12-Bid Specifications.pdf

RICHARDSON INDEPENDENT SCHOOL DISTRICT

400 S. GREENVILLE AVENUE

RICHARDSON, TX 75081

RFSP 26-368 Custodial Supplies and Related Items

*This bid will replace all awarded bid items and vendors from Richardson ISD bid 24-290 expiring June 9, 2026*

1. INTRODUCTION

The Richardson Independent School District (RISD) is accepting sealed proposals from vendors to provide Custodial Supplies and Related Items for all district campuses and departments.

This contract will be awarded to multiple vendors to best serve the District’s diverse needs.

All proposals must be submitted electronically through Euna Procurement (formerly Bonfire) no later than April 2, 2026 at 2:00 PM Central Time. The e-bid system will not accept late submissions.

Samples must be received by April 2, 2026 at 4:00 PM Central Time. See section 14 for details.

2. DISTRICT OVERVIEW

The Richardson Independent School District (RISD) is located in northern Dallas County, Texas, and includes portions of Richardson, Dallas, and Garland.

RISD currently serves nearly 37,000 students and 6,000 employees across:

• 4 High Schools

• 6 Junior High Schools

• 2 Middle Schools

• 36 Elementary Schools

• 1 Non-Traditional High School

• 1 Alternative Learning Center

• Various Central Administration Buildings

3. PERIOD OF AGREEMENT

The term of this agreement will be effective beginning June 5, 2026, after formal approval by the RISD Board of Trustees for one (1) year with two (2) one-year renewal options through June 5, 2029. The board meeting to obtain approval of the agreement is scheduled for June 4, 2026. Any changes to the offered discount after one year must be communicated in writing to RISD in advance, and RISD must agree in writing to any discount changes.

Proposal pricing (including offered discounts) must remain firm for a one (1) year period after contract award.

4. AWARD

A. RISD anticipates awarding this contract to multiple qualified vendors that provide the best overall value based on the evaluation criteria in this RFSP.

B. All vendors submitting a timely and complete proposal will be considered for award.

C. Award notifications will be emailed to vendors. Vendor will need to review, sign, and submit award letter. Emails will come from purchasing@risd.org.

D. Awarded vendors will be publicly listed at: https://web.risd.org/purchasing/awarded-bids

E. Selection does not guarantee any minimum volume of purchases.

F. RISD may also make purchases from other sources if it is in the District’s best financial or operational interest.

5. PURCHASES

Purchases under this agreement will be made on an as-needed basis. Vendor selection for individual purchases will depend on price, availability, service, and delivery timelines.

A complete list of RISD campuses can be found at: https://web.risd.org/home

6. ESTIMATED ANNUAL EXPENDITURE:

RISD does not guarantee any specific volume or dollar amount of purchases under this contract.

Actual expenditures will depend on district needs and budgetary constraints.

RISD’s annual expense for Custodial Supplies and Related Items for SY 24-25 was: $467,242.00

7. OTHER TERMS

A response by one vendor of a “chain” or business will suffice for other outlets of that “chain” or business if each outlet agrees by the terms of this proposal.

If a parent company is submitting more than one subsidiary company, a separate proposal shall be submitted for each company name.

If your company claims “sole source” status for the services or products you provide, the RISD still requests a response from your company to this RFP.

The District reserves the right to order custodial supplies and related items directly from any other source, if in the judgment of RISD it appears necessary, expedient, and or financially advantageous to the District.

mailto:purchasing@risd.org https://web.risd.org/purchasing/awarded-bids https://web.risd.org/home

8. PRE-SERVICE AFFIDAVIT REQUIREMENT

Pursuant to Senate Bill 571 (2025), all service providers must comply with Texas Education Code Chapter 22A, regarding employee and service provider misconduct reporting.

Before providing services, vendors must ensure that all assigned individuals execute and submit the RISD Pre-Service Affidavit, disclosing any relevant investigations, disciplinary actions, or employment history as required by law.

Failure to comply may result in contract termination and legal penalties.

