richardson isd rfp # 1071 lan refresh rwjh & mst

Richardson ISD RFP # 1071 LAN Refresh – RWJH & MST

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

LAN Refresh – RWJH & MST

RFP # 1071 The Richardson Independent School District (RISD) is soliciting proposals for a LAN Refresh at Richardson West Junior High and Math/Science/Technology Magnet 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 # 1071) to:

Richardson Independent School District LAN Refresh – RWJH & MST RFP # 1071 Attention: Melody Greig 970 Security Row Richardson, TX 75081 Proposals must be received by RISD no later than 1:30 PM, January 7, 2009. Bids will be publicly opened at 2:30 PM the same day.

Bidders must submit one (1) proposal, (1) copy of the proposal, and an electronic copy (i.e. flash drive, cd) of the response to the Request for Proposal (RFP) (collectively the Proposal). All items must be sealed. 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 delivering mail from the post office. Proposals received after the published time and date cannot be considered. Fax proposals will not be accepted. The bid name and number must be identified on the outside envelope being delivered (i.e. Federal Express, UPS, US Postal Service, and Hand Delivery.) RISD’s contact for this proposal is Melody Greig ([email protected]). Contact between solicited vendors and user departments during the request for sealed proposal process or evaluation process is prohibited. Any attempt by a solicited vendor to contact the departments will result in disqualification. All addenda will be issued via the district website at http://www.risd.org/doing-business/purchasing/index.asp#advertisedbids.

mailto:[email protected]

http://www.risd.org/doing-business/purchasing/index.asp#advertisedbids

http://www.risd.org/doing-business/purchasing/index.asp#advertisedbids


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Contents 1 Overview ............................................................................................................................................... 5

1.1 General Information ..................................................................................................................... 5

1.2 Work Included ............................................................................................................................... 5

1.3 Schedule of Events ........................................................................................................................ 5

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

1.5 Pre-Proposal Meeting and Walk-through ..................................................................................... 6

2 Bidder Instructions ................................................................................................................................ 6

2.1 Proprietary Information ................................................................................................................ 6

2.2 Obligation of Owner ...................................................................................................................... 6

2.3 Negotiation of Contract ................................................................................................................ 6

2.4 Owner’s Rights Reserved .............................................................................................................. 6

2.5 Awarding of Contract .................................................................................................................... 6

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

2.7 Project Startup Meeting ................................................................................................................ 7

2.8 Commencement of Work .............................................................................................................. 7

2.9 Project Timelines ........................................................................................................................... 7

2.10 Standard of Care ........................................................................................................................... 7

2.11 RFP Questions ............................................................................................................................... 7

2.12 Availability of Prices ...................................................................................................................... 7

2.13 Vendor References ........................................................................................................................ 7

2.14 Material Samples .......................................................................................................................... 8

2.15 Compliance with EEO .................................................................................................................... 8

2.16 FCC Statement............................................................................................................................... 8

2.17 U.L. Listing/Approval ..................................................................................................................... 8

3 General Conditions ............................................................................................................................... 9

3.1 Indemnity Hold Harmless .............................................................................................................. 9

3.2 Response Submission .................................................................................................................... 9

3.3 Costs Associated with Preparation of the Proposal ...................................................................... 9

3.4 RFP Binding Period ........................................................................................................................ 9

3.5 Omissions ...................................................................................................................................... 9

3.6 Minimum Insurance Coverage .................................................................................................... 10


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3.7 Right to Terminate ...................................................................................................................... 13

3.8 Product Suitability ....................................................................................................................... 14

3.9 Payment Terms and Retainage ................................................................................................... 14

3.10 Transfer of Contract .................................................................................................................... 14

3.11 Amendments and Modifications................................................................................................. 14

3.12 Venue .......................................................................................................................................... 14

3.13 Execution of Contracts ................................................................................................................ 14

3.14 Vendor’s Standard of Care .......................................................................................................... 14

3.15 Compliance with Electrical Codes ............................................................................................... 15

3.16 Disclosures .................................................................................................................................. 15

3.17 Fairness of Pricing ....................................................................................................................... 15

3.18 Compliance with Applicable Laws and Regulations .................................................................... 15

3.19 Nondisclosure of Relationship with Owner ................................................................................ 16

3.20 Timeliness of Contract Obligations ............................................................................................. 16

3.21 Authority of Owner ..................................................................................................................... 16

