RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
Richardson Independent School District (RISD) is seeking sealed bids for the purchase of PROMOTIONAL
PRODUCTS AND DISTRICT APPAREL (NON-UNIFORM) defined as: items to include, but are not limited to;
customized items used to promote an event, service or District program including advertising specialties,
premiums, incentives, business gifts, awards, prizes, apparel (non-uniform), and commemoratives for
students and staff of various schools, organizations, clubs and departments on an “as needed” basis. This
bid does NOT include fundraisers which are handled separately. All responders to this bid shall be
established vendors whose primary business includes, but is not limited to, the sale of IMPRINTED AND/OR
CUSTOMIZED key chains, Frisbees, decals, note pads, pencils, pens, portfolios, tote bags highlighters,
mugs/glassware, apparel (non-uniform), lanyards, school planners, general novelty items and advertising
specialties. This is a solicitation to establish compliant vendors and costs for RISD procurement. There is no
list of specific items included, simply a request for discount off the entire current catalog or product list
your firm may have to offer as a compliant response to this solicitation. Sealed bids shall be submitted in
an envelope marked on the outside with the bidder’s name, address and bid number RFB # 1265 to:
Richardson Independent School District
Purchasing Department
970 Security Row
Richardson, Texas 75081
Bids will be received at the above address until 1:30 PM CST. THURSDAY, April 4, 2013. Bids will be
publicly opened at 2:30 PM CST, April 4, 2013.
Bids must be submitted in sufficient time to be received and time-stamped at the above location on or
before the published date and time shown on the RFB. RISD will not be responsible for delivering mail from
the post office. Bids received after the published time and date may not be considered. FAXED bids will
not be accepted.
The bid name and number must be identified on the outside envelope being delivered (i.e. Federal
Express, UPS, US Postal Service, and Hand Delivery.)
Respondents must submit sealed bids in the form of the executed Bid Form together with any material
required by any addendum to this RFB by the time and date specified. This is a compliance bid to establish
vendors and cost which will allow for the legal acquisition of PROMOTIONAL PRODUCTS. Bid discounts must
remain firm for three-years from date of award for bid to be considered.
RISD’s contact for this bid is Karen Cargile. Contact between solicited vendors and user departments during
the request for sealed bid process or evaluation process is prohibited. Any attempt by a solicited vendor to
contact the departments will result in disqualification.
RISD must receive requests for clarification on bid specifications in writing no later than 8:00 AM., March
29, 2013. Email your questions to Karen Cargile via email to karen.cargile@risd.org or fax your questions
to 469-593-0616. Responses will be posted as an Addendum to the bid on the RISD Purchasing Website at:
http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp.
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)
RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
BID RESPONSE CHECKLIST
To be considered a responsive bid, all pages requiring signature must be COMPLETED AND SIGNED with all
requested information and returned. Please verify that the documents listed below are included in your bid
response prior to the submittal deadline. Failure to return these documents may cause your bid to be
rejected.
BID RESPONSE FORM I
PRODUCT LIST RESPONSE FORM II
DEVIATION COMPLIANCE SIGNATURE FORM III
SIGNATURE SHEET
CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS FORM
CONFLICT OF INTEREST
INTERLOCAL AGREEMENT CLAUSE
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)
RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
1. SCOPE AND SPECIFICATIONS
1.1. Richardson Independent School District (RISD) is seeking sealed bids for the purchase of
PROMOTIONAL PRODUCTS AND DISTRICT APPAREL (NON-UNIFORM) defined as: items to include,
but are not limited to; customized items used to promote an event, service or District program
including advertising specialties, premiums, incentives, business gifts, awards, prizes, apparel (nonuniform), and commemoratives for students and staff of various schools, organizations, clubs and
departments on an “as needed” basis. This bid does NOT include fundraisers which are handled
separately. All responders to this bid shall be established vendors whose primary business
includes, but is not limited to, the sale of IMPRINTED AND/OR CUSTOMIZED key chains, Frisbees,
decals, note pads, pencils, pens, portfolios, tote bags highlighters, mugs/glassware, apparel (nonuniform), lanyards, school planners, general novelty items and advertising specialties. This is a
solicitation to establish compliant vendors and costs for RISD procurement. There is no list of
specific items included, simply a request for discount off the entire current catalog or product list
your firm may have to offer as a compliant response to this solicitation. .
1.2. All forms must be completed and returned to comply with State of Texas bid laws. Bids must be
submitted using the following forms in the format provided and using the specified pricing
references. Bids not submitted in RISD’s format or not using the following form may be
disqualified.
