Keystone Oaks School District

General Bid Requirements

1. Preparation of Bids
   • All bids must be submitted on the set of forms provided with the bid. Please make a copy of the big you are submitting to the District. 
   • Put your company name on all sheets by some satisfactory means (stamp, label, etc.) so this information is legible. 
   • All bids must indicate a firm name and be signed by a representative of the company. 
   • Time of delivery is part of the bid and must be adhered to unless qualified by the bidder. 
   • Specifications used are intended to be open and non-restrictive. Any reference to brand name or number shall not be construed as restricting to that manufacturer, but used as a minimum standard of quality. Bids on actual items will be considered, but must be clearly marked. Substitute items must be marked with an “S” or an “A” for Alternate on the bid form and a sample is to be submitted with the bid. 
   • When no reference or change is made on a proposal, it is understood that the specific item named on the bid proposal will be furnished. 
   • If bidding on an item other than the make, model, or brand specified, all technical information, specification, manufacturer’s name and catalog number of the equivalent item must be clearly indicated. A sample of the proposed alternative item shall accompany the bid when possible. A descriptive catalog must accompany the bid. 
   • The school district shall be the sole judge in deciding as to the quality. Bid on each item separately. The price must be stated in units specified in order to be considered. All sizes are adult sizes except where indicated. 
2. Submittal of Bid
   • All bids must be delivered to the school district at the address listed no later than the time stated on the cover sheet of the bid, on the day of the opening. Any bid received after that time will not be opened by the district. The district will not be responsible for mail delay. 
   • Bids are to be submitted in a sealed envelope bearing your company name and plainly marked with the Bid Name. 
3. Bid Security
   • ​​​​​​​Each bid shall be accompanied by either a certified check, cashier’s check, or a bid bond, in an amount not less than ten percent (10%) of the amount of your total bid, made payable to the Keystone Oaks School District. Bid security will be forfeited by the successful bidder if the bidder refused to accept a contract when tendered. Any payment made to the District by reason of default shall be considered damages for breach of contract. 
4. Taxes
   • ​​​​​​​The Keystone Oaks School District is exempt from all State sales and Federal excise taxes. 
5. Charges and Extras
   • ​​​​​​​All prices are to be firm net prices and are to be Freight on Board destination, including charges for delivery and placement. 
6. Receiving Hours
   • All shipments to the specified destination shall be made between the hours of 8 a.m. and 3 p.m. Monday through Friday. 
7. Compliance with Bid Requirements
   • Any inability to comply with the conditions and specifications as outlined must be clearly stated in your bid. 
8. Award
   • ​​​​​​​The award of a bid shall be made to the lowest responsible bidder complying with all requirements of the specifications. 
   • Unless the bidder specifies otherwise in the bid, the district may accept any item or group of items for any bid whichever is to the best interest of the school district. 
   • Contract: The request of bid, the bidder’s response, and a purchase order and its attachments when received by the successful bidder shall constitute (1) a binding contract on the terms set forth therin and (2) the entire contract, and is to be interpreted, construed, and given effect in all respects according to the laws of the Commonwealth of Pennsylvania. 
   • Bidders agree that their bids are subject to acceptance within 60 days after opening, unless otherwise stipulated in the bid. 
   • The school district may accept or reject any or all bids. 
9. Compliance with Laws
   • The property or services furnished must comply with all applicable Federal, State, and local laws, codes, and regulations. 
   • Bidders are required to submit a Non-Collusion Affidavit with their bids in accordance with the Pennsylvania Antibid-Rigging Act if applicable. 
   • All items that are applicable to the Pennsylvania Right-to-Know Law will include the proper labeling statement clearly marked and will submit a Material Safety Data Sheet to the Assistant to the Superintendent for Operations at the Keystone Oaks School District. 
10. Default
    • ​​​​​​​In the event any property or service furnished by the bidder under a contract or purchase order should for any reason not confirm to the specification contained herein and to the sample submitted by the bidder, the School District may reject such property or service. In such an event, the Assistant to the Superintendent for Operations shall instruct the bidder to remove any rejected property without expense to the school district and replace it with such property as conforms to the specifications and sample and/or provide additional or alternative services that conform to the specifications. 
    • Should the bidder default in the performance of the foregoing paragraph, in the school district may procure such property or services from other sources in any manner provided by law and shall have the absolute right to deduct from any monies due to the bidder, the difference between the contract price and the actual cost of the property or services to be replaced or substituted. 
11. Samples
    • ​​​​​​​Samples, when required, must be furnished free of expense and must be tagged with the bidder’s name and bid identification. Samples not used or destroyed in testing will be returned to the bidder at the bidder’s request and expense. 
12. Rights and Remedies
    • ​​​​​​​The rights and remedies of the school district provided above shall not be exclusive and are in addition to any other rights and remedies provided by law or under contract. 
13. Bidder Evidence of Responsibility
    • ​​​​​​​Bidder may be required to furnish evidence in writing that they maintain permanent places of business and have adequate equipement, finances, and personnel to furnish the items offered satisfactorily and expeditiously and extend proper warranties for items. 
14. Invoicing and Billing
    • ​​​​​​​Invoices must be rendered for each individual purchase order and should be submitted to the school district. 
15. Bidder Disqualification
    • ​​​​​​​A bidder, who has in the past been awarded the contract, but failed to completely comply with the bid specifications including timely provisions of items, substituting of poor-quality goods, etc. will automatically be disqualified without further consideration of its bid. 
16. Bid Rejection
    • ​​​​​​​But the submission of any bid, the bidder agrees that in the event the bid is rejected by the owner for any reason, and such rejection is contested by the bidder through the commencement of legal proceedings, whether in law or in equity, the Owner shall be entitled to an award of reasonable attorney’s fees and costs if the Owner’s reject of the bid is upheld, affirmed or otherwise not set aside. 
17. Bidder’s Understanding
    • ​​​​​​​Bidder fully understands that any general terms or conditions of sale contained in its proposal will not become a part of any resulting contract. Terms of the Final Contract, not Terms of Bidder’s proposal, will govern. 
    • Bidder intends, if awarded the contract, to comply fully and in all respects with the Owner’s Contract Documents covering the work. 

Download: Keystone Oaks School District - Non-Collusion Affidavit

1. The Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act, 62 Pa. C.S.A. 4501 et. set, governmental agencies may require Non-Collusion Affidavits to be submitted together with bids. 
2. The member, officer, or employee of the bidder who makes the final decision on prices and the amount quoted in the bid must executie this Non-Collusion Affidavit. 
3. Bid rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate. Making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval, or submission of the bid. 
4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an affidavit must be submitted separately on behalf of each party. 
5. The term “complimentary bid” as used in the affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition. 
6. Failure to file an affidavit in compliance with these instructions will rest in disqualification of the bid.