RFB #1422 District Copy Paper

Purchasing Department
1320 West Main Street, Suite 202
Franklin, Tennessee 37064-3700
Phone (615) 472-4079
RFB # 1422
WILLIAMSON COUNTY SCHOOLS
DISTRICT COPY PAPER
Williamson County Schools (WCS) is currently accepting bids for the Districts Copy
Paper distribution. Qualified bidders should submit sealed bids using the attached forms.
Bids must be submitted in a sealed envelope express mailed, or hand delivered to the WCS Central
Office, 1320 West Main Street, Suite 202, Franklin, TN 37064, Attn: Skip Decker.
Sealed bid envelopes will be received until 10:30 a.m. on Tuesday, September 29, 2026, at which
time they will be officially opened. Faxed or emailed bids will not be accepted. Any bids received
after the specified opening time will not be accepted. In the event WCS must reschedule
an RFB opening date or time, the specifications obtained from the WCS Purchasing Department in the
RFB documents shall reflect the actual date and time. Once the sealed envelope is submitted to WCS,
the Purchasing Department will stamp the face of the envelope to authenticate the actual date and time
it is received. The RFB opening will take place at the aforementioned address.
THE FOLLOWING INFORMATION MUST BE PRINTED ON THE OUTSIDE OF THE
SEALED RFP ENVELOPE
* RFB #1422 District Copy Paper
* Dealer's Company Name and Address
* Date and time of Bid opening
THE FOLLOWING MUST BE INCLUDED INSIDE THE SEALED RFP ENVELOPE
* Signed and dated Bid cover sheet
* Signed and completed Iran Divestment Certificate
* Signed and completed Non-Boycott of Isarel
* Criminal Background Affidavit
* Drug Free Workplace Affidavit
Williamson County Schools reserves the right to accept or reject bids, based upon the evidence (or
determined by WCS Staff) before or after the RFB opening, that a bidder is not necessarily qualified by
experience, is not in a position to perform the work specified in the time allotted, or upon evidence of
collusion with intent to defraud or other illegal practice.
1

