6400 - Computer Aided Dispatch Sys, Mobile Data Sys, Law Records Mgmt Sys & Fire Records Mgmt Sys, 0.Main Solicitation
Materials Management Department
901-B Texas Street
Denton, Texas 76209
REQUEST FOR PROPOSALS
RFP #6400 0 MAIN DOCUMENT
The City of Denton is seeking the best value solution for the:
SUPPLY AND IMPLEMENTATION OF COMPUTER AIDED DISPATCH
SYSTEM, MOBILE DATA SYSTEM, LAW RECORDS MANAGEMENT
SYSTEM AND FIRE RECORDS MANAGEMENT SYSTEM
NIGP CLASS and ITEM
209 37
920 31
Issue Date: February 23, 2018
Response due Date and Time (Central Time):
Thursday, April 26, 2018, 11:00 A.M. C.S.T
The City highly recommends that respondents do not wait until minutes before the
due date and time to email a submission.
It can take significant time for the submissions to reach the City.
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
Table of Contents
1. INTRODUCTION................................................................................................................................................. 3
2. COMMODITY OR SERVICE DESCRIPTION ..................................................................................................... 3
3. MINIMUM QUALIFICATIONS........................................................................................................................... 3
4. SCHEDULE OF EVENTS .................................................................................................................................... 4
5. PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH.............................................................................. 5
6. CONTRACT TERM ............................................................................................................................................. 5
7. PRICING .............................................................................................................................................................. 5
8. PRICE ADJUSTMENTS....................................................................................................................................... 5
9. ADDENDA .......................................................................................................................................................... 6
10. BUSINESS OVERVIEW ...................................................................................................................................... 6
11. EXCEPTIONS ...................................................................................................................................................... 6
12. DISCLOSURES .................................................................................................................................................... 7
13. ACKNOWLEDGEMENT ..................................................................................................................................... 7
14. SUBMITTAL INSTRUCTIONS ........................................................................................................................... 7
15. Submission Format ................................................................................................................................................ 8
16. Electronic Submission Requirements ..................................................................................................................... 8
17. EVALUATION PROCEDURES ........................................................................................................................... 8
18. CONTACT BETWEEN RESPONDENT AND THE CITY ................................................................................. 10
SOLICITATION CHECKLIST .............................................................................................................................. 11
ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS .................................................. 13
ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS ................................................................ 16
ATTACHMENT C-SAFETY RECORD QUESTIONNAIRE ................................................................................. 17
ATTACHMENT D-REFERENCES ....................................................................................................................... 18
ATTACHMENT E-CONFLICT OF INTEREST QUESTIONNAIRE ..................................................................... 19
ATTACHMENT F-ACKNOWLEDGEMENT ........................................................................................................ 20
Exhibit 1 NOT APPLICABLE
Exhibit 2 General Provisions, Standard Terms and Conditions and Appendices
Exhibit 3 Scope of Work or Technical Specifications
Exhibit 3-1 thru 3-8 Various Exhibits for completion
RFP #6400 Main Document Page 2 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
1. INTRODUCTION
In accordance with the provisions of Texas Local Government Code, Chapter 252 and 271, the City of
Denton (the City) is requesting submissions to contract with an individual or business with considerable
experience in providing goods or services of this solicitation. The responses and the cost solutions shall
be submitted to the City of Denton in a sealed submission.
The awarded individual or business shall possess a proven track record of using innovative
approaches to providing goods and services that represent the best value to their clients. The awarded
individual or business shall have the ability to accomplish all aspects of the requested services. The
selected individual or firm should be able to provide innovative methods to deal with municipal
challenges, and cost effective solutions.
A firm may submit a solicitation response for one or more of the categories of product or services
requested in this solicitation.
2. COMMODITY OR SERVICE DESCRIPTION
The City is seeking a term contract for the implementation of a comprehensive Computer Aided
Dispatch (CAD), Mobile Data System (MDS), Law Records Management System (LRMS) and Fire
Records Management System (FRMS) and annual maintenance and support services to be purchased
as needed over the contract term. From this point forward, the program described will be identified
as CAD/MDS/LRMS/FRMS.
The products and services shall be accomplished per all exhibits identified in the table of contents.
3. MINIMUM QUALIFICATIONS
The following minimum requirements must be demonstrated in order for the submission to be
considered responsive to the City of Denton. Any submission received, which is determined to not
meet these mandatory requirements shall be immediately disqualified and rejected as non-responsive.
