RFP _ 26-1313 Security Patrol Services.pdf

Request For Proposal: Security Patrol Services Bid Number: RFP # 26-1313 Bid Opening Time & Date: Monday, August 3, 2026 at 2:00 P.M Contact Person for this Bid: Judy Monroe, Manager – Purchasing and Warehouse Services

Introduction, Scope of Work & Instructions to Bidders:

Request for Proposal, RFP # 26-1313, Security Patrol Services has been issued and posted on the district’s (“Waco ISD” or the “District”) e-bidding website. This solicitation is seeking to provide patrol services for the District during nights, weekends and holidays. Solicitation packets may be viewed and downloaded at https://wisdebid.ionwave.net and submitted on the same site before the bid deadline of Monday, August 3, 2026 at 2:00 P.M. CST.

The following schedule and timelines apply to this Solicitation:

Timeline Date Issued Thursday, July 16, 2026 Last Date for Questions Monday, July 27, 2026 @ 2:00 P.M. CST Bid Due Date Monday, August 3, 2026 @ 2:00 P. M. CST Board Meeting Date Thursday, August 20, 2026 (Subject to Change)

These timelines are subject to change at the District’s discretion. It shall be sole the responsibility of the vendor to review any relevant updates and addendums on the District’s e-bidding website.

Questions:

For questions regarding this Solicitation, please post your question on the District’s online e-bidding website for this bid, located at https://wisdebid.ionwave.net. Answers will be posted through the same online e-bidding website for the benefit of all vendors to see.

Purchasing Department 501 Franklin Avenue, Waco, TX 76701 Voice: 254-755-9473 ext. 2153 https://wisdebid.ionwave.net/

Submittal Information:

Please submit your bid response through the online bidding site by the bid deadline of Monday, August 3, 2026 at 2:00 P.M. CST. All required bidding documents should be uploaded under the “Response Attachment Tab”. Bids received after the time stated will not be considered. Faxed or emailed responses will not be accepted.

Scope of Work

The Waco Independent School District is seeking proposals to provide Security Patrol Service for all facilities within the district for nights, weekends and holidays. The awarded contractor shall provide all Security Patrol Officers with appropriate equipment and uniforms which clearly identifies the person wearing the uniform as a Security Officer. The Company agrees to use marked security vehicles with company logos in the performance of the patrol services. The Awarded Vendor must have a license through the Department of Public Safety Private Security Bureau.

Provide Pricing according to the following specifications as well as information outlined in Special Instructions on the attached Bid Submittal Form:

Respond within thirty (30) minutes after receiving notification of District locations where the alarm has not been activated.

Respond immediately to all District burglary and fire alarms.

Physically examine all exterior doors and windows to ensure each one is properly locked and/or secured. If unlocked and/or unsecured, take the appropriate action to secure the door(s) and/or window(s). This includes all portable buildings. If unable to lock or secure the opening, immediately notify appropriate district personnel.

While patrolling District property, examine grounds and structures to ensure criminal activity (theft, burglary, criminal mischief, arson, etc.) isn’t or hasn’t occurred.

During patrol tours, document all non-functioning security lights and/or security hazards. Generally, notification is made by completing daily activity reports, but in emergency situations, immediate notice shall be made to the appropriate district personnel utilizing phone services.

When criminal activity is detected, immediate notification to law enforcement personnel is required.

Lock/unlock gates utilized by the district to secure buildings/parking lots (usually secondary school locations).

Tours & Inspections:

Each location shall receive one patrol per tour excluding alarms. Locations to be patrolled are enumerated on the attached Schedule A.

Inspections:

Examine all exterior doors and windows (including portable buildings) to determine if the property is secured. If unsecured, take appropriate action to secure the window and/or door.

Safely investigate/document suspicious vehicles or persons observed on property. If safety concerns exist, immediately notify law enforcement personnel.

Documentation of all non-functioning security lights and/or property damage.

In emergency situations, immediate notification to the proper district authority (maintenance, police, and/or school representatives) is required.

Entry into a District owned/leased building will be made only when a problem is detected and/or reported. In addition, a company supervisor must be notified and/or present prior to entry.

In most circumstances, security patrol officers should not enter a building alone.

