MiraCosta Community College District
Purchasing & Material Management
1 Barnard Dr., Bldg. T-600
Oceanside, CA 92056
Phone: (760) 795- 6755
FAX: (760) 795-6795
PROPOSAL DOCUMENTS
for
RFP #04-15
Robotic Training Center & Partnership
Proposal Due Date & Time: Friday, January 9, 2015 at 10:00 AM
To: Prospective Proposers
* * ATTENTION: Please review this document as soon as you receive it. * *
No Proposer questions or requests for clarification will be accepted after the date specified in the
Calendar of Events.
Any requests for interpretation or corrections must be made in accordance with the Information for Proposers and
according to the Calendar of Events
The District reserves the right to reject any or all proposals, to accept or to reject any one or more items on a proposal, or
to waive any irregularities or informalities in the proposals or in the proposing process.
If you wish to propose, your completed proposal must be returned in a sealed envelope no later than the Proposal
Opening Date and Time as stated in the Notice to Proposers.
Please submit in writing all questions and requests for clarification as specified in the Information for Proposers
to:
Kim Simonds, Buyer
MiraCosta Community College District
1 Barnard Drive
Oceanside, CA 92056
Phone: 760-795-6755
Fax:
760-795-6795
Email: ksimonds@miracosta.edu
Table of Contents
RFP #04-15 Robotic Training Center & Partnership
Table of Contents .................................................................................................................................................................. 2
Notice to Proposers .............................................................................................................................................................. 3
Calendar of Events ................................................................................................................................................................ 4
Campus Maps ........................................................................................................................................................................ 5
General Provisions ............................................................................................................................................................... 6
Information for Proposers .................................................................................................................................................. 11
Proposal Criteria ................................................................................................................................................................. 12
Evaluation Points Matrix .................................................................................................................................................... 14
Notice of “No Proposal” ..................................................................................................................................................... 15
Agreement............................................................................................................................................................................ 16
Proposal Certification ......................................................................................................................................................... 17
Non-Collusive Proposal Declaration ................................................................................................................................. 18
Workers’ Compensation Certification ............................................................................................................................... 19
Payee Data Record .............................................................................................................................................................. 20
RFP #04-15 Robotic Training Center & Partnership
Page 2
Notice to Proposers
RFP #04-15 Robotic Training Center & Partnership
MIRACOSTA COMMUNITY COLLEGE DISTRICT
REQUEST FOR PROPOSAL
NOTICE IS HEREBY GIVEN that MiraCosta Community College District, acting by and through its Governing Board,
hereinafter referred to as the District, will receive up to, but not later than 10:00 a.m. on Friday, January 9, 2015 sealed
Submissions for the following:
DISTRICT RFP #04-15:
Robotic Training Center & Partnership
Such submissions shall be received at the location specified below, and shall be opened at the stated place:
MiraCosta Community College District
Purchasing and Material Management Department
Attention: Kim Simonds, Buyer
One Barnard Drive, Building T-600
Oceanside, California 92056
Each submission must conform and be responsive to this invitation, the Proposal General Provisions, Information for
Proposers, Agreement, Proposal Certification and all other documents comprising the pertinent Proposal Documents.
Copies of the Proposal Documents are now on file and may be obtained from the Purchasing and Material Management
office at the above address or by calling Kim Simonds 760-795-6755.
The District reserves the right to reject any or all submissions or to waive any irregularities or informalities in the proposals
or in the proposing. No Proposer may withdraw his proposal for a period of sixty (60) days after the date set for the
opening of the proposals.
Susan C. Asato, C.P.M.
Director of Purchasing & Material Management
MiraCosta College District of San Diego County, California
RFP #04-15 Robotic Training Center & Partnership
Page 3
Calendar of Events
RFP #04-15 Robotic Training Center & Partnership
Proposal Schedule
Distribution of Proposal ............................................................................................................................................... 12/16/14
District Closed for the Holidays ................................................................................................................. 12/24/14 – 01/01/15
Last Day to Submit Questions and/or Clarifications.................................................................................................... 01/05/15
Proposal Due Date ...................................................................................................................................................... 01/09/15
Review of Proposals .................................................................................................................................01/12/15 & 01/13/15
Determination of Low Bidder ....................................................................................................................................... 01/14/15
Anticipated Governing Board Approval Date .............................................................................................................. 02/18/15
Approximate PO Issuance Date .................................................................................................................................. 02/19/15
Requested Delivery & Installation Date ...................................................................................................................... 03/09/15
Clarifications
Requests by a Proposer for questions, clarifications or additional information must be received by the District prior to the
deadline set forth in the Proposal Schedule above. Requests for questions, clarifications or additional information received
after that time will not be responded to. All requests for questions, clarifications or additional information must be in writing
and shall be delivered, by hand delivery, mail, fax or e-mail between the hours of 8:00 a.m. and 4:30 p.m. and prior to the
applicable deadline in the Proposal Schedule to the following:
Kim Simonds, Buyer
MiraCosta Community College District
1 Barnard Drive
Oceanside, CA 92056
Phone: 760-795-6755
Fax:
760-795-6795
Email: ksimonds@miracosta.edu
Proposal Submission
Interested companies must submit their clearly marked and sealed proposals to:
MiraCosta Community College District
1 Barnard Drive, Building T600
Oceanside, CA 92056
ATTN: Kim Simonds, Buyer
RE: RFP #04-15 Robotic Training Center & Partnership
RESPONSES MUST BE RECEIVED BY PERSONAL DELIVERY, COURIER SERVICE OR BY U.S. MAIL AT OR
BEFORE 10:00 AM ON FRIDAY, JANUARY 9, 2015 TO THE ABOVE LISTED ADDRESS. LATE SUBMITTALS SHALL
BE DEEMED NON-RESPONSIVE, AND THE DISTRICT SHALL REJECT ANY SUBMITTALS RECEIVED AFTER THE
DEADLINE STATED ABOVE.
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Page 4
Campus Maps
RFP #04-15 Robotic Training Center & Partnership
Proposal Delivery Location (T600)
RFP #04-15 Robotic Training Center & Partnership
Page 5
General Provisions
RFP #04-15 Robotic Training Center & Partnership
1. AWARD: At its sole discretion, MiraCosta Community College District may award an agreement based on proposals
which offer the best value, cost effectiveness and other criteria that may be requested in the specifications including,
but not limited to, references and other performance criteria.
2. PROPOSERS INTERESTED IN MORE THAN ONE PROPOSAL: No person, firm or corporation shall be allowed to
make or file or be interested in more than one proposal for the same work, unless alternate proposals are called for.
A person, firm or corporation submitting a sub-proposal to a proposer, or who has quoted prices on materials to a
proposer, is not thereby disqualified from submitting a sub-proposal or quoting prices to other proposers.
3. ASSIGNMENT OF CONTRACT: No assignment by the Proposer of any contract to be entered into hereunder or any
part thereof, or of funds to be received thereunder by the Proposer, will be recognized by the District unless such
assignment has had the prior approval of the District and the surety has been given due notice of such assignment in
writing and has consented thereto in writing.
4. REQUIRED RESOURCES VERIFICATION: Prior to contract award, MiraCosta Community College District must be
assured that the proposer selected has all of the resources required to successfully perform under the contract. This
includes, but is not limited to, personnel with skills required, equipment/materials and financial resources sufficient to
provide services called for under this contract. If during the evaluation process, MiraCosta Community College
District is unable to assure itself of the Proposer’s ability to perform under the contract, MiraCosta Community College
District has the option of requesting from the Proposer, any information that the District deems necessary to
determine the proposer’s capabilities. If such information is required, the proposer will be notified and will be
permitted seven (7) working days to submit the requested information.
