RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT 970 Security Row Richardson, TX 75081 Notice to Bidders Request for Competitive Sealed Proposal Oracle Discoverer Replacement #1469 You are representing to Richardson ISD that you are authorized to submit this bid by signing below. Include this page as a cover to your bid response. Company Name: Address: City: State: Zip: Authorized Official Name (print): Signature of Authorized Official: Title: Date: Richardson Independent School District (RISD) must receive all sealed proposals no later than 1:30 PM CDT, April 27, 2017. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on this RFCSP. RISD will not be responsible for delayed mail delivery from the post office. Bids received after the published time and date will be considered untimely and will not be considered. Proposals will be publicly opened at 2:30 PM the same day. Proposals must be sealed and clearly marked on the outside with the company’s name and addressed to: Richardson Independent School District Attention: Melody Greig 970 Security Row Richardson, TX 75081 Oracle Discoverer Replacement RFCSP # 1469
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RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT
970 Security Row Richardson, TX 75081
Notice to Bidders
Request for Competitive Sealed Proposal
Oracle Discoverer Replacement #1469
You are representing to Richardson ISD that you are authorized to submit this bid by signing below. Include this page as a cover to your bid response.
Company Name:
Address:
City: State: Zip:
Authorized Official Name (print):
Signature of Authorized Official:
Title: Date:
Richardson Independent School District (RISD) must receive all sealed proposals no later than 1:30 PM CDT, April 27, 2017. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on this RFCSP. RISD will not be responsible for delayed mail delivery from the post office. Bids received after the published time and date will be considered untimely and will not be considered. Proposals will be publicly opened at 2:30 PM the same day. Proposals must be sealed and clearly marked on the outside with the company’s name and addressed to:
Richardson Independent School District Attention: Melody Greig 970 Security Row Richardson, TX 75081 Oracle Discoverer Replacement RFCSP # 1469
Richardson Independent School District 400 S. Greenville Ave. Richardson, TX 75081
Oracle Discoverer Replacement
Request for Competitive Sealed Proposal RFCSP # 1469
The Richardson Independent School District (RISD) is soliciting requests for competitive sealed proposals (RFCSP) for an Oracle Discoverer Replacement as per specifications stated in this solicitation document. Sealed proposals shall be submitted in an envelope marked on the outside with the bidders name, address, and proposal number (RFCSP # 1469) to:
Richardson Independent School District Oracle Discoverer Replacement
RFCSP # 1469 Attention: Melody Greig 970 Security Row Richardson, TX 75081 Receipt Deadline: RISD must receive all proposals no later than 1:30, PM, CDT, April 27, 2017. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on the RFCSP. RISD will not be responsible for delayed mail delivery from the post office. Proposals received after the published time and date will be considered untimely and will not be considered. Bids will be publicly opened at 2:30 PM the same day. Delivery Method: Responders may submit their proposals via U.S. Mail or common receipted carrier (e.g., Federal Express, UPS, US Postal Service, and Hand Delivery.) Fax proposals will not be accepted. The bid name and number must be identified on the outside envelope being delivered. Proposal Number and Format: Responders must submit one (1) original proposal and (1) electronic copy (e.g., flash drive, cd) of the response to the (RFCSP) (collectively the Proposal). All items must be sealed. RISD’s contact for this proposal is Melody Greig ([email protected]). Contact between responders or potential responders and user departments during the RFCSP process or evaluation process is prohibited. Any attempt by a responder or potential responder to contact the departments will result in disqualification. All addenda will be issued via the district website at: http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp.
1.1 General Information The Richardson Independent School District (the District or RISD) intends to acquire an Oracle Discoverer Replacement program. The period covered for this contract will be three (3) years from agreed contract period start date. The vendor chosen to fulfill this requirement must provide a broad spectrum turnkey solution to the District. The solution includes, but is not limited to, the sale, integration, delivery, installation, maintenance, and support of this system.
RISD will consider many relevant factors in selecting the vendor to provide, integrate, deliver, install, maintain and support the solution. In addition to technical capability, the selected vendor or vendors must be financially stable and demonstrate capability to meet or exceed a high standard of service and support during the award period. A proven and verifiable commitment to total customer satisfaction and support will be a key factor in the assessment of vendor qualifications.
1.2 Work Included Proposals will include, without limitation, all labor, services, and materials necessary for the completion of this project. Proposals shall include all costs of contracts, agreements, insurance, licensing fees, materials, labor, and any other costs necessary to complete this project.
1.3 Schedule of Events The following is the anticipated schedule of events for this project. The schedule may change depending on the results of the Proposals. The final schedule will be established prior to contracting with the successful Vendor.
Release of Proposal 4/5/2017 Proposals Due 4/27/2017 Vendor Demonstrations – if needed 5/8 and 5/9 Estimated Board Approval Date 6/12/2017
1.4 Addenda Addenda to the RFCSP must be authorized and issued in writing by RISD to be valid. Any addenda that modify the RFCSP document by adding, deleting, clarifying, or correcting its contents will be issued prior to the Proposal receipt deadline.
2.1 Confidential/Proprietary Information RISD is a governmental entity subject to the Texas Public Information Act. Unless subject to a specific statutory exception, information in the District’s possession is considered public information that is subject to release upon request. Any information in your Proposal that is of a confidential or proprietary nature must be clearly and specifically identified. Such identification shall not limit the District’s right to use such information in the review of the Proposal.
2.2 Obligation of Owner Issuance of this RFCSP does not create any obligation on the part of RISD to enter into any contract or undertake any financial obligations with respect to the System referred to herein. There will be no discussions with Vendors except for the purpose of clarification of a Proposal until the evaluation of the Proposals has been completed. Any subsequent discussion shall be at the discretion of RISD.
2.3 Negotiation of Contract After evaluation of all Proposals received, RISD reserves the right to enter into negotiations with the Vendor or Vendors that RISD considers best qualified to meet its requirements. RISD reserves the right to reject any and all proposals and to waive any non-conformity, whenever such actions are in its best interest, as determined solely by RISD.
2.4 Owner’s Rights Reserved RISD reserves the right to purchase or not purchase individual sections of the Vendor proposal and to purchase or not to purchase subsystems within a section.
2.5 Awarding of Contract A contract, if any awarded, will be awarded to the responsible Vendor(s) submitting the best Proposal for the System package, plus any acceptable alternatives complying with the conditions and requirements of the contract that RISD determines provides the best value to the District. Relevant factors other than cost alone will be considered in determining the successful Vendor(s), including, but not limited to, outstanding references, prior relevant experience both in RISD and in other K-12 environments.
2.6 Background Checks All employees of the successful Vendor will be required to undergo a background check through RISD, and where applicable, must comply with the requirements of Chapter 22 of the Texas Education Code prior to any work commencing on any RISD campus. Any employee of the Vendor who does not clear the background check will not be allowed to participate in any activities on RISD property.
2.7 Contract Startup Meeting A contract start-up meeting will be held to provide all parties involved in the contract an opportunity to clarify issues and review contract procedures.
Additionally, a statement of work document will be drafted to detail the scope of work, materials and other items to be provided under the contract. This statement of work document will be agreed to in writing by both the Vendor and RISD before the commencement of any work.
2.8 Commencement of Work Commencement of the Work shall be subject to the discretion of RISD and the District reserves the right to make all decisions regarding such commencement.
2.9 Project Timelines The actual sequence and duration of the work activities requested will be coordinated and directed by RISD at its sole discretion.