3.21.1 Use of Site resources such as elevators and loading docks. ............................................... 16

3.21.2 Connection to and use of utilities. ...................................................................................... 16

3.21.3 Safety issues. ....................................................................................................................... 16

3.21.4 Trash removal and Site cleanliness. .................................................................................... 16

3.21.5 Site Security......................................................................................................................... 16

3.22 Damage Caused by Vendor ......................................................................................................... 16

3.23 Material Supplied Beyond Scope of Work .................................................................................. 17

3.24 Reimbursement of Liquidated Damages .................................................................................... 17

3.25 Bonding ....................................................................................................................................... 18

3.26 Quality Assurance Standards ...................................................................................................... 18

4 Technical Specifications ...................................................................................................................... 19

4.1 Project Overview ......................................................................................................................... 19

4.2 Installation Requirements ........................................................................................................... 20

4.3 Hardware Requirements ............................................................................................................. 21

4.4 Campus Floorplan ....................................................................................................................... 23

5 Vendors Response to RFP ................................................................................................................... 23

5.1 Response Format ........................................................................................................................ 23


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5.1.1 Tab 1 – Executive Summary/Overview ............................................................................... 23

5.1.2 Tab 2 – Vendor Company Profile ........................................................................................ 23

5.1.3 Tab 3 – Main Body of Response .......................................................................................... 24

5.1.4 Tab 4 – Exceptions .............................................................................................................. 25

5.1.5 Tab 5 – Equipment and Materials Specifications ................................................................ 25

5.2 Incurred Costs ............................................................................................................................. 25

5.3 Evaluation ................................................................................................................................... 25

5.4 Subcontractors ............................................................................................................................ 26

5.5 Signature ..................................................................................................................................... 27

6 Delivery and Installation ..................................................................................................................... 28

6.1 Delivery ....................................................................................................................................... 28

6.2 General Installation Requirements ............................................................................................. 28

6.3 Owner’s Responsibilities for Delivery and Installation ............................................................... 28

General Terms and Conditions


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1 Overview

1.1 General Information RISD seeks to refresh existing network infrastructure at two facilities. Richardson West

Junior High (RWJH) and the Math/Science/Technology Magnet (MST) require all local area

network and wireless infrastructure to be refreshed in order to provide network service to a

dramatically increased client count.

This solution will include 5-year warranty, 8 x 5 x NBD support, and maintenance on

designated items.

RISD will consider many factors in selecting the vendor to provide, integrate, deliver, install,

maintain and support the solution. In addition to technical capability, the selected vendor or

vendors must be financially stable and demonstrate capability to meet or exceed a high

standard of quality in service and support during the award period. A demonstratable 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, but not limited to, 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 reasonably necessary to

complete this project.

1.3 Schedule of Events The following is the anticipated schedule of events for this project. The schedule may change

depending on the results of the Proposals. The final schedule will be established prior to

contracting with the successful Vendor.

Release of RFP 12/10/09

Pre-Proposal Meeting and Walk Through 12/17/09

Proposals Due 1/17/10

Estimated Board Approval Date 02/8/10

Estimated Installation Period 03/15/10-03/19/10

1.4 Addenda Addenda to the RFP must be authorized and issued in writing by RISD to be valid. Any

addenda that modify the RFP document by adding, deleting, clarifying, or correcting its

contents will be issued prior to the Proposal receipt deadline.


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1.5 Pre-Proposal Meeting and Walk-through A pre-proposal meeting will be held 8:30 AM, December 17, 2009, at RISD’s Purchasing Dept.

Conference Room, located at 970 Security Row, Richardson, TX 75081. This will be an

opportunity to ask questions regarding this RFP.

Immediately following the pre-proposal meeting, RISD representatives will be available for

walk-throughs of the two buildings.

2 Bidder Instructions

2.1 Proprietary Information Any information in your Proposal that is of a proprietary nature should be clearly and

specifically identified. Such identification shall not limit the District’s right to use such

information if it is obtained from another source, or if it comes into the public domain.

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 the 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 awarded, will be awarded to the responsible vendor(s) submitting the best

Proposal for the System package, plus any acceptable alternatives complying with the

Conditions and Requirements of the Contract. Relevant factors other than cost alone will be

considered in determining the successful Vendor, including, but not limited to, outstanding

references and prior relevant experience.

