Classroom & Instructional Supplies, Materials, and Equipment
| Agency: | Plano Independent School District |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Jul 10, 2023 |
| Due Date: | Dec 8, 2023 |
| Solicitation No: | 2023-035 - S1 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
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Contact Information
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2023-035 - S1
Classroom & Instructional Supplies, Materials, and Equipment
Issue Date: 7/9/2023
Questions Deadline: 12/1/2023 07:00 AM (CT)
Response Deadline: 12/8/2023 02:00 PM (CT)
Contact Information
Contact: Brandi Dahlquist Buyer
Address: Accounts Payable
Administration Center
Plano Independent School District
6600 Alma Drive
Plano, TX 75023
Email: brandi.dahlquist@pisd.edu
Page 1 of 20 pages
Deadline: 12/8/2023 02:00 PM (CT)
2023-035 - S1
Event Information
Number:
2023-035 - S1
Title:
Classroom & Instructional Supplies, Materials, and Equipment
Type:
Request for Proposal
Issue Date:
7/9/2023
Question Deadline: 12/1/2023 07:00 AM (CT)
Response Deadline: 12/8/2023 02:00 PM (CT)
Notes:
Plano ISD is accepting proposals for Classroom & Instructional Supplies, Materials,
and Equipment that may be requested by teachers, campuses or departments on an
"As Needed" basis throughout the year. Plano ISD urges all vendors that provide
these products to respond to this Proposal, even if you are a Sole Source provider of
the product.
This RFP will not be a guarantee of purchase for any services or goods, but to
establish a list of Approved Vendors with Plano ISD.
NOTE:
This RFP replaces or will replace the following:
RFP: 2018-078 Instructional Materials, Teaching Aids, Testing Materials &
Educational Software - (expires March 2024 - No renewals available)
RFP: 2018-030 Student Planners - (expires May 2023 - No renewals available)
RFP: 2018-048 Laminating Film & Laminators - (expires August 2023 - No
Renewals available)
RFP: 2018-069 Robotics/STEAM Products, Supplies, Equipment & Software -
(expires February 2024 - No Renewals available)
RFP: 2019-017 Literacy Intervention Materials - (expires April 2024 - No Renewals
Available)
Page 2 of 20 pages
IF AWARDED TO ANY OR ALL OF THE REFERENCED RFPs ABOVE,
PLEASE RESPOND TO THIS RFP TO PREVENT A LAPSE OF AN
AWARD/CONTRACT WITH PLANO ISD
IF you responded to RFP 2023-035 Addendum 1, you do not need to
respond to this proposal.
Non-Exclusive Contract
Any contract resulting from this solicitation is non-exclusive and shall be awarded
with the understanding and agreement that it is for the sole convenience of Plano
ISD.
Plano ISD anticipates awarding this contract to multiple vendors in order to best
serve the needs of the District.
Plano ISD is requesting all proposals be awarded as Non-Exclusive contracts, by
Deadline: 12/8/2023 02:00 PM (CT)
2023-035 - S1
which multiple vendors may be designated as supplier for the product covered under
the terms of the contract for the duration of said contract.
Plano ISD is free to have multiple contracts for the awarded goods and services and
may initiate other procurement solicitations or purchasing activity with other vendors
at any time, in Plano ISD's sole discretion.
This proposal is being issued in accordance with Title 2 of the Code of Federal
Regulations (2 CFR) Part 200 requirements to procure vendors who provide goods
and/or services purchased by Plano ISD using federal dollars. This proposal may be
used with local, state, federal and grant funded programs.
ANNUAL EXPENDITURE:
The estimated annual expenditure for Classroom & Instructional Supplies, Materials,
and Equipment purchases is approximately $10,000,000 per year. This estimate
may be exceeded by 25% annually. This figure represents operating funds and the
instructional material allotment and is submitted as an estimate and should not be
interpreted as a guarantee. This request for proposal in no way constitutes an order
for these items. Actual purchases may be made from the selected companies by
individual schools or from supporting departments.
TERM: Plano ISD requires this bid to be firm for one (1) year from the date of the
award. This contract, upon the agreement of both the successful vendor(s) and the
Plano ISD, will automatically extend for five (5) additional one (1) year periods. Plano
ISD has the option to extend this RFP at the end of the performance period for up to
120 days if determined to be in the best interest of the district to ensure availability of
products and/or services. Plano ISD has the option to issue subsequent RFPs as
needed.
Initial Contract Period: August 2023 - August 2024
Contract YR2 (Option): August 2024 - August 2025
Contract YR3 (Option): August 2025 - August 2026
Contract YR4 (Option): August 2026 - August 2027
Contract YR5 (Option): August 2027 - August 2028
Contract YR6 (Option): August 2028 - August 2029
Bid Attachments
Terms_and_Conditions 2022.pdf
Plano ISD Terms and Conditions
Page 3 of 20 pages
Billing Information
Contact: Loren Allen
Address: Accounts Payable
Administration Center
2700 W 15th Street
Plano, TX 75075
Phone: (469) 752-8041
Email: invoice@pisd.edu
Deadline: 12/8/2023 02:00 PM (CT)
View Online
2023-035 - S1
W-9_(Rev._October_2018).pdf
W9 Form - Revised October 2018
CIQ_Form (3).pdf
CIQ Form
Sample_1295_Form_(2).pdf
Sample 1295 Form
Download
Download
Download
Bid Attributes
1 Scope of Work
Plano Independent School District serves approximately 49,000 students and has 72 schools over 100 square miles
in Southwest Collin County.
