2023-025-S1
HVAC, Electrical, Plumbing & Related Parts, Supplies, &
Equipment
Issue Date: 6/11/2023
Questions Deadline: 12/1/2023 04:00 PM (CT)
Response Deadline: 12/8/2023 10:00 AM (CT)
Contact Information
Contact: Tina Tomson
Address: Purchasing
6600 Alma Drive
Plano, TX 75023
Phone: (469) 752-0285
Email: tina.tomson@pisd.edu
Page 1 of 36 pages
Deadline: 12/8/2023 10:00 AM (CT)
2023-025-S1
Event Information
Number:
2023-025-S1
Title:
HVAC, Electrical, Plumbing & Related Parts, Supplies, & Equipment
Type:
Request for Proposal
Issue Date:
6/11/2023
Question Deadline: 12/1/2023 04:00 PM (CT)
Response Deadline: 12/8/2023 10:00 AM (CT)
Notes:
VENDORS THAT WERE AWARDED ON THE PREVIOUS PROPOSAL FOR
RFP 2023-025 ARE NOT REQUIRED TO RESPOND TO THIS
SUPPLEMENTAL PROPOSAL. This supplemental RFP is to add additional
vendors to the already awarded list.
PURPOSE: The purpose of this proposal is to establish multiple competitive
contracts for the purchase of service and materials with qualified persons or
companies interested in contracting with Plano ISD to provide HVAC, Electrical,
Plumbing and Related Parts, Supplies, and Equipment. The intent is to find the
BEST QUALIFIED SUPPLIERS IN EACH CATEGORY, not one supplier to perform
all.
NOTE: This RFP replaces or will replace the following awards:
2019-035 HVAC Parts & Supplies (expires June 2023 - no renewals available)
2019-029 Lamps & Ballasts (expires June 2023 - no renewals available)
2020-004 HVAC Equipment (will not be renewed at renewal time February 2024)
2022-015 Electrical Materials (will not be renewed at renewal time May 2024)
2022-041 Plumbing Materials (will not be renewed at renewal time June 2023)
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.
Page 2 of 36 pages
Deadline: 12/8/2023 10:00 AM (CT)
2023-025-S1
ANNUAL EXPENDITURE: The estimated expenditure for this contract is
approximately $1,500,000 per year. 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. Plano ISD has the
option to extend this proposal 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 at any time during the term of this RFP should awarded vendors not be able
to comply with the RFP or be able to meet additional needs of the District and will be
the sole discretion of the District.
Tentative - Pending Board Approval Date
Initial Contract Period: June 2023 - June 2024;
Contract YR2 (Option): June 2024 - June 2025;
Contract YR3 (Option): June 2025 - June 2026;
Contract YR4 (Option): June 2026 - June 2027;
Contract YR5 (Option): June 2027 - June 2028
Bid Attachments
Conflict of Interest Questionnaire.pdf
Conflict of Interest Questionnaire
21-22Map_FINAL.pdf
District Map
W9 2018 with Instructions.pdf
W-9 Blank Form
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
Download
Download
Download
Page 3 of 36 pages
Deadline: 12/8/2023 10:00 AM (CT)
2023-025-S1
Terms and Conditions.pdf
Terms and Conditions
Form 1295 - Texas_Ethics_Commission.pdf
Form Required before work commences.
View Online
View Online
Bid Attributes
1 Electronic Proposal Submittal
Although we are legally required to accept paper bids, we strongly request that bidders submit this bid
electronically. Electronic bidding, as defined under the State of Texas Uniform Electronic Transactions Act, is an
acceptable method of receiving bids based on The State of Texas Education Code Sec. 44.0313 and Plano ISD
policy CH Legal. Please feel free to call us if you require any assistance with this submittal. Electronic bidding
eliminates errors, eliminates unnecessary work, and is friendlier to the environment. When filing this bid
electronically, please do not send us a paper copy, as the electronic version will prevail. Where a manual
submission is necessary, delivery must be made to the Purchasing Office in a sealed envelope by the date and time
stated.
Furthermore, no faxed or e-mailed bids will be received. Your cooperation is appreciated.
Please confirm that you have read and understand this instruction.
I confirm No, I do not confirm
(Required: Check only one)
2 Scope of Work
This solicitation is intended to competitively solicit responses that result in the contract(s) necessary to meet the
immediate needs of Plano Independent School District - Plano ISD.
The purpose is to obtain proposals from companies interested in contracting and providing HVAC, Electrical and
Plumbing products for the District. The District is seeking to create a pool of qualified vendors to provide products in
the following areas listed below. The resulting contract is NOT intended to include major purchases that would
require an engineer or architect, or plans to be used.
Heating, Ventilation, and Air Conditioning (HVAC)
Electrical & Lighting
Plumbing
3 Work Experience
List projects indicating previous work experience and years of experience.
(Required: Maximum 1500 characters allowed)
4 Professional Certifications
Under the Response Attachments tab, upload and submit with your proposal all relevant certifications that are
legally required to perform the proposed services, and are held by your proposed employees.
Page 4 of 36 pages
Deadline: 12/8/2023 10:00 AM (CT)
2023-025-S1
5 Scope of Work Exclusions
The following types of Scope of Work will be excluded from this proposal:
If there is a need to prepare professional quality Architectural Plans, Civil Engineer’s, Environmental Engineer’s or
Structural Engineer’s plans or drawings which require an Architect’s or specific Engineer’s seal or,
If there is construction of new buildings or new additions to district property or,
If in order to get the best value, the District: 1) reserves the right to use other procurement methods or 2) use
existing RFP proposals for specific trades such as HVAC services, plumbing services, electrical services, etc.
6 Catalog Pricing Definition & Requirement
Under an award of contract, the Vendor must supply parts 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 and below, to the District for goods offered.
Responding to this solicitation indicates your acceptance of this requirement.
"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.
Catalog Publication
State the means by which your catalog, price list, schedule, shelf price or other form of pricing is either published or
otherwise available for inspection by customer during the purchase process. Indicate whether your price or
manufacturer price will be used to determine Plano's discounted price.
(Required: Maximum 1000 characters allowed)
7 Company and Service Description
Please provide information about your company and the services offered.
(Required: Maximum 4000 characters allowed)
8 Years in business
How many years has your firm been in business?
(Required: Numbers only)
Page 5 of 36 pages
Deadline: 12/8/2023 10:00 AM (CT)
2023-025-S1
