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Page 1 of 31 GCS RFP# 189-5591 9/17/2013
Request for Proposals
GPS/AVL System (to be integrated with Time and Attendance)
PURCHASING DEPARTMENT 501 West Washington St. Greensboro NC 27401
September 17, 2013
RFP#: 189-5591
Sealed Proposals will be received by the Guilford County Schools (GCS) until 2:00 pm, Thursday, October 17, 2013, to furnish all equipment, training and instruction necessary to implement a Global Positioning System/Automatic Vehicle Locator (GPS/AVL) tracking system for the District. This system must be capable of complete integration with a Time and Attendance system that will be chosen based on the accompanying proposal # 189-5592. Direct all inquiries concerning this RFP to: Don Reid, Purchasing Officer, 336-370-3238, [email protected]
OVERVIEW
Guilford County Schools (GCS) is seeking proposals from experienced and qualified contractors to provide a real time vehicle information management system for tracking and monitoring our bus and administrative/service vehicle fleet, in conjunction with providing time and attendance service capability. GCS will be responsible for the purchase or lease of the software and hardware, and for providing infrastructure to the support the system. The contractor must have successfully implemented a similar system for a minimum of five (5) similar size bus and administrative/service vehicle fleets within the past 5 years. The contractor must have a proven system allowing for analysis with currently used bus routing and scheduling software provided by Education Logistics, Inc. (Edulog®) and Guilford County GIS technology. GCS is interested in an GPS/AVL system developed specifically for school transportation operations so that manual tasks and identified metrics can be automated, tracked, and reported. The proposed system should focus extensively on the automation of time and attendance accounting for school bus drivers and safety assistants. The time and attendance system must provide accurate transmissions of data directly into the district’s payroll system, providing a paperless solution. Software proposed must have the capability to provide a comparison of planned versus actual reported time. DISTRICT FACTS GCS is the 3rd largest school district in North Carolina, serving over 72,500 students. 605 GCS school buses travel more than 54,000 miles per day, transporting 42,000 students to and from school. In addition, GCS operates 88 activity buses, 66 spare school buses, and 321 administrative/service vehicles. Administrative/service vehicles provide support in various district operations such as transportation, maintenance, custodial services, facilities, courier, school accounting, surplus property, and school nutrition services.
Page 2 of 31 GCS RFP# 189-5591 9/17/2013
ACCEPTANCE OF VENDOR RESPONSES The GCS Purchasing Department reserves the right to accept proposals from multiple vendors, and to accept or reject any or all proposals, based upon the information requested. Vendors may be excluded from further consideration for failure to fully comply with the requirements of this RFP solely at the review team’s discretion. AWARD CRITERIA Award of a contract will be based on the system judged to be best suited to meet the needs of GCS, as determined by consideration of the following: 1. Prices offered. 2. Quality of equipment offered. 3. General reputation and performance capabilities of the vendor. 4. Conformity with specifications herein. 5. Delivery and installation schedule. 6. Location and availability of service and repair facilities and personnel. 7. Suitability for intended use. 8. References provided for proposed equipment/training. 9. Demonstration of proposed equipment, if required. METHOD OF EVALUATION The evaluation of proposals will be done by a committee of evaluators. Each proposal will be scored using a predetermined point system following the set of evaluation criteria listed above. Once a total score is compiled for each proposal, it will be ranked. The proposal receiving the highest point score will be ranked 1, the second highest will be ranked 2, and so on. SELECTION PROCESS All proposals will be evaluated using a weighted point system applied to a list of both objective and subjective criteria. The criteria and their associated point value are listed on the Proposal Evaluation Form included in this document. The maximum score a proposal may receive is 360 points. ORAL PRESENTATIONS After all proposals are scored for content, GCS reserves the option to hear oral presentations for the top three (3) scoring respondents. Presentations will be scheduled after the evaluation and ranking process is complete. The top three (3) ranked candidates will be notified when and where to appear. A separate set of evaluation criteria will be used to evaluate oral presentations. A total of 50 points will be allocated for oral presentations.
NON-EXCLUSIVE AGREEMENT
This RFP does NOT establish an exclusive arrangement between the district and vendor. The district reserves, but is not limited to, the following rights:
• The right to use others to perform work and services described in this RFP; • The right to request proposals from other Vendors for work described in the RFP; • The unrestricted right to bid any work or services described herein.
Page 3 of 31 GCS RFP# 189-5591 9/17/2013
ALTERNATE PROPOSALS
Proposals shall meet the requirements and conform to the format prescribed in this RFP. As additions to this required format, vendor is permitted to submit alternate proposals/supplemental materials to the base proposal, when vendor determines a need to more fully explain aspects of vendor’s solution, applications or services. Any such additions must be explicitly identified. Any decision to review these additional materials is solely at the discretion of the Evaluation Committee. PROJECT DATE PROPOSAL
The following chart shows the schedule of events to prepare your organization’s Proposal. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the Sections that follow:
DATE EVENT
Sept. 17, 2013 RFP Documents are released by the GCS.
Sept. 26, 2013 Pre-proposal Conference @ 10:00 AM. The conference is not mandatory and is being held for the convenience of the proposers.
Oct. 1, 2013 Final Submission of Written Questions. Proposers are permitted to submit to the GCS Purchasing Department written questions and requests for site visits, but only for purposes of clarifying this RFP. All submissions shall be sent via email to Don Reid, Purchasing Officer at [email protected] and shall include the e-mail address and name of a Proposer contact person to receive the GCS’s answers. Questions and requests are due by 2:00 pm. Questions will be answered by Monday, Oct. 7 and posted as an Addendum at the discretion of GCS.
Oct. 17, 2013 Proposal Submission. Proposals are due by 2:00 pm at the Guilford County Schools Purchasing Department, 501 W. Washington St, Greensboro NC 27401, Room 213. Proposals submitted after this date and time will not be opened.
