Project Information

Bid Title

Event Services & Related Products

Issuing Agency

Plano Independent School District

Location

Texas

Published Date

Feb 21, 2025

Closing Date

Jun 3, 2025

Government Level

State & Local

Status

Closed

Ref. #

2023-033-S3

Original Source

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Bid Documents

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Project Description

Bid Information

Type	Request for Proposal
Status	Issued
Number	2023-033-S3 (Event Services & Related Products)
Issue Date & Time	2/21/2025 12:00:02 AM (CT)
Close Date & Time	6/3/2025 10:00:00 AM (CT)
Notes	THIS REQUEST FOR PROPOSALS IS TO ADD SUPPLEMENTAL VENDORS FOR THE NAMED SUPPLIES. PLANO ISD WILL UTILIZE ANY CONTRACTS AWARDED IN RESPONSE TO THIS REQUEST FOR PROPOSALS, AS THE FIRST CHOICE BEFORE CONTRACTS OF OTHER ENTITIES (i.e. interlocal and cooperative contracts). SUPPLIERS ARE ENCOURAGED TO SUBMIT A PROPOSAL TO BE PLACED ON PLANO ISD'S APPROVED VENDOR LIST. VENDORS THAT WERE AWARDED ON THE PREVIOUS PROPOSAL FOR RFP 2023-033, 2023-033-S1 or RFP 2023-033-S2, ARE NOT TO RESPOND TO THIS SUPPLEMENTAL PROPOSAL. This supplemental RFP is to add additional vendors to the already awarded list. PLEASE NOTE! IN ORDER TO BECOME AN APPROVED VENDOR WITH PLANO ISD FOR ANY OF THE LISTED CATEGORIES, YOU MUST RESPOND TO THIS INVITATION WITH A PROPOSAL. IT IS NOT NECESSARY TO OFFER ALL CATEGORIES OF ITEMS LISTED, IT IS IMPORTANT TO RESPOND TO AT LEAST ONE WHICH MAY INCLUDE LINE ITEM 10. ENTER YOUR DISCOUNT AMOUNT FOR THOSE THAT YOU OFFER, AND SELECT "NO BID" ONLY FOR THE LINES YOU DO NOT OFFER. SCOPE: The Plano Independent School District (Plano ISD) is seeking proposals for PURCHASE OR RENTAL of SUPPLIES AND SERVICES related to GRADUATION, ATHLETIC, CELEBRATORY & OTHER EVENTS, to include the following: Decorations (Arches, Balloons, Floral, Carpet, Centerpieces, Signage, Etc) Disc Jockeys/DJs or related services Event Security Staffing (Event Staff Supervisor, Ticket Taker/Gate Person, Usher, Parking Attendant, Unarmed Security Guard, Etc) Event Planning Party Equipment Rentals Photo Booths & Services Sound & Lighting Equipment & Services Tables, Chairs & Furniture Rental (may include Delivery, Setup & Pickup) Table Settings (Plates, Table- & Service- Ware, Linens, Etc) Tents or Other Temporary Covering Related Purchases & Rentals Not Otherwise Specified to fill the needs of the schools and various departments of PISD on an "As Needed" basis. This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2 CFR) Part 200 requirements to procure vendors who provide goods and/or services purchased by Plano ISD using federal dollars. This proposal may be used with local, state, federal and grant funded programs. ESTIMATED ANNUAL EXPENDITURE: The estimated expenditure for this district-wide contract is approximately $250,000 annually. However, this estimate should not be construed to be a guarantee of either minimum or maximum since usage is dependent upon actual needs and available funding. This estimate may be exceeded by 25% annually. TERM: The initial term of this RFP is for one (1) year from date of award by Plano ISD Board of Trustees. This contract, upon the agreement of both the successful vendor(s) and the Plano ISD, will automatically extend for four (4) additional one (1) year periods. This decision will be made in the best interests of Plano ISD. Plano ISD has the option to extend this RFP at the end of the performance period for up to 120 days if determined to be in the best interest of the district to ensure availability of products and/or services. Initial Contract Period: September 2023 - September 2024 Contract YR2: September 2024 - September 2025 Contract YR3: September 2025 - September 2026 Contract YR4: September 2026 - September 2027 Contract YR5: September 2027 - September 2028

Contact Information

Name	Tina Tomson
Address	Plano Independent School District 6600 Alma Drive Plano, TX 75023 USA
Phone	(469) 752-0285
Fax	(469) 752-0281
Email	tina.tomson@pisd.edu

Bid Documents

Document name	Format
Bid Invitation	Acrobat / PDF	BINVAVL	8189797

Bid Attachments

File Name	Description	File Size
Terms_and_Conditions 2022.pdf	Terms and Conditions	317 KB	311261	5363837
CIQ.pdf	CIQ	157 KB	311261	5363850
IRS Form W-9 (Rev. March 2024).pdf (please login to view this document)	A new W-9 is necessary with this RFP. For a fillable form with complete instructions, visit https://www.irs.gov/pub/irs-pdf/fw9.pdf	31 KB	311261	5880716
Sample ACORD Certificate of Insurance.pdf (please login to view this document)	This is a sample only of a blank ACORD form. You will need to obtain a completed form with current coverages that satisfy the requirements noted for insurance in the Attribute section of this RFP.	587 KB	311261	5880729

Commodity Codes

• NAICS 561920Convention and Trade Show Organizers

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