Ten (10) years experience providing similar products or services.
Implemented a minimum of ten (10) currently operational CAD/MDS/LERMS/FRMS
systems. At least one (1) CAD system shall be currently operating on the same version and
platform as the proposed system and with an agency comparable in size, or larger, to the
proposed system.
Implemented a minimum of ten (10) currently operational CAD/MDS/LERMS/FRMS
systems. At least one (1) CAD system shall be currently operating on the same version and
platform as the proposed system and with an agency comparable in size, or larger, to the
proposed system.
RFP #6400 Main Document Page 3 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
All components of the proposed FRMS system must be compliant with the Health
Insurance Portability and Accountability Act (HIPAA) of 1996 Privacy and Security Rules
and any subsequent amendments, where applicable
Capable of fully implementing the CAD/MDS/LERMS/FRMS within twelve (12) months
of the contract award
Five (5) references from various governmental entities for the products or services
requested. Three (3) of these references shall be from municipalities of similar size.
Vendor must provide most recent fiscal year financial report to demonstrate financial
stability to the City.
Vendor will provide resumes of proposed Project Management Team upon contract
negotiations.
Vendor must meet all technical specifications as identified in 6400 Exhibit 3-1 through 3-
7.
The responding individual or business must be registered in the State of Texas, or the
County of Denton, to provide the products or services required in the solicitation, and the
individual or business must have all licensure required by the State to provide any services
required under this contact.
To learn how to obtain information about filing with the State of Texas, or obtaining copies
or certificates from the Secretary of State visit Webpage:
http://www.sos.state.tx.us/corp/copies.shtml; Phone 512-463-5578; or email corpcert@sos.state.tx.us.
Authorized manufacturer or distributor authorized by the manufacturer for products
identified in the Technical Specifications to sell to the City of Denton, Texas. Attach
documentation such as a letter from the manufacturer or a line card.
Submittal documents including a cover sheet, Solicitation Checklist, Attachments A -F and
Exhibit 1, per the method described in SUBMITTAL INSTRUCTIONS.
4. SCHEDULE OF EVENTS
The City of Denton reserves the right to change the dates indicated below:
Solicitation Schedule:
Issue Solicitation: 02/23/2018
Pre-submittal conference 03/12/2018 at 09:00 a.m. C.S.T.
Deadline for Submission of Questions: 03/23/2018 at 11:00 AM C.S.T
Deadline for Submission of Responses: 04/26/2018 at 11:00 AM C.S.T
Evaluate and rank initial results: 05/04/2018
Interview(s) with top ranked firms begin: 06/29/2018
Completion of Negotiations: 07/15/2018
Official Award: 08/21/2018
RFP #6400 Main Document Page 4 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
The City of Denton is using the solicitation ‘Issue Date’ as noted in the Schedule of Events above as
the official 30 day notification requirement for an interview with a firm.
5. PRE-SUBMITTAL CONFERENCE AND WALKTHROUGH
A non-mandatory, pre-solicitation conference will be available to interested contractors. Attendance
at the pre-solicitation conference is strongly encouraged prior to submission of a response. The
conference will be held on Monday, March 12, 2018 at 09:00 am in the Fire Emergency Operations
Command Room, 332 E Hickory St, Denton, Texas 76201.
Internet link to meeting location:
https://www.google.com/search?q=332+E+Hickory+ST%2C+Denton+tx+76201&rlz=1C1GG
RV_enUS751US751&oq=332+E+Hickory+ST%2C+Denton+tx+76201&aqs=chrome..69i57.82
31j0j7&sourceid=chrome&ie=UTF-8&safe=active&ssui=on
6. CONTRACT TERM
It is the intention of the City of Denton to award a contract for a one (1) year period. The City and the
Awarded Contractor shall have the option to renew this contract for an additional four (4) one-year
periods. Materials and services undertaken pursuant to this solicitation will be required to commence
within fourteen (14) days of delivery of a Notice to Proceed.
The Contract shall commence upon the issuance of a Notice of Award by the City of Denton and shall
automatically renew each year, from the date of award by City Council, unless either party notifies
the other prior to the scheduled renewal date in accordance with the provision of the section titled
“price adjustments”, or the section(s) titled “termination” in Exhibit 2. At the sole option of the City
of Denton, the Contract may be further extended as needed, not to exceed a total of six (6) months.
