Richardson ISD Student Information System RFP # 1291 · PDF fileRichardson ISD Student Information System RFP # 1291 1 . Richardson Independent School District . 400 S. Greenville

Richardson ISD Student Information System RFP # 1291

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Richardson Independent School District 400 S. Greenville Ave. Richardson, TX 75081

Student Information System (District-Wide)

Request for Sealed Proposal # 1291

The Richardson Independent School District (RISD) is soliciting sealed proposals for a district-wide Student Information System (SIS) 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 # 1291) to:

Richardson Independent School District Student Information System RFP # 1291 Attention: Melody Greig 970 Security Row Richardson, TX 75081

Receipt Deadline: RISD must receive all proposals no later than 1:30 PM CST, September 26, 2013. 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 h a r d c o p y proposal, (3) h a r d 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 single point of 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: http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp.

mailto:[email protected]

http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp


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Table of Contents 1. Overview ............................................................................................................................................... 4

1.1 General Information ..................................................................................................................... 4

1.2 Work Included ............................................................................................................................... 4

1.3 Schedule of Events ........................................................................................................................ 4

1.4 Addenda ........................................................................................................................................ 5

1.5 Pre-Proposal Meeting ................................................................................................................... 5

2. Bidder Instructions ................................................................................................................................ 5

2.1 Confidential/Proprietary Information ........................................................................................... 5

2.2 Obligation of Owner ...................................................................................................................... 5

2.3 Negotiation of Contract ................................................................................................................ 5

2.4 Owner’s Rights Reserved .............................................................................................................. 5

2.5 Awarding of Contract .................................................................................................................... 5

2.6 Background Checks ....................................................................................................................... 6

2.7 Contract Startup Meeting ............................................................................................................. 6

2.8 Commencement of Work .............................................................................................................. 6

2.9 Project Timelines ........................................................................................................................... 6

2.10 Standard of Care ........................................................................................................................... 6

2.11 RFP Questions ............................................................................................................................... 6

2.12 Availability of Prices...................................................................................................................... 6

2.13 Vendor References ....................................................................................................................... 6

2.14 Compliance with EEO ................................................................................................................... 7

2.15 FCC Statement .............................................................................................................................. 7

2.16 U.L. Listing/Approval .................................................................................................................... 7

3. General Conditions ............................................................................................................................... 7

3.1 Indemnity Hold Harmless .............................................................................................................. 7

3.2 Response Submission .................................................................................................................... 7

3.3 Costs Associated with Preparation of the Proposal ...................................................................... 8

3.4 RFP Binding Period ........................................................................................................................ 8

3.5 Omissions ...................................................................................................................................... 8

3.6 Minimum Insurance Coverage ...................................................................................................... 8

3.7 Right to Terminate ...................................................................................................................... 11


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3.8 Product Suitability ....................................................................................................................... 12

3.9 Payment Terms and Retainage ................................................................................................... 12

3.10 Electronic Invoicing..................................................................................................................... 12

3.11 Transfer of Contract ................................................................................................................... 12

3.12 Amendments and Modifications ................................................................................................ 12

3.13 Venue .......................................................................................................................................... 12

3.14 Execution of Contracts ............................................................................................................... 12

3.15 Vendor’s Standard of Care ......................................................................................................... 12

3.16 Compliance with Electrical Codes............................................................................................... 13

3.17 Disclosures .................................................................................................................................. 13

3.18 Fairness of Pricing ....................................................................................................................... 13

3.19 Compliance with Applicable Laws and Regulations ................................................................... 13

3.20 Nondisclosure of Relationship with Owner ................................................................................ 13

3.21 Timeliness of Contract Obligations ............................................................................................. 14

3.22 Authority of Owner ..................................................................................................................... 14

3.23 Damage Caused by Vendor ......................................................................................................... 14

3.24 Material Supplied Beyond Scope of Work .................................................................................. 15

3.25 Bonding ....................................................................................................................................... 15

3.26 Quality Assurance Standards ...................................................................................................... 15

4. Overview ............................................................................................................................................. 15

4.1 System Requirements ................................................................................................................. 15

4.2 Implementation/Support ............................................................................................................ 18

5. Vendors Response to RFP ................................................................................................................... 18

5.1 Response Format ........................................................................................................................ 18

5.2 Incurred Costs ............................................................................................................................. 20

5.3 Evaluation ................................................................................................................................... 20

5.4 Subcontractors ............................................................................................................................ 22

6. Delivery and Installation ..................................................................................................................... 23

6.1 Delivery ....................................................................................................................................... 23

6.2 General Installation Requirements ............................................................................................. 23

6.3 Owner’s Responsibilities for Delivery and Installation ............................................................... 23

7. General Vendor Information ............................................................................................................... 24


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1. Overview

1.1 General Information The Richardson Independent School District (the District or RISD) is seeking responses to this Student Information System (SIS) Request For Proposal (RFP). The vendor chosen to fulfill this requirement must provide a district-wide solution that includes, but is not limited to, the sale, integration, delivery, installation, maintenance, and support of this program.

