Request For Proposals - School Uniforms
KIPP, Inc. (“KIPP” or “District”) invites competitive proposals from Bidders for specified goods and services for the District headquartered at 10711 KIPP Way, Houston, TX 77099.
Proposals are due 1:30p CT on Monday, December 11th, 2017 at KIPP Connect, 6700 Bellaire Blvd, Houston, TX 77074.
Project: KIPP, Inc. – School Uniforms
Question & Answer Session: Thursday, November 30th at 1:30p CT KIPP Connect Campus; 6700 Bellaire Blvd., Houston, Texas 77074 NOTES: Please arrive 15 minutes early to sign in at the receptionist desk. Attendance is strongly encouraged as we might use it for consideration in the final tally.
Question Due Date: Friday, December 1st by 1:30p CT Submit all RFP questions via email to [email protected]. Use Subject Line: “Uniform RFP Question”. Under no circumstances should questions regarding the RFP be directed to anyone other than the Procurement team at KIPP, Inc.
Answers Posted: Monday, December 4th by 5:00p CT KIPP will issue an addendum or clarification if answers substantially modify or expand upon the scope of the RFP.
Submittal of Proposals: Monday, December 11th by 1:30p CT Each Bidder must provide an electronic copy AND a physical copy of their proposal with proposed fabric swatches. DELIVERY: Email delivery to [email protected] AND physical copy delivered to the receptionist at KIPP Connect Campus located at 6700 Bellaire Blvd., Houston, Texas 77074. NOTES: We will not consider any late responses. Please confirm that your email server allows you to send large files or plan to use software that allows you to compress your file size. Submission times will be based on the delivery of the physical copy as time stamped by the receptionist.
Finalist Interviews: The week of January 8th, 2018 at TBD CT LOCATION: KIPP Connect Campus; 6700 Bellaire Blvd., Houston, Texas 77074 NOTES: Finalists may be required to participate in a panel interview. Once Finalists are determined, KIPP will confirm interview date and time.
Document Access: KIPP will post all RFP information at www.KIPPHouston.org/currentbids KIPP will not provide any physical copies of this RFP or related documents.
KIPP reserves the right to accept or reject any or all proposals, to waive all informalities and irregularities, and to select the proposal(s) that is in the best interest of KIPP.
Page 1 of 39 Table of Contents
Section 100: Agreement Forms and Project-Specific Requirements
Section 200: Proposal Preparation
Section 300: Proposal Evaluation Criteria
Section 400: Scope of Work by Section
Section 500: Contract Term
Section 600: Proposal Form and Additional Files
SUCCESSFUL BIDDERS WILL BE SUBJECT TO ALL OF THE REQUIREMENTS IN THE CONTRACT. BE SURE TO REVIEW AND UNDERSTAND ALL OF SECTION REQUIREMENTS.
Page 2 of 39 INSTRUCTIONS TO BIDDERS
Section 100: Agreement Forms and Project-Specific Requirements
The following specific requirements also apply and are incorporated into each Contract:
Add Article 1.01 – Sales Tax Exemption: Bidder acknowledges that KIPP claims an exemption from the payment of state sales tax. A copy of the applicable certificate is attached.
Add Article 1.02 – Gratuities: KIPP may, by written notice to the Bidder, cancel this Contract without liability to Bidder if it is determined by KIPP that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by the Bidder, or any agent, or representative of the Bidder, to any officer or employee of the District with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending or the making or any determinations with respect to the performing of such a contract. In the event this Contract is canceled by KIPP pursuant to this provision, KIPP shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Bidder in providing such gratuities.
Add Article 1.03 – Warranty Price: a. The price to be paid by KIPP shall be that contained in Bidder’s proposal which Bidder warrants to be no higher than Bidder’s current prices on orders by others for products of the kind and specification covered by this agreement for similar quantities under similar or like conditions and methods of purchase. In the event Bidder breaches this warranty, the prices of the items shall be reduced to the Bidder’s current prices on orders by others, or in the alternative, KIPP may cancel this Contract without liability to Bidder for breach or Bidder’s actual expense. b. The Bidder warrants that no person or selling agency has been employed or retained to solicit or secure this contract upon an agreement or understanding for commission, percentage, brokerage, or contingent fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by the Bidder for the purpose of securing business. For breach or violation of this warranty, KIPP shall have the right in addition to any other right or rights to cancel this contract without liability and to deduct from the contract price, or otherwise recover the full amount of such commission, percentage, brokerage or contingent fee.
Add Article 1.04 – Safety Warranty: Bidder warrants that any products sold to KIPP or used as part of their scope of work shall conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act (OSHA) of 1970. In the event the product does not conform to OSHA standards, KIPP may return the product for correction or replacement at the Bidder’s expense. In the event Bidder fails to make the appropriate correction within a reasonable time, correction made by KIPP will be at Bidder’s expense.
