BOERNE INDEPENDENT SCHOOL DISTRICT

PURCHASING DEPARTMENT

235 Johns Road

Boerne, Texas 78006

RFP #19-015:

REQUEST FOR PROPOSALS FOR

Recycling of Surplus Electronic & Computer Equipment

John Benavidez

BISD Purchasing Department

Phone: (830) 357-2026

URL: www.boerneisd.net

Email: john.benavidez@boerneisd.net

Submittal Deadline

August 6, 2019 by 2 p.m.

RFP # 2

NOTICE

Boerne Independent School District (BISD) is requesting proposals for the recycling and or refurbishing of

surplus electronic and computer equipment. Proposers must have the resources, experience and

qualifications to complete this type of work.

Proposal responses should provide straightforward, concise information that satisfies the requirements of

this solicitation. Proposals should include all requested and required information. Emphasis should be

placed on conformity to the instructions and requirements of this solicitation and the completeness and clarity

of content. Links to web sites for supporting documentation are not acceptable.

Responses must be delivered in a sealed envelope or container. Expensive bindings, color displays, and

advertising material are not necessary or desired. They must be plainly marked on the outside with the

vendor’s name and address and the solicitation number. Respondents are instructed to submit (1) one

original and (1) one copy. The original copy must be plainly marked “ORIGINAL”.

Responses must be submitted to the Purchasing Department at the BISD Administration Building on or

before the submittal deadline date and time shown on the solicitation document. Unsigned, unsealed, faxed

or late responses will not be accepted. Boerne ISD will not be responsible for mail delivered from the post

office. Submittals will be publicly opened immediately after the response deadline on the same day.

Responses received by hand delivery or mail after the stated due date and time will remain unopened.

The District reserves the right to reject any and all proposals and to waive irregularities and informalities

in the submittal and evaluation process. This RFP does not obligate the District to pay any costs incurred

by respondents in the preparation and submission of a proposal. The District reserves the right to negotiate

services and equipment specifications regardless of the proposal design. Furthermore, the RFP does not

obligate the District to accept or contract for any expressed or implied services.

Any questions regarding this solicitation must be submitted via e-mail to John Benavidez, Boerne ISD

Purchasing Coordinator. In the email subject line type: “Questions” followed by the solicitation number

and title. Q&A and Addenda will be posted on the district website at:

https://www.boerneisd.net/Page/3074.

Timeline

ACTION DATE(s)

Post and Advertise RFP June 25, 2019 and

July 2, 2019

Last day to submit Questions July 22, 2019

Deadline for Responses July 25, 2019

Bid Opening Aug. 6, 2019

Recommendation to Board of Trustees Aug. 19, 2019

*The District will make every effort to adhere to this schedule; however, dates are subject to change.

RFP # 3

DISTRICT PROFILE

Boerne Independent School District is a rural district located in the scenic Texas Hill Country 30 miles

north of San Antonio. Boerne ISD has an enrollment of over 9,200 students at six elementary schools, two

middle schools, two high schools and an alternative campus. We will be opening our seventh elementary

school and third middle school in August 2019 with an estimated enrollment of 9,700 students. We are a

fast growth district anticipating five percent growth each school year. With more than 1,000 faculty and

staff, Boerne ISD is the largest employer in the community. District boundaries are in Kendall, Bexar, and

Comal counties. Our teachers are dedicated professionals whose commitment to excellence is recognized

consistently on regional, state and national levels.

PROPOSAL INFORMATION REQUIRED

To achieve a uniform review process and obtain the maximum degree of comparability, it is required

that submissions contain the following information.

Proposal Submission Forms

Company Information Completed Reference Form

Completed Statement of Work

Completed Price Proposal and any/all pricing information

Proposer Profile Information

Project Understanding. Discuss your experience with this type of project and discuss

the ability to perform the work.

Scope Section

Clearly describe the scope of the services to be provided based upon the information in

the Scope of Work section in this request for pricing.

RFP # 4

STATEMENT OF WORK

The Boerne Independent School District is requesting proposals for the recycling of surplus electronic and

computer equipment. The District generates a large amount of electronic and computer equipment each

year as we complete the deployment of new technology into the classrooms as electronic equipment

reaches its end of life or breaks. Our intent is to enter into a one (1) year contract with an option to

renew the contract for two (2) additional one-year periods for the removal and recycling of this

equipment along with any other electronic equipment the District needs to dispose of.

A partial list of the types of equipment to be disposed of would include but not be limited to: Computer

hardware, CPU’s, LCD and CRT monitors, speakers, printers, file servers, scanners, disk drives, audio

visual equipment, LCD, LED & CRT TV’s, DVD players, VCR’s, projectors, recording equipment,

overheads, communications equipment, two-way radio equipment, telephone system equipment, public

address systems, etc.

The District’s major goal in this process is to maximize its surplus value and minimize the environmental

impact on area landfill sites. We are looking to contract with an environmentally sensitive company who

has the capability of recycling this equipment in a variety of ways that does not leave the District liable

for disclosing sensitive/confidential District information.

The District will only accept proposals for the purchase of surplus equipment. The District is seeking to

provide the best value to its taxpayers for these items. All proposals should address, in detail, all options

available to the District.

EVALUATION CRITERIA

It is the intent of the District to award this RFP based on the Best Overall Value to the District. Each

Proposer shall furnish to Boerne ISD, all such information and data requested by the BISD to help in

determining the Proposer’s qualifications and responsibility. The District reserves the right to negotiate

separately with any Proposer(s) in any manner necessary to serve the interests of the District. An

Evaluation Committee will evaluate the proposals against the following weighted criteria:

EVALUATION CATEGORY MAX.

POSSIBLE

POINTS

1. Purchase Price 30

2. Qualifications of the Firm

5+ years’ experience in providing similar service, preferably in a K-

12 environment

15

3. Quality of the Vendor’s Services 20

4. Ability to meet the Districts needs 15

5. Schedule 10

6. References 10

Total possible points: 100

RFP # 5

DISTRICT RESPONSIBILITIES

The District will provide loading facilities for all equipment scheduled for disposal. Prior to pick up by

your company the District will palletize and shrink-wrap all equipment. All equipment will be picked up

from the District Warehouse located at 320 S Esser Rd, Boerne, TX 78006. A loading dock is available.

Frequency of pick up will depend on the amount of surplus property collected at any particular time.

Proposers are asked to detail their requirements for scheduling a pick up.

The District will consider all proposals submitted from established recyclers of electronic equipment and

established re-marketers of the same equipment.

This contract will be for a one (1) year period with an option to renew the contract for two (2) additional

one- year periods.

The District makes no guarantee as to the condition of the surplus equipment or the quantity that will be

available during the contract period.

The successful contractor will be responsible for the transportation of all surplus equipment from the

District warehouse to its final destination.

RECEIPT OF PROPOSALS

Please submit two proposals with one as original (clearly marked “Original”) by 2 p.m. to:

John Benavidez

Purchasing Department

235 Johns Road

Boerne, TX. 78006

RFP #19-015

August 6, 2019 @ 2 p.m. CST

INSPECTION PROCESS

Proposers wishing to inspect the current inventory of surplus property may do so on the following date:

Wednesday, July 17, 2019 at 11:00 a.m.

Boerne ISD Administrative Building, Technology Services

POC: Art Meraz

235 Johns Rd., Boerne, TX 78006

RFP # 6

TYPES OF EQUIPMENT

The successful vendor must be willing to accept and recycle or properly dispose of any and all types of

electronic equipment from the District, in addition to the computer equipment that the District will be

disposing of. The primary equipment being contemplated under this contract will be computer equipment,

to include, but not limited to: PC’s, laptops, monitors, keyboards, mice, cables/connectors, speakers,

tablets, UPS units, servers, hard drives, printers, fax machines, etc. Shipments most likely will include

other types of electronic equipment, to include, but not limited to: over-head projectors, photography

equipment, electrical appliances etc. The main financial driver of this contract will be the computer

equipment, and vendors are required to quote pricing for specific computer models that the District knows

will be replaced during the term of this contract. Quoted pricing for specific models coming up for disposal

will be utilized as part of contract award determination.