5. PERMITS AND LICENSES: The proposer and all of the proposer's employees or agents shall secure and maintain in
force all such licenses and permits as are required by law, in connection with the furnishing of materials, articles, or
services listed herein. All services operations and materials shall be in accordance with all applicable Federal, State,
County and City regulations.
6. INVOICES. Separate invoices are required for each purchase order. Invoices shall be submitted in duplicate and
shall contain the following information: purchase order number, item number and description, quantity, unit price and
extended totals for items delivered.
Sales tax, where applicable, shall be shown separately.
Shipping/handling/delivery charges shall also be shown separately and shall include the original or a copy of the
prepaid bill of lading. Failure to enter the above information on the invoice shall cause a delay in payment. All
invoices shall be submitted to the following address:
MiraCosta Community College
Attn: Accounts Payable
One Barnard Dr.
Oceanside, CA 92056
7. PAYMENTS AND TERMS: Within thirty-five (35) days after delivery of any or all of the items set forth herein and
their acceptance by the District, the District agrees to pay to the Proposer, and the Proposer agrees to accept in full
payment therefore, the sums set opposite each item.
8. SHIPPING. All goods are to be shipped F.O.B. Destination, Delivered and Installed. Claims or invoices for
shipping/handling/delivery charges which are not properly supported by either the original or a copy of the prepaid bill
of lading will not be paid. The District’s purchase order number shall be clearly referenced on each parcel and packing
slip. Failure to include this information will cause a delay in inspection and acceptance of the order, resulting in a
delay of payment. All items shall be prepared and packed for shipment in a manner that will prevent damage in transit.
The District reserves the right to reject any shipment which appears to have suffered damage in transit.
9. ESCALATION: The Proposer also agrees that no price change will be effective until the request for price change,
with supporting documentation satisfactory to the District, has been accepted in writing by the District. Until the
change has been accepted, the Proposer must continue to accept orders with the original proposal price, terms and
conditions. Notwithstanding the generality of the foregoing, in no event shall said price increase be more than five (5)
percent of the current proposal price unless caused by unforeseen national/international economic conditions .
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Page 6
10. FORCE MAJEURE. The Proposer shall be excused from performance hereunder during the time and to the extent
that he is prevented from performing by act of God, fire, strike, lockout or commandeering of materials or facilities by
the government, when satisfactory evidence thereof is presented to the District, provided that it establishes that the
non-performance is not due to the fault or neglect of the party not performing.
11. DISTRICT'S RIGHT TO WITHHOLD CERTAIN AMOUNTS AND MAKE APPLICATION THEREOF: The District
may authorize the withholding of a sufficient amount or amounts of any payment otherwise due to the Proposer, as in
its judgment may be necessary to cover defective items not remedied. The District may apply such withheld amount
or amounts to the payment of such claims, at its discretion.
12. NOTICE TO PROCEED AND COMPLETION: Proposer shall begin performance of the Contract promptly upon
delivery and acceptance by the Purchasing & Material Management Department of all Bonds (if required) and receipt
by the Proposer of a fully executed Agreement and Purchase Order. The Proposer is obligated to completely and
satisfactorily perform the Contract within the period or periods specified in the Contract Documents.
13. LATE FEES: Late deliveries or service performance in excess of twenty (20) calendar days shall be assessed late
delivery charge. This late charge shall be assessed at 2.5% per calendar day of the total dollar value (before tax) of
the late delivered goods or services. This penalty shall commence on the first day following the end of the specified
delivery period. This penalty shall be taken as a credit against the Proposer's invoice to the District. Assessment of
late fees shall not negate any of the other rights and remedies stipulated in the Contract.
14. INDEPENDENT CONTRACTOR: The parties intend that the awarded Proposer, in performing the services herein
specified, shall act as an independent Proposer and shall have control of the work and the manner in which it is
performed. Proposer is not to be considered an agent or employee of District and is not entitled to participate in any
pension plans, insurance, bonus or similar benefits District provided to its employees.
15. INDEMNIFICATION: The Contractor shall defend, indemnify, and hold the District and its Board of Trustees, officers,
agents, employees and volunteers harmless from any and all liabilities, claims, damages, obligations, actions,
lawsuits, losses, judgments, fines, penalties, costs or expenses (including reasonable attorneys' fees) arising from or
relating to the Contractor's work performed under this Agreement to the full extent permitted under California law for
Contractor's negligence. This shall include the Contractor fully defending, indemnifying and holding harmless the
District for any negligence of the Contractor arising directly or indirectly from Contractor's performance of this contract,
including, but not limited to, the use of facilities or equipment provided by the District or others. Contractor specifically
acknowledges and agrees that Contractor has an independent obligation to defend the District and its employees from
any liabilities or potential claims which actually or potentially fall within this indemnification provision even if such claim
is or may be groundless, fraudulent, or false.
16. INSURANCE REQUIREMENTS. Contractor agrees that Proposer has a separate and independent obligation to
procure insurance for the District. This requirement is in addition to and separate from Proposer's Agreement to
defend, indemnify and hold harmless the District.
As part of this Agreement, Proposer agrees to procure the following insurance:
a. Commercial General Liability: Proposer shall obtain a commercial general liability (broad form) insurance policy
which provides insurance on an occurrence basis for personal injury, death or property damage which may arise
from any and all work performed by Proposer for the District, including on District facilities and grounds, with
policy limits of not less than $1,000,000 per occurrence and $2,000,000 general aggregate for personal injury,
bodily injury and property damage including products and completed operations; and
b. Automobile Liability; $1,000,000 per accident for bodily injury and property damage under Business Automobile
Liability Coverage Form Number CA 00 01, (any auto).
c. Additional Insured: The District and its Board of Trustees, officers, employees, agents and volunteers shall be
named as an additional insured under the policy of insurance by Proposer, and Proposer agrees that it has a
separate and independent obligation to verify the District is a named as an additional insured whenever Proposer
performs work for the District; and
d. Certificate of Insurance: Proposer shall obtain a certificate of insurance with the insurance company's
endorsement of commercial general liability insurance setting forth the policy limits and that the District and its
Board of Trustees, officers, employees, agents and volunteers are named as an additional insured under the
policy and provide it to the District. (The failure to provide the certificate of insurance containing this information to
the District shall not constitute a waiver of the requirement of the Proposer to obtain the specific insurance
specified above). The insurance policy shall contain provisions which include that Proposer's insurance policy is
primary coverage and shall apply both before the District insurance policy, and that the insurer shall not agree to
request or call upon the District for any contribution in the settlement of any claim arising from the Proposer's work
RFP #04-15 Robotic Training Center & Partnership
Page 7
for the District or use of District facilities or premises.
e. Waiver of Subrogation; Proposer agrees that in the event of loss due to any perils for which it has agreed to
provide Commercial General and Automobile Liability insurance, Proposer shall look solely to its insurance
carrier(s) for recovery and grants a waiver of any right to subrogation which any such insurer of Proposer may
acquire against the District by virtue of payments of any loss under this insurance.
