This is a service / maintenance or supply contract in Mesa, Arizona. Contact the soliciting agency for additional information.

It is the intent for Mesa Unified School District #4 to seek the services of qualified suppler/s / contractors to provide locks, panic devices and door hardware to our lock shop / structural shop and any of our facilities throughout the district. The first year of this contract is scheduled to cover from July 01, 2024 through June 30, 2025. Subsequent years for this contract would be based on the level of service, cost for future year(s), and the general impact to the District. Background The District estimates that it's spend is approximately $300,000.00 each year on locks, panic devices and door hardware. This is an estimated amount only and no actual amount is intended to be guaranteed or implied. Question Submission Deadline:May 24, 2024, 2:00pm Scope of Work Mesa Unified School District #4 is seeking unit pricing on locks, panic devices and door hardware stocked in the Operations Warehouse located at 555 South Lewis Street, Mesa, Arizona 85210 as well as percentage discount off of manufacturer's price list on "as needed" orders. A copy of the manufacturer's price list must accompany each bid for each brand submitted. It is estimated that the District spends approximately $300,000.00 per year on locks and door hardware. Last day for questions will be: May 24, 2024. Category 1 (Warehouse Stock) There is a total of approximately 67 items contained in Category 1 of this Request for Bid. Bid items referenced in this solicitation represent the present inventory of locks and door hardware stocked in the Operations Warehouse. This category will be awarded on a line by line basis. Category 2 (% Discount Off of Manufacturer Price List) There are approximately 40 Brands of locks and/or door hardware contained in Category 2 of this Request for Bid. Bid Brands referenced in this solicitation represent the brands used most frequently throughout the District. Responding vendors are to fill in the percentage discount offered to the District in each sub-category for each brand listed. If a percentage discount will be offered in Category 2, then the answer to question number 10.1 should be "Yes". Question 10.1.1 will appear so that Electronic copies of Manufacturer price lists can be uploaded for each brand submitted. The manufacturers price lists must accompany this bid for each brand being submitted. No percent (%)-off award will be made to suppliers that do not submit manufacturers published price lists. If additional brands are offered that are not listed, vendors should submit an attachment with the percentage off of Manufacturer Price List for each sub-category and each brand submitted. Vendor must submit electronic copies (pdf or other) of manufacturer price lists for these brands, as well. On occasion, the District will need to order some items in bulk. If it is found that the items can be purchased at a better price by ordering in bulk, the District reserves the right to purchase these items off contract Sub-category descriptions: "A" "Locks and Panic Devices" include but are not limited to: all locks, padlocks and panic devices. "B" "Repair Parts" include but is not limited to: parts to repair lock mechanisms, panic devices and closures. "C" "Keys and Cylinders" include but are not limited to: keys, cores and cylinders. "D" "Door Hardware" include but is not limited to: closures, trim, kick plates, weather stripping, hinges and sweeps. "E" "Communicating/Electronic Locks/Panic Devices" include but not limited to: electronic communicating locks and panic devices. "F" "Tools/Tooling" include but not limited to: tools and/or tooling for all manufacturers listed. All items contained in this bid are to be FOB Mesa Schools Operations Warehouse, 555 South Lewis Street, Mesa, Arizona 85210. ADDED INVENTORY ITEMS AFTER AWARD Future locks and door hardware items added to the Operations Warehouse inventory will be evaluated on an item-by-item basis. All vendors having received award of contract shall have the opportunity to offer a bid on new warehouse items through a separate bidding process. Once the District has determined vendor(s) receiving award, the bid will be amended to incorporate these additional items. PRICING AND MANUFACTURER'S INCREASES All percentage off of manufacturer list pricing shall be held firm for the entire length of the contract. If there are changes in the Manufacturer's Price List an electronic copy (pdf format) must be submitted to the District within 10 days of receipt of change. Line item bid pricing shall be firm for the period July 01, 2024 through June 30, 2025 with the following exception: o When an awarding vendor receives notice of a manufacturer's increase in prices, the vendor shall submit a copy of the original letter from the manufacturer to Gary Barkman, Supervisor Procurement Specialist I, clearly identifying the manufacturer's percentage of increase. In addition, the vendor shall indicate to Mesa Schools the bid items that are affected by the manufacturer's increase. Vendor shall clearly reference Bid #25-16MB on all correspondence and attachments. o After the letter has been received, Mesa Schools will notify the vendor of receipt of the letter of increase and the District shall have thirty (30) days to adjust the increased pricing (see Attachment A - "Notice of Receipt of Manufacturer's Increase".) o Vendor shall not adjust their product prices until the end of this thirty (30) day period. After the thirty day period, vendor shall adjust the cost of the product(s) only by the percentage noted in the manufacturer's increase in prices. No additional increases beyond the manufacturer's increase shall be applied to the product(s) during the contract period July 01, 2024 through June 30, 2025. (Ex: manufacturer's increase of 7% on items that cost $100.00, if approved can only increase the current price of $100.00 to $107.00) No manufacturer's increases shall be awarded during the first six months, following an approved "annual" escalation, increase within years two through five, SECOND THROUGH FIFTH YEAR CONTRACTS The District may extend contracts annually for the period July 01, 2025 through June 30, 2029. In the pricing response pages, indicate if your company intends to apply a percentage increase to all bid prices in Category 1 over and above manufacturer's increases by making a notation of the intended