Richardson Independent School District Purchasing Department 970 Security Row Richardson, Texas 75081

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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 (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 Bids will be received at the above address until 1:30 PM CST. THURSDAY, April 4, Bids will be publicly opened at 2:30 PM CST, April 4, 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, your questions to Karen Cargile via to karen.cargile@risd.org or fax your questions to Responses will be posted as an Addendum to the bid on the RISD Purchasing Website at:

2 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

3 1. SCOPE AND SPECIFICATIONS RICHARDSON INDEPENDENT SCHOOL DISTRICT 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 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 3. EVALUATION OF BIDS Release RFB March 14, 2013 Deadline for Questions 8:00 AM CST, March 29, 2013 RISD Response to Questions 4:00 PM CST, April 1, 2013 Deadline for Submittal of Bid 1:30 PM CST, April 4, 2013 Recommendation to Board June 3, 2013 Bid Start Date July 1, 2013 Bid End Date June 30, 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 (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 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.

4 Point Evaluation Criteria Value 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 0 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 0 I) Other relevant factors specifically listed in this RFB (only 1 set of points will be issued for 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. 5 Total Points 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 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 inquiries to Karen.cargile@risd.org or fax to 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 sp by 4:00 PM, CST April 1, 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.

5 6. SOLE SOURCE 6.1. According to Texas Education Code (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 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, 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 RISD reserves the right to award this agreement to multiple vendors. The bid shall be awarded to the successful vendor(s) by confirmation letter, , and/or postcard notification 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) 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 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.

6 7.7. Awarded vendor(s) must provide current catalogs for all RISD ordering locations at no charge 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 A legal entity must complete a Company Information form for each designated doing business as company responding to this bid A legal entity company response will suffice for all locations unless otherwise designated by the legal entity 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 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 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

7 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 RISD reserves the right to cancel this contract should any of the following occur: the successful vendor(s) proceeds in a manner that does not comply with the contract should services or quality of the goods become unacceptable as determined solely by RISD 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 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 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 Delivery will be to the RISD school and/or office location or to RISD Receiving located at RISD Warehouse, 970 Security Row, Richardson, TX, If Installation is required the overall costs must include inside delivery, assembly if required, placement and trash removal 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 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 to schedule deliveries.

8 14.4. Shipments designated on the purchase order to deliver directly to any RISD schools or office locations must be scheduled before delivery 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.