BID_PACKET_5_OF_54.pdf

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 6 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

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.