COMPANY ______RFP#25-071701VL

DEMOGRAPHIC SERVICES

OPENING 09-01-17 @ 2:00 P.M.

  1. SCOPE
  2. Hays Consolidated Independent School District (HCISD) requests proposals for Demographic Services.
  3. HCISD will accept proposalseither by mail or hand carried until 2:00 p.m., September 1, 2017. Proposalsreceived after the opening date and time will not be accepted and will be returned unopened to vendor. One (1) original, five (5) copiesand one (1) electronic (USB drive) of the response are required for evaluation purposes. Offers may be hand carried or mailed in a sealed envelope/package clearly marked with the offering company's name, return address, the RFP number and opening date and time, and addressed to: Hays Consolidated Independent School District, PURCHASING DEPARTMENT, Valerie Littrell, 21003 IH 35, Kyle, TX 78640.
  4. CONTRACT PERIOD
  5. Initial contract period shall be for one year, beginning January 1, 2018.
  6. OPTION TO RENEW
  7. HCISD may, at its option and with the approval of the contractor, extend the period of this agreement up to four (4) additional one-year periods. This extension would contain all terms and conditions and rates of the original contract, contingent upon availability of funds. The Contractor shall be notified in writing by the Director of Purchasing of HCISD’s intention to extend the contract period at least thirty (30) days prior to expiration of the original contract period.
  8. INDEMNIFICATION: The contractor shall save and keep harmless and indemnify HCISD against any and all liability, claims and costs of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with or in any incident to or arising out of occupancy, use, service, operations or performance of work in connection with this contract, resulting in whole or in part from the negligent acts or omissions of the Vendor.
  9. INSURANCE:
  10. List the types and coverages of your insurance below:
  11. General public liability insurance
  12. Each occurrence ______
  13. Products/completed operations aggregate ______
  14. Personal injury liability ______
  15. Property damage liability ______
  16. Medical payments coverage ______
  17. Automobile liability insurance:
  18. Per person ______
  19. Per accident for bodily injury ______
  20. Per accident for property damage ______
  21. Worker’s Compensation Insurance ______
  22. Professional liability insurance

Hays Consolidated Independent School District shall have no responsibility of liability for such insurance coverage.
Vendors must provide proof of insurability with the response. Acceptable proof of insurability will be a certificate of insurance or a letter from the insurance carrier (not the insurance agent). The awarded vendor must provide a certificate of insurance compliance within 15 calendar days after notification of the award.
Each policy of required insurance shall provide for 30 day’s notice of cancellation to Hays Consolidated Independent School District and shall name its Board of Trustees as additional insured and include the following provision:
"It is a condition of this policy that the insurance carrier shall furnish written notice to the HCISD Purchasing Department Office, 21003 IH 35, Kyle, TX 78640, 30 days in advance of the effective date of any reduction in, or cancellation of, this policy."

