TO:
All Supply Vendors
FROM:
Ms. Jane Allred
Buyer
RE:
SUPPLY SAMPLE REQUEST NO. B-1407JA
Stock Control – ART SUPPLIES
DATE:
September 9, 2013
The Gwinnett County Board of Education invites you to submit a
sample for all items as listed on the attached forms.
The products submitted will be evaluated by GCPS and then status of
each product “Approved” or “Not Approved” will be posted on the
GCPS website approximately 2 weeks after the required date listed
below. All “Approved” products will be listed and open for bidding on
the next fiscal year’s bid. All products listed as “Not Approved” will
include an explanation as to why the product wasn’t approved.
All products must follow this evaluation process in order for
product to be approved and placed on next fiscal year’s bid.
Sealed supply sample request forms and product samples are required
by 3:00PM EST, on September 26, 2013.
PRODUCT SAMPLES WILL ONLY BE ACCEPTED AND
EVALUATED IF ALL INSTRUCTIONS AND REQUIREMENTS ARE
COMPLETELY MET.
*GCPS Website – (www.gwinnett.k12.ga.us)
Instructions & Requirements for Completing
GWINNETT COUNTY PUBLIC SCHOOLS
Supply Product Sample Request Form
COLUMN NAME
DESCRIPTION
Data Provided by Gwinnett County Public Schools
Line No.
GCPS Item ID
Number of lines listed on the sample request form.
This is the number assigned to the item by GCPS.
Product Description
Pre-Approved
Brand/Manufacturer Name
Pre-Approved
Brand/Manufacturer
Number
Estimated Annual Usage
UOM (Unit of Measure)
Please note that the GCPS Item ID and Product
Description will be listed multiple times as preapproved manufacturer/brands are added.
This is the specific product description of the item.
These are the GCPS pre-approved products.
If the item is listed on the Sample Request then
no sample of the product is required at this time.
The product has been approved and acceptable
prior to this process.
These are the GCPS pre-approved manufacturer
numbers.
This is the estimated annual usage for the specified
UOM.
This is an estimate only and quantities ordered will
vary depending on GCPS needs.
GCPS does not guarantee to purchase the estimated
annual usage.
This is the current ordering unit used by GCPS.
Data To Be Provided by Vendor
Vendor’s Proposed
Sample
Manufacturer/Brand Name
Vendor’s Proposed
Sample
Manufacturer/Brand
Number
Revised 9/9/13
Please complete this field with your proposed
manufacturer/brand’s name.
-Note:
More than one manufacturer/brand name can be
entered in each field if the necessary space hasn’t
been provided on the request form.
Please complete this field with your proposed
manufacturer/brand’s product number.
-Note:
More than one manufacturer/brand number can be
entered in each field if the necessary space hasn’t
been provided on the request form.
Page 1 of 3
Product has AP Seal
Put "yes" or "no" in the "Product has AP Seal"
column. (Certifies product is Non-Toxic)
Vendor’s Case Pack & Unit Please enter a case pack product number and UOM
of Measure (UOM)
if product can be purchased in larger units of
measure other than the UOM provided above by
(If required)
GCPS.
GCPS Use Only
Approval Status
To be used to indicate if product is “Approved” or
“Not Approved” by GCPS
Requirements/Reminders:
1. All samples of products must be clearly labeled with the
following information:
a. GCPS Sample Request Number
b. Company Name
c. GCPS Item ID
d. Vendor’s Proposed Sample Manufacturer/Brand Name
e. Vendor’s Proposed Sample Manufacturer/Brand Product Number
2. All samples of product must be submitted in the original
manufacturers packaging as well as in the specified UOM
described in the description of the item in order for GCPS to
properly evaluate the product.
3. Vendor must complete all fields with an (*) and provide an
electronic copy (CD-R, NO PDF FILES) and a paper copy printed
directly from the electronic copy of the Supply Product Sample
Request Form with product samples.
4. Vendor’s representative must sign and date this form and any
addendum pages (if applicable) and return with product samples.
5. Vendor must submit the electronic copy and paper copy
in a sealed envelope with the following information listed on the
outside of the envelope:
 Vendor’s Name
 Supply Sample Request Number
 Required By Date
Revised 9/9/13
Page 2 of 3
6. Vendor’s are to deliver above #1, #2, #3, #4 and #5 to:
GCPS Distribution Center
Attn: Jackie Rosamond
690 West Crogan Street
Lawrenceville, Ga. 30046
*Failure to provide any of the information as described above will prevent the
product sample from being evaluated and will result in the product not being
listed on the bid as an “Approved” product to bid.
GCPS will provide a copy of each vendor’s Supply Product Sample Request
Form on the GCPS website approximately 2 weeks after sample was
submitted for evaluation.
All product samples are provided at no cost to GCPS and will not be returned
to the vendor.
Representative Signature:_____________________________________________
Date: ______________________________
Revised 9/9/13
Page 3 of 3
GCPS Safety, Health and Environmental Requirements for Bids, Contracts, and Purchases
It is the practice of Gwinnett County Public Schools to minimize or eliminate, whenever
possible, the use of products and materials that may increase safety, health or environmental
risks, or liabilities to students, staff, or the system at large. Therefore, vendors must provide any
Material Safety Data Sheets, special handling instructions or waste disposal instructions
available for all products or materials submitted for GCPS purchase consideration. Products or
materials containing lead, mercury, cadmium, chromium, or other heavy metals, flammable
liquids, toxic substances, or known or suspected carcinogens are of particular concern.
Comparable non-toxic or non-hazardous alternatives should be submitted, with corresponding
documentation, when available.