2.10 Standard of Care Vendor acknowledges that RISD will rely on Vendor’s ability, expertise and knowledge of the System(s). Vendor shall be obligated to exercise the highest standard of care in performing its obligations. Vendor shall demonstrate to the District’s satisfaction that it is of sound financial condition and otherwise capable of fully performing any contract entered into hereunder.
2.11 RFCSP Questions Any questions about this RFCSP must be raised prior to submission of the Proposal. All questions must be submitted no later than 10:00 AM April 20, 2016 to: [email protected] (please include in the subject line: Oracle Discoverer Replacement RFCSP # 1469).
2.12 Availability of Prices All Vendors, as part of the bid evaluation process, may be requested to supply individual prices for equipment, labor, supplies, etc. Such information must be supplied to RISD’s Director of Purchasing within three (3) working days of the request.
2.13 Vendor References Vendor must submit with the Proposal a list of past installations of comparable size, in a K-12 environment, along with current contact names and telephone numbers.
2.14 Compliance with EEO Any Vendor who responds to the RFCSP must demonstrate, through word and deed that they comply with all applicable laws, regulations, and executive orders to insure they provide equal employment opportunities without regard to the race, color, sex, national origin, religion, age, or disability status of any qualified employee or applicant.
2.15 FCC Statement The Vendor(s) are responsible to insure that all equipment proposed and installed as part of this RFCSP will meet or exceed all requirements of the Federal Communications Commission (FCC). Specifically, all equipment will comply with FCC Part 15 Radiation Requirements as applied in Section A or Section B, as appropriate.
2.16 U.L. Listing/Approval The Vendor(s) are responsible to insure that all equipment proposed and installed as part of this RFCSP will have appropriate Underwriters Laboratory (U.L.) Listing / Approval for all power components.
3 General Conditions
3.1 Indemnity Hold Harmless Vendor shall indemnify, save and hold RISD, its trustees, employees, agents, architects, consultants, contractors, attorneys, and guests, harmless from and against any and all claims, damages, liabilities, penalties, costs, charges, and expenses (including reasonable legal fees) which may be imposed upon or incurred or asserted against them in connection with the System(s), or any part thereof, and from the acts, errors or omissions of Vendor, its employees, and/or agents.
3.2 Response Submission One (1) original, and (1) electronic copy, and any other documents must be received by 1:30 PM, April 27, 2017 and are to be submitted to:
Richardson Independent School District Oracle Discoverer Replacement RFCSP # 1469 Attn: Melody Greig Purchasing Department 970 Security Row Richardson, TX 75081 Each response must be received in a sealed envelope and clearly labeled as follows on the front lower right corner: Your Company Name Proposal to Richardson Independent School District Oracle Discoverer Replacement RFCSP # 1469
3.3 Costs Associated with Preparation of the Proposal Any costs associated with a Vendor’s response to the RFCSP will be borne by the Vendor. RISD will not be liable for any cost incurred by the respondents in preparing Proposals to this RFCSP or negotiations associated with award of a contract.
3.4 RFCSP Binding Period Prices quoted in the Vendor’s response for all labor and materials will remain in effect from the date of the contract to the agreed upon end date during which time Vendor must pass on all price decreases enacted or provided by the manufacturer. In no event shall pricing be allowed to rise above the stated contract prices.
3.5 Omissions Omission in the Proposal of any provision herein described shall not be construed as to relieve the Vendor of any responsibility or obligation to complete and satisfactorily deliver, operate, and support any and all equipment or services.
3.6 Right to Terminate
3.6.1 RISD, by written notice to the Vendor, may terminate the Contract, in whole or in part, for its convenience at any time prior to completion. Upon receipt of such notice, the Vendor shall take all necessary steps to avoid incurring any additional costs. In the event of such termination by RISD, it is agreed that the termination charges shall be negotiated but shall not exceed 100% of the total costs, both direct and indirect, incurred by the Vendor in the performance of the Contract, including reasonable costs incurred with respect to termination and settlement with vendors and subcontractors as a result of termination, up to the date of termination. In the event of termination, Vendor shall provide all plans, engineering, other drawings, and all other materials within five (5) business days of termination in a form acceptable to RISD.
3.6.2 The Vendor agrees to notify RISD of all proposed settlements with vendors and subcontractors in the event of termination, not for cause, and the Vendor further agrees not to enter into any binding settlement until RISD has approved the proposed settlement or thirty (30) days have elapsed from the date when such advice was furnished to RISD, which approval shall not be unreasonably withheld.
3.6.3 Direct and indirect costs shall be determined in accordance with standard accounting practices and verified by an independent Certified Public Accountant. Final payment shall be in the amount of the total termination charges within sixty (60) days following submission of such total costs certified by the independent Certified Public Accountant.
3.6.4 In the event of termination not for cause, final payment shall be in the amount of the total termination charges up to the date of termination, less the following:
3.6.4.1 Amounts previously paid by RISD to the Vendor.
3.6.4.2 Amounts representing total Vendor’s cost of segregable materials generated under the Contract not desired by RISD that the Vendor elects to retain for its use.
3.6.5 RISD may terminate Contract for cause immediately on notice to Vendor.
3.6.6 In the event of such termination for cause or not for cause, all materials generated under the contract, which will be issued upon award, except that specified in item 3.6.4.2 of this Article, shall become the property of RISD.
3.7 Product Suitability The Vendor warrants that the materials to be used under the contract, which will be issued upon award, will be new and as otherwise specified by this RFCSP and the sale or use of them will not infringe on any United States of foreign letters, patent, trademark, copyright or other proprietary right, and the Vendor agrees to defend, protect and save harmless RISD its employees, agents, successors, assigns, customers, consultants, and users of such items, against all suits at law or in equity, and from all damages and expenses including attorney’s fees resulting from claims and demands for actual or alleged infringements of any patent, trademark, copyright or any right by reason of the sale or use of the material covered hereby. RISD reserves the right to participate in any such action brought against it at Vendor’s expense.
3.8 Payment Terms and Retainage RISD will pay the Vendor for the software and hardware components within 30 days of completion of order, based on inspection and sign-off by RISD or its authorized agent. Professional and Educational services will be paid based upon performance criteria. Performance criteria will be established by RISD and the Vendor prior to the beginning of work.
3.9 Transfer of Contract The contract, which will be issued upon award, shall not be assigned or transferred without the District’s prior written consent.
3.10 Amendments and Modifications The contract, which will be issued upon award, shall be amended or modified only in writing signed by the parties. The modification, amendment, or waiver of part of this Contract shall not constitute a waiver of the whole.
3.11 Venue The contract, which will be issued upon award, shall be construed under the laws of the State of Texas, and venue arising out of this agreement is in Dallas County, Texas, regardless of the place of execution or performance.
3.12 Execution of Contracts Contracts for purchase will be put into effect by means of purchase order(s) executed by the RISD Purchasing Department after bids have been awarded.
3.13 Vendor’s Standard of Care All work shall be done in a thorough and conscientious manner according to the highest standards of care within the industry and shall be subject to inspection by RISD, its agents, architects, consultants and others and by the proper authorities. It is expressly understood and agreed that such observations and inspections by RISD, its other contractors and consultants shall not relieve the Vendor from any responsibility for the proper supervision and execution of the Work described in the RFCSP, or agreed to at a later date.
3.14 Disclosures
3.14.1 By signing its Proposal, a Vendor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the proposal submitted.
3.14.2 By signing its Proposal, a Vendor affirms that, to the best of his/her 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 other vendors in the award of this RFCSP.
