RFP No. 09-16-05 Awards and Incentive Items

*ATTENTION*
1
 This RFP is for Awards and Incentive Items, proposals will
be accepted from Sept 4, 2015-August 31, 2018, and presented
to the Board monthly for consideration and approval. Updated
authorized vendor lists will be posted monthly on our site at
www.ccisd.com
 All previous bids, proposals & contracts are null & void
**ATTENTION ALL VENDORS**
State Law prohibits the District from doing business with
companies that do not respond to the bidding process.
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RE: AWARDS & INCENTIVE ITEMS
RFP No. 09-16-05
NOTICE TO VENDORS
The Copperas Cove Independent School District is accepting sealed proposals for the purchase of AWARDS &
INCENTIVE ITEMS as per the following specifications. Sealed proposals marked: “RFP No. 09-16-05
AWARDS & INCENTIVE ITEMS” are to be submitted to:
Copperas Cove ISD
Sara Doyle
Finance Director
703 West Avenue D
Copperas Cove, Texas 76522
2
PROPOSAL OPENING – From Sept 4, 2015, Friday, 2:00 pm, through August 31, 2018, with option to
renew for two (2) years, in one (1) year increments, at the District's discretion.
Proposals will be accepted and received at the above location through the stated dates. No electronic bids
will be accepted or considered. Proposals will be presented to the Board for consideration monthly.
Proposal envelopes should be plainly marked, "Sealed Proposal for "AWARDS & INCENTIVE
ITEMS.” The Copperas Cove Independent School District will not be responsible for delivering mail from the post
office or for proposals delivered to any location other than the one specified above. Vendors are encouraged to hand
deliver proposals well ahead of monthly Board considerations. No electronic or faxed bids will be accepted or
considered.
Proposals may be submitted on any and/or all items. The District, through its duly authorized constituted
officials, reserves the right to reject any, part of any or all proposals, to accept any proposal deemed most
advantageous to the District and to waive any informalities. It is not the policy of the District to purchase on the
basis of low proposals alone, quality and suitability to purpose being controlling factors; it being understood that
the District reserves the right to arrive at such by whatever means he may determine.
All supplies and equipment will be FOB Copperas Cove Independent School District, to the address
indicated on the purchase order.
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INSTRUCTIONS TO VENDORS
1.
Before submitting a proposal, all vendors shall familiarize themselves with all contract documents, including
Notice To Vendors, Instructions To Vendors, General Conditions, Responsibilities of Vendors and
Manufacturers, Felony Conviction Certification, Non-Collusion Statement, Contract Specifications, W-9
Form, Conflict of Interest Form, and Proposal Form, all of which are part of the proposal documents and all
may be referred to Copperas Cove ISD, Sara Doyle, Finance Director, 703 West Avenue D, Copperas Cove,
Texas 76522.
2.
All vendors shall familiarize themselves with the existing conditions in the material and labor markets, and
the fact that a proposal is submitted will be construed by the Copperas Cove Board of Trustees to indicate
that the vendor agrees to carry out the furnishing of supplies in full accordance with the specifications and
other contract documents, notwithstanding existing conditions.
3.
The vendor will return the proposal form. Proposals shall be endorsed with the names of the vendors for the
proposal and enclosed in an opaque sealed envelope, clearly marked AWARDS & INCENTIVE ITEMS.
No electronic or faxed bids will be accepted or considered. They may be addressed or delivered in person
to Copperas Cove ISD, Sara Doyle, Finance Director, 703 West Avenue D, Copperas Cove, Texas 76522,
through the time/dates stated above. The proposals are to be submitted and signed in blue ink, in longhand
upon the "Proposal Form". Failure to comply with this instruction could be cause for disqualification of this
proposal. Any change in the wording of the "Proposal Form" could be cause for disqualification of the
proposal.
4.
Proposals which are not signed by individuals making them shall have attached thereto a Power of Attorney
evidencing authority to sign the proposal in the name of the person for whom it is signed.
5.
