action item - Richardson ISD

BOARD OF TRUSTEES
Richardson Independent School District
Richardson, Texas
Date:
August 3, 2015
Submitted by:
Tony Harkleroad, Deputy Superintendent, Finance and Support
Services
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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
0
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
Amount
Number of
Responses
Number Of
No Bid
Bids
sought
1359
Uniforms
CenTex
Cintas
Compliance
N/A
6
0
33
1360
Contractors - Small
Construction Projects
Mart, Inc.
One Source Building Services
Prime Construction Services
Spectrum Resource Group
Compliance
N/A
4
0
5
1367
Electrical Equipment and Parts
Ace Hardware of Richardson
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
Compliance
N/A
14
0
14
Amount
Budgeted
Amount
Number of
Responses
Number Of
No Bid
Responses
Bids
sought
Bid Renewals:
Bid Number Description
Recommended Vendor
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.
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.
Compliance
Bid Renewals (continued):
Bid Number
1212
Description
Recommended Vendor
Roofing Contractors (continued)
Paragon Roofing, Inc.
Amount
Compliance
Rycars Construction, LLC
Supreme Systems, Inc.
1281
Texas Association of Public
General Liability, School Leaders
Errors & Omissions & Auto Liability Schools (TAPS)
Insurance
Compliance
1317
Kitchen Equipment, Parts &
Service
Compliance
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
Amount
None
Contracts, Contract Modifications & Change Orders:
Less than $100,000
Amount
AVID Center- College Readiness System Services and Products
Agreement for AVID Elementary and Secondary Memberships
64,960.00
JRB Consulting - assist with update and maintenance of the
Instructional Operating Guide (lOG)
27,500.00
Intercontinental Dallas - PHS Prom on May 21, 2016
15,000.00
Corwin Press, Inc. -consultant services providing assistance and
encouragement necessary to implement new programs that improve
student learning
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)
Amount
Joyce Wilson- mentor/coach new Executive Director of Special Student
Services
7,500.00
Garland lSD, Curtis Culwell Center- venue for
Convocation 2015 - 2016
7,000.00
Carrie Simpson- develop written curriculum for secondary
Gifted and Talented Program
6,500.00
Linda L. Sullivan- MTA workshop for training Dyslexia teachers
6,000.00
N2 Learning- Professional Development for principals
5,500.00
Melissa Ashley Maldonado- Color Guard Director for RHS band
5,000.00
Lee Nori- Security Guard for AEL program
5,000.00
Other:
None
Amount
Cumulative Purchses from Qualified Vendors:
May 11, 2015 to July 14,2015
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
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
2,036,951.58
BOARD AGENDA- AUGUST 3, 2015
RECOMMENDED SPECIFIED BID COMMENTS
Bid#
Description
Comments
1359
Uniforms
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.
1360
Contractors - Small Construction
Projects
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.
1367
Electrical Equipment and Parts
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
Comments
1092
Vending - Ice Cream
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.
1209
Water Treatment Services
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.
1212
Roofing Contractors
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#
Description
1281
Insurance- General Liability, School In August 2013, the Board approved a request for the District's general
Leaders Errors and Omissions and liability, school leaders errors and omissions, and auto liability insurance
needs. The recommendation is to award the coverage to TAPS- Texas
Auto Liability
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.
1317
Kitchen Equipment, Parts
and Service
Comments
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.