Copiers District-Wide RFQ #18-009

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1 419 FM 3168, Raymondville, Texas Phone: (956) FAX: (956) Business Office January 24, 2018 Attention vendors: The Raymondville Independent School District is accepting quotes from approved vendors that are members from the following purchasing cooperatives; Region One ESC, Region 2 ESC, Region 16, Region 2013, Harris County Department of Education, US Communities, TCPN, National Joint Powers Alliance, TxMAS, BuyBoard, US Communities, Department of Information and Texas Interlocal Purchasing System for the following: Copiers District-Wide RFQ # Quotes are to be mailed or hand delivered to: C/O RISD Purchasing Department, 419 FM 3168, Raymondville, Texas Please mark your envelope plainly: "Copiers District-Wide - RFQ ; due date: 3:00 p.m. on Thursday, March 1, Quotes will be accepted until 3:00 p.m. on Thursday, March 1, 2018, at which time they will be opened. Quotes will be opened, but price will not be read publicly, in the Raymondville ISD Central Administration Board Room, 419 FM 3168, Raymondville, Texas. The awarding of the Quote will be made after careful consideration of quotes received. Raymondville ISD reserves the right to accept, reject any and/or all Quotes, waive minor technicalities, or to award the Quote to the lowest responsible offeror which best serves the interest of the District. We look forward to hearing from you. Sincerely, - Original Signed - Andres Villalpando Purchasing Agent Enclosure 1

2 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # STANDARD TERMS AND CONDITIONS NOTICE TO OFFERORS ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF THIS QUOTE UNLESS SUPERSEDED BY ANY ATTACHED TERMS AND SUPPLEMENTAL CONDITIONS OR SPECIFICATIONS IN WHICH CASE ATTACHED CONDITIONS WILL PREVAIL ANY EXCEPTIONS MUST BE IN WRITING 1. Quotes should be submitted on this form and continued on any attached list(s) of items offered. Each Quote shall be placed in a separate envelope, sealed and properly identified with the Quote Title or Quote number and date to be opened. 2. Quotes must be received in the Business Department office before the hour and date specified. Late Quotes will not be considered under any circumstances. 3. Quotes must have original signatures. 4. Quote prices should be F.O.B. RAYMONDVILLE, TEXAS, and Freight Prepaid. Copiers must be dropped shipped to the specified campus as listed in the Cost Sheet. 5. Offer unit price on quantity, if specified, extend and show total, if applicable. In case of error in extension, unit prices shall govern. 6. Quote prices must be firm for acceptance for Ninety (90) days from Quote opening date. No Quotes may be withdrawn without written approval after a contract has been signed or partial performance of the Quote agreement has begun. 7. Failure to manually sign Quote will disqualify it. Person signing Quote should show title or authority to bind their firm to a contract. 8. The district is exempt from Federal Excise Tax, State Tax and Local Tax. Do not include tax in Quote. If it is determined that tax was included in the Quote, it will not be included in the tabulation or any awards. Tax exemption certificates will be furnished upon request. 9. The District reserves the right to accept or reject all or any part of any Quote, waive minor technicalities and award the Quote to best who serves the interest of the District. 10. The District reserves the right to rent / lease additional quantities / services, not to exceed 50% of quantities/services listed, throughout the Quote period as listed on this Quote subject to verification of the same or lower prices and conditions of this Quote. All purchases will be made contingent on the availability of funds. 2

3 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # STANDARD TERMS AND CONDITIONS (continued) 11. During the performance of this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of race, color, national origin, age, religion, gender, marital or veteran status, or handicapping conditions. 12. Order: The Raymondville ISD will order from the successful offer or by purchase orders as the items are needed and based on the availability of funds. Items to be acquired will be listed in detail on the signed purchase order. 13. Venue: Any disputes or litigation that could arise related to this Quote shall have as Venue Willacy County in the State of Texas. 14. Payment Terms: Payment for items acquired under this Quote will be paid for net, 30 days, from date of invoice and after satisfactory inspection of the work performed, if applicable. 15. Awarding of Quote: This Quote will be awarded to only one vendor. The vendor that offers the best value package to the district offers reasonably low prices, offers a good system, and meets the specifications will be awarded this contract. 16. Quote Costs Vendor bid costs should be based on a three (3) year Lease Agreement. The submitted Monthly Cost must include all lease and service fees plus toner as needed. 17. Delivery and Pick-Up Costs - Delivery and pick-up costs, if any, must be disclosed even if the costs have already been included into the Monthly Cost. Signature Date Company Name *The signing of Page 3 indicates understanding and acceptance of this Quote s terms and conditions.* 3

