BELTON INDEPENDENT SCHOOL DISTRICT Purchasing Department, 400 N. Wall, Belton, Texas 76513 Phone (254) 215-2174 or Fax (254) 215-2008 Email tammy.shannon@bisd.net REQUEST FOR PROPOSAL (RFP) PROPOSAL TITLE:, PROPOSAL DEADLINE TIME/DATE: May 24, 2018 at 10:00 AM This Solicitation includes the following sections: SECTION I: Scope of Services Contact: Tammy Shannon SECTION II General Instructions Phone: (254) 215-2176 SECTION III: Special Instructions Email: tammy.shannon@bisd.net 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 # 1803-743-188 and Fundraising Products & Services on the outside of the mailing envelope. Vendor s Acceptance Form Date Bid Completed: Please Print Name of Company/Vendor: Mailing Address: City: State: Zip Code: Prepared By: Title: Signature: Telephone Number: Fax Number: Web Site: Email Address:
SECTION I - SCOPE OF SERVICES BELTON INDEPENDENT SCHOOL DISTRICT 1. SCOPE The Belton Independent School District ( BISD or the District ) is seeking to establish an agreement with multiple Businesses, Public or Private Organizations, or other entities that wish to provide Fundraising Products and Services to the District. 2. DISTRICT OVERVIEW 2.1 Belton ISD is located 60 miles north of Austin and 40 miles south of Waco on IH-35. BISD covers an area of approximately 200 square miles in Bell County. 2.2 BISD current has one (1) traditional high school, one (1) new tech high school, one (1) ninth grade center, three (3) middle schools, nine (9) elementary schools and one (1) early childhood school. 3. CATEGORIES Please check the categories that you represent in your catalog: o o Fundraising Products Fundraising Services o Other: SECTION II- GENERAL INSTRUCTIONS 1. DESCRIPTION The Belton Independent School District ( BISD or the District ) is seeking to establish an agreement with multiple Businesses, Public or Private Organizations, or other entities that wish to provide Fundraising Products and Services to the District. 2. SUBMISSION OF PROPOSALS Proposals can be submitted either by email or mail prior to the deadline stated here within. No facsimile proposals will be accepted. 2.1 Electronic proposals may be sent electronically to purchasing@bisd.net with the proposal number referenced in the subject line. 2.2 Mailed proposals shall be sealed and returned in an envelope marked on the outside with the vendor s name, address and proposal number. 2.3 Proposals must be returned to the following address in sufficient time to be received and time stamped on or before the time and date shown on this Solicitation and can be either hand delivered, mailed or emailed. Belton Independent School District Attn: Purchasing Department 400 N. Wall Street 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 Proposals will not be considered received unless the Proposal is physically received within the Purchasing Office at the address listed on the front page of this proposal 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 this 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 the email address listed below. 2.8 Any questions concerning this proposal should be submitted via e-mail to the Director of Purchasing at tammy.shannon@bisd.net, 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.
SECTION II- GENERAL INSTRUCTIONS - CONTINUED BELTON INDEPENDENT SCHOOL DISTRICT 3. PROPOSAL RESPONSE 3.1 The District will be accepting Proposal Responses on a continual basis from the issue date of this proposal until 10:00 A.M. on May 24, 2018. 3.1.2 Proposal response must contain; 3.1.3 The Proposal Response Form in its entirety; 3.1.4 Certifications/Representations Documents; 3.1.5 Vendor Catalog(s) or price list; 3.1.6 Any additional documents required by this Solicitation. 3.2 The District reserves the right to reject any Proposal Responses that the District considers inappropriate. The District shall be the sole judge of acceptable Proposal Responses. 3.3 Withdrawal of Proposals. Any Vendor(s) 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. 3.4 Proposals submitted are encouraged to be in type-written or in print format. Due to high volume of responses, any illegible proposals may be rejected. 3.5 Faxed 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 July 1, 2018, whichever is later, through June 30, 2019. 5.2 BISD reserves the right to automatically extend the contract at the District s sole option for three (3) additional years, one year at a time. 5.3 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. 5.4 BISD, may at its sole option, extend this bid for an additional sixty (60) days from the date of expiration, under the same pricing and terms and conditions if it is determined by the District that additional time is required to avoid a contract lapse. 6. EVALUATION OF PROPOSALS 6.1 Each proposal will be evaluated based on the requirements set forth in Section III, Special Instructions. 6.2 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 item offered under the higher proposal has additional value or function which justifies the difference in price. 6.3 All deviations from the specifications must be noted in detail by the Proposer, in writing, at the time of submittal of the formal proposal. The absence of a written list of specification deviations at the time of submittal of the proposal will hold the Proposer strictly accountable to the District to the specifications as written. Any deviations from the specifications as written, as required by the above, will be grounds for rejection of the material and or item when delivered. 6.4 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. 6.5 The District reserves the right to increase or decrease the given quantity. In the event quantities are increased or decreased, the amount added or deducted shall be based upon the unit price quoted. 7. TYPE OF CONTRACT Firm-Fixed Discount. Discounts shall remain firm for the life of the contract. All profits must be at least 25% in order to be considered. 8. TAXATION BISD is exempt under the Sales Tax and Use Tax Laws, and the Vendor(s) shall not include taxes. 9. 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 purchases made prior to the issuance of a purchase order or made with any form other than a signed purchase order.
