LINCOLN UNIFIED SCHOOL DISTRICT -- -- -- -- -- -- -- -- CHROMEBOOK BID INSTRUCTIONS TO BIDDERS SPECIFICATIONS BID OPENING DECEMBER 3, 2013, 2:00PM EDUCATION CENTER 2010 W. SWAIN ROAD STOCKTON
LINCOLN UNIFIED SCHOOL DISTRICT -- -- -- -- -- -- -- -- INSTRUCTIONS TO BIDDERS 1. Proposals: Proposals (bids), to receive consideration, should be made in accordance with the following instructions: A. Proposals shall be made on the form provided by the District, a copy of which is included in these bid documents. All items on the form should be filled out; numbers should be stated both in writing and in figures and the signatures of all individuals must be in longhand. All prices and notations must be typed or written in ink; bids must not be written in pencil. Mistakes may be crossed out and correction inserted adjacent; but the person signing the proposal should initial the correction in ink. A person must sign the bid or persons duly authorized to sign the bid on behalf of the bidder. The completed form should be without interlineations, alterations, or erasures. B. Proposals shall not contain any recapitulation of the work to be done. C. Should a bidder find discrepancies in or omissions from the documents, or should he be in doubt as to their meaning, he should at once notify the District s representative, Anthony Martinez, amartinez@lusd.net, who will send written addendum to all bidders, if necessary. District will not be responsible for any instructions. No interpretations will be issued later than three (3) days prior to the date set for the opening of bids so that all inquiries can be answered in writing and distributed to all bidders in the form of addenda to the contract in ample time before the bid opening date. D. All addenda or bulletins issued during the biding period are to be included in the proposal, and they will become a part of the contract for the project. F. Proposals shall be addressed to the District and shall be delivered to the district enclosed in an opaque sealed envelope, addressed to the Associate Superintendent Business Services, and marked Proposal. Each envelope shall bear the title of the work and name of the bidder. No telephonic or telegraphic bids or amendments to bids shall be effective. The bid opening and hand delivery of bids on the day of the bid opening shall take place at and be made to the Associate Superintendent Business Services. It is the sole responsibility of the bidder to see that his bid is received in proper time. Any bid received after the scheduled closing time for receipt of bids will be returned to the bidder unopened. G. All items must have a vendor product number on the bid form. 2. Withdrawal of Proposals: Proposals may be withdrawn personally, by written request, or by telegraphic request prior to the time fixed for opening of proposals. 3. Opening of Proposals: Proposals will be opened and read at or about the time set in the advertised Notice Inviting Bids. Bidders, or their representatives, and other interested persons may be present at the opening of proposals.
Instructions to Bidders Page 2 4. Award or Rejection of Bids: The contract, if awarded, will be awarded to the lowest responsible bidder based on the lowest total bid or lowest bid for individual supplies received and in compliance with these instructions and the advertised Notice Inviting Bids, provided his bid is reasonable and it is to the interest of the District to accept it. The competency and the responsibility of bidders and of their proposed subcontractors will be considered in making the award of contract. Any bidder before being awarded a contract may be required to furnish evidence satisfactory to the District that he and his proposed subcontractors have sufficient means and experience in supplying the product to assure completion of the contract in satisfactory manner. The District reserves the right to reject the bid of any bidders who has previously failed to perform properly or to complete on time contracts with the District of a nature similar to this project. The District reserves the right to reject any or all bids or alternates and waive any informality or irregularity in the bids or in the biding. 5. Form of Contract: The form of contract, which the successful bidder will be required to execute, if awarded the bid, is a District Purchase Order referencing Bid specifications and other contract documents, which is set forth herewith. 6. Equals: Pursuant to section 3400 of the Public Contract Code, any item or requirement calling for a designated material, product, thing, or service by specific brand or trade name shall be construed as being followed by the words or equal so that bidders may furnish any material, product, thing or service which is in all respects equal to the item specified, including but not limited to size, quality, guarantees, materials. The proposal equal must in all respects be equal to or better than the item for which it is proposed to be substituted. 7. Anti-Discrimination: The successful bidder shall not discriminate against any employee or applicant for employment because of race, creed, color, national origin or ancestry, handicap, marital status or sex. The contractor will comply with all provisions of Executive Order No. 10925 of March 6, 1961, as amended, and all rules, regulations and relevant orders of the President s Committee on Equal Employment Opportunity created thereby. The Contractor shall also comply with the California Fair Employment and Housing Act (Gov. Code, #12900 et. seq.). 8. Federal or State Regulations: The bidder s proposal and any contract entered into are subject to all applicable statutes of the United States or of the State and all applicable regulations and orders of the Federal or State Governments now in effect or which shall be in effect during the period of such contract. 9. Familiarity with Materials: All bidders must be familiar with the materials/or equipment to be used, and bidders must be approved by the manufacturer. 10. Delivery: Time and manner of delivery are essential factors in proper performance under the contract. The contractor shall be responsible for delivery and shall pay all cost, including drayage, freight and packing, for delivery F.O.B location specified on the purchase order. Each item shall be securely and properly packed, and clearly marked as to contents. All shipments shall be accompanied by a packing slip, and the District purchase order number shall appear on all cases and packages.