SERVICES PROVIDED

Check all services provided by your organization. Note exceptions and add explanations (use additional

pages as necessary). If any of the services listed are provided by a subcontractor, mark the blank space

with an “S”. Attach separate pages to detail any additional services available or any additional

information you would like Boerne ISD to consider.

*Attached detailed explanation of the process/procedures your organization uses to recover or recycle

this type of electronic equipment.

**Vendor may be required to do onsite inventory before devices are removed from district

property. Please indicate if organization provides this service as part of this proposal.

Please complete the table by checking ‘Yes’ or ‘No’

Yes

No

1. Equipment Removal (describe in Scope of Work document)

2. Documentation of transfer of ownership of all equipment

3. Copy of “Certificate of Destruction” used for Environmental audits

(attach copy with bid)

4. Physical destruction of all computer/server hard drives or erasure of all data from computer hard drives to a U.S. Department of Defense (DoD 5220.22-M) standard of security.

5. Removal of any district engraving

6. Resale or donation of useable equipment systems. *

7. Removal of hazardous components, disposal at an authorized

disposal facility. *

8. Onsite Inventory**

9. Does your firm have its principal place of business in the state of

Texas?

10. Does your firm employ at least 500 persons in the state of Texas?

RFP # 7

COMPANY INFORMATION FOR SERVICE-PROVIDERS FOR DISPOSITION OF

SURPLUS AND END-OF-LIFE ELECTRONIC EQUIPMENT

Company:_______________________________________________________Date:_________________

Signature: ____________________________________________________________________________

Printed Name:_______________________________________________Title:______________________

Address:______________________________________________________________________________

_____________________________________________________________________________________

City, State & Zip:_______________________________________________________________________

Telephone Number:______________________________________ Fax:___________________________

E-mail Address:______________________________________ Website Address:___________________

Federal EID #/SSN #:___________________________________________________________________

Physical Address of Facilities: ____________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

Texas Commission on Environmental Quality Registration Number: ______________________________

EPA Identification Number: ______________________________________________________________

*Environmental Licenses & Certifications: Attach Copies to this bid.

*Liability Insurance Carrier: Attach copy of certificate.

*Subcontractor Information: (On a separate sheet, provide the above information for third parties and

subcontractors involved in the recycling services offered, indicating the services provided by each)

RFP # 8

REFERENCES FORM

Each proposer must provide a minimum of three (3) verifiable references, preferably K-12, for which the

proposer has provided similar services.

Company Name:

Address:

Contact Person:

Telephone:

Brief Description of

Project:

Company Name:

Address:

Contact Person:

Telephone:

Brief Description of

Project:

Company Name:

Address:

Contact Person:

Telephone:

Brief Description of

Project:

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SUPPLEMENTAL COMPANY INFORMATION

Please provide the following information for contract development.

Legal name of company: __________________________________________________

Number of years in business: _____________

Number of certified engineers: _____________

Is your company:

1. Sole Proprietorship YES NO

2. Partnership YES NO

3. Corporation YES NO

If company is a sole proprietorship, list the owner’s full legal name:

If company is a partnership, list the partner’s full legal name(s):

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

_________________________

If company is a corporation, list the full legal name as listed on the corporate charter:

Is this company a minority, or woman-owned business enterprise?

NO YES If yes, specify ( ) MBE ( ) WBE

Is your company currently for sale or involved in any transaction to expand or to become acquired by

another business entity? ____ YES ____ NO If yes, please explain the impact both in organizational

& directional terms. May provide this as a separate attachment.

Provide any details of all past or pending litigation or claims filed against your company that would

affect your company’s performance under a contract with Boerne ISD. May provide this as a separate

attachment.

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

________________________________________________________________________________

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PRICE PROPOSAL

Under no circumstances will the District pay for the removal and disposal of electrical and computer

equipment. The successful vendor must guarantee that electrical and computer equipment will be

purchased from the District at fair market value, or at a minimum, will be picked-up and properly

disposed of/refurbished at no cost to the District.

The District will be disposing of items listed below. This is not representative of all makes and

models of equipment that will be sent for disposal. During the term of this contract other types and

makes/models will be included. Please indicate the price, per unit, that would be paid to the District

for each model type including all pickup, inventory, certification and recycling services. The District

can not guarantee devices are not damaged and are in working condition.

Desktops: Price Per

Unit/Pound

Apple Devices: Price Per Unit/Pound

HP dc5800 $ iPad, Gen 1 $

HP dc6200 $ iPad, Gen 2 $

HP dc6300 $

HP 600G1 $

HP 600G2 $

Printers: Price Per Unit/Pound

Monitors: Price Per Unit/Pound

HP 4015N $ HP E231 $

HP 4250N $ Dell P2314HT $

HP 4200 $ $

Laptops: Price Per Unit/Pound

HP Chromebooks: Price Per Unit/Pound

HP 4510 $ Asus C202S $

HP 430 G1 $

HP 430 G2 $

HP Stream $

*On a separate sheet, please indicate, in detail, how pricing is determined for other electronic

equipment, such as but not limited to UPS units, servers, fax machines, over-head projectors,

photography equipment, electrical appliances etc.

By

Signature

Title

Date

11

BOERNE ISD CONTRACTOR INSURANCE REQUIREMENTS

Contractors providing good, materials and services for Boerne ISD shall, during the term of the contract

with Boerne ISD or any renewal or extension thereof, provide and maintain the types and amounts of

insurance set forth herein. All insurance and certificate(s) of insurance shall contain the following

provisions:

1. Name the District, its officers, agents, representatives, and employees as additional insureds as

to all applicable coverage except for workers compensation insurance.

2. Provide for at least thirty (30) days prior written notice to the District for cancellation, non-

renewal, or material change of the insurance.

3. Provide for a waiver of subrogation against the District for injuries, including death, property

damage, or any other loss to the extent the same is covered by the proceeds of insurance.

Insurance Company Qualification: All insurance companies providing the required insurance shall be

authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service.

Certificate of insurance: A certificate of insurance evidencing the required insurance shall be submitted

with the contractor’s RFP or response to proposal. If the contract is renewed or extended by the District, a

certificate of insurance shall also be provided to the District prior to the date the contract is renewed or

extended.

Type of Contract Type and amount of Insurance

Special Events General Liability insurance for personal injury (including death) and

property damage with a minimum of $1 Million Dollars per

occurrence and $2 Million Dollars aggregate, including coverage for

advertising injury and products coverage.

Statutory Workers compensation insurance as required by state law.

(If the contractor serves alcoholic beverages) Liquor Liability with a

minimum of $1 Million Dollars per Occurrence and $2 Million

Aggregate.

(If high risk or dangerous activities) Umbrella Coverage or Liability

Excess Coverage of $ 2 Million Dollars.

(If automobile or limousine service is involved even if volunteers)

Automobile Liability with a minimum of $1 Million Dollars

combined single limit.

Public Works and Construction General Liability insurance for personal injury (including death) and

property damage with a minimum of $1 Million Dollars per

occurrence and $2 Million Dollars aggregate, including advertising

injury, products coverage and (XCU) Explosion, collapse and

underground (If high risk or dangerous activities) Umbrella Coverage

or Excess Liability Coverage of $2 Million Dollars Statutory Workers

compensation insurance as required by state law.

Professional Services Professional Liability Insurance with a minimum of $1 Million

Dollars per occurrence and $2 Million Dollars aggregate.

