8-1. DISD PS Solication Instructions Oct 2025.pdf

9400 N. CENTRAL EXPRESSWAY | DALLAS, TEXAS 75231 | 972.925.3700 | WWW.DALLASISD.ORG

Bid Instructions and Information

1. The District prefers submissions to be completed electronically via the Bonfire portal. Vendors must register at https://dallasisd.bonfirehub.com to access the portal, which supports Microsoft Edge, Google Chrome, and Mozilla Firefox with JavaScript and cookies enabled. For technical assistance, vendors may visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us, email Support@GoBonfire.com, or call 1-800- 354-8010. Submissions must be uploaded, submitted, and finalized before the posted due date.

Uploading large files may take time, depending on the size and Internet speed, so it is strongly recommended that vendors allow at least one business day to complete the process.

2. Although we are legally required to accept paper bids, we strongly request that bidders submit this bid electronically. Please feel free to call us if you require any assistance with this submittal.

Electronic bidding will eliminate errors, eliminate unnecessary work, and is more friendly to the environment. Manual submissions must be delivered in a sealed envelope by the specified due date and time. Only one format, either electronic or manual, is required. Fax or email submissions will not be accepted. Manual submissions must consist of one original hard copy with a signed copy of the Proposal Acknowledgement located at the end of the instructions and may be sent via mail, FedEx, UPS, or hand delivery to the following address:

Dallas Independent School District Procurement Services 9400 N Central Expwy, Ste 1510, Attn: [BID NUMBER & NAME] Dallas TX 75231.

3. Bids submitted after the published time and date will be considered untimely and will not be considered.

4. Any requests or questions for additional information pertaining to the bid specifications shall be submitted through the electronic bid system. Requests or questions must be submitted by dates indicated on timeline in bid document.

5. Contact between responders or potential responders and the District user departments during the bid request process or evaluation period is prohibited. Any attempt by a responder or potential responder to contact the department will result in disqualification. All communications shall be performed by the District Procurement Services personnel during the bid process.

6. All addenda will be issued via the electronic bid system. It is the vendor's responsibility to obtain any addenda that pertain to a particular bid. Please check regularly for any posted addenda.

https://dallasisd.bonfirehub.com/ https://vendorsupport.gobonfire.com/hc/en-us

7. The District is exempt from Federal Excise Tax, and State Tax. Do not include tax in your bid totals. Tax exemption certificate can be furnished upon request.

8. If a bidder requests to withdraw a bid/proposal and the District allows the withdrawal of the bid/proposal, the bidder may resubmit the bid/proposal, or submit a new bid/proposal, up until the advertised due date and time. All bids/proposals in the possession of the District at the due date and time shall be deemed final, conclusive, and irrevocable, and no proposal shall be subject to withdrawal, amendment, or correction after the due date and time for submission. If you need to withdraw your proposal, please use the link for assistance:

https://bonfirehub.zendesk.com/hc/en-us/articles/200531206-I-uploaded-the-wrong-file-what-should-I-do-

Award Information

1. Each Offer will be analyzed and evaluated by a panel selected by the District.

2. the District intends to award a contract to one or more responsive, responsible Offerors that provide the best value to the District.

3. Pursuant to District Board policy and applicable law, "best value" is determined according to the price and non-price criteria in the Evaluation and weighted at the sole discretion of the District.

4. By submitting an Offer, an Offeror acknowledges the District's right to establish scoring criteria that comply with applicable law as well as the District's bid protest procedures outlined in the District’s General Terms and Conditions.

5. Even when an award to a single Offeror is envisioned, the District reserves the right, in its sole discretion, to make awards to multiple Offerors (or to make no award at all).

6. Non-responsive or disqualified Offers will be not eligible for award consideration. Reasons for being deemed non-responsive or being disqualified include but are not limited to not meeting requirements of the proposal, receipt of Offer after date/time posted; failure to sign the Offer;

failure to include one or more Conditions of Service/Term Agreement.

7. The District reserves the right to reject any use of Offeror's terms and conditions of any kind, including web links to any online terms and conditions, or requiring the use of Offeror's form of agreement.

Evaluation Criteria

In addition to the evaluation criteria noted in the General Terms and Conditions, as part of "any other relevant factors" the District will use the following criteria in the evaluation. Final evaluations of this proposal will be based on the Texas Educational Code 44.031(b). Dallas ISD will not award bids based https://bonfirehub.zendesk.com/hc/en-us/articles/200531206-I-uploaded-the-wrong-file-what-should-I-do-https://bonfirehub.zendesk.com/hc/en-us/articles/200531206-I-uploaded-the-wrong-file-what-should-I-do-on low price alone. Criteria and points will be used in weighting which proposal(s) offer the best overall product, service, and references for the intended purpose.

