BOARD OF TRUSTEES Richardson Independent School District Richardson, Texas. Tony Harkleroad, Assistant Superintendent, Finance and Support Services

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1 BOARD OF TRUSTEES Richardson Independent School District Richardson, Texas Date: May 7, 2012 Submitted by: Tony Harkleroad, Assistant Superintendent, Finance and Support Services 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 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

2 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 May 7, 2012 Bid Number Description Recommended Vendor Budgeted 1211 Armored Car & Bank Courier Services No Bid Trinity Armored Security Inc. Compliance N/A Bids Sought Bid Number Bid Renewals Description Recommended Vendor Budgeted 1076 Dairy & Juice Delivery Oak Farms Dairy Compliance 1077 Ice Cream Novelties Blue Bell Creameries Compliance 1079 Ice Chillers & Equipment Sunny Sky Products Compliance 1080 Grounds, Landscape and A-1 Grass Company Compliance Horticulture Products AAA Nursery, Sand & Stone Brokers Quality Grass Bruce Miller Nursery David Copeland Sand & Gravel Jaderloon, Inc. John Deere Landscapes Justin Seed Company, Inc. Miller Grass Company LP OldCastle Custom Stone Supply RiMax Bio LLC Shemin Nurseries Tawakoni Plant Farm 1084 Hardwood Floors - Products and GT Construction Compliance Services Quality Hardwood Floors Z Floor Company, Ltd Chicken Sandwich & Delivery Chick-fil-A Compliance No Bid Bids Sought

4 Bid Number Board Agenda May 7, 2012 Bid Renewals (continued) Description Recommended Vendor Budgeted 1144 Kitchen Equipment Parts & Repair Barsco Compliance Ecolab Inc/GCS Hagar Restaurant Service ISI Commercial Refrigeration Whaley Foodservice Repairs Inc Elevators and Wheelchair Lifts - A & F Elevator Company, Inc. Compliance Repairs, Inspections and Service EMR Elevator, Inc. Metroplex Elevator Company Oracle Elevator Company Thyssenkrup Elevator 1153 Online Library Databases/ Britannica Digital Learning Compliance Resources Capstone Publishers Dallas County Schools/Power Videos EBSCO Industries, Inc Facts on File Follett Library Resources Kuder, Inc. Mackin Educational Resources NBC Learn NetTrekker Parna Bissell & Associates, LLC Proquest Rosen Publishing Group, Inc. Scholastic Inc. Scholastic Library Publishing, Inc. Soundzabound Royalty Free Music TeachingBooks.net The Gale Group Inc. Tumbleweed Press Inc. World Book, Inc. No Bid Bids Sought

5 Contract Information Contracts, Contract Modifications & Change Orders: Greater than 100,000 Board Agenda May 7, 2012 Delta-T Ltd Summer Renovations Test and Balance for Various Campuses 135, Contracts, Contract Modifications & Change Orders: Less than 100,000 Marie Gill - Provide Bi-Lingual Speech and Language Evaluations Kay Reynolds - Assist with Administrative and Instructional Duties at Various RISD Schools Levy at Dallas Market Center - Lake Highlands High School Dance YMCA Camp Grady Spruce - Outdoor Environmental Education - Canyon Creek and Moss Haven Elementary Schools Monica Wischmeyer - Provide Bi-lingual Speech Language Testing and Report Writing GetConnect - On-Site Training Services for Professional Development and Instructional Technology Staff Magic Moments - Richardson High School Prom Pine Cove - Outdoor Education - Merriman Park Elementary School Forest Glen Camp - Outdoor Learning Center - Richland Elementary 45, , , , , , , , , Other: E-Rate Board Resolution for Kellogg & Sovereign Consulting, LLC for RISD Application and Receipt of Services Interlocal Agreement between Richardson Independent School District and the City of Lewisville, Texas Cumulative Purchases from Qualified Vendors: March 5, 2012 to April 15, 2012 BUY BOARD - Texas Association of School Boards 36, CCGPF - Collin County Governmental Purchasing Forum 3, DIR - State of Texas Department of Information Resources 877, Educational Service Center Region EPCNT - Education Purchasing Cooperative of North Texas 132,927.70

