REQUEST FOR PROPOSAL
RFP #16-002
TERMS, CONDITIONS, SPECIFICATIONS
AND FORMS
RFP #16-002
WIRELESS NETWORK PROJECT
Proposals will be received until: March 21, 2016 4:00 pm CST
Proposals will be received at:
Troup Independent School District
Attn: Shannon Capps
201 N. Carolina
PO Box 578
Troup, Texas 75789
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Troup Independent School District
RFP #16-002
Wireless Network Project
GENERAL INFORMATION, SUBMITTAL INFORMATION, TIME LINE
Troup ISD is soliciting “Request for Proposals” from qualified sources relative to provisions of the
following Request for Proposal (RFP). This procurement is seeking proposals for the purchase of District
Wireless Network Equipment, Cabling, Configuration, & Installation.
GENERAL INFORMATION
Troup ISD currently has one elementary school, one middle school and one high school. There are
approximately 1050 students and 168 staff and administrators that support the school system.
SUBMITTAL INFORMATION
All proposers must conduct a site visit and include all items required for submissions in order to be
considered. All proposers must submit the original and two copies of the signed proposal in a sealed
envelope clearly marked RFP #16-002 Wireless Network Project. At the time and place specified for
receipt of the proposal, the TISD will only release the names of the bidders who have submitted. No
other information will be released until TISD has made an award. Faxed or electronic responses will
NOT be considered.
Vendors may submit proposals in person or by mail in a sealed envelope clearly marked with the
proposing company’s, name, return address, the RFP number and opening date and
time.Proposals should be prepared in such a way as to provide a straightforward, concise
delineation of capabilities to satisfy the requirements of the RFP. Extensive binding, colored
displays, promotional materials, etc., are not necessary. Emphasis should be concentrated on
conformance and clarity of content.
QUESTIONS/RFP CLARIFCATION
Any questions must be submitted in email or fax form to:
Shannon Capps, Technology Director: Shannon@troupisd.org or faxed to Shannon Capps
Technology Director at 903-842-4563. All questions or requests must be received by March 11,
2016, 4:00 pm CST. All responses to questions will be answered on the District’s website at
www.troupisd.org. Answers citing the question, but not identifying the Vendor, will be
posted.
All documentation submitted by the vendors shall be deemed the property of TISD. No
documentation or certification shall be returned to any vendor.
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Troup Independent School District
RFP #16-002
Wireless Network Project
SUITABILITY
TISD reserves the right to accept or reject all or any part of any proposal, waive minor formalities, and to
be the sole judge of quality and suitability. The award of this contract is dependent on the availability of
funding. In the event funds do not become available, the contract may be terminated, or the scope
amended. A thirty (30) day written notice will be given to the vendor, and there shall be no penalty or
removal charges incurred by Troup ISD.
EQUAL EMPLOYMENT OPPORTUNITY
All proposers shall be in compliance with Executive Order 11246, entitled “Equal Employment
Opportunity” as amended by Executive Order 11375, and as supplemented in the Department of Labor
Regulations (41CFR Part 60). No individual shall be excluded from participating in, denied the benefit of,
subjected to discrimination under, or denied employment in the administration of, or in connection
with, any such program because of race, color, religion, sex, handicap, or political application or belief.
TIMELINE
EVENT
DATE
RFP Posted /470 Certification
February 22, 2016
Vendor Questions Due
March 11, 2016
Answers to Questions Posted
Answers will be posted to the website
as questions are submitted.
Proposals Due
March 21, 2016 4:00 pm
Committee Review of Proposals
March 28, 2016 (tentative)
ANNOUNCEMENT OF AWARD
WILL BE MADE PENDING BOARD
APPROVAL
Vendor Selection Announced
It is the Vendor’s responsibility to read and comply with the information provided. Failure to complete
and submit this proposal according to the information and instructions may result in the Vendor’s
disqualification. Changes to this RFP, prior to award may be made in the form of addenda which will be
posted on the TISD website. Addenda must be returned with the signed “Representations and
Certifications” form at the time and date of proposal opening or prior to that time. Proposals must be
typed or entered in ink. Proposals must be delivered to the district administration office. Faxed or
electronic responses will not be opened or considered. Proposals received after the date and time
specified will not be considered.
TISD PURCHASING POLICY
TISD will utilize the purchase order document as the official contract for purchasing. The purchase order
is written evidence that the supplies, equipment or services to be purchased have been properly
approved. TISD will not honor purchase commitments made without a properly drawn purchase order in
advance of the order being placed.
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Wireless Network Project
General Terms and Conditions
1. APPLICABILITY: These conditions are applicable and form a part of the contract documents in all
equipment and/or service contract and a part of the terms of each purchase order for items of
equipment and/or service included in the specifications and proposal forms issued herewith.
2. FINALITY AND CORRECTNESS: All proposals shall be deemed final, conclusive and irrevocable, and no
offer shall be subject to correction or amendment for errors or miscalculations by the vendor.
Proposals may be withdrawn or amended until the date and time due, at which time they become
the sole property of Troup ISD.
3. WITHDRAWAL OF PROPOSALS: Withdrawal of proposals will not be allowed for a period of 90 days
following the proposal opening.
4. SPECIFICATIONS: Specifications may be developed by the Using Department or by the Manufacturer
to represent items of regularly manufactured products. District Specifications have been developed
by the Using Department to show minimal standards as to the usage, materials, and contents based
on their needs. MANUFACTURER'S SPECIFICATIONS (Design Guide), when used by the District, are to
be considered informative to give the vendor information as to the type and kind requested.
Proposals on any reputable manufacturer's regularly produced product of such items similar and
substantially equivalent will be considered. The Burden of Proof of Compliance with this
specification will be the responsibility of the vendor. Material safety data sheets must accompany all
chemical shipments.
5. PROPOSALS SHALL BE SUBMITTED ON THESE FORMS: Deviations to General Conditions and/or
Specifications shall be conspicuously noted in writing by the vendor and shall be included with the
proposal. In case of error in extension, unit price shall govern. Proposals received after the date and
time of opening of the specified proposal will not be considered and will be returned unopened. If
the envelope does not reflect a return address, it will be opened for the sole purpose of obtaining
the return address. Proposals received without proper signature will not be accepted.
6. SEALED PROPOSALS: Troup ISD only accepts sealed proposals. Under no circumstances will faxed
or electronic proposals be accepted.
7. REQUIRED ADDENDA: Required addenda will be issued by Troup ISD to all those known to have
received a complete set of proposal documents.
8. QUANTITIES REQUIRED: Quantities required are substantially correct, but Troup ISD reserves the
right to purchase additional quantities above that stated at the same unit price unless otherwise
specified by the vendor. Troup ISD also reserves the right to solicit additional proposals based on
larger quantities of the items stated therein, as it sole deems in the best value of the district. Troup
ISD does not guarantee any annual volume.
9. SELLER OF PACKAGE GOODS: Vendor will package goods in accordance with good commercial
practice. Each shipping container shall be clearly and permanently packed as follows: (a) Vendor's
name and address: (b) Consignee's name, address and purchase order number and the supply
agreement number if applicable; (c) Container number and total number of containers, e.g. box 1
of 4 boxes; and (d) the number of the container bearing the packing slip. Vendor shall bear cost of
packaging unless otherwise provided. Goods shall be suitably packed to secure lowest
transportation costs and to conform to requirements of common carriers and any applicable
specifications. The District's count or weight shall be final and conclusive on shipments not
accompanied by packing lists.
