ALDINE INDEPENDENT SCHOOL DISTRICT
Wanda Bamberg, Superintendent of Schools
Carlotta Nicholas, AISD Purchasing Manager
BUILDINGS AND PROPERTIES DEPARTMENT
14910 Aldine Westfield Road, Houston, Texas 77032-3011
Phone 281-985-6265 Fax 281-449-4962
Vendor Name Date:
NOTICE TO PROPOSERS
ALDINE Independent School District (AISD) is accepting sealed proposal for pest control services as specified in this document. Prior to the proposal opening, you may hand deliver your bid 7:30 am to 4:00 pm at the Office of the Executive Director of Buildings and Properties, in the Maintenance Buildings, 14910 Aldine Westfield Road, Central Office, Houston, Texas 77032-3011 or, you may mail it to the above address. Proposals are acceptable until:
JULY 10, 2012 at 10:00 a.m. for PEST CONTROL SERVICES # RFP BLDG & PROP 0712-12
Proposals will be opened and submitting vendor’s names will be called out loud following the deadline for receiving the proposals at 14910 Aldine Westfield Road, in its Administration Boardroom. If this proposal is awarded, recaps will be available after the school board meets. All questions pertaining to the proposal procedure or specifications should be submitted in writing to Emitte Roque or Kanesha Bennett, via email eroque@aldine.k12,tx.us and copy or call us at 281-985-6265. Any bids received later than the specified time, whether delivered in person or mailed, shall be disqualified.
PLACE PROPOSALS IN AN ENVELOPE, SEAL IT, AND PLAINLY MARK:
SEALED BIDS FOR: PEST CONTROL SERVICES RFP#BLDG & PROP 0710-12
ANNUAL CONTRACT FOR: Pest Control Services
DO NOT OPEN UNTIL: July 10, 2012 @ 10:00 a.m.
The evaluation criteria specified herein will be used to determine which of the proposals provide the best quality for AISD. AISD reserves the right to request post-proposal modifications, including best and final offers. Proposals submitted that are not in accordance with the terms and conditions of this bid will not be considered for evaluation or award. The district reserves the right to require additional information from proposers and to conduct necessary investigations to determine services or product reliability, bidder’s performance and to determine the accuracy of proposer’s information.
AISD also reserves the right to reject any or all proposals, to waive any technicalities, and to accept the proposal(s) that are determined to be most advantageous to Aldine Independent School District. Recognizing that there are other important considerations other than price, AISD may not necessarily award to the lowest proposer
There are 27 pages to this proposal numbered 1 through 27.
Emitte Roque, AISD Executive Director, Building and Properties
Phone 281-985-6265
Fax 281-449-4962
SCOPE OF PROPOSAL
It is the intention of Aldine Independent School District (AISD) to establish an annual contract with a qualified vendor that meets our terms, conditions, and specifications pest control services as specified herein, or equal. Using the specified evaluation criteria, AISD personnel will decide which vendor’s services offers the best value for the District. Estimated annual expenditures for these services in 2011-2012 were approximately $33,060.00 per year. This estimate, however, should not be construed to be guarantee of either minimum or maximum dollar amounts to be spent. AISD cannot guarantee the number of times that services will be needed.
Aldine ISD consists of 111 square miles in Northwest Harris County, Texas with 74 schools and 14 Administrative facilities some within the city and some in the county which all have a frequent need for pest control services.
If awarded, the contract will exist August 22, 2012 through August 30, 2013 with an option to renew for two additional years if agreed in writing by both Aldine ISD and the contracted vendor. Unit pricing shall be guaranteed for this time. All prices shall be subject to verification. Proposals shall not exceed 3 years.
NOTE: The district will consider specific and detailed descriptions of firm qualification, references, stability of company, warranty of work and availability to work after hours.
SUPPLIES & EQUIPMENT
All supplies will be delivered by the successful bidder to any location within Aldine I.S.D. All supplies are to be furnished by the Bidder and must be according to all regulatory codes, standards and laws. If necessary, AISD reserves the right to reduce the job size.
