ESBD_430593_1750797719924_CNS Disposal Services 2024-2025.pdf

Lyford CISD

RFP 1070CNDS

CNS Disposal Services Date Due: July 18, 2025

Time Due: 2:00 PM

Company Name: ___________________________________________________

Company Address: ___________________________________________________

City, State, & Zip: ___________________________________________________

Taxpayer I.D. #: ___________________________________________________

Telephone #: _____________ Fax #: ____________Email: ___________________

Print Name: ___________________________________________________

Signature: ___________________________________________________

Your signature attests to your offer to provide the goods and/or services in this proposal according to the published provisions of this project. Contract is not valid unit LCISD Board has approved the award. Carefully read entire proposal document and specifications. Complete all forms and submit bid with all appropriate supplements.

TABLE OF CONTENTS

Items checked below represent components which comprise this proposal package. If the item IS NOT checked, it is NOT APPLICABLE to this bid. Proposers are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, notify the Purchasing Department immediately.

It is the Respondent’s responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you understand the following before you return your proposal packet.

1. Cover Sheet (page 1) Your company name, address, the total amount of the proposal and your signature should appear on this page.

2. Table of Contents (page 2) This page is the Table of Contents.

3. Terms and Conditions (page 3 - 7) You should be familiar with all the requirements.

4. Specifications (pages 8 - 11) This section contains the detailed description of the product/service sought by the LCISD.

5. Attachments (Submittals)

a. Deviations Form (page 12)

b. Non-Collusive Certificate (pages 13)

c. Felony Conviction Notice (page 14)

d. Conflict of Interest Questionnaire (page 15)

e. Certificate of Interested Parties (page 16)

f. Anti-Terrorism Certification (page 17)

g. Tex. Gov’t Code 2270 Verification (page 18)

h. Certification Regarding Lobbying (page 19)

i. Vendor Debarment Statement (page 20)

j. Certificate of Residency (page 21)

k. HUB or Minority Owned Business (page 22)

l. W-9 Form (page 23 - 26)

General Terms & Conditions

1. INSTRUCTIONS: These instructions apply to all quotations and becomes part of the terms and conditions of any proposal submitted unless vendor takes exception in writing when submitting quotations.

2. FORM: Quotations must be submitted online. Proposals/ Bids not submitted on District's Vendor Portal will be rejected.

3. PROPOSAL/BID RETURN: The original proposal form must submit via the Vendor Portal for projects listed on the Lyford CISD website. The link is provided under this paragraph. The bid is named CNS Disposal Services, and email questions should be sent to bids@lyfordcisd.net or through the BonFire portal. The direct link to the portal is https://lyfordcisd.bonfirehub.com/portal/?tab=openOpportunities

4. LATE PROPOSALS/BIDS: Proposals must be uploaded to the portal prior to the closing date and time. NO LATE PROPOSALS/BIDS WILL BE ACCEPTED. Proposals/Bids aftereceive r d the time and date specified will not be considered and shall be returned to the vendor unopened.

5. ACCEPTANCE: Lyford CISD reserves the right to reject any and /or all proposals /bids and to make awards on the individual items as they may appear to be most advantageous to the District and to waive all formalities in the proposal/bid process.

6. ERROR / QUANTITY: Proposals/ bids must be submitted on units of quantity specified and extended to show total. In the event of discrepancies in extension, the unit prices shall govern.

Any suggestions as to quantity, to secure a better price, are welcomed.

7. F.O.B. / DAMAGE: Quotations shall be proposed F.O.B. destination; Lyford CISD Media Center, 8180 Simon Gomez Rd., Lyford, Texas 78569, and shall include delivery and packaging costs. The Lyford CISD assumes no liability for goods delivered in damaged or unacceptable condition. The successful vendor shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the School of damage.

8. FIRM PRICES: Proposal/bid prices must be for a minimum of 90 days from the date of the proposal/bid closing. In case of Annual Contract Request for Quotations, the price must remain firm for the period as specified on the proposal/bid. "Discount from List" proposal/bid are not acceptable unless specifically requested.

9. AUTHORIZED SIGNATURE: Proposals/bids MUST show full firm name and address of the vendor and be manually signed. Failure to do so will disqualify proposal/bid. Person signing proposal/bid must show title or AUTHORITY TO BIND HIS/HER FIRM IN A CONTRACT.

10. WITHDRAWAL / ALTERATION OF BIDS: Proposals/bids CANNOT be altered or amended after opening of the proposal. No proposal/bid may be withdrawn after opening without acceptable reason in writing and with the approval of the CFO.

