Date: March 9, 2010 ALDINE INDEPENDENT SCHOOL DISTRICT Dr. Wanda Bamberg, Superintendent of Schools Dani Sheffield, Executive Director of Child Nutrition Services dsheffield@aldine.k12.tx.us 281-985-6449 Carlotta Nicholas, Purchasing Manager Child Nutrition Services 2112 Aldine Meadows Rd. Houston, TX 77032 NOTICE TO BIDDERS ALDINE ISD Child Nutrition Services Department is accepting sealed bids for UNIFORM SHIRTS AND APRONS until April 7, 2010 at 10:00 A.M., at 2112 Aldine Meadows Road, Child Nutrition Training Room, Houston, TX 77032. Prior to the deadline, bids may be hand delivered between 8:00 A.M. to 4:30 P.M. at the office of the Executive Director of AISD Child Nutrition Services, Dani Sheffield, or you may mail it to the above address. Bids are acceptable until: APRIL 7, 2010 @ 10:00 A.M. for UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1 Bids will be publicly opened and read immediately following the deadline for receiving the bids at the Child Nutrition Services Training Room, 2112 Aldine Meadows Road, Houston, TX 77032. Aldine ISD reserves the right to terminate the contract with a two (2) week notice and to seek legal remedies when the supplier violates or breaches the terms and conditions of this bid. BID ENVELOPES SHALL BE PLAINLY MARKED SEALED BID FOR: UNIFORM SHIRTS AND APRONS BID #CN-0910-1 ATTN: CHILD NUTRITION DEPT./DO NOT OPEN UNTIL: APRIL 7, 2010 @ 10:00 A.M. All questions and answers regarding the bid must be in writing, preferably by email or fax 281-449-1966. These questions should be addressed to the Executive Director of AISD Child Nutrition Services, Dani Sheffield, email dsheffield@aldine.k12.tx.us and copy Lou Ray-Padilla, lray@aldine.k12.tx.us. If you need to fax, please use 281-449-1966 addressing the names submitted above. Any bid received later than the specified time, whether delivered in person or mailed, shall be disqualified. The Aldine ISD Child Nutrition Services Department reserves the right to reject any/or all bids or to accept any bid deemed most advantageous to it and to waive any informalities in bidding. 1
SCOPE OF BID COMPLIANCE REGULATIONS Aldine Independent School District (AISD) requires that the supplier be in compliance with Executive Order 11246, entitled, Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (41 CFR PART 60). The School District requires that the bidder/supplier meet Buy American standards as defined in the Child Nutrition Reauthorization Act of 1998. School districts participating in the NSLP and SBP in the contiguous United States are required to purchase for those programs, to the maximum extent practicable, domestic commodities or products. The term domestic food commodity or product means agricultural commodities produced in the U.S. and food products processed in the U.S. substantially using agricultural commodities that are produced in the U.S. Substantially means that over 51 percent of the processed food comes from American-produced products. All bids submitted by any supplier should be in compliance with federal procurement standards as mandated by the U.S. Department of Agriculture. School officials reserve the right to inspect all facilities of bidding company to ensure that the needs of the Child Nutrition Services Department can be filled according to the bid. Bidder understands that the contract may not be assigned, encumbered, pledged, mortgaged, transferred or otherwise disposed of either in whole or in part without written consent from the customer. If a signed contract is required, terms and conditions must be provided with bid specifications. Aldine ISD will consider, each year, an option to extend the current bid for up to two additional years if agreed to in writing by AISD personnel and the awarded supplier. Aldine ISD will be the sole authority to determine if the bid will be extended. CONTRACT DURATION If this bid is awarded, the contract shall be for the period of one year, August 1, 2010 through July 31, 2011. Aldine ISD will consider, each year, an option to extend the current bid for up to two additional years if agreed to in writing by AISD personnel and the awarded supplier. Aldine ISD will be the