77-20250410093128 DCS.pdf

DESOTO COUNTY SCHOOLS

5 East South Street • Hernando, Mississippi 38632

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

BID NOTICE

To: Prospective Bidder

From: Jenifer Hale DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7168

Issue Date: April 10, 2025

Notice of Bid/Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: April 28, 2025 Date: May 2, 2025 Time: 9:00 am, CST Time: 9:00 am, CST Location: DeSoto County Schools Location: DeSoto County Schools Central Services Central Services

5 East South Street 5 East South Street Hernando, MS 38632 Hernando, MS 38632

Bid Items

Bid Number: #351-PAPER-DCS26 Description: Copy Paper

Procurement Schedule:

Public Notice to Newspaper April 3, 2025

Advertisement Publication Dates April 10 and April 17, 2025

Release of Bid April 10, 2025

Deadline for Questions/Clarifications April 23, 2025, at Noon CST

Unpriced Bid Proposals April 28, 2025, at 9:00am CST

Reverse Auction for Approved Bidders May 2, 2025, at 9:00 am CST

Anticipated Board Approval May 15, 2025

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of the Unpriced Proposal Form, nor placing it in the mail by this date will meet legal requirements. All Unpriced Proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The DeSoto County School Board of Education reserves the right to reject any and/or all Unpriced Proposals received and to waive any and all informalities.

1. If submitting a paper Unpriced Proposal, it shall be typed. Any changes made must be initialed. Changes shall not be allowed after the Unpriced Proposals are opened. The DeSoto County School District (hereafter, the District) shall not be responsible for any errors or omissions. Unpriced Proposals may be hand delivered, mailed, or submitted electronically. Paper Unpriced Proposals must be submitted in a sealed 8” x 10” or larger envelope. Please label the envelope or shipping package as follows or the bid may be rejected:

Attn: Jenifer Hale Copy Paper Unpriced Proposal

#351-PAPER-DCS26

April 28, 2025 9:00 am CST Name of company or person submitting bid

2. Any Unpriced Proposal received after the opening date or time shall be refused and marked “Late Unpriced Proposal” and returned to the bidder unopened. For this purpose, the official time for the Unpriced Proposal opening shall be based upon the time as indicated by the Purchasing Department. It is solely the responsibility of the bidder to ensure Unpriced Proposals are received prior to the opening date and time.

3. Unpriced Proposals may be modified or withdrawn by written notice from the bidder, if received by the Purchasing Department prior to the date and time set forth in the BID NOTICE. In order to modify an Unpriced Proposal, the bidder must submit a new Unpriced Proposal with the words “Modified Unpriced Proposal” shown in the lower left corner of the sealed envelope or shipping package. The original Unpriced Proposal remains the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an Unpriced Proposal, all documents shall remain the property of the District.

4. The District shall issue a written addendum if substantial changes, which impact the technical submission of proposals, are required. A copy of the addenda will be given to all vendors that are known to have requested bid documents. In the event of a conflict with the original contract documents and the addenda, the addenda shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

5. All items contained in this Unpriced Proposal are to be per specifications unless otherwise specified.

6. All bids shall be submitted exclusive of all taxes. Documentation of tax exemption will be furnished when necessary.

7. Both paper Unpriced Proposals and electronic Unpriced Proposals shall be submitted on the supplied Unpriced Proposal Form. Electronic Unpriced Proposals shall be submitted online at www.centralbidding.com. Should the bidder’s response not be submitted on the supplied Unpriced Proposal Form, the District reserves the right to reject the bid.

http://www.centralbidding.com/ http://www.centralbidding.com/ http://www.centralbidding.com/

8. If the District’s Superintendents Office is closed for any reason, including but not limited to inclement weather, an emergency situation or any other act of nature, for which closure prevents the opening of bids at the originally advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the District’s Superintendents Office shall be open for business at the previously advertised time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be advertised. Any vendors that have been invited to participate in the reverse auction will be notified of such changes. DeSoto County Schools shall not be held responsible if invited vendor fails to comply or misses reverse auction due to no fault of the District.

