risd where all students learn, grow, and succeed

Richardson ISD RFP# 1211- Armored Car & Bank Courier Services

1

RISD – Where all students learn, grow, and succeed.

Richardson Independent School District 400 S. Greenville Ave. Richardson, TX 75081

ARMORED CAR AND BANK COURIER SERVICES

RFP # 1211 The Richardson Independent School District (RISD) is soliciting sealed proposals for ARMORED CAR AND BANK COURIER SERVICES as per specifications stated in this solicitation document. Sealed proposals shall be submitted in an envelope marked on the outside with the proposer’s name, address, and RFP number (RFP#1211) to:

Richardson Independent School District ARMORED CAR AND BANK COURIER SERVICES

RFP# 1211 Attention: Jeanne Miller 970 Security Row Richardson, TX 75081 Receipt Deadline: RISD must receive all proposals no later than 1:30 PM CST, March 26, 2012. Proposals must be submitted in sufficient time to be received and time-stamped at the above location on or before the published bid date and time shown on the RFP. RISD will not be responsible for delayed mail delivery from the post office. Proposals received after the published time and date will be considered untimely and will not be considered. Proposals will be publicly opened at 2:30 PM CST the same day. Delivery Method: Responders may submit their proposals via U.S. Mail or common receipted carrier (e.g., Federal Express, UPS, US Postal Service, and Hand Delivery.) Fax proposals will not be accepted. The RFP name and number must be identified on the outside envelope being delivered. Request for Proposal Number and Format: Responders must submit one (1) original proposal and (4) copies of the proposal. All items must be submitted in a sealed envelope. RISD’s contact for this solicitation is Jeanne Miller ([email protected]) Contact between responders or potential responders and user departments during the request for proposal process or evaluation process is prohibited. Any attempt by a responder or potential responder to contact the departments will result in disqualification. All addenda will be issued via the district website at: http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp.

http://www.risd.org/group/departments/Purchasing_Department/PurchasingDepartment_main.asp


2

Contents Overview ....................................................................................................................................................... 4

1.1 General Information ..................................................................................................................... 4

1.2 Addenda ........................................................................................................................................ 5

Bidder Instructions ........................................................................................................................................ 5

2.1 Confidential/Proprietary Information ........................................................................................... 5

2.2 Obligation of Owner ...................................................................................................................... 5

2.3 Negotiation of Contract ................................................................................................................ 5

2.4 Awarding of Contract .................................................................................................................... 5

2.5 Background Checks ....................................................................................................................... 5

2.6 RFP Questions ............................................................................................................................... 6

2.7 Vendor References ........................................................................................................................ 6

2.8 Compliance with EEO .................................................................................................................... 6

3 General Conditions ............................................................................................................................... 6

3.1 Indemnity Hold Harmless .............................................................................................................. 6

3.2 Response Submission .................................................................................................................... 6

3.3 Costs Associated with Preparation of the Proposal ...................................................................... 7

3.4 RFP Binding Period ........................................................................................................................ 7

3.5 Omissions ...................................................................................................................................... 7

3.6 Minimum Insurance Coverage ...................................................................................................... 7

3.7 Right to Terminate ...................................................................................................................... 10

3.8 Payment Terms and Retainage ................................................................................................... 11

3.9 Electronic Invoicing ..................................................................................................................... 11

3.10 Disclosures .................................................................................................................................. 11

3.11 Transfer of Contract .................................................................................................................... 11

3.12 Amendments and Modifications................................................................................................. 11

3.13 Venue .......................................................................................................................................... 11

3.14 Execution of Contracts ................................................................................................................ 12

3.15 Vendor’s Standard of Care .......................................................................................................... 12

3.16 Fairness of Pricing ....................................................................................................................... 12

3.17 Compliance with Applicable Laws and Regulations .................................................................... 12

3.18 Nondisclosure of Relationship with Owner ................................................................................ 12


3

3.19 Timeliness of Contract Obligations ............................................................................................. 12

3.20 Authority of Owner ..................................................................................................................... 13

4 Specifications Overview ...................................................................................................................... 13

4.1 Project Overview ......................................................................................................................... 13

4.2 Scope of Work ............................................................................................................................. 13

4.3 Value-Added Services ................................................................................................................. 14

4.4 Proposal for Services ................................................................................................................... 14

5.1 Response Format ........................................................................................................................ 15

5.2 Incurred Costs ............................................................................................................................. 16

5.3 Evaluation ................................................................................................................................... 16

5.4 Signature ..................................................................................................................................... 17

General Terms and Conditions


4

Overview

1.1 General Information The Richardson Independent School District (RISD) is seeking proposals to furnish armored car

and bank courier service for approximately fifty-five schools and four offices all located within

the RISD boundaries.

The length of this contract will be two (2) years with the option to extend for two (2) one (1) year

periods if pricing remains firm and both parties agree.

Pick-ups will be made daily between the hours of 9:00 A.M. and 3:00 P.M. Schools are open 213

days (including summer school) with some offices open 230 days. Vendor(s) selected will be

required to submit a pickup schedule by each pick-up location for approval by the Financial Services

Office prior to the beginning of service. Vendor(s) will be furnished a school calendar which details

days which schools will be open. RISD Financial Services must approve any deviations from

approved schedule.

