1-Request for Proposals (RFP) P26-001- Bottled Water Delivery and Water Filtration Services.pdf

Request for Proposals (RFP) Bottled Water Delivery and Water Filtration

Services

RFP No. P26-001

RFP Milestones Due Dates Time Due RFP Released Monday, July 28, 2025 9:00 A.M.

Publication 1 Monday, July 28, 2025 Publication 2 Monday, August 4, 2025 Questions Due Friday, August 8, 2025 2:00 P.M.

Addendum (if applicable) Friday, August 13, 2025 2:00 P.M.

Proposals Due Monday, August 18, 2025 2:00 P.M.

Notice of Intent to Award Friday, August 22, 2025 2:00 P.M.

Anticipated Board Approval Tuesday, September 9, 2025 6:00 P.M.

Anticipated Start Date Tuesday, September 15, 2025

RFP No. P26-001 – Bottled Water Delivery and Water Filtration Services

NOTICE TO VENDORS

RFP No. P26-001

NOTICE IS HEREBY GIVEN that the Twin Rivers Unified School District (“District”) of Sacramento County, California, will receive sealed proposals for Bottled Water Delivery and Water Filtration Services.

Proposals must be submitted electronically within the Districts Bonfire Procurement Portal (https://trusd.bonfirehub.com/portal/?tab=openOpportunities) by no later than 2:00 p.m. (PT) on Monday, August 18, 2025.

If you have any questions or concerns regarding this RFP document, please navigate to the Q&A section in Bonfire.

This RFP is subject to the requirements of California Public Contract Code, Section 20111 et seq., and applicable laws, including, but not limited to Federal Acquisition Regulations (FAR) 200.320.

We look forward to receiving your proposals.

Sincerely, Francine Brissey

Director, Purchasing and Warehouse Services https://trusd.bonfirehub.com/portal/?tab=openOpportunities https://trusd.bonfirehub.com/portal/?tab=openOpportunities

Contents Notice to Vendors

Introduction

Overview of the District

Purpose of RFP No. P26-001 – Bottled Water Delivery and Water Filtration Services

RFP P26-001

Scope of Work

A. Bottled Water Delivery Service

B. Water Filtration Units (Optional Alternative)

C. Account Management and Support

Submission Instructions

Organization of Proposal

Evaluation Criteria

General Terms and Condition and Instruction to proposed vendors

Standard Forms: Attachments and Exhibits

Attachment 1: Certificate of Non-Discrimination

Attachment 2: Drug-Free Workplace Certification

Attachment 3: Non-Collusion Declaration

Attachment 4: Certificate Regarding Alcoholic Beverage and Tobacco-Free Campus Policy

Attachment 5: Workers Compensation Certificate

Attachment 6: W-9 Form

Attachment 7: Substitution Request Form

Exhibit 1: Sample Agreement

Exhibit 2: Purchase Order Term and Conditions

Exhibit 3: District Map

Exhibit 4: District Addresses

INTRODUCTION

OVERVIEW OF THE DISTRICT

The Twin Rivers Unified School District ("District") is a K-12 public school district located in northeastern Sacramento County with an enrollment of over 27,000 students in preschool through adult education.

The District serves the communities of North Sacramento, Del Paso Heights, Rio Linda, North Highlands, and Foothill Farms. The district has four high schools, five middle schools, 27 elementary schools, three dependent charter schools (at eight site locations), a K-12 independent study school, two continuation high schools, one special education school, an adult education program, and preschools. A list of all District schools can be found on the District website.

Twin Rivers is in an economically diverse region characterized by a mix of residential development and light industry. 90% of District students are eligible for Federal Free and Reduced-price meals.

A seven-member Board of Trustees governs the district under the day-to-day leadership of Steven Martinez, Ed.D., appointed District Superintendent, effective July 1, 2013

PURPOSE OF RFP NO. P26-001 – BOTTLED WATER DELIVERY AND WATER FILTRATION

SERVICES

Twin Rivers Unified School District (the “District”) is issuing this Request for Proposal (RFP No. P26-001) to solicit proposals from qualified vendors to provide bottled water delivery services and water filtration unit equipment and maintenance for District sites. The intent of this RFP is to secure reliable, cost-effective hydration services exclusively for District staff members at school sites and administrative offices. These services are not intended for student use.

The District encompasses approximately 54 school sites and 4 administrative buildings housing multiple departments, but participation in this program will vary by site/department (“locations”). As of the release of this RFP, 28 locations are actively utilizing bottled water services. Additional locations may choose to participate or discontinue service at their discretion throughout the term of the agreement.

This RFP seeks to establish a flexible service agreement that:

• Supports both 5-gallon bottled water delivery, including cooler rental, and

• Provides an optional water filtration unit alternative for rent, including routine filter changes and semi-annual cleaning.

The selected vendor(s) will be expected to scale services as needed, ensure regular maintenance, and provide responsive customer support, working closely with the District’s Purchasing Department and designated site representatives to meet ongoing service expectations.

