2023-033-S1 Addendum 1
Event Services & Related Products
Issue Date: 10/30/2023
Response Deadline: 12/30/2023 10:00 AM (CT)
Contact Information
Contact: Tina Tomson
Address: Plano Independent School District
6600 Alma Drive
Plano, TX 75023
Phone: (469) 752-0285
Fax:
(469) 752-0281
Email: tina.tomson@pisd.edu
Page 1 of 25 pages
Deadline: 12/30/2023 10:00 AM (CT)
2023-033-S1 Addendum 1
Event Information
Number:
2023-033-S1 Addendum 1
Title:
Event Services & Related Products
Type:
Request for Proposal
Issue Date:
10/30/2023
Response Deadline: 12/30/2023 10:00 AM (CT)
Notes:
THIS REQUEST FOR PROPOSALS IS TO ADD SUPPLEMENTAL VENDORS
FOR THE NAMED SUPPLIES. PLANO ISD WILL UTILIZE ANY CONTRACTS
AWARDED IN RESPONSE TO THIS REQUEST FOR PROPOSALS, AS THE
FIRST CHOICE BEFORE CONTRACTS OF OTHER ENTITIES (i.e. interlocal
and cooperative contracts). SUPPLIERS ARE ENCOURAGED TO SUBMIT A
PROPOSAL TO BE PLACED ON PLANO ISD'S APPROVED VENDOR LIST.
VENDORS THAT WERE AWARDED ON THE PREVIOUS PROPOSAL FOR
RFP 2023-033 ARE NOT REQUIRED TO RESPOND TO THIS
SUPPLEMENTAL PROPOSAL. This supplemental RFP is to add additional
vendors to the already awarded list.
PLEASE NOTE! IN ORDER TO BECOME (OR REMAIN) AN APPROVED
VENDOR WITH PLANO ISD FOR ANY OF THE LISTED CATEGORIES, YOU
MUST RESPOND TO THIS INVITATION WITH A PROPOSAL. IT IS NOT
NECESSARY TO OFFER ALL CATEGORIES OF ITEMS LISTED. ENTER
YOUR DISCOUNT AMOUNT FOR THOSE THAT YOU OFFER, AND SELECT
"NO BID" ONLY FOR THE LINES YOU DO NOT OFFER.
SCOPE: The Plano Independent School District (Plano ISD) is seeking proposals
for PURCHASE OR RENTAL, of SUPPLIES AND SERVICES related to
GRADUATION, ATHLETIC, CELEBRATORY & OTHER EVENTS, to include the
following:
Page 2 of 25 pages
Decorations (Arches, Balloons, Floral, Carpet, Centerpieces, Signage,
Etc)
Disc Jockeys/DJs or related services
Event Security Staffing (Event Staff Supervisor, Ticket Taker/Gate
Person, Usher,
Parking Attendant, Unarmed Security Guard, Etc)
Event Planning
Party Equipment Rentals
Photo Booths & Services
Sound & Lighting Equipment & Services
Deadline: 12/30/2023 10:00 AM (CT)
2023-033-S1 Addendum 1
Tables, Chairs & Furniture Rental (may include Delivery, Setup &
Pickup)
Table Settings (Plates, Table- & Service- Ware, Linens, Etc)
Tents or Other Temporary Covering
Related Purchases & Rentals Not Otherwise Specified
to fill the needs of the schools and various departments of PISD on an "As Needed"
basis.
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.
ESTIMATED ANNUAL EXPENDITURE: The estimated expenditure for this district-
wide contract is approximately $250,000 annually. However, this estimate should not
be construed to be a guarantee of either minimum or maximum since usage is
dependent upon actual needs and available funding. This estimate may be
exceeded by 25% annually.
TERM:The initial term of this RFP will be for one (1) year from date of award. This
contract, upon the agreement of both the successful vendor(s) and the Plano ISD, will
automatically extend for four (4) additional one (1) year periods. This decision will
be made in the best interests of Plano ISD. 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.
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
Billing Information
Contact: Loren Allen
Address: Accounts Payable
2700 West 15th St.
Att'n: Accounts Payable Dept.
Plano, TX 75075
Phone: 469 (752) 8129
Email: invoice@pisd.edu
Page 3 of 25 pages
Deadline: 12/30/2023 10:00 AM (CT)
2023-033-S1 Addendum 1
Bid Attachments
Terms_and_Conditions 2022.pdf
Terms and Conditions
CIQ.pdf
CIQ
Sample_1295_Form_(2).pdf
1295
W-9_(Rev._October_2018) (1).pdf
W-9
Download
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.
Plano ISD is seeking a catalog discount for the purchase of PURCHASE OR RENTAL, of SUPPLIES AND SERVICES related to
GRADUATION, ATHLETIC, CELEBRATORY & OTHER EVENTS to fill the needs of the schools and various departments of PISD on
an "As Needed" basis.
Plano ISD urges all vendors that offer any of these products to respond to this proposal even if you are a SOLE
SOURCE provider of the product.
This proposal will be awarded to multiple vendors, creating an approved vendor list for these categories.
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 may 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 Catalog Pricing Definition
Under an award of contract, the Vendor must supply materials and other products necessary to complete the
services required. For the duration of the Contract, Vendor shall honor pricing based on then-current catalogs, as
defined in the solicitation, to the District for goods offered.
"Catalog" means the available list of tangible personal property or services, in the most current listing, regardless
of date, during the life of the contract, that takes the form of a catalog, price list, schedule, shelf price or other form
that:
A. is regularly maintained by the manufacturer or Vendor of an item; and
B. is either published or otherwise available for inspection by a customer during the purchase process;
C. to which the minimum discount proposed by the proposing Vendor maybe applied.
Please acknowledge pricing will be based on current catalogs that will be available for inspection by Plano ISD as
needed during the purchase process.
Acknowledged
(Required: Check if applicable)
Page 4 of 25 pages
Deadline: 12/30/2023 10:00 AM (CT)
2023-033-S1 Addendum 1
3 Bid/Proposal Attributes
There are multiple Bid/Proposal Attributes on this bid/proposal. Several attributes are for information only and do
not require a response.
Several attributes will require a response and failure to respond to the required attributes will result in a "submission
error".
Attributes requiring a response will have with a Red Asterisk *
4 Electronic Submission
Although we are legally required to accept paper bids/proposals, we strongly request that bidders /proposers
submit this bid/proposal electronically. Please feel free to call us if you require any assistance with this submittal.
Electronic submission will eliminate errors, eliminate unnecessary work, and is more friendly to the environment.
When filing this bid/proposal electronically, please do not send a paper copy as the electronic version will prevail. If
you must submit a paper bid/proposal, please be sure it is in a sealed envelope with RFP number and name clearly
written on the outside. It must arrive at our office by the Close Date and time or it will not be accepted.
Please confirm you have read and understand. ~~~ This is your electronic signature.
Yes, I Understand No
(Required: Check only one)
5 Authorized Signature
The undersigned, in submitting this Bid/Proposal and endorsement of same, represents the individual is authorized
to obligate the Firm and will abide by all the policies and procedures of Plano ISD; 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)
6 Communication 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.
7 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 shall 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
Maximum Point Value
Purchase Price
Reputation of Vendor
Quality of Vendor's goods/services
Best Meets the District's Needs
40 Points
20 Points
20 Points
20 Points
Total:
100 Points
Page 5 of 25 pages
Deadline: 12/30/2023 10:00 AM (CT)
2023-033-S1 Addendum 1
