RFP 2024-16 Bank Depository for JPS
| Agency: | Jackson Public Schools |
|---|---|
| State: | Mississippi |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16777612379195100 |
| Posted Date: | Mar 28, 2024 |
| Due Date: | Apr 26, 2024 |
| Source: | Members Only |
| Post Date | RFP/RFQ Title | Deadline | Contact |
| 03/28/2024 | 04/26/2024 | Earl Burke, CFOO |
Attachment Preview
Jackson Public School District
Jackson Public School District
662 South President Street
Jackson, MS 39201
Contact Information
Project Administrator: Earl Burke
601-960-8801
eburke@jackson.k12.ms.us
Title: RFP 2024-16
Issue Date: Thursday, March 28, 2024
Submission Deadline: Friday, April 26, 2024
Time: 10:00 a.m. (Central Standard Time)
PLEASE SUBMIT ORIGINAL RFP/Q DOCUMENTS IN THE FORMAT/DESIGN ISSUED ALONG WITH OTHER
SUPPORTING DOCUMENTS ATTACHED TO THE PROPOSAL, BY MAIL, HAND DELIVERY, OR BY UPLOADING TO
www.centralbidding.com
If you want the tabulation for this RFP/Q after Board Approval, please go to www.jackson.k12.ms.us. Double-
click on Departments and select Finance and Operations. Open the Purchasing page. Select Purchasing
Approved Bids/RFP/Qs. These documents will give you the tab sheet the Jackson Public School District Board of
Trustees approved. Contact the Purchasing Office at 601-960-8799 for assistance if the RFP/Q is not listed.
Questions regarding proposal specification will be addressed to the Project Administrator.
1
Board of Trustees
Jackson Public School District
Jackson, Mississippi
PROPOSAL FORM
Ladies and Gentlemen:
We propose to furnish and deliver all items and/or to perform all services according to all sections of this RFP/Q
document (Proposal Form, Instructions and Conditions, Specifications, and Addendum if applicable) and in the
quantities at the indicated prices, as called for in the document(s). All requested amounts shown have been verified,
and both unit price and total price (where requested) have been submitted with the understanding that we shall be
responsible for making complete and satisfactory delivery within the required time frame (if applicable).
All items in this RFP/Q shall be as specified, or JPSD approved equal. For any item(s) proposed which is other than as
specified, a complete and detailed cut and description for each item(s) must accompany the RFP/Q, if the item(s) is to
be considered. Please carefully read each section of this RFP/Q.
The Jackson Public School District reserves the sole discretion and right to:
• Waive minor irregularities in proposals. A minor irregularity is a variation that does not affect the bid, gives
one offeror an advantage or benefit not enjoyed by other offerors, or adversely impacts the school district's
interests.
• Determine and accept the "lowest and best" RFP/Q, which, in their judgment, assures JPSD the product(s) or
service(s) has the best performance and the highest level of function, quality, and value.
• Reject or disqualify the lowest-priced proposal submission if it does not comply with the requirements
stated within this RFP/Q.
• Reject submissions not meeting the submission deadline as unopened.
• Request additional information or conduct discussions after the RFP/Q deadline with any or all responders to
secure a final selection to award RFP/Q should such action be in the best interest of JPSD.
• See Pages eleven (11) and twelve (12) for further instructions.
I understand and agree that neither the award of this RFP/Q nor receipt of a notice of acceptance of this RFP/Q shall
constitute the making of a contract. Any binding agreement shall be conditioned upon the execution of a formal,
written agreement.
Respectfully submitted,
Printed signature _______________________________ Written signature _________________________
Title _______________________________________ Date ____________________________________
Company_______________________________________________________________________________
Address________________________________________________________________________________
Phone ______________________________________ Fax _______________________________________
E-mail address__________________________________________________________________________
Check the operating status of your business as indicated: Woman-Owned Non-Minority Minority.
2
The Board of Trustees of the Jackson Public School District (hereafter referred to as "JPSD") is soliciting
sealed, written formal Requests for Proposals (RFP/Q) from qualified vendors (hereafter referred to as
"Vendor") for the purchase of furniture, equipment, supplies, materials, labor, or services as outlined in the
following specifications. JPSD shall receive a sealed RFP/Q in the Business Office of the Jackson Public
Schools, 662 South President Street, Jackson, Mississippi, until the time specified on the RFP/Q Opening
Schedule (front page of the formal RFP/Q document). At this time, all RFP/Qs shall be publicly opened and
read aloud. Neither dating of the RFP/Q form nor placing the RFP/Q in the mail by this date shall meet legal
requirements; the formal RFP/Q document must be received in the Business Office of the Jackson Public
School District on or before the date and time stated.