The monthly rate charged by the successful proposer will be based on service provided for each

school day as indicated in the school calendar. All school campus locations are on the same school

calendar. The rate may be adjusted if the proposer does not perform all of the services agreed

upon. Three failures to pick-up may be grounds for contract termination.

The successful proposer agrees in the case of delay or inability to provide services to notify the

Financial Services Office immediately (Please contact Kimberly Pickens, Executive Director of

Financial Services 469- 593-0516). Failure to notify could result in cancellation of contract.

The Richardson Independent School District reserves the right to meet with the successful proposer

at any time to discuss any proposal service requirements and the level of such service being

provided.

All proposals must be submitted on the proposal form included in this Request for Proposal. Any

deviations must be clearly marked on the proposal form. After evaluation of all proposals received

RISD reserves the right to enter into negotiations with the Vendor or Vendors whom RISD considers

best qualified to meet its requirements. RISD reserves the right to reject any and all proposals and

to waive any non-conformity, whenever such actions are in its best interest as determined solely by

RISD.

.


5

1.2 Addenda Addenda to the RFP must be authorized and issued in writing by RISD to be valid. Any

addenda that modify the RFP document by adding, deleting, clarifying, or correcting its

contents will be issued prior to the Proposal receipt deadline.

Bidder Instructions

2.1 Confidential/Proprietary Information RISD is a governmental entity subject to the Texas Public Information Act. Unless subject to a

specific statutory exception, information in the District’s possession is considered public

information that is subject to be released upon request. Any information in your Proposal

that is of a confidential or proprietary nature must be clearly and specifically identified. Such

identification shall not limit the District’s right to use such information in the review of the

Proposal.

2.2 Obligation of Owner Issuance of this RFP does not create any obligation on the part of RISD to enter into any

contract or undertake any financial obligations with respect to the services referred to

herein. There will be no discussions with Vendors except for the purpose of clarification of a

Proposal until the evaluation of the Proposals has been completed. Any subsequent

discussion shall be at the discretion of RISD.

2.3 Negotiation of Contract After evaluation of all Proposals received, RISD reserves the right to enter into negotiations

with the Vendor or Vendors that RISD considers best qualified to meet its requirements.

RISD reserves the right to reject any and all proposals and to waive any non-conformity,

whenever such actions are in its best interest, as determined solely by RISD.

2.4 Awarding of Contract A contract, if any awarded, will be awarded to the responsible Vendor(s) submitting the best

and final Proposal for the service, plus any acceptable alternatives complying with the

conditions and requirements of the contract that RISD determines provides the best value to

the District. Relevant factors other than cost alone will be considered in determining the

successful Vendor(s), including, but not limited to, outstanding references, prior relevant

experience both in RISD and in other K-12 environments.

2.5 Background Checks All employees of the successful Vendor will be required to undergo a background check

through RISD, and where applicable, must comply with the requirements of Chapter 22 of

the Texas Education Code prior to any work commencing on any RISD campus. Any

employee of the Vendor who does not clear the background check will not be allowed to

participate in any activities on RISD property.


6

2.6 RFP Questions Any questions about this RFP must be raised prior to submission of the proposal. All

questions must be submitted in writing either by email or fax no later than 10:00 AM CST.

March 19, 2012 to: [email protected] or fax# 469-593-0563(please include in the

subject line: RFP # 1211-Armored Car and Bank Courier Services). All questions and answers

will be published in an addendum no later than close of business Tuesday, March 20, 2012.

2.7 Vendor References Vendor must submit with the Proposal a list of at least three (3) references with current

contact names and telephone numbers.

2.8 Compliance with EEO Any Vendor who responds to the RFP must demonstrate, through word and deed that they

comply with all applicable laws, regulations, and executive orders to insure they provide

equal employment opportunities without regard to the race, color, sex, national origin,

religion, age, or disability status of any qualified employee or applicant.

3 General Conditions

3.1 Indemnity Hold Harmless Vendor shall indemnify, save and hold RISD, its trustees, employees, agents, architects,

consultants, contractors, attorneys, and guests, harmless from and against any and all claims,

damages, liabilities, penalties, costs, charges, and expenses (including reasonable legal fees)

which may be imposed upon or incurred or asserted against them in connection with the

services provided.

3.2 Response Submission One (1) original, and (4) copies of the Vendor’s Proposal, and any other documents must be

received by 1:30 PM CST, March 26, 2012 and are to be submitted to:

Richardson Independent School District Armored Car & Bank Courier Services RFP# 1211 Attention: Jeanne Miller 970 Security Row Richardson, TX 75081

Each response must be received in a sealed envelope and clearly labeled as follows on the front lower right corner: Your Company Name Proposal to Richardson Independent School District RFP# 1211– Armored Car & Bank Courier Services

mailto:[email protected]


7

3.3 Costs Associated with Preparation of the Proposal Any costs associated with a Vendor’s response to the RFP will be borne by the Vendor. RISD

will not be liable for any cost incurred by the respondents in preparing proposals to this RFP

or negotiations associated with award of a contract.