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10. SHIPMENT UNDER RESERVATION PROHIBITED: A vendor is not authorized to ship the goods under
reservation and no tender of a bill of lading will operate as a tender of goods.
11. TITLE AND RISK OF LOSS: The title and risk of loss of the goods shall not pass to Troup ISD
until the end user takes possession of the goods at the point or points of delivery.
12. SHIPPING AND DELIVERIES: Shipping and deliveries in this proposal shall be freight prepaid, F.O.B.
destination, unloaded, unless delivery terms are specified otherwise in the proposal or on the
purchase order. Discount proposals shall include all handling and shipping costs. Troup ISD cannot
and will not accept tail-gate deliveries, unless specified otherwise in the contract or on the
purchase order. All deliveries of purchase orders resulting from the proposal will be made to the
delivery location specified on the purchase order. Deliveries shall be made and articles shall be
placed inside the school building or district facility in the room(s) designated, at no additional
charge. Vendor is required to call the Department specified on the purchase order, twenty-four (24)
hours prior to delivery. The terms of this agreement are "no arrival, no sale."
13. RIGHT OF INSPECTION: Troup ISD shall have the right to inspect the goods at delivery before
accepting them.
14. RETURNS: Troup ISD reserves the right to return damaged, defective, or materials shipped
in error, at the vendor's cost, for exchange or credit at the district's option within thirty (30) working
school days of receipt of such materials.
15. DELIVERY TIME: Deliveries from any resulting contracts of this proposal are to be made within (45)
days from the date of the purchase order unless otherwise stated in the proposal. If the vendor is
unable to deliver within thirty (45) days from the date of the purchase order, or in the manner
specified in the contract, Troup ISD reserves the right to purchase the same or like goods on the
open market and charge the difference to the vendor, deduct charges from existing invoice totals
due at the time, or cancel the contract.
16. WARRANTY CONDITIONS: For all supplies and/or equipment shall be considered manufacturer's
minimum standard warranty unless otherwise agreed to in writing. The vendor shall be an
authorized dealer, distributor or manufacturer for the product. Equipment proposals received shall
be for new equipment only. Substitutions for new equipment must be clearly stated in writing.
Warranty period will be deemed to commence upon delivery and acceptance of the goods or service
by TISD.
17. NO REPLACEMENT OR DEFECTIVE TENDER: Every tender or delivery of goods must fully comply with
all provisions of this contract as to time of delivery, quality and the like. If a tender is made which
does not fully conform, this shall constitute a breach and the vendor shall not have the right to
substitute a conforming tender, provided, where the time for performance has not yet expired the
vendor may reasonably notify the District of his intention to cure and may then make a conforming
tender within the contract time but not afterward.
18. SAMPLES: Samples, when requested must be clearly marked with the name of the offer, name of
the product, solicitation number and opening date, and item number. Samples must be delivered at
no charge, and becomes the property of the District, unless otherwise specified. The District reserves
the right to destroy samples when it is considered necessary for the purpose of testing. Samples not
mutilated or destroyed will be returned to the vendor at the vendor's expense, if such return is
requested in the proposal. ADDITIONAL SAMPLES needed for a proposal to be evaluated properly
shall be delivered within (5) working days from the time the vendor is notified by the Business Office.
SAMPLE ITEMS from the successful vendor may be retained for the purpose of determining that the
quality and workmanship of the delivered items are comparable to the sample.
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Wireless Network Project
19. EVALUATION OF PROPOSALS: Troup ISD takes into account the following considerations: price,
quality, suitability for the intended use, probability of continuous availability, vendor's service, safety
record, date of proposed delivery and placement, and any other criteria the district can lawfully
consider under Texas Education Code Section 44.031. Ongoing documentation by Troup ISD
regarding the company's past performance will be used in determining the vendor’s responsibility for
award purpose of the awards. It is not the policy of the Troup Independent School District to
purchase on the basis of low proposals/price alone. The District reserves the right to accept or reject
any or all offers, to waive any formalities and to accept the offer(s) that is determined to be the best
value to the District. The District reserves the right to award by item, or group of items, as deemed to
be in the best value of the District, unless the vendor has specified "all or none". If vendor proposes
"All or None", proposal will not be considered for anything other than the entire award. Therefore, a
vendor who specifies "All or None" and does not submit a proposal for all items solicited will be
deemed non-responsive to the solicitation.
21. CONTRACTS FOR PURCHASE: Purchase Orders may be submitted by email, fax, or mail. No valid
purchase orders will be submitted without a District approved purchase order number. Any
additional agreements/contracts to be signed by Troup ISD shall be included with the proposal.
Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this
contract or as agreed to in terms of time frame.
22. ORDINANCE, LAW AND REGULATION: The contractor shall comply with all local, state, and federal
ordinances, laws and regulations pertaining to the operation. It shall be the obligation of the
contractor to apply for, pay for, and obtain all permits and licenses as required by the various
agencies of state and local governments.
23. INVOICE: The following rules apply to render an invoice for payment:
A) Each invoice will reference the correct Troup ISD purchase order number. B) Each
invoice will be submitted in duplicate.
C) There must be a separate invoice for each purchase order.
D) Invoices will be accepted only for services/products that have been delivered and
received.
E) Mail invoice to Accounts Payable, Troup ISD, PO Box 578, Troup TX 75789.
F) Discounts will be taken from the date of receipt of goods or receipts of invoices,
whichever is later. As pertains to this contract, date of payment will be considered the
date payment is mailed. If no discount is offered or accepted, payment terms will be
net thirty (30) days.
24. TAXES: Troup ISD is exempt from all applicable Federal Excise, State or City Sales Tax. Tax exempt
information will be furnished upon request.
25. AVAILABILITY OF FUNDS: The award of this contract is dependent on the availability of funding. In
the event funds do not become available, the contract may be terminated, or the scope amended.
A thirty (30) day written notice will be given to the vendor, and there shall be no penalty or removal
charges incurred by Troup ISD.
26. FUNDING OUT CLAUSE: Any/all contracts exceeding one (1) year will require a standard “funding
out” clause. A contract for the acquisition, including lease, of real or personal property is a
commitment of the District’s current revenue only, provided the contract contains either or both of
the following provisions:
1. Retains to the District the continuing right to terminate the contract at the expiration
of each budget period during the term of the contract.
2. Is conditioned on a best efforts attempt by the District to obtain and appropriate
funds for payment of the contract.
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27. SPECIAL TOOLS AND TEST EQUIPMENT: If the price stated on the face hereof includes the cost of any
special tooling or special test equipment fabricated or required by vendor for the purpose of filling
this order, such special tooling equipment and any process sheets related thereto shall become the
property of the Troup ISD and to the extent feasible shall be identified by the vendor as such.
