PLEASE NOTE: At the bottom of this workbook are tabs. Please review
Southeast Kansas Education Service Center – Greenbush
The Southeast Kansas Education Service Center – Greenbush Bidding Advisory Committee
met on March 16, 2011 and awarded bids for Copy Paper , Basketball and Wrestling
Price lists are available to your district by any of the following methods –
1) Paper copies mailed direct to your district
2) Download from the Greenbush’s Cooperative Purchasing web page -
Purchase orders with orders attached, should be made to each vendor and returned to
Greenbush prior to April 25, 2011.
You are the designated person for your district to receive this information via email.
Please share this message with persons in your district that would have interest in these
If you have any questions or problems concerning this process, please contact
Cinda Holmes – firstname.lastname@example.org
Russ Wilcox - email@example.com
Chief School Administrators
PURCHASE ORDERS - COPY PAPER
The Southeast Kansas Education Service Center (Greenbush) Bid Advisory Committee met on
March 16, 2011 and awarded bids for Copy Paper. Enclosed are copies of the successful bid
prices awarded to xpedx of Olathe KS.
xpedx will guarantee delivery by August 6, 2011. In an effort to better serve our districts xpedx
will attempt to deliver paper in May, June and July. Please indicate on each purchase order
which months your district can accept delivery and include a contact person and phone number.
xpedx will work with districts requesting delivery prior to July 1, but needing invoiced after July
For your convenience, please complete the order form and attach it to your purchase order. The
purchase order should be issued to the appropriate vendor stating "Items as per attached list" in
the description section on the front of the purchase order. This method should save your staff
clerical time in compiling orders. Please list all billing and delivery information that the
successful bidder should be provided.
Please keep one copy of your signed purchase order and bid summary and submit the original to
Greenbush, ATTN: Cinda Holmes, prior to April 25, 2011. The Greenbush staff will
combine and submit your purchase orders to the successful bidder for acknowledgement and
Price lists are also available on Microsoft Excel and can be accessed at
If you have received the price lists in paper form but would prefer to have it sent to you
electronically, please contact our office.
If you have any questions concerning this procedure, please call Cinda Holmes or Russ Wilcox
Cooperative Purchasing Coordinator
Invitation for Bid
Bid number – #ESC-COPYPAPER2011-2012
Date and Time Due – March 9, 2011, 3:00 PM
The Southeast Kansas Education Service Center (Greenbush) Bidding Advisory Committee, on behalf
of its participating schools, is currently seeking bids for items that reside under the category of Copy
Paper, and are listed within the enclosed bid specifications.
Responses to this Invitation for Bid must be received at the Southeast Kansas Education Service
Center (Greenbush) no later than 3:00 PM, March 9, 2011, in sealed envelopes with the bid number
and the scheduled date of the bid opening clearly marked on the outside, in the lower left-hand corner
of the envelope. Vendors sending bids by common carrier be advised Southeast Kansas Education
Service Center (Greenbush) is in a rural area and carriers are not required to meet their guaranteed
delivery deadline. Faxed copies will be accepted only if the signed original bid document is delivered
to the Southeast Kansas Education Service Center (Greenbush) within 24 hours.
Bid responses should be sent to:
Southeast Kansas Education Service Center (Greenbush)
Attn: Cinda Holmes, Cooperative Purchasing Coordinator
PO Box 189
947 W. Hwy 47
Girard, KS 66743
Vendor must be able to hold bid pricing until August 31, 2011, in accordance with Terms and
Conditions section “Length of Contract”.
Questions regarding any of the specifications or details of this Invitation for Bid should be directed to
Cinda Holmes or Russ Wilcox at the Southeast Kansas Education Service Center (Greenbush) -
Phone: (620) 724-6281
The Southeast Kansas Education Service Center (Greenbush) represents 130 school districts in
Kansas and Missouri, serving 230,000 students as well as several private and parochial schools and
Community Colleges. It is the intent of the Southeast Kansas Education Service Center (Greenbush)
in seeking bids for these items to provide participating schools access to the best possible products at
the most favorable prices.
