REQUEST FOR PROPOSALS
FOR
Global Positioning System (GPS) For School Buses Solicitation # 15-020S Issued By: Schertz-Cibolo-Universal City Independent School District
Closing Date: 3:00PM May 12, 2015 The SCUCISD is accepting sealed Proposals to provide Global Positioning Systems (GPS) For School Buses, in accordance with the instructions, specifications, terms and conditions, contained in this Solicitation. ADDENDA TO RFP. SCUCISD reserves the right to revise and amend the specifications prior to the date set for the receipt of proposals. Respondents are requested to clarify any ambiguity, conflict, discrepancy, omission or other error(s) in the RFP in writing. Revisions or amendments, if any, will be made by issuing an addendum. Every effort will be made to send addenda issued to the parties known to have been furnished a complete copy of the RFP. It is the responsibility of each Contractor, prior to submitting the Proposal, to contact the Purchasing Department to determine if addenda were issued and, if so, to obtain such addenda for attachment to the Proposal. Register online at https://www.ebidexchange.com/scucisd to receive any addenda, submit questions and for communications concerning this solicitation. For Further Information Contact: SCUCISD Purchasing &Supply Department Attn: Terri Canal 1056 Elbel Road, Schertz, TX 78154 PH: 210/945-6223 FX: 210945-6251 Email:
[email protected]
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TABLE OF CONTENTS
SECTION 1 – INSTRUCTIONS……………………………………………………………………3 SECTION 2 - SPECIFICATIONS AND SCOPE OF WORK………………………………........5 SECTION 3 - EVALUATION CRITERIA AND SUBMITTAL REQUIREMENT………………..8 SECTION 4 – GENERAL TERMS AND CONDITIONS………………………………………..10 SECTION 5 - REQUIRED FORMS………………………………………………………………14 Mission Statement: Schertz-Cibolo-Universal City ISD provides a safe, secure and challenging learning environment, through the responsible use of all resources, to afford opportunities for all students to realize their individual potential and to become responsible and productive members of society. Vision: Prepare EVERY student to be a productive citizen. Values: Leadership, Character, Commitment, Service, & Learning Priorities: P1: High Achievement for all Students P2: High-performing and Engaged Workforce P3: Effective and Efficient District and Campus Operations
Belief Statements: We believe all students have the capacity to learn and be successful. We believe a safe, secure environment is paramount to learning. We believe living our core values of leadership, character, commitment, service and learning, result in the ability to set and achieve life-long goals. We believe quality instruction addresses the individual needs of students. We believe engaging, interactive, and authentic teaching, creates empowered, active learners prepared for our changing world.
We believe embracing technology as a relevant tool enhances learning in and beyond the classroom. We believe in a Professional Learning Community (PLC) culture that allows time to collaborate and share best practices in order to improve continually. We believe good communication is critical to success. We believe life-long learning enriches staff through professional development. We believe measures of our success go beyond standardized testing. We believe public education is defined by the local community, with limited state involvement.
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Section 1 INSTRUCTIONS 1. PROPOSAL SUBMISSION: To be considered, the proposal must be prepared in the manner and detail specified in this proposal. a. Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. Extensive binding, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance and clarity of content. Quantity: Unless submitted electronically through our secure eBid web site (1) original and three (3) copies of each proposal shall be submitted to the Purchasing Department. No other distribution of the proposal shall be made by the Offeror. b. Proposals will be received electronically via our eBid system at https://www.ebidexchange.com/scucisd, or received as hard paper copies as specified above with one marked as “Original” until 2:00PM, local time May 12, 2015 at: SCUCISD Purchasing & Supply Department, 1056 Elbel Road, Schertz, TX 78154. Whether submitting via eBid electronically or a hard paper copy all interested bidders must register in eBid. c. As stated above sealed proposals may also be hand carried or mailed in a sealed envelope/package clearly marked with the offering company's name, return address, the RFP number and opening date and time. If submitting paper copies of your proposal be sure to include one (1) electronic copy of your proposal on electronic media (flash/thumb drive) d. RFP submissions that are sent via facsimile or e-mail will not be considered. e. PROPOSAL submissions received late, unsigned, or in locations other than the address indicated will be returned without consideration. f.
The Schertz-Cibolo-Universal City Independent School District will not be bound to accept the lowest or any Proposal and reserves the right to accept or reject in whole or in part, any and all Proposals, to negotiate portions thereof, and to waive any informality.
g. All costs incurred in the preparation and submission of the RFP response shall be borne solely by the Vendor. Where Vendors may be required to perform a presentation, give demonstrations, and provide samples and/or technical literature, or participate in any interview process as related to this solicitation, all costs shall be borne by the Vendor h. Any Proposals submitted in response to this Request for Proposal will become irrevocable upon the closing time and remain open for acceptance for sixty (60) days from the closing date whether or not another RFP has been accepted. i.
SCUCISD is part of a multi-member purchasing alliance. Please see attachment F for additional information.
j.
Submission of a Proposal shall be construed to mean that the Vendor agrees to carry out all of the conditions set forth in this document unless you have specifically, by Section number, raised objection. Objections we consider excessive or affecting vital terms may reduce or eliminate your prospects for award. Please provide details of any non-compliance with stated conditions on the deviation summary section provided on the Exceptions form Attachment D.
k. A Vendor's signature on the response to this RFP and the district's acceptance of that Proposal should constitute an adequate set of terms and conditions for the performance of the required services. However, if a vendor expects the district to sign a separate service agreement, a copy of that document must be provided along with RFP response for evaluation. l.
The Solicitation Forms provided must be used. Failure to follow these instructions may cause a Proposal to be determined as non-responsive and the Proposal rejected. The above information must be clear and concise.
