9-26-239 Special Instructions to Bidders.docx (6).pdf

RFP 26-239 Child Nutrition & Food Services Kitchen Equipment - Epps Island

SPECIAL TERMS AND CONDITIONS

CONTRACT TERM AUGUST 11, 2026 THROUGH JUNE 30, 2027

A. Contract Term and Renewals The contract will be effective August 11, 2026, through June 30, 2027, the mutual consent of the Klein Independent School District Superintendent or designee and the awarded vendor(s).

Any requested changes must be submitted to Klein Independent School District with supporting documentation, attention Purchasing Director, at least sixty (60) days prior to contract termination. If there is a reduction in price during the contract term, the price to the District shall be reduced in the same amount and manner as the greatest reduction in price granted to any political subdivision or segment of the trade. Any such price reduction shall be effective immediately.

B. No Quantity Guarantee No guarantees are made regarding the actual quantities of items to be purchased.

C. Statutory Authority In determining to whom to award a contract, the District shall consider the factors listed in Texas Education Code §44.031(b).

SPECIAL INSTRUCTIONS TO PROPOSERS

Proposals for Child Nutrition & Food Services Kitchen Equipment - Epps Island RFP 26-239 are requested by the Klein Independent School District for the 2026-2027 school year. Award of this proposal will be made by the Klein ISD Board of Trustees at the August 10, 2026 Board meeting.

Award of this proposal will be for the period August 11, 2026 through June 30, 2027. Prices shall be guaranteed for this period. Proposal pricing is being solicited directly from the manufacturer, distributor, or broker, if applicable.

All proposals shall comply with current federal procurement standards as mandated by the U.S.

Department of Agriculture (USDA) and 2 CFR Part 200. Klein ISD requires that vendors comply with Executive Order 11246, “Equal Employment Opportunity,” as amended by Executive Order 11375, and Department of Labor regulations (41 CFR Part 60). No individual shall be excluded from participation in, denied the benefits of, or subjected to discrimination under any program or activity on the basis of race, color, national origin, sex, age, or disability. Vendors must also comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act of 1970, as amended (42 U.S.C. §7401 et seq.), when applicable.

SPECIAL CONDITIONS

1. Delivery schedules shall be coordinated with Klein ISD personnel prior to delivery.

2. Vendors shall comply with all campus safety and security requirements while on District property.

3. Vendors shall be responsible for removing all packaging and debris associated with delivered equipment.

4. All pricing shall include equipment, freight, delivery, and associated supply costs necessary to fulfill the requirements of this solicitation.

GENERAL TERMS AND CONDITIONS

1. Unit pricing and lump sum pricing must represent the net price to the District, including all allowances, freight, delivery, overhead, and associated costs. Pricing shall remain firm for the duration of the project unless otherwise approved in writing by the District.

2. Any restrictions, exclusions, or assumptions must be clearly identified in the proposal submission and may be considered during evaluation.

3. Brand names are listed for descriptive purposes only. Equal products meeting specifications will be considered.

PERFORMANCE OF CONTRACT

The District reserves the right to terminate this contract and pursue all legal remedies in the event of a breach, default, or enactment of new laws impacting performance. Contract default includes, but is not limited to:

1. Failure to provide products or delivery services necessary to meet project schedules

2. Any attempt at concealment or misrepresentation of true costs;

3. Failure to honor proposal pricing or contractual commitments;

4. Failure to comply with any requirements contained herein or in the Instructions to Proposers;

5. Failure to respond to District concerns regarding quality, product condition, safety, or performance;

6. Misrepresentation of products, materials, equipment, or services.

PROPOSAL INFORMATION AND AWARD

Information regarding proposals or specifications may be obtained by contacting Monique Williams, Coordinator – Business Support Services, mwilliams12@kleinisd.net.

Successful proposer(s) will receive an award letter via email, which shall constitute acceptance of the terms of this proposal pending execution of required contract documents.

The District reserves the right to reject any or all proposals, waive any formalities or irregularities, and accept the proposal deemed to be in the best interest of the District.

This solicitation may be awarded on an all-or-none basis if determined to be in the best interest of the District.

EVALUATION AND AWARD CRITERIA

Award will be made to the responsive and responsible proposer(s) whose proposal is determined to provide the best value to the District, in accordance with Texas Education Code §44.031(b), using the following evaluation criteria:

1. Purchase price: 50 Points

2. Reputation of the vendor and of the vendor's goods or services: 10 Points

3. Quality of the vendor's goods or services: 10 Points

4. Extent to which the goods or services meet the district’s needs: 15 Points

5. Vendor's past relationship with the district or similar size district. If no experience with a district, relationship with an entity of similar scope in size: N/A

6. Whether the vendor's principal place of business is in the state of Texas, or employees 500 people in this state: N/A

7. Long-term cost to the district to acquire the vendor’s goods or services: 10 Points

8. Vendor additional resources to meet the district’s needs: 5 Points

9. Relevant factors specifically listed in the request for proposals: N/A

USDA Civil Rights Statement

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency or USDA’s TARGET Center at (202) 720‑2600 (voice and TTY) or the Federal Relay Service at (800) 877‑8339.

To file a program discrimination complaint, complete Form AD‑3027, USDA Program Discrimination Complaint Form, available online or from any USDA office, by calling (866) 632‑9992, or by submitting a written letter to USDA. Submit completed forms to:

U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250‑9410; or Fax: (833) 256‑1665 or (202) 690‑7442; or Email: Program.Intake@usda.gov

This institution is an equal opportunity provider.