Fort Bend Independent RFP No.: 16-098KB
School District (FBISD) Due Date: August 18, 2016 DUE NO LATER THAN 2:00 PM CST RFP Cover Sheet LATE RFPs WILL NOT BE ACCEPTED Request For Proposal (RFP): High School Graduation Diplomas and Related Items
PLEASE NOTE
Carefully read entire proposal document Please submit your hard copy proposal in a and specifications. Complete all forms sealed envelope with RFP no., description, Submit your proposal with all appropriate and marked “SEALED PROPOSAL”. attachments.
RETURN PROPOSAL TO: Attn: Kathleen Booker – Purchasing Fort Bend Independent School District 555 Julie Rivers Drive Sugar Land, TX 77478
For additional information contact Kathleen Booker at 281-634-1805 or [email protected].
Company Name: Company Address: City, State, & Zip: Taxpayer I.D. #: Telephone #: Fax # ______E-mail Print Name: Signature:
Your signature attests to your offer to provide the goods and/or services in this proposal according to the published provisions of this proposal. Contract is not valid until FBISD Board has approved the award.
RETURN THIS DOCUMENT IN THE BID/PROPOSAL PACKAGE
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SPECIFICATIONS
High School Graduation Diplomas and Related Items
BACKGROUND
FBISD is a K-12 public school district in Fort Bend County serving a student enrollment of over 72,000. The district currently consists of seventy-four (74) campuses and fourteen (14) administrative sites. The intention of this Request for Proposal (RFP) is to solicit proposals for High School Graduation Diplomas and Related Items for FBISD.
GENERAL TERMS & CONDITIONS FOR SOLICITATION
This solicitation shall be governed by the following documents which are incorporated by reference only, and are not part of this Solicitation. A copy may be obtained at www.fortbendisd.com/docs/purchasing/general-provisions-for-purchasing-solicitations-and-contracts.pdf or by contacting Kathleen Booker at 281-634-1805 ([email protected]). Any exception to the Terms and Conditions must be included in the Proposer’s response.
Texas Education Code 44.031 Purchasing and Acquisition, FBISD Policy CH (Legal) Purchasing and Acquisition, FBISD Policy CH (Local)
RESPONSE REQUIREMENTS
FBISD will accept sealed proposals either by mail or hand delivery until Thursday, August 18, 2:00 PM CST. Proposals received after the opening date and time will not be accepted and will be returned unopened.
DESCRIPTION
FBISD currently has eleven (11) high schools: Austin, Bush, Clements, Dulles, Elkins, Hightower, Kempner, Marshall, Ridge Point, Travis, and Willowridge. FBISD reserves the right to make a single award to one (1) vendor. This proposal will be for a one (1) year period (graduating class of 2016/2017) with an option to renew up to four years (graduating class of 2017/2018, 2018/2019, 2019/2020, and 2020/2021). Prices must be firm for one (1) year from date of Board approval. Submissions deemed unrelated will be considered a “No Bid”. Related Items is defined as those other items not listed in the proposal, but may be purchased. Vendors can bid a range i.e. 5-10% off everything, percentage off categories, etc. Vendors must enter a discount even if the discount is 0%. Leaving the Related Items discount blank will be a considered a No Bid.
All goods or products included in the proposal shall be F.O.B. (Free on Board) destination, full freight allowed, unless otherwise indicated within this proposal.
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SPECIFICATIONS
High School Graduation Diplomas and Related Items
DESCRIPTION (Continued)
The estimated numbers of 2016/2017 graduates are as follows; however no quantities are guaranteed.
Austin High School 550 Bush High School 483 Clements High School 600 Dulles High School 490 Elkins High School 495 Hightower High School 531 Kempner High School 600 Marshall High School 260 Ridge Point High School 675 Travis High School 630 Willowridge High School 285
This proposal includes graduations that may occur during Spring and Summer.
SPECIAL TERMS & CONDITIONS
1. Each proposer must submit a sample diploma insert (sheet) and cover, per the specifications listed within this RFP. Sample must be submitted along with your RFP at the proposal opening time and date. Each sample must be identified as follows:
Describe in detail thereon Clearly marked with name of proposer Identified by the item to which it relates
2. Delivery dates shall be determined by each campus principal. Deadlines shall be agreed upon by the school principal and proposer’s representative. Deliveries shall be made to each campus by the awarded vendor. Any order(s) delivered without a purchase order number may be returned to the vendor at their expense. Invoice numbers are unacceptable.
