Notice to Bidders: Request for Bid WCSD-25-057 Toro Sand Pro

Request for Bid

WCSD-25-057 Toro Sand Pro

1. Request for Bid

The Waukee Community School District (Waukee CSD) is seeking qualified Bidders to provide turf equipment Toro Sand Pro for Operations.

Waukee CSD intends to Award one bidder.

2. Contract Term

Final award is contingent upon approval by the Waukee CSD Board of Education and the District’s legal counsel.

After selection, Waukee CSD will meet with the Bidder for the purpose of negotiating an Agreement that is acceptable to both parties. In the event that the parties do not achieve an acceptable agreement, Waukee CSD reserves the right, at its sole discretion, to negotiate with other Bidders. Should the above process not result in a contract, Waukee CSD will re-evaluate relevant issues and take appropriate follow-up action.

The awarded contract shall be a Purchase Order.

3. Notice to Suppliers

3.1 RFB Schedule

● Event Open: 05/04/2026 3:30 PM CST

● Question Submission Close: 05/07/2026 2:00 PM CST

● Event Close: 05/11/2026 2:00 PM CST

3.2 Questions and Answers

All questions regarding this solicitation shall be received via email to jjanssen@waukeeschools.org by May 07, 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.

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 suppliers.

3.5 Bid Submission:

Bids are due May 11, 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 WCSD-25-057 Toro Sand Pro”. 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.

3.7 No Minimum Guaranteed

Waukee CSD anticipates that the awarded Bidder will provide services as requested by Waukee CSD. Waukee CSD will not guarantee any minimum compensation will be paid to the Respondent or any minimum usage of the Bidders services.

4. Scope of Work

The Waukee Community School District is seeking a Bidder to provide a Toro Sand Pro 5040.

4.1 Product/Item Specifications

● 1 Each item #08745 Toro Sand Pro 5040

● 1 Each item #08713 Flex Blade

● 1 Each item #08712 Front Lift Frame Assembly

● 1 Each item #08735 Carbide Tine Toolbar

● 1 Each item #08838 Midmount Toolbar System

● 1 Each item #08757 Steel Drag Mat

● 1 Each item #08756 QAS Drag Mat Carrier System

● 1 Each item #08783 Front and Rear Remote Hydraulic Kit

● Must include setup and delivery as well as any training needed to operate correctly

4.1.1 There must be no minimum quantity or minimum total cost amount

4.1.2 Must guarantee all items are in new condition and free of any defects or damages.

4.1.3 Must be a single point of contact for all returns and replacements.

4.1.4 Must provide and honor manufacturer warranty.

4.2 Bid Response

Please include the following in the Bid Response:

4.2.1 Complete Attachment A - RFB WCSD-25-057 Pricing Form.

4.2.2 Complete Attachment B - Bid Certification Sheet.

4.2.3 Complete Attachment C - Conflict of Interest Form

4.2.4 Complete Attachment D - Sex Offender Acknowledgement Form

4.2.5 All Warranty Information.

5. Terms and Conditions

Bidder agrees to all terms and conditions listed below:

5.1. Laws

The laws of the State of Iowa must apply in all disputes.

5.2. Background Check

The Bidder must certify that all employees employed in support of this contract 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 must provide documentation when requested by Waukee CSD.

5.3 Proper Conduct

5.3.1 Bidder and all employees must adhere to proper conduct at all times. Proper conduct includes, but must not be limited to the following: There must be no weapons, drugs or alcohol on the premises. No employee of the Bidder must be permitted to carry weapons or use these substances when performing work under the resulting Contract on Waukee CSD owned property.

5.3.2 Bidder and their employees must conduct business in a professional manner at all times.

5.3.3 No secured doors left open or unlocked.

5.3.4 Bidder may be asked to remove an employee it deems careless whose continued employment on Waukee CSD property is not in the best interest of the Waukee CSD.

5.4 Damages

5.4.1 Bidder must 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.

5.4.2 Bidder must 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.

5.5 Subcontractor

The Bidder(s) must not utilize subcontractors except in emergencies when preauthorized in writing by the Waukee CSD.

5.6 Insurance Requirements

The Waukee CSD will require the supplier to show proof of insurance prior to awarding the Bid. See Attachment C for Insurance requirements. Awarded Bidder must provide Certificate of Insurance to Waukee CSD once intent to award is issued.

5.7 Payment Terms

Payment will be made within thirty (30) days after receipt of a valid invoice for all goods and/or services received and accepted.