2.6 Background Checks All employees of the successful vendor will be required to undergo a background check

through RISD and must clear the background check prior to any work commencing on any


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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 Project Startup Meeting A project start-up meeting will be held to provide all parties involved in the project an

opportunity to clarify issues and review project procedures. Project procedures shall include,

but are not limited to, submittal processes, pay request and review procedures, requests for

information, change orders, scope adjustments, project completion, and acceptance criteria.

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 11:00 AM December 23, 2009 to:

[email protected] (please entitle email: LAN Refresh- RWJH & MST RFP # 1071)

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. If requested, this information will be supplied to

RISD’s Director of Purchasing within three (3) working days of the request.

2.13 Vendor References Vendor must submit with the Proposal a list of past installations of comparable size, in a K-12

environment, along with current contact names and telephone numbers.

mailto:[email protected]


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2.14 Material Samples Vendor shall supply samples/brochures of all material proposed and material that deviates

from the specified materials prior to the Proposal deadline. The Vendor will provide one (1)

set of original (photocopies not acceptable), descriptive brochures and product

documentation in a bound booklet form at the end of the installation. RISD reserves the

right to request samples of any equipment.

2.15 Compliance with EEO RISD will enter into contractual relationships only with those vendors who have, through

word and deed, affirmed that they comply with all applicable existing laws or executive

orders to insure equal employment opportunities without regard to the race, color, sex,

national origin, religion, age, or disability status of any qualified employee or applicant.

2.16 FCC Statement The Vendor(s) is 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.

2.17 U.L. Listing/Approval The Vendor(s) is responsible to insure that all equipment proposed and installed as part of

this RFP will have appropriate Underwriters Laboratory (U.L.) Listing / Approval for all power

components.


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3 General Conditions

3.1 Indemnity Hold Harmless Vendor shall indemnify, save and hold RISD, its trustees, employees, agents, architects,

consultants, contractors, attorneys, and guests, harmless from and against any and all claims,

damages, liabilities, penalties, costs, charges, and expenses (including reasonable legal fees)

which may be imposed upon or incurred or asserted against them in connection with the

System(s), or any part thereof, and from the acts, errors or omissions of Vendor, its

employees, and/or agents.

3.2 Response Submission One (1) original and (1) copy of the Vendor’s Proposal, an electronic copy, and any other

documents must be received by 1:30 PM, January 7, 2010 and are to be submitted to:

Richardson Independent School District Melody Greig Purchasing Department 970 Security Row Richardson, TX 75081 Each response must be received in a sealed envelope and clearly labeled as follows on the front lower right corner: Your Company Name Proposal to Richardson Independent School District LAN Refresh – RWJH & MST RFP # 1071

3.3 Costs Associated with Preparation of the Proposal The Owner 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 through February 2015, during which time vendor must pass on all

price decreases enacted or provided by the manufacturer. In no event shall pricing be

allowed to rise above the stated contract.

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.


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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 person’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 the governmental entity prior to being awarded the contract.

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 the governmental entity showing that coverage has been extended.

The vendor shall obtain from each person providing services on a project, and provide to the governmental entity:

(1) A certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and


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(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;

(6) Notify the governmental entity 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.


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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 the governmental entity 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) Ten (10) days Notice of Cancellation or material change.

C. Automobile Liability Insurance

Automobile liability insurance shall cover all owned, non-owned, and hired vehicles in the amount of $ 1,000,000.00 combined single liability limit for bodily injury and property damage with the following endorsements:

(1) Ten (10) day Notice of Cancellation or material change.


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(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. In

the event of termination, Vendor shall provide all plans, engineering, other

drawings, and al 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, 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 at time of completion of order, based on inspection and sign-off by

Owner or Owner’s agent. Performance criteria will be established by RISD and the Vendor

prior to the beginning of work.

3.10 Transfer of Contract The contract, which will be issued upon award, shall not be assigned or transferred without

the District’s prior written consent.

3.11 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.

3.12 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.

3.13 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.

3.14 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 and by RISD, its

agents, architects, consultants and others and by the proper authorities. It is expressly

understood and agreed that such observations and inspections by RISD, its other contractors

and consultants shall not relieve the Vendor from any responsibility for the proper

supervision and execution of the Work described in the RFP, or agreed to at a later date.


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3.15 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 stipulations

shall govern and Vendor shall advise The Project Manager, Inc. and RISD of the applicable

code.

3.16 Disclosures

3.16.1 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.

3.16.2 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.