sole authority to determine if the bid will be extended. In the event that products should be unsatisfactory because of condition, delivery time, services, or quality of product on three or more occasions, this contract, at the election of the School District shall be terminated. The District reserves the right to terminate the contract with two weeks notice and seek legal remedies when the supplier violates or breaches the terms and conditions of the bid. Aldine ISD Child Nutrition Services Department reserves the right to reject any or all bids or to accept any bid or part thereof, deemed advantageous to it. All questions should be directed to the Aldine ISD Child Nutrition Services Department at 281-985-6449. Results of the bid will not be available until after May 18, 2010. Aldine ISD will consider, each year, an option to extend the current bid for up to two additional years. 2
TERMS AND CONDITIONS FOR BID 1. The initial order for approximately 3,000 shirts, ranging in size from Small to 5XL and 700 aprons, will be placed after the bid is awarded at the May 18, 2010 Aldine ISD Board of Education Meeting. This estimate should not be construed to be a guarantee of either minimum or maximum quantities as purchases are dependent upon need and available funding. 2. Results of the bid will not be available until after May 18, 2010. 3. Shirts must be delivered to the Aldine ISD Child Nutrition Services Department, 2112 Aldine Meadows, Houston, TX 77032-3125, by July 1, 2010. 4. Bid price must be the NET PRICE including freight and/or delivery charges. 5. Orders for additional shirts may be placed throughout the school year. Shirts will be for new hire, replacements, etc.and the per piece shirt prices must remain the same throughout this stated contract period of August 1, 2010 through July 31, 2011 regardless of the times AISD orders. Additional shirts must be available and delivered to Child Nutrition Services available within 14-days after the order is placed. 6. One sample shirt, for each category, MUST be submitted with your bid. It MUST show: intact label, stated fabric content, product, description, and color choices. Your COMPANY NAME must be marked clearly on your sample shirts (for AISD) to compare samples). The sample shirt will not be returned. Availability of color and style will be a factor in the bid award. 7. Any alternates offered by a bidder different from the bid specifications must clearly be identified as alternate. AISD personnel alone, reserves the right to determine which bid is equal to our specifications. 8. Evaluation of bids takes into account the following considerations: price, quality, suitability for the intended use, probability of continuous availability, vendor s service, and date of proposed delivery and placement. It is not the policy of AISD to purchase on the basis of low bids alone. Product decisions will be based on a price-quality relationship. 9. Discounts must be submitted with bid proposal, if applicable. 10. Bidder must be in compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act of 1970, as Amended (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order 117389 and Environmental Protection Agency Regulation, 40 CFR Part 15 as required under OMB Circular A-102, Attachment O, Paragraph 14(1) regarding reporting violations to the grantor agency and to the United States Environment Protection Agency Assistant Administrator of the Enforcement. 11. Bid envelopes shall be plainly marked: - "CNS UNIFORM SHIRTS AND APRONS BID NO.CN-0910-1 @ 10:00 A.M. WEDNESDAY, APRIL 7, 2010." 12. BIDDERS MUST PROVIDE 15 COPIES OF THEIR BIDS TO BE DISTRUBUTED AMONG THE BIDDERS. Copies must only include the pages on which a bid price is submitted along with cover page. 13. Any questions and answers concerning this bid must be in writing preferably by email or fax. Please contact Aldine ISD Child Nutrition Services Department, lray@aldine.k12.tx.us, or dsheffield@aldine.k12.tx.us or fax 281-449-1966. 14. The district reserves the right to terminate the contract with two-weeks notice and seek legal remedies when the supplier violates or breaches the terms and conditions of the bid. 3
