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E. Acceptance of Terms and Conditions
1. General Terms and Conditions
I accept the General Terms and Conditions as listed on pages 10 to 20 of this IFB, except as listed below.
2. State/Agency Terms and Conditions
I accept the State/Agency Terms and Conditions as listed on pages 21 to 62 of this IFB, except as listed below.
3. Special Terms and Conditions
I accept the additional Terms and Conditions for category checked below, except as listed below.
______ A _____ B _____ C _____ D _____ E
Indicate G
General S IFB
State C page
Category number Term or Condition Exception
Signature (Must match cover sheet)
AEPA IFB 003 page 99 of 104 Due Friday, November 8, 2002
F. Bidders Support for AEPA/Agency Prices
The AEPA is a school procurement vehicle established in 2000 through a Memorandum of Understanding. Currently,
over 20 states have joined to issue a simultaneous Invitation For Bid (IFB). The procurement activities of AEPA are
limited to document preparation, distribution of the IFB, initial evaluation, and recommendation for possible approval to
member states. There is no cost or fee paid by any State agency to support AEPA. AEPA has no officers or formal
organizational structure; it consists of agency officials who have agreed to assist one another in meeting the public
purchasing needs of local school districts and other political subdivisions.
Bidders responding to this IFB will need to prepare one paper and one electronic/digital (CD or computer disk) copy.
This one response will allow bidders awarded contracts to market to schools serving millions of students. This saves a
vendor from having to respond to hundreds of separate bids, while providing a marketing opportunity of enormous
potential.
Contracts awarded through cooperative purchasing must meet the procurement laws of member agencies. When these
laws are satisfied, an individual school district using these contracts is deemed in compliance with bidding regulations.
They can issue purchase orders for any amount without the necessity to prepare their own IFB, RFP, or gather necessary
quotations. This saves the schools time and allows for economical and efficient purchasing.
State laws that permit or encourage cooperative purchasing contracts do so in the belief that lower prices will be the
result. A contract issued by a cooperative can be used by hundreds of separate political units; but if it has the same or
higher prices than what a single agency can get through its own bid, a cooperatively bid contract makes no sense.
Check the appropriate line in each section. A bid will be determined to be non-responsive if this page is blank or
unsigned.
Check either line 1, 2, or 3
1. _____ Prices will be the same we offer on single school district bids.
2. _____ Prices will be the same we offer to cooperatives an state purchasing
3. _____ Prices will be better than we offer to cooperatives or state purchasing offices.
If line the is checked, indicate the percent lower on single items that the best price ordinarily offered to educational
institutions, or state purchasing offices.
_____ Two percent (2%) ______ Three percent (3%) _____ Four percent (4%)
_____ Five percent (5%) ______ Six percent (6%) _____ Other (_______)
Additional quality or volume discounts are identified on the pricing page _____ Yes _____ No
Signature (Must match cover sheet)
AEPA IFB 003 page 100 of 104 Due Friday, November 8, 2002
G. Stockholders Report or History of Business
Public Companies must provide their most recent yearly report to stockholders. Private companies must
answer the five questions below.
1. Write a brief history of your company that includes the type of business and its philosophy of doing business.
If the bidder has recently purchased an established business, or has proof of prior success in this business, or a
closely related business, please provide written verification.
2. Indicate the location of the headquarters of the company. List any branch offices in the state of any AEPA
member. Provide the name, title, qualifications and experience of the employee, that will coordinate the work
and be the general contact for this contract.
3. For purposes of determining a bidder's ability to perform financially, attach a letter from your financial
institution that indicates the line of credit available to you currently, and evidence of financial stability over the
past three (3) years. Indicate in the text box who wrote the letter, the institution and the date of the letter. This
letter does not need to identify a dollar amount; instead, a credit range should be indicated. (For example,
“credit in the low six figures” or “a credit line exceeding five figures”).
4. Provide with this IFB a certificate of verification of comprehensive public liability insurance, to include
automobile liability, providing limits of not less than $1,000,000 per occurrence. Indicate in the text box your
insurance company and the date of expiration of your insurance. Proof of insurance is required before any work
can commence.
5. Name your key sales people, phone numbers and states for which they are responsible. It has been Agency’s
experience that a gap often exists between the management (those who respond to IFB’s) and sales staff (those
who contact the public educational institutions) that results in problems.
AEPA IFB 003 page 101 of 104 Due Friday, November 8, 2002
H1. PRICE LIST FOR THE FOLLOWING AREAS
Commercial Floor Covering, Grounds Equipment, and Paint
Use this form to price all equipment, services, supplies, and other commodities you wish to place on
contract. If you have a printed price list or catalog, you may attach it after Divider 3.
Description Retail Price % Discount Agency Price
Extended Warranty: ________________________ Shipping Charges:_____________________
Price Page ______ of ______ pages
AEPA IFB 003 page 102 of 104 Due Friday, November 8, 2002
AEPA IFB 003 page 102 of 104 Due Friday, November 8, 2002
H2. PRICE LIST FOR THE FOLLOWING AREAS
Office and Classroom Supply Catalog, Industrial Supply Catalog
Bidder shall provide a discount and price schedule. All price schedules shall follow the format and provide the
information listed below. Additional pricing and/or discounts may be included. Electronic price lists (3.5"
disks, zip disks or CD's) must clearly be identified/labeled by including the vendor name, name of the bid and
date. These must be placed in a protective pouch. Electronic price lists shall be in Microsoft Excel 2000 or
less and shall allow for sorting on any of the six fields listed below. Price data must be those for OCTOBER
15 for audit purposes.
1 Manufacturer
2 Manufacturer part number
3 Vendor Part number (if different from manufacturer part number)
4 Product description
5 Percentage discount from list price
6 Final agency price (excluding freight)
Also include information on Extended Warranty.
Provide Agency prices for all extended warranty plans.
Manufacturer
Manufacturer
Agency price
part number
Vendor Part
Percentage
description
discount
Product
number
AEPA IFB 003 page 103 of 104 Due Friday, November 8, 2002
AEPA IFB 003 page 103 of 104 Due Friday, November 8, 2002
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