3.14.3 Vendor shall note any and all relationships that might be construed as a conflict of interest and include such information with the Proposal. Vendor also shall submit with its Proposal a completed Conflict of Interest Questionnaire in compliance with chapter 176 of the Texas Local Government Code.
3.15 Fairness of Pricing RISD shall pay the contract price contained in the winning Vendor’s proposal and the successful Vendor warrants that such price is no higher than Vendor’s current prices on orders by others for products of the kind and specification covered by this agreement for similar quantities under similar or like conditions and method of purchase. In the event Vendor breaches this warranty, the prices of the items shall be reduced to the Vendor’s current prices on orders by others and overpricing refunded to the District within 30 days or, in the alternative, RISD may cancel the contract, which will be issued upon award, without liability to Vendor for breach or Vendor’s actual expense.
3.16 Compliance with Applicable Laws and Regulations The Vendor shall give notices to authorities and shall comply with all federal, state, local laws, ordinances, rules, regulations, and orders of any public authority bearing on the performance of the Work. Where such laws, ordinances, rules and orders are in conflict, the more stringent standards shall apply.
3.17 Nondisclosure of Relationship with Owner The Vendor will not, in any manner disclose, advertise or publish the fact that Vendor has contracted with RISD to provide the work as specified without the express written consent of RISD. Nor shall vendor disclose any other information concerning its contract with RISD to third parties without RISD’s written consent.
3.18 Timeliness of Contract Obligations Time is of the essence for work referenced in the contract. If Vendor fails to perform the services at the time agreed upon, or to perform the work there under such a manner as will endanger its ability to complete the Work or render timely performance of services, RISD reserves the right to cancel the Contract or purchase elsewhere the services called for hereunder and hold Vendor accountable for additional costs or damages incurred by RISD including but not limited to rent and holdover rent penalties, additional fees, and expenses to its Consultant.
3.19 Authority of Owner Notwithstanding any other provision of the Contract to the contrary, the Vendor, once its activities begin on the Site, shall comply with the site rules of RISD. The Vendor shall direct its personnel and subcontractors to respect and abide by the authority of the RISD and the Project Manager on all matters related to the Vendors operation at the Site, including but not limited to:
3.19.1 Use of Site resources such as elevators and loading docks.
3.19.6 Prohibition of any alcohol, tobacco, and drugs
3.20 Damage Caused by Vendor The Vendor shall be responsible for any and all damages to portions of the building caused by it, its employees or subcontractors; including but not limited to:
3.20.1 Damage to any portion of the building caused by the movement of tools, materials, or equipment
3.20.2 Damage to any component, including ceiling tiles, of the construction of spaces in which the Vendor is working.
3.20.3 Damage to the electrical distribution system and/or other space “turned over” to the Vendor
3.20.4 Damage to the electrical, mechanical, and/or life safety or other systems caused by inappropriate operation or connections made by the Vendor or other actions of Vendor.
3.20.5 Other Damage to the materials, tools and/or equipment of RISD, its consultants, subcontractors, Architect, other contractors, agents and leases.
3.21 Material Supplied Beyond Scope of Work It shall be the responsibility of the Vendor to provide all materials, equipment, and software necessary to fulfill the Requirements described herein. Should materials, equipment, and software in excess of the estimates provided prove to be necessary, they shall be provided at no additional cost to RISD.
3.22 Bonding If any subcontractors are included or involved in your proposal, RISD reserves the right to require a 100% Payment Bond.
1. RISD prefers a surety bond with an A.M. BEST rating of “A” if amount of contract is greater than or equal to $50,000.
2. RISD prefers a surety bond with a rating of at least “B+” if amount of contract is less than $50,000.
3. If required, successful vendor will have fifteen(15) days from date of notification of award of proposal to furnish to the District, including but not limited to, contracts, bonds, certificates of insurance, et., otherwise the proposal award may be withdrawn and awarded to the next lowest responsible proposal or completely rejected and re-solicited at the discretion of the RISD.
3.23 Quality Assurance Standards The Vendor shall submit, with its Proposal, a copy of its company quality assurance manual and applicable procedures.
4.1 Project Overview Richardson Independent School District is seeking proposals from qualified vendors for product and services to implement a scalable reporting solution that integrates with Oracle e-Business Suite (OEBS) and other data sources. The proposed solution must be capable of reporting against the following OEBS modules: Human Capital Management, Payroll, Purchasing, Standard Benefits, Inventory, Accounts Payable, Accounts Receivable, General Ledger, Project Accounting, Grants, Fixed Assets, and Cash Management.
Recently, the District initiated the implementation of Oracle Advanced Benefits. Future initiatives may include internet expense and the iSupplier Portal. Proposed solution must be capable of providing reports for all OEBS modules.
The primary objective of this project is to replace Oracle Discoverer with a product that provides functionality similar to Discoverer. To that end, the replacement product should be able to leverage existing Discoverer EUL, metadata, and reports through a migration or conversion process. Additionally, the proposed solution must also be able to provide a reporting and data analysis solution using data from multiple, external sources, including relational databases, excel spreadsheets, and flat files.
Respondents shall provide documentation and pricing options for a complete solution, including hardware, software, professional services, maintenance, and/or cloud based options compliant with the specifications in this document.
4.3 Product Requirements Requirement Description Ease of Use/Flexibility • Easy to pull data, intuitive to the end user
• Ability to customize or personalize data formatting • Ability to create ad hoc reports – i.e. dynamic data selection and/or list of
values for parameters; ability to select fields such as employee, position, date of birth, etc.
• Ability to select data elements from various folders or tables, including custom tables
• Ability to create new custom reports with drill down capabilities • Ability to create dashboards with drill down capabilities • Ability to modify standard or “canned” reports • Ability to filter report results Requirement Description Standard or Canned Reports
• Provide standard or “cannned” reports for a variety of Oracle EBS modules (e.g. HCM/Payroll, AB, Purchasing, AP, AR, CM, Project Accounting, Grants, GL and FND)
Report Output Format Capabilities
• Ability to produce results in a variety of file formats (e.g. PDF, excel, csv, etc.)
• Ability to format data/columns on the report such as numbers or decimals, dates, column alignment, subtotals, totals, and stop lighting/highlighting
• Ability to adjust fonts, column size, word wrapping or truncation • Ability to email reports • Ability to include graphs and charts Reporting Templates • Ability to produce report results with BI Publisher Dashboard • Ability to convert any report to a dashboard with drill-down capabilities Scheduling • Ability to schedule reports • Ability to email report status notifications • Ability to run a report once, but distribute many; e.g. a given report
produces output for many organizations; each organization receives its and only its run results
Training and Tutorials • Train technical staff/administrators • Train end users • Provide written documentation and/or tutorials on system functionality
at the administrator and user level • Provide Online help Product Support • SLA: Functional and technical support with adequate response time as
follows: Access: 24/7
o Business hours response time: 7:00 am – 7:00 pm central time, Monday – Friday; two hour response time
o After hours response: 7:00 PM – 7:00 am Monday – Fridays and
weekends; four hour response Technical – Security • Uses or replicates the Oracle EBS security model • Ability to limit access to data by user/responsibility • Ability to control access to certain reports by user/responsibility Technical – • Ability to limit who can save, delete or copy reports Administration • Ability to set a report to time out at the report level and system level • Ability to retrieve post-run statistics • Ability to save reports in source control software • Ability to control growth of data created by the reporting tool • Ability to identify reports affected by database object changes • Ability to control report ownership • Ability to install in multiple environments (test/devl/training, etc) • Ability to move reports between environments • Ability to change access to multiple reports at the same time Reporting Conversion • Ability to import/convert existing Discoverer EUL and reports Requirement Description Technical – General • User Interface is:
o operating system, web browser, and device independent. o Fully compatible with current and future versions of Chrome,
Firefox, IE, Edge, and Safari. o Fully compatible with MS Windows, Apple OS and Linux for
desktop computers. o Fully functional on web browsers native to mobile devices and/or
via native applications compatible with mobile OS. • Ability to write reports against external objects belonging to non-Oracle
EBS schemas (e.g. external CSV/excel files; other Oracle, SQL Server or PostgreSQL databases)
• Compatible with Microsoft tools 2007 and beyond (e.g. excel, word, power point, etc.)