3.4 RFP Binding Period In no event shall pricing be allowed to increase above the stated contract prices throughout

the term of the agreement as noted in this solicitation document.

3.5 Omissions Omission in the Proposal of any provision herein described shall not be construed as to

relieve the Vendor of any responsibility or obligation to complete and satisfactorily perform

services.

3.6 Minimum Insurance Coverage The vendor will be responsible to carry the following minimum insurance coverage:

A. Workers’ Compensation:

A copy of a certificate of insurance, a certificate of authority of self-insure issued by the commission, or a coverage agreement (TWCC81, TWCC82, TWCC83, or TWCC-84) showing statutory workers’ compensation insurance coverage for the person’s or entity’s employees providing services on a project is required for the duration of the project.

Duration of the project includes the time from the beginning of the work on the project until the vendor’s work on the project has been completed and accepted by RISD.

Persons providing services on the project (“subcontractor” in Texas Labor code 406.096) include all persons or entities performing all or part of the services the vendor has undertaken to perform on the project, regardless of whether that person contracted directly with the vendor and regardless of whether that person has employees. This category includes, without limitation, independent contractors, subcontractors, easing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity that furnishes persons to provide services on the project.

Services include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other services related to this project.

The Vendor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor code agreements, Texas Labor Code 401.022 (44) for all employees of the vendor providing services on the project for its duration.

The Vendor must provide a certificate of coverage to RISD prior to being awarded the contract.


8

If the coverage period shown on the Vendor’s current certificate of coverage ends during the duration of the project, the Vendor must, prior to the end of the coverage period, file a new certificate of coverage with RISD showing that coverage has been extended.

The Vendor shall obtain from each person providing services on a project, and provide to RISD:

(1) A certificate of coverage, prior to that person beginning work on the project, so RISD will have on file certificates of coverage showing coverage for all persons providing services on the project; and

(2) No later than seven (7) days after receipt by the vendor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the period.

The Vendor shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter.

The Vendor shall post on each project site a notice, in the text form and manner prescribed by the Texas Workers’ Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage.

The Vendor shall contractually require each person with whom it contracts to provide services on a project to:

(1) Provide coverage based on a proper reporting of classification codes and payroll amounts and filing any coverage agreements which meets the statutory requirements of Texas Labor code 401.011 (44) for all of its employees providing services on the project for the duration of the project;

(2) Provide to the Vendor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project for the duration of the project;

(3) Provide the Vendor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project;

(4) Obtain from each other person with whom it contracts, and provide to the vendor:

(a) A certificate of coverage, prior to the other person beginning work on the

project; and

(b) A new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project.


9

(5) Retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter;

(6) Notify RISD in writing by certified mail or personal delivery, within the ten (10) days

after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and

(7) Contractually require each person with whom it contracts to perform as required by

items 1-7, with the certificates of coverage to be provided to the person for whom they are providing services.

By signing the contract, which will be issued upon award, or providing or causing to be provided a certificate of coverage, the Vendor is representing to the governmental entity that all employees of the Vendor who will provide services on the project will be covered by workers’ compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-Insured, with the commission’s Division of Self-insurance Regulation. Providing false or misleading information may subject the vendor to administrative penalties, criminal penalties, civil penalties, or other civil actions.

The Vendor’s failure to comply with any of these provisions is a breach of contract by the Vendor that entitles RISD to declare that contract void if the Vendor does not remedy the breach within ten (10) days after receipt of notice of breach from the governmental entity.

B. Comprehensive General Liability Insurance

General Aggregate Limit (other than Products/Completed Ops) $ 1,000,000.00

Products/Completed Operations Aggregate Limit $ 1,000,000.00

Personal and Advertising Injury Limit $ 1,000,000.00

Each Occurrence Limit $ 1,000,000.00 Professional errors & omissions $ 1,000,000.00

Fire Damage Limit - Any one fire $ 50,000.00

Medical Expense Limit - Any One Person $ 5,000.00

Liability Insurance shall cover premises operations and vendor’s liability, as stated above, with the following endorsements:

(1) The school district as an additional insured under all coverage’s except

Workers’ compensation.


10

(2) Thirty (30) days Notice of Cancellation or material change.

C. Automobile Liability Insurance

Automobile liability insurance shall cover all owned, non-owned, and hired vehicles in the amount of $ 1,000,000.00 combined single liability limit for bodily injury and property damage with the following endorsements:

(1) Thirty (30) day Notice of Cancellation or material change.

