Travis Unified School District

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1 Travis Unified School District REQUEST FOR PROPOSAL (RFP) FOR RELEASE DATE: MAY 18, 2015

2 1. Introduction Purpose About the District End-Point Locations Current Phone Systems in Use Network Infrastructure Acknowledgement Schedule RFP Coordinator Submission of Proposals General Conditions Company Information Solution Quote Requirements VOIP System Functionality Requirements Implementation Planning and Project Management Installation Training Timeframes Support / Managed Telecom Service Pricing Additional Documentation...12 Exhibit A: Instructions to Bidders...13 Travis Unified School District Page 2

3 1. Introduction 1.1 Purpose The Travis Unified School District, (hereinafter TUSD, or District, ) is soliciting proposals from qualified firms (hereinafter Vendor ) for a fixed price proposal for a complete district-wide phone replacement project including design, installation, training, and support and one five (5) year maintenance plan for purchased, leased or offered as a service, Voice Over Internet Protocol (VOIP) voice communication. 1.2 About the District TUSD is located adjacent to and serves Travis Air Force Base, portions of the cities of Vacaville, California and Fairfield, California and portions of unincorporated Solano County California. Approximately 5,350 students attend school in the District and are served by approximately 475 full-time employees. The District includes five elementary schools, two of which are located in Travis Air Force Base. Another is located in Fairfield right outside the base, and the other two are located in the south portion of Vacaville. In addition, we have a middle school, comprehensive high school, alternative high school, and a community day school all of which are located on the same block adjacent to the District Office. TUSD Board Goals 1. Continue to focus on instructional excellence to increase achievement for every student 2. Ensure a safe and productive environment 3. Continue to enhance constructive communication within and outside of the school community 4. Enhance, create, and modernize facilities that support lifelong educational programs 5. Continue fiscally responsible decisions while maintaining the collaborative budget process 1.3 End-Point Locations The District has the following end-point locations which IP phones will be located. Cambridge Elementary School 100 Cambridge Drive Vacaville, CA Scandia Elementary School 100 Broadway Street Travis AFB, CA Vanden High School 2951 Markeley Lane Fairfield, CA Center Elementary School 3101 Markeley Lane Fairfield, CA Travis Elementary School 100 Fairfield Avenue Travis AFB, CA Travis Education Center (TEC) 2775 De Ronde Drive Fairfield, CA Foxboro Elementary School 600 Morning Glory Drive Vacaville, CA Golden West Middle School 2651 De Ronde Drive Fairfield, CA Travis Community Day School 2785 De Ronde Drive Fairfield, CA Travis Unified School District Page 3

4 Travis Unified School District District Office 2751 De Ronde Drive Fairfield, CA Current Phone Systems in Use The District does not have a centralized district-wide phone system. Currently: Each elementary school has a separate analog phone system. Vanden High School has a separate Toshiba phone system. Golden West Middle School, District Office, Travis Education Center, and Community Day School all share an Avaya phone system. During the mandatory bidders meeting, vendors can review and/or ask questions regarding the existing phone systems. 1.5 Network Infrastructure All TUSD elementary school sites have 1 Gbs connectivity back to the District Office via Comcast fiber. Vanden High School, Golden West Middle School, and TEC/Community Day are connected back to the District Office via 10 Gbs fiber owned by the District. All IDF and MDF locations throughout all schools have recently been upgraded with HP 2920G POE+ switches to support this VOIP System project. The District does not currently have a VLAN or separate network for voice traffic and it is expected that the Vendor will include this, as applicable, pursuant to the VOIP System design deliverables which are within the scope of this project. 1.6 Acknowledgement Please acknowledge that you have received this document and intend to apply by ing formal letters of receipt to: Jon Cornelison Directory, Technology Services Travis Unified School District Jackie Violette Purchasing Assistant Travis Unified School District 1.7 Schedule The following schedule is a tentative schedule of events for this project. Vendors should submit an abbreviated project plan that incorporates your best estimate of a reasonable timeline for implementation of this project to ensure success of the project at a reasonable cost to the District. Event Date/Time Release of RFP May 18, 2015 Mandatory Bidders Meeting May 28, :00 AM Meeting to take place at: Travis Unified June 11, :00AM School District, District Office, 2751 De Ronde Drive, Fairfield, CA Travis Unified School District Page 4