28. WARRANTY PRICE: A) The price to be paid by Troup ISD shall be that contained in vendor's proposal
which vendor warrants being no higher than vendor's current prices on orders by others for
products of the kind and specification covered by this agreement for similar quantities under similar
or like conditions and methods of purchase. In the event vendor breaches this warranty, the prices
of the items shall be reduced to the vendor’s current prices on orders by others, or in the
alternative, TISD may cancel this contract without liability to vendor for breach or
Seller's actual expense. B) The vendor warrants that no person or selling agency has been employed
or retained to solicit or secure this contract upon an agreement or understanding for commission,
percentage, brokerage, or contingent fee excepting bona fide employees of bona fide established
commercial or selling agencies maintained by the vendor for the purpose of securing business. For
breach or violation of this warranty, the Troup ISD shall have the right in addition to any other right
or rights to cancel this contract without liability and to deduct from the contract price, or otherwise
recover the full amount of such commission, percentage, brokerage or contingent fee.
29. WARRANTY PRODUCTS: The vendor warrants that the goods furnished will conform to the
specifications, drawings and descriptions listed in the proposal invitation and to the sample(s)
furnished by vendor, if any. In the event of a conflict between the specifications, drawings and
descriptions, the specifications shall govern. Vendor shall not limit or exclude any implied
warranties and any attempt to do so shall be of no force or effect.
30. SAFETY WARRANTY: The vendor warrants that the product sold to Troup ISD shall conform to the
standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health
Act (OSHA) of 1970. In the event the product does not conform to OSHA standards, TISD may
return the product for correction or replacement at the vendor's expense. In the event vendor fails
to make the appropriate correction within 30 days, correction made by Troup ISD will be at vendor's
expense. It is the policy of Troup ISD to comply with the Texas Hazard Communications Act.
Therefore, it is necessary to require that all suppliers provide TISD with a Material Safety Data Sheet
for all items sold to Troup ISD. This information shall be provided on an OSHA Form 20 Material
Safety Data Sheet or a suitable equivalent. A separate sheet shall be provided for each individual
item when purchase is made.
31. NO WARRANTY BY BUYER AGAINST INFRINGEMENTS: As part of this contract for sale, vendor agrees
to ascertain whether goods manufactured in accordance with the specifications attached to this
agreement will give rise to the rightful claim of any third person by way of infringement or the like.
Troup ISD makes no warranty that the production of goods according to the specification will not
give rise to such a claim, and in no event shall Troup ISD be liable to vendor for indemnification in
the event that vendor is sued on the grounds of infringement or the like. If the vendor is of the
opinion that an infringement or the like will result, the Seller will notify Buyer to this effect in writing
within two weeks after the signing of this agreement. If TISD does not receive notice and is
subsequently held liable for the infringement or the like, vendor will hold TISD harmless. If vendor in
good faith ascertains that production of the goods in accordance with the specifications will result in
infringement or the like, this contract shall be null and void except that TISD will pay vendor the
reasonable cost of his search as to infringements.
32. CANCELLATION: Troup ISD shall have the right to cancel for default all or any part of the
undelivered portion of this order if vendor breaches any of the terms hereof including warranties of
vendor or if the vendor becomes insolvent or commits acts of bankruptcy. Such right of cancellation
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Wireless Network Project
is in addition to and not in lieu of any other remedies, which Troup ISD may have in law or equity.
33. FORCE MAJEURE: If by reason of Force Majeure, either party hereto shall be rendered unable wholly
or in part to carry out its obligations under this Agreement then such party shall give notice and full
particulars of Force Majeure in writing to the other party within a reasonable time after occurrence
of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is
affected by such Force Majeure, shall be suspended during the continuance of the inability then
claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to
remove or overcome such inability with all reasonable dispatch. The term Force Majeure as
employed herein, shall mean acts of God, acts of public enemy, orders of any kind of government of
the United States or the State of Texas or any civil or military authority; insurrections; riots;
epidemics; landslides; land sinkage; lighting; earthquake; fires; hurricanes; storms; floods; washouts;
droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or
accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the
party claiming such inability.
34. ASSIGNMENT DELEGATION: No right or interest in this contract shall be assigned or delegation of
any obligation made by vendor without the written permission of Troup ISD. Any attempted
assignment or delegation by vendor shall be wholly void and totally ineffective for all purposes
unless made in conformity with this paragraph.
35. WAIVER: No claim or right arising out of a breach of this contract can be discharged in whole or in
part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported
by consideration and is in writing signed by the aggrieved.
36. MODIFICATIONS: This contract can be modified or rescinded only by a writing signed by both parties
to the contract or their duly authorized agents.
37. INTERPRETATION PAROLE EVIDENCE: This writing is intended by the parties as a final expression of
their agreement and is intended also as a complete and exclusive statement of the terms of their
agreement. No course of prior dealings between the parties and no usage of the trade shall be
relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in
a course of performance rendered under this agreement shall not be relevant to determine the
meaning of this agreement even though the accepting or acquiescing party has knowledge of the
performance and opportunity for objection. Whenever a term defined by the Uniform Commercial
Code is used in this agreement, the definition contained in the Code is to control.
38. ADVERTISING: The vendor shall not advertise or publish, without Buyer's prior consent, the fact that
Troup ISD has entered into this contract, except to the extent necessary to comply with proper
requests for information from an authorized representative of the federal, state or local
government.
39. RIGHT TO ASSURANCE: Whenever one party to this contract in good faith has reason to question the
other party's intent to perform he/she may demand that the other party give written assurance of
his/hers business intent to perform. In the event that a demand is made and no assurance is given
within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the
contract.
40. VENUE: Both parties agree that venue for any litigation arising from this contract shall lie in Smith
County, Texas.
41. PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS: Any board member which has any
substantial interest, either direct or indirect, in any business entity seeking to contract with the
district, shall, before any vote or decision on any matter involving the business entity, file an
affidavit stating the nature and extent of interest and shall abstain from any participation in the
matter. This is not required if the vote or decision will not have any special effect on the entity
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42.
43.
44.
45.
46.
47.
other than its effect on the public. However, if a majority of the governing body are also required to
file, and do file similar affidavits, then the member is not required to abstain from further
participation. Vernon's Texas Codes Annotated, Local Government Code. Chapter 171.
ALL CONTRACTS AND AGREEMENTS: All contracts and agreements between vendors and Troup
ISD shall strictly adhere to the statutes as set forth in the Uniform Commercial Code, as enacted in
the Texas Business and Commerce Code, for sales of goods.
DISCLOSURES: By signing this proposal, a vendor affirms that he/she has not given, offered to give,
nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan,
gratuity, special discount, trip, favor or service to a public servant in connection with the proposal
submitted. Vendor shall note any and all relationships that might be a conflict of interest and
include such information with the proposal. By signing this proposal, a vendor affirms that, to the
best of his/her knowledge, the proposal has been arrived at independently, and is submitted
without collusion with anyone to obtain information or gain any favoritism that would in any way
limit competition or give them an unfair advantage over other vendors in the award of this proposal.
TERMINATION OF CONTRACT: It is understood that the Troup ISD retains the option to terminate this
Agreement for any reason at the end of each contract year without pecuniary risk or penalty or at
any point during the contract term with evidence of just cause. The District agrees that it will provide
written notice of termination no later than thirty (30) days prior to the end of the contract year or for
just cause. The termination will become effective and this Agreement shall terminate thirty (30) days
following written notification of intent. CONFIDENTIAL OR TRADE SECRETS (Government Code, Article
252.049): If any of the information is considered to be confidential or a trade secret belonging to the
vendor and, if released would give advantage to a competitor or vendor, that information should be
filed with the proposal in a separate envelope marked “CONFIDENTIAL - DO NOT DUPLICATE
WITHOUT PERMISSION”. Acceptance of such materials does not constitute an admission by TISD that
the materials are confidential or a trade secret.
