Beverage Vending Equipment and Services

GARLAND INDEPENDENT SCHOOL DISTRICT
PURCHASING DEPARTMENT
501 S. Jupiter
Garland, Texas 75042
REQUEST FOR PROPOSAL
Beverage Vending Equipment and Services
PROPOSAL # 71-27 (SOURCING # 208615)
PLEASE SUBMIT PROPOSAL NO LATER THAN 10:30A.M. CDT, May 5, 2026
Mark the sealed return envelope in the lower left-hand corner with PROPOSAL#, time, and due
date, as noted above. (Should the district close for unforeseen reasons (force majeure) on the date
the solicitation is due, the above referenced date should be changed to 10:30A.M. the first date the
district is open to conduct business)
You are invited to submit a Proposal to provide Beverage Vending Equipment and Services for the
Garland Independent School District (GISD).
This Proposal includes Instructions to Vendors, Award/Evaluation of Proposals, Certifications, Terms and
Conditions, Compliance Form, Specifications, and Supplier Questionnaire.
____________________________________________
Company Name
____________________________________________
Address
____________________________________________
City State Zip
____________________________________________
Authorized Representative Name Title
____________________________________________
Signature
____________________________________________
M ark A . Booker Printed Name Email Address
Executive Director of Purchasing
____________________________________________
Telephone # Fax #
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INSTRUCTIONS TO PROPOSERS
1.1 Submission of Proposals
Although we are legally required to accept paper RFPs, we strongly request that proposers
submit this RFP electronically through the Oracle iSourcing module. Please feel free to
call us at (972) 487-3009, if you require any assistance with this submittal. Electronic RFP
submission eliminates errors, eliminates unnecessary work, and is friendlier to the
environment. When filing this RFP electronically, do not submit a paper copy, as the
electronic version will prevail. However, in the unlikely event that you do submit a paper
RFP, it is imperative that you only submit the hard copy document provided by the
Purchasing Department with all of the required fields completed and delivered as
instructed below in DELIVERY OF PROPOSAL.
1.1.1. CLARIFICATION OF SPECIFICATIONS
For clarification of the specification(s) of this Request for Proposal, proposers may
contact: Loretta Smith, Buyer at lasmith2@garlandisd.net
The individual listed above may be contacted for clarification of specification(s)
only. No authority is intended or implied that specification(s) may be amended or
alternates accepted prior to opening without written approval of the Garland ISD
Executive Director of Purchasing and Assistant Director of Purchasing in the
absence of Executive Director.
1.1.2. SUBMITTING QUESTIONS
Suppliers finding errors, requests for additional information, omissions, or
corrections shall contact the Purchasing Department Questions by submitting an
email to bids@garlandisd.net and a copy to lasmith2@garlandisd.net no later than
April 17, 2026 at 12:00p.m. CDT. Response will be given by addendum.
1.1.3. ADDENDA
All addenda will be issued as amendments to the Solicitation(s). All addenda will
be posted by April 21, 2026 at 4:00p.m. CDT. It is the supplier's responsibility to
check the district's website (http://www.garlandisd.net/connect/do-
business/current-opportunities) for addendums prior to submitting responses.
Please continue to monitor our website for any updates past the addendum
date.
1.1.4. NUMBER OF COPIES (DISREGARD IF SUBMITTING
ELECTRONICALLY THROUGH SOURCING)
PLEASE PROVIDE ONE (1) ORIGINAL PROPOSAL RESPONSE AND ONE
(1) COMPLETE ORIGINAL COPY SUBMITTED ON ELECTRONIC FORMAT
(FLASH/USB). ENSURE THE SUBMISSION IS CLEARLY LABELED.
YOU MUST SUBMIT A HARDCOPY ORIGINAL. DO NOT SUBMIT AN
ELECTRONIC FORMAT (FLASH/CD) COPY WITHOUT THE HARDCOPY
ORIGINAL.
1.1.5. DELIVERY OF PROPOSAL: (DISREGARD IF SUBMITTING
ELECTRONICALLY THROUGH SOURCING) Delivery of proposals shall be in
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accordance with the procedures listed. Mark the sealed return envelope in the
lower left-hand corner with RFP#, time, and due date. If assistance is required for
proposal submission, you may call Purchasing at 972.487.3009 during normal
operating hours.
Proposals submitted via Commercial Carriers (other than USPS) or hand
delivered: Garland ISD Purchasing Department 501 S. Jupiter, Garland, Texas
75042. Submission must be received in the Purchasing Department and date/time
stamped before the deadline.
