Project Information

Bid Title

Chemical and Chemical Service Bid

Issuing Agency

DeKalb County Schools

Location

Alabama

Published Date

Apr 28, 2026

Closing Date

May 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

2027-1FINALChemicalandChemicalServiceBid.pdf

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DeKalb County Schools Child Nutrition

Invitation to Bid

Submit to:

DeKalb County Board of

Education

Eryn Thrash

306 Main Street W

Rainsville, AL 35986

Bid Number: 2027-1

Bid Title: Chemical and Chemical Service Bid

Bid Due Date and Time: May 18, 2025 at 10am

Location: DeKalb County Board of Education

306 Main Street W

Rainsville, AL 35986

Vendors who do not wish to respond to a bid are not required to do so; however, vendors not

responding and/or submitting a “no bid” response to three consecutive invitations to bid for

the requested commodity may be removed from the bidder's list.

Company Submitting Bid:

Mailing Address:

VENDOR INFORMATION

Telephone

Number:

Web Site:

Tax ID:

Fax Number:

Email:

MINORITY BUSINESS ENTERPRISE TYPE:

_______________________________________

(M1) African American Male (M2) Hispanic American (M3) Asian American (M4) Native

American (M5) Native Hawaiian (M6) Small Business (M7) Disabled (M8) American Woman

(M9) African American Woman (M10) Non-minority (M11) Other

Certificate of Independent Price Determination

I certify that this bid is made without prior understanding, agreement, or connection with any

other company or person and in all respects has independently determined prices that are fair

and without collusion or fraud. I agree to abide by all conditions of this invitation to bid

(ITB), and certify that I am authorized to sign this ITB for the company submitting it.

Officer’s Authorized Signature

Officer’s Name (printed) and Title

To be responsive, the signature of the officer authorized to bind the company submitting this bid is

required.

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GENERAL CONDITIONS

Bidder: To ensure responsiveness and acceptance of bid, please follow these instructions as

applicable. (The use of the words: bidder, proposer, vendor, contractor, and supplier for the context of

this solicitation all have the same meaning for the company/firm submitting a bid or a request for

proposal.)

1. Bidder Responsibility: It shall be incumbent upon each bidder to understand the provisions of

this bid document and, when necessary, obtain clarifications prior to the time and date set for the

bid opening. Failure to obtain clarification will be no excuse or justification for non-compliance

with the provisions set forth herein. All questions/clarifications shall be made to Eryn Thrash via

email at aethrash@dekalbk12.org no later than five working days prior to the bid submission

deadline.

2. Bid Submission: You must submit an original copy. Your bid must be signed by an authorized

officer of the company. Broker’s signatures are not allowed.

3. Bid Opening: Sealed bids must be received in the Central Office by the bid opening time and date

specified in this invitation to bid unless changed by addendum. The clock in the Central Office

shall determine the time of receipt. All bids delivered after the specified time will not be

considered and will be returned to the bidder. Fax or telephone bids will not be accepted. At the

bid opening, no discussion will be entered into with any vendor as to the quality or provisions of

the specifications, and no award will be made either stated or implied. Bid openings will be

conducted open to the public. The openings will serve ONLY to open and read the bottom line

prices for the appropriate categories of each bid. The bid price for each line item may also be

read. No discussion will be entered into with any bidder as to the quality of provisions of the

specifications and no award will be made either state or implied at the bid opening.

4. Preparation of Bid: Bid shall contain a manual signature of an authorized representative in the

space provided. Label the bid envelope with submittal address as indicated in this bid

package. In addition, include the date and time of the bid opening and the bid number. All prices

and notations must be printed in ink or typewritten. No erasures permitted. Errors may be

crossed out and corrections printed in ink or typewritten adjacent, and must be initiated in ink by

the person authorized to sign the bid.

5. Submittal of Bid: The entire invitation to bid documents should be completed and returned as

requested. Modifications and corrections received after the closing time specified will not be

considered. It is the bidder’s responsibility to examine any drawings, specifications, and

instructions.

