ESBD_File_352618_3 - 2024-1 MISD Special Terms and Conditions.docx

Maypearl Independent School District

SPECIAL TERMS AND CONDITIONS

RFP #2024-1: Kitchen Equipment

NOTICE TO OFFERORS

The following information is to provide the Vendor with the needed information on how to complete and submit a proposal response. Items below apply to and become a part of the terms and conditions of proposals unless superseded by any attached terms and supplemental conditions or specifications in which case attached conditions will prevail. Any exceptions must be in writing.

1. PURPOSE: The intent of this procurement solicitation is to establish a pre-qualified list of responsive and responsible Vendors, known as a company or firm whose purpose is to provide products that meet the needs of the district. Maypearl ISD is required to conduct a cost or price analysis for the procurement of goods and/or services within the scope of services offered with this bid solicitation. The district is responsible for the selection of goods and/or services available to meet their individual needs. All products and services submitted for consideration, unless otherwise noted, must be appropriate for commercial kitchens.

2. TYPES OF GOODS AND/OR SERVICES: The anticipated goods and/or services that are required to fulfill the purpose of this proposal for the award period are listed in the “MISD Specifications” attachment “A.” Maypearl ISD is seeking pricing for several pieces of kitchen equipment. Per Federal and State regulations, federal funds must be used in the most cost-effective way possible. Bid responses for both will be reviewed and evaluated for the most cost-effective outcome.

3. WARRANTY AND MAINTENANCE AGREEMENT: To fulfill the bid submission, vendor(s) must submit a complete warranty and maintenance agreement for purchase equipment. Maintenance agreements must include any costs and provide pricing for extended warranty options on all equipment.

4. CONTRACT NEGOTIATION: In the event a contract cannot be negotiated with the selected Proposer within thirty (30) days of the date of Board approval, MISD reserves the right to award the contract to the next-highest ranked Proposer, or to call for a new RFP, or decline to award the contract altogether.

5. PROPOSAL TIMELINE: Following is a list of projected dates with respect to this proposal. These dates are subject to change and are provided only as a reference, so Respondents are aware of the scheduling constraints associated with this proposal.

Responses to all questions will be issued via addendum on March 21, 2024, by 5:00pm

6. DOCUMENT SUBMISSION: All required bid documents shall be submitted via email to michael.mitchell@maypearlisd.org.

a. Bid documents may be accessed through www.maypearlisd.org or directly here and downloaded for completion and signatures where required.

b. All required bid documents must be emailed to the aforementioned contact and in the correct format as specified in this solicitation.

c. Most required documents are “fillable Adobe” forms. Please open these in Adobe Reader to complete and enter your digital signature where required. Printing and completing manually is an option if preferred.

7. ACCURACY OF DATA SUBMITTED: Vendor is responsible for ensuring all pricing, data and documents received back are free of missing information and errors, and complete. Errors and inaccurate data entry may disqualify the proposal submission.

8. PRODUCT SPECIFICATIONS: All specified products are included for reference only on Attachment “A” and may be accessed through www.maypearlisd.org or directly here. Compliance with all specifications and conditions is required. All proposals must include a detailed statement of exceptions taken to any part of the request.

9. WITHDRAWAL: Proposals may be withdrawn or amended until the date and time due, at which time they become the sole property of Maypearl ISD. No proposer may withdraw their proposal for a period of 30 calendar days after the date set for opening thereof, and proposals shall be subject to acceptance by the owner during this period.

10. OPENING OF PROPOSALS: Maypearl ISD will not hold a “public opening” for this solicitation. The contents of proposals shall be kept confidential during the process of negotiations. A list of “eligible for award” vendors will be published.

11. DELIVERY: The awarded vendor(s) are required to deliver to each respective kitchen at their specific locations. Main Administration office location address is 309 Main Street Maypearl, Tx, 76064 . Please be prepared to have your own equipment on hand to unload/load. Upon award, each delivery location for each kitchen will be provided. Validation to ensure that equipment is working properly will be required upon completion of delivery/installation.

12. SERVICE FEE: All rebates, discounts, and other applicable credits granted by Vendor as a result of any Supplemental Contracts entered into between Vendor and the district shall accrue directly and exclusively to the district.

13. MINIMUMS: If minimum purchase quantities per order and/or per line item are required, the proposer must note these amounts for the line item(s) at the time of submission.

14. QUESTIONS: Any questions on this proposal/solicitation, please direct to michael.mitchell@maypearlisd.org Maypearl Independent School District