Linking Agreement with Artisan Systems
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1
10/05/2023
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
ARTISAN SYSTEMS
This Linking Agreement (“Agreement”) is entered into as of this 14th day of January, 2024, between the
City of Glendale, an Arizona municipal corporation (“City”), and Artisan Systems, an Arizona company,
authorized to do business in Arizona (“Contractor”), collectively, the “Parties.”
RECITALS
A.
On August 17, 2023, the City of Tucson, a member of the Arizon Cooperative Program, entered into
a contract with Contractor to purchase the goods and services described in contract no. 230149-01
(“Cooperative Agreement”), which is attached hereto as Exhibit A. The Cooperative Agreement
allows its cooperative use by other governmental agencies, including the City.
B.
Section 2-149 of the City’s Procurement Code permits the Materials Manager to procure goods and
services by participating with other governmental units in cooperative purchasing agreements when
the best interests of the City would be served.
C.
Section 2-149 also provides that the Materials Manager may enter into such cooperative agreements
without meeting the formal or informal solicitation and bid requirements of Glendale City Code
Sections 2-145 and 2-146.
D.
The City wishes to contract with Contractor for supplies or services identical to those being provided
to other units of government under the Cooperative Agreement. Contractor consents to the City’s
cooperative use of the terms and conditions of the Cooperative Agreement on an as-needed basis,
as noted in Exhibit B.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated by reference, and
the covenants and promises contained in this Linking Agreement, the parties agree as follows:
1.
Term of Agreement.
A.
As provided in the Cooperative Agreement, purchases can be made by governmental entities
from the date of award, which was August 17, 2023, until the date the contract terminates
on August 16, 2026, unless the term is extended by mutual agreement of the parties to the
Cooperative Agreement. The Cooperative Agreement, however, may not be extended
beyond August 16, 2028. The initial period of this Agreement is the period from the
Effective Date of this Agreement until August 16, 2026.
B.
The City may extend the term of this Agreement for two (2) additional one-year periods if
the Cooperative Agreement is likewise extended and the City gives the Contractor notice
that it is exercising its option to extend this Agreement 30 days prior to the anniversary of
the Effective Date. Glendale extensions are not automatic and shall only occur if the City
affirmatively exercises its right to extend this Agreement.
C24-1302
Docusign Envelope ID: C5BB3333-BB6E-4C09-9AC2-4A2467DD01D2
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10/05/2023
2.
Scope of Work; Terms, Conditions, and Specifications.
A.
Contractor shall provide City the supplies and/or services on an as-needed basis, as noted in
Exhibit B.
B.
Contractor agrees to comply with all the terms, conditions and specifications of the
Cooperative Purchasing Agreement. Such terms, conditions and specifications are
specifically incorporated into and are an enforceable part of this Agreement.
3.
Compensation.
A.
City shall pay Contractor compensation at the same rate and on the same schedule as
provided in the Cooperative Purchasing Agreement, which is attached hereto as Exhibit C.
B.
The total purchase price for the supplies and/or services purchased under this Agreement
shall not exceed five hundred thousand dollars ($500,000) for the entire term of the
Agreement (initial term plus any extensions).
4.
Cancellation. This Agreement may be cancelled pursuant to A.R.S. § 38-511.
5.
Non-discrimination. Contractor must not discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual
orientation, gender identity or expression, genetic characteristics, familial status, U.S. military veteran
status or any disability. Contractor will require any Sub-contractor to be bound to the same
requirements as stated within this section. Contractor, and on behalf of any subcontractors, warrants
compliance with this section.
6.
Insurance Certificate. A certificate of insurance applying to this Agreement must be provided to the
City prior to the Effective Date.
7.
E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the requirements of
A.R.S. § 41-4401.
8.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties
hereby certify that they are not currently engaged in, and agree for the duration of the Agreement to
not engage in, a boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.
9.
Uyghur Forced Labor Prevention Act (UFLPA). Contractor certifies that it does not currently, and
during the term of this Agreement, will not use:
a.
the forced labor of ethnic Uyghurs in the People’s Republic of China;
b.
any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c.
any contractors, subcontractors or suppliers that use the forced labor or any goods
or services produced by the forced labor of ethnic Uyghurs in the People’s Republic
of China.
10.
Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with
a Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate
signed by an officer of Contractor with oversight responsibility.
Docusign Envelope ID: C5BB3333-BB6E-4C09-9AC2-4A2467DD01D2
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10/05/2023
11.
Notices. Any notices that must be provided under this Agreement shall be sent to the Parties’
respective authorized representatives at the address listed below:
City of Glendale
c/o Mike Siewerth
6835 N. 57th Drive, Suite 100
Glendale, AZ 85301
and
Artisian Systems
15876 N. 76th Street, Suite 100
Scottsdale, AZ 85280
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year set
forth above.
“City”
“Contractor”
City of Glendale, an Arizona
Artisian Systems,
municipal corporation
an Arizona company
By:
____________________________
By:
____________________________
Kevin R. Phelps
Name: Bill Aziz
City Manager
Title: Owner
ATTEST:
___________________________
Julie K. Bower
(SEAL)
City Clerk
APPROVED AS TO FORM:
___________________________
Michael D. Bailey
City Attorney
Docusign Envelope ID: C5BB3333-BB6E-4C09-9AC2-4A2467DD01D2
1/3/2025
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
ARTISAN SYSTEMS
EXHIBIT A
CITY OF TUCSON CONTRACT NO. 230149-01
Docusign Envelope ID: C5BB3333-BB6E-4C09-9AC2-4A2467DD01D2
Contract No. 230149 - 01
Audio Visual Products and Related Services
Vendor: Artisan Systems
Table of Contents
1.
Vendor’s Response to Shortlist Letter
2.
City’s Letter to Shortlist
3.
Vendor’s Response to RFP 230149
4.
RFP 230149
1. Vendor’s Response to Intent to
Shortlist Letter
15876 N. 76TH STREET, SUITE 100, SCOTTSDALE, AZ 8 5 2 6 0
4 8 0. 5 3 8. 1 0 7 1 o f f i c e 4 8 0. 5 3 8. 1 0 7 2 f a x R O C 197235 l i c e n s e
July 12, 2023
Casey Adams
Senior Contract Officer
City of Tucson
255 W Alameda
PO Box 27210
Tucson, AZ 85726-7210
RE: Request for Proposal No. 230149 – Audio Visual Products and Related Services
Dear Casey,
Artisan thanks you for the opportunity to be of service to the City of Tucson in their endeavor to
update their City conference rooms.
We have reviewed your documents and we have submitted our response as follows:
Attachment #1 – Axia Cooperative Response for National Cooperative Contract
Acknowledgement of Exhibit A & the written response to Section 3.0 through 3.3.
Attachment #2 – Price sheet
Attachment #3 – Pricing sheet explanation
Attachment #4 – Service & Method of Approach document
If you have any further questions please contact me at 480.538.1071.
Sincerely,
Bill Aziz
Managing Director
baziz@artisanaz.com
480.235.1100
Letter
Description
Vendor Proposed Brand
Vendor Proposed Item
Quantity
Unit Price
Total
1A
Display - (1) 4K Display
NEC
E658
1
1,431.20
$
1,431.20
$
1A
Display Mount
Chief
LTM1U
1
268.80
$
268.80
$
1B
Video Conferencing Kit
Crestron
UC-MX50-U
1
3,245.00
$
3,245.00
$
2A
Microphones
Crestron
Built-In within UC-MX50-U
1
-
$
-
$
2B
Speakers
Crestron
Built-In within UC-MX50-U
1
-
$
-
$
C
Control Panel
Crestron
Built-In within UC-MX50-U
1
-
$
-
$
D
HDMI Presentation Locations
Crestron
Built-In within UC-MX50-U
1
-
$
-
$
E
Room Reservation Panel
Crestron
TSS-770-W-S
1
843.70
$
843.70
$
NA
Power and Cabling Kit
Artisan Systems
Power and Cabling Kit
1
50.00
$
50.00
$
NA
Labor
Artisan Systems
Labor
1
1,890.00
$
2,350.00
$
NA
Shipping & Handling
Artisan Systems
Shipping & Handling
1
200.00
$
200.00
$
NA
Miscellaneous
Artisan Systems
Miscellaneous
1
175.00
$
175.00
$
Small Conference Room Total
8,563.70
$
Letter
Description
Vendor Proposed Brand
Vendor Proposed Item
Quantity
Unit Price
Total
1A
Display - (1) 4K Display
NEC
E758
1
2,173.60
$
2,173.60
$
1A
Display Mount
Chief
LTM1U
1
268.80
$
268.80
$
1B
Video Conferencing Kit
Crestron
UC-MX70-U
1
3,460.94
$
3,460.94
$
2A
Microphones
Crestron
Built-In within UC-MX70-U
2
-
$
-
$
2A
Microphones
Crestron
CCS-UCA-MIC
1
227.74
$
227.74
$
2B
Speakers
Crestron
Built-In within UC-MX70-U
1
-
$
-
$
C
Control Panel
Crestron
Built-In within UC-MX70-U
1
-
$
-
$
D
HDMI Presentation Locations
Crestron
Built-In within UC-MX70-U
1
-
$
-
$
E
Room Reservation Panel
Crestron
TSS-770-W-S
1
843.70
$
843.70
$
F
AV Credenza
NA
NA
0
-
$
-
$
NA
Power and Cabling Kit
Artisan Systems
Power and Cabling Kit
1
75.00
$
75.00
$
NA
Labor
Artisan Systems
Labor
1
3,105.00
$
3,565.00
$
NA
Shipping & Handling
Artisan Systems
Shipping & Handling
1
250.00
$
250.00
$
NA
Miscellaneous
Artisan Systems
Miscellaneous
1
200.00
$
200.00
$
Medium Conference Room Total
11,064.78
$
Letter
Description
Vendor Proposed Brand
Vendor Proposed Item
Quantity
Unit Price
Total
A
Display - (2) 4K Displays Or LED Wall
NEC
E868
1
2,972.00
$
2,972.00
$
A
Display Mount
Chief
LTM1U
1
268.80
$
268.80
$
A
Pull-Out Accessory
Chief
FCAV1U
1
315.70
$
315.70
$
B
Video Conferencing Kit
Shure
P300-IMX
1
1,838.90
$
1,838.90
$
C
Control Panel
Crestron
MPC3-102-B
1
814.20
$
814.20
$
D
HDMI Presentation Locations
Atlona
AT-OME-EX-WP-KIT
1
1,275.75
$
1,275.75
$
E
Room Reservation Panel
Crestron
TSS-770-W-S
1
843.70
$
843.70
$
F
Speakers
Crestron
SAROS IC8T-W-T-EACH
4
194.70
$
778.80
$
G
Ceiling Microphones
Shure
MXA920W-S
1
3,359.72
$
3,359.72
$
NA
Camera
Huddly
Huddly L1 Kit
1
2,365.50
$
2,365.50
$
NA
Amplifier
Crestron
AMP-X300
1
519.20
$
519.20
$
NA
Network Switch
D-Link
DGS-1210-10MP
1
$284.71
284.71
$
NA
Power and Cabling Kit
Artisan Systems
Power and Cabling Kit
1
750.00
$
750.00
$
NA
Labor
Artisan Systems
Labor
1
6,156.00
$
6,906.00
$
NA
Shipping & Handling
Artisan Systems
Shipping & Handling
1
500.00
$
500.00
$
NA
Miscellaneous
Artisan Systems
Miscellaneous
1
400.00
$
400.00
$
Large Conference Room Total
24,192.98
$
Small Conference Room
Medium Conference Room
Large Conference Room
Attachment #3
Explanation for Pricing sheet
Artisan Systems has meticulously designed three distinct room types with a primary focus on
user-friendly functionality and enhancing the overall user experience. The small and medium
rooms exhibit numerous similarities in terms of equipment, setup, and functionality. Meanwhile,
the large room boasts its distinctiveness, showcasing adaptable mobile furniture that enables
flexible configurations, as depicted in the client diagram.
We cordially invite you to visit our Experience Center in Scottsdale, AZ, where we proudly
demonstrate exact replicas of the three conference room types, catering to small, medium, and
large gatherings.
Small Conference Room:
-
65” 4K commercial display on a wall tilt mount.
-
Crestron video conferencing kit that includes:
o Mercury conferencing device: this device is a table-top speakerphone with a built-
in control touch screen. It also acts as the connectivity point where users connect
their HDMI and USB cables.
o Huddly IQ video conferencing camera.
-
Room scheduling panel to be installed outside the room.
-
Users will be able to conduct BYOD (Bring Your Own Device) video conferencing by
connecting their laptops to the HDMI and USB cables at the table and launching the
video conferencing software of their choice.
Medium Conference Room:
-
75” 4K commercial display on a wall tilt mount.
-
Crestron video conferencing kit that includes:
o Mercury conferencing device: this device is a table-top speakerphone with a built-
in control touch screen. It also acts as the connectivity point where users connect
their HDMI and USB cables.
o (2) mic pods.
o Huddly L1 video conferencing camera.
-
Room scheduling panel to be installed outside the room.
-
Users will be able to conduct BYOD (Bring Your Own Device) video conferencing by
connecting their laptops to the HDMI and USB cables at the table and launching the
video conferencing software of their choice.
Large Conference Room:
-
86” 4K commercial display on a wall tilt mount and pull-out accessory since some
electronics will be installed behind the display.
-
The video conferencing system for this room is custom and consists of the following
items:
o Shure audio conferencing processor.
o (4) Crestron ceiling speakers powered by a Crestron amplifier.
o (1) Shure ceiling array microphone.
o An HDMI and USB wall plate transmitter to extend both signals to the display,
camera, and audio conferencing processor. Exact location of the wall plate TBD.
o Huddly L1 video conferencing camera.
-
Room scheduling panel to be installed outside the room.
-
Users will be able to conduct BYOD (Bring Your Own Device) video conferencing by
connecting their laptops to the HDMI and USB cables at the wall plate transmitter and
launching the video conferencing software of their choice.
A Crestron media presentation controller will be installed
Attachment #4 – Service & Method of Approach
Service
Please provide an in-depth description of the following:
A. On-Site Support availability and response times
B. Remote Support
Artisan’s service department has Service Technicians familiar with the systems and are able to
provide both remote and onsite support for our clients. The Artisan service department offers
maintenance and support contract options for up to 5 years after project acceptance. Our goal is
to minimize the down time. Technology is evolving every day and without proper maintenance,
systems will fail to perform at efficient levels. Electronic equipment needs routine checkups.
Manufacturers implement new firmware throughout the life of their product to push improvements
and new features. Artisan carefully monitors the firmware for the products we sell. During our
routine visits we will determine if the electronics that are installed need an update. When Artisan
finds issues that can be fixed during the visit, we will address them. Artisan also takes pride in
how your system looks. We will clean the dust-off equipment, clean the display screens and check
the wire management.
Artisan’s standard maintenance performance plans include the following:
Features
System Health - Price on Request
VIP member status
YES
Remote service hours
Mon-Fri, 7:30AM - 4PM
Advanced on-site service and phone support hours
Mon-Fri, 7:30AM - 4PM
Priority Scheduling
2 business days
Response time
Within 24 - hours
Complimentary site visits for service or support
YES
23-Point Wellness system checkup
2 visits per year
User Training refresh
2 visits per year
23 Point Wellness Checklist
White glove cleaning of audio and video components
Inspect and clean equipment racks
Inspect all equipment for signs of wear
Check all batteries in remote controls, touchpanels...
Inspect and verify all wiring and connections, repair as needed
Review control and network logs for security and errors
Backup all programs and system configurations
Check temperature of all equipment closets and cabinets
Inspect fans for failures, jams, or dust build-up
Clean and inspect all monitors and displays in system
Calibrate audio and video components as required
Check bulb life on video projectors
Check voltage at all surge devices where measurable
Verify status of all audio and video systems
Verify status of all conferencing systems
Verify operation of user-interfaces and controllers
Conduct firmware updates as required
Update signal flow diagrams as needed
Discuss any known issues or questions with client
Explain priorities for next scheduled visit and review any required
service call follow-ups
Review new technologies with client
Ensure jobsite is properly cleaned prior to departure
Artisan Subscription Program based on “Technology as a Service”
Artisan has the ability to provide a way to pay for hardware-intensive technology solutions &
essential support services as one monthly subscription payment with exclusive and unmatched
protection, flexibility, and control. This Technology-as-a-Service (TaaS) payment program is a
way to pay for your hardware intensive technology solutions and mission-critical support and
maintenance services. TaaS offers organizations a way to have access to and use of the technology
and support services they need and eliminate the burdens and drawbacks associated with
ownership.
MAINTENANCE & SUPPORT SERVICES
This TaaS solution includes a multiyear support and maintenance service agreement, supporting
most break-fix scenarios (see individual SLA for complete details). TaaS lets customers operate
with peace of mind knowing their necessary maintenance, updates, repairs, and any additional
support within the selected SLA are a part of their one convenient monthly subscription payment.
SOLUTION REPLACEMENT GUARANTEE (SRG)
The SRG is a proprietary and exclusive feature of this TaaS offering that protects customers from
the risk of technology obsolescence. Customers can upgrade to new technology at any point in the
term if the solution no longer meets their needs or the technology becomes obsolete. The existing
agreement is completely forgiven.
NATURAL DISASTER COVERAGE
Another exclusive feature of this TaaS solution is the Act of God protection. In the event of a
natural disaster; fire, lightning, tornado, etc., if your technology is damaged, your deductible is
paid for, 100 percent, up to $5,000.
2. City’s Letter to Shortlist
SHARED SERVICES – PROCUREMENT
CITY HALL • 255 W. ALAMEDA • P.O. BOX 27210 • TUCSON, AZ 85726-7210
(520) 791-4217 • FAX (520) 791-4735 • TTY (520) 791-2639
www.tucsonprocurement.com
July 7, 2023
Greg Robinson
Artisan Systems
15876 N. 76th St. Suite 100
Scottsdale, AZ 85280
Email: grobinson@artisanaz.com
Sent via email, this day
Subject: Request for Proposals No. 230149- Audio Visual Products and Related Services
REQUEST FOR INFORMATION AND CLARIFICATIONS
Dear Greg:
Artisan Systems has been selected to advance to the next step in the selection process for
the Audio Visual Products and Related Services Request for Proposals.
In order to be considered for the next steps in this process, please respond with the
following information:
AXIA Cooperative Solicitation Attachment G:
The City intends to use federal funding to pay for these products/services and the above
mentioned attachment will satisfy the federal funding requirements.
Regarding your response to Section 6 - Method of Approach, the City of Tucson requests
a response to the AXIA Cooperative Solicitation Attachment G.
A. Include the following detailed response to Attachment G, Exhibit A
a. Acknowledge section 2.0-2.3
b. Provide a written response to Section 3.0 through 3.3, Axia Cooperative
Response for National Cooperative Contract.
i. Responses should highlight experience, demonstrate national presence,
describe how offeror will educate its national sales force about the
contract, describe how products and services will be distributed
nationwide, include a plan for marketing the products and services
nationwide, and describe how volume will be tracked and reported to
Axia Cooperative.
B. The successful offeror will be required to sign (in Attachment G), Exhibit B, Axia
Cooperative Administration Agreement.
a. Offerors should review exhibit B and should include any proposed exceptions
to the Axia Cooperative Administration Agreement with their response.
C. The successful offeror is required to complete and sign (in Attachment G) Exhibit G –
Federal Funds Certification.
Pricing
SHARED SERVICES – PROCUREMENT
CITY HALL • 255 W. ALAMEDA • P.O. BOX 27210 • TUCSON, AZ 85726-7210
(520) 791-4217 • FAX (520) 791-4735 • TTY (520) 791-2639
www.tucsonprocurement.com
The City has provided 3 room diagrams in Attachment A to help demonstrate possible
conference room layouts in City facilities. Please use these diagrams to assist in filling out
the price sheet also found in Attachment A.
A completed price sheet is required for further consideration of your proposal. If your
company does not offer the product(s) mentioned in the price sheet, please write “N/A”,
or propose an alternate solution of equal or greater functionality.
Service
Please provide an in-depth description of the following:
A. On-Site Support availability and response times
B. Remote Support
Method of Approach
Based on the diagrams provided in Attachment A and your company’s capacity, please
describe how many conference rooms your company could work on at any given time.
The City is looking to get an estimate as to how long it would take to complete an update
of all City conference rooms.
In addition, please describe any additional methods your company would use to
efficiently complete these conference room upgrades.
The City requests a response with the information requested above by 5:00 PM local
Arizona time on Wednesday, 7/12/2023.
Please do not hesitate to contact me if you have any questions.
Sincerely,
Casey Adams
Senior Contract Officer
1A
1B
1A
Display – (1) 4k Display
Video Conferencing Kit
1B
C
E
D
D
2B
2B
2B
2B
2A
Microphones
2B
Speakers
D
HDMI Presentation Locations
E
Room Reservation Panel
Control Panel
C
Small Conference Room
1A
Display – (1) 4k Display
C
2A
Microphones
Control Panel
D
HDMI Presentation Locations
1B
Video Conferencing Kit
E
Room Reservation Panel
2B
Speakers
F
1A
2A
C
D
D
D
1B
E
2B
2B
2B
2B
2B
2B
2A
2
F
Medium Conference Room
AV Credenza
Display – (2) 4k Displays or LED Wall
A
C
Control Panel
D
HDMI Presentation Location
Video Conferencing Kit
B
E
Room Reservation Panel
F
Speakers
G
Ceiling Microphones
Large Conference Room
Layout 1
Layout 2
Layout 3
Layout 4
Letter
Description
Vendor Proposed Brand
Vendor Proposed Item
Quantity
Unit Price
Total
1A
Display ‐ (1) 4k Display
1
1B
Video Conferencing Kit
2A
Microphones
2B
Speakers
C
Control Panel
D
HDMI Presentation Locations
E
Room Reservation Panel
Letter
Description
Vendor Proposed Brand
Vendor Proposed Item
Quantity
Unit Price
Total
1A
Display ‐ (1) 4k Display
1
1B
Video Conferencing Kit
2A
Microphones
2B
Speakers
C
Control Panel
D
HDMI Presentation Locations
E
Room Reservation Panel
F
AV Credenza
Letter
Description
Vendor Proposed Brand
Vendor Proposed Item
Quantity
Unit Price
Total
A
Display ‐ (2) 4k Displays or LED Wall
B
Video Conferencing Kit
C
Control Panel
D
HDMI Presentation Location
E
Room Reservation Panel
F
Speakers
G
Ceiling Microphones
Small Conference Room Total
Medium Conference Room Total
Large Conference Room Total
Small Conference Room
Medium Conference Room
Large Conference Room
ATTACHMENT G
Requirements for National Cooperative Contract To be Administered by
Axia Cooperative
The following documents are used in evaluating and administering national cooperative contracts
and are included for Supplier’s review and response.
Axia Cooperative Exhibit A –
AXIA COOPERATIVE RESPONSE FOR NATIONAL
COOPERATIVE CONTRACT
Axia Cooperative Exhibit B –
AXIA COOPERATIVE ADMINISTRATION
AGREEMENT, EXAMPLE
Axia Cooperative Exhibit C –
AXIA COOPERATIVE MASTER
INTERGOVERNMENTAL COOPERATIVE
PURCHASING AGREEMENT, EXAMPLE
Axia Cooperative Exhibit D –
AXIA COOPERATIVE LEAD PROCUREMENT
AGENCY CERTIFICATE, EXAMPLE
Axia Cooperative Exhibit E –
AXIA COOPERATIVE CONTRACT SALES
REPORTING TEMPLATE
Axia Cooperative Exhibit F –
AXIA COOPERATIVE ADVERTISING COMPLIANCE
REQUIREMENT
Axia Cooperative Exhibit G –
FEDERAL FUNDS CERTIFICATIONS
Axia Cooperative Exhibit H –
NEW JERSEY BUSINESS COMPLIANCE (Optional)
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT A – AXIA COOPERATIVE RESPONSE FOR NATIONAL COOPERATIVE
CONTRACT
Requirements for National Cooperative Contract
Page 2 of 49
AXIA COOPERATIVE RESPONSE FOR NATIONAL COOPERATIVE CONTRACT
1.0 SCOPE OF NATIONAL COOPERATIVE CONTRACT
1.1 Requirement
The City of Tucson, AZ, (hereinafter defined and referred to as "Lead Procurement
Agency"), on behalf of itself and the Axia Coop LLC (or "Axia Cooperative"), is
requesting proposals for Audio Visual Products and Related Services. The intent of
this Request for Proposal is that any contract between Lead Procurement Agency and
Supplier resulting from this Request for Proposal (hereinafter defined and referred to
as the "Master Agreement") be made available to other public agencies nationally,
including state and local governmental entities, public and private primary, secondary
and higher education entities, non-profit entities, and agencies for the public benefit
("Public Agencies"), through Axia Cooperative's cooperative purchasing program. The
Lead Procurement Agency has executed a Lead Procurement Agency Certificate with
Axia Cooperative (an example of which is included as Exhibit D) and has agreed to
pursue the Master Agreement. Use of the Master Agreement by any Public Agency is
preceded by their registration with Axia Cooperative as a Participating Public Agency
in Axia Cooperative's cooperative purchasing program. Registration with Axia
Cooperative as a Participating Public Agency is accomplished by Public Agencies
entering into a Master Intergovernmental Cooperative Purchasing Agreement, an
example of which is attached as Exhibit C. The terms and pricing established in the
resulting Master Agreement between the Supplier and the Lead Procurement Agency
will be the same as that available to Participating Public Agencies through Axia
Cooperative.
All transactions, purchase orders, invoices, payments etc., will occur directly between
the Supplier and each Participating Public Agency individually, and neither Axia
Cooperative, any Lead Procurement Agency nor any Participating Public Agency,
including their respective agents, directors, employees or representatives, shall be
liable to Supplier for any acts, liabilities, damages, etc., incurred by any other
Participating Public Agency.
This Exhibit A defines the expectations for qualifying Suppliers based on Axia
Cooperative's requirements to market the resulting Master Agreement nationally to
Public Agencies. Each section in this Exhibit A refers to the capabilities, requirements,
obligations, and prohibitions of competing Suppliers on a national level in order to
serve Participating Public Agencies through Axia Cooperative.
These requirements are incorporated into and are considered an integral part of this
RFP. Axia Cooperative reserves the right to determine whether or not to make the
Master Agreement awarded by the Lead Procurement Agency available to Participating
Public Agencies.
1.2 Marketing, Sales and Administrative Support
During the term of the Master Agreement Axia Cooperative intends to provide
marketing, sales and administrative support for Supplier pursuant to this section 1.2
that directly promotes the Supplier’s products and services to Participating Public
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT A – AXIA COOPERATIVE RESPONSE FOR NATIONAL COOPERATIVE
CONTRACT
Requirements for National Cooperative Contract
Page 3 of 49
Agencies through multiple channels, each designed to promote specific products and
services to Public Agencies on a national basis.
The Axia Cooperative marketing team will work in conjunction with Supplier to
promote the Master Agreement to both existing Participating Public Agencies and
prospective Public Agencies through:
A. Marketing collateral (print, electronic, email, presentations)
B. Website development and support
C. Trade shows/conferences/meetings
D. Advertising
E. Social Media
F. Sales Team Support
The Axia Cooperative sales teams will work in conjunction with Supplier to promote
the Master Agreement to both existing Participating Public Agencies and prospective
Public Agencies through:
A. Individual sales calls
B. Joint sales calls
C. Communications/customer service
D. Training sessions for Public Agency teams
E. Training sessions for Supplier teams
The Axia Cooperative contracting teams will work in conjunction with Supplier to
promote the Master Agreement to both existing Participating Public Agencies and
prospective Public Agencies through:
A. Serving as the subject matter expert for questions regarding joint powers of
authority and state statutes and regulations for cooperative purchasing
B. Training sessions for Public Agency teams
C. Training sessions for Supplier teams
D. Regular business reviews to monitor program success
E. General contract administration
Suppliers are required to pay an administrative fee of 2% of the greater of the Contract
Sales under the Master Agreement and Guaranteed Contract Sales under this Request
for Proposal. Supplier will be required to execute the Axia Cooperative Administration
Agreement (refer to Exhibit B).
Capitalized terms not otherwise defined herein shall have the meanings given to them in
the Master Agreement or in the Axia Coop LLC Administration Agreement between
Supplier and Axia Cooperative (the "Axia Coop LLC Administration Agreement")
1.3 Estimated Volume
The dollar volume purchased under the Master Agreement is estimated to be
approximately $15m annually. While no minimum volume is guaranteed to Supplier,
the estimated annual volume is projected based on the current annual volumes among
the Lead Procurement Agency, other Participating Public Agencies that are anticipated
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT A – AXIA COOPERATIVE RESPONSE FOR NATIONAL COOPERATIVE
CONTRACT
Requirements for National Cooperative Contract
Page 4 of 49
to utilize the resulting Master Agreement to be made available to them through Axia
Cooperative, and volume growth into other Public Agencies through a coordinated
marketing approach between Supplier and Axia Cooperative.
1.4 Award Basis
The basis of any contract award resulting from this RFP made by Lead Procurement
Agency will be the basis of award on a national level through Axia Cooperative. If
multiple suppliers are awarded by Lead Procurement Agency under the Master
Agreement, those same suppliers will be required to extend the Master Agreement to
Participating Public Agencies through Axia Cooperative. Utilization of the Master
Agreement by Participating Public Agencies will be at the discretion of the individual
Participating Public Agency. Certain terms of the Master Agreement specifically
applicable to the Lead Procurement Agency are subject to modification for each
Participating Public Agency as Supplier, such Participating Public Agency and Axia
Cooperative shall agree. Participating Agencies may request to enter into a separate
supplemental agreement to further define the level of service requirements over and
above the minimum defined in the Master Agreement (i.e., invoice requirements, order
requirements, specialized delivery, diversity requirements such as minority and woman
owned businesses, historically underutilized business, governing law, etc.). Any
supplemental agreement developed as a result of the Master Agreement is exclusively
between the Participating Agency and the Supplier (Contract Sales are reported to Axia
Cooperative).
1.5 Objectives of Cooperative Program
This RFP is intended to achieve the following objectives regarding availability through
Axia Cooperative’s cooperative program:
A. Provide a comprehensive competitively solicited and awarded national
agreement offering the Products covered by this solicitation to Participating
Public Agencies;
B. Establish the Master Agreement as an actively marketed offering available to
Public Agencies nationwide;
C. Achieve cost savings for Supplier and Public Agencies through a single
solicitation process that will reduce the Supplier’s need to respond to multiple
solicitations and Public Agencies need to conduct their own solicitation
process;
D. Combine the aggregate purchasing volumes of Participating Public Agencies to
achieve cost effective pricing.
2.0 REPRESENTATIONS AND COVENANTS
As a condition to Supplier entering into the Master Agreement, which would be available to
all Public Agencies, Supplier must make certain representations, warranties and covenants to
both the Lead Procurement Agency and Axia Cooperative designed to ensure the success of
the Master Agreement for all Participating Public Agencies as well as the Supplier.