5 Deadline for submittal of questions June 4, :00 PM June 18, :00 PM Proposals Due June 10, :00PM June 25, :00PM Vendor Selection (tentative) June 17, 2015 July 2, 2015 Contract Negotiations / Contract Execution June 18 25, 2015 July 8 10, 2015 Implementation Starts (negotiable/tentative) July 1, 2015 July 15, 2015 Cut-over (negotiable/tentative phased OK) July 31, 2015 August 31, 2015 District Staff Training (negotiable/tentative) TBD School Staff Training (negotiable/tentative) TBD Final Punch List and Acceptance (tentative) TBD 1.8 RFP Coordinator The District RFP coordinator is the sole point of contact for this procurement. All communications between a proposer and the District shall be with the RFP Coordinator set forth below: Jackie Violette, Purchasing Assistant Travis Unified School District 2751 De Ronde Drive Fairfield, CA Office: Fax: Submission of Proposals Responding vendors are required to submit via one electronic copy of their proposal in Adobe PDF file to the RFP Coordinator on or before June 10, 2015 at 3:00 PM PST. The subject of the shall be RFP : District VOIP System. Each response must conform and be responsive to this RFP and the requirements outlined within. TUSD reserves the right to reject any or all proposals and to waive any irregularities or informalities in vendor proposals or in the proposal process. Late proposals will not be accepted and will be automatically disqualified from further consideration. All proposals and any accompanying documentation become the property of the District and will not be returned General Conditions 1. E-RATE. The initial acquisition of the VOIP System and FY service is not conditional of Universal Service Fund (E-Rate) funding/approval. The District has established a budget for the initial acquisition and FY service. However, the Travis Unified School District Page 5

6 District will apply for E-Rate approval for ongoing service/cost for subsequent years (FY and beyond) as applicable. 2. MOST FAVORABLE TERMS. The District reserves the right to make a decision without further discussion of the proposal that is submitted. Therefore, the proposal should be submitted with the most favorable terms. The District may contact the proposer for clarification, but there may not be an opportunity for proposers to present "best and final" offers. Proposers must be prepared to enter into a contract based on their proposal and the terms and conditions in this RFP. 3. QUESTIONS. All questions and requests for clarification will only be accepted in writing via FAX or . Questions should be sent to the RFP Coordinator in accordance with schedule and question deadline listed in this RFP. Responses will be sent to all vendors that attend the bidder s conference in the form of a FAQ. 4. NON-DISCRIMINATION. The District does not discriminate on the basis of race, creed, color, national origin, age, sex, marital status, sexual orientation, physical, sensory or mental disabilities or use of a trained guide dog or service animal. Vendors may contact the RFP Coordinator to receive this Request for Proposals in an alternative format. 5. BACKGROUND CHECK. Vendor employees, and any subcontractors along with subcontractor employees will be required to pass a background check as a condition of contract award and work performance. 6. MILITARY BASE ACCESS. Two school sites are located on Travis Air Force Base so Vendor employees, and any subcontractors along with subcontractor employees will be required to pass the DOD screening process in order to obtain a base pass as a condition of work and contract award for this RFP. 7. VARIATIONS FROM SPECIFICATIONS. All variations from the specified products, equipment or services shall be fully explained and included with the bid. Manufacturer brands shall be used in all cases. TUSD reserves the right to increase or decrease quantities, or modify conditions and specifications, by mutual agreement with the selected vendor both at the time of the acceptance of the bid and subsequent thereto. 8. AWARD SELECTION CRITERIA. Consideration for awarding purchases or contracts shall include: Price, Understanding of Needs, and Adherence to Specifications, Prior Experience, Personnel Qualifications, Financial Stability, Product Quality, Quality Technical Support and Service, Past Performance to TUSD, Warranties, and familiarity with the project scope. 9. MANDATORY BIDDERS CONFERENCE. There will be a mandatory bidder s conference with site walk-through on May 28, :00 AM. The meeting place will be at the District Office, 2751 De Ronde Drive, Fairfield, CA The representative facilities to be toured with be: District Office, Center Elementary School, and Vanden High School. Please allow 3 hours for the conference. 2. Company Information Included in their response, vendors must describe the relevant aspects of their organization including but not limited to the information listed below: 1. Company Background. List the information required to provide the District with a detailed understanding of your firm including: a. Vision, objectives Travis Unified School District Page 6

