Harris County Department of Education (HCDE) RFP Cover Sheet

Harris County Department
of Education (HCDE)
RFP Cover Sheet
Job No.:
07/037LB
Due Date:
12/06/07
DUE NO LATER THAN 1:00 P.M.
LATE BIDS WILL NOT BE ACCEPTED
Request for Proposal (RFP) For: Automated External Defibrillator (AED) and
Related Items for Harris County Department of Education (HCDE) and Purchasing
Cooperative.
PLEASE NOTE
Carefully read entire proposal document
and specifications. Complete all forms
Submit your bid with all appropriate
Supplements.
Please submit your hard copy proposal in a
sealed envelope with job no., description,
and marked “SEALED PROPOSAL”.
RETURN PROPOSAL TO:
Attn: Lytrina Bob – Purchasing
Harris County Department of Education
6300 Irvington Blvd., Room 224
Houston, TX 77022-5618
For additional information contact Lytrina Bob at (713) 696-2112
You must sign below in INK, failure to sign WILL disqualify the offer. All prices and
responses must be typewritten or written in ink
Company Name:
Company Address:
City, State, & Zip
Taxpayer I.D. #
Telephone #
E-mail
Print Name
Signature
Total Amount of Proposal: $_____________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________
Fax#________________________
____________________________________________________
____________________________________________________
____________________________________________________
Your signature attests to your offer to provide the goods and/or services in this proposal
according to the published provisions of this Job. Contract is not valid until HCDE
Board has approved the award.
ACCEPTED BY: __________________________
HCDE Board Approval
Page 1 of 18
DATE: ________________
TABLE OF CONTENTS
Items checked below represent components which comprise this bid/proposal package. If the item IS NOT checked, it
is NOT APPLICABLE to this bid/proposal. Offerors are asked to review the package to be sure that all applicable
parts are included. If any portion of the package is missing, notify the Purchasing Department immediately.
It is the Offeror's responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you
understand the following before you return your bid packet.
__X__ 1.
Cover Sheet (page 1)
Your company name, address, the total amount of the bid/proposal, and your signature (IN INK)
should appear on this page.
__X__ 2.
Table of Contents (page 2)
This page is the Table of Contents.
__X__ 3.
Terms and Conditions (page 3-5)
You should be familiar with all of the requirements.
__X__ 4.
Specifications (page 6-7)
This section contains the detailed description of the product/service sought by the HCDE.
__X__ 5.
Price Delivery Information (page 8)
__X__ 6.
Attachments (Submittals)
Page 2 of 18
__X__ a.
Proposal Submission Form (page 9)
__X___ b.
Felony Conviction Notice (page 10)
__X__ c.
Bid Certification Sheet (page 11)
__X__ d.
No Response Form (page 12)
__X__ e.
References (page 13)
__X__ f.
Minimum Insurance Requirements (page 14)
__X__ g.
Automated External Defibrillator Questionnaire (page 15)
__X__ h.
Conflict of Interest Questionnaire (page 16-18)
TERMS AND CONDITIONS
ASSIGNMENT - Any award made as a result of this solicitation, may not be transferred,
assigned, subcontracted, mortgaged, pledged, or otherwise disposed of or encumbered in
any way by the vendor.
CANCELLATION – HCDE reserves the right to cancel this solicitation. (See paragraph
“Financial Responsibility”).
CHANGES - Any changes to the requirements specified herein will be communicated to
all proposers by the issuance of an addendum. All proposers shall comply with the
requirements specified in any addendum issued by HCDE.
CUSTOMER REFERENCE LIST – The proposer may be required to submit a
customer reference list.
CONTRACT TERM – The initial term of the contract will be for a period of one (1)
year with HCDE having the option to renew the contract four (4) additional years in one
(1) year increments. Consequently, the total term of the contract may be for a period of
four (4) years. Because all services will be provided on an “as needed” basis, HCDE
makes no representation either orally or in writing to the amount of temporary services
HCDE will use during the term of the contract(s).
DISQUALIFICATION - A proposer may be disqualified before or after the proposals
are opened, upon evidence of collusion with the intent to defraud, or perform other illegal
activities for the purpose of obtaining an unfair competitive advantage.
