REQUEST FOR PROPOSALQUALIFICATIONS NO. ORLEANS PARISH SCHOOL BOARD PURCHASING DEPARTMENT 3520 General DeGaulle Drive, Room 5055 New Orleans, Louisiana 70114 Telephone: (504) 304-5639 Fax (504) 309-2879 SPECIFICATIONS FOR WATER FILTRATION SYSTEMS INVITATION TO BID OPENING: MONDAY, JANUARY 8, 2018 AT 2:00 P.M. NOTE: Bid response to be provided as original and one (1) copy on CD or flash drive. BIDDER: ____________________________________ SIGNATURE:_________________________________ NAME: _______________________________________ (Print or Type) ADDRESS: ___________________________________ CITY, STATE, ZIP: ____________________________ PHONE: ______________________________________ FAX NUMBER: ________________________________ E-MAIL ADDRESS:_____________________________ TERMS: ______________________________________ DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. ORLEANS PARISH SCHOOL BOARD PURCHASING DEPARTMENT 3520 General De Gaulle Drive, Fifth Floor, Room 5078 New Orleans, Louisiana 70114 ADVERTISEMENT INVITATION TO BID NO. 18-0014 WATER FILTRATION SYSTEMS Sealed bids relative to the above will be received in the Purchasing Department for the Orleans Parish School Board at 3520 General De Gaulle Drive, Fifth Floor, Room 5055, New Orleans, Louisiana 70114 until 2:00 P.M. on Monday, January 8, 2018. Specifications and proposal documents may be obtained upon request from the OPSB Purchasing Department in writing, by email; or lynn_dillon@opsb.us or by calling (504)304-5639 or by visiting the web site www.opsb.us/solicitations. The OPSB reserves the right to reject any or all proposals whenever such rejection is in its best interest in accordance with law. The provisions and requirements of this advertisement shall not be waived. ORLEANS PARISH SCHOOL BOARD BY: FIRST INSERTION DATE: SECOND INSERTION DATE: THIRD INSERTION DATE: Lynn Dillon Senior Buyer WEDNESDAY, NOVEMBER 22, 2017 WEDNESDAY, DECEMBER 6, 2018 WEDNESDAY, DECEMBER 13, 2018 DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. ORLEANS PARISH SCHOOL BOARD PURCHASING DEPARTMENT 3520 General De Gaulle Drive, Fifth Floor, Room 5055 New Orleans, Louisiana 70114 INSTRUCTIONS TO BIDDERS Sealed bids will be received by the Orleans Parish School Board in the Purchasing Department, 3520 General De Gaulle Drive, Fifth Floor, Room 5055, New Orleans, Louisiana 70114, until 2:00 P.M. on MONDAY, JANUARY 8, 2018, for INVITATION TO BID NO. 18-0014 WATER FILTRATION SYSTEMS with the following specifications, at which time and place the bids will be publicly opened. A signed original and one (1) copy on CD or flash drive (If a soft copy cannot be provided, submit one (1) paper copy.) MUST be submitted in a sealed envelope and clearly marked: RESPONSE TO ITB NO. 18-0014 WATER FILTRATION SYSTEMS TO BE OPENED ON MONDAY, JANUARY 8, 2018 AT 2:00 P.M., and addressed to the Purchasing Department, Orleans Parish School Board, 3520 General De Gaulle Drive, Fifth Floor, Room 5055, New Orleans, Louisiana 70114. The name and address of the company submitting the bid must appear on the top left corner of the envelope containing the bid document. Hand-carried and express mail proposals may be delivered to the above address ONLY between the hours of 8:00 a.m. and 4:30 p.m. local time, Monday through Friday, excluding holidays observed by the OPSB. The Orleans Parish School Board will not be responsible for the opening of, post-opening of, or failure to open a bid not properly addressed or identified. The Orleans Parish School Board will not assume the responsibility for any delay as a result of failure of the mail to deliver proposals on time. No bid(s) will be accepted after 2:00 P.M. ON MONDAY, JANUARY 8, 2018 under any conditions whatsoever. In order for your company to be provided proof of delivery time, bids should be hand delivered, sent by registered mail, or private carrier only to the Purchasing Department, 3520 General De Gaulle Drive, Fifth Floor, New Orleans, Louisiana 70114. BIDDING DOCUMENTS: A complete set of Bidding Documents MUST be used in preparing bids; neither the Orleans Parish School Board nor its representatives assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of Bidding Documents. The forms furnished as part of the specifications MUST be used for filing of bid and must be signed by the bidder. No bids will be considered unless made on the forms provided and must not be detached from the bidding document of which it forms a part. Failure to follow these instructions may result in your bid being disqualified. The statement listed on the bottom of each page (DO NOT DETACH THIS PAGE) indicates that ALL of the pages included in the bid document must be submitted. Bids that are submitted with a “NO BID” response MUST be clearly stated on the front of the envelope. (If not responding to bid, package need not be mailed.) DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. BIDDERS REPRESENTATION: Each Bidder by signing and submitting a bid to the Orleans Parish School Board Represents that: a. The Bidder has read and understands the Bidding Documents and that his bid is made in accordance therewith. b. The Bidder is furnishing the Certificate of Insurance with the Bid, in accordance with the insurance requirements. VENDOR CONTACT: Bidders