Request for Proposal #19022 For Facility Condition...

Request for Proposal #19022

For

Facility Condition Assessment Services

& Capital Asset Management Software

For

Tulsa Public Schools

Release Date: 2/11/19

Date Due: 3/13/19

Table of Contents 1 Program Overview .................................................................................................................. 3

1.1 Client Overview ............................................................................................................... 3

1.2 Project Objectives ............................................................................................................ 3

1.3 Summary of the Requirements ......................................................................................... 3

1.4 Key RFP Dates ................................................................................................................. 4

1.5 Contract Administrator……………………………………………………………….. 5

1.6 Questions………………………………………………………………………………....5

1.7 Preproposal Conference and Site Visit………………………………………………….5

2 Response Requirements/Framework ...................................................................................... 5

2.1 Company Overview.......................................................................................................... 5

2.2 Experience and Qualifications ......................................................................................... 5

2.2.1 References ................................................................................................................. 5

2.2.2 Facility Assessment Team ........................................................................................ 5

2.2.3 Organization Chart .................................................................................................... 6

2.2.4 Resumes .................................................................................................................... 6

2.3 Services Scope of Work ................................................................................................... 6

2.4 Management Plan and Project Scheduling ..................................................................... 10

2.4.1 Management Plan.................................................................................................... 10

2.4.2 Scheduling of Assessments ..................................................................................... 11

2.5 Value Add Offerings ...................................................................................................... 11

3 Evaluation Criteria ................................................................................................................ 12

3.1 Evaluation Criteria – Facility Condition Assessment Services ...................................... 12

3.2 Evaluation Criteria – Capital Asset Management Software ........................................... 12

4 Fee Proposal .......................................................................................................................... 13

5 Proposal Response Format .................................................................................................... 14

Required Content ...................................................................................................................... 14

5.1 Vendor Overview (1 page max.) .................................................................................... 14

5.2 Overview of Proposed Solution ..................................................................................... 14

5.3 FCA Services.................................................................................................................. 14

5.3.1 Facility Condition Assessments .............................................................................. 14

5.3.2 Facility Assessment Team ...................................................................................... 14

5.3.3 Project Management Plan ....................................................................................... 15

5.3.4 Sample Project Schedule......................................................................................... 15

5.3.5 Relevant Experience ............................................................................................... 15

5.4 CAM Software ............................................................................................................... 16

5.4.1 Application Requirements .......................................................................................... 16

5.4.2 Technology Requirements .......................................................................................... 17

5.4.3 Training and Technical Support Requirements .......................................................... 18

5.4.4 Relevant Experience .............................................................................................. 19

5.6 References ...................................................................................................................... 19

5.7 Sample Deliverables ....................................................................................................... 19

5.8 Price ................................................................................................................................ 19

5.8.1 Facility Condition Assessment Services - Price .......................................................... 19

5.8.2 Capital Asset Management Software – Price............................................................... 20

6 Submission Requirements ..................................................................................................... 21

Appendix A: Building List............................................................................................................ 22

1 Program Overview

1.1 Client Overview

Tulsa Public Schools is the largest school district in northeastern Oklahoma. The district

contributes significantly to the economic base of the area with approximately 6,900 employees at

96 facilities. Approximately 40,000 students are enrolled in over 52 elementary buildings, 8

junior/middle schools; 9 high/junior high schools; 3 alternative schools, 10 charter/partnership

schools. The district also has 9 administrative facilities and 5 closed sites.

1.2 Project Objectives

Tulsa Public Schools (“TPS”, the “District”) wishes to establish a single source for a

comprehensive Facility Condition Assessment and Capital Asset Management Software for all

district owned facilities.

1.3 Summary of the Requirements

Tulsa Public Schools requests proposals from software and professional services firms (the

Vendor) for facility condition assessment services, capital asset management (CAM) software,

and associated consulting/professional services as described herein.

1) Comprehensive Facility Condition Assessments

Vendor will provide qualified and experienced Assessment Team(s) to complete

Comprehensive Facility Condition Assessments (FCAs) for selected In-Scope Facilities

noted in Appendix A and further described in section 2.3.

2) Capital Asset Management Software

Vendor will provide SaaS-based software to serve as both a) the repository for all

asset/system data collected during the Facility Condition Assessment and ongoing, and b)

the tool set that will be used to analyze, price and prioritize capital repair/replacement needs

and develop annual and quarterly capital budgets, as further described in section 5.4.

3) Value Added Supplemental Services

Additional assessment services and professional consulting services may be required on an

“as, if, and when” requested basis which may include:

Data Maintenance

Linking of facilities related purchasing data from the MUNIS finance system

Vendor should include their capabilities to provide the above value-added supplemental

services in the proposal response.

1.4 Key RFP Dates

Timelines

Activity Date

Advertise RFP February 11, 2019

Pre-bid Conference and Site Visit February 21, 2019

Deadline for Questions to be Submitted to Tulsa Public Schools February 18, 2019

Deadline for Answers to be Provided to Vendors February 27, 2019

Proposals Due March 13, 2019

Anticipated Assessment Project Start September 2019

Anticipated Assessment Project Completion March 2020

Note: Tulsa Public Schools reserves the right to deviate from this schedule.

1.5 CONTRACT ADMINISTRATOR: The following individual shall serve as the monitor of

the

conditions of the contract and shall work directly with the contractor on a regular basis in

scheduling and coordinating performance of services, answering technical questions in

connection with the scope of work, and providing general direction under the resulting contract:

Mrs. Ellen Duecker; Bond Project Manager.

1.6 QUESTIONS: Email any technical issue and specification questions pertaining to this RFP to

the Purchasing Department at [email protected] until 4:00 p.m. on February 18,

2019. Include a return email and phone number and specifically reference the section of the

proposal in question. All questions must be submitted in writing. Questions and answers will be

distributed to all suppliers solicited in order to avoid any unfair advantage. These guidelines for

communication have been established to ensure a fair and equitable evaluation process for all

respondents. Any attempt to bypass the above lines of communication may be perceived as

establishing an unfair or biased process and could lead to disqualification as a potential supplier.

1.7. PRE-PROPOSAL CONFERENCE AND SITE VISIT: A pre-proposal conference and site

visit will be held at 9:00 a.m. February 18, 2019 in Room 200C of the Education Service Center,

3027 South New Haven Avenue. Potential respondents are strongly encouraged to attend. Email

[email protected] to request the log in information. The purpose of this conference is

to allow the District the opportunity to provide clarification, respond to questions from potential

vendors relative to any facet of this solicitation, and to entertain suggestions for improvement of

this document and/or the program. Any statements made by the District representatives at the pre-

proposal conference or otherwise do not modify the terms, conditions, and specifications of this

RFP. Any changes to this RFP will be issued in a written addendum to the solicitation.

2 Response Requirements/Framework

2.1 Company Overview

Tulsa Public Schools is seeking a provider of comprehensive facility condition assessment

services.

In order for Tulsa Public Schools to ensure a truly independent understanding of the condition of

the entire portfolio, as well as to avoid perceived or real conflict of interests, firms that perform

the assessments (including subcontractors) will not be eligible for any repair, remediation and

renewal work. This includes parent and associated subsidiary organizations.

At a company level, the Vendor should discuss its skills and expertise; knowledge and

experience; and professional qualifications in providing the services set out in this RFP. In doing

so, the Vendor should provide in its Proposal:

A brief description of the Vendor business, and history;

A description of the goods and services the Vendor is currently delivering;

Information on experience the Vendor has that is directly relevant to this project.

2.2 Experience and Qualifications

Information on experience that the Vendor has on assignments that are similar in size,

geographic distribution and magnitude to Tulsa Public Schools.

2.2.1 References

The Vendor is requested to provide three references from school districts or state education

agency level clients who have obtained similar goods or services from the Vendor in the last

three years as those requested in this RFP and include the following information: District Name,

District Address, Contact Name, Contact Telephone Number, Date Work Undertaken, and

Nature of Assignment.

2.2.2 Facility Assessment Team

The Vendor will determine the overall make-up and number of resources for their facility

assessment team or teams; however, Tulsa Public Schools requires that the Vendor:

Designate a single, dedicated Project Manager who has overall responsibility for all

Assessments;

Designate dedicated Team Leads for each Facility Assessment Team who has overall

responsibility for the FCA(s) provided by the Team and reports to the Project Manager;

Ensure each Facility Assessment Team has an adequate number and type of discipline

expertise (i.e., architectural, mechanical, electrical, etc.) appropriate for the facility or site

and systems being assessed; and,

Ensure that all other resources provided by the Vendor are properly trained, qualified

(holding all appropriate professional designations and security/background clearance),

and experienced to conduct Facility Condition Assessments.

The Project Manager will act as the Vendor’s overall lead. This person will direct and coordinate

the project and ensure completion of all activities related to the FCAs. This role will require an

individual with considerable expertise and experience delivering the requested services. Tulsa

Public Schools reserves the right to ask for a replacement of any member of an Assessment

Team at its sole discretion; however, this right is not expected to be exercised lightly or without

due cause.

All resources on a Facility Assessment Team(s) will be qualified technical personnel. These staff

will be capable of effectively interpreting existing facility condition reports, and conducting

system assessments in mechanical, electrical, and architectural disciplines.

The Vendor will conduct criminal record checks on all persons employed or retained to provide

Services on Tulsa Public Schools property. At the direction of Tulsa Public Schools, the Vendor

will remove from the work site any person who does not receive a clear criminal record check

with respect to an offence that is relevant to the Services.

2.2.3 Organization Chart

Vendors must provide an Organization Chart showing the entire project team by position title

and the names of the Key Team Members. The chart must clearly show all positions and the

reporting structure.

2.2.4 Resumes

Vendors are to provide the resumes of the Key Team Members only. Assessment consultant

professionals must have an average minimum of 10 years’ experience in their respective

discipline (Architectural, Mechanical, and Electrical). Resume packages should include

information on engineering or architectural licenses where appropriate.

The Vendor should discuss the skills and expertise; knowledge and experience; and professional

qualifications of each Key Team Member who will be assigned to the project. Responses should

focus on experience providing similar or identical services to those described in the RFP.

2.3 Services Scope of Work

The vendor should have thorough knowledge of ASTM Designation: E 2018-01, Standard Guide

for Property Condition Assessments: Baseline Property Condition Assessment Process

documents.

The Vendor will visually inspect all assets included in the scope of the project to assess the

remaining lifecycle of major asset systems, identify deferred maintenance requirements.

Requirements are conditional, operational and system replacement needs, all relating to the

system lifecycle. Each requirement must be individually classified by priority, requirement

category (cause of issue), asset system, inspector and cost, thereby allowing for multiple queries

and data analyses. The vendor will provide an FCA, facility condition assessment, for capital

planning purposes for all in-scope facilities.

Note that approximately 80% of the district facilities assets have been tagged and are

included in the InSite/Maintenance Connection system and will be provided for

verification as part of the inventory.

There are 96, ninety-six facilities, covering approximately 8,156,764 square feet in the Tulsa

Public Schools. 52 elementary buildings, 8 junior/middle schools; 9 high/junior high schools; 3

alternative schools, 10 charter/partnership schools; 9 administrative; 5 closed sites.

As an additional component (optional work), the vendor will provide a cost to perform an

asset validation for a limited number of buildings indicated in Appendix C. These

buildings have undergone extensive work since the last full district asset validation was

completed in April 2012. Changes to their assents need to be documented.

Tulsa Public Schools will provide the vendor with specific documentation of work and condition

for several categories of work for data entry into the software system and inclusion in the FCA

and reports as follows:

OLI roof condition assessment

Fire suppression evaluation information

EMS energy management building automation systems

Documentation on upgrades to low voltage systems: fire, intrusion, cameras, intercom,

clocks

List of schools with enhanced secure entries and related systems

Interactive whiteboards and monitors

Storm shelters and their related systems

For assessing all In-Scope Facilities, the Vendor will:

Provide a Facility Condition Assessment Team as described in Section 2.2.