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m. Submittals that address only part of the requirements contained in this solicitation will not be considered; n. The District reserves the right to select any offer it deems the best value, regardless of price. 2. RFP CLARIFICATION - Questions regarding this RFP should be directed to the person specified on the cover sheet. Answers citing the question, but not identifying the contractor, will be distributed simultaneously to all known prospective Offerors via https://www.ebidexchange.com/scucisd. Oral answers provided by SCUCISD or its agents shall not be binding. No modification or amendment to this Request for Proposal shall be valid unless it is set forth in writing -- via a signed addendum / amendment from the District Purchasing Office. 3. BIDDER RESPONSIBILITY - We expect you to be thoroughly familiar with all specifications and requirements of this RFP. Your failure or omission to examine any relevant form, article, site or document will not relieve you, as a contractor, from any obligation regarding this RFP. 4. COMPLETENESS – Proposal shall be completed in all respects as indicated. A proposal may be rejected if it is conditional or incomplete, or it contains irregularities of any kind. 5. FALSE/MISLEADING STATEMENTS - Proposal which contain false or misleading statements, or which provide references which do not support an attribute or capability of the proposed system or service may be rejected. If, in the opinion of the District, such information was intended to mislead the District in its evaluation of the Proposal and the attribute, condition or capability as a requirement of the RFP, the Proposal shall be rejected. 6. PROPOSAL SIGNATURE – The proposal must be signed by an individual who is authorized to bind the responding firm contractually. The signature should indicate the title or position that the individual holds in the firm. Firms who sign their contracts with the name of the firm must provide the name of the corporate officer for signature validation by the District. An unsigned proposal shall be rejected. 7. AWARD – SCUCISD will award to the contractor who presents the greatest value, in our view, to SCUCISD from the standpoint of suitability to purpose, quality, service, previous experience, price, ability to deliver, or for any other reason deemed by the District to be in the best interest of SCUCISD. Thus, the result will not be determined by price alone but upon the applicable criteria as listed under EVALUATION CRITERIA. 8. PRECEDENCE - In the event of contradictions or conflicts between the provisions of the documents comprising the Contract, they will be resolved by giving precedence in the following order: 1)
the provisions of the Contract (as it may be modified);
2)
the provisions of the RFP (as it may be amended).
3)
the provisions of the Contractors Response (as it may be clarified);
9. CONTRACT PERIOD - The District intends to award a contract consisting of one basic and four annual option years. Such extension(s) will be at the option of the District, subject to same terms, conditions, favorable prices, and by mutual agreement between the Contractor and the District. 10. ISSUING OFFICER – The issuing officer and mailing address to send Proposal, questions, and all other correspondence concerning the RFP is: Terri Canal, CPPB, CTPM, Purchasing Manager Schertz Cibolo Universal City ISD 1056 Elbel Road Schertz, TX 78154 (210) 945-6223
[email protected]
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SECTION 2 - SPECIFICATIONS AND SCOPE OF WORK OVERVIEW: The Schertz-Cibolo-Universal City ISD is seeking proposals to provide and install GPS systems in our school bus fleet with the capability to expand to our white fleet. Our aim is to track, and measure vehicle performance and monitor bus location. The Global Positioning System (GPS) will be used to track bus location, fuel mileage by driver, the time buses are actually driving, and total mileage. We currently have a Radio Based system which is no longer being maintained by the original provider. The successful contractor will provide 30 – 40 GPS systems with additional smaller unit purchases thereafter. Our intent is to use the GPS to collect useful data and relevant measures to monitor and measure our performance as well other benefits it may bring. 1. GENERAL INFORMATION: SCUCISD serves the cities of Schertz, Cibolo and Universal City and rural areas of northeast Bexar County and southwest Guadalupe County. Its boundaries extend over a 73 square mile area. The region served includes both urban and rural areas. It provides instruction to approximately 14,600 students in a predominately rooftop community. The District currently has three (3) high schools, one (1) alternative education center, two (2) junior high schools, three (3) intermediate schools, and seven (7) elementary schools. The eighth elementary campus is scheduled to open later this summer. Our district student growth is approximately four percent per year. a. Our Transportation department currently has 64 - 71 passenger buses and 17 - 45 passenger busses on routes with a total bus count of 105. The majority of the buses are International buses. Approximately 6,500 Pre-k-12 students ride our buses each school day. b. Geographic Information Systems (GIS). We use Transfinder version 11.2.211 to effectively draw routes for our school buses. Our intent is to move to version 11.3 this summer. Any successful proposal should integrate with this version of Transfinder. c. Buses come equipped with a UHF 2-way radio system Motorola brand model cdm 750 or and many also include the Angel Trax -HDX - 2 camera system 2. The District is interested in a GPS System that may be compatible with the current radio (Everyday Solutions/Synovia) and mapping systems that perform the following functions. Note: It is not necessary to communicate with existing "Everyday Solutions" system but desirable. a. Student Transportation (Bus) i. Real tracking and time reports ii. Indicate the motor is running iii. Indicate the location and speed of the vehicle iv. Excessive braking v. Indicate student stops and length of stops vi. Indicate that student lights are operating at stops vii. Indicate when the student door is open viii. Identify emergency (panic button manually activated) ix. Emergency door ajar x. Store information for units out of range of radio system xi. Identify status: 1. Beginning run 2. Unloading at school 3. Record no show to data file (door to door students) 4. Disabled bus Schertz-Cibolo-Universal City ISD Solicitation No. 15-020S Global Positioning System (GPS) For School Buses
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5. Other xii. Custom face on console in vehicle 3. The successful proposal shall include; a. Reasonable cost – to purchase, and then to maintain and provide support b. Central management, can access the system from any desktop c. Price – a per unit and extension price for a total cost delivered and installed d. Warranty information- any discount on repairs? e. Training- Both for our end users, front office and mechanics f.
Microsoft platform
g. GPS options –What else can it do? RFID options for student/bus tracking? h. Compatibility/Connectivity with routing software (Transfinder) i.
Compatibility/connectivity with student information system from our ERP system, Internetbased Texas Computer Cooperative Software (iTCCS) for automated uploading of student information into the GPS system
j.
