REQUEST FOR PROPOSALS RFP#

Transcription

1 REQUEST FOR PROPOSALS RFP# TRANSPORTATION ROUTING SOFTWARE, EQUIPMENT & SERVICES DATE: October 27, 2015 Website: CONTACT PERSON: Alan Hagy, at , or Request for Proposal submittals are due on or before WEDNESDAY, NOVEMBER 18, 2015, at 10:30 a.m. All submittals must be signed and ed to Hard copies are not to be submitted. NOTES TO ALL VENDORS: 1. Vendor must keep Dallas County Schools ( DCS ) advised of any changes in status. 2. All questions regarding this Request for Proposals must be in writing and be ed to Alan Hagy, at ahagy@dcschools.com. Questions by phone or ed to anyone else will not be considered. 3. All items purchased from this solicitation must meet all applicable local, state, and federal rules and regulations. 4. Proposers must make entire submittal in and attachments to RFPSubmittals@dcschools.com. 5. RFP, Addendums, and other specifications will be posted on 6. Award may be used by DCS and related entities. 7. Bidders Meeting will be held on THURSDAY, November 5, 2015, beginning at 10:00am. It will be held at Dallas County Schools Technology and Training Center at 5151 Samuell Blvd, Dallas, Texas Cost of Performance and Payment Bonds, along with other requested and required insurance must be included in submittal price and provided by successful vendor within 5 working days after being notified of being the awarded vendor. Page 1

2 9. Vendors already approved by the Texas Department of Information Resources, may also be considered. Submission of this proposal shall serve as evidence that the offeror understands and agrees to all conditions of the Request for Proposals. Faxed proposals will not be considered. All offerors must complete all attached forms. Failure to submit all required forms may result in disqualification of your proposal. NAME OF VENDOR PRINTED NAME OF REPRESENTATIVE PHYSICAL ADDRESS MAILING ADDRESS, IF DIFFERENT PHONE, CELL PHONE, & ADDRESS SIGNATURE OF REPRESENTATIVE DATE Page 2

3 1. Contract Documents: INSTRUCTIONS/GENERAL INFORMATION A. DCS expectations with respect to the performance by each Vendor in connection with this purchase are set out in the Contract Documents, which consist of this Request for Proposal ( RFP ), any award letter(s), any purchase order(s), and any final contract to be negotiated by the parties. Vendors who fail to examine the Contract Documents do so at their own risk. B. Preparation and Submission of Proposals: 1) Any explanation desired by a vendor regarding the meaning or interpretation of any portion of the Contract Documents must be requested in writing to the Purchasing Department in a timely manner to allow for a reply to reach vendors before the submission of their proposals. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to one prospective vendor will be furnished to all prospective vendors as a Proposal Addendum, if such information is necessary to vendors in submitting their proposals or if the lack of such information would be prejudicial to an uninformed vendor. 2) Proposals may be modified or withdrawn by written or telegraphic (including facsimile) notice received by DCS prior to the exact hour and date specified for receipt of proposals. A proposal may also be withdrawn in person by a vendor or an authorized representative, provided his/her identity is made known and he/she signs a receipt for the proposal, but only if the withdrawal is made prior to the exact hour and date set for the receipt of proposals. C. Vendor Information: 1) Each vendor shall furnish the information required by the Contract Documents. a) The vendor shall sign the proposal, all addenda, and the proposal sheet. The person signing the proposal must initial erasures or other changes. Proposals signed by an agent must be accompanied by evidence of the agent s authority unless such evidence has been previously furnished to DCS. b) If the vendor anticipates a price change due to economic conditions, vendor must give thirty (30) days written notice to DCS. Approval from DCS must be obtained before any price change is effective. Page 3

4 c) Deliveries shall be FOB Destination to DCS destination sites. Freight prepaid and assumed by the vendor. DCS reserves the right to pick up items in lieu of delivery from local vendors. d) The vendor may offer an equal product or product exceeding specifications as an alternate proposal. Final determination of whether or not an item is an approved equal remains with DCS. e) All data and material safety data sheets (MSDS), if applicable, must accompany proposal. f) Proposals submitted on forms other than the DCS forms or with different terms or provisions may be considered as non-responsive proposals. g) DCS expects that all proposals will remain valid for the term of this proposal. h) The vendor shall certify that no federal or state suspension or debarment is in place, which would preclude receiving a state or federally funded award. D. Reservations - DCS expressly reserves the right to: 1) Waive minor deviations from the specifications when it is determined that the total cost to DCS of the deviating proposal is lower than the lowest conforming proposal which meets all aspects of the specifications, and the overall function of the goods or services, or both, specified in the deviating proposal is equal to or greater than that of the conforming proposal. 2) Waive any defect, irregularity or informality in any proposal procedure. 3) Reject any or all proposals. 4) Amend a proposal prior to proposal opening date to extend or make changes to specification. 5) Procure any item by other means. 6) Increase or decrease the quantity specified in the proposal, unless the offeror specifies otherwise. 7) Consider and accept an alternate proposal as provided herein when most advantageous to DCS. Page 4