Refer to Category Section 2.3.1 below for scope of work requirements for the FCA.

Arrange all FCAs with each participating campus, branch or location.

Ensure all Facility Assessment Team members have the required insurance, minimum of

5 years’ experience performing FCAs, and training to conduct the FCA.

Identify requirements, projected requirements, recommend actions and associated cost

estimates.

Prepare one (1) draft detailed report for each facility where an FCA is completed and

present the draft to Tulsa Public Schools for review and comment. Once the draft report

is finalized, prepare one (1) detailed report and one (1) summary report for each assessed

facility or site. The Vendor will prepare and disseminate the detailed report and the

summary report to Tulsa Public Schools. Form and content of the detailed report and the

summary report will be finalized during the kickoff meeting.

The Vendor will prepare a bi-weekly progress report on the status of the FCAs underway.

The format and any additional content of the bi-weekly report will be agreed to during

the kickoff meeting.

Tulsa Public Schools expectation is that costing estimates provided by the Vendor representing

recommended actions will include both hard and soft costs, be accurate, and reflect the local

costing of all inputs.

Describe your facility assessment methodology/scope of work, to include:

The depth and breadth of your assessment offerings

Incorporation of existing InSite/Maintenance Connection inventory asset data as provided

by Tulsa Public Schools

Field collection techniques

Adherence to industry standard Uniformat II and BOMA

Defining priorities and categories

Costing and funding analysis

Preparation of reports and findings

The list of buildings to be assessed is contained in the Appendix A at the end of this document.

2.3.1 Comprehensive Facility Condition Assessment Scope of Work

The district’s current asset inventory, contained within the InSite/Maintenance Connection

system, is estimated to be 80% plus accurate. The vendor will be responsible for verifying and

or adding additional unassigned assets to the data system at all locations.

Appendix A lists all building sites for inspection. Vendor will visually inspect all assets included

in the scope of the project to identify deficient conditions and assess the remaining lifecycle of

designated asset systems with the exception of those designated by the district as having recent

or planned replacement or work as designated in Appendix A-1, A-2 and A-3. The teams will

document deferred maintenance deficiencies, including digital photographs of asset exteriors and

any observed conditions within the assets. The survey will include a visual inspection of the

building and all buildings’ architectural, mechanical, and electrical and site systems listed in.

Table 1.

Table 1.1 Architectural, mechanical and electrical systems as classified by the Uniformat standards

Substructure **Roofing Distribution Systems *Fire Suppression & Fire Service Water

Superstructure Roof Drains, Gutters, Downspouts

Boilers (Hot water/Steam) *Communications & Security

Exterior Walls Fixed ladders interior and exterior roof access

Electrical Service & Distribution

ADA compliance validation

Exterior Windows Restroom Condition Assessment

Exterior Lighting & Branch Wiring

*Site Paving

Wall Finishes Sewer Drains Facility Lighting * TPS data TBP

*Sidewalks

Exterior Doors Storm Drainage Hot Water Loops Athletic fields: Tracks and Turf (where applicable)

Interior Doors Plumbing Fittings/Fixtures Chillers Swimming pools and systems (6 )

Interior Walls Domestic Water Distribution

Chilled Water Loops Retaining Walls

Interior Flooring HVAC Systems *Building automation systems (EMS)

Auditorium Condition Assessment: Stage, Stage Rigging, Curtains, Stage Lighting, Cat Walks, Sound Systems, House Lighting in only 26 buildings as listed in Appendix B

Ceiling Finishes Heat Generating Systems *Enhanced Secure Entries Vertical chairlifts ; Elevator*

Stairs Cooling Generating Systems

*FEMA Storm Shelters

Kitchen Condition Assessment: Vent Hood, Walk-In Freezer/Cooler, Grease Interceptor, THD (Tulsa Health Dept.) Code Compliance; Electrical Compliance

*low voltage fire, intrusion, cameras, intercom and clock

*Owner provided documentation, data to be entered by vendor

** Owner provided to be verified and entered by vendor

In addition to the building systems noted above, the assessment team will also assess the

major exterior infrastructure systems noted in table 1 above and evaluate the systems for

their age, condition and cost. Evaluate all system components individually and as an

aggregate. This will enable a data-driven understanding of system condition, replacement

timing and capital expenditure needs over a given period. Tulsa Public Schools requires

that a five and ten year outlook be used.

The team will gather or verify, depending on category of site, specific information for each

system including date installed (if installation date is unknown the date of manufacturing will be

used, if both are unknown then the construction date of the building or area will be used), type,

capacity, effective age and overall operational condition. Develop infrastructure replacement

costs so a replacement value for the infrastructure or utility can be calculated.

1) System Renewal Requirements: Generate system renewal requirements based on

observed conditions. A system renewal requirement is a requirement that represents

the cost and action date of an asset system's renewal event.

2) Lifecycle and Cost Estimate Validation: Verify both lifecycle (expected useful

lifespan of each utility or infrastructure system) estimates and cost estimates and

validate based on industry standards and/or historical information provided by Tulsa

Public Schools. If installation date or manufacturing date is unknown, then the date

of construction will be used for the building or area.

After the on-site work is complete, the FCA team(s) will review their notes and findings. This

will include descriptive narratives, condition data, and photos.

Each deferred maintenance deficiency must be assigned a Priority that indicates its severity and

the ideal time frame for correction as noted in Table 1. Priority settings should be flexible,

reflecting those desired by Tulsa Public Schools as noted in Table 2 below.

Table 1

Priorities should be assigned to deficiencies within the following timeframes.

Priority Definition Years Offset

Priority 1 Due within 2 Years of Inspection 2



Priority 4 Not Time Based null

Table 2

Deficiencies should be categorized according to cause or reason as follows.

Category Sub-category

Integrity Lifecycle

Reliability

Regulations Life Safety

Building Code

HazMat

Accessibility

Optimization Technological Improvements

Capacity

Mission

Maintenance

Abandoned

Energy

Sustainability

Corrective Actions: The vendor will recommend a corrective action for each deficiency. The

actions are based upon the materials and equipment required to repair or replace the identified

deficiency along with necessary labor. The vendor will work with Tulsa Public Schools to

identify any soft costs (e.g., permitting fees, project management fees, etc.) that should also be

included.

Digital Photos: The vendor will take digital photos during the assessment to visually illustrate

existing conditions. The photographs will be of the asset exterior, each primary asset, and any

critical deficiencies within each asset. Photographs must be linked to each appropriate database

record within the CAM software.

The vendor will calculate the FCI’s for each building and the entire portfolio. Tulsa Public

Schools expects to be able to ascertain the impact of various funding levels on the FCI of the

assets, or alternatively, the funding levels required to achieve a specific asset FCI.

Preliminary draft reports will be submitted to Tulsa Public Schools after the data has been

evaluated. This will allow Tulsa Public Schools an opportunity to review content, including a

review of data classifications (such as priorities, categories, and systems), general consistency of

overall estimates, and report formats.

The draft reports will contain; narrative summaries, digital facility photographs, facility work

type summary, facility system summary, major deficiency photographs, and inspection details.

The final reports will document the findings and present analyses of the FCA, and will include

the following sections:

Executive Summary

Assessment Methodology

Summary Data Reports

Detailed Deficiency Reports

Once the assessment and analysis is complete, the vendor will present their findings.

2.4 Management Plan and Project Scheduling

2.4.1 Management Plan

Describe your firm’s practical approach to delivering the facilities condition assessments in

accordance with the scope of services elements.

2.4.2 Scheduling of Assessments

Demonstrate by chart or graphics your suggested timeline values for accomplishing the inventory

review, facility assessment and prioritization of assets. Include milestone target dates for

deliverables in accordance with the following and your firm’s project approach.

Start Date

Tulsa Public Schools Reviews

Field Data Collection

Submittal of Draft Report(s)

Submittal of Final Report

2.5 Value Add Offerings

Given Tulsa Public Schools program objectives and the Vendor’s best practices experience, the

Vendor should detail additional offerings that will ensure the overall short and long term success

of Tulsa Public School’s program.

3 Evaluation Criteria

Tulsa Public Schools will use the following criteria in evaluating proposals received in response

to this RFP. The evaluation of proposals and the selection of the successful proposal will be

based on the information provided by the Vendor in its proposal, including without limitation

responses to the Vendor’s qualifications. Consideration may also be given to any additional

information helpful to Tulsa Public Schools. We are not bound to accept the lowest priced

proposal if that proposal is not the most advantageous to the organization as determined solely

by Tulsa Public Schools.

Completeness of Proposal: Any proposal that does not contain each element described in this

RFP, fully completed, initialed or executed, as appropriate, may be judged to be incomplete and

may not be considered further.

3.1 Evaluation Criteria – Facility Condition Assessment Services

Firm experience and staff 30%

Approach and management plan for facility condition assessment 25%

Project Timetable 15%

Subtotal score 70%

Proposed fee (only if shortlisted) 30%

Total 100%

3.2 Evaluation Criteria – Capital Asset Management Software

Firm experience and staff 15%

Proposed software and systems 45%

Implementation, Training and Support 15%

Subtotal score 75%

Proposed fee (only if shortlisted) 25%

Total 100%

Oral Presentation and Software Demonstration: If a meeting is requested by Tulsa Public

Schools, the Vendors will be further judged for their presentation and demonstration based upon

clarity of presentation, ability to answer technical and application questions, and demonstrated

understanding of the project.

4 Fee Proposal

The Fee Proposal and any mention of pricing must be contained in a separate electronic file.

Failure to comply is grounds for automatic disqualification of proposal. The cost proposal is an

integral part of the evaluation. However, only those proponents who are short listed will have

their cost proposal opened. We are not bound to accept the lowest priced proposal if that

proposal is not the most advantageous to the organization as determined solely by Tulsa Public

Schools.

5 Proposal Response Format

The following format, sequence, and instructions should be strictly followed to provide

consistency in vendor responses and ensure each proposal receives full consideration. All pages

should be consecutively numbered.

a) Table of contents including page numbers.

b) An executive summary of the key features of the proposal.

c) The body of the proposal, exclusive of pricing, (the “Technical Proposal”).

d) Pricing must be provided separately from the Technical Proposal.

e) Proposal response is limited to 50 pages double sided (25 sheets) exclusive of

resumes, sample deliverables and appendices.

In order to receive full consideration during evaluation, proposals should include a detailed

response to the following:

Required Content

5.1 Vendor Overview (1 page max.)

5.2 Overview of Proposed Solution

Provide a description of the overall program, including both software and services. Describe how

it aligns with Tulsa Public Schools objectives described in section 1 and Tulsa Public Schools

program requirements described in section 2.

5.3 FCA Services

The Vendor should provide a detailed description of how FCA Services will be provided.

5.3.1 Facility Condition Assessments

The Vendor should provide a detailed overview of its strategy/approach to the completion of

FCAs over the Assessment Cycle, addressing topics such as resourcing, process management,

the inspection process for each Facility and System noted in section 2 and the costing of

recommended actions.

5.3.2 Facility Assessment Team

Organization Chart: The Vendor should provide details as to the construct of the typical Facility

Assessment Team it plans to deploy for the completion of the FCAs, providing for each

identified position on the Facility Assessment Team, the typical qualification required. Each

Facility Assessment Team should include qualified and experienced facility assessors.

The Vendor should:

Identify its Project Manager and provide a resume describing professional qualifications

and experience appropriate to the position.