3. Each high school campus shall have the privilege of ordering any additional diplomas needed during the school year and may return any unused diplomas for a full credit at the unit proposal price.
4. There shall be no substitutes of any item without prior approval from Fort Bend ISD Purchasing department and indicated on the packing slip.
5. Invoices shall reference the purchase order number and the school placing the order.
8. Invoices shall indicate back-orders, cancellations and substitutions.
9. Successful proposer shall be required to respond promptly to inquiries concerning any aspect of the order placed, i.e. purchase order, packing slip, invoice, etc.
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SPECIFICATIONS
High School Graduation Diplomas and Related Items
SPECIAL TERMS & CONDITIONS (Continued)
10. Fort Bend ISD will have the right to cancel any contract entered into under the terms and conditions of this bid at any time with thirty (30) days written notice. In the event of any actual contract cancellation, Fort Bend ISD will not be held responsible for loss of business or any termination expenses incurred by the vendor.
DIPLOMA SPECIFICATIONS
I. General Diploma
A. Covers
1. Size- to fit 7” x 9” insert sheet
2. Cover Material- Lexitone or approved equal supplies in individual school color.
3. Cover Board and Padding- .098 binders board with 1/8 inch foam and a .018 cover board over foam padding. No padding foam or binders board is to be open or exposed.
4. Stamping- the school name is to be stamped in gold or silver foil in the center of the front cover. The choice will be made by the school.
5. Sheet Protector- an onion skin certigard will be placed over the diploma insert for protection.
6. Cover Construction- a) Regular top fold or side fold b) Entire covers to be glued and anchored onto the cover board. All corners are to be neatly glued and secured in place. c) Hinge material to match, in color and grain, the cover material.
7. Liners- a) Liners are to be of a size cut to accommodate a 7 x 9 insert. b) Material is to be in selected school colors and is 100% acetate moire’ laminated to a .040 white one-side mounting or binders board. c) Silk or satin corner ribbons, or corner pockets with choice of school colors, are on the four (4) corners of the bottom liner to hold diploma sheet insert.
B. Sheets/Inserts
1. Size 7” x 9”
2. Stock – Parsons Brite White 100% Rag Diploma Parchment basis 220 pounds for 1,000 sheets measuring 25 ½ x 30 ½. No sulfite bond or any paper less than 100% rag will be acceptable.
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SPECIFICATIONS
High School Graduation Diplomas and Related Items
DIPLOMA SPECIFICATIONS (Continued)
3. Method of Reproduction: a) Only genuine engraved plates and dies are to be used in sheet reproduction. b) No substitutes known by trade names or processes are acceptable. (Fineline Engraving, Beauty-Engraved, Artcraft, Thermographer, Virkotyped, Fried Printing, etc.) c) The students’ name is to be letterpress engrossed in a type style that is harmonious with the heading style and body style of type. d) All facsimile signatures and the “dateline” are to be engrossed.
II. Magna Cum Laude and Cum Laude Diplomas
The number of Magna Cum Laude and Cum Laude graduates are based on the following for each high school:
Magna Cum Laude = Top 5% Cum Laude = Next 10%
A. Covers
1. Size - to fit 7” x 9” insert sheet or 6” x 8” insert sheet – each school’s choice.
2. Cover material - Gave Bros. Number one (#1) Lexitone or approved equal supplied in white only.
3. Cover Board and Padding - .098 Binders Board with 1/8-inch foam and a .018 cover board over foam padding. No padding foam or binders board is to be open or exposed.
4. Stamping - the Magna Cum Laude and Cum Laude’s award is to be stamped in gold or silver foil in the center of the front cover. Each school will choose which one they prefer.
5. Sheet Protector - an onion skin certigard will be placed over the insert for protection.
6. Cover Construction - a) Regular to fold or side fold b) Entire covers to be glued and anchored onto the cover board. All corners are to be neatly turned and aligned. All linings are to be neatly glued and secured in place. c) Hinge material to match, in color and grain, the cover material.
7. Liners - a) Liners are to be of a size cut to accommodate a 7” x 9” insert or 6” x 8” insert. b) Material is to be in selected Magna Cum Laude and Cum Laude colors and is 100% acetate moiré laminated to a .040 white on side mounting or binders board. (Magna Cum Laude - blue liner and Cum Laude - red liner).
