NETWORK ELECTRONICS CATEGORY 2

Transcription

1 BELTON INDEPENDENT SCHOOL DISTRICT Purchasing Department, 400 N. Wall Street, Belton, Texas Phone (254) or Fax (254) December 17, 2015 REQUEST FOR PROPOSALS: RFP # NETWORK ELECTRONICS CATEGORY 2 NETWORK ELECTRONICS CATEGORY 2 The Belton Independent School District ( District ) invites qualified companies to submit Proposals for NETWORK ELECTRONICS CATEGORY 2 equipment, configuration and installation. This Request for Proposal can be reviewed and downloaded from the following website: If you are an interested company, the District invites your firm to submit a Proposal Response to: Belton Independent School District Purchasing Department 400 N. Wall Street Belton, TX Proposals are to be sealed and returned in an envelope marked on the outside with the Vendor s name, address and proposal number. Proposals will be received in the Office of the Director of Purchasing, until Thursday, January 14, 2016 at 10:00 A.M., at which time they will be opened and read. Proposals received after the specified time will not be considered and will be returned to sender unopened. All interested parties are invited to be present for the opening at the Purchasing Department Offices, 400 N. Wall Street, Belton, Texas. Proposals will be submitted for approval at the regularly scheduled Board of Trustees meeting on Monday, February 15, The Board of Trustees reserves the right to reject any and/or all Proposals, to award contracts for individual products or services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of the District. Sincerely, Tammy Shannon Purchasing Director, Belton ISD NETWORK ELECTONICS, UPS RFP# Page - 1

2 BELTON INDEPENDENT SCHOOL DISTRICT Purchasing Department, 400 N. Wall Street, Belton, Texas Phone (254) or Fax (254) Request for Proposal PROPOSAL TITLE: ENTERPRISE WIRELESS SYSTEM, RFP # PROPOSAL DEADLINE TIME/DATE: Wednesday, January 14, 2016 at 10:00 A.M. CST This Solicitation includes the following sections: SECTION I: Scope of Services Contact: Tammy Shannon SECTION II General Instructions Phone: (254) SECTION III: Special Instructions tammy.shannon@bisd.net SECTION IV: Certifications/Representations SECTION V: Proposal Response Form The Board of Trustees of Belton ISD, or its designee, reserve the right to reject any and/or all proposals, to make awards as they may be of the best value or advantageous to the District, and to waive all formalities and irregularities. Please plainly write RFP Number and ENTERPRISE WIRELESS SYSTEM on the outside of the mailing envelope. Vendor s Certification The undersigned, by his/her signature, represents that he/she is authorized to bind the Vendor to fully comply with the terms and conditions of this Proposal Solicitation, including all forms and attachments included and/or referenced herein. Date Bid Completed: Please Print Name of Company: Mailing Address: City: State: Zip Code: Prepared By: Title: Signature: Telephone Number: Fax Number: Web Site: Address: If you choose not to bid, please check the blank below and return this form in order for the company name to remain on our bid list. NETWORK ELECTONICS, UPS RFP# Page - 2