SECTION II- GENERAL INSTRUCTIONS - CONTINUED BELTON INDEPENDENT SCHOOL DISTRICT 10. INVOICING AND PAYMENT 10.1 Invoices should be submitted showing the list price of each individual item with the discount being applied against the total of the order. 10.2 Invoices (IN TRIPLICATE) shall be sent to: Belton Independent School District Attn: Accounts Payable PO Box 269 Belton, TX 76513 (254) 215-2000 10.3 Payment terms will be Net 30 days unless otherwise authorized by the District. 10.4 Payment period does not commence until receipt and approval of the entire order by the ordering Department or Campus. 11. PROTEST PROCEDURES Any actual or prospective proposer who is aggrieved in connection with this RFP, evaluation, or award of any contract resulting from this RFP must file a grievance within 10 days of the date of the award. 12. NO GUARANTEE OF ORDERS 12.1 All expenditures are estimates only based on previous purchases and future expectations. BISD is not required to purchase any minimum or maximum items. 12.2 Should the District not have sufficient funds appropriated for the purchase of the items mentioned in this proposal, after timely notification to the supplier, the District is fully and expressly released from all obligations under this agreement and any incidental agreements hereto.
SECTION III- SPECIAL INSTRUCTIONS BELTON INDEPENDENT SCHOOL DISTRICT The following information is to provide the Fundraiser Company with the needed information on how to complete and submit their Proposal response. 1. DEFINITION For the purpose of this Solicitation, a fundraiser is known as a company or firm whose purpose is to assist schools or organizations with the raising of funds by selling products or services. 2. BACKGROUND To ensure the appropriateness of fundraising services supplied to the District, the District established a qualification process in selecting fundraiser companies. The process is comprised of two (2) steps: a). an evaluation committee determines the qualified applicants based on pre-established evaluation criteria and these approved applicants are then identified on a roster distributed to each campus; b). each campus makes the final determination on which fundraising company is the most suitable in meeting their needs by selecting from the applicants recorded on the approved roster. 3. EVALUATION PROCESS 3.1 Upon receipt of proposals, each application will be evaluated on the following criteria. 3.2 Award will be made to Proposers based on the following requirements. 3.2.1 Basic description of company and the types of products or services offered; 3.2 2 The range of unit costs and suggested retail prices of the product or service; 3.2.3 Anticipated profit percentage for the product or service; 3.2.4 How the product or service is marketed; 3.2.5 Product or service guarantee; 3.2.6 Support services provided by the Fundraising Sales Representative; and 3.2.7 Ability to receive credit for unsold merchandise. 3.2.8 Proposer has submitted the Category Selection section of the Proposal Response Form, indicating at least one proposed Category (a minimum of one category selection is required). 3.2.9 Proposer has submitted a current printed catalog normally published and distributed to commercial customers. 3.2.10 Catalog clearly describes items offered and ordering information. 3.2.11 Catalog clearly identifies pricing. 3.2.12 The catalog is labeled with the BISD proposal number and the vendors discount/profit information. 4. APPLICATION PROCESSING TIME It is anticipated that the review process may take 2-3 weeks. However, the process may be delayed due to an increased number of Proposals. 5. AWARD 5.1 This proposal will be awarded on the basis of best value. Section 44.031(b) of the Texas Education Code requires school districts to consider the following criteria when awarding a proposal: 5.1.1 the purchase price; 20 points 5.1.2 the reputation of the vendor and of the vendor s goods and services; 10 points 5.1.3 the quality of the vendor s goods and services; 10 points 5.1.4 the extent to which the goods or services meet the district s needs; 10 points 5.1.5 the vendor s past relationship with the district; 15 points 5.1.6 the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; 0 points 5.1.7 the total long-term cost to the district to acquire the vendor s goods or services; and 15 points 5.1.8 has its principal place of business in this state or employs at least 500 persons in this state; 0 points 5.1.9 any other relevant factor specifically listed in this solicitation. 20 points 5.2 Multiple Vendors will be awarded upon Board of Trustees approval and each Proposer will receive a copy of the award. 5.3 Each applicant will be contacted in writing of their approval. No contact with departments shall take place until receipt of approval. 6. ORDER AND DELIVERY 6.1 Schools and Departments will be issuing individual purchase orders for items purchased. 6.2 BISD will not be responsible for any goods delivered or services performed without a properly executed purchase order. 6.3 All orders shall be packaged and delivered to the address indicated on the purchase order during normal school hours and shall be plainly marked with the proper BISD purchase order number. Packing lists shall be provided with all orders to
