RFP JB-205604 Temperature Monitoring System

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 334513 - Instruments and Related Products Manufacturing for Measuring, Displaying, and Controlling Industrial Process Variables
  • 334516 - Analytical Laboratory Instrument Manufacturing
Posted Date: Jul 31, 2019
Due Date: Aug 21, 2019
Solicitation No: RFP JB-205604
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RFP JB-205604 Temperature Monitoring System

Closing Date: 8/21/2019

Closing Time: 2:00 P.M.

Bid Package: JB-205604 Temperature Monitoring System

Additional Files and Addenda:

Addendum #1:

Addendum #2:

Addendum #3:

Item File #1:

Item File #2:

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Issue Date: July 31, 2019
Page 1 of 40 Pages
RFP # JB-205604
“Temperature Monitoring System”
Receipt/Opening Time and Date:
Request for Proposal (RFP)
August 21, 2019 @ 2:00 PM CT
Candace Yarbough
Candace Yarbough, Director, Contracts Management
Dallas Independent School District (“Dallas ISD” or “District”) is
soliciting offers for the products, goods, or services per the specifications stated elsewhere in this solicitation document.
Offers shall be submitted in a sealed envelope marked on the outside with the Offeror’s name and address and solicitation
number and title “Temperature Monitoring System” to:
Dallas ISD
Attn: Procurement Services
9400 North Central Expressway, Ste. 1510
Dallas, Texas 75231
Offers must be submitted in sufficient time to be received and time-stamped at the above location on or before the
receipt/opening date/time indicated above. DALLAS ISD will not be responsible for delivering mail from the post office nor
any other delays encountered by hand delivery of Offers. Offers received after the receipt/opening time and date may not be
considered. FAX proposals or e-mailed proposals will not be accepted.
Questions concerning this solicitation document should be addressed, in writing, to jblythe@dallasisd.org. Questions
should be submitted not later than August 12, 2019 to allow sufficient time for responses prior to receipt/opening date/time.
Responses to questions, other than administrative questions, will be provided to all potential Offerors by means of an
addendum to the solicitation.
The attached “General Terms and Conditions” are an integral part of this solicitation and will become part of any resulting
contract unless deviations/exceptions are requested by Offeror at time of response and accepted by Dallas ISD.
Please return original signed Offer, one (1) hard copy, and five (5) labeled USB drives to Dallas ISD, Attn: Procurement
Services. All forms included as part of this solicitation must be completed and returned with Offeror’s response.
This solicitation is for a multi-year requirement as noted elsewhere in this solicitation.
Contract(s) will be put into effect by means of a Letter of Acceptance, or some other written notification of Acceptance by The
District, within ten (10) days of acceptance by the District. The document of Acceptance, the solicitation, the Offeror’s Offer,
and other pertinent documents will comprise the Contract Documents. See “Contract Documents and Order of Precedence”
in General Terms and Conditions.
Signature below represents that Offer is submitted.
OFFER MUST BE SIGNED
Company Name:
Submitter’s Name/Title:
Address:
City, State and Zip Code:
Email Address:
Telephone No.
Submitter’s Signature:
____________ Date:
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STATEMENT OF WORK
RFP # JB-205604 - Temperature Monitoring System
TABLE OF CONTENTS
I. Background Information/Basic Requirements
II: Instructions and Requirements for Offer Submittal
III. Evaluation Process
IV. Forms to be Returned with Offer
V. General Terms and Conditions
VI. Special Terms and Conditions (if applicable)
VII. Exhibits and/or Appendices (if applicable)
Proposal Timeline (Estimated)
Issue RFP
RFP Due
Advertising Dates
Pre-Proposal Meeting (if applicable)
Questions Deadline
Questions Response
Evaluation and Selection
Approval/Award
July 31, 2019
August 21, 2019
July 31 & August 7, 2019
N/A
August 12, 2019
August 14, 2019
August 26 – 30, 2019
October 17, 2019
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SECTION I: BACKGROUND INFORMATION/BASIC REQUIREMENTS
1. Dallas ISD is seeking Offers for qualified vendors to perform a complete Turnkey installation and
setup with maintenance of a Temperature Management System, which includes providing
equipment and/or monitoring services, for each Dallas ISD Food and Child Nutrition Site, Central
Kitchen, and Central Warehouse. The system should be designed to comply with any District, TDA,
HACCP, ServSafe, USDA, and local health department policies.
2. Dallas ISD is seeking to award to one vendor for the purchase of the goods/services identified in this
solicitation.
3. The resulting Contract award, if any, is for a multi-year requirement
The term of this agreement shall be a three-year (3) agreement with two (2) separate options for
mutual renewal. Each option is for an additional successive one year term, to renew and extend the
contract up to a maximum of five years (60 months) unless sooner terminated as set forth elsewhere
in the contract. To exercise each option to renew, the District must give written notice to the Offeror
of its election to renew for one (1) additional year within forty five (45) days of the expiration of the
then current term of the Agreement/Contract. If the District fails to timely exercise any of the options
to renew, all remaining options to renew shall expire and terminate.
