Air Cooled Chiller & Cooling Tower

Memorandum from Purchasing Department
Letter of Instruction
To: Prospective Parties
Thank you for your interest in the Wake County Public School System (WCPSS). Please review the following instructions
prior to submitting your proposal.
* All submittals must be organized and indexed according to the order of the required subject matter. The
information contained in your submittal should be indexed and easily accessed by WCPSS. WCPSS is not required
to seek clarification on any proposal that does not meet these minimum requirements.
* Prior to submitting and executing the proposal, please make sure you read and understand the terms and
conditions referenced. All proposals are subject to the terms and conditions outlined herein. All responses will be
controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs,
and/or other documents as part of an offeror's response will be waived and have no effect either on this Request
for Proposals or on any contract that may be awarded resulting from this solicitation. The attachment of any other
terms and conditions by the Offeror may be grounds for rejection of that proposal. Offeror specifically agrees to
the conditions set forth in the above paragraph by signature to the proposal.
* WCPSS will adhere to strict deadlines as indicated in the solicitation document and thus will not make exceptions
to these dates and times.
* Please read carefully the section titled CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING THE RFP
PROCESS. If you questions concerning this information please direct all questions to Debra Wallace at
dwallace2@wcpss.net.
* Offerors are cautioned that this is a request for offers, not a request to contract, and WCPSS reserves the
unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of WCPSS.
* In submitting a proposal, the Offeror agrees not to use the results therefrom as part of any news release or
commercial advertising.
* Submit one (1) signed, original response via electronic Vendor Portal (eVP) by the specified time and
date of opening. Vendor shall bear all risk for late electronic submission due to unintended or
unanticipated delay, including but not limited to internet issues, network issues, or local power
outages. Vendor must include all the pages of this solicitation in their response. Inability by WCPSS to
open the Vendor's files may result in the offer(s) being rejected as non-responsive.
* Questions or issues related to using the eVP Ariba Sourcing Tool can be directed to the North Carolina
eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday
through Friday from 7:30 AM EST to 5:00 PM EST.
* Offerors are cautioned that responses will be deemed nonresponsive if they do not include all required information
and submittals as requested.
* Offerors shall not be debarred from doing business with Wake County, North Carolina or the federal government.
Offeror shall disclose any debarment or UCC lien.
* The award and subsequent contract for these services is not subject to the use of federal funding and cannot be
used for purchases as such. In the event federal funding is required for this service at a later date, the district will
solicit new proposals with federal funding requirements and regulations and issue an award for those services only.
* WCPSS publicly advertises proposal solicitations on the following sites: NC eVP), https://evp.nc.gov/, WCPSS Purchasing
http://www.wcpss.net/domain/101, and NC Historically Underutilized Businesses https://ncadmin.nc.gov/businesses/historically-
underutilized-businesses-hub/submit-bid-opportunities-hub. Please review these sites for updates and amendments during
the proposal time frame.
* In the event a prebid meeting is scheduled, offeror is urged and encouraged to attend. Site visits are scheduled
through appropriate WCPSS staff and cannot be scheduled individually.
* All communication shall be in written form (email) and directed to the buyer of record identified within this
document. Deviations from this may subject your response to disqualification.
* Prebid meetings if applicable will be held at 1551 Rock Quarry Rd., Bldg. F at the designated time.
1 | P ag e

Request for Proposal # 251-27-054
Proposals will be publicly opened: April 23 , 2026, at
1551 Rock Quarry Rd - Bldg. F
1:00PM/ET
Raleigh, NC 27610 Contract Type: Agency Specific Term Contract
Commodity/Service: Air Cooled Chiller & Cooling Tower
Refer ALL Inquiries to: Clarence Rogers
Service Agreement
Commodity Code: 781416
E-Mail: bids-crogers7@wcpss.net Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM
NOTICE TO VENDORS
Electronic proposals, subject to the conditions made a part hereof, will be received until 1:00 PM ET on the day of opening and
then opened, for proposal submittal process the commodity or service as described herein. Refer to proposal submittal below
for information regarding delivery. Proposals submitted via email or non-sealed in response to this invitation for proposals will
not be acceptable. Proposals are subject to rejection unless submitted on this form.