All vendors must be registered with Southeast Kansas Education Service Center (Greenbush) in order
to participate in this Invitation for Bid (IFB). All vendors shall agree to abide by all local, state,
federal or otherwise applicable laws pertaining to this IFB. It is the responsibility of the vendor to
determine the applicability and requirements of any such laws and to abide by them.
A response to this solicitation is a bid to contract with the Southeast Kansas Education Service Center
(Greenbush) based upon the terms, conditions, and specifications contained in this request. A
solicitation does not become a contract unless and until it is accepted by the Southeast Kansas
Education Service Center (Greenbush) Bidding Advisory Committee.
All items are to be bid as shown in the accompanying specifications. All white copy paper shall be a
minimum 92% brightness. All paper products shall be of domestic origin . Only bids on item
specifications will be considered. Vendors will be required to supply specified brands and products
in new and excellent condition. Vendor catalog numbers will not be accepted. Unless otherwise
stated in the response to the IFB, bids will be considered “as specified”. Alternate bids will not be
considered unless authorized by a member of the Southeast Kansas Education Service Center
(Greenbush) Bidding Advisory Committee.
Vendors are encouraged to bid on all items listed in the bid specifications. Those items showing a „0‟
quantity history may be new additions to the list or have no immediate history total. Quantities listed
are based upon prior year history totals and do not guarantee quantities to be ordered from this IFB
Prices quoted are to be unique only to the Southeast Kansas Education Service Center (Greenbush)
and shall include all shipping and handling charges for delivery to Southeast Kansas Education
Service Center (Greenbush) member sites. Refer to “Terms of Contract”, “Administrative Fees” and
“Shipping Costs” for additional information concerning bid prices.
Vendor may request a pricing code that must appear on purchase orders in order for schools to
receive the pricing under this bid.
All bids must be received at the Southeast Kansas Education Service Center (Greenbush) no later than
3:00 PM, March 9, 2011. All bids must be in sealed envelopes with the bid number and scheduled
date of the bid opening clearly marked on the outside lower left-hand corner. Bid responses are to be
sent to: Cinda Holmes, Cooperative Purchasing Coordinator, Southeast Kansas Education Service
Center, P O Box 189 – 947 West 47 Hwy, Girard, Kansas 66743.
Vendors are requested to offer a discount for early payment. Vendors are also requested to offer bid
discounts from their catalog prices to cover items not identified in this bid. Any discount MUST
include a 2% administrative fee on all items. Vendors are invited to detail their proposal under this
section. All items under this provision will be considered independent from the regular IFB package.
Vendors are invited to provide information regarding their offerings via online purchasing methods
that they would like to make available.
All bidders and interested parties are invited to be present at the Bidding Advisory Committee bid
awarding at 9:00 AM, March 16, 2011, at the Southeast Kansas Education Service Center
Terms and Conditions
Administrative Fee: Southeast Kansas Education Service Center (Greenbush) requires that a 2%
administrative fee be included on every item bid. Administrative fees will be paid to the Southeast
Kansas Education Service Center (Greenbush), by the vendor, on a quarterly basis, beginning January
1 of the current year, for all items purchased during the preceding quarter from this IFB. Vendor shall
have 30 days after the end of each quarter to reimburse the Southeast Kansas Education Service
Center (Greenbush) for administrative fees from paid invoices received from participating schools
during that quarter. Vendor(s) past accounts with Southeast Kansas Education Service Center
(Greenbush) must be settled before the vendor‟s bid will be considered.
Amendment of Bid: A bid may be amended up to the time of opening by submitting a sealed letter
to the Purchasing Coordinator, Southeast Kansas Education Service Center (Greenbush).