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SPECIFICATIONS
High School Graduation Diplomas and Related Items
DIPLOMA SPECIFICATIONS (Continued)
c) Silk or satin corner ribbons or corner pockets are on the four corners of the bottom line to hold the diploma sheet insert.
B. Sheets/Inserts
1. Size - 7” x 9” or 6” x 8”
2. Stock - Parsons Brite White 100% Rag Diploma Parchment basis 220 pounds for 1,000 sheets measuring 25 ½ x 30 ½. No sulfite bond or any paper less than 100% rag will be acceptable.
3. Method of reproduction - a) Only genuine engraved plates and dies are to be used in sheet reproduction. b) No substitutes, known by trade names or processes are acceptable. (Fineline Engraving, Beauty-Engraved, Artcraft, Thermographed, Virkotyped, Fried Printing, etc.) c) The students’ name is to be letterpress engrossed in a type style that is harmonious with the heading style and body style of type. d) All facsimile signatures and the “dateline” are to be engrossed.
Q & A: Any questions or needed clarifications pertaining to this proposal shall be emailed to [email protected] no later than Friday, August 12, 12:00 PM CST. Answers will be posted on the website by Tuesday, August 16.
AGREEMENT Proposers are required to respond to all requests identified in this RFP and indicate their acceptance or objection to the terms of the RFP and the terms of the Agreement. Any exceptions to the terms and conditions in the RFP or the Agreement must be clearly indicated in the Proposer’s submitted proposal. Each Proposer, by submitting its proposal, represents that the Proposer has read, understands, and agrees with the RFP and the Agreement, excluding any exception specifically made by Proposer in its proposal. Proposers are requested to sign the form of agreement (Appendix A) to verify their assent to the terms and conditions therein. If proposers have contract documents that they expect FBISD to execute, those forms must be included in the proposal responses submitted.
ADDENDUMS All Fort Bend ISD procurement solicitations and addendums can be downloaded at http://purchasing.fortbendisd.com/CurrentBids.aspx. PLEASE NOTE THAT IT IS THE RESPONSIBILITY OF THE PROPOSERS TO CHECK FOR ANY ADDENDUMS ON THE FORT BEND ISD PURCHASING WEBSITE PRIOR TO SUBMITTING A PROPOSAL.
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SPECIFICATIONS
High School Graduation Diplomas and Related Items
AUTOMATED CLEARING HOUSE (ACH) Fort Bend ISD has implemented the use of automated invoice payments for all vendors. This process will mean that as a vendor, you can choose the option of receiving your invoice payments through ACH (Automated Clearing House). Using ACH, our payment to you will be deposited directly into a checking account specified by you on the attached form within this proposal. We trust that you will find this process beneficial, as payments will be received sooner than with our current print check process. You will find this form attached as part of this solicitation package.
CERTIFICATE OF INTERESTED PARTIES (FORM 1295) FBISD is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 prohibits FBISD from entering into a contract resulting from this RFP with a business entity unless the business entity submits a Disclosure of Interested Parties (Form 1295) to FBISD at the time business entity submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission. The form must be filled out electronically with the Texas Ethics Commission’s online filing application, printed out, signed, notarized, and attached to the proposal.
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TIME TABLE FBISD anticipates following the time table listed below for this proposal. The time table is only an estimate and actual dates may vary.
Item Activity Date 1 Proposal to advertise (1st run) 7/21/2016 2 Proposal advertises (2nd run) 7/25/2016 3 Questions due by 12:00 PM CST 8/12/2016 4 Proposals open 8/18/2016 5 Estimated Award date November Tabulations and Awards posted to 6 http://purchasing.fortbendisd.com/AwardedClosedBids.aspx November
Evaluation Criteria: Proposal shall be evaluated using the evaluation criteria listed below. FBISD reserves the right to award contract as best meets the District’s needs such as per section, groups, or all.