  1. TERMINATION
  2. FOR DEFAULT: The performance of work under the contract may be terminated by HCISD in accordance with this clause, in whole or in part, in writing, whenever HCISD shall have determined that the Vendor has failed to meet the performance requirements of the contract. HCISD has the right to terminate for default if the Vendor fails to make delivery of the goods or perform the work, or if the Vendor fails to perform the work within the time specified in the contract, or if the Vendor fails to perform any other provisions of the contract.
  3. FOR CONVENIENCE: HCISD may terminate the contract at its convenience with thirty (30) day advance written notice to the Vendor. In the event of such a termination by HCISD, HCISD shall be liable for the payment of all approved work performed prior to the termination.
  4. In the event of termination, HCISD reserves the right to re-award this contract to the next low responsive bidder.
  5. GENERAL TERMS AND CONDITIONS
  6. Inquiries and requests for information affecting the RFP must be in writing and shall be directed to Valerie Littrell, Purchasing Specialist, via email (), mail (21003 IH 35, Kyle, TX 78640), or fax (512-268-0533). To provide HCISD sufficient time to adequately prepare responses to vendor inquiries, all questions must be submitted at least five (5) working days prior to the RFP opening date. Contact with HCISD personnel other than Valerie Littrell or her designee regarding this solicitation may be reason for elimination from the selection process. Any prospective respondent detecting a conflict or ambiguity in the RFP should notify the Director of Purchasing, in writing, setting forth the grounds of the alleged conflict or ambiguity and requesting the issuance of a clarifying addendum. If HCISD believes that clarification is necessary or proper, a clarifying addendum will be distributed to all prospective vendors. HCISD will not be bound by any oral or other informal explanation of the requirements of the RFP documents.
  7. Provide detailed explanations of any variances or exceptions the respondent has with any requirement or term specified in this RFP and thoroughly explain any alternate service offered.
  8. Delivery dates – Bidders must specify the projected delivery date as part of the response. Delivery of supplies must be in compliance with the RFP specifications.
  9. HCISD is not responsible for any costs incurred by the Vendor for the preparation or distribution of the RFP.
  10. Respondents or other authorized representatives are expected to fully inform themselves as to all conditions, requirements, and specifications before submitting offers. Failure to do so will be at the respondent's own risk.
  11. PROPRIETARY INFORMATION: Proprietary information if any submitted to HCISD in response to this RFP should be identified as such. Any information identified as proprietary will be handled in accordance with the provisions of the Texas Open Records Public Information Act as it applies to such information.
  12. HCISD reserves the right to negotiate all elements, which comprise the Respondent's offer to ensure the best possible consideration, be afforded to all concerned and to reject any and all offers and to re-solicit for offers in such an event.
  13. Assignment: Contractor shall not assign or sub-contract this agreement, its obligations or rights hereunder to any party, company, partnership, incorporation or person without the prior written specific consent of HCISD.
  14. Disclosure of Criminal Histories: Prior to commencement of any work under this Contract, the Contractor shall provide HCISD with a list of all Contractor employees and subcontractor employees who have been arrested for, convicted of, or received deferred adjudication for any criminal conduct, except misdemeanor traffic violations. The Contractor shall ensure that no worker with a criminal history performs work for the District without first notifying the District. HCISD reserves the right of first refusal to prohibit such persons from entering District premises.
  15. Criminal Background Checks: The Contractor acknowledges and agrees that the HCISD reserves the right to subject all persons entering District premises to background screening checks prior to granting access to areas frequented by students. Background checks may require surrendering a driver’s license or submitting fingerprints for inspection. If any of the Contractor's employees, representatives or subcontractors refuse to submit to a background check, or if a background check reveals a criminal history, such persons may be refused access to District premises; however such refusal shall not relieve the Contractor of its obligations as specified in this Contract.
  16. Requirements of Texas Senate Bill 9: Any company that contracts with school districts or charters may be subject to the requirements of Senate Bill 9 as codified in Texas Education Code §22.0834, a copy of which is included asAttachment Aof this solicitation.
  17. Subcontract Agreements: If subcontractors are utilized by the Contractor, each subcontract agreement must preserve and protect the rights of HCISD with respect to the terms and conditions of this Contract.
  18. Evaluation Criteria:
    The responses will be evaluated on the following criteria and will be based upon the combination of criteria that offer the greatest value. A total of 100 possible points.
  • Fees and Associated Costs – 30 possible points
  • Demonstrated expertise and experience – 30 possible points
  • Experience with the bidder and quality of the bidder’s goods or services
  • References
  • Completeness & Responsiveness to the RFP – 5 possible points
  • Financial Stability – 5 possible points
  • The above criteria will be used to determine a short list of firms to be interviewed. 30 possible points
  • Invoices: In order to receive payment for goods or services furnished to HCISD, invoices for each purchase order must be submitted to the HCISD Business Office, Attn: Accounts Payable, at 21003 IH 35, Kyle, TX 78640.
  • All invoices must clearly indicate the following information:
  • originating purchase order number
  • complete description of goods or services furnished, including unit prices, extended prices and quantities delivered
  • project name
  • date of issuance
  • delivery destination
  • all applicable prompt payment discount terms
  • HCISD may require individual invoices per campus to facilitate ease in the payment process.
  1. The Contractor shall not bill more than one purchase order on a single invoice. The purpose of this requirement is to reduce the administrative burden associated with verifying charges and remitting invoices. Failure to comply with these requirements may result in delayed payments.
  2. Payment terms: HCISD will make payment on a Net 30-day basis. The payment term shall begin on the date the deliverables are inspected, delivered and accepted by HCISD, or on the date a correct invoice is received by HCISD, whichever is later. Bidders are welcome to quote a discount for early payment; however, prompt payment discounts will not be considered as an evaluation criterion. Prompt payment discounts shall be considered earned if payment is postmarked or personally delivered within the prescribed term.
  3. Hays CISD is not liable for orders accepted without a purchase order.
  1. SPECIFICATIONS
  2. Overview – HCISD requests proposals for the purpose of:
  3. Determining locations of current student residences;
  4. Assess existing population characteristics and numbers;
  5. Estimate and project the population and produce a student forecast for the next 10 years;
  6. Student forecast data to be formatted by each school and grade;
  7. The District will update the forecast periodically to review trends in public school demand.
  8. Desired report would include maps with growth areas highlighted to indicate slow to rapid growth and/or population density over the next 10 years;
  9. Providing options for future school attendance zones;
  10. Providing general areas for future school sites;
  11. Suggestions from the demographer of other reports which would enhance the clarity of the data would be useful.
  12. Final report to be due May 1, 2018
  1. VENDOR INFORMATION
  2. Vendor Identification and Contact Information (Attach additional information as needed)