(2) Certificates of Insurance shall be delivered to the Owner before

Commencement of the Work

3.7 Right to Terminate

3.7.1 RISD, by written notice to the Vendor, may terminate the Contract, in whole or in part,

for its convenience at any time prior to completion. Upon receipt of such notice,

the Vendor shall take all necessary steps to avoid incurring any additional costs. In

the event of such termination by RISD, it is agreed that the termination charges shall

be negotiated but shall not exceed 100% of the total costs, both direct and indirect,

incurred by the Vendor in the performance of the Contract, including reasonable

costs incurred with respect to termination and settlement with vendors and

subcontractors as a result of termination, up to the date of termination. The

Vendor agrees to notify RISD of all proposed settlements with vendors and

subcontractors in the event of termination, not for cause, and the Vendor further

agrees not to enter into any binding settlement until RISD has approved the

proposed settlement or thirty (30) days have elapsed from the date when such

advice was furnished to RISD, which approval shall not be unreasonably withheld.

3.7.2 Direct and indirect costs shall be determined in accordance with standard accounting

practices and verified by an independent Certified Public Accountant. Final payment

shall be in the amount of the total termination charges within sixty (60) days

following submission of such total costs certified by the independent Certified Public

Accountant.

3.7.3 In the event of termination not for cause, final payment shall be in the amount of the

total termination charges up to the date of termination, less the following:

3.7.3.1 Amounts previously paid by RISD to the Vendor.

3.7.4 RISD may terminate Contract for cause immediately on notice to Vendor.


11

3.8 Payment Terms and Retainage The preferred payment plan will be on a monthly basis (Net 30 days) throughout the

duration of the service period.

3.9 Electronic Invoicing Itemized invoicing with purchase order assignment should be available to be processed

through electronic data interchange (EDI). EDI enables our Enterprise Business Processing

System (EBS System) to accept a data file from a vendor and convert it to an invoice for

payment. Electronic payments will be processed via electronic funds transfer (EFT). Banking

information will be required for the EFT process.

3.10 Disclosures

3.10.1 By signing its Proposal, a Vendor affirms that he/she has not given, offered to give,

nor intends to give at any time hereafter any economic opportunity, future

employment, gift, loan, gratuity, special discount, trip, favor or service to a public

servant in connection with the proposal submitted.

3.10.2 By signing its Proposal, a Vendor affirms that, to the best of his/her knowledge, the

Proposal has been arrived at independently, and is submitted without collusion with

anyone to obtain information or gain any favoritism that would in any way limit

competition or give them an unfair advantage over other vendors in the award of

this RFP.

3.10.3 Vendor shall note any and all relationships that might be construed as a conflict of

interest and include such information with the Proposal. Vendor also shall submit

with its Proposal a completed Conflict of Interest Questionnaire in compliance with

chapter 176 of the Texas Local Government Code.

3.11 Transfer of Contract The contract, which will be issued upon award, shall not be assigned or transferred without the

District’s prior written consent.

3.12 Amendments and Modifications The contract, which will be issued upon award, shall be amended or modified only in writing

signed by the parties. The modification, amendment, or waiver of part of this Contract shall

not constitute a waiver of the whole.

3.13 Venue The contract, which will be issued upon award, shall be construed under the laws of the State

of Texas, and venue arising out of this agreement is in Dallas County, Texas, regardless of the

place of execution or performance.


12

3.14 Execution of Contracts Contracts for purchase will be put into effect by means of purchase order(s) executed by the

RISD Purchasing Department after a Proposal has been awarded.

3.15 Vendor’s Standard of Care All work shall be done in a thorough and conscientious manner according to the highest

standards of care within the industry and shall be subject to inspection by RISD, its agents,

architects, consultants and others and by the proper authorities. It is expressly understood

and agreed that such observations and inspections by RISD, its other contractors and

consultants shall not relieve the Vendor from any responsibility for the proper supervision

and execution of the Work described in the RFP, or agreed to at a later date.

3.16 Fairness of Pricing RISD shall pay the contract price contained in the winning Vendor’s proposal and the

successful Vendor warrants that such price is no higher than Vendor’s current prices on

orders by others for products of the kind and specification covered by this agreement for

similar quantities under similar or like conditions and method of purchase. In the event

Vendor breaches this warranty, the prices of the items shall be reduced to the Vendor’s

current prices on orders by others and overpricing refunded to the District within 30 days or,

in the alternative, RISD may cancel the contract, which will be issued upon award, without

liability to Vendor for breach or Vendor’s actual expense.

3.17 Compliance with Applicable Laws and Regulations The Vendor shall give notices to authorities and shall comply with all federal, state, local

laws, ordinances, rules, regulations, and orders of any public authority bearing on the

performance of the Work. Where such laws, ordinances, rules and orders are in conflict, the

more stringent standards shall apply.

3.18 Nondisclosure of Relationship with Owner The Vendor will not, in any manner disclose, advertise or publish the fact that Vendor has

contracted with RISD to provide the work as specified without the express written consent of

RISD. Nor shall vendor disclose any other information concerning its contract with RISD to

third parties without RISD’s written consent.

3.19 Timeliness of Contract Obligations Time is of the essence for work referenced in the contract. If Vendor fails to perform the

services at the time agreed upon, or to perform the work there under such a manner as will

endanger its ability to complete the Work or render timely performance of services, RISD

reserves the right to cancel the Contract or purchase elsewhere the services called for

hereunder and hold Vendor accountable for additional costs or damages incurred by RISD

including but not limited to rent and holdover rent penalties, additional fees, and expenses

to its Consultant.