4 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # STANDARD TERMS AND CONDITIONS FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person, owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION, BUT THE COMPANY REPRESENTATIVE MUST CHECK OFF A SELECTION BELOW (A, B, OR C) I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. VENDOR S NAME: AUTHORIZED COMPANY OFFICIAL S NAME (PRINTED): DATE: ***** PLEASE CHECK OFF A SELECTION BELOW ***** ( ) A. My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable. ( ) B. My firm is not owned and/or operated by anyone who has been convicted of a felony. ( ) C. 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): *The signing of Page 3 indicates understanding and acceptance of this Quote s terms and conditions.* 4

5 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT It is the intent of these specifications to secure Quotes for: Copiers District-Wide RFQ # For further information, please contact: Andres Villalpando Purchasing Agent Raymondville Independent School District 419 FM 3168 Raymondville, TX (956) / Fax (956) According to the Texas Education Code, Subchapter B, Section (b), in determining to whom to award a contract, the district will consider the following: (1) the purchase price; 50% (2) the reputation of the vendor and of the vendor s goods or services; 10% (3) the quality of the vendor s goods or services; 10% (4) the extent to which the goods or services meet the district s needs; 10% (5) the vendor s past relationship with the district; 5% (6) the impact on the ability of the district to comply with the laws and rules relating to historically underutilized business; 1% (7) the total long-term cost to the district to acquire the vendor s goods or services; 10% (8) any other relevant factor specifically stated in the request for quotes, bids or proposals. 4% *The signing of Page 3 indicates understanding and acceptance of this Quote s terms and conditions.* 5

6 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # Item Description Qty. Location Digital Copier Monthly Cost Overage Cost per copy Speed: ppm to meet or exceed Other: duplex, sorting, stapling, automatic document feeder, 1,000 sheet finisher, stapling B&W Copier Paper Source: trays plus by-pass To include: copy and be network, scan, and print ready Paper Capacity: 1,150_or greater Superintendent Business Office Wil-Cam ROAA Migrant Office Maintenance RHS Cafeteria RHS Counselor RHS Principal RHS Ag. RHS Gym $ ea. Sub Total 1 11 $ $ Digital Copier 2 Speed: ppm to meet or exceed Other: duplex, sorting, stapling, automatic document feeder, 3,000 sheet finisher, stapling B&W Copier Paper Source: trays plus by-pass To include: copy, network, scan, and print ready Paper Capacity: 2,300_or greater 14 Central Admin. RHS 1 st RHS 2 nd MGMS Principal st Floor MGMS 1 nd Floor MGMS 2 Pittman Principal Pittman 1&2 Pittman 3&4 Pittman Kinder/5 LC Smith Principal LC Smith 1&2 LC Smith 3&4 LC Smith 5/Kinder $ ea. Sub Total $ $ Total monthly cost 650,000 aggregate pooled/month with annual overages Blended B & W overage rate $ 6

7 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # Additional Information 1. We are asking that all monthly costs be based on a 3 year period lease contract. The purchase order will only be for a maximum of a 12 month period per school year. 2. Installation of copiers/units on June 1, 2018 must be new; supplier shall clearly indicate the build status of the proposed units. New equipment is defined as those units that have been assembled for firsttime use with entirely new components. To clarify, any equipment that is manufactured using any percentage of used or reprocessed components would not be considered as new per this section. CLIENT shall be the first user of the equipment with no previous placements (ever) on rental or lease or ever placed in a customer location of any kind. New equipment shall be delivered with no more than 500 set-up impressions on the meter. 3. All Monthly Costs must include the cost of Delivery and Pick-Up fees (at end of lease). 4. Specifications listed are the minimum requirements that will be used to evaluate all quotations. Please list any other features you believe are important in the evaluation of the copiers. 5. The copiers will have consolidated billing consisting of 650,000 copies per month and an annual aggregate pooled allowance of 7,800,000 clicks. Also require monthly invoices and provisions for annual overage reconciliation to be done at the end of each contract year. 6. All monthly costs must include parts, service, labor, maintenance, toner, staples and supplies. 7. Property Tax must be included in Lease Payment. Proof of Insurance will be provided by the RISD upon request 8. Training, Delivery and Network setup must be included in Lease Payment. 9. All monthly costs must include a minimum of seven times HDD overwrite to both the HDD and the buffered data at the full strength of the Encryption Key, without the device slowing down, stopping, or pausing during overwrite, i.e.: must occur seamlessly in the background without affecting the user. This should include ongoing and end of life hard drive clean up. 7

