COLLEGE STATION I.S.D. 2000 Welsh Ave., College Station, TX. 77840 March 9, 2016 NOTICE TO BIDDERS REQUEST FOR QUOTATIONS (RFQ) #16-015 DIR Quotations addressed to the College Station Independent School District, will be received in the Purchasing Department, 2000 Welsh Ave., College Station, Texas, 77840 until: 2:00 p.m., Tuesday April 5, 2016 RFQ #16-015 Computers DIR Quotes will be opened immediately following the deadline for receiving the quotes in the College Station Independent School District Purchasing Office at the above address. For general information and RFQ documents, contact the Director of Purchasing, Mark Pantel, at (979) 764-5408 or at the CSISD website: www.csisd.org. Faxed or emailed quotes will not be accepted. Quote Envelopes Shall Be Plainly Marked DIR QUOTATION FOR: RFQ # 16-015 COMPUTERS Do Not Open Until: 2:00 P.M., April 5, 2016 Any quote received in the CSISD Purchasing Office later than the specified date and time, whether delivered in person, mailed or faxed shall be disqualified. Vendors must have a valid awarded contract with the State of Texas Department of Information Resources (DIR) for the commodities being quoted. The College Station Independent School District reserves the right to reject any or all quotes and to award to multiple vendors any quotes or part of a quote deemed most advantageous to the College Station Independent School District and waive any formalities in the process. It is anticipated that this purchase will be on the agenda for the April 19, 2016 CSISD Board Meeting. Mark Pantel, C.P.M., CTSBO Director of Purchasing 1
COLLEGE STATION I.S.D. 2000 Welsh Ave., College Station, TX. 77840 EVALUATION CRITERIA In order to determine the most responsible quote, the following best value criteria may be considered during the bid evaluation process where applicable, as determined by College Station I.S.D. All criteria do not have to be met by the bidder but may hold weight in determining the best value for the district. (1) the purchase price; (40%) (2) the reputation of the vendor and of the vendor's goods or services; (5%) (3) the quality of the vendor's goods or services; (10%) (4) the extent to which the goods or services meet the district's needs; (10%) (5) the vendor's past relationship with the district;(10%) (6) The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses including small, minority, woman-owned, or labor surplus area firms (CFR 200.321) (1%) (7) the total long-term cost to the district to acquire the vendor's goods or services;(5%) (8) For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor s ultimate parent company or majority owner: (0%) A. has its principal place of business in this state; or B. employs at least 500 persons in this state; (9) Ability for CSISD technicians to work on the computers without voiding the warranty (5%) (10) Ability to have replacement parts or replacement computer within 2 business days (5%) (11) Ability to provide 24-7 technical support. (4%) (12) Ability to provide reimbursement for labor done on failed computers under warranty. (5%) 2
SUBMITTALS RFQ#16-015 The following is a solicitation for bidders that are established and approved DIR vendors with the State of Texas and authorized Hewlett Packard (HP), or approved equal computer resellers. This quotation is for the purchase of computers. Vendors must submit the following to qualify for this quotation: Authorization Sheet Felony Conviction Notice Conflict of Interest Questionnaire Residence Certification Documentation of ability to meet criteria listed in RFQ Pricing and delivery CSISD Map of Campuses 3
SPECIFICATIONS College Station ISD is seeking quotes on 600-800 desktop computers for upgrades at 16 campuses, including the new College View High School. Vendors submitting a quote must be a State of Texas DIR vendor with a valid DIR-SDD contract number. Please provide pricing for Hewlett Packard or approved equal computers based upon the specifications listed below. Exact quantities will be determined based upon funding. The district reserves the right to order up to 800 computers at the prices quoted and per the terms and conditions of the RFQ. All items will be delivered in a phases. It is anticipated that approximately 400 computers will be delivered in May 2016 with the remaining quantity delivered in June and July 2016, prices quotes shall remain valid until at least August 1, 2016. All prices must be quoted FOB, College Station ISD, Full Freight Allowed. All freight or transportation charges to be included in quote. Please contact