RFP 6399 - mpsaz.org

RFP 6399 - mpsaz.org NOTICE OF REQUEST FOR PROPOSALS REQUEST FOR PROPOSAL NO. 6501 PROPOSAL DUE DATE WEDNESDAY, APRIL 30, 1997 @ 3:30 P.M. MST thLOCATION: TUSD Purchasing Department, 1010 E. 10th Street, East Building (10 & Fremont) Fremont Street Entrance, Second Floor, Tucson, AZ 85719 (520) 617-7306 MATERIAL AND/OR SERVICE: MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL Offerors are strongly encouraged to carefully read the entire Request for Proposals. Proposals must be in the actual possession of the TUSD Purchasing Department on or prior to the exact time and date indicated above. Proposals received by the correct time and date will be opened and the name of each offeror will be publicly read. Proposals must be submitted in a sealed envelope properly addressed to the TUSD Purchasing Department with Request for Proposals, the Proposal Number, Proposal Due Date and Time, and Offeror's Name and Address clearly indicated on the envelope. The District will not be responsible for late receipt of improperly addressed envelopes. All proposals must be completed in ink or typewritten and a complete Request for Proposal returned along with the offer by the time and date cited above. TUSD reserves the right to accept or reject any and all proposals or any part thereof, unless specified otherwise, and to waive any minor informalities in any proposal, deemed by us to be in the best interest of the District. No contract may be awarded solely on the basis of price. The District shall contract with the qualified firm or person whose proposal is determined to be most advantageous to the District based upon the factors set forth in the Request for Proposals. Compensation shall be at an amount which the District determines is fair and reasonable, taking into account budgetary limitations and scope, complexity, and professional nature of the materials/services. After contract award, the proposals shall be open for public inspection except to the extent the offeror designates, and the District concurs, that trade secrets or other proprietary data remain confidential. If the offeror designates a portion of its proposal as confidential, it shall isolate and identify in writing the confidential portion(s) at the time of submission. Written notice of the contract award may be made to all firms/persons submitting proposals. Any question related to this Request for Proposals shall be directed to the contact person whose name appears below. MARIE MORRIS, MAGNET COORDINATOR (520) 617-7509 CONTACT PERSON YVONNE VOLPE, BUYER PHONE (520) 617-7306 DATE APRIL 10, 1997 ____________________________________________ TUSD Purchasing Administrator Joseph T. (Tom) Peeler, Jr., Director of Purchasing THIS PROPOSAL IS OFFERED BY: Firm/Person Address City ________________ State _____ Zip _______ Phone Signature Date Title Page 1 of 7 SAMPLE PROPOSAL NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL A. DIRECTIONS FOR SUBMITTING COMPETITIVE SEALED PROPOSALS Offerors shall sign the Request for Proposals. If this document is not properly signed, the proposal may be considered non-responsive. Telephoned, telegraphed or faxed proposals will not be accepted. In the event that no proposal is to be submitted, please advise the Tucson Unified School District, Purchasing Department, whether or not further requests for like items covered by this request are desired. Any offeror not responding to two (2) consecutive Requests for Proposals for similar procurements may be removed from the Vendors List for those items. B. TERMS AND CONDITIONS The submission of a proposal shall indicate that the offeror has read the terms and conditions, understands the requirements and that the offeror can supply the required services specified. No alterations, erasures or additions are to be made unless initialed in ink. Proposals must be legible, typewritten if possible. Illegible or vague proposals may be rejected. No contract exists on the part of the school district until a written purchase order has been issued. Issuance of a purchase order will be considered sufficient notice of acceptance of contract. Prices shall be stated in units as specified (excluding sales tax) and the extension (excluding sales tax) on each item in the proposal. In the event of conflict between the unit price and extension, the unit price shall govern. It is mutually understood and agreed that the successful firm shall not assign, transfer, convey, sublet or otherwise dispose of the purchase order or contract, or their right, title, or interest therein, or power to execute such purchase order or contract to any other person, company or corporation without the prior written consent of the TUSD Director of Purchasing or designee. TUSD reserves the right to return any equipment and/or supplies that do not meet specifications indicated in the proposal at offeror's expense. Offeror guarantees that equipment and/or supplies delivered are standard, new and regular stock. Failure to examine any requirements shall be at the offeror's risk. Page 2 of 7 SAMPLE PROPOSAL NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL C. CERTIFICATION By submission of a proposal, the offeror certifies that: The offeror has not paid nor agreed to pay any person, other than a bona-fide employee, a fee or brokerage resulting from the award of this contract. The prices in this proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other offeror. If awarded a contract, the offeror agrees not to discriminate against any employee or applicant for employment on the basis of race, religion, color, sex, disability, age or national