11. INVOICES: Invoices and statements shall be sent directly to the Lyford CISD Accounts Payable Department, PO Drawer 220, Lyford, Texas 78569. Payments are processed according to the Vernon's Texas Civil Statues, Article 601f, the Prompt Payment Act, and after the Business Office has been notified that the items have been received in good condition and no unauthorized substitutions have been made. Invoices must detail the items delivered and must reference the Lyford CISD purchase order number.

mailto:bids@lyfordcisd.net https://lyfordcisd.bonfirehub.com/portal/?tab=openOpportunities

12. CASH DISCOUNT: Normal payment terms are net 30 days given that the goods and/or services received are in satisfactory condition. Any discounts available to the school for early payment should be noted. Discounts may be considered in determining low proposal/bid.

13. TAXES: The Lyford CISD is exempt from State Sales taxes. Tax must not be included in the proposal/bid. Tax exemption certificates will be executed by the School and furnished upon request.

14. INSURANCE: If insurance and /or workers' compensation are required by the School for said proposal/bid item(s), proof of insurance and /or workers' compensation should be submitted with the proposal/bid. The School reserves the rights to review all insurance policies pertaining to proposal/bid item(s) to guarantee that the proper coverage is obtained by the vendor.

15. SPECIFICATIONS/ REQUIREMENTS: Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer, the term "or equal", if not inserted, shall be implied. The specified article or material shall be understood as indicating the type, function, minimum standard of design, efficiency, and quality desired and shall not be construed as to exclude other manufactured products of comparable quality, design and efficiency.

If other than specified brands of items are offered, please complete (DEVIATIONS FORM) and include specifications, illustrations and complete descriptive literature must be submitted with proposal/bid unless previously filed with the CFO. The District reserves the right to waive any or all technicalities, and shall be the sole judge in determining equality, technicalities and formalities.

16. WARRANTY/MAINTENANCE AGREEMENT: Any information regarding warranties and/or maintenance agreements pertaining to said proposal/bid items) are to be included in the proposal/bid.

17. DELIVERY PROMISE/PENALTIES: Quotations Must show the number of calendar days required to place the materials in the possession of the school. DO NOT quote shipping dates.

Failure to specify the delivery date will obligate vendor to complete delivery in two (2) weeks from the date proposal/bid was awarded. Unrealistically short or undue long delivery promises may cause the proposal/bid to be disregarded. Consistent failure of a vendor to meet his delivery promises without a valid reason may cause removal from the vendors list. When delivery can be foreseen, the vendor shall give prior notice to the CFO, who shall have the right to extend the delivery date if reasons for delay appear acceptable. The vendor must keep the CFO informed at all times on the status of the order. When the contractor cannot abide by terms and conditions in fulfilling his contract, contractors must supply service or supplies from other sources at contract price. If contractor delays in this, the Lyford CISD reserves the right to purchase on the open market, and charge the contractor, the difference between the purchase order price and the contract price.

18. PACKAGING: Unless otherwise indicated, items will be new, unused and in First Class condition in containers suitable for damage-free shipment and storage. The vendor shall be responsible for packing, shipping, freight, express charges, and hauling charges, and shall see that all containers delivered to the site are new and unopened. The vendor shall also be responsible and assist the District with any claims against carrier for any concealed damages. Any damaged articles shall be replaced, repaired, or refinished and left in perfect condition.

19. DELIVERY TIME: Deliveries will be accepted only during normal working hours, 7:30 A.M. to

12:00 P.M. and 1:00 P.M. to 4:30 P.M., Monday through Friday at the designated School facility or facilities. All items shall be delivered no later than thirty (30) days after receiving purchase order (s), unless an extension of time has been granted in writing by Lyford CISD.

20. TIE PROPOSALS/BIDS: Consistent and continued tie proposals on any commodity could cause the rejection of all proposals/bids by the CFO and/or investigation by the Attorney-General to determine possible Anti-Trust violation.

21. PATENT RIGHTS: The vendor agrees to protect the School from any claim involving patent right infringement of copyrights on goods supplied.

22. NO PROPOSAL/BID: Quotation forms must be returned at once if vendor is unable to quote.

23. PROPOSAL/BID EVALUATION: All proposals/bids are evaluated for compliance with specifications before the proposed price is considered. Response to specifications is primary in determining the best low proposal.

24. SAMPLES: Samples may be requested for testing by Lyford CISD. Any sample that fails testing shall be considered sufficient reason to reject a proposal/bid. If not destroyed in examination, they will be returned to the vendor on request at his expense.