7. PRICING
Unit Pricing in Exhibit 1 shall include all fees and costs to provide the goods and services to the
City. Unit pricing for goods shall include delivery costs, F.O.B. Destination
Firm Price
Pricing and discounts submitted are firm for the initial one-year period specified in the solicitation.
Price decreases are allowed at any time. Price increases shall only be considered as stipulated below
in “PRICE ADJUSTMENTS”.
Price Decreases/Discount Increases
Respondents are required to immediately implement any price decrease or discount increase that may
become available. The City of Denton must be notified in writing for updating the contract.
8. PRICE ADJUSTMENTS
Prices quoted for the commodities or services described in the solicitation must be firm for a period
of one year from date of contract award. Any request for price adjustment must be based on the, U.S
Department of Labor, Bureau of Labor Statistics, Producer Price Index (PPI) for Data Management,
RFP #6400 Main Document Page 5 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
Information Transformation, and Related Services (PCU5182105182104). The price will be
increased or decreased based upon the annual percentage change in the PPI. The maximum escalation
will not exceed +/- 8% for any individual year. The escalation will be determined annually at the
renewal date. Should the PPI change exceed a minimum threshold value of +/-1%, then the stated
eligible bid prices shall be adjusted in accordance with the PPI change not to exceed the 8% limit per
year. The supplier should provide documentation as percentage of each cost associated with the unit
prices quoted for consideration.
Request must be submitted in writing with supporting evidence for need of such increase to the
Purchasing Manager at least 60 days prior to contract expiration of each year. Respondent must also
provide supporting documentation as justification for the request.
Upon receipt of such request, the City of Denton reserves the right to either: accept the escalation as
competitive with the general market price at the time, and become effective upon the renewal date of
the contract award or reject the increases within 30 calendar days after receipt of a properly submitted
request. If a properly submitted increase is rejected, the Contractor may request cancellation of such
items from the Contract by giving the City of Denton written notice. Cancellation will not go into
effect for 15 calendar days after a determination has been issued. Pre-price increase prices must be
honored on orders dated up to the official date of the City of Denton approval and/or cancellation.
The request can be sent by e-mail to: purchasing@cityofdenton.com noting the solicitation number.
The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes.
9. ADDENDA
Respondents are required to acknowledge addenda with their submission. Respondents will be
responsible for monitoring the City of Denton Purchasing website at www.dentonpurchasing.com to
ensure they have downloaded and signed all addenda required for submission with their submission.
Respondents should acknowledge each individual addendum on Attachment F.
10. BUSINESS OVERVIEW
Respondent shall complete the Business Overview Questionnaire as applicable per Attachment A.
11. EXCEPTIONS
The Request for Proposal (RFP) process allows for negotiation of the terms and conditions of this
proposal. The respondent shall note any exceptions to the solicitation document, on Attachment B.
The exceptions will be reviewed to ensure they meet the minimum specifications and requirements
and will be ranked in accordance with the evaluation criteria. The City reserves the right to accept,
reject or negotiate the exceptions provided.
Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as
necessary. Do not mark or change the text of the solicitation document, exceptions shall be noted
only on Attachment B.
RFP #6400 Main Document Page 6 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
If no exceptions are taken, the respondent shall sign and return Attachment B in the appropriate
signature block.
12. DISCLOSURES
The individual or business must disclose any business relationship that would have an effect, of a
conflict of interest. A conflict of interest statement must be signed as part of the contract negotiated
with the awardee(s). (Attachment E)
13. ACKNOWLEDGEMENT
Submit a signed acknowledgement by authorized agent of the responding firm (Attachment F).
14. SUBMITTAL INSTRUCTIONS
The City of Denton will accept electronic or hard copy submittals until the date and time on the
cover sheet of this solicitation. Any submission received after the date and/or hour set for
solicitation opening will be returned unopened.
Electronic submittals may be emailed to ebids@cityofdenton.com with the solicitation number and
name in the subject line. Please consolidate attachments as much as possible, and do not exceed 35MB
total for attachments. Emails received by the City will remain unopened until after the due date and
time. Only authorized Materials Management Staff will have access to the e-bid email inbox. Please
do not email the buyer directly to ensure security of the proposal. Electronic proposals must be
received by the City before the due date and time. The date and time used by the City shall be
the official time. It is highly recommended that respondents do not wait until minutes before
the due date and time to email their submission. It can take significant time for the email to
reach the City.