Oct. 28, 2013 Demonstration / Oral Presentations (if requested).
Nov. 4, 2013 Proposal evaluation and negotiation.
Nov. 25, 2013 Anticipated GCS award date
Dec. 16, 2013 Notice to Proceed with phased implementation
INTEGRITY OF PROPOSAL DOCUMENTS
Vendors must use the original Proposal Forms provided by the GCS Purchasing Department and enter information only in the spaces where a response is requested. Vendor may use an attachment to the Proposal Form if sufficient space is not available on the original form for the vendor to enter a complete response. Any modifications or alterations to the original documents by the vendor, whether intentional or otherwise, will constitute grounds for rejection of a proposal. Any modifications or alterations that a vendor wishes to propose to the specifications must be clearly stated in the vendor’s proposal response and presented in the form of an alternate to the original proposal documents.
Page 4 of 31 GCS RFP# 189-5591 9/17/2013
MINORITY AND WOMEN OWNED BUSINESS (MWBE) PROGRAM
Guilford County Schools Board of Education promotes full and equal access to business opportunities with
Guilford County Schools (GCS). Minority and women-owned business, as well as other responsible vendors,
shall have a fair and reasonable opportunity to participate in GCS business opportunities.
Prime suppliers (i.e., those who deal directly with GCS) should support GCS MWBE Program by making an
effort to engage minority, women, and/or small businesses as subcontractors for goods and services to the extent
available. GCS has a goal of 10% participation. The proposal should address efforts to meet the goal. If there
are additional questions, please contact Tammie Hall, at 336-335-3297 or email [email protected].
The Board of Education awards public contracts without regard to race, religion, color, creed, national origin,
sex, age or handicapped condition as defined by North Carolina General Statutes, Section 168A-3.
Each vendor or respondent to the solicitation shall submit with their proposal either MWBE Form
Section II 5336 or Affidavit B. (If the vendor or respondent customarily self-performs all of the scope of
services related to this contract, then they should submit Affidavit B (Intent to Perform Contract with Own
Workforce.)
Failure to complete the forms prior to submittal may render your proposal response invalid.
Page 5 of 31 GCS RFP# 189-5591 9/17/2013
GCS MWBE Documentation
Section II - Portion of the Work to be Performed by Minority Firms (Required Submittal no. 16)
I will expend a minimum of % of the total dollar amount of the contract with MWBE. MWBE will be
employed as construction subcontractors, vendors, suppliers or providers of professional services. Such work will be subcontracted to the following firms listed below.
(Attach additional sheets if necessary)
Name and Phone Number *MWBE Category
Work description Dollar Value
*MWBE categories: Black, African American (B), Hispanic (H), Asian American (A) American Indian (I),
Female (F) Socially and Economically Disadvantaged (D)
Pursuant to GS143-128.2(d), the undersigned will enter into a formal agreement with MWBE for work listed in this
schedule conditional upon execution of a contract with the Owner. Failure to fulfill this commitment may constitute a
breach of the contract.
The undersigned hereby certifies that he or she has read the terms of this commitment and is authorized to bind the vendor to the commitment herein set forth.
Date: Name of Authorized Officer:
Signature:
Page 6 of 31 GCS RFP# 189-5591 9/17/2013
GCS MWBE Documentation
AFFIDAVIT B (Required Submittal no 16)
Intent to Perform Contract with Own Workforce
County of
Affidavit of
(Name of Bidder)
I hereby certify that it is our intent to perform 100% of the work required for the
contract.
(Name of Project)
In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this type
project, and normally performs and has the capability to perform and will perform all elements of the work on this
project with his/her own current work forces; and
The Bidder agrees to provide any additional information or documentation requested by the owner in support of the above statement. The undersigned hereby certifies that he or she has read this certification and is authorized to bind the Bidder to the commitments herein contained.
Date: Name of Authorized Officer:
Signature:
Title:
State of North Carolina, County of _
Subscribed and sworn to before me this day of 20
Notary Public
My commission expires
SEAL
Page 7 of 31 GCS RFP# 189-5591 9/17/2013
SPECIFICATIONS MATRIX
The following describes the GPS/AVL requirements, data collection Key Performance Indicators (KPI), time and attendance requirements, data accessibility reporting, integration with existing application, and equipment. The desired items are listed in this section and the service and performance section lists the requirements that the selected contractor will be expected to provide. They are rated as:
Required (R) Highly Desired (HD) or Desired (D)
SECTION 1: Buses and Administrative/Service Vehicles
GPS/AVL Requirements Required ( R ) Highly Desired
( HD ) Desired
( D )