• Ability to adapt to Oracle EBS configuration changes seamlessly • Oracle EBS release 12.1.3 and higher compliant • Oracle EBS compatible/compliant • Compatible with SMTP and IMAP protocols • Does not impact Oracle EBS performance • Ability to create sub-reports from within a report • Ability to support all OEBS flex fields
4.5 Administrative Requirements 1. The product shall be considered finally accepted by the District after the installation,
training, and successful completion of the following: product performance examination, functional requirements compliance, system availability examination, training, and required documentation. The District shall be the sole judge of whether all conditions for this requirement has been met.
2. The District shall be entitled to all future releases and upgrades, whether of a “minor” or “major” nature, of awarded Respondent’s product for no additional cost beyond Annual Support Agreement fees.
3. Respondents shall provide a Service Level Agreement (SLA) for review by the District. The SLA will include a service plan designed to respond to and resolve all service calls within a mutually agreed upon period given the priority of the service call. Agree to work with the District to determine how priority levels will be assigned to service requests.
4. The District reserves the right to adjust priorities as well as response/resolution times as deemed necessary to assure business continuity.
5. The awarded Respondent must agree that products prescribed in their proposal response will be available and supported and that any material changes to Respondent’s company or products will not affect the District’s implementation or support.
6. The awarded Respondent shall provide comprehensive and timely help desk support to the District as identified in the Product Support Requirements.
7. The awarded Respondent shall invoice the District according to mutually agreed upon project milestones. No payment shall be made in advance of work performed. District will retain ten percent (10%) of the total purchase price until final acceptance of the proposed system by the District.
8. Any other services required beyond initial scope of work shall be billed on a time and materials basis according to the Respondent’s fee schedule.
5.1 Response Format Vendor should organize their responses into the sections described below. Each section should be tabbed and clearly marked. Responses that do not substantially follow this format may be rejected.
5.1.1 Tab 1 – Executive Summary/Overview 1. Executive Summary 2. Provide an overview of the project with an Installation Plan showing a thorough
understanding of the scope of work to be performed.
5.1.2 Tab 2 – Vendor Company Profile 1. Company Cover letter- Clearly state your Company’s qualifications, number of
full-time employees, number of technical and installation personnel, training, qualifications, certifications, etc.
2. Bond based on the overall price (not required at this time) 3. Financial information – Include financial information about your company. This
information will be used to determine your Company’s overall financial strength and will be treated as confidential by RISD.
4. Provide at least three (3) Texas references for which your company has done similar work for in the past year. Preference may be given to vendors with references for installations most similar to Richardson Independent School District.
5. Provide information on the qualifications of Project Staff, including, company certifications, such as ISO 9000.
6. Provide the name and qualifications of the Project Manager(s) your Company intends to assign to RISD if you are the successful Vendor. Provide the names and titles of other personnel who would work on this project and their qualifications/training.
7. State whether your Company intends to use subcontractors. Include in this Tab all required information about any subcontractors that the Vendor plans to use.
8. Provide the required documents as indicated in the General Stipulations and Conditions of Bid/Proposal
1. Company Information (Form A) 2. Certificate of Residency (Form B) 3. Criminal History Certification (Form C) 4. Minimum Insurance Requirements (Form D) 5. Certificate of Interested Parties – (Form E) – Use RISD # 1469
6. Signature Page (pg 23) 7. Signature Page and Antitrust Certification (pg 31-32) 8. Interlocal Agreement Clause (pg 34) 9. Certification of Debarment, Suspension and Other Responsibility
Matters (pg 36) 10. Conflict of Interest Questionnaire (pg 38) 11. Sample copy of contract
5.1.3 Tab 3 – Main Body of Response 1. Insert a complete copy of this RFCSP and all addenda. Each section/item shall
have a response such as “(Company) understands and will comply.” Also, if exception is taken to any section/item, it must be noted in the response to that section/item and then listed in Tab 4 Exceptions with a detailed explanation. Incomplete responses may be grounds to eliminate the Vendor for consideration at the discretion of Richardson Independent School District.
2. List any tasks that RISD must perform and/or be responsible for in order to accomplish the delivery and installation of the system.
3. Items in 4.4 4. Provide individual components and line item pricing in the Bill of Materials.
Version numbers must be included. Bills of Materials must be shown separately for each product. Uniquely identify software, hardware, implementation and associated maintenance costs. Required columns are Quantity, Item Description, Manufacturer Part Number, Unit Cost, and Total Cost.
5. Other fees
5.1.4 Tab 4 – Exceptions Exceptions to any requirement or provision of the RFCSP and a detailed explanation for each must be entered in this Tab. Unless specifically noted in this Exceptions section, it will be assumed that all sections/items are acceptable to the Vendor. This will be true even if the written response on the RFCSP copy in Tab 3 notes the exception.
5.1.5 Tab 5 – Equipment and Materials Specifications 1. Include information on the Warranty Program available from the manufacturer
that will be provided to RISD. Also, include Vendor’s qualifications to offer such warranty.
2. Include manufacturer’s brochures and full technical specifications (cut sheets) for all equipment and materials Vendor proposes to provide.
Responses that fail to include the Warranty information and the Technical Specifications in Tab 5 may be disqualified.
5.2 Incurred Costs All costs associated with a Vendor’s response to this RFCSP shall be borne by the Vendor. RISD will not be liable for any costs incurred by the Vendor in responding to this RFCSP.
5.3 Evaluation This RFCSP is not meant to favor any vendor. Instead, it is intended solely to meet the needs and requirements of RISD. RISD will consider the Vendor’s ability to provide the required services in the allotted time, any previous work done for RISD, and references of similar projects. In addition, the Vendors’ clear understanding of the RFCSP requirements and his willingness to enter into an agreement with RISD to provide a quality solution will be weighed. The inability of the Vendor to meet these qualifying factors may be cause for rejection of his offer.
RISD will evaluate all RFCSP responses using the following criteria to determine which proposal provides the best value to the District:
Evaluation Criteria
Point Value
1 The Purchase Price 20
2 Reputation of the vendor and vendor’s goods or services - References Provided 20
3 Quality of the vendor’s goods or services 20
4 Extent to which the goods or services meet the district’s needs 20
5 Vendor’s past relationship with the district 0
6
Impact of district’s compliance with laws and rules relating to Historically Underutilized Businesses 3
7 Total long-term cost to the district 10
8
Vendor or Vendor’s ultimate parent company or majority owner has its principal place of business in the state of Texas 0
9
Vendor or Vendor’s ultimate parent company or majority owner employs at least 500 persons in the state of Texas 0
10 Other relevant factors specifically listed in this RFCSP – Extent to which the technical interface and security meets district needs 7
Total Points 100
5.4 Conflict of Interest Disclosure of Evaluation Committee:
5.5 Subcontractors All subcontractors must be approved by RISD. The use of subcontractors does not relieve the Vendor of any responsibility to RISD. Additional information about subcontractors may be requested before award. The intention of the Vendor to use subcontractors must be stated in Tab 1 of his response in the Installation Plan. The subcontractor’s qualifications must be placed in Tab 2.