Security patrol officers are not to use district facilities to take breaks and/or use restrooms.

If district facilities are entered, notification on daily activity reports should document the time and reason(s) for doing so.

Inspection Schedule - Requires two (2) tours during the weekdays. Three (3) tours are required on weekends and holiday.

Monday through Friday 5:00 PM – 11:00 PM (alarm calls only) 11:00 PM - 3:00 AM (tour 1) 4 hours 3:00 AM - 7:00 AM (tour 2)

Saturdays, Sundays, and Holidays

4 hours

11:00 PM - 3:00 AM (tour 1) 4 hours 3:00 AM – 7:00AM (tour 2 4 hours 2:00 PM – 6:30 PM (tour 3) 4.5 hours

Definition of Holidays:

Holidays are per Waco ISD’s approved holiday schedule. A copy of the approved Calendar for the 2026-2027 school years is included in this bid packet.

Contract Period/Term: A contract entered into as a result of an award by the District under this Solicitation must be available to begin providing goods and/or services starting on September 1, 2026 and continue to be valid for a three-year term, expiring on August 31, 2029

Award of Bid: It is the intent of the district to award this bid at the August Board Meeting. It is also the intent of the district to award this bid one vendor.

Reports:

If a problem is noted, a form approved by the Director will be completed by the officer and faxed to the Director by 9:00 AM the following day. If the problem is related to an alarm or there is notation of damaged property, the form must also be faxed to the Director of Facilities & Maintenance. The Waco ISD Chief of Police will also be sent a consolidate report of all occurrences as well as the log documenting the following work day not later than 10:00 AM. In addition, the Company will send a monthly spreadsheet containing a consolidated report of all alarm responses by facility to include time of day. This spreadsheet will note if the alarm was valid or invalid and the cause of the alarm, as well as if the Company responded to a location to set an alarm or as a result of an employee on the premises without a valid code.

Alarms:

The system shall have the capability to scan information from check points and store that information digitally until it is transferred to a data sheet in a format that will identify the location of the scan point and the time that the scan point was accessed, as well as the unique serial number of the scanning devices.

Stations:

The stations will be located at all listed facilities at a place designated by the principal or person in charge of the facility or by the WISD Chief of Police.

Communication Center:

The Company shall maintain a 24-hour communication center where school personnel will be able to speak with a supervisor at any given time should the need arise.

Back-up Personnel:

The Company shall maintain adequate back-up personnel to fulfill this contract without delay and to the extent of the required coverage.

Ethics: The proposer shall not offer gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the district.

Late Submissions: The District is not responsible for late proposals submitted. The online bidding system will automatically reject any proposals submitted after the bid deadline and the time/date stamp clock in the Waco ISD’s Business Services Department shall be the official date and time for delivered or mailed proposals.

Criteria:

In determining an award of a contract under this Solicitation and pursuant to the Texas Education Code, the District will evaluate the following criteria:

Evaluation Criteria: Max Points Price: 40 Experience and Reputation:

Experience doing business with other School District 15 Experience doing this type of work 20

Quality of Goods and Services:

Based on external references 20 Copy of DPS Private Security License 5

Total: 100

In this bid document the Waco ISD has asked for specific information to assist the district in evaluating this bid. The bid evaluation will be based on the evaluation criteria listed above. The information requested on the Bid Submittal Form and in this bid, document will provide the information necessary in which to evaluate the bid successfully. Failure to provide the necessary requested information may result in receiving zero points under specific areas.

Required Documents for Submission The following documents must also be completed and uploaded to the online bidding site:

• Bid Submittal Form with References and Pricing

• Narrative with Additional Information from Bid Submittal Form

• Representations and Certifications Form

• Provision for Contracts Awarded with Federal Funds

• Form CIQ – Conflict of Interest Questionnaire

• Form W-9 – Request for Taxpayer Identification Number and Certification

• Form 1295 – Disclosure of Interested Parties, which must be filed electronically with the Texas Ethics

Commission using its online application, at www.ethics.state.tx.us/File. The completed certificate must be printed, signed, and included with your submission.

The enclosed “Terms and Conditions” are an integral part of this Solicitation and will become part of any resulting contract unless deviations/exceptions are requested by the vendor with their submission and accepted by Waco

ISD.