13

3.20 Authority of Owner Notwithstanding any other provision of the Contract to the contrary, the Vendor, once its

activities begin on the Site, shall comply with the site rules of RISD. The Vendor shall direct its

personnel and subcontractors to respect and abide by the authority of the RISD and the

Project Manager on all matters related to the Vendors operation at the Site, including but

not limited to: Use of Site resources such as elevators and or loading docks, safety issues,

site security and prohibition of any alcohol, tobacco and drugs.

4 Specifications Overview

4.1 Project Overview The Richardson Independent School District agrees that all property delivered to the successful

proposer will be securely sealed or locked and clearly labeled with the cosigner’s and consignee’s

name and address, and that the RISD will not conceal or misrepresent any material fact or

circumstance concerning the property delivered to the successful proposer pursuant to this

agreement.

Money, currency, checks and other valuables are to be picked up by successful proposer in sealed

containers. Proposer, upon receipt of containers, are required to sign for the deposits and then

assume responsibility for the actual cash value of all items transferred for their safe delivery,

together with contents received, to cosigner. The only exceptions to the foregoing are the loss or

damage caused by or resulting from:

The successful proposer shall not be liable for nonperformance or delay occasioned by any of the

causes listed above, nor for non-performance or delay caused by acts of God, strikes or means

beyond its control; however, proposer agrees to be liable for the safety of any monies, checks,

securities or other valuables in its possession at any time, in the amount of the actual cash value.

The RISD agrees to arrange for the pickup of containers in good condition, with seals unbroken, to

the proposer. It is understood and agreed that all liability and responsibility of proposer, as to each

transfer so handled, shall upon proposer receiving a receipt from said consignee (District depository

bank), transfer to the consignee. In the event of non-delivery by proposer to consignee, all liability

and responsibility remains with proposer as evidenced by receipt signed by cosigner (RISD).

The Richardson ISD reserves the right to accept or reject any or all proposals and to waive any

formalities in the RFP process.

4.2 Scope of Work

The following procedures are the minimum requirements the RISD requests and expects

from this service agreement:

1. Furnish schedule of proposed pick-up days and times for each location in the Richardson Independent School District for approval by Financial Services.


14

2. Provide pick-ups and deliveries of bank deposits from mutually agreed schedule.

3. Maintain record of signed receipts from each school and delivery recipient.

4. Pick-ups and deliveries will be for August 6, 2012 through August 2, 2013 for the 1st year.

4.3 Value-Added Services Respondents are encouraged to include services in addition to the requirements of this RFP to provide

the best possible value to the district. Proposals will clearly identify such services in their response and

also provide a detailed explanation of the merits of such services.

4.4 Proposal for Services The services requested for RISD include but are not limited to the following. Please provide your

organization’s proposed pricing per the minimum requirements, terms and conditions noted within this

solicitation document:

ESTIMATED

SERVICE QUANTITY UNIT PRICE ANNUAL COST

Daily Stops 9,845 stops/year $ ________/stop $____________

Campuses (55 locations/day, 179 days/year)

Daily Stops 230 stops/year $ ________/stop $____________

Security Row (1 location/day, 230 days/year)

Weekly Stops 138 stops/year__ $ ________/stop $____________

Admin, Annex. PDC (3 locations/week, 46 weeks/year)

Summer Stops 8 stops/year____ $ ________/stop $____________

Summer School & PACE

Additional Special Stops As May Be Requested $ ________/ stop


15

STOPS MAY BE ADDED OR DELETED AS PER THE NEEDS OF THE DISTRICT

FUEL SURCHARGES (if applicable): ______________________________________________

______________________________________________________________________________

COMMENTS: _________________________________________________________________

_____________________________________________________________________________________

_______________________________________________________________________

COMPANY: __________________________________________________________________

ADDRESS: ___________________________________________________________________

_____________________________________________________________________________

PHONE: __________________________ FAX: ____________________________________

5 Vendors Response to Request For Proposal

5.1 Response Format Vendors should organize their responses into the sections described below. Each

section should be tabbed and clearly marked. Responses that do not substantially

follow this format may be rejected.

1. Company Cover letter- Clearly state your Company’s qualifications, number of

personnel (i.e. management, drivers, and customer service representatives)

2. Proof of required insurance

3. Financial information – Include financial information about your company. This

information will be used to determine your Company’s overall financial strength

and will be treated as confidential by RISD.


16

4. Provide at least three (3) Texas references, preferably in the K-12 public school

district environment for which your company has done similar work for in the

past year.

5. Insert a complete copy of this RFP and all addenda if any. Incomplete

responses may be grounds to eliminate the Vendor for consideration at the

discretion of Richardson Independent School District.

6. Exceptions

Exceptions to any requirement or provision of the RFP and a detailed explanation

for each must be entered in this Tab. Unless specifically noted in this Exceptions

section, it will be assumed that all sections/items are acceptable to the Vendor. This

will be true even if the written response on the RFP copy in Tab 5 notes the

exception.

