Sharon Laverdure, Superintendent, Human Resources/Special Projects



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Sharon Laverdure, Superintendent,

Human Resources/Special Projects

Ryan Moran, Assistant Superintendent

for Curriculum and Instruction K-5

Dr. Thomas Lesniewski, Assistant Superintendent

for Curriculum and Instruction 6-12

Jeffrey S. Bader, Chief Financial Officer



East Stroudsburg Area School District



Carl T. Secor Administration Center

50 Vine Street

East Stroudsburg, PA 18301

Phone: (570) 424-8500 - Fax (570) 424-8384



www.esasd.net



INVITATION TO BID
The East Stroudsburg Area School District, together with the East Stroudsburg Board of Education, HEREBY GIVES PUBLIC NOTICE THAT SEALED BIDS WILL BE OPENED FOR THE FOLLOWING:


BID #

BID TITLE

BID OPENING DATE

TIME

ESASD 23-1617

Athletic Supplies

March 1, 2016

10:00AM


SPECIFICATIONS

Bid specifications and other documents for the requested items may be obtained at the East Stroudsburg Area School District Business Office, Administration Center, 50 Vine Street, East Stroudsburg, PA 18301, Telephone (570)-424-8500. The documents may be examined and obtained there between the hours of 8:00 am and 3:00 pm, except Saturday, Sunday and Holidays. Bid Specifications can also be requested via email at Marisela-horton@esasd.net

Sealed bids will be opened and publicly read aloud at the East Stroudsburg Area School District, Administration Center, 50 Vine Street, East Stroudsburg, PA 18301, on March 1, 2016 at 10:00AM. No bids will be received or opened after the bid closing date and time. All bids must be marked “SEALED BID” along with the BID NUMBER and BID TITLE must be submitted to:

East Stroudsburg Area School District

Carl T. Secor Administration Building

Business Office

50 Vine Street

East Stroudsburg, PA 18301
Inquiries regarding this bid should be directed to Marisela Horton, Administrative Assistant at (570) 424-8500 Ext 10101.
Failure to comply with these specifications in their entirety may be grounds for disqualification.


  • All bids shall be enclosed in sealed envelopes bearing on the outside thereof the name and address of the bidder and the contract said bid pertains to, addressed and delivered to the address referenced above.

  • Bidders shall comply with the required completion and submittal of a Non-Collusion Affidavit.

  • As evidence of good faith, for Category 1 Bids, a BID BOND with proper surety or CERTIFIED CHECK made payable to East Stroudsburg Area School District in the amount of 5% of total bid amount shall accompany each bid/proposal. No bid bond is required for Category 2.

  • To properly submit a bid relative to this proposal, the individual, partnership, corporation, or association must be registered to do business within the Commonwealth of Pennsylvania. Proof of same shall be provided only if so requested.

  • Any other items required by statute, regulation or by the specifications.

The District reserves the right to reject any and all bids, to waive any informality in any bid or bids and to make such awards that are in the best interest of the East Stroudsburg Area School District.



TERMS AND CONDITIONS FOR BIDDING


    • Sealed proposals for the work described herein must be received by the East Stroudsburg Area School District, Business Office, 50 Vine Street, East Stroudsburg, PA 18301, prior to the date and time fixed for bid opening. All bids must be complete and properly signed to be considered valid. Vendors are cautioned that reliance on delivery or mail services for timely delivery is at the vendor’s risk. Failure on behalf of the vendor to have his/her sealed proposal reach the Business Office by the prescribed date and time will result in a return of the proposal unopened and unread.

    • The ADVERTISEMENT/INVITATION TO BID includes the date for the receipt of proposals, and the bid closing date and time. No bids will be opened prior to the date and time fixed for bid opening and no additional bids will be received or opened after the closing date and time. Bids will be publicly opened and read aloud on the day and at the time and place specified in the ADVERTISEMENT/INVITATION TO BID.