Proposals submitted via the U. S. Postal Service:
Garland ISD Purchasing Department P. O. Box 469026, Garland, Texas 75046-
9026
Clearly mark all Proposal envelopes as instructed on the front page. Allow
sufficient transit time.
Note: Submissions must be sealed and not exceed 14"x10"x5" to use the
Purchasing Drop Box
Delivery of submission to other Departments within the District is not considered
as delivery to the Purchasing Department. The submission must be date/time
stamped by Purchasing before the deadline.
1.1.6. SIGNED ORIGINAL
Once completed and signed, return your Proposal form to the Garland ISD
Purchasing Department (as instructed above).
1.1.7. LATE SUBMISSIONS
Proposals received at the GISD Purchasing Department after the time and date
specified above will not be considered and will be filed unopened. The Garland
ISD shall not be held liable for late proposals.
1.1.8. OTHER FORMS OF SUBMISSION
Oral or telegraphic proposals transmitted via the District's facsimile machine are
not acceptable. DO NOT FAX OR EMAIL YOUR PROPOSALS. Only forms
provided by the Garland ISD Purchasing Department may be submitted with
this proposal unless written instructions permit additional pages.
1.1.9. AUTHORIZED SIGNATURE
Proposals must be signed by an authorized individual to contractually bind their
firm when submitting the Proposal. Failure to sign the Proposal will be considered
as a "mistake in Proposal", and the Proposal will be rejected as "non-responsive"
proposal. Proposer shall contact the Purchasing Department if discrepancies exist.
1.1.10. FORMAT FOR PRICING
Proposals written in pencil will not be accepted. Changes may be crossed through
and corrections inserted adjacent and initialed by the person preparing the Proposal.
Should errors in multiplication or addition of a unit price against a total price occur,
the unit price shall govern. All pricing proposed for products and/or services shall
constitute entire consideration due.
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The section in sourcing "Note to Buyer" is informational only. It will not
govern the unit price or amend the format for pricing. The Compliance Form
should be utilized for any deviations on unit price or packaging size.
1.1.11. MINIMUM QUANTITIES
Quantities or dollar expenditures listed herein reflect the GISD's estimated current
requirements for one year (or time frame as otherwise specified).
1.1.12. WITHDRAWING PROPOSALS
No Proposal may be withdrawn prior to opening of proposals without written
request (addressed to the Garland ISD Executive Director of Purchasing) by an
authorized agent of the proposing firm and upon written approval by the District.
Proposals become the property of Garland ISD upon receipt.
1.1.13. PROPOSAL TABULATIONS
Proposers desiring a Proposal tabulation sheet resulting from this Request for
Proposal may visit our web site at https://garlandisd.net/connect/how-do-business-
us/bid-tabulations The tabulations will be posted once the GISD Board of Trustees
has approved the contract. If you are unable to download the information, please
contact the Purchasing Department at 972-487-3009 and we will forward you a
copy via email.
1.1.14. DEVIATIONS
Any and all deviations to this competitive solicitation proposed by the Proposal
must be listed on the Compliance Form, not on a cover letter, catalog, etc. The
District will not negotiate additional terms and conditions not included on the
Compliance Form. All additional contracts, amendments, or exhibits will need to
be submitted along with proposal to be considered.
1.1.15. PUBLIC INFORMATION
Garland Independent School District is a public entity subject to the provisions of
the Texas Public Information Act (Texas Government Code Chapter 552).
Responses to this invitation may be subject to release as public information unless
the response or specific parts of the response are accepted from public disclosure
under such Act. Proposers should consult with their legal counsel regarding
disclosure issues and take the appropriate precautions to safeguard trade secrets or
any other confidential or proprietary information before responding to this
invitation. The District assumes no liability or responsibility for release of any
information not properly identified and documented in accordance with the
enclosed Confidential Information Declaration & Copyright Authorization Form.
The District assumes no liability or responsibility for release of any information
that the Texas Attorney General or a court of law determines to be subject to
release.
1.1.16. COPYRIGHT PROTECTION
Proposals asserted to be copyright protected in their entirety may, in the District's
sole discretion, be rejected as non-conforming. Proposers who submit copyrighted
materials as part of their Proposal must review and complete the Confidential
Information Declaration & Copyright Authorization Form. Proposers submitting
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copyrighted materials should consult with their legal counsel regarding copyright
and disclosure issues. By submitting copyrighted materials and completing the
Confidential Information Declaration and Copyright Authorization Form, proposers
grant the District authorization to reproduce and provide copies of such information
and agree to waive any and all claims against the District regarding the release of
such copyrighted information including, but not limited to, any claim of copyright
infringement when released in response to a valid request for information under the
Texas Public Information Act, Texas Government Code Chapter 552. In the event a
proposer is unable to grant such authorization and waiver, copyrighted materials
must not be included in the Proposal.