COVENANT AGAINST GRATUITIES
The bidder represents and certifies as part of its offer, that neither it nor any of its employees, representatives or agents, have offered or given gratuities valued at $25.00 or more (in the form of entertainment gifts or otherwise), directly or indirectly to any Aldine ISD director, officer, employee, or agent/consultant of the District with a view toward securing favorable treatment in the awarding, amending, or making of any determination with respect to the performing of the contract.
APPLICABILITY- These conditions are applicable and form a part of the contract document in each service contract and a part of the terms of each purchase order for items of equipment and/or service included in the specifications and bid forms issued herewith.
PROPOSALS SHALL BE SUBMITTED ON THESE FORMS- Proposals must be submitted on the AISD proposal form in the space provided for pricing. If bidder does not fill in the blank with the bid price, it will be considered a “No Proposal”. Do not attach price sheets, price lists, or similar documentation for AISD to compute proposal price. Proposal prices and any alternate proposal price must appear on the AISD proposal form. Deviations to any condition and/or specifications shall be conspicuously noted in writing by the proposer and shall be included with the proposal in the form of manufacturing product, specifications, and/or brochures.
ONLY SEALED PROPOSALS ARE ACCEPTABLE. FAXED PROPOSALS will not be accepted by AISD since the fax process does not provide for the delivery of sealed proposals.
SERVICES, MERCHANDISE and/or WORK REQUIRED will be utilized on an ‘as needed” basis. The district reserves the right to purchase additional quantities above that stated at the same unit price unless otherwise specified by the proposer.
WARRANTY CONDITIONS for all supplies and/or equipment shall be considered manufacturer’s minimum standard warranty unless otherwise agreed to in writing. Proposers shall be an authorized dealer, distributor or manufacturer for the product.
THOSE WHO DO NOT SUBMIT A PROPOSAL is requested to notify the Executive Director of Buildings and Properties in the “NO PROPOSAL NOTFICATION. Failure to do so may result in their being deleted from our prospective proposal mail-out list.
EVALUATION OF PROPOSAL takes into account the following considerations: pricing, quality of products/services, references and past performances. It is not the policy of AISD to purchase on the basis of low proposal alone.
DISCLOSURES: By signing this proposal a vendor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift loan, gratuity, special discount, favor or service to a public servant in connection with the proposal submitted. Proposals shall disclose whether any of the school district’s board members or administrative executives has any business or familiar relationships with proposer or proposer’s principal offices or employees.
PROPOSER SHALL NOTE any and all relationships that might be a conflict of interest and include such information with the proposal.
BY SIGNING THIS PROPOSAL a proposer affirms that to the best of his/her knowledge, the proposal has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would anyway limit competition or give them an unfair advantage over other proposer in the award of this proposal.
ALL CONTRACTS AND AGREEMENTS between merchants and Aldine Independent School District shall strictly adhere to the statutes as set forth in the Uniform Commercial Code as last amended in 1995 by the American Law Institute in the National Conference of Commissioners on Uniform State Laws. Reference: Uniform Commercial Code, Fourteenth Edition, 1995 Official Text.
CONTRACTS FOR PURCHASE will be put into effect by means of a purchase order(s) upon authorized request executed by the Department of Buildings and Properties after bid has been awarded.
(a) Any additional agreements/contracts to be signed by AISD shall be included
with the proposal.
(b) Prices for all goods and/or services shall be negotiated to a firm amount for the
duration of this contract or as agreed to in terms of time frame.15.3 Tax Exemption: AISD is exempt for payment of taxes under Chapter 20, Title 122A, Revised Civil statutes of Texas, for the purpose of tangible personal property.
ASSIGNMENTS AND SUBCONTRACTING: Proposer understands that the contract may not be assigned, encumbered, pledged, mortgaged, transferred or otherwise disposed of either in whole or in part without written consent from the customer.
TERMINATION OF CONTRACT: It is understood that the district retains the option to terminate this agreement for any reason at the end of the contract year without pecuniary risk or penalty or at any point during the contract term with evidence of just cause. The district agrees that it will provide written notice of termination no later than (30) thirty-days prior to the end of the contract year or for just cause. The termination will become effective and this agreement shall terminate (30) thirty-days following written notification of intent.