Company Name:

Address:

Phone:

Fax:

Contact Person:

Title:

Email:

9.2.Company Profile:

______Year Incorporated/Organized/Started

______Corporation

______Partnership

______Sole Proprietorship

______Other: ______

______HUB/MBE/WBE (#______)

______Total Number of Employees

9.3.List your designated representative to be assigned to Hays CISD

9.4.List the senior member of the firm assigned to HCISD

9.5.Describe special licensing, expertise and experience your firm offers:

9.6.Does your firm have a full-time demographic statistician on staff?

9.7.Does your firm have a school district demographic expert on staff?

9.8.Does your firm employ any other specialists or licensed personnel on staff?

9.9.If yes, please list below and attach a copy of resumes and a copy of licenses if applicable.

  1. GENERAL INFORMATION AND DISTRICT PROFILE
  2. Information provided: The following information will be provided to the successful vendor in order to prepare the demographic services for the District.
  3. Enrollment figures for the past three (3) years by School and Grade K-12
  4. Enrollment for the current year
  5. Attendance Zone Map of the District
  6. District Profile: Table 1 below is provided in order to give all vendors a basic understanding of the District in order to estimate what might be involved in preparing a thorough demographic study. The successful vendor will be required to confirm all information to be provided in this report. The enrollment figures in Table 1 are as of 05-18-17. Attachment A is District map of all campus locations.
  7. FINISHED PRODUCT – Must be delivered by May 1, 2018 and must:
  8. Contain the most up to date computer based street mapping of the Hays CISD area.
  9. Include GIS data base maps for the District, including school locations, current attendance zones and existing planning zones, and proposed planning zones for all three grade spans (high schools, middle schools and elementary schools).
  10. Locate all twenty-two K-12 school sites on the map. District will provide classroom counts and capacity information for each school facility.
  11. Develop planning zones. Planning zones will be coded to incorporate existing school boundaries.
  12. Be able to determine appropriate land usage information including residential housing counts.
  13. Address match to certify student place of residence.
  14. Validate current planning zones and/or determine if changes need to be made.
  15. Give reports for enrollment forecasting by planning zone, attendance zone and District for each year of the next ten years.
  16. Provide viable options for attendance zones for each year that a new school will have to be built.
  17. Provide a build-out schedule and map for all three grade spans.
  18. Provide a report that substantiates and justifies the enrollment projections, including but not limited to birth data, input from public officials, planned developments, and census data, economic trends, etc. This should include fifteen (15) paper copies, one (1) electronic PDF file of the report, and one (1) electronic PowerPoint file that includes the reports tables and maps.
  19. Present the model to the Superintendent’s staff, the Board of Trustees and community committees.
  20. Provide software and data to Hays CISD.
  21. Train district staff in systems applications and usage or interpretation of data supplied by contracted company.
  1. SUBMITTALS
  2. Disclaimer Sheet
  3. Proof of Insurance
  4. Explanation of any variances
  5. Delivery date
  6. Vendor Information
  7. Company Profile
  8. References
  9. Certification
  10. Suspension & Debarment Certification
  11. CTPA Adoption Clause
  12. Qualification and years of experience for each staff member who will work on the project.
  13. A thorough implementation plan to address our needs.
  14. A listing of required hardware necessary to run software.
  15. A suggested timeline for your work.
  16. A demographic report completed for another Texas public school district. Include one paper copy and one electronic copy (USB drive).
  17. An audited or reviewed financial statement.
  18. COSTS – Provide costs for the following
  19. Services to attain the desired results as outlined in item #12 above.
  20. Present an option to provide an updated report both annually and bi-annually.
  21. Hourly rates to review model with district staff, board members or committees.
  22. Related costs as outlined in item #11.13 & #11.14.
  23. Software per license, the type of software license.
  24. Annual license renewal or maintenance, if applicable.
  25. Training at our facility. Indicate cost per hour and how many HCISD staff may be included in the training class.
  26. Present an option to contract for support and assistance in interpreting results of the model into future years.
  27. Present an option for an annual input of student data and address matching.
  1. CERTIFICATION

