NORTH EAST INDEPENDENT SCHOOL DISTRICT 8961 TESORO DRIVE SAN ANTONIO, TEXAS 78217 Requests for Competitive Sealed Proposals will be received in the Office of the Executive Director of Procurement & ecommerce for TRANSPORTATION BUS FLEET GPS EQUIPMENT, SOFTWARE TRAINING AND INSTALLATION per proposal specifications and conditions on or before 10:30 a.m. Central Standard Time on Tuesday, November 13, 2012 without exception. Proposals received after the specified time will not be considered. All interested parties are invited to be present for the RFCSP receipt in the Office of the Executive Director of Procurement & ecommerce, RICHARD A. MIDDLETON EDUCATION CENTER, 8961 TESORO DRIVE, SUITE 317, SAN ANTONIO, TX 78217. North East Independent School District or its designee reserves the right to reject any and/or all proposals, to make awards that are the best value to the District and to waive all formalities and irregularities in bidding. North East Independent School District participates in interlocal agreements with Judson ISD and Northside ISD. Awarded vendors agree to extend proposal pricing to Judson ISD and Northside ISD. North East ISD does not guarantee the use of this proposal; use will be at the discretion of Judson and Northside ISD s. Any contract resulting from this agreement is strictly between the individual districts and the proposer. Please mail or deliver to: David Bohannon, Executive Director of Procurement & ecommerce North East Independent School District 8961 Tesoro Drive, Suite 317 San Antonio, Texas 78217 North East Independent School District uses Raptor to process people entering the building at the above mentioned address. A valid state issued identification card, driver license or military identification is required. Allow ten to twenty minutes for this process. NEISD DOES NOT ACCEPT ELECTRONIC SUBMISSIONS OR FAX BIDS. Please place the RFCSP in a sealed envelope with vendor name and RFCSP number on the outside of the envelope. NOTE: This is a request for Request for Competitive Sealed Proposal, IT IS NOT AN ORDER. RFCSP #46-13 NOTE: FAILURE TO RESPOND TO THIS RFCSP WILL REMOVE YOUR NAME FROM OUR BID LIST FOR THIS PARTICULAR ITEM. IF YOU CANNOT BID ON THIS ITEM AT THIS TIME AND WOULD LIKE TO REMAIN ON THE BID LIST, PLEASE SUBMIT A "NO BID" ON THE RFCSP FORM AND RETURN IT TO US.
NORTH EAST INDEPENDENT SCHOOL DISTRICT 8961 Tesoro Drive San Antonio, Texas 78217 RFCSP #46-13 TRANSPORTATION BUS FLEET GPS EQUIPMENT, SOFTWARE, TRAINING AND INSTALLATION SPECIFICATIONS AND CONDITIONS The North East Independent School District is requesting competitive sealed proposals. The District seeks real time GPS tracking for routes driven to see how efficiently our buses are being utilized. It will also allow us to identify many safety and maintenance measures. The estimated value of this proposal is between $96,000 and $120,000. However, NEISD does not guarantee any purchase quantities or dollar amounts. Actual purchases could be more or less than the estimated amounts or none. 1. This proposal will establish the rate for Vehicle Mounted GPS unit with following specification: Real time GPS tracking Stop and school arrival information True idling time Speed and mileage Web-based software No upfront cost to the district monthly billing only 5 year price guarantee Life time warranty for replacement Automatic quarterly updates with new features, maps data, patches, hot fixes Automatic hardware updates twice per year Live 24 months of data with managed back-ups and permanent archival System is to monitor the battery voltage and send e-mail alert to Fleet Foreman when battery voltage falls below 10.5 volts System is automatically shut down and draws (O volts) 15 minutes after the vehicle is shut down. 2. Proposal line pricing will remain firm for one year from the date of notice of award. 3. NEISD reserves the right to waive or take exception to any part of these specifications when in the best interest of NEISD. 4. NEISD reserves the right to make awards that are most advantageous to the district. 5. All modifications to this contract are subject to mutual written consent by both parties. 6. Purchases will be made as needed. All purchases will be through a properly executed purchase order and all pricing will be based on FOB Destination, freight prepaid. 7. Vendor General Qualifications - Proposers must provide the following information on the proposal form. a. A brief description of business experience including the number of years business has been established. Company RFCSP #46-13 2
b. A list of at least five (5) major accounts serviced within the last year. c. A list of at least three (3) references. d. Copies of any and all special certifications, city/state licenses or other special certifications for vendor and all installers (if applicable). 8. Proposers must carry and provide proof insurance which meets the requirements established by NEISD. Proof of insurance coverage must be submitted with the proposal. Insurance coverage should name North East ISD as an additional insured. Failure to provide proof of required insurance coverage could result in the disqualification of the offer. The following minimum coverages are required: INSURANCE REQUIREMENTS Workers Compensation - Statutory Limits Employers Liability - $500,000 @ accident $500,000 policy limit $500,000 @ employee General Liability Bodily injury & - $500,000 combined single/limits Property damage $1,000,000 aggregate Automotive Liability Bodily injury - $250,000 @ person/$500,000 @ accident Property damage - $250,000 BONDING (VENDORS PROVIDING INSTALLATION/REPAIR SERVICES ONLY) Payment Bond - For project quotations of $25,000 or more a payment bond in the amount of 100% of the quote must be submitted within ten (10) days after notification of project award. Performance Bond - For project quotations of $100,000 or more a performance bond in the amount of 100% of the quote must be submitted within ten (10) days after notification of project award. 