Proof of concept; example of where this is working and who will allow a site visit.
k. Sustainability- will the proposed solution be able to grow and adapt in future years 4. MINIMUM QUALIFICATIONS: Proposers (specifically, the business that will be contractually bound under the contract with the District) will be deemed non-responsible and rejected without any further evaluation if they do not meet the following mandatory qualifications: a. The Proposer and its key personnel assigned to the District must have 3 years experience providing GPS products/services for public school districts. 5. PREFERRED QUALIFICATIONS: The Proposer may be evaluated higher if they meet the following qualifications, meets the minimum and; a. The Proposer and its key personnel assigned to the District must have 5 years experience providing GPS products/services for public school districts. 6. SCOPE OF SERVICES: SCOPE/EXPECTATIONS a. SCUCISD seeks a qualified Supplier to provide a GPS Vehicle and School Bus Tracking System (The System) with optional integrated Student Identification System (SIS) (also known as Student Tracking System [STS]) for SCUCISD’ fleet. The system is to allow communication and tracking of fleet vehicles and students accurately and without interruption of coverage. The Student Tracking System is optional on the part of SCUCISD. The proposed System should be completely inclusive of all necessary equipment, including any third (3rd) party license fees and radio tower rental fees, if applicable. The specific details of the desired system are listed in this solicitation. i. The system shall be capable of handling all of the SCUCISD school buses and support fleet vehicles (See General Information) and be capable of handling projected growth. b. The validity of all transmitted information must be confirmed via a possible site visit to entities using the proposed system or a performance bond. If multiple frequencies are required to accomplish this, the cost associated with these frequencies shall be included in this proposal. c. Product Specification: It is the intent of these specifications to describe a GPS tracking system and related components in sufficient detail to secure Proposals on comparable equipment. All parts not specifically mentioned, which are necessary to provide a complete unit, shall be included in the Proposal and conform in strength and quality of material and workmanship to that which is usually provided to the trade in general. The unit shall be new and of current Schertz-Cibolo-Universal City ISD Solicitation No. 15-020S Global Positioning System (GPS) For School Buses
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model under standard production by the manufacturer. The scope of these specifications is to also insure the delivery of a complete unit ready for operation. Omission of any essential detail from these specifications does not relieve the Proposer from furnishing a complete unit. Proposers are to submit descriptive literature and/or complete specifications covering products offered. Proposals which do not comply with these requirements may be deemed as non responsive. d. System Requirements: The System will need to be scalable in terms of being complementary to new technologies. The proposed system shall obtain GPS information for each vehicle using state of the art methods. The GPS positional accuracy should be rated five (5) meter board or less and provide ten (10) meter accuracy ninety (90%) percent of the time. Information to be transmitted about each vehicle includes latitude, longitude, and speed. The vehicle units must also have the capability to transmit the occurrence of a minimum of six (6) different events to be determined by the District (i.e., door opening, reverse lights, stop arm, etc.) The System must provide an emergency or panic signal feature and include options to accommodate a STS where each student entering or departing a bus will be recorded and can be displayed spatially in real time by the Dispatcher using the tracking system as the communication protocol. SCUCISD is also looking into a fully integrated system that will incorporate not only GPS School Bus Tracking and Student Identification, but also Computerized Routing (CR). It is preferable that the System be capable of integration with existing Routing Software (Transfinder), in order to incorporate any Transfinder upgrades. The system must not compromise existing feature codes, i.e. routes, via paths, or school boundaries. i. The ability to easily import and export data using the proposed GPS Bus Tracking System is critical. e. Training: Training must occur at the District and must be conducted with the most current District data installed on the proposed software system. Describe the initial and on-going training for upgrades and enhancements provided. i. The Vendor shall provide a tutorial program with electronic and manual documentation to the District, and the Proposer’s telephone support center shall be available as detailed above for assistance with the tutorial programs. f.
Functional Capabilities: Proposer must be able to demonstrate the capability of their existing system to support the listed features in real time at the District’s request. The system must be capable of supporting the following vehicle tracking functions: i. Real-time Instant Polling: At any moment, the system operator or dispatcher operator must be able to select any one or more buses and display the locations of those selected buses on the map. Information associated with the buses, including bus number (ID), speed, driving direction, time, and date should also be displayed. ii. Constant Polling: The system operator or dispatcher must be able to specify any desirable interval of polling frequency and the tracking system should report real-time vehicle data every ten seconds as a standard with the flexibility to adjust to up to 10 minutes. The polling interval should be changeable at any time from the system operator’s or dispatchers’ computers. iii. Variable Polling Schedule: The System should allow for different polling schedules to be set for different vehicles. For instance, the buses serving special-education routes may be tracked at a different schedule from those serving regular routes, and white fleet vehicles can be tracked at a different schedule than school buses. Operators must be able to make changes in the schedule from the server computer. iv. A visualization of bus location and related information on electronic map, including: 1. Bus/route number; 2. Route track and assigned stops;
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3. Assigned load; 4. Current bus location. Positions of all vehicles in the fleet; ability to select and view any one vehicle; 5. Substitute bus management (regular versus substitute bus assignment to routes); 6. Visual planned route hours and miles data imported from the routing software application against the actual hours and miles data GPS information collected from vehicles. 7. Turn by turn directions for each route and also supply stop time, mileage between each stop. 8. Display location information of the nearest vehicle to a defined address. g. Emergency Alert: The GPS tracking device must provide live (real-time) alerts, The System must include an emergency alert button which, when pressed, will send an alert message to the dispatch center, along with time, date, and exact location of the bus. i. Distribution of real-time alerts (i.e., late bus arrival) via email, text message, voice, or other. Customized alarms via pop-up windows, including the time the alarm was triggered, the type of alarm, the action taken following the alarm and the description of the event. 1. Non-voice “Panic Button” for drivers, (i.e. Silent duress alarm). 2. Broadcast or targeted alerts to buses. h. Automated Call-ahead Notification: The system should provide an optional feature to support the designated routes. The GPS tracking system should have the capability to automatically notify the students’ homes in real time at a preset time interval prior to the bus arrival. Parent notification service alerts to households notifying status of their child’s bus. This function should be done in a fully automated manner where no action is required from the driver or the dispatcher during the operation. The ability to set the parameters of when to make the automated call, and what message to send is set by the dispatcher or system operator, and should be able to be changed in an instant by the dispatcher or system operator without going to the bus. i.
