date: march 16, 2015 subject: paper boxes for ... service department darin crawford, food service...

Food Service Department Darin Crawford, Food Service Director

DATE: March 16, 2015

SUBJECT: PAPER BOXES FOR FOOD SERVICE

CONTRACT NO. 15-02-4418-IB

NOTICE TO VENDORS

Cypress-Fairbanks Independent School District invites your firm to submit a proposal for PAPER BOXES

FOR FOOD SERVICE. Attached are the conditions, requirements, and specifications for this contract.

Sealed proposals for PAPER BOXES FOR FOOD SERVICE CONTRACT NO. 15-02-4418-IB are to be

addressed to Ms. Kristine Johnston, Director of Purchasing, Cypress-Fairbanks Independent School District, and

delivered to Windfern Administrative Annex, 12510 Windfern Road, Houston, Texas 77064-3108, until

1:00 P.M. on Monday, March 30, 2015 at which time they will be publicly opened and read. Additional bid

forms and/or questions are handled by the Buyer for Food Service, Chelsea Aitken, at 281-517-6552.

Proposal envelope should be plainly marked:

SEALED PROPOSAL: PAPER BOXES FOR FOOD SERVICE


DO NOT OPEN UNTIL 1:00 P.M., MONDAY, MARCH 30, 2015

Any proposal received later than the specified time, whether delivered in person or by mail shall be

disqualified.

The District reserves the right to reject any and/or all bids, to accept any proposal deemed most

advantageous to the Cypress-Fairbanks Independent School District, and to waive any informalities in

the bidding process.

Sincerely,

Darin Crawford

Food Service Director

Paper Boxes for Food Service, Contract #15-02-4418-IB, of 14

GENERAL CONDITIONS

1.0 SCOPE OF PROPOSAL:

1.1 It is in the intention of Cypress-Fairbanks Independent School District (CFISD and/or

the District) to purchase:

Item: PAPER BOXES FOR FOOD SERVICE


1.2 This proposal is in twelve (12) parts: Notice to Vendors, General Conditions, Proposal

Authorization Form, Felony Conviction Notice, Compliance with the Clean Air and

Clean Water Act, U.S. Department of Agriculture, Certification Regarding Lobbying,

Disclosure of Lobbying Activities, Instructions for Completion of SF-LLL,

Specification Sheet, Food Service Department Bid Form, and the No Proposal

Notification Form.

1.3 Contract Period: April 1, 2015 – April 30, 2015

2.0 APPLICABILITY: These conditions are applicable and form a part of the contract documents

and a part of the terms of each purchase order for items included in the specifications and

proposal form issued herewith.

3.0 SPECIFICATIONS: The use of manufacturer's specifications (Design Guide) by the District

is to be considered informative giving the bidder information as to the exact quality and value

requirement. The bidder shall note in writing any deviations from specifications and shall

submit those changed specifications as an alternate.

Buy American Provision

Schools and institutions participating in the NSLP and SBP are required by law to use CN

funds, to the maximum extent practicable, to buy domestic commodities or products for meals

served under these programs. A “domestic commodity or product” is defined as one that is

either produced in the U.S. or processed in the U.S. substantially using agricultural

commodities that are produced in the U.S. The term “substantially” means that over 51 percent

of the final processed product consists of agricultural commodities that were grown

domestically.

4.0 EVALUATION: In evaluating qualified proposals, the following considerations will be taken

into account for award recommendations:

4.1 the purchase price;

4.2 the reputation of the vendor and of the vendor's goods or services;

4.3 the quality of the vendor's goods or services;

4.4 the extent to which the goods or services meet the needs of the District;

4.5 the vendor's past relationship with the District;

4.6 the long-term cost to the District to acquire the vendor's goods or services;


GENERAL CONDITIONS (continued)

4.0 EVALUATION (continued)

4.7 for a contract for goods and services, other than goods and services related to

telecommunications and information services, building construction and

maintenance, or instructional materials, whether the vendor or the vendor's ultimate

parent company or majority owner: (A) has its principal place of business in this

state; or (B) employs at least 500 persons in this state;

4.8 any other relevant factor specifically listed in the request for bid or proposal.