2. TIME TABLE
Release RFB
Deadline for Questions
RISD Response to Questions
Deadline for Submittal of Bid
Recommendation to Board
Bid Start Date
Bid End Date
March 14, 2013
8:00 AM CST, March 29, 2013
4:00 PM CST, April 1, 2013
1:30 PM CST, April 4, 2013
June 3, 2013
July 1, 2013
June 30, 2016
3. EVALUATION OF BIDS
3.1. This bid will be awarded in the best interest of the District. Final evaluation of this bid will be
based on the Texas Education Code 44.031(b) per item # 14 of the General Conditions. Pricing
evaluation will be based on discount value responding bidders submit on the enclosed General
Information Response Form I.
3.2. The Richardson Independent School District reserves the right to accept or reject any and all bids,
to waive technicalities and informalities, and to be the sole judge of quality and equality. Awards
will be based on what in our opinion is most advantageous to Richardson ISD and what constitutes
as being a “Promotional Product” per the definition noted in this bid document.
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)
RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
3.3.1
3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
3.3.7
3.3.8
3.3.9
3.3.10.1
3.3.10.1.1
3.3.10.1.2
3.3.10.2
Evaluation Criteria
Purchase Price (Zero point value will be given for a discount of 0%)
Reputation of the vendor and vendor’s goods or services
Quality of the vendor’s goods or services
Extent to which the goods or services meet the district’s needs
Vendor’s past relationship with the district (see General Information –
Response Form I)
Impact of district’s compliance with laws and rules relating to Historically
Underutilized Businesses (See General Information – Response Form I)
Total long-term cost to the district
Vendor or Vendor’s ultimate parent company or majority owner has its
principal place of business in this state (see General Information –
Response Form I)
Vendor or Vendor’s ultimate parent company or majority owner employs at
least 500 persons in this state (see General Information – Response Form
I)
Other relevant factors specifically listed in this RFB – (only 1 set of points
will be issued for 3.3.10.1. You must pick 1 or 2 not both.)
Guarantee all orders shipped and delivered within 45 days after receipt of
order.
Additional discount applied to orders shipped 45 day or later after receipt
of order (see General Information – Response Form I)
All required documents within this solicitation are completed and returned
by responder.
Total Points
Point
Value
50
5
10
10
0
0
10
0
0
5
5
5
100
4. COMMUNICATION
4.1. All questions received and the corresponding answers will be posted on the RISD webpage. No
verbal responses will be provided. The deadline for questions about this sealed bid will be 8:00
AM CST, March 29. 2013. The District may not respond to questions that are submitted after this
time and date. Although every effort has been made to provide accurate, up-to-date information,
responders should email inquiries to Karen.cargile@risd.org or fax to 469-593-0563 to the
attention of Karen Cargile for answers to any and all questions regarding this bid. Questions and
responses to questions will be posted in the form of an addendum to this RFB on the RISD
Purchasing website at
http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.a
sp by 4:00 PM, CST April 1, 2013.
5. DEVIATIONS
5.1. Any deviation to the General Stipulations of this bid request must be clearly stated in writing on
the Deviation Compliance Signature Form, and attached as part of the bid. Failure to do so will
render your bid response as no deviations taken.
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)
RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
6. SOLE SOURCE
6.1. According to Texas Education Code 44.031(j) a sole source is precluded from competition because
of the existence of a patent, copyright, secret process, monopoly; a film, manuscript or book; a
utility service or a captive replacement part or component for equipment. The fact that a
particular item is covered by a patent or copyright is only one factor in determining if the purchase
falls under the sole source exemption. To be a bona fide exemption to the purchasing law
requirements, there must be no other like items available for purchase that would serve the same
purpose or function, and only one price for the product because of exclusive distribution or
marketing rights.
6.2. It is RISD’s recommendation that sole source vendors complete this document and respond to
their solicitation accordingly.
7. GENERAL REQUIREMENTS
7.1. Terms of this agreement will be effective beginning July 1, 2013 after formal approval by RISD
Board of Trustees (meeting scheduled for Monday, June 3, 2013) for three (3) years through May
31, 2016.
7.2. In the event this bid expires before another bid is awarded, the successful vendor(s) shall extend
the contract on a month-to-month basis by mutual agreement. Either party may cancel by
providing a written 30-day notice of cancellation.
7.3. RISD reserves the right to award this agreement to multiple vendors. The bid shall be awarded to
the successful vendor(s) by confirmation letter, email, and/or postcard notification.
7.4. Selected vendor(s) must include one (1) copy of product catalogs and will be expected to show
posted price discount amount and net on invoices and sales tickets (note: prices are subject to
audit throughout the term of the final agreement).
7.5. The percentage discount offered must remain the same for the life of the bid and will be based on
the current published catalog and pricing will remain firm until a new catalog is published and
delivered.
7.6.
All quotations, purchase orders, and invoices from successful vendor(s) must include the RISD
purchase order number, manufacturer’s identification number, discount percentage and
discounted price of items and/or services as stated in this agreement.