VENDOR NON-PERFORMANCE: If at any time, the vendor fails to fulfill or abide by the terms and
conditions or specifications of the contract, TISD's remedies include but not limited to:
A) Purchase on the open market and charge the vendor the difference between contract
price and actual purchase price, or Deduct such charges from existing invoice totals
currently due, or Cancel within thirty (30) days written notification of intent and
remove the vendor from the active proposal file for a period of time not less than one
(1) year. Re-propose the service/product.
B) Award to next lower responsible vendor, if accepted by same.
CRIMINAL RECORDS HISTORY: The vendor shall insure that all entities with which it contracts shall
supply information regarding criminal records history of any employee, agent or consultant who
shall be present on Troup Independent School District property at any time. Under no
circumstances shall any entity be allowed to use employees, agents or consultants present on site
who have been convicted of a felony or a crime involving sexual misconduct.
OTHER REQUIREMENTS: Any problems or discrepancies that are not covered by the above
requirements should be directed to the TISD Business Office for a determination or clarification
prior to any action taken on said problem or discrepancy. If the vendor fails to make such request,
no excuse will thereafter be entertained for failure to carry out the work in a satisfactory manner.
All proposers shall provide detailed explanations of any variances or exceptions the respondent has
with any requirement or terms specified in this proposal and thoroughly explain any alternate
service offered. TISD is not responsible for any costs incurred by the vendor for the preparation or
distribution of this proposer. Respondents or other authorized representatives are expected to
fully inform themselves as to all conditions, requirements, and specification before submitting
offers. Failure to do so will be at the respondent’s own risk. Proprietary Information if any
submitted to
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Troup Independent School District
RFP #16-002
Wireless Network Project
SCOPE: GENERAL
Troup ISD (TISD) is soliciting Request for Proposals from qualified sources relative to provisions of the
following Request for Proposal (RFP). This procurement is seeking proposals for the modernization of
the district wireless network at the following locations: Troup High School, Troup Middle School, &
Troup Elementary. The TISD Administration Building and other district facilities will be addressed at a
future date. This upgrade is to include electronic devices, cabling, as well as installation, configuration,
and training. The RFP is being released prior to the funding to meet E-Rate required bidding process and
timelines.



MINIMUM VENDOR REQUIREMENTS
Vendor must be a registered E-rate provider in good standing with the Schools and Libraries Division of
USAC.
Vendor must provide a valid SPIN number as part of their submission.
Vendor must have an active State of Texas DIR or equivalent master agreement in place as of the date of
submission, please provide active contract numbers.
E-RATE REQUIREMENTS / CONTRACT TERM
This RFP is being issued in order to meet the competitive bidding requirements and funding timelines
associated with the Federal E-Rate Program FY 2016 (July 1, 2016 – June 30, 2017). Due to the extended
time frame associated with securing approval for E-Rate Category Two applications, the term of any
agreement executed as a result of this process will be from July, 1, 2016 until June 30, 2017. The FY2016
Also, due to the possible shortfall of funding for FY2016, the application may also be resubmitted for
FY2017 (July 1, 2017 – June 30, 2018).
SUBMITTAL
Proposal shall be submitted to the address listed below clearly labeled and marked on the outside of
envelope with the Vendor’s name, address, and proposal name - RFP #16-002 Wireless Network Project.
Submit one (1) original and two (2) copies of your RFP:
Troup Independent School District
Attn: Shannon Capps
PO Box 578
201 N. Carolina
Troup, Texas 75789
TIMELINE
EVENT
DATE
RFP Posted/470 Certification
February 22, 2016
Vendor Questions Due
March 11, 2016
Answers to Questions Posted
Answers will be posted to the district’s website as questions are submitted.
Proposals Due
March 21, 2016 4:00 pm
Committee Review of Proposals
March 28, 2016 (tentative)
ANNOUNCEMENT WILL BE MADE PENDING BOARD APPROVAL
Vendor Selection Announced
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Troup Independent School District
RFP #16-002
Wireless Network Project
EVALUATION AND AWARD PROCESS
It is not the policy of TISD to award contracts based solely on “low price”.
Evaluation Criteria
Points
1
40
Proposed Project Cost
2
20
3
15
4
15
The total long-term cost to the district to acquire &
maintain the vendor’s goods or services including
monthly fees, licenses, and/or maintenance requirements
The quality of the vendor’s goods or services and the
extent to which the goods or services meet the district’s
needs
The vendor’s relationship with the district
5
10
Total
100
Score
The reputation of the vendor and of the vendor’s goods
or services
The warranty, general, special terms and conditions, insurance, submittal documents and specifications
as stated herein shall apply and shall not be nullified, voided or altered in any way by the inclusion of the
Vendor's pre-printed forms with this proposal or any other document submitted during delivery of
product, invoicing, acknowledgement letters, emails, faxes, routine communications between the
contracted parties, of subcontract employees, or third parties unless specifically acknowledged and
agreed to, in writing by TISD.
During the term of the contract, items that may not have been included on the initial proposal may be
included by mutual agreement of the awarded Vendor(s) and the District as various needs change.
Upon receipt of proposals, the District will review the proposals and may request additional information.
This may include product or service presentations, if requested by the District. Any additional
agreements/contracts to be signed by TISD shall be included with the proposal.
The Vendor should complete the summary of the proposal questionnaire and pricing to include all
required services listed in this RFP. These can be identified individually according to the services
provided under this agreement.
The responsibility for compliance with this solicitation and the subsequent contract shall be with the
submitting Vendor. Awarded Vendors are expected to provide prompt service that is due under this
contract including warranties. Past performance of the Vendor may be a factor in awarding future
contracts. Vendors are expected to be able to deliver service(s), product(s), per specifications. Please
specify shipping charges if applicable. The award of this contract may be to one, all, some or none of
the Vendors at the sole discretion of the District.
10
Troup Independent School District
RFP #16-002
Wireless Network Project
SPECIFICATIONS
TISD is seeking proposals for wireless access points with controller capability, cabling, installation and
configuration and training for a wireless network solution.
CONTRACT CONDITIONS
• There is no commitment by the District to purchase any guaranteed quantities for items
referenced in this proposal.
• This proposal must be valid thru June 30, 2017.
• It is the responsibility of the responding bidder to validate the bill of materials provided in this RFP
for any missing or incorrect items which could impact the solution.
• It is the responsibility of the responding bidder to gather any and all information required of a
turn-key solution before submittal.
TISD RESPONSIBILITES
• TISD will provide necessary IP addressing and naming conventions after bid award.
BILL OF MATERIALS
The following table is an estimated list of products and quantities needed for the completion of this
project, or approved equivalent:
Network Equipment Bill of Materials (or Approved Equivalent)
Description
Aruba Wireless Controller
Aruba Controller - subscription license (3 years)
Aruba 802.11ac Access Points
Estimated Quantity
1
1
88
Cat 6 - 24 or 48 port patch panel
3’, 6’, or 12’ Copper Patch Cables - Blue
Cat. 6 Drops (1 per AP)
J-pro cable support system
9
176
88
Based on site survey
Labor for Cabling
1
Installation and configuration
1
Training
1
11
Troup Independent School District
RFP #16-002
Wireless Network Project
WIRELESS NETWORK SPECIFICATIONS
• The existing Aruba access points will remain in place and the new access points must work in
conjunction with/alongside of the existing Aruba APs and the Aruba wireless controller. The legacy
wireless network and the new wireless network must be compatible.
