request for proposal 19-006 pest control services...plainly in the lower left corner: “19-006,...

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Date EventJune 10, 2019 Issue DateJune 18, 2019 Mandatory Pre-Bid Walkthru 10:00 am - Gomez BuildingJuly 5, 2019 Questions Due by 2:00 pm (Central Daylight Time)July 11, 2019 RFP Deadline @ 2:00 pm (Central Daylight Time)July 18, 2019 Board Approval Date

Questions must be submitted to April Strickland, CFO, via e-mail to [email protected]. Inthe email subject line, type: Questions 19-006 Pest Control Services.

Q & A and Addenda, if necessary, will be issued as an attachment to the RFP on the RAPSsolicitation website at https://www.rapoportacademy.org/business-office/solicitations

Your Bid must be delivered in a sealed envelope or carton and received by the opening time anddate listed above.

Submit two (2) hard copies; one marked “original” and one marked “copy”.

FAX, e-mail or other electronic bids will not be accepted.

Proposals must be plainly marked with 19-006 Pest Control Services

Request for Proposal

19-006 Pest Control Services

Hand or Delivery Service Bids to:Rapoport Academy Public SchoolAttn: April Strickland, CFO1020 Elm Ave., Bldg 500Waco, TX 76704

USPS Delivered Bids to:Rapoport Academy Public SchoolAttn: April Strickland, CFO1020 Elm Ave. #100Waco, TX 76704

https://www.rapoportacademy.org/business-office/solicitations

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PROPOSAL INVITATION

Request for Proposals Documents

Upon request, Proposals packets are made available on our solicitation website (https://www.rapoportacademy.org/business-office/solicitations) to anyone who wishes to submit a response. However, it is the responsibility of the vendor to provide Rapoport Academy Public School (RAPS) with the appropriate company name, authorized representatives, and contact information for the purposes of receiving notices, changes, addenda, or other critical information.

Proposals Deadline and Delivery

1. Notice is hereby given that the Rapoport Academy Public School, hereinafter referred to as “RAPS”, will receive up to but not later than 2:00 p.m. CDT, Thursday, July 11, 2019, Proposal responses for the award of a contract for Pest Control Services. Responses shall be received in the Business office located at:

Rapoport Academy Public SchoolBusiness Office

1020 Elm Ave. Building 500Waco, TX 76704

2. Vendors are solely responsible for the timely delivery of their Proposal response to the Business Office. 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.

3. The enclosed forms MUST be used in submitting a response. Please mark sealed response envelope plainly in the lower left corner: “19-006, Pest Control Services”.

4. No responses will be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or fax transmission.

5. In the event the RAPS offices are closed due to inclement weather or for any other unforeseen cause, 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.

6. A complete response will consist of two (2) clearly marked proposals using standard letter size paper (8.5” x 11”) in a sealed envelope or container. Responses shall be direct, concise, and complete. Vendors failing to submit in manner as requested may be considered non-responsive and may not be evaluated. The ‘original’ response shall prevail in the event of a discrepancy between the vendor’s submissions.

7. Procurement results will become available after approval by the Board of Directors.8. Prior to the final selection, vendors may be required to submit additional information, which RAPS may

deem necessary to further evaluate the vendor’s qualifications.

Rights Reserved by the District

1. RAPS reserves the right to accept or reject, in part or in whole, any Proposals submitted, to waive any technicalities, and to make recommendations for awards in the best interest of RAPS.

2. RAPS further reserves the right to award one or more contracts, in part or in whole, to a single or to multiple respondents. The decision to award multiple contracts, award only one contract, or to make no awards rests solely with RAPS. Any such outcome should be taken into consideration by each respondent.

3. RAPS reserves the right to postpone the deadline through an addendum.

Questions and Clarifications

1. All requests for additional information or clarification concerning this solicitation must be submitted, in writing, no later than 5:00 pm (CDT), Friday, July 5, 2019.

https://www.rapoportacademy.org/business-office/solicitations

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2. Questions regarding the requirements specified in this Proposal may be directed, in writing, to April Strickland, CFO by email at [email protected].

3. All replies to questions and requests for clarifications will be issued by written addendum to all vendors receiving the original request for Proposal, and will be available on the RAPS Solicitation website (https://www.rapoportacademy.org/business-office/solicitations) by 5:00 pm (CDT), Monday, July 8, 2019.

4. All issued addenda will become part of the Proposal package having the same binding effect as provisions of the original Proposal.

