Alvin Independent School District s2

Alvin Independent School District Mickie Dietrich Director of Purchasing

Issue Date: SEPTEMBER 13, 2013

Request for Catalog Bid Proposal CATERING/RESTAURANTS AND BUILDING RENTAL #1311CATERING-CAT

Alvin Independent School District will be accepting sealed PROPOSALS for CATERING/RESTAURANTS AND BUILDING RENTAL under a Catalog Bid Proposal Process. Proposal Packets must be submitted up to but no later than OCTOBER 23, 2013 @ 2:30 P.M. for consideration.

Submission Location: Alvin Independent School District Purchasing, Bldg. D, Attn: Mickie Dietrich 2200 Stapp Maxwell Alvin, Texas 77511

Proposals received in the District Purchasing Office after the date and time specified will not be considered. The District is not responsible for lateness or non-delivery of mail carrier, etc. The date/time stamp in the Purchasing Department shall be the official time of receipt.

Fax proposals are not considered legal documents; therefore, original signed documentation must be submitted to Purchasing for consideration.

Scope of Work: Under the guidelines of the Texas School Law, any item(s) purchased with regards to a total expenditure in any given fund over $25,000 will be competitively bid. Alvin ISD is seeking competitive catalog proposals for all CATERING/RESTAURANTS AND BUILDING RENTAL under a three year term contract for a NON-EXCLUSIVE AWARD. A Non-Exclusive contract is one by which multiple vendors may be designated as suppliers for the items covered under the terms of the contract for the duration of said contract. With regards to this bid, “Non-Exclusive contract” means all bid packets received before opening, meeting all terms and conditions outlined under this contract, will be proposed for award.

It is also the intensions of this contract to provide the Athletic Department with a procurement contract allowing multiple vendor pricings for the purchase of catered meals for three times a year at Alvin High School and Manvel High School with an estimated 300-400 people per banquet. The District will supply their own warmers and servers for catering banquets for the Athletic Departments. This is not an all or nothing contract, the Athletic Department will be determining the type of food catered for each of the banquets based upon departmental requests, pricing and service.

Additionally, another category will provide multiple vendor pricings for the purchase of smaller portioned meals and catered items which can be utilized by various departments in the district.

Under both categories, pricing will be based upon delivery direct to locations, unless otherwise specified by department contact.

2200 Stapp Maxwell Dr. ▪ Alvin, TX 77511 ▪ (281) 824-0567 ▪ (281) 585-4567 Fax

2 Our district will be utilizing catalogs/department stores that are on the approved vendors list determined by this bidding process. From those catalogs/sales flyers submitted, purchases will be made. However, the district will be obligated to shop the various approved catalogs on any given item prior to their purchase. Those with free-freight and/or a discount rate off the catalog will be very appealing to all involved. This Non-Exclusive bid was chosen as the best option for Alvin ISD. Catalogs must be provided to all our campuses and departments - see terms and conditions for further detail.

Purchasing will recommend to all users of this contract that they receive at least three quotes, when possible, from the list of qualified vendors, prior to making their purchases.

Vendors that responded to any previous bid proposals under the catering and restaurant category need not apply as they are already approved vendors under other Alvin ISD contracts.

Proposal Procedures: This Proposal has been extended through our Alvin ISD website. You may access the proposal by going to www.alvinisd.net. Go to DEPARTMENTS and click, arrow down to PURCHASING and click, click on CURRENT BIDS and finally, find the Proposal, the Standardized Terms and Conditions, and the Conflict of Interest form.

All purchases from any bid proposal will be made under the guidelines of the Districts Standardized Terms and Conditions. The Standardized Terms and Conditions detail the proposal award process, purchase order processing, invoicing, and payment procedures of the district. Due to the Length of the Terms and Conditions, they have not been included in the proposal packets but may be accessed from the Website. We encourage you read and print this documentation as it will be utilized as guidance for all purchasing policies and procedures upon award of any term contract.

Contact Information: For further information or questions in regards to the bidding process, contact Purchasing, [email protected] or (281) 824-0567.

3 ACKNOWLEDGE RECEIPT OF CATERING/RESTAURANTS AND BUILDING RENTAL #1311CATERING-CAT

(TO BE COMPLETED BY BIDDER)

Proposal Packets must be submitted up to but no later than 2:30 P.M., OCTOBER 23, 2013 for consideration.

The undersigned agrees to fully comply in strict accordance with the proposal specifications and provisions attached thereto for the amounts shown, for one (1) year beginning the date the bid proposal is awarded by the board, with the option to renew for an additional two (2) one-year terms if all parties are in agreement. The undersigned also agrees to furnish all goods/services in accordance with the District Standardized Terms and Conditions outlined under http://alvinisd.net/business/purchasing/procurements/index.html hereto at the catalog discounts quoted / store front pricings provided unless noted in writing on this bid proposal documentation.