Hard copy submissions may be hand delivered (by firm or express courier) to the address listed below:
City of Denton
Materials Management
SOLICITATION NUMBER AND NAME
901B Texas Street
Denton, TX 76209
The City of Denton reserves the right to accept or reject in part or in whole any submission, and to waive
technicalities of the submission, in the best interest of obtaining best value for the City.
Each respondent is responsible for taking the necessary steps to ensure their submission is received by
the date and time noted herein. The City is not responsible for missing, lost or late mail or any mail or
email delays, internal or external, that may result in the submission arriving after the set time.
RFP #6400 Main Document Page 7 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
15. Submission Format
Respondents shall provide detailed information to allow the City to properly evaluate the submission.
The City requests the following format be used:
1. Hard copy submissions shall be bound only utilizing a staple or binder clip. Do not submit
responses in a binder or file folder.
2. Submission shall be no more than 200 pages in length or 35 MB is file size
3. Utilize tabs to identify exhibits and attachments
4. The submission shall be in the following order:
a) Coversheet – including Solicitation number and name, firm name, address,
contact name, phone, fax, website and email address.
b) Pricing Sheet – Exhibit 1
c) Completed Solicitation Checklist
d) Attachment A- Business Questionnaire
e) Attachment B- Exception Form
f) Attachment C -Safety Record (if applicable form will be attached)
g) Attachment D -References
h) Attachment E -Conflict of Interest Questionnaire Form
i) Attachment F -Signed Acknowledgement form
j) Appendices may be used for additional documentation or clarification at the
respondent’s option.
5. Hard Copy submittals shall include one (1) original signed by an officer authorized to bind
the firm, and three (3) copies of the completed response.
6. Submit response, before the published due date. Hard copy submittals must be in a sealed
envelope with the solicitation number and name.
16. Electronic Submission Requirements
All respondents shall submit their pricing sheet (Exhibit 1) in Microsoft Excel format for
quick tabulation of results. The electronic pricing sheet must be received regardless of the
method chosen by the proposer to submit (hard copy or electronic). If a respondent is only
submitting a hard copy, they shall provide a flash drive, containing a complete copy of the
response to this solicitation, or submit electronically to ebids@cityofdenton.com. Emails to the
City should include the RFP number and name in the subject line, consolidate attachments as
much as possible, and not exceed 35MB total. Please do not email the buyer directly to ensure
security of the proposal.
17. EVALUATION PROCEDURES
Selection of a firm(s) to provide the aforementioned materials and services shall be in accordance with
the City of Denton Purchasing Policies and procedures and the State of Texas Local Government Code
252.043. The City of Denton shall open all submissions and evaluate each respondent in accordance to
the below criteria:
Step 1: The City of Denton will evaluate the submission in accordance with the selection criteria and
will rank the firms on the basis of the submittals. The City of Denton, reserves the right to
RFP #6400 Main Document Page 8 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
consider information obtained in addition to the data submitted in the response. The selection
criterion is listed below:
a) Delivery/Project Schedule (FACTOR: 10%).
Ability to timely start and complete project. This includes the schedule to complete
project and may include ability to meet required milestones of completion. For supplies,
the estimated delivery after receipt of order.
b) Compliance with specifications, quality, reliability, characteristics to meet stated
or implied needs (FACTOR 20%)
Compliance and functionality with the stated specification(s) coupled with the quality
and reliability of the goods and services such as fitness for use that meets or exceeds
Owner’s expectations and the characteristics of the product or service that bear on its
ability to meet the stated/implied needs. Historical success of interfacing with the City’s
current Computer Aided Dispatch (CAD) technology and future Tier I and Tier II level
CAD systems. Demonstrated usability of the CAD/ MDS/ LRMS AND FRMS systems
including, but not limited to, the following: intuitive design, ease of learning, overall
efficiency, and error frequency and severity.
c) Indicators of Probable Performance under contract (FACTOR: 30%).
