______
Purchasing Department, 1220 Huey Road, Belton, Texas 76513
Phone (254) 215-2174 or Fax (254) 933-4353
Date: January 31, 2014
INVITATION TO BID #1403-909-113
FRESH PREPARED PIZZA
The Belton Independent School District (“District”) invites qualified companies to submit Bids for Fresh Prepared Pizzas. Bid documents can be reviewed and downloaded from the following website:
http://www.bisd.net/administration/purchasing/bids.aspx
If you are an interested company, the District invites your firm to submit bids to the following address:
Belton Independent School District
Purchasing Department
1220 Huey Road
Belton, TX 76513
Bids will be received in the Office of the Director of Purchasing until 10:00 A.M., Tuesday, February 25, 2014. Bids are to be sealed and returned in an envelope marked on the outside with the Vendor’s name and bid number. Faxed proposals will not be accepted. All interested parties are invited to be present for the bid opening at the Support Services Center at the address listed above. Any bid received later than the specified time, whether delivered in person or mailed, will be disqualified.
The Board of Trustees reserves the right to reject any and/or all proposals, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of the District.
Sincerely,
Stacy Haugeberg
Purchasing Director, Belton ISD
Cover Page
BELTON INDEPENDENT SCHOOL DISTRICT______
Purchasing Department, 1220 Huey Road, Belton, Texas 76513
Phone (254) 215-2174 or Fax (254) 933-4353
INVITATION TO BID
(BID)
TITLE: Fresh Prepared Pizza, BID # 1403-909-113
DEADLINE TIME/DATE: Tuesday, February 25, 2014 at 10:00 A.M.
This Solicitation includes the following sections:
SECTION I: Scope of Services Contact: Stacy Haugeberg
SECTION II: General Instructions Phone: (254) 215-2176
SECTION III: Special Instructions Email:
SECTION IV: Certifications/Representations
SECTION V: Specifications
SECTION VI: Campus Information
The Board of Trustees of Belton ISD or its designee reserve the right to reject any and/or all proposals, to make awards as they may
be of the best value or advantageous to the District, and to waive all formalities and irregularities.
Please plainly write “RFP #1403-909-113” and “Fresh Prepared Pizzas” on the outside of the mailing envelope.
Vendor’s Acceptance Form
Date Completed: ______
Please Print Name of Company/Vendor: ______
Remit Address:______
City:______State:______Zip Code:______
Prepared By:______Title:______
Signature:______
Telephone Number: ______Fax Number:______
Web Site:______Email Address:______
______
(Name and Phone Number of Person that will be responsible for handling discrepancies, problems, or emergencies.)
Will Purchase Orders be accepted?_____YES_____NO
PAGE 1
Belton Independent School District
Bid for Fresh Prepared Pizza, BID 1403-909-113
March 18, 2014 – June 30, 2015
SECTION I - SCOPE OF SERVICES
1. SCOPE OF SERVICES
This contract is to provide pizza for the National School Lunch Program for Belton ISD from March 18, 2014 through
June 30, 2015. It is estimated that BISD will purchase approximately $60,000.00 in fresh prepared pizza during the annual contract
period. While this estimated annual expenditure is provided in good faith, BISD will not be held responsible to purchase a specific
dollar amount.
SECTION II - GENERAL INSTRUCTIONS
1. AMENDMENTS TO THE BID
Changes, amendments, or written responses to questions received regarding this Bid will be posted on the District’s website at www.bisd.net. It is the Respondent’s responsibility to review this site periodically to ascertain whether any amendments have been made prior to submissions of Response. If a respondent needs additional assistance determining if changes or amendments have been made, this information can be obtained by contacting Stacy Haugeberg, Purchasing Director, by telephone at 254-215-2174 or email . No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specifications stated in the Bid, and changes to the Bid, if any, shall be made in writing only.
2. SUBMISSION OF BIDS
2.1 Bids are to be sealed and returned in an envelope marked on the outside with the vendor’s name and proposal number.
2.2 Respondent shall submit one (1) original and one (1) copy of the bid and the responses must be typewritten.
2.3 Bids must be returned to the following address in sufficient time so as to be received and time stamped on or before the
time and date shown on this Solicitation and can be either hand delivered or mailed.