1. Obtains accurate position/location information of vehicles
R
2. Collects GPS/AVL location data at least every 10 seconds
HD
3. Capability of archiving and retrieving historical mapping, travel paths, and activity of vehicles.
R
4. Transfer of data via cellular network HD
5. Data transfer – minimum of every 10 seconds D
6. GPS/AVL data can be obtained via web-based interface
HD
7. Monitoring of vehicle location within a user defined or designated area.
HD
8. Ability to establish geo-fenced areas for arrival/departure
R
9. Vehicle identification on a map R
10. Panic Button – Signals emergency and location D
Data Collection – KPIs Required ( R ) Highly Desired
( HD ) Desired
( D )
1. Data – Location – plot location and path of travel on a map
R
2. Data – Speed of Vehicle HD
3. Idle Time of Vehicle R
4. Ignition On/Off HD
5. Entrance door Open/Close HD
6. Amber Lights – Stop Warning System On/Off HD
7. Red Lights – Passenger Stop System On/Off – Bus Stops
R
8. Rear Door Open/Close D
9. Lift Door Open/Close D
10. Vehicle Braking D
11. Arrival/Departure Time at School – Geo-fencing desired locations
R
Page 8 of 31 GCS RFP# 189-5591 9/17/2013
Time & Attendance Requirements Required ( R ) Highly Desired
(HD ) Desired
( D )
1. Capability of employee to clock in/out in vehicle R
2. Specific job selection by employee during duty time HD
3. Capability to identify employees via vehicle when on duty
R
4. Limited paper use format HD
5. Time Comparison of real-time vs. established time HD
6. Administrator Functions – Attendance and Leave Time R
7. Administrator Approval and Edit Functions R
8. Alerting and Reporting capabilities, total hours, overtime
HD
Data Accessibility - Reporting Required ( R ) Highly Desired
( HD ) Desired
( D )
1. Web-based interface for accessing data, metrics and reports
HD
2. Reporting compatible with Microsoft products R
3. Standardized and custom query reporting R
4. Capability to process GPS/AVL query reports – arrival time, departure time, location, path of travel, idle time
R
5. Capability to process reports based on data collection specifications – Key Performance Indicators
R
6. Capability to process detailed time and attendance reporting
R
Integration with Existing Applications Required ( R ) Highly Desired
( HD ) Desired
( D )
1. Capability to compare GPS/AVL derived travel to bus routes planned using EDULOG software.
HD
2. Mapping system is based on Guilford County GIS mapping system
D
3. Integration with GCS payroll system R
Hardware Required
( R ) Highly Desired
( HD ) Desired
( D )
1. Does not include the use of cellular phones as input devices
HD
2. Hardware has a means of 2-way communication D
3. User friendly, on-board, secure equipment HD
4. Broken hardware can be replaced by a vehicle maintenance technician.
HD
Page 9 of 31 GCS RFP# 189-5591 9/17/2013
SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS
The following describes the service and performance requirements that the selected contractor will be required to perform. Failure to address or to fully describe capabilities to accomplish all elements of this section will result in a loss of evaluation points. Where you see the words (Required Submittal) the vendor must provide a response to this specific requirement in its proposal. These submittals will comprise a large percentage of the evaluation criteria used for selection of a contractor.
A. Technical Requirements a. Hardware and Software Requirements
i. All hardware and software will be owned or leased by the district. Other proposals will be reviewed and considered as options.
ii. All software will be Microsoft Windows compliant. iii. All web-based application software will be at least Microsoft Internet Explorer 8.0
compliant. b. Data Collection.
i. The proposed bus tracking system shall obtain GPS/AVL information for each vehicle using GPS satellites. The GPS/AVL positional accuracy should be 5 meters or less 50% of the time and 10 meters or less 90% of the time.
ii. The GPS/AVL system shall collect the following data for each vehicle: 1. Location (latitude, longitude, elevation) 2. Speed 3. Direction 4. Excessive idling
iii. The GPS/AVL system or equivalent shall collect bus equipment usage data including:
1. Ignition on/off 2. Service door open/close 3. Amber/yellow flashers on/off 4. Red flashers on/off / Stop arm open/closed 5. Rear door open/close 6. Lift door open/close (If applicable) 7. Hard braking
Describe all additional operations for which your system is capable of collecting bus equipment usage data. (Required Submittal no. 1) iv. The system will be capable of collecting GPS/AVL location data at least every 10
seconds. v. Equipment usage data will be collected as each event occurs. vi. The system will have a user friendly on-board process for employee log-in/log-out in
order to collect time & attendance data. c. Data Storage
i. Data should be stored on a server residing within the district’s infrastructure. Other proposals will be reviewed and considered as options.
ii. Describe whether the proposed system can operate within a “virtual” server environment. (Required Submittal no. 2)
iii. The preferred database format for all system generated data is SQL Server RDBMS. d. Data Transfer.
i. All data will be transferred wirelessly to the district or designated server. ii. Proposed method of data transfer will be via the district’s selected cellular network. iii. The frequency of data transfer shall be a minimum of every 10 seconds
Page 10 of 31 GCS RFP# 189-5591 9/17/2013
SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS, CONT.
e. Data Accessibility.
i. The system shall provide a web-based interface for accessing data, metrics, and reports.
ii. The web-based interface shall utilize the district’s existing user identification system for secured access to the GPS/AVL system, data, and reports. The district uses Microsoft Active Directory Service for managing user names and passwords. The proposed system must provide Active Directory integration.
iii. All Web pages shall be accessed solely through a secure HTTP connection (HTTPS).
iv. The Web-based interface shall provide standardized and custom query reporting capabilities on any identified basis (i.e. by bus, route, fleet, etc.) and by multiple time frames (daily, weekly, monthly, and yearly).
v. The system shall have the capability of archiving and retrieving historical mapping and reporting on school bus activities including:
1. Bus stops 2. School stops 3. Route path, including location, speed, heading, and time 4. Idle time reporting 5. Arrival/departure from stops
vi. The system shall have the ability to create, store, and rerun custom queries/reports. vii. The web-based interface shall allow the export of reports and raw data to a Microsoft
Excel compatible format and directly to Adobe Acrobat portable document format (PDF).
f. Monitoring. i. The system shall provide real-time tracking of school buses and
administrative/service vehicles. ii. The system shall provide real-time notifications of speeding, excessive idling, and
emergencies. iii. The system must provide an emergency or panic button to be used by the bus driver
in the event of an on-board emergency. Describe the system process that occurs when the panic button is activated. (Required Submittal no. 3)
iv. The system shall provide GPS/AVL system health reports of the system to identify malfunctioning hardware on an individual vehicle.
g. Integration with Existing Applications. i. Describe your integration capability with Edulog® software for route planning and
scheduling. (Required Submittal no. 4)
ii. Describe your integration capability with Guilford County GIS data management and mapping. (Required Submittal no. 5)
iii. Describe your integration capability with the district’s on-bus cameras and AngelTrax® DVR systems or other on-bus systems. (Required Submittal no. 6).
iv. Describe your integration capability with the district’s payroll accounting system SARTOX ( K-12 Enterprise – Sun Pac)®. (Required Submittal no. 7)
v. Please describe compatibility with other systems in the event GCS changes to other platforms in the future.
h. Expandability. i. The proposed system must be able to accommodate the following additional features
that the district may implement in the future. Describe the proposed system’s ability to fulfill these requirements. (Required Submittal no. 8)
1. Pre-post trip inspection. 2. RFID or scanner based student tracking
Page 11 of 31 GCS RFP# 189-5591 9/17/2013
SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS, CONT.
