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RISD – Where all students learn, grow, and succeed. Richardson Independent School District
400 S. Greenville Ave. Richardson, TX 75081
E-Mail Filtering Request for Proposal # 1221
The Richardson Independent School District (RISD) is soliciting proposals for an enterprise server or appliance solution to provide primary filtering of e-mail for spam and malware 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 (RFP # 1221) to:
Richardson Independent School District E-Mail Filtering
RFP # 1221
Attention: Melody Greig 970 Security Row Richardson, TX 75081
Receipt Deadline: RISD must receive all proposals no later than 1:30 PM, May 17, 2012. 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 RFP. 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, (2) copies of the proposal, and (1) electronic copy (e.g., flash drive, cd) of the response to the Request for Proposal (RFP) (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 request for sealed proposal 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:
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Contents
1 Overview ... 5 1.1 General Information ... 5 1.2 Work Included ... 5 1.3 Schedule of Events ... 5 1.4 Addenda ... 5 2 Bidder Instructions ... 6 2.1 Confidential/Proprietary Information ... 6 2.2 Obligation of Owner ... 6 2.3 Negotiation of Contract ... 62.4 Owner’s Rights Reserved ... 6
2.5 Awarding of Contract ... 6
2.6 Background Checks ... 6
2.7 Contract Startup Meeting ... 7
2.8 Commencement of Work ... 7 2.9 Project Timelines ... 7 2.10 Standard of Care ... 7 2.11 RFP Questions ... 7 2.12 Availability of Prices ... 7 2.13 Vendor References ... 7
2.14 Compliance with EEO ... 7
2.15 FCC Statement... 8
2.16 U.L. Listing/Approval ... 8
3 General Conditions ... 8
3.1 Indemnity Hold Harmless ... 8
3.2 Response Submission ... 8
3.3 Costs Associated with Preparation of the Proposal ... 8
3.4 RFP Binding Period ... 9
3.5 Omissions ... 9
3.6 Minimum Insurance Coverage ... 9
3.7 Right to Terminate ... 13
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3.9 Payment Terms and Retainage ... 14
3.10 Electronic Invoicing ... 14
3.11 Transfer of Contract ... 14
3.12 Amendments and Modifications... 14
3.13 Venue ... 14
3.14 Execution of Contracts ... 14
3.15 Vendor’s Standard of Care ... 15
3.16 Compliance with Electrical Codes ... 15
3.17 Disclosures ... 15
3.18 Fairness of Pricing ... 15
3.19 Compliance with Applicable Laws and Regulations ... 16
3.20 Nondisclosure of Relationship with Owner ... 16
3.21 Timeliness of Contract Obligations ... 16
3.22 Authority of Owner ... 16
3.23 Damage Caused by Vendor ... 16
3.24 Material Supplied Beyond Scope of Work ... 17
3.25 Bonding ... 17
3.26 Quality Assurance Standards ... 17
4 Specifications Overview ... 18
4.1 Project Overview ... 18
4.2 Description of Existing Network... 18
4.3 Solution Technical Requirements ... 19
4.4 Support... 21
4.5 Evaluation ... 21
4.6 Training ... 22
4.7 Value Added Services ... 22
5 Vendors Response to RFP ... 23
5.1 Response Format ... 23
5.2 Incurred Costs ... 24
5.3 Evaluation Criteria and Weighting ... 25
5.4 Subcontractors ... 26
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6 Delivery and Installation ... 28
6.1 Delivery ... 28
6.2 General Installation Requirements ... 28
6.3 Owner’s Responsibilities for Delivery and Installation ... 28 General Terms and Conditions
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Overview
1.1
General Information
The Richardson Independent School District (the District or RISD) is seeking an enterprise server or appliance solution to provide primary filtering of e-mail for spam and malware. 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 program.
RISD has approximately 37,000 students enrolled in 55 campuses.
This solution will include 5-year warranty, maintenance, 24 x 7 online technical support, and 9 x 5 telephone support.