Authority: This solicitation, as well as any resultant agreement, is issued under the general authority
of the state laws of Kansas. In addition, any relevant school district Procurement Rules published by
the Kansas State Department of Education are considered part of this contract. Cooperative
purchasing agreements between the Southeast Kansas Education Service Center (Greenbush) and
participating schools have been established under state law of the State of Kansas.
Awarding of Contract: Southeast Kansas Education Service Center (Greenbush) Bidding Advisory
Committee reserves the right to award the items listed in this IFB to single or multiple vendors, to
reject any or all bids in whole or in part, to “No Bid Award” items, to waive any minor formalities or
irregularities in any bids, and to accept bids which in its discretion and according to law, may be in
the best interest of its participating schools.
Total “All or None” bids may not be considered.
Multiple manufacturers can be awarded to one vendor. The intent of this bid is to award the largest
number of Brand/Manufacturers to the fewest number of vendors to reduce the cost of doing business,
and to encourage the most cost effective program possible. The decision by the Southeast Kansas
Education Service Center (Greenbush) Bidding Advisory Committee is final.
Successful vendors will be notified of the bid awards during the last week of March 2011.
The following consideration will given to current vendor’s past performance of -
1) Attention to detail of orders
2) Knowledge of product
3) Salespersons available at all times to answer questions
4) Pre-sale and post-sale support with individual districts as needed
5) Intervention with manufacturer as needed for defective product
6) Reports as requested by Southeast Kansas Education Service Center (Greenbush)
7) Value added services
8) Rapid response to all of the above
Bids from new vendors will be considered from references received with submitted bids. New
vendors shall include three letters of reference from educational cooperatives that are currently
utilizing bids awarded to their company.
Cancellation of Agreement: Southeast Kansas Education Service Center (Greenbush) and its
participating schools reserve the right to cancel the whole or any part of this agreement due to failure
by the vendor to carry out any obligation, term or condition of this agreement.
The Southeast Kansas Education Service Center (Greenbush) will issue written notice to the vendor
for acting or failing to act in any of the following:
1) Vendor provides material that does not meet the specifications of the agreement
2) Vendor fails to furnish the materials required within a reasonable amount of time
3) Vendor fails to adequately perform the services set forth in the specifications of the
4) Vendor fails to observe any of the terms and conditions of the agreement
5) Vendor fails to follow the established procedure for purchase orders, invoices, and
administrative fees as stipulated by the Southeast Kansas Education Service Center
(Greenbush) Bidding Advisory Committee.
6) Vendor fails to make progress in the performance of the contract and/or gives the
Southeast Kansas Education Service Center (Greenbush) Bid Advisory Committee reason to
believe that the vendor will not or cannot perform to the requirements of he contract
7) The Southeast Kansas Education Service Center (Greenbush) reserves the right to
immediately cancel the contract without penalty or recourse, in whole or in part, when the
agency determines that action to be in the best interest of the participating districts.
Southeast Kansas Education Service Center (Greenbush) Bidding Advisory Committee reserves the
right to cancel or suspend the use thereof, any agreement resulting from this IFB if the vendor files
bankruptcy protection, or is acquired by an independent third party. Upon receipt of the written
notice, the vendor shall have ten (10) business days to provide a satisfactory response to the Southeast
Kansas Education Service Center (Greenbush). Failure on the part of the vendor to address
adequately all issues of concern may result in cancellation of the agreement.
Vendor may cancel this agreement upon thirty (30) days written notice to Southeast Kansas Education
Service Center (Greenbush) Purchasing prior to the intended termination date (or on the yearly
anniversary) of the bid. Any termination shall not affect purchase orders already received from
schools that are in progress at the time the cancellation is received by Southeast Kansas Education
Service Center (Greenbush).
