HomeMy WebLinkAboutContract 56157 CSC No.56157
FORT WORTH
CITY OF FORT WORTH
COOPERATIVE PURCHASE AGREEMENT
This Cooperative Purchase Agreement ("Agreement") is entered into by and between AVI-SPL,
LLC. ("Vendor") and the City of Fort Worth, ("City"), a Texas home rule municipality.
The Cooperative Purchase Agreement includes the following documents which shall be construed in the
order of precedence in which they are listed:
1. This Cooperative Purchase Agreement;
2. Exhibit A—Seller's Quote, Scope of Services or Purchase Order;
3. Exhibit B—Cooperative Agency Contract(e.g.,NJPA, DIR, BuyBoard); and
4. Exhibit C— Conflict of Interest Questionnaire.
Exhibits A, B, and C which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes. Vendor agrees to provide City with the services and goods included in
Exhibit A pursuant to the terms and conditions of this Cooperative Purchase Agreement, including all
exhibits thereto.
This is a non-exclusive Agreement as stated by City M&C No. 21-0459. Services will be
provided by Vendor based on the City's needs.No specific contract amount is guaranteed. City shall pay
Vendor in accordance with the fee schedule in Exhibit A and in accordance with the provisions of this
Agreement. Total payment made under this Agreement for the first year by City shall not exceed Eight
Hundred Thousand Dollars ($800,000.00). Vendor shall not provide any additional items or services or
bill for expenses incurred for City not specified by this Agreement unless City requests and approves in
writing the additional costs for such services. City shall not be liable for any additional expenses of
Vendor not specified by this Agreement unless City first approves such expenses in writing.
The term of this Agreement shall begin on June 22, 2021 and end on November 30, 2021. City
shall be able to renew this agreement for two (2) one-year renewal options by written agreement of the
parties.
Vendor agrees that City shall,until the expiration of three(3)years after final payment under this
Agreement, or the final conclusion of any audit commenced during the said three years, have access to
and the right to examine at reasonable times any directly pertinent books, documents,papers and records,
including, but not limited to, all electronic records, of Vendor involving transactions relating to this
Agreement at no additional cost to City. Vendor agrees that City shall have access during normal
working hours to all necessary Vendor facilities and shall be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City shall give Vendor
reasonable advance notice of intended audits.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined
to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or
representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3)
received by the other party by United States Mail, registered, return receipt requested, addressed as
follows: OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
To CITY: To VENDOR:
City of Fort Worth AVI-SPL, LLC
Attn: Valerie Washington, Assistant City Steve Benjamin, EVP
Manager 6301 Benjamin Road
200 Texas Street Suite 101
Fort Worth, TX 76102-6314 Tampa, FL 33634
Facsimile: (817) 392-8654 Facsimile: N/A
With copy to Fort Worth City Attorney's Office
at same address
The undersigned represents and warrants that he or she has the power and authority to execute this
Agreement and bind the respective Vendor.
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
jC"wr� By signing I acknowledge that I am the person
By: Valerie Washington(Aug 11,202113:55 CDT) responsible for the monitoring and administration
Name: Valerie Washington of this contract, including ensuring all performance
Title: Assistant City Manager and reporting requirements.
Date: August 11,2021
APPROVAL RECOMMENDED: By: Cynth�i y�a�3,202109:28 CDT)
Name: Cynthia Tyree
Title: Sr. IT Solutions Manager
By: APPROVED AS TO FORM AND LEGALITY:
Name: Kevin Gunn
Title: Director,IT Solutions
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OR a
ATTEST: r OF°°°°°°°°°A,ad� BY:
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F�° �0.
Na e: Taylor Paris
�vo o= Title: Assistant City Attorney
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By: CONTRACT AUTHORIZATION:
Name: Ronald Gonzales d a�nEXpSoA M&C: 21-0459
Title: Acting City Secretary Approval Date: 6/22/2021
1295 Form: 2021-743344
VENDOR:
AVI-SPL,LLC.
Steve Benjamin, Digitally signed by Steve Benjamin,
Executive Vice President
By:
Executive Vice President Date:2021.08.0216:00:21-04'00'
Name: Steve Benjamin
Title: Executive Vice President OFFICIAL RECORD
Date: 8-2-2021
CITY SECRETARY
FT. WORTH, TX
FORTWORTH.
4111,
1. Termination,
1.1. Convenience. Either the City or Vendor may terminate this Agreement at any time and
for any reason by providing the other party with 30 days written notice of termination. Termination of this
Agreement shall not terminate any open orders\services in process.
1.2. Breach. If either party commits a material breach of this Agreement, the non-breaching
Party must give written notice to the breaching party that describes the breach in reasonable detail. The
breaching party must cure the breach ten(10)calendar days after receipt of notice from the non-breaching
party, or other time frame as agreed to by the parties.If the breaching party fails to cure the breach within
the stated period of time,the non-breaching party may, in its sole discretion, and without prejudice to any
other right under this Agreement, law, or equity, immediately terminate this Agreement by giving written
notice to the breaching party.
1.3. Fiscal Funding Out. In the event no funds or insufficient funds are appropriated by the
City in any fiscal period for any payments due hereunder, the City will notify Vendor of such occurrence
and this Agreement shall terminate on the last day of the fiscal period for which appropriations were
received without penalty or expense to the City of any kind whatsoever, except as to the portions of the
payments herein agreed upon for which funds have been appropriated.
1.4. Duties and Obligations of the Parties. In the event that this Agreement is terminated prior
to the Expiration Date, the City shall pay Vendor for services actually rendered up to the effective date of
termination and Vendor shall continue to provide the City with services requested by the City and in
accordance with this Agreement up to the effective date of termination. Upon termination of this
Agreement for any reason, Vendor shall provide the City with copies of all completed or partially
completed documents prepared under this Agreement. In the event Vendor has received access to City
information or data as a requirement to perform services hereunder,Vendor shall return all City provided
data to the City in a machine readable format or other format deemed acceptable to the City.
2. Disclosure of Conflicts and Confidential Information.
2.1. Disclosure of Conflicts. Vendor hereby warrants to the City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services under
this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement,
Vendor hereby agrees immediately to make full disclosure to the City in writing.
2.2. Confidential Information. The City acknowledges that Vendor may use products,
materials, or methodologies proprietary to Vendor. The City agrees that Vendor's provision of services
under this Agreement shall not be grounds for the City to have or obtain any rights in such proprietary
products,materials, or methodologies unless the patties have executed a separate written agreement with
respect thereto. Vendor, for itself and its officers, agents and employees, agrees that it shall treat all
information provided to it by the City("City Information")as confidential and shall not disclose any such
information to a third party without the prior written approval of the City.
2.3. Public Information Act. City is a government entity under the laws of the State of Texas
and all documents held or maintained by City are subject to disclosure under the Texas Public Information
Act.In the event there is a request for information marked Confidential or Proprietary,City shall promptly
notify Seller. It will be the responsibility of Seller to submit reasons objecting to disclosure. A
determination on whether such reasons are sufficient will not be decided by City,but by the Office of the
Attorney General of the State of Texas or by a court of competent jurisdiction.
2.4. Unauthorized Access. Vendor shall store and maintain City Information in a secure
manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor shall notify the City immediately if the security or integrity of any City
information has been compromised or is believed to have been compromised, in which event, Vendor
shall, in good faith,use all commercially reasonable efforts to cooperate with the City in identifying what
information has been accessed by unauthorized means and shall fully cooperate with the City to protect
such information from further unauthorized disclosure.
3. Right to Audit.
3.1. Vendor agrees that the City shall,until the expiration of three(3)years after final payment
under this Agreement, have access to and the right to examine at reasonable times any directly pertinent
books, documents, papers and records of the Vendor involving transactions relating to this Agreement at
no additional cost to the City.Vendor agrees that the City shall have access during normal working hours
to all necessary Vendor facilities and shall be provided adequate and appropriate work space in order to
conduct audits in compliance with the provisions of this section. The City shall give Vendor not less than
10 days written notice of any intended audits.
3.2. Vendor further agrees to include in all its subcontractor agreements hereunder a provision
to the effect that the subcontractor agrees that the City shall, until expiration of three (3)years after final
payment of the subcontract, have access to and the right to examine at reasonable times any directly
pertinent books, documents, papers and records of such subcontractor involving transactions related to
the subcontract, and further that City shall have access during normal working hours to all subcontractor
facilities and shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this paragraph. City shall give subcontractor not less than 10 days
written notice of any intended audits.
4. Independent Contractor. It is expressly understood and agreed that Vendor shall operate as an
independent contractor as to all rights and privileges granted herein, and not as agent, representative or employee
of the City. Subject to and in accordance with the conditions and provisions of this Agreement,Vendor shall have
the exclusive right to control the details of its operations and activities and be solely responsible for the acts and
omissions of its officers, agents, servants, employees, contractors and subcontractors.Vendor acknowledges that
the doctrine of respondeat superior shall not apply as between the City, its officers, agents, servants and
employees, and Vendor, its officers, agents, employees, servants, contractors and subcontractors. Vendor further
agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and
Vendor. It is further understood that the City shall in no way be considered a Co-employer or a Joint employer of
Vendor or any officers,agents, servants,employees or subcontractors of Vendor.Neither Vendor, nor any officers,
agents, servants, employees or subcontractors of Vendor shall be entitled to any employment benefits from the
City.Vendor shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself, and
any of its officers, agents, servants, employees or subcontractors.
5. LIABILITY AND INDEMNIFICATION.
5.1. LIABILITY - VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED,TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S)
OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF VENDOR, ITS
OFFICERS,AGENTS, SERVANTS OR EMPLOYEES.
5.2. INDEMNIFICATION - VENDOR HEREBY COVENANTS AND AGREES TO
INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS,
SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR
LAWSUITS OF ANY HIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO
BUSINESS, AND ANY RESULTING LOST PROFITS), PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS,AND DAMAGES FOR CLAIMS OF INTELLECTUAL
PROPERTY INFRINGEMENT, ARISING OUT OF OR IN CONNECTION WITH THIS
AGREEMENT,TO THE EXTENT CAUSED BY THE ACTS OR OMISSIONS OF VENDOR,ITS
OFFICERS,AGENTS, SUBCONTRACTORS, SERVANTS OR EMPLOYEES.
5.3. INTELLECTUAL PROPERTY INFRINGEMENT.
5.3.1. The Vendor warrants that all Deliverables, or any part thereof, furnished
hereunder, including but not limited to: programs, documentation, software, analyses,
applications,methods,ways,and processes(in this Section 8C each individually referred to
as a "Deliverable" and collectively as the "Deliverables,") do not infringe upon or violate
any patent, copyrights, trademarks, service marks, trade secrets, or any intellectual
property rights or other third party proprietary rights,in the performance of services under
this Agreement.
5.3.2. Vendor shall be liable and responsible for any and all claims made against
the City for infringement of any patent, copyright, trademark, service mark, trade secret,
or other intellectual property rights by the use of or supplying of any Dcliverablc(s) in the
course of performance or completion of, or in any way connected with providing the
services, or the City's continued use of the Deliverable(s) hereunder.
5.3.3. Vendor agrees to indemnify, defend, settle, or pay, at its own cost and
expense, including the payment of attorney's fees, any claim or action against the City for
infringement of any patent, copyright, trade mark, service mark, trade secret, or other
intellectual property right arising from City's use of the Deliverable(s),or any part thereof,
in accordance with this Agreement, it being understood that this agreement to indemnify,
defend, settle or pay shall not apply if the City modifies or misuses the Deliverable(s). So
long as Vendor bears the cost and expense of payment for claims or actions against the City
pursuant to this section 8, Vendor shall have the right to conduct the defense of any such
claim or action and all negotiations for its settlement or compromise and to settle or
compromise any such claim; however, City shall have the right to fully participate in any
and all such settlement, negotiations, or lawsuit as necessary to protect the City's interest,
and City agrees to cooperate with Vendor in doing so.In the event City,for whatever reason,
assumes the responsibility for payment of costs and expenses for any claim or action brought
against the City for infringement arising under this Agreement,the City shall have the sole
right to conduct the defense of any such claim or action and all negotiations for its settlement
or compromise and to settle or compromise any such claim; however, Vendor shall fully
participate and cooperate with the City in defense of such claim or action. City agrees to
give Vendor timely written notice of any such claim or action, with copies of all papers
City may receive relating thereto. Notwithstanding the foregoing,the City's assumption of
payment of costs or expenses shall not eliminate Vendor's duty to indemnify the City under
this Agreement. If the Deliverable(s), or any part thereof,is held to infringe and the use
thereof is enjoined or restrained or,if as a result of a settlement or compromise,such use is
materially adversely restricted,Vendor shall,at its own expense and as City's sole remedy,
either: (a)procure for City the right to continue to use the Deliverable(s); or(b) modify the
Deliverable(s) to make them/it non-infringing, provided that such modification does not
materially adversely affect City's authorized use of the Deliverable(s); or (c) replace the
Deliverable(s)with equally suitable,compatible,and functionally equivalent non-infringing
Deliverable(s) at no additional charge to City; or(d)if none of the foregoing alternatives is
reasonably available to Vendor, terminate this Agreement, and refund all amounts paid to
Vendor by the City, subsequent to which termination City may seek any and all remedies
available to City under law. VENDOR'S OBLIGATIONS HEREUNDER SHALL BE
SECURED BY THE REQUISITE INSURANCE COVERAGE AND AMOUNTS SET
FORTH IN SECTION 10 OF THIS AGREEMENT.
5.4. Data Breach. Vendor further agrees that it will monitor and test its data safeguards
from time to time, and further agrees to adjust its data safeguards from time to time in light of
relevant circumstances or the results of any relevant testing or monitoring. If Vendor suspects or
becomes aware of any unauthorized access to any financial or personal identifiable information
("Personal Data") by any unauthorized person or third party,or becomes aware of any other security
breach relating to Personal Data held or stored by Vendor under this Agreement or in connection with
the performance of any services performed under this Agreement or any Statement(s)of Work("Data
Breach"), Vendor shall immediately notify City in writing and shall fully cooperate with City at
Vendor's expense to prevent or stop such Data Breach. In the event of such Data Breach,Vendor shall
fully and immediately comply with applicable laws, and shall take the appropriate steps to remedy
such Data Breach. Vendor will defend, indemnify and hold City, its Affiliates, and their respective
officers, directors, employees and agents, harmless from and against any and all claims,suits,causes
of action, liability, loss, costs and damages, including reasonable attorney fees, arising out of or
relating to any third party claim arising from breach by Vendor of its obligations contained in this
Section, except to the extent resulting from the acts or omissions of City. All Personal Data to which
Vendor has access under this Agreement, as between Vendor and City, will remain the property of
City. City hereby consents to the use, processing and/or disclosure of Personal Data only for the
purposes described herein and to the extent such use or processing is necessary for Vendor to carry
out its duties and responsibilities under this Agreement, any applicable Statement(s) of Work, or as
required by law. Vendor will not transfer Personal Data to third parties other than through its
underlying network provider to perform its obligations under this Agreement, unless authorized in
writing by City. Vendor's obligation to defend, hold harmless and indemnify City shall remain in full
effect if the Data Breach is the result of the actions of a third party. All Personal Data delivered to
Vendor shall be stored in the United States or other jurisdictions approved by City in writing and shall
not be transferred to any other countries or jurisdictions without the prior written consent of City.