Add Article 1.05 – Prohibition Against Personal Interest in Contracts: Bidder agrees to provide the Conflict of Interest Disclosure regarding business relationships with any Board member or member of the staff or administration of KIPP. A copy is attached . Any board member who has any substantial interest, either direct or indirect, in any business entity seeking to contract with the District, shall, before any vote or decision on any matter involving the business entity, file an affidavit stating the nature and extent of interest and shall abstain from any
Page 3 of 39 participation in the matter. This is not required if the vote or decision will not have any special effect on the entity other than its effect on the public. However, if a majority of the governing body are also required to file, and do file similar affidavits, then the member is not required to abstain from further participation. Vernon's Texas Codes Annotated, Local Government Code, Chapter 171.
Add Article 1.06 – Equal Opportunity Employment: Unless otherwise exempted under Executive Orders 11246, 11375, or the applicable rules and regulations, as amended, Bidder agrees to comply with the provisions of Executive Orders 11246 of September 1966 and 11375 of October 1967, as amended, ASPR 7-103.18 (a) and 12-804 are incorporated herein by reference. Further, Bidder agrees to include the provisions of said clauses in all orders or subcontracts that fall within the classifications set forth above and are placed pursuant to this Contract.
Add Article 1.07 – Copeland “Anti-Kickback” Act (18 U.S.C. 874 and 40 U.S.C. 276c): Unless exempted under the applicable rules and regulations, Bidder agrees to abide by the Copeland “Anti-Kickback Act” as supplemented by Department of Labor regulations (29 CFR Part 3). The Act provides that each contractor or sub-recipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled. KIPP shall report all suspected or reported violations to the Federal awarding agency.
Add Article 1.08 – Audits: Bidder agrees that KIPP, the Department of Education, the Comptroller General of the United States, or any of their duly authorized representatives, must have access to any books, documents, papers, and records of the Bidder which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts, and transcriptions.
Add Article 1.09 – Rights to Inventions Made Under a Contract or Agreement: Bidder agrees that the performance of experimental, developmental, or research work must provide for the rights of the Federal Government and KIPP in any resulting invention in accordance with 37 CFR Part 401 and any implementing regulations issued by the awarding agency.
Add Article 1.10 – Clean Air Act and the Federal Water Pollution Control: Bidders awarded contracts and sub-grants of amounts in excess of $100,000 must agree to the following: a. Comply with applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended (42 U.S.C. 7401 et seq.) and of the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.). b. Ensure that no portion of the work under this award will be performed in a facility listed on the Environmental Protection Agency (EPA) List of Violating Facilities on the date that this award was effective unless and until the EPA eliminates the name of such facility or facilities from such listings. c. Use its best efforts to comply with clean air standards and clean water standards at the facility in which the award is being performed. d. Insert the substance of the provisions of this clause into any nonexempt sub-award or contract under the award. e. Report violations to KIPP or to EPA.
Add Article 1.11 – Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): Bidders who apply for an award of $100,000 or more shall file the required certification (a copy is attached). Each tier certifies to the tier above that it will not and has not used Federal appropriated
Page 4 of 39 funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. 1352. Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. The disclosures are forwarded from tier to tier up to the recipient.
Add Article 1.12 – Debarment and Suspension (E.O. 12549 and E.O. 12689): No contract may be made to parties listed on the General Services Administration's List of Parties Excluded from Federal Procurement or Non-procurement Programs. This list contains the names of parties debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O. 12549. Bidders with awards that exceed the small purchase threshold must provide the required certification (a copy is attached) regarding its exclusion status and that of its principal employees.
Add Article 1.13 – Criminal History Background Check: If applicable to the Project, Bidder must, certify on forms provided by KIPP, that for each employee of Bidder who (1) will have direct contact with students (substantial opportunity for verbal or physical interaction with students that is not supervised by a certified educator or other professional KIPP, Inc. employee), and (2) will have continuing duties related to the Project, the Bidder has obtained, as required by Texas Education Code Section 22.0834 and Texas Administrative Code Section 153.1101 and 153.1117:
a. national criminal history record information from a law enforcement or criminal justice agency for each employee of Proposed hired before January 1, 2008; and b. national criminal history record information from the Texas Department of Public Safety for each employee of Bidder hired on or after January 2, 2008.
Bidder will also be required to obtain from each and every lower tier contractor or independent contractor the form of certification, relating to the employees of such contractors and independent contractors. All Bidder and lower tier contractor forms must be submitted prior to the commencement of work by the Bidder or the applicable lower tier contractor/independent contractor, who will have direct contact with students, must not have been convicted of an offense identified in Texas Education Code Section 22.085, or any higher standard established by KIPP.