25. FACTORS IN AWARDING PROPOSALS/BIDS: The vendor awarded the proposal/bid may be selected based on the information provided, but not necessarily limited to, the following factors:

a) The purchase price;

b) The vendor’s time in this category of business;

c) The quality of the vendor's goods or services;

d) The extent to which the goods or services meet the District's needs

e) The vendor's past relationship with the district;

f) The impact on the ability of the district to comply with laws consider in selecting a vendor.

26. RIGHT TO PURCHASE: The District reserves the right to buy any and/or all supplies from any vendor.

27. THE RIGHT TO AWARD: The District reserves the right to award the proposal/bid in its entirety, partially, reject it, or to award the proposal to multiple vendors. A listing of awarded vendors will be available online at www.lyfordcisd.net under Departments/ Business Office/Board Approved Vendors.

28. RIGHT TO INCREASE OR DECREASE ORDER: The District reserves the right to increase or decrease the number of articles called for in any item of the specifications or to eliminate items entirely. Vendor's proposal/bid will be adjusted in accordance with the unit price quoted therein.

29. WORKMANSHIP WARRANTY: Except as otherwise specified, the vendor warrants and guarantees all work against defects in materials, equipment, or workmanship for one year from the date of final acceptance. Upon receipt of written notice from the District of the discovery of any defects, the vendor shall remedy the defects and replace any property damaged from occurring within the warranty and guarantee period. Neither the final payment nor any provision of the purchase order shall relieve the vendor of responsibility for faulty materials or workmanship. If the vendor, after notice by the District, fails to proceed promptly to comply with the terms of the warranty and guarantee, the District may have the defects corrected and the vendor and his surety shall be liable for all expenses incurred.

http://www.lyfordcisd.net/

30. INSTALLATION: (If included in specifications) The successful proposer/bidder shall provide the following services and requirements at no additional cost above the initial proposal price on equipment or furniture. Provide transportation of the items to the building, locating the items in the proper location within the building, uncrating, complete assembly and adjustment by a trained installation mechanic and removal of all debris. Equipment is to be complete including operating/owner’s manuals, wiring, and piping, and made ready for electrical and/or fluid service connection by the School District. After connections, make the machine ready, start up, analyze, and correct any malfunctions of the equipment. Provide all materials equipment and labor to place machinery in top operating conditions or to fully assemble furniture.

31. PAYMENT: Payment shall be made according to Vernon's Texas Civil Statue 601f, referred to as the Prompt Payment Act, after satisfactory fulfillment and delivery of furniture, equipment, supplies, goods and services to site as indicated on the purchase order.

32. VENUE: It is understood and agreed that nothing in these General Conditions shall be construed as an agreement by which the undersigned parties are waiving any statutory defenses or immunities to which they may be entitled, nor is it to be construed as an agreement to indemnify against claims or causes of action prohibited by law or which are precluded or limited by the Texas Tort Claims Act or any other local, state or federal laws. It is further understood and agreed that this agreement shall be construed and interpreted pursuant to Texas law, and venue of any causes of action or disputes arising from the terms or agreements contained herein shall be in a court of competent jurisdiction in Willacy County, Texas.

33. WHEN TO COMMENCE: The vendor shall begin his work upon receipt of a purchase order and/or written notice from the District.

34. NON-APPROPRIATION CLAUSE: Renewal of multi-year contracts will be in accordance with Local Government Code 271.903. Lyford CISD reserves the right to rescind the contract at the end of each fiscal year if it is determined that there are insufficient funds to extend the contract.

35. HARMLESS FROM NEGLIGENCE CLAUSE: It is understood and agreed that Vendor shall indemnify and hold Lyford CISD harmless from all claims for negligence, gross negligence, violations of civil rights, and intentional torts resulting directly or indirectly from Vendor's products and/or performance.

36. COMPLIANCE OF FEDERAL, STATE, & LOCAL STATUTES: It is understood and agreed that in providing Lyford CISD any service under any Agreement, Vendor shall observe and comply with all applicable federal, state, and local statutes, ordinances, rules, and regulations.

37. PERFORMANCE AS INDEPENDENT CONTRACT: It is understood and agreed that Vendor shall perform the services under this Agreement in accordance with generally accepted standards applicable thereto. It is further understood and agreed that Vendor shall perform hereunder as an independent contractor under the sole supervision, management, direction, and control of Vendor.