Arrival Time Buffer Upon Notification: The system should provide an optional feature of arrival time notification. An electronic message should be sent to the District’s designated personnel when a bus/vehicle fails to arrive or depart a specific location (i.e., stop or school) beyond a preset buffer period specified by the dispatcher or system operator. For example, if a stop is being monitored due to a parental complaint, the System should be able to send a message to the dispatcher if the bus fails to arrive at the stop in question within +/-5 minutes of the scheduled time for the stop.
j.
Report Generating: The system should provide a specified user-friendly adhoc reporting function stored electronically within the server. This facilitates the creation of reports for management or governmental agencies. The system should also include report generation of standard activity reports (i.e., bus arrival times at schools vs. scheduled arrival times, bus ontime arrival percentage) periodically based upon a specified schedule. i. Historical data tracking relative to asset inspection & management, including: 1. “Black box” mechanical data, primarily for maintenance due notification and scheduling purposes; 2. Asset odometer readings; 3. Key asset pre and post-trip inspection points / inspection completed notifications, (i.e. time ignition was turned on, the time the safety signals were deployed and tested, time the bus left the parking lot).
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k. Travel History Recording: The System operator or dispatcher should have the option to save the vehicle tracking history in a file of driving records. Records in this file should contain all the polling points (instant or constant) and events (emergency, railroad crossing if available, door close/open if available, and call-ahead if available). l.
Travel History Playback: The System should provide a function to allow the operator to playback the history file of any bus on any date and for any recorded time frame. The bus’ travel pattern should be displayed on the map, along with the speed, direction, time, and date. The system operator or dispatcher should be able to view the entire trip as a trail, or point by point with the capability of stopping at any moment and skip locations if desired. The System must have the capability to store data history for a minimum of three (3) to six (6) months. The District shall have real time access to recordings up to 6 months old and within 24 hours, access to data up to five years old.
m. Routing Software: The system must provide the following mapping functions: i. Ability to import any updated map in a designated format or from a third party that captures updates without compromising existing routes. ii. Display any number of feature codes at any time. iii. Allow for the operator to click on the map to generate the shortest route between any two locations on the map. iv. Enter an address and identify its location. v. Play back on the map any bus trip point by point for any period of date/time. vi. Display the trail on the map of any bus for any period. vii. Show any bus trip with both driving history and students boarding on the same map. n. System Security: The system security architecture should allow for the designation of a security administrator. i. There should be provisions for the system to handle security measures including user identifications (ID’s) and passwords. Access to these user IDs and passwords should be restricted. All user IDs and passwords should be encrypted while stored and in transit to prevent unauthorized access. ii. User should be prevented from seeing functions on the menus that the user is not authorized to perform. o. Optional Systems Integration: The District may in the future integrate the GPS School Bus Tracking System with a Student Identification System to record students boarding and leaving buses. The Contractor must be able to provide a developed student identification system which is seamlessly integrated into the GPS school bus tracking system. The system should meet the following requirements: i. Student Tracking: Detailed student rider information via barcode or other device The units should be designed to be installed with minimum modifications and conform to state specification standards and safety and must be able to do the following: 1. Update the student list for each bus. 2. Update the student list for any bus from remote location. 3. Transmit the actual list of students on any specified bus to the dispatch server in real time. 4. Keep the passenger records. p. Student Identification Software: The software installed on the server computer must be able to do the following: Schertz-Cibolo-Universal City ISD Solicitation No. 15-020S Global Positioning System (GPS) For School Buses
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i. Report the passenger list of any bus for any specified period. ii. Report rider statistics. iii. Report the trip of any bus. iv. Report the mileage of any bus for any period. v. Describe the location of any bus at any time in terms of street information, and generate a report showing both the detailed trip of any bus and students boarding or leaving the bus with time and location. 7. Proposed Project Schedule: The following schedule is proposed and may change during the project. RFP Phase a. Issue RFP April 20, 2015 b. Questions submitted via eBid accepted from prospective offerors until May 5, 2015 c. Proposals due May 12, 2015 d. Proposal Review and Selection of Offeror, May 26, 2015 8. Work Phase: June 1, 2015 through June 30, 2015 a. Products received and installed on 30 – 40 buses. b. Training Conducted for front office staff and mechanics.
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SECTION 3 - EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS 1) EVALUATION: The following will be considered in making the selection: • Total Project Cost • Experience and Qualifications o
Projects of similar scope of work with GPS Product/Service delivery in an school system
o
Proven success in working with other school districts
• Proposed Solution, Work plan and Timeline as provided by Offeror o
Focus on outcomes and process as identified in the scope of work
o
Methodology to provide the deliverables
a) Criteria Each proposal submitted in response to this RFP shall focus on the above criteria. The Evaluation shall also consider those factors listed in TEC 44.031 (b) listed elsewhere in this solicitation. The District reserves the right to make additional inquiries and may request the submission of additional information. b) Process After initial evaluation of submittals, the District may conduct a formal interview with selected firm(s) or the district may award based solely on the proposals received. If necessary selected firm(s) will be contacted by the District to schedule an interview. c) Contract Fee Your proposed price shall include all necessary labor, supervision, travel, equipment, materials, supplies, employer payments, overhead and profit, and applicable fees. Fees for Services are subject to negotiation by the district. 2) GENERAL SUBMITTAL REQUIREMENTS: a) PROPOSAL FORMAT: Each proposal should be prepared simply and economically. Responses shall be in the same order as the requirements listed below and in the following section. Please address each section in your response and divide each section, of your response, with identifying tabs/labels. b) PROPOSAL CONTENT: The Proposer must include the following items, or the proposal may be deemed non-responsive and rejected without any further evaluation (unless otherwise indicated herein): i)
All forms contained or listed in Section 5 in this RFP, fully completed:
ii) Evidence showing that the Proposer meets each of the Minimum Qualifications listed in the RFP. (See next section for more detail.) iii) A complete response to each of the items in the next section 3) SUBMITTAL REQUIREMENTS SPECIFIC TO THIS SOLICITATION: Submit a complete response to each of the following items. List them in the order below, preparing your submission to the above: 3.1 Table of Contents: Please clearly outline and identify the material and responses by tab and page number. Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. In this section, Proposer must clearly demonstrate familiarity with global positioning systems (GPS). 3.2 Tab 1 – Qualifications: Proposer shall summarize its qualifications. Provide information as to use of sub-contractors, sub-consultants, and related qualifications. Including work history of similar projects. 3.3 Tab 2 - Scope of Services: The Proposer must acknowledge agreement with the specific requirements of the items in Sections 2 & 3 and provide reports or samples if requested. Indicate any exceptions to Schertz-Cibolo-Universal City ISD Solicitation No. 15-020S Global Positioning System (GPS) For School Buses
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the scope of services of the solicitation or alternatives for the District to consider. Summarize your approach and understanding of the services and any special considerations of which the District should be aware. 3.3.1
Provide clear but concise response to each question as it relates to Section 2 “Scope of Services”. Your response shall be indexed and arranged by tabs.