David Hutchison, Director of Technology for technical questions: Email: dhutchison@csisd.org or phone:979.764.5569, and Mark Pantel, Director of Purchasing for bid related questions: Email: mpantel@csisd.org or phone 979.764.5408. Desktop Specification: Hewlett Packard EliteDesk 800 G2 Small Form Factor Estimated Quantity: 200 SFF STD Chassis Windows 10 Professional 64bit OS US (May load Windows 7 Pro 64 bits on image) Intel Core i5-6500 CPU 8GB DDR4-2133 SDRAM 256GB SATA SSD HD 8X+ DVD+/-RW Drive 2 USB 3.0 and 2 USB 2.0 (Front) 6 USB 3.0 (Rear) Intel Gigabit NIC or equivalent Intel HD Graphics 1 VGA Port 2 DisplayPorts USB Standard Keyboard US USB Optical BLK Mouse 3 years Warranty US next business day parts and labor 4
Hewlett Packard EliteDesk 800 35W G2 Desktop Mini Form Factor Estimated Quantity: 400-600 Mini Form Factor Windows 10 Professional 64bit OS US (May load Windows 7 Pro 64 bits on image) Intel Core i5-6500t CPU 8GB DDR4-2133SDRAM 256GB SATA SSD HD 6 USB 3.0 (2 Front and 4 Rear) Intel Gigabit NIC or equivalent Intel HD Graphics 1 VGA 1 Display Port USB Standard Keyboard US USB Optical BLK Mouse 3 years Warranty US next business day parts and labor Notebook Specifications Hewlett Packard EliteBook 840 G3 Notebook Estimated Quantity: 100 Windows 10 Professional 64bit OS US (May load Windows 7 Pro 64 bits on image) Intel Core i5-6200u CPU 8GB DDR4-2133 SDRAM 256GB SATA SED HD Intel HD Graphics 520 Intel 802.11a/b/g/n/ac HP Long Life 3-cell 46 WHr Li-ion battery Monitor Specifications Teacher Monitor Specifications (To be used with SFF Computers) Estimated Quantity 200 Hewlett Packard ProDisplay P222VA (or equivalent) 21.5" LED Backlit Monitor 1920x1080 or better resolution 1 VGA Port 1 DisplayPort 1.2 Tilt angle: -5 to +30 Swivel angle: 360 Pivot rotation: 90 3 year warranty US next business day parts and labor 5
Student Monitor Specifications (To be used with Mini Computers) Estimated Quantity 400-600 Hewlett Packard EliteDisplay E221 (or equivalent) 21.5" LED Backlit Monitor 1920x1080 or better resolution 1 VGA Port 1 DVI-D Port 1 Display Port 3 USB 2.0 Ports Tilt angle: -5 to +30 Swivel angle: 360 Pivot rotation: 90 3 year warranty US next business day parts and labor Hewlett Packard Mini Form Factor VESA Monitor Adapter (Quantity 400) VESA Monitor Adapter for quoted Mini Form Factor Optional pricing for desktop and laptop systems to be preloaded with CSISD provide image shall be included in your response. 6
DIR CONTRACT PRICING SHEET Bidder DIR Contract # 1. 200 Desktop Computers per above specifications Small Form Factor 2. 400 Desktop Computers per above specifications Mini Form Factor 3. 100 Notebook Computers per above specifications 4. 200 Teacher Monitor per the above specifications 5. 400 Student Monitors per the above specifications 6. 200 VESA Adaptor for Mini Form Factor 7. Delivery of 600 computers, 100 Notebooks and 600 monitors to sixteen (16) campuses Total Base Quote: $ Optional Items: A. Pre-imaging of desktop and notebook computers with CSISD provided image. COLLEGE STATION I.S.D. 7
2000 Welsh, College Station, TX. 77840 AUTHORIZATION In submitting RFQ #16-015, I certify as follows: 1. The prices in this Quotation have been determined independently, without consultation, communication, or agreement for the purpose of restricting competition as to any matter related to such prices, with any other vendor or any other competitor. 2. I have read each of the Quotation documents outlined in this RFQ and agree to abide by the terms and conditions thereof. Dated this day of, 2016. Name of Firm: Signature: Name Typed: Title: Firm's Address: City, State, and Zip: S.S. or Fed.ID#: Phone Number: FAX Number: Email address: 8
COLLEGE STATION I.S.D. FELONY CONVICTION NOTICE Statutory citation covering notification of criminal history of vendor is found in the Texas Education Code 44.034. Felony Conviction Notification Texas Education Code 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 failed to give notice as required by subsection (a) or misrepresented the conduct resulting in the conviction. The school 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 (Printed) 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): Details of Conviction(s): Signature of Company Official 9
CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). FORM CIQ OFFICE USE ONLY Date Received By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. 1 Name of vendor who has a business relationship with local governmental entity. 2 3 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 the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) Name of local government officer about whom the information is being disclosed. Name of Officer 4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes No 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. 6 Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). 7 Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission www.ethics.state.tx.us 10 Revised 11/30/2015
CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A complete copy of Chapter 176 of the Local Governmetn Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code 176.003(a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: *** (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code 176.006(a) and (a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. Form provided by Texas Ethics Commission www.ethics.state.tx.us 11 Revised 11/30/2015
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CERTIFICATE OF RESIDENCY The State of Texas has passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A. http://www.capitol.state.tx.us/statutes/docs/gv/content/htm/gv.010.00.002252.00.htm. This law makes it necessary for College Station ISD to determine the residency of its bidders. In part, this law reads as follows: Section: 2252.001 (3) Non-resident bidder refers to a person who is not a resident. (4) Resident bidder refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. Section: 2252.002 A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest proposal submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident s principal place of business is located. I certify that is, under Section: 2252.001 (3) and (4), a Resident Bidder (Name of Company) Non-resident Bidder My or Our principal place of business under Section: 2252.001 (3) and (4), is in the city of in the state of. Does your principal place of business or ultimate parent company or majority owner: A. have its principal place of business in this state; or B. employ at least 500 persons in this state; Yes No Signature of Authorized Company Representative Print Name Title Date 13
Non-Collusive Bidding Certificate By submission of this proposal, the vendor certifies that: (a) the proposal has been independently arrived at without collusion with any other vendor or with any competitor. (b) The proposal has not been knowingly disclosed and shall not be knowingly disclosed, prior to the opening of proposals for this project, to any other vendor, competitor or potential competitor. (c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a proposal. (d) The person signing this proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification and under the penalties being applicable to the Vendor as well as to the person signing in its behalf. I (We) the undersigned, agent for the firm named below certify that the above information is true and correct to the best of my knowledge. Name/Title: Company Name Original Signature Date: 14
CSISD Facilities Map 1. A&M Consolidated High 1801 Harvey Mitchell Parkway South 764-5500 2. A&M Consolidated Middle 105 Holik 764-5575 3. Timber Academy HS / DAEP 105 Timber 764-5540 4. A&M Consolidated HS Athletics 2118 Welsh 764-5525 5. Barbara Bush Parent Center 1200 George Bush Drive 764-5504 6. College Hills Elementary 1101 Williams 764-5565 7. College Station Middle 900 Rock Prairie Road 764-5545 8. College Station High 4002 Victoria Avenue 694-5800 9. Community Education 1812 Welsh 764-5430 10. CSISD Central Office 1812 Welsh 764-5400 11. CSISD Transportation Center 9304 Rock Prairie Road 764-5440 12. Creek View Elementary 1001 Eagle 694-5890 13. Cypress Grove Intermediate 900 Graham Road South 694-5600 14. Forest Ridge Elementary 1950 Greens Prairie Road West 694-5801 15. Greens Prairie Elementary 4315 Greens Prairie Trail 694-5870 16. Oakwood Intermediate 106 Holik 764-5530 17. Pebble Creek Elementary 200 Parkview 764-5595 18. Rock Prairie Elementary 3400 Welsh 764-5570 19. South Knoll Elementary 1220 Boswell 764-5580 20. Southwood Valley Elementary 2700 Brothers 764-5590 21. Spring Creek Elementary 2450 Brewster 694-5838 George Bush University 3 & 5 4 2 16 Timber Harvey Mitchell Holik Anna 9 & 10 Francis Williams 6 Holleman Lawyer 4 Boswell 19 Gilchrist Langford 1 4 Munson Harvey Texas Welsh Wellborn (FM 2154) I & GN Rio Grande Deacon SW Parkway Earl Rudder Brothers 20 18 7 Rock Prairie Longmire Victoria Royder Road 13 12 Graham 15 8 Greens Prairie Trail Eagle Barron SH 6 South William D. Fitch Pkwy 21 Greens Prairie West 14 Lakeway 11 William D. Fitch Pkwy 17 Parkview 15