24-018FJ Special Education Supplies and Services
| Agency: | Pflugerville Independent School District |
|---|---|
| State: | Texas |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD15420348704887477 |
| Posted Date: | Apr 23, 2024 |
| Due Date: | Apr 29, 2024 |
| Source: | Members Only |
| bid number and title | due date | addenda | bid status | district contact | |||
| April 29, 2024 at 2:00 pm | Question/Answer | OPEN |
|
Attachment Preview
Pflugerville ISD
1401 West Pecan
Pflugerville, TX 78660
512-594-0089
REQUEST FOR PROPOSAL
Special Education Supplies and Services
24-018FJ
TERMS, CONDITIONS, SPECIFICATIONS
AND BID FORMS
PROPOSALS ACCEPTED UNTIL:
ACCEPTANCE PLACE:
CONTACT:
2:00 p.m. on APR 29, 2024
Pflugerville ISD
Purchasing Department
1401 West Pecan Street
Pflugerville, TX 78660
Francisca Jimenez, Buyer
512-594-0089
francisca.jimenez@pfisd.net
1
SPECIAL TERMS AND CONDITIONS
SCOPE OF WORK
1.
This inquiry is intended to provide Pflugerville Independent School District (known herein as Pflugerville ISD or the district),
Pflugerville, Texas, with district requirements for Special Education Supplies and Services in accordance with specifications
and conditions embodied within this inquiry. Quantities, where listed, are to be considered estimated needs only. Pflugerville
ISD reserves the right to purchase less than, or additional items as needed.
2.
The total value of this contract will vary based on annual needs.
SUBMITTAL OF PROPOSALS
3.
Proposals may be submitted until 2:00 p.m. (local), April 29, 2024 to the Purchasing Department, Pflugerville ISD, 1401 West
Pecan, Pflugerville, Texas 78660.
4.
This bid opportunity is prepared as a request for proposal and will not be publicly read aloud. After a contract is awarded,
tabulations may be requested.
5.
Proposals are to be sealed and clearly marked “Special Education Supplies and Services, RFP 24-018FJ”, on the outside
of the envelope.
6.
Vendors shall submit one (1) original proposal document, one (1) copy, and two (2) electronic copies on USB flash drives
with the response file copied to each USB flash drive.
7.
Submittals are to be sealed and clearly labeled and must include the bid title, bid number, due date and time of opening. Failure
to follow these instructions may result in rejection of your response.
8.
Vendors are required to submit a minimum of 3 references comparable to Pflugerville ISD. References should include the
company name and contact information for an individual with direct knowledge of similar retrofit projects which used the lamps
being proposed to PfISD.
QUESTIONS
9.
The deadline for submitting questions is 12:00 pm CST, April 22, 2024. Questions should be submitted by email and addressed
to the Purchasing Office to Francisca.Jimenez@pfisd.net. Answers to questions shall be made public by addenda to be posted
on the district’s website by the end of business on April 16, 2024. Answers shall be posted at: https://www.pfisd.net/Page/259
10.
Questions will not be accepted by phone. Pflugerville ISD will only respond to questions submitted as directed above.
TIMELINE
11. The following timeline will be used (subject to change):
Event
RFP Available
Vendor Questions Due
Answers Posted by
Proposals Due
Proposal Awarded (Anticipated)
Awards Posted
Contract Begins
Date
April 15, 2024
April 22, 2024
April 23, 2024
April 29, 2024
May 16, 2024
May 17, 2024
May 17, 2024
2
AWARD OF CONTRACT(S)
12. It is the intent of Pflugerville ISD to award multiple contracts to fulfill the requirements of this RFP.
13. The initial contract term shall begin upon approval and shall end on May 17, 2025. If Board approval is not required, the
contract shall begin upon approval by the District’s Director of Purchasing.
