Fill - Free fillable NOTICE INVITING BIDS 1. Notice is hereby given (Humboldt County Office of Education) PDF form

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NOTICE INVITING BIDS

1. Notice is hereby given that the Humboldt County Office of Education (“HCOE”), will receive

sealed bids for the purchase of paper for various public agencies in Humboldt County,

potentially including, but not limited to: College of the Redwoods, Humboldt County Office

of Education, Eureka City Schools, Cities of Arcata, Eureka, Fortuna, and Rio Dell, and

various Humboldt County School Districts.

2. Bids will be received up to, but not later than, 4:00 p.m., on March 29th, 2021, and will

thereafter publicly open and read aloud the bids. All bids shall be received via in-person, mail

or electronically at the HCOE Office, Attn: Hana Hanawalt, 901 Myrtle Ave., Eureka, CA,

purchasing@hcoe.org.

3. Each bid shall be completed on the Bid Proposal Form included in the Contract Documents,

and must conform and be fully responsive to this invitation, the plans and specifications and

all other Contract Documents.

4. No bid may be withdrawn for a period of sixty (60) days after the date set for the opening for

bids except as provided by Public Contract Code §§5100 et seq. HCOE reserves the right to

reject any and all bids and to waive any informalities or irregularities in the bidding.

HUMBOLDT COUNTY OFFICE OF EDUCATION

By: Hana Hanawalt

DATED: February, 17

, 2021

Times Standard Publication Dates: 1) February 27

, 2021 2) March 6

, 2021 3) March 13

,2021

North Coast Journal Publication Dates : 1) February 25

, 2021 2) March 4

, 2021

3) March 11

, 2021

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INSTRUCTIONS TO BIDDERS

Each bid submitted to the Humboldt County Office of Education (“HCOE”) for the purchase of paper

shall be in accordance with the following instructions and requirements, which are part of the Contract

Documents for this Project.

1. Deadline For Receipt of Bids. Each bid shall be sealed and submitted to the HCOE designee

no later than 4:00 p.m. on March 29th, 2021. HCOE suggests that bids be hand delivered in

order to ensure their timely receipt. Any bids received after the time stated, regardless of the

reason, shall be returned, unopened, to the bidder.

2. Requests for Information. A bidder’s failure to request clarification or interpretation of an

apparent error, inconsistency or ambiguity in the Contract Documents waives that bidder’s

right to thereafter claim entitlement to additional compensation based upon an ambiguity,

inconsistency, or error, which should have been discovered by a reasonably prudent bidder,

subject to the limitations of Public Contract Code §1104. Any questions relative to the bid

shall be in writing and directed to the HCOE designee at the address specified for receipt of

bid proposals. These requests shall be submitted to HCOE at least five (5) working days prior

to the date the bid is due.

3. Bid Proposal Forms. All bid proposals shall be made on the form provided by HCOE. All

items on the form shall be filled out in ink. Numbers should be stated in figures, and the

signatures of all individuals must be in long hand. The completed form should be without

interlineations, alterations, or erasures

4. Execution of Forms. Each bid shall give the full business address of the bidder and must be

signed by the bidder or bidder’s authorized representative with his or her usual signature. Bids

by partnerships must furnish the full names of all partners and must be signed in the

partnership name by a general partner with authority to bind the partnership in such matters.

Bids by corporations must be signed with the legal name of the corporation, followed by the

signature and designation of the president, secretary, or other person authorized to bind the

corporation in this matter. The name of each person signing shall also be typed or printed

below the signature. When requested by HCOE, satisfactory evidence of the authority of the

officer signing on behalf of the corporation or partnership shall be furnished. A bidder's

failure to properly sign required forms may result in rejection of the bid. All bids must include

the bidder's contractor license number(s) and expiration date(s).

5. Withdrawal of Bid Proposals. Bid proposals may be withdrawn by the bidders prior to the

time fixed for the opening of bids, but may not be withdrawn for a period of sixty (60) days

after the opening of bids, except as permitted pursuant to Public Contract Code §5103.

6. Addenda or Bulletins. HCOE reserves the right to issue addenda or bulletins prior to the

opening of the bids subject to the limitations of Public Contract Code §4104.5. Any addenda

or bulletins issued prior to bid time shall be considered a part of the Contract Documents.

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7. Rejection of Bids and Award of Contract. HCOE reserves the right to waive any irregularities

in the bid and reserves the right to reject any and all bids. The Contract will be awarded, if at

all, within sixty (60) calendar days after the opening of bids to the lowest responsible and

responsive bidder, subject to the County Superintendent’s approval. The time for awarding

the Contract may be extended by HCOE with the consent of the lowest responsible, responsive

bidder.

