Cypress-Fairbanks Independent School District

Transcription

1 Cypress-Fairbanks Independent School District Bid Information Contact Information Ship to Information Bid Owner Olivia Ledesma - Bid Coordinator Address Windfern Rd. Address Various Campuses olivia.ledesma@cfisd.net Phone (281) Houston, TX Houston, TX Fax (281) Contact Nancy Dunn - Buyer Contact Kim Bowlin Department Purchasing Department Technology Services Bid Number R Addendum 2 Building Windfern Administrative Annex Building ISC-N Title Smart Boards, Stands, Mounts and Floor/Room 2nd Fl. Rm. 218 Floor/Room Installation Telephone 281 (897) 4386 Telephone 281 (897) 6489 Bid Type Formal Bid Fax 281 (897) 4185 Fax 281 (897) 1384 Issue Date 07/02/2014 nancy.dunn@cfisd.net kimberly.bowlin@cfisd.net Close Date 7/21/2014 2:00:00 PM Supplier Information Company Name Contact Name Address Supplier Notes Telephone Fax Signature Date / / Bid Notes Bids may be submitted on any and/or all items. The District reserves the right to reject any and/or all bids, to accept any bid deemed most advantageous to the Cypress-Fairbanks Independent School District and to waive any informalities in bidding. NOTE: Responses to all bids and proposals made available to suppliers/vendors in the ebid system (electronically) must be submitted via the ebid system (electronically). If addendums are issued on any bid, it is the responsibility of the vendor to review the ebid system for addendums. Please contact Olivia Ledesma at with any issues relating to the ebid system. Bid Activities Bid Messages Bid Attachments The following attachments are associated with this opportunity and will need to be retrieved separately Bid Attributes Please review the following and respond where necessary # Name Note Response 1 Company Contact List name, phone number and address of person (Required) submitting this bid in space provided R Addendum 2 - Page 1 of 9

2 2 General Conditions General Conditions (No Response Required) 1.0 It is the intention of the Cypress-Fairbanks Independent School District ( CFISD and/or the District ) to establish an annual contract for: Smart Boards, Stands, Mounts and Installation 2.0 Applicability These conditions are applicable and form a part of all contract documents and a part of the terms of all purchase orders for items included in the specifications and bid forms issued herewith. 3.0 Specifications The use of specifications by the District is to be considered informative, giving the bidder information as to the exact quality and value requirements. The bidder shall note in writing any deviations from specifications and shall submit those changed specifications as alternates. Manufacturer s data sheets are required to support all alternate specifications. 4.0 Evaluation In evaluating qualified bids the following considerations will be taken into account for award recommendations: 4.1 the purchase price; 4.2 the reputation of the vendor and of the vendor's goods or services; 4.3 the quality of the vendor's goods or services; 4.4. extent to which the goods or services meet the needs of the District; 4.5 the vendor's past relationship with the District; 4.6 the long-term cost to the District to acquire the vendor's goods or services; 4.7 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; 4.8 any other relevant factor specifically listed in the request for bid or proposal. 4.9 Bids shall be held open for sixty (60) days from the time of opening The District may award a contract for any or all sections of this bid The following considerations will also be taken into account for award of this contract: probability of continuous availability, availability of product line to maintain a District standard, delivery and installation capabilities and warranty service history. 5.0 Contracts for purchase will be put into effect by means of a purchase order executed by the Technology Department after bids have been awarded and as equipment is required. 6.0 Appropriated Funds The purchase, which arises from this solicitation, is contingent upon the availability of appropriated funds. CFISD shall have the right to cancel this contract at the end of the then current fiscal period if funds are not allotted for the next fiscal year to continue this contract. If funds are withdrawn or do not become available, CFISD can cancel the service contract by giving the vendor written notice of its intention to cancel not less than thirty (30) days prior to the end of the term year without penalty. Upon cancellation of the contract, CFISD R Addendum 2 - Page 2 of 9