5.8 Invoicing

All invoices must 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:

● Name of the ordering department

● Description of the goods and/or services provided

● Contract number

● Purchase order number

● Invoice number

● Invoice date

● Invoice amount

5.9 Shipping Terms

FOB Destination, Freight Pre-Paid

5.10 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.

5.11 The Waukee CSD reserves the right to reject any or all bids, waive irregularities or technicalities in any bid or to seek clarification upon responses received, which it deems to be in its best interest.

5.12 This Request for Bid must be construed in accordance with the laws of Dallas County, Iowa. Wherever differences exist between Federal and Waukee CSD statutes or regulations affecting this procurement, interpretation must be in the direction of that which is most beneficial to the interests of the Waukee CSD. Selection criteria will be based on many factors, including but not limited to price, inclusions/exclusions, contract terms, service levels, etc.

5.13 Compliance with Federal, State, and Local Laws and Federal Immigration Law

The contractor does not, and shall not during the performance of the contract for goods and services in the State of Iowa, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

5.14 Indemnification

Contractor agrees to indemnify Waukee CSD, its officers, agents, and employees for any loss, liability, cost, or reasonable settlement cost incurred as a result of any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered.

Contractor shall indemnify, keep and save harmless Waukee CSD, its agents, officials, employees and volunteers against claims of injuries, death, damage to property, theft, patent claims, suits, liabilities, judgments, cost and expenses which may otherwise accrue against Waukee CSD in consequence of the granting of a contract or which may otherwise result therefrom, if it shall be determined that the act was caused through negligence or error, or omission of the Contractor or his or her employees, or that of the subcontractor or his or her employees, if any; and the Contractor shall, at his or her own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in connection therewith; and if any judgment shall be rendered against Waukee CSD in any such action, the Contractor shall, at his or her own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance protection required by this contract, or otherwise provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend Waukee CSD as herein provided.

5.15 Termination of Contracts

Contracts will remain in force for full periods specified and/or until all articles ordered before date of termination shall have been satisfactorily delivered and accepted and thereafter until all requirements and conditions shall have been met, unless:

Terminated prior to expiration date by satisfactory deliveries of entire contract requirements, or upon termination by Waukee CSD for Convenience or Cause.

Extended upon written authorization of the Purchasing Specialist and accepted by Contractor, to permit ordering of unordered balances or additional quantities at contract prices and in accordance with contract terms.

5.16 Termination for Convenience

A contract may be terminated in whole or in part by Waukee CSD in accordance with this clause whenever the Purchasing Specialist shall determine that such a termination is in the best interest of Waukee CSD. Any such termination shall be effected by delivery to the Contractor 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. An equitable adjustment in the contract price shall be made for completed service, but no amount shall be allowed for anticipated profit on unperformed services.

5.17 Termination of Contract for Cause

If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his or her obligations under this contract, or if the Contractor violates any of the covenants, agreements, or stipulations of this contract, in addition to Waukee CSD’s remedies under the contract and all other rights available at law or in equity, Waukee CSD shall have the right to immediately terminate this contract. Such termination shall be effected by delivering a notice of termination to the Contractor at any time specifying the effective date of such termination. In such event all finished or unfinished documents, data, studies, surveys, drawings, maps, models, and reports prepared by the Contractor under the contract shall, at the option of Waukee CSD, become its property and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

Notwithstanding the above, the Contractor shall not be relieved of liability to Waukee CSD for damages sustained by Waukee CSD by virtue of any breach of contract by the Contractor for the purpose of set off until such time as the exact amount of damages due to Waukee CSD from the Contractor is determined.

ATTACHMENT A - PRICING FORM

Please submit this completed form with your Bid Response by email to jjanssen@waukeeschools.org.

Only pricing on this form or an exact copy of this form will be accepted. Pricing form shall be signed by an officer of the firm with authority to bind Bidder to Contract.

Waukee Community School District (WCSD) reserves the right to reject any or all quotes, waive irregularities or technicalities in any bid or to seek clarification upon responses received, which it deems to be in its best interest.

Bid shall include an all-inclusive, itemized, total cost in U.S. Dollars (including all travel, expenses, etc. in prices) for the proposed services. All pricing to be FOB Destination, freight cost, and all expenses included; and based on Net 30 Days Payment Terms.

Provide pricing for all items below.

