Technology Equipment
| Agency: | Kenai Peninsula Borough School District |
|---|---|
| State: | Alaska |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17824011785702620 |
| Posted Date: | Feb 19, 2024 |
| Due Date: | Mar 18, 2024 |
| Solicitation No: | 122-24 |
| Source: | Members Only |
| Bid # | Title | File(s) | Date Posted | Due Date |
| 122-24 | Technology Equipment | 122-24 Bidder Instructions and Specs , 122-24 Letter of Eligibility | 2-19-24 | 4:00 P.M., Alaska Time, March 18, 2024 |
Attachment Preview
Date:
February 19, 2024
INVITATION TO BID
From:
KENAI PENINSULA BOROUGH SCHOOL DISTRICT
Purchasing Department
139 East Park Avenue
Soldotna, Alaska 99669
(907)714-8876
BID NUMBER:
#122-24
BID DUE DATE:
4:00 P.M., Alaska Time, March 18, 2024
CLASSIFICATION: Technology Equipment
DELIVERY DATE: No later than April 18, 2024
DELIVERY POINT: KPBSD Central Receiving Warehouse, 139 East Park Avenue, Soldotna, AK 99669
Prices are to be quoted: F.O.B. DELIVERY POINT.
SHIP VIA: PREPAID BEST METHOD
All bids submitted must remain valid for a period of 60 days (unless otherwise specified). ___________________________________
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If you are eligible for KPBSD Local Bidder Preference, you must include the following information:
Kenai Peninsula Borough Sales Tax Account Number: _________________________
Kenai Peninsula Borough Personal Property Tax Account Number: ____________________________
YOU MUST BE CURRENT IN ALL PAYMENTS OF THE ABOVE.
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FOR SELLER: Business Name:
Address:
Phone Number: _________________________________
Email Address:
Manual or E-Signature of Bid Manager:
Printed Name of Bid Manager:
Date Returned:
Fax Number:
** THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID SUBMISSION **
Bid #122-24
Page 1 of 15
KENAI PENINSULA BOROUGH SCHOOL DISTRICT
PURCHASING DEPARTMENT
139 East Park Avenue
Soldotna, Alaska 99669-7553
INSTRUCTIONS TO BIDDERS
The Kenai Peninsula Borough School District, Purchasing Department (hereinafter also KPBSD or District), invites the
submission of bids to provide Technology Equipment to the District in accordance with the following Instructions to Bidders.
The District reserves the right to negotiate the terms and conditions of any contract entered into as a result of accepting any
bid submitted by the successful Bidder(s).
Any interested party may obtain a copy of the Invitation to Bid from the Kenai Peninsula Borough School District website at
www.kpbsd.k12.ak.us or from the Purchasing Department, 139 East Park Avenue, Soldotna, AK 99669, and (907)714-8876.
To be considered for award, one (1) original of the bid must be received by the District Purchasing Department, 139 East
Park Avenue, Soldotna, AK, 99669 no later than 4:00 P.M., Alaska Time, March 18, 2024. Each bid must be submitted in a
single sealed envelope or package marked on the outside “Technology Equipment; Bid #122-24: Due: NLT 4:00 P.M.,
Alaska Time, March 18, 2024.”
Bids delivered by fax or by electronic means are not acceptable and will not be considered.
GENERAL INSTRUCTIONS AND INFORMATION:
A.
NON-DISCRIMINATION
Each bidder, in submitting bids, certifies that if awarded a contract resulting from this bid they as the contractor will not
discriminate against any employee or applicant for employment because of race, color, religion, national origin, ancestry, age
or sex. The contractor will take affirmative action to ensure that applicants/employees are fairly treated. Such action shall
include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including
apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment,
notices setting forth the provisions of this non-discrimination clause.
B.
OCCUPATIONAL SAFETY AND HEALTH WARRANTY
Bidder, if awarded a contract, warrants that the product sold or service rendered to the buyer shall conform to the standards
and/or regulations promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act of 1970 (29
U.S.C. 651, OL 91-596) and all amendments thereto and the State of Alaska Occupational Safety & Health Act of 1973 and
all amendments thereto. In the event the product sold does not form to the OSHA standards and/or regulations, the buyer
may return the product for correction or replacement at the seller’s option and at the seller’s expense or by buyer at seller’s
expense in the event seller fails to make the appropriate correction within a reasonable time.
C.
COMPLIANCE
Bidder, if awarded a contract, shall comply with all State, Federal and local laws, regulations or orders applicable to the
purchase, manufacture, processing and delivery of the merchandise. Successful bidder(s) shall certify in the following or
substantially equivalent words on the invoice or other appropriate document: “We hereby certify that the goods covered by
this invoice were produced in compliance with all applicable requirements of the Fair Labor Standards Act as amended,
including Section 6 and 12 thereof, and of the regulations and others of the U.S. Department of Labor under Section 14
thereof”.