Tentative Schedule

RAPS anticipates the following schedule*:

Date & Time Activity

June 10. 2019 Release Date

June 18, 2019 Mandatory Pre-Bid Walkthru

July 5, 2019 Questions Due by 2:00 pm (Central Daylight Time)

July 11, 2019 RFP Deadline @ 2:00 pm (Central Daylight Time)

July 18. 2019 Board Meeting/Award Date

*subject to change

GENERAL TERMS AND CONDITIONS

This Solicitation shall be governed by the following documents unless an exception is otherwise taken within this Solicitation. Documents are incorporated by reference only, and are not attached as part of this Solicitation.1. Texas Education Code 44.0312. General Terms and Conditions as attached

SPECIFICATIONS

Scope

It is the intention of Rapoport Academy Public School and contractor to establish the terms, and conditions and prices for Pest Control Services. This document is written with the minimum requirements which may increase if necessary to meet RAPS’s standards and should be proposed accordingly. The contractor shall provide Pest Control Services for the buildings and other areas specified herein to achieve long-term, environmentally sound pest suppression through the use of a variety of technological and management practices.

Specific Terms and Conditions

1. RAPS reserves the right to award contracts, or portions thereof, exclusively or to multiple vendors to achieve the best value.

2. The successful vendor(s) will enter into a one (1) year contract, for Pest Control Services, with the option to renew for two (2) additional one-year terms. The initial contract period will begin August 1, 2019– July 31, 2020.

3. Submitted prices must remain firm for a period of one (1) year from date of award, unless otherwise specified in this solicitation.

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4. All deviations from the specifications must be listed on the Deviations Form included in this solicitation.

5. Control Strategies should extend beyond the application of pesticides to include structural and procedural modifications that reduce the food, water, harborage and access used by pests.

6. Contractor shall furnish all supervision, labor, materials and equipment necessary to accomplish the surveillance, trapping and pesticide application component.

Applicable Specifications

1. RAPS reserves the right to inspect all equipment used by the Contractor on RAPS property. Equipment determined by RAPS to be unsafe or unacceptable will be removed and replaced by the Contractor.

2. Contractor further agrees that, upon request by RAPS, Contractor will immediately remove from service any employee who, in RAPS’s opinion, is quality of improper conduct, is not qualified to perform the work assigned, or whose presence is not in the best interest of RAPS or is related to immoral or criminal activities.

3. Should RAPS, at any time, become dissatisfied with pest management service, the successful Contractor shall be notified in writing by either the Chief Financial Officer and/or the Superintendent regarding problems that occurred. The notice will detail the problems and site(s) which is experiencing the problems. The contractor will be required to contact the Chief Financial Officer and/or the Superintendent to discuss possible solutions and the Contractor will be given a date by which a written response with the proposed solutions must be submitted.

4. RAPS will continually evaluate the progress of this contract in terms of effectiveness and safety, and will require such changes as are necessary. The Contractor shall take prompt action to correct all identified deficiencies.

5. RAPS will continually evaluate the progress of this contract in terms of effectiveness and safety and will require such changes as are necessary. The Contractor shall take prompt action to correct all identified deficiencies.

6. Contractor shall adequately suppress the following pests:

Pests Included

Indoor populations of rodents. Insects, arachnids, and other arthropod pests not specifically excluded from the contract.

Outdoor populations of potentially indoor-infesting species that are within the school property. Nests of stinging insects within the property boundaries of the specified buildings. Individuals of all excluded pest populations that are incidental invaders inside the specific

buildings, including winged termite swarmers emerging indoors.

Pests Excluded

Birds, bats, snakes, and all other vertebrates other than commensal rodents. Subterranean termites and other wood destroying organisms Mosquitoes Plant-feeding pests

Audit and Payment

1. Contractor’s invoices must include the following items: purchase order number, school/campus, and description of services (itemized). Included a sample form used to comply with this item in the proposal document.

2. All prices charged on invoices must be in accordance with the proposal pricing.3. RAPS will not process paper checks for payment; therefore, the awarded vendor will be required to

complete an Electronic Fund Transfer Agreement, so that RAPS may pay electronically.

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4. If RAPS is dissatisfied with any of the work performed, notice shall be given to the Contractor. Contractor will have to correct such work, at no additional cost to RAPS. Failure to provide corrections will result in compensation adjustments as described below.

5. RAPS WILL ONLY PAY FOR WEEKLY SERVICES COMPLETED. Upon the occurrence of any of the acts or omissions listed below, there shall be an equitable downward adjustment of Contract’s charges to fairly reflect the reduced value of services provided by Contractor. This downward adjustment will be determined by RAPS according to the severity of the services omitted.a) Failure of Contractor to properly provide pest control services to the required locations as

specified.b) Failure of Contractor to meet selection and training requirements as specified herein.c) Failure of Contractor to satisfy the response time requirements as specified in this contract.

Pest Management Services

Initial Inspections of Facilities

Contractor shall conduct a thorough initial inspection of each building or site within 30 days of the initiation date of the contract. The purpose of the initial inspections is for the Contractor to evaluate the pest control needs of all premises and to identify problem areas and any equipment, structural features or management practices that are contributing to pest infestation. Access to building space shall be coordinated with maintenance. Maintenance will inform the Contractor of any restrictions or areas requiring special scheduling.