9. It is not the policy of the North East Independent School District to purchase on the basis of low proposals alone. Quality and suitability to purpose being controlling factors, it is understood that the purchaser reserves the right to arrive at such by whatever means may be determined. The following criteria shall be used to evaluate each proposal: (1) Purchase price (2) Reputation of vendor and of the vendor s goods or services (3) Quality of vendor s goods or services (4) Extent to which the goods or services meet the district s needs (5) Vendor s past relationship with the district (6) Impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses (7) Total long-term cost to the district to acquire the vendor s goods and services (8) For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: (a) has its principal place of business in this state; or (b) employs at least 500 persons in this state; and Company RFCSP #46-13 3
(9) Any other relevant factor specifically listed in the request for bids or proposals. 10. Upon approval by the Board of Trustees, if required, contracts for purchase will be put into effect by means of purchase orders issued by the Executive Director of Procurement and ecommerce. 11. Payment terms will be net thirty (30) days after acceptance of delivery or signed receipt or correct invoice, whichever comes later. 12. Return original and one photocopy of proposal. Original and copy should be labeled as such. Failure to submit a photocopy may result in the disqualification of the proposal. INDEPENDENT CONTRACTOR/CONSULTANT FINGERPRINTING QUESTIONNAIRE Senate Bill 9, passed in the 2007 legislative session directs school district contractors to obtain state and national criminal history background searches on their employees who: On or after January 1, 2008, is offered employment by an entity that contracts with a School district, open enrollment charter school, or shared services arrangement to provide services, if: 1) the employee or applicant has or will have continuing duties related to the contracted services; and 2) the employee or applicant has or will have direct contact with students Contractors interested in participating in the NEISD Contractor Bid and Vendor Services Processes must comply with the SB 9 by working with DPS to conduct fingerprint checks on your employees prior to being awarded a contract. Contractor employees who do not pass the fingerprint check will not be allowed to work for the district. Contractors who fail to follow the fingerprint process will not be allowed to compete for district contracts. The fingerprinting questionnaire must be completed for each employee that will be on District property meeting the above criteria. See pages 13-15 for additional information and forms to be submitted. INDEMNIFICATION Contractor shall indemnify, defend and hold harmless the District, its officers, agents and employees, from and against any and all loss, cost, damage, expense and claims, including attorney s fees and liability of any kind for any acts or omission of Proposer, its officers, agents or employees, in performance of contract. HOLD HARMLESS AGREEMENT A Hold Harmless Agreement is included with these specifications and should be signed and returned with proposal. Failure to submit a signed Hold Harmless Agreement with the proposal may result in the disqualification of the proposal. CONFLICT OF INTEREST DISCLOSURE A Conflict of Interest Disclosure is included and should be signed and returned with proposal. Failure to submit a completed and signed Conflict of Interest Disclosure may result in the disqualification of the proposal. OPTION TO EXTEND CONTRACT The NEISD reserves the right to extend this contract for two additional one-year contracts. If the option to renew is exercised, the contract will continue under the same terms and conditions Company RFCSP #46-13 4
NON-APPROPRIATION OF FUNDS In the event funds are not appropriated by the NEISD s governing body in any fiscal period for payments due under this contract, then the Executive Director of Procurement & ecommerce, or designee, will immediately notify the successful proposer(s), or their designee(s), of such occurrence and this contract will terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to NEISD of any kind whatsoever, except as to the portions of the contract or other payments herein agreed upon for which funds will have been appropriated and budgeted or are otherwise available. UNIFORM COMMERCIAL CODE This contract shall be governed in accordance with the rights and remedies set forth in the Uniform Commercial Code as adopted by the State of Texas. TERMINATION CLAUSE NEISD reserves the right to terminate this contract including, but not limited to, non-performance with thirty days written notice. RIGHT TO REJECT North East Independent School District of San Antonio, Texas, reserves the right to reject any and all proposals submitted and to request additional information from all proposers. WAIVER No claim or right arising out of a breach of this contract can be discharged in whole or in part by a waive or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party. VENUE Both parties agree that venue for any litigation arising from this contract shall lie in San Antonio, Bexar County, Texas. Company RFCSP #46-13 5