origin. D. TAX REQUIREMENTS Do not include any Sales or Use Tax on individual items in this proposal. Instead show below the percent of tax to be charged by you. Any offeror from outside the city limits of Tucson indicating tax in excess of the 5% State Sales and/or Use Tax must have or must place on file with the Finance Department of the Tucson Unified School District, proof that offeror has secured a City Business Privilege License from the local jurisdiction for which the tax is collected. The District is not exempt from paying Sales and/or Use Tax. Use Tax will be paid on any item on which Sales Tax has not been paid. The District is exempt from paying Federal Excise Tax. Plus ______% Tax E. SAMPLES It is the vendor's responsibility to provide the District with adequate samples and detailed specifications for any item offered. If a sample is requested by the District for evaluation, it must be submitted within 10 working days. Samples submitted for evaluation shall be free of charge, submitted and removed by offeror at offeror's expense. Award samples may be held for comparison with deliveries. The District shall not be held responsible for any sample damaged or destroyed in examination or testing. Samples not removed within thirty (30) days after notice to the offeror will be regarded as abandoned and the school district shall have the right to dispose of them as its own property. Samples submitted will be compared to proposal specifications and evaluated as to: materials used in construction, quality and workmanship, durability, adaptability to the use for which this item was intended, and overall appearance. Page 3 of 7 SAMPLE PROPOSAL NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL F. WARRANTY/GUARANTEE All bidders must guarantee full satisfaction of their products use or permit unsatisfactory product to be returned collect for full money refund. Vendors will replace damaged items at no cost to the District. G. QUANTITY (S) Quantity(s) indicated are the District's best estimate of projected needs and are in no way guaranteed or implied. Payment will be made to successful offeror for actual quantity(s) ordered and received. Final quantities will be based upon need and funds available. In the best interest of the District, we reserve the right to increase or decrease quantities as shown, or to place subsequent orders with successful offeror(s). Successful offeror will be contacted prior to the placement of any additional order for verification of proposal prices. H. PRICE CLAUSES Prices must be firm at least 120 days, preferably firm for one year from date of proposal award. After 120 days, the TUSD Purchasing Department will review fully documented requests for price increases. The requested price increase must be based upon a cost increase that was clearly unpredictable at the time of offer and which can be shown to directly affect the price of the item concerned. The TUSD Purchasing Department will determine, through competitive market review, trade publications, independent price indexes, and/or other means, whether the requested price increase, or an alternative option, is in the best interest of the District. The vendor shall offer TUSD any published price reduction during the contract period. All price adjustments will be effective on acceptance by the TUSD Purchasing Department. Indicate number of days prices are firm. I. FORM OF CONTRACT The form of contract for this purchase shall be a properly issued purchase order referencing the requirements of this Request for Proposals. If a firm submitting an offer requires that the District sign an additional contract, a copy of the proposed contract must be included with the proposal. The Purchasing Department will review proposed vendor contract documents. A vendor’s contract document shall not become part of the purchase contract unless and until an authorized representative of the TUSD Purchasing Department signs it. TUSD’s contract documents shall govern in the event of conflict with the terms of a vendor’s contract. Page 4 of 7 SAMPLE PROPOSAL NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL J. CONTRACT LIAISON The Contract Liaison for any contract awarded under this Request for Proposals will be Marie Morris, Magnet Coordinator, Tucson High Magnet School, (520) 617-7509. The Contract Liaison shall act as the TUSD’s contract manager and oversee performance under the contract. The Contract Liaison may provide the vendor with general guidance as to contract performance. However, this individual is not authorized to make or approve changes in the contractual or performance requirements of any contract. Changes to an awarded contract shall be effective only upon written approval from the TUSD Purchasing Department. K. DELIVERY OF AWARDED ITEMS Delivery to be F.O.B. destination, freight prepaid to the Tucson Unified School District, Tucson, AZ, as indicated on the purchase order. Prompt delivery is of the essence and may be a factor in proposal award. Therefore, offeror must indicate delivery time following receipt of purchase order on the proposal form. Failure to deliver order within the specified time frame may result in purchase order cancellation. All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain school district purchase order number, vendor name and name of the article. Purchase order number, vendor name and name of article, shall identify cartons. All equipment must be marked with manufacturer's name either by stamping or embossing. Indicate number of days for delivery after receipt of purchase order ______________. L. GENERAL INFORMATION Any formal written protest