ESBD_383358_1732633106501_RFP 24-11-01 Enterprise Content Mgmt Solution - Bid Invitation.pdf

RFP 24-11-01

Enterprise Content Management Solution

Issue Date: 11/26/2024

Questions Deadline: 12/9/2024 12:00 PM (CT)

Response Deadline: 12/18/2024 03:00 PM (CT)

Contact Information

Contact: Pamela Johnson Address: Procurement Department

5000 Research Forest Drive The Woodlands, TX 77381

Email: pamela.johnson@lonestar.edu

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 1 of 43 pages

Event Information

Number: RFP 24-11-01 Title: Enterprise Content Management Solution Type: Request for Proposal Issue Date: 11/26/2024 Question Deadline: 12/9/2024 12:00 PM (CT) Response Deadline: 12/18/2024 03:00 PM (CT) Notes:

This RFP is for the purchase of an Enterprise Content Management solution.

Please direct any questions regarding this RFP to Pam Johnson, Commodity Manager through the questions and answers tab. Request for Proposals shall be submitted electronically through the Lone Star College System eBid system. Bidders are required to read the Special Conditions and to comply with all bid terms. The Lone Star College System will be accepting proposals on a continual basis from the issue date of the RFP until it is opened at 3:00PM (CST) on December 19, 2024.

The Lone Star College System ("LSCS" or "The System") enrolls over 80,000 credit students each semester providing high-quality, low-cost academic transfer and career training education. LSCS is also training tomorrow’s workforce today and redefining the community college experience to support student success.

The System consists of 23 locations, including eight colleges, seven centers, and eight Workforce Centers of Excellence, all located in the greater Houston area.

Fully accredited, the Lone Star College System offers industry-specific certifications, associates and workforce bachelor’s degrees and it’s 7,300 employees are committed to supporting students both in and outside the classroom.

The System serves an area of more than 2,700 square miles with a total population of 2.7 million residents, provides an annual economic impact of nearly $3 billion and is a major and growing contributor to the local economy.

Mario K. Castillo, J.D., serves as Chancellor of LSCS, the largest institution of higher education in the Houston area. LSCS has been named a 2023 Great Colleges to Work For® institution by the Chronicle of Higher Education and recognized by Fortune Magazine and Great Place To Work® as one of this year’s Best Workplaces in Texas™. Visit LoneStar.edu to learn more.

Billing Information

Contact: Accounts Payable Address: 5000 Research Forest Drive

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 2 of 43 pages

The Woodlands, TX 77381 Phone: 1 (832) 813-6551 Email: accounts.payable@lonestar.edu

Bid Activities

First Legal Advertisement 11/26/2024

Date the first ad is posted in the news paper.

RFP Issue 11/26/2024 9:00:00 AM (CT)

Date the RFP is Issued

Second Legal Advertisement 12/3/2024

Date the second advertisement is posted in the newspaper.

Last Day to Submit Questions 12/9/2024 12:00:00 PM (CT)

Last day proposers can submit questions.

Deadline to Submit Proposal 12/18/2024 3:00:00 PM (CT)

The day the RFP is opened.

Evaluation of Proposals Submitted 1/7/2025

Day we anticipate to start evaluations.

Recommendation to Board of Trustees 3/6/2025

Day we anticipate to take the RFP to the Board for possible award.

Bid Attachments

Supplier Response Quick Tutorial.pdf Download

Directions on how to respond to a solicitation in the Ion Wave system.

W-9 Revised March 2024.pdf View Online

W-9 From - March 2024

Requested Attachments

Certificate of Interested Parties Form 1295 (Attachment required)

If you have completed the Form 1295 for this proposal and wish to submit it with your proposal. Please attach a completed Form 1295.

As stated in Attribute #44, Proposers must file Form 1295 electronically with the Texas Ethics Commission using the online filing application, which can be found at https://www.ethics.state.tx.us/filinginfo/1295/. Proposers must use the filing application on the Texas Ethics Commission’s website to enter the required information on Form 1295. Proposers must print a copy of the completed form, which will include a certification of filing containing a unique certification number. The Form 1295 must be signed by an authorized agent of the business entity. The completed Form 1295 with the certification of filing certificate number and signatures must be filed with Lone Star College. Proposer can attach the completed form here.

W-9 Form (Attachment required)

Please attach a complete and executed current Form W-9. This item is a required attachment.

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 3 of 43 pages https://lonestar.ionwave.net//extract.aspx?file=output%5Clonestar%5C2024_9%5C3f39e3e6-7bd8-423d-9fbd-90eadd2c3274.pdf&name=Supplier+Response+Quick+Tutorial.pdf https://lonestar.ionwave.net//VendorLanding.aspx?eq=)Zx4(E!Cibx!A)Ysl0!Zv6p$Q!X(N$A3b(B$Kvc$M7g$G!Ug5x-u!I4(U(Qt!V(Q1(D$Qkwuhuuff$B$F(Gj$Yng52jntz!Ds!E3$I(X0kd!L(U)Zn)B(F(Mi8ss)L!W)J36(Xr7u(C$Kr$Crt0xs!O5iv)Y1r)Ql(I7g https://www.ethics.state.tx.us/filinginfo/1295/

Bid Attributes

1 NOTICE TO OFFERORS

This RFP is the intention of the Lone Star College System ("LSCS" or "The System") to purchase an Enterprise Content Management solution.

