RFP# ATHLETIC TRAINER SUPPLIES RFP Opening Date: April 13, p.m.

Transcription

1 COLLEGE STATION INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT 9304 Rock Prairie Rd. College Station, Texas Tel: (979) March 24, 2016 RFP# ATHLETIC TRAINER SUPPLIES RFP Opening Date: April 13, p.m. Director of Purchasing: Mark Pantel, C.P.M.,CTSBO Phone: College Station Independent School District (CSISD) is soliciting competitive proposals from vendors to offer discounts from catalog or shelf price for Athletic Trainer Supplies from June 1, 2016 through May 31, Vendors shall submit one original and one copy (Total 2) of the completed proposal and one (1) vendor catalog (if published) with their proposal packages to the CSISD Purchasing Office, 9304 Rock Prairie Rd. College Station, TX 77845, by 2:00 PM on Wednesday, April 13, All proposals must be sealed and marked RFP # Athletic Trainer Supplies on the outside of the envelope. Proposals will be opened and publicly acknowledged at 2:00 PM on April 13, 2016 in the CSISD Purchasing Office. Late proposals will be marked LATE along with the time received and will not be considered in the evaluation of the proposal. Faxed proposals will not be accepted. BIDDER S NAME: 1

2 I. INSTRUCTIONS /PROPOSAL SUBMITTAL A. All Vendors are to show proof of their ability to perform under this contract according to the specifications. Failure to meet or exceed any of the requirements and qualifications may be sufficient cause for rejection of any or all proposals. B. CSISD reserves the right to reject a proposal if, in their opinion, such Vendor cannot meet the requirements of these specifications, or has a past record of poor performance with the district or references provided by the Vendor. C. CSISD reserves the right to inspect the materials and equipment proposed by the Vendor. Any materials and equipment furnished by the Vendor found not to be in accordance with these specifications may be rejected. Any materials not in compliance with the agreement must be promptly replaced at no cost to CSISD. D. Vendors shall offer a percent discount off catalog or shelf prices. E. Each proposal must include an executed disclosure of the attached forms: Felony Conviction Notification Authorization Form Proposal Form Reference Form Any addendums issued by the Purchasing Department Vendor catalog Conflict of Interest Questionnaire Debarment Exclusion Certificate Residence Certification Failure to return all of the above forms with your proposal may result in the disqualification of your proposal. II. CRITERIA OF EVALUATION A. Award criteria are based on the most advantageous combination of factors to ensure quality athletic trainer supplies for CSISD. In determining best value, College Station ISD will consider the following criteria: (1) the purchase price discount from catalog; (25%) (2) the reputation of the vendor and of the vendor's goods or services; (5%) (3) the quality of the vendor's goods or services; (30%) (4) the extent to which the goods or services meet the district's needs; (20%) (5) the vendor's past relationship with the district; (10%) (6) the impact on the ability of the district to comply 2

3 with laws and rules relating to historically underutilized businesses including small, minority, woman-owned, or labor surplus area firms (CFR ) (1%) (7) the total long-term cost to the district to acquire the vendor's goods or services; and (5%) (8) for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor s ultimate parent company or majority owner: (4%) A. has its principal place of business in this state; or B. employs at least 500 persons in this state; III. TERMS AND CONDITIONS A. CSISD reserves the right to reject any and/or all proposals and award to more than one Vendor if advantageous to the District. B. CSISD reserves the right to request additional information and waive any/all formalities in the bidding process. C. Late proposals, if properly identified, will be returned unopened. No proposals may be withdrawn without written request. D. CSISD will not be responsible for any expenses incurred by the Vendor in preparing and submitting a proposal. E. Questions concerning this RFP shall be directed in writing to Mark Pantel, C.P.M., CTSBO Director of Purchasing, at the addresses indicated on the face of this document or mpantel@csisd.org F. Any contract resulting from this solicitation is contingent on the continued availability of appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the CSISD Board of Trustees or otherwise not made available to the District. G. The District reserves the right to terminate all or any part of the undelivered portion of any contract resulting from this solicitation with thirty (30) days written notice; upon default by the Vendor, for delay or nonperformance by the Vendor, or if it is in the best interest of the District, for convenience. H. If the Vendor deviates from or takes exception to any of the specifications set forth, the Vendor must list any and all deviations and exceptions on an attached letter printed on company letterhead and signed by a company representative. I. No proposals may be withdrawn for period of sixty (60) days subsequent to the deadline for receipt of proposals without prior written consent of the Board of Trustees of CSISD. J. NON-DISCRIMINATION CLAUSE 3