arising from the solicitation and/or award of this Request for Proposals shall be filed with Yvonne Volpe, the District Representative. Written protest relating to the initial solicitation must be filed with the District Representative prior to proposal opening. All other protests must be filed within 10 days after the protester knows or should have known the basis of the protest, whichever is earlier. Contact with the District Representative may be made at (520) 617-7306 for the information required in the filing of a formal written protest pursuant to State Board of Education School District Procurement Rule R7-2-1142. The District reserves the right to conduct discussions with responsible offerors for the purpose of clarification and to request best and final offers before a contract is awarded. The District reserves the right to accept or reject any proposal, or any part thereof, unless specified otherwise, and to waive any minor informalities in any proposal deemed by us to be in the best interest of the District. This Request for Proposals is issued in accordance with the requirements of the Arizona Department of Education School District Procurement Rules (Arizona Administrative Code, R7-2-1001 through R7-2-1195). Any contract awarded as a result of this Request for Proposals shall be governed by said rules. Page 5 of 7 SAMPLE PROPOSAL NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL M. SERVICE TO INCLUDE BUT NOT LIMITED TO Prompt delivery of science supplies and/or equipment following receipt of purchase order as indicated. Prompt response to TUSD inquiries regarding availability of stock, delivery time and other needs as may arise during the term of the contract. Acceptance of collect telephone calls by out-of-city vendors who do not offer toll-free telephone numbers. A periodic visit to the District's Purchasing Department from a representative to provide service as required. Ability and willingness to advise TUSD personnel when special needs arise. Ability and willingness to promptly investigate claims of defective and/or inferior quality and to make necessary adjustments. Investigations to include on-site response if necessary. N. PROPOSAL EVALUATION AND AWARD The District intends to contract with the qualified firm or individual whose proposal(s) is deemed to be most advantageous to the District. No contract shall be awarded solely on the basis of price. Cost is a factor in selection, however, only those proposals determined to meet all of the requirements of this Request for Proposals will be given consideration. Award will be based on the basis of: , Appropriateness of the items offered for the intended use; , Quality of materials and construction; , Warranty period and coverage; , Demonstrated competence, qualifications and ability to provide the required materials; , Service after the sale; , Cost; and , Adherence in providing information as required in this Request for Proposals. TUSD anticipates it will contract with one vendor. The District reserves the right to award to the second most advantageous offeror, if primary offeror is unable to perform the contract’s requirements. All proposals shall be open for public inspection after contract award, except to the extent the offeror designates and the District concurs, that trade secrets or other proprietary data contained in the proposal documents remain confidential. Award is anticipated 3 weeks after proposal opening. Page 6 of 7 SAMPLE PROPOSAL NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL O. SCOPE OF SERVICES The Tucson Unified School District has need to purchase fifty (50) each compound microscopes for its advanced science classes at Tucson High Magnet School. Any microscope purchased must be have high quality materials and construction, multiple objectives, and exceptional lighting to ensure the best image of materials viewed through the eyepiece. The microscope must be capable of providing long-life service to high school students, with minimal maintenance. The microscope must be full-sized and constructed of metal. An inclined 360? rotating mono eyepiece is required. The eyepiece must also have the ability to be locked in place. All optics shall be glass. A large stage with rack and pinion focus, adjustable stage stop, and spring loaded stage clips is required. The microscope must feature calibrated fine focus to enable accurate measurement of specimens. Recessed fluorescent lighting is required. Secured access to the light source is desired. A 5-disc color-coded diaphragm is required. The unit must operate on 120 VAC circuit with a 3-wire grounded plug. The microscope must be UL listed and approved. Multiple achromatic objectives are required. The objectives must be spring-loaded and retractable. The microscope must include 100 oil immersion objectives, iris diaphragm abbe condenser with built-in filter holder, and video adapter tube head. The District desires to contract with a vendor that is capable and willing to provide service after the sale. Said service would include, but may not be limited to training in use and maintenance of the equipment, suggestions to obtain the best educational service from the equipment, and problem troubleshooting. P. PROPOSAL SUBMITTAL Please submit your proposal providing the following information. Number as indicated. 1. Provide your firm’s name, address, telephone number and how long the firm has been in business. 2. Provide a description of your firm’s experience in providing the specified items. 