Date:

Submitted by:

BOARD OF TRUSTEES Richardson Independent School District

Richardson, Texas

August 3, 2015

Tony Harkleroad, Deputy Superintendent, Finance and Support ~ Services 0

ACTION ITEM

TOPIC: Specified Best Value/Low Bids, Contracts and Cumulative Purchases

BACKGROUND INFORMATION:

Bids for the items listed on the attached sheets were advertised and received for opening in the Business Services Department. The bid(s) listed on the following pages are recommended for acceptance as the lowest responsive bid(s) or other qualifying bid that meets specifications and provides the best value to the District. If the lowest responsive bid does not fall within the budgeted amount for the item, supportive justification and information has been requested and may be made available.

Contract(s) for the services reflected on the attached sheets have been reviewed and, where needed, negotiated. Each contract is within the budgeted amount for the item. As indicated, certain contracts have been renegotiated, modified, or otherwise changed. Any ·such changes recommended are within budgeted amounts.

The attached sheets also show cumulative purchases from vendors who were selected from the state­approved lists aggregate to amounts that suggest Board review. All such purchases have been made through established District procedures to ensure that the purchase provided the best buy at the lowest available price.

SUPERINTENDENT'S RECOMMENDATION:

The Superintendent recommends that the Board accept the bid(s) and contract(s) as listed on the following pages.

PROPOSED RESOLUTION

WHEREAS, the Board has authorized the District's administration to secure bids for various items required for District operations; and

WHEREAS, the RISD Business Services Department has solicited, received, opened, and considered responsive bids and made recommendations for the acceptance of certain bids that provide the best value to the District; and

WHEREAS, the District has made cumulative purchases from previously qualified vendors in accordance with applicable procedures for services; and

WHEREAS, the RISD Business Services Department has solicited and received proposed contracts for proposed services and has recommended that the District enter into specified contracts for needed services; and

WHEREAS, an effective management of the District's purchasing and acquisition processes supports the Board's goal that the District will ensure excellence in operations; now

THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Richardson Independent School District accepts, and/or approves the specified bid(s), contract(s} , and cumulative purchases listed on the attached pages.

Board Agenda August 3, 2015

Bid Number Description Recommended Vendor Amount Budgeted Number of Number Of Bids Amount Responses No Bid sought

1359 Uniforms CenT ex Compliance N/A 6 0 33 Cintas

1360 Contractors - Small Mart, Inc. Compliance N/A 4 0 5 Construction Projects One Source Building Services

Prime Construction Services Spectrum Resource Group

1367 Electrical Equipment and Parts Ace Hardware of Richardson Compliance N/A 14 0 14 Appliance Parts Depot Best Electrical Distributors, Inc. Big D Tool Center C & W Electric Supply Dealers Electrical Supply Co. Elliott Electric Supply, Inc. EVS Supply Facility Solutions Group Ferguson Enterprises, Inc. Regency Lighting Rexel USA Voss Lighting Wesco Distribution

Bid Renewals: Bid Number Description Recommended Vendor Amount Budgeted Number of Number Of Bids

Amount Responses No Bid sought Responses

1092 Vending - Ice Cream Karl Klement Properties Inc. Compliance

1209 Water Treatment Services Chemsearch, div. of NCH Corp. Compliance

1212 Roofing Contractors AA Applicators, Inc. Compliance Anchor Roofing Systems BRI Commercial Roofing Heritage One Roofing, Inc. J & J Roofing Company Jeff Eubank Roofing Co., Inc. K Post Company Merit Roofing Systems, Inc.

Bid Renewals (continued):

Bid Number Description Recommended Vendor

1212

1281

1317

Roofing Contractors (continued) Paragon Roofing, Inc.

Rycars Construction, LLC Supreme Systems, Inc.

General Liability, School Leaders Texas Association of Public Errors & Omissions & Auto Liability Schools (TAPS) Insurance

Kitchen Equipment, Parts & Service

Barsco, Inc. Ecolab Equipment Care Hagar Restaurant Services, LLC Heritage Food Service Group, Inc. Refrigerated Specialist/Cooking

Equipment Specialist, Inc.