receive payment. SECTION III- SPECIAL INSTRUCTIONS - CONTINUED BELTON INDEPENDENT SCHOOL DISTRICT 6.4 All exchanges and returns will be handled by the ordering campus/department. 6.5 The District expressly reserves all rights under law, including but not limited to the Uniform Commercial Code, to inspect the deliverables at delivery before them, and to reject defective or non-conforming deliverables. 7. CATALOGS 7.1 If available, proposer shall submit with proposal a copy of each catalog to be used. 7.2 Awarded vendors shall mail catalogs directly to each campus. The catalog shall be labeled with the Belton ISD proposal number, the length of the agreement, discounts, shipping terms and any exclusions. Campus addresses can be found on our website at http://www.bisd.net/administration/purchasing/bids.aspx. Vendors are not allowed on campuses without the written consent of the Director of Purchasing. 8. NO CONTACT POLICY BISD has a no contact policy during the RFP process. All contact regarding this solicitation must go through the Purchasing Department from the date the RFP is issued until the date the RFP is awarded. Failure to comply with this requirement may be grounds for rejection of this proposal.
BELTON INDEPENDENT SCHOOL DISTRICT SECTION IV- CERTIFICATIONS AND REPRESENTATIONS FORM By submitting this offer, the vendor certifies that he/she is a responsible authorized office of the company, can sign for and enter into binding contracts on behalf of the company, and certifies the accuracy of the following statements: a. Represents that to the best of its knowledge it is not indebted to the Belton Independent School District. Indebtedness to the District may be basis for non-award and/or cancellation of any award. b. Section 44.034 Subsection (a) of the Texas Education Code requires a person or business entity that enters into a contract with a school district must give advance notice to the district if the person and/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." Subsection (c) 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 (check only one item). 1. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. 2. My firm is not owned nor operated by anyone who has been convicted of a felony. 3. 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): c. "Non-Collusion Statement": "The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership, etc., or individual has not prepared this bid in collusion (An agreement between two or more persons to deceive the school district or defraud the school district of its rights) with any other bidder, school board member, or school district employee, and that the contents of this bid as to prices, quality of product, terms and/or conditions, etc., have not been communicated by the undersigned nor by any other employee, agent and/or representative of the company, corporation, firm, partnership, etc., or individual to any other person engaged in this type of business prior to the official opening of this bid for the intent or purpose of collusion." d. In accordance with Article 601g. as adopted by the 1985 Texas Legislature the following will apply. The pertinent portion of the Act has been extracted and is as follows: Article 601g. State of Political Subdivision Contracts for Construction, Supplies, Services, Bids by Non resident Section 1(a) in the Act: (1) Governmental agency of the state means: (A) an incorporated city or town, a county, a public school district, a special purpose district or authority, or a district, county, or justice of the peace court; (2) Nonresident bidder means a vendor whose principal place of business is not in this state, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in this state. (3) Texas residential bidder means a vendor whose principal place of business is in this state, and includes a contractor whose ultimate parent company or majority owner has it principal place of business in this state. (B) The state or governmental agency of the state may not award a contract for general construction, improvements, services, or public works projects or purchase of supplies, material, or equipment to a nonresident vendor unless the nonresident's proposal is lower than the lowest proposal submitted by the responsible Texas resident vendor by the same amount that a Texas resident vendor would be required to under proposal a nonresident vendor to obtain a comparable contract in the state in which the nonresident's principal place of business is located. I Certify that as defined in Article 601g. that: Yes, I am a Texas Resident Proposer No, I am a Resident Proposer.
