Record & Playback Systems - RP07-20

Agency: HGACBuy
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
Posted Date: Dec 13, 2019
Due Date: Mar 4, 2020
Solicitation No: RP07-20
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Record & Playback Systems - RP07-20

BID STATUS: Pre-Bid

Procurement No.

RP07-20

Pre-Bid/Proposal Conference Date:

January 09, 2020 - 9:00 AM CT

Response Due:

March 04, 2020 - 1:00 PM CT

Response Opening:

March 04, 2020 - 2:00 PM CT

New Contracts Effective:

July 01, 2020

Documents:

RP07-20 Draft
RP07-20 Contractor Information Form
RP07-20 CIQ Interactive Form
RP07-20 Form 1295
RP07-20 HB 89
RP07-20 Form W9

Attachment Preview

CONFERENCE INVITATION:
PROCUREMENT NO: RP07-20
COOPERATIVE PURCHASING PROGRAM
Houston-Galveston Area Council of Governments
3555 Timmons, Suite 120, Houston, TX 77027
Phone: 800-926-0234
Fax: 713-993-4548
www.hgacbuy.org
PRE-BID
PRE-PROPOSAL
ISSUE DATE: Dec 12, 2019
CATEGORY:
PURPOSE OF THE CONFERENCE
Prior to soliciting offerings for the supply of products and/or services described herein, the Houston-Galveston Area
Council of Governments (H-GAC) will conduct a Conference for interested parties. At the Conference, H-GAC
staff will solicit comments related to the requirements and specifications contained in this DRAFT document.
Participants should be prepared to offer constructive suggestions regarding content and/or format. Information and
comments received at the Conference will be considered by H-GAC staff when preparing the Invitation To Submit
Competitive Responses. The objective is a clearly written and competitive specification.
Please closely study the contents of this document before attending the Conference. Proceedings will move swiftly
and there will be no time for an effective review while it is underway. Prior review is important even if you are a
previous supplier participant because significant changes may have been made since the last specification for this
Product/Service was issued.
Participants should contact H-GAC a day or two ahead of the scheduled Conference date to confirm that the
published date and time is still in effect.
More than 5,400 local governments, districts, state agencies and authorities participating in the H-GAC Cooperative
Purchasing Program purchase products and services thru H-GAC contracts.
TENTATIVE PROCUREMENT SCHEDULE AND DETAILS
DRAFT SPECIFICATION / INVITATION:
December 12,2019
PRE-BID/PROPOSAL CONFERENCE:
January 09, 2020 @ 9:00 a.m. CT; H-GAC Offices
FINAL SPECIFICATION / INVITATION:
January 30, 2020
RESPONSES DUE:
March 04, 2020 @ 1:00 p. m. CT; H-GAC Clock
PUBLIC RESPONSE OPENING:
March 04, 2020 @ 2:00 p.m. CT; H-GAC Clock
RECOMMENDATIONS TO BOARD:
April 21. 2020
CONTRACT START DATE & TERM:
July 01, 2020 thru June 30, 2022
The documents comprising this Invitation are available via (appropriate box(es) checked):
- E-mail
- Web Download @ www.hgacbuy.org/bids
For questions regarding this Invitation, please contact:
Name: Jackie Palmer
Phone: 713-993-2466
E-mail: jpalmer@h-gac.com
CONTENTS OF THIS INVITATION
SECTION A - General Terms & Conditions
SECTION B - Product/Service Specific Requirements (Draft)
SECTION C - H-GAC FORMS (Draft)
SECTION D - Pro-Forma (Sample) Contract
NOTICE TO MANUFACTURERS
H-GAC is conducting this procurement with the objective of establishing one or more blanket type
contracts for use by our Members. Because our Members are located not only in Texas, but throughout
the country, we strongly urge you to participate in the process at the manufacturer’s level. If you do not
sell direct, your dealer network may still service customers while you handle the administrative functions
of providing quotes, accepting purchase orders, and collecting payments. If this is not feasible, we will
work with you to subsequently assign your contract to your dealers as necessary to service customers.
Whatever approach you choose to take, there is considerable potential sales value because the H-GAC
Cooperative Purchasing Program is being used not only in the State of Texas, but NATIONWIDE. This
means that H-GAC contractors will have a special advantage available to them in promoting sales to
government agencies throughout the country… the ability to sell products without the need for the buyer
to duplicate the competitive bidding process and expend all the associated staff time and taxpayer dollars.
We believe an H-GAC contract would enhance your competitive position in the government marketplace,
and are eager to work with you to promote the best interests of our participating local governments and
qualifying non-profit organizations.
We look forward to your participation in our process. Please contact the H-GAC staff member listed on
the cover of this Invitation for additional information.
SECTION A
GENERAL TERMS & CONDITIONS
FOR BIDS AND PROPOSALS
INVITATION NO. RP07-20
DESCRIPTION: Record & Playback Systems
TABLE OF CONTENTS
1. INTRODUCTION ................................................................................................................................................2
2. DEFINITIONS, ABBREVIATIONS & ACRONYMS ........................................................................................2
3. NON-BINDING ORAL COMMENTS ................................................................................................................4
4. STRUCTURE OF RESPONSE ............................................................................................................................4
5. BASIC REQUIREMENTS & CONDITIONS......................................................................................................4
6. OFFEROR'S AUTHORIZED SIGNATORY .......................................................................................................5
7. SURETY FOR INSURANCE ..............................................................................................................................6
8. CONFIDENTIAL / PROPRIETARY MATERIALS ...........................................................................................6
9. REFERENCES .....................................................................................................................................................6
10. INSURANCE ...................................................................................................................................................6
