2-2) 22-021S PROPOSAL FORMS.pdf

PROPOSAL FORMS

FOR

EDUCATIONAL CONTRACTED SERVICES AND MATERIALS

Solicitation # 22-021S

Issued By:

Schertz-Cibolo-Universal City Independent School District

Initial Opening:

2:00 PM

APRIL 30, 2022

Final Closing Date:

2:00 PM

APRIL 30, 2027

The SCUCISD is accepting sealed Proposals to provide Educational Contracted Services and Materials on an “as needed basis” in accordance with the specifications, terms and conditions, contained in this Solicitation. The District intends to award multiple five-year vendor contracts with no minimum guaranteed item quantities or dollar amounts.

ADDENDA TO RFP. SCUCISD reserves the right to revise and amend the specifications prior to the date set for the receipt of proposals. Respondents are requested to clarify any ambiguity, conflict, discrepancy, omission or other error(s) in the RFP in writing. Revisions or amendments, if any, will be made by issuing an addendum. Every effort will be made to send addenda issued to the parties known to have been furnished a complete copy of the RFP. It is the responsibility of each Contractor, prior to submitting the Proposal, to contact the Purchasing Department to determine if addenda were issued and, if so, to obtain such addenda for attachment to the Proposal. Register online at https://scucisd.bonfirehub.com to receive any addenda, submit questions or comments concerning this solicitation.

For Further Information Contact:

SCUCISD Purchasing & Supply Department Attn: Terri Canal

1056 Elbel Road, Schertz, TX 78154

PH: 210/945-6223

FX: 210945-6251Email: tcanal@scuc.txed.net https://scucisd.bonfirehub.com/ mailto:tcanal@scuc.txed.net

Schertz-Cibolo-Universal City ISD Solicitation No. 22-021S, Educational Contracted Services & Materials Page 16 of 31

REQUIRED FORMS

FORMS INCLUDED IN THIS SOLICITATION DOCUMENT

(1) Attachment A – Proposal Form

(2) Attachment B – Vendor Questionnaire and References

(3) Attachment C – Price Schedule

(4) Attachment D – Exceptions to this Solicitation

(5) Attachment E – Felony Conviction Notice

(6) Attachment F – Conflict of Interest Form CIQ

(7) Attachment G – EDGAR Certification Requirements

Proposal Checklist – to be utilized as a guide only.

*Download solicitations, addenda and other forms at: https://scucisd.bonfirehub.com

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ATTACHMENT A

PROPOSAL FORM

NOTE: Failure to complete this form shall result in your Proposal being deemed non-responsive and rejected without further evaluation.

We, , (Company Name) of, , (Business Address) (Zip Code) The undersigned, having fully and carefully read and examined the Request for Proposal (RFP) Documents, Enclosures and Addenda, hereby offers to Schertz-Cibolo-Universal City Independent School District a Proposal for Educational Contracted Services and Materials in accordance with the solicitation documents, and addenda at the place, price and in a manner set out therein and certifies the following;

a. Represents that to the best of its knowledge it is not indebted to the Schertz Cibolo Universal City Independent School District. Indebtedness to the District shall be basis for the non-award and/or cancellation of any award.

b. Certifies that no suspension or debarment is in place that would preclude receiving a federally funded contract.

c. The undersigned affirms that they are duly authorized to execute this contract, to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included herein, that this company, corporation, firm, partnership or individual has not prepared this Proposal in collusion with any other Bidder, and that the contents of this Proposal as to prices, terms or conditions of said Proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this solicitation.

ADDENDA ACKNOWLEDGEMENT

Acknowledgement is hereby made of receipt of the following addenda to this PROPOSAL document:

Addendum No. ______ dated _________________, ______ pages

Signatures: Signed and submitted by:

(Signature of person authorized to sign) (Print name of person authorized to sign)

Name of person to contact regarding this Proposal:

Title: Telephone #:

FAX: E-Mail:

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ATTACHMENT B

VENDOR QUESTIONNAIRE

In submitting a proposal, each Prospective Bidder shall also provide the following information: (Use additional sheets, if necessary.) A qualifying Proposal must address all items. Incomplete Proposals may be rejected.

