Harris County Department of Education (HCDE) CSP Cover Sheet

Harris County Department
of Education (HCDE)
CSP Cover Sheet
Job No.:
07/025AS
Due Date: 08/02/07
DUE NO LATER THAN 1:00 P.M.
LATE BIDS WILL NOT BE ACCEPTED
Competitive Sealed Proposal (CSP): Print and Visual Communication (PVC) Operating
Services for Harris County Department of Education (HCDE)
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: Alfonso Saldivar – Purchasing
Harris County Department of Education
6300 Irvington Blvd., Room 226
Houston, TX 77022-5618
For additional information contact Alfonso Saldivar at (713) 696-8242
You must sign below in INK, failure to sign WILL disqualify the offer. All prices and
responses must be typewritten or written in ink
Total Amount of Proposal: $_____________
Company Name:
____________________________________________________
Company Address: ____________________________________________________
City, State, & Zip
____________________________________________________
Taxpayer I.D. #
____________________________________________________
Telephone # __________________ Fax # ______________ e-mail ______________
Print Name
____________________________________________________
Signature
____________________________________________________
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 24
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 6-10)
This section contains the detailed description of the product/service sought by the HCDE.
__X__ 6.
Price Delivery Information (page 11-13)
__X__ 7.
Attachments (Submittals)
Page 2 of 24
__X__ a.
Proposal Submission Form (page 14)
__X___ b.
Felony Conviction Notice (page 15)
__X__ c.
Bid Certification Sheet (page 16)
__X__ d.
No Response Form (page 17)
__X__ e.
References (page 18)
__X__ f.
Minimum Insurance Requirements (page 19)
__X__ g.
Questionnaire (page 20)
__X__ h.
Conflict of Interest Questionnaire (page 21-23)
__X__ i.
Revenue Information and Other Data on PVC (page 24, PDF document)
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 contract in the event
contractor breaches any part of this contract.
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 seven (7) additional years in one
(1) year increments. Consequently, the total term of the contract may be for a period of
eight (8) 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 24
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.
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) 694-0732 attn: Alfonso Saldivar 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 24
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 24
SPECIFICATIONS
Print and Visual Communication (PVC) Operating Services for Harris County
Department of Education (HCDE)and Purchasing Cooperative Members
The intention of this Request for Proposal (RFP) is to solicit proposals for a turnkey
outsourcing of HCDE’s Printing and Visual Communication (PVC) Division.
A pre-proposal conference and walk through is scheduled for 7/26/07 at 9:00 a.m. at 6300
Irvington Blvd., Houston, TX 77022-5618. Attendance is not mandatory but all
proposers are highly encouraged to attend in order to have a better understanding of the
requirements of this RFP. Persons with disabilities requiring special accommodations
should contact Alfonso Saldivar at (713) 696-8242 at least two (2) days prior to the
conference.
For information regarding the proposal process, contact Alfonso Saldivar of the
Purchasing Division at (713) 696-8242.
I. BACKGROUND PVC’S BUSINESS
HCDE has been servicing the educational K-12 community with printing and copying
service for well over 30/plus years. During that time period HCDE has developed a
number of clients throughout Harris County and adjoining counties including our own
facility.
HCDE’s is looking to outsource its’ PVC division to a successful contractor that knows
the printing and copying business. The contractor would be responsible for the
following:
1. Perform all copy/printing for HCDE divisions as it comes in.
2. Perform all copy/printing for HCDE customers we have as it come in.
HCDE currently has about 46/internal divisions and sub-divisions that use PVC. This
represents about $300,000 dollars in annual sales for PVC. The work that flows from
these divisions covers an extensive range of print/copy jobs.
HCDE has about 70 education related clients and 30 other clients. This represents about
$630,000 dollars in annual sales for PVC. The work that flows from these accounts
covers the entire printing/copying spectrum.
In addition, HCDE is looking to make this contract pricing available to Purchasing
Cooperative members, and other government agencies that may wish to user the contract.
II. Business Model
Page 6 of 24
The business generated from this contract will be from HCDE itself and clients HCDE
has developed over the years. We have found that HCDE and its clients would be better
served by a contractor that has multiple outlets that can service our multiple HCDE
campuses located throughout Harris County in addition to our customers also located
throughout Harris County and adjoining counties.
Goods and Services
The successful contractor shall be able to provide a variety of printing/copier service.
Service and quality is very critical to HCDE and our customer base.