3. Provide a thorough description of your firm’s ability to provide support after the sale. Indicate any and all services that would be available to TUSD. 4. Provide a list of at least three customers the District can contact as references for your firm’s services and equipment. The references listed must have received the same or substantially similar materials and services as those specified in this Request for Proposals. 5. Provide a thorough description of the microscopes and accessories you are offering. Indicate the brand and model of all items. Include specification sheets and photographs. 6. Provide of thorough description of the equipment’s warranty. Include the procedure for customer notification of a warranty service requirement. 7. Provide a price schedule for the equipment proposed in your solution. Provide an itemized unit cost for each item offered. Indicate any and all extra or incidental costs that might apply to the Districts purchase, use and maintenance of the equipment. Page 7 of 7 SAMPLE NOTICE OF INVITATION FOR BID INVITATION FOR BID NO: 6501 BID DUE DATE: WEDNESDAY, APRIL 30, 1997 @ 3:30 P.M. MST thLOCATION: TUSD Purchasing Department, 1010 E. 10th Street, East Building (10 & Fremont) th- 10 Street Entrance, Second Floor, Tucson, AZ 85719 (520) 617-7306 Material, Service and/or Construction: MICROSCOPES & ACCESSORIES FOR TUCSON HIGH MAGNET SCHOOL Bidders are strongly encouraged to carefully read the entire Invitation to Bid. Bids must be in the actual possession of the TUSD Purchasing Department on or prior to the exact time and date indicated above. Bids received by the correct time and date will be opened and publicly read. Bids must be submitted in a sealed envelope properly addressed to the TUSD Purchasing Department with Invitation for Bid, the Bid Number, Bid Due Date and Time, and Bidder's Name and Address clearly indicated on the envelope. The District will not be responsible for late receipt of improperly addressed envelopes. All bids must be completed in ink or typewritten and a complete Invitation for Bid returned along with the bid by the time and date cited above. When the District uses the name of a specific brand of merchandise or equipment, it is done to indicate the character or quality desired, or to match an item already in use. Unless marked "NO OTHER BRAND," bidders are not restricted to bidding on specific brands or makes. Consideration will be given to bids on other brands quoted as "equal." However, the Tucson Unified School District will be the sole judge on the question of "equal" quality. If bidding on a brand other than the specified item, full brand name, model, etc., must be written on bid form and descriptive literature must be furnished. If "other brand" is not shown in writing on the bid form, it will be assumed that bidder is quoting on the specified item and bid will be awarded accordingly. TUSD reserves the right to accept or reject any bid or any part thereof, unless specified otherwise, and to waive any minor informalities in any bid, deemed by us to be for the best interest of the District. All information and bids submitted by bidders will be made available for public inspection following award, except to the extent the bidder designates, and the District concurs, that trade secrets or other proprietary data contained in the bid documents remain confidential. If a bidder designates a portion of its bid as confidential, bidder shall isolate and identify in writing the confidential portion(s) at the time of submission Any question related to this Invitation for Bid shall be directed to the contact person whose name appears below. MARIE MORRIS, MAGNET COORDINATOR (520) 617-7509 CONTACT PERSON YVONNE VOLPE, BUYER PHONE (520) 617-7306 DATE APRIL 10, 1997 TUSD Purchasing Administrator Joseph T. (Tom) Peeler, Jr., Director of Purchasing THIS BID IS OFFERED BY: Firm/Person Address City State Zip Phone Signature Date Title Page 1 of 8 SAMPLE Bid NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL A. DIRECTIONS FOR SUBMITTING BIDS Vendors shall sign the District bid document. If this document is not properly signed, the bid may be considered non-responsive. Telephoned, telegraphed or faxed bids are not acceptable. In the event that no bid is to be submitted, please advise the Tucson Unified School District, Purchasing Department, whether or not further invitations to like items covered by this invitation are desired. Any bidder not responding to two (2) consecutive Invitations for Bid for similar procurements may be removed from the Bidders List for those items. B. TERMS AND CONDITIONS The submission of a bid shall indicate that the bidder has read the terms and conditions, understands the requirements and that bidder can supply items specified. No alterations, erasures or additions are to be made unless initialed in ink. Bids must be legible, typewritten if possible. Illegible or vague bids may be rejected. No contract exists on the part of the school district until a written purchase order is issued. Issuance of a purchase order will be considered sufficient notice of acceptance of contract. Prices shall be stated in units as specified (excluding sales tax) and the extension (excluding sales tax) on each item in the bid. In the event of conflict between the unit price and extension, the unit price shall govern. It is mutually understood and agreed that the successful bidder(s) shall not assign, transfer, convey, sublet or otherwise dispose of the purchase order or contract, or their right, title or interest therein, or power to execute such purchase order or contract to any other person, company or corporation without prior written consent of the TUSD Director of Purchasing or designee. TUSD reserves the right to return any