4845 US Highway 271 North, Pittsburg, Texas 75686
July 1, 2014
Marcis & Associates Inc.
Julio Cisneros
PO Box 11175
Spring, Texas 77391
RE: TIPS Awarded Contract - Reinstated
Category – Janitorial Services
Contract Number - #1052512
CONTRACT AWARD
Congratulations! The Interlocal Purchasing System (TIPS) Board of Directors of Region VIII Education Service Center has reinstated the awarded a contract for Janitorial Services under Contract Number #1052512 to Marcis Associates Inc. This contract will be in effect from 06/26/14 through 05/25/15.
CONTRACT ADDENDUMS
Only items submitted on the original proposal can be sold through this contract. If you need to change pricing or add products this can be done through an Addendum to your Awarded Contract. You can only add items that are in the same category. Email the request to add products or change pricing to .
2% REPORTING OF SALES TO TIPS
Awarded Vendor will receive a TIPS Sales Submission Report monthly. This report must be completed and returned to TIPS with the 2% of sales from TIPS Members if vendor has had sales paid during that month. If no sales were paid, then no report is due. We prefer to have a spreadsheet or excel file with the following information: date of purchase, member name, product name, amount, quantity, total amount of sale and 2% due. IT IS A REQUIREMENT THAT WE HAVE BACK UP INFORMATION SUBMITTED WITH THE SUBMISSION CHECK THAT IDENTIFIES THE MEMBER NAME, STATE, SALE AMOUNT, AND the 2% AMOUNT.
PROCESSING PURCHASE ORDERS
Awarded Vendor MUST direct TIPS members to email all PO’s to . TIPS office will validate purchase orders and forward to you as the Awarded Vendor for processing. Member will receive an email confirmation of the PO process and a link to print a letter of authorization for their files.
DOING BUSINESS IN WEST VIRIGINA
If your company can serve members in West Virginia, you must review, agree, sign and forward by US Mail the enclosed RESA-8 TERMS AND CONDITIONS document in the addressed envelope. If you do not sign and mail this document, then your company will not be afforded the opportunity to sell products or services to any of the West Virginia Members through the TIPS Vendor Awarded Contracts. Do not return this form to the TIPS, Form must be mailed to the RESA-8 Office in West Virginia at 109 South College Street, Martinsburg, West Virginia 25401. You must have this document signed by RESA 8 prior to selling products through TIPS to WV members.
VENDOR WEB PAGE REVIEW
Go to www.tips-usa.com Click on Members then Contracts. Take a moment to review the information posted for your company. Notify the TIPS office at 866-839-8477 of changes. If you would like to have your company logo displayed on your vendor page, you may email it to TIPS at in the format listed and we will be glad to add it to your vendor page. It must be in the following size range. (gif, bmp or jpg (max 200x150 Pix).
SETTING UP VENDOR LOGIN AND PASSWORD FOR TIPS
Individual Awarded Vendors must set up their own TIPS Login and Password. Here are the instructions:
1. Go to www.tips-usa.com/admin/teamlogin.cfm
2. Click on TIPS ADMINISTRATIVE TEAM LOGIN.
3. Click on FORGOT YOUR PASSWORD?
4. Choose your company’s name. Enter your name -name must match the Primary Contact’s Name on the Awarded Vendor’s Contract which is listed on the TIPS Website at www.tips-usa.com (Click on Members. Click on Contracts. Click on “All CONTRACTS”. Scroll down alphabetically until you find your vendor name then click on it. There you will find listed the Primary Contact’s Name and Email Address).
5. Enter Primary Contact’s Email Address (must match Primary Contact’s email address).
6. An email will be automatically sent to the Vendor Primary Contact’s Email Address with a temporary password. After the password is received, Login to: www.tips-usa.com/admin/teamlogin.cfm Enter:
Username: This is the email address
Password: Use the new password that was emailed to the primary contact.
7. After you have successfully logged in the first time, you can change your password. Instructions:
Click on MY ACCOUNT – CHANGE PASSWORD. Then enter the Temporary Password – Enter the New Password – Then Verify the New Password – click on CHANGE IT.