14. This contract allows for up to four 1-year renewal options, if both parties agree. Renewal notices will be posted on the
district’s website located at: https://www.pfisd.net/Page/260. Notices may not be sent directly to vendors
15. It is the responsibility of each vendor to notify Pflugerville ISD of intent to change pricing, make other contract changes, or
terminate the contract at least thirty (30) days prior to the end of each annual contract term
EVALUATION CRITERIA
16. Evaluation shall be based upon the following criteria (100 points possible):
(1) the purchase price; (1-25)
(2) the reputation of the vendor and of the vendor’s goods or services; (1-10)
(3) the quality of the vendor’s goods or services; (1-15)
(4) the extent to which the goods or services meet district’s needs; (1-20)
(5) the vendor’s past relationship with the district; (1-10)
(6) the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses;
(1-5)
(7) the total long-term cost to the district to acquire the vendor’s goods or services; and (1-15)
(8) any other relevant factor specifically listed in the request for bids or proposals. (0)
(9) for a contract that is not for goods and services related to telecommunications and information services, building
construction and maintenance, or instructional materials, whether the vendor or the vendor’s ultimate parent company
or majority owner has its principle place of business in the state or employs at least 500 persons in this state; (0)
SPECIFICATIONS
17. Awarded vendors will be expected to provide goods and services as specified within this document. Proposing vendors
may use additional pages, and submit additional information as needed.
INTERLOCAL AGREEMENTS
1. A) Membership - Pflugerville ISD is a member in good standing of the Central Texas Purchasing Alliance (CTPA), an
alliance of over 40 school districts in Texas representing over a million students, sharing information, services and
contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government
Code through interlocal agreements. For a list of current members, go to txctpa.org/member list.
B) Adoption of Awarded Contracts - In support of this collaborative effort, awards made by
Pflugerville ISD may be adopted by other active CTPA member districts. By adopting a contract from another CTPA
member district, the adopting district has met the competitive bidding requirement established by the Texas Education
Code, Section 44.031(a)(4) and as required by the adopting district’s policies. There is no obligation on either party to
participate unless both parties agree. The goods and services provided under the contract will be at the same or better
contract pricing and purchasing terms established by the originating district.
C) Adopted Contract Management – The adopting district shall be responsible for the management of the adopted
contract and all payment to the contracted vendor. The originating district shall have no responsibilities under the adopted
contract agreement.
3
Response Form
Pflugerville ISD wishes to establish a list of approved vendors to supply various categories of Special Education instructional materials,
supplies and services for all disabled students by comparing discount pricing. Below are areas for which a discount is requested.
Purchases will be made throughout the year by each campus and no minimum quantities are guaranteed. Please note you are not
required to submit a response for all areas and SHIPPING SHOULD BE INCLUDED unless otherwise indicated.
Item #
1
Description
Classroom Instructional Materials:
Please state the discount (%) off catalog/pricelist for all
instructional materials to be used in the classroom
including, but not limited to, books, software,
educational toys, and teaching supplies.
Discount %
Exceptions
2
Occupational and Physical Therapy:
Please state the discount (%) off catalog/pricelist for all
equipment and supplies used to support students in
occupational or physical therapy.
3
Therapy Services:
Hourly
Set Rate
Please state the discount (%) off catalog/pricelist for all
physical an occupational therapy.
________/hr _____________
Physical
________/hr _____________
Occupational
________/hr _____________
Audiology
________/hr _____________
4
Accessible Technology:
Please state the discount (%) off catalog/pricelist for all
products used to enable students to communicate
including hearing aids/FM systems, low vision
devices, specialized tablets, voice activated devices
and touch pad devices.
5
Assessment Materials:
Please state the discount (%) off catalog/pricelist for all
assessment and evaluation kits, tools, and record
forms.
6
Miscellaneous Materials:
Please state the discount (%) off catalog/pricelist for all
other categories of material or supplies not listed
above.
4
STANDARD TERMS AND CONDITIONS
FACTS, STATISTICS, AND DEFINITIONS
1. Pflugerville ISD (also referred to as “the district” or “PfISD”)
currently has over 26,000 students and operates twenty-one
elementary schools with grades Pre-K through grade five; six
middle schools with grades 6-8; four high schools with grades 9–
12 and two alternative campuses. Other District facilities include
Administration, Support Services, Technology, and
Transportation Buildings.
2. Throughout the standard terms and conditions, the district will
make use of the term “bid”. Use of this term should be considered
descriptive and is intended to reference all procurement options
currently used by the district. This includes bids, sealed
proposals, requests for proposals, requests for qualifications and
formal quotes. The terms and conditions contained herein apply
to all procurement methods the district may use.
BID SUBMITTAL
3. Vendors must include the properly executed bid forms,
attachments and addenda as specified in the bid documents.
Responses that do not include all requested information may be
disqualified.
4. All prices and quotations must be typed or written in ink. Mistakes
may be crossed out and the correction inserted adjacently,
corrections must be initialed. In case of calculation errors, unit
price shall govern.
5. It is understood that quantities, where listed, are to be considered
estimated needs only. Pflugerville ISD reserves the right to
increase or decrease quantities ordered as needed.
