We work with a diverse portfolio of vendors within the community to ensure we offer the best services to our students. Here you can find information on how to work with IPS as one of our vendors.
How to Receive Bids and Quotations
All Suppliers wishing to market goods and services to the Indianapolis Public Schools district may make a determination of need in one of several ways:
- Review Publishes & Posted Bid Information
- Purchases of goods and projects $150,000 and over are advertised for sealed bids in publications of general circulation. IPS posts legal notices for bids in the Indianapolis Court & Commercial 317.636.0200 and the Indianapolis Recorder 317.924.5143 at least ten days before bids are due. The advertisement will outline how to request bid specifications.
- Purchases of goods and projects $150,000 and over are also posted on the IPS bid board in Room 117 of the Education Services Center, 120 E. Walnut Street, Indianapolis Indiana 46204 for a minimum of 2 weeks prior to the bid due date. The posting will outline how to request bid specifications.
- Request Placement on Bidders List for Specific Bids & Quotes
- IPS maintains an annual schedule of annual bids and quotations. This schedule is used to establish contracts for goods and services that are required on an on-going basis. Suppliers must contact the applicable buyer via email or fax to request that their company be added to the solicitation list for these scheduled bids and quotations. You must provide us with your company name, complete address, contact person, fax and phone numbers as well as an indication of which bids or quotes you would like to receive. You will receive a confirmation of your request if you make that request via email.
- Meet with IPS Buyers that Specialize in Your Products or Services
- It is highly advised that you should set up an appointment with the applicable buyer that specializes in your specific goods or service offerings. Maintain an on-going relationship with this buyer and request that you be sent applicable bids and quotations in your area of expertise.
- Send or Provide Specific Product and Service Information Directly to Targeted Customers Within IPS
- IPS has incorporated some site based decision making in many areas. Certain purchases may be made on a confirming or local basis depending upon authority granted to the school or location. Goods and services may be marketed to specific locations, but the needs of the site must always be taken into consideration. Do NOT visit a site without a specific appointment, and always sign in at the main office before making contact with any IPS staff member. A school official or other IPS staff member is never obligated to meet with a vendor if they do not desire to do so. If you do not have a hard copy Purchase Order, IPS does NOT have an obligation to pay you for any product or service, so make sure that the client you are working with has the authority to commit to you.
IPS USES A NUMBER OF PROCUREMENT METHODS TO ACQUIRE GOODS AND SERVICES FOR ITS SCHOOLS AND LOCATIONS. YOU ARE RESPONSIBLE FOR OBTAINING BIDS AND QUOTATIONS IN YOUR OWN AREA OF EXPERTISE. IPS MAKES NO GUARANTEE THAT ANY SUPPLIER WILL RECEIVE AN INVITATION FOR ANY OR ALL BIDS OR QUOTES IN ITS AREA OF EXPERTISE!
Bids: How to Respond to Invitations
It should be understood that all procurement decisions will be made with the interest of enhancing student learning and achievement as a paramount objective. IPS strives to ensure fair and equitable purchases and allow equal access by all qualified suppliers that meet the needs of the IPS district.
Certain benchmarks have been established as minimum criteria for the response to formal bids and quotations. These criteria are listed below:
A PROSPECTIVE SUPPLIER MUST BE RESPONSIBLE
- Suppliers must be capable of providing the goods or services required by IPS. This means that the firm has verifiable facilities and resources to meet the stated needs of the district, both in its product and service areas and in its financial base. IPS reserves all rights to reject any supplier which is (in IPS’ opinion) judged to be either financially unstable, undercapitalized, or unable to provide the stated needs of the district.
A PROSPECTIVE SUPPLIER MUST BE RESPONSIVE
- Suppliers must respond to all stated requirements in bid and quotations. This means that the supplier shall meet ALL business and technical requirements outlined by the district. Failure to meet any technical specification, business qualification, or requirement to complete a form or response item shall be sufficient cause to reject a prospective supplier’s response.
