24-25 District Operations Supplies & Services Phase 2

Frisco Independent School District (Frisco ISD or FISD) is soliciting bids from qualified vendors with at least 5 years experience in their field, for the as needed discounted, on demand, or emergency based purchases of non-construction supplies and services related to district operations to meet the growing needs of the District. With the addition of new structures and a larger student population, FISD needs to expand the list of available vendors to support the needs of our students, staff and facilities.   **If your company was qualified on any phase of RFP 817-2022-05-28 (District Operations Supplies & Services-Extended Open),  or RFP 834-2023-05-29 (23-24 Extended Open District Operations Supplies & Services) do not respond to this solicitation. If a response was submitted to any previous phase of this RFP, do not submit another response. 
  This is an extended open RFP in accordance with TAC 109.41. (See Financial Accountability System Resource Guide (FASRG) 5.16.1-5.16.7.) Qualifications will be made to multiple vendors in 4 phases during the solicitation period. Frisco ISD intends to present recommendations for qualified vendors at the following scheduled board meetings: September 2024, November 2024, February 2025, and May 2025. Vendors are encouraged to submit responses as soon as possible. Frisco ISD will present qualified vendors for this phase at the September Board of Trustees meeting.  Applicants will be notified of Frisco ISD Board of Trustees decision via email. 
***Vendors may submit and be evaluated for RFP 856-2024-05-30 only one time during the entire solicitation period.   BACKGROUND  Frisco Independent School District (FISD) is located approximately thirty miles north of Dallas, Texas and encompasses seventy-five square miles in Collin and Denton counties including most of the city of Frisco and portions of neighboring Plano, McKinney and Little Elm. Frisco ISD has 12 high schools, 18 middle schools, one intermediate school, 43 elementary schools and three special programs centers serving more than 67,000 students We continue to grow with new students enrolling every day. FISD employs over 8,850 staff in North Texas that support the District’s mission: to know every student by name and need.   SCOPE & SPECIFICATIONS Facilities operations, maintenance and the transportation departments, encompass a broad spectrum of services, competencies, processes, and tools. These departments are required to assure the built environment will perform the functions for which a facility or vehicle was designed and constructed. Operations and maintenance typically include the day-to-day activities necessary for the building/built structure, its systems and equipment, and occupants/users to perform their intended function. For the purposes of this solicitation, Frisco ISD is soliciting vendors whose primary commodity would lie in the following categories: (The following list of commodity areas may not be all inclusive.)  ** FISD Purchasing Department at its sole discretion is authorized to determine if a vendor is responsive and/or within the scope of this solicitation.   1. General Building Maintenance Services & Supplies (Examples include: restoration companies, pressure washing vendors, brick and stone graffiti and mold removal, fencing vendors, telescopic bleacher repair & parts, parking lot striping, technology items that directly facilitate the repair, upkeep or functionality of vehicles or facilities.)
2. Transportation & Fleet Services/Vehicle Maintenance/Vehicle and Bus Supplies & Parts (such as car dealerships, car wash companies, towing services, vehicle salvage yards or stores, vehicle parts and supplies.)
3. Concrete & Sidewalk Repairs 4. Waste Disposal, Reduction and Recycling 5. Risk Management Services & Supplies 6. Moving Companies & Warehousing Services 7. Painting, Mural & Carpeting Services 8. Other Operations-- deemed necessary to meet the needs of the District
    This RFP DOES NOT include:
Lawn mowing, fertilization or weed prevention Chiller repair services Roofing repair or maintenance services Portable classroom leasing or relocation services Custodial supplies Drug testing or physical evaluation services Chartered transportation  Travel agency services Travel management services Fire, sprinkler or burglar alarm services Temporary labor services Child nutrition supplies or services
  Each responding vendor should be qualified in their field of business and hold all required certifications or licenses required by the State of Texas to perform their specific job duties.  ** FISD Purchasing Department at its sole discretion is authorized to determine if a vendor is responsive and/or within the scope of this solicitation.   Multiple vendors will be qualified to this solicitation, so please bid accordingly. For evaluation purposes, bidders are requested to provide a discount price schedule for goods and/or services their company can offer and appropriate literature describing the product or service represented. Price schedule must be attached to your company response.     ** PLEASE NOTE: Bidders that do not provide pricing will be deemed non responsive and will not be evaluated for qualification to this solicitation.       BUDGET AND TERM Frisco ISD does not guarantee the volume (quantity or dollar value) to be purchased annually. The actual dollar amount to be purchased from this RFP depends on the actual needs of the District. (TAC 109.41) Once approved by the Frisco ISD Board of Trustees, this qualification will be in effect for the identified term, with the possibility of four (4) one (1) year automatic renewals. Renewals will be automatically issued providing vendor and Frisco ISD remain in good standing, and agree on any changes in pricing or procedure.       EVALUATION PROCEDURE & CRITERIA A minimum of three (3) staff members qualified in the vendor's commodity area, will review responses & qualifications and make recommendations to Frisco ISD Board of Trustees for final approval. The committee may request a meeting with any qualified offeror prior to final selection. Qualifications and responses will be reviewed according to criteria established by TEC 44.031(b).