RFP P26-001

SCOPE OF WORK

The primary purpose of this RFP is to establish a reliable and cost-effective bottled water delivery service for use by staff at various Twin Rivers Unified School District (TRUSD) sites. Services will include the delivery of 5-gallon bottled spring or purified water, along with associated equipment (coolers), and regular maintenance and cleaning. This service is expected to be awarded and implemented across multiple school and administrative locations.

In addition to bottled water delivery, the District is seeking optional pricing for water filtration units that may be used at select sites where an existing infrastructure solution exists or can support such a unit. Filtration services are not required to be priced by all vendors and may not be awarded as part of this RFP. The District reserves the right to evaluate and implement water filtration services at a later date, at select locations only.

Vendors are not required to submit pricing for both service types. The District reserves the right to award multiple contracts based on the proposals received, vendor capabilities, and site-specific needs.

Award of the bottled water delivery portion is anticipated and necessary; award of the optional filtration services is contingent upon feasibility and District discretion.

A. Bottled Water Delivery Service

The vendor shall provide the following:

• Water options must include:

o Spring water o Purified drinking water

The District anticipates most sites would select Spring water.

• Delivery of 5-gallon spring or purified water bottles to approximately 39 current locations, including school and administrative sites. With an estimate of approximately 5,650 bottles annually.

The specific delivery points are listed in Exhibit 4: District Addresses. Vendors may propose route optimization strategies to improve delivery efficiency, but all deliveries must remain compliant with F.O.B. Destination terms and District site access schedules.

• Delivered bottles shall be F.O.B. Destination, and empties shall be collected on a regular and scheduled basis. Annual Schedule should be submitted prior to June 15 of every year and shall indicate pick-up and delivery dates and times for the following July 1 – June 30 year.

• Delivery is required every two (2) weeks at a minimum, unless otherwise specified by the site, with bottle quantity varying per site but typically ranging between 4-6 bottles per delivery.

While Operations departments typically range between 15-25 bottles per delivery.

• Hot/cold water cooler units shall be provided as part of the service, all machines shall be for rental only.

• Semi-annual cleaning and sanitation of all provided cooler units (at least 2 times per year), with documentation of service.

• Vendor shall provide responsive service for maintenance or replacement of malfunctioning equipment.

Responsive service is defined as the vendor’s ability to acknowledge, assess, and resolve maintenance-related issues within a timely and reasonable period, including:

• Initial response within one (1) business day of notification,

• On-site service or resolution within three (3) business days, unless otherwise agreed upon,

• Replacement of equipment when units cannot be repaired promptly,

• Ongoing communication with District-designated contacts until full resolution.

Failure to meet these expectations may be considered a breach of contract.

B. Water Filtration Units (Optional Alternative)

In addition to bottled water service, the District is requesting optional pricing for standalone water filtration units that connect directly to existing potable water sources. These may be selected by sites preferring a fixed filtration solution. New plumbing lines may not be added for the option.

The vendor shall provide:

• Hot/cold standalone water filtration units (floor-standing or countertop as needed). All units shall be for rental only.

• Installation, filter changes, and all maintenance services as part of the quoted cost.

• Semi-annual cleaning and sanitation of all filtration units (at least 2 times per year), with documentation of service.

• Replacement of filters per manufacturer’s recommendation or more frequently if site usage demands, with documentation of service.

• Ability to troubleshoot and resolve issues promptly through a defined customer service process.

C. Account Management and Support

• Vendor must assign a dedicated account representative to Twin Rivers Unified School District for the full duration of the contract.

• The representative must be available via a direct phone line during regular District business hours (Monday–Friday, 7:00 AM–4:30 PM).

• The representative shall serve as the primary point of contact for:

o Service escalations and emergency issues o Site-specific concerns o Billing and invoicing coordination o Equipment requests or replacements

• Response times to inquiries must not exceed one business day, with priority-level issues receiving same-day response.

SUBMISSION INSTRUCTIONS

All pricing must be submitted through the Bonfire eProcurement Portal using the District-provided bid table. No alternate pricing formats will be accepted.

Bids must be submitted online at:

https://trusd.bonfirehub.com/ Submissions by email, mail, or in-person delivery will not be accepted.

Minimum system requirements:

Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. JavaScript and browser cookies must be enabled.

Technical Assistance:

Vendors may contact Bonfire Support at Support@GoBonfire.com or access the help forum at:

https://vendorsupport.gobonfire.com/hc/en-us

Important submission guidelines:

• Submission materials must follow the file format instructions listed under "Requested Information" in the Bonfire portal.

• The maximum individual file upload size is 1000 MB.

• Embedded documents within uploaded files will not be accessible or evaluated.

• Late submissions will not be accepted under any circumstances.

To be deemed Responsive, proposals must:

• Be successfully uploaded to Bonfire by the proposal due date indicated on the cover page of this document, and

• Include complete pricing using the required bid table format and meet all specifications listed in this RFP.

ORGANIZATION OF PROPOSAL

All proposals shall be submitted through Bonfire. Each section will require a separate upload under “Required Documents.” Each uploaded section shall contain the following information.

