Audio Equipment; RFP 011-024
| Agency: | Liberty Public Schools |
|---|---|
| State: | Missouri |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD15317648791946141 |
| Posted Date: | Mar 7, 2024 |
| Due Date: | Apr 4, 2024 |
| Source: | Members Only |
Audio Equipment; RFP 011-024
Proposals Due: Thursday
, April 4, 2024 at 2:00 PM CST
Bid Document
The District reserves the right to reject any or all bids and waive any informality.
Attachment Preview
INVITATION TO BID
“ITB”
Notice is hereby given that the LIBERTY PUBLIC SCHOOL DISTRICT, LIBERTY, MISSOURI, requests written,
sealed bids on the items specified on the attached sheet(s).
DATE:
March 7, 2024
BID NUMBER:
ITB 011-024
BID TITLE:
AUDIO EQUIPMENT
BIDS MUST:
be received on THURSDAY, APRIL 4, 2024 by 2:00 PM CST
BIDS MUST BE MAILED OR HAND DELIVERED TO:
Support Services Center
Attn: Rachel Naumann, Purchasing Agent
801 Kent Street
Liberty, MO 64068
All questions, requests for information or clarification pertaining to this bid must be submitted in writing to Rachel
Naumann at rachel.naumann@lps53.org
The District reserves the right to accept or reject all or any part of any quote/proposal/bid, to waive technicalities, and to
accept the offer that the District considers to be the most advantageous.
All supporting bid documents such as addenda, tabulation sheets, notices of action and/or notices of award will be posted
on the website the District’s website at https://www.lps53.org/Page/1563. It is the responsibility of the bidder to monitor
the website for all information regarding this bid or any upcoming bids/proposals.
BIDDER ACKNOWLEDGEMENT
Company Name ___________________________________________________________________________________
Address_________________________________________ City _______________ State ____ Zip Code ____________
Telephone ____________________ E-mail Address ____________________ Web Address ______________________
Name (Typed or Printed) ____________________________________________________________________________
Signature of Authorized Representative: ________________________________________________________________
Date________________________ Company Type: (i.e. Corporation, LLC. or Other) ____________________________
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BID IDENTIFICATION LABEL
NOTICE TO ALL RESPONDENTS
For your convenience, the label below has been provided to properly identify your proposal submittal. Place your bid
in a sealed envelope, type or print company name and address in area provided below and affix the label on the outer
surface of the envelope or package.
PLEASE FILL OUT THE LABEL BELOW AND ATTACH IT TO THE OUTSIDE OF YOUR REPLY
ENVELOPE.
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BID INSTRUCTIONS
PURPOSE
The purpose of this ITB is to establish an agreement for the purchase and delivery of new audio equipment as
described herein. It is the intent of the District to award a service contract to a single vendor.
CALENDAR OF EVENTS
Thursday, March 7, 2024
Thursday, March 21, 2024
Thursday, April 4, 2024
Tuesday, April 16, 2024
Wednesday, April 17, 2024
Bid Release Date
Question Deadline – 3:00 PM CST
Submittal of Bid Deadline – 2:00 PM CST
BOE Recommendation for Award
Vendor Award Notification
CLARIFICATION/QUESTION DEADLINE
The Vendor is presumed to completely accept the Bid requirements as stated herein. Bidders having questions
concerning ITB terminology, general or specific conditions should submit them in writing to the Purchasing Agent at
rachel.naumann@lps53.org.
The Vendor must raise any questions regarding the Bid requirements no later than March 21, 2024 at 3:00
PM CST so that appropriate information may be researched and made available prior to the bid opening.
By submitting a bid, the bidder warrants that he/she is fully satisfied that these specifications, as amended if
applicable, accurately describe or indicate that all conditions, site or otherwise, have been taken into account in
determining the bid price(s). There will be no increase in the contract price based upon a bidder’s misunderstanding
or lack of knowledge about the intent of the solicitation. In addition, the vendor must list and outline, in their bid
response, any exceptions to the Bid requirements. The timeliness, nature and number of the exceptions taken by the
Vendor are among the factors that the District will consider in selecting the successful Vendor.
SPECIAL REQUIREMENTS
Submit two (2) bound copies marked “Copy”, one (1) unbound original marked “Original”, and one (1) flash
drive in PDF format. The complete Bid Response should be sealed in an envelope or box for delivery to the
Purchasing Office of Liberty Public Schools. "Copy" documents must be identical to Original Response submitted.
The Liberty School District will not be held responsible for pricing sheets or materials left out of "Copy" or
"Original" submittals.
The District may occasionally submit more than one separately numbered proposal packet to you in a single
envelope. Please be aware that you must return separately numbered proposals to the District in separate envelopes.
Multiple options within the same proposal may, however, be submitted together.
ADDENDA
All changes, additions, and/or clarifications in connection with this Bid will be issued by the Purchasing Office in the
form of a written addendum. Signed acknowledgement of receipt of each addendum must be submitted with the Bid
(see “Bid Response Form”). Verbal responses and/or representations shall not be binding.