In addition, to printing/copier service the contractor should be able to provide additional
services and goods such as:
•
•
Overnight, shipping service for envelopes and packages
Office supplies
A. Shipping Service
HCDE and Purchasing Cooperative members will use shipping services to ship letters
and packages from your facility overnight, next-day and ground service. A chart has
been put together under the Price/Delivery Information page that denotes the type of item
being shipped, weight, distance, overnight, second day and ground service.
In continental United States (INCONUS, includes Alaska, Hawaii and Puerto Rico)
• Zone 1 (1-150/miles)
• Zone 2 (151-300/miles)
• Zone 3 (301-600/miles)
• Zone 4 (601-1000/miles)
• Zone 5 (1001-1400/miles)
• Zone 6 (1401-2000/mile)
• Zone 7 (2000 > miles)
B. Office Supplies
Other commodities that HCDE and Cooperative members will purchase will be office
supplies.
A list of the more popular office supplies has been put together and appears on the
Pricing/Delivery Information page. Name brand items have been requested and it will be
the responsibility of the Seller to demonstrate the products being quoted are equivalent to
the branded items.
Automation
Contractor computer system should be able to provide discount pricing to customers over
the phone when ordering or at point of sale.
Page 7 of 24
Contractor will also have a document management system that will allow customer to
order and pick-up documents at outlet near customer’s school or at remote contractor
office across Texas.
III. Arrangement
A. HCDE
HCDE shall provide the following resources to the successful contractor:
1. Existing customer base consisting of approximately 100 accounts.
2. On line Web marketing of PVC operation.
B. Contractor
Contractor shall be responsible for provide the following:
1. All copier and printer equipment.
2. All labor, material and supplies needed to perform work.
3. Direct marketing of the program including sales staff.
4. Pick-up/delivery of jobs.
5. Make available shipping envelopes to be used in shipment
IV. Minimum Contractor Qualifications
1. Minimum of five (5) years commercial copying/printing experience, office
supply sales and shipping service sales.
2. Minimum five days a week (mon-fri) operation.
3. Minimum of two years experience working with school districts.
4. Ability to load discounts, and contract pricing so Buyer will realize savings.
5. Sales staff that will be able to work existing account base as well as new
accounts.
6. Contractor should have multiple sales outlets across Houston and Texas in order
to service school districts.
7. Contractor should be able to provide computer generated quarterly reports with
all sales made under this contract (see example below with in 5-7/business days).
Also HCDE or third party auditor on behalf of HCDE shall have full rights to
completely audit all financial records of contractor based on this contract.
Below is an example:
Item
1
Job
No.
3462
No. of
Copies
500
Contractor
Cost
$250.00
Sale
Price
$325.00
2
3
3463
3464
1000
250
$500.00
$175.00
$675.00
$227.50
Page 8 of 24
Customer
HISD
City of
Houston
TISD
Date
Order
Received
4/3/06
Date Order
Completed
4/5/06
4/4/06
5/2/06
4/7/06
5/3/06
Existing
Account or
New
Account
Existing
New
Account
Existing
V. Contractor Business Plan
Contractor shall supply a detail business plan that addresses how contractor intends to
address this new piece of business and the methodologies it plans on implementing to
make the program successful to both contractor and HCDE.
The plan should include but not be limited to equipment to be installed, staffing,
marketing concepts, customer service, delivery, communication, management, order
processing, repeat business, existing account development, new account development etc.
Contractor can include in the business plan creative ideas that would address other
revenue generating ideas that would lend itself to this program or model.
DESCRIPTION
HCDE and purchasing cooperative members are looking to contract with a full line
copier/printing company that is able to copy and print a variety of size jobs, to include
but not be limited to the following:
1.
2.
3.
4.
5.
6.
7.
8.
Collating
Binding
Color Copying
Sorting
Black and White Coping
Business Cards and Stationary
Signs and Banners
Custom Print and Copy Jobs
Minimum Contractor Qualifications
The successful contractor should have the following minimum qualifications:
1.
2.
3.
4.
24 hour/7day a week operations
Sales offices throughout Harris County and Texas
Pick-up and delivery services
Managed Services Capabilities (send and print capabilities, catalog on line
printing, broadcast printing, etc)
VI. Grounds for Termination of Contract
If contractor is found to be diverting business that normally should be channeled to
HCDE this shall be grounds for contract termination. HCDE will go to next most
financially attractive and responsive bidder to fulfill contract at that point.
VII. EVALUATION CRITERIA
An evaluation committee will be formed and given the responsibility to evaluate the
proposals that are submitted. Please ensure that your proposal addresses the following
evaluation criteria areas completely:
1. Meeting proposal requirements & contractors business plan
Page 9 of 24
30/pts
2. Price Delivery Information
3. Questionnaire
4. References (Attachment e.)
5. Company/Financial Stability (Attachment g.)
50/pts
5/pts
5/pts
10/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 10 of 24
PRICE DELIVERY INFORMATION
I.
