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Invitation to Bid Digital Radio System Date of Issue: March 2, 2020 ___________________________________________________________________________________

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KENNEWICK SCHOOL DISTRICT #17 INVITATION TO BID

Bid Number: #1920-006 Bid Category: Digital 2-Way Radio System Bid Start Date: Monday, March 2, 2020 Submission Deadline: Monday, March 16, 2020 at 2:00pm PST Board Approval Date: Wednesday, March 25, 2020 Bid Recap Available On-Line: Thursday, March 26, 2020 Sealed bids will be received in person or by mail at the Kennewick School District #17, Benton County, Washington, in the Purchasing Department located at 622 N Kellogg St, Kennewick, WA 99336. All bid submissions will be publicly opened and tabulated for presentation to the Board of Directors. The District proposes to purchase the above merchandise for district wide use. Bids shall be enclosed in a sealed envelope and include, on the outside of the envelope, the following identification: “BID – Digital Radio System”. All bid documents, as described in Section II – D. Bid Documents, must be completed, signed and returned with bid submission for consideration. If you are biding as per specification, please indicate by using (A/S) in the brand name column. If bidding an alternate item, please follow the directions in the Bid Document, Section I – E. Substitutions and Alterations. All samples offered for consideration must be received prior to the submission deadline. Bid Recap will be posted on the District’s website at:

http://www.ksd.org/District/Departments/Purchasing-and-Warehouse/Bids. All shipping/handling charges MUST be included in the bid’s unit price and are to be shipped FOB to the District. Thank you for your participation, Quana Billado, Purchasing Manager Kennewick School District #17 Phone: (509) 222-5074 Fax: (509) 222-5110


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KENNEWICK SCHOOL DISTRICT #17 BID DOCUMENT

I. GENERAL INFORMATION

A. Intent

The intent of this Invitation is to seek bids from qualified vendors for the purchase and installation of a digital 2-way radio system for the Transportation Department of the Kennewick School District. This bid is to include pricing for all necessary equipment and accessories required for reliable radio communication between dispatch, buses and fleet personnel. Pricing for installation, repeaters and repeater location rentals must also be included in the initial bid. Quantities and product details can be found on the Specification Sheet, page 8.

It is understood that the bidder, in submitting a proposal, accepts the Instructions to Bidders and agrees with the Terms and Conditions and general information as part of the bid documents. In consideration for the District’s review and evaluation of its proposal, the bidder waives and releases any claims against the District arising from any rejection of any or all bids, including any claim for cost incurred by bidder in the preparation and presentation of proposals submitted in response to this bid. In addition, the bidder waives the cost of providing additional information requested.

B. Scope Successful bidder(s) will be responsible for furnishing and installing the specified digital radio equipment and accessories for the Kennewick School District Transportation Department. Installation will include removing and replacing existing radios throughout the bus fleet, dispatch and main transportation office.

C. Delivery Delivery charges must be included in the unit price and shipped, F.O.B., to the location specified by the District at the time orders are placed from this contract. All items must be delivered between the hours of 8:30am and 3:00pm excluding school holidays. The supplier(s) will be required to furnish proof of delivery in every instance as required.

D. Compliance with Specifications All parts of the Invitation to Bid and information for the bidder shall become a part of the specifications. It is the intent of the specifications to provide complete information on all items; any omissions, errors, conflicts or discrepancies in the specifications shall be called to the attention of the District Purchasing Manager immediately. The bidder shall abide by and comply with the true intent of specifications and not take advantage of any unintentional error or omission but shall fully complete every part of the true intent and mining of the specifications.

At the time of the opening of bids, each bidder will be presumed to have read and to be thoroughly familiar with the Specifications and Contract Documents, including all addenda. The failure or omission of any bidder to receive or examine any form, instrument or document shall in no way relieve any obligation in respect to the bid.