5.0 APPROPRIATED FUNDS: The purchase, which arises from this solicitation, is

contingent upon the availability of appropriated funds. CFISD shall have the right to cancel

this contract at the end of the then current fiscal period if funds are not allotted for the next

fiscal year to continue this contract. If funds are withdrawn or do not become available,

CFISD can cancel the service contract by giving the vendor written notice of its intention to

cancel not less than thirty (30) days prior to the end of the term year without penalty. Upon

cancellation of the contract, CFISD shall not be responsible for any payment of any

services that are received or that occur after the end of the current fiscal year contract

period.

6.0 WARRANTY CONDITIONS: Supplies shall carry the manufacturer’s maximum standard

warranty.

7.0 TERMS OF PAYMENT: The Cypress-Fairbanks Independent School District policy is to

honor an early payment discount whenever possible. All invoices should specify discount terms

and conditions to insure the earliest possible payment. Otherwise, funds for completed

contracts concerning this proposal will be available within forty-five (45) days of delivery

and acceptance by the District.

8.0 FACSIMILE PROPOSALS: Cypress-Fairbanks Independent School District does not accept

receipt of faxed proposals. The attached Proposal Acknowledgment Form in a sealed envelope

is the only acceptable form of proposal submittal.

9.0 NO PROPOSAL RESPONSE: A vendor choosing not to submit a proposal should return the

No Proposal Notification Form. Failure to respond by submitting a proposal response or a

No Proposal Notification form may remove your name from the District vendor list.

10.0 CONFLICT OF INTEREST QUESTIONNAIRE: This document and instructions are located

on-line at https://app.cfisd.net/ciq/index.aspx. All vendors are required to file an updated

Conflict of Interest Questionnaire annually.

11.0 TEXAS PUBLIC INFORMATION ACT (TPIA): Contractor acknowledges that the Cypress-

Fairbanks Independent School District (CFISD) is subject to the Texas Public Information Act

(TPIA). As such, upon receipt of a request under the TPIA, CFISD is required to comply with

the requirements of the TPIA.


GENERAL CONDITIONS (continued)

11.0 TEXAS PUBLIC INFORMATION ACT (TPIA) (continued)

For purposes of the TPIA, “public information” is defined as information that is written,

produced, collected, assembled, or maintained under a law or ordinance or in connection with

the transaction of official business:

11.1 by CFISD; or

11.2 for CFISD and CFISD

11.2.1 owns the information; or

11.2.2 has a right of access to the information; or

11.2.3 spends or contributes public money for the purpose of writing, producing,

collecting, assembling, or maintaining the information; or

11.3 by an individual officer or employee of CFISD in the officer’s or employee’s

official capacity and the information pertains to official business of the

CFISD.

Contractor is expected to fully cooperate with the CFISD in responding to public information

requests. This includes, but is not limited to, providing the CFISD with requested

documentation. In the event that the request involves documentation that Contractor has clearly

marked as confidential and/or proprietary, CFISD will provide Contractor with the required

notices under the TPIA. Contractor acknowledges that it has the responsibility to brief the

Attorney General's Office on why the documents identified as confidential and/or proprietary

fall within an exception to public disclosure.

12.0 REQUIRED SIGNATURE PAGES: Vendors choosing to reply to this proposal are required

to complete the following signature pages per manufacturer or distributor:

Proposal Authorization Form

Felony Conviction Notice

Compliance with Clean Air and Clean Water Act

U.S. Department of Agriculture

Certification Regarding Lobbying

Disclosure of Lobbying Activities

“The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers,

employees, and applicants for employment on the basis of race, color, national origin, age, disability,

sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or

parental status, sexual orientation, or all or part of an individual's income is derived from any public

assistance program, or protected genetic information in employment or in any program or activity

conducted or funded by the Department. (Not all prohibited basis will apply to all programs and/or

employment activities.)”