Belton Independent School District
Purchasing Department
1220 Huey Road
Belton, TX 76513
2.4 Bids shall represent a true and correct statement and shall contain no cause for claim of omission or error.
2.5 Before submitting a bid, all submitters shall examine the complete contract documents, including Scope of Services,
General Instructions, Special Instructions and Campus Information; all of which are part of the proposal documents.
2.6 Bids will not be considered received unless the proposal is physically received in the Purchasing Office at the address listed above, prior to the proposal opening.
3. BID RESPONSE
3.1 The District will be accepting bids until Tuesday, February 25, 2014 at 10:00 A.M.
3.2 Submissions must contain;
3.2.1 The completed bid in its entirety;
3.2.2 Certifications/Representations Documents;
3.2.3 Any additional documents required by this Solicitation;
3.3 The District reserves the right to reject any bid that the District considers inappropriate. The District shall be the sole
judge of acceptable proposals.
3.4 Withdrawal of bid. Any Vendor who is extended the privilege of withdrawing a proposal because of having proven
mechanical error in his or her proposal may not be allowed to submit a proposal on similar items for a period of one year
unless the prohibition is waived by the Superintendent.
3.5 Faxed or other electronic submission is prohibited.
4. GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS
This solicitation shall be governed by the following documents; unless an exception is otherwise taken within this Solicitation. Documents are incorporated by reference only, and are not attached as part of this Solicitation.
4.1 Texas Education Code 44.031.
4.2 Purchasing and Acquisition, BISD Policy CH (Legal.)
4.3 Purchasing and Acquisition, BISD Policy CH (Local.)
PAGE 3
Belton Independent School District
Bid for Fresh Prepared Pizza, BID 1403-909-113
March 18, 2014 – June 30, 2015
5. TERM OF CONTRACT
5.1 Contracts created by this Solicitation shall be in effect from the date of award or March 18, 2014 whichever is later, through
June 30, 2015. BISD reserves the option to renew annually for one (1) year.
5.2 The District reserves the right to re-evaluate the contract during the contract period and cancel the contract with a thirty
(30) day written notice.
5.3 If it is deemed by your company to include an escalator clause, this must be indicated on the bid and included as a separate
attachment.
6. EVALUATION, NEGOTIATIONS, AND AWARD
6.1 Each bid will be evaluated based on the requirements set forth in this document.
6.2 The District reserves the right to reject any and or all bids which comply with these specifications, or to accept a higher
bid which complies, provided that, in the judgment of the District, the service offered under the higher bid has
additional value or function which justifies the difference in price.
6.3 All deviations from the specifications must be noted in writing by the Submitter at the time the bid is submitted. The
absence of a written list of specification deviations will hold the Submitter strictly accountable to the District’s specifications as
written.
6.4 Value added services included in the proposal will be considered for award of contract. All value added services must be
declared in detail by the Submitter, in writing, at the time of submittal of the formal bid.
6.5 It is not the policy of BISD to award a bid based on low prices alone. The evaluation team will consider brand recognition,
quality, past performance with the District, student preference and availability of stock.
7. TYPE OF CONTRACT
Firm-Fixed Discount. Discounts shall remain firm for the life of the contract.
8. FELONY CONVICTION CERTIFICATION AND NON-COLLUSION STATEMENT
Vendor is required to submit a completed copy of the Felony Conviction Certification and Non-Collusion Statement. Copies of the
forms are included with these specifications and must be completed and returned with the proposal.
9. REFERENCES
Three (3) references must be submitted with this proposal.
10. CERTIFICATION OF CRIMINAL BACKGROUND CHECK
The State of Texas Legislative Senate Bill No. 9, Section 22.0834, Certification of Criminal Background Check. Proposer may be
required to obtain criminal history record information that relates to an employee, applicant for employment, or agent of the
Proposer if the employee, applicant, or agent has or will have continuing duties related to the contracted services; and the duties are
or will be performed on school property or at another location where students are regularly present.
11. CERTIFICATE OF RESIDENCY
Texas Government Code under Chapter 2252, makes it necessary for BISD to determine residency of Vendor(s). Proposers must
complete the Certificate of Residency Information.
12. COOPERATIVE PURCHASING
Belton Independent School District is a participating member of the Central Texas Purchasing Alliance. The successful vendor is to
state their willingness to provide products and/or services, based upon proposal price, to any participate in the Alliance. Belton
Independent School District shall not be held responsible for any orders placed, deliveries made, or payment for products and/or
services by these other entities.