Upload 1. Cover Letter Provide a signed cover letter on company letterhead that includes the RFP Title and Number (Water Delivery and Filtration Services, RFP No. P26-001, the submission date, and the name, title, and signature of the individual authorized to bind the firm contractually and to act as the primary point of contact for the proposal.

Upload 2. Company Information This section shall include the following details:

• Legal name of the company (and any DBA names, if applicable)

• Mailing and physical address(es)

• Remit-to (billing) address

• Main phone number and company website

• Type of business organization (e.g., Corporation, LLC, Sole Proprietor)

• Names of company owners https://trusd.bonfirehub.com/ https://vendorsupport.gobonfire.com/hc/en-us

• List of corporate officers and their titles (if applicable)

• Contact person for the proposal, including full name, title, phone number, email address, and mailing address

Upload 3. Company Background, Experience, and Qualifications Proposers must provide a summary of their background, years in business, and relevant experience with public sector clients or school districts. This section should include:

• Description of company history and core services offered

• Details of similar contracts held, including number of sites serviced and scope of work

• References from at least three (3) current or former clients with similar service needs

• Description of the account management structure and how customer service is delivered

Upload 4. Scope of Services and Approach Describe the proposer’s approach to fulfilling both service options outlined in the RFP:

• Bottled Water Delivery: Indicate how delivery scheduling, equipment servicing, and maintenance will be handled. Specify types of water offered (e.g., spring, purified), and bottle return logistics. Include sell sheets on dispenser rental units, Include Item/model #.

• Bottle-less Water Filtration Units: Describe installation procedures, routine maintenance and cleaning schedules (minimum 2x/year), filter replacement process, and response to service issues. Include sell sheets on water filtration units, include model #.

• Customer Support: Detail how service issues will be reported and resolved. Confirm assignment of a dedicated account representative with direct contact information and availability during District business hours.

Upload 5. Disclosures Include a full disclosure of any past (5 years) or current litigation, investigation, contract default, or failure to complete a service agreement. If none exist, include a statement confirming no known issues.

Upload 6. Insurance Requirements Submit a written statement confirming the proposer’s ability to meet the District’s insurance requirements as outlined in Section 16 of the General Terms and Condition and Instruction to proposed vendors.

Required insurance endorsements must name Twin Rivers Unified School District as an additional insured. If the proposer cannot meet a requirement, an alternative coverage plan may be submitted to the Director, Purchasing and Warehouse Services for review by District Counsel and Risk Management.

Upload 7. Addenda Acknowledgment Acknowledge all RFP addenda, if applicable. Each addendum must be signed and included with the proposal. Failure to acknowledge addenda may result in disqualification.

Upload 8. Required Attachments

Attachment 1: Certificate of Non-Discrimination

Attachment 2: Drug-Free Workplace Certification

Attachment 3: Non-Collusion Declaration

Attachment 4: Certificate Regarding Alcoholic Beverage and Tobacco-Free Campus Policy

Attachment 5: Workers Compensation Certificate

Attachment 6: W-9 Form

Pricing must be entered into the bid table provided in Bonfire, no exceptions. If notes or explanations are required, a clearly labeled document to this effect may be added to “Upload 4. Scope of Services and Approach.”

EVALUATION CRITERIA

Proposals submitted in response to this RFP will be evaluated based on the following weighted criteria.

The evaluation committee will review all responsive proposals for completeness, responsiveness, and alignment with the District’s operational needs and priorities.

Criteria Points Description

1. Pricing 35 pts Competitiveness and clarity of pricing submitted via Bonfire; cost-effectiveness across both bottled water and filtration options;

transparency of fees and maintenance costs.

2. Qualifications, Experience & References

25 pts Experience with K–12 or large public agencies; references;

demonstrated ability to support multi-site service rollouts; history of reliable performance.

3. Delivery Schedule & Logistics

15 pts Ability to meet site-specific delivery needs across 54 school sites and 4 administrative locations; regularity and reliability of service schedule; F.O.B. destination compliance.

4. Account Management & Support

15 pts Availability and responsiveness of assigned account representative;

escalation procedures; quality of customer service; demonstrated support structure for issue resolution.

5. Equipment Servicing & Maintenance

10 pts Quality and flexibility of service offerings (bottled and filtration);

inclusion of regular cleaning/maintenance; ease of implementation and equipment servicing.

Total Possible Points: 100

Note: The District reserves the right to conduct interviews, seek clarification, and request best and final offers (BAFO) before making a final selection.

Award of Agreement(s) will be based upon the proposal scores and follow-up interviews at the District’s option. Agreement awards are conditional on final approval by the Twin Rivers USD Board of Trustees.

The District reserves the right to:

• Request an interview with and/or additional information from any firm before its selection.

• Select the firm that, in the District’s judgment, will best meet the District’s needs.

Fees are an important factor but are not the sole factor in selecting.

• Reject any and all proposals or waive any non-statutory informality.

• Accepting or rejecting the contract shall be final.