5 E. Evaluation Criteria: DCS shall evaluate responsive proposals in accordance with Texas Education Code Section (b) and the following factors: 1) The purchase price. 2) The reputation of the Vendor and of the Vendor s goods and services. 3) The quality of the Vendor s goods or services. 4) The extent to which the goods or services meet the Buyer s needs. 5) The Vendor s past relationship with the Buyer. 6) The impact on the ability of the Buyer to comply with laws and rules relating to historically underutilized businesses. 7) The total long-term cost to the Buyer to acquire the Vendor s goods or services. 8) Vendor s service and delivery capabilities. 9) Warranty and warranty service history. 10) Probability of continuous availability. 11) Any other relevant factor specifically listed in the request for bids or proposals. 12) Other factors that may be considered are: a) Vendor response time. b) Compatibility of goods/products purchased with those already in use by the Buyer. F. System Specifications: 1) Application Software a) Must be supported as a clientless browser based application and must be fully compatible and supported on: i. Thin-client/zero client devices ii. Microsoft Windows supported browsers iii. Mac supported browsers iv. Apple IOS browsers v. Android OS browsers Page 5

6 2) Backend Systems a) Database i. Centralized database design ii. Must be fully compatible and supported on Microsoft SQL 2012 and later. iii. Must support multiple SQL instances and multiple SQL databases per instance for support of multiple entities b) Database Reporting Engine: i. Customization Capable ii. Crystal Reports Compatible iii. SQL Queries Compatible iv. Reports Output in a variety of formats v. Quickly and easily create ad-hoc reporting capabilities and queries vi. Native and SMS reporting delivery c) System (Server) Platform Support: i. Must be fully compatible and supported with VMWare 5.5 and later ii. Must be fully compatible and supported with Microsoft Server 2012 and later d) System (Storage) Requirements: 3) Security: i. Must include required disk/lun/storage configuration based on documented performance metrics a) Permit definition of organization/department/group/individual user level permissions per database b) Permit transitive permissions across databases c) LDAP integration per database 4) System Design and Performance Characteristics Page 6

7 a) Initial full system load: i. 300 users concurrently ii. 80,000 students iii. 2,100 buses b) Initial system must perform at a maximum of 60% utilization of processor, memory, and I/O fully implemented and at full load c) Documentation of system scalability requirements (server count, SQL instance count, database count, disk space increase) for incremental increases in SQL instances, databases, reporting, and concurrent users must be provided Growth projection documentation 5) Software/Hardware Product Specifications: a) Program/Software b) Provide evidence that the system has software tools to quickly and accurately convert data from a current routing and scheduling systems to the supplier s system c) Must be fully designed for regular and special education student populations d) System should be able to have users customize their preferences screen by screen and field by field e) Must be Calendar based - Using dates and not just day of the week for district, programs, routes and schedules f) Capable of displaying the scheduling map, including routes and stops, while adhering to all travel policies g) Audio Turn-by-Turn directions, activated by vehicle speed h) Driver & Vehicle Validation i) Ridership Tracking j) Schedule Adherence Status k) Next Time-point Display Page 7

8 l) Two Way Messaging m) System Time n) Text to Speech Guidance o) Planned vs. Actual Comparative Analysis Reporting p) Track & Display Planned vs. Actual Events q) Actual v. Scheduled Routing Solution needed r) Planning data updates each day i. Include frequency of system s note revisions s) Playback Vehicle History t) View early, on-time, late, missed events u) Export planned vs. actual to Google Earth v) View actual aerial photography w) Audit Tracking x) Security System y) Report writer z) Multi-bus transfers aa) Attendance Boundary Display Software bb) Real-time route management i. Dashboard flip-flop interface ii. Dashboard dispatch/driver log interface cc) Remote software training 6) GPS(AVL)/ RFID a) Hardware and Software should be single sourced and integrated with routing i. Mobile Data Terminal with GPS b) System should update daily schedule based on AVL data Page 8