MUST provide NAME and TELEPHONE NUMBER of respective contact person within the firm through whom orders and/or information will be handled. BID INQUIRY: No contact in any form or manner is to be made with any employee of the District except through the Purchasing Department. Violation of this provision shall be considered grounds for disqualification of the violator employer's bid. CONSIDERATION OF BID: The Board reserves the right to select any part of the bid or the whole bid as well as to reject any and all bids whenever such rejection is in its best interest in accordance with law. All blanks within the Bidding Document shall be filled in by typewriter or manually in ink. When Brand name of item is not filled in, the item specified in the specifications must be delivered. Brand name, unit price and extended price must be quoted. When no brand is indicated in the specifications, Bidder must indicate brand to be provided. Samples must be submitted if requested by the Purchasing Department. The Bidder’s name, complete address, phone number and principals of the company must be furnished. Prices are to include inside delivery and installation a school sites. Samples must be submitted if requested by the Purchasing Department. Bidders are cautioned to insure the unit prices are correct as written/typed. A careless error in the bid preparation or in quoting prices will not relieve the bidders’ responsibility. Per Louisiana Revised Statues Title 38:2221, "NO CONTRACT SHALL BE LET ON A COST-PLUS BASIS". DISCOUNTS FOR PROMPT PAYMENT: Discounts/Terms for prompt payment will not be considered in the evaluation of bids. However, any offered discount will form a part of the award and will be taken if payment is made within the discount period indicated in the proposal by the Bidder. As an alternative to offering a prompt payment discount in conjunction with the bid, Bidders awarded contracts may include prompt payment discounts on individual invoices. LOUISIANA PREFERENCE: In accordance with Act 318 of the 1958 Session of the Legislature: "PREFERENCE IS HEREBY GIVEN TO MATERIALS, SUPPLIES AND PROVISIONS PRODUCED, MANUFACTURED OR GROWN IN LOUISIANA, QUALITY BEING EQUAL TO ARTICLES OFFERED BY COMPETITORS OUTSIDE OF THE STATE". DELIVERY: In the event of the failure of the Bidder to meet the above requirements or to deliver articles within the time specified elsewhere in these specifications, the Board reserves the right, without prior notice or putting in default but by mere lapse of time, to obtain the articles from any other person or firm at such DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. price as may be charged without competitive bids. The difference between the price paid and the contract price shall be deducted from the following or any subsequent payment to the contractor. CORRECTION OF MISTAKES: Bidders MUST not erase, correct or write over any prices or figures necessary for the completion of the bid. Corrections MUST be made by drawing a line through the unwanted text(s) or number(s) and rewriting the correct text(s) or number(s). If a correction is necessary, the bidder shall initial each correction. Failure to comply with the requirements may cause your bid to be disqualified. No bids shall be altered or amended after the specified time for opening. Negligence on the part of the bidder in preparing his/her bid confers no right of withdrawal or modification of his/her bid after bids have been opened. AWARD: The bid will be awarded to the lowest bidder that meets the specifications as determined by the District. It is appropriate to emphasize that the lowest bidder may not be considered the best. The District reserves the right to enter into a single contract or to award more than one contract for all materials, supplies, and/or services contained in the bid, whichever is deemed to be in the District’s best interest. OBJECTION TO THE AWARD: If any Bidder who submitted a Bid has an objection to the award of the Low Bidder, the objecting Bidder shall furnish that protest, in writing, to the Purchasing Department within two (2) Business Days of the date of the Bid Opening. The protest shall describe in detail the basis for the protest, and shall request a determination under this section of the Instructions to Bidders. If a protest is filed in a timely fashion, the Purchasing Department will, review the basis for the protest and relevant facts under such terms and conditions, as the Purchasing Department considers proper. Upon completion of the review, the Purchasing Department shall submit its findings and recommendations to the Superintendent and/or OPSB who shall then review the matter under such terms and conditions, as deemed proper. Upon receipt of authority to act from the Superintendent or OPSB, the Purchasing Department will notify those Bidders involved of its decision. The decision shall be final and binding on the objecting Bidder. WITHDRAWAL OF BID: Any bid may be withdrawn if clear and convincing sworn, written evidence of obvious mechanical, clerical or mathematical error is furnished by the bidder to the Purchasing Department within 48 hours of bid opening. SUPPLIER PERFORMANCE AND EVALUATION: The contractor, vendor, service provider and/or supplier performance process