• The entire wireless system must include a locally managed controller for management and
configuration of the new wireless APs.
• The wireless system must include intelligent APs that will continue to function if the controller
fails.
• The wireless system must support a stateful application-layer firewall that can identify, classify, and
prioritize applications using layer 7 intelligence. Applications should be able to be traffic shaped as
well to ensure that recreational applications (like BitTorrent, Pandora, Spotify, etc.) do not consume
all of the available bandwidth.
• The wireless system must support the ability to fingerprint client device types (i.e. iPad, Android,
iPhone, Windows, etc.) and apply security settings to those devices, without the need for additional
appliances or licenses. For example: iPads on the Student SSID may have access to
only the web and are rate limited to 512 kbps, and no peer to peer traffic is allowed.
• The wireless system must support Bonjour gateway services to allow Airplay, Printing, iTunes and
other Bonjour-based services to flow seamlessly across the wireless network.
• The wireless access points must have a dedicated radio designed to identify interference
sources on the 2.4 and 5 GHz spectrum, provide real-time spectrum analysis on those
spectrums, as well as identify any interfering access points across all channels in those
spectrums.
• The wireless system must support the ability to easily replicate and clone configurations across
multiple different sites using a single click. Ideally, a configuration could be changed once and then
replicated across multiple sites.
• The wireless system must support the ability to take a packet capture directly from the
management interface. This packet capture should be able to filter based on client, IP address,
MAC address and other filter criteria.
• The wireless system must support the ability to provide deep application visibility into all of the
applications that are used on the wireless network, including hostname visibility to view the
individual URLs of all of the applications. This information should be exportable and downloadable
on a per network and per SSID basis.
• The wireless system should have the ability to identify information from probe requests of
mobile devices and have a way to export the probe request information using an XML.
• The wireless system should have built-in guest access and not require any additional appliances or
licenses for guest users.
• The wireless system must have a way to open cases with support and monitor their status
directly from the management console.
• The wireless system must support the ability to send summary reports to designated administrators
on a daily, weekly and monthly basis. These summary reports should show information like top
users, top applications, bandwidth consumed per day, etc. These summary reports should be able to
be sent on a per school basis, or aggregated for multiple schools using a tagging mechanism. For
example, one administrator may want to see summary report information for all schools in
aggregate every week.
12
Troup Independent School District
RFP #16-002
Wireless Network Project
CABLING SPECIFICATIONS
GENERAL CABLING SPECIFICATIONS
• The specification has been based on a General Cable/Panduit or approved equivalent Category 6
cabling system.
• Products must be new and free from defects.
• Items not specifically specified, but required for the completion of this project must be of
equal or greater quality than the materials published within this specification and approved in
writing by TISD.
• Cable manufacturer warranty must cover the installed product for a minimum period of 15
years.
• Installation Contractors must be certified by the manufacturer, and be in good standing with
meeting the qualifications of maintaining the certification. TISD will verify with the
manufacturer prior to attendance of any meetings.
STANDARD ADHERENCES
• All work shall be installed according to the following industry standards guidelines.
• ANSI/TIA/EIA–568-B.1 Commercial Building Telecommunications Cabling Standard, Part 1:
General Requirements
• ANSI/TIA/EIA–568-B.2 Commercial Building Telecommunications Cabling Standard, Part 2: 100
Ohm Balanced Twisted-Pair Cabling
• ANSI/TIA/EIA– 569-A Commercial B u i l d i n g Standard for Telecommunications Pathways and
Spaces
• ANSI/TIA/EIA–606-A The Administration Standard for the Telecommunications Infrastructure of
Commercial Buildings
• ANSI/TIA/EIA–607 Commercial Building Grounding and Bonding Requirements for
Telecommunications
• ANSI/TIA/EIA–758 Customer Owned Outside Plant
• IEEE Emerald Book - Recommended Practice for Powering and Grounding Electronic Equipment
• ISO/IEC 11801
CABLE ROUTING GENERAL SPECIFICATIONS
• Each Data location shall maintain a minimum 10’ service loop. The service loop shall
be accounted for at the Access Point end.
• All pathways (Major and Branch) shall be routed perpendicular and parallel with building
column lines, corridors and walls.
• All pathways shall be installed in accordance with the most recent TIA/EIA, NEC and the BICSI
TDMM specifications and shall maintain minimum clearances from EMI sources. Should the
minimum clearance not be achievable, the Contractor shall install shielding to minimize EMI
effects.
• Prior to installation of any pathway or support system, the Contractor must have coordinated
the system(s) with the TISD Technology Department. Re-work due to uncoordinated pathways
shall be performed at the Contractor’s expense.
• No cable shall exceed the TIA/EIA 568B.1 cable length limitations. TISD requires no cable to
exceed 270’ to allow for station cabling.
• All J-Hook applications shall use Panduit or approved equivalent JP75W-L20 or JP75WP-L20
13
Troup Independent School District
RFP #16-002
Wireless Network Project
BRANCH PATHWAYS SPECIFICATION
• All cabling systems installed shall be supported utilizing a Branch Pathway system.
• The Branch Pathway system shall be independent of other trades’ support systems. No ceiling
grid, piping, electrical, etc. support systems shall be used to support the Branch Pathways.
Pathways shall be installed in close proximity to deck, with 12” where possible. Minimum ¼”
all-thread shall be used in the classrooms and minimum 3/8” all- thread for all other pathways.
Tie wraps shall not be used in any location throughout the building.
• All bundles shall use Velcro or Tak-Tape material.
• All Branch Pathway support systems shall be installed at a maximum of 10’ intervals.
• All cable bends must maintain minimum bend radius specifications.
• All cables entering and leaving conduits must be protected.
• All conduits shall be appropriately fire-stopped with materials.
• Existing pathways may be used as long as they have been previously installed in the
manner specified within this RFP. Since it is not possible for the respondent to know this prior
to award, it is recommended that each bidder assume no pathways are established.
HORIZONTAL CABLE TERMINATION SPECIFICATION
• Each cable shall be installed on a Panduit or approved equivalent 48-port or 24-Port modular
patch panel.
• Each cable shall contain a computer-generated “wrap-around” label installed a minimum 1”
prior to termination.
• At the rear of each patch panel, all cable shall be supported via a rear-cable management bar
or cable support.
• The final dress for all exposed cable bundles shall be managed with Panduit “Tak-Tape” or
approved equivalent.
• All drops will be terminated using T568B wiring codes.
• All termination will meet or exceed Cabling Manufacturer’s requirements.
• All slack or extra cable shall be neatly bundled.
WIRELESS ACCESS POINT (WAP) IMSTALLATION SPECIFICATIONS AND REQUIREMENTS
• The vendor will conduct a wireless site survey, providing the District with mapping for an 802.11ac
wireless LAN designed for optimal performance, security, and CIPA, FERPA, and HIPPA
compliance.
• The site survey will take into account environmental situations and existing network
configurations, gathering critical Wi-Fi and RF spectrum information from the
enterprise network using multiple data collection methods, including real-world
measurements for wireless optimization.