Pest Control Plan

Before rendering service, within 2 weeks after the initial inspection, the Contractor shall submit to the Superintendent a Pest Control Plan for each building or site. Within (5) working days of receiving the Pest Control Plan, the Superintendent will decide if the plan is acceptable. If aspects of the Pest Control Plan are incomplete or disapproved, the Contractor shall have (5) working days to submit revisions. The Contractor should be on site to initiate service within (5) working days following notice of approval.

I. Proposed methods and equipment for service: Contractor shall provide a summary of proposed control methods- including current labels and Safety Data Sheets (SDS) of all pesticides to be used, brand names of pesticide application equipment, rodent bait boxes, insect and rodent trapping devices, pest monitoring devices, pest surveillance and detection equipment and any other pest control devices or equipment that may be used to provide service.

II. Proposed methods for monitoring and surveillance: Contractor shall describe methods and procedures to be used for identifying sites of pest harborage and access and for making objective assessments of pest population levels throughout the term of the contract. In addition, the Contractor will become familiar with the established population levels that constitute unacceptable levels of pest presence in school facilities with Superintendent and consult with the Coordinator if modifications are recommended.

III. Service schedule for each building or site: Contractor shall provide complete service schedules that include planned frequency of Contractor visits, specific day(s) of the week for Contractor visits and approximate duration of each visit.

IV. Description of any structural of operational change that would facilitate the pest control effort: Contractor shall describe site-specific solutions for observed sources of pest food, water, harborage and access.

V. Commercial applicator or technician licenses: The Contractor shall provide a current list of names along with photocopies of the commercial applicator or technician’s licenses for every Contractor employee who will be performing on-site services under this contract. Each employee who will

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work inside RAPS facilities is required to submit to and pass a background check in order to service campus facilities prior to the start of work.

Record Keeping

Contractor shall be responsible for maintaining a pest control logbook or file for each building or site specified in this contract. These records shall be kept on school property (normally in the area of Campus Administration) and maintained on each visit by the Contractor. Each logbook shall contain the following items:

I. Pest Control Plan: A copy of the Contractor’s approved Pest Control Plan for that facility, including labels and SDS sheets for all pesticides used in the building, brand names of all pest control devices, and equipment used in the building, brand names of all pest control devices, and equipment used in the building and the Contractor’s service schedule for the building.

II. Service and Complaint Logs: A logbook for recording service visit activities, complaints from staff- concerning pest sightings or pesticide applications. Forms should show times in and out and should be signed by the Contractor at each service visit.

III. Service Report Forms: Customer copies of the Contractor’s Service Report Form, documenting all information on pesticide applications, pest sightings, sanitation/environmental status and building maintenance needs.

In addition, copies of the above mentioned Service Report Forms should be forwarded by the Contractor to the Superintendent at least once a month by the Contractor.

Posting

Contractor shall fulfill all obligations with regard to posting, as required by the Texas Structural Pest Control Board. Contractor will be responsible to post, in a prominent location, pest control signs agreed upon by RAPS in fulfillment of obligations under Texas laws and regulations. In the event of emergency applications, the Contractor will display the pest control sign in a prominent location at the time of treatment.

Times of Service

Contractor shall perform routine pest control services only during times when students are not expected to be present for normal academic activities for at least 12 hours after the application (as defined under Article 135B-6 §4J€ of the Structural Pest Control Act and Title 22, Texas Administrative Code, §595.11). In the event of a possible need for an emergency treatment, (as defined by Title 22, Texas Administrative Code, §595.8 (d) and §595.11) the Contractor shall work with the Superintendent and maintenance personnel to determine whether an emergency situation exists before applying any pesticides. In such cases, pesticides may be applied only to the local area of infestation if students are present or if less than 12 hours will elapse before students are expected to be present. In the event of such an emergency treatment, the contractor will maintain records of the reasons for such treatments for the period prescribed by the law.

Safety and Health

The Contractor shall observe all safety precautions throughout the performance of this contract and shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work and shall hold RAPS harmless for any action on its part or that of its employees and that results in illness, injury or death.

Uniforms and Protective Clothing

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All Contractor personnel working in or around buildings designated under this contract shall wear distinctive uniform clothing. The Contractor shall determine and provide additional personal protective equipment required for the performance of work. Protective clothing, equipment and devices shall, at a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for the products being used.

Vehicles

Vehicles used by the Contractor shall be identified in accordance with state and local regulations and shall be operated in a safe manner on District property. Vehicles must meet Texas Department of Transportation requirements.

Licensing

Throughout the term of this contract, the Contractor shall maintain a current business license issued by the Structural Pest Control Service, the Contractor shall be notified in writing by RAPS Administration regarding problems that occur. The notice will detail the problems and site(s) which is experiencing the problems. The contractor will be required to contact the Administrator to discuss possible solutions and the Contractor will be given a date by which a written response with the proposed solutions must be submitted.

Pest Control Responsibilities

Structural Modifications and Recommendations

Contractor shall be responsible for advising RAPS Administration about any structural, sanitary or procedural modifications that would reduce pest food, water, harborage or access. RAPS will not hold the Contractor responsible for carrying out structural modifications as part of the pest control effort. However, minor applications of caulk and other scaling materials by the Contractor to eliminate pest harborage or access may be approved by RAPS on a case-by-case basis. The Contractor shall obtain the approval of the Superintendent prior to any application of sealing material or other structural modification.

Use of Pesticides

The Contractor shall be responsible for application of pesticides according to the label. All pesticides used by the Contractor must be registered with the U.S. Environmental Protection Agency (EPA). Transport, handling and use of all pesticides shall be in strict accordance with the manufacturer’s label instructions and all applicable Federal, state and local laws and regulations.

I. The Contractor shall use non-Pesticidal methods of control wherever possible. Portable vacuums rather than pesticide sprays shall be used for initial clean-outs of

cockroach infestations, for swarming (winged) ants and termites and for control of spiders in webs wherever appropriate.

Trapping devices rather than pesticide sprays shall be used for indoor fly control wherever appropriate.

II. Pesticide application shall be according to need and not by schedule. As a general rule, application of pesticides in any inside or outside area shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area. Preventive pesticide treatment of areas where surveillance indicates a potential insect or rodent infestation, are acceptable on a case-by-case basis, as approved by the Superintendent.

III. When it is determined that pesticide products must be used in order to obtain adequate control, the Contractor shall employ the least hazardous material, most precise application technique and minimum quantity of pesticide necessary to achieve control.

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IV. When selecting pesticide products, highest priority shall be given to use of products on the Green and Yellow Lists, in that order, according to the criteria established in the most recent Structural Pest Control Board definitions of these products (Title 22, Texas Administrative Code, §595.12f).

V. Containerized and other types of crack and crevice-applied bait formulations, rather than sprays, shall be used for cockroach and ant control wherever appropriate. As a general rule, liquid aerosol or dust formulations shall be applied only as crack and crevice treatments with application devices specifically designed or modified for this purpose. “Crack and crevice treatment” is defined in this contract as an application of small amounts of insecticides into cracks and crevices in which insects hide or through which they may enter a building.

VI. Application of pesticide liquid, aerosol or dust to exposed surfaces and pesticide space sprays (including fogs, mists and ultra-low volume applications), shall be restricted to unique situations where no alternative measures are practical.

VII. The Contractor shall obtain the approval of the Superintendent prior to any application of pesticide liquid, aerosol or dust to exposed surfaces or any space spray treatment. The Contractor shall take all necessary precautions to ensure student and staff safety and all necessary steps to ensure the containment of the pesticide to the site of application.

VIII. The Contractor shall not store or dispose of any pesticide on RAPS property.IX. The Contractor shall not sell, share, or make available any pesticide products to any non-

licensed District employee.

Rodent Control

I. As a general rule, all rodent control inside occupied buildings shall be accomplished with trapping devices. All such devices shall be concealed out of the general view and in protected areas so as not to be affected by routine cleaning and other operations. Trapping devices shall be checked on a schedule approved by the Superintendent. Trapping shall not be performed during periods when maintenance will be delayed by holidays, weekends, etc.

II. The Contractor shall be responsible for disposing of all trapped rodents and all rodent carcasses in an appropriate and timely manner. In circumstances when rodenticides are deemed essential for adequate rodent control inside an occupied building, the Contractor shall obtain the approval of the Superintendent prior to making any interior rodenticide treatment.

III. All rodenticides, regardless of packaging, shall be placed either in locations inaccessible to children, pets, wildlife, and domestic animals- or in EPA-approved, tamper-resistant bait boxes. As a general rule, rodenticide application outside buildings shall emphasize the direct treatment of rodent burrows, wherever feasible. Frequency of bait box servicing shall depend upon the level of rodent infestation. All bait box servicing shall depend upon the level of rodent infestation. All bait boxes shall be maintained in accordance with EPA regulations, with an emphasis on the safety of non-target organisms.

IV. The Contractor shall adhere to the following rules: All bait boxes shall be placed out of the general view, in locations where they will not be

disturbed by routine operations. The lids of all bait boxes shall be securely locked or fastened shut. All bait boxes shall be securely attached or anchored to the floor, ground, wall or other

surface, so that the box cannot be picked up or moved. Bait shall always be placed in the baffle-protected feeding chamber of the box and never in

the runway of the box. All bait boxes shall be labeled with the Contractor’s business name and address, and dated

by the Contractor’s technician at the time of installation and at each servicing.