11. OFFEROR CERTIFICATIONS.......................................................................................................................7
12. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) PARTICIPATION .............................................7
13. NON-RESIDENT RECIPROCAL SALES ACT .............................................................................................8
14. TEXAS MOTOR VEHICLE COMMISSION CODE & LICENSING............................................................8
15. INTENT AND SCOPE OF SPECIFICATIONS ..............................................................................................8
16. REQUIREMENTS APPLICABLE TO PHYSICAL GOODS.........................................................................8
17. PRODUCT CODES .........................................................................................................................................8
18. SPECIFIC DESCRIPTIVE REFERENCES.....................................................................................................9
19. MANUALS ......................................................................................................................................................9
20. STANDARD FEATURES & OPTIONS .........................................................................................................9
21. WARRANTIES, SALES & SERVICE ..........................................................................................................10
22. H-GAC ORDER PROCESSING CHARGE ..................................................................................................11
23. PRE-PAYMENTS AND DISCOUNTS .........................................................................................................11
24. INSPECTION / TESTING .............................................................................................................................11
25. PRODUCT DELIVERY.................................................................................................................................11
26. OFFERED PRODUCT ITEM VARIANCES ................................................................................................11
27. REQUIREMENTS FOR SUBMISSION OF A RESPONSE.........................................................................11
28. CLARIFICATION TO SPECIFICATIONS & REQUIREMENTS...............................................................13
29. INCONSISTENT INFORMATION...............................................................................................................14
30. REJECTION OF RESPONSES......................................................................................................................14
31. WITHDRAWAL OR MODIFICATION OF RESPONSES ..........................................................................14
32. RESPONSE EVALUATION .........................................................................................................................14
33. ORDER OF PRECEDENCE PRIOR TO CONTRACT AWARD ................................................................15
34. AWARD OF CONTRACT ............................................................................................................................15
35. PRO-FORMA CONTRACT ..........................................................................................................................15
36. CONTRACT TERM ......................................................................................................................................15
Revised: 04/16/18
Page 1 of 20
37. PERFORMANCE & PAYMENT BOND ......................................................................................................15
38. CHANGE ORDERS.......................................................................................................................................15
39. DUPLICATION OF TERMS OR STATEMENTS........................................................................................15
40. PUBLICITY ...................................................................................................................................................15
41. TAXES ...........................................................................................................................................................16
42. DRUG FREE WORKPLACE ........................................................................................................................16
43. PRODUCT NOTICES & MAILINGS ...........................................................................................................16
44. HANDLING OF ORDERS & PAYMENTS..................................................................................................16
45. PRICE CHANGES.........................................................................................................................................17
46. CONTRACT ITEM CHANGES ....................................................................................................................17
47. FORCE MAJEURE........................................................................................................................................18
48. PERFORMANCE UNDER CONTRACT .....................................................................................................18
49. CONTRACTOR ORIENTATION/TRAINING.............................................................................................18
50. LEGAL & CONTRACTUAL REMEDIES ...................................................................................................19
51. NATIONWIDE SALES OPPORTUNITIES..................................................................................................20
1. INTRODUCTION
The Houston-Galveston Area Council (H-GAC) is a "Government-to-Government" procurement service for States,
State Agencies, Local Governments, Districts, Authorities, and qualifying Not-for-Profit Corporations (End Users).
End Users become Members of the H-GAC Cooperative Purchasing Program (HGACBuy) by executing an
Interlocal Contract, which is free of cost and evergreen unless cancelled. HGACBuy, acting on behalf of
Members, is soliciting competitive offerings for the furnishing of products and/or services, as described elsewhere,
which MAY be purchased by Members during the contract term. Members using the Program issue purchase
orders directly to HGACBuy contractors.
2. DEFINITIONS, ABBREVIATIONS & ACRONYMS