6. Assignment and Subcontracting.
6.1. Vendor shall not assign or subcontract any of its duties, obligations or rights under this
Agreement without the prior written consent of the City. if the City grants consent to an assignment, the
assignee shall execute a written agreement with the City and the Vendor under which the assignee agrees
to be bound by the duties and obligations of Vendor under this Agreement. The Vendor and assignee shall
be jointly liable for all obligations under this Agreement prior to the assignment.If the City grants consent
to a subcontract, the subcontractor shall execute a written agreement with the Vendor referencing this
Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the
Vendor under this Agreement as such duties and obligations may apply.The Vendor shall provide the City
with a fully executed copy of any such subcontract.
6.2. MBE Goal -NA
7. Insurance.
7.1. The Vendor shall carry the following insurance coverage with a company that is licensed
to do business in Texas or otherwise approved by the City:
7.1.1. Commercial General Liability:
7.1.1.1. Combined limit of not less than $2,000,000 per occurrence; $4,000,000
aggregate; or
7.1.1.2. Combined limit of not less than $1,000,000 per occurrence; $2,000,000
aggregate and Umbrella Coverage in the amount of$4,000,000. Umbrella policy shall
contain a follow-form provision and shall include coverage for personal and advertising
injury.
7.1.1.3. Defense costs shall be outside the limits of liability.
7.1.2. Automobile Liability insurance covering any vehicle used in providing services
under this Agreement, including owned, non-owned, or hired vehicles, with a combined limit of
not less than $1,000,000 per occurrence.
7.1.3. Professional Liability (Errors & Omissions) in the amount of $1,000,000 per
claim and$1,000,000 aggregate limit.
7.1.4. Statutory Workers' Compensation and Employers' Liability Insurance
requirements per the amount required by statute.
7.1.5. Technology Liability(Errors& Omissions)
7.1.5.1. Combined limit of not less than $2,000,000 per occurrence; $4million
aggregate or
7.1.5.2. Combined limit of not less than $1,000,000 per occurrence; $2,000,000
aggregate and Umbrella Coverage in the amount of$4,000,000. Umbrella policy shall
contain a follow-form provision and shall include coverage for personal and advertising
injury. The umbrella policy shall cover amounts for any claims not covered by the
primary Technology Liability policy.Defense costs shall be outside the limits of liability.
7.1.53. Coverage shall include, but not be limited to, the following:
7.1.5.3.1. Failure to prevent unauthorized access;
7.1.5.3.2. Unauthorized disclosure of information;
7.1.5.3.33. Implantation of malicious code or computer virus;
7.1.53.4. Fraud, Dishonest or intentional Acts with final
adjudication language;
7.1.53.5. intellectual Property Infringement coverage,
specifically including coverage for intellectual property infringement claims and
for indemnification and legal defense of any claims of intellectual property
infringement, including infringement of patent, copyright, trade mark or trade
secret, brought against the City for use of Deliverables, Software or Services
provided by Vendor under this Agreement;
7.1.5.3.6. Technology coverage may be provided through an
endorsement to the Commercial General Liability (CGL) policy, a separate
policy specific to Technology E&O,or an umbrella policy that picks up coverage
after primary coverage is exhausted. Either is acceptable if coverage meets all
other requirements. Technology coverage shall be written to indicate that legal
costs and fees are considered outside of the policy limits and shall not erode limits
of liability. Any deductible will be the sole responsibility of the Vendor and may
not exceed $50,000 without the written approval of the City. Coverage shall be
claims-made,with a retroactive or prior acts date that is on or before the effective
date of this Agreement. Coverage shall be maintained for the duration of the
contractual agreement and for two (2) years following completion of services
provided. An annual certificate of insurance, or a full copy of the policy if
requested, shall be submitted to the City to evidence coverage; and
7.1.5.3.7. Any other insurance as reasonably requested by City.
7.2. General Insurance Requirements:
7.2.1. All applicable policies shall name the City as an additional insured thereon,as its
interests may appear. The term City shall include its employees, officers, officials, agents, and
volunteers in respect to the contracted services.
7.2.2. The workers' compensation policy shall include a Waiver of Subrogation(Right
of Recovery)in favor of the City of Fort Worth.
7.2.3. A minimum of Thirty(30) days' notice of cancellation or reduction in limits of
coverage shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of
non-payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, 1000
Throckmorton,Fort Worth, Texas 76102, with copies to the City Attorney at the same address.
7.2.4. The insurers for all policies must be licensed and/or approved to do business in
the State of Texas. All insurers must have a minimum rating of A-VII in the current A.M. Best
Key Rating Guide, or have reasonably equivalent financial strength and solvency to the
satisfaction of Risk Management. If the rating is below that required, written approval of Risk
Management is required.
7.2.5. Any failure on the part of the City to request required insurance documentation
shall not constitute a waiver of the insurance requirement.
7.2.6. Certificates of Insurance evidencing that the Vendor has obtained all required
insurance shall be delivered to and approved by the City's Risk Management Division prior to
execution of this Agreement.
8. Compliance with Laws, Ordinances, Rules and Regulations. Vendor agrees to comply with all
applicable federal, state and local laws, ordinances, rules and regulations. If the City notifies Vendor of any
violation of such laws, ordinances, rules or regulations, Vendor shall immediately desist from and correct the
violation.
9. Non-Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance of
Vendor's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any
individual or group of individuals on any basis prohibited by law. If any claim arises from an alleged violation of
this non-discrimination covenant by Vendor, its personal representatives, assigns, subcontractors or successors in
interest,Vendor agrees to assume such liability and to indemnify and defend the City and hold the City harmless
from such claim.
10. Notices. Notices required pursuant to the provisions of this Agreement shall be conclusively
determined to have been delivered when (1)hand-delivered to the other party, its agents, employees, servants or
representatives,(2) delivered by facsimile with electronic confirmation of the transmission,or(3)received by the
other party by United States Mail, registered, return receipt requested, addressed as follows:
TO THE CITY: TO VENDOR:
City of Fort Worth AVI-SPL,LLC
Attn: Assistant City Manager Steve Benjamin, EVP
200 Texas Street 6301 Benjamin Road
Fort Worth TX 76102 Suite 101
Facsimile: (817)392-6092 Tampa, FL 33634
Facsimile:N/A
With Copy to the City Attorney
at same address
11. Solicitation of Employees. Neither the City nor Vendor shall, during the term of this Agreement
and additionally for a period of one year after its termination, solicit for employment or employ, whether as
employee or independent contractor, any person who is or has been employed by the other during the term of this
Agreement, without the prior written consent of the person's employer. This provision shall not apply to an
employee who responds to a general solicitation or advertisement of employment by either party.
12. Governmental Powers. It is understood and agreed that by execution of this Agreement,the City
does not waive or surrender any of its governmental powers.
13. No Waiver. The failure of the City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or
Vendor's respective right to insist upon appropriate performance or to assert any such right on any future occasion.
14. Governing Law and Venue. This Agreement shall be construed in accordance with the laws of
the State of Texas. If any action, whether real or asserted, at law or in equity, is brought on the basis of this
Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States
District Court for the Northern District of Texas, Fort Worth Division.
15. Severability. if any provision of this Agreement is held to be invalid, illegal or unenforceable,
the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
16. Force Majeure. City and Vendor shall exercise their best efforts to meet their respective duties
and obligations as set forth in this Agreement,but shall not be held liable for any delay or omission in performance
due to force majeure or other causes beyond their reasonable control, including, but not limited to, compliance
with any government law, ordinance or regulation, acts of God, acts of the public enemy, tires, strikes, lockouts,
natural disasters,wars,riots,epidemics or pandemics,material or labor restrictions by any governmental authority,
transportation problems, restraints or prohibitions by any court,board, department, commission, or agency of the
United States or of any States, civil disturbances, other national or regional emergencies, and/or any other similar
cause not enumerated herein but which is beyond the reasonable control of the Party whose performance is
affected (collectively `'Force Majeure Event"). The performance of any such obligation is suspended during the
period of, and only to the extent of, such prevention or hindrance, provided the affected Party provides notice of
the Force Majeure Event, and an explanation as to how it hinders the party's performance, as soon as reasonably
possible, as determined in the City's discretion, after the occurrence of the Force Majeure Event. The form of
notice required by this section shall be the same as section 10 above.
17. Headings Not Controlling. Headings and titles used in this Agreement are for reference purposes
only and shall not be deemed a part of this Agreement.
18. Review of Counsel. The parties acknowledge that each party and its counsel have reviewed this
Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against
the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto.
19. Amendments. No amendment of this Agreement shall be binding upon a party hereto unless such
amendment is set forth in a written instrument, and duly executed by an authorized representative of each party.
20. Entirety of Agreement. This Agreement, including any exhibits attached hereto and any
documents incorporated herein by reference, contains the entire understanding and agreement between the City
and Vendor, their assigns and successors in interest, as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any
provision of this Agreement.
21. Counterparts. This Agreement may be executed in one or more counterparts and each counterpart
shall,for al I purposes, be deemed an original, but all such counterparts shall together constitute one and the same
instrument. An executed Agreement, modification, amendment, or separate signature page shall constitute a
duplicate if it is transmitted through electronic means, such as fax or e-mail, and reflects the signing of the
document by any party. Duplicates arc valid and binding even if an original paper document bearing each party's
original signature is not delivered.
22. Warranty of Services. Vendor warrants that its services will be of a professional quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this warranty
within thirty(30) days from the date that the services are completed. In such event, at Vendor's option,Vendor
shall either(a)use commercially reasonable efforts to re-perform the services in a manner that conforms with the
warranty, or(b)refund the fees paid by the City to Vendor for the nonconforming services.
23. Network Access.
23.1. City Network Access. If Vendor, and/or any of its employees, officers, agents, servants
or subcontractors(for purposes of this section"Vendor Personnel"),requires access to the City's computer
network in order to provide the services herein, Vendor shall execute and comply a Network Access
Agreement.
23.2. Federal Law Enforcement Database Access.If Vendor,or any Vendor Personnel,requires
access to any federal law enforcement database or any federal criminal history record information system,
including but not limited to Fingerprint Identification Records System ("FIRS"), Interstate Identification
Index System ("III System"),National Crime Information Center("NCIC")e+National Fingerprint File
("NFF"),or Texas Law Enforcement Telecommunications Systems("TLETS"),that is governed by and/or
defined in Title 28, Code of Federal Regulations Part 20 ("CFR Part 20"), for the purpose of providing
services for the administration of criminal justice as defined therein on behalf of the City or the Fort Worth
Police Department, under this Agreement, Vendor shall comply with the Criminal Justice Information
Services Security Policy and CFR Part 20, as amended, and shall separately execute the Federal Bureau
of Investigation Criminal Justice Information Services Security Addendum. No changes, modifications,
alterations, or amendments shall be made to the Security Addendum. The document must be executed as
is, and as approved by the Texas Department of Public Safety and the United States Attorney General.
24. Immigration Nationality Act. Vendor shall verify the identity and employment eligibility of its
employees who perform work under this Agreement, including completing the Employment Eligibility
Verification Form (I-9). Upon request by City, Vendor shall provide City with copies of all I-9 forms and
supporting eligibility documentation for each employee who performs work under this Agreement. Vendor shall
adhere to all Federal and State laws as well as establish appropriate procedures and controls so that no services
will be performed by any Vendor employee who is not legally eligible to perform such services. VENDOR
SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES,
OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY VENDOR,VENDOR'S EMPLOYEES,
SUBCONTRACTORS,AGENTS, OR LICENSEES. City, upon written notice to Vendor, shall have the right
to immediately terminate this Agreement for violations of this provision by Vendor.
25. Informal Dispute Resolution. Except in the event of termination pursuant to Section 4.2, if either
City or Vendor has a claim, dispute, or other matter in question for breach of duty, obligations, services rendered or
any warranty that arises under this Agreement, the parties shall first attempt to resolve the matter through this dispute
resolution process. The disputing party shall notify the other party in writing as soon as practicable after discovering
the claim, dispute, or breach. The notice shall state the nature of the dispute and list the party's specific reasons for
such dispute. Within ten (10) business days of receipt of the notice, both parties shall commence the resolution
process and make a good faith effort, either through email, mail, phone conference, in person meetings, or other
reasonable means to resolve any claim, dispute, breach or other matter in question that may arise out of, or in
connection with this Agreement. If the parties fail to resolve the dispute within sixty(60)days of the date of receipt
of the notice of the dispute,then the parties may submit the matter to non-binding mediation in Tarrant County,Texas,
upon written consent of authorized representatives of both parties in accordance with the Industry Arbitration Rules
of the American Arbitration Association or other applicable rules governing mediation then in effect. The mediator
shall be agreed to by the parties.Each party shall be liable for its own expenses,including attorney's fees;however,
the parties shall share equally in the costs of the mediation. If the parties cannot resolve the dispute through
mediation, then either party shall have the right to exercise any and all remedies available under law regarding the
dispute. Notwithstanding the fact that the parties may be attempting to resolve a dispute in accordance with this
informal dispute resolution process, the parties agree to continue without delay all of their respective duties and
obligations under this Agreement not affected by the dispute. Either party may, before or during the exercise of
the informal dispute resolution process set forth herein, apply to a court having jurisdiction for a temporary
restraining order or preliminary injunction where such relief is necessary to protect its interests.
26. No Boycott of Israel. If Vendor has fewer than 10 employees or the Agreement is for less than
$100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter 2270 of the Texas
Government Code, City is prohibited from entering into a contract with a company for goods or services unless
the contract contains a written verification from the company that it: (1) does not boycott Israel; and(2)will not
boycott Israel during the term of the contract. The terms"boycott Israel"and`'company"shall have the meanings
ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this Addendum, Vendor
certifies that Vendor's signature provides written verification to City that Vendor: (1)does not boycott Israel,- and
(2) will not boycott Israel during the term of the Agreement.
27. Reporting Requirements.
27.1. For purposes of this section,the words below shall have the following meaning:
27.1.1. Child shall mean a person under the age of 18 years of age.
27.1.2. Child pornography means an image of a child engaging in sexual conduct or
sexual performance as defined by Section 43.25 of the Texas Penal Code.
27.1.3. Computer means an electronic,magnetic,optical,electrochemical,or other high-
speed data processing device that performs logical, arithmetic, or memory functions by the
manipulations of electronic or magnetic impulses and includes all input, output, processing,
storage, or communication facilities that are connected or related to the device.
27.1.4. Computer technician means an individual who, in the course and scope of
employment or business, installs, repairs, or otherwise services a computer for a fee. This shall
include installation of software, hardware, and maintenance services.
27.2. Reporting Requirement. If Vendor meets the definition of Computer Technician as
defined herein, and while providing services pursuant to this Agreement, views an image on a computer
that is or appears to be child pornography,Vendor shall immediately report the discovery of the image to
the City and to a local or state law enforcement agency or the Cyber Tip Line at the National Center for
Missing and Exploited Children. The report must include the name and address of the owner or person
claiming a right to possession of the computer, if known, and as permitted by law. Failure by Vendor to
make the report required herein may result in criminal and/or civil penalties.
28. Survival of Provisions. The parties'duties and obligations pursuant to sections related to Duties
and Obligations, Disclosure of Conflicts and Confidential Information, Right to Audit, and Liability and
Indemnification shall survive termination of this Agreement.