Quality Control Program

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The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. Within (5) working days prior to the starting date of the contract, the Contractor shall submit a copy of his program to RAPS. The program shall include the following items:

I. Inspection System: Contractor shall develop a system for monitoring the effectiveness of the services provided to RAPS. The purpose of this system is to detect and correct deficiencies in the quality of services before the level of performance becomes unacceptable and/or school or health department inspectors identify the deficiencies.

II. Quality Control Checklist: A quality control checklist shall be used in evaluating contract performance during regularly scheduled and unscheduled inspections. The checklist shall include all buildings or sites serviced by the Contractor as well as every task required to be performed.

III. Quality Control File: Quality control file shall contain a record of all inspections conducted by the Contractor and any corrective actions taken. The file shall be maintained throughout the term of the contract and made available to RAPS upon request.

IV. Inspectors: The Contractor shall state the name(s) of the individual(s) responsible for performing the quality control inspections.

Evaluation Criteria

1. In evaluating Proposals submitted and per the Texas Education Code 44.031(b), the following considerations shall be taken into account to determine best value for RAPS:

a) the purchase priceb) the reputation of the vendor and of the vendor’s goods or servicesc) the quality of the vendor’s good or servicesd) the extent to which the goods or services meet RAPS’s needse) the vendor’s past relationship with RAPSf) the impact on the ability of RAPS to comply with the laws and rules relating to historically

underutilized businessesg) the total long-term cost to RAPS to acquire the vendor’s goods or servicesh) if applicable to this Proposal: 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:i: has its principal place of business in this state, orii: employs at least 500 persons in this state

i) any other relevant factor specifically listed in the request for Proposals or Proposals.

2. Award of the contract shall be made to the proposer(s) who provides goods or services at the best value for RAPS taking in to consideration the relative importance set forth below. Best value evaluation criteria will be grouped in to percentage factors.

Criteria Weight

Purchase price:

Annual pricing

Discount percentage

Monthly pricing

30 Points

7.5 Points

7.5 Points

7.5 Points

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Hourly pricing 7.5 Points

References: 20 Points

Quality of Vendor’s Services:

Product meet minimum specifications

Diversity of services

30 Points

15 Points

15 Points

Location:

Local Store Fronts

Response time

20 Points

10 Points

10 Points

Total Proposal Score 100 Points

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PROPOSAL RESPONSE FORM

Proposal Format:

For evaluation purposes, Proposals are to be submitted as a booklet or in a notebook. Use this form as a cover sheet and submit the following information per the instructions and specifications that is applicable to your company and appropriate for evaluation of your Proposal:

Proposer’s Certification

Contractor Information/PO Policy Agreement

Pricing Proposal

Deviation Form

References

Consideration of Business Location

Debarment/Felony/Residency Form

Interlocal Agreement

Conflict of Interest Questionnaire

EDGAR Compliance Form

Proposal Certification Form

Insurance Requirements

Applicable Warranty Information

The undersigned, by his/her signature, represents that he/she is authorized to bind the Proposer to fully comply with the terms and conditions of this Proposal Solicitation, including all forms and attachments included and/or referenced herein, for the amount(s) shown on the accompanying Proposal form(s).

_______________________________ _______________________Signature Date

Proposer Information:

__________________________ _________________________Company Name Name

__________________________ _________________________Mailing Address Telephone Number

__________________________ _________________________City, State, Zip Fax Number

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CONTRACTOR INFORMATION FORM

COMPANY REMIT TO ADDRESS (FOR PAYMENT): EMAIL TO RECEIVE ALL DISTRICT POS:

_____________________________ _____________________________Company Name Email Address

_________________________________________PO/Street Address

_________________________________________City, State, Zip

DISTRICT CONTACT PERSON AT COMPANY LOCATION:

___________________________ ___________________________Company Representative Phone Number

___________________________ ___________________________Email Address Fax Number

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DISTRICT PURCHASE ORDER POLICY AGREEMENT

Items and/or services are to be delivered to Rapoport Academy Public School ONLY when a district approved purchase order has been received by your company.

Under no circumstances, should items and/or services be provided to RAPS without a properly executed purchase order.

If your company provides any item and/or service without a properly executed purchase order, you are NOT GUARANTEED PAYMENT and the item and/or service you’ve provided could be constituted as a donation to RAPS.

Please inform any staff member that handles the Rapoport Academy Public School account of these procedures.

You MUST sign this document as acknowledgement that you understand this policy.

_________________________________________Signature

______________________________________Printed Name

RAPOPORT ACADEMY PUBLIC SCHOOL

PEST MANAGEMENT SERVICES

PRICING PROPOSAL

1. Bidders shall have a trained entomologist on staff, or access to one as a consultant. A Board Certified Entomologist (B.C.E.) is a person with formal training in entomology whose expertise has been examined and certified by the Entomological Society of America. (For more information about B.C.E.’s in your area, contact the Entomological Society of America at 9301 Annapolis Road, Suite 300, Lanham, MD 20176-3115; Phone: 301-731-4535)

Does your company have a Board Certified Entomologist on staff?

Yes _____________ No _____________

If you answer NO, please provide the name and address of a B.C.E., or other trained entomologist, that your company uses, if applicable.

Name: ___________________________________________________

Address: ___________________________________________________

City, State, Zip: ___________________________________________________

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Telephone: ___________________________________________________

Campus Monthly Cost Semi-Annual Cost

East Elementary Cafeteria $ $

East Elementary Main Bldg $ $

East Elementary Commons $ $

North Elementary Cafeteria $ $

North Elementary Main Bldg $ $

North Elementary Annex Bldg $ $

Quinn Middle School $ $

Quinn 5th Grade Annex $ $

Gomez Administration Bldg $ $

Math & Science Bldg $ $

DCAC Cafeteria $ $

DCAC Culinary Arts Room $ $

DCAC Building $ $

Gomez Administration Bldg $ $

TOTAL Cost $ $

Percent of annual escalation upon renewal after one year, if any: ________________%

Trapping Service:

1. Daily fee for trapping and removing pests: $__________________per day

2. Hourly charge for any additional service that may become necessary: $ ______________per hour

3. Hourly charge for consulting services: $________________per hour

Response Time:

1. State response time for call outs: ________________________

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Fees for Additional Services $___________ per hour for services not outlined in this proposal. Please outline what services are covered in the deviations section of the proposal.

DEVIATION FORMAll deviations to this solicitation must be noted on this sheet. In the absence of any entry on this Deviation Form, the Contractor assures RAPS of their full compliance with the Terms and Conditions and Specifications.

THIS DEVIATION FORM MUST BE SIGNED BY EACH CONTRACTOR, WHETHER THERE ARE DEVIATIONS LISTED OR NOT, AND SUBMITTED WITH THIS PROPOSAL.

DEVIATIONS:

Page/Item # Detailed Deviation

No Deviations_________________________________________Company Name

_________________________________________Printed Name

__________________________________________ _______________________Signature Date

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DEBARMENT OR SUSPENSION/FELONY CONVICTION/RESIDENT CONTRACTORDEBARMENT OR SUSPENSION

Federal Law (A-102) Common Rule and OMB Circular (A-110) prohibits non-federal entities, including school districts, from contacting with or making sub-awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $100,000 and all non-procurement transactions (e.g., sub-awards to sub-recipients). Contractors (Contractors) receiving individual awards for $100,000 or more and all sub-recipients must certify that the organization and its principals are not suspended or debarred. By signature of this solicitation below, the respondent affirms that neither they nor their principals are suspended or debarred by a federal agency.Where the undersigned is unable to certify to any of the statements in this certification, an explanation shall be attached to this certification.

FELONY CONVICTIONState 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 RAPS 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 RAPS determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. RAPS must compensate the person or business entity for services performed before the termination of the contract.” My firm is a publicly-held corporation; therefore this reporting requirement is not applicable My firm is not owned or operated by anyone who has been convicted of a felony. My firm is owned or operated by the following individual(s) who has been convicted of a felony:______________________________________________________________________

CERTIFICATE OF RESIDENCYPursuant to Government Code, Chapter 2252, Subchapter A, RAPS must be provided the following information for a response to be accepted. “A governmental entity may not award a governmental contract to a nonresident proposer unless the nonresident under Proposals the lowest Proposal submitted by a responsible resident proposer by an amount that is not less than the amount by which a resident proposer would be required to under Proposal the nonresident proposer to obtain a comparable contract in the state in which the nonresident's principal place of business is located.”“Resident proposer” refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. “Nonresident proposer” refers to a person who is not a resident. My company is a “resident proposer” My company is a “nonresident proposer” of __________ (the state your principal place of business is located)

Does your “resident state” require proposer whose principle place of business is in Texas to under-Proposal Contractors whose resident state is the same as yours by a prescribed amount or percentage to receive a comparable contract? “Resident state” means the state in which the principle place of business is located. No Yes If yes, what is the amount or percentage? ___________

_________________________________________Company Name

________________________________________Printed Name

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__________________________________________ _______________________Signature Date

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REFERENCESContractors shall provide a list of organizations served. Organizations comparable in size, with similar needs and requirements of Rapoport Academy Public School, are preferred.

Company:

Representative:

Title:

Address:

City/State/Zip:

Phone/Fax:

Email:

Service Dates: (From – To)

Company:

Representative:

Title:

Address:

City/State/Zip:

Phone/Fax:

Email:


Company:

Representative:

Title:

Address:

City/State/Zip:

Phone/Fax:

Email:


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CONSIDERATION OF BUSINESS LOCATION

To receive consideration, Contractors must submit a complete affidavit.

PRINCIPAL PLACE OF BUSINESS (CORPORATE OFFICE):

Business Name:

Business Address:

Business City:

Business State/Zip

LOCAL PLACE OF BUSINESS (Closest Location to Waco):

Business Name:

Business Address:

Business Zip:

Year local business was established: ___________

Was the local business required to pay business and/or real property tax for the most recent tax year?