Point Evaluation Criteria System Purchase Price- Proposal should offer a fair and 1 reasonable price for items to be procured by Fort Bend ISD. 10 Reputation of the vendor and of the vendor’s goods or services- Proposer should have a solid reputation with other ISDs, Government or Collegiate entities that 2 shows a high level of customer service and a high level of quality goods or services. References will be contacted via e-mail. 5 Quality of the vendor’s goods or services- Vendors 3 products should be new and be of the highest quality with an option to substitute. 15 Extent to which the goods or services meet the 4 district’s needs 35 5 Vendor’s past relationship with the district 5 Vendor’s principal place of business is in the state 6 of Texas or employs 500 people in the state of Texas 5 The long-term cost to the district to acquire the 7 vendor’s goods or services 10 Ability to service our accounts with proper staff and insurance requirements- Each vendor should 8 identify their process for returns, exchanges and provide information about local or account representative. 5 Extent to which the vendor agrees to our Standard Form of Agreement embedded herein as Appendix A. 9 By Signing the Agreement, you assent to the Terms and Conditions of Fort Bend ISD 10 The impact on the ability of the district to comply with 10 laws and rules relating to historically underutilized businesses. 0 TOTAL 100 points
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PRICE DELIVERY INFORMATION
Proposer must complete the open boxes using information supplied in the description section listed below. All pricing should be inclusive of freight charges. DO NOT ALTER PRICE DELIVERY FORM.
I.
Item Description Unit Price
1 General diploma with cover, liner, and sheet/insert
Magna Cum Laude diploma with cover, liner, and 2 sheet/insert
3 Cum Laude diploma with cover, liner, and sheet/insert
Sharp double line panel “debossed” one-half to one 4 full inch from the edge, front cover only per diploma
5 School Crest in school colors per diploma, 1-color
6 School Crest in school colors per diploma, 2-color
7 School Crest in school colors per diploma, 3-color
8 Cost for etchings, per diploma
II. Related Items (Reference Page 2) What percentage discount could you offer FBISD off your pricing on items not listed above? If this line is left blank, it will be considered a “No Bid”. Please fill in the percentage discount even if it is 0%. ______% discount
III. Payment information: Please provide your payment remit address.
IV. Please provide an e-mail address where purchase orders can be sent and your company’s web address. Email: ______
Company web address: ______
RETURN THIS DOCUMENT IN THE BID/PROPOSAL PACKAGE
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CERTIFICATE OF RESIDENCY
The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas Education Code under Chapter 2252, Subchapter A. This law makes it necessary for FBISD to determine the residency of its bidders. In part, this law reads as follows:
“Section: 2252.001 (3) ‘Non-resident bidder’ refers to a person who is not a resident.
(4) ‘Resident bidder’ refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state.
Section: 2252.002 A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest bid submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident’s principal place of business is located.”
I certify that (Name of Company Bidding) is, under Section: 2252.001 (3) and (4), a
Resident Bidder Non-resident Bidder
My or Our principal place of business under Section: 2252.001 (3) and (4), is in the city of
in the state of
Signature of Authorized Company Representative
Print Name
Title Date
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HUB OR MINORITY OWNED BUSINESS
(Tracking purposes only)
1. Is your company owned (51% or more) by an individual or individuals designated as minority, woman-owned or handicapped? YES___NO___
2. If you answered yes to question number (1), please submit a copy of the applicable certification with your proposal document.
Fort Bend Independent School District does not currently maintain set-asides or give preference to HUB proposals. The above information is solicited for the purpose of statistical tracking only.
The Fort Bend Independent School District’s Supplier Diversity Program ensures that the District will use its best efforts to inform small, women-owned, and minority businesses of current and future purchasing activities. The District encourages the participation of these businesses in purchasing of all goods and services. This information can be found at: http://www.fortbendisd.com/departments/business-and- finance/purchasing/supplier-diversity-program
FORT BEND INDEPENDENT SCHOOL DISTRICT
Affidavit of Non-Discriminatory Employment
This company, Contractor, or Subcontractor agrees to refrain from discrimination in terms and conditions of employment on the basis of race, color, religion, sex, or national origin, and agrees to take affirmative action as required by Federal Statutes and rules and regulations issued pursuant thereto in order to maintain and insure non-discriminatory employment practices.
______Signature
______Printed Name & Title
______Company Name
RETURN THIS DOCUMENT IN THE BID/PROPOSAL PACKAGE
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MWBE Registration Application (Tracking purposes only) Fort Bend Independent School District- Purchasing Department 555 Julie Rivers Drive Sugar Land, TX 77478 (281) 634-1801 Fax: (281) 634-1829
Instructions: To become registered with FBISD as a certified minority and/or woman owned business enterprise (MWBE) firm, complete this application, and attach a copy of your MWBE certificate. Mail or fax to the Purchasing Office at the above address.