Not all information can be changed by the vendor. If you are not able to update some information, notify the TIPS Office at and request a vendor contract change. Some changes may require Board Action through an Addendum to the Vendors Contract. (i.e. name change, product changes, pricing, etc…)
You can also set up additional account users for your company. These users will not have the ability to make changes to the vendor profile. But they will be able to access TIPS Membership Information which will assist them in identifying new members for sales transactions. To SET-UP ADDITIONAL USERS:
Click on Authorized Users – Click on Add Users. Fill in the required fields of information then click ADD.
NOTE: the only person who can set up additional users is the Primary Contact for the Vendor Contract.
SIGNING UP NEW TIPS MEMBERS
Awarded Vendors assist TIPS by signing up new TIPS members. New members bring in additional sales for all TIPS Awarded Vendors. Membership forms (Interlocal Agreement and Board Resolution) are available on the TIPS website. Click on Members then Click on Membership and scroll down to the appropriate state.
NEWSLETTER SUBMISSIONS
Awarded Vendors may submit “white papers” or vendor related articles for publication in the TIPS monthly newsletter that is emailed to over 3000 members. Send your submissions to the newsletter to .
Sincerely,
Kim Thompson
TIPS Cooperative Coordinator
CERTIFICATE OF AWARDED CONTRACT
Awards
Marcis & Associates Inc.
an Awarded Vendor Contract
For
Janitorial Services
Contract #1052512
Contract Effective Dates
Year Three - 06/26/2014 – 05/25/2015
Dr. Ray Glynn
Executive Director
Region VIII ESC
Visit www.tips-usa.com for details on this Awarded Vendor
WEST VIRGINIA
REGIONAL EDUCATION SERVICE AGENCIES COOPERATIVE PURCHASING THROUGH
THE INTERLOCAL PURCHASING SYSTEM (TIPS)
2013
A. General Terms and Conditions that apply for all Categories:
1. Compliance with Laws/Forum Designation
Vendor or Contractor shall comply with Federal, State, and Local Laws, Codes and Regulations while fulfilling the contract. It is the Contractor’s responsibility to be aware of and comply with all state and local laws governing this procurement. Applicable laws, codes, and regulations (etc.) must be followed even if not specifically identified herein. The terms of the Agreement Addendum which is attached hereto and incorporated herein shall govern and supersede any contract terms to the contrary with respect to each procurement. Vendor or Contractor shall verify to the West Virginia Regional Education Service Agencies (WVRESA), its Member Agencies and other qualifying purchasers that the Vendor or Contractor is complying with all Federal, State and Local Laws, Codes and Regulations while fulfilling the contract, and shall provide a copy of this contract and any addenda to each Member Agency when providing a price quotation. Moreover, this contract shall be governed by and construed in accordance with the laws of the State of West Virginia without giving effect to its principles of conflict of law. Legal proceedings arising under this contract shall be brought in a West Virginia Court of the County where the Member Agency’s main office is located.
2. Delinquent Tax Affidavit
Vendor or Contractor shall provide an affidavit relating to delinquent taxes as may be required by West
Virginia State Code §11-12-10, where applicable.
3. Secretary of State Registration
Vendor or Contractor shall meet and maintain all registration requirements as necessary to conduct business in the State of West Virginia, including but not limited to registration with the West Virginia Secretary of State, where applicable.
4. Audit
Member Agency may audit and inspect Contractor’s records and accounts at any time during the
Contractor’s performance of the services and for a period of two (2) years following the completion or
termination of the services for the purpose of verifying any invoice and underlying documentation presented by Contractor, it being understood that Contractor agrees to preserve all such documents through such two- (2) year period.
5. Notices
Unless otherwise expressly provided in this contract, all notices and other communications given under the contract shall be in writing and shall be deemed effective upon receipt by the addressee at its address as set forth in the contract or at such other address as such party shall have notified the other in writing.
6. Non-Appropriation and Other Contract Terms Applicable to Member
Agencies as Political Subdivisions of the State
If the Member Agency fails to appropriate sufficient monies in any fiscal year for payments due under the contract and other funds are not available for such payments, then a “Non-Appropriation” shall be deemed to have occurred. If a Non-Appropriation occurs, then Member Agency will give Contractor prompt notice of such Non-Appropriation. This contract shall thereupon terminate without penalty or expense to the Member Agency other than for goods and services already provided.
