Temporary Personnel Services for Child Nutrition

Department 26-387

Aug 19th 2026, 10:00AM CDT - Sep 22nd 2026, 1:00PM CDT

DISTRICT OVERVIEW

Richardson ISD (RISD), located in northern Dallas County, serves portions of Richardson, Dallas, and Garland.

The district enrolls approximately 36,000 students across 50 campuses, including four high schools, six junior highs, two middle schools, 36 elementary schools, one non-traditional campus, and one alternative learning center. RISD also operates central administrative facilities that support districtwide operations.

Table of Contents

Contents Page #

Project Details 4

1. Solicitation Overview 5

1.1. Term of Agreement 5

1.2. Communication 5

1.3. Solicitation Award 6

1.4. Estimated Annual Expenditure 6

2. Scope of Work 7

2.1. Specifications 7

2.2. Vendor Qualifications 10

3. Evaluation and Selection Process 12

4. Solicitation Requirements 14

4.1. Standard Solicitation Instructions 14

4.2. Richardson ISD's Vendor Code of Conduct and On-Site Requirements 14

4.3. Company Name 14

4.4. W-9 15

4.5. Bid Representative 15

4.6. Address 15

4.7. Website 16

4.8. Customer Service Representative 16

4.9. Purchase Order Email Address 17

4.10. Past History 17

4.11. Historically Underutilized Business (HUB) 17

4.12. Conflict of Interest 18

4.13. Resident Bidder 19

4.14. Number of Employees 19

4.15. Richardson ISD's Standard Terms and Conditions 19

4.16. No Deviations 20

4.17. Deviations 20

4.18. Non-Collusive 20

4.19. No Lobbying 21

4.20. Criminal Background 21

4.21. Felony Conviction 22

4.22. Unique Entity Identifier (UEI Number) 22

4.23. Certificate Regarding Debarment 23

4.24. Public Records Notification 23

4.25. Confidential Information 24

4.26. Interlocal Agreement Clause 24

4.27. Minimum Insurance Requirements 25

4.28. Reference # 1 25

4.29. Reference # 2 25

4.30. Reference # 3 25

4.31. References 26

4.32. Order Requirements 26

4.33. Purchase Order Requirement and Authorization for Delivery of Goods and Services 27

4.34. Certificate of Interested Parties (1295 Form) 27

4.35. Richardson ISD's Data Privacy Agreement 28

4.36. Pre-Service Affidavit Agreement 28

4.37. Equal Employment Opportunity and Nondiscrimination Certification 29

4.38. Certification of Independent Price Determination and Non-Collusion 29

4.39. State of Texas Regulations 30

4.40. USDA Federal Regulations 34

4.41. Financial Stability 44

4.42. Agreement Compliance Form 44

5. Proposal 46

5.1. Proposal Requirements 46

6. Pricing 48

6.1. Rates 48

7. Supplier Note/Additional Information 50

7.1. Supplier Note/Additional Information 50

Project Details

Project Temporary Personnel Services for Child Nutrition Department

Ref. # 26-387

Type RFP

Description Richardson ISD, located in Richardson, TX, is seeking qualified staffing firms to provide temporary personnel services in support of its Child Nutrition program. The purpose of this solicitation is to secure a reliable vendor capable of supplying qualified temporary personnel to staff cafeteria and food service operations across district facilities. The selected vendor will be responsible for recruiting, screening, hiring, and managing temporary personnel while ensuring compliance with all applicable local, state, and federal laws and alignment with the values, standards, and procedures of Richardson ISD. Because the Child Nutrition program operated by Richardson ISD, participates in United States Department of Agriculture Child Nutrition Programs administered at the state level by the Texas Department of Agriculture (TDA), all temporary personnel services provided under this solicitation must be delivered in full compliance with TDA requirements, guidance, and program regulations governing the National School Lunch Program and the School Breakfast Program.

Open Date Aug 19th 2026, 10:00AM CDT

Questions Due Date Sep 16th 2026, 10:00AM CDT

Close Date Sep 22nd 2026, 1:00PM CDT

Project Owner Melody Greig

Events

Event Name Duration Description

Open Date Aug 19th 2026, 10:00AM CDT Posting date for the Opportunity

Questions Due Date Sep 16th 2026, 10:00AM CDT Deadline to submit Questions

Close Date Sep 22nd 2026, 1:00PM CDT Deadline for Submissions

1. Solicitation Overview

The Richardson Independent School District (Richardson ISD, RISD or the District) is accepting sealed proposals from vendors to provide Temporary Personnel Services for Child Nutrition Department The District anticipates awarding this contract to a primary and secondary vendor in order to best meet District needs.

All proposals must be submitted electronically no later than Sep 22 2026, 01:00 PM CDT Central Standard Time.

Euna Procurement will not accept late submissions.

1.1 Term of Agreement

Richardson ISD is issuing this solicitation with the specific intent to align the contract term with the district’s operational fiscal cycle (July 1 – June 30) while also maintaining full compliance with Texas Department of Agriculture

(TDA) procurement and contract‑approval regulations. Adjusting the initial term prevents any lapse in service between the current agreement’s expiration and the start of the district’s standard school‑year contract cycle.

The initial term of the agreement will begin November 4, 2026, and continue through June 30, 2027, for a total duration of seven (7) months. This shortened initial term ensures continuity of service following TDA’s approval timeline and positions the contract to renew on a standard annual cycle thereafter.