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)
RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
7.7. Awarded vendor(s) must provide current catalogs for all RISD ordering locations at no charge.
7.8. All purchases against this contract will be authorized through the use of a RISD purchase order.
Orders must not be fulfilled without a Richardson ISD authorized purchase order.
8. OTHER TERMS
8.1. A legal entity company name is the name that appears on the respondents W-9.
8.2. A legal entity must complete a Company Information form for each designated “doing business as”
company responding to this bid.
8.3. A legal entity company response will suffice for all locations unless otherwise designated by the
legal entity.
8.4. It is strongly recommended that vendors who claim to be “Sole Sources” for their particular goods
and or services respond to this RFB enabling RISD to take advantage of all products and/or services
provided by the respondent.
9. GUARANTEE
9.1. The responder shall unconditionally guarantee the materials and workmanship for all merchandise
furnished under this Bid agreement for a period of one (1) year or longer from date of acceptance
of the items delivered and installed unless a different time period is required under the Bid
specifications. If within the guarantee period, any defects or signs of deterioration are noted,
which, in the opinion of he District is due to faulty design and installation, workmanship or
materials, upon notification, the contractor, at its expense, shall repair or adjust the equipment or
parts to correct the condition, or replace the part or entire unit to the complete satisfaction of the
District. These repairs, replacement or adjustments shall be made only at such times as will be
designated by the District to cause the least disruption.
10. PURCHASE ORDERS
10.1. All purchases against this contract will be authorized through the use of a Richardson ISD
purchase order. Orders must not be fulfilled (shipped and/or delivered) without a Richardson
ISD authorized purchase order.
10.2. All quotations, purchase orders, and invoices from successful vendor(s) must include the RISD
purchase order number, manufacturer’s identification number, discount percentage and
discounted price of items and/or services as stated in this agreement.
11. PRODUCT REQUIREMENTS
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)
RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
11.1. All items shall be new, in first class conditions. If requested, samples of all items must be
furnished in appropriate colors and at no cost to RISD. It will be the responsibility of all
respondents to pick up their samples when RISD has finished review.
12. CANCELLATION
12.1. RISD reserves the right to cancel this contract should any of the following occur:
12.1.1. the successful vendor(s) proceeds in a manner that does not comply with the contract
12.1.2. should services or quality of the goods become unacceptable as determined solely by
RISD
12.1.3. the successful vendor(s) does not carry out the provisions of this contract in its true
intent and meaning as indicated in the scope of work.
12.2. Prior to contract cancellation, the successful vendor(s) will be served with written notice to
provide satisfactory compliance with the contract without penalty. If the successful vendor
neglects or refuses to follow such notice within thirty (30) days RISD may cancel the contract.
13. FREIGHT TERMS
13.1. All deliveries shall be to the site(s) specified on the purchase order, be freight prepaid, F.O.B.
Destination freight prepaid and allowed (Vendor prepays the freight charges and includes all
shipping, handling, freight, and/or delivery charges in contract pricing). With the exception of
shipments to the central warehouse (970 Security Row); RISD has no facilities to accommodate
off-loading deliveries. Unless specifically stated otherwise, all shipments MUST include “inside
delivery”. “Tail gate” deliveries and/or deliveries requiring RISD unloading, except to 970
Security Row or if specifically stated on the purchase order(s), will be refused.
14. DELIVERY
14.1. Delivery will be to the RISD school and/or office location or to RISD Receiving located at RISD
Warehouse, 970 Security Row, Richardson, TX, 75081. If Installation is required the overall costs
must include inside delivery, assembly if required, placement and trash removal.
14.2. All packing slips from successful vendor(s) must include the RISD purchase order number,
manufacturer’s identification number, discount percentage, and discounted price of items
and/or services as stated in this agreement.
14.3. The RISD Warehouse delivery hours are 8:00 A.M. to 3:00 P.M. CST., Monday-Friday. NO
DELIVERIES WILL BE ACCEPTED AFTER 3:00 P.M. UNLESS SPECIFICALLY ARRANGED IN
ADVANCE. Contact Melody Reed at 469-593-0597 to schedule deliveries.
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)
RICHARDSON INDEPENDENT SCHOOL DISTRICT
400 S. Greenville Avenue
Richardson, TX 75081
Promotional Products and District Apparel (Non-Uniform) – RFB # 1265
14.4. Shipments designated on the purchase order to deliver directly to any RISD schools or office
locations must be scheduled before delivery.
14.5. Damaged shipments delivered to RISD will be the responsibility of the supplying vendor to
resolve with the freight carrier and replace any damaged materials at no cost to RISD. Should
non-conformed item(s), (e.g., defective, non-authorized and/or unauthorized purchases) ship
and deliver to the RISD, the supplying vendor will be responsible for the return and
arrangements of the items and the corrective action to replace said items.
Bid # 1265 – Promotional Products and Apparel (Non-Uniform)