3 SECTION I- SCOPE OF SERVICES SCOPE The Belton Independent School District is seeking NETWORK ELECTRONICS CATEGORY 2 for the entire district. Current circuits and services are located in SECTION V PROPOSAL RESPONSE FORM, on the last page of this proposal Services Specifications Network Electronics General Requirements It is the goal of this project to implement a telecommunication network predicated on the following high-level principles. All offers must support these principles in entirety. The telecommunication services or products provided, as a result of this RFP network must support the following: 1. The network will provide a minimum of Gigabit Ethernet to all sites with upgrade options to 10Gb (future/migratory direction for WAN). 2. The network will provide IP transport for all data, voice and video services within the district Requested Components It is the goal of this project to implement a telecommunication network predicated on the following high-level principles. All offers must support these principles in entirety. The telecommunication services or products provided, as a result of this RFP network must support the following: The following requested components list the quantity, model number and description of the products requested to deliver the functionality for the network. The products defined in the expansion and refresh projects will be integrated into the existing network; therefore, any responses, specifically with other manufacturer products, must provide design and specifications of how the proposed products would integrate into the current environment. The technical specifications are intended to describe the minimum functional requirements of the solution. These specifications may be exceeded. Brand names are used to describe the equipment needed and include a statement that equivalent functioning components will be considered. Information on how a proposed alternate component performs equal to or better than the stated requirement shall be provided in the request(s) for approved equals and in the proposal(s) to aid the selection committee in its evaluation Materials Management The respondent will deliver and manage materials within the district. BISD will not provide, property, facilities or manpower to deliver, store or manage materials. BISD will be billed for materials consumed only. Documentation is required to support distribution of materials prior to billing Project Management Respondent will have a project manager to be the single point of contact for BISD. The respondent will submit a Management Team description of each key member, responsibilities and qualifications. For the Network Electronics project, one (1) of this respondent supplied management team will be a Cisco Certified Network Professional (CCNP), Cisco Certified Design Professional (CCDP) or Cisco Certified Design Expert (CCDE) or proposed manufacture equivalent. The project manager is responsible for the coordination of resources to meet the vendor proposed project schedule. The successful respondent must have the capability and resources to meet the project schedule and an organizational structure that will allow the project manager the access to the required resources to meet the schedule. The respondent will provide information that demonstrates their capability in delivering the services requested in this RFP. Experience, qualifications, and certifications will help determine the respondent s ability to deliver the specified services and help assure BISD of a successful project. Respondents are to specify whether the work was performed internally or via a subrespondent, specify the date the work was done, and provide the documentation supporting the information on the specific project referenced. For client confidentiality, reference names do not have to be provided with the response; however, BISD retains the right to require contact names for verification of work on any project referenced. Failure to provide requested information will disqualify Proposal. Respondent s key staff members for this project will be listed. This list may be amended from time to time during the course of the contract to either add or delete personnel, as appropriate. Prior to any such changes, the respondent will notify BISD reasonably in advance and will submit justification (including proposed substitutions) in sufficient detail to permit BISD to evaluate the impact that such changes will have upon the services being performed hereunder. NETWORK ELECTONICS, UPS RFP# Page - 3

4 1.2. Electronics Overview Campus BOM Network Electronics table listing proposed bill of materials and quantity by instructional campus. (It is understood that brackets, rails, cables, etc. are required with this bill of materials but may not be listed and the vendor is responsible for ensuring bill of materials proposed is complete). These figures and best guess estimates for planning, budgeting and ERate purposes. Actual quantities will be determined after final architectural drawings and building functional requirements have been completed. Total Existing Switch count by model by campus. Model/Location Admin BECS BHS BHS9 Chisholm Trail High Point Lakewood LBMS Leon Heights Miller Heights NBMS Pirtle SBMS Southwest Sparta Support Services Tarver Transportation Grand Total Cisco Cisco 2901K Cisco Cisco ASA 5525 X WS 4510R+E 1 1 WS C2950SX WS C2960S 24PS L 1 1 WS C2960S 48FPD L WS C2960S 48FPS L WS C PS S WS C PS S WS C3560CG 8PC S 1 1 WS C3560E 12D WS C3560G 24PS 1 1 WS C PS S WS C3750G 12S E WS C4500X WS C6509 E (Unknown) 2 2 Grand Total NETWORK ELECTONICS, UPS RFP# Page - 4

5 Phase 1: Replacement Campuses of Existing Switch count by model by campus. Model/Location Admin Lakewood Leon Heights Pirtle Sparta Tarver Transportation Grand Total Cisco Cisco 2901K9 0 Cisco Cisco ASA 5525 X 1 1 WS 4510R+E 0 WS C2950SX WS C2960S 24PS L 0 WS C2960S 48FPD L WS C2960S 48FPS L 1 1 WS C PS S WS C PS S WS C3560CG 8PC S 0 WS C3560E 12D 0 WS C3560G 24PS 1 1 WS C PS S WS C3750G 12S E WS C4500X 16 0 WS C6509 E 2 2 (Unknown) 2 2 Grand Total NETWORK ELECTONICS, UPS RFP# Page - 5

6 Existing telecommunications closet count by campus. Campus/Telecom Closets Switches Per Closet Campus/Telecom Closets Switches Per Closet Admin 20 Closet 1 IDF 1 IDF1 3 IDF2 1 IDF3 3 IDF4 2 IDF5 1 IDF6 1 NOC 4 Tech Room 3 BECS 15 GYM 1 Health Science Building 1 IDF1 2 IDF2 3 IDF3 3 MDF 5 BHS 58 IDF1 5 IDF10 2 IDF11 1 IDF12 2 IDF17 5 IDF2 4 IDF3 2 IDF4 4 IDF5 2 IDF6 5 IDF7 5 IDF8 1 IDF9 1 Maintenance Small Building 1 MDF 14 Portable T1 1 Portable T2 2 Portable T3 1 BHS9 17 IDF1 6 IDF2 2 IDF3 1 MDF 8 BNTHS@W 1 MDF 1 Chisholm Trail 18 IDF1 4 IDF2 5 IDF3 1 MDF 8 High Point 18 IDF1 4 IDF2 5 IDF3 1 MDF 8 Lakewood 15 GYM 1 IDF1 6 IDF2 1 IDF3 1 MDF 5 MUSIC PORTABLE 1 Lakewood 1 MDF 1 LBMS 19 GYM 1 IDF1 5 IDF2 3 IDF4 4 IDF5 1 MDF 5 Leon Heights 5 GYM 1 MDF 3 MUSIC PORTABLE 1 Miller Heights 6 IDF1 2 MDF 2 PORTABLE 22 1 PORTABLE 38 1 NBMS 26 IDF1 5 IDF2 6 NETWORK ELECTONICS, UPS RFP# Page - 6