• Award a contract, multiple contracts, or portions of the whole, to more than one firm;

• Not to award a contract due to proposals received or for any other reason.

The decision of the District panel and Board of Trustees will be final. The target date for the award of contracts by the Twin Rivers USD Board of Trustees is listed on the cover page of this document.

GENERAL TERMS AND CONDITION AND INSTRUCTION TO PROPOSED VENDORS

1. Acknowledgment and Confirmation: By submitting a response to this Request for Proposal (RFP), the proposer acknowledges that they have received, reviewed, and understood the GENERAL TERMS AND CONDITIONS AND INSTRUCTION TO PROPOSED VENDORS, along with all related documents associated with this solicitation.

Submission of a proposal constitutes confirmation by the proposer that, in their professional judgment, the RFP documents are adequate, feasible, and complete for the purpose of providing and delivering the requested goods and/or services in a sound and suitable manner, as specified and intended by the District.

The proposer further affirms that they have, or will have access to, all necessary equipment, personnel, materials, facilities, and technical and financial capacity to source, allocate, and deliver the requested goods and/or services in accordance with the requirements of this RFP and at the pricing submitted through the Bonfire eProcurement Portal, for the full duration of any resulting contract.

2. Addenda or Bulletins: Any Addenda or bulletins issued by the District during the time of proposal or forming a part of the documents loaned to the Proposed Vendor for the preparation of this proposal shall be covered in the proposal and shall be made a part of the contract.

3. Adjustment to Unit Price Schedule: All unit prices for all items proposed shall remain firm for the first contract year.

a. If the vendor’s supplier/manufacturer substantially increases (defined as more than a 2% increase) the price of the item(s) to be supplied hereunder during the term of the contract, only such substantial increases may be passed on to the District. At the time of a unit price adjustment request, the vendor must furnish written substantiation of increase by its supplier/manufacturer to the District’s Director of Purchasing for review.

Said substantiation shall be in the form of invoices, receipts, and/or other appropriate documentation showing costs in effect at the time of the proposal versus costs in effect at the time of the request for unit price adjustment. Any price increase must be substantiated to the satisfaction of the District and shall only be effective upon acceptance by the District in writing.

b. All requests for unit price adjustments must be requested by the vendor in writing no later than one hundred twenty (120) days prior to the end of each annual contract period.

c. It is expressly understood that unit price increases are neither automatic nor guaranteed. The District reserves the right to reject any such request and rebid and/or cancel said contract within the provisions of the contract.

4. Agreement Contingent Upon Board Approval: The District will not be bound by the terms of the Agreement until it has been formally approved by the District’s Board of Trustees, and no payment shall be made or owed to the successful Contractor absent that formal approval. The Agreement is deemed approved when it has been signed by the Superintendent, Chief Business Official, or other Designee.

5. Approximate Lead Times: The approximate lead times (provided in weeks from vendor’s receipt of District’s purchase order) for delivery of each individual proposed item must be included in the proposal.

6. Assignment of Contract: The successful Vendors shall agree not to assign, transfer, convey, sublet, or otherwise dispose of the items appearing in these documents, which he may be awarded, or any rights accruing thereunder, title or interest therein, funds to be received hereunder, or any power to execute the same without the consent in writing of the District.

Notice is hereby given that the District will not honor any assignment made by the Contractor unless the consent in writing, as indicated above, has been given.

7. Conflict of Interest: Vendors must also disclose any known or potential conflicts of interest that could affect impartial service delivery under a resulting agreement. The District may, at its discretion, waive or account for disclosed conflicts in evaluating proposals and making award determinations.

8. Cooperative Purchasing or Piggyback Contract Pricing: If a prospective vendor wishes to offer a proposal based upon cooperative purchasing contract pricing or piggyback contract pricing, the prospective vendor shall provide to the District an electronic copy of all related documents such as but not limited to the Notice to Vendors, proposal documents, contract number, detailed line-item pricing, and letter of contract renewal (if applicable).

9. Days of operation, schedules, etc.: The District’s Warehouse is open for deliveries Monday through Friday between the hours of 7:00 a.m. and 2:30 p.m. (PT), except for legal and District holidays. Service requests will be required at various sites, school and district schedules will be given upon award.

10. Delivery Date: The requested delivery date of items shall be specified on the District’s purchase order(s).

11. Delivery: All items are to be proposed and delivered F.O.B. Twin Rivers Unified School District Warehouse (3222 Winona Way, North Highlands, CA 95660). Unless otherwise directed in the

RFP. No charge for containers, packing, draying, shipping, handling or any other delivery purpose shall be allowed over and above the unit prices bid.

12. District Administration Rights: The TRUSD Administration reserves the right to The District reserves the right to: Request additional information or clarification, Waive minor irregularities in proposals, Enter into one or more agreements as a result of this RFP process, Reject any or all proposals in whole or in part in any of these documents.

13. Governing Law: In the event of litigation, the Proposal Documents, specifications, and related matter shall be governed by and construed in accordance with the laws of the state of California. The venue shall be with the appropriate state or federal court located in Sacramento County.

