH THE AUTHORITY OF THE CAJON VALLEY UNION SCHOOL DISTRICT TO ENTER INTO A CONTRACT, WHETHER A PROTEST ACTION OR INTENTION TO PROTEST HAS BEEN ISSUED. END OF INFORMATION FOR BIDDERS
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SPECIAL CONDITIONS CAJON VALLEY UNION SCHOOL DISTRICT REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES 1.
TERM OF BID: The period of this award shall be effective one year from date of award. Upon mutual agreement, the contract may be renewed for up to two (2) additional one (1) year terms. No shipment or delivery shall be made without receipt of a purchase order and Notice to Proceed from the District.
2.
IMPORTANT DATES Event
Date
Advertising Dates
6/4/15 & 6/11/15
Deadline for Substitution Requests
6/17/15, 4:00 p.m. (PDT)
Questions due from Bidders
6/18/15, 12:00 p.m. (PDT)
(submit questions in writing by e-mail to
[email protected])
3.
Open bids
6/24/15, 10:00 a.m. (PDT)
Anticipated Award Date
7/7/15
Initial Contract Term
July 8, 2015 – July 7, 2016
FINGERPRINTING: District determination of Fingerprinting Requirement Application is as follows: The District has considered the totality of the circumstances concerning the contract and has determined that fingerprinting will be waived. However, all employees should take care to not be in contact whatsoever with any students in the vicinity as they are making deliveries. Any employees of the bidder having such contact will be expected to be removed from the project immediately.
4.
COMPENSATION: Bidder shall be compensated for the performance of its obligations under this agreement as specified in the Bid Form attached to this contract and incorporated herein by reference.
5.
INDEMNIFICATION: Bidder agrees to indemnify, defend, and save District, its agents, officers and employees, harmless from any and all liability, claims, damages or injuries to any person caused by the independent acts or omission of Bidder, its agents, officers, or assignees in connection with the performance of this contract.
6.
TERMINATION OF CONTRACT: The District may terminate this Contract with written notice by the District's representative, and upon Governing Board approval, if the District has a reasonable basis to believe that the Contractor has: 1. 2. 3. 4.
Failed to meet or maintain any requirements for contracting with the District; Failed to ensure the health or safety of any person or equipment while services are being provided under this Contract; Failed to perform under, or otherwise breached, any term or condition of this Contract, and/or Violated any applicable law or regulation.
7.
SAFETY: The Contractor shall be responsible for the safety of his workers and his subcontractors, the public, school staff, and students while on District property.
8.
PRICING: Quoted prices are firm for the entire length of the contract award, including any renewal options.
9.
USE BY OTHER PUBLIC AGENCIES (PIGGYBACK): If the piggyback option is granted, the vendor agrees to allow the Cajon Valley Union School District to authorize other public agencies and school districts in the State of California to purchase the awarded items by issuance of a purchase order directly to the vendor during the time period that this bid is in effect pursuant to Public Contract Code Sections 20118, 20652. Acceptance or Rejection 11
of this option will have no impact on bid award determination. 10.
DISCONTINUED OF CHANGED MODEL NUMBERS: In the event that a model number changes or is discontinued by the manufacturer, Bidder’s awarded price shall apply to the manufacturer’s recommended replacement model. Bidder shall provide written documentation from the manufacturer of the change of discontinuance, within ten (10) days after Bidder receives notice for the manufacturer.
END OF SPECIAL CONDITIONS
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SPECIFICATIONS CAJON VALLEY UNION SCHOOL DISTRICT REQUEST FOR BID NO. 1429 CHROMEBOOK SLEEVES/CASES INTRODUCTION The Cajon Valley Union School District is inviting bids for Chromebook sleeves/cases, to be ordered on an asneeded basis. The sleeves will be intended for home-school transport of Chromebooks by students. The District anticipates placing a large order during the summer of 2015 for approximately 10,000 – 15,000 sleeves. Thereafter, the District anticipates placing smaller orders, as needed, for replacements throughout the contract term The District anticipates contract quantity requirements for the supplies/equipment listed in the bid sheets. The District, however, does not guarantee orders in these amounts nor shall the District be required to limit its orders to only those figures. This is an indefinite-quantity bid. Bidders shall not specify minimum or maximum quantities or charges for special order types. Unlimited orders within the term of the contract shall be allowed at the bid prices. A.