B. Personnel Requirements.
a. Discuss the impact of the GPS/AVL system on existing personnel. (Required Submittal no. 9)
i. Number of personnel required to monitor and maintain the system. ii. Technical competency level required to monitor and maintain the system. iii. Time commitment per day per employee to monitor and maintain the system.
C. Time & Attendance Module
a. Discuss the functions of the Time and Attendance Module (Required Submittal 10). Discussion of functions should include:
i. Paperless format ii. Time comparison format iii. User friendly administrator’s duties iv. Supervisor approval and edit functions v. Methods of logging time for employees with multiple duty functions throughout the
day vi. Full reporting and alerting capabilities, including total hours and overtime warning
D. Installation.
a. The contractor shall deliver and install all hardware and software onsite at district facilities. b. The contractor shall provide their own tools. c. The contractor shall test all hardware and software onsite at district facilities to ensure all
components are functioning properly before any payment will be issued. d. The contractor shall install and test the system within normal district work hours. e. The contractor will coordinate the account setup for each broadband data connection with
the district
E. Training and Support. (10 days) (Required Submittal no. 11) a. The contractor shall provide onsite training to staff identified by the district regarding the
monitoring and proper maintenance of the system. b. The contractor shall provide onsite mentoring and support to be scheduled by district after
initial installation and training.
Page 12 of 31 GCS RFP# 189-5591 9/17/2013
REQUIRED SUBMITTALS
The following submittals must be included as part of your proposal or your proposal will be declared non-responsive. Please note that not all of these submittals will be scored in the evaluation process.
Submittal No. Description
Submittal 1: A. b. iii.
Describe all additional operations (other than specified) for which your system is capable of collecting equipment usage and data.
Submittal 2: A. c. ii.
Describe whether the proposed system can operate within a “virtual” server environment.
Submittal 3: A. f. iii.
The system must provide an emergency or panic button to be used by the bus driver in the event of an on-board emergency. Describe the system process that occurs when the panic button is activated.
Submittal 4: A. g. i.
Describe your integration capability with EDULOG® software for route planning and scheduling.
Submittal 5: A. g. ii.
Describe your integration with Guilford County’s GIS data management and mapping.
Submittal 6: A. g. iii.
Describe your integration capability with the district’s on-bus cameras and AngelTrax® DVR systems. or with other on-bus camera systems.
Submittal 7: A. g. iv.
Describe your integration capability with the district’s payroll accounting system, K-12 ENTERPRISE (SUN PAC)®.
Submittal 8: A. h. i. 1-4.
Describe your expansion capability.
Submittal 9: B. a. i., ii. iii.
Discuss the impact of the GPS/AVL system on existing personnel.
Submittal 10 C.
Discuss Time and Attendance Module
Submittal 11: D. a.-b.
Submit a detailed training plan.
Submittal 12:
Submit the names of five (5) references from customers with similar size bus and administrative/service vehicle fleets for whom a similar system has been successfully implemented within the past five (5) years. The contact persons should have professional knowledge of the respondent and shall have worked directly with the respondent on a project of similar scope. Utilize the enclosed Customer Reference Form for this purpose.
Submittal 13: Provide a detailed time schedule for the project from inception to completion.
Submittal 14: Respondent must provide a detailed fixed cost proposal for all hardware, consumable materials,
software, installation and technical services necessary for a complete implementation of 759 buses
and 321 administrative/service vehicles. Installation costs should be included in the cost of
hardware and software. All pricing shall remain firm until the district entire fleet is fully online.
The fixed cost proposal should include allowances for reasonable travel expenses. If additional
reimbursement for such expenses is necessary and the bidder is awarded a contract, the
contractor will only be reimbursed for such expenses if approved in advance by the district.
Include the cost of ongoing annual hardware and software maintenance to take effect after the
expiration of the manufacturer’s warranty. Include copies of the standard hardware and software
maintenance agreements with your proposal. A cost proposal for system monitoring, data transfer,
and mapping should be included in the proposal. Include information regarding the vendor’s name,
provider capacity, service agreements, and monthly monitoring fees. A statement regarding the
cellular service area within Guilford County must be included.
Submittal 15: The cost per hour for additional professional services, if required. If more than one rate is quoted, the average of all will be used for evaluation purposes.
Submittal 16: MWBE Participation Forms
Page 13 of 31 GCS RFP# 189-5591 9/17/2013
COST PROPOSAL FORM
PURCHASE OF EQUIPMENT/SYSTEM
(Required Submittal no. 14a)
Vendor: ________________________________________ Date: __________________________
Provide a detailed fixed cost proposal for all hardware, consumable materials, software, installation and technical services necessary for a complete implementation of 759 buses and 321 administrative/service
vehicles. Installation costs should be included in the cost of hardware and software. All pricing shall remain firm until the district entire fleet is fully online.