Add Article 1.14 – Felony Conviction Notification: Bidders who submit a proposal or enter into a Contract agree to complete the Felony Conviction Notification (a copy is attached) which provides advance notice if the person or owner or operator of the business entity seeking to enter into a Contract or Material Contract has been convicted of a felony.
Add Article 1.15 – Certificate of Residency: Bidders who submit a proposal or enter into a Contract agree to complete the Certificate of Residency in compliance with Texas Education Code, Chapter 2252, Subchapter A (a copy is attached).
Add Article 1.16 – W-9 Request for Taxpayer Identification Number and Certification: Bidders who submit a proposal or enter into a Contract agree to provide KIPP with a completed W- 9.
Add Article 1.17 – Insurance Requirements:
Page 5 of 39 Bidder or its consultant must provide professional liability insurance coverage with an aggregate limit of at least $2,000,000. (a copy is attached).
Section 200 - Proposal Preparation
Bidders must fill out the attached Proposal Form completely and submit the completed form with all proposals.
A checklist of enclosures and requirements is included at the bottom of the front page of the Proposal Form (Section 600) to assist the Bidder in submitting a complete proposal. Bidders must complete the Proposal Form and an individual duly authorized to act on behalf of the Bidder's organization must sign the Proposal Form before a notary public.
Substitutions Bidders are instructed to submit their proposals in strict accordance with the requirements of the Proposal documents. Bidders must explicitly identify any proposed substitution of materials, products, equipment, systems or methods and quote the proposed substitution as a VOLUNTARY ALTERNATE PROPOSAL .
Section 300 - Proposal Selection Criteria
All proposals will be evaluated equally in order to provide the best value to KIPP. Proposals will be scored according to the following criteria and based on a 100 point scale: a. Proposal price o The proposals are ranked in order (lowest to highest priced) and given points based on a mathematical calculation b. The quality of the Proposal as it relates to the KIPP’s needs o Complete responses to the RFP requirements including inclusion of all requested documents, following of all directions and confirmation of accuracy of claims/statements presented. c. The Bidder’s past relationship with KIPP o Positive relationship o Neutral or never worked with KIPP before o Negative relationship (poor quality service, excessive reasonable complaints, etc.) d. The reputation of the Bidder and their goods and services o Consistently positive references o Mostly positive o Equal mix of positive and negative concerns o Mostly negative o Consistently negative references e. Overall RFP response meets needs o Ease of relating proposal to District needs and wants. o Confidence in overall ability to successfully provide services at the expected level communicated by the District. f. Inventory Management o Ability to forecast, manufacture, supply and provide uniform garments starting July 1st through the terms of the contract. g. Logistics and Distribution Page 6 of 39 o Ability to provide logistic and distributive support to all schools during registration or another time agreed upon. o Ability to serve families throughout the Greater Houston area by providing retail locations, online storefronts and/or on-campus sales.
Page 7 of 39 Section 400 - Scope of Work
Overview At KIPP, we strive for excellence in every way and expect the same from our students. As part of our drive to excellence, we require that our students wear uniforms to assist in distinguishing them within their communities. In order to provide a simplified process and capitalize on our growth as a District, KIPP is consolidating the uniform procurement process for the District.
Our schools require uniform shirts (polos, oxfords, t-shirts and patches) as well as other items including but not limited to: ties, bowties, crossties, cardigans, sweaters, jackets, hoodies, vests, blazers, plaid and solid skirts, plaid and solid jumpers, shorts and pants. Along with the required uniform offerings, our parents have purchased other items including hoodies, hair accessories and vests. Each school has specific logo and shirt color combination requirements. We have included a not-to-scale image of the logos that each school currently requires on their uniform tops. Please see Attachment A.
Beyond any pre-placed bulk orders, there is no guaranteed amount of business, expressed or implied, by KIPP. All estimates are being used as a way to communicate potential volume. The supplier(s) selected as the preferred and exclusive provider(s) shall furnish all required goods and/or services at pre-negotiated prices and during agreed dates, times and locations to KIPP families. The supplier(s) will bear the responsibility of managing all relationships with KIPP families and parents and collecting any and all payments. At no time will KIPP be responsible for the payment of items not explicitly ordered and authorized by KIPP School Leaders and/or members of the Procurement department within the Regional Services Team.
KIPP will notify all families that the chosen suppliers are the preferred and exclusive providers of uniform garments throughout the entire District. KIPP will develop the appropriate protocols to ensure uniform expectations and suppliers are clearly communicated and understood.
The scope of this RFP is limited to the following Sections. Proposals will be accepted only on the following defined Scope of Work. Bidders should identify any variances from the required scopes on the Proposal Form.