RISD will consider many relevant factors in selecting the vendor to provide, integrate, deliver, install, maintain and support the Student Information System. In addition to technical capability, the selected vendor must be financially stable and demonstrate capability to meet or exceed a high standard of quality in student information systems, 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.

The Vendor is expected to furnish all of the software, hardware, training, and installation products and/or services necessary to provide RISD with a complete operational system in each school and each administration building.

NOTE: This RFP is intended to include or imply all items required for the completion of a fully functional system. Unless otherwise noted as an exclusion, any component required, but not included in this RFP or its drawings, that may be reasonably inferred or implied by the Scope of Work, will be the responsibility of the Vendor without additional charge to RISD.

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 September 3, 2013 Pre-Proposal Meeting September 12, 2013 Proposal Due September 26, 2013 Top – ranked Vendor Demonstrations October 2013 - November 2013

Top-ranked On-Site Visits with selected ISD’s November 2013 – December 2013 Estimated Board Approval Date February 3, 2014 Contract Signed/Awarded April 2014 Go-Live/Implementation Date August 2015


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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.

1.5 Pre-Proposal Meeting A pre-proposal meeting will be held at 2:00 PM, September 12, 2013, at RISD’s Purchasing Department Conference Room, located at 970 Security Row, Richardson, TX 75081. This will be an opportunity for vendors to ask questions.

2. 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 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, including, but not limited to, outstanding references, prior relevant experience both in RISD and in other K-12 environments.


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2.6 Background Checks All employees of the successful Vendor will be required to undergo a background check through RISD, and where applicable, must comply with the requirements of Chapter 22 of the Texas Education Code prior to any work commencing on any RISD campus. Any employee of the Vendor who does not clear the background check will not be allowed to participate in any activities on RISD property.

2.7 Contract Startup Meeting

A contract start-up meeting will be held to provide all parties involved in the contract an opportunity to clarify issues and review contract procedures.

Additionally, a statement of work document will be drafted to detail the scope of work, materials and other items to be provided under the contract. This statement of work document will be agreed to in writing by both the Vendor and RISD before the commencement of any work.

2.8 Commencement of Work

Commencement of the Work shall be subject to the discretion of RISD and the District reserves the right to make all decisions regarding such commencement.

2.9 Project Timelines

The actual sequence and duration of the work activities requested will be coordinated and directed by RISD at its sole discretion.

2.10 Standard of Care

Vendor acknowledges that RISD will rely on Vendor’s ability, expertise and knowledge of the System(s). Vendor shall be obligated to exercise the highest standard of care in performing its obligations. Vendor shall demonstrate to the District’s satisfaction that it is of sound financial condition and otherwise capable of fully performing any contract entered into hereunder.

2.11 RFP Questions

Any questions about this RFP must be raised prior to submission of the Proposal. All questions must be submitted no later than 3:00 PM September 20, 2013 to:

[email protected] (please include in the subject line: Student Information System RFP #1291)

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 Melody Greig, Buyer contact for this solicitation, 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, telephone numbers, and email addresses.


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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.

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.

3. General Conditions

3.1 Indemnity Hold Harmless Vendor shall indemnify, save and hold RISD, its trustees, employees, agents, architects, consultants, contractors, attorneys, and guests, harmless from and against any and all claims, damages, liabilities, penalties, costs, charges, and expenses (including reasonable legal fees) which may be imposed upon or incurred or asserted against them in connection with the System(s), or any part thereof, and from the acts, errors or omissions of Vendor, its employees, and/or agents.