NORTH EAST INDEPENDENT SCHOOL DISTRICT 8961 Tesoro Drive San Antonio, Texas 78217 RFCSP #46-13 TRANSPORTATION BUS FLEET GPS EQUIPMENT, SOFTWARE, TRAINING AND INSTALLATION PROPOSAL FORM Vehicle Mounted GPS Unit, Equipment, Software, Training and Installation for Buses DESCRIPTION EST QUANTITY UNIT PRICE EXTENDED PRICE Vehicle Mounted GPS Units 360 for Buses Annual License/Maintenance/Support/ Training fee for Vehicle mounted GPS unit for buses 360 School Bus GPS Unit 360 Installation PROPOSAL TOTAL $ VENDOR GENERAL QUALIFICATION INFORMATION Please complete and return this proposal form along with a brief description of business experience, proof of required insurance coverages, and Hold Harmless Agreement, and completed fingerprinting questionnaires for all employees that may be performing work at any District site. Insurance coverages will be checked by North East I.S.D. Please type or print the following required information. MAJOR ACCOUNTS: 1. 2. 3. 4. 5. Company RFCSP #46-13 6
REFERENCES: COMPANY CONTACT PERSON PHONE 1. 2. 3. How many years has company been in business? Are the company and its employees licensed to do business in the City of San Antonio? Name of company account representative: Copies of any and all special certifications, city/state licenses or other special certifications for vendor and all installers attached (if applicable)? Is original and copy enclosed and labeled as such? Is a completed/signed Conflict of Interest questionnaire enclosed? Is signed, notarized Hold Harmless Agreement attached? Is certificate of liability insurance with NEISD as additional insured enclosed? Will vendor meet bonding requirements of this Yes or No: Are fingerprinting forms for any employees to be on NEISD property completed and enclosed? Company RFCSP #46-13 7
NORTH EAST INDEPENDENT SCHOOL DISTRICT 8961 TESORO DRIVE SAN ANTONIO, TEXAS 78217 RFCSP #46-13 TRANSPORTATION BUS FLEET GPS EQUIPMENT, SOFTWARE, TRAINING AND INSTALLATION Three (3) page requirements: 1. Answer statements 2. Signature 3. Company information. In the event funds are not appropriated by the NEISD s governing body in any fiscal period for payments due payments due under this contract, then the Executive Director of Procurement & ecommerce, or designee, will immediately notify the successful proposer(s), or their designee(s), of such occurrence and this contract will terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to NEISD of any kind whatsoever, except as to the portions of the contract or other payments herein agreed upon for which funds will have been appropriated and budgeted or are otherwise available. The undersigned certifies that the firm and/or principals of the firm (check one) are /are not currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agrees to notify the District of any change in this status, should one occur, until such time as an award has been made under this procurement action. Also, pursuant to the State of Texas Legislative Senate Bill NO. 1, Section 44.034, Notification of Criminal History, the undersigned affirms this firm (check one) is /is not owned or operated by anyone who has been convicted of a felony. This statement is not required of a publicly held corporation. The undersigned affirms that they are duly authorized to execute this contract, that this company, firm, partnership or individual has not prepared this bid in collusion with any other Bidder, and that the contents of this bid as to prices, terms or conditions of said bid 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 bid. By submitting this offer, the undersigned acknowledges that the Conflict of Interest questionnaire, in accordance with HB914, has been received, that instructions have been read, and the questionnaire has been/is being submitted as necessary. Original Authorized Signature (Person Responsible for Proposal) Company Name of Representative (Type or Print) Address City, State Zip Phone Fax Date Email Company RFCSP #46-13 8
NORTH EAST INDEPENDENT SCHOOL DISTRICT 8961 TESORO DRIVE SAN ANTONIO, TX 78217 RFCSP #46-13 TRANSPORTATION BUS FLEET GPS EQUIPMENT, SOFTWARE, TRAINING AND INSTALLATION HOLD HARMLESS AGREEMENT The contractor shall defend, indemnify, and save whole and harmless the North East Independent School District and all of its officers, agents, and employees from and against all suits, actions, or claims of any character, name and description brought for or on account of any injuries or damages (including death) received or sustained by any person or property on account of, arising out of, or in contention with, any negligent act or omission of contractor or any agent, employee, subcontractor or supplier of contractor in the execution or performance of this contract. This hold harmless agreement shall be binding upon the undersigned and his heirs and assigns. DATED this day of, 20. Company Signature Printed Name STATE OF TEXAS COUNTY OF BEXAR This instrument was acknowledged before me on the day of, 20. [NOTARY'S SEAL] Notary Public, State of Texas My Commission Expires: Company RFCSP #46-13 9