SPECIFICATIONS The District is requesting bids for Belkin B2B064-C00 Sleeves or equivalent. Minimum Requirements: MUST:
accommodate BOTH of the following model Chromebooks: Lenovo x131e Chromebooks Lenovo 11e Chromebooks
B.
have separate pocket large enough to hold power adapter
have carrying handle
have quick loading access on narrow end with zippered closure
have sufficient padding for protection
be form fitting for ease of transport in student backpacks
SUBSTITUTION REQUESTS No substitutions will be accepted without preapproval from the District. Substitution requests must be submitted in writing on the enclosed Substitution Request form no later than five (5) business days prior to the bid opening as per the deadline listed in the Special Conditions. All substitution requests shall be accompanied by a product sample. Requests will not be considered without a sample. Samples are to be provided at no cost and will not be returned to bidder. Substitution requests that are not compatible with the Lenovo x131e AND Lenovo 11e Chromebooks will not be accepted. It will be the sole discretion of the District whether a substitution request is acceptable. District decision will be final.
C.
WARRANTY All products are to be covered under a one-year warranty at a minimum. Vendor shall provide copies of warranty statements upon request.
D.
CORRECTIVE ACTION AND NON-PERFORMANCE 13
A Corrective Action Notice is an official District notice to the Contractor of an unacceptable action, or lack of action, or non-compliance with the obligations of the Bid. The District may issue a Corrective Action notice for any for the following: A.
Failure to comply with any material term of this Agreement.
B.
Failure to comply with timelines and tasks for the ordering, delivery or submission of an invoice that fails to meet the bid requirements.
Contractor shall be given one written or verbal notice identifying the potential problem prior to issuance of a Corrective Action Notice. Contractor shall receive a Corrective Action Notice identifying the task, item or action, and the time line for compliance. Contractor shall have five (5) business days to respond in writing to the Corrective Action Notice and begin taking corrective action. If Contractor fails to respond to the Corrective Action Notice, the District may immediately suspend or terminate this Agreement, in whole or in part. In addition to immediate suspension or termination, the District may impose any other remedies available by law, in equity, or otherwise specified in this Agreement. END OF SCOPE OF SPECIFICATIONS
14
BID FORM To be returned with bid documents: NAME OF BIDDER:
Business Name:
________________________________________________________
Contact Name:
________________________________________________________
Business Address:
________________________________________________________ ________________________________________________________
Phone Number:
(_________) ______________________________________________
FAX:
(_________) ______________________________________________
E-Mail Address:
________________________________________________________
Company Website:
________________________________________________________
As per Special Conditions, Section 9, the piggyback option is accepted: _____Yes
____No
Pursuant to and in compliance with your Notice to Bidders Calling for Bids and the other documents relating thereto, the undersigned bidder, having thoroughly examined and familiarized himself with the terms of the contract, the local conditions affecting the performance of the contract and the cost of the work at the place where the work is to be done, and with the drawings and specifications and other contract documents, hereby proposes and agrees to perform, within the time stipulated, the contract, including all of its component parts, and everything required to be performed, and to provide and furnish any and all of the labor, materials, tools, expendable equipment, and all utility and transportation services necessary to perform the contract and complete in a workmanlike manner all of the work required in connection with CAJON VALLEY UNION SCHOOL DISTRICT REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES We hereby propose to furnish all labor, materials, equipment, tools, transportation, and services, and to discharge all duties and obligations necessary and required to perform and complete the Project for the following BID PRICES:
Description
CHROMEBOOK SEEVES/CASES BELKIN B2B064-C00 (or equivalent)
Estimated Quantity
15,000
Mfr. Make & Model
EXTENDED TOTAL COST
EACH COST (excluding sales tax)
(excluding sales tax)
$
$
EXTENDED TOTAL
$
AWARD: The bid will be awarded to the lowest responsive, responsible bidder. The contract will be awarded to one, and only one bidder based on the extended total cost. Quantities listed are estimated only. This is an indefinite quantity bid. The District reserves the right to add or reduce the quantities to be awarded under this contract, for the same unit cost. 15
1.
The undersigned acknowledges receipt, understanding and full consideration of the following addenda to the Contract Documents. Addenda No. _______________________ Addenda No. _______________________ Addenda No. _______________________ Addenda No. _______________________
2.
It is understood that the District reserves the right to reject this bid and that this bid shall remain open and not be withdrawn for the period specified in the Notice to Bidders Calling for Bids.
3.
Bid security is not required.
4.
The Noncollusion declaration is attached hereto or bid will be rejected as non-responsive.
5.
The Worker’s Compensation Certificate is attached hereto or bid will be rejected as non-responsive.
6.
The Contractor’s Statement Regarding Maintaining a Drug Free Workplace is attached hereto or bid will be rejected as non-responsive.
7.