Following the initial award period, RISD may exercise up to four (4) one‑year renewal options, contingent upon vendor performance, program needs, and TDA approval requirements. Renewal periods will follow the district’s July–

June fiscal year:

July 1, 2027 – June 30, 2028 July 1, 2028 – June 30, 2029 July 1, 2029 – June 30, 2030 July 1, 2030 – June 30, 2031

Renewals are not automatic and require mutual agreement between RISD and the awarded vendor, as well as compliance with all TDA renewal submission deadlines.

RISD anticipates presenting the recommended award for approval at the October 15, 2026 Board of Trustees meeting. Award and contract execution are contingent upon both RISD Board approval and TDA approval in accordance with federal and state regulations governing School Food Authority contracts.

Pricing Requirements - Firm Pricing: All rate pricing must remain firm for the entire initial award period (November 4, 2026 – June 30, 2027).

No mid‑term price increases or discount reductions will be permitted during the initial seven‑month term.

1.2 Communication

All communication regarding this solicitation must occur through the Euna Procurement portal. RISD will not provide verbal responses.

Questions received after the deadline may not receive a response. Respondents are responsible for monitoring the portal for updates and posted Q&A.

RISD Contact:

Melody Greig, Purchasing Department

Phone: (469) 593-0578

Email: melody.greig@risd.org

Contact with any other district personnel regarding this solicitation is strictly prohibited and may result in disqualification.

1.3 Solicitation Award

RISD reserves the right to award this solicitation to one (1) Primary Vendor and one (1) Secondary Vendor. The

Primary Vendor shall serve as the district’s first source for all services described herein and is expected to provide adequate staffing, timely response, and full performance in accordance with the Scope of Work. The Secondary

Vendor shall be designated as a backup provider and may be engaged solely at RISD’s discretion in circumstances where the Primary Vendor is unable to provide the required services, fails to meet staffing needs, or cannot supply the necessary number of temporary personnel to support district operations. Award as a Secondary Vendor does not guarantee any minimum level of usage, purchase volume, or assignment of work. RISD retains the exclusive right to determine when conditions warrant activation of the Secondary Vendor to ensure continuity of operations and best value to the district.

All vendors submitting a timely and complete proposal will be considered for award.

Award notifications will be sent via email from purchasing@risd.org following formal Board approval. Vendors must review, sign, and return the award notification electronically to finalize the award process.

Bid tabulations will be publicly posted on the District’s website at: https://web.risd.org/purchasing/awarded-bids

1.4 Estimated Annual Expenditure

RISD does not guarantee any specific volume or dollar amount of purchases under this contract. Actual expenditures will depend on district needs and budgetary constraints.

RISD’s annual expense for Temporary Personnel Services for Child Nutrition Department were:

School Year 2024-2025 $454,204.60

School Year 2025-2026 $212,366.00 mailto:melody.greig@risd.org mailto:melody.greig@risd.org mailto:purchasing@risd.org mailto:purchasing@risd.org https://web.risd.org/purchasing/awarded-bids https://web.risd.org/purchasing/awarded-bids

2. Scope of Work

Richardson ISD located in Richardson, TX, is seeking a qualified staffing firms to provide third party temporary personnel services in support of its Child Nutrition program. The purpose of this solicitation is to secure a reliable vendor capable of supplying qualified temporary personnel to staff cafeteria and food service operations across district facilities. The selected vendor will be responsible for recruiting, screening, hiring, and managing temporary personnel while ensuring compliance with all applicable local, state, and federal laws and alignment with the values, standards, and procedures of Richardson ISD. Because the Child Nutrition program operated by Richardson ISD participates in United States Department of Agriculture Child Nutrition Programs administered at the state level by the

Texas Department of Agriculture, all temporary personnel services provided under this solicitation must be delivered in full compliance with Texas Department of Agriculture requirements, guidance, and program regulations governing the National School Lunch Program and the School Breakfast Program.

2.1 Specifications

2.1.1 Texas Department of Agriculture Compliance

All services performed under this solicitation shall comply with the requirements, policies, handbooks, and administrative guidance issued by the Texas Department of Agriculture as the state agency responsible for administering United States Department of Agriculture Child Nutrition Programs in Texas. The vendor and all assigned temporary personnel shall adhere to the following:

Comply with the Texas Department of Agriculture Administrator's Reference Manual and all applicable sections governing food service operations, personnel, food safety, and program integrity.

Ensure that all temporary personnel assigned to Child Nutrition Services follow procedures consistent with federal regulations at 7 CFR Part 210 and 7 CFR Part 220, as administered and enforced by the Texas Department of Agriculture.

Support compliance with the Hazard Analysis and Critical Control Points (HACCP) based food safety program required by the Texas Department of Agriculture, ensuring temporary personnel follow all standard operating procedures related to food handling, storage, preparation, temperature control, sanitation, and hygiene.

Ensure that all temporary personnel possess or obtain a valid food handler certification recognized by the Texas Department of State Health Services, as required for participation in Texas Department of Agriculture administered Child Nutrition Programs, prior to or within the timeframe required upon assignment.

Ensure that temporary personnel are trained to accurately follow standardized recipes, production records, meal pattern requirements, and portion control standards as required by the Texas Department of Agriculture to maintain reimbursable meal compliance.