Exhibit A
Scope of Services
AV14 SPL„
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YrnllveA ik* -
I % Discount Off
Manf. On Contract
MJK
AKG 30%
Altinex 18%
AMD Global 10%
AMX 23%
Anchor Audio 20%
Atlas Sound 10%
Audio Technica 28%
Audio Visual Furniture (AVF) 20%
AverMedia 8%
AVTEQ 12%
Axis Communication 6%
Balance Box 10%
Balt 10%
Barco Equipment/Hardware 20%
Barco Accessories including ClickShare 10%
Belden 10%
Biamp 10%
Black Magic 10%
Bluescape 10%
Bogen Communication 12%
Bose Pro 25%
B retfo rd 10
BSS 10
C2G 13%
Canon 20%
Casio Projectors 26%
Casio Accessories 10%
Chief 25%
Christie Digital 15%
Cisco Hardware 25%
Cisco Services 12%
Clear-Com 12%
ClearOne 12%
Clear Touch 10%
Clock Audio 10%
Community Loudspeakers 20%
Comprehensive 10%
Contemporary Research 18%
Crestron 25%
Crestron Flex Products 5%
Crown 15%
Da-Lite 15%
DBX 10%
Denon-Marantz 25%
Digital Projection 20%
Draper 20%
Elmo 20%
EON Reality 10%
Epson 20%
Exact Furniture 20%
Exterity 10%
Extron 35%
FSR 15%
GlobalMed 5%
Haivision 10%
Hitachi/Maxwell 25%
Huddly 10%
Igloo 5%
JBL 22%
JVC Professional 5%
Kramer 40%
KSI Pro 20%
Lab Gruppen 10%
Lenovo 5%
LG 6%
Liberty 25%
Listen Technology 15%
Logitech 12%
Mackie 28%
Marshall Electronics 10%
Marshall Furniture 20%
Mersive 10%
Microsoft Surface Hub 2%
Microsoft surface products and software 2%
Middle Atlantic 15%
Multitaction 10%
NEC 15%
NEC Monitors &Accessories 5%
Newline Interactive 10%
Oblong 10%
OneScreen 10%
Onkyo 15%
Optika 6%
Panasonic Pro 10%
Panopto 5%
Peerless 25%
Planar 10%
Poly(Polycom) Hardware 25%
Poly(Polycom) Licenses 2%
Premier Mounts 20%
Prysm Cloud License 10%
Qomo 12%
QSC 20%
Rane Pro 30%
RDL 12%
Revolabs 10%
Samsung Professional 10%
Sennheiser 15%
Sharp 20%
Shure 20%
SMART Technologies-ED/Hardware 23%
SMART Tech nologies-ED/Licenses&Warranties 6%
SMART Technologies-ENT/Hardware 10%
SMART Tech no logies-ENT/Licenses&Warranties 6%
Sonic Foundry 10%
Sony Pro 15%
Sound Tube 18%
Soundcraft 15%
Spectrum Ind. 12%
SurgeX 10%
Tannoy 22%
TASCAM 10%
Totevision 10%
Vaddio 15
Vivitek 10%
WePresent 10%
Winsted 10%
WindyCity 3%
Wolfvision 8%
Xantech 12%
Zoom 2%
AVI-SPL Symphony(Monitoring) 5%
Any manufacture not listed 5%
Audio Visual Innovations, Inc.
6301 Benjamin Road
Suite 101
Tampa, FL. 33634
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Toll Free: (800) 282-6733
Manufacture URL:for product
http://www.akg.com/
https://altinex.com/
http://www.amx.com/productinfo/
http://www.anchoraudio.com/
http://www.atlassound.com
http://www.audio-technica.com
www.video-furn.com
http://www.averusa.com
www.avteqinc.com
www.axis.com
www.balancebox.eu/home-en
www.baltinc.com
https://www.barco.com/en/
Tttps://www.barco.com/en/
https://www.belden.com/
www.biamp.com
http://www.blackmagicdesign.com/products
https://www.bluescape.com/
www.bogen.com
www.pro.bose.com
https://www.bretford.com/
https://bssaudio.com/en
http://www.cablestogo.com/
http://projectors.usa.canon.com/
www.casioprojector.com/
www.casioprojector.com/
https://www.milestone.com/products/brands/chief
www.christiedigital.com
www.cisco.com
www.cisco.com
www.clearcom.com
www.clearone.com
http://ucsolutionslIc.net/
http://clockaudio.com/
www.communitypro.com
www.comprehensivecable.com
www.contemporaryresearch.com
http://www.crestron.com
http://www.crestron.com
http://www.crownaudio.com/en-US
www.da-lite.com
https://dbxpro.com/en
https://usa.denon.com/us
www.digitaIprojection.com
http://www.draperinc.com
www.elmousa.com
www.eonreality.com
http://www.epson.com
www.exactfurniture.com
https://www.exterity.com/
www.extron.com
www.fsrinc.com
https://www.haivision.com/
www.hitachi-america.us/projectors
https://www.huddly.com/
www.igloovision.com
http://www.jbl.com/
http://www.jvc.com/pro
www.kramerus.com
www.ksipro.com
http://Iabgruppen.com
https://www.lenovo.com/us/en/
http://www.1g.com/us
www.libertycable.com
http://www.Iistentech.com/
https://www.logitech.com/en-us
http://www.mackie.com
http://www.mars-cam.com/
www.marshaIIf urn iture.com
www.mersive.com
https://www.microsoft.com/microsoft-surface-hub/en-us
https://www.microsoft.com/en-us/
www.middleatlantic.com
https://www.muItitaction.com/
https://www.necdisplay.com/
https://www.necdisplay.com/
http://www.newline-interactive.com/
https://www.oblong.com/
www.onkyousa.com
http://www optikadisplay.com/
http://www.panasonic.net/avc/projector
www.i3anoi3to.com
www.peerlessindustries.com
www.clarityvisua1.com
www.polycom.com
www.polycom.com
www.premiermounts.com
www.prysm.com
www.qomo.com
www.qscaudio.com
www.rane.com
http://www.rdInet.com/
http://www.revolabs.com/home
www.samsungusa.com
www.sennheiserusa.com
http://siica.sharpusa.com/professional-displays
http://www.shure.com/americas
http://www.smarttech.com
http://www.smarttech.com
http://www.smarttech.com
http://www.smarttech.com
http://www.sonicfoundry.com/
http://www.sony.com/professional
http://soundtube.mseaudio.com/
http://www.soundcraft.com/
www.spectrumfurniture.com
www.surgex.com
http://www.tannoy.com/
http://tascam-ca.com/
http://totevision.com/
https://www.legranday.com/products/vaddio
http://www.vivitekcorp.com/
https://www.barco.com/en/page/wepresent
www.winsted.com
http://www.smartwire.com/
https://wolfvision.com/vsoIution/index.php/us/
www.xantech.com/
www.zoornxom/
https://avisr)l.com/symphony/
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Exhibit B
Cooperative Agency Contract
TIPS VENDOR AGREEMENT
Between Audio Visual Innovations, Inc. and
(Company Name)
THE INTERLOCAL PURCHASING SYSTEM (TIPS),
a Department of Texas Education Service Center Region 8 for
TIPS RFP 200904 Audio Visual Equipment, Supplies, and Services
General Information
The Vendor Agreement ("Agreement") made and entered into by and between The Interlocal Purchasing
System (hereinafter "TIPS") a government cooperative purchasing program authorized by the Region 8
Education Service Center, having its principal place of business at 4845 US Hwy 271 North, Pittsburg, Texas
75686 and the TIPS Vendor. This Agreement consists of the provisions set forth below, including provisions
of all attachments referenced herein. In the event of a conflict between the provisions set forth below and
those contained in any attachment, the provisions set forth shall control unless otherwise agreed by the
parties in writing and by signature and date on the attachment.
A Purchase Order ("PO"), Agreement or Contract is the TIPS Member's approval providing the authority to
proceed with the negotiated delivery order under the Agreement. Special terms and conditions as agreed
between the Vendor and TIPS Member should be added as addendums to the Purchase Order, Agreement
or Contract. Items such as certificate of insurance, bonding requirements, small or disadvantaged business
goals are some, but not all, of the possible addendums.
Terms and Conditions
Freight
All quotes to Members shall provide a line item for cost for freight or shipping regardless if there is a charge
or not. If no charge for freight or shipping, indicate by stating"No Charge", "$0","included in price"or other
similar indication. Otherwise, all shipping, freight or delivery changes shall be passed through to the TIPS
Member at cost with no markup and said charges shall be agreed by the TIPS Member unless alternative
shipping terms are agreed by TIPS as a result of the proposal award.
Warranty Conditions
All new supplies equipment and services shall include manufacturer's minimum standard warranty unless
otherwise agreed to in writing.Vendor shall be legally permitted to sell all products offered for sale to TIPS
Members if the offering is included in the Request for Proposal ("RFP") category. All goods proposed and
sold shall be new unless clearly stated in writing.
Customer Support
The Vendor shall provide timely and accurate customer support for orders to TIPS Members as agreed by
the Parties.Vendors shall respond to such requests within a commercially reasonable time after receipt of
the request. If support and/or training is a line item sold or packaged with a sale, support shall be as agreed
with the TIPS Member.
Agreements
TIPS Vendor Agreement 06022020_sr Page 1
Agreements for purchase will normally be put into effect by means of a purchase order(s) executed by
authorized agents of the TIPS Member participating government entities, but other means of placing an
order may be used at the Member's discretion.
Tax exempt status
Most TIPS Members are tax exempt and the related laws and/or regulations of the controlling jurisdiction(s)
of the TIPS Member shall apply.
Assignments of Agreements
No assignment of this Agreement may be made without the prior notification of TIPS. Written approval of
TIPS shall not be unreasonably withheld. Payment for delivered goods and services can only be made to the
awarded Vendor, Vendor designated reseller or vendor assigned company.
Disclosures
• Vendor and TIPS affirm that he/she, or any authorized employees or agents, has not given, offered to
give, nor intends to give at any time hereafter any economic opportunity, future employment, gift,
loan, gratuity, special discount, trip, favor or service to a public servant in connection with this
Agreement.
• Vendor shall attach, in writing, a complete description of any and all relationships that might be
considered a conflict of interest in doing business with the TIPS program.
• The Vendor affirms that, to the best of his/her knowledge, the offer has been arrived at
independently, and is submitted without collusion with anyone to obtain information or gain any
favoritism that would in any way limit competition or give an unfair advantage over other vendors in
the award of this Agreement.
Term of Agreement and Renewals
The Agreement with TIPS is for approximately three (3) years with an option for renewal for an additional one
(1)consecutive year. If TIPS offers the renewal extension year,the Vendor will be notified by email to the primary
contact of the awarded Vendor and shall be deemed accepted by the Vendor unless the awarded Vendor notifies
TIPS of its objection to the additional term. TIPS may or may not exercise the available extension(s) provided in
the original solicitation beyond the base three-year term. Whether or not to offer the extension is at the sole
discretion of TIPS.
"Start Date" for Term Calculation Purposes Only: Regardless of actual award/effective date of Contract, for
Agreement"term" calculation purposes only,the Agreement"start date" is the last day of the month that Award
Notifications are anticipated as published in the Solicitation
Example: If the anticipated award date published in the Solicitation is May 22, but extended negotiations delay
award until June 27, The end date of the resulting initial "three-year" term Agreement, (which is subject to an
extension(s)) will still be May 31, 2023.
"Termination Date": The scheduled Agreement "termination date" shall be the last day of the month of the
month of the Original Solicitation's Anticipated Award Date plus three years.
Example: If the original term is approximately three years, and the solicitation provides an anticipated award
date of May 22, 2020, the expiration date of the original three-year term shall be May 31, 2023.
TIPS Vendor Agreement 06022020_sr Page 2
Extensions: Any extensions of the original term shall begin on the next day after the day the original term
expires.
Example Following the Previous Example: If TIPS offers a one-year extension, the expiration of the extended term
shall be May 31, 2024.
TIPS may offer to extend Vendor Agreements to the fullest extent the original Solicitation permits.
Automatic Renewal Clauses Incorporated in Awarded Vendor Agreements with TIPS Members Resulting from the
Solicitation and with the Vendor Named in this Agreement.
No Agreement for goods or services with a TIPS Member by the awarded vendor named in this Agreement
that results from the solicitation award named in this Agreement, may incorporate an automatic renewal
clause that exceeds month to month terms with which the TIPS Member must comply. All renewal terms
incorporated in an Agreement by the vendor with the TIPS Member shall only be valid and enforceable when
the vendor receives written confirmation by purchase order, executed Agreement or other written
instruction issued by the TIPS Member for any renewal period. The purpose of this clause is to avoid a TIPS
Member inadvertently renewing an Agreement during a period in which the governing body of the TIPS
Member has not properly appropriated and budgeted the funds to satisfy the Agreement renewal. This term
is not negotiable and any Agreement between a TIPS Member and a TIPS awarded vendor with an automatic
renewal clause that conflicts with these terms is rendered void and unenforceable.
Shipments
The Vendor shall ship,deliver or provide ordered products or services within a commercially reasonable time
after the receipt of the order from the TIPS Member. If a delay in said delivery is anticipated, the Vendor
shall notify TIPS Member as to why delivery is delayed and shall provide an estimated time for completion
of the order.TIPS or the requesting entity may cancel the order if estimated delivery time is not acceptable
or not as agreed by the parties.
Invoices
Each invoice or pay request shall include the TIPS Member's purchase order number or other identifying
designation as provided in the order by the TIPS Member. If applicable, the shipment tracking number or
pertinent information for verification of TIPS Member receipt shall be made available upon request.
Payments
The TIPS Member will make payments directly to the Vendor, the Vendor Assigned Dealer or as agreed by
the Vendor and the TIPS Member after receiving invoice and in compliance with applicable payment
statute(s),whichever is the greater time or as otherwise provided by an agreement of the parties.
Pricing
Price increases will be honored according to the terms of the solicitation. All pricing submitted to TIPS shall
include the participation fee, as provided in the solicitation,to be remitted to TIPS by the Vendor. Vendor
will not show adding the fee to the invoice presented to TIPS Member customer.
Participation Fees and Reporting of Sales to TIPS by Vendor
The Participation Fee that was published as part of the Solicitation and the fee published is the legally effective
fee, along with any fee conditions stated in the Solicitation. Collection of the fees by TIPS is required under
Texas Government Code §791.011 Et seq. Fees are due on all TIPS purchases reported by either Vendor or
Member. Fees are due to TIPS upon payment by the Member to the Vendor, Reseller or Vendor Assigned
Dealer. Vendor, Reseller or Vendor Assigned Dealer agrees that the participation fee is due to TIPS for all
TIPS Vendor Agreement 06022020_sr Page 3
Agreement sales immediately upon receipt of payment including partial payment, from the Member Entity
and must be paid to TIPS at least on a monthly basis,specifically within 31 calendar days of receipt of payment,
if not more frequently,or as otherwise agreed by TIPS in writing and signed by an authorized signatory of TIPS.
Thus, when an awarded Vendor, Reseller or Vendor Assigned Dealer receives any amount of payment, even
partial payment, for a TIPS sale, the legally effective fee for that amount is immediately due to TIPS from the
Vendor and fees due to TIPS should be paid at least on a monthly basis, specifically within 31 calendar days of
receipt of payment, if not more frequently.
Reporting of Sales to TIPS by Vendor
Vendor is required to report all sales under the TIPS contract to TIPS. When a public entity initiates a purchase
with a TIPS Awarded Vendor, if the Member inquires verbally or in writing whether the Vendor holds a TIPS
Contract, it is the duty of the Vendor to verify whether or not the Member is seeking a TIPS purchase. Once
verified, the Vendor must include the TIPS Contract number on any communications and related sales
documents exchanged with the TIPS Member entity. To report sales,the Vendor must login to the TIPS Vendor
Portal online at httos://www.tips-usa.com/vendors form.cfm and click on the PO's and Payments tab. Pages
3-7 of the Vendor Portal User Guide will walk you through the process of reporting sales to TIPS. Please refer
to the TIPS Accounting FAQ's for more information about reporting sales and if you have further questions,
contact the Accounting Team at accounting(@tips-usa.com. The Vendor or vendor assigned dealers are
responsible for keeping record of all sales that go through the TIPS Agreement and submitting same to TIPS.