7 IDF3 4 IDF4 2 IDF5 2 MDF 7 Pirtle 18 IDF1 5 IDF2 6 IDF3 1 MDF 6 SBMS 20 IDF1 4 IDF2 4 IDF3 2 IDF4 4 IDF5 4 MDF 2 Southwest 12 IDF1 4 IDF2 1 MDF 7 Sparta 7 MDF 6 Portable 1 Support Services 3 MDF 3 Tarver 10 IDF1 1 IDF2 2 IDF3 2 IDF4 1 MDF 4 Transportation 5 IDF1 1 MDF 4 Grand Total 294 NETWORK ELECTONICS, UPS RFP# Page - 7

8 Please provide a quote for the BOM listed below. Final distribution of actual quantities will occur after final architectural documents are issued. Phase 1: Bill of materials listed below apply in total: Qty Part # Description X-48FPD-L Catalyst 2960-X 48 GigE PoE 740W, 2 x 10G SFP+, LAN Base 7 WS-C4500X-16SFP+ Catalyst 4500-X 16 Port 10GE IP Base, Front-to-Back Cooling, No P/S 14 C4KX-PWR-750AC-R Catalyst 4500-X 750W AC Front-to-Back Cooling Power Supply 7 L-C4500X-16P-IP-ES Catalyst 4500-X IP BASE to Enterprise Services upgrade license (electronic delivery) for 16-port and 24-port models 75 C2960X-STACK FlexStack-Plus hot-swappable stacking module 75 CAB-STK-E-0.5M FlexStack-Plus stacking cable with a 0.5 m length 7 SFP-10G-LR 10GBASE-LR SFP Module 68 SFP-10G-SR 10GBASE-SR SFP+ transceiver module for MMF, 850-nm wavelength, LC duplex connector 68 Fiber Patch Cable 3m MM 3 meter LC to LC50/ GiG Multimode Duplex Patch Cable 7 Fiber Patch Cable 5m SM 5 m single-mode fiber, LC-to-SC connectors Qty Part # Description 79 APC2200RM2U APC-Smart UPS VA 15 SMT3000RM2U APC-Smart UPS VA 6 SUA5000RMT5U APC-Smart UPS VA In addition to the BOM listed above, the district will accept added value proposals to install NEMA L5-30P and NEMA L6-30P power to support the UPS s listed. NETWORK ELECTONICS, UPS RFP# Page - 8

9 SECTION II- GENERAL INSTRUCTIONS 1. DESCRIPTION Belton Independent School District is accepting Proposal Responses for NETWORK ELECTRONICS CATEGORY 2 in accordance with the instructions, terms, conditions, and requirements/specifications contained in this Solicitation. 2. SUBMISSION OF PROPOSALS 2.1 Proposals are to be sealed and returned in an envelope marked on the outside with the Proposer s name, address and proposal number. Faxed proposals will not be accepted. 2.2 Proposals must be returned to the following address on or before the time and date shown on this Solicitation and can be either hand delivered or mailed. Belton Independent School District Purchasing Department 400 N. Wall Street Belton, TX Proposals will be opened Wednesday, January 14, 2016 at 10:00 A.M.CST, at the Belton Purchasing Department Offices. 2.4 Proposals shall represent a true and correct statement and shall contain no cause for claim of omission or error. Proposer shall abide by and comply with the true intent of the specifications and not take advantage of any unintentional error or omission. 2.5 Electronic versions of the proposals can be included with the submission, but do not replace the requirement for paper versions. 2.6 Before submitting a proposal, all proposers shall examine the complete contract documents, including Scope of Services, General Instructions, Special Instructions and the Proposal Response Form, all of which are part of the proposal documents. 3. ADDENDA 3.1 Addenda: Answers to all questions, inquiries, and request for additional information will be issued in the form of Addenda. Copies of each addendum will be issued only to those obtaining documents. Proposes must notify the Purchasing Department when downloading Proposals in order to receive any addenda. Prospective Proposers may, during the proposal period be advised by addenda of additions, deletions from, or changes in the requirements of the contract documents. The district will not be responsible for the authenticity or correctness of oral interpretations of the contract documents or for information obtained in any other manner than through the media of addenda. Receipt of each addendum shall be considered a part of the contract documents. Failure to acknowledge receipt of addenda issued may invalidate a proposal as incomplete. 3.2 Any questions concerning this proposal should be submitted via to the Director of Technology at john.greiner@bisd.net no later than 5 days prior to the opening of the proposal. This is to allow BISD sufficient time to respond to inquiries and provide information to all interested Proposers by addenda. 3.3 Submission of any questions will be confirmed via a reply . IN ORDER TO RECEIVE ADDENDA, ALL INTERESTED PROPOSERS ARE REQUIRED TO SUBMIT CONTACT INFORMATION INCLUDING ADDRESS AND PHONE NUMBER TO THE PURCHASING DEPARTMENT AT (254) AND/OR OR tammy.shannon@bisd.net. 4. GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS This solicitation shall be governed by the following documents; unless an exception is otherwise taken within this Solicitation. Documents are incorporated by reference only, and are not attached as part of this Solicitation. 4.1 Texas Education Code Purchasing and Acquisition, BISD Policy CH (Legal.) 4.3 Purchasing and Acquisition, BISD Policy CH (Local.) NETWORK ELECTONICS, UPS RFP# Page - 9