3 shall not be responsible for any payment of any services that are received or that occur after the end of the current fiscal year contract period. 7.0 Warranty Conditions Equipment shall be new, latest model and design and shall carry the manufacturer s maximum standard warranty. Appropriate documentation of the manufacturer's warranty terms must be submitted with the bid if not bidding the Design Guide. 8.0 Terms of Payment Cypress-Fairbanks Independent School District will pay all invoices for accepted merchandise or service no later than forty-five (45) days from date of acceptance of delivery or completed installation as set forth in the specifications of this bid. 9.0 Delivery Conditions All deliveries will be on demand and shall be freight prepaid F.O.B. destination. Bids shall include all freight and delivery charges. All deliveries must be inside deliveries with signature receipt of product required. Delivery Points: Delivery to any/all of 86 locations within CFISD Installation - Where specified, installations requirements must be met. The contractor shall not deliver the equipment for the District to hold prior to installation Quantities Required - Quantities required are substantially correct, but the District's estimate of anticipated needs is subject to change depending upon budgetary adjustments. The District reserves the right to purchase more or less than the estimated quantities on a unit basis at the unit bid price unless otherwise specified by the bidder. Quantities listed are estimates that will be purchased throughout the contract period R Addendum 2 - Page 3 of 9

4 3 Special Conditions Special Conditions (No Response Required) 1.0 Term of Contract This shall be a multi-year contract for (2) two years beginning August 12, 2014 and ending August 31, Vendor Support Requirements-Parts, Service, and Training - Provide a factory authorized source for parts, manual and video or manual technical training guides. This is for after warranty support for the District's Computer Repair Department. 3.0 Administrative Cost due to Non-Performance If at any time the vendor fails to fulfill or abide by the terms, conditions, or specifications of the contract, CFISD reserves the right to: 3.1 Cancel the contract within thirty (30) days written notification of intent, or 3.2 Re-award to the next responsive bidder. 4.0 Delivery Requirements 4.1 All quantities and deliveries shall be on demand only. Orders may be placed only by CFISD Technology Department. No deviations shall be allowed except by written authorization by Kristine Johnston, Director of Purchasing. 4.2 Deliveries shall be made between 7:30 a.m. and 2:30 p.m. on school days to various locations as specified on purchase order. 5.0 Special Requirements - Samples 5.1 All samples are due by 11:00 a.m., Wednesday, July 16, 2014, and shall be delivered to the attention of Kristine Johnston, Director of Purchasing at the Windfern Administrative Annex, Windfern Road, Houston, TX 77064, and placed in a location designated for examination of such samples. Office Hours: Monday - Thursday 7:30 a.m. - 4:30 p.m. 5.2 Samples are required for all items that are alternates to the Design Guide. All samples must be delivered and set up prior to the date and time of the bid opening. 5.3 All samples provided must be delivered, unpacked, setup and signed in by the bidder or the bidder's service representative. 5.4 The District will accept no responsibility for unpacking deliveries. ***NO SAMPLES WILL BE ACCEPTED VIA U.S. MAIL, UPS, OR ANY GROUND CARRIER OR DELIVERY SERVICES.*** 5.5 Samples will be accepted no earlier than (1) one week prior to the bid opening. 5.6 Identification of Samples - Each sample shall be: Clearly tagged to show the bidder's name, address and time number for which the sample is proposed Accompanied by all manuals, documentation, CDs, cables necessary to test the equipment, and original manufacturer packaging Accompanied by manufacturer's data sheets listing specifications if available. 5.7 Conditions Governing Samples The District will not accept bids for items that R Addendum 2 - Page 4 of 9