3.2 Response Submission One (1) original hard copy, (3) hard copies of the Vendor’s Proposal, (1) electronic copy, and any other documents must be received by 1:30 PM CST, September 26, 2013 and are to be submitted to:

Richardson Independent School District Student Information System RFP # 1291 Attn: Melody Greig Purchasing Department 970 Security Row Richardson, TX 75081 Each response must be received sealed and clearly labeled as follows on the front lower right corner: Your Company Name Proposal to Richardson Independent School District Student Information System RFP # 1291


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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.

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 increase 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.

(5) Retain all required certificates of coverage on file for the duration of the project and for one

(1) year thereafter;


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(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.

(2) Thirty (30) days Notice of Cancellation or material change.

C. Automobile Liability Insurance


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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 Commencement of the Work.

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.

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


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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.

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.


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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:

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.


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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.

4. Overview The Richardson Independent School District (RISD) is planning to acquire a Student Information System that is aligned with the District’s strategic direction, requirements, goals and objectives all in support of the mission “To serve and prepare all students for their global future”.

RISD is comprised of 55 schools, with an enrollment close to 40,000 students and a staff near 5,000 employees, providing SIS support to over 10,000+ parents.

With the variance and increase of technology usage and constant change in the dynamics of our student body and user base, RISD is seeking a robust SIS solution that will position the District to meet the current and future needs of educating students.

4.1 System Requirements Complete the System Requirements (Response Form). For each requirement listed, mark only one answer in the appropriate box as follows: Met Per Vendor • Y, system meets the requirement, without any system modifications • CD, system can be customized by the District using report writer, user defined field(s), or

screen functionality, etc. without incurring additional cost to meet the requirement


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• CV, system can be customized by the Vendor for an additional cost to meet the requirement - Include costs for customization in the notes and in the total price of the proposal.

• P, system meets the requirement using third (3rd) party software - include cost in comments and total price for proposal as well as the name of the proposed third-party software package.

Not Met Per Vendor • N, system does not meet the requirement • FR, system does not meet the requirement but is under development for future release -

Include estimated date and release number as well any additional cost in the comments.

Note: An omitted response will be assumed to be the same as a response code of “N”. Functional Areas include: • Forty-seven (47) Functional Areas

ABBREVIATION TITLE MEANING ARR Academic Record Requirements AFF Affidavits Attendance and Transfer Requirements ADD Attendance Boundaries (Grid Code): Address Validation / Override Codes ATR At-risk ATT Attendance / Mobility / Cohort (The End of the Attendance and Transfer Requirements) CAT CATE - Career and Technology Education NUT Child Nutrition Compliance Requirements FED Federal Grants OCR Office of Civil Rights PEI PEIMS (The End of the Compliance Requirements) DIS Discipline ELL ELL / ESL / PK / BIL Requirements Enrollment Requirements ENR Enrollment FER FERPA (Privacy) RRS Records Retention Schedule (The End of the Enrollment Requirements) EXT Extracurricular GPA GPA & Rank GTH Gifted & Talented / Honors / Advanced Placement HOM Homeless HON Honors Data Pulls IMM Immigrant - Refugee INT Interfaces MED Medical


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MIG Migrant PAC PACE POR Parent/Student Portal PRS Pregnancy Related Services BOY Beginning of Year Processing LOC Locker Management MST Master Scheduling NYP Next Year Preparation SCH Scheduling SEC Secondary Report Cards SLR Service Learning Requirements SPE Special Education and Section 504 SYP Six Year Plan TAR Teacher Access Requirements General Attendance Grade Book Grade Posting Referrals (The End of the Teacher Access Requirements) Testing & Assessment TES Testing & Assessment SSI Student Success Initiative (The End of the Testing and Assessment Requirements) TRU Truancy • Seven (7) Technical System Requirements APP Application Technology ARC System Architecture DAT Database DOC Training & Documentation MAN System Management NET Network Architecture PER System Performance


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4.2 Implementation/Support RISD plans to implement the new student information system in August of 2015. It is essential that the implementation/support responses include the following: • An itemized list of hardware and software required

o Infrastructure Requirements o Impact Statement (including solution modifications)

• Implementation plan o Conversion o Planned Schedule o Training

• Number of staff members (employee or third party contractor) role, level of experience and location

• Prior experience with Star Student conversion • Scope of vendor responsibilities • Scope of RISD responsibilities (List of specific tasks that RISD needs to complete)

RISD will show preference to turnkey solutions that have proven viable in other venues so please include in your response information regarding past projects of similar scope that you have completed to satisfaction.

RISD technical support staff will also require training on the operation, maintenance, and troubleshooting of the implemented system. Ongoing priority access support as well as “train the trainer” sessions with qualified representatives is essential.