10 SECTION II- GENERAL INSTRUCTIONS (continued) 5. PROPOSAL RESPONSE 5.1 Proposal response must contain; The Proposal Response Form in its entirety; Certifications/Representations Documents; Any additional documents required by this Solicitation; 5.2 The District reserves the right to accept or reject any Proposals and to waive any and or all technicalities in the interest of the District. 5.3 The District reserves the right to increase or decrease the given quantity. In the event quantities are increased or decreased, the amount added or deducted shall be based upon the unit price quoted. The District reserves the right to purchase in total from one vendor or divide the purchase by selection of varies items from multiple vendors. 5.4 Proposals submitted are encouraged to be in type-written or in print format. Due to high volume of responses, any illegible proposals may be rejected. 5.5 Withdrawal of Proposals: No proposal may be withdrawn for a period of sixty (60) days after proposal opening, except that proposals may be withdrawn upon written request received from Proposer prior to time established for receipt of proposals. 6. TERM OF CONTRACT 6.1 Contracts created by this Solicitation shall commence on July 1, 2016 and shall continue from the effective date of this contract for one (1) year. This contract includes three (3) one-year voluntary extensions. Terms other than above will be considered if proposed. 6.2 All renewals will be done in writing prior to the end of the current contract. 6.3 The District reserves the right to reevaluate the contract during the contract period and cancel the contract with a thirty (30) day written notice. 7. EVALUATION, NEGOTIATIONS, AND AWARD 7.1 Each Proposal response will be evaluated based on the requirements set forth in this Proposal. 7.2 Vendors are encouraged to submit proposals as soon as possible. 7.3 THIS IS A NEGOTIATED PROCURMENT, and as such, the District reserves the right to negotiate any terms, conditions, or pricing with a Vendor prior to an award. 7.4 The District reserves the right to reject any and or all Proposals which comply with these specifications, or to accept a higher Proposal which complies, provided that, in the judgment of the District, the item offered under the higher proposal has additional value or function which justifies the difference in price. 7.5 All deviations from the specifications must be noted in detail by the Proposer, in writing, at the time of submittal of the formal proposal. The absence of a written list of specification deviations at the time of submittal of the Proposal will hold the Proposer strictly accountable to the District to the specifications as written. Any deviations from the specifications as written, as required by the above, will be grounds for rejection of the material and or item when delivered. 7.6 Value added services included in the proposal will be considered for award of contract. All value added services must be declared in detail by the Proposer, in writing, at the time of submittal of the formal proposal. 8. FELONY CONVICTION CERTIFICATION AND NON-COLLUSION STATEMENT Proposer is required to submit a completed copy of the Felony Conviction Certification and Non-Collusion Statement. Copies of the forms are included with these specifications and must be completed and returned with the proposal. 9. REFERENCES AND RESIDENT CERTIFICATION 9.1 Three (3) references must be submitted with this proposal. 9.2 Proposer is required to submit a completed copy of the Resident Certification. A copy of the form is included with these specifications and must be completed and returned with the proposal. 10. COOPERATIVE PURCHASING A. Membership. Belton Independent School District is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 40 school districts in Texas representing over a million students, sharing information, services and contractual opportunities. CTPA is an alliance created in accordance with Section of the Texas Government Code through interlocal agreements. B. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by Belton Independent School District may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section (a)(4) and as required by the adopting district s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better contract pricing and purchasing terms established by the originating district. NETWORK ELECTONICS, UPS RFP# Page - 10

