1-ITB - 260004 HISD Turkey, Ham Products and Services FINAL.pdf

HARLANDALE INDEPENDENT SCHOOL DISTRICT

DEPARTMENT OF PURCHASING

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

Invitation to Bid (ITB)

Due Date: Thursday, October 23, 2025 at 1:00pm (CT)

Veronica Velez, Purchasing Manager

102 Genevieve – San Antonio, Texas 78214

Phone: (210) 989-4800

Purchasing@myhisd.net

Purchasing Department Business Hours for Deliveries:

Monday – Friday 8:00AM (CT) to 4:30PM (CT)

Summer Hours: M-TR 7:30AM (CT) to 5:00PM (CT)

District Holidays:

https://harlandaleisdtx.sites.thrillshare.com/documents/calendars/486057 mailto:Purchasing@myhisd.net https://harlandaleisdtx.sites.thrillshare.com/documents/calendars/486057

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

NOTICE TO VENDORS

To Whom It May Concern:

Thank you for the submission of your proposal to the Harlandale Independent School District.

The District understands and appreciates all of the efforts undertaken in the preparation and submission of a proposal.

It is the intent of this administration to conduct a fair and impartial evaluation of these proposals with an emphasis on determining the best value for the District at the lowest possible price.

Essential to an impartial objective analysis is that it not be subjected to extraneous influences.

The District requests and appreciates that no efforts be undertaken by vendors to independently contact the District’s evaluation team for this proposal with the purpose of seeking an unfair advantage. As a matter of fairness, this is necessary in order to provide due and proper consideration to each and every proposal.

This request also extends to contact, communications, and/or interactions with the members of the School Board. Independent communications with the Trustees by vendors puts the administration and the Trustees in a very difficult position. It is our experience that such advocacy efforts result in members receiving non-objective information that can result in confusion during the competitive procurement process.

When vendors contact members independently, it facilitates the crossing over of those clearly defined and legally required roles of the Board and the Administration. This can result in legal issues and most certainly a compromise in the integrity of the entire proposal process. Please be advised that this administration will not favorably receive any evidence that a vendor has contacted the District staff or members of the Board in an effort to seek an unfair advantage.

We anticipate your cooperation in maintaining the integrity of the competitive procurement process and thank you in advance for such efforts.

Respectfully, Harlandale Independent School District

Business and Finance Department

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

GENERAL TERMS AND CONDITIONS

1) Workmanship and Materials - specified in this proposal shall be fully guaranteed for a minimum period of one (1) year from date of delivery and/or acceptance of work, unless otherwise stated in District specifications.

2) INVOICING PROCEDURE – Billing\invoicing\pay applications will always be made in arrears. Invoices regarding this proposal shall have a District issued Purchase Order # and it shall be emailed directly to the Accounts Payable Dept. at the following EMAIL ADDRESS:

BUSINESSOFFICE@MYHISD.NET

Non-conforming invoices will be rejected without consideration.

3) Multi-Award Vendor Contract: Harlandale ISD reserves the right to make multiple contract awards when it is in the best interest of the District. When required, the District may award components of the scope of services\goods to multiple vendors at its sole discretion.

4) Severability: In the event that any one or more of the provisions contained in this Request for

Proposals (contract or resulting purchase order) shall be held by a court of competent jurisdiction to be invalid, illegal or unenforceable, such provisions shall not affect any other provision hereof, and this Request for Proposals (contract or any resulting purchase order) shall be construed as if the invalid, illegal or unenforceable provision(s) had never been contained herein.

5) Prevailing Wage Standard – As of July 22, 2024, Harlandale ISD (HISD) Mandatory Prevailing

Wage Rate for construction projects will be consistent with the standards adopted by Bexar

County, Texas.

6) Formalities - The Harlandale Independent School District reserves the right to waive formalities and irregularities and to accept or reject the proposal or each item there under separately.

7) OFFER PERIOD - This proposal is a firm offer which shall be irrevocable and open for acceptance for 120 calendar days unless otherwise specified from the date of submission.

8) Vendor Debriefing – The Bidder or Proposer may request an informal Vendor Debriefing focused on solicitation requirements and proposal strengths and weaknesses with the Purchasing

Manager at Purchasing@myhisd.net. Please include the solicitation ID in the subject header.

9) Contractor Protest Procedures: A protest shall be in writing and shall be filed with the

Purchasing Manager (Purchasing@myhisd.net). A protest of a proposal shall be received at the

Procurement Services Department after the bid/proposal opening date or contract award date. A protest of a proposed award or of an award or notice of termination or default shall be filed within ten (10) working days after the protestor knows or should have known the basis of the protest. A protest received after the ten (10) working days period shall be not considered and returned. A protest shall include:

a. The name, address and telephone number of the protestor;

b. The signature of the protestor or its representative;

c. Identification of the Bid/Proposal or Contract number;

d. A detailed statement of the legal and factual grounds of protest including copies of relevant documents;

mailto:BUSINESSOFFICE@MYHISD.NET

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

e. The form of relief requested.

