Lamar Consolidated Independent School

Lamar Consolidated Independent School District (LCISD)

Solicitation Cover Sheet

Solicitation # 13-2016LN Due Date: February 24, 2016

DUE NO LATER THAN 2:00 PM (CST) LATE BIDS WILL NOT BE ACCEPTED

Request for Proposal (RFP): Awards, Custom Apparel, Promotional and Related Items (Catalog)

Company Name

Company Address

City

State

Zip

Taxpayer I.D. #

Telephone

Fax

E-mail

Billing Address if different from above

Authorized Representative Name

Authorized Representative Signature

Your signature attests to your offer to provide the goods and/or services in this solicitation according to the published provisions of this solicitation. Contract is not valid until LCISD Board has approved the award.

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Awards, Custom Apparel, Promotional and Related Items (Catalog) # RFP 13-2016LN

Purpose of Solicitation

The intention of this solicitation is to solicit proposals for Awards, Custom Apparel, Promotional and Related Items across the District. Each LCISD location seeking items as specified within, shall access an internal directory of vendors with catalog discount to choose from to meet their needs. This shall be a multi-award.

Requests shall be at the discretion of the District and on an as needed basis.

Length of Solicitation

The contract period shall be for one year with 4 renewal year options, upon Lamar CISD Board approval and provided that LCISD and the approved vendor are in mutual agreement. Contract period shall fully commence upon Board of Trustee approval.

Terms and Conditions Response Requirements

This solicitation shall be governed by the following documents which are incorporated herein. A copy may be obtained at or by contacting the Lamar CISD Purchasing Dept. staff listed on the cover sheet. Any exception to the terms and conditions must be included in the Proposer's response.

Texas Education Code 44.031 Purchasing and Acquisition, LCISD Policy CH (Legal) Purchasing and Acquisition, LCISD Policy CH (Local)

LCISD reserves the right to award this contract as best meets the district needs to include by line items, group, single, dual or multiple award.

LCISD will accept sealed proposals either by mail or hand delivery until February 24, 2016 at 2:00 PM CST. Please make certain that the Solicitation number is written clearly on the front of your envelope. Proposals received after the opening date and time will not be accepted and will be returned unopened.

Submission Package must include:

One (1) Original

One (1) Stamp/Mark "Copy"

Please use the address below:

Lamar CISD Purchasing Dept.

4907 Avenue I

Rosenberg, TX 77471

For additional information contact Lamanda Nipps 832-223-0166 or by email at lnipps@

A response is required to all questions listed on the Price Delivery Information Sheet and the Questionnaire. Leaving a line blank shall be considered a "no bid" and may result in disqualification of your submission.

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GENERAL SPECIFICATIONS

The intent of this bid is to establish a discount from catalog or published price list for each of the category of items listed. Vendors must check the appropriate category listing(s).

Important: Vendor's response without category checked will be considered non-responsive.

PRICING Proposers shall indicate a primary discount (even if the discount is 0% or shelf price) but may offer multiple discounts by category and/or total purchase. Any proposals indicating "Call for quotes" instead of a primary discount percentage will be considered non-responsive.

To provide LCISD the benefit of budgeting and planning, discount shall remain firm. However, increases may be considered upon notice to LCISD, at each renewal. If frequent occurrences of price increases or unstable discounts are communicated regularly, LCISD Purchasing shall have the option to withdraw vendor name.

CATALOG Vendors whose catalogs are online will provide basic instructions on making online purchases. Information should include, but not be limited to the following:

1. Online Catalog (URL address) 2. Minimum System Requirements

If online access is not available simply state: "not available" in the Questionnaire Form and submit a printed catalog.

APPLICATION LIMITS Vendors with items in the following areas do NOT need to respond to this RFP: Graduation Supplies/Services Letter Jackets and Letter Jacket Accessories Non-Custom Apparel (Sports) (Shorts, Shoes) Sports Equipment, Sport Jerseys Athletic, Drill, Band, Dance, Cheer, Mascot Attire Student and Employee Uniforms Paper Printing Services Fundraising Items (Purchased for Re-Sale) *See Fundraising section below

RELATED ITEMS: Related items are other relevant items not listed, but available under this proposal. Your company is highly encouraged to submit a percentage discount off related items, even if it is zero percent (0%), to better evaluate your company.

FUNDRAISING: For vendors interested in fundraising opportunities, more information can be located at:

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EVALUATION After the opening date, an evaluation committee shall meet to discuss and score the respondents documents based upon evaluation criteria given herein. Evaluation shall be supervised and collected by a member of the LCISD Purchasing Department. LCISD evaluation committee members will consist of the following job titles: Principal Secretary and Administrative Assistant. All evaluation members shall complete a conflict on interest questionnaire prior to participation. In addition, participants will sign acknowledgement to evaluation instructions. PAYMENT LCISD utilizes an official Purchase Order document for payment agreement. If your company doesn't accept purchase orders, identify within your information and within following questionnaire. Vendor shall attach a copy of their W-9 form with their response to LCISD. All sales will be exempt from state taxes. Lamar CISD is exempt from all Texas state sales tax. A Texas Sales Tax Exemption form for Lamar CISD is attached in this packet. DELIVERY PERSONNEL Awarded is required to comply with Contractor Certification. LCISD prefers uniformed delivery personnel with badges. All delivery personnel to a LCISD location will be required to present a valid Texas driver's license before entering a LCISD building beyond front office.

