General Terms and Conditions


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PAULDING COUNTY SCHOOL DISTRICT 3236 ATLANTA HIGHWAY DALLAS, GEORGIA 30132 770-443-8000 Focused on Learning

CLIFF COLE Superintendent

Request for Proposal Number 02-2091 for School Bus Stop Arm Camera Photo Enforcement Dated February 20, 2013

SEALED BID TO BE RECEIVED BY MARCH 21, 2013 AT 2:00 P.M. The purpose of this request for proposal (RFP) is to obtain proposals from qualified vendors in providing a turn-key school bus stop arm camera photo enforcement that enables safe student transportation with no or minimal cost to Paulding County School District. Bidders are instructed to read carefully all Terms and Conditions, Special Terms and Conditions, and Specifications stated within the attached pages before completing their bid. Bid forms must be completed in their entirety. Responses must be in a sealed envelope and marked “Request for Proposal Number 02-2091”. Bids may be hand delivered or mailed to the Paulding County School District, Attention: Donna Perren, Director of Purchasing, 3236 Atlanta Highway, Dallas, Georgia 30132. Please allow ample time for delivery of mail by the postal service. Sealed proposals will be publicly opened on March 21, 2013 at 2:00 p.m. in the Purchasing Office at the Paulding County School District, Dallas, Georgia and names and addresses of responders read aloud. Proposals received after 2:00 p.m. on March 21, 2013 will be considered a “No Bid” and will not be opened. The Paulding County School District reserves the right to reject any or all bids, to waive any irregularity in bids received, and to award in the best interest of the PCSD. In the operation of the Paulding County School District, it is the policy of the Board of Education that no person shall, on the grounds of race, color, national origin, handicap, disability, or sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination in educational programs, activities, or employment practices.

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GENERAL TERMS AND CONDITIONS FOR REQUESTS FOR PROPOSALS (RFPs) Section I – Preparation and Submission of Requests for Proposals 1.

2.

Introduction a.

To be entitled for consideration, proposal must be on the Proposal Forms furnished with this Request for Proposal. The original and three copies must be submitted in a sealed envelope marked with your company name and “RFP No. 02-2091”. The proposal must be received by the Paulding County School District (PCSD), Purchasing Department, 3236 Atlanta Highway, Dallas, Georgia 30132, no later than the date and time set forth in the Request for Proposal.

b.

Vendors are instructed to read carefully all terms, conditions and specifications as set forth in the Request for Proposal. Proposal forms must be completed in their entirety. Any correction made on the proposal form (white out or strike through) must be initialed by an authorized representative of the company submitting the proposal or the proposal may be rejected by the PCSD. Each vendor is required to furnish all information requested in the Request for Proposal.

c.

Due to the large number of vendors listed in certain categories of the PCSD vendors list, not all vendors will necessarily be sent an RFP each time one is issued. RFPs issued by the PCSD are advertised on the PCSD Internet Site www.paulding.k12.ga.us. Vendors are advised to review the Internet Site frequently for a listing of Current Solicitations. To view on the Internet, go to the PCSD Internet site; at the top right click on “Current Solicitations.”

d.

RFPs received after the date and time specified will not be considered.

e.

The Owner reserves the right to reject any or all RFPs and to waive technicalities and informalities. The judgment of PCSD on such matters shall be final.

Owner The Owner for whom work will be executed is: Paulding County School District, Georgia, hereinafter “PCSD.”

3.

Preparation of RFPs a.

b.

All RFPs shall be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent to the error. The person signing the RFP shall initial correction in ink. The original and three copies of the RFP must be provided. Specifications used are intended to be open and non-restrictive.

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c.

Brand names and numbers when provided in solicitations are for reference to establish a quality standard. Any reference to a brand name shall not be construed as restricting to that manufacturer (unless “no substitutes” is stated). RFPs on equal items will be considered, provided the RFP clearly describes the article offered and it is equal or better in quality and function and fully compatible with this requirement.

d.

By submitting a RFP the vendor warrants that any goods supplied to the PCSD meet or exceed specifications set forth in this solicitation except as may be otherwise noted in the vendor’s exceptions.

e.

If bidding on other than the make, model, brand, or number as requested in the solicitation and offered as an equal, complete technical information, specifications, manufacturer’s name and catalog reference shall be clearly stated on the RFP or on an attached letter. Any deviation between brand offered and brand specified shall also be clearly indicated. A complete list of deviations and a descriptive catalog cut shall be attached to RFP.

f.