7 b. Size, location c. Number of years in operation d. Number of customers e. Location of customers f. Length of customer relationships g. K12 customer references h. Other customer references i. Location of Network Operating Center j. Location of Redundant Network Operating Center(s) with failover capabilities k. Is your firm currently subject to any litigation? l. Has your firm ever had a contract terminated for default in the last five years? m. Are you rebranding services from another vendor? If so, who? n. Will all products and services be on one bill from a single vendor? 2. Offering. List the information required to provide the District with a detailed understanding of your organization s VOIP offering(s) including: a. Products offered (including VOIP equipment, phone instruments, VOIP cloud services, long distance plans, and other products relevant to this RFP. b. Services offered (included installation, consulting, planning, design, project management, and training services) c. Locations currently installed or providing service to d. Market segments operating within e. Market share captured f. Competitors 3. Experience. List the information required to provide the District with a detailed understanding of the experience of your organization including: a. Project team background information (resume or biography of key staff who will be assigned to this project during implementation) b. Level of knowledge of services offered c. Level of expertise in services offered 4. Approach. List the information required to provide the District with a detailed understanding of the approach to be taken by your firm towards deployment of the VOIP System and other deliverables including: a. The method for delivery of the VOIP system core equipment b. The method for delivery of the phone instruments c. The activities involved with training, documentation and support d. The activities involved with undertaking other project deliverables 3. Solution In this section, vendor should describe their proposed solution. This solution will involve the supply of one single VOIP system to replace the various phone systems in use throughout the District including onsite project management and coordination services, training, documentation, and support in response to the specific requirements set forth in this RFP provided below. Key Capabilities Required: PBX services hosted in NOC that meet E-Rate Priority One funding requirements (for future funding years) Travis Unified School District Page 7

8 Local and long distance calling plans based on review of district current use DID numbers 325 Basic Classroom IP Phones with Speaker 100 Mid-Level IP Office Phones with Duplex Speaker 9 IP Conference Phones 475 Virtual Extension with VM and UC E911 notification from the classroom Optional full time recording (priced separately) TUSD reserves the right to increase or decrease quantities during final contract negotiations. 3.1 Quote Requirements List the information required to provide the District with a detailed understanding of the solution proposed. Detailed information is required in this section for the District to gain a full appreciation of the solution being offered. You response must include: A narrative explanation (including any necessary graphic aids) of the proposed plan and process for delivering a functional and tested VOIP System that meets the project scope. A narrative explanation (including any necessary graphic aids) of the proposed plan and process for migrating from the various phone systems in use throughout the District to one single district-wide unified VOIP system with four digit extensions. A narrative explanation (including any necessary graphic aids) on your proposed process for documenting existing call flow requirements and implementing these requirements into the new VOIP System. A narrative explanation (including any necessary graphic aids) on how your solution is compatible with the District s Office 365 E4 plan regarding Microsoft Lync technology. A narrative explanation (including any necessary graphic aids) on how your solution is compatible with the District s Office 365 E4 plan regarding Microsoft Unified Communications integration. A narrative explanation (including any necessary graphic aids) on your process for decommission the old phone systems while not affecting school bell systems (i.e. school bell systems must function). A narrative explanation (including any necessary graphic aids) on your proposed process for training district staff on the use of the new phone features, Microsoft Lync features, unified communications, and emergency features. A narrative explanation (including any necessary graphic aids) on how your firm will conduct a detailed network audit and assessment to ensure QOS is obtained. Travis Unified School District Page 8