Support meal counting, claiming accuracy, and point of service procedures in a manner consistent with Texas Department of Agriculture requirements when temporary personnel are assigned to such functions.

Cooperate fully with any administrative review, audit, monitoring visit, or corrective action process conducted by the Texas Department of Agriculture or Richardson ISDincluding making records, personnel files, certifications, and training documentation available upon request.

Comply with all civil rights requirements applicable to Child Nutrition Programs as enforced by the Texas Department of Agriculture, including nondiscrimination on the basis of race, color, national origin, sex, disability, age, or reprisal in the delivery of program services, and ensure temporary personnel adhere to these requirements.

Ensure that all documentation, records, and reporting related to temporary personnel and their food service duties are maintained in accordance with Texas Department of Agriculture record retention requirements and made available to Richardson ISD as needed to satisfy program compliance.

2.1.2 General Administrative Requirements

In performing the required temporary personnel services, the vendor shall be responsible for, but not limited to, the following administrative tasks:

Receive and process requests and orders for temporary personnel via telephone, fax, internet, or email.

Provide Richardson ISD with 24-hour, year-round service. During the term of the agreement, the successful vendor shall have qualified personnel on the premises of Richardson ISD within four (4) hours of the initial contact by district personnel.

Provide administrative supervision of assigned temporary personnel.

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Collect and maintain timesheets for all temporary personnel assigned to Richardson ISD.

Monitor and address personnel, turnover, or other job-related issues as communicated by Richardson ISD.

Provide general accounting services, including paycheck distribution, invoice and timesheet reconciliation, and related functions.

Maintain a quality assurance and quality control program for assigned temporary personnel, including verification that personnel meet Texas Department of Agriculture food safety and food handling standards.

At the vendor's cost, conduct all background checks and fingerprinting in accordance with all applicable local, state, and federal laws. A copy of the background check or fingerprint report shall be made available to designated personnel of Richardson ISD upon request.

At the vendor's cost, conduct a thorough background investigation of every hired applicant, including but not limited to verification of the following:

Name and any aliases.

Employment within the last seven (7) years.

Education level.

Criminal record check over the last seven (7) years, including records checks outside the State of Texas, if applicable.

Screen and evaluate all personnel for education, work experience, and technical skills relevant to the position to be assigned prior to presentation to Richardson ISD.

Present only qualified temporary personnel who possess the education, credentials, certifications, licenses, work experience, and technical skills required for the assigned position, including any food handler certification required for participation in Texas Department of Agriculture administered Child Nutrition Programs.

Maintain an online system compatible with the browsers and information technology policies of Richardson

ISD.

Maintain business hours between 8:00 AM and 5:00 PM, Monday through Friday, except for holidays observed by Richardson ISD. A district calendar will be provided upon execution of the contract.

Fill requests for temporary services as follows:

Temporary personnel requests placed at least two days prior to the required start date shall be filled within 24 hours after receipt of the request For requests requiring review of a pool of candidates for a specialized job, the vendor shall provide a pool of resumes for hiring manager review within the timeframe specified by Richardson ISD. The hiring manager will select applicants to interview and make a decision from the pool of applicants.

Provide monthly, annual, and periodic reports customized to meet the specifications of Richardson ISD including any documentation necessary to support Texas Department of Agriculture program compliance and reporting.

Ensure personnel dress appropriately according to the job assignment and environment.

2.1.3 Hours of Work

Richardson ISD will determine the working hours for each position. The vendor will be compensated for the actual hours during which services are performed, excluding lunch, not to exceed eight (8) hours per day. Under no circumstances will overtime above forty (40) hours per week be compensated unless prior written approval is provided by Richardson ISD. Services will generally not be required during holidays observed by Richardson ISD or when the district is closed for inclement weather.

2.1.4 Conduct

Personnel are expected to dress appropriately for the position and act in a professional and courteous manner at all times. Some personnel may be assigned to positions where confidential student or financial information is available and may be asked to sign confidentiality or non-disclosure agreements. Personnel assigned to Child Nutrition

Services shall also observe all confidentiality requirements applicable to student eligibility information for free and reduced price meals, in accordance with Texas Department of Agriculture and federal Child Nutrition Program requirements.

Vendor employees will wear furnished identification badges bearing the employee's picture, name, and the name of the company at all times while on the property of Richardson ISD.

Service personnel's personal grooming habits shall be subject to standards set by Richardson ISD including all food service hygiene and sanitation standards required by the Texas Department of Agriculture.

Upon request by Richardson ISD the vendor shall immediately remove from service any employee who, in the opinion of Richardson ISD is guilty of improper conduct, is not qualified or needed to perform the work assigned, or for any reason deemed in the best interest of Richardson ISD.

2.1.4 Compensation

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The vendor shall be responsible for any compensation due to its personnel in accordance with the requirements of the Fair Labor Standards Act. Temporary personnel shall remain employees of the staffing agency and shall not be considered employees of Richardson ISD.

2.1.5 Hourly Rate and Daily Rate

An hourly rate shall be provided and shall be capped for the initial term of the contract. Richardson ISD reserves the right to negotiate rates at any time. There are no reimbursables, including travel and parking. On rare occasions, and only with prior approval from Richardson ISD there may be a need for personnel to attend a specialized training event, which may include Texas Department of Agriculture required food safety or program compliance training. In this case, and at the discretion of Richardson ISD either the training cost or the time worked will be reimbursed, but not both.