EXECUTION
In compliance with this invitation for proposals, and subject to all the conditions herein, the undersigned offers and
agrees to furnish and deliver any or all items or services upon which prices are proposed, within the time specified herein.
By executing this proposal, I certify that this proposal is submitted competitively and without collusion.
Failure to execute/sign proposal prior to submittal may render bid invalid. Late proposals are not acceptable.
VENDOR: FEDERAL ID OR SOCIAL SECURITY NO.
STREET ADDRESS: P.O. BOX: ZIP:
TOLL FREE TEL. NO
CITY & STATE & ZIP: TELEPHONE NUMBER:
(800)
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for 60 days from date of proposal opening unless otherwise stated here: days. Prompt Payment Discount:
% days.
Submit one (1) signed, original executed proposal response via eVP (emails not accepted).
PROPOSAL SUBMITTAL: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered,
and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to
unintended or unanticipated delay. It is the Vendors' sole responsibility to ensure its proposal has been received as
described in this RFP by the specified time and date of opening. Failure to submit a proposal in strict accordance with
instructions provided shall constitute sufficient cause to reject a Vendor's proposal(s). Solicitation responses are subject to
Sealed Bidding requirements.
2 | P ag e

Vendors' proposals for this procurement must be submitted through electronic Vendor Portal (eVP). For training on how to
use eVP to view solicitations, submit questions, develop responses, upload documents, and submit offers to the district,
Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training
RFP SCHEDULE
The table below shows the intended schedule for this RFP. WCPSS will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP WCPSS March 17, 2026
Attend Urged and Cautioned Pre-Proposal Meeting Vendor April 8, 2026, at 9:00 AM/ET
1551 Rock Quarry Road, Bldg. F
Raleigh, NC 27610
Questions submitted to: bids-crogers7@wcpss.net Vendor/WCPSS April 15, 2026, at 11:00 AM/ET
(Reference RFP # 251-27-054 in subject line)
Provide Response to Questions WCPSS April 17, 2026
Submit Proposals Vendor April 23, 2026, at 1:00 PM/ET
Public Live Bid Opening WCPSS, Vendor April 23, 2026, at 1:00 PM/ET
Microsoft Teams meeting:
Join:
https://teams.microsoft.com/meet/2440509817635
2?p=7a50pg4RYWvC7dLDhN
Meeting ID: 244 050 981 763 52
Passcode: 5Rz7jE6n
Dial in by phone
+1 929-376-1007,,668651886# United States, New
York City
Find a local number
Phone conference ID: 668 651 886#
NON-MANDATORY MEETING: Prospective vendors are STRONGLY URGED AND CAUTIONED to attend a pre-proposal meeting to
apprise themselves of all data and conditions which will affect the performance of the work and service called for or reasonably
implied by this RFP.
Bidders are cautioned that any information released to attendees during site visit, other than that involving the physical aspects
of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this RFP, must be confirmed by
written addendum (issued by WCPSS) before it can be considered to be a part of this RFP document. Bidder bidding otherwise
does so at its own risk.
Proposal Questions
Upon review of the RFP documents, vendors may have questions to clarify or interpret the RFP in order to submit the best
proposal possible. To accommodate the proposal questions process, vendors shall submit any such questions, in written
form by the above due date. WCPSS will not respond to questions via telephone or telephone message(s).
Written questions shall be emailed to bids-crogers7@wcpss.net at date and time specified above. Vendors should enter
"RFP # 251-27-054 Questions" as the subject for the email. Questions submittals should include a reference to the applicable
RFP section and be submitted in a format shown below:
3 | P ag e

Reference Vendor Question
RFP Number, Page Number, Section Name Vendor question ...?