6. Bid Unit Price: Each item is to be priced separately by offering the bid unit price as per

designation in the specification. In the event that the unit designation required by the

specification is different than the standard package offered by a bidder, that bidder shall convert

the quantities to conform with the bid unit set forth in the specifications, i.e., convert 6/#10 to

4/1 gallon. Failure to make the conversions may be cause for rejection.

7. Firm Bid Price: Each item will be bid separately (line item) or by groups (bottom line) as indicated

on the Product Identification Bid Sheet(s). Price shall be applicable to bid unit.

8. Prices and Delivery: Firm prices shall be quoted, typed, or printed in ink, to include all packing,

handling, shipping, and delivery charges FOB Board of Education in each school district in the

North Central AL Coop. Unless otherwise specified, bid prices are assumed firm for a minimum

period of 120 days after the date of the opening. The Boards reserves the right to make an award

to the next lowest responsible bidder if prices are not firm. The bid will show the number of days

to place a commodity in the Boards designated location under normal conditions. If the bidder

cannot meet the stated delivery, alternate delivery schedule may become a factor in the award.

The Boards have the right to extend delivery if reasons appear valid.

9. Installation: Where installation is required, the successful bidder shall be responsible for placing

and installing the product in the required location(s). Authorized product and price list shall

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clearly and separately identify any additional installation charges. All materials used in the

installation shall be of good quality and shall be free of defects that would diminish the

appearance of the product or render it structurally or operationally unsound. Installation

includes the furnishing of any equipment, rigging, and materials required to install or replace the

product in the proper location. The successful bidder shall protect the site from damage and shall

repair damages or injury caused during installation by the vendor, its employees or agents. If any

alteration, dismantling, excavation, etc., is required to achieve installation, the vendor shall

promptly restore the structure or site to its original condition. The successful bidder shall

perform installation work so as to cause the least inconvenience and interference with the Boards

and with proper consideration of others on site. Upon completion of the installation, the location

and surrounding area of work shall be left clean and in a neat and unobstructed condition, with

everything in satisfactory repair and order.

10. Taxes and Trade Discounts: Prices quoted shall be delivered prices, exclusive of all federal or

state excise, sales, and manufacturer’s taxes. The Boards of Education in each school district in

the North Central AL Coop is tax exempt by law, Code of Alabama, Title 40, Sec. 23, Sub. Sec. 4.

Trade discounts should be deducted from the unit price and net price should be shown on bid.

11. Acceptance and Rejection: Inspection and testing, if any, and acceptance will be at the

destination unless otherwise provided, but all materials and workmanship shall be subject to

inspection and test at all times and places, and where practicable. Title to risk or loss or damage

to all items shall be the responsibility of the supplier until acceptance by the Boards unless loss or

damage results from negligence by the Boards. During manufacture, the right is reserved to

reject articles that contain defective material and workmanship. Rejected material shall be

removed by and at the expense of the bidder promptly after notification of rejection. Final

inspection and acceptance or rejection of material or supplies shall be made as promptly as

practicable, but failure to inspect and accept or reject materials or supplies shall not impose

liability on the Boards thereof for such materials or supplies as not in accordance with the

specifications. In the event necessity requires the use of materials or supplies not conforming to

the specification, payment may be made with a proper reduction in price.

12. Brand Name Reference: Unless specified “no substitute,” any catalog brand name or

manufacturer’s reference used in the ITB is descriptive only, not restrictive, and used to indicate

the type and quality desired. If bidding on other than referenced specifications, the item must be

pre-approved. If the item is pre-approved, the bid must show the manufacturer, brand or trade

name, and other descriptions, and should include the manufacturer’s illustrations and complete

description of the product offered. The Boards reserves the right to determine whether a

substitute offered is equivalent to and meets the standards of the item specified, and the Boards

may require the bidder to supply additional descriptive material, samples, or

demonstrations. The bidder guaranties that the product offered will meet or exceed the

referenced product and or specifications identified in the ITB. If the bidder takes no exception to

the specifications, bidder will be required to furnish the product exactly as specified in the

solicitation.