A PROSPECTIVE SUPPLIER MUST COMPLETE PRESCRIBED BID FORMS COMPLETELY AND CORRECTLY
- Each formal bid or quotation released by the district has required forms which must be completed for a supplier to be considered responsive to the request. Prospective suppliers must carefully read all bid and quotation information and complete all requested and required forms. Failure to complete any required form correctly will generally result in your bid or quotation being rejected. Sealed bids always require the following forms to be completed:
Required Sealed Bid Forms
FAILURE TO SUBMIT ANY, PROPERLY EXECUTED, BID FORM WILL BE SUFFICIENT CAUSE TO REJECT A BID
- BID AFFIDAVIT: This form must be completed in its entirety, must be signed and notarized with the signature and seal of a commissioned Notary Public. It must be submitted with each sealed bid submitted to the district.
- SUPPLIER DIVERSITY: Complete and sign Form A and Form C (if applicable), and return with your bid. Please note on EACH form if you do not intend to subcontract any portion of this contract. Please contact the Supplier Diversity Office at 317.226.3825 with any questions regarding these forms. These forms are to be completed by all Bidders.
- MINORITY CERTIFICATION: If you are a Woman (WBE) or Minority-owned (MBE) business enterprise, please make certain that a copy of your most recent certification is on file in the IPS Supplier Diversity Office, 120 E. Walnut Street, Room 601-S, Indianapolis, Indiana 46204. IPS recognizes certifications from the State of Indiana, the City of Indianapolis, the Indiana Business Diversity Council (IBDC), the National Minority Supplier Development Council (NMSDC), and the Women Business Enterprise National Council (WBENC).
- BID SURETY: All Public Works and many supply contracts require bid and performance sureties to be submitted. Please review all invitations carefully to determine the particular surety requirements for the solicitation. Bid and Performance Sureties are submitted on VENDOR SUPPLIED DOCUMENTS.
ALL PROSPECTIVE SUPPLIERS MUST SUBMIT THEIR BID OR QUOTE AND ALL RELATED FORMS BEFORE THE DUE DATE AND TIME
- A due date and time are stated in all bids and quotations. Failure to submit a sealed bid prior to the date and time at the place stated in the invitation will result in the rejection of your sealed bid. IPS reserves all rights to reject any quotation not received by the due date and time.
Bonds: Surety Bonding Requirements
Where Surety Instruments are Used
IPS uses surety instruments in the majority of its sealed bids. Generally, there will be TWO types of sureties in any bid process:
- A bid surety is used to provide firm price protection to the district. Bidders responding to a bid invitation will be asked to provide a surety WITH THEIR BID. This surety provides insurance to IPS that the Bidder will keep its price commitment firm until IPS awards a contract. As a rule, bid sureties are set at 5% of the total bid, but Bidders should always review all bid instructions, as this amount may change, or be waived from time to time. A Bidder that is awarded a bid and cannot hold prices firm, or a Bidder that fails to accept an award may have its bid surety liquidated in response to its failure to meet its bid commitment.
- A performance surety is used to protect the district from a supplier/contractor’s failure to meet the performance standards of the contract. A supplier that fails to deliver goods or services, a supplier that fails to meet IPS’ order schedules, or a supplier that delivers goods or services that do not meet IPS’ performance criteria may have its performance surety liquidated. Performance sureties may be in any amount, up to 100% of the total awarded contract amount, and Bidders should review all bid instructions to determine the actual amount of the performance surety. Only a Bidder receiving an award will be responsible for submitting a performance surety.
Acceptable Surety Instruments
IPS accepts several types of financial instruments for both bid and performance sureties. IPS will retain the instrument in its original document form, and no cash instrument will be liquidated (cashed) unless the vendor fails to meet its price and performance commitments.
- A surety bond prepared by an insurance company authorized to do business in the State of Indiana is acceptable for both bid and performance sureties. A bid bond must be entitled BID BOND, and a Performance Bond must be entitled PERFORMANCE BOND, CONTRACT BOND, SUPPLY BOND or CONSTRUCTION BOND (on a public works contract).
Cashiers or Certified Check
- IPS will accept a cashiers or certified check in the proper amount for bid and performance surety purposes. All such checks shall be made payable to the BOARD OF SCHOOL COMMISSIONERS OF THE CITY OF INDIANAPOLIS.
- A money order in the proper amount is acceptable for bid and performance surety purposes. Money orders shall be made payable to the BOARD OF SCHOOL COMMISSIONERS OF THE CITY OF INDIANAPOLIS.
Official or Bank Check
- An official or bank check written BY the issuing bank is acceptable for bid and performance surety purposes.