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 project with an Implementation Plan showing a thorough

understanding of the scope of work to be performed. Identify all portions of the RFP to which your Company is responding. The overall price for the project should be stated in writing in this Overview.

3. Include a detailed Timeline in Gantt Chart format for the entire project from beginning date to completion date based upon RISD go-live/implementation date of August 2015.

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. General Vendor Information (see section 7)


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4. Proof of required insurance 5. 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.

6. Provide one (1) or more 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.

7. Provide information on the qualifications of Project Staff, including, company certifications, such as ISO 9000.

8. 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.

9. Provide the required documents as indicated in the General Stipulations and Conditions of Bid/Proposal (Section 8).

• Signature Sheet • Interlocal Agreement Clause • Certification of Debarment, Suspension and Other Responsibility Matters • Conflict of Interest Questionnaire

10. 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 accomplish the delivery and installation of the system.

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. After completion of Year 5, provide annual pricing for continued support and maintenance of the system.

6. Include Response Form (SIS System Requirements) filled out as indicated in section 4.1.

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


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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.

5.3 Evaluation

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:

Evaluation Criteria Point Value

1 The Purchase Price (15); Total long-term cost to the district (5)

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2

Reputation /References

10 3 Demonstration of proposed SIS (Quality of the vendors good’s or services)

15

4

Extent to which RFP is met: • Technology • Meets user requirements • Other relevant factors specifically listed in this RFP – RFP documents are

properly organized as stated in section 5.1 and all required documents are submitted

40

5 Impact of district’s compliance with laws and rules relating to Historically Underutilized

Businesses (see Section 7)

0

6 Implementation plan

15 7 Vendors past relationship with the district (see Section 7)

0

Total Points

100


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In addition to the aforementioned criteria, proposals will be scored on an item by item method for each of the functional System Requirements included in document entitled Response Form.

The scoring for these functional and technical sections will be accomplished using a weighted formula (based on the Priority listed within the System Requirements) as follows:

5.3.1 Vendors Meeting Mandatory (Governmental or RISD) requirements, without any system

modifications – coded Y, will be awarded five (5) points times a weight factor of five (5). 5.3.2 Vendors Meeting Non-Mandatory (Blank) requirements without any system modifications –

coded Y, will be awarded four (4) points times a weight factor of five (5). 5.3.3 Vendors Meeting Mandatory (Governmental or RISD) requirement, via custom District

modifications – coded CV, will be awarded three (3) points times a weight factor of five (5). 5.3.4 Vendors Meeting Non-Mandatory (Blank) requirements, via custom District modifications –

coded CV, will be awarded two (2) points times a weight factor of five (5). 5.3.5 Vendors Meeting Mandatory (Governmental or RISD) requirements, via custom Vendor

modifications at additional cost – coded CV, will be awarded two (2) point times a weight factor of three (3).

5.3.6 Vendors Meeting Non-Mandatory (Blank) requirements, via custom Vendor modifications at

additional cost – coded CV, will be awarded one (1) point times a weight factor of three (3). 5.3.7 Vendors Not Meeting Mandatory (Governmental or RISD) requirements, but under

development for future release at no additional cost – coded FR, will be awarded four (4) points times a weight factor of four (4).

5.3.8 Vendors Not Meeting Mandatory (Governmental or RISD) requirements, but under

development for future release at an additional cost – coded FR, will be awarded two (2) points times a weight factor of four (4).

5.3.9 Vendors Not Meeting Non-Mandatory (Blank) requirements, but under development for

future release at no additional cost – coded FR, will be awarded three (3) points times a weight factor of four (4).

5.3.10 Vendors Not Meeting Non-Mandatory (Blank) requirements, but under development for

future release at an additional cost – coded FR, will be awarded one (1) points times a weight factor of four (4).

5.3.11 Vendors Not Meeting Mandatory (Governmental or RISD) requirements, but can meet via a

3rd Party – coded P, will be awarded two (2) points times a weight factor of two (2). 5.3.12 Vendors Not Meeting Non-Mandatory (Blank) requirements, but can meet via a 3rd Party –

coded P, will be awarded one (1) points times a weight factor of one (1).


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5.3.13 Vendors Not Meeting Mandatory or Non-Mandatory (Governmental, RISD or Blank) requirements – coded N, will be awarded zero (0) points times a weight factor of five (0).