9 c) Must fully integrate with existing Zonar Systems vehicle-mounted GPS/AVL devices, and must use cellular communication to transmit vehicle location and speed information to the server d) GPS/AVL software must be able to track in real time vehicle information and compare this information to planned activities (such as driving path, stop sequencing, arrival/departure times) contained in the routing and scheduling databases 7) Student Data a) The student import process automatically loads student changes provided by client school districts b) The system should be able to assign multiple pickup/delivery locations to a student for different days of the week c) The system should be able to assign multiple programs to a student for a single day or each day of the week d) The system should be able to set a student to inactive for a specified period of time or permanently using calendar dates e) The system should have an ability for electronic write up of student conduct f) The system should have a history of student transportation details including: i. Pickup/Drop-off locations ii. Pickup/Drop-off times iii. Vehicle/Drivers servicing student 8) Routing & Scheduling a) The system should have the ability to define transportation rules that can control who is routed with whom. Types of rules include: i. Groups of students that cannot ride together ii. Individual students that cannot ride together iii. Drivers that cannot service particular students Page 9

10 b) The system should be able to ensure that students are assigned to the appropriate vehicle type when special vehicle services are required i. Ability to assign students with special needs to specific vehicles with the necessary equipment and/or support staff c) System must interface with all TEA approved student information systems d) The system should be able to create automatically entire days schedule for a vehicle e) The system should have a user interface to control routing algorithms to create multiple routing configurations f) The system should have violation settings that work with scheduling g) The system should be able to create schedules for each day of the week using dates h) The system should be able to perform different day/different destination routing and scheduling i) The system has proven optimization capabilities for both bus runs and bus routes j) The system should be able to accurately reflect who is routed each day k) The system should have automatic stop sequencing when adding new stops l) The system should include a complete software package that has a GIS map of our service area m) The system must have data communication capabilities with the supplier s GPS/AVL module 9) Mapping Capabilities should contain at a minimum: a) Designate streets as being closed by time and/or date range b) Increase/Decrease street speeds by time and/or date range c) Implement turn restrictions and turn penalties d) Drag and Drop Technology e) Corner stop setup Page 10

11 i. Actual corner location defined by bus path 10) Real-time performance metrics to include: a) DTD Distance to Destination b) ETA Estimated Time of Arrival c) DTM Distance to Maneuver (turn) d) Map in 2D, North Up, route highlighted e) Must have Cellular, WI-FI, RF compatibility f) Route Cost analysis g) Defined either by Vehicle, Driver, or Monitor contracts 11) Support: a) Local ground support b) Telephone/Remote support c) Documentation support 12) Implementation Services: a) Present a multi-phased project plan that will the supplier s GPS/AVL system to be used concurrently with the current routing and scheduling system while the supplier s routing and scheduling system is being implemented b) Provide accurate geocode (GIS map) including specific locals of our DCS and customer service areas c) Enter all current school, student, and busing information into the system databases d) Provide on-site system training e) Interface/Integration Development a) Interface for PowerFleet b) Interface for Assetworks c) Interface for Zonar Page 11

12 i. Must provide on Zonar Systems letterhead, a written confirmation from Zonar Systems that the suppliers has proven to be able to integrate Zonar systems hardware with the supplier s routing and scheduling and GPS/AVL software d) Interface for Fuel Focus e) Interface for Student Safety Program f) Interface for Telemetrics g) Interface for Crisis-Go emergency alert system h) Provide interface development cost as included with implementation and as optional. 13) Licensing: a) Initial License Fee b) Annual License and Maintenance Fee c) Documentation for new licensing for new customers 14) Optional: a) Hosted Solution vs On-Prem. 15) Contract Term: for duration of project. 16) Price Increases: Prices for this type of contract are firm for the term of the negotiated contract. Prices may be decreased at any time after award. Throughout the term of the contract, charges shall not exceed the contract prices. If prices are affected by statute, regulation, administrative or judicial order, vendors may not include additional costs in billing to the end user. Vendors must first provide DCS written justification for increase and DCS must make a determination of applicability of the increase to the contract. In the event a vendor offers or provides a decrease in rates to its customers or potential customers for the same services provided for DCS pursuant to its contract, the vendor must provide the same decrease in rates for DCS. It is recommended that the vendor provide said rate decreases voluntarily. If DCS learns of a decrease in rates from a source other than the vendor, the vendor shall credit DCS with the difference between DCS' contracted rate and the decreased rate from the date of said decrease or the vendor's contract will be subject to cancellation at the Page 12