Name of Company: Mailing Address: ______
City/State:
Telephone Number: Fax:
Remit to Address: (if different from above)
Mailing Address:
City/State:
Federal I.D. No. :
E-mail Address:
Owner’s Name:
Business Code: Please Check the Block That Applies
10 Sole Proprietorship 20 Partnership 30 Corporation 40 Joint Venture MWBE Ownership: 100 African-American 200 Hispanic 300 Asian 400 Asian Indian 500 Native American 600 White Female Gender: 100 Male 200 Female Business Location: 100 Houston 200 Texas 300 Out of State (HQ) 400 Fort Bend County Certification Affiliation:
Houston Minority Business Council Women’s Business Enterprise Alliance City of Houston HUB (State of Texas) Historically Underutilized Businesses
Signature of Authorized Agent: Title: Date:
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FELONY CONVICTION NOTIFICATION
State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection (a), states “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”.
Subsection (b) states “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”.
This Notice is Not Required of a Publicly-Held Corporation.
I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge.
Vendor’s Name:
Authorized Company Official’s Name (Printed):
A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable.
Signature of Company Official:
B. My firm is not owned or operated by anyone who has been convicted of a felony.
Signature of Company Official:
C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony:
Name of Felon(s):
Details of Conviction(s):
Signature of Company Official:
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CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and Date Received the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.
***IF NO CONFLICT OF INTEREST, PLEASE CHECK THIS BOX AND SIGN BELOW 1 Name of person who has a business relationship with local governmental entity.
2 Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3 Name of local government officer with whom filer has employment or business relationship.
Name of Officer This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire?
Yes No
B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more?
Yes No
D. Describe each employment or business relationship with the local government officer named in this section.
______Signature of person doing business with the governmental entity Date ______Name of Company/Business
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CERTIFICATION REGARDING LOBBYING
CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS
The undersigned certifies, to the best of his or her knowledge and belief, that:
1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of a Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instruction.
3) The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, sub grants and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, US Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
______Company Authorized Representative (Print)
______Signature Date
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VENDOR DEBARMENT STATEMENT
I have read the conditions and specifications provided in the proposal document attached.
I affirm, to the best of my knowledge, the company I represent has not been debarred or suspended from conducting business with school districts in the State of Texas. This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510, Participants’ responsibilities. The regulations were published as Part IV of the January 30, 1989, Federal Register (pages 4722-4733). Copies of the regulation may be obtained by contacting the Department of Agriculture Agency with which this transaction originated.
______NAME OF COMPANY (Please Type)
______MAILING ADDRESS CITY STATE ZIP
______PREPARED BY (Please Type)
______SIGNATURE TITLE
______TELEPHONE NUMBER FAX NUMBER DATE
Check here if you have an address or telephone number change: Yes____ No____
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RETURN ONLY IF YOU CHOOSE NOT TO SUBMIT A RESPONSE TO THIS SOLICITATION
NO RESPONSE FORM
RFP 16-098KB High School Graduation Diplomas and Related Items for FBISD Please Print
Whereas on the ______day of ______, 2016 (print name of company)
______
has reviewed FBISD’s solicitation RFP 16-098KB, and elects not to submit a proposal:
State Reason for no response:______
______
______
Street Address
______
City, State, Zip Code
______
Telephone/Fax Number
______
Name of Authorized Individual
______Signature of Authorized Individual
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REFERENCES Please provide at least five (5) school district references (No FBISD references) that have used your company for the same goods or services FBISD is requesting in this proposal. Please include contact name, school district, address, telephone number, and e-mail address. A valid e-mail address is required. Please make sure the e-mail address is legible and current.
1.
E-mail (Required):
2.
E-mail (Required):
3.
E-mail (Required):
4.
E-mail (Required):
5.
E-mail (Required):
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PROPOSAL SUBMISSION FORM
RFP 16-098KB High School Graduation Diplomas and Related Items for FBISD Please Print
Whereas on the ______day of ______, 2016 (print name of company)
______has reviewed
RFP 16-098KB and has responded in accordance with the terms and conditions which are incorporated by reference only, and are not attached as part of this Solicitation.
