In October 2011, the District established a solicitation titled Administrative and Instructional Contracted Services
("AICS") to contract for services of an expert, either an individual or company, who personally renders services to the District on a short or infrequent term, on a fee or per diem basis, and does not involve the traditional relationship of employer and employee.
AICS contracted vendors provide technical, educational and/or administrative expertise not otherwise available to or performed by District personnel. These services may consist of information, advice, opinions, alternatives, conclusions, recommendations, demonstrations, or direct assistance, such as studies, analyses, evaluations, performances, and liaison. Contracted vendors may work independently or under District staff supervision based on the type of contract.
Services can include but are not limited to the following items not already under contract with the District:
Professional / Staff Development Training
- Statistical Analysis / Consultant
- Financial Analysis / Consultant
- Technology Analysis / Consultant
- Operations Analysis / Consultant
- Presentations / Programs (e.g. authors)
- Marching Band / Drill / Cheer Design and Choreography (includes camps)
- Speaker(s) for Assembly Programs
- Other services deemed appropriate for this request
For a vendor to be considered eligible for the AICS contract, they must first register in the District's eROC electronic procurement system and complete solicitation #ME12-066, titled Administrative and Instructional Contracted Services.
After registration, the interested vendor is to complete an electronic response to the solicitation. Brief instructions.
NOTE: Under no circumstances may a contracted service provider be used to specifically aid in influencing or enacting legislation. Service providers may not perform work of a policy-making, decision-making, managerial, or supervisory nature nor may they approve or disapprove actions that commit or expend District funds. AICS may not be obtained for unauthorized purposes, such as to bypass or undermine personnel ceilings or pay limitations.
Vendor application will have to provide some type of pricing structure with their solicitation response to use as a guideline. Pricing will be negotiated for each specific event.
If the contracted Vendor requires reimbursement for costs (e.g. air travel, lodging, per diem, handouts, and all other District authorized expenses) associated with the services provided, the Vendor must identify this requirement within their response. If such costs are included within the services fees, the Vendor is not required to include this information. For contracts requiring reimbursement, receipts are required and the District will only pay the actual costs incurred by the contracted Vendor.
Awards to AICS vendors will be based on the vendor meeting the requirements set forth in the solicitation. Awards will be made to multiple vendors on an incremental basis through April 30th of each year. As vendor responses are received, they will be evaluated by the Purchasing Office and either accepted or rejected. Once a vendor is awarded a contract, they will be included on the list of the awarded vendors found on the District's Active Contracts Page.
The District campus or department is to issue a purchase order to the selected Vendor for all contracted services listed above with a total dollar amount greater than $500 per event. The vendor's contract will be a term contract in effect from the date the vendor was awarded the contract through June 30th of each year.
Maximum Annual Expenditure
The District reserves the right to limit the total expenditure with any one vendor by the District as a whole. If it is determined during the term of the year that the service being provided should and can be competitively procured, the Purchasing Office will cancel the original contract and procure the services through a competitive process.
Contracted Vendor Agreements
The District purchase order should be considered the official contract between the District and the contracted Vendor and no other document should be necessary. If the contracted Vendor requires that due to valid reasons an additional agreement is necessary, this agreement will be reviewed by the Purchasing Office prior to signature by an authorized District representative. The District reserves the right to reject such request and consider the purchase order the official agreement. If the District considers the additional agreement, no services are to be provided until the District has reviewed, accepted, modified and/or struck all provisions or clauses that are in violation of State of Texas law, District policies, and/or are not considered in the District's best interest.
Contract Services Agreement Form
Prior to services being rendered, the campus / department is to complete a Contract Services Agreement ("CSA") form to be accompanied by the purchase order mentioned above. A CSA is an agreement between the District and a person acting as a contracted Vendor in performing services as stated above. A copy of the completed CSA and a copy of the purchase order will have to be provided to the RRISD Accounts Payable Department with the properly prepared invoice for the payment to be processed.
Payment will be made only after services have been rendered, completion of the performance statement (e.g. milestones) if applicable, and approval for payment by the campus or department. Deposits will be considered on a case-by-case basis and the District will not guarantee that a deposit will be made before services are rendered.
Any questions related to these requirements can be directed to the RRISD Purchasing Office at 512.464.6950.