School Supplies 2026-27 SY

Location:	Pennsylvania
Posted:	Mar 12, 2026
Due:	Apr 2, 2026
Agency:	Hempfield AreaSchool District
Type of Government:	State & Local
Category:	75 - Office Supplies and Devices
Publication URL:	To access bid details, please log in.

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HEMPFIELD AREA SCHOOL DISTRICT

4347 Route 136, Greensburg, PA 15601

INVITATION TO BID

SCHOOL SUPPLIES

2026-2027 School Year

Bids Due: April 2, 2026 until 1:00 PM EST

Hempfield Area School District is accepting bids for the 2026-2027 school year supplies for the

following categories: Art, Electrical, Janitorial, Lumber-Maintenance, Physical Education, Print Shop

Paper, Science Education and Technology Education.

Hempfield Area School District reserves the right to reject any or all bids, assign any or all

proposals, and waive irregularities in this proposal.

Hempfield Area School District

26-27 School Supply Bids

GENERAL CONDITIONS

1. TERMS

A. “Owner” shall mean Hempfield Area School District.

B. “Board” shall mean Hempfield Area School Board.

C. “Bidder” shall mean company qualified to bid in accordance with enclosed

specifications.

D. “Furnished” shall mean to furnish at the destination called for.

2. Articles as used herein shall include supplies, material and equipment and all incidental

work and labor concerning these specifications.

3. INDEMNIFICATION

A. The bidder does hereby agree that, if awarded the contract under these specifications, he

will indemnify and save harmless the Owner and its Board of School Directors, its

members, the Superintendent and his staff, from all suits and actions of every nature and

description brought against them or any of them growing out of any contract or

contracts, written or verbal, entered into between the Owner and the successful bidder,

and further upon the awarding of the contract to the undersigned bidder in accordance

with these specifications, this agreement of indemnifications shall automatically become

effective.

4. Consider all applicable laws a part of these specifications and shall be enforced as though

they were included. This includes the PA Act 1874-159, Worker and Community Right-To-

Know Law (12/1/86).

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Hempfield Area School District

26-27 School Supply Bids

INSTRUCTIONS TO BIDDERS

1. Bidders will submit bids using the Vendor Portal through our district financial program

(CSIU). Vendors will login and follow instructions received by email.

2. Prior to bid due date, all bidders must submit a signed and notarized Non-Collusion

Affidavit, included herein, via email to marshallp@hasdpa.net.

A. If bidding on multiple categories, please submit only one affidavit with “Multiple

Bids” typed or written on the form.

3. Bidders will submit prices as specified using the brand or manufacturer in the description.

If a brand or manufacturer is not noted in the description, please enter it on the bid form

along with your order number. This is important when comparing bid items.

4. SAMPLES

A. When submitting a bid for any item that states “sample must be provided”, that sample

must be delivered with the bids, or sent in prior to bid due date, and be plainly marked

with the name of the product as well as the bid number, category (i.e. Art, Science,

Janitorial, etc.) and bidder’s name. All bid samples will be held for thirty (30) days after

the awarding. Samples not picked up after this date are forfeited.

B. When submitting a sample of a cleaning product, provide enough of the product to

do test in an area measuring 100 square feet, i.e., floor wax-provide enough to test

your product in an area measuring 100 square feet.

C. If sample is required but not submitted with the bid, that item may be rejected.

5. All bidders must comply with the Right-To-Know Act pertaining to hazardous materials and

provide a Materials Safety Data Sheet for any item for which this shall pertain.

6. BID ENTRIES

A. Bidder MUST supply the item number or catalog number for each item bidding.

The Owner has to be able to research this item to make sure it will meet

specifications, if not the Owner will consider the bid incomplete and go to the

next bidder meeting specifications for the award.

B. Bid figures shall include ALL charges such as packaging, shipping, handling, prepaid

delivery, any hazardous material charge, and delivery fuel surcharge. Bid shall

include all discounts except any cash discount.

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Hempfield Area School District

26-27 School Supply Bids

C. The Owner is exempt from Federal Excise Tax, State Sales and Use Tax and will

execute Tax Exemption Certificates when requested.

7. The Owner WILL NOT accept any bids that note ‘MINIMUM ORDER’ requirements.

8. The Owner may increase or decrease an item or items when reviewing the bids to stay

within the budgetary constraints.

9. AWARD

A. The Owner will award the items on an individual item basis to the lowest responsible

bidder meeting specifications. This will be in the form of a Purchase Order and will act

as your notice to proceed. Purchase orders will be dated July 1 or after, however we

will order the items prior to that date so items can be expedited in a timely manner.

B. The bidder agrees that if the contract is awarded to him, he will not assign, transfer

or sublet it, unless specific permission to do so is granted in writing, by the Owner.

The bidder also agrees that if the contract is awarded to him, he will not assign in

whole or part any rights or privileges that may accrue to him under the terms of the

contract or any money, which may become due to him there under.

C. The bidder agrees, if awarded the contract, to furnish and deliver the said articles at such

times, at such places, and in such quantities as herein specified, and that all of the articles

shall be subject to the inspection and approval of the Owner. In the event that any of the

said articles shall be rejected as unsuitable or not in conformity with these specifications,

such articles shall at once be removed and other articles of proper quality as set forth in

these specifications shall be furnished in place thereof at the expense of the successful

bidder.

D. The awarded bidder must have all items delivered to the District by August 14, 2026. This

does not apply to live material science items that need to be released throughout the

school year. Bids should only be submitted by sellers who can commit to the

specified delivery schedule.

E. The Owner has the option to purchase additional items at the prices indicated in this bid

until March 1, 2027, and the successful bidder shall honor the bid price.

10. In the event that the successful bidder shall neglect or refuse to furnish and deliver the said

items or services or any part thereof as provided in these specifications, or to replace any which

are rejected as stated in the preceding paragraph, then in such event, the Owner is authorized

and empowered to purchase articles in conformity with this contract from such party or parties

in such quantities and in such manner as it shall select at the expense of the successful bidder,

or to cancel this contract reserving to itself, nevertheless, all rights for damages which may be

incurred by the Owner.

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Hempfield Area School District

26-27 School Supply Bids

11. DELIVERIES

A. Please ensure all deliveries are directed to the Central Receiving address shown in

the 'Ship To' section on the purchase orders, arriving between 9 a.m. and 2:30 p.m.

Please call 478-808-4134 for other delivery questions.

B. The Owner requires Direct Signature upon delivery. Please note this on every package

you send.

C. Liquid items on the bid list will not be accepted in containers larger than fifty-five

(55) gallon drum or pail.

D. If items are found NOT TO meet the bid specifications, the Owner will notify the vendor

and it will be the responsibility of the vendor to make the necessary corrections at their

expense. If the successful vendor fails to comply with these bid conditions, the Board

has no other option but to award to the next lowest bidder to purchase those items.

12. INVOICING: All invoices MUST be dated July 1 or after - no exceptions. Please make the

appropriate department(s) of your company aware of this date. Emailed invoices are

acceptable to accounts-payable@hasdpa.net.

13. PAYMENTS: The Board meets the third Monday of each month for the regular board meeting.

Bid items are checked using bid specifications and invoices are checked using the packing slips.

Payments of invoices for these bid item(s) will be after the regularly scheduled monthly school

board meeting following delivery provided there are no problems with the bid item(s).

14. Please direct your questions regarding the bid documents to marshallp@hasdpa.net.

End of section

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School Supplies 2026-27 SY

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