TERMS AND CONDITIONS FOR BID, continued 15. NOTE: Aldine s operation departments retain the right to let bids for specific projects. In addition, Aldine ISD retains the right to utilize awarded co-operative purchasing contracts. DANI SHEFFIELD, EXECUTIVE DIRECTOR CHILD NUTRITION SERVICES 4
ALDINE INDEPENDENT SCHOOL DISTRICT CHILD NUTRITION SERVICES DEPARTMENT Note: This form must be returned with your bid! COVER SHEET UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1 DUE WITH BID: ON OR BEFORE APRIL 7, 2010 10:00 A.M. The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership, or individual has not prepared this bid in collusion with any other Bidder, and that the contents of this bid as to the prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid. VENDOR NAME ADDRESS CITY, STATE, ZIP PHONE FAX NUMBER E-MAIL ADDRESS BIDDER (SIGNATURE) BIDDER (PRINT NAME) TITLE/POSITION WITH COMPANY SIGNATURE OF COMPANY OFFICIAL AUTHORIZING THIS BID COMPANY OFFICIAL (PRINT NAME) OFFICIAL POSITION DATE 5
UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1 NO BID NOTIFICATION ALDINE INDEPENDENT SCHOOL DISTRICT CHILD NUTRITION SERVICES DEPARTMENT 2112 ALDINE MEADOWS RD. HOUSTON, TX 77032 Aldine Independent School District is interested in receiving competitive pricing on all items it bids. We place significant value on quality vendors and we also desire to keep your firm as a bidder and a supplier of materials, equipment and/or other services. Therefore, it is important for us to determine why you are not bidding on this contract item. We will analyze your response and attempt to determine if future changes are necessary in our specification development and procedures. I or WE DID NOT SUBMIT A BID FOR THE FOLLOWING REASONS: (Place an X by the one or more of reasons listed below.) 1. We do not supply the requested product(s)/service. 2. Quantities offered or scope of job is TOO SMALL to be supplied by my company. 3. Quantities offered or scope of job is TOO LARGE to be supplied by my company. 4. Specifications are too tight or appear to be written around a proprietary product. Please elaborate on this reason) 5. Cannot bid against MANUFACTURER on this item. 6. Cannot bid against JOBBER on this item. 7. Time frame for bidding was too short. 8. Other: IF YOU DO NOT BID and wish to remain on the Aldine Independent School District bid list for this item, please indicate: I wish to remain on the bid list. I do not wish to remain on the bid list. VENDOR SIGNATURE DATE PRINTED NAME, TITLE BID NAME COMPANY NAME A/C TELEPHONE ADDRESS A/C FACSIMILE NO. CITY, STATE, ZIP E-MAIL ADDRESS Vendor Name 6
ALDINE INDEPENDENT SCHOOL DISTRICT CHILD NUTRITION SERVICES DEPARTMENT UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1 (THIS IS AN ALL OR NOTHING BID) DUE: APRIL 7, 2010 10:00 A.M.) (Fabric weight must be heavy enough to be suitable for everyday wear in an institutional kitchen throughout the school year.) Vendor Name DESCRIPTION SIZES BRAND NAME & CODE # 1. Short Sleeve Pique Polo Shirt: Tailored Construction. Fashion Knit Collar. Three Button Placket With Reinforced Box. Dyed To Match Pearl Buttons. Welt Cuffs. Double-Needle Cover- Stitched Bottom Hem. 60% Cotton / 40% Polyester. Shirt Sizing Must Be Consistent. S XL XX-Lrg XXX-Lrg XXXX-Lrg XXXXX- Lrg NET PRICE per PIECE (Must include FREIGHT and/or DELIVERY CHRGS COLOR: ROYAL BLUE ONLY CUSTOM EMBROIDERED LOGO, (provided by Aldine I.S.D. Child Nutrition Services) REQUIRED ON ALL SHIRTS. Hartwell #200 or APPROVED EQUAL * This is an all or nothing bid for shirts and embroidery. 1. Alternate: 1. Percentage Discount, if applicable Percentage Discount Submitted % 7
DESCRIPTION SIZES BRAND NAME & CODE # 2. Short Sleeve Jacket Unisex Jacket. 65/35 Polyester cotton blend. Ten Button Front, Double Breast Appearance With Front Pocket and Food Thermometer Pocket. To Be Worn As A Uniform Top. Shirt Sizing Must Be Consistent. S XL XX-Lrg XXX-Lrg XXXX-Lrg XXXXX- Lrg. NET PRICE per PIECE (Must include FREIGHT and/or DELIVERY CHRGS COLOR: ROYAL BLUE ONLY CUSTOM EMBROIDERED LOGO, (provided by Aldine I.S.D. Child Nutrition Services) REQUIRED ON ALL SHIRTS. Chefwear #4455 OR APPROVED EQUAL * This is an all or nothing bid for shirts and embroidery. 2. Alternate: 2. Percentage Discount, if applicable 3. BIB Apron: Bib Apron. No Pockets. Adjustable Neck Strap. Nylon Braided Ties. 65% Polyester / 35% Cotton Fabric. Percentage Discount Submitted % Size: 31Wx35L COLOR: ROYAL BLUE ONLY 3. Alternate: 3. Percentage Discount, if applicable Percentage Discount Submitted % 8
