Notice to Bidders. Request for Competitive Sealed Proposal Armored Car and Bank Courier Services # 1397

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1 RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT 970 Security Row Richardson, TX Notice to Bidders Request for Competitive Sealed Proposal Armored Car and Bank Courier Services # 1397 Richardson Independent School District (RISD) must receive all sealed proposals no later than 1:30 PM CDT, March 31, Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on this RFCSP. RISD will not be responsible for delayed mail delivery from the post office. Bids received after the published time and date will be considered untimely and will not be considered. Proposals will be publicly opened at 2:30 PM the same day. Proposals must be sealed and clearly marked on the outside with the company s name and addressed to: Richardson Independent School District Attention: Loretta Porter 970 Security Row Richardson, TX Armored Car and Bank Courier Services RFCSP # 1397 You are representing to Richardson ISD that you are authorized to submit this bid by signing below. Include this page as a cover to your bid response. Company Name: Address: City: State: Zip: Authorized Official Name (print): Signature of Authorized Official: Title: Date:

2 Richardson ISD RFCSP# Armored Car & Bank Courier RISD Where all students learn, grow, and succeed. Richardson Independent School District 400 S. Greenville Ave. Richardson, TX ARMORED CAR AND BANK COURIER SERVICES RFCSP # 1397 The Richardson Independent School District (RISD) is soliciting competitive sealed proposals for ARMORED CAR AND BANK COURIER SERVICES as per specifications stated in this solicitation document. Sealed proposals shall be submitted in an envelope marked on the outside with the responder s name, address, and RFCSP number (RFCSP#1397) to: Richardson Independent School District ARMORED CAR AND BANK COURIER SERVICES RFCSP# 1397 Attention: Loretta Bartow-Porter 970 Security Row Richardson, TX Receipt Deadline: The RISD must receive all proposals no later than 1:30 PM CDT, March 31, Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on the RFCSP. The RISD will not be responsible for delayed mail delivery from the post office. Proposals received after the published time and date will be considered untimely and will not be accepted. Proposals will be publicly opened at 2:30 PM CST the same day. Delivery Method: Responders may submit their proposals via U.S. Mail or common receipted carrier (e.g., Federal Express, UPS, US Postal Service, and Hand Delivery.) Fax proposals will not be accepted. The RFCSP name and number must be identified on the outside envelope being delivered. Request For Competitive Sealed Proposal Number and Format: Responders must submit one (1) original proposal, (1) copy of the proposal, and (1) electronic copy (cd, flash drive) of the proposal. All items must be submitted in a sealed envelope. The RISD s contact for this solicitation is Loretta Bartow-Porter (Loretta.porter@risd.org). Contact between responders or potential responders and user departments during the request for competitive sealed proposal process or evaluation process is prohibited. Any attempt by a responder or potential responder to contact the departments will result in disqualification. All addenda will be issued via the district website at: 1

3 Richardson ISD RFCSP# Armored Car & Bank Courier Overview 1.1 General Information The Richardson Independent School District (RISD) is seeking proposals to furnish armored car and bank courier service for approximately fifty-five schools and four offices all located within the RISD boundaries. The length of this contract will be two (2) years with the option to extend for two (2) one (1) year periods if pricing remains firm and both parties agree. Pick-ups will be made daily between the hours of 9:00 A.M. and 3:00 P.M. Schools are open 213 days (including summer school) with some offices open 230 days. Vendor selected will be required to submit a pickup schedule by each pick-up location for approval by the Financial Services Office prior to the beginning of service. Vendor will be furnished a school calendar which details days which schools will be open. The RISD Financial Services must approve any deviations from approved schedule. The monthly rate charged by the awarded vendor will be based on service provided for each school day as indicated in the school calendar. All school campus locations are on the same school calendar. The rate may be adjusted if the responder does not perform all of the services agreed upon. Three failures to pick-up may be grounds for contract termination. The awarded vendor agrees in the case of delay or inability to provide services to notify the Financial Services Office immediately (please contact Anne Williams, Executive Director of Financial Services ). Failure to notify in a timely manner could result in cancellation of contract. The Richardson Independent School District reserves the right to meet with the awarded vendor at any time to discuss any proposal service requirements and the level of such service being provided. All proposals must be submitted on the proposal form included in this Request For Competitive Sealed Proposal. Any deviations must be clearly marked on the proposal form. After evaluation of all proposals received the RISD reserves the right to enter into negotiations with the Vendor or Vendors whom the RISD considers best qualified to meet its requirements. The RISD reserves the right to reject any and all proposals and to waive any non-conformity, whenever such actions are in its best interest as determined solely by the RISD. 2