General Information If any materials are not clearly specified, submit a Request for Clarification by email to [email protected] using Subject Line: “Uniform RFP Question”. If an adequate clarification is not received, clearly qualify the materials included in your proposal. Provide Voluntary Alternates for use of different materials or more cost effective solutions that do not compromise the intent. Alternates must be provided as Additive-Alternates or Deductive- Alternates to the base proposal. Clarify any materials or installation procedures that deviate from the drawings, specifications and work scope definitions listed below. Exclude sales tax on services or materials physically incorporated in the Work. KIPP is tax exempt.
EACH BIDDER IS RESPONSIBLE FOR STUDYING THE ENTIRE SET OF DOCUMENTS AND THIS REQUEST FOR PROPOSAL TO FULLY UNDERSTAND KIPP’S SCOPE OF WORK.
SUCCESSFUL SUPPLIERS WILL BE SUBJECT TO EVERY REQUIREMENT IN THE DOCUMENTS. BE SURE TO REVIEW ALL OF THE DOCUMENTS.
Page 8 of 39 CONTRACTS MAY BE AWARDED ON THE BASIS OF A SINGLE SCOPE SECTION OR MULITPLE SCOPE SECTIONS.
EACH PROPOSAL FOR A SPECIFIC SCOPE SECTION MUST STAND ALONE. A PROPOSAL FOR A SINGLE SCOPE SECTION CANNOT BE CONTINGENT UPON ACCEPTANCE OF OTHER PROPOSALS FOR SEPARATE SCOPE SECTIONS.
Deliverables The Bidder will deliver to KIPP the Deliverables as described in Section 400 thirty (30) days after receipt of order and confirmation of proof unless otherwise agreed upon in writing between KIPP (as represented by the Procurement Department, a School Leader or their delegate) and the Bidder.
School Locations Current school locations include the following:
School Address City/State/Zip KIPP CONNECT Primary School 6700 Bellaire Boulevard Houston, Texas 77074 KIPP CONNECT Middle School 6700 Bellaire Boulevard Houston, Texas 77074 KIPP CONNECT High School 6700 Bellaire Boulevard Houston, Texas 77074 KIPP Climb Academy 8805 Ferndale Houston, Texas 77017 KIPP Prime College Preparatory 8805 Ferndale Houston, Texas 77017 KIPP SHARP Prep 8430 Westglen Drive Houston, Texas 77063 KIPP Sharpstown College Prep 8440 Westpark Drive Houston, Texas 77063 KIPP SHINE Prep 10711 KIPP Way Houston, Texas 77099 KIPP Academy 10711 KIPP Way Houston, Texas 77099 KIPP Houston High School 10711 KIPP Way Houston, Texas 77099 KIPP Dream Prep 500 Tidwell Road Houston, Texas 77022 KIPP 3D Academy 500 Tidwell Road Houston, Texas 77022 KIPP Generations Collegiate 500 Tidwell Road Houston, Texas 77022 KIPP Intrepid Preparatory School 5402 Lawndale Street Houston, Texas 77023 KIPP Explore Academy 5402 Lawndale Street Houston, Texas 77023 Page 9 of 39 KIPP NEXUS Primary School 4211 Watonga Boulevard Houston, Texas 77092 KIPP NEXUS Middle School 4211 Watonga Boulevard Houston, Texas 77092 KIPP PEACE Elementary School 5400 MLK, Jr. Boulevard Houston, Texas 77021 KIPP Liberation College Preparatory 5400 MLK, Jr. Boulevard Houston, Texas School 77021 KIPP Unity Primary School 8500 Highway 6 South Houston, Texas 77083 KIPP Academy West 8500 Highway 6 South Houston, Texas 77083 KIPP ZENITH Academy 11000 Scott Street Houston, Texas 77047 KIPP Spirit College Prep 11000 Scott Street Houston, Texas 77047 KIPP Sunnyside High School 11000 Scott Street Houston, Texas 77047 KIPP Courage College Prep 2200 Ridgecrest Drive Houston, Texas 77055 KIPP Legacy Preparatory School 9606 Mesa Drive Houston, Texas 77078 KIPP Voyage Academy for Girls 9616 Mesa Drive Houston, Texas 77078 KIPP Polaris Academy for Boys 9636 Mesa Drive Houston, Texas 77078 KIPP Northeast College Preparatory 9680 Mesa Drive Houston, Texas 77078
Page 10 of 39 Specifications Specifications regarding color and material for polo shirts should be considered minimum requirements. All articles of clothing must be available to toddler boys and girls; youth men and women; adult men and women. All interested suppliers must provide a sizing chart and color chart for all items—please do not provide actual samples of any clothing unless specifically requested by KIPP.