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program

Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html,

or at any USDA office, or call (866) 632-9992 to request the form. You may also write a letter

containing all of the information requested in the form. Send your completed complaint form or letter

to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400

Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at

[email protected].

mailto:[email protected]


PROPOSAL AUTHORIZATION FORM

PAPER BOXES FOR FOOD SERVICE


Having carefully examined the Proposal Notice, General Conditions, and Proposal Authorization Form, the undersigned

hereby proposes and agrees to furnish goods and/or services in strict compliance with the specifications and conditions at

the prices quoted. The bidder affirms that to the best of his knowledge the proposal has been arrived at independently and

is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit

competition or give them an unfair advantage over other vendors in the award of this proposal. The bidder certifies that

neither it nor any of its principals has been proposed for debarment, debarred or suspended by a federal agency.

I affirm that, to the best of my knowledge, the company I represent meets Equal Employment Opportunity Commission

standards and American Disability Act standards in employment practices.

Please indicate with a check the type of company you represent: __ Broker __ Other __ Distributor

Vendor Name (not broker): ____________________________________________________________________

Broker Name (if appropriate): ____________________________________________________________________

Address: ____________________________________________________________________

City, State, Zip: ____________________________________________________________________

Phone Number & Ext.: ____________________________________________________________________

Fax Number: ____________________________________________________________________

Send Purchase Order To: ____________________________________________________________________

Address: ____________________________________________________________________

City, State, Zip: ____________________________________________________________________

Phone Number: ____________________________________________________________________

Fax Number: ____________________________________________________________________

Email Address: ___________________________________________________________________

Send Payment To/Invoice From: ____________________________________________________________________

(Name that will appear on invoice)

Address: ____________________________________________________________________

City, State, Zip: ____________________________________________________________________

Phone Number: ____________________________________________________________________

Fax Number: _____________________________________________________________________

Email Address: (required) ____________________________________________________________________

Signature of Bidder: ____________________________________________________________________

Printed Signature: ____________________________________________________________________

Position with Company: ____________________________________________________________________


FELONY CONVICTION NOTICE



State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History,

Subsection (a), states, “A person or business entity that enters into a contract with a school district

must give advance notice to the district if the person or an owner or operator of the business entity has

been convicted of a felony. The notice must include a general description of the conduct resulting in

the conviction of a felony.”

Subsection (b) states, “A school district may terminate a contract with a person or business entity if the

district determines that the person or business entity failed to give notice as required by Subsection (a)

or misrepresented the conduct resulting in the conviction. The district must compensate the person or

business entity for services performed before the termination of the contract.”

This Notice is not required of a Publicly Held Corporation.

I, the undersigned agent for the firm named below, certify that the information concerning notification

of felony convictions has been reviewed by me and the following information furnished is true to the

best of my knowledge.

Firm Name:_________________________________________________________________________

Authorized Company Official’s Name

(Printed):___________________________________________________________________________

A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable.

Signature of Company

Official:______________________________________________________________________

B. My firm is not owned or operated by anyone who has been convicted of a felony.


Official:______________________________________________________________________

C. My firm is owned or operated by the following individual(s) who has/have been convicted of a

felony:

Name of

Individual(s):_________________________________________________________________

Details of

conviction(s):_________________________________________________________________


Official:____________________________________________________________________________


COMPLIANCE WITH THE CLEAN AIR AND CLEAN WATER ACT



“I, the vendor, am in compliance with all applicable standards, orders or regulations issued pursuant to

the Clean Air Act of 1970, as amended (42 U.S.C. 1857 Ch), Section 508 of the Clean Water Act, as

amended (33 U.S.C. 1368), Executive Order 117389 and Environmental Protection Agency

Regulation, 40 CFR Part 15 as required under OMB Circular A-102, Attachment O, Paragraph 14(1)

regarding reporting violations to the grantor agency, and to the United States Environmental Protection

Agency Assistant Administrator for the Enforcement.”