1. Purchase Price

2. Reputation of the vendor and vendor's goods or services

3. Quality of the vendor's goods or services

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

5. Vendor's past relationship with the district

6. The impact on the ability of the District to comply with laws and rules relating to Small Business

Enterprise. This will be applied to your SBE Participation and is assessed as follows:

a. Offeror demonstrated a commitment to the district's SBE program by providing enhancements to the administration of the proposer's contracting process for the work to be done by SBE firms. Examples of this commitment may include any of the following:

expedited payments, Mentor-Protege Programs, early release of retainage, expanding the pool of diverse subcontractors to firms that have not done business with the district, etc.

b. Offeror submitted a list of two (2) SBE subcontractor references.

c. Offeror is a certified SBE OR Offeror submitted a Joint Venture Agreement with a certified

SBE OR Offeror submitted a Prime Subcontractor Teaming Agreement with a certified SBE.

d. Offeror submitted a diverse list of certified SBE subcontractors, sub-consultants, or suppliers that meets or exceeds the district's SBE aspirational goal in meaningful roles OR Offeror demonstrated outreach designed to meet the SBE project goals with a diverse SBE team of subcontractors, suppliers, and sub-consultants.

e. Offeror demonstrated a comprehensive framework and understanding of the district's SBE program by providing a written and detailed SBE compliance plan, designating a high ranking individual who will be responsible for SBE contract compliance, monitoring, and reporting, ensuring no unauthorized changes to SBE subcontractors, adhering to the SBE commitment and subcontractor payment terms, executing the SBE subcontracting schedule, complying with the district's SBE Program guidelines, etc.

7. Total long-term cost to the district

8. Principal place of business or number of employees in the State

9. Other relevant factors specifically listed in this proposal

Best Value Incentives

Consideration will be given to Offerors who include best value incentives or value-adds at no additional cost to the District. To be considered, these incentives/value-adds must be clearly disclosed.

Discussions/Negotiations

1. During the evaluation of certain Offers, the District may hold discussions/negotiations with Offerors that are in the competitive range to provide the goods and/or services described in this solicitation.

Discussions will NOT be conducted for Competitive Sealed Proposals. Discussions may be conducted for responses to Requests for Proposals or Requests for Qualifications; however, the District reserves the right to award (or not award) a Contract without conducting any discussions;

therefore, Offerors are encouraged to provide their best Offer initially and not anticipate the opportunity to make a better offer later.

2. If conducted, discussions will be held at a place, time, and date as determined by the District. All associated costs incurred by an Offeror in connection with the discussions will be at Offeror's own expense. Additionally, a selected Offeror(s) may be required to attend one or more Board Briefings and/or Board Meetings to address questions about the Offer and any resulting Contract. Such attendance shall be at no additional cost to the District.

E-Bid Support

For technical assistance, vendors may call Bonfire’s helpline at call 1-800-354-8010, email Support@GoBonfire.com, or visit Bonfire’s forum at https://vendorsupport.gobonfire.com/hc/en-us.

The District provides a workstation for vendors who do not have access to a computer. Please call the Purchasing Services at 972-925-4100 to schedule an appointment to access the computer. Vendor should preview the bid requirements and come with prepared documents to upload into the system.

Submission

It is recommended that once you have completed your final submission and received a notice status of “Submission Complete” from Bonfire, you access your account again and review the documents to verify that the correct content has provided. Once the close date has past, you will not have an opportunity to change any of the submitted documents.

All bids/proposals must be SUCCESSFULLY submitted before the due date and time regardless of your organization's ability to submit bids online. It is the supplier's sole responsibility to ensure that bid/proposal documents successfully arrive before the due date and time. The District's online bidding application utilizes the Internet and the World Wide Web, which is comprised of systems that are completely out of the District's control. It is highly recommended that the suppliers allow themselves enough time to complete a successful submission. Do not wait until the last minute.

https://livedallasisd-my.sharepoint.com/personal/kklas_dallasisd_org/Documents/Documents/08%20-%20Process%20Refinement%20Activities/Automation%20Project/BF%20Template%20Docs/Support@GoBonfire.com https://vendorsupport.gobonfire.com/hc/en-us

Proposal Acknowledgement

By signing, the officer certifies that it has read, understands, and agrees to the requirements of the specifications and all other provisions of this solicitation.

Signature above affirms receipt and understanding of all Notices and Instructions, Specifications, Terms and Conditions, Proposal Form, Scope, Contract Clauses, Representations and Certifications, Felony Conviction Requirements, and all documents pertaining to this proposal and attached as reference, if applicable. Vendor agrees to abide by all conditions and any negotiations that are a part of this RFP.

Negotiated conditions will be in writing, attached to the official proposal documents.

Bid Number and Name

Company Name

Address (Street number and name, city, state and zip code)

Authorized Representative (printed) title phone email

Signature Date