PART I - GENERAL INFORMATION

1. Prospective Bidder Information: Provide the following information regarding the Prospective Bidder.

Prospective Bidder Name:

(NOTE: Give exact legal name as it will appear on the contract, if awarded.)

Principal Address:

City: State: Zip Code:

Telephone No. Fax No:

Website address:

Year established:

Provide the number of years in business under present name:

Number of Employees: ______________________

2. Account Representative: List the account representative information that would service the District’s account, if awarded.

Name: Title:

Address:

City: State: Zip Code:

Office Phone: Cell Phone: Fax:

Email Address:

3. Remittance Information:

Please specify the correct legal business name, contact person, address, phone and fax numbers that should be used as the remittance address by SCUCISD, if different from vendor information above.

Legal Business Name:

Address:

City, State, Zip:

Phone: Fax:

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4. Purchase Order Information: Please specify the correct information below that should be used for all purchase order submitted by the District. All purchases must be made with an approved District Purchase Order, District Check or Procurement Card. SCUCISD will not be responsible for orders without one of the approved methods of payment listed.

Legal Business Name:

Address:

City, State, Zip:

Vendor Contact:

Phone: Fax:

Web Site:

Hours of Operation:

Indicate the preferred method(s) for receiving purchase orders:

Email: _____________________________________ Fax: _____________________________

PART II - PROPOSAL RESPONSE:

1. Will you accept purchase orders? Yes No

2. Will you accept credit card payment? Yes No

3. Is this bid valid for all of your greater San Antonio area locations? Yes No

4. If no, please list addresses and telephone numbers of all participating locations below or attach a list.

5. Warranty: Describe your firm’s proposed warranty to include the time frame for both parts and labor as listed below:

a. Parts: _________________

b. Labor: _________________

6. Reference Number: List reference number information required on purchase orders, if applicable.

7. Shipping Terms: District terms shall be freight prepaid F.O.B. DESTINATION and prices shall include all freight, delivery charges for a total cost delivered.

8. Return Policy: Briefly state Proposers return policy.

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PART III - REFERENCES:

Provide a minimum of three (3) references that Respondent has provided like services or supplies to within the past three (3) years, preferably with K-12 School Districts. The contact person named should be familiar with the day-to-day management of the contract and be willing to respond to questions regarding the type, level, and quality of service provided.

Reference 1:

Company/District Name:

Contact Name/Title:

Business Address

Contact Phone #:

Contact Email Address:

Date(s) of Contract:

Reference 2:

Business Address

Contact Phone #:

Reference 3:

Business Address

Contact Phone #:

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ATTACHMENT C

PRICE SCHEDULE

COMPANY NAME: ________________________________________________________________

A. Materials - Discount Proposal Section

Title of Catalog/Published Price List

Publication Date

% Discount Offered

Special Conditions & Shipping Instructions

NOTE: If catalog and/or price list is accessible through the internet, list website address:

Website Address: _________________________________________________________

B. Service – Fixed Rates

Provide fixed rates for all proposed services offered. Services shall include but not limited to, instrument repair services, consultant and judging services, training, etc. Note: Respondent may complete the table below or submit a list of services offered along with the associated price for each.

1. In-Person Workshop Fees

Item No. Description Proposed Pricing Unit of Measure

1. Workshop Fee, 1-Day / 8 Hours held On- Site at District Facility $ Per ____________

2. Workshop Fee, 2-Day / 16 Hours held On- Site at District Facility $ Per ____________

3. Additional Options: $ Per ____________

4. Additional Options: $ Per ____________

5. Additional Options: $ Per ____________

2. Virtual / On-line Workshop Fees

No. Description Proposed Pricing

1. Workshop Fee, 4 Hours $

2. Workshop Fee, 1-Day / 8 Hours $

3. Workshop Fee, 2-Day / 16 Hours $

4. Additional Options: $

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3. Additional Services

List any additional Services offered.

