NVITATION TO:



16255 Great Oaks Drive Suite 200
Round Rock Texas 78681


SOLICITATION NO:
B08-092
(Must appear on Bidders return envelope)
BID TITLE:
Facilities Maintenance Services
Video Surveillance Equipment,
Supplies and Service
REFERENCED eROC COMMODITY CODE(S):
Request for
Bid

210-22
This Solicitation includes the following sections:

SECTION I:
General Instructions
BID OPENING TIME/DATE:
(Based on RRISD Purchasing Department Time Stamp)

SECTION II: Special Instructions

SECTION III: Scope of Services
Opening Time:
2:00 P.M.

SECTION IV: Bid Response Form
Opening Date:
January 15, 2008

SECTION V: Certifications/Representations

ATTACHMENT A: Construction Specifications
Contact:
Angie Marsh

Phone:
(512)
464-6953

Email:
angie_marsh@roundrockisd.org



Bidders Certification

The undersigned, by his/her signature, represents that he/she is authorized to bind the Bidder to fully comply with the
terms and conditions of this Bid Solicitation, including all forms and attachments included and/or referenced herein, for
the amount(s) shown on the accompanying bid form(s), if accepted within ninety (90) calendar days after bid opening.

NOTE: Bidder is strongly encouraged to read the entire Solicitation prior to submitting. Failure to provide the
above information in its entirety may be grounds for disqualification of response.




Firm Name:
______________________________________


Telephone: 1-800
-________________________



Address:
________________________________________
Or
_____________________________________



City:
___________________________________________
Fax:
___________________________________



State:
_______________________
Zip:
_______________
Web
Address:
___________________________



Email:
__________________________________



_______________________________________________
Date:
__________________________________


(Signature of Person Authorized to Sign Bid)



Printed Name:
___________________________________
Title:
___________________________________


(Please print or type)




Form RFB-12 Competitive Selection 032406 ROUND ROCK INDEPENDENT SCHOOL DISTRICT
Facilities Maintenance Services Video Surveillance Equipment, Supplies and Services
Request For Bid (RFB) Number B08-092



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SECTION I GENERAL INSTRUCTIONS


1.
DESCRIPTION
. Round Rock Independent School District (RRISD or the District) is accepting bids to
provide Video Surveillance Equipment, Supplies and Service in accordance with the instructions, terms
and conditions, and requirements/specifications contained in this Solicitation. This includes the
conversion of existing Salient DVR system to ONSSI NetDVMS system, maintenance, and training.

2.
SUBMISSION OF BIDS
.
2.1. Bids are to be sealed and returned in an envelope marked on the outside with the Bidders name,
address and bid number.
2.2. Bids must be returned to the following address in sufficient time so as to be received and time
stamped on or before the time and date shown on this Solicitation:

Round Rock Independent School District
Purchasing Department
16255 Great Oaks Drive, Suite 200
Round Rock, TX 78681

2.3. Bids shall represent a true and correct statement and shall contain no cause for claim of omission
or error.
2.4. Bids will not be considered received unless the Bid is physically received within the Purchase
Office at the address listed above prior to Bid opening.
2.5. Late Solicitation Responses will not be considered under any circumstances.

3.
QUESTIONS / SITE VISIT
.
3.1. Interested Bidders must contact the Buyer on the cover of this Solicitation to schedule an
appointment to conduct a site visit of the conversion locations prior to the bid opening date
3.2. Any explanation desired by a Bidder regarding the meaning or interpretation of this Solicitation
must be submitted in writing to the Buyer identified on the face of this Solicitation within seven (7)
business days prior to the opening date, in order to allow a response to all Bidders before the
submission of a bid.
3.3. No contact shall be made with the District requester unless specifically authorized by the Buyer.
Failure to comply with this requirement may be grounds for rejection of Solicitation Response.
3.4. If a Bidder needs to view camera locations prior to responding to this Solicitation, they must
contact the Buyer indicated on the front cover to obtain drawings.