5.2 Incurred Costs All costs associated with a Vendor’s response to this RFP shall be borne by the Vendor. RISD

will not be liable for any costs incurred by the Vendor in responding to this RFP.

5.3 Evaluation This RFP is not meant to favor any vendor. Instead, it is intended solely to meet the needs

and requirements of RISD. The District will evaluate each proposal based on the vendor’s

ability to provide the required services. RISD will also consider the Vendor’s ability to

provide the required services in the allotted time, any previous work done for RISD, and

references of similar projects. In addition, the Vendors’ clear understanding of the RFP

requirements and his willingness to enter into an agreement with RISD to provide a quality

service will be weighed. The inability of the Vendor to meet these qualifying factors may be

cause for rejection of his proposal.

RISD will evaluate all RFP responses using the following criteria to determine which proposal

provides the best value to the District. Each line item will be scored with a weight as

specified within this document and ranked on a scale from Zero (0) to Five (5) points.

As provided in the Texas Education Code 44.031 (b), proposals shall be evaluated on the basis

of the following criteria:

The purchase price The reputation of the vendor and of the vendor’s goods or services The quality of the vendor’s goods or services The extent to which the goods or services meet the district’s needs The vendor’s past relationship with the district The impact on the ability of the district to comply with laws and rules relating to

historically underutilized businesses

The total long term cost to the district to acquire the vendor’s goods or services


17

For a contract for goods and services, other than goods and services related telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor’s ultimate parent company or majority owner:

o Has its principal place in this state:or o Employs at least 500 persons in this state; and

Any other relevant factor specifically in the request for proposal

Evaluation Criteria Weights:

Size of company – 10%

Previous experience – 20%

Cost of service – 40%

Liability coverage – 15%

References – 10%

Quality and completeness of proposal – 5%

5.4 Signature The undersigned certifies he/she is authorized to obligate the represented firm and further agrees with

all terms, conditions, and requirements of RISD’s RFP.

Name/Phone Number: ___________________________________

Firm Name

Address

Phone/Fax Numbers

Signature

Printed

Title

email address _________________________________

Daily Contact


18

RISD FINANCIAL INFORMATION:

Bank of America

901 Main St., 11th Floor

Dallas, TX 75202

770-888-3266

[email protected]

mailto:[email protected]


19

RICHARDSON INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT

Notice to Vendors: Conflict of Interest Questionnaire Required by Chapter 176 of the Texas Local Government Code

Effective January 1, 2006, any person or entity who contracts or seeks to contract with RISD for the sale or purchase of property, goods, or services (as well as agents of such persons) (hereafter referred to as Vendors) are required to file a Conflict of Interest Questionnaire with the District. Each covered person or entity who seeks to or who contracts with RISD is responsible for complying with any applicable disclosure requirements. RISD will post the completed questionnaires on its website. The Conflict of Interest Questionnaire must be filed:

No later than the seventh business day after the date that the Vendor begins contract discussions or negotiations with the government entity, or submits to the entity an application, response to a request for proposal or bid, correspondence, or other writing related to a potential agreement with the entity.

The Vendor also shall file an updated questionnaire not later than September 1 of each year in which a covered transaction is pending, and the seventh business day after the date of an event that would make a statement in the questionnaire incomplete or inaccurate.

Note: A Vendor is not required to file an updated questionnaire if the person had filed an updated statement on or after June 1, but before September 1 of the year. Please sign and return the following Conflict of Interest Questionnaire from the Texas Ethics Commission with your bid/proposal to the following address: Richardson Independent School District Attn: Purchasing Department 970 Security Row Richardson, Texas 75081 The Local Government Officers of the Richardson Independent School District are:

Board of Trustees: Kim Quirk Luke Davis Karen Ellis Kim Caston Lanet Greenhaw Karen Holburn Kris Oliver

Superintendent: Kay Waggoner, Ph.D.


20

Superintendent: Kay Waggoner, Ph.D.


21


22

CERTIFICATION

REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS

I. DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

(a) In accordance with the provisions of Appendix A to 49 CFR (Code of Federal Regulations), Part

29, the offeror certifies to the best of the offeror’s knowledge and belief, that it and its

principals:

(1) are not presently debarred, suspended, proposed for debarment, declared ineligible,

or voluntarily excluded from covered transactions by any Federal, State or Local

Government department or agency;

(2) have not within a three (3) year period preceding this offer been convicted of or had a

civil judgment rendered against them for the commission of fraud or a criminal

offense in connection with obtaining, attempting to obtain, or performing a public

(Federal, State, or local) transaction or contract under a public transaction; violation

of Federal or State antitrust statutes, or commission of embezzlement, theft, forgery,

bribery, falsification or destruction of records, making false statements, or receiving

stolen property;

(3) are not presently indicted for or otherwise criminally or civilly charged by a

governmental entity (Federal, State, or local with commission of any of the offenses

enumerated in (a)(2) above; and

(4) have not within a three (3) year period preceding this offer had one or more public

transactions (Federal, State, or local) terminated for cause or default.

(b) Where the offeror is unable to certify to any of the statements above, the offeror shall attach a

full explanation to this offer.