• The District may waive the site survey for vendors who have conducted a previous site survey.
• Installation & actual quantity of WAPs, will be based coverage needs established by the site
survey.
• The vendor will provide unit pricing for access point mounting.
• The vendor will install new WAPs per the manufacturer’s specifications.
• The vendor will affix a label on each WAP installed.
• The vendor will configure the management system, ensure that every WAP is activated, configure
SSIDs, import campus maps, and place WAPs in correct locations on the maps.
• Documentation shall be provided by the awarded vendor at project close-out detailing all
installations performed.
• Inventory – The vendor will provide an electronic document detailing make, model, serial
number, Mac address, and location of all applicable equipment.
14
Troup Independent School District
RFP #16-002
Wireless Network Project
• Maps and documentation should include WAP name, Mac address, and location.
• The installation vendor will provide a dedicated project manager for the duration of the
project.
LABELING REQUIREMENTS SPECIFICATION
• All labeling schemes shall be approved by TISD after award.
CLOSE-OUT DOCUMENTATION AND TRANSFER OF KNOWLEDGE REQUIREMENTS SPECIFICATION
• During the warranty period, bidder shall guarantee that all hardware and software perform
within the original scope of work specifications.
• The final as-built documentation shall be provided to the District within 30 days of the final
system cutover. The final package shall consist of the following 1) As-built AutoCAD drawings
indicating all drop locations and pathways, 2) Test results in Fluke Linkware Software format, 3)
Both as-builts and test results are to be submitted in two copies of large size color print and
digital format.
 Transfer of knowledge will be performed by a highly skilled professional who shall ensure that
the TISD Technology Department Staff is fully trained and capable to install access points and
administer the management system.
15
Troup Independent School District
RFP #16-002
Wireless Network Project
Proposal Check List
All of the following forms must be completed and included with the proposal
1. Pricing Summary (p. 17)
2. Vendor Questionnaire (p. 18)
3. Vendor Statement (p. 19)
4. Proposal Form (p. 20)
5. Conflict of Interest Disclosure (p. 21)
6. Certificate of Residency (p. 22)
7. Non‐Collusion Statement Form (p. 23)
8. Debarment or Suspension Form (p. 24)
9. Deviation Form (p. 25)
10. W‐9 Form (p. 27)
11. Felony Conviction Notice (p. 28)
12. Current Copy Of Insurance Certificates - General Liability/Workman’s Comp
16
Troup Independent School District
RFP #16-002
Wireless Network Project
Pricing Summary: One-Time Costs
Location
MFG
Description
Model/SCU
Quantity
Unit Price
Extended Price
Data Center – Wireless Controller
Controller Subscription License (3 Year)
Troup HS 802.11ac Access Points
Troup MS 802.11ac Access Points
Troup Elem 802.11ac Access Points
3’ Copper Patch Cables
Cat 6 Patch Panels
Cat 6 Drops (1 per AP)
J-pro cable support system (not to extend 10'
between hooks)
Cabling Labor
Installation and configuration
Training
Total Cost of Proposed Equipment
Recurring Costs: Description (Licenses,
Warranties, Maintenance, etc…)
MFG
Quantity
Annual Unit
Price
Extended Annual Price
Recurring costs - Please list and explain any annual licenses, maintenance, or support fees necessary to meet the requirements of this project.
17
Troup Independent School District
RFP #16-002
Wireless Network Project
VENDOR QUESTIONNAIRE – PLEASE ANSWER ALL QUESTIONS
RFP #16-002 Wireless Network Project
Company Name
Company Address
Phone
Fax
Email
SPIN #_______________________________________ DIR Contract #_____________________________
How many years in business?
How many years of erate experience? _______________________________________________________
How many employees does the company employ?
Hours of Operation
Provide timeline from order to delivery
If requested, can your company provide samples of products?
Are the Vendor’s personnel experienced in similar school projects?
Please provide cut-sheets and specifications for all proposed products
Where are the proposed trained support personnel based? _




Attach a separate sheet that will include three references preferably Texas school districts.
Include the following on the information on the reference list:
o Name of school district
o Name of contact
o Address
o Phone & email address
o Number of years your district has provided goods or services to the district.
o Types of goods and services provided to the district
Attach a financial statement (preferably audited) including your organization’s latest balance
sheet and income statement.
Are the financial statements for the identical organization above? If not, explain the
relationship and financial responsibility of the organization whose financial statement is
provided.
Please include any additional information that would assist TISD please indicate below.
18
Troup Independent School District
RFP #16-002
Wireless Network Project
Vendor Statement
To: Troup ISD
I, or we the duly authorized undersigned, having carefully read the instructions to Proposers, General
Conditions, Notice to Proposers, Contract Specification, Responsibilities of Proposers, and Offer forms,
do hereby agree to enter into a contract with TISD, by tendering this offer to perform the work
required and/or provide the product (s) specified in this solicitation. I, or we, will deliver the
products(s) per specification found in this RFP document of the prices indicated.
I, or, we, also certify to the accuracy of the certifications required which accompany this offer.
The prices in this offer have been determined independently, without consultation, communication, or
agreement for the purpose of restricting competition, as to any matter related to such prices, with any
other Proposer or with any competitor. I, or we, are authorized to submit this offer and have not been
a party to any collusion among offer/Proposers in restraint of freedom of competition by agreement to
offer at a fixed price or to refrain from offering; or with any TISD employee, Board Trustee, or
consultant as to quantity, quality, or price in the prospective contract, or in any terms of the prospective
contract except in any authorized discussion(s) with TISD’s Purchasing Department , or in any
discussions or actions between offer/Proposers and any TISD employee, Board Trustee, or consultant
concerning exchange of money or other things of value for special consideration in the award of this
contract.
Date
Company Name
SPIN #_
DIR Contract #___________________
Owner or Designee’s Printed Name
Title
Signature of Owner or Designee
Phone
_
Fax
Email Address
19
Troup Independent School District
RFP # 16-002
Wireless Network Project
Proposal FORM
The bidder, in compliance with your invitation for proposal for RFP #16-002 at
Troup ISD, and having examined the Owner’s Scope of Work, the site of the
proposed work, and being familiar with all of the conditions surrounding the
proposed project, including availability of materials and labor, hereby proposes to
furnish all labor, materials, supplies and disposal services, and to complete the
project in accordance with the requirements herein, within the time set forth
herein, and at the prices stated below. These prices are to cover all expenses
incurred in performing the work required under the Contract Documents.
BASE Proposal:
The undersigned agrees to deliver the goods on this project, for the following
lump sum price as set forth on the individual specification forms.
Company Name
SPIN# _____________________________DIR Contract #__________________________
Vendor’s Printed Name
Address
Phone Number
Vendor’s Signature
Fax Number
Date
20
FORM
CONFLICT OF INTEREST QUESTIONNAIRE
CIQ
For vendor or other person doing business with local governmental entity
OFFICE USE ONLY
This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code
by a person who has a business relationship as defined by Section 176.001(1-a) with a local
governmental entity and the person meets requirements under Section 176.006(a).
Date Received
By law this questionnaire must be filed with the records administrator of the local governmental
entity not later than the 7th business day after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006, Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006, Local
Government Code. An offense under this section is a Class C misdemeanor.
1
Name of person who has a business relationship with local governmental entity.
