‐ 1 ‐
REQUEST FOR PROPOSALS
FOR
VOICE OVER INTERNET PROTOCOL SOLUTIONS
RFP No. 17‐1018‐01
PROPOSALS ARE DUE BY Wednesday, October 18th, 2017
At 3:00 p.m., MST
LOWER VALLEY WATER DISTRICT
REQUEST FOR PROPOSALS FOR VOICE OVER INTERNET PROTOCOL SOLUTIONS
2
Table of Contents
I. INTRODUCTION .......................................................................................................................................... 3
II. BACKGROUND ........................................................................................................................................... 3
III. EXISTING VoIP STRUCTURE ...................................................................................................................... 3
IV. SCOPE OF SERVICES ................................................................................................................................. 3
V. SYSTEM REQUIREMENTS .......................................................................................................................... 4
VI. IP PHONE REQUIREMENTS....................................................................................................................... 5
VII. MAINTENANCE PLAN REQUIREMENTS ................................................................................................... 5
VIII. PRICING STRUCTURE .............................................................................................................................. 6
IX. PROPOSAL FORMAT ................................................................................................................................. 6
X. SUBMITTAL INSTRUCTIONS ....................................................................................................................... 7
XI. EVALUATION AND SELECTION CRITERIA .................................................................................................. 7
XII. TIMELINE ................................................................................................................................................. 8
XIII. CONTRACT AWARD ................................................................................................................................ 8
XIV. LOWER VALLEY WATER DISTRICT STANDARD TERMS AND CONDITIONS ............................................. 8
XV. GENERAL INFORMATION WORKSHEET ................................................................................................. 14
XVI. DEVIATIONS ......................................................................................................................................... 16
XVII. PROHIBITION ON LOBBYING OR SOLICITATION ACKNOWLEDGEMENT FORM .................................. 17
XVIII. ACKNOWLEDGEMENT FORM ............................................................................................................. 18
XIX. CONFLICT OF INTEREST QUESTIONNAIRE……………………………………………………………………………………...20
3
I. INTRODUCTION The Lower Valley Water District is requesting proposals from qualified firms to implement a Voice over
Internet Protocol (VoIP) solution. The LVWD intends to award a firm‐fixed‐priced contract as a direct
result of this solicitation. Vendor(s) will be evaluated in part on the ability to deliver products on time
and within budget, and their demonstrated understanding of the solution required based on their
responses.
Any communications pertaining to the scope of work, the preparation or submittal of a proposal, and all
other communications with the Lower Valley Water District referred to in this RFP must be made in
writing to:
Rosa Rivera
Purchasing Agent
Lower Valley Water District
Ph: (915) 791‐4480 Ext. 1109
II. BACKGROUND The Lower Valley Water District is located in East El Paso County. The District serves an area of 210
square miles and has a customer base of approximately 18,000 residents. A five seat Board of Directors
governs its bylaws and policies. It currently has a staff of approximately 115 full‐time and part‐time
employees.
III. EXISTING VoIP STRUCTURE The District currently has in its possession 80 phones that are being used with the existing VoIP structure
which encompasses multiple buildings. Two buildings use a wireless, point‐to‐point radio system for
their main internet connection. The remaining buildings are hard‐wired to the main server room. There
is currently one IP‐PBX system located within server room in the Main Administration building. There is
also a SIP call recording device located in the same server room. The database is backed up to an HP
workstation.
IV. SCOPE OF SERVICES a. All materials and equipment supplied to the Lower Valley Water District must be in new and
unused condition.
b. The contracted firm shall supply all the necessary hardware, software, licenses,
maintenance, and warranties (per the BOM) for a VoIP solution for 100 current phones and
expandable to a minimum of 150 phones; the installation and configuration of the hardware
and software; and the training of the IT staff and end users to ensure that Quality of Service
(QoS) and the VoIP solution is successfully deployed.
4
c. The contracted firm shall validate the data and voice environments; develop a detailed
design (including system, dial plan, and QoS design) for the VoIP solution; and develop a Bill
of Materials (BOM) for hardware, software, licenses, maintenance, and warranties.
d. Post‐Implementation Training and Support – involves post‐implementation system training
and 50 hours of post‐implementation support to be used for issue resolution and follow‐up,
as needed.