8 10. All monthly costs must include device relationship monitoring software that sends automatic service and supply updates directly to the service provider from each device without user intervention and this must be activated throughout the life of the lease. 11. All devices must be configured to a single print queue. All machines need to be connected to Active Directory. 12. All allocated equipment, equipment service contracts, and invoices must be transparent and must match the quoted totals exactly without deviation. 13. After awarding of this contract, copiers will be delivered on or before June 1, 2018 unless otherwise notified. 14. Cancellation Policy: Either party may immediately terminate this contract without penalty upon 90 days written notice to the other if: A. The other party has breached any provision of this contract and has failed to cure such breach within thirty (30) days of written notice by the other party. Breaches by SUPPLIER shall include, but not be limited to, the following items: failure to deliver parts and/or services in a timely manner; failure to submit quarterly reports on a timely basis; failure to maintain adequate insurance coverage; unauthorized transfer of responsibilities; failure to utilize the manufacturer s authorized branded and/or authorized parts, supplies or consumables; failure of the products to meet specifications, and/or unsatisfactory customer and/or technical service. B. If termination affects only a portion of the multifunctional fleet installed under this contract, CLIENT reserves the right to cancel that portion of this contract without incurring causes for liquidated damages or any other costs; this contract shall then remain in full force and effect with respect to all remaining equipment. SUPPLIER shall waive all charges for terminated equipment for the remainder of the term of this contract. Upon conclusion of this contract, SUPPLIER agrees to cooperate in an orderly settlement of its account with CLIENT. C. Additionally, SUPPLIER agrees to purchase back any and all unused and unopened units of toner from CLIENT at the same bid price that the CLIENT originally paid should the contract be terminated. Questions (Answers to these questions will be used as part of the evaluation of the quotes.) 1. How many technicians does you company have in our area? 2. What is your expected service response time? 3. Are you currently servicing other School Districts? (If yes to #3, complete Table Below) 8

9 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # REFERENCE SHEET Entity Contact Name Phone Number Number of Copiers placed Number of Years doing Business with this district

10 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # NON-COLLUSION STATEMENT & SIGNATURE SHEET The undersigned affirms that he/she is duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other offeror, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal. Further, I affirm that prior to or after the opening of this proposal, I (or any representative of my company) will not discuss the contents of this proposal with any person affiliated with Raymondville ISD, other than the Chief Financial Officer or his Designee, prior to the awarding of this proposal. I understand that failure to observe this procedure may cause my proposal to be rejected. I also affirm that no officer or stockholder of the offeror (proposer) is a member of the staff, or related to any employee of the Raymondville ISD except as noted herein. By signing this proposal, vendor makes the assurance that vendor has not been debarred or suspended from conducting business with the U. S. Government according to Executive Order entitled Debarment and Suspension. I,, have read the standard terms and conditions if I am awarded this proposal. I have represented the truth concerning the felony conviction notification. I have checked off one of the three statements on page 4. I fully understand the proposal specifications (pages 6-12). COMPANY EMPLOYER I. D. NUMBER ADDRESS CITY, STATE, ZIP CODE AREA CODE/TELEPHONE/FAX SIGNATURE TITLE DATE *The signing of this page indicates understanding and acceptance of this Quote s terms and conditions.* 10