11 SECTION II- GENERAL INSTRUCTIONS (continued) C. Adopted Contract Management. The adopting district shall be responsible for the management of the new contract and all payments to the contracted vendor. The originating district shall have no responsibilities under the new contract agreement. Belton Independent School District is a participating member of the Central Texas Purchasing Alliance. The successful vendor is to state their willingness to provide products and/or services, based upon proposal price, to any participate in the Alliance. Belton Independent School District shall not be held responsible for any orders placed, deliveries made, or payment for products and/or services by these other entities 11. CONFLICT OF INTEREST 11.1 Disclosure of Certain Relationships with Local Government Officials. Any individual or business entity that contracts or seeks to contract for the sale or purchase of property, goods, or services with Belton ISD must file a Conflict of Interest Questionnaire with the BISD Purchasing Office in accordance with Texas Local Government Code Chapter 176, no later that the 7 th business day after the recipient becomes aware of facts that requires filing This requirement applies to a person who is an agent of a vendor in the vendor s business with the District All proposers must disclose the name of any Belton ISD employee who owns, directly or indirectly, an interest in the Proposers firm or any of its branches. 12. W-9 INDENTIFICATION NUMBER CERTIFICATE Proposer shall submit with their Proposal Response a copy of their W-9 Identification Number Certificate to expedite the payment process if awarded a contract. 13. TAXATION BISD is exempt under the Sales Tax and Use Tax Laws, and the Vendor(s) shall not include taxes. 14. PURCHASE ORDERS Purchase Orders are signed by the Director of Purchasing and will be issued prior to all purchases. The District will not be responsible for any purchases made prior to the issuance of a purchase order. 15. INVOICING AND PAYMENT 15.1 Invoices (IN TRIPLICATE) shall be sent to: Belton Independent School District Phone # (254) Attn: Accounts Payable PO Box 269 Belton, TX Payment terms will be Net 30 days unless otherwise authorized by the District Payment period does not commence until receipt and approval of the entire order by the ordering department Some services are discountable under the Schools and Library Universal Service Fund (ERATE). The vendor is requested to state whether discounts can be applied to bills or reimbursed. The vendor must have an authorization for service stop, start, or change from the designated Technology Services representative before any order is issued. The District will not pay for any order made without an authorization. Invoices must be itemized as to service and source. Invoice must itemize any ineligible fees. Electronic invoicing is preferred Funds for services concerning this proposal will be available within (30) days of invoice and acceptance by the District. 16. SIGNATURE ON PROPOSALS Proposal, to be valid, must be manually signed in ink by authorized person in the space provided. By such signature, Proposer agrees to strictly abide by the terms, conditions, and specifications embodied in this Proposal. 17. PROPOSAL ERRORS All proposals shall be deemed final, conclusive, and irrevocable, and no proposal shall be subject to correction or amended for errors or miscalculations by the proposer after proposal opening date. 18. EEO CLAUSE Contracts over $10,000 shall be in compliance with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375, and as supplemented in Department of Labor regulations (41CFR Part 60). No individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of, or in connection with, any such program because of race, color, religion, sex, national origin, age, handicap, or political application or belief. 19. UNIFORM COMMERCIAL CODE This proposal will be governed in accordance with all rights and remedies as set forth by the Uniform Commercial Code (UCC) and adopted by the State of Texas. NETWORK ELECTONICS, UPS RFP# Page - 11