The Vendor must identify any and all subcontractors he plans to use on the project. Failure to disclose the use of subcontractors may lead to disqualification after award of contract. All Subcontractors must pass RISD background checks and/or comply with the criminal history background checks under Chapter 22 of the Texas Education Code as explained above.
Place the following information into Tab 2, behind the Prime Vendor’s Company information:
1. Subcontractor Name 2. Years Experience 3. Qualifications 4. Training 5. References
5.6 Signature The undersigned certifies he/she is authorized to obligate the represented firm and further agrees with all terms, conditions, and requirements of RISD’s RFCSP.
Firm Name Address
Phone Number Signature Printed Title Date email address
6.1.1 All materials and equipment quoted shall be installed at the appropriate building site(s). No equipment shall be ordered or installed prior to authorization by RISD. Vendor shall not stock any materials or equipment prior to receiving authorization for installation.
6.1.2 The equipment shall be delivered to its proper location and installed without additional cost or expense to RISD, which shall not be deemed to have accepted any equipment until the Date of Acceptance.
6.1.3 During the time between delivery and delivery sign-off by the district, RISD cannot be held liable for any damages to or theft of any components. It will, therefore, be the responsibility of the vendor to obtain insurance against loss, theft and damage.
6.2 General Installation Requirements
The following apply if any appliances, servers, or other significant hardware items are furnished under this contract:
6.2.1 Vendor shall re-verify installation locations with the Project Manager, prior to installation. Prior to the furnishings or installation of any equipment, approval of equipment, locations, layout, configuration and installation shall be obtained from the Project Manager.
6.2.2 Vendor shall install, configure, and test all equipment
6.2.3 Vendor shall provide and install all miscellaneous cables and connectors necessary to complete the installation.
6.3 Owner’s Responsibilities for Delivery and Installation
Please identify, in your response, the specific tasks that Richardson ISD must perform and/or be responsible for in order to accomplish the delivery and installation of the system.
RICHARDSON INDEPENDENT SCHOOL DISTRICT Richardson, Texas 75081
GENERAL STIPULATIONS AND CONDITIONS RFCSP # 1469
Oracle Discoverer Replacement
NON-CONSTRUCTION THESE GENERAL STIPULATIONS AND CONDITIONS SHALL REFER TO EDUCATION CODE SUBCHAPTER B. – PURCHASES; CONTRACTS
IF THERE ARE CONTRADICTIONS BETWEEN THE GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL AND THE SPECIFICATIONS, WRITTEN OR VERBAL, THE GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL SHALL CONTROL.
I. INVITATION TO BID:
Richardson Independent School District invites all interested and qualified Bidders to bid on all proposals in accordance with directions available in the Purchasing Department, 970 Security Row, Richardson, Texas. 75081.
A. For the purpose and clarity of this document only, the word “District” will herein mean the
Richardson Independent School District and/or the Board of Trustees of Richardson, Dallas County, Texas. As used herein, the word “Bidder” means any reliable person, entity, broker, vendor, contractor, and/or manufacturer who wants to bid this contract or submit a proposal in response to a request for catalog offer or request for proposal. The term “Bid” refers to all bids, responses, proposals submitted hereunder.
B. Cash discount will be taken into consideration in determining a contract award. All Bid
responses must be quoted with net pricing. C. The District will receive sealed proposals and or sealed bids until date and time indicated on
the Bid cover. Bids must be delivered to the RISD Purchasing office. Whenever the specifications indicate a product of a particular manufacturer, model or brand in the absence of any statement to the contrary by the Bidder, the Bid will be interpreted as being for the exact brand, model, or manufacturer specified, together with all accessories, qualities, etc., enumerated in the detailed specifications.
D. Where a lump sum Bid is provided for, unit prices for each item shall be included for
accounting purposes. If quantities are increased or decreased as provided for in the “Annulments and Reservations” section, the unit prices inserted in a lump sum Bid should be consistent with the total amount quoted for the lumps sum Bid, since the lump sum Bid total will be increased or decreased by the product of the quantity of the increases or decreases multiplied by the unit prices for the item affected.
E. All materials, supplies, copyrighted materials, furniture, and equipment for the District shall
be delivered F.O.B. Destination freight prepaid and allowed.
RFCSP # 1469 25
F. RISD will give preference to materials, supplies, and provisions produced, manufactured, or
grown locally, provided such items are equal to articles offered by competitors outside of the local area.
II. ANNULMENTS AND RESERVATIONS:
A. The District reserves the right to reject Bids for any and all of the items, and/or to waive technical defects, if in its judgment, the interest of the District shall so require.
B. The Director of Purchasing reserves the right to increase or decrease the given quantity plus or minus fifteen percent (15%). In the event quantities are increased or decreased, the amount added or deducted shall be based upon unit prices quoted.
C. The District also reserves the right to annul any contract, if it determines at its sole
discretion that the Bidder has failed at any time, to perform faithfully any contract requirements or, in the case of any willful attempt to impose upon the District, materials, products, and/or work inferior to that required by District, and any action taken in pursuance of this latter stipulation shall not affect or impair any rights or claims of the District to the damages for the breach of any covenant of the contract by the Bidder.
III. BID PREPARATION, SPECIFICATIONS SHEET, AND BID OPENING:
A. An authorized representative of the Bidder must sign all Bids. It is the intent of this bid offer that should a given bid/bids be accepted, it will automatically become a part of a binding contract. Bidders shall list their bids on the appropriate attached sheets, which show the schedule of items to be purchased. Each Bidder may attach a letter of explanation to their bid to explain any information pertaining to the Bid/Bids.
B. PROPRIETARY INFORMATION – Any information in your bid or proposal that is of a
proprietary nature should be clearly and specifically identified. Such identification shall not limit the District’s right to use such information if it is obtained from another source, or if it comes into the public domain.
C. At the time of the Bid opening (as specified on the front cover, RISD Purchasing
Department webpage and or newspaper ad), the responsible Buyer, or his/her delegated support staff member, shall open and record all Bids received per requirements noted in Texas Education code 44.031. Sufficient time will be allotted to analyze all Bids received and the final recommendations shall be prepared for District review and approval. Upon District approval, the Bidders shall be notified either by mail, telephone, or purchase order of any award/awards.
D. Wherever the District indicates the unit of measure required for bidding purposes, the
District may not recalculate the vendor’s price if it is based on a different unit of measure than that indicated in any contract.
RFCSP # 1469 26
IV. BILLING AND PAYMENT/DISCOUNTING:
A. All invoices are to be submitted in duplicate and mailed in accordance with instructions
as shown on purchase order (unless otherwise noted).
All invoices shall be forwarded to:
RICHARDSON INDEPENDENT SCHOOL DISTRICT ATTENTION ACCOUNTS PAYABLE DEPARTMENT 970 SECURITY ROW RICHARDSON, TEXAS 75081
B. Invoices will be returned for correction unless they contain the following information: Item numbers; Description of Item; Quantity; Unit Price Extensions and Total. Each invoice shall carry the Purchase Order Number of the District. The original and one copy shall be forwarded to the office listed above.
C. Payment in full will only be made upon final acceptance of items as shown on Purchase
Order. The District does not pay partial payments. If we are invoiced for items that are not physically received, we must receive either a corrected invoice with the items removed or a credit memo to offset the charges for the non-received goods.