All prices and/or discounts are to be effective for an initial period of up to three years, from time of award, with an option to renew annually up to five (5) years total by mutual consent in writing, unless either party has given written notice of intent to change the terms of the agreement no less than 60 days prior to the annual execution date of Board approval. Total contract term, inclusive of the initial three-year term will not exceed five years. Prices are to include delivery charges FOB Lone Star College System.

This agreement is subject to the appropriation of funds by the System in its budget adopted for any fiscal year for the specific purpose of making payments pursuant to the Agreement. The obligations of the System in any fiscal year for which this agreement is in effect shall constitute a current expense of the System for that fiscal year only, and shall not constitute an indebtedness of the System beyond that fiscal year. In the event of non-appropriation of funds in any fiscal year to make payments pursuant to this Agreement, this Agreement may be terminated.

Quantities listed are an estimate and should not be construed to be a guarantee of either minimum or maximum since purchases are dependent upon actual need and available funds. Official LSCS purchase orders will be issued on an as-needed basis.

QUESTIONS & ANSWERS : Bidders may submit questions regarding this bid online through the LSCS eBid system under the Questions tab. The questions and answers will be made available to all bidders in the Questions tab. It is the bidders’ responsibility to check the bid to see if any answers have been posted. The deadline for submitting questions is listed in the "Bid Information" and "Bid Activities" tabs of the RFP.

The Bidder SHALL NOT contact any other System employee, Board Trustee member or System consultant during this proposal solicitation, evaluation, and award process without prior approval of the Executive Director of Procurement. Failure to comply may result in disqualification.

I have read and agree to the notice to offerors.

(Required: Check if applicable)

2 Special Conditions

Overview Lone Star College (LSC) is seeking to replace its current Enterprise Content Management (ECM) platform, with a document management system to better serve the needs of the institution including but not limited to:

ꞏ Student Records ꞏ Financial Aid ꞏ Veterans Affairs ꞏ International Programs ꞏ Human Resources

Scope of Work

Project Objectives

Improve the efficiency and reliability of (LSC’s) document storage, retrieval, and management processes.

Support automated workflows, compliance with regulatory standards, and seamless integrations to our enterprise resource planning applications.

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 4 of 43 pages

Provide user-friendly experiences for students, faculty, and administrative staff.

We seek proposals that include hybrid or cloud-based solutions to ensure scalability, accessibility, and alignment with LSC’s evolving technological environment.

The deliverable should include a comprehensive environment diagram to illustrate the proposed system architecture, integration points, and data flow, providing LSC with a clear visualization of how the system will operate within our existing technology landscape.

Please describe how proposed solution will provide:

1. Core Functionality Requirements

Document Management o Centralized repository for digital documents, supporting various formats (e.g., PDFs, images, Word documents).

o Version controls to manage and track document revisions.

o Metadata tagging for easy retrieval and organization.

o OCR (Optical Character Recognition) to convert scanned documents into searchable text.

Workflow Automation o Ability to create, manage, and monitor workflows for key functions.

o Integration with existing PeopleSoft ERP workflows for processes such as student enrollment, payroll, and financial aid processing.

o Customizable notifications and alerts to improve process efficiency and ensure timely task completion.

Records Management & Compliance o Support for document retention policies and lifecycle management, including automatic archiving and disposition.

o Compliance with relevant regulations governing data handling in higher education such as.

FERPA (Family Educational Rights and Privacy Act) § HIPAA (Health Insurance Portability and Accountability Act)

Texas State Data Privacy o Robust auditing and reporting to track document access and changes.

Content Security & Access Control o Multilevel-role-based access control to protect sensitive data and support privacy regulations.

o Integration with institutional SSO and MFA for secure access.

o Logging and monitoring capabilities for compliance and security audits.

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 5 of 43 pages

Collaboration & Accessibility o Real-time collaboration tools for administrative teams.

o Accessible design compliant with ADA standards for accessibility.

o Support for mobile devices and remote access for a flexible user experience.

Advanced Search Capabilities o Full-text search and metadata search functionality.

o Advanced filtering and search-result prioritization for quick access to documents.

o Saved search and advanced search query options for frequent use.

System Integrations o Integration with PeopleSoft Human Capital Management, Financials & Supply Chain Management, and Campus Solutions.

o API and web service capabilities to support integration with other institutional systems.

o Real-time data synchronization for consistency across platforms.