4 The College Station Independent School District does not discriminate on the basis of race, religion, color, national origin, sex, or handicap in providing education services. Monica James, Director for Human Resources, 1812 Welsh, College Station, TX ( ) has been designated to coordinate compliance with the nondiscrimination requirements of Title IX. Molley Perry, Director of Special Services, 1812 Welsh, College Station, TX ( ) has been designated 1812 to coordinate compliance with the nondiscrimination requirements of Section 504 of the Rehabilitation Act. El Distrito Escolar Independiente de College Station no discrimina sobre la base de raza, religión, color, origen nacional, sexo o discapacidad en la prestación de los servicios de educación. Monica James, Superintendente Adjunto de Recursos Humanos, 1812 Welsh, College Station, TX ( ) ha sido designado para coordinar el cumplimiento de los requisitos de no discriminación del Título IX. Molley Perry, Director de Servicios Especiales, 1812 Welsh Ave., College Station, TX ( ) ha sido designado 1812 para coordinar el cumplimiento de los requisitos de no discriminación del artículo 504 de la Ley de Rehabilitación IV. SPECIFICATIONS A. CSISD spends approximately $25,000 per year in the category of Athletic Trainer Supplies. Due to inventory limits and uncertainty in purchase quantities, CSISD will purchase the majority of these items on an AS NEEDED basis. No freight or delivery charges shall be included for such deliveries. B. Discount percentages shall remain firm throughout the duration of the contract period June 1, 2016 through May 31, Actual prices may be adjusted as catalog or shelf prices change. Copies of new catalogs or price lists may be requested by CSISD. C. Discount percentages should be quoted FOB College Station, Texas. All costs for delivery, freight, or packing are to be borne by the vendor. The District will consider delivery complete only when all items which are considered a part of a unit (same purchase order) are delivered in full. D. Vendors may offer any further quantity discounts or price breaks to the purchaser based on volume purchases. E. Vendors must honor manufacturer warranties. F. This contract shall be for period of twelve (12) months, June 1, 2016 through May 31, This contract may be renewed one (1) additional year if agreed upon by both parties sixty (60) days prior to expiration. Actual prices may be adjusted as retail or catalog prices change. V. SPECIAL REQUIREMENTS A. Vendors are required to submit their discount percentages from their catalog or shelf price. Actual purchases may be for any item in the supplier s inventory or that the supplier may obtain. CSISD does not 4

5 guarantee any minimum purchases. B. Suppliers must apply the proposed discount pricing to CSISD purchases throughout the contract period. C. CSISD reserves the right to make multiple awards. CSISD will evaluate discount percentages and other criteria to determine the best overall values to the District. A prioritized list of qualified suppliers offering the best value may be developed and distributed to school and department users to make purchases. D. To be considered as a supplier to CSISD under this contract, vendors must submit a discount percentage from their catalog or shelf price for the items quoted, regardless of the amount of discount. E. The Vendor will hold the District, its officers and agents, employees harmless from liability of any nature or kind on account of use of any copyrights composition, secret process, patented invention, article or appliance furnished or used under this quotation. F. Proposals should be verified before submission. The District will not be responsible for errors or omissions on the part of vendors in making up their proposals. G. Vendors will be an authorized dealer, distributor, or manufacturer for its products. All items will be new, unless clearly stated in writing. Warranty conditions for all supplies and or/equipment will be considered manufacturers minimum unless otherwise agreed to in writing. H. Service calls and regular personal contact is important to many of our coaches. How many regular at-school visits would you expect the local representative to make? How often would they visit? I. Representative s name and contact information: Name: Address: Telephone: J. Contracts for purchase will be put into effect by means of a purchase order executed by the District. Vendors are not to allow orders without purchase order numbers being provided. K. When submitting a catalog/shelf discount proposal, the vendor will furnish a catalog or listing of products offered. Proposals will be firm for the year of June 1, 2016 until May 31, Successful vendors shall furnish catalogs to each athletic office and to the Purchasing Office. 5

6 PROPOSAL FORM Athletic Trainer Supplies Catalog/ Shelf RFP# This may be a multiple award proposal. 2. Selections and purchases shall be made based on the criteria listed in Section II. 3. Discounts may range from 0-99%, and shall be for the periods June 1, 2016 through May 31, If different discounts apply for different items, please indicate. Any items that will not be discounted should be indicated as having a percentage of A catalog of all items offered is not required for this proposal. Please submit catalogs if they are available. Only one copy of each catalog should be submitted with the proposal. If additional catalogs are needed, they will be requested in writing. Any catalog update during the term of the agreement shall be furnished to David Raffield, Athletic Coordinator at AMCHS and Steve Huff, Athletic Coordinator at CSHS. 7. Do you offer free shipping? (Circle one) Yes No Comments 8. Is there a minimum order amount? (Circle one) Yes No Comments DISCOUNTS PROPOSED Catalog/category/Item Percentage Discount Comments Exceptions to catalog discount offer: Company: Address: City/Sate/Zip: Authorized Signature: Printed Name of Signature: 6

