Bid Information

  • Large value purchases are subject to district policies requiring an open and competitive bid process resulting in the district obtaining quality products and services at fair and reasonable pricing, and in the best interest of the district. In all instances of competition, the Procurement Department will collaborate with end users and provide guidance to ensure the district’s needs are met at the lowest possible cost under the most advantageous terms and conditions available.

    Bid and proposal solicitations may be found on the IonWave website. Vendors are instructed to register as a bidder on the free site in order to receive automatic notification of future bid opportunities, based on commodity codes they select.

    View our IonWave New Supplier Registration Instructions (PDF)

    Visit our bidding website

     

Terms and Conditions for All Bids Issued

      1. SCOPE: The following conditions shall prevail unless otherwise modified by Olathe Public Schools within this bid document. Olathe Public Schools reserves the right to reject any bid which takes exception to these terms and conditions.
      2. DEFINITIONS AS USED HEREIN:
        1. The term "bid request" means a solicitation of a formal sealed bid.
        2. The term "bid" means the price offered by the bidder.
        3. The term "bidder" means the offerer or vendor.
        4. The term "District" means Olathe Public Schools.
        5. The term "Board of Education" or "BOE" means the governing body of Olathe Public Schools.
      3. ACCURACY OF BID: Each bid is publicly opened and is made part of the public record of the District on the day and time of the online bid. Therefore, it is necessary that any and all information submitted is accurate.
      4. SUBMISSION OF BID: Bids are to be submitted electronically prior to the due date and time specified. Late bids will be disallowed. Bids will not be accepted via e-mail or hardcopy due to the nature of the sealed bid process.
      5. ADDENDA: All changes in connection with this bid will be issued by the Purchasing Office in the form of an electronic addendum issued via the IonWave site. Signed acknowledgment of receipt of each addendum must be submitted with the bid.
      6. LATE BIDS AND MODIFICATION OR WITHDRAWALS: Bids received after the deadline designated in the electronic bid document shall not be considered. Bids may be withdrawn or modified prior to the bid opening.
      7. BIDS BINDING: All bids submitted shall be binding upon the bidder if accepted by the District within ninety (90) calendar days after the bid opening.
      8. EQUIVALENT BIDS: When brand or trade names are used in the bid invitation, it is for the purpose of item identification and to establish standards for quality, style and features. Bids on equivalent items of substantially the same quality, style and features are invited unless items are marked "No Substitute." Equivalent bids must be accompanied by descriptive literature and/or specifications to receive consideration. Demonstrations and/or samples may be required and shall be supplied at no charge to the District.  District personnel will make the final decision as to questions of suitability and equivalency of substitute items.
      9. NEW MATERIALS, SUPPLIES OR EQUIPMENT: Unless otherwise specified, all materials, supplies or equipment offered by the bidder shall be new, unused, of recent manufacture, first class in every respect, and suitable for their intended purpose. All equipment shall be assembled, fully serviced and ready for operation when delivered. Items must be manufactured in compliance with all existing legal or governmental directives.
      10. QUANTITY OF ORDER: The Board of Education reserves the right to increase or decrease the quantity of any item bid by up to 20% at the time of the award without change in the bid price.
      11. WARRANTY: Supplies or services furnished as a result of this bid shall be covered by the most favorable commercial warranties, expressed or implied, that the bidder and/or manufacturer gives to any customer. The rights and remedies provided herein are in addition to and do not limit any rights afforded to the District by any other clause of this bid. The District reserves the right to request from bidders a separate manufacturer certification of all statements made in the proposal.
      12. METHODS OF AWARD AND NOTIFICATION: Bids will be analyzed and awarded to the lowest responsible bidder(s) whose bid(s) conform(s) to the specifications. The District reserves the right to:
        1. Reject any or all bids and any part of a bid.
        2. Waive informalities, technical defects and minor irregularities in bids received.
        3. Award the bid on an item by item basis, by specified groups of items or to consider bids submitted on an "all or nothing" basis if the bid is clearly designated as such or when it is determined to be in the best interest of the District.
        4. The signed bid shall be considered an offer on the part of the bidder; such offer shall be deemed accepted upon the issuance by the District of a purchase order or other contractual document.
      13. DELIVERY TERMS: All deliveries shall be F.O.B. stated location as indicated in the Delivery Location Column or as otherwise stated. All freight charges shall be included in the bid price. If the supplier refuses or fails to make deliveries of the materials or supplies within the time specified on the face of the request for bid or the purchase order, the Board of Education may by written notice terminate the right of the supplier to proceed with deliveries on such part or parts thereof as to which there has been delay.
      14. DAMAGED AND/OR LATE SHIPMENTS: The District has no obligation to accept damaged shipments and reserves the right to return, at the vendor's expense, damaged merchandise even though the damage was not apparent or discovered until after receipt of the items. The vendor is responsible to notify the District Purchasing Office of any late or delayed shipments. The District reserves the right to cancel all or any part of the order if the shipment is not made as promised.
      15. CREDIT TERMS: Bidder shall indicate all discounts for full and/or prompt payment. Discounts shall be considered as a cost factor in the determination of award. Discounts offered shall be computed from date of receipt of correct invoice or receipt and acceptance of products, whichever is later.
      16. SELLERS INVOICE: Invoices shall be prepared and submitted in duplicate to address shown on the purchase order. Separate invoices are required for each Purchase Order. Invoices shall contain the following information: Purchase order number, item number, description of supplies or services, sizes, unit of measure, quantity, unit price and extended totals.
      17. TAX EXEMPT: The District and its agencies are exempt from state and local taxes by KSA 79-3606. Status of all transactions under the order(s) that shall be derived from this bid request shall be deemed to have been accomplished within the State of Kansas. Bids are to be made in consideration of the District's tax-exempt status.
      18. SAFETY: All materials, supplies, and equipment shall comply with the federal Occupational Safety and Health Act, as well as any pertinent federal, state and/or local safety or environmental codes.
      19. DISCLAIMER OF LIABILITY: The District, or any of its agencies, will not hold harmless or indemnify any bidder for any liability whatsoever.
      20. HOLD HARMLESS: The bidder agrees to protect, defend, indemnify and hold the BOE, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of the error, omission or negligent act of the contractor. Without limiting the generality of the foregoing, and all such claims, etc. relating to personal injury, infringement of any patent, trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in the indemnity hereunder. The bidder further agrees to investigate, handle, respond to, provide defense for and defend any such claims, etc., at his/her sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent.
      21. LAW GOVERNING: All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Kansas.
      22. ANTI-DISCRIMINATION CLAUSE: No bidder on this request shall in any way, directly or indirectly, discriminate against any person because of age, race, color, handicap, sex, national origin, or religious creed.
      23. CONCERNS WITH BID PROCESS: All concerns related to this bid, the specifications, conditions, terms, process and/or procedures of evaluation; must be expressed in writing to the District before the bid opening.
      24. QUESTIONS PERTAINING TO BID:  Questions should be directed to the contact name as identified on the bid cover sheet at 780-7000.