RISD will consider many relevant factors in selecting the vendor to provide, integrate, deliver, install, maintain and support the software system. 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 quality in 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 4/27/2012
Proposal Due 5/17/2012
Estimated Board Approval 8/6/2012
Implementation Date 9/30/2012
1.4
Addenda
Addenda to the RFP must be authorized and issued in writing by RISD to be valid. Any addenda that modify the RFP document by adding, deleting, clarifying, or correcting its contents will be issued prior to the Proposal receipt deadline.
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Bidder Instructions
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 RFP 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.
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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
RFP Questions
Any questions about this RFP must be raised prior to submission of the Proposal. All questions must be emailed no later than 10:00 AM May 14, 2012 to: [email protected] (please include in the subject line: E-Mail Filtering RFP # 1221)
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 RFP 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.
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2.15
FCC Statement
The Vendor(s) are responsible to insure that all equipment proposed and installed as part of this RFP 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 RFP will have appropriate Underwriters Laboratory (U.L.) Listing / Approval for all power components.
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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, (2) copies of the Vendor’s Proposal, (1) electronic copy, and any other documents must be received by 1:30 PM, May 17, 2012 and are to be submitted to:
Richardson Independent School District E-Mail Filtering RFP # 1221
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 E-Mail Filter RFP # 1221
3.3
Costs Associated with Preparation of the Proposal
Any costs associated with a Vendor’s response to the RFP will be borne by the Vendor. RISD will not be liable for any cost incurred by the respondents in preparing Proposals to this RFP or negotiations associated with award of a contract.
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3.4
RFP 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
Minimum Insurance Coverage
The vendor will be responsible to carry the following minimum insurance coverage’s: A. Worker’s Compensation:
A copy of a certificate of insurance, a certificate of authority of self-insure issued by the commission, or a coverage agreement (TWCC81, TWCC82, TWCC83, or TWCC-84) 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.
Duration of the project includes the time from the beginning of the work on the project until the vendor’s work on the project has been completed and accepted by RISD.
Persons providing services on the project (“subcontractor” in Texas Labor code 406.096) include all persons or entities performing all or part of the services the vendor has undertaken to perform on the project, regardless of whether that person contracted directly with the vendor and regardless of whether that person has employees. This category includes, without limitation, independent contractors, subcontractors, easing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity that furnishes persons to provide services on the project.
Services include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other services related to a project. Services do not include activities unrelated to the project, such as food/beverages vendors, office supply deliveries and delivery of portable toilets.
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 code agreements, Texas Labor Code 401.022 (44) for all employees of the vendor providing services on the project for its duration.
The Vendor must provide a certificate of coverage to RISD prior to being awarded the contract.
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If the coverage period shown on the Vendor’s current certificate of coverage 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 obtain from each person providing services on a project, and provide to RISD:
(1) A certificate of coverage, prior to that person beginning work on the project, so RISD will have on file certificates of coverage showing coverage for all persons providing services on the project; and
(2) No later than seven (7) days after receipt by the vendor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the period.
The Vendor shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter.
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.
The Vendor shall contractually require each person with whom it contracts to provide services on a project to:
(1) Provide coverage based on a proper reporting of classification codes and payroll amounts and filing any coverage agreements which meets the statutory requirements of Texas Labor code 401.011 (44) for all of its employees providing services on the project for the duration of the project;
(2) Provide to the Vendor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project for the duration of the project;
(3) Provide the Vendor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project;
(4) Obtain from each other person with whom it contracts, and provide to the vendor: (a) A certificate of coverage, prior to the other person beginning work on the
project; and
(b) A new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project.
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(5) Retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter;
(6) Notify RISD in writing by certified mail or personal delivery, within the ten (10) days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and
(7) Contractually require each person with whom it contracts to perform as required by items 1-7, with the certificates of coverage to be provided to the person for whom they are providing services.
By signing the contract, which will be issued upon award, or providing or causing to be provided a certificate of coverage, the Vendor is representing to the governmental entity that all employees of the Vendor who will provide services on the project will be covered by workers’ compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-Insured, with the commission’s Division of Self-insurance Regulation. Providing false or misleading information may subject the vendor to administrative penalties, criminal penalties, civil penalties, or other civil actions.