13 discretion of DCS. Any charges not proposed but required to make this service viable will be considered hidden cost and will be provided by the vendor at no additional cost to DCS for the term of the contract. 17) Pricing: Proposals must include specific unit rates for DCS, price extensions, and specific one-time costs. Pricing provided by a vendor s schedules of services will not be considered as responsible bid. All pricing and any awarded contract under this RFP shall be good for DCS and any other entity purchasing through DCS. 18) General Information: Name of company: Address of principal location: Phone: Fax: Form of Business Organization: Responsible contact personnel: Name Phone: Name Phone: Name Phone: How many years has your company been in business in its current capacity?. How many years has your organization been in business under its present name?. Under what other or former names has your company operated?. Claims and lawsuits (if the answer to any of the questions below is yes, please attach details). Has your company ever failed to complete any work awarded to it?. Page 13

14 Are there any judgments, claims, arbitration proceedings or suits pending or outstanding against your management or company?. Has your company filed any lawsuits or requested arbitration or mediation with regard to contracts or awards within the last fifteen years?. Within the last fifteen years, has any manager or principal of your company ever been a manager or principal of another organization when it failed to complete a contract or award?. Are there any judgments, claims, arbitration proceedings or suits pending oroutstanding against your company? 19) Project Experience: Vendor shall provide a list of three (3) projects of similar type, size and complexity. State project (customer) name, description of work, dollar value, publicentity, yes or no, and date using the format below. Projects listed must have been performed within the last five (5) years. Please include additional information with proposal if available. 1. Project Name Description of Work Dollar Value Public Entity Yes or No Date 2 3. Reference Names for Projects listed above. 1. 1a. 2. 2a. Project number from above. and phone number of reference. Page 14

15 3. 3a. 20) References: a) Proposal shall provide up to six (6) references from company owners or management personnel from projects listed above. There must be at least one (1) reference for each project listed. Under the Reference Names header, 1a and 1b correlate with the vendor s project 1; 2a and 2b correlate with the vendor s project 2; and 3a and 3b correlate with the vendor s project 3. b) References must include District name and address, District size (total student population and total number of school buses), and contact information (name, title, phone number, address.) c) The supplier must provide one (1) reference for the supplier s successful transition from a school district s current system to the supplier s system. d) For the Project Experience and References, the following is being asked for and should be supplied in the spreadsheet: The supplier is being requested to provide up to three (3) projects and with up to 2 references for each. Each project should be for school Districts with bus fleets of more than 600 vehicles and have used the supplier s routing and scheduling software for at least five (5) years. e) The supplier is also be requested to provide three (3) references for school Districts that have used the supplier s GPS/AVL software in conjunction with Zonar Systems V3 on-vehicle GPS devices. These 3 references can be and should be part of the first 6 requested references from 3 projects. Page 15

16 21. Certifications: Employees certifications pertaining to work are to be included in submittal. 22. Minimum Insurance Requirements: Prior to performing any services, vendor shall procure, maintain and provide any applicable insurance certificates, policies and endorsements, in at least the following amounts, to protect vendor and DCS from claims arising out of the performance of the services under this RFP and caused by any error, omission, negligent act or omission, or design defect by vendor, such insurance to be in a form approved by DCS, with an effective date prior to the beginning date of services. Such insurance shall be written on an occurrence basis, if available, and on a claims-made basis, if occurrence basis insurance is not available. Vendor shall maintain its insurance in full force and effect and uninterrupted during the term of the agreement and after the completion of services until the completion of any applicable statute of limitations. Vendor shall furnish to DCS insurance certificates, policies and endorsements upon request at any time. Vendor shall name DCS as an additional insured under his policies for comprehensive general liability and comprehensive automotive liability. Insurance shall be obtained from companies licensed to do business in the State of Texas by the Texas Department of Insurance. The policies shall include a waiver of subrogation in favor of DCS. Any deviation from these requirements can only be approved by DCS. Any nonconformity may be grounds for termination or modification of the agreement. To the extent that vendor is unable to procure the insurance designated herein because the insurance is not reasonably available or is cost-prohibitive, then vendor shall provide written notice to DCS. Said lack of insurance may then be grounds for termination or modification of this agreement. a. Worker s Compensation Statutory Limits. b. Employer s Liability $ 1 Million c. Comprehensive General Liability Bodily Injury Property damage $ 1 Million each occurrence $ 2 Million aggregate $ 1 Million each occurrence d. Automobile Liability Bodily injury $100,000 per person $300,000 per occurrence Page 16