Item
Offeror must complete the open boxes and fill in percentage discount off. The
quantities below are estimates and may be more or less.
1
Office Supplies
Copier Service/Printing Service
Black and White Copies (20# paper)
2
Color Copies (28# laser paper)
3
Comb Binding Clear Cover and Vinyl Back
4
Black/White Copies on Color Paper (24#
paper)
5
Tape Binding w/cardstock cover and back
Qty.
1-24,999
25,000-49,999
50,000-99,999
100,000 +
1-4,999
5,000-9,999
10,000-19,999
20,000 +
1-24,999
25,000-49,999
50,000-99,999
100,000 +
1-24,999
25,000-49,999
50,000-99,999
100,000 +
1-24,999
25,000-49,999
50,000-99,999
100,000 +
6
All Related copier, printing and company
services not listed (Provide discount offered
across the board for these items)
7
One color printing, 60# paper, 8.5" X 11"
8
Two color printing, 60# paper, 8.5" X 11"
9
Three color printing, 60# paper, 8.5" X 11"
Page 11 of 24
1-24,999
25,000-49,999
50,000-99,999
100,000 plus
1-24,999
25,000-49,999
50,000-99,999
100,000 +
1-24,999
25,000-49,999
50,000-99,999
100,000 +
1-24,999
25,000-49,999
50,000-99,999
100,000 +
Unit
Price
Extension
Percentage
Discount
off
1
2
3
4
5
6
7
8
Delivery Service
1 lb envelope, zone 1 (overnight)
1 lb envelope, zone 2 (overnight)
1 lb envelope, zone 3 (overnight)
1 lb envelope, zone 4 (overnight)
1 lb envelope, zone 5 (overnight)
1 lb envelope, zone 6 (overnight)
1 lb envelope, zone 7 (overnight)
Discount off all other type of shipments to
include overnight, 2/nd day, or ground
service
Office Supplies
4
Storage boxes, Economy, for letter/legal, with
lid, hand holes, white in color, dimensions L15"
X W12" X H10", package 4boxes/package
White board eraser, soft pile, color black, size
2" X 5",mfg. Sanford #81505 or equal
Correction fluid, white in color, with applicator,
12bottles/package, Paper Mate #56401 or
equal
Glue stick, non-toxic, classroom pack size
30ea/package, mfg. Borden Elmer's #E556 or
equal
5
Copier address labels, size 1" X 2 13/16",
color-white, packaged 3300 labels/box, mfg.
Avery #AVE05351 or equal
1
2
3
6
7
8
9
10
11
12
13
14
15
Laser address labels, size 1" X 2 5/8", colorwhite, packaged 3300 labels/box, mfg. Avery
#AVE05160 or equal
Self-adhesive typewriter, file folder labels, 5/8"
X 3 1/2", color-white, 252labels/pack mfg.
Avery #05202 or equal
Inkjet file folders labels, permanent, color-white,
size- 2/3" X 3 7/16", 750/Pack, mfg. Avery #
8366 or equal
Permanent markers, ink color-black, point type
chisel tip, 12/pkg., mfg. Foray #25877
Ballpoint stick pen, fine point, 2.8 mm, ink color
blue, black, or red 12/bx, mft. Paper Mate #
33611, 33811, and 33711 or equal
Highlighters, assorted colors, 12/pkg., mfg.
Sanford Major Accent # 25053
Permanent markers, ink color-red, point type
chisel tip, 12/pkg., mfg. Eberhard Faber #64292
Permanent markers, ink color-black, fine-point,
12/pkg., mfg. Sharpie #30001 or equal
Pencil, no. 2, soft lead, with eraser end, 12/bx,
mfg. Paper Mate #12132DOZ or equal
Post it notes, size 1 1/2" X 2", color pad-yellow,
12pads/pkg, mfg. 3M #653YW or equal
Page 12 of 24
500
500
500
500
500
500
500
1/lot
1000/pkg
1000/ea
1000/pkg
1000/pkg
1000/bx
1000/bx
1000/packs
1000/packs
1000/pkg
1000/bx
1000/lpkg
1000/pkg
1000/pkg
1000/bx
1000/pkg
% off
16
Post it notes, size 3" X 3", color pad-yellow,
12pads/pkg, mfg. 3M #654YW-12 or equal
1000/pkg
17
Copier paper, 20 lb, 92 brightness, 8 1/2" X
11", 500sheets/rm, 10rm/case, mfg. Georgia
Pacific Spectrum #999705 or equal
1000/cs
20
Copier paper, 20 lb, 84 brightness, 8 1/2" X
14", 500sheets/rm, 10rm/case, mfg. Georgia
Pacific Spectrum #221002-00 or equal
Staple remover, grip material-metal, handle
material-plastic, mfg. JWOD #NSN1626177 or
equal
Staple 1/4" full strip, 5000/box, mfg. Swingline
#35450
1000/bx
21
Standard desk stapler, 210 staple load
capacity, staples 2-15/sheets of 20# paper,
color-black, mfg. Swingline model 545 or equal.