Proposals which are signed for a partnership shall be signed by all partners or by an attorney in fact. If
signed by an attorney in fact, there shall be attached to the proposal a Power of Attorney evidencing authority
to sign the proposal executed by the partners.
6.
Proposals which are signed for a corporation shall have the correct corporate name thereof and the signature
of the president or other authorized officers of the corporation manually written below the corporate name.
7.
If a vendor contemplating submitting a proposal for the AWARDS & INCENTIVE ITEMS is in doubt as
to the true meaning of any part of the specifications or contract documents, he may submit a request for an
interpretation thereof to Sara Doyle, Finance Director, at [email protected] Each person submitting a
request for an interpretation will be responsible for its prompt delivery at least ten (10) days prior to the
proposal due date. Any interpretation of the proposed documents will be made by addendum only, duly
signed, and a copy of such addendum will be posted at www.ccisd.com . The Copperas Cove Independent
School District will not be responsible for any other explanation or interpretation of the proposed
documents.
8.
In interpreting the contract documents, words describing the supplies which have a well-known technical or
trade meaning, unless otherwise specifically defined in the contract documents, shall be construed in
accordance with the well-known meaning recognized by the Trade.
9.
The Copperas Cove Independent School District is exempt from taxation under the Sales Tax and Use Tax
Laws, and the provider shall not include such taxes.
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10.
Vendor’s attention is called to the statutory requirements of the State of Texas relative to licensing of
corporation organized under the laws of any other state.
11.
The Copperas Cove Independent School District reserves the right to reject any, part of any or all proposals
and to waive any informality if in the interest of the Board to do so and not in violation of any state statues.
12.
Deliveries under terms of the request for sealed proposals will be in accordance with the date indicated
therein except where no date is indicated, the provider will enter the earliest date which can be assured. If
delays are foreseen, written notice shall be given the District which will take extensions under advisement.
All deliveries shall be delivered to the specific ship to address printed on the PO. Vendors should keep the
District advised of the status of orders, as failure to meet delivery dates may result in removal from the
approved vendors list.
GENERAL CONDITIONS
1.0
SCOPE OF PROPOSAL
1.1
It is the intention of Copperas Cove Independent School District to enter into a contract for
“AWARDS & INCENTIVE ITEMS”- including but not limited to ribbons, trophies,
medals, specialty program awards, engraved/embossed items, custom items and apparel.
1.2
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2.0
This bid is in ten (10) parts: Notice to Vendors, Instructions to Vendors, General
Conditions, Responsibilities of Vendors and Manufacturers, Felony Conviction Certificate,
Non-Collusion Statement, Contract Specifications, W-9 Form, Conflict of Interest, and Proposal
Form.
CONDITIONS OF AGREEMENT
The Conditions of Agreement consists of the following, and in the event of conflicting provisions, the order
of importance is given below:
. Instructions to Vendors
. General Conditions
. Notice to Vendors
. Contract Specifications
. W-9 Form
. Felony Conviction Certificate
. Non-Collusion Statement
. Conflict of Interest
. Proposal Form with Discount Proposal & Signature
. Responsibility of Vendors and Manufacturers
3.0
4.0
APPLICABILITY - These conditions are applicable and form a part of all contract documents and a part of
the terms of all purchase orders for items included in the specifications and proposal forms issued
herewith.
PROPOSAL SUBMITTAL - Proposals will be accepted through the above stated times/dates. No
electronic proposals will be accepted or considered. It shall be the responsibility of the vendor to
deliver the proposal to Sara Doyle, Finance Director, 703 West Avenue D, Copperas Cove, Texas
76522. The Copperas Cove Independent School District will not be responsible for delivering mail from
the post office. Vendors are advised to hand deliver all proposals to the Purchasing Office, well in
advance of the monthly Board considerations.
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5.0
Brands and model numbers, where listed, are used for specification reference only, unless otherwise stated,
and are not intended to limit consideration of an approved equal. Descriptive information appropriate, a
sample may be requested for any item other than the referenced item.