6 Board Agenda May 7, 2012 Continued: Cumulative Purchases from Qualified Vendors: March 5, 2012 to April 15, 2012 TCPN - Texas Cooperative Purchasing Network 39, TIPS - The Interlocal Purchasing System TPASS - Texas Procurement and Support Services 3, TXMAS - Texas Multiple Award Schedule 25, U.S. Communities 7, Total 1,127,712.25

7 BOARD AGENDA - May 7, 2012 RECOMMENDED SPECIFIED BID COMMENTS Bids: Bid Number Description Justification 1211 Armored Car & Bank Courier Services A request for sealed proposal was issued for the legal acquisition of armored car and bank courier services necessary for District use. An evaluation committee reviewed the proposals received and considered criteria during the evaluation which included company size, previous experience, service cost, liability coverage, and quality and completeness of the submitted proposals. This agreement is for two years with an option to renew up to two additional years in one year increments provided rates remain the same and all parties agree. Bid Renewals: Bid Number Description Justification 1076 Dairy & Juice Delivery On May 3, 2010, the District awarded the Dairy & Juice Delivery agreement. In accordance with the original bid documents, this product and service may be renewed for an additional two years and it is recommended that the second, and final, one-year renewal be exercised at this time Ice Cream Novelties On May 3, 2010, the District awarded the Ice Cream Novelties agreement. In accordance with the original bid documents, this product and service may be renewed for an additional two years and it is recommended that the second, and final, one-year renewal be exercised at this time Ice Chillers & Equipment On May 3, 2010, the District awarded the Ice Chillers and Equipment agreement. In accordance with the original bid documents, this product and service may be renewed for an additional two years and it is recommended that the second, and final, one-year renewal be exercised at this time Grounds, Landscape and Horticulture Products On May 3, 2010 the Board approved the recommendation for thirteen vendors to provide related product needs. Subsequently, a one-year renewal was approved in 2011 and it is now recommended that a second and final oneyear renewal be approved for the complete vendor list as provided for in the original bid terms.

8 BOARD AGENDA - May 7, 2012 RECOMMENDED SPECIFIED BID COMMENTS Bid Renewals: (continued) Bid Number Description Justification 1084 Hardwood Floors - Products and Services On May 3, 2010, the Board approved three sources for hardwood floor products and services. The bid was approved for the first one year renewal in 2011 and it is now recommended that the second and final one-year renewal be exercised as specified in the original bid terms Chicken Sandwich & Delivery On May 2, 2011, the District awarded the Chicken Sandwich and Delivery agreement. In accordance with the original bid documents, this product and service may be renewed for an additional two years and it is recommended that the first, one-year renewal be exercised at this time Kitchen Equipment Parts and Repair On May 2, 2011, the District awarded the Kitchen Equipment Parts and Repair agreement. In accordance with the original bid documents, this product and service may be renewed for an additional two years and it is recommended that the first, one-year renewal be exercised at this time Elevators and Wheelchair Lifts - Repairs, Inspections and Parts On May 2, 2010, the Board approved five authorized sources for these goods and services. The recommendation is to exercise the first of four possible oneyear renewals as provided for in the original proposal terms. This proposal was originally solicited by RISD on behalf of the Educational Purchasing Cooperative of North Texas and all five approved companies have offered their terms and prices to any of the EPCNT members. All eligible school districts are able to utilize this agreement without any additional bid requirements Online Library Databases/Resources On May 2, 2011, the District awarded the Online Library Databases/Resources agreement. In accordance with the original bid documents, this product and service may be renewed for an additional two years and it is recommended that the first, one-year renewal be exercised at this time. Other: The E-Rate Board resolution authorizes 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 who were formally approved for managing the District's E-Rate services on October 4, 2010.

9 BOARD AGENDA - May 7, 2012 RECOMMENDED SPECIFIED BID COMMENTS Other: (continued) Per Chapter 791 of the Texas Government Code and Education Code , school districts and municipalities are authorized to contract with one another if formal resolution is fulfilled. The City of Lewisville has requested an interlocal agreement with RISD in order to purchase various goods and or services that have been found to be commonly utilized by both entities. As with other cooperative agreements, this interlocal arrangement should prove as a valuable resource to the District in the form of additional savings and better value.