Failure to render the participation fee to TIPS shall constitute a breach of this agreement with our parent
governmental entity,Texas Education Service Center Region 8,as established by the Texas legislature and shall
be grounds for termination of this agreement and any other agreement held with TIPS and possible legal
action.Any overpayment of participation fees to TIPS by a Vendor will be refunded to the Vendor within ninety
(90) days of receipt of notification if TIPS receives written notification of the overpayment not later than the
expiration of six (6) months from the date of overpayment and TIPS determines that the amount was not
legally due to TIPS pursuant to this agreement and applicable law. It is the Vendor's responsibility to identify
which sales are TIPS Agreement sales and pay the correct participation fee due for TIPS Agreement sales. Any
notification of overpayment received by TIPS after the expiration of six (6) months from the date of
overpayment will be non-refundable. Region 8 ESC and TIPS reserve the right to extend the six (6) month
deadline to notify if approved by the Region 8 ESC Board of Directors. TIPS reserves all rights under the law to
collect the fees due. Please contact TIPS at tips@tips-usa.com or call (866) 839-8477 if you have questions
about paying fees.
Indemnity
The Vendor agrees to indemnify and hold harmless and defend TIPS,TIPS Member(s),officers and employees
from and against all claims and suits by third parties for damages, injuries to persons (including death),
property damages, losses, and expenses including court costs and reasonable attorney's fees,arising out of,
or resulting from, Vendor's performance under this Agreement, including all such causes of action based
upon common, constitutional, or statutory law, or based in whole or in part, upon allegations of negligent
or intentional acts on the part of the Vendor, its officers, employees, agents, subcontractors, licensees, or
invitees. Parties found liable shall pay their proportionate share of damages as agreed by the parties or as
ordered by a court of competent jurisdiction over the case. NO LIMITATION OF LIABILITY FOR DAMAGES
FOR PERSONAL INJURY OR PROPERTY DAMAGE ARE PERMITTED OR AGREED BY TIPS/ESC REGION 8. Per
Texas Education Code §44.032(f), and pursuant to its requirements only, reasonable Attorney's fees are
recoverable by the prevailing party in any dispute resulting in litigation.
State of Texas Franchise Tax
By signature hereon, the Vendor hereby certifies that he/she is not currently delinquent in the payment of
TIPS Vendor Agreement 06022020_sr Page 4
any franchise taxes owed the State of Texas under Chapter 171,Tax Code.
Miscellaneous
The Vendor acknowledges and agrees that continued participation in TIPS is subject to TIPS sole discretion
and that any Vendor may be removed from the participation in the Program at any time with or without
cause. Nothing in the Agreement or in any other communication between TIPS and the Vendor may be
construed as a guarantee that TIPS or TIPS Members will submit any orders at any time. TIPS reserves the
right to request additional proposals for items or services already on Agreement at any time.
Purchase Order Pricing/Product Deviation
If a deviation of pricing/product on a Purchase Order or contract modification occurs between the Vendor
and the TIPS Member,TIPS must be notified within five (5) business days of receipt of change order.
Termination for Convenience of TIPS Agreement Only
TIPS reserves the right to terminate this agreement for cause or no cause for convenience with a thirty (30)
days prior written notice.Termination for convenience is conditionally required under Federal Regulations 2
CFR part 200 if the customer is using federal funds for the procurement.All purchase orders presented to
the Vendor, but not fulfilled by the Vendor, by a TIPS Member prior to the actual termination of this
agreement shall be honored at the option of the TIPS Member. The awarded Vendor may terminate the
agreement with ninety (90) days prior written notice to TIPS 4845 US Hwy North, Pittsburg, Texas 75686.
The vendor will be paid for goods and services delivered prior to the termination provided that the goods
and services were delivered in accordance with the terms and conditions of the terminated agreement.
This termination clause does not affect the sales agreements executed by the Vendor and the TIPS Member
customer pursuant to this agreement. TIPS Members may negotiate a termination for convenience clause
that meets the needs of the transaction based on applicable factors, such as funding sources or other
needs.
TIPS Member Purchasing Procedures
Usually, purchase orders or their equal are issued by participating TIPS Member to the awarded vendor and
should indicate on the order that the purchase is per the applicable TIPS Agreement Number. Orders are
typically emailed to TIPS at tipspo@tips-usa.com.
• Awarded Vendor delivers goods/services directly to the participating member.
• Awarded Vendor invoices the participating TIPS Member directly.
• Awarded Vendor receives payment directly from the participating member.
• Fees are due to TIPS upon payment by the Member to the Vendor. Vendor agrees to pay the
participation fee to TIPS for all Agreement sales upon receipt of payment including partial payment, from
the Member Entity or as otherwise agreed by TIPS in writing and signed by an authorized signatory of TIPS.
Licenses
Awarded Vendor shall maintain, in current status, all federal, state and local licenses, bonds and permits
required for the operation of the business conducted by awarded Vendor. Awarded Vendor shall remain
reasonably fully informed of and in compliance with all ordinances and regulations pertaining to the lawful
provision of goods or services under the Agreement.TIPS and TIPS Members reserves the right to stop work
and/or cancel an order or terminate this or any other sales Agreement of any awarded Vendor whose license(s)
required for performance under this Agreement have expired, lapsed, are suspended or terminated subject
to a 30-day cure period unless prohibited by applicable statue or regulation.
Novation
TIPS Vendor Agreement 06022020_sr Page 5
If awarded Vendor sells or transfers all assets, rights or the entire portion of the assets or rights required to
perform this Agreement, a successor in interest must guarantee to perform all obligations under this
Agreement. A simple change of name agreement will not change the Agreement obligations of awarded
vendor. TIPS will consider Contract Assignments on a case by case basis. TIPS must be notified within five
(S) business days of the transfer of assets or rights.
Site Requirements(only when applicable to service or job)
Cleanup: When performing work on site at a TIPS Member's property,awarded Vendor shall clean up and
remove all debris and rubbish resulting from their work as required or directed by TIPS Member or as
agreed by the parties. Upon completion of work, the premises shall be left in good repair and an orderly,
neat, clean and unobstructed condition.
Preparation:Awarded Vendor shall not begin a project for which TIPS Member has not prepared the site,
unless awarded Vendor does the preparation work at no cost, or until TIPS Member includes the cost of
site preparation in a purchase order. Site preparation includes, but is not limited to: moving furniture,
installing wiring for networks or power, and similar pre-installation requirements.
Registered sex offender restrictions: For work to be performed at schools, awarded Vendor agrees that
no employee of a subcontractor who has been adjudicated to be a registered sex offender will perform
work at any time when students are, or reasonably expected to be, present unless otherwise agreed by
the TIPS Member.Awarded Vendor agrees that a violation of this condition shall be considered a material
breach and may result in the cancellation of the purchase order at the TIPS Member's discretion. Awarded
Vendor must identify any additional costs associated with compliance of this term. If no costs are
specified, compliance with this term will be provided at no additional charge. Safety measures:Awarded
Vendor shall take all reasonable precautions for the safety of employees on the worksite, and shall erect
and properly maintain all necessary safeguards for protection of workers and the public.Awarded Vendor
shall post warning signs against all hazards created by the operation and work in progress. Proper
precautions shall be taken pursuant to state law and standard practices to protect workers,general public
and existing structures from injury or damage.
Safety Measures
Awarded Vendor shall take all reasonable precautions for the safety of employees on the worksite,and shall
erect and properly maintain all necessary safeguards for protection of workers and the public. Awarded
vendor shall post warning signs against all hazards created by the operation and work in progress. Proper
precautions shall be taken pursuant to state law and standard practices to protect workers, general public
and existing structures from injury or damage.
Smoking
Persons working under Agreement shall adhere to the TIPS Member's or local smoking statutes, codes or
policies.
Marketing
Awarded Vendor agrees to allow TIPS to use their name and logo within TIPS website, marketing materials
and advertisement subject to any reasonable restrictions provided to TIPS in the Proposal to the
Solicitation. The Vendor may submit an acceptable use directive for Vendor's names and logos with which
TIPS agrees to comply. Any use of TIPS name and logo or any form of publicity, inclusive of press release,
regarding this Agreement by awarded vendor must have prior approval from TIPS which will not be
unreasonably withheld. Request may be made by email to TIPS@TIPS-USA.COM.
Supplemental Agreements
TIPS Vendor Agreement 06022020_sr Page 6
The TIPS Member entity participating in the TIPS Agreement and awarded Vendor may enter into a separate
Supplemental Agreement or contract to further define the level of service requirements over and above
the minimum defined in this Agreement such as but not limited to, invoice requirements, ordering
requirements, specialized delivery, etc. Any Supplemental Agreement or contract developed as a result of
this Agreement is exclusively between the TIPS Member entity customer and the Vendor. TIPS, its agents,
TIPS Members and employees not a party to the Supplemental Agreement with the TIPS Member customer,
shall not be made party to any claim for breach of such agreement unless named and agreed by the Party
in question in writing in the agreement. If a Vendor submitting a Proposal requires TIPS and/or TIPS
Member to sign an additional agreement, those agreements shall comply with the award made by TIPS to
the Vendor. Supplemental Vendor's Agreement documents may not become part of TIPS' Agreement with
Vendor unless and until an authorized representative of TIPS reviews and approves it. TIPS review and
approval may be at any time during the life of this Vendor Agreement. TIPS permits TIPS Members to
negotiate additional terms and conditions with the Vendor for the provision of goods or services under the
Vendor's TIPS Agreement so long as they do not materially conflict with this Agreement.
Survival Clause
All applicable sales, leases,Supplemental Agreements,contracts,software license agreements,warranties or
service agreements that were entered into between Vendor and TIPS or the TIPS Member Customer under
the terms and conditions of this Agreement shall survive the expiration or termination of this Agreement.All
Orders, Purchase Orders issued or contracts executed by TIPS or a TIPS Member and accepted by the Vendor
prior to the expiration or termination of this agreement, shall survive expiration or termination of the
Agreement, subject to previously agreed terms and conditions agreed by the parties or as otherwise
specified herein relating to termination of this agreement.
Legal obligations
It is the responding Vendor's responsibility to be aware of and comply with all local, state and federal laws
governing the sale of products/services identified in the applicable Solicitation that resulted in this Vendor
Agreement and any awarded Agreement thereof.Applicable laws and regulations must be followed even if
not specifically identified herein.
Audit rights
Due to transparency statutes and public accountability requirements of TIPS and TIPS Members', the
awarded Vendor shall, at their sole expense, maintain appropriate due diligence of all purchases made by
TIPS Member that utilizes this Agreement. TIPS and Region 8 ESC each reserve the right to audit the
accounting of TIPS related purchases for a period of three(3) years from the time such purchases are made.
This audit right shall survive termination of this Agreement for a period of one (1) year from the effective
date of termination. In order to ensure and confirm compliance with this agreement, TIPS shall have
authority to conduct audits of Awarded Vendor's pricing or TIPS transaction documentation with TIPS
Members with 30 days' notice unless the audit is ordered by a Court Order or by a Government Agency with
authority to do so without notice. Notwithstanding the foregoing, in the event that TIPS is made aware of
any pricing being offered to eligible entities that is materially inconsistent with the pricing under this
agreement,TIPS shall have the ability to conduct the audit internally or may engage a third- party auditing
firm to investigate any possible non-compliant conduct or may terminate the Agreement according to the
terms of this Agreement. In the event of an audit, the requested materials shall be reasonably provided in
the time,format and at the location acceptable to Region 8 ESC or TIPS. TIPS agrees not to perform a random
audit the TIPS transaction documentation more than once per calendar year, but reserves the right to audit
forjust cause or as required by any governmental agency or court with regulatory authority over TIPS or the
TIPS Member.
TIPS Vendor Agreement 06022020_sr Page 7
Force Majeure
If by reason of Force Majeure,either party hereto shall be rendered unable wholly or in part to carry out its
obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in
writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and
the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be
suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no
longer period, and such party shall endeavor to remove or overcome such inability with all reasonable
dispatch.
Choice of Law
The Agreement between the Vendor and TIPS/ESC Region 8 and any addenda or other additions resulting
from this procurement process, however described, shall be governed by, construed and enforced in
accordance with the laws of the State of Texas, regardless of any conflict of laws principles.
Venue,Jurisdiction and Service of Process
Any Proceeding arising out of or relating to this procurement process or any contract issued by TIPS resulting
from or any contemplated transaction shall be brought in a court of competent jurisdiction in Camp County,
Texas and each of the parties irrevocably submits to the exclusive jurisdiction of said court in any such
proceeding,waives any objection it may now or hereafter have to venue or to convenience of forum,agrees
that all claims in respect of the Proceeding shall be heard and determined only in any such court,and agrees
not to bring any proceeding arising out of or relating to this procurement process or any contract resulting
from or any contemplated transaction in any other court.The parties agree that either or both of them may
file a copy of this paragraph with any court as written evidence of the knowing, voluntary and freely
bargained for agreement between the parties irrevocably to waive any objections to venue or to
convenience of forum. Process in any Proceeding referred to in the first sentence of this Section may be
served on any party anywhere in the world. Venue for any dispute resolution process, other than litigation,
between TIPS and the Vendor shall be located in Camp or Titus County,Texas.
Project Delivery Order Procedures
The TIPS Member having approved and signed an interlocal agreement, or other TIPS Membership
document,may make a request of the awarded Vendor under this Agreement when the TIPS Member desires
goods or services awarded to the Vendor. Notification may occur via phone,the web, courier,email,fax, or
in person. Upon notification of a pending request, the awarded Vendor shall acknowledge the TIPS
Member's request as soon as possible, but must make contact with the TIPS Member within two working
days.
Status of TIPS Members as Related to This Agreement
TIPS Members stand in the place of TIPS as related to this agreement and have the same access to the
proposal information and all related documents. TIPS Members have all the same rights under the awarded
Agreement as TIPS.
Vendor's Resellers as Related to This Agreement
Vendor's Named Resellers ("Resellers") under this Agreement shall comply with all terms and conditions of
this agreement and all addenda or incorporated documents. All actions related to sales by Authorized
Vendor's Resellers under this Agreement are the responsibility of the awarded Vendor. If Resellers fail to
report sales to TIPS under your Agreement,the awarded Vendor is responsible for their contractual failures
and shall be billed for the fees. The awarded Vendor may then recover the fees from their named reseller.
TIPS Vendor Agreement 06022020_sr Page 8
Support Requirements
If there is a dispute between the awarded Vendor and TIPS Member,TIPS or its representatives may,at TIPS
sole discretion, assist in conflict resolution if requested by either party.TIPS, or its representatives, reserves
the right to inspect any project and audit the awarded Vendor's TIPS project files, documentation and
correspondence related to the requesting TIPS Member's order. If there are confidentiality requirements by
either party,TIPS shall comply to the extent permitted by law.
Incorporation of Solicitation
The TIPS Solicitation which resulted in this Vendor Agreement,whether a Request for Proposals,the Request
for Competitive Sealed Proposals or Request for Qualifications solicitation, or other, the Vendor's response
to same and all associated documents and forms made part of the solicitation process, including any
addenda, are hereby incorporated by reference into this Agreement as if copied verbatim.