11 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # State of Texas County of Willacy AFFIDAVIT I, (name) as a Trustee of the Raymondville I.S.D. Board of Trustees make this affidavit and herby on oath of state the following; I, or a person related to me, have a substantial interest, in a business entity, as those terms are defined in Local Government code Sections , that would experience a special economic effect distinguishable from its effect on the public by a vote or decisions of the board or in a real property for which it is reasonably foreseeable that the board's action will have a special economic effect on the value of the property distinguishable form it s effect on the public. ( name and address of Business or description of property). I or name or relative and relationship (have/has a substantial interest in this business entity or real property for the following reason: CHECK ALL THAT APPLY ( ) Ownership of 10 percent or more of the voting stock or shares of the business entity. ( ) Ownership of 10 percent or more the fair market value of the business entity. ( ) Ownership of $5,000 or more of the fair market value of the business entity. ( ) Funds received from the business exceed 10 percent of (my, her, his) gross income for the previous year. ( ) Real property is involved and (I, he, she) (have, has) and equitable or Legal ownership with a fair market value of at least $2,500. Upon filing of this affidavit with the School Board's Secretary, I affirm that I shall abstain from participation in any decision involving this business entity or real property, unless permitted according to Local Government Section Signed this day of, 20 Signature of Official ACKNOWLEDGEMENT State of Texas County of Willacy BEFORE ME, the undersigned authority, this day personally appeared My commission expires: Complete only if it applies otherwise write N/A. Title 11

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14 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT VENDOR CERTIFICATIONS CERTIFICATION OF COMPLIANCE WITH TEXAS FAMILY CODE Pursuant to Texas Family Code, Section , a child support obligor who is more than thirty (30) days delinquent in paying child support or a business entity in which the child support obligor is a sole proprietor, partner, shareholder, or owner with an ownership interest of at least twenty-five percent (25%) is not eligible to receive payments from State funds under a contract to provide property, materials, or services until all arrearages have been paid; the obligor is in compliance with a written repayment agreement or court order as to the existing delinquency; or a court of continuing jurisdiction over the child support order has granted the obligor an exemption as part of a court-supervised effort to improve earnings and child support payments. The undersigned proposer certifies that he or she, as the proposing individual, or the proposing business entity named in this contract, bid or application, is not ineligible under Section of the Texas Family Code, to receive the specified grant, loan or payment, and acknowledges that a contract resulting from this solicitation may be terminated and payment may be withheld if the certification provided herein is found to be inaccurate. NOTE: Owners not owning at least twenty-five percent (25%) of the business entity submitting this proposal need not execute this certification and acknowledgement. REQUIRED CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS APPENDIX II TO 2 CFR PART 200 The following provisions are required and apply when federal funds are expended by RISD, and/or its cooperative members, for any contract resulting from this procurement process. (A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate. Pursuant to Federal Rule (A) above, when federal funds are expended by RISD, and/or its cooperative members, RISD, and/or its cooperative members, reserves all rights and privileges under the applicable laws and regulations with respect to this procurement in the event of breach of contract by either party. Does vendor agree? YES Initials of Authorized Representative of vendor (B) Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will be effected and the basis for settlement. (All contracts in excess of $10,000) Pursuant to Federal Rule (B) above, when federal funds are expended by RISD, and/or its cooperative members, RISD, and/or its cooperative members, reserves the right to immediately terminate any agreement in excess of $10,000 resulting from this procurement process in the event of a breach or default of the agreement by Vendor, in the event vendor fails to: (1) meet schedules, deadlines, and/or delivery dates within the time specified in the procurement solicitation, contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform in accordance with the contract and/or the procurement solicitation. RISD, and/or its cooperative members, also reserves the right to terminate the contract immediately, with written notice to vendor, for convenience, if RISD, and/or its cooperative members, believes, in its sole discretion that it is in the best interest of RISD, and/or its cooperative members, to do so. The vendor will be compensated for work performed and accepted and goods accepted by RISD, and/or its cooperative members, as of the termination date if the contract is terminated for convenience of RISD, and/or its cooperative members. Any award under this procurement process is not exclusive and RISD, and/or its cooperative members, reserves the right to

15 purchase goods and services from other vendors when it is in the best interest of RISD, and/or its cooperative members. Does vendor agree? YES Initials of Authorized Representative of vendor (C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of federally assisted construction contract in 41 CFR Part must include the equal opportunity clause provided under 41 CFR (b), in accordance with Executive Order 11246, Equal Employment Opportunity (30 FR 12319, 12935, 3 CFR Part, Comp., p. 339), as amended by Executive Order 11375, Amending Executive Order Relating to Equal Employment Opportunity, and implementing regulations at 41 CFR part 60, Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor. Pursuant to Federal Rule (C) above, when federal funds are expended on any federally assisted construction contract, the equal opportunity clause is incorporated by reference herein. Does vendor agree to abide by the above? YES Initials of Authorized Representative of vendor (D) Davis-Bacon Act, as amended (40 U.S.C ). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C , and ) as supplemented by Department of Labor regulations (29 CFR Part 5, Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction ). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non- Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland Anti-Kickback Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States ). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the Federal awarding agency. Pursuant to Federal Rule (D) above, when federal funds are expended by RISD, and/or its cooperative members, during the term of an award for all contracts and subgrants for construction or repair, the vendor will be in compliance with all applicable Davis-Bacon Act provisions. Does vendor agree? YES Initials of Authorized Representative of vendor (E) Contract Work Hours and Safety Standards Act (40 U.S.C ). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or