BID CONTENTS AND SUBMISSION
Bids shall include the following information:
A. Name, address, and telephone number of Bidder(s). See page 2.
B. Full price for providing the Product, Equipment and/or Service in accordance with this Bid.
C. A completed Bid Form attached to this Invitation for Bid.
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D. Name, address and telephone number of not less than two (2) references for whom the Vendor has provided
similar Supplies, Equipment, and/or Services to within the last 2 years.
E. Detailed description of material and services to be provided.
Vendors must use the forms provided for the purpose of submitting quotes and must give the unit price, extend totals,
and sign the quote as required in each specific instance. If the vendor does not care to quote, we request that forms
be returned and the reason noted. Provide all specifications and descriptive literature.
EVALUATION
In evaluating any aspect of the Response, the District may consider previous dealings with the Vendor, references
from the Vendor’s customers, inspections of other Supplies, Equipment or Services provided by the Vendor, and any
other information the District obtains regarding the Vendor, or that the District deems relevant.
1. Responsive responses from Vendors will be evaluated on the basis of criteria that include the following:
a. Overall cost to the District, whether direct or indirect.
b. Delivery and/or lead-time required for receipt of goods/services.
c. Completed required forms and ability to meet the requirements of the attached service contract.
2. The timeliness, nature and number of any exceptions taken by the Vendor to the Bid will be considered by
the District in evaluating a Response. Any one of these criteria alone, or in combination, may provide a basis
for not accepting the Vendor’s Response.
3. A responsible vendor is one who, in the opinion of the District, possesses the skill, experience, ability,
integrity, financial and other resources necessary for providing the supplies, equipment, and/or services. In
evaluating a Vendor’s responsibility, or in evaluating any other aspect of the Response, the District may
consider previous dealing with the District, references from the Vendor’s customers, inspections of other
supplies, equipment, and/or services supplied by the vendor, and may other information the District obtains
regarding the Vendor or that the District deems relevant.
SUPPLEMENTAL MATERIALS
Vendors are responsible for including all pertinent product data in the returned proposal package. Literature,
brochures, data sheets, specification information, completed forms requested as part of the proposal package and any
other facts which may affect the evaluation and subsequent contract award should be included.
Materials such as legal documents and contractual agreements, which the vendor wishes to include as a condition of
the proposal, must also be in the returned bid package. Failure to include all necessary and proper supplemental
materials may be cause to reject the entire proposal.
BID EXPIRATION
All bids shall be considered as firm for a period of sixty (60) calendar days, commencing the date and time of the bid
closing and expiring at 3:00 PM CST of the last day. Please note on the any deviations to this requirement.
DISTRICT OPTION
A.
Select more than one successful Bidder based on price break(s).
B.
During the term of this Bid, the District reserves the right to purchase, from the accepted Bidder,
additional products, equipment or services at the herein proposed Bid price.
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C.
The District does not guarantee that any minimum quantity will be purchased from the successful Bidder during the term
of this Bid.
BID REJECTION
The District reserves the right to accept or reject all or any part of any quote, to waive technicalities, and to accept
the offer that the District considers to be the most advantageous.
ACCEPTANCE OF BIDS:
The District reserves the right to accept the Bid that, in its judgment, is the lowest and/or best Bid.
The delivery date(s) or dates when work will start shall be stated in definite terms, as they will be taken into
consideration when making the award.
LATE BIDS
Bids received after the date and time of the Bid opening stated herein shall not be considered and will be returned
unopened.
MISTAKE IN BIDS
If the respondent discovers a mistake in Bid prior to the date and time specified for the Bid opening, he or she may
correct the mistake by modifying or withdrawing the Bid. If the apparent low and best Bidder discovers a mistake in
Bid of a serious and significant nature which is unfavorable to him or her prior to the issuance of a purchase order or
a contract, he or she may request consideration be given to modifying the Bid if he or she remains the lowest Bidder
or to withdrawing the Bid if the result of the correction of the mistake makes another Bidder lowest and best Bidder.
The mistake must be evident and provable. A mistake in Bid cannot be considered once a purchase order or contract
is issued.
NEGOTIATION
A. The District reserves the right to award a contract based on the initial Responses received, without engaging in
discussions or negotiations. Accordingly, a Vendor should submit its initial Bid on the most favorable terms
possible to the District. However, should only one Bid be received by the District, the District may, but is not
obligated to, conduct negotiations with this vendor whose Response, in the opinion of the District, is competitive
or may best meet the needs of the District.
B. The District may, but is not obligated to, seek clarification of a Response submitted by a Vendor.
C. If the District chooses to negotiate, negotiation may involve any issue bearing on the Response and may take
place after submission of Response and before an award is made. The District reserves the right to follow
negotiations with a request for submission of a best and final Response.
AWARD OF THE CONTRACT
After the Bids have been opened and duly considered, the lowest and/or best Bid shall be submitted to the Liberty
Public School District 53 Board of Education for formal approval. After approval by the District Board of
Education, the Purchasing Director will notify, in writing, the successful Bidder. An approved Bid award by the
Board of Education shall constitute the District’s official award of the Bid. A written contract, or purchase order,
noting the terms and conditions of this bid will be executed before “Notice to Proceed” is given. Vendors with
standardized contracts should submit them with the Bid Response.
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