Defective / Damaged Goods: Vendor shall accept full responsibility and pay for return shipping
charges on any item received by the Southeast Kansas Education Service Center (Greenbush) or
participating schools that is found to be deficient in quality; defective in packaging; fails to meet
specifications; arrives in inoperable condition; or is an unauthorized substitution so as to render the
item unsuitable for its intended purpose.
Delivery: All items in this IFB are to have a guaranteed delivery date of no earlier than July 1, 2011,
and no later than August 3, 2011, unless delivery and invoice dates are otherwise specified on the
individual school purchase order, for all purchase orders received at Southeast Kansas Education
Service Center (Greenbush) by May 6, 2011.
Deliveries are to be made to the locations within each unified school district as will be specified on
the individual school purchase order. This may require packaging on a per teacher basis depending
upon the delivery instructions by the unified school district that is placing the order. Each order shall
contain a packing slip of its contents to assist in prompt processing of payments to the vendor.
All deliveries are to be made between the hours of 7:00 AM and 3:00 PM Monday through Friday,
except during school holidays and vacations.
Vendor will contact schools 24 hours prior to delivery.
Vendors are reminded of the necessity of adherence to the delivery dates so delivery will occur within
the specified time period. Items received prior to the requested delivery date may be rejected and
items received after the requested delivery date will be subject to cancellation. If a product is not
received by the completion date and it must be purchased on the open market, the difference in cost
will be charged back to the awarded vendor.
Discontinued Product: In the event that the manufacturer discontinues a product or model, it is the
vendor‟s responsibility to immediately contact the school issuing the purchase order. At that time the
school shall have the option to accept alternative product or cancel their order.
Force Majeure: Except for payments of sums due, neither party shall be liable to the other nor
deemed in default under this contract if and to the extent that such party‟s performance of this
contract is prevented by reason of Force Majeure. The term “Force Majeure” means an occurrence
that is beyond the control of the party affected and occurs without its fault of negligence. Without
limiting the forgoing, Force Majeure includes acts of God; fire; flood; or other similar occurrences
beyond the control of the contractor or the school district.
Invoicing: Vendor will invoice participating schools directly for purchase orders containing items
found within this IFB. All invoices of items purchased from this IFB must be dated after July 1,
2011, unless otherwise specified on the individual school purchase order. School payments will be
on a 45 day cash basis after receipt of invoice.
Late Shipments: In the event of deliveries that will be delayed for any reason, it will be the vendor
responsibility to immediately contact involved school and Southeast Kansas Education Service Center
(Greenbush). Participating schools have the right to cancel the order or accept alternative product. If a
product is not received by the completion date and it must be purchased on the open market, the
difference in cost will be charged back to the awarded vendor.
Length of Contract: Pricing quoted in bid shall be fixed through August 31, 2011. Vendor will be
allowed to adjust price only after a 45 day written notification to the Southeast Kansas Education
Service Center (Greenbush) Bidding Advisory Committee of price change for the remainder of the
Multiple Awards: In order to assure that any ensuing contracts will allow the Southeast Kansas
Education Service Center (Greenbush) to fulfill current and future requirements, the Bidding
Advisory Committee reserves the right to award contracts to multiple vendors. The actual use of any
contract will be at the sole discretion of Southeast Kansas Education Service Center (Greenbush) and
its participating schools. It is at the discretion of Southeast Kansas Education Service Center
(Greenbush) Bidding Advisory Committee to award multiple contracts, to award only one contract, or
to make no awards.
Ordering Process: The Southeast Kansas Education Service Center Bidding Advisory Committee
use the following ordering/delivery procedures:
1) Purchase orders will be issued by the individual school districts
2) Schools receiving the Greenbush bid tab summary will forward purchase orders to
Southeast Kansas Education Service Center staff for review
3) Southeast Kansas Education Service Center staff will compile received school purchase
orders and forward to the successful vendors during the first week of May 2011
4) Vendor will contact schools 24 hours prior to delivery
5) Vendors will deliver schools orders to each delivery site as specified on purchase orders
6) Vendors must issue invoices direct to ordering school district as specified on purchase
7) Vendors must notify Southeast Kansas Education Service Center (Greenbush) within 30
days of orders received direct from school
Price Adjustment: Prices quoted for items shall be fixed for the stated length of this contract.