EXCEPTIONS – Proposers are responsible for identifying any exceptions to the
requirements specified herein. Any exceptions must be noted on the proposer’s letterhead
and returned with the proposal. Proposals, which are qualified with conditional clauses,
items not called for, or irregularities, may be considered non-responsive by HCDE.
FOB – All shipments shall be FOB destination full freight allowed.
FINANCIAL RESPONSIBILITY – HCDE assumes no financial responsibility for any
costs incurred in developing and submitting a proposal.
FORMAT –Proposals shall include one (1) original complete proposal. Proposers are
responsible for ensuring their proposal is received at the time and place specified on the
cover page. HCDE is not responsible for proposals that arrive late, or proposals that do
not have all the required information.
INDEMNIFICATION - The vendor shall indemnify and hold harmless HCDE from all
liabilities, costs, expenses, attorney fees, fines, penalties or damages for any or claimed
infringement of any patents, trademarks, copyright or other corresponding right(s) which
Page 3 of 18
is related to any item the vendor is required to deliver. The vendor’s obligation to this
clause shall survive acceptance and payment by HCDE.
INSURANCE – The successful proposer shall be required to provide HCDE with copies
of certificates of insurance, named as additional insured, Texas Workman’s
Compensation and General Liability Insurance.
INTERPRETATION – This solicitation represents the basis for any award, and
supersedes all prior offers, negotiations, exceptions and understandings (whether orally or
in writing). The information submitted should be self-explanatory and not require any
clarification or additional information.
INVOICES – HCDE and cooperative members will be invoiced directly; payment terms
are net thirty (30) days.
PENALTIES- If a successful proposer is unable to provide the awarded items at the
quoted prices, after the proposal has been opened, HCDE may take the following
action(s):
• Insist the successful proposer honor the quoted price(s) specified in their
respective proposal;
• Have the successful proposer pay the difference between their price, and the price
of the next acceptable proposal (as determined by HCDE);
• Recommend to HCDE’s Board of Trustees the successful proposer no longer be
given the opportunity to submit a proposal to HCDE.
PERFORMANCE - The successful proposers will use best efforts to provide the
services mutually agreed upon.
POSTPONEMENT - The time and place established for the receipt of the proposals will
not be changed unless otherwise specified (in writing) by HCDE’s Director of
Purchasing.
PRICES- All prices shall be firm for the contract order period. All prices quoted shall
include a two percent (2%) participation fee to be remitted to HCDE. HCDE will invoice
contractor for this participation fee on a quarterly basis of gross sales. At time of renewal,
prices may be reviewed and negotiated.
PROFESSIONAL SERVICE CONTRACT – The successful proposers will be
required to complete a Professional Service Contract.
QUESTIONS – Questions regarding the requirements specified in this solicitation must
be faxed to (713) 694-0720 attn: Lytrina Bob no less than three (3) working days
before the proposals are due. Questions must be sent on the proposer’s letterhead, dated
and signed by an authorized representative of the proposer’s company. HCDE will not
answer verbal questions. Any responses to the proposer’s questions will be reduced in
writing by HCDE and provided to all proposers.
Page 4 of 18
QUALITY - Any order issued as a result of this solicitation will conform to the
specification and descriptions identified herein. Unless otherwise specified, the vendor
will not deliver substitutes without prior authorization.
RESPONSIBLE PROPOSER - A responsible proposer is a proposer who has adequate
financial resources (or the ability to obtain such resources), can comply with the delivery
requirements (taking into consideration existing business commitments), and is a
qualified and established firm regularly engaged in the type of business that provides the
items listed herein.
RESPONSIVE PROPOSAL - Refers to a proposal that complies with all material and
administrative aspects of this solicitation.
RETURN OF PROPOSALS – Proposals once submitted will not be returned.
TAXES - HCDE is tax – exempt. Proposals prices should not include taxes.
TIE PROPOSALS - Should a tie occur (i.e., unit price is the same) between a nonresident proposer and a Texas resident proposer, Purchasing will make an award to the
Texas resident proposer, as defined in Vernon’s Annotated Civil Statues Article 601g,
Sections 1 and 2.