9. If any Bidder contemplating submitting an Unpriced Proposal under this bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must submit a written request for clarification by the date and time designated in the Procurement Schedule by email to dcs.purchasing@dcsms.org. The District will respond to all inquiries and render an official interpretation of the question in writing via addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its acknowledgement of the addendum/clarification by noting in space provided on the Vendor Information & Agreement Form and returning it with their Unpriced Proposal.

Qualification of Bidders:

Unpriced Proposals will be evaluated by staff of the District. All bidders submitting acceptable required paperwork and alternate specifications (if applicable) will be invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date, if necessary, to complete the pre-qualification process.

New Vendors:

A New Vendor Packet can be provided for any bidder that has not previously worked with DeSoto County Schools. This bid packet includes a Vendor Registration Form and a Conflict-of-Interest Disclosure Form. The bidder shall complete the packet and submit along with any other required documents due with the Unpriced Proposal.

Method of Bidding:

Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and time of May 2, 2025, at 9:00 am, CST. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the approved vendor must complete the free registration at: https://www.centralauctionhouse.com/registration.php to participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/or bidding process, please call Central Bidding at 225-810-4814.

Accounting Practices:

The DeSoto County School District requires that Purchase Orders be issued before any items are ordered or delivered. The DeSoto County School District shall not be responsible for any products delivered without an approved Purchase Order and/or without a signed acknowledgement of receipt by a District employee at time of delivery. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District.

The awarded bidder agrees to receiving payment within 45 days from date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods and/or services by DeSoto County Schools, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

Budgetary/Funding Constraints:

The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.

mailto:dcs.purchasing@dcsms.org https://www.centralauctionhouse.com/registration.php

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for the resolution of any dispute shall be DeSoto County, Mississippi. The bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the bidder.

W-9 Form:

The DeSoto County School District requires the attached W-9 Form to be completed and included in your bid submission.

Insurance Requirements:

The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance coverage of $1,000,000 and workers’ compensation insurance coverage of $500,000 per occurrence and listing the District as the certificate holder for each policy. This certificate must be presented to the District prior to approval of the awarded bidder by the DeSoto County Board of Education. The policy must remain in effect during the entire term of the bid.

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

SPECIFICATIONS

Copy Paper

Bid #351-PAPER-DCS26

Copy Paper must meet the following specifications:

White 20# 8 ½ “x 11” 500 Sheets/Ream, 10 Reams/Case No Imported Paper – Must be USA Manufactured.

No Recycled Paper

• Copy paper must be delivered to individual school locations. A list of each school and the address is attached.

• DeSoto County Schools reserves the right to order half of each location’s order in August of

2025 and the remaining half in January of 2026 at the original bid price. Vendor must also be prepared to deliver the full quantity of copy paper ordered per location if each separate location chooses to order their full amount at one time. A list of each school and the number of cases of copy paper needed for that location is attached. Each school will issue and submit their own Purchase Order(s) for the order(s) for their location. The Special Education Department will also issue a separate Purchase Order for the SPED paper.