Example: RFP#251-27-054, Page 4, Term of Contract
Questions received prior to the submission deadline date, WCPSS' response, and any additional terms deemed necessary by
WCPSS will be posted in the form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us
and WCPSS Purchasing website http://www.wcpss.net/domain/101, and shall become an Addendum to this RFP. No
information, instruction or advice provided orally or informally by any WCPSS personnel, whether made in response to a
question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on
written material contained in an Addendum to this RFP.
Proposal Evaluation
All proposals will be evaluated by representatives of WCPSS. WCPSS may, at its sole discretion, ask for additional
information and/or elect to conduct interviews with finalists to clarify information provided in the proposals. The services
that are the subject of this RFQ/P are not required to be bid under North Carolina law, and none of the statutory
requirements regarding public bidding apply to this RFQ/P. This document, and not those statutes, will govern the selection
process under G.S 143-129.
WCPSS shall not be required to award the contract to the lowest proposed compensation; nor shall WCPSS have any
obligation to explain its decision to recommend or not to recommend any particular vendor or to invite or exclude any
particular vendor from consideration at any stage of the process. Instead of recommending that contracts be awarded to
one or more vendors who presented proposals, WCPSS may, at its sole discretion, reject the proposals and repeat the
process, enter into direct contract negotiations with one or more vendors (possibly including vendors who have not
previously submitted proposals) or take any other action WCPSS deems advisable under all the circumstances.
WCPSS is expected to make any final selection(s) based upon any factors or considerations WCPSS deems relevant. Factors
often considered include qualifications, relevant experience, fees, and ability to perform work in a timely manner. WCPSS
retains sole discretion to award the contract to the vendor(s) it believes will best serve the interests of WCPSS and may
consider any factors, documents, or information it deems relevant in making that determination. WCPSS shall not have any
obligation to explain its decision to select or not select any individual vendors or to invite or exclude any individual vendors
from consideration at any stage of the process. The decision of WCPSS to accept or reject any proposals and to award
contract(s) to any one or more vendor(s) shall be final and not subject to further review.
Vendors are subject to immediate disqualification at any stage of the selection process for any of the following:
* The submission of false or misleading information in the vendor's proposal;
* Any efforts to dissuade or discourage other vendors from submitting proposals;
* Any efforts to influence, dictate, or change the terms of another vendor's proposal;
* Any form of bid collusion or bid rigging.
Background and Project Objectives
The Wake County Public School System (WCPSS) is currently the largest school district in North Carolina and the 15th largest in the
United States. There are currently 203 schools serving a student population of approximately 161,000, with approximately 20,000
staff. Wake County covers 854 square miles. Additional information about the school system can be accessed via the internet site
(www.wcpss.net).
Purpose and Objective
The Wake County Public School System is seeking to secure a contract, or contracts, to provide Air Cooled Chiller and Cooling
Tower services at various WCPSS facilities throughout the district now or hereafter owned, leased, or possessed by WCPSS.
WCPSS facilities consist of all real property and buildings owned or leased by WCPSS at sites designated.
Term of Contract
The contract service shall be for a period of one (1) year and shall begin July 1, 2026, through June 30, 2027, subject to the
continuation of the program and the availability of funds. The Wake County Public School System reserves the right to extend the
contract for an additional one (1) year period.
4 | P ag e

Vendor Registration and Solicitation Notification System
The NC Electronic Vendor Portal (eVP) allows Vendors to electronically register with the State to receive electronic notification of
current procurement opportunities for goods and services available at the following website: https://evp.nc.gov.
This RFP is available electronically on the electronic Vendor Portal (eVP) at the following website: https://evp.nc.gov. Electronic
bidding is an acceptable way for WCPSS to receive bids pursuant to Board Policy 6430 and G.S. 143-129.9 (a)(2).
Electronic Vendor Portal (EVP)
The State has implemented the Electronic Vendor Portal (eVP) to connect vendors with state government organizations that
purchase goods and services and allows the public to retrieve award notices and other information. Please register at
https://evp.nc.gov to receive bid notification and electronic procurement opportunities from Wake County Public Schools.