3.3.1.1 Tab 2A - General a) Discuss and confirm your systems ability to meet each requirement of the Scope of Services. b) Describe in detail the import and export process of both digital map data and GPS data. c) Discuss any value added features not requested. Discuss any advantages that your system may have over other competitive offerings or methods of delivery (fixed tower vs. cellular / web-base vs. District Server). d) Discuss the ability to extend tracking coverage of vehicles on field trips or after school events in the contiguous counties surrounding Guadalupe County including Bexar County primarily but also Comal and Hays Counties . Discuss any cost implications to accomplish this task. e) Describe in detail the warranty program to include equipment, parts, and service. f) Include technical specifications / brochures / installation instructions / diagrams for each vehicle installed equipment component. What is the date of first manufacture for the proposed equipment and what is the manufacturer policy on obsolescence or maintaining equipment after last date of manufacture? 3.3.1.2 Tab 2B - System Requirements a) Describe, in detail, the recommended hardware and software configuration required for a secure, reliable, and responsive system. b) Describe any restrictions in the communication device (i.e. voice over data, voice, or data impeding broadcast). c) Describe all inclusion and any excluding zones d) Describe all system testing necessary and the time schedule for each test. 3.3.1.3 Tab 2C - Support a) Provide provisions of any warranties on initial software, vehicle hardware and any software updates or upgrades. b) Confirm your company policy that system upgrades will not degrade system operation or require hardware upgrade. c) In the event a hardware upgrade in which the District postpones implementation, how long will vendor support existing version of software? d) Describe the availability of telephone support and whether there are different levels of support or maintenance, e) If telephonic or data exchange fails to resolve any operational issue(s), describe the availability of on-site technical support and the required response time. f) In the event of a catastrophic system failure: what resources will be provided to return system to its intended operational state including response times? 3.3.1.4 Tab 2D - Documentation a) Describe the format, content, and quantity of system and user documentation that will be included with the system. b) Indicate if there is a fee for additional copies of documentation or whether the customer may copy it. Schertz-Cibolo-Universal City ISD Solicitation No. 15-020S Global Positioning System (GPS) For School Buses
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c) Indicate if documentation updates will be provided when new releases or versions of the software are installed. 3.3.1.5 Tab 2E - Reports a) Discuss your systems ad-hoc report writing capability. b) Enclose with your proposal, samples of any delivered operational or management reports. Describe the intended use and basic criteria used to develop the report. 3.3.1.6 Tab 2F - System Security a) Describe how system, individual program, and user passwords are handled. b) Describe the User ID and password functionality. c) If access to the system through the District firewall is required then a VPN and/or encryption should be provided. If access is required, would it include use of remote administration software, and if so why? 3.3.1.7 Tab 2G - Training: Describe the content of your training and specify the number of days of training included in your proposal. Describe the initial and on-going training for upgrades and enhancements provided. Provide information on any User group if any. 3.3.1.8 Tab 4H - Implementation Plan and Services: SCUCISD’ plan is to have a program operational by July 2015 that includes approximately 40 buses. Other fleet vehicles will be included at the discretion of the district based on needs and availability of funding. 3.3.1.9 Provide a detailed implementation schedule (simple Gantt chart will suffice) to include but not limited to: a) Timeline b) Task list c) Task due dates d) Assigned responsibilities e) Contingent events f) Resource requirements (District & Proposer) g) Information needed requirements from the District 3.3.1.10 Provide, list and explain any implementation services that your company can provide to assist in the process. 3.4 Tab 3 – Customer Support Services: Explain your company’s policy regarding quality assurance/quality control. 3.5 Tab 4 – Appendices: The content of this tab is left to the Proposer’s discretion. However, the Proposer should limit materials included here to those that will be helpful to the District in understanding the products and services proposed for this specific contract. EXCEPTIONS: Proposer shall clearly identify any proposed deviations from the language contained herein. Each exception must be clearly defined and referenced to the proper paragraph in this RFP. The exception shall include, at a minimum, the Proposer's proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance. Proposals not meeting all requirements may be rejected. Proposals taking exception to any language in the General Terms and Conditions or too extensive may be rejected as nonresponsive.