6. Bids are to be sealed and clearly labeled as “original” or “copy”
and must include the bid number, bid title, due date and time of
opening. Failure to follow these instructions may result in rejection
of bid.
7. PFLUGERVILLE ISD WILL NOT ACCEPT LATE, FAXED OR
EMAILED BIDS. PFLUGERVILLE ISD IS NOT RESPONSIBLE
FOR BID DELIVERED INCORRECTLY OR MISPLACED BIDS.
THE DATE/TIME STAMP IN THE PFLUGERVILLE ISD
PURCHASING OFFICE SHALL BE THE OFFICIAL TIME OF
RECEIPT.
8. All bids shall be deemed final. No offer shall be subject to
correction or amendment for errors or miscalculations after the bid
deadline. Bids may be withdrawn or amended until the date and
time due, at which time they become the sole property of
Pflugerville Independent School District.
9. Pflugerville ISD reserves the right to request additional or
clarifying information after the bid response has been submitted.
This information may be used to further evaluate the response or
qualify overall cost associated with a proposed solution.
10. Any problems or discrepancies that are discovered in relation to
this bid process should be directed to the PfISD Director of
Purchasing for a determination or clarification prior to the bid due
date. If the vendor fails to make such request, no excuse will
thereafter be entertained for failure to carry out the work in a
satisfactory manner.
11. If any of the information is considered to be confidential or a trade
secret belonging to the vendor and, if released would give
advantage to a competitor or vendor, that information should be
filed with the submittal in a separate envelope marked
“CONFIDENTIAL - DO NOT DUPLICATE WITHOUT
PERMISSION”. Acceptance of such materials does not constitute
an admission by PfISD that the materials are confidential or a
trade secret. (Government Code, Article 252.049)
12. Samples, if applicable or when requested, shall be furnished at no
cost to Pflugerville ISD. If not destroyed during the evaluation,
samples will be returned to the bidder upon request at the bidder’s
expense. If no return request is received within seven (7) days of
bid award, the sample may be destroyed.
13. Bidders are expected to fully inform themselves as to the
conditions, requirements and specifications before submitting
bids. Failure to do so will be at the bidder’s own risk and bidder
cannot secure relief on the plea of error.
14. Any catalog, brand name or manufacturer’s reference used herein
is intended to be descriptive, not restrictive. It is used to indicate
the type and quality desired. Bids on items of like quality will be
considered. Pflugerville ISD retains sole authority to determine if
items being bid are of like quality and to accept or reject proposed
substitutions as deemed to be in the best interests of the district.
15. The apparent silence of these specifications as to any detail or the
apparent omission of detailed descriptions concerning any point
shall be regarded as meaning that only the best commercial
practices are to prevail. All interpretations of these specifications
shall be made on the basis of this statement.
16. Withdrawal of bids will not be allowed for a period of 90 days
following the bid opening.
DEVIATIONS FROM SPECIFICATIONS
17. All deviations from the general conditions and/or specifications
must be listed on the Deviations Page of this bid document.
Listing of deviations is an integral and required part of the official
bid of each firm. Failure to list deviations as directed will hold the
bidder strictly accountable to the district’s specifications as written.
PfISD shall be the sole interpreter as to the acceptance of any
substitution. All substitution must be pre-approved by
Pflugerville ISD.
AWARD OF CONTRACT(S)
18. Pflugerville ISD reserves the right to award the Contract(s) to the
vendor(s) offering the best value, and not
necessarily to
the vendor proposing the lowest price. However, the district
reserves the right to award single or multiple contracts; waive
technicalities or to not award any contracts as a result of this bid
process. PfISD reserves the right to award in any manner
deemed to be in the best interest of the district.
19. PfISD is environmentally conscious and prefers that vendors
doing business with PfISD use packaging materials made from
recycled paper, plastics, cardboard, wood, etc.
20. The specific criteria to be used for evaluation and award of this
contract shall be outlined under the Special Terms and
Conditions.
21. It is not the policy of the Pflugerville Independent School District
to purchase on the basis of low price alone.
22. Vendors submitting an "All or None", bid will not be considered for
anything other than the entire award. Therefore, a vendor who
specifies "All or None" and does not submit a bid for all items
solicited will be deemed non-responsive.
23. Successful vendors will be notified by an award notification letter.
24. Pflugerville ISD reserves the right to accept or reject any or
all offers, to waive formalities and to accept the offer(s) that
is determined to be in the best interest of the district.
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