1. Minimum Specifications for Polos (Embroidered and Silk Screened):
Style: Pique Knit; 3-buttons (dyed-to-match or comparable)
Weight: 5.0 – 7.2 oz. (or comparable)
Material: 60% Cotton / 40% Polyester
Other: Pre-washed/shrunk for minimal shrink and color fade percentages.
Sizes: Toddler 3T – 5T
Youth XS – L
Adult S – 8XL
2. Minimum Specifications for Oxfords (Embroidered and Silk Screened):
Style: Short and long-sleeve option; Pocket and non-pocket option; Buttoned-collar
Weight: 4.5 – 7.0 oz. (or comparable)
Material: 60% Cotton / 40% Polyester
Other: Pre-washed/shrunk for minimal shrink and color fade percentages
Sizes: Toddler 3T – 5T
Youth XS – L
Adult S – 8XL
3. Minimum Specifications for T-shirts (Silk Screened only): Style: Standard
Weight: 6.1 oz. (or comparable)
Material: 100% Cotton
Other: Pre-washed/shrunk for minimal shrink and color fade percentages.
Sizes: Toddler 3T – 5T
Page 11 of 39 Youth XS – L
Adult S – 8XL
Page 12 of 39 Section 500 – Contract Terms
Contract Term The term of this Contract shall be for three (3) years with two (2) optional one year renewals provided.
Electronic Invoice Submission Original invoices should be sent for processing via an electronic means; including but not limited to email, Dropbox, or other electronic file/data sharing method. The budget owner will provide approval of the submitted invoice and the invoice will be processed within 30 days after the work is completed/uniforms are delivered.
Invoices MUST be submitted within 60 days of order delivery to be properly approved and submitted for payment.
All invoices will be a net 30 days AFTER order is delivered.
For payment status updates, please contact [email protected].
Page 13 of 39 Section 600 – Proposal Form
Detach and complete the following pages for submission of a proposal.
Project: KIPP, Inc. – School Uniform Standardization
Proposal Due Date/Time: Monday, December 11th by 1:30p CT Late responses will not be considered.
Submittal of Proposals: Each Bidder must provide an electronic copy AND a physical copy of their proposal with proposed fabric swatches.
DELIVERY: Email delivery to [email protected] AND physical copy delivery to the Receptionist at KIPP Connect Campus located at 6700 Bellaire Blvd., Houston, Texas 77074.
NOTES: We will not consider any late responses. Please confirm that your email server allows you to send large files or plan to use a software that allows you to compress your file size. Submission times will be based on the delivery of the physical copy as time stamped by the receptionist.
Bidder Information: Company Name:
Proposal Prepared By:
Address:
Phone Number:
E-Mail Address:
Checklist of Required Enclosures: *Failure to provide any of the following documents may disqualify the proposal.
___ Proposal Form completed in full, signed in ink by an authorized person and notarized ___ All clarifications and Voluntary Alternates fully described in writing ___ Qualification Statement ___ Certificate of Residency ___ Felony Conviction Notification ___ Conflict of Interest Disclosure ___ Anti-Collusion Certification Submission Form ___ Byrd Anti-Lobbying Certificate ___ Debarment, Suspension, Ineligibility or Voluntary Exclusion Certification Form X W-9 Request for Taxpayer Identification Number and Certification (sample provided for reference) X Insurance Requirements (provided for reference) X KIPP, Inc. – Tax Exemption Certificate (provided for reference)
Page 14 of 39 CONTRACTS MAY BE AWARDED ON THE BASIS OF A SINGLE SCOPE SECTION OR MULITPLE SCOPE SECTIONS.
Proposals must be submitted on the required Proposal Forms unless additional details are needed for clarification. The proposal must include all unit pricing, breakouts costs, alternate pricing, and other information as requested on the Proposal Form. Any clarifications, qualifications or exceptions must be submitted in writing with the proposal. Any such clarifications, qualifications, exceptions or modifications made after the Proposal Date may be rejected.
Respondent Responsibility
KIPP is seeking proposals from qualified suppliers to serve as the preferred providers of uniform articles for the locations listed above as well as any future sites added during the term of the agreement. Please note: future sites may include other Texas regions.
Based on the projected enrollment of KIPP Houston Public Schools, the following data provided is to be used for estimation purposes only.
Review the tables below and provide a Base Price per Unit for each of the three (3) uniform shirt options (based on the aforementioned specifications) as well as a percentage discount off of published rates for all other uniform apparel items. 2018-2019 2019-2020 2020-2021 Projected Enrollment* 15,546 16,323 17,139 Projected # of Polos 46,638 48,969 51,417 Projected # of Oxfords 15,546 16,323 17,139
Projected # of T-Shirts 15,546 16,323 17,139 *Projections are for all of KIPP Houston Public Schools. Actual order volumes will be different.