8. Evidence of Responsibility. Upon the request of HCOE, a bidder shall submit promptly to

HCOE satisfactory evidence showing the bidder's financial resources, the bidder's experience

in the type of work being required by HCOE, the bidder's availability to perform the Contract

and any other required evidence of the bidder's qualifications and responsibility to perform

the Contract. HCOE may consider such evidence before making its decision to award the

Contract. Failure to submit requested evidence may result in rejection of the bid.

9. Taxes. Applicable taxes shall be included in the bid prices.

10. Bid Exceptions. Bid exceptions are not allowed. If the bidder has a comment regarding the

bid documents or the scope of work, the bidder shall submit those comments to HCOE for

evaluation at least five (5) working days prior to the opening of the bids. No oral or telephonic

modification of any bid submitted will be considered and a sealed written modification may

be considered only if received prior to the opening of bids.

11. Discounts. Any discounts which the bidder desires to provide HCOE must be stated clearly

on the bid form itself so that HCOE can calculate the net cost of the bid proposal. Offers of

discounts or additional services not delineated on the bid form will not be considered by

HCOE in the determination of the lowest responsible responsive bidder.

12. Quantities. The quantities shown on the plans and specifications are approximate. HCOE

reserves the right to increase or decrease quantities as desired.

13. Prices. Bidders must quote prices F.O.B. unless otherwise noted. Prices should be stated in

the units specified and bidders should quote each item separately.

14. Samples. On request, samples of the products being bid shall be furnished to HCOE.

15. Special Brand Names/Substitutions. In describing any item, the use of a manufacturer or

special brand does not restrict bidding to that manufacturer or special brand, but is intended

only to indicate quality and type of item desired, except as provided in §3400 of the Public

Contract Code. Substitute products will be considered either prior to or after the award of the

Contract in accordance with §3400. All data substantiating the proposed substitute as an

"equal" item shall be submitted with the written request for substitution. HCOE reserves the

right to make all final decisions on product and vendor selection.

16. Container Costs and Delivery. All costs for containers shall be borne by the bidder. All

products shall conform to the provisions set forth in the federal, county, state and city laws

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for their production, handling, processing and labeling. Packages shall be so constructed to

ensure safe transportation to the point of delivery.

17. Bid Negotiations. A bid response to any specific item of the bid using terms such as

“negotiable,” “will negotiate,” or similar phrases, will be considered non-responsive.

18. Allowances. An “allowance” means an amount included in the bid proposal for work that

may or may not be included in the purchase.

19. Form and Approval of Contract. The Contract Documents must be approved by the HCOE

County Superintendent and its legal counsel. The bidder selected by HCOE shall execute the

contract provided by HCOE.

20. Bidders Interested in More Than One Bid. No person, firm, or corporation shall make, or file,

or be interested in more than one bid. However, a person, firm, or corporation that has

submitted a subproposal to a bidder, or that has quoted prices of materials to a bidder, is not

thereby disqualified from submitting a sub-proposal or quoting prices to other bidders or from

submitting a prime proposal.

21. Additive and Deductive Items: Method of Determining Lowest Bid. Pursuant to Public

Contract Code §20103.8, if the bid solicitation includes additive and/or deductive items,

the checked [X] method shall be used to determine the lowest bid: [check one]

__X___ (a) The lowest bid shall be the lowest bid price on the base contract without

consideration of the prices on the additive or deductive items.

_____ (b) The lowest bid shall be the lowest total of the bid prices on the base contract and

those additive or deductive items that were specifically identified in the bid solicitation or Bid

Proposal Form as being used for the purpose of determining the lowest bid price.

_____ (c) The lowest bid shall be the lowest total of the bid prices on the base contract and

those additive or deductive items taken in order from a specifically identified list of those

items that, when in the solicitation, and added to, or subtracted from, the base contract, are

less than, or equal to, a funding amount publicly disclosed by the HCOE before the first bid

is opened.

_____ (d) The lowest bid shall be determined in a manner that prevents any information

that would identify any of the bidders or the proposed Subcontractors or suppliers from

being revealed to the public entity before the ranking of all bidders from lowest to highest

has been determined.

If no method is checked, sub-paragraph (a) shall be used to determine the lowest bid.

Notwithstanding the method used by the HCOE to determine the lowest responsible bidder,

the HCOE retains the right to add to or deduct from the Contract any of the items included in

the bid solicitation.

