BOARD OF TRUSTEES. Richardson Independent School District Richardson, Texas ACTION ITEM

Transcription

1 BOARD OF TRUSTEES Richardson Independent School District Richardson, Texas Date: Submitted by: May 4, 2015 ~ Tony Harkleroad, Deputy Superintendent, Finance and Support ( ~ Services 0 ACTION ITEM TOPIC: Specified Best Value/Low Bids, Contracts and Cumulative Purchases BACKGROUND INFORMATION: Bids for the items listed on the attached sheets were advertised and received for opening in the Business Services Department. The bid{s) listed on the following pages are recommended for acceptance as the lowest responsive bid(s) or other qualifying bid that meets specifications and provides the best value to the District. If the lowest responsive bid does not fall within the budgeted amount for the item, supportive justification and information has been requested and may be made available. Contract(s) for the services reflected on the attached sheets have been reviewed and, where needed, negotiated. Each contract is within the budgeted amount for the item. As indicated, certain contracts have been renegotiated, modified, or otherwise changed. Any such changes recommended are within budgeted amounts. The attached sheets also show cumulative purchases from vendors who were selected from the stateapproved lists aggregate to amounts that suggest Board review. All such purchases have been made through established District procedures to ensure that the purchase provided the best buy at the lowest available price. SUPERINTENDENT'S RECOMMENDATION: The Superintendent recommends that the Board accept the bid(s) and contract(s) as listed on the following pages. PROPOSED RESOLUTION WHEREAS, the Board has authorized the District's administration to secure bids for various items required for District operations; and WHEREAS, the RISD Business Services Department has solicited, received, opened, and considered responsive bids and made recommendations for the acceptance of certain bids that provide the best value to the District; and

2 WHEREAS, the District has made cumulative purchases from previously qualified vendors in accordance with applicable procedures for services; and WHEREAS, the RISD Business Services Department has solicited and received proposed contracts for proposed services and has recommended that the District enter into specified contracts for needed services; and WHEREAS, an effective management of the District's purchasing and acquisition processes supports the Board's goal that the District will ensure excellence in operations; now THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Richardson Independent School District accepts, and/or approves the specified bid(s), contract(s), and cumulative purchases listed on the attached pages.

3 Board Agenda Ma~ 4, 2015 Bid Description Recommended Vendor Budgeted Number of Number of Bids Number No Bid Sought 1354 Landscape Equipment and Parts Asco Equipment Compliance NA Austin Turf and Tractor Ed's Lawn Equipment Four Brothers Outdoor Power Global Equipment Co., Inc. Holt Cat Hotsy Equipment Landmark Equipment, Inc. Longhorn, Inc. Pesco Professional Turf Products Richardson Saw and Lawnmower 1361 Oracle Support Mythics, Inc. 1,560, ,560, Kitchen Cameras Entech Sales and Service, Inc. 242, , Bid Renewals: Bid Description Recommended Vendor Budgeted Number of Number of Bids Number No Bid Sought 1148 Elevator and Wheelchair Lifts- A & F Elevator Company, Inc. Compliance NA Repairs, Inspection and Service EMR Elevator, Inc. Metroplex Elevator Oracle Elevator ThyssenKrupp Elevator Corp Doors and Associated Hardware ABC Doors of Dallas, Inc. Compliance NA Accredited Lock Supply Company Clark Security Products Dallas Door and Supply Company Fairway Supply IDN-Acme Johnson Equipment Company 1211 Armored Car and Bank Courier Services Trinity Armored Security Inc. Compliance NA 1263 Ice Cream Novelties with Freezers Blue Bell Creameries Compliance NA

4 Board Agenda Ma~ 4, 2015 Bid Description Recommended Vendor Budgeted Number of Number of Bids Number No Bid Sought 1354 Landscape Equipment and Parts Asco Equipment Compliance NA Austin Turf and Tractor Ed's Lawn Equipment Four Brothers Outdoor Power Global Equipment Co., Inc. Holt Cat Hotsy Equipment Landmark Equipment, Inc. Longhorn, Inc. Pesco Professional Turf Products Richardson Saw and Lawnmower 1361 Oracle Support Mythics, Inc. 1,560, ,560, Kitchen Cameras Entech Sales and Service, Inc. 242, , Bid Renewals: Bid Description Recommended Vendor Budgeted Number of Number of Bids Number No Bid Sought 1148 Elevator and Wheelchair Lifts- A & F Elevator Company, Inc. Compliance NA Repairs, Inspection and Service EMR Elevator, Inc. Metroplex Elevator Oracle Elevator ThyssenKrupp Elevator Corp Doors and Associated Hardware ABC Doors of Dallas, Inc. Compliance NA Accredited Lock Supply Company Clark Security Products Dallas Door and Supply Company Fairway Supply JON-Acme Johnson Equipment Company 1211 Armored Car and Bank Courier Services Trinity Armored Security Inc. Compliance NA 1263 Ice Cream Novelties with Freezers Blue Bell Creameries Compliance NA