12 SECTION II- GENERAL INSTRUCTIONS (continued) 20. TERMINATION OF CONTRACT 20.1 In the event of vendor insolvency, bankruptcy, or consolidation with another company, the Belton Independent School District will rule on the termination of the contract in compliance with Federal and State laws Failure to adhere to specifications or provide timely delivery will result in the removal of the proposer from the list of qualified proposers. 21. HOLD HARMLESS Successful bidder shall defend, indemnify and save harmless Belton ISD and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought to or on account of any injuries or damages received or sustained by any person, persons or property on account of any negligent act or fault of the successful bidder, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from bid award. Successful bidder indemnifies and will indemnify and save harmless Belton ISD from liability, claim or demand on their part, agents, servants, customers, and/or employees, whether such liability, claim or demand arise from event or casualty happening within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches to the facilities within the occupied premises. Successful bidder shall pay any judgment with costs which may be obtained against Belton ISD growing out of such injury or damages. SECTION III- SPECIAL INSTRUCTIONS 1. RULES OF PREPARATION 1.1 BISD expects Proposers will comply with the stated requirements of the proposal in developing their response. 1.2 Any exception to the terms and conditions of this proposal must be included in writing in the Proposers Response. 1.3 Any special conditions or qualification concerning price, delivery, etc., of items proposed must be noted on the proposal forms by the proposer. If a minimum shipment is required on any item, please state on proposal. 1.4 Proposer must fill out all documents contained in this Proposal. 1.5 Submit original and (1) one copy of your proposal to the Director of Purchasing. Submissions must be in a sealed envelope with the RFP title and number clearly marked on the outside of the envelope. Submission must be hand carried or otherwise delivered to 400 N. Wall Street, Belton Texas prior to opening. Proposal opening is public and proposers are invited to attend. 2. CONTRACT PERIOD 2.1 The term of this contract shall commence on July 1, 2016, which shall be the effective date of this contract and shall continue from the effective date for twelve (12) months; however, Belton ISD has the option to renew this agreement for an additional one year term to a maximum of thirty six (36) months, unless sooner terminated with 30 days written notice. 2.2 This proposal, when properly accepted by Belton ISD, shall constitute and integral part of contract, equally between the successful respondent and Belton ISD. 2.3 Belton ISD requests the right to continue this contract for a period not to exceed ninety (90) days after expiration date for unforeseeable reasons on a month to month basis if agreed to by both parties. 3. TERMINATION OF CONTRACT This contract shall remain in effect until contract expires, delivery and acceptance of products and/or performance of services is concluded subject to the following conditions: (a) Belton ISD reserves the right to review the performance of vendor at all times. (b) Belton ISD will have the right to cancel any contract entered into under the terms and conditions of this solicitation for any reason at any time on thirty (30) days written notice. Vendor shall have the right to cancel the contract subject to Belton ISD approval at any time on thirty (30) days written notice and justification. The successful respondent must state therein the reasons for such cancellation. In the event of any actual contract cancellation, Belton ISD will be not be held responsible for loss of business or any termination expenses incurred by the vendor. 4. NO GUARANTEE OF VOLUME The District cannot reasonably project its need for these services which will be used on an as needed basis. 5. PRICE 5.1 All prices are to be the lowest and best price. The unit price for each item offered is to include all discounts applicable. Cash discounts offered will not be considered in determining the award, but will be taken if earned. 5.2 Unless otherwise stipulated in the proposal, the District reserves the right to renegotiate prices during the contract period due to decreased costs. 5.3 Seller agrees to furnish item proposal as listed, in accordance with the attached specifications at the prices shown on the proposal form. NETWORK ELECTONICS, UPS RFP# Page - 12

13 6. NON-APPROPRIATION OF FUNDS Should the District not have sufficient funds appropriated for the purchase of the items mentioned in this proposal, after timely notification to the supplier, the District is fully and expressly released from all obligations under this agreement and any incidental agreements hereto. 7. EVALUATION PROCESS 7.1 Upon receipt of proposals, the District s Evaluation Team will review the proposals and may request additional information, as deemed appropriate. 7.2 Each proposal will be evaluated based on the requirements set forth in this proposal. 8. AWARD 8.1 Upon receipt of proposals, the Technology Services Department of Belton ISD will evaluate and will recommend to the Belton ISD Board of Trustees the lowest, best proposal submitted in accordance to the proposal requirements. 8.2 Successful vendor will be notified by proposal award letter constituting acceptance of proposal offer. The award letter requires signature by the vendor and constitutes a contractual agreement for services. 9. BILLING Some services are discountable under the Schools and Library Universal Service Fund (ERATE). The vendor is requested to state whether discounts can be applied to bills or are reimbursed. The vendor must have an authorization for service stop, start, or change from the designated Technology Service representative before any order is issued. Vendors must provide SPIN number on the Proposal Response Form in Section V. The District will not pay for any order without authorization. Electronic invoicing is preferred. Invoices must be itemized. 10. TERMS OF PAYMENT Funds for services concerning this proposal will be available within thirty (30) days of invoice and acceptance by the District. The following matrix will be used to evaluate proposals: Vendor 1 Vendor 2 Criteria Weight Score (0-5) Weighted Score (0-5) Weighted Purchase Price 43 Reputation of the vendor and the vendors goods and services 5 Quality of the vendor's goods and services 5 Extent to which goods and services meet the district's needs 15 Vendor's past relationship with the district 5 Impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses 2 Total long-term cost to the district to acquire the vendors goods and services 10 Implementation Costs 15 The vendor with the highest weighted score will be awarded the contract. NETWORK ELECTONICS, UPS RFP# Page - 13