In evaluating proposal responses, the following considerations will be taken into account for qualification recommendations: (1) The purchase price; market price, hourly rate, emergency rates; (30 points)  (2) The reputation of the vendor and of the vendor’s goods or services; services and references of like sized school district; (10 points)  (3) The quality of the vendor’s goods or services; (15 points) (4) The extent to which the goods or services meet the district’s needs; (15 points) (5) The vendors’ past relationship with the district; (10 points) (6) The impact on the ability of the districts to comply with laws and rules relating to historically underutilized businesses; (0 points)   (7) The total long-term cost to the district to acquire the vendor’s goods or services; (15 points) (8) For a contract for goods and services, materials, whether the vendor or the vendor’s ultimate parent company or majority owner; (A) Has its principal place of business in the State of Texas; or (B) Employs at least 500 persons in the State of Texas; (0 points) (9) Any other relevant factor specifically listed in the request for bids or proposals; (5 points)    PROPOSAL PROCESS 1. GENERAL INFORMATION: The following instructions by the District are intended to afford proposers with an equal opportunity to participate in the proposal process and to provide a predetermined set of criteria representing the District’s business and service requirements. This proposal is governed by the Texas Education Code (TEC), other applicable Texas state statutes, federal statutes and all local FISD Board of Education (Board) policies. 
2. QUESTIONS CONCERNING THE RFP: All questions regarding this open solicitation must be submitted through IonWave during the question period. Answers will be published to all bidders, all at once through this system on or before August 20, 2024. Questions or requests for information submitted by email or telephone will not be acknowledged. 
3. PROPOSAL SUBMISSION: Frisco ISD requests that bidders submit their response electronically. Please contact Sue Schiumo, by email at contact@example.gov if you require assistance with the electronic submittal portion of this process. Your cooperation is appreciated.
Interested vendors must first register in Frisco ISD’s e-bidding system, Ion Wave. Register, obtain, and submit proposals at https://fisd.ionwave.net. Proposals will be received electronically through IonWave.
4. INTERVIEWS: At the District’s discretion, FISD may invite one or more Proposers to interview based on a pre-defined agenda and timeline. Said Proposer(s) will be notified by e-mail if the District determines that such demonstrations and interviews are needed. Proposer(s) shall demonstrate their competence, qualifications and/or ability to satisfy the District’s RFP requirements.  All expenses associated with the interview will be at the Proposers expense. 
5. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn in Ion Wave at any time before the exact hour and date specified as the deadline for receipt of proposals. The Proposer must send a written request to withdraw a Proposal after the response deadline to the Director of Purchasing. 
6. LATE PROPOSALS: Responses submitted after the due date and time noted in this RFP shall not be considered. 
7. RESPONSIVE PROPOSAL: To be deemed responsive and qualify for evaluation, a Proposal must be timely submitted and must materially satisfy all mandatory requirements identified in this RFP. 
8. RETENTION OF PROPOSAL DOCUMENTATION: All Proposal materials and supporting documentation submitted in response to this RFP becomes the permanent property of FISD and will not be returned to Proposer.
9. FINANCIAL RESPONSIBILITY: Proposer shall pay all costs related to the preparation and submission of its Proposal.  
10. RESERVATION OF RIGHTS: FISD reserves the right to:
A. Cancel this RFP in whole or in part.  B. Accept, reject, or negotiate modifications in any terms of Proposal or any parts thereof. C. Reject and/or disqualify any or all Proposals received, award contracts for individual products or services as may appear advantageous and negotiate separately in any manner necessary to serve FISD’s best interests. D. Not award this proposal. E. Waive any formalities, technicalities, or other defects if deemed in the best interest of FISD; request clarification and/or correction for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. F. Be the sole judge of quality, make all decisions regarding this RFP, including, without limitation, the right to decide whether a Proposal substantially complies with the requirements of this RFP.
11. LIMITED CONTACT POLICY: Once this RFP is published, Frisco ISD staff and FISD representatives will maintain limited contact with potential Vendors. Limited contact is a prohibition on any communication regarding this RFP or other competitive solicitations between any person who seeks an award under this RFP, including a potential vendor or vendor’s representative; and: 
A. Any Frisco ISD Board member, Superintendent, senior staff member, principal, department head, director, manager, other employee, or consultant who has influence in the evaluation or selection process. B. Furthermore, campaign contributions, gifts, donations, and any other items of value are prohibited between the parties defined above for any known contract under consideration during the restricted or limited contact period. C. Limited contact shall not apply to communication with FISD’s Purchasing staff. Such communications shall be limited to the purpose of obtaining clarification or information concerning the RFP. All communication with Purchasing staff must be in writing. The potential vendor or vendor’s representative shall send all written communication directly to the designated procurement staff. The limited contact period shall begin upon the issuance of this RFP, bid, or other competitive solicitation and officially end upon execution of an award by the Board of Trustees and/or the execution of a negotiated contract, whichever represents the final act in the procurement process. D. Regardless of the above time period, it is not acceptable for a potential vendor to participate in determining the scope of work, strategic direction, technical specifications, or evaluation criteria of such projects. Nothing contained in this policy shall prohibit any potential vendor or vendor’s representative from: 1) Making public representations at scheduled pre-bid conferences or scheduled selection and negotiation committee meetings. 2) Engaging in contract negotiations during any scheduled meeting.  3) Making a public presentation to the Frisco ISD Board during any duly noticed public meeting. 4) Conducting business on contracts previously executed and currently in force. 5) Nothing in this policy shall prohibit the procurement staff from initiating a contact with a potential vendor or vendor’s representative and subsequent communication for the purpose of obtaining clarifying information regarding a response to an RFP, bid, or competitive solicitation. Such contact shall be in writing and shall be provided to the members of the applicable procurement staff, including any response thereto.