14. Identical Proposals: Per Public Contract Code Section 20117, if two or more Proposals are identical in all respects, the District may determine by lot which proposed vendors will be awarded a contract.

15. Indemnification: Other than in the performance of professional services and to the full extent permitted by law, Proposed Vendor shall indemnify, defend, and hold harmless District and any and all of its employees, officials, and volunteers from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including legal counsel’s fees and costs, court costs, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Proposed Vendors or by any individual or District for which proposed vendors is legally liable, including, but not limited to officers, agents, employees, or subcontractors of proposed vendor, except when caused by the active negligence or willful misconduct of the District.

16. Insurance Requirements: Successful Vendors may be required produce evidence of and maintain during the life of this contract Commercial General Liability, Business Automobile Liability and Workers’ Compensation and Employers’ Liability insurance coverage. The minimum amounts of such insurance shall be as hereinafter set forth. Successful Vendors will be required to furnish certificates of insurance prior to the start of work.

a. Commercial General Liability

i. Proposed Vendors shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office (ISO) form CG 00 01, in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. If an aggregate limit applies, either the general aggregate limit shall apply separately to these services or the general aggregate limit shall be twice the required occurrence limit. Proposed Vendors general liability policies shall be primary and shall not seek contribution from the District’s coverage and be endorsed with a form at least as broad as ISO form CG 20 10 or CG 20 26 to provide the District and its officers, officials, employees, and volunteers shall be additional insured under such policies.

b. Business Automobile Liability

i. Proposed Vendors shall provide auto liability coverage for owned, non-owned, and hired autos using ISO Business Auto Coverage form CA 00 01 (or equivalent) with a limit of no less than two million dollars ($2,000,000) per accident.

c. Workers’ Compensation and Employers’ Liability

i. Proposed Vendors shall maintain Workers’ Compensation Insurance with

Statutory Limits and Employers’ Liability Insurance with a limit of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. The Proposed Vendor shall submit to the District, with a certificate of insurance, a waiver of subrogation in favor of the District.

17. Interpretation of Documents: If any person contemplating submitting a proposal for the proposed contract is in doubt as to the true meaning of any part of the contract documents or finds discrepancies in, or omissions from, the specifications, he may submit to the Director of Purchasing & Warehouse Services of the Twin Rivers Unified School District a written request for an interpretation or correction hereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or addendum duly issued by said Director of Purchasing & Warehouse Services, and a copy of such addendum, will be posted on the Bonfire project webpage at WWW.TRUSD.BONFIREHUB.COM . The District will not be responsible for any other explanation or interpretation of the proposed documents.

18. Invoicing: All invoices shall be emailed to accounts.payable@trusd.net. If invoices are unable to be emailed they may be mailed to the District’s Accounts Payable Department at 3222 Winona Way, North Highlands, CA. 95660. All invoices submitted must include a purchase order number.

The District will pay the successful vendor for work satisfactorily rendered as per the Agreement. Generally, the District must receive services before payment is made. However, the District may allow prepayments in certain cases where the District (i) finds prepayment is justified to ensure the District receives future services or obtains significant price reductions and

(ii) documents the business reason.

The successful vendor shall submit invoices to the District Accounts Payable Department requesting payment for completion of the Services at the specified intervals. The District shall review and validate all invoices for approval before payment and then unless otherwise agreed to in writing, remit payment within thirty days of approval.

19. IRS Requirements: The District shall view the legal position of the Proposed as an “independent contractor” and that all persons employed to furnish the services are employees of the proposed vendor and not of the District.

a. The District shall not be liable for any of the contractor's acts or omissions performed under the contract to which the Proposed Vendor is a party.

b. The Proposed Vendor will complete the IRS Form W-9 attached to the District’s Services Agreement (Attachment D), provide a taxpayer identification number, and indicate whether the Proposed Vendor is a corporation, sole proprietor, partner, individual, etc.

20. Non-Collusion Declaration: Each proposed vendor must return a fully executed Non-Collusion Declaration, as required by Public Contract Code Section 7106, with the completed proposal.

http://www.trusd.bonfirehub.com/ mailto:accounts.payable@trusd.net

The Non-Collusion Declaration is included in this proposal package (“Attachment 3: Non- Collusion Declaration”).

21. Ownership of RFP and California Public Records Act: All proposals and materials submitted in response to this RFP shall become the property of the District and shall be considered a part of the Public Record and may be disclosed in accordance with applicable law, including the California Public Records Act. The District shall have no liability to any Contractor or any other party as a result of any public disclosure of any submittal or supporting material.

22. Piggyback Provision: Pursuant to Public Contract Code Sections 20118 and 20265, other school districts, public agencies, political subdivisions, municipalities and tax supported agencies in the state of California, including but not limited to cities, counties, county offices of education, state agencies, special districts, and public-school districts may purchase items and/or associated substitute items under same unit prices, terms, and conditions of this proposal.

