Rancho Santa Fe School District
REQUEST FOR BID NO. CB2015-1
CHROMEBOOKS
P.O. Box 809
Rancho Santa Fe, CA 92067
Bid Administrator: Roya Saadat
Phone: 858-756-1141 ext. 118
Fax: 858-759-0912
REQUEST FOR BID DUE DATE: 2:00 P.M., September 1st, 2015
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TABLE OF CONTENTS
Notice Calling for Bids 3
Instructions to Vendors 4
Tentative Bid Schedule 4
* Bid Form 17
*Information Required of Vendors 20
*Non-Collusion Declaration 23
*Certificate of Worker’s Compensation 24
*Contract (Return Two Copies) 25
*Certification Drug Free Workplace 27
*Bid Response Form 28
*W-9 Form 28
*These documents marked with (*) are to be returned with the Bid response package at time of Bid opening. Failure to include these documents could result in the bid being declared as non-responsive and non-responsible.
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RANCHO SANTE FE SCHOOL DISTRICT
RFB #CB2015-1
CHROMEBOOKS
NOTICE CALLING FOR BIDS
NOTICE IS HEREBY GIVEN that Rancho Santa Fe School District of San Diego County, California, hereinafter referred to as The District, will receive up to, but not later than 2:00 p.m. on September 1st , 2015, sealed bids for the award of a contract(s) for:
Bid # CB2015-1
CHROMEBOOKS
Each bid shall be submitted on a form obtained at the Business Office of said District. Bids may be mailed via U.S. mail to: PO Box 809, Rancho Santa Fe, CA 92067 or delivered Fed Ex, UPS, or other courier to 5927 La Granada, Rancho Santa Fe, CA 92067. Bids not received in the Business Department by the specified date and time will be returned unopened. It is the sole responsibility of the bidder to see that his bid is received in proper time at the address noted herein. Bids will not be read at the time of opening; however, a bid abstract will be made available within 72 hours of the bid opening.
Each bid must conform and be responsive to this invitation, the Information for Bidders, the Specifications, and all other documents comprising the pertinent Contract Documents. Copies of the Contract Documents are now on file and may be obtained in the office of Roya Saadat- Director of Finance at the above address or online at (http://rsfschool.net under the District menu).
The contract will be awarded to the lowest responsive, responsible bidder based on the criteria noted in the bid. Rancho Santa Fe School District reserves the right to reject any or all bids, to accept or reject any one or more items of a bid or to waive any irregularities or informalities in the bids or in the bidding.
No bidder may withdraw his bid for a period of sixty (60) days after the date set for the opening of bids.
In the event of identical bids, the Governing Board may determine by lot which bid shall be accepted per Public Contract Code 20117.
Publication: San Diego Union Tribune
Advertising dates: August 18th, 2015 & August 25th, 2015
INSTRUCTIONS TO VENDORS
SCOPE OF REQUEST FOR BIDS
The scope of the Contract is as described in the specifications Attachment A. Vendor shall provide all of the required related services as required within the RFB document in accordance with all the terms, conditions and specifications specified herein.
AVAILABILITY OF CONTRACT DOCUMENTS
Prospective vendors may obtain one (1) complete set of Contract Documents at no cost. Contract Documents may be obtained from Rancho Santa Fe School District at the location(s) and at the time(s) indicated in the Notice Inviting Bids. Prospective vendors are encouraged to telephone in advance to obtain hard copy Contract Documents. Any applicable charges for the Contract Documents are outlined in the Notice Inviting Bids. Prospective vendors are also encouraged to verify all dates in advance.
TENTATIVE BID SCHEDULE
Release RFB documents / First Advertisement / August 18th, 2015Second Advertisement / August 25th, 2015
Final date for receipt of questions / 2:00PM August 27th, 2015
Responses to all questions timely received distributed / August 31st, 2015
Responses to RFB Due / 2:00PM September 1st, 2015
Bid Opening / Immediately following
EXAMINATION OF CONTRACT DOCUMENTS
Rancho Santa Fe School District has made copies of the Contract Documents available, as indicated above. Vendors shall be solely responsible for examining the Contract Documents, including any Addenda issued during the quoting period, and for informing itself with respect to required certifications, insurance, and other factors that could affect the bid. The Vendors shall be responsible for verification of all quantities and products desired prior to completing work. Vendors are responsible for consulting the standards referenced in the Contract. Failure of Vendor to so examine and inform itself shall be at its sole risk, and no relief for error or omission will be given except as required under State law.
Only substantive items, as determined by the District, will be addressed in the form of written addenda. Failure of any Proposer to review any such addendum or interpretation shall not relieve the Proposer from any obligations under their Bid submitted. All addendums so issued shall become part of the contract documents. The District may elect to not respond to all inquiries in this manner.
PREPARATION OF BID FORM
Rancho Santa Fe School District invites Bids on the attached Bid Response Form to be submitted at such time and place as is stated in the Notice Inviting Bids. All blanks in the bid form must be appropriately filled in. All prices must be stated in both words and figures where so indicated. Where there is a conflict in the words and figures, the words shall govern. Prices, wording and notations must be in ink or typewritten. Erasures or other changes shall be noted over by signature of the vendor. It is the sole responsibility of the vendor to see that his bid is received in proper time. All Bids received after the scheduled closing time for receipt of Bids will be returned to the vendor unopened.
Propose each item separately. Prices must be stated in units specified herein or trade standard. Each item must be considered separately and not in combination with other items unless otherwise specified on Bid Response Form by Rancho Santa Fe School District. In case of error, unit prices will govern and extensions will be corrected. Vendors must bid all items in the specified lots. Failure to bid all items in the specified lots will be grounds for bid rejection.