TITLE AND RISK OF LOSS - The title to any item shall pass upon acceptance or
payment, whichever is later.
Page 5 of 18
BACKGROUND
The intention of this Request for Proposal (RFP) is to solicit proposals for Automated
External Defibrillators (AED) and related items to be used on campuses associated with
Harris County Department of Education and the Purchasing Cooperative.
A pre-proposal meeting is scheduled for December 4, 007 at 9:00 am at 6300 Irvington
Blvd., Houston, Texas 77022. For information regarding the proposal process, contact
Lytrina Bob of the Purchasing Division at (713) 696-2112.
SPECIFICATIONS
The device must meet the following minimum requirements. HCDE will consider
other products that are similar and comparable to the equipment listed below:
Defibrillator
• Automatic operation
• Biphasic truncated exponential waveform
• 100J to 360J energy range
• Five energy protocols
• Comprehensive voice instructions to guide user through rescue process
• Text screen that displays written instructions to guide user through rescue
process
• Visible indicators (i.e. battery status, service indicator, pad, indicator, etc.)
• Audible voice prompts and system alerts
• Built in automatic synchronization shock feature
• Pacemaker pulse detection
• Pediatric capability
Pads__
• Minimum combined surface area of approximately 228cm²
• Approximately 1.3m extended length of lead wire
• Adult, pre-galled, self-adhesive, disposable, non-polarized defibrillation
pads that are identical and can be placed in any position
Automated Self-Tests
• Daily- battery, pads (presence and function), internal electronics, no
energy charge, and software
• Weekly- battery, pads (presence and function), internal electronics, partial
energy charge, and software
• Monthly- battery, pads (presence and function, internal electronics, full
energy charge cycle, and software
Page 6 of 18
Event Documentation
• Internal memory with at least 60 minutes of ECG data with event
annotation
• PC playback capability
• Serial port or USB adapter for PC with Windows
• Rescue event time stamp of event data
EVALUATION CRITERIA
An evaluation committee will be formed and be given the responsibility to evaluate the
proposals that are submitted. Please ensure that your proposal addresses the following
evaluation criteria areas completely:
1. Price
2. Reputation of vendor
3. Quality of vendor goods
4. Extent to which the goods meet the district’s needs
5. Vendor’s past relationship with the district
6. Impact on the ability of the district to comply with laws and rules
relating to historically underutilized businesses
7. Total long-term cost to the district to acquire the vendor’s goods
or service
8. Ability to service HCDE Cooperative Members
70/pts
5/pts
10/pts
5/pts
2.5/pts
2.5/pts
2.5/pts
2.5/pts
The proposal that receives the highest evaluation score and meets HCDE specifications
will be the party receiving the award recommendation. The proposal shall remain
confidential information until an award decision has been made. After the award has
been made, all bidders will be allowed to view bid results or request bid tabulation
results.
Page 7 of 18
PRICE DELIVERY INFORMATION
I.
Offeror must complete the open boxes using information supplied in the
Description section listed above. Multiply “Qty.” X “Unit Price” for
“Extension.”
Item
Description
1
Automated External
Defibrillator as per
specifications above
2
3
4
II.
Automated External
Defibrillator as per
specifications above
Automated External
Defibrillator as per
specifications above
Discount off related items and
equipment
Unit of
Measure
Qty.
Ea.
1-5
Ea.
6-10
Ea.
11-25
Ea.
1-5
Proposer:
Unit Price
Extension
Payment Terms: Please provide your payment terms in the space below:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Page 8 of 18
Attachment a.
PROPOSAL SUBMISSION FORM
RFP NO. _07/037LB_________
Automated External Defibrillators for Harris County Department of Education
Please Print
Whereas on the _____________ day of _____________________________, 2007 (print name of company)
___________________________________________________________________________ has reviewed
RFP 07/037LB and has responded in accordance with the terms and conditions therein:
______________________________________
_____________________________________
Street Address
City, State, Zip Code
______________________________________
_____________________________________
Telephone Number
Fax Number
______________________________________
______________________________________
Name of Authorized Individual
Signature of Authorized Individual
Page 9 of 18
Attachment b.