Addendums:

The District reserves the right to amend this solicitation by issuing an addendum up to the date set for receipt of submissions. Addendums will be posted at https://wisdebid.ionwave.net. If revisions are of such a magnitude to warrant, in the District's opinion, the postponement of the date for receipt of submissions, an addendum will be issued announcing the new date.

http://www.ethics.state.tx.us/File

Criminal History: Contractor must adhere to Chapter 22 of the Texas Education Code which requires all contractors to certify that criminal history record information for covered employees has been obtained through the Texas Department of Public Safety. Contractor Certification is included in this document.

Fingerprinting: State law requires school district contractors to obtain state and national criminal history background searches on their employees who will have direct contact with students, and to receive those results through the DPS criminal history clearinghouse (Fingerprint-based Applicant Clearinghouse of Texas –FACT). This must be completed prior to entering our campuses where direct contact with students may occur. In order for contractors to receive the information through FACT, they must first establish an account with the DPS for FACT clearinghouse access. The Company owner must sign a user agreement with the DPS. To obtain the user agreement and more information, please contact: Access and Dissemination Bureau Texas Department of Public Safety Crime Records Service P. O. Box 149322 Austin, Texas 78714-9322 Phone: (512) 424-2365 Email: FACT@txdps.state.tx.us. A list of the employees that will be working on-site at any Waco ISD facility must be provided for verification prior to the start of work. Their legal name and date of birth or SID# (a unique ID assigned by DPS) is required to conduct this verification. You must provide this list to sherry.smith@wacoisd.org and receive a positive response prior to the employees being allowed on Waco ISD sites.

Sign-In & Identification Badges: For the safety of students, all contractors will register with the campus front office while working at that particular campus. In addition, it is recommended that the contactors and their employees wear uniforms or name badges while on Waco ISD property Contractor

Award:

This Solicitation must remain open for acceptance for a period of at least ninety (90) days. The District shall have the right to accept or reject any or all Bids, or any part thereof, and to waive any technicalities in the best interest of the District. It is the intent of the District to award this bid to one (1) successful bidder at the Apr 2026 Board meeting.

Liability and Reserved Rights:

By vendor’s submission in response to this Solicitation, this submission does not obligate or commit Waco ISD to award a contract, procure for any services, or pay costs incurred in the preparation or submittal of any submission. The District is not liable for any costs incurred by the vendor prior to the issuance of any agreements, contracts, or purchase orders, and will not pay for information solicited or obtained in response to this Solicitation. The information obtained will be utilized solely to determine the suitability of the products or services offered. Subsequent procurement, if any, will be in accordance with applicable rules and regulations.

Contests:

Anyone wishing to contest a recommendation for an award under this Solicitation and/or to present additional information relevant to a submission is required to complete a form providing the reason(s) for the same. A copy of this form must be obtained from the Director of Business Services. The completed form shall be filed with the Director of Business Services no less than four (4) hours prior to the meeting of the Board of Trustees as provided in the above timeline. The vendor may not insert new information other than that presented on the input form.

This document does not commit the District to pay any cost incurred in the preparation or submission of any proposal or to procure or contract for any services. The District reserves the right to amend this document by an addendum issued up to the date set for receipt of proposals. Changes to this bid, prior to opening, may be made in the form of an addendum. Addendums will be posted to the District’s website at https://wisdebid.ionwave.net If revisions are of such a magnitude to warrant, in the District's opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date.

By submitting a bid, each bidder agrees to waive any claim it has against the district, and its respective employees arising out of in connection with the administration, evaluation, or recommendation of any bid;

waiver of any requirements under the bid documents, or the contract documents, acceptance or rejection of any bids; and award of the contract.

By execution and submission of this bid, the bidder hereby represents and warrants to the district as follows:

"The bidder has read and understands the bid documents and the contract documents and this bid is made in accordance with the documents."

*****THIS DISTRICT HAS IMPLEMENTED A “NO CONTACT” PROCEDURE DURING THE BIDDING

PROCESS. THIS MEANS THAT FROM THE DATE THE BID IS ISSUED UNTIL THE DATE THE BID IS

AWARDED BY THE BOARD OF TRUSTEES, THERE SHALL BE NO CONTACT BY ANY VENDOR TO ANY

DISTRICT EMPLOYEE (EXCLUDING THE PURCHASING DEPARTMENT STAFF) OR BOARD MEMBER

IN RELATION TO THIS BID, UNLESS AUTHORIZED BY PURCHASING DEPARTYMENT.