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SECTION 4 - GENERAL TERMS AND CONDITIONS 1) BILLING AND PAYMENT Unless a contractor offers a prompt payment discount in their original Proposal response, such as xx % Net 10, the district terms will be Net 30 days. District shall issue a Purchase Order as a funding document. 2) EVALUATION OF PROPOSALS Proposal evaluation will be done based on the information provided by the Offeror. It is very important that the Offeror provide all required information as part of their Proposal. Failure to provide necessary information and documentation could result in the Proposal being rejected. 3) EVALUATION CRITERIA The Proposals will be evaluated at the sole and absolute discretion of the Schertz-Cibolo-Universal City Independent School District and its designees. The District shall consider the following criteria. (1) the purchase price; (2) the reputation of the vendor and of the vendor's goods or services; (3) the quality of the vendor's goods or services; (4) the extent to which the goods or services meet the district's needs; (5) the vendor's past relationship with the district; (6) the total long-term cost to the district to acquire the vendor's goods or services; and (7) whether the vendor or the vendor's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state; and (8) any other relevant factor specifically listed in this solicitation. 44.031(b) TEC 4) APPLICABILITY – These conditions are applicable and form a part of the contract documents in each supply and/or service contract and are a part of the terms of each purchase order for items of equipment and/or service included in the specifications and solicitation forms issued herewith. Any resulting contract shall include this solicitation, and Proposal received. 5) PROPOSAL RESPONSE. Unless otherwise specified, Offerors are required to submit an executed original of the Proposal. Proposal response must contain: a)
Signed; Proposal Form
b)
Proposal Pricing
c)
References
d)
Felony Conviction Notice Form
e)
Conflict of Interest Form. Local Government Code Chapter 176 imposes disclosure / reporting obligations on vendors. Please complete and return Conflict of Interest Questionnaire Form CIQ. See http://www.scuc.txed.net/aboutus.cfm?subpage=478 for information and the CIQ Form.
f)
Central Texas Purchasing Alliance (CTPA) Clause (Optional)
g)
Any additional documents required by the Solicitation.
6) THOSE WHO DO NOT PROPOSE are requested to notify the SCUCISD Purchasing Department in writing if they wish to receive future Proposals. Failure to do so may result in their being deleted from our prospective Bidders list. 7) DISCLOSURES - By signing this 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.
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8) FUNDING OUT CLAUSE. MULTI-YEAR ACQUISITION; Any contract for the acquisition, including lease, of real or personal property is a commitment of the District’s current revenue only: a)
The District retains the continuing right to terminate the contract at the expiration of each budget period during the term of the contract.
b)
It is the Districts intent to execute a contract for the longest period providing the lowest total cost to the district. Any resultant contract is conditioned on a best efforts attempt by the District to obtain and appropriate funds for payment of the contract.
9) CONTRACTS FOR PURCHASE will be put into effect by means of a purchase order(s) executed by the Director of Purchasing or designee after contract award. (1) Any additional agreements/contracts to be signed by SCUCISD shall be included with the Proposal for consideration. (2) Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this contract or as agreed to in terms of time frame.
10) ASSIGNMENTS AND SUBCONTRACTING: No part of this agreement may be assigned or subcontracted without the prior written consent of the Schertz-Cibolo-Universal City Independent School District’s Director of Purchasing. Payment can only be made to the Contractor named in this agreement. 11) PUBLIC RECORD: Proprietary material must be clearly marked as such. All Proposals become the property of the District. Accepted Proposals and any subsequent award become public records. Pricing and service elements of the successful bid will not be considered proprietary information. 12) CHANGES: This Contract shall not be modified, altered, or changed except by mutual consent confirmed in writing by an authorized representative of each party to this Contract. The Director of Purchasing or designee shall administer this contract on behalf of the District. The Vendor agrees to waive all claims for adjustment in regard to any services performed without prior receipt of an appropriate written Change Order. The SCUCISD Purchasing department shall review, approve and process all changes. 13) INDEMNITY: Vendor shall indemnify and hold harmless the SCUCISD and its Board of Trustees, officers, agents, employees from all suits, actions, losses, damages, claims or liability of any character, type or description, including but not limited to, all expenses of litigation, court cost, penalties, and attorney's fees the SCUCISD incurs defending any action, suit, or claim form any source whatsoever and any of any kind or nature arising directly or indirectly on the part of vendor, its agents, servants, employees, contractors, and supplies, out of the operation under this agreement. 14) INDEPENDENT CONTRACTOR: The parties intend that the Contractor, in performing the specified services, will act as an independent contractor and must have control of the work and the manner in which it is performed. The Contractor will be free to contract for similar services to be performed for other employers while Contractor is under contract with District. The Contractor is not to be considered an agent or employee of District and is not entitled to participate in any pension plans, bonus, stock, or similar benefits that District provides for its employees. The District and Contractor agree that the Contractor is not covered under any District insurance policy, including but not limited to the District’s liability, property and casualty, or workers’ compensation insurance policies. The District shall not deduct Federal Income Taxes, FICA (Social Security) or any other taxes required to be deducted by an employer, as this is the responsibility of the Contractor. 15) TERMINATION: Any resulting contract may be terminated by the District at any time with or without cause and without penalty to the District. In the event of termination by the District prior to completion of the contract, compensation shall be prorated on the services actually performed, and the Contractor shall only be entitled to receive compensation for satisfactory work completed up to the date of termination. 16) CANCELLATION: Buyer shall have the right to cancel for default all or any part of the undelivered portion of this order if Seller breaches any of the terms hereof including warranties of Seller or if the Seller becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies which Buyer may have in law or equity. 17) NON-PERFORMANCE: Whenever, in the opinion of the District, the work is neglected by the Contractor, the District may request to have the Contractor bring additional labor, materials, and supplies into the work. If the Contractor fails to correct the unsatisfactory condition(s) within five (5) working days, the Contractor shall be advised of so in writing. The District shall have no obligation to give the Contractor more than two (2) notices of unsatisfactory performance during the contract period; and, should the Contractor again fail to perform the services pursuant to the contract, the District may declare the contract in default, terminate the contract, and contract with another. Schertz-Cibolo-Universal City ISD Solicitation No. 15-020S Global Positioning System (GPS) For School Buses
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a.
In the event of default by Contractor, the District shall be liable only for payment of those services performed and accepted prior to the date of termination.
