13-Bid Specifications District-Wide Furniture.pdf

RICHARDSON INDEPENDENT SCHOOL DISTRICT

400 S. GREENVILLE AVENUE

RICHARDSON, TX 75081

DISTRICT-WIDE FURNITURE PURCHASE AND INSTALLATION

RFSP #25-359

1. INTRODUCTION

The Richardson Independent School District (RISD) is accepting sealed proposals from qualified and experienced furniture dealers to provide furniture and installation for all district campuses and departments. This includes day-to-day purchases as well as larger projects to support the 2025 Bond Program.

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

All proposals must be submitted electronically through Euna Procurement (formerly Bonfire) no later than December 4, 2025 at 2:00 PM Central Time. The e-bid system will not accept late submissions.

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 across:

• 4 High Schools

• 6 Junior High Schools

• 2 Middle Schools

• 36 Elementary Schools

• 1 Non-Traditional High School

• 1 Alternative Learning Center

For additional information about the 2025 Bond Program, visit:

https://web.risd.org/home/bond2025/ https://web.risd.org/home/bond2025/

3. PERIOD OF AGREEMENT

The term of this agreement will be effective beginning January 16, 2026 after formal approval by the RISD Board of Trustees for (5) years through June 30, 2031. The board meeting to obtain approval of the agreement is scheduled for January 15, 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.

4. 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

5. 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.

6. AWARD OF CONTRACT

RISD intends to award contracts to multiple qualified vendors that provide the best overall value in accordance with the evaluation criteria outlined in this RFSP. Award notifications will be distributed through the Euna Procurement system and will be publicly available on the RISD Purchasing website.

Selection as an awarded vendor does not guarantee a minimum volume of purchases. Awarded vendors may be asked to participate in any post-award activities as requested by RISD, including but not limited to room modeling, sample presentations, pricing confirmations, or interviews. RISD reserves the right to procure goods or services from other sources when it is determined to be in the best financial or operational interest of the District.

https://web.risd.org/home

7. 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-

8. SUBMISSION VIA EUNA PROCUREMENT

Instructions:

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

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

C. Uploads must match required file formats.

D. The system will not allow incomplete submissions.

9. REQUIRED DOCUMENTS AND AGREEMENTS

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

A. Proposal Response (see section 17 below) B. Manufacturer, Discount and Cooperative Contract Information Proposal Form C. Questionnaire D. Proposer’s Master Terms and Conditions E. Certificate of Interested Parties - Form 1295 – generated by going to https://www.ethics.state.tx.us/filinginfo/1295/ F. Deviations Compliance Form – must submit deviations per instructions on form G. RISD Certifications – refer to the RISD Required Certifications 25-26 form and document entitled

Information regarding EDGAR Certifications H. Current Certificate of Insurance I. Current W9 J. Pre-Service Affidavit Agreement (Yes or No) 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/

K. Declaration of Conflict of Interest (Yes or No) L. Conflict of Interest form (if a conflict exists) M. HUB Certification (if applicable)

10. SCHEDULE OF EVENTS

Release RFSP November 6, 2025 10:00 AM Deadline for Questions November 20, 2025 10:00 AM RISD Responses Posted November 21, 2025 2:00 PM Proposal Submission Deadline December 4, 2025 1:00 PM Anticipated Board Recommendation January 15, 2026 Agreement Start Date January 16, 2026

11. 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:

Melody Greig, Purchasing Department

��� (469) 593-0578

���� melody.greig@risd.org

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

12. SCOPE OF WORK

A. General Requirements

The awarded vendor(s) shall provide all labor, materials, coordination, and services necessary for the supply, delivery, assembly, installation/setup, movement to assigned room/area, and removal of packing materials and debris associated with the procurement of furniture, fixtures, and equipment (FF&E) for District facilities.

The scope of services includes, but is not limited to:

• Warehousing, delivery, installation, punch walks, and correction of deficiencies

• Specification support, drawings, and coordination with District design standards

• Services for both day-to-day purchases and bond-funded projects

• Full-service support; all pricing shall include services customary to a full-service furniture dealership mailto:melody.greig@risd.org

B. Product Standards

1. All furniture and equipment shall be commercial-grade and backed by a minimum two (2) year manufacturer’s warranty; lifetime warranties are preferred.

2. All items must be capable of performing their intended purpose upon delivery, installation, and setup.

3. Any items that are broken, incomplete, scarred, marred, dented, bent, torn, or otherwise unacceptable upon delivery or immediate inspection shall be immediately repaired or replaced by the vendor at no cost to the District.

4. Deficiencies identified at delivery shall not be deferred as “warranty issues.”

C. Installation Services

1. The selected vendor(s) shall coordinate the offloading, staging, unpacking, assembly, and installation of all items in their designated locations within the school or facility.

2. All assembly shall be performed in accordance with manufacturer’s instructions and specifications.

3. Vendors are responsible for the removal and proper disposal of all debris, packing materials, and installation waste from the premises.

D. Purchase Agreement

Award of this Agreement authorizes the District to purchase any quantity of furniture, fixtures, or equipment from the awarded vendor(s) during the term of the agreement, as determined by District needs.

E. Inspection and Acceptance

1. Upon delivery, all items shall be inspected by District staff for quality, appearance, functionality, and compliance with the required specifications.

2. Any items that fail to meet District standards or are damaged in shipment shall be replaced or corrected by the vendor at no additional cost to the District within an acceptable time frame.

3. Final acceptance will occur only after the District has verified that all items meet contract requirements.

F. Warranty Documentation

Proof of manufacturer’s warranty shall be provided to the District at the time of furniture procurement.

13. SPECIFICATIONS

Specifications and drawings will be project-specific and must align with RISD’s Educational Furniture Specifications and approved design standards.

The following manufacturers are preferred by RISD, but equivalent products from other reputable manufacturers may be considered.

9 TO 5 SEATING MiEN

ALUMNI CLASSROOM MOORE CO.

AmTab NATIONAL

CLINTON INDUSTRIES PARAGON

FLEETWOOD SCHOLAR CRAFT

FOMCORE SMITH SYSTEMS

GREAT OPENINGS U-LINE

HON VS

KI WB

KIMBALL WENGER

MARCO WEST MUSIC

MEDIA TECH

14. PRICING

Vendors must submit discounts off manufacturer list prices for all authorized product lines.

Discounts must include customary dealer services such as:

• Specification and drawings

• Quoting and order processing

• Project management

• Installation coordination and punch item resolution

Discounts must remain constant during the contract term or with a 30-day notice from manufacturer.

RISD is tax-exempt and will not pay sales tax.

Refer to Manufacturer, Discount, and Cooperative Proposal Form

15. SAMPLE MOCK-UPS

RISD may request product samples or mock-ups during evaluation or prior to purchase order issuance.

All samples must be:

• Shipped prepaid and labeled with relevant details

• Clearly marked as “Resubmitted Sample” if resubmitted after revision

Rejected samples must be replaced promptly.

RISD may retain approved samples for reference.

16. PROPOSAL FORMAT

Provide all requested information. Failure to provide required information may cause the proposal to be deemed non-responsive.

A. Preface

The firm shall provide an executive summary of five (5) pages or less, which gives in brief, concise terms, a summation of the scope of work (refer to Section 12).

B. Description of Firm Personnel

• Identify the key staff (exclusive of support or administrative staff) in the firm who will have primary responsibility for this account.

o Describe their current responsibilities with the firm.

o Describe the role each will play if a contract is awarded to the firm.

• Do you have your own install crew? If not, who do you use and how long have you used them?

• Provide any additional information that substantiates that the firm has other capacity or staff to perform the scope of duties, above and beyond identified key personnel

C. Client References and Comparable Accounts

Current or Recent Projects

• List at least five (5) current or recent clients that your firm has provided furniture and services — excluding RISD. Where possible, include at least one major Career and Technical Education (CTE) project or a comparable school or commercial project.

o For each client, include:

Institution Name Institution Type (school district, charter school etc.)

Timing (project start and completion dates) Brief Description of Services Provided

References

• Provide at least (5) current client references. If possible, at least one reference should be a major CTE project at a school or similar commercial project.

o For each reference, include:

Institution Name Contact Name Email Address Phone Number

D. Services Available

• Explain why you feel your company should be selected. Provide a capabilities statement that addresses both project orders and day to day business.

• Describe any website, software, catalogs or ordering systems your company, or the manufacturer represented by yourself, would utilize specific to RISD's needs.

• Does your discount percentage mirror any cooperative contracts? If your offered discount percentage is not as good as any cooperative contracts, explain why.

• Explain how your firm handles the order process from quoting to order placement through installation and punch items.

• Explain your cancellation, return, and restocking policies.

• Do you have a warehouse facility located in the Dallas area? If not, list the city and distance of your closest warehouse location.

• Provide current lead time on ordering and inventory on hand. Please note any manufacturers with a quick ship program and a build and hold program. Do you stock any product?

• State how shipping and packaging materials will be disposed of, i.e., landfill or company recycling programs.

17. 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.

18. EVALUATION AND SELECTION

RISD will evaluate proposals based on Texas Education Code §44.031(b) using the following weighted criteria:

Evaluation Criteria Points

1 Financial - comprehensive discounts provided 35

2 Reputation of the vendor and vendor’s goods or services – K12 References provided and review of current client list 5

3 Quality of the vendor’s goods or services (Proposal response – Section 17) 30

4 Extent to which the goods or services meet the district’s needs – Proposed products (manufacturer’s) 30

5 Vendor’s past relationship with the district 0

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 Other relevant factors specifically listed in this RFSP 0 Agreement to RISD Standard Terms and Conditions Pass/Fail Agreement to provide Pre-Service Affidavit (if applicable) Pass/Fail

RISD reserves the right to conduct interviews.

At RISD’s discretion the top ranked vendors will be recommended for award.

19. CONTRACT

The successful proposer’s response, together with this RFSP, will form the basis of the final contract.

Awarded vendors must sign an award letter with RISD before receiving purchase orders.

20. 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

21. 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.

22. WARRANTY / GUARANTEE

All products supplied must be new, free from defects, and covered by the manufacturer’s standard warranty (minimum 2 years; lifetime preferred).