17. NON-DISCRIMINATION ENDORSEMENT. It is the policy of the District that the Proposer and District mutually agree
that they will comply with all applicable Federal and California state anti-discrimination laws and regulations and agree
not to unlawfully discriminate against any prospective or active employee engaged in the work on the basis of race,
color, age, ancestry, national origin, sex, religious creed, marital status, or physical or mental disability, or sexual
orientation or any other category protected by law, including but not limited to, the California Fair Employment
Practice Act, beginning with Labor Code Section 1410, and Labor Code Section 1735. In addition, the Proposer
agrees to require like compliance by all subcontractors employed. Proposer and District mutually agree that they will
comply with all applicable federal and state anti-discrimination laws and regulations, and agree not to unlawfully
discriminate against Students on the basis of race, color, creed, religion, sex, age, national origin, ancestry, marital
status, physical or mental disability, sexual orientation, or any other category protected by law.
18. PROVISIONS REQUIRED BY LAW DEEMED INSERTED: Each and every provision of law and clause required by
law to be inserted in this contract shall be deemed to be inserted herein, and the contract shall be read and enforced
as though it were included herein, and if through mistake or otherwise any such provisions is not inserted, or is not
correctly inserted, then upon application of either party, the contract shall forthwith be physically amended to make
such insertion or correction.
19. ELECTRONIC AND INFORMATION TECHNOLOGIES. The Proposer hereby warrants that the goods or services to
be provided to the District comply with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973,
as amended (29 U.S.C. '794d), and its implementing regulations set forth at Title 36, Code of Federal Regulations,
Part 194. The Proposer agrees to promptly respond to and resolve any complaint regarding accessibility of its
products or services. Proposer further agrees to indemnify and hold harmless the District from any claim arising out
of its failure to comply with the aforesaid requirements. Failure to comply with these requirements shall constitute a
breach and be grounds for termination of this order or agreement.
20. CERTIFICATION REGARDING DEBARMENT, SUSPENSION OR OTHER INELIGIBILITY. (applicable to all orders
or agreements funded in part or in whole with federal funds) - The Proposer agrees to comply with applicable
federal suspension and debarment regulations, including, but not limited to, regulations implementing Executive Order
12549 (29 C.F.R. Part 98). The Proposer certifies to the best of its knowledge and belief that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
covered transactions by any federal department or agency;
b. Have not, within a three-year period preceding the receipt of this purchase order, been convicted of, or had a civil
judgment rendered against them, for: (1) Commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state or local) or private transaction or contract; (2) Violation
of Federal or State antitrust statutes; (3) Commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, tax evasion, receiving stolen property, making false claims, or
obstruction of justice; or (4) Commission of any other offense indicating a lack of business integrity or business
honesty that seriously and directly affects Proposer’s present responsibility;
c. Are not presently indicted for, or otherwise criminally or civilly charged by any government entity (federal, state or
local), with commission of any of the offenses enumerated above;
d. Have not, within a three-year period preceding the receipt of this purchase order or agreement, had one or more
public transactions (federal state or local) terminated for cause or default;
e. Shall not, except as otherwise provided under applicable federal regulations, knowingly enter into any lower tier
covered transaction with a person who is proposed for debarment, debarred, suspended, declared ineligible, or
voluntarily excluded by any federal department or agency from participation in such transaction; and
f. Include in all lower tier covered transactions, and all solicitations for covered transactions, provisions substantially
similar to those set forth herein.
21. STORM WATER PERMIT FOR CONSTRUCTION ACTIVITY. The District has adopted a Storm Water Management
Plan (SWMP). The SWMP was prepared in accordance with Waste Discharge Requirements for Storm Water
Discharges from Small Municipal Separate Storm Sewer Systems (General NPDES Permit No. CAS000004) adopted
by the State Water Resources Control Board. Proposer shall comply with the District’s SWMP requirements and
include all costs for compliance in the Contract amount. Proposer shall also comply with the lawful requirements of
other agencies regarding discharges to the storm drain system or other watercourses, including applicable City,
County, State and Federal storm water requirements.
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Page 8
The Proposer shall, if required, shall be solely responsible for preparing and implementing a Storm Water Pollution
Prevention Plan (SWPPP) prior to initiating work. The Proposer shall be responsible for complying with the provisions
of the Permit and the SWPPP, including the standard provisions, monitoring and reporting requirements as required
by Permit. It shall be the responsibility of the Proposer to evaluate and include in the proposal the cost of complying
with the SWPPP and any necessary revisions to the SWPPP. The Proposer shall also include in their proposal the
cost of monitoring as required by the SWPPP Permit. All trade Proposers are responsible for repair and replacement
of SWPPP control measures disturbed by own operations. All trade Proposers are responsible for adhering to the
approved SWPPP plan.
22. COMPLIANCE WITH LOCAL, STATE AND FEDERAL REGULATIONS. The Proposer shall comply with all lawful
requirements of the United States, the State of California, the District, and all applicable municipalities and local
agencies.
23. CONFLICTS CHECK: The District reserves the right, before any contract award is made, to require any Proposer to
whom it may make a contract award, to do a conflicts check and disclose all actual and potential conflicts to the
District. In the event a conflicts check is required, the District will provide a list of major vendors doing a significant
amount of business with the District. The potential Proposer must disclaim in writing any conflict of interest.
Furthermore, the District reserves its rights to reject the selected Proposer if its conflicts check reveals actual conflicts,
and go to the next preferred Proposer.
24. ANTI-KICKBACKS AND FRAUD: Under Federal Pub. L. 99-634, Section 51 to 58 of the “Anti-Kickback Act of 1986”,
which is an amendment of 1946, “the practice of subcontractors of paying fees or kickbacks, or of granting gifts or
gratuities or employees of cost-plus-a-fixed-fee or cost-reimbursable prime contractors, for the purpose of securing the
ward of contract...” These practices are illegal and the District will not condone or participate in any such practices.
Penalties include a maximum 10-year prison terms and a $250,000 fines ($1,000,000 for business entities). The State of
California 1990 Public Contract-Disciplinary Procedure SB No. 2290, otherwise known as KOPP and SEYMOUR Acts,
Section 7115, prohibits fraud and collusion in an attempt to fix prices and kickbacks.
25. TERMINATION FOR DEFAULT: If the Proposer fails or neglects to supply or deliver any of said goods, articles, or
service at the prices named and at the time and place stated, the District may, without further notice or demand,
cancel and rescind this contract or may purchase said goods, supplies, or services elsewhere, and hold the Proposer
responsible and liable for all damages which may be sustained thereby, or on account of the failure or neglect of the
Proposer in performing any of the terms and conditions of this contract; it being specifically provided and agreed that
time shall be of the essence in this agreement. The foregoing provisions are in addition to and not in limitation of any
other rights or remedies available to the District.
26. DOCUMENT MODIFICATIONS: This writing is intended both as the final expression of the Agreement between the
parties hereto with respect to the included terms and as a complete and exclusive statement of the terms of the
Agreement. No modification of this Agreement shall be effective unless and until such modification is evidenced by a
writing signed by both parties.
27. TRANSFER OF RIGHTS: Proposer assigns to the District all rights throughout the work in perpetuity in the nature of
copyright, trademark, patent, right to ideas, in and to all versions of the plans and specifications now or later prepared
by Proposer in connection with the project, if any. Proposer agrees to take such actions as are necessary to protect
the rights assigned to the District in this Agreement, and to refrain from taking any action which would impair those
rights. Proposer’s responsibilities under this contract include, but are not limited to, placing proper notice of copyright
on all versions of the plans and specifications as Proposer may direct, and refraining from disclosing any versions of
the plans and specifications to any third party without first obtaining written permission of the District.