will involve evaluating the contractor, vendor, service provider and/or supplier’s overall quality status, as well as evaluating the quality of each material or service the Orleans Parish School Board wishes to purchase from the said contractor, vendor service provider and/or supplier. Prior to the invoice submission, the contractor, vendor, service provider and/or supplier, shall meet with a purchasing representative to discuss and review deliverables and timeline events for said services. By signing the certification statement, the bidder certifies that neither it nor any of its principals (e.g., key employees) have been proposed for debarment, debarred or suspended by a Federal Agency. It is the responsibility of each bidder to sign the attached certification statement and submit it with the bid. Failure to comply with this requirement will cause your bid to be disqualified, declared non responsive. CONTRACTS OVER $100,000: The Contractor must comply with the applicable standards, orders or requirements issued under Section 306 of the Clean Air Act [(42 USC 1837 (h)], Section 508 of the Clean Water Act (32 USC 1368), Executive Order 11738, and Environmental Protection Agency Regulations (40 CFR, Part 15), which prohibit the use under non-exempt federal contracts, grants or loans of facilities included in the EPA list of violating facilities. Contractor shall report any violations to the Orleans Parish DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. School Board, the Department of Agriculture and to the Environmental Protection Agency Assistant Administrator for enforcement. LAWS AND REQUIREMENTS AFFECTING LABOR: All contractors and subcontractors shall comply and conform to all applicable federal, state, and municipal labor laws and various acts mandatory and supplementary thereto, as well as, all other applicable laws, ordinances and legal requirements regarding the employment of labor to include, if applicable, to contracts which exceed $2,500.00 and which involve the employment of mechanics or laborers, the Contract Work Hours and Safety Standards Act (40 USC 327-330) as supplemented by the Department of Labor Regulations (29 CFR, Part 5). The latter requirements do not apply to the purchase of supplies or materials or articles ordinarily available on the open market. OPSB DISADVANTAGED BUSINESS ENTERPRISE PROGRAM (DBE) PROGRAM: The OPSB is seeking a DBE goal of up to 35% of assembly, set-up, installation, and debris removal. See DBE Program Packet which is hereby made a part of this Invitation to Bid. INSTALLATION TIMELINE: The contractor must begin the physical installation process within 8 weeks of contract execution. CERTIFICATION(S): Bidder must submit certification for NSF/ANSI 42, NSF/ANSI 53 and NSF P231 designations with bid. ORLEANS PARISH SCHOOL BOARD Lynn Dillon Senior Buyer DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary ExclusionLower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part 3017, Section 3017.510, Participants' responsibilities. The regulations were published as Part IV of the January 30, 1989, Federal Register (pages 47224733). Copies of the regulations may be obtained by contacting the Department of Agriculture agency with which this transaction originated. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS THAT FOLLOW) (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Organization Name_________________________________________________________________ Name and Title of Authorized Representative_____________________________________________ Signature_______________________________________Date_____________________ DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS EXCEEDING $100,000 IN FEDERAL FUNDS The undersigned certifies, to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure of Lobbying Activities," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all sub awards (exceeding $100,000 in Federal funds) at all tiers (including subcontracts, sub grants, and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly. This certification is a material representation of fact which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. NAME/ADDRESS OF VENDOR___________________________________________________________________________ ______________________________________________________________________________________ TITLE/TITLE OF SUBMITTING OFFICIAL_____________________________________________________________________________ SIGNATURE___________________________________________DATE___________________________ DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. GENERAL TERMS AND CONDITIONS 1. The Orleans Parish School Board (OPSB) is soliciting bids to furnish WATER FILTRATION SYSTEMS 2. All items must be new. (Used or reconditioned items will not be accepted). The bidder must guarantee that the items requested are delivered free from defects in design and construction and that they are the manufacturer’s standard design. 3. Price(s) to include inside delivery, assembly, set-up, installation, debris removal, service and training. 4. Bidder must also provide graphics, literature, product code(s), required certifications and a list of all deviations from the specifications. Failure to comply may result in disqualification of bid. (Vendor catalog(s) will not be accepted in lieu of specifications.) 