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 of Experience 3. Qualifications 4. Training 5. References


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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 components of the system 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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7. General Vendor Information

Question Yes No

Has your company ever done business with RISD in the past?

Is your company a Historically Under Utilized Business?

Does your company or ultimate parent company have its principal place of business in the state of Texas?

Does your company or ultimate parent company employ at least 500 persons in the state of Texas?

8. General Stipulations and Conditions of Bid/Proposal

RICHARDSON INDEPENDENT SCHOOL DISTRICT Richardson, Texas 75081

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.

SIS RFP # 1291 25

II. ANNULMENTS AND RESERVATIONS:

A. The District reserves the right to reject Bids for any and all of the items, and/or to waive technical defects, if in its judgment, the interest of the District shall so require.

B. The Director of Purchasing reserves the right to increase or decrease the given quantity plus or minus fifteen percent (15%). In the event quantities are increased or decreased, the amount added or deducted shall be based upon unit prices quoted.

C. The District also reserves the right to annul any contract, if it determines at its sole

discretion that the Bidder has failed at any time, to perform faithfully any contract requirements or, in the case of any willful attempt to impose upon the District, materials, products, and/or work inferior to that required by District, and any action taken in pursuance of this latter stipulation shall not affect or impair any rights or claims of the District to the damages for the breach of any covenant of the contract by the Bidder.

III. BID PREPARATION, SPECIFICATIONS SHEET, AND BID OPENING:

A. An authorized representative of the Bidder must sign all Bids. It is the intent of this bid offer that should a given bid/bids be accepted, it will automatically become a part of a binding contract. Bidders shall list their bids on the appropriate attached sheets, which show the schedule of items to be purchased. Each Bidder may attach a letter of explanation to their bid to explain any information pertaining to the Bid/Bids.

B. 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

SIS RFP # 1291 26

B. Invoices will be returned for correction unless they contain the following information:

Item numbers; Description of Item; Quantity; Unit Price Extensions and Total. Each invoice shall carry the Purchase Order Number of the District. The original and one copy shall be forwarded to the office listed above.

C. Payment in full will only be made upon final acceptance of items as shown on Purchase

Order. The District does not pay partial payments. If we are invoiced for items that are not physically received, we must receive either a corrected invoice with the items removed or a credit memo to offset the charges for the non-received goods.

D. The Bidders that request prompt payment of bills shall send signed delivery tickets with

the invoice to facilitate expedited payment.

E. Delivery shall be FOB Destination Freight Prepaid and allowed to each individual location as noted on the Purchase Order. The District will not pay freight bills sent collect.

F. The District’s standard terms for payment are Net 30 days. All discounts, including

prompt payment, shall be included in bid price. V. BONDING:

Certain formal bids and or proposals will require bonding and shall be indicated in the scope of work and or minimum specifications.

VI. COLLUSION:

All Bidders shall sign the appropriate certification as provided on the signature sheet. The District may reject any Bid that does not include the required certification.

VII. COMPLIANCE WITH SPECIFICATIONS AND PURCHASER’S RIGHT OF SELECTION:

A. The Bidder shall abide and comply with the true intent of the specifications and not take

advantage of any unintentional error or omission.

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

SIS RFP # 1291 27

delivered. The District reserves the right to reject or modify any requested exception or deviation. Excessive exceptions may result in disqualification of a bid.

IX. ERRORS IN BIDS: RELIEF OF BIDS:

Bidders or their authorized representatives shall fully inform themselves as to the conditions, requirements, and specifications before submitting Bids. Failure to do so will be at the Bidder’s own risk. If a Bidder makes errors in extension of prices in a Bid, the unit price shall govern at the discretion of the Director of Purchasing.

X. GUARANTEE:

The Bidder shall unconditionally guarantee the materials and workmanship of all merchandise furnished under Bid for a period of one year or longer from date of acceptance of the items delivered and installed unless a different time period is required under the Bid specifications. If, within the guarantee period, any defects or signs of deterioration are noted, which, in the opinion of the District is due to the faulty design and installation, workmanship or materials, upon notification, the contractor, at its expense, shall repair or adjust the equipment or parts to correct the condition, or replace the part or entire unit to the complete satisfaction of the District. These repairs, replacements or adjustments shall be made only at such times as will be designated by the District to cause the least disruption.