FORM MUST BE RETURNED WITH PROPOSAL COMPLETE AS INDICATED NO CONFLICT Line 1 Company name, Line 4 Sign and date. CONFLICT Line 1 Company name, Lines 2 & 3 - answer questions, Line 4 Sign and date. CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1- a)with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1 Name of person who has a business relationship with local governmental entity. FORM CIQ OFFICE USE ONLY Date Reviewed 2 Check this box lf you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes No B. is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D. Describe each employment or business relationship with the local government officer named in this section. 4 Signature of person doing business with the governmental entity Date Company RFCSP #46-13 10
North East Independent School District 8961 TESORO DRIVE SAN ANTONIO, TEXAS 78217 Phone (210) 804-7025, Fax (210) 804-7039 www.neisd.net CONTRACTOR FINGERPRINTING INFORMATION PACKET This packet contains the documents required for contractors/vendors to provide services at any NEISD location in compliance to Senate Bill 9. If your company provides services that require your employees to be in contact with students, it is mandatory that each employee in your company complete the fingerprinting process prior to beginning work for the District. Establish your company account with the Texas Department of Public Safety (DPS) (see next page). After your account with DPS is established, you will be given a SCHOOL CONTRACTOR DOCUMENT PACKET from DPS in Austin, TX. If you will follow their step-by-step directions it should not be difficult. DPS will issue your company a FAST PASS for each employee in your company requiring fingerprinting. Make 3 copies of this completed form, give a copy to: 1. Employee 2. NEISD Department requiring the service 3. Company file After your employees have been fingerprinted it is mandatory that you provide to: NEISD Human Resources 8961 Tesoro Dr San Antonio, TX 78217 Completed NEISD ADMINISTRATOR FINGERPRINTING QUESTIONNAIRE signed by the NEISD Administrator or Designee Copy of the INDEPENDENT CONTRACTOR/CONSULTANT FINGERPRINT QUESTIONNAIRE (submit one for each employee) Copy of the fingerprint receipt (submit one for each employee) It is recommended that you keep a copy of the above documents If you have questions please call James Pietrzak, Asst. Director Human Resources- Classified at 210-407-0469. Company RFCSP #46-13 11
ESTABLISHING AN ACCOUNT WITH TX DPS Senate Bill 9 directs school district contractors to obtain state and national criminal history background searches on their employees who will have direct contact with the students, and to receive those results through the DPS criminal history clearinghouse (Fingerprint-based Applicant Clearinghouse of Texas FACT). In order for contractors to receive the information through FACT, they must first establish an account with the DPS for FACT clearing house access. The company owner must sign a user agreement with the DPS. To obtain the user agreement and more information please contact: Access and Dissemination Bureau Texas Department of Publis Safety Crime Records Service P.O. Box 149322 Austin, TX 78714-9322 Email: Phone: FACT@txdps.state.tx.us 512-424-2365 (choose option # 3 for FAST PASS) For fastest service please email or call. State in the message that you are a school district contractor and need to have an account established for DPS FACT clearinghouse access. Please include: Company Name Company Address Company Phone Name of Company point of contact Phone of Company point of contact Company email to be used for notification o FACT records and messages The information in the DPS FACT Clearing house is confidential, and access must be restricted to the least number of persons needed to review the records. The account must include at least one designated supervisor to make necessary changes and to monitor the site s security and the access to the criminal history data retrieved. Additional users must be limited to those who need to request, retrieve, or evaluate data regarding the individual applicants. After you sign the DPS User Agreement for FACT, DPS will provide you with a revised FAST Fingerprint Pass that you will have to provide to your employees. Your employees will use that FAST Fingerprint Pass when scheduling their FAST fingerprinting. Texas Department of Public Safety Company RFCSP #46-13 12
06/29/2007 Adopted North East Independent School District 8961 TESORO DRIVE SAN ANTONIO, TEXAS 78217 Phone (210) 407-0469, Fax (210) 804-7039 www.neisd.net OFFICE OF THE EXECUTIVE DIRECTOR OF HUMAN RESOURCES INDEPENDENT CONTRACTOR/CONSULTANT FINGERPRINTING QUESTIONNAIRE To be completed by the Independent contractor/consultant/contractor s employee: COMPLETE ONE FORM FOR EACH INDIVIDUAL, MAKE AS MANY COPIES AS NEEDED. ALL INFORMATION IS REQUIRED a) NEISD CAMPUS or DEPARTMENT: Legal name of business under contract: Legal name of individual providing services : Birthdate Month / Day / Year Driver s License Number State Issued Business phone for individual: Cell phone for individual: email: b) Have you ever been fingerprinted by any school district in Texas? Yes No If NO, refer to the Contractor Fingerprinting Information Packet attached for complete instructions on the fingerprinting process. If YES, sign and date below. Questions regarding section b) should be directed to James Pietrzak, Asst. Director Human Resources-Classified at 210-407-0469. Contractor/Company Representative Signature Date Company RFCSP #46-13 13