Musical Equipment
| Agency: | Plano Independent School District |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 5, 2023 |
| Due Date: | Jan 9, 2024 |
| Solicitation No: | 2024-02-007 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
|
Contact Information
|
Attachment Preview
2024-02-007
Musical Equipment
Issue Date: 12/3/2023
Questions Deadline: 1/3/2024 10:00 AM (CT)
Response Deadline: 1/9/2024 10:00 AM (CT)
Contact Information
Contact: Debbi Bowen, Buyer
Address: Purchasing
Plano Independent School District
6600 Alma Drive
Plano 75023
Phone: (469) 752-0283
Fax:
(469) 752-0281
Email: debbi.bowen@pisd.edu
Page 1 of 36 pages
Deadline: 1/9/2024 10:00 AM (CT)
2024-02-007
Event Information
Number:
2024-02-007
Title:
Musical Equipment
Type:
Request for Proposal
Issue Date:
12/3/2023
Question Deadline: 1/3/2024 10:00 AM (CT)
Response Deadline: 1/9/2024 10:00 AM (CT)
Notes:
SCOPE: The Plano Independent School District (Plano ISD) is seeking proposals
for the purchase of musical equipment to fill the needs of the schools and various
departments of PISD on an "As Needed" basis. This bid will not include musical
instruments which is bid separately.
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 renew 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: February 2024 - February 2025
Contract YR2 (Option): February 2025 - February 2026
Contract YR3 (Option): February 2026 - February 2027
Contract YR4 (Option): February 2027 - February 2028
Contract YR5 (Option): February 2028 - February 2029
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 2 of 36 pages
Deadline: 1/9/2024 10:00 AM (CT)
2024-02-007
Bid Attachments
Terms_and_Conditions 2022.pdf
Download
Terms and Conditions
Form 1295 Sample - Texas-Ethics-Commission-Conflict-of-Interest.pdf
Download
This is a sample of the TEC Form 1295 with basic instructions. Do not print a blank form. The form must be filed
online, then printed. After printing, complete Section 6 and sign (either by hand or electronic signature) before
uploading to the Response Attachments tab.
W-9_(Rev._October_2018).pdf
Download
An updated W-9 is requested if Plano ISD does not have a recently signed form from your company on the most
recent revision of the IRS Form W-9 (Rev. October 2018).
CIQ_Revised_1.1.21.pdf
Download
Blank CIQ form with basic description page
Page 3 of 36 pages
Deadline: 1/9/2024 10:00 AM (CT)
2024-02-007
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 grades Pre-Kindergarten - 12th for the purchase of Musical Equipment
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.
Discount/Pricing may be negotiated for a 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.
SPECIAL REQUIREMENTS
1. In the event a model number has changed, please make note of the new number on your bid and provide
specifications and documentation to substantiate the change.
2. All equipment, unless specified otherwise, is to be new. Vendors, upon delivery of the equipment, will be required
to provide documentation, for warranty purposes, certifying PISD as the end user. Vendors will be required to
handle warranty claims on behalf of the District for a period of one year at no charge to the District.
3. All equipment is to be inside delivered, freight prepaid, inside the school and area listed on the purchase order
during school hours. All freight/delivery charges for line items are to be included in bid prices. No additional
freight/delivery will be paid on invoice. This limitation does not apply to catalog purchases.
4. Items in this bid are for purchase from current year funds. Payment will be made within 30 days of the receipt of
the vendors invoice, provided equipment meets specifications and is received in good order, and delivery was made
to the school office manager or designee.
For line items which require set-up and installation, this will include:
1. A representative from the vendor must uncrate and inspect the item for freight damage and place it in proper
working order. The representative will remove from the premises all packing materials, boxes, and other items
relative to the shipping of the item. In the event an item is not in working order, it must be picked up, repaired or
replaced, and returned within 48 hours for final approval and acceptance. This shall be done by the vendor's
representative at the vendor's expense.
2. Proper working order is defined as: All equipment must be play-tested and adjusted by an experienced technician
prior to delivery to and acceptance by the District; electronic equipment must be connected and tested for proper
working order.
3. A Certificate for Insurance will be required for installation, see attribute 24 for the insurance requirement.
Page 4 of 36 pages
Deadline: 1/9/2024 10:00 AM (CT)
2024-02-007
2 Alternate Proposal Items
If bidding an alternate brand, documentation must be provided showing that alternate is of equal or superior quality,
and possesses all the qualities of the item specified. Please attach the documentation on the "Response
Attachment" tab. Documentation that is not provided by the closing date and time may not be considered.
If all documentation is submitted and criteria is met, Proposer may be asked to submit representative sample(s) for
evaluation after RFP closing. Upon request, the address where the samples will need to be delivered will be in the
request notice and must arrive within the timeframe given. Samples of all items must be furnished at no cost to
Plano ISD and must be tagged with proposer's company name, contact person, phone number/extension and the
line item number for which alternate is being submitted. Alternates submitted for review without the proper labeling
will not be considered. It will be the responsibility of all proposers to pick up their samples when Plano ISD has
finished the proposal review. We will dispose of samples that are not picked up two (2) weeks after the awarded
date. The standard items are specified because of their known quality. The District reserves the right not to ask for
samples or test alternatives where the standard item is available at a reasonable price. A standard item will be
assumed to have a reasonable price if the unit cost for the standard item is not greater than 15% of the cost of the
proposed alternative.
3 Catalog Pricing Definition
Under an award of contract, the Vendor must supply materials and other products not otherwise specified. 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 items 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 discount proposed by the proposing Vendor may be 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)
4 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 *
5 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)
Page 5 of 36 pages
Deadline: 1/9/2024 10:00 AM (CT)
2024-02-007
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See Also
Bid Information Type Request for Quote Status Issued Number RFQ #FA-0524 (Fine Arts
Lewisville Independent School District
Bid Due: 5/06/2024
Bid Information Type Request for Proposal - Informal Status Issued Number 22-032 Addendum
Round Rock Independent School District (Round Rock ISD)
Bid Due: 6/30/2025
Bid Information Type Request for Proposal - Informal Status Issued Number 22-032 (Catalog
Round Rock Independent School District (Round Rock ISD)
Bid Due: 6/30/2025