V. SYSTEM REQUIREMENTS The major components of the project (as identified by the Lower Valley Water District) are detailed
below. Vendors responding should be prepared to provide a solution to the specified areas, and if after
review and questions add any additional components deemed necessary to successfully complete the
project. The IP‐PBX and applicable related components shall meet the following criteria:
a. The system shall be modular such that the District can enable and/or add additional
features, as needed. Initially, the District is targeting basic dial tone and feature parity with
the existing PBX; however, this shall not preclude the District from enabling enhanced
features and/or integrating additional systems to expand overall system capabilities. The
current PBX features include but are not limited to:
i. Automated Call Distribution.
ii. Automated Attendant with integrated voice mail.
iii. Dial by Name Directory.
iv. Do Not Disturb.
v. Express Messaging.
vi. Message‐only information mailboxes.
vii. Configuring multiple extensions to a single voicemail box.
viii. In‐house managed voicemail, extensions, passwords, phone programming,
etc. via PC, GUI interface.
ix. Monitoring software to provide data on incoming call volume, response
times, unheard calls to voicemails, ACD agents, etc.
x. Flexible main greeting for holiday, inclement weather announcements, and
emergency situations.
xi. Ability to manage a call tree for multiple languages (English and Spanish).
xii. Check voicemail and settings from an outside line.
xiii. Call‐forwarding to external and internal destinations, including cell phones.
xiv. Voice Conferencing Technology.
xv. Ability to manage multiple T1 connections, as well as POTS lines.
xvi. Call recording for minimum of 20 phones.
xvii. Paging system via phone handset speakers.
xviii. Daytime/Nighttime Attendants with forwarding capabilities to an answering
service.
b. The system shall be able to scale to meet the District’s enterprise size requirements.
c. The system (to include the IP‐PBX, major call processing and/or application
servers/appliances) shall be capable of providing highly redundant services to the Lower
Valley Water District.
5
d. The system shall be tested and proven to be reliable with the ability to make and receive
telephone calls, which is a mission‐critical function.
e. The system shall be capable of integrating with the District’s current Utility Billing system,
Tyler‐Munis, for the purpose of developing an Interactive Voice Response (IVR) solution.
f. The system shall provide secure method(s) for administration via local/remote login,
administrative software, and/or web interface. Additionally, the system shall support
secure/encrypted signaling and media transmission.
g. The system shall support backup and the restoration of operations. Backup operations shall
be automated such that the most recent copy of data can be restored.
h. The system shall have reporting capabilities that include but are not limited to detailed call
reports, infrastructure performance, etc.
VI. IP PHONE REQUIREMENTS IP phones shall support a variety of uses. In General, vendor IP phones shall be able to support multiple
line appearances. For the purposes of this solicitation, the standard IP phones offered shall support the
following features and functions:
a. One (1) to twenty‐four (24) lines either natively (i.e., on the phone itself) or via expansion
modules.
b. End user phones shall have a high‐resolution display.
c. End user phones shall support use via handset, headset, or speakerphone (built‐in).
d. Support for add‐on devices such as wireless headsets, Bluetooth headset, etc. is desired.
e. 3rd‐party devices, if needed (e.g. videoconference phones)
f. Dedicated conference stations that provide high‐quality speakerphone capabilities with the
ability to add additional speakers and/or microphones, if needed.
i. The contracted vendor shall include in its proposal 5 conference stations.
Additional general requirements for IP phones are as follows:
a. Shave have at least one Ethernet port to support connecting to a network switch. Standard
end user phones shall support the ability to tether a PC connection behind the IP phone (i.e.,
IP phone acts as a switch).
b. Ethernet ports shall support at least 10/100 MB speed connections.
c. Shall support power provisioned locally (via power adapter connected to the phone) or via
PoE. The District currently utilizes Cisco Meraki PoE switches.
d. Shall support the use of a vendor‐supported protocol for registration with the IP‐PBX.
e. Shall support hard coding of IP address or assignment via DHCP.
VII. MAINTENANCE PLAN REQUIREMENTS a. The Contractor shall provide the District with a response time for all system related service
calls. The response time shall not exceed two (2) hours from the time the initial service call
is placed.
b. The Contractor shall also provide the District with a time frame on the amount of time it will
take to resolve the issue.