Reporting & Analytics o Dashboard views for metrics on document usage, workflow efficiency, and storage utilization.

o Customizable reports for operational and compliance insights.

o Integration with data visualization tools for enhanced reporting.

Scalability & Future-Readiness o Flexible architecture to support future growth and integrations.

o Cloud compatibility and disaster recovery features.

2. Data Migration Strategy

Data Extraction & Cleansing:

o The vendor must develop a detailed migration strategy plan to extract data from our current ECM system safely and accurately.

o Ensure all data (including scanned documents, OCR data, metadata, workflows, and integrations) is cleansed and prepared for migration with minimal disruption.

Data Mapping & Validation:

o Map all data into the new ECM system, ensuring that all records retain their integrity and are mapped accurately to their corresponding fields and workflows in the new system.

o Validation processes must be implemented to verify data accuracy at every stage of migration.

Incremental & Final Migration Plan:

o Provide a phased or incremental migration approach that minimizes downtime and allows for testing and validation of migrated data during the process.

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 6 of 43 pages o Final data migration must ensure that no data is lost, corrupted, or miscategorized.

3. Technical Support

Pre-Migration Support:

o Offer detailed consultation to prepare the institution’s IT teams for migration. This includes but is not limited to assistance with hardware, network configurations, security, and any infrastructure improvements required for the new ECM system.

Post-Migration Support:

o Provide a robust post-migration support plan, ensuring smooth system operations post go-live.

o Establish Service Level Agreements (SLAs) for ongoing technical support, including guaranteed response times for resolving post-migration issues and maintaining system performance.

Monitoring & Optimization:

o Implementation of system monitoring tools to track performance, uptime, and security post-migration.

Optimization services should be offered to improve performance and address any bottlenecks.

Disaster Recovery & Backup Support:

o Propose a backup strategy that ensures data is consistently backed up and easily recoverable in the event of a failure or disaster. Ensure the solution meets compliance with FERPA, HIPAA, and Texas State Data Privacy regulations.

4. Implementation Services o Project Management: A dedicated project manager to oversee the implementation, from planning and configuration to go-live.

o Data Migration Strategy: Migration of legacy data from existing ECM, ensuring data integrity and minimizing downtime.

o User Training & Support: Comprehensive training for end-users and administrators, and ongoing technical support.

o Testing & Quality Assurance: Thorough testing (including User Acceptance Testing) to confirm that the ECM solution meets all functional and performance requirements.

5. Administration and System Management

System Administration Training:

o Provide in-depth training for administrators on managing the ECM system, including:

User roles and permissions management.

Workflow creation and modification.

Security policies and audit trails.

Integration management with other institutional systems (e.g., ERP, SIS, HR. Identity Access Management, Cloud Integration tools).

o Offer documentation and tools for daily system administration tasks, troubleshooting, and long-term system maintenance.

Automation and Workflow Management:

o Enable administrators to configure and manage custom workflows for key departments, including but not

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 7 of 43 pages limited to Student Records, Financial Aid, Veteran Affairs, and Human Resources. Training should include creating, testing, and modifying automated document processing workflows.

Reporting & Analytics:

o Ensure the system provides real-time reporting and analytics capabilities, and train administrators to create and generate reports on system usage, document processing, user activity, and compliance monitoring.

Security & Compliance Management:

o Train administrators in managing system security, including setting up role-based access control, identity access management integrations, encryption, and audit trails to ensure compliance with regulatory requirements.

6. End-User Discovery Sessions and Training

End-User Discovery Sessions:

o Conduct discovery sessions with stakeholders from each department (Student Records, Financial Aid, Veterans Affairs, International Programs, Human Resources) to understand their specific workflows, document handling needs, and pain points.

o Use these sessions to gather feedback and tailor the ECM solution to better fit the institution’s operational requirements, ensuring user acceptance and smooth transitions.

End-User Training:

o Develop and execute comprehensive training sessions for end-users (e.g., advisors, clerks, and other staff) to ensure they are proficient in the use of the new ECM solution.

o Training must cover document scanning, uploading, indexing, searching, and retrieval processes, as well as any new functionalities, automation workflows, and notifications.

o Ensure training materials, including step-by-step guides, video tutorials, and FAQs, are available for ongoing support.

Training Format & Delivery:

o Provide flexible training formats, including on-site workshops and labs, virtual webinars, and self-paced online resources, to ensure all users can receive adequate training based on their schedules.

o Tailor training based on user roles, ensuring that technical users, department leads, and casual users all receive appropriate instruction.

7. System Integrations

Integration with Existing Systems:

o Integration with institutional SSO and MFA for secure access.

o Ensure seamless integration with existing institutional systems such as PeopleSoft (SIS), HR systems, email platforms, Cloud Integrations, and other third-party applications.

o Maintain nightly imports from the Texas Education Agency (TEA) and ensure OCR functionality for automated document processing from high schools and other colleges remains fully functional.