Indicators of probable performance under the contract to include: past vendor
performance, financial resources and ability to perform, experience or demonstrated
capability and responsibility, references, and the vendor’s ability to provide useful
reporting features, ease of use solutions, reliable maintenance agreements and
continuous support. This includes having the necessary experience, organization, and
technical skill in the field of implementation services for Computer Aided Dispatch,
Mobile Data Systems, Law Records Management Systems and Fire Records
Management Systems.
d) Price, Total Cost of Ownership (FACTOR: 40%).
The price and total cost of ownership for the software solution including, but not limited
to, warranty provisions, life cycle costs, implementation services and ongoing annual
maintenance and support services.
The total possible score of the submissions shall be scored and weighted as indicated above,
Step 1 items a-d. Based on the outcome of the computations performed, each submission
will be assigned a raw score. The assigned weight will then be applied to these scores to
calculate an overall score for each submission for completion of the final scoring process.
Step 2: After the final ranking of the submissions and determination of Firm(s) that provide a best
value to the City and are within the competitive range, provided the City of Denton elects to
proceed without oral discussions, the City will immediately proceed to negotiate final pricing,
terms and conditions with the highest ranked Firm or Firms. The City of Denton may elect
to conduct oral discussions, request clarifications, and presentations concerning the project
approach and ability to furnish the requirements, as part of the negotiation process. The City
may elect to utilize a Best and Final negotiation phase to determine the Firm that provides the
overall best value to the City.
RFP #6400 Main Document Page 9 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
Step 3: Upon selection of the submission or Best and Final Offer that represents the “best value”, a
written recommendation will be presented to the appropriate approving authority for the City
of Denton (the City Manager, Public Utility Board, City Council) requesting authorization to
proceed with contract execution for the proposed services.
In accordance with Local Government Code 252.049, trade secrets and confidential information in
competitive sealed proposals are not open for public inspection. All submissions shall be opened in a
manner that avoids disclosure of the contents to competing respondents and keeps the responses secret
during negotiations. A public opening will not be conducted with this process.
After the contract has been awarded all submissions will be open for public inspection, and the
unsuccessful respondent(s) may request a debriefing regarding their submittal. Please contact the City
of Denton Materials Management staff to document the request for a debriefing. A meeting with the
City of Denton Materials Management Staff and the using Division will be scheduled within a
reasonable time.
18. CONTACT BETWEEN RESPONDENT AND THE CITY
Respondents shall direct all inquiries and communications concerning this solicitation to the Point
of Contact(s) listed below:
Robyn Forsyth C.T.P.M
Buyer
901-B Texas Street
Denton, TX 76209
(940) 349-7101
Fax: (940) 349-7302
Robyn.forsyth@cityofdenton.com
*** Please do not email the buyer the final proposal unless requested after the due date and
time published on the coversheet. A proposal should be emailed to ebids@cityofdenton.com
RFP #6400 Main Document Page 10 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
SOLICITATION CHECKLIST
Check
when Task to be Completed by Respondent
Completed
Exhibit 1 – NOT APPLICABLE
Review Exhibit 2 – General Provisions and Terms and Conditions
Review Exhibit 3 – Scope of Work/Technical Specifications
Review Exhibit 3-1 Respondent Compliance
Review Exhibit 3-2 CAD System Specifications
Review / Complete 3-3 MDS Specifications
Review / Complete 3-4 Law RMS Specifications
Review / Complete 3-5 Fire RMS Specifications
Review/ Complete 3-6 Use Cases
Review / Complete 3-7 Supplemental Form
Review / Complete 3-8 Pricing Sheet
Cover Sheet
Solicitation number
Solicitation name
Firm name
Firm address
Contact name
Contact phone
Contact fax
Website address
Contact email address
Solicitation Checklist
Attachment A- Business Overview Questionnaire
Document how firm meets minimum qualifications (Section 3)
Detail to support evaluation criteria
Attachment B – Exception Form
Attachment C – Safety Record Questionnaire (if applicable)
Attachment D – Reference Form
Attachment E – Conflict of Interest Questionnaire Form – with signature
Attachment F - Acknowledgment of Addendum
Submission signed by authorized officer, in the order specified below
Hard Copy Submission: If submitting a hard copy, the City requires one (1) original and
three (3) copies, with the pricing sheet submitted electronically in excel or emailed in excel
to Ebids@cityofdenton.com with the Solicitation # and name in the subject line.
Electronic Submission: If submitting an electronic proposal only, email to
Ebids@cityofdenton.com with the Solicitation # and name in the subject line. The pricing
sheet (Exhibit 1) must be in excel format.
