March 21, 2018, at 10 a.m. CST - Galena Park Independent ...

RFP 18-004

Galena Park Independent School District Attn: Purchasing Department 14705 Woodforest Blvd. Houston, Texas 77015

RFP 18-004

Request for Proposals For

Fire Alarm Systems

Submittal Deadline and Proposal Opening Deadline:

March 21, 2018, at 10 a.m. CST

Proposals received after the date and time stated above will not be considered.

Questions regarding this RFP must be submitted via email or fax no later than March 14, 2018. All questions and answers will be posted at bb.Page/1155.

RFP 18-004 Fire Alarm Systems

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TABLE OF CONTENTS

RFP 18-004

1.0 Notice of Intent 2.0 Instructions to Vendors 3.0 Evaluation and Award of Proposal(s) 4.0 Contract Terms and Conditions 5.0 Scope of Proposal 6.0 Specifications

6.4 Response Form 7.0 Pricing/Delivery Information 8.0 Vendor Questionnaire and Attachments

A. Execution of Offer B. Request for Taxpayer Identification Number and Certification (IRS Form W-9) C. Vendor Questionnaire D. Proposer Certification Forms E. Antitrust Certification F. Conflict of Interest Disclosure Statement G. Certificate of Interested Parties H. Felony Conviction Form I. SB9 Contractor Certification Form: Contractor Employees J. SB9 Contractor Certification Form: Subcontractor K. References L. Vendor Information Form

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RFP 18-004

1.0 NOTICE OF INTENT

Contracts awarded pursuant to this RFP comply with the Education Department General Administrative Regulations (EDGAR), 2 C.F.R. ?? 200.318-326. It is the intent of Galena Park Independent School District (GPISD) to award one or more contract(s) as a result of this RFP for use by GPISD. Product(s) and/or services considered for award shall equal or exceed a minimum quality level of industry standard(s) as defined within this RFP, including Section 5.0 Scope of Proposal, and shall comply with all applicable federal, state and local technical, environmental, and performance standards and specifications.

1.1 The initial base term of the prospective contract is a period of one calendar year, and GPISD may elect to extend any contract awarded pursuant to this RFP for up to three additional one-year renewal terms.

1.2 In this RFP and in the Contract, the following terms shall mean as follows:

1.2.1 "GPISD" means the Galena Park Independent School District, a public, independent school district established under the laws of the State of Texas.

1.2.2

"Vendor(s)" means the proposer(s) responding to this RFP and vendor(s) to whom a contract has been awarded as a result of this RFP by GPISD. A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the product(s) /service(s) listed herein.

1.2.3

"Contract" means the contract terms and conditions in Section 4.0 Contract Terms and Conditions, as further defined in the Entire Agreement provision of Section 4.44. A contract is exclusively between GPISD and Vendor.

1.2.4

"Best Value" means the method by which a contract, if any, is awarded, in accordance with applicable laws, rules, and regulations. Best Value includes multiple parameters, including experience, references, quality of the Vendor's product(s)/service(s), and price, as detailed in Section 3.0 Evaluation and Award of Proposal(s).

1.2.5

"Purchase Order" or "PO" means the agreed-upon purchase order between GPISD and the Vendor. Special terms and conditions agreed to by the Vendor and GPISD may be added as addendums to the PO, including such items as requirements concerning certificates of insurance, bonding, and small or disadvantaged business goals.

1.2.6 "Premium Hours" means those hours not included in Regular Hours or federal holidays. Premium Hours must be approved by GPISD for each Purchase Order.

1.2.7

"Regular Hours" means the hours between 7 a.m. and 6 p.m. Monday thru Friday, excluding the following holidays: Presidents' Day, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day, and New Year's Day.

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RFP 18-004

1.3 Time Table GPISD anticipates following the time table listed below. The table below is only an estimate and may vary.

TIME TABLE Item Activity

1

RFP Advertised - 1st run

2

RFP Advertised - 2nd run

3

Last day of Questions

Date February 25, 2018 March 4, 2018 March 14, 2018

3

Proposals Due

March 21, 2018 at 10 a.m. CST

4

Award Date

April 9, 2018

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RFP 18-004

2.0 INSTRUCTIONS TO VENDORS

2.1. Proposal Response Format To qualify for evaluation, a proposal must have been submitted on time and must materially satisfy all mandatory requirements identified in this RFP. Vendors must follow the format instructions detailed below in preparing and submitting their proposals.

2.1.1 Required Format Vendors shall submit proposals to GPISD at the following address:

Galena Park ISD Purchasing Department RFP 18-004 14705 Woodforest Blvd. Houston, Texas 77015

The Vendor is responsible for ensuring that GPISD has the appropriate company name, authorized representatives, and contact information on file for the purpose of receiving notices, changes, addenda or other critical information.

2.1.2 The following items must be included in the Response Attachment section of the bid. Failure to include these items may result in non-award.

1) Completed 8.0 Vendor Questionnaire and Attachment Packet 2) Pricing; Electronic Catalog/Response Form (section 6.4) 3) Insurance Coverage Certification 4) Link to Vendor's website 5) Any applicable certificates (i.e., HUB, SWBE, licenses, etc.)

2.1.3

Proposal Response Location Proposals shall be received no later than the submittal day and time deadline indicated on the cover of this RFP.

2.1.4

Submission of Proposals GPISD will only accept bids and proposals submitted via mail, hand-delivery, or other traditional carrier method. Faxed or electronically transmitted proposals will not be accepted. Deviations from any terms, conditions and/or specifications shall be conspicuously noted in writing by the Vendor and shall be included with the proposal. Withdrawal of proposals will not be allowed for a period of 180 days following the opening. Withdrawal of proposals prior to the submission deadline is permitted. Copyrighted proposals are unacceptable and may be disqualified.

2.1.5

GPISD Reservations GPISD reserves the right to: a) Cancel this solicitation in whole or in part, at the sole discretion of GPISD. b) Accept, reject, or negotiate modifications in any terms of the Vendor's proposal or any parts thereof. c) Conduct oral interviews/discussions or presentations necessary to select the best value Vendor and/or to

obtain competitive pricing. d) Reject and/or disqualify any or all proposals received, to award contracts for individual products or

services as may appear advantageous, and to negotiate separately in any manner necessary to serve the best interest of GPISD. e) Waive any formalities, technicalities, or other defects if deemed in the best interest of GPISD; Request clarification and/or correction of Vendor(s) for the purpose of eliminating minor errors, clerical errors, and/or non-substantive irregularities. f) Be the sole judge of quality and equality.

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