No. Description Proposed Pricing Unit of Measure

1. $ Per ____________

2. $ Per ____________

3. $ Per ____________

4. $ Per ____________

5. $ Per ____________

END OF SECTION

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ATTACHMENT D

EXCEPTIONS TO THIS SOLICITATION

Does the Prospective Bidder have any deviations to any conditions and/or specifications/scope of services listed in this document?

No

Yes

If yes, noted in writing herein.

(Attach additional Pages if necessary)

Note: Each exception must be clearly defined and referenced to the proper section and paragraph in this

Solicitation.

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ATTACHMENT E

FELONY CONVICTION NOTICE

I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge.

VENDOR’S NAME: ______________________________________________________

AUTHORIZED COMPANY OFFICIAL’S NAME: __________________________________

A. My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable.

Signature of Company Official: _____________________________

B. My firm is not owned nor operated by anyone who has been convicted of a felony.

Signature of Company Official: _____________________________

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

Name of Felon(s): _________________________________________ (Attach additional sheet if necessary.)

Details of Conviction(s): ____________________________________ (Attach additional sheet if necessary.)

Signature of Company Official: _____________________________

State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school District must give advance notice to the District if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony”.

Subsection (b) states “a school District may terminate a contract with a person or business entity if the District determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The District must compensate the person or business entity for services performed before the termination of the contract”.

THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION (Sign under ITEM A)

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ATTACHMENT F

CONFLICT OF INTEREST FORM

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ATTACHMENT G

CERTIFICATION REQUIREMENTS (Federal Funding)

The District has elected to solicit requests for proposals under the requirements set forth by the Code of Federal Regulations (CFR) Title 2 Grants and Agreements, Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200). Following these federal requirements will allow for federal funds entrusted to the District to be used to make purchases through an awarded District contract. The CFR is the codification of the general and permanent rules published in the Federal Register by the departments and agencies of the Federal Government produced by the Office of the Federal Register (OFR) and the Government Publishing Office. The CFR may change during the term of the contract and the Vendor may be required to make adjustments as necessary.

By submission of a Solicitation Response, the Vendor certifies and agrees that they as a company understand and comply with all applicable areas identified herein. Some of the areas may not be applicable to this solicitation and it is the supplier's sole responsibility to identify which areas are appropriate for the solicitation.

Failure to affirm and agree to these requirements may, at the District’s discretion, disqualify the associated response to this solicitation or limit the use of the awarded contract based on the funding source.

The District reserves the right at any time within the contract term to require an awarded supplier to reaffirm, sign and resubmit proper documentation stating that their company is not debarred, nor have any other circumstances changed related to their original response.

NOTE: Any NO answers in this section must be listed on the Exceptions Form (Attachment D) with a detailed explanation for the exception.

General:

1. BUY AMERICAN ACT: Proposers must agree and certify that proposer is in compliance with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must still follow the applicable procurement rules calling for free and open competition. Information regarding the Buy American Act can be found at https://www.gpo.gov/fdsys/pkg/CFR-2010-title48-vol2/pdf/CFR-2010-title48-vol2-sec52-225-11.pdf

AGREED - Yes No

2. CLEAN AIR AND WATER ACT: (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act

(33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of $250,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

ACKNOWLEDGED - Yes No

3. Compliance with Energy Policy and Conservation Act: When Federal funds are expended by the District, for any contract resulting from this procurement process, the vendor certifies, that the vendor will be in compliance with mandatory standards and policies relating to energy efficiency which are contained in the state agency conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6201).

http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl https://www.gpo.gov/fdsys/pkg/CFR-2010-title48-vol2/pdf/CFR-2010-title48-vol2-sec52-225-11.pdf https://www.gpo.gov/fdsys/pkg/CFR-2010-title48-vol2/pdf/CFR-2010-title48-vol2-sec52-225-11.pdf