D. The Bidders that request prompt payment of bills shall send signed delivery tickets with
the invoice to facilitate expedited payment.
E. Delivery shall be FOB Destination Freight Prepaid and allowed to each individual location as noted on the Purchase Order. The District will not pay freight bills sent collect.
F. The District’s standard terms for payment are Net 30 days. All discounts, including
prompt payment, shall be included in bid price. V. BONDING:
Certain formal bids and or proposals will require bonding and shall be indicated in the scope of work and or minimum specifications.
VI. COLLUSION:
All Bidders shall sign the appropriate certification as provided on the signature sheet. The District may reject any Bid that does not include the required certification.
VII. COMPLIANCE WITH SPECIFICATIONS AND PURCHASER’S RIGHT OF SELECTION:
A. The Bidder shall abide and comply with the true intent of the specifications and not take
advantage of any unintentional error or omission.
RFCSP # 1469 27
B. The District reserves the right to reject any or all Bids that comply with these specifications, or to accept a higher bid that complies, when, in the judgment of the District, such Bid offers additional value or function, which justifies the difference in price.
VIII. DEVIATIONS FROM SPECIFICATIONS:
All deviations from the specifications must be specified in writing by the Bidder, at the time the formal bid is submitted. The absence of a written list of requested deviations or exceptions when the Bid is submitted will hold the Bidder strictly accountable to the District to the specification or requirement as written. Any deviation from the specifications as written not previously submitted, as required by the above, will be grounds for rejection of the material and/or equipment when delivered. The District reserves the right to reject or modify any requested exception or deviation. Excessive exceptions may result in disqualification of a bid.
IX. ERRORS IN BIDS: RELIEF OF BIDS:
Bidders or their authorized representatives shall fully inform themselves as to the conditions, requirements, and specifications before submitting Bids. Failure to do so will be at the Bidder’s own risk. If a Bidder makes errors in extension of prices in a Bid, the unit price shall govern at the discretion of the Director of Purchasing.
X. GUARANTEE:
The Bidder shall unconditionally guarantee the materials and workmanship of all merchandise furnished under Bid for a period of one year or longer from date of acceptance of the items delivered and installed unless a different time period is required under the Bid specifications. If, within the guarantee period, any defects or signs of deterioration are noted, which, in the opinion of the District is due to the faulty design and installation, workmanship or materials, upon notification, the contractor, at its expense, shall repair or adjust the equipment or parts to correct the condition, or replace the part or entire unit to the complete satisfaction of the District. These repairs, replacements or adjustments shall be made only at such times as will be designated by the District to cause the least disruption.
XI. INTENT AND LIMIT OF CONTRACT
A. These specifications are intended to cover the various types of purchases of said materials, supplies, or services as hereinafter shown to any or to each of the various public schools, administrative facilities, or to any designated warehouse or warehouses in Richardson Independent School District, whichever if specified, in quantities to be determined subsequent to the bid opening. There are 55 campuses in the District, most in the city of Richardson with portions in the cities of Dallas and Garland. Including administration and support, RISD maintains 70 facilities covering more than 6 million square feet with 35 million square feet of grounds.
RFCSP # 1469 28
B. It is understood that under the terms and conditions of this bid offer, the District reserves the right to purchase any of the listed materials, supplies or services at bid prices submitted provided that it shall be optional on the part of either party to terminate this contract at the expiration of twelve months from the beginning date of any contract period upon notice in writing to the other party to any contract no less than 30 days prior to the expiration of the twelve month period. This will be the only opportunity for cancellation of this contract, except for extenuating causes.
XII. “OR EQUAL” INTERPRETATION CLAUSE:
A. Any time a particular manufacturer’s name or brand may be specified, it shall mean any
product of equal quality. Bids shall be considered on all other brands submitted and on the equal quality product of other manufacturers. On all such Bids, the Bidder shall indicate clearly the product on which it is bidding, and shall supply sufficient data, on its own letterhead, to enable an intelligent comparison to be made with the particular brand or manufacturer specified.
B. Catalog cuts and descriptive data shall be attached to the original copy of the Bid, where
applicable. Whenever the specifications indicate a product of a particular manufacturer, model, or brand, and in the absence of any written statement to the contrary by the Bidder, the Bid shall be interpreted as being for the exact brand, model or manufacturer specified, together with all the accessories, qualities, etc., enumerated in detailed specifications. (See VIII.)
Failure to submit the above information may result in rejection of bid.
XIII. PACKING AND DELIVERY:
A. All materials must be securely packed for proper protection and in quantities to be determined by the District’s Director of Purchasing.
B. All materials delivered pursuant to this bid offer shall be packed in a substantial manner
in accordance with accepted trade practice. No charges may be made over and above the bid price for packaging. Complete deliveries must be made by the successful vendor to the designated location as indicated on Bid cover and/or purchase order after issuance of purchase orders by the District. A packing slip and/or delivery ticket shall be included in each shipment. Each ticket shall contain the following information for each item delivered: Purchase Order Number, Item Description, Item Number, Quantity, and Vendor Name.
C. Failure to comply with this condition shall be considered sufficient reason for refusal to
accept the goods or services awarded and ordered. D. All package materials shall be clearly and plainly marked. Example:
To: Richardson Independent School District, Department: [state department] Address: [address of department] Purchase Order Number: [PO #]
RFCSP # 1469 29
XIV. SAFETY REQUIREMENTS:
The Bidder/vendor shall provide all equipment, machinery and chemicals furnished and delivered to the District in compliance with the Safety Regulations as required by OSHA.
XV. SAMPLES and CATALOGS:
A. When requested, a sample, properly tagged, shall be submitted by each Bidder before the time of the Bid opening. The tag on the sample shall indicate the item number, the name of the company submitting the sample, and the Bid number.
B. The District will not be responsible for any samples that a Bidder has not picked up
within 30 days after being notified that the sample is no longer needed. Samples may be retained by the District until Bidders are notified to remove them. Bidders agree that the District will incur no liability for samples that are damaged, destroyed or consumed in the testing processes. Samples requested are to be delivered as noted and designated per the particular solicitation.
XVI. SIGNATURE TO BIDS:
Each Bid must show the full business address and telephone number of the Bidder and be signed by the person or persons legally authorized to sign contacts. All correspondence concerning the Bid and contract, including Notice of Award, and Purchase Order, will be mailed or delivered to the address shown on the Bid in the absence of written instructions from the Bidder to the contrary.
XVII. TAXES:
A. The District is exempt from the payment of the Texas Sales Tax. Exemption Certificates for the Federal Excise Tax may be furnished upon request.
B. Prices quoted shall not include federal excise or state sales and use taxes.
C. The District’s Tax Identification Number is 1-75-6002311-5.
XVIII. DELIVERY:
A. All deliveries shall be made during the hours of 8:00 a.m. and 3:00 p.m. on all regularly scheduled school days, except where otherwise noted by Purchasing Department.
B. All deliveries shall be made inside school buildings, warehouse, offices, etc., and special
instruction for date of delivery shall be included in the general specifications. C. Special instructions may be indicated by the District in the specifications for exact time,
date and delivery locations for particular equipment and machinery (heavy or otherwise) which are to be erected, set-up and installed.