4 Richardson ISD RFCSP# Armored Car & Bank Courier 1.2 Addenda Addenda to the RFCSP must be authorized and issued in writing by the RISD to be valid. Any addenda that modifies the RFCSP document by adding, deleting, clarifying, or correcting its contents will be posted to the RISD s website prior to the Proposal receipt deadline. Bidder Instructions 2.1 Confidential/Proprietary Information The RISD is a governmental entity subject to the Texas Public Information Act. Unless subject to a specific statutory exception, information in the District s possession is considered public information that is subject to be released upon request. Any information in your Proposal that is of a confidential or proprietary nature must be clearly and specifically identified. Such identification shall not limit the District s right to use such information in the review of the Proposal. 2.2 Obligation of Owner Issuance of this RFCSP does not create any obligation on the part of the RISD to enter into any contract or undertake any financial obligations with respect to the services referred to herein. There will be no discussions with Vendors except for the purpose of clarification of the RFCSP until the evaluation of the submitted Proposals has been completed. Any subsequent discussion shall be at the discretion of the RISD. 2.3 Negotiation of Contract After evaluation of all Proposals received, the RISD reserves the right to enter into negotiations with the Vendor or Vendors that the RISD considers best qualified to meet its requirements. The RISD reserves the right to reject any and all proposals and to waive any nonconformity, whenever such actions are in its best interest, as determined solely by the RISD. 2.4 Awarding of Contract A contract will be awarded to the responsible Vendor(s) submitting the best and final Proposal for the service, plus any acceptable alternatives complying with the conditions and requirements of the contract that the RISD determines provides the best value to the District. Relevant factors other than cost alone will be considered in determining the successful Vendor(s), including, but not limited to, outstanding references, prior relevant experience both in the RISD and in other K- 12 environments. 2.5 Background Checks All employees of the successful Vendor will be required to undergo a background check through the RISD, and where applicable, must comply with the requirements of Chapter 22 of the Texas Education Code prior to any work commencing on any of the RISD campuses. Any employee of the Vendor who does not clear the background check will not be allowed to participate in any activities on the RISD property. 3

5 Richardson ISD RFCSP# Armored Car & Bank Courier 2.6 RFCSP Questions Any questions about this RFCSP must be raised prior to submission of the proposal. All questions must be submitted in writing either by no later than 10:00 AM CDT. March 23, 2016 to: (please include in the subject line: RFCSP # 1397-Armored Car and Bank Courier Services). All questions and answers will be published in an addendum no later than close of business Monday, March 28, All addendums will be posted on the RISD s website. 2.7 Vendor References Vendor must submit with the Proposal a list of at least three (3) references, preferably K-12, with current contact names and telephone numbers. 2.8 Compliance with EEO Any Vendor who responds to the RFCSP must demonstrate, through word and deed that they comply with all applicable laws, regulations, and executive orders to insure they provide equal employment opportunities without regard to the race, color, sex, national origin, religion, age, or disability status of any qualified employee or applicant. 3 General Conditions 3.1 Indemnity Hold Harmless Vendor shall indemnify, save and hold the RISD, its trustees, employees, agents, architects, consultants, contractors, attorneys, and guests, harmless from and against any and all claims, damages, liabilities, penalties, costs, charges, and expenses (including reasonable legal fees) which may be imposed upon, incurred or asserted against them in connection with the services provided. 3.2 Response Submission One (1) original proposal (1) copy of the proposal, and (1) electronic copy (cd, flash drive) of the proposal by 1:30 PM CDT, March 31, 2016 and are to be submitted to: Richardson Independent School District Armored Car & Bank Courier Services RFCSP# 1397 Attention: Loretta Bartow-Porter 970 Security Row Richardson, TX Each response must be received in a sealed envelope and clearly labeled as follows on the front lower right corner: Your Company Name Proposal to Richardson Independent School District RFCSP# 1397 Armored Car & Bank Courier 4