6
c. The Contractor shall also provide the District with a history report containing all system
related issues and resolutions.
d. The Contractor shall also provide the District with an annual maintenance plan that can be
utilized 24 hours a day, 7 days a week, and 365 days a year.
e. The Contractor shall have sufficient inventory levels of critical electronics on hand in the
event that there is a failure of the VoIP system.
VIII. PRICING STRUCTURE a. The Offeror shall submit to the District a pricing structure that is unitized in nature and shall
include the following information:
i. Cost of standard phones offered
1. Number of phones included
ii. Labor rates (per hour)
1. Normal rates within regular business hours
2. After hours and Holiday rates
iii. Hardware costs
iv. Software costs
v. Licensing costs
vi. Annual maintenance costs
vii. Optional hardware costs
viii. Optional software costs
b. Labor rates are subject to negotiation.
c. All hardware and software costs shall not exceed a mark‐up of more than eight percent (8%)
above costs.
i. The Offeror shall provide the District with the original costs from the
manufacturer as verification for the percentage markup.
d. Annual maintenance fees shall remain firm for the first two (2) years. Beginning in year
three (3) of the contract and each year thereafter, the annual maintenance cost shall not
increase more than two and a half percent (2.5%) per year.
IX. PROPOSAL FORMAT a. Each Offeror is responsible for examining and understanding this RFP prior to
submitting a proposal. Offerors assume all risk of errors contained in this
procurement process and no contract awarded will be increased to cover costs that
should have been anticipated by the Offeror in examining the documents.
b. Each Offeror shall demonstrate its ability to timely deliver the requested VoIP
solution.
c. The District reserves the right to request verification, validation or clarification of
any information contained in a proposal.
d. The District reserves the right to waive any informality in a proposal.
e. Specific Technical Requirements:
i. The proposal should demonstrate the qualifications of the firm and of the
particular staff to be assigned to this proposal.
7
ii. Prior work of the same nature, with other governmental entities, should be
listed with a contact. Please include the date of the project, name of the
contact, phone number of the contact person and address.
iii. The proposal should set forth a work plan, including a timeline that specifies
the implementation schedule of the project.
iv. The Offeror shall include a detailed description of the annual maintenance
plan relating to the proposed VoIP solution.
X. SUBMITTAL INSTRUCTIONS a. Each offeror shall submit one (1) original and five (5) copies of its proposal, as well
as an electronic copy on flash drive.
i. An authorized representative of the Offeror shall sign proposals. All
information requested should be submitted. Failure to submit all
information requested may result in the District requiring prompt
submission of missing information and/or giving a lowered evaluation of
the proposal. Proposals which are substantially incomplete or lack key
information may be rejected by the District.
ii. Proposals should be organized in the order in which the requirements
are presented in the RFP. All pages of the proposal should be
numbered. Each paragraph in the proposal should reference the
paragraph of the corresponding section of the RFP. It is also helpful to
repeat the text of the requirement as it appears in the RFP. The
proposal should contain a table of contents, which cross‐references the
RFP requirements. Information which the Offeror desires to present
that does not fall within any of the requirements of the RFP should be
inserted at an appropriate place or be attached at the end of the
proposal and designated as additional material. Proposals that are not
organized in this manner risk elimination from consideration if the
evaluators are unable to find where the RFP requirements are
specifically addressed.
iii. Each proposal shall be in writing and received in hard copy by the
deadline. Oral proposals, proposals received by telephone, fax,
telegraph, or e‐mail shall be rejected.
XI. EVALUATION AND SELECTION CRITERIA a. The Selection Committee will independently read, review and evaluate each proposal and a
recommendation will be made on the basis of the criteria listed below:
i. Specific Technical Requirements as described in Section IX – 25%
ii. Additional features as well as functionality of the VoIP solution – 15%
iii. Maintenance Plan Requirements – 25%
iv. Pricing structure – 30%
v. Overall completeness, clarity and quality of proposal – 5%
b. The selection committee will independently read and rate each proposal, based on the
criteria above. A preliminary evaluation rating will be developed, which indicates the
8
group’s collective ranking of the highest rated proposals in a descending order. The Lower
Valley Water District, at its sole discretion, shall reserve the right to schedule interviews or
presentations by prospective firms. Once complete, the committee will finalize the rankings.