Firm Name: ___________________________________________________________________

Signature of Company Official: ____________________________________________________

Position with Company: _________________________________________________________


U.S. Department of Agriculture

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion –

Lower Tier Covered Transactions

This certification is required by the regulations implementing Executive Order 12549, Debarment

and Suspension, 7 CFR Part 3017, Section 3017.510, Participant’s responsibilities. The regulations

were published as Part IV of the January 30, 1989, Federal Register (pages 4722-4733). Copies of

the regulations may be obtained by contacting the Department of Agriculture agency with which

this transaction originated.

(Before completing certification, read the instructions below.)

1. By signing and dating the certification statement, the bidder certifies that neither it nor any of

its principals (e.g. key employees) has been proposed for debarment, debarred or suspended

by a federal agency on the date signed.

2. The prospective bidder shall provide immediate written notice to the person to which this

proposal is submitted if at any time the prospective bidder learns that its certification was

erroneous when submitted or has become erroneous by reason of changed circumstances.

3. Federal and State penalties exist for vendors and districts that knowingly enter into

contracts with suspended / debarment persons.

(1) The prospective lower tier participant certifies, by submission of this proposal, that neither

it nor its principals is presently debarred, suspended, proposed for debarment, declared

ineligible, or voluntarily excluded from participation in this transaction by any Federal

department or agency.

(2) Where the prospective lower tier participant is unable to certify to any of the statements

in this certification, such prospective participant shall attach an explanation to this

proposal.

Organization Name RP / Award Number or Project Name

Name and title of Authorized Representative

Signature Date


Certification Regarding Lobbying

Applicable to Grants, Subgrants, Cooperative Agreements, and Contracts Exceeding

$100,000.00 in Federal Funds

Submission of this certification is a prerequisite for making or entering into this transaction and is

imposed by section 1352, Title 31, U.S. Code. This certification is a material representation of fact

upon which reliance was placed when this transaction was made or entered into. Any person who

fails to file the required certification shall be subject to a civil penalty of not less than $10,000.00

and not more than $100,000.00 for each such failure.

The undersigned certifies, to the best of his or her knowledge and belief, that:

(1) No Federal appropriated funds have been paid or will be paid by or on behalf of the

undersigned, to any person for influencing or attempting to influence an officer or

employee of any agency, a Member of Congress, an officer or employee of Congress, or

an employee of a Member of Congress in connection with the award of a Federal contract,

the making of a Federal grant, the making of a Federal loan, the entering into a cooperative

agreement, and the extension continuation, renewal, amendment, or modification of a

Federal contract, grant, loan or cooperative agreement.

(2) If any funds other than Federal appropriated funds have been paid or will be paid to any

person for influence or attempting to influence an officer or employee of any agency, a

Member of Congress, an officer of employee of Congress, or an employee of a Member of

Congress in connection with this Federal grant or cooperative agreement, the undersigned

shall complete and submit Standard Form –LLL, “disclosure Form to Report Lobbying,” in

accordance with its instructions.

(3) The undersigned shall require that the language of this certification be included in the award

documents for all covered subawards exceeding $100,000.00 in Federal funds at all

appropriate tiers and that all subrecipients shall certify and disclose accordingly.

Name of Organization

Address of Organization

Name / Title of Submitting Official

Signature Date


Disclosure of Lobbying Activities Approved by OMB 038-0046

Complete this form to disclose lobbying activities pursuant to 31

U.S.C>. 1352 (See next page for public burden disclosure.)

