______
Purchasing Department, 1220 Huey Road, Belton, Texas 76513
Phone (254) 215-2174 or Fax (254) 933-4353
Date: May 16, 2014
INVITATION TO BID #1407-909-119, BREAD PRODUCTS
The Belton Independent School District (“District”) invites qualified companies to submit Bids for Bread products. This Bid 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 a Bid to:
Belton Independent School District
Purchasing Department
1220 Huey Road
Belton, TX 76513
Bids are to be sealed and returned in an envelope marked on the outside with the Vendor’s name, address and bid number.
Bids will be received in the Office of the Director of Purchasing, until Monday, June 9, 2014 at 2:00 P.M., at which time they will be opened and read. Bids received after the specified time will not be considered. All interested parties are invited to be present for the opening at the Purchasing Department Offices, 1220 Huey Road, Belton, Texas. Bids will be submitted for approval at the regularly scheduled Board of Trustees meeting on Monday, July 21, 2014.
The Board of Trustees reserves the right to reject any and/or all Bids, 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
Bid Cover Page
BELTON INDEPENDENT SCHOOL DISTRICT______
Purchasing Department, 1220 Huey Road, Belton, Texas 76513
Phone (254) 215-2174 or Fax (254) 933-4353
BID
TITLE: Bread Products, Bid # 1407-909-119
DEADLINE TIME/DATE: Thursday, June 9, 2014 at 2:00 P.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: CAMPUS INFORMATION
SECTION VI: USAGE REPORT/BID PROPOSAL SHEET
The Board of Trustees of Belton ISD or its designee reserve the right to reject any and/or all bids, 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 “Bid #1407-909-119” and “Bread Products” on the outside of the mailing envelope.
Vendor’s Information
Date Bid Completed: ______
Please Print Name of Company/Vendor: ______
Name of Person Completing Bid: ______Title: ______
Address: ______
Telephone Number: ______Fax Number: ______
Email Address: ______Website: ______
PAGE 1
Bread Products, Bid # 1407-909-119
SECTION I- SCOPE OF SERVICES
1. SCOPE OF SERVICES
This contract is to provide bread products for the National School Lunch Program for Belton ISD from August 1, 2014 through
July 31, 2015. It is estimated that BISD will purchase approximately $42,000.00 in bread products during the annual contract
period. The projected quantities indicated on the usage report are estimates only and are often subject to commodity availability.
While the 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. DESCRIPTION
Belton Independent School District is accepting bids for bread products per the instructions, terms, conditions, and
requirements/specifications contained in this Solicitation.
2. SUBMISSION OF BIDS
2.1 Bids are to be sealed and returned in an envelope marked on the outside with the bid number and the name of the bid.
2.2 Bidder’s shall submit one (1) original bid and (1) copy of the bid in a sealed envelope no later than 2:00 PM, June 9, 2014.
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 bidders shall examine the complete contract documents, including Scope of Services,
General Instructions, Special Instructions and the Usage Report/Bid Proposal Sheet of which are part of the bid documents.
2.6 Bids will not be considered received unless the bid is physically received within the Purchasing Office at the address
listed on the front page of this document prior to the bid opening.
2.7 Any interpretations, corrections or changes to this bid will be made in the form of an addendum. The Director of
Purchasing will issue any addenda to all who are known to have received a copy of the bid. Bidders shall acknowledge
receipt of all addenda on the sealed envelope containing the bid. IN ORDER TO RECEIVE ADDENDA, ALL
INTERESTED BIDDERS ARE REQUIRED TO SUBMIT CONTACT INFORMATION INCLUDING E-MAIL
ADDRESS AND PHONE NUMBER TO THE PURCHASING DEPARTMENT AT (254) 215-2176 OR
.
2.8 Any questions concerning this bid should be submitted via e-mail to the Director of Purchasing at
no later than 5 days prior to the bid opening. This is to allow BISD sufficient time to respond
to inquiries and provide information to all interested vendors by addenda.
3. BID RESPONSE
3.1 Submitted bids must contain;
3.1.1 The completed Bid in its entirety;
3.1.2 Certifications/Representations Documents;
3.1.3 Any additional documents required by this Solicitation;
3.2 In accordance with State Statue, the District reserves the right to reject any bids that the District considers inappropriate.
The District shall be the sole judge of acceptable bids.
3.3 Withdrawal of Bids. Any Vendor who is extended the privilege of withdrawing a bid because of having proven
mechanical error in his or her bid may not be allowed to submit a bid on similar items for a period of one year unless the
prohibition is waived by the Superintendent.
3.4 Bids submitted are encouraged to be in type-written or in print format. Due to high volume of responses, any illegible
bids may be rejected.
3.5 Faxed or other electronic submission is prohibited unless specifically authorized by this Solicitation.
PAGE 2
Bread Products, Bid # 1407-909-119
SECTION II- GENERAL INSTRUCTIONS - continued
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.)
5. EVALUATION OF BIDS
5.1 Each bid will be evaluated based on the requirements set forth in Section III, Special Instructions.
5.2 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 item offered under the higher bid has additional
value or function which justifies the difference in price.
5.3 All deviations from the specifications must be noted in detail by the Bidder, in writing, at the time of submittal of the
formal bid. The absence of a written list of specification deviations at the time of submittal of the Bid will hold the
Bidder strictly accountable to the District to the specifications as written. Any deviations from the specifications as
written, as required by the above, will be grounds for rejection of the material and or item when delivered.