API & Web Service Support:

o The ECM solution must support API and web service-based integration and high encryption methods to allow for future connectivity with other institutional platforms or external partners.

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 8 of 43 pages

Scanners:

The proposed application should be compatible with our current physical scanners - Fujitsu fi-7160 fi-8170

8. Security, Compliance, & Risk Management

Data Security:

o Ensure the new ECM solution provides high-level data encryption both at rest and in transit, protecting sensitive student, staff, and institutional data.

o Implement multi-factor authentication (MFA) and role-based access controls to restrict unauthorized access to critical data.

Compliance:

o The system must meet regulatory requirements, including FERPA, HIPAA, and Texas State Data Privacy regulations.

o Conduct security and compliance audits both pre- and post-implementation to ensure the system meets all necessary standards.

Risk Assessment & Mitigation:

o Perform a comprehensive risk assessment for the new system, including the identification of single points of failure, and propose a mitigation plan for each risk area.

o Include redundancy measures, disaster recovery planning, and compliance monitoring as part of the mitigation strategy.

Proposer acknowledges that they have read and understand the Special Conditions of this bid.

I have read and understand this information.

(Required: Check if applicable)

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 9 of 43 pages

3 Evaluation Criteria and Scores

EVALUATION CRITERIA - GOODS AND SERVICES

TE Code Description Points

1 Purchase price; 25

2 Reputation of the Bidder or the Bidder’s goods or services; 15

3 Quality of the Bidder’s goods or services; 20

4 Extent to which the goods or services meet the needs of The System; 20

5 Bidder’s past relationship with The System; 5

The impact on the ability of The System to comply with laws and rules relating to historically underutilized businesses;

7 Total long-term cost to The System to acquire the goods or services; 10

8 Bidder has its principal place of business in Texas; or employs at least 500 persons in Texas; 0

9 Any Other Relevant Factor 0

Total Points 100

The System reserves the right to include additional evaluation criteria beyond the initial review to include, but not limited to the criteria identified in Texas Education Code 44.031(b) and Texas Government Code 2269. The System reserves the right to add additional evaluation steps, such as interviews, demonstrations, sample products, etc., to determine which response best meets the needs of the System. The System reserves the right to negotiate price, final terms and conditions, and/or any relevant factors prior to award.

I Agree (Required: Check if applicable)

4 Laws, Regulations and Policy

Laws, Regs and Policy

1. This solicitation shall be governed by the following documents unless an exception is otherwise taken within this solicitation. Some documents are incorporated by reference only, and may not be attached as part of this solicitation, though they will be considered enforced as part of the solicitation.

1. Texas Education Code 44.031.

2. Texas Government Code 2269.

3. Texas Government Code 2254.

4. Purchasing and Acquisition, LSC Policy III.D.

5. Notice to Offerors, Attribute #1 of this solicitation.

6. Special Conditions, Attribute #2 of this solicitation.

7. All other Attributes and attached documents included in the "Attachments" tab within this solicitation

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 10 of 43 pages https://apiprod.ionwave.net/Documents/EventInvite/The%20System%20reserves%20the%20right%20to%20include%20additional%20evaluation%20criteria%20beyond%20the%20initial%20review%20to%20include,%20but%20not%20limited%20to%20the%20criteria%20identified%20in%20Texas%20Education%20Code%2044.031(b)%20and%20Texas%20Government%20Code%202269.%20The%20System%20reserves%20the%20right%20to%20add%20additional%20evaluation%20steps,%20such%20as%20interviews,%20demonstrations,%20sample%20products,%20etc.,%20to%20determine%20which%20response%20best%20meets%20the%20needs%20of%20the%20System.%20The%20System%20reserves%20the%20right%20to%20negotiate%20price,%20final%20terms%20and%20conditions,%20and/or%20any%20relevant%20factors%20prior%20to%20award.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2269.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.44.htm#44.031 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2269.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2254.htm https://www.lonestar.edu/purchasing-acquisitions.htm https://www.lonestar.edu/purchasing-acquisitions.htm

2.Request for proposals shall be submitted through this eBidding system. Although the Lone Star College System is legally required to accept paper quotes, we strongly request that bidders submit their proposal electronically through the LSCS eBidding system. Please feel free to contact the appropriate Commodity Manager if you require any assistance with this submittal. Electronic bidding will eliminate errors, eliminate unnecessary work, and is more friendly to the environment. Your cooperation is appreciated. Proposals must be submitted on or before the designated hour of the due date specified.

3.The bidder, by his/her electronic signature and/ or submission of response, represents that he/she is authorized to bind bidder to fully comply with terms and conditions of this proposal, including all forms and attachments included and/or referenced herein, for the amount(s) shown on the electronic bid form(s).

4.Board approval and acceptance of a quoted proposal price results in a binding contract. All proposals must provide goods and services at the price offered and accepted by the Lone Star College System Board of Trustees.