2.1.6 Replacements

Upon notice by Richardson ISD the vendor shall furnish replacements for any personnel deemed unacceptable. A replacement will be requested if assigned personnel leave the assignment before completion, do not perform the tasks as requested, have poor attendance, or engage in misconduct. Examples of misconduct include, but are not limited to, verbal or physical altercations, improper use of computers or networks belonging to Richardson ISD excessive use of phone or computers for personal business, theft or misuse of property belonging to Richardson ISD or others, or the disclosure of any confidential information. Failure to comply with Texas Department of Agriculture food safety and program requirements shall also be grounds for requesting a replacement.

2.1.7 Long Term Personnel Discount

Richardson ISD reserves the right to negotiate rates for long-term placements on a case-by-case basis.

2.1.8 Conversion

If Richardson ISD hires an individual who has worked on a temporary basis, payments to the vendor shall cease on the start date of employment with Richardson ISD. Richardson ISD shall not be responsible for any additional charges beyond the hourly rate for the time worked. Conversion rates shall be based on the length of the temporary assignment. It is preferred that temporary personnel converted to direct hires be warranted for a period of at least ninety (90) days after conversion. If at any time during the warranted period Richardson ISD determines that the placement is unacceptable, or the employee leaves the employment of Richardson ISD for any reason, the fee shall be refunded on a pro-rated basis.

2.1.9 Direct Hire Recruitment

It is preferred that permanent placements be warranted for at least ninety (90) days. If at any time during the warranted period Richardson ISD determines that the placement is unacceptable, or the employee leaves the employment of Richardson ISD for any reason, the fee will be refunded on a pro-rated basis.

2.1.10 Failure to Deliver

In the event a vendor fails to deliver the services in accordance with the contract, Richardson ISD shall have the right to secure the services elsewhere and deduct costs incurred as a result of such failure to deliver. If the vendor fails to perform any combination of, but not limited to, the following, the contract may be terminated without penalty immediately:

A. Provide personnel that meet position qualifications.

B. Provide personnel within the response time.

C. Replace unqualified personnel with qualified personnel in accordance with position specifications.

D. Provide personnel who meet Texas Department of Agriculture food safety, certification, and Child Nutrition

Program compliance requirements.

2.1.11 Background Checks

The vendor warrants to Richardson ISD that all employees assigned to work for the district have been properly screened within the past year to ensure that none have been convicted, are presently under indictment, or have pending charges or investigations of any criminal conduct excepting minor traffic violations. In the event of a conviction, all relevant circumstances, such as how long ago the conviction occurred and the crime involved, will be considered in relation to specific job requirements. It is the responsibility of the vendor to obtain a waiver from each employee that allows a check of his or her criminal history prior to assignment to Richardson ISD. The vendor is responsible for performing a state-wide criminal history check on each employee prior to assigning them to

Richardson ISD. All criminal history checks must be forwarded to the Human Resources Department of Richardson

ISD prior to employee assignment.

The vendor agrees to make available the personnel file of any employee when requested by Richardson ISD.

At the vendor's cost, the vendor will conduct all background checks and fingerprinting in accordance with all applicable local, state, and federal laws. A copy of the background check or fingerprint report will be made available to designated personnel of Richardson ISD upon request.

2.1.12 Personnel Requirements for Child Nutrition Services

Temporary personnel assigned to Child Nutrition Services must meet the following requirements:

Employees must be able to stand at least six (6) hours per day with one fifteen (15) minute break and one thirty (30) minute lunch break. Hours are usually from 8:00 AM to 2:00 PM.

Employees must be able to lift thirty (30) to forty (40) pounds.

Employees must be able to stoop, walk, climb stairs and ladders, crouch, kneel, pull, push, reach, and perform repetitive hand motions, and must have hearing, speech, and visual acuity, and be able to distinguish colors.

Employees must be able to read and follow menus and production sheets printed in English, including standardized recipes and production records required for Texas Department of Agriculture meal pattern compliance.

Employee attire consists of black slacks, a white shirt, a cap or visor, and black leather shoes, along with any additional personal protective equipment or hair restraints required to meet Texas Department of Agriculture food safety and sanitation standards.

Richardson ISD will run additional criminal checks after an employee begins work. This is in addition to a pre-employment criminal check conducted by the vendor.

Employees must have reliable transportation to and from the job assignment.

Employees must be a legal resident of the United States.

Employees should be available for full-time employment after thirty (30) days if so desired by Richardson ISD.

Employees must be able to pass a physical examination prior to being employed.

Employees must hold or obtain a valid food handler certification recognized by the Texas Department of State Health Services and comply with all Texas Department of Agriculture food safety, hygiene, and sanitation requirements applicable to Child Nutrition Program operations.

Employees must follow all Hazard Analysis and Critical Control Points based standard operating procedures and food safety practices required by the Texas Department of Agriculture while performing assigned duties.

The current bill rate for cafeteria workers at Richardson ISD is $21.00 per hour.