The Director of Purchasing will be the sole judge in making determination as to the quality. Bid on each item separately. Prices shall be stated in units specified in the solicitation.

g.

All supplies, materials, and equipment provided to PCSD shall be new and in first-class condition unless the solicitation specifically allows offers of used, reconditioned, or remanufactured items.

h.

Time of delivery is a part of the solicitation and an element of the contract that is to be awarded. If the bidder cannot meet the required delivery date, a RFP should not be submitted. Time shall be stated in “calendar” day. Failure to deliver in accordance with the contract could result in the vendor being declared in fault and subject. In lieu of canceling the purchase order, the PCSD may levy a charge for each day beyond the required delivery date that the successful vendor fails to complete delivery. Such charge is not a penalty, rather it is the agreed upon liquidated damages representing the estimated damages that will be incurred by the PCSD as a result of the vendor’s failure to deliver as required. Partial completion on a purchase order will not exempt a vendor from this charge. PCSD further has the right after assessing such charge, and after the continuing failure of the vendor to make complete, to terminate the purchase order.

i.

RFPs shall be signed by an authorized officer of the company.

j.

Telephone or fax RFPs in lieu of this form will not be accepted.

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4.

Failure to Bid If a RFP is not submitted, the solicitation is to be returned marked “no bid.” Failure to provide a RFP or “no bid” may result in the company being removed from the PCSD mailing list.

5.

Taxes Purchases by the PCSD are not subject to Federal Excise Tax or State and Local Sales Tax. Tax Exemption Certificates will be furnished upon request.

6.

Charges and Extras RFPs are to be firm net prices, F.O.B. destination, freight prepaid, to include all charges for delivery, unloading, placing in our building as directed by the authorities in the building, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds and any other cost.

7.

Solicitation Questions Questions regarding this solicitation shall be submitted via email to [email protected] or addressed to Director of Purchasing, 3236 Atlanta Highway, Dallas, Georgia 30132. Questions should be submitted up to two weeks prior to solicitation due date.

8.

Addenda It is the vendor’s responsibility to check the PCSD “Current Solicitations” website for any addenda, responses to vendor questions, or other communications which may be necessary during the solicitation period. Following receipt of vendor responses to a solicitation, it is the vendor’s responsibility to be available via email, phone and/or fax during the review process in the event that clarification or additional information is required. If clarification or additional information is requested, the responsibility rests on the vendor to ensure that PCSD receives said information prior to the deadline(s) indicated.

9.

Revision or Withdrawal of an RFP An RFP may be revised or withdrawn by the bidder prior to the RFP opening date and hour with the permission of the PCSD Director of Purchasing. Requests to withdraw an RFP, along with supporting documentation, will be made in writing to the Director of Purchasing. After the RFP opening, the PCSD Director of Purchasing will permit withdrawal only when the best interest of PCSD would be served. Generally, withdrawal will only be allowed in cases where there has been an honest mistake made in preparing the RFP not resulting from negligence and the mistake is clearly ascertainable. If

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withdrawal is allowed, PCSD reserves the right to disqualify the withdrawing bidder from bidding on PCSD solicitations for a period of up to one year. 10.

Compliance with Laws All property or services furnished shall comply with all applicable Federal, State, and Local laws, codes, and regulations including bid/performance/payment bond as required by O.C.G.A. 36-91. Vendor’s full compliance with all applicable federal and state security and immigration laws, including the Georgia Security and Immigration Compliance Act as amended, O.C.G.A. 13-10-90, O.C.G.A. 13-10-91, and Georgia Department of Labor Rule 300-101 is a condition to the contract. Vendor is required to affirm compliance by completing and returning the Georgia Security and Immigration Compliance Documents with Vendor’s proposal.

11.

Purchasing Policy By acceptance of this solicitation a bidder, potential bidder, or contractor agrees to be bound by the PCSD Purchasing Policy and Purchasing Regulations in any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

Section II – Contract and Award 1.

Contract The Contract Agreement and Georgia Security and Immigration Compliance Documents must be completed by the bidder and returned with the RFP.

2.

Bidders Qualifications The PCSD, before Contract Award, may require bidders to document that they are “responsible” bidders to the complete satisfaction of the PCSD.

3.

Samples Samples, when required, shall be furnished free of expense to the PCSD. Samples shall be tagged with bidders name and RFP number. Samples not used or not destroyed in testing will be returned to bidder upon request and at the bidder’s expense after contract award.

