Table of Contents
Table of Contents......................................................................................................................
Overview
of the RFP.................................................................................................................
Section
1 - Instructions to Vendors............................................................................................
Section
2 - General Requirements............................................................................................. 6
Section
3 - Equipment System Requirements.............................................................................
3.1 -
Scope of Work...................................................................................................... 9
3.2 -
Contractor Experience Requirements.................................................................. 13
3.3 -
Testing Requirements.......................................................................................... 13
3.4
- Identification,
Labeling and Documentation........................................................ 13
Section
4 - Format of Contractor Response............................................................................. 15
4.1
- Equipment for Hereford Administration Building (Banquet Room).................... 16
4.2
- Equipment for Hereford Administration Building (Southeast Area)................... 17
4.3
- Equipment for Hereford Administration Building (Conference Room 112)........ 18
Attachments
................................................................................................................................
Proposal Form
Felony Conviction Notification
Insurance and Bonding Requirements
HISD Standard Proposal Terms &
Conditions
Non-Collusive Bidding Certificate
Competitive Sealed Proposal (CSP)
Section 1
Instructions to Vendors
1.0 Instructions:
1. Each set of the Request for Proposal
contains the following:
Instructions to Vendors
General Requirements
Equipment Requirements
Format of Contractor Response
2. This Request For Proposal is for:
Hereford
Independent
School District
Hereford,
Texas.
3. The principal contact is:
Joe Mendez
Director of Technology
Hereford Independent School
District
601
N. 25 Mile Avenue
Hereford, Texas 79045
806-363-7600 voice
806-363-7699
fax
joemendez@herefordisd.net
4. The
Request for Proposal is not intended to exclude vendors or manufacturers. However, you are expected to answer all
questions in the RFP. If you are unable
to comply with a specific item in the RFP, you are to prepare a separate
listing of exceptions. If you do not indicate exceptions to the
RFP, we will assume that you fully comply with the RFP.
5. The
prices and conditions contained in your proposal must be firm up to the date of
completion
6. Any
additional premise visits to the installation sites can be arranged for you by
request to the primary contact.
7. The
Request for Proposal document must be returned, intact, with your
proposal. You may provide additional
sales and engineering documentation with your proposal.
8. Vendors
are expected to submit with their proposal its best and final system price
including all applicable education discounts for services.
9. Two copies of your proposal must be received by 10:30 AM on June 20, 2005 to Trish
Brown, Business Manager, Hereford Independent School
District, 601 N. 25 Mile Avenue, Hereford, Texas 79045. Proposals not received by the specified time and date will
be returned unopened to the proposer.
The proposal package must be sealed and entitled “Hereford ISD Audio/Video
System 2005”.
10. Any
contract resulting from this RFP will be based on the proposed system that most
nearly satisfies the district’s needs. You will not be allowed to modify your
proposal prior to the preparation of the final recommendation.
11. Proposals
will be evaluated on the basis of the following criteria, among others:
(10%) A. Installation
and Service Support - The quality of the Contractor's service force.
(55%) B. Technical Aspects - Adherence and recognition of industry standards and
practices, and the contractor’s support and reputation for system design and
installation.
(30%) C.
Price - The total cash purchase price.
(5%) D. Future Costs - The Contractor's costs for additional services.
HISD
reserves the right to evaluate proposals based on any other criteria deemed
important and necessary.
12. HISD
reserves the right to request additional or clarifying information after your
proposal has been submitted. In addition, HISD reserves the right to
accept or reject any or all proposals.
13. Proposers
will be notified of award decision.
14. The
successful vendor shall provide and install all equipment, materials, and/or
services enumerated. Any equipment or
services required to provide a complete and operational system will be provided
by proposer, regardless if the equipment or service has been specifically
itemized in the proposal response.
15.
All material and equipment proposed in
the RFP by the vendor must be new and unused.
Equipment refers to all hardware, materials and incidentals, etc.
16.
The use of subcontractors shall be
approved in writing by HISD before work commences.
17. The vendor shall be responsible for building “as built”
drawings using VISIO software.
18. Vendor is required to respond to this RFP as required in the
format outlined on Section IV of these specifications.
Section
2
General
Requirements
2.0 General:
These
specifications cover the general requirements for the installation of equipment
by the Vendor and outline the general conditions to be met by HISD, hereinafter
referred to as the Customer, in connection with such control of the premises
wherein the equipment is to be installed.
It is understood that the Customer shall obtain permission from whoever
does have such ownership or direct control in order to implement the following
requirements. In the installation of
this work, the Vendor shall comply in every way with the requirements of local
laws and ordinances and the laws of the State of Texas. If, in the opinion of the Vendor, there is
anything in the plans or specifications that will not strictly comply with the
above laws, ordinances, and rules, the matter shall be referred to the
attention of the Customer for a decision before proceeding with that part of
the work. No change in the plans or in
the Specifications shall be made without full consent in writing of the
Customer.
2.1 The Customer shall:
2.1.1 During the progress of the installation,
allow the Vendor and its employee’s free access to the premises and facilities
at all reasonable hours (as determined by the Customer).
2.1.2 Take such action as necessary to ensure that
the premises are dry and free from dust and in such condition as not to be
hazardous to the installation personnel or the material to be installed.
2.1.3 Provide adequate environmental conditions.
2.1.4 Provide access to existing commercial power
necessary for installation of the equipment.
2.1.5 Promptly make such inspections, as it deems
necessary when notified by the Vendor that the equipment, or any part thereof,
is ready for acceptance.
2.2 The Vendor shall:
2.2.1 Obtain
the Customer's permission before proceeding with any work necessitating cutting
into or through any part of building structures such as roofs, girders, beams,
concrete or tile floors, partition ceilings.
2.2.2 Be
responsible for and repair all damage to buildings due to carelessness of
workmen, and exercise reasonable care to avoid any damage to the Customer's
property. The Vendor will report to the
Customer any damage to buildings which may exist or may occur during the
occupancy of the quarters.
2.2.3 Be
responsible for installation of proper grounding required by the systems.
2.2.4 Install
the equipment in accordance with the manufacturer's specifications for the
system.
2.2.5 Conduct
tests and inspections after installation has been completed in order that the
customer may be assured that the requirements for installation are met.
2.2.6 Promptly
notify the Customer of the completion of the work on the equipment or such
portions thereof as are ready for inspection.
2.2.7 Give
the Customer written notice of completion of the installation at least 2 days
prior to completion.
2.2.8 Promptly
correct all defects for which the Vendor is responsible.
2.2.9 Shall
coordinate all work with HISD.
2.2.10 Remove
all excess material and debris and return to original state of cleanliness.
2.2.11
Shall make system layout drawings (using VISIO
software) as to accurately depict the as-built condition of all equipment as it
was installed. The data files will be on
CD and shall be turned over to the Customer not more than twenty (20) days
after acceptance of the initial system installation. Final payment will not be made until these
drawings are received and accepted by the Customer. HISD becomes the sole owner of all drawings
at the completion of the project.
2.2.12
Shall schedule all installation work with
the Customer in advance. Due to the
nature of the Customer's business, some work as designated by the
Customer, may be performed outside
normal Monday through Friday 8:00 AM to 5:00 PM working hours.
2.2.13
Shall submit written weekly status
reports to the Director of Technology by Noon
each Thursday.