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4. ANTITRUST CERTIFICATION STATEMENT. Pursuant to Texas Government Code § 2155.005, I affirm under penalty of perjury of the laws of the State of Texas that: 1. I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation, firm, partnership or individual (Company) listed below; 2. In connection with this bid, neither I nor any representatives of the Company have violated any provision of the Texas Antitrust laws codified in Tex. Bus. & Comm. Code Chapter 15;

3. In connection with this bid, neither I nor any representative of the Company have violated any federal antitrust law; and 4. Neither I nor any representatives of the Company have directly or indirectly communicated any of the contents of this bid to a competitor of the Company or any other company, corporation, firm, partnership or individual engaged in the same line of business as the Company.

AGREED - Yes No

5. DEBARMENT AND SUSPENSION (Executive Orders 12549 and 12689). A contract award (see 2 CFR 180.220) must not be made to parties listed on the government wide Excluded Parties List System in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235), “Debarment and Suspension.” The Excluded Parties List System in SAM (sam.gov) contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

Prior to award, the District will verify that the supplier is not currently listed as debarred by the Federal government. If the supplier is found to be on the Federal debarment list, the District, at its sole option, may elect to not award to the supplier if the funds intended for use with the contract will be federal funds.

If awarded and during the contract term the supplier becomes debarred, the supplier must notify the District within five (5) District business days of the debarment. The District, upon its sole judgment, may elect to terminate the associated contract without penalty to the District or limit the contract to non-federal funds. Such judgment will be done in writing within twenty (20) District business days. During this assessment period, no contract orders can be placed by the District using federal funds.

6. CONFLICT OF INTEREST. 2 CFR 200.318(c)(1) states that the District must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from the contract awarded to a specific supplier. The officers, employees, and agents of the District may neither solicit nor accept gratuities, favors, or anything of monetary value from suppliers or parties to subcontracts. However, the District may set standards for situations in which the financial interest is not substantial, or the gift is an unsolicited item of nominal value. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the District. It is the responsibility of the supplier to identify and make the District aware of any potential conflicts of interest that exist between their company and the District.

Failure to do so will cause the associated supplier response to be disqualified from further consideration, or if already awarded, the associated contract will be terminated immediately without penalty to the District based on cause.

7. TERMINATION FOR CAUSE. All federal contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be affected and the basis for settlement. The District does not have a threshold, so therefore, all contracts for any amount may be terminated for cause.

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8. BYRD ANTI-LOBBYING AMENDMENT (31 U.S.C. 1352). The Byrd Amendment applies to all federal contracts, grants, or cooperative agreements, and subcontracts expected to exceed the Simplified Acquisition Threshold (SAT). All contractors and subcontractors should comply with the requirements of this Act. Suppliers must certify for orders over the SAT that they have not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. The supplier must also disclose any lobbying with non- Federal funds that takes place in connection with obtaining any Federal award.

9. PROHIBITED EMPLOYMENT ASSISTANCE (CJ LEGAL) 20 USC 7926. Vendor certifies and agrees that it shall not assist an employee, contractor, or agent of ESC, Region 20 or of any other school district in obtaining a new job if the Vendor knows, or has probable cause to believe, that the individual engaged in sexual misconduct regarding a minor or student in violation of the law. Routine transmission of an administrative or personnel file does not violate this prohibition.

10. FOOD/PRODUCT RECALL AND HACCP PROCEDURES. Vendor certifies that vendor has, and follows, written Food/Product Recall and Hazard Analysis Critical Control Point (HACCP) procedures, which includes a primary and secondary point of contact. Specify below primary and secondary point of contact, include: name, title, email address and phone #:

Primary Contact: ________________________________________________________________

Secondary Contact: ______________________________________________________________

Food/Product Recall procedures must be provided with the proposal submission, which includes the notification process – at a minimum the method of notification and timeline. HACCP procedures must be provided with the proposal submission or made available upon request for review.