Amount: 12,331 Total Cases

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

SIGNATURE DATE

PRINTED NAME TITLE

# SITE DISTRICT # SPED

1 DISTRICT OFFICE 425

2 TRANSPORTATION 80

3 CHILD NUTRITION 40

8 CHICKASAW ELEMENTARY 145 15

10 CENTER HILL ELEMENTARY 400 15

12 HERNANDO ELEMENTARY 140 15

14 HERNANDO HIGH 360 15

15 HERNANDO HILLS ELEMENTARY 225 15

HERNANDO INTERMEDIATE 335 15

16 OAK GROVE CENTRAL 140 15

18 HERNANDO MIDDLE 400 15

20 HORN LAKE ELEMENTARY 75 15

22 HORN LAKE HIGH 300 15

24 HORN LAKE MIDDLE 450 15

26 WALLS ELEMENTARY 150 15

28 HORN LAKE INTERMEDIATE 222 15

30 OLIVE BRANCH ELEMENTARY 150 15

32 OLIVE BRANCH HIGH 250 15

34 OLIVE BRANCH MIDDLE 330 15

36 SHADOW OAKS ELEMENTARY 100 15

38 OLIVE BRANCH INTERMEDIATE 150 15

40 SOUTHAVEN ELEMENTARY 240 15

42 SOUTHAVEN HIGH 420 15

44 HOPE SULLIVAN ELEMENTARY 130 15

46 GREENBROOK ELEMENTARY 150 15

47 SOUTHAVEN INTERMEDIATE 450 15

48 SOUTHAVEN MIDDLE 600 15

50 DESOTO CENTRAL ELEMENTARY 275 15

51 DESOTO CENTRAL PRIMARY 200 15

52 DESOTO CENTRAL HIGH 560 15

54 DESOTO CENTRAL MIDDLE 400 15

56 PLEASANT HILL ELEMENTARY 220 15

60 LEWISBURG ELEMENTARY 200 15

61 LEWISBURG PRIMARY 240 15

62 LEWISBURG HIGH 350 15

64 LEWISBURG MIDDLE 360 15

67 LEWISBURG INTERMEDIATE 250 15

70 OVERPARK ELEMENTARY 270 15

72 CENTER HILL HIGH 150 15

74 CENTER HILL MIDDLE 325 15

80 LAKE CORMORANT ELEMENTARY 250 15

82 LAKE CORMORANT HIGH 480 15

84 LAKE CORMORANT MIDDLE 250

90 CAREER TECH WEST 28

91 CAREER TECH EAST 36

92 DCAC 30 15

11731 600

School Locations

District Office – 5 E. South St., Hernando MS 38632 Transportation Department – 2211 Central Pkwy, Southaven MS 38672 Child Nutrition – 325 Kapik Dr, Hernando MS 38632 Chickasaw Elementary – 6391 Chickasaw, Olive Branch MS 38654 Center Hill Elementary – 13662 Center Hill Rd, Olive Branch MS 38654 Hernando Elementary – 455 Riley St., Hernando MS 38632 Hernando Middle School – 805 Dilworth Lane, Hernando MS 38632 Hernando High School-1200 McIngvale Rd, Hernando, MS 38632 Hernando Intermediate School- 700 Dilworth Lane, Hernando MS 38632 Hernando Hills Elementary – 570 McIngvale Rd, Hernando MS 38632 Oak Grove Elementary – 893 Oak Grove Rd, Hernando MS 38632 Hernando Middle School – 700 Dilworth Lane, Hernando MS 38632 Horn Lake Elementary – 6341 Ridgewood Dr, Horn Lake MS 38637 Horn Lake High School – 3360 Church Rd, Horn Lake MS 38637 Horn Lake Middle School – 6125 Hurt Rd, Horn Lake MS 38637 Walls Elementary – 6131 Delta View Rd, Walls MS 38680 Horn Lake Intermediate School – 6585 Horn Lake Rd, Horn Lake MS 38637 Olive Branch Elementary – 9549 Pigeon Roost, Olive Branch MS 38654 Olive Branch High School – 9366 E. Sandidge Rd, Olive Branch MS 38654 Olive Branch Middle School – 6530 Blocker St., Olive Branch MS 38654 Shadow Oaks Elementary – 3780 Shadow Oaks Pkwy, Horn Lake MS 38637 Olive Branch Intermediate School – 8631 E. Pigeon Roost, Olive Branch MS 38654 Southaven Elementary – 8274 Claiborne Dr, Southaven MS 38671 Southaven High School – 735 Rasco Rd. W., Southaven MS 38671 Hope Sullivan Elementary – 7985 Southaven Circle W., Southaven MS 38671 Greenbrook Elementary – 730 Rasco Rd E., Southaven MS 38671 Southaven Intermediate School – 175 Rasco Rd, Southaven MS 38671 Southaven Middle School – 899 Rasco Rd W., Southaven MS 38671 DeSoto Central Elementary – 2411 Central Pkwy, Southaven MS 38672 DeSoto Central Primary School – 3210 Getwell Rd, Southaven MS 38672 DeSoto Central High School – 2911 Central Pkwy, Southaven MS 38672 DeSoto Central Middle School – 2611 Central Pkwy, Southaven MS 38672 Pleasant Hill Elementary – 7686 Pleasant Hill Rd, Olive Branch MS 38654 Lewisburg Elementary – 1717 Craft Rd, Olive Branch MS 38654 Lewisburg Primary School – 1707 Craft Rd, Olive Branch MS 38654 Lewisburg Middle School – 2605 Hwy 305 South, Hernando MS 38632 Lewisburg High School – 1755 Craft Rd, Olive Branch MS 38654 Lewisburg Intermediate School – 1711 Craft Rd, Olive Branch MS 38654 Overpark Elementary – 8530 Forest Hill Irene, Olive Branch MS 38654 Center Hill High School – 13250 Kirk Rd, Olive Branch MS 38654 Center Hill Middle School – 8756 Forest Hill Irene, Olive Branch MS 38654 Lake Cormorant Elementary – 3285 Wilson Mill Rd W., Lake Cormorant MS 38641 Lake Cormorant High School – 10201 Star Landing Rd, Lake Cormorant MS 38641 Lake Cormorant Middle Schools – 3203 Wilson Mill Rd, Lake Cormorant MS 38641 Career Tech West – 1005 Kuykendall Lane, Horn Lake MS 38637 Career Tech East – 8890 Deerfield Dr, Olive Branch MS 38654 DCAC/Magnolia – 6870 E. Center, Horn Lake MS 38637