(c) For any subcontract at any tier expected to equal or exceed $25,000:

(1) In accordance with the provisions of Appendix B to 49 CFR, Part 29, the

prospective lower tier subcontractor certifies, by submission of this offer, that

neither it nor its principals is presently debarred, suspended, proposed for

debarment, declared ineligible, or voluntarily excluded from participation in this

transaction by any Federal department or agency.


23

(2) Where the prospective lower tier participant is unable to certify to the

statement, above, an explanation shall be attached to the offer.

(3) This certification (specified in paragraphs (c)(1) and (c) (2), above, shall be

included in all applicable subcontracts and a copy kept on file by the prime

contractor. The prime contractor shall be required to furnish copies of the

certifications to the Authority upon request.

II. FELONY CONVICTION NOTIFICATION AND CRIMINAL BACKGROUND CHECK

(a) Offeror must give advance notice to the Owner 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. The District may terminate any Agreement

or if the Owner determines that the person or business entity failed to give notice as required by

this paragraph or misrepresented the conduct resulting in the conviction. This paragraph

requiring advance notice does not apply to a publicly held corporation. :

(b) Offeror will obtain criminal history record information that relates to an employee, applicant for

employment, or agent of the Offeror if the employee, applicant, or agent has or will have

continuing duties related to the contracted services; and the duties are or will be performed on

school property or at another location where students are regularly present. The Offeror

certifies to the Owner before beginning work and at no less than an annual basis thereafter that

criminal history record information has been obtained. Offeror shall assume all expenses

associated with the background checks, and shall immediately remove any employee or agent

who was convicted of a felony, or misdemeanor involving moral turpitude, as defined by Texas

law, from Owner property or other location where students are regularly present. District shall

be the final decider of what constitutes a “location where students are regularly present.”

Offeror’s violation of this section shall constitute a substantial failure.

(c) If the Offeror is the person or owner or operator of the business entity, that individual may not

self-certify regarding the criminal history record information and its review, and must submit

original evidence acceptable to the District with this Agreement showing compliance.


24

Signature below acknowledges compliance with Section I. DEBARMENT, SUSPENSION, INELIGILITY AND

VOLUNTARY EXCLUSION and Section II. FELONY CONVICTION NOTIFICATION AND CRIMINAL

BACKGROUND CHECK.

SIGNATURE OF OFFEROR: DATE: __________________

PRINTED/TYPED NAME OF OFFEROR:____________________________________

COMPANY NAME: ______________________________________ TEL#: ______________________

UPDATED 2-9-12

DAILY WEEKLY WEEKLY

POSSIBLE CHANGES JR HIGHS HIGH SECURITY PICK UP THURSDAY GRAND BANK

MONTH DAYS ELEM & CMLC SCHOOLS ROW DAYS ELEMENTARIES TOTALS TOTALS TOTALS HOLIDAYS

AUG 1-3 (BILLED ON 2011-12)