18) CHANGES TO PROPOSAL: The District retains the right to negotiate changes in a proposal by any Offeror, and to reject any or all Proposals if none of the submissions are responsive to its needs 19) CHANGES IN REQUIREMENTS: Should the District, at any time during the progress of said work, request any alterations, deviations, additions, or omissions from the said agreement, specifications, or plans, it shall be at liberty to do so. And the same shall in no way affect or make void the agreement, but will be added to or deducted from the amount of said agreement price as the case may be, by a fair and reasonable valuation subject to the mutual agreement of both parties. 20) UNRESTRICTED QUANTITIES: Quantities are estimates only. The District is not limited to purchase all of its requirements from any contract resulting from this solicitation/award. 21) DISMISSAL OF UNSATISFACTORY EMPLOYEES: If any person employed by the Contractor or any subcontractor fails or refuses to carry out the directions of the District representative, or is, in the opinion of the District representative, incompetent, unfaithful, intemperate, or disorderly; or uses threatening or abusive language to any person at the facility; or if otherwise unsatisfactory, he/she shall be removed from the work immediately, and shall not again be employed on the work except upon consent of the District representative. 22) VENUE: This Agreement shall be governed by the law of the State of Texas without regard to the choice-of-law rules of any jurisdiction. Venue shall be in Guadalupe County, Texas. No provision of this Agreement shall waive any immunity or defense. No provision of this Agreement is a consent to suit. 23) NOTICE: Unless otherwise expressly provided elsewhere in this Agreement, any election, notice or communication required or permitted to be given under this Agreement shall be in writing and deemed to have been duly given if and when delivered personally (with receipt acknowledged), or on receipt after mailing the same by certified mail, return receipt request with proper postage prepaid, or three (3) days after mailing the same by first class U.S. mail, postage prepaid (in accordance with the “Mailbox Rule”), or when sent by a national commercial courier service such as Federal Express or DHL Worldwide Express) for expedited delivery to be confirmed in writing by such courier. 24) CRIMINAL BACKGROUND CHECK: All Contractors, who have a contract for services, have continuing duties related to the contract and have direct contact with students must certify to the district that it has received all criminal history information on covered employees pursuant to Texas Education Code Chapter 22, Subchapter C prior to performing the services for the District. This is an all or nothing test. If all three criteria are met then the criminal history review is mandatory. The cost of the review shall be paid by Contractor. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. The Contractor selected may also be required to provide a list of personnel who will be assigned to do the work. When requested this information must be furnished within twenty-four (24) hours, and shall apply to any new personnel due to employee turnover. a. The District reserves the right to review the personal background and conduct security clearances on the Contractor’s assigned personnel. The Contractor shall certify that all employees assigned to work under the contract have successfully passed a criminal background check, prior to assignment. The Contractor shall cooperate with the District authorities and shall comply with all regulations in effect during the contract period. b. Upon the request of the District, the successful bidder maybe required to provide the names of all persons who may be assigned to do the work on the contract for the purpose of completing a criminal background check. The following information shall be provided with each name to the District: date of birth, Texas driver’s license number, and current address. c. Any person or persons not acceptable to the District shall be prohibited from working on the contract. The contract may not be awarded if the Contractor will be unable to perform the work with the number of persons acceptable to the District. 25) INVOICING: Send the original invoices to:
Attention: Accounts Payable, Schertz Cibolo Universal City ISD 1060 Elbel Road Schertz, TX 78154
a)
Each invoice shall contain a minimum of the following information: invoice number and date; remittance address; "bill to" and "ship to" addresses; contract Purchase Order number (PO#); quantities; item descriptions, unit prices and extensions; fees; and an invoice total.
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b) For payment purposes, the contractor shall obtain PO # from the District for each separate order/invoicing. These are individually numbered for control purposes, and each separate order/invoicing will require a unique PO# to be issued to the Contractor by the District. If the PO# does not appear on the contractor's invoice, payment may be delayed because it would generally take longer to match the vendor’s invoice with the customer’s ordering document. 26) DEFINITIONS We intend to express our expectations clearly, and they are to be legally interpreted in our favor. Certain words are used throughout this document a)
“Proponent” “Vendor” “Bidder” “Offeror” means responder to the Request for Proposal and the individual, partnership, and sole proprietorship or Corporation executing the Contract and shall include any agent, employee, officer, director, supplier or sub-contractor of the Vendor pursuant to the Contract.
b)
“SCUCISD” “Schertz-Cibolo-Universal City Independent School District”, “District”, the Board of Trustees, its students, employees and agents.
c)
“Solicitation”, used to describe a Request for Proposal, Request for Competitive Sealed Proposal, Request for Bids or other solicitation document.
d) “PO” or “Purchase Order” “Agreement” “Contract” means a document that will be issued by the Schertz-CiboloUniversal City Independent School District to formalize the agreement with the successful Proponent. e)
“Shall” “must” “will” “mandatory” means a requirement that must be met for the submission to receive consideration.
f)
“Service”, “Services”, “Work” shall mean the products/services supplied to the Schertz-Cibolo-Universal City Independent School District in accordance with the specifications, terms and conditions stated in this Request for Proposal.
g) ”Supplier” - A business entity engaged in the business of providing contract supplies/services. h) “Bidder” - A business entity submitting a Response to this RFP. Suppliers which may express interest in this RFP, but which do not submit a Response, have no obligations with respect to the bid requirements. i)
“Contractor” - The Offeror(s) whose Response to this RFP is evaluated as meeting the needs of SCUCISD. Contractor(s) will be selected for award, and will enter into a contract(s) for provision of the services described in the RFP.
j)
“Subcontractor” - A company that enters into a business relationship with the Contractor. The Contractor may seek to place employees of the Subcontractor for the services described in the RFP.
k) “Contractor’s Employee” - All persons who can be offered to provide the services described in the RFP. All employees of the Contractor and the Subcontractor must be covered by the insurance programs normally provided to persons employed by a company (ex: Worker’s Comp, etc.). l)
“Response” - The written, signed and sealed document submitted according to the RFP instructions. Response does not include any verbal or documentary interaction you may have with us apart from submittal of a formal response. Verbal interactions will not be binding on SCUCISD or Contractor(s) with respect to requirements stated within this RFP or resulting contractual obligations.