2.1 Corporate Commitment
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT A – AXIA COOPERATIVE RESPONSE FOR NATIONAL COOPERATIVE
CONTRACT
Requirements for National Cooperative Contract
Page 5 of 49
Supplier commits that (1) the Master Agreement has received all necessary corporate
authorizations and support of the Supplier’s executive management, (2) the Master
Agreement is actively marketed by Supplier and available to Public Agencies
nationwide, (3) the Master Agreement will be promoted to all Public Agencies,
including any existing customers, and Supplier will transition existing customers, upon
their request, to the Master Agreement, and (4) that the Supplier has read and agrees to
the terms and conditions of the Administration Agreement with Axia Cooperative and
will execute such agreement concurrent with and as a condition of its execution of the
Master Agreement with the Lead Procurement Agency. Supplier will identify an
executive corporate sponsor and a separate national account manager within the RFP
response that will be responsible for the overall management of the Master Agreement.
2.2 Pricing Commitment
Supplier commits the not-to-exceed pricing provided under the Master Agreement
pricing is its lowest available (net to buyer) to Public Agencies nationwide and further
commits that if a Participating Public Agency is eligible for lower pricing through a
national, state, regional or local or cooperative contract, that the Supplier will match
such lower pricing to that Participating Public Agency under the Master Agreement.
2.3 Sales Commitment
Supplier commits to aggressively market the Master Agreement to public agencies and
that its sales force will be trained, engaged and committed to offering the Master
Agreement to Public Agencies through Axia Cooperative nationwide. Supplier
commits that all Master Agreement sales will be accurately and timely reported to Axia
Cooperative in accordance with the Axia Cooperative Administration Agreement.
Supplier also commits that its sales force will be compensated, including sales
incentives, for sales to Public Agencies under the Master Agreement in a consistent or
better manner compared to sales to Public Agencies if the Supplier were not awarded
the Master Agreement.
Supplier Acknowledges and agrees to 2.0 – 2.3, Supplier Initials: ________
3.0 SUPPLIER COOPERATVE QUALIFICATIONS
Supplier must supply the following information in order for the Lead Procurement Agency to
determine Supplier’s qualifications to extend the resulting Master Agreement to Participating
Public Agencies through Axia Cooperative.
3.1 Company
A. Provide an overview of your company’s national distribution capability.
B. List your company’s total number of locations and the total number of
salespersons employed by your company.
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT A – AXIA COOPERATIVE RESPONSE FOR NATIONAL COOPERATIVE
CONTRACT
Requirements for National Cooperative Contract
Page 6 of 49
3.2 National Distribution Logistics
A. Describe how your company proposes to distribute products/service to Axia
Cooperative participants nationwide.
B. Identify all other companies that will be involved in processing, handling or
shipping the products/service to the end user.
3.3 Marketing and Sales
A. Explain in detail how your organization will manage the overall national
program throughout the term of the Master Agreement, including ongoing
coordination of marketing and sales efforts, timely new Participating Public
Agency account set- up, etc.
B. Will your company commit to training and educating your national sales force
about Axia Cooperative and the Master Agreement within 90 days of the
award?
C. Will your company commit to the following (Yes or No):
i.
Creation and distribution of a co-branded press release about the award.
_____
ii.
Publish an announcement of contract award, contract details and contact
information on the Supplier company website within first 90 days.
_____
iii.
Design and distribution of co-branded marketing materials within first
90 days of contract award. _____
iv.
Provide reasonable assistance to the overall promotion and marketing
efforts of the Master Agreement at national (e.g. NIGP Annual Forum,
NPI Conference, etc.), regional (e.g. Regional NIGP Chapter Meetings,
etc.), and supplier specific trade shows, conferences and meetings
throughout the term of the Master Agreement. _____
v.
Ongoing marketing and promotion of the Master Agreement throughout
its term (case studies, collateral pieces, presentations, promotions, etc.).
_____
vi.
Dedicated Axia Cooperative internet web-based homepage on Supplier
website with:
i. Axia Cooperative standard logo; _____
ii. Summary of Products and pricing; _____
iii. Marketing Materials; _____
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT A – AXIA COOPERATIVE RESPONSE FOR NATIONAL COOPERATIVE
CONTRACT
Requirements for National Cooperative Contract
Page 7 of 49
iv. Electronic link to Axia Cooperative's website, including the
online registration page; _____
v. A dedicated telephone number and email address for Axia
Cooperative. _____
D. Acknowledge that your company agrees to provide its company/corporate
logo(s) to Axia Cooperative and agrees to provide permission for reproduction
of such logo(s) in marketing communications and promotions. Acknowledge
that use of Axia Cooperative logo will require permission for reproduction, as
well. _____
E. How will your company proactively sell the Master Agreement to Public
Agencies nationwide?
F. Explain in detail how the sales teams will work with the Axia Cooperative team
to implement, grow and service the national program.
G. Provide contact information for the person(s) from your company who will be
responsible for:
i.
Marketing the City of Tucson Axia Master Agreement:
i. Name:
_____________
ii. Title:
_____________
iii. Email:
_____________
iv. Telephone #:
_____________
ii.
Sales Leadership efforts of the Master Agreement on a national basis:
i. Name:
_____________
ii. Title:
_____________
iii. Email:
_____________
iv. Telephone #:
_____________
iii.
Financial Reporting:
i. Name:
_____________
ii. Title:
_____________
iii. Email:
_____________
iv. Telephone #:
_____________
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT B – AXIA COOPERATIVEADMINISTRATION AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 8 of 49
AXIA COOP LLC ADMINISTRATION AGREEMENT
THIS ADMINISTRATION AGREEMENT (this “Agreement”) is made this ____ day of _____
20__, between Axia Coop LLC (“Axia Cooperative”), and __________________ (“Supplier”).
Recitals
WHEREAS, the __________ (the “Lead Procurement Agency”) has entered into a Master
Agreement dated __________, Agreement No _____, by and between the Lead Procurement
Agency and Supplier, (as may be amended from time to time in accordance with the terms thereof,
the “Master Agreement”), as attached hereto as Exhibit _ and incorporated herein by reference as
though fully set forth herein, for the purchase of __________________ (the “Product”);
WHEREAS, said Master Agreement provides that any or all public agencies, including
state and local governmental entities, public and private primary, secondary and higher education
entities, non-profit entities, and agencies for the public benefit (collectively, “Public Agencies”),
that register (either via registration on the Axia Cooperative website or execution of a Master
Intergovernmental Cooperative Purchasing Agreement, attached hereto as Exhibit _) (each,
hereinafter referred to as a “Participating Public Agency”) may purchase Product at prices stated
in the Master Agreement;
WHEREAS, Participating Public Agencies may access the Master Agreement which is
offered through Axia Cooperative to Public Agencies;
WHEREAS, Axia Cooperative serves as the contract administrator of the Master
Agreement on behalf of Lead Procurement Agency;
WHEREAS, Lead Procurement Agency desires Axia Cooperative to proceed with
administration of the Master Agreement; and
WHEREAS, Axia Cooperative and Supplier desire to enter into this Agreement to make
available the Master Agreement to Participating Public Agencies and to set forth certain terms and
conditions governing the relationship between Axia Cooperative and Supplier.
NOW, THEREFORE, in consideration of the payments to be made hereunder and the
mutual covenants contained in this Agreement, Axia Cooperative and Supplier hereby agree as
follows:
Definitions
1.
Capitalized terms used in this Agreement and not otherwise defined herein
shall have the meanings given to them in the Master Agreement.
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT B – AXIA COOPERATIVEADMINISTRATION AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 9 of 49
Terms and Conditions
2.
The Master Agreement and the terms and conditions contained therein shall
apply to this Agreement except as expressly changed or modified by this Agreement. Supplier
acknowledges and agrees that the covenants and agreements of Supplier set forth in the
solicitation and Supplier’s response thereto resulting in the Master Agreement are
incorporated herein and are an integral part hereof.
3.
Axia Cooperative shall be afforded all of the rights, privileges and
indemnifications afforded to Lead Procurement Agency by or from Supplier under the Master
Agreement, and such rights, privileges and indemnifications shall accrue and apply with equal
effect to Axia Cooperative, its agents, employees, directors, and representatives under this
Agreement including, but not limited to, Supplier’s obligation to obtain appropriate insurance.
4.
Axia Cooperative shall perform all of its duties, responsibilities and obligations
as contract administrator of the Master Agreement on behalf of Lead Procurement Agency as
set forth herein, and Supplier hereby acknowledges and agrees that all duties, responsibilities
and obligations will be undertaken by Axia Cooperative solely in its capacity as the contract
administrator under the Master Agreement.
5.
With respect to any purchases by Lead Procurement Agency or any
Participating Public Agency pursuant to the Master Agreement, Axia Cooperative shall not
be: (i) construed as a dealer, re-marketer, representative, partner or agent of any type of the
Supplier, Lead Procurement Agency or any Participating Public Agency; (ii) obligated, liable
or responsible for any order for Product made by Lead Procurement Agency or any
Participating Public Agency or any employee thereof under the Master Agreement or for any
payment required to be made with respect to such order for Product; and (iii) obligated, liable
or responsible for any failure by Lead Procurement Agency or any Participating Public Agency
to comply with procedures or requirements of applicable law or the Master Agreement or to
obtain the due authorization and approval necessary to purchase under the Master Agreement.
Axia Cooperative makes no representation or guaranty with respect to any minimum purchases
by Lead Procurement Agency or any Participating Public Agency or any employee thereof
under this Agreement or the Master Agreement.
6.
Axia Cooperative shall not be responsible for Supplier's performance under the
Master Agreement, and Supplier shall hold Axia Cooperative harmless from any liability that
may arise from the acts or omissions of Supplier in connection with the Master Agreement.
7.
WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, AXIA
COOPERATIVE
EXPRESSLY
DISCLAIMS
ALL
EXPRESS
OR
IMPLIED
REPRESENTATIONS AND WARRANTIES REGARDING AXIA COOPERATIVE'S
PERFORMANCE AS A CONTRACT ADMINISTRATOR OF THE MASTER
AGREEMENT. AXIA COOPERATIVE SHALL NOT BE LIABLE IN ANY WAY FOR
ANY SPECIAL, INCIDENTAL, INDIRECT, CONSEQUENTIAL, EXEMPLARY,
PUNITIVE, OR RELIANCE DAMAGES, EVEN IF AXIA COOPERATIVE IS ADVISED
OF THE POSSIBILITY OF SUCH DAMAGES.
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT B – AXIA COOPERATIVEADMINISTRATION AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 10 of 49
TERM OF AGREEMENT; TERMINATION
8.
This Agreement shall be in effect so long as the Master Agreement remains in
effect, provided, however, that the provisions of Sections 3 – 8 and 14 – 23, hereof and the
indemnifications afforded by the Supplier to Axia Cooperative in the Master Agreement, to
the extent such provisions survive any expiration or termination of the Master Agreement,
shall survive the expiration or termination of this Agreement.
9.
Supplier’s failure to maintain its covenants and commitments contained in this
Agreement or any action of the Supplier which gives rise to a right by Lead Procurement
Agency to terminate the Master Agreement shall constitute a material breach of this
Agreement and if not cured within thirty (30) days of written notice to Supplier shall be
deemed a cause for termination of this Agreement at Axia Cooperative’s sole discretion.
Notwithstanding anything contained herein to the contrary, this Agreement shall terminate on
the date of the termination or expiration of the Master Agreement.
National Promotion
10.
Axia Cooperative and Supplier shall publicize and promote the availability of
the Master Agreement’s products and services to Public Agencies and such agencies’
employees. Supplier shall require each Public Agency to register its participation in the Axia
Cooperative program by either registering on the Axia Cooperative website,
www.axiacoop.org, or executing a Master Intergovernmental Cooperative Purchasing
Agreement prior to processing the Participating Public Agency’s first sales order. Upon
request, Supplier shall make available to interested Public Agencies a copy of the Master
Agreement and such price lists or quotes as may be necessary for such Public Agencies to
evaluate potential purchases.
11.
Supplier shall provide such marketing and administrative support as set forth
in the solicitation resulting in the Master Agreement, including assisting in development of
marketing materials as reasonably requested by Lead Procurement Agency and Axia
Cooperative. Supplier shall be responsible for obtaining permission or license of use and
payment of any license fees for all content and images Supplier provides to Axia Cooperative
or posts on the Axia Cooperative website. Supplier shall indemnify, defend and hold harmless
Axia Cooperative for use of all such content and images including copyright infringement
claims. Supplier and Axia Cooperative each hereby grant to the other party a limited,
revocable, non-transferable, non-sublicensable right to use such party’s logo(s) (each, the
“Logo”) solely for use in marketing the Master Agreement. Each party shall provide the other
party with the standard terms of use of such party’s Logo, and such party shall comply with
such terms in all material respects. Both parties shall obtain approval from the other party prior
to use of such party’s Logo. Notwithstanding the foregoing, the parties understand and agree
that except as provided herein neither party shall have any right, title or interest in the other
party’s Logo. Upon termination of this Agreement, each party shall immediately cease use of
the other party’s Logo.
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT B – AXIA COOPERATIVEADMINISTRATION AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 11 of 49
ADMINISTRATIVE FEE, REPORTING & PAYMENT
12.
An “Administrative Fee” shall be defined and due to Axia Cooperative from
Supplier in the amount of percent (2%) (“Administrative Fee Percentage”) multiplied by the
total purchase amount paid to Supplier, less refunds, credits on returns, rebates and discounts,
for the sale of products and/or services to Lead Procurement Agency and Participating Public
Agencies pursuant to the Master Agreement (as amended from time to time and including any
renewal thereof) (“Contract Sales”). From time to time the parties may mutually agree in
writing to a lower Administrative Fee Percentage for a specifically identified Participating
Public Agency’s Contract Sales.
13.
Supplier shall provide Axia Cooperative with an electronic accounting report
monthly, in the format prescribed by Axia Cooperative, summarizing all Contract Sales for
each calendar month. The Contract Sales reporting format is provided as Exhibit E (“Contract
Sales Report”), attached hereto and incorporated herein by reference. Contract Sales Reports
for each calendar month shall be provided by Supplier to Axia Cooperative by the 10th day of
the following month. Failure to provide a Contract Sales Report within the time and manner
specified herein shall constitute a material breach of this Agreement and if not cured within
thirty (30) days of written notice to Supplier shall be deemed a cause for termination of the
Master Agreement, at Lead Procurement Agency’s sole discretion, and/or this Agreement, at
Axia Cooperative’s sole discretion.
14.
Administrative Fee payments are to be paid by Supplier to Axia Cooperative
at the frequency and on the due date stated in Section 13, above, for Supplier’s submission of
corresponding Contract Sales Reports. Administrative Fee payments are to be made via
Automated Clearing House (ACH) to the Axia Cooperative designated financial institution.
Failure to provide a payment of the Administrative Fee within the time and manner specified
herein shall constitute a material breach of this Agreement and if not cured within thirty (30)
days of written notice to Supplier shall be deemed a cause for termination of the Master
Agreement, at Lead Procurement Agency’s sole discretion, and/or this Agreement, at Axia
Cooperative’s sole discretion. All Administrative Fees not paid when due shall bear interest at
a rate equal to the lesser of one and one-half percent (1 1/2%) per month or the maximum rate
permitted by law until paid in full.
15.
Supplier shall maintain an accounting of all purchases made by Participating
Public Agencies under the Master Agreement. Axia Cooperative, or its designee, in Axia
Cooperative’s sole discretion, reserves the right to compare Participating Public Agency
records with Contract Sales Reports submitted by Supplier for a period of four (4) years from
the date Axia Cooperative receives such report. In addition, Axia Cooperative may engage a
third party to conduct an independent audit of Supplier’s monthly reports. In the event of such
an audit, Supplier shall provide all materials reasonably requested relating to such audit by
Axia Cooperative at the location designated by Axia Cooperative. In the event an
underreporting of Contract Sales and a resulting underpayment of Administrative Fees is
revealed, Axia Cooperative will notify the Supplier in writing. Supplier will have thirty (30)
days from the date of such notice to resolve the discrepancy to Axia Cooperative’s reasonable
satisfaction, including payment of any Administrative Fees due and owing, together with
interest thereon in accordance with Section 13, and reimbursement of Axia Cooperative’s
costs and expenses related to such audit.
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT B – AXIA COOPERATIVEADMINISTRATION AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 12 of 49
GENERAL PROVISIONS
16.
This Agreement, the Master Agreement and the exhibits referenced herein
supersede any and all other agreements, either oral or in writing, between the parties hereto
with respect to the subject matter hereto and no other agreement, statement, or promise relating
to the subject matter of this Agreement which is not contained or incorporated herein shall be
valid or binding. In the event of any conflict between the provisions of this Agreement and the
Master Agreement, as between Axia Cooperative and Supplier, the provisions of this
Agreement shall prevail.
17.
If any action at law or in equity is brought to enforce or interpret the provisions
of this Agreement or to recover any Administrative Fee and accrued interest, the prevailing
party shall be entitled to reasonable attorney’s fees and costs in addition to any other relief to
which it may be entitled.
18.
This Agreement and Axia Cooperative’s rights and obligations hereunder may
be assigned at Axia Cooperative’s sole discretion to an affiliate of Axia Cooperative, any
purchaser of any or all or substantially all of the assets of Axia Cooperative, or the successor
entity as a result of a merger, reorganization, consolidation, conversion or change of control,
whether by operation of law or otherwise. Supplier may not assign its obligations hereunder
without the prior written consent of Axia Cooperative.
19.
All written communications given hereunder shall be delivered by first-class
mail, postage prepaid, or overnight delivery on receipt to the addresses as set forth below.
A. Axia Coop LLC
i.
Attn: Ken Heckman, Founder & CEO
ii.
348 Julianna Circle, Franklin, TN 37064
B. Supplier
20.
If any provision of this Agreement shall be deemed to be, or shall in fact be,
illegal, inoperative or unenforceable, the same shall not affect any other provision or
provisions herein contained or render the same invalid, inoperative or unenforceable to any
extent whatever, and this Agreement will be construed by limiting or invalidating such
provision to the minimum extent necessary to make such provision valid, legal and
enforceable.
21.
This Agreement may not be amended, changed, modified, or altered without
the prior written consent of the parties hereto, and no provision of this Agreement may be
discharged or waived, except by a writing signed by the parties. A waiver of any particular
provision will not be deemed a waiver of any other provision, nor will a waiver given on one
occasion be deemed to apply to any other occasion.
22.
This Agreement shall inure to the benefit of and shall be binding upon Axia
Cooperative, the Supplier and any respective successor and assign thereto; subject, however,
to the limitations contained herein.
23.
This Agreement will be construed under and governed by the laws of the State
of Tennessee, excluding its conflicts of law provisions and any action arising out of or related
to this Agreement shall be commenced solely and exclusively in the state or federal courts in
Williamson County Tennessee.
AXIA COOP LLC COMPANY EXHIBITS
EXHIBIT B – AXIA COOPERATIVEADMINISTRATION AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 13 of 49
24.
This Agreement may be executed in counterparts, each of which is an original
but all of which, together, shall constitute but one and the same instrument. The exchange of
copies of this Agreement and of signature pages by facsimile, or by .pdf or similar electronic
transmission, will constitute effective execution and delivery of this Agreement as to the
parties and may be used in lieu of the original Agreement for all purposes. Signatures of the
parties transmitted by facsimile, or by .pdf or similar electronic transmission, will be deemed
to be their original signatures for any purpose whatsoever.
Authorized Signature, Supplier
Signature
Name
Title
Date
AXIA COOP LLC
Signature
Ken Heckman
Name
Founder & Chief Executive Officer
Title
Date
AXIA COOP LLC EXHIBITS
EXHIBIT C – AXIA COOPERATIVEMASTER INTERGOVERNMENTAL
COPERATIVE PURCHASING AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 14 of 49
MASTER INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENT
This Master Intergovernmental Cooperative Purchasing Agreement (this “Agreement”) is
entered into by and between those certain government agencies that execute a Lead Procurement
Agency Certificate (“Lead Procurement Agencies”) with Axia Coop LLC (“Axia Cooperative”)
to be appended and made a part hereof and such other public agencies (“Participating Public
Agencies”) who register to participate in the cooperative purchasing program administered by
Axia Cooperative by either registering on a Axia Cooperative website (www.axiacoop.org), or by
executing a copy of this Agreement.
Recitals
WHEREAS, after a competitive solicitation and selection process by Lead Procurement
Agencies, a number of suppliers have entered into “Master Agreements” (herein so called) to
provide a variety of goods, products and services (“Products”) to the applicable Lead Procurement
Agency and the Participating Public Agencies;
WHEREAS, Master Agreements are made available by Lead Procurement Agencies
through Axia Cooperative and provide that Participating Public Agencies may purchase Products
on the same terms, conditions and pricing as the Lead Procurement Agency, subject to any
applicable federal and/or local purchasing ordinances and the laws of the State of purchase;
NOW, THEREFORE, in consideration of the mutual promises contained in this
Agreement, and of the mutual benefits to result, the parties hereby agree as follows:
1. Each party will facilitate the cooperative procurement of Products.
2. The Participating Public Agencies shall procure Products in accordance with
and subject to the relevant federal, state and local statutes, ordinances, rules and
regulations that govern Participating Public Agency’s procurement practices.
The Participating Public Agencies hereby acknowledge and agree that it is the
intent of the parties that all provisions of this Agreement and that Principal
Procurement Agencies’ participation in the program described herein comply
with all applicable laws, including but not limited to the requirements of 42
C.F.R. § 1001.952(h), as may be amended from time to time. The Participating
Public Agencies further acknowledge and agree that they are solely responsible
for their compliance with all applicable “safe harbor” regulations, including but
not limited to any and all obligations to fully and accurately report discounts
and incentives.
3. The Participating Public Agency represents and warrants that the Participating
Public Agency is not a hospital and is not purchasing Products on behalf of a
hospital.
4. The cooperative use of Master Agreements shall be in accordance with the
terms and conditions of the Master Agreements, except as modification of those
terms and conditions is otherwise required by applicable federal, state or local
law.
5. The Principal Procurement Agencies will make available, upon reasonable
request, Master Agreement information which may assist in improving the
procurement of Products by the Participating Public Agencies.
AXIA COOP LLC EXHIBITS
EXHIBIT C – AXIA COOPERATIVEMASTER INTERGOVERNMENTAL
COPERATIVE PURCHASING AGREEMENT, EXAMPLE
Requirements for National Cooperative Contract
Page 15 of 49
6. The Participating Public Agencies (each a “Procuring Party”) that procure
Products through any Master Agreement will make timely payments to the
distributor, manufacturer or other vendor (collectively, “Supplier”) for
Products received in accordance with the terms and conditions of the Master
Agreement, as applicable. Payment for Products and inspections and
acceptance of Products ordered by the Procuring Party shall be the exclusive
obligation of such Procuring Party. Disputes between Procuring Party and any
Supplier shall be resolved in accordance with the law and venue rules of the
State of purchase unless otherwise agreed to by the Procuring Party and
Supplier.
7. The Procuring Party shall not use this Agreement as a method for obtaining
additional concessions or reduced prices for similar products or services.
8. The Procuring Party shall be responsible for the ordering of Products under this
Agreement. A non-procuring party shall not be liable in any fashion for any
violation by a Procuring Party, and, to the extent permitted by applicable law,
the Procuring Party shall hold non- procuring party harmless from any liability
that may arise from the acts or omissions of the Procuring Party.
9. WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, AXIA
COOP LLC EXPRESSLY DISCLAIMS ALL EXPRESS OR IMPLIED
REPRESENTATIONS
AND
WARRANTIES
REGARDING
ANY
PRODUCT OR MASTER AGREEMENT. AXIA COOPERATIVE SHALL
NOT BE LIABLE IN ANY WAY FOR ANY SPECIAL, INCIDENTAL,
INDIRECT,
CONSEQUENTIAL,
EXEMPLARY,
PUNITIVE,
OR
RELIANCE DAMAGES, EVEN IF AXIA COOPERATIVE IS ADVISED OF
THE POSSIBILITY OF SUCH DAMAGES. FURTHER, THE PROCURING
PARTY ACKNOWLEDGES AND AGREES THAT AXIA COOPERATIVE
SHALL HAVE NO LIABILITY FOR ANY ACT OR OMISSION BY A
SUPPLIER OR OTHER PARTY UNDER A MASTER AGREEMENT.
10. This Agreement shall remain in effect until termination by a party giving thirty
(30) days' written notice to the other party. The provisions of Paragraphs 6 – 10
hereof shall survive any such termination.
11. This Agreement shall take effect upon (i) execution of the Lead Procurement
Agency Certificate, or (ii) the registration on the Axia Cooperative website or
the execution of this Agreement by a Participating Public Agency, as
applicable.
AXIA COOP LLC EXHIBITS
EXHIBIT D – AXIA COOPERATIVELEAD PROCUREMENT AGENCY
CERTIFICATE, EXAMPLE
Requirements for National Cooperative Contract
Page 16 of 49
LEAD PROCUREMENT AGENCY CERTIFICATE
In its capacity as a Lead Procurement Agency (as defined below) for Axia Coop LLC (“Axia
Cooperative”), The City of Tucson agrees to pursue Master Agreements for Products as specified
in the attached Exhibits to this Lead Procurement Agency Certificate.
I hereby acknowledge, in my capacity as Procurement Administrator of and on behalf of City of
Tucson (“Lead Procurement Agency”), that I have read and hereby agree to the general terms and
conditions set forth in the attached Master Intergovernmental Cooperative Purchasing Agreement
regulating the use of the Master Agreements and purchase of Products that from time to time are
made available by Principal Procurement Agencies to Participating Public Agencies nationwide
through Axia Cooperative.
I understand that the purchase of one or more Products under the provisions of the Master
Intergovernmental Cooperative Purchasing Agreement is at the sole and complete discretion of the
Participating Public Agency.
Authorized Signature, City of Tucson
____________________________________
Signature
____________________________________
Name
____________________________________
Title
____________________________________
Date
AXIA COOP LLC EXHIBITS
EXHIBIT E – AXIA COOPERATIVE CONTRACT SALES REPORTING TEMPLATE
Requirements for National Cooperative Contract
Page 17 of 49
COOPERATIVE CONTRACT SALES REPORTING TEMPLATE
AXIA COOP LLC EXHIBITS
EXHIBIT _ - AXIA COOPERATIVE CONTRACT SALES REPORTING TEMPLATE
(to be submitted electronically in Microsoft Excel format)
Axia Cooperative Contract Sales Monthly Report
Supplier Name:
Contract Sales Report Month:
Contract ID:
Participating Agency Name
Address
City
State
Zip Code
Participating
Agency #
{Assigned
by Axia
Cooperativ
e and
provided to
Supplier}
Transaction
Date
(Date of
Sale)
Contract
Sales for
Month ($)
Admin
Fee %
Admin
Fee $
Report Totals
Cumulative Contract Sales
AXIA COOP LLC EXHIBITS
EXHIBIT F -- AXIA COOPERATIVE ADVERTISING COMPLIANCE REQUIREMENT
Requirements for National Cooperative Contract
Page 18 of 49
AXIA COOPERATIVE ADVERTISING COMPLIANCE REQUIREMENT
Pursuant to certain state notice provisions, including but not limited to Oregon Revised Statutes
Chapter 279A.220, the following public agencies and political subdivisions of the referenced
public agencies are eligible to register with Axia Cooperative and access the Master Agreement
contract award made pursuant to this solicitation, and are hereby given notice of the foregoing
request for proposals for purposes of complying with the procedural requirements of said
statutes:
NATIONWIDE REQUIREMENTS
State of Alabama*
State of Hawaii
State of
Massachusetts
State of New Mexico State of South
Dakota
State of Alaska
State of Idaho
State of Michigan
State of New York
State of Tennessee
State of Arizona
State of Illinois
State of Minnesota
State of North
Carolina
State of Texas
State of Arkansas
State of Indiana
State of Mississippi State of North
Dakota
State of Utah
State of California
State of Iowa
State of Missouri
State of Ohio
State of Vermont
State of Colorado
State of Kansas
State of Montana
State of Oklahoma* State of Virginia
State of Connecticut State of Kentucky
State of Nebraska
State of Oregon
State of Washington
State of Delaware
State of Louisiana
State of Nevada
State of
Pennsylvania
State of West
Virginia
State of Florida
State of Maine
State of New
Hampshire
State of Rhode
Island
State of Wisconsin
State of Georgia
State of Maryland
State of New Jersey State of South
Carolina
State of Wyoming
District of Columbia
Lists of political subdivisions and local governments in the above referenced states / districts
may be found at http://www.usa.gov/Agencies/State_and_Territories.shtml and
https://www.usa.gov/local-governments.
*Some public agencies and political subdivisions of these states may be restricted by state
statutes that limit competition among cooperative purchasing organizations by only allowing use
of purchasing cooperatives sponsored by certain National Associations.