XI. INTENT AND LIMIT OF CONTRACT

A. These specifications are intended to cover the various types of purchases of said materials, supplies, or services as hereinafter shown to any or to each of the various public schools, administrative facilities, or to any designated warehouse or warehouses in Richardson Independent School District, whichever if specified, in quantities to be determined subsequent to the bid opening. There are 55 campuses in the District, most in the city of Richardson with portions in the cities of Dallas and Garland. Including administration and support, RISD maintains 70 facilities covering more than 6 million square feet with 35 million square feet of grounds.

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

SIS RFP # 1291 28

XII. “OR EQUAL” INTERPRETATION CLAUSE (continued): the equal quality product of other manufacturers. On all such Bids, the Bidder shall indicate clearly the product on which it is bidding, and shall supply sufficient data, on its own letterhead, to enable an intelligent comparison to be made with the particular brand or manufacturer specified.

B. Catalog cuts and descriptive data shall be attached to the original copy of the Bid, where

applicable. Whenever the specifications indicate a product of a particular manufacturer, model, or brand, and in the absence of any written statement to the contrary by the Bidder, the Bid shall be interpreted as being for the exact brand, model or manufacturer specified, together with all the accessories, qualities, etc., enumerated in detailed specifications. (See VIII.)

Failure to submit the above information may result in rejection of bid.

XIII. PACKING AND DELIVERY:

A. All materials must be securely packed for proper protection and in quantities to be determined by the District’s Director of Purchasing.

B. All materials delivered pursuant to this bid offer shall be packed in a substantial manner

in accordance with accepted trade practice. No charges may be made over and above the bid price for packaging. Complete deliveries must be made by the successful vendor to the designated location as indicated on Bid cover and/or purchase order after issuance of purchase orders by the District. A packing slip and/or delivery ticket shall be included in each shipment. Each ticket shall contain the following information for each item delivered: Purchase Order Number, Item Description, Item Number, Quantity, and Vendor Name.

C. Failure to comply with this condition shall be considered sufficient reason for refusal to

accept the goods or services awarded and ordered. D. All package materials shall be clearly and plainly marked. Example:

To: Richardson Independent School District, Department: [state department] Address: [address of department] Purchase Order Number: [PO #]

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.

SIS RFP # 1291 29

XV. SAMPLES: CATALOGS: CATALOG CUTS:

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.

SIS RFP # 1291 30

SIGNATURE SHEET 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

SIS RFP # 1291 31

RICHARDSON INDEPENDENT SCHOOL DISTRICT

STATEMENT OF EQUAL OPPORTUNITY AND NON-DISCRIMINATION

The Richardson Independent School District is committed to fair and equal competition among all vendors. It is the policy of the Richardson ISD to encourage participation in the competitive bid process by all interested parties. The Richardson ISD does not discriminate against any otherwise qualified vendor because of the vendor’s race, color, national origin, age, religion, sex, or disability.

SIS RFP # 1291 32

INTERLOCAL AGREEMENT CLAUSE Richardson ISD is a participating member of the Collin County Governmental Purchasers Forum (CCGPF) and Educational Purchasing Cooperative of North Texas (EPCNT). As such the Richardson ISD has executed Interlocal Agreements, as permitted under Chapter 791 of the Government Code with certain other governmental entities in CCGPF and EPCNT authorizing participation in a cooperative purchasing program. Several governmental entities in proximity to the Richardson Independent School District have indicated an interest in being included in this contract. Should these governmental entities decide to participate in this contract, would you, (the vendor) agree that all terms, conditions, specifications, and pricing apply?

_____ Yes _____ No

If you (the Vendor) checked yes, the following will apply. Governmental entities utilizing Internal Governmental contracts with the Richardson Independent School District will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases made by a governmental entity other than Richardson Independent School District will be billed directly to that governmental 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

SIS RFP # 1291 33

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS

I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

(a) In accordance with the provisions of Appendix A to 49 CFR (Code of Federal Regulations), Part 29, the

offeror certifies to the best of the offeror’s knowledge and belief, that it and its principals:

(1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or

voluntarily excluded from covered transactions by any Federal, State or Local

Government department or agency;

(2) have not within a three (3) year period preceding this offer been convicted of or had a

civil judgment rendered against them for the commission of fraud or a criminal offense in

connection with obtaining, attempting to obtain, or performing a public (Federal, State, or

local) transaction or contract under a public transaction; violation of Federal or State

antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or

destruction of records, making false statements, or receiving stolen property;

(3) are not presently indicted for or otherwise criminally or civilly charged by a

governmental entity (Federal, State, or local with commission of any of the offenses

enumerated in (a)(2) above; and

(4) have not within a three (3) year period preceding this offer had one or more public

transactions (Federal, State, or local) terminated for cause or default.