E. Substitutions & Alternatives This Invitation to Bid is based on items described in the bid specification. Whenever an item is specified by giving the manufacturer’s name, brand, or number, it is understood that the words “or equal” follow thereafter. The District


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will consider proposals for substitution of items prior to receipt of bids only when such proposals are accompanied by full and complete technical data and all other information required by the District to evaluate the proposed substitutions, such as cuts, photos, specifications, and/or samples.

The District reserves the right to examine samples of any or all items to its satisfaction before awarding a bid(s). Samples of items, when required, must be furnished free of expense to the District, and upon request will be returned at the bidder’s expense.

F. Unit Prices A separate price must be offered for each item bid; bids for “all or none” will not be considered. If the bidder submits a discount for the total contract award or any part thereof, such discount will not be considered in making the award.

All unit prices must remain firm for the one year after the bid award and will be the final delivered cost. No bid will be considered which contains an escalator clause, packaging or delivery charges, or an add-on or irregular figures.

II. INSTRUCTIONS TO BIDDERS

A. Bid Submittal Instructions i. All prices bid must be entered into the attached Bid Specification Sheet through computer entry or written in

ink with no erasures permitted. Mistakes maybe crossed out and corrections written adjacent thereto and must be initialed. An electronic version of the Bid Specification Sheet is available at http://www.ksd.org/District/Departments/Purchasing-and-Warehouse/Bids. Bidders may include a formal proposal highlighting their company, products proposed and services to be provided.

ii. Bidders must include the per-unit price and compute the extended price on the Bid Specification Sheet. Should figures disagree, the unit price shall govern. Do not include sales tax in the bid price or total price.

iii. Leave the unit price blank if not bidding on an item. iv. Unit prices for each item offered shall be shown and such price shall include all costs including transportation,

transit insurance, packaging and shipping cost. The District will not be responsible for payment of additional sums not included in the bid price.

v. The bid must be signed in the name of the bidder and must bear the title and signature in longhand of the person duly authorized to sign the bid.

vi. It is the sole responsibility of the bidder to see that the bid is received in the proper time and location. Electronically transmitted bids will NOT be accepted.

vii. The bid must be submitted in a sealed envelope to Purchasing Department, Kennewick School District, 622 N. Kellogg Street, Kennewick, WA 99336, by deadline stated on the Invitation to Bid document.


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viii. Sealed envelope must be labeled with Name of the Bidder, Address of the Bidder, “(Bid Category) Bid Enclosed” and “To Be Opened By KSD Purchasing Manager Only”.

ix. Bids will be publicly opened on the date and time specified on the Invitation to Bid document. Bids received after this date and time will not be accepted.

x. Bid submissions will be tabulated and, upon board approval, all bid awards will be posted at http://www.ksd.org/District/Departments/Purchasing-and-Warehouse/Bids on the date specified on the Invitation to Bid document.

B. Quantity

All quantities listed on the Bid form are estimates. The District reserves the right to reduce or increase the quantity of items at its sole discretion and to receive the per unit price submitted.

C. Addenda

All changes and/or clarifications to the bid specification will be made through the appropriate addenda. The addenda will be issued to bidders who are on record and will be posted to the District website at http://www.ksd.org/District/Departments/Purchasing-and-Warehouse/Bids.

D. Required Bid Documents The following forms MUST be completed and returned with bid submissions to be considered for award: (1) Bidder Certification Form, (2) Debarment Form, (3) W-9, (4) Bid Specification Sheet.

E. Withdrawal of Bids

A bidder may withdraw their bid, by written request, at any time prior to the scheduled closing deadline. After the scheduled closing time, bids may not be withdrawn nor, may any contract based on this bid be refused.

F. Errors in Bids

Bidders or their authorized representatives are expected to inform themselves as to the conditions, requirements, and specifications before they submit bids; failure to do so will be at the bidder’s own risk and the bidder cannot secure relief from the plea of error. Neither law nor regulations make allowance for errors either of omission or commission on the part of bidders. In case of error in the extension of prices in the bid, the unit price shall govern.