6 Richardson ISD RFCSP# Armored Car & Bank Courier 3.3 Costs Associated with Preparation of the Proposal Any costs associated with a responder s submitted response to the RFCSP will be borne by the responder. The RISD will not be liable for any cost incurred by the responders in preparing proposals to this RFCSP or negotiations associated with the award of a contract. 3.4 RFCSP Binding Period In no event shall pricing be allowed to increase above the stated contract prices throughout the term of the agreement as noted in this solicitation document. 3.5 Omissions Omission in the Proposal of any provision herein described shall not be construed as to relieve the responder of any responsibility or obligation to complete and satisfactorily perform services. 3.6 Right to Terminate The RISD, by written notice to the Vendor, may terminate the Contract, in whole or in part, for its convenience at any time prior to completion. Upon receipt of such notice, the Vendor shall take all necessary steps to avoid incurring any additional costs. In the event of such termination by the RISD, it is agreed that the termination charges shall be negotiated but shall not exceed 100% of the total costs, both direct and indirect, incurred by the Vendor in the performance of the Contract, including reasonable costs incurred with respect to termination and settlement with vendors and subcontractors as a result of termination, up to the date of termination. The Vendor agrees to notify the RISD of all proposed settlements with vendors and subcontractors in the event of termination, not for cause, and the Vendor further agrees not to enter into any binding settlement until the RISD has approved the proposed settlement or thirty (30) days have elapsed from the date when such advice was furnished to the RISD, which approval shall not be unreasonably withheld Direct and indirect costs shall be determined in accordance with standard accounting practices and verified by an independent Certified Public Accountant. Final payment shall be in the amount of the total termination charges within sixty (60) days following submission of such total costs certified by the independent Certified Public Accountant In the event of termination not for cause, final payment shall be in the amount of the total termination charges up to the date of termination, less the following: Amounts previously paid by the RISD to the Vendor The RISD may terminate Contract for cause immediately on notice to Vendor. 5

7 Richardson ISD RFCSP# Armored Car & Bank Courier 3.7 Payment Terms and Retainage The preferred payment plan will be on a monthly basis (Net 30 days) throughout the duration of the service period. 3.8 Electronic Invoicing Itemized invoicing with purchase order assignment should be available to be processed through electronic data interchange (EDI). EDI enables our Enterprise Business Processing System (EBS System) to accept a data file from a vendor and convert it to an invoice for payment. Electronic payments will be processed via electronic funds transfer (EFT). Banking information will be required for the EFT process. 3.9 Disclosures By signing its Proposal, a Vendor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the proposal submitted By signing its Proposal, a Vendor affirms that, to the best of his/her knowledge, the Proposal 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 an unfair advantage over other vendors in the award of this RFCSP Vendor shall note any and all relationships that might be construed as a conflict of interest and include such information with the Proposal. Vendor also shall submit with its Proposal a completed Conflict of Interest Questionnaire in compliance with chapter 176 of the Texas Local Government Code Transfer of Contract The contract, which will be issued upon award, shall not be assigned or transferred without the District s prior written consent Amendments and Modifications The contract, which will be issued upon award, shall be amended or modified only in writing signed by both parties. The modification, amendment, or waiver of part of this Contract shall not constitute a waiver of the whole Venue The contract, which will be issued upon award, shall be construed under the laws of the State of Texas, and venue arising out of this agreement is in Dallas County, Texas, regardless of the place of execution or performance. 6