The following definitions, abbreviations and acronyms may be found in these specifications, and shall be interpreted
herein as specified below.
Definitions and Abbreviations:
Acceptance. Acceptance takes place when the End User agrees with the Contractor that the terms and conditions
of the contract have been met and verified. Acceptance is not the same as Receipt, and can only occur after intact
shipping, inspection by End User, and any onsite testing that has been stipulated as part of the order
Aggregate/Single Occurrence. The term "aggregate" in insurance terms is the sum of all claims against a specific
policy for a specific loss incident. The term "single occurrence" differentiates between multiple claims and single
claims against a specific policy. The inherent value of a policy's aggregate value is less important to an End User
than is the value of a single claim as stated under "single occurrence."
Approved. Acceptable to the "authority having jurisdiction."
ARO. “After Receipt of Order”. Used in conjunction with a defined time period (usually days or weeks) to
establish the delivery or lead time pursuant to any individual purchase transaction. In the case of orders for bodies
which will be mounted on a customer furnished cab/chassis, the term ARO shall be construed to mean “After
Receipt Of Cab/Chassis”.
Authority Having Jurisdiction. The authority shall be either H-GAC or the relevant End User based on the
requirements as stated in each specification item. Unless specifically stated, the authority shall be H-GAC.
Bidder. Any entity that submits a competitive bid to this Invitation. (See also "Offeror")
Change Order. Request by an End User for a change in the composition of an already submitted purchase order,
for example to change quantity ordered, add or delete items, etc.
Contract. Specifically, a contract between H-GAC and a successful Offeror which is executed based on an award
made pursuant this Invitation.
Revised: 04/16/18
Page 2 of 20
Contract Pricing Worksheet. The standard H-GAC form to by used by Contractor in preparing a quotation to an
End User, upon which End User's purchase order will be based. Contractor may use another quotation form
provided it contains required information, and only if approved by H-GAC.
Contractor. The contracted business entity responsible for fulfilling a contract executed pursuant to this Invitation.
Dealer/Distributor. A duly authorized and/or franchised business entity which sells and services a manufacturer’s
product in a specified marketing area.
Defect. A discontinuity in a part or a failure to function that interferes with the service or reliability for which the
part was intended.
Electronic Media. As used herein, means computer based media such as 100mb Zip Disk, CDRom, e-mail, e-mail
attachment, file downloaded from the web, etc.
End User. (See "Participant" and “Member”)
Listed. Equipment or materials included in a list published by an organization, acceptable to the "Authority Having
Jurisdiction" and concerned with product evaluation, that conducts periodic inspection of production of listed
equipment or materials and whose listing states either that the equipment or materials meet appropriate standards or
has been tested and found suitable for use in a specified manner. NOTE: The means for identifying listed equipment
may vary for each organization concerned with product evaluation, some of which do not recognize equipment as
listed unless it is also labeled. The "authority having jurisdiction" should utilize the system employed by the listing
organization to identify a listed product.
Manufacturer. The person or persons, company firm, corporation, partnership, or other organization responsible
for taking raw materials or components and making a finished product.
May. A term indicating a permissive use or an acceptable alternative to a specified requirement.
Member. An authorized Participant in the Program. (See "Participant" and “End User”)
Motor Vehicle. The meaning of this term shall be based on the legal definition ascribed to it by the laws and/or
regulations of the state in which any specific sale made pursuant to a Contract takes place.
Must. A term indicating a mandatory requirement.
Offer or Offering. Any product or service offered in reply to this Invitation.
Offeror. Any entity that submits a competitive bid or proposal in response to this Invitation. Bidder or Proposer.
Participant. Generally, any qualifying governmental or non-profit entity which has executed an Interlocal Contract
for cooperative purchasing services with H-GAC.
Product Liability Insurance. Failure of Components and/or assembled equipment resulting in personal injury,
disability or death and/or property damage is covered under the product liability insurance provisions.
Product or Product Item. Any of the specific goods, materials, equipment or service(s) specified in this Invitation.
This term encompasses the base line item itself, and any and all accessories, options, modifications, ancillary
services, assembly, testing, etc. that may be included in the delivered Product.
Proposer. Any entity that submits a competitive proposal in response to this Invitation. (See also "Offeror")
Purchaser. The End User having responsibility for the specification, requisition, ordering and acceptance of the
Product or Service. (See also "End User")
Purchasing Authority. The agency that has sole responsibility and authority for negotiating, placing and, if
necessary, modifying any solicitation, purchase order, or other award issued by a governing body [H-GAC].
Quotation. See "Contract Pricing Worksheet".
Receipt. Receipt takes place when a Product or Service is delivered to an End User and a document is executed
that establishes that the Product is now in the possession of the End User or that the Service has been completed.
Receipt DOES NOT connote or imply Acceptance.
Response. All or part of any offering submitted in response to this Invitation.
Shall. A term indicating a mandatory requirement or action.
Should. A term indicating a recommended or advised response to a specified requirement.
Vendor. A manufacturer's representative or dealer authorized to make sales and supply parts and service.
Acronyms:
ANSI = American National Standards Institute
ASTM = American Society for Testing and Materials
ASME = American Society of Mechanical Engineers
CFR = U.S. Code of Federal Regulations
Revised: 04/16/18
Page 3 of 20

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