Purchasing Department
Dear Valued Vendors!
On January 1, 2023, we will be transitioning to a new eProcurement solution (OpenGov) for publishing solicitations, and receiving vendor responses.
Register your account early to begin receiving automatic email notifications for our Bid/RFP opportunities. Registration is 100% free for vendors!
Posted: 12-7-2022
To provide services and materials to build a foundation for life-long learning through honesty, integrity, opportunity, service, skill, dedication and teamwork.
- Register to bid and receive notifications of future opportunities in the e-Procurement Portal by selecting Subscribe to create an account.
- Follow updates to existing solicitations by finding the solicitation and clicking the Follow button. This will allow all interested parties to receive amendments and addenda automatically.
- Submit questions and receive answers for open solicitations.
- Guide vendors through the process of responding electronically to RFPs, bids, etc. to ensure submissions have been accurately completed.
- Ultimately, be your one location for all bid opportunities issued by the Tucson Unified School District.
THERE IS NO COST FOR VENDORS TO REGISTER WITH OpenGov.
Procurement
The Purchasing Department coordinates all of the District's procurement activities with the exception of Student Activities purchases. The procurement activities include regular programs, state and federal programs, grants and bonds.
Procurement is made in compliance with Governing Board Policy DJ (in PDF), the Department of Education School District Procurement Rules (Arizona Administrative Code Article 10), the Uniform System of Financial Records (USFR), and the Education Department General Administrative Regulations (EDGAR).
Various methods of procurement are used depending on the type and value of the transaction. The methods of procurement include Invitations for Bid, Requests for Proposals, Requests for Quotation, Oral Quotations, Sole Source Procurement, and Emergency Procurement.
The director and purchasing manager have procurement authority to $150,000 per transaction, including the award of all district bids and proposals within this limit. Bid and proposal award includes those for the Food Services Department. The director and purchasing manager have authority to sign all appropriate purchase orders. The procurement specialists have authority to sign purchase orders up to $100,000, unless the director authorizes them to sign above this limit.
Purchasing writes, issues and opens all Invitations for Bid and Requests for Proposals. The Department mails Notices of Invitation for Bid and opens all non-professional services bids for the Engineering Department.
PO Terms and Conditions
The following terms and conditions of the TUSD Purchasing Department are binding on this order. They are in addition to any terms and conditions in contracts awarded after bid.
Any increases in excess of purchase order amount and/or quantities, requires written approval from the Director of Purchasing or designee.
Non-Conformity: All goods and/or materials purchased herein are subject to approval of the TUSD Director of Purchasing or designee. Any rejection of goods and/or materials resulting because of non-conformity to the terms, conditions, delivery, price, quality or specifications of this order will be at Vendor's risk and expense.
Fiscal Year Delivery: TUSD Purchase Orders are designed to be filled within each fiscal year of July 1st to June 30th or be automatically cancelled at the end of this time period. The only exception to this condition is prior approval in writing from the Director of Purchasing or designee for an extension of delivery date.
Warranties: Vendor warrants articles supplied under this order are fit for the purpose for which such goods are ordinarily employed, except if stated in a Special Condition the materials must then fit that particular purpose.
Liens, Claims, and Encumbrances: Vendor warrants and represents that all the goods and materials delivered herein are free and clear of all liens, claims or encumbrances of any kind.
Infringements: Vendor agrees to protect and save harmless TUSD against all claims for patent, trademarks, copyright, or franchising infringement arising from the purchase, installation, or use of material ordered on this order and to assume all expense and damage arising from such claim.
Termination: In the event of a breach by Vendor of any of the provisions of this Purchase Order, TUSD reserves the right to cancel and terminate this order forthwith upon giving oral or written notice to Vendor. Vendor shall be liable for damages suffered by TUSD resulting from termination because of breach of provisions.
Title: Title to the materials and/or supplies purchased hereunder shall pass directly from Seller to TUSD at the F.O.B. point shown subject to the right of TUSD to reject upon inspection.
Damage Materials Claims: All Claims from carrier for damage shall be the responsibility of the Vendor. TUSD may contact carrier for inspection and claim forms to forward to Vendor.
Delivery: For any exception to the delivery date as specified on this order, Vendor shall give prior notification and obtain approval thereto from the Director of Purchasing or designee. With respect to delivery under this order, time is of the essence and the order is subject to cancellation for failure to deliver on time.
Identifications/Payment: All invoices, packing lists, packages, drop shipments, shipping notices, and other written documents affecting this order shall contain the applicable Purchase Order Number. Packing list shall be enclosed with each shipment shipped pursuant to this order, indicating the contents of each package. Invoices will not be processed for payment until items invoiced are received, inspected and accepted by TUSD.