Date of Bid Proposal Submission: ______

______Company Name

______Signature of Representative Authorized to Sign Proposal Signer’s Name (Please Print)

______Title

______Address

______City State Zip

______Phone Number Fax Number

______E Mail Address

VENDORS MUST RESPOND to the following questions in order for their proposal to be considered.

The State of Texas does not employ a resident preference; however, it does employ a reciprocity rule. Offerors whose principal place of business is located in a state which gives preference to residents are subject to the same restrictions when submitting an offer with an entity of the State of Texas. The offeror, operates as ( ) a corporation incorporated under the laws of the State of ______, ( ) an individual, ( ) a partnership, ( ) a non-profit organization, ( ) a joint venture, or ( ) a corporation, registered for business in ______(Country).

IS THE PRINCIPAL PLACE OF BUSINESS FOR "WHOM YOU REPRESENT" OR THE "PARENT COMPANY" OF "WHOM YOU REPRESENT" A RESIDENT OF TEXAS?

______YES ______NO

Address of principal place of business or parent company whom you represent (if different from above address information provided): ______

 FAILURE TO RETURN THIS COMPLETED DOCUMENT MAY RESULT IN BID DISQUALIFICATION.

4 VENDOR INFORMATION: (TO BE COMPLETED AND RETURNED BY BIDDER)

This proposal will be awarded at the next board meeting. After which time, Purchase Orders will be distributed to the various vendors. To ensure prompt processing of orders, please indicate your mailing address to remit Purchase Orders:

______Company Name Contact Person ______Mailing Address ______City State Zip ______Phone Number FAX Number Email Address

Upon receipt of orders, please indicate address to remit Payment (if different from above address):

______Company Name Contact Person ______Mailing Address ______City State Zip ______Phone Number Fax Number Email Address

ELECTRONIC FUND TRANSFER: Currently, our District is investigating ways to improve our payment processes to vendors. One way is through EFT(Electronic Fund Transfers). Therefore, does your company have the capabilities to receive EFT for payments? YES______NO______If Yes, please indicate the following information and our Business Office will be in contact with your company in the near future.

Contact person name at your company that will assist in setting up the EFT______Phone Number ______E-Mail Address______

REFERENCES: All vendors will submit a list of at least two (2) education-related projects that would be representative of your Firm’s work related to this project. References will include contact name and telephone number. Proposals submitted without two references may be disqualified from consideration. Total Number of school district clients in the past three years: ______A. ______District ______Contact Name Phone Number ______E-Mail Address ______Project Description/ Services Provided B. ______District ______Contact Name Phone Number ______E-Mail Address ______Project Description/Services Provided

5  FAILURE TO RETURN THIS COMPLETED DOCUMENT MAY RESULT IN BID DISQUALIFICATION.

6 INSTRUCTIONAL SUPPLIES AND EQUIPMENT PROPOSAL #1311CATERING/RESTAURANTS AND BUILDING RENTAL - CAT

BID FORM - CATALOG CATEGORY

USE THE FOLLOWING TO INDICATE THE DISCOUNT RATE YOU WILL ALLOW FROM YOUR CURRENT MENU. Any variation must be listed as an exception on the bid form. Failure to list all exceptions is cause for disqualification of a bid. Vendor may select any or all of the categories listed. A listing of menus available should be attached to bid proposal .

CATERING:

Categories Bidding Alvin ISD Percent Discount

CATERING FOR ALVIN / MANVEL HIGH SCHOOL – BASED UPON 300-400 MEALS %

(AND ANY OTHER SCHOOL EVENT AS IDENTIFIED THROUGHOUT THE YEAR)

CATERING FOR SMALLER GROUPS-INDICATE PRICE BREAKS PER QUANTITY OF MEALS ORDERED Groups of 10-20 ______% Groups of 21-30 ______% Groups of 30-50 ______%

Groups of 51-75 ______%

List any exclusions or exceptions: ______

RESTAURANT/STORE FRONT: (A listing of menus available should be attached to bid proposal)

Alvin ISD Percent Discount ______%

USE THE FOLLOWING CATEGORIES TO INDICATE THE VENDOR INFORMATION TO BE UTILIZED ON A FORMAL FAX QUOTE BID

Sub/Sandwich/Wraps/Deli  Chicken Homestyle Cooking  Cajun Italian/Pizzas/Pastas  Oriental Food Mexican Food  Bar-B-Que Hamburgers  Seafood Confections  Pastries/Donuts OTHER:______

7 BUILDING RENTAL:

FACILITY CHARGE By Room - Usage Fee : $______

ANY FEES ASSOCIATED WITH SETUP: Technology Fee $______Audio Fee $______Room Layout Fee $______Any other fees/charges associated with use of room/facility $______