The Purchaser Manager will respond to all protests not later than ten (10) days of receipt.

10) Formal Grievances: will follow the Harlandale ISD Board Adopted Policies and Procedures:

https://pol.tasb.org/PolicyOnline?key=173

11) The proposal and any eventual award may not be assigned or any right there under transferred to a third party.

12) Proposer agrees to comply with all policies and regulations of the Harlandale Independent School

District.

13) QUANTITY - It is understood and agreed that the Harlandale Independent School District reserves the right to increase or decrease quantities or modify conditions or specifications by mutual agreement with the selected vendor, both at the time of the acceptance of the proposal offered as so modified, and subsequent thereto.

14) INDEMNITY - The contractor/vendor/service provider shall indemnify, defend and hold harmless the Harlandale Independent School District, its employees, officials, and representatives from any and all claims made, lawsuits filed, losses, costs (including but not limited to attorney’s fees) or damages incurred as a result of contractor/vendor/service provider acts or omissions of any nature relating to a contract entered into as a result of a Request for Proposals. The District will not enter into any agreement requiring the District to indemnify a contractor, vendor, or service provider. Further, the District will not enter into any agreement requiring the District to pay attorney’s fees on behalf of any vendor or service provider.

The following conditions must be stated on all contracts:

“The Contractor shall defend, indemnify, and save whole and harmless, Harlandale Independent School District and all of its officers, agents and employees from and against all suits, actions or claims of any character, name and description brought for or on account of any injuries or damages (including death) received or sustained by any person or property on account of any agent, employee, subcontractor or supplier of Contractor in the execution or performance of this contract.”

“The Contractor shall also defend and indemnify the Harlandale Independent

School District against claim by any subcontractor, supplier, material man or mechanic for payment of work or materials provided on behalf of the Contractor in the performance of the services and all such claimants shall look solely to

Contractor and not Harlandale Independent School District for satisfaction of such claims.”

15) LEGAL VENUE -The contractor/vendor understands and agrees that venue for any litigation arising from this award or contract shall lie in the State District Courts of Bexar County, Texas, and any dispute shall be governed by the laws of the State of Texas. The District will not enter into any agreement requiring arbitration of disputes. Proposers shall not disclose to any third party, information provided by the District in connection with this solicitation for proposals.

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

16) PROPERTY TAXES - Proposer affirms that it does not currently owe or is otherwise indebted to the Harlandale Independent School District for adjudicated delinquent property taxes. The

Harlandale Independent School District reserves the right to reject a proposal if the Proposer is currently indebted to the Harlandale Independent School District for delinquent taxes or to terminate a contract if the successful Proposer subsequently becomes delinquent. The Harlandale

Independent School District further reserves the right to deduct any delinquent taxes owed from payments that the Harlandale Independent School District may owe to the successful Proposer under the awarded contract.

17) INCORPORATION OF TERMS INTO CONTRACT - The terms and conditions set out in any Request for Proposal including these general terms and conditions shall be made part of any contract entered into by the District with any Vendor, Contractor or Service Provider. A response to any Request for Proposal indicates the responders binding agreement to the terms and conditions set out therein.

18) RELIEF - The District will not agree to any contract requiring waiver of any legal relief to which the District may be entitled.

19) CONTROLLING LANGUAGE - Despite any terms or provisions in any contract entered into by the District as a result of any Request for Proposal, the language of the Request for Proposal shall be controlling and shall supersede any contrary language contained in any contract.

20) ISRAEL - Effective, September 1, 2017, the CONTRACTOR affirms that it does not boycott

Israel and will not boycott Israel during the contract term. Pursuant to Section 2270.002 of the

Texas Government Code, Respondent certifies that either (i) it meets an exemption criteria under

Section 2270.002; or (ii) it does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation. Respondent shall state any facts that make it exempt from the boycott certification in its Response.

21) CHILD SUPPORT Pursuant to Texas Family Code, Section 231.006, Contractor certifies that it is not ineligible to receive the specified grant, loan, or payment and acknowledges that the

Agreement may be terminated, and payment may be withheld if this certification is inaccurate.

22) FELONY CONVICTION. Pursuant to Texas Education Code Section 44.034, Contractor must give advance written notice if an owner or employee has been convicted of a felony. This paragraph requiring advance notice does not apply to a publicly-held corporation.

23) Compliance with Texas Government Code Chapter 2271: Pursuant to Texas Government

Code Chapter 2271, as amended, if the resulting contract is valued at $100,000 or more and if the

Contractor has at least ten (10) full time employees, then Contractor represents and warrants to the School District that the Contractor does not boycott Israel and will not boycott Israel during the term of the contract. This provision does not apply to a sole proprietorship.