equipment and/or supplies which do not meet specifications indicated in bid at bidder's expense. Bidder guarantees that equipment and/or supplies delivered are standard, new and regular stock. Failure to examine any specifications and/or instructions will be at bidder's risk. Page 2 of 8 SAMPLE Bid NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL C. BIDDER CERTIFICATION By submission of this bid, the bidder certifies that: The bidder has not paid nor agreed to pay any person, other than a bona fide employee, a fee or brokerage resulting from the award of this contract. The prices in this bid have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other bidder. If awarded a contract, the bidder agrees not to discriminate against any employee or applicant for employment on the basis of race, religion, color, sex, disability, age or national origin. D. FIRM AND USER'S INFORMATION Length of time your firm has been in business (in Arizona, if applicable) __________________. Length of time your firm has been selling the materials bid ___________________. Do you have a local representative to provide services as required? [ ] Yes [ ] No Name and location of sales representative _________________________________________________. Do you have a stocking Tucson store? [ ] Yes [ ] No If no, indicate address of your nearest stocking facility. All bidders must demonstrate the willingness and capability of providing substantial local service, which may require the availability of an on-site sales representative, and local stocking facility as may be deemed in the District's best interest. All out-of-city vendors must be willing to accept collect telephone calls or provide a toll- free number. Indicate telephone number Name of contact person for calls If out-of-city vendor, and no toll-free number, will you accept collect telephone calls? [ ] Yes [ ] No City Business Privilege License No. ________________________. All vendors must include a list of customers who have used the vendor's services and equipment bid (Preferably list Arizona firms, addresses, contact persons and telephone numbers). ___________________________________ _________________________________ ___________________________________ _________________________________ ___________________________________ _________________________________ Page 3 of 8 SAMPLE Bid NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL E. TAX REQUIREMENTS Do not include any Sales or Use Tax on individual items in this bid. Instead show below the percent of tax to be charged by you. Any bidder from outside the city limits of Tucson indicating tax in excess of the 5% State Sales and/or Use Tax must have or must place on file with the Finance Department of the Tucson Unified School District, proof that bidder has secured a City Business Privilege License from the local jurisdiction for which the tax is collected. The District is not exempt from paying Sales and/or Use Tax. Use Tax will be paid on any item on which Sales Tax has not been paid. The District is exempt from paying Federal Excise Tax. Plus ______% Tax F. BRAND NAMES Specific brand used in the specifications is done to indicate general character or quality desired, or to match an item already in use. Such references are not intended to limit or restrict bidding by other vendors. If specified items are not available, please bid on suitable alternates. Bidder must be prepared to submit an alternate sample or demonstrate at no cost to the District. Consideration will be given to bids on other brands quoted as "equal." However, the Tucson Unified School District will be the sole judge on the question of "equal quality." After each item, full brand name, model, etc., must be written on the bid form by all bidders. Descriptive literature must accompany all bid alternates. G. SAMPLES It is the vendor's responsibility to provide the District with adequate samples and detailed specifications for any item bid. If a sample is requested by the District for evaluation, it must be submitted within 10 working days. Samples submitted for evaluation shall be free of charge, submitted and removed by bidder at bidder's expense. Award samples may be held for comparison with deliveries. The District shall not be held responsible for any sample damaged or destroyed in examination or testing. Samples not removed within thirty (30) days after notice to the bidder will be regarded as abandoned and the school district shall have the right to dispose of them as its own property. Samples submitted will be compared to bid specifications and evaluated as to: materials used in construction, quality and workmanship, durability, adaptability to the use for which this item was intended, and overall appearance. H. WARRANTY/GUARANTEE All bidders must guarantee full satisfaction of their products use or permit unsatisfactory product to be returned collect for full money refund. Vendors will replace damaged items at no extra cost to the District. Page 4 of 8 SAMPLE Bid NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL I. QUANTITY(S) Quantity(s) indicated are the District's best estimate of projected needs and are in no way guaranteed or implied. Payments will be made to successful bidder for actual quantity(s) ordered and received. Final quantities will be based upon need and funds available. In the best interest of the District, we reserve the right to increase or decrease quantities as shown, or to place subsequent orders with successful bidder(s). Successful bidder will be contacted prior to the placement of any additional order for verification of bid prices. J. PRICE CLAUSES Prices must be