Final negotiations for a binding estimate of cost will begin with the top ranked firm. If a
contract acceptable to the District cannot be negotiated at a price considered fair and
reasonable, negotiations shall be terminated with the top ranked firm and negotiations will
then proceed with the next highest ranked firm until an agreement is reached.
XII. TIMELINE a. Proposed Calendar – The following is a list of key dates up to and including the date
proposals are due to be submitted:
i. Request for Proposal Issued 10/04/2017
ii. Pre‐Bid Meeting 10:00 a.m. 10/10/2017
iii. Proposals due by 3:00 p.m. 10/18/2017
iv. Selected firm(s) notified/interviewed (approx.) 11/02/2017
v. Contract award (approx.) 11/16/2017
XIII. CONTRACT AWARD a. This Contract shall consist of a two (2) year term with four (4) possible one (1) year
extensions. The contract renewal will be subject to the annual review and recommendation
of the Lower Valley Water District, satisfactory negotiation of terms (including a price
acceptable to both the Lower Valley Water District and the selected firm) and the annual
availability of an appropriation.
b. The annual maintenance fees shall be a firm, fixed‐price for the first 2 years of the contract.
Beginning in year three (3) and any subsequent year thereafter, the maintenance fees
pertaining to the VoIP system shall not increase more than 2.5% each year.
XIV. LOWER VALLEY WATER DISTRICT STANDARD TERMS AND
CONDITIONS
1. Bid Responses:
a. Bidders are encouraged to submit bids on any or all items or services their firms can provide. The
award will be made to the lowest responsible bidder who submits a responsible bid, as per
specifications, which is the most advantageous to the District.
b. Bids will not be accepted and tabulated unless the Vendor Identification/ Acknowledgement Bid
Form is completely filled out and contains an original signature, in blue ink, by an authorized
representative of the company. Each bid form response shall be typewritten or handwritten in ink.
Unsigned bids will be considered a NO BID.
9
2. Estimated Quantities: The quantities shown on the bid form are estimated, based on projected use.
It is specifically understood and agreed that these quantities are approximate. Any increase in
quantities will be paid for at the quoted bid price, unless required by law to be rebid. It is further
understood that the supplier will not have any claim against the District for the purchase of quantities
less than the estimated amount.
3. Product Standards: When a brand name and identification numbers are shown on the bid form, they
indicate an acceptable standard, the features of which must be considered when bidding equals. This
brand name is used only to establish a quality level, and basic features required. Bids on equivalent or
better are encouraged, but must be accompanied with appropriate information for evaluation purposes.
Failure to include such information will disqualify the bid on that item. If bidding on other than
referenced specifications, bid must identify manufacturer, brand, model, etc., of the article being
offered. If other than brand(s) specified is offered, complete descriptive information in literature form
of each article being bid must be included with bid. Even if bidder takes no exception to specifications
of reference data, he will be required to furnish brand names, models, etc., as specified.
4. Product Samples and Demonstrations: Samples and/or demonstrations for evaluation purposes
must be provided, at no cost to the District, within ten (10) days of request. Samples, if not destroyed in
examination, will be returned to the bidder on request, at the bidder’s expense. Each sample when
requested, shall be marked “Product Sample” and include bidder’s name, address, phone number, bid
number and item number.
5. Price Per Unit: Unit prices are to be based on the unit of measure requested on the bid form
provided such as each, pound, serving, pair, gross, foot, square yards, pint, gallon or ounce. Failure to
do so will disqualify the bid on that item. All charges, including delivery charges must be included in the
bid price.
6. Prices Submitted: All prices are to be your lowest and best net price, F.O.B., destination on each
item. The unit price for each item offered is to include all applicable discounts. In case of error in
extension, unit price shall govern. The District reserves the right to award on a basis of a low total, a low
bid by item, or in any combination that will best serve the interest of the District.
7. Delivery of Items: All items are to be delivered to the Lower Valley Water District’s main address,
1557 FM Road 1110, Clint, Texas 79836, unless otherwise a specified in the purchase order sent to the
Seller by the Buyer pursuant to which the goods are delivered.
8. Warranty: All equipment items awarded as a result of this bid will be accompany by manufacturer’s
warranty for all parts and labor, including any and all transportation charges. Bidder must furnish with
10
their Bid Proposal, names and phone numbers of persons to contact in case of warranty or services
problems.