6.0
EQUIVALENT CLAUSE - whenever in any of the Conditions of Agreement, an article, or material, is
defined by describing a proprietary product, or by using the name of a manufacturer or provider, the term "or
other units considered to be equivalent", if not inserted, shall be implied. The specific article, material
mentioned shall be understood as indicating the type, function, minimum standard of design, efficiency and
quality desired, and shall not be construed in such a manner as to exclude manufacturer's products of
comparable quality, design and efficiency. Supplies being proposed as equal must be available for
inspection by owner's personnel.
7.0
SPECIFICATIONS - the provider shall note in writing any deviations from the specifications and shall
submit those changed specifications as alternates.
8.0
Items listed will be proposed as an item number proposal, and unit price shall prevail in all cases of
extension discrepancies.
9.0
TYPED - the proposal must be typed or printed in blue ink on the proposal form.
10.0
CUTS, DRAWINGS, CATALOG REFERENCES, DESCRIPTIONS - When cuts, drawings and catalog
references, or detailed descriptions are required to support the proposal, it is understood that whatever is
submitted with the proposal will represent what the provider actually is offering.
11.0
EVALUATION - In evaluating qualified proposals, the following considerations will be taken into account
for award recommendations: lowest net price, overall quality and value to the District, safety suitability for
the intended use, vendors service, and delivery capabilities, warranty, and warranty service history. It is not
the policy of the District to purchase on the basis of low proposal alone.
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11.1
The District may award a contract for any or all sections of this proposal.
12.0 CONTRACT - Will be from Sept 4, 2015-August 31, 2018, with option to renew for two (2) years, in one
(1) year increments at the District's discretion. Purchases will be made by purchase order only on an as needed
basis during the contract period.
12.1 All previous contracts for the purchase of AWARDS & INCENTIVE ITEMS are null and void. The
contract for AWARDS & INCENTIVE ITEMS may be bid at anytime deemed appropriate by CCISD.
.
12.2 All contracts and agreements between merchants and Copperas Cove I.S.D. shall
strictly adhere to the statues as set forth in the Uniform Commercial Code as last amended in 1990 by the
American Law Institute in the National Conference of Commissioners on Uniform State Laws.
(Reference :) Uniform Commercial Code, 1990 Official Text.
12.3
13.0
This contract may be terminated by either party with a 30 day written notification.
COMPLIANCE REQUIREMENTS - Items below apply to and become a part of terms and conditions of
any subsequent contract unless superseded by any attached terms and supplemental conditions or
specifications in which case attached conditions will prevail. Any exceptions must be in writing. Successful
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vendor must comply with the following federal laws regarding contracts:
1)
Contract Work Hours and Safety Standards Act, Section 103 and 107 (4OUSC327-330)
2)
Equal Employment Opportunity Act
3)
Energy Policy and Conservation Act (P.L. 94-163)
13.1
LEGAL REMEDIES - Violation or breach of the federal requirements entitled "Contract Work
Hours and Safety Standards Act", "Equal Employment Opportunity Act", and "Energy Policy and
Conservation Act" may be grounds for termination of the contract and for debarment from future
awards.
13.2
For contracts awarded in excess of $10,000.00 by the District, successful vendor and their
contractors or subcontractors must be in compliance with Executive Order 11246 "Equal
Employment Opportunity" as amended by executive order 11375, and as supplemented in
Department of Labor Regulations (41CFR Part 60) - Executive Order 11246, as amended, prohibits
job discrimination because of race, color, religion, sex, or national origin and requiring affirmative
action to insure equality of opportunity in all aspects of employment.
13.3
The successful vendor must agree to provide to the District, the Texas Education Agency, the
Comptroller General of the United States, or any other duly authorized representatives access to any
books, documents, papers, and records of the contractor which are directly pertinent to that specific
contract for the purpose of making audit, examination, excerpts, and transcriptions. Successful
vendor must also agree to maintain all required records for five (5) years after the District makes
final payment and all other pending matters are closed.