The Vendor’s failure to comply with any of these provisions is a breach of contract by the Vendor that entitles RISD to declare that contract void if the Vendor does not remedy the breach within ten (10) days after receipt of notice of breach from the governmental entity.
B. Comprehensive General Liability Insurance
General Aggregate Limit (other than Products/Completed Ops) $ 1,000,000.00 Products/Completed Operations Aggregate Limit $ 1,000,000.00
Personal and Advertising Injury Limit $ 1,000,000.00
Each Occurrence Limit $ 1,000,000.00
Professional errors & omissions $ 1,000,000.00
Fire Damage Limit - Any one fire $ 50,000.00
Medical Expense Limit - Any One Person $ 5,000.00
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’s except Worker’s compensation.
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(2) Thirty (30) days Notice of Cancellation or material change. C. Automobile Liability Insurance
Automobile liability insurance shall cover all owned, non-owned, and hired vehicles in the amount of $ 1,000,000.00 combined single liability limit for bodily injury and property damage with the following endorsements:
(1) Thirty (30) day Notice of Cancellation or material change. (2) Certificates of Insurance shall be delivered to the Owner before
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3.7
Right to Terminate
3.7.1 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.
3.7.2 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. 3.7.3 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.
3.7.4 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:
3.7.4.1 Amounts previously paid by RISD to the Vendor.
3.7.4.2 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.
3.7.5 RISD may terminate Contract for cause immediately on notice to Vendor.
3.7.6 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 3.7.4.2 of this Article, shall become the property of RISD.
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3.8
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 RFP 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.
3.9
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.
3.10
Electronic Invoicing
Itemized invoicing with purchase order assignment should be available to be processed through electronic data interchange (EDI). EDI enables our Enterprise Business Processing System (EBS System) to accept a data file from a vendor and convert it to an invoice for payment. Electronic payments will be processed via electronic funds transfer (EFT). Banking information will be required for the EFT process.
3.11
Transfer of Contract
The contract, which will be issued upon award, shall not be assigned or transferred without the District’s prior written consent.
3.12
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.
3.13
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.
3.14
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.
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3.15
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 RFP, or agreed to at a later date.
3.16
Compliance with Electrical Codes
The latest version of the National Electric Code, along with the National Electric Safety Code, shall be followed. If local regulations or codes are more stringent, then those requirements shall govern and Vendor shall advise The Project Manager, Inc. and RISD of the applicable code.
3.17
Disclosures
3.17.1 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.
3.17.2 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 RFP.
3.17.3 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.
3.18
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.
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3.19
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.
3.20
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.
3.21
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.
3.22
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:
3.22.1 Use of Site resources such as elevators and loading docks. 3.22.2 Connection to and use of utilities.
3.22.3 Safety issues.
3.22.4 Trash removal and Site cleanliness. 3.22.5 Site Security
3.22.6 Prohibition of any alcohol, tobacco, and drugs
3.23
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:
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3.23.1 Damage to any portion of the building caused by the movement of tools, materials, or equipment
3.23.2 Damage to any component, including ceiling tiles, of the construction of spaces in which the Vendor is working.
3.23.3 Damage to the electrical distribution system and/or other space “turned over” to the Vendor
3.23.4 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.
3.23.5 Other Damage to the materials, tools and/or equipment of RISD, its consultants, subcontractors, Architect, other contractors, agents and leases.
3.24
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.
3.25
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.
3.26
Quality Assurance Standards
The Vendor shall submit, with its Proposal, a copy of its company quality assurance manual and applicable procedures.
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4
Specifications Overview
4.1
Project Overview
RISD is seeking an enterprise server or appliance solution to provide primary filtering of e-mail for spam and malware. The vendor chosen to fulfill this requirement must provide a turnkey solution which complies with the technical requirements in this section. The solution will include 5 years of warranty and support.
Responders shall propose all necessary software and hardware to meet the minimum requirements described in this section. The proposal should list individual components as separate line items rather than providing a lump-sum package price. Minimum and recommended system requirements should be specified for all proposed non-proprietary server hardware. RISD reserves the right to acquire such servers separately.