JPSD reserves the right to reject any RFP/Qs received and to waive any informalities. Vendors are
encouraged to read all sections of this RFP/Q document before submitting an RFP/Q proposal. Any
agreement generated due to an award may be terminated by the District without cause upon one week’s
prior notice to the vendor.
Vendors must provide a current copy of their company’s Certificate of Insurance with Workers
Compensation included in the coverage for not less than $1,000,000.00. JPSD must be listed as an insurer
under the coverage provided. This insurance must be maintained throughout the contract. This coverage
must be submitted and kept on file with JPSD.
It is the basic philosophy of JPSD to extend to all responsible Vendors equal consideration and the assurance
of unbiased judgment in determining whether their product or service meets specifications and the school
district's educational needs. JPSD shall fairly evaluate all formal RFP/Q proposals submitted and base all
decisions on the "lowest and best" RFP/Q concept, purchasing only those products or services that meet
the written specifications. All decisions rendered shall strive to achieve the most significant value from
every tax dollar expended. JPSD shall make no discrimination based on race, color, creed, religion, or
national origin in the product evaluation or in transacting business with Vendors or Vendor representatives.
The advertising and publishing of this RFP/Q have met all legal requirements (Mississippi Code of 1972,
Annotated, §31-7-13); hence, the condition to offer public notice of the intent of JPSD to solicit RFP/Qs via
this RFP/Q document has been satisfied.
This document is to serve as an invitation to all qualified vendors to extend to JPSD an offer for the sale of
all products or services specified herein. This RFP/Q document aims to clearly define "open" and
"competitive" product or service RFP/Q specifications. All items on this RFP/Q must be as specified, or JPSD
approved equal.
Addendum: The vendor shall acknowledge the receipt of all addendums issued during this RFP/Q. If
specified in the text of the addendum, in addition to acknowledging receipt of the addenda below, the
addenda may require additional information required for the RFP/Q (e.g., pricing), in which case the Add
RFP/Q Addendum shall not only be acknowledged below but shall be completed and attached to the RFP/Q
at the time the RFP/Q proposal is submitted. Receipt of the following Addendum issued during the course
of this formal RFP/Q is now acknowledged:
Addendum Number
Date
Addendum Number
Date
Addendum Number
Date
4
It is acknowledged that this RFP/Q proposal consists of the following sections: PROPOSAL FORM,
INSTRUCTIONS AND CONDITIONS, SPECIFICATIONS, and any ADDENDUM (if applicable).
Net Prices
In all cases, prices quoted are to be net, including all applicable discounts. A separate price shall be offered
for each item and not in combination with other items (unless the grouping of items is otherwise allowed
as defined in the specifications). Unit price shall prevail in case of a conflict between unit and total price
(extension); written price shall prevail in a conflict between written and enumerated pricing. Vendors are
instructed to round off all unit pricing and extensions to the nearest whole cent, i.e., round the pricing to
two places to the right of the decimal point. JPSD will only accept pricing, which is stated in this manner.
All items for which pricing is submitted other than two places to the right of the decimal shall be accepted;
however, all digits beyond a whole cent (more than two places to the right of the decimal) shall be ignored
in the RFP/Q analysis process. The unit price indicated on the purchase order shall be to the nearest whole
cent for each item involved.
Payment and Invoicing
Unless otherwise indicated in the detailed specifications of this RFP/Q document, JPSD shall make
remittance in a single lump sum payment following satisfactory delivery of all items listed on the purchase
order or following satisfactory performance (final inspection) of all services as specified in the contract. JPSD
remits by "completed purchase order" only; remittance shall not be made upon receipt of partial shipments
or performance or the receipt of invoicing for same, but only after all items included on the purchase order
or contained in the contract are delivered or satisfied.
It is mutually understood that invoices submitted against Multi-Year or Open Purchase Orders and
remittances are processed based on the contracted scheduled agreement before the purchase order is
generated. Only Multi-Year and Open Purchase Orders have multiple invoices received for remittance for
payment. Professional Services, materials, and other such services; invoices are submitted for payment in
intervals following satisfactory delivery of ALL services or performance of ALL services indicated in the
contracted agreement between the said vendor and JPSD for that period, following inspection if
applicable. Any freight/shipping cost incurred for tangible items, such as books, pamphlets, handouts,
materials needed for presentations, etc., must be included in the total price proposal submitted if
applicable.