AUG 6-9 4 0 0 0 1 0 3 1 3 7

AUG 10 JJPHS & TAX OFFICE ONLY 1 0 0 1 1 1 0 2 0 2


AUG 14-16 4 0 0 0 1 1 3 1 3 7


AUG 20-24 5 0 0 0 1 1 3 1 3 8

AUG 27-31 SCHOOL BEGINS 5 41 9 5 1 1 3 56 3 283

AUGUST TOTALS 25 41 9 8 7 6 15 65 15 322

SEPT 3 LABOR DAY 0 0 0 0 0 0 0 0 0 0 9/3/12 LABOR DAY

SEPT 4-7 4 41 9 5 1 1 3 56 3 227

SEPT 10-14 5 41 9 5 1 1 3 56 3 283

SEPT 17-21 5 41 9 5 1 1 3 56 3 283

SEPT 24-28 5 41 9 5 1 1 3 56 3 283

SEPTEMBER TOTALS 19 164 36 20 4 4 12 224 12 1076

OCT 1-5 5 41 9 5 1 1 3 56 3 283

OCT 8 FAIR DAY 0 0 0 0 0 0 0 0 0 0 10/8/12

OCT 9 STAFF DEV 1 0 0 0 1 0 0 1 0 1

OCT 10-12 3 41 9 5 1 1 3 56 3 171

OCT 15-19 5 41 9 5 1 1 3 56 3 283

OCT 22-26 5 41 9 5 1 1 3 56 3 283

OCT 29-NOV 2 5 41 9 5 1 1 3 56 3 283

OCT TOTALS 24 205 45 25 6 5 15 281 15 1304

NOV 5-9 3 41 9 5 1 1 3 56 3 171

NOV 12 0 0 0 0 0 0 0 0 0 0 11/12/12 VETERAN'S DAY

NOV 13-16 4 41 9 5 1 1 3 56 3 227

NOV 19-20 2 41 9 5 1 1 0 56 0 112

NOV 21-23 0 0 0 0 0 0 0 0 0 0 11/22/12

NOV 26-30 5 41 9 5 1 1 0 56 0 280

NOV TOTALS 14 164 36 20 4 4 6 224 6 790

DEC 3-7 5 41 9 5 1 1 3 56 3 283

DEC 10-14 5 41 9 5 1 1 3 56 3 283

DEC 17-20 4 41 9 5 1 1 3 56 3 227

DEC 21 0 0 0 0 0 0 0 0 0 0 TAX CLOSED TENTATIVELY

DEC 24-28 4 0 0 0 1 0 0 1 0 4 12/25/12

DEC 31 1 0 0 0 1 0 0 1 0 1

DEC TOTALS 19 123 27 15 5 3 9 170 9 798

ADMIN, ANNEX, PDC

ARMORED CAR SERVICES

AUGUST 1, 2012 THROUGH AUGUST 2, 2013

LOCATIONS

DAILY WEEKLY ON THURSDAYS

JAN 1 NEW YEAR 0 0 0 0 0 0 0 0 0 0 1/1/13

JAN 2-4 3 0 0 0 1 0 0 1 0 3

JAN 7 STAFF DEV 1 0 0 0 1 0 0 1 0 1

JAN 8-11 4 41 9 5 1 1 3 56 3 227

JAN 14-18 5 41 9 5 1 1 3 56 3 283

JAN 21 MARTIN L KING DAY 0 0 0 0 0 0 0 0 0 0 1/21/13

JAN 2-25 4 41 9 5 1 1 3 56 3 227

JAN 28-Feb 1 5 41 9 5 1 1 3 56 3 283

JAN TOTALS 22 164 36 20 6 4 12 226 12 1024

FEB 4-8 5 41 9 5 1 1 3 56 3 283

FEB 11-15 5 41 9 5 1 1 3 56 3 283

FEB 18 STAFF DEV 0 0 0 0 0 0 0 0 0 0 2/18/13 PRESIDENT'S DAY

FEB 19-22 4 41 9 5 1 1 3 56 3 227

FEB 25-MAR 1 4 41 9 5 1 1 3 56 3 227

FEB - MAR 1 TOTALS 18 164 36 20 4 4 12 224 12 1020

MAR 4-8 5 41 9 5 1 1 3 56 3 283

MAR 11-15 SPRING BREAK 0 0 0 0 0 0 0 0 0 0

MAR 18-22 5 41 9 5 1 1 3 56 3 283

MAR 25-28 4 41 9 5 1 1 3 56 3 227

MAR 29 0 0 0 0 0 0 0 0 0 0

MAR TOTALS 14 123 27 15 3 3 9 168 9 793

APR 1-5 5 41 9 5 1 1 3 56 3 283

APR 8-12 5 41 9 5 1 1 3 56 3 283

APR 15-19 5 41 9 5 1 1 3 56 3 283

APR 22-26 4 41 9 5 1 1 3 56 3 227

APR 29-MAY 3 5 41 9 5 1 1 3 56 3 283

APR TOTALS 24 205 45 25 5 5 15 280 15 1359

MAY 6-10 5 41 9 5 1 1 3 56 3 283

MAY 13-17 5 41 9 5 1 1 3 56 3 283

MAY 20-24 5 41 9 5 1 1 3 56 3 283

MAY 27 MEMORIAL DAY 0 0 0 0 0 0 0 0 0 0 5/27/13

MAY 28-31 3 41 9 5 1 1 3 56 3 171

MAY-JUN 1 TOTALS 18 164 36 20 4 4 12 224 12 1020

JUN 3-6 4 41 9 5 1 1 3 56 3 227

JUN 7 1 0 1 2 1 0 0 4 0 4

JUN 10-14 1 41 9 5 1 0 0 56 0 56

JUN 17-21 1 0 1 2 1 1 3 4 3 7

JUN 24-28 1 0 0 5 1 1 3 6 3 9

JUNE TOTAL 8 82 20 19 5 3 9 126 9 303

JUL 1-3 (PACE ON WEDNESDAY) 2 0 0 2 1 0 1 3 1 7

JUL 4 NO RISD PICKUPS 0 0 0 0 0 0 0 0 0 0 7/4/13

JUL 5 2 0 0 1 1 0 0 2 0 4

JUL 8-12 (PACE ON THURSDAY) 5 0 0 1 1 0 1 2 1 11

JUL 15 1 0 0 0 1 0 0 1 0 1

JUL 16-19 5 0 0 0 1 1 3 1 3 8

JUL 22-26 5 0 0 0 1 1 3 1 3 8

JUL 29-AUG 2 5 0 0 0 1 1 3 1 3 8

JUL TOTALS 25 0 0 4 7 3 11 11 11 47

GRAND TOTALS 230 1599 353 211 60 48 137 2223 137 9856

* LOCATION CLOSED

PACE

DOUBLE CHECK THE EXECS LAST DAY JUNE 7-14

NO PICKUP FOR THE FOLLOWING SCHOOLS ON JUNE 7:

Elementaries:

TO BE ANNOUNCED

Junior High:

TO BE ANNOUNCED

SUMMER SCHOOL PICKUPS FOR JR HIGH & HIGH SCHOOL TO BE ANNOUNCED

risd where all students learn, grow, and succeed

Documents