Polos Oxfords T-Shirts Shirt Brand
Weight Material Toddler Sizes Y/N 3T-5T Youth Sizes Y/N XS-L Adult Sizes Y/N S-8XL Fabric Swatch Included Y/N Base Price per N/A Embroidered Unit* Base Price per Silk Screened Unit*
Page 15 of 39 *Base Price per Unit must be an all-inclusive rate. Bidders should factor all additional fees into this rate such as shipping/handling, embroidery, set-up, size variation and any other fees not specifically mentioned here.
Percentage Discount All Other Uniform Apparel Items* Off Published Rate Includes but is not limited to: ties, bowties, crossties, cardigans, sweaters, jackets, hoodies, vests, blazers, plaid and solid skirts, plaid % and solid jumpers, shorts and pants. *Needs vary by school
Rebate
In order to maximize value, the Bidder will provide a rebate dollar amount or percentage based on a total spend threshold.
KIPP Spend Threshold: USD $ ______
Rebate Amount: USD $/% ______
Example 1: KIPP’s total spend threshold is $X, which would qualify KIPP for a rebate at Y%. Example 2: KIPP’s total spend threshold is $X, which would qualify for a rebate of $Z.
Base Proposal Bidder confirms that this proposal shall remain in effect, and may not be withdrawn, for a period of one hundred and twenty (120) days from the date that proposals are due. In submitting this proposal, the Bidder agrees to furnish all labor, supervision, materials, equipment, supplies, services, fees, permits, taxes, insurance and any other items required to perform and complete the specified work in a workmanlike and expeditious manner and in strict accordance with the Contract Documents, the Scope of Work Schedule and all applicable federal, state, local and other rules, regulations, laws, codes and ordinances (“Applicable Laws”).
Please include all clarification to the specified scope in a separate attachment.
Tax Breakdown KIPP claims an exemption from payment of sales tax. Sales, use and other similar taxes are the responsibility of all Bidders and Material Bidders, if such taxes are imposed by a government authority and are related to the Work. Contract Bidders must include all sales taxes that are applicable. Material Bidders must submit their material bids exclusive of sales taxes and separately identify the amount of sales tax (if any) that is applicable to their material bids.
Alternate Proposal Items Bidder proposal to perform Alternate Proposal Items, as identified, for adjustment(s) in the Base Proposal. Attach additional sheets as necessary to include any Voluntary Alternates.
Acknowledgments: Insurance Acknowledgment
Page 16 of 39 NOTE: Successful Bidder must provide a Certificate of Insurance confirming insurance coverages and endorsements, prior to execution of the Contract.
Representations of Bidder By submitting this bid, the Bidder represents and warrants that: a. Bidder is familiar with the requirements and has taken them into account in preparing its bid. b. Bidder has read and understands the Instructions to Bidders, the Contract Documents, is familiar with the Applicable Laws including those of agencies and municipalities with jurisdiction over the Work, and has prepared its bid anticipating full compliance with all of the requirements; c. Bidder is financially solvent, able to pay its debts, and possesses sufficient working capital to complete performance of its Contract or Material Contract and all other requirements of the Contract Documents; d. Bidder is experienced, competent and able to furnish the labor, tools, materials, supplies, equipment, insurance and supervision and is qualified to perform the Work contemplated by the Contract Documents. e. Bidder is authorized to do business in the State of Texas. f. Bidder holds any license, permit or other special evidence necessary to perform the Work. g. This Bid Form will take precedence over any supplemental quotation or scope sheet submitted if any conflicting information exists unless otherwise agreed to via a Contract or Contract Amendment.
Signature By placing my signature in the space provided below I confirm that I, as a duly authorized officer of the company, have approved and submitted this bid. I further warrant and represent that the company will execute a standard KIPP Contract or KIPP Material Contract, as applicable, including all related Attachments, and that the company shall not modify the KIPP Contract, KIPP Standard Terms and Conditions, bond, certificate of insurance or other standard forms.
On ______Bidder's duly authorized officer approved and submitted this bid. (Date)
Bidder's Company Name:
As its: (Title)
By: (Authorized Signature)
(Typed/Printed Name) Notary Acknowledgment BEFORE ME, the undersigned authority, on this day personally appeared (name) ______, the duly authorized (title) ______of (company) ______and executed this bid for the purpose expressed in the document.
Notary Public in and for the State of Texas
Date: ______Page 17 of 39 Signature: ______Printed Name: ______My Commission Expires: ______
Page 18 of 39 QUALIFICATION STATEMENT
Please answer all questions fully and completely.