5 are out of date or not in current production at the time of the bid All samples must be fully operable and match the minimum specifications for the item bid. 5.8 Return of Samples - All samples will be the property and responsibility of the bidder and shall be made available to CFISD until August 15, The bidder shall be responsible for packing and reshipment of any and all samples received by the District. All samples not awarded to the successful bidder shall be removed from the District within (1) one week after the evaluation period is over or become the property of the District. 6.0 Pricing Variables - Under each section of specifications indicate unit cost variations due to differing quantities of equipment listed under all item numbers. 7.0 Contract Period - The District intends to establish a contract with the vendor for the purchase of Smart Boards from August 12, 2014 until August 31, During this contract, each party will have the option to renew when availability of product awarded during this contract no longer exists as long as the renewal price and service provided under the terms of the contract for a follow-on product is agreeable to both Cypress-Fairbanks Independent School District and the awarded vendor. The District may choose to upgrade equipment or to replace component parts provided by the successful bidder. The District will use one of two possible methods to insure pricing throughout the contract period. 7.1 The District will use a cost plus method to determine pricing throughout the contract period. The vendor will be required to provide verification of the dealer cost and the dealer profit formula used to begin the current year s contract. This start-up formula will be used for future purchases during the contract period. The vendor must agree to provide this verification upon request. 7.2 The vendor and the manufacturer must jointly agree to provide a process by which the District will be guaranteed the same value throughout the contract. An example of such a process is for the manufacturer and vendor to provide pricing which represents a discount from a national, regional or state publicly available schedule. The discount will be used by the District throughout the contract to calculate the price it will pay the vendor. Alternative approaches to this will be considered by the District R Addendum 2 - Page 5 of 9

6 4 Insurance Requirements **A CURRENT INSURANCE CERTIFICATE INCLUDING (No Response Required) THE FOLLOWING COVERAGES MUST BE PROVIDED THROUGHOUT THE TERM OF THIS CONTRACT. CFISD MUST BE LISTED AS ADDITIONAL INSURED, FAX CERTIFICATE TO: or SCAN AND ATTACH TO THIS BID USING THE RESPONSE ATTACHMENTS TAB.** 1.0 Insurance Requirements The contractor will provide and maintain the following insurance certification in the amounts shown and under the conditions noted. Verification of insurance will be required prior to recommendation of award. 1.1 General Information The District shall require the following insurance requirements be met on public works contracts: No work will be commenced until all requirements of this section have been approved by the District in writing. The District shall be furnished with Certificates of Insurance evidencing all policies and endorsements required by this section. The insurance will contain a provision that at least thirty (30) days prior written notice shall be given to the District in the event of cancellation, material change or non-renewal. Insurance will be underwritten by a company rated not less than B+VII in the Best s latest published guide. There will be a hold harmless agreement in which the contractor assumes liability on the contract and holds the school district harmless. The contractor will purchase and maintain in force the following kinds of insurance and bonds for operations under construction contracts and as specified in each section. No deletions/exclusions from standard coverage form are allowed without the written consent of Cypress-Fairbanks Independent School District. 1.2 Casualty Insurance Workmen s Compensation as statutory provisions require. Commercial General Liability (Occurrence basis only) Bodily Injury and Property Damage (Each Occurrence) $300,000. General Aggregate $600,000. Products/Completed Operations Aggregate $600,000. Personal and Advertising Injury Occurrence $300,000. Fire Damage, Legal Liability Any one fire $50,000. Medical Expenses (Any one person) $5,000. The District will be named as an additional insured by endorsement on the contractor s policy as to the subject job. 1.3 Automobile Liability Insurance Business (Commercial) Automobile Liability Insurance Coverage for all owned, non-owned and hired vehicles: Bodily Injury (Each person)$100,000 Each accident $300,000 Property Damage Each occurrence $100, Umbrella Liability Insurance (Excess) - $1,000, The owner will be named as an additional insured on the contractor s policy as to the subject job. This policy will provide coverage over the Workmen s Compensation, Commercial General Liability and Business Automobile Liability policies R Addendum 2 - Page 6 of 9

