77-20250410095953 DCS.pdf

April 7, 2025

NOTICE TO BIDDERS

The DeSoto County School District will receive sealed bids for Solid Waste Collection and Disposal Services in the following manner: Bid #353-WS-DCS26

Sealed Bids will be accepted until 9:30 am, CST, Thursday, May 1, 2025, at the DeSoto County Schools Central Services Office, Purchasing Department, 5 East South Street, Hernando, MS 38632, or by electronic bid submission. Electronic bids can be submitted at www.centralbidding.com. For any questions relating to the electronic bidding process, please contact Central Bidding at 225-810-4814.

Official bid documents are on file at the office of the Superintendent. To receive a copy of the specifications please contact the Purchasing Department via email: dcs.purchasing@dcsms.org.

Specifications may also be downloaded at www.centralbidding.com, for a fee. All bids must comply with the specifications provided. The DeSoto County School District reserves the right to amend the specifications, as necessary, and agrees to notify all having requested bid packets.

The contract will be awarded to the lowest responsible bidder. The DeSoto County School District reserves the right to waive any informalities and to reject any or all bids.

/s/ Cory Uselton Superintendent of Education

To be published: April 10, 2025 April 17, 2025

Instructions and Terms for Sealed Bid Event

Sealed bids will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or www.centralbidding.com, at the date and time specified on the BID NOTICE, at which time all bids will be publicly opened and read. Neither dating of the bid form, nor placing it in the mail by this date will meet legal requirements. All bids must be received at the Board of Education or 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 bids received and to waive any and all informalities.

1. If submitting a paper bid, all bids shall be typed. Any changes that are made must be initialed. No changes shall be allowed after the bids are publicly opened. The DeSoto County School District shall not be responsible for any errors or omissions. Bids may be hand delivered, mailed, or submitted electronically. Paper bids must be submitted in a sealed 8” x 10” or larger envelope. Please label outside envelope or shipping box as follows or the bid may be rejected:

Attn:

Solid Waste Collection and Disposal

#3 3-WC-DCS2

, 202 Name of company or person submitting bid

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

3. Bids 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 a bid, the bidder must submit a new bid with the words “Modified Bid” shown in the lower left corner of the sealed envelope or shipping package. The original bid remains the property of the DeSoto County School District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws a bid, all bid documents shall remain the property of the DeSoto County School District.

4. All items contained in this bid are to be per specifications unless otherwise specified.

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

6. Paper bids shall be submitted on the supplied Proposal Form. Electronic bids shall be submitted online at www.centralbidding.com. For questions relating to the electronic bid process, please contact Central Bidding at 225-810-4814. Should the bidder’s response not be submitted on the supplied Proposal Form, the District reserves the right to reject the bid.

7. 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.

8. The initial contract will be for one year, from J 1, 202 to 3 , 202 . This contract may be extended for a period not to exceed three years in total, upon the mutual agreement of both the school district and the contractor. There shall be no escalations of service fees. The total period of the contract including extensions shall not exceed thirty-six (36) months.

9. The District prefers that pick-ups be made during the hours which would minimize any potential disruption or interference with any school activities. A schedule of these hours for each location will be given to winning bidder.

10. All garbage bins must be maintained as required under all applicable requirements.

11. The contractor shall change any bin, provide any cover, and provide lock bars within 48 hours of any request by the District.

12. Upon a 24-hour written notice, the District may reduce or increase the number of waste pick-ups for any location.

13. The District will be obligated to pay only for waste collection services rendered.

14. The normal schedule of collections shall be arranged so that the collection at any site will be at the same hour of the day on the same day of the week in each succeeding week. Those sites that have bins in close proximity to homes must be serviced after 7:00 am.

15. The contractor shall at all times provide sufficient personnel and appropriate equipment to maintain the established schedule of collections.

16. The contractor shall pick up and dispose of waste materials during the then current school calendar according to the Solid Waste Disposal Service Schedule. This schedule may be amended to reflect changes in the District's requirements and will become part of the agreement for this service. The service schedule lists estimate current needs however, the District reserves the right to change the service schedule list by increasing or decreasing bin size, to change the frequency of pick-ups according to District needs, and to add appropriate services for any new additional locations. Fees for services shall be equitably adjusted to reflect changes in bin sizes, frequency of pick-ups, or addition of any new locations.