2
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an
employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional
pages to this Form CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment
income, from the filer of the questionnaire?
Yes
No
B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes
No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local
government officer serves as an officer or director, or holds an ownership of 10 percent or more?
Yes
No
D. Describe each employment or business relationship with the local government officer named in this section.
4
Signature of person doing business with the governmental entity
Date
21
Adopted 06/29/2007
Troup Independent School District
RFP # 16-002
Wireless Network Project
CERTIFICATE OF RESIDENCY
The State of Texas has passed a law concerning non‐resident contractors. This law can be found in Texas
Government Code under Chapter 2252, Subchapter A. This law makes it necessary for the Troup
Independent School District to determine the residency of its Proposers. In part, this law reads as follows:
Section: 2252.001
(3)
‘Non‐resident bidder’ refers to a person who is not a resident.
(4)
‘Resident bidder’ refers to a person whose principal place of business is in this state, including a
contractor whose ultimate parent company or majority owner has its principal place of business in this
state.
Section: 2252.002
A governmental entity may not award a governmental contract to a nonresident bidder unless the
nonresident under proposal the lowest bid submitted by a responsible resident bidder by an amount
that is not less than the amount by which a resident bidder would be required to underbid the
nonresident bidder to obtain a comparable contract in the state in which the nonresident’s principal
place of business is located.”
I certify that
(Name of Company)
is, under Section: 2252.001 (3) and (4), a
Resident Bidder
Non‐resident Bidder
My or Our principal place of business under Section: 2252.001 (3) and (4), is in the city of
in the state of
.
Signature of Authorized Company Representative
Print Name
Title
Date
22
Troup Independent School District
RFP # 16-002
Wireless Network Project
NON‐COLLUSION STATEMENT
The undersigned Vendor, by signing and executing this proposal, certifies and represents to the
Troup Independent School District that Vendor has not offered, conferred or agreed to confer
any pecuniary benefit, as defined by Section 1.07 (a)(6) of the Texas Penal Code, or any other thing of
value, as consideration for the receipt of information or any special treatment or advantage relating to this
proposal;
The Vendor also certifies and represents that Vendor has not offered, conferred or agreed to confer any
pecuniary benefit or other things of value as consideration for the recipient's decision, opinion,
recommendation, vote or other exercise of discretion concerning this proposal; the Vendor certifies
and represents that Vendor has neither coerced nor attempted to influence the exercise of discretion
by any officer, trustee, agent or employee of the Troup ISD District concerning this proposal on the
basis of any consideration not authorized by law;
The Vendor also certifies and represents that Vendor has not received any information not available to
other vendors so as to give the undersigned an advantage with respect to this proposal;
The Vendor further certifies and represents that Vendor has not violated any state, federal or local law,
regulation or ordinance relating to bribery, improper influence, collusion or the like and that Vendor will
not in the future, offer, confer, or agree to confer any pecuniary benefit or other thing of value of any
officer, trustee, agent or employee of the Troup Independent School District in return for the person
having exercised the person's official discretion, power or duty with respect to this proposal;
The Vendor certifies and represents that it has not now and will not in the future offer, confer, or agree to
confer a pecuniary benefit or other thing of value to any office, trustee, agent or employee of the
Troup Independent School District in connection with information regarding this proposal, the submission of this
proposal, the award of this proposal or the performance, delivery or sale pursuant to this proposal;
The Vendor certifies that the Vendor has not prepared this proposal and will not prepare any future
proposals arising from this Request for Proposal (RFP) in collusion with any other respondent, and that
the content of any future proposals arising out of this RFP will not be communicated by the undersigned
nor by any employee or agent to any other person engaged in this type of business prior to the District’s
selection of a contractor for this RFP.
FIRM NAME
ADDRESS
CITY/STATE/ZIP
TYPED NAME OF REPRESENTATIVE(S)
SIGNATURE OF REPRESENTATIVE(S)
DATE
23
Troup Independent School District
RFP # 16-002
Wireless Network Project
DEBARMENT OR SUSPENSION CERTIFICATION FORM
Non‐Federal entities are prohibited from contracting with or making sub‐awards under covered
transaction to parties that are suspended or debarred or whose principals are suspended or debarred.
Covered transactions include procurement of goods or services equal to or in excess of $100,000.
Contractors receiving individual awards of $100,000 or more and all sub‐recipients must certify that the
organizations and its principals are not suspended or debarred.
By submitting this offer and signing this certificate, this bidder:
♦ Certifies that no suspension or debarment is in place, which would preclude receiving a
Federally funded contract under the Federal OMB, A‐102, Common Rule (§_.36).
Vendor Name:
Vendor Address:
Vendor Telephone:
Authorized Company Official’s Name:
(printed)
Signature of Company Official:
Date:
24
Troup Independent School District
RFP # 16-002
Wireless Network Project
DEVIATION/COMPLIANCE FORM
COMPANY NAME
ADDRESS
CITY
PHONE NUMBER
STATE
FAX NUMBER
If the undersigned vendor intends to deviate from the General Conditions Standard Terms and
Conditions or Item Specifications listed in this RFP, all such deviations must be listed on this page, with
complete and detailed conditions and information included or attached. The District will consider any
deviations in its RFP award decisions, and the District reserves the right to accept or reject any proposal
based upon any deviations indicated below or in any attachments or inclusions.
In the absence of any deviation entry on this form, the vendor assures the District of their full
compliance with the Standard Terms and Conditions, Item Specifications, and all other information
contained in this RFP.
No Deviation
Yes Deviations
If yes is checked, please list below.
25
Troup Independent School District
RFP # 16-002
Wireless Network Project
Liability and
Insurance
The vendor shall assume the full duty, obligation, and expense of obtaining and maintaining necessary
insurance.
Insurance Coverage
The vendor shall be fully liable to provide and maintain in force during the life of this Contract, such
as insurance as General Comprehensive Liability Insurance, Comprehensive Auto Liability Insurance,
and Workers’ Compensations Insurance to assure to the District the protection contained in the
foregoing indemnification provision undertaken by the vendor. Such policies shall be issued by
companies authorized to do business in the State of Texas and having agents upon whom service of
process may be made in the District and shall contain as a minimum, the following provisions,
coverage, and policy limits of liability. Troup ISD must be named as an additional insured.

General Liability Insurance shall protect the District, the vendor, subcontractor,
agents, and employees from claims for damages. The limits of liability provided by
such policy shall be no less than Five Hundred Thousand Dollars ($500,000.00) per
occurrence combined single limit bodily injury and property damage, and an amount
no less than One Million Dollars($1,000,000.00) for damages on account of all
occurrences.
 Auto Liability Insurance with bodily injury limits of not less than Three Hundred
Thousand Dollars ($300,000.00) per occurrence, Five Thousand Dollars ($500,000)
Aggregate, and property damage limits of not less than Three Hundred Thousand Dollars
(300,000.00) per occurrence.
 Workers’ Compensation and Employer’s Liability Insurance with minimum limits
as
required by the State of Texas but in no case less than One Hundred Thousand Dollars
($100,000.00)
 Proof of Insurance - The vendor shall furnish to the District, at the District’s request,
a
Certificate of Insurance or duplicate policies of insurance described above which
specifically protect the District. The vendor also agrees to enter a defense on behalf of
the District, to any and all suits or actions, in which the liability of the District is vicarious
and is predicated upon allegation of some act of omission by the vendor, subcontractor,
or their agents.