Vendor must insert only one unit price for each item on the Bid Response Form, unless form directs otherwise. Additional unit prices inserted for any one item will not be considered unless alternate Bids are specifically requested.
SUBMISSION OF SEALED BIDS
Once the Bid and supporting documents have been completed and signed as set forth herein, they shall be placed, along with the required materials in an envelope, sealed, addressed and delivered or mailed, postage prepaid to Rancho Santa Fe School District at the place and to the attention of the person indicated in the Notice Inviting Bids. No oral or telephonic Bids will be considered. No forms transmitted via the internet, e-mail, facsimile, or any other electronic means will be considered. The envelope shall also contain the following in the lower left-hand corner thereof:
Bid of (Vendor’s Name)
for Bid No. RFQ # CB2015-1 – CHROMEBOOKS
ATTENTION: Roya Saadat- Director of Finance
SIGNATURE
The bid must be signed in the name of the vendor and must bear the signature in longhand of the person or persons duly authorized to sign the bid on behalf of the vendor. All signatures are to be in ink.
Each bid must give the full business address of the vendor and must be signed by the vendor with his or her usual signature. Bids by partnerships must furnish the full names of all partners and must be signed in the partnership name by a general partner with authority to bind the partnership in such matters. Bids by corporations must be signed with the legal name of the corporation, followed by the signature and designation of the president, secretary, or other person authorized to bind the corporation in this matter. The name of each person signing shall also be typed or printed below the signature. When requested by Rancho Santa Fe School District, satisfactory evidence of the authority of the officer signing on behalf of the corporation shall be furnished. A vendor’s failure to properly sign required forms may result in rejection of the bid.
EXECUTION OF CONTRACT
The form of agreement, which the successful vendor, as vendor, will be required to execute, is included in the contract documents and should be carefully examined by the vendor. All vendors must sign and return two (2) original counterparts of the Agreement / Contract with the bid response package at the time of the bid opening. It is not necessary to return the entire set of bid documents and instructions. The vendor should return one set of all other required documents as listed in the Table of Contents and on the Bid Form. The complete contract consists of the documents listed in the Table of Contents, including all modifications thereof duly incorporated therein. All of the 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 financing of all items called for in the Contract. Failure to return the required documents at time of bid opening could result in the bid being declared as non-responsive.
FORFEITURE FOR FAILURE TO EXECUTE CONTRACT DOCUMENTS
The successful Vendor agent shall, within 48 hours after notice by Rancho Santa Fe School District, sign and deliver to Rancho Santa Fe School District all certificates of insurance and other required documents listed in Bid Form. All insurance required under this Agreement shall be provided by a surety admitted to transact business in the State of California.
In the event the Vendor to whom an award is made fails or refuses to so deliver such required documents, Rancho Santa Fe School District may award the services to the next responsible Vendor, or may reject all Bids and call for new Bids.
MODIFICATIONS
Changes in or additions to the bid form, recapitulations of the work bid upon, alternative bids, or any other modification of the bid form which is not specifically called for in the Contract Documents may result in Rancho Santa Fe School District’s rejection of the bid as not being responsive to the invitation to bid. No oral or telephonic modification of any bid submitted will be considered. Bids may be rejected if they show any alteration in form, are incomplete, or contain irregularities of any kind.
ERASURES/MUTILATION OF BID DOCUMENTS
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.
Vendors should not deface or mutilate the bid documents to the extent that they may not be usable for purchasing purposes.
WITHDRAWAL OF BIDS
Any vendor may withdraw his bid only by written request, or by telegraphic request, confirmed in the manner specified above at any time prior to the scheduled closing time for receipt of Bids. Any request to withdraw a bid shall be so worded so as not to reveal the amount of the original bid. Withdrawn Bids may be resubmitted until the scheduled time for receipt of Bids, so long as the resubmitted Bids are in full conformance with the Contract Documents. After the scheduled closing time for receipt of Bids, a vendor may not withdraw its bid until the expiration of sixty (60) calendar days, after which time a bid may be withdrawn only in writing and in advance of actual award of the Contract.
INTERPRETATION OF PLANS AND 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 specifications, or other Contract Documents, or finds discrepancies in, or omissions from the specifications, that person may submit to the Bid Administrator, a written request for an interpretation or correction thereof by the deadline noted in the bid schedule. Such submittal may be submitted to the e-mail address listed in the Notice Inviting Bids. Subject Line should use the following format “BID NO. RFQ ______: CHROMEBOOKS: Question /Clarification”. The person submitting the request will be responsible for its prompt delivery.
ADDENDA
Rancho Santa Fe School District reserves the right to revise the Contract Documents prior to the bid opening date. Revisions, if any, shall be made by written Addenda. All addenda issued by Rancho Santa Fe School District shall be included in the bid and made part of the Contract Documents. Pursuant to Public Contract Code Section 4104.5, if Rancho Santa Fe School District issues an Addendum which includes material changes to the Project less than 72 hours prior to the deadline for submission of Bids, Rancho Santa Fe School District may extend the deadline for submission of Bids. Rancho Santa Fe School District may determine, in its sole discretion, whether an Addendum warrants postponement of the bid submission date. Each prospective vendor shall provide Rancho Santa Fe School District a name, address, e-mail address, and facsimile number to which Addenda may be sent, as well as a telephone number by which Rancho Santa Fe School District can contact the vendor. Copies of Addenda will be furnished by facsimile, first class mail, express mail or other proper means of delivery without charge to all parties who have obtained a copy of the Contract Documents and provided such current information. Please Note: Vendors are responsible for ensuring that they have received any and all Addenda. To this end, each vendor should contact the Bid Administrator to verify that he has received all Addenda issued, if any, prior to the bid opening.