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EVALUATION CRITERIA FOR PROPOSAL

This proposal shall be evaluated using the evaluation criteria listed below.

Evaluation Criteria

Point System

Purchase price ? Proposal should offer a fair and reasonable price for

25

1 services to be procured by Lamar CISD. Pricing will be calculated using the

catalog discount percentage on the Price Delivery Sheet in this document.

Reputation of the vendor and of the vendor's goods or services ?

15

2

Proposer should have a solid reputation with other ISDs, Government or collegiate entities that shows a high level of customer service and a high

level of quality of goods or services. References will be contact via e-mail.

Quality of the vendor's goods or services ? Services will be expected to

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meet and operate with minimal disruption in accordance with the outlined

specifications.

3

? Provide a Statement of Qualifications which summarizes your

capability, skill set and the capacity to perform to LCISD needs.

Indicate the firm's proven ability to deliver with accuracy and in a

timely manner.

Extent to which the goods or services meet the district's needs ?

25

Lamar CISD will require that the selected vendor:

? Carry a product line that has a relevant basis to student awards,

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employee awards, recognition items, custom apparel, recruitment /

promotional and/or team spirit items.

? Provide a current Web Catalog Address and/or Printed Catalog

Vendor's past relationship with the district

5

5- Good business with LCISD, staff recommends use again

5

3- Good business with no documented issue OR never performed business with LCISD but has experience with other school

districts or government entities.

1- Past performance was documented as being poor.

6

Long-term cost to the district to acquire the vendor's goods or services ? Accepts Purchase Orders

10

Ability to service our accounts with proper staff and insurance

10

7 requirements ?

? Provide a dedicated sale representative to our LCISD account.

8 TOTAL

100 POINTS

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PRICE DELIVERY INFORMATION

Company Name: ____________________________________________________

Sales Representative Name and Contact Info: ____________________________ ____________________________________________________________________

Ordering Phone/Fax/E-Mail: _________________________________________

Accepts Purchase Orders: YES or NO

Having carefully examined the Conditions of this bid, the undersigned hereby proposes and agrees to furnish at the following discount(s) for the duration of this contract in strict compliance with those conditions listed herein.

I. Primary Discount off Vendor's shelf/catalog price:

_________ %

Primary Discount Matrix 50% or more = 25 points 40 - 49% = 20 points

25 - 39% = 15 points 5 - 11% = 10 points 12 - 24% = 12 points 0 ? 4% = 5 points

Identify Shipping Charges, Set-Up Fees &/or Instructions:

Title of Catalog or Web Address

Date of % Disc Special Conditions/Shipping Catalog Offered Instructions/Shipping Charge

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EXCLUSIONS If there are categories of items that are not eligible for discount please indicate categories in the space provided below:

Comments or deviations from specifications and conditions:

CATEGORY SELECTION At least one category must be selected. Brief descriptions of the available categories are to be used as a point of reference only. Please choose the best category(s) that best fits the products sold. (Fundraising is under a separate effort, not within this proposal; see page 3)

Student Awards, Recognition Items ? Ribbons, Medals, Stickers, Trophies, Plaques, Certificates, Medals with Lanyards Awareness Items ? Bracelets (Silicone), Certificates, Ribbons Awards ? Desk type clocks, Custom Pens, Special Recognition Awards, Service Awards Custom Apparel ? Screen Print, Embroidered Recruitment and Promotional Items ? Banners, Custom bags, Custom Pens Team Spirit Items ? Rally towels, Logo hats, Banners, Lanyards

* If you do not find a category above that adequately describe the goods that you company provides, please list product description in area below:

II. Payment information: Please provide your payment remit address:

III. Please provide an e-mail address where purchase orders can be sent. E-mail: RETURN THIS DOCUMENT IN BID/PROPOSAL PACKAGE 7

QUESTIONNAIRE 1. Company's home office location is: _______________________________________

2. Do you currently do business with Lamar CISD? Yes No 3. a. Is your principal place of business located in the State of Texas? Yes No

b. Does your business employ more than 500 people in the State of Texas? Yes No 4. Do you have any pending litigation? Yes No If yes, please attach a separate page explaining.

5. Is your company able to service deliveries to LCISD locations and Fort Bend surrounding area? Yes No If no, explain exceptions _____________________________________________

6. Does your business have ecommerce capabilities? Yes No 7. Do you have experience working with other school districts in Texas? Yes No 8. Identify your lead time needed on custom orders: ________________ 9. Does your company accept purchase orders? Yes No 10. Did you supply a current W-9 with your response? Yes 11. Does your company have an online catalog? Yes No 12. How did you hear about this bid opportunity? LCISD Website Other _____________________

Newspaper

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