School/Locations with loading docks:

District Office Child Nutrition Hernando Intermediate School Hernando Hills Elementary Hernando High School Lake Cormorant Elementary Lake Cormorant Middle School Lake Cormorant High School Horn Lake Intermediate School Horn Lake High School Southaven Intermediate School Southaven High School DeSoto Central Elementary DeSoto Central Primary School DeSoto Central Middle School DeSoto Central High School Pleasant Hill Elementary Center Hill Elementary Center Hill Middle School Center Hill High School Lewisburg Elementary Lewisburg Primary School Lewisburg Middle School Lewisburg High School Olive Branch High School Overpark Elementary

School/Locations without loading docks:

Transportation Department Chickasaw Elementary Hernando Elementary Hernando Middle School Oak Grove Elementary Horn Lake Middle School Walls Elementary Olive Branch Elementary Olive Branch Middle School Shadow Oaks Elementary Olive Branch Intermediate School Southaven Elementary Hope Sullivan Elementary Greenbrook Elementary Southaven Middle School Career Tech West Career Tech East DeSoto County Alternative Center

Vendor Information & Agreement Form

Copy Paper Unpriced Proposal

April 28, 2025, 9:00 am CST

Bid #351-PAPER-DCS26

I/We propose to furnish and deliver the items on the Unpriced Proposal Form according to your specifications.

I/We further agree not to request permission to withdraw our bid after the bids have been opened.

This bid consists of the (A) Bid Notice, (B) Bid Instructions and Terms, (C) the Required Specifications, and (D) the Unpriced Proposal Form.

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Unpriced Proposal was requested by the DeSoto County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:

Addendum 1____ Addendum 2____ Addendum 3____ Addendum 4____

Return with your Unpriced Proposal paperwork due April 28, 2025, by 9am, CST

• Completed Vendor Information & Agreement Form

• Completed Unpriced Bid Proposal Form

• Insurance Accord Form

• Signed Specification form

• Completed W-9

• Completed New Vendor Packet (Vendor Registration Form & Conflict-of Interest Disclosure Form), if applicable

5 East South Street page 1 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

July 2022

To all prospective vendors:

Thank you for offering to become a vendor to sell goods and/or services to DeSoto County Schools (DCS). A vendor is a company or person(s) providing goods and/or services in return for payment which is agreed upon in writing prior to receipt of the goods and/or services. If one of the schools or departments of DCS obtains goods and/or services pursuant to a purchase order, the provider is considered a vendor. This includes vendors paid by DCS and/or any one of the DCS’s school activity funds.