17. The contractor shall furnish covered (hinged at the rear) metal containers of the type, size, and quantity specified herein, and maintain them in a state of good repair and cleanliness. Capacity of bins is shown in the schedule provided. Bin design and cleanliness shall be in accordance with all applicable rules and regulations of all government agencies including the Cities and Counties in which the schools reside. The contractor will provide a locking bar, locks, and keys to all bins.

18. All metal containers supplied by the contractor shall be steam cleaned inside and out, disinfected and deodorized as often as required, but not less than once per year, to assure that all bins are sanitary.

Cleaning of bins is to take place off site. The contractor shall replace bins that the District considers unsafe or unsanitary within 24 hours of the District’s written request. Bins must be leak proof.

19. At the end of each month, an itemized statement shall be sent directly to DeSoto County Schools Plant Maintenance Department, 5 East South Street, Hernando, MS 38632. Invoices must show the schools and sites serviced, and for each school and site, the number and dates of pick-ups per week.

20. Pickups of 20 and 30-yard roll-off containers shall be invoiced and itemized individually, showing the date, location, bins picked up, applicable rate and total number of special pick-ups.

21. Payment will be made monthly by the District within forty-five (45) days of receipt of a proper, undisputed invoice, in accordance with the terms set forth in the contract.

22. The contractor will secure and pay for all necessary licenses, permits, taxes, fees, and any other costs which are required by city, county, state and federal government or agencies for the performance of solid waste collection services for the District.

Additional Instructions:

Specifications and Bid Form:

Paper bids shall be submitted on the supplied proposal form, electronic bids shall be submitted online at www.centralbidding.com . Should the bidder’s response not be submitted on the supplied proposal form, the District reserves the right to reject the bid.

A New Vendor Packet has been included for any contractor that has not worked with DeSoto County Schools. This packet includes a Vendor Registration Form and a Conflict-of-Interest Disclosure Form. The contractor shall complete the packet and submit along with any other required documents for the sealed bid.

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 contractor shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District. The awarded contractor 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 contractor agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss.

Code Ann. 31-7-305.

Budgetary 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.

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 contractor 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 contractor.

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 contractor shall include with sealed bid documentation a certificate of coverage documenting general liability insurance coverage of $1,000,000 listing DeSoto County Schools as additional insured and workers’ compensation insurance coverage of $500,000 per occurrence. The policy must remain in effect during the entire term of the bid.

Vendor Information & Agreement Form

Solid Waste Collection and Disposal Services , 202 , 9 am, CST

Bid #3 3-WCS-DCS2

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

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

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

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this sealed bid 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 issued by checking below:

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

Return the following with your sealed bid paperwork due , 202 by 9 am, CST Completed Vendor Information & Agreement Form Completed Proposal Form Insurance Acord Form Completed W-9 Completed New Vendor Packet (Vendor Registration Form & Conflict-of-Interest Disclosure Form), if applicable

Solid Waste Disposal Service Schedule

The proposed solid waste bins and associated pick-up and disposal schedules are as follows:

Location Bin Size/Service M T W TH F

Central Office 2690 Magnolia Hernando, MS 38632

2 – 8 yard waste 3 x week X X X

Hernando Elementary 455 Riley Street Hernando, MS 38632

3 – 8 yard waste 2 x week X X

Hernando Hills Elementary 570 McIngvale Road Hernando, MS 38632

3 – 8 yard waste 3 x week X X X

Oak Grove Central Elementary 893 Oak Grove Road Hernando, MS 38632

3 – 8 yard waste 2 x week X X

Hernando Intermediate School 700 Dilworth Lane Hernando, MS 38632

3 – 8 yard waste 3 x week X X X

Hernando Middle School 805 Dilworth Lane Hernando, MS 38632

3 – 8 yard waste 3 x week X X X

DCS Warehouse/Child Nutrition 325 Kapik Drive Hernando, MS 38632

1 – 8 yard waste 1 x week X

Horn Lake Elementary 6341 Ridgewood Drive Horn Lake, MS 38637

3 – 8 yard waste 3 x week X X X

Horn Lake Elementary Oil Shack @ Bus Lot 6341 Ridgewood Drive Horn Lake, MS 38637

1 – 8 yard waste 1 x week X

Shadow Oaks Elementary 3780 Shadow Oaks Pkwy.