23. Proposal Documents: Any documents included herein shall be interpreted to include all the provisions of the other documents as though fully set out therein. The prospective vendor should fully acquaint himself/herself with the terms and conditions affecting the performance of the contract. Submission of a proposal shall be taken as prima facie evidence of compliance with this provision.

24. Proposal Protest: A proposer may protest the District’s bidding process or the intended award of a contract by filing a written protest with the Director, Purchasing and Warehouse Services, Twin Rivers Unified School District, 3222 Winona Way, Suite 200, North Highlands, CA 95660.

Verbal protests (e.g., via telephone) and electronic submissions (e.g., email) will not be considered.

For a protest to be valid, it must meet the following requirements:

a. Timeliness: The written protest must be received no later than seventy-two (72) hours after the proposal results are published.

b. Identification of Proposer: The protest must identify the proposer on whose behalf the protest is submitted, including the name, address, and telephone number of the representative.

c. Specific Grounds for Protest: The protest must clearly identify the proposal or contract award being protested and provide a detailed explanation of the basis for the protest, including all relevant facts and supporting evidence.

d. Relevant Documents: References to specific sections of the RFP, bidding documents, or other relevant materials must be included.

e. Legal and Factual Basis: The protest must articulate all arguments in support of the protest, including citations to applicable laws or regulations where relevant.

f. Complete Documentation: The protest must include all documentation that supports its claims.

Failure to meet any of the above requirements will result in the protest being deemed invalid. If the protest is deemed valid, the District will review all relevant documentation and provide a written decision to the protesting proposer.

District Actions in Response to Protests

The District reserves the right to take any of the following actions in response to a valid protest:

• Decline to award the contract.

• Revise the intended award to a different proposer.

• Proceed with the award as originally intended, despite the protest.

The District’s decision shall serve as a condition precedent to the filing of any legal action or other proceeding by the proposer related to the matter protested.

Exclusive Means of Protest

Compliance with this protest process is mandatory. No proposer may rely on the protest of another proposer to meet the requirements of this section. Failure to comply with the outlined requirements will constitute a waiver of the proposer’s right to contest the bidding process or award of the contract.

25. Proposal Quantity and Taxes: Prospective Vendors are limited to one unit price per line item.

Multiple proposals by a single Vendor will not be accepted. Taxes shall NOT be included in the unit prices of the items. The District will pay only the California state sales and use taxes. Federal excise taxes are not applicable to school districts. Applicable taxes shall be added by the Vendor to his invoice(s) and included in the proposal.

26. Proposal Submissions: All Proposals, in order to be considered for acceptance, shall be submitted electronically within the DISTRICT’S BONFIRE PROCUREMENT PORTAL (https://trusd.bonfirehub.com/portal/?tab=openOpportunities) by no later than the Proposal Due Date indicated on the cover page of this document. It is the Bidder’s responsibility to ensure Proposals has been received on time. Late bids will not be accepted.

27. Proposed Items: The District may award multiple contracts (see “Exhibit 1: Sample Agreement & Exhibit 2: Purchase Order Term and Conditions” for example agreement/PO Terms). All of the proposed items listed in this proposal will be considered and awarded contracts individually or collectively, whichever is in the best interest of the District. Prospective Vendors may elect to participate on any or all items listed in the bid tables. Our estimated maximum purchase quantities for individual proposed items are included in the bid tables for your review only and they are not a guarantee of future purchases in similar quantities.

28. Proposed Vendor Default: If an awarded Vendor defaults, the District may procure the item(s) from other sources, typically, but not necessarily, the 2nd place vendor.

29. Restricted Proposal: Only those companies fully licensed, equipped, and experienced in the work being performed, with skilled personnel immediately available and able to obtain necessary components immediately, shall be considered qualified Vendors for this contract.

30. Substitution Request: A completed Substitution Request Form (“Attachment 7: Substitution Request Form”) must be submitted for each item proposed by the vendor when it is not proposed as described and specified in the bid table. Failure to submit a completed Substitution Request Form by the date indicated on the cover page shall disqualify a proposed item substitution from a Vendor’s proposal.

31. Term of Contract: The initial term of the contract shall be effective DATE for one (1) year. The District has the option to unilaterally renew the contract for two (2) additional years in one (1) year increments in accordance with Education Code Section 17596. The District reserves the right to terminate the contract at the end of each annual period.

32. Tobacco-Free District: The Twin Rivers Unified School District has been designated a tobacco-free District. Tobacco use (smoked or smokeless) is prohibited at all times on all areas of District property and in District vehicles.

33. Validity of Proposals: All proposals must be signed with the firm name and by an authorized officer or employee. Obligations assumed by such signature must be fulfilled. A successful prospective vendor shall not be relieved of the proposal submitted without the District’s consent.

34. Warranty: Proposed Vendors shall provide warranty information/documentation for all items proposed. Return of items to vendor for warranty purposes shall be free of all cost to the District. The return of wrongfully delivered items or damaged items shall also be free of all cost to the District.

35. Withdrawal of Proposals after Opening: A proposed vendor may not withdraw his proposal for a period of sixty (60) days after the date set for the opening thereof.

