Notice to Bidder: Request for Bid WCSD-25-025 Paper

Request for Bid
WCSD-25-025 Paper

1. Request for Bid
The Waukee Community School District (Waukee CSD) is seeking qualified Bidders to provide
copy Paper for all schools in Waukee CSD.
As the third-largest School District in Iowa, Waukee Community School District (Waukee CSD)
serves more than 2,600 staff and more than 14,000 students from Clive, Urbandale, Waukee,
and West Des Moines. Waukee CSD is one of Iowa's fastest-growing School Districts with a
diverse and expanding student and staff population. The District is committed to exceptional
educational opportunities, operational excellence, and strong community partnerships.
Waukee CSD currently purchases its copy paper from Paper Corp/First Choice Distribution.
Paper Deliveries are made every two weeks on Thursdays. Orders are placed by each building by
Tuesday at 5 p.m. for delivery on Thursday.
Waukee CSD may Award multiple bidders to meet the District needs. Waukee CSD does not
guarantee any minimum purchase of requested goods after Award.
2. Contract Term
The initial contract term shall be one (1) years, beginning on Award Date and ending on
February 28, 2027, with an option for up to four (4) one(1) year renewals by mutual agreement.
3. Notice to Bidders
3.1 RFB Schedule
Event Open: 01/27/2026 8:30 AM CST
Question Submission Close: 02/03/2026 2:00 PM CST
Event Close: 02/10/2026 2:00 PM CST
Board Notification and Approval: 02/23/2026
3.2 Questions and Answers
All questions regarding this solicitation shall be received via email to
jjanssen@waukeeschools.org by February 03, 2026 2:00 PM CST. The Waukee CSD will
provide responses to those questions deemed appropriate at:
https://www.waukeeschools.org/WaukeeCSD/departments/business-services/notice-to-
Bidderss-rfp-rfq. Answers will not be provided on an individual basis.
3.3 Communication
Until a contract is awarded, the sole point of contact for this bid opportunity will be the
Purchasing Agent listed in the event.
NOTE: Large files delivered via email may be spammed. Please confirm receipt of any
digital files.
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3.4 Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and bid
tabulation will be sent via email of the Waukee CSD's decision to all Bidders.
3.5 Bid Submission:
Bids are due February 10, 2026 at 2:00 PM CST. Bids shall be submitted electronically via
email to jjanssen@waukeeschools.org as outlined below, prior to the Bid deadline. Bids
should be signed by an authorized individual to bind the firm, and shall be valid for at
least sixty (60) days.
Please mark your email bids: "RFB WSCD-25-024 Paper". The school district reserves the
right to reject any and all bids and to accept the bid deemed to be in the best interest of
the school district in its sole and absolute discretion.
3.6 Public Records and Requests for Confidential Treatment
Waukee CSD shall treat all information submitted by Bidder as public records unless the
Bidder properly requests that specific parts of the Bid be treated as confidential at the
time of submitting the Bid AND the information is confidential under Iowa or other
applicable law. Waukee CSD's release of public records is governed by Iowa Code
Chapter 22. Bidders are encouraged to familiarize themselves with Chapter 22 before
submitting a Bid. Waukee CSD will copy and produce public records as required to
comply with Chapter 22 or other applicable laws.
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4. Scope of Work
4.1 Bidders shall provide paper that meets or exceeds the following specifications:
4.1.1 Copy Paper
Size: 8.5" x 11" (Letter)
Basis Weight: 20 lb.
Brightness: Minimum 92
Color: White
Packaging: 10-ream cases, 500 sheets per ream
4.1.2 Additional Paper Types
The District is requesting pricing for additional paper categories, including but
not limited to:
8.5" x 14" (Legal).
11" x 17" (Tabloid).
Color copy paper (various weights and colors).
Card stock (various weights and colors).
Specialty papers used for instructional, printing, or art applications.
4.2 For each category, Bidders must specify:
Weight.
Brightness.
Finish.
Packaging details.
4.3 Quality Requirements
4.3.1 Paper must be free of dust, streaks, wrinkles, and defects that could interfere
with copier or printer performance.
4.3.2 Paper must be compatible with high-speed copiers, and printers commonly used
across the District.
4.3.3 Bidders may be required to submit samples at no cost for evaluation before
award.
4.4 Estimated Annual Usage
The last three years of Waukee CSD usage are provided to Bidders in Exhibit A-Waukee
CSD Historical Use Paper Spend for bidding purposes. These quantities are not
guaranteed but represent the District's best projection. The District reserves the right to
purchase more or less based on annual needs.