G. Covenant Against Collusion

The bidder warrants by submission of the bid that the prices in this bid are neither directly nor indirectly the result of any formal or informal agreement with another bidder.

H. Covenant Against Gratuities The bidder warrants by submission of the proposal that no gratuities (in the form of entertainment, gifts, or otherwise) were offered or given by the bidder or any agent or representative of the bidder, to any officer or employee of the District with a view toward securing the contract or securing favorable treatment with respect to any determinations concerning the performance of this contract.


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I. Debarment The Bidder certifies that the company represented is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this contract by any federal department or agency. The Bidder shall submit a completed Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion form with their proposal.

J. Bidder Qualifications Prior to the bid award, the District may require satisfactory evidence to show that the Bidder is fully prepared in every way to perform the contract timely and that the contractor has been regularly engaged in such business.

K. Basis for Award The District reserves the right to award to bidder(s) by items, classes, groups of items as a whole, to reject any or all bids and to waive technicalities or formalities in the execution and award if deemed advantageous for the District. The bid shall be awarded to the responsible bidder(s) whose bid will be most advantageous to the District, price and other factors considered that include but are not limited to conformance with specifications and bid requirements, delivery time, and past vendor performance. The District reserves the right to allow for clarification of questionable entries.

It is understood that the District may make its award for one or more of the items set forth in the Bid Specifications, or may make its award for groups of items, or for all items set for in the specifications. The District has the right to accept or reject all or any portion of any or all bids submitted and has the right to award bids to multiple vendors. The District reserves the right to waive informalities and minor irregularities in bids received.

L. Questions Direct all questions to the Purchasing Manager, Quana Billado, at [email protected] 509-222-5074. Questions will be reviewed, and answers/clarifications will be provided via addendum when deemed appropriate. Addenda shall be posted at http://www.ksd.org/District/Departments/Purchasing-and-Warehouse/Bids.

III. TERMS AND CONDITIONS

A. Contract The issuance of a purchase request to successful bidder(s) shall be deemed as a binding contract. Unless otherwise specified, the contract documents consist of the purchase request and bid documents (including, but not limited to: Legal Advertisement, Invitation to Bid, Bid Document, Bid Specification Sheet, and any Addenda).

B. Assignment of Contract

The bidder shall not assign this contract nor any part thereof, nor any moneys due to become due thereunder, without the prior written approval of the District.


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C. Responsibility for Items Tendered The contractor shall be responsible for all equipment, accessories and supplies covered by this contract until they are delivered at the designated location, and the contractor shall bear the risk on rejected like items after notice from the District. Rejected items must be removed by and at the expense of the contractor promptly after notification of the rejection. Failure to do so within ten (10) days after date of notification may result in items being returned by the District at the expense of the contractor.

D. Inspections The District has right to inspect and test all items covered by this Bid. If rejected, items will be held for disposal at the Bidder’s expense. Final inspections and acceptance or rejection for items covered by this Bid will be made as promptly as practicable, but failures to inspect and accept or reject items shall not impose liability on the District for such items that are not in accordance with Bid Specification. Such inspection, or the waiver thereof, however will not relieve the Bidder from full responsibility for furnishing goods conforming to the requirements of this Bid or the Bid Specifications, and will not prejudice any claim, right, or privilege the District may have because of the use of defective or unsatisfactory goods.

E. Billing and Payment Each invoice shall carry the purchase order number identified by Kennewick School District. Invoices are to include applicable sales tax charge. Invoices must be submitted to the Business Office, Attention: Accounts Payable. Normal terms of payment will be Net Thirty (30) Days from receipt and acceptance of goods and Bidder’s invoice. The District will have the option to pay with a procurement card if the Bidder accepts this mode of payment.

F. Insurance and Indemnification The Bidder agrees to indemnify and save harmless the District, its officers, agents and employees from and against any and all claims and liabilities (including expenses) for injury or death of persons or damage to any property which may result in whole or in part, from any act or omission on the part of the Bidder, its agents, employees, or representatives, or are arising from any Bidder furnished goods or services, except to the extent that such damage is due solely and directly to the negligence of the District.