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SECTION 5 - REQUIRED FORMS
FORMS INCLUDED IN THIS SOLICITATION DOCUMENT (1)
Attachment A - Proposal Form
(2)
Attachment B - Price Sheet
(3)
Attachment C – References
(4)
Attachment D - Exceptions to this Solicitation
(5)
Attachment E - Felony Conviction Notice
(6)
Attachment F - Central Texas Purchasing Alliance (CTPA)
FORMS THAT MUST BE DOWNLOADED FROM THE SCUCISD WEBSITE* (1) Conflict of Interest Form CIQ http://www.scuc.txed.net/aboutus.cfm?subpage=478
*Download solicitations, addenda and forms at: https://www.ebidexchange.com/scucisd
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Attachment A PROPOSAL FORM TO BE COMPLETED AND INCLUDED WITH YOUR PROPOSAL SUBMISSION
,
We, (Company Name)
,
of, (Business Address)
(Zip Code)
The undersigned, having fully and carefully read and examined the Request for Proposal (RFP) Documents, Enclosures and Addenda, hereby offers to Schertz-Cibolo-Universal City Independent School District a proposal for Global Positioning System (GPS) For School Buses in accordance with the solicitation documents, and addenda at the place, price and in a manner set out therein and certifies the following; a. Represents that to the best of its knowledge it is not indebted to the Schertz Cibolo Universal City Independent School District. Indebtedness to the District shall be basis for the non-award and/or cancellation of any award. b. Certifies that no suspension or debarment is in place that would preclude receiving a federally funded contract. c.
The undersigned affirms that they are duly authorized to execute this contract, to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included herein, that this company, corporation, firm, partnership or individual has not prepared this Proposal in collusion with any other Bidder, 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 solicitation.
ADDENDA ACKNOWLEDGEMENT Acknowledgement is hereby made of receipt of the following addenda to this PROPOSAL document: Addendum No. ______ dated _________________, ______ pages Addendum No. ______ dated _________________, ______ pages Addendum No. ______ dated _________________, ______ pages Signatures: Signed and submitted by: _____________________________________
_____________________________________
(Signature of person authorized to sign)
(Print name of person authorized to sign)
Name of person to contact regarding this Proposal: Title:
Telephone #:
FAX:
E-Mail:
Schertz-Cibolo-Universal City ISD Solicitation No. 15-020S Global Positioning System (GPS) For School Buses
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Attachment B PRICE SHEET/COST PROPOSAL: Failure to complete this form shall result in your Proposal being deemed non-responsive and rejected without further evaluation. Goods shall meet or exceed the minimum specifications as outlined in this Solicitation. Quantities are estimates only. When submitting your pricing, include the Total Cost Delivered to include any and all fees, freight cost, delivery, etc… Company Name:
Item # 1 2 3 4 5 6 7
Qty 40 40
Contact Name:_________________
Description GPS System Installed Alternate: GPS System Delivered/ Owner Installed
Unit Cost
Extended Cost
Delivery Days ARO
Warranty Period Parts & Labor
Training Costs Annual Maintenance Agreements Optional Costs
State and define your return policy: Other Discounts
Does Supplier offer any discount for spare and/or repair parts to the District? YES NO If yes, please give % of discount off list price. _________%
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Attachment C REFERENCES References: List references (minimum of three) where you have similar contracts in place. Special attention should be given to references from similar institutions as SCUCISD. List district name, contact person, address, phone number, fax number, email address, and completion date for each reference. Reference 1: Company/District Name: Contact Name/Title: Business Address Contact Phone #: Contact Email Address: Date(s) of Contract:
Reference 2: Company/District Name: Contact Name/Title: Business Address Contact Phone #: Contact Email Address: Date(s) of Contract:
Reference 3: Company/District Name: Contact Name/Title: Business Address Contact Phone #: Contact Email Address: Date(s) of Contract:
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Attachment D EXCEPTIONS TO THIS SOLICITATION By Section/Paragraph number. Objections we consider excessive or affecting vital terms may reduce or eliminate your prospects for award
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Attachment E FELONY CONVICTION NOTICE State of Texas Legislative Senate Bill No. 1, Section 44.034, 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 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”. 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. VENDOR’S NAME: ______________________________________________________ AUTHORIZED COMPANY OFFICIAL’S NAME: __________________________________ A.
My firm is a publicly-held corporation, therefore, this reporting requirement is not applicable. Signature of Company Official: _____________________________
B.
My firm is not owned nor operated by anyone who has been convicted of a felony. Signature of Company Official: _____________________________
C.
My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. Name of Felon(s): _________________________________________ (Attach additional sheet if necessary.) Details of Conviction(s): ____________________________________ (Attach additional sheet if necessary.) Signature of Company Official: _____________________________
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ATTACHMENT F CENTRAL TEXAS PURCHASING ALLIANCE (CTPA) Adoption Clause USE OF CONTRACT(S) BY MEMBERS COMPRISING THE CENTRAL TEXAS PURCHASING ALLIANCE A.
If authorized by the Vendor(s), resultant contract(s) may be adopted by the member districts of the CTPA as indicated below. Authorized members may purchase goods and/or services in accordance with contract pricing and purchasing terms established by the Contract Lead District.
B.
A list of members that may utilize the Vendor’s contract is listed on the CTPA website, http://www.txctpa.org/index.php/memberlist/
C.
Any district member wishing to utilize such contract(s), will contact the Vendor to verify that the contract is available to them and will place its own order(s) directly with the successful Vendor. The Successful Vendor may contact the member districts to inform them about the contract award. There shall be no obligation on the part of any participating district to utilize the contract(s).
D.
A negative reply by the Vendor will not adversely affect consideration of the Vendor’s Solicitation response.
E.
Each participating district has the option of executing a separate contract with the successful Vendor, which may contain general terms and conditions unique to that contracting district. If, when preparing such contract, the general terms and conditions of a district are unacceptable to the successful Vendor, the successful Vendor may withdraw its extension of their Bid to that district.
F.
The Contract Lead District shall not be held liable for any costs or damages incurred by another district as a result of any award extended to that district by the Successful Vendor.
BY SIGNATURE BELOW, THE VENDOR HEREBY AUTHORIZES THE MEMBER DISTRICTS AS INDICATED BELOW TO ADOPT ANY CONTRACT RESULTING FROM THE VENDOR’S RESPONSE TO THIS SOLICITATION:
NO YES, no exceptions. YES, with the exception of the following Districts:
Company Name:
Printed Name of Authorized Company Official: Signature of Company Official:
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