5 Bid Renewals: Bid Description Recommended Vendor Number Budgeted Number of Number of No Bid Bids Sought 1307 Office Supplies Staples Advantage Compliance NA Contract Information: Contracts, Contract Modifications & Change Orders: Greater than 100,000 None Contracts, Contract Modifications & Change Orders: Less than 100,000 University of Oregon - DIBELS Data System Service Agreement 21, Six Flags Over Texas -Student group activities for multiple campuses 15, Columbia Properties Dallas, LP dba Marriott Las Colinas - Venue for 2015 BHS Prom 15, Embassy Suites Hotel- catering for RHS Carousel of Roses Dance - February , Bridget Toro -- PPCD Speech-Language assessments and report writing 13, Pine Cove- Outdoor Educational Experience for Merriman Park Elementary students- November , Magic Moments Parties & Events, Inc. - Decor for RHS Prom , Yahir Perez- Security for PACE afterschool programs 5, Other: E-Rate Board Resolution for Kellogg & Sovereign Consulting, LLC for RISD Application and Receipt of Services for lnterlocal Agreement between Richardson Independent School District and Prospering Pals Purchasing Cooperative Program (PPPCP)

6 Cumulative Purchases from Qualified Vendors: March 16, April12, 2015 ARM- Commodity Processing BUY BOARD- Texas Association of School Boards CCGPF-Collin County Governmental Purchasers Forum CPGPC- Choice Partners Government Procurement Cooperative DIR- State of Texas Dept. of Information Resources EPCNT- Education Purchasing Cooperative of North Texas ESC- Educational Service Center NCPA- National Cooperative Purchasing Alliance NJPA- National Joint Powers Alliance TCPN- Texas Cooperative Purchasing Network TIPS- The lnterlocal Purchasing System TPASS- Texas Procurement and Support Services TXMAS -Texas Multiple Award Schedule U.S. Communities TOTAL , , , , , , , , , , , ,765.47

7 Bid # Description BOARD AGENDA- MAY 4, 2015 RECOMMENDED SPECIFIED BID COMMENTS Comments 1354 Landscape Equipment and Parts 1361 Oracle Support 1363 Kitchen Cameras Bids were solicited in order to obtain a roster of vendors who can provide the necessary parts and new equipment to maintain and upgrade the District's grounds department. The recommendation is to accept the offers from twelve sources representing the various manufacturers whose equipment is in the District's inventory. The agreement will be for a threeyear term. This request for offer solicated via the state of Texas DIR contracts establishes pricing to renew the District's Oracle Support Licensing. Mythics, Inc. is the lowest responsive provider recommended for this three year agreement. In addition, there are two optional (1) year renewals. Proposals were solicited for the purchase and installation of security cameras in the kitchens of 51 school locations. The evaluation team is recommending an award to the company that presented the best value offer to the District based on the cost and qualitative factors in the proposal criteria. The completion date for this project is expected to be no later than June 30, Bid Renewals: I Bid # Description 1148 Elevator and Wheelchair Lifts Repairs, Inspection and Services Comments This agreement was initiated in 2011 and approved by the Board in May of that year. A group of state certified vendors was approved that could provide inspection and repair services for all the District facilities where elevators and wheelchair lifts are present. At this time, the recommendation is to approve a final one-year renewal for all five vendors as allowed by the original agreement Doors and Associated Hardware Armored Car & Bank Courier Services Ice Cream Novelties with Freezers In May of 2011, the Board approved a group of seven vendors who could provide the many standardized door products and accessory hardware used throughout the District to maintain proper access and security. The recommendation is to approve a final one-year renewal as allowed by the original agreement. On May 7, 2012, the District awarded the agreement for Armored Car and Bank Courier Services for a two year contract term. In accordance with the original terms and conditions, this agreement contains two (2) one (1) year renewal options provided both the vendor and RISD agree to the renewal. It is recommended that the second and final renewal option be exercised at this time for services needed in the school year. On May 6, 2013, the RISD Board of Trustees approved a compliance bid that established a vendor for the legal acquisition and delivery of Ice Cream Novelties with Freezers to be used by the Child Nutrition Department on a weekly basis. This bid is for one year with an option to renew for up to two additional years in one year increments. The recommendation is to excercise the first renewal option per the original terms of the bid agreement.

8 Bid Renewals: (continued) Bid # Description 1307 Office Supplies Comments On Monday, April 7, 2014, the RISD Board of Trustees approved a compliance bid that established a vendor for the legal acquisition and delivery of Office Supplies. This bid is for one year with an option to renew for an additional three (3) years in one-year increments. The recommendation is to renew this purchasing agreement for an additional year ( ) per the original terms of the bid specifications. Other: The E-Rate Board resolution authorizes the filing of the Form 471 applications for funding year and the payment of the District's share upon approval of funding and receipt of services. Kellogg & Sovereign Consulting, LLC will continue as the E Rate consultant for the District in the forthcoming new school year. Per Chapter 791 of the Texas Government Code and Education Code , school districts are authorized to contract with other local governments if formal resolution is fullfilled. Prospering Pals Purchasing Cooperative Program or PPPCP, managed by Coppell lsd, was created to reduce the cost and time of purchasing and bidding for Child Nutrition Programs on behalf of the school district for Full-line Grocery Purchasing, Milk and Dairy Products, Bread and Bakery Products, Ice Cream, Paper and Disposable Products and Commodity Processing. The term of this contract shall be for one year from July 1, 2013 through June 30, 2014, but may be extended for an additional four (4) one-year periods through June 30, As with the District's other cooperative agreements, this interlocal agreement will provide additional buying authority for the District.