4.

Prices Quoted As described in the Special Terms and Conditions, all RFP prices must remain firm. The quantities, if included, are estimated. Vendors are advised that the actual requirements

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may vary from those listed depending upon the needs of the PCSD and availability of funds. 5.

Rejection of RFP RFPs will be rejected if: a. b. c. d.

6.

The bidder fails to submit requested samples with the time specified by PCSD. The RFP contains a minimum order/ship quantity or dollar value. The RFP contains a prepayment and/or progress payment requirement (unless called for in the solicitation). The RFP contains provisions for late charges whether designated as interest charges or otherwise.

Discounts Award will be made on the basis of the net unit price or the all items net price. When submitting RFPs or quotations, all discounts shall be calculated by the bidder and reduced to a net unit price or, when requested, to an all item net price. Discounts offered in any other form or time limit will not be considered in making the award.

7.

Local Supplier/Contractor The Board of Education finds that local suppliers and contractors support the economy of Paulding County, Georgia and therefore the School District by employing Paulding County residents, contributing time and resources to local efforts, and by paying taxes to local governments. Therefore, it is a policy of this District that consideration be given to local suppliers and contractors as set forth herein. Whenever purchases are to be made using competitive quotes or bids and the most competitive quote or bid was submitted by a non-local supplier or contractor and an otherwise conforming quote or bid was submitted by a local suppliers or contractor, as that term is defined herein, whose quote or bid is within 2% or less of the most competitive quote or bid, the District shall notify the local supplier or contractor on the business day following the opening of the quote or bid of the most competitive quote or bid and give the local supplier or contractor one business day to match the quote or bid. Should the local supplier or contractor agree to match the quote or bid, it will be considered by the Superintendent in making his recommendation to the Board of Education. For the purposes of this policy “local” shall mean any individual, Georgia corporation, Georgia partnership, or other Georgia business entity who, at the time said individual or entity submits a quote or bid to the District, and for a period of 90 days or more prior thereto, has its principal place of business, as determined by the District, in Paulding County, Georgia. The District shall consider all factors that it deems relevant in its

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determination of whether an individual or entity is local. These factors may include, but shall not be limited to, the following: 1. 2. 3. 4. 5. 6. 8.

Whether the individual or entity holds a business license in Paulding County, Georgia; Whether the individual or entity has an office in Paulding County, Georgia; Whether the individual(s) owner is a resident of Paulding County, Georgia; Whether the owner or owners of an entity are residents of Paulding County, Georgia; Whether the individual or entity employs residents of Paulding County, Georgia; and Whether the individual or entity owns property in Paulding County, Georgia.

Award The PCSD reserves the right to accept or reject any part of a submitted RFP, to accept the entire RFP from one responder, to accept portions of the RFP from several responders, or to reject all RFPs submitted. The PCSD reserves the right to award by line item to more than one vendor. The PCSD reserves the right to award the RFP under the most beneficial economic terms for the PCSD. During the evaluation phase, discussions may be conducted with offerors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure full understanding of any responsiveness to the solicitation requirements. Offerors will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. Purchasing may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. Notice of awards will not be announced until approved by the PCSD Board at their regularly scheduled board meeting. All correspondence, including Notices of Awards and Purchase Orders, will be sent to the address appearing on the vendor’s proposal.

Section III – Post Award 1.

Assignment By the submission of this RFP, the bidder agrees not to assign the contract or purchase order to others unless specifically authorized in writing by the PCSD Director of Purchasing.

2.

Payment

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All invoices should be mailed to Paulding County School District, Attention: Accounts Payable, 3236 Atlanta Highway, Dallas, Georgia 30132. Payment may be made when the item/product has been satisfactorily delivered complete; within thirty (30) days from date of delivery. 3.

Back Orders Back orders may be made only when specifically authorized to do so by PCSD Director of Purchasing. The necessity to back order may be deemed a breach of contract.

Section IV – Other 1.

Insurance Awarded vendor must provide the following insurance coverage:      

Commercial General Liability with limits of $1,000,000 and $2,000,000 aggregate. Coverage must include products and completed operations with reporting of claims on occurrence basis. Commercial Auto Liability with limits of at least $1,000,000 CSL (Combined Single Limit) or $500,000/$1,000,000/$500,000. Umbrella Coverage in excess of GL and Auto of at least $2,000,000. Statutory Workers’ Compensation. Employer’s Liability of at least $100,000/$500,000/$100,000. Paulding County School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the State of Georgia and carry an AM Best rating of A- or higher.