(If size or scope of project warrant) Umbrella Coverage or Excess

Liability Coverage of $2 Million Dollars.

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INSTRUCTIONS TO RESPONDERS

1. RFP, PREPARATION AND SUBMITTAL

Responders must submit two (2) complete sets of the sealed RFP/proposal to the Boerne ISD Purchasing

Department prior to the response due date and time as described in the Request for Proposals. Failure to

submit the necessary two (2) complete sets may result in the RFP being declared unresponsive to

specification and may not be further evaluated.

All submittals must be written in ink or typed. Submittals written in pencil or erasures are not acceptable.

However, mistakes may be crossed out, corrections inserted and initialed in ink by the person signing the

RFP submission. No oral, telegraphic, telephonic, e-mailed or facsimile RFPs will be considered. All

submittals must be submitted in a sealed envelope. Responders must provide all documentation required

with the RFP response. Failure to provide this information may result in rejection of RFP. For additional

instructions related to RFP Preparation, please see the General Conditions contained herein.

2. DELIVERY OF SUBMITTALS

Submittals received prior to the deadline will be kept securely unopened. Submittals received after the time

specified in the Request for Proposals shall be considered late and shall be returned unopened. The person

whose duty it is to open the submissions will decide when the specified deadline time has arrived. No

responsibility will be attached to an officer of the District for the premature opening of an RFP not property

addressed and identified. No oral, telegraphic, telephonic, e-mailed or facsimile submittals will be

considered.

3. SIGNATURES

All RFP responses are required to be signed by an authorized representative of the responding entity. RFP

responses received unsigned will result in the RFP being declared unresponsive to specification and may

not be further evaluated.

4. SUBMITTAL ALTERATION/WITHDRAWAL

Submittals cannot be altered or amended after the submission deadline. The signer of the submittal,

guaranteeing authenticity, must initial any interlineations, alteration, or erasure made before submission

deadline. Submissions may be withdrawn by written request signed by the Responder prior to the

submission deadline; however, such written request must be received by the District in the normal course

of business and prior to the submission deadline. Negligence on the part of the Responder in preparing the

submission represents no right for withdrawal after the response is opened. No submissions may be

withdrawn for a period of sixty (60) calendar days after opening of the responses.

5. DISQUALIFICATIONS OF RESPONDERS

Responders may be disqualified, and their proposals not considered for the following reasons, including,

but not limited to:

• Reason for believing collusion exists between Responders.

• The Responder is an interested party in any litigation against the District.

• Failure to comply with any of the requirements contained herein.

• Lack of signature by an authorized representative on the RFP Form.

• Responder is indebted to the District.

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6. TEXAS PUBLIC INFORMATION ACT

Boerne Independent School District is a public entity subject to the provisions of the Texas Public

Information Act (Texas Government Code Chapter 552). Responses to this Solicitation may be subject to

release as public information unless the response or specific parts of the response are accepted from public

disclosure under such Act. Proposers should consult their legal counsel regarding disclosure issues and take

the appropriate precautions to safeguard trade secrets or any other confidential or proprietary information

before responding to this invitation. The District assumes no liability or responsibility for release of any

information not properly identified and documented in accordance with the enclosed Confidential

Information Declaration & Copyright Authorization Form. The District assumes no liability or

responsibility for release of any information that the Texas Attorney General or a court of law determines

to be subject to release.

No party may incur any chargeable costs prior to the execution of the final Contract and issuance of a valid

Boerne ISD Purchase Order.

Except for the submission of written questions or in response to requests or inquiries from Boerne ISD,

proposers shall refrain from contacting members of the Selection Committee, Board Members, Consultants,

or other staff with respect to this RFP or the selection process.

Sales Tax

Boerne ISD is exempt by law from payment of Texas and Local Sales Tax and Federal Excise Tax.

Termination of Contract

This contract shall remain in effect until contract expires, or delivery and acceptance of products and /or

performance of services is concluded subject to the following conditions:

A. The District always reserves the right to review the performance of vendor.

B. The District will have the right to cancel any contract entered under the terms and

conditions of this bid for any reason at any time on thirty (30) days written notice.

Vendor shall have the right to cancel the contract subject to Boerne ISD approval at

any time on thirty (30) days written notice and justification. The successful bidder

must state therein the reasons for such cancellation. In the event of any actual

contract cancellation, Boerne ISD will not be held responsible for loss of business

or any termination expenses incurred by the vendor.

BOERNE ISD reserves the right to terminate contract at the expiration of each budget period. The

contract is for current revenues only. Local Government Code Section 271.903.

Payments/Invoices

Payments will be issued within 30 days of receipt of invoice, provided that the invoice shall show

purchase order number, copy of signed delivery ticket and bid name and shall be mailed directly to:

Boerne ISD Accounts Payable Department

235 Johns Road

Boerne, Texas 78006

14

15

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FELONY CONVICTION NOTIFICATION

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.

Vendor’s Name:

Authorized Company Official’s Name (Printed):

Check one of the following and sign as appropriate.

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

Signature of Company Official:

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

Signature of Company Official:

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

Name of Felon(s):

Details of Conviction(s):

Signature of Company Official:

17

VENDOR DEBARMENT STATEMENT

I have read the conditions and specifications provided in the bid document attached.

I affirm, to the best of my knowledge, the company I represent has not been debarred or suspended from

conducting business with school districts in the State of Texas. This certification is required by the

regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section

3017.510, Participants’ responsibilities. The regulations were published as Part IV of the January 30, 1989,

Federal Register (pages 4722-4733). Copies of the regulation may be obtained by contacting the Department

of Agriculture Agency with which this transaction originated.

________________________________________________________________________________________

Name of Company (Please Type/Print)

________________________________________________________________________________________

Mailing Address City State Zip

________________________________________________________________________________________

Printed Name (Please Type/Print)

______________________________________________ ________________________________________

Signature Title

______________________________ ______________________________ __________________________

Telephone Number Fax Number Date

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HOUSE BILL 89 – SECTION 2270.001 VERIFICATION

Pursuant to Section 2270.001, Texas Government Code:

1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise

taking any action that is intended to penalize, inflict economic harm on, or limit commercial

relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-

controlled territory, but does not include an action made for ordinary business purposes; and

2. “Company” means a for-profit sole proprietorship, organization, association, corporation,

partnership, joint venture, limited partnership, limited liability partnership, or any limited liability

company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or

affiliate of those entities or business associations that exist to make a profit.

I, , the undersigned representative of

(Company or Business Name) being an

adult over the age of eighteen (18) years of age, do hereby verify that the company named above, under the

provisions of Subtitle F, Title 10, Government Code 2270:

Does not boycott Israel currently; and Will not boycott Israel during the term of the contract the above-named

company, business or individual with Boerne Independent School District.

Printed Name Title

Signature Date

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SENATE BILL 252 – CHAPTER 2252 VERIFICATION

Effective September 1, 2017 contracts with companies engaged in business with Iran, Sudan, or foreign terrorist

organization is prohibited. A governmental entity may not enter into a governmental contract with a company

that is identified on a list prepared and maintained under Section 806.051, 807.051 or 2252.153. The comptroller

shall prepare and maintain, and make available to each governmental entity, a list of companies known to have

contracts with or provide supplies and services to a foreign terrorist organization.

I, _______________________________________________, the undersigned representative of

(Company or Business Name) being an

adult over the age of eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section

2252.152 and Section 2252.153, certify that the company names above is not listed on the website of the

Comptroller of the State of Texas concerning the listing of companies that are identified under Section 806.051,

Section 807.051 or Section 2253.153. I further certify that should the above-named company enter into a

contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do

business with Iran, Sudan or any Foreign Terrorist Organization, I will immediately notify the Boerne

Independent School District’s Purchasing Department.

Printed Name Title

Signature Date