24) Compliance with Texas Government Code Chapters 2274 and 809: Pursuant to Texas

Government Code Chapters 2274 and 809, if the contract is valued at $100,000 or more and if

Contractor has at least ten (10) full-time employees, then Contractor represents and warrants to the School District that the Contractor does not boycott energy companies and will not boycott energy companies during the term of the contract. This provision does not apply to sole proprietorships.

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

25) Compliance with Texas Government Code Chapters 2274: Pursuant to Texas Government

Code Chapter 2274, if the contract is valued at $100,000 or more and if Contractor has at least ten

(10) full-time employees, then Contractor represents and warrants to the School District that the

Contractor does not discriminate against firearm entities or firearm trade associations and will not discriminate against firearm entities or firearm trade associations during the term of the contract.

This provision does not apply to sole proprietorships.

26) Anti-Terrorism: In compliance with Chapter 2252 of the Texas Government Code, Contractor certifies that it does not engage in business with Iran, Sudan, or any foreign terrorist organization.

Contractor also certifies that for the length of this contract, Contractor will not engage in any business with Iran, Sudan, or any foreign terrorist organization.

27) Compliance with Prohibition on Contracts with Abortion Providers: Pursuant to Texas

Government Code Chapter 2272, the School District is prohibited from contracting with any abortion provider or an affiliate of an abortion provider whereby the provider or affiliate received something of value derives from state or local tax revenue. Any contract entered into by the

School District is void if the prospective entity has such prohibited affiliation or contractual relationship. By entering into this Agreement, the Contractor represents and warrants to the

School District that the Contractor does not have such affiliation or contractual relationship

28) Independent Contractor. Contractor represents and warrants that it is an independent contractor that will furnish is owns tools, products and services. Contractor, its officers, employees, agents, representatives, subcontractors, suppliers and third-party service providers are not employees of

Sponsor. Contractor represents and warrants that is has no right to claim compensation, vacation pay, sick leave, retirement, health, social security, disability or worker’s compensation benefits of any kind.

29) Insurance Requirements. Contractor shall provide and maintain in effect during the performance of the Agreement insurance of the following types and with indemnification limits not less than the amounts indicated:

Professional Liability: $1,000,000 per occurrence and

$2,000,000 in the aggregate

General Liability:

Each Occurrence

General Aggregate

Personal Injury

$1,000,000.00

$1,000,000.00

$1,000,000.00 each person

Umbrella Coverage: $2,000,000.00

30) Contractor represents and warrants that it has and will continue the required insurance coverage for the term of this Agreement and will, within five days of School District’s request, provide current certificates of insurance. All required insurance must be in the amounts approved by School District, shall name School District, its Officers and Employees, as an insured party, will include a waiver of subrogation and be issued by a company or companies with a Financial

Strength Ration of “A” or better from A.M. Best Century, Inc. with a Financial Size Category

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

Class of “VII” or better from A.M. Best Company, Inc. and be authorized to do business under the laws of the State of Texas.

31) Immunity. Nothing in this Agreement will be deemed to waive, modify or amend any legal defense available at law or in equity to either of the Parties, nor to create any legal rights or claim on behalf of any third party. Neither of the Parties waives, modifies or alters to any extent whatsoever the availability of any defense of immunity under the laws of the United States of

America and/or the State of Texas.

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

PROPOSAL SPECIFICATIONS

1) TERM – One Time Purchase

2) PROJECT CRITERIA - It is not the policy of the Harlandale Independent School District to award or purchase on the sole basis of low price alone. In awarding a contract, the Harlandale Independent

School District shall consider the following factors as well as those specifically listed in the scope and specifications:

Points Criteria Description

50 Pricing

5 Ability to provide and deliver product by December 10, 2025 at

7:00AM

40 The quality of the vendor’s goods or services

5 Compliance with the laws and rules relating to HUBs, MBEs, and WBEs

3) SUBMISSION - Sealed proposals shall be uploaded to the EUNA (formerly Bonfire) Portal https://harlandaleisd.bonfirehub.com/portal/?tab=openOpportunities, submitted, and finalized prior to the Closing Time of Thursday, October 23, 2025 at 1:00 PM (CT). We strongly recommend that you give yourself sufficient time and at least TWENTY-FOUR (24) hours before

Closing Time to begin the uploading process and to finalize your submission. Proposals received after the designated time will not be considered.

Emailed or faxed submission will be rejected without consideration.

4) VENDOR QUESTIONS - are due Tuesday, October 7, 2025 at 9:00 AM (CT). All questions shall be submitted through the Message Module under Opportunity Q&A tab in EUNA (formerly Bonfire), https://harlandaleisd.bonfirehub.com/portal/?tab=openOpportunities. Responses to the questions will be issued as an Addendum and will be posted to the Procurement Portal in the “Supporting

Documentation”.