Bid Submittal Form

Please complete this form and upload under “response attachments” along with all other required documents before the bid deadline of Monday, August 3, 2026 at 2:00 P.M.

Company Name: _____________________________________________ Address: ___________________________________________________ City: ____________________ State: _____________ Zip: ____________ Phone: _________________Fax: ___________________ Person Submitting this Bid___________________________________________ E-Mail Address: ____________________________________________________ Years in Business:

Years of Experience in doing the scope of work requested in this Bid__________

References:

References of three School District or companies/organizations where your company has completed comparable work:

Company Name

Contact

Email Address Phone #

PRICING:

Year 1 – September 1, 2026 thru August 31, 2027

Total Annual Cost to include:

Weekdays: Monday through Friday Day and Night Patrol, 2 Tours Weekends/Holidays: Saturdays, Sundays, & Holidays Day and Night Patrol, 3 Tours (District Calendar attached for review)

This total annual cost should be entered online under the line item portion of the bidding site

Year 2 - September 1, 2027 thru August, 31, 2028

Weekdays: Monday through Friday Day and Night Patrol, 2 Tours Weekends/Holidays: Saturdays, Sundays, & Holidays

Day and Night Patrol, 3 Tours

Year 3 – From September 1, 2028 thru August 31, 2029

Weekdays: Monday through Friday Day and Night Patrol, 2 Tours Weekends/Holidays: Saturdays, Sundays, & Holidays Day and Night Patrol, 3 Tours

Explanation of Services to Be Performed

On a separate sheet, please provide detailed explanation and description of how your company will perform the duties as outlined and explained in the proposal documents. Please be sure the following are included for each option:

• Number of officers required per tour

• Number of vehicles required per tour

• Plans to use commissioned or non-commissioned officers or both

• Other methodology that you plan to utilize in the performance of this service

By signing below, you authorize that you have authority to bind your company for this bid submittal. Please ensure that you include this form along with the representations and certifications form, conflict of interest form, Copy Security License and Explanation of Services.

Signature Date

REPRESENTATIONS AND CERTIFICATIONS FORM

Please review the below representations and certifications carefully and fill out any additional information as requested. By making this submission and signing below, the undersigned represents and certifies as follows:

1. Vendor is not indebted to Waco ISD. Indebtedness to the District may constitute basis for non-award and/or cancellation of any award.

2. Vendor is not under any suspension or debarment that would preclude the vendor from receiving a federally and/or state funded contract.

3. Vendor (except for publicly held corporations) or its owner or operator has not been convicted of a felony, except as disclosed below as required by Texas Education Code Section 44.034. Failure to provide notice as required or misrepresenting the conduct resulting in the conviction may result in termination of any awarded contract at the District’s discretion.

Name of Felon(s):

General Description of Conduct Resulting in Felony Conviction(s):

4. Vendor has not prepared this submission in collusion (i.e., an agreement between two or more parties to deceive the District or defraud the District of its rights) with any other vendor, District board member, or District employee, and the contents of this submission as to prices, quality of product, quantity of product, terms and/or conditions, etc. have not been communicated by the undersigned or by any other employee, agent, representative and/or officer of the vendor to any other person engaged in this type of business prior to the official opening of this submission for the intent or purpose of collusion.

5. No District employee will have a direct financial interest in any contract the vendor may enter into with the District as a result of an award made under this Solicitation, including, but not limited to, in the sale of any land, equipment, supplies, materials or service. Any violation of this requirement will render the contract null and void, unless such contract is approved by the Waco ISD Board of Trustees after full disclosure is made below.

Name of District employee(s):

Nature of Financial Interest:

6. No employee of the vendor has any financial and/or familial relationship by birth or marriage

(spouse, children, parents, sibling, grandparents, grandchildren, aunts, uncles, cousins, etc.) with any employee or trustee of Waco ISD, except as disclosed below.