Hardware Costs
Quantity Description Brand & Model Bid
Unit Price Extended Total
Annual Maintenance
Cost
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
Consumable Materials & Supplies Cost
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
Software Costs
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
Data Transfer/Cellular Costs
Quantity Description Brand, Model, Vendor
Per Unit/Per Month Cost
Extended Total
Annual Maintenance
Cost
$ $ $
$ $ $
$ $ $
$ $ $
Page 14 of 31 GCS RFP# 189-5591 9/17/2013
COST PROPOSAL FORM
LEASE OF EQUIPMENT/SYSTEM
(Required Submittal no 14b)
Bidder: ________________________________________ Date: __________________________
Provide a detailed fixed cost proposal for all hardware, consumable materials, software, installation and technical services necessary for a complete implementation of 759 buses and 321 administrative/service
vehicles. Installation costs should be included in the cost of hardware and software. All pricing shall remain firm until the district entire fleet is fully online.
Hardware Costs
Quantity Description Brand & Model Bid
Unit Price Extended Total
Annual Maintenance
Cost
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
Consumable Materials & Supplies Cost
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
Software Costs
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
$ $ $
Data Transfer/Cellular Costs
Quantity Description Brand, Model, Vendor
Per Unit/Per Month Cost
Extended Total
Annual Maintenance
Cost
$ $ $
$ $ $
$ $ $
$ $ $
Page 15 of 31 GCS RFP# 189-5591 9/17/2013
Statement of, or proposed other costs/service agreements related to this RFP:
Authorized By: ______________________________________
Signature Date
Page 16 of 31 GCS RFP# 189-5591 9/17/2013
ADDITIONAL WORK COST PROPOSAL FORM (Required Submittal no. 15)
Provide the information requested below for all applicable personnel that might participate in this project.
These hourly rates would be charged by the contractor should the district request additional services above and beyond the original scope of this project. All rates must be guaranteed for a minimum of two years.
Job Title Duties or Services Provided Hourly Rate
$
$
$
$
$
$
$
Page 17 of 31 GCS RFP# 189-5591 9/17/2013
ADDENDUM ACKNOWLEDGEMENT FORM
Addenda Acknowledgment: The undersigned also acknowledges the receipt of the following Addenda:
ADDENDUM #___________ DATED____________________ ADDENDUM #___________ DATED____________________ ADDENDUM #___________ DATED____________________ ADDENDUM #___________ DATED____________________ _______________________________ _________ Signature Date
Page 18 of 31 GCS RFP# 189-5591 9/17/2013
PROPOSAL EVALUATION FORM
In order to receive point credit for any criterion listed below, proposals must include evidence that the
specific requirement can be met. This evidence may take the form of written documentation, company literature, or any other form required by the RFP. The quality and completeness of those submittals will be
judged by the evaluation committee to determine the appropriate score to be awarded.
Submittal No.
Description Assigned Points Score
1 Description of additional operations for which the system is capable of collecting equip-ment usage and data. System meets or exceeds stated requirements.
0-30
2 System operable in “virtual” server environment
0-10
3 System process that occurs when the panic button is activated.
0-10
4 Integration capability with EDULOG® software for route planning and scheduling.
0-20
5 Integration capability with Guilford County’s GIS data management and mapping.
0-20
6 Integration capability with the district’s on-bus cameras and AngelTrax® DVR systems or other on bus camera systems.
0-10
7 Integration capability with the district’s payroll accounting system, K-12 ENTERPRISE (SUN PAC)®. Time and attendance software or platform meets or exceeds district’s requirements.
0-30
8 Expansion capability. 0-15
9 Impact of the GPS/AVL system on existing personnel.
0-15
10 Time & Attendance Module 0-40
11 Training plan. 0-15
12
Customer References (5). -5 points for each missing reference
0-25
13 Time Schedule 0-10
14, 15 Cost Proposals
0-50
16 MWBE Participation Plan 0-10
Total Required Submittal Points 310
Oral Presentation 0-50
Total Points 360
Page 19 of 31 GCS RFP# 189-5591 9/17/2013
ORAL PRESENTATION EVALUATION FORM
Presenter - Name/Company: __________________________________________________
Evaluator –Name/Department: _________________________________________________
Date of Presentation: ________________________________________________________
Highly Evident
5
Evident
4
Average
3
Vague 2
Not Presented
1
1. The product’s GPS/AVL data collection capabilities were demonstrated.
5 4 3 2 1
2. Examples of how other school districts have achieved a Return on Investment were demonstrated.
5 4 3 2 1
3. Examples of the implementation schedule, successes, and failures in other school districts were presented.
5 4 3 2 1
4. Quality of product and services is evident. 5 4 3 2 1
5. Presenter clearly explained installation process, training methods, and customer support resources.
5 4 3 2 1
6. Presentation was organized and presented in a professional manner. 5 4 3 2 1
7. Presenter demonstrated how the system meets or exceeds the requirements established in the RFP.
5 4 3 2 1
8. Visuals were provided to support presentation. 5 4 3 2 1
9. Credibility in system functions was demonstrated. 5 4 3 2 1
10. Integration with existing GCS applications was demonstrated. 5 4 3 2 1
Page 20 of 31 GCS RFP# 189-5591 9/17/2013
GCS Supplier Contact Form
COMPANY INFORMATION
Company Name
Address
City, State, Zip Code
Company Phone
Company Fax
Description of Services Provided
Customer Service Phone Number
Federal Tax ID Number
Website URL (if applicable)
Business Contact – Person will serve as a project manager
First and Last Name
Job Title
Phone Number
Fax Number
E-Mail Address
Address (if different from above)
Technical Contact – (If different from above)
First and Last Name
Job Title
Phone Number
Fax Number
E-Mail Address
Address (if different from above)
Corporate Contact – (If applicable, and if different from above
First and Last Name
Job Title
Phone Number
Fax Number
E-Mail Address
Address (if different from above)
Page 21 of 31 GCS RFP# 189-5591 9/17/2013
THE FOLLOWING MUST BE FILLED IN BY THE VENDOR
SERVICE
Names, addresses and telephone numbers of representatives who will render services under this contract (Use additional sheets if necessary):
Name Phone
Address Fax
City, State, Zip
Name Phone
Address Fax
City, State, Zip
Name Phone
Address Fax
City, State, Zip
Name Phone
Address Fax
City, State, Zip
Page 22 of 31 GCS RFP# 189-5591 9/17/2013
GUILFORD COUNTY SCHOOLS – VENDOR’S REFERENCES (Required Submittal no. 12)
PROPOSAL NUMBER: 189-5591 PROPOSAL DUE DATE: Oct. 17, 2013
GLOBAL POSITIONING SYSTEM (GPS/AVL) WITH TIME AND ATTENDANCE MODULE
FOR SCHOOL BUSES
Vendor must demonstrate that he has a successful record of experience in the type service specified.