28. EXTRA (CHANGED) WORK: Only the Director of Purchasing and Material Management or designee may authorize
extra (and/or changed) work. The parties expressly recognize that District and College personnel are without
authorization to either order extra (and/or changed) work or waive contract requirements. Failure of the Proposer to
secure proper authorization for extra work shall constitute a waiver of any and all right to adjustment in the contract
price or contract time due to such unauthorized extra work and the Proposer thereafter shall be entitled to no
compensation whatsoever for the performance of such work.
29. OWNERSHIP OF WORK PRODUCT: The District shall be the owner of and shall be entitled to immediate
possession of accurate reproducible copies of any design computations, plans, correspondence or other pertinent
data and information gathered or computed by the Proposer prior to termination of any Agreement by the District or
upon completion of the work pursuant to an Agreement.
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30. ATTORNEYS' FEES: If suit is brought by either party to this Agreement to enforce any of its terms (including all
component parts of the Contract Documents), and the District prevails in such suit, the Proposer shall pay all litigation
expenses incurred by the District, including attorneys' fees, court costs, expert witness fees and investigation
expenses.
31. PROPOSER'S WARRANTY: The District has relied upon the professional ability and training of the Proposer as a
material inducement to enter into any Agreement. The Proposer hereby warrants that all its work will be performed in
accordance with generally accepted professional practices and standards as well as the requirements of applicable
federal, state and local laws, it being understood that acceptance of Proposer’s work by the District shall not operate
as a waiver or release.
32. TAXES: The Proposer agrees to file federal and state tax returns and pay all applicable state and federal taxes on
amounts paid pursuant to this Agreement. In case the District is audited for compliance regarding any applicable
taxes, the Proposer agrees to furnish the District with proof of payment of taxes on those earnings.
33. DRUG FREE/SMOKE FREE/ALCOHOL FREE POLICY. All District sites are designated drug-free/smokefree/alcohol-free. The use or abuse of controlled substances, tobacco products, and alcohol will not be tolerated.
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Information for Proposers
RFP #04-15 Robotic Training Center & Partnership
1. SECURING DOCUMENTS: Specifications and other contract document forms will be available without charge and
may be secured by prospective proposers by contacting Kim Simonds at 760-795-6755 or ksimonds@miracosta.edu.
2. PROPOSALS: Proposals to receive consideration shall be made in accordance with the following instructions:
a. Proposals shall be received in the Purchasing and Material Management Department on or before 10:00 AM,
Friday, January 9, 2015.
b. The proposer shall submit complete information on the services stated in proposal form. Failure to do so may
nullify the proposal. Any concerns regarding the specifications must be called to the attention of the District no
later than January 5, 2015.
c. Before submitting a proposal, proposers shall carefully read the specifications and the forms of other documents.
They shall fully inform themselves as to all existing conditions and limitations, and shall include in the proposal a
sum to cover the cost of all items included in the contract. No allowance will be made because of lack of such
examination or knowledge.
d. The decision as to acceptability of the proposal or the goods and/or services referenced therein rests solely with
the District, including the right to waive any informality in any proposal. The District reserves the right to reject the
proposal of any proposer who has previously failed to perform properly or complete on time, contracts of a similar
nature
e. If any person contemplating submitting a proposal for the proposed contract is in doubt as to the true meaning of
any part of the specifications, or other proposed contract documents, or finds discrepancies in, or omissions from
the specifications, they are instructed to contact Kim Simonds, Buyer, at (760) 795-6755, to request an
interpretation or correction thereof. The District may require that such request be in writing, in which case the
person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the
proposed documents will be made by Addendum duly issued by the Buyer, and a copy of such Addendum will be
mailed or delivered to each person receiving a set of such documents. The District will not be responsible for any
other explanation or interpretation of the proposed documents.
2. PRICES: All proposal prices shall include separate Proposals for each item or unit specified. Corrections may be
inserted prior to the proposal opening. In any case in which the total proposal price does not equal the unit prices
times the quantities indicated, unit prices shall govern.
3. ADDENDA OR BULLETINS: Any addenda or bulletins issued by the MiraCosta Community College District during
the time of proposing or forming a part of the documents issued to the proposer for the preparation of their proposal
shall be covered in the proposal and shall be made a part of the contract.
4. WITHDRAWAL OF PROPOSALS: Any proposer may withdraw its proposal, either personally or by a written request,
at any time prior to the scheduled time for opening of proposals, but not after. No proposer may withdraw their
proposal for a period of sixty (60) days after the date set for the opening.
5. AWARD OR REJECTION OF PROPOSALS: The Contract will be awarded to the proposer based on selection
criteria outlined in this request for proposals. The Governing Board of MiraCosta Community College District,
however, reserves the right to reject any/or all proposals, to accept or reject any one or more items of a proposal, and
to waive any informality in the proposals or in the bidding. The District reserves the right to reject the proposal of any
proposer who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject
the bid of a proposer who is not in a position to perform such contract satisfactory. The District expressly reserves the
right to reject the Proposal of any proposer who is in default of payment of taxes, licenses or other monies due to the
District.
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Proposal Criteria
RFP #04-15 Robotic Training Center & Partnership
History and Goal
With the increase in manufacturing and the extensive maritime technology prevalent in San Diego County, the need for
versatile industrial and production technicians has reached a critical demand. In an effort to respond to that need,
MiraCosta College Community Services department pursued a Department of Labor (DOL) grant in 2013 and was
awarded 2.75 million dollars on October 1st, 2013 to expand its Machinist Program and create a new Engineering
Technician program. Both of these programs will be housed in a new 23,000 square foot MiraCosta College Training
Center located in the heart of the Carlsbad Industrial Park. The building will be remodeled from December - February
2015 and will be ready for occupancy by the middle of March 2015. The first cohort of students for the Engineering
Technician Course will begin their 550 hour training program at the end of March. This course will allow students to learn
the fundamentals of electricity, electronics, machine mechanics, automation, robotics, hydraulics and pneumatics. In
addition to the above mentioned coursework, students will receive an overview of the ways in which each of the areas
relates to maritime technology (underwater robots, underwater wifi, ocean drones, seawater corrosion, etc.) The new
training center is designed to be a hub of work skills training for North County and serve both new workers and existing
employees from nearby companies. The need for solid, durable and current equipment and machines is vital to the
success of this program. The DOL expects these federally funded programs to be relevant, comprehensive and of the
highest quality. Equipment must be easy to use with outstanding training materials and excellent customer service by the
vendor.
Equipment Specifications
“Spider” Robot Specs:
 6-Axis mechanical robot with vision system
 Mate controller
 Handling tool software
 iPendant with or without touch screen
 Training cart with enclosure
 120 volt AC transformer
 Integrated Air compressor
 Gripper accessories
2nd Robot arm for mechatronic training system by Festo, SMC, or similar
 6-Axis mechanical robot with vision system
 Mate controller
 Handling tool software
 iPendant with or without touch screen
 Training cart with enclosure
 120 volt AC transformer
 Integrated Air compressor
 Gripper accessories
Certification for instructor and students
Proposal Format
Please follow the format as specified in this section. Failure to include all specified sections in the response to this RFQ
may result in the disqualification of the respondent. The submission should address the following items succinctly and
specifically within the appropriate sections as noted below.
1. Title Page: Firm name, address, telephone, fax and e-mail address. Also, name and title of point of contact.
2. Table of Contents: Must include a complete and clear listing of headings and page numbers to allow easy location
of key information.