    • Bids/proposals shall be submitted on the standard form(s), and enclosed in a sealed envelope. The name and address of the vendor must be indicated on the envelope as well as the BID NUMBER as it appears in the advertisement/invitation to bid.

    • As evidence of good faith, for Category 1 Bids, a BID BOND with proper surety or CERTIFIED CHECK made payable to EAST STROUDSBURG AREA SCHOOL DISTRICT, equal to five percent (5%) of the vendor’s bid shall accompany each bid/proposal. The five percent (5%) bid bond or certified check may be retained by the School District as liquidated damages in the event the bidder should default. Upon acceptance of the bid(s), checks and bonds will be returned to any unsuccessful bidders.

    • The bid(s) shall be awarded to the lowest responsible bidder(s) whose bid(s) shall comply with these terms and conditions, general specifications and specific specifications where applicable. The Board may consider, in determining the responsible bidder(s), the financial standing and resources, experience, facilities, reputation and efficiency of the bidder(s).

    • The District reserves the right to award the contract on the basis of single bid for the entire work, or on the basis of a separate bid and alternate, or any combination of separate bids and alternates, which is determined to be in the best interest of the District.

    • The District reserves the right to reject any and all bids when such rejection is in the best interest of the District. The District also may reject the bid of any bidder who, in its judgment, is not responsible or capable of performing the contract based upon financial capability, past performance, or experience. Any bidder so rejected may request a review by the District Superintendent by filing a written notice.

    • The bidder to whom the contract is awarded shall execute, and deliver the requisite items within a reasonable time (date stated on the Specifications) after notification of contract award. Upon his or her failure or refusal to comply in the manner and the time specified, the District may either award the contract to the next lowest bidder or re-advertise for new bids/proposals. In either case, the District may hold the defaulting bidder and his or her surety liable for the difference between the applicable sums quoted by the defaulting bidder, and the sum which the District may be obligated to pay the vendor who undertakes to perform and complete the work of the defaulting bidder.

    • More than one (1) proposal for one (1) contract from an individual, partnership, corporation, or an association under the same or different names will be ground for the rejection of all proposals in which such bidder is interested. Any or all proposals will be rejected if there is reason for believing that collusion exists among any of the bidders. Participants in such collusion will not be considered in future proposals. In executing the contract, the successful bidder agrees to provide and deliver all items in accordance with the terms and conditions of the specifications to the reasonable satisfaction of the District, and to do so within the number of calendar days specified in the contract.

    • Whenever two or more proposals of equal amounts are the lowest bids/proposals submitted by responsible bidders, the District may award the contract to any one of such bidders as it, in its sole discretion, it may determine.

    • Each bidder will be required to submit, with this bid proposal, a properly executed and notarized non-collusion affidavit in the form attached together with the bid.

    • The Unit price for each unit bid submitted shall be shown and such price shall include delivery to our sites unless otherwise specified. Bidders are required to submit one (1) unit bid price applicable to the total quantity of each item rather than separate unit bid prices for the requirements of each individual site.

    • Alternates to the bid specifications must be clearly indicated. Information and samples must be included for any item indicated as an alternate to the bid, at no cost to the District.

    • If samples are requested they will be shipped at vendor’s expense. If not destroyed by testing, samples will be returned to the bidders at their request and at their expense.

    • All materials and supplies furnished by the successful bidder shall be the same quality as the bids submitted. The District, through its proper agents, shall have full lawful power to reject any and all materials and supplies, when in their judgment, said supplies are not in strict conformity to the samples or bid submitted. All rejected supplies and materials must be promptly removed from the premises of the East Stroudsburg Area School District at the expense of the bidder and replaced by supplies or materials according to the terms stated above.

    • When an item is listed by trade name, bids will be considered on the basis of equal quality.

    • On items where the “size” of an item is not specified, the bidder shall be responsible for indicating said “size” in ounces, pounds, gallons, or the like. Please indicate catalog and item number.

    • Cash discounts will not be considered in the evaluation of bids.