Name of Vendor’s Employee(s):

Title:

Name of Waco ISD Employee/Trustee:

Relationship:

7. Vendor (or its ultimate parent company or majority owner) is a Texas Resident with its principal place of business in the State of Texas. If vendor is not a Texas Resident, then vendor is a nonresident from the State of ___________________, wherein is located vendor’s principal place of business.

8. If vendor is required to make a certification pursuant to Section 2271.002 of the Texas Government Code, vendor certifies that it does not and will not boycott Israel during the term of any contract resulting from this Solicitation. This certification is required if vendor is a company with ten or more full-time employees and the contract has a value of $100,000 or more which is to be paid wholly or partly from the District’s public funds. This certification is not required if vendor is a sole proprietor.

9. If vendor is required to make a certification pursuant to Section 2274.002 of the Texas Government Code, vendor certifies that it does not and will not boycott energy companies during the term of any contract resulting from this Solicitation. This certification is required if vendor is a company with ten or more full-time employees and the contract has a value of $100,000 or more which is to be paid wholly or partly from the District’s public funds. This certification is not required if vendor is a sole proprietor.

10. If vendor is required to make a certification pursuant to Section 2274.002 of the Texas Government Code, vendor certifies that it does not and will not discriminate against a firearm entity or firearm trade association based solely on its status as a firearm entity or firearm trade association during the term of any contract resulting from this Solicitation. Vendor further certifies that it does not have a written or unwritten internal practice, policy, guidance or directive that discriminates against a firearm entity or firearm trade association based solely on its status as a firearm entity or firearm trade association. This certification is required if vendor is a company with ten or more full-time employees and the contract has a value of $100,000 or more which is to be paid wholly or partly from the District’s public funds. This certification is not required if vendor is a sole proprietor.

11. Vendor’s name is not on the Texas Comptroller’s list of companies known to have contracts with or provide supplies or services to a foreign terrorist organization as provided under Texas Government Code Section 2252.152.

12. If an award of a contract as a result of this Solicitation is made and the same constitutes a taxpayer resource transaction as provided under Chapter 2272 of the Texas Government Code, then subject to any exceptions therein, vendor certifies that it is not an abortion provider or an affiliate of an abortion provider. If this provision is violated by vendor, then the contract is voidable by Waco ISD and vendor agrees to indemnify Waco ISD against any action brought by the Office of the Attorney General for a violation of Section 2272.003.

13. In order to obtain and maintain a contract with the District, vendor agrees to abide by all applicable federal, state and local laws, statutes, codes, regulations, guidance, etc., including but not limited to those applicable to contracts that are funded by federal and/or state grants, as provided in the “Provisions for Contracts Awarded Under Federal & State Grants.”

14. Vendor has read and understands the requirements of this Solicitation and has therefore submitted true, accurate and complete documents made in accordance with those requirements.

15. Vendor has read, understands and agrees to the “General Terms and Conditions” and any “Special Terms and Conditions” (if applicable) enclosed with this Solicitation. Vendor understands and agrees that these General and/or Special Terms and Conditions govern the relationship between the District and vendor and are hereby made an integral part of this Solicitation, any submission made under this Solicitation, and any contract entered into by and between the District and vendor as a result of an award made under this Solicitation. These General and/or Special Terms and Conditions take precedence and prevail over any conflicting terms and conditions unless specifically identified and such changes are signed by both parties.

By signing below, the undersigned certifies that he/she is a duly authorized agent, representative or officer of the vendor, with the authority and capacity to make this submission and enter into and execute binding contracts on behalf of the vendor, and declares under penalty of perjury that the foregoing representations and certifications are true and correct.

Vendor Name:

Address/City/State/Zip:

Phone #/Fax #:

E-Mail Address:

Primary Scope of Business:

Submitter’s Name:

Submitter’s Title:

Submitter’s Signature:

Date:

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

FORM CIQ

OFFICE USE ONLY

Date Received

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

1 Name of vendor who has a business relationship with local governmental entity.

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity Date ownership interest of one percent or more.

Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021

Revised 1/1/2021Form provided by Texas Ethics Commission www.ethics.state.tx.us

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.

Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity;

(B) a transaction conducted at a price and subject to terms available to the public; or

(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency.