13. Samples: Samples or demonstrators, when requested, must be furnished free of expense to the

Boards. Samples not destroyed during reasonable examination will become the property of the

Boards unless bidder states otherwise. Each sample should be marked with the bidder’s name

address, bid number and item number.

14. Interpretation: Any questions concerning specifications and conditions shall be directed to any

director involved in this bid.

15. Disputes: In case of any doubt or differences of opinion as to the items to be furnished under a

contract resulting from this bid, the decision of the finance director shall be final and binding on

both parties.

16. Time of Performance: The number of calendar days in which delivery will be made after receipt

of order shall be stated in the bid.

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17. Acceptance of Bid/Award: The Board in each district reserves the right to accept or reject all or

any part of a bid or any and all bids, to waive any informality, general condition, special condition,

or minor specification deviation when considered to be in its best interest, and to award the bid

that best serves the interest of the Boards. The bid will be awarded to lowest responsive and

responsible bidder meeting specifications. Awards will be based on the line item pricing or

bottom line groupings as specifically noted. Documents contained herein are considered part of

the binding contract. It is understood and agreed that the Boards shall have 120 days for bid

acceptance.

18. Default: Backorders default in promised delivery or failure to meet specifications, authorize the

Boards to cancel this contract to the defaulting bidder. The bidder must give written notice to the

Boards of the reason and the expected delivery date.

19. Cancellation: Either party may cancel any contract or item award for cause by giving 30 days

written notice of intent to cancel. Cause for the Boards to cancel shall include, but not be limited

to, cost exceeding current market prices for comparable purchases; request for increase in prices

during the contract period; or failure to perform to contract conditions. The bidder will be

required to honor all purchase orders that were prepared and dated prior to the date of

expiration or cancellation if received by the bidder within a period of 30 days following the date

of expiration or cancellation. Cancellation by the Boards does not relieve the bidder of any

liability arising out of a default or nonperformance. If a contract is canceled due to a request for

an increase in price(s) or failure to perform, that vendor shall be removed from the Bidders List,

but this does not relieve that vendor from liability for a period of 24 months. Cause for the

vendor to cancel shall include, but is not limited to, the item(s) being discontinued and

unavailable from the manufacturer.

20. Addenda: An addendum may be issued as an addition or supplement or clarification to the bid

document. Only written addenda are part of the bid packet and should be considered.

21. Alternate Bids: Unless specifically requested and pre-approved, alternate bids will not be

considered. A non-pre-approved alternate is considered a bid that does not comply with the

minimum provisions requested by the bid.

22. Error in Bid: In case of an error in the price extensions, the base bid/bid unit will govern. No

altered or amended bid will be accepted after the specified time and date set for the bid

submission.

23. Insurance and Indemnification: The bidder agrees to indemnify and hold harmless the Boards, its

officers, agents, and employees from and against any and all claims and liabilities (including

expenses) for injury or death of persons or damage to any property which may result, in whole or

in part, from any act or omission on the part of the bidder, its agents, employees, or

representatives, or arise from any bidder furnished goods or services, except to the extent that

such damage is due solely and directly to the negligence of the Boards. The bidder will carry

comprehensive general liability insurance, including contractual and product liability coverage,

with minimum limits acceptable to the Boards. The bidder will, at the request of the Boards,

supply certificates evidencing such coverage.

24. Risk of Loss: The bidder assumes the following risks: (1) all risks of loss or damage to all goods,

work in process, material, and equipment until the delivery thereof as herein provided; (2) all

risks of loss or damage to third persons and their property until delivery of all goods as herein

provided; (3) all risks of loss or damage to any property received by the bidder or held by the

bidder or its suppliers for the account of the Boards, until such property has been delivered to the

Boards; (4) all risks of loss or damage to any of the goods or part thereof rejected by the Boards,

from the time of shipment thereof to bidder until redelivery thereof to the Boards.