9. Statement of Delivery: A specific statement of delivery after receipt of order (ARO), for each item
must be made a part of this bid, and will be a significant determiner in the award for an item where
price differences exist.
10. Bids must be submitted on this form and the bidder shall return the entire bid/specification package
which will constitute a contract equally binding between the bidder and the Lower Valley Water District
if accepted by the Lower Valley Water District. Each bid shall be placed in a sealed envelope, manually
singed in ink by a person having the authority to bind his firm in a contract.
11. Awarding Bids: In determining the best value for the District, the following will be considered in the
awarding of the bid:
1. The purchase price. 2. The reputation of the bidder and of the bidder’s goods or services. 3. The quality of the bidder’s goods or services. 4. The Extent to which the goods or services meet the District’s needs. 5. The bidder’s past relationship with the District. 6. The impact on the ability of the District to comply with laws and rules
relating to contracting with historically underutilized businesses and nonprofit
organizations employing persons with disabilities.
7. The total long‐term cost to the District to acquire the bidder’s goods or services. 8. Any relevant criteria specifically listed in the request for bids or proposals.
12. Right to Rebid: The District reserves the right to rebid any item contained in this bid invitation,
when fair market value of the item(s) is reduced by a factor of ten (10) percent.
13. Term of Contract: Bid prices must prevail for a period of one year from the date of award unless
stated otherwise in the Special Term and Conditions, when applicable.
14. Extensions: The District reserves the option to renew this contract for an additional period(s) if
service is satisfactory, escalation does not exceed five (5) percent per year, and the renewal is agreed to
by both parties.
11
15. Validity of Proposal: All proposals shall be valid for a period of sixty (60) days from the opening
date of the Request for Proposal.
16. Failure to Honor Bid Prices: Any vendor failing to honor a bid submitted or delivers items not
meeting specifications may be removed from the bid list for a period of two (2) years. Items delivered
not as specified on the award will be the responsibility of the vendor to recover and credit to the District
at no expense to the District.
17. Failure to Respond to Bid Invitation: Failure to participate in two (2) successive bid invitations will
constitute grounds to remove a vendor from the bid list.
18. Bid Withdrawal: A vendor may withdraw its bid at any time prior to the scheduled time of opening.
Any request by a bidder to withdraw a bid must be in person or in writing and submitted to the
Purchasing Agent prior to scheduled opening time. Subsequent of the bid opening, a bid cannot be
withdrawn for a period of sixty (60) days.
19. Request for Interpretation and Clarification: If any bidder is in doubt as to the meaning of any part
of this bid document he or she may submit a written request for an interpretation at least seventy‐two
(72) hours prior to the hour for opening of bids. The person submitting the request will be responsible
for its prompt delivery. An addendum will either be mailed or E‐Mailed to each company receiving a set
of bid documents. The District will not be responsible for any other explanation or interpretation of the
proposed documents.
20. Contesting Bid Award Recommendations: Vendors wishing to contest a recommendation for
award of bids and/or present additional information relevant to the bid will be required to submit a
letter stating the reason(s) for contesting the recommended award of bids and any information relevant
to the bid award. The letter is to be submitted to the General Manager no less than forty‐eight (48)
hours prior to the meeting of the Board of Directors where this particular bid is on the agenda for
action.
21. Penalties for Non‐Performance: If at any time, the contractor fails to fulfill or abide by the terms,
conditions, or specifications of the contract, the District reserves the right to:
a. Purchase on the open market and charge the contractor the difference between contract
and actual purchase price, or
b. Deduct such charges from existing invoice totals due at the time, or
12
c. Cancel the contract within thirty (30) days written notifications of intent.
22. Force Majeure: No party shall have any liability to the other hereunder by reason of any delay or
failure to perform any obligation or covenant if the delay or failure to perform is occasioned by force
majeure, meaning any act of God, storm, fire, casualty, unanticipated work stoppage, strike, lockout,
labor dispute, civil disturbance, riot, war, national emergency, act of Government, act of public enemy,
or other cause of similar or dissimilar nature beyond its control.
23. Conflict of Interest: No employee or officer of the District shall have a direct financial interest in
any contract enter into by the District, nor shall an employee or officer of the District have a direct
financial interest in the sale to the District of any land, equipment, supplies and materials, or service.
