2020.515 School Visitor, Volunteer and Emergency Management Software

Agency: Clear Creek Independent School District
State: Texas
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541511 - Custom Computer Programming Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Feb 24, 2020
Due Date: Mar 19, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Type Bid No. Brief Description Date Issued Due Date
RFP 2020.515 School Visitor, Volunteer and Emergency Management Software.pdf 02/21/2020 03/19/2020
2:00pm

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REQUEST FOR PROPOSAL
RFP# 2020.515 School Visitor, Volunteer and
Emergency Management Solution
Submittal Deadline: Thursday, March 19, 2020
by 2:00 p.m.
Issued by: Linda Bertram
CCISD Purchasing Department
www.ccisd.net/departments/purchasing/
Linda Bertram, Buyer
Email: lbertram@ccisd.net
DISTRICT OVERVIEW
Profile of the District: The Clear Creek Independent School District spans 103 square miles and is located
20 miles south of Houston along Interstate 45/Gulf Freeway. This includes the communities of: League City,
Seabrook, Webster, Kemah, El Lago, Nassau Bay, Clear Lake Shores and Taylor Lake Village, along with
portions of Bacliff, Friendswood, Houston and Pasadena. The District provides instructional services to over
41,000 students at 44 campuses and is the 29th largest school district in Texas. There are currently twenty-
six (26) elementary schools, ten (10) intermediate schools, five (5) comprehensive high schools and two (2)
charter schools. The mission of the Clear Creek Independent School District, the leader in visionary
education, is to ensure that each student discovers and develops his or her unique talents and interests while
realizing personal success and positively impacting their world through a new system distinguished by
integrity, meaningful relationships, personalized learning, achievement, and a continuing commitment to
Courage, Collaboration, Innovation, and Self-Direction.
GENERAL INFORMATION FOR VENDORS
Proposed Timeline
Release RFP
// Friday, February 21, 2020
Last date for questions:
// Thursday, March 5, 2020 by noon
RFP Due
// Thursday, March 19,2020
Demonstrations
// Date is unknown at this time.
***NOTE: THE DISTRICT IS CLOSED FOR SPRING BREAK THE WEEK OF MARCH 9 13.
Clear Creek Independent School District (“CCISD” or the “District”) is accepting sealed proposals for the following:. A School
Visitor, Volunteer and Emergency Management Solution to align with our School Board Approved Recommendations for
school safety. The EMS should be fully integrated for preparedness, response and recovery. The proposed solution
should be one all-inclusive package. Other components offered within the recommendation will be also considered.
Direct all questions regarding this proposal in writing to Clear Creek ISD Purchasing Department, Buyer- Linda Bertram
Email: lbertram@ccisd.net
The District is utilizing the Request for Proposals (“RFP”) method of procurement in accordance with Texas Education Code Section
44.031. For information regarding the RFP process, contact the CCISD representative identified above.
To be considered a responsive offer, proposers are required to submit an executed original of their proposal, proposal sheets
and any other requested/required information in a sealed envelope. Please submit one signed original, one copy, and an
electronic version to the District. Electronic submissions are required in the format and on the forms provided. Regardless of
when an electronic submission is received, only a signed original proposal will constitute a formal proposal submission by the date and
time noted above.
The proposal can be mailed, delivered by courier as well as hand-delivered to:
GREG CRUTHIRDS, CLEAR CREEK ISD DIRECTOR OF PURCHASING, 2145 WEST NASA BLVD., WEBSTER, TX 77598.
PROPOSAL ENVELOPES MUST INCLUDE: YOUR COMPANY NAME, RETURN ADDRESS, PROPOSAL NUMBER AND THE
DUE DATE AND TIME.
Proposals may be hand-delivered to the Purchasing Department during regular business hours. Any proposal received after the
specified time, whether delivered in person or mailed, shall be disqualified.
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RFP #2020.515 School Visitor, Volunteer and Emergency Management Software
VENDOR SUBMISSION CHECKLIST
Your response must include the following information and completed forms:
FORM AAWARDED VENDOR NOTICE
FORM BBUSINESS INFORMATION & CERTIFICATION
FORM CW-9 TAX PAYER IDENTIFICATION
FORM DREFERENCES
FORM EINTERLOCAL AGREEMENTS
FORM FCERTIFICATE OF INTERESTED PARTIES (HB 1295)
FORM GCONFLICT OF INTEREST (FORM CIQ)
FORM HFELONY CONVICTION NOTICE
FORM ICRIMINAL HISTORY CERTIFICATION
FORM JREQUIRED CERTIFICATIONS (Federal EDGAR requirements and applicable state law)
FORM K SPECIAL TERMS & CONDITIONS (IF APPLICABLE)
PROPOSAL SHEETS
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RFP #2020.515 School Visitor, Volunteer and Emergency Management Software
SCOPE, EVALUATION, & RFP PURPOSE