Pre-Service Affidavit Form:

https://s.risd.org/Pre-Service-Affidavit

TEA Guidance:

https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-

9. SUBMISSION VIA EUNA PROCUREMENT

Instructions:

1. Download all required forms from the “Files” section

2. Upload completed documents in the designated “Requested Information” section.

3. Uploads must match required file formats.

4. The system will not allow incomplete submissions.

10. REQUIRED DOCUMENTS AND AGREEMENTS

Proposers will be required to submit the following documents or respond to required agreements.

A. Proposal (See section 19 below) B. Bid Table (see section 13 below) C. Questionnaire D. Certificate of Interested Parties document – generated by going to https://www.ethics.state.tx.us/filinginfo/1295/ E. Deviations Compliance Form – must submit deviations per instructions on form F. RISD Certifications – refer to the RISD Required Certifications 25-26 form and document entitled

Information regarding EDGAR Certifications G. Insurance Certificate H. W9 (current) I. Pre-Service Affidavit Agreement (Yes or No) J. Declaration of Conflict of Interest (Yes or No) K. Conflict of Interest form (if a conflict exists) L. HUB Certification (if applicable) https://s.risd.org/Pre-Service-Affidavit https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://tea.texas.gov/about-tea/news-and-multimedia/correspondence/taa-letters/required-misconduct-reporting-and-notices-sb-571-and-liability-of-public-schools-and-professional-school-employees-hb-4623 https://www.ethics.state.tx.us/filinginfo/1295/

11. SCHEDULE OF EVENTS

Release RFSP February 27, 2026 2:00 PM Deadline for Questions March 10, 2026 2:00 PM Proposal Submission Deadline April 2, 2026 2:00 PM Deadline for Submission of Samples April 2, 2026 4:00 PM Anticipated Board Recommendation June 4, 2026 Agreement Start Date June 5, 2026

12. COMMUNICATIONS

All communication regarding this RFSP must occur through the Euna Procurement portal.

RISD will not provide verbal responses.

Questions received after the deadline may not receive a response.

Respondents are responsible for monitoring the portal for updates and posted Q&A.

RISD Contact:

Buyer Name, Purchasing Department !" (469) 593-0561 #$%&' ashley.renfrow@risd.org

Contact with any other district personnel regarding this RFSP is strictly prohibited and may result in disqualification.

13. BID TABLE WORKSHEET

Proposers must fill in all blank columns (ex: brand name and item number, proposer’s stocking number and unit price). Information must be clear and concise.

Pricing must be for a specific unit of measure (UOM) specified for that item on the Bid Table (ex:

each, case, etc.).

If Proposer provides “discount from catalog” pricing, Proposer must quote a single discount percentage to be applied to all items in the Proposer’s published catalog and not specified on the Bid Table worksheet.

Please note, vendors are not required to bid on all items.

13.1 BID TABLE TERMS

a. YEARLY ESTIMATE: this column represents the estimated amount RISD ordered over the life of bid 24-290 (June 6, 2024 to current), it does not represent a one-time purchase.

Items marked with a one (1) represent new items or items with no order history. RISD does not guarantee the same amount will be purchased over the life of this bid.

b. RISD ITEM NUMBER: this column represents the item number RISD uses to identify the product and should be included in any correspondence regarding the product.

mailto:ashley.renfrow@risd.org

c. RISD APPROVED BRAND AND ITEM NUMBER: this column represents the preferred/approved products and items of RISD.

d. RISD UNIT OF MEASURE (UOM): this column represents the unit of measure RISD distributes this item to campuses and/or departments.

e. BRAND NAME AND NUMBER: this column represents the brand name and item number the respondent is proposing/quoting.

f. RESPONDENTS ITEM NUMBER: this column represents, if different from column E, identifies the respondent’s specific item number.

g. PACK COUNT: this column represents how many items are in a pack.

h. PACKS PER CASE: this column represents the number of packages per case.

i. CASES PER PALLET: this column represents the number of cases per pallet.

j. ESTIMATED DELIVERY: this column represents the estimated delivery time of products and items after receiving of the purchase order.

k. MINIMUM ORDER REQUIREMENTS: this column represents a minimum order requirement if applicable.

l. RISD UNIT PRICE: This column represents the unit price, including shipping.