7. No Personal Liability
It is understood and agreed that under no circumstances will the Member Agency’s board members, regional council members, officers, employees, or agents be personally liable for any obligations or claims arising out of or related to the contract.
8. Price Quotation
Vendors or Contractors must quote to a Member Agency the pricing listed in the current contract awarded by The Interlocal Purchasing System “TIPS” administered by Region VIII Education Service Center of Texas (“ESC8”). Vendor will follow the procedures for price reductions to Member Agencies and Participating Entities set forth in TIPS’ general terms and conditions. The price quotation must be submitted to a Member Agency and Participating Entity in writing, and any other expenses that the Vendors or Contractors intend to charge a Member Agency or Participating Entity must be separately itemized on the quotation page in bold font with a good faith estimate of the dollar amount of each item, such as use tax if applicable. The failure to list an item or include a good faith estimate of the dollar amount on the quotation page will preclude a Vendor or Contractor from charging the same.
9. Miscellaneous
Headings and titles of articles, paragraphs and other subparts of this contract are for convenience of reference only and shall not be considered in interpreting the text of this contract.
This contract and any appendices constitute the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior agreements or understandings with respect thereto and all agreements or understandings with a Member Agency.
No contract amendments can be made without the approval of the TIPS membership.
B. Procedures for Processing Orders:
The WVRESA will keep informed its Member Agencies and other qualified purchasers of contract information via web site and through other marketing strategies. A list of WVRESA Member Agencies along with addresses, phones, contacts, etc. will be made available to successful Vendors/Contractors. After contracts are awarded, Vendors/Contractors may contact the WVRESA Member Agencies and other qualifying purchasers concerning their products and services.
Participating Member Agencies and other qualified purchasers will submit all purchase orders directly to the Vendor/Contractor.
The Vendor/Contractor price shall include a two percent (2%) administrative fee that the Vendor/Contractor will collect from the Member Agency or other qualified purchaser. Administrative fees are to be remitted to the TIPS at ESC8 whose address is 4845 US Highway 271 N, Pittsburg, Texas. TIPS will compile a quarterly report showing all purchases made by the WVRESA Member Agencies and other qualified purchasers under this contract at the conclusion of each calendar quarter (December 15; March 15; June 15; September 15).
C. Agencies Allowed to Purchase under Member Agency:
All member cooperatives of the WVRESA and their individual Member Agencies are eligible to participate and purchase from the awarded TIPS contracts. All West Virginia PK-12 school districts, including Career and Technical Education Centers, Regional Education Services Agencies, West Virginia Department of Education (WVDE) and all Institutional Education Programs operated by WVDE are eligible to participate and purchase from the awarded TIPS contracts. In addition, all colleges and universities, state, municipalities, counties, other governmental agencies and non-profit agencies are eligible to participate if TIPS contracts satisfy their individual procurement requirements.
D. Construction Products and Services:
The following shall apply to construction products and services that constitute a “public improvement” pursuant to West Virginia Code § 21-5A-1:
1. Bond
The successful Contractor shall provide such bonds required by West Virginia State Code §38-2-39.
2. Prevailing Wage
In the event that the agreement is subject to the prevailing wage requirements of either West Virginia State Code §7-20-22, then the contract between the Member Agency and the Contractor shall contain the applicable rates and such terms and provisions as may be required by law.
3. Licensing
Contractor shall comply with all applicable licensing requirements, including those of the West Virginia
Contractor Licensing Board pursuant to West Virginia State Code §21-11-3 .
4. Insurance
Contractor, and any subcontractors hired by Contractor shall, at their own expense, maintain in force for the duration of the project workers’ compensation and employer’s liability insurance as required by the laws of the State of West Virginia.
5. Project Personnel, Student Safety and Background Checks
With respect to construction services or installation of goods or materials constituting a “public improvement,” pursuant to West Virginia Code § 21-5A-1 Member Agency shall have the right to reject the participation of any personnel of Contractor in the performance of the services if, in relation to the work assigned to them, the Member Agency deems such personnel to lack the skill, experience and expertise required to perform the services or if Member Agency considers their performance to be substandard or otherwise detrimental to the proper completion of the services. Contractor will advise Member Agency promptly of any change in the project manager or other key personnel assigned to the performance of the services.