By signing the Contract Agreement, vendor complies with insurance requirements as specified. Proof of insurance is not required with submission of bid, but must be made available upon request including during the evaluation process. PCSD will require proof of insurance before issuance of Award Letter/Contract. 2.

Security Upon arrival at each school, Contractor must check in with the office to notify the school that contractor work is being performed. This is to be done for every day Contractor is on site. Failure to do so may void contract. The Contractor shall provide the number of qualified employees required to complete the work within the allotted time and these employees shall meet with the approval criteria specified in this proposal. The Contractor will remove, or cause to be removed, any workman or workmen that the PCSD deems unsuitable. Contractor has sole

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responsibility for suitability of all his employees, including background screening and employment verification status (I-9). 3.

Background Screening PCSD requires vendor to perform background screening on any employee or subcontractor that will be working on the PCSD property (delivery personnel included). A comprehensive criminal history background screening to include both GCIC and NCIC is required on each applicant assigned to PCSD. Minimum findings that warrant exclusion include: - Any felony conviction - Any crime against children

- Any drug conviction - Any sex-related conviction

Background screening must be provided to the PCSD end-user department (name on PO) upon request by the PCSD. Please note: It is preferred that all necessary screening be completed prior to employee beginning work. If business demands warrant assignment before the screening is completed, then it is acceptable for employee to begin assignment as long as the background screening is in progress and the application for employment does not list offenses of any type. PCSD must be informed of any employee assigned without completed background screening and the results must be on file within 30 days. 4.

Non-Discrimination The contractor, by the submission of a proposal or the acceptance of an order or contractor, does agree in providing the goods and services covered under the proposal or contract not to discriminate in any way against any person or persons or refuse employment of any person or persons on account of race, color, religion, age, disability, national origin, sex, or any other legally protected status.

5.

PCSD Non-Discrimination Paulding County School District does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any legally protected status in any of its employment practices, education programs, services, or activities.

6.

Drug-Free Workplace By submission of a RFP, the bidder certifies that he/she will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The bidder also certifies that he will secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False

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certification or violation by failing to carry out requirements may cause suspension, termination of contract, or debarment of such bidder. 7.

Certification of Non-Collusion By submitting a RFP the bidder certifies “that this RFP is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a RFP for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive bidding is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

8.

Authorized Official It is agreed that all conditions of the RFP shall be abided and that the person signing this RFP is authorized to sign the RFP for the bidder.

9.

Debarment and Suspension Status By submitting a bid, all vendors certify that they are not currently debarred or suspended from submitting bids on contracts by any agency of the State of Georgia (O.C.G.A. § 50-24-5 (2009)) and the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government. Contractor agrees to notify PCSD if they become debarred or suspended while under contract with the PCSD. PCSD prohibits the awarding of a nonprocurement activity such as a subaward, or any other covered agreement for any program purpose with a suspended or debarred party.

10.

Special Terms and Conditions Should these General Terms and Conditions be in conflict with the attached Special Terms and Conditions (if applicable), the Special Terms and Conditions will control.

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SPECIAL TERMS AND CONDITIONS Request for Proposal No. 02-2091, School Bus Stop Arm Camera Photo Enforcement

Scope of Work The purpose of this proposal is to obtain turn-key pricing for school bus stop arm camera photo enforcement program. The Transportation Department provides transportation to 34 schools and facilities throughout Paulding County with approximately 17,000 students transported. The services are provided by school system employees on school systems owned school buses. Pilot program shall include up to 10% of our buses and will be evaluated after one year to determine feasibility of adding additional buses to the program . Number of routes: 1,001 Total number of stops per day: 13,814 Total Buses: 254 Miles driven per day: 15,901 Proposal should include: 1. A summary of your firm’s qualifications to provide the products and services requested. Include firm name, address, telephone number, name of contract person and email address. 2. A summary of the vendor’s current school bus stop arm camera photo enforcement program capabilities. 3. Provide a description of all products and services offered and identify any features that are unique to your company. Please include the software operating systems used on the bus equipment. Also, include your support infrastructure. 4. Describe implementation approach for above services including time line. 5. Include costs, if any, for equipment, installation, software, implementation, training, and support. Please itemize all cost involved in turn-key solution. The acquisition of all permits as well as any drawings needed to obtain those permits is the responsibility of the Vendor. 6. Describe your violation processing system and provide the structure and components of the evidence package provided to law enforcemenet. 7. Describe how the revenue collection and invoice processing works.