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 an agreement
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 the agreement 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 agreement”
Note: 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 (Printed or Typed):_________________________
A)
My firm is a publicly-held corporation; therefore the above reporting requirement
does not apply
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 individuals:_______________________________________________________
Detail of Conviction(s):____________________________________________________
________________________________________________________________________
________________________________________________________________________
Page 10 of 18
Attachment c.
BID CERTIFICATION SHEET
In order for a bid to be evaluated and considered, the following information must be
provided.
As defined by Texas House Bill 602, a "nonresident bidder" means a bidder whose
principal place of business is not in Texas, but excludes a contractor whose ultimate
parent company or majority owner has its principal place of business in Texas.
I certify that my company is a "resident bidder":
Signature:___________________________ Date:_____________________
-----------------------------------------------------------------------------------------------------------If you qualify as a "nonresident bidder," you must furnish the following information:
What is your resident state? (The state your principal place of business is located)
______________________________________________________________
Address (include City, State and Zip Code)
(A) Does your "residence state" require bidders whose principal place of business is in
Texas to underbid bidders whose residence state is the same as yours by a prescribed
amount or percentage to receive a comparable contract? "Residence State" means the
state in which the principal place of business is located. Yes______ No______
(B) What is the amount or percentage? __________%
I certify that the above information is correct:
_______________________________________ _________________________
Typed Name
Position
______________________________________
Company Name
Page 11 of 18
Attachment d.
NO RESPONSE FORM
RFP NO. _07/037LB________
Automated External Defibrillators for Harris County Department of Education
(HCDE)
Please Print
Whereas on the ___________ day of ____________________, 2007 (print name of company)
__________________________________________________________________________
has reviewed HCDE’s solicitation No. 07/037LB, and elects not to submit a proposal:
______________________________________________
Street Address
______________________________________________
City, State, Zip Code
______________________________________________
Telephone/Fax Number
______________________________________________
Name of Authorized Individual
___________________________________________
Signature of Authorized Individual
Page 12 of 18
Attachment e.
References
Please provide at least three (3) references (co. name, address, telephone no. and contact)
that have used your automated external defibrillators in the last 3-4 years.
A. ______________________________
______________________________
______________________________
______________________________
B. _______________________________
_______________________________
_______________________________
_______________________________
C. ________________________________
________________________________
________________________________
________________________________
Page 13 of 18
Attachment f.
Minimum Insurance Requirements
•
The contractor shall, at all times during the term of this contract, maintain insurance
coverage with not less than the type and requirements shown below. Such insurance is
to be provided at the sole cost of the contractor. These requirements do not establish
limits of the contractor's liability.
•
All policies of insurance shall waive all rights of subrogation against HCDE, its officers,
employees and agents.
•
Upon request, certified copies of original insurance policies shall be furnished to HCDE.
•
HCDE reserves the right to require additional insurance should it be deemed necessary.
A. Workers' Compensation (with Waiver of subrogation to HCDE) Employer's Liability,
including all states, U.S. Longshoremen, Harbor Workers and other endorsements, if
applicable to the Project.
Statutory, and Bodily Injury by Accident: $100,000 each employee. Bodily Injury by
Disease: $500,000 policy limit $100,000 each employee. HCDE shall be named as
"additional insured" on workers’ compensation policy.
B. Commercial General Liability Occurrence Form including, but not limited to, Premises
and Operations, Products Liability Broad Form Property Damage, Contractual Liability,
Personal and Advertising Injury Liability and where the exposure exists, coverage for
watercraft, blasting collapse, and explosions, blowout, catering and underground
damage.
$300,000 each occurrence Limit Bodily Injury and Property Damage Combined
$300,000 Products-Completed Operations Aggregate Limit $500,000 Per Job Aggregate
$300,000 Personal and Advertising Injury Limit. HCDE shall be named as "additional
insured" on commercial general liability policy.
C. Automobile Liability Coverage:
$300,000 Combined Liability Limits. Bodily Injury and Property Damage Combined.
HCDE shall be named as "additional insured" on automobile policy.