Otherwise, his proposal may not be considered.
Therefore, list below at least five (5) references Guilford County Schools may contact for information regarding current or recent past performance.
COMPANY PERSON TO CONTACT TELEPHONE NUMBER
Email Address
_____________________________________ Your Company Name
_____________________________________
Address
_____________________________________ City, State & Zip Code
Page 23 of 31 GCS RFP# 189-5591 9/17/2013
SUBMITTALS CHECKLIST
Name of Company: ___________________________________________________ Authorized Signature: _________________________________________________ Signature of GCS Evaluator: ____________________________________________ To help ensure that you include all the submittals necessary to complete a thorough evaluation of your proposal, we suggest that you use this checklist to make sure you have enclosed all Required submittals before sealing the mailing your proposal. Items marked Required must be submitted at the time you submit your proposal, or it will be declared non-responsive. Items marked Requested should be submitted at the time you submit your proposal, to facilitate the evaluation process, but will not be cause for declaring your proposal non-responsive.
Verified by
Vendor
Verified by
GCS Required Requested Description of Submittal Page No.
X
Completed and signed Invitation for Proposal
X 1 System Operations 9
X
2 “virtual” server environment
9
X 3 Panic Button Description 10
X 4 Integration with Edulog® 10
X 5 Integration with GIS 10
X
6 Integration with on-bus tracking system.
10
X 7 Integration with Payroll 10
X 8 Expansion Capability 10
X
9 Impact of the GPS/AVL system on existing personnel
11
X 10 Time and Attendance 11
X 11 Training plan 11
X 12 Customer References (5) 22
X 13 Time Schedule
X
14a 14b
Cost Proposal - Purchase Cost Proposal - Lease
13, 14
X
15 Additional Work Cost Form
15, 16
X
16 MWBE Participation Forms
5, 6
X Supplier Contact Information Form 20, 21
Page 24 of 31 GCS RFP# 189-5591 9/17/2013
GCS ITB 09/11 Supplies
INSTRUCTIONS TO BIDDERS
1. READ, REVIEW AND COMPLY: It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.
2. NOTICE TO BIDDERS: All bids are subject to the provisions of the Instructions to Bidders, special terms and conditions specific to this Invitation for Bids, the specifications, and the North Carolina General Contract Terms and Conditions. The Guilford County Schools objects to and will not evaluate or consider any additional terms and conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the bidder’s response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.
3. DEFINITIONS:
BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to an Invitation for Bids.
TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.
STATEWIDE TERM CONTRACT: A Term Contract for all agencies, unless exempted by statute, rule, or special term and condition specific to this bid.
AGENCY SPECIFIC TERM CONTRACT: A Term Contract for a specific agency.
OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.
4. EXECUTION: Failure to sign under EXECUTION section will render bid invalid.
5. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1) special terms and conditions specific to this bid, (2) specifications, (3) North Carolina General Contract Terms and Conditions, and (4) Instructions to Bidders.
6. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder’s offer shall be valid for 45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.
7. PROMPT PAYMENT DISCOUNTS: Bidders are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.
8. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and bidder will be held responsible therefore. Deviations shall be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.
9. INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each bidder must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.
10. RECYCLING AND SOURCE REDUCTION: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be
Page 25 of 31 GCS RFP# 189-5591 9/17/2013
acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use. Companies are strongly urged to bring to the attention of the purchasers in The Guilford County Schools those products or packaging they offer which have recycled content and that are recyclable.
11. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum from the Guilford County Schools. The bidder is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.
12. ACCEPTANCE AND REJECTION: GCS reserves the right to reject any and all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.
13. REFERENCES: GCS reserves the right to require a list of users of the exact item offered. GCS may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.
14. TAXES:
FEDERAL: All agencies participating in this contract are exempt from Federal Taxes, such as excise and transportation. Exemption forms submitted by the contractor will be executed and returned by the using agency.
OTHER: Prices offered are not to include any personal property taxes, nor any sales or use tax (or fees) unless required by the North Carolina Department of Revenue.
15. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid most advantageous to GCS as determined upon consideration of such factors as: prices offered; the quality of the articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the date or dates of delivery and performance; and such other factors deemed by G to be pertinent or peculiar to the purchase in question. Unless otherwise specified by GCS or the bidder, GCS reserves the right to accept any item or group of items on a multi-item bid. In addition, on TERM CONTRACTS, GCS reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by GCS to be pertinent or peculiar to the purchase in question.
All contracts are awarded contingent upon the availability of funds.
16. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, GCS invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.
17. CONFIDENTIAL INFORMATION: As provided by statute and rule, the GCS will consider keeping trade secrets which the bidder does not wish disclosed confidential. Each page shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the bidder. Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the determination whether it is or not will be determined by North Carolina law.
18. SAMPLES: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request be returned at the bidder’s expense. Request for the return of samples must be made within 10 days following date of bid opening. Otherwise the samples will become GCS property. Each individual sample must be labeled with the bidder’s name, bid number, and item number. A sample on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.