8 Richardson ISD RFCSP# Armored Car & Bank Courier 3.13 Execution of Contracts Contracts for purchase will be put into effect by means of purchase order(s) executed by the RISD Purchasing Department after a Proposal has been awarded Vendor s Standard of Care All work shall be done in a thorough and conscientious manner according to the highest standards of care within the industry and shall be subject to inspection by the RISD, its agents, architects, consultants and others and by the proper authorities. It is expressly understood and agreed that such observations and inspections by the RISD, its other contractors and consultants shall not relieve the Vendor from any responsibility for the proper supervision and execution of the work described in the RFCSP, or agreed to at a later date Fairness of Pricing The RISD shall pay the contract price contained in the awarded vendor s proposal and the awarded vendor warrants that such price is not higher than the awarded vendor s current prices on orders by others for products of the kind and specification covered by this agreement for similar quantities under similar or like conditions and method of purchase. In the event awarded vendor breaches this warranty, the prices of the items shall be reduced to the awarded vendor s current prices on orders by others and overpricing refunded to the District within 30 days or, in the alternative, the RISD may cancel the contract, which will be issued upon award, without liability to awarded vendor for breach or awarded vendor s actual expense Compliance with Applicable Laws and Regulations The Vendor shall give notices to authorities and shall comply with all federal, state, local laws, ordinances, rules, regulations, and orders of any public authority bearing on the performance of the work. Where such laws, ordinances, rules and orders are in conflict, the more stringent standards shall apply Nondisclosure of Relationship with Owner The awarded vendor will not, in any manner disclose, advertise or publish the fact that awarded vendor has contracted with the RISD to provide the work as specified without the express written consent of the RISD. Nor shall the awarded vendor disclose any other information concerning its contract with the RISD to third parties without the RISD s written consent Timeliness of Contract Obligations Time is of the essence for work referenced in the contract. If Vendor fails to perform the services at the time agreed upon, or to perform the work there under such a manner as will endanger its ability to complete the work or render timely performance of services, the RISD reserves the right to cancel the Contract or purchase elsewhere the services called for hereunder and hold awarded vendor accountable for additional costs or damages incurred by the RISD including but not limited to rent and holdover rent penalties, additional fees, and expenses to its Consultant. 7

9 Richardson ISD RFCSP# Armored Car & Bank Courier 3.19 Authority of Owner Notwithstanding any other provision of the Contract to the contrary, the awarded vendor, once its activities begin on the Site, shall comply with the site rules of the RISD. The awarded vendor shall direct its personnel and subcontractors to respect and abide by the authority of the RISD and the Project Manager on all matters related to the awarded vendors operation at the Site, including but not limited to: Use of Site resources such as elevators and or loading docks, safety issues, site security and prohibition of any alcohol, tobacco and drugs. 4.0 Specifications Overview 4.1 Project Overview The RISD agrees that all property delivered to the awarded vendor will be securely sealed or locked and clearly labeled with the consigner s name (RISD) and consignee s name and address (Frost Bank); and that the RISD will not conceal or misrepresent any material, fact or circumstance concerning the property delivered to the awarded vendor s agent for this RFCSP. Money, currency, checks and other valuables are to be picked up by the awarded vendor in sealed containers. Awarded vendor, upon receipt of containers, is required to sign for the deposits and then assume responsibility for the actual cash value of all items including all monies, checks, securities or other valuables in its possession at any time being transferred for their safe delivery, to consigner in a timely manner. The awarded vendor shall not be liable for nonperformance or delay occasioned by any unforeseen act of God, strikes or means beyond its control. The RISD agrees to arrange for the pickup of sealed containers in good condition to the awarded vendor. It is understood and agreed that responder accepts all liability and responsibility with regard to the receipt and transference of sealed containers from the consigner (RISD) to the consignee (District depository bank). In the event of non-delivery by responder to consignee, all liability and responsibility will remain with the responder as evidenced by the receipt signed by the consigner (RISD). The Richardson ISD reserves the right to accept or reject any or all proposals and to waive any formalities in the RFCSP process. 8

10 Richardson ISD RFCSP# Armored Car & Bank Courier 4.2 Scope of Work The following procedures are the minimum requirements the RISD requests and expects from this service agreement: 1) Furnish schedule of proposed pick-up days and times for each location in the Richardson Independent School District for approval by Financial Services. 2) Provide pick-ups and deliveries of bank deposits from mutually agreed schedule 3) Maintain record of signed receipts from each school and delivery recipient. 4) Pickups and deliveries will be for August 1, 2016 July 31, 2017 for the first year. RISD S CURRENT FINANCIAL INSTITUTION INFORMATION: Frost Bank 4840 Overton Plaza Fort Worth, Texas Value-Added Services Responders are encouraged to include services in addition to the requirements of this RFCSP to provide the best possible value to the district. Responders will clearly identify such services in their responses and also provide a detailed explanation of the merits of such services. 4.4 Proposal for Services The services requested for the RISD include but are not limited to the stops on Pricing Sheet. See website and link under the bid name that says Pricing Sheet. This is the required. 4.5 Attachments Attachment #1 - Calendar of Pickups Attachment #2 - List of Schools and Addresses 9