Taxes: TUSD is subject to provisions of the combined State and City sales tax. Any vendor from outside the City Limits of Tucson indicating Tax in excess of the 5.6% State Tax must place on file with TUSD Finance Department a City Business Privilege License. TUSD is exempt from Federal Excise Tax and will sign Exemption Certificates upon request. TUSD is exempt from paying sales or use tax on printed photographic, electronic or digital materials or media purchased for its libraries.
Payment Method: TUSD's preferred method of payment is a commercial credit card. TUSD will not pay any additional fees associated with credit card processing.
Discounts and Payment Periods: In the event TUSD is entitled to a cash discount, the period of computation for said discount or for other specified payment periods shall commence on the date of receipt of the merchandise or service or receipt of a corrected completed invoice, whichever is later. If an adjustment in payment is necessary, due to damage or other fault of the seller, the cash discount or payment period shall commence on the date final approval for payment is authorized by TUSD. The cash discount or payment period stated on the purchase order shall apply and govern regardless of cash discount or payment terms, or the lack thereof, on any invoices submitted by seller.
Conflict of Interest: All parties hereby are put on notice that this Order is subject to cancellation if any TUSD employee or
Governing Board Member has substantial interest in the firm and/or materials as listed and has not followed State and district rules governing orders in such interest. Vendor must further certify that they have not paid or agreed to pay any person, other than a bona fide employee, a fee or a brokerage resulting from the award of the Purchase Order.
Non-Discrimination: During performance of the Purchase Order the Seller agrees not to discriminate against any employee or applicant for employment on the basis of race, religion, color, sex, sexual orientation, disability, age or national origin. Seller agrees that all individuals eligible to receive services under this Purchase Order will have equal access to those services regardless of race, religion, color, sex, sexual orientation, disability, age or national origin.
Remedies and Applicable Law: This Contract shall be governed by, and TUSD and Vendor shall have all remedies afforded each by the Uniform Commercial Code, as adopted in the State of Arizona, except as otherwise provided in this contract or in statutes pertaining specifically to the State. This Contract shall be governed by the law of the State of Arizona, and suits pertaining to this Contract may be brought only in the courts of the State of Arizona.
E-Verify Requirement: The vendor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with A.R.S. §23-214, Subsection A. Every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program. Each contract shall contain the warranties required by A.R.S. 41-4401 relative to the E-verify requirements.
Minority and Women Owned and Small Businesses: Vendors warrant they will be in full compliance, including contracting with small and minority businesses, women's business enterprises, and labor surplus area firms (2 C.F.R. 200.321, sections 1-5).
If applicable, the following Federal Terms and Conditions are in addition to our District's Standard Terms and Conditions and apply when the District is procuring with federal funds:
Affordable Care Act: The vendor understands and agrees that they shall be solely responsible for compliance with the patient Protection and Affordable Care Act, Public Law 111-148 and the Health Care and Education Reconciliation Act, Public Law 111-152 (collectively the Affordable Care Act "ACA"). The vendor shall bear sole responsibility for providing health care benefits for its employees who provide services to the District as required by State or Federal law.
Buy American Provision: The vendor will purchase, to the maximum extent practicable, domestic commodities or products in accordance with 7CFR§210.21(d) and 7CFR§220.16(d). The vendor shall purchase, to the maximum extent practicable, domestic agricultural commodities or products substantially processed in the United States. "Substantially" means the final processed product contains over 51% domestically grown agricultural commodities. This provision applies to all food purchases paid for the nonprofit school food services account. There are limited exceptions to this provision which allow for the purchase of products not meeting the "domestic" standard as described above ("non-domestic") in circumstances when use of domestic products is truly not practicable. However, before utilizing an exception, alternatives to purchasing non-domestic food products should be considered.
Disclosure of Lobbying Activities: Pursuant to Byrd Anti-Lobbying Amendment 31 USC 1352, the vendor must disclose lobbying activities in connection with school nutrition programs. If there are material changes after the initial filing, updated reports must be submitted on a quarterly basis. 7CFR§3018.100 (Only applies to contracts over $100,000).
Certification Regarding Lobbying: Pursuant to 31 USC 1352, the vendor must submit a certification regarding lobbying which conforms in substance with the language provided in CFR Part 200.450. No appropriated funds may be expended by the recipient of a Federal contract, grant, loan, or cooperative Agreement to pay any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any of the following covered Federal actions.
Certificate of Independent Price Determination: The vendor admits that all prices in this Offer have been arrived at independently, without consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or with any competitor certification regarding non-collusion.
Civil Rights Compliance: In accordance with Federal civil right law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any programs or activity conducted or funded by USDA.
- Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
- To file a program compliant of discrimination, complete the USDA Program Discrimination Compliant Form, AD-3027, found online at www.ascr.usda.gov/compliant_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the compliant form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department fo Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D,C. 203250-9410: (2) fax: (202) 690-7442; or (3) email: [email protected].