Quantity requirements are a close approximation, but the right to make variations is reserved. Any failure to provide the goods or services at the price offered and accepted by the Board Trustee may result in legal action being taken against the successful bidder for breach of contract, deceptive trade practices, and all other remedies, legal or otherwise, available to Lone Star College System.

5.Amendments to proposals will represent a true and correct statement and shall contain no cause for claim of omission or error.

6.The Board of Trustees of the Lone Star College System reserves the right to reject any and all offers and to waive any formalities or irregularities and to make the award of the contract in the best interest of the School System. All protests must be filed in writing with the Executive Director of Procurement within 10 days.

7.This Contract may be terminated without cause by System or bidder by giving thirty (30) days written notice to the other party. Bidder’s notice is proper if sent to the System’s Legal Department as listed on the System's website.

System’s notice is proper if sent to bidder’s contact address as indicated in this proposal. In the event of termination not caused by bidder, the bidder shall be paid for services performed to the date of termination in accordance with the terms of this Contract. If bidder fails to provide the services required under this Contract in any manner, or otherwise fails to comply with the terms of this Contract or violates any policy, regulation or other law which applies to its performance, System may terminate this Contract by giving five (5) calendar days written notice.

8.System specifications have been developed to show minimal standards for the products specified. In those instances where brands are referenced, products equal to or exceeding specifications may be offered as alternates.

9.Proposals must show the unit price based on the specified quantity and pack size requested. Bidders are to offer pricing on proposed items as listed. If offering other than the specified quantity or pack size requested, price should be listed as an ALTERNATE. In addition, the description must list all differences from the specified unit of measure and/or pack size. If this requirement is not followed, the System reserves the right to reject the proposal submitted on that particular item.

10.In the event any article to be sold or delivered hereunder is covered by any patent, copyright, trademark, or application thereof, the seller shall indemnify and hold harmless the System, officers, Trustees, Agents, and employees from any and all loss, cost expenses and legal fees on account of any claims, legal actions, or judgments on account of manufacture, sale or use of such article in violation, infringement or the lack of rights under such patent, copyright, trademark or application.

11.Deliveries shall include transportation costs F.O.B. destination, Lone Star College System, and further requirements as stated in the Special Conditions. If delays are foreseen, written notice shall be given to the Procurement Department which will take the extensions under advisement. Delivery of purchases in good condition will be bidder’s responsibility. No delay in receipt of replacement items will be contingent upon claim adjustment by carrier. All goods are subject to inspection and returned at the expense of the bidder if found to be inferior to those specified. Bidders who fail to deliver as specified may be removed from the bidder list.

12. Inside Deliveries and Installation: Items marked and or designated as inside delivery and installation shall include: delivery of items, unload, set-up and install, and remove all debris and trash. If necessary, the floor shall be swept and or vacuumed so as the condition of the floor is returned to its original state.

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13. Drop shipments may be refused if they are not labeled with a Lone Star College System purchase order number. Bidder will be required to pay re-delivery charges, if omitted from the paperwork. Drop shipments must include total quantity ordered for a given item.

14. In accordance with Education Code 44.031(b), in evaluating qualified proposals for contract award, the Lone Star College System will use the Best Value Method to determine the awarded Bidder(s).

A.In determining Best Value, the System shall consider the following or as adjusted in the "Evaluation Criteria and Scoring" attribute. NOTE: Order does not represent priority:

1.Purchase price;

2.Reputation of the Bidder or the Bidder’s goods or services; 3.Quality of the Bidder’s goods or services; 4.Extent to which the goods or services meet the needs of The System;

5.Bidder’s past relationship with The System; 6.The impact on the ability of The System to comply with laws and rules relating to historically underutilized businesses;

7.Total long-term cost to The System to acquire the goods or services;

8.For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor’s ultimate parent company or majority owner:

a. has its principal place of business in Texas; or

b. employs at least 500 persons in Texas; and 9.Any other relevant factor specifically listed in the proposal.

B. Discount from terms on invoice will not be considered in the evaluation of the proposal.

C. See Notice to Offerors and/or Special Conditions for any additional details.

15. The Lone Star College System is exempt from all applicable Federal and State Tax. Tax-exempt information will be furnished upon request.

16. Payments will be made within N45 days and credit card payments are N15 days after receipt of original invoice for each shipment completed (where merchandise has been received in good order). Invoices indicating discount for early payment will be paid accordingly at the System’s discretion. Only the company listed on the electronically signed proposal shall invoice and receive payment for those items. All invoices shall be emailed or mailed to the Bill To address listed on the purchase order.

17.Per SB 1, Sec. 44.034, a person or business entity that enters into a contract with a school System must give advance notice to the System if the person or an owner or operator of the business entity has been convicted of a felony. The Felony Conviction Notification must include a general description of the conduct resulting in the conviction of a felony.