(b) Where the offeror is unable to certify to any of the statements above, the offeror shall attach a full

explanation to this offer.

(c) For any subcontract at any tier expected to equal or exceed $25,000:

(1) In accordance with the provisions of Appendix B to 49 CFR, Part 29, the prospective

lower tier subcontractor certifies, by submission of this offer, that neither it nor its

principals is presently debarred, suspended, proposed for debarment, declared ineligible,

or voluntarily excluded from participation in this transaction by any Federal department

or agency.

(2) Where the prospective lower tier participant is unable to certify to the statement, above,

an explanation shall be attached to the offer.

(3) This certification (specified in paragraphs (c)(1) and (c) (2), above, shall be included in

all applicable subcontracts and a copy kept on file by the prime contractor. The prime

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contractor shall be required to furnish copies of the certifications to the Authority upon

request.

II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK

(a) Offeror must give advance notice to the Owner if the person or an owner or operator of the business entity

has been convicted of a felony. The notice must include a general description of the conduct resulting in

the conviction of a felony. The District may terminate any Agreement or if the Owner determines that the

person or business entity failed to give notice as required by this paragraph or misrepresented the conduct

resulting in the conviction. This paragraph requiring advance notice does not apply to a publicly held

corporation.

(b) Offeror will obtain criminal history record information that relates to an employee, applicant for

employment, or agent of the Offeror if the employee, applicant, or agent has or will have continuing duties

related to the contracted services; and the duties are or will be performed on school property or at another

location where students are regularly present. The Offeror certifies to the Owner before beginning work

and at no less than an annual basis thereafter that criminal history record information has been obtained.

Offeror shall assume all expenses associated with the background checks, and shall immediately remove

any employee or agent who was convicted of a felony, or misdemeanor involving moral turpitude, as

defined by Texas law, from Owner property or other location where students are regularly present. District

shall be the final decider of what constitutes a “location where students are regularly present.” Offeror’s

violation of this section shall constitute a substantial failure.

(c) If the Offeror is the person or owner or operator of the business entity, that individual may not self-certify

regarding the criminal history record information and its review, and must submit original evidence

acceptable to the District with this Agreement showing compliance.

Signature below acknowledges compliance with Section I. DEBARMENT, SUSPENSION,

INELIGILITY AND VOLUNTARY EXCLUSION and Section II. FELONY CONVICTION

NOTIFICATION AND CRIMINAL BACKGROUND CHECK.

SIGNATURE OF OFFEROR: DATE: __________________ PRINTED/TYPED NAME OF OFFEROR:____________________________________ COMPANY NAME: ______________________________________ TEL#: ______________________

Complete and return with sealed bid or proposal.

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RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT

Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of

the Texas Local Government Code Effective January 1, 2006, any person or entity who contracts or seeks to contract with RISD for the sale or purchase of property, goods, or services (as well as agents of such persons) (hereafter referred to as Vendors) are required to file a Conflict of Interest Questionnaire with the District. Each covered person or entity who seeks to or who contracts with RISD is responsible for complying with any applicable disclosure requirements. RISD will post the completed questionnaires on its website. The Conflict of Interest Questionnaire must be filed:

• No later than the seventh business day after the date that the Vendor begins contract discussions or negotiations with the government entity, or submits to the entity an application, response to a request for proposal or bid, correspondence, or other writing related to a potential agreement with the entity.

• The Vendor also shall file an updated questionnaire not later than September 1 of each

year in which a covered transaction is pending, and the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate.

Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year. Please sign and return the following Conflict of Interest Questionnaire from the Texas Ethics Commission with your bid/proposal to the following address: Richardson Independent School District Attn: Purchasing Department 970 Security Row Richardson, Texas 75081 The Local Government Officers of the Richardson Independent School District are: Board of Trustees: Karen Holburn

Kris Oliver Adam Meierhofer

Kim Caston Lanet Greenhaw Kim Quirk

Superintendent: Kay Waggoner, Ph.D.

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Documents

Richardson ISD Student Information System RFP # 1291 · PDF fileRichardson ISD Student Information System RFP # 1291 1 . Richardson Independent School District . 400 S. Greenville