7 REFERENCE FORM Proposal shall include a minimum of three (3) references for which the Vendor has provided products of equal type and scope. Please include school/company name, address, and name of contact person and telephone number of reference: School/Company Address Contact Phone School/Company Address Contact Phone School/Company Address Contact Phone School/Company Address Contact Phone 7

8 AUTHORIZATION FORM The undersigned Bidder, by signing and executing this proposal, certifies and represents to the College Station Independent School District that Bidder has not offered, conferred or agreed to confer any pecuniary benefit, as defined by ' 1.07(a)(6) of the Texas Penal Code, or any other thing of value, as consideration for the receipt of information or any special treatment or advantage relating to this proposal; the Bidder also certifies and represents that Bidder has not offered, conferred or agreed to confer any pecuniary benefit or other things of value as consideration for the recipient's decision, opinion, recommendation, vote or other exercise of discretion concerning this proposal; the Bidder certifies and represents that Bidder has neither coerced nor attempted to influence the exercise of discretion by any officer, trustee, agent or employee of the College Station Independent School District concerning this proposal on the basis of any consideration not authorized by law; the Bidder also certifies and represents that Bidder has not received any information not available to other bidders so as to give the undersigned a preferential advantage with respect to this proposal; the Bidder further certifies and represents that Bidder has not violated any state, federal or local law, regulation or ordinance relating to bribery, improper influence, collusion or the like and that Bidder will not in the future, offer, confer, or agree to confer any pecuniary benefit or other thing of value of any officer, trustee, agent or employee of the College Station Independent School District in return for the person having exercised the person's official discretion, power or duty with respect to this bid; the Bidder certifies and represents that it has not now and will not in the future offer, confer, or agree to confer a pecuniary benefit or other thing of value to any officer, trustee, agent or employee of the College Station Independent School District in connection with information regarding this bid, the submission of this bid, the award of this bid or the performance, delivery or sale pursuant to this bid. FIRM NAME: SIGNED BY: PRINTED NAME: TITLE: ADDRESS: TELEPHONE ( ) FAX ( ) ADDRESS WEB ADDRESS: DATE 8

9 FELONY CONVICTION NOTICE Statutory citation covering notification of criminal history of contractor is found in the Texas Education Code ' FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Vendor s Name: Authorized Company Official s Name: My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. Signature of Company Official: My firm is not owned nor operated by anyone who has been convicted of a felony. Signature of Company Official: 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) Signature of Company Official: 9

10 FELONY CONVICTION NOTICE Statutory citation covering notification of criminal history of contractor is found in the Texas Education Code ' FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been r eviewed by me and the following information furnished is true to the best of my knowledge. Vendor s Name: Authorized Company Official s Name: My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. Signature of Company Official: My firm is not owned nor operated by anyone who has been convicted of a felony. Signature of Company Official: 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) Signature of Company Official: 10

11 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section (1-a) with a local governmental entity and the vendor meets requirements under Section (a). FORM CIQ OFFICE USE ONLY Date Received By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section (a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section , Local Government Code. An offense under this section is a misdemeanor. 1 Name of vendor who has a business relationship with local governmental entity. 2 3 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) Name of local government officer about whom the information is being disclosed. Name of Officer 4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section (a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes No 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. 6 Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section (a)(2)(B), excluding gifts described in Section (a-1). 7 Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission 11 Revised 11/30/2015

12 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A complete copy of Chapter 176 of the Local Governmetn Code may be found at Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code (1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code (a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: *** (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code (a) and (a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section (a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section (a)(2)(B), excluding any gift described by Section (a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission 12 Revised 11/30/2015

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14 CERTIFICATE OF RESIDENCY The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A. This law makes it necessary for College Station ISD to determine the residency of its bidders. In part, this law reads as follows: Section: (3) Non-resident bidder refers to a person who is not a resident. (4) Resident bidder refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. Section: A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest proposal submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident s principal place of business is located. I certify that is, under Section: (3) and (4), a Resident Bidder (Name of Company) Non-resident Bidder My or Our principal place of business under Section: (3) and (4), is in the city of in the state of. Does your principal place of business or ultimate parent company or majority owner: A. have its principal place of business in this state; or B. employ at least 500 persons in this state; Yes No Signature of Authorized Company Representative Print Name Title Date 14