1000/ea
18
19
22
23
24
25
26
Standard desk tape dispenser, color-black,
weighted base, core diameter-1", mfg. 3M
Scotch #C38-BK or equal
Tape 3/4" X 1000", invisible tape, 10rl/pkg, mfg.
3M Scotch #810P10PK-C38 or equal
Heavy Duty box sealing tape, clear, 2" wide X
55 yards long, 6rl/pkg, mfg. 3M Scotch #37506PK2B or equal
Correction tape, single line, 394", 2ea/pkg, mfg.
Tombow #68627 or equal
Percentage off Related Office Supplies not
listed
1000/cs
1000/ea
1000/ea
1000/pkg
1000/pkg
1000/pkg
1/lot
% off
II. Contractor is to fill in table below with percentage to be paid to HCDE for all sales
made under this program plus a bonus to be paid upon reaching those levels.
Item
1
2
3
4
5
6
7
8
Page 13 of 24
Description
Sales of $250,000
Sales of $500,000
Sales of $1,000,000
Sales of $1,500,000
Sales of $2,000,000
Sales of $2,500,000
Sales of $3,000,000
Sales over $3,000,001
Bidder:
Percentage
paid to
HCDE of
Gross
Sales
Bonuses paid to
HCDE for
reaching this
sales level
Attachment a.
PROPOSAL SUBMISSION FORM
CSP NO. 07/025AS
Print and Visual Communication (PVC) Operating Services for Harris County
Department of Education (HCDE)
Please Print
Whereas on the _____________ day of _____________________________, 2007 (print name of company)
___________________________________________________________________________ has reviewed
CSP 07/025AS 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 14 of 24
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 15 of 24
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 16 of 24
Attachment d.
NO RESPONSE FORM
CSP NO. 07/025AS
Print and Visual Communication (PVC) Operating Services 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. 07/025AS, 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 17 of 24
Attachment e.
References
Please provide at least three (3) references (co. name, address, telephone no. and contact)
that have used your communication system in the last 3-4 years.
A. ______________________________
______________________________
______________________________
______________________________
B. _______________________________
_______________________________
_______________________________
_______________________________
C. ________________________________
________________________________
________________________________
________________________________
Page 18 of 24
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 19 of 24
Attachment g.
Questionnaire
Print and Visual Communication (PVC) Operating Services for Harris County
Department of Education (HCDE)
(add additional sheets if necessary)
1. How long has your company been in the printing and copier business?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
2. How quickly could you be up and running with this new operation?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
3. Tell us the experience you have had working with school districts.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
4. If sales or production requirements reached a level requiring your organization to
move to a 24 hour/ 7 day operation, would you be able to accommodate? At what
sales level would you go 24/7?
__________________________________________________________________
__________________________________________________________________
5. Please provide last year’s certified financial statement of your company’s:
Balance Sheet and Income Statement
6. Has your organization entered into a similar working relationship with other
institutions or companies? How successful has that operation been and please
provide customer name.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
7. Tell us about any other revenue generating ideas you could provide in addition to
technology breakthroughs that would make dealing with you more advantages
such as document management, retrieval etc.
__________________________________________________________________
__________________________________________________________________
Page 20 of 24
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. Roy Morales
Mr. Michael Wolfe
Mr. Louis D. 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
Pam Newman
Elaine Nichols
Linda Pitre
Gayla Rawlinson
Alfonso Saldivar
John Schaeffer
Dean Zajicek
Natasha Truitt
Faye Wells
CONFLICT OF INTEREST QUESTIONNAIRE
Page 21 of 24
Angela Blair Martin
Jim Davis
Malcolm Greer
Les Hooper
Nathan Jones
Noemi Lopez
Curtis Davis
Venetia Peacock
Joanie Rethlake
Jim Schul
John Weber
Form CIQ
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.
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 committs 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 22 of 24
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 affilitation 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 23 of 24
Date
Attachment i.
Revenue Information and Other Data on PVC
SCAN3270_000.pdf
Page 24 of 24