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4.5 Delivery Requirements
4.5.1 Deliveries must be made to multiple school buildings and administrative
facilities within the District. A list of delivery locations and specific requirements
is provided in Exhibit B-RFB WSCD-25-25 Waukee Community School District
Locations.
4.5.2 Standard delivery hours: Monday - Friday 7:30 AM CT- 3:30 PM CT.
4.5.3 Orders must be delivered within [3] three business days of purchase order
issuance unless otherwise agreed.
4.5.4 All shipments must be clearly labeled with product type, quantity, and purchase
order number.
4.5.5 Bidder is responsible for unloading materials at each site.
4.6 Pricing
4.6.1 Bidders shall supply firm, fixed pricing for the entire contract term.
4.6.2 Pricing must include all costs associated with delivery, freight, fuel, handling, and
any other surcharges.
4.6.3 Any optional volume discounts, early-payment discounts, or tiered pricing must
be clearly stated.
4.7 Substitutions
4.7.1 Substitutions are not permitted without prior written approval from the District.
4.7.2 Approved substitutes must be equal to or better than the originally specified
product.
4.8 Compliance and Certifications
Bidders must comply with applicable federal, state, and local regulations, including but
not limited to:
4.8.1 Sustainable Forestry certifications (FSC, SFI, or equivalent) where applicable
4.8.2 EPA standards for recycled content (if bidding recycled products)
4.8.3 OSHA delivery and handling requirements
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4.9 Performance Expectations
4.9.1 Bidder shall maintain adequate stock levels to ensure uninterrupted supply.
4.9.2 Bidder shall provide a designated account representative for order coordination,
issue resolution, and communication.
4.9.3 The District may cancel the contract for consistent late deliveries, product
quality issues, or failure to comply with terms.
4.10 Price Adjustments
Prices shall be held firm during each contractual period and any price adjustments shall
be submitted one month prior to each renewal period.
4.11 Customer Service
4.11.1 Bidders shall designate a Contract manager, customer service representatives,
and local sales representatives capable of adequately serving all Waukee CSD
under the resulting Contract.
4.11.2 Bidder's Customer Service shall respond to all inquiries from the Agency within
forty eight (48) hours of receipt of inquiry.
4.11.3 Bidders shall provide the name and contact information of their Customer
Service Representative for the resulting Master Agreement.
4.12 Please complete and include the following in the Bid:
4.12.1 Complete Attachment A - Pricing Form. (Bids should include all goods and services
necessary to complete the services).
4.12.2 Attachment B- Bid Certification Form.
4.12.3 Attachment C - Conflict of Interest Form.
4.12.4 Attachment D - Insurance Requirements
4.12.5 Attachment E - Sex Offender Acknowledgement Form
4.12.6 Provide a sample contract.
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5. Rights Reserved by the District
This RFP does not commit the District to enter into a contract, nor does it
obligate the District to pay for any costs incurred in preparation and submission of proposals or
in anticipation of a contract. The rights reserved by the District include, but are not limited to,
the following:
The District reserves the right to select, and subsequently recommend for award, the
Bidder which best meets its required needs, quality levels, and budget constraints based
on its sole discretion. The District reserves the right to accept other than the lowest
proposal.
The District reserves the right to reject any or all submissions. The District further
reserves the right to waive technicalities and formalities in submissions, as well as to
accept in whole or in part such submissions where it is deemed advisable in protection
of the best interest of the District.
Issue subsequent Requests for Bids.
Enter into an agreement with another Bidder in the event the originally selected
contractor defaults or fails to execute an agreement with the District.
The District reserves the right to enter into a discussion with firms regarding their
qualifications and associated monetary offers. Any such discussions shall not obligate
the District in any manner.
The District reserves the right to rescind its acceptance of a submission at any time in
the event the scope of services and work products furnished do not meet the prescribed
service quality standards or the firm fails to properly fulfill its services and delivery
obligations. All such determinations shall be made solely at the discretion of the District
and shall be without penalty to the District.
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6. Terms and Conditions
Bidder agrees to all terms and conditions listed below, which may be
incorporated into a final contract with any selected Bidder:
6.1. Laws
The laws of the State of Iowa shall apply in all disputes.
6.2. Background Check
In addition to compliance with sex offender restrictions on school property
as outlined in Iowa law and certified hereto in Attachment E, the Bidder shall certify that
all employees employed in support of this RFP response or subsequent contact who
have direct contact with students, which is defined to mean being in the presence of
students during regular school hours or during school-sponsored activities, have not
been convicted of;
1. A felony;
2. Any offense involving the sexual molestation, physical or sexual abuse of a child
3. A crime of moral turpitude.
Bidder shall provide documentation when requested by Waukee CSD.