It is understood and agreed that if written notice of the acceptance of this bid is mailed, telegraphed, or delivered to the undersigned after the opening of the bid, and within the time this bid is required to remain open, or at any time thereafter before this bid is withdrawn, the undersigned will execute and deliver to the District a contract in the form attached hereto in accordance with the bid as accepted. The undersigned will also furnish and deliver to the District the required insurance, the Performance Bond and Payment Bond for Public Works as specified, all within five (5) days after receipt of notification of award. The work under the contract shall be commenced by the undersigned bidder, if awarded the contract, on the date to be stated in the District's Notice to the Contractor to Proceed, and shall be completed by the Contractor in the time specified in the contract documents.
8.
Notice of acceptance or requests for additional information should be addressed to the undersigned at the address stated below: __________________________________________________________________________________________
10.
The names of all persons interested in the foregoing proposal as principals are as follows: __________________________________________________________________________________________ (IMPORTANT NOTICE: If bidder or other interested person is a corporation, state legal name of corporation, also names of the president, secretary, treasurer, and manager thereof; if a copartnership, state true name of firm, also names of all individual copartners comprising the firm; if bidder or other interested person is an individual, state first and last names in full.)
I, , the of the bidder, hereby certify under penalty of perjury under the laws of the State of California, that all of the information submitted by the bidder in connection with this bid and all of the representations made herein are true and correct. Executed on this
day of
at
County, California.
16
Name of Bidder ______________________________________ Signature _____________________________________ Name and Title ______________________________________ NOTE: If bidder is a corporation, the legal name of the corporation shall be set forth above together with the signatures of authorized officers or agents and the document shall bear the corporate seal; if bidder is a partnership, the true name of the firm shall be set forth above together with the signature of the partner or partners authorized to sign contracts on behalf of the partnership; and if bidder is an individual, his or her signature shall be placed above.
17
NON-COLLUSION DECLARATION REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID The undersigned declares: I am the ___________________________ of _________________________, the party making the foregoing bid. The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ________________(date), at ____________________(city), _______(State). I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Signature of Bidder:
Date
18
CONTRACTOR'S CERTIFICATE REGARDING WORKERS' COMPENSATION CAJON VALLEY UNION SCHOOL DISTRICT REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES To be returned with bid documents:
Labor Code section 3700 in relevant part provides: Every employer except the State shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees. I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.
Signature
Name Title Company
(In accordance with article 5 (commencing at section 1860), chapter 1, part 7, division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.)
19
CONTRACTOR’S STATEMENT REGARDING MAINTAINING A DRUG FREE WORKPLACE CAJON VALLEY UNION SCHOOL DISTRICT REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES To be returned with bid documents: CAJON VALLEY Union School District Policy 4020 in relevant part provides: The Governing Board of the CAJON VALLEY Union School District believes that the maintenance of a drug free workplace is essential to school and District operations and is committed to maintaining safe, healthful, and efficient working conditions for all employees. The use of illegal drugs or abuse of alcohol or a controlled substance by employees threatens all of these and will not be tolerated. Job performance deterioration resulting from abuse of drugs and/or alcohol will result in adverse personnel action. The unlawful manufacturer, distribution, dispensation, possession, or use of a controlled substance is prohibited in the workplace. The Governing Board of the CAJON VALLEY Union School District believes that to further the objective of providing a safe, efficient, and productive workplace, contractors with whom the District contracts for public works projects through the formal bid process, or consultants with whom the District contracts, must agree that while performing services for the District or on District property such consultants, contractors, and vendors, or its employees or agents, shall not in any way be impaired due to being under the influence of alcohol or an illegal drug(s). The use of illegal drugs or abuse of alcohol or a controlled substance threatens the District objective in providing a safe, efficient, and productive workplace and will not be tolerated. No one shall possess an open container of alcohol or consume alcohol, or possess, or be under the influence of an illegal drug, nor shall they sell, offer, or provide alcohol or an illegal drug(s) to another person. All District consultants, contractors, and vendors shall inform their employees and agents that are performing service for the District of the District’s objective of a safe, healthful, and productive workplace and the prohibition of drug or alcohol use or impairment from same while performing such service for the District. Each District consultant, contractor and vendor shall, moreover, advise the District whether they have a policy or procedure for maintaining a drug free workplace at the consultant’s, contractor’s, or vendor’s own place of business and if so, shall briefly describe it in writing to District officials. If awarded contract for above referenced bid, contractor agrees to comply with CVUSD Board Policy 4020 as detailed above.