Indicate the number of Facility Assessment Teams it proposes to apply in completion of

the Assessment Cycle and their proposed work schedules.

Provide some sample resumes for assessors and project manager(s) that are typical of the

qualifications and experience of the vendor’s staff.

Tulsa Public Schools reserves the right to review and approve the resumes of proposed staff

prior to project commencement.

5.3.3 Project Management Plan

Provide a comprehensive project management plan that addresses how the vendor will:

coordinate work throughout the contract term

ensure that the project meets all the requirements

complete work on schedule

adhere to the budget

manage quality processes

manage the team resources

communicate effectively

minimize and address risk

5.3.4 Sample Project Schedule

The vendor will provide an example of a typical facility condition assessment project schedule

showing the following relevant information.

Mobilization of the project

Recommended facility project list

Field data collection and historical asset information

Preliminary report as described in deliverables section

Final report documents

Final presentation

5.3.5 Relevant Experience

List at least three but no more than five similar projects, conforming to the minimum

requirements, undertaken by the firm in the last three (3) years. Include: name, location, and a

contact person (name, current address, and current telephone number).

The following minimum experience must be demonstrated:

Firm must have been actively engaged in providing FCA services for a minimum of five

years.

Firm must have successfully completed FCA services for at least 10 clients.

5.4 CAM Software

5.4.1 Application Requirements

The software must provide Tulsa Public Schools with the capability to continually update all data,

manage deferred maintenance reduction and predict future capital renewal. Functionality must

include but is not limited to the following:

Enhance facility-planning capabilities by addressing the highest priority needs and future

needs

Develop present and future facility renewal budgets

Produce capital planning scenarios aligned to our objectives

Classify, rank and prioritize all deficient conditions and associated correction projects and

associate information concerning associated building systems and deficiency classifications

by severity and anticipated life-cycle

Ability to maintain all project data, model existing data to determine future funding

requirements, and monitor ongoing code compliance/plant adaptation issues

Database must be capable of storing, analyzing, printing, and updates

Ability to aggregate corrective actions into contract packages or bundles of projects for cost-

effective contracting, purchasing, and correction

Ability to project and analyze costs for Deferred Maintenance and Capital Renewal

Options must be provided on database storage options, backup options, and recovery methods

Capital Needs and Funding Analysis

The Vendor's proposed capital asset management software should provide data on the long-term

system renewal costs and timing. The Vendor should be able to present multiple funding options

and discuss a comparative analysis of these funding options. The district wishes to be able to

ascertain the impact of various funding levels on the FCI of the assets, or alternatively, the funding

requirements to achieve a specific asset FCI.

Based on the criteria selected, Vendor's software should be able to calculate the long-term renewals

for the assets and systems included in the project utilizing the previously developed system models

and systems conditions evaluation. The resulting funding analysis should then be used in the

strategic planning and funding analyses developed by the Vendor together with the district.

To ensure consistent, equitable, goal-oriented, needs-based, and most efficient capital planning,

the Vendor should analyze trade-offs between competing funding requirements based on criteria

and logic developed with Tulsa Public Schools. The analysis should enable the district to

effectively allocate capital renewal funding to the various entities. Related or dependent renewal

projects should be associated with each other and with other functional requirements to ensure an

appropriate integrated perspective to capital planning. The most obvious example of this need is

the “repair or replace” analysis for severely deficient facilities. Similar analysis can be conducted

for “component renewal vs. gut renovation” analysis of moderately deficient facilities, or "repair

vs. replace" analyses for individual asset systems.

Capital Budget Planning and Advanced Analytics

Based on the assigned priorities agreed on by the Tulsa Public Schools, the district should be able

to produce within the capital planning and management application, an objective and transparent

multi-year capital budget along with scenarios for capital funding.

5.4.2 Technology Requirements

The software should be licensed on a Software as a Service (SaaS) Subscription basis and meet

the following criteria:

Utilizes a centrally hosted, shared database

Has an easy-to-use interface

Allows for up to unlimited concurrent users

Allows access via the Internet

Provides multi-level security (read-only, read and edit, full system capability, restricted data

access by i.e. region, campus or building)

Allows for updating by the licensor on a regular basis

Include online help files and detailed print documentation

Allows documents to be attached to records at all levels of the hierarchy, i.e.: Region, Campus,

Asset, System, Requirement, Action, Assembly, Room, Inventory, Group, Project, or Plan.

Includes a Capital Budgets Ranking Module to prioritize the requirements based on a broad

range of client-specified criteria

Includes a Projects module that enables the analysis of various project bundling approaches

to determine the most cost-effective approach for the work.

Includes a cost estimating system embedded within the overall software which uses costs

based upon RSMeans® Unit Costs, including local City Costs Indices.

Able to generate a Facility Condition Index (FCI) that follows recognized industry standards.

The information included in the calculation of the FCI must be adjustable by manual

intervention.

Able to generate multi-level financial modeling based on the deferred maintenance backlog,

capital renewal and selected time frame. The system should enable analyzing and projecting

funding for time periods up to 25 years. Cost models should accommodate multiple formats

for reporting. Suggested formats are; RSMeans® elemental, UNIFORMAT II, trades

breakdowns, building element breakdown.

Includes an Application Programming Interface that allows programmatic access to all data

objects in the application. It must utilize standard web services accessible via the Internet.

Software must be ready to communicate with InSite/Maintenance Connection and IBM

Maximo. Known conflicts and compatibility issues must be provided.

Uses an architected software application based on a standard enterprise relational database

structure allowing us to leverage tools such as SSRS (SQL server reporting services) and

Power BI, and or have the ability to pull data into our own operational data store or

warehouse.

Includes the ability to import and export digital media such as Photos and PDF documents.

Can generate ad-hoc reports customizable by the customer to add or delete fields

Has a robust report writing capabilities that incorporate the use of industry standard report

generation tools such as Power BI, IBM Cognos, MicroStrategy, etc.

Has a user-friendly executive level query tool (dashboards and asset summary level

information) that is accessible via a mobile tablet.

Able to capture condition data for both vertical and linear assets.

The software database should provide for the following:

Latest MS Windows compatible functions

Complete published documentation detailing every function of the software system

Reproduce all reports within the individual building reports

Produce presentation quality graphics including bar charts

Model all project data to create funding projections for various multi-year time frames. For

example, one project objective is to allow the Facilities Department to calculate the required

funding levels for retiring backlog maintenance. This model should be dynamic to allow for

input of actual funding levels and maintenance completion.

Allow for report queries based not only on project cost, category and priority class, but also

physical proximity to other projects or building structural elements.

5.4.3 Training and Technical Support Requirements

The Vendor should provide appropriate training and technical support including:

A structured training program to be conducted at Tulsa Public Schools for approximately 15

individuals (to include a training manual for each user) in all aspects of the process and

program including updating information and generating reports based on various options.

Vendor should provide multiple training options that include customized training.

Vendor should specify if peer learning opportunities are available through the vendor.

Vendor should provide a toll-free technical support phone line. (List hours of support phone

line operation.)

5.4.4 Relevant Experience

List at least three but no more than five similar clients, conforming to the minimum

requirements, implemented by the firm in the last five (5) years. Include: name, location, and a

contact person (name, current address, and current telephone number).

The following minimum experience must be demonstrated:

Firm must have been actively engaged in developing, implementing and supporting CAM

software in large school districts (20,000+ students) for a minimum of seven (7) years.

Firm’s CAM software must currently be in use for a minimum of 300 million square feet

of client facilities on an annual basis.

5.6 References

The Vendor should provide up to five business references and contact information that Tulsa

Public Schools may use to validate statements in the proposal. The references must be active

users of the software for at least the past eighteen (18) months on a continuous basis.

References should include the name of the organization, official contact person for the

organization, person’s role on the referenced project (if applicable), and contact information

including street address, email address and telephone number. The district may, at its sole

discretion, contact these references at any time during the procurement process without prior

notice to the Vendor. Tulsa Public Schools will not enter into a Contract with any Vendor whose

references, in the district’s sole opinion, are unsatisfactory or do not confirm information in the

proposal.

5.7 Sample Deliverables

Submit sample report or analyses that reflect the capabilities requested in Section 5.4.1

Application Requirements.

5.8 Price

Pricing must be submitted separately from the technical proposal.

5.8.1 Facility Condition Assessment Services - Price

The Vendor should provide a fixed price for the completion of all FCAs for each In-Scope

Facility.

The fixed price quoted for the completion of all FCAs should include the cost of travel and

accommodation incurred by the Vendor in the delivery of FCA Services.

5.8.2 Capital Asset Management Software – Price

The Vendor should provide a fixed price for the completion of all FCA for each In-Scope

Facilities.

Set-Up & Implementation ($ )

Training ($ )

Software License - Year 1 ($ )





Grand Total ($ )

6 Submission Requirements

QUESTIONS REGARDING THE RFP: Email any technical issue and specification questions

pertaining to this RFP to the Purchasing Department at (918) 746-6279 or email to

[email protected] by February 18, 2019 Include a return email address and phone

number, and specifically reference the section of the RFP in question. All questions must be

submitted in writing. Questions and answers will be distributed to all suppliers solicited in order

to avoid any unfair advantage. These guidelines for communication have been established to

ensure a fair and equitable evaluation process for all respondents. Any attempt to bypass the

above lines of communication may be perceived as establishing an unfair or biased process and

could lead to disqualification as a potential supplier.

Appendix A: Building List

Vendor will provide an FCI and documentation as outlined for the following

buildings. Highlighted sites will not require full documentation having

recent or planned HVAC(purple) or remodeling(teal) work or closed and in

obvious need of total replacement (green). These sites appear in Appendices

A-1, A-2 and A-3 with explanations. The final column shaded in light green

indicates building identified for optional asset validation.