SECTION HEADERS OR TITLES
THE SECTON HEADERS OR TITLES WITHIN THIS DOCUMENT ARE MERELY GUIDES FOR CONVENIENCE AND
ARE NOT FOR CLASSIFICATION OR LIMITING OF THE RESPONSIBILITES OF THE PARTIES TO THIS DOCUMENT.
STATUTORY REQUIREMENTS
Texas governmental entities are prohibited from doing business with companies that fail to certify to this
condition as required by Texas Government Code Sec. 2270.
By executing this agreement,you certify that you are authorized to bind the undersigned Vendor and that
your company (1) does not boycott Israel; and (2) will not boycott Israel during the term of the Agreement.
You certifythat your company is not listed on and does not and will not do business with companies that are
on the Texas Comptroller of Public Accounts list of Designated Foreign Terrorists Organizations per Texas
Gov't Code 2270.0153 found at https://comptroller.texas.gov/purchasing/docs/foreign-terrorist.pdf
You certify that if the certified statements above become untrue at any time during the life of this Agreement
that the Vendor will notify TIPS within three(3)business day of the change by a letter on Vendor's letterhead
from and signed by an authorized representative of the Vendor stating the non-compliance decision and the
TIPS Agreement number and description at:
Attention: General Counsel
ESC Region 8/The Interlocal Purchasing System (TIPS)
4845 Highway 271 North
Pittsburg,TX,75686
And by an email sent to bids@tips-usa.com
Insurance Requirements
The undersigned Vendor agrees to maintain the below minimum insurance requirements for TIPS Contract
Holders:
General Liability $1,000,000 each Occurrence/Aggregate
Automobile Liability $300,000 Includes owned, hired & non-owned
TIPS Vendor Agreement 06022020_sr Page 9
Workers'Compensation Statutory limits for the jurisdiction in which
the Vendor performs under this Agreement.
Umbrella Liability $1,000,000
When the Vendor or its subcontractors are liable for any damages or claims, the Vendor's policy, when the
Vendor is responsible for the claim, must be primary over any other valid and collectible insurance carried
by the Member. Any immunity available to TIPS or TIPS Members shall not be used as a defense by the
contractor's insurance policy. The coverages and limits are to be considered minimum requirements and in
no way limit the liability of the Vendor(s). Insurance shall be written by a carrier with an A-; VII or better
rating in accordance with current A.M. Best Key Rating Guide. Only deductibles applicable to property
damage are acceptable,unless proof of retention funds to cover said deductibles is provided."Claims made"
policies will not be accepted. Vendor's required minimum coverage shall not be suspended, voided,
cancelled, non-renewed or reduced in coverage or in limits unless replaced by a policy that provides the
minimum required coverage except after thirty(30)days prior written notice by certified mail, return receipt
requested has been given to TIPS or the TIPS Member if a project or pending delivery of an order is ongoing.
Upon request, certified copies of all insurance policies shall be furnished to the TIPS or the TIPS Member.
Special Terms and Conditions
• Orders: All Vendor orders received from TIPS Members must be emailed to TIPS at tipspo@tips-
usa.com.Should a TIPS Member send an order directly to the Vendor,it is the Vendor's responsibility
to forward a copy of the order to TIPS at the email above within 3 business days and confirm its
receipt with TIPS.
• Vendor Encouraging Members to bypass TIPS agreement: Encouraging TIPS Members to purchase
directly from the Vendor or through another agreement,when the Member has requested using the
TIPS cooperative Agreement or price,and thereby bypassing the TIPS Agreement is a violation of the
terms and conditions of this Agreement and will result in removal of the Vendor from the TIPS
Program.
• Order Confirmation:All TIPS Member Agreement orders are approved daily by TIPS and sent to the
Vendor. The Vendor should confirm receipt of orders to the TIPS Member (customer) within 3
business days.
• Vendor custom website for TIPS: If Vendor is hosting a custom TIPS website, updated pricing when
effective.TIPS shall be notified when prices change in accordance with the award.
• Back Ordered Products: If product is not expected to ship within the time provided to the TIPS
Member by the Vendor, the Member is to be notified within 3 business days and appropriate action
taken based on customer request.
The TIPS Vendor Agreement Signature Page is inserted here.
TIPS Vendor Agreement 06022020_sr Page 10
TIPS Vendor Agreement Signature Form
RFP 200904 Audio Visual Equipment, Supplies, and Services
Company !Name Audio Visual Innovations, Inc.
Address 6301 Benjamin Road, Suite 101
City Tampa State FL Zip 33634
Phone (813) 884-7168 Fax (813) 882-9508
Email of Authorized Representative Steve.Palmer@avispl.com
Name of Authorized Representative Steve Palmer
Title Chief Financial Officer
Signature of Authorized Representative
Date 10/07/2020
TIPS Authorized Representative Name MEREDITH BARTON
Title CHIEF OPERATING OFFICER
TIPS Authorized Representative Signature_ �rrl #'—
Approved by ESC Region 8i,►,,� i
Date 12/16/2020
NOTICE TO MEMBERS REGARDING ATTRIBUTE RESPONSES
TIPS VENDORS RESPOND TO ATTRIBUTE QUESTIONS AS PART OF TIPS COMPETITIVE
SOLICITATION PROCESS. THE VENDOR'S RESPONSES TO ATTRIBUTE QUESTIONS
ARE INCLUDED HEREIN AS "SUPPLIER RESPONSE." PLEASE BE ADVISED THAT
DEVIATIONS, IF ANY, IN VENDOR'S RESPONSE TO ATTRIBUTE QUESTIONS MAY NOT
REFLECT VENDOR'S FINAL ATTRIBUTE RESPONSE, WHICH IS SUBJECT TO
NEGOTIATIONS PRIOR TO AWARD. PLEASE CONTACT THE TIPS OFFICE AT 866-839-
8477 WITH QUESTIONS OR CONCERNS REGARDING VENDOR ATTRIBUTE RESPONSE
DEVIATIONS. PLEASE KEEP IN MIND THAT TIPS DOES NOT PROVIDE LEGAL
COUNSEL TO MEMBERS. TIPS RECOMMENDS THAT YOU CONSULT YOUR LEGAL
COUNSEL WHEN EXECUTING CONTRACTS WITH OR MAKING PURCHASES FROM
TIPS VENDORS.
200904
"I SPL
Supplier Response
Event Information
Number: 200904
Title: Audio Visual Equipment, Supplies, and Services
Type: Request for Proposal
Issue Date: 9/3/2020
Deadline: 10/16/2020 03:00 PM (CT)
Contact Information
Address: Region 8 Education Service Center
4845 US Highway 271 North
Pittsburg, TX 75686
Phone: +1 (866) 839-8477
Email: bids@tips-usa.com
Page 1 of 24 pages Vendor:AVI SPL 200904
AVI SPL Information
Contact: Cindy Turner
Address: 6301 Benjamin Road
Suite 101
Tampa, FL 33634
Phone: (813) 884-7168
Fax: (813) 882-9508
Toll Free: (800) 282-6733
Email: Bids@avispl.com
By submitting your response, you certify that you are authorized to represent and bind your company.
Jay Bosch jay.bosch@avispl.com
Signature Email
Submitted at 1011612020 12:03:00 PM
Supplier Note
It is our pleasure to continue to grow business together with TIPS! We have added a several new vendors and a
services schedule that can be used across the U.S. These additions will certainly increase contract utilization
across the U.S. We appreciate partnering with TIPS over the last few years and we look forward to working
together for many years to come. In appreciation-- Jay Bosch, Director of State, Local Government and
Education (SLED) for North America
Requested Attachments
Vendor Agreement 200904 Vendor Agreement.pdf
The vendor must download the Vendor Agreement from the attachment tab, fill in the requested information and
upload the completed agreement.
DO NOT UPLOAD encrypted or password protected files.
Agreement Signature Form 200904 Agreement_Signature_Form_Executed.pdf
If you have not taken exception or deviation to the agreement language in the solicitation attributes, download the
AGREEMENT SIGNATURE FORM from the "ATTACHMENTS"tab. This PDF document is a fillable form. Download the
document to your computer, fill in the requested company information, print the file, SIGN the form, SCAN the
completed and signed AGREEMENT SIGNATURE FORM, and upload here.
If you have taken exception to any of the agreement language and noted the exception in the deviations section of the
attributes for the agreement, complete the AGREEMENT SIGNATURE FORM, but DO NOT SIGN until those deviations
have been negotiated and resolved with TIPS management. Upload the unsigned form here, because this is a
required document.
Pricing Spreadsheet#1 AVISPL 200904 Pricing_form_1 FINAL.pdf
The vendor must download the PRICING SPREADSHEET SHEET from the attachment tab, fill in the requested
information and upload the completed spreadsheet.
DO NOT UPLOAD encrypted or password protected files.
Pricing Spreadsheet#2 AVISPL 200904 Pricing_form_2 FINAL.pdf
The vendor must download the PRICING SPREADSHEET SHEET from the attachment tab, fill in the requested
information and upload the completed spreadsheet.
DO NOT UPLOAD encrypted or password protected files.
Page 2 of 24 pages Vendor:AVI SPL 200904
References References AVI-SPL Final.pdf
The vendor must download the References spreadsheet from the attachment tab, fill in the requested information and
upload the completed spreadsheet. DO NOT UPLOAD encrypted or password protected files.
Proposed Goods and Services Additional Information- TIPS 200904.pdf
Please upload one or more documents or sheets describing your offerings, line cards, catalogs, links to offerings OR
list links to your offerings that illustrate the catalog of proposed lines of goods and or services you carry and offer
under this proposal. I does not have to be exhaustive but should, at a minimum tell us what you are offering. It could
be as simple as a sheet with your link to your online catalog of goods and services.
D/M/WBE Certification OPTIONAL No response
D/M/WBE Certification documentation may be scanned and uploaded if you desire to claim your status as one of the
identified enterprises. (Disadvantaged Business Enterprise, Minority Business Enterprise and/or Woman Business
Enterprise) If vendor has more than one certification scan into one document. (PDF Format ONLY)
DO NOT UPLOAD encrypted or password protected files.
Warranty AVISPL Warranty Information.pdf
Warranty information (if applicable) must be scanned and uploaded. (PDF Format ONLY)
DO NOT UPLOAD encrypted or password protected files.
Supplementary No response
Supplementary information may be scanned and uploaded. (Company information, brochures, catalogs, etc.) (PDF
Format ONLY)
DO NOT UPLOAD encrypted or password protected files.
All Other Certificates No response
All Other Certificates (if applicable) must be scanned and uploaded. If vendor has more than one other certification
scan into one document. (PDF Format ONLY)
DO NOT UPLOAD encrypted or password protected files.
Logo and Other Company Marks No response
If you desire, please upload your company logo to be added to your individual profile page on the TIPS website. If any
particular specifications are required for use of your company logo, please upload that information under the
Supplementary section or another non-required section under the "Response Attachment' tab. Preferred Logo
Format: 300 x 225 px- .png, .eps, .jpeg preferred
Conflict of Interest Form CIQ- ONLY REQUIRED IF A CONFLICT EXISTS PER THE No response
INSTRUCTIONS
ONLY REQUIRED IF A CONFLICT EXISTS PER THE INSTRUCTIONS
Conflict of Interest Form for Vendors that are required to submit the form. The Conflict of Interest Form is included in
the Base documents or can be found at https://www.tips-usa.com/assets/documents/docs/CIQ.pdf.
Certificate of Corporate Offerer- COMPLETE ONLY IF OFFERER IS A CORPORATION No response
COMPLETE AND UPLOAD FORM IN ATTACHMENTS SECTION ONLY IF OFFERER IS A CORPORATION
Disclosure of Lobbying Activities Standard Form LLL No response
ONLY IF you answered "I HAVE Lobbied per above" to attribute#66, please download and complete and upload the
Standard Form-LLL, "disclosure Form to Report Lobbying," in the Response attachments section.
Confidentiality Form CONFIDENTIAL.pdf
REQUIRED CONFIDENTIALITY FORM. Complete the form according to your company requirements, make any
desired attachments and upload to the appropriate section under"Response Attachments" THIS FORM DETERMINES
HOW ESC8/TIPS RESPONDS TO LEGAL PUBLIC INFORMATION REQUESTS.
Current W-9 Tax Form 2020_W-9_AVl.pdf
You are required by TIPS to upload a current W-9 Internal Revenue Service (IRS) Tax Form for your entity. This form
will be utilized by TIPS to properly identify your entity. Additionally, if not designated "Confidential' in your proposal
response, this W 9 may be accessed by TIPS Members for the purpose of making TIPS purchases from you in the
event that you are awarded. If you wish to designate your required W 9 confidential, please do so according to the
terms of the Confidentiality Claim Form which is an attachment to this solicitation.
Page 3 of 24 pages Vendor:AVI SPL 200904
Response Attachments
CERTIFICATION OF CORPORATE OFFERER FORM_Executed.pdf
Certification of Corporate Offeror
CONFIDENTIAL.pdf
Confidential Disclosure Form and copy of Confidential Materials
2020 W-9 AVI.pdf
Audio Visual Innovations, Inc. W9
Bid Attributes
1 Yes - No
Disadvantaged/Minority/Women Business Enterprise- D/M/WBE (Required by some participating governmental
entities) Vendor certifies that their firm is a D/M/WBE? Vendor must upload proof of certification to the "Response
Attachments" D/M/WBE CERTIFICATES section.
NO
2 Yes - No
Historically Underutilized Business - HUB (Required by some participating governmental entities) Vendor certifies
that their firm is a HUB as defined by the State of Texas at https://comptroller.texas.gov/purchasing/vendor/hub/or in
a HUBZone as defined by the US Small Business Administration at https://www.sba.gov/offices/headquarters/ohp
Proof of one or both may be submitted. Vendor must upload proof of certification to the "Response Attachments"
HUB CERTIFICATES section.
No
3 Yes - No
The Vendor can provide services and/or products to all 50 US States?
Yes
4 States Served:
If answer is NO to question #3, please list which states can be served. (Example: AR, OK, TX)
No response
5 Company and/or Product Description:
This information will appear on the TIPS website in the company profile section, if awarded a TIPS contract. (Limit
750 characters.)
www.avispi.com
6 Primary Contact Name
Primary Contact Name
Jay Bosch
7 Primary Contact Title
Primary Contact Title
Director
Page 4 of 24 pages Vendor:AVi SPL 200904
8 Primary Contact Email
Primary Contact Email
jay.bosch@avispl.com
9 Primary Contact Phone
Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
5733531438
1 Primary Contact Fax
U Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
No response
1 Primary Contact Mobile
1 Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
5733531438
1 Secondary Contact Name
2 Secondary Contact Name
Cindy Turner
1 Secondary Contact Title
3 Secondary Contact Title
Government Contract Manager
1 Secondary Contact Email
4 Secondary Contact Email
cindy.turner@avispl.com
1 Secondary Contact Phone
5 Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
8138847168
1 Secondary Contact Fax
6 Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
No response
1 Secondary Contact Mobile
7 Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
8138847168
Page 5 of 24 pages Vendor:AVi SPL 200904
1 Admin Fee Contact Name
8 Admin Fee Contact Name. This person is responsible for paying the admin fee to TIPS.
Cindy Turner
1 Admin Fee Contact Email
9 Admin Fee Contact Email
cindy.turner@avispl.com
2 Admin Fee Contact Phone
U Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
8138847168
2 Purchase Order Contact Name
1 Purchase Order Contact Name. This person is responsible for receiving Purchase Orders from TIPS.
Jay Bosch
2 Purchase Order Contact Email
2 Purchase Order Contact Email
jay.bosch@avispl.com
2 Purchase Order Contact Phone
3 Enter 10 digit phone number. (No dashes or extensions)
Example: 8668398477
5733531438
2 Company Website
4 Company Website (Format-www.company.com)
www.avispl.com
2 Federal ID Number
5 Federal ID Number also known as the Employer Identification Number(EIN). Numeric only. (Format: 123456789)
591958935
2 Primary Address
6 Primary Address
6301 BENJAMIN RD, SUITE 101
2 Primary Address City
7 Primary Address City
Tampa
2 Primary Address State
8 Primary Address State (2 Digit Abbreviation)
FL
Page 6 of 24 pages Vendor:AVi SPL 200904
2 Primary Address Zip
9 Primary Address Zip
33634
3 Search Words:
U Please list search words to be posted in the TIPS database about your company that TIPS website users might
search. Words may be product names, manufacturers, or other words associated with the category of award. YOU
MAY NOT LIST NON-CATEGORY ITEMS. (Limit 500 words) (Format: product, paper, construction, manufacturer
name, etc.)
audio, visual, government, unified communications, zoom, microsoft, projector, screen, panels, interactive panels,
monitors, telemedicine, augmented reality, virtual reality, headsets, emergency operation center, court,
corrections, higher education, k-12, esports, conference room, hybrid learning, PTZ
3 Do you want TIPS Members to be able to spend Federal grant funds with you if awarded? Is it your
intent to be able to sell to our members regardless of the fund source, whether it be local, state or
federal?