Page 14 of 18
Attachment g.
Automated External Defibrillator Questionnaire
(Add additional sheets if necessary)
1. How long has your company been in business providing Automated External
Defibrillators?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
2. Explain in detail the user training that will be provided. The technical support
and customer support that will be made available.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
3. What is the lead time for delivery?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
4. Do you have 24/hr., 7/day customer service support?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Page 15 of 18
Attachment h.
Conflict of Interest Disclosure Statement
HCDE is required to comply with Texas Local Government, Code 176 and Disclosure of
Certain Relationships with Local Government Officers. This means any company that
does business with HCDE must fill out a Conflict of Interest Questionnaire (CIQ) if the
following situation exists:
1. The person has employment or other business relationship with the local government
officer or a family member resulting in the officer or family member receiving taxable
income.
2. Your company has given one of HCDE’s local government officers or family member
one or more gifts (excluding food, logging, transportation, and entertainment) that has an
aggregate value of more than $250 in the twelve month period preceding the date the
officer becomes aware of an executed contract or consideration of the person for a
contract to do business with the District.
Statements must be filed within seven (7) business days after the officer becomes aware a
conflict of interest exists.
Below is a listing of current HCDE Board of Trustees (BOT):
Mr. Raymond T. Garcia, President
Ms. Angie Chesnut, Vice-President
Mr. Michael Wolfe
Mr. Roy Morales
Mr. Louis Evans III
Dr. Robert Peterson
Mr. Carl Schwartz
Dr. John Sawyer
Below is a listing of current local government officers:
Janell Baker
Shannon Bishop
Debbie Blalock
Karl Boland
Angela Drake
Rosalind Dworkin
Richard Griffin
Celes Harris
Sonny Janczak
Deborah Johnson
Michele Kronke
Tammy Lanier
Peggy McGrane
Doug Kleiner
Elaine Nichols
Venetia Peacock
Gayla Rawlinson
Joanie Rethlake
John Schaeffer
Jim Schul
Natasha Truitt
John Weber
Curtis Davis
Page 16 of 18
Angela Blair Martin
Jim Davis
Malcolm Greer
Les Hooper
Nathan Jones
Noemi Lopez
Pam Newman
Linda Pitre
Alfonso Saldivar
Dean Zajicek
Faye Wells
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor or other person doing business with local governmental entity
This questionnaire is being filed in accordance with chapter 176 of the Local
Government Code by a person doing business with the governmental entity.
Form CIQ
OFFICE USE ONLY
Date Received
By law this questionnaire must be filed with the records administrator of the
local government not later than the 7th business day after the date the person
becomes aware of facts that require the statement to be filed. See Section
176.006, Local Government Code.
A person commits an offense if the person violates Section 176.006, Local
Government Code. An offense under this section is a Class C misdemeanor.
1. Name of person doing business with local governmental entity.
2.
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than September 1 of the year for which an activity described in Section 176.006(a), Local Government
Code, is pending and not later than the 7th business day after the date the originally filed questionnaire
becomes incomplete or inaccurate.)
3. Describe each affiliation or business relationship with an employee or contractor of the local
governmental entity who makes recommendations to a local government officer of the local
governmental entity with respect to expenditure of money.
4. Describe each affiliation or business relationship with a person who is a local government
officer and who appoints or employs a local government officer of the local governmental
entity that is the subject of this questionnaire.
Page 17 of 18
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor or other person doing business with local governmental entity
FORM CIQ
Page 2
5. Name of local government officer with whom filer has affiliation or business relationship.
(Complete this section only if the answer to A, B, or C is YES.)
This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom
the filer has affiliation or business relationship. Attach additional pages to this Form CIQ as
necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income
from the filer of the questionnaire?
Yes
No
B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the
direction of the local government officer named in this section AND the taxable income is not from
the local governmental entity?
Yes
No
C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local
government officer serves as an officer or director, or holds an ownership of 10 percent or more?
Yes
No
D. Describe each affiliation or business relationship.
6. Describe any other affiliation or business relationship that might cause a conflict of interest.
Signature of person doing business with the governmental entity
Page 18 of 18
Date