1.1.17. POST-SUBMISSION CHANGES
A proposal that has been opened my not be changed for the purpose of correcting
an error in the proposed price. Proposers submitting an erroneous proposed price
may be given the option of either honoring the price as proposed or withdrawing
the (erroneous) proposal [Local Government Code Subchapter B, Sec. 271.026].
1.2 Award/Evaluation of Proposals
1.2.1. WAIVING INFORMALITIES
The Garland Independent School District reserves the right to accept or reject all or
any part of any proposal, waive minor proposal formalities/technicalities and award
the proposal deemed to be most advantageous to the District.
1.2.2. MULTIPLE AWARDS
The District reserves the right to award to a single vendor, multiple vendors, each
line item separately or in any combination it determines to be in its best interest.
Proposers shall also include copies of any contracts/agreements required (by the
proposing firm) and clearly identify/label it as such.
1.2.3. TIE PROPOSALS/EVALUATION FACTORS
Tie proposals, which are equal in all respects, shall be resolved and awarded in
accordance with Local Government Code (Texas) Para. 271.901. Otherwise
proposals, which reflect a tie in price, only may be awarded pursuant to the
permissible factors listed in Texas Education Code, Subchapter B, Sec. 44.031 (b)
and set forth below:
1. the purchase price;
2. the reputation of the vendor and of the vendor's goods or services;
3. the quality of the vendor's goods or services;
4. the extent to which the goods or services meet the district's needs;
5. the vendor's past relationship with the district;
6. the impact on the ability of the district to comply with laws and rules
relating to historically underutilized businesses;
7. the total long-term cost to the district to acquire the vendor's goods or
services; [and]
8. for a contract for goods and services, other than 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:
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a. has its principal place of business in this state; or
b. employs at least 500 persons in this state; and
9. Per Texas Education Code, Subchapter B, Sec. 44.031 (b) *ALL
CONTENTS PROVIDED INTHIS SOLICITATION, WILL BE
CONSIDERED AS AN EVALUATION FACTOR!
10. In compliance with the provisions of Texas Government Code, Title 10,
Subtitle D, Section 2155.074, Section 2155.075, Section 2156.007, Section
2157.003 and Section 2157.125, and Texas Administrative Code, Title 1,
Chapter 113.6, information obtained from the Texas Building and
Procurement Commission's Proposer Performance Tracking System may be
used in evaluating responses to solicitations for goods and services to
determine the best value for the Garland Independent School District.
www.window.state.tx.us/procurement/prog/vendor_performance
1.2.4. UNIT OF MEASURE
Each line item must be proposed using the same unit of measure as requested by
this Request for Proposal. Any questions regarding unit of measure must be
resolved between the prospective proposer and the Garland Independent School
District Purchasing Department. Failure to propose specified unit of measure may
be cause for rejection of proposal for the specific item(s) in question. Any
packaging proposed which differs from that specified in the item description must
be identified on the Deviation/Compliance Form.
1.2.5. FELONY CONVICTIONS
Upon notification of potential selections for award, the person or entity submitting
this proposal must give notice to the district 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 this conviction of a felony (this
requirement does not apply to a publicly held corporation).
1.2.6. ALTERNATE AWARDS
The District awards contracts to vendors as an alternate in case the primary vendor
is unable to fulfill the contractual obligations as stated in the specifications/terms
and conditions.
1.2.7. PRODUCT LITERATURE
Descriptive and illustrative literature covering the items you propose to furnish
shall accompany your proposal when submitting "or equal" items. Literature
provided must contain adequate information for district personnel to evaluate the
proposal product as "or equal". Failure to do so will result in the rejection of your
proposal.
1.2.8. TERM OF CONTRACT
The term of the contract shall be from August 1, 2026 (or date of award) through
July 31, 2027 with contract renewing annually for four years unless cancelled by
either party as stated in CANCELLATION FOR CONVENIENCE or
CANCELLATION FOR CAUSE.
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1.2.9. CONTRACT VALUE
The estimated annual value of this contract is $125,000; However, this value
reflects the District's estimated current requirements for one year (or time frame as
otherwise specified).