Item	Description	Model/Part/ISBN	In Stock/On Order	Qty	Unit Price	Total Price
1	Toro Sand Pro 5040	08745		1 Each
2	Flex Blade	08713		1 Each
3	Front Lift Frame Assembly	08712		1 Each
4	Steel Drag Mat	08757		1 Each
5	Carbide Tine Toolbar	08735		1 Each
6	Midmount Toolbar System	08838		1 Each
7	QAS Drag Mat Carrier System	08756		1 Each
8	Front and Rear Remote Hydraulic Kit	08783		1 Each
9	Setup and delivery as well as any training needed to operate correctly.
				Total

Estimated Delivery Date: ___________________________________________________

ATTACHMENT B - BID CERTIFICATION

I certify that the contents of the Bid submitted on behalf of (Name of Bidder) in response to Waukee Community School District for RFB WSCD-25-057 are true and accurate. I also certify that Bidder has not knowingly made any false statements in its Bid.

Acceptance of Terms and Conditions

I certify 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. I recognize, by signing this document and submitting my bid with Waukee CSD, that as the Bidder I am fully acknowledging and accepting the language contained within this RFB document.

Certification of Independence

I certify that I am a representative of Bidder expressly authorized to make the following certifications on behalf of Bidder. By submitting a Bid in response to the RFB, I certify on behalf of the Bidder the following:

1. The Bid has been developed independently, without consultation, communication or agreement with any employee or consultant to the District or with any person serving as a member of the evaluation committee.

2. The Bid has been developed independently, without consultation, communication or agreement with any other Bidder or parties for the purpose of restricting competition.

3. Unless otherwise required by law, the information found in the Bid has not been and will not be knowingly disclosed, directly or indirectly prior to District’s issuance of the Notice of Intent to Award the contract.

4. No attempt has been made or will be made by Bidder to induce any other Bidder to submit or not to submit a Bid for the purpose of restricting competition.

5. No relationship exists or will exist during the contract period between Bidder and Waukee Community School District that interferes with fair competition or constitutes a conflict of interest.

Certification Regarding Debarment

I certify that, to the best of my knowledge, neither Bidder nor any of its principals: (a) are presently or have been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a Federal Agency or State Agency; (b) have within a five year period preceding this Bid been convicted of, or had a civil judgment rendered against them for commission of fraud, a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction, violation of antitrust statutes; commission of embezzlement, theft, forgery, falsification or destruction of records, making false statements, or receiving stolen property; (c) are presently indicted for or criminally or civilly charged by a government entity (federal, state, or local) with the commission of any of the offenses enumerated in (b) of this certification; and (d) have not within a three year period preceding this Bid had one or more public transactions (federal, state, or local) terminated for cause.

This certification is a material representation of fact upon which the District has relied upon when this transaction was entered into. If it is later determined that Bidder knowingly rendered an erroneous certification, in addition to other remedies available, the District may pursue available remedies including suspension, debarment, or termination of the contract.

Bidder also acknowledges that the District may declare the Bidder’s Bid or resulting contract void if the above certification is false. The Bidder also understands that fraudulent certification may result in the District or its representative filing for damages for breach of contract in addition to other remedies available to the District.

Name of Bidder
Name (Print)
Title
Signature of Authorized Bidder
Address
City, St, Zip
Phone Number
Email

ATTACHMENT C - CONFLICT OF INTEREST DISCLOSURE FORM

For Solicitations, Request for Quote (RFQ), Request for Bids (RFB) and Request for Proposals (RFP) Waukee CSD (Waukee CSD) is committed to maintaining the integrity of its procurement processes. All suppliers submitting bids or proposals are required to disclose any actual, potential, or perceived conflicts of interest. Failure to complete this form accurately and in its entirety may result in disqualification from the solicitation process.

Conflict of Interest Disclosure

1. Are you or any member of your organization currently employed by, or related to an

employee of the Waukee CSD?

● ☐ Yes

● ☐ No

If yes, please provide details:

2. Have you or your organization received any direct or indirect financial benefit from any

employee, board member, or representative of Waukee CSD in connection with this

procurement?

● ☐ Yes

● ☐ No

If yes, please provide details:

3. Do you or your organization have any other relationship or circumstance that might

constitute a conflict of interest with Waukee CSD or impair your ability to provide fair and

impartial services?

● ☐ Yes

● ☐ No

If yes, please provide details:

Certification:

By signing this form, I certify that:

● The information provided above is true, complete, and accurate to the best of my

knowledge.

● I have disclosed all relevant information regarding potential or actual conflicts of interest.

● I will notify Waukee CSD immediately should any conflict of interest arise during the solicitations process or the performance of any resulting contract.