ELEMENTARY SCHOOLS

PERM BUILDIN

G SQUARE FOOTAG

E

SMALL BRICK BUILDI

NGS

PRE-FAB

BUILD-INGS

TRAILERS

TOTAL PORTA-

BLE SQUARE

FOOTAGE

TOTAL SQUARE

FOOTAGE

Optional BUILDING/ROOM

ASSET VALIDATION

ACADEMY CENTRAL

1789 W. Seminole Street Tulsa, OK 74127

53,377 0 0 0 0 53,377

ANDERSON

1921 E. 29th Street North Tulsa, OK 74110

84,700 2 0 0 2,208 86,908

BELL

6304 E. Admiral Boulevard Tulsa, OK 74115

92,724 0 0 0 0 92,724

BURROUGHS

1924 N. MLK Jr. Boulevard Tulsa, OK 74106

56,856 0 0 0 0 56,856

CARNEGIE

4309 E. 56th Street Tulsa, OK 74135

54,580 0 0 0 0 54,580 54,580

CELIA CLINTON

1740 N. Harvard Avenue Tulsa, OK 74115

82,118 0 0 0 0 82,118

CLINTON WEST

2224 W. 41st Street Tulsa, OK 74107

123,811 0 0 0 0 123,811 123,811

COOPER

1808 S. 123rd East Avenue Tulsa, OK 74128

84,225 0 0 1 1,320 85,545 85,545

COUNCIL OAK

1920 S. Cincinnati Avenue Tulsa, OK 74119

48,271 0 0 0 0 48,271 48,271

DISNEY


82,244 0 0 1 1,320 83,564

DOLORES HUERTA


49,046 0 0 1 1,320 50,366

DUAL LANGUAGE ACADEMY

2703 N. Yorktown Place Tulsa, OK 74110

44,065 0 0 0 0 44,065 44,065

ECDC BUNCHE


69,709 0 0 0 0 69,709

EISENHOWER @ NIMITZ

3111 East 56th Street Tulsa, OK 74105

101,868 0 0 0 0 101,868 101,868

ELIOT


47,504 0 0 0 0 47,504 47,504

EMERSON

909 N. Boston Avenue Tulsa, OK 74106

78,050 0 0 0 0 78,050 78,050

EUGENE FIELD

2249 S. Phoenix Avenue Tulsa, OK 74107

54,162 0 0 4 4,620 58,782

GILCREASE


129,845 0 0 0 0 129,845

GRIMES


39,230 0 0 1 1,320 40,550

GRISSOM


51,422 0 1 0 2,640 54,062

HAMILTON

2316 N. Norwood Place Tulsa, OK 74115

120,896 0 0 0 0 120,896

HAWTHORNE

1105 E. 33rd Street North Tulsa, OK 74106

57,831 1 0 0 1,320 59,151

HOOVER

2327 S. Darlington Avenue Tulsa, OK 74114

69,115 0 1 0 2,640 71,755

JONES

1515 S. 71st East Avenue Tulsa, OK 74112

42,742 0 0 3 3,960 46,702

KENDALL-WHITTIER

2601 E. 5th Place Tulsa, OK 74104

122,880 0 0 2 2,640 125,520

KERR

202 S. 117th East Avenue Tulsa, OK 74128

64,365 0 0 0 0 64,365 64,365

KEY

5702 S. Irvington Avenue Tulsa, OK 74135

67,054 0 0 0 0 67,054

LANIER

1727 S. Harvard Avenue Tulsa, OK 74112

46,657 0 0 0 0 46,657

LEWIS & CLARK

737 S. Garnett Road Tulsa, OK 74128

105,666 0 0 0 0 105,666

LINDBERGH


61,862 0 0 0 0 61,862 61,862

MacARTHUR


53,735 0 0 2 2,640 56,375

MARK TWAIN

541 S. 43rd West Avenue Tulsa, OK 74127

57,462 0 0 0 0 57,462

MARSHALL (w/CHARTER)


64,478 0 0 4 5,280 69,758

*MAYO

1127 South Columbia Avenue

Tulsa, OK 74104

60,008 0 0 0 0 60,008

McCLURE

1770 E. 61st Street Tulsa, OK 74136

68,573 1 0 0 68,573

McKINLEY

6703 E. King Street Tulsa, OK 74115

72,341 0 0 0 0 72,341

MITCHELL

733 N. 73rd East Avenue Tulsa, OK 74115

56,174 1 0 2 3,300 59,474 59,474

OWEN

1132 N. Vandalia Avenue Tulsa, OK 74115

58,499 0 0 6 3,960 62,459

PATRICK HENRY


56,378 0 0 0 0 56,378

PEARY


43,017 0 0 2 2,640 45,657 45,657

PENN


50,439 0 1 0 2,640 53,079

ROBERTSON

2721 W. 50th Street Tulsa, OK 74107

51,052 0 0 0 0 51,052

SALK


65,922 0 0 1 1,320 67,242

SEQUOYAH @ CLEVELAND

724 N Birmingham Avenue Tulsa, OK 74110

121,029 0 0 0 0 121,029

SKELLY PRIMARY


42,745 0 0 1 1,320 44,065

SKELLY


112,389 1 0 0 1,320 113,709

SPRINGDALE

2510 E. Pine Street Tulsa, OK 74110

54,924 0 0 0 0 54,924

UNITY LEARNING ACADEMY

2137 N. Pittsburg Ave Tulsa, OK 74115

55,974 0 0 0 0 55,974

WAYMAN TISDALE FINE ARTS ACADEMY

4132 W. Cameron St Tulsa, OK 74127

84,183 0 0 0 0 84,183

WHITMAN

3924 N. Lansing Ave Tulsa, OK 74106

54,333 0 0 0 0 54,333

WRIGHT


99,534 0 0 0 0 99,534

ZARROW INT'L

3613 S. Hudson Ave Tulsa, OK 74135

57,735 0 0 0 0 57,735 57,735

TOTAL ELEMENTARY 3,621,199 6 3 31 56,328 3,677,527 872,787

MIDDLE/JR HIGH

SCHOOLS

PERM BUILDING SQUARE

FOOTAGE

SMALL BRICK BUILDI

NG

PREF-AB

BUILDINGS

TRAIL-ERS

TOTAL PORTA-

BLE SQUARE

FOOTAGE

TOTAL SQUARE

FOOTAGE

BUILDING/ROOM ADA & ASSET VALIDATION

CARVER

624 E. Oklahoma Place Tulsa, OK 74106

113,029 0 0 1 1,320 114,349

EAST CENTRAL JR HIGH

12121 E. 21st St Tulsa, OK 74129

127,548 0 0 0 0 127,548

EDISON MIDDLE


116,047 0 0 0 0 116,047

HALE JR HIGH

2177 S. 67th East Ave Tulsa, OK 74129

132,777 0 0 0 0 132,777

McLAIN 7TH GRADE ACADEMY


51,625 0 0 0 0 51,625

MEMORIAL JR HIGH


128,733 0 0 0 0 128,733

MONROE DEMONSTRATION


98,155 0 0 0 0 98,155

THOREAU DEMONSTRATION

7370 East 71st Street Tulsa, OK 74133

123,110 0 0 0 0 123,110

TOTAL MIDDLE/JR HIGH 891,024 0 0 1 1,320 892,344 0

HIGH SCHOOLS


FOOTAGE

SMALL BRICK BUILDI

NG

PREFAB

BUILDINGS

TRAILERS

TOTAL PORTABLE SQUARE FOOTAGE

TOTAL SQUARE

FOOTAGE


CENTRAL JR/HS

3101 W. Edison Street Tulsa, OK 74127

176,925 0 0 1 1,320 178,245 178,245

EAST CENTRAL


276,721 0 0 0 0 276,721 276,721

EDISON HIGH


287,018 0 0 0 0 287,018

HALE


251,413 0 0 0 0 251,413

McLAIN JR/HS

4929 N. Peoria Avenue Tulsa, OK 74126

221,638 0 0 0 0 221,638

MEMORIAL

5840 S. Hudson Avenue Tulsa, OK 74135

278,863 0 0 0 0 278,863

ROGERS COLLEGE HIGH


286,334 0 0 0 0 286,334

WASHINGTON

1514 E. Zion Street Tulsa, OK 74106

259,805 0 0 0 0 259,805

WEBSTER

1919 W. 40th Street Tulsa, OK 74107

208,807 0 0 0 0 208,807

TOTAL HIGH 2,247,524 0 0 1 1,320 2,248,844 454,966


FOOTAGE

SMALL BRICK BUILDI

NG

PRE-FAB

BUILD-INGS

TRAILERS

TOTAL PORTA-

BLE SQUARE

FOOTAGE

TOTAL SQUARE

FOOTAGE


ALTERNATIVE SITES

PROJECT ACCEPT (LOMBARD)

1202 West Newton Street Tulsa, OK 74127

31,928 0 0 0 0 31,928

TRAICE (LINDSEY)

2740 E. 41st Street North Tulsa, OK 74110

45,075 0 0 0 0 45,075

TULSA MET (BRYANT)

6201 E. Virgin Street Tulsa, OK 74115

56,530 1 0 0 1,320 57,850

TOTAL ALTERNATIVE 133,533 1 0 0 1320 134,853 0

PERM

BUILDING SMALL BRICK

PREFAB

TRAILERS

TOTAL PORTABL

TOTAL SQUARE

FOOTAGE


CHARTER/PARTNER SITES

SQUARE FOOTAGE

BUILDING

BUILDINGS

E SQUARE FOOTAGE

COLLEGE BOUND (EASTSIDE)

2525 South 101st East Avenue

Tulsa, OK 74129

68,650 0 0 0 0 68,650 68,650

HELMZAR

1006 N. Quaker Avenue Tulsa, OK 74106

19,125 ~ ~ ~ 0 19,125 19,125

KIPP (WOODS)

1661 E. Virgin Street Tulsa, OK 74106

40,010 0 0 2 1,320 41,330

LEGACY (CHEROKEE)

6001 N. Peoria Avenue Tulsa, OK 74126

51,451 0 0 0 0 51,451

LEGACY (GREELEY)

105 E. 63rd Street N. Tulsa, OK 74126

45,472 0 0 0 0 45,472

PHOENIX RISING (SEQUOYAH)

3441 East Archer Street Tulsa, OK 74115

50,432 0 0 0 0 50,432

STREET SCHOOL I (FRANKLIN)

1135 S. Yale Avenue Tulsa, OK 74112

40,635 0 0 0 0 40,635

STREET SCHOOL II (FRANKLIN YA)

1136 S. Alleghany Avenue Tulsa, OK 74112

18,565 0 0 0 0 18,565

TSAS & TFA (ROOSEVELT)

1202 W. Easton Street Tulsa, OK 74127

102,119 0 0 0 0 102,119

TULSA HONOR (BELL PRIMARY)

209 S. Lakewood Avenue Tulsa, OK 74115

44,231 0 0 0 0 44,231

TOTAL CHARTER 480,690 0 0 2 1,320 482,010 87,775

PERM BUILDIN

G SQUARE

SMALL

BRICK

PREFAB

BUILDINGS

TRAILERS

TOTAL PORTAB

LE SQUARE

TOTAL SQUARE FOOTAG

E

BUILDING/ROOM ADA & ASSET

VALIDATION

SUPPORT SITES

FOOTAG

E BUILDI

NG FOOTAG

E

EDUCATION SERVICE CTR

3027 S. New Haven Avenue

Tulsa, OK 74114

129,100 0 129,100 129,100

ENROLLMENT CENTER

2819 South New Haven Tulsa, OK 74114

46,591 0 46,591 46,591

MAINTENANCE, PLANT OPERATION &

WAREHOUSE 1555 N. 77th East

Avenue Tulsa, OK 74115

167,074 0 167,074 167,074

GROUNDS 1817 N. Reading Street

Tulsa, OK 74114 12,500 0 12,500 12,500

TRANSPORTATION 1815 N. 77th East


32,725 0 32,725

ROSS (CHILD NUTRITION)

8934 E. Latimer Street Tulsa, OK 74115

32,694 0 32,694

GRANT 7635 E. 42nd Place

Tulsa, OK 74145 34,800 0 34,800

NORTH BUS LOT 5720 N. MLK Jr.

Boulevard Tulsa, OK 74126

4,065 0 4,065

McBIRNEY (WEST BUS LOT)

1012 W. 36th Place Tulsa, OK 74107

1,145 0 1,145

*WILSON T&L ACADEMY

2710 East 11th Street South

Tulsa, OK 74104

64,845 0 64,845

TOTAL OTHER 525,539 0 0 0 0 525,539 355,265

CLOSED SITES

PERM BUILDIN

G SQUARE FOOTAG

E

SMALL

BRICK BUILDI

NG

PREFAB

BUILDINGS

TRAILERS

TOTAL PORTAB

LE SQUARE FOOTAG

E

TOTAL SQUARE FOOTAG

E

BUILDING/ROOM ADA & ASSET

VALIDATION

ADDAMS 5323 S. 65th West


40,996 0 0 0 0 40,996

PARK 3205 W. 39th Street

Tulsa, OK 74107 36,532 0 0 0 0 36,532

PORTER 1740 W. 41st Street

Tulsa, OK 74107 33,221 0 0 0 0 33,221 33,221

REMINGTON 2524 W. 53rd Street

Tulsa, OK 74107 43,898 0 0 0 0 43,898 43,898

SANDBERG 18580 E. 3rd Street

Tulsa, OK 74108 41,000 0 0 0 0 41,000

TOTAL CLOSED 195,647 0 0 0 0 195,647 77,119

TOTALS 8,095,156 7 3 39 61,608 8,156,764 1,847,912

Appendix A-2: Buildings with Recent or Pending Remodel Work

The following sites will not require interior surface condition

assessment. They do need FCI data and all systems and structural

assessments.


