Retail General Merchandise
Request for Proposal (RFP) #1304-913-083
/ BELTONINDEPENDENTSCHOOL DISTRICT______
Purchasing Department, 1220 Huey Road, Belton, Texas76513
Phone (254) 215-2181 or Fax (254) 933-4353
March1, 2013
REQUEST FOR PROPOSAL
RFP # 1304-913-083, Retail General Merchandise
The BeltonIndependentSchool District (“District”) invites qualified companies to submit Proposals for the above Solicitation. Proposals will be received until the time and date indicated below, by the BeltonIndependentSchool District, Purchasing Office, 1220 Huey Road, Belton, Texas76513. The envelope containing your Proposal response shall be plainly marked:
Retail General Merchandise
RFP #1304-913-083
Deadline 10:00 A.M., March 28, 2013
All interested vendors are encouraged to read the Proposal thoroughly to ensure that all required documentation is included in their Proposal response. Failure to provide all required documentation may be grounds for rejection of the Proposal.
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.
No Proposal may be withdrawn for a period of ninety (90) days subsequent to the deadline for receipt of Proposals without the prior written consent of the Board of Trustees, BeltonIndependentSchool District.
Sincerely,
Stacy Haugeberg
Purchasing Director, Belton ISD
Cover
SECTION I – GENERAL INSTRUCTIONS
1.DESCRIPTION. BeltonIndependentSchool District (“BISD” or the “District”) is accepting Proposal Responses for a
multiple award contract for Retail General Merchandise in accordance with the instructions, terms and conditions, and
requirements/specifications contained in this Solicitation.
2.PROPOSAL RESPONSE.For a Proposal Response to be considered, the response must contain the Proposal Response
Form in Section II, the Certifications/Representations Documents, and any additional documents the Proposer deems
necessary to explain their response. Instructions for submittal are included on the cover letter.
The Proposer is asked to submit with their Proposal Response a copy of a W-9 Proposer Identification Number Certificate to
expedite the payment process. A copy of the form is included in the Certification/Representationssection of this
proposalpacket. The District will be accepting Proposal Responses on a continual basis from the issue date of this proposal
until Wednesday, April 30, 2014. As proposal responses are received, proposals will be evaluated, and upon approval, added toan approved vendor list. Vendors are encouraged to submit responses as soon as possible in order to receive orders from
thedepartments.
3.GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS. This Solicitation shall be
governed by the following documents which are incorporated by reference only, and are not attached as part of this
Solicitation. Any exception(s) to the RFP terms and conditions must be included in Proposer’s response.
3.1.Texas Education Code 44.031.
3.2.Purchasing and Acquisition, BISD Policy CH (Legal).
3.3.Purchasing and Acquisition, BISD Policy CH (Local).
4.TERM OF CONTRACT. Contracts created by this Solicitation shall be in effect from the May 1, 2013through
April 30, 2014.BISD reserves the right to extend the contract at the District’s sole option for three (3) additional one year
Periods, unless notified in writing by vendor.
5.EVALUATION, NEGOTIATIONS AND AWARD. AsProposal Responses are received, they will be evaluated by the
District.Potential Proposers are encouraged to submit proposals as soon as possible.Awards will be made throughout the
open period of this Solicitation and will be made upon acceptance of a Proposal Response.
6.TYPE OF CONTRACT. Firm-Fixed Discount. Discounts, if offered, should remain firm for the life of the contract.
7.RETAIL ONLY. All merchandise will be purchased at approved retail locations. There is no delivery involved.
8.PRICING. It is the intent of this Solicitation to establish a discount from shelf pricing. Proposer’s should indicate a
primary discount (even if the discount is “0%” or shelf price), but may offer multiple discounts by category and/or total
purchase.
9.NO GUARANTEE OF ORDERS. BISD does not guarantee any products will be purchased from awarded vendors during
the term of the contract.
10.PRODUCT SELECTION PROCESS. Campuses and/or departments will determine which general merchandise products
they wish to purchase based on the following, but not limited to 1) benefit to school and/or organization; 2) price; 3)
availability; or 4) location. Campuses and/or departments will be allowed to select a vendor from the contract list.
11. INVOICING AND PAYMENT. Invoices should be submitted showing the list price of each individual item with the
discount being applied against thetotal of the order.
11.1 Invoices (IN TRIPLICATE) shall be sent to:
BeltonIndependentSchool District
Attn: Accounts Payable
PO Box 269
Belton, TX76513
Phone # (254) 215-2000
11.2 Payment terms will be Net 30 days unless otherwise authorized by the District.
11.3 Payment period does not commence until receipt and approval of the entire order by the ordering department/campus.
12. TAX EXEMPTION. BISD, by law, is exempt under the Sales Tax and Use Tax Laws, and the Vendor(s) shall not include
taxes.
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SECTION II – PROPOSAL RESPONSE FORM
1.Vendor Information
Company Name:Address:
City/State/Zip:
Web address:
Contact Name:
Email address:
Phone Number:
Fax Number:
Does your company accept Purchase Orders as payment method? _____Yes _____No
2.Discount Proposal Section
Primary Discount Offered: / %Exception(s):
Volume Discounts:
3.Locations
List the addresses and phone numbers of all locations in BellCounty which may be utilized by BISD under this
contract. Attach a separate list if necessary.
Location / Address / Phone Number*Additional locations may be added as necessary.
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SECTION III – CERTIFICATIONS/REPRESENTATIONS
- Felony Conviction Notice
Based on the statement above, check the appropriate box below.
□ My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable.
□ My firm is neither owned nor operated by anyone who has been convicted of a felony.
□ My firm is owned or operated by the following individual(s) who has/have been convicted of a felony.
Name of Felon(s): ______
(Attach additional sheet if necessary)
Details of Conviction(s): ______
(Attach additional sheet if necessary)
- Central Texas Purchasing Alliance Adoption Clause
- If authorized by the Vendor(s), resultant contract(s) may be adopted by the member districts of the CTPA as
B. Authorized members may purchase goods and/or services in accordance with contract pricing andpurchasing terms
established by the Contract Lead District.
C. A list of members that may utilize the Vendor’s contract is listed on the CTPA website,
D. Any district member wishing to utilize such contract(s), will contact the Vendor to verify that the contract is available
to them and will place its own order(s) directly with the successful Vendor. The Successful Vendor may contact the
member districts to inform them about the contract award. There shall be no obligation on the part of any
participating district to utilize the contract(s).
E. A negative reply by the Vendor will not adversely affect consideration of the Vendor’s Solicitation response.
F. Each participating district has the option of executing a separate contract with the successful Vendor, which may
contain general terms and conditions unique to that contracting district. If, when preparing such contract, the general
terms and conditions of a district are unacceptable to the successful Vendor, the successful Vendor may withdraw its
extension of their offer to that district.
G. The Contract Lead District shall not be held liable for any costs or damages incurred by another district as a result of
any award extended to that district by the Successful Vendor.
BY SIGNATURE BELOW, THE VENDOR HEREBY AUTHORIZES THE MEMBER DISTRICTS AS INDICATED BY CHECK
BELOW TO ADOPT ANY CONTRACT RESULTING FROM THE VENDOR’S RESPONSE TO THIS SOLICITATION:
□ Yes □ No, or □ Yes, with the exceptions of the following districts: ______
Proposer’s Certification
The undersigned, by his/her signature, represents that he/she is authorized to bind the Proposer to fully comply with the terms
and conditions of this Proposal Solicitation, including all forms and attachments included and/or referenced herein, for the
amount(s) shown on the accompanying Proposal form(s).
Proposer’s Signature______Date______
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W-9 Request for Taxpayer Identification Number and Certification
Return form to Belton ISD, do not send this form to IRS Cat. No. 10231X Form W-9
Name (as shown on your income tax return)
______
Business name, if different from above or DBA:
______
Check appropriate box: Individual/Sole Proprietor Corporation Partnership Other Exempt from backup withholding
______
Address (number, street and apt or suite #)
______
City: State: Zip Code:
______
Part 1 Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid backup withholding. For individuals, this is your Social Security Number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see instructions on how to complete. The official IRSwebsite supplies extensive instructions on how to fill out forms correctly, along with what to do with the filled-out forms. The IRS website also has links to information for local offices, just in case people have a difficult time with the downloadable W-9 forms and decide they would like to talk to an IRS representative face-to-face. Additionally, the site lists phone numbers to call for assistance, if the answer cannot be found online and the person does not want to go into a local office. For other Entities, it is your employer identification number (EIN). If you do not have a number, visit the IRS website to see how to get a TIN.
Note: If the account is in more then one name, see the guidelines on how to complete the form at the IRS website to see on whose number to enter.
Social Security Number Employer Identification Number
or
______
Part 2 Certification
Under Penalties of Perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and
2. I am not subject to backup withholding because:
(a) I am exempt from backup withholding or
(b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report
all interest ordividends, or
(c) the IRS has notified me that I am no longer subject to backup withholding, and
3. I am a U.S. person (including a U.S. resident alien)
Certification Instructions: You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other then interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (see the official IRSwebsite for instructions on how to fill out forms correctly). ______
(Signature of U.S. person)
Signature: Date:
______
Purpose of Form
A person who is required to file an information return with the IRS, must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. The official IRSwebsite supplies extensive instructions on how to fill out forms correctly, along with what to do with the filled-out forms. The IRS website also has links to information for local offices, just in case people have a difficult time with the downloadable W-9 forms and decide they would like to talk to an IRS representative face-to-face. Additionally, the site lists phone numbers to call for assistance, if the answer cannot be found online and the person does not want to go into a local office.
Note: If a requester gives you a form, other than the Form W-9 provided by the IRS, to request your TIN, you must use the requester’s form if it is substantially similar to the Form W-9.
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