Page 26 of 31 GCS RFP# 189-5591 9/17/2013
19. PROTEST PROCEDURES: When an offeror wants to protest a contract awarded pursuant to this solicitation that is over $10,000, they must submit a written request to the Purchasing Officer of Guilford County Schools at the address given in the solicitation document entitled “Mailing Instructions”. This request must be received by Guilford County Schools within five (5) consecutive calendar days from the date of the contract award, and must contain specific reasons and any supporting documentation for the protest.
20. MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.
21. DEFAULT AND PERFORMANCE BOND: In case of default by the contractor, Guilford County
Schools (GCS) may procure the articles or services from other sources and hold the contractor responsible for any
excess cost occasioned thereby. GCS reserves the right to require performance bond or other acceptable alternative guarantees from successful bidder without expense to GCS.
22. SPECIAL REQUIREMENTS REGARDING CRIMINAL BACKGROUND
A. Criminal Background Investigations of individuals working on school property (sites occupied with students and sites not occupied with students).
B. At a minimum, the contractor shall obtain a complete North Carolina statewide criminal background investigation for all employees and subcontractors who will work on this project, covering a period for the last seven (7) years. In the event that the contractor or subcontractor is from out of state, the criminal background investigation shall be broadened to include their home state, as well as the state of North Carolina as outlined above. The company providing such information must be recognized by local law enforcement agency as qualified to do so. All costs associated with these criminal background checks is the responsibility of the contractor.
Each prime contractor will be responsible for all their employees and all of their subcontractors working under them.
On sites that are occupied with students and staff, a daily sign-in sheet will be presented by each prime contractor to the principal and SRO – Student Resource Officer by 9:00 a.m. each morning. If there is no SRO – provide to the Principal. This list will contain the name of each person on site and the company they work for.
C. Any individual with the following criminal convictions or pending charges will NOT be permitted on any school project or property.
1. Child Molestation or Abuse or indecent liberties with a child; 2. Rape; 3. Any Sexually Oriented Crime; 4. Drugs: Felony use, possession or distribution;. 5. Murder, manslaughter or other death related charge; or 6. Assault with a deadly weapon or assault with intent to kill.
D. Any individual with a prior conviction or pending charges contained in the aforementioned list, shall be banned (not allowed) from any school project or property.
E. Each person on site must wear a plastic laminated identification badge that identifies the name of the company and the person’s name. These badges are to be computer produced at a font large enough to be clearly visible. All costs associated with these criminal background checks is the responsibility of the contractor. The ID badge template will be made available to the successful prime contractors at the Pre-Construction Meeting.
F. Guilford County Schools, may, at any time, request verification of criminal background investigation for any employee or subcontractor on school property.
Page 27 of 31 GCS RFP# 189-5591 9/17/2013
NCTC Services 11/01/10
NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS
(Contractual and Consultant Services)
1. GOVERNING LAW: This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.
2. SITUS: The place of this contract, its situs and forum, shall be Guilford County, North Carolina, where
all matters, whether sounding in contract or tort, relating to its validity, construction, interpretation and enforcement shall be determined
3. INDEPENDENT CONTRACTOR: The Contractor shall be considered to be an independent contractor
and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Contractor represents that it has, or will secure at its own expense, all personnel required in performing the services under this agreement. Such employees shall not be employees of, or have any individual contractual relationship with the Guilford County School District.
4. KEY PERSONNEL: The Contractor shall not substitute key personnel assigned to the performance of
this contract without prior written approval by the District’s Contract Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Contractor’s proposal.
5. SUBCONTRACTING: Work proposed to be performed under this contract by the Contractor or its
employees shall not be subcontracted without prior written approval of the District’s Contract Administrator. Acceptance of an offeror’s proposal shall include any subcontractor(s) specified therein.
6. PERFORMANCE AND DEFAULT: If, through any cause, the Contractor shall fail to fulfill in timely and
proper manner the obligations under this agreement, the District shall thereupon have the right to terminate this contract by giving written notice to the Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items under this contract prepared by the Contractor shall, at the option of the District, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials. Notwithstanding, the Contractor shall not be relieved of liability to the District for damages sustained by the District by virtue of any breach of this agreement, and the Agency may withhold any payment due the Contractor for the purpose of setoff until such time as the exact amount of damages due the District from such breach can be determined. In case of default by the Contractor, the District may procure the services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. The District reserves the right to require a performance bond or other acceptable alternative performance guarantees from successful offeror without expense to the District. In addition, in the event of default by the Contractor under this contract, the District may immediately cease doing business with the Contractor, immediately terminate for cause all existing contracts the District has with the Contractor, and de-bar the Contractor from doing future business with the District. Upon the Contractor filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Contractor, the District may immediately terminate, for cause, this contract and all other existing contracts the Contractor has with the District, and de-bar the Contractor from doing future business Neither party shall be deemed to be in default of its obligations hereunder if and so long as it is
Page 28 of 31 GCS RFP# 189-5591 9/17/2013
prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God.
7. TERMINATION: The District may terminate this agreement at any time by 30 days notice in writing
from the District to the Contractor. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of the District, become its property. If the contract is terminated by the District as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made.
8. PAYMENT TERMS: Payment terms are Net not later than 30 days after receipt of correct invoice(s) or
acceptance of services, whichever is later, or in accordance with any special payment schedule identified in this RFP. The using District is responsible for all payments to the contractor under the contract. Payment by some agencies may be made by procurement card and it shall be accepted by the contractor for payment if the contractor accepts that card (Visa, Mastercard, etc.) from other customers. If payment is made by procurement card, then payment may be processed immediately by the contractor.
9. AVAILABILITY OF FUNDS: Any and all payments to the Contractor are dependent upon and subject
to the availability of funds to the District for the purpose set forth in this agreement.
10. CONFIDENTIALITY: Any information, data, instruments, documents, studies or reports given to or prepared or assembled by the Contractor under this agreement shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of the District.