D. Materials delivered and received centrally will be accepted by motor freight.
RFCSP # 1469 30
SIGNATURE SHEET AND ANTITRUST CERTIFICATION STATEMENT
(Texas Gov’t Code § 2155.005) My signature below confirms that I: 1. propose to furnish, package, mark, and deliver to the Richardson Independent School
District, the supplies, materials or equipment as required in the accompanying specifications, and at the unit price indicated;
2. certify that this firm is an equal opportunity employer and that all employment decisions
are made without regard to the color, race, sex, national origin, religion, age, or disability status of otherwise qualified individuals; and
3. certify that all material and equipment bid by this firm and to be supplied to the
Richardson Independent School District meets all safety and health standards as prescribed by the rules and regulations of the Occupational Safety and Health Act (OSHA).
My signature below affirms under penalty of perjury of the laws of the State of Texas that:
1. I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation, firm, partnership, or individual (Company) listed below;
2. In connection with this bid, neither I nor any representative of the Company has violated
any provision of the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15;
3. In connection with this bid, neither I nor any representative of the Company have
violated any federal antitrust law; and
4. Neither I nor any representative of the Company has directly or indirectly communicated any of the contents of this bid to a competitor of the Company or any other company, corporation, firm, partnership, or individual engaged in the same line of business as the Company.
COMPANY NAME: BIDDER’S SIGNATURE:
Title: _______________________________________ COMPANY OFFICIAL AUTHORIZING BID: _______________________________________ Title: _______________________________________
RFCSP # 1469 31
DATE SIGNED: __________________________________________________________ ADDRESS: CITY, STATE, ZIP: __________________________________________________________ TELEPHONE: FAX: E-MAIL: __________________________________________________________
Complete and return with proposal
RFCSP # 1469 32
RICHARDSON INDEPENDENT SCHOOL DISTRICT
STATEMENT OF EQUAL OPPORTUNITY AND NON-DISCRIMINATION
The Richardson Independent School District is committed to fair and equal competition among all vendors. It is the policy of the Richardson ISD to encourage participation in the competitive bid process by all interested parties. The Richardson ISD does not discriminate against any otherwise qualified vendor because of the vendor’s race, color, national origin, age, religion, sex, or disability.
RFCSP # 1469 33
INTERLOCAL AGREEMENT CLAUSE Richardson ISD is a participating member of the Collin County Governmental Purchasers Forum (CCGPF) and Educational Purchasing Cooperative of North Texas (EPCNT). As such the Richardson ISD has executed Interlocal Agreements, as permitted under Chapter 791 of the Government Code with certain other governmental entities in CCGPF and EPCNT authorizing participation in a cooperative purchasing program. Several governmental entities in proximity to the Richardson Independent School District have indicated an interest in being included in this contract. Should these governmental entities decide to participate in this contract, would you, (the vendor) agree that all terms, conditions, specifications, and pricing apply?
_____ Yes _____ No
If you (the Vendor) checked yes, the following will apply. Governmental entities utilizing Internal Governmental contracts with the Richardson Independent School District will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases made by a governmental entity other than Richardson Independent School District will be billed directly to that governmental entity.
Must Complete and return with Proposal documents.
RFCSP # 1469 34
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY
MATTERS
I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION
(a) In accordance with the provisions of Appendix A to 49 CFR (Code of Federal Regulations), Part 29, the
offeror certifies to the best of the offeror’s knowledge and belief, that it and its principals:
(1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any Federal, State or Local
Government department or agency;
(2) have not within a three (3) year period preceding this offer been convicted of or had a
civil judgment rendered against them for the commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State, or
local) transaction or contract under a public transaction; violation of Federal or State
antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
(3) are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State, or local with commission of any of the offenses
enumerated in (a)(2) above; and
(4) have not within a three (3) year period preceding this offer had one or more public
transactions (Federal, State, or local) terminated for cause or default.
(b) Where the offeror is unable to certify to any of the statements above, the offeror shall attach a full
explanation to this offer.
(c) For any subcontract at any tier expected to equal or exceed $25,000:
(1) In accordance with the provisions of Appendix B to 49 CFR, Part 29, the prospective
lower tier subcontractor certifies, by submission of this offer, 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.
(2) Where the prospective lower tier participant is unable to certify to the statement, above,
an explanation shall be attached to the offer.
(3) This certification (specified in paragraphs (c)(1) and (c) (2), above, shall be included in
all applicable subcontracts and a copy kept on file by the prime contractor. The prime
contractor shall be required to furnish copies of the certifications to the Authority upon
request.
RFCSP # 1469 35
II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK
(a) Offeror must give advance notice to the Owner 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. The District may terminate any Agreement or if the Owner determines that the
person or business entity failed to give notice as required by this paragraph or misrepresented the conduct
resulting in the conviction. This paragraph requiring advance notice does not apply to a publicly held
corporation.
(b) Offeror will obtain criminal history record information that relates to an employee, applicant for
employment, or agent of the Offeror if the employee, applicant, or agent has or will have continuing duties
related to the contracted services; and the duties are or will be performed on school property or at another
location where students are regularly present. The Offeror certifies to the Owner before beginning work
and at no less than an annual basis thereafter that criminal history record information has been obtained.
Offeror shall assume all expenses associated with the background checks, and shall immediately remove
any employee or agent who was convicted of a felony, or misdemeanor involving moral turpitude, as
defined by Texas law, from Owner property or other location where students are regularly present. District
shall be the final decider of what constitutes a “location where students are regularly present.” Offeror’s
violation of this section shall constitute a substantial failure.
(c) If the Offeror is the person or owner or operator of the business entity, that individual may not self-certify
regarding the criminal history record information and its review, and must submit original evidence
acceptable to the District with this Agreement showing compliance.
Signature below acknowledges compliance with Section I. DEBARMENT, SUSPENSION,
INELIGILITY AND VOLUNTARY EXCLUSION and Section II. FELONY CONVICTION
NOTIFICATION AND CRIMINAL BACKGROUND CHECK.
SIGNATURE OF OFFEROR: DATE: __________________ PRINTED/TYPED NAME OF OFFEROR:____________________________________ COMPANY NAME: ______________________________________ TEL#: ______________________
Must complete and return with proposal documents.
RFCSP # 1469 36
RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT
Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of the Texas Local Government Code
Effective January 1, 2006, any person or entity who contracts or seeks to contract with RISD for the sale or purchase of property, goods, or services (as well as agents of such persons) (hereafter referred to as Vendors) are required to file a Conflict of Interest Questionnaire with the District. Each covered person or entity who seeks to or who contracts with RISD is responsible for complying with any applicable disclosure requirements. RISD will post the completed questionnaires on its website. The Conflict of Interest Questionnaire must be filed:
No later than the seventh business day after the date that the Vendor begins contract discussions or negotiations with the government entity, or submits to the entity an application, response to a request for proposal or bid, correspondence, or other writing related to a potential agreement with the entity.
The Vendor also shall file an updated questionnaire not later than September 1 of
each year in which a covered transaction is pending, and the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate.
Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year. Please sign and return the following Conflict of Interest Questionnaire from the Texas Ethics Commission with your bid/proposal to the following address: Richardson Independent School District Attn: Purchasing Department 970 Security Row Richardson, Texas 75081 The Local Government Officers of the Richardson Independent School District are: Board of Trustees: Kim Caston Kris Oliver
Justin Bono Kristin Kuhne
Jean Bono Eron Linn Katie Patterson
Interim Superintendent: Jeannie Stone, Ph.D.
RFCSP # 1469 37
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.
RFCSP # 1469 38
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.