3.16.3 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.

3.17 Fairness of Pricing The price to be paid by the Owner shall be that contained in the winning Vendor’s proposal

which Vendor warrants to be 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, Owner

may cancel the contract, which will be issued upon award, without liability to Vendor for

breach or Vendor’s actual expense.

3.18 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.


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3.19 Nondisclosure of Relationship with Owner The Vendor will not, in any manner disclose, advertise or publish the fact that Vendor has

contracted with RISD to provide the work as specified without the express written consent of

RISD. Nor shall vendor disclose any other information concerning its contract with RISD to

third parties without RISD’s written consent.

3.20 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,

Richardson Independent School District 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.

3.21 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:

3.21.1 Use of Site resources such as elevators and loading docks.

3.21.2 Connection to and use of utilities.

3.21.3 Safety issues.

3.21.4 Trash removal and Site cleanliness.

3.21.5 Site Security

3.22 Damage Caused by Vendor The Vendor shall be responsible for any and all damages to portions of the building caused

by it, its employees or subcontractors; including but not limited to:


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3.22.1 Damage to any portion of the building caused by the movement of tools,

materials, or equipment

3.22.2 Damage to any component, including ceiling tiles, of the construction of spaces

in which the Vendor is working.

3.22.3 Damage to the electrical distribution system and/or other space “turned over”

to the Vendor

3.22.4 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.

3.22.5 Other Damage to the materials, tools and/or equipment of RISD, its consultants,

subcontractors, Architect, other contractors, agents and leases.

3.23 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.

3.24 Reimbursement of Liquidated Damages The “Contract Time” is hereby defined as the number of days stipulated by the Vendor on his

proposal for completion of the project (between Notice to Proceed and Date of Substantial

Completion). The Vendor (and its surety) agrees to a payment of One Thousand Dollars

($1000.00) per day by the Vendor to the Owner for every calendar day that the project is not

completed beyond the Contract Time until the Work is Substantially Complete.

All claims for extensions of the Contract time shall be made in writing (stating dates and

justification therefore) to The Project Manager, Inc. each month and shall accompany the

Application for Payment; otherwise claims for extension of the Contract Time not submitted

as required herein shall be waived. In the case of continuing cause of delay, only one claim is

necessary.

RISD reserves the right to extend the Contract Time at its discretion due to mitigating

circumstances such as construction, emergency repairs, special events, etc.


18

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 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.


19

4 Technical Specifications

4.1 Project Overview RISD seeks to refresh existing network infrastructure at two facilities. Richardson West

Junior High (RWJH) and the Math/Science/Technology Magnet (MST) require all local area

network and wireless infrastructure to be refreshed in order to provide network service to a

dramatically increased client count.

A significant number of new tablets will rely on wireless infrastructure for instruction and

communication. Application use will vary between normal file and print services and web

enabled traffic. This will result in high demand for wireless services. There will be up to 30

tablets per class room in many cases. The demand for wireless services is expected to be

much higher at RWJH than the MST campus. Both 802.11g and n clients will be supported.

Its RISD’s expectation to place a single 802.11n capable access point within each class room.

In addition, one or more units will be placed in other shared areas throughout the facility.

To support these access points, new LAN infrastructure is proposed providing PoE data ports

and adequate network bandwidth. In addition, a dedicated WiSM blade is proposed for

installation into the existing Cisco 6513 switch located at the Administration Annex to

manage wireless traffic from these sites. The quantity of APs proposed in this RFP is based

upon client count more so than simple wireless coverage. AP quantities are NOT based on

any formal wireless survey. Vendors should take this into consideration and make

recommendations if needed to address proper bandwidth and coverage needs.

Both RWJH and MST have an existing wireless infrastructure. While the current APs will be

refreshed with the proposed AP units, the existing Ethernet cabling can be re-used for the

new AP units. Section 4.4 provides existing facility floor plans and AP locations. RWJH

currently has 35 AP units installed, 66 units have been proposed as replacement. MST

currently hosts 16 AP units with 54 proposed. There are three FTC (Fiber Termination

Cabinet) units at MST and one small wall mount box at RWJ that are used as network IDF

facilities. These units are too restrictive for the new switches. It is RISD’s desire to have

these replaced with Hubbell Re-Box units. It’s anticipated that all of these existing IDF

installations provide adequate cable service loops to permit the movement of the Ethernet

drops from their current IDF location in the ceiling to the new Re-Box installed on a wall

near the original IDF location.