CERTAIN PUBLIC AGENCIES AND POLITICAL SUBDIVISIONS:
CITIES, TOWNS, VILLAGES AND BOROUGHS
INCLUDING BUT NOT LIMITED TO:
BAKER CITY GOLF COURSE, OR CITY OF ADAIR
VILLAGE, OR CITY OF ASHLAND, OR
CITY OF AUMSVILLE, OR CITY OF AURORA, OR
CITY OF BAKER, OR
CITY OF BATON ROUGE, LA CITY OF BEAVERTON,
OR CITY OF BEND, OR
CITY OF BOARDMAN, OR CITY OF BONANAZA, OR
CITY OF BOSSIER CITY, LA CITY OF BROOKINGS,
OR CITY OF BURNS, OR
CITY OF CANBY, OR
CITY OF CANYONVILLE, OR CITY OF
CLATSKANIE, OR CITY OF COBURG, OR
CITY OF CONDON, OR CITY OF COQUILLE, OR
CITY OF CORVALLI, OR
CITY OF CORVALLIS PARKS AND RECREATION
DEPARTMENT, OR
CITY OF COTTAGE GROVE, OR CITY OF DONALD,
OR
CITY OF EUGENE, OR
AXIA COOP LLC EXHIBITS
EXHIBIT F -- AXIA COOPERATIVE ADVERTISING COMPLIANCE REQUIREMENT
Requirements for National Cooperative Contract
Page 19 of 49
CITY OF FOREST GROVE, OR CITY OF GOLD HILL,
OR CITY OF GRANTS PASS, OR CITY OF GRESHAM,
OR CITY OF HILLSBORO, OR
CITY OF INDEPENDENCE, OR
CITY AND COUNTY OF HONOLULU, HI CITY OF
KENNER, LA
CITY OF LA GRANDE, OR CITY OF LAFAYETTE, LA
CITY OF LAKE CHARLES, OR CITY OF LEBANON,
OR
CITY OF MCMINNVILLE, OR CITY OF MEDFORD,
OR CITY OF METAIRIE, LA CITY OF MILL CITY, OR
CITY OF MILWAUKIE, OR CITY OF MONROE, LA
CITY OF MOSIER, OR
CITY OF NEW ORLEANS, LA CITY OF NORTH
PLAINS, OR CITY OF OREGON CITY, OR CITY OF
PILOT ROCK, OR CITY OF PORTLAND, OR CITY OF
POWERS, OR
CITY OF PRINEVILLE, OR CITY OF REDMOND, OR
CITY OF REEDSPORT, OR CITY OF RIDDLE, OR
CITY OF ROGUE RIVER, OR CITY OF ROSEBURG,
OR CITY OF SALEM, OR
CITY OF SANDY, OR CITY OF SCAPPOOSE, OR
CITY OF SHADY COVE, OR CITY OF SHERWOOD,
OR CITY OF SHREVEPORT, LA CITY OF
SILVERTON, OR
CITY OF SPRINGFIELD, OR CITY OF ST. HELENS,
OR CITY OF ST. PAUL, OR CITY OF SULPHUR, LA
CITY OF TIGARD, OR
CITY OF TROUTDALE, OR CITY OF TUALATIN, OR
CITY OF WALKER, LA CITY OF WARRENTON, OR
CITY OF WEST LINN, OR CITY OF WILSONVILLE,
OR CITY OF WINSTON, OR CITY OF WOODBURN,
OR
LEAGUE OF OREGON CITES
THE CITY OF HAPPY VALLEY OREGON ALPINE, UT
ALTA, UT ALTAMONT, UT ALTON, UT AMALGA,
UT
AMERICAN FORK CITY, UT ANNABELLA, UT
ANTIMONY, UT
APPLE VALLEY, UT AURORA, UT BALLARD, UT
BEAR RIVER CITY, UT BEAVER, UT BICKNELL, UT
BIG WATER, UT BLANDING, UT BLUFFDALE, UT
BOULDER, UT
CITY OF BOUNTIFUL, UT BRIAN HEAD, UT
BRIGHAM CITY CORPORATION, UT BRYCE
CANYON CITY, UT CANNONVILLE, UT
CASTLE DALE, UT CASTLE VALLEY, UT CITY OF
CEDAR CITY, UT CEDAR FORT, UT
CITY OF CEDAR HILLS, UT CENTERFIELD, UT
CENTERVILLE CITY CORPORATION, UT CENTRAL
VALLEY, UT
CHARLESTON, UT CIRCLEVILLE, UT CLARKSTON,
UT CLAWSON, UT CLEARFIELD, UT CLEVELAND,
UT
CLINTON CITY CORPORATION, UT COALVILLE, UT
CORINNE, UT CORNISH, UT
COTTONWOOD HEIGHTS, UT DANIEL, UT
DELTA, UT DEWEYVILLE, UT DRAPER CITY, UT
DUCHESNE, UT
EAGLE MOUNTAIN, UT EAST CARBON, UT ELK
RIDGE, UT
ELMO, UT ELSINORE, UT ELWOOD, UT EMERY, UT
ENOCH, UT ENTERPRISE, UT EPHRAIM, UT
ESCALANTE, UT EUREKA, UT FAIRFIELD, UT
FAIRVIEW, UT FARMINGTON, UT FARR WEST, UT
FAYETTE, UT FERRON, UT FIELDING, UT
FILLMORE, UT
FOUNTAIN GREEN, UT FRANCIS, UT
FRUIT HEIGHTS, UT GARDEN CITY, UT GARLAND,
UT GENOLA, UT GLENDALE, UT GLENWOOD, UT
GOSHEN, UT GRANTSVILLE, UT GREEN RIVER, UT
GUNNISON, UT HANKSVILLE, UT HARRISVILLE,
UT HATCH, UT
HEBER CITY CORPORATION, UT HELPER, UT
HENEFER, UT HENRIEVILLE, UT HERRIMAN, UT
HIDEOUT, UT HIGHLAND, UT HILDALE, UT
HINCKLEY, UT HOLDEN, UT HOLLADAY, UT
HONEYVILLE, UT HOOPER, UT HOWELL, UT
HUNTINGTON, UT HUNTSVILLE, UT
CITY OF HURRICANE, UT HYDE PARK, UT
HYRUM, UT INDEPENDENCE, UT IVINS, UT
JOSEPH, UT JUNCTION, UT KAMAS, UT KANAB, UT
KANARRAVILLE, UT KANOSH, UT KAYSVILLE, UT
KINGSTON, UT KOOSHAREM, UT LAKETOWN, UT
LA VERKIN, UT LAYTON, UT
LEAMINGTON, UT LEEDS, UT
LEHI CITY CORPORATION, UT LEVAN, UT
LEWISTON, UT LINDON, UT LOA, UT
LOGAN CITY, UT LYMAN, UT LYNNDYL, UT
MANILA, UT MANTI, UT MANTUA, UT MAPLETON,
UT
MARRIOTT-SLATERVILLE, UT MARYSVALE, UT
MAYFIELD, UT MEADOW, UT MENDON, UT
MIDVALE CITY INC., UT MIDWAY, UT
MILFORD, UT MILLVILLE, UT MINERSVILLE, UT
MOAB, UT
MONA, UT MONROE, UT
CITY OF MONTICELLO, UT MORGAN, UT
MORONI, UT
MOUNT PLEASANT, UT
MURRAY CITY CORPORATION, UT MYTON, UT
NAPLES, UT NEPHI, UT
NEW HARMONY, UT NEWTON, UT NIBLEY, UT
NORTH LOGAN, UT NORTH OGDEN, UT
NORTH SALT LAKE CITY, UT OAK CITY, UT
OAKLEY, UT
OGDEN CITY CORPORATION, UT OPHIR, UT
ORANGEVILLE, UT ORDERVILLE, UT OREM, UT
PANGUITCH, UT PARADISE, UT PARAGONAH, UT
PARK CITY, UT PAROWAN, UT PAYSON, UT
PERRY, UT
PLAIN CITY, UT
PLEASANT GROVE CITY, UT PLEASANT VIEW, UT
PLYMOUTH, UT
PORTAGE, UT PRICE, UT PROVIDENCE, UT PROVO,
UT RANDOLPH, UT REDMOND, UT
RICHFIELD, UT RICHMOND, UT RIVERDALE, UT
RIVER HEIGHTS, UT RIVERTON CITY, UT
ROCKVILLE, UT ROCKY RIDGE, UT
ROOSEVELT CITY CORPORATION, UT ROY, UT
RUSH VALLEY, UT
CITY OF ST. GEORGE, UT SALEM, UT
SALINA, UT
AXIA COOP LLC EXHIBITS
EXHIBIT F -- AXIA COOPERATIVE ADVERTISING COMPLIANCE REQUIREMENT
Requirements for National Cooperative Contract
Page 20 of 49
SALT LAKE CITY CORPORATION, UT SANDY, UT
SANTA CLARA, UT SANTAQUIN, UT SARATOGA
SPRINGS, UT SCIPIO, UT
SCOFIELD, UT SIGURD, UT SMITHFIELD, UT
SNOWVILLE, UT
CITY OF SOUTH JORDAN, UT SOUTH OGDEN, UT
CITY OF SOUTH SALT LAKE, UT SOUTH WEBER,
UT
SPANISH FORK, UT SPRING CITY, UT SPRINGDALE,
UT SPRINGVILLE, UT STERLING, UT STOCKTON,
UT SUNNYSIDE, UT SUNSET CITY CORP, UT
SYRACUSE, UT TABIONA, UT
CITY OF TAYLORSVILLE, UT TOOELE CITY
CORPORATION, UT TOQUERVILLE, UT
TORREY, UT TREMONTON CITY, UT TRENTON, UT
TROPIC, UT UINTAH, UT VERNAL CITY, UT
VERNON, UT VINEYARD, UT VIRGIN, UT WALES,
UT WALLSBURG, UT
WASHINGTON CITY, UT WASHINGTON TERRACE,
UT WELLINGTON, UT WELLSVILLE, UT
WENDOVER, UT
WEST BOUNTIFUL, UT WEST HAVEN, UT WEST
JORDAN, UT WEST POINT, UT
WEST VALLEY CITY, UT WILLARD, UT
WOODLAND HILLS, UT WOODRUFF, UT
WOODS CROSS, UT
COUNTIES AND PARISHES INCLUDING BUT NOT
LIMITED TO:
ASCENSION PARISH, LA
ASCENSION PARISH, LA, CLEAR OF COURT
CADDO PARISH, LA
CALCASIEU PARISH, LA
CALCASIEU PARISH SHERIFF’S OFFICE, LA CITY
AND COUNTY OF HONOLULU, HI CLACKAMAS
COUNTY, OR
CLACKAMAS COUNTY DEPT OF
TRANSPORTATION, OR
CLATSOP COUNTY, OR COLUMBIA COUNTY, OR
COOS COUNTY, OR
COOS COUNTY HIGHWAY DEPARTMENT, OR
COUNTY OF HAWAII, OR
CROOK COUNTY, OR
CROOK COUNTY ROAD DEPARTMENT, OR CURRY
COUNTY, OR
DESCHUTES COUNTY, OR DOUGLAS COUNTY, OR
EAST BATON ROUGE PARISH, LA GILLIAM
COUNTY, OR
GRANT COUNTY, OR HARNEY COUNTY, OR
HARNEY COUNTY SHERIFFS OFFICE, OR HAWAII
COUNTY, HI
HOOD RIVER COUNTY, OR JACKSON COUNTY, OR
JEFFERSON COUNTY, OR JEFFERSON PARISH, LA
JOSEPHINE COUNTY GOVERNMENT, OR
LAFAYETTE CONSOLIDATED GOVERNMENT, LA
LAFAYETTE PARISH, LA
LAFAYETTE PARISH CONVENTION & VISITORS
COMMISSION
LAFOURCHE PARISH, LA KAUAI COUNTY, HI
KLAMATH COUNTY, OR LAKE COUNTY, OR LANE
COUNTY, OR LINCOLN COUNTY, OR LINN
COUNTY, OR LIVINGSTON PARISH, LA MALHEUR
COUNTY, OR MAUI COUNTY, HI
MARION COUNTY, SALEM, OR MORROW COUNTY,
OR MULTNOMAH COUNTY, OR
MULTNOMAH COUNTY BUSINESS AND
COMMUNITY SERVICES, OR
MULTNOMAH COUNTY SHERIFFS OFFICE, OR
MULTNOMAH LAW LIBRARY, OR
ORLEANS PARISH, LA PLAQUEMINES PARISH, LA
POLK COUNTY, OR RAPIDES PARISH, LA
SAINT CHARLES PARISH, LA
SAINT CHARLES PARISH PUBLIC SCHOOLS, LA
SAINT LANDRY PARISH, LA
SAINT TAMMANY PARISH, LA SHERMAN COUNTY,
OR TERREBONNE PARISH, LA TILLAMOOK
COUNTY, OR
TILLAMOOK COUNTY SHERIFF'S OFFICE, OR
TILLAMOOK COUNTY GENERAL HOSPITAL, OR
UMATILLA COUNTY, OR
UNION COUNTY, OR WALLOWA COUNTY, OR
WASCO COUNTY, OR WASHINGTON COUNTY, OR
WEST BATON ROUGE PARISH, LA WHEELER
COUNTY, OR YAMHILL COUNTY, OR
COUNTY OF BOX ELDER, UT COUNTY OF CACHE,
UT COUNTY OF RICH, UT COUNTY OF WEBER, UT
COUNTY OF MORGAN, UT COUNTY OF DAVIS, UT
COUNTY OF SUMMIT, UT COUNTY OF DAGGETT,
UT COUNTY OF SALT LAKE, UT COUNTY OF
TOOELE, UT COUNTY OF UTAH, UT COUNTY OF
WASATCH, UT COUNTY OF DUCHESNE, UT
COUNTY OF UINTAH, UT COUNTY OF CARBON, UT
COUNTY OF SANPETE, UT COUNTY OF JUAB, UT
COUNTY OF MILLARD, UT COUNTY OF SEVIER, UT
COUNTY OF EMERY, UT COUNTY OF GRAND, UT
COUNTY OF BEVER, UT COUNTY OF PIUTE, UT
COUNTY OF WAYNE, UT COUNTY OF SAN JUAN,
UT COUNTY OF GARFIELD, UT COUNTY OF KANE,
UT COUNTY OF IRON, UT COUNTY OF
WASHINGTON, UT
OTHER AGENCIES INCLUDING ASSOCIATIONS,
BOARDS, DISTRICTS, COMMISSIONS, COUNCILS,
PUBLIC CORPORATIONS, PUBLIC
DEVELOPMENT AUTHORITIES, RESERVATIONS
AND UTILITIES INCLUDING BUT NOT LIMITED
TO:
BANKS FIRE DISTRICT, OR
BATON ROUGE WATER COMPANY
BEND METRO PARK AND RECREATION DISTRICT
BIENVILLE PARISH FIRE PROTECTION DISTRICT 6,
LA
BOARDMAN PARK AND RECREATION DISTRICT
CENTRAL CITY ECONOMIC OPPORTUNITY CORP,
LA CENTRAL OREGON INTERGOVERNMENTAL
COUNCIL
CITY OF BOGALUSA SCHOOL BOARD, LA
CLACKAMAS RIVER WATER
CLATSKANIE PEOPLE'S UTILITY DISTRICT CLEAN
WATER SERVICES
CONFEDERATED TRIBES OF THE UMATILLA
INDIAN RESERVATION
AXIA COOP LLC EXHIBITS
EXHIBIT F -- AXIA COOPERATIVE ADVERTISING COMPLIANCE REQUIREMENT
Requirements for National Cooperative Contract
Page 21 of 49
COOS FOREST PROTECTIVE ASSOCIATION
CHEHALEM PARK AND RECREATION DISTRICT
DAVID CROCKETT STEAM FIRE COMPANY #1, LA
EUGENE WATER AND ELECTRIC BOARD
HONOLULU INTERNATIONAL AIRPORT
HOODLAND FIRE DISTRICT #74 HOUSING
AUTHORITY OF PORTLAND ILLINOIS VALLEY
FIRE DISTRICT LAFAYETTE AIRPORT
COMMISSION, LA
LAFOURCHE PARISH HEALTH UNIT – DHH-OPH
REGION 3
LOUISIANA PUBLIC SERVICE COMMISSION, LA
LOUISIANA WATER WORKS
MEDFORD WATER COMMISSION MELHEUR
COUNTY JAIL, OR METRO REGIONAL
GOVERNMENT METRO REGIONAL PARKS
METROPOLITAN EXPOSITION RECREATION
COMMISSION
METROPOLITAN SERVICE DISTRICT (METRO)
MULTNOMAH EDUCATION SERVICE DISTRICT
NEW ORLEANS REDEVELOPMENT AUTHORITY, LA
NORTHEAST OREGON HOUSING AUTHORITY, OR
PORT OF BRANDON, OR
PORT OF MORGAN CITY, LA
PORTLAND DEVELOPMENT COMMISSION, OR
PORTLAND FIRE AND RESCUE
PORTLAND HOUSING CENTER, OR OREGON
COAST COMMUNITY ACTION
OREGON HOUSING AND COMMUNITY SERVICES
OREGON LEGISLATIVE ADMINISTRATION ROGUE
VALLEY SEWER, OR
SAINT LANDRY PARISH TOURIST COMMISSION
SAINT MARY PARISH REC DISTRICT 2
SAINT MARY PARISH REC DISTRICT 3 SAINT
TAMMANY FIRE DISTRICT 4, LA SALEM MASS
TRANSIT DISTRICT
SEWERAGE AND WATER BOARD OF NEW
ORLEANS, LA
SOUTH LAFOURCHE LEVEE DISTRICT, LA
TRI-COUNTY METROPOLITAN TRANSPORTATION
DISTRICT OF OREGON
TUALATIN HILLS PARK & RECREATION DISTRICT
TUALATIN VALLEY FIRE & RESCUE
TUALATIN VALLEY WATER DISTRICT
WILLAMALANE PARK AND RECREATION
DISTRICT WILLAMETTE HUMANE SOCIETY
K-12 INCLUDING BUT NOT LIMITED TO:
ACADIA PARISH SCHOOL BOARD BEAVERTON
SCHOOL DISTRICT
BEND-LA PINE SCHOOL DISTRICT BOGALUSA
HIGH SCHOOL, LA BOSSIER PARISH SCHOOL
BOARD
BROOKING HARBOR SCHOOL DISTRICT CADDO
PARISH SCHOOL DISTRICT CALCASIEU PARISH
SCHOOL DISTRICT CANBY SCHOOL DISTRICT
CANYONVILLE CHRISTIAN ACADEMY CASCADE
SCHOOL DISTRICT
CASCADES ACADEMY OF CENTRAL OREGON
CENTENNIAL SCHOOL DISTRICT
CENTRAL CATHOLIC HIGH SCHOOL CENTRAL
POINT SCHOOL DISTRICT NO.6 CENTRAL SCHOOL
DISTRICT 13J
COOS BAY SCHOOL DISTRICT NO.9 CORVALLIS
SCHOOL DISTRICT 509J COUNTY OF YAMHILL
SCHOOL DISTRICT 29 CULVER SCHOOL DISTRICT
DALLAS SCHOOL DISTRICT NO.2 DAVID DOUGLAS
SCHOOL DISTRICT DAYTON SCHOOL DISTRICT
NO.8 DE LA SALLE N CATHOLIC HS
DESCHUTES COUNTY SCHOOL DISTRICT NO.6
DOUGLAS EDUCATIONAL DISTRICT SERVICE
DUFUR SCHOOL DISTRICT NO.29
EAST BATON ROUGE PARISH SCHOOL DISTRICT
ESTACADA SCHOOL DISTRICT NO.10B
FOREST GROVE SCHOOL DISTRICT GEORGE
MIDDLE SCHOOL GLADSTONE SCHOOL DISTRICT
GRANTS PASS SCHOOL DISTRICT 7
GREATER ALBANY PUBLIC SCHOOL DISTRICT
GRESHAM BARLOW JOINT SCHOOL DISTRICT
HEAD START OF LANE COUNTY
HIGH DESERT EDUCATION SERVICE DISTRICT
HILLSBORO SCHOOL DISTRICT
HOOD RIVER COUNTY SCHOOL DISTRICT
JACKSON CO SCHOOL DIST NO.9
JEFFERSON COUNTY SCHOOL DISTRICT 509-J
JEFFERSON PARISH SCHOOL DISTRICT JEFFERSON
SCHOOL DISTRICT
JUNCTION CITY SCHOOLS, OR KLAMATH COUNTY
SCHOOL DISTRICT KLAMATH FALLS CITY
SCHOOLS LAFAYETTE PARISH SCHOOL DISTRICT
LAKE OSWEGO SCHOOL DISTRICT 7J LANE
COUNTY SCHOOL DISTRICT 4J LINCOLN COUNTY
SCHOOL DISTRICT LINN CO. SCHOOL DIST. 95C
LIVINGSTON PARISH SCHOOL DISTRICT LOST
RIVER JR/SR HIGH SCHOOL LOWELL SCHOOL
DISTRICT NO.71 MARION COUNTY SCHOOL
DISTRICT MARION COUNTY SCHOOL DISTRICT 103
MARIST HIGH SCHOOL, OR MCMINNVILLE
SCHOOL DISTRICT NOAO MEDFORD SCHOOL
DISTRICT 549C MITCH CHARTER SCHOOL
MONROE SCHOOL DISTRICT NO.1J MORROW
COUNTY SCHOOL DIST, OR
MULTNOMAH EDUCATION SERVICE DISTRICT
MULTISENSORY LEARNING ACADEMY MYRTLE
PINT SCHOOL DISTRICT 41
NEAH-KAH-NIE DISTRICT NO.56 NEWBERG PUBLIC
SCHOOLS
NESTUCCA VALLEY SCHOOL DISTRICT NO.101
NOBEL LEARNING COMMUNITIES
NORTH BEND SCHOOL DISTRICT 13 NORTH
CLACKAMAS SCHOOL DISTRICT NORTH
DOUGLAS SCHOOL DISTRICT NORTH WASCO CITY
SCHOOL DISTRICT 21
NORTHWEST REGIONAL EDUCATION SERVICE
DISTRICT
ONTARIO MIDDLE SCHOOL
OREGON TRAIL SCHOOL DISTRICT NOA6
ORLEANS PARISH SCHOOL DISTRICT PHOENIX-
TALENT SCHOOL DISTRICT NOA PLEASANT HILL
SCHOOL DISTRICT PORTLAND JEWISH ACADEMY
AXIA COOP LLC EXHIBITS
EXHIBIT F -- AXIA COOPERATIVE ADVERTISING COMPLIANCE REQUIREMENT
Requirements for National Cooperative Contract
Page 22 of 49
PORTLAND PUBLIC SCHOOLS RAPIDES PARISH
SCHOOL DISTRICT REDMOND SCHOOL DISTRICT
REYNOLDS SCHOOL DISTRICT
ROGUE RIVER SCHOOL DISTRICT ROSEBURG
PUBLIC SCHOOLS SCAPPOOSE SCHOOL DISTRICT
1J
SAINT TAMMANY PARISH SCHOOL BOARD, LA
SEASIDE SCHOOL DISTRICT 10
SHERWOOD SCHOOL DISTRICT 88J SILVER FALLS
SCHOOL DISTRICT 4J SOUTH LANE SCHOOL
DISTRICT 45J3
SOUTHERN OREGON EDUCATION SERVICE
DISTRICT
SPRINGFIELD PUBLIC SCHOOLS SUTHERLIN
SCHOOL DISTRICT
SWEET HOME SCHOOL DISTRICT NO.55
TERREBONNE PARISH SCHOOL DISTRICT THE
CATLIN GABEL SCHOOL
TIGARD-TUALATIN SCHOOL DISTRICT UMATILLA
MORROW ESD
WEST LINN WILSONVILLE SCHOOL DISTRICT
WILLAMETTE EDUCATION SERVICE DISTRICT
WOODBURN SCHOOL DISTRICT
YONCALLA SCHOOL DISTRICT
ACADEMY FOR MATH ENGINEERING & SCIENCE
(AMES) , UT
ALIANZA ACADEMY , UT ALPINE DISTRICT , UT
AMERICAN LEADERSHIP ACADEMY , UT
AMERICAN PREPARATORY ACADEMY , UT BAER
CANYON HIGH SCHOOL FOR SPORTS & MEDICAL
SCIENCES , UT
BEAR RIVER CHARTER SCHOOL , UT BEAVER
SCHOOL DISTRICT , UT
BEEHIVE SCIENCE & TECHNOLOGY ACADEMY
(BSTA) , UT
BOX ELDER SCHOOL DISTRICT , UT CBA CENTER ,
UT
CACHE SCHOOL DISTRICT , UT CANYON RIM
ACADEMY , UT CANYONS DISTRICT , UT CARBON
SCHOOL DISTRICT , UT CHANNING HALL , UT
CHARTER SCHOOL LEWIS ACADEMY , UT CITY
ACADEMY , UT
DAGGETT SCHOOL DISTRICT , UT DAVINCI
ACADEMY , UT
DAVIS DISTRICT , UT
DUAL IMMERSION ACADEMY , UT DUCHESNE
SCHOOL DISTRICT , UT
EARLY LIGHT ACADEMY AT DAYBREAK , UT
EAST HOLLYWOOD HIGH , UT
EDITH BOWEN LABORATORY SCHOOL , UT
EMERSON ALCOTT ACADEMY , UT
EMERY SCHOOL DISTRICT , UT ENTHEOS
ACADEMY , UT EXCELSIOR ACADEMY , UT FAST
FORWARD HIGH , UT FREEDOM ACADEMY , UT
GARFIELD SCHOOL DISTRICT , UT GATEWAY
PREPARATORY ACADEMY , UT GEORGE
WASHINGTON ACADEMY , UT GOOD
FOUNDATION ACADEMY , UT GRAND SCHOOL
DISTRICT , UT
GRANITE DISTRICT , UT GUADALUPE SCHOOL , UT
HAWTHORN ACADEMY , UT
INTECH COLLEGIATE HIGH SCHOOL , UT
IRON SCHOOL DISTRICT , UT ITINERIS EARLY
COLLEGE HIGH , UT
JOHN HANCOCK CHARTER SCHOOL , UT JORDAN
DISTRICT , UT
JUAB SCHOOL DISTRICT , UT KANE SCHOOL
DISTRICT , UT
KARL G MAESER PREPARATORY ACADEMY , UT
LAKEVIEW ACADEMY , UT
LEGACY PREPARATORY ACADEMY , UT LIBERTY
ACADEMY , UT
LINCOLN ACADEMY , UT LOGAN SCHOOL
DISTRICT , UT
MARIA MONTESSORI ACADEMY , UT
MERIT COLLEGE PREPARATORY ACADEMY , UT
MILLARD SCHOOL DISTRICT , UT
MOAB CHARTER SCHOOL , UT MONTICELLO
ACADEMY , UT MORGAN SCHOOL DISTRICT , UT
MOUNTAINVILLE ACADEMY , UT MURRAY
SCHOOL DISTRICT , UT NAVIGATOR POINTE
ACADEMY , UT NEBO SCHOOL DISTRICT , UT
NO UT ACAD FOR MATH ENGINEERING & SCIENCE
(NUAMES) , UT
NOAH WEBSTER ACADEMY , UT
NORTH DAVIS PREPARATORY ACADEMY , UT
NORTH SANPETE SCHOOL DISTRICT , UT NORTH
STAR ACADEMY , UT
NORTH SUMMIT SCHOOL DISTRICT , UT ODYSSEY
CHARTER SCHOOL , UT OGDEN PREPARATORY
ACADEMY , UT OGDEN SCHOOL DISTRICT , UT
OPEN CLASSROOM , UT
OPEN HIGH SCHOOL OF UTAH , UT
OQUIRRH MOUNTAIN CHARTER SCHOOL , UT
PARADIGM HIGH SCHOOL , UT
PARK CITY SCHOOL DISTRICT , UT PINNACLE
CANYON ACADEMY , UT PIUTE SCHOOL DISTRICT
, UT PROVIDENCE HALL , UT
PROVO SCHOOL DISTRICT , UT QUAIL RUN
PRIMARY SCHOOL , UT QUEST ACADEMY , UT
RANCHES ACADEMY , UT REAGAN ACADEMY , UT
RENAISSANCE ACADEMY , UT RICH SCHOOL
DISTRICT , UT
ROCKWELL CHARTER HIGH SCHOOL , UT SALT
LAKE ARTS ACADEMY , UT
SALT LAKE CENTER FOR SCIENCE EDUCATION,
UT SALT LAKE SCHOOL DISTRICT , UT
SALT LAKE SCHOOL FOR THE PERFORMING ARTS,
UT
SAN JUAN SCHOOL DISTRICT , UT SEVIER SCHOOL
DISTRICT , UT
SOLDIER HOLLOW CHARTER SCHOOL , UT SOUTH
SANPETE SCHOOL DISTRICT , UT SOUTH SUMMIT
SCHOOL DISTRICT , UT SPECTRUM ACADEMY , UT
SUCCESS ACADEMY , UT SUCCESS SCHOOL , UT
SUMMIT ACADEMY , UT
SUMMIT ACADEMY HIGH SCHOOL , UT SYRACUSE
ARTS ACADEMY , UT THOMAS EDISON - NORTH ,
UT
TIMPANOGOS ACADEMY , UT TINTIC SCHOOL
DISTRICT , UT TOOELE SCHOOL DISTRICT , UT
TUACAHN HIGH SCHOOL FOR THE PERFORMING
ARTS , UT
AXIA COOP LLC EXHIBITS
EXHIBIT F -- AXIA COOPERATIVE ADVERTISING COMPLIANCE REQUIREMENT
Requirements for National Cooperative Contract
Page 23 of 49
UINTAH RIVER HIGH , UT UINTAH SCHOOL
DISTRICT , UT
UTAH CONNECTIONS ACADEMY , UT
UTAH COUNTY ACADEMY OF SCIENCE , UT UTAH
ELECTRONIC HIGH SCHOOL , UT UTAH SCHOOLS
FOR DEAF & BLIND , UT UTAH STATE OFFICE OF
EDUCATION , UT UTAH VIRTUAL ACADEMY , UT
VENTURE ACADEMY , UT
VISTA AT ENTRADA SCHOOL OF PERFORMING
ARTS AND TECHNOLOGY , UT
WALDEN SCHOOL OF LIBERAL ARTS , UT
WASATCH PEAK ACADEMY , UT WASATCH
SCHOOL DISTRICT , UT WASHINGTON SCHOOL
DISTRICT , UT WAYNE SCHOOL DISTRICT , UT
WEBER SCHOOL DISTRICT , UT WEILENMANN
SCHOOL OF DISCOVERY , UT
HIGHER EDUCATION
ARGOSY UNIVERSITY
BATON ROUGE COMMUNITY COLLEGE, LA
BIRTHINGWAY COLLEGE OF MIDWIFERY BLUE
MOUNTAIN COMMUNITY COLLEGE BRIGHAM
YOUNG UNIVERSITY - HAWAII CENTRAL OREGON
COMMUNITY COLLEGE CENTENARY COLLEGE OF
LOUISIANA CHEMEKETA COMMUNITY COLLEGE
CLACKAMAS COMMUNITY COLLEGE COLLEGE OF
THE MARSHALL ISLANDS COLUMBIA GORGE
COMMUNITY COLLEGE CONCORDIA UNIVERSITY
GEORGE FOX UNIVERSITY
KLAMATH COMMUNITY COLLEGE DISTRICT LANE
COMMUNITY COLLEGE
LEWIS AND CLARK COLLEGE LINFIELD COLLEGE
LINN-BENTON COMMUNITY COLLEGE LOUISIANA
COLLEGE, LA
LOUISIANA STATE UNIVERSITY
LOUISIANA STATE UNIVERSITY HEALTH
SERVICES MARYLHURST UNIVERSITY
MT. HOOD COMMUNITY COLLEGE MULTNOMAH
BIBLE COLLEGE
NATIONAL COLLEGE OF NATURAL MEDICINE
NORTHWEST CHRISTIAN COLLEGE
OREGON HEALTH AND SCIENCE UNIVERSITY
OREGON INSTITUTE OF TECHNOLOGY OREGON
STATE UNIVERSITY
OREGON UNIVERSITY SYSTEM PACIFIC
UNIVERSITY
PIONEER PACIFIC COLLEGE PORTLAND
COMMUNITY COLLEGE PORTLAND STATE
UNIVERSITY REED COLLEGE
RESEARCH CORPORATION OF THE UNIVERSITY
OF HAWAII
ROGUE COMMUNITY COLLEGE SOUTHEASTERN
LOUISIANA UNIVERSITY
SOUTHERN OREGON UNIVERSITY (OREGON
UNIVERSITY SYSTEM)
SOUTHWESTERN OREGON COMMUNITY COLLEGE
TULANE UNIVERSITY
TILLAMOOK BAY COMMUNITY COLLEGE
UMPQUA COMMUNITY COLLEGE UNIVERSITY OF
HAWAII BOARD OF REGENTS
UNIVERSITY OF HAWAII-HONOLULU COMMUNITY
COLLEGE
UNIVERSITY OF OREGON-GRADUATE SCHOOL
UNIVERSITY OF PORTLAND
UNIVERSITY OF NEW ORLEANS WESTERN
OREGON UNIVERSITY
WESTERN STATES CHIROPRACTIC COLLEGE
WILLAMETTE UNIVERSITY
XAVIER UNIVERSITY
UTAH SYSTEM OF HIGHER EDUCATION, UT
UNIVERSITY OF UTAH, UT
UTAH STATE UNIVERSITY, UT WEBER STATE
UNIVERSITY, UT SOUTHERN UTAH UNIVERSITY,
UT SNOW COLLEGE, UT
DIXIE STATE COLLEGE, UT COLLEGE OF EASTERN
UTAH, UT UTAH VALLEY UNIVERSITY, UT
SALT LAKE COMMUNITY COLLEGE, UT
UTAH COLLEGE OF APPLIED TECHNOLOGY, UT
STATE AGENCIES
ADMIN. SERVICES OFFICE BOARD OF MEDICAL
EXAMINERS
HAWAII CHILD SUPPORT ENFORCEMENT AGENCY
HAWAII DEPARTMENT OF TRANSPORTATION
HAWAII HEALTH SYSTEMS CORPORATION OFFICE
OF MEDICAL ASSISTANCE PROGRAMS OFFICE OF
THE STATE TREASURER
OREGON BOARD OF ARCHITECTS
OREGON CHILD DEVELOPMENT COALITION
OREGON DEPARTMENT OF EDUCATION OREGON
DEPARTMENT OF FORESTRY OREGON DEPT OF
TRANSPORTATION OREGON DEPT. OF EDUCATION
OREGON LOTTERY
OREGON OFFICE OF ENERGY OREGON STATE
BOARD OF NURSING
OREGON STATE DEPT OF CORRECTIONS OREGON
STATE POLICE
OREGON TOURISM COMMISSION
OREGON TRAVEL INFORMATION COUNCIL
SANTIAM CANYON COMMUNICATION CENTER
SEIU LOCAL 503, OPEU
SOH- JUDICIARY CONTRACTS AND PURCH STATE
DEPARTMENT OF DEFENSE, STATE OF HAWAII
STATE OF HAWAII
STATE OF HAWAII, DEPT. OF EDUCATION STATE
OF LOUISIANA
STATE OF LOUISIANA DEPT. OF EDUCATION
STATE OF LOUISIANA, 26TH JUDICIAL DISTRICT
ATTORNEY
STATE OF UTAH
AXIA COOP LLC EXHIBITS
EXHIBIT G – FEDERAL FUNDS CERTIFICATIONS
Requirements for National Cooperative Contract
Page 24 of 49
FEDERAL FUNDS CERTIFICATIONS
ADDENDUM FOR AGREEMENT FUNDED BY U.S. FEDERAL GRANT
TO WHOM IT MAY CONCERN:
Participating Agencies may elect to use federal funds to purchase under the Master
Agreement. This form should be completed and returned with proposal.