9 A narrative explanation (including any necessary graphic aids) on how your firm will also incorporate emergency analog lines at each school into this solution. 3.2 VOIP System Functionality Requirements In addition to the above, your proposal should specifically address each of the below District requirements in all of the following sections: IP Telephone Set Features Feature buttons: DND, redial, missed call display, conference, speed dial (personal & group), record, paging, call park, and emergency Lighted display to indicated voice mail messages BLF function keys Caller ID Hands free interrupt based Intercom features Speaker phone Call Handling, Forwarding, and Routing District-wide calling by extension Live answering during school hours and auto attendant for nights, weekend, and holidays ACD Advanced Call Distribution capabilities Multiple call queuing/waiting Option for queue position and wait times Find-me/Follow-me for all users Call twinning option for all users Built in music on hold or announcements on hold with support for WAV and MP3 audio files, configurable on a per school basis Microsoft Unified Messaging and Lync Capabilities Compatibility and integration with District provided Microsoft Lync licenses and service (District has Office 365 E4 plan) Voic are sent to Microsoft Exchange mailboxes respectively Integration with Microsoft Lync Client for call control and presence management. Dialing Integration with Microsoft Outlook Contacts Integration with Microsoft Active Directory to include such capabilities as disabling phone voic upon disabling Active Directory account Emergency & Notification e911 location notification features specific to each classroom The principal s phone should be notified of 911 call simultaneously Support for each school front office as well as select district offices to have a BAT phone with distinctive ring notified of 911 calls Support for optional call encryption Travis Unified School District Page 9

10 3.2.5 Call Recording Record phone calls activated via a button Option for system-wide full time call recording with a configured retention period Paging Capability for paging through phones via building and school wide Auxiliary paging port for external speaker(s) Call Accounting Software System wide call accounting package Call tracking capabilities (to help investigate incidents such as false bomb threat calls) Conference Calling Audio Conferencing Bridge built-in 4. Implementation Vendors must propose their implementation approach. This includes the methods of designing and deploying the VOIP System as well as the timeframes for delivery. District will provide certified Cat5 or Cat5e network drops for all endpoint phone locations. 4.1 Planning and Project Management List the information required to provide the project team with a detailed understanding of the approach to be taken by your company towards deployment of the VOIP System and other deliverables including: The method for delivery of the VOIP System Complete design of VOIP System Migration and phone number port plan Onsite coordination and installation of all end-point phone sets Coordination and scheduling of training Coordination of all PBX cutover Coordination of long distance plan cutover, if applicable. 4.2 Installation List the information required to provide the District with a detailed understanding of the installation services your company will provide including: Installation Services and Fees Trip Charges Travel, Time and Parking included Delivery/shipping included Optional de-installation & removal of present phone systems (District property is subject to surplus policies). Travis Unified School District Page 10