firm for a period of 120 days, preferably firm for one year from date of bid award. After 120 days, the Purchasing Department will review fully documented requests for price increases and may at its sole option accept any changes or cancel from the contract those items concerned. The requested price increase must be based upon a cost increase that was clearly unpredictable at the time of bid, and can be shown to directly affect the price of the item concerned. The TUSD Purchasing Department will determine through competitive market review, trade publications, independent price indexes, and/or other means, whether the requested price increase or an alternative option is in the best interest of the District. The vendor shall offer TUSD any published price reduction during the contract period. All price adjustments will be effective on acceptance by the TUSD Purchasing Department. Indicate number of days prices are firm ______________. K. FORM OF CONTRACT The form of contract for this purchase will be properly issued purchase orders referencing the requirements of this Invitation for Bid. If a firm submitting an offer requires that the District sign an additional contract, copy of the proposed contract must be included with the bid. The Purchasing Department will review proposed vendor contract documents. A vendor’s contract document shall not become part of the purchase contract unless and until an authorized representative of the TUSD Purchasing Department signs it. TUSD’s contract documents shall govern in event of conflict with the terms of a vendor’s contract. L. CONTRACT LIAISON The Contract Liaison for any contract awarded under this Invitation for Bid will be Marie Morris, Magnet Coordinator, Tucson High Magnet School, (520) 617-7509. The Contract Liaison shall act as the TUSD’s contract manager and oversee performance under the contract. The Contract Liaison may provide the vendor with general guidance as to contract performance. However, this individual is not authorized to make or approve changes in the contractual or performance requirements of any contract. Changes to an awarded contract shall be effective only upon written approval from the TUSD Purchasing Department. Page 5 of 8 SAMPLE Bid NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL M. DELIVERY OF BID ITEMS Delivery to be F.O.B. destination, freight prepaid to the Tucson Unified School District, Tucson, AZ, as indicated on the purchase order. Prompt delivery is of the essence and may be a factor in bid award, therefore, bidder must indicate delivery time following receipt of purchase order on the bid form. Failure to deliver order within the specified time frame may result in purchase order cancellation. All deliveries shall be accompanied by delivery tickets or packing slips. Ticket shall contain school district purchase order number, vendor name and name of the article. Purchase order number, vendor name and name of article, shall identify cartons. All equipment must be marked with manufacturer's name either by stamping or embossing. Indicate number of days for delivery after receipt of purchase order ______________. N. GENERAL INFORMATION Any formal written protest arising from the solicitation and/or award of this Invitation for Bid shall be filed with Yvonne Volpe, the District Representative. Written protest relating to the initial solicitation must be filed with the District representative prior to bid opening. All other protests must be filed within 10 days after protester knows or should have known the basis of the protest, whichever is earlier. Contact with the District Representative may be made at (520) 617-7306 for the information required in the filing of a formal written protest pursuant to State Board of Education School District Procurement Rule R7-2-1142. This Invitation for Bid is issued in accordance with the requirements of the Arizona Department of Education School District Procurement Rules (Arizona Administrative Code, R7-2-1001 through R7-2-1195). Any contract awarded as a result of this Invitation for Bid shall be governed by said rules. Any vendor submitting an offer in response to the Invitation for Bid, or entering a contract awarded from said offer, agrees to the Arizona Department of Education School District Procurement Rules as the exclusive means of adjudication of protests, claims, controversies, and/or appeals. This exclusive means of adjudication is entered under the free will of all parties and in consideration of the bid or contract. O. SERVICE TO INCLUDE BUT NOT LIMITED TO Prompt delivery of science supplies and/or equipment following receipt of purchase order as indicated. Prompt response to TUSD inquiries regarding availability of stock, delivery time and other needs as may arise during the term of the contract. Acceptance of collect telephone calls by out-of-city vendors who do not offer toll-free telephone numbers. A periodic visit to the District's Purchasing Department from a representative to provide service as required. Ability and willingness to advise TUSD personnel when special needs arise. Ability and willingness to promptly investigate claims of defective and/or inferior quality and to make necessary adjustments. Investigations to include on-site response if necessary. Page 6 of 8 SAMPLE Bid NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL P. EVALUATION CRITERIA AND BIDDER CHECK LIST The Tucson Unified School District shall evaluate all offers and award a contract to the apparent low responsive and responsible bidder(s). Price shall not be the sole factor in making bid award, and bidders should not anticipate that the lowest priced item or service will be awarded in all instances; responsiveness to the solicitation and responsibility to successfully carry out the contract must be evident. Award will be made as determined to be in the best interest of TUSD, and the District’s decision shall be final. The following form will be used as an evaluation tool for award. Please use as a checklist to ensure your compliance to requested needs. FIRM/PERSON____________________________________ YES NO 1. Prices indicated by unit and totals _______ ________ 2. Information provided as requested in spaces indicated. _______ ________ 3. Local Representative and/or outlet _______ ________ 4. Certification of warranty/guarantee provided _______ ________ 5. 