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Proposal Evaluation A committee comprised of representatives from Transportation, Operations, and Administration will evaluate the proposal responses on the basis of qualifications, technical experience, fees and expenses, and references. Cost will not be the sole determining factor in the award. The committee may, in its sole discretion and in the course of the evaluation, request presentation(s)/demonstration(s) with one or more selected offerors. Evaluation Criteria: Qualifications Technical Experience Fees and Expenses References Total

40% 40% 10% 10% 100%

Proposed Timeline: February 20, 2013– Issue RFP March 21, 2013 – RFP Due Date April – Interviews with offerors, if necessary April 23, 2013 – Submit to Board for approval June 1, 2013 – Begin installation of cameras on buses

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PAULDING COUNTY SCHOOL DISTRICT DALLAS, GEORGIA

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT, AS AMENDED BY THE ILLEGAL IMMIGRATION REFORM ACT OF 2011, O.C.G.A. 13-10-90, ET AL.

To All Prospective Vendors: If you are providing service, performing work, or delivering goods to the Paulding County School District (PCSD), including but not limited to schools, warehouses, and central offices, the applicable Georgia Security and Immigration Compliance documents found here must be completed, signed, notarized, and submitted with your bid or proposal. 1.

The PCSD shall comply with the Georgia Security and Immigration Compliance Act, as amended, Act O.C.G.A. 13-10-90 et. seq.,

2.

In order to insure compliance with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603, and the Georgia Security and Immigration Compliance Act, as amended by the Illegal Immigration Reform Act of 2011, O.C.G.A. 13-10-90 et. seq., (collectively the “Act”), the Vendor (“Contractor”) Must initial the statement applicable to Contractor below: (a)________ (Initial here) Contractor warrants that, Contract has registered at https://e-verify.uscis.gov/enroll/ to verify information of all new employees in order to comply with the Act; is authorized to use and uses the federal authorization program; will continue to use the authorization program throughout the contract period; Contractor further warrants and agrees Contractor shall execute and return any and all affidavits required by the Act and the rules and regulations issued by the Georgia Department of labor as set forth at Rule 300-10-1-.01 et. seq.; or (b)________(Initial here) Contractor represents and warrants that it does not physically perform any service within the State of Georgia pursuant to O.C.G.A. 1310-90 et. al. and thus does not have to comply with the foregoing Georgia law

3.________(Initial here) Contractor will not employ or contract with any subcontractor in connection with a covered contract unless the subcontractor is registered, authorized to use, and uses the federal work authorization program; and provides Contractor with all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq. 4.________(Initial here) Contract agrees that, if Contractor employs or contracts with any sub-contractor in connection with the covered contract under the Act and DOL Rule 300-

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10-1-.02, that Contractor will secure from each sub-contractor at the time of the contract the sub-contractor’s name and address, the employee-number applicable to the subcontractor, the date the authorization to use the federal work authorization program was granted to sub-contractor; the subcontractor’s attestation of the subcontractor’s compliance with the Act and Georgia Department of Labor Rule 300-10-1-.2; and the subcontractor’s agreement not to contract with sub-subcontractors unless the subsubcontractor is registered, authorized to use, and uses the federal work authorization program; and provides subcontractor with all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1.01 et. seq. 5.________(Initial here) Contractor agrees to provide the PCSD with all affidavits of compliance as required by O.C.G.A. 13-10-90 et. seq and Georgia Department of Labor Rule 300-10-1-.02, 300-10-1-.03, 300-10-1-.07 and 300-10-1-.08 with five (5) business days of receipt.

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PAULDING COUNTY SCHOOL DISTICT DALLAS, GEORGIA

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, and attests under oath that: (1) the individual, firm, or corporation (”Contractor”) which is contracting with Paulding County School District has registered with, is authorized to use, uses, and will continue throughout the contract term to use and participate in, a federal work authorization program [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91, as amended. As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA). (2) Contractor’s correct user identification number and date of authorization is set forth herein below. (3) Contractor agrees that the Contractor will not employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with PCSD, unless at the time of the contract said subcontractor: (a) is registered with and participates in the federal work authorization program; (b) provides Contractor with a duly executed, notarized affidavit with the same affirmations, agreements, and information as contained herein and in such form as required under applicable law; and (c) agrees to provide Contractor with notice of receipt and copy of every subsubcontractor Affidavit or other applicable verification procured by subcontractor at the time of contract with the sub-subcontractor(s) within five (5) business days after receiving the said Affidavit or verification.