3. Executive Summary: Provide a one page overview of the entire submission describing the highlights.
RFP #04-15 Robotic Training Center & Partnership
Page 12
4. Identification of Respondent: (Identification of Respondent should be limited to one page.)
a. Legal name of company; legal form of company (partnership, corporation, joint venture, etc.).
b. Location of firm: Provide the address of the primary firm,
c.
Number of years individual/firm has been in business.
5. Description of Equipment and Partnership: Provide information regarding the company’s experience and ability to
provide equipment and a partnership that will assist the District in obtaining its goals and objectives. This should
include the following:
a. Partnership Information:
i. Describe, in detail, how your company and products would assist us in our goal to increase the number of
skilled manufacturing/engineering technicians and to upgrade the technical skills of those already
employed.
ii. How will your company market our training center in order to help drive students/incumbent workers to our
programs?
b. In order to meet our regional vocational needs, the District wants to offer curriculum and equipment that reflects
work processes currently within the San Diego region. Please provide locations where your product is currently
being used for training and/or is being used in a commercial setting.
c.
Provide a description of your company’s proposed training equipment, materials and services, to be offered to our
instructors and students, including all associated costs.
i. Classroom Size: Included in this proposal are the plans for the new Training Center located in Carlsbad. It
is the re sponsibility of the proposer to ensure that the equipment can be placed in the appropriate
classroom within the confines of the amount of. These machines will be housed in the Engineering
Classroom #2, Room 48 on the plans.
d. Warranty/Maintenance/Service of equipment
i. What is the warranty that comes with the proposed equipment?
ii. What is the annual maintenance agreement cost? Provide pricing for the following time periods.
Date of Installation – June 30, 2016
July 1, 2016 – June 30, 2017
July 1, 2017 – June 30, 2018
iii. Where is your service center? How many staff personnel are available to service the proposed equipment?
Where are your parts distributed from? What is your response time? Provide costs for emergency on-call
service calls.
iv. What is the Delivery Cost?
v. What is the Installation Cost?
e. The District is looking for delivery and installation of all equipment upon completion of construction in March. All
delivery, installation and training would need to be completed by March 9, 2015. Is your company able to
guarantee delivery and installation on this date?
6. Additional Information and Comments: Include any other information that you feel is pertinent but not specifically
asked for herein.
7. Required Forms. Provide completed copies of the Non-Collusive Bidding Declaration, Workers’ Compensation
Certification, Proposal Certification and the Payee Data Record.
RFP #04-15 Robotic Training Center & Partnership
Page 13
Evaluation Points Matrix
RFP #04-15 Robotic Training Center & Partnership
The following matrix will be used in the evaluation of each Proposal.
a. Training Partnership
Points
(For Office Use Only)
(Rate - Maximum 25 pts. / Minimum 0 pts.)
b. References
Points
(For Office Use Only)
(Rate - Maximum 10 pts. / Minimum 0 pts.)
c. Price
Points
(For Office Use Only)
(Rate - Maximum 35 pts. / Minimum 0 pts.)
d. Services / Maintenance
Points
(For Office Use Only)
(Rate - Maximum 20 pts. / Minimum 0 pts.)
e. Delivery by Requested Date
Points
(For Office Use Only)
(Yes = 10 pts., No = 0 pts.)
Grand Total
Points
(Maximum 100 pts.)
For Office Use Only
RFP #04-15 Robotic Training Center & Partnership
Page 14
Notice of “No Proposal”
RFP #04-15 Robotic Training Center & Partnership
If you choose not to respond to this Request for Robotic Training Center & Partnership, please indicate below. This will
help us to create and maintain more accurate and effective proposers’ lists:
 We do not wish to proposal on this project at this time. Please retain us on the proposers list in consideration of future
projects.
 We do not wish to proposal on this project, nor on any similar projects in future with regard to this commodity.
Reason for not Proposal:
Proper Name of Proposer
Address
Authorized Agent Name and Title
City, State, Zip
Authorized Agent Signature
Phone
E-mail address
Fax
RFP #04-15 Robotic Training Center & Partnership
Page 15
Agreement
RFP #04-15 Robotic Training Center & Partnership
[To be executed between the District and the awarded vendor(s)]
This AGREEMENT, made and entered into this
day of
Community College District, hereinafter called the “District”, and
“Contractor”.
, 20
by and between the MiraCosta
, hereinafter called the
WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and
agree with each other as follows:
THE CONTRACT DOCUMENTS: The complete contract consists of the following documents: The General Provisions,
Notice to Proposers, the Information for Proposers, the Accepted Proposal, the Specifications / Proposal Form, and the
Agreement, including all modifications thereof duly incorporated therein, and the Purchase Order, if applicable. Any and
all obligations of the District and the Contractor or fully set forth and described therein or are reasonable inferable that any
work called for in one and not mentioned in the other, or vice versa, is to be executed the same as if mentioned in said
documents. The documents comprising the complete contract are sometimes hereinafter referred to as the Contract
Documents, or the Contract.
THE MATERIALS, SUPPLIES and/or SERVICES: The Contractor agrees to furnish the item(s) of the stated proposal
listed herein, and all transportation, service, labor and material necessary to furnish and deliver same in good condition, in
the manner designated in, and in strict conformity with the Request for Proposal at the price or prices hereinafter set forth.
The District shall not be responsible for the care or protection of any property, material, or parts ordered against said
contract before date of its delivery and acceptance by the District. It is understood by the Contractor that all items or
service will be promptly delivered to the District. The items and/or services awarded are as follows:
RFP #04-15 Robotic Training Center & Partnership
NOTICE TO PROCEED: The Contractor shall not proceed to deliver the awarded items and/or perform the services as
awarded until the District has issued the Contractor an official Notice to Proceed and/or an official District Purchase Order.
EXTRA (CHANGED) WORK: Only the Director of Purchasing and Material Management or designee may authorize
extra (and/or changed) work. Failure of the Contractor to secure proper authorization for extra work shall constitute a
waiver of any and all right to adjustment in the contract price or contract time due to such unauthorized extra work and the
Contractor and the Proposer thereafter shall be entitled to no compensation whatsoever for the performance of such work.
Contractor:
District:
MiraCosta College District
By:
By:
Official Authorized Signature
Official Authorized Signature
Susan Asato
Printed Name
Its:
Printed Name
Its:
Director of Purchasing & Material Management
Title
Title
Date
Date
RFP #04-15 Robotic Training Center & Partnership
Page 16
Proposal Certification
RFP #04-15 Robotic Training Center & Partnership
I,
, the
of the firm, hereby certify under
penalty of perjury under the laws of the State of California, that all of the information submitted by the
respondent in connection with this submittal and all of the representations made herein are true and correct and
that the respondent named below is legally authorized to enter into contracts with the District.
Executed on this
day of
, 20
at
County, California.
Name of Firm
Address
Printed Name of Responsible Financial Agent
City, State, Zip
Authorized Agent Signature
Phone
E-mail address
Fax
Federal Tax ID
RFP #04-15 Robotic Training Center & Partnership
Page 17
Non-Collusive Proposal Declaration
RFP #04-15 Robotic Training Center & Partnership
[To be Executed by Proposer and Submitted with Proposal]
I,
(Name of Proposer's Authorized Officer or Agent) declare as follows:
That I am the
(Title) of
(Legal Name of Proposer), the party making the attached proposal; that the proposal is not made in the interest of, or on
behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is
genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer
to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any
proposer or anyone else to put in a sham proposal, or that anyone shall refrain from Proposal, that the proposer has not in
any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal
price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that
of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in
the proposed contract; that all statements contained in this proposal are true, and, further, that the proposer has not,
directly or indirectly, submitted his proposal price or any breakdown thereof, or the contents thereof, or divulged
information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company,
association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham
proposal.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed
the
day of
, 20
, at
.