 Claims - In any and all claims against the District or any of their agents or employees by
any employee of the vendor, any subcontractor, or anyone directly or indirectly
employed by any of the contracting parties or anyone for whose acts any of them may be
liable, the indemnification obligation shall not be limited in any way by any limitation on
the amount or types of damages, compensation acts, disability benefit acts, or other
employee benefit act.
The immunity of the owner shall not be a defense from the insurance carrier. The selected bidder will be
required to supply an insurance certificate naming Troup ISD as an additional insured prior to the start
of the project. ALL BIDDERS MUST FURNISH CERTIFICATE OF INSURANCE WITH THEIR BID OR THE BID
WILL NOT BE CONSIDERED. ONLY THE SELECTED BIDDER IS REQUIRED TO NAME TROUP ISD AS
ADDITIONAL INSURED.
26
Form
W-9
(Rev. August 2013)
Department of the Treasury
Internal Revenue Service
Give Form to the
requester. Do not
send to the IRS.
Request for Taxpayer
Identification Number and Certification
Print or type
See Specific Instructions on page 2.
Name (as shown on your income tax return)
Business name/disregarded entity name, if different from above
Exemptions (see instructions):
Check appropriate box for federal tax classification:
Individual/sole proprietor
C Corporation
S Corporation
Partnership
Trust/estate
Exempt payee code (if any)
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) ▶
Exemption from FATCA reporting
code (if any)
Other (see instructions) ▶
Address (number, street, and apt. or suite no.)
Requester’s name and address (optional)
City, state, and ZIP code
List account number(s) here (optional)
Part I
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on the “Name” line
to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN on page 3.
Social security number
Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose
number to enter.
Employer identification number
Part II
–
–
–
Certification
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. citizen or other U.S. person (defined below), and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
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
instructions on page 3.
Sign
Here
Signature of
U.S. person ▶
General Instructions
Section references are to the Internal Revenue Code unless otherwise noted.
Future developments. The IRS has created a page on IRS.gov for information
about Form W -9, at www.irs.gov/w9. Information about any future developments
affecting Form W -9 (such as legislation enacted after we release it) will be posted
on that page.
Purpose of Form
A person who is required to file an information return with the IRS must obtain your
correct taxpayer identification number (TIN) to report, for example, income paid to
you, payments made to you in settlement of payment card and third party network
transactions, real estate transactions, mortgage interest you paid, acquisition or
abandonment of secured property, cancellation of debt, or contributions you made
to an IRA.
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. If
applicable, you are also certifying that as a U.S. person, your allocable share of
any partnership income from a U.S. trade or business is not subject to the
Date
▶
withholding tax on foreign partners’ share of effectively connected income, and
4. Certify that FATCA code(s) entered on this form (if any) indicating that you are
exempt from the FATCA reporting, is correct.
Note. If you are a U.S. person and a requester gives you a form other than Form
W-9 to request your TIN, you must use the requester’s form if it is substantially
similar to this Form W -9.
Definition of a U.S. person. For federal tax purposes, you are considered a U.S.
person if you are:
• An individual who is a U.S. citizen or U.S. resident alien,
• A partnership, corporation, company, or association created or organized in the
United States or under the laws of the United States,
• An estate (other than a foreign estate), or
• A domestic trust (as defined in Regulations section 301.7701-7).
Special rules for partnerships. Partnerships that conduct a trade or business in
the United States are generally required to pay a withholding tax under section
1446 on any foreign partners’ share of effectively connected taxable income from
such business. Further, in certain cases where a Form W -9 has not been received,
the rules under section 1446 require a partnership to presume that a partner is a
foreign person, and pay the section 1446 withholding tax. Therefore, if you are a
U.S. person that is a partner in a partnership conducting a trade or business in the
United States, provide Form W -9 to the partnership to establish your U.S. status
and avoid section 1446 withholding on your share of partnership income.
Cat. No. 10231X
W-9
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Troup Independent School District
RFP # 16-002
Wireless Network Project
FELONY CONVICTION NOTICE
State of Texas Education Code, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or
business entity that enters into a contract with a school district must give advance notice to the district if the
person or an owner or operator of the business entity has been convicted of a felony. The notice must include a
general description of the conduct resulting in the conviction of a felony”.
Subsection (b) states “a school district may terminate a contract with a person or business entity if the district
determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented
the conduct resulting in the conviction. The district must compensate the person or business entity for services
performed before the termination of the contract”.
This Notice is Not Required of a Publicly‐Held Corporation.
I, the undersigned agent for the firm named below, certify that the information concerning notification of felony
convictions has been reviewed by me and the following information furnished is true to the best of my knowledge.
Vendor’s Name (Printed):
Authorized Company Official’s Name (Printed):
****Sign Only A, B, or C****
A.
My firm is a publicly‐held corporation; therefore, this reporting requirement is not applicable.
Signature of Company Official:
B.
My firm is not owned or operated by anyone who has been convicted of a felony.
Signature of Company Official:
C.
My firm is owned or operated by the following individual(s) who has/have been convicted of a felony:
Name of felon(s):
Details of Conviction(s):
Signature of Company Official:
28
TROUP INDEPENDENT SCHOOL DISTRICT
RFP #16-002 Wireless Network Project
FINGER PRINTING NOTIFICATION
State of Texas Legislative Senate Bill No. 9, School contractors hired 1/1/2008 or after who meet the following
criteria must be fingerprinted:



Work on a contract for services;
Have continuing duties related to the contract; and
Have direct contact with students.
Contractor should certify to the school district or charter school that they are compliant with fingerprinting their
employees.
Instructions to School District Contractors Regarding Criminal History Background Searches
Under Senate Bill 9
Senate Bill 9 directs school district contractors to obtain state and national criminal history background searches on their employees
who will have direct contact with students, and to receive those results through the DPS criminal history clearinghouse (Fingerprintbased Applicant Clearinghouse of Texas –FACT). In order for contractors to receive the information through FACT, they must first
establish an account with the DPS for FACT clearinghouse access. The Company owner must sign a user agreement with the DPS. To
obtain the user agreement and more information, please contact:
Access and Dissemination Bureau
Texas Department of Public Safety
Crime Records Service
P. O. Box 149322
Austin, Texas 78714-9322
Email: FACT@dps.texas.gov
Phone: (512) 424-2365, Option 2
For fastest service, please email or call. State in the message that you are a school district contractor and need to have an account
established for DPS FACT clearinghouse access. Please include:
Company Name
Company Address
Company Phone
Name of Company point of contact
Phone of Company point of contact
Company email to be used for notification of FACT records and messages
The information in the DPS FACT Clearinghouse is confidential, and access must be restricted to the least number of persons needed to
review the records. The account must include at least one designated supervisor to make necessary changes and to monitor the site’s
security and the access to the criminal history data retrieved. Additional users must be limited to those who need to request, retrieve, or
evaluate data regarding the individual applicants.
PLEASE NOTE: After you sign the DPS User Agreement for FACT, DPS will provide you with a revised FAST Fingerprint Pass
that you will have to provide to your employees and applicants. Your employees and applicants will use that FAST
Fingerprint Pass when scheduling their FAST fingerprinting.
29