The scope and purpose of this RFP is: The Clear Creek Independent School District (CCISD) seeks a solution for School
Visitor, Volunteer and Emergency Management Software to align with our School Board Approved Recommendations for school
safety. The EMS should be fully integrated for preparedness, response and recovery. The proposed solution should be one all-
inclusive package. Other components offered within the recommendation will be also considered.
For additional details regarding the scope of the procurement and CCISD’s required specifications, See FORM K, CCISD’s
Special Terms and Conditions (if applicable).
The District intends to purchase immediate requirements and supplemental needs on an as-needed basis.
CCISD Purchasing Department documents are made available via CCISD Website and Public Purchase for qualified vendors who
wish to submit a formal response.
NOTE: Additional RFP Pricing Guidelines if applicable:
CONTRACT TERM: This contract will be effective for an Initial Term of one (1) year, with renewal options for up to five (5) additional
one-year periods (as listed below or otherwise noted), at the Districts discretion (“Renewal Options”). In the event this proposal
expires before another proposal is awarded, the District may extend the contract term on a month-to-month basis by mutual
agreement with the vendor.
Initial Term
First Renewal Option
Second Renewal Option
Third Renewal Option
Fourth Renewal Option
Fifth Renewal Option
May 1, 2020 through April 30, 2021
May 1, 2021 through April 30, 2022
May 1, 2022 through April 30, 2023
May 1, 2023 through April 30, 2024
May 1, 2024 through April 30, 2025
May 1, 2025 through April 30, 2026
EVALUATION CRITERIA The District will conduct a comprehensive, fair and impartial evaluation of all proposals received in
response to this RFP. Each proposal received will be analyzed to determine overall responsiveness and completeness. Failure
to comply with the instructions or to submit a complete proposal may deem a proposal non-responsive and may be eliminated from
further evaluation at the discretion of the District.
FACTOR
Purchase price
The reputation of the vendor and the vendor’s goods and services.
The quality of the vendor’s goods and services.
The extent to which the goods and services meet the District’s needs.
The vendor’s past relationship with the District
The impact on the ability of the District to comply with laws
relating to historically underutilized businesses (HUBS)
POINTS
40
10
10
10
10
0
The total long-term cost to the District to acquire the goods or services
20
State of Texas preference.
_0_
TOTAL
100
Page 4 of 39
RFP #2020.515 School Visitor, Volunteer and Emergency Management Software
(NOTE: If E-Rate applicable, Purchase Price will be weighted 25% for eligible products or services and 15% for other project
costs)
FACTOR
POINTS
Purchase price E-Rate Eligible
25
Purchase Price E-Rate non-eligible project costs
15
The reputation of the vendor and the vendor’s goods and services.
10
The quality of the vendor’s goods and services.
10
The extent to which the goods and services meet the District’s needs.
10
The vendor’s past relationship with the District
10
The impact on the ability of the District to comply with laws
relating to historically underutilized businesses (HUB)
0
The total long-term cost to the District to acquire the goods or services
20
State of Texas preference
0
Any other relevant factor specifically listed in the request for bids or proposals, if applicable
(no more than 5 points and points matrix adjusted accordingly)
TOTAL
100
E-Rate Evaluation Criteria Only:
Pricing - CCISD requests proposals from vendors for Network Infrastructure Refresh in compliance with the Universal Service
Fund Education Rate Program.
Bidder must agree to participate in the USF Program (AKA “E-Rate”) for the corresponding funding year(s)
Please include the correct Service Provider Identification Number (SPIN) on your bid
Bidder is expected to provide the lowest corresponding price per E-Rate rules
Contracts should be contingent upon E-Rate funding unless stated otherwise.
Bidder must agree to provide the Applicant the choice of discount methods (SPI or BEAR)
Depending on E-Rate funding, the district may choose to proceed with all or parts of the projects, at the district’s
discretion.
Evaluation pricing points criteria shall be considered based on E-Rate eligible + E-Rate non-eligible and noted within
the evaluation format as applicable. Points for E-Rate eligible will be up to 25% on products or services, and 15% for
E-Rate non-eligible for all other products or services offered. Therefore, products/service that contain ineligible
components, cost allocation is required to separate and evaluate those costs at a lower value.
Other relevant factors will also be considered and possibly given up to 5 points and points matrix adjusted accordingly.
(See Terms & Conditions for more info, see page 8)
Page 5 of 39
RFP #2020.515 School Visitor, Volunteer and Emergency Management Software

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