The following certifications and provisions may be required and apply when a Participating
Agency expends federal funds for any purchase resulting from this procurement process. Pursuant
to 2 C.F.R. § 200.326, all contracts, including small purchases, awarded by the Participating
Agency and the Participating Agency’s subcontractors shall contain the procurement provisions
of Appendix II to Part 200, as applicable.
APPENDIX II TO 2 CFR PART 200
A. Contracts for more than the simplified acquisition threshold currently set at
$150,000, which is the inflation adjusted amount determined by the Civilian Agency
Acquisition Council and the Defense Acquisition Regulations Council (Councils) as
authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal
remedies in instances where contractors violate or breach contract terms, and provide
for such sanctions and penalties as appropriate.
Pursuant to Federal Rule (A) above, when a Participating Agency expends federal funds,
the Participating Agency reserves all rights and privileges under the applicable laws and
regulations with respect to this procurement in the event of breach of contract by either
party.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
B. Termination for cause and for convenience by the grantee or subgrantee including
the manner by which it will be effected and the basis for settlement. (All contracts in
excess of $10,000)
Pursuant to Federal Rule (B) above, when a Participating Agency expends federal funds,
the Participating Agency reserves the right to immediately terminate any agreement in
excess of $10,000 resulting from this procurement process in the event of a breach or
default of the agreement by Offeror in the event Offeror fails to: (1) meet schedules,
deadlines, and/or delivery dates within the time specified in the procurement solicitation,
contract, and/or a purchase order; (2) make any payments owed; or (3) otherwise perform
in accordance with the contract and/or the procurement solicitation. Participating Agency
also reserves the right to terminate the contract immediately, with written notice to offeror,
for convenience, if Participating Agency believes, in its sole discretion that it is in the best
interest of Participating Agency to do so. Offeror will be compensated for work performed
and accepted and goods accepted by Participating Agency as of the termination date if the
contract is terminated for convenience of Participating Agency. Any award under this
procurement process is not exclusive and Participating Agency reserves the right to
purchase goods and services from other offerors when it is in Participating Agency's best
interest.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
AXIA COOP LLC EXHIBITS
EXHIBIT G – FEDERAL FUNDS CERTIFICATIONS
Requirements for National Cooperative Contract
Page 25 of 49
C. Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part
60, all contracts that meet the definition of "federally assisted construction contract"
in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41
CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment
Opportunity" (30 CFR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as
amended by Executive Order 11375, "Amending Executive Order 11246 Relating to
Equal Employment Opportunity," and implementing regulations at 41 CFR part 60,
"Office of Federal Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor."
Pursuant to Federal Rule (C) above, when a Participating Agency expends federal funds
on any federally assisted construction contract, the equal opportunity clause is incorporated
by reference herein.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
D. Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal
program legislation, all prime construction contracts in excess of $2,000 awarded by
non-Federal entities must include a provision for compliance with the Davis-Bacon
Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor
regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts
Covering Federally Financed and Assisted Construction”). In accordance with the
statute, contractors must be required to pay wages to laborers and mechanics at a
rate not less than the prevailing wages specified in a wage determination made by the
Secretary of Labor. In addition, contractors must be required to pay wages not less
than once a week. The non-Federal entity must place a copy of the current prevailing
wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance
of the wage determination. The non-Federal entity must report all suspected or
reported violations to the Federal awarding agency. The contracts must also include
a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145),
as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors
and Subcontractors on Public Building or Public Work Financed in Whole or in Part
by Loans or Grants from the United States”). The Act provides that each contractor
or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any
part of the compensation to which he or she is otherwise entitled. The non -Federal
entity must report all suspected or reported violations to the Federal awarding
agency.
Pursuant to Federal Rule (D) above, when a Participating Agency expends federal funds
during the term of an award for all contracts and subgrants for construction or repair,
offeror will be in compliance with all applicable Davis-Bacon Act provisions.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
E. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where
applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that
involve the employment of mechanics or laborers must include a provision for
compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor
AXIA COOP LLC EXHIBITS
EXHIBIT G – FEDERAL FUNDS CERTIFICATIONS
Requirements for National Cooperative Contract
Page 26 of 49
regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must
be required to compute the wages of every mechanic and laborer on the basis of a
standard work week of 40 hours. Work in excess of the standard work week is
permissible provided that the worker is compensated at a rate of not less than one
and a half times the basic rate of pay for all hours worked in excess of 40 hours in the
work week. The requirements of 40 U.S.C. 3704 are applicable to construction work
and provide that no laborer or mechanic must be required to work in surroundings
or under working conditions which are unsanitary, hazardous or dangerous. These
requirements do not apply to the purchases of supplies or materials or articles
ordinarily available on the open market, or contracts for transportation or
transmission of intelligence.
Pursuant to Federal Rule (E) above, when a Participating Agency expends federal funds,
offeror certifies that offeror will be in compliance with all applicable provisions of the
Contract Work Hours and Safety Standards Act during the term of an award for all
contracts by Participating Agency resulting from this procurement process.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
F. Rights to Inventions Made Under a Contract or Agreement. If the Federal award
meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the
recipient or subrecipient wishes to enter into a contract with a small business firm or
nonprofit organization regarding the substitution of parties, assignment or
performance of experimental, developmental, or research work under that “funding
agreement,” the recipient or subrecipient must comply with the requirements of 37
CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small
Business Firms Under Government Grants, Contracts and Cooperative Agreements,”
and any implementing regulations issued by the awarding agency.
Pursuant to Federal Rule (F) above, when federal funds are expended by Participating
Agency, the offeror certifies that during the term of an award for all contracts by
Participating Agency resulting from this procurement process, the offeror agrees to comply
with all applicable requirements as referenced in Federal Rule (F) above.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
G. Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act
(33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of
$150,000 must contain a provision that requires the non-Federal award to agree to
comply with all applicable standards, orders or regulations issued pursuant to the
Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act
as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency
(EPA).
Pursuant to Federal Rule (G) above, when federal funds are expended by Participating
Agency, the offeror certifies that during the term of an award for all contracts by
Participating Agency member resulting from this procurement process, the offeror agrees
to comply with all applicable requirements as referenced in Federal Rule (G) above.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
AXIA COOP LLC EXHIBITS
EXHIBIT G – FEDERAL FUNDS CERTIFICATIONS
Requirements for National Cooperative Contract
Page 27 of 49
H. Debarment and Suspension (Executive Orders 12549 and 12689) – A contract award
(see 2 CFR 180.220) must not be made to parties listed on the government wide
exclusions in the System for Award Management (SAM), in accordance with the
OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part
1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and
Suspension." SAM Exclusions contains the names of parties debarred, suspended, or
otherwise excluded by agencies, as well as parties declared ineligible under statutory
or regulatory authority other than Executive Order 12549.
Pursuant to Federal Rule (H) above, when federal funds are expended by Participating
Agency, the offeror certifies that during the term of an award for all contracts by
Participating Agency resulting from this procurement process, the offeror certifies that
neither it nor its principals is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation by any federal department
or agency.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
I. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) – Contractors that apply or bid
for an award exceeding $100,000 must file the required certification. Each tier
certifies to the tier above that it will not and has not used Federal appropriated funds
to pay any person or organization for influencing or attempting to influence an officer
or employee of any agency, a member of Congress, officer or employee of Congress,
or an employee of a member of Congress in connection with obtaining any Federal
contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also
disclose any lobbying with non-Federal funds that takes place in connection with
obtaining any Federal award. Such disclosures are forwarded from tier to tier up to
the non-Federal award.
Pursuant to Federal Rule (I) above, when federal funds are expended by Participating
Agency, the offeror certifies that during the term and after the awarded term of an award
for all contracts by Participating Agency resulting from this procurement process, the
offeror certifies that it is in compliance with all applicable provisions of the Byrd Anti-
Lobbying Amendment (31 U.S.C. 1352). The undersigned further certifies that:
1. No Federal appropriated funds have been paid or will be paid for on behalf of
the undersigned, to any person for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer or
employee of congress, or an employee of a Member of Congress in connection
with the awarding of a Federal contract, the making of a Federal grant, the
making of a Federal loan, the entering into a cooperative agreement, and the
extension, continuation, renewal, amendment, or modification of a Federal
contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of
congress, or an employee of a Member of Congress in connection with this
Federal grant or cooperative agreement, the undersigned shall complete and
AXIA COOP LLC EXHIBITS
EXHIBIT G – FEDERAL FUNDS CERTIFICATIONS
Requirements for National Cooperative Contract
Page 28 of 49
submit Standard Form-LLL, “Disclosure Form to Report Lobbying”, in
accordance with its instructions.
3. The undersigned shall require that the language of this certification be included
in the award documents for all covered sub- awards exceeding $100,000 in
Federal funds at all appropriate tiers and that all subrecipients shall certify and
disclose accordingly.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
RECORD RETENTION REQUIREMENTS FOR CONTRACTS INVOLVING
FEDERAL FUNDS
When federal funds are expended by Participating Agency for any contract resulting from this
procurement process, offeror certifies that it will comply with the record retention requirements
detailed in 2 CFR § 200.333. The offeror further certifies that offeror will retain all records as
required by 2 CFR § 200.333 for a period of three years after grantees or subgrantees submit final
expenditure reports or quarterly or annual financial reports, as applicable, and all other pending
matters are closed.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY AND
CONSERVATION ACT
When Participating Agency expends federal funds for any contract resulting from this procurement
process, offeror certifies that it will comply with the mandatory standards and policies relating to
energy efficiency which are contained in the state energy conservation plan issued in compliance
with the Energy Policy and Conservation Act (42 U.S.C. 6321 et seq.; 49 C.F.R. Part 18).
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
CERTIFICATION OF COMPLIANCE WITH BUY AMERICA PROVISIONS
To the extent purchases are made with Federal Highway Administration, Federal Railroad
Administration, or Federal Transit Administration funds, offeror certifies that its products comply
with all applicable provisions of the Buy America Act and agrees to provide such certification or
applicable waiver with respect to specific products to any Participating Agency upon request.
Purchases made in accordance with the Buy America Act must still follow the applicable
procurement rules calling for free and open competition.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
PROCUREMENT OF RECOVERED MATERIALS REQUIREMENTS FOR – 2 C.F.R.
§200.322
Participating Agency and its contractors must comply with section 6002 of the Solid Waste
Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of
Section 6002 include procuring only items designated in guidelines of the Environmental
Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered
materials practicable, consistent with maintaining a satisfactory level of competition, where the
purchase price of the item exceeds $10,000 or the value of the quantity acquired during the
preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner
AXIA COOP LLC EXHIBITS
EXHIBIT G – FEDERAL FUNDS CERTIFICATIONS
Requirements for National Cooperative Contract
Page 29 of 49
that maximizes energy and resource recovery; and establishing an affirmative procurement
program for procurement of recovered materials identified in the EPA guidelines.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
CERTIFICATION OF ACCESS TO RECORDS – 2 C.F.R. § 200.336
Offeror agrees that the Inspector General of the Agency or any of their duly authorized
representatives shall have access to any books, documents, papers and records of offeror that are
directly pertinent to offeror’s discharge of its obligations under the Contract for the purpose of
making audits, examinations, excerpts, and transcriptions. The right also includes timely and
reasonable access to offeror’s personnel for the purpose of interview and discussion relating to
such documents.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
CERTIFICATION OF AFFORDABLE CARE ACT
Offeror understands and agrees that it shall be solely responsible for compliance with the patient
Protection and Affordable Care Act, Public Law 111-148 and the Health Care and Education
Reconciliation Act 111-152 (collectively the Affordable Care Act “ACA”). The Offeror shall bear
sole responsibility for providing health care benefits for its employees who provide services as
required by Federal law.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
CERTIFICATION OF APPLICABILITY TO SUBCONTRACTORS
Offeror agrees that all contracts it awards pursuant to the Contract shall be bound by the foregoing
terms and conditions.
Does offeror agree? (Y / N) ___________ Initials of Authorized Representative of offeror
AXIA COOP LLC EXHIBITS
EXHIBIT G – FEDERAL FUNDS CERTIFICATIONS
Requirements for National Cooperative Contract
Page 30 of 49
Offeror agrees to comply with all federal, state, and local laws, rules, regulations and
ordinances, as applicable. It is further acknowledged that offeror certifies compliance with
all provisions, laws, acts, regulations, etc. as specifically noted above.
Offeror’s Name
Address, City, State, and Zip Code
Phone Number
Fax
Printed Name and Title of Authorized Representative
Email Address
Signature of Authorized Representative
Date
AXIA COOP LLC EXHIBITS
EXHIBIT H – NEW JERSEY BUSINESS COMPLIANCE
(Optional)
Requirements for National Cooperative Contract
Page 31 of 49
New Jersey Business Compliance
Suppliers intending to do business in the State of New Jersey must comply with policies and
procedures required under New Jersey statues. All offerors submitting proposals must complete
the following forms specific to the State of New Jersey. Completed forms should be submitted
with the offeror’s response to the RFP. Failure to complete the New Jersey packet will impact
Axia Cooperative’s ability to promote the Master Agreement in the State of New Jersey.
DOC #1
Ownership Disclosure Form
DOC #2
Non-Collusion Affidavit
DOC #3
Affirmative Action Affidavit
DOC #4
Political Contribution Disclosure Form
DOC #5
Stockholder Disclosure Certification
DOC #6
Certification of Non-Involvement in Prohibited Activities in Iran
DOC #7
New Jersey Business Registration Certificate
DOC #8
EEOAA Evidence
DOC #9
MacBride Principals Form
New Jersey suppliers are required to comply with the following New Jersey statutes when
applicable:
•
all anti-discrimination laws, including those contained in N.J.S.A. 10:2-1 through N.J.S.A.
10:2-14, N.J.S.A. 10:5-1, and N.J.S.A. 10:5-31 through 10:5-38;
•
Prevailing Wage Act, N.J.S.A. 34:11-56.26, for all contracts within the contemplation of
the Act;
•
Public Works Contractor Registration Act, N.J.S.A. 34:11-56.26; and
•
Bid and Performance Security, as required by the applicable municipal or state statutes.
AXIA COOP LLC EXHIBITS
EXHIBIT H – NEW JERSEY BUSINESS COMPLIANCE
(Optional)
Requirements for National Cooperative Contract
Page 32 of 49
DOC #1 - STATEMENT OF OWNERSHIP DISCLOSURE
N.J.S.A. 52:25 24.2 (P.L. 1977, c.33, as amended by P.L. 2016, c.43)
This statement shall be completed, certified to, and included with all bid and proposal
submissions. Failure to submit the required information is cause for automatic rejection of the
bid or proposal.
Name of Organization
Organization Address
PART I
CHECK THE BOX THAT REPRESENTS THE TYPE OF BUSINESS ORGANIZATION:
☐ Sole Proprietorship (skip Parts II and III, execute certification in Part IV)
☐ Non-Profit Corporation (skip Parts II and III, execute certification in Part IV)
☐ For-Profit Corporation (any type)
☐ Limited Liability Company (LLC)
☐ Partnership
☐ Limited Partnership
☐ Limited Liability Partnership (LLP)
☐ Other (be specific): ___________________________________________________________
PART II
☐ The list below contains the names and addresses of all stockholders in the corporation who
own 10 percent or more of its stock, of any class, or of all individual partners in the
partnership who own a 10 percent or greater interest therein, or of all members in the limited
liability company who own a 10 percent or greater interest therein, as the case may be.
(COMPLETE THE LIST BELOW IN THIS SECTION)
OR
☐ No one stockholder in the corporation owns 10 percent or more of its stock, of any class, or
no individual partner in the partnership owns a 10 percent or greater interest therein, or no
member in the limited liability company owns a 10 percent or greater interest therein, as the
case may be. (SKIP TO PART IV)
(Please attach additional sheets if more space is needed):
Name of Individual or Business Entity
Home Address (for Individuals) or Business Address
AXIA COOP LLC EXHIBITS
EXHIBIT H – NEW JERSEY BUSINESS COMPLIANCE
(Optional)
Requirements for National Cooperative Contract
Page 33 of 49
PART III
DISCLOSURE OF 10% OR GREATER OWNERSHIP IN THE STOCKHOLDERS,
PARTNERS OR LLC MEMBERS LISTED IN PART II
If a bidder has a direct or indirect parent entity which is publicly traded, and any person
holds a 10 percent or greater beneficial interest in the publicly traded parent entity as of the
last annual federal Security and Exchange Commission (SEC) or foreign equivalent filing,
ownership disclosure can be met by providing links to the website(s) containing the last annual
filing(s) with the federal Securities and Exchange Commission (or foreign equivalent) that contain
the name and address of each person holding a 10% or greater beneficial interest in the publicly
traded parent entity, along with the relevant page numbers of the filing(s) that contain the
information on each such person. Attach additional sheets if more space is needed.
Website (URL) containing the last annual SEC (or foreign equivalent) filing
Page #’s
Please list the names and addresses of each stockholder, partner or member owning a 10 percent
or greater interest in any corresponding corporation, partnership and/or limited liability company
(LLC) listed in Part II other than for any publicly traded parent entities referenced above.
The disclosure shall be continued until names and addresses of every noncorporate stockholder,
and individual partner, and member exceeding the 10 percent ownership criteria established
pursuant to N.J.S.A. 52:25-24.2 has been listed. Attach additional sheets if more space is
needed.
Stockholder/Partner/Member and
Corresponding Entity Listed in Part II
Home Address (for Individuals) or Business Address
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PART IV
CERTIFICATION
I, being duly sworn upon my oath, hereby represent that the foregoing information and any
attachments thereto to the best of my knowledge are true and complete. I acknowledge: that I am
authorized to execute this certification on behalf of the bidder/proposer; that the [name of
contracting unit] is relying on the information contained herein and that I am under a continuing
obligation from the date of this certification through the completion of any contracts with [type of
contracting unit] to notify the [type of contracting unit] in writing of any changes to the information
contained herein; that I am aware that it is a criminal offense to make a false statement or
misrepresentation in this certification, and if I do so, I am subject to criminal prosecution under
the law and that it will constitute a material breach of my agreement(s) with the, permitting the
[type of contracting unit] to declare any contract(s) resulting from this certification void and
unenforceable.
Full Name (Print):
Title:
Signature:
Date:
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DOC #2 – NON-COLLUSION AFFIDAVIT
STANDARD BID DOCUMENT REFERENCE
Reference: VII-H
Name of Form:
NON-COLLUSION AFFIDAVIT
Statutory Reference:
No specific statutory reference
State Statutory Reference N.J.S.A. 52:34-15
Instructions Reference:
Statutory and Other Requirements VII-H
Description:
The Owner’s use of this form is optional. It is used to ensure that the
bidder has not participated in any collusion with any other bidder or
Owner representative or otherwise taken any action in restraint of free
and competitive bidding.
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NON-COLLUSION AFFIDAVIT
State of New Jersey
County of ____________________
ss:
I, ________________________________ residing in ___________________________________
(name of affiant)
(name of municipality)
in the County of _______________________________ and State of _____________________of full
age, being duly sworn according to law on my oath depose and say that:
I am _____________________________________ of the firm of _________________________
(title or position)
(name of firm)
_____________________________________ the bidder making this Proposal for the bid
entitled ______________________________, and that I executed the said proposal with
(title of bid proposal)
full authority to do so that said bidder has not, directly or indirectly entered into any agreement,
participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding in
connection with the above named project; and that all statements contained in said proposal and in this
affidavit are true and correct, and made with full knowledge that the ______________
_________________________relies upon the truth of the statements contained in said Proposal
(name of contracting unit)
and in the statements contained in this affidavit in awarding the contract for the said project.
I further warrant that no person or selling agency has been employed or retained to solicit or secure
such contract upon an agreement or understanding for a commission, percentage, brokerage, or
contingent fee, except bona fide employees or bona fide established commercial or selling agencies
maintained by _________________________________________________.
Subscribed and sworn to
before me this day
_____________________________________
Signature
______________________________, 20__
_____________________________________
(Type or print name of affiant under signature)
___________________________________
Notary public of
My Commission expires _______________
(Seal)
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DOC #3 – AFFIRMATIVE ACTION AFFIDAVIT
(P.L. 1975, C.127)
Name of Organization
Street
City, State, Zip Code
PROPOSAL CERTIFICATION
Indicate below company’s compliance with New Jersey Affirmative Action regulations.
Company’s proposal will be accepted even if company is not in compliance at this time. No
contract and/or purchase order may be issued, however, until all Affirmative Action requirements
are met.
REQUIRED AFFIRMATIVE ACTION EVIDENCE:
Procurement, Professional & Service Contracts (Exhibit A)
Vendors must submit with proposal:
1. A photocopy of a valid letter that the contractor is operating under an existing Federally
approved or sanctioned affirmative action program (good for one year from the date of the
letter);
OR
2. A photocopy of a Certificate of Employee Information Report approval, issued in
accordance with N.J.A.C. 17:27-4;
OR
3. A photocopy of an Employee Information Report (Form AA302) provided by the Division
of Contract Compliance and Equal Employment Opportunity in Public Contracts and
distributed to the public agency to be completed by the contractor in accordance with
N.J.A.C. 17:27-4.
PUBLIC WORK – OVER $50,000 TOTAL PROJECT COST:
A. No approved Federal or New Jersey Affirmative Action Plan. We will complete Report
Form AA201. A project contract ID number will be assigned to your firm upon receipt
of the completed Initial Project Workforce Report (AA201) for this contract.
B. Approved Federal or New Jersey Plan – certificate enclosed
I further certify that the statements and information contained herein, are complete and correct to
the best of my knowledge and belief.
Date
Authorized Signature and Title
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P.L. 1995, C. 127 (N.J.A.C. 17:27)
MANDATORY AFFIRMATIVE ACTION LANGUAGE
PROCUREMENT, PROFESSIONAL AND SERVICE CONTRACTS
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for
employment because of age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual
orientation. The contractor will take affirmative action to ensure that such applicants are recruited and employed, and
that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry,
marital status, sex, affectional or sexual orientation. Such action shall include, but not be limited to the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of
pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to
post in conspicuous places, available to employees and applicants for employment, notices to be provided by the
Public Agency Compliance Officer setting forth provisions of this non-discrimination clause.
The contractor or subcontractor, where applicable will, in all solicitations or advertisement for employees placed by
or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without
regard to age, race, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation.
The contractor or subcontractor, where applicable, will send to each labor union or representative of workers with
which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the
agency contracting officer advising the labor union or workers' representative of the contractor's commitments under
this act and shall post copies of the notice in conspicuous places available to employees and applicants for
employment.
The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the
Treasurer pursuant to P.L. 1975, c. 127, as amended and supplemented from time to time and the Americans with
Disabilities Act.
The contractor or subcontractor agrees to attempt in good faith to employ minority and female workers trade consistent
with the applicable county employment goal prescribed by N.J.A.C. 17:27-5.2 promulgated by the Treasurer pursuant
to P.L. 1975, C.127, as amended and supplemented from time to time or in accordance with a binding determination
of the applicable county employment goals determined by the Affirmative Action Office pursuant to N.J.A.C. 17:27-
5.2 promulgated by the Treasurer pursuant to P.L. 1975, C.127, as amended and supplemented from time to time.
The contractor or subcontractor agrees to inform in writing appropriate recruitment agencies in the area, including
employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the
basis of age, creed, color, national origin, ancestry, marital status, sex, affectional or sexual orientation, and that it will
discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices.
The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel
testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the
state of New Jersey and as established by applicable Federal law and applicable Federal court decisions.
The contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and lay-
off to ensure that all such actions are taken without regard to age, creed, color, national origin, ancestry, marital status,
sex, affectional or sexual orientation, and conform with the applicable employment goals, consistent with the statutes
and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions.
The contractor and its subcontractors shall furnish such reports or other documents to the Affirmative Action Office
as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public
agencies shall furnish such information as may be requested by the Affirmative Action Office for conducting a
compliance investigation pursuant to Subchapter 10 of the Administrative Code (NJAC 17:27).
Signature of Procurement Agent
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DOC #4 – C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM
PUBLIC AGENCY INSTRUCTIONS
This page provides guidance to public agencies entering into contracts with business entities that
are required to file Political Contribution Disclosure forms with the agency. It is not intended to
be provided to contractors. What follows are instructions on the use of form local units can provide
to contractors that are required to disclose political contributions pursuant to N.J.S.A. 19:44A-
20.26 (P.L. 2005, c. 271, s.2). Additional information on the process is available in Local Finance
Notice 2006-1 (http://www.nj.gov/dca/divisions/dlgs/resources/lfns_2006.html). Please refer back
to these instructions for the appropriate links, as the Local Finance Notices include links that are
no longer operational.
1. The disclosure is required for all contracts in excess of $17,500 that are not awarded
pursuant to a “fair and open” process (N.J.S.A. 19:44A-20.7).
2. Due to the potential length of some contractor submissions, the public agency should
consider allowing data to be submitted in electronic form (i.e., spreadsheet, pdf file, etc.).
Submissions must be kept with the contract documents or in an appropriate computer file
and be available for public access. The form is worded to accept this alternate submission.
The text should be amended if electronic submission will not be allowed.
3. The submission must be received from the contractor and on file at least 10 days prior to
award of the contract. Resolutions of award should reflect that the disclosure has been
received and is on file.
4. The contractor must disclose contributions made to candidate and party committees
covering a wide range of public agencies, including all public agencies that have elected
officials in the county of the public agency, state legislative positions, and various state
entities. The Division of Local Government Services recommends that contractors be
provided a list of the affected agencies. This will assist contractors in determining the
campaign and political committees of the officials and candidates affected by the
disclosure.
a. The Division has prepared model disclosure forms for each county. They can be
downloaded from the “County PCD Forms” link on the Pay-to-Play web site at
http://www.nj.gov/dca/divisions/dlgs/programs/lpcl.html#12. They will be updated
from time-to-time as necessary.
b. A public agency using these forms should edit them to properly reflect the correct
legislative district(s). As the forms are county-based, they list all legislative
districts in each county. Districts that do not represent the public agency should be
removed from the lists.
c. Some contractors may find it easier to provide a single list that covers all
contributions, regardless of the county. These submissions are appropriate and
should be accepted.
d. The form may be used “as-is”, subject to edits as described herein.
e. The “Contractor Instructions” sheet is intended to be provided with the form. It is
recommended that the Instructions and the form be printed on the same piece of
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paper. The form notes that the Instructions are printed on the back of the form;
where that is not the case, the text should be edited accordingly.
f. The form is a Word document and can be edited to meet local needs, and posted for
download on web sites, used as an e-mail attachment, or provided as a printed
document.
5. It is recommended that the contractor also complete a “Stockholder Disclosure
Certification.” This will assist the local unit in its obligation to ensure that contractor did
not make any prohibited contributions to the committees listed on the Business Entity
Disclosure Certification in the 12 months prior to the contract (See Local Finance Notice
2006-7
for
additional
information
on
this
obligation
at
http://www.nj.gov/dca/divisions/dlgs/resources/lfns_2006.html). A sample Certification
form is part of this package and the instruction to complete it is included in the Contractor
Instructions. NOTE: This section is not applicable to Boards of Education.
CONTRACTOR INSTRUCTIONS
Business entities (contractors) receiving contracts from a public agency that are NOT awarded
pursuant to a “fair and open” process (defined at N.J.S.A. 19:44A-20.7) are subject to the
provisions of P.L. 2005, c. 271, s.2 (N.J.S.A. 19:44A-20.26). This law provides that 10 days prior
to the award of such a contract, the contractor shall disclose contributions to:
•
any State, county, or municipal committee of a political party
•
any legislative leadership committee*
•
any continuing political committee (a.k.a., political action committee)
•
any candidate committee of a candidate for, or holder of, an elective office:
o of the public entity awarding the contract
o of that county in which that public entity is located
o of another public entity within that county
o or of a legislative district in which that public entity is located or, when the public
entity is a county, of any legislative district which includes all or part of the county
The disclosure must list reportable contributions to any of the committees that exceed $300 per
election cycle that were made during the 12 months prior to award of the contract. See N.J.S.A.
19:44A-8 and 19:44A-16 for more details on reportable contributions.
N.J.S.A. 19:44A-20.26 itemizes the parties from whom contributions must be disclosed when a
business entity is not a natural person. This includes the following:
•
individuals with an “interest” ownership or control of more than 10% of the profits or assets
of a business entity or 10% of the stock in the case of a business entity that is a corporation
for profit
•
all principals, partners, officers, or directors of the business entity or their spouses
•
any subsidiaries directly or indirectly controlled by the business entity
•
IRS Code Section 527 New Jersey based organizations, directly or indirectly controlled by
the business entity and filing as continuing political committees, (PACs).
When the business entity is a natural person, “a contribution by that person’s spouse or child,
residing therewith, shall be deemed to be a contribution by the business entity.” [N.J.S.A. 19:44A-
20.26(b)] The contributor must be listed on the disclosure.
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Any business entity that fails to comply with the disclosure provisions shall be subject to a fine
imposed by ELEC in an amount to be determined by the Commission which may be based upon
the amount that the business entity failed to report.