Respondents shall provide documentation and pricing options for solutions compliant with

the following set of specifications. RISD reserves the right to purchase all or part of the

products and services responded to in this RFP.

This solution will include 5 years of support (8 x 5 x NBD), maintenance, and warranty on

designated items.


20

4.2 Installation Requirements 1. All device configurations will be done by RISD staff. No professional services are

required for equipment configuration from the installing vendor.

2. All AP cabling will be done with Green Category 5e cabling. This includes patch cables.

3. It can be expected that some IDF client Ethernet patch cables will NOT be re-usable due to miss-lengths or excessive damage and will need to be replaced by the installing vendor with Category 5e patch cables yellow in color.

4. It can be expected that some fiber patch cables will NOT be re-usable due to new LC

type switch interfaces.

5. Ethernet installations will be completed as designed by RISD unless otherwise agreed upon by the RISD project manager.

6. All new Ethernet installations will comply with current IEEE Ethernet installation standards and will take advantage of existing termination patch panels where possible.

7. All Ethernet patch cables will be the defined color and RJ45 ends will be of snagless

design.

8. APs will be installed below ceiling grade, or to the dropped-ceiling grid using included mounting hardware.

9. APs connected directly to the facility MDF will terminate directly into the proposed

Catalyst 4500 PoE blade.

10. All equipment will be plugged into RISD provided UPS systems or Surge protectors.

11. All displaced network equipment will be inventoried and returned to the Administration Annex. This equipment will be re-used by RISD and must be kept in good condition.

12. Final installation inventory will be documented and presented to the RISD project manager.

13. Where replacing existing wall mount boxes or fiber termination cabinets, Hubbell REbox

Model RE4X will be used. All associated needed accessories and parts should be included.