In accordance with the above, the following must be signed and filed with the awarding body as part of the bid package. Business name:
_________________________________________________________________
Does
Does not
__________
__________ Have a policy or procedure for maintaining a drug free workplace at their own place of business.
__________
Attached is a copy of such policy or procedure or
__________
Following is a brief description of such policy or procedure:
Signature:
_________________________________________
Title:
________________________________________
Date:
___________________
Legal Reference: the Drug Free Workplace Act of 1988 and Public Law 100-690 Section 5151-5160
20
AGREEMENT THIS AGREEMENT, made this
day of
in the County of
, State of California, by and
between the CAJON VALLEY UNION SCHOOL DISTRICT, hereinafter called the District, and _______________________________________, hereinafter called the Contractor, WITNESSETH that the District and the Contractor for the considerations stated herein agree as follows: ARTICLE 1 - SCOPE OF WORK. The Contractor shall perform within the time stipulated the contract as herein defined, and shall provide all labor, materials, tools, utility services, and transportation to complete in a workmanlike manner all of the work required in connection with the following titled project: CAJON VALLEY UNION SCHOOL DISTRICT REQUEST FOR BID NO. 1429 CHROMEBOOK SEEVES/CASES in strict compliance with the contract documents as specified in Article 4 below. ARTICLE 2 - TIME FOR COMPLETION The contract award will be effective for one (1) year: Beginning Date of Contract: Ending Date of Contract:
July 8, 2015 July 7, 2016
By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. The contract may be renewed by mutual agreement, for up to two (2) additional one (1) year terms.
ARTICLE 3 - CONTRACT PRICE. The District shall pay to the Contractor as full consideration for the faithful performance of the contract, subject to any additions or deductions as provided in the contract documents, and including any applicable sales, use or other taxes or costs, the sum of approximately: _______________________________________________________($___________________) Actual costs may be higher or lower depending upon actual usage.
ARTICLE 4 - COMPONENT PARTS OF THE CONTRACT. The contract entered into by this Agreement consists of the following contract documents (referred to herein as the contract or the contract documents), all of which are component parts of the contract as if herein set out in full or attached hereto: Notice to Bidders Calling for Bids Information for Bidders General and Special Conditions Bid, as accepted Bid Security Designation of Subcontractors Noncollusion Declaration Worker’s Compensation Certificate Agreement Specification Addenda Nos. , , , as issued All of the above-named contract documents are intended to be complementary. Work required by one of the above-named contract documents and not by others shall be done as if required by all. This agreement shall supersede any prior agreement of the parties. IN WITNESS WHEREOF, this Agreement has been duly executed by the above-named parties, on the day and year first above written. 21
CONTRACTOR:
By_______________________________ Title _______________________________ (Corporate Seal)
CAJON VALLEY UNION SCHOOL DISTRICT By Governing Board:
By
______________________________________ Justin A. Slagle, President
By
______________________________________ Jill D. Barto, Vice President
By
______________________________________ Tamara Otero, Clerk
By
______________________________________ Suzanne Mullins, Member
By
______________________________________ Jo Alegria, Member
22
SUBSTITUTION REQUEST FORM SUBMIT TO PURCHASING, BID ADMINISTRATOR The substitution form must be received no later than the deadline listed in the Special Conditions, with the District response no later than 2 business days prior to bid opening. The Substitution Request Form as signed and approved by the District must then accompany the bid. Bidder hereby requests substitution of the following articles, devices, equipment, products, materials, fixtures, patented processes, forms, methods, or types of work:
THIS PAGE MUST BE COMPLETED IF A SUBSTITUTION IS REQUESTED If this pre-approved form is not included with the bid package, it will be the District’s conclusion that the contractor intends to use all products as specified in the bid package and all bid prices reflect this intent. Specified Item
Requested Substituted Item
District Decision Circle One
1
BELKIN B2B064-C00
Grant Deny
The Request Form must be accompanied evidence as to whether the proposed substitution: 1. 2
Is equal in quality, service, and ability to the Specified Item. Will require no excessive or more expensive maintenance.
The Request Form MUST be accompanied by a product sample or request will not be accepted. After the District’s receipt of such evidence by the bidder, the District will make its final decision as to whether the bidder’s request for substitution for any Specified Items will be granted. The decision as to whether a proposed request for substitution is equal to a Specified Item shall be at the sole discretion of the District. Any request for substitution that is granted by the District shall be documented by Addendum and on the Request Form. The District may condition its approval of any substitution upon delivery to the District of warranty information. The undersigned states that the following paragraph, unless modified on attachments, are correct: 1. The proposed substitution has an equal or greater warranty.
Bid #
_________________________________________
Bid Title:
_________________________________________
Business Name of Bidder:
_________________________________________
Printed Name & Title:
_________________________________________
Signature:
_________________________________________
Phone Number:
_________________________________________
Fax Number:
_________________________________________
E-Mail:
__________________________________
23
District Signature:
________________________________________
Printed Name & Title
________________________________________
Phone Number:
__________________________________
This request form must be pre-approved and returned with bid if a substitution is requested. If this form is not included with the bid package, it will be the District’s conclusion that the contractor intends to use all products as specified in the bid package and/or plans and all bid prices reflect this intent.
24