Most of our members receive Federal Government grants and they make up a significant portion of their budgets.
The Members need to know if your company is willing to sell to them when they spend federal budget funds on their
purchase. There are attributes that follow that include provisions from the federal regulations in 2 CFR part 200.
Your answers will determine if your award will be designated as Federal or Education Department General
Administrative Regulations (EDGAR) compliant.
Do you want TIPS Members to be able to spend Federal grant funds with you if awarded and is it your intent to be
able to sell to TIPS Members regardless of the fund source, whether it be local, state or federal?
Yes
3 Yes - No
2 Certification of Residency (Required by the State of Texas) The vendor's ultimate parent company or majority
owner:
(A) has its principal place of business in Texas;
(B) employs at least 500 persons in Texas?
This question is required as a data gathering function for information to our members making purchases with
awarded vendors. It does not affect scoring with TIPS.
No
3 Company Residence (City)
3 Vendor's principal place of business is in the city of?
Tampa
3 Company Residence (State)
4 Vendor's principal place of business is in the state of?
FL
Page 7 of 24 pages Vendor:AVi SPL 200904
3 Discount Offered -CAUTION READ CAREFULLY BECAUSE VENDORS FREQUENTLY MAKE MISTAKES
5 ON THIS ATTRIBUTE QUESTION
Remember this is a MINIMUM discount percentage. So, be sure that the discount percentage inserted here can be
applied to ANY OFFERING OF GOODS OR SERVICES THROUGHOUT THE LIFE OF THE CONTRACT
CAUTION: BE CERTAIN YOU CAN HONOR THIS MINIMUM DISCOUNT PERCENTAGE ON ANY OFFERED SERVICE
OR GOOD NOW OR DURING THE LIFE OF THE CONTRACT.
What is the MINIMUM percentage discount off of any item or service you offer to TIPS Members that is in your
regular catalog (as defined in the solicitation specifications document), website, store or shelf pricing or when
adding new goods or services to your offerings during the life of the contract? The resulting price of any goods or
services Catalog list prices after this discount is applied is a ceiling on your pricing and not a floor because, in order
to be more competitive in the individual circumstance, you may offer a larger discount depending on the items or
services purchased and the quantity at time of sale.
Must answer with a number between 0% and 100%.
2%
3 Yes - No
6 For the duration of the Contract, Vendor agrees to provide catalog pricing, as defined in the solicitation and below,
to TIPS upon request for any goods and services offered on the Vendor's TIPS Contract.
"Catalog" means the available list of tangible personal property or services, in the most current listing, regardless of
date, during the life of the contract, that takes the form of a catalog, price list, schedule, shelf price or other form
that:
A. is regularly maintained by the manufacturer or Vendor of an item; and
B. is either published or otherwise available for inspection by a customerduring the purchase process;
C. to which the minimum discount proposed by the proposing Vendor maybe applied.
Yes
3 TIPS Administration Fee
7 By submitting a proposal, I agree that all pricing submitted to TIPS shall include the Administration Fee, as
designated in the solicitation or as otherwise agreed in writing which shall be remitted to TIPS by the Vendor, or the
vendor's named resellers, and as agreed to in the Vendor Agreement. I agree that the fee shall not and will not be
added by the Vendor as a separate line item on a TIPS member invoice, quote, proposal or any other written
communications with the TIPS member.
3 Yes - No
8 Vendor agrees to remit to TIPS the required administration fee or, if resellers are named, Vendor agrees to
guarantee the fee remittance by or for the reseller named by the vendor?
TIPS/ESC Region 8 is required by Texas Government Code § 791 to be compensated for its work and thus, failure
to agree shall render your response void and it will not be considered.
Agreed
3 Yes - No
9 Do you offer additional discounts to TIPS members for large order quantities or large scope of work?
Yes
Page 8 of 24 pages Vendor:AVi SPL 200904
4 Years experience in category of goods or services
U Company years experience in this category of goods or services? This is an evaluation criterion worth a maximum
of 10 points. See RFP for more information.
40
4 Resellers:
Does the vendor have resellers that it will name under this contract? Resellers are defined as other companies that
sell your products under an agreement with you, the awarded vendor of TIPS.
EXAMPLE: BIGmart is a reseller of ACME brand televisions. If ACME were a TIPS awarded vendor, then ACME
would list BIGmart as a reseller.
(If applicable, Vendor should add all Authorized Resellers within the TIPS Vendor Portal upon award).
Yes
4 Pricing discount percentage are guaranteed for?
2 Does the vendor agrees to honor the proposed pricing discount percentage off regular catalog (as defined in the
RFP document), website, store or shelf pricing for the term of the award?
YES
4 Right of Refusal
3 Does the proposing vendor wish to reserve the right not to perform under the awarded agreement with a TIPS
member at vendor's discretion?
Yes
4 NON-COLLUSIVE BIDDING CERTIFICATE
4 By submission of this bid or proposal, the Bidder certifies that:
1) This bid or proposal has been independently arrived at without collusion with any other Bidder or with any
Competitor;
2) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of
bids, or proposals for this project, to any other Bidder, Competitor or potential competitor:
3) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to
submit a bid or proposal;
4) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the
statements contained in this certification, and under the penalties being applicable to the Bidder as well as to the
person signing in its behalf.
Not a negotiable term. Failure to agree will render your proposal non-responsive and it will not be considered.
Page 9 of 24 pages Vendor:AVi SPL 200904
4 CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ- Do you have any CONFLICT OF INTEREST
5 TO REPORT OR DISCLOSE under this statutory requirement?
Do you have any CONFLICT OF INTEREST TO REPORT OR DISCLOSE under this statutory requirement?YES or
NO
If you have a conflict of interest as described in this form or the Local Government Code Chapter 176, cited therein-
you are required to complete and file with TIPS.
You may find the Blank CIQ form on our website at:
Copy and Paste the following link into a new browser or tab:
https://www.tips-usa.com/assets/documents/docs/CIQ.pdf
There is an optional upload for this form provided if you have a conflict and must file the form.
No
4 Filing of Form CIQ
6 If yes (above), have you filed a form CIQ by uploading the form to this RFP as directed above?
No response
4 Regulatory Standing
7 1 certify to TIPS for the proposal attached that my company is in good standing with all governmental agencies
Federal or state that regulate any part of our business operations. If not, please explain in the next attribute
question.
Yes
4 Regulatory Standing
8 Regulatory Standing explanation of no answer on previous question.
No response
4 Antitrust Certification Statements (Tex. Government Code § 2155.005)
9 By submission of this bid or proposal, the Bidder certifies that:
affirm under penalty of perjury of the laws of the State of Texas that:
(1) 1 am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation, firm,
partnership or individual (Company) listed below;
(2) In connection with this bid, neither I nor any representative of the Company has violated any provision of the
Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15;
(3) In connection with this bid, neither I nor any representative of the Company has violated any federal antitrust
law;
(4) Neither I nor any representative of the Company has directly or indirectly communicated any of the contents of
this bid to a competitor of the Company or any other company, corporation, firm, partnership or individual engaged
in the same line of business as the Company.
Page 10 of 24 pages Vendor:AVi SPL 200904
5 Suspension or Debarment Instructions
U Instructions for Certification:
1. By answering yes to the next Attribute question below, the vendor and prospective lower tier participant is
providing the certification set out herein in accordance with these instructions.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this
transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered
an erroneous certification in addition to other remedies available to the federal government, the department or
agency with which this transaction originated may pursue available remedies, including suspension and / or
debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal
is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction,"
"participants," "person," "primary covered transaction," "principal," "proposal' and "voluntarily excluded," as used in
this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive
Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of
those regulations.
5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered
transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is
debarred, suspended, declared ineligible or voluntarily excluded from participation in this covered transaction,
unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled
"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered
Transaction"without modification in all lower tier covered transactions and in all solicitations for lower tier covered
transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier
covered transaction that it is not debarred, suspended, ineligible or voluntarily excluded from the covered
transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency
by which it determines the eligibility of its principals. Each participant may, but is not required to, check the
Nonprocurement List.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to
render in good faith the certification required by this clause. The knowledge and information of a participant is not
required to exceed that which is normally possessed by a prudent person in the ordinary course of business
dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered
transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred,
ineligible or voluntarily excluded from participation in this transaction, in addition to other remedies available to the
federal government, the department or agency with which this transaction originated may pursue available
remedies, including suspension and /or debarment.
Page I I of 24 pages Vendor:AVi SPL 200904
5 Suspension or Debarment Certification
By answering yes, you certify that no federal suspension or debarment is in place, which would preclude receiving a
federally funded contract as described above.
Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must
not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in
accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986
Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions
contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
By answering yes, you certify that no federal suspension or debarment is in place, which would preclude receiving a
federally funded contract as described above.
Yes
5 Non-Discrimination Statement and Certification
2 In accordance with Federal civil rights law, all U.S. Departments, including the U.S. Department of Agriculture
(USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions
participating in or administering USDA programs are prohibited from discriminating based on race, color, national
origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status,
family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for
prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all
programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille,
large print, audiotape, American Sign Language, etc.) should contact the responsible Agency or USDA's TARGET
Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.
Additionally, program information may be made available in languages other than English.
To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027,
found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed
to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint
form, call (866) 632-9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of
Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C.
20250-9410; (2) fax: (202) 690-7442; or (3)
email: program.intake@usda.gov.
(Title VI of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; the Age
Discrimination Act of 1975; Title 7 CFR Parts 15, 15a, and 15b; the Americans with Disabilities Act; and FNS
Instruction 113-1, Civil Rights Compliance and Enforcement— Nutrition Programs and Activities)
All U.S. Departments, including the USDA are equal opportunity provider, employer, and lender.
Not a negotiable term. Failure to agree by answering YES will render your proposal non-responsive and it will not be
considered. I certify that in the performance of a contract with TIPS or its members, that our company will conform to
the foregoing anti-discrimination statement and comply with the cited and all other applicable laws and regulations.
Yes
Page 12 of 24 pages Vendor:AVi SPL 200904
5 2 CFR PART 200 Contract Provisions Explanation
3 Required Federal contract provisions of Federal Regulations for Contracts for contracts with ESC Region 8 and
TIPS Members:
The following provisions are required to be in place and agreed if the procurement is funded in any part with federal
funds.
The ESC Region 8 and TIPS Members are the subgrantee or Subrecipient by definition. Most of the provisions are
located in 2 CFR PART 200 -Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under
Federal Awards at 2 CFR PART 200. Others are included within 2 CFR part 200 et al.
In addition to other provisions required by the Federal agency or non-Federal entity, all contracts made by the non-
Federal entity under the Federal award must contain provisions covering the following, as applicable.
5 2 CFR PART 200 Contracts
4 Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted
amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council
(Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in
instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as
appropriate.
Notice: Pursuant to the above, when federal funds are expended by ESC Region 8 and TIPS Members, ESC Region
8 and TIPS Members reserves all rights and privileges under the applicable laws and regulations with respect to this
procurement in the event of breach of contract by either party.
Does vendor agree?
Yes
5 2 CFR PART 200 Termination
5 Termination for cause and for convenience by the grantee or subgrantee including the manner by which it will be
effected and the basis for settlement. (All contracts in excess of$10,000)
Pursuant to the above, when federal funds are expended by ESC Region 8 and TIPS Members, ESC Region 8 and
TIPS Members reserves the right to terminate any agreement in excess
of$10,000 resulting from this procurement process for cause after giving the vendor an appropriate opportunity
and up to 30 days, to cure the causal breach of terms and conditions. ESC Region 8 and
TIPS Members reserves the right to terminate any agreement in excess of$10,000 resulting from this procurement
process for convenience with 30 days notice in writing to the awarded vendor. The vendor
would be compensated for work performed and goods procured as of the termination date if for convenience of the
ESC Region 8 and TIPS Members. Any award under this procurement process is not exclusive and the ESC Region
8 and TIPS reserves the right to purchase goods and services from other vendors when it is in the best interest of
the ESC Region 8 and TIPS.
Does vendor agree?
Yes
Page 13 of 24 pages Vendor:AVi SPL 200904
5 2 CFR PART 200 Clean Air Act
6 Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as
amended—Contracts and subgrants of amounts in excess of$150,000 must contain a provision that requires the
non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the
Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-
1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental
Protection Agency (EPA).
Pursuant to the Clean Air Act, et al above, when federal funds are expended by ESC Region 8 and TIPS Members,
ESC Region 8 and TIPS Members requires that the proposer certify that during the term of
an award by the ESC Region 8 and TIPS Members resulting from this procurement process the vendor agrees to
comply with all of the above regulations, including all of the terms listed and referenced therein.
Does vendor agree?
Yes
5 2 CFR PART 200 Byrd Anti-Lobbying Amendment
7 Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000
must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal
appropriated funds to pay any person or organization for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of
Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352.
Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any
Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.
Pursuant to the above, when federal funds are expended by ESC Region 8 and TIPS Members, ESC Region 8 and
TIPS Members requires the proposer certify that during the term and during the life of any contract with ESC Region
8 and TIPS Members resulting from this procurement process the vendor certifies to the terms included or
referenced herein.
Does vendor agree?
Yes
5 2 CFR PART 200 Federal Rule
8 Compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42
U.S.C. 1857(h)), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental
Protection Agency regulations (40 CFR part 15). (Contracts, subcontracts, and subgrants of amounts in excess of
$100,000)
Pursuant to the above, when federal funds are expended by ESC Region 8 and TIPS Members, ESC Region 8 and
TIPS Members requires the proposer certify that in performance of the contracts, subcontracts, and subgrants of
amounts in excess of$100,000, the vendor will be in compliance with all applicable standards, orders, or
requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)), section 508 of the Clean Water Act
(33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR part 15).
Does vendor certify that it is in compliance with the Clean Air Act?
Yes
Page 14 of 24 pages Vendor:AVi SPL 200904
5 2 CFR PART 200 Procurement of Recovered Materials
9 A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must
comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and
Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the
Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered
materials practicable, consistent with
maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value
of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management
services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement
program for procurement of recovered materials identified in the EPA guidelines.
Does vendor certify that it is in compliance with the Solid Waste Disposal Act as described above?