1.2.10. PRICE ESCALATION PROVISIONS
The District may elect to place several orders during the term of this Request for
Proposal. Proposers must specify minimum order quantities - if any - and are
required to hold proposed prices for 1 year from date of award. After this time,
proposed increases may be submitted in writing for approval. Proof of change in
market conditions must accompany a request for price increase. Any price increase
request is subject to Purchasing Department review and approval. Increases may be
submitted for approval but shall not exceed the Consumer Price Index - All items
less food and energy. If vendor cannot agree to the CPI increase by default the next
lowest vendor may provide a quote that can result in new award.
1.2.11. PRICE ADJUSTMENTS
The parties acknowledge that the pricing set forth in this Agreement is based on
agreed terms and conditions and known circumstances as of the Effective Date. In
the event of a material increases in costs due to factors beyond the reasonable
control of the Supplier. The District shall be provided written notice of any
proposed price adjustment as soon as practicable, along with reasonable
documentation supporting the cause and extent of the cost increase. The District
will review the documentation and make a determination regarding the request
within ten business days.
1.2.12. QUOTING PROCEDURE
In the event that the awarded vendor cannot agree to the CPI increase, vendors will
receive request for quotes throughout the term of the contract. Quotes cannot
exceed 10% of the contract value.
1.2.13. PROTEST PROCEDURE
Any proposer who is aggrieved in connection with a procurement, excepting right
of rejection, may protest in accordance with Garland ISD Board of Trustees Policy
CJ Local.
2. CERTIFICATIONS
2.1. CERTIFICATION AFFIRMATIONS
By signing this Request for Proposal, the signed proposer affirms and certifies that its
company, corporation, firm, partnership or individual's response to this proposal is in all
respects compliant with all provisions in this section.
2.1.1. ANTI-COLLUSION AND FRAUD
Proposer affirms that its company, corporation, firm, partnership or individuals
response to this proposal is in all respects bona fide, fair and was not made with
collusion or fraud with any person, joint venture, partnership, corporation or other
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legal entity engaged in this type of business prior to the official opening of this
proposal.
2.1.2. DEBARMENT AND SUSPENSION (Executive Orders 12549 and 12689)
A contract award (see 2 CFR 180.220) must not be made to parties listed on the
government wide Excluded Parties List System in the System for Award
Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that
implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3
CFR Part 1989 Comp., p. 235), "Debarment and Suspension." The Excluded
Parties List System in SAM contains the names of parties debarred, suspended, or
otherwise excluded by agencies, as well as parties declared ineligible under
statutory or regulatory authority other than Executive Order 12549. Proposer
certifies that the individual and/or firm on whose behalf this proposal is submitted
is not listed on the Federal Government's excluded parties list (SAM).
2.1.3. COPYRIGHT AND PATENT LAWS
Proposer hereby certifies that it (or its firm hereby represented) is legally
authorized to conduct business in Texas and has complied with any and all federal,
state, or other laws or regulations applicable to any purchase resulting from this
Request for Proposal, including, but not limited to, copyright and/or patent laws
and anti-collusion law.
2.1.4. SOLE SOURCE
If the proposer professes to be the exclusive source of the item(s) or service(s)
requested herein, the proposer must provide with its proposal a written statement to
the fact that the sole source is due to one or more of the following (as applicable): a
patent, copyright, secret process, or monopoly; a film, manuscript, or book; a utility
service (electricity, gas, or water); or a captive replacement part or component for
equipment. Such statements must be signed by the owner or corporate official of
the firm submitting this proposal and must be notarized. This declaration shall not
exempt the proposer from signing and submitting a signed proposal.
2.1.5. PUBLIC INFORMATION
By submitting a response to this request, proposer represents that it is in
compliance with the requirements of Chapter 176 of the Texas Local Government
Code, Disclosure of Certain Relationships with Local Government Officers;
Providing Public Access to Certain Information. A list of local government
Officers may be obtained at http://www.garlandisd.net/content/conflict-disclosure.
Failure to comply with this provision may result in the Solicitation being
considered non-responsive.
2.1.6. FUNDING AGREEMENTS
Proposer certifies that if the Federal award meets the definition of "funding
agreement" under 37 CFR 401.2 (a) and the recipient or sub-recipient wishes to
enter into a contract with a small business firm or nonprofit organization regarding
the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or
sub-recipient must comply with the requirements of 37 CFR Part 401, "Rights to
Inventions Made by Nonprofit Organizations and Small Business Firms Under
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Government Grants, Contracts and Cooperative Agreements," and any
implementing regulations issued by the awarding agency.
2.1.7. CLEAN AIR AND WATER POLLUTION ACT
Proposer certifies that it is in compliance with the Clean Air Act (42 U.S.C. 7401-
7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as
amended.