5) ADDENDUM - In the event that any changes to this proposal occur subsequent to the mailing or other delivery of the original proposal, the changes or corrections to this proposal will be made by

ADDENDUM, and any updated information contained in any ADDENDUM will be in addition to and may prevail over the information contained in the proposal or any previous ADDENDUM. Each

ADDENDUM must be acknowledged on the acknowledgement form provided with the

ADDENDUM. Any required acknowledgement form must be submitted along with the submission of any proposal response.

6) Mandatory Pre-Bid Conference & Walkthrough – Not Applicable

7) INVOICING PROCEDURE – Billing\invoicing\pay applications will always be made in arrears.

Invoices regarding this proposal must have a District issued Purchase Order number and it must be emailed directly to the Accounts Payable Dept. at the following EMAIL ADDRESS:

BUSINESSOFFICE@MYHISD.NET

Non-conforming invoices will be rejected without consideration.

https://harlandaleisd.bonfirehub.com/portal/?tab=openOpportunities https://harlandaleisd.bonfirehub.com/portal/?tab=openOpportunities mailto:BUSINESSOFFICE@MYHISD.NET

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

8) Acceptance - The right is reserved by the Harlandale Independent School District to accept and/or reject proposals on each item separately and/or as a whole proposal. Proposals received after the time and date specified will be returned unopened.

9) PROPOSAL OPENING - Proposals received unsigned by a representative of the company will not be considered. All proposals shall be delivered to the Purchasing/ EUNA (formerly Bonfire) no later than the designated date and time. There will be no Public Bid Opening.

10) REQUIRED FORMS – See EUNA (formerly Bonfire) Procurement Portal “Requested

Information.”

11) WITHDRAWAL - The Harlandale Independent School District will consider a WRITTEN request from any vendor permitting the vendor to withdraw any proposal submitted, but ONLY IN ITS

ENTIRETY, and ONLY UNTIL THE DUE DATE AND TIME FOR SUBMISSION OF THE

PROPOSAL. A representative from the vendor submitting the proposal that is authorized to enter into contracts on behalf of the vendor must sign the request to WITHDRAW, indicate their title on the request, and submit the request to the Harlandale Independent School District in a manner deemed satisfactory by the Harlandale Independent School District. No proposal may be withdrawn after the date and time proposals are due. If a vendor requests to withdraw a proposal and the Harlandale

Independent School District permits the WITHDRAWAL of the proposal, the vendor may resubmit the proposal or submit a new proposal up until the due date and time for submission provided the new submission meets all the qualifications of the proposal. All proposals in the possession of the

Harlandale Independent School District at the time proposals are due shall be deemed final, conclusive, and irrevocable, and no proposal shall be subject to withdrawal, amendment, or correction after the due date and time unless otherwise permitted by the Harlandale Independent School District during a subsequent negotiation process. The decision of the Harlandale Independent School District relating to any matters pertaining to proposal withdrawal will be final. BRAND NAMES AND

CATALOG NUMBERS - The use of brand names and catalog numbers does not prohibit the substitution of other brands of equal or greater quality, unless “no substitute or only” is specified.

All substitutions must meet or exceed specifications to be acceptable. The make, model, and description of all substitutions must be listed by specified item. FAILURE OF THE VENDOR TO

COMPLY WITH THESE SPECIFICATIONS MAY, AT THE OPTION OF THE

HARLANDALE INDEPENDENT SCHOOL DISTRICT DISQUALIFY THAT PORTION, OR

THE ENTIRE PROPOSAL, FROM CONSIDERATION.

12) PRODUCT INFORMATION - Complete warranty information and descriptive and/or illustrative literature covering the item(s) proposed is to accompany the proposal. All electrical items must meet all applicable OSHA standards and regulations, and must bear the appropriate listing from US, FMRC, NEMA, or UL Laboratories. Material Safety Data Sheets (MSDS) on chemicals or any other products customarily requiring MSDS Sheets must be provided for each order within the contract period. Additional MSDS Sheets must be provided in a timely manner at no charge upon request.

13) SAMPLES - Samples, when requested, must be furnished at no cost to the Harlandale independent

School District. If not destroyed during examination, they will be returned to the proposer on request and at the company’s expense. Each sample, when requested, should be clearly marked with the proposer’s name and item number on the proposal. DO NOT ENCLOSE IN OR ATTACH

PROPOSAL TO SAMPLE.

14) AUTHORIZED PURCHASE - The successful proposer will not begin services or deliver product without a purchase order signed by an authorized representative of the Department of Purchasing. The

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

Harlandale Independent School District will neither be responsible nor make payment for any goods delivered or services performed without a valid purchase order.