The DCS Purchasing Department is responsible for collecting the required information from all prospective vendors. For any new vendor, a school or department within DCS must request that a vendor be added to our records. A vendor packet must be completed and signed by the vendor and returned to the school/department requesting that the vendor become a vendor with DCS. The completed forms are forwarded to the DCS Purchasing Department for review and are added to our database provided all specifications are met.

The type of vendor and or service provided will determine the documentation that should be completed and submitted.

It is the vendor’s responsibility to make sure all required documentation listed below is provided to the school or department requesting that you be added to the DCS vendor list. Only completed applications with all required documents will be processed.

TYPE OF VENDOR:

• If ONLY providing products/goods, complete items #1-3

• If providing OFF-SITE agreement services, complete items #1-5

• If providing ON-SITE agreement services, complete items #1-5

• ANY vendors having contact with students MUST have a background check (item #6) completed every 2 years

(see attached document Background Check Requirements)

REQUIRED DOCUMENTS:

1. Registration Form for New Vendor

2. IRS Form W-9

3. Conflict of Interest Disclosure

4. Certificate of Insurance (COI) for General Liability (on ACORD Form) with a minimum of $1 million in coverage.

DCS must be listed as an additional insured. A sample COI has been provided.

5. Certificate of Insurance (COI) for Workers Compensation (on ACORD Form) with a minimum of $500,000 in coverage. A sample COI has been provided.

6. All contractors, including their employees, who work with students or have access to students must have a background check completed by Background Investigation Bureau (BIB). Maintenance and construction providers are exempt from the background check requirements.

5 East South Street page 2 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

To continue to provide services with DCS beyond the initial application, all vendors must have current documentation on file with DCS. It is the vendor’s responsibility to submit any updated paperwork to DCS in a timely manner.

To do business with DCS, a vendor must obtain an approved Purchase Order from the school or department prior to providing any goods or services regardless if student activity funds or district funds are being used to make the purchase.

The principal at each of our school locations is the only purchasing authority on each school campus that is allowed to sign any contract, agreement, or document which binds the district. All contracts must be board-approved prior to being signed by a purchasing agent.

• If a vendor delivers goods or services without an approved Purchase Order, the vendor will not be paid for those goods or services.

• If a school or department requests a vendor to provide foods or services without an approved Purchase Order, do not provide the goods or services until one has been issued.

Thank you again for offering your services to DeSoto County Schools. Should you have any questions, please contact the DCS Purchasing Department team at DCS.purchasing@dcsms.org.

Sincerely, DCS Purchasing Department mailto:DCS.purchasing@dcsms.org mailto:DCS.purchasing@dcsms.org

5 East South Street page 3 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

REGISTRATION FORM FOR NEW VENDOR

To be completed by the DCS employee

SCHOOL NAME: DATE:

EMPLOYEE NAME:

To be completed by the vendor: Please complete all areas below and return to the DCS employee listed above.

VENDOR LEGAL BUSINESS NAME:

VENDOR DBA:

YES NO NA

1 Are you a DCS employee or relative of an employee? If “yes,” please specify the name(s) of the relative(s):

2 Are you currently employed by an organization that participates in the PERS Program?

3 Are you a PERS retiree? If yes, a completed and approved PERS employee vs Independent Contractor Determination Questionnaire must accompany Vendor Registration Form.

4 Do you agree to accept a Purchase Order?

5 Mississippi Law allows a net 45-day net pay from receipt of invoice after goods and/or services have been rendered. Do you agree to accept this requirement?

6 All contractors providing services must provide proof of General Liability Insurance (refer to the coverage limits as outlined on the attached example ACORD Form). Have you attached a copy of your General Liability Insurance ACORD Form indicating proof of required coverage? Select “NA” if commodity vendor only.

7 Do you provide services that would require you to work on site at a DeSoto County School location or event venue? If yes, please provide a copy of your Worker’s Compensation Insurance indicating proof that you meet the required limits outlined in attached example ACORD Form.

W-9 INFORMATION: Request for Taxpayer Identification Number and Certification

DeSoto County Schools must have on file a copy of the vendor’s W-9 form from the IRS. Please visit the IRS website at https://www.irs.gov/pub/irs-pdf/fw9.pdf to complete a W-9. Include the W-9 with your completed vendor packet.