FOOTAGE

SMALL BRICK BUILDI

NGS

PRE-FAB

BUILD-INGS

TRAILERS

TOTAL PORTA-

BLE SQUARE

FOOTAGE

TOTAL SQUARE

FOOTAGE

Optional BUILDING/RO

OM ASSET VALIDATION

ELEMENTARY SCHOOLS

ACADEMY CENTRAL

1789 W. Seminole Street Tulsa, OK 74127

53,377 0 0 0 0 53,377

ANDERSON


84,700 2 0 0 2,208 86,908

CARNEGIE


54,580 0 0 0 0 54,580 54,580

CELIA CLINTON

1740 N. Harvard Avenue Tulsa, OK 74115

82,118 0 0 0 0 82,118

COOPER


84,225 0 0 1 1,320 85,545 85,545

COUNCIL OAK

1920 S. Cincinnati Avenue Tulsa, OK 74119

48,271 0 0 0 0 48,271 48,271

DISNEY


82,244 0 0 1 1,320 83,564

DOLORES HUERTA


49,046 0 0 1 1,320 50,366

ELIOT


47,504 0 0 0 0 47,504 47,504

EMERSON


78,050 0 0 0 0 78,050 78,050

GRIMES


39,230 0 0 1 1,320 40,550

KERR


64,365 0 0 0 0 64,365 64,365

LINDBERGH


61,862 0 0 0 0 61,862 61,862

MacARTHUR


53,735 0 0 2 2,640 56,375

McCLURE


61,973 1 0 0 0 61,973

McKINLEY

6703 E. King Street Tulsa, OK 74115

72,341 0 0 0 0 72,341

PATRICK HENRY


56,378 0 0 0 0 56,378

PEARY


43,017 0 0 2 2,640 45,657 45,657

SALK


65,922 0 0 1 1,320 67,242

SKELLY PRIMARY


42,745 0 0 1 1,320 44,065

UNITY LEARNING ACADEMY

2137 N. Pittsburg Ave Tulsa, OK 74115

55,974 0 0 0 0 55,974

TOTAL ELEMENTARY 1,281,657 3 0 10 15,408 1,297,065

HIGH SCHOOLS


FOOTAGE

SMALL BRICK BUILDI

NG

PRE-FAB

BUILD-INGS

TRAILERS


TOTAL SQUARE

FOOTAGE

BUILDING/ROOM ADA &

ASSET VALIDATION

CENTRAL JR/HS

3101 W. Edison Street Tulsa, OK 74127

176,925 0 0 1 1,320 178,245 178,245

ROGERS COLLEGE HIGH


286,334 0 0 0 0 286,334

TOTAL ALTERNATIVE 463,259 464,579

CHARTER/PARTNER

SITES


FOOTAGE

SMALL BRICK BUILDI

NG

PRE-FAB

BUILD-INGS

TRAILERS


TOTAL SQUARE

FOOTAGE

BUILDING/ROOM ADA &

ASSET VALIDATION

COLLEGE BOUND (EASTSIDE)

2525 South 101st East Avenue

Tulsa, OK 74129

68,650 0 0 0 0 68,650 68,650

HELMZAR

1006 N. Quaker Avenue Tulsa, OK 74106

19,125 ~ ~ ~ 0 19,125 19,125

LEGACY (GREELEY)

105 E. 63rd Street N. Tulsa, OK 74126

45,472 0 0 0 0 45,472

STREET SCHOOL I (FRANKLIN)

1135 S. Yale Avenue Tulsa, OK 74112

40,635 0 0 0 0 40,635

STREET SCHOOL II (FRANKLIN YA)

1136 S. Alleghany Avenue Tulsa, OK 74112

18,565 0 0 0 0 18,565

TULSA HONOR (BELL PRIMARY)

209 S. Lakewood Avenue Tulsa, OK 74115

44,231 0 0 0 0 44,231

TOTAL CHARTER 236,678 0 0 2 0 236,678 87,775


FOOTAGE

SMALL BRICK BUILDI

NG

PREFAB

BUILDINGS

TRAILERS


TOTAL SQUARE

FOOTAGE

BUILDING/ROOM ADA &

ASSET VALIDATION

SUPPORT SITES

ENROLLMENT CENTER

2819 South New Haven Tulsa, OK 74114

46,591 0 46,591 46,591

MAINTENANCE, PLANT OPERATION &

WAREHOUSE 1555 N. 77th East


167,074 0 167,074 167,074

TRANSPORTATION 1815 N. 77th East


32,725 0 32,725

McBIRNEY (WEST BUS LOT)

1012 W. 36th Place Tulsa, OK 74107

1,145 0 1,145

TOTAL OTHER 247,535 247,535 213,665

PERM

BUILDING SQUARE

FOOTAGE

SMALL BRICK BUILDI

NG

PREFAB

BUILDINGS

TRAILERS

TOTAL PORTA-

BLE SQUARE

FOOTAGE

TOTAL SQUARE

FOOTAGE

BUILDING/ ROOM ADA &

ASSET VALIDATION

CLOSED SITES

PORTER 1740 W. 41st Street

Tulsa, OK 74107 33,221 0 0 0 0 33,221 33,221

TOTAL CLOSED 33,221 0 0 0 0 33,221 33,221

Appendix A-3: Closed Buildings

FCI score needed to verify dilapidated condition. Detailed reports with photo

documentation need to be only detailed enough to verify poor condition but not

complete detail to provide cost analysis to calculate repair.

CLOSED SITES


FOOTAGE

SMALL BRICK BUILDI

NG

PREFAB

BUILDINGS

TRAILERS

TOTAL PORTAB

LE SQUARE FOOTAG

E

TOTAL SQUARE

FOOTAGE


ADDAMS 5323 S. 65th West


40,996 0 0 0 0 40,996

PARK 3205 W. 39th Street

Tulsa, OK 74107 36,532 0 0 0 0 36,532

SANDBERG 18580 E. 3rd Street

Tulsa, OK 74108 41,000 0 0 0 0 41,000

Appendix A-4: Buildings With New or Pending HVAC

The following sites have new HVAC systems or planned HVAC replacement

and will not require evaluation of HVAC systems. They do need all other

architectural, structural, interior and systems assessments.

ELEMENTARY SCHOOLS


FOOTAGE

SMALL BRICK BUILD-INGS

PRE-FAB

BUILD-INGS

TRAIL-ERS

TOTAL PORTA-

BLE SQUARE

FOOTAGE

TOTAL SQUARE

FOOTAGE

Optional BUILDING/ROO

M ASSET VALIDATION

EMERSON


78,050 0 0 0 0 78,050 78,050

HOOVER

2327 S. Darlington Avenue Tulsa, OK 74114

69,115 0 1 0 2,640 71,755

KENDALL-WHITTIER


122,880 0 0 2 2,640 125,520

KEY

5702 S. Irvington Avenue Tulsa, OK 74135

67,054 0 0 0 0 67,054

MARSHALL (w/CHARTER)


64,478 0 0 4 5,280 69,758

OWEN

1132 N. Vandalia Avenue Tulsa, OK 74115

58,499 0 0 4 3,960 62,459

WRIGHT


99,534 0 0 0 0 99,534

TOTAL ELEMENTARY 559,610 574,130

MIDDLE/JR HIGH

SCHOOLS


FOOTAGE

SMALL BRICK

BUILDING

PRE-FAB

BUILD-INGS

TRAIL-ERS

TOTAL PORTA-BLE

SQUARE FOOTAGE

TOTAL SQUARE

FOOTAGE


EAST CENTRAL JR HIGH

12121 E. 21st St Tulsa, OK 74129

127,548 0 0 0 0 127,548

HALE JR HIGH

2177 S. 67th East Ave Tulsa, OK 74129

132,777 0 0 0 0 132,777

THOREAU DEMONSTRATION

7370 East 71st Street Tulsa, OK 74133

123,110 0 0 0 0 123,110

TOTAL MIDDLE/JR HIGH 383,435 383,435

Appendix B: Buildings with Auditoriums List (26)

Elementary Schools:

ANDERSON 1921 E. 29th Street North Tulsa, OK 74110

BELL 6304 E. Admiral Boulevard Tulsa, OK 74115

EISENHOWER @ NIMITZ 3111 East 56th Street Tulsa, OK 74105

GILCREASE 5550 N. MLK Jr. Boulevard Tulsa, OK 74126

HAMILTON 2316 N. Norwood Place Tulsa, OK 74115

LEWIS & CLARK 737 S. Garnett Road Tulsa, OK 74128

MAYO 1127 South Columbia Avenue Tulsa, OK 74104

SEQUOYAH @ CLEVELAND 724 N Birmingham Avenue Tulsa, OK 74110

SKELLY 2940 S. 90th East Avenue Tulsa, OK 74129

WRIGHT 1110 E. 45th Place Tulsa, OK 74105

CLINTON WEST 2224 W. 41st Street Tulsa, OK 74107

Middle/Jr. High

CARVER 624 E. Oklahoma Place Tulsa, OK 74106

EAST CENTRAL JR HIGH 12121 E. 21st Street Tulsa, OK 74129

HALE JR HIGH 2177 S. 67th East Avenue Tulsa, OK 74129

MEMORIAL JR HIGH 7502 E. 57th Street Tulsa, OK 74145

MONROE DEMONSTRATION 2010 E. 48th Street North Tulsa, OK 74130

THOREAU DEMONSTRATION 7370 East 71st Street Tulsa, OK 74133

Senior High and Jr. Senior Combo sites

CENTRAL JR/HS

3101 W. Edison Street

Tulsa, OK 74127

EAST CENTRAL 12150 E. 11th Street Tulsa, OK 74128

EDISON Middle HIGH 2906 E 41st Street Tulsa, OK 74105

HALE 6960 E. 21st Street Tulsa, OK 74129

McLAIN JR/HS 4929 N. Peoria Avenue Tulsa, OK 74126

MEMORIAL 5840 S. Hudson Avenue Tulsa, OK 74135

ROGERS COLLEGE HIGH 3909 E. 5th Place Tulsa, OK 74112

B T WASHINGTON 1514 E. Zion Street Tulsa, OK 74106

WEBSTER 1919 W. 40th Street Tulsa, OK 74107

Appendix C: Buildings for OPTIONAL Asset Validation Services List (23 SITES)

Elementary Schools: Sq. Ft.