1. Type of Federal Action:

a. contract

b. grant

c. cooperative agreement

d. loan

e. loan guarantee

f. loan insurance

2. Status of Federal Action:

a. bid / offer/ application

b. initial award

c. post award

3. Report Type

a. initial filing

b. material change

For Material Change Only:

Year

Quarter

date of last report

4. Name and Address of Reporting Entity:

Prime

Subawardee

Tier if known:

5. If Reporting in No. 4 Subawardee, Enter Name and Address of Prime:

Address of Prime

Congressional District, if known :

6. Federal Department / Agency: 7. Federal Program Name / Description:

CFDA Number, if applicable

8. Federal Action Number, if known: 9. Award Amount, if known:

$

10. a. Name and Address of Lobbying Entity:

(if individual, last name, first name, MI ):

b. Individuals Performing Services

(including address if different from No 10a (last name, first name, MI):

11. Amount of Payment (check all that apply):

$ actual

planned

13. Type of Payment (check all that apply):

a. retainer

b. one-time free

c. commission

d. contingent fee

e. deferred

f. other; specify

12. Form of Payment (check all that apply):

a. cash

b. in-kind; specify:

nature

value

14. Brief Description of Services Performed or to be Performed and Date(s) of Service, including officer(s), employee(s), or Member(s) contacted

for Payment Indicated in Item 11:

(Attach Continuation Sheets SF-LLL-A if necessary)

15. Continuation Sheet(s) SF-LLL-A if necessary) Yes no

16. Information required through this form is authorized by article 31 U.S.C. section 1352. This disclosure of lobbying activities is a maternal

representation of fact upon which reliance was placed by the tier above when the transaction was made or entered into. This disclosure is required

pursuant to 31 U.S.C. 1353. This information will be reported to the Congress semi-annually and will be available for public inspection. Any person who

fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000.00 and not more than $100,000.00 for each such failure.

Signature Print Name

Title Telephone Number:

Date

Federal Use Only:

Authorized for Local Reproduction Standard Form -LLL


Instructions for Completion of SF-LLL, Disclosure of Lobbying Activities

This disclosure form shall be completed by the reporting entity, whether subawardee or prime Federal recipient at the

initiation or receipt of a covered Federal action, or a material change to a previous filling, pursuant to title 31 U.S.C.

section 1352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity for

influencing or attempting to influence an officer or employee of any agency; a Member of Congress, an officer or

employee of Congress, or an employee of a Member of Congress in connection with a covered Federal action. Use the

SF-LLL-A Continuation Sheet for additional information if the space on the form is inadequate. Complete all items that

apply for both the initial filing and the material change report. Refer to the implementing guidance published by the

Office of Management and Budget for additional information.

1. Identify the type of covered Federal action for which lobbying activity is and / or has been secured

to influence the outcome of a covered Federal Action.

2. Identify the status of the covered Federal Action.

3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change

to the information previously reported, enter the year and quarter in which the change occurred. Enter the

date of the last previously submitted report by this reporting entity for this covered Federal Action.

4. Enter the full name, address, city, state and zip code of the reporting entity. Include Congressional District, if known. Check the appropriate classification of the reporting entity that designates if it is, or expects to be,

a prime or subaward recipient. Identify the tier of the subawardee, e.g. the first subawardee of the prime is

the 1st

tier. Subawards include but are not limited to subcontracts, subgrants, and contract awards under

grants.

5. If the organization filing the report in item 4 checks “Subawardee” then enter the full name, address,

city, state and zip code of the prime Federal recipient. Include Congressional District, if known.

6. Enter the name of the Federal Agency making the award or loan commitment. Include at least one

organizational level below agency name, if known. For example, Department of Transportation, United

States Coast Guard.

7. Enter the Federal program name or description for the covered Federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans and

loan commitments. 8. Enter the most appropriate Federal identifying number available for the Federal action identified in

item 1 (e.g., Request for Proposal (RFP) number, Invitation for Bid (IFB) number, grant announcement

number, contract, grant, or loan award number, the application proposal control number assigned by the

Federal agency). Include prefixes, e.g.,” RFP-DE-90-001.”

9. For a covered Federal action where there has been an award or loan commitment by the Federal agency,

enter the Federal amount of the award / loan commitment for the prime entity identified in item 4 or 5.