17 Property Damage $100,000 per occurrence e. Errors and Omissions Insurance $ 1 Million f. Umbrella Excess Liability Coverage Policy $ 1 Million per occurrence 23. Texas Workers Compensation Insurance: If vendor will be performing services on-site, a copy of a certificate of insurance, a certificate of authority to self-insure issued by the Texas Department of Insurance (TDI), or a coverage agreement (DWC-81, DWC-82, DWC-83, or DWC-84), showing statutory workers compensation insurance coverage for the vendor or his employees providing services on the project is required for the duration of the project. 24. Background information and Objectives: DCS has one of the largest transportation fleets in the United States. With a fleet of approximately 1,700 buses, DCS transports over 60,000 students to and from school every day, as well as providing transportation for school events, field trips, and special programs. DCS objective in this RFP is to purchase transportation routing software, GPS equipment and software, and RFID equipment and software to assist and enhance the management of student transportation. Page 17

18 STANDARD TERMS AND CONDITIONS These standard terms and conditions are requirements that are binding upon the Vendor awarded the proposal and form a part of all contract documents and/or purchase orders for items included in the specifications and proposal forms issued herewith. They communicate Dallas County Schools ( DCS or Buyer ) expectations in regards to the Vendor s performance in connection with any DCS purchase. To the extent any terms and conditions in this Request for Proposal conflict with DCS Policy Chapter 21 - Purchasing and Acquisition, or state or federal law, including but not limited to Texas Education Code Chapter 44, DCS Policy Chapter 21 and state and federal law supersedes these terms and conditions. In accordance with Texas Education Code and DCS Policy Chapter 21, all authority of the Board of Trustees with respect to procurement matters is delegated to the Superintendent or his designee. A. CONTRACT/INVOICES 1. Final Contract: The final terms and conditions for this project may be set forth in a contract signed by the Vendor and the DCS Superintendent. Any such contract expressly incorporates all terms and conditions set forth in this RFP. Any deviations from this must be in writing signed by the DCS Superintendent. 2. Invoices and Payments: a) Successful responsive bidder shall submit invoices, in duplicate, as specified in the final contract. Invoices shall not be due before thirty (30) days. b) Mail to: Dallas County Schools, Attn: Accounts Payable, P.O. Box , Dallas, Texas Payment shall not be due until the above instruments are submitted after delivery. Suppliers should keep the Purchasing Department advised of any changes in remittance address c) Do not include Federal Excise, State or City Sales Tax. Buyer shall furnish tax exemption certificate, if required. If it is determined that tax is included in Proposal, it will disqualify the Vendor. B. PROPOSALS, PRICING & VENDOR REQUIREMENTS 1. Special Tools and Test Equipment: If the price stated on the face hereof includes the cost of any special tooling or special test equipment fabricated or required by Vendor for the purpose of fulfilling this contract, such special tooling equipment and any process sheets related thereto shall become the property of the Buyer and to the extent feasible shall be identified by the Vendor as such. Page 18

19 3. Material Safety Data Sheets (MSDS): Buyer requires product verification in the form of MSDS reports (where applicable and available) submitted at the time of the Proposal opening and on any product offered by a Vendor as an alternate to the specifications. 4. Warranty Price: a. Please include written explanation of warranty terms. This must include any and all time lengths, any extension at no-charge, when the warranty period begins and ends. Please include any programs advantageous for Buyer. b. The price to be paid by the Buyer shall be that contained in Vendor's proposal. The Vendor warrants to be no higher than Vendor's current prices on orders by others for products and services of the kind and specification covered by this agreement for similar quantities under similar or like conditions and methods of purchase. In the event Vendor breaches this warranty, others shall reduce the prices of the items to the Vendor s current prices on orders, or in the alternative, Buyer may cancel this contract without liability to Vendor for breach or Vendor's actual expense. c. The Vendor warrants that no person or selling agency has been employed or retained to solicit or secure this contract upon an agreement or understanding for commission, percentage, brokerage, or contingent fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by the Vendor for the purpose of securing business. For breach or violation of this warranty, the Buyer shall have the right in addition to any other right or rights to cancel this contract without liability and to deduct from the contract price, or otherwise recover the full amount of such commission, percentage, and brokerage or contingent fee. 5. Warranty Products: Vendor warrants that the goods furnished will conform to the specifications, drawings and descriptions listed in the Request for Proposal and to the sample(s) furnished by Vendor, if any. In the event of a conflict between the specifications, drawings and/or descriptions, the specifications shall govern. VENDOR SHALL NOT LIMIT OR EXCLUDE ANY IMPLIED WARRANTIES AND ANY ATTEMPT TO DO SO SHALL RENDER THIS CONTRACT VOID AT THE OPTION OF THE BUYER. 6. Safety Warranty: Vendor warrants that any products sold to Buyer shall conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act (OSHA) of In the event a product does not conform to OSHA standards, Buyer may return the product for correction or replacement at the Vendor's expense. In the event Vendor fails to make the appropriate correction within five (5) business days, correction made by Buyer will be at Vendor's expense. Page 19