BELTON INDEPENDENT SCHOOL DISTRICT SECTION IV- CERTIFICATIONS AND REPRESENTATIONS FORM - CONTINUED a. Pursuant to Texas Government Code Chapter 2270, I certify that my company represents and warrants to the District that my company does not boycott Israel and will not boycott Israel during the term of this Agreement. b. I certify that my company name is not on the Texas Comptroller s list of companies known to have contracts with or provide supplies or services to a foreign terrorist organization as per the addition of Government Code Sec. 2252.152 from Senate Bill 252 from the 85(R) Legislative Session. Contracts with companies engaged in business with Iran, Sudan, or foreign terrorist organizations are prohibited. c. Certifies that no suspension or debarment is in place, which would preclude receiving a federally funded contract. d. Affirm the following: No employee of the above named company has any financial relationship and/or familial relationship by birth or marriage (spouse, children, parents, sibling, grandparents, grandchildren, aunts, uncles, cousins, etc.) with any employee/trustee of Belton ISD. Yes, a company employee so named has a financial and/or familial relationship with an employee/trustee of Belton ISD as noted below. Name of the vendor employee Title Name of Belton ISD Employee/Trustee Relationship to Belton ISD Employee/Trustee e. I have completed and returned Form CIQ based on the above affirmation. (refer to Section II, #11 and Section IV, #h) f. I have downloaded, notarized and returned the HB 1295 as requested in this packet. (refer to Section II, #12) g. The terms and conditions as set forth in this bid/proposal are understood and acceptable. Agree to the attached General Conditions and any Special Instructions/Conditions (if special conditions are provided) of this bid/proposal. Any exceptions shall be noted on a separate piece of paper and submitted with the response. h. Yes, I have read and agree to the Terms & Conditions within this proposal. By signing below, you agree to participate in this bid with the Belton ISD and you attest to the above Representations and Certifications (a-l) of this bid. Please Print Name of Company/Vendor: Mailing Address: City: State: Zip Code: Prepared By: Title: Signature:
BELTON INDEPENDENT SCHOOL DISTRICT SECTION IV- CERTIFICATIONS AND REPRESENTATIONS FORM - CONTINUED EDGAR CERTIFICATIONS ADDENDUM FOR AGREEMENT FUNDED BY U.S. FEDERAL GRANT Belton ISD is in the process of ensuring that all policies and procedures involving the expenditure of federal funds are compliant with the new Education Department General Administrative Guidelines (EDGAR). Part of the process involves ensuring that all current vendors agree to comply with EDGAR. You must complete this form and return to Belton ISD along with your agreement. The following certifications and provisions are required and apply when Belton ISD expends federal funds for any contract resulting from this procurement process. Pursuant to 2 C.F.R. 200.326, all contracts, including small purchases awarded by the District and the District s subcontractors shall contain the procurement provisions of Appendix II to Part 200, as applicable. REQUIRED CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS APPENDIX II TO 2 CFR PART 200 The following provisions are required and apply when federal funds are expended by Belton ISD for any contract resulting from this procurement process. (A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. Does vendor agree? YES Initials of Authorized Representative of vendor (B) All contracts in excess of $10,000 must address termination for cause and for convenience by the Non-Federal entity including the manner by which it will be effected and the basis for settlement. Does vendor agree? YES Initials of Authorized Representative of vendor (C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of federally assisted construction contract in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, Equal Employment Opportunity (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, Amending Executive Order 11246 Relating to Equal Employment Opportunity, and implementing regulations at 41 CFR part 60, Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor. (D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction ). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland Anti-Kickback Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States ). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the Federal awarding agency.
BELTON INDEPENDENT SCHOOL DISTRICT SECTION IV- CERTIFICATIONS AND REPRESENTATIONS FORM - CONTINUED EDGAR CERTIFICATIONS ADDENDUM FOR AGREEMENT FUNDED BY U.S. FEDERAL GRANT (E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non- Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. (F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of funding agreement under 37 CFR 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that funding agreement, the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements, and any implementing regulations issued by the awarding agency. Does vendor agree? YES Initials of Authorized Representative of vendor (G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Does vendor agree? YES Initials of Authorized Representative of vendor (H) Debarment and Suspension (Executive Orders 12549 and 12689) A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), Debarment and Suspension. SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Does vendor agree? YES Initials of Authorized Representative of vendor (I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Does vendor agree? YES Initials of Authorized Representative of vendor
