Independent School District...Annual Financial Audit Services, RFQ #2019-001 The Bellville Independent School District (BISD) is seeking qualifications from firms interested in providing

Annual Financial Audit Services, RFQ #2019-001

The Bellville Independent School District (BISD) is seeking qualifications from firms interested in providing Annual Financial Audit Services. Responses shall be submitted in a sealed envelope clearly marked on the outside with the offeror’s name, address and response number (ANNUAL FINANCIAL AUDIT SERVICES, RFQ #2019-001) to:

Bellville Independent School District Business Office

518 South Mathews Bellville, TX 77418

Direct questions in writing to: Dennis Jurek Assistant Superintendent of Finance & Operations [email protected]

Responses will be received at: Bellville ISD 518 S. Mathews Bellville, TX 77418 Responses will be received until: 3:00 PM (CST), Thursday, April 11, 2019

Responses received after the opening time will be refused and returned to the vendor unopened.

Number of Copies Submit the original and two (2) copies of the signed

response sheets, certifications, and supporting data in a sealed envelope marked as follows: “ANNUAL FINANCIAL AUDIT SERVICES, RFQ #2019-001”

No Response/ Submission Should you choose not to submit a response, please

complete the “Notice of No Submission” Section and return to our attention.

Independent School District

Opening: Thursday, April 11, 2019 3:00 p.m.

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RFQ #2019-001 - Annual Financial Audit Services

To receive a copy of this Request for Qualifications (RFQ) or for information concerning this RFQ, including specific requirements and evaluation criteria, please visit www.bellvilleisd.org or contact Dennis Jurek at 979-865-3133 or [email protected]

The Bellville Independent School District reserves the rights to negotiate with any or all firms submitting qualifications. Small and minority businesses, women’s business enterprises, and labor surplus area firms are encouraged to submit qualifications and firms using subcontractors must solicit such firms in the subcontracting process.

The Bellville Independent School District is an equal opportunity employer without regard to race, color, sex, age, religion, national origin, persons with disabilities, or limited English proficiency.

TABLE OF CONTENTS

Forms Checklist and Tentative Timeline ............................................................................. 3

Part 1 - District Overview .................................................................................................... 4

Part 2 - Scope & Specifications ........................................................................................... 5

Part 3 - Proposal Submission .............................................................................................. 7

Part 4 - Evaluation of Qualifications, Negotiations and Contract Awards ......................... 9

Part 5 - Contract Special Requirements ........................................................................... 12

Part 6 - General Terms and Conditions ............................................................................ 15

No Submission Form ......................................................................................................... 17

ATTACHMENTS

Attachment I: Declaration of Compliance ........................................................................ 18

Attachment II: Residence Certification ............................................................................. 19

Attachment III: Felony Conviction Notice ......................................................................... 20

Attachment IV: 1295 Form Information and Sample Form ............................................. 21

Attachment VI: Conflict of Interest Questionnaire ........................................................ 23

Attachment VII: W9 .......................................................................................................... 24

http://www.bellvilleisd.org/

mailto:[email protected]


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BELLVILLE INDEPENDENT SCHOOL DISTRICT FORMS CHECKLIST

RFQ# 2019-001

Please read carefully this entire RFQ document and specifications. Complete all forms and submit your proposal with all appropriate attachments.

_______ Completed – RFQ Proposal Content

_______ Declaration of Compliance

_______ Notice of Felony Conviction Form

_______ Resident Proposer Form

_______ HB 1295 Certificate of Interested Parties

_______ Conflict of Interest Disclosure Statements (CIQ)

_______ Request for Taxpayer Information (W9)

_______ No Proposal Notification – Complete only if applicable

Tentative Time Table

BISD anticipates following the time table listed below for this solicitation:

Item Activity Date & Time

1 Solicitation starts to advertise (1st run) March 28, 2019

2 Solicitation advertised (2nd run) April 4, 2019 3 Deadline for Questions April 9, 2019

4 Deadline for submission of responses Thursday, April 11, 2019 at 3:00 p.m.

6 Anticipated Board Meeting Approval April 18, 2019

7 Initial Contract Period May 1, 2019 – April 30, 2020

8 Contract YR2 (Option) May 1, 2020 – April 30, 2021




The table above is only an estimate and may vary.


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PART 1 - District Overview

The Bellville Independent School District, established in 1878, encompasses 387 square miles in Austin County just west of Houston, Texas. The District covers portions of the cities of Bellville, Industry, and unincorporated areas of Austin County.

The District currently has one (1) high school, one (1) middle school, one (1) intermediate school, two (2) elementary schools, one (1) alternative learning center, a transportation center, and a maintenance center, with one (1) administration building.

Bellville ISD’s operating budget for the 2018-2019 fiscal year as approved by the Board of Trustees was $21,887,839. The Food Services budget was approved at $1,273,057 while Debt Service was $1,820,258.

The District’s investments are governed by the Public Funds Investment Act, state and locally adopted policies. Auditors perform compliance review procedures each year to ensure compliance with these acts and policies as part of their annual financial and compliance audit.

The District’s Annual Financial Report for the year ended August 31, 2018 may be view on the District’s web site www.bellvilleisd.org under business records.

http://www.bellvilleisd.org/


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PART 2 – SCOPE & SPECIFICATIONS Request for Qualifications Defined The intention of this Request for Qualifications (RFQ) is to solicit responses for Annual Financial Audit Services BISD is utilizing the Request for Qualifications (RFQ) method for the procurement of this service in accordance with Texas Education Code Section 44.031 (f) Request for Qualifications. For information regarding the RFQ process, contact Dennis Jurek 979-865-3133. Interested vendors should respond to this RFQ and submit responses to BISD.

Scope of Services BISD is looking to obtain responses from vendors that can provide Annual Financial Audit Services

Specifications It is the intention of BISD to establish a contract with a highly qualified Vendor for Annual Financial Audit Services. Vendor(s) shall, at the request of BISD, provide these products and/or covered services under the terms of this RFQ.

Introduction Bellville Independent School District (BISD) invites your firm to submit a response describing your qualifications to provide annual independent financial audit services. BISD is seeking a firm that has both experience and expertise in Texas K-12 school district audit and accounting best practices.

Auditing requirements for Texas public school districts are contained in the Texas Education Agency Financial Accountability System Resource Guide (FASRG), which is the authoritative document adopted by reference and state board of education rules, through Title 19, Texas Administrative Code, Section 109.41. Legal authorization for school district audits is found in the Texas Education Code, Section 44.008, and in the Office of Management and Budget, (Uniform Grant Guidance A-133), December 2015.

It is the intent of BISD to solicit responses to the Request for Qualifications (RFQ) in accordance with the sections contained in this document. See Part 5, Contract Special Requirements, for additional details of the project requirements.

The purpose of the Request for Qualification is to obtain the information as to the firm’s ability to provide an independent audit for fiscal year 2019 and beyond based on the terms of a contract. The audit is to be performed to determine:

• whether the financial statements present fairly, in all material respects, the respective financial position of the governmental activities, each major fund, and the aggregate remaining fund information of the District, and the respective changes in financial position and cash flows

• whether the District has complied with the laws and regulations for those transactions and events that may have a material effect on the financial statements

• whether the District is in compliance with the Texas Education Agency’s Financial Accountability System Resource Guide provisions

• whether the District’s internal control structure is sufficient to prevent and/or identify potential conditions that may impact the District’s financial statements or operations

• whether the District is in compliance with laws and stipulations for federal programs • whether the District is in compliance with provisions of the Public Funds Investment Act • whether the District has accurately submitted financial data through the Public

Education Information Management System (PEIMS) Other Requirements The accounting firm should provide an annual audit report in a form acceptable to the Texas Education


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Agency and within the time frame stipulated in TEC44.008 (d) of 150 days subsequent to the close of the fiscal year for which the audit was made.

The Finance and Audit Committee would expect to meet with the auditor(s) at least annually. The meeting would be called by the Assistant Superintendent of Finance & Operations.

Due to limited staff, the District will provide an electronic financial data file that includes detailed transactions of financial operations. The selected auditor will be required to prepare the bound audit report including the footnotes, and all other necessary schedules for the audit report. All of these items will be reviewed and approved by the Assistant Superintendent of Finance & Operations. In regard to data submission, the selected auditor will be required to prepare and submit the data feed to the Texas Education Agency (TEA) and ensure that the data feed is consistent with the financial information in the AFR. The auditor will review and correct (if necessary) all edits, submit and close the data feed file as part of the AFR submission.

The firm upon being awarded this engagement will be expected to review the detailed audit work plan and schedule with the Assistant Superintendent of Finance & Operations and Director of Accounting prior to commencing the audit assignment each year.

Financial statements developed by the Auditor must be in a form that complies with the requirements for the GFOA Certificate of Achievement, the ASBO Certificate of Excellence, and the Texas Education Agency.

All working papers and reports must be retained, at the auditor’s expense, for a minimum of five (5) years, unless the firm is notified in writing by the District of the need to extend the retention period. The auditor will be required to make working papers available, upon request, to auditors from the Texas Education Agency, The Government Accountability Office, or other applicable governmental agencies; they are not otherwise considered to be records open to the general public.

Bellville ISD’s Annual Financial Report (AFR) for recent fiscal years can be accessed on the District’s website. www.BellvilleISD.org


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PART 3 – PROPOSAL SUBMISSION To assist in the evaluation process, your Qualifications response shall be submitted in the following order, with each section clearly identified:

Section I: Executive Summary Section II: Qualifications Response Index Section III: Company Profile with Resumes Section IV: Response to Attachment Section V: Company K-12 District References Section VI: Proof of Financial Status Section VII: Responder’s Standard Contract Section VIII: Fee Schedule

Section I: Executive Summary The Responder shall provide an executive summary, briefly introducing their response, highlighting any specific areas that are considered of importance, and their commitment to Bellville ISD to providing a program that will meet the District’s requirements.

Section II: Qualification Response Index The Responder shall provide a Qualifications Response Index that provides the section numbers and headings, and the page numbers for each heading, allowing for ease in locating specific pieces of information within the response. Section III: Company Profile with Resumes The Responder shall provide a company profile, providing the following information:

• Company Name • Local Address, City, State, and Zip • Headquarters Address, City, State, and Zip • Contact Representative and Title • Contact Representative Phone Number • Contact Representative Email Address • Name of the chief negotiator for the company and their title • Number of years the company provided annual financial audit services • Number of employees assigned to the typical school district audit • Number of Texas K12 school districts audited • Provide bank reference with contact information • Provide evidence of the company’s Texas credentials

Section IV: General Qualifying Questions The Responder shall provide a response to all questions. The section shall be clearly delineated by the number assigned for each question. The answers shall be clear and concise, and not lengthy. If the Responder does not have an answer to a question or the system being proposed does not provide the area addressed, state ‘Not applicable’ or ‘Unable to perform’. Bellville ISD reserves the right to disqualify any proposing firm based solely on responses to questions 1 through 5 below.

Firm Background

1. Is the audit firm licensed with the Texas State Board of Public Accountancy to provide the proposed services within the State of Texas?

2. Does the audit firm and each assigned staff member meet the definition of independence as


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defined by Title 22, Part 22, Chapter 501, Subchapter C, Rule §501.70 of the Texas Administrative Code?

3. Provide a statement that details the level of independence of the audit firm including direct and indirect financial interest and the relationship of the proposed audit team to employees of the District and Board of Trustees.

4. Does the audit firm have experience in the review and preparation of financial statements which meet the requirements outlined in Statements of the Governmental Accounting Standards Board?

5. Has the firm or any proposed assigned staff member to Bellville ISD’s audit ever been subject to sanctions or reprimands of any degree by the Texas State Board of Public Accountancy or any other governing body? If so, please describe timelines, details of events, sanctions involved, and actions take to rectify.

Management/Professional Component

6. What year was the firm formed? How long has the firm provided audit services to governmental clients including school districts?

7. Is the firm a national, regional or local firm? 8. Provide the name of the external quality control review firm that provides peer review services to

the audit firm. State whether the most recent external quality review report was unqualified. Attach a copy of the report.

9. List Texas public school districts, including estimated student enrollment, to which audit services are currently provided. State the number of years audit services have been provided.

10. List Texas public school district, including estimated student enrollment, to which audit services were previously provided in the last five years. State the number of years audit services were provided.

11. Describe the proposed audit team including the partner, manager, and staff auditors. Include names of staff members; job position; educational backgrounds including degrees, professional licenses, and related certifications; and # of years of experience in audits of governmental organizations & Texas public schools.

12. For each proposed staff member, describe continuing professional education received in the past two years in governmental accounting and auditing that can be directly related to school district audits.

13. Describe whether staff rotation plans will be used in subsequent years and detail the rationale for such plans.

14. Provide the names and qualifications of any needed outside specialists and consultants that will assist the interested accounting firm's staff members;

15. Describe the firm’s ability to provide the services outlined in this RFQ. Technical K-12 Component 16. Describe your approach to the audit. This should include by not be limited to the following points:

• Type of audit program used, • Type of sampling method used, • Use of computer audit specialist, • Management Letter (provide a sample letter), • Typical assistance expected from school district’s staff, and • Tentative Schedule for completing audit within specified deadlines of the RFP.

17. Describe the firm’s techniques for reviewing and identifying potential financial statement fraud. Detail the firm’s approach for analyzing control weaknesses which could create an environment for fraud.


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18. Describe the firm’s approach to staying abreast of proposed accounting and audit standards, changes to the TEA’s FASRG, and other related information.

19. Detail how the approach to the audit will differ in years two, three, and four, from the first year, should the contract be renewed each year.

20. Describe the amount of time (as a percentage of the overall audit) devoted to the evaluation of student and campus activity funds. Detail the rationale for this level of effort.

21. Is the firm capable of producing the final audit by the first week of November each year? If not please provide a time frame for audit completion.

Section V: Company K-12 District References The Responder shall submit a minimum of three (3) and up to five (5) references that have contracted with their company to provide like products and/or services. It is recommended that the Responder show school districts equal to BISD in size and structure, if possible. Each reference provided shall include:

• District Name • Contact Person • Address, City, State, and Zip • Contact Person Phone Number • Contact Person Email Address • Product Implemented • Brief Project Scope • Time Frame for the Project (contract award date to implementation sign-off by reference)

Section VI: Proof of Financial Status The Responder shall provide the following financial information.

• Financial statement, preferably audited for previous two years, including your organization's latest balance sheet and income statement.

• Name and address of firm preparing attached financial statement and date thereof. Attach a copy of the auditor's report, compilation report, or review report from an independent CPA firm.

Section VII: Responder’s Standard Contract/Engagement Letter The District reserves the right to tender its own contract which shall incorporate the requirements of the district and the successful Responder’s responses. The Responder must list any special provisions or clauses that it would like to have considered in the resulting contract and an explanation of the intent of such special provision or clause. The Responder must provide a copy of their standard contract with the Qualifications Response.

Section VIII: Fee Schedule The Responder shall provide all fees, along with chargeable hours, and shall be presented for each requested service for the fiscal year 2019 audit. Submission should be for a fixed price solution.

In addition, an annual maximum percentage of increase for each proceeding year shall be provided.

Fees presented shall be inclusive of travel, administrative, and other ancillary expenses. No separately presented fees shall be included.


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The fee schedule shall include the following components:

Year One: The Responder shall provide a total cost for the audit type indicated, and the anticipated number of hours to complete each. • Financial Audit • Internal Controls Review • Single Audit • Public Funds Investment Act • Other Additional Information Successive Years: The Responder shall provide the maximum percentage of fee increase for each area above for each year indicated. • Year Two • Year Three • Year Four • Year Five


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PART 4 -Evaluation of Qualifications, Negotiations, and Contract Award

THIS IS A REQUEST FOR QUALIFICATIONS, and as such, award will be made to the Responder BEST QUALIFIED TO SERVE THE DISTRICT. The District shall rank the responses it deems to be in the best interest of the District through an evaluation process, subsequently negotiating terms and conditions for a contract arrangement. Upon review of the statements of qualifications received, the District may invite firm(s) to be interviewed before making final selections. If the District desires an interview, the firm will receive notification of date and time. The District will make its selection qualifications that provide the best value to the district. In making that determination which responses are deemed acceptable and may be reviewed further, the District shall consider the following criteria during the Step 1 evaluation process, in the order and priority as shown: Step 1 Qualifications Scoring Matrix Criteria

Professional Component, resume reviews. (Sections I, III, IV) 35% of total points Technical K-12 School Districts Experience, Recent References 3-5 districts. (Sections II, V, VII) 35% of total points