21

4.3 Hardware Requirements Richardson West Junior High

Product Description QTY

WS-C4506 Catalyst 4500 Chassis (6-Slot),fan, no p/s 1

PWR-C45-1300ACV Catalyst 4500 1300W AC Power Supply (Data and PoE) 1

PWR-C45-1300ACV/2 Catalyst 4500 1300W AC Power Supply (Data and PoE) 1

CAB-L520P-C19-US NEMA L5-20 to IEC-C19 6ft US 2

WS-X4516-10GE Catalyst 4500 Supervisor V-10GE, 2x10GE (X2) or 4x1GE (SFP) 1

S45ESK9-12253SG Cisco CAT4500 IOS ENTERPRISE SERVICES SSH 1

MEM-C4K-FLD128M Catalyst 4900M Compact Flash, 128MB Option 1

WS-X4448-GB-SFP Catalyst 4500 48-Port 1000Base-X (SFPs Optional) 1

WS-X4548-GB-RJ45V Catalyst 4500 PoE 802.3af 10/100/1000, 48-Ports (RJ45) 1

GLC-LH-SM GE SFP, LC connector LX/LH transceiver 2

CON-SNT-WS-C4506 8x5xNBD Svc^ for Catalyst 4506R Series Modular Switch 5

GLC-SX-MM GE SFP, LC connector SX transceiver 24

WS-C3560G-24PS-S Catalyst 3560 24 10/100/1000T PoE + 4 SFP + IPB Image 3


WS-C3560V2-48TS-S Catalyst 3560V2 48 10/100 + 4 SFP + IPB (Standard) Image 20

CAB-SFP-50CM= Catalyst 3560 SFP Interconnect Cable, 50cm 19

AIR-LAP1142N-A-K9 802.11a/g/n Fixed Unified AP; Int Ant; A Reg Domain 66

Installation Services

Installation services should include all services and materials

needed to complete the project. This line item should be

expanded as needed to provide adequate detail of unique

costs associate with installation services. 1


22

Math/Science/Technology Magnet


WS-C4506 Catalyst 4500 Chassis (6-Slot),fan, no p/s 1

PWR-C45-1300ACV Catalyst 4500 1300W AC Power Supply (Data and PoE) 1

PWR-C45-1300ACV/2 Catalyst 4500 1300W AC Power Supply (Data and PoE) 1

CAB-L520P-C19-US NEMA L5-20 to IEC-C19 6ft US 2

WS-X4516-10GE Catalyst 4500 Supervisor V-10GE, 2x10GE (X2) or 4x1GE (SFP) 1

S45ESK9-12253SG Cisco CAT4500 IOS ENTERPRISE SERVICES SSH 1

MEM-C4K-FLD128M Catalyst 4900M Compact Flash, 128MB Option 1

WS-X4448-GB-SFP Catalyst 4500 48-Port 1000Base-X (SFPs Optional) 1

WS-X4548-GB-RJ45V Catalyst 4500 PoE 802.3af 10/100/1000, 48-Ports (RJ45) 1

GLC-LH-SM GE SFP, LC connector LX/LH transceiver 2

CON-SNT-WS-C4506 8x5xNBD Svc^ for Catalyst 4506R Series Modular Switch 5

GLC-SX-MM GE SFP, LC connector SX transceiver 20





CAB-SFP-50CM= Catalyst 3560 SFP Interconnect Cable, 50cm 14

AIR-LAP1142N-A-K9 802.11a/g/n Fixed Unified AP; Int Ant; A Reg Domain 55


Installation services should include all services and materials

needed to complete the project. This line item should be

expanded as needed to provide adequate detail of unique costs

associate with installation services. 1


23

Annex


WS-SVC-WISM-1-K9= Wireless Service Module (WiSM) for up to 300 Lightweight APs 1

SWISMK9-60 Cisco Unified WLAN Controller SW Release 6.0 - MD 1

SWISMK9-60-ER WLAN Controller Emergency SW for WiSM - ED 1

CON-SNT-WSSVCW1K SMARTNET 8X5XNBD CISCO wireless svc module (WISM) 5

XENPAK-10GB-CX4

2

CAB-INF-28G-1=

1


No Installation Services are required at the Annex. Installation

will be done by RISD staff. N/A

4.4 Campus Floorplan See Addendum # 1

5 Vendors Response to RFP

5.1 Response Format Vendor response should be in the tabbed format described in this section. Responses which

do not substantially follow this format may be rejected.

5.1.1 Tab 1 – Executive Summary/Overview

1. Executive Summary

2. Provide an overview of the project with an Installation Plan showing a

thorough understanding of the scope of work to be performed.

5.1.2 Tab 2 – Vendor Company Profile

1. Company Cover letter- Clearly state your Company’s qualifications, number

of full-time employees, number of technical and installation personnel,

training, qualifications, certifications, etc.

2. Bond based on the overall price (not required at this time)

3. Proof of required insurance

4. Financial information – Include financial information about your company.

This information will be used to determine your Company’s overall financial

strength and will be treated as confidential by RISD.


24

5. Provide at least three (3) references for which your company has done

similar work for in the past year. Preference may be given to vendors with

references for installations most similar to Richardson Independent School

District.

6. Provide information on the qualifications of Project Staff, including,

company certifications, such as ISO 9000.

7. Provide the name and qualifications of the Project Manager(s) your

Company intends to assign to RISD. Provide the names and titles of

personnel who would work on this project and their qualifications/training.

8. State whether your Company intends to use subcontractors. Include in this

Tab all required information about any subcontractors that the Vendor

plans to use.

5.1.3 Tab 3 – Main Body of Response

1. Insert a complete copy of this RFP and all addenda. Each section/item shall

have a response such as “(Company) understands and will comply.” Also, if

exception is taken to any section/item, it must be noted in the response to

that section/item and then listed in Tab 4 Exceptions with a detailed

explanation. Incomplete responses may be grounds to eliminate the

Vendor for consideration at the discretion of Richardson Independent

School District.

2. List any tasks that RISD must perform and/or be responsible for in order to

accomplish the delivery and installation of the system.

3. Provide a copy of the vendor’s proposed maintenance policy.

4. Provide individual components and line item pricing in the Bill of Materials.

Version numbers must be included. Bills of Materials must be shown

separately for each product. Uniquely identify software, hardware, and

associated maintenance costs. Required columns are Quantity, Item

Description, Manufacturer Part Number, Unit Cost, and Total Cost. A form

similar to the following may be used:

Manuf Part Number Item Description Quantity Unit Cost Total Cost

Total Cost

5. State the Total Project cost using the form provided in the following

section(s). The vendor will provide a cost summary on this form.


25

5.1.3.1 Price Summary

Vendors may respond to one or more components of this RFP. RISD

reserves the right to combine components of more than one vendor

to produce a suitable system.

Solution Cost

**For each solution proposed please include a detailed line

item sheet as described in section 5.1.3.