CARNEGIE 4309 E. 56th Street Tulsa, OK 74135

54,580

CLINTON WEST 2224 W. 41st Street Tulsa, OK 74107

123,811

COOPER 1808 S. 123rd East Avenue Tulsa, OK 74128

84,225

COUNCIL OAK 1920 S. Cincinnati Avenue Tulsa, OK 74119

48,271

DUAL LANGUAGE ACADEMY 2703 N. Yorktown Place Tulsa, OK 74110

44,065

EISENHOWER @ NIMITZ 3111 East 56th Street Tulsa, OK 74105

101,868

ELIOT 1442 E. 36th Street Tulsa, OK 74105

47,504

EMERSON 909 N. Boston Avenue Tulsa, OK 74106

78,050

KERR 202 S. 117th East Avenue Tulsa, OK 74128

64,365

LINDBERGH 931 S. 89th East Avenue Tulsa, OK 74112

61,862

MITCHELL 733 N. 73rd East Avenue Tulsa, OK 74115

56,174

PEARY 10818 E. 17th Street Tulsa, OK 74128

43,017

ZARROW INT'L 3613 S. Hudson Avenue Tulsa, OK 74135

57,735

Middle/Jr. High (none)

Senior High and Jr. Senior Combo sites

CENTRAL JR/HS 3101 W. Edison Street Tulsa, OK 74127

176,925

EAST CENTRAL 12150 E. 11th Street Tulsa, OK 74128

276,721

Charter/Partner Sites

COLLEGE BOUND (EASTSIDE) 2525 South 101st East Avenue Tulsa, OK 74129

68,650

HELMZAR 1006 N. Quaker Avenue Tulsa, OK 74106

19,125

Support Sites

EDUCATION SERVICE CTR 3027 S. New Haven Avenue Tulsa, OK 74114

129,100

ENROLLMENT CENTER 2819 South New Haven Tulsa, OK 74114

46,591

MAINTENANCE, PLANT OPERATION & WAREHOUSE 1555 N. 77th East Avenue Tulsa, OK 74115

167,074

GROUNDS 1817 N. Reading Street Tulsa, OK 74114

12,500

Closed Sites

PORTER 1740 W. 41st Street Tulsa, OK 74107

33,221

REMINGTON 2524 W. 53rd Street Tulsa, OK 74107

43,898

7. GENERAL TERMS AND CONDITIONS:

7.1 DOWNLOADED RFP’S: An Internet link will be provided to Respondents who have provided e-mail addresses to the

Purchasing Department staff responsible for the specific solicitation. This RFP, accompanying exhibits/attachments, and any

addenda are available for download from the web at http://www.tulsaschools.org/Community/purchase_bids_main.asp.

Respondents are responsible for checking the web site for clarifications and/or addenda. Failure to obtain clarifications and/or

addenda from the web site shall not relieve such Respondents from considering addenda, if any, in preparing responses. Note

that there may be multiple clarifications and/or addenda. Any harm to a respondent resulting from such failure shall not be

grounds for a protest against award(s) made under this RFP.

7.2 APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by

the laws of the State of Oklahoma. The contractor shall comply with applicable federal, state and local laws and regulations.

7.3 RIGHT TO REJECT: TPS reserves the right to reject any or all proposals. In addition, offerors should recognize the

right of TPS to reject a proposal if they fail to submit the data required in the RFP, or if the proposal is in any way incomplete.

7.4 ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, offerors certify that their proposals are made

without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror,

supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public

employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of

money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or

greater value was exchanged.

7.5 MANDATORY USE OF FORM AND MODIFICATION OF TERMS AND CONDITIONS: Failure to submit a

proposal on the official form provided for that purpose may be cause for rejection. Return of the complete document is

required. Modification of or additions to the General Terms and Conditions of this solicitation may be cause for rejection;

however, the Director of Materials Management reserves the right to decide, on a case basis, in his/her sole discretion, whether

to reject such a proposal.

7.6 CONTRACT PROVISIONS BY REFERENCE: It is mutually agreed by and between TPS and the offeror that the

District’s acceptance of the offeror’s proposal by the issuance of a purchase order shall create a contract between the parties

thereto containing all specifications, terms and conditions in the solicitation except as may be amended in the purchase order.

Any exceptions taken by the offeror not included in the resulting contract will not be a part of the contract. Therefore, in the

event of a conflict between the terms and conditions of this solicitation and information submitted by an offeror, the terms and

conditions of the solicitation and resulting purchase order/contract will govern.

7.7 CHANGES: Statements made by TPS representatives do not modify the terms, conditions and specifications of this

RFP. Changes and modifications to any section of the RFP will not be valid unless said changes are confirmed in writing in

the form of an addendum and issued by the Director of Materials Management.

Changes may be made to the contract if the parties agree in writing to modify the scope of the contract. Any increase or

decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written

agreement to modify the scope of the contract.

7.8 ERRORS OR OMISSIONS: Offeror shall not be allowed to take advantage of any errors or omissions in the

specifications. Where errors or omissions occur in the specifications, the vendor shall promptly notify the contact person

listed. Inconsistencies in the specifications are to be reported before proposals are submitted.

7.9 TAX EXEMPTION: TPS is exempt from the payment of sales/use taxes. The price submitted must be net, exclusive

of sales/use taxes. When under established trade practice, any federal excise tax is included in the list price; offeror may quote

the list price and shall show separately the amount of federal excise tax, either as a flat sum or as a percentage of the list price,

which shall be deducted by TPS.

http://www.tulsaschools.org/Community/purchase_bids_main.asp

7.10 TESTING AND INSPECTION: TPS reserves the right to conduct any test or inspection it may deem advisable to

assure supplies and services conform to the specification.

7.11 PROPRIETARY INDEMNITY: Offeror warrants that all products and services used by or furnished do not infringe

upon or violate any patent, copyright, trade secret, trademark, or any other proprietary right of any third party. In the event of

claim by any third party against TPS, TPS shall promptly notify vendor and vendor shall defend and indemnify TPS against

any loss, cost, expense, claim, or liability arising out of such claim, whether or not such claim is successful.

7.12 PATENT AND COPYRIGHT MATERIALS: Unless otherwise expressly provided in a contract, offeror shall be solely

responsible for clearing the right to use any patented or copyrighted materials in the performance of this contract.

7.13 QUALIFICATIONS OF OFFERORS: TPS may make such reasonable investigations as deemed proper and

necessary to determine the ability of the offeror to perform the work/furnish the item(s) and the offeror shall furnish to TPS

all such information and data for this purpose as may be requested. TPS further reserves the right to reject any proposal if the

evidence submitted by, or investigations of, such offeror fails to satisfy TPS that such offeror is properly qualified to carry out

the obligations of the contract and to complete the work/furnish the item(s) contemplated therein.

7.14 LATE PROPOSALS: Proposals must be received by the TPS Purchasing Office by the designated date and hour to

be considered for selection. Proposals received in the Purchasing Department after the date and hour designated are

automatically disqualified and will not be considered. TPS is not responsible for delays in the delivery of mail by the U.S.

Postal Service, private couriers, or any other means of delivery. It is the sole responsibility of the offeror to ensure that its

proposal reaches the Purchasing Department by the designated date and hour.

7.15 OBLIGATION OF OFFEROR: By submitting a proposal, the offeror covenants and agrees that they are satisfied,

from their own investigation of the conditions to be met, that they fully understand their obligation and that they will not make

any claim for, or have right to cancellation or relief from the contract because of any misunderstanding or lack of information.

7.16 PROPOSAL ACCEPTANCE PERIOD: The proposal shall be binding upon the offeror for a minimum of ninety

(90) calendar days following the proposal receipt and opening date.

7.17 COSTS OF RESPONSE TO RFP: TPS will not be liable for any costs associated with the preparation of materials

for offeror’s submission.

7.18 METHOD OF PAYMENT: Standard payment terms are Net 30 days from the receipt of invoice. Payment will be

made after satisfactory performance of the contract in accordance with all of the provisions thereof and upon receipt of a

properly itemized invoice. TPS may, at their sole option, elect to make payment by use of a Purchasing/Bank/Charge

card. No additional charges, fees, or price increases may be assessed by the vendor for the use of

Procurement/Charge/Bank cards during the life of any award resulting from this RFP, and any applicable extensions.

The Board of Education reserves the right to withhold any or all payments or portions thereof for contractor’s failure to

perform in accordance with the provisions of the contract or any modifications thereto.

7.19 AUDIT: Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5)

years after final payment, or until audited by TPS, whichever is sooner. TPS, its authorized agents, and/or auditors reserve

the right to perform or have performed an audit of contractor’s records and therefore shall have full access to and the right to

examine any of said materials within a reasonable period of time during said period.

7.20 OPEN RECORDS: Ownership of all data, materials and documentation originated and prepared for TPS pursuant

to this proposal shall belong exclusively to TPS and be subject to inspection in accordance with the Oklahoma Open Records

Act.

7.21 COMPLIANCE WITH PROCEDURES: Contractor shall comply with all procedural instructions that may be

issued from time to time by TPS; however, the terms and conditions of the contract will not change.

7.22 EXTRA CHARGES NOT ALLOWED: Proposed pricing shall be for the complete product/service.

7.23 ASSIGNMENT OF CONTRACT: A contract shall not be assigned or subcontracted by the offeror in part or

whole without the written consent of TPS.

7.24 TERMINATION: Failure to comply with the terms and conditions of this solicitation or to deliver materials, supplies

or services identified in the solicitation and contract at the discounts quoted will void the contract award. In case of failure to

deliver goods or provide services in accordance with the contract terms and conditions, TPS, after due oral or written notice,

may procure them from other sources and hold the contractor responsible for any resulting additional purchase and

administrative costs.

TPS reserves the right to cancel and terminate any resulting contract; in part or whole should the Director of Materials

Management determine that such a termination is in the best interest of TPS. Any such termination shall be effected by

delivery to the contractor, at least thirty (30) working days prior to the termination date, a Notice of Termination specifying

the extent to which performance shall be terminated and date upon which such termination becomes effective. After receipt

of a notice of termination, the contractor must stop all work or deliveries under the purchase order/contract on the date and to

the extent specified; however, any contract termination notice shall not relieve the contractor of the obligation to deliver and/or

perform on all outstanding orders issued prior to the effective date of termination. No amount shall be allowed for anticipated

profit on unperformed services.

7.25 STANDARDS OF PERFORMANCE: Offeror shall devote, and shall cause all of its staff and any subcontractors to

devote, such of their time, attention, best skill and judgment, knowledge and professional ability as is necessary to perform all

Services effectively, efficiently and consistent with the best interests of the District and to the satisfaction of the District.

Offeror shall retain and utilize sufficient staff to assure the most effective and efficient performance of services. Offeror shall

use efficient business administration methods and perform the Services in the best way and in the most expeditious and

economical manner consistent with the best interests of the District, so as to assure, among other things, that the Services are

performed at a reasonable cost to the District and that Services performed by other entities or persons in connection with the

Contract are efficiently and cost-effectively delivered. Offeror acknowledges and accepts a relationship of trust and confidence

with the District and agrees to cooperate with the District, and all other persons or entities which may be retained by the

District, in performing Services to further the best interests of the District.

7.26 FAVORED NATION: Offeror shall furnish Services to the District at the lowest price that Offeror charges to other

similarly situated parties. If Offeror overcharges, in addition to all other remedies, the District is entitled to a refund in the

amount of the overcharge, plus interest at the rate of 1% per month from the date the overcharge was paid by the District until

the date refund is made. The District has the right to offset any overcharge against any amounts due to Offeror under this or

any other agreement between Offeror and the District, and, at the District’s sole option, the right to declare Offeror in default

under the Contract.

7.27 CONFIDENTIAL INFORMATION. In performance of Services to the District, offeror may have access to or receive

certain information that is not generally known to others (“Confidential Information”). Offeror agrees not to use or disclose

any Confidential Information or any records, reports, or documents prepared or generated as a result of the Contract without

the prior written consent of the District.

7.28 DISSEMINATION OF INFORMATION. Offeror agrees not to use or disclose any Confidential Information or any

records, reports or documents prepared or generated as a result of this Agreement (“Work Product”) without the prior written

consent of the District. Offeror shall not issue publicity news releases or grant press interviews, except as may be required by

law, during or after the performance of the Services, nor shall offeror disseminate any information regarding Services without

the prior written consent of the District. In the event that offeror is presented with a request for documents by any

administrative agency or with a subpoena duces tucem regarding any records, data, or Work Product which may be in offeror’s

possession as a result of Services under this Contract, offeror shall immediately give notice to the District and its General

Counsel with the understanding that the District shall have the opportunity to contest such process by any means available to

it prior to submission of any documents to a court or other third party. Offeror will not be obligated to withhold delivery of

documents beyond the time ordered by a court of law or administrative agency, unless the request for production or subpoena

is quashed or withdrawn, or the time to produce is otherwise extended. Offeror agrees to cause its personnel, staff and/or

subcontractors, if any, to undertake the same obligations of confidentiality agreed to by offeror under this Contract.