18.Insurance coverage is required. A copy of current coverage for General Liability, Workman’s Compensation and Employer’s Liability with Statutory Limits, Automobile Liability and Excess Liability shall be furnished with the response. After board approval of the contract, bidder shall name Lone Star College as the Certificate Holder and additional insured. See insurance section below for policy minimums.

19.All bidders shall submit at least three (3) references from companies and/or school Systems (other than the Lone Star College System) for which bidder has provided similar products. References should include the company name, contact name, email address, and telephone number. Proposals submitted without three (3) references may be disqualified from consideration.

20.EDGAR: bidders must comply with the REQUIRED CONTRACT PROVISIONS FOR NON- FEDERAL ENTITY

CONTRACTS UNDER FEDERAL AWARDS APPENDIX II TO 2 CFR PART 200

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 12 of 43 pages

21.All awarded vendors shall complete the Texas Ethics Commission’s Form 1295 located on the Texas Ethics Commission website. (https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm)

I Agree (Required: Check if applicable)

5 Lone Star College System General Terms and Conditions

Lone Star College System has a set of "Generally Applicable Terms and Conditions". Please read through and become aware of the terms and condition that will be used in future contracts with LSCS. A link to the Generally Applicable Terms and Conditions is here.

I have and understand these terms and conditions.

(Required: Check if applicable)

6 Vendor Contact During The RFP Process

During the RFP process, proposers are only allowed to contact the Commodity Manager or Procurement Department regarding any aspect of the RFP. Proposers SHALL NOT contact any other System employee, Board Trustee member or System consultant during this proposal solicitation, evaluation, and award process without prior approval of the Executive Director of Procurement. Failure to comply may result in disqualification.

I Agree I do not agree (Required: Check only one)

7 I agree to the terms of this bid that state the prices I submit for the line items include Delivery Charges FOB Lone Star College.

This statement applies to the prices entered under the Line Items Tab.

I Agree No - My prices do not include delivery charges.

(Required: Check only one)

8 Purchase Order Payment Terms

The System will issue a purchase order for all purchases/ service requested. Payments will be made within N45 days and credit card payments are N15 days AFTER receipt of original invoice for each shipment/ service completed (where merchandise has been received in good order). Only the company listed on the electronically signed proposal shall invoice and receive payment for those items. All invoices shall be emailed or mailed to the Bill To address listed on the purchase order.

I Agree (Required: Check if applicable)

9 Purchase Order Terms and Conditions

Lone Star College System Purchase Order Terms and Conditions are listed at this link.

(https://www.lonestar.edu/departments/financetreasury/LSCPurchaseOrderTermsConditions.pdf)

I agree to the PO Terms and Conditions listed.

I Agree (Required: Check if applicable)

Is your principal place of business located in Texas?

Yes No (Required: Check only one)

How many persons are employed in Texas?

(Required: Numbers only)

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Non-Collusion Statement

The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other bidder and that the contents of this offer as to prices, terms or conditions of this said contract have not been communicated by the undersigned nor by any employee or agent to any other persons engaged in this type of business prior to the official opening of this proposal.

I Agree (Required: Check if applicable)

Felony Conviction Notification

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 System must give advance notice to the System 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 System may terminate a contract with a person or business entity if the System 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 System 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 The vendor is to certify that the information concerning notification of felony convictions has been reviewed and the information furnished is true to the best of my knowledge.

The company is a Publicly held corporation Owner / Operator has NOT been convicted of a felony

Owner / Operator HAS been convicted of a felony (Required: Check only one)

Felony Conviction Response

If you answered yes to the felony conviction statement, please state the name(s) of the felon(s) and give a general description of the conduct resulting in the conviction of a felony.

(Optional: Maximum 1000 characters allowed)

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 14 of 43 pages https://statutes.capitol.texas.gov/Docs/ED/htm/ED.44.htm#44.034

Conflict of Interest Questionnaire Acknowledgement

Texas Local Government Code Chapter 176 requires vendors (or their agents) who enter or seek to enter into a contract with the System to complete and file Texas Ethics Commission form CIQ IF the vendor or agent (1) has an employment or other business relationship with a local government officer or member of the local government officer’s family as defined by Local Government Code 176.001 OR (2) has given a local government officer or a member of the local government officer’s family one or more gifts with an aggregate value specified by Local Government Code 176.003(a)(2)(B), OR has a family relationship with a local government officer. The form must be filed with the System’s Procurement Department. Local government officers of the System are its Board of Trustees, its Superintendent, and any employee or agent of the System who exercises discretion in the planning, recommending, selecting, or contracting with a vendor. Employees or agents of the System who exercise discretion in the planning, recommending, selecting or contracting process may vary for each procurement, resulting in a vendor completing and filing more than one form CIQ.

If neither (1), (2), nor (3) exist, it is NOT necessary to file form CIQ.

Business Relationship means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (a) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (b) a transaction conducted at a price and subject to terms available to the public; or (c) a purchase or lease of goods or services from a person that is charted by a state or federal agency and that is subject to regular examination by, and reporting to, that agency.