5. All bids shall be valid for a minimum of 120 days. Terms understood as net 30 days. 6. Bidders must check price quotations for mathematical and typographical errors before submittal (unit prices will govern in case of error). All corrections must be initialed. Failure to comply may result in disqualification of bid. 7. The Orleans Parish School Board is exempt from all Federal and State taxes. 8. Legal identification of the company and/or organization must be listed on the bid form where indicated, including its corporate name and complete mailing address. 9. Samples of item(s) proposed as “Equal or alternate” may be required prior to bid award. 10. Each bidder must include in its bid the policy for returned equipment. 11. The Orleans Parish School Board reserves the right to select any part of the bid or the entire bid, as well as to reject any and all bids received whenever such selection or rejection is in its best interest in accordance with law. 12. A bid may be withdrawn after the time and date designated for receiving bids if clear and convincing sworn, written evidence of obvious mechanical, clerical or mathematical error is furnished by the bidder within 48 hours of bid opening. Negligence on the part of the bidder in preparing his/her bid confers no right of withdrawal or modification of his/her bid after bids have been opened. 13. All inquiries regarding this solicitation for bids must be in writing addressed to Lynn Dillon, lynn_dillon@opsb.us 14. Bidder must submit certification for NSF/ANSI 42, NSF/ANSI 53 and NSF P231 designations with bid. DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. SPECIFICATIONS AND BID FORM ORLEANS PARISH SCHOOL BOARD PURCHASING DEPARTMENT 3520 General De Gaulle Drive, Fifth Floor New Orleans, Louisiana 70114 TO: ORLEANS PARISH SCHOOL BOARD This form is to be completed, signed and left attached to the Bidding Documents and delivered to the Orleans Parish School Board by the time and date advertised. DATE: ______________________________ Orleans Parish School Board Purchasing Department 3520 General De Gaulle Drive Fifth Floor, Room 5078 New Orleans, LA 70114 Re: Invitation to Bid No. 18-0014 WATER FILTRATION SYSTEMS Gentlemen: In compliance with the Bidding Documents, the undersigned agrees, if this offer is accepted and awarded within one hundred twenty (120) calendar days from the date for the receipt of the offer specified in the Advertisement for Bids, to furnish any or all items awarded at the unit price offered at the price set opposite each item, delivered at the designated points on the dates specified in the Delivery Schedule and during the time period specified. Acknowledgment of Addenda: Addendum No. _____________ , dated ______________________ Addendum No. _____________ , dated ______________________ Addendum No. _____________ , dated ______________________ DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. BID SPECIFICATIONS FOR POINT OF USE WATER FILTRATION SYSTEMS INTENT OF SOLICITATION: It is the intention of the Orleans Parish School Board (OPSB) to purchase a filtration system for our schools’ drinking water. These filtration systems will be connected to drinking fountains as well as water used in the food service area. For drinking fountains, we seek a point-of-use solution that filters water just before consumption. For our food service areas, we seek a point-of-entry solution that filters water prior to consumption. Point-of-use shall be defined as a system that attaches directly to the drinking fountain water source and then connects to the fountain(s). Point of-entry shall be defined as a system that effectively filters water for all water sources in the food service area. The awarded company shall provide a system that follows the following listed system requirements and installation process. BACKGROUND:     Existing drinking fountains are from a variety of companies and have been installed over a period of multiple years. Existing water connections in food service areas are from a variety of companies and have been installed over a period of multiple years. Respondents may anticipate a minimum of 499 units installed. The proposed system must have been in use at an installation with similar requirements to those described in this solicitation for at least 6 months prior to this bid date. SYSTEM REQUIREMENTS:       Each system must ensure lead levels below 15PPB, as stated by EPA requirements. Each system must produce potable water that can be safely used during boil water advisories. The water fountain system must be a point-of-use system that attaches directly to the drinking fountain water source and then connects to the existing fountain. The food service area system must be a point-of-entry system that effectively filters water for all water sources in the food service area. Each system must be a 3-filter system that removes sediment and solids from water prior to removing lead. This measure allows the lead filter to perform at its optimum best, while maintaining the filter’s lifespan.  