16 materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. Pursuant to Federal Rule (E) above, when federal funds are expended by RISD, and/or its cooperative members, the vendor certifies that during the term of an award for all contracts by RISD, and/or its cooperative members, resulting from this procurement process, the vendor will be in compliance with all applicable provisions of the Contract Work Hours and Safety Standards Act. Does vendor agree? YES Initials of Authorized Representative of vendor (F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of funding agreement under 37 CFR (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that funding agreement, the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements, and any implementing regulations issued by the awarding agency. Pursuant to Federal Rule (F) above, when federal funds are expended by RISD, and/or its cooperative members, the vendor certifies that during the term of an award for all contracts by RISD, and/or its cooperative members, resulting from this procurement process, the vendor agrees to comply with all applicable requirements as referenced in Federal Rule (F) above. Does vendor agree? YES Initials of Authorized Representative of vendor (G) Clean Air Act (42 U.S.C q.) and the Federal Water Pollution Control Act (33 U.S.C ), as amended Contracts and subgrants of amounts in excess of $50,000 must contain a provision that requires the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C q) and the Federal Water Pollution Control Act as amended (33 U.S.C ). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). Pursuant to Federal Rule (G) above, when federal funds are expended by RISD, and/or its cooperative members, the vendor certifies that during the term of an award for all contracts by RISD, and/or its cooperative members, resulting from this procurement process, the vendor agrees to comply with all applicable requirements as referenced in Federal Rule (G) above. Does vendor agree? YES Initials of Authorized Representative of vendor (H) Debarment and Suspension (Executive Orders and 12689) A contract award (see 2 CFR ) must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders (3 CFR part 1986 Comp., p. 189) and (3 CFR part 1989 Comp., p. 235), Debarment and Suspension. SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order Pursuant to Federal Rule (H) above, when federal funds are expended by RISD, and/or its cooperative members, the vendor certifies that during the term of an award for all contracts by RISD, and/or its cooperative members, resulting from this procurement process, the vendor certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency. Does vendor agree? YES Initials of Authorized Representative of vendor

17 (I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) All Contractors that apply or bid for an award exceeding $100,000 must file the required Lobbying Certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C Each tier must also disclose any lobbying with non-federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Pursuant to Federal Rule (I) above, when federal funds are expended by RISD, and/or its cooperative members, the vendor certifies that during the term and after the awarded term of an award for all contracts by RISD, and/or its cooperative members, resulting from this procurement process, the vendor certifies that it is in compliance with all applicable provisions of the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). The undersigned further certifies that: (1) No Federal appropriated funds have been paid or will be paid for on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure Form to Report Lobbying, in accordance with its instructions: (3) The undersigned shall require that the language of this certification be included in the award documents for all covered sub-awards exceeding $50,000 in Federal funds at all appropriate tiers and that all subrecipients shall certify and disclose accordingly. Does vendor agree? YES Initials of Authorized Representative of vendor EMPLOYMENT VERIFICATION FAR As applicable, and as a condition for the award of any Federal contract at $50,000 or greater, Vendor certifies that vendor is enrolled in, and is currently participating in, E-Verify or any other equivalent electronic verification of work authorization program operated by the U.S. Department of Homeland Security and does not knowingly employ any person who is an unauthorized alien in conjunction with the contracted services. A breach in compliance with immigration laws and regulations shall be deemed a material breach of the contract and may be subject to penalties up to and including termination of the contract. Does vendor agree? YES Initials of Authorized Representative of vendor