11 Richardson ISD RFCSP# Armored Car & Bank Courier 5.0 Vendors Response to Request For Competitive Sealed Proposal Response Format Vendor should organize their responses into the sections described below. Each section should be tabbed and clearly marked. Responses that do not substantially follow this format may be rejected. Tab 1 Executive Summary/Overview 1. Executive Summary 2. Provide an overview of the project with a Service Plan showing a thorough understanding of the scope of work to be performed. Tab 2 Vendor Company Profile 1. Company Cover letter- Clearly state your Company s qualifications, number of fulltime employees, number of technical and installation personnel, training, qualifications, certifications, etc. 2. Bond based on the overall price (not required at this time) 3. Financial information Include financial information about your company. This information will be used to determine your Company s overall financial strength and will be treated as confidential by the RISD. 4. Provide at least three (3) Texas references for which your company has done similar work for in the past year. Preference may be given to vendors with references for services most similar to Richardson Independent School District. 5. Provide the name and qualifications of the Project Manager(s) your Company intends to assign to the RISD if you are the successful Vendor. Provide the names and titles of other personnel who would work on this project and their qualifications/training. 6. State whether your Company intends to use subcontractors. Include in this Tab all required information about any subcontractors that the Vendor plans to use. 7. Provide the required documents as indicated in the General Stipulations and Conditions of Bid/Proposal 1. Company Information (Form A) 2. Certificate of Residency (Form B) 3. Criminal History Certification (Form C) 4. Minimum Insurance Requirements (Form D) 5. Certificate of Interested Parties (Form E) 6. Federal Vendor Certifications (Form F) 7. Signature Page (pg 12) 8. Signature Page and Antitrust Certification (pg 16-17) 9. Certification of Debarment, Suspension and Other Responsibility Matters (pg 18-19) 10. Conflict of Interest Questionnaire (pg 20) 10

12 Richardson ISD RFCSP# Armored Car & Bank Courier Tab 3 Main Body of Response 1. List any tasks that the RISD must perform and/or be responsible for in order to accomplish the delivery and installation of the system. 2. Provide the vendor s service and support plan. 3. Pricing Sheet (see website link under Bid name) 4. Other fees Tab 4 Exceptions Exceptions to any requirement or provision of the RFCSP and a detailed explanation for each must be entered in this Tab. Unless specifically noted in this Exceptions section, it will be assumed that all sections/items are acceptable to the Vendor. Incurred Costs All costs associated with the responder s response to this RFCSP shall be borne by the responder. The RISD will not be liable for any costs incurred by the responder in responding to this RFCSP. Evaluation This RFCSP is not meant to favor any responder. Instead, it is intended solely to meet the needs and requirements of the RISD. The RISD will also consider the responder s ability to provide the required services in the allotted time, any previous work done for the RISD, and references of similar projects. In addition, the responder s clear understanding of the RFCSP requirements and its willingness to enter into an agreement with the RISD to provide a quality solution will be weighed. The inability of the responder to meet these qualifying factors may be cause for rejection of its offer. The RISD will evaluate all RFCSP responses using the following criteria to determine which proposal provides the best value to the District: Point Evaluation Criteria Value 1 The Purchase Price 35 2 Reputation of the vendor and vendor s goods or services - References Provided 20 3 Quality of the vendor s goods or services 0 4 Extent to which the goods or services meet the district s needs 25 5 Vendor s past relationship with the district 5 6 Impact of district s compliance with laws and rules relating to Historically Underutilized Businesses 3 7 Total long-term cost to the district 0 8 Vendor or Vendor s ultimate parent company or majority owner has its principal place of business in the state of Texas 1 9 Vendor or Vendor s ultimate parent company or majority owner employs at least 500 persons in the state of Texas 1 10 Other relevant factors specifically listed in this RFCSP all paperwork filled out and returned 10 Total Points

13 Richardson ISD RFCSP# Armored Car & Bank Courier Signature The undersigned certifies he/she is authorized to obligate the represented firm and further agrees with all terms, conditions, and requirements of the RISD s RFCSP. Firm Name Firm Address Firm Contact Contact s Telephone Contact s Firm Fax 12