7.29 OWNERSHIP. All intellectual property, Work Product, and any and all other records, reports, documents, and materials

prepared or generated as a result of this Contract, shall at all times be and remain the property of the District. All of the

foregoing items shall be delivered to the District upon demand at any time and in any event, shall be promptly delivered to

the District upon expiration or termination of the Contract. In the event any of the above items are lost or damaged while in

offeror’s possession, such items shall be restored or replaced at offeror’s expense.

7.30 RESERVATION OF RIGHTS: Contract Administrator or designee may require the removal from contract work of any

employee of the contractor who is incompetent, careless or insubordinate; who appears to be alcohol or drug impaired or

otherwise objectionable; whose continued employment is contrary to a consistent good relationship between the parties to this

contract; or who poses a safety risk.

7.31 INSURANCE REQUIREMENTS: By signing and submitting a proposal under this solicitation, offeror agrees to carry

workers’ compensation insurance with limits for the employers’ liability part of the workers’ compensation policy not less

than $500,000 per category, at its own expense. Offeror agrees to carry Commercial General Liability insurance with

limits not less than $1,000,000 combined single limits for bodily injury and property damage. Offeror further agrees to

carry Commercial Automobile insurance with limits not less than $1,000,000 combined single limits for bodily injury

and property damage. Offeror agrees to provide District with a certificate of insurance as evidence of the above lines of

insurance carried by offeror which shall include a ten (10) day notice, in writing, to the District in the event of cancellation of

such insurance for any reason. This certificate of insurance should also name District as “additional insured” with regard to

the Commercial General Liability and Commercial Auto policies, with respect to work performed by offeror on behalf of

District. In addition to such insurance, and not in lieu thereof, Offeror agrees to indemnify and hold District and its agents,

employees and officers harmless (including defense costs) against any claim, demand or action arising from or growing out

of offeror’s performance of its services hereunder. All insurance coverage will be provided by insurance companies authorized

to sell insurance in Oklahoma.

7.32 NON-DISCRIMINATION: Contractors or suppliers are obligated not to discriminate against any employee or applicant

for employment because of race, religion, color, national origin, sex, sexual orientation, disability, genetic information, veteran

status, marital status, or age. This obligation 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. Contractors or suppliers are obligated to comply with all requirements of

the Americans with Disabilities Act.

7.33 CLEAN AIR ACT: Offeror must 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).

7.34 BYRD ANTI-LOBBYING AMENDMENT (31 U>S>C>1352): Offeror 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.

Tulsa Public Schools does not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, disability, genetic information, veteran status, marital status or age in its employment, programs and activities.

Attachment A

FELONY AFFIDAVIT

STATE OF OKLAHOMA )

) ss.

COUNTY OF TULSA )

The undersigned, under the penalties of perjury, certifies to the Tulsa Public Schools (“School District”) as follows:

1. The undersigned:

_______ has a contract with the School District; OR

_______ is the duly authorized representative of a business (“entity”) having a contract with the

School District, to perform work on School District premises on a full-time or part-time

basis.

2. The undersigned hereby certifies that neither the undersigned nor any employee of the undersigned or of the

entity, or of any subcontractor of the undersigned or the entity, will perform work on School District premises on a full-time or

part-time basis that would otherwise be performed by School District employees if such employee has been convicted in this State,

the United States or any other state of any felony offense unless ten (10) years have elapsed since the date of the criminal conviction

or the employee has received a pardon for the offense.

3. Neither the undersigned nor any employee of the undersigned, or the entity, or of any subcontractor of the

undersigned or the entity, who performs any work on School District property is currently registered under the Oklahoma Sex

Offenders Registration Act or the Mary Rippy Violent Crime Offenders Registration Act.

4. The undersigned, or the entity, has conducted a felony record search of all employees who will be assigned to

work on a full-time or part-time basis on School District property.

5. This Affidavit is made and delivered pursuant to the requirements of OKLA. STAT. tit. 70, § 6-101.48 (Supp.

2000) and OKLA. STAT. tit. 57, § 589 (Supp. 2004) (the “Acts”). The undersigned further certifies to the School District that the

undersigned and/or the entity are in full compliance with the requirements of the Acts.

EXECUTED AND DELIVERED this _____ day of _____________________, __________.

AFFIANT’S SIGNATURE

(Print Name and Title)

Representing:

(Name of Entity)

Subscribed and sworn to before me this ____ day of ___________________, __________.

_____________________________________

Notary Public

(S E A L )

Notary Commission Number: ______________

My Commission Expires: _________________

Attachment B

NON-COLLUSION AFFIDAVIT

Pursuant to Title 74 Oklahoma Statute (1974) SS 85.22-25)

* * * * *

STATE OF )

) SS:

COUNTY OF )

, of lawful age, being first duly sworn,

(Print Name of Contractor or Authorized Agent)

on oath says, that (s)he is the contractor or the agent authorized by the contractor to submit the attached contract

to INDEPENDENT SCHOOL DISTRICT NUMBER ONE OF TULSA COUNTY, OKLAHOMA. Affiant

further states that contractor has not paid, given or donated or agreed to pay, give or donate to any employee of

said School District, or member of its Board of Education, any money or other thing of value, either directly or

indirectly, in the procuring of the attached contract.

Company Name

Signature of Contractor or Authorized Agent

SUBSCRIBED AND SWORN to before me this ________ day of ________________________, 20____.

Notary Public

My commission expires:

____________________

(SEAL)

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Attachment C

VALIDATION

Note: Proposals must be manually signed on this form in the space provided below.

Has the Offeror, any officer of the Offeror, or any employee of the Offeror who has a proprietary interest in the

proposal, ever been debarred, suspended, declared ineligible, disqualified, removed, or otherwise prevented from

participating, or completing a federal, state, or local government project because of a violation of law or a safety

regulation?

Yes __________ No __________

If the answer is Yes, please explain the circumstances in the following space:

Offeror, in compliance with this RFP, has examined the specifications, and is familiar with all of the conditions and

requirements. Vendor meets all of the standards and requirements necessary to perform the services/provide the

products, and is able to furnish the services/products in the time frame specified and at the rates set forth in this

proposal. The undersigned, on behalf of the Offeror, certifies that this offer is made without previous understanding,

agreement or connection with any person, firm, or corporation making a proposal on the same project and is in all

respects fair and without collusion or fraud.

I have read the terms and conditions of this RFP, truthfully answered the above question, and submit for consideration

the enclosed offer and accessory data which will become part of any agreement. The undersigned has the authority

to bind vendor, and certifies that all statements contained in the proposal are true and correct. If accepted by the

District, this proposal is guaranteed as written and amended and will be implemented as stated.

Please indicate if this business is: ______ Minority-owned or ______ Female-owned.

________________________________ ________________________________________

Company Name Signature of Representative

_____________________________ ________________________________________

Company Address Typed Name of Representative

________________________________ ________________________________________

City, State, Zip Title

________________________________ ________________________________________

Fax Number Telephone Number

_________________ ________________________________________

Date Email

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Attachment D: Data Sharing and Security Agreement

Tulsa Public Schools

Recipient of District Data: hereafter “Recipient” with the address of }

Provider of District Data: Independent School District No. 1 of Tulsa County, hereafter “the District.”

This document may be referred to, without limitation, as “Data Sharing and Security Agreement” or “Agreement” and is effective (“Effective Date”) The agreement is by and between Recipient and the District and governs Recipient’s receipt, collection and use of data consistent with the Family Educational Rights and Privacy Act (“FERPA”) and other relevant state and federal laws governing student privacy.

If Recipient is receiving personally identifiable data of District students: check the box that reflects the context of the District’s data sharing:

“School official” through contract: Recipient is a person or organization with whom the District has contracted to provide a service instead of using the District’s employees. Recipient has a legitimate educational interest to review District Data to fulfill its professional responsibilities under the contract. Specifically, Recipient is contracting with the District to: (“the Services”).

Research or studies: On behalf of the District, Recipient will conduct a study to that will either (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. Namely, the Recipient will conduct the following study: (“the Services”).

Audit or evaluation: Recipient will audit or evaluate a federal- or state-supported education program; or enforce or comply with Federal legal requirements related to the program. Namely, the Recipient will conduct the following audit or evaluation: (“the Services”). The Recipient is a state or local educational authority or other FERPA-permitted entity or an authorized representative of a state or local educational authority or other FERPA-permitted entity.

General Provisions Regarding Access, Ownership, Use and Sharing of District Data

Access

1. Recipient requests access either directly or indirectly, to the specific data described in Exhibit 1.

Ownership

2. Recipient acknowledges and agrees that it is providing Services to the District and that it is under direct control of the District with respect to the use and maintenance of the District Data it receives in connection with these Services. Recipient additionally acknowledges and agrees that at no point in time is the Recipient the owner of

5

the District’s data. Ownership rights are maintained by the District, and the District reserves the right to request the prompt return of any portion of the data at any time for any reason whatsoever. Recipient further acknowledges and agrees that all copies of such District Data, including any modifications or additions to data, are subject to the provisions of this Agreement in the same manner as the original District Data.

Use

3. Recipient shall not collect, use or process District Data for any purpose other than providing the Services described herein unless authorized by the District in writing. This prohibition includes the use of de-identified data for product development, research, or other purposes related to developing and improving the Program. In the event the District authorizes the use of de-identified data, the Recipient shall take reasonable steps, including contracts, technical measures, and/or workplace rules, to prevent any employee, agent, consultant, contractor, affiliate, subcontractor, or other related party from re-identifying or making an attempt to re-identify any potentially identifiable personal information that the recipient received from the District. In the event the District authorizes the use of de-identified data, the data must have all direct and indirect personal identifiers removed such that the data cannot reasonably be used to identify or contact a student. This removal includes, but is not limited to, persistent unique identifiers, name, ID numbers, date of birth, school ID, enrollment dates, withdrawal dates, telephone numbers, email addresses, social security numbers, internet protocol (IP) addresses, biometric identifiers (including finger or voice prints), full-face photographs and any comparable images. Recipient agrees not to attempt or authorize any third party to attempt to re-identify de-identified data. Recipient shall not attempt to de-identify the following information specifically: .

Sharing

4. Recipient also acknowledges and agrees that, unless as authorized herein, it shall not make any re-disclosure of any District data, including without limitation, any student data and/or personally identifiable information contained in the data, without the express written consent of the District. Additionally, Recipient agrees that only authorized employees of the Recipient directly involved in delivering the Services shall have access to the District’s data and that it and its employees shall protect the confidentiality of the data in such a way that parties other than officials of the District and their authorized agents cannot identify any students.