Local Government Code § 176.003(a)(2)(A) and (B):

(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:

(2) the vendor:

(A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that

(i) a contract between the local governmental entity and vendor has been executed;

or

(ii) the local governmental entity is considering entering into a contract with the vendor;

(B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that:

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering into a contract with the vendor.

Local Government Code § 176.006(a) and (a-1)

(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and:

(1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);

(2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or

(3) has a family relationship with a local government officer of that local governmental entity.

(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of:

(1) the date that the vendor:

(A) begins discussions or negotiations to enter into a contract with the local governmental entity; or

(B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or

(2) the date the vendor becomes aware:

(A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a);

(B) that the vendor has given one or more gifts described by Subsection (a); or

(C) of a family relationship with a local government officer.

WACO ISD

ADDENDUM CONTRACT PROVISIONS FOR CONTRACTS UNDER FEDERAL AWARDS

All contracts under federal awards must meet federal, state and local requirements. State requirements for all contracts under federal awards include the following:

▪ The contract is only effective upon receipt by the District of the Notice of Grant Award (NOGA) from the federal/state awarding agency.

▪ The contract period is aligned to the grant period of availability as stated on the NOGA from the federal/state awarding agency (period of availability).

▪ All services will be completed during the effective dates of the contract.

▪ All services will be invoiced monthly after services are received (rather than paid lump sum at the beginning of the period of availability before services are rendered) and paid upon verification of receipt of services.

▪ The regulations for procurement in 2 CFR §§200.318-323 are followed in issuing the contract.

▪ All professional services provided under the contract will follow the provisions of 2 CFR 200.459 Professional service costs.

▪ The contract identifies the funding sources that will be charged for the services provided, including the specific amount and/or percentage of the total contract amount to be charged to each funding source.

▪ The contract identifies and lists only reasonable, necessary, and allocable services to be provided during the period of availability of the funding sources listed in the contract.

▪ The administrative costs charged to the grant in the contract must comply with any limitations for administrative costs for funding sources (if applicable).

▪ The contract specifies that the invoice provided by the contractor will include the list of services provided, dates of services, and location(s) where services were provided during the billing period.

Federal requirements for all contracts under federal awards may include the following, as indicated below:

● Contract over $10,000, must address termination for cause and for convenience by the District including the manner by which it will be affected and the basis for settlement.

● Contracts over $150,000 must address administrative, contractual or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties.

● Equal Employment Opportunity clause

● Davis-Bacon Act clause for construction contracts, including compliance with prevailing wages. [The District must place a copy of the current prevailing wage determination is used by the Department of Labor with each solicitation.]

● Contract Work Hours and Safety Standards Act clause related to the computation of wages of every mechanic and laborer on the basis of a standard work week of 40 hours.

● Rights to Inventions Made Under a Contract or Agreement clause if the federal award meets the definition of “funding agreement”

● Clean Air Act and Federal Water Pollution Contract Act clauses if the contract is in excess of $150,000

● Debarment and Suspension clause which prohibits awarding a contract to a contractor who has been debarred, suspended or otherwise excluded from federal awards.

● Byrd Anti-Lobbying Amendment clause which applies to contractors that apply or bid for an award exceeding $100,000 who must file the required certification.

● Procurement of recovered materials (200.322) clause

● The Buy American provision for Child Nutrition Program purchases. Section 104(d) of the William F. Goodling Child Nutrition

Reauthorization Act of 1998 (Public Law 105-336) added a provision, Section 12(n) to the NSLA (42 USC 1760(n)), requiring school food authorities (SFAs) to purchase, to the maximum extent practicable, domestic commodity or product.

● Waco ISD’s Representations and Certifications and Terms and Conditions apply to this purchase as found in this solicitation.

CONTRACTOR WACO ISD

By: ___________________________________ By: ______________________________ Signature Manager - Purchasing and Warehouse Services.

Date: Date: _______________________________

Interested Parties

Certificate of Interested Parties (Form 1295 – must be filled out electronically with the Texas Ethics Commission’s online filing application, printed out, signed, notarized, and attached to proposal response)

The Waco ISD is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 prohibits the Waco ISD from entering into a contract resulting from this RFP with a business entity unless the business entity submits a Disclosure of Interested Parties (Form 1295) to the Waco ISD at the time business entity submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission. The following definitions apply:

“Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation. Tex. Gov’t Code § 2252.908(1).