2.1.8. ENERGY POLICY AND CONSERVATION ACT
Proposer hereby certifies that it (or its firm hereby represented) that it is compliant
with Certification of Compliance with the Energy Policy and Conservation Act -
When federal Funds are expended by Garland ISD for any contract resulting from
this procurement process, the Supplier certifies that the Supplier will be in
compliance with mandatory standards and policies relating to energy efficiency
which are contained in the state energy conservation plan issued in compliance
with the Energy Policy and Conservation Act (42 U.S.C. 6321, et seq.; 49 C.F.R.
Part 18).
2.1.9. RECORD RETENTION REQUIRMENTS
Proposer certifies that it will comply with the record retention requirements
detailed in 2 CFR 200.333 for a period of three years after grantees or sub-
grantees submit final expenditure reports or quarterly or annual financial reports, as
applicable, and all other depending matters.
2.1.10. RECOVERED MATERIALS
Certify that the percentage of recovered materials to be used in the performance of
the contract will be at least the amount required by applicable specifications or
other contractual requirements, and estimate the percentage of total material
utilized for the performance of the contract which is recovered materials, in
accordance with Section 6002 of the Solid Waste Disposal Act, as amended by the
Resource Conservation and Recovery Act. The requirements of Section 6002
include procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of
recovered materials practicable, consistent with maintaining a satisfactory level of
competition, where the purchase price of the item exceeds $10,000 or the value of
the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource
recovery; and establishing an affirmative procurement program for procurement of
recovered materials identified in the EPA guidelines.
2.1.11. BYRD ANTI-LOBBYING REQUIREMENTS
Proposer certifies no Federal appropriated funds have been paid or will be paid by
or on behalf of the undersigned, to any person for influencing or attempting to
influence an officer or employee of any agency, a Member of Congress, an officer
or employee of congress, or an employee of a Member of Congress in connection
with the awarding of a Federal contract, the making of a Federal grant, the making
of a Federal loan, the entering into a cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of a Federal contract, grant,
loan, or cooperative agreement imposed by section 1352, Title 31, U.S. Code.
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If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of congress, or an
employee of a Member of Congress in connection with this Federal grant or
cooperative agreement, the proposer shall complete and submit Standard Form-
LLL, "Disclosure of Lobbying Activities," in accordance with its instructions
https://www.state.gov/lobbying-disclosure-and-certification
2.1.12. FOREIGN TERRRORIST ORGANIZATION LIST
Pursuant to Texas Government Code Chapter 2252, Company certifies that it is not
a company identified on the on a list prepared and maintained pursuant to Texas
Government Code 806.051, 807.051, or 2252.153 ("Foreign Terrorist
Organization List"). In the event that Company is added to a Foreign Terrorist
Organization List at any time during this Agreement, Company shall promptly
provide notice to School. Garland ISD may terminate this Agreement immediately
upon receipt and verification of information, by any means, that Company has been
added to a Foreign Terrorist Organization List.
2.1.13. BOYCOTT ISRAEL
Pursuant to Texas Government Code Chapter 2271, Company certifies that it does
not boycott (as defined in Texas Government Code Chapter 808) Israel and will not
boycott Israel during the term of this Agreement with the Garland ISD.
2.1.14. PROHIBITED TRANSACTION
Pursuant to Texas Government Code Chapter 2273, the District is prohibited from
contracting with any abortion provider or an affiliate of an abortion provider
whereby the provider or affiliate receives something of value derived from state or
local tax revenue. Any contract entered into by the District is void if the
prospective vendor has such a prohibited affiliation or contractual relationship. By
submitting a proposal in response to the Request for Proposal, you are certifying to
the District that you do not have such an affiliation or contractual relationship.
2.1.15. BUY AMERICA ACT
Proposer certifies that it is in compliance with all applicable provisions of the Buy
America Act. Purchases made in accordance with the Buy America Act must still
follow the applicable procurement rules calling for free and open competition.
Proposer certifies the cost of domestic components exceed 51 percent of the cost of
all components for each product. Domestic is defined as one that is produced and
processed in the United States. Products not meeting this requirement shall be
clearly identified as a deviation on the Deviation/Compliance Form.
2.1.16. DOMESTIC PREFERENCES FOR PROCUREMENT
(a) As appropriate and to the extent consistent with law, the non-Federal entity
should, to the greatest extent practicable under a Federal award, provide a
preference for the purchase, acquisition, or use of goods, products, or materials
produced in the United States (including but not limited to iron, aluminum, steel,
cement, and other manufactured products). The requirements of this section must
be included in all subawards including all contracts and purchase orders for work or
products under this award.
(b) For purposes of this section:
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