2.2 Vendor Qualifications

The staffing firm must have at least three (3) years of successful experience providing services consistent with the scope described in this solicitation. The staffing firm may demonstrate successful experience by providing evidence of the following:

1. Maintaining a high level of customer satisfaction and feedback.

2. Having adequate staff to facilitate the needs of Richardson ISD.

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2.1.1 Responder Acknowledgement of Scope of Work [Required] [Single Choice - Radio]

(Acknowledges and Understands) / (Does not agree )

3. Capability to support medium to large scaled organizations.

4. The ability to provide an ample pool of qualified candidates.

5. Having account management of candidates provided to Richardson ISD along with invoicing capacity.

6. The ability to provide candidates who are willing to align with the values and procedures of Richardson ISD.

7. Familiarity with Texas Department of Agriculture Child Nutrition Program requirements and the ability to provide personnel who can perform assigned duties in compliance with those requirements.

3. Evaluation and Selection Process

Richardson ISD will conduct a comprehensive evaluation of all submissions received in response to this solicitation.

The District will appoint a selection committee to review and assess each response. Submissions will be evaluated for overall responsiveness, qualifications, and alignment with the requirements outlined in the solicitation, as well as the Respondent’s proposed approach.

According to the Texas Department of Agriculture, Administrator’s Reference Manual, Section 17 in determining to whom to award a contract, Richardson ISD shall consider the following:

Criteria Points

Cost to RISD

(Cost is the primary factor)

Responsive and Responsible Bidder

(Responsive means the bidder's goods and/or services meet all the District specifications as outlined in this solicitation) (5 points)

(Responsible means the bidder can successfully fulfill the terms and conditions of the proposed procurement (Financial Stability) (4.41) (5 points)

Quality of the vendor's goods and/or services

(Any available information known or available through quotations. If unknown, reference survey may be conducted)

Extent to which the goods and/or services meet the District's needs

(RISD evaluators will determine if the proposal provides value to RISD and if the goods and/or services offered by the bidder meet the needs outlined in the solicitation)

Reputation of bidder and bidders goods and/or services

Reference survey feedback and/or departmental experience (4.31)

Qualifies as HUB, Minority, Woman-owned, Small or Veteran Owned Business 0

Any other relevant factor that RISD would consider in selecting a vendor, including, but not limited to:

Agrees to Standard Terms and Conditions (4.15) 2

No Deviations (4.16) 2

Minimum Insurance Requirements (4.27) 2

Accepts RISD Purchase Orders (4.32.1) 2

No minimum order requirements (4.32.2) 2

Insurance Certificate Provided (4.27.2) Pass/Fail

Deviation Compliance (4.16 and 4.17) Pass/Fail

Certificate of Interested Parties provided and signed (4.34.1) Pass/Fail

Agreement to provide Pre-Service Affidavits (4.36) Pass/Fail

Agreement to sign Data Privacy Agreement (if applicable) (4.35) Pass/Fail

Agreement to State of Texas Regulations (4.39) Pass/Fail

Agreement to Federal Regulations (4.40) Pass/Fail

Total Points 100

RISD reserves the right to request written clarification from any Proposer regarding any term or statement within a proposal that appears unclear or subject to multiple interpretations, and may rely on such clarification in its evaluation.

RISD further reserves the right to reject any or all proposals; to reject any proposal not accompanied by the required documentation; to reject proposals that are incomplete, irregular, or nonconforming; and to reject any proposal for any reason permitted by applicable law. The District may waive informalities or minor irregularities in proposals to the fullest extent allowed by law.

The evaluation committee may consist of the following RISD employees: Melody Greig, Alissa Gustof, Allison

Davenport or any new employee to RISD at the time of evaluation. If a real or perceived conflict exists with any of the noted individuals and/or those listed in the Conflict of Interest section of this solicitation, Vendor must note such conflicts on the enclosed Form CIQ and submit with response.

4. Solicitation Requirements

There are several attributes (including this one) associated with this solicitation. Some are notes and require NO response, but most have a REQUIRED response. Please be sure to view and respond to all attributes in each section. If you do not read and/or respond to all bid attributes that require a response, the system will not allow you to submit your electronic bid response.

As a reminder, late proposals will NOT be accepted.

4.1 Standard Solicitation Instructions

Richardson ISD's Standard Solicitation Instructions are included as an attachment. Please confirm that you have reviewed and understand all requirements, terms, conditions and information included within the attachment.

Attachments (Documentation): Standard_Solicitation_Instructions.pdf

4.2 Richardson ISD's Vendor Code of Conduct and On-Site Requirements

Richardson ISD's Vendor Code of Conduct and On-Site Requirements is included as an attachment. By submitting a response, the Respondent acknowledges that it has reviewed, understands, and agrees to comply with all requirements and provisions contained in the attached document.

Attachments (Documentation): Vendor_Code_of_Conduct_and_On- Site_Requirements.pdf

4.3 Company Name

4.1.1 Reviewed Standard Solicitation Instructions [Required] [Single Choice]

(Yes) / (No)

4.2.1 Reviewed Richardson ISD's Vendor Code of Conduct [Required] [Single Choice]

(Yes) / (No)

4.3.1 Company Name [Required] [Text]

(Vendor text input)

4.4 W-9

Please upload a current, signed, and dated W-9 with tax classification checked.

Attachments (Documentation): W9-Blank.pdf

4.5 Bid Representative

Provide the name of the representative preparing this submission.

4.6 Address

4.3.2 Company DBA (Doing Business As) (put NA if not applicable) [Required] [Text]

(Vendor text input)

4.4.1 W-9 [Required] [PDF]

(Vendor file upload)

4.5.1 Bid Representative [Required] [Text]

(Vendor text input)

4.5.2 Bid Representative Email Address [Required] [Text]

(Vendor text input)

4.5.3 Bid Representative Phone Number [Required] [Text]

4.7 Website

4.8 Customer Service Representative

Please provide the name of the Customer Service Representative. Who would the district contact for quotes, or if there were questions concerning an order/delivery?