Filter 1 - Sediment  Filter 2 - Lead  Filter 3 - Microbiological Company supplying filtration systems must determine best filter configuration for removal of contaminants based on existing water quality and must be on-site during installation and set-up to assure best performance. DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO.     Systems must have a built-in safety trigger that shuts down water flow-through when filters have reached expiration. Each system must come in a tamper proof, lockable box with stainless steel braided hose line housing. Each system must include filters that have NSF/ANSI 42, NSF/ANSI 53 and NSF P231 certification for removal of lead and other contaminants, remove chlorine odor, and deliver great tasting water. Bidder must submit certification paperwork for NSF/ANSI 42, NSF/ANSI 53 and NSF P231 designations with bid. INSTALLATION and SERVICE: Company awarded this Contract will assure the installation and service of the systems to be on a specific schedule as determined by the OPSB. The company shall:  Install all systems as per OPSB schedule, using certified installers.  Assure that all systems are properly functioning and in working order prior to turnover.  Set up a schedule with and train maintenance staff to perform filter replacement every 9 months or at filter expiration. Filter change out specs must be:  Filters are easy to remove and replace.  All filters are number coded for proper placement.  Water will NOT need to be turned off to replace filters.  On-site staff can replace filters. Company awarded this contract will be required to be on-site and determine best possible installation process and service schedules. A representative of the awarded company must be available to present filtration technology and answer questions as needed to district staff during the purchase process. PROPOSED PRICING: Point-of-use Drinking Fountain System Model Description Quantity Per unit price (including delivery) Per unit price (assembly, setup, installation, debris removal, service and training) Total per unit price Installation Start Date After Receipt Of Order (period required in weeks) Per unit price (assembly, setup, installation, debris removal, service and training) Total per unit price Installation Start Date After Receipt Of Order (period required in weeks) 1-499 500-750 751-999 1,000+ Point-of-entry Kitchen Area System Model Description Quantity Per unit price (including delivery) 1-40 41-100 Bidder must submit certification for NSF/ANSI 42, NSF/ANSI 53 and NSF P231 designations with bid. DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. INDICATE THE WARRANTY PERIOD (CHECK ONE) DAYS______ 90 DAYS______ warranty.) 1 YEAR______ 30 DAYS______ 60 OTHER______ (If OTHER, specify duration of All prices quoted are F.O.B. anywhere within the city limits of the City of New Orleans, Louisiana and do not include city or state sales taxes or federal excise taxes. ______ Initial I have completed the Certificate of Insurance and secured signatures by a duly authorized representative of the company. ______ I have signed the Certificate of Debarment. Initial I have checked my quotations for mathematical and typographical errors. Unit Price(s) will prevail if discrepancy is noted. Unit prices will govern in case of error(s) in extension. I have listed the Principals of the Company. I have completed the Non-Collusion Statement. I have submitted the required system certification paperwork. ______ Initial ______ Initial ______ Initial ______ Initial I (or We) acknowledge and accept the General Terms and Conditions as set forth in this document. NAME OF COMPANY SIGNATURE OF BIDDER DO NOT DETACH THIS PAGE ______ DATE REQUEST FOR PROPOSALQUALIFICATIONS NO. PRINCIPALS OF THE COMPANY PRESIDENT: VICE-PRESIDENT: SECRETARY: TREASURER: BIDDER: SIGNATURE: NAME: (PRINT OR TYPE) ADDRESS: CITY, STATE, and ZIP: _____________________ AREA CODE & PHONE: AREA CODE & FAX: E-MAIL: _________________________________ LIST THE BIDDER’S FEDERAL TAX IDENTIFICATION NUMBER _________________ Bidder is (check one) _____Sole Proprietorship; _____Partnership; _____ Corporation (If corporation, in what state incorporated) _______________________________; or ___ Joint venture. Identify parties: DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. ORLEANS PARISH SCHOOL BOARD Purchasing Department VENDOR REGISTRATION FORM DATE (MM/DD/YYYY): COMPANY NAME: ______________________________________________________________________________ CONTACT: _____________________________________________________________________________________ ADDRESS _____________________________________________________________________________________ CITY, STATE, ZIP: _____________________________________________________________________________________ REMIT TO ADDRESS: _____________________________________________________________________________________ CITY, STATE, ZIP: PHONE: E-MAIL ADDRESS _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ TAX ID NO.__________________________________________ DUNS NO.__________________________________________ MANUFACTURER DISTRIBUTOR SALES OFFICE SERVICES STATE CONTRACT NO.