14 SECTION IV- CERTIFICATION/REPRESENTATIONS CERTIFICATION OF FELONY CONVICTION NOTIFICATION Section Subsection (a) of the Texas Education Code requires a person or business entity that enters into a contract with a school district must give advance notice to the district if the person and/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." Subsection (c) 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 (check only one item). 1. My firm is a publicly held corporation, therefore, this reporting requirement is not applicable. 2. My firm is not owned nor operated by anyone who has been convicted of a felony. 3. 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): STATEMENT OF NON-COLLUSION AND NON DISCRIMINATION "Non-Collusion Statement": "The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership, etc., or individual has not prepared this bid in collusion (An agreement between two or more persons to deceive the school district or defraud the school district of its rights) with any other bidder, school board member, or school district employee, and that the contents of this bid as to prices, quality of product, terms and/or conditions, etc., have not been communicated by the undersigned nor by any other employee, agent and/or representative of the company, corporation, firm, partnership, etc., or individual to any other person engaged in this type of business prior to the official opening of this bid for the intent or purpose of collusion." Company Name: Submitter s Name: Submitter s Title: Submitter s Signature: NETWORK ELECTONICS, UPS RFP# Page - 14

15 RESIDENT CERTIFICATION In accordance with Article 601g. as adopted by the 1985 Texas Legislature the following will apply. The pertinent portion of the Act has been extracted and is as follows: Article 601g. State of Political Subdivision Contracts for Construction, Supplies, Services, Bids by Non resident Section 1(a) in the Act: (1) Governmental agency of the state means: (A) an incorporated city or town, a county, a public school district, a special-purpose district or authority, or a district, county, or justice of the peace court; (2) Nonresident bidder means a vendor whose principal place of business is not in this state, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in this state. (3) Texas residential bidder means a vendor whose principal place of business is in this state, and includes a contractor whose ultimate parent company or majority owner has it principal place of business in this state. (B) The state or governmental agency of the state may not award a contract for general construction, improvements, services, or public works projects or purchase of supplies, material, or equipment to a nonresident vendor unless the nonresident's proposal is lower than the lowest proposal submitted by the responsible Texas resident vendor by the same amount that a Texas resident vendor would be required to under proposal a nonresident vendor to obtain a comparable contract in the state in which the nonresident's principal place of business is located. I Certify that as defined in Article 601g. that: Company Name: Is a resident vendor of the state of Printed Name: Signature: ACKOWLEDGEMENT FORM Having carefully read the Standard Terms and Conditions and any Special Condition listed in this document, the undersigned hereby agrees to furnish all goods and services specified on the Belton ISD Proposal Form at the prices and transportation costs as proposed. By submission of this proposal, the undersigned certifies that: a. This proposal has been independently arrived at without collusion with any other bidder or any other competitor; b. This proposal has not been knowingly disclosed and will not be knowingly disclosed, to any other bidder, competitor or potential competitor, prior to the opening of bids, or proposals for this project; c. No attempt has been or will be made to induce any other person, partnership or corporation to submit or not submit a proposal. d. The undersigned certifies that he is fully informed regarding the accuracy of the statements contained in this certification, and the penalties herein are applicable to the bidder as well as to any person signing in his/her behalf; e. Vendor warrants it has no interest, and shall acquire no interest that would directly or indirectly conflict in any manner or degree with the performance of this proposal. For violation or breach of this warrant, Keller ISD shall have the right to annul this contract without liability. f. As required by Local Government Code , the undersigned acknowledges the requirement of filing a Conflict of Interest Questionnaire if there are any facts that would require such to be filed, and can be obtained directly from the Belton ISD Purchasing Office, 1220 Heuy Rd, Belton, TX g. The undersigned certifies that to his/her knowledge no Belton ID employee has any personal or beneficial interest whatsoever in the service or property described herein. Respondent acknowledges receipt of Addenda number through and has incorporated the provisions therefore into this proposal. AUTHORIZED SIGNATURE PRINT NAME TITLE DATE NETWORK ELECTONICS, UPS RFP# Page - 15

16 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section (1-a) with a local governmental entity and the vendor meets requirements under Section (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 vendor becomes aware of facts that require the statement to be filed. See Section (a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section , Local Government Code. An offense under this section is a misdemeanor. FORM CIQ OFFICE USE ONLY Date Received 1 Name of vendor who has a business relationship with local governmental entity. 2 3 Check this box if 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 on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) Name of local government officer about whom the information in this section is being disclosed. Name of Officer This section (item 3 including subparts A, B, C, & D) must be completed for each officer with whom the vendor has an employment or other business relationship as defined by Section (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 vendor? Yes No B. Is the vendor 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 interest of one percent or more? Yes No D. Describe each employment or business and family relationship with the local government officer named in this section. 4 Signature of vendor doing business with the governmental entity Date Adopted 8/7/2015