14 RICHARDSON INDEPENDENT SCHOOL DISTRICT Richardson, Texas GENERAL STIPULATIONS AND CONDITIONS OF PROPOSAL RFCSP # 1397 Armored Car and Bank Courier Services PROFESSIONAL SERVICES IF THERE ARE CONTRADICTIONS BETWEEN THE GENERAL STIPULATIONS AND CONDITIONS OF BID/ PROPOSAL AND THE SPECIFICATIONS, WRITTEN OR VERBAL, THE GENERAL STIPULATIONS AND CONDITIONS OF PROPOSAL SHALL CONTROL. I. INVITATION TO SUBMIT STATEMENT OF QUALIFICATIONS: A. Richardson Independent School District invites all interested and qualified firms to submit proposals in accordance with directions available in the Purchasing Department, 970 Security Row, Richardson, Texas, B. For the purpose and clarity of this document only, the terms RISD or District will herein mean the Richardson Independent School District and/or the Board of Trustees of Richardson, Dallas County, Texas. As used herein, the term Proposer means any reliable person, entity, broker, vendor, and/or contractor who wants to submit a proposal in response to a Request for Statement of Qualifications (RFQ). The term Proposal refers to all responses or proposals submitted hereunder. C. The District will receive sealed Proposals until date and time indicated on the solicitation cover. Proposals must be delivered to the RISD Purchasing office, 970 Security Row, Richardson, Texas, where they will be opened. II. PROPOSAL PREPARATION, SPECIFICATIONS SHEET, AND PROPOSAL OPENING: A. An authorized representative of the firm must sign all Proposals. It is the intent of this solicitation that should a given Proposal be accepted, it will automatically become a part of a binding contract. B. At the time RISD opens the Proposals, the responsible Buyer, or his/her designate, shall open and record all Proposals received. Sufficient time will be allotted to analyze all Proposals received and the final recommendations shall be prepared for District review and approval. The District will follow the review process described in the RFQ. III. BILLING AND PAYMENT/DISCOUNTING: A. All invoices shall be submitted in duplicate and mailed in accordance with instructions as shown on the purchase order (unless otherwise noted). All invoices shall be forwarded to: RICHARDSON INDEPENDENT SCHOOL DISTRICT ATTENTION: ACCOUNTS PAYABLE DEPARTMENT 970 SECURITY ROW RICHARDSON, TEXAS B. Invoices will be returned for correction unless they contain a detailed description of the invoiced services that is sufficient to allow the District to ascertain the specific services provided and the RFCSP #

15 dates of services. Any expenses that the District has agreed to reimburse shall be itemized. RISD will not be responsible for normal overhead or overtime costs unless the District has specifically agreed to such expenses in advance. The original and one copy of the invoice shall be forwarded to the office listed above. C. Terms for payment: Net 30 days from receipt of complete/correct invoice. All discounts, including prompt payment, shall be included in bid price. IV. COLLUSION: A. All Proposers shall sign the appropriate certification as provided on the signature sheet. The District may reject any Proposal that does not include the required certification. V. COMPLIANCE WITH SPECIFICATIONS: A. The Proposer shall abide and comply with the true intent of the specifications and not take advantage of any unintentional error or omission. B. PROPRIETARY INFORMATION Any information in your proposal that is of a proprietary nature should be clearly and specifically identified. Such identification shall not limit the District s right to use such information if it is obtained from another source, or if it comes into the public domain. C. The District reserves the right to reject any or all Proposals that comply with these specifications, or to accept a higher Proposal price that complies, when, in the judgment of the District, such Proposal offers additional value or function, which justifies the difference in price. VI. DEVIATIONS FROM SPECIFICATIONS: All requested deviations from the specifications and requirements stated in the solicitation must be specified in writing by the Proposer at the time the Proposal is submitted. The absence of a written list of requested deviations or exceptions when the Proposal is submitted will hold the firm strictly accountable to the District to the specification or requirement as written. The District reserves the right to reject or modify any requested exception or deviation. Excessive exceptions may result in disqualification of a Proposal. VII. ERRORS IN PROPOSALS: Proposers and their authorized representatives shall fully inform themselves as to the conditions, requirements, and specifications before submitting a Proposal. Failure to do so will be at the firm s risk. VIII. QUALITY OF PROFESSIONAL SERVICE: RISD expects that each vendor will perform all contracted services in a good, thorough and professional manner consistent with industry and professional standards for similar services. IX. SIGNATURE TO BIDS: Each Proposal must show the full business address and telephone number of the firm and be signed by the person or persons legally authorized to sign contacts. All correspondence concerning the Proposal and contract, including Notice of Award, and Purchase Order, will be mailed or delivered to the address shown on the Proposal in the absence of written instructions from the Proposer to the contrary. The vendor is responsible for notifying RISD in writing of any change of address or contact person. X. TAXES: A. The District is exempt from the payment of the Texas Sales Tax. Exemption Certificates for the Federal Excise Tax may be furnished, if such should apply to any item purchased. RFCSP #