Horn Lake, MS 38637

3 – 8 yard waste 3 x week X X X

Horn Lake Intermediate 6585 Horn Lake Road Horn Lake, MS 38637

3 – 8 yard waste 3 x week X X X

Horn Lake Middle 6125 Hurt Road Horn Lake, MS 38637

3 – 8 yard waste 3 x week X X X

Horn Lake High 3360 Church Road Horn Lake, MS 38637

4 – 8 yard waste 3 x week X X X

DeSoto Co. Alternative Center (DCAC) 6870 E. Center Horn Lake, MS 38637

2 – 8 yard waste 3 x week X X X

Walls Elementary 6131 Delta View Road Walls, MS 38680

3 – 8 yard waste 2 x week X X

Lake Cormorant Elementary 3285 Wilson Mill Road W.

Lake Cormorant, MS 38641

2 – 8 yard waste 3 x week X X X

Lake Cormorant Middle 3203 Wilson Mill Road Lake Cormorant, MS 38641

3 – 8 yard waste 3 x week X X X

Lake Cormorant Middle Oil Shack @ Bus Lot 3203 Wilson Mill Road Lake Cormorant, MS 38641

1 – 8 yard waste 1 x week X

Lake Cormorant High 10201 Star Landing Road Lake Cormorant, MS 38641

3 – 8 yard waste 3 x week X X X

Lewisburg Elementary 1717 Craft Road Olive Branch, MS 38654

2 – 8 yard waste 3 x week X X X

Lewisburg Primary 1707 Craft Road Olive Branch, MS 38654

2 – 8 yard waste 3 x week X X X

Lewisburg Primary Oil Shack @ Bus Lot 1707 Craft Road Olive Branch, MS 38654

1 – 8 yard waste 1 x week X

Lewisburg Intermediate 1711 Patriot Drive Olive Branch, MS 38654

2 – 8 yard waste 3 x week X X X

Lewisburg Middle 2605 Hwy 305 S Hernando, MS 38632

2 – 8 yard waste 3 x week X X X

Lewisburg High 1755 Craft Road Olive Branch, MS 38654

3 – 8 yard waste 3 x week X X X

Olive Branch Elementary 9549 E. Pigeon Roost Olive Branch, MS 38654

3 – 8 yard waste 3 x week X X X

Chickasaw Elementary 6391 Chickasaw Olive Branch, MS 38654

2 – 8 yard waste 3 x week X X X

Olive Branch Intermediate 8631 E. Pigeon Roost Olive Branch, MS 38654

3 – 8 yard waste 3 x week X X X

Olive Branch Intermediate Oil Shack @ Bus Lot 8631 E. Pigeon Roost Olive Branch, MS 38654

1 – 8 yard waste 1 x week X

Olive Branch Middle 6530 S. Blocker Street Olive Branch, MS 38654

3 – 8 yard waste 3 x week X X X

Olive Branch High 9366 Sandidge Road Olive Branch, MS 38654

2 – 8 yard waste 3 x week X X X

DeSoto County Career Tech – East 8890 Deerfield Drive Olive Branch, MS 38654

1 – 8 yard waste 1 x week X

Center Hill Elementary 13662 Center Hill Road Olive Branch, MS 38654

3 – 8 yard waste 3 x week X X X

Overpark Elementary 8530 Forest Hill Irene Olive Branch, MS 38654

2 – 8 yard waste 3 x week X X X

Center Hill Middle 8756 Forest Hill Irene Olive Branch, MS 38654

2 – 8 yard waste 3 x week X X X

Center Hill High 13250 Kirk Road Olive Branch, MS 38654

3 – 8 yard waste 3 x week X X X

Southaven Elementary 8274 Claiborne Drive Southaven, MS 38671

3 – 8 yard waste 3 x week X X X

Hope Sullivan Elementary 7985 Southaven Circle W.

Southaven, MS 38671

3 – 8 yard waste 3 x week X X X

Greenbrook Elementary 730 Rasco Road Southaven, MS 38671

3 – 8 yard waste 3 x week X X X

Southaven Intermediate 175 Rasco Road E.

Southaven, MS 38671

3 – 8 yard waste 3 x week X X X

Southaven Middle 899 Rasco Road W.

Southaven, MS 38671

3 – 8 yard waste 3 x week X X X

Southaven High 735 Rasco Road W.