Performance Penalty
The Vendor is subject to a 10% penalty on this agreement for the 2024-2025 school year if the
objectives of this agreement are not satisfied. After the objectives are satisfied, the District will
withhold 10% of the total contract for final payment.
Default and Delays
Upon failure of the Vendor to deliver all of the items ordered or to render service within the time set or
allowed, the successful Vendor shall be considered in default, in which case JPSD reserves the right to
terminate the purchase order or contract and to purchase similar supplies, services, or furniture and
equipment, on the open market or secure the manufacture, delivery, and installation thereof by contract
or otherwise. The Vendor shall be charged with any cost occasioned by JPSD, whether the price is the same
as initially accepted or any excess fee.
Damage to School Property
Any damage or loss to JPSD property as a result of any action by the Vendor in the delivery, execution, or
performance of any item or service stated in these specifications shall be repaired or replaced to the
satisfaction of designated JPSD personnel at the Vendor's cost, within a reasonable time.
5
Guarantee
By presenting an RFP/Q under these specifications, each vendor binds himself to ensure that all goods are
entirely up to the standards set by the specifications. Should it be discovered within a reasonable period
from the date of the purchase order or contract that such goods or services are not up to standard, JPSD
shall have the right to have such goods or services replaced by others conforming to the standard
requirements and the entire expense be borne by the Vendor. The Vendor shall agree to guarantee and
warrant all equipment provided as a result of this RFP/Q for a period equal to the stated guarantee/warranty
in the specifications. All such warranties shall provide coverage as indicated in the specifications.
Acceptance and Award of RFP/Q Proposals
The Vendor's RFP/Q proposal, once submitted and accepted as a valid RFP/Q by JPSD, shall be deemed by
both parties to constitute a legal and binding offer on the part of the Vendor to sell to JPSD as per the terms
of the RFP/Q specifications all products or services contained therein. RFP/Q proposals are subject to
acceptance by JPSD at any time within forty-five (45) calendar days following the RFP/Q opening date.
Consequently, all price quotations shall be effective for a minimum of forty-five (45) calendar days and a
maximum period as indicated in the specifications. All RFP/Qs must be valid for the effective dates stated
in the specification if applicable.
Award of a contract shall be made to the responsible Vendor whose RFP/Q, conforming to the specifications,
is deemed the most advantageous to JPSD, price, and all other factors considered. The Vendor
acknowledges the right of JPSD to reject the RFP/Q, in part or in total, if the Vendor fails to submit the data
required in the specifications or if the RFP/Q is incomplete or irregular. Under no circumstances may a
Vendor deliver, install, or perform any service as specified in these specifications without written
authorization from JPSD (i.e., a duly issued purchase order or signed contract). The Board shall approve all
RFP/Qs of Trustees before the final award.
The Vendor shall be issued a purchase order document, which shall be deemed acceptance of the RFP/Q
proposal offer made by the Vendor for all items or services approved by the Board of Trustees and awarded
as a result of this RFP/Q. However, if, in the opinion of JPSD, a contract document is required to authorize
the award of the RFP/Q, the Vendor agrees to sign and execute all such contract documents as required in
the written specifications. NOTE: If Vendor policy requires that JPSD sign Vendor contract documents, a
sample of all such documents shall be included with the RFP/Q proposal and become part of the Vendor's
RFP/Q proposal.
All awards are based on the availability of funding. In the event of a reduction of funds, this award can
be rescinded at any time.
Grievance Procedure
JPSD has adopted a Vendor Grievance Procedure to address and resolve any Vendor grievances or disputes
resulting from or arising from JPSD’s RFP/Q process. If the Vendor disagrees with any aspect of the RFP/Q
process, the Vendor shall adhere to the following procedure. The vendor shall submit a letter or written
statement of protest to the Purchasing Agent, with a copy to the Superintendent, identifying the RFP/Q,
including the RFP/Q number, title, opening date, and, if applicable, the item number(s) at issue, and
explaining, in detail, the nature of and reason(s) for the protest. JPSD shall acknowledge no verbal
protest. Vendor protests must be received by the Purchasing Agent not later than five (5) business days
before the date of the Board meeting at which the Board is to act upon the RFP/Q that is the subject of
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