Results may be found by searching by Solicitation Number. This information may not be available for several weeks depending
upon the complexity of the acquisition and the length of time to complete the evaluation process.
Terms of Use Link: https://eprocurement.nc.gov/evp-terms-use/open
Vendor will be disqualified for consideration if they are listed on either the State of North Carolina debarred
vendor registry, or the Federal Government debarred vendor registry. (North Carolina)
https://ncadmin.nc.gov/documents/nc-debarred-vendors
(Federal Government) https://www.sam.gov/SAM/pages/public/searchRecords/searchResults.jsf
Required Submittals
The Vendor shall submit the following information with the proposal:
* Qualifications shall include:
Years in business;
o
Office locations;
o
Number of full-time staff that will be providing services to WCPSS;
o
* Relevant experience:
* Cost/Price proposal:
* Attachments A&C
Deadline for proposal submittal
The proposals are due no later than April 23, 2026, at 1:00 PM ET. WCPSS reserves the right to reject any proposals that are not
submitted by the deadline in its sole discretion. Questions regarding the RFP shall be answered per aforementioned instructions.
Scope of Work
Air Cooled Chillers:
Overview and contractor qualifications - The Contractor shall provide professional cleaning services for air cooled chillers used in
the Owner's HVAC systems. The purpose of this work is to remove debris and contaminants from condenser coils and associated
components in order to maintain proper airflow, maximize heat transfer efficiency, and support reliable operation. Cleaning shall
be performed from the top down. Condenser coil surfaces shall be visibly free of debris, dirt, and organic accumulation. Airflow
paths through coils shall be unobstructed. Coil fins shall not be flattened or damaged as a result of cleaning. Fan blades and
guards shall be free of debris. Base pans and drain openings shall be clear of accumulated material. Any damage caused by the
contractor during cleaning shall be repaired or replaced at the Contractor's expense. Chillers may include equipment
manufactured by companies such as Trane, Carrier, Daikin, and Johnson Controls (York/McQuay), or equivalent manufactures.
Equipment includes both copper tube and fin systems and micro channel systems. Contractor shall have a minimum of 3 years of
documented experience performing commercial HVAC equipment cleaning and maintain appropriate insurance coverage.
5 | P ag e

Prese-Service Inspection - Prior to cleaning, the Contractor shall:
* Inspect condenser coils, fan assemblies, and accessible equipment components.
* Document the condition of the condenser coils and identify contamination levels.
* Identify damaged fins, oil fouling, or airflow restrictions
* Notify the Owner's representative of any deficiencies prior to performing work.
Equipment Shutdown and Protection:
* Coordinate equipment shutdown with the Owner's representative.
* Implement proper lockout/tagout procedures before beginning work.
* Protect electrical components from water or chemical exposure.
* Prevent water intrusion into electrical panels, compressors, or control systems.
Condenser Coil Cleaning:
* Remove loose debris from coil faces and coil guards.
* Apply manufacture-approved non-acidic coil cleaning solution suitable for aluminum fins and copper tubing systems
only. Water only (no chemicals) shall be used for cleaning Micro Channel systems.
* Allow appropriate dwell time in accordance with the chemical manufacturer's instructions.
* Rinse coils using low-pressure hose water to prevent fin damage. Use of high-pressure washing equipment that
may damage coil fins is prohibited.
* Remove contaminants including dust, pollen, cottonwood, grease, and biological deposits.
* Straighten minor bent fins using appropriate fin combs where necessary to restore airflow.
Fan and Airflow Component Cleaning:
* Clean condenser fan blades and guards.
* Remove debris from fan housings and airflow pathways.
* Verify that fan blades are secure and free of obstruction.
Equipment Interior and Base Cleaning:
* Remove debris from chiller base pans.
* Clear drain openings and sump areas.
* Remove organic material and accumulated sediment from accessible interior surfaces.
Electrical Compartment cleaning - The Contractor shall perform non-intrusive cleaning only, including:
* Removal of dust and debris from accessible electrical compartments using vacuum or dry methods.