Southaven, MS 38671

3 – 8 yard waste 3 x week X X X

DeSoto County Career Tech – West 1005 Kuykendall Lane Horn Lake, MS 38637

1 – 8 yard waste 3 x week X X X

DeSoto Central Elementary 2411 Central Parkway Southaven, MS 38672

2 – 8 yard waste 3 x week X X X

DeSoto Central Primary 3210 Getwell Road Southaven, MS 38672

2 – 8 yard waste 3 x week X X X

Pleasant Hill Elementary 7686 Pleasant Hill Road Olive Branch, MS 38654

3 – 8 yard waste 3 x week X X X

DeSoto Central Middle 2611 Central Parkway Southaven, MS 38672

3 – 8 yard waste 3 x week X X X

DeSoto Central High 2911 Central Parkway Southaven, MS 38672

3 – 8 yard waste 3 x week X X X

Transportation 2211 Central Parkway Southaven, MS 38672

1 – 8 yard waste 2 x week X X

Hernando High School 1200 McIngvale Road Hernando, MS 38632

3—8 yard waste 3 x week X X X

DCS Tech Building 100 E Valley Street Hernando, MS 38632

1—8 yard waste 1 x week (any day)

DeSoto County Schools Bid #353-WC-DCS26

Solid Waste Collection & Disposal Services Proposal Form

Vendor Name: ____________________________________

Location Bin Size/Service Monthly Cost

July 1, 2025 –June 30, Central Office 2690 Magnolia Hernando, MS 38632

2 – 8 yard waste 3 x week

Hernando Elementary 455 Riley Street Hernando, MS 38632

3 – 8 yard waste 2 x week

Hernando Hills Elementary 570 McIngvale Road Hernando, MS 38632

3 – 8 yard waste 2 x week

Oak Grove Central Elementary 893 Oak Grove Road Hernando, MS 38632

3 – 8 yard waste 2 x week

Hernando Intermediate School 700 Dilworth Lane Hernando, MS 38632

3 – 8 yard waste 2 x week

Hernando Middle School 805 Dilworth Lane Hernando, MS 38632

3 – 8 yard waste 3 x week

Hernando High School 1200 McIngvale Road Hernando, MS 38632

3—8 yard waste 3 x week

DCS Warehouse/Child Nutrition 325 Kapik Drive Hernando, MS 38632

1 – 8 yard waste 1 x week

Horn Lake Elementary 6341 Ridgewood Drive Horn Lake, MS 38637

3 – 8 yard waste 3 x week

Horn Lake Elementary Oil Shack @ Bus Lot 6341 Ridgewood Drive Horn Lake, MS 38637

1 – 8 yard waste 1 x week

Shadow Oaks Elementary 3780 Shadow Oaks Pkwy.

Horn Lake, MS 38637

3 – 8 yard waste 3 x week

Horn Lake Intermediate 6585 Horn Lake Road Horn Lake, MS 38637

3 – 8 yard waste 3 x week

Horn Lake Middle 6125 Hurt Road Horn Lake, MS 38637

3 – 8 yard waste 3 x week

Horn Lake High 3360 Church Road Horn Lake, MS 38637

4 – 8 yard waste 3 x week

Solid Waste Collection & Disposal Services Proposal Form

Vendor Name: ____________________________________

Location Bin Size/Service Monthly Cost

July 1, 2025 – June 30, DeSoto Co. Alternative Center (DCAC) 6870 E. Center Horn Lake, MS 38637

2 – 8 yard waste 3 x week

DeSoto County Schools Tech Building 100 E. Valley Street Hernando, MS 38632

1—8 yard waste 1 x week

Walls Elementary 6131 Delta View Road Walls, MS 38680

3 – 8 yard waste 2 x week

Lake Cormorant Elementary 3285 Wilson Mill Road W.

Lake Cormorant, MS 38641

2 – 8 yard waste 3 x week

Lake Cormorant Middle 3203 Wilson Mill Road Lake Cormorant, MS 38641

3 – 8 yard waste 3 x week

Lake Cormorant Middle Oil Shack @ Bus Lot 3203 Wilson Mill Road Lake Cormorant, MS 38641