It is further understood and agreed that Lyford CISD shall look to Vendor for results only. It is further understood and agreed that Vendor's personnel and staff are employees of Vendor and shall not for any purposes be considered employees or agents of Lyford CISD.

38. INVALID, VOID OR UNENFORCEABLE PROVISIONS: It is understood and agreed that if any provision, section, subsection, paragraph, sentence, clause or phrase of these General Conditions, or the application of same to any person or set of circumstances, is held to be invalid, void, or unenforceable by a court of competent jurisdiction, the remaining provisions continue in full force and effect.

39. EXTENSION CLAUSE: This contract may be renewed for (2) two additional two-year periods if in the best interest of Lyford CISD and mutually agree with no increases in cost, except that incurred for the growth of district.

40. It is understood and agreed that any modification or amendment to this agreement by either party shall be done in writing and shall be signed by both parties.

41. I have read these standard terms and conditions and fully understand them, and will fully execute them, if I am awarded this proposal.

Print - Type Name of Company Officer Title

Signature Company Name

Address City, State Zip

Telephone No. Fax No. Date

Company Website

Company Contact for Quotes (Name, email, phone #)

Please provide an email to be used for award notification purposes or questions

Note: Awarded vendors will be listed at www.lyfordcisd.net.

http://www.lyfordcisd.net/

SCOPE AND INTENT

Scope: This package describes the item needed. It includes the Scope and Intent, Applicable Documents, General Conditions of bid, requirements, Quality Assurance, Special Notes, Etc.

Intent: It is the intent of Lyford CISD to request sealed bids from various general merchandise stores within or near Lyford CISD for walk-in purchase of athletics equipment and supplies.

Term: Two-years with option to renew for two additional two-year period if in the best interest of Lyford CISD.

Specifications:

A. Specifications are for unknown quantities of items to be purchased on an as needed basis. The primary purchases from this bid will be athletics equipment and supplies.

B. Lyford CISD designated personnel will visit the awarded stores, select and purchase the necessary items using district purchase orders.

C. Lyford CISD does not guarantee any quantities or dollar amounts and actual purchases.

D. This is a benchmark/catalog bid. A discount or mark-up from a verifiable benchmark is required. Bidders can use manufacturer’s price sheets, in-house custom pricing, dealer’s cost, wholesale pricing, retail pricing, shelf pricing at time of purchase, etc., as benchmarks. The benchmark must be verifiable by Lyford CISD.

E. Benchmark/catalog pricing is a pricing structure which uses verifiable prices as a starting point for establishing the final cost of a product.

A benchmark/catalog price can be established in various ways.

Listed below are examples of benchmark/catalog pricing.

1. Manufacturer’s catalog/price sheets.

2. Company catalog/price sheet

3. Store catalog/price sheet

4. Online catalog/price sheet

5. Shelf pricing

Catalog and price sheets may be bid different ways. Listed below are two methods of bidding a catalog/price sheet.

Net Pricing:

In this method the prices include any vendor mark-ups or discount. The price quoted is the catalog/price sheet.

A. For vendor mark-up pricing the vendor takes his cost and adds a percentage mark-up to formulate customer pricing.

B. For vendor discount pricing the vendor takes his retail, wholesale, or contractor pricing and subtracts a percentage amount to formulate customer pricing.

In either case, all mark-ups or discounts are already calculated into the catalog/price sheet, and the vendor should bid their catalog/price sheet using a net discount or 0% discount as the basis for the bid.

Discount Pricing:

For discounts pricing the catalog/price sheet does not include any vendor mark-ups or discount. In this instance a percentage mark-up or discount from the catalog/price sheet is bid, and it is the customer’s responsibility to calculate the price for each item purchased.

Shelf Pricing:

If a vendor does not offer, or have access to, a catalog or price sheet, a bid using Shelf Pricing is acceptable by Lyford CISD. For shelf pricing a vendor can bid a discount from the shelf price or bid the shelf price.

METHOD OF AWARD

Lyford CISD reserves the right to award to multiple vendors as might be required to better serve the interest of the Lyford CISD. Lyford CISD will purchase from this successful bidder for the duration of the contract or contract extension(s).

OTHER REQUIREMENTS

A. Bidders must have the experience, qualifications, stock, and facilities to handle this kind of contract. Inventory must include a substantial stock of general merchandise likely to be purchased by Lyford CISD.

B. Invoice each order and shipment separately. DO NOT mix purchase orders number on a single invoice.

C. Lyford CISD reserves the right to make purchases from other vendors should it be on an emergency basis or should there be a substantial price difference favorable to Lyford CISD.