Whaley Parts and Supply

Contract Information:

Contracts, Contract Modifications & Change Orders: Greater than $100,000

None

Contracts, Contract Modifications & Change Orders: Less than $100,000

AVID Center- College Readiness System Services and Products Agreement for AVID Elementary and Secondary Memberships

JRB Consulting - assist with update and maintenance of the Instructional Operating Guide (lOG)

Intercontinental Dallas - PHS Prom on May 21, 2016

Corwin Press, Inc. -consultant services providing assistance and encouragement necessary to implement new programs that improve student learning

Amount

Compliance

Compliance

Compliance

Amount

Amount

64,960.00

27,500.00

15,000.00

9,760.00

Budgeted Amount

Number of Responses

Number Of No Bid

Responses

Bids sought

Contracts, Contract Modifications & Change Orders: Less than $100,000 (continued)

Joyce Wilson- mentor/coach new Executive Director of Special Student Services

Other:

Garland lSD, Curtis Culwell Center- venue for Convocation 2015 - 2016

Carrie Simpson- develop written curriculum for secondary Gifted and Talented Program

Linda L. Sullivan- MT A workshop for training Dyslexia teachers

N2 Learning- Professional Development for principals

Melissa Ashley Maldonado- Color Guard Director for RHS band

Lee Nori- Security Guard for AEL program

None

Cumulative Purchses from Qualified Vendors: May 11, 2015 to July 14,2015

BUY BOARD- Texas Association of School Boards CCGPF-Collin County Governmental Purchasers Forum CPGPC- Choice Partners Government Procurement Coop DIR- State of Texas Department of Information Resources EPCNT- Education Purchasing Cooperative of North Texas ESC- Education Service Center NCPA -National Cooperative Purchasing Alliance NJPA- National Joint Powers Alliance PPPCP- Prospering Pals Purchasing Cooperative Program TCPN- Texas Cooperative Purchasing Network TIPS- The lnterlocal Purchasing System TPASS- Texas Procurement and Support Services TXMAS- Texas Multiple Award Schedule U.S. Communities

TOTAL

Amount

7,500.00

7,000.00

6,500.00

6,000.00

5,500.00

5,000.00

5,000.00

Amount

270,135.98 16,808.15 70,475.00

971,366.63 401,172.91

42,962.79 4,724.08

10,084.69 520.88

29,281.05 193,164.29

4,078.02 2,041.20

20,135.91

2,036,951.58

Bid#

1359

1360

1367

BOARD AGENDA- AUGUST 3, 2015 RECOMMENDED SPECIFIED BID COMMENTS

Description

Uniforms

Contractors - Small Construction Projects

Electrical Equipment and Parts

Comments

This is a compliance bid that establishes vendors for the legal acquisition of Uniforms to be utilized by the Child Nutrition, Maintenance & Operations and Transportation departments on an as-needed basis. This is a three year agreement which begins August 4, 2015 and ends on August 31, 2018.

Proposals were sought from contractors who can provide services for projects that do not require the use of a managing general contractor. These are contractors who can be available for jobs that are not extensive in scope but which exceed the staffing capabilities of the District's Maintenance and Operations group. The recommended companies are all capable of providing skilled construction and trades services on short notice. The agreement will be effective for a three­year term.

Bids were solicited to identify suitable sources who can provide the District with the wide array of electrical products necessary to keep all schools and facilities in proper operational order and meet all compliance requirements. A roster of fourteen suppliers is being recommended for award based on the product lines and manufacturers that they represent. The agreement will be effective for a four-year term.

Bid Renewals:

Bid# Description

1092 Vending - Ice Cream

1209 Water Treatment Services

1212 Roofing Contractors

Comments

In August 2010, the RISD Board of Trustees approved a compliance bid that established vendors for the legal acquisition of Ice Cream vending machines and service. This bid was for five (5) years with three one­year renewals. The recommentation is to renew the agreement for the first renewal as specified in the original document.

In June of 2012, the Board approved a three-year agreement for the servicing of the cooling towers and water systems throughout the District. The service includes scheduled monthly monitoring and quality control as well as any troubleshooting that may be necessary to maintain efficient operations. The approved source has met all service expectations and the recommendation is to renew the agreement for the first renewal option as specified in the original proposal.

In June of 2012, the District Board approved a roster of roofing contractors to serve the District for a three-year term. Anticipating that new roof projects will be possible during the next two years, the recommendation is to approve this first of two possible one-year renewals so that the pre-qualified roofing contractors can be solicited when proposals are issued for the future projects.

Bid Renewals:

Bid#

1281

1317

Description

Insurance- General Liability, School Leaders Errors and Omissions and Auto Liability

Kitchen Equipment, Parts and Service

Comments

In August 2013, the Board approved a request for the District's general liability, school leaders errors and omissions, and auto liability insurance needs. The recommendation is to award the coverage to TAPS- Texas Association of Public Schools as their offer is best overall value based on the quality of service and coverage provided. The recommendation is to renew the agreement for the second and last renewal option as provided in the original proposal.

In June of 2014, the Board approved agreements with several supply/service providers for maintaining the food service equipment in all the District kitchens. The six approved sources have performed commendably and the recommendation is to renew the agreements for the first 1 year renewal option. In accordance with the original bid, one remaining one-year option will be possible in 2016.