BELTON INDEPENDENT SCHOOL DISTRICT SECTION IV- CERTIFICATIONS AND REPRESENTATIONS FORM - CONTINUED RECORD RETENTION REQUIREMENTS FOR CONTRACTS PAID FOR WITH FEDERAL FUNDS 2 CFR 200.333 When federal funds are expended by Belton ISD for any contract resulting from this procurement process, the Vendor certifies that it will comply with the record retention requirements detailed in 2 CFR 200.333. The Vendor further certifies that Vendor will retain all records as required by 2 CFR 200.333 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed. ADDENDUM FOR AGREEMENT FUNDED BY U.S. FEDERAL GRANT CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT When federal funds are expended by Belton ISD for any contract resulting from this procurement process, Vendor certifies it will comply with the mandatory standards and policies relating to energy which are contained in the state energy conservation plan issued in compliance with the Energy Policy and conservation Act (42 U.S.C. 6321 et seq.; 49 C.F.R. Part 18) CERTIFICATION OF ACCESS TO RECORDS 2 C.F.R. 200.336 Vendor agrees that the Inspector General of the District or any of their duly authorized representatives shall have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor s discharge of its obligations under the Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor s personnel for the purpose of interview and discussion relating to such documents. CERTIFICATION OF COMPLIANCE WITH BUY AMERICA PROVISIONS Vendor certifies that vendor is in compliance with all applicable provisions of the Buy America Act. Purchases made in accordance with the Buy America Act must still follow the applicable procurement rules calling for free and open competition. CERTIFICATION OF APPLICABILITY TO SUBCONTRACTORS Vendor agrees that all contracts it awards pursuant of the Contract shall be bound by the foregoing terms and conditions. Vendor agrees to comply with all federal, state, and local laws, rules, regulations and ordinances, as applicable. It is further acknowledged that vendor certifies compliance with all provisions, laws, acts, regulations, etc. as specifically noted above. Vendor s Name/Company Name: Address, City, State, and Zip Code: Phone Number: Fax Number: Printed Name and Title of Authorized Representative: Email Address: Signature of Authorized Representative: Date: Federal Tax ID #
SECTION V- PROPOSAL RESPONSE FORM BELTON INDEPENDENT SCHOOL DISTRICT PROPOSAL AGREEMENT & RESPONSE FORM If a parent company is submitting more than one subsidiary company, a separate Proposal should be submitted for each company name. Even if you are the sole source of the product(s) in your catalogue we request a response from you; thus eliminating the need to file a sole source letter with each purchase order. The following information must be provided to be reviewed by Belton ISD Purchasing Department and shall provide the District with a basic understanding of the product or service being offered. All information must be completed for the proposal to be considered. 1. Basic description of company and the types of products or services offered (attach copies of product descriptions, promotional literature, sales instructions, etc.) 2. The range of unit costs and suggested retail prices of the product or service: 3. Anticipated profit percentage for the product or service: 4. How is the product or service marketed: 5. Product or service guarantee: 6. Support services provided by the fundraising sales representative above: 7. Catalog title (if applicable) and discount percent offered: 8. Can unsold merchandize be returned to the company and credit issued? YES NO 9. If yes, will it be for full credit? YES NO 10. If no, what percentage will be credited? % 11. List appropriate school levels for products or services. ALL HS (9-12) Middle (6-8) Elementary (K-5) 12. Will Purchase Orders be accepted? YES NO 13. Delivery Time (Please indicates the number of days or weeks for delivery of product or service once fundraiser is complete.)
SECTION V- PROPOSAL RESPONSE FORM - CONTINUED BELTON INDEPENDENT SCHOOL DISTRICT I/we, having carefully read and understood the Scope of Work, General Instructions, and Special Instructions and Conditions. I/we agree to enter into a contract with the Belton Independent School District. I/we, by signature and execution of this proposal, agree to the specified instructions herein. The proposer certifies and represents to the District that it has not now and will not in the future order, confer, or agree to confer a monetary benefit or other item of value to any District employee or trustee in connection with information, submission, or award of this proposal or the performance, delivery, or sale according to this proposal. The undersigned, by his/her signature, represents that he/she is authorized to bind the Vendor to fully comply with the terms and conditions of this Solicitation, including all forms and attachments included and/or referenced herein. Signature: Date List any deviations or exceptions:
BELTON INDEPENDENT SCHOOL DISTRICT Please indicate how (Vendor) was notified about this proposal opportunity; Newspaper, BISD Website, Email, or Other FAILURE TO SUBMIT ANY OF THE REQUIRED INFORMATION MAY BE SUFFICIENT GROUNDS FOR REJECTION OF PROPOSAL. VENDOR S CHECKLIST Vendors Acceptance Form (Must Be Signed) Certifications & Representations Form (Must Be Signed) Proposal Response Form (Must Be Signed) Conflict of Interest Questionnaire (Must Be Signed) Edgar Certification Forms (Must Be Completed) W-9 (Must Be Included) HB 1295 (Must receive but no longer has to be notarized refer to Texas Ethics website https://ethics.state.tx.us (File Reports Electronically) (Please verify that all the requested documents listed above are present and completed prior to submittal of proposal)