15) PACKAGING - Unless otherwise provided for on this proposal, all products supplied under any contract resulting from this proposal must be packaged in containers that are new and appropriately designed for the products involved, and sturdy enough to protect the products involved in loading, transit, unloading, and storage. Any products supplied under any contract resulting from this proposal for which palletizing is appropriate must be delivered on standard forty-eight (48”) inch four-way pallets in good and serviceable condition.

16) SHIPPING - All freight, delivery, and handling charges are the responsibility of the vendor and all prices must be quoted freight prepaid, F.O.B. destination, and shall include all freight, delivery and handling charges, including unloading and inside deliveries where required. Unless otherwise noted or unless prior approval has been obtained from the Harlandale Independent School District all deliveries shall be made between the hours of 7:00 a.m. through 3:00 p.m., Monday through Friday at the following address.

Harlandale Independent School District

Central Receiving/Warehouse

12115 SE Loop 410

San Antonio, TX 78221

17) VISITATIONS - The District mandates that any/all vendors/visitors on any district site are subject to

Sexual Predator check through our Visitor Management System prior to being given access.

a. Vendors/visitors must check-in and identify themselves through their driver’s license at the site’s front office for a verification of any past/present convictions.

b. Failure to comply or pass the verification check will result in their denial of access and potential loss of contractual rights.

18) TAXES - The Harlandale Independent School District is a public jurisdiction that is exempt from federal, state, sales, excise, and use taxes. Tax exemption certificates will be provided by the

Harlandale Independent School District upon individual requests from the vendor. Sales tax must not be included in any proposal response or invoice submitted by any vendor unless failure to obtain a

Tax Exemption Certificate from the Harlandale Independent School District has occurred. No taxes of any kind may be passed through by any vendor to the District

19) NON-APPROPRIATION, CANCELLATION-FOR-CONVENIENCE & TERMINATION AT-

WILL - The award of a contract is dependent on the availability of funds. In the event sufficient funds are not appropriated, the contract or award may be terminated or the scope amended. Written notice will be given to the vendor of such termination or amendment, and there will be no penalty or other charge assessed against or incurred by the Harlandale Independent School District. The successful proposer shall be required to agree to non-appropriation language as follows: The obligation of the District to perform under this agreement shall be contingent upon the Board of

Trustees of the District appropriating funds for this Agreement as of September 1st of each year in which this agreement is in effect. Should the District Board of Trustees fail to appropriate funds for this agreement then this agreement shall terminate. District shall notify “Contractor” in writing within five (5) days of any non-appropriation. Except in certain limited circumstances as determined by the

District in its sole discretion, the District will require any contract to contain a termination at-will clause in favor of the District.

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

20) Nothing herein shall be construed as creating the relationship of employer or employee between the

Harlandale Independent School District and the contractor/vendor or between the Harlandale

Independent School District and the contractor /vendor’s employee. The contractor/vendor is an independent contract and nothing contained herein shall constitute or designate the contractor/vendor or any of his employees as employees of the Harlandale Independent School District.

21) The contractor/vendor understands and agrees that the above general proposal specifications are terms and conditions of the contract between the Harlandale Independent School District and the contractor/vendor. These general proposal specifications, terms, and conditions shall control and govern in the event of any conflict with any other terms and conditions submitted by the contractor/vendor.

22) DISQUALIFICATION - The District reserves the right to disqualify any proposer at the District’s sole discretion.

23) Upon Notice of Award, a CERTIFICATE OF INTERESTED PARTIES (HB 1295 FORM) will be required. In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. More information is located at the following site:

https://www.ethics.state.tx.us/tec/1295-Info.htm

A business entity must use the on-line application to enter the required information on Form

1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing number must be filed with the governmental body or state agency with which the business entity is entering into the contract.

The on-line application may be obtained at the following site:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

24) CONFIDENTIALITY - Please indicate if a form or document is privileged information by clearly labeling it “CONFIDENTIAL” at the bottom of the page. Confidentiality is subject to decision by the

Texas Attorney General. Information provided may not be publicly disclosed if such information (1) is confidential by law, (2) would give advantage to a competitor or bidder, or (3) constitutes a trade secret or commercial/financial information which, if released, would cause substantial competitive harm to the person/entity providing the information.

25) Interlocal Agreements with other School Districts through the Central Texas Purchasing

Alliance

A. Membership. Harlandale ISD is a member in good standing of the Central Texas Purchasing

Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, services and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

http://www.ethics.state.tx.us/tec/1295-Info.htm http://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm http://www.txctpa.org/ http://txctpa.org/

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

B. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by District Name may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.031(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better contract pricing and purchasing terms established by the originating district.