(continue to page 2) https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

5 East South Street page 4 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

PURCHASE ORDER SUBMISSION: POs will be submitted to the following contact.

COMPANY NAME:

STREET:

CITY, STATE, ZIP:

PHONE: FAX:

CONTACT NAME: EMAIL:

PAYMENT REMITTANCE INFORMATION: Checks will be mailed to the following contact.

REMIT NAME:

STREET:

CITY, STATE, ZIP:

PHONE: FAX:

CONTACT NAME: EMAIL:

NAME OF AUTHORIZED REPRESENTATIVE (printed) SIGNATURE DATE

5 East South Street page 5 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

CONFLICT OF INTEREST DISCLOSURE

In accordance with the DeSoto County School District Employee Handbook:

An employee of the DeSoto County School District shall not have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with duties and responsibilities in the school district. No staff member shall engage in any type of private business during school time and on school property.

Employees shall not engage in work of any type where the source of information concerning customer, client, or employer originates from any information obtained through the school district. No gifts from any person or group desiring or doing business with the school district shall be solicited by a school employee except for normally valued instructional products or advertising items that are widely distributed.

SIGNATURE DATE

5 East South Street page 7 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

BACKGROUND CHECK REQUIREMENTS

A vendor or employee of a vendor who is contracted to provide services on a regular basis on an individual campus of DeSoto County Schools (DCS) or other location where DCS students are present must have a background check. Per DCS board policy, independent contractors, consultants, and service providers who provide services for DCS or services pursuant to a parent/booster group to work with students ON or OFF school property must have a background check completed every 2 years. Maintenance and construction providers are exempt from the background requirement.

It is the responsibility of the vendor to start the process of obtaining a background check; the background check will be paid for by the vendor. The process could take approximately 24 to 48 hours to complete. Any vendor that is required to have a background check must have verification of an approved check before coming on campus.

Examples of vendor service categories that REQUIRE a background check may include but are not limited to:

• Choreographers, band/choir instructors, disc jockeys

• Photographers, videographers

• Audiologists, psychologists, speech therapists, occupational therapists, physical therapists

• Seamstress

Examples of vendor service categories that DO NOT require a background check may include but are not limited to:

• Judges (pageant, band, choir, contests)

• Musical accompanists

• Other contractors found by DCS officials to be substantially similar to the above (e.g. Santa Claus)

A professional contractor providing staff development or other similar services may submit a waiver of the background check if BOTH of the following criteria are met. The waiver request must be completed and submitted to the Purchasing Department for review and is subject to approval of the Board of Education of DeSoto County Schools.

• Services are provided less than seven (7) times within 1 fiscal year

• Contractor DOES NOT work with students

Background Investigation Bureau (BIB) is the company that handles required background checks for DeSoto County Schools. To get started, visit https://desotocs.schoolinsites.com/backgroundcheckinformation. Click the “BIB Background Check Link” and then the button “Volunteer Now!” to begin.

https://desotocs.schoolinsites.com/backgroundcheckinformation https://desotocs.schoolinsites.com/backgroundcheckinformation

5 East South Street page 1 of 1 Phone (662) 429-5271 Hernando, MS 38632 created June 2022 / KF Fax (662) 429-4198

REQUEST FOR NEW VENDOR

Please complete all areas of this form. To set-up a new vendor, submit this document and completed vendor packet to the Purchasing Department.

SCHOOL NAME: DATE:

EMPLOYEE NAME:

VENDOR NAME:

WHAT COMMODITIES AND OR SERVICES DOES THIS VENDOR PROVIDE?

LIST OTHER DCS VENDORS THAT CURRENTLY PROVIDE THESE COMMODITIES AND OR SERVICES.

PLEASE JUSTIFY THE REASON FOR USING THIS VENDOR (e.g. less expensive, no other vendor offers the same services, etc.).

DESCRIBE THE LONG-TERM BENEFITS FOR USING THIS VENDOR.