14. PRODUCT SAMPLES

• When designated [on Bid Table worksheet], samples are required and must be received by 4:00 PM CT, April 2, 2026, at the Richardson ISD Operations Center located at 1123 S. Greenville Avenue, Richardson, TX, 75081. Attn: Ashley Renfrow, Purchasing Department.

• Proposer must furnish samples at no cost to the District.

• The submitted samples must be clearly labeled with the Proposer’s company name, company contact name and phone number, RISD Bid Number 26-368, and RISD item number and corresponding Proposer’s item number.

• Proposer’s failure to submit a sample requested will result in the product in question not being considered for award to Proposer.

• RISD will retain samples for a sufficient length of time for proper evaluation. If not destroyed or consumed during examination or testing, RISD will return sample(s) to Proposer at Proposer’s expense.

• RISD is not liable for samples that are damaged, destroyed or consumed during examination or testing.

15. PRODUCT EVALUATION

• Items will be disqualified that do not meet specifications for the accepted equal.

• If a product is purchased and it is later established that said product fails to comply with these specifications, conditions, and District expectations the item will be rejected and returned to the supplier at the supplier’s expense.

• No item shall be considered satisfactory that does not conform to our usual accepted methods, use, application, storage, handling and delivery.

• The decision concerning the satisfactory use and performance of any item on this proposal shall be that of the Facilities and Operations Department of the Richardson Independent School District.

16. BRAND NAMES

• The RISD definition of “equal” is a substitute product that must be equivalent in all relevant aspects as determined by The District with respect to the specific item. Equal may be determined by sample criteria that may include but is not limited to; unique features, operation functionality, size limitations, product availability and service/support reliability.

• The brand or trade name, manufacturer’s name and catalog number must be given in the column provided. If responder fails to indicate brand or trade name, where requested, the item proposal may be disqualified.

• If responder is providing an “equal” product rather than the approved name brand(s) then a sample is required. Otherwise, samples requirements are designated on the Bid Table Worksheet.

17. DELIVERY

• All deliveries shall be to the RISD location indicated on RISD purchase orders.

• All freight is FOB Destination Freight Prepaid and Allowed.

§ (Prepaid and allowed is defined as; the seller prepays the transportation and charges are included in the contract price)

• Unless specifically stated otherwise, all shipments MUST include inside delivery.

• Tailgate deliveries and/or deliveries requiring RISD unloading may be refused.

• Delivery locations will be determined at the time of purchase.

• All delivery tickets must show RISD purchase order number. Failure to show the RISD purchase order number can result in refusal to accept delivery.

• Large quantity orders must be delivered on front-load pallets.

• Large quantity orders delivered on pallets must not extend off the sides of the pallet.

• All deliveries are to be shipped to the following address unless otherwise specified on the RISD purchase order:

RISD Operations Center 1123 S. Greenville Avenue Richardson, TX 75081

• Contact RISD Receiving Department at 469-593-0597 to schedule delivery appointments.

18. PRICING

• It is the intent of this solicitation to establish a discount from published price list.

• The percentage discount offered will be based on the current published price list and pricing will remain firm for one (1) year. Discount changes will be reviewed upon annual anniversary of agreement.

• Price reductions shall be offered immediately upon becoming available to a vendor after award.

• Vendors responding to this proposal agree to sell items at no more than the normal retail price and agree to accept the District’s tax-exempt status and WILL NOT charge RISD sales tax.

19. PROPOSAL

Proposals must be submitted with description of your company and experience with providing custodial supplies and related items (not to exceed 3 pages).

20. PROPOSER’S MASTER TERMS AND CONDITIONS

The Proposer shall provide its Master Terms and Conditions document as part of its proposal submission for review by RISD. Upon award, RISD’s legal counsel will review and negotiate the Master Terms and Conditions to establish a mutually agreed-upon Master Service Agreement

(“MSA”).

For all subsequent quotes or purchases made under the MSA, the following statement (or a substantially similar one) must be included:

“The Parties agree that by Richardson ISD making this purchase, the Parties agree to the terms and conditions set forth in the Master Service Agreement dated [Month] [Day], [Year]. Without limiting the foregoing, this Agreement supersedes any click-wrap, browse-wrap, or other online terms that might otherwise apply to the Services. The Agreement may not be modified or amended except by a written agreement executed by both Parties.”