C. Adopted Contract Management. The adopting district shall be responsible for the management of the new contract and all payments to the contracted vendor. The originating district shall have no responsibilities under the new contract agreement.

SOLICITATION PROCESS OVERVIEW

1) A solicitation is released to the potential proposer.

2) Deadline for submitting the Proposals or Bids.

3) The Harlandale Independent School District reviews all Proposals and selects the Proposals reasonably qualified for selection of award.

4) The Harlandale Independent School District and proposer(s) enter into discussions, negotiations, and clarification of Proposals as necessary.

5) Per CH (LOCAL), a recommendation to the Harlandale Independent School District Board of

Trustees for Proposal award.

6) A purchase order/contract is executed with the successful Proposer.

CONDITIONS FOR SUBMISSION OF A PROPOSAL

All proposals in response to this request must meet the following conditions to be considered:

1) Proposal must include a statement of qualifications, experience, and certifications clearly stating the name of the firm and the name, email, address, and telephone number of the proposer's representative;

2) Proposal must address each of the requirements as stated in this Scope of Services\Statement of Work and/or Specifications;

3) HISD reserves the right to reject any and all proposals, and to negotiate portions thereof. Proposals that address only part of the requirements contained in this Request for Proposal will not be considered;

4) HISD reserves the right to select any proposal, considering the proposal submitted and other factors;

5) The proposer shall furnish such additional information that HISD may reasonably require;

6) HISD will not be liable for any cost incurred in the preparation of proposals; and

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

7) HISD may ask proposers to send a representative for an oral interview prior to Board of Trustee approval of a proposal. HISD will not be liable for the costs incurred by the proposer in connection with such interview.

8) By submitting a proposal, the proposer affirms that its company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other bidder and that the contents of this proposal as to prices, terms, or conditions have not been communicated by the undersigned or by any employee or agent to any other person or firm engaged in this type of business prior to the official opening of this proposal.

9) Upon notification of potential selections for award, the person or entity submitting this proposal must give 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 this conviction of a felony (this requirement does not apply to a publicly held corporation).

10) Severability: In the event that any one or more of the provisions contained in this Request for

Proposals (contract or resulting purchase order) shall be held by a court of competent jurisdiction to be invalid, illegal or unenforceable, such provisions shall not affect any other provision hereof, and this Request for Proposals (contract or any resulting purchase order) shall be construed as if the invalid, illegal or unenforceable provision(s) had never been contained herein.

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

STATEMENT OF WORK

Background

The Harlandale Independent School District serves about 11,500 students with two (2) traditional high schools, a STEM Early College High School, Frank Tejeda Academy, four (4) middle schools, nine (9) elementary schools, and two (2) alternate campuses.

All selected proposals will be contingent upon available funds.

Statement of Work

The Harlandale Independent School District is requesting proposals/bids from qualified vendors for the provision of Turkey, Ham Products & Services.

The requirements are as follows:

1. Approximately 20 lbs. ea., (19-22 lb. range) Grade A Tom Turkeys: Turkeys to be packed two (2) per box and frozen to 28-degrees Fahrenheit - Approximately 580 ea.

final quantity will be provided in December. Vendor may be required to submit a sample at no cost to the district.

2. Approximately 9 lb. ea. (8-10 lb. range) Spiral Hams: Hams packed no more than four (4) to a box, and refrigerated. - Approximately 900 ea. final quantities will be provided in

December. Vendor may be required to submit a sample at no cost to the district.

3. The District anticipates ordering the first week of December and deliver on December 10, 2025 at 7:00AM.

4. The bidder should quote its lowest and best price, F.O.B. destination, on each item. If delivery and shipping quantities affect a unit bid price, multiple bids may be made so as to indicate "price break" quantities in order for HISD to determine maximum economic benefits. Pricing should include packaging and transportation unless otherwise specified.

All prices shall be entered on the Proposal List in ink or typewritten. Totals shall be entered in the "Extended Price" column of the Proposal List, and in case of discrepancy between the unit price and the extended total price, the unit price will be presumed to be correct.

5. Proposals must be firm. If the bidder, however, believes it necessary to include in its price, a price adjustment, such a bid may be considered, but only as an alternate bid.

6. HISD is exempt from federal excise taxes, state and local sales and use taxes.

7. Time of delivery is part of the bid and very important. The required delivery date indicated is at point of destination. If the indicated date cannot be met or a date is not indicated in the specifications, the bidder shall state its best delivery time.

Delivery

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

1. Tom Turkeys and Spiral Hams must be delivered (12/10/25 @ 7:00AM) to the District

Warehouse in one shipment per commodity at 12115 S.E. Loop 410, San Antonio, Texas 78221. Delivery must be coordinated with District staff to guarantee the expeditious delivery of the product. Vendor must provide product in a refrigerated truck to allow for proper distribution throughout a one (1) day period to all district sites, District Personnel will deliver to individual sites. This truck must have a roll-up door and be parked at the loading to provide for proper backing to our loading dock in order to allow for the proper unloading of the product.