    • One (1) copy of the bid specifications is enclosed. This list or a reasonable facsimile must be returned with the bid.

    • Bidders are required to submit item-by item prices (Category 1) and/or percentage discount on entire catalog/website (Category 2), as applicable.

    • The following categories are excluded from this bid:

  • Furniture

  • Computer and Peripherals (unless authorized by the district)

  • Computer Paper

    • Invoices shall be prepared in duplicate and shall contain the following information:

  • Buyer’s Purchase Order Number

  • Billing by bid item number

  • Name of the school (location) receiving the materials

  • Date on which delivery was made and proof of delivery.

SCOPE OF WORK - CATEGORY 2

  • Bidders shall submit a current catalog with bid.

    • Catalogs, prices and percentage discounts shall not change during the contract.

    • Vendors shall provide a website address and create an account to be used by the district. User name and password shall be provided after bid award notification.

    • Departments shall utilize vendor’s website to obtain pricing information or discounted prices.

    • Bidder shall not substitute another catalog, price list, etc. after the award of contract. Substitution of a catalog, price list, etc. shall be cause to reject a bid award or to rescind a contract.

    • The percentage discount off or from the catalog and website prices must be specified in the proposal form.

    • No exceptions to the discount are permitted. Any exceptions to the discount shall be rejected.

    • All materials ordered by the District must be delivered inside the building of the site designated on the appropriate order.

SPECIFICATIONS-CATEGORY 1: INFORMATION TO BIDDERS
CATEGORY 1
The quantities specified on the itemized list are indicative of the amounts required by the East Stroudsburg Area School District for the beginning of the 2016-2017 School fiscal year.
CONTRACT PERIOD
Quoted prices shall be irrevocable for a period of ninety (90) calendar days from the date of opening.
DELIVERY/BILLING
All items are to be delivered and billed after July 1, 2016. Deliveries made prior to July 1, 2016 will be refused. The bidder agrees to supply at the price specified such quantities as may be required at the time of the award of this bid, but no later than sixty (60) calendar days from the date of the purchase order. Deliveries of materials or supplies shall be made to the inside of each of the sites listed below and as designated on the Purchase Orders which will be issued to the successful bidder(s):
Administration Center 50 Vine Street, East Stroudsburg, PA 18301

Resica Elementary 1 Gravel Ridge Road, East Stroudsburg, PA 18301

J. M. Hill Elementary 151 East Broad Street, East Stroudsburg, PA 18301

Smithfield Elementary 245 River Road, East Stroudsburg, PA 18301

Middle Smithfield Elementary 5180 Milford Road, East Stroudsburg, PA 18302

Bushkill Elementary 131 North School Drive, Dingmans Ferry, PA 18328

East Stroudsburg Elementary 93 Independence Road, East Stroudsburg, PA 18301

Senior High School-South 279 North Courtland Street, East Stroudsburg, PA 18301

J. T. Lambert Intermediate 2000 Milford Road, East Stroudsburg, PA 18301

Senior High School-North 279 Timberwolf Drive, Dingmans Ferry, PA 18328

Lehman Intermediate School 257 Timberwolf Drive, Dingmans Ferry, PA 18328

GENERAL INFORMATION
Provide specific prices for each item. No alternates will be accepted for items marked “NO SUBSTITUTE”. Bidders must endure to return all pages and mark any items not bid with the words “NO BID”. Bidders are required to submit item-by item prices. Pricing may be submitted for any or all items on the bid list.