20 7. Warranty Against Infringements: As part of this contract, Vendor agrees to ascertain whether goods manufactured in accordance with the specifications attached to this agreement will give rise to the rightful claim of any third person by way of infringement or the like. Buyer makes no warranty that the production of goods according to the specifications will not give rise to such a claim, and in no event shall Buyer be liable to Vendor for indemnification in the event that Vendor is sued on the grounds of infringement or the like. If Vendor is of the opinion that an infringement or the like will result, the Vendor shall immediately notify Buyer to this effect in writing. If Buyer is subsequently held liable for the infringement or the like, Vendor will indemnify and hold Buyer harmless. 8. Right of Inspection: Buyer shall have the right to inspect the materials at delivery before accepting them and/or prior to payment of any invoice. Buyer s inspection of any materials does not waive Vendor s responsibility to comply with all terms and conditions of this Request for Proposal and any final contract. 9. Advertising: Vendor shall not advertise or publish, without Buyer's prior written consent, the fact that Buyer has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government. Written requests from Vendor must be sent to the Purchasing Department for approval or disapproval. 10. Insurance: Vendor shall maintain insurance in the types and amounts set forth above, as applicable. Buyer shall be listed as an additional insured under each such policy, and Vendor shall forward to Buyer a certificate of insurance verifying such insurance upon request. 11. No Liens: The parties agree that no architect, engineer, mechanic, contractor, materialman, artisan, laborer or subcontractor, whether skilled or unskilled, shall ever, in any manner have, claim or acquire any lien upon this project of whatever nature or kind so erected or to be erected by virtue of this agreement, nor upon any of the land upon which said improvements are so erected, built, or situated, such property being public property belonging to a political subdivision of the State of Texas, or upon any funds of Owner. 12. Indemnity: The Vendor shall, in connection with any contract awarded under this Request for Proposal and all purchases thereunder, hold harmless and indemnify Buyer, its Board of Trustee officers, employees, and agents from and against any and all claims, liabilities, losses, judgments, expenses, and/or damages resulting from or attributable to any act or omission of the Vendor and its agents and employees, including for any acts constituting negligence. 13. Compliance with Law: Vendor shall, and shall cause its representatives and agents to, follow and abide by all applicable federal, state and local ordinances and laws relating to or regulating the goods and services to be provided under this Request for Proposal. Page 20

21 14. Right to Audit: Vendor shall establish a reasonable accounting system, which enables ready identification of Vendor s cost of goods and use of funds. Buyer may audit Vendor s records anytime throughout the term of this contract and for a period of three years after final payment to verify Buyer s payment obligation and use of Buyer s funds. Buyer also has the right to examine the books and records of the Vendor to assure that the Vendor has complied with the contract and that no employee of the Buyer received any funds either directly or indirectly. This right to audit shall include subcontractors in which goods or services are subcontracted by Vendor. Vendor shall insure Buyer has these rights with subcontractor(s). Vendor warrants that no gifts or gratuities were or will be given to any of Buyer s employees either directly or indirectly to obtain this contract. 15. Vendor Qualifications: Vendors not on DCS current vendor list, shall be required to prove their qualifications concerning the following criteria: a. Financial capabilities. b. Bonding status. c. Ability to fulfill and abide by the terms and specifications. d. Quality and stability of product and sources. e. Vendor must provide copies of current certification and/or licenses, when applicable with proposal. 16. Proposal Evaluations: Proposals shall be evaluated in accordance with Texas Education Code (b) and the factors set forth above. 17. Proposal Forms: a. Proposals included in this packet must be completed in their entirety and returned along with any and all other information requested. b. Proposals must show the full name and address of the Vendor. Failure to manually sign proposal will disqualify it. C. TERMINATION & DEFAULT 1. Gratuities: The Buyer may, by written notice to the Vendor, cancel this contract without liability to Vendor if it is determined by Buyer that gratuities, in the form of entertainment, gifts, economic opportunity, future employment, loan, gratuity, special discount, trip, favor, service or otherwise, were offered or given by the Vendor, or any agent, or representative of the Vendor, to any officer or employee of Buyer with a view toward securing a contract or securing favorable treatment Page 21