By my signature below, I certify that this offer meets or exceeds the specifications of this RFP.

AUTHORIZED SIGNATURE DATE_

PRINTED NAMETITLE

REFERENCES

List references (minimum of three) where you have similar contracts in place. Special attention should be given to references from similar institutions as HCISD. List company name, contact person, address, phone number, fax number, email address, and completion date for each reference.

Company:

Contact:

Address:

Phone:

Fax:

Email:

Dates of Contract:

Company:

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Address:

Phone:

Fax:

Email:

Dates of Contract:

Company:

Contact:

Address:

Phone:

Fax:

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Dates of Contract:

SUSPENSION AND DEBARMENT CERTIFICATION

Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non-federal entities from contracting with or making sub awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $100,000 and all non-procurement transactions (e.g., sub awards to sub recipients).

Contractors receiving individual awards of $100,000 or more and all sub recipients must certify that their organization and its principals are not suspended or debarred by a federal agency.

I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are suspended or debarred by a federal agency.

VENDOR’S NAME:

Signature of Company Official:

Date Signed:

Central Texas Purchasing Alliance

Adoption Clause

USE OF CONTRACT(S) BY MEMBERS COMPRISING THE CENTRAL TEXAS PURCHASING ALLIANCE (CTPA).

  1. If authorized by the Vendor(s), resultant contract(s) may be adopted by the member districts of the CTPA as indicated below. Authorized members may purchase goods and/or services in accordance with contract pricing and purchasing terms established by the Contract Lead District.
  2. A list of members that may utilize the Vendor’s contract is listed on the CTPA website,
  3. Any district member wishing to utilize such contract(s), will contact the Vendor to verify that the contract is available to them and will place its own order(s) directly with the successful Vendor. The Successful Vendor may contact the member districts to inform them about the contract award. There shall be no obligation on the part of any participating district to utilize the contract(s).
  4. A negative reply by the Vendor will not adversely affect consideration of the Vendor’s Solicitation response.
  5. Each participating district has the option of executing a separate contract with the successful Vendor, which may contain general terms and conditions unique to that contracting district. If, when preparing such contract, the general terms and conditions of a district are unacceptable to the successful Vendor, the successful Vendor may withdraw its extension of their offer to that district.
  6. The Contract Lead District shall not be held liable for any costs or damages incurred by another district as a result of any award extended to that district by the Successful Vendor.

BY SIGNATURE BELOW, THE VENDOR HEREBY AUTHORIZES THE MEMBER DISTRICTS AS INDICATED BELOW TO ADOPT ANY CONTRACT RESULTING FROM THE VENDOR’S RESPONSE TO THIS SOLICITATION: