ESBD_428073_1749846229184_IFB 26-OS Office supply2026 June 13.pdf

HEAD START OF GREATER DALLAS, INC.

INVITATION FOR BIDS

IFB NO: 26-OS CLOSING DATE: October 8, 2025

SUBJECT: Office Supplies OPENING TIME:

11:00 A.M.

Head Start of Greater Dallas, Inc. (Agency) is seeking bids for Office Supplies to be used within all agency locations in Dallas County.

TO PROVIDE for a requirements contract commencing on the date of award and continuing for one (1) year with two one (1) year option period which may extend the period of performance for a possible total of three

(3) years.

PRE-BID CONFERENCE:

Pre-bid conference will be held on the date of August 22, 2025, at 11:00 a.m., in training Room 1 located on the first floor in the Administrative Building After the pre-bid conference dated on

August 22, 2025, no questions will be answered.

Sealed bids shall be submitted to:

Head Start of Greater Dallas, Inc.

Attn.: Purchasing Department, Agnes Chiu 3954 Gannon Lane, Dallas, TX 75237

NO LATER than 11:00 A.M. October 8, 2025

Mark Envelope: IFB NO: 26-OS___Office Supplies____

ALL BIDS MUST BE RECEIVED IN THE PURCHASING DEPARTMENT BEFORE THE TIME INDICATED ABOVE. THE

OFFICIAL TIME SHALL BE DETERMINED BY THE CLOCK IN THE PURCHASING DEPARTMENT. FAX SHALL NOT

BE ACCEPTED.

Head Start of Greater Dallas, Inc. appreciates your time and effort in preparing this bid. Please note that all bids must be received at the designated location by the deadline shown. Bids received after the deadline shall not be considered for the award of a contract. Bid opening is scheduled to be held in the Agency’s Purchasing Department at the above address and time. You are encouraged to attend. Due to the unpredictable nature of Coronavirus variants, please reserve a seat for bid opening in 7 days advance.

LATE BIDS: Bids received in the Agency’s Purchasing Department after submission deadline shall not be opened and shall be considered void and unacceptable. The official time shall be determined by the clock in the Purchasing Office. The Agency is not responsible for lateness of mail, courier, etc.

IFB NO: 26 – OS

Any questions concerning this IFB, and specifications shall be directed to Agnes Chiu at 972-283-6414.

FUNDING: Funding is available through the fiscal year. Renewals are subject to appropriations received.

Performance of this contract beyond that date is contingent upon the availability of funds “from” which payment for contract purposes can be made. No legal liability on the part of the Agency for any payment may arise for performance under this contract beyond the current fiscal year until funds are made available for performance and until the Contractor receives notice of availability.

IT IS UNDERSTOOD that the Agency reserves the right to accept or reject any and/or all bids for any or all equipment/supplies/services covered in this solicitation and to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interest of the Agency.

ALTERING OF BIDS: Bids cannot be altered or amended after submission deadline. Any Interlineations, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity.

WITHDRAWAL OF BIDS: A bid may not be withdrawn or canceled by the bidder for a period of ninety (90) days following the date designated for the receipt of bids, and bidder so agrees upon submission of their bid.

SALES TAX: The Agency is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the bid price shall not include taxes.

AMENDMENT: Any interpretations, corrections or changes to the Invitation for Bid and specifications shall be made by issuance of written addenda. Sole issuing authority of amendment shall be vested in the Agency’s Purchasing Agent. Addenda will be available on the Agency web site (www.hsgd.org) or upon written request mailed (or e-mailed) to any prospective bidder. All responding bidders shall acknowledge receipt of all addenda.

ETHICS: Bidder(s) shall not offer or accept any gifts or anything of value nor enter any business arrangement with any employee, official or agent of the Agency.

BIDDERS MUST COMPLY: with all Federal, State, County, and local laws. All services must be in compliance with Federal, State, County, and local laws.

BIDDER SHALL PROVIDE: with this bid response, all documentation required by this IFB. Failure to provide this information may result in rejection of bid.

BID AWARD: Although it is anticipated there will be a sole award, the Agency reserves the right to award, as result of the bid, multiple contracts. If such were to occur, no more than three contracts would be awarded a primary, secondary and a tertiary supplier. Only these selected suppliers will be afforded the opportunity to bid on any major procurements of a like nature, should the need arise. Any firm submitting a bid on this procurement will be advised as to any award(s) made.

PROTEST OF AWARD: If a bidder wishes to protest and appeal the award then they must file a written notice of protestation with the Purchasing Agent listed on this solicitation within ten days of the Notification of Award being mailed (or e-mailed).

Then:

• The Purchasing Agent will notify the Awardee of the protest and review the Protestor’s and the Awardee’s solicitation documents within 3 days of receipt of the protest to determine the merit of the protest/appeal.

• Upon making a determination, the Purchasing Agent will respond in writing to the Protester as to their findings within 3 days of their determination.

i. If found in favor of the Protester then the award will be voided, the Awardee notified, and a new solicitation request or invitation will be issued.

ii. If the Award is upheld, then the Protester has 5 days to appeal in writing to the Director of Purchasing or their designate. After 5 days the Awardee will be notified, and the contract reinstated.

Then:

• The Director of Purchasing (or designee) will review the Purchasing Agent’s determination within 3 days of receipt of the appeal to determine the merit of the protest/appeal.

• Upon a decision, the Purchasing Agent will respond in writing to the Protester as to their findings within 3 days. This decision is final and binding upon all parties.

i. If found in favor of the Protester then the award will be voided, the Awardee notified, and a new solicitation request or invitation will be issued.

ii. If the Award is upheld, then the Awardee will be notified, and the contract reinstated.

REFERENCES: Head Start requires bidders to supply with this IFB, a list of at least five (5) references where similar office supply/services have been provided by their firm. Include therein name of firm, address, e-mail address, telephone number and name of representative.

EXCEPTIONS/SUBSTITUTIONS: All bids meeting the intent of this Invitation for Bid shall be considered for award. Bidders taking exception to the specifications, terms and conditions or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the bid. The absence of such a list shall indicate that the bidder has not taken exceptions and shall hold the resultant contractor responsible for performing in strict accordance with the specifications, terms, and conditions of the contract. Comments not under the Exception heading will not be considered other than for information only and are not binding on either party nor as a part of the agreement. The Agency reserves the right to accept any and/or none of the exceptions/substitutions as deemed to be in the best interest of the Agency.

DESCRIPTIONS: Any reference to model and/or make/manufacturer used in bid specifications is descriptive, not restrictive. It is used to indicate the type and minimum quality desired. Bids on items of like quality shall be considered. The burden of proof remains with the bidder, for all bids on components other than as specified. This shall be accomplished by providing sufficient documentation and/or sample components with bid submitted. This will permit timely evaluation by the agency on all submittals received. Where shown as “or an approved equal”, the final determination (approval) remains with the agency.

CUSTOMER SERVICE: The successful bidder is expected to provide outstanding customer service during the duration of this contract. The Contractor is encouraged to have established services in the DFW area and have local representation with permanent staff adequate to manage and service the Head Start account. The Head Start Account Representative will be expected to make at least one visit per quarter per center to ensure the Agency’s end user is satisfied with the products and services that they receive, and to resolve any complaints in a timely manner. The representative will make frequent contact with the site manager and Contract Administrator to proactively address any potential problems. The frequency of this service will be at a minimum of one-month intervals.

EMPLOYEE CONDUCT: Contractor and their employees must remain courteous to the public at all times while at the work site. Conflicts or potential conflicts between required work and public use of a location, shall be reported to the Contract Administrator.

The contractor shall remove any personnel that is incompetent or endangers persons or property.

The employees of Contractor will not consume/possess alcohol or use/possess any illegal drugs or be under the influence of such while on Owner’s property and/or while carrying out the requirements of this agreement. The Contractor shall immediately remove any such employee from the work site.

Notification to vendor of complaints concerning the aforementioned shall be in writing if time and circumstance permits. Otherwise, notification shall be verbal or by telephone and shall be confirmed in writing as soon as possible.

EMPLOYEE APPEARANCE: Contractor shall require its employees, working in Agency facilities, to have ID badges and whenever possible clean uniforms or identifying clothing, including shirt and pants/skirt. Uniforms or ID badges worn by Contractor employees shall indicate the Company’s name in a manner clearly identifiable to the public. The contractor must ensure that employees have Company identification and are properly dressed at all times.

DELIVERY: FOB destination, inside delivery, specified agency location, full freight provided for. Delivery requested from stock, within three (3) working days.

ITEMS: Supplied under this contract shall be subject to the agency’s approval, and shall be new and not reconditioned, remanufactured, or reassembled (unless otherwise specified and approved in writing by the Purchasing Agent), and in first class conditions, and of current manufacture. Items found to be defective or not meeting specifications shall be picked up and replaced by the Contractor at no expense to the Agency.

CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vernon’s Texas Codes Annotated, Local Government code Title 5, Subtitle C., Chapter 171 and the United States Copeland Act, 18 U.S.C. 874.

REMEDIES: The Contractor and the Agency agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

VENUE: This contract shall be governed and construed according to the laws of the State of Texas. This contract is performable within Dallas County, Texas and if legal action is necessary to enforce same, exclusive venue shall be in Dallas County, Texas unless superseded by federal jurisdiction.

MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder’s responsibility. A prospective bidder must meet the following requirements:

1. Have adequate financial resources, or the ability to obtain such resources as required.

2. Be able to comply with the required or proposed performance schedule.

3. Have a satisfactory record of performance.

4. Have a satisfactory record of integrity and ethics; and

5. Be otherwise qualified and eligible to receive an award

The Agency may request representation and other information, enough to determine bidder’s ability to meet these minimum standards.

CONTRACT: THIS BID, WHEN PROPERLY ACCEPTED, AWARDED BY THE AGENCY, AND WITH THE AGENCY’S TERMS AND

CONDITIONS SIGNED, SHALL CONSTITUTE A CONTRACT EQUALLY BINDING BETWEEN THE CONTRACTOR AND THE AGENCY. A

BILATERAL CONTRACT MAY BE ISSUED AS A MATTER OF FORM BUT THE TERMS AND SUBMITTALS THE CONTRACTOR AGREES TO

IN THE SUBMISSION OF THIS BID SHALL TAKE PRECEDENCE. NO DIFFERENT OR ADDITIONAL TERMS WILL BECOME PART OF THIS

CONTRACT WITHOUT A WRITTEN MODIFICATION AGREED TO BY BOTH PARTIES.

CHANGE ORDER: No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specification stated in any resultant contract. Modifications to the contract shall be made in writing and approved by the Purchasing Agent. A request for change is subject to intensive review and a change order granted only if it is determined by the Agency to be caused by an omission or change originating from the Agency’s actions or decisions. The Agency reserves the right to reject any or all requests for change if in the best interest of the Agency.

SUCCESSFUL CONTRACTOR SHALL: DEFEND, INDEMNIFY AND SAVE HARMLESS THE AGENCY, ALL ITS OFFICERS, AGENTS

AND EMPLOYEES FROM ALL SUITS, ACTIONS, OR OTHER CLAIMS OF ANY CHARACTER, NAME AND DESCRIPTION BROUGHT FOR OR

ON ACCOUNT OF ANY INJURIES OR DAMAGES RECEIVED OR SUSTAINED BY ANY PERSON, PERSONS, OR PROPERTY ON ACCOUNT

OF ANY NEGLIGENT ACT OR FAULT OF THE SUCCESSFUL CONTRACTOR, OR THEIR AGENTS, IN THE PERFORMANCE OF ANY

CONTRACT WHICH MAY RESULT FROM THE BID AWARD. CONTRACTORS SHALL PAY ANY JUDGMENT COST WHICH MAY BE

OBTAINED AGAINST THE AGENCY GROWING OUT OF SUCH INJURY OR DAMAGES.

SILENCE OF SPECIFICATIONS: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

NOTICE: Any notice provided by the bid or resultant contract (or as required by law) to be given to the Contractor by the Agency shall be conclusively deemed to have been given and received on the next day after such notice has been deposited in the mail in Dallas, Texas by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the Contractor at the address so provided; provided this shall not prevent the giving of actual notice in any other manner.

CONTRACT ADMINISTRATOR: Under this contract, the Agency may appoint in writing a Contract Administrator with designated responsibility to ensure compliance with contract requirements, such as but not limited to, acceptance, inspection, and delivery. The Contract Administrator will serve as liaison between the Agency and the Contractor.

TESTING: Testing may be performed at the request of the Agency, by an agent so designated, without expense to the Agency.

TERMINATION FOR CONVENIENCE: The Purchasing Agent, by written notice, may terminate this contract in whole or in part, when it is in the Agency’s best interest. If this contract is terminated the Agency shall be liable only for payment of performance elements accepted before the effective date of termination.

TERMINATION FOR DEFAULT: The Agency reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the Agency in breach or default of this contract. The Agency reserves the right to terminate this contract immediately if the Contractor fails to: 1) meet delivery or completion schedules, or 2) otherwise perform in accordance with these specifications.

Breach of contract or default authorizes the Agency to award another contractor, purchase elsewhere and charge the full increase in cost and handling to the defaulting contractor.

PURCHASE ORDER: A written purchase order(s) shall be issued by the Agency to the Contractor from the Purchasing Agent. A purchase order number from any source other than the Purchasing Department is considered invalid and unauthorized and relieves the Agency of any financial responsibility. The purchase order number must appear on all itemized invoices and packing slips. Agency will not be held responsible for any written orders placed/delivered without a valid purchase order number.

STATEMENTS: All billing statements will cover the first day of each month and end on the last day of the same month. Billing statements that begin or terminate in the middle weeks of the month will not be acceptable. It is strongly recommended that Proof of Delivery (POD) be included and made available to resolve any discrepancies

PACKING SLIPS: (if applicable) or other suitable shipping documents shall accompany each special-order shipment and shall show: (a) name and address of the Contractor, (b) name and address of receiving department and/or delivery location, (c) Agency’s purchase order number, and (d) descriptive information as to the items delivered, to include serial number, quantity, number of containers, etc.

INVOICE(S): Shall show all information as stated above shall be issued for each purchase order, and shall be mailed, or hand carried, to the Agency’s Purchasing Department. Signed Proof of Delivery (POD) shall be included with all invoices/statements.

PRICING: Prices cannot be altered or amended during the first contract year. After the first contract year, pricing can be altered upon the mutual agreement of both parties. Price change requests need to be submitted to the contract administrator at least 3 months in advance of the date the pricing is to take effect. When the new pricing is mutually agreed upon by both parties, it cannot be altered for any reason until the next contract year.

Pricing is the major factor in this award but will not be the sole determining factor in the selection of a Contractor for this bid. The requested documentation and responses to our requests for information will determine whether or not your Bid is complete, responsive, and accepted for review. Only complete bids submitted with all requested information and documentation shall be considered.

PAYMENT: Shall be made upon receipt and acceptance by the Agency of all equipment/supplies/ services completed and the receipt of a valid, signed Proof of Delivery (POD) & invoice, in accordance with the State of Texas Prompt Payment Act, Chapter 2251, Government Code VTCA. Contractor is required to pay any Subcontractors within ten (10) days.

BACKORDERS: There will be no backorders on any items ordered with the exception of “special order items”.

This “fill or kill clause” will apply to all office supplies and furniture. Line items that have some but not all quantities available can have those reduced quantities delivered with the rest of the order instead of killing or voiding the entire line item. Items that are backordered without authorization and delivered at a later time will not be paid for by the Agency and will be considered as a charitable contribution. Substituted items are not accepted in any circumstances. Head Start will not be responsible and pay for any substituted items.

WARRANTY: Contractor shall warrant that the items shall conform to the specifications and/or all warranties as stated in the Uniform Commercial Code and/or the State of Texas statutes, Chapter 9, (whichever is most restrictive) and be free from all defects in material, workmanship and title.

IF DURING: The life of the contract, the Contractor net price(s) to all other customers for the item(s) included herein are reduced below the contract price, it is understood and agreed that the benefits of such reduction shall be extended to the Agency.

ASSIGNMENT: The Contractor shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of the Agency’s Purchasing Agent.

ORDERING:

A) Any services or products to be furnished under this contract shall be ordered via purchase order (PO) issued for order placed. This PO shall set the “not-to-exceed” pricing and total costs for all products and/or services on the order. Delivery location(s) shall appear on each document. The Contractor must notify the Purchasing Agent if an order exceeds the not-to-exceed amount shown for that location on the PO. The contractor is encouraged to provide the Agency with electronic fillable order forms with the required approved pricing and order list. Orders for items not on order form shall be ordered only by the Purchasing Agent and the issuance of a P.O. number. Note: The Contractor is not obligated to furnish and deliver any order under $250.00 in value.

B) The period of performance shall be established with each individual issued a written purchase order but normally should not exceed thirty (30) days. Also note any specifications/special conditions.

C) All orders issued shall be subject to the terms and conditions of this contract. In the event of conflict between an issued order and this contract, the contract shall prevail.

PATENTS/COPYRIGHTS: The Contractor agrees to protect the Agency from claims involving infringements of any patents or copyrights

FORCE MAJEURE: Contractor shall not be liable for delay in delivery or performance or for failure to give notice of delay when such delay is due to factors beyond its control, including, but not limited to, fires, strikes, explosions, governmental regulations, court orders or decrees, or acts of nature such as floods, wind, earthquakes, tornadoes, or hurricanes. If the Contractor is unable to perform any of its obligations as a result of force majeure, Contractor shall immediately give written notice to the Agency of the date of inception of the force majeure condition and the extent to which it will affect performance.

OPTION TO EXTEND THE TERM OF CONTRACT:

A) The Agency may extend the term of this Contract twice by giving notice to the Contractor thirty (30) days prior to expiration. Any changes in contract terms shall be negotiated prior to the end of the term or the renewal shall be at the same cost rate and terms

B) If the Agency exercises this option, the extended contract shall be considered to include this option provision.

C) The total duration of this contract, including the exercise of any options under this provision, shall not exceed THREE (3) years.

CUSTOMER SERVICE TEST: The representative will also maintain frequency of contact with the Contract Administrator for the resolution of any problems.

REQUIRED INSURANCE: The successful bidder shall be required to demonstrate adequacy (As required by the State of Texas for this type of business) of insurance in umbrella form, inclusive of, as a minimum:

General Liability; General Aggregate $1,000,000.00 Worker’s Compensation or Statutory Limits Employers’ Liability Each accident $100,000.00 Disease-Policy Limit 500,000.00 Disease-Each Employee 100,000.00

A certificate of insurance showing the Agency as a certificate holder shall be required prior to any work commencing at any Agency location. A 30-day cancellation provision is required. A private policy meeting the above minimum requirements is acceptable.

ORDER OF PRECEDENCE:

Any inconsistency in this solicitation or contract shall be resolved in giving precedence in the following order.

a. The Bid Schedule (excluding specifications)

b. Contract Provisions

c. Other documents, exhibits, and attachments

d. Specifications.

SPECIFICATIONS/SPECIAL CONDITIONS FOR

OFFICE SUPPLIES

Service and delivery of all items ordered to designated location in a timely manner. (See ordering provision)

Delivery includes inside delivery, assembly, and “set in place” without extra charges. In the case of a “drop ship” items from a third party or manufacturer it will be the Contractor’s responsibility to coordinate, and to provide personnel to take delivery, assemble, and “set in place” any such delivery.

Provide items as requested/specified. (Note exceptions/substitutions provision).

Please note any standard packaging/minimum order requirements in the exception area of the bid schedule.

PAYMENT TERMS: FOB, inside delivery, net 30 (normal payment schedule is net 30 days)

Damaged items shall be replaced within 24 hours.

The contractor will advise individual center’s if items on the order list will not be available for delivery no later than three days prior to the delivery date.

Contractor’s personnel assigned to Head Start of Greater Dallas, shall, while on the Head Start of Greater Dallas campus, conduct themselves in accordance with the policies and standards of conduct Head Start of Greater Dallas staff operate. At all times conduct shall be professional and exhibiting the “Best practices” of the industry.

BID SCHEDULE

IFB # 26-OS

The mission of Head Start of Greater Dallas, inc. is to provide children with the foundation of skills and knowledge they need to be successful in school and life and foster self-reliant families and communities

ESTIMATED BID PRICE REPRESENTATIVE SAMPLING

Please use this attachment.

Items MFG &Part #

Description Unit of

Measure Price Extend

Amount

1 Adhesive, Dot MMM70005077485 Adhesive, Dot, Medium, 300/Pk Pack

2 Battery DURPX76A675PK09 Battery, 76A, Ultra Photo Pack

3 Battery DURPX76A6758PK Battery, 1, 5V, Alkaline, 76A-4PK Pack

4 Binder UNV20745PK Binder, D-ring, 2”, 6 per carton, Black Each

5 Binder AVE05706 Binder, view, round, 0.5, white Each

6 Calculator IVR15927 Calculator, 8 digit, 1 large number Each

7 Calendar, BLS111294 Calendar, 22x17, Classic Rd Box

8 Cardstock PAC101199 Cardstock, Array, Assorted, 250

Sheet

PK

9 Cartridge BRTLC203BK Cartridge, Ink, Black, High Yield Each

10 Cartridge BRTLC203C Cartridge, Ink, Cyan Each

11 Cartridge BRTLC203M Cartridge, Ink, Magenta Each

12 Cartridge BRTLC20EY Cartridge, Ink, Yellow Each

13 Cartridge BRTLC20BK Cartridge, Ink, Black Each

14 Cartridge BRTLC20EM Cartridge, Ink, Magenta Each

15 Cartridge BRTLC20EC Cartridge, Ink, Cyan Each

16 Clip, UNV10200 Clip, Binder, small, dozen Dozen

17 Clip, binder UNV10210 Clip, binder, medium, dozen Box

18 Clip, Jumbo UNV72220BX Clip, Jumbo, smooth, 100 bx Box

19 Clip, Medium UNV31029 Clip, Medium, 24/TUB, Assorted Box

20 Clipboard UNV05562 Clipboard, Letter, 6/PK, Brown Each

21 Coffee, Folgers FOL20421CT Coffee, Folgers, 25, 9 oz, Classic

Roast Each

22 Desk, Pad AAGSK38704 Desk, Pad, Beautiful, Day, AY

Each

23 Dispenser, Tape MMMC60BK Dispenser, Tape 1” Core, Black Pack

24 Divider, AVE11827 Divider, Ready Index, 1-31 tab, Black

& White, 6PK

PK

25 Dividers AVE1111 Dividers, Insert, 8-Tab, Multi Box

26 Drive, USB VER99812 Drive, USB, strong, 64GB, 2 pack Each

27 Drum BRTDR730 Drum, Mono Laser Each

28 Dry Erase Marker BICGDEP41ASST Dry Erase Marker Each

29 Duster END11407 Duster, 100z, Twin-pack, Be Each

30 Easel BVCEA49125016 Easel, Double, Melamine, Dry Erase, Black Each

31 Eraser TOM57332 Eraser, Mono, Jumbo, White Each

32 Envelope UNV40100 Envelope, 9x12, Catalog, White Box

33 Fastner VEK Fastner, Sticky back, 50x3/4 Box

34 File, Folder UNV18103 File, Folder, letter, 250 count, manila Bx

35 Flags, Arrow MMM684ARR4 Flags, Arrow, ½”, 96CT, Brite Pack

36 Fluid, Correction BICWOFEC12WE Fluid, Correction, extra coverage Each

37 Folder CLI33930 Folder, 2 pockets, 3-hole punch, Assorted Each

38 Folder OXF57513 Folder, 2-pocket, letter, Assorted Box

39 Glue, Stick AVE98098 Stick, Glue, 0.26oz, clear, 18PK Each

40 Highlighter ZEB78525 Highlighter, Twin TiP, 25PK Pack

41 Highlighter UNV08850 Highlighter, pocket, 5/st, Florescent Pack

42 Holder CRD252610 Holder, pad w/clip, letter, Black Each

43 Holder CL143910 Holder, Shop ticket, 9x12, Assorted Each

44 Holder BAU67820 Holder, Badge, Vertical, 1 pre-punched Box

45 Holder TOPPENPAL 1 Holder, Pen, Pen pal Each

46 Label AVE5264 Label, laser, shipping, 3.5x4, 150 Pack

47 Laminating, Pouch MMMTP385450DE Laminating, Pouch, 50/Pack Pack

48 Marker SAN81045 Marker, dry erase, Lo, Chisel, 16 Pk PK

49 Marker, SAN1927526 Marker, Dryer, LO, Chisel, 16PK Pack

50 Moistener, LEE10400 Moistener, fingertip, 1 oz Each

51 Mouse, keyboard Log920012059 Mouse, Keyboard, wave, keys Mk670 Each

52 Notebook Top20801 Notebook, 5x7, 100sh, Green Each

53 Notes MMM65424SSMIACP Post it, super stick, Miami Pack

54 Notes, post-it MMM6756SSNRP Notes, post it, 4x4, 6PK, Lined Pack

55 Opener ACM29380 Opener, Letter 8 Each

56 Organizer RUB94600ROS Organizer, 4 ways, with drawers Each

57 Organizer RUB94610ROS Organizer, 2 ways Optimize Clear Each

58 Organizer BSN86880 Organizer, 6 Dividers, Clear Each

59 Pad REDC1731 Pad, Desk, Monthly Each

60 Paper OCO81211 Paper, Xerox/Duplicate, 20# 92 Bright Pack

61 Paper WAU91901 Paper, 65#, Cover, Bright white Pack

62 Paper MAG56808 Paper, Multipurpose, 96 Bright Pack

63 Paper, Astrobrt WAU22871 Paper, Astro bright, 65# Planetary purple Box

64 Paper, Index WAU40311 Paper, Index, 90#, 8.5x11, white Box

65 Pen SAN2083009 Pen, sharpie, Fine, black,36/Bx Box

66 Pen PENBK91c Pen, Rsvp, Ballpoint, Medium Blue Each

67 Pen, BICGSM11BE Pen, rounds tic, BP, Medium, Blue, Dozen Dozen

68 Pencil PAP3030131C Pencil, sharp writer, 0.7mm, Yellow Dozen

69 Pins GEM87T Pins, T, Nickel, 1.5m 100pc Box

70 Protector TRPTLP602 Protector, Surge, 60UT, 2 feet Box

71 Protector sheet CLI62907 Protector sheet, No-Hole, Clear Box

72 Punch BSN62901 Punch, Electric, 3 holes, 30 sheets, Gray Each

73 Punch SWI74037 Punch, soft grip, light duty, black/silver Each

74 Pushpin UNV31306 Pushpin, 400/pk, Clear Box

75 Remover UNV10700 Remover, Staple, Wand, Black Each

76 Rubber bands ALL07818 Rubber bands, Canbandz, 17” Blue Pack

77 Scissors UNV92009 Scissors, Economy, 8”, straight, stainless steel Each

78 Scissors, ACM17532 Scissors, Titanium, straight, 8, 3PK Each

79 Sharpener BOSMPS1BLK Sharpener, Manual, antimicrobial Each

80 Stamp USST5444 Stamp, 5 in 1, professional date, cts Each

81 Stapler SWI444015 Stapler, desk, full strip, Black Each

82 Staples BOSSB10 Staples, Standard Box

83 Staples BSN65649 Staples, Standard, chisel point 5000 Box

84 Tab, PFX42YEL Tab, folder, Hand, plastic, 1/5, Yellow Pack

85 Tape VEK91138 Tape, Stick-black, Hook loop, white Pack

86 Tape VEK30197USA Tape, Hook loop, Sticky, White Pack

Tape, Correction PAP6137406 Tape, correction, dryline 10pk Pack

88 Trimmer DAH507 Trimmer, Paper, Rotary Each

89 Writer, pen CNK555565 Writer, pen, replacement, Black Each

Additive Bid Item:

The following items may be considered for a separate contract award, if determined to be in the best interest of the Agency.

A) PAPER

Items Description Quantity Price Amount

Paper, 20 lb 8.5” x 11 92 bright whites Xerox 4024DP, or equal

240 ct ________ ____________

The above Bid Schedule is a representative sampling of the Office Supplies that Head Start of Greater Dallas has purchased in the past and is not meant to exclude any manufacturer or supplier and is to be used as a guide for quality and specification purposes. Your bid response is to provide pricing for product “equal to (or better)” quality and with similar specifications as the sample product provided. Neither is this list meant to exclude any other products you might provide that are not listed but is an arbitrary list of “historically” ordered product used as benchmark for analysis of the bid.

In addition to the above sample, bidders are to indicate below their best discount of all items shown in their most recent catalog, which is to be submitted with their bid and marked accordingly.

HSGD qualifies for TXMAS, and other governmental cooperative schedule pricing. If your company is on any government or cooperative schedule, please indicate if the above pricing/discounts meet or exceed the schedule pricing and provide the contract number and Agency

HSGD's major funding source is federal dollars, which must be matched with 25% of non-federal matching funds. We encourage (not require) all contractors to help the Agency, as a non-profit community service organization, to meet its obligation through donations of services or in-kind contributions of products. If the Bidder intends to help meet the Agency’s match through in-kind services or products, then please indicate the amount and percentage of the in-kind with the pricing information. If a discount on catalog products is to be offered in lieu “in-kind” product, then indicate in your bid whether or not this discount is unique to the Agency, due to its being a non-profit organization, or is your standard practice (which cannot be counted towards matching funds). This is not a determining factor in the selection of a Contractor.

Bid Discount catalog (must be submitted and marked in this bid package)

Comments: ____________________________________________________________________

All pricing information should be in a separate envelope for review purposes.

Name of the current catalogs with discount pricing

1. ________________________________________________________________

2. ________________________________________________________________

3. ________________________________________________________________

4. ________________________________________________________________

Listed catalogs are required to be distributed to all centers after the rewards of the bids. If any reasons listed catalogs cannot be distributed, please do not list them on the bid package.

AGENT OF SUCCESSFUL CONTRACTOR

Bidder will list below the name address and telephone number(s) of the agent for the successful potential Contractor who is to be contacted and served notice for any purpose under this Contract.

1) Successful Contractor ______________________________________________________

2) Name of Agent: ___________________________________________________________

3) Address of Agent: _______________________________________________________

Email: __________________________________________________________________

Contact Telephone Number: _________________________________________________

EXCEPTIONS, if necessary, attach as ATTACHMENT ____________________________________

I agree that this is ______________________ ‘s full and complete bid and if awarded this Contract ______________________ agrees to the terms and conditions in this document as submitted in our bid.

Further by my signature I certify that I am an authorized representative of the CONTRACTOR with authority to obligate such to comply with all pricing, terms and conditions in this bid, attachments, and submittals.

Signed and executed by: _______________________________ Date: ______________________

Printed Name: _______________________________

Title: _______________________________

Company: _______________________________

Contact Number: _______________________________

Received by: ________________________________________ Date: ______________________

Agency Representative

Evaluation, BID ANALYSIS CRITERIA & SELECTION

1. All bids received shall be evaluated on “Best Value”, which means lowest overall cost to the agency for this service, considering the following factors/order of ranking:

CRITERIA WEIGHT FACTOR

a. Unit Price 5

b. Quality 4

c. Delivery/Service 3

d. Solicitation meeting Specifications 2

e. Small Business/Minority/Woman Owned 1

Method used in the collection of data

1. Unit price scoring is determined by taking the lowest bid from a responsive bidder and dividing all other bids into the low bid and multiplying by 10 to get the raw score. The raw score is used to (in the case of more than 5 bidders) to qualify bidders as finalist. The finalists are then subjected to Review and analysis using the other Criteria.

2. Quality/Service/Delivery scoring is determined by but not inclusive of site visits by the Review

Committee, conducting testing and/or trials of the product, reviewing product information, past experience, observation, and/or extensive references checks.

3. The specifications raw score is achieved by the Review Committee and/or Purchasing Agent comparing bids with specifications, comparing bids with each other, and/or comparing the bids with industry standards.

4. The raw score for Small Business/Minority/Woman Owned is derived from actual documentation from a recognized governmental agency as to their status. A small business firm meets the definition of "small business" as established by the Small Business Administration (13 CFR 121.3-8) by having average annual receipts for the last three fiscal years of less than five million dollars.

5. All raw scores are entered into a factor analysis spreadsheet, which automatically multiplies them by the weight factor and adds the total final score for each bidder.

6 The Review Committee normally (but has the right for good cause not to) recommends the bidder with the highest score to be awarded the contract.

CERTIFICATE OF INDEPENDENT PRICE DETERMINATION

By submission of this bid, the bidder certifies, and in the event of a joint bid, each party thereto certifies, as to its own organization, that in connection with this procurement.

The prices in this bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any manner relating to such prices with any other bidder or with any competitor.

Unless otherwise required by law, the prices which have been bid in this solicitation have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to bid opening, directly or indirectly to any other bidder or to any competitor.

No attempt has been made or will be made by the bidder to induce any person or firm to submit or not to submit a bid for the purpose of restricting competition.

EACH PERSON SIGNING THIS BID CERTIFIES THAT:

They are the person in the bidder’s organization who is responsible for the decision as to prices offered herein and that they have not participated in, and will not participate in any action contrary to the statements above;

or

They are not the person in the bidders’ organization who is responsible for the decision as to the prices being bid herein, but that they have been authorized in writing to act as an agent for the persons responsible for any such decisions. In certifying that such persons for whom they act and themselves have not participated and will not participate in any such action contrary to the statements above.

This is to confirm that __________________ (Company Name) is in compliance with applicable Federal, State, County and City regulations, Equal Employment Opportunity Standards per Title 7 Civil Rights Act, Fair Labor Standards and the Americans with Disabilities Act.

Company Name Representative (Print or Type)

Company Address Authorized Signature

Date Phone Number Fax Number

In accepting this bid, the Agency certifies that the agency’s officers, employees, or agents have not taken any action which may have jeopardized the independence of this bid.

Head Start of Greater Dallas, Inc. Representative

Acceptance of this bid does not constitute the formation of any contract unless this bid has been duly awarded to the Contractor named here in and the Agency’s CEO has signed the attached Agency’s Terms and Conditions.

Texas Department of Agriculture H2048

CERTIFICATION

REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

FOR COVERED CONTRACTS

DEFINITIONS

Covered Contracts/Subcontract

(1) Any non-procurement transaction which involves federal funds (regardless of amount), including such arrangements as a sub-grant, for example, between TDA and another entity or the Contracting Entity and another entity.

(2) Any procurement contract for goods or services between a participant and a person, regardless of type, expected to equal or exceed the federal procurement small purchase threshold fixed at 10 U.S.C. 2304(g) and 41 U.S.C. 3305 (currently $50,000) under a grant or sub-grant.

(3) Any procurement contract for goods or services between a participant and a person under a covered grant, sub-grant, contract, or subcontract, regardless of amount, under which that person will have a critical influence on or substantive control over that covered transaction, including

a. Consultant.

b. Principal investigators.

c. Providers of audit services required by the TDA or federal funding source.

d. Researchers.

Debarment - An action taken by a debarring official in accordance with 2 CFR Part 417, 48 CFR Part 1, or equivalent federal regulations, to exclude a person from participating in covered contracts. A person so excluded is “debarred”.

Grant - An award of financial assistance, including cooperative agreements, or contracts or subcontracts for goods or services entered to carry out an award of financial assistance. A grant may be in the form of money, or property in lieu of money, to an eligible grantee, sub-grantee, or sub-recipient.

Ineligible - a person that is prohibited from entering a covered contract or subcontract because of an exclusion or disqualification.

Participant - any person who submits a proposal for or who enters a covered contract or subcontract, including an agent or representative of a participant.

Person - Any individual, corporation, partnership, association, unit of government, or legal entity, however organized.

Principal - An officer, director, owner, partner, principal investigator, or other person within a participant with management or supervisory responsibilities related to a covered transaction; or a consultant or other person, whether or not employed by the participant or paid with Federal funds, who— (I) is in a position to handle Federal funds, or (ii) is in a position to influence or control the use of those funds, or (iii) occupies a technical or professional position capable of substantially influencing the development or outcome of an activity required to perform the covered transaction.

Proposal - A solicited or unsolicited bid, application, request, invitation to consider or similar communication by or on behalf of a person seeking to receive a covered contract.

Suspension - An action taken by a suspending official in accordance with 2 CFR Part 471, 48 CFR Part 1, or equivalent federal regulations that immediately excludes a person from participating in covered contracts for a temporary period, pending completion of an investigation and any judicial or administrative proceedings that may ensue. A person so excluded is “suspended”.

Voluntary exclusion - A status of nonparticipation or limited participation in a covered contract or subcontract assumed by a person under the terms of a settlement between the person and one or more agencies.

Voluntary exclusion must have a wide government effect.

Voluntarily excluded - The status of a person who has agreed to a voluntary exclusion.

Texas Department of Agriculture H2048

CERTIFICATION

REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

FOR COVERED CONTRACTS

Name of Business (Contractor)

Vendor ID No. or Social Security No.

(1) The prospective contractor certifies to the best of its knowledge and belief that it and its principals:

(a) Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency.

(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification;

and

(d) Have not within a three-year period preceding this application had one or more public transactions

(Federal, State, or local) terminated for cause or default.

(2) Where the prospective contractor is unable to certify to any of the statements in this certification, such prospective contractor shall attach an explanation to this proposal.

Signature of Contractor Representative Date

Printed/Typed Name of Printed/Typed Title of Contractor Representative Contractor Representative

Texas Department of Form H2049 Agriculture

CERTIFICATION REGARDING FEDERAL LOBBYING

(Certification for Contracts, Grants, Loans, and Cooperative Agreements)

Federal legislation generally prohibits entities from using federally appropriated funds to lobby the executive or legislative branches of the Federal government. Lobbying with respect to certain grants, contracts, cooperative agreements, and loans is governed by relevant statutes, including among others, the provisions of 31 U.S.C. 1352, as well as common rule, “New Restrictions on Lobbying” published at 55 Federal Register (FR) 6736 (February 26, 1990), including definitions, and the Office of Management and Budget “Government wide Guidance on New Restrictions on Lobbying” and notices published at 54 FR 52306 (December 20, 1989), 55 FR 24540 (June 15, 1990), 57 FR 1772 (January 15, 1992), and 61 FR 1412 (January 19, 1996).

Contracting entities or sponsored sites that contract for goods or services using Federal funds must obtain this certification for any award exceeding $100,000 and if necessary, must obtain the Standard Form-LLL, “Disclosure Form to Report Lobbying.”

CERTIFICATION

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering this transaction imposed by Section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Name of Organization submitting certification

Name of Organization Representative Title

Signature of Organization Representative Date

Standard Terms & Conditions Attachment

(PLEASE SIGN AND RETURN)

Termination: The agreement entered into by Head Start of Greater Dallas and ____________________, named henceforth as “Contractor,” and to which this is attached shall terminate automatically three years from the executed date of this document, unless otherwise stated in the Purchase Order or agreement to which this is attached. If there is a loss of funding or failure of the Contractor to perform satisfactorily, Head Start of Greater Dallas reserves the right to terminate this agreement with thirty (30) days written notice at any time.

Relationship of Parties: It is understood by the parties that the Contractor, is an independent entity with respect to Head

Start of Greater Dallas (HSGD), and not an employee of Head Start. HSGD will not provide fringe benefits, including health insurance, paid vacation, or any other employee benefit, for the benefit of the Contractor or the Contractor’s employees.

The Contractor shall provide proof of liability insurance, workers compensation (if applicable), and other required proof of insurance within ten (10) days upon acceptance of the P.O. and/or agreement. The proof of Insurance should be a Current Certificate of Commercial General Liability (min. $1 million aggregate coverage limit) citing Head Start of Greater Dallas, Inc. as “additional insured’s” and either Workman’s Comprehensive or Employee Accident Policy (min. $500,000 per occurrence coverage) if you have any employees that will be performing work on our sites.

Contractor’s personnel assigned to Head Start of Greater Dallas shall, while on the Head Start of Greater Dallas campus, conduct themselves in accordance with the policies and standards of conduct Head Start of Greater Dallas staff operate. At all times conduct shall be professional and exhibiting the “best practices” of the industry.

Notices. All notices required or permitted under this Agreement shall be in writing and shall be deemed delivered when delivered in person or deposited in the United States mail, postage prepaid.

Entire Agreement: The Agreement, with this attachment, contains the entire agreement of the parties and there are no other promises or conditions in any other agreement whether oral or written. This Agreement and these Terms and Conditions supersede any prior written or oral agreements between the parties.

Amendment: The Agreement may be modified or amended if the amendment is made in writing and is signed by both parties.

Severability: If any provision…