* Visual inspection for signs of overheating, corrosion, or loose wiring.
Post-Service Operational Verification:
* Restore equipment power and operation.
* Verify proper operation of condenser fans.
* Confirm unobstructed airflow across condenser coils.
Documentation and Reporting - The Contractor shall inform the Owner of work/location serviced prior to starting and shall
provide a service report within 5 days following completion of service that includes:
* Facility name and equipment identification.
* Date and time of service.
* Description of work performed.
6 | P ag e

* Observed deficiencies or recommended repairs.
* Photographs of equipment before and after cleaning.
Cooling Towers:
Overview and contractor qualifications - The Contractor shall provide cleaning services for cooling towers associated with the
Owner's chilled water systems. The purpose of this work is to remove biological growth, scale, sediment, and debris that may
reduce the heat transfer efficiency or contribute to microbial contamination. Basins shall be free of sludge, sediment, and debris.
Fill media and drift eliminators shall be free of visible organic buildup and obstructions. Spray nozzles and distribution piping shall
allow uniform water distribution. Tower screens and strainers shall be clean and unobstructed. Interior surfaces shall be free of
loose debris and organic material. Cooling towers may include equipment manufactured by companies such as Baltimore Air Coil,
Reymsa, and Tower Tech, or equivalent manufacturers. Contractors shall have documented experience performing commercial
or institutional cooling tower cleaning services, maintain appropriate insurance coverage, and comply with all applicable safety
and environmental regulations related to cooling tower service.
Pre-Service Inspection - Prior to cleaning, the Contractor shall:
* Inspect tower exterior, basin, drift eliminators, and accessible fill media.
* Identify areas of biological growth, sediment accumulation, or debris.
* Inspect screens, strainers, and sump areas for blockage.
* Notify Owner's representative of any damaged or deteriorated components.
System Shutdown and Isolation:
* Coordinate cooling tower shutdown with the Owner's representative.
* Implement proper lockout/tagout procedures.
* Verify safe access to tower basins and interior components prior to beginning work.
Basin Cleaning:
* Drain tower basins as required.
* Remove sediment, sludge, and debris from the basin and sump areas.
* Vacuum, shovel, or otherwise remove accumulated material.
* Flush basin surfaces to remove residual deposits.
* Clean sump screens and strainers.
* All debris and sludge shall be collected and disposed of in accordance with applicable regulations.
Internal component Cleaning - The Contractor shall clean accessible tower components including:
* Fill media
* Drift eliminators
* Distribution decks
* Spray nozzles
* Interior casing surfaces
* Cleaning methods shall prevent damage to plastic fill material and tower structural components.
Distribution system Cleaning:
* Inspect spray nozzles for blockage or scale accumulation.
* Remove and clean clogged nozzles where accessible.
* Flush distribution piping to restore proper water flow.
7 | P ag e

Biological Cleaning and Disinfection - Where biological growth is present, the Contractor shall:
* Apply appropriate cleaning or disinfecting agents compatible with tower materials.
* Follow manufacturer instructions and applicable safety guidelines.
* Coordinate with the Owner's water treatment provider when applicable.
System Restoration and Operational Verification:
* Reinstall all removed components.
* Refill tower basins
* Restore system operation.
* Verify proper distribution spray patterns and water flow.
* Observe tower operation to confirm proper fan and pump operations.
Environmental and Safety Requirements:
* Comply with all applicable OSHA safety regulations.
* Utilize appropriate personal protective equipment.
* Prevent chemical runoff into stormwater systems.
* Dispose of biological debris and sludge in accordance with environmental regulations.
Documentation and Reporting - The Contractor shall inform the Owner of work/location serviced prior to starting and shall
provide a service report within 5 days following completion of service that includes:
* Facility name and tower identification.
* Date and time of service.
* Description of work performed.
* Observed deficiencies.
* Recommended repairs or maintenance.
* Photographs of equipment before and after cleaning.