5.4 Value added services included in the bid will be considered for award of contract. All value added services must be
declared in detail by the Bidder, in writing, at the time of submittal of the formal bid.
5.5 The District reserves the right to increase or decrease the given quantity. In the event quantities are increased or
decreased, the amount added or deducted shall be based upon the unit price quoted. The District reserves the right to
purchase in total from one vendor or divide the purchase by selection of various items from multiple vendors.
6. TERM OF CONTRACT
6.1 Contracts created by this Solicitation shall be in effect from the date of award through July 31, 2015.
6.2 This contract shall be for a period of one (1) year, with an option to renew annually for one (1) year, providing any
subsequent renewal is agreed to in writing by both parties.
6.3 All renewals will be done in writing prior to the end of the current contract.
6.4 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.
7. VENDOR NON-PERFORMANCE
If at any time, the vendor fails to fulfill or abide by the terms and conditions or specifications of the contract, BISD reserves
the right to:
7.1 Purchase on the open market and charge the vendor the difference between contract price and actual purchase price, or
7.2 Deduct such charges from existing invoice totals currently due, or
7.3 Cancel within thirty (30) days written notification of intent and remove the vendor from the active vendor file of time not
less than one (1) year.
7.4 Re-bid.
7.5 Award to the next lower responsible Bidder.
8. FELONY CONVICTION CERTIFICATION AND NON-COLLUSION STATEMENT
Bidder 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 bid.
PAGE 3
Bread Products, Bid # 1407-909-119
SECTION II- GENERAL INSTRUCTIONS - continued
10. CONFLICT OF INTEREST
10.1 Disclosure of Certain Relationships with Local Government Officials.
10.1.1 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 than the 7th business day after the recipient
becomes aware of facts that require filing.
10.2 This requirement applies to a person who is an agent of a vendor in the vendor’s business with the District.
10.3 All bidders 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.
11. W-9 INDENTIFICATION NUMBER CERTIFICATE
Bidder shall submit with their bid a copy of their W-9 Identification Number Certificate to expedite the payment process if
awarded a contract.
12. SIGNATURES ON BIDS
Bids, to be valid, must be manually signed in ink by authorized person in the space provided. By such signature, Bidder agrees
to strictly abide by the terms, conditions, and specifications embodied in this bid.
13. TAXATION
BISD is exempt under the Sales Tax and Use Tax Laws, and the Vendor(s) shall not include taxes.
14. 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 purchases made prior to the issuance of a purchase order.
15. INVOICING AND PAYMENT
15.1 Invoices should be submitted showing the correct bid price of each individual item. One copy of the invoice must be
submitted at the time the products are delivered to the Distribution Center.
15.2 Invoices (IN TRIPLICATE) shall be sent to:
Belton Independent School District
Attn: Accounts Payable
PO Box 269
Belton, TX 76513
Phone # (254) 215-2000
15.3 Payment terms will be Net thirty (30) days unless otherwise authorized by the District.
15.4 Payment period does not commence until receipt and approval of the entire order.
SECTION III- SPECIAL INSTRUCTIONS
The following information is to provide the Vendor(s) with the needed information on how to complete and submit their bid.
1. RULES OF PREPARATION
1.1 Prices proposed in the bid shall remain fixed and binding on the bidder for the life of the contract.
1.2 BISD expects Bidders will comply with the stated requirements of the bid in developing their response.
1.3 Any exception to the terms and conditions of this bid must be included in writing in the Bid Response.
1.4 The bidder shall note in writing any deviations from the specifications and shall submit those changed specifications as
alternates.
1.5 Bidder shall indicate on the Bid Proposal Sheet if early payment or volume purchasing incentives are an offered.
PAGE 4
Bread Products, Bid # 1407-909-119
SECTION III- SPECIAL INSTRUCTIONS - continued
2. BIDDER QUALIFICATIONS
Before any bid can be accepted, a bidder must be deemed qualified, in the judgment of the evaluation team, to perform instructions
as set forth in this bid. A bid may be rejected if a bidder fails to meet any one of the following qualifications:
2.1 It must be clearly evident to the evaluation team that a bidder is capable of delivering promptly all items on the bid list and
acquiring, on short notice, any “extra” items which might be required during the period of the contract.
2.2 Successful bidder must have a proven record of service.
2.3 Successful bidder must deliver all items on a regular schedule and the invoices must reflect the correct bid price.
2.4 Vendor must comply with all applicable standards, orders, or requirements issued under the following documents:
2.4.1 Section 306 of the Clean Air Act (42 USC 1857 (h) )
2.4.2 Section 508 of the Clean Water Act (33 USC 1368), Executive Order 1738
2.4.3 Environmental Protection Agency regulations (40 CFR, part 15) (for contracts over $100,000).
3. SAMPLES
The Belton ISD School Nutrition department reserves the right to request samples on any item on the bid. Samples will be the
responsibility of bidder. Samples, when requested, shall be sent to:
BISD School Nutrition Office
1220 Huey Road,
Belton Texas 76513
4. EVALUATION PROCESS
4.1 The District’s Evaluation Team will review the bids and may request additional information, if deemed appropriate.
4.2 The District reserves the right to accept or reject any, all or none of the exceptions/substitutions deemed to be in the best