No Yes

Are there any other factors or circumstances RAPS should take into consideration?

______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

_________________________________________Company Name

________________________________________Printed Name

__________________________________________ _______________________Signature Date

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RAPOPORT ACADEMY PUBLIC SCHOOL

BUSINESS OFFICE

Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of the Texas Local Government Code

Effective January 1, 2006, any person or entity who contracts or seeks to contract with RAPS for the sale or purchase of property, goods, or services (as well as agents of such persons) (hereafter referred to as Vendors) are required to file a Conflict of Interest Questionnaire with RAPS. Each covered person or entity who seeks to or who contracts with RAPS is responsible for complying with any applicable disclosure requirements.

The Conflict of Interest Questionnaire must be filed:

No later than the seventh business day after the date that the Vendor begins contract discussions or negotiations with the government entity, or submits to the entity an application, response to a request for Proposal or Proposal, correspondence, or other writing related to a potential agreement with the entity.

The Vendor also shall file an updated questionnaire not later than September 1 of each year in which a covered transaction is pending, and the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate.

Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year.

Please sign and return the following Conflict of Interest Questionnaire from the Texas Ethics Commission with your Proposal/Proposal to the following address:

Rapoport Academy Public School

Attn: Business Office

1020 Elm Ave. #100

Waco, TX 76704

Superintendent: Dr. Alexis Neumann

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MWBE/HUB CERTIFICATION

A proposer/proposer that has been certified as a Minority/Women Business Enterprise (also known as “Historically Underutilized Business” or “HUB” and all referred to in this form as “MWBE”) is encouraged to indicate its MWBE certification status when responding to this Proposal/Proposal Invitation.

☐ I certify that my company has been certified as a MWBE in the following categories (Please check all that apply):

☐ Minority Owned Business☐ Women Owned Business

Certificate Number: ___________________________________________

Name of Certifying Agency: _____________________________________

☐ My company has NOT been certified as MWBE.

By signature below, I certify that the above is true, complete and accurate and that I am authorized by my company to make this certification.

_________________________________________Company Name

________________________________________Printed Name

__________________________________________ _______________________Signature Date

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EDGAR CERTIFICATIONS

ADDENDUM FOR AGREEMENT FUNDED BY U.S. FEDERAL GRANT

TO WHOM IT MAY CONCERN:

RAPS is in the process of ensuring that all policies and procedures involving the expenditure of federal funds are compliant with the new Education Department General Administrative Guidelines (“EDGAR”). Part of this process involves ensuring that all current vendors agree to comply with EDGAR. You must complete this form and return to RAPS along with your Proposal.

The following certifications and provisions are required and apply when RAPS expends federal funds for any contract resulting from this procurement process. Pursuant to 2 C.F.R. § 200.326, all contracts, including small purchases, awarded by RAPS and RAPS’s subcontractors shall contain the procurement provisions of Appendix II to Part 200, as applicable.

REQUIRED CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS

APPENDIX II TO 2 CFR PART 200

Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

Pursuant to Federal Rule (A) above, when RAPS expends federal funds, RAPS reserves all rights and privileges under the applicable laws and regulations with respect to this procurement in the event of breach of contract by either party.

Does Vendor agree? YES _______ Initials of Authorized Representative of Vendor

Termination for cause and for convenience by the grantee or sub grantee including the manner by which it will be effected and the basis for settlement. (All contracts in excess of $10,000)

Pursuant to Federal Rule (B) above, when RAPS expends federal funds, RAPS reserves the right to immediately terminate any agreement in excess of $10,000 resulting from this procurement process in the event of a breach or default of the agreement by Vendor in the event Vendor fails to: (1) meet schedules, deadlines, and/or delivery dates within the time specified in the procurement solicitation, contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in accordance with the contract and/or the procurement solicitation. RAPS also reserves the right to terminate the contract immediately, with written notice to vendor, for convenience, if RAPS believes, in its sole discretion that it is in the best interest of RAPS to do so. Vendor will be compensated for work performed and accepted and goods accepted by RAPS as of the termination date if the contract is terminated for convenience of RAPS. Any award under this procurement process is not exclusive and RAPS reserves the right to purchase goods and services from other vendors when it is in RAPS’s best interest.


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Equal Employment Opportunity: Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

Pursuant to Federal Rule (C) above, when RAPS expends federal funds on any federally assisted construction contract, the equal opportunity clause is incorporated by reference herein.


Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non- Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.

Pursuant to Federal Rule (D) above, when RAPS expends federal funds during the term of an award for all contracts and subgrants for construction or repair, Vendor will be in compliance with all applicable Davis-Bacon Act provisions.


Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable t o construction

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work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

Pursuant to Federal Rule (E) above, when RAPS expends federal funds, Vendor certifies that Vendor will be in compliance with all applicable provisions of the Contract Work Hours and Safety Standards Act during the term of an award for all contracts by RAPS resulting from this procurement process.


(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or sub recipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or sub recipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.

Pursuant to Federal Rule (F) above, when federal funds are expended by RAPS, the vendor certifies that during the term of an award for all contracts by RAPS resulting from this procurement process, the vendor agrees to comply with all applicable requirements as referenced in Federal Rule (F) above.


Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non- Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Pursuant to Federal Rule (G) above, when federal funds are expended by RAPS, the vendor certifies that during the term of an award for all contracts by RAPS member resulting from this procurement process, the vendor agrees to comply with all applicable requirements as referenced in Federal Rule (G) above.


Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

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Pursuant to Federal Rule (H) above, when federal funds are expended by RAPS, the vendor certifies that during the term of an award for all contracts by RAPS resulting from this procurement process, the vendor certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.


Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or Proposal for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.

Pursuant to Federal Rule (I) above, when federal funds are expended by RAPS, the vendor certifies that during the term and after the awarded term of an award for all contracts by RAPS resulting from this procurement process, the vendor certifies that it is in compliance with all applicable provisions of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). The undersigned further certifies that:

1. No Federal appropriated funds have been paid or will be paid for 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 awarding 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 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 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 sub-awards exceeding $100,000 in Federal funds at all appropriate tiers and that all sub recipients shall certify and disclose accordingly.


RECORD RETENTION REQUIREMENTS FOR CONTRACTS INVOLVING FEDERAL FUNDS

When federal funds are expended by RAPS for any contract resulting from this procurement process, Vendor certifies that it will comply with the record retention requirements detailed in 2 CFR § 200.333. The Vendor further certifies that Vendor will retain all records as required by 2 CFR § 200.333 for a period of three years after grantees or sub grantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

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CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT

When RAPS expends federal funds for any contract resulting from this procurement process, Vendor certifies that it will comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. 6321 et seq.; 49 C.F.R. Part 18).


CERTIFICATION OF COMPLIANCE WITH BUY AMERICA PROVISIONS

Vendor certifies that Vendor is in compliance with all applicable provisions of the Buy America Act. Purchases made in accordance with the Buy America Act must still follow the applicable procurement rules calling for free and open competition.


CERTIFICATION OF ACCESS TO RECORDS – 2 C.F.R. § 200.336

Vendor agrees that the Inspector General of RAPS or any of their duly authorized representatives shall have access to any books, documents, papers and records of Vendor that are directly pertinent to Vendor’s discharge of its obligations under the Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Vendor’s personnel for the purpose of interview and discussion relating to such documents.


CERTIFICATION OF APPLICABILITY TO SUBCONTRACTRS

Vendor agrees that all contracts it awards pursuant to the Contract shall be bound by the foregoing terms and conditions.


Vendor agrees to comply with all federal, state, and local laws, rules, regulations and ordinances, as applicable. It is further acknowledged that Vendor certifies compliance with all provisions, laws, acts, regulations, etc. as specifically noted above.

Vendor’s Name:

Address, City State, and Zip Code:

Phone Number: Fax Number:

Printed Name and Title of Authorized Representative:

Email Address:

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Signature of Authorized Representative: Date:

PROPOSAL CERTIFICATION FORM

The undersigned respondent affirms and certifies the following statements:

1. Respondent has carefully examined all instructions, requirements, specifications, terms, and conditions of this Proposal.

2. Respondent is duly authorized to execute this contract.3. Respondent is a reputable company regularly engaged in providing goods and/or services necessary to meet

the requirements, specifications, terms and conditions of this Proposal.4. Respondent has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily

perform the requirements, specifications, terms, and conditions of this Proposal. Further, if awarded, the respondent agrees to perform the requirements, specifications, terms, and conditions of this Proposal.

5. All statements, information, and representations prepared and submitted in response to this Proposal are current, complete, true, and accurate. Furthermore, that respondent shall be bound by all statements, representations, warranties, and guarantees made in this Proposal.

6. This Proposal response has been independently arrived at and prepared without collusion with any other Contractor, and that the contents of this Proposal response as to prices, terms, or conditions of said Proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official receiving of this Proposal.

7. The accompanying Proposal response is not the result of, or affected by an unlawful act of collusion with another company engaged in the same line of business or commerce, or any act of fraud punishable under current local, state, and/or federal ordinances, statutes, regulations, and/or policies. Furthermore, it is understood that fraud and unlawful collusion are crimes under federal law and can result in fines, prison sentences, and civil damage awards.

THIS PROPOSAL CERTIFICATION MUST BE SIGNED. FAILURE TO SIGN WILL BE SUFFICIENT REASON FOR REJECTION OF RESPONSE.

_________________________ _______________________Company Name Date

_________________________ _______________________Printed Name Signature