Clean Air Act, Clean Water Act, and Environmental Protection Agency Regulation: The vendor will comply with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act, Section 508 of the Clean Water Act, Executive Order 11738 and Environmental Protection Agency regulations which prohibit the use, under nonexempt federal contracts, grants or loans to facilities included on the EPA List of Violating Facilities.
Contract Work Hours and Safety Standard Act: The vendor shall comply with Section 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as supplemented by Department of Labor regulations (29 CFR Part 5). (Only applies to contracts over $2,500).
Debarment, Suspension, Ineligibility and Voluntary Exclusion: By signing the Offer & Acceptance form, the vendor or shall certify that they have not been debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs under executive order 12549 and 12689. The vendor shall comply with regulations implementing Office of Management and Budget Guidance in Non-procurement Debarment and Suspension codified at 2 CFR Part 180 and 2 CFR Part 417. These regulations restrict transactions with certain parties that are debarred, suspended or otherwise excluded from, or ineligible for, participation in Federal assistance programs or activities. (Only applies to contract over $25,000).
Registered Sex Offender Restriction/Prohibition: The vendor/contractor agrees by acceptance of this purchase order and/or contract that no employee or subcontractor of the vendor , who is required to register as a sex offender pursuant to A.R.S. 13-3821, will perform work on District premises or equipment at any time when a District student(s) is present or is reasonably expected to be present. The vendor/contractor further agrees by acceptance of a District purchase order and/or contract that a violation of this condition shall be considered a material contract breach and may, at the District's sole discretion, result in cancellation of the purchase order and/or contract.
Energy Policy and Conservation Act: The vendor shall meet the mandatory standards and policies relating to energy efficiency which are contained in the State Energy Conservation Plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat.871.)
Equal Employment Opportunity: The vendor shall comply with the Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapters 60).
Record Keeping: The books and records of the vendor pertaining to operations under this Agreement shall be available to the District at any reasonable time. These records are subject to inspection or audit by representatives of the District, State Agency, the US Department of Agriculture (for food/nutrition only), and the US General Accounting Office at any reasonable time and place. The District shall maintain such records, for a period of not less than five (5) years after the final day of the contract, or longer if required for audit resolution (A.R.S. §35-214). 7CFR§210.23 and 2 CFR Part 200.318(i).
Invoicing: The vendor fully discloses all discounts, rebates, allowances and incentives received by the vendor from its suppliers. If the vendor receives a discount, rebate, allowance, or incentive from a supplier, the vendor must disclose and return to the District the full amount of the discount, rebate, or applicable credit that is received based on the purchases made on behalf of the District. The vendor must identify the amount of each discount, rebate and other applicable credit on bills and invoices presented to the school foods authority for payment and individually identify the amount as a discount, rebate, or in the case of other applicable credits, the nature of the credit. 7CFR§210.21(f)(1)(iv). No expenditure may be made from the nonprofit school food service account for any cost resulting from a cost-reimbursable contract that fails to include the requirements of 7CFR§210.21, nor may any expenditure be made from the nonprofit school food service account that permits or results in the Vendor receiving payments in excess of the vendor's actual, net allowable costs. 7CFR§210.21(f)(2). The return of purchase incentives, discounts, rebates, and credits will be to the Sponsor's non-profit Child Nutrition account.
Termination Clause: The District may terminate for cause and for convenience the contract. Appendix II to 2 CFR Part 200. (Only applies to contract over $10,000).
Description of process for enabling vendors to receive or pick up orders upon contract award.
The Offer shall maintain in current status all federal, state and local licenses and permits required for the operation of the business conducted by the vendor.
Signed statement of non-collusion.
- Copeland "Anti-Kickback" Act – A; contracts and sub grants in excess of $2,000 for construction or repair awarded by recipients and sub recipients shall include a provision for compliance with the Copeland "Anti-Kickback" Act.
- Davis-Bacon Act – The VENDOR shall comply with the Davis-Bacon Act (40 U.S.C. 276a to 276a -7) as supplemented by Department of Labor regulations (29 CFR Part 5).
Morrow Education Center
1010 E. 10th Street, Tucson, AZ 85719
520-225-6080 Phone | 520-225-6082 FaxDirector of Purchasing
Diana Kerfoot, NIGP-CPP, CPPO, CPPB, ACBS
520-225-6483Procurement Agent
Teresa Chapman, NIGP-CPP, CPPB
520-225-6554Procurement Agent
Kevin Oster, CPPB
520-225-6094Procurement Agent
Jacqueline Posey
520-225-6047Procurement Specialist
Darleen Goodin
520-225-4706Procurement Specialist
Julie Riebe
520-225-6481Procurement Specialist
Karla Rodriguez-Aceves
520-225-6092