5.1.4 Tab 4 – Exceptions

Exceptions and a detailed explanation for each must be entered in this Tab.

Unless specifically noted in this Exceptions section, it will be assumed that all

sections/items are acceptable to the Vendor. This will be true even if the

written response on the RFP copy in Tab 3 notes the exception.

5.1.5 Tab 5 – Equipment and Materials Specifications

1. Include information on the Warranty Program available from the

manufacturer that will be provided to RISD. Also, include Vendor’s

qualifications to offer such warranty.

2. Include manufacturer’s brochures and full technical specifications (cut

sheets) for all equipment and materials Vendor proposes to provide.

Responses that fail to include the Warranty information and the Technical

Specifications in Tab 5 may be disqualified.

5.2 Incurred Costs 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.


26

The following table describes this RFP’s evaluation criteria:

Category Weight Description

Technical Merit 35% Does the proposed solution meet the requirements

Price 50% How do they compare to other responses

References 10% Minimum three (Prefer K-12 education based)

Added Value 5% Added Value (is any offered; and does it benefit RISD)

5.4 Subcontractors All subcontractors must be approved by RISD. The use of subcontractors does not relieve the

Prime 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 as previously stipulated.

Place the following information into Tab 2, behind the Prime Vendor’s Company information:

1. Subcontractor Name

2. Years Experience

3. Qualifications

4. Training

5. References


27

5.5 Signature The undersigned certifies he/she is authorized to obligate the represented firm and further

agrees with all terms, conditions, and requirements of RISD’s RFP.

Firm Name

Address

Phone Number

Signature

Printed

Title

Date

email address


28

6 Delivery and Installation

6.1 Delivery

6.1.1 All materials and equipment quoted shall be installed at the appropriate

building site(s). No equipment shall be ordered or installed prior to

authorization by RISD. Vendor shall not stock any materials or equipment prior

to receiving authorization for installation.

6.1.2 The equipment shall be delivered to its proper location and installed without

additional cost or expense to RISD, which shall not be deemed to have accepted

any equipment until the Date of Acceptance.

6.1.3 During the time between delivery and delivery sign-off by the district, RISD

cannot be held liable for any damages to or theft of any components. It will,

therefore, be the responsibility of the vendor to obtain insurance against loss,

theft and damage.

6.2 General Installation Requirements

The following apply if any appliances, servers, or other significant hardware items are

furnished under this contract:

6.2.1 Vendor shall re-verify installation locations with the Project Manager, prior to

installation. Prior to the furnishings or installation of any equipment, approval

of equipment, locations, layout, configuration and installation shall be obtained

from the Project Manager.

6.2.2 Vendor shall install, configure, and test all equipment

6.2.3 Vendor shall provide and install all miscellaneous cables and connectors

necessary to complete the installation.

6.3 Owner’s Responsibilities for Delivery and Installation

Please identify, in your response, the specific tasks that Richardson ISD must perform and/or

be responsible for in order to accomplish the delivery and installation of the system.

RICHARDSON INDEPENDENT SCHOOL DISTRICT Richardson, Texas 75081

GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL

LAN Refresh – RWJH & MST # 1071

NON-CONSTRUCTION

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:

A. 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.

B. 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.

C. Cash discount will be taken into consideration in determining a contract award. All Bid responses

must be quoted with net pricing.

D. The District will receive sealed proposals 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.

E. 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.

F. All materials, supplies, copyrighted materials, furniture, and equipment for the District shall be

delivered F.O.B. Destination.

G. 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.

29

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 judgement, 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 and newspaper ad), the Director of

Financial Services, or his designee, shall open and record all Bids received,. 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 shall be submitted in duplicate and mailed in accordance with instructions as shown

on purchase order (unless otherwise noted).

All invoices shall be forwarded to:

RICHARDSON INDEPENDENT SCHOOL DISTRICT ATTENTION ACCOUNTS PAYABLE DEPARTMENT

970 SECURITY ROW

RICHARDSON, TEXAS 75081

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

numbers; Description of Item; Quantity; RISD Purchase Order Number. The original and one

copy of the invoice shall be forwarded to the office listed above.

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

Partial payments may be made if partial shipments have been received.

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 F.O.B. to each individual location as noted on the Purchase Order. The District

will not pay freight bills sent collect.

30

F. Terms for payment, Net 30 days from receipt of complete/correct invoice. All discounts, including

prompt payment, shall be included in bid price.