11 4.3 Training List the information required to provide the District with a detailed understanding of the training your company will provide including: Onsite training of new phone capabilities and usage by end users o Each school site shall receive onsite staff group workshops on phone/lync functionality o Additional onsite training shall be provided to the front office staff on phone call routing, emergency features, voice mail procedures o Travis Educational Center and Community Day School can be combined for the purpose of the training Onsite system administrator training Onsite trip charges for training (travel, airfare, lodging, parking, etc.) shall be included in price Training guides and cheat sheets to be customized for TUSD implementation Step-by-step on-line training videos on phone features and tasks Helpdesk support for end-user questions about use of phone system 4.4 Timeframes List the information required to provide the District with a detailed understanding of how your company will deliver the VOIP system in accordance with the requirements and schedule listed in this this RFP You may propose an alternate implementation timeline base on the request above to balance implementation versus cost and project success. If you propose an alternate timeline please provide an adequate explanation for your rationale for proposing your alternative. 5. Support / Managed Telecom Service List the information required to provide the District with a detailed understanding of the support offered by your company including: 24x7, 2 hour response for emergency service Guarantee of inventory for failed equipment Priority scheduling for moves, adds, and changed 24x7, 4 hour response for non-emergency service One year complete warranty on all equipment including priority repairing or replacement of defective equipment. Off-site backups of system programming, prompts, and voic Unlimited remote programming changes Annual call accounting analysis Full-time remote monitoring of VOIP telephone system Database restoration and system reprogramming with major failure 6. Pricing List the information required to provide the District with a detailed understanding of the pricing for the delivery of the VOIP System and service including: Phone service and equipment Price of all deliverables (including design, installation, project management, training, documentation and support) Travis Unified School District Page 11

12 Ongoing support and managed service costs District will consider cloud service offerings subject to the requirements set forth in this RFP Long distance and telephone service plans offered, if applicable Lease purchase option for a five year period Other requisite costs (e.g. ongoing support, third-party services) 7. Additional Documentation List any other information required to provide the District with the confidence that your firm can meet the requirements stated within this RFP. Examples of documentation may include: Product specifications or marketing brochures Web site addresses for product listings Profiles of staff providing services Case studies from other districts or similar size organizations. Travis Unified School District Page 12

13 Exhibit A: Instructions to Bidders Travis Unified School District Page 13

14 INSTRUCTIONS TO BIDDERS Contractors shall follow the instructions in this document, and shall submit all documents, forms, and information required for consideration of a Bid. 1. Bids are requested for a general contract, or work described in general, for the following project ( Project or Contract ): Request for Proposal District Wide VOIP Communication System 2. District will receive Bids from Bidders as stipulated in section Bidders must submit Bids on the Bid Proposal Form and all other required District forms. Bids not submitted on the District's required forms shall be deemed non-responsive and shall not be considered. Additional sheets required to fully respond to requested information are permissible. 4. Bidders must supply all information required by each Bid Document. Bids must be full and complete. District reserves the right in its sole discretion to reject any Bid as nonresponsive as a result of any error or omission in the Bid. Bidders must complete and submit all of the following documents with the Bid Form and Proposal: a. Bid Bond on the District's form or other security. b. Designated Subcontractors List. c. Site-Visit Certification. d. Noncollusion Declaration. 5. Bidders must submit with their Bids cash, a cashier's check or a certified check payable to District, or a bid bond by an admitted surety insurer of not less than ten percent (10%) of amount of base Bid, plus all additive alternates. If Bidder chooses to provide a Bid Bond as security, Bidder must use the required form of corporate surety provided by District. The Surety on Bidder s Bid Bond must be an insurer admitted in the State of California and authorized to issue surety bonds in the State of California. Bids submitted without necessary bid security will be deemed non-responsive and will not be considered. 7. If Bidder to whom Contract is awarded fails or neglects to enter into Contract and submit required bonds, insurance certificates, and all other required documents, within SEVEN (7) calendar days after the date of the Notice of Award, District may deposit Bid Bond, cash, cashier's check, or certified check for collection, and proceeds thereof may be retained by District as liquidated damages for failure of Bidder to enter into Contract, in the sole discretion of District. It is agreed that calculation of damages District may suffer as a result of Bidder's failure to enter into the Contract would be extremely difficult and impractical to determine and that the amount of the Bidder s required bid security shall be the agreed and conclusively presumed amount of damages. 8. Bidders must submit with the Bid the Designated Subcontractors List for those subcontractors who will perform any portion of Work, including labor, rendering of service, or specially fabricating and installing a portion of the Work or improvement according to Travis Unified School District Page 14