16 B. Prices quoted shall not include federal excise or state sales and use taxes. Exemption certificates will be furnished upon request. C. The District s Tax Identification Number is XI. DISPUTE RESOLUTION: Any disputes arising out of Proposal or subsequent contract shall be resolved informally, where possible, through conference with the District official responsible for the professional service area in question. Any dispute that cannot be promptly resolved through informal conference shall be presented to the District in writing pursuant to Board Policy GF-- Public Complaints. The timelines set out in that policy shall be followed. A copy of the policy is available at or from the Director of Purchasing. XII. GOVERNING LAW/VENUE: Any contract resulting from the Proposal and all matters related thereto shall be construed according to the laws of the State of Texas. Venue for any disputes between the parties shall lie in Dallas County, Texas. RFCSP #

17 SIGNATURE SHEET AND ANTITRUST CERTIFICATION STATEMENT (Texas Gov t Code ) My signature below confirms that I: 1. propose to furnish, package, mark, and deliver to the Richardson Independent School District, the supplies, materials or equipment as required in the accompanying specifications, and at the unit price indicated; 2. certify that this firm is an equal opportunity employer and that all employment decisions are made without regard to the color, race, sex, national origin, religion, age, or disability status of otherwise qualified individuals; and 3. certify that all material and equipment bid by this firm and to be supplied to the Richardson Independent School District meets all safety and health standards as prescribed by the rules and regulations of the Occupational Safety and Health Act (OSHA). My signature below affirms under penalty of perjury of the laws of the State of Texas that: 1. I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation, firm, partnership, or individual (Company) listed below; 2. In connection with this bid, neither I nor any representative of the Company has violated any provision of the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15; 3. In connection with this bid, neither I nor any representative of the Company have violated any federal antitrust law; and 4. Neither I nor any representative of the Company has directly or indirectly communicated any of the contents of this bid to a competitor of the Company or any other company, corporation, firm, partnership, or individual engaged in the same line of business as the Company. COMPANY NAME: BIDDER S SIGNATURE: Title: COMPANY OFFICIAL AUTHORIZING BID: Title: RFCSP #

18 DATE SIGNED: ADDRESS: CITY, STATE, ZIP: TELEPHONE: FAX: TERMS: Complete and return with proposal RFCSP #

19 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION (a) In accordance with the provisions of Appendix A to 49 CFR (Code of Federal Regulations), Part 29, the offeror certifies to the best of the offeror s knowledge and belief, that it and its principals: (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal, State or Local Government department or agency; (2) have not within a three (3) year period preceding this offer been convicted of or had a civil judgment rendered against them for the commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (3) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local with commission of any of the offenses enumerated in (a)(2) above; and (4) have not within a three (3) year period preceding this offer had one or more public transactions (Federal, State, or local) terminated for cause or default. (b) Where the offeror is unable to certify to any of the statements above, the offeror shall attach a full explanation to this offer. (c) For any subcontract at any tier expected to equal or exceed $25,000: (1) In accordance with the provisions of Appendix B to 49 CFR, Part 29, the prospective lower tier subcontractor certifies, by submission of this offer, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to the statement, above, an explanation shall be attached to the offer. (3) This certification (specified in paragraphs (c)(1) and (c) (2), above, shall be included in all applicable subcontracts and a copy kept on file by the prime contractor. The prime contractor shall be required to furnish copies of the certifications to the Authority upon request. RFCSP #