SCOPE & SPECIFICATIONS
Attention Bidders read carefully and be certain you understand the following specifications of this
bid project.
This is a detailed comprehensive distribution project with inside delivery and requires extra handling and
service. If your company does not have the ability to handle this type of distribution then DO NOT
submit a bid for this project. Only companies who are capable of making in-house deliveries that
includes some special handling at various locations should compete for this award.
WCS is seeking not only competitive pricing but also distribution, delivery, and full service. The
procurement of this commodity involves more than just a low price per case. The awarded proposer is
providing a service by delivering and handling the paper within the school building. Awarded
companies will also provide the WCS Central Office with full documentation of delivery, including
signed copies form each location showing proof of delivery.
WCS has approximately 55 locations which include schools, offices and ancillary areas. The submitted
BID price must include full inside delivery to each WCS location. The awarded company shall deliver
the copy paper inside the school or ancillary area to the appropriate location.
1. Some WCS Schools have a loading dock, a pallet jack is appropriate for delivery. If a pallet will fit in
the doorway and is able to access the storage room, the pallets can be rolled into place but only if the
school staff gives the driver permission.
2. Some WCS schools are older or may not have a loading dock. There may be some other reason pallet
delivery is not appropriate. In those situations the awarded companies driver will be expected to do
what is necessary to accommodate the school. That can mean using a two-wheel dolly and rolling the
cases inside a closet or storage room, stacking the paper to a reasonable height and completing the
service as requested by the school staff. Deliveries will be made to one storage area in the building.
WCS will determine which delivery option is necessary complete pallet drop-off or rolling in cases in
advance and will indicate this on the purchase order.
3. NO added cost will be paid for delivery with the exception of a second-floor delivery (explained
below) if needed. Again and to reiterate having to stack the paper in some schools is required due to
inadequate storage space. The bidders price must reflect this cost.
If a school requires a rare second-floor delivery or multiple areas within the building (which is discouraged
and very unusual) WCS will expect to pay an additional fee of up to $200 for this service. This extra
delivery charge must be approved prior to delivery. If this has not been pre-arranged the awarded
company should have their driver call dispatch and mention the extra delivery service is being requested.
Then the dispatch must contact the Central Office Purchasing Agent to approve this unauthorized special
request. The dispatcher should note the details when scheduling an appointment and notify the Central
Office if the school is requesting special delivery that has not been preauthorized. The Central Office will
make the final determination on the special request.
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* AWARD OF BID: The bid will be awarded to the lowest and best overall bidder. WCS reserves the
right to award based on quality, price and availability of product/services specified whichever is in the
best interest of WCS. WCS intends to award the bid to (2) vendors. Awards shall be made on the best
or most responsive bid determined (by the WCS Purchasing Department) to be in the best interest of
WCS. These bids will be for a total of six years including the initial year.
* Bid is not limited or restricted to any specific brands provider or supplier, but the materials on
which bids are submitted and based should be of such character or quality of design as will serve the
purpose for which it is to be used. Materials must be of the specified type. Williamson County Schools
reserves the right, through the Purchasing Agent, to be the sole judge in such determinations. When no
reference is made by the bidder to the brand proposed to be furnished, it is understood that the specific
article named in the bid cover sheet will be furnished.
* This RFB project is ultimately subject to funding as with all WCS bid projects. WCS is a Tax-
exempt organization. Bidders cost must include any / all related sales and use tax...Although WCS is
tax exempt - the bidder(s) are responsible for any / all sales and use tax for any materials and or
equipment.
* This solicitation is a Request for Bid the award will be based not only on price, but service, ability to
meet time constraints, scheduling appointments, quality, and distribution expertise. If quantities are
provided, they are approximations and may be estimates of annual usage not initial purchase quantity
WCS cannot guarantee fulfillment of annual usage estimates.
* Bids are to be valid for a minimum of 60 days or until awarded whichever comes first. WCS
anticipates purchasing copy paper (in most circumstances) in two consolidated shipments annually. In
certain cases, there may be a third shipment, but this is not regular protocol. Because of the time frame,
the first shipment on this RFB will take place around the middle of December 2026. The
next shipment will be around late July (the beginning of school). During most years if
an additional shipment is necessary it will be in mid-late Spring.
* For all awarded bids the original unit price for the first distribution must remain in effect until Jan. 31,
2027 or after the first distribution is completed whichever comes first. After that time WCS will request
another price quote in July 2027 for the next paper distribution to go out to the schools in late July
early August of 2027. As noted WCS intends to purchase paper from this RFB award until December
2032 (6 total years) which will make this procurement award a six-year contract. To reiterate this is a one
year award with (5) one year extension renewals. Not to exceed a total of six years.
* Approximately every six months WCS will allow the lowest 2 bidders of the original award to quote
prices for the next distribution, WCS will then award the current order for that time frame to the (2) lowest
and best prices for that distribution period received from the bidders. This pricing structure will continue
until the final distribution is ordered in December 2032. Bidders should base each distribution
price by reasonably using the same pricing structure as the original quote after receiving their cost from
the mill. If a price is substantially higher than the previous distribution price, WCS may request a
letter provided by the paper mill supplier showing the increase the vendor is receiving. If prices from the
mills start to recede than WCS will expect their pricing to be adjusted accordingly. In addition if future
prices come in higher WCS retains the right to negotiate with the two successful low bidders or open
future quotes up to the third or fourth original bid participants or purchase off a national co-operative.
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* The price structure over the renewal five (5) year period should be reasonably consistent with the
same cost structure (relative to all bids submitted and market conditions) as the original first year
bid...If WCS determines that one of the two awarded vendors is not cooperative with this plan -
then WCS reserves the right to begin negations with the third best bidder if necessary or award the
entire distribution to the lowest bidder. WCS shall evaluate the price and market conditions at the
beginning of each additional year to determine if any increase or decrease in price is relevant and
reasonable.
* Any changes in price would be negotiated by WCS with the original awarded bidders (the same as in
past awards). If at any time WCS determines these quotes to be out of line we will revert back to a
formal RFB. Total contract shall not exceed a total of (6) years including the initial year. WCS
anticipates receiving between 4-6 competitive sealed bids from this original project. The award for
the first year will be made to the overall best proposal as evaluated by WCS for approximately 60%
of the business. The "next best" bidder will receive approximately 40% of WCS business. WCS will
annually contact each of the best two bidders (from the original RFB) for such solicitation in the
form of confidential quotes via email.
* WCS reserves the right to cancel the contract or service with or without a written notice within 30
days if necessary. Accordingly, if WCS elects the annual renewals, then copy paper sealed bids will
not be advertised and formally solicited again until the end of five years from date of this original
RFB opening.
* Awarded contractor is to submit One-Single invoice after each consolidated total
shipment. Invoices must be reflective of the original bid and must include a valid WCS PO number
to be paid. There shall absolutely be no surcharges. Bidders should submit the most competitive "all
in" proposed /cost in the original submittal and with every emailed quote in future years that
they submit. Bills or invoices for partial shipments or additional charges (with the exception of pre-
approved special deliveries) are not acceptable.
* WCS Purchasing Agent or his designee must approve any change in offers to the
original RFB specifications.
* The bidder shall abide by, and comply with, the true intent of the specifications and not take
advantage of any unintentional error or omission but shall fully address the full intent and meaning
of each aspect of the specifications.
* It is the bidders responsibility to comply with all local, state, and federal laws, regulations, codes,
licensing, and other requirements regarding the specifications of this project.
* In the event a bidder fails to perform its duties WCS may negotiate with the next best bidder to
complete projects or services or award the entire distribution to the other bidder. In addition, the
first bidder may forfeit future business with WCS.
* In the event bids are over the WCS allotted budget, then WCS reserves the right to negotiate or value
engineer with the apparent low bidder prior to the award of contract or issuance of a WCS purchase
order number.
* The language of this RFB shall be binding unless mutually amended by WCS and the awarded
proposer. Issuance of the purchase order will be the award notice. The terms and conditions of this
RFB and detailed purchase order shall constitute entire agreement.
4