13.4
For contracts awarded by the District for $2,500.00 or more, the successful vendor must comply with
section 103 and 107 of the Contract Work Hours and Safety Standard Act (CWHSSA) as
supplemented by Department of Labor Regulations (29CFR, Part 5) Section 103- Each contractor is
required to compute wages of every laborer and mechanic on the basis of a standard workday of eight
hours and a standard workweek of 40 hours. Work in excess of eight hours per day or forty hours
per week shall be compensated at a rate of not less that 1-1/2 times the basic rate of pay. No
contractor may require a laborer or mechanic to work in surroundings or under working conditions
which are unsanitary, hazardous, or dangerous to his/her health and safety as determined under
construction, safety and health standards promulgated by the Secretary of Labor.
13.5
Successful vendors must comply with mandatory standards and policies relating to energy efficiency
which are contained in the State energy conservation plan issued in compliance with the Energy
Policy and Conservation Act (P.L. 94-163).
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14.0
TERMS OF PAYMENT - Funds for completed contracts concerning this proposal will be available within
forty-five (45) days of completion/delivery and acceptance by the District.
15.0
DELIVERY REQUIREMENTS - the contractor shall complete delivery of the supplies named within thirty
(30) days of issuance of the purchase order unless mutually agreed otherwise. Supplies will be FOB
destination. Upon failure of the vendor to make delivery within thirty (30) days, the vendor shall be
considered in default. All deliveries shall be delivered to the specific ship to address printed on the PO.
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16.0
INSPECTION REQUIREMENTS - Final inspection shall be made at the site after delivery. In case of
rejection of the supplies because of failure to meet contract requirements, the provider shall promptly
remove such rejected or damaged supplies and replace them by delivering to the same inspection point,
supplies which meet the contract requirements without any additional expense to the owner for freight or
other charges.
17.0
INVOICING - No charge, in addition to the proposed price, shall be made by the vendor for delivering,
placing, or invoicing materials. The delivery by vendor shall be accompanied by a set of commercial
invoices (one original and one duplicate copy) on the vendor's regular invoice form. All invoices will be
sent to: Copperas Cove ISD, Business Services, PO Box 1239, Copperas Cove, TX 7652 or
[email protected]
18.0
DELAYS AND DEFAULTS - In case of default of the vendor, the District reserves the right to terminate the
agreement and to purchase equal in the open market.
19.0
OWNER - "Owner" and "District" shall mean the Copperas Cove Independent School District, Copperas
Cove, Texas.
20.0
OWNERS RIGHT - The District reserves the right to accept or reject any and all proposals, to award the
contract for any item as it may appear advantageous to the District, and to waive any informalities or
irregularities in the proposal process. In case of tie proposal, the owner reserves the right to award the
contract to any or either tie provider as it deems appropriate.
21.0
All items proposed must be new with the manufacturer's standard warranty and in first class condition,
including containers suitable for shipment and storage, unless otherwise indicated on the proposal.
22.0
Vendors who do not make a proposal are requested to notify the District Business Office in writing if they
wish to receive direct notification of future requests for competitive proposals. Failure to do so may result in
their being deleted from the vendor list.
23.0
It is District policy to ask for proposals for specific items under separate proposals. Large quantity item
proposals such as dual purpose paper, etc. are to be made separately. It is also school District policy to ask
for proposals for departmental instructional supplies separately.
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RESPONSIBILITIES OF VENDORS AND MANUFACTURERS
A.
The responsibility for compliance with these specifications shall be with the vendors and manufacturers.
B.
Vendors and/or manufacturers are expected to provide prompt service that is due under warranty. Past
performance in this area is a definite factor in awarding of these contracts. All supplies and equipment will
be FOB destination and delivered to the location indicated on the purchase order.
C.
Percent discount indicated on the Proposal Form for AWARDS & INCENTIVE ITEMS may not be
withdrawn during the Contract Period. In the event of noncompliance, the District reserves the right to
purchase on the open market and charge the difference back to the provider.
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D.