36. Withdrawal of Proposals Prior to Opening: Any proposed vendor may withdraw their proposal, either personally or by a written request, at any time prior to the scheduled time for the opening of Proposals.

- End of General Terms and Condition and Instruction to Proposed Vendors -

STANDARD FORMS: ATTACHMENTS AND EXHIBITS

ATTACHMENT 1: CERTIFICATE OF NON-DISCRIMINATION

Certificate of Non-Discrimination

(California Government Code § 12940)

Agency: Twin Rivers Unified School District, 5115 Dudley Blvd., McClellan, CA 95652

Company (Legal Name):

Hereafter known as “Company”

The undersigned hereby certifies to TRUSD, subject to penalty for perjury pursuant to the laws of the State of California, that all of the following is true and correct:

1. I am a duly authorized representative of the Company. As such, I have the full power to execute, and I hereby do execute, this certification on behalf of the Company.

2. In accordance with applicable law, including, but not limited to, the California Fair Employment and Housing Act (Government Code Sections 12940, et seq.) and Labor Code Section 1735, and applicable TRUSD Policy, including, but not limited to, Board Policies No. 0410, 5145.3, 5145.7, and 5145.9, TRUSD is committed to equal opportunity for all individuals in education and notification consistent with applicable law. All TRUSD programs, activities, and practices shall be free from discrimination based on race, color, ancestry, national origin, ethnic group identification, age, religion, marital or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity or expression, or genetic information;

the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. Moreover, TRUSD programs and facilities, viewed in their entirety, shall be in compliance with the Americans with Disabilities Act and any implementing standards and/or regulations.

3. The Company is aware of the above-referenced laws and TRUSD Board Policies (collectively, the “Non- Discrimination Policies”). For the entire duration of the Contract, the Company agrees to comply with the Non-Discrimination Policies to require compliance with the Non-Discrimination Policies by the Company’s employees who provide services in relation to the Contract.

Signature:

Printed Name:

Title:

Date:

ATTACHMENT 2: DRUG-FREE WORKPLACE CERTIFICATION

Drug-Free Workplace Certification (California Government Code § 8350-8357)

(Page 1 of 2)

This Drug-Free Workplace Certification form is part of the Contract made by and between the TWIN RIVERS UNIFIED SCHOOL DISTRICT (hereinafter referred to as the “District” and ____________________________________________________________________ (hereinafter referred to as the (“Contractor”) for the project number and title listed below (hereinafter referred to as the “Project.” This form is required from all successful bidders pursuant to the Drug-Free Workplace Act of 1990 (Government Code section 8350 et seq.) The Drug-Free Workplace Act requires that every person or organization awarded a contract or grant for procurement of any property or service from any State agency must certify that it will provide a drug-free workplace by doing certain specified acts. It addition, the Act provides that each contract or grant awarded by a State agency may be subject to suspension of payments or termination, and the contractor or grantee may be subject to debarment from future contracting, if the contracting agency determines that specified acts have occurred. The District is not a "state agency" as defined in the applicable section(s) of the Government Code, but the District is a local agency under California law and requires all contractors on public works projects to comply with the provisions and requirements of the Drug-Free Workplace Act.

Pursuant to Government Code section 8355, every person or organization awarded a contract or grant from a state agency shall certify that it will provide a drug-free workplace by doing all of the following:

1. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in their workplace and specifying actions which will be taken against employees for violations of the prohibition;

2. Establishing a drug-free awareness program to inform employees about all of the following:

a. The dangers of drug abuse in the workplace;

b. The person’s or organization’s policy of maintaining a drug-free workplace;

c. The availability of drug counseling, rehabilitation and employee-assistance programs; and

d. The penalties that may be imposed upon employees for drug abuse violations.

3. Requiring that each employee engaged in the performance of the contract or grant be given a copy of the statement required by subdivision A, and that, as a condition of employment on the contract or grant, the employee agrees to abide by the terms of the statement.

I, the undersigned, agree to fulfill the terms and requirements of the Drug-Free Workplace Act as it now exists or may hereinafter be amended. Particularly, I shall abide by Government Code section 8355 when performing the Contract for the Project by:

1. Publishing a statement notifying employees concerning the prohibition of controlled substance at my workplace;

2. Establishing a drug-free awareness program; and

3. Requiring that each employee engaged in the performance of the contract be given a copy of the statement required by section 8355(a) and agree to abide by the terms of that statement.

I also understand that if the District determines that I have either: (a) made a false certification herein; or

(b) violated this certification by failing to carry out the requirements of section 8355, the Contract awarded herein is subject to termination, suspension of payments, or both. I further understand that if I violate the terms of the Drug-Free Workplace Act, I may be subject to debarment.

Drug-Free Workplace Certification (California Government Code § 8350-8357)

(Page 2 of 2)

I acknowledge that I am aware of the provisions of Government Code section 8350 et seq., and hereby certify that I will adhere to the requirements of the Drug-Free Workplace Act.