SPECIFICATIONS-CATEGORY 2: INFORMATION TO BIDDERS
CATEGORY 2: General Catalog and or Website Discount for supplies that will be purchased throughout the 2016-2017 school fiscal year.
INSTRUCTIONS: Provide a percentage discount for entire current catalog or website.
CONTRACT PERIOD: July 1, 2016 - June 30, 2017
CATALOG/WEBSITE: Bidders must provide EITHER a catalog OR a website addresses to be used as a basis for the bid discount. In the case of a website, the bidder shall provide a website address and a specific web account to be used District-wide.
EXCLUSIONS:

The following categories are excluded from this bid:



  • Furniture

  • Computer and Peripherals

  • Computer Paper



CATALOG NAME:_____________________________________________________________
YEAR:________________________________________________________________________
WEBSITE:____________________________________________________________________

(User name and password shall be provided after bid award notification)


WEBSITE/CATALOG PERCENTAGE DISCOUNT:______________________________%
CONTACT PERSON:___________________________________________________________
TELEPHONE:_________________________________FAX:___________________________
E-MAIL:______________________________________________________________________


____________________________ _______________________________

Company Representative Date


REQUIRED DOCUMENT-ATTACH AND STAPLE TO “BID RETURN PACKET”

BID SUBMISSION SHEET
The undersigned vendor,
___________________________________________________________________________

NAME OF FIRM


hereby submits the following bid for Athletic Supplies for the 2016-2017 School Fiscal Year as described in the documentation provided. The bidder hereby certifies that said bidder has become familiar with the specifications and has carefully read them and understands the intent of said documentation. The bid is represented as meeting or exceeding the published specifications.
The following bid is submitted in good faith.
The prices quoted on the itemized list (Category 1) shall remain valid for a period of ninety (90) calendar days from the opening date of the bid submitted.
The percentage discount on entire catalog/website (Category 2) shall remain valid for the 2016-2017 School Fiscal Year.
Accompanying this proposal (Category 1) is a certified check or bid bond in the proper amount as required.
Accompanying this proposal (Category 2) is a current catalog OR website information.
Accompanying this proposal is a completed non-collusion affidavit.
IN WITNESS THEREOF, the Undersigned has caused this Proposal to be executed this _______

day of ___________________, 2016.


Please type or print:
Bidding Company
Address

Telephone Number


Authorized Signature
Name
Title

REQUIRED DOCUMENT-ATTACH AND STAPLE TO “BID RETURN PACKET”

NON-COLLUSION AFFIDAVIT
Contract/Bid Name:_______________
State of __________________________:

S.S.


County of ________________________
I state that I am __________________________________ of _____________________

(Title) (Name of Firm)


and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.
I state that:
(1) The price(s) and amount of this bid have been arrived at independently and without

consultation, communication or agreement with any other contractor, bidder or

potential bidder.
(2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s)

nor approximate amount of this bid, have been disclosed to any other firm or person

who is a bidder or potential bidder, and they will not be disclosed before bid opening.
(3) No attempt has been made or will be made to induce any firm or person to refrain

from bidding on this contract, or to submit a bid higher than this bid, or to submit

any intentionally high or noncompetitive bid or other form of complementary bid.
(4) The bid of my firm is made in good faith and not pursuant to any agreement or

discussion with, or inducement from, any firm or person to submit a complementary

or other noncompetitive bid.
(5) ______________________, its affiliates, subsidiaries, officers, directors and

(Name of Firm)

and employees are not currently under investigation by any governmental agency and

have not in the last four years been convicted or found liable for any act prohibited

by State or Federal law in any jurisdiction, involving conspiracy or collusion with

respect to bidding on any public contract except as follows:



REQUIRED DOCUMENT-ATTACH AND STAPLE TO “BID RETURN PACKET”

I state that ______________________________ understands and acknowledges that

(Name of Firm)

the above representations are material and important, and will be relied upon by

East Stroudsburg Area School District in awarding the contract(s) for which this bid

is submitted. I understand and my firm understands that any misstatement in this

affidavit is and shall be treated as fraudulent concealment from East Stroudsburg Area

School District of the true facts relating to the submission of bids for this contract.

____________________________________

Signature


____________________________________

Type or Print Name


____________________________________

Company Position

SWORN TO AND SUBSCRIBED BEFORE ME
THIS _________DAY OF _________________, 20______

______________________________



Notary Public
My commission expires: __________________, 20______

REQUIRED DOCUMENT-ATTACH AND STAPLE TO “BID RETURN PACKET”




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