15 detailed drawings contained in the plans and specifications, in excess of one half of one percent (0.5%) of total Bid. a. An inadvertent error in listing the California contractor and or business license number on the Designated Subcontractors List shall not be grounds for filing a bid protest or grounds for considering the bid nonresponsive if the correct contractor s license number is submitted to the District within 24 hours after the bid opening and the corrected number corresponds with the submitted name and location for that subcontractor. 9. If a mandatory pre-bid conference and site visit ( Site Visit ) is requested as referenced in the Notice to Bidders, then Bidders must submit the Site-Visit Certification with their Bid. District will transmit to all prospective Bidders of record such Addenda as District in its discretion considers necessary in response to questions arising at the Site Visit. Oral statements shall not be relied upon and will not be binding or legally effective. Addenda issued by the District as a result of the Site Visit, if any, shall constitute the sole and exclusive record and statement of the results of the Site Visit. 10. Bidders shall submit the Noncollusion Declaration with their Bids. Bids submitted without the Noncollusion Declaration shall be deemed non-responsive and will not be considered. 11. Bids shall be clearly written without erasure or deletions. District reserves the right to reject any Bid containing erasures or deletions. 12. Bidders shall not modify the Bid Form and Proposal or qualify their Bids. 13. The Bidder and all Subcontractors under the Contractor shall pay all workers on all work performed pursuant to this Contract not less than the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work as determined by the Director of the Department of Industrial Relations, State of California, for the type of work performed and the locality in which the work is to be performed within the boundaries of the District, pursuant to sections 1770 et seq. of the California Labor Code. Copies of the general prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Contract, as determined by Director of the State of California Department of Industrial Relations, are available upon request at the District s principal office. Prevailing wage rates are also available on the internet at 14. Submission of Bid signifies careful examination of Contract Documents and complete understanding of the nature, extent, and location of Work to be performed. Bidders must complete the tasks listed below as a condition to bidding, and submission of a Bid shall constitute the Bidder's express representation to District that Bidder has fully completed the following: a. Bidder has visited the Site, if required, and has examined thoroughly and understood the nature and extent of the Contract Documents, Work, Site, locality, actual conditions, as-built conditions, and all local conditions and federal, state and local laws, and regulations that in any manner may affect cost, progress, performance, or furnishing of Work or that relate to any aspect of the means, methods, techniques, sequences, or procedures of construction to be employed by Bidder and safety precautions and programs incident thereto; Travis Unified School District Page 15

16 b. Bidder has conducted or obtained and has understood all examinations, investigations, explorations, tests, reports, and studies that pertain to the subsurface conditions, as-built conditions, underground facilities, and all other physical conditions at or contiguous to the Site or otherwise that may affect the cost, progress, performance, or furnishing of Work, as Bidder considers necessary for the performance or furnishing of Work at the Contract Sum, within the Contract Time, and in accordance with the other terms and conditions of Contract Documents, including specifically the provisions of the General Conditions; and no additional examinations, investigations, explorations, tests, reports, studies, or similar information or data are or will be required by Bidder for such purposes; c. Bidder has correlated its knowledge and the results of all such observations, examinations, investigations, explorations, tests, reports, and studies with the terms and conditions of the Contract Documents; d. Bidder has given the District prompt written notice of all conflicts, errors, ambiguities, or discrepancies that it has discovered in or among the Contract Documents and the actual conditions, and the written resolution thereof by the District is acceptable to Bidder; e. Bidder has made a complete disclosure in writing to the District of all facts bearing upon any possible interest, direct or indirect, that Bidder believes any representative of the District or other officer or employee of the District presently has or will have in this Contract or in the performance thereof or in any portion of the profits thereof; e. Bidder must, prior to bidding, perform the work, investigations, research, and analysis required by this document and that Bidder represented in its Bid Form and Proposal and the Agreement that it performed prior to bidding. Contractor under this Contract is charged with all information and knowledge that a reasonable bidder would ascertain from having performed this required work, investigation, research, and analysis. Bid prices must include entire cost of all work incidental to completion of the Work. 15. All questions about the meaning or intent of the Contract Documents are to be directed in writing to the District. Interpretations or clarifications considered necessary by the District in response to such questions will be issued in writing by Addenda ed, faxed, mailed, or delivered to all parties recorded by the District as having received the Contract Documents. Questions received less than SEVEN (7) calendar days prior to the date for opening Bids may not be answered. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. 16. Addenda may also be issued to modify other parts of the Contract Documents as deemed advisable by the District. 17. Each Bidder must acknowledge each Addendum in its Bid Form and Proposal by number or its Bid shall be considered non-responsive. Each Addendum shall be part of the Contract Documents. A complete listing of Addenda may be secured from the District. Travis Unified School District Page 16