22 with respect to the awarding or amending or the making or any determinations with respect to the performing of such a contract. In the event Buyer cancels this contract pursuant to this provision, Buyer shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Vendor in providing such gratuities. 2. Cancellation: Buyer shall have the right to cancel for default, all or any part of the undelivered portion of the contract if Vendor breaches any of the terms hereof, including warranties of Vendor or if the Vendor becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies, which Buyer may have in law or equity. 3. Termination: The performance of work under this contract may be terminated in whole or in part by the Buyer for any reason upon thirty (30) days advance notice. Termination of work hereunder shall be effected by the delivery to the Vendor of a "Notice of Termination" specifying the extent to which performance of work under the contract is terminated and the date upon which such termination becomes effective. Such right of termination is in addition to and not in lieu of Buyer s other rights of cancellation set forth herein. 4. Force Majeure: Neither party shall be deemed in violation of the contract if either is prevented from performing any of the obligations hereunder by reason of, for or through strikes, stoppage of labor, riot, flood, storm, invasion, insurrection, accident, order of court, judge or civil authority, government regulation, an act of God, or any cause reasonably beyond the party s control and not attributable to its neglect. In the event of such an occurrence, the time for performance of such obligations or duty shall be suspended until such time that such disability to perform, for which the party is not responsible or circumstance beyond its control, shall be removed. The party claiming the suspension shall give written notice of such impediment or delay in performance to the other party within ten (10) days of the knowledge of such occurrence. Each party shall make all reasonable efforts to mitigate the effects of any suspension. 5. Right to Assurance: Whenever one party to this contract in good faith has reason to question the other party's intent to perform he/she may demand that the other party give written assurance of his/her business intent to perform. In the event that a demand is made and no assurance is given within five (5) business days, the demanding party may treat this failure as an anticipatory repudiation of the contract. 6. Penalties for Non-Performance: If, at any time, the Vendor fails to fulfill or abide by the terms, conditions, or specifications of the contract, Buyer reserves the right to: Page 22

23 a. Purchase on the open market and charge the Vendor the difference between contract and actual purchase price; b. Deduct such charges from existing invoice totals due at the time; c. Cancel the contract within thirty (30) days written notification of intent; or d. Re-propose the contract due to price increase(s) or any variation from specifications. D. MISCELLANEOUS CONTRACT TERMS 1. Assignment & Binding Effect: No right or interest in this contract shall be assigned or delegation of any obligation made by Vendor without the written permission of the Buyer. Any attempted assignment or delegation by Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph. Vendor understands and agrees that in the event that all or substantially all of its assets are acquired by another entity, that it or its successor in interest will remain obligated to fulfill the terms and conditions of this agreement. 2. Waiver: No claim or right arising out of a breach of this contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved. 3. Modifications: This contract can be modified or rescinded only by a writing signed by both parties to the contract or their duly authorized agents. Any and/or all contract changes must be made through the Purchasing Department and signed by the DCS Superintendent. 4. Interpretation Parole Evidence: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of their agreement. No course of prior dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection. Whenever a term defined by the Uniform Commercial Code is used in this agreement, the definition contained in the Code is to control. 5. Applicable Law: This agreement shall be governed by Texas law and any applicable provisions of the Uniform Commercial Code. Wherever the term "Uniform Commercial Code" is used, it shall be construed as meaning the Page 23