“Interested Party” means a person:

a who has a controlling interest in a business entity with whom the Waco ISD contracts; or b who actively participates in facilitating the contract or negotiating the terms of the contract, including a broker, intermediary, adviser, or attorney for the business entity. Tex. Gov’t Code § 2252.908(3).

“Controlling interest” means:

a an ownership interest or participating interest in a business entity by virtue of units, percentage, shares, stock, or otherwise that exceeds 10 percent;

a membership on the board of directors or other governing body of a business entity of which the board or other governing body is composed of not more than 10 members; or c service as an officer of a business entity that has four or fewer officers, or service as one of the four officers most highly compensated by a business entity that has more than four officers. Tex. Ethics Comm. Rule 46.3(c).

“Intermediary” means a person who actively participates in the facilitation of the contract or negotiating the contract, including a broker, adviser, attorney, or representative of or agent for the business entity who:

a receives compensation from the business entity for the person’s participation;

a communicates directly with the governmental entity or state agency on behalf of the business entity regarding the contract; and c is not an employee of the business entity. Tex. Ethics Comm. Rule 46.3(e).

As a “business entity,” all vendors must:

complete Form 1295 electronically with the Texas Ethics Commission using the online filing application, which can be found at https://prd.tecprd.ethicsefile.com/TECCertInt/pages/login/certLogin.jsf All vendors must complete Form 1295, even if no interested parties exist In Section 2, insert “Waco Independent School District” In Section 3, insert the Waco ISD RFP # for this proposal print a copy of the completed form (make sure that it has a computer-generated certification number in the “Office Use Only” box) have an authorized agent of the business entity sign the form submit the completed, signed, notarized Form 1295, with the certification of filing, by attaching the form to your proposal response

The Waco ISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30th day after the date the contract binds all parties to the contract. After the Waco ISD acknowledges the Form 1295, the Texas Ethics Commission will post the completed Form 1295 to its website with seven business days after receiving notice from the Waco ISD.

Form W-9 (Rev. 3-2024) Cat. No. 10231X

Part II

Employer identification number

Form W-9 (Rev. March 2024) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

Go to www.irs.gov/FormW9 for instructions and the latest information.

Give form to the requester. Do not send to the IRS.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner’s name on line 1, and enter the business/disregarded entity’s name on line 2.)

2 Business name/disregarded entity name, if different from above.

3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check only one of the following seven boxes.

Individual/sole proprietor C corporation S corporation Partnership Trust/estate

LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) Note: Check the “LLC” box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate box for the tax classification of its owner.

Other (see instructions)

3b If on line 3a you checked “Partnership” or “Trust/estate,” or checked “LLC” and entered “P” as its tax classification, and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check this box if you have any foreign partners, owners, or beneficiaries. See instructions

4 Exemptions (codes apply only to certain entities, not individuals;

see instructions on page 3):

Exempt payee code (if any)

Exemption from Foreign Account Tax Compliance Act (FATCA) reporting code (if any)

(Applies to accounts maintained outside the United States.)

5 Address (number, street, and apt. or suite no.). See instructions. Requester’s name and address (optional)

6 City, state, and ZIP code

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and Number To Give the Requester for guidelines on whose number to enter.

Certification Under penalties of perjury, I certify that:

Social security number or

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

What’s New Line 3a has been modified to clarify how a disregarded entity completes this line. An LLC that is a disregarded entity should check the appropriate box for the tax classification of its owner. Otherwise, it should check the “LLC” box and enter its appropriate tax classification.

Sign Signature of Here U.S. person

Pr in t o r t yp e.

Se e Sp ec ifi c In st ru ct io ns o n pa ge http://www.irs.gov/FormW9 http://www.irs.gov/FormW9

Form W-9 (Rev. 3-2024) Cat. No. 10231X

New line 3b has been added to this form. A flow-through entity is required to complete this line to indicate that it has direct or indirect foreign partners, owners, or beneficiaries when it provides the Form W-9 to another flow-through entity in which it has an ownership interest. This change is intended to provide a flow-through entity with information regarding the status of its indirect foreign partners, owners, or beneficiaries, so that it can satisfy any applicable reporting requirements. For example, a partnership that has any indirect foreign partners may be required to complete Schedules K-2 and K-3. See the Partnership Instructions for Schedules K-2 and K-3 (Form 1065).