8 | P ag e

Cost/Price Proposal
Rate per piece of equipment (Include materials, labor and sales tax in your pricing below)
Item # Description of Services Rate
1 Cooling Tower 250 Tons or less, steel construction (10 cooling towers in
service) $______/per piece of
equipment
2 Cooling Tower 250 Tons, steel construction (5 cooling towers in
service) $______/per piece of
equipment
3 Air Cooled Chiller (282 in service)
$______/per piece of
equipment
WCPSS Purchasing Department Ethics Policy and Standards of Conduct shall apply to this RFP.
CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION: During the proposal process from the date
proposals are issued through the date the contract is awarded-each Vendor submitting a proposal (including its
representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any Wake County Board
of Education member, any employee of WCPSS, or any other person in any way involved in the award of this contract, if the
communication refers to the content of Vendor's proposal or qualifications, the contents of another Vendor's proposal, another
Vendor's qualifications or ability to perform the contract, and/or the transmittal of any other communication of information that
could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals and/or the
award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award. A Vendor's
proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time
that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions,
communications or transmittals of information authorized or initiated by WCPSS for this RFP or general inquiries directed to the
purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after
submission) are excepted from this provision. Notwithstanding the above, the vendor may direct any written concerns, questions
or issues to Debra Wallace at dwallace2@wcpss.net.
9 | P ag e

TERMS AND CONDITIONS
1. READ, REVIEW AND COMPLY: It shall be the bidder's responsibility to read this entire document, review all enclosures and
attachments, and comply with all requirements specified herein.
2. NOTICE TO BIDDERS: All bids are subject to the provisions of special terms and conditions specific to this Invitation for Bids,
the specifications. Wake County Public School System (WCPSS) objects to and will not evaluate or consider any additional
terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the
document as part of the bidder's response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.
By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect.
3. DEFINITIONS:
* BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.
* TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified
period of time based on estimated quantities only.
* OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.
4. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.
5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1)
special terms and conditions specific to this bid, (2) specifications, and (3) Instructions to Bidders.
6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder's offer shall be valid for
45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and
acceptance.
7. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be
considered that items offered are in strict compliance with these specifications, and bidder will be held responsible, therefore.
Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying
that any deviation will be acceptable.
8. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and, in the spaces,
provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches,
descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a
previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.
9. RECYCLING AND SOURCE REDUCTION: It is the policy of WCPSS to encourage and promote the purchase of products
with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable,
more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.
We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of
commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible
for providing packaging that will protect the commodity and contain it for its intended use.
Companies are strongly urged to bring to the attention of WCPSS which issued the solicitation document, those products or
packaging they offer which have recycled content and that are recyclable.
10. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the
purchaser named on the cover sheet of this document. Do not contact the school or department directly. Any and all revisions
to this document shall be made only by written addendum from WCPSS Purchasing Department. The bidder is cautioned that
the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source
are of no effect.
11. ACCEPTANCE AND REJECTION: WCPSS reserves the right to reject any and all bids, to waive any informality in bids and,
unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in
error and the other is obviously correct, the incorrect price will be disregarded.
12. REFERENCES: WCPSS reserves the right to require a list of users of the exact item offered. WCPSS may contact these users
to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.
13. AWARD OF CONTRACT: Qualified bids will be evaluated and acceptance may be made of the lowest and best bid most
advantageous to WCPSS as determined upon consideration of such factors as: prices offered; the quality of the articles
offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications
and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the
date or dates of delivery and performance; and such other factors deemed by WCPSS to be pertinent or peculiar to the
purchase in question. Unless otherwise specified by WCPSS or the bidder, WCPSS reserves the right to accept any item or
group of items on a multi-item bid. WCPSS also reserves the right to reject any and all bids. In addition, on TERM
CONTRACTS, WCPSS reserves the right to make partial, progressive, or multiple awards: where it is advantageous to award
separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity,
quality, delivery, service, geographical areas; other factors deemed by WCPSS to be pertinent or peculiar to the purchase in
question.
10 | P ag e