RFP #6400 Main Document Page 11 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
Submit response, with tabs marking each section, in the following order:
Order for
Submission
1 Cover Sheet
2 Solicitation Checklist
3 Attachment A- Business Overview Questionnaire
4 Attachment B – Exception Form
5 Attachment C – Safety Record Questionnaire (if applicable)
6 Attachment D – Reference Form
7 Attachment E – Conflict of Questionnaire Form
8 Attachment F - Acknowledgment
9 Exhibit 3-1 Respondent Compliance
10 Exhibit 3-2 CAD System Specifications
11 Exhibit 3-3 MDS Specifications
12 Exhibit 3-4 Law RMS Specifications
13 Exhibit 3-5 Fire RMS Specifications
14 Exhibit 3-6 Use Cases
15 Exhibit 3-7 Supplemental Form
16 Exhibit 3-8 Pricing Sheet
RFP #6400 Main Document Page 12 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS
1. Contract Information (for formal contracting purposes):
The following information will be used to write a contract, should your firm be selected for award.
Firm’s Legal Name:
Address:
Agent Authorized to sign contract (Name):
Agent’s email address:
2. Subsidiary of:
3. Organization Class (circle):
Partnership Corporation Individual Association
4. Tax Payer ID#:
5. Date Established:
6. Historically Underutilized Business: Yes or No
7. Does your company have an established physical presence in the State of Texas, or the City of
Denton? Yes or No, in which?
8. Please provide a detailed listing of all products and/or services that your company provides.
9. Has your company filed or been named in any litigation involving your company and the Owner on
a contract within the last five years under your current company name or any other company name?
If so provide details of the issues and resolution if available. Include lawsuits where Owner was
involved. (Notice: Failure to disclose this information during proposal submission, and later
discovered, may result in contract termination at the Owner’s option.)
RFP #6400 Main Document Page 13 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
10. Have you ever defaulted on or failed to complete a contract under your current company name or
any other company name? If so, where and why? Give name and telephone number of Owner.
11. Have you ever had a contract terminated by the Owner? If so, where and why? Give name and
telephone number (s) of Owner (s).
12. Has your company implemented an Employee Health and Safety Program compliant with 29 CFR
1910 “General Industry Standards” and/or 29 CFR 1926 “General Construction Standards” as they
apply to your Company’s customary activities?
http://www.osha.gov/pls/oshaweb/owasrch.search_form?p_doc_type=STANDARDS&p_toc
_level=1&p_keyvalue=1926
13. Resident/Non-Resident Bidder Determination:
Texas Government Code Section 2252.002: Non-resident bidders. Texas law prohibits cities and
other governmental units from awarding contracts to a non-resident firm unless the amount of such
a bid is lower than the lowest bid by a Texas resident by the amount the Texas resident would be
required to underbid in the non-resident bidders’ state. In order to make this determination, please
provide the name, address and phone number of:
a. Responding firms principle place of business:
b. Company’s majority owner principle place of business:
c. Ultimate Parent Company’s principle place of business:
RFP #6400 Main Document Page 14 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
14. Provide details to support the evaluation criteria, including experience and delivery.
15. Provide details on how firm meets the minimum qualifications stated in this Main document
Section 3.
a. The details must be completed on this form, and shall not point to another document in the
respondent’s proposal.
b. Sign below and return form with final submission.
I certify that our firm meets the minimum qualifications as stated in this Main document, Section 3.
_______________________ _____________________ _____________________
Signature Company Date
RFP #6400 Main Document Page 15 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS
Any exceptions or clarifications taken to this solicitation (including terms and conditions in
Exhibit 2, the General Provisions and Terms and Conditions) must be itemized on the lines
below. Additional pages may be added as needed. If there are no exceptions or clarifications,
please sign where indicated at the bottom of the page.
Item # Description
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
_________ __________________________________________________________________________________
The above exceptions and clarifications (and any additional pages identified) are the ONLY
exceptions/clarifications to the specifications, General Provisions and Terms and Conditions in
Exhibit 2, and sample contract to this solicitation. I understand that the City may not accept additional
exceptions produced after final submission of this proposal.
_______________________ _____________________ _____________________
Signature Company Date
No Exceptions are taken to this solicitation or the General Provisions and Terms
and Conditions in Exhibit 2.