4.
BID RESPONSE
.

Unless otherwise specified, Bidders are required to submit an executed original of the
Request for Bid. Faxed or other electronic submission is prohibited unless specifically authorized in this
Solicitation.
4.1.
Bid Response
. Bid Response must contain:
4.1.1. The signed cover page of this Solicitation;
4.1.2. The Bid Response Form;
4.1.3. The certifications and representations, (the Felony Conviction Notice, Supplier Diversity
Form, and the CTPA Adoption Clause);
4.1.4. Any additional documents required by the Solicitation.
4.2.
Withdrawal of Bids
. Any Bidder who is extended the privilege of withdrawing a Bid Response
because of having proven mechanical error in his or her Bid may not be allowed to submit a Bid on
similar items for a period of one year unless this prohibition is waived by the Superintendent.
4.3.
W-9 Certificate
. The Bidder is encouraged to submit with their Bid Response a copy of a W-9
Vendor Identification Number Certificate to expedite the payment process if awarded a contract. A
copy of the form can be found at
http://www.irs.ustreas.gov/pub/irs-pdf/fw9.pdf
.

5.
GENERAL TERMS, CONDITIONS AND REQUIREMENTS FOR SOLICITATIONS
. This Solicitation
shall be governed by the following documents unless an exception is otherwise taken within this ROUND ROCK INDEPENDENT SCHOOL DISTRICT
Facilities Maintenance Services Video Surveillance Equipment, Supplies and Services
Request For Bid (RFB) Number B08-092



3
Solicitation. Documents are incorporated by reference only, and are not attached as part of this
Solicitation. A copy may be obtained at
https://www.roundrockisd.org/home/index.asp?page=1010
or by
contacting the RRISD Buyer listed on the cover.
5.1. Texas Education Code 44.031.
5.2.
Purchasing and Acquisition
, RRISD Policy CH (Legal).
5.3.
Purchasing and Acquisition
, RRISD Policy CH (Local).
5.4.
General Terms, Conditions and Requirements for Solicitations
, Version 3 Reference Document
No. GTCR-03 dated February 26, 2004.
5.5.
Service-Related Terms and Conditions
, Version 2, Reference Document No. STC-02 dated
February 26, 2004.

6.
TERM OF CONTRACT
. The contract created by an award of this Solicitation shall be in effect from on or
about January 15, 2008 through December 31, 2008. RRISD reserves the right to extend the contract at
the Districts sole option for two (2) additional one-year increments. The extension will be done in writing
prior to the end of the current contract.

7.
DELIVERY REQUIREMENTS
. As stated in Section III,
Scope of Services
.

8.
EVALUATION AND CONTRACT AWARD
.

RRISD will use the Best Value method to determine the
awarded Bidder(s).
8.1. In determining Best Value the District may consider any or all of the following. NOTE: Order does
not represent priority:
8.1.1. Price;
8.1.2. Reputation of the Bidder (references) or the Bidders products or services;
8.1.3. Quality of the Bidders products or services;
8.1.4. Extent to which the products or services meet the needs of the District;
8.1.5. Bidders past relationship with the District;
8.1.6. Total long-term cost to the District to acquire the product or service;
8.1.7. Warranty;
8.1.8. Service levels as outlined in the Solicitation;
8.1.9. Other areas indicated and identified within the Solicitation.
8.2. Award shall be made to the Bidder whose Bid is deemed to be in the best interest of the District
related to the factors above.
8.3. See Section II,
Special Instructions
, for additional details.

9.
TYPE OF CONTRACT
. Firm fixed labor hourly rates and a firm fixed discount for materials for the term
of the contract, including the extension if exercised by the District.

10.
CONFLICT OF INTEREST
.

10.1.
Disclosure of Certain Relationships with Local Government Officials
.
10.1.1. Any individual or business entity that contracts or seeks to contract for the sale or
purchase of property, goods, or services with Round Rock ISD must file a Vendor Conflict
of Interest Questionnaire with the RRISD Purchasing Office in accordance with Texas
Local Government Code Chapter 176, not later than the 7th business day after the
recipient becomes aware of facts that require filing.
10.1.2. This requirement applies to a person who is an agent of a vendor in the vendor's business
with the District.
10.1.3. Forms and additional information are available at
http://www.roundrockisd.org
.
10.1.4.
Forms are also posted at the Texas Ethics commission's website at:
www.ethics.state.tx.us/whatsnew/conflict_forms.htm
.
10.2.
Employee
.
10.2.1. Reference RRISD Policies CH (Local) Purchasing and Acquisition, and DBD (Local)
Employment Requirements and Restrictions, all Bidders must disclose the name of any ROUND ROCK INDEPENDENT SCHOOL DISTRICT
Facilities Maintenance Services Video Surveillance Equipment, Supplies and Services
Request For Bid (RFB) Number B08-092



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RRISD employee who owns, directly or indirectly, an interest in the Bidders firm or any of
its branches.