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Contractor agrees to maintain records of such compliance and to provide notice of receipt and copy of each subcontractor Affidavit or other permissible verification to the PCSD at the time the subcontractor(s) is retained to perform such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs. (4) Contractor further agrees to and shall provide PCSD with copies of all affidavits or other applicable verification received by Contractor (i.e.: sub-subcontractor affidavits and all other lowered tiered affidavits) with five (5) days of receipt.

______________________________ __________________________ EEV / Basic Pilot Program User Identification Number Date of Authorization

______________________________ If an applicable Federal work authorization program as described above is used, other than the EEV/Basic Pilot Program, please identify the program. ______________________________ Company Name/Contractor Name

_______________ Date

______________________________ BY: Signature of Authorized Officer or Agency

_______________ Date

______________________________ Title of Authorized Officer or Agent of Contractor

______________________________ Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ___________, 20__.

______________________________ Notary Public My Commission Expires: _______________

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PAULDING COUNTY SCHOOL DISTRICT DALLAS, GEORGIA

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, and attests under oath that: (1) the undersigned individual, firm or corporation (“Subcontractor”) is engaged in the physical performance of services under a contract with____________________(name of contractor), which has a contract with the PCSD. (2) Subcontractor has registered with, is authorized to use, uses, and will continue throughout the contract term to use and participate in, a federal work authorization program [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-01. As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA). (3) Subcontractor’s correct user identification number and date of authorization is set forth herein below. (4) Subcontractor agrees that the Subcontractor will not employ or contract with any sub-subcontractor(s) in connection with the physical performance of services pursuant to this subcontract or the contract with the PCSD, unless said subcontractor: (a) is registered with and participate in the federal work authorization program; (b) provides Subcontractor with duly executed, notarized affidavit with the same affirmations, agreements, and information as contained herein and in such form as required under applicable law; and

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(c) agrees to provide Subcontractor with notice of receipt and copy of every subsubcontractor Affidavit or other permissible verification procured by subsubcontractor at the time the sub-subcontractor(s) is retained to perform such service or within five (5) days after receiving the Affidavit or verification, whichever first occurs. Subcontractor agrees to maintain records of such compliance and to provide notice of receipt and a copy of each such sub-subcontractor Affidavit or other applicable verification to the Contractor at the time the sub-subcontractor)s) is retained to perform such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs.

_____________________________ _____________________________ EEV / Basic Pilot Program User Identification Number Date of Authorization

____________________________________________ If an applicable Federal work authorization program as described above is used, other than the EEV/Basic Pilot Program, please identify the program.

______________________________ BY: Authorized Officer or Agent (Subcontractor Name)

_______________ Date

______________________________ Title of Authorized Officer or Agent of Subcontractor

______________________________ Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ___________, 20__.

___________________________________________ Notary Public

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My Commission Expires: _______________

CONTRACT AGREEMENT

The Contract Agreement must be completed by the vendor and returned with the proposal. Contractor has carefully examined and fully understands the General and Special Terms and Conditions, Specifications, and other related documents included in Request for Proposal 022091, School Bus Stop Arm Camera Photo Enforcement for the Paulding County School District and does agree to all terms and conditions by so signing this document. This agreement is for twelve (12) months with an option to renew the proposal for up to thirty six (36) additional months if agreeable to both the successful vendor and the PCSD. The tentative time frame for implementing the installation will begin June 1, 2013. PCSD may terminate the Agreement at anytime for any reason without penalty upon thirty (30) days written notice to the vendor or upon the mutual consent of the Parties. In addition, PCSD may terminate the contract with Vendor in the event Vendor breaches any of its duties and obligations under this contract and Vendor fails to cure such breach within thirty (30) days after receiving notice from PCSD specifying the breach. The Contractor acknowledges that they are not currently debarred or suspended from submitting bids on contracts by any agency of the State of Georgia (O.C.G.A. § 50-24-5 (2009)) and the federal government, nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts by any agency of the State of Georgia or the federal government. Contractor agrees to notify PCSD if they become debarred or suspended while under contract with the PCSD. PCSD prohibits the awarding of a nonprocurement activity such as a subaward, or any other covered agreement for any program purpose with a suspended or debarred party. The PCSD reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. The PCSD reserves the right to waive any technicalities and formalities in the bidding. The Contractor acknowledges that the PCSD has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder. Signing the Contract Agreement affirms that this original document has not been altered in any way.