ATTACHMENT 3: NON-COLLUSION DECLARATION

Non-Collusion Declaration

(Public Contract Code § 7106)

_______________________________________deposes and says that s/he is ______________________________

(Name of Authorized Representative) (Title) of _________________________________________, the party providing the foregoing proposal; that the proposal

(Firm Name) is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the respondent has not directly or indirectly colluded, conspired, connived, or agreed with anyone else to put in a sham proposal; that the respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other respondent, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are factual; and, further, that the respondent has not, directly or indirectly, submitted his or her price or any breakdown thereof, or the contents thereof, or divulged information of date relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member of agent thereof to effectuate a collusive or sham proposal.

ATTACHMENT 4: CERTIFICATE REGARDING ALCOHOLIC BEVERAGE AND TOBACCO-FREE

CAMPUS POLICY

Certificate Regarding Alcoholic Beverage and Tobacco-Free Campus Policy

(California Health and Safety Code § 104420)

The Contractor agrees that it will abide by and implement the District’s Alcoholic Beverage and Tobacco-Free Campus Policy, which prohibits the use of alcoholic beverages and tobacco products, at any time, on District-owned or leased buildings, on District property and in District vehicles. The Contractor shall procure signs stating “ALCOHOLIC BEVERAGE AND TOBACCO USE IS PROHIBITED” and shall ensure that these signs are prominently displayed in all entrances to school property at all times.

ATTACHMENT 5: WORKERS COMPENSATION CERTIFICATE

Workers’ Compensation Certification

(California Labor Code § 3700)

Labor Code section 3700 in relevant part provides:

Every employer except the State shall secure the payment of compensation in one or more of the following ways:

a) By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State.

b) By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees.

c) For any county, city, city and county, municipal corporation, public district, public agency, or any political subdivision of the state, including each member of a pooling arrangement under a joint exercise of powers agreement (but not the state itself), by securing from the Director of Industrial Relations a certificate of consent to self-insure against workers’ compensation claims, which certificate may be given upon furnishing proof satisfactory to the director of ability to administer workers’ compensation claims properly, and to pay workers’ compensation claims that may become due to its employees. On or before March 31, 1979, a political subdivision of the state which, on December 31, 1978, was uninsured for its liability to pay compensation, shall file a properly completed and executed application for a certificate of consent to self-insure against workers’ compensation claims. The certificate shall be issued and be subject to the provisions of Section 3702.

I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.

(In accordance with article 5 (commencing at section 1860), chapter 1, part 7, division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.)

ATTACHMENT 6: W-9 FORM

ATTACHMENT 7: SUBSTITUTION REQUEST FORM

Substitution Request Form

Company Name:

Contact Name:

Contact Phone Number:

Contact e-mail:

Provide point-by-point comparative data on proposed substitution item. Include brand, model, description, specifications, and attach any additional information adequate for the evaluation of the substitution item request.

The District reserves the right to request a sample from Company of their proposed substitution if necessary to make an evaluation. The Company will be responsible for all costs associated with providing the sample.

Notification of acceptability of proposed substitution item will be made no later than 3 days prior to bid close date.

Item No. on Bid:

Item Description:

Proposed Item No.

Proposed Item Description:

Item No. on Bid:

Item Description:

Item No. on Bid:

Item Description:

The Undersigned Certifies:

Proposed substitution item has been fully investigated and determined to be equivalent or superior in all respects to the specified item’s performance.

Same warranty (if applicable) will be furnished for proposed substitution item as for specified item.

EXHIBIT 1: SAMPLE AGREEMENT

EXHIBIT 2: PURCHASE ORDER TERM AND CONDITIONS

EXHIBIT 3: DISTRICT MAP

EXHIBIT 4: DISTRICT ADDRESSES

Site Name Street Address City Zip Code

Estimated Bottles Annually

ALLISON ELEMENTARY SCHOOL

4315 DON JULIO

BOULEVARD

NORTH

HIGHLANDS 95660

BABCOCK ELEMENTARY SCHOOL

2400 CORMORANT

WAY SACRAMENTO 95815

CASTORI ELEMENTARY SCHOOL 1801 SOUTH AVENUE SACRAMENTO 95815 200

CREATIVE CONNECTIONS ARTS (6-

11) 6444 WALERGA ROAD

CREATIVE CONNECTIONS ARTS

ACADEMY 7201 ARUTAS DRIVE

NORTH

HIGHLANDS 95660

DEL PASO HEIGHTS ELEMENTARY

SCHOOL 590 MOREY AVENUE SACRAMENTO 95838

DISTRICT OFFICE

5115 DUDLEY

BOULEVARD MCCLELLAN 95660

DRY CREEK ELEMENTARY SCHOOL 1230 G STREET RIO LINDA 95673

EAST NATOMAS EDUCATION

CENTER 5921 EAST LEVEE ROAD SACRAMENTO 95835

F.C. JOYCE ELEMENTARY SCHOOL 6050 WATT AVENUE

HIGHLANDS 95660

FAIRBANKS ELEMENTARY SCHOOL

227 FAIRBANKS

AVENUE…