18 RECORD RETENTION REQUIREMENTS FOR CONTRACTS PAID FOR WITH FEDERAL FUNDS 2 CFR When federal funds are expended by RISD, and/or its cooperative members, for any contract resulting from this procurement process, the vendor certifies that it will comply with the record retention requirements detailed in 2 CFR The vendor further certifies that vendor will retain all records as required by 2 CFR for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed. Does vendor agree? YES Initials of Authorized Representative of vendor CERTIFICATION OF COMPLIANCE WITH EPA REGULATIONS APPLICABLE TO GRANTS, SUBGRANTS, COOPERATIVE AGREEMENTS, AND CONTRACTS IN EXCESS OF $50,000 OF FEDERAL FUNDS When federal funds are expended by RISD, and/or its cooperative members, for any contract resulting from this procurement process in excess of $50,000, the vendor certifies that the vendor is in compliance with all applicable standards, orders, regulations, and/or requirements issued pursuant to the Clean Air Act of 1970, as amended (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order and Environmental Protection Agency Regulation, 40 CFR Part 15. Does vendor agree? YES Initials of Authorized Representative of vendor CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND CONSERVATION ACT When federal funds are expended by RISD, or its cooperative members, for any contract resulting from this procurement process, the vendor certifies that the vendor will be in compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L , 89 Stat. 871). Does vendor agree? YES Initials of Authorized Representative of vendor CERTIFICATION OF COMPLIANCE WITH BUY AMERICAN PROVISIONS Vendor certifies that vendor is in compliance with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must still follow the applicable procurement rules calling for free and open competition. Does vendor agree? YES Initials of Authorized Representative of vendor CERTIFICATION OF NON-COLLUSION STATEMENT Vendor certifies that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other proposer, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal. Does vendor agree? YES Initials of Authorized Representative of vendor

19 Vendor agrees to comply with all federal, state, and local laws, rules, regulations and ordinances, as applicable. It is further acknowledged that vendor certifies compliance with all provisions, laws, acts, regulations, etc. as specifically noted above. Corporate/Company Name: Authorized Signature: Printed Name: Title: Date: Address: City, State, Zip Code: Phone #: Fax #: Address: Corporate/Company Website: DUNS #: CAGE #:

20 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ

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22 CERTIFICATE OF INTERESTED PARTIES FORM Complete Nos. 1-4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Name of governmental entity or state agency that is a party to the contract for which the form is being filed. Name of Interested Party 6 UNSWORN DECLARATION City, State, Country (place of business) OFFICE USE ONLY 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 5 Check only if there is NO Interested Party. Nature of Interest (check applicable) Controlling My name is, and my date of birth is. My address is,,,,. (street) (city) (state) (zip code) (country) I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of, on the day of, 20. (month) (year) Intermediary Must file online at Signature of authorized agent of contracting business entity (Declarant) ADD ADDITIONAL PAGES AS NECESSARY Form provided by Texas Ethics Commission Revised 12/22/2017

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24 RAYMONDVILLE INDEPENDENT SCHOOL DISTRICT Copiers District-Wide RFQ # ACKNOWLEDGEMENT FORM PLEASE MAKE SURE THAT YOU HAVE DONE THE FOLLOWING: 1. YOU MUST COMPLETE AND RETURN THE FELONY CONVICTION NOTICE, YES NO TWO (2) AFFIDAVITS, DPS/CCH, CRIMINAL HISTORY, VENDOR CERTIFICATION, FORM CIQ, FORM 1295 AND CERTIFICATE REGARDING TERRORIST 2. YOU MUST INCLUDE INSURANCE WITH THE BID (IF REQUIRED) YES NO 3. YOU MUST INCLUDE ANY SAMPLES THAT ARE REQUIRED YES NO 4. YOU MUST INCLUDE ANY STATE CERTIFICATE OR LICENSE YES NO WITH THE BID (IF REQUIRED) 5. YOU MUST VERIFY UNIT PRICE TO TOTAL PRICE YES NO 6. YOU MUST INCLUDE A W-9 IRS FORM YES NO (Downloadable at 7. IF YOUR COMPANY IS NOT BIDDING ON THIS BID/PROPOSAL, PLEASE STATE THE REASON. Deviations from specifications if any: I have read all the specifications and general bid requirements and do hereby certify that all items submitted meet all specifications, conditions, and instructions of said bid. The signature below confirms that our company will enter into a binding contract with Raymondville I.S.D. for item(s) awarded to our company. Company Name: Agent Name: Print Name: Authorized Signature: Address: City: ST: Zip Code: Telephone: ( ) Fax: ( ) Federal Id#: and/or Social Security #: Address for Purchasing Order Address for Payment: Note: Please complete and submit this form with your bid or company will be disqualified. 24