The enclosed list of agencies is provided to assist the contractor in identifying those public
agencies whose elected official and/or candidate campaign committees are affected by the
disclosure requirement. It is the contractor’s responsibility to identify the specific committees to
which contributions may have been made and need to be disclosed. The disclosed information
may exceed the minimum requirement.
The enclosed form, a content-consistent facsimile, or an electronic data file containing the required
details (along with a signed cover sheet) may be used as the contractor’s submission and is
disclosable to the public under the Open Public Records Act.
The contractor must also complete the attached Stockholder Disclosure Certification. This will
assist the agency in meeting its obligations under the law. NOTE: This section does not apply
to Board of Education contracts.
* N.J.S.A. 19:44A-3(s): “The term "legislative leadership committee" means a committee
established, authorized to be established, or designated by the President of the Senate, the Minority
Leader of the Senate, the Speaker of the General Assembly or the Minority Leader of the General
Assembly pursuant to section 16 of P.L.1993, c.65 (C.19:44A-10.1) for the purpose of receiving
contributions and making expenditures.”
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C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM
Required Pursuant to N.J.S.A. 19:44A-20.26
PART I – VENDOR INFORMATION
Vendor Name:
Address:
City:
State:
Zip:
The undersigned being authorized to certify, hereby certifies that the submission provided herein
represents compliance with the provisions of N.J.S.A. 19:44A-20.26 and as represented by the
Instructions accompanying this form.
Signature
Printed Name and Title
PART II – Contribution Disclosure
Disclosure requirement: Pursuant to N.J.S.A. 19:44A-20.26 this disclosure must include all
reportable political contributions (more than $300 per election cycle) over the 12 months prior to
submission to the committees of the government entities listed on the form provided by the local
unit.
☐ Check here if disclosure is provided in electronic form
Contributor Name
Recipient Name
Date
Dollar Amount
$
☐ Check here if the information is continued on subsequent page(s)
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LIST OF AGENCIES WITH ELECTED OFFICIALS REQUIRED FOR POLITICAL
CONTRIBUTION DISCLOSURE – N.J.S.A. 19:44A-20.26
County Name
State: Governor, and Legislative Leadership Committees
Legislative District #s: (State Senator and two members of the General Assembly per district)
County Freeholders
County Clerk
County Sherriff
County Executive
Surrogate
Municipalities (Mayor and members of governing body, regardless of title)
USERS SHOULD CREATE THEIR OWN FORM, OR DOWNLOAD FROM THE PAY
TO PLAY SECTION OF THE DLGS WEBSITE A COUNTY-BASED, CUSTOMIZABLE
FORM.
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DOC #5 – STOCKHOLDER DISCLOSURE CERTIFICATION
Name of Business
☐ I certify that the list below contains the names and home addresses of all stockholders
holding 10% or more of the issued and outstanding stock of the undersigned.
OR
☐ I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the
undersigned.
Check the box that represents the type of the organization:
☐ Partnership
☐ Limited Liability Partnership
☐ Sole Proprietorship
☐ Limited Partnership
☐ Limited Liability Company
☐ Corporation
☐ Subchapter S Corporation
Sign and notarize the form below, and, if necessary, complete the stockholder list below.
Stockholders:
Name:
Name:
Home Address:
Home Address:
Name:
Name:
Home Address:
Home Address:
Name:
Name:
Home Address:
Home Address:
Subscribed and sworn before me this ___ day of ___________, 2__.
(Notary Public)
My Commission expires:
_________________________________
(Affiant)
________________________________
(Print name & title of affiant)
(Corporate Seal)
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DOC #6 – CERTIFICATION OF NON-INVOLVEMENT IN PROHIBITED ACTIVITIES
IN IRAN
Pursuant to N.J.S.A. 52:32-58, Offerors must certify that neither the Offeror, nor any of its parents,
subsidiaries, and/or affiliates (as defined in N.J.S.A. 52:32 – 56(e) (3)), is listed on the Department
of the Treasury’s List of Persons or Entities Engaging in Prohibited Investment Activities in Iran
and that neither is involved in any of the investment activities set forth in N.J.S.A. 52:32 – 56(f).
Offerors wishing to do business in New Jersey through this contract must fill out the Certification
of Non-Involvement in Prohibited Activities in Iran here:
http://www.state.nj.us/humanservices/dfd/info/standard/fdc/disclosure_investmentact.pdf.
Offerors should submit the above form completed with their proposal.
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DOC #7 – NEW JERSEY BUSINESS REGISTRATION CERTIFICATE
(N.J.S.A. 52:32-44)
Offerors wishing to do business in New Jersey must submit their State Division of Revenue issued
Business Registration Certificate with their proposal here. Failure to do so will disqualify the
Offeror from offering products or services in New Jersey through any resulting contract.
https://www.njportal.com/DOR/BusinessRegistration/
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DOC #8 – EEOAA EVIDENCE
Equal Employment Opportunity/Affirmative Action
Goods, Professional Services & General Service Projects
Vendors are required to submit evidence of compliance with N.J.S.A. 10:5-31 et seq. and N.J.A.C.
17:27 in order to be considered a responsible vendor.
One of the following must be included with submission:
•
Copy of Letter of Federal Approval
•
Certificate of Employee Information Report
•
Fully Executed Form AA302
•
Fully Executed EEO-1 Report
See the guidelines at:
https://www.state.nj.us/treasury/contract_compliance/documents/pdf/guidelines/pa.pdf for
further information.
I certify that my bid package includes the required evidence per the above list and State website.
Signature
Printed Name and Title
Date
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STATE OF NEW JERSEY DEPARTMENT OF THE TREASURY
DIVISION OF PURCHASE AND PROPERTY
33 WEST STATE STREET, P.O. BOX 230
TRENTON, NEW JERSEY 08625-0230
DOC #9 – MACBRIDE-PRINCIPLES FORM
Bid Solicitation #: _________________
Vendor / Bidder: __________________
VENDOR’S/BIDDER’S REQUIREMENT TO PROVIDE A CERTIFICATION IN
COMPLIANCE WITH THE MACBRIDE PRINCIPALS AND NORTHERN IRELAND
ACT OF 1989
Pursuant to Public Law 1995, c. 134, a responsible Vendor/Bidder selected, after public bidding,
by the Director of the Division of Purchase and Property, pursuant to N.J.S.A. 52:34-12, must
complete the certification below by checking one of the two options listed below and signing where
indicated. If a Vendor/Bidder that would otherwise be awarded a purchase, contract or agreement
does not complete the certification, then the Director may determine, in accordance with applicable
law and rules, that it is in the best interest of the State to award the purchase, contract or agreement
to another Vendor/Bidder that has completed the certification and has submitted a bid within five
(5) percent of the most advantageous bid. If the Director finds contractors to be in violation of the
principals that are the subject of this law, he/she shall take such action as may be appropriate and
provided by law, rule or contract, including but not limited to, imposing sanctions, seeking
compliance, recovering damages, declaring the party in default and seeking debarment or
suspension of the party.
I, the undersigned, on behalf the Vendor/Bidder, certify pursuant to N.J.S.A. 52:34-12.2 that:
Check the appropriate box:
☐ The Vendor/Bidder has no business operations in Northern Ireland;
OR
☐ The Vendor/Bidder will take lawful steps in good faith to conduct any business operations it
has in Northern Ireland in accordance with the MacBride principals of nondiscrimination in
employment as set forth in section 2 of P.L. 1987, c. 177 (N.J.S.A. 52:18A-89.5) and in
conformance with the United Kingdom’s Fair Employment (Northern Ireland) Act of 1989,
and permit independent monitoring of its compliance with those principals.
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CERTIFICATION
I, the undersigned, certify that I am authorized to execute this certification on behalf of the
Vendor/Bidder, that the foregoing information and any attachments hereto, to the best of my
knowledge are true and complete. I acknowledge that the State of New Jersey is relying on the
information contained herein, and that the Vendor/Bidder is under a continuing obligation from
the date of this certification through the completion of any contract(s) with the State to notify the
State in writing of any changes to the information contained herein; that I am aware that it is a
criminal offense to make a false statement or misrepresentation in this certification. If I do so, I
will be subject to criminal prosecution under the law, and it will constitute a material breach of my
agreement(s) with the State, permitting the State to declare any contract(s) resulting from this
certification to be void and unenforceable.
Signature
Printed Name and Title
Date
3. Vendor’s Response to RFP 230149
Response Document
•
1. Method of Approach
Provide a detailed written response to each requirement describing how the services offered will
meet the Service Requirements of this solicitation for the City of Tucson and the national
program. For each proposed category, describe and/or provide details explaining your
capabilities. In your response include information such as:
A. Policies and programs detailing your efforts in these areas.
Artisan's current major commercial markets include Healthcare, Education, State of
Arizona/Government, Corporate, Hospitality, and House of Worship with an extensive list of
system implementations that provide AV presentation, conferencing, auditorium technology,
unified messaging, and entertainment systems tailored to meet the needs of each
organization.
The depth of professional experience encompassing the Engineering, Project Management,
and Technician staff at Artisan Systems includes digital messaging, mass notification systems
at dozens of K-12 facilities, large videowall installations with emergency and network
operating centers. Conference room technologies with ability to work onsite and/or work
remotely.
Through Artisan's ongoing work with key audio-visual consultants, and commercial
contracting companies, we are fortunate to have developed a diverse portfolio of commercial
accounts. Customers are better described as working partnerships that, in some cases, span
multiple years of working together.
Since joining the state contract 5 years ago, Artisan has grown its portfolio to include projects
from AHCCCS, Arizona Board of Executive Clemency, Arizona Court of Appeals, Arizona
Criminal Justice Commission, Arizona Department of Administration, Arizona Department
of Corrections, Arizona Department of Economic Security, Arizona Department of Gaming,
Arizona Department of Homeland Security, Arizona Department of Public Safety, Arizona
Department of Real Estate, Arizona Game and Fish, Arizona Peace Officer Standards and
Training, Arizona State Board of Dental Examiners and Arizona State Land Department.
These projects include huddle spaces, training rooms, executive conference rooms, medium
training rooms, digital signage, boardrooms, auditoriums, emergency operating command
centers, and large video walls. Artisan has been a key partner in standardizing conference
room solutions for various state entities.
B. Literature explaining your capabilities.
1.1 Artisan Systems has been offering commercial audio-video design, integration, and
installation services since 2004. We have set up organizational processes within the company
to ensure our company meets our clients demands while providing consistency to our clients.
Our commercial teams are setup from Account Management through Field Engineering and
each team has individuals who are experienced in the commercial field in their respective
discipline including installation, field engineering, programming, project management, and
aftermarket service.
From sales to implementation every team member is on the same page and has access to all
documents pertaining to the respective job they are on. The sales teams have sales engineers
who have the resources to provide educated/qualified proposal development with costs
analysis that meet our clients’ budgets. One of the processes in place is our kickoff meetings,
both internal and with our clients at the job site.
Artisan has extensive experience delivering A/V conference room technologies and video
walls for emergency operating centers and digital signage. We also have extensive
experience delivering A/V solutions for classroom, auditorium, and sports venue solutions.
Since Artisan has become a vendor for the state contract in 2017 we have successfully
completed over 75 projects for the Arizona State Departments and Coop members. Currently
we have over 25 open projects that have been awarded to be completed with various
departments and coop members. We have been awarded over $2,000,000 in business with
state departments and over $1.1 million dollars in business with Coop members.
Artisan has completed projects for the following state departments:
· Arizona Department of Administration with multiples agencies associated with AZ DOA
· Arizona Department of Corrections
· Arizona Game & Fish
· Arizona State Land
· Arizona Peace Officer Standards
· Arizona Office of Tourism
· AHCCCS
· Arizona Department of Public Safety
· Arizona Department of Economic Security
We have worked with Coop members including:
· Washington Elementary School District
· Miami School District
· Santa Cruz Union High School
· City of Mesa
In these jobs we have provide various solutions for the state and the coop members
including:
· Google meets hangouts for AZ DOA
· Conference Room of various sizes (Huddle, small, medium, large, combined and
uncombined)
· Training Rooms
· Board rooms
· Scheduling panels
· Digital Signage
· Emergency Operating Centers at AZ DOC & AZ DPS
· Video & Audio Solutions for school auditoriums
· Incorporated live streaming and broadcasting
1.2 May 19, 2004
1.3 S Corporation / LLC
1.4 State of Arizona
1.5 15876 N 76th Street, Suite 100, Scottsdale, AZ 85260
1.6 Artisans organizational Chart is attached: - Artisan Organization.pdf
1.7 We have no conflict of Interest with any State Employee
1.8 Artisan has had no bankruptcies or Receiverships in its history.
1.9 Artisan has not been involved in any SEC investigations or violations.
1.10 Artisan is not involved in any litigations.
1.11 Artisan is not involved in any litigation.
1.12 Artisan has not had any contracts terminated in past 5 years for cause or convenience.
1.13 There has been no Criminal or Civil offense filed against Artisan or by Artisan
1.14 Our industry Certifications are below. Additional employee certifications are attached to
the RFP. - File Name - Employee Certifications.pdf
Industry Certifications
Crestron Authorized Dealer Polycom Certified Premier Partner
Zoom Video Conferencing Certified Partner Cisco Telepresence Video
OSHA Outreach Chief Certified Partner
Control4 Authorized Dealer Cambridge Sound Management Authorized Dealer
Exertis Distribution Authorized Reseller Shure Authorized Dealer
Professional Certifications
InfoComm International CTS – Certified Technology Specialist Crestron Digital Media
Certified: Engineer 4K, Technician, Designer, Lighting Control Systems
AMX Certified Cabling, Audio, Control Essentials Harman Certified Audio Design
Dante Certification Audinate Polycom Certified Technical Sales & Sales Engineer
Cisco Telepresence Video Sales/Engineer
Specialist Cambridge Sound Management certified
Extron Certified AV Professional QSC Q-SYS certified
C. Describe how services will be distributed to the City of Tucson and nationwide.
Artisan Systems office is in Scottsdale AZ. All services will be distributed from this
location.
D. Describe the types of customer service available to agencies that use this contract:
Our account managers work closely with clients to define the scope of work and establish
a price to meet budgets and expectations. Once the project is awarded, we schedule an
internal kickoff to hand the project off to the Project Manager who is assigned to the
project and our Project Engineering team is brought up to speed on the project so they
can create CAD/One-line drawings, rack elevations, and handle other trade coordination
necessary for implementation. The Project manager will take on their project, meet with
the client for the external kick off meeting, and become the contact person for clients
through project completion. The Project Manager also is responsible for safety oversight
and coordinating with trade partners to make sure that sites are ready, or we are ready to
be onsite when they finish. The PM coordinates all in-house team members throughout
the project, scheduling them for a smooth project timeline. They are now responsible for
delivering their projects on time, within budget and with 100% client satisfaction.
Artisan’s Logistics Coordinator works closely with the PM and makes sure they
understand product timelines and availability of product requested. The Logistics
Coordinator is responsible for issuing purchase orders for all product to vendors,
receiving material in the warehouse and staging it to the correct project. They also are in
contact with vendors regarding ETAs of product. When the project is ready to go out they
are responsible for Staging the project so the installation team can reach it easily and load
it onto a truck and obtain sign out sheets executed to verify product left to site.
Our Installation Team is comprised of Lead Technicians and techs who are the backbone
of Artisan’s operations. They are dependable hard workers who communicate with the
clients in a professional manner regarding rooms, floors, and storage. It is the Installers
job to identify and sign out the EQ, while verifying that there is no damage to product,
and load their vehicles. They are responsible for maintaining safety while driving and
onsite of every project. They are well versed in reading line drawings and lists of
equipment while following the identified process for installing all product at job sites.
Our Engineering team is comprised of Design, Software, and Field engineers that have
over 20 years of experience in designing, programming, commissioning, and servicing
audio video solutions. They have familiarized themselves with the functionality of the
latest products and technology to empower our client solutions. This has aided them in
creating the Artisan processes that allow for the growth in efficiency through a systematic
approach. The Engineering team is responsible for designing the system including
analyzing the bill of materials to create CAD/one-line drawings and rack elevations. Our
Field Engineers are responsible for finalizing the functionality of the system design and
then empowering the end user with the information needed to be successful with the
provided solution.
1. Will the City of Tucson and Participating Agencies be assigned a dedicated
service representative and/or a dedicated service team?
2. How are problems resolved?
Customer satisfaction data is brought to weekly leadership meetings. If a problem
or trend is found, adjustments are made and sent to the necessary departments for
implementation and we communicate the resolution plan and track progress and
communicate it back to the client.
Typically questions or complaints are answered within the same business day. We
will respond to a request for quote or proposal within a few hours to discuss client
needs or schedule a site walk. Price quotes can vary depending on the size and
scope of the request. Small proposals can be completed within a few days, while a
large proposal may take one to two weeks.
Depending on the stage of the project, these questions would typically be handled
by the Account manager/Sales Engineer, Project Manager, or Service Manager.
Artisan has a dedicated service number 480-247-9100 which is answered Monday
through Friday 7:30 to 4:30 pm. Clients may leave a voicemail and we will
return the phone calls within 24 business hours. For faster response, we
recommend sending an email to service@artisanaz.com.
3. What response time is guaranteed when a customer service request is made?
Artisan’s service department has Service Technicians familiar with
caring for the systems we install and are able to provide both remote and
onsite support for our clients. They provide extended warranties and
maintenance contracts with 4-hour phone response and 24 to 72-hour
onsite response time depending on the structure of the support contract.
4. Do you measure/track the success of your customer service program? If so,
how do you do this, and what are your findings?
Artisan carefully measures and tracks customer service analytics by constantly
communicating with the client to make sure we are exceeding the clients
expectations. The information obtained from our clients is documented, analyzed
and discussed during KOM’s and closeout meetings to make sure we are
constantly improving our customer service.
5. Describe if technical support questions are handled the same way as a
customer service request? If not, describe the type(s) of technical support
available, the location of technical support, and the hours of technical
support.
Submit additional information that will aid the City in evaluating your
proposal.
Technical Support questions are handled in the same manner as customer service
requests.
6. What is the turnaround time for repairs? Describe the process. Are loaner
products available?
Turnaround times will vary depending on the level of service contract the City of
Tucson engages. Artisan incorporates an extremely thorough staging and burn-in
session before any equipment is delivered and installed on site. This process
eliminates out-of-the-box equipment failures. If there is an equipment failure after
installation, Artisan’s service department will determine if the issue can be
resolved remotely or if a truck needs to be dispatched. If a tech needs to come to
site to replace a defective piece of equipment, we will either bring the exact
replacement piece on site or a comparable piece (Loaner) to get the client up and
running as quickly as possible until the original piece can be repaired or replaced.
E. Describe the warranty period of products. Submit information on your warranty
programs. Provide a detailed written response to each requirement describing how
your offer will meet the General Requirements of this solicitation for the City of
Tucson and the national program (if applicable).
Artisan Systems warrants that the quality of installation work performed under the scope
of this proposal to be free from faults or defects for the life of the installed product.
Artisan has been a vendor for the State of Arizona for the past few years and under the
obligation, Artisan will provide service and repair for one year upon acceptance. We
offer maintenance contracts above and beyond.
For products that have less than 12-month warranty, Artisan will provide warranty for the
remaining period up to 12 months.
The client should reach out to the Service department at service@artisanaz.com to start
the warranty process. We will schedule a technician to work with the client to assess the
equipment remotely and may result in having a technician visit the client’s site. We will
generate a Return Merchandise Authorization for the equipment, if necessary.
We have a dedicated service department that can diagnose many of the problems
remotely by phone or email which could alleviate a truck roll.
If the problem is not resolved remotely, we will schedule one of our experienced
technicians for a site visit to further assess and find a resolution in the quickest and most
cost-effective approach.
F. Describe how problems - such as a customer ordering a wrong product; a customer
receiving a defective product; etc. is resolved.
Account Managers meet with their clients to determine the requirements and needs for
the project requested. They work with our Design Engineers to develop a specific scope
of work and BOM to make sure that all products conform to the client requirements and
avoid any unnecessary change orders. If the wrong product has been proposed a change
order will be issued to exchange the equipment and get the correct product on the project.
Typically, we build and test the system in our tech center at our office, which allows us to
catch any defective equipment before delivering it to the site. If defective equipment is
delivered to the site, we work with the vendor to replace or repair the equipment. Design
Engineers develop drawings and documentation before ordering equipment. If end-of-life
equipment is found, we notify the customer and recommend a replacement. If the
customer agrees, we will change out the equipment for the current version.
G. Describe how products will be distributed to the City of Tucson and nationwide.
Artisan will use two methods of product delivery/distribution to the City of Tucson:
• Product and equipment will be brought to site when the installation team
arrives for the project.
• Direct to site shipping will be used with pre-approved coordination with
the site project manager.
H. Describe your invoicing process. Is electronic invoicing available? Is summary
invoicing available? Are there other options on how an agency receives an invoice?
Submit sample invoices.
Artisan uses QuickBooks for its financials and all invoices are generated out of this
product and sent as a PDF to the client. Artisan can invoice according to a client’s PO or
requirements.
I. Submit additional information that will aid the City in evaluating your proposal.
Artisan is a current vendor for the State of Arizona and as such Artisan believes the city
of Tucson would qualify under the contract for state pricing.
If your firm is interested in being awarded the National AXIA cooperative contract, please
respond to the additional questions below:
Artisan is not bidding for the national contract.
1. AXIA: Provide a written response to the national program.
2. Include a detailed response to Attachment F, Exhibit A, Section 3.0 through 3.3, Axia
Cooperative Response for National Cooperative Contract. a.
1. Responses should highlight experience, demonstrate a strong national presence,
describe how offeror will educate its national sales force about the contract,
describe how products and services will be distributed nationwide, include a plan
for marketing the products and services nationwide, and describe how volume
will be tracked and reported to Axia Cooperative.
2. The successful offeror will be required to sign (in Attachment F), Exhibit B, Axia
Cooperative Administration Agreement. a. Offerors should have any reviews
required to sign the document prior to submitting a response. Offeror’s response
should include any proposed exceptions to the Axia Cooperative Administration
Agreement.
3. The successful offeror will be required to complete (in Attachment F) Exhibit G –
Federal Funds Certification. 4. Exhibit H (in Attachment F) – New Jersey
Business Compliance is optional for those respondents who do public business in
New Jersey.
• 2. Qualifications & Experience
A. Provide a brief history and description of your firm.
Artisan Systems has been offering commercial audio-video design, integration, and
installation services since 2004. We have set up organizational processes within the
company to ensure our company meets our clients demands while providing consistency
to our clients. Our commercial teams are setup from Account Management through Field
Engineering and each team has individuals who are experienced in the commercial field
in their respective discipline including installation, field engineering, programming,
project management, and aftermarket service.
From sales to implementation every team member is on the same page and has access to
all documents pertaining to the respective job they are on. The sales teams have sales
engineers who have the resources to provide educated/qualified proposal development
with costs analysis that meet our clients’ budgets. One of the processes in place is our
kickoff meetings, both internal and with our clients at the job site.
Our account managers work closely with clients to define the scope of work and establish
a price to meet budgets and expectations. Once the project is awarded, we schedule an
internal kickoff to hand the project off to the Project Manager who is assigned to the
project and our Project Engineering team is brought up to speed on the project so they
can create CAD/One-line drawings, rack elevations, and handle other trade coordination
necessary for implementation. The Project manager will take on their project, meet with
the client for the external kick off meeting, and become the contact person for clients
through project completion. The Project Manager also is responsible for safety oversight
and coordinating with trade partners to make sure that sites are ready, or we are ready to
be onsite when they finish. The PM coordinates all in-house team members throughout
the project, scheduling them for a smooth project timeline. They are now responsible for
delivering their projects on time, within budget and with 100% client satisfaction.
Artisan’s Logistics Coordinator works closely with the PM and makes sure they
understand product timelines and availability of product requested. The Logistics
Coordinator is responsible for issuing purchase orders for all product to vendors,
receiving material in the warehouse and staging it to the correct project. They also are in
contact with vendors regarding ETAs of product. When the project is ready to go out they
are responsible for Staging the project so the installation team can reach it easily and load
it onto a truck and getting sign out sheets executed to verify product left to site.
Our Installation Team is comprised of Lead Technicians and Techs who are the backbone
of Artisan’s operations. They are dependable hard workers who communicate with the
clients in a professional manner regarding rooms, floors, and storage. It is the Installers
job to identify and sign out the EQ, while verifying that there is no damage to product,
and load their vehicles. They are responsible for maintaining safety while driving and
onsite of every project. They are well versed in reading line drawings and lists of
equipment while following the identified process for installing all products at job sites.
Our Engineering team is comprised of Design, Software, and Field engineers that have
over 20 years of experience in designing, programming, commissioning, and servicing
audio video solutions. They have familiarized themselves with the functionality of the
latest products and technology to empower our client solutions. This has aided them in
creating the Artisan processes that allows for the growth in efficiency through a
systematic approach. The Engineering team is responsible for designing the system
including analyzing the bill of materials to create CAD/one-line drawings and rack
elevations. Our Field Engineers are responsible for finalizing the functionality of the
system design and then empowering the end user with the information needed to be
successful with the provided solution.
Artisan’s service department has Service Technicians familiar with caring for the systems
we install and are able to provide both remote and onsite support for our clients. They
provide extended warranties and maintenance contracts with 4-hour phone response and
24 to 72-hour onsite response time depending on the structure of the support contract.
Artisan has extensive experience delivering A/V conference room technologies and video
walls for emergency operating centers and digital signage. We also have extensive
experience delivering A/V solutions for classroom, auditorium, and sports venue
solutions.
B. Provide a summarization of your experience in performing work similar to that
outlined in this solicitation.
Since Artisan has become a vendor for the state contract in 2017 we have successfully
completed over 75 projects for the Arizona State Departments and Coop members.
Currently we have over 25 open projects that have been awarded to be completed with
various departments and coop members. We have been awarded over $2,000,000 in
business with state departments and over $1.1 million dollars in business with Coop
members.
Artisan has completed projects for the following state departments:
· Arizona Department of Administration with multiples agencies associated with AZ
DOA
· Arizona Department of Corrections
· Arizona Game & Fish
· Arizona State Land
· Arizona Peace Officer Standards
· Arizona Office of Tourism
· AHCCCS
· Arizona Department of Public Safety
· Arizona Department of Economic Security
We have worked with State of Arizona Coop members including:
· Washington Elementary School District
· Miami School District
· Santa Cruz Union High School
· City of Mesa
In these jobs we have provide various solutions for the state and the coop members
including:
· Google meets hangouts for AZ DOA
· Conference Room of various sizes (Huddle, small, medium, large, combined and
uncombined)
· Training Rooms
· Board rooms
· Scheduling panels
· Digital Signage
· Emergency Operating Centers at AZ DOC & AZ DPS
· Video & Audio Solutions for school auditoriums
· Incorporated live streaming and broadcasting
C. Provide a minimum of three references for which your firm has provided the same
solution (please include company name, address, contact person, phone number and
email address). References from other public agencies, particularly municipal
governments, with similar environmental conditions as the City of Tucson are
preferred.
List of references
#1
AZDOC: New EOC / 701 E Jefferson St, Phoenix, AZ 85034
LT Joseph Bowers
03-2022 to 09-2022
Phone Number: 602-471-4546
Email Address: jbowers@azadc.gov
Event Scope and deliverables, include number of resources engaged in project, timeline
of project (major milestones)
Client reached out to Artisan to design and implement a new command center. System
was designed for client according to their functional needs.
SOW work for this project included the installation of a new HD Video distribution
system, audio distribution system, control system, multiple video walls, HDMI
connection points, and a bring your own device audio/video conferencing integration.
In addition to the Command Center, Artisan also provided a conference room and outfit
the director’s office.
This project was new construction. System was designed and implemented according to
construction timelines. Phases of installation were Pre-Wire, Trim-Out, Final gear
installation, Programming and Commissioning, and Training.
Project started in March 2022 and wrapped up Sept of 2022
List job positions provided and technologies utilized to supplement services:
Design Engineer (1), Project Manager (1), Field Installers (2), Field Engineer (1), Audio
Engineer (1), and Programmer (1).
Technology Used:
Video consists of AVPRO Edge 4K video distribution. (4) 100” Planer quad format
displays, Samsung 55” 2x2 video wall, QSC PTZ Camera and multiple input wall and
floor plates for sources.
Audio consists of QSC DSP, Crestron amplifier, Crestron in-ceiling speakers, and Shure
microphones.
Control is a Crestron control processor and multiple touch panels.
#2
Arizona Peace Officers Standards and Training Board
2643 E University Dr
Phoenix, AZ 85043
Dan Wilson
11-2019 - 03-2020
Phone Number 602-774-9383
Email Address danw@azpost.gov
Event Scope and deliverables, include number of resources engaged in project, timeline
of project (major milestones)
Artisan designed and installed an upgrade to AZPOST Board Room video. Artisan
worked with the client to understand functionality usage for the space. The budget for
this project was to upgrade the video and control while incorporating into the existing
audio of the room. Since this system has been in place Artisan has successfully upgraded
2 additional classrooms and is currently working on upgrading the Audio system in the
Board Room.
SOW: Add 2 large format displays to side wall, 3 large format display behind board
members desks.
Add 7 small format desk monitors for each seat of the board members.
4k network video distribution to all displays and multiple source input locations.
Add conference camera with streaming capabilities.
Added control system with 2 touch panel control locations.
Rewired room will all new cabling and additional microphone locations.
List job positions provided and technologies utilized to supplement services.
Technology Used:
Video: Crestron NVX 4K Network video distribution, View Sonic Large format display,
Crestron 1x8 HD distribution amplifier, retractable cable cubbies for video connectivity.
Control System: Crestron Control processor, (2) 7” control touch panels
#3
Arizona Department of Public Safety EOC AV Update
2222 W Encanto, Phoenix, AZ 85009
Derek Ortiz
04-2021 - 06-2021
Phone Number 602-980-2453
Email Address Dortiz@azdps.gov
Event Scope and deliverables, include number of resources engaged in project, timeline
of project(major milestones)
Artisan was contracted by AZDPS to update the technology in the EOC command
center. Project consisted of utilizing existing A/V equipment while incorporating new
equipment.
PSC Classroom deliverables: Relocating existing 2x8 video wall, add new 2x8 video
wall, add multiple additional displays, re-wire existing speakers, add cameras and
microphones for BYOD conferencing, added multiple input locations, added multiple
wireless presentation devices, added live streaming, and recording capabilities, added
new 4K network-based video distribution system and new audio DSP and
amplifiers. Reprogrammed control system and audio distributions systems.
Main entrance and west wall display: Relocated existing current aged displays and added
new displays with OFE cable boxes.
Cafeteria: Added video distribution from PC Classroom as overflow, installed OFE cable
box and added to control system.
Small conference room: Added video distribution from PC Classroom as overflow,
replaced all video endpoints, add new control touch panel, and reprogrammed system.
List job positions provided and technologies utilized to supplement services.
Design Engineer (1), Project Manager (1), Install Technicians (4), Audio Engineer (1),
Crestron Programmer (1), Account Manager (1)
Technologies:
PC Classroom: Crestron control system and touch panels, 2x8 Samsung Video wall,
Crestron NVX 4K network video distribution system, QSC audio DSP and amplifiers,
Shure MXA910 ceiling microphones, QSC PTZ Cameras, Lumens LC200 video
streamer, and Samsung large format displays.