_________________________________ Representative Signature

________________________________ Date

_________________________________ Print or Type Name

________________________________ E-Mail Address

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_________________________________ Company Name

________________________________ Telephone Number and Extension

VENDOR APPLICATION Vendor Address for Sealed Bid (Please type or print/complete all items) Business Name: Address: City, State, Zip Code: Phone:

Fax:

E-Mail:

Other Vendor Information Federal ID Type: Federal Business ID: ____________________ OR Social Security #: ____________________ Invoicing Terms (net 30 days, etc.): How long have you been in business (months/years): Vendor Indicator (please check as many as apply): Dealer _____ Jobber _____ Individual _____ Minority _____

Manufacturer _____ Retailer _____ Partnership _____ Small Business _____

Factory Rep _____ Commodity _____ Incorporated _____ In-State _____

Vendor Address for Purchase Orders (if different from above) Business Name: Address: City, State, Zip Code: Phone:

Fax:

Does your company accept Visa Purchasing Cards as payment? _____ Yes _____ No If yes, please furnish the following information: Accounts Receivable Contact Name: __________________________________________ Accounts Receivable Contact Phone Number: ___________________________________ Accounts Receivable Email Address: __________________________________________

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Certification – Under penalty of perjury, I certify that: 1. 2. 3.

The information stated in this application is factual and true, and The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding.

Certification Instruction – You must cross out item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, item 3 does not apply. For mortgage interest paid, the acquisition or abandonment of secured property, contributions to an individual retirement arrangement (IRA), and general payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

________________________________________ Representative Signature ________________________________________ Please type or print representative name

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____________________ Date

PROFESSIONAL REFERENCE SHEET Please include School Districts using your product/service Company: ___________________________

Contact: ______________________

Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________

Fax: _______________

Company: ___________________________

E-Mail: _______________

Contact: ______________________

Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________

Fax: _______________

Company: ___________________________

E-Mail: _______________

Contact: _____________________

Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________

Fax: _______________

Company: ___________________________

E-Mail: _______________

Contact: _____________________

Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________

Fax: _______________

Company: ___________________________

E-Mail: _______________

Contact: _____________________

Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________

Fax: _______________

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E-Mail: _______________

COMMODITY CODE DESCRIPTION Check all that apply. If you do not see your commodity, please write it in. Vendor Name: Code 301 501 401 801 802 803 804 101 601 102 805 806 807 808 809 406 602 127 402 701 702 104 403 129 201 202 203 204 603 604 810 105 106 502 503 520 504 505 518 519 107 617 616 605 606

Commodity Description Art Supplies Audiometer Repair Audiovisual Equipment Automotive Batteries Automotive Filters Automotive Glass Automotive Parts & Accessories Band Instruments Beverage Books - Library Brake Parts & Accessories Bus - Lift Bus - Transit 72 Passenger Bus Bodies - Small 36 Passenger Bus Chassis - Small 36 Passenger Bus monitoring Equipment Cafeteria Sanitation Serv & Matls Calculators Choral Music Furniture Computer Peripherals Computers Copier Supplies Copiers Corregated Boxes & Packaging Custodial Equipment Custodial Liquids Custodial Paper Products Custodial Supplies Dairy Products and Juice Drink Detergent - Premeasured Concentrate Diesel Fuel Diplomas Diskettes Electrical Supplies Elevator Maintenance Elevator Preventive Maintenance Fasteners Fire Alarm Inspection Fire Extinguisher Servicing Fire Sprinkler Inspection First Aid FMS - Submarine Sandwich Concept FNS - Dish Machine Chemicals Food - Bread Food - Dry

Code 111 112 128 611 612 613 135 134 113 507 114 115 709 405 116 614 811 995 508 812 117 118 509 119 510 120 511 121 512 103 703 966 991 136 705 992 998 993 994 521 122 513 133 704 123