Signature of Proposer's Authorized Officer or Agent
RFP #04-15 Robotic Training Center & Partnership
Page 18
Workers’ Compensation Certification
RFP #04-15 Robotic Training Center & Partnership
RESPONDENT’S CERTIFICATION REGARDING WORKERS’ COMPENSATION
State of California Labor Code section 3700 in relevant part provides:
Every employer except the State shall secure the payment of compensation in one or more of the following ways:

By being insured against liability to pay compensation in one or more insurers duly authorized to write
compensation insurance in this State.

By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given
upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any
compensation that may become due to his employees.
I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against
liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of the code, and I will
comply with such provisions before commencing the performance of the work of this contract.
Proper Name of Proposer
Signature of Authorized Agent/Officer
Date
In accordance with article 5 (commencing at section 1860), chapter 1, part 7, division 2 of the Labor Code, the above
certificate must be signed and filed with the awarding body prior to performing any work under this contract.
RFP #04-15 Robotic Training Center & Partnership
Page 19
MiraCosta Community College District
PAYEE DATA RECORD
(Required in lieu of IRS W-9)
MiraCosta Community College District
Attn: Purchasing Department
One Barnard Drive
Oceanside, CA 92056
Phone: (760) 795-6793
FAX:
(760) 795-6795
PLEASE
RETURN or
FAX TO:
PURPOSE: Information contained in this form will be used by
the District to prepare State of California Employment
Development Department DE542 Reporting, Internal Revenue
Form 1099, and for withholding on payments to nonresident
payees. Prompt return of this fully completed form will
prevent delays when processing payment.
(See Privacy Act Notice on page 4 of instructions)
PARTS 1-7 are to be completed by PAYEE
Name (If sole proprietor or single-owner LLC, enter owner’s full name here — Last Name, First Name, and Middle Initial) (See page 2, Specific Instructions):
PART 1

PAYEE DATA
Business name, if different from above—trade or “doing business as (DBA)” name. (See page 2, Specific Instructions)
Please print
using block
letters

Mailing address (Number and Street including Suite No. or Apartment No. – DO NOT USE POST OFFICE BOX ADDRESS):

City, state and zip code:

Phone number:

PART 2
podiatry, psychotherapy, optometry,
chiropractic, etc.)
EXEMPT CORPORATION (Nonprofit)
CHECK ONE BOX
ONLY
PART 3
PAYEE’S
TAXPAYER I.D.
NUMBER
Toll free number:

MEDICAL CORPORATION (including dentistry,
PAYEE ENTITY
TYPE
Fax number:
ALL OTHER CORPORATIONS

PARTNERSHIP
ESTATE OR TRUST
LIMITED LIABILITY PARTNERSHIP (LLP)
INDIVIDUAL/SOLE PROPRIETOR
LIMITED LIABILITY COMPANY (LLC)
ELECTING CORPORATE STATUS ON
FORM 8832
LIMITED LIABILITY COMPANY (LLC)
Single Owner
FEDERAL/STATE/LOCAL GOVERNMENT
SOCIAL SECURITY NUMBER IS REQUIRED FOR INDIVIDUAL/SOLE PROPRIETOR BY AUTHORITY OF THE
REVENUE AND TAXATION CODE SECTION 18646.
IF PAYEE ENTITY TYPE IS A COPORATION, PARTNERSHIP, LLP,
CORPORATE STATUS LLC, ESTATE OR TRUST, OR
FEDERAL/STATE/LOCAL GOVERNMENT, ENTER FEIN:
IF PAYEE ENTITY TYPE IS INDIVIDUAL/SOLE PROPRIETOR,
OR SINGLE OWNER LLC, ENTER SSN:

FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN)


SOCIAL SECURITY NUMBER (SSN)
PART 4
FOR U.S. PAYEES EXEMPT FROM BACKUP WITHHOLDING (See page 3 of instructions)
PART 5
CHECK APPROPRIATE BOXES
Exempt from
backup withholding
California Resident – Qualified to do business in CA or a permanent place of business in CA
PAYEE
RESIDENCY
STATUS
Nonresident (See page 3 of instructions) Payments to non residents for services may be subject to state withholding
WAIVER OF STATE WITHHOLDING FROM FRANCHISE TAX BOARD ATTACHED
SERVICES PERFORMED OUTSIDE OF CALIFORNIA
PART 6
CERTIFYING
SIGNATURE
NOTE: Payment
will not be
processed without
an accompanying
taxpayer I.D.
number.
NOTE:
a. An estate is a resident if
decedent was a California
resident at time of death.
b. A trust is a resident if at least
one trustee is a California
resident.
(See page 3 of instructions)
Under penalties of perjury, I certify that:
1. 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
2. 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 (IRS) 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, and
3. I am a U.S. person (including a U.S. resident alien)
Certification Instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to
backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2
does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an
individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the
Certification, but you must provide your correct TIN (See the attached instructions.)
SIGNATURE OF U.S. PERSON
DATE


Payee Data Record
PART 7
TYPE OF
BUSINESS
ENTERPRISE
CHECK IF APPLICABLE AND PROVIDE A COPY OF CERTIFICATION
Disabled Veteran Business Enterprise
Minority Business Enterprise
Woman Owned Business Enterprise
Rev. 1/12
RFP #04-15 Robotic Training Center & Partnership
Page 20
PAYEE DATA RECORD
(Required in lieu of IRS Form W-9)
Purpose of Form
Payments you receive will be subject to backup withholding if:
A person who is required to file an information return with the IRS must obtain your
1.
You do not furnish your TIN to the requester, or
correct taxpayer identification number (TIN) to report, for example, income paid to you,
2.
You do not certify your TIN when required (see the Part 6 instructions given below
for details), or
3.
The IRS tells the requester that you furnished an incorrect TIN, or
4.
The IRS tells you that you are subject to backup withholding because you did not
report all your interest and dividends on your tax return (for reportable interest
and dividends only), or
5.
You do not certify to the requester that you are not subject to backup withholding
under 4 above (for reportable interest and dividend accounts opened after 1983
only).
real estate transactions, mortgage interest you paid, acquisition or abandonment of
secured property, cancellation of debt, or contributions you made to an IRA.
U.S. Person. Use Form W-9 only if you are a U.S. person (including a resident alien), to
provide your correct TIN to the person requesting it (the requester) and, when applicable,
to:
1.
Certify that the TIN you are giving is correct (or you are waiting for a number to be
issued,
2.
Certify that you are not subject to backup withholding, or
3.
Claim exemption from backup withholding if you are a U.S. exempt payee.
Certain payees and payments are exempt from backup withholding. See the Part 4
instructions and the separate Instructions for the Requester of Form W-9.
Note: If a requester gives you a form other than Form W-9 to request your TIN, you
Penalties
must use the requester’s form if it is substantially similar to IRS Form W-9.
Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are
Foreign Person. If you are a foreign person, use the appropriate Form W-8 (see Pub.
subject to a penalty of $50 for each such failure unless your failure is due to reasonable
515, Withholding of Tax on Nonresident Aliens and Foreign Entities).
cause and not to willful neglect.
Nonresident alien who becomes a resident alien. Generally, only a nonresident alien
Civil penalty for false information with respect to withholding. If you make a false
individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain
statement with no reasonable basis that results in no backup withholding, you are subject
types of income. However, most tax treaties contain a provision known as a “saving
to a $500 penalty.
clause.” Exceptions specified in the saving clause may permit an exemption from tax to
Criminal penalty for falsifying information. Willfully falsifying certifications or
continue for certain types of income even after the recipient has otherwise become a U.S.
affirmations may subject you to criminal penalties including fines and/or imprisonment.
resident alien for tax purposes.
If you are a U.S. resident alien who is relying on exception contained in the saving clause
of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must
attach a statement that specified the following five items:
1.
The treaty country. Generally, this must be the same treaty under which you
claimed exemption from tax as a nonresident alien.
2.
The treaty article addressing the income.
3.
The article number (or location) in the tax treaty that contains the saving clause
and its exceptions.
4.
The type and amount of income that qualifies for the exemption from tax.
5.
Sufficient facts to justify the exemption from tax under the terms of the treaty
article.
Example. Article 20 of the U.S.-China income tax treaty allows an exemption from tax for
scholarship income received by a Chinese student temporarily present in the United States.
Under U.S. law, this student will become a resident alien for tax purposes if his or her stay
Misuse of TINs. If the requester discloses or uses TINs in violation of Federal law, the
requester may be subject to civil and criminal penalties.
Specific Instructions
PART 1—PAYEE DATA (NAME)
If you are an individual, you must generally enter the name shown on your social security
card. However, if you have changed your last name, for instance, due to marriage without
informing the Social Security Administration of the name change, enter your first name, the
last name shown on your social security card, and your new last name.
If the account is in joint names, list first, and then circle the name of the person or entity
whose number you enter in Part 3 of the form.
Sole proprietor. Enter your individual name as shown on your social security card in the
“Name” box of Part 1. You may enter your business, trade, or “doing business as (DBA)”
name in the “Business Name” box. You may not enter only the business name.
in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol
to the U.S.-China treaty (dated April 30, 1984) allows the provisions of Article 20 to
Limited liability company (LLC). If you are a single-member LLC (including a foreign
continue to apply even after the Chinese student becomes a resident alien of the United
LLC with a domestic owner) that is disregarded as an entity separate from its owner under
States. A Chinese student who qualifies for this exception (under paragraph 2 of the first
Treasury regulations section 301.7701.3, enter the owner’s name in the “Name” box.
protocol) and is relying on this exception to claim an exemption from tax on his or her
Enter the LLC’s name in the “Business Name” box.
scholarship or fellowship income would attach to Form W-9 a statement that includes the
Other entities. Enter your business name as shown on required Federal tax documents
information described above to support that exemption.
in the “Name” box. This name should match the name shown on the charter or other legal
If you are a nonresident alien or a foreign entity not subject to backup withholding,
documents creating the entity. You may enter any business, trade, or DBA name in the
give the requester the appropriate completed Form W-8.
“Business name” box.
What is backup withholding? Persons making certain payments to you must withhold
PART 2—PAYEE ENTITY TYPE. Please check appropriate box.
and pay to the IRS 30% of such payments (29% after December 31, 2003; 28% after
Note: You are requested to check the appropriate box for your status (individual/sole
December 31, 2005). This is called “backup withholding.” Payments that may be subject
proprietor, corporation, etc.).
to backup withholding include interest, dividends, broker and barter exchange transactions,
rents, royalties, nonemployee pay, and certain payments from fishing boat operators. Real
estate transactions are not subject to backup withholding.
You will not be subject to backup withholding on payments you receive if you give the
requester your correct TIN, make the proper certifications, and report all your taxable
interest and dividends on your tax return.
PART 3—PAYEE’S TAXPAYER IDENTIFICATION NUMBER (TIN)
Enter your TIN in the appropriate box. If you are a resident alien and you do not
have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer
identification number (ITIN). Enter it in the social security number box. If you do not have
an ITIN, see How to get a TIN below.
If you are a sole proprietor, the District and the IRS prefer that you enter your
RFP #04-15 Robotic Training Center & Partnership
Page 20
PAYEE DATA RECORD
(Required in lieu of IRS Form W-9)
social security number. The State of California Employment Development
14.
A middleman known in the investment community as a nominee or custodian; or
Department requires your SSN on the DE542 report.
15.
A trust exempt from tax under section 664 or described in section 4947.
If you are a single-owner LLC that is disregarded as an entity separate from its owner (see
The chart below shows types of payments that may be exempt from backup withholding.
The chart applies to the exempt recipients listed above, 1 through 15.
Limited liability company (LLC) in Part 1), enter your SSN. If the LLC is a
corporation, partnership, etc., enter the entity’s EIN.
Note: See the chart on page 4 for further clarification of name and TIN combinations.
How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an
SSN, get Form SS-5, Application for a Social Security Card, from your local Social Security
Administration office or get this form on-line at www.ssa.gov/online/sst.html. You
If the payment is for…
THEN the payment is exempt for…
Interest and dividend payments
All exempt recipients except for 9
Broker transactions
Exempt recipients 1 through 13. Also, a
may also get this form by calling 1-800-772-1213. Use Form W-7, Application for IRS
person registered under the Investment
Individual Taxpayer Identification Number, to apply for an ITIN or Form SS-4, Application
Advisers Act of 1940 who regularly acts
as a broker
for Employer Identification Number, to apply for an EIN. Your can get Forms W-7 and SS4 from the IRS by calling 1-800-TAX-FORM (1-800-829-3676) or from the IRS’s internet
Barter exchange transactions and
Web Site at www.irs.gov.
patronage dividends
If you are asked to complete Form W-9 but do not have a TIN, write “Applied For” in the
Payments over $600 required to be
space for the TIN, sign and date the form, and give it to the requester. For interest and
reported and direct sales over $5,000
Exempt recipients 1 through 5
Generally, exempt recipients 1 through 7
1
2
dividend payments, and certain payments made with respect to readily tradable
instruments, generally you will have 60 days to get a TIN and give it to the requester
before you are subject to backup withholding on payments. The 60-day rule does not
1
See Form 1099-MISC, Miscellaneous Income, and its instructions.
2
However, the following payments made to a corporation (including gross proceeds paid to
apply to other types of payments. You will be subject to backup withholding on all such
an attorney under section 6045(f), even if the attorney is a corporation) and reportable on
payments until you provide your TIN to the requester.
Form 1099-MISC are not exempt from backup withholding: medical and health care
Note: Writing “Applied For” means that you have already applied for a TIN or that you
payments, attorneys’ fees; and payments for services paid by a Federal executive agency.
intend to apply for one soon.
PART 5—RESIDENCY STATUS
Caution: A disregarded domestic entity that has a foreign owner must use the
Each corporation, individual, sole proprietor, partnership, estate or trust doing
appropriate Form W-8.
business with the MiraCosta Community College District must indicate their residency
PART 4—EXEMPT FROM BACKUP WITHHOLDING
If you are exempt, enter your name as described above and check the appropriate box for
your status, then check the “Exempt from backup withholding” box in Part 4.
status along with their taxpayer identification number.
A corporation will be considered a “resident” if it has a permanent place of business
in California. The corporation has a permanent place of business in California if it is
organized and existing under the laws of this state or, if a foreign corporation, has
Generally, individuals (including sole proprietors) are not exempt from backup withholding.
qualified to transact intrastate business. A corporation that has not qualified to
Corporations are exempt from backup withholding for certain payments, such as interest
transact intrastate business (e.g., a corporation engaged exclusively in interstate
and dividends.
commerce) will be considered as having a permanent place of business in this state
Note: If you are exempt from backup withholding, you should still complete this form to
only if it maintains a permanent office in this state that is permanently staffed by its
avoid possible erroneous backup withholding.
employees.
Exempt payees. Backup withholding is not required on any payments made to the
For individuals/sole proprietors, the term “resident” includes every individual who
following payees:
is in California for other than a temporary or transitory purpose and any individual
domiciled in California who is absent for a temporary or transitory purpose. Generally,
1.
An organization exempt from tax under section 501(a), any IRA, or a custodial
account under section 403(b)(7) if the account satisfies the requirements of
section 401(f)(2);
2.
The United States or any of its agencies or instrumentalities;
perform a particular contract of short duration will be considered a nonresident.
3.
A state, the District of Columbia, a possession of the United States, or any of their
political subdivisions or instrumentalities;
For withholding purposes, a partnership is considered a resident partnership if it has
4.
A foreign government or any of its political subdivisions, agencies, or
instrumentalities; or
a permanent place of business in California. An estate is considered a California estate
5.
An international organization or any of its agencies or instrumentalities;
a California trust if at least one trustee is a California resident.
6.
A corporation;
7.
A foreign central bank of issue;
More information on residency status can be obtained by calling the Franchise Tax
Board at the numbers listed below:
8.
A dealer in securities or commodities required to register in the United States, the
District of Columbia, or a possession of the United States.
9.
A futures commission merchant registered with the commodity Futures Trading
Commission;
10.
A real estate investment trust;
11.
An entity registered at all times during the tax year under the Investment
Company Act of 1940;
Payments made to nonresident payees, including corporations, individuals, partnerships,
12.
A common trust fund operated by a bank under section 584(a);
California or receiving rent, lease or royalty payments from property (real or personal)
13.
A financial institution;
an individual who comes to California for a purpose, which will extend over a long or
indefinite period, will be considered a resident. However, an individual who comes to
if the decedent was a California resident at the time of death and a trust is considered
From within the United States, call ......................................... 1-800-338-0505
From outside the United Sates, call ........................................ 1-916-845-6600
For hearing impaired with TDD, call........................................ 1-800-822-6268
Are You Subject To Nonresident Withholding?
estates and trusts, are subject to withholding. Nonresident payees performing services in
RFP #04-15 Robotic Training Center & Partnership
Page 21
PAYEE DATA RECORD
(Required in lieu of IRS Form W-9)
located in California will have 7% of their total payments withheld for state income taxes.
(under section 529), IRA or Archer MSA contributions or distributions, and
However, no withholding is required if total payments to the payee are $1500 or less for
pension distributions. You must give your correct TIN, but you do not have to
the calendar year.
sign the certification.
A nonresident payee may request that income taxes be withheld at a lower rate or waived
by sending a completed form FTB 588 to the address below. A waiver will generally be
granted when a payee has a history of filing California returns and making timely estimated
payments. If payee activity is carried on outside of California or partially outside of
PART 7—TYPE OF BUSINESS ENTERPRISE
Please check every box that applies and attach appropriate certification.
What Name/Number to Give the Requester
California, a waiver or reduced withholding rate may be granted. For more information,
contact:
Franchise Tax Board
For this type of account:
Give name and SSN of:
1.
Individual
The individual
2.
Two or more individuals (joint
account)
The actual owner of the account or, if
combined funds, the first individual on the
account 1
3.
Custodian account of a minor
(Uniform Gift to Minors Act)
The minor
4.
a.
The usual revocable savings trust
(grantor is also trustee)
The grantor-trustee
b.
So-Called trust account that is
not a legal or valid trust under
state law
The actual owner
Nonresident Withholding Section
Attention: State Agency Withholding Coordinator
PO Box 651 Sacramento, CA 95812-0651
Telephone: (916) 845-4900
FAX: (916) 845-4831
If the Franchise Tax Board has authorized a reduced rate of withholding or
waiver, attach a copy to this form.
5.
PART 6—CERTIFICATION
Sole proprietorship or single-owner
LLC
2
1
1
The owner—See Footnote 3
To establish to the withholding agent that you are a U.S. person, or resident alien, sign the
For this type of account:
Give name and EIN of:
PAYEE DATA RECORD Form. The withholding agent may request you to sign even if items
6.
Sole proprietorship or single-owner
LLC
The owner—See 5 above and Footnote
3.
7.
A valid trust, estate, or pension trust
Legal entity
8.
Corporate or LLC electing corporate
status on Form 8832
The corporation
9.
Association, club, religious, charitable,
educational, or other tax-exempt
organization
1, 3, and 5 below indicate otherwise.
For a joint account, only the person whose TIN is shown in PART 2 should sign (when
required). Exempt recipients, see Exempt from backup withholding on page 2.
Signature requirements. Complete the certification as indicated in 1 through 5 below.
1.
2.
Interest, dividend, and barter exchange accounts opened before 1984 and
broker accounts considered active during 1983. You must give your correct
10. Partnership or multi-member LLC
TIN, but you do not have to sign the certification.
11. A broker or registered nominee
Interest, dividend and barter exchange accounts opened after 1983 and
12. Account with the Department of
Agriculture in the name of a public
entity (such as a state or local
government, school district, or prison)
that receives agricultural program
payments
broker accounts considered inactive during 1983. You must sign the
certification or backup withholding will apply. If you are subject to backup
withholding and you are merely providing your correct TIN to the requester, you
must cross out item 2 in the certification before signing the form.
3.
Real estate transactions. You must sign the certification. You may cross out item
2 of the certification.
4.
Other payments. You must give your correct TIN, but you do not have to sign the
certification unless you have been notified that you have previously given an
incorrect TIN. “Other payments” include payments made in the course of the
requester’s trade or business for rents, royalties, goods (other than bills for
merchandise), medical and health care services (including payments to
corporations), payments to a nonemployee for services, payments to certain fishing
boat crew members and fishermen, and gross proceeds paid to attorneys (including
payment to corporations).
5.
4
The organization
The partnership
The broker or nominee
The public entity
List first and circle the name of the persons whose number you furnish. If only one
person on a joint account has an SSN, that person’s number must be furnished.
1
2
Circle the minor’s name and furnish the minor’s SSN.
3
You must show your individual name, but you may also enter your business or
“DBA” name. The District and the IRS prefer that you provide your SSN. The
District needs your SSN for State of California EDD DE542 reporting purposes.
You may provide both you SSN and your EIN. The SSN will only be used for
State of California EDD DE542 reporting; your EIN will be used for IRS
1009MISC reporting
4
List first and circle the name of the legal trust, estate, or pension trust. (Do not furnish
the TIN of the personal representative or trustee unless the legal entity itself is not
designated in the account title.)
Note: If no name is circled when more than one name is listed, the number will be
considered to be that of the first name listed
Mortgage interest paid by you, acquisition or abandonment of secured
property, cancellation of debt, qualified state tuition program payments
Privacy Act Notice
Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest, dividends, and certain other
income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA or Archer MSA. The IRS uses
the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal
litigation, and to cities, states, and the District of Columbia to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, or to Federal and state
agencies to enforce Federal nontax criminal laws and to combat terrorism.
You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 30% of taxable interest, dividend, and certain other payments to a payee who does not give a TIN
to a payer. Certain penalties may also apply.
RFP #04-15 Robotic Training Center & Partnership
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