Fayette County Public Schools Sealed Solicitation
Title: Promotional Items Catalog Discount
Deadline: 12/4/2023 2:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 02-24
Description: At minimum, the scope of services required to be provided by the selected suppliers are: to provide Promotional items to all of the District schools and departments: items defined as: to include, but are not limited to; customized items used to promote an event, service or district program/project including advertising specialties, incentives, business gifts, awards, prizes, imprinted and/or customized key chains, decals, note pads, pencils, pens, highlighters, portfolios, tote bags, mugs/glassware, lanyards, school planners, general novelty items, and any other promotional items to all of the District schools and departments on “as needed” basis.
Documents:
| Documents as of 11/13/2023 |
|---|
| RFP 02-24 Promotional Items Catalog Discount.pdf |
| RFP 02-24 Promotional Items Catalog Discount Attachment A.xlsx |
Addition 1
Posted: 2/27/2024
Type of Addition: Award Information
Documents:
Question 1
Posted: 11/15/2023
Question: What color would you prefer the items to be in? For the 20oz Water Bottle, did you want the same color lid and bottle or different? What color(s)? Are alternatives accepted? If not, can you provide links to the specific item(s)? Regarding the chap stick, do you want flavored or no flavor? Please confirm if you would like all items delivered to: FCPS Purchasing Department 1126 Russell Cave Road, Rm 137 Lexington, KY 40505
Response: THIS IS NOT A LINE ITEM BID - SAMPLE PRICE LIST WILL BE USED IN COST PROPOSAL EVALUATION What color would you prefer the items to be in? No preference For the 20oz Water Bottle, did you want the same color lid and bottle or different? No preference What color(s)? No preference Are alternatives accepted? No, pricing should be for the same type of items on list If not, can you provide links to the specific item(s)? NO, this is a sample price list and is not for specific items. This is not a line item bid. Regarding the chap stick, do you want flavored or no flavor? No preference Please confirm if you would like all items delivered to: FCPS Purchasing Department 1126 Russell Cave Road, Rm 137 Lexington, KY 40505 - Delivery would be indicated on the Purchase Order but usually it would be to the district warehouse at 1126 Russell Cave Road.
Question 2
Posted: 11/15/2023
Question: Is the district wanting samples of each item on the sample list?
Response: Not at this time. If samples are needed during evaluation, vendors will be contacted directly.
Question 3
Posted: 11/16/2023
Question: What is current spend of contract? Could last Bid response, tabulation /excel file be provided? How do bookkeepers currently order - online catalog or through the awarded vendor per project?
Response: This is the first time we have had a bid for these type of items. In the past schools and departments could order from anyone they wanted as long as they followed the districts small purchase procedures. Since there is not a past bid we do not have any previous history, bid responses, tabulations or current spend. We are anticipating that the aggregate spend will be over $40,000 for the year.
Question 4
Posted: 11/16/2023
Question: The over all concept? To have the bookkeeper to order on the vendor website or to reach out to vendor for each project or both
Response: They would reach out to the vendor for each project.
Question 5
Posted: 11/16/2023
Question: Page 12 point 14, can you please provide some more information on the Safety Data Sheet that would need to be provided? Is there an example that could be provided?
Response: This is standard language in all our solicitations and applies to chemicals when janitorial supplies or other similar items are ordered and would not apply to this solicitation.
Question 6
Posted: 11/16/2023
Question: Page 5 point 25 states there would need to be a bond for any PO's over a certain dollar amount. It looks like this is probably only for construction bids, but wanted to ensure that this doesn't apply to this bid?
Response: This only applies to construction projects and does not apply to this solicitation.
Question 7
Posted: 11/16/2023
Question: Page 11 point 7, when the contract is awarded will FCPS be limited to purchasing goods only from the Approved Vendor List?
Response: This is not an exclusive contract (will be a multiple award) but approved vendors should be used for all purchases unless the purchase has sufficient reasoning for not be from an approved vendor. All purchases are reviewed for compliance. A vendor is considered an approved vendor if the have been awarded a bid from the district, the state or from of one of the purchasing cooperatives that the district is part of.
Question 8
Posted: 11/16/2023
Question: From reading the contract we understand unit cost quoted shall include freight. How would you want setup, proof and digitizing fees shown?
Response: That can be provided on a separate sheet. Unit cost should be based on one color using the FCPS logo on the cover page.