11. HEALTH AND SAFETY CERTIFICATES, LICENSING, AND REGULATION. Vendor certifies compliance with all applicable local, state and federal health & safety certifications, licensing, or regulations, which include, but are not limited, to facility use, food establishment, and authorized providers. If applicable, this information must be provided with the proposal response or upon request.

12. CERTIFICATION OF NON-COLLUSION STATEMENT. Vendor certifies that he/she is duly authorized to execute a contract, that this company, corporations, firm, partnership or individual has not prepared this proposal in collusion with any other Proposer, and that the contents of this proposal as to prices, terms or conditions of said proposal will not be communicated by the undersigned nor by any employee or agent to any person engaged in this type of business prior to the official opening of the proposal. The proper also affirms that they have not given, offered to give, do not intend to give at any time hereinafter any economic opportunity, future employment, gift loan, gratuity, specified discount, trip, favor, or service to a private service in connection with this contract.

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13. SMALL PURCHASES (2 CFR 200.320). Small purchase procedures are those relatively simple and informal procurement methods for securing services, supplies, or other property that do not cost more than the Simplified Acquisition Threshold (SAT). If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources. Specifically, for multiple award catalog-based or no identifiable pricing, the District may be required to submit a request for quotation from the contracted vendors for the purpose of meeting the competitive bidding requirement of this section.

LARGE PURCHASES. For individual purchases that exceed the Simplified Acquisition Threshold.

1. SIMPLIFIED ACQUISITION THRESHOLD. Contracts for more than the Simplified Acquisition Threshold (SAT), which may be adjusted for inflation by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. In any case, contracts in excess of the state’s or state agency threshold must address the foregoing. Any purchase that is over the SAT threshold will require additional cost/price analysis by the District. The supplier may be required to provide additional documentation to support this requirement based on the federal requirements at the time of the purchase.

2. COST ANALYSIS / NEGOTIATION OF PROFIT (2 CFR 200.323). For contracts over the SAT, the District must negotiate profit as a separate element of the price for each contract in which there is no price competition, including solicitations that received only one viable response. In all cases, a cost analysis is to be performed by the District. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

3. SUPPLIER VIOLATION OR BREACH OF CONTRACT TERMS. For contract awards valued at or greater than the SAT the District must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms and provide for such sanctions and penalties as appropriate. The remedies under this provision are in addition to any other remedies that may be available under law or in equity.

SPECIALIZED PROCUREMENTS. Applies only to solicitations for which specialized requirements are identified.

4. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or sub-recipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or sub-recipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

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5. ENERGY POLICY AND CONSERVATION ACT (42 U.S.C.6201). Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

6. SOLID WASTE DISPOSAL ACT. A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

7. RECORD RETENTION REQUIREMENTS, 2 CFR § 200.333. When federal funds are expended by the District for any contract resulting from this procurement process, the vendor certifies that it will comply with the record retention requirements detailed in 2 CFR § 200.333. The vendor further certifies that vendor will retain all records as required by 2 CFR § 200.333 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed

END OF SECTION

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PROPOSAL CHECKLIST

Use this checklist to ensure that all required documents have been included in the proposal and that they appear in the correct order.

Placement Order in Proposal

Document Check to Indicate included in Proposal

1 *Attachment A – Proposal Form

2 Attachment B – Vendor Questionnaire, References & Vendor Response

3 Attachment C – Proposed Price Schedule

4 Attachment D – Exceptions to this Solicitation

5 *Attachment E – Felony Conviction Notice

6 *Attachment F – Conflict of Interest Form CIQ https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

7 Attachment G – EDGAR Certification Requirements

Electronic Submissions: Upload Document(s) through Bonfire (https://scucisd.bonfirehub.com)

OR

Hard Copy Submission: Proposal copies should be provided as follows:

One (1) Original and One (1) Electronic Copy on a Flash/Thumb Drive.

Documents marked with an asterisk (*) on this checklist require a signature. Be sure they are signed prior to submitting proposal.

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf