Arlington Classics Academy

Request for Proposals

Public Works Contract for Repair, Reconstruction and Restoration of Roofs Caused by
Hail/Wind

Due: Monday, June 26, 2017 at 3:00 pm

The Arlington Classics Academy has issued this Request for Proposals (RFP) for the contracted
repair, reconstruction, and restoration of roofs caused by hail/wind. Proposals may be mailed to
Arlington Classics Academy, hand-delivered to the administration building located at the same address,
or emailed to the address listed below. To obtain additional information, contact Ginger Moeller,
Director of Business Operations, at (817) 987-1819.
The Deadline for Submission of Proposals will be Monday, June 26, 2017 at 3:00 pm.

Ginger Moeller, Director of Business Operations

Arlington Classics Academy
5206 S. Bowen Road
Arlington, Texas 76017
Office: (817) 987-1819
gmoeller@acaedu.net

Proposal envelopes must be clearly marked on the outside as follows:

PROPOSAL FOR CONTRACTED REPAIR, RECONSTRUCTION, AND/OR RESTORATION
OF ROOFS
RFP# CSP2FY17

NAME OF RESPONDENT
Proposals may also be submitted via email to gmoeller@acaedu.net with PROPOSAL FOR
CONTRACTED REPAIR, RECONSTRUCTION, AND RESTORATION OF ROOFS RFP#
CSP2FY17 as the subject line. Attachments sent via email under this subject line will remain
unopened until the deadline for submission as listed above.
Project Scope:
1. Successful bidder will furnish appropriate and adequate labor and supplies necessary to
repair, reconstruct, and/or remodel the roofs of the Arlington Classics Academy
Administration Building, the Main Building, and the Cafeteria. Services to include:
Provide opinions and recommendations for the repair, reconstruction and or
restoration of roofs, based on experience, input from building ownership teams, and
evaluation and inspection of the existing conditions;
Repair or reconstruction of elements beneath roof systems like roof decks or
other structural elements;
Temporary removal and reinstallation of existing mechanical equipment if needed;
Addition of drainage elements such as tapered insulation, roof drains or
scuppers, flashings, edge metal and copings, equipment curbs, etc.;
Provide all materials and equipment required to repair, reconstruct, or restore all roofs;
Identify and comply with all municipal, building, construction, and/or energy codes;
Identify and provide recommendations for parking and site access issues.
Maintain industry safety standards.
 2. It is highly recommended that each proposer visit the sites that are included in this
proposal.
3. RFP Respondents Must Provide and Maintain:
A. Commercial General Liability Insurance with minimum limits of $1,000,000 per
occurrence, $1,000,000 Personal & Injury, $2,000,000 General Aggregate, $2,000,000
Products Comp/OP AGG.
B. Automobile Liability with minimum of $1,000,000 Combined Single Limit.
C. Umbrella Liability with a minimum and Aggregate of $5,000,000 per occurrence.
D. Workers Compensation and Employers Liability with a minimum of $1,000,000 per
occurrence.
E. Third Party Crime with a minimum of $1,000,000 coverage.
F. A single legal entity to hold and execute the contract. The use of labor provided by
subsidiaries or associated DBA entities is not permitted. All staff must be employees of
the contract holder.
G. Arlington Classics Academy listed as a Certificate Holder (Additional Insured) for
all policies.
H. ACA Compliant Group Health Plan.
I. Payroll function executed and managed by a Certified Payroll Professional (CPP).
J. A formal Human Resource department separate from assigned management personnel.
K. A fingerprint search and background check as per Senate Bill 9 for each employee prior
to assignment at A.

Standard Terms and Conditions:

1. Respondents are cautioned to read this invitation carefully, to complete all entries and submit all
documents or information requested. Failing to do so may be materially non-responsive and result in
non-consideration of the bid.
2. Proposals received in the Districts Administration Office after the date and time specified may not
be considered. The District is not responsible for lateness or non-delivery of mail carrier, etc. and the
date/time stamp in the Administration Office shall be the official time of receipt. Proposals may not be
submitted by facsimile.
3. Proposal specifications may be obtained from Ginger Moeller, Director of Business Operations,
at the Administration Office located at 5206 S. Bowen Road, Arlington, Texas 76017, or by email at
gmoeller@acaedu.net.
4. The District reserves the right to accept or reject any and all proposals and to waive any
formalities or technicalities if deemed in the best interest of the District. The District also
reserves the right as sole judge of quality and equality.
5. All items and services being proposed must conform to all appropriate local, state, and
federal laws, ordinances, and regulations.
6. Length of Contract: Until Project Completed. Any changes to the scope of services provided
under this contract that may result in changes to the terms, conditions, and fees can be redefined and
negotiated. In that event, any negotiated items must be placed in writing and provided as an amendment
to the contract. All proposers must agree to fully warrant and guarantee all information in its response.
The term of the new contract will begin June 26, 2017 and end May 31, 2018. Each year the proposal
may be extended by one additional year not to exceed four (4) years beyond the original year by
agreement of both parties.
7. It is to be understood that the respondent, if awarded an order or contract, agrees to protect, defend,
and hold harmless the Arlington Classics Academy from any suits or demands for payment that may be
brought against it for the use of any patented material, process, article, or device that may enter into the
manufacture and/or construction or form a part of the work covered by either order or contract and,
respondent further agrees to indemnify and hold harmless the Arlington Classics Academy from suits or
actions of every nature and description brought against it for, or on account of any injuries or damages
received or sustained by any party or parties by, or for any of the acts of the respondent, his servants, or
agents.
8. Any interpretations, corrections, additions, or changes to the RFP and the Specifications will be
made by addenda or an amendment to the RFP. The sole issuing authority of addenda or amendment(s)
shall be vested in the Districts Administration Office, Ginger Moeller, Director of Business
Operations, and Craig Sims, Executive Director of Schools. Addenda or amendment(s) will be emailed
to all who are known to have received a copy of the RFP.
9. Each respondent agrees to hold their offer open for acceptance by the District for no less than
thirty (30) days from the RFP response date and time.
10. Each respondent, by making their proposal, represents that they have read and understand the
RFP.
11. Invoices shall be issued for only those services rendered, unless otherwise agreed in writing.
Payment shall not be due until the invoice(s) are submitted after delivery. Pursuant to Texas
Government Code 2251.021, payments will be made within thirty (30) days. Invoices shall be
mailed directly to:
Arlington Classics Academy, 5206 S. Bowen Road, Arlington, TX 76017

12. The District is exempt from payment of any Texas Sales Tax or Federal Excise Tax allowed by
law. Do not include tax in your bid totals. Tax exemption certificates will be furnished upon request.
13. All District property and facilities are a drug-free, alcohol-free, and weapon-free zones. The
respondent agrees that no person may use, consume, carry, transport, or exchange alcohol, tobacco or
any tobacco product, cigarettes, e-cigarettes, or illegal drugs while in a school district building or
while on school district property. The respondent further agrees that no person will use, possess, or
display any firearm, illegal knife, club, or other prohibited weapon while in a school district building
or while on school district property. The bidding company and all its employees shall adhere to this
policy.
14. Each respondent must give notice to the District if a person, owner, or operator of the business
has been convicted of a felony. The District may terminate a contract with a person or business if
the District determines that the person or business failed to give such notice or misrepresented the
conduct resulting in the conviction.
15. Both parties agree that venue for any litigation arising from this contract shall lie in Tarrant
County, Texas.
16. Respondents shall submit all questions concerning this proposal to Ginger Moeller, Director of
Business Operations. Questions may be submitted by facsimile via email gmoeller@acaedu.net. A
reply will be sent to all respondents known to have received an RFP if the answer provides
clarification or will have an impact on the RFP response.
17. Please note that a gift to a public servant is a Class A misdemeanor offense if the recipient is a
government employee who exercises some influence in the purchasing process of the governmental
body. This would certainly apply to anyone who helps establish specifications or is involved in
product selection or directs a purchase.
18. The District reserves the right to utilize other District contracts, State of Texas contracts, contracts
awarded by other governmental agencies, other school boards, or cooperative agreements in lieu of any
offer received or award made as a result of this proposal, if it is in its best interest to do so.
19. Submissions and Evaluation:
A. Your proposal, in order to be considered, must include a properly executed response (no
standard response form is enclosed; responses should be drafted by respondents on company
letterhead), and those other items and/or attachments as specified in this document. However,
the Board of Trustees reserves the right to consider all bids submitted at their own discretion.
Responses must be legible in order to be considered.
B. A prospective respondent must affirmatively demonstrate responsibility via a satisfactory
record of performance. The respondent must submit with their proposal, a list of three (3)
references for which they have provided service within the last three (3) years. This list shall
include the institution name, address, contact name, email address, telephone and fax
numbers. Arlington Classics Academy is particularly interested in school districts that are
currently being served by the proposer.
C. Respondents shall indicate on their Response Form their regular hours of operation
and schedule of holiday or other known closures.
D. Respondents will have been actively engaged in the service which is the subject matter of this
bid for no less than ten (10) years. By submitting a bid the respondent is affirming that this is
a true statement about said company.
E. Respondents may be required to furnish evidence in writing that they maintain permanent
places of business and have adequate places of business and have adequate equipment,
finances, and personnel to furnish the items offered satisfactorily and expeditiously and
that they are authorized dealers and can provide necessary warranties for items they
propose to furnish.
F. The District will evaluate various factors to determine which respondent will offer the best
value for the district. Factors upon which respondent will be selected for this RFP are:

Price 25%;
Quality of work, including materials warranty and quality of materials 25%;
Project timeline 10%;
Principal place of business 10%;
Years of related experience 10%;
Safety record 10%;
Historically underutilized business (HUB) 5%; and
References 5%.

The District does not award/purchase on the basis of low bid alone.
G. It is the policy of the Arlington Classics Academy not to discriminate on the basis of sex,
disability, race, color, or national origin in its educational programs and/or activities, nor in
its employment practices.
H. Respondent herby affirmatively states that has not participated in any act of collusion,
favoritism gratuity, or inside dealings with any member of the staff of Arlington
Classics Academy or its Board of Trustees.
I. The District reserves the right to conduct any tests, evaluations, or comparisons it
deems necessary to complete the evaluation process.
J. The Board of Trustees for the District is expected to take action on this bid on or about
June 30, 2017. If awarded, the successful respondent(s) will receive a written notification
of acceptance by award letter mailed or otherwise furnished.
K. In accordance with Chapter 176 of the Local Government Code, effective January 1, 2006,
a person or entity who contracts or seeks to contract with the District for the sale or
 purchase of property, goods, or services (as well as agents of such persons) are required to file a
Conflict of Interest Questionnaire with the Records Administrator. Each covered person or
entity who seeks to or who contracts with the District is responsible for complying with any
applicable disclosure requirements. The Conflict of Interest Questionnaire is included in this
RFP. The Local Government Officers of the Arlington Classics Academy are: Board Members
Deborah Sterba, Teresa Thibodeau, Shawn Moore, Gary Soward, Steve Coffee, Warren
Norred, Jason Roach, Julie Neal, Jaime Foster, and Sonja Bean.
L. In addition to the required bid information, all respondents must execute the following
forms which are enclosed in the proposal documents:

1. Affidavit of Non-Collusion
2. Felony Conviction Notice
3. Federal Debarment of Suspension Certification
4. Bidders Certification
5. Acknowledgement
6. Conflict of Interest Questionnaire
7. W-9IRS form D
8. Deviation/Compliance Signature
9. No Bid Notification
 REFERENCES

Please list at least three (3) clients that have purchased similar products/services from your company.

COMPANY/SCHOOL NAME: _______________

ADDRESS: ___________________________

PHONE #: ___________________________

CONTACT PERSON: _____________________

COMPANY/SCHOOL NAME: ______________

ADDRESS: ___________________________

PHONE #: ___________________________

CONTACT PERSON: _____________________

COMPANY/SCHOOL NAME: ______________

ADDRESS: ___________________________

PHONE #: ___________________________

CONTACT PERSON: _____________________

COMPANY/SCHOOL NAME: ______________

ADDRESS: ___________________________

PHONE #: ___________________________

CONTACT PERSON: _____________________

 AFFIDAVIT OF NON-COLLUSION

The undersigned certifies that the bid/proposal prices contained in this proposal have been carefully
checked and are submitted as correct and final and if bid/proposal is accepted (within 90 days
unless otherwise noted by vendor), agrees to furnish any and/or all items upon which prices are
offered, at the price(s) and upon the conditions contained in the Specifications.
STATE OF ____________

COUNTY OF __________

BEFORE ME, the undersigned authority, a Notary Public in and for the State of
_____________________, on the day personally appeared who, after having first been duly
sworn, upon oath did depose and say;

That the foregoing proposal submitted by ________________________, hereinafter called

Bidder, is the duly authorized agent of said company and that the person signing said
proposal has been duly authorized to execute the same. Bidder affirms that they are duly
authorized to execute this contract, that this company, corporation, firm, partnership, or
individual has not prepared the bid in collusion with any other Bidder, and that the contents of
this bid as to prices, terms, or conditions of said bid have not been communicated by the
undersigned nor by any employee or agent to any other person engaged in this type of business
prior to the official opening of this bid.
Name and Address of Bidder:

________________________________

________________________________

________________________________

Telephone Number: ______________

Fax Number: _______________________ Signature _________________________

Name: ___________________________

Title: ____________________________
SWORN TO AND SUBSCRIBED BEFORE ME THIS ______________day of __________, 2017.

Notary Public in and for the State of Texas

Company Name: _______________________
FORM B
FELONY CONVICTION NOTICE
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.
VENDORS NAME: _________________________________________________
AUTHORIZED COMPANY OFFICIALS 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:

______________________________
FORM C

FEDERAL DEBARMENT OR SUSPENSION CERTIFICATION FORM

Non-Federal entities are prohibited from contracting with or making sub-awards under covered
transaction to parties that are suspended or debarred or whose principals are suspended or
debarred. Covered transactions include procurement of goods or services equal to or in excess
of $100,000. Vendors receiving individual awards of $100,000 or more and all sub-recipients
must certify that the organizations and its principals are not suspended or debarred.

By submitting this offer and signing this certificate, this bidder/proposer:

(1) Certifies that neither it nor its principals is presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency.

VENDOR NAME:

VENDOR ADDRESS:

VENDOR TELEPHONE: _______________________________________________________

AUTHORIZED COMPANY OFFICIALS NAME:

(Printed)
SIGNATURE OF COMPANY OFFICIAL: _____________________________________________
DATE: ______________________
FORM D
BIDDERS CERTIFICATION

The 1985 Texas Legislature passed HB 620 relating to bids by nonresident contractors. The
pertinent portion of the Act has been extracted and is as follows:

Section 1. (a)

1. Nonresident bidder means a bidder whose principal place of business is not in this
state, but excludes a contractor whose ultimate parent company or majority owner
has its principal place of business in this state.

2. Texas resident bidder means a bidder whose principal place of business is in this
state, and includes a contractor whose ultimate parent company or majority owner
has its principal place of business in this state.

Section 1. (b) The state or a governmental agency of the state may not award a contract for general
construction, improvements, services, or public works projects or purchases of supplies, materials, or
equipment to a nonresidents bidder is lower than the lowest bid submitted by a responsible Texas
resident bidder by the same amount that a Texas resident bidder would be required to underbid a
nonresident bidder to obtain a comparable contract in the state in which the nonresidents principal place
of business is located.

I certify that ___________________________________________________________

is a (Company Name)

Resident Bidder of Texas as defined in HB 620.

Signature

Print Name

I certify that ___________________________________________________________is a (Company Name)

Nonresident Bidder of Texas as defined in HB 620 and our principal place of business is:

(City and State)

Signature _____________________________
Print Name ____________________________
 FORM E

ACKNOWLEDGEMENT FORM

Having carefully examined the Terms and Conditions and Specifications, the undersigned Proposers
Agent hereby proposes and agrees to furnish the proposed product(s)/services(s) in strict compliance with
the specifications as quoted.

The Proposer affirms that, to the best of his knowledge, the proposal has been arrived at independently
and is submitted without collusion with anyone to obtain information or gain any favoritism that would
in any way limit competition or give them an unfair advantage over the other proposers in the award of
this proposal.

Date:

Company Name:

President/Designee:

Position:

I have read and understand the terms and conditions herein and will abide by them.

President/Designee (Signature) Company Name (Please Print) Date

 FORM E

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

For vendor or other person doing business with local governmental entity

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code Date Received
by a person who has a business relationship as defined by Section 176.001(1-a) with a local
governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental
entity not later than the 7th business day after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006, Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006, Local
Government Code. An offense under this section is a Class C misdemeanor.

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

2
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 the originally filed questionnaire becomes incomplete or inaccurate.)
3
Name of local government officer with whom filer has employment or business relationship.

Name of Officer

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom
the filer has an employment or other business relationship as defined by Section 176.001(1-a),
Local Government Code. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable
income, other than investment income, from the filer of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment
income, from or at the direction of the local government officer named in this section AND the
taxable is not received from the governmental entity?

Yes No

C. Is the filer of this questionnaire employed by a corporation or other business entity with
respect to which the local government officer serves as an officer or director, or holds an
ownership of 10 percent or more?

Yes No

D. Describe each employment or business relationship with the local government officer
named in this section.

Signature of person doing business with the governmental entity Date

FORM D
Form W-9 (Rev. 12-2011)
The person who gives Form W -9 to the partnership for purposes of
establishing its U.S. status and avoiding withholding on its allocable
share of net income from the partnership conducting a trade or
business in the United States is in the following cases:
The U.S. owner of a disregarded entity and not the entity,
The U.S. grantor or other owner of a grantor trust and not the
trust, and
The U.S. trust (other than a grantor trust) and not the beneficiaries
of the trust.
Foreign person. If you are a foreign person, do not use Form W -9.
Instead, use the appropriate Form W-8 (see Publication 515,
Withholding of Tax on Nonresident Aliens and Foreign Entities).
Nonresident alien who becomes a resident alien. Generally, only a
nonresident alien individual may use the terms of a tax treaty to reduce
or eliminate U.S. tax on certain types of income. However, most tax
treaties contain a provision known as a saving clause. Exceptions
specified in the saving clause may permit an exemption from tax to
continue for certain types of income even after the payee has otherwise
become a U.S. resident alien for tax purposes.
If you are a U.S. resident alien who is relying on an exception
contained in the saving clause of a tax treaty to claim an exemption
from U.S. tax on certain types of income, you must attach a statement
to Form W-9 that specifies the following five items:
1. The treaty country. Generally, this must be the same treaty
under which you claimed exemption from tax as a nonresident alien.
2. The treaty article addressing the income.
3. The article number (or location) in the tax treaty that contains
the saving clause and its exceptions.
4. The type and amount of income that qualifies for the
exemption from tax.
5. Sufficient facts to justify the exemption from tax under the terms of
the treaty article.
Example. Article 20 of the U.S.-China income tax treaty allows an
exemption from tax for scholarship income received by a Chinese
student temporarily present in the United States. Under U.S. law, this
student will become a resident alien for tax purposes if his or her stay in
the United States exceeds 5 calendar years. However, paragraph 2 of
the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows
the provisions of Article 20 to continue to apply even after the Chinese
student becomes a resident alien of the United States. A Chinese
student who qualifies for this exception (under paragraph 2 of the first
protocol) and is relying on this exception to claim an exemption from tax
on his or her scholarship or fellowship income would attach to Form W -9
a statement that includes the information described above to support
that exemption.
If you are a nonresident alien or a foreign entity not subject to backup
withholding, give the requester the appropriate completed Form W-8.
What is backup withholding? Persons making certain payments to
you must under certain conditions withhold and pay to the IRS a
percentage of such payments. This is called backup withholding.
Payments that may be subject to backup withholding include interest,
tax-exempt interest, dividends, broker and barter exchange transactions,
rents, royalties, nonemployee pay, and certain payments from fishing
boat operators. Real estate transactions are not subject to backup
withholding.
You will not be subject to backup withholding on payments you
receive if you give the requester your correct TIN, make the proper
certifications, and report all your taxable interest and dividends on
your tax return.
Payments you receive will be subject to backup withholding if:
1. You do not furnish your TIN to the requester,
2. You do not certify your TIN when required (see the
Part II instructions on page 3 for details),
3. The IRS tells the requester that you furnished an incorrect TIN,
4. The IRS tells you that you are subject to backup withholding
because you did not report all your interest and dividends on your
tax return (for reportable interest and dividends only), or
5. You do not certify to the requester that you are not subject to
backup withholding under 4 above (for reportable interest and
dividend accounts opened after 1983 only).
Page 2
Certain payees and payments are exempt from backup
withholding. See the instructions below and the separate Instructions
for the Requester of Form W-9.
Also see Special rules for partnerships on page 1.
Updating Your Information
You must provide updated information to any person to whom you
claimed to be an exempt payee if you are no longer an exempt payee
and anticipate receiving reportable payments in the future from this
person. For example, you may need to provide updated information if
you are a C corporation that elects to be an S corporation, or if you no
longer are tax exempt. In addition, you must furnish a new Form W -9 if
the name or TIN changes for the account, for example, if the grantor of
a grantor trust dies.
Penalties
Failure to furnish TIN. If you fail to furnish your correct TIN to a
requester, you are subject to a penalty of $50 for each such failure
unless your failure is due to reasonable cause and not to willful neglect.
Civil penalty for false information with respect to withholding. If
you make a false statement with no reasonable basis that results in no
backup withholding, you are subject to a $500 penalty.
Criminal penalty for falsifying information. Willfully
falsifying certifications or affirmations may subject you to
criminal penalties including fines and/or imprisonment.
Misuse of TINs. If the requester discloses or uses TINs in violation of
federal law, the requester may be subject to civil and criminal penalties.
Specific Instructions
Name
If you are an individual, you must generally enter the name shown on
your income tax return. However, if you have changed your last name,
for instance, due to marriage without informing the Social Security
Administration of the name change, enter your first name, the last
name shown on your social security card, and your new last name.
If the account is in joint names, list first, and then circle, the name of
the person or entity whose number you entered in Part I of the form.
Sole proprietor. Enter your individual name as shown on your income
tax return on the Name line. You may enter your business, trade, or
doing business as (DBA) name on the Business name/disregarded
entity name line.
Partnership, C Corporation, or S Corporation. Enter the entity's name
on the Name line and any business, trade, or doing business as
(DBA) name on the Business name/disregarded entity name line.
Disregarded entity. Enter the owner's name on the Name line. The
name of the entity entered on the Name line should never be a
disregarded entity. The name on the Name line must be the name
shown on the income tax return on which the income will be reported.
For example, if a foreign LLC that is treated as a disregarded entity for
U.S. federal tax purposes has a domestic owner, the domestic owner's
name is required to be provided on the Name line. If the direct owner
of the entity is also a disregarded entity, enter the first owner that is not
disregarded for federal tax purposes. Enter the disregarded entity's
name on the Business name/disregarded entity name line. If the owner
of the disregarded entity is a foreign person, you must complete an
appropriate Form W-8.
Note. Check the appropriate box for the federal tax classification of
the person whose name is entered on the Name line (Individual/sole
proprietor, Partnership, C Corporation, S Corporation, Trust/estate).
Limited Liability Company (LLC). If the person identified on the
Name line is an LLC, check the Limited liability company box only
and enter the appropriate code for the tax classification in the space
provided. If you are an LLC that is treated as a partnership for federal
tax purposes, enter P for partnership. If you are an LLC that has filed
a Form 8832 or a Form 2553 to be taxed as a corporation, enter C for
C corporation or S for S corporation. If you are an LLC that is
disregarded as an entity separate from its owner under Regulation
section 301.7701-3 (except for employment and excise tax), do not
check the LLC box unless the owner of the LLC (required to be
identified on the Name line) is another LLC that is not disregarded for
federal tax purposes. If the LLC is disregarded as an entity separate
from its owner, enter the appropriate tax classification of the owner
identified on the Name line.
 Form W-9 (Rev. 12-2011)
Other entities. Enter your business name as shown on required federal
tax documents on the Name line. This name should match the name
shown on the charter or other legal document creating the entity. You
may enter any business, trade, or DBA name on the Business name/
disregarded entity name line.
Exempt Payee
If you are exempt from backup withholding, enter your name as
described above and check the appropriate box for your status, then
check the Exempt payee box in the line following the Business
name/ disregarded entity name, sign and date the form.
Generally, individuals (including sole proprietors) are not exempt from
backup withholding. Corporations are exempt from backup withholding
for certain payments, such as interest and dividends.
Note. If you are exempt from backup withholding, you should still
complete this form to avoid possible erroneous backup withholding.
The following payees are exempt from backup withholding:
1. An organization exempt from tax under section 501(a), any
IRA, or a custodial account under section 403(b)(7) if the account
satisfies the requirements of section 401(f)(2),
2. The United States or any of its agencies or instrumentalities,
3. A state, the District of Columbia, a possession of the United
States, or any of their political subdivisions or instrumentalities,
4. A foreign government or any of its political
subdivisions, agencies, or instrumentalities, or
5. An international organization or any of its
agencies or instrumentalities.
Other payees that may be exempt from backup withholding include:
6. A corporation,
7. A foreign central bank of issue,
8. A dealer in securities or commodities required to register in
the United States, the District of Columbia, or a possession of the
United States,
9. A futures commission merchant registered with the
Commodity Futures Trading Commission,
10. A real estate investment trust,
11. An entity registered at all times during the tax year
under the Investment Company Act of 1940,
12. A common trust fund operated by a bank under section 584(a),
13. A financial institution,
14. A middleman known in the investment community as a
nominee or custodian, or
15. A trust exempt from tax under section 664 or described in
section 4947.
The following chart shows types of payments that may be exempt
from backup withholding. The chart applies to the exempt payees
listed above, 1 through 15.
IF the payment is for . . . THEN the payment is exempt
for . . .
Interest and dividend payments All exempt payees except
for 9
Broker transactions Exempt payees 1 through 5 and 7
through 13. Also, C corporations.
Barter exchange transactions and Exempt payees 1 through 5
patronage dividends
Payments over $600 required to be Generally, exempt payees
reported and direct sales over 1 through 7 2
$5,000 1
1
See Form 1099-MISC, Miscellaneous Income, and its instructions.
2
However, the following payments made to a corporation and reportable on
Form 1099-MISC are not exempt from backup withholding: medical and health
care payments, attorneys' fees, gross proceeds paid to an attorney, and
payments for services paid by a federal executive agency.
Page 3
Part I. Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. If you are a resident alien and
you do not have and are not eligible to get an SSN, your TIN is your
IRS individual taxpayer identification number (ITIN). Enter it in the social
security number box. If you do not have an ITIN, see How to get a TIN
below.
If you are a sole proprietor and you have an EIN, you may enter either
your SSN or EIN. However, the IRS prefers that you use your SSN.
If you are a single-member LLC that is disregarded as an entity
separate from its owner (see Limited Liability Company (LLC) on page
2), enter the owners SSN (or EIN, if the owner has one). Do not enter
the disregarded entitys EIN. If the LLC is classified as a corporation or
partnership, enter the entitys EIN.
Note. See the chart on page 4 for further clarification of name
and TIN combinations.
How to get a TIN. If you do not have a TIN, apply for one immediately.
To apply for an SSN, get Form SS-5, Application for a Social Security
Card, from your local Social Security Administration office or get this
form online at www.ssa.gov. You may also get this form by calling 1-
800-772-1213. Use Form W-7, Application for IRS Individual Taxpayer
Identification Number, to apply for an ITIN, or Form SS-4, Application for
Employer Identification Number, to apply for an EIN. You can apply for
an EIN online by accessing the IRS website at www.irs.gov/businesses
and clicking on Employer Identification Number (EIN) under Starting a
Business. You can get Forms W-7 and SS-4 from the IRS by visiting
IRS.gov or by calling 1-800-TAX-FORM (1-800-829-3676).
If you are asked to complete Form W-9 but do not have a TIN, write
Applied For in the space for the TIN, sign and date the form, and give it
to the requester. For interest and dividend payments, and certain
payments made with respect to readily tradable instruments, generally
you will have 60 days to get a TIN and give it to the requester before
you are subject to backup withholding on payments. The 60-day rule
does not apply to other types of payments. You will be subject to backup
withholding on all such payments until you provide your TIN to the
requester.
Note. Entering Applied For means that you have already applied for a
TIN or that you intend to apply for one soon.
Caution: A disregarded domestic entity that has a foreign owner
must use the appropriate Form W-8.
Part II. Certification
To establish to the withholding agent that you are a U.S. person, or
resident alien, sign Form W-9. You may be requested to sign by the
withholding agent even if item 1, below, and items 4 and 5 on page 4
indicate otherwise.
For a joint account, only the person whose TIN is shown in Part I
should sign (when required). In the case of a disregarded entity, the
person identified on the Name line must sign. Exempt payees, see
Exempt Payee on page 3.
Signature requirements. Complete the certification as indicated
in items 1 through 3, below, and items 4 and 5 on page 4.
1. Interest, dividend, and barter exchange accounts opened
before 1984 and broker accounts considered active during 1983.
You must give your correct TIN, but you do not have to sign
the certification.
2. Interest, dividend, broker, and barter exchange accounts
opened after 1983 and broker accounts considered inactive during
1983. You must sign the certification or backup withholding will apply. If
you are subject to backup withholding and you are merely providing
your correct TIN to the requester, you must cross out item 2 in the
certification before signing the form.
3. Real estate transactions. You must sign the certification. You
may cross out item 2 of the certification.
Form W-9 (Rev. 12-2011) Page 4

4. Other payments. You must give your correct TIN, but you do not Note. If no name is circled when more than one name is listed,
have to sign the certification unless you have been notified that you the number will be considered to be that of the first name listed.
have previously given an incorrect TIN. Other payments include
payments made in the course of the requesters trade or business for
Secure Your Tax Records from Identity Theft
rents, royalties, goods (other than bills for merchandise), medical and Identity theft occurs when someone uses your personal information
health care services (including payments to corporations), payments to such as your name, social security number (SSN), or other identifying
a nonemployee for services, payments to certain fishing boat crew information, without your permission, to commit fraud or other crimes.
members and fishermen, and gross proceeds paid to attorneys An identity thief may use your SSN to get a job or may file a tax return
(including payments to corporations). using your SSN to receive a refund.
5. Mortgage interest paid by you, acquisition or abandonment of To reduce your risk:
secured property, cancellation of debt, qualified tuition program Protect your SSN,
payments (under section 529), IRA, Coverdell ESA, Archer MSA or
Ensure your employer is protecting your SSN, and
HSA contributions or distributions, and pension distributions. You
must give your correct TIN, but you do not have to sign the certification. Be careful when choosing a tax preparer.
If your tax records are affected by identity theft and you receive a
What Name and Number To Give the Requester notice from the IRS, respond right away to the name and phone
For this type of account: Give name and SSN of:
number printed on the IRS notice or letter.
The individual If your tax records are not currently affected by identity theft but you
1. Individual
The actual owner of the account think you are at risk due to a lost or stolen purse or wallet, questionable
2. Two or more individuals (joint credit card activity or credit report, contact the IRS Identity Theft Hotline
account) or, if combined funds, the first
1
at 1-800-908-4490 or submit Form 14039.
individual on the account
3. Custodian account of a minor The minor 2 For more information, see Publication 4535, Identity Theft Prevention
(Uniform Gift to Minors Act) and Victim Assistance.
4. a. The usual revocable savings The grantor-trustee 1 Victims of identity theft who are experiencing economic harm or a
trust (grantor is also trustee) system problem, or are seeking help in resolving tax problems that
b. So-called trust account that is have not been resolved through normal channels, may be eligible for
not a legal or valid trust under The actual owner 1 Taxpayer Advocate Service (TAS) assistance. You can reach TAS by
state law calling the TAS toll-free case intake line at 1-877-777-4778 or TTY/TDD
5. Sole proprietorship or disregarded The owner 3 1-800-829-4059.
entity owned by an individual
6. Grantor trust filing under Optional Protect yourself from suspicious emails or phishing schemes.
Form 1099 Filing Method 1 (see Phishing is the creation and use of email and websites designed to
The grantor*
Regulation section 1.671- mimic legitimate business emails and websites. The most common act
4(b)(2)(i)(A)) is sending an email to a user falsely claiming to be an established
For this type of account: Give name and EIN of: legitimate enterprise in an attempt to scam the user into surrendering
7. Disregarded entity not owned by an The owner private information that will be used for identity theft.
individual The IRS does not initiate contacts with taxpayers via emails. Also, the
8. A valid trust, estate, or pension trust Legal entity 4 IRS does not request personal detailed information through email or ask
9. Corporation or LLC electing The corporation taxpayers for the PIN numbers, passwords, or similar secret access
corporate status on Form 8832 or information for their credit card, bank, or other financial accounts.
Form 2553 If you receive an unsolicited email claiming to be from the IRS,
10. Association, club, religious, The organization forward this message to phishing@irs.gov. You may also report
charitable, educational, or other
misuse of the IRS name, logo, or other IRS property to the Treasury
tax-exempt organization
Inspector General for Tax Administration at 1-800-366-4484. You
11. Partnership or multi-member LLC The partnership
can forward suspicious emails to the Federal Trade Commission at:
12. A broker or registered nominee The broker or nominee
spam@uce.gov or contact them at www.ftc.gov/idtheft or 1-877-
13. Account with the Department of The public entity
IDTHEFT (1-877-438-4338).
Agriculture in the name of a public
entity (such as a state or local Visit IRS.gov to learn more about identity theft and how to
government, school district, or reduce your risk.
prison) that receives agricultural
program payments
14. Grantor trust filing under the Form The trust
1041 Filing Method or the Optional
Form 1099 Filing Method 2 (see
Regulation section 1.671-
4(b)(2)(i)(B))

1
List first and circle the name of the person whose number you furnish. If only one person on a
joint account has an SSN, that persons number must be furnished.
2
Circle the minors name and furnish the minors SSN.
3
You must show your individual name and you may also enter your business or DBA name on
the Business name/disregarded entity name line. You may use either your SSN or EIN (if you
have one), but the IRS encourages you to use your SSN.
4
List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the
personal representative or trustee unless the legal entity itself is not designated in the account
title.) Also see Special rules for partnerships on page 1.
*Note. Grantor also must provide a Form W-9 to trustee of trust.

Privacy Act Notice

Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons (including federal agencies) who are required to file information returns with the IRS to report interest,
dividends, or certain other income paid to you; mortgage interest you paid; the acquisition or abandonment of secured property; the cancellation of debt; or contributions you made to an IRA, Archer MSA,
or HSA. The person collecting this form uses the information on the form to file information returns with the IRS, reporting the above information. Routine uses of this information include giving it to the
Department of Justice for civil and criminal litigation and to cities, states, the District of Columbia, and U.S. possessions for use in administering their laws. The information also may be disclosed to other
countries under a treaty, to federal and state agencies to enforce civil and criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN whether or
not you are required to file a tax return. Under section 3406, payers must generally withhold a percentage of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to the
payer. Certain penalties may also apply for providing false or fraudulent information.
FORM H

DEVIATION/COMPLIANCE SIGNATURE FORM

COMPANY NAME

ADDRESS CITY STATE

PHONE NUMBER FAX NUMBER

If the undersigned bidder intends to deviate from the General Conditions Standard Terms and Conditions
or Item Specifications listed in the bid invitation, all such deviations must be listed on this page, with
complete and detailed conditions and information included or attached. The District will consider any
deviations in its bid award decisions, and the District reserves the right to accept or reject any bid based
upon any deviations indicated below or in any attachments or inclusions.

In the absence of any deviation entry on this form, the bidder assures the District of their full compliance
with the Standard Terms and Conditions, Item Specifications, and all other information contained in this
Bid Invitation.

No Deviation
Yes Deviation

If yes is checked, please list below.

FORM I

NO BID NOTIFICATION

VENDOR NAME AGENTS NAME

ADDRESS
BID NUMBER
DESCRIPTION

The Aubrey Independent School District is interested in receiving competitive pricing on all items bid.
We also desire to keep your firm as a bidder and supplier of materials and equipment. Therefore, it is
important for us to determine why you are not bidding 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 bid for the following reason: (PLEASE CHECK ONE OF THE LISTED REASONS)

Do not supply the requested product

Quantities offered are too small or too large to be supplied by my

company. (Circle one of the underlined)
Specifications are too tight or written around a particular product.
(Please elaborate) ________________________________________

Cannot bid against manufacturer or jobber on this

item. (Circle one of the underlined)

Time frame for bidding was too short for my organization.

Not awarded a contract by ACA when you felt you were low bidder.

Other:

Please indicate your choice for remaining on ACAs bid list.

I wish to remain on bid list.
I do not wish to remain on bid list.

Vendors Signature Date

FORM I

FORMS CHECKLIST

Completed Affidavit of Non-Collusion Form A

Completed Felony Conviction Notice Form B
Completed Debarment or Suspension Certification Form C

Completed Bidders Certification Form D

Completed Acknowledgement Form E

Completed Conflict of Interest Questionnaire (CIQ) Form F

Completed W-9 Request for Taxpayer Identification Number & Certification

Form G Completed Deviation/Compliance Signature Form H
Or

No Bid Notification Form I