1 – 8 yard waste 1 x week

Lake Cormorant High 10201 Star Landing Road Lake Cormorant, MS 38641

3 – 8 yard waste 3 x week

Lewisburg Elementary 1717 Craft Road Olive Branch, MS 38654

2 – 8 yard waste 3 x week

Lewisburg Primary 1707 Craft Road Olive Branch, MS 38654

2 – 8 yard waste 3 x week

Lewisburg Primary Oil Shack @ Bus Lot 1707 Craft Road Olive Branch, MS 38654

1 – 8 yard waste 1 x week

Lewisburg Intermediate 1711 Patriot Drive Olive Branch, MS 38654

2 – 8 yard waste 3 x week

Lewisburg Middle 2605 Hwy 305 S Hernando, MS 38632

2 – 8 yard waste 3 x week

Lewisburg High 1755 Craft Road Olive Branch, MS 38654

Solid Waste Collection & Disposal Services Proposal Form

Vendor Name: ____________________________________

Location Bin Size/Service Monthly Cost

July 1, 2025 – June 30, Olive Branch Elementary 9549 E. Pigeon Roost Olive Branch, MS 38654

3 – 8 yard waste 3 x week

Chickasaw Elementary 6391 Chickasaw Olive Branch, MS 38654

2 – 8 yard waste 3 x week

Olive Branch Intermediate 8631 E. Pigeon Roost Olive Branch, MS 38654

3 – 8 yard waste 3 x week

Olive Branch Intermediate Oil Shack @ Bus Lot 8631 E. Pigeon Roost Olive Branch, MS 38654

1 – 8 yard waste 1 x week

Olive Branch Middle 6530 S. Blocker Street Olive Branch, MS 38654

3 – 8 yard waste 3 x week

Olive Branch High 9366 Sandidge Road Olive Branch, MS 38654

2 – 8 yard waste 3 x week

DeSoto County Career Tech – East 8890 Deerfield Drive Olive Branch, MS 38654

1 – 8 yard waste 1 x week

Center Hill Elementary 13662 Center Hill Road Olive Branch, MS 38654

3 – 8 yard waste 3 x week

Overpark Elementary 8530 Forest Hill Irene Olive Branch, MS 38654

2 – 8 yard waste 3 x week

Center Hill Middle 8756 Forest Hill Irene Olive Branch, MS 38654

2 – 8 yard waste 3 x week

Center Hill High 13250 Kirk Road Olive Branch, MS 38654

3 – 8 yard waste 3 x week

Southaven Elementary 8274 Claiborne Drive Southaven, MS 38671

3 – 8 yard waste 3 x week

Hope Sullivan Elementary 7985 Southaven Circle W.

Southaven, MS 38671

3 – 8 yard waste 3 x week

Greenbrook Elementary 730 Rasco Road Southaven, MS 38671

Solid Waste Collection & Disposal Services Proposal Form

Vendor Name: ____________________________________

Location Bin Size/Service Monthly Cost

July 1, 2025 – June 30, Southaven Intermediate 175 Rasco Road E.

Southaven, MS 38671

3 – 8 yard waste 3 x week

Southaven Middle 899 Rasco Road W.

Southaven, MS 38671

3 – 8 yard waste 3 x week

Southaven High 735 Rasco Road W.

Southaven, MS 38671

3 – 8 yard waste 3 x week

DeSoto County Career Tech – West 847 Rasco Road Southaven, MS 38671

1 – 8 yard waste 3 x week

DeSoto Central Elementary 2411 Central Parkway Southaven, MS 38672

2 – 8 yard waste 3 x week

DeSoto Central Primary 3210 Getwell Road Southaven, MS 38672

2 – 8 yard waste 3 x week

Pleasant Hill Elementary 7686 Pleasant Hill Road Olive Branch, MS 38654

3 – 8 yard waste 3 x week

DeSoto Central Middle 2611 Central Parkway Southaven, MS 38672

3 – 8 yard waste 3 x week

DeSoto Central High 2911 Central Parkway Southaven, MS 38672

3 – 8 yard waste 3 x week

Transportation 2211 Central Parkway Southaven, MS 38672

1 – 8 yard waste 1 x week

TOTAL

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

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)

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.

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.

Solid Waste Collection & Disposal Services Proposal Form

Vendor Name: ____________________________________

20yd Roll-Off Container 30yd Roll-Off Container Added 8yd Container

Extra Pickup per

Site Delivery Rental Per Pull Delivery Rental Per Pull

Company: ________________________________________________________________

Address: _________________________________________________________________

Phone: ___________________________ Fax: ___________________________

Email: _________________________________________________________________

By: ________________________________________ ______________________________ (Signature) (Printed name)

Title: _______________________________________ Date: __________________________