A copy may be obtained at www.fortbendisd.com/docs/purchasing/general-provisions-for-purchasing- solicitations-and-contracts.pdf or by contacting Kathleen Booker at 281-634-1805 ([email protected]). Any exception to the Terms and Conditions must be included in the Bidder’s response.
Texas Education Code 44.031 Purchasing and Acquisition, FBISD Policy CH (Legal) Purchasing and Acquisition, FBISD Policy CH (Local)
______
Street Address City, State, Zip Code
______
Telephone Number Fax Number
______
Name of Authorized Individual Signature of Authorized Individual
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CONTRACTOR CERTIFICATION
Introduction: Texas Education Code Chapter 22 requires entities that contract with school districts to obtain criminal history records on covered employees. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. Contractors must certify to the district that they have complied and must obtain similar certifications from their subcontractors.
Definitions: Covered individuals: Individual who have or will have continuing duties related to the service to be performed and have or will have direct contact with students. The District will be the final arbiter of what constitutes direct contact with students.
Disqualifying criminal history: (1) a conviction or other criminal history information designated by the District; (2) a felony or misdemeanor offense that would prevent a person from obtaining certification as an educator under Texas Education Code § 21.060, including 19 Tex. Admin. Code §249.16; or (3) one of the following offenses, if at the time of the offense, the victim was under 18 or enrolled in a public school: (a) a felony offense under Title 5, Texas Penal Code; (b) an offense for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or (c) an equivalent offense under federal law or the laws of another state.
On behalf of ______(“Contractor”), I certify that [check one]:
[ ] None of Contractor’s employees are covered individuals, as defined above. If this box is checked, I further certify that Contractor has taken precautions or imposed conditions to ensure that Contractor’s employees will not become covered individuals. Contractor will maintain these precautions or conditions throughout the time the contracted services are provided. Or [ ] Some or all of Contractor’s employees are covered individuals. If this box is checked, I further certify that:
1. Contractor has obtained all required criminal history record information regarding its covered individuals. None of the covered individuals has a disqualifying criminal history.
2. If Contractor receives information that a covered individual subsequently has a reported criminal history, Contractor will immediately remove the covered individual from contract duties and notify the District in writing within three business days.
3. Upon request, Contractor will provide the District with the name and any other requested information of covered individuals so that the District may obtain criminal history record information on the covered individuals.
4. If the District objects to the assignment of a covered individual on the basis of the covered individual’s criminal history record information, Contractor agrees to discontinue using the covered individual to provide services at the District.
Noncompliance or misrepresentation regarding this certification may be grounds for contract termination. ______Signature Date RETURN THIS DOCUMENT IN THE BID/PROPOSAL PACKAGE
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QUESTIONNAIRE (Add additional pages if needed) 1. What will be your normal delivery time after receipt of purchase order? ______
2. Does your company have a minimum dollar order amount on orders and reorders? ______
3. Will there be any miscellaneous charges such as restocking fee, delivery, handling, surcharges, etc? If yes, how are they calculated? YES NO ______
4. Does your company have on-line ordering capabilities? If so, please tell us about the system and if it will accept school district purchase orders when on-line orders are placed. ______
5. How long have you been in business? ______
6. Have you previously done business with Fort Bend ISD? ______
7. What is your company policy for returns and exchanges? ______
8. Did you submit a sample? YES NO If no, please state reason.
______
9. Please provide your local representative’s contact information that will service FBISD (name, phone number, and e-mail address). ______
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FORT BEND ISD INSURANCE REQUIREMENTS
Contractor shall maintain insurance coverage in the amounts specified below and furnish to District. If any work provided for or to be performed under any Specifications is sub-let (as otherwise permitted by the terms of such Specifications), the contractor shall require the subcontractor to maintain and furnish him with satisfactory evidence of Workers Compensation, Employer’s Liability and such other forms and amounts of insurance which the contractor deems reasonably adequate. Certificates of Insurance on the current ACORD form shall be issued to District showing all required insurance coverage.