Demo/Interview Assessment, best connection/relationship, references.(Top Ranked Responders)

30% of total points

Proof of Financial Status (Section VI) Pass / Fail The District anticipates that the evaluation process may include multiple levels of evaluation, as example, but not limited to: Step 1: Initial review of the Qualification responses by the District’s Evaluation Team; Step 2: Interview(s) and/or presentation(s) of top Qualification response(s) from Step 1; and Step 3: Administrative/Reference review of finalist(s) from Step 2. Step 1 is to determine initial hierarchy of the responses received. The District reserves the right to add, remove or modify the above steps, and establish additional evaluation points for each step thereafter. If the District determines that additional evaluation steps are required to determine the best value between Responders, the District reserves the right to consider any or all of the following additional criteria; peer interviews and references, record for responsibility with Texas Education Agency, or any other relevant factor that the District deems necessary to determine best value. BISD reserves the right to negotiate a contract with any Responder. The District anticipates making a recommendation, as to the audit firm selected, to the Board of Trustees at their regularly scheduled board meeting in April, 2019.


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PART 5 - Contract Special Requirements Description and Purpose Bellville Independent School District (“BISD” or the “District”) will engage with the qualified firm, hereby known as “Contractor”, in accordance with the instructions, terms and conditions, and requirements/specifications contained in the associated solicitation and the negotiated contract agreement, to provide annual financial audit services. Bellville ISD places great emphasis on fiscal and budgetary management. It is the District’s desire to stay on the cutting edge of best practices both in terms on internal controls and fiscal management. Programs, practices, manuals and other documents are frequently requested from other school districts and Bellville ISD often serves as a resource to many similar sized and smaller school districts. The District takes great pride and is humbled by this status and seeks an audit firm with the same desire to stay on the cutting of its profession. Term of Contract The contract for audit services based upon Board approval of the selected Responder will be for the fiscal year ending August 31, 2019. The contract will begin upon award by the Board of Trustees and will be subject to renewal annually for four (4) additional years, upon mutual agreement by both parties. Type of Contract The cost of the system shall be fixed price for the term of the contract, including any extensions if exercised by both parties. Deliverables The District’s fiscal year-end is August 31st. The District will have closed and balanced all accounts or funds to be examined by the auditor by September 30th, of each year or as soon thereafter as practicable. The audit firm is expected to have completed all audit test work and analysis prior to the first week of November. On or before November 1st, the preliminary draft of the independent auditors’ report shall be presented to the Assistant Superintendent and Director of Accounting. The annual audit report including independent auditors’ report and opinion shall be submitted for approval of the Board of Trustees at their regularly scheduled November board meeting. The audit partner will be required to attend the board meeting and expected to present the report. The staff of Bellville ISD participates with the audit firm in the production of the financial statement, including MD&A and other schedules. It is the intent of the District that this practice will continue. As such, the final printing of financial statements and reports will be the responsibility of the District. Any weaknesses, material or otherwise, identified during the course of the audit should be brought first to the attention of the Director of Accounting/Assistant Superintendent. After discussion, if necessary, the issue may be brought to the attention of the Superintendent of Schools. Financial Audit Audit of financial statements conducted in accordance with auditing standards generally accepted in the United State of America. All audit work should be completed by the first week of November of each year.


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Internal Controls Review Assessment of and review of the system of internal controls including information systems. Single Audit Audit work performed in accordance with compliance requirements described by the U.S. Office of Management and Budget (Uniformed Grant Guidance A-133) and related provisions.

Public Funds Investment Audit Audit work performed to ensure compliance with the Public Funds Investment Act. Other Completion of GASB 34 spreadsheets and conversion of governmental fund financial statement to government-wide financial statements. Review of the Annual Financial Report (AFR) to ensure compliance with requirement for the Certificate of Achievement of Excellence in Financial Reporting awarded by the Government Finance Officers Association (GFOA) including comparing Bellville ISD’s AFR with the GFOA School District Preparer Checklist.

Discussion and consultation of new and/or emerging issues related to: Government Accounting Standards B o a r d (GASB): accounting statements, concept statements, interpretation, exposure drafts, technical bulletins, and implementation guides American Institute of Certified Public Accountants (AICPA): practice bulletins and statements of position U.S. General Accounting Office: government auditing standards

It is the District’s desire that the awarded firm initiates conversations relative to new information and potential changes prior to each audit engagement. District Provided Information The following list represents schedules and other information provided by the District during the course of the audit.

• Board of Trustee meeting minutes. • Bank reconciliations for all cash accounts as of August 31. • Detail schedule of Accounts Receivable. • Detail of inventory at time of physical observation. • Detail of Accounts Payable at August 31. • Support for expenditures, etc. as needed. • Detail of accrued payroll, sick and vacation leave as of August 31. • Reconciliation of revenue receivable and/or deferred. • Reconciliation of state and federal revenue receivable/payable. • Schedule of land and other fixed assets. • Schedule of depreciation. • Copy of original budget and subsequent amendments. • Schedule of insurance in force at August 31. • Schedule of highest cash balance for fiscal year and list of securities pledged and/or

bond surety. • Other information as requested such as, but not limited to: • Ten largest taxpayers. • List of Board members and their respective occupation. • Schedule of inter/intra bank transfers of $5,000 or more for the period of five

days before and five days after September 1, if necessary.


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• Confirmations as requested by auditor. • Reconciliation of tax receipts between the general ledger and the tax office financial

records. • Reconciliation of taxes receivable by tax roll year. • Reconciliation of investment statements, investment software, and the general ledger. • Schedule of accrued interest on investments. • Reconciliation of all inter-fund receivables and payables. • Copies of all internal audit reports. Review of related internal audit work papers if

necessary. • Schedule of Bonds Payable. • General Ledger by fund as of 08/31. • Detail of debt service payments. • Construction in progress schedule, construction change orders and payment requests. • Statement of legal suites pending and list of attorneys. • Copies of any contractual agreements that the District has entered into, as requested. • Completed GASB 34 worksheets detailing changes in net asset position. • Analytical review of increase/decrease in revenues and expenditures. • Copies of information pertinent to self-insurance health fund, including

determination of Incurred But Not Reported (IBNR) values. • Notes to the Financial Statement and required TEA schedules.


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PART 6 – General Terms and Conditions:

By signing and submitting this response, Responder agrees; To hold response open for 60 days after the response date for review.

Response/responses must be submitted utilizing this document only and must reach the Bellville Independent School District Business Office on or before the hour on the date specified. Late submittals will be returned unopened. Faxed or emailed responses will not be accepted.

Each response must be submitted in a SEALED envelope, package or container. The outside of the response package, must indicate the following information in clear and legible form: ANNUAL FINANCIAL AUDIT SERVICES, RFQ 2019-001.

Vendors who have not obtained this solicitation document directly from BISD, or who may have downloaded the document from the BISD website, shall be responsible for immediately notifying BISD in their interest in order to receive all written addenda on a timely basis. Vendors who do not notify BISD and submit responses without receipt of all addenda issued may be deemed to have submitted responses not responsive to this Request for Qualifications solicitation.

Any change made to any written response on any of the response documents must be made in ink by marking through the original entry and clearly entering the new information alongside the change. Changes must not be made with correction fluid. All changes must be “initialed” by the person making the change. (The name of the person who initialed the change must be noted in a footnote on the same page containing the correction.) Responses cannot be altered or amended after submission deadline.

All information requested must be provided by the responder in the response to be responsive. Failure to provide this information may result in rejection of response.

If you discover or suspect an error in the item specifications in this RFQ, please note it as part of your response.

Throughout this document, the terms “Bellville Independent School District”, or “BISD” are interchangeably

BISD reserves the right to award by item/part/section or all/none as it deems to be the best value for the district.

BISD reserves the right to accept or reject all or any part of any response, waive minor technicalities, to be the sole and independent judge of quality and suitability of any products offered, and award the purchase to best serve the interest of the district.

BISD may, by written notice to the successful offeror, cancel the contract without liability to offeror if it is determined by BISD that gratuities, in the form of entertainment, gifts, or otherwise, were offered by the offeror, or an agent, or representative of the offeror, to any officer or employee of the School district with a view toward securing a contract or securing favorable treatment with respect to the performing of such a contract. In the event this contract is canceled by BISD pursuant to this provision, BISD shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by offeror in providing such gratuities

The seller shall submit separate invoices on each purchase order number after each delivery. Invoices shall indicate the purchase order number, shall be itemized and transportation charges, if any, shall be listed separately. Mail to: Bellville Independent School District, Business Office, 518 S. Mathews, Bellville, Texas, 77418-2711.


