Fine Arts Supplies, Equipment, and Contracted Services

This is a MULTI-AWARD BID for Fine Arts Supplies, Equipment, and Contracted Services.   Prosper Independent School District (PISD) urges all vendors that provide these commodities to respond to this bid/proposal, even if you are a sole source vendor of the product/service. PISD seeks to create a list of awarded vendors from which to obtain these goods. When PISD has a need for these goods, PISD will use the list of vendors as a primary source to obtain the goods. There is no obligation upon PISD to use any particular vendor, nor does an award guarantee any level of expenditure. PISD will choose the vendor(s) that best meet(s) our requirements for any purchase.   ATTENTION PREVIOUSLY AWARDED VENDORS: To check on the maturity date of an existing contract, or determine if you should submit a new response, please contact the PISD Purchasing Department at contact@example.gov, or call us at +1 (555) 000-0000.   If your company has been awarded a contract on a Purchasing Cooperative, or previously awarded on 24-OCT-26-29, you do NOT need to respond to this RFP.   PLEASE NOTE: In order to become an approved vendor with Prosper ISD for any of the listed categories in this solicitation, you must respond to this RFP.   ELECTRONIC BIDDING: Although PISD is legally required to accept paper bid submissions, we strongly encourage that bidders submit this bid electronically. Electronic bidding will eliminate errors, unnecessary work, and reduce paper. When filing this bid electronically, please do not send us a paper copy as the electronic version will prevail.   Offline Submissions (paper): If submitting your bid offline, the response must be delivered in a SEALED envelope or carton and received by the closing date and time listed. You must submit one (1) hard copy bid marked "Original", and one (1) on a flash drive. Bids must be plainly marked with the BID NUMBER and TITLE above. Fax or email bids will not be accepted.   Vendors are solely responsible for the timely delivery of their paper bid response to the Purchasing Department. Responses received after the deadline will be rejected and shall be returned to the vendor unopened. Responses submitted by public or private carriers must arrive by the deadline. No provisions or exceptions are made for late delivery due to actions or consequences of third-party carriers. In the event the PISD offices are closed due to inclement weather or for any other unforeseen circumstances, the deadline for submission shall automatically be extended until the next operational business day, unless vendor is otherwise notified. The time of day shall remain the same.   Prior to award, vendors may be required to submit additional information, which PISD may deep necessary to further evaluate the vendor's qualifications.   PISD reserves the right to postpone the deadline through an addendum. Procurement results will become available after approval by the Board of Trustees.   This is an extended opening RFP. Proposals will be opened, evaluated, and qualified by PISD on a monthly basis.   CONTRACT: This Proposal, when properly accepted and approved by the Prosper Independent School District School Board of Trustees, shall constitute a Contract equally binding between the successful proposers and Prosper ISD. No different or additional terms will become part of this Contract with the exception of any addendum.   TERM: The successful vendor(s) will enter into an annual contract for Fine Arts Supplies, Equipment, and Contracted Services. The initial contract period shall be effective upon Board approval and be firm for two (2) fiscal years (September 1, 2025 - August 31, 2026 and September 1, 2026 - August 31, 2027).The contract, upon agreement of both the successful vendor(s) and PISD, shall automatically extend for three (3) additional one (1) year periods. PISD 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. PISD has the option to issue subsequent RFPs as needed and reserves the right to award multiple vendors to achieve the best value.   Initial Contract Period:
Date of Award - August 31, 2027 Contract YR3 (Option): September 1, 2027 - August 31, 2028 Contract YR4 (Option): September 1, 2028 - August 31, 2029 Contract YR5 (Option): September 1, 2029 - August 31, 2030
As of the issuance date of this solicitation and continuing until notice of award or non-award, contact with Prosper ISD employees, except for staff members within the Purchasing Department, is strictly prohibited. All personnel representing Prosper ISD are specifically directed not to hold meetings, conferences, or technical discussions with any vendor for purposes of responding to this solicitation. Any vendor found to be acting in any way contrary to this directive will be disqualified from entering into any contract that may result from this solicitation.