Fax Number to send PO’s to:______________________________________________________________
Email Address to send PO’s to:____________________________________________________________
Other contact info that RISD might need:____________________________________________________
Questions:
Does your company accept Purchase Orders? Yes ______ No_____
Do you understand RISD’s payment terms are Net 30? Yes________ No_____
Has your company done business with RISD in the past? Yes ______ No_____ If yes, dates?__________
Is your company a Historically Under Utilized Business? Yes_____ No_____
Form B
RICHARDSON INDEPENDENT SCHOOL DISTRICT
CERTIFICATE OF RESIDENCY
The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A. This law makes it necessary for the Richardson ISD to determine the residency of its offerors. In part, this law reads as follows:
Section 2252.001
(3) “Non-resident bidder” refers to a person who is not a resident
(4) “Resident bidder” refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state.
Section 2252.002
A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest bid submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident’s principal place of business is located.
Name of Company: __________________________________________________________________
is, under Section: 2252.001(3) and (4), a:
Resident Bidder______________ OR Non-resident Bidder___________ (check one)
My principal place of business under Tex. Gov’t Code, Section 22.52.001 (3) and (4), is in the city
of________________________________________ in the state of _____________________________
if NOT a resident company of the State of Texas, does your company employee 500 or more people within the State of Texas.
Yes __________ No ____________ (check one)
______________________________________ ______________________________________ Name of Company Official (Please print) Title (Please print) _______________________________________ _______________________________________ Signature of Company Official Date
Oracle Discoverer Replacement – RFCSP # 1469
Form C
RICHARDSON INDEPENDENT SCHOOL DISTRICT
CRIMINAL HISTORY CONTRACTOR CERTIFICATION - CONTRACTOR EMPLOYEES
Texas Education Code Chapter 22 requires entities that contract with school districts to provide services to obtain criminal history record information regarding covered employees. Contractors and Subcontractors must certify to the district that they have complied. Covered employees with disqualifying criminal histories are prohibited from serving at a school district.
DEFINITIONS Covered employees - Employees of a contractor or subcontractor who have or will have continuing duties related to the service to be performed at the District and have or will have direct contact with students. The District will be the final arbiter of what constitut es direct contact with students.
Disqualifying criminal history - Any conviction or other criminal history information designated by the District, or one of the following offenses, if at the time of the offense, the victim was under 18 or enrolled in a public school: (a) a felony offense under Title 5, Texas Penal Code; (b) an offense for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or (c) an equivalent offense under federal law or the laws of another state.
On behalf of______________________________________________________________ I certify that (check one): C o n t r a c t o r / S u b c o n t r a c t o r
� None of the employees of Contractor and any subcontractors are covered employees, as defined above. If this box is checked, I further certify that Contractor has taken precautions or imposed conditions to ensure that the employees of Contractor and any subcontractor will not become covered employees. Contractor will maintain these precautions or conditions throughout the time the contracted services are provided.
Or
� Some or all of the employees of Contractor and any subcontractor are covered employees. If this box is checked, I further certify that:
(1) Contractor has obtained all required criminal history record information regarding its covered employees.
None of the covered employees has a disqualifying criminal history.
(2) If Contractor receives information that a covered employee subsequently has a reported criminal history, Contractor will immediately remove the covered employee from contract duties and notify the District in writing within 3 business days.
(3) Upon request, Contractor will provide the District with the name and any other requested information of
covered employees so that the District may obtain criminal history record information on the covered employees.
(4) If the District objects to the assignment of a covered employee on the basis of the covered
employee’s criminal history record information, Contractor agrees to discontinue using that covered employee to provide services at the District.
We request RISD ID badges for the attached list of employees. Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.
______________________________________ ______________________________________ Name of Company Official (Please print) Title (Please print) _______________________________________ _______________________________________ Signature of Company Official Date
Oracle Discoverer Replacement – RFCSP # 1469
Form D
RICHARDSON INDEPENDENT SCHOOL DISTRICT
MINIMUM INSURANCE COVERAGE REQUIRMENTS The vendor will be responsible to carry and keep in force the following minimum insurance coverage for the duration of the contract/project.
A. Comprehensive General Liability Insurance 1. Each Occurrence Limit $1,000,000 2. Medical Expense Limit (any one person) $5,000 3. Personal and Advertising Injury Limit $1,000,000 4. General Aggregate Limit $1,000,000 5. Products/Completed Operations Aggregate Limit $1,000,000 6. Fire Damage Limit (each occurrence) $50,000
B. Automobile Liability Insurance
1. Combine Single Limit (each accident) $1,000,000
C. Workers Compensation Insurance Statutory Limits
Liability Insurance shall cover premises operations and vendor’s liability, as stated above, with the following endorsements:
1. The school district as an additional insured under all coverage except workers compensation.
2. Thirty (30) day notice of Cancellation or material change.
A copy of a certificate of insurance, a certificate of authority of self-insure issued by the commission, or a coverage agreement (DWC081, DWC082, DWC083, DWC084 or DWC085) showing statutory worker’s compensation insurance coverage for the person’s or entity’s employees providing services on a project is required for the duration of the project/contract.
The vendor shall either:
1. Require each of its sub-contractors to procure and to maintain during the life of the sub-contract, Comprehensive General Liability Insurance, Automobile Liability Insurance and Sub-contractors Workers Compensation Insurance (DWC081, DWC082, DWC083, DWC084 or DWC085) of the type and same amounts as specified above, or
2. Insure the activity of its sub-contractors in its own policy/policies.
If the coverage period shown on the Vendor’s current certificate of insurance ends during the duration of the project, the Vendor must, prior to the end of the coverage period, file a new certificate of coverage with RISD showing that coverage has been extended. The Vendor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor
Oracle Discoverer Replacement – RFCSP # 1469
code agreements, Texas Labor Code 401.022 (44) for all employees of the vendor providing services on the project for its duration. The Vendor shall post on each project site a notice, in the text form and manner prescribed by the Texas Worker’s Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. Signature affirms that bidder complies with above and has included insurance documentation in response.
______________________________________ ______________________________________ Name of Company Official (Please print) Title (Please print) _______________________________________ _______________________________________ Signature of Company Official Date
RICHARDSON ISD CERTIFICATE OF INTERESTED PARTIES – FORM 1295
Certificate of Interested Parties (Form 1295 – must be filled out electronically with the Texas Ethics Commission’s online filing application, printed out, signed, notarized, and included in proposal response.) RISD is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 prohibits RISD from entering into a contract resulting from this RFSP with a business entity unless the business entity submits a Disclosure of Interested Parties (Form 1295) to RISD at the time business entity submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission.
“Interested Party” means a person:
a) who has a controlling interest in a business entity with whom RISD contracts; or b) who actively participates in facilitating the contract or negotiating the terms of the
contract, including a broker, intermediary, adviser, or attorney for the business entity.
“Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation. As a “business entity,” all vendors must electronically complete, print, sign, notarize, and submit Form 1295 with their proposals even if no interested parties exist. Proposers must file Form 1295 electronically with the Texas Ethics Commission using the online filing application, which can be found at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. Proposers must use the filing application on the Texas Ethics Commission’s website to enter the required information on Form 1295. Proposers must print a copy of the completed form, which will include a certification of filing containing a unique certification number. The Form 1295 must be signed by an authorized agent of the business entity, and the form must be notarized. The completed Form 1295 with the certification of filing must be filed with RISD by including the completed form in the proposal response. RISD must acknowledge the receipt of the filed Form 1295 by notifying the Texas Ethics Commission of the receipt of the filed Form 1295 no later than the 30th day after the date the contract binds all parties to the contract. After RISD acknowledges the Form 1295, the Texas Ethics Commission will post the completed Form 1295 to its website with seven business days after receiving notice from RISD.