4.6.1 Principal Place of Business(provide the Address, City, State, Zip Code) [Required] [ Text]

(Vendor text input)

4.7.1 Does your company have a website? [Required] [Single Choice]

(Yes) / (No)

4.7.2 Company's website [Optional] [Text]

(Vendor text input)

4.8.1 Customer Service Representative [Required] [Text]

(Vendor text input)

4.8.2 Customer Service Representative Email [Required] [Text]

(Vendor text input)

4.8.3 Customer Service Representative Phone Number [Required] [Number]

(Vendor number input)

4.9 Purchase Order Email Address

Please provide the email address to which purchase orders should be sent.

4.10 Past History

Have you done business with Richardson ISD in the past?

4.11 Historically Underutilized Business (HUB)

RISD encourages participation by Small Businesses, Minority‑Owned Businesses, Women’s Business Enterprises

(WBE), Historically Underutilized Businesses (HUB), and Labor Surplus Area Firms, both as prime contractors and subcontractors, consistent with applicable federal and state guidelines; however, such participation is voluntary and will not be included in the evaluation or scoring of proposals. Proposers may indicate whether they identify as one or more of these business categories and, if doing so, must identify the certifying entity and provide a current certificate or supporting documentation with their proposal submission.

4.9.1 Email Address for Purchase Orders [Required] [Text]

(Vendor text input)

4.10.1 Past History [Required] [Single Choice]

(Yes) / (No)

4.10.2 If you have done business with Richardson ISD, please provide dates and/or description of work. [Optional] [Text]

(Vendor text input)

4.11.1 Is your company HUB (Historically Underutilized Business) certified?

[Required] [Single Choice]

(Yes) / (No)

4.12 Conflict of Interest

Vendors are required to comply with Texas Local Government Code Chapter 176 and must file a Conflict of Interest

Questionnaire (CIQ) with the District IF a relationship exists between the vendor and a local government officer of the

District, as defined by applicable law. Vendors are responsible for reviewing and complying with all applicable disclosure requirements under Chapter 176.

A conflict of interest may exist when a vendor has a relationship or affiliation with a District officer, including circumstances in which: (1) the vendor or a family member of a District officer receives taxable income as a result of employment or other business relationship; (2) the vendor has received one or more gifts from a District officer or their family member, excluding gifts specifically exempted under law, that exceed the statutory reporting threshold within the applicable 12-month period; or (3) the vendor has any other relationship with a District officer that is required to be disclosed under Chapter 176.

Disclosure is required regarding each affiliation or business relationship between the vendor and a District officer that meets the criteria established under Texas Local Government Code Chapter 176, including any circumstances that may reasonably create a conflict of interest as defined by applicable law or required CIQ reporting obligations.

Conflict of Interest with Board Officials

Officers of the Richardson ISD Board are: Chris Poteet, Rachel McGowan, Nazlee Burney, Megan Timme, Vanessa

Pacheco, Regina Harris and Eric Eager; Tabitha Branum (Superintendent of Schools). Please use the provided form if there is a conflict of interest to be reported.

Attachments (Documentation): Conflict_of_Interest_Questionnaire_(revAUG25).pdf

4.11.2 If yes, please upload a current certificate or supporting documentation. [Optional] [

PDF]

(Vendor file uploads)

4.12.1 Conflict of Interest with Board Officials [Required] [Single Choice - Radio]

(No, there is no Conflict of Interest) / (Yes, there is a Conflict of Interest)

4.12.2 Attach Signed COI if you answered YES above (provided above as an attachment) [ Optional] [PDF]

(Vendor file upload)

4.13 Resident Bidder

In accordance with Texas Government Code Chapter 2252, Subchapter A, the District is required to determine bidder residency. Responders must indicate whether their principal place of business is located in the State of Texas. If not, please identify the state in which your principal place of business is located.

4.14 Number of Employees

4.15 Richardson ISD's Standard Terms and Conditions

Richardson ISD's Standard Terms and Conditions are included as an attachment. Please confirm that you have reviewed and understand the district's terms and conditions included within the attachment.

Attachments (Documentation): Standard_Terms_and_Conditions.pdf

4.13.1 Resident Bidder [Required] [Single Choice]

(Yes) / (No)

4.13.2 If principal business is not in Texas, please identify which state your principal business is located. [Optional] [Text]

(Vendor text input)

4.14.1 Does your company employ 500 or more people within the State of Texas?

[Required] [Single Choice]

(Yes) / (No)

4.15.1 Reviewed Richardson ISD's Standard Terms and Conditions [Required] [Single Choice]

4.16 No Deviations

Vendor certifies there are no deviations to the solicitation specifications and/or the district's standard terms and conditions.