Small Conference room: Crestron control touch panel, Crestron NVX 4k video endpoint,
new 4k wall plates and Crestron networked control modules.
D. Provide a brief overview of business operations, with an emphasis on experience
providing Audio and Video (AV) equipment (including accessories), and related AV
services (e.g. design, installation, maintenance, integration, training), experienced
AV personnel deployment, and personnel training.
Artisan Systems has provided residential and commercial audio-visual systems
integration services since 2004. The commercial division within the company is
structured with experienced individuals in their defined disciplines operating under
common organizational processes. Account Managers identify client needs assessments,
utilizing Sales Engineering resources to provide implementation planning with costs
analysis, budgetary planning, and proposal development with scope of work description.
Upon formal acceptance of a proposal, an internal kick-off meeting leads to an assigned
Project Manager. Engineering is engaged for systems design with associated CAD one-
line drawings, rack elevations, and associated architectural/3rd party trade coordination
information necessary for system implementation. The Project Manager becomes and
remains the primary contact to the customer and applicable 3rd parties throughout the
project for site coordination and installation scheduling. Artisan's Logistics Coordinator
works with our Project Managers to ensure procurement and manages receipt of all
equipment and materials specified during the engineering phase of the project. Installers
provide necessary site rough-in services during the appropriate phases of the project
lifecycle while technicians build equipment racks at Artisan's Tech Center rack staging
area for complete setup and testing prior to delivery to the job site for final installation.
When applicable, Crestron control system programs are developed by in-house
programmer (Software Engineer). The Project Manager schedules GUI development
review meetings to ensure the end user interface meets customer needs. A dedicated Field
Engineer provides the expertise for final system acceptance, providing network, audio,
video, and related system configuration tasks and thorough testing procedures to ensure
systems are commissioned properly and they provide end-user training. With all system
documentation already in their possession, Service Technicians have the resources they
need to properly support the work provided throughout the warranty period.
Our Installation Team is comprised of Lead Technicians and Helpers who are the
backbone of Artisan’s operations. They are dependable hard workers who communicate
with the clients in a professional manner regarding rooms, floors, and storage. It is the
Installers job to identify and sign out the EQ, while verifying that there is no damage to
product, and load their vehicles. They are responsible for maintaining safety while
driving and onsite of every project. They are well versed in reading line drawings and
lists of equipment while following the identified process for installing all product at job
sites.
Our Engineering team is comprised of Design, Software, and Field engineers that have
over 20 years of experience in Programming, commissioning, and servicing audio video
solutions. They have familiarized themselves with the functionality of the latest products
and technology to empower our client solutions. This has aided them in creating the
Artisan processes that allow for the growth in efficiency through a systematic approach.
The Engineering team is responsible for finalizing the functionality of the system design
and then empowering the end user with the information needed to be successful with the
provided solution.
Artisan’s service department has Service Technicians familiar with the systems and are
able to provide both remote and onsite support for our clients. Artisan service department
offers maintenance and support contract options for up to 5 years after project
acceptance. Our goal is to minimize the down time. Technology is evolving every day
and without proper maintenance, systems will fail to perform at efficient levels.
Electronic equipment needs routine checkups. Manufacturers implement new firmware
throughout the life of their product to push improvements and new features. Artisan
carefully monitors the firmware for the products we sell. During our routine visits we will
determine if the electronics that are installed need an update. When Artisan finds issues
that can be fixed during the visit, we will address them. Artisan also takes pride in how
your system looks. We will clean the dust-off equipment, clean the display screens and
check the wire management.
Plan Features
Typical Maintenance Visits include but are not limited to:
• Thoroughly clean the equipment rack
• Examine and repair cable management, as needed
• Examine and repair cable terminations, as needed
• Testing and document status of video systems of each room
• Testing and document status of audio systems of each room
• Testing and document status of any recording/playback equipment
• Testing and document status of all video conferencing systems
• Clean or change filters on any LCD/DLP projectors as necessary
• Clean lenses on any LCD/DLP projectors
• Record lamp and filter hours on LCD/DLP projectors
• Clean and inspect all monitors and displays in the system
• Test and record status of system software/firmware
• Update software/firmware to system components as needed
• Repair and/or adjust any malfunctioning equipment found during testing if possible
• Update signal flow diagrams as needed
• Update System Maintenance Log
E. Date established;
May 19, 2004
F. Ownership (public, partnership, subsidiary, etc.);
LLC, S-Corporation
G. Location in which the Offeror is incorporated.
State of Arizona
H. Office location(s) responsible for performance of proposed tasks;
Artisan Systems
15876 N. 76th Street, Suite 100
Scottsdale, AZ 85260
I. Offeror shall provide the number, size and location of their distribution facilities,
warehouses and service facilities as applicable.
Artisan has a 12,000 sq ft facility in Scottsdale Arizona. This facility encompasses a
showroom, a 5000 sq ft warehouse and a 2000 sq ft tech and service area.
J. Offeror's organizational chart relevant to this project, specifically identifying the
key point of contact for all questions related to the submitted offer;
Greg Robinson, Account Manager will be the point of contact for all questions related to
this offer.
K. Full disclosure of any potential conflict of interest (e.g. serving as a reseller of
computer hardware, software or business relationships between the Offeror and any
State employee who functions or has responsibilities in the review or approval of the
undertaking or carrying out of the project);
Artisan has no conflicts of interest with any state employee.
L. Offeror may provide copies of any professional or industry certifications that
represent the services detailed in this RFP.
See attached employee certifications.
M. References from past projects.
N. Core Construction
O. 3036 East Greenway Rd.
P. Phoenix, AZ 85032
Corey Adams
09-2020
07-2021
Phone Number
Email Address
480-291-2133
Corey Adams <coreyadams@coreconstruction.com>
Event Scope and deliverables, include number of resources engaged in project, timeline of project(major milestones)
W.E.S.D. Unified School District
Artisan was contracted by CORE Construction to design and implement Audio/Video and lighting upgrades for
elementary schools at the Washington School District. The work was performed in the cafeteria/gymnasium.
Artisan worked with many trades and different school schedules to provide a simple and quality
audio/video/and lighting system. After successfully completing the first 6 schools we are currently working on
new contract to implement similar system in 19 more schools.
System Scope of Work was to revamp each cafeteria/gymnasium with a new audio, video, and stage lighting systems. This
process included removal off all existing equipment, Re-wire of all necessary cables, remove old electric screen and replace
with new rear projection screen. Mount projector on back wall of stage on wall mount bracket. Removal of existing stage
lighting and replace with new LED lights with various focal points. Remove old audio electronics, speakers, and
amplifiers. Replace with new mixer, speakers, amplifiers, microphones, and all new cabling. Added a simple control system
to turn system on and off.
Artisan started installation of this project February of 2021 and finished last school July of 2021.
List job positions provided and technologies utilized to supplement services.
Design Engineer (1), Project Manager (1), Install Technicians (3), Audio Engineer (1)
Technologies:
Video: Electric Draper rear projection screen. Optima 4K laser projector, and source input plate.
Audio: Shure Microphones, Allen & Heath console mixer, DB Technology powered speakers and audio wall
plates
Lighting: Chauvet lights, DMX Cable, and connection boxes and DJOBEY lighting console
Control: C2G Trulink AV Controller
Client Company/Address
Contact
Begin Date
End Date
Banner Health / BUMCT Renovations
1501 N Campbell Ave
Tucson, AZ 85724
David Eiri
04-2018
03-2019
Phone Number
Email Address
916-206-2488
David.eiri@bannerhealth.com
Event Scope and deliverables, include number of resources engaged in project, timeline of project(major milestones)
This project was the first of many awarded to Artisan at this location. Project was a new construction/remodel
of a Health Care facility in Tucson, AZ. Artisan was hired to install new conference room and classroom
technology.
Scope of work for this Project consisted of wiring, installation, and commissioning of 10 conference rooms, 1
combinable classroom and huddle spaces.
Conference rooms consisted of following: Conference camera, HDMI and USB transmission from table, In-
ceiling speakers, wireless content device, display and control.
Training rooms consisted of following: Conferencing camera, ceiling microphones, speakers, displays, and
control system.
Phases of installation were Pre-Wire, Trim-out, Final gear installation, programming and commissioning and
training.
Artisan was hired by end user and worked hand in hand with clients General Contractor to work
simultaneously with construction schedules.
The project started April of 2018 and was completed March of 2019.
List job positions provided, and technologies utilized to supplement services.
Design Engineer (1), Project Manager (1), Field Installers (3), Field Engineer (1), Audio Engineer (1), and
Programmer (1).
Technologies: NEC large format displays, Polycom conferencing systems, AXIS cameras, C2G control system,
Crestron Control system, Shure Microphones, QSC DSPs, Crestron speakers, Crestron wireless presentation
devices, Crestron touch panels, Crestron Amplifiers, and D-Link network switches.
Client Company/Address
Contact
Begin Date
End Date
AHCCCS Arizona Executive Conference
Room
Anothony Flot
03-20-2020
05-27-2020
Phone Number
Email Address
602-417-4831
Anthony.flot@azahcccs.gov
Event Scope and deliverables, include number of resources engaged in project, timeline of project (major
milestones)
Design and deliver a simple solution for executive conference room. System needed to be reliable and easy to
use for the executive team members. System was designed and deployed as a Bring your own conference
platform solution. Wireless presentation was installed for non-conferencing content presentation. A simple
HDMI and USB connection at 2 different locations on the table for video and audio conferencing. Simple touch
panel control to be used for program level adjustment and making SIP phone calls. Table inlays for both
power and computer connectivity installed for convenience and multiple device connectivity.
Phases included wiring, Installing equipment, programming, and commissioning.
Project started March of 2020 and finished May of 2020. Artisan worked with end users to schedule
appropriate time during down downtime so room would be available and not interrupt daily business.
List job positions provided, and technologies utilized to supplement services.
Design Engineer (1), Project Manager (1), Field Installers (2), Field Engineer (1), Audio Engineer (1), and
Programmer (1).
Technologies: Crestron Control system, Shure Microphones, QSC DSPs, Crestron speakers, Screen Beam
wireless presentation devices, Crestron touch panels, Crestron Amplifiers, and D-Link network switches.
Client Company/Address
Contact
Begin Date
End Date
AZDOA 1400 W Washington Renovations Ruben Duran
09-2020
03-2021
Phone Number
Email Address
602-897-1350
Ruben.Duran@azdoa.gov
Event Scope and deliverables, include number of resources engaged in project, timeline of project (major
milestones)
Design and install bring your own conference solution rooms on the 1st floor. 1 small huddle space, 3 medium
conference rooms and a 3 way combine and uncombine training room. Each location to have a wireless
presentation system present for non-conference meetings. Each space to have ability to hold a video
conference meeting. Training space set up to be used as one large training space with video conferencing or 3
individual video conference spaces. Each meeting space has scheduling panel on outside of door.
Phases of installation included: Wiring of all rooms. Equipment installation, programming, commissioning,
and training.
Project started September 2020 and Finished March 2021
List job positions provided, and technologies utilized to supplement services.
Design Engineer (1), Project Manager (1), Field Installers (2), Field Engineer (1), Audio Engineer (1), and
Programmer (1).
Technologies: Crestron Control system, Shure Microphones, QSC DSPs, Crestron speakers, Screen Beam
wireless presentation devices, Crestron touch panels, Crestron Amplifiers, and D-Link network switches.
Client Company/Address
Contact
Begin Date
End Date
AZDES TUC-OPD-DBME & DBME #2
4760 S Park Ave Tucson, AZ
Michael Garcia
09-2022
09-2022
Phone Number
Email Address
520-820.2081
michaelgarcia@azdes.gov
Event Scope and deliverables, include number of resources engaged in project, timeline of project(major milestones)
Design and install 7 individual conference rooms with large format displays with HDMI connection inputs for content
sharing. Including running cable, installing in-ceiling speakers, and configured systems.
Phases: Wiring and equipment installation. Commissioning and Training.
List job positions provided and technologies utilized to supplement services.
Design Engineer (1), Project Manager (1), Field Installers (2), Field Engineer (1), Audio Engineer (1), and
Programmer (1).
Technologies: Crestron Control system, Crestron speakers, Crestron Amplifiers, and D-Link network
switches. Samsung large format displays.
• 3. Price Proposal
A. Provide price proposal as requested on the Price Page attached herein labeled
Attachment H.
1. Use the excel sheet to respond to the Price Page Catalog (Excel Sheet 1) with
product offerings.
2. Vendors must provide a quote for Small Conference Room, Medium
Conference Room, and Large Conference Room (Excel Sheets 2 through 4).
(See Attached Spreadsheets)
NATIONAL RESPONSE:
Vendor is not applying for the national contract.
3. For each item listed include a response on National Pricing. Offeror shall provide
pricing based on a discount price list or catalog, or fixed price, or combination of
both with indefinite quantities.
1. Multiple percentage discounts are acceptable if, where different
percentage discounts apply, the different percentages are specified.
Additional pricing and/or discounts may be included.
2. Products and services proposed are to be priced separately with all
ineligible items identified.
4. Offeror(s) should add additional columns in order to accommodate additional
discounts. Propose a national discount off list price pricing structure. These are
the minimum discounts Supplier will offer to Participating Agencies.
5. Describe the catalog or index that discounts will be taken.
6. Describe any special pricing available to Participating Agencies.
7. Describe any special large order or large customer pricing or additional discounts
available to Participating Agencies.
8. Describe any products offered by Supplier that are not captured in the pricing
matrix.
9. Describe how Supplier proposes to price those items.
10. Describe any shipping charges.
11. Provide pricing for warranties on all products and services.
12. Describe any additional discounts or rebates available.
13. Describe how customers verify they are receiving Contract pricing.
14. Describe payment methods offered.
15. Propose the frequency of updates to the Offeror’s pricing structure.
16. Describe any proposed indices to guide price adjustments. While changes in
individual pricing may change, the category discounts should not change over the
term of the Contract.
17. Describe how future product introductions will be priced and align with Contract
pricing proposed.
18. Provide any additional information relevant to this section.
1. Not to Exceed Pricing. The City of Tucson requests pricing be submitted
as not to exceed pricing. Unlike fixed pricing, the Contractor can adjust
submitted pricing lower if needed but, cannot exceed original pricing
submitted. Contractor must allow for lower pricing to be available for
similar product and service purchases. Cost plus pricing as a primary
pricing structure is not acceptable.
Quantity
Item
Unit Price
Extended Price
1 Displays - NEC M651-AVT3
2836
2,836.00
$
1 Display Mount - Chief LTM1U
268
268.00
$
1 LED Wall - N/A
-
$
1 Control Panel - N/A
Not required
1 Microphones - Included with Video Conference System Below
Included
1 Speakers - Included with Video Conference System Below
Included
1 Projector - N/A
Not required
1 Presentation Connection Points
Included
1 Wireless Presentation Device - Included in Video Conference Kit
Included
1 Video Conferenceing Kit - Crestron Soundbar UC-SB-P50-WF-KIT
2908.7
2,908.70
$
1 Power and Cabling Kit - Crestron TT-110-BT
162.84
162.84
$
1 Room Reservation Panel - Crestron TSS-770-W-S
843.7
843.70
$
2 Project Management
90
180.00
$
1 Design Services
90
90.00
$
14 Installation
90
1,260.00
$
1 Shipping & Handling
210.58
$
1 Miscellaneous
250
250.00
$
1.5 Training Session
90
135.00
$
TOTAL
9,144.82
$
RFP 230149
Scenario Price Page - Small Conference Room - 100 to 175 sq ft
Option 1: Crestron TSW-770-LB Light bar Kit for Scheduler - $310 installed - Provides 180 degree visual indication of room availability.
Option 2: Crestron Xio Cloud - $3.45 per room-per month - Allows for remote management of all conference rooms using Crestron equipment
Option 3: Over floor raceway kit - $575 - This overfloor raceway kit comes with (1) HDMI cable and (1) USB cable (15' max).
Room Use:
The Crestron UC-SB-P50-AM-WF-KIT is a a BYOD solution for small conference rooms that can be used as a plug & play or wireless
teleconfercing platform. The kit includes a soundbar, 1 mic with a 15' pickup patteren and AirMedia wireless presentation/video conferencing. The
Creston TCC-770-W-S provides a complete room scheduling soltuion with remote notification and administration.
Links:
NEC M651-AVT3 - https://www.sharpnecdisplays.us/products/displays/m651
Crestron UC-SB-P50-AM-WF-KIT - https://www.crestron.com/model/6513157
Crestron TSS-770-W-S - https://www.crestron.com/Products/Control-Surfaces/Touch-Screens/Medium-Touch-Screens/TSS-770-W-S
Crestron TSW-770-LB-W - https://www.crestron.com/Products/Control-Surfaces/Accessories/Touch-Screen-Light-Bars/TSW-770-LB-W-S
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Barco
15%
0
Christie Digital Systems
20%
0
Chief
30%
Digital Projection
15%
0
Infocus
20%
0
LG
13%
0
Mustang
22%
0
NanoLumens
10%
0
NEC
20%
0
Optoma
27%
0
Panasonic
18%
0
Peerless
15%
0
Samsung
18%
0
Sunbrite
10%
0
Sony
10%
0
Strong
20%
0
Sharp
31%
0
Group 1: Displays
PRICE PAGE
Offeror shall indicate the manufacturer(s) and model number(s) of the products being proposed. Additionally, Offeror shall indicate the Unit Price and the
Percent Disount off of the Suggested Retail Price (SRP) for each item. If different discounts are available for different models, list all models, with their
corresponding discount.
For Groups 12 - 14: Please provide a detailed description of service offering in your proposal.
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
NanoLumens
10%
0
Planar
15%
0
Samsung
18%
0
0
0
0
0
0
0
0
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Crestron
41%
0
QSC
27%
0
Kramer
30%
0
AMX
25%
0
Auroa Multimedia
16%
0
Extron Electronics
29%
0
0
0
0
0
Group 2: LED Walls
Group 3: Control Panels
Group 4: Microphones
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
AKG
18%
0
Audio Technica
22%
0
Audix
20%
0
Sennheiser
17%
0
Shure
29%
0
Clear One
23%
0
Listen Technologies
20%
0
Yamaha
18%
0
0
0
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Atlas Sound
20%
0
Bose
35%
0
Bogen Audio
25%
BSS Audio
20%
Cambridge Sound
Management
15%
Community
25%
0
Crestron
41%
0
Crown Audio
27%
EAW
15%
Electro Voice
30%
Harman
25%
LEA
28%
Vicoustic
10%
James Loud Speakers
20%
Group 5: Speakers
JBL
36%
0
Leon Speakers
20%
0
Snap AV-Episode
34%
Speakekrcraft
30%
Sonance
15%
0
Tannoy
22%
0
TOA
25%
0
Ashley Audio
25%
0
Allen & Heath
15%
0
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Barco
15%
0
Christie Digital Systems
20%
0
Digital Projection
15%
0
Infocus
20%
0
NEC
20%
0
Optoma
27%
0
Panasonic
18%
0
Da-Lite
23%
0
Draper
29%
0
Stewart Film Screens
20%
0
0
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Crestron
41%
0
Biamp
30%
0
FSR Inc.
21%
Group 7: Presentation Connection Points
Group 6: Projectors
QSC
27%
0
Shure - Stem
29%
0
Kramer
30%
0
Hanwha Techwin
25%
0
Lumens
26%
0
Luxul
25%
0
Atlona
25%
0
Audinate
10%
0
Liberty AV Solutions
35%
0
Mux Lab
10%
0
TV One Broadcast
15%
0
Vaddio
18%
0
Plantronics
20%
0
Autonomics
10%
0
Axis
15%
0
Brightsign
15%
0
Cisco
15%
0
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Crestron
41%
0
Kramer
30%
0
Atlona
25%
0
Data Video
10%
0
DBX
20%
0
Gefen
18%
0
Lifesize
28%
0
Logitech
6%
0
Screenbeam
5%
0
ZeeVee
20%
0
Group 8: Wireless Presentation Devices
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Crestron
41%
0
Polycom
15%
Shure
29%
0
Yamaha
18%
0
TOA
25%
0
Yealink
10%
0
0
0
0
0
0
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
C2G
20%
0
COVID
25%
0
D-link
15%
0
Furman
25%
0
Legrand
25%
0
Liberty Cable AV
35%
0
SurgeX
15%
0
TrippLite
20%
0
Windy City Wire
28%
0
WireMold
25%
0
Group 9: Video Conferencing Kits
Group 10: Power and Cabling
Group 11: Room Reservation Panels
ITEM
NO.
PRODUCT CATEGORIES
PROPOSED
MANUFACTURER
PROPOSED
MODEL #
UNIT PRICE
PERCENT
DISCOUNT OFF
SRP
EXTENDED
PRICING
Crestron
41%
0
QSC
27%
0
0
0
0
0
0
0
0
0
PRICE
PRICE
PRICE
90
90
90
90
90
90
(add additional lines as necessary)
(add additional lines as necessary)
Group 13: Calendar / Reservation System Integration
PROPOSED SERVICE OFFERING
Included with support from client IT
Group 12: Phone Integration
PROPOSED SERVICE OFFERING
N/A Done through IT dept.
Group 14: Services (Design, Install, Training, etc.)
Installation
Design
Training
Commisioning
Programming
Project Management
PROPOSED SERVICE OFFERING
(add additional lines as necessary)
Quantity
Item
Unit Price
Extended Price
1 Displays - NEC C750Q
3807.2
3,807.20
$
1 Display Mount - Chief LTM1U complete with pullout kit FCAV1U
583.7
583.70
$
1 LED Wall - N/A
N/A
1 Control Panel - Integrated into Video Conferencing Kit Below
Included
2 Microphones - Integrated into Video Conferencing Kit Below
Included
1 Speakers - Integrated into Video Conferencing Kit Below
Included
1 Projector - N/A
N/A
1 Presentation Connection Points
Included
1 Wireless Presentation Device - Built in AirMedia
Included
1 Video Conferenceing Kit - Crestron UCMX50-U
3245
3,245.00
$
1 Power and Cabling Kit
50
50.00
$
1 Room Reservation Panel - Crestron TSS-770-W-S
843.7
843.70
$
2 Project Management
90
180.00
$
1.5 Design Services
90
135.00
$
16 Installation
90
1,440.00
$
1 Shipping & Handling
255.89
$
1 Miscellaneous
200
200.00
$
1.5 Training Session
90
135.00
$
TOTAL
10,875.49
$
RFP 230149
Scenario Price Page - Medium Conference Room - 175 to 350 sq ft
Option 1: Crestron Light bar Kit for Scheduler - $310 Installed - Provides 180 degree visual indication of room availability.
Option 2: Crestron Xio Cloud - $3.45 per room-per month - Allows for remote management of all conference rooms using Crestron equipment.
Option 3: Over floor raceway kit - $575 installed - Comes with 1 CAT6 cable to run from the Flex table top device to the behind display receiver.
Room Use:
The Crestron UCMX50-U provides a complete teleconferencing and collaboratoin solution for open-platform UC applications
This system can be used in a stand-alone, plug and play or wireless presentation (with the built in-AirMedia) configuration. The Creston TCC-770-W-S provides a
complete room scheduling soltuion with remote notification and administration. Please note: This room needs to have a pathway for the provided CAT6s between the
tabletop conferencing unit and the display on the wall. This can be achieved through an exsisting core/conduit or use Option 3 over floor raceway kit.
Links:
NEC C750Q - https://www.sharpnecdisplays.eu/p/eeme/en/products/details/t/large-format-displays/midrange-displays/rp/c750q.xhtml
Crestron UCMX50-U - https://www.crestron.com/Products/Workspace-Solutions/Unified-Communications/Crestron-Flex-Tabletop-Conferencing-Systems/UC-
MX50-U
Crestron TSS-770-W-S - https://www.crestron.com/Products/Control-Surfaces/Touch-Screens/Medium-Touch-Screens/TSS-770-W-S
Crestron TSW-770-LB-W - https://www.crestron.com/Products/Control-Surfaces/Accessories/Touch-Screen-Light-Bars/TSW-770-LB-W-S
Quantity
Item
Unit Price
Extended Price
1 Displays - NEC C860Q
6583.2
6,583.20
$
1 Display Mount - Chief XTM1U complete with pull out kit FCAV1U
634.2
634.20
$
1 LED Wall - N/A
-
$
1 Control Panel - Integrated with Video Conferencing Kit Below
Included
2 Microphones - 1 Crestron CCS-UCA-MIC comes with Video Conferencing Kit Below
Included
1 Crestron CCS-UCA-MIC Extension Mic
227.74
227.74
$
1 Speakers - Integrated into Flex table top unit in Video Conferencing Kit Below
Included
1 Projector - N/A
-
$
1 Presentation Connection Points
Included
1 Wireless Presentation Device
Included
1 Video Conferenceing Kit
3460.94
3,460.94
$
1 Power and Cabling Kit
75
75.00
$
1 Room Reservation Panel
843.7
843.70
$
3 Project Management
90
270.00
$
2 Design Services
90
180.00
$
28 Installation
90
2,520.00
$
Shipping & Handling
354.7434
1 Miscellaneous
350
350.00
$
1.5 Training Session
90
135.00
$
TOTAL
15,634.52
$
RFP 230149
Scenario Price Page - Large Conference Room - 350 to 450 sq ft
Option 1: Crestron Light bar Kit for Scheduler - $310 installed - Provides 180 degree visual indication of room availability
Option 2: NEC C981Q 98" display $6,927.20
Option 3: Crestron Xio Cloud - $3.45 per room-per month - Allows for remote management of all conference rooms using Crestron equipment.
Option 4: Over floor raceway kit - $575 - Includes 8' of over floor raceway, one CAT6 cable (25') from table-top Mercury unit to receiver behind display.
Room Use:
The UCMX70-U provides a complete video conference room solution for open-platform UC applications.
Supports a single display and features Flex tabletop conference device. Comes with HDMI over CATx receiver
camera, mic pod, cables adn power supply. The UCMX70-U has the capability to support a second mic-pod for
extra large conference room tables. The Creston TCC-770-W-S provides a complete room scheduling soltuion with remote notification and administration.
Links:
Crestron UCMX70-U - https://www.crestron.com/Products/Workspace-Solutions/Unified-Communications/Crestron-Flex-Tabletop-Conferencing-Systems/UC-
MX70-U
Crestron CCS-UCA-MIC - https://www.crestron.com/Products/Audio/Microphones/Wired-Microphones/CCS-UCA-MIC
Crestron TSS-770-W-S - https://www.crestron.com/Products/Control-Surfaces/Touch-Screens/Medium-Touch-Screens/TSS-770-W-S
Crestron TSW-770-LB-W - https://www.crestron.com/Products/Control-Surfaces/Accessories/Touch-Screen-Light-Bars/TSW-770-LB-W-S
ARTISAN SYSTEMS
EMPLOYEE
CERTI Fl CATIONS
I
CRESTRON
TECHNICAL
INSTITUTE
,~11CRES1 RON.
This certifies that Beau BellgraRh
has successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby aworded the title of Crestron Certified Audio Technician.
3/8/2019 II
....
Date
Authorized Signature
AUD-110-171030-0030
('.R[STkON
TECHNiC/l,L
11✓ S Tl TUT E
~»CRES1 'RON,
This certifies that Beau Be 11 g,,_,_r_,,,a"-fp"'---'h'----'---------------
has successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestn:m Masters
Proarommer.
6/13/2021 Ii'===---~------
Date
Authorized SignatlJre
CMCP-000-210613-1658
C
··.•.··.•PC$11
r~,
,1
CRESTRON
TECHNICAL
INSTITUTE
~""l,CPFS1RON.
This certifies that Beau Bellgraph
has successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron Shade Technician Certification.
10/21/2014 II.
~----------
'"'~~-----
Date
Authorized Signature
CST-103-141021-0093
I
CRESTRON
TECHNIC/\L
INSTITUTE
tf€.-,"'CRFSi RON,
This certifies that Beau Bellgrai=p_,_h,_____ _________ _
hos successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron Masters Technology Architect - Commercial.
6/13/2021 II
_________ _
Dat•.?
Authoriz1::d Signa turE!
MTA-C-000-210613-1337
I
CRESTRON
TECHNICAL
INSTITUTE
This certifies that Beau BellgraQh
t~~> CRESi RON.
has successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron DigitalMedia Streaming Certificate.
3/8/2019 Ii
-=:
Dote
Authorized Signature
S-110-160929-0029
I
CRESTRON
TECHNICAL
INSTITUTE
t<IJ'>CRES1 RON.
This certifies that Beau BellgraP-_,._h,___ _________ _
has successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron Certified Programmer.
11/7/2017 ~
"=
Dote
Authorized Signature
CCP-2100-171107-1306
I
CRESTRON
TECHNICAL
INSTITUTE
This certifies that Beau Bellgraph
,~•CRES1 RON.
has successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron Shade Designer Certification.
9/2/2014 ll
-a:::
Date
Authorized Signature
CSD-000-140902-0143
I
CRE:STRON
TECHNICAL
INSTITUTE
This certifies that Beau Bellgraph
t~>CPFSJ 'RON.
hos successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron Certified DigitalMedia 4K Designer.
8/29/2014 Ii
-.::::::
Dote
Authorized Signature
D-4K-000-140829-0241
I
CRESTRON
TECHNICAL
INSTITUTE
t~11CRES1 RON,
This certifies that Beau Bellgrag~h,___ _________ _
hos successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron Masters Technology Architect - Residential.
6/13/2021 /(/-===~---~------
Date
Authori?.r1d Signoture
MTA-R-000-210613-1060
I
CRESTRON
TECHNICAL
INSTITUTE
This certifies that Beau Bellgraph
w'~>CRESi 'RON.
has successfully completed all of the requirements of the Crestron Technical Institute Certification
Program and is hereby awarded the title of Crestron Certified DigitalMedia Technician.
8/24/2012 Ii
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Authorized Signature
T-4K-110-120824-2847
I
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This certifies that Beau BellgraRh
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2/3/2022 II'-
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Date
Authorized Signature
CCT-001-200829-1610
I
CRESTRON
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This certifies that Beau Bellgraph
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11/13/2014 Ii
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Authorized Signature
E-4K-103-141113-0107
CERTIFIED TECHNOLOGY SPECIALIST
Todd Phillips
has been examined and has demonstrated competence in all technical aspects of a Certified
Technology SpecialisF~1, has met the requirements of the AVIXA independent Certification
Committee necessary for professional competency, is in good standing in the Directory
of Certified Technology Specialists, has agreed to abide by the CTS Code of Ethics and
Conduct, and is therefore entitled to use the name Certified Technology Specialist and the
CTS® designation.
Effective Date
December 03, 2019,
Date of Expiration
December 31, 2022
Certification Number
400890
f,&µ_
Luke Jordan, CTS-1
Chair, AVIXA independent
Certification Committee
•
The AVIXA Certified Technology Specialist certification is accredited by the American National Standards Institute (ANSI) under the
International Standard ISO/IEC 17024:2012 Standard General Requirements for Bodies Operating Certification Schemes of Persons program .
CERTIFIED TECHNOLOGY SPECIALIST
I nsta I lotion
Todd Phillips
has been examined and has demonstrated competence in all technical aspects of a
Certified Technology Specialist™-lnstallation, has met the requirements of the AVIXA
independent Certification Committee necessary for professional competency, is in good
standing in the Directory of Certified Technology Specialists, has agreed to abide by the
CTS Code of Ethics and Conduct, and is therefore entitled to use the name Certified
Technology Specialist-Installation and the CTS®-1 designation.