24 Uniform Commercial Code as adopted in the State of Texas, effective and in force on the date of this agreement. 6. Venue: Both parties agree that venue for any litigation arising from this contract shall lie in a state or federal court in Dallas County, Texas. 7. Prohibition Against Personal Interest in Contracts: Vendors and applicable DCS officials and employees shall comply with Texas Local Government Code Chapters 171 and 176, as applicable. 8. Governmental Immunity: This Agreement and all purchases are expressly made subject to Buyer s governmental immunity under the Texas Civil Practice and Remedies Code and all applicable state and federal law. The parties hereto expressly agree that no provision of this Agreement is in any way intended to constitute a waiver of any immunities from suit or from liability that Buyer has by operation of law. 9. Fiscal Funding: Notwithstanding any provision contained herein to the contrary, the obligations of the Buyer under this agreement are expressly contingent upon the availability of funding for each item and obligation contained herein. The Buyer shall make any payments required under this agreement from current revenue available to the Buyer. The Vendor shall not have a right of action against the Buyer in the event Buyer is unable to fulfill its obligations under this agreement as a result of lack of sufficient funding to pay for its obligations hereunder from any source utilized to fund this agreement or from failure to budget or authorize for this agreement during the current or any future fiscal year. In the event Buyer is unable to fulfill its obligations under this agreement as a result of lack of sufficient funding, or if funds become unavailable, Buyer, at its sole discretion, may provide funds from a separate source or may otherwise terminate this agreement by written notice to the Vendor at the earliest possible time prior to the end of the fiscal year; provided, however, Buyer shall be required to pay any expenses already incurred pursuant to this agreement as of the time Buyer provides such notice. In the event that Buyer is unable to fulfill its obligations under this agreement as a result of lack of sufficient funding, Vendor may immediately terminate this Agreement. 10. Prompt Payment Act: Vendor agrees that a temporary delay by the Buyer in making payments under this agreement due to the Buyer s accounting disbursement procedures shall not place the Buyer in default of this agreement and shall not render the Buyer liable for interest or penalties, provided such delay does not exceed thirty (30) days after receipt of an invoice. Any undisputed payment not made by the Buyer within thirty (30) days after receipt of the invoice shall bear interest in accordance with Chapter 2251 of the Texas Government Code, as amended. Page 24

25 NO PROPOSAL FORM (TO BE RETURNED TO DCS IF APPLICABLE) No Proposal Acknowledgement Form: The undersigned affirms that they are an authorized representative of the company, corporation, firm or partnership stated below and wishes not to submit a proposal at this time, but wishes to remain on the potential vendors list: Vendor Street Address City, State, ZIP Phone Fax Number Signature of Company Official Authorizing This No Proposal Name of Company Official (Please Print) Title Date Area(s) of Interest Note: This form must be submitted by the due date for this Request for Proposal. Page 25

26 PROPOSAL FORMS MUST BE RETURNED TO DCS WITH PROPOSAL TO BE CONSIDERED. PROPOSALS SUBMITTED WITHOUT THIS FORM WILL BE CONSIDERED NULL AND VOID, AND THEREFORE UNACCEPTABLE PROPOSAL ACKNOWLEDGMENT FORM: "The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other vendor, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal." Vendor Street Address City, State, ZIP Phone Fax Number Signature of Company Official Authorizing This Proposal Name of Company Official (Please Print) Title Date Page 26

27 MUST BE RETURNED TO DCS WITH PROPOSAL TO BE CONSIDERED. PROPOSALS SUBMITTED WITHOUT THIS FORM WILL BE CONSIDERED NULL AND VOID AND THEREFORE UNACCEPTABLE. Felony Conviction Notification State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district 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. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. This Notice Is Not Required of a Publicly Held Corporation I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Vendor s Name Authorized Company Official s Name (Printed) Signature of Company Official Select One: My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. My firm is not owned or operated by anyone who has been convicted of a felony. Page 27

28 My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Name of Felon(s): Details of Conviction(s): (additional sheets may be attached) Signature of Company Official: Page 28

29 SUSPENSION OR DEBARMENT CERTIFICATE Non-Federal entitles are prohibited from contracting with or making sub-awards under covered transaction to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement for goods or services equal to or in excess of $100,000. Vendors receiving individual awards for $100,000 or more and all sub-recipients must certify that the organization and its principals are not suspended or debarred. By submitting this offer and signing this certificate, this vendor: Certifies that they are not debarred or suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs under Executive Order See OMB Circular A-102. NON-COLLUSION DISCLOSURE I am an authorized agent or officer of the vendor submitting this proposal, and I have full knowledge of the relations of the vendor with the other firms in this same line of business, and the vendor is not a member of any trust, pool, or combination to control the price of supplies, materials and/or services bid on, or to influence any person to bid or not to bid thereon. I further affirm that the vendor 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 submitted proposal. Vendor s Name Authorized Company Official s Name and Title (Printed) Signature of Company Official Date: Page 29

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