ROUND ROCK INDEPENDENT SCHOOL DISTRICT
Demographic Services
Request For Proposal (RFP) Number PE13-035
CONTRACT REQUIREMENTS
For establishing the terms and conditions for the contract, the awarded Proposer shall hereby be known as
Contractor.
1. DESCRIPTION. This contract shall be for the purchase of Demographic Services in accordance with the
instructions, terms and conditions, and requirements/specifications contained within this agreement.
2. TERM OF CONTRACT.
2.1. The contract shall be in effect on or about August 16, 2012 through June 30, 2014.
2.2. RRISD reserves the right to extend the contract upon Mutual Agreement by the parties for up to eight
(8) additional one year periods to update and / or modify the original deliverable. All extensions will be
done in writing prior to the end of the current contract.
2.3. In the event that sufficient funds are not appropriated for a full extension of the contract, the District
reserves the right to renegotiate and/or limit the original scope of the contract.
3. FEES.
3.1. The contract pricing shall include all pricing and costs as originally negotiated and awarded by the
District.
3.2. Fees for the final deliverables provided in the initial phase of the contract shall include all necessary
labor, supervision, travel, equipment, materials, supplies, and applicable fees, and are not to be billed
individually.
4. DELIVERABLES REQUIREMENTS.
4.1. The final deliverables (“report”) shall be provided by the Contractor to the assigned District
representative within sixty (60) calendar days after the award.
4.2. The report shall include all requirements set forth herein.
4.3. The Contractor shall provide the report in an electronic format readable by normally available computer
software (e.g. Adobe Reader .pdf), twelve (12) bound hard copies, and three (3) unbound hard copies.
4.4. At a minimum, the Contractor shall present the findings of the report to the Round Rock ISD Board of
Trustees at a regular or called Board meeting on a date and time set by the District Administration. The
Contractor may also be required to address the District’s Bond Oversight Committee on its findings.
5. SCOPE OF SERVICES.
5.1. Overview. The Contractor shall provide demographic services to include related projections and
analysis based on the requirements stated herein. Demographic services are required for the purpose
of:
5.1.1. Estimating and projecting the population and produce a student forecast for the next ten (10)
years;
5.1.2. Formatting Student forecast data by each school and grade;
5.1.3. Assess existing population characteristics and numbers;
5.1.4. Estimate and project the population through the District’s build-out;
5.1.5. Determine the future characteristics of the population based on existing master land use plans;
5.1.6. Determine how those characteristics could impact the educational needs and processes of the
school district and its students.
5.1.7. Examining and recommending options for future school attendance zones;
5.1.8. Recommending the general placement of new schools to accommodate the growth indicated in
the forecast; and
5.1.9. Providing other reports which would enhance the clarity of the data.
5.2. Deliverable / Report. The deliverable / report shall include:
5.2.1. Executive Summary of the Contractor’s findings;
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ROUND ROCK INDEPENDENT SCHOOL DISTRICT
Demographic Services
Request For Proposal (RFP) Number PE13-035
5.2.2.
5.2.3.
5.3.
5.4.
5.5.
5.6.
Contain the latest available computer-based street mapping of the RRISD area;
Include GIS database maps for the District, including:
5.2.3.1. School locations
5.2.3.2. Current attendance zones
5.2.3.3. Existing planning zones
5.2.3.4. Proposed municipal planning zones for the three types of schools (high schools,
middle schools, and elementary schools);
5.2.4. The Contractor shall use the latest census maps and/or available data to provide the following:
5.2.4.1. Block Groups
5.2.4.2. Total Residents
5.2.4.3. Total Residents under 18
5.2.4.4. Student Geocoding: Total Students by Census Block Group – All Grades
5.2.4.5. Student Geocoding: Total Students by Census Block Group – Pre-K
5.2.4.6. Student Geocoding: Total Students by Census Block Group – K-5
5.2.4.7. Student Geocoding: Total Students by Census Block Group – 6-8
5.2.4.8. Student Geocoding: Total Students by Census Block Group – 9-12
5.2.5. Future characteristics of the population based on existing master land use plans and determine
how those characteristics could impact the educational needs and processes of the school
district and its students;
5.2.6. Planning zones which are to incorporate existing school boundaries;
5.2.7. Provide appropriate land usage information including residential housing counts;
5.2.8. Validated current planning zones;
5.2.9. Determination if changes need to be made to the planning zones;
5.2.10. Reports for enrollment forecasting by planning zone, attendance zone and District for each year
of the next ten (10) years.
5.2.11. 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 include the reports tables and maps;
Data Files. Data files must match / work with existing Transfinder Software MapInfo format.
Board Presentation. The Contractor shall present the findings and model to the Superintendent’s
staff, the Board of Trustees and community committees as determined necessary by District
Administration.
Staff Training. The Contractor shall train District staff in systems applications and usage or
interpretation of data supplied by the Contractor.
Additional Contracted Services.
5.6.1. As needed during the term of the contract to include any extensions exercised, the District may
elect to utilize the expertise of the Contractor on an blended rate, hourly basis to update data
included in the original report, growth patterns, bond programs, boundary guidance / changes,
etc., or other services needed related to demographic services.
5.6.2. The District reserves the right to request a not-to-exceed price project proposal from the
Contractor prior to any additional services.
5.6.3. The hourly rate shall be all inclusive with the exception of travel. If travel is necessary and preapproved by District Administration, the District will reimburse based on the District travel per
diem rates adopted during the time of travel and any other reasonable expenses related to
travel for the purposes of providing the additional services.
6. COMMENCEMENT OF WORK.
6.1. Contracts for services will be put into effect by means of purchase orders executed by the Director of
Purchasing after award is determined.
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ROUND ROCK INDEPENDENT SCHOOL DISTRICT
Demographic Services
Request For Proposal (RFP) Number PE13-035
6.2.
The conditions stated herein are applicable and form a part of all contract documents and a part of the
terms of all purchase orders for items included in the specifications and proposal forms issued herewith.
7. PAYMENT.
7.1. The District must approve and sign off on all invoices prior to payment being made to insure all charges
are appropriate and all requirements have been met.
7.2. All amounts represented in the invoices shall match the contracts fees for the request for payment to be
made by the District representative. Failure on the part of the Contractor to provide accurate pricing will
delay payment until corrected.
8. INSURANCE. For the duration of this contract, the Contractor shall provide proof and maintain following
insurance coverage applicable to liability which could be incurred in conjunction with this project.
8.1. Workers’ Compensation as required by law including Owner’s Protective Liability.
8.2. Comprehensive Liability with minimum Bodily Injury Limits of not less than $500,000 for each accident
and $1,000,000 for the aggregate. It shall include Property Damage Liability Insurance with minimum
limits of not less than $500,000 for each accident and $1,000,000 for the aggregate. This policy shall
include Owner’s Protective Liability with the same minimum limits as above.
8.3. Comprehensive Automobile Liability Insurance to cover all vehicles owned by, hired by, or used on
behalf of the Contractor, with minimum combined single limit of $1,000,000.00.
8.4. A certificate of insurance for each of the above policies shall be delivered to the RRISD before any work
is started.
8.5. The Contractor shall have their insurance companies list the RRISD as a named insured on the
policies.
8.6. Certificates shall be sent to the RRISD Purchasing Department at each change or renewal during the
term of this contract.
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