Insurance Required Limit Required Automobile Liability insurance covering Any $1,000,000 Combined Single Limit Auto
Comprehensive (Commercial) General $2,000,000 Aggregate, Occurrence Liability insurance including Products, and Personal Injury Completed Operations, Independent $ 500,000 Fire Damage Contractors, Broad Form Property Damage, $ 5,000 Medical Payments Pollution and Blanket Contractual Liability coverage. XCU exclusions to be removed Per Project Aggregate when underground work is performed. Evidence of coverage must be shown on certificates of insurance. Professional Errors & Omissions Liability Consultant on a limited basis with the district in insurance may be required from all contractors the area of student support and staff development; and licensed or certified as professionals; e.g., $1,000,000 engineers, architects, insurance agents, physicians, attorneys, banks, financial One time project limit all other consulting consultants, etc. services; $2,000,000 Occurrence & Aggregate minimum, $5,000,000 Maximum Limit $50,000 Deductible
Retroactive Date preceding date of contract must be shown
Extended Reporting Period three years past completion of contract
Workers Compensation insurance with limits Statutory Limits to comply with the requirements of the Texas Workers' Compensation Act.
Employers Liability insurance $1,000,000
Umbrella or Excess Liability insurance One time contract amount for all contracts (excess of primary General Liability, exceeding: Automobile Liability and WC Coverage B) Contract Limit $100,000 - $2,000,000 total limit $500,000 - $10,000,000 total limit $1,000,000 (plus)- $25,000,000 total limit
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FORT BEND ISD INSURANCE REQUIREMENTS (Continued)
Limits for primary policies may differ from those shown when Umbrella or Excess Liability insurance is provided.
Insurance Conditions All insurance coverage shall be issued on an Occurrence basis (except Professional Liability) by companies acceptable to District and licensed to do business in the State of Texas by the Texas Department of Insurance. Such companies shall have a Best's Key rating of at least "A- X".
All certificates must include: 1. The location or description and the bid number, CSP number or Purchase Order number 2. A 60 day notice of cancellation of any non-renewal, cancellation or material change to any of the policies 3. "Additional Insured" on the Property, General Liability, Automobile Liability and Umbrella (Excess) Liability policies naming the District. 4. A "Waiver of Subrogation" clause in favor of the District will be attached to the Workers Compensation, General Liability, Automobile Liability, Umbrella Liability and the Property insurance policies. 5. In addition to certificates of insurance, copies of policy endorsements must be provided (a) listing the District as Additional Insured, and (b) showing waivers of subrogation in favor of the District: CG2010, CG2037, CG2404, CA0070, CA0032, WC0003 or their equivalents.
All insurance must be maintained for one year following substantial completion with Certificates of Insurance provided.
Contractor shall be responsible for payment of all deductibles; the District shall approve the deductibles selected.
If any policy has aggregate limits, a statement of claims against the aggregate limits is required.
The District reserves the right to review the insurance requirements during the effective period of any contract to make reasonable adjustments to insurance coverage and limits when deemed reasonably prudent by District based upon changes in statutory laws, court decisions or potential increase in exposure to loss.
Fort Bend Independent School District 555 Julie Rivers Drive Sugar Land, TX 77479
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APPENDIX A
AGREEMENT
This Agreement is entered into by and between the Fort Bend Independent School District (“FBISD” or “Licensee”) and ______(or “Licensor”). FBISD and Licensor shall be known collectively as “the Parties” and singularly as “a Party” or “the Party.” This Agreement incorporates by reference the bid proposal document submitted by ______in response to FBISD RFP 16-098KB, Theatre Supplies, Equipment, and Related Items, as if set out herein.
Agreement
In consideration of the promises and representations made herein, the Parties agree as follows:
1. The term of this Agreement shall be from Month, Day, Year, unless terminated earlier as provided for under the Terms and Conditions of the proposal document located on the district’s website at http://www.fortbendisd.com/cms/lib09/TX01917858/Centricity/Domain/44/general- provisions-for-purchasing-solicitations-and-contracts.pdf.
2. The Parties agree that the Terms and Conditions of RFP 16-098KB are hereby ratified and affirmed, and shall have full force and effect as of the date hereof as approved by the Board of Trustees on Month, Day, Year.
3. This Agreement may be executed by the Parties by facsimile and in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be effective as of the latest date on which it is executed by the duly authorized representatives of the Parties.