percentage increase in the space provided. If your company intends to increase prices based upon manufacturer's increase, please indicate this, as well. Category 2 percentage discounts shall remain firm through the entire length of the contract. RESPONSE PAGES Vendors may be interested in responding to all or a part of this bid. Responding vendors are to be aware of the following response requirements: o Your company will be considered responsive on each line item that has been filled in completely. o Your company will be considered non-responsive only on the line items that have been left blank, are illegible, are incomplete or in which you have indicated N/A (not applicable). o For a supplier/vendor to be considered for the Percent (%)-Off Price List portion of this bid, they must be awarded on one (1) or more individual line items listed for warehouse stock. The line items awarded for warehouse stock must be maintained or renewed, with allowable price increases for subsequent years, where applicable. o If a supplier/vendor does not maintain/renew pricing for individual line items awarded for warehouse stock, the supplier/vendor shall not be allowed to continue the Percent (%)-off price list portion of this bid. The disqualification will occur when the line item is dropped and continue to the expiration of contract. o In emergency situations when the awarded vendor cannot deliver awarded items immediately due to lack of stock on hand, the District reserves the right to purchase these items off contract. In section 9; pricing proposal, vendor shall indicate: Category 1 (Warehouse Stock). o Unit of measure is to be EA = Each but supplier is to indicate in the Package QTY description column whether it is package of 5, package of 10, box of 50, etc. (i.e. each, pair, box, package, etc.); o The unit price each per item; o Vendor's part number (very important); o Note: The district has a large variety of manufacturers of products. Please do not provide an alternate for the items listed on these pricing sheets o Minimum order quantity or minimum order $ amount (if applicable). Category 2 (% Off Manufacturer Price List) Attached spreadsheet o The percentage offered the District for each sub-category A, B, C, D, E and F; o An electronic copy of the Manufacturer's Price List for each brand must accompany each bid for Category 2. Electronic versions shall be downloaded in the proper area (questionnaire). o The district has a large variety of manufacturers of products. When calculating increases for the annual escalation renewals, if an additional manufacturers increase, exceeding the agreed upon maximum escalation is being requested then the supplier may request either the escalation percentage increase (or) the manufacturer's percentage increase, but not both. (i.e.: supplier's annual escalation is 5% but the manufacturer's increase is at 7%, we will consider the seven percent with all proper documentation, (Dated, manufacturer's percentage of increase letter on manufacturer's letterhead). This type of increase will only be considered during the actual annual renewal period. Any increase that takes place after the annual renewal period will not be considered, pursuant to the last bullet point in our "Pricing and Manufacturer's Increases". PRODUCT QUALITY AND SPECIFICATIONS All items referenced in this bid are warehoused at the Operation Facility located at 555 South Lewis Street, Mesa, Arizona 85210. Vendors receiving award of one or more products contained in this bid shall supply the District with the exact item specified and approved by the District, at the bid price offered in the vendor's bid response and delivered in a timely manner during the duration of the contract. The District reserves the right to exclude, during the term of the contract, one or more of the line items awarded to the vendor should the vendor fail to provide the quality of product(s) specified in the bid (and approved by the District), increase the bid price during the duration of the contract without the approval of the District and/or fail to deliver the product(s) in a timely manner. Items excluded from a vendor's award shall be awarded to another responsive and responsible vendor who can meet the needs of the District as specified in this bid. Note: Exclusion of one or more items for the reasons aforementioned shall not affect any remaining items awarded to the vendor which meet specifications and which are delivered in a timely manner. BACKORDERS The District requires, with few exceptions, 100% delivery on all inventoried items in the Operations Warehouse. Multiple backorders will not be accepted by the District. When a backorder is necessary, the warehouse lead, or his designee, shall be advised. The warehouse lead, or his designee, shall expedite any and all backorders and vendors receiving award of this bid shall, on an ongoing basis, fill backorders in an expedient manner. The inability of the successful vendor to provide 100% delivery of items on an order-by-order basis, and who continually have items on backorder, may be subject to line item exclusions as mentioned above. ORDERING PROCEDURE The successful vendor will not receive a blanket purchase order for the contract year. The following procedure will be implemented when vendor is awarded a contract for: (Locks and Door Hardware) o The procurement clerk will do an evaluation, on a week-by-week basis, for any locks and door hardware appearing on the low balance report. (Category 1) or the District Lock Shop will submit a requisition to the Purchasing Department for items needed (Category 2). o Once approved for funding, the requisitions will be turned to purchase orders. Purchase orders will be emailed to the vendor or vendors. o When purchase order is received, the vendor shall fill the order and expedite delivery within one or two days after receipt of the purchase order. Vendor will notify the warehouse lead, Gerry Teran at (480) 472-6111, of all backorders and anticipated fill dates and delivery dates on backorders. o All prices bid will be FOB Mesa Schools and will be delivered to Mesa Schools Operations warehouse at no additional charge. o Vendor shall not substitute any bid item without prior approval by the Mesa Schools Buyers, Gary Barkman or Scott Engel. o Vendor shall mail duplicate invoice to the Mesa Unified School District #4, Accounts Payable Department, 143 South Alma School Road, Mesa, Arizona 85210-1096.