Yes
6 Certification Regarding Lobbying
0 Applicable to Grants, Subgrants, Cooperative Agreements, and Contracts Exceeding $100,000 in Federal Funds
Submission of this certification is a prerequisite for making or entering into this transaction and is imposed by
section 1352, Title 31, U.S. Code. This certification is a material representation of fact upon which reliance was
placed when this transaction was made or entered into. Any person who fails to file the required certification shall
be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned, to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or
employee of congress, or an employee of a Member of Congress in connection with the awarding of a Federal
contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or
cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing
or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of
congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL, "disclosure Form to Report Lobbying,"
in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documents for all
covered subawards exceeding $100,000 in Federal funds at all appropriate tiers and that all subrecipients shall
certify and disclose accordingly.
HAVE NOT Lobbied per above
6 If you answered "I HAVE lobbied" to the above Attribute Question
If you answered "I HAVE lobbied" to the above Attribute question, you must download the Lobbying Report
"Standard From LLL, disclosure Form to Report Lobbying"which includes instruction on completing the form,
complete and submit it in the Response Attachments section as a report of the lobbying activities you performed or
paid others to perform.
Page 15 of 24 pages Vendor:AVi SPL 200904
6 Subcontracting with Small and Minority Businesses, Women's Business Enterprises, and Labor Surplus
2 Area Firms.
Do you ever anticipate the possibility of subcontracting any of your work under this award if you are successful?
IF NO, DO NOT ANSWER THE NEXT ATTRIBUTE QUESTION. . IF YES, and ONLY IF YES, you must answer the
next question YES if you want a TIPS Member to be authorized to spend Federal Grant Funds for Procurement.
YES
6 ONLY IF YES TO THE PREVIOUS QUESTION OR if you ever do subcontract any part of your
3 performance under the TIPS Agreement, do you agree to comply with the following federal
requirements?
ONLY IF YES TO THE PREVIOUS QUESTION OR if you ever do subcontract any part of your performance under
the TIPS Agreement,
do you agree to comply with the following federal requirements?
Federal Regulation 2 CFR §200.321 Contracting with small and minority businesses, women's business enterprises,
and labor surplus area firms. (a)The non-Federal entity must take all necessary affirmative steps to assure that
minority businesses, women's business enterprises, and labor surplus area firms are used when possible.
(b) Affirmative steps must include:
(1) Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
(2) Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are
potential sources;
(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum
participation by small and minority businesses, and women's business enterprises;
(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and
minority businesses, and women's business enterprises;
(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration
and the Minority Business Development Agency of the Department of Commerce ; and
(6) Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs(1)
through (5) of this section.
YES
Page 16 of 24 pages Vendor:AVi SPL 200904
6 Indemnification
4 The ESC Region 8 and TIPS is a Texas Political Subdivision and a local governmental entity; therefore, is prohibited
from
indemnifying third parties pursuant to the Texas Constitution (Article 3, Section 52) except as specifically provided
by law or as
ordered by a court of competent jurisdiction. A provision in a contract to indemnify or hold a party harmless is a
promise to pay for
any expenses the indemnified party incurs, if a specified event occurs, such as breaching the terms of the contract
or negligently
performing duties under the contract. Article III, Section 49 of the Texas Constitution states that "no debt shall be
created by or on
behalf of the State ... " The Attorney General has counseled that a contractually imposed obligation of indemnity
creates a "debt" in
the constitutional sense. Tex. Att'y Gen. Op. No. MW 475 (1982). Contract clauses which require the System or
institutions to
indemnify must be deleted or qualified with "to the extent permitted by the Constitution and Laws of the State of
Texas." Liquidated
damages, attorney's fees, waiver of vendor's liability, and waiver of statutes of limitations clauses should also be
deleted or qualified
with "to the extent permitted by the Constitution and laws of State of Texas."
Not a negotiable term. Failure to agree will render your proposal non-responsive and it will not be considered. Do
you agree
to these terms?
Yes
6 Remedies
5 The parties shall be entitled to exercise any right or remedy available to it either at law or in equity, subject to the
choice of law, venue
and service of process clauses limitations agreed herein. Nothing in this agreement shall commit the TIPS to an
arbitration resolution
of any disagreement under any circumstances. Any Claim arising out of or related to the Contract, except for those
specifically waived
under the terms of the Contract, may, after denial of the Board of Directors, be subject to mediation at the request
of either party. Any
issues not resolved hereunder MAY be referred to non-binding mediation to be conducted by a mutually agreed
upon mediator as a
prerequisite to the filing of any lawsuit over such issue(s). The parties shall share the mediator's fee and any
associated filing fee
equally. Mediation shall be held in Camp or Titus County, Texas. Agreements reached in mediation shall be reduced
to writing, and
will be subject to the approval by the District's Board of Directors, signed by the Parties if approved by the Board of
Directors, and, if
signed, shall thereafter be enforceable as provided by the laws of the State of Texas.
Do you agree to these terms?
Yes, I Agree
6 Remedies Explanation of No Answer
6 No response
Page 17 of 24 pages Vendor:AVi SPL 200904
6 Choice of Law
7 The agreement between the Vendor and TIPS/ESC Region 8 and any addenda or other additions resulting from this
procurement process, however described, shall be governed by, construed and enforced in accordance with the
laws of the State of Texas, regardless of any conflict of laws principles.
THIS DOES NOT APPLY to a vendor's agreement entered into with a TIPS Member, as the Member may be located
outside Texas.
Do you agree to these terms?
Agreed
6 Venue, Jurisdiction and Service of Process
8 Any proceeding, involving Region 8 ESC or TIPS arising out of or relating to this procurement process or any
contract issued by TIPS resulting from or any contemplated transaction shall be brought in a court of competent
jurisdiction in Camp County, Texas and each of the parties irrevocably submits to the exclusive jurisdiction of said
court in any such proceeding, waives any objection it may now or hereafter have to venue or to convenience of
forum, agrees that all claims in respect of the Proceeding shall be heard and determined only in any such court,
and agrees not to bring any proceeding arising out of or relating to this procurement process or any contract
resulting from or any contemplated transaction in any other court. The parties agree that either or both of them may
file a copy of this paragraph with any court as written evidence of the knowing, voluntary and freely bargained for
agreement between the parties irrevocably to waive any objections to venue or to convenience of forum. Process in
any Proceeding referred to in the first sentence of this Section may be served on any party anywhere in the world.
Any dispute resolution process other than litigation shall have venue in Camp County or Titus County Texas.
Do you agree to these terms?
Agreed
6 Infringement(s)
9 The successful vendor will be expected to indemnify and hold harmless the TIPS and its employees, officers,
agents, representatives, contractors, assignees and designees from any and all third party claims and judgments
involving infringement of patent, copyright, trade secrets, trade or service marks, and any other intellectual or
intangible property rights attributed to or claims based on the Vendor's proposal or Vendor's performance of
contracts awarded and approved.
Do you agree to these terms?
Yes, I Agree
7 Infringement(s) Explanation of No Answer
No response
7 Contract Governance
Any contract made or entered into by the TIPS is subject to and is to be governed by Section 271.151 et seq, Tex
Loc Gov't Code. Otherwise, TIPS does not waive its governmental immunities from suit or liability except to the
extent expressly waived by other applicable laws in clear and unambiguous language.
Yes
Page 18 of 24 pages Vendor:AVi SPL 200904
7 Payment Terms and Funding Out Clause
2 Payment Terms:
TIPS or TIPS Members shall not be liable for interest or late payment fees on past-due balances at a rate higher
than permitted by the laws or regulations of the jurisdiction of the TIPS Member.
Funding Out Clause:
Vendor agrees to abide by the laws and regulations, including Texas Local Government Code § 271.903, or any
statutory or regulatory limitations of the jurisdiction of any TIPS Member which governs contracts entered into by the
Vendor and TIPS or a TIPS Member that requires all contracts approved by TIPS or a TIPS Member are subject to
the budgeting and appropriation of currently available funds by the entity or its governing body.
See statute(s) for specifics or consult your legal counsel.
Not a negotiable term. Failure to agree will render your proposal non-responsive and it will not be considered.
Do you agree to these terms?
Yes
7 Insurance and Fingerprint Requirements Information
3 Insurance
If applicable and your staff will be on TIPS member premises for delivery, training or installation etc. and/or with an
automobile, you must carry automobile insurance as required by law. You may be asked to
provide proof of insurance.
Fingerprint
It is possible that a vendor may be subject to Chapter 22 of the Texas Education Code. The Texas Education Code,
Chapter 22, Section 22.0834. Statutory language may be found at: http://www.statutes.legis.state.tx.us/
If the vendor has staff that meet both of these criterion:
(1) will have continuing duties related to the contracted services; and
(2) has or will have direct contact with students
Then you have "covered" employees for purposes of completing the attached form.
TIPS recommends all vendors consult their legal counsel for guidance in compliance with this law. If you have
questions on how to comply, see below. If you have questions on compliance with this code section, contact the
Texas Department of Public Safety Non-Criminal Justice Unit, Access and Dissemination Bureau, FAST-FACT at
NCJU@txdps.state.tx.us and you should send an email identifying you as a contractor to a Texas Independent
School District or ESC Region 8 and TIPS. Texas DPS phone number is (512) 424-2474.
See form in the next attribute to complete entitled:
Texas Education Code Chapter 22 Contractor Certification for Contractor Employees
Page 19 of 24 pages Vendor:AVi SPL 200904
7 Texas Education Code Chapter 22 Contractor Certification for Contractor Employees
4 Introduction: Texas Education Code Chapter 22 requires entities that contract with school districts to provide
services to obtain criminal history record information regarding covered employees. Contractors must certify to the
district that they have complied. Covered employees with disqualifying criminal histories are prohibited from serving
at a school district.
Definitions: Covered employees: Employees of a contractor or subcontractor who have or will have continuing
duties related to the service to be performed at the District and have or will have direct contact with students. The
District will be the final arbiter of what constitutes direct contact with students. Disqualifying criminal history: Any
conviction or other criminal history information designated by the District, or one of the following offenses, if at the
time of the offense, the victim was under 18 or enrolled in a public school:
(a) a felony offense under Title 5, Texas Penal Code; (b) an offense for which a defendant is required to register as
a sex offender under Chapter 62, Texas Code of Criminal Procedure; or (c) an equivalent offense under federal law
or the laws of another state.
I certify that:
NONE (Section A) of the employees of Contractor and any subcontractors are covered employees, as defined
above. If this box is checked, I further certify that Contractor has taken precautions or imposed conditions to ensure
that the employees of Contractor and any subcontractor will not become covered employees. Contractor will
maintain these precautions or conditions throughout the time the contracted services are provided.
OR
SOME (Section B) or all of the employees of Contractor and any subcontractor are covered employees. If this box
is checked, I further certify that:
(1) Contractor has obtained all required criminal history record information regarding its covered employees. None
of the covered employees has a disqualifying criminal history.
(2) If Contractor receives information that a covered employee subsequently has a reported criminal history,
Contractor will immediately remove the covered employee from contract duties and notify the District in writing within
3 business days.
(3) Upon request, Contractor will provide the District with the name and any other requested information of covered
employees so that the District may obtain criminal history record information on the covered employees.
(4) If the District objects to the assignment of a covered employee on the basis of the covered employee's criminal
history record information, Contractor agrees to discontinue using that covered employee to provide services at the
District.
Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.
None
Page 20 of 24 pages Vendor:AVi SPL 200904
7 Texas Business and Commerce Code § 272 Requirements as of 9-1-2017
5 SB 807 prohibits construction contracts to have provisions requiring the contract to be subject to the laws of
another state, to be required to litigate the contract in another state, or to require arbitration in another state. A
contract with such provisions is voidable. Under this new statute, a "construction contract" includes contracts,
subcontracts, or agreements with (among others) architects, engineers, contractors, construction managers,
equipment lessors, or materials suppliers. "Construction contracts" are for the design, construction, alteration,
renovation, remodeling, or repair of any building or improvement to real property, or for furnishing materials or
equipment for the project. The term also includes moving, demolition, or excavation. BY RESPONDING TO THIS
SOLICITATION, AND WHEN APPLICABLE, THE PROPOSER AGREES TO COMPLY WITH THE TEXAS BUSINESS
AND COMMERCE CODE § 272 WHEN EXECUTING CONTRACTS WITH TIPS MEMBERS THAT ARE TEXAS
GOVERNMENT ENTITIES.
7 Texas Government Code 2270 Verification Form
6 Texas Government Code 2270 Verification Form
If (a) Vendor is not a sole proprietorship; (b) Vendor has ten (10) or more full-time employees; and (c) this
Agreement has a value of$100,000 or more, the following certification shall apply; otherwise, this certification is not
required. Pursuant to Chapter 2270 of the Texas Government Code, the Vendor hereby certifies and verifies that
neither the Vendor, nor any affiliate, subsidiary, or parent company of the Vendor, if any (the "Vendor Companies"),
boycotts Israel, and the Vendor agrees that the Vendor and Vendor Companies will not boycott Israel during the
term of this Agreement. For purposes of this Agreement, the term "boycott" shall mean and include refusing to deal
with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic
harm on, or limit commercial relations with Israel, or with a person or entity doing business in Israel or in an Israeli-
controlled territory, but does not include an action made for ordinary business purposes.
Our entity further certifies that it is is not listed on and we do not do business with companies that are on the Texas
Comptroller of Public Accounts list of Designated Foreign Terrorists Organizations per Texas Gov't Code 2270.0153
found at https://comptroller.texas.gov/purchasing/docs/foreign-terrorist.pdf
swear and affirm that the above is true and correct.
YES
7 Logos and other company marks
7 Please upload our company logo to be added to our individual profile page on the TIPS website. If an articular
P Y p Y g Y p P g YP
specifications are required for use of your company logo, please upload that information under the "Logo and Other
Company Marks" section under the "Response Attachment" tab. Preferred Logo Format: 300 x 225 px- .png, .eps,
.jpeg preferred
Potential uses of company logo:
*Your Vendor Profile Page of TIPS website
* Potentially on TIPS website scroll bar for Top Performing Vendors
*TIPS Quarterly eNewsletter sent to TIPS Members
* Co-branding Flyers and or email blasts to our TIPS Members (Permission and approval will be obtained before
publishing)
Page 21 of 24 pages Vendor:AVi SPL 200904
7 Solicitation Deviation/Compliance
8 Does the vendor agree with the General Conditions Standard Terms and
Conditions or Item Specifications listed in this proposal invitation?
Yes
7 Solicitation Exceptions/Deviations Explanation
9 If the bidder intends to deviate from the General Conditions Standard Terms and Conditions or Item Specifications
listed in this proposal invitation, all such deviations must be listed on this attribute, with complete and detailed
conditions and information included or attached.
TIPS will consider any deviations in its proposal award decisions, and TIPS reserves the right to accept or reject any
bid based upon any deviations indicated below or in any attachments or inclusions.
In the absence of any deviation entry on this attribute, the proposer assures TIPS of their full compliance with the
Standard Terms and Conditions, Item Specifications, and all other information contained in this Solicitation.
No response
8 Agreement Deviation/Compliance
U Does the vendor agree with the language in the Vendor Agreement?
Yes
8 Agreement Exceptions/Deviations Explanation
If the proposing Vendor desires to deviate form the Vendor Agreement language, all such deviations must be listed
on this attribute, with complete and detailed conditions and information included. TIPS will consider any deviations in
its proposal award decisions, and TIPS reserves the right to accept or reject any proposal based upon any
deviations indicated below. In the absence of any deviation entry on this attribute, the proposer assures TIPS of
their full compliance with the Vendor Agreement.