Question 9
Posted: 11/16/2023
Question: Does FCPS plan to implement some type of timeline for their order process? For example the following is verbiage from another government contract? Delivery for all orders is required within thirty (30) days after receipt of delivery order however, due to current supply chain issues, when a delay occurs, vendor shall immediately give notice to the requesting agency and keep the agency advised of the status until agency has received final delivery. Acceptable reasons for delayed delivery are: Acts of God (floods, hurricanes, etc.), acts of government, fire, pandemics, war, or actions beyond the control of the vendor. It is understood that some items may be designated as special order, rush delivery, etc., therefore delivery times will be determined by mutual agreement, in writing, of the vendor and the requesting agency.
Response: Not at this time. Delivery timeline of order should be given to the school/department at the time a quote is requested.
Posted: 2/27/2024
Type of Addition: Award Information
Documents:
Posted: 11/15/2023
Question: What color would you prefer the items to be in? For the 20oz Water Bottle, did you want the same color lid and bottle or different? What color(s)? Are alternatives accepted? If not, can you provide links to the specific item(s)? Regarding the chap stick, do you want flavored or no flavor? Please confirm if you would like all items delivered to: FCPS Purchasing Department 1126 Russell Cave Road, Rm 137 Lexington, KY 40505
Response: THIS IS NOT A LINE ITEM BID - SAMPLE PRICE LIST WILL BE USED IN COST PROPOSAL EVALUATION What color would you prefer the items to be in? No preference For the 20oz Water Bottle, did you want the same color lid and bottle or different? No preference What color(s)? No preference Are alternatives accepted? No, pricing should be for the same type of items on list If not, can you provide links to the specific item(s)? NO, this is a sample price list and is not for specific items. This is not a line item bid. Regarding the chap stick, do you want flavored or no flavor? No preference Please confirm if you would like all items delivered to: FCPS Purchasing Department 1126 Russell Cave Road, Rm 137 Lexington, KY 40505 - Delivery would be indicated on the Purchase Order but usually it would be to the district warehouse at 1126 Russell Cave Road.
Posted: 11/15/2023
Question: Is the district wanting samples of each item on the sample list?
Response: Not at this time. If samples are needed during evaluation, vendors will be contacted directly.
Posted: 11/16/2023
Question: What is current spend of contract? Could last Bid response, tabulation /excel file be provided? How do bookkeepers currently order - online catalog or through the awarded vendor per project?
Response: This is the first time we have had a bid for these type of items. In the past schools and departments could order from anyone they wanted as long as they followed the districts small purchase procedures. Since there is not a past bid we do not have any previous history, bid responses, tabulations or current spend. We are anticipating that the aggregate spend will be over $40,000 for the year.
Posted: 11/16/2023
Question: The over all concept? To have the bookkeeper to order on the vendor website or to reach out to vendor for each project or both
Response: They would reach out to the vendor for each project.
Posted: 11/16/2023
Question: Page 12 point 14, can you please provide some more information on the Safety Data Sheet that would need to be provided? Is there an example that could be provided?
Response: This is standard language in all our solicitations and applies to chemicals when janitorial supplies or other similar items are ordered and would not apply to this solicitation.
Posted: 11/16/2023
Question: Page 5 point 25 states there would need to be a bond for any PO's over a certain dollar amount. It looks like this is probably only for construction bids, but wanted to ensure that this doesn't apply to this bid?
Response: This only applies to construction projects and does not apply to this solicitation.
Posted: 11/16/2023
Question: Page 11 point 7, when the contract is awarded will FCPS be limited to purchasing goods only from the Approved Vendor List?
Response: This is not an exclusive contract (will be a multiple award) but approved vendors should be used for all purchases unless the purchase has sufficient reasoning for not be from an approved vendor. All purchases are reviewed for compliance. A vendor is considered an approved vendor if the have been awarded a bid from the district, the state or from of one of the purchasing cooperatives that the district is part of.
Posted: 11/16/2023
Question: From reading the contract we understand unit cost quoted shall include freight. How would you want setup, proof and digitizing fees shown?
Response: That can be provided on a separate sheet. Unit cost should be based on one color using the FCPS logo on the cover page.
Posted: 11/16/2023
Question: Does FCPS plan to implement some type of timeline for their order process? For example the following is verbiage from another government contract? Delivery for all orders is required within thirty (30) days after receipt of delivery order however, due to current supply chain issues, when a delay occurs, vendor shall immediately give notice to the requesting agency and keep the agency advised of the status until agency has received final delivery. Acceptable reasons for delayed delivery are: Acts of God (floods, hurricanes, etc.), acts of government, fire, pandemics, war, or actions beyond the control of the vendor. It is understood that some items may be designated as special order, rush delivery, etc., therefore delivery times will be determined by mutual agreement, in writing, of the vendor and the requesting agency.
Response: Not at this time. Delivery timeline of order should be given to the school/department at the time a quote is requested.