20 II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK (a) (b) (c) Offeror must give advance notice to the Owner if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. The District may terminate any Agreement or if the Owner determines that the person or business entity failed to give notice as required by this paragraph or misrepresented the conduct resulting in the conviction. This paragraph requiring advance notice does not apply to a publicly held corporation. : Offeror will obtain criminal history record information that relates to an employee, applicant for employment, or agent of the Offeror if the employee, applicant, or agent has or will have continuing duties related to the contracted services; and the duties are or will be performed on school property or at another location where students are regularly present. The Offeror certifies to the Owner before beginning work and at no less than an annual basis thereafter that criminal history record information has been obtained. Offeror shall assume all expenses associated with the background checks, and shall immediately remove any employee or agent who was convicted of a felony, or misdemeanor involving moral turpitude, as defined by Texas law, from Owner property or other location where students are regularly present. District shall be the final decider of what constitutes a location where students are regularly present. Offeror s violation of this section shall constitute a substantial failure. If the Offeror is the person or owner or operator of the business entity, that individual may not self-certify regarding the criminal history record information and its review, and must submit original evidence acceptable to the District with this Agreement showing compliance. Signature below acknowledges compliance with Section I. DEBARMENT, SUSPENSION, INELIGILITY AND VOLUNTARY EXCLUSION and Section II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK. SIGNATURE OF OFFEROR: DATE: PRINTED/TYPED NAME OF OFFEROR: COMPANY NAME: TEL#: Complete and return with proposal RFCSP #

21 RICHARDSON INDEPENDENT SCHOOL DISTRICT STATEMENT OF EQUAL OPPORTUNITY AND NON-DISCRIMINATION The Richardson Independent School District is committed to fair and equal competition among all vendors. It is the policy of the Richardson ISD to encourage participation in the competitive bid process by all interested parties. The Richardson ISD does not discriminate against any otherwise qualified vendor because of the vendor s race, color, national origin, age, religion, sex, or disability. RFCSP #

22 RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of the Texas Local Government Code Effective January 1, 2006, any person or entity who contracts or seeks to contract with RISD for the sale or purchase of property, goods, or services (as well as agents of such persons) (hereafter referred to as Vendors) are required to file a Conflict of Interest Questionnaire with the District. Each covered person or entity who seeks to or who contracts with RISD is responsible for complying with any applicable disclosure requirements. RISD will post the completed questionnaires on its website. The Conflict of Interest Questionnaire must be filed: No later than the seventh business day after the date that the Vendor begins contract discussions or negotiations with the government entity, or submits to the entity an application, response to a request for proposal or bid, correspondence, or other writing related to a potential agreement with the entity. The Vendor also shall file an updated questionnaire not later than September 1 of each year in which a covered transaction is pending, and the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate. Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year. Please sign and return the following Conflict of Interest Questionnaire from the Texas Ethics Commission with your bid/proposal to the following address: Richardson Independent School District Attn: Purchasing Department 970 Security Row Richardson, Texas The Local Government Officers of the Richardson Independent School District are: Board of Trustees: Place 1 Jean Bono Term expires 2018 Place 2 Kim Caston Term expires 2018 Place 3 Kris Oliver Term expires 2016 Place 4 Lanet Greenhaw Term expires 2016 Place 5 Eron Linn Term expires 2016 Place 6 Justin Bono Term expires 2017 Place 7 Kristin Kuhne Term expires 2017 Superintendent: Kay Waggoner, Ph.D. RFCSP #

23 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). FORM CIQ OFFICE USE ONLY Date Received 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. 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 is being disclosed. Name of Officer 4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section (a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer or a family member of the officer 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 or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes No 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with 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. 6 Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section (a)(2)(B), excluding gifts described in Section (a-1). 7 Signature of vendor doing business with the governmental entity Date Form provided RFCSP by # Texas 1397 Ethics Commission 22 Revised 11/30/2015

24 RFCSP #

25 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A complete copy of Chapter 176 of the Local Governmetn Code may be found at Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code (1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code (a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: *** (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code (a) and (a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section (a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section (a)(2)(B), excluding any gift described by Section (a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. Form provided RFCSP by # Texas 1397 Ethics Commission 24 Revised 11/30/2015

26 RFCSP # 1397 Armored Car and Bank Courier Services Form A RICHARDSON INDEPENDENT SCHOOL DISTRICT COMPANY INFORMATION FORM Legal Entity Name: Doing Business as Name (if different than above): Address: City: State: Zip Code: Bid Contact Name: Title: Bid Contact Address: Bid Contact Phone Number: Company Website: If Awarded: Sales Representative Contact Name: Sales Representative Phone Number: Fax Number to send PO s to: Address to send PO s to: Other contact info that RISD might need: Questions: Does your company accept Purchase Orders? Yes No Do you understand RISD s payment terms are Net 30? Yes No Has your company done business with RISD in the past? Yes No If yes, dates? Is your company a Historically Under Utilized Business? Yes No