Fort Bend Independent School District Vendor
By: By: Printed Name: Charles Dupre, Ed.D. Printed Name: Title: Superintendent of Schools Title: Date: Date:
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VENDOR ACH/DIRECT DEPOSIT AUTHORIZATION FORM RFP 16-098KB
Check One: NEW Direct Deposit CHANGE Direct Deposit CANCEL Direct Deposit
VENDOR/ PAYEE INFORMATION NAME: ADDRESS:
CONTACT PERSON'S NAME (if other than payee): TELEPHONE NUMBER: ( ) E-MAIL ADDRESS: (Required for notification of payments) FAX NUMBER: ( )
FINANCIAL INSTITUTION INFORMATION
BANK NAME:
BANK ADDRESS:
ACH COORDINATOR NAME: TELEPHONE NUMBER: ( )
NAME ON BANK ACCOUNT:
BANK ACCOUNT NUMBER:
NINE-DIGIT ROUTING/TRANSIT NUMBER:
Type of Account (circle one): Checking Savings
I certify that the information provided on this form is correct, and I hereby authorize Fort Bend ISD Accounts Payable Department to electronically deposit payments to the bank account designated above. It is my responsibility to notify the FBISD Accounts Payable Department (281)634-1173 immediately if I believe there is a discrepancy between the amount deposited to my bank account and the amount of the invoice(s) paid. Please allow ten (10) business days for processing. I understand that I must notify the FBISD Accounts Payable department in writing immediately of any changes in status or banking information. NAME OF AUTHORIZED REPRESENTATIVE: TITLE:
SIGNATURE OF AUTHORIZED REPRESENTATIVE: DATE:
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Fort Bend ISD Federally-Funded Goods Purchasing Department Company Name: ______ID Number (PO#, or Bid Project #): RFP 16-098KB
REQUIREMENTS FOR PURCHASES OF FEDERALLY-FUNDED GOODS Purpose: The purpose of this document is to define terms and conditions that apply to orders for goods which are federally funded. These terms and conditions are additional to applicable terms and conditions that are expressed elsewhere, such as in other executable forms of agreement or on the district’s website.
The terms and conditions expressed herein are pursuant to federal regulations outlined in the Education Department General Administrative Regulations (EDGAR) which became effective December 26, 2014. Fort Bend ISD makes every effort to be in full compliance with the provisions of said Regulations. (Ref. 2 CFR §§200.318-323).
EDGAR Terms and Conditions that Vendors Must Understand and Observe: 1. EDGAR encourages the use of interlocal agreements and cooperative procurement groups. Vendor agrees to advise the FBISD Buyer of any and all cooperative procurement groups in which the Vendor participates. Vendor agrees to disclose pricing discounts that may be obtained through cooperative procurement and to advise the FBISD Buyer of the comparative price advantages that may apply through cooperatives as opposed to an independent FBISD purchase.
2. EDGAR encourages a lease vs. buy analysis to obtain best value for the purchasing entity. Vendor agrees to inform FBISD of leasing opportunities that may be available for the desired goods or equipment.
3. EDGAR encourages checking government surplus lists as a means of obtaining the desired goods or equipment at the lowest possible price. The federal surplus property list in Texas is managed by the Texas Facilities Commission at website http://www.tfc.state.tx.us. If the FBISD Buyer finds the desired goods or equipment in government surplus, a purchase order to the Vendor may not be forthcoming.
4. EDGAR discourages time and material contracts and cost plus percentage contracts. If the purchase contemplated under this Agreement involves any services at all (such as set-up or installation services) EDGAR stipulates that the dollar amount for such services is capped with a “not-to-exceed AT VENDOR’S RISK” requirement.
5. EDGAR does not allow brand name only specifications. EDGAR emphasizes “brand name OR EQUAL” language and adds there should be a description of the performance or other relevant requirements. A device that is equal in form, fit, and function to the brand name device should be considered and evaluated by FBISD.
6. EDGAR stipulates that purchases less than $3,000 in the annual aggregate should be distributed equally among qualified bidders.
7. EDGAR stipulates that purchases of $150,000 or greater in the annual aggregate must carry legal remedies in instances where vendors violate or breach contract terms. Such penalties may include the immediate cancellation of contracts and orders without penalty to FBISD and the loss of future business.
8. EDGAR stipulates that in instances where there is no competition, the vendor’s profit must be negotiated as a separate element of price.
9. Vendor agrees that under no circumstances will the Vendor offer gifts to FBISD employees.
By signing and dating this form, Vendor certifies that the above requirements are understood and will be observed.
Print Name: ______Signature: ______Date: ______
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FBISD DISTRIBUTION CENTER MAP
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