CONFIDENTIAL INFORMATION OR TRADE SECRETS Government code, Article 252.049). If any of the information is considered to be confidential or a trade secret belonging to the proposer and, if released would give advantage to a competitor or proposer, that information should be filed with the bid in a separate envelope marked “CONFIDENTIAL-DO NOT DUPLICATE WITHOUT PERMISSION”
VENDOR NON-PERFORMANCE: If at any time the vendor fails to fulfill or abide by the terms and conditions or specifications of the contract, AISD reserves the right to:
(a) Purchase on the open market and charge the vendor the difference between
contract price and actual purchase price, or
(b) Deduct such charges from existing invoices totals currently due or
(c) Cancel within (30) thirty-days written notification of intent and remove the vendor from the active proposal file for a period of time not less than one (1) year.
(d) Re-bid the service/product
(e) Award to next lower responsible proposer, if accepted by same
OTHER REQUIREMENTS: Any problems or discrepancies that are not covered by the above requirements should be directed to the Executive Director of Buildings and Properties for a determination or clarification prior to any action taken on said problem or discrepancy. If the contractor fails to make such request, no excuse will thereafter be entertained for failure to carry out the work in a satisfactory manner. Documents or other commitments made by unauthorized personnel are not legal and binding upon AISD and may result in a personal obligation for the individual making the procurement or commitment.
SIMILAR CONTRACT: This proposer will not supersede any other contracts AISD either currently is using or may propose in the future for specific and like kind items.
GUARANTEES: Guarantees, warranty, and replacement information must be submitted with your proposal. Proposers shall include a copy of the manufacturer’s standard warranty with the submitted proposal.
DEVIATIONS: If you are submitting a proposal other than the AISD referenced brand, you must write the alternate brand name in the AISD deviations section – PAGE 13 - of this proposal indicating the manufacturer, brand, model, etc. of article offered. If no other information is given, we assume you are proposing “as specified”. However, Aldine Independent School District reserves the right to accept or reject all or any part of any proposal, waive minor technicalities and award the proposal to best serves the District.
INVOICES & PRICING: Aldine Independent School District’s Purchase Order(s) number must appear on all invoices. Invoice discrepancies between the invoice and the district purchase orders will be corrected upon request.
VENUE TERMS: This contract shall be enforceable in Harris County, Texas, and if legal action is necessary, by either party with respect to the enforcement of any and all of its terms and conditions, exclusive venue for any legal action shall lie in Harris County, Texas.
INSURANCE REQUIREMENTS
Contractor shall not commence work until all required insurance coverage’s have been obtained and such insurance has been reviewed and approved by the District. Certificates of Insurance on the current ACORD form shall be issued to the District showing all required insurance coverage’s.
Insurance Required
Automobile Liability insurance covering Any Auto / $1,000,000 Combined Single LimitComprehensive General Liability insurance including Products, Completed Operations, Independent Contractors and Contractual Liability coverage’s / $1,000,000 Aggregate, Occurrence and Personal Injury
$ 500,000 Fire Damage
$ 5,000 Medical Payments
Professional Errors & Omissions Liability insurance may be required from all contractors that are licensed or certified as professionals; e.g., engineers, architects, insurance agents, physicians, attorneys, etc. / $1,000,000 per Occurrence & Aggregate
Workers Compensation insurance with limits to comply with the requirements of the Texas Workers' Compensation Act Employers Liability insurance / Statutory Limits
$500,000.
All Risk Property Insurance shall be required for any contract or work when property of the District is at risk or in the care, custody and control of the Contractor. Builders Risk insurance shall be required for all construction contracts requiring a bond. / Contract Limit
Insurance Conditions
All insurance coverage’s shall be issued on an Occurrence basis 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- VIII".
The District shall be shown as "Additional Insured" on the Property, General Liability, Automobile Liability and Umbrella (Excess) Liability policies. A "Waiver of
Subrogation" clause in favor of the District will be attached to the Workers Compensation, General Liability and the Property insurance policies. Evidence must be included in Certificates of Insurance.
All insurance certificates shall obligate the insurance company to notify the District of any non-renewal, cancellation or material change to any of the policies at least 60 days prior to the effective date of the non-renewal, cancellation or change.
The District reserves the right to review the insurance requirements during the effective period of any contract to make reasonable adjustments to insurance coverage’s and limits when deemed reasonably prudent by District based upon changes in statutory law, court decisions or potential increase in exposure to loss.