4.17 Deviations

If the undersigned Responder requests any exception or deviation from the RISD Standard Terms and Conditions, specifications, or other requirements contained in this solicitation, all such requests must be clearly identified and submitted in accordance with the instructions provided herein. Responders must submit a redlined copy of the RISD

Standard Terms and Conditions using Microsoft Word with the “Track Changes” feature enabled, clearly indicating all proposed modifications. The marked-up document must be uploaded. Submissions not provided in this format may not be considered, and the District retains sole discretion to review or disregard any deviations not submitted in accordance with these requirements. The District will consider all properly submitted requested exceptions or deviations in its bid evaluation and award determination and reserves the right to accept, reject, or modify any proposal based on such deviations. In the absence of any submitted deviations, the Responder certifies full compliance with the RISD Standard Terms and Conditions, specifications, and all other requirements contained in this solicitation. IF NO DEVIATIONS, THIS SECTION CAN BE SKIPPED, AND RISD WILL ASSUME NO

DEVIATIONS ARE REQUESTED.

Attachments (Documentation): Standard_Terms_and_Conditions.docx

4.18 Non-Collusive

By submission of this solicitation, the respondent certifies that:

a) The submission has been independently developed without collusion, consultation, communication, or agreement with any other bidder or competitor;

b) The contents of this submission have not been knowingly disclosed, and will not be knowingly disclosed, prior to the official opening, to any other bidder, competitor, or potential competitor;

c) No attempt has been made, or will be made, to induce any individual, partnership, or corporation to submit or refrain from submitting a response; and

d) The individual signing this submission certifies that they are authorized to do so and that the statements made herein are true and correct to the best of their knowledge.

Failure to agree to this certification may result in disqualification of the response.

Selection of “Agree” and submission of this response constitutes the respondent’s electronic signature.

4.16.1 No Deviations [Required] [Single Choice - Radio]

(No Deviations ) / (Yes Deviations )

4.17.1 Deviations [Optional] [Word]

(Vendor file upload)

4.19 No Lobbying

During the solicitation process, respondents shall not communicate with any Richardson ISD Board of Trustees member, officer, or employee regarding this solicitation, except for the designated Purchasing representative listed herein.

Respondents are prohibited from offering or providing gratuities of any kind, including but not limited to meals, gifts, or travel, to District personnel. Violation of these provisions may result in disqualification of the respondent’s submission.

4.20 Criminal Background

In accordance with Texas Education Code §22.0834, contractors are responsible for obtaining criminal history record information for covered employees.

A contractor shall conduct a criminal history review for each employee who:

will have continuing duties related to the contracted services; and will have direct contact with students.

The contractor shall certify to the District, prior to assignment, that the required criminal history reviews have been completed in accordance with state law. The contractor is responsible for coordinating with the Texas Department of

Public Safety (DPS) to obtain such information.

The District reserves the right to prohibit any contractor employee from working on District property or at locations where students are regularly present if the individual’s criminal history is determined, at the District’s sole discretion, to pose a risk to the safety of students, staff, or property. If the contractor is an individual (sole proprietor), the individual must submit documentation acceptable to the District demonstrating compliance and may not self-certify.

Prohibited Conduct on District Property

Possession of firearms, illegal drugs, or alcohol is prohibited on District property, in accordance with applicable law.

Tobacco products are also prohibited in accordance with District policy.

Acknowledgment

Submission of a response and selection of “Agree” constitutes the respondent’s electronic signature.

4.18.1 Non-Collusive [Required] [Single Choice - Radio]

(Agrees) / (Disagrees)

4.19.1 No Lobbying [Required] [Single Choice - Radio]

(I confirm that I have read and understand this provision ) / (I do not accept this provision )

4.21 Felony Conviction

In accordance with Texas Education Code §44.034, a person or business entity entering into a contract with a school district must provide notice if the person, or an owner or operator of the business entity, has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction.

The District may terminate a contract if it determines that the required disclosure was not provided or that any information provided was materially false or misleading. The District shall compensate the contractor for services properly performed prior to termination.

Felony Conviction Disclosure Statement

Please select the statement that applies:

Publicly Held Corporation / Not Applicable My firm is a publicly held corporation; therefore, this disclosure requirement does not apply.

No Disclosure Required Neither the business entity nor any owner or operator has been convicted of a felony.

Disclosure Required The business entity and/or an owner or operator has been convicted of a felony and disclosure is provided in the comment field, including the name of the individual and a general description of the conviction.

4.22 Unique Entity Identifier (UEI Number)

Please enter your Unique Entity Identifier (UEI Number) if applicable.

(https://www2.ed.gov/about/offices/list/ofo/docs/unique-entity-identifier-transition-fact-sheet.pdf)

4.20.1 Criminal Background [Required] [Single Choice - Radio]

(Agree) / (Disagree)

4.21.1 Felony Conviction [Required] [Single Choice - Radio]

(Publicly Held Corporation / Not Applicable) / (No Disclosure Required) / (Disclosure Required)

4.21.2 Felony Conviction Disclosure [Optional] [Text]

4.23 Certificate Regarding Debarment

Non-federal entities are prohibited from contracting with or making sub-awards under covered transactions to parties that are suspended or debarred, or whose principals are suspended or debarred. Covered transactions include procurement of goods or services and sub-awards under federally funded programs, as defined in 2 CFR Part 200

(Uniform Guidance). Contractors receiving federally funded awards and all sub-recipients must certify that neither the organization nor its principals are suspended, debarred, or otherwise excluded from participation in federally funded programs.

By submitting this offer and signing this certification, the Vendor certifies that the Vendor and its principals are not presently suspended, debarred, proposed for debarment, declared ineligible, or voluntarily excluded from participation in covered transactions by any federal agency, in accordance with applicable federal regulations.