Family member means a person related to another person within the first degree by consanguinity (blood) or affinity (marriage).

The CIQ form can only be filed by scanning and sending to rick.reeves@lonestar.edu.

Note: Bid/Quote responses should be sent to the Procurement Department at the address or fax number listed on the Bid/Quote form. Do not send them to the above email address.

Form CIQ can be found at the Texas Ethics Commission website:

https://www.ethics.state.tx.us/forms/conflict/

If the filing of form CIQ is required, it must be filed within seven business days of starting discussions or negotiations or submitting a bid, proposal, or other correspondence relating to a potential contract and within seven business days of becoming aware of an employment or other business relationship or gifts to an officer that would require disclosure. It is a Class C misdemeanor to knowingly fail to file form CIQ. Chapter 176 requires that all forms be posted on the System’s Web site. If you have any questions regarding the filing of this form, you should contact your lawyer or other legal representative.

Please select the box to acknowledge that you have read, understand, and if applicable, completed and return the FORM CIQ: Con f l i c t o f In te res t Ques t ionna i re , as ins t ruc ted on the Ques t ionna i re loca ted a t https://www.ethics.state.tx.us/forms/conflict/.

Yes, This applies to me or someone in my company. I will submit the form with my bid response.

No, I confirm I do not have a conflict of Interest based on these requirements.

(Required: Check only one)

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 15 of 43 pages

Federal Procurements

The System will be utilizing federal funds in making purchases through the contract created by the award of this solicitation. Based on the Code of Federal Regulations, Title 2, Subtitle A, Chapter II, Part 200, Appendix II, provides the contract provisions to meet the federal requirements. The proposer will certify and affirm that all applicable requirements by submission of a proposal response.

It is the sole responsibility of the awarded proposer to continue to adhere to the federal regulations. The System may choose at times during the term of the award to verify through the SAM.gov website that the awarded proposer's status has not been changed to suspended or debarred. If the System determines that the company has been suspended or debarred, the System will be required to procure the items through other means until the company's status has changed to active and is again eligible.

Proposers are encouraged to access this website and provide the findings as an attachment to this solicitation.

I certify and affirm compliance (Required: Check if applicable)

Debarment Statement

Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion Lower 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 4722-4733). Copies of the regulations may be obtained by contacting the Department of Agriculture agency with which this transaction originated.

(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is 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 comply with any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

I Agree Unable to comply with this statement (Required: Check only one)

Unique Entity ID

The Unique Entity Identification (UEI) number used to identify a vendor in SAM.gov. If you do not have a UEI number, please enter N/A.

(Required: Maximum 1000 characters allowed)

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 16 of 43 pages https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1 https://sam.gov/content/home https://sam.gov/content/home

Criminal History Background Check

If Contractor performs services where students are regularly present, Contractor, at his or her own expense, is required to fully comply with Texas Education Code §22.0834 to the extent before services are performed under this Contract. System reserves the right pursuant to obtain from any law enforcement or criminal justice agency all criminal history record information that relates to Contractor or its employees or agents.

In compliance with Texas Education Code §22.0834, Contractor makes this certification.

Definitions:

Covered employees are employees of Contractor who have or will have continuing duties related to the service to be performed at The System and have or will have direct contact with students. The System will be the final arbiter of what constitutes direct contact with students.

Disqualifying criminal history is any conviction or other criminal history information designated by The System, or one of the following offenses, if at the time of the offense, the victim was under 18 or enrolled in a public school:

1. a felony offense under Title 5, Texas Penal Code;

2. an offense for which a defendant is required to register as a sex offender under Chapter 62, Texas Code of

Criminal Procedure; or

3. an equivalent offense under federal law or the laws of another state.

On behalf of Contractor, I certify that:

None of Contractor’s employees are covered employees, as defined above. If this box is checked, I further certify that Contractor has taken precautions or imposed conditions to ensure that Contractor’s employees will not become covered employees. Contractor will maintain these precautions or conditions throughout the time the contracted services are provided.

Or

Some or all of Contractor or his employees or agents are covered employees. If this box is checked, I further certify that:

1. Contractor has obtained all required criminal history record information regarding its covered employees.

None of the covered employees has a disqualifying criminal history.

2. If Contractor receives information that a covered employee subsequently has a reported criminal history, Contractor will immediately remove the covered employee from contract duties and notify the System in writing within 3 business days.

3. Upon request, Contractor will provide the System with the name and any other requested information of covered employees so that the System may obtain criminal history record information on the covered employees.

4. If the System objects to the assignment of a covered employee on the basis of the covered employee’s criminal history record information, Contractor agrees to discontinue using the covered employee to provide services at the System.

Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.