17 18. Bids shall be based on products and systems specified in Contract Documents or listed by name in Addenda. Whenever in the Specifications any materials, process, or article is indicated or specified by grade, patent, or proprietary name, or by name of manufacturer, that Specification shall be deemed to be followed by the words or equal. Bidder may, unless otherwise stated, offer any material, process, or article that shall be substantially equal or better in every respect to that so indicated or specified. The District is not responsible and/or liable in any way for a Contractor s damages and/or claims related, in any way, to that Contractor s basing its bid on any requested substitution that the District has not approved. Contractors and materials suppliers who submit requests for substitutions prior to the award of the Contract must do so in writing and in compliance with Public Contract Code section All requests must comply with the following: a. District must receive any request for substitution a minimum of TEN (10) calendar days prior to bid opening. b. Within 35 days after the date of the Notice of Award, the Successful Bidder shall submit data substantiating a request for substitution containing sufficient information to assess acceptability of product or system and impact on Project, including, without limitation, the requirements specified in the Special Conditions and the Specifications. Insufficient information shall be grounds for rejection of substitution. c. Approved substitutions, if any, shall be listed in Addenda. District reserves the right not to act upon submittals of substitutions until after bid opening. d. Substitutions may be requested after Contract has been awarded only if indicated in and in accordance with requirements specified in the Special Conditions and the Specifications. 19. This Contract may include alternates. Alternates are defined as alternate products, materials, equipment, systems, methods, or major elements of the construction that may, at the District's option and under terms established in the Contract and pursuant to section of the Public Contract Code, be selected for the Work. 20. The District shall award the Contract, if it awards it at all, to the lowest responsive responsible bidder based on the criteria as indicated in the Notice to Bidders. In the event two or more responsible bidders submit identical bids, the District shall select the Bidder to whom to award the Contract by lot. 21. Time for Completion: District may issue a Notice to Proceed within THREE (3) months from the date of the Notice of Award. Once Contractor has received the Notice to Proceed, Contractor shall complete the Work within the period of time indicated in the Contract Documents. a. In the event that the District desires to postpone issuing the Notice to Proceed beyond this 3-month period, it is expressly understood that with reasonable notice to the Contractor, the District may postpone issuing the Notice to Proceed. Travis Unified School District Page 17