6.3 Proper Conduct
6.3.1 Bidder and all employees shall adhere to proper conduct at all times. Proper
conduct includes, but shall not be limited to the following: There shall be no
weapons, drugs or alcohol on District property. No employee of the Bidder shall
be permitted to carry weapons or use these substances when performing work
under the any resulting Contract on Waukee CSD owned property.
6.3.2 Bidder and their employees shall conduct business in a professional manner at
all times.
6.3.3 No secured doors left open or unlocked.
6.3.4 Bidder may be asked by the District to remove an employee from the District
work that it deems careless whose continued employment on Waukee CSD
property is not in the best interest of the Waukee CSD.
6.4 Damages
6.4.1 Bidder shall report and repair any damage or injury caused in the performance
of their work to existing facilities, structures, grounds, systems, equipment,
parts or buildings to Waukee CSD Operations immediately.
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6.4.2 Bidder shall replace, repair, or otherwise remedy to its original condition any
damages made to the existing structures, grounds, systems, equipment, parts or
buildings by the Bidder in the performance of their work at their sole expense
and no cost to Waukee CSD.
6.5 Subcontractors
The Bidder(s) shall not utilize subcontractors, except when preauthorized in writing by
the Waukee CSD.
6.6 Insurance Requirements
The Waukee CSD shall require the Bidder to show proof of insurance prior to awarding
the Proposal. See Attachment C for Insurance requirements. Awarded Bidder shall
provide Certificate of Insurance to Waukee CSD once intent to award is issued.
6.7 Payment Terms
Payment shall be made within thirty (30) days after receipt of a valid invoice for all goods
and/or services received and accepted.
6.8 Invoicing
All invoices for any services shall provide details of all charges. Waukee CSD will not
provide pre- payments. All invoices shall be rendered promptly to Waukee CSD, 506
Waukee SE University, Iowa 50263 after all goods and/or services covered by the invoice
have been provided. No invoice may include any cost other than those identified in the
Order referencing the Contract. Invoice(s) shall provide at a minimum:
Description of the goods and/or services provided
Contract number
Purchase order number
Invoice number
Invoice date
Invoice amount
6.9 Shipping Terms
FOB Destination, Freight Pre-Paid
6.10 Tax Exemption
Waukee CSD is exempt from Federal Excise Taxes, Transportation Taxes and Iowa Sales
and Use Taxes. Do not include taxes when submitting invoices. Exemption certificate will
be furnished upon request.
6.11 Compliance with Federal, State, and Local Laws and Federal Immigration Law
Bidder shall comply with all applicable state and federal laws, rules and regulations and
District policy when responding to this RFP and in performing any services that may
result from a subsequent contract.
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6.12 Indemnification
Bidder agrees to indemnify Waukee CSD, its officers, agents, and employees for any loss,
liability, cost, damages, or reasonable settlement cost, including reasonably attorneys
fees, incurred as a result of any claims, damages and actions of any kind or nature,
whether at law or in equity, arising out of or caused by the by the negligent actions or
intentional misconduct of the Bidder in the performance of or the providing of any
services or materials for the Waukee CSD under this RFP or any subsequent contract.
6.13 Termination
Any contract which may be entered into as a result of this RFP may be terminated in
whole or in part by Waukee CSD for its convenience and with or without cause. Any such
termination shall be effected by delivery to the Bidder at least five (5) working days prior
to the termination date of a Notice of Termination specifying the extent to which
performance shall be terminated and the date upon which termination becomes
effective. Bidder shall be compensated for any contractually owed fees for services
performed up to the effective date of termination, but no amount shall be allowed for
anticipated profit on unperformed services. The District shall be entitled to keep any
materials produced by Bidder that have been paid for by the District and Bidder shall
return any District materials provided to the Bidder for purposes of any services to be
provided.
Notwithstanding the above, the Bidder shall not be relieved of liability to Waukee CSD
for damages sustained by Waukee CSD by virtue of any breach of contract by the Bidder
for the purpose of set off until such time as the exact amount of damages due to
Waukee CSD from the Bidder is determined.
6.14 Non-Exclusive Rights.
The resulting Contract is not exclusive. The Waukee CSD reserves the right to select
other Bidders to provide services similar or identical to the Scope of Services described
in this Request for Bid during the term of this Contract.
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