Any violation of this policy will render the contract involved void, unless such contract or sale is
approved by the Board after all full disclosure. Form CIQ, included and is part of the proposal, must be
completed and submitted with proposal response.
24. Tax Exemption: The Lower Valley Water District is exempt form Municipal and State Sales and Use
Taxes on materials and equipment to be incorporated in the work. Sale taxes shall not be included in
the Contract Price. Tax Exemption Certificate will be provided upon request.
25. Failure to Meet all Terms and Conditions: Failure to meet all Standard Terms and Conditions may
constitute grounds for invalidating the bid(s).
26. Late Bids: Bids must be received no later than the Proposals opening date and time specified on
Notice to Bidders page. All Bids received after closing time will not be considered.
27. Bid Forms: Bidder is required to complete and submit the following forms as part of the Bid Form;
Acknowledgement Form, Deviation Page, General Information Form, Prohibition on Lobbying or
Solicitation Acknowledgement Form, W‐9 Form and Conflict of Interest Questionnaire.
28. Deviations: List any deviations from the specifications on the accompanying deviation form.
Bidders must list all deviations for products offered as equals to specified products.
29. Indemnification: The Bidder shall comply with the requirements of all applicable laws, rules, and
regulations and shall exonerate, indemnify and hold harmless the Lower Valley Water District (“District”)
from any and all Liability or Damages resulting from failure to do so.
13
In addition, the Bidder agrees to keep, save and hold the District harmless from any and all actions,
liabilities, damages, judgments, costs and expenses including reasonable attorney’s fees, in case an
action is filed or does in any way accrue against the District, its officials, officers, and employees in
consequence of the contract for any negligent act or omission of the vendor in the provision of
merchandise under the contract, or that may result from the carelessness or lack of skill of the Bidder or
the Bidder’s agent, contractors, assigns, or employees. In the event a judgment is recovered against the
District for any such liability, costs or expenses, such judgment shall be conclusive against the vendor.
It is specifically understood and agreed by the Bidder that such indemnity is indemnity by the Bidder to
indemnify and protect the District from Liability, Claims, Suits, Losses, Damages or Causes of action to
the Bidder’s Negligence, Error or Omission.
30. Venue: Bidder and Lower Valley Water District agree that venue for any litigation arising from this
contract shall lie in the El Paso County, Texas.
31. Certification Regarding Debarment: The Contractor certifies that neither it nor its principals are
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in this transaction (contract) by any governmental department or agency. If the
Contractor cannot certify this statement, attach a written explanation for review by the LVWD.
14
XV. GENERAL INFORMATION WORKSHEET
LOWER VALLEY WATER DISTRICT
GENERAL INFORMATION
Request for Proposal
for VoIP Solutions; RFP No. 17-1018-01
Questionnaire to Determine Principal Place of Business Under Article LGC 2252.002 Texas revised Civil Statues.
GENERAL INFORMATION:
1. Legal Name of Business: ________________________________________________
2. Street Address: _________________________________________________________
3. Post Office Box (if any) or Mailing Address if different from question #2: ___________
4. City: __________________ State: ___________________ Zip: ___________________
5. Telephone Number: ___________________
6. Nature of Business (i.e., automobile dealer, electrical contractor, etc.): ______________
7. Type of Business Organization (check one):
___________ Sole Proprietorship ___________ Other Legal Entity
___________ Partnership (General or Limited) ______________ Corporation
QUESTION RELATED TO PRINCIPAL PLACE OF BUSINESS:
1. In what state is your principal place of business? ________________________________
2. In what state, if any, is your business incorporated? ______________________________
3. If business is a corporation, furnish the name and address of the agent for services: ____
4. Is your business authorized to do business under the laws of the State of Texas? _______
15
5. Do you transact business in more than one State? _______ If so, list all states in which you transact business: ______________________________
6. In what State are the majority of your activities conducted? ___________________
7. List the total gross sales of your business within the last two calendar years? __________
8. In what State does your business earn the largest percentage of its revenues? _________ What percentage is earned in Texas? ____________
9. In what State is the largest percentage of the capital? ________________ Assets of your business located? ______________ What percentage is located in Texas? _____________
10. Give the address of your general office where centralized control of your business is conducted? _________________________________________________________
11. In what state does the largest percentage of full-time equivalent employees of your business reside permanently? __________________________________________ What percentage resides permanently in Texas? _________________ How many full-time equivalent employees reside permanently in Texas? ____________
12. Give the name and residential address(es) of the officer (s), sole proprietor or partners of business: _______________________________________________________________
___________________________ Owner or Officer _________________________ Print Name __________________________ Print Title
16
XVI. DEVIATIONS
LOWER VALLEY WATER DISTRICT
DEVIATIONS
Request for Proposal
for VoIP Solutions; RFP NO. 17‐1018‐01
List below any deviations from product specifications, be sure to list deviations for all products offered
as equal to the specified product. If there are no deviations, please indicate “None.”