4. The Effective Date of the Contract/Agreement, if any, is the date that award is approved by Dallas
ISD’s Board of Trustees or designated representative. In some cases, the Effective Date and the
date for start of services are separated by several weeks and/or months.
5. Dallas ISD sits in the heart of a large, diverse and dynamic region with a metropolitan population of
6.5 million people in the 12 counties in North Central Texas. Dallas ISD comprises 384 square miles
and encompasses the cities of Dallas, Cockrell Hill, Seagoville, Addison, Wilmer and parts of
Carrollton, Cedar Hill, DeSoto, Duncanville, Farmers Branch, Garland, Grand Prairie, Highland Park,
Hutchins, Lancaster and Mesquite.
a. The district is the second-largest public-school district in the state, and the 14th-largest district
in the nation.
b. Dallas ISD is proud of its award-winning schools, outstanding teachers and staff, hard-working
students and committed parents and volunteers. The District serves approximately
155,000 students in pre-kindergarten through the 12th grade, in 230 schools, employing nearly
20,000 dedicated professionals.
6. Scope of Work: The awarded vendor will provide a scalable phased rollout of a Turnkey
Temperature Management System to each Food and Child Nutrition Central Kitchen
Refrigerator, Freezer, Dry Storage, Delivery Vehicle and Catering Van, Central Warehouse
Refrigerator, Freezer, and Dry Storage, as well as Site Refrigerator, Freezer, and Dry
Storage. Awarded vendor will be responsible for power and network connectivity to district
power and network. Training for Site and Maria Luna Central Staff, installation of all
equipment, hardware, and software maintenance/support, and monitoring services for each
item installed are essential to the needs of Food and Child Nutrition Services.
Approximately Two Hundred and Twenty (220) Food and Child Nutrition Sites, one (1)
Maria Luna Food Warehouse, and one (1) Maria Luna Central Kitchen will be involved.
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7. Requirements:
a) The successful bidder must be able to provide accurate temperature logging for
coolers, freezers, delivery trucks, catering vans, and any other equipment
where temperature logging is required by district or mandated by outside
agency compliance.
b) The Temperature management system will be able to send alerts by text
message, email, and/or phone call to multiple users if a potential problem has
been detected.
c) The Temperature management system must include battery backup, with the
ability to send alerts in the event of an electrical shutdown.
d) The Temperature management system must allow for temperature logging and
monitoring over a Cellular Network via a Major Cellular Carrier (GSM or
CDMA), with the option to use current district Cellular data plans.
e) The Temperature management system must include wireless backup
capabilities for logging and alerts in the event the Cellular Network is down.
f) The Temperature management system may be configurable to utilize cellular
service as the primary communication method and Wi-Fi as second and/or
backup communication method.
g) The Temperature management system may include temperature monitoring of
menu specific items, to be logged and accessible to Food and Child Nutrition
Staff.
h) Optional Hardware should be able to integrate with FCNS software for
automatic downloads of menu, temperature.
i) Handheld tool should authenticate with LDAP to pull down user information.
Handheld should also pull menu data from FCNS Software flat file or otherwise.
j) Information about temperatures to be recorded and accessible on the Web,
Android, or iOS devices around the clock to allow monitoring by Food Service
Personnel.
k) All logged temperature information for all site and central systems must be
available for at least a 5-year period.
l) Necessary software, installation, hardware, hardware integration, system
configuration, alarm notification, data storage, warranty, monitoring, and three
(3) years support to be included in price. All maintenance, support, upgrade,
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delivery and incidental charges must be included in pricing. Pricing is to be
broken down by price per year.
m) The vendor will provide as needed on-site training as well as problem solving
assistance with hardware connectivity and software application malfunctions.
n) All vendor employees visiting Food and Child Nutrition Sites are required to
wear a company uniform, as well as a company identification badge. A criminal
background check and badge will be required of all vendor employees visiting
sites. This is to be obtained through FC Background.
o) The Vendor will provide an implementation plan based on Maria Luna Specs.
p) The Vendor will provide 3 letters of reference from multi-site implementations of
similar size to Dallas ISD.
q) The awarded vendor will have a implementation plan prepared to meet the
Maria Luna completion deadline of January 31, 2020.
r) The vendor will be prepared to Demo their product to Maria Luna Staff between
September and October of 2019.
s) Awarded Vendor Implementation plan will include a plotted Visio of
recommended hub mounts patch panels, switch, probes, and all hardware. All
Networking Hardware will be included in cost. The vendor will include size and
quantity as well as product recommendations.
8. Pricing – Please use the Price Summary Form and the Detailed Price Affidavit found on
pages 21 and 22 of this solicitation.
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