GENERAL CONTACT INFORMATION
COMPANY NAME: (Complete attached W-9)
______
MAILING ADDRESS, CITY, STATE, ZIP:
______
PHYSICAL ADDRESS, CITY, STATE, ZIP:
______
COMPANY’S PRIMARY CONTACT NAME AND EMAIL ADDRESS:
______
BID CONTACT NAMES (Please fill in box below): NAME E-MAIL ADDRESS TITLE
COMPANY PHONE: ______FAX:
______
WEB SITE ADDRESS:
______
PRINCIPAL OFFICE ADDRESS:
______Page 19 of 39 ______
______
FEDERAL TAX ID NUMBER (Mandatory): ______
COMPANY INFORMATION
Please select or notate the organizational structure of your company:
Corporation ☐ Partnership ☐ Limited Liability Corporation ☐
Limited Liability Partnership ☐ Sole Proprietorship ☐ Other ☐ (describe): ______
How long has your company been providing the service(s) you are bidding on? ______
Under what other or former names has your company operated? (If none, please write “N/A”) ______
If your company is a corporation or partnership, please answer the following:
Date of Incorporation or Formation: ______
State of Incorporation or Formation: ______
President, Managing Partner or Manager’s Name: ______
LICENSE AND EXPERIENCE INFORMATION
List the jurisdictions and categories in which your company is legally qualified to do business, and indicate registration or license numbers, if applicable. ______
Page 20 of 39 ______
List the categories of work that your company normally performs with its own forces. ______
Has your company ever failed to complete any work awarded to it? Yes/No If yes, please explain. ______
Please list any State of Texas K-12s or not-for-profits you’ve done business with over the last 2 years. ______
Provide three (3) references for representative similar work (K-12 schools or not-for- profits). Limit references to current customers or contracts that have ended within the past five years.
References will be contacted.
Reference #1: Name: ______Title: ______
Company: ______Phone Number: ______Page 21 of 39 Email Address: ______
Reference #2: Name: ______Title: ______
Company: ______Phone Number: ______
Email Address: ______
Reference #3: Name: ______Title: ______
Company: ______Phone Number: ______
Email Address: ______
FINANCIAL, SURETY AND CLAIM INFORMATION
Attach your company’s financial statements for the last two (2) years, preferably audited. The financial statements must include your company's balance sheet and income statement.
Are there any uninsured judgments, claims, arbitration proceedings or lawsuits currently pending against your company or its officers? Yes/No If yes, please explain. ______
Has your company filed any lawsuits or requested arbitration with regard to contracted work within the last two (2) years? If yes, please provide:
Page 22 of 39 Date and place filed: ______Amount of lawsuit: ______Disposition of claim: ______
Has your company or a related company been involved in a bankruptcy proceeding? If yes, please explain. ______
AUTHORIZED SIGNATURE
The undersigned certifies that the information provided in this Bidder Qualification Statement is true and sufficiently complete so as not to be misleading and that the undersigned is a duly authorized representative of Bidder. Dated this ______day of ______, 201__. Name: ______Company: ______By: ______Printed Name: ______Title: ______
Page 23 of 39 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 KIPP to determine the residency of its Bidders/proposers for construction related services. 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/Proposing) is, under Section: 2252.001 (3) and (4), a
Resident Bidder/Bidder Non-resident Bidder/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
Page 24 of 39
Title Date
Page 25 of 39 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 KIPP if the person or 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 for the firm named below, certify that the information concerning notification of felony convictions has been by me and the following information furnished is true to the best of my knowledge.
Company: ______
Company Official: ______
A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. Signature of authorized agent: ______
B. My firm is not owned or operated by anyone who has been convicted of a felony. Signature of authorized agent: ______
C. My firm is owned or operated by the following individuals who has/have been convicted of a felony. Name of individual (s): ______
Details of conviction (s): ______Page 26 of 39 Signature of authorized agent: ______
Page 27 of 39 Conflict of Interest Disclosure
The following is issued in accordance with State Law and KIPP Policy. Failure to make disclosure shall be grounds for termination of any contract entered into with said vendor or Bidder.
1. The undersigned states that he/she and/or the company listed herein has never had or does not have a business relationship with a Board member, member of the Administration or a member of the Staff of KIPP Houston regardless of the nature or amount.
Signature and Date: ______
Printed Name: ______
OR
2. The undersigned states that he/she and/or the company listed herein has had or does have a business relationship with a member of the Board, Administration or Staff of KIPP Houston regardless of the nature or amount.
Signature and Date: ______
Printed Name: ______
3. If you answered YES to (2) above, has that relationship been disclosed in writing as required by Board Policies BBFA (LEGAL) and BBFA (EXHIBIT)?
Yes No
Page 28 of 39 Anti-Collusion Certification Submission Form
The undersigned certifies that:
The Bid was exclusively developed and prepared without collusion with any competing proposer.
The content of this Bid has not and will not knowingly be disclosed to any competing or potential competing proposer prior to the opening date, time and place specified.