D.
BRAND
Brand names and manufacturer’s number(s) furnished are the identification of the product required. Notation will be made
for each item listed if alternates will not be considered. If an alternate is bid/proposed, complete descriptive literature
Bid #122-24
Page 2 of 15
sufficiently detailed for evaluation must accompany the bid. Failure of the bidder to include complete descriptive literature
of alternate brands offered may be cause for rejection of their bid. The Kenai Peninsula Borough School District reserves the
rights to determine what products are equivalent or equal in the event a substitute is considered.
E.
EQUIPMENT
All product(s) bid must be new (not remanufactured or rebuilt.) No gray market product(s) will be accepted. Only vendors
that are approved as resellers with the proposed equipment original equipment manufacturer(s) will be considered.
F.
PRICING
1. All prices quoted shall be net and must be F.O.B. Soldotna, Alaska, Kenai Peninsula Borough School District
Warehouse. Quote unit prices only, unless otherwise specified in the bid document.
2. Minimum quantity or dollar amounts, on certain brands quoted, will not be accepted.
G.
CASH DISCOUNTS
All bid prices must be net. Cash discounts quoted for prompt payment of invoices will not be considered as a factor in the
awarding of bids.
H.
DELIVERY
1. No later than April 18, 2024
2. Vendor may become ineligible for future bids unless all items are delivered within the specified time.
Extenuating circumstances to be given consideration in all above.
3. All deliveries shall be F.O.B. Kenai Peninsula Borough School District Warehouse, 139 E. Park Avenue,
Soldotna, Alaska; unless otherwise specified in the bid document.
I.
SAMPLES
Samples and/or specification sheets must be furnished at no charge when requested and when bidding brands other than
specified or where noted. All articles must be in strict conformance with the quality of the samples submitted and the
requirements of the specifications. Samples will not be returned.
J.
FEDERAL EXCISE TAXES
The School District is exempt from the Federal Excise taxes. Exemption Certificate will be furnished when required.
K.
BIDS
1. It is the sole responsibility of the bidder to have its bid received by the District Purchasing Department prior to
the time of the scheduled bid due date and time. Bid(s) will be marked with the date and time of receipt. Late bids
shall not be considered and shall be returned to the bidder, unopened and marked with the date and hour of receipt,
per School Board Policy, AR 3311, Bids. No responsibility will attach to any officer or agent of the District for the
premature opening of, or the failure to open, a bid not properly addressed and identified.
2. One or more addenda to the Invitation to Bid may be issued by the District after the ITB process is opened. A
copy of any addendum issued by the District must be signed by the bidder and submitted along with its bid. While
the District will make reasonable efforts to notify bidders of any addenda, it is the sole responsibility of the bidder to
verify whether any addenda have been issued. Bidders should check the District website to ascertain if any addenda
have been issued.
3. Bidders should read this Invitation to Bid carefully and review all instructions contained herein. Incomplete or
incorrect Bids may be rejected as not conforming to the essential requirements of the ITB.
Bid #122-24
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4. This request implies no obligation on the part of the District. Award of this Invitation to Bid is contingent upon
the availability of funds. The District reserves the right to reject any and all bids and to act in the best interest of the
Kenai Peninsula Borough School District.
5. No oral interpretation will be given on any part of the ITB documents. Any bidder in doubt as to the true
meaning of any part of this ITB may submit a written request for an interpretation thereof. Two types of questions
generally arise. One may be answered by directing the bidder to a specific section of the ITB. These questions may
be answered by direct communication to the bidder submitting the question. Questions which, in the opinion of the
Head Buyer, require a more detailed or complex reply, or require an answer that may affect responses to this ITB or
may be prejudicial to other prospective bidders, will be answered by issuing an addendum. Questions must be
received by the District Purchasing Department no later than 4:00 p.m. Alaska Time, March 6, 2024. Any
addendum resulting from submitted questions will be posted to the District website at least seven (7) days prior to
the deadline for ITB submissions. It is the bidder’s responsibility to check the website frequently prior to submitting
their bid. Questions must reference the bid number and can be delivered as follows:
Re: ITB #122-24; Technology Equipment
Fax: 907-262-7165
E-mail: bids@kpbsd.k12.ak.us & chayes2@kpbsd.k12.ak.us
Mail:
Kenai Peninsula Borough School District Purchasing Department
139 E Park Avenue
Soldotna, AK 99669
6. If a bidder fails to notify the District of a discrepancy, defect, ambiguity or other error in the ITB, their bid shall
be submitted at the bidder’s own risk and should the bidder’s submission, in whole or part, be deemed the winning
bid, the bidder shall not be entitled to additional compensation or other consideration by reason of the discrepancy,
defect, ambiguity or other error, or its later correction or clarification. Protests based on any discrepancy, defect,
ambiguity or other error in the solicitation will be disallowed if the fault has not been brought to the attention of the
District, in writing, at least ten (10) days prior to the date set for submission of bids. If such date falls on a weekend
or holiday, the deadline shall be the last business day before the weekend or holiday.