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Commodity Description Insurance - Vision Insurances Kindergarten Equipment Kitchen Equipment - Large Kitchen Equipment - Small Kitchen Hoods Exhaust System Clean Laminating Film Laser Disc Players Library Supplies Lighting Magazine Subscriptions Math Manipulative Kits Mainframe Manipulative Kits Matl. Handling Equipment (Forklifts) Microscope Service and Repair Money Changing Equipment Motor Oil/Lubricants Natural Gas OEM Copier Parts OEM Replacement Parts Office Supplies Orchestra Equipment Paint and Accessories Paper and Envelopes Pest Control Physical Education Piano Tuning Plaques Plumbing Printer Cartridges Printers Printing Services Private Security Services Property and Casualty Insurance Recycled Printer Ribbons & Cartridges Recycling Surplus Textbooks Sale of Surplus Equipment/Materials Salvage Copiers & Computer Equipment Salvage Furniture & Equipment Sanitation Services Science Equipment Sewing Machine Repair SIA Instructional Materials Software Sports - Fall

607 608 609 404 517 131 516 130 506 610 996 108 109 110

Food - Fresh Branded Pizza Concept Food - Frozen Frozen Fruit Drink Furniture Glass & Acrylics Graphic Art Supplies & Equipment Grease Trap Cleaning Greenhouses HVAC Materials Ice Cream and Frozen Desserts Installation & Assembly of Materials Insurance - Cancer Insurance - Dental Insurance - Student Athletic

124 125 514 708 706 707 515 126 813 814 817 132 815 816

*If you do not see your commodity listed, please include below

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Sports - Spring Sports - Winter Sprinkler Inspection Technology Cabling Technology Parts & Service Telecommunications Equipment Termite Inspection and Treatment Test Scoring Machines & Forms Tires, Tubes, and Retreads Transportation Dept - Part Store Truck - Freezer TV Studio Equipment Vans Vans - Mini

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the bidder agrees as follows: The bidder agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin or ancestry. The vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, or ancestry. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation, and selection for training, including apprenticeship. In the event the bidder is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Paulding County School District. The Paulding County School District may declare the bidder, ineligible for further contracts with the Paulding County School District until satisfactory proof of intent to comply shall be made by the vendor. The bidder agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

__________________________________________ Bidder

__________________________________________ Signature

__________________________________________ Date

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INSURANCE REQUIREMENTS Important – Please Read Carefully & Follow Instructions

Before starting of any work, the successful contractor/vendor must furnish to Paulding County School District certificates of insurance from companies doing business in Georgia and acceptable to the District as follows: The Paulding County School District requires that all contractors/vendors provide proof of Comprehensive General Liability and workers compensation insurance. The contractor shall procure and maintain an amount not less than $1,000,000 for bodily injury, property damage, personal injury, contractual liability, independent contractors and completed operations. All insurance policies shall be with carriers admitted to business in the State of Georgia and carry an A.M. Best rating of “A” or better. Certificates of Insurance shall be provided to the District prior to commencement of work. Certificates to contain policy number, policy limits and policy expiration date. Certificates shall indicate 60 days notice of cancellation. The contractor shall hold harmless the Paulding County School District from any and all claims, suits, actions, damages, liability and expenses in connection with loss of life, bodily or personal injury or property damage, including loss of use thereof directly or indirectly caused by, resulting from, arising out of or occurring in connection with the performance of this contract. The contractor’s obligation shall not be limited by or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance.

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NO BID REPLY FORM

To All Prospective Bidders: Because of the many requests to be placed on our vendors list, we are continuously updated them. While we want to include all bona fide vendors, we do not want to send notifications to those vendors who may no longer be interested in participating in our bidding procedure. If you do not choose to respond to the attached Invitation to Bid, please complete the form below indicating whether or not you want to be retained on our current vendors list. Vendors who do not respond in any way (by either submitting a bid or by returning the form below) over a period of one year will be removed from the bidders list. If you do not wish to respond to the Invitation to Bid, simply return the form at the bottom of the page. Return of the entire Invitation to Bid package is not required. Thank you for your cooperation.

“NO BID” REPLY FORM RFP 02-2091, School Bus Stop Arm Camera Photo Enforcement If you do not wish to respond to the attached Invitation to Bid, please complete this form and mail/fax it to: Paulding County School District, Attention: Purchasing, 3236 Atlanta Highway, Dallas, GA 30132. Fax number 770-443-7243. I do not wish to submit a quotation on this Invitation to Bid. I wish to be retained on the bidders list for this commodity: _____ Yes ___________________________________ Company

_____ No

___________________________________ Representative

You are invited to list reasons for your decision not to bid: ______________________________ ______________________________________________________________________________ ______________________________________________________________________________

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