8  FAILURE TO RETURN THIS COMPLETED DOCUMENT MAY RESULT IN BID DISQUALIFICATION.

9 FREIGHT - FOB ALVIN ISD:

______Your company will honor the FOB Alvin ISD specifications as outlined in the terms and conditions of this bid packet. Shipping/freight/handling charges are included as part of the catalog pricing on products purchased by Alvin ISD, i.e., Alvin ISD will not be billed for additional shipping and handling charges on supplies ordered from your company. List any exclusions or exceptions: ______

______Your company will not honor the FOB Alvin ISD specifications as outlined in the terms and conditions of this bid packet. Alvin ISD will be required to pay shipping/freight/handling charges on products purchased. List any exclusions or exceptions: ______

Will your company furnish each campus with the necessary supply of catalogs at no cost to Alvin ISD? As well as new issues at no cost? ______

INTERNET CAPABILITIES

Does your company offer Internet capabilities? Website address: ______

Password (if applicable):______Are pictures available of products offered? ______

Will pricing reflect district discounts? ______Explain the pricing structure:______

Does your company require a minimum order? If yes, what is it?______

BID FORM – FORMAL FAX/QUOTE CATEGORY

By replying to the below vendor information, formal fax quotes may be accepted from your company on various catering projects.

CONTACT NAME FOR FAX PROPOSALS: ______

TITLE: ______

PHONE NUMBER: ______FAX NUMBER: ______

EMAIL ADDRESS: ______

EXCEPTIONS (specify by attaching further information on exceptions to contract)

 FAILURE TO RETURN THIS COMPLETED DOCUMENT MAY RESULT IN BID DISQUALIFICATION. 10 SPECIAL NOTATION – ALL FORMAL FAX QUOTES MUST INCLUDE SHIPPING/ FREIGHT/ HANDLING CHARGES IN PRICING.

Having carefully examined the Bid Package, the undersigned hereby agrees to furnish all goods/services in accordance with the General, Special Terms and Conditions outlined hereto at the prices quoted unless noted in writing.

______Firm Name

______Authorized Signature Date

11 12 - State of Texas Bid Requirement Page – (Must sign acknowledgement below and identify exceptions)

Vendors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin. Bidder certifies that the company complies with Executive order 11246, entitled "Equal Employment Opportunity", as amended by Executive Order 11375 and as supplemented in Department of Labor Regulations.

VENDOR NON-COLLUSIVE BIDDING By submission of this bid or proposal, the Bidder certifies that: a) This proposal has been independently arrived at without collusion with any other Bidder or with any Competitor. b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids, or proposals for this project, to any other Bidder, Competitor or potential Competitor. c) No attempt has been or will be made to induce my other person, partnership or corporation to submit or not to submit a bid or proposal. d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the Statements contained in this certification, and under the penalties being applicable to the Bidder as well as to the person signing in its behalf.

CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ)

Vendors are required to report business relationships at the time they begin contract negotiations or are solicited for bids or proposals. A vendor must disclose any business relationship with a district officer that might cause a conflict of interest. Vendors have 7 business days to file the Ethics commission’s Conflict of Interest Questionnaire (form CIQ) or face the possibility of a Class C Misdemeanor. The form for disclosure is located on the AISD website at: http://alvinisd.net/business/purchasing/conflict/index.html

□ Vendor has no known Conflict of Interests with the District □ Vendor has a known Conflict of Interest and will be attaching a copy of the CIQ

FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History of Contractor states: a) A person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. b) A school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. c) This section does not apply to a publicly-held corporation.

Please check off one box and sign the form in the appropriate space(s):  My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable.  My firm is neither owned nor operated by anyone who has been convicted of a felony.  My firm is owned and operated by the following individual(s) who has/have been convicted of a felony: Name of Felon(s):______Details of Conviction(s):______

INSURANCE REQUIREMENTS – REQUIRED FOR WORK PERFORMED ON DISTRICT PROPERTY The vendor shall carry Statutory Workmen’s Compensation Insurance, Comprehensive General Liability Insurance covering premises operation and Contractor’s Liability in the amount of $100,000/$300,000 for bodily injury and $100,000 each accident property damage and Automobile Liability covering all owned, non-owned, and hired vehicles in the amount of $100,000/$300,000 bodily injury and $100,000 each accident property damage. Certificates of Insurance shall be delivered to the Purchasing Department before work is commenced.

Upon award of bid, the vendor shall supply purchasing proof of insurance, in the manner prescribed by the Texas Worker’s Compensation Commission, informing all persons providing services on the project that they are required to be covered, and station how a person may verify coverage and report lack of coverage. The undersigned agrees to fully comply in strict accordance with the above requirements, terms and specifications

______Acknowledgment by Signature Printed Name Date

13  FAILURE TO RETURN THIS COMPLETED DOCUMENT MAY RESULT IN BID DISQUALIFICATION. 14  FAILURE TO RETURN THIS COMPLETED DOCUMENT MAY RESULT IN BID DISQUALIFICATION. 15