Should a price adjustment become necessary during the length of this contract, vendor will notify the
Southeast Kansas Education Service Center (Greenbush) Bidding Advisory Committee in writing of
the request for price adjustment. Upon approval, price adjustment will not take effect for at least 45
days after notification of award of items to the vendor, and will only apply through the remaining
length of this IFB. The approved price adjustment will not apply to school purchase orders received
prior to execution of the written notice from the vendor.
Product Safety: Vendors are responsible to insure that all items meet applicable safety codes and that
all electrical equipment will be Underwriters Laboratory approved.
Public Record: All bids submitted to this IFB shall become the property of the Southeast Kansas
Education Service Center (Greenbush) and will become a matter of public record, available for
review, subsequent to the award notification. Bids may be viewed at Southeast Kansas Education
Service Center (Greenbush), 947 W. Hwy 47, Girard, KS 66743 under the supervision of Cinda
Holmes or her designee.
Quantities: Vendor hereby acknowledges that quantities listed are estimates based on history total.
Those items showing a „0‟ quantity history may be new additions to the list or have no immediate
history total. There is no guarantee that quantities will be greater than or smaller than these estimates
and are not a condition of this bid.
Restocking Fees: A restocking fee may only be charged on products ordered and that have been
delivered to the participating school‟s site. Restocking fees in excess of 15% will not be allowed;
restocking fees may be waived, at the option of the vendor.
Right of Assurance: Whenever one party to this contract, in good faith, has reason to question the
other party‟s intent to perform, he/she may demand that the other party give a written assurance of
this intent to perform.
Right of Refusal: The Southeast Kansas Education Service Center (Greenbush) Bidding Advisory
Committee reserves the right to refuse any and all bids, reject any and all bids and/or the selection of
item by item.
Each individual board of education or school governing body reserves the right to return any item that
does not meet the specifications and requirements listed for that item in this IFB.
Shipping Costs: All prices submitted in this IFB are to be quoted Freight Prepaid Destination to
individual Southeast Kansas Education Service Center (Greenbush) participating school sites.
Exception is made for purchase orders that total under $100.00. Delivery locations will be specified
on each individual purchase order and may require packaging on a per teacher basis.
Substitutions: If a contractor is temporarily out of stock of a particular item, an equal or superior
product at an equal or lower price may be delivered with prior approval of the school district. If the
contractor is unable to deliver a product or an approved substitute product, the school district shall in
good faith and in at its sole discretion, purchase a product of equal or greater quality from another
source. The contractor shall pay the difference in the amount paid for the substituted product and the
amount of the contracted price.
If a substitution is needed, the vendor must contact Southeast Kansas Education Service Center
(Greenbush) and all school districts placing orders to receive the original bid product. Districts shall
be allowed to accept or decline the product. If an unauthorized substitution is made of items specified
in this IFB, they will be immediately replaced by the vendor at no expense to the districts ordering
from this bid. Southeast Kansas Education Service Center (Greenbush) Bidding Advisory Committee
reserves the right to remove the vendor from future IFB solicitations in the event of unauthorized
Tax Exempt: Purchases made by Southeast Kansas Education Service Center (Greenbush) and
participating schools from this IFB are exempt from state or local sales taxes and federal excise taxes.
The official state tax exemption letter will be furnished upon request.
Vendor Compliance: Vendors who fail to comply with any of the Terms & Conditions of this IFB,
who do not submit a bid or no bid, or who fail to deliver the specified items or brands listed in the
IFB will be subject to removal from the registered vendor mailing list.
Vendor Registration: Vendors must be registered and approved by the Southeast Kansas Education
Service Center (Greenbush) Bidding Advisory Committee for consideration.