Proposal Submission Requirements

Proposals shall be organized in the following manner:

A. Product Specifications

B. Mandatory Forms (Included after the Pricing Schedule - Tab C)

C. Pricing Schedule/Bid Form (Pricing Shall be All-Inclusive)

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

PRICING SCHEDULE/BID FORM

Quantity* Description Unit Price Extended Price

580 Grade A Tom Turkeys (19lbs - 22lbs) $ $

900 Spiral Hams (8lbs – 10lbs) $ $

Refrigerated Delivery (12/10/25 @

7:00AM)

Total Cost $

*Estimated Quantity

Turkey Product Description:

Spiral Ham Product Description:

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

INVITATION TO PROPOSE

REPRESENTATIONS: By execution and submission of this proposal, the undersigned authorized representative of the contracting company indicated below hereby represents and warrants to the

Harlandale Independent School District as follows:

That said person is authorized to enter into contractual relationships on behalf of the contracting company indicated below, and

That said person has read and understands this Sealed Proposal, the accompanying General Terms and

Conditions, General Proposal Specifications, and Proposal Form(s) and that this proposal is made in accordance with the provided documents, and

That said person proposes to supply any products and/or services submitted under this Sealed Proposal at the prices quoted and provided and in strict compliance with the proposal documents and

That if any part of this proposal is accepted, said person and company will furnish all products and/or services awarded under this proposal at the prices quoted and provided and in strict compliance with the proposal documents and

That the Harlandale Independent School District or any representative or agent of the Harlandale

Independent School District is authorized by the undersigned to contact any firm, institution, and/or person to obtain information about the firm’s services, financial condition, and/or any other information

Harlandale Independent School District may deem necessary.

Name of Company Date of Submittal

Address Signature of Authorized Representative

City, State, Zip Printed Name of Authorized Representative

Telephone and Fax No. of Authorized Representative Position or Title of Authorized Representative

EMAIL ADDRESS: ________________________________________________________________

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

CONFLICT OF INTEREST QUESTIONNAIRE

FORM MUST BE RETURNED WITH PROPOSAL – COMPLETE AS INDICATED

NO CONFLICT – Line 1: Company Name; Line 3: None; Line 7: Sign and Date

CONFLICT – Line 1: Company Name; Lines 2, 3, 4, 5, & 6: Answer Questions; Line 7: Sign and Date

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

NON-COLLUSION STATEMENT

“The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership, or individual has not prepared this proposal in collusion with any other Proposer, and that the contents of this proposal as to prices, terms, or conditions of said proposal 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 proposal.”

VENDOR

ADDRESS

PHONE AND FAX

PROPOSER (SIGNATURE)

PROPOSER (PRINT NAME)

POSITION WITH COMPANY

SIGNATURE OF COMPANY

OFFICIAL AUTHORIZING

THIS PROPOSAL

COMPANY OFFICIAL

(PRINT NAME)

OFFICIAL POSITION

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

FELONY CONVICTION NOTICE

Texas Education Code, 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 owner of operator of the business entity has been convicted of a felony. The notice must include a general description of the conduit 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.

COMPANY NAME:

(PRINT OR TYPE)

AUTHORIZED COMPANY OFFICIAL’S NAME:

(PRINT OR TYPE)

**SIGN ONLY A, B, OR C**

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 nor operated by anyone who has been convicted of a felony.

C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony.

Details of Conviction:

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

CONTRACTOR & SUBCONTRACTOR CERTIFICATION OF CRIMINAL

HISTORY RECORD INFORMATION

Each Texas public school district must receive certification from any entity with which it contracts to provide services regarding the fact that the entity has obtained the following for all employees who have or will have

“continuing duties related to contracted services;” and have “direct contact with students” before employing or immediately after employing or securing the services of the individual:

A name-based criminal history background checks on all employees hired before January 1, 2008;

A national criminal history record information review on all employees hired on or after January 1, 2008, which may include fingerprints and photographs.

“Continuing duties related to contracted services” – work duties that are performed pursuant to a contract to provide services to a school district on a regular, repeated basis rather than infrequently or one time only.

“Direct contact with students” – The contact that results from activities that provide substantial opportunity for verbal or physical interaction with students that is not supervised by a certified educator or other professional district employee. Contact with students that results from services that do not provide the opportunity for unsupervised interaction with an individual student, such as addressing an assembly, officiating a sports contest, or judging an extracurricular event, is not, by itself, direct contact with students. However, direct contact with students does result from any activity that provides the opportunity for unsupervised contact with students such as, without limitation, the provision of individualized coaching, tutoring, or other services.