I understand that failure to disclose a conflict of interest may result in disqualification of my

bid/proposal or termination of any resulting contract.

Supplier Name: _______________________________________

Dated: _____________________________________________

Authorized Signature: _________________________________

Printed Name: _______________________________________

Title: ______________________________________________

ATTACHMENT D - INSURANCE REQUIREMENTS

The Waukee CSD requires you provide us with evidence of insurance meeting the requirements outlined below:

1. Commercial General Liability (Occurrence Form) – Covering Bodily Injury, Property Damage and Personal Injury:

General Aggregate (other than Prod/Comp Ops Liability) $2,000,000

Products/Completed Operations Aggregate $2,000,000

Personal & Advertising Injury Liability $1,000,000

Each Occurrence $1,000,000

Please list the Waukee CSD as an Additional Insured on a primary and noncontributory basis.

Please also include a Waiver of Subrogation in favor of the Waukee CSD Governmental Immunities Endorsement should also be included covering:

a) Non-waiver of Government Immunity

The insurance carrier expressly agrees and states that the purchase of this policy, including the Waukee CSD as an Additional Insured, does not waive any of the defenses of governmental immunity available to the Waukee CSD under Iowa Code as it now exists and as it may be amended.

b) Claims Coverage

The insurance carrier further agrees that this insurance policy shall cover only those claims not subject to the defense of governmental immunity under the Iowa Code as it now exists and as it may be amended.

c) Assertion of Government Immunity

The Waukee CSD shall be responsible for asserting any defense of governmental immunity and may do so at any time and shall do so upon the timely written request of the insurance carrier.

d) Non-Denial of Coverage

The insurance carrier shall not deny coverage under this policy or any of the rights and benefits accruing the Waukee CSD under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the Waukee CSD.

e) No Other Change in Policy

The insurance carrier and the Waukee CSD agree that the above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy.

2. Automobile Liability – Covering All Owned, Non-Owned, Hired & Leased Vehicles:

Combined Single Limit for Bodily Injury and Property Damage $1,000,000 per accident.

Please list the Waukee CSD as an Additional Insured. Please also include a Waiver of Subrogation in favor of the Waukee CSD.

3. Workers Compensation and Employer’s Liability:

Workers’ Compensation State Statutory Limits

Employer’s Liability – Bodily Injury By Accident $100,000 each accident

Employer’s Liability – Bodily Injury by Disease $500,000 policy limit

Employer’s Liability – Bodily Injury by Disease $100,000 each employee

Please also include a Waiver of Subrogation in favor of the Waukee CSD

4. Umbrella Liability:

Per Occurrence $5,000,000

Aggregate $5,000,000

Please list the Waukee CSD as an Additional Insured on a primary and noncontributory basis. Please also include a Waiver of Subrogation in favor of the Waukee CSD. Higher Umbrella Limits may be required based on your contract with the Waukee CSD.

ATTACHMENT E - SEX OFFENDOR ACKNOWLEDGMENT FORM

______________________________________(“Company”) is providing services to the Waukee Community School District (“District”) as a vendor, supplier, contractor or subcontractor and/or is operating or managing the operations of a vendor, supplier or contractor. The services provided by the Company may involve the presence of the Company’s employees upon the real property of the schools of the District.

The Company acknowledges that Iowa law prohibits a sex offender who has been convicted of a sex offense against a minor from being present upon the real property of the schools of the District.

The Company further acknowledges that, pursuant to law, a sex offender who has been convicted of a sex offense against a minor may not operate, manage, be employed by, or act as a contractor, vendor or supplier of services or volunteer at the schools of the District.

The Company hereby certifies that no one who is an owner, operator or manager of the Company has been convicted of a sex offense against a minor.

The Company further agrees that it shall not permit any person who is a sex offender convicted of a sex offense against a minor to provide any services to the District in accordance with the prohibitions set forth above.

This Acknowledgment and Certification is to be construed under the laws of the State of Iowa. If any portion hereof is held invalid, the balance of the document shall, notwithstanding, continue in full legal force and effect.

In signing this Acknowledgment and Certification, the person signing on behalf of the Company hereby acknowledges that he/she has read this entire document that he/she understands its terms, and that he/she not only has the authority to sign the document on behalf of the Company, but has signed it knowingly and voluntarily.

Respondent Name: _______________________________________

Dated: _____________________________________________

Authorized Signature: _________________________________

Printed Name: _______________________________________

Title: _____________________________________________