7. All bids and Addenda must be manually signed, E-signature is acceptable. A bid may be signed by: an officer or
other agent of a corporate vendor, if authorized to sign contracts on its behalf; a member of a partnership; an owner
of a privately-owned vendor; or agent if properly authorized by a power of attorney or equivalent document. The
name and title of the individual(s) signing the bid must be clearly shown immediately below the signature.
8. Each bidder understands and agrees that it submits its bid at its own risk and expense and releases the District
from any claim for damages or other liability arising out of the Invitation to Bid and award process, including but
not limited to: bid preparation costs and costs associated with any challenge (administrative, judicial or otherwise
(including attorney fees)) to the determination of the winning bid and/or rejection of bid(s). No obligation of any
sort is created nor may liability, financial or otherwise, be asserted against the District, its Board, Board members,
employees, agents or insurers as a result of this Invitation to Bid. By submitting a bid, each bidder agrees to be
bound in this respect.
9. Bids may be withdrawn on written request delivered to the District Purchasing Department (fax is acceptable)
prior to the time specified for submittal. Bids not withdrawn prior to the specified time may not be withdrawn for a
period of sixty (60) calendar days after the time for receipt of bids.
10. All bids must comply with these instructions.
11. All bids must be submitted on the forms provided by the District, or if none are included, in accordance with the
requirements of the ITB.
12. Bidders must comply with all of the terms of this ITB, and all applicable local, state, and federal laws, codes
and regulations. The District may reject any bid that does not comply with all of the material and substantial terms,
conditions, and performance requirements of the ITB and any bid which contains information or material which
cannot be verified or otherwise confirmed for purposes of determining responsiveness to the solicitation.
Bid #122-24
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13. Bidders may not qualify a bid nor restrict the rights of the District. If a bidder does so, the District may
determine the bid to be non-responsive and the bid may be rejected. If the District fails to identify or detect
supplemental terms or conditions in a bid that conflict with those contained in this ITB or that diminish the District’s
rights under any award resulting from this ITB, the term(s) or condition(s) will be considered null and void.
14. The District shall have the authority to waive irregularities on any and all bids, except that timeliness and
manual signature requirements shall not be waived, when deemed to be in the best interest of the District.
15. The District reserves the right to reject any or all bids, consider alternates and waive formalities in ITB
procedures as is in the best interest of the Kenai Peninsula Borough School District.
16. The District reserves the right to select final quantities and product based on total cost and cost itemization.
17. The apparent low bidder(s) may be required, if deemed to be in the best interest of the District, to submit written
verification of their ability to fill any order(s) subsequent to this ITB in accordance with the specifications and
delivery time line established in this bid document, prior to final award.
18. Once the bid has been awarded and subsequent purchase orders have been issued, if the low bidder cannot fill
the purchase orders in accordance with the specifications of the ITB, the District may vacate that award, cancel any
affected purchase orders, and issue new purchase orders to the next lowest responsible bidder.
L.
AGGRIEVED BIDDERS
Appeal Process for Aggrieved Bidders/Proposers for Contract Awards at $25,000 or greater, KPBSD School Board Policy
AR 3311, Bids:
Appeal to Superintendent
Any party bidding or submitting a proposal for a contract or purchase order with the District for $25,000 or greater
may appeal to the Superintendent in writing, personally received at the District Purchasing office, within three (3)
business days of the date of notice of intent to award a contract. The appeal may be hand delivered, by mail, or by
facsimile and must comply with the requirements of this section.
Contents of Appeal
A written appeal shall, at minimum, contain the following:
a. The name, address, and telephone number of the interested party filing the appeal;
b. The signature of the interested party or the interested party’s authorized representative;
c. identification of the proposed award at issue;
d. A statement of the legal or factual grounds for the appeal;
e. Copies of all relevant documents; and
f. A fee of $300.00 shall be paid to the District and must be received by the deadline for filing the written
This fee shall be refundable if the appellant prevails in the appeal to the Superintendent.
appeal.
Rejection of appeal
The purchasing officer shall reject an untimely or incomplete appeal or an appeal filed without timely payment of
the required fee.
Stay of Award
If a timely and complete appeal is filed with the fee, the award of a contract or purchase order shall be stayed until
all administrative remedies have been exhausted, unless the Superintendent determines in writing that award of the
contract or purchase order pending resolution of the appeal is in the best interest of the District.
Bid #122-24
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