Unacceptable Surety Instruments
Certain instruments ARE NOT acceptable to IPS for bid and performance surety purposes:
- Business Check: A standard company check is NOT ACCEPTABLE.
- Cash: For Bidder protection, cash is NOT ACCEPTABLE.
- Letters of Credit: Without prior arrangements, letters of credit are NOT ACCEPTABLE.
- Escrow Deposits: Without prior arrangements, escrow deposits are NOT ACCEPTABLE.
Submitting a non-acceptable instrument may result in the rejection of your bid or the cancellation of your contract.
Return of Surety Instruments
Unless a vendor requests otherwise, all bond instruments will be retained by IPS in its procurement files. All cash instruments (secured checks, money orders) will be returned as follows:
Return of Bid Surety-Unsuccessful Bidder
- Cash instruments will be returned to vendors NOT receiving an award upon award of the contract to another vendor.
Return of Bid Surety-Successful Bidder
- Cash instruments will be returned to vendors receiving an award upon receipt of the proper performance surety from the successful bidder.
Return of Performance Surety-Successful Bidder
- Cash instruments will be returned to successful Bidders only upon the successful completion of the contract (including warranty and ongoing performance) requirements.
Buyers and Commodities: Who to Contact
The IPS Purchasing Department has organized its Purchasing Department with Buyers that are specialized into specific commodity and service areas of expertise. The applicable Buyer should be contacted for information regarding your particular commodity or service area.
Purchasing Department Services and Information
Office & Curriculum
Buyer: Cathy Robinson
- Art Equip/Supplies
- Library Books (not textbooks)
- Catalog Discount Items
- Copiers, Supplies and Parts
- Office Equipment/Supplies (not IPS warehouse)
- First Aid Supplies
- General Supplies
- Incentives & Rewards Home Economics
- Instructional & Classroom Materials (non-books)
- Magazine Subscriptions/Memberships (not on line)
- Music Equipment/Supplies
- Xerographic Paper
- Custodial Supplies/Equipment
- Health Safety/First Aid
Technology & Professional Services
Buyer: Laraine Zook
- Catering Services
- Computer Equipment
- Hand Held Radios
- Network Technology
- Professional Services
- Projection Lamps
- Audio Visual Equipment & Supplies
- Books (Not Textbooks)
- Office Equipment
- Postage & Postage Meters
- Printing & Mailing (Outside Vendors)
- Testing & Assessment
Building/Grounds, Transportation & Books
Purchasing Coordinator: Kristi Hardin
- Audio-Visual Equipment
- Building Equipment/Services
- Bus & Vehicle Parts
- Custodial Equipment
- Custodial Supplies
- Floor Coverings
- Grounds Maintenance
- Maintenance Equipment
- Pest Control
- School Buses
- Special Education Equipment
- Vehicle Maintenance
- Vocational Education Supplies
- Waste Disposal
Supplier Diversity Coordinator: LaVon Bradley
Interim Purchasing Agent: Kristi Hardin
- General Purchasing Inquiries
- How to Do Business Printing Services
- Printing Services
- State Adopted Textbooks
OPERATIONS DEPARTMENT SERVICES AND INFORMATION
IPS Construction, Building Alterations & Improvements (Public Works Projects)
Contact: Roxann Wilson
Facilities Management Division
Bond Project Construction, Building Alterations & Improvements (Public Works Projects)
- Alterations to Building/Grounds Projects
- Construction Projects
- Improvements To Building/Grounds
- Prevailing Wage Jobs
- Public Works
- Roofing Projects
Foodservice Procurement Specialist: Linda Bickett
- Evaluation of Quotes & Bids
- New Product Testing & Cuttings
- Prepares Foodservice Specifications
- Purchase of Produce & Perishable Foods
- Quotations for Food less than $10,000
- Supplier Consulting and Appointments New Product Testing & Cuttings
- Prepares Specifications for Foodservice Foods and Supplies
- Prepares Foodservice Quotes, Competitive Quotes, Bids and RFP documents
- Advertise Foodservice Food and Supplies
- Evaluation of Quote, Bid and RFP submissions
- Prepares Documents for Board Approval
- Prepares and Sends Awards to suppliers
- Order and Purchase of Foodservice Food and Supplies