CLAYTON COUNTY PUBLIC SCHOOLS Business Services - Purchasing Department

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1 CLAYTON COUNTY PUBLIC SCHOOLS Business Services - Purchasing Department 218 Stockbridge Road. Jonesboro, GA (678) FAX (678) Edmond T. Heatley, Ed.D. Superintendent of Schools Stefanie P. Phillips, Ed.D. Deputy Superintendent Denise Stevens, Ed.D. Chief Financial Officer Lonita B. Collier, CPPO, C.P.M. Director of Business Services DATE: March 13, 2012 TO: All Bidders FROM: Lonita Broome Collier Director of Purchasing RE: Request for Qualifications/Samples for Athletic Uniforms (RFQ ) CLOSING DATE: Tuesday, March 20, 11:00am The Clayton County Board of Education is revamping the district's athletic program and is requesting from qualified athletic uniform vendors samples of all uniforms as specified on the request for sample form in this document. Responders are instructed to read carefully the Instructions to this Request for Qualification (RFQ) for Uniform Samples. Samples shall be hand delivered or mailed and must be received no later than 11:00 a.m. (as per the Purchasing Department time clock) on Tuesday, March 20, Samples received after this date and time will not be considered. Samples shall be submitted and addressed as follows: Clayton County Public Schools Attention: Lonita B. Collier, Purchasing Department RFQ No , Athletic Uniform Samples 218 Stockbridge Road, Jonesboro, Georgia The Clayton County Board of Education will not be responsible for samples that are opened or misplaced due to improper marking. For identification purposes, the vendor's name and complete address must be clearly printed or typed on the outside of the envelope. All questions should be directed in writing to the Purchasing Department at purchasing@clayton.k12.ga.us with RFO , Athletic Uniform Samples in the subject line. Only questions received prior to 4:00 p.m., Monday, March 19,2012 (per the Purchasing Department time clock) will be considered. Answers to all vendor inquiries will be made via an addendum on our website. We appreciate your time in the preparation of your bid and for your interest in doing business with the Clayton County Board of Education. VISIT US AT OUR WEBSITE 1

2 SECTION I - PREPARATION AND SUBMISSION OF SAMPLES 1. INTRODUCTION I To be entitled for consideration, samples shall be submitted in accordance with the following instructions and must be received in the Office of the Director of Business Services of the Clayton County Public Schools, 218 Stockbridge Road, Jonesboro, Georgia 30236, not later than the date and time (determined by the time stamp in the CCPS Purchasing Department) set forth Iin the "Request for Qualification", at which time and place the samples will be submitted to the Athletic Department for evaluation. Clayton County Public Schools shall not be responsible for samples received after the date and time specified from couriers that deliver samples to locations other than the Purchasing Department. Samples received after the date time specified shall not be considered. 2. PURPOSE The purpose of this Request for Qualification/Samples is to develop a list of qualified brands to be used in the district's upcoming solicitation for athletic uniforms. Only those uniforms samples evaluated and determined to be of the quality the district is seeking will be added to the list of qualified brands for athletic uniforms. Failure to submit a sample will disqualify your brand from being added to the Approved Product List. The Owner for whom work will be executed is: Clayton County Public Schools, Georgia, hereinafter "CCPS" or "District". 3. PREPARATION OF SAMPLES a. In addition to the samples, bidders shall also submit complete manufacturer's specification sheet and technical information, shall accompany each sample. b. The Director of Business Services along with the Athletic Director shall be the sole judge in making determination as to the quality. c. CAUTION TO BIDDERS: The Purchasing Department is not responsible for locating or securing any information which is not identified in the RFQ. 2

3 SECTION I - PREPARATION AND SUBMISSION OF SAMPLES 4. VENDOR'S TERMS AND CONDITIONS CCPS shall not be bound by any terms and/or conditions included in any bidder's packaging, service catalog, brochure, technical data sheet or other documents which attempt to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation, CCPS purchase order, and any addendum(s) related to this solicitation/contract. 5. PURCHASING POLICY The CCPS Purchasing Policy, Purchasing Procedures and Regulations are incorporated in this solicitation (and, therefore, any contract awarded as the result of this solicitation) by reference. By acceptance of this solicitation a bidder, potential bidder, or contractor agrees to be bound by the CCPS Purchasing Policy and Purchasing Regulations in any issue or action related to this solicitation or subsequent contract resulting from this solicitation. 3

4 SECTION II - REQUEST FOR SAMPLES Clayton County Public School is seeking samples from athletic uniform vendors for each of the items listed on the following page. It is the district's intent to consolidate uniform and purchase all athletic uniforms from one vendor. Failure to submit samples for each of the items listed on the following page will disqualify the brand fromibeing added to the Approved Product List. 1. SAMPLES Samples shall be submitted not later than 11:00 a.m. Tuesday, March 20, 2012 to the CCPS Purchasing Department, Attention Lonita B. Collier, 218 Stockbridge Rd., Jonesboro, GA for evaluation. NOTE: Each sample shall be labeled with 1) the bidder's company name; 2) the name of the manufacturer and brand name & model number of the sample item; and 4) shall be accompanied by the manufacturer's specification sheet for the sample item. The outside of the package containing the sample shall clearly state "RFQ , ATHLETIC UNIFORM SAMPLE. If samples are not used or destroyed in testing, the bidder shall claim them after ten (10) days from the date of submittal or they will become the property of CCPS. 2. EVALUATION OF UNIFORMS CCPS shall have the absolute right to determine if the products meet the quality requirements terms of quality and other form, fit, and functional needs. in 3. MANUFACTURER'S SPECIFICATION SHEET Bidders shall provide the manufacturer's specification sheet with their sample for evaluation. Failure to do so shall render the vendor's samples non-responsive, thus ineligible for award. 4. CONTRACT AWARD Submission of samples is not a guarantee that your product will be placed on the Approved Product List. Approval of samples is not a guarantee that services/commodities will be ordered and does not constitute a contract. 5. OWNER'S REPRESENATIVE The owner's representative for this contract is Kevin May, Athletic Director or his designee. 4

5 REQUESTFORS~LES Please submit one (1) sample of each for the following uniforms. It is the district's desire to award one contract for all items and therefore samples are required for all items. Baseball Pants Cross Country Football High School High School Pant Middle School Middle School Pant Softball Pants Track Volleyball Soccer Golf Basketball Wrestlin2 Singlet Cheer (Optional) 5