Selection of “Agree” constitutes the Vendor’s electronic signature and certification of compliance.

4.24 Public Records Notification

The Respondent acknowledges that RISD is subject to the Texas Public Information Act (Texas Government Code

Chapter 552) and that information submitted in response to this solicitation may be subject to public disclosure upon request. Bid and proposal tabulations will be made available to the public through the District’s electronic procurement system and/or official District website following award or as otherwise required by law. The District will comply with all applicable provisions of Chapter 552, including any exceptions to disclosure asserted under the Act.

Selection of “Agree” and submission of a response constitutes the Vendor’s electronic signature.

4.22.1 UEI Number [Optional] [Text]

(Vendor text input)

4.23.1 Certificate Regarding Debarment [Required] [Single Choice - Radio]

(Agree) / (Disagree)

4.23.2 [Optional]

4.25 Confidential Information

If any portion of a respondent’s submission is claimed to be confidential or constitutes a trade secret or proprietary information under applicable law, and the respondent believes that public disclosure would cause competitive harm, such information must be submitted in a separate attachment clearly marked “CONFIDENTIAL.” Respondents are advised that the designation of information as “CONFIDENTIAL” does not, by itself, exempt such information from disclosure under the Texas Public Information Act (Texas Government Code Chapter 552). All submissions are subject to public disclosure requirements, and the District will comply with the Texas Public Information Act, including any rulings or interpretations issued by the Office of the Attorney General of the State of Texas.

4.26 Interlocal Agreement Clause

The Richardson Independent School District (RISD) is a member of the Education Purchasing Cooperative of North

Texas (EPCNT), Central Texas Purchasing Alliance (CTPA) and Collin County Governmental Purchasing Forum

(CCGPF). With the vendor’s agreement, this contract may be extended to other EPCNT, CTPA and/or CCGPF member entities. Vendors shall indicate whether they agree to extend pricing, terms, and conditions. RISD is not responsible for purchases made by other entities. Each participating entity shall be responsible for its own ordering, invoicing, and payment. The vendor agrees to comply with applicable EPCNT, CTPA and/or CCGPF reporting requirements and administrative fees, if applicable.

4.24.1 Public Records Notification [Required] [Single Choice - Radio]

(Agree) / (Disagree)

4.25.1 Confidential Information [Required] [Single Choice - Radio]

(YES) / (NO)

4.25.2 If YES, is selected above, provide document with confidential items.

[Optional] [PDF]

(Vendor file upload)

4.26.1 Interlocal Agreement Clause [Required] [Single Choice - Radio]

(Agrees) / (Disagrees)

4.27 Minimum Insurance Requirements

Richardson ISD's Minimum Insurance Requirements are provided as an attachment. Do you agree to the requirements?

Attachments (Documentation): Minimum_Insurance_Requirements.pdf

4.28 Reference # 1

Provide reference information including company name, address, phone number, contact person, and email address, preferably from a K-12 entity.

4.29 Reference # 2

Provide reference information including company name, address, phone number, contact person, and email address, preferably from a K-12 entity.

4.30 Reference # 3

Provide reference information including company name, address, phone number, contact person, and email address, preferably from a K-12 entity.

4.27.1 Minimum Insurance Requirements [Required] [Single Choice - Radio]

(Agree) / (Disagree)

4.27.2 Vendor's Insurance Certificate [Required] [PDF]

(Vendor file upload)

4.28.1 Reference #1 [Required] [Text]

(Vendor text input)

4.29.1 Reference #2 [Required] [Text]

4.31 References

I have provided (3) references from a K-12 entities.

4.32 Order Requirements

Please provide answers for each order requirements section below. If one does not apply, please indicate NA (non applicable).

4.30.1 Reference #3 [Required] [Text]

(Vendor text input)

4.31.1 Reference Provided [Required] [Single Choice]

(Yes) / (No)

4.32.1 Will your company accept emailed or mailed purchase orders issues by Richardson ISD? [Required] [Single Choice]

(Yes) / (No)

4.32.2 Do you have a minimum order requirement? If yes, please provide specifications to your requirement. [Required] [Text]

(Vendor text input)

4.32.3 Will your company accept Richardson ISD's Net 30 payment terms as stated in our Standard Terms and Conditions? [Required] [Single Choice]

4.33 Purchase Order Requirement and Authorization for Delivery of Goods and Services

Items and/or services shall be delivered to Richardson ISD only upon receipt of a valid, District-issued purchase order. Under no circumstances shall goods or services be provided to the District without an authorized purchase order. The District is not obligated to pay for any items or services provided without a properly executed purchase order and may consider such items or services unauthorized. Vendors are responsible for ensuring that all personnel handling the RISD account are aware of and comply with this requirement. Selecting “YES” indicates acknowledgment and acceptance of this policy.

4.34 Certificate of Interested Parties (1295 Form)

Use this link to find information, FAQs, and filing instructions. Vendor will use this link to generate the form that is required. Do not forget to sign the completed form!

https://www.ethics.state.tx.us/filinginfo/1295/

Pursuant to Texas House Bill 1295 and Section 2252.908 of the Texas Government Code, the District may not enter into a contract resulting from this solicitation with a business entity unless the business entity submits a Disclosure of

Interested Parties (Form 1295) as required by the Texas Ethics Commission.

A “Business Entity” includes any entity recognized by law…