Instructions to Bidders Page 3 11. Invoices and Payments: Unless otherwise specified, the bidder shall render invoices in triplicate for services delivered under the contract, to Lincoln Unified School District, Attention: Accounts Payable, 2010 W. Swain Road, Stockton, CA 95207. Invoices shall be submitted immediately in a form acceptable to the District, under the same firm name as shown on the contract. The bidder shall list separately any taxes payable by the District. All invoices shall reference District purchase order number. 12. Default by Bidder: The District shall hold the bidder responsible for any damages which may be sustained because of failure or neglect of the bidder to comply with any terms or conditions listed herein. If the bidder neglects to provide services listed herein at the prices specified or otherwise fails or neglects to comply with the terms of the contract, the District may upon written notice to the bidder, cancel the contract in its entirety or cancel or rescind any or all items affected by such default. 13. Termination: The Lincoln Unified School District (District) reserves the right to terminate the referenced Bid and all documents associated with the Bid, in its sole discretion at any time, with or without cause, upon written notice to the other party. In the event of termination, notice shall be deemed served on the date of mailing and shall be effective immediately. The District shall not be responsible for any costs to Bidder prior to termination.
NONCOLLUSION AFFIDAVIT Chromebook Bid State of California ) )ss. County of ) (Name), being first duly sworn, deposes and says that he/she is (title) of the (Co. Name) party making the attached bid; that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed this day of, 20 at California. Date: Signature of Bidder Subscribed and sworn to (or affirmed) before me on this day of, 2013, by, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. Signature of Notary
LINCOLN UNIFIED SCHOOL DISTRICT -- -- -- -- -- -- -- -- SPECIFICATIONS BID FORM Bid ad dates: November 15 and 20, 2013 Questions due by: November 22, 2013, 3:00pm Final Addendum: November 26, 2013 Bid Opening: December 3, 2013, 2:00pm Chromebook: Quantity: 735 Samsung Chromebook XE303C12 or equivalent Exynos 5 1.7 GHz Chrome OS 16 GB Flash 2 GB RAM 11.6" wide 1366 x 768 / HD silver Price Each: $ X 735 = $ License: Quantity 735 ACAD Google ChromeOS MGT LIC + SUP 3Y Price Each: $ X 735 = $ Cart: Quantity: 21 Anthro ADV Chromebook Charger Cart 36-U Price Each: $ X 21 = $
Lincoln Unified School District Chromebook Bid Form, page 2 Total Bid: $ Total Amount Proposal Written in Words: dollars Amount Written in Words. In the evaluation and award of this proposal, the total amount proposal as written in words will be considered. Where there is a discrepancy between words and figures, WORDS WILL GOVERN. Where there is a discrepancy between item unit price and extended total, UNIT PRICE WILL GOVERN Signature: Date: The person above must be authorized to negotiate and sign the terms and conditions of any agreement between vendor and Lincoln Unified School District. Name Title Company Address City, State, Zip Phone Fax Cell phone E-mail Include other important contact info: