______
Purchasing Department, 1220 Huey Road, Belton, Texas 76513
Phone (254) 215-2174 or Fax (254) 933-4353
Date: December 18, 2013
REQUEST FOR PROPOSALS RFP #1402-905-111
MISCELLANEOUS CONTRACTED SERVICES AND REPAIRS
The Belton Independent School District (“District”) invites qualified companies to submit Proposals for Miscellaneous Contracted Services and Repairs. This Request for Proposal 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 Proposal Response to:
Belton Independent School District
Purchasing Department
1220 Huey Road
Belton, TX 76513
Proposals responses will be received in the Office of the Director of Purchasing until 10:00 A.M., Wednesday, January 22, 2014. Proposals are to be sealed and returned in an envelope marked on the outside with the Vendor’s name and proposal number. Awards will be made to multiple vendors. Vendors are encouraged to submit responses as soon as possible. As proposals are received, they will be evaluated and either accepted or rejected by the District. Applicants will be notified of the District’s decision upon approval by the Board of Trustees. This is a negotiated procurement, and as such, the District reserves the right to negotiate any terms, conditions, or pricing with a Proposer prior to an award.
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.
BISD will be closed for the Holidays beginning Monday, December 23, 2013 through Thursday, January 2, 2014. Please DO NOT submit proposals during this time. Normal business hours will resume on Friday, January 3, 2014.
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
REQUEST FOR PROPOSAL
(RFP)
TITLE: Miscellaneous Contracted Services and Repairs, RFP #1402-905-111
DEADLINE TIME/DATE: Wednesday, January 22, 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: Proposal Response Form
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 #1402-905-111” and “Miscellaneous Contracted Services and Repairs” on the outside of the mailing envelope.
Vendor’s Acceptance Form
Date Bid 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:______
PAGE 1
Miscellaneous Contracted Services and Repairs
RFP #1402-905-111
SECTION I - SCOPE OF SERVICES
1. SCOPE OF SERVICES
This contract is to provide labor and materials for various maintenance and/or contracted services projects, from March 1, 2014 through February 28, 2015. The District can not reasonably project all its unforeseen needs, therefore these services or projects will be contracted on an "as needed basis."
2. CATEGORIES
Please select the category(s) that best describe the services offered.
o Appliance Repairs/Services
o Asphalt and Concrete Installation/Repairs/Services
o Alarms, Security, Fire, Intercom & Lock Systems Installation/Repairs/Services
o Audio Visual Systems Repairs/Services
o Automotive (Transmissions, Radiator, Tires, Body Shop, Windshields & Other Related Repairs/Work/Services)
o Bleacher-Gymnasium Equipment Repair/Work/Services
o Brick Work/Installation/Repair/Services
o Carpentry & Cabinet Repair/Work/Services
o Clock System Repair/Work/Installation/Services
o Commercial Equipment Repairs/Services
o Crane Services
o Drug Testing Services
o Misc. Electrical Work/Installation/Repairs/Services
o Environmental Consulting Services
o Fence Repair/Work/Services
o Fiber Tech-Splicing/Cabling
o Flooring (all types) Installation/Repairs/Services
o Glass & Mirror Repair/Work/Services/Installation
o Grease Trap - Septic Tank Pumping Services
o HVAC - Air Conditioning & Heating Systems Repairs/Work/Services
o Landscaping & Irrigation Work/Repairs/Services
o Office Machines Repairs/Services
o Overhead Door & Security Gate Work/Repairs/Installation/Services
o Pest Control Services
o Paper Shredding Services
o Plumbing Work/Installation/Repairs/Services
o Piano and Instrumental Repairs/Work/Services
o Radio Equipment Repair/Work/Services
o Roof Installation/Work/Repair/Services
o Surveying Services
o Small Engine & Machine Repairs/Services
o Sound System, Production Video & Lighting System Repairs/Work/Services
o Towing Services
o Turf Testing/Installation/Consulting/Repair/Services
o Welding & Sheet Metal Repairs/Services
o Other, Please Describe:______
PAGE 2
Miscellaneous Contracted Services and Repairs
RFP #1402-905-111
SECTION II - GENERAL INSTRUCTIONS
1. DESCRIPTION
Belton Independent School District is accepting proposal responses for a multiple award contract for Miscellaneous Contracted
Services and Repairs, in accordance with the instructions, terms, conditions, and requirements/specifications contained in this
Solicitation.
2. SUBMISSION OF PROPOSALS
2.1 Proposals are to be sealed and returned in an envelope marked on the outside with the vendor’s name and proposal number.
2.2 Proposer shall submit one (1) original proposal.
2.3 Proposals 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 Proposals shall represent a true and correct statement and shall contain no cause for claim of omission or error.
2.5 Before submitting a proposal, all proposers shall examine the complete contract documents, including Scope of Services,
General Instructions, Special Instructions and the Proposal Response Form, all of which are part of the proposal documents.
2.6 Proposal 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.
2.7 Any interpretations, corrections or changes to this proposal 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 proposal. Proposer shall acknowledge receipt of all addenda on the sealed envelope containing the proposal. IN ORDER TO RECEIVE ADDENDA, ALL INTERESTED VENDOR’S ARE REQUIRED TO SUBMIT CONTACT INFORMATION INCLUDING E-MAIL ADDRESS AND PHONE NUMBER TO THE PURCHASING DEPARTMENT AT (254) 215-2176 OR E-MAIL .
2.8 Any questions concerning this proposal 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. PROPOSAL RESPONSE
3.1 The District will be accepting proposals until Wednesday, January 22, 2014 at 10:00 A.M.
3.2 Submitted proposals must contain;
3.2.1 The completed proposal 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 proposal that the District considers inappropriate. The District shall be the sole
judge of acceptable proposals.
3.4 Withdrawal of proposal. 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 Proposals submitted are encouraged to be in type-written or in print format. Due to the high volume of responses, any
illegible proposals may be rejected.
3.6 Faxed or other electronic submission is prohibited unless specifically authorized by the Solicitation.
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. TERM OF CONTRACT
5.1 Contracts created by this Solicitation shall be in effect from the date of award or March 1, 2014 whichever is later, through
February 28, 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.
PAGE 3
Miscellaneous Contracted Services and Repairs
RFP #1402-905-111
SECTION II - GENERAL INSTRUCTIONS - continued
6. EVALUATION, NEGOTIATIONS, AND AWARD
6.1 Each proposal will be evaluated based on the requirements set forth in Section III, Special Instructions.
6.2 Vendors are encouraged to submit proposals as soon as possible.
6.3 The District reserves the right to reject any and or all proposals which comply with these specifications, or to accept a higher
proposal which complies, provided that, in the judgment of the District, the service offered under the higher proposal has
additional value or function which justifies the difference in price.
6.4 All deviations from the specifications must be noted in writing by the Proposer at the time the proposal is submitted. The
absence of a written list of specification deviations will hold the Proposer strictly accountable to the District’s specifications as
written.
6.5 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 Proposer, in writing, at the time of submittal of the formal proposal.
6.6 THIS IS A NEGOTIATED PROCURMENT, and as such, the District reserves the right to negotiate any terms, conditions,
or pricing with a Vendor prior to an award.
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.
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 are not eligible for participation in government contracts.
Please indicate status on the form that is included in this proposal.
PAGE 4
Miscellaneous Contracted Services and Repairs
RFP #1402-905-111
SECTION II - GENERAL INSTRUCTIONS – continued
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 will be required for labor, materials and rental equipment.
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 Payment period does not commence until the service and or repair has been completed. Due to the length and cost of the
project, the District may consider interim billings. The District will not pay in advance for any project.
.
19. SIGNATURES ON PROPOSALS
Proposals, to be valid, must be manually signed in ink by authorized person in the space provided. By such signature, Proposer
agrees to strictly abide by the terms, conditions, and specifications embodied in this proposal.
SECTION III- SPECIAL INSTRUCTIONS
The following information is to provide the Vendor(s) with the needed information on how to complete and submit their proposal response.
1. RULES OF PREPARATION
1.1 Discounts proposed in the proposal shall remain fixed and binding on the Proposer for the life of the contract.
1.2 BISD expects Proposers will comply with the stated requirements of the proposal in developing their response.
1.3 Any exception to the terms and conditions of this proposal must be included in writing on the Proposer Response Form.