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS is giving you this form because they

GENERAL TERMS AND CONDITIONS

The following Terms and Conditions shall apply to this Solicitation, any submission made under this Solicitation, and any contract entered into by and between the District and vendor as a result of an award made under this Solicitation.

1. Submission. Submissions must be made according to the instructions provided in the Solicitation.

a. Format. Submissions must be made on forms or in the format provided by the District. No alteration to the

District’s forms will be permitted, including substitutions, additions, deletions or interlineations, without written consent by the District. Reproduction of the District’s documents is permitted, so long as reproduced copies are exactly the same in size, format, and content as forms prepared by the District. Any submission made in altered form shall result in rejection of such submission at the option of the District. All prices and quotations must be typed or written in ink. Submissions written in pencil will not be accepted. Mistakes may be crossed out and corrections may be inserted with the initials of the vendor’s authorized representative.

b. Electronic Submission. If the Solicitation’s instructions provide that submission must be made electronically, then submissions must be made online at https://wisdebid.ionwave.net.

c. Hard Copy Submission. If the Solicitation’s instructions provide for non-electronic submissions, please return the original signed submission in a sealed envelope, clearly marked with the vendor’s name, Solicitation number and opening date and time. Hard copies of submissions may be hand delivered to 501 Franklin Avenue, Suite 401, Waco, Texas 76701 or mailed to P.O. Box 27, Waco, Texas 76703.

d. It shall be the sole responsibility of the vendor to ensure that complete submissions are received through the appropriate medium on or before the deadline provided in the instructions. Submissions made by telegram, facsimile or e-mail will not be accepted unless specified in the Solicitation’s instructions. Submissions received after the date and time specified in the instructions will not be accepted. Submissions received without proper signatures or without all required documents will not be considered.

2. Cost. The District will not be liable for any costs not listed in the vendor’s submission.

3. Unit Price. Unit prices should be extended in submissions. The unit price will prevail in the event of resolution of mathematical errors in extension or totals.

4. Discounts. Vendors are encouraged to offer discounts for quantity buys, timeliness of buys, and/or prompt payment incentives as “value-adds.” Discounts will be applied to submission prices(s) and will be considered in the evaluation criteria for recommendation of an award.

5. All-or-None Combination Prices. The District will not accept or consider “all-or-none” combination prices for any submission, which is explicitly not solicited by the District in this Solicitation. In the event the District determines in its sole discretion that select items in a submission may be combined for the purpose of making an award, the District will request a total price for said combined items.

6. Freight Charges and Delivery. Unless otherwise indicated, prices in vendor submissions must include delivery inside the Waco ISD warehouse or to the school/department placing the order. All freight shall be prepaid. Deliveries shall be made during the District’s normal 8:00 A.M. to 5:00 P.M. working hours, unless prior approval has been granted by the ordering department or school.

7. Invoices. Invoices provided by vendor must include a list of the goods and/or services provided, dates on which the goods and/or services are provided, and location(s) where the goods and/or services were provided during the billing period.

8. Payment Terms. Payment terms will be net thirty (30) days after acceptance of delivery or receipt of correct invoice, whichever occurs later, unless a prompt payment discount is offered and agreed to by the District.

9. Taxes. Vendor must exclude Federal and State sales and ad valorem taxes in its submission. In the event that a vendor is or subsequently becomes delinquent in the payment of its school ad valorem taxes, such fact shall constitute grounds for rejection of the submission or for cancellation of the contract if vendor has been awarded a contract.

However, the District reserves the right, in its sole discretion, to deduct any amounts owed for delinquent taxes from payments that the District may owe to the delinquent vendor as a result of such contract.

10. Time. Time is of the essence. Vendor agrees to perform all obligations, deliver goods, and/or render services set forth herein.

11. Purchase Order. A vendor awarded a contract by the District shall not begin providing services or delivering goods without an authorized purchase order. All purchase commitments shall be on a properly drawn and issued purchase order.