* IMPORTANT: Bidders must use the bid form included in the documents. The bid form must be
signed by an authorized representative of the company/business placing the bidder. WCS reserves
the right to increase or decrease amounts and / or quantities if necessary.
Packing slips or evidence of delivery must be verified and approved by the school staff.
IMPORTANT INFORMATION
WCS will place a consolidated purchase order that contains delivery details for various WCS locations
along with comprehensive instructions. Awarded bidders shall properly manage every step of this process
to the satisfaction of WCS Purchasing Department, including but not limited to proper notification calls,
making delivery appointments, documentation, distribution, and installations - followed up with a clean,
accurate, detailed consolidated invoicing after 100% of the project is completed to WCS satisfaction.
DESCRIPTION:
SIZE........ 8 12 x 11-inch letter size copy paper
White Bond.......Grain long
500 sheets...... per ream
10 reams........ Per case
Minimum....... 20 lb. weight
Minimum....... 92 brightness
First Run only........ (recycled paper will not be accepted)
National Brands .... non-converted and non-distressed
Domestic Brands that are manufactured outside the continental US will be considered
if proven to be equal to or better than domestic brands.
ANNUAL PROCUREMENT ......Approximately 8,000 - 12,000 cases annually. This would be split
approximately 60 / 40 between the two awarded proposers, the lower price receiving the largest order
with the most locations, the second with the smaller order less locations.
* First Distribution /delivery will typically be approximately 5,000 -7,000 cases of Paper delivered
to approximately 55 locations (combined) throughout Williamson County, as noted on the PO.
* Second Distribution/delivery should typically be approximately 3,000 - 5,000 cases of paper
delivered to approximately 55 locations (combined) same as above.
* If a third additional shipment is needed amounts will be determined at that time.
INSIDE DELIVERY............. As previously stated inside delivery to a first-floor storage room on - site
will be expected and required often requiring vendors driver to stack the cases in the storage
room. Second story delivery or other special request are not normally required. Refer to
the previous statement concerning this information.
5

PALLET JACKS.............. Pallet jacks will be permitted if extreme care is taken to prevent damages to
any of WCS floors, walls, and doors.
Important: Awarded bidder will be responsible for damages to the floors, walls, or doors. On-site
delivery logistics must be factored into the per case bid price. Several schools have delivery docks... if a
school has a dock the driver is expected to unload at the dock.
DELIVERY APPOINTMENTS.......Awarded bidders must notify each school (48) forty-eight hours in
advanced of actual delivery and document the person who scheduled the appointment at the
school. Deliveries may only be made during office hours.
ADDITIONAL GROWTH.............. During the terms of this contract year for the first year and the next
(5) possible renewal years WCS will add additional schools to this RFB. It is therefore understood that
with respective growth quantities, the contract will most likely increase moderately during the six year
term.
INVOICING: The awarded vendors shall submit one accurate, consolidated, detailed (itemized by
school) invoice per corresponding WCS PO. This invoice must have supporting back-up delivery tickets
attached. Multiple invoices are prohibited.
LIQUIDATED DAMAGES: Vendor will have 10-15 consecutive calendar days to successfully complete
all deliveries during each distribution. If the vendor fails to complete all deliveries to the satisfaction of the
Purchasing Agent then WCS shall deduct $250 per consecutive calendar day from said invoice.
6

BID COVER SHEET
WCS RFB # 1422
DISTRICT COPY PAPER
This proposal form must be attached as the first page of the submitted RFB packet.
I,_________________________________, (NAME)______________________, (TITLE)
verify that I have carefully read the specifications, terms, conditions, and instructions contained within this
document and that I understand, acknowledge, and agree to all the language set forth in this
document. By signing this document and submitting a bid in a sealed envelope with Williamson County
Schools, as the Bidder I fully acknowledge, understand, and accept the language contained within this RFB
document.
Notice to Proposer - If you find any of the language, terms, conditions, or specifications unacceptable
- then please do not submit an RFP package for this project.
Company Name: ______________________________________
Address: ______________________________________
______________________________________
Phone Number:_________________
E-mail Address__________________________________________________
Signature:_____________________________________________________
Print Name:__________________________________ Date:_________________
UNIT PER CASE COST:
Unit price per each case of 812 x 11-inch Copy Paper as specified $ __________
The price listed above is for bulk purchases that include comprehensive inside delivery / distribution to
various WCS locations as stated in this RFB Document. This per case delivery cost covers all of the scope,
scale, specifications, terms and conditions explained in this RFB Document. As previously stated no added
cost will be honored.
7