11. CARE OF PROPERTY: The Contractor agrees that it shall be responsible for the proper custody and care of any property furnished it for use in connection with the performance of this contract or purchased by it for this contract and will reimburse the District for loss of damage of such property.
12. COPYRIGHT: No deliverable items produced in whole or in part under this agreement shall be the
subject of an application for copyright by or on behalf of the Contractor.
13. ACCESS TO PERSONS AND RECORDS: The State Auditor and the using agency’s internal auditors shall have access to persons and records as a result of all contracts or grants entered into by State agencies or political subdivisions in accordance with General Statute 147-64.7 and Session Law 2010-194, Section 21 (i.e., the State Auditors and internal auditors may audit the records of the contractor during the term of the contract to verify accounts and data affecting fees or performance).
14. ASSIGNMENT: No assignment of the Contractor’s obligations nor the Contractor’s right to receive
payment hereunder shall be permitted. However, upon written request approved by the issuing purchasing authority, the District may: a. Forward the contractor’s payment check(s) directly to any person or entity designated by the Contractor, or b. Include any person or entity designated by Contractor as a joint payee on the Contractor’s payment check(s). In no event shall such approval and action obligate the District to anyone other than the Contractor and the Contractor shall remain responsible for fulfillment of all contract obligations.
15. COMPLIANCE WITH LAWS: The Contractor shall comply with all laws, ordinances, codes, rules,
regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, district, and local agencies having jurisdiction and/or authority.
Page 29 of 31 GCS RFP# 189-5591 9/17/2013
16. AFFIRMATIVE ACTION: The Contractor shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or disability.
17. INSURANCE: During the term of the contract, the contractor at its sole cost and expense shall provide
commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits: a. Worker’s Compensation - The contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $150,000.00, covering all of Contractor’s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract. b. Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $1,000,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability. c. Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist; and $1,000.00 medical payment. Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor’s liability and obligations under the contract.
18. ADVERTISING: The offeror shall not use the award of a contract as part of any news release or
commercial advertising.
19. ENTIRE AGREEMENT: This contract and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. This Request for Proposals, any addenda thereto, and the offeror’s proposal are incorporated herein by reference as though set forth verbatim. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation.
Page 30 of 31 GCS RFP# 189-5591 9/17/2013
20. AMENDMENTS: This contract may be amended only by written amendments duly executed by the District and the Contractor. The NC Division of Purchase and Contract shall give prior approval to any amendment to a contract awarded through that office.
21. TAXES: G.S. 143-59.1 bars the Secretary of Administration from entering into contracts with vendors if
the vendor or its affiliates meet one of the conditions of G. S. 105-164.8(b) and refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina. Conditions under G. S. 105-164.8(b) include: (1) Maintenance of a retail establishment or office, (2) Presence of representatives in the State that solicit sales or transact business on behalf of the vendor and (3) Systematic exploitation of the market by media-assisted, media-facilitated, or media-solicited means. By execution of the proposal document the vendor certifies that it and all of its affiliates, (if it has affiliates), collect(s) the appropriate taxes.
22. GENERAL INDEMNITY: The contractor shall hold and save the District, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the contractor in the performance of this contract and that are attributable to the negligence or intentionally tortious acts of the contractor provided that the contractor is notified in writing within 30 days that the District has knowledge of such claims. The contractor represents and warrants that it shall make no claim of any kind or nature against the District’s agents who are involved in the delivery or processing of contractor goods to the District. The representation and warranty in the preceding sentence shall survive the termination or expiration of this contract.
23. OUTSOURCING: Any vendor or subcontractor providing call or contact center services to the State of North Carolina or any of its agencies or districts shall disclose to inbound callers the location from which the call or contact center services are being provided.
If, after award of a contract, the contractor wishes to outsource any portion of the work to a location outside the United States, prior written approval must be obtained from the Guilford County Schools
District.
Vendor must give notice to the Guilford County Schools of any relocation of the vendor, employees of the vendor, subcontractors of the vendor, or other persons performing services under a contract outside
of the United States.
24. SPECIAL REQUIREMENTS REGARDING CRIMINAL BACKGROUND
A. Criminal Background Investigations of individuals working on school property (sites occupied with students and sites not occupied with students).
B. At a minimum, a vendor shall obtain a complete North Carolina statewide criminal background investigation for all employees who will work on a site, covering a period for the last seven (7) years. In the event that the vendor is from out of state, the criminal background investigation shall be broadened to include their home state, as well as the state of North Carolina as outlined above. The company providing such information must be recognized by local law enforcement agency as qualified to do so. All costs associated with these criminal background checks is the responsibility of the vendor.
Each prime contractor will be responsible for all their employees and all of their subcontractors working under them.
Page 31 of 31 GCS RFP# 189-5591 9/17/2013
On sites that are occupied with students and staff, a daily sign-in sheet will be presented by each prime contractor to the principal and SRO – Student Resource Officer by 9:00 a.m. each morning. If there is no SRO – provide to the Principal. This list will contain the name of each person on site and the company they work for.
C. Any individual with the following criminal convictions or pending charges will NOT be permitted on any school project or property.
1. Child Molestation or Abuse or indecent liberties with a child; 2. Rape; 3. Any Sexually Oriented Crime; 4. Drugs: Felony use, possession or distribution;. 5. Murder, manslaughter or other death related charge; or 6. Assault with a deadly weapon or assault with intent to kill.
D. Any individual with a prior conviction or pending charges contained in the aforementioned list, shall be banned (not allowed) from any school project or property.
E. Each person on site must wear a plastic laminated identification badge or item of clothing that identifies the name of the company and the person’s name. These badges are to be computer produced at a font large enough to be clearly visible.
F. Guilford County Schools, may, at any time, request verification of criminal background investigation for any employee on school property.