This ensures that all future engagements between the Parties are governed by the agreed-upon Master Service Agreement and not by any unilateral or automatically imposed terms.

21. EVALUATION AND SELECTION PROCESS

This proposal will be awarded in the best interest of the District. Final evaluation of this proposal will be based on the Texas Education Code 44.031(b).

Richardson ISD will conduct a comprehensive evaluation of all submissions received in response to this RFP. The district will appoint a selection committee to perform the evaluation. Each submission will be analyzed to determine overall responsiveness, qualifications under the RFP and Respondent’s proposed plan. At that time, negotiations will be conducted and a contract will be executed.

An Evaluation Committee will evaluate the proposals against the following weighted criteria:

Evaluation Criteria Points 1 Pricing Offered (Calculated in Bid Table) 50

2 Reputation of the vendor and vendor’s goods or services – K12 References Provided 5

3 Quality of the vendor’s goods or services (Proposal response) 25 4 Extent to which the goods or services meet the district’s needs 10 5 Vendor’s past relationship with the district 10

6 Impact of district’s compliance with laws and rules relating to Historically Underutilized Businesses 0

7 Total long-term cost to the district 0

8 Vendor or Vendor’s ultimate parent company or majority owner has its principal place of business in this state 0

9 Vendor or Vendor’s ultimate parent company or majority owner employs at least 500 persons in this state 0

10 Vendor accepts Purchase Orders 0

Notice: The evaluation and scoring shown on this evaluation document are preliminary results and are not final.

This evaluation and scoring may be subject to re-evaluation, re-scoring, and/or re-examined considering additional evaluation information, such as applicable law/regulations or through a Best and Final Offer (BAFO) process. Evaluations and scoring results are not final until the evaluation process officially concludes.

Proposer(s) scoring highest based upon the Evaluation Criteria will be selected to participate in this final analysis of proposals. Qualifications and suitability of the proposed service and not price alone shall be considered in the acceptance of proposals. The District will award a contract based upon best value as determined by a combination of price and the above stated evaluation criteria.

RISD may request a written interpretation from a Proposer of any term or statement in a proposal that is or appears unclear or subject to more than one interpretation, and may act upon such written interpretation.

RISD shall have the right to reject any or all proposals; to reject a proposal not accompanied by the required documents; to reject a proposal, which is in any way incomplete, irregular, or nonconforming;

or to reject a proposal, which may otherwise be legally rejected for any reason. RISD may waive any informality in any proposal to the fullest extent permitted by applicable law.

22. CONTRACT

The contents of the proposal submitted by the successful Proposer and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful Proposer will be expected to sign a contract/award letter with the District.

23. PURCHASE ORDER

All purchases will be made via an official RISD Purchase Order (PO).

No shipment or delivery may occur without a valid PO.

Invoices and packing slips must include:

• RISD PO number

• Manufacturer’s item number

• Discounted unit price

24. CANCELLATION

RISD reserves the right to cancel this contract should any of the following occur:

• the vendor(s) proceeds in a manner that does not comply with the contract

• should services or quality of the goods become unacceptable as determined solely by RISD

• the vendor(s) does not carry out the provisions of this contract in its true intent and meaning as indicated in the scope of work.

Prior to contract cancellation, the vendor(s) will be served with written notice to provide satisfactory compliance with the contract without penalty. If the vendor neglects or refuses to follow such notice within thirty (30) days RISD may cancel the contract.

25. WARRANTY / GUARANTEE

All products purchased under this contract shall be NEW and free from defects.

26. SURVIVAL CLAUSE

Any software license agreements, warranties, maintenance agreements, or service agreements that are incorporated into or arise from accepted Purchase Orders or Purchase Agreements issued pursuant to this Contract shall survive the expiration or termination of this Contract in accordance with their respective terms. Any Purchase Orders or Purchase Agreements issued by ISD and accepted prior to the expiration or termination of this Contract shall likewise survive until fully performed or otherwise resolved in accordance with their terms.