Process - Submission & Requirements
Competitive Bid Law
The Plano Independent School District, as well as all other school
districts in the State of Texas, is governed by the state competitive
bid law. Therefore, the majority of our purchasing is done
via competitive bids. The purpose and intent for the competitive
bidding process is to help public schools obtain the best products
at the lowest practical prices in the best interest of the taxpayers
by stimulating competition. The Plano ISD is committed to
fair and equal competition among all vendors. In addition,
the state competitive bid law does not allow favoritism to be shown
to any vendor.
We request that all prospective vendors register on our e-bid site so that they may be notified of upcoming bids and may submit bids in their respective fields. When a need exists
for your product or service, your company will automatically receive an e-mail advising that a bid is now available in your area of interest.
The Plano Independent School District encourages participation by
all vendors and does not discriminate against any vendor because
of race, color, national origin, age, religion, gender or handicapping
Vendor Disclosure of Certain Relationships/Conflicts of Interest
Effective January 1, 2006, a person or entity who contracts or seeks to contract with Plano ISD for the sale or purchase of property, goods or services (as well as agents of such person) are required to file a Conflict of Interest Questionnaire (Form CIQ) with the Purchasing Department. Each covered person or entity who seeks to, or who contracts with, Plano ISD is responsible for complying with any applicable disclosure requirements.
Local Government Code Chapter 176.006
Local Government Conflict of Interest Form CIQ
It will be the sole responsibility of each vendor/supplier to maintain, and keep current, their company's information on our e-bidding website. In the event of a contact person name change, address, phone, etc., it will be necessary for the vendor/supplier to edit their company information on the e-bid site. Passwords can be reset by the Plano ISD Purchasing Department, by contacting Dale Kerr (469-752-0286). It is understood that all bid notifications will be sent to the e-mail address supplied by the vendor; therefore, in the event of an e-mail address change or ISP change, it is imperative that the vendor information be kept current. Otherwise, bid notifications will never be received by vendor and the opportunity for bid submittal will be lost.
The Plano Independent School District is tax exempt on the basis
that it is a governmental entity -- school district. A tax
exemption certificate is printed on the back of all purchase orders
that are issued.
How to Submit Official
Each invitation to bid will be posted on our e-bidding site and vendors/suppliers can submit their bids online by completing a series of screens. All invitations to bid that are posted on our e-bidding site, contain the following:
- Date, time and place bid is to be opened. It is
absolutely mandatory that all bids be delivered in accordance
with those instructions. Bids that are received late
are not accepted.
- General requirements and conditions.
- Detailed specifications. Many times, brand names
and model numbers are utilized in the bid specifications
as a way of communicating minimal requirements of the district.
This in no way prevents a company from bidding alternates, if specified in bid specs;
however, all deviations must be stated in the bid document
or the bidder will be required to supply the item completely
as specified. All alternates must meet or exceed the
specifications in order to be considered.
- Pre-bid meetings. For many bids, pre-bid meetings
are a part of the process. This information is included
in the bid spec. These meetings are
an opportunity for bidders and PISD staff to meet, discuss
the bid specifications and ask all questions that are necessary
to enable the bidders to prepare their bid response.
All questions pertaining to bid specs must be
presented in writing to the Purchasing Department to insure that
proper information is included in your bid response and also to
insure that all vendors receive the same information. Purchasing
is not responsible for information that is provided by other departments.
By state law, notice of the time, when and place where bids will
be opened are published in a newspaper in accordance with state
bid law requirements. Plano ISD has chosen the Plano Star Courier as their primary newspaper publication. Any company or individual who sees our
advertisements and is interested in reviewing the bid specs for possible bid submittal, may log into our e-bidding site to review same.
Bid Opening Procedures
All bids are opened promptly on the date and at the time stated
in the bid specs. All interested vendors are
invited to attend. All bid openings are public and bids are
read aloud and a tabulation of all bids are made at this time.
Bid tabulations are made available on the Purchasing website.
Once bids are opened, no changes can be made. If a vendor realizes
a mistake has been made, they are afforded two options:
- Honor their bid as written; or
- Withdraw their bid on the item(s) in question or the entire
It is the intent of the school district and the Plano ISD Purchasing
Department to obtain the best quality materials at the lowest prices
possible. Per Section 44.039 (g) of the Education Code, "In determining best value for the District, the District is not restricted to considering price alone, but may consider any other factor stated in the selection criteria."
Bid Award Notification
The Plano ISD Purchasing Department will issue all official bid
award notifications. Award notifications from any other department
or staff member of the district may be incorrect information.
Invoices & Payment Terms
By law the school district has 30 days after receipt of an invoice
to present payment. It is the intent of the school district
to pay all invoices as promptly as possible; however, by acceptance
of a Plano ISD purchase order you have agreed to the 30 day payment
policy. All invoices are submitted to the Plano ISD Accounts
Bonding and Insurance
Requirements for Contracted Services
All vendors submitting proposals for contracted service work shall
comply with the following requirements. Vendors submitting
proposals which do not comply with these requirements shall not
If Construction Is Involved
Bids shall be accompanied by a cashier's check or certified check
upon a state bank in the amount not less than five per cent (5%)
of the total maximum bid price payable without recourse to the Plano
ISD or a bid bond in the same amount from a reliable surety company
licensed to do business in the State of Texas as a guarantee
that the bidder will enter into a contract and execute a payment
and performance bond on any or all projects $25,000 or above within
fifteen (15) days after notice of award of the contract to him.
All vendors who perform contracted services for Plano ISD are required
to supply proof of insurance in accordance with the following schedule
prior to the start of the project. PISD requires that contractor's
insurance be placed only with companies that have achieved at least
an "A" rating with A. M. Best. The District reserves the right
to require higher limits of coverage depending on the size, scope,
and nature of a contract. Plano ISD must be named as an additional
Types of Coverage
|Limits of Liability
|1. Workers' Compensation
|2. Employer's Liability
||$500,000 Each Accident
$500,000 Disease Policy Limit
$500,000 Disease Each Employee
|3. Commercial General Liability
||$1,000,000 Combined Single Limit Policy
$500,000 Combined Single Limit Each Occurrence
( Property damage deductible not to exceed $500 per occurrence
|4. Business Auto Liability
||$1,000,000 Combined Single Limit Each Occurrence
( Hired/non owned coverage must also be provided )
The immunity of the owner shall not be a defense from the insurance
carrier. The selected vendor will be required to supply an
insurance certificate naming Plano ISD as an additional insured
prior to the start of the project. All successful bidders will be required to submit a
Certificate of Insurance after award.