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BISD agrees to notify the supplier of an error or contested invoice. BISD and supplier hereby agree to mutually resolve disputed invoices within sixty (60) days of receipt of notice of dispute.

This agreement will be construed and governed according to the laws of the State of Texas. Both parties agree that venue for any litigation arising from this contract shall lie in state courts in Austin County, Texas.

If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. (The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, order of any kind of government of the United States or the State of Texas or any civil or military authority; insurrection; riots; lighting; earthquake; hurricanes; floods; droughts; or other causes not reasonably within the control of the party claiming such inability)

The respondent hereby agrees to indemnify and save harmless BISD, its Board and all employees from and against any and all claims, demands, damages, lawsuits, expenses, costs, liabilities, injuries, liens, and causes of action of any and every nature whatsoever, arising out of, resulting from, or in any manner connected with or concerning the performance, of the work hereunder, and the contractor hereby agrees to defend any and all such actions brought against BISD for any and all expenditures, or expenses, including, but not limited to, court costs and attorney’s fees, made or incurred by BISD, and/or by reason of any such suit or suits.


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BELLVILLE INDEPENDENT SCHOOL DISTRICT No Submission Notification

VENDOR NAME _________________________ AGENT’S NAME _________________________

ADDRESS ______________________________ RFQ NUMBER ___________________________

_______________________________

The Bellville Independent School District is interested in receiving competitive pricing on all items response. We also desire to keep your firm as a responder and supplier of materials and equipment. Therefore, it is important for us to determine why you are not responding on this item. We will analyze your input carefully and try to determine if future changes are needed in our specifications and/ or procedures. I did not response for the following reason: (PLEASE CHECK ONE OF THE LISTED REASONS) _____ Do not supply the requested service.

_____ Specifications are “too tight” or written around a particular service type. Please elaborate on this item ________________________________________ ________________________________________________________________ ________________________________________________________________ _____ Time frame for responding was too short for my organization. _____ Not awarded a contract by BISD when you felt you were the low responder. _____ Other, please state reason __________________________________________ Please indicate your choice for future notifications. _____ I wish to be notified.* _____ I do not wish to be notified. *Bellville ISD will make every effort to notify your company, but the selection to be notified does not state or imply a guarantee of notification by the Bellville ISD. The signing of this form confirms your company is not submitting a response and cannot be an awarded vendor for this response. Do not return this form if your company intends to participate in this response.

__________________________ __________ Authorized Signature Date


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This completed & signed form must be submitted with your proposal.

DECLARATION OF COMPLIANCE

The undersigned proposer does hereby declare that they have read the Request for Qualification #2019-001 on which they are submitting a proposal with full knowledge of the requirements, and does hereby agree to furnish all services in full accordance with the requirements outlined therein. By signature below, the undersigned proposer acknowledges that the terms, conditions and all other provisions of this Request for Proposal, along with the terms of any purchase orders issued pursuant to awards made under this solicitation shall form the binding contract between the undersigned proposer and BISD. The undersigned proposer affirms that, to the best of their knowledge, the proposal has been arrived at independently and is submitted without collusion to obtain information or gain any favoritism that would in any way limit competition or give unfair advantage over other proposers. The undersigned proposer hereby declares that they have the authority to represent the proposer in submitting this proposal at the unit prices and levels of service in accordance with the notice of proposal award. Company: ________________________________________________________________________ Address (Street): ___________________________________________________________________ City, State, Zip Code: _______________________________________________________________ Telephone Number: _____________________________________ ext.________________________ By: __________________________________________________ Date: _______________________ Signature Printed Name: _____________________________________________________________________ Title: _____________________________________________________________________________

Attachment I


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This completed & signed form must be submitted with your proposal.

RESIDENCE CERTIFICATION

In accordance with Chapter 2252, Texas Government Code, the following will apply. The pertinent portion of the Act has been extracted and is as follows: "Nonresident bidder" refers to a person who is not a resident. "Resident bidder" 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. A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest bid submitted by a responsible resident bidder by an amount that is not less than the greater of the following: (1) the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident's principal place of business is located; or (2) the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which a majority of the manufacturing relating to the contract will be performed. I certify that as defined in Article 601g, that:

Company Name: _________________________________ ____ Yes, I am a Texas Resident Bidder ____ No, I am a Non-Resident Bidder from __ [state] Signature: __________________________________

Printed Name:__________________________________

Attachment II


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This completed & signed form must be submitted with your response.

BELLVILLE ISD BUSINESS OFFICE 518 S. MATHEWS

BELLVILLE, TX 77418

FELONY CONVICTION NOTICE Statutory citation covering notification of criminal history of responder is found in the Texas Education Code #44.034. Following is an example of a felony conviction notice:

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 Response with a school district must give advance notice to the district if the person or a District 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 Response 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 Response.”

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. RESPONDER’S.NAME: ________________________________________________________________________________________ AUTHORIZED COMPANY OFFICIAL’S NAME (PRINTED): ________________________________________________________________________________________ A. My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable.

Signature of Company Official: _________________________________________________________

B. My firm is not owned nor operated by anyone who has been convicted of a felony.

Signature of Company Official: _________________________________________________________ C. 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: __________________________________________________________

Attachment III


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** Provided for informational purposes only. ** This form will need to be completed online after the RFQ Section by the winning responder.

Implementation of House Bill 1295

Certificate of Interested Parties (Form 1295): In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295. Filing Process: By January 1, 2016, the commission will make available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract. The governmental entity or state agency must notify the commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the governmental entity or state agency. Information regarding how to use the filing application is available on the following site https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

Attachment IV

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 12/22/2017

FORM 1295CERTIFICATE OF INTERESTED PARTIES

OFFICE USE ONLOFFICE USE ONLOFFICE USE ONLOFFICE USE ONLOFFICE USE ONLYYYYY

6 UNSWORN DECLARATION

My name is _______________________________________________________, and my date of birth is _______________________________.

My address is ________________________________________________, ___________________, _______, __________, ______________.(street) (city) (state) (zip code) (country)

I declare under penalty of perjury that the foregoing is true and correct.

Executed in ___________________ County, State of ______________ , on the _______ day of _______________, 20______.(month) (year)

Signature of authorized agent of contracting business entity(Declarant)

ADD ADDITIONAL PAGES AS NECESSARY

Name of Interested PartyNature of Interest (check applicable)City, State, Country

(place of business) Controlling Intermediary

4

Name of governmental entity or state agency that is a party to the contract forwhich the form is being filed.

2

3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a description of the services, goods, or other property to be provided under the contract.

Complete Nos. 1 - 4 and 6 if there are interested parties.Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.

1 Name of business entity filing form, and the city, state and country of the businessentity's place of business.

5Check only if there is NO Interested Party.

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SAMPLE

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Attachment IV

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RFQ#2019-001 - Annual Financial Audit Services 22

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Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us

FORM CIQ

OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor whohas a business relationship as defined by Section 176.001(1-a) with a local governmental entity and thevendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not laterthan the 7th business day after the date the vendor becomes aware of facts that require the statement to befiled. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. Anoffense under this section is a misdemeanor.

CONFLICT OF INTEREST QUESTIONNAIREFor vendor doing business with local governmental entity

Date Received

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the directionof the local government officer or a family member of the officer AND the taxable income is not received from thelocal governmental entity?

Yes No

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Check this box if the vendor has given the local government officer or a family member of the officer one or more giftsas described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity Date

Name of vendor who has a business relationship with local governmental entity.1

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated

completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which

you became aware that the originally filed questionnaire was incomplete or inaccurate.)

2

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

Describe each employment or other business relationship with the local government officer, or a family member of theofficer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.Complete subparts A and B for each employment or business relationship described. Attach additional pages to this FormCIQ as necessary.

4

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5Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation orother business entity with respect to which the local government officer serves as an officer or director, or holds an

ownership interest of one percent or more.

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Attachment VI

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Documents

Independent School District...Annual Financial Audit Services, RFQ #2019-001 The Bellville Independent School District (BISD) is seeking qualifications from firms interested in providing