19 TAC § 153.1101

At a minimum, the required criminal history record information shall be obtained via HISD’s HR Job Listing website for all on site personnel:

https://harlandale.tedk12.com/hire/ViewJob.aspx?JobID=791

The school district may not allow any employee of the entity or an individual to serve at the district if information obtained through this review verifies that the employee has been convicted of one of the following and at the time of the offense, the victim was under 18 years of age or was enrolled in a public school:

(1) A Title 5 felony offense;

(2) An offense requiring the individual to register as a sex offender; or

(3) An offense under the laws of another state or federal law that is equivalent to a Title 5 felony in the state of

Texas or that would require registration in the Texas sex offender databank.

BY SIGNING BELOW, YOU ACKNOWLEDGE THAT YOU UNDERSTAND & WILL COMPLY WITH

THE STATE OF TEXAS’ CRIMINAL BACKGROUND CHECK REQUIREMENTS:

SIGNATURE OF COMPANY

OFFICIAL AUTHORIZING THIS BID: _______________________________________________________

(PRINT NAME): _________________________________________________________________

OFFICIAL POSITION: _________________________________________________________________ https://harlandale.tedk12.com/hire/ViewJob.aspx?JobID=791

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

DEBARMENT AND SUSPENSION CERTIFYING STATEMENT

In accordance with Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510 the contracted certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal Department or

Agency.

The Harlandale Independent School District hereby agrees to abide by the aforementioned terms and conditions.

VENDOR NAME

ADDRESS

TELEPHONE NUMBER

FAX NUMBER

(SIGNATURE)

(PRINT NAME)

POSITION WITH COMPANY

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

DEVIATION/COMPLIANCE FORM

The Harlandale Independent School District requires that if the undersigned bidder/proposer intends to deviate from either

• General Terms and Conditions

• General Bid/Proposal Specifications

• Bid/Proposal Specifications

• Mandatory Forms

• Digital Resources Contract

• EDGAR Certification

• Form of the Agreement\PO Contracting Methodology

All such deviations must be listed on this page, with complete and detailed conditions and information included or attached. The Harlandale Independent School District shall consider any deviations in its bid/proposal award decisions, and the Harlandale Independent School District reserves the right to accept or reject any bid/proposal based upon any deviations indicated below or in any attachments and/or inclusions.

In the absence of any deviation entry on this form, the bidder/proposer assures the Harlandale

Independent School District of their full compliance with the General Terms and Conditions, General Bid/Proposal Specifications, Construction Contract and all other information pertinent and contained in this Bid/Proposal.

DEVIATIONS

(Check One)

YES, please list below

NO

List any and all deviations submitted by your company below (if additional space is required please provide attachments):

NAME OF COMPANY DATE OF SUBMITTAL

ADDRESS SIGNATURE OF AUTHORIZED REPRESENTATIVE

CITY, STATE, ZIP PRINTED NAME OF AUTHORIZED REPRESENTATIVE

TELEPHONE AND FAX NUMBER OF AUTHORIZED REPRESENTATIVE POSITION OR TITLE OF AUTHORIZED REPRESENTATIVE

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

HISTORICALLY UNDERUTILIZED BUSINESS (HUB)

CERTIFYING STATEMENT

Proposing companies that have been certified by the State of Texas as Historically Underutilized

Business (HUB) entities are encouraged to indicate their HUB status when responding to this proposal.

(Check one)

I certify that my company has been certified by the State of Texas as a Historically

Underutilized Business (HUB), and I have attached a copy of our HUB Certification to this form. (Please provide documentation for recognition as a HUB).

My company has NOT been certified by the State of Texas as a Historically

Underutilized Business (HUB), TELEPHONE AND FAX NUMBER OF AUTHORIZED REPRESENTATIVE POSITION OR TITLE OF AUTHORIZED REPRESENTATIVE

102 Genevieve ● San Antonio, TX 78214 ● (210) 989-4800 ● Fax (210) 921-4400

ITB - 260004 HISD Turkey, Ham Products & Services

MINORITY BUSINESS ENTERPRISES (MBEs), VETERAN OWNED

SMALL BUSINESSES (VOSBs), AND WOMEN BUSINESS ENTERPRISES

(WBEs) CERTIFYING STATEMENT

A continuing goal of the District is to increase the participation by Minority Business Enterprises

(MBEs), Veteran Owned Small Businesses (VOSBs), and Women Business Enterprises (WBEs) in all phases of the District’s procurement practices and to provide them equal opportunities.

The term “minority business enterprise” means a business, at least 51 percent of which is owned, controlled and managed by minority group members. Minority group members are Blacks, women, Spanish-surnamed Americans, American Indians, Aleuts, Asians and other socially or economically disadvantaged groups.

(Check One)

I certify that my company is recognized as a Minority Business Enterprise (MEB)

(Please…