None of the Contractor's employees are covered employees

Some / All Contractor's employees are covered employees (Required: Check only one)

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 17 of 43 pages https://statutes.capitol.texas.gov/Docs/ED/htm/ED.22.htm#22.0834

Small and Minority Firms, Women's Business Enterprise, and Labor Surplus Area Firms (Historically Underutilized Business or HUB) vendor? If yes, enter your Vendor ID number.

To be identified as a HUB vendor in the State of Texas, a qualified vendor must be HUB Certified with the State.

Please attach any certificates you may have to support your certification in the "Response Attachments" tab.

If yes, enter your Vendor ID number.

References

Please complete the reference fields below. Bidder should list as references college / school systems and/or companies (other than Lone Star College System) for which bidder has provided products or services similar to what is requested on this bid. Additional references for the bidder can be provided as an upload document.

Reference 1 Company Name

Company Name:

Reference 1 Contact Name

Contact Name:

Reference 1 Phone Number

Phone Number:

(__ __ __) __ __ __ - __ __ __ __ ext:

(Required)

Reference 1 Email Address

Email Address:

(Required: Email address)

Reference 1 Description of Services

Please provide a brief description of services provided by this reference.

(Required: Maximum 4000 characters allowed)

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 18 of 43 pages

Reference 1 Contract Size

Is this reference one of your most current and relevant contracts similar in size and scope to this LSCS RFP?

Yes No (Required: Check only one)

Reference 1 Term of Contract

Please provide the contact term with this reference.

Reference 2 Company Name

Company Name

Reference 2 Contact Name

Reference 2 Phone Number

Phone Number:

(__ __ __) __ __ __ - __ __ __ __ ext:

(Required)

Reference 2 Email Address

Email Address:

(Required: Email address)

Reference 2 Description of Services

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 19 of 43 pages

Reference 2 Term of Contract

Reference 2 Contract Size

Is this reference one of your most current and relevant contracts similar in size and scope to this LSCS RFP?

Yes No (Required: Check only one)

Reference 3 Company Name

Company Name:

Reference 3 Contact Name

Reference 3 Phone Number

Phone Number:

(__ __ __) __ __ __ - __ __ __ __ ext:

(Required)

Reference 3 Email Address

Email Address:

(Required: Email address)

Reference 3 Description of Services

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 20 of 43 pages

Reference 3 Term of Contract

Reference 3 Contract Size

Is this reference one of your most current and relevant contracts similar in size and scope to this LSCS RFP?

Yes No (Required: Check only one)

Insurance Requirements

Unless otherwise agreed to by LSCS, the Supplier shall carry insurance with responsible carriers acceptable to LSCS rated A or better, by A.M. Best with minimum limits of liability coverage, as stated below, against claims for damages caused by bodily injury, including death, to employees and third parties, and claims for property damage.

The Supplier shall furnish certificates of insurance (Acord 25) to LSCS indicating compliance with this paragraph.

For a full list of Insurance Requirements per type of agreement, please see the documentation listed on the Insurance Requirements page on the LSCS Office of General Counsel website.

The Insurance Requirements page will provide applicable insurance requirements for the following types of agreements:

1. Purchase Agreement for Goods and Services

2. Master Service Agreement

3. Facility Use Agreement

4. Independent Contractor Agreement

I have attached the insurance certificate.

(Required: Check if applicable)

Certificate of Interested Parties Form 1295

Certificate of Interested Parties (Form 1295 – must be filled out electronically with the Texas Ethics Commission’s online filing application, printed out, signed, and included in the RFP, RFQ, RFX response)

Lone Star College System is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section 2252.908, Disclosure of Interested Parties. Section 2252.908 prohibits Lone Star College System from entering into a contract resulting from this procurement process (RFP, CSP, RFQ, etc.) with a business entity unless the business entity submits a Certificate of Interested Parties (Form 1295) to Lone Star College System at the time business entity submits the signed contract. The Texas Ethics Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Texas Ethics Commission. The following definitions apply:

(1) “Business Entity” means an entity recognized by law through which business is conducted, including a sole proprietorship, partnership, or corporation. TEX. GOV’T CODE § 2252.908(1).

(2) “Interested Party” means a person:

a) who has a controlling interest in a business entity with whom Lone Star College System contracts; or

b) who actively participates in facilitating the contract or negotiating the terms of the contract, including

Deadline: 12/18/2024 03:00 PM (CT) RFP 24-11-01Page 21 of 43 pages https://www.lonestar.edu/GeneralCounsel-InsuranceRequirements.htm https://www.lonestar.edu/GeneralCounsel-InsuranceRequirements.htm a broker, intermediary, adviser, or attorney for the business entity. TEX. GOV’T CODE § 2252.908(3).

(3) “Controlling interest” means:

a) an ownership interest or participating interest in a business entity by virtue of units, percentage, shares, stock, or otherwise that exceeds 10 percent;

b) membership on the board of directors or other governing body of a business entity of which the board or other governing body is composed of not more than 10 members; or

c) service as an officer of a business entity that has four or fewer officers, or service as one of the four officers most highly…