4.2
Description of Existing Network
Current inbound e-mail traffic is initially processed by Trend Micro’s InterScan Messaging Security Virtual Appliance (IMSVA) product. The district’s MX records direct incoming mail to two instances of IMSVA. Messages that survive IMSVA filtering are forwarded to one of two Linux-based Sendmail servers. Additional filtering is applied to these messages, and those that survive this filtering are forwarded to the district’s Microsoft Exchange gateway for delivery. Trend Micro’s Scanmail Suite for Microsoft Exchange provides additional filtering. Outbound mail from the Exchange server goes directly to the destination MX server- no additional scanning is performed.
The District controls several Internet domain names, and mail may be received at any of them.
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4.3
Solution Technical Requirements
4.3.1 Hardware
4.3.1.1 The product may be deployed on a hardened appliance or server provided by the vendor.
4.3.1.2 Appliance or server must be mountable in a standard 19” rack. Any required mounting hardware shall be included in the bid.
4.3.1.3 In the event the solution does not require a proprietary hardware platform, RISD reserves the right to acquire an approved server from a vendor of its choice. Vendor will state minimum and recommended hardware and operating system requirements in the RFP response. 4.3.1.4 The solution should provide a means of redundancy or fail-over. 4.3.1.5 All network interfaces must support Gigabit Ethernet.
4.3.1.6 If product is to be deployed in a virtualized environment, it must be supported under the SUSE Xen virtualization platform. Over the lifetime of this contract, RISD might choose to move to a VMWare, Hyper-V, or RedHat Xen environment. The Contractor should state which, if any, of these environments are not supported.
4.3.2 Software
The proposed solution will:
4.3.2.1 Support all current standards for Internet E-Mail.
4.3.2.2 Scan all messages for spam, phishing, viruses, and other malware. Attachments determined to be infected should be removed from the message.
4.3.2.3 Allow for specification of different relay hosts for different domains. Contractor should note if the product supports specification of fallback relay hosts.
4.3.2.4 Provide options for at least two methods of handling spam:
1) Move to a common quarantine for all messages that is managed by the administrator
2) Tag messages so that they are delivered to the recipient’s junk folder
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4.3.2.5 Move malware-infected messages to a common quarantine.
4.3.2.6 Provide for long-term archival of all message headers. At least 60 days’ worth of headers, along with the associated processing result (quarantined, delivered, etc.) must be kept.
The Contractor should describe any available add-on packages, such as reputation services. If these are extra-cost items, they should be listed separately in the pricing as options that the District may delete at its discretion.
4.3.3 Management
4.3.3.1 The product must be able to be managed remotely from a browser-based interface. Support for at least Internet Explorer and Firefox is preferred.
4.3.3.2 The management interface must be password-protected. If an inactivity timeout feature is provided, the timeout value should be configurable.
4.3.3.3 The product must allow configuration of custom whitelists and blacklists. Such lists may be based on sender’s or recipient’s address, message subject, or message content. If the product performs reputation filtering on IP addresses, it must allow for whitelisting of IP addresses and subnets.
4.3.3.4 It should be possible to apply different sets of rules to inbound and outbound messages.
4.3.3.5 All archives, quarantines, and application logs must be searchable from the administration interface. The interface must provide a means of releasing quarantined messages for delivery.
4.3.3.6 The interface must provide SMTP or SNMP notification of significant application events or errors.
21 4.3.4 Reporting
4.3.4.1 The system will be capable of generating reports, both on-demand and on a scheduled basis.
4.3.4.2 Reports should be available in HTML and CSV format.
4.3.4.3 The system should support e-mailing of reports to one or more recipients.
4.3.4.4 Reports should include counts of all mail traffic, including messages received, messages rejected, messages delivered
4.3.4.5 Reports should also include profiles by address, such as top recipients, top spam recipients, and top senders.
4.4
Support
4.4.1 Maintenance
The vendor of the mail filter must:
4.4.1.1 Provide technical 24 x 7 online and 9 x 5 telephone support as a minimum. An option for premium support should be included if available.