Vendor Representative: Vendor will provide the name and phone number of the company
representative assigned for customer service issues and problem resolution for all orders under this
IFB. Representative must be available during regular business hours, 8 AM – 4 PM, Monday through
Friday during the length of this contract.
Warranties: Vendor shall be responsible for providing the manufacturers standard warranty and
shall, upon request, supply the name and location of available repair sources to the participating
Vendor Performance Evaluation
The vendor‟s ability to meet bid requirements will be an important consideration in the evaluation of
this bid. Compatibility of items presently in use with the participating schools will be a consideration
in the award of items listed in this IFB.
The Southeast Kansas Education Service Center (Greenbush) and/or members(s) of the Bidding
Advisory Committee will undertake an investigation as necessary, to determine the ability of the
vendor to meet the specifications as outlined in this IFB.
The following considerations will be used to evaluate each bid-
• The unit cost of each item bid
• The vendor‟s prior experience with the Southeast Kansas Education Service Center
(Greenbush) and its participating schools meeting all terms of the agreement
• Vendor‟s ability to provide the products specified, and to meet scheduled delivery dates and
times as determined from prior bid awards.
• Compliance to required freight terms.
• Compliance to price guarantees.
• Product quality
• Product yield information
• Additional factors deemed appropriate by the Southeast Kansas Education Service Center
(Greenbush) Bidding Advisory Committee.
Vendors who are awarded bids will be required to enter into a formal participation agreement under
Cooperative Purchasing Coordinator
ORDERING AND DELIVERY SCHEDULE
March 9, 2011 Bids returned to ESC
March 16 Bids Awarded - 9 AM@ Greenbush
March 30 Price Lists to Schools
Copy Paper 2011
Ordering and Delivery Schedule
March 9, 2011 Bids returned to ESC
March 16 Bids Awarded - 9 AM@ Greenbush
March 30 Price Lists to Schools
April 25 School Purchase Orders returned to Greenbush
May 6 Orders sent to Suppliers
August 3 Delivery to Schools Completed
March 9, 2011 Bids returned to ESC
Helpful tips for placing orders and answers to • Keep a copy of all orders for your files.
frequently asked questions about Cooperative
Price lists are available electronically on Excel • Do Not Send the purchase orders to the
and can be accessed at vendor. Orders must have the Greenbush
http://www.greenbush.org/Procurement/coop.html stamp placed on it by our department,
otherwise, you will not receive bid pricing!
• An index is included with each price list • MAIL PURCHASE ORDERS TO:
which may be used as an easy reference to Southeast KS Education Service Center
locate any item on the bid. The index is to be Attn Cinda Holmes
used only as a reference pages, do not use PO Box 189 - 947 W 47 Hwy
these pages to enter your orders Girard KS 66743
• Using the price list, mark the quantity of the • Please follow the Cooperative Purchasing
item(s) you wish to order. Calendar and have your purchase orders
returned to the SEKESC prior to the
• Purchase Order Information: • Yes, you may send your orders in on the van
Make purchase orders to the appropriate
vendor, (i.e. Tom Thomas)
• Attach only the pages containing requested • Orders will be shipped direct to your schools
items from the price list(s) to your purchase from the vendors.
• If the vendor (i.e. Tom Thomas) has won • Vendors will invoice districts directly.
items in more than one catalog (i.e. General
Supplies and Audio Visual), you may combine
the orders from both catalogs and attach them
to one purchase order if you wish.
• Suggestion - Under the “Description” If you have ...questions, please contact Laura
column on the front of the purchase order, Bennett or Cinda Holmes at 620/724-6281.
you may write “As Per Attached List(s)”. By
doing this step, your district will not need to
list each item on the front of the purchase
• Check your shipping address and billing
address. Does the purchase order have a
contact name and phone number? Sometimes
the vendors have questions and need to