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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul
MN
55102

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Bid Process

How to Submit Competitive Bids/Proposals

Each invitation to bid is posted on our website. If you download documents, you must check the posting prior to the due date to ensure you are informed of any addenda, that need to be addressed by your bid/proposal. Failure to do so may result in a rejection of your bid/proposal.  

Construction projects and the associated bidding documents, plans & specifications, and drawings are posted and linked to our official printer, ARC Central (4730 Park Glen Rd, St. Louis Park, MN 55416).
Phone: 952/697-8800; Fax: 952/697-8803; Email: www.e-arc.com

All invitations to bid posted on our website include:

  1. Date, time and place (electronically in GetAll) the bid is due
  2. A link to our electronic submission system - GetAll
  3. General requirements and conditions
  4. Detailed specifications
  5. Pre-bid/proposal meetings
    1. If pre-bid/proposal meetings are part of the process, they may be mandatory
    2. These are an opportunity discuss the specifications and ask any questions necessary to fully prepare the bid/proposal

Bid/Proposal Basics

  • Bids must be delivered according to instructions
  • Late bids will not be accepted
  • Submissions delivered via email, fax, or in person will not be accepted - only electronic submissions via GetAll are accepted
  • Brand names and model numbers may be utilized in the bid specifications as a way of communicating the district's minimal requirements
    • This should not prevent the use of alternates, however, all deviations must be stated in the bid document or the bidder will be required to supply the item completely as specified
    • All alternates must meet or exceed the specifications

Questions

All questions pertaining to bid specifications must be presented in accordance with the bid specifications.  Generally, this is via the GetAll system. This ensures that all vendors receive the same information. Purchasing & Contract Services is not responsible for information provided by other departments or contractors.

For construction bids, all questions or requests for plans, specifications or clarification need to be submitted to the A&E firm managing that project.

Bid Evaluation

It is the intent of the SPPS Purchasing & Contract Services Department to obtain the best quality materials at the lowest prices possible, as allowed by Minnesota Statutes Section 123B.52 and Section 16C.28.

Bid Award Notification

The SPPS Purchasing & Contract Services Department will issue all official bid award notifications. Award notifications from any other department or staff member of the district may not provide correct information.

Requesting Data from Awarded Solicitation Events

SPPS data request policies and procedures comply with the Minnesota Government Data Practices Act.

You can find specific details in SPPS Policy 304.00 and the corresponding procedure 304.00.03, both of which are available on the Saint Paul Board Of Education’s website. Requests for data should follow these procedures and be in written form to ensure proper processing.

Invoices and Payment Terms

By law, the school district has 35 days after receipt of an invoice to present payment. It is the intent of the school district to pay all invoices as promptly as possible; however, by accepting an SPPS purchase order, you have agreed to the 35 day payment policy.

All invoices are submitted to the SPPS Accounts Payable Department.

Insurance Requirements

Successful Bidders Must Submit a Certificate of Insurance After Award

The immunity of the owner shall not be a defense from the insurance carrier. The selected vendor is required to supply an insurance certificate naming SPPS as an additional insured, prior to the start of the project. 

Bonding and Insurance Requirements for Contracted Services

All vendors submitting proposals for contracted service work must comply with the following American Institute of Architects (AIA) and SPPS requirements: 

Proposals that do not comply with these requirements will not be considered.

Bonding Requirements If Construction Is Involved

Submissions of a bid in excess of $175,000 require proof of bid security at the time of bid.  Bid security, in the amount not less than five percent (5%) of the total maximum bid amount, payable without recourse to St. Paul Public Schools.  Electronic submission of bid bonds or cashier's check are required with bids via GetAll.  The original cashier's check must be delivered within 3 business days of the bid closing or postmarked on or before the bid opening date.  A bid bond must be from a reliable surety company licensed to do business in the State of Minnesota.

Upon the award and execution of a contract, vendors must provide payment and performance bonds on any or all projects valued at $175,000 or above.  ISD 625 - Saint Paul Public Schools reserves the right to require bonds at lower values for any project that they determine a lower threshold to be in the best interest of the District.