DRUG-FREE WORKPLACE AFFIDAVIT
STATE OF ______________________________
COUNTY OF ___________________________
The undersigned, principal officer of ___________________________________, an
employer of five (5) or more employees contracting with Williamson County government
to provide construction services, hereby states under oath as follows:
1. The under signed is a principal officer of _________________________________
(hereinafter referred to as the "Company"), and is duly authorized to execute this
Affidavit on behalf of the Company.
2. The Company submits this Affidavit pursuant to T.C.A. 50-9-113, which requires each employer
with no less than five (5) employees receiving pay who contacts with the state or any local government to
provide construction services to submit an affidavit stating that such employer has a drug-free workplace
program that complies with Title 50, Chapter 9, of the Tennessee Code Annotated.
3. The Company is in compliance with T.C.A. 50-9-113.
Further affiant saith not.
_________________________________
Principal Officer
STATE OF ______________________________
COUNTY OF ___________________________
Before me personally appeared ________________________ with whom I am personally
acquainted ( or proved to me on the basis of satisfactory evidence ), and who acknowledged that such
person executed the forgoing affidavit for the purposes therein contained.
Witness my hand and seal at office this _________ day of __________________, 20__
Notary Public__________________________________________
My commission expires: __________________________________
8

CRIMINAL BACKGROUND COMPLIANCE AFFIDAVIT
STATE OF _______________________
COUNTY OF ___________________
The undersigned, principal officer of _______________________________________, an employer
contracting with Williamson County Board of Education to provide services having direct contact with
children or access to grounds of a Williamson County public school while students are on grounds,
hereby states under oath as follows:
1. The undersigned is a principal officer of ___________________________ (hereafter referred to
as the "Company") and is duly authorized to execute this Affidavit on behalf of the Company.
2. The Company submits this Affidavit pursuant to T.C.A. 49-5-4 13 as amended effective
September 1, 2007 for entities entering into contracts with a local board of education where the
company's employees will have direct contact with school children or access to the grounds of a
school when children are present. It is the duty of the Company to require applicants supply a
fingerprint sample and submit to a criminal history records check to be conducted by the
Tennessee Bureau of Investigation and the Federal Bureau of Investigation prior to permitting
the person to have contact with such children or enter school grounds and to take certain other
actions based upon the results of the records check.
3. The Company is in compliance with the terms of T.C.A. 49-5-413.
Further affiant saith naught.
Principal Officer
STATE OF _______________________
COUNTY OF ___________________
Before me personally appeared __________________________ with whom I am personally
acquainted (or proved to me on the basis of satisfactory evidence), and who acknowledged that
he/she is the ___________________ of _________________________ and is authorized to
execute this instrument on behalf of the principal for the
purposes therein contained.
Witness my hand and seal at office this ______ day of ________________, 20_____.
Notary Public_____________________________________________
My commission expires: ____________________________________
9

CERTIFICATION OF COMPLIANCE WITH
THE IRAN DIVESTMENT ACT
Effective July 1, 2016, this form must be submitted for any contract that is subject to the Iran
Divestment Act, Tenn. Code Ann. 12-12-101, et seq., ("Act"). This form must be submitted with any
bid or proposal regardless of where the principal place of business is located.
Pursuant to the Act, this certification must be completed by any corporation, general partnership, limited
partnership, limited liability partnership, joint venture, nonprofit organization, or other business
organization that is contracting with a political subdivision of the State of Tennessee.
Certification Requirements.
No state agency or local government shall enter into any contract subject to the Act or amend or renew
any such contract with any bidder/contractor who is found ineligible under the Act.
Complete all sections of this certification and sign and date it, under oath, in the presence of a Notary
Public or a person authorized to take an oath in another state.
CERTIFICATION:
I, the undersigned, certify that by submission of this bid, each bidder and each person signing on behalf
of any Respondent certifies, and in the case of a joint bid or contract each party thereto certifies, as to its
own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is
not on the list created pursuant to Tenn. Code Ann. 12-12-106.
Respondent represents it has the full power, knowledge, and authority to make this Certification and that
the signatory signing this Certification on behalf of bidder/contractor has been duly authorized to do so
on behalf of the bidder/contractor.
Sworn as true to the best of my knowledge and belief, subject to the penalties of false statement.
___________________________________________________
Printed Respondent Name Printed Name of Authorized Official
___________________________________________________
Signature of Authorized Official
___________________________________________________
Date
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