G. Hold Harmless Bidder agrees to hold harmless the District, their officers, employees or agents from any liability or performance of this contract with also includes claims for Worker’s Compensation.

H. Laws and Regulations Contractor shall comply with all applicable Federal, State, and Local laws and regulations, including the regulations and standards of the Occupational Safety and Health Act of 1970. Contractor agrees not to discriminate against any employee or applicant for employment because of race, sex, religion, color, age or national origin.

I. Termination for Convenience The District may terminate for its convenience at any time, in whole or in part, any bid award. In the event of termination for convenience, the District’s sole obligation will be to reimburse Bidder for (1) those goods or services actually shipped/received and accepted up to the date of termination, and (2) costs incurred by the Bidder for unfinished goods.


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J. Termination for Default The District may terminate all or any part of a bid award by giving notice of default to the Bidder, if Bidder: (1) refuses or fails to deliver the goods within the time specified; (2) fails to comply with any provisions of this Bid or fails to make progress as to endanger performances, hereunder, or; (3) becomes insolvent or subject to proceedings under any law relating to bankruptcy, insolvency, or relief of debtors. In the event of termination for default, the District’s liability will be limited to the payment for goods delivered and accepted as of the date of termination.

K. Governing Law and Venue

This contract has been and shall be construed as having been made and delivered within the State of Washington and it is agreed by each party hereto that this contract shall be governed by the laws of the State of Washington, both as to its interpretation and performance. Any action of law, suit in equity, judicial proceedings arising out of this contract shall be instituted and maintained only in any of the courts of competent jurisdiction in Benton County, Washington.


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Kennewick School District #17 Digital 2-Way Radio System Specification Sheet


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KENNEWICK SCHOOL DISTRICT #17

Certification Regarding Debarment, Suspension,

Proposed Debarment and Other Responsibility Matters

_______________________________certifies that to the best of their knowledge/belief that neither _____________________ nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for the award of contracts by any Federal Governmental agency or department.

“Principals”, for the purposes of this certification, means officers; directors; owners; partners; and persons having primary management or supervisory responsibilities within a business entity (e.g. general manager. Plant manager, head of subsidiary, division, or business segment, and similar positions)

___________________________________shall provide immediate written notice to Kennewick School District if at any time during the term of this Agreement, including any renewals hereof, if such certification was erroneous when made or has become erroneous by reason of changed circumstances.

Based on such notification, or if Kennewick School District should determine at any time that this certification of false, Kennewick School district reserves the right to review the status of the organization and if necessary, terminate this agreement.

_________________________________________________ ____________________ Authorized Signature Date _________________________________________________ Printed Name


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KENNEWICK SCHOOL DISTRICT # BIDDER’S CERTIFICATION

I, the undersigned, having carefully examined and agree to the enclosed Instruction to Bidders and Terms and Conditions, hereby agree to furnish the products bid to the Kennewick School District on the attached Bid Sheet. If the undersigned is notified of the acceptance of this proposal within thirty (30) days from the bid opening date, we agree to execute a contract for the products bid. We hereby certify that our bid is genuine and have not entered into collusion with any other bidder(s) or any other person(s). Discount for prompt payment: ________% 10 calendar days ________% 20 calendar days ________% 30 calendar days Company name: _________________________________________________________________________ Federal Tax ID No.: __________________________ UBI No.: ________________________________ Bidder’s name: __________________________________________________________________________ (Print Name) Bidder’s name: __________________________________________________________________________ (Signature) Bidder’s title: ______________________________________________ Date: _________________________ Address: _______________________________________________________________________________ City/State/Zip: ___________________________________________________________________________ Phone: _____________________________________ Fax: ____________________________________ (include area code) (include area code) Email: __________________________________________________________________________________________________ Receipt of Addenda number(s) ___________________________________________ is hereby acknowledged.