10. (a) Enter the full name, address, city, state and zip code for the lobbying entity engaged by the

reporting entity identified in item 4 to influence the covered Federal action. (b) Enter the full names of

the individual(s) performing services, and include full addresses if different from 10(a). Enter Last

Name, First Name and Middle Initial (MI).

11. Enter the amount compensation paid or reasonably expected to be paid by the reporting entity (item 4) to

the lobbying entity (item 10). Indicate whether the payment has been made (actual) or will be made

(planned). Check all boxes that apply. If this is a material change report, enter the cumulative amount of

payment made or planned to be made.

12. Check the appropriate box(es). Check all boxes that apply. If other, specify nature.

13. Provide a specific and detailed description of the services that the lobbyist has performed, or will be

expected to perform, and the date(s) of any services rendered. Include all preparatory and related activity,

not just time spent in actual contact with Federal officials. Identify the Federal official(s) or employee(s)

contacted or the officer(s), or Member(s) of Congress that were contacted.

14. Check whether or not a SF-LLL-A Continuation Sheet(s) is attached. 15. The certifying official shall sign and date the form, print his/her name, title and telephone number.

Public reporting burden for this collection of information is estimated to average 30 minutes per response,

including time for reviewing instructions, searching existing data sources, gathering and maintaining the data

needed, and completing and reviewing the collection of information. Send comments regarding the burden

estimate or any other aspect of this collection of information including suggestions for reducing this burden, to the

Office of Management and Budget, Paperwork Reduction Projects (0348-0046), Washington, D.C. 20503


SPECIFICATION SHEET



Specification: Box, Paper, Printed – 4 15/16 x 2 7/8 x 1 3/4

Manufacturer: Core Packaging Manufacturer #: 2457

1. Custom printed paper box for serving chicken bites

2. Dimensions – 4 15/16 x 2 7/8 x 1 3/4

3. Custom print logo to include 3 colors plus coating

4. Style: TT/AB

5. Material: 16 pt SBS

6. Packed 400 per case

7. Maximum 14 day lead time for delivery

8. Bulk order of 1800 cases needed two weeks from award date

9. Sample required for alternate

Include specification sheet.


Cypress-Fairbanks Independent School District

Food Service Department Bid Form

April 1, 2015 – April 30, 2015

Subject: PAPER BOXES FOR FOOD SERVICE

Contract Number: 15-02-4418-IB

Category: Paper for Food Service

Item# Unit Estimated Quantity Item Manufacturer Manuf. # Price per Unit Delivery Information

1 CS 1800 Box, Paper, Printed – 4 15/16 x 2 7/8 x 1 3/4


NO PROPOSAL NOTIFICATION



Please complete this page only if submitting a no proposal response and return prior to the

proposal opening date.

Check below:

1. We have chosen not to submit a proposal for the reason listed below but wish to remain on

the vendor list for this proposal in the future.

_______________________________________________________________________

_______________________________________________________________________

2. The products/services we represent should be listed in another category.

(Specify)________________________________________________________________

3. We wish to be removed from the vendor list for the reason listed below.

_______________________________________________________________________

_______________________________________________________________________

Company Name: ____________________________________________________________

Attention: ____________________________________________________________

Bid Mailing

Address: ____________________________________________________________

City: _______________________________ State: ______ Zip: _______

Purchase Order

Mailing Address: ____________________________________________________________

City: ______________________________ State: ______ Zip: _______

Phone Number: ( ) Fax Number: ( ) _________________

Email Address: ____________________________________________________________

Website Address: ____________________________________________________________

Typed Name and

Title: ____________________________________________________________

Signature: _________________________________________ Date: ____________

Mail to: Ms. Kristine Johnston Director of Purchasing, Cypress-Fairbanks Independent School District,

Windfern Administrative Annex, 12510 Windfern Road, Houston, TX 77064.

Failure to return this No Proposal Notification or an actual proposal response may result in the removal

of your company name from the vendor list.

date: march 16, 2015 subject: paper boxes for ... service department darin crawford, food service...

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