PISD is seeking a catalog discount for grades Pre-Kindergarten - 12th, Classroom & Instructional Supplies,
Materials, and Equipment for the following which can include but are not limited to English Language Arts, Reading,
Writing, Science, Social Studies, Math, Languages Other Than English (LOTE), English Second Language (ESL),
Special Education, Art, Career and Technology courses, Fine Arts, classroom materials which include but are not
limited to bulletin boards and marker boards of any size or type, flags and banners, instructional materials which
include but are not limited to - text books adopted and non- adopted, literacy intervention - guided reading levels,
Robotics/STEAM products, supplies and equipment, software programs and applications, including those that are
browser-based or that may require a client install, that are requested for use by teachers, staff or
campus/department administrators and intended for use by students/staff on campus endpoint devices, online
instructional, subscriptions, licenses, teaching aides, testing materials which can include but are not limited to any
certification exams, work room supplies and equipment or repair and maintenance needed, which can include but
are not limited to butcher paper and racks, dye cut machines, poster makers and laminators.
It is the intent of this solicitation to establish a discount from catalog, published price list, or fair market price.
Proposer(s) must indicate a primary discount even if the discount is “0%” of list price.
Discounts/Prices for this bid must remain firm for the first year after the agreement begins.
Pricing shall be negotiated for each specific purchase. Respondents are encouraged to attach pricing
information with their response under the "Response Attachments" tab.
Vendors responding to this bid agree to accept the District's tax exempt status and Will NOT charge Plano ISD sales
tax.
2 Electronic Proposal Submittal
Although we are legally required to accept paper proposals, we strongly request that bidders submit this proposal
electronically. Please feel free to call us if you require any assistance with this submittal. Electronic proposals will
eliminate errors, unnecessary work, and is more friendly to the environment. When filing this proposal electronically,
please do not send us a paper copy as the electronic version will prevail. Your cooperation is appreciated. If you
must send us a paper proposal, it must be in a sealed envelope and the outer envelope must show bid name, bid
number, "bid enclosed", and the vendor's name so we know what is inside, who sent it, and not to open it until the
Close Date. Please confirm that you have read and understand this instruction.
Yes No
(Required: Check only one)
3 Authorized Signature
The undersigned, in submitting this Bid/Proposal and endorsement of same, represents that he/she is authorized to
obligate his/her Firm, that he/she is an equal opportunity employer and will not discriminate with regard to race,
color, religion, sex, national origin, age or disability unrelated to job performance of this Bid/Proposal; that he/she
will abide by all the policies and procedures of Plano ISD; and that he/she has read this entire Bid/Proposal
package, is aware of the covenants contained herein and will abide by and adhere to the expressed requirements
in ALL sections of this Bid/Proposal. ~~~This is your electronic signature.
Yes No
(Required: Check only one)
Page 4 of 20 pages
Deadline: 12/8/2023 02:00 PM (CT)
2023-035 - S1
4 Communications Statement
Contact between vendors and Plano ISD personnel during the RFP process or evaluation process is prohibited. All
communications shall go through the Purchasing Department during the competitive process. All questions received
and the corresponding answers will be distributed to all proposers. Verbal responses will not be provided. You may
submit a question electronically by clicking on the "Questions" tab.
Please note that any correspondance in the "Questions tab" will be sent to everyone invited to view this proposal.
5 Weighted Evaluation Criteria
It is not the policy of Plano ISD to award bids on the basis of low price alone. To determine the award of this bid,
Plano ISD may consider the following, as provided in the Texas Education Code 44.031(b). 1) Price/discount; 2)
Consideration of location of vendor's principal place of business: 3) Reputation of the vendor; 4) Qualities of the
vendor's goods & services; 5) The extent to which the goods & services meet the District's needs; 6) The vendor's
past relationship with the District; 7) The long-term cost to the district to acquire the vendor's goods or services; 8)
The impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses;
and 9) Any other relevant factor specifically listed in the request for bids or proposals.
The proposal will be evaluated using the following criteria:
All other criteria will be given the weight of zero.
Evaluation Criteria
Purchase Price
Reputation of Vendor
Quality of Vendor's
goods/services
Best Meets the District's Needs
Total:
Maximum Point
Value
40 Points
20 Points
20 Points
20 Points
100 Points
6 Supplemental Proposals
Plano ISD reserves the right at any time during the term of this proposal to obtain supplemental proposals from new
vendors.
7 Years in Business
How many years has your firm been doing business with Plano ISD?
(answer must be numeric)
(Required: Numbers only)
8 References
Please indicate three business references that have contracted with your school district/company to provide like
products and/or services. Include the school district/company name, address, phone number, contact person, and
email address. Preferable references are school districts in the Dallas Fort Worth area who have used your
services within the last three years. Additional references may be required.
DO NOT INCLUDE PLANO ISD OR PLANO ISD EMPLOYEES AS A REFERENCE.
Note: Failure to supply complete reference information may be grounds for proposal disqualification. References will
be considered as an evaluation factor in awarding vendor(s).
Page 5 of 20 pages
Deadline: 12/8/2023 02:00 PM (CT)
2023-035 - S1
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