7 5 Insurance Acknowledgment I have read and acknowledged the insurance (Required) requirements attached to this annual contract. I will scan and attach the required certificate to this bid, or will fax it to if awarded. 6 References Please provide three (3) references from accounts (Required) serviced in a comparable nature and size as requested: Company/District Name, contact name, phone number and address in the box provided. 7 Felony Conviction Notification Choose one answer from the drop-down menu. If answer (Required) is "Yes - I have a Felony Conviction", please use Felony Conviction Explanation box (below) to explain. Valid Responses: My company is publicly traded-this does not apply., No, I do not have a felony conviction., Yes, I have a felony conviction. 8 Felony Conviction Explanation Please use this section to explain felony conviction if answering "Yes, I have a felony conviction" above. 9 Conflict of Interest Questionnaire Complete the Conflict of Interest Questionnaire required by (Required) Acknowledgment the State of Texas (online at The questionnaire must be retained by CFISD and must be dated after June 1, Copy and paste the following link to go directly to the CFISD Conflict of Interest page: 10 Certificate of Residency Indicate residency by choosing one answer from the (Required) drop-down menu. If choosing "non-resident bidder", indicate in the box below if your residing State requires bidders, whose principal place of business is Texas to under-bid vendors by a percentage and by what percentage amount. Valid Responses: My company is a resident bidder., My company is a non-resident bidder. 11 Certificate of Residency/Non-Resident Bidder If answering the question above "My company is a Explanation non-resident bidder" please use this box to list what State your company is from and the percentage amount (if required) your State requires your company to under-bid. 12 Ownership of Property within CFISD Statement Indicate if you or your company own real personal property (Required) within Cypress-Fairbanks Independent School District boundaries. If answer to this question is I own, or my company owns property within CFISD, list HCAD number/s in the box below. Valid Responses: Neither my company nor I own property within CFISD, I own, or my company owns property within CFISD 13 CFISD Ownership of Property HCAD Account If you or your company own property within CFISD, please Numbers use this space to list HCAD Account Number/s. 14 Bid Acknowledgment Having carefully examined all of the documents related to (Required) this bid, the undersigned Bidder or Bidder's Agent hereby proposes and agrees to furnish goods and/or supplies in strict compliance with the specifications at the prices quoted. The Bidder affirms that, to the best of his/her knowledge, the bid has been arrived at independently and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them unfair advantage over other bidders in the award of this bid. Further, the Bidder or Bidder's Agent certifies that he/she has the authority to agree to this statement and submit this bid R Addendum 2 - Page 7 of 9

8 Line Items # Qty UOM Description Response 1 1 Design Guide: SmartBoard $ Manufacturer: SmartBoard Manufacturer #: SBM680 Item Notes: Pricing for 1-30 Units Supplier Notes: Item Attributes: Please review the following and respond where necessary # Name Note Response 1 Pricing for Units $ 2 Pricing for 76+ Units $ 3 Optical sensors in the pen tray detect (Required) when a pen or eraser is lifted from the tray. LEDs show the active tray. 4 Touch resolution is 4000 x 4000 or better. (Required) 5 Includes 2 different color marker pens. (Required) 6 Includes an eraser. (Required) 7 Surface is tear proof, compatible with dry (Required) erase markers and easily cleaned with whiteboard cleaner inches diagonal or larger active screen (Required) area feet USB 2.0 Cable. (Required) 10 2 years manufacturer's warranty. (Required) 11 Cost Plus Formula List dealer cost and percentage of dealer profit. (Required) 12 National Price Schedule Information List the percentage discount of the bid price from (Required) manufacturer's price schedule. In addition, list the published price schedule to be used. 13 What is the price to add on a mobile floor $ stand with 4 inch lockable casters and flip-up anti-tip feet (FS-SB)? 14 What is the price to add installation to $ assemble the board? Assembly would include attachment of the board to the stand, removal of all packing material, delivery to a specified classroom within one of the District's 85 plus campus locations R Addendum 2 - Page 8 of 9

9 15 What is the price for a Smart Wall Mount $ (HAWM-UX/UF)? 16 What is the installation price to mount the $ Smart Board on the wall? Most walls are constructed of cinder block. 17 What is the cost for a K.O.H. Rail Kit with $ 48 inch brackets and 15 feet of rail (RBSB48-15)? 18 What would be the cost to install the Rail $ Kit and mount the Smart Board over an existing classroom whiteboard? R Addendum 2 - Page 9 of 9