________________________________________________________________ PLEASE IDENTIFY COMMODITIES AND/OR SERVICES THAT YOUR COMPANY PROVIDES: DO NOT DETACH THIS PAGE T REQUEST FOR PROPOSALQUALIFICATIONS NO. In addition to the Vendor Registration form the OPSB requires that each respondent submit a recent W-9 form. The most recent W-9 form, as provided by the Internal Revenue Service, can be accessed at http://www.irs.gov/pub/irs-pdf/fw9.pdf. DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. NON-COLLUSION STATEMENT State of Louisiana Parish of Orleans ____________________________________________________________________, States that he/she is (a partner of the firm, officer of the corporation, or individual making the foregoing proposal or bid); that said bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person to put in a sham bid or to refrain from bidding, collusion, or communication or conference, with any person, to fix the bid price or affiant or any other bidder, or to fix any overhead, profit or cost element, or that of any other bidder, or to secure any advantage against any person interested in the proposed contract, and that all statements contained in the said bid or proposal are true. (Signature) DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. Orleans Parish School Board Disadvantaged Business Enterprise Program Professional Services Materials and Supplies Overview and Administrative Procedures The Orleans Parish School Board (OPSB) would like to offer firms exciting business opportunities in Professional Services, Construction, and Goods and Services through its Disadvantaged Business Enterprise (DBE) Program. The DBE program’s policy intent is to assist disadvantaged businesses to attain a competitive edge and grow by providing equal access to contracts and procurement opportunities in the OPSB system. Certification The OPSB is not conducting an independent certification process at this time. To be qualified as a DBE for OPSB contracts, a firm must be certified as a DBE by the Louisiana Unified Certification Program (LUCP) or any of the following five (5) agencies conducting DBE certification within the City of New Orleans. These five (5) are: The City of New Orleans, Sewage and Water Board of New Orleans, New Orleans Aviation Board, Housing Authority of New Orleans, New Orleans Regional Transit Authority (RTA) Outreach In recruiting potential Economically Disadvantaged Businesses part of our outreach efforts consist of reviewing the City of New Orleans SLDBE list which is updated periodically. Also by participating in trade shows/seminars pertinent to the services requested. During these seminars/trade shows we will distribute programmatic literature to hundreds of individuals and interact with them on a one-toone basis. Additionally, our DBE program will attend all programs sponsored by government and private entities where opportunities to network are maximized. Other outreach efforts include: • Conducting monthly vendor assistance meetings for potential clients as necessary • Conducting one-on-one vendor assistance meetings for potential clients as necessary Good Faith Efforts A Bidder’s compliance with the requirement to make Good Faith Efforts to locate and engage the services of DBE businesses in connection with the Project shall be a matter of Bidder responsiveness. The Bidder can demonstrate that it has complied with the requirement by certifying to the DBE Executive Director or his/her designee in writing, that as of the date of the bid submittal: (i) the Bidder has selected and engaged the services of DBEs, in which case the certification shall include: DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. (a) the names and addresses of those enterprises engaged by the Bidder (b) the value of the subcontract and (c) a description of the work on the Project to be performed by such firm(s) and/or individuals, or (ii) if despite the Bidder’s Good Faith Efforts, the Bidder was not able to select and engage the services of such enterprises, in which case the Bidder shall include in its written certification the following: (a) affirmation that, prior to determining that it was unable to locate DBEs, the bidder consulted business registries including those identified by the School District; (b) affirmation that the bidder attended any pre-bid meeting scheduled to inform DBEs of subcontracting opportunities; (c) a copy of the written notifications sent to DBEs soliciting their interest in being a subcontractor or supplier on the Project; (d) the names, addresses, and telephone numbers of DBEs contacted, the date of such contact and the date set for receipt of bids from those businesses; (e) a copy of the information or a description of the information provided to DBEs regarding the plans and specifications for the work proposed to be subcontracted and how that information could be accessed; (f) a statement from the Bidder explaining why any DBEs contacted by bidder were not engaged Upon the Bidders application for waiver of the DBE goals, based on the above circumstances, the DBE Executive Director and Committee shall determine whether or not the bidder satisfied the good faith effort and shall make the appropriate recommendation. Upon written request of the DBE Executive Director, the bidder will attend a meeting of the Orleans Parish School Board to discuss the specific measures the Bidder has utilized in undertaking the Bidder’s Good Faith Efforts. DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. Calculations 1. DBE participation