15-Bid Specifications.pdf

RICHARDSON INDEPENDENT SCHOOL DISTRICT

400 S. GREENVILLE AVENUE

RICHARDSON, TX 75081

Commodity Discount Providers

RFP #25-361

1. INTRODUCTION

Richardson Independent School District (“RISD” or “District”) is accepting unsealed proposals for COMMODITY DISCOUNT PROVIDERS. This is an unsealed proposal to establish contracts, which will allow for the legal acquisition of various Commodity Discount Providers.

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 June 15, 2026 at 1:00 PM Central Time. The e-bid system will not accept late submissions.

** ATTENTION PREVIOUSLY AWARDED VENDORS: To check on the maturity date of an existing contract or determine if you should submit a new response, go to this link (https://web.risd.org/purchasing/# ) under Vendors to view the RISD Awarded Bid Vendor report or contact the Purchasing Department at 469-593-0573.

If your company has been awarded a contract on a Purchasing Cooperative, you do NOT need to respond to this RFP.

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 https://web.risd.org/purchasing/

3. TERM OF CONTRACT

A. The term of this Agreement shall begin upon formal approval by the RISD Board of Trustees and upon receipt of the award letter issued by the RISD Purchasing Department.

B. The contract end date will be assigned according to the specific commodity. It will align with the current end date of the corresponding awarded bid and will be stated in the award letter.

Example: An athletic supply vendor awarded under this bid will receive an end date that matches the existing end date of the RISD Athletic Supply bid.

C. If the selected commodity is not included in an existing RISD bid award, the contract end date shall be June 30, 2028.

D. The proposed discount must remain firm for one (1) year following the award date, or until the contract end date if the term is less than one (1) year.

E. Any discount changes after the initial one-year period must be communicated to RISD, and such changes must receive RISD’s approval before taking effect.

4. AWARD

A. Awards will be made to multiple vendors on an incremental basis during the solicitation offering period. Vendors are encouraged to submit responses as soon as possible. As proposal responses are received or on a periodic basis, they will be opened, evaluated, and either accepted or rejected by the district, based on the criteria outlined within this request for proposal. Awards will be made throughout the open period of this solicitation and will be made upon acceptance of a proposal response. Applicants will then be notified of the district’s decision. (2019 FASRG Module 5: Purchasing, 3.16.6)

B. Vendors who are awarded contracts under this agreement will be identified as “awarded vendors” for RISD and may be found at the following link after the evaluation/recommendation for award period and formal board approval: https://web.risd.org/purchasing/awarded-bids.

C. The District reserves the right to determine if a product or service is acceptable. If product or service is deemed not needed or unacceptable, no award will be made to the respondent.

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

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.

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

5. PURCHASES

Actual purchases and selection of vendors will be based on price, availability, location, etc. Items will be purchased on an “as needed” basis by RISD’s 51 schools and various central offices. A list of campuses is available on the districts website at https://web.risd.org/home.

6. 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 supplies and related items from any other source, if in the judgment of RISD it appears necessary, expedient, and or financially advantageous to the District.

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

8. 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.

9. REQUIRED DOCUMENTS AND AGREEMENTS

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

A. Proposal (See section 14 below) B. Pricing (see section 13 below) C. Questionnaire D. Proposer’s Master Terms and Conditions (See section 15 below) E. Certificate of Interested Parties document – generated by going to https://www.ethics.state.tx.us/filinginfo/1295/ F. Questionnaire G. Deviations Compliance Form – must submit deviations per instructions on form H. RISD Certifications – refer to the RISD Required Certifications 25-26 form and document entitled

Information regarding EDGAR Certifications I. Insurance Certificate J. W9 (current) K. Pre-Service Affidavit Agreement (Yes or No) L. Declaration of Conflict of Interest (Yes or No) M. Conflict of Interest form (if a conflict exists) N. HUB Certification (if applicable)

10. SCHEDULE OF EVENTS

Release RFP December 19, 2025 10:00 AM Deadline for Questions June 8, 2026 10:00 AM RISD Responses Posted June 9, 2026 4:00 PM Proposal Submission Deadline June 15, 2026 1:00 PM Anticipated Board Recommendation Monthly Agreement Start Date Date on Award Letter https://www.ethics.state.tx.us/filinginfo/1295/

11. COMMUNICATIONS

All communication regarding this RFP 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 RFP is strictly prohibited and may result in disqualification.

12. SPECIFICATIONS

It is the intent of this proposal to establish a list of pre-approved vendors that can provide supplies, equipment and/or related repair/maintenance services to the district. Supply, material and service areas can include but are not limited to the following commodities not already under contract with the district:

Art Supplies & Equipment Athletic Supplies & Equipment Audio Visual Supplies & Equipment Auto/Bus/Trailer Parts & Supplies Awards/Trophies Building Materials/Carpentry Supplies & Equipment Career and Technology (CTE Supplies & Equipment) Catering Services Cheer/Dance Supplies & Equipment Custodial Supplies & Equipment Electrical & Lighting Supplies & Equipment Event Rentals/Supplies and Services Fencing Supplies Fertilizer & Pest Management Fine Art/Instruments Supplies & Repairs Flooring Supplies & Equipment Fundraiser Gardening Supplies (plants, flowers, mulch) Glass – Materials & Installation Golf Carts, Services/Accessories Grass & Sod Supplies Grounds Supplies & Equipment Health/PE Supplies & Equipment Household/Commercial Appliances (non-Child Nutrition) HVAC Supplies & Equipment

ID Badges & Supplies Instructional Aids/Materials/Textbooks JROTC Supplies & Equipment Local Restaurants/Fast Food/Food Trucks/Catering Locksmith Supplies Medical Supplies & Equipment Moving Supplies & Equipment Networking Supplies, Software, Equipment Painting Supplies & Equipment Photography Supplies & Equipment Playground Supplies & Equipment Plumbing Supplies & Equipment Pool Supplies & Equipment Power Washing Supplies & Equipment Printing & Signage Printshop Supplies & Equipment Roofing Supplies & Equipment Safety and Security Supplies & Equipment Software Sound Equipment & Repair Special Education (SPED) Supplies & Equipment Subscriptions (Online) Theater and Production Supplies & Equipment Technology Supplies & Equipment Other

13. PRICING

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

• Responder(s) must indicate a primary discount (even if the discount is 0% or list price), but may offer multiple discounts by category.

• 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.

14. PROPOSAL FORMAT

Proposals must include a brief description of the company, including its background and experience in providing supplies related to the selected commodity. Vendors shall also provide an overall summary of the goods and services offered under this proposal.

Vendors may include additional information demonstrating the quality, reliability, and value of their goods and services, including but not limited to manufacturing standards, sourcing, delivery capabilities, and customer support.

The complete proposal must not exceed three (3) pages in length.

15. PROPOSER’S MASTER TERMS AND CONDITIONS

If the proposer maintains its own Master Terms and Conditions that would appear on any quotes provided to the District, those terms must be submitted as part of the proposal for review by Richardson Independent School District. Upon award, RISD’s legal counsel will review and negotiate the proposer’s terms to establish a mutually agreed-upon Master Service Agreement (“MSA”).

For all subsequent quotes or purchases made pursuant to the MSA, the following statement, or one substantially similar, must be included:

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

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

16. PRICE LIST

Vendor’s published price list must be provided with Vendor’s response to this RFP. If price list is available on a website, vendor must provide website address in their proposal response.

17. 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.

Evaluation Criteria:

Evaluation Criteria

1. The Purchase Price (Discount offered)

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

3. Quality of the vendor’s goods or services

4. Extent to which the goods or services meet the district’s needs

5. Vendor’s past relationship with the District

6. Impact of District’s compliance with laws and rules relating to Historically Underutilized Businesses

7. Total long-term cost to the district

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

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

10 Other relevant factors specifically listed in this RFP

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.

18. 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.

19. 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

20. 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.

21. WARRANTY / GUARANTEE

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