ALDINE INDEPENDENT SCHOOL DISTRICT CHILD NUTRITION SERVICES DEPARTMENT UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1 Due: Tuesday-April 7, 2010 @ 10:00 AM VENDOR CONTACT INFORMATION NAME OF COMPANY (submitting bid) COMPANY OFFICIAL & TITLE (PRINT) SIGNATURE, COMPANY OFFICIAL ( ) ADDRESS CITY STATE ZIP CODE TELEPHONE FAX# E-MAIL DATE SUBMITTED_ 9
ATTACHMENT 1 10
ATTACHMENT 2 11
ATTACHMENT 3 12
ALDINE INDEPENDENT SCHOOL DISTRICT CHILD NUTRITION SERVICES DEPARTMENT UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1 FELONY CONVICTION NOTICE ATTACHMENT 4 State of Texas Legislative Senate Bill No. 1, Section 44.034, 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 (Printed): A. My firm is a publicly-held corporation, therefore, this reporting requirement is not applicable. Signature of Company Official: B. My firm is not owned or operated by anyone who has been convicted a felony. Signature of Company Official: C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Name of felon(s): Details of Conviction(s): Signature of Company Official: DUE WITH UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1: ON OR BEFORE APRIL 7, 2010-10:00 A.M. (Attach to Cover Sheet of Bid) 13
ATTACHMENT 5 ALDINE INDEPENDENT SCHOOL DISTRICT CHILD NUTRITION SERVICES DEPARTMENT CONFLICT OF INTEREST QUESTIONAIRE For vendor or other person doing business with local government entity FORM CIQ This questionnaire is being filed in accordance with Chapter 176 of the Local Government Code by a person doing business with the governmental entity. By law this questionnaire must be filed with the records administrator of the local government not later than the seventh (7) business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. Date Received: OFFICE USE ONLY A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1. Name of person doing business with local governmental entity. 2. 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 September 1 of the year for which an activity described in Section 176.006(a), Local Government Code, is pending and Not later than the seventh (7) business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Describe each affiliation or business relationship with an employee or contractor of the governmental recommendations to a local government officer of the local governmental entity with respect to expenditure of money. 14
4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local governmental entity that is the subject of this questionnaire. CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity 5. Name of local government officer with whom filer has affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES.) This section, Item five (5) including subparts A, B, C & D, must be completed for each officer with whom the filer has affiliation or business relationship. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in/this section receiving or likely to receive taxable income from the filer of the questionnaire? YES NO B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer Named in this section AND the taxable income is not from the local governmental entity? YES NO C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? YES NO D. Describe each affiliation or business relationship 15
6. Describe any other affiliation or business relationship that might cause a conflict of interest. 7. Signature of person doing business with the governmental entity Printed name of the person doing business with the governmental entity Date DUE WITH UNIFORM SHIRTS AND APRONS BID NO. CN-0910-1: ON OR BEFORE APRIL 7, 2010-10:00 A.M. (Attach to Cover Sheet of Bid) 16
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(THIS PAGE INCLUDED FOR YOUR INFORMATION) PURCHASE VELOCITY REPORT AUGUST, 2009- FEBRUARY, 2010 18