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
Felony Conviction Certification
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: ___________________________________________________________
Printed Name of Authorized Company Official_____________________________________
8
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 nor 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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Non-Collusion Statement
The undersigned affirms that they are duly authorized to execute this contract, that this company,
corporation, firm, partnership or individual has not prepared this proposal in collusion with any other
provider, and that the contents of this proposal as to prices, terms or conditions of said proposal have not
been communicated by the undersigned nor by any employee or agent to any other person engaged in this
type of business prior to the official opening of this proposal.
Vendor_________________________________________________________
Address_________________________________________________________
________________________________________________________________
Phone_______________________ Fax ________________________________
Vendor (Signature) _______________________________________________
Vendor (Print Name) _____________________________________________
9
Position with company______________________________________________
Signature of Company
Official Authorizing This Proposal____________________________________
Company Official (Printed Name) ____________________________________
Official Position___________________________________________________
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Contract Specifications for RFP No. 09-16-05 AWARDS & INCENTIVE ITEMS
1.
It is the intention of the Copperas Cove Independent School District to enter into a contract for AWARDS
& INCENTIVE ITEMS based on a percentage discount from current catalog or website prices. The
items which will be typically ordered include, but are not limited to: ribbons, trophies, medals/pins,
specialty program awards, engraved/embossed items, apparel, personalized/custom items-office
supplies, bags, cups, lanyards, and picture frames.
2.
This contract will be from Sept 4, 2015-Aug 31, 2018, with option to renew for two (2) years, in one (1)
year increments, at the District's discretion.
3.
Contracts may be awarded in one of two ways: (1) take the vendors discounts and apply them to their
current catalog or website prices on several randomly selected items. The provider with the overall lowest
prices on the randomly selected items shall be named PRIMARY PROVIDER. Other vendors may be
accepted as SECONDARY PROVIDER(S); (2) award the contract to all vendors and then order from the
provider with the lowest prices when applying their percentage discount.
4.
Vendor must furnish a current catalog, price list or website address with their proposal. Failure to
include this information shall be grounds to deem proposal non-responsive.
5.
Vendor service, delivery capabilities, and availability of a provider magnetic media catalog with no copy
restriction will also be taken into consideration when awarding the contract.
6.
The District reserves the right to purchase items from other vendors when items are not available from the
PRIMARY or SECONDARY PROVIDER(S).
7.
Percent discount indicated on the Proposal Form for AWARDS & INCENTIVE ITEMS may not be
withdrawn during the Contract Period. In the event of non compliance, Owner reserves the right to
purchase on the open market and charge the difference back to the provider.
8.
Bid award notifications will be posted at www.ccisd.com , after monthly Board approval.
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Proposal Form
Copperas Cove ISD
AWARDS & INCENTIVE ITEMS
RFP No. 09-16-05
I, or we the undersigned, having carefully read the Instructions to Vendors, General Conditions, Notice to Vendors,
Contract Specifications, Conflict of Interest Form, W9 Form, Proposal Form, and Responsibility of Vendors and
Manufacturers, do hereby agree to enter into a contract with said Copperas Cove Independent School District. I, or
we, the undersigned, will deliver the supplies as per specifications found in this document for the
percentage discount indicated for the contract period.
Percent Discount below retail ________________________%
Please Type Order Information:
Vendor Name _____________________________________________________________
11
Order Address____________________________________________ State________Zip________
Order email address: ______________________________________________________________
Phone__________________________________Fax____________________________________
Checklist for Complete Proposal Submittal: Failure to complete and return these forms will result in
noncompliance and proposal rejection.
_____ Felony Conviction Notice
_____ Non-Collusion Form
_____ Proposal Form
_____W9 Tax ID
_____Conflict of Interest
____ Provide Catalog and/or website _________________________
Typed Name of Authorized Company Official____________________________Title___________
Signature (blue ink) of Company Official____________________________ Date________________________
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FORM
CONFLICT OF INTEREST QUESTIONNAIRE
CIQ
For vendor or other person doing business with local governmental entity
OFFICE USE ONLY
This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.
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 the person meets requirements under Section 176.006(a).
Date Received
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.
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.
4
Signature of person doing business with the governmental entity
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Date
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Adopted 06/29/2007
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