Request for Proposal Travis Central Appraisal District Public Notice Notice is hereby given that proposals will be received for a project consisting primarily of the purchase and installation a HAI (Home Automation, Inc.) security system, in Travis County, at the offices of the Travis Central Appraisal District (The District). Proposals will be accepted until 2:00 p.m. Thursday, November 15, 2012. The selected vendor will be required to comply with all applicable Equal Employment Opportunity laws and regulations and all Federal, State, and local laws, statutes, regulations, and provisions. The District reserves the right to reject any and all proposals and to waive any informality in the proposals received. Proposals may not be withdrawn for ninety (90) calendar days after the date on which they are opened. Request for Proposal Travis Central Appraisal District General Provisions 1. Travis Central Appraisal District (the District) is a government agency, duly organized and existing under the Constitution and Laws of the State of Texas as set forth in the Texas Property Tax Code and is a political subdivision thereof, within the meaning of Section 103(c) of the Internal Revenue Code of 1986. 2. The District is authorized under the Constitution and Laws of the State of Texas to enter into those transactions contemplated, and to perform all of its obligations. The District operates on a calendar year budget cycle. 3. The District is governed by a ten member Board of Directors, nine members appointed by the taxing jurisdictions for which the District appraises property plus the county tax assessor- collector who serves as a non-voting member. The District has obtained such approvals and consents as are necessary to complete this proposal. 4. Services and equipment will be used for governmental purposes and will be exempt from all taxes presently assessed and levied. 5. All proposals must include a statement that they are valid for a minimum period of ninety (90) days after the proposal closing date. 6. The contents of the successful proposal will become a part of the contract. Any damages accruing to the District as a result of the vendor’s failure to contract may be recovered from the vendor. 7. Vendors shall be an independent contractor in the performance of this contract. 8. The vendor agrees that he shall be in compliance with all laws, statutes, and other Federal, State, and Local provisions prevailing during the term of this contract. 9. The vendor shall designate a representative in charge of this project who will be available, knowledgeable, and authorized to execute binding agreements with the District. 10. Preparation of proposals: Vendors are expected to examine the specifications, standard provisions, and all instructions. Failure to do so will be at the contractor’s risk. Each contractor must furnish all information required by the proposal. The information may be provided in any written format. Proposal must be manually signed. Proposals signed by an agent are to be accompanied by evidence of his authority. 11. Any explanation desired by any vendor regarding the meaning or interpretation of the proposal, specifications, etc., must be requested in writing at least five (5) days prior to proposal closing date. Any information given to a prospective vendor concerning a proposal will be furnished to all prospective vendors. 12. Proposals must be clearly marked on the outside with the contractor’s name, address and “PROPOSAL FOR SECURITY CAMERAS” or in the subject line of an e-mail marked “PROPOSAL FOR SECURITY CAMERAS”. Address to: Finance Department c/o Leana H. Mann Finance and Facilities Officer Travis Central Appraisal District P.O. Box 149012 Austin, Texas 78714-9012 Proposals may be hand delivered to: Finance Department c/o Leana H. Mann Finance and Facilities Officer Travis Central Appraisal District 8314 Cross Park Drive Austin, Texas 78754 Proposals may be e-mailed to: Lmann@tcadcentral.org 13. Deadline for the receipt of proposals at the District’s Finance Office is 2:00 p.m. Thursday, November 15, 2012. All accepted proposals will be presented to the Chief Appraiser for final determination. 14. Proposals may be modified, substituted or withdrawn by written notice received by the Finance Department prior to the hour and date specified for receipt of proposals. A proposal may also be withdrawn in person by a vendor or an authorized representative. 15. The District’s policy provides that the District shall accept services and products from vendors which have adequate financial strength, management and service capabilities and are otherwise qualified and eligible to receive an award under applicable laws and regulations. 16. Economic consideration shall be given local vendors when evaluating proposals. When the total of all cost factors to the District for any one or more proposals is equal, preference may be given to services offered by Travis County institutions. The District expressly reserves the right to: Waive any defect, irregularity or informality in any proposal or proposal procedure; Reject or cancel any and/or all proposals; Reissue a proposal; Procure services by other means if necessary; Contact Financial Institutions for clarification of information submitted; 17. Contractual documents must be executed within the time specified. The contract may be terminated for default. No plea of error or mistake in an accepted proposal shall be available to the vendor as a basis for release of terms and rates. 18. Failure of the District to insist in any one or more instances upon performance of any term and/or condition of this contract shall not be construed as a waiver or relinquishment of the future performance of terms and/or conditions. 19. Vendors must state all fees, expenses, travel charges, odd hour charges or other costs associated with providing service to the District. 20. Vendors shall indemnify and hold harmless Travis Central Appraisal District, its officers, agents, Board of Directors and employees from any and all claims of losses which may result from any negligence or misconduct on the part of the vendor, his agents, employees, or representatives and shall in all ways hold the District, its officers, agents, Board of Directors and employees harmless from any such claims, losses, or damages regardless of whether or not such may be caused in part by an officer, agent, director or employee of the District. 21. Contact person at the District is Mrs. Leana H. Mann, Finance and Facilities Officer, phone number (512) 834-9317, extension 405. Any questions concerning specification should be in writing to Mrs. Leana H. Mann at P.O. Box 149012, Austin, Texas 787141-9012 or at 8314 Cross Park Drive, Austin, Texas 78754 or by e-mail at Lmann@tcadcentral.org. Request for Proposal Travis Central Appraisal District Specifications The intent of this RFP is to have the vendors under consideration specifically address the products and services required and provide a well-considered price proposal for those services described herein. The District would like to purchase and install a HAI security system. The HAI brand system is a requirement of the proposal. All proposals submitted that do not include a HAI system will be declined. The District expects the following: 1. Remote iPhone or iPad Control 2. Multiuser control interface 3. Remote camera review via software/iPhone/iPad 4. Remote door schedule control 5. Direct control via software/iPhone/iPad 6. HAI management software to configure the system 7. Training on the software The District has outlined the details on the security system below; however, any other materials needed should be included on the bid. It is up to the vendor through the site visit process to determine if any other materials are required to complete the job. Each section below should be submitted as a separate estimate. The details on the security system are as follows: 1. HAI Omni Pro 2 Security System. 2. HAI Dealer Software 3. HAI Customer Software 4. Sprinkler System Automation through HAI. There are a total of 20 zones on the District’s current sprinkler system. 5. A/C Automation through HAI. There are a total of 31 thermostats at the District’s office. Please provide the following information with the proposal: 1. Contact Information a. Name of vendor b. Complete address c. Contact person d. Telephone number e. Fax number f. Website internet address g. E-mail address 2. Provide a general statement of qualifications that responds to the project background information given above. 3. References a. Please provide three references that you have performed similar work for. Please provide their name, phone number, and e-mail address. If you do not have references for similar work completed, please state that information in the proposal. 4. Fees a. Provide a separate cost for each of the following: (1) HAI security system, (2) Sprinkler System Automation through HAI, and (3) A/C System Automation through HAI. b. Provide information on your preliminary fee structure based on the scope indicated above, including any anticipated reimbursable costs. c. Provide hourly rates for installation and for after-hours work, if the District so requests.
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