     

    Notice of Non-Discrimination

    The Olathe Public Schools prohibit discrimination on the basis of race, color, ethnicity, national origin, sex, disability, age, religion, sexual orientation or gender identity in its programs, activities or employment, and provides equal access to the Boy Scouts and other designated youth groups to its facilities as required by: Title IX of the Education Amendments of 1972, Title VI and Title VII of the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act (ADA), the Individuals with Disabilities Education Act, Section 504 of the Rehabilitation Act of 1973, the Equal Access Act of 1984 and other relevant state and federal laws as amended. Inquiries regarding compliance with applicable civil rights statutes related to race, ethnicity, gender, age discrimination, sexual orientation, gender identity or equal access may be directed to Staff Counsel, 14160 S. Black Bob Road, Olathe, KS 66063-2000, phone 913-780-7000. All inquiries regarding compliance with applicable statutes regarding Section 504 of the Rehabilitation Act and the Individuals with Disabilities Education Act and the Americans with Disabilities Act may be directed to the Assistant Superintendent of Support Services, 14160 S. Black Bob Rd. Olathe, KS 66063-2000, phone 913-780-7000. Interested persons including those with impaired vision or hearing, can also obtain information as to the existence and location of services, activities and facilities that are accessible to and usable by disabled persons by calling the Assistant Superintendent of Support Services. (03/19)