4.4.1.2 Provide timely product updates to address vulnerabilities and defects discovered in the product.
4.4.1.3 Provide timely notifications of product updates and advisories by e-mail
4.4.1.4 Provide online, downloadable manuals (full documentation) for all components.
4.5
Evaluation
The
Contractor shall provide an evaluation unit at no cost to the district prior to the award of the contract. The Contractor will arrange for assistance with initial configuration of the unit. Standard access to technical support should be available during the evaluation. The evaluation period should be at least one week.22
4.6
Training
The Contractor shall recommend an appropriate sequence of training activities designed to provide district employees the education and knowledge necessary to manage and maintain the proposed solution. At a minimum, the recommended training should consist of:
1) Familiarization with features of all components 2) Configuration details of major components
3) Detailed instruction in mechanisms to deploy, update, and upgrade the product 4) Detailed instruction in developing and deploying policies
5) Explanation of where and how to obtain support
6) Description of warranty and servicing procedures for all components
4.7
Value Added Services
Contractors are encouraged to include products and/or services in addition to the requirements of this RFP to provide the best possible value to the District. Contractors should clearly identify such products and/or services in their response and also provide a detailed explanation of the merits of such products and/or services.
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5
Vendors Response to RFP
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. Proof of required insurance
4. 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.
5. 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.
6. Provide information on the qualifications of Project Staff, including, company certifications, such as ISO 9000.
7. 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.
8. State whether your Company intends to use subcontractors. Include in this Tab all required information about any subcontractors that the Vendor plans to use. 5.1.3 Tab 3 – Main Body of Response
1. Insert a complete copy of this RFP 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
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3. Provide the vendor’s service and support plan.
4. Provide individual components and line item pricing in the Bill of Materials. Version numbers must be included. Uniquely identify software, hardware, and associated maintenance costs. Include year one pricing and provide a breakdown for year two through year five.
5.1.4 Tab 4 – Exceptions
Exceptions to any requirement or provision of the RFP 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 RFP 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 RFP shall be borne by the Vendor. RISD will not be liable for any costs incurred by the Vendor in responding to this RFP.
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5.3
Evaluation Criteria and Weighting
This RFP is not meant to favor any vendor. Instead, it is intended solely to meet the needs and requirements of RISD. The District will evaluate each proposal based on its technical merit and cost. RISD will also 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 RFP 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 RFP responses using the following criteria to determine which proposal provides the best value to the District:
Category Weight Description
Price 30% Price relative to other bids
Product Capabilities 40%
Does the product do what we need with minimal exceptions to the requirements? How effective is the filtering?
Ease of Management/
Maintenance 15%
Ease of initial deployment and configuration, day-to-day operations, including deployment of updates/upgrades, and quality of technical support
Reporting Capabilities 10% Report content and ease of generating reports References and
Company Background 5%
Manufacturer's and Reseller's company history and financial stability; strength of references
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5.4
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
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5.5
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 RFP.
Firm Name
Address
Phone
Number
Signature
Printed
Title
Date
email address
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6
Delivery and Installation
6.1
Delivery
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.
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GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL
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.
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.
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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. 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.
C. 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.
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
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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.
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
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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.
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
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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 #]
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.
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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.
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My/our signature below confirms that I/we:
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 bid is made without any previous understanding, agreement, or connection with any person, firm, or corporation making a bid for the same supplies, material and equipment, and is in all respects fair and without collusion or fraud;
3. 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
4. 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). COMPANY NAME: SIGNATURE: By: __________________________________________ Title: ________________________________________ DATE SIGNED: __________________________________________________________ ADDRESS:
CITY, STATE, ZIP: __________________________________________________________
TELEPHONE: FAX:
E-MAIL: __________________________________________________________
TERMS:
Complete and return with proposal
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R
ICHARDSONI
NDEPENDENTS
CHOOLD
ISTRICTSTATEMENT 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.
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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 its own material/service as needed.
Please advise the following:
How did you learn of the Request for Bid/Proposal? (Check all that apply):
______ District website ______ Newspaper ad ______ Demandstar
______ Other, specify source _____________________________________
PLEASE RESPOND AND RETURN WITH BID/PROPOSAL
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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, t