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For purposes of evaluating the bid, each item on the Paper Bid Spreadsheet will be analyzed

individually and the lowest bidder will be determined based on the total number of items that

they were declared the lowest bidder.

22. Piggyback. The bidder who is the successful bidder agrees to allow other Humboldt County

school districts and public agencies authorized by law to do so to purchase additional items

that are the subject of this bid on the same terms and conditions as set forth in this bid for the

period of time described below.

Prices and terms of the bidder agreed upon in this bid contract shall remain firm and in

effect through August 31

, 2022.

Any liability arising from purchase orders issued by subsequent agencies pursuant to this bid

shall be the sole responsibility of the agency placing the order.

Each agency will issue its own purchase orders. Delivery and billing will be specified on

each purchase order.

23. Bid Protest. Any bid protest must be in writing and received by HCOE before 4:00 p.m. no

later than three (3) working days following bid opening and shall comply with the following

requirements:

a. The bid protest must contain a complete statement of the basis for the protest and all

supporting documentation.

b. The party filing the protest must have actually submitted a bid for the purchase. A

subcontractor of a bidder submitting a bid for the purchase may not submit a bid

protest. A bidder may not rely on the bid protest submitted by another bidder, but

must timely pursue its own protest.

c. The protest must refer to the specific portion or portions of the Contract Documents

upon which the protest is based.

d. The protest must include the name, address and telephone number of the person

representing the protesting bidder.

e. The bidder filing the protest must concurrently transmit a copy of the bid protest and

all supporting documentation to all other bidders with a direct financial interest which

may be affected by the outcome of the protest, including all other bidders who appear

to have a reasonable prospect of receiving an award depending upon the outcome of

the protest.

f. The bidder whose bid has been protested may submit a written response to the bid

protest. Such response shall be submitted to HCOE before 4:00 p.m. no later than two

(2) working days after the deadline for submission of the bid protest or receipt of the

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bid protest, whichever is sooner, and shall include all supporting documentation. Such

response shall also be transmitted concurrently to the protesting bidder and to all other

bidders who appear to have a reasonable prospect of receiving an award depending

upon the outcome of the protest.

g. The procedure and time limits set forth in this section are mandatory and are the

bidder’s sole and exclusive remedy in the event of bid protest. The bidder’s failure to

comply with these procedures shall constitute a waiver of any right to further pursue

the bid protest, including filing a Government Code claim or legal proceedings.

h. If HCOE determines that a protest is frivolous, the protesting bidder may be

determined to be non-responsible and that bidder may be determined to be ineligible

for future contract awards by HCOE.

i. A “working day” for purposes of this section means a weekday during which

HCOE’s office is open and conducting business, regardless of whether or not school

is in session.

BID PROPOSAL FORM

Dear Humboldt County Superintendent of Schools:

The undersigned, doing business under the name of __________________________________________,

having carefully examined the Notice Inviting Bids, the General Conditions, the Instructions to Bidders

for the purchase of ______________________________________, proposes to perform all work and

activities in accordance with the Contract Documents, including all of its component parts, and to furnish

all required labor, materials, equipment, transportation and/or services required in strict conformity with

the Contract Documents, as follows:

BASE BID – 10,000 pounds or more: one delivery per destination - See Attached Paper Bid Spreadsheet.

In order to qualify as a bidder, at least 90% of all items listed on the Paper Bid Spreadsheet must be bid.

ADDITIVE/DEDUCTIVE ALTERNATE:

Additive/Deductive Alternate #1 – Less than 10,000 pounds: one delivery per destination.

Paper to be delivered inside each building.

• Add_________% to the Paper Bid Spreadsheet pricing

Additive/Deductive Alternate #2 – Warehousing: Bidder will purchase the paper and will warehouse and

deliver as needed (5 case minimum). Maximum warehousing to be 18 months after receipt of the

merchandise. Payment will be processed upon receipt of paper at the warehouse. For this alternative, proof

of insurance for the contents stored at the bidder’s facility will be required.

• Add _________% to the Paper Bid Spreadsheet pricing

The undersigned has checked carefully all the above figures and understands that HCOE is not responsible

for any errors or omissions on the part of the undersigned in making this bid.

ADDENDA:

Receipt of the following addenda is hereby acknowledged:

Addendum # ______ Dated: __________ Addendum # ______ Dated: __________

Respectfully submitted,

Company: ______________________________________________

Address: ______________________________________________

______________________________________________

By: ______________________________________________

(Please Print Or Type)

Signature: ______________________________________________

Title: ______________________________________________

Date: ______________________________________________

Telephone: ______________________________________________

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