Effective Date
July 08, 2020
Date of Expiration
July 31, 2023
Certification Number
401752
;iL~
Luke Jordan, CTS-1
Chair, AVIXA independent
Certification Committee
(.(~ The AVIXA Certified Technology Specialist certification is accredited by the American National Standards Institute (ANSI) under the
' • ·
International Standard ISO/IEC 17024:2012 Standard General Requirements for Bodies Operating Certification Schemes of Persons program.
CLICKSAFETY
certifies that
TODD PHILLIPS
has successfully completed
OSHA 30 Hour Construction
and has earned 3 IACET CEUs and 30.3 Contact Hours.
C l ICILA.U I I l
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I confirm that I personally took the
course listed above.
--
STUDENT SIGNATURE
7/2/2014
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CRESTRON
TECHNICAL INSTITUTE
1/2/2016
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use the CEDIA Certified Cabling & Infrastructure Technician tit!e and
designation.
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BIAMP SYSTEMS CERTIFIES THAT
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B!AMP'S Tes1raFORTE TRAINING COURSE
RASHID SKAF
PRESIDENT, CHIEF EXECUTIVE
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ON THIS DATE OF
August 16, 2021
b1amp~
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DIR.ECTOR OF
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BlP,MP SYSTElvlS CERTIFIES THAT
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REOU!REM
B!AMP'S Tes11aSERVERISERVER-IO TRAINING COURSE
ON THIS D;1,TE OF
RASHID SKAF
PRESIOENT. CHIEF EX:ECUTtVE;:
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6/2/2014 Ii
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Authorized Signature
CCP-2100-140602-0827
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Hereby certifies that
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on
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Dawn Boland
Rus Rasmussen
Vice President of Education & Support
Director of Worldwide Education
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Hereby certifies that
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Walker
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successfully completed
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on
April 16, 2015
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Dawn Boland
Rus Rasmussen
Vice President of Education & Support
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Richard Walker
has completed
TouchMix Training
effective on December 29, 2021
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rights and benefils of suc!1 certification.
This certification is valid through December 29, 2026
Joe Pl1am, Pl1.D
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Patric!< Heyn
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Joseph Pham
President , . .ind
Cl1ief ExBcutive Officer
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QSC, LlC Cusic ,\1e~::i. CdliforitE<l, U.SA.
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Joe Phain, P!1.D
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RASHID SKAF
PRESIDENT, CHIEF EXECUTIVE
OFFICER AND CO-CHAIRMAN
ON THIS DATE OF
June 23, 2020
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KILEY HENNER
DIRECTOR OF
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KRAMER
ACADEMY
This is to certify that
Richard Walker
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and is hereby awarded the title of
Kramer Control Systems Designer
Course Duration: 2 Hours
By completing this course the above-named recipient has earned:
1 AVIXA RU's
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AndrewThun
March 25th, 2021
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Brian Pflum
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4. RFP 230149
CITY OF TUCSON
REQUEST FOR PROPOSAL
230149
AUDIO VISUAL PRODUCTS AND RELATED SERVICES
Due Date: Wednesday, May 10, 2023
City of Tucson
255 W Alameda St
Tucson, AZ 85701
Procurement portal
https://secure.procurenow.com/portal/tucson-az
Public Portal https://secure.procurenow.com/portal/tucson-
az/projects/43122
PUBLISH DATE:
April 10, 2023
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 2 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
Attachments:
A - OFFER AND ACCEPTANCE
G - Axia Cooperative Solicitation Attachment G for COT Audio Visual 0423
H - Price Page 230149
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 3 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
A.
NOTICE
A.1. CITY OF TUCSON
NOTICE OF REQUEST FOR PROPOSAL NO 230149
TITLE: Audio Visual Products and Related Services
SUBMITTAL DUE DATE: Wednesday, May 10, 2023 AT 2:00 P.M. LOCAL AZ TIME
PRE-SUBMITTAL CONFERENCE DATE: Tuesday, April 25, 2023
TIME: 2:00 pm LOCAL AZ TIME
LOCATION:
Microsoft
Teams
Meeting
https://teams.microsoft.com/l/meetup-
join/19%3ameeting_ZmJiNWJiNzctOGE3Yy00NDk1LTkxMDMtMDBkYzQ3OTJjNDJi%40thread.v2/0
?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-
cf06d9a196e0%22%2c%22Oid%22%3a%2234c060f3-59c8-40fe-8084-8b885551b117%22%7d
QUESTIONS
SHALL
BE
DIRECTED
TO:
Casey
Adams
(520)
837-4128
casey.adams@tucsonaz.gov
Posted Date: Monday, April 10, 2023
Competitive sealed offers for the material or service specified in this solicitation must be submitted
through the City’s online bidding system. No late submitted offer will be accepted or considered.
Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are
cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated
delays resulting from things like a slow internet connection, internet outage, difficulty uploading large
documents, differing system requirements, etc.
Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 4 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
B.
INTRODUCTION
B.1. Summary
The City of Tucson maintains over 100 conference rooms geographically dispersed throughout City
facilities in Tucson, Arizona. These conference rooms are used by City staff and public groups to hold
in-person and hybrid meetings using video conferencing tools such as Microsoft Teams and Zoom.
These rooms range in size from small collaboration spaces to large auditoriums. Each conference room
contains different types of audio-visual (AV) technology ranging from those with no technology, to those
with sophisticated systems. When scheduling a conference room, meeting facilitators often don’t know
what technology to expect or how to effectively use the technology. This ultimately impacts the City’s
ability to successfully facilitate hybrid meetings.
To overcome these challenges, the City of Tucson Information Technology Department (ITD) is seeking
to contract with one or more AV equipment and service providers to refine initial design and build a
consistent meeting room AV experience. The chosen contractor(s) will work with the City to create AV
packages for each type of conference room based on size. Once finalized, the contractor will be
responsible for building out each conference room based on priority and budget established by the City.
The contractor will also develop and deliver technical and end-user training programs, associated
documentation, and provide a minimum of twice annual inspection and preventative maintenance to
keep these systems running with maximum effectiveness.
AXIA Cooperative - National Contract: The City of Tucson, as the Lead Procurement Agency, as
defined in Axia Cooperative Attachment, has partnered with Axia Coop LLC (“Axia Cooperative”) to
make the resultant contract (also known as the “Master Agreement” in materials distributed by Axia
Cooperative) from this solicitation available to other public agencies nationally, including state and local
governmental entities, public and private primary, secondary and higher education entities, non-profit
entities, and agencies for the public benefit (“Public Agencies”), through Axia Cooperative’s cooperative
purchasing program. The City of Tucson is acting as the contracting agency for any other Public Agency
that elects to utilize the resulting Master Agreement. Use of the Master Agreement by any Public
Agency is preceded by their registration with Axia Cooperative as a Participating Public Agency in Axia
Cooperative’s cooperative purchasing program. Axia Cooperative Attachment contains additional
information on Axia Cooperative and the cooperative purchasing agreement. Axia Cooperative provides
shared services and supply chain optimization to state, local, education and other government entities.
Axia Cooperative leverages the spend of public agencies nationwide to command the best prices on
products and services. With executive support from the supplier along with pricing and sales
commitments, Axia Cooperative provides marketing and administrative support for the Supplier that
directly promotes the Supplier’s products and services to Participating Public Agencies through multiple
channels, each designed to promote specific products and services to Public Agencies on a national
basis. Public Agencies benefit from pricing based on aggregate spend and the convenience of a
contract that has already been advertised and competed. The Supplier benefits from a contract that
allows Participating Public Agencies to directly purchase goods and services without the Supplier’s
need to respond to additional competitive solicitations. As such, the Supplier must be able to
accommodate a nationwide demand for services and to fulfill obligations as a nationwide Supplier and
respond to the Axia Cooperative documents (Axia Cooperative Attachment). The City of Tucson
anticipates spending approximately $1mm over the full potential Master Agreement term for Audio
Visual Products and Related Services. While no minimum volume is guaranteed to the Supplier, the
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 5 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
estimated annual volume of purchases under the Master Agreement through Axia Cooperative is
approximately $15mm. This projection is based on the current annual volumes among the Lead
Procurement Agency, other Participating Public Agencies that are anticipated to utilize the resulting
Master Agreement to be made available to them through Axia Cooperative, and volume growth into
other Public Agencies through a coordinated marketing approach between the Supplier and Axia
Cooperative.
B.2. Contact Information
Casey Adams
Senior Contract Officer
Email: casey.adams@tucsonaz.gov
Phone: (520) 837-4128
Department:
Information Technology
B.3. Timeline
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 6 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
Release Project Date
April 10, 2023
Pre-Proposal Meeting (Non-
Mandatory)
April 25, 2023, 2:00pm
Agenda
Microsoft Teams Meeting
https://teams.microsoft.com/l/meetup-
join/19%3ameeting_ZmJiNWJiNzctOGE3Yy00
NDk1LTkxMDMtMDBkYzQ3OTJjNDJi%40threa
d.v2/0?context=%7b%22Tid%22%3a%22d21e
59ec-c208-43eb-aaf1-
cf06d9a196e0%22%2c%22Oid%22%3a%2234
c060f3-59c8-40fe-8084-
8b885551b117%22%7d
Question Submission Deadline
May 2, 2023, 2:00pm
Proposal Submission Deadline
May 10, 2023, 2:00pm
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 7 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
C.
SCOPE OF WORK
C.1. Scope Summary
The Contract shall be on an “as needed, if needed” basis. There is no guarantee as to the amount of
products and/or services purchased under any resulting Contract. The Contractor(s) shall provide Audio
Visual Products and Related Services under this Contract which may include, but not limited to:
• Actual manufacturer’s products and/or services and all labor, materials, transportation,
equipment and other necessities for the installation, integration, and implementation, including
engineering analysis, design and configuration of the manufacturer’s product and/or service.
• Software and/or hardware maintenance of the manufacturer’s product or service.
• Ancillary services in conjunction with the implementation, or extension of a manufacturer’s
product.
C.2. Products
The following list of items are examples of AV equipment and related accessories that should be
considered including, but not limited to:
• Displays
• LED walls
• Control panel
• Microphones
• Speakers
• Video conferencing kits
• Projectors
• Wireless presentation devices
• Presentation connection points
• Power and cabling
• Room reservation panels
• Phone integration (using City provided phone systems)
• Calendar / reservation system integration (e.g. MS Exchange/outlook)
C.3. Services
Services that may be contracted are categorized as follows and are including, but not limited to:
• Design – Contractor should clearly define and state what is specifically included in their Design
service.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 8 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
• Installation – It is assumed contractor will install all agreed upon components, including those
purchased outside this contract, unless specifically stated otherwise.
• Optional - The City may want to contract real-time support for all AV technology from 7:00 AM -
7:00 PM Local Arizona time. Please include a description of your approach to providing this
support including response times and any additional costs. On-site support is preferred.
C.4. Training
• User Training/Transfer of Knowledge: This training, focused on technical configuration and
support of the equipment, will be completed by the Contractor after equipment installation at no
additional cost.
• Meeting Facilitator Training: The contractor will train up to 40 city personnel on the use of the
equipment.
C.5. Documentation
• In room instruction – Contractor will provide written instructions for how to use the equipment
that can be mounted in each room. Instructional videos would be desired for advanced
capabilities, but not required.
• Written manuals – Contractor will provide written material necessary for supporting training
classes as listed above. This material must sufficiently cover the use and maintenance of the
system.
C.6. Maintenance and Warranties
Contractor will perform work in accordance to manufacturer’s recommendation to ensure proper
operation of the equipment. This includes a minimum of two inspections a year and all defined
preventative maintenance on AV equipment.
C.7. Escalated Support
Escalated Support- City will dedicate staff member(s) for day to day operational support of conference
rooms. Contractor will provide an agreed upon rate and hours of availability for escalation in resolving
technical issues, with terms renewable annually.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 9 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
D.
INSTRUCTIONS TO OFFERORS
D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION
For purposes of this solicitation and any subsequent contract, the following terms have the meanings
set
forth
below:
City:The City of Tucson, Arizona
Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract
will be deemed to include all the conditions and requirements set forth in this solicitation and any
Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions,
and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.
Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.
Contract Representative:The City employee or employees who have been designated to act as the
City contact for this solicitation process and who are responsible for monitoring and overseeing the
Contractor's performance under the Contract.
Business Services Director:The contracting authority for the City, authorized to sign contracts and
addenda thereto on behalf of the City.
May: Indicates something that is not mandatory but permissible.
May not:The indicated party is prohibited from taking the action.
Must: The action or condition is required.
Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in
response to this Solicitation.
Offeror: Each individual or entity that submits an Offer in response to this solicitation.
Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from
the City.
Will:The indicated party is promising to take the action or abide by the condition.
D.2. PRE-SUBMITTAL MEETING
A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation,
if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes
and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose
of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding
of the City's position.
D.3. INQUIRIES
Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal
Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding
system, to the Contract Officer by the Question Submission Deadline. The email must refer to the
solicitation number and the paragraph number of the provision that the question concerns. The Contract
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 10 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation
addendum or response through the question and answer portal in the online bidding system. Offeror
may not rely on oral interpretations or clarifications about the solicitation; only questions answered in
an email by the Contract Officer, posted through the online bidding system, or posted as a formal
solicitation addendum will be binding.
D.4. ADDENDUM OF SOLICITATION
Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible
for checking the webpage regularly for new solicitation addenda and must acknowledge each
addendum to this solicitation in its submittal. Please note that vendors who have registered with the
Business Services Department at https://procurement.opengov.com/portalucson-az and follow the City
of Tucson will receive email notifications of solicitation addenda.
D.5. UNDERSTANDING SCOPE OF WORK
Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work,
laws, regulations, physical conditions, and other factors affecting the obligations – including the
expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded
to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s
failure to fully understand or appreciate the Contract requirements or other factors affecting Contract
performance.
D.6. PREPARATION OF OFFER
A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must
be on those forms. Supporting documentation must be arranged in a manner that follows and
clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal
forms in order to complete them electronically but may not alter or rearrange them or change
any paragraph designations.
B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as
confidential must be clearly marked “CONFIDENTIAL.”
C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation
including all attachments listed in Section 11, any Offer forms provided must be completed and
any requested supporting documentation must be attached.
D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance
page. Any cover letter accompanying the proposal documents must be signed. Offeror must
initial each erasure, interlineation or other modification in the submittal. The person signing and
initialing on behalf of Offeror must be a person authorized to legally bind Offeror.
E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.
F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless
specifically stated otherwise.
G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or
withdraw its submittal after the Submittal Deadline.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 11 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting,
submitting or providing any response to this solicitation.
I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the
performance of the Contract if they are awarded the Contract and must describe their
qualifications in detail.
J. Incomplete Information. Failure to include all requested information may have a negative
impact on the evaluation of Offeror’s submittal.
D.7. PAYMENT DISCOUNTS
Payment discount periods shall be computed from the date of receipt of the material/service or correct
invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other
charges are itemized, any discount provided shall be taken on full amount of invoice. Payment
discounts of twenty-one calendar days or more shall be deducted from the proposed price in
determining the price points. However, the City shall be entitled to take advantage of any payment
discount offered by a vendor provided payment is made within the discount period. The payment
discount shall apply to all purchases and to all payment methods.
D.8. TAXES
The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt
from any other taxes, including state and local sales and excise taxes.
D.9. EXCEPTIONS TO CONTRACT PROVISIONS
By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with
the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly
identify the changes it is requesting. No requested modification will be deemed accepted by the City
unless and until the City’s Business Services Director or their designee expressly accepts it in writing.
D.10. PUBLIC RECORD
Any documents submitted by Offeror in response to this solicitation will become the property of the City.
Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be
a public record available for review by the public after the award notification.
D.11. CONFIDENTIAL INFORMATION
The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If
Offeror believes that any portion of its Offer, specification, protest or correspondence contains
information that is confidential and subject to being withheld from disclosure in the event that the City
receives a public records request to which the record is responsive, Offeror must, when the record is
submitted, provide the Contract Officer written notification of that fact. The records or portions of records
that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their
face. Pricing will not be treated as confidential.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 12 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
If the City, after award notification, receives a public-records request the scope of which includes a
document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written
determination regarding whether the document will be provided to the requestor. If the Contract Officer
determines that the document should be released, City will notify Offeror in writing. Unless Offeror,
within 10 days after the date of that notice, obtains and provides to City an order from a court of
competent jurisdiction prohibiting the City from releasing the documents, the City may release the
documents without any liability to Offeror.
D.12. WHEN AND HOW TO SUBMIT OFFERS
In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer
electronically through the City’s online bidding system: https://procurement.opengov.com/portalucson-
az.
NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE
BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED
IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL
DEADLINE WILL NOT BE CONSIDERED.
D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST
Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with
any City staff outside the Procurement Division of the Business Services Department, regarding this
Solicitation. By submitting an Offer, Offeror warrants that:
A. Preparation and submission of the submittal did not involve collusion or other anti-competitive
practices.
B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic
opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service
to a public servant in connection with this solicitation.
C. No person has been employed or retained to solicit or secure a Contract under this solicitation
upon a promise of a commission, percentage, brokerage, or contingent fee.
D. No employee of the City involved in this Solicitation process, or any family member of such an
employee, has any substantial financial interest in Offeror’s firm. No member of the City of
Tucson Mayor and Council who has, or whose family member has, any substantial financial
interest in Offeror’s firm will participate in any action taken by the Mayor and Council with
respect to this Contract. The terms “relative” and “substantial interest” have the meanings
assigned in A.R.S. § 38-502
The City may disqualify Offeror from further participation in the solicitation process if the City determines
that any City employee or official involved in this Solicitation process has an actual or apparent conflict
of interest or if Offeror has engaged in any collusion or anti-competitive practices.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 13 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
D.14. WITHDRAWAL OF OFFER; BINDING OFFER
By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with
the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.
Telephonic or oral withdrawals are not effective.
Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless
the Director of the Business Services Department consents in writing to the withdrawal. The Offer will
be irrevocable for 90 days after the Offer Submittal Deadline.
D.15. DISCUSSIONS
The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor
irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer
and assure full understanding of, and responsiveness to, solicitation requirements.
D.16. VENDOR REGISTRATION; BUSINESS LICENSE
In order to be eligible for award of a Contract, Offeror must:
A. Register with the City’s Business Services Department. Registration can be completed at
https://procurement.opengov.com/portalucson-az.
B. Obtain a City of Tucson Business License or a written determination from the City's Business License
Section that a license is not required. For questions contact the City's Business License Section at
(520) 791-4566 or email at license@tucsonaz.gov
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 14 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
E.
OFFER EVALUATION AND CONTRACT AWARD
E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of
importance)
A. Method of Approach
B. Qualifications and Experience
C. Price Proposal
E.2. INTERVIEWS
The City may interview some or all of the offerors at any point during the evaluation process. If
interviews are conducted, information provided during the interview process will be taken into
consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror
incurs during its participation in the interview process.
E.3. ADDITIONAL INVESTIGATIONS
The City may undertake any additional investigations it deems appropriate to evaluate the competence
and financial stability of any offeror.
E.4. OTHER INFORMATION
Information that evaluation committee members have about an offeror beyond what is provided in the
offeror’s Offer may be taken into consideration during the evaluation process.
E.5. PRICE
A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson
Procurement Code, the City will include the amount of all business privilege taxes other than
the City’s in evaluating the pricing component of each Offer.
B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar
days or more will be deducted from the proposed price in evaluating an offeror’s pricing.
However, the City may take advantage of any early- or timely-payment discounts offered by a
vendor. Any proposed payment discount will apply to all purchases and to all payment
methods
E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS
Notwithstanding any other provision of this solicitation, the City may:
A. Waive any immaterial defect or informality; or
B. Reject any or all submittals, or portions thereof; or
C. Reissue the solicitation.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 15 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
E.7. CONTRACT NEGOTIATIONS
At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final
conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not
disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent
negotiations do not constitute a contract award and do not confer any rights to the offerors participating
in such negotiations. In the event the City deems that negotiations are not progressing, the City may
formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the
next most qualified firm(s).
E.8. AWARD OF CONTRACT
A Contract is created when, and only when, it is formally awarded, which occurs when the Business
Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s
submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.
The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a
Notice of Intent to Award from the City, must sign and file with the City, within five (5) days after receipt
of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does
not create a contract. Only a subsequent formal award, as described above, creates a Contract.
E.9. MULTIPLE AWARDS
The City, at its sole discretion, may award multiple Contracts.
E.10. SOLICITATION RESULTS
After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on
the Business Services Department’s Internet site at https://secure.procurenow.com/portalucson-az.
E.11. PROTESTS
Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either
this solicitation or the award of a Contract under this solicitation. A protest based on alleged
improprieties in this solicitation must be filed no later than five (5) working days before the Proposal
Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar
days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after
the City issues a Notice of Award.
A protest must be made in writing and filed with the Contract Officer. It must include:
A. The name, address, and telephone number of the protestant;
B. The signature of the protestant or its representative;
C. The solicitation or Contract number;
D. A detailed statement of the legal and factual grounds for the protest along with copies of all
relevant documents; and
E. The form of relief requested.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 16 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
F.
EVALUATION PHASES
No.
Evaluation Criteria
Scoring Method
Weight (Points)
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 17 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
1.
Method of Approach
Provide a detailed written response to each
requirement describing how the services
offered will meet the Service Requirements
of this solicitation for the City of Tucson and
the national program. For each proposed
category, describe and/or provide details
explaining
your
capabilities.
In
your
response include information such as:
A. Policies and programs detailing
your efforts in these areas.
B. Literature explaining your
capabilities.
C. Describe how services will be
distributed to the City of Tucson
and nationwide.
D. Describe the types of customer
service available to agencies that
use this contract:
1.
Will the City of Tucson and
Participating Agencies be
assigned a dedicated service
representative and/or a
dedicated service team?
2.
How are problems resolved?
3.
What response time is
guaranteed when a customer
service request is made?
4.
Do you measure/track the
success of your customer
service program? If so, how
do you do this, and what are
your findings?
5.
Describe if technical support
questions are handled the
same way as a customer
service request? If not,
describe the type(s) of
technical support available,
the location of technical
support, and the hours of
technical support.
Submit additional information
that will aid the City in
evaluating your proposal.
6.
What is the turnaround time
for repairs? Describe the
process. Are loaner products
available?
E. Describe the warranty period of
products. Submit information on
your warranty programs. Provide a
detailed written response to each
requirement describing how your
offer will meet the General
N/A
N/A
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 18 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
Requirements of this solicitation
for the City of Tucson and the
national program (if applicable).
F.
Describe how problems - such as
a customer ordering a wrong
product; a customer receiving a
defective product; etc. is resolved.
G. Describe how products will be
distributed to the City of Tucson
and nationwide.
H. Describe your invoicing process.
Is electronic invoicing available? Is
summary invoicing available? Are
there other options on how an
agency receives an invoice?
Submit sample invoices.
I.
Submit additional information that
will aid the City in evaluating your
proposal.
If your firm is interested in being awarded the
National AXIA cooperative contract, please
respond to the additional questions below:
A. AXIA: Provide a written response
to the national program.
B. Include a detailed response to
Attachment F, Exhibit A, Section
3.0 through 3.3, Axia Cooperative
Response for National
Cooperative Contract. a.
1.
Responses should highlight
experience, demonstrate a
strong national presence,
describe how offeror will
educate its national sales
force about the contract,
describe how products and
services will be distributed
nationwide, include a plan for
marketing the products and
services nationwide, and
describe how volume will be
tracked and reported to Axia
Cooperative.
2.
The successful offeror will be
required to sign (in
Attachment F), Exhibit B, Axia
Cooperative Administration
Agreement. a. Offerors should
have any reviews required to
sign the document prior to
submitting a response.
Offeror’s response should
include any proposed
exceptions to the Axia
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 19 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
Cooperative Administration
Agreement.
3.
The successful offeror will be
required to complete (in
Attachment F) Exhibit G –
Federal Funds Certification. 4.
Exhibit H (in Attachment F) –
New Jersey Business
Compliance is optional for
those respondents who do
public business in New
Jersey.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 20 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
2.
Qualifications & Experience
A. Provide a brief history and
description of your firm.
B. Provide a summarization of your
experience in performing work
similar to that outlined in this
solicitation.
C. Provide a minimum of three
references for which your firm has
provided the same solution
(please include company name,
address, contact person, phone
number and email address).
References from other public
agencies, particularly municipal
governments, with similar
environmental conditions as the
City of Tucson are preferred.
D. Provide a brief overview of
business operations, with an
emphasis on experience providing
Audio and Video (AV) equipment
(including accessories), and
related AV services (e.g. design,
installation, maintenance,
integration, training), experienced
AV personnel deployment, and
personnel training.
E. Date established;
F.
Ownership (public, partnership,
subsidiary, etc.);
G. Location in which the Offeror is
incorporated;
H. Office location(s) responsible for
performance of proposed tasks;
I.
Offeror shall provide the number,
size and location of their
distribution facilities, warehouses
and service facilities as applicable.
J.
Offeror's organizational chart
relevant to this project, specifically
identifying the key point of contact
for all questions related to the
submitted offer;
K. Full disclosure of any potential
conflict of interest (e.g. serving as
a reseller of computer hardware,
software or business relationships
between the Offeror and any State
employee who functions or has
responsibilities in the review or
approval of the undertaking or
carrying out of the project);
L.
Offeror may provide copies of any
professional or industry
N/A
N/A
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 21 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
certifications that represent the
services detailed in this RFP.
M. References from past projects.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 22 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
3.
Price Proposal
A. Provide price proposal as
requested on the Price Page
attached herein labeled
Attachment H.
1.
Use the excel sheet to
respond to the Price Page
Catalog (Excel Sheet 1) with
product offerings.
2.
Vendors must provide a quote
for Small Conference Room,
Medium Conference Room,
and Large Conference Room
(Excel Sheets 2 through 4).
B. NATIONAL RESPONSE:
1.
For each item listed include a
response on National Pricing.
Offeror shall provide pricing
based on a discount price list
or catalog, or fixed price, or
combination of both with
indefinite quantities.
a.
Multiple percentage
discounts are acceptable
if, where different
percentage discounts
apply, the different
percentages are
specified. Additional
pricing and/or discounts
may be included.
b.
Products and services
proposed are to be priced
separately with all
ineligible items identified.
2.
Offeror(s) should add
additional columns in order to
accommodate additional
discounts. Propose a national
discount off list price pricing
structure. These are the
minimum discounts Supplier
will offer to Participating
Agencies.
3.
Describe the catalog or index
that discounts will be taken.
4.
Describe any special pricing
available to Participating
Agencies.
5.
Describe any special large
order or large customer
pricing or additional discounts
available to Participating
Agencies.
N/A
N/A
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 23 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
6.
Describe any products offered
by Supplier that are not
captured in the pricing matrix.
7.
Describe how Supplier
proposes to price those items.
8.
Describe any shipping
charges.
9.
Provide pricing for warranties
on all products and services.
10. Describe any additional
discounts or rebates
available.
11. Describe how customers
verify they are receiving
Contract pricing.
12. Describe payment methods
offered.
13. Propose the frequency of
updates to the Offeror’s
pricing structure.
14. Describe any proposed
indices to guide price
adjustments. While changes
in individual pricing may
change, the category
discounts should not change
over the term of the Contract.
15. Describe how future product
introductions will be priced
and align with Contract pricing
proposed.
16. Provide any additional
information relevant to this
section.
a.
Not to Exceed Pricing.
The City of Tucson
requests pricing be
submitted as not to
exceed pricing. Unlike
fixed pricing, the
Contractor can adjust
submitted pricing lower if
needed but, cannot
exceed original pricing
submitted. Contractor
must allow for lower
pricing to be available for
similar product and
service purchases. Cost
plus pricing as a primary
pricing structure is not
acceptable.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 24 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
G.
SPECIAL TERMS AND CONDITIONS
G.1. ADDITIONAL PURCHASE
The City of Tucson reserves the right to purchase additional equipment under the same terms and
conditions of this contract within the next twelve months, if funds permit.
G.2. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR
Funds are not presently available for performance under this Contract. The City's obligation for
performance of this Contract is contingent upon the availability of funds from which payment for
Contract purposes can be made. No legal liability on the part of the City for any payment may arise for
performance under this Contract until funds are made available for performance of this Contract.
G.3. COOPERATIVE PURCHASING
Contractor will, when requested, provide goods and services at the same prices and under the same
terms and conditions as set forth in this Contract to any public or nonprofit agency that is registered
with Axia Cooperative of has a Cooperative Purchasing Agreement with the City or participates in the
Strategic
Alliance
for
Volume
Expenditures
(SAVE)
cooperative.
See
http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of
agencies
that
have
Cooperative
Purchasing
Agreements
with
the
City;
see
http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.
These lists are subject to change. Contractor may, however, charge an agency that is outside the
Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in
providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).
Each participating agency that orders goods or services under this Contract as provided above is solely
responsible for paying Contractor for those goods and services. The City is not responsible for any
disputes arising out of transactions made by others.
G.4. CONFLICTS OF INTEREST
An Offeror responding to this solicitation acknowledges that, to the best of its knowledge, information
and belief, no person has been employed or retained to solicit or secure a Contract that may be awarded
pursuant to this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee,
and that no member of the City of Tucson Mayor and Council or any employee of the City has any
financial interest in Offeror’s firm. In addition, all communications regarding this solicitation shall be
directed to the Business Services Department. Interested Offerors shall refrain from engaging in any
communication (written or verbal) regarding this solicitation or the matters involving this solicitation or
TCC operations with any other City staff, Mayor & Council or staff of Mayor & Council.
The City reserves the right to disqualify an Offeror from further participation in the solicitation process
in the event the City determines that Offeror has an actual or apparent conflict of interest with the
purposes of this solicitation, or has violated this Conflict of Interest.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 25 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
Upon a finding by the City that gratuities in the form of entertainment, gifts or inducements were offered
or given by Offeror, or any agent or representative of Offeror, to any officer or employee of the City,
including the Mayor and Council and their staff, for the purpose of securing a Contract that may be
awarded pursuant to this solicitation, or securing favorable treatment with respect to the awarding,
amending, or making of any determination with respect to the performance of a Contract that may be
awarded under this solicitation, the City, may, by one (1) calendar day provide written notice to Offeror,
terminate the right of Offeror to proceed under this solicitation; provided that the existence of the facts
upon which the City made such finding shall be an issue and may be litigated in an Arizona court of
competent jurisdiction.
G.5. ENERGY STAR COMPLIANT
All products purchased by, or on behalf of, the City of Tucson shall be Energy Star compliant, when
available. The Energy Star standard is available at www.energystar.gov. Potential energy star
compliant products must have proof of meeting the Energy Star standard, to include but not limited to,
having the Energy Star label on the delivered product. Proof consists of one of the following levels of
verification listed in order from least to most valued; self-certification with random audits, independent
third-party certification or independent third-party certification with onsite and random audits.
G.6. FOB DESTINATION FREIGHT PREPAID
Prices shall be FOB Destination Freight Prepaid to the delivery location designated. Contractor shall
retain title and control of all goods until they are delivered and the Contract of coverage has been
completed. All risk of transportation and all related charges shall be the responsibility of the Contractor.