17 Form W-9 (Rev. December 2014) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification 1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank. Give Form to the requester. Do not send to the IRS. Print or type See Specific Instructions on page 2. 2 Business name/disregarded entity name, if different from above 3 Check appropriate box for federal tax classification; check only one of the following seven boxes: Individual/sole proprietor or single-member LLC C Corporation S Corporation Partnership Trust/estate Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) Note. For a single-member LLC that is disregarded, do not check LLC; check the appropriate box in the line above for the tax classification of the single-member owner. Other (see instructions) 5 Address (number, street, and apt. or suite no.) 6 City, state, and ZIP code 4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3): Exempt payee code (if any) Exemption from FATCA reporting code (if any) (Applies to accounts maintained outside the U.S.) Requester s name and address (optional) 7 List account number(s) here (optional) Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for guidelines on whose number to enter. Social security number or Employer identification number Part II Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. I am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions on page 3. Sign Here Signature of U.S. person General Instructions Section references are to the Internal Revenue Code unless otherwise noted. Future developments. Information about developments affecting Form W-9 (such as legislation enacted after we release it) is at Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following: Form 1099-INT (interest earned or paid) Form 1099-DIV (dividends, including those from stocks or mutual funds) Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) Form 1099-S (proceeds from real estate transactions) Form 1099-K (merchant card and third party network transactions) Date Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) Form 1099-C (canceled debt) Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding? on page 2. By signing the filled-out form, you: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income, and 4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting? on page 2 for further information. Cat. No X Form W-9 (Rev )

18 SECTION V- PROPOSAL RESPONSE FORM PROPOSAL RESPONSE FORM Company Name: SPIN: Contact Name: Telephone Number: Fax Number: Number of Years in Business: 24 Hour Service Hot line Number: Response Time for Problems: Will Purchase Orders be accepted? Yes No REMIT ADDRESS: (If different from address above) City: State: Zip Code: Phone: Fax: Vendor would like to remain on the District s mailing list for future proposal considerations: Yes No Please indicate how (Vendor) was notified about this proposal opportunity; Newspaper, BISD Website, or Other, explain FAILURE TO SUBMIT ANY OF THE REQUIRED INFORMATION MAY BE SUFFICIENT GROUNDS FOR REJECTON OF PROPOSAL. VENDOR S CHECKLIST Vendors Certification Certificate of Felony Conviction Statement of Non-Collusion and Non-Discrimination References and Resident Certification Acknowledgement Form Conflict of Interest Questionnaire W-9 Proposal Response Form Pricing Matrix One original and (1) copy (Please verify that all the requested documents listed above are present and completed prior to submittal of proposal.) NETWORK ELECTONICS, UPS RFP# Page - 18

19 PRICING MATRIX: The respondent will provide a cost summary on the form below to purchase, configure and install a NETWORK ELECTRONICS CATEGORY 2 system. The information requested below is the minimum that will be accepted. Respondent will submit one (1) electronic media and one (1) original and three (3) complete copies of the Offer. Additional information and pricing shall be documented, titled with the "Additional Service Cost" line item on this Cost Summary Form that it detailing and the total additional cost entered into that line item's price. Electronics Cost Summary All Proposers must submit a Bill of Materials detail identifying, Part Number, Product Description, Quantities and Extended Cost. This will include "no cost" items also. If proposer is submitting installation and/or maintenance options, include this information. PHASE 1: DESCRIPTION Switch Equipment Cost = Configuration Price = Installation Price = Maintenance Price = +Other Price (Shipping, Bond, Management, etc.) = -Other Price (Discounts, etc.) = Total Price = PRICE Description: Current Purchase Future Purchases Cisco Equipment Education Discount Rate: % % Cisco SmartNet Education Discount Rate: % % Cisco Equipment Installation Labor Rates: $ $ (describe by equipment type on separate sheet if necessary) DESCRIPTION PRICE UPS Equipment Cost = +Other Price (Shipping, Bond, Management, etc.) = -Other Price (Discounts, etc.) = Total Price = Description: Current Purchase Future Purchases UPS Equipment Education Discount Rate: % % UPS Equipment Installation Labor Rates: $ $ (describe by equipment type on separate sheet if necessary) DESCRIPTION Added Value; NEMA L5-30P and L6-30P installation = PRICE NETWORK ELECTONICS, UPS RFP# Page - 19