18 b. It is further expressly understood by Contractor that Contractor shall not be entitled to any claim of additional compensation as a result of the postponement of the issuance of the Notice to Proceed beyond a 3-month period. If the Contractor believes that a postponement of issuance of the Notice to Proceed will cause a hardship to the Contractor, the Contractor may terminate the Contract. Contractor s termination due to a postponement beyond this 3-month period shall be by written notice to District within TEN (10) calendar days after receipt by Contractor of District's notice of postponement. c. It is further understood by the Contractor that in the event that Contractor terminates the Contract as a result of postponement by the District, the District shall only be obligated to pay Contractor for the Work that Contractor had performed at the time of notification of postponement and which the District had in writing authorized Contractor to perform prior to issuing a Notice to Proceed. d. Should the Contractor terminate the Contract as a result of a notice of postponement, District shall have the authority to award the Contract to the next lowest responsive responsible bidder. 22. The Bidder to whom Contract is awarded shall execute and submit the following documents by 5:00 p.m. of the SEVENTH (7 th ) calendar day following the date of the Notice of Award. Failure to properly and timely submit these documents entitles District to reject the bid as non-responsive. a. Agreement: To be executed by successful Bidder. Submit two (2) copies, each bearing an original signature. b. Escrow of Bid Documentation: This must include all required documentation. See the document Escrow of Bid Documentation for more information. c. Performance Bond (100%): On the form provided in the Contract Documents and fully executed as indicated on the form. d. Payment Bond (100%) (Contractor's Labor and Material Bond): On the form provided in the Contract Documents and fully executed as indicated on the form. e. Insurance Certificates and Endorsements as required. f. Workers Compensation Certification. g. Prevailing Wage and Related Labor Requirements Certification. h. Criminal Background Investigation/Fingerprinting Certification. 23. Any bid protest by any Bidder regarding any other bid must be submitted in writing to the District, before 5:00 p.m. of the THIRD (3 rd ) business day following bid opening. a. Only a Bidder who has actually submitted a bid, and who could be awarded the Contract if the bid protest is upheld, is eligible to submit a bid protest. Travis Unified School District Page 18

19 Subcontractors are not eligible to submit bid protests. A Bidder may not rely on the bid protest submitted by another Bidder. b. A bid protest must contain a complete statement of any and all bases for the protest and all supporting documentation. Materials submitted after the bid protest deadline will not be considered. c. The protest must refer to the specific portions of all documents that form the basis for the protest. (1) Without limitation to other bases for protest, an inadvertent error in listing the California contractor license number on the Designated Subcontractors List shall not be grounds for filing a bid protest or grounds for considering the bid nonresponsive if the correct contractor s license number is submitted to the District within 24 hours after the bid opening and the corrected number corresponds with the submitted name and location for that subcontractor. (2) Without limitation to other bases for protest, an inadvertent error listing an unregistered subcontractor shall not be grounds for filing a bid protest or grounds for considering the bid nonresponsive provided that any of the following apply: (i) The subcontractor is registered prior to the bid opening. (ii) The subcontractor is registered and has paid the penalty registration fee within 24 hours after the bid opening. (iii) The subcontractor is replaced by another registered subcontractor pursuant to Public Contract Code section d. The protest must include the name, address and telephone number of the person representing the protesting party. e. The party filing the protest must concurrently transmit a copy of the protest and any attached documentation to all other parties with a direct financial interest that may be adversely affected by the outcome of the protest. Such parties shall include all other bidders or proposers who appear to have a reasonable prospect of receiving an award depending upon the outcome of the protest. f. The procedure and time limits set forth in this paragraph are mandatory and are each bidder s sole and exclusive remedy in the event of bid protest. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings. 24. District reserves the right to reject any or all bids, including without limitation the right to reject any or all nonconforming, non-responsive, unbalanced, or conditional bids, to rebid, and to reject the bid of any bidder if District believes that it would not be in the best Travis Unified School District Page 19

20 interest of the District to make an award to that bidder, whether because the bid is not responsive or the bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by District. District also reserves the right to waive inconsequential deviations not involving price, time, or changes in the Work. For purposes of this paragraph, an unbalanced bid is one having nominal prices for some work items and/or enhanced prices for other work items. 25. Discrepancies between written words and figures, or words and numerals, will be resolved in favor of numerals or figures. 26. Prior to the award of Contract, District reserves the right to consider the responsibility of the Bidder. District may conduct investigations as District deems necessary to assist in the evaluation of any bid and to establish the responsibility, including, without limitation, qualifications and financial ability of Bidders, proposed subcontractors, suppliers, and other persons and organizations to perform and furnish the Work in accordance with the Contract Documents to District's satisfaction within the prescribed time. Travis Unified School District Page 20

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