5. Recipient further certifies and agrees that it shall adhere to the requirements set forth in both federal and state law regarding the use and re-disclosure of the District’s data, including without limitation, any confidential data, student data and/or personally identifiable information contained within the data received or otherwise collected by Recipient. These laws include, but are not limited to: The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99), The Protection of Pupil Rights Amendment (PPRA) (20 U.S.C. § 1232h; 34 CFR Part 98), The Children’s Online Privacy Protection Act (COPPA) 15 U.S.C. §§ 6501–6506

Specific Requirements

6. Recipient also acknowledges and agree to: a. not process District Data to advertise or facilitate advertising or to create or correct an individual or

household profile for any advertisement, marketing or other commercial purposes. Recipient shall not directly or inadvertently sell, share, disclose, or otherwise process student data for any commercial purpose.

b. not mine District data for any purposes other than operating and improving the Services provided to the District or as agreed to by the parties.

https://en.wikipedia.org/wiki/Title_15_of_the_United_States_Code

https://www.law.cornell.edu/uscode/text/15/6501

https://www.law.cornell.edu/uscode/text/15/6506

6

c. use reasonable methods, consistent with industry standards, to protect the District’s data from re-disclosure, and to not share the District’s data received under this Agreement (including any de-identified District Data) with any other entity without prior written approval from the District. In the event such approval is provided by the District, Recipient agrees to provide such other users only such District Data that is necessary for the Services described herein and to cause such users to undertake the same obligations as agreed to herein by Recipient, including but not limited to, re-disclosure, the allowable and prohibited uses of District Data and the protection/destruction of District Data.

d. not copy, reproduce or transmit the District’s data except as necessary to fulfill the Services. e. not provide any student’s personally identifiable data to any party ineligible to receive student records

and/or student record data and information protected by FERPA or prohibited from receiving personally identifiable from any entity under FERPA.

f. maintain backup copies, backed up at least daily, of the District’s data in case of Recipient system failure or any other unforeseen event resulting in loss of the District’s data, and to adopt and implement a disaster recovery plan.

g. correct District Data as requested by the District. h. within seven (7) days of its receipt of a request from the District, provide the District with any and all District

Data in Recipient’s possession, custody or control, at no charge to the District and in an organized, manageable manner and in the requested format.

i. within three (3) days of its receipt of a request from the District, provide the District with any specified portion of the data in Recipient’s possession, custody or control, at no charge to the District and in an organized, manageable manner and in the requested format.

j. ensure that all District Data in its possession and in the possession of any agents, service providers, or partners to whom Recipient may have transferred District Data, be it digital or physical form, are destroyed upon receipt of a request from the District or when District Data is no longer needed for its specified and authorized purposes. No later than 30 days after termination of the Agreement, Recipient shall ensure the required destruction of the District’s data and provide the District written confirmation that all District data, including but not limited to education records and personally identifiable student information has been securely destroyed that was provided to Recipient or to any third party by Recipient. Recipient understands and agrees that the obligations of this paragraph extend to all relevant backup and retention systems.

k. upon the District’s request, Recipient shall provide an affidavit attesting to any requested or required destruction of District data. For avoidance of doubt, failure to provide such notification within a reasonable amount of time constitutes a material breach of this Agreement.

l. upon receipt of a litigation hold request from the District, immediately implement a litigation hold and preserve all documents and data relevant identified by the District and suspend deletion, overwriting, or any other possible destruction of documentation and data identified in, related to, arising out of and/or relevant to the litigation hold.

Protection of District Data

Security Controls.

7. The Recipient shall employ administrative, physical, and technical safeguards to secure District Data from unauthorized disclosure or access, including when transmitting and storing such information. Recipient will train responsible individuals and implement other reasonable controls designed to protect the security and confidentiality of District Data and prevent its use by any third party, except as otherwise permitted under this Agreement. Recipient will store and process District Data in a manner that is at least as rigorous as accepted industry practices. This includes appropriate administrative, physical, and technical safeguards to secure District

7

Data from unauthorized access, disclosure, and use. In addition to other current industry practices, and not in lieu of, Recipient shall:

a. Notify the Chief Operations and Information Officer for the District in writing within three (3) days of its determination that it has experienced a data breach, breach of security or unauthorized acquisition or use of any District Data. Recipient agrees that said notification shall include, to the extent feasible, the date or approximate dates of such incident and the nature thereof, the specific scope of said breach (i.e., what data was accessed, used, released or otherwise breached, including the names of individuals that were affected by said breach) and what actions or steps with respect to the incident that Recipient plans to take or has taken in response to said breach.

b. Securely transmit and store all District Data, using secure transportation protocols such as HTTPS when in transit.

c. Adopt and implement industry recognized security practices to establish secure application(s),

network, and infrastructure architectures.

d. Employ appropriate intrusion detection, monitoring and logging capabilities to detect and respond

to potential security breach attempts. e. Conduct testing of new functionalities to reconfirm system security measures are retained and

functional.

f. Conduct periodic risk assessments and remediate any identified security vulnerabilities in a timely

manner.

g. Adopt a written incident response plan, which it shall provide to the District upon request. h. Implement appropriate identification and authentication methods such as reasonable industry

practices on password management and other commonly accepted methods. i. Securely transmit login credentials, authenticate users, and store user passwords. j. Employ “data at rest” encryption to protect District Data.

k. Conduct criminal background checks of employees prior to providing access to Student Data and

prohibit access to Student Data by any person with criminal or other relevant unsatisfactory information that presents an unreasonable risk to Partner School or its Users.

l. Have in place tools or protocols to protect Student Data stored on Recipient’s laptop or mobile

electronic devices. Examples of such tools and protocols include, but are not limited to: a service

that will allow it to remotely wipe the hard drive on stolen laptops and mobile electronic devices, and locks for all laptops and mobile electronic devices.

m. Recipient also represents and warrants that if District Data is to be stored on a laptop or other mobile

electronic device, that such electronic devices are encrypted and that all such devices will be scanned at the completion of any contract or service agreement and/or research study or project to ensure

that no District Data is stored on such electronic devices 8. Recipient further represents and warrants that it has reviewed and complied with all information security

programs, plans, guidelines, standards and policies that apply to the work it will be performing, that it will communicate these provisions to and enforce them against its subcontractors and will implement and maintain any other reasonable and appropriate security procedures and practices necessary to protect personal information and/or student record information from unauthorized access, destruction, use, modification, disclosure or loss.

9. Any changes that the Recipient may make, from time to time, to its own terms of service, terms and conditions of use and/or privacy policies, shall not apply to the terms of these Services or this Agreement unless the Recipient and the District agree to such changes in writing.

Unauthorized Access, Use, and Disclosure.

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10. The Recipient hereby agrees to report to the District’s designated contact, immediately and within twenty-four (24) hours, any incident that involves, or which it believes may involve, the attempted, inadvertent or successful unauthorized access, re-identification, use, loss, modification and/or disclosure of the District’s data. Such unauthorized access includes any known reasonably believed instances of missing data, data that has been inappropriately shared, or data taken off site. The Recipient shall take prompt and appropriate action to prevent further unauthorized access, use, or disclosure; cooperate with each other and any government authorities with respect to the investigation and mitigation of the security incident, including the discharge of the other party’s duties under the law; and take such other actions to remedy the security incident, including, if required under any federal or state law, providing notification to the affected persons.

11. The Recipient hereby agrees that the District may withhold payment(s) owed to the Recipient, as applicable, for any violation of the security protocols.

12. The Recipient hereby agrees to undertake a prompt and reasonable investigation of any breach. Upon conclusion of an investigation of a security breach of Personal Information, the Recipient hereby agrees to an apportionment of the costs of the notification, investigation, and mitigation of the security breach as follows: Recipient shall indemnify, defend and hold harmless the District from and against any and all liability, loss, claim, injury, damage, penalty, fine, settlement or expense, including, without limitation, costs of Remediation Efforts and reasonable attorneys’ fees and costs arising from or relating notification, investigation, and mitigation of a security breach or incident. Any issues as to apportionment shall be determined by applicable Oklahoma law.

13. If District notifies Recipient that any audit identifies that Recipient is not in compliance with this Agreement or is not complying with Recipient’s own quality assurance and internal controls or the provisions of the Agreement and this Addendum, then Recipient shall promptly correct such problem at Recipient's sole expense. If any audit by District Auditors results in Recipient being notified that Recipient or Recipient Personnel are not in compliance with any law or audit requirement applicable to Recipient or the services or with which Recipient is otherwise required to comply under the terms of this Agreement, Recipient shall, and shall cause Recipient Personnel to, promptly take actions to comply with such law or audit requirement. Recipient shall bear the costs of any such response that is required by law or audit requirement relating to Recipient’s business or necessary due to Recipient's or Recipient Personnel’s noncompliance with any such law or audit requirement imposed on Recipient, including any remediation efforts.

14. Recipient shall bear all reasonable costs for re-testing performed to verify that any security issue has been remedied.

15. The Recipient shall implement, maintain, and update security and breach investigation procedures that are appropriate to the nature of the District Data disclosed.

General Provisions

16. Recipient represents that it is authorized to bind to the terms of this Agreement, including confidentiality and destruction of District Data and any personally identifiable student data contained therein, all related or associated institutions, individuals, employees or contractors who may have access to the District’s data, or may own, lease or control equipment or facilities of any kind where the District’s data is stored, maintained or used in any way.

17. This Agreement will not be construed as creating any agency relationship, or a partnership, joint venture,

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fiduciary duty, or any other form of legal association between the District and Recipient, and Recipient will not represent to the contrary, whether expressly, by implication, appearance or otherwise. Except as otherwise expressly provided in this Agreement, this Agreement is not for the benefit of any third parties. Neither party will make any commitment, by contract or otherwise, binding upon the other Party or present that it has the authority to do so.

18. Recipient's right of receipt of or access to Confidential Information may not be assigned, sold or waived without the prior express and written agreement of the District.

19. The terms of this Agreement shall amend and supersede all other agreements, including all future agreements of the parties. If there is a conflict between the terms of this Agreement and current or future agreements of the parties, the terms of this Agreement shall control unless the future agreement contains a specific agreement to amend this Agreement. No term or provision of any agreement which is inconsistent with the terms of this Agreement shall be valid. Performance or action or use, including logging on a website, using software, or “clicking” a button on a computer to indicate agreement to a policy such as a privacy policy or user agreement shall not be sufficient to modify this agreement. The agreement may only be amended by written agreement of the District and the Recipient. The terms of this Agreement shall be incorporated by reference in all current and future agreements of the parities.

20. The terms of this Agreement shall be applicable to and incorporated by reference in all current and future agreements between the Recipient and the Recipient’s contractors, agents, employees, and students. Any terms or provisions of agreements between the Recipient and such users which are inconsistent with the requirements of this Agreement shall be invalid and unenforceable. For example, a provision of the Recipient’s privacy policy for students which provided for indemnification would be unenforceable.

21. Any terms or provisions of agreements between the parties which waive or limit, or attempt to waive or limit the liability of the Recipient to the in any respect shall be invalid and unenforceable. Any terms or provisions which provide for or attempt to provide for indemnification by the District to the Recipient shall be invalid and unenforceable. Any terms or provisions which require the District to purchase insurance shall be invalid and unenforceable. Any terms or provisions which limit the time in which the District may bring suit shall be invalid and unenforceable. Any terms or provisions which require the District to submit to arbitration shall be invalid and unenforceable. Any provision in the Recipient's terms of service, terms and conditions of use and/or privacy policies which specifically disclaim all implied warranties of merchantability, non-infringement and fitness for a particular purpose, the implied conditions of satisfactory quality and acceptance as well as any local jurisdictional analogues to the above and other implied or statutory warranties are hereby deleted in its entirety.

22. Any agreements, terms, or provisions between the parties shall be enforceable only to the extent allowed by Oklahoma law. This Agreement and all agreements of the parties shall be governed by the laws of the state of Oklahoma without regard to conflicts of law rules. Each party submits to the jurisdiction of the state or federal courts located in Tulsa County for the purposes of any action, suit or proceeding arising out of or related to this agreement and agrees not to plead or claim that any action, suit or proceeding arising out of or related to this agreement that is brought in such courts has been brought in an inconvenient forum. All provisions of this Agreement shall survive any termination or expiration of the agreement of the parties and of any and all agreements of the parties. If any provision of this Agreement is held by a court of competent jurisdiction to be unenforceable for any reason, the remainder of this Agreement shall remain valid and enforceable.

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In exchange for its receipt of the District Data, the Recipient certifies it will adhere to the terms, directions,

protocols and requirements set forth above.

Sign:

Printed Name and Title:

Date:

Contacts

Recipient Contact:

Email:

Phone:

District Contact:

Email:

Phone:

Request for Proposal #19022 For Facility Condition...

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