will be counted toward meeting the goals as follows: a. The total dollar value of a direct contract or subcontract or indirect subcontract awarded to a certified DBE will be counted toward the applicable goal. b. In the case of a joint venture, the portion of the total dollar value of the contract equal to the percentage of the ownership and control of the DBE in the joint venture will be counted toward the applicable goal. c. Only DBEs that perform a commercially useful function in the work of a contract or subcontract or indirect subcontract will be counted toward the DBE goals. A DBE is considered to perform a commercially useful function when it is responsible for execution of a distinct element of work of a contract or subcontract and carries out its responsibilities by performing, managing, and supervising the work involved. If a DBE contractor subcontracts a significantly greater portion of the work of the contract than would be expected on the basis of normal industry practices, the DBE is presumed not to be performing a commercially useful function. The DBE may present evidence to rebut this presumption. d. The total dollar value of materials and supplies obtained from DBE suppliers and manufacturers will be counted toward DBE goals if the DBE assumes the actual and contractual responsibility for the provision of the materials and supplies. e. OPSB through the DBE Executive Director will review the contractor’s DBE involvement efforts throughout contract performance. Such review will include but will not be limited to, the contractor’s and the DBE’s quarterly statements of income from the District which shall document the portion of said income paid to DBE. The Contractor agrees to supply copies of any documentation the District requires in order to complete such a review. Procurement Management As a result of our procurement management process, several activities are conducted on a monthly basis: • Reviewing other DBE agency's certified listings, matching their capabilities to upcoming contracts and encouraging these DBE businesses to seek recertification to update their certification status in order to be eligible for the Orleans Parish School Board DBE participation. • Advise certified DBE vendors about bidding opportunities by submittal of written correspondence to these businesses • Providing program information on the Orleans Parish School Board's website and other compliance enforcement forms for the vendors. DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. • Attend and participate in the Staff Contract Review Committee meetings DBE Committee The DBE Committee is responsible for setting the DBE participation goal for each project. The specific goal will be set on a project by project basis. Upon receipt of all information relative to and closing of the bid process the DBE Committee consisting of the DBE Executive Director, the Purchasing Department and the Head of the Department seeking the Procurement and in the case of Capital Projects the Executive Director of Operations shall then make a recommendation to the Superintendent as to whether the lowest bidder/respondent has agreed to satisfy the DBE contract goal or if not has demonstrated satisfactory good faith efforts to satisfy the DBE contract goal. In determining the percentage of participation by certified DBEs the DBE Committee shall consider the following: • The type or nature of the work required under the contract • The estimated dollar amount of the contract • The availability of subcontractors for the particular project • Whether the items of work have been broken down to the smallest reasonable components to facilitate DBE participation goal up to 35% (Thirty Five Percent) pursuant to the Board’s policy (the goal will be set on a project by project basis) Involvement in Bid Process The DBE Program is responsible for the following bid process: • Consult with the departmental representative on each contract to ensure that every item of work has been broken down to the smallest reasonable components to facilitate DBE participation. • Attend pre-bid conferences and offer instruction, and clarification on DBE bid specifications procurement policy, and procedures for sub-contracting. • Answer questions posed by prime contractors at pre-bid conferences relative to DBE issues. • Provide written responses to detailed questions posed by prime contractors on DBE issues. • Consult with Legal Department before releasing responses, as they may have legal considerations • Review participation summary sheets to determine if the percentage and DBE dollar amount of subcontract work reported is consistent with established goals. • Review DBE vendor listing to determine if DBE firm listed on participation summary sheet is certified to perform required work. DO NOT DETACH THIS PAGE REQUEST FOR PROPOSALQUALIFICATIONS NO. • Verify DBEs submitted responses which indicate that they were not interested in pursuing work with prime contractors. • Make presentations to appropriate committees and full Board on bid disputes and other DBE participation concerns. • Provide signed affidavits to Legal Department in instances where litigation is required in bid disputes. • Participate as witnesses in depositions and court cases involving bid disputes. Monitoring After contracts are awarded and work has begun the DBE Office through the Executive Director monitors actual utilization of DBEs. This process is carried out by utilizing the following: • Review Board Reports for approved names of prime contractors, DBE subcontractors percentage of participation and areas of work to be performed • Advise prime contractors in writing through the appropriate forms provided that the percentage and dollar amount of work to be performed on each contract, that any changes in DBE subcontractors will require prior DBE Office approval and that quarterly report forms on the status of contract expenditures will be submitted • Advise DBE subcontractors in writing as to which prime contractor will be utilizing that firm, the dollar amount of participation, percentage of participation and notification that any changes in acceptances of the subcontract should be reported immediately to the DBE office • Advise prime contractors of the need to complete quarterly compliance report two (2) weeks before due date • Review quarterly compliance reports for instances of non-compliance • Make follow-up phone calls to prime contractors to determine why participation is not in compliance • Schedule meetings with both prime contractors and DBE subcontractors in instances of non-compliance or where problems are evident • Send follow up correspondence detailing non-compliance and penalties for same • Take required action in instances of fronting and non-compliance DO NOT DETACH THIS PAGE REQUEST FOR PROPOSAL NO. Disadvantaged Business Enterprise Office DBE FORM 1 DISADVANTAGE BUSINESS ENTERPRISE (DBE) RESPONSIVENESS FORM RFP/RFQ/P.O./Bid/Solicitation/Other # ____________________ Bidder/Respondent______________________________________ Project Description____________________________________________________________________________________________ FOR BIDS: THIS COMPLETED FORM SHOULD BE FURNISHED TO THE OFFICE OF PURCHASING BY THE LOWEST BIDDER WITHIN TEN (10) DAYS OF THE BID OPENING. FAILURE TO COMPLETE THIS FORM PROPERLY MAY CONSTITUTE THE BID/OFFER AS BEING NON-RESPONSIVE AND SUFFICIENT CAUSE FOR REJECTION. FOR RFPS/RFQS: THIS COMPLETED FORM SHOULD BE FURNISHED TO THE OPSB-DBE OFFICE THROUGH THE OFFICE OF PURCHASING WITH YOUR PROPOSAL. FAILURE TO COMPLETE THIS FORM PROPERLY MAY CONSTITUTE THE BID/OFFER AS BEING NON-RESPONSIVE AND SUFFICIENT CAUSE FOR REJECTION. The undersigned bidder/respondent has satisfied the requirements of the bid specifications for the above-referenced Orleans Parish School Board project in the following manner. Please check the appropriate space:  The bidder/respondent is committed to achieving a minimum of ________% DBE utilization on this contract.  The bidder/respondent is unable to meet the DBE goal, but is committing to a minimum of ________% DBE utilization on this project and is submitting evidence of good faith efforts to achieve DBE participation on DBE Form-2 and DBE Form 2(A). Name of Bidder/Respondent Firm: ___________________________________________________________________________ Telephone: ____________________ Fax: ___________________ E-Mail: ________________________________________ By: _______________________________________________________ , ____________________________ (Signature of bidder's/respondent's authorized representative) (Title) (Date) _____/_____/______ THE BIDDER/RESPONDENT IS COMMITTED TO UTILIZING DBE PARTICIPATION ON THE PROJECT IN THE FOLLOWING MANNER COMPLETED BY BIDDER: The bidder/respondent is committed to utilizing the DBE FIRM NAMED BELOW for the Scope of Work as described below. The estimated dollar value of the scope of work is $________________________ or _______% of the total dollar value of the contract. Use DBE Form-1(A) DBE Responsiveness- Additional DBEs if you are utilizing more than one (1) DBE firm to achieve the DBE participation percentage on the project. Name of DBE Firm: ____________________________________________________________________________________ DBE Firm Owner or Contact: ____________________________________________________________________________ Telephone: ____________________ Fax: ___________________ E-Mail: ________________________________________ DBE TYPE:  SLDBE CERTIFIED;  LAUCP DBE CERTIFIED  SCOPE OF WORK ATTACHED or describe the work to be performed by the DBE firm. ______________________________________________________________________________________________________________ ______________________________________________________________________________________________________________ ______________________________________________________________________________________________________________ COMPLETED BY DBE FIRM: DBE AFFIRMATION. The above-named DBE firm affirms that it will perform the SCOPE OF WORK on of the contract for the estimated dollar value or contract percentage as stated above. By: _______________________________________________________ , ____________________________ (Signature of DBE firm's owner/authorized representative) (Title) (Date) _____/_____/______ If the bidder/respondent does not receive award of the prime contract, any and all representations in this form shall be null and void. Orleans Parish School Board DBE FORM 1 (Rev. 08/2012) ______/______/______