_______________________ _____________________ _____________________
Signature Company Date
RFP #6400 Main Document Page 16 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
ATTACHMENT C-SAFETY RECORD QUESTIONNAIRE
NOT APPLICABLE
RFP #6400 Main Document Page 17 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
ATTACHMENT D-REFERENCES
Please list three (3) Government references, other than the City of Denton, who can verify the quality of service
your company provides. The City prefers customers of similar size and scope of work to this solicitation.
REFERENCE ONE
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
EMAIL ADDRESS: _________________________________________________________________________________
SCOPE OF WORK:
CONTRACT PERIOD:
REFERENCE TWO
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
EMAIL ADDRESS: _________________________________________________________________________________
SCOPE OF WORK:
CONTRACT PERIOD:
REFERENCE THREE
GOVERNMENT/COMPANY NAME:
LOCATION:
CONTACT PERSON AND TITLE:
TELEPHONE NUMBER:
EMAIL ADDRESS: _________________________________________________________________________________
SCOPE OF WORK:
CONTRACT PERIOD:
RFP #6400 Main Document Page 18 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
ATTACHMENT E-CONFLICT OF INTEREST QUESTIONNAIRE
CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as
defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after
the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a
misdemeanor.
Name of vendor who has a business relationship with local governmental entity.
1
2
Check this box if you are filing an update to a previously filed questionnaire.
th
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7 business day after the
date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)
3 Name of local government officer about whom the information in this section is being disclosed.
Name of Officer
This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the vendor has an employment or other business
relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor?
Yes No
B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer
named in this section AND the taxable income is not received from the local governmental entity?
Yes No
C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an
officer or director, or holds an ownership of one percent or more?
Yes No
D. Describe each employment or business and family relationship with the local government officer named in this section.
4
I have no Conflict of Interest to disclose.
5
Signature of vendor doing business with the governmental entity Date
RFP #6400 Main Document Page 19 of 20
City of Denton
RFP for Supply of CAD, MDS, LRMS AND FRMS
ATTACHMENT F-ACKNOWLEDGEMENT
The undersigned agrees this submission becomes the property of the City of Denton after the official opening.
The undersigned affirms he has familiarized himself with the specification, drawings, exhibits and other documents; the
local conditions under which the work is to be performed; satisfied himself of the conditions of delivery, handling and
storage of materials and equipment; and all other matters that will be required for the work before submitting a response.
The undersigned agrees, if this submission is accepted, to furnish any and all items/services upon which prices are offered,
at the price(s) and upon the terms and conditions contained in the specification. The period for acceptance of this
submission will be 120 calendar days unless a different period is noted.
The undersigned affirms that they are duly authorized to execute this contract, that this submission has not been prepared
in collusion with any other respondent, nor any employee of the City of Denton, and that the contents of this submission
have not been communicated to any other respondent or to any employee of the City of Denton prior to the acceptance of
this submission.
Respondent hereby assigns to the City any and all claims for overcharges associated with this contract which arise under
the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of
Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.
The undersigned affirms that they have read and do understand the specifications, all exhibits and attachments contained
in this solicitation package.
The undersigned agrees that the solicitation package posted on the website are the official specifications and shall not alter
the electronic copy of the specifications and/or pricing sheet (Exhibit 1), without clearly identifying changes.
The undersigned understands they will be responsible for monitoring the City of Denton Purchasing Website at:
http://www.cityofdenton.com/index.aspx?page=397 to ensure they have downloaded and signed all addendum(s) required
for submission with their response.
I certify that I have made no willful misrepresentations in this submission, nor have I withheld information in my statements
and answers to questions. I am aware that the information given by me in this submission will be investigated, with my
full permission, and that any misrepresentations or omissions may cause my submission to be rejected.
Acknowledge receipt of following addenda to the solicitation:
Addendum No 1 Dated _______________________ Received _________________
Addendum No 2 Dated _______________________ Received _________________
Addendum No 3 Dated _______________________ Received _________________
NAME AND ADDRESS OF COMPANY: AUTHORIZED REPRESENTATIVE:
___________________________________ Signature
___________________________________ Date
___________________________________ Name
___________________________________ Title ___________________________
Tel. No. ____________________________ Fax No. ________________________
Email. _____________________________
RFP #6400 Main Document Page 20 of 20