V. BONDING:

Certain formal Bids will require bonding with the District and shall be indicated in the specifications sheet.

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 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.

All deviations from the specifications must be specified in writing by the Bidder, at the time the formal bid

is submitted. The absence of a written list of requested deviations or exceptions when the Bid is submitted

will hold the Bidder strictly accountable to the District to the specification or requirement as written. Any

deviation from the specifications as written not previously submitted, as required by the above, will be

grounds for rejection of the material and/or equipment when delivered. The District reserves the right to

reject or modify any requested exception or deviation. Excessive exceptions may result in disqualification

of a bid.

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 to the instructional programs.

31

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 approximately 120 schools and offices in this District.

B. It is understood that under the terms and conditions of this bid offer, the District reserves the right

to purchase any of the listed materials, supplies or services at bid prices submitted provided that it

shall be optional on the part of either party to terminate this contract at the expiration of twelve

months from the beginning date of any contract period upon notice in writing to the other party to

any contract no less than 30 days prior to the expiration of the twelve month period. This will be

the only opportunity for cancellation of this contract, except for extenuating causes.

XII. “OR EQUAL” INTERPRETATION CLAUSE:

A. Any time a particular manufacturer’s name or brand may be specified, it shall mean any product of

equal quality. Bids shall be considered on all other brands submitted and on the equal quality

product of other manufacturers. On all such Bids, the Bidder shall indicate clearly the product on

which it is bidding, and shall supply sufficient data, on its own letterhead, to enable an intelligent

comparison to be made with the particular brand or manufacturer specified.

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

applicable. Whenever the specifications indicate a product of a particular manufacturer, model, or

brand, and in the absence of any written statement to the contrary by the Bidder, the Bid shall be

interpreted as being for the exact brand, model or manufacturer specified, together with all the

accessories, qualities, etc., enumerated in detailed specifications. (See VIII A.)

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 Director of Purchasing for the District.

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, Name of the

Article, Item Number, Quantity, and the Name of the Contractor.

Failure to comply with this condition shall be considered sufficient reason for refusal to accept the

goods or services awarded and ordered.

C. 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 #]

32

XIV. SAFETY REQUIREMENTS:

The Bidder/vendor shall provide all equipment, machinery and chemicals furnished and delivered to the

District complying in compliance of Safety Regulations as required by OSHA.

XV. SAMPLES: CATALOGS: CATALOG CUTS:

A. Whenever asked for, 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 to the Director of Purchasing, 970 Security Row, Richardson, Texas. 75081.

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, if such should apply to any item purchased.

B. Prices quoted shall not include federal excise or state sales and use taxes. Exemption certificates

will be furnished upon request.

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 shall be indicated by District in the specifications for exact time, date and

locations of equipment and machinery delivery for items, which are to be erected, set-up and

installed. For heavy equipment, materials or machinery requiring special handling, detailed

instructions shall be written in the specifications.

D. Delivery of materials received centrally will be accepted by motor freight.

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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.

COMPANY NAME:

SIGNATURE:

By: __________________________________________

Title: ________________________________________

DATE SIGNED: ________________________________________________________________

ADDRESS:

TELEPHONE:

FAX:

E-MAIL: ________________________________________________________________

TERMS:

Complete and return with bid/proposal

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CERTIFICATION

REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS

I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION

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

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

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

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

Government department or agency;

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

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

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

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

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

falsification or destruction of records, making false statements, or receiving stolen

property;

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

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

enumerated in (a)(2) above; and

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

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

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

explanation to this offer.

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

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

prospective lower tier subcontractor certifies, by submission of this offer, that

neither it nor its principals is presently debarred, suspended, proposed for

debarment, declared ineligible, or voluntarily excluded from participation in this

transaction by any Federal department or agency.

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

above, an explanation shall be attached to the offer.

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

included in all applicable subcontracts and a copy kept on file by the prime

contractor. The prime contractor shall be required to furnish copies of the

certifications to the Authority upon request.

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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 bid/proposal

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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.

37

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: Luke Davis

Karen Ellis

Kim Caston

Lanet Greenhaw

Kim Quirk

David Tyson

Karen Holburn

Superintendent: (Interim) Carolyn Bukhair , Ph.D

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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 RESPOND AND RETURN WITH BID/PROPOSAL

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richardson isd rfp # 1071 lan refresh rwjh & mst

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