No act to persuade any person, partnership or corporation to submit or withhold a Bid has been made.
The undersigned warrants having a complete understanding regarding the accuracy of the statements in this certificate and the penalties applicable to the Prospective vendor and signatory representing the Prospective Bidder.
The Bidder, further states their officers, employees or agents have not, and will not attempt to lobby, directly or indirectly, KIPP between proposal submission and date of award.
Company Name: ______
Address: ______
Name of Agent: ______
Authorized Signature: ______
Signatory Name and Title (Printed): ______
Telephone:
Page 29 of 39 ______
Date: ______
Page 30 of 39 Byrd Anti-Lobbying Certificate
Certification for Contracts, Grants, Loans, and Cooperative Agreements (submitted with each contract or offer exceeding $100,000)
The undersigned Bidder 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 an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any 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 making lobbying contacts to 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 instructions as amended by “Government wide Guidance for New Restrictions on Lobbying,” 61 Fed. Reg. 1413 (1/19/96).
(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 transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). 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.
Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.
The Bidder, ______, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Bidder understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure.
Date ______
Signature ______
Company Name ______
Title ______
Page 31 of 39 Debarment, Suspension, Ineligibility or Voluntary Exclusion Certification Form
Page 32 of 39 NAME Doing business as (DBA)
ADDRESS Applicable Federal Employer Tax Procurement or Identification #: Solicitation #, if any:
This certification is submitted as part of a request to contract. Instructions For Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier Covered Transactions
READ CAREFULLY BEFORE SIGNING THE CERTIFICATION. Federal regulations require contractors and Bidders to sign and abide by the terms of this certification, without modification, in order to participate in certain transactions directly or indirectly involving federal funds.
1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the department, institution or office to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances. 4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under the applicable CFR, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled ``Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,'' without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under applicable CFR, debarred, suspended, ineligible, or voluntarily excluded from covered transactions, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the List of Parties Excluded from Federal Procurement and Non-procurement Programs. 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business activity. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under applicable CFR, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier Covered Transactions The prospective lower tier participant certifies, by submission of this proposal or contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this form.
Bidder or Bidder Signature: ______Date: ______
Print Name and Title: ______
Page 33 of 39 Insurance Requirements
Service Provider shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Service Provider, his agents, representatives, employees or subcontractors.
Minimum Limits of Insurance
Service Provider shall maintain limits no less than:
1. General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage.
2. Automobile Liability: $1,000,000 per accident for bodily injury and Property damage.
3. Workers’ Compensation: As required by the State of Texas.
4. Employers’ Liability: $1,000,000 each accident, $1,000,000 policy limit bodily injury by disease, $1,000,000 each employee bodily injury by disease.
If the Service Provider maintains higher limits than the minimums shown above; KIPP shall be entitled to coverage for the higher limits maintained by the Service Provider.
Other Insurance Provisions
The General Liability and Automobile Liability policies are to contain, or be endorsed to contain, the following provisions:
1. The KIPP, its officers, officials, employees, and volunteers are to be covered as insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Service Provider; and with respect to liability arising out of work or operations performed by or on behalf of the Service Provider including materials, parts or equipment furnished in connection with such work or operations. General Liability coverage shall be provided in the form of an Additional Insured endorsement to the Service Provider’s insurance policy, or as a separate owner’s policy.
Page 34 of 39 2. For any claims related to this project, the Service Provider’s insurance coverage shall be primary insurance as respects the KIPP, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the KIPP, its officers, officials, employees, or volunteers shall be excess of the Service Provider’s insurance and shall not contribute with it.
3. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled by either party, except after thirty (30) days prior written notice has been provided to the Entity.
Waiver of Subrogation
Service Provider hereby agrees to waive subrogation which any insurer of Service Provider may acquire from Service Provider by virtue of the payment of any loss. Service Provider agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the KIPP for all work performed by the Service Provider, its employees, agents and subcontractors.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of no less than A:VII unless otherwise acceptable to the KIPP. Exception may be made for the State Compensation Insurance Fund when not specifically rated.
Verification of Coverage
Service Provider shall furnish the KIPP with endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that Insurer to bind coverage on its behalf. The endorsements are to be on forms provided by the KIPP, unless the insurance company will not use the KIPP’s forms. All endorsements are to be received and approved by the KIPP before work commences. However, failure to do so shall not operate as a waiver of these insurance requirements. As an alternative to the KIPP’s forms, the Service Provider’s insurer may provide complete copies of all required insurance policies, including endorsements affecting the coverage required by these specifications.
Subcontractors
Service Provider shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein.
Page 35 of 39 Page 36 of 39 Sample: W-9
Page 37 of 39 Page 38 of 39 KIPP, Inc. – Tax Exemption Certificate
Page 39 of 39