120 day price protection _______ ________ 6. Descriptive literature enclosed _______ ________ 7. Delivery will be made promptly after receipt of purchase order _______ ________ 8. Percentage of sales tax has been indicated _______ ________ 9. Page one of bid document is properly signed _______ ________ 10. Samples for evaluation and inspection will be provided within 10 days at no cost to the District upon request _______ ________ 11. Telephone service is available at no cost to the District _______ ________ 12. Compliance to all Bidder Certification requirements as listed on page 3, section C of this Invitation for Bid. _______ ________ 13. Other factors to be considered in making the award include but are not limited to: conformity with specifications, reliability of bidder, satisfaction of bidder's previous service, time of delivery, user need and preference, safety of supplies and/or equipment and adherence in providing information as requested in this Invitation of Bid. Bid will be awarded to one vendor. The District reserves the right to award to the second low bidder, if primary bidder is unable to perform the contract’s requirements. All bids shall be open for public inspection after contract award, except to the extent the bidder designates and the District concurs, that trade secrets or other proprietary data contained in the bid documents remain confidential. Award is anticipated 3 weeks after bid opening. Page 7 of 8 SAMPLE Bid NO. 6501 - MICROSCOPES FOR TUCSON HIGH MAGNET SCHOOL Item Unit Total No. Qty Unit Description Price Cost 1. 50 Each Microscope, Compound, Leica ATC 2000 or approved equal. , Solid, rugged eurostyle design , Full size (approx. height - 37cm) , All metal construction , All glass optics , Parcentered, parfocal design , 360: rotating mono head can be locked in place, requires tool for removal , Eyepiece is inclined, and locked in with 18mm field of view , Reverse revolving nosepiece , Calibrated fine focus adjustment, 1 full rev. of fine focus = 100 microns each step 2 microns rough measure- ment of thickness of sample , Min. stage size 115 x 120mm , Rack and pinion stage focus , Adjustable stage stop (varying slide thickness) , Spring loaded stage clips Lighting , Recessed built-in fluorescent light , Limited (allen wrench) access to light in base 5 pt security , Bulb spec - Phillips PLF 400 lumen 7 watts , 5 disc color coded (to objectives) diaphragm Electrical , Entire electrical system is UL listed (certified) , 3 wire ground Objectives , 4,10,40 achromatic objectives , DINS , NA - 4X = .1 , 10X = .25 , 40X = .65 , (XR) spring loaded, retractable objectives Options to be included , 100 oil immersion objectives. , Built-in mechanical stage option, (with sub-stage knob adjustment) , Iris diaphragm, abbe condenser, with built-in filter holder , Video adapter tube head Brand and No. Warranty Page 8 of 8 SAMPLE USFR Compliance Questionnaire EXPENDITURES For Expenditures questions 8, 11, and 12, the audit firm must select and test a specified number of transactions based on the District’s average daily membership (ADM) as shown in the table below. The listed sample sizes represent the minimum level of required test work. The audit firm should use their judgment in determining whether a larger sample is needed. In the parentheses provided in questions 8, 11, and 12, write the actual number of transactions tested. If all transactions were tested, indicate such in the “Comments” column. For question 8, at least 40 percent of the number of expenditures tested must be for purchases made through competitive sealed bids and at least 40 percent of the number of expenditures tested must be for purchases made through competitive sealed proposals. If these 40 percent thresholds cannot be met due to an inadequate population size, the audit firm must test all expenditures made through competitive sealed bids or made through competitive sealed proposals. Of the expenditures selected above, at least one expenditure should be for traditional construction (design-bid-build), and at least one expenditure should be for construction-manager-at-risk, design-build, job-order-contracting (question 8.b.15), or qualified select bidders list (question 8.c), if applicable. If the District acts as the lead District in a purchasing cooperative (question 9), select at least two lead purchases as part of the sample. YES/NO COMMENTS 1. Based upon review of (_____) expenditures [___ invitation for bids (IFB’s) and ____ requests for proposals (RFP’s)] for the procurement of construction, materials, and services that met or exceeded the amount requiring sealed bids, as calculated by the Arizona State Board of Education (ASBE) in accordance with A.R.S. ?15-213, did the District follow the School District Procurement Rules (Arizona Administrative Code R7-2-1001 et seq and R2-7-308)? a. For purchases made through competitive sealed bidding, did