All claims for visible or concealed damage shall be filed by the Contractor. The City will assist the
Contractor in arranging for inspection.
G.7. LIVING WAGE REQUIREMENTS
Contractor will comply with all applicable provisions of the City’s Living Wage Ordinance (Article XIV of
the Tucson Procurement Code). Contractor will, upon request, affirm in writing that Contractor is in
compliance and will provide City with information and documentation demonstrating that compliance.
The
City’s
Living
Wage
ordinance
can
be
found
at
the
following
link:
https://tucsonprocurement.com/bidders_livingwage.aspx.
G.8. PRICE ADJUSTMENT
At least 90 days before the date that the Contract is eligible for extension, Contractor may submit to
the Contract Officer a request for price adjustments based on documented increased Contractor costs
and the City may, at its discretion, make price adjustments, which will apply during the extension term.
G.9. TERM AND RENEWAL
The term of the Contract will commence when awarded to Contractor and remain in effect for a period
of three (3) year, unless terminated, canceled or extended as otherwise provided herein. The City may,
at its sole option, extend the Contract's term for up to two (2) additional one-year periods or portions
thereof.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 26 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
G.10. TRAVEL EXPENSE ALLOWANCES
The City’s allowance is limited to the total expense resulting from traveling directly to the destination
and staying only the number of days necessary to conduct official business. The Consultant is
encouraged to arrive earlier or stay longer than is necessary if doing so will result in savings to the City.
In some cases, because of airline discount terms, an additional day(s) of travel will result in substantial
airfare savings -- enough savings to offset additional lodging and per diem costs. The Consultant shall
fly coach when the flight includes both coach and first-class seats. First-class seats may be allowed if
coach seats are not available and no other flight can be substituted. At travel destinations, the City will
reimburse the Consultant for the use of airport limousines and taxis. No receipts are required for
reimbursement of such expenses. Additional fees or fares incurred during air travel must be
substantiated by a receipt. The total reimbursement for vehicular transportation shall in no case exceed
the amount that would be incurred using air transportation. Travel by personal vehicle shall be
reimbursed in accordance with the current Federal per diem rates. All vehicular parking or storage costs
will be reimbursed. Receipts are not required. Vehicle expense reimbursements will be paid only to the
vehicle owner. Passengers are not entitled to vehicular expense reimbursement.
The City will pay the actual cost of rooms including tax based upon the Federal Per Diem rates. Both
the room rate and tax paid must be substantiated by a receipt that indicates payment has been made.
All in-state travel will be reimbursed at the City’s per diem rate. A complete list of the Federal GSA Per
Diem rates are available at: http://www.gsa.gov/portal/category/100120.
For meals and miscellaneous expenses, the Consultant may choose to receive either (1) the Federal
GSA per diem amount (a flat rate), or (2) a reimbursement for actual expenses. A higher dollar amount
is allowed under the actual expense reimbursement option; however, receipts must be retained under
this option. The Consultant is not required to keep receipts if the per diem option is chosen.
Only one method of reimbursement can be used for the entire trip (i.e., the Consultant cannot request
a per diem amount for some days and actual expense reimbursement for other days).
Meals provided for by another agency or others will be subtracted, if the per diem allowance is elected.
For days of arrival and departure, the per diem amount will be determined by adding the amounts below
for each meal the Consultant eats at the travel destination. The FY12 meal per diem for Tucson, Arizona
is as follows:
The Consultants who select the per diem option and spend less than the per diem amount are
encouraged to request a reimbursement only for the amount actually spent. No receipts are required
to receive actual reimbursement where the amount requested is less than or equal to the per diem
amount.
Miscellaneous expenses include local phone calls, snacks, and gratuities. Miscellaneous expenses are
included in the per diem rate. If the actual expense reimbursement option is chosen for out-of-state
travel, receipts are required for miscellaneous expenses.
Long distance telephone charges are allowed for official calls, and are governed by the following: Calls
for official City business other than to City offices shall be paid by the Consultant. The Consultant will
be reimbursed upon submission of appropriate documentation relative to cost and purpose of the call,
and with the approval of the City Representative for this contract. Calls other than City business shall
not be made at City expense.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 27 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
The above is pursuant to City policy: Administrative Directive 3.03-1, Travel Authorization and Expense
Allowance.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 28 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
H.
INSURANCE REQUIREMENTS
H.1. Required Insurance Policies
Contractor will obtain and maintain during the entire term of this Contract and for 2 years after the
Contract term ends, the following insurance coverage from insurers that have an “A.M. Best” rating of
not less than A-VII:
H.2. Commercial General Liability
Policy must include Bodily Injury, Property Damage, Personal Injury and Broad Form Contractual
Liability with coverage limits no lower than:
A. Each Occurrence: $1,000,000
B. General Aggregate: $2,000,000
C. Products & Completed Operations Aggregate: $2,000,000
D. Personal and Advertising Injury: $1,000,000
E. Blanket Contractual Liability: $1,000,000
H.3. Commercial Automobile Liability
Policy must include bodily injury and property damage, for any owned, hired, and/or non-owned
vehicles used in performance of work under this Contract, with a Combined Single Limit no lower than
$1,000,000.
H.4. Worker's Compensation
Policy must have coverage limits no lower than:
A. Per Occurrence: Statutory
B. Employer's Liability: $1,000,000
C. Disease Each Employee: $1,000,000
D. Disease Policy Limit: $1,000,000
E. [If Contractor is a Sole Proprietor, include this waiver provision under A.R.S. § 23-961(M). To
determine whether the Contractor is a Sole Proprietor, please request the Sole
Proprietor/Independent Contractor form from the Contract Officer listed in the solicitation.] I am
a sole proprietor, and I am doing business as [name of sole proprietor business]. I am
performing work as an independent contractor for the City of Tucson. I am not the employee of
the City of Tucson for workers' compensation purposes, and, therefore, I am not entitled to
workers' compensation benefits from the City. I understand that if I have any employees
working for me, I must maintain workers' compensation insurance on them.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 29 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
H.5. Professional Liability - Technology Errors & Omissions
Policy must have coverage limits no lower than:
A. Each Claim: $1,000,000
B. General Aggregate: $2,000,000
H.6. Policy Change Notice
Contractor will give the City 30 days advance written notice before any of the above policies are
changed in any manner that is inconsistent with the requirements of this Contract. The notice must be
sent directly to the Procurement Division of the Business Services Department.
H.7. Additional Insured
The Commercial General Liability, Commercial Automobile Liability and umbrella policies where
applicable will include the City as an additional insured with respect to liability arising out of the
performance of this contract. The City must be covered to the full policy limits, even if those limits of
liability are in excess of those required by this Contract. The coverage must be primary and any
insurance carried by City is excess and not contributing.
H.8. Claims-Made Coverage
If any or part of the required insurance is written on a claims-made basis, any policy retroactive date
must precede the date of the contract and the Contractor must maintain such coverage for a period not
less than three (3) years following contract expiration, termination or cancellation.
H.9. Additional Requirements
Each insurance policy required by this Contract, excluding Professional Liability (Errors & Omissions),
must include or be endorsed to include to provide the following:
A. A waiver of subrogation endorsement in favor of the City, for losses arising from work
performed by or on behalf of the Contractor (Including Worker’s Compensation).
B. The policy is primary and any insurance carried by the City is excess and not contributing.
C. The coverage provided by the policy is not limited to the liability assumed under the
indemnification provisions of this Contract.
D. The insurer will provide written notice to the City at least ten (10) calendar days before the
policy is terminated or cancelled or the coverage is reduced.
H.10. Verification of Coverage
A. Contractor will give the City certificates of insurance (ACORD form or equivalent approved by
the City), signed by an authorized representative of the insurer, showing that the Contractor
has all the insurance required by this Contract.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 30 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
B. Contractor must deliver the certificates directly to the Procurement Division of the City’s
Business Services Department before the Contractor commences work under this Contract.
C. The certificates must contain the City project/contract number and project description.
D. The City reserves the right to require complete copies of all insurance policies required by this
Contract at any time.
H.11. Subcontractors
Contractors’ insurance certificate(s) must include all subcontractors as insureds under its policies or
Contractor must give the City separate certificates and endorsements for each subcontractor showing
that each subcontractor has the insurance coverage described above.
H.12. Public Entities
If Contractor or any sub-contractor is a public entity that self-insures as permitted by law, then the
insurance requirements in this Section 8 will not apply to that entity and that entity must instead provide
a Certificate of Self- Insurance.
H.13. Sufficiency of Coverage
The City in no way warrants that the required minimum insurer rating in this Contract is sufficient to
protect the Contractor from potential insurer insolvency, nor that the required liability limits are sufficient
to protect Contractor.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 31 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
I.
STANDARD TERMS AND CONDITIONS
I.1.
ADVERTISING
Contractor will not advertise or publish information concerning this Contract without prior written
consent of the City’s Business Services Director.
I.2.
COMPLIANCE WITH LAWS
The parties will comply with all federal, state and local laws, rules, regulations, standards and Executive
Orders including, without limitation, the following:
A. Americans with Disabilities Act. Contractor will comply with all applicable provisions of the
Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101 -- 12213) and applicable
Federal regulations under the Act, including 28 CFR Parts 35 and 36.
B. Workers’ Rights Laws. Contractor will comply with all applicable provisions of Federal and
State Child Labor and Workers’ Rights laws and agrees if called upon to affirm in writing that
they and any subcontractors working under this Contract are in compliance.
C. Affirmative Action. Contractor will comply with Chapter 28, Article XII of the Tucson City Code
Chapter 28.
I.3.
GOVERNING LAW AND VENUE
This Contract is governed by the laws of the State of Arizona and the City and Contractor will have all
remedies afforded to each by the Tucson Procurement Code and the laws of the State of Arizona. Any
lawsuits regarding this Contract must be brought in a court of competent jurisdiction in Pima County,
Arizona.
I.4.
ARBITRATION
Notwithstanding any other provision in this Contract, no agreement by the City to arbitrate a dispute is
binding unless given expressly and in writing after execution of this Contract. However, if both parties
agree, disputes may be resolved through arbitration following the process in A.R.S. § 12-1501, et seq.
Contractor must continue to perform under this Contract without interruption, notwithstanding the
provisions of this section.
I.5.
ASSIGNMENT
Contractor may not assign its rights or obligations under this Contract without the prior written
permission of the City's Business Services Director. The City will not unreasonably withhold approval
for a requested assignment.
I.6.
SUBCONTRACTS
Contractor may not enter into any subcontracts for work under this Contract without the advance written
approval of the City's Business Services Director. All subcontracts will incorporate all the terms and
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 32 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
conditions of this Contract. Contractor is responsible for contract compliance and quality of work of any
subcontractors used.
I.7.
PROTECTION OF CITY PROPERTY
If this Contract requires Contractor to perform any work on City-owned property, Contractor will use
reasonable care to avoid damaging existing buildings, equipment, and vegetation (such as trees,
shrubs, and grass) on the property. Contractor will replace or repair any damage caused by Contractor
or any employee, agent, or subcontractor of Contractor, at no expense to the City. If Contractor fails or
refuses to make such repair or replacement, the City will estimate the cost of repair and, upon receiving
an invoice from the City for that estimated cost, Contractor will pay the City the invoiced amount. City
may, at its discretion, instead deduct the amount from any payments due Contractor under this or any
other City contract.
Contractor will, during the course of its work on City property, keep the work area, including any storage
areas used by the Contractor, free from accumulation of waste material or rubbish. Upon completion of
the work, Contractor will leave the work area in a clean and neat condition, free of any debris, and will
remove any non-City-owned materials or equipment or other personal property that it has caused to be
located on the City property.
I.8.
COMMENCEMENT OF WORK
Contractor will not commence any billable work or provide any material or service under this Contract
until Contractor receives a purchase order or is otherwise directed to do so, in writing, by the City.
I.9.
CONFIDENTIALITY OF RECORDS
Contractor will establish and maintain procedures to ensure that no information contained in its records
or obtained from the City or from others in carrying out its functions under this Contract is used or
disclosed by it, its agents, officers, or employees, except as required to efficiently perform its duties
under the Contract, and will take appropriate measures to protect any personal identifying information
of any individuals.
I.10. CONTRACT ADDENDA; ADDITIONAL WORK
This Contract may only be amended by a written agreement signed by the parties. The City’s Business
Services Director or their designee may, on behalf of the City (1) approve and execute any addenda,
change orders, or supplemental written agreements; and (2) grant time extensions or contract
renewals. Except in the case of a documented emergency, Contractor will not perform any work under
this Contract that exceeds the scope of work or contract amount unless a formal addendum or change
order has first been approved and executed by the City.
I.11. ENTIRE CONTRACT; INTERPRETATION
This Contract, which includes all the conditions and requirements set forth in the Solicitation and all
addenda to the Solicitation, all the Special Terms and Conditions and Standard Terms and Conditions,
and all the terms of the Offer submitted by Contractor as finally negotiated and accepted by the City,
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 33 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
constitutes the entire agreement of the parties regarding the services described in the Scope of Work
and will prevail over any and all previous agreements, contracts, proposals, negotiations, purchase
orders, or master agreements in any form.
No course of prior dealings between the parties and no usage of the trade will be deemed to supplement
or explain any term used in the Contract.
I.12. SEVERABILITY
The provisions of this Contract are severable. If any provision or application of a provision of this
Contract is held to be invalid, that will not affect the validity of any other provision or application of a
provision that can remain meaningfully effective without the invalidated provision or application.
I.13. DUPLEXED/RECYCLED PAPER
Whenever practicable, all printed materials produced by Contractor in the performance of this Contract
will be duplexed (two-sided copies), printed on recycled paper, and labeled as such.
I.14. NON-DISCRIMINATION
Contractor will comply with all provisions and requirements of Arizona Executive Order 2009-09, which
is hereby incorporated into this Contract, including flow-down of all provisions and requirements to any
subcontractors. During the term of this Contract, Contractor will not discriminate against any employee,
client, or any other individual in any way because of race, color, religion, ancestry, sex, age, disability,
national origin, sexual orientation, gender identity, familial status, and/or marital status.
I.15. DELIVERABLES PROPERTY OF CITY; NO LIENS
All services, information, computer program elements, reports and other deliverables created under
this Contract are the sole property of the City and may not be used or released by Contractor except
with the City’s prior written permission.
All deliverables supplied to the City under this Contract will be free of all liens and encumbrances.
I.16. FEDERAL IMMIGRATION LAWS AND REGULATIONS
Contractor warrants and will require each subcontractor performing work on this Contract to warrant
that it will comply with all federal immigration laws and regulations that relate to its employees and with
the requirements of A.R.S. § 23-214(A). A breach of this warranty will be deemed a material breach of
this Contract that is subject to penalties up to and including termination of this Contract. City may
inspect the records of any employee of Contractor or any subcontractor performing work on this
Contract to monitor Contractor’s and its subcontractors’ compliance with this warranty.
I.17. FORCE MAJEURE
Except for payment of sums due, neither party will be liable to the other nor deemed in default under
this Contract if and to the extent that such party's performance of this Contract is prevented by reason
of Force Majeure. The term "Force Majeure" means an occurrence that is beyond the control of the
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 34 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
party affected and occurs without its fault or negligence. Force Majeure does not include late
performance by a subcontractor unless the delay arises out of a Force Majeure occurrence.
If either party is delayed at any time in the progress of the work by Force Majeure, the delayed party
must notify the other party in writing of the delay as soon as practical, including when the delay
commenced and its cause. The notice must make a specific reference to this article to fall within its
protection. The delayed party must resume performance as soon as practicable and must notify the
other party in writing when it has done so. The parties will modify the Contract to agree upon the period
of time by which the excused delay extends any completion dates.
I.18. GRATUITIES
The City may, by written notice to the Contractor, terminate this Contract if it finds that gratuities, in the
form of entertainment, gifts, meals or otherwise, were offered or given by Contractor or any agent or
representative of Contractor, to any officer or employee of the City to influence the award of this
Contract or any determinations with respect to the performance of this Contract. In the event this
Contract is terminated by the City pursuant to this provision, the City will be entitled, in addition to any
other rights and remedies, to recover or withhold from Contractor the amount of the gratuity.
I.19. CONFLICTS OF INTEREST
The City may terminate this Contract without penalty or further obligation pursuant to A.R.S. § 38-511
if any person significantly involved in initiating, negotiating, securing, drafting, or creating the Contract
on behalf of the City is or becomes, at any time while the Contract or any extension of the Contract is
in effect, an employee of, or a contractor to, Contractor with respect to the subject matter of this
Contract. Termination will be effective when written notice from the City's Business Services Director
is received by Contractor, unless the notice specifies a later time.
I.20. INDEMNIFICATION
To the fullest extent permitted by law, Contractor, its successors, assigns and guarantors, will
indemnify, defend, and hold harmless the City and its officials, employees, volunteers, and agents, from
and against all allegations, demands, proceedings, suits, actions, claims (including but not limited to
claims of patent, trademark, or copyright infringement), liability, damages, losses, expenses (including
but not limited to attorney fees and court costs, including the cost of appellate proceedings, and all
claim-adjusting-and-handling expenses) or disbursements of any kind or nature, that may be asserted
against, imposed on, or incurred by any of them, in any way relating to or arising from any actions,
errors, mistakes or omissions of Contractor or any subcontractor or anyone directly or indirectly
employed by any of them or anyone for whose acts any of them may be liable relating to work, services
and/or products provided under this Contract.
Contractor is responsible for primary loss investigation, defense and judgment costs where this
indemnification is applicable. Contractor agrees to waive all rights of subrogation against the City, its
agents, officials, employees, and volunteers for losses arising from the work performed by Contractor
under this Contract.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 35 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
I.21. INTELLECTUAL PROPERTY
If manufacture, sale, or use of any method, process, machine, technique, design, living thing, genetic
material, or composition of matter, or any part thereof (“Product”) by Contractor in performing its duties
under this Contract is determined to constitute infringement and if further manufacture, sale, or use of
said Product is enjoined, Contractor will, at its own expense, either procure for the City the right to
continue manufacture, sale, or use of that Product, replace it with an alternative non-infringing Product,
or modify it so it becomes non-infringing.
If requested by City, Contractor will provide the City with satisfactory evidence of patent licenses or
patent releases covering City-specified proprietary materials, equipment, devices or processes.
I.22. INDEPENDENT CONTRACTOR
Neither party is the agent, employee, partner, joint venturer, or associate of the other. No employee or
agent of one party will be deemed or construed to be the employee or agent of the other party for any
purpose. Neither party will be liable for any debts, accounts, obligations or other liabilities whatsoever
of the other, including (without limitation) the other party's obligation to withhold Social Security and
income taxes for itself or any of its employees.
I.23. INSPECTION AND ACCEPTANCE
All materials and services provided to the City under this Contract are subject to final inspection and
acceptance by the City. Any materials or services failing to conform to the specifications of this Contract
must be promptly replaced or redone at Contractor’s cost. Nonconforming goods or services may be
deemed a default and result in Contract termination.
I.24. ISRAEL BOYCOTT DIVESTMENT
If this Contract has a value of $100,000 or more, Contractor certifies that it is not currently engaged in,
and will not during the term of this Contract engage in, a boycott of goods or services from Israel as
defined in A.R.S. § 35-393.
I.25. LICENSES
Contractor will maintain in current status all Federal, State, and local licenses and permits required for
the operation of the business conducted by the Contractor as applicable to this Contract. Contractor
will, at the request of the City at any time during the term of this Contract, give the City a valid copy of
its business license or, if it is exempt, a written determination from the City Business License Section
that a business license is not required.
I.26. NON-EXCLUSIVE CONTRACT
This Contract is for the sole convenience of the City, which may obtain like goods or services from other
sources.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 36 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
I.27. OVERCHARGES BY ANTITRUST VIOLATIONS
To the extent permitted by law, Contractor hereby assigns to the City any and all claims that Contractor
has for overcharges by any subcontractor or supplier of goods or services used by Contractor to fulfill
this Contract that relate to antitrust violations.
I.28. PAYMENT
A. Form of Payment. The City’s preferred method of payment is via credit card, either at the time
of ordering or based on an invoice delivered with the goods and services. Unless otherwise
specified elsewhere in this Contract, the City is permitted to make payments to Contractor
using any lawful method of payment, including check/warrant, credit card, or electronic funds
transfer.
B. Invoices. Unless City pays by credit card at time of order or point of sale, Contractor will issue
to the City a separate invoice for each shipment of materials or provision of services under this
Contract, and City will issue no payment prior to receipt of the goods or services and the
related invoice. The invoice may not be dated prior to the receipt of goods or completion of
services.
C. Timing of Payments. The City will make commercially reasonable efforts to process payments
due under this Contract within 21 calendar days after receipt of materials or services and a
correct invoice.
D. Payment Discounts. Any early- or timely-payment discounts included in Contractor’s Offer will
apply to all payments under this Contract. The payment period for purposes of determining
whether the discount applies to a particular payment will begin on the date the City receives
the materials/service or a correct invoice for the materials/service, whichever is later, and will
end on the date City’s payment is issued. Unless taxes and transportation-related charges are
itemized, the discount will be calculated using the full invoice amount.
I.29. PROVISIONS REQUIRED BY LAW
This Contract will be deemed to include every provision required by law to be included. If through
mistake or otherwise any such provision is not included, or is included incorrectly, then upon request
by either party the parties will amend the Contract to insert or correct the required provision.
I.30. FINANCIAL RECORDS AND AUDITS
A. Financial Controls and Accounting Records. Contractor will exercise internal controls over all
financial transactions related to this Contract in accordance with sound fiscal policies.
Contractor will maintain books, records, documents, and other evidence directly pertinent to
the performance this Contract in accordance with generally accepted accounting principles and
practices consistently applied, and other local, state or federal regulations.
B. Retention Period. Contractor will maintain those records, together with related or supporting
documents and information, at all times during the term of this Contract and for a period of 3
years after its expiration or termination.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 37 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
C. Audits. Upon written notice from City, Contractor will obtain and provide to City a contract-
specific or general financial audit. The notice from City will specify the period to be covered by
the audit, the type of audit and the deadline for completion and submission of the audit results
to City. The audit must be performed by a qualified, independent accounting firm and include
Contractor’s responses, if any, to any audit findings.
D. Access to Books and Records. The City and its authorized representatives may, with advance
written notice to Contractor, during the term of this Contract or thereafter during the above
retention period, inspect and audit Contractor's books and records that relate to its operations
under this Contract as well as those kept by or under the control of its agents, assigns,
successors and subcontractors. The Contractor will, at its expense, make such books and
records available for such inspection and audit during normal business hours at Contractor’s
office, place of business, or other agreed-upon location, or will provide copies by mail or
electronically. The City may, as part of its examination, make copies of, or extracts from, all
such books and records (in whatever form they may be kept, whether written, electronic, or
other).
E. Result of Audit. If, as a result of such audit, Contractor is liable to the City for the payment of
any sum, Contractor will pay such sum to the City together with interest thereon at the rate of
one percent (1%) per month from the date such sums should have been paid, or the date of
any overpayment by City, within 90 days after presentation of City’s findings to Contractor. If
the audit results in findings of fraud, misrepresentation, or non‐performance, Contractor will
pay the City’s costs of conducting the audit. The City's audit rights will survive the expiration or
termination of this Contract.
F. Subcontractors and Assigns. Contractor will include these requirements in every agreement
with any agent, assign, successor, and subcontractor who provides construction, professional
design services, or other goods or services under this Contract.
I.31. RIGHT TO ASSURANCE
If a party to this Contract has reason to question, in good faith, the other party's intent to perform, the
former party may demand that the other party give a written assurance of their intent to perform. In the
event that a demand is made and no written assurance is given within 5 business days, the demanding
party may treat this failure as a default.
I.32. RIGHT TO INSPECT
The City may from time to time during normal business hours, at the City's expense, inspect the
Contractor’s or any subcontractor’s place of business at which work under this Contract is being
performed.
I.33. NO WAIVER
No provision in this Contract acts expressly or by implication as a waiver by either party of any existing
or future right and/or remedy available at law in the event of any default or breach of contract. If either
party fails to insist upon the other’s strict performance of any duty or condition under this Contract or
fails to exercise or delays in exercising any right or remedy provided in this Contract or by law, or
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 38 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
accepts nonconforming materials or services, that party will not be deemed to have waived its right to
insist thereafter upon the strict performance of the Contract.
I.34. SUSPENSION OF WORK
The City may order Contractor to suspend, delay, or interrupt all or any part of the work under this
Contract for the period of time that the City determines appropriate for the convenience of the City. The
order must be in writing and signed by the City’s Business Services Director.
I.35. TERMINATION OF CONTRACT
A. For Convenience. The City may terminate this Contract at any time, with or without cause, with
30 days’ advance written notice to Contractor. If the City terminates the Contract, it will be
liable only for payment for services rendered and accepted before the effective date of the
termination.
B. For Cause. The City may terminate this Contract if any Contractor representation or warranty
is found to have been inaccurate when made or is no longer accurate, or if Contractor fails to
carry out or abide by any term or condition of the Contract and fails to remedy the problem
within 10 days after receipt of notice of default from the City for monetary defaults, or within 30
days after notice if the default is non-monetary.
C. Non-Appropriation. Each payment obligation of the City created by this Contract is conditioned
upon the availability of funds that are appropriated or allocated for the payment of such
obligation. If funds are not appropriated by the City and available for the continued purchase of
the services and/or materials provided under this Contract, this Contract may be terminated by
the City at the end of the period for which funds are available. The City will endeavor to notify
Contractor if continued service will or may be affected by non-appropriation. No penalty will
accrue to the City in the event this provision is exercised, and the City will not be liable for any
future payments due or for any damages resulting from termination under this paragraph.
I.36. TITLE AND RISK OF LOSS
The title and risk of loss of any goods provided under this Contract will not pass to the City until the City
actually receives the goods at the point of delivery and thereafter accepts them. No tender of a bill of
lading will operate as a delivery of the materials.
I.37. ACCEPTANCE
Mere physical receipt and inspection of goods or services by the City does not alter or affect the
obligations of Contractor to provide goods and services that conform to all specifications of this Contract
and the City may reject goods or services that are later found to be nonconforming.
I.38. WAGE COMPLIANCE
Contractor shall pay their eligible employees the highest of:
A. the City of Tucson minimum wage
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 39 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
B. the State of Arizona minimum wage
C. if applicable, the Tucson Living Wage
Contractor shall cooperate with all efforts of the City of Tucson’s Labor Standards Unit (LSU) to monitor
and ensure compliance with applicable labor standards to include, but not be limited to, the following:
• Providing copies of pertinent documentation upon request
• Cooperating with audits and interviews
• Abiding by deadlines and adhering to due dates for determinations and appeals filings
Contractor agrees to educate their employees on the applicable wage(s) that law requires them to
minimally be paid.
All timely complaints that are received by the LSU will be evaluated in accordance with the procedures
posted on the LSU’s webpage: www.tucsonaz.gov/minimumwage
I.39. WRITTEN CERTIFICATION PURSUANT TO A.R.S. §35-394
If Contractor engages in for-profit activities and has at least ten full time employees, Contractor certifies
that Contractor does not currently, and agrees for the duration of the contract that it will not, use: 1) the
forced labor of ethnic Uyghurs in the People’s Republic of China; 2) any goods or services produced
by the forced labor of ethnic Uyghurs in the People’s Republic of China; and 3) any contractors,
subcontractors or suppliers that use the forced labor or any goods or services produced by the forced
labor of ethnic Uyghurs in the People’s Republic of China. If Contractor becomes aware during the term
of the contract that it is not in compliance with the written certification, it must notify the City within five
business days after becoming aware of the noncompliance. This Contract will be automatically
terminated 180 days after the date of the notice unless Contractor has, before the end of that period,
notified the City that the noncompliance has been remedied.
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 40 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
J.
VENDOR QUESTIONNAIRE
J.1. Discounts
As stated in the Instructions to Offerors. Discounts, the price(s) herein can be discounted by
_______%, if payment is made within ______ days. These payment terms shall apply to all purchases
and to all payment methods.
J.2. City of Tucson Business License
Does your firm have a City of Tucson Business License?
If yes, please provide a copy of your City of Tucson Business license in the next question.
City of Tucson Business License
If yes on the above question please upload your business license.
J.3. Credit Card Payment
Will payment be accepted via commercial credit card?
☐ Yes
☐ No
If yes, can commercial payment(s) be made online?
☐ Yes
☐ No
☐ N/A
Will a third party be processing the commercial credit card payment(s)?
☐ Yes
☐ No
☐ N/A
If yes, indicate the percentage per transaction ___________ (as allowable, per
Section 5.12.2 of the MasterCard Transaction Processing Rules).
If “no” to above, will consideration be given to accept the card?
☐ Yes
☐ No
☐ N/A
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 41 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
J.4. Forms to be filled out
Please ensure that all required information is included with your offer.
A. Technical Proposal
B. Pricing Proposal
C. Offer and Acceptance Form
Technical Proposal
Please upload your Vendor Response to Evaluation Criteria.
Pricing Proposal
Please upload your Pricing Proposal (if applicable).
Offer and Acceptance Form*
Please upload the signed Offer and Acceptance Form.
*Response required
CITY OF TUCSON
REQUEST FOR PROPOSAL NO. 230149
BUSINESS SERVICES DEPARTMENT
Page 42 of 42
SHARED SERVICES PROCUREMENT DIVISION
RESPONSIBLE CONTRACT OFFICER: Casey Adams
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
PH: (520) 837-4128
OFFER AND ACCEPTANCE
OFFER
TO THE CITY OF TUCSON:
The Undersigned hereby offers and shall furnish the material or service in compliance with all terms, scope of work, conditions,
specifications, and amendments in the Request for Proposal which is incorporated by reference as if fully set forth herein.
For clarification of this offer, contact:
Name:
Company Name
Title:
Address
Phone:
City
State
Zip
Fax:
Signature of Person Authorized to Sign
E-mail:
Printed Name
Title
ACCEPTANCE OF OFFER
The Offer is hereby accepted. The Contractor is now bound to sell the materials or services specified in the
Contract. This Contract shall be referred to as Contract No. ________________.
CITY OF TUCSON, a municipal corporation
Approved as to form:
Awarded:
This ________ day of _______________ 20_____
This ________ day of _______________ 20_____
As Tucson City Attorney and not personally
As Director of Business Services and not
personally
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
ARTISAN SYSTEMS
EXHIBIT B
Scope of Work
Products and services in the Cooperative Agreement may be purchased by the City on an as-needed basis.
Docusign Envelope ID: C5BB3333-BB6E-4C09-9AC2-4A2467DD01D2
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
ARTISAN SYSTEMS
EXHIBIT C
METHOD AND AMOUNT OF COMPENSATION
Method and amount of compensation available is based on the current pricing and discounts as provided
in the City of Tucson Contract No. 230149-01.
NOT TO EXCEED AMOUNT
The total amount of compensation that may be paid to Contractor for goods and/or services orderd must
not exceed $500,000 for the entire term of the Agreement.
DETAILED PROJECT COMPENSATION
Products and services will be purchased on an as needed basis.
Docusign Envelope ID: C5BB3333-BB6E-4C09-9AC2-4A2467DD01D2