17
XVII. PROHIBITION ON LOBBYING OR SOLICITATION
ACKNOWLEDGEMENT FORM LOWER VALLEY WATER DISTRICT
PROHIBITION ON LOBBYING OR SOLICITATION ACKNOWLEDGEMENT FORM
Request for Proposal
For VoIP Solution; RFP No. 17-1018-01
The Lower Valley Water District has implemented a procedure prohibiting lobbying, contacting or soliciting District staff members or members of the Board of Directors during the selection process.
The undersigned acknowledges the district procedure and certifies that all employees, agents, consultants, or representatives of the representing firm have not or will not contact, solicit, or lobby District staff members, members of the Board of Directors regarding the above-mentioned solicitation from the date of Board of Directors authorization to solicit proposal through final action of this solicitation by the Board of Directors.
_________________________________________ Firm Name ________________________________________ Address _________________________________________ City/State/Zip _______________________________________ ____________________________ Telephone Number Fax Number ________________________________________ Name of Representative ______________________________________ Title of Representative ______________________________________ Signature of Representative ______________________________________ Date
18
XVIII. ACKNOWLEDGEMENT FORM
LOWER VALLEY WATER DISTRICT
Request for Proposal
For
VoIP Solution; RFP No. 17‐1018‐01
BID ACKNOWLEDGEMENT
FORM
"The undersigned affirms that he/she is duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this 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."
COMPANY'S NAME: _____________________________________________________
ADDRESS:
PHONE:
FAX NUMBER:
BIDDER (Signature):
BIDDER (Print Name):
POSITION with Company:
SIGNATURE of Company
Official Authorizing this Bid:
Company Official (Print Name):
Official Position:
***********************************************************************
19
The bidder hereby acknowledges receipt of the following listed addenda and agrees that all addenda
issued are made part of the contract documents, and the bidder further agrees that his/her bides)
includes all changes resulting from said addenda.
ADDENDUM NO. ________________ DATE _________________
ADDENDUM NO. ________________ DATE _________________
ADDENDUM NO. ________________ DATE _________________
**********************************************************************
Please provide name and title of any employee of your firm who may have acted as a consultant in the preparation of this bid:
__________________________________ _____________________________
__________________________________ _______________
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
7
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
6
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.
Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more partiesbased on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or anagency of a federal, state, or local governmental entity;(B) a transaction conducted at a price and subject to terms available to the public; or(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency andthat is subject to regular examination by, and reporting to, that agency.
Local Government Code § 176.003(a)(2)(A) and (B):(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
***(2) the vendor:
(A) has an employment or other business relationship with the local government officer or afamily member of the officer that results in the officer or family member receiving taxableincome, other than investment income, that exceeds $2,500 during the 12-month periodpreceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;or(ii) the local governmental entity is considering entering into a contract with thevendor;
(B) has given to the local government officer or a family member of the officer one or more giftsthat have an aggregate value of more than $100 in the 12-month period preceding the date theofficer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code § 176.006(a) and (a-1)(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationshipwith a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that localgovernmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);(2) has given a local government officer of that local governmental entity, or a family member of theofficer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding anygift described by Section 176.003(a-1); or
(3) has a family relationship with a local government officer of that local governmental entity.(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administratornot later than the seventh business day after the later of: (1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmentalentity; or(B) submits to the local governmental entity an application, response to a request for proposalsor bids, correspondence, or another writing related to a potential contract with the localgovernmental entity; or
(2) the date the vendor becomes aware:(A) of an employment or other business relationship with a local government officer, or afamily member of the officer, described by Subsection (a);(B) that the vendor has given one or more gifts described by Subsection (a); or(C) of a family relationship with a local government officer.