the District: 1) Give adequate notice of the invitation for bids? R7-2-1022 2) Compile and maintain a list of prospective bidders? R7-2-1023 3) Issue invitations for bids at least 14 days before the time and date set for bid opening unless a shorter time was determined necessary, and did the invitation for bids include all required information, including purchase specifications? R7-2-1024 4) Stamp sealed bids with the time and date upon receipt and store bids unopened until the time and date set for bid opening? R7-2-1029 5) Award contracts to the lowest responsible and responsive bidder whose bid conformed, in all material respects, to the requirements and evaluation criteria set forth in the invitation for bids? R7-2-1031 16) If a multiple award was made, determine, with the specific reason(s) in writing, that a single award was not advantageous to the District? R2-7-308 1 Examples of multiple awards include— , Incremental awards—made only if it is necessary to obtain the required quantity or delivery terms. , Regional awards—made if materials or services are required in widely scattered locations or a particular requirement is of a local nature. 7) Maintain documentation that supported the basis for a multiple award? 8) Limit contract awards to the least number of suppliers necessary to meet the requirements of the District? R2-7-308 9) For contracts where only one responsive bid was received, determine that the price submitted was fair and reasonable, and that either other prospective bidders had reasonable opportunity to respond or there was not adequate time for resolicitation? R7-2-1032 10) Maintain documentation that supported the basis for the determination in 9) above? b. For purchases made through competitive sealed proposals, did the District: 1) Determine, with the specific reason(s) in writing, that the use of competitive sealed bids was either not practicable or not advantageous to the District based on one or more of the criteria in R7-2-1041 2) Maintain documentation that supported the basis for the determination in 1) above? 3) Include all applicable factors in the request for proposals (RFP)? R7-2-1024(B) and R7-2-1042(A 4) Give adequate notice of the RFP? R7-2-1042(C) 5) Compile and maintain a list of prospective bidders? R7-2-1023 6) Issue the RFP at least 14 days before the closing date and time for receipt of proposals unless a shorter time was determined necessary? R7-2-1042(B) 7) Stamp sealed proposals with the time and date upon receipt and store proposals unopened until the closing date and time for receipt of proposals? R7- 2-1045 8) Award the contract to the offeror whose proposal was determined, with specific reason(s) in writing, to be most advantageous to the District based on the factors set forth in the RFP? R7-2-1050 9) Maintain documentation that supported the basis for the determination in 8) above? 210) If a multiple award was made, determine, with the specific reason(s) in writing, that a single award was not advantageous to the District? R2-7-308 11) Maintain documentation that supported the basis for a multiple award? 12) Limit contract awards to the least number of suppliers necessary to meet the requirements of the District? R2-7-308 13) For contracts where only one responsive proposal was received, determine that the price submitted was fair and reasonable, and that either other prospective bidders had reasonable opportunity to respond or there was not adequate time for resolicitation? R7-2-1045(c) 14) Maintain documentation that supported the basis for the determination in 13) above? Who Gets the Contract? Invitation for Bid AASBO-1 Truck, full size pick-up, 3/4 ton, long wide bed, gasoline V-8, 220 HP, 4-speed AT, AC, PS, PB, 3-year 36,000 mile warranty, delivery 60 days ARO. Swanty Dodge Dodge SRT, full size, 3/4 ton, long wide bed, gasoline V-8, $46,000 500 HP, 6-speed MT, AC, PS, PB, 5-year 60,000-mile warranty, delivery 60 days ARO. Anderson Toyota Toyota, full size, 1/2 ton, long wide bed, gasoline V-8, 185 $21,000 HP, 4-speed AT, AC, PS, PB, 3-year 36,000-mile warranty, delivery 90 days ARO. Colorado Ford Ford F-250, full size, 3/4 ton, long wide bed, gasoline V-8, $23,000 220 HP, 4-speed AT, AC, PS, PB, 3-year 36,000-mile warranty, delivery 60 days ARO. Findley Chevrolet Chevrolet Silverado, full size, 3/4 ton, long wide bed, $23,005 gasoline V-8, 220 HP, 4-speed AT, AC, PS, PB, 5-year 60,000-mile warranty, delivery 60 days ARO. Request for Proposals AASBO-2 Consultant, superintendent search, develop plan and materials to conduct a successful nationwide search for a superintendent for the Kingman Unified School District in Kingman, AZ. Award Criteria: Demonstrated competence and qualifications of the firm & its consultants, practical experience, recruitment plan, review of sample recruitment materials, price. ASBA Conducted superintendent searches for 20 years, $10,000 Phoenix, AZ dedicated staff with school superintendent & board member experience, extensive knowledge of AZ school climate and law, excellent recruitment plan, excellent materials (both content & appearance). ACME Conducted superintendent searches for 2 years, dedicated $5,000 Jennings, LA staff with school administrator experience, extensive knowledge of LA school law, incomplete recruitment plan, marginal materials (good content & cheap appearance). Excel Conducted superintendent searches for 25 years, $35,000 Flagstaff, AZ dedicated staff with school superintendent experience, extensive knowledge of AZ school climate and law, good recruitment plan, excellent materials (excellent content & flashy eye-catching appearance). 5/18/05 JTP