PAGE 4
Belton Independent School District
Bid for Fresh Prepared Pizza, BID 1403-909-113
March 18, 2014 – June 30, 2015
13. CONFLICT OF INTEREST
13.1 Disclosure of Certain Relationships with Local Government Officials.
13.1.1 Any individual or business entity that contracts or seeks to contract for the sale or purchase of property, goods, or
services with Belton ISD must file a Conflict of Interest Questionnaire with the BISD Purchasing Office in
accordance with Texas Local Government Code Chapter 176, no later that the 7th business day after the recipient
becomes aware of a fact that requires filing.
13.2 This requirement applies to a person who is an agent of a vendor in the vendor’s business with the District.
13.3 All vendors must disclose the name of any Belton ISD employee who owns, directly or indirectly, an interest in the Proposers
firm or any of its branches.
14. W-9 INDENTIFICATION NUMBER CERTIFICATE
Proposer shall submit with their Proposal Response a copy of their W-9 Identification Number Certificate to expedite the payment
process if awarded a contract.
15. SUSPENSION AND DEBARMENT
Companies and Individuals that have been suspended or debarred from contracting with a public entity must identify the public
entity familiar with the debarment or suspension, and state the reason for or circumstances surrounding the debarment or
suspension, including but not limited to the period of time for such debarment or suspension. This information must be
typewritten and attached with the bid.
16. TAXATION
BISD is exempt under the Sales Tax and Use Tax Laws, and the Vendor(s) shall not include taxes.
17. PURCHASE ORDERS
Purchase Orders are signed by the Director of Purchasing and will be issued prior to all purchases.
The District will not be responsible for any service provided prior to the issuance of a purchase order.
18. INVOICING AND PAYMENT
18.1 Invoices must be submitted for each campus.
18.2 Invoices (IN TRIPLICATE) shall be sent to:
Belton Independent School District
Attn: Accounts Payable
PO Box 269
Belton, TX 76513
Phone # (254) 215-2000
18.3 Payment terms will be Net 30 days unless otherwise authorized by the District.
18.4 Individual monthly statement for each location shall be sent to the School Nutrition office at the close of each month.
19. SIGNATURES ON BIDS
Bids, to be valid, must be manually signed in ink by authorized person in the space provided. By such signature, Submitter
agrees to strictly abide by the terms, conditions, and specifications embodied in this bid.
20. EVALUATION PROCESS
20.1 The District’s Evaluation Team will review the bids and may request additional information, if deemed appropriate.
20.2 The District reserves the right to accept or reject any, all or none of the exceptions/substitutions deemed to be in the best interest
of the District.
20.3 An administrative recommendation will be made to the BISD Board of Trustees at a future Board Meeting based on the
Proposer receiving the highest evaluation score.
PAGE 5
Belton Independent School District
Bid for Fresh Prepared Pizza, BID 1403-909-113
March 18, 2014 – June 30, 2015
21. AWARDS
21.1 This proposal will be awarded on the basis of “best value”. Section 44.031(b) of the Texas Education Code
requires school districts to consider the following criteria when awarding a proposal:
21.1.1 the purchase price;
21.1.2 the reputation of the vendor and of the vendor’s goods and services;
21.1.3 the quality of the vendor’s goods and services;
21.1.4 the extent to which the goods or services meet the districts needs;
21.1.5 the vendor’s past relationship with the district;
21.1.6 the impact on the ability of the district to comply with laws and rules relating to historically underutilized
businesses;
21.1.7 the total long-term cost to the district to acquire the vendor’s goods or services;
21.1.8 any other relevant factor specifically listed in this solicitation.
22. NON-COMPETITION CLAUSE
During the contract period, the awarded bidder shall not conduct business with another party for the sale of pizza to Belton ISD students in competition with the School Nutrition Department, without the written consent of the School Nutrition Director.
SECTION III- SPECIAL INSTRUCTIONS
The following information is to provide the Vendor(s) with the needed information on how to complete and submit their response.
1. RULES OF PREPARATION
1.1 Discounts proposed in the bid shall remain fixed and binding on the successful bidder for the life of the contract.
1.2 BISD expects the successful bidder will comply with the stated requirements of the proposal in developing their response.
1.3 Any exception to the terms and conditions of this bid must be included in writing.
1.4 Successful bidder must have a proven record of service, particularly with respect to delivering all items on a regularly