25. Debris Removal: All debris must be removed after installation and/or performance of service of

said equipment and/or service.

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26. Non-Discrimination: The Boards provides equal opportunity for all businesses and does not

discriminate against any vendor regardless of race, color, creed, sex, national origin, or disability

in consideration for an award.

27. Assignment: Assignment of any rights or obligations under award or any portion of this bid is not

allowed without the express written consent of the Boards.

28. Proper Identification: All vendors, employees or agents shall be properly dressed, preferably

uniformed, and shall have proper identification. All vendors, employees or agents shall check in

and out at the facility’s main office. School hours are generally 8:00 am to 4:00 pm.

29. Tobacco and Drug Policy: The Boards of Education in each school district in the North Central AL

Coop is a tobacco and drug free system. All vendors, employees, and agents shall abide by the

tobacco and drug free policy while on any property owned/leased by the Boards.

30. Warranty: The bidder expressly warrants that all articles, material, and work offered shall

conform to each and every specification, drawing, sample, or other description which is furnished

to or adopted by the Boards, and that it will be fit and sufficient for the purpose intended,

merchantable, of good material and workmanship, and free from defect. The bidder further

warrants all items for a period of one year, unless otherwise stated, from the date of acceptance

of the items delivered and installed or work completed. All repairs, replacements, or adjustments

during the warranty period shall be at the bidder’s sole expense.

31. Hazardous and Toxic Substances: Bidder must comply with all applicable federal, state, county,

and city laws ordinances and regulations relating to hazardous and toxic substances, including

such laws, ordinances, and regulations pertaining to information about hazardous and toxic

substances, and as amended from time to time. The Bidder shall include a “Material Safety data

Sheet” if required.

32. Patents: Bidder guarantees that the sale and/or use of goods will not infringe upon any U.S. or

foreign patent. Bidder will at his/her own expense, indemnify, protect, and save harmless, the

Boards and its employees on any claims arising out of the purchase of goods or services.

33. Annual Appropriation: The Board’s performance and obligation to pay under this contract are

contingent upon an annual appropriation.

34. Domestic Products: In public works projects, the contractor agrees to use in the execution of the

contract materials, supplies, and products manufactured, mined, processed, or otherwise

produced in the United States or its territories, if the same are available at reasonable and

competitive prices and are not contrary to any sole source specification.

35. Certification Pursuant to Act No. 2006-557: Alabama law (Section 41-4-116, Code of Alabama

1975) provides that every bid submitted and contract executed shall contain a certification that

the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases

for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use,

and/or lease tax on all taxable sales and leases into Alabama. By submitting a bid, the bidder is

hereby certifying that the bidder is in full compliance with Act 2006-557, not barred from bidding

or entering into a contract pursuant to 41-4-116, and acknowledges the awarding authority may

declare the contract void if the certification is false.

36. Immigration Compliance: Alabama laws require that, as a condition for the award of a contract

by a school board to a business entity or employer with one or more employees working in

Alabama, the business entity or employer must provide documentation of enrollment in the E-

Verify program. During the performance of the contract, the business entity or employer shall

participate in the E-Verify program and shall verify every employee that is required to be verified

according to the applicable federal rules and regulations. The contractor’s E-Verify Memorandum

of Understanding must be included with the bid. If you do not believe these requirements are

applicable to your entity, include an explanation justifying such exemption. An entity can obtain

the E-Verify Memorandum of Understanding upon completion in the E-Verify enrollment process

located at the federal web site www.uscis.gov/everify. The Alabama Department of Homeland

Security (http://immigration.alabama.gov) has also established an E-Verify employer agent

Commodity Codes

• NAICS 325998All Other Miscellaneous Chemical Product and Preparation Manufacturing
• NAICS 424690Other Chemical and Allied Products Merchant Wholesalers

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