No response
8 Felony Conviction Notice
2 Texas Education Code, Section 44.034, Notification of Criminal History, Subsection (a), states "a person or business
entity that enters into a contract with a school district must give advance notice to the district if the person or an
owner or operator of the business entity has been convicted of a felony. The notice must include a general
description of the conduct resulting in the conviction of a felony." Subsection (b) states "a school district may
terminate a contract with a person or business entity if the district determines that the person or business entity
failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The
district must compensate the person or business entity for services performed before the termination of the
contract." (c) This section does not apply to a publicly held corporation. The person completing this proposal
certifies that they are authorized to provide the answer to this question.
Select A., B. or C.
A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable.
OR B.My firm is not owned nor operated by anyone who has been convicted of a felony, OR
C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. (if you
answer C below, you are required to provide information in the next attribute.
B. Firm not owned nor operated by felon; per above
Page 22 of 24 pages Vendor:AVi SPL 200904
8 If you answered C. My Firm is owned or operated by a felon to the previous question, you are
3 REQUIRED TO ANSWER THE FOLLOWING QUESTIONS.
If you answered C. My Firm is owned or operated by a felon to the previous question, you must provide the following
information.
1. Name of Felon(s)
2. The named person's role in the firm, and
3. Details of Conviction(s).
No response
8 Long Term Cost Evaluation Criterion #4.
4 READ CAREFULLY and see in the RFP document under"Proposal Scoring and Evaluation".
Points will be assigned to this criterion based on your answer to this Attribute. Points are awarded if you agree not
increase your catalog prices (as defined herein) more than X% annually over the previous year for years two and
three and potentially year four, unless an exigent circumstance exists in the marketplace and the excess price
increase which exceeds X% annually is supported by documentation provided by you and your suppliers and
shared with TIPS, if requested. If you agree NOT to increase prices more than 5%, except when justified by
supporting documentation, you are awarded 10 points; if 6% to 14%, except when justified by supporting
documentation, you receive 1 to 9 points incrementally. Price increases 14% or greater, except when justified by
supporting documentation, receive 0 points.
increases will be 5% or less annually per question
8 Required Confidentiality Claim Form
5 Required Confidentiality Claim Form
This completed form is required by TIPS. By submitting a response to this solicitation you agree to download from
the "Attachments" section, complete according to the instructions on the form, then uploading the completed form,
with any confidential attachments, if applicable, to the "Response Attachments" section titled "Confidentiality Form"
in order to provide to TIPS the completed form titled, "CONFIDENTIALITY CLAIM FORM". By completing this
process, you provide us with the information we require to comply with the open record laws of the State of Texas as
they may apply to your proposal submission. If you do not provide the form with your proposal, an award will not be
made if your proposal is qualified for an award, until TIPS has an accurate, completed form from you.
Read the form carefully before completing and if you have any questions, email Rick Powell at TIPS at
rick.nowell(Dtins-usa.com
8 Choice of Law clauses with TIPS Members
6 If the vendor is awarded a contract with TIPS under this solicitation, the vendor agrees to make any Choice of Law
clauses in any contract or agreement entered into between the awarded vendor and with a TIPS member entity to
read as follows: "Choice of law shall be the laws of the state where the customer resides" or words to that effect.
Agreed
8 Venue of dispute resolution with a TIPS Member
7 In the event of litigation or use of any dispute resolution model when resolving disputes with a TIPS member entity
as a result of a transaction between the vendor and TIPS or the TIPS member entity, the Venue for any litigation or
other agreed upon model shall be in the state and county where the customer resides unless otherwise agreed by
the parties at the time the dispute resolution model is decided by the parties.
Agreed
Page 23 of 24 pages Vendor:AVi SPL 200904
8 Automatic renewal of contracts or agreements with TIPS or a TIPS member entity
8 This clause DOES NOT prohibit multiyear contracts or agreements with TIPS member entities.
Because TIPS and TIPS members are governmental entities subject to laws that control appropriations of funds
during their fiscal years for contracts and agreements to provide goods and services, does the Vendor agree to limit
any automatic renewal clauses of a contract or agreement executed as a result of this TIPS solicitation award to not
longer than "month to month" and at the TIPS contracted rate.
Agreed
8 Indemnity Limitation with TIPS Members
9 Texas and other states restrict by law or state Constitution the ability of a governmental entity to indemnify others.
TIPS requires that any contract entered into between a vendor and TIPS or a TIPS Member as a result of an award
under this Solicitation limit the requirement that the Customer indemnify the Vendor by either eliminating any such
indemnity requirement clauses in any agreements, contracts or other binding documents OR by prefacing all
indemnity clauses required of TIPS or the TIPS Member entity with the following: "To the extent permitted by the laws
or the Constitution of the state where the customer resides, ".
Agreement is a required condition to award of a contract resulting from this Solicitation.
Agreed
9 Arbitration Clauses
U Except for certain circumstances, TIPS forbids a mandatory arbitration clause in any contract or agreement entered
into between the awarded vendor with TIPS or a TIPS member entity. Does the vendor agree to exclude any
arbitration requirement in any contracts or agreement entered into between TIPS or a TIPS member entity through
an awarded contract with TIPS?
Agreed
9 Required Vendor Sales Reporting
By responding to this Solicitation, you agree to report to TIPS all sales made under any awarded Agreement with
TIPS. Vendor is required to report all sales under the TIPS contract to TIPS. If the TIPS Member entity requesting a
price from the awarded Vendor requests the TIPS contract, Vendor must include the TIPS Contract number on any
communications with the TIPS Member entity. If awarded, you will be provided access to the Vendor Portal. To
report sales, login to the TIPS Vendor Portal and click on the PO's and Payments tab. Pages 3-7 of the Vendor
Portal User Guide will walk you through the process of reporting sales to TIPS. Please refer to the TIPS Accounting
FAQ's for more information about reporting sales and if you have further questions, contact the Accounting Team
at accounting tips-usa.com. The Vendor or vendor assigned dealers are responsible for keeping record of all
sales that go through the TIPS Agreement and submitting same to TIPS.
9 Upload of Current W-9 Required
2 Please note that you are required by TIPS to upload a current W 9 Internal Revenue Service (IRS) Tax Form for
your entity. This form will be utilized by TIPS to properly identify your entity. Additionally, if not designated
"Confidential" in your proposal response, this W 9 may be accessed by TIPS Members for the purpose of making
TIPS purchases from you in the event that you are awarded. If you wish to designate your required W 9
confidential, please do so according to the terms of the Confidentiality Claim Form which is an attachment to this
solicitation.
Page 24 of 24 pages Vendor:AVi SPL 200904
CERTIFICATION BY CORPORATE OFFERER
COMPLETE ONLY IF OFFERER IS A CORPORATION,
THE FOLLOWING CERTIFICATE SHOULD BE EXECUTED AND INCLUDED AS PART OF
PROPOSAL FORM/PROPOSAL FORM.
OFFERER: Audio Visual Innovations, Inc.
(Name of Corporation)
John Zettel certify that I am the Secretary of the Corporation
I, (Name 6-f Corporate Secretary)
named as OFFERER herein above; that
Steve Palmer
(Name of person who completed proposal document)
who signed the foregoing; proposal on behalf of the corporation offerer is the authorized person that is
acting as
Chief Financial Officer
(Title/Position of person signing proposal/offer document within the corporation)
of the said Corporation; that said proposal/offer was duly signed for and in behalf of said corporation by
authority_af its governing body, and is within the scope of its corporate powers.
CORPORATE-SEAL if available
SIGNA RE
10
DATE
TIPS RFP# 200904
Required Confidential Information Status Form
CONFIDENTIAL INFORMATION SUBMITTED IN RESPONSE TO COMPETITIVE PROCUREMENT REQUESTS OF
EDUCATION SERVICE CENTER REGION 8 AND TIPS (ESC8) IS GOVERNED BY TEXAS GOVERNMENT CODE,
CHAPTER 552
If you consider any portion of your proposal to be confidential information and not subject to public disclosure pursuant to
Chapter 552 Texas Gov't Code or other law(s), you must attach a copy of all claimed confidential materials within your
proposal and put this COMPLETED form as a cover sheet to said materials then scan,name"CONFIDENTIAL" and
upload with your proposal submission. (You must include all the confidential information in the submitted proposal. The
copy uploaded is to indicate which material in your proposal, if any,you deem confidential in the event the receives a Public
Information Request.)ESC8 and TIPS will follow procedures of controlling statute(s) regarding any claim of confidentiality
and shall not be liable for any release of information required by law.Upon your claim and your defense to the Office of
Texas Attorney General is required to make the final determination whether the information submitted by you and held by
ESC8 and TIPS is confidential and exempt from public disclosure.
Audio Visual Innovations, Inc.
Name of company
Steve Benjamin, Executive Vice President
Printed Name and Title of authorized company officer declaring below the confidential status of material
6301 Benjamin Road, Suite 101 Tampa FL 33634 (813) 884-7168
Address City State ZIP Phone
ALL VENDORS MUST COMPLETE THE ABOVE SECTION.
I DO CLAIM parts of my proposal to be confidential and DO NOT desire to expressly waive a claim of
confidentiality of all information contained within our response to the solicitation. The attached contains material from our
proposal that I classify and deem confidential under Texas Gov't Code Sec. 552 or other law(s)and I invoke my statutory
rights to confidential treatment of the enclosed materials.
ATTACHED ARE COPIES OF 1 PAGES OF CLAIMED CONFIDENTIAL MATERIAL FROM OUR
PROPOSAL THAT WE DEEM TO BE NOT PUBLIC INFORMATION AND WILL DEFEND THAT CLAIM
TO THE TEXAS ATTORNEY GENERAL IF REQUESTED WHEN A PUBLIC INFORMATION REQUEST IS
MADE FOR OUR PROPOSAL.
Steve Benjamin, Executive Vice Digitally signed by Steve Benjamin,Executive Vice
President
Signature President Date:2020.10.1514:14:02-04'00' Date 10/15/2020
Steve Benjamin, Executive Vice President
OR -----------------------------------------------------------------------------------------------------------
I DO NOT CLAIM any of my proposal to be confidential, complete the section below.
Express Waiver: I desire to expressly waive any claim of confidentiality as to any and all information
contained within our response to the competitive procurement process (e.g. RFP, CSP, Bid, RFQ, etc.)by
completing the following and submitting this sheet with our response to Education Service Center Region 8 and
TIPS.
Signature Date
Confidentiality Claim Form rev 02272019
6301 Benjamin Road,Suite 101
Tampa,FL 33634
AV144:38*SPL Phone:813.884.7168
Toll Free:800.282.6733
Fax:813.882.9508
www.avispi.com
Warranty Information
Manufacture warranties vary by product and may be followed by service plans provided by AVI-SPL.
Please see your Account Representative for additional information.
Farm Request for Taxpayer Give Form to the
(Rev.October2018) Identification Number and Certification requester. Do not
Department of the Treasury send to the IRS.
Internal Revenue Service ►Go to www.irs.gov/FormW9 for instructions and the latest information.
1 Name(as shown on your income tax return).Name is required on this line;de not leave this line blank.
Audio visual Innovations, Inc.
2 Business name/disregarded entity name,if different from above
y3 Check appropriate box for federal tax classification of the person whose name is entered on line 1.Check only one of the 4 Exemptions(codes apply only to
01 following seven boxes, certain entities,not individuals;see
p, instructions on page 3):
q ElIndividual/sole proprietor or 21 C Corporation ❑ S Corporation ElPartnership ElTrustlestate
single-member LLC Exempt payee code(if ani 5
T'0 ❑ Limited liability company.Enter the tax classification(C=C corporation,S=S corporation,P=Partnership)►
o I Note:Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check Exemption from FATCA reporting
N LLC if the LLC is classified as a single-member LLC that Is disregarded from the owner unless the owner of the LLC is
e another LLC that is not disregarded from the owner for U.S.federal tax purposes.Otherwise,a single-member LLC that code(if any)
a is disregarded from the owner should check the appropriato box for the tax classlfication of Its owner.
❑ Other(see instructions)► (APPnes laaccounts male sr ed vmsoe r e u_s)
[n 5 Address(number,street,and apt.or suite no.)See instructions. Requester's name and address(optional)
Ual 6301 Ben'amin Road, Suite 101
6 City,state,and ZIP code
Tampa, FL 33634
7 List account number(s)here(optional)
IM Taxpayer identification Number (TIN)
Enter your TIN in the appropriate box.The TIN provided must match the name giver on line 1 to avoid Social security number m I�
backup withholding. For individuals,this is generally your social security number id (5e However,far a -m -L�I�I�LJ
resent alien,sole proprietor,or disregarded entity,see the instructions for Part I,later,For other
entities,it is your employer identification number(EIN).If you do not have a number,see How to get a
TIN, later. or
Note:If the account is in more than one name,see the instructions for line 1.Also see What Name and Employer Identification number
Number To Give the Requester for guidelines on whose number to enter.
M59
- 1 1 9 1 5 1 6 9 T35
Certification
Under penalties of perjury, I certify that:
1.The number shown on this form is my correct taxpayer identification number(or i am waiting for a number to be issued to me);and.
2.1 am not subject to backup withholding because:(a)I am exempt from backup withholding,or(b)I have not been notified by the Internal Revenue
Service(IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or(c)She IRS has notified me that I am
no longer subject to backup withholding;and
3.I am a U.S.citizen or other U.S.person(defined below);and
4,The FATCA code(s)entered on this form(if any)indicating that I am exempt from FATCA reporting is correct.
Certification instructions.You must cross cut item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because
you have failed to report all interest and dividends on yo r tax return.For real estate transactions,item 2 does not apply.For mortgage interest paid,
acquisition or abandonment of secured property,c Ilation of debt,contributions to an individual retirement arrangement(IRA),and generally,payments
other than interest and dividends,you are not iced to sign the certification,but you must provide your correct TIN.See the instructions for Part Il,.iater.
Sign Signature of
Here U.S.person► Date► Z
General Instructions • Form 1099-DIV(dividends, including those from stocks or mutual
funds)
Section references are to the Internal Revenue Code unless otherwise • Farm 1000-MISC(various types of income,prizes,awards,or gross
noted. proceeds)
Future developments.For the latest information about developments . Form 1099-B(stock or mutual fund sales and certain other
related to Form W-9 and its instructions,such as legislation enacted transactions by brokers)
after they were published,go to www.irs.gov/FormW9. • Form 1099-5(proceeds from real estate transactions)
Purpose of Form • Form 1099-K(merchant card and third party network transactions)
An individual or entity(Form W-9 requester)who is required to file an • Form 1098(home mortgage interest), 1098-E(student loan interest),
information return with the IRS must obtain your correct taxpayer 1098-T(tuition)
identification number(TIN)which may be your social security number •Form 1099-C(canceled debt)
(SSN),individual taxpayer identification number(ITIN),adoption . Form 1099-A(acquisition or abandonment of secured property)
taxpayer identification number(ATiN),or employer identification number
(EIN),to report on an information return the amount paid to you,or other Use Form W-9 only if you are a U.S.person(including a resident
amount reportable on an information return.Examples of information alien),to provide your correct TIN.
returns include,but are not limited to,the following. If you do not return Form W-9 to the requester with a TIN,you might
•Form 1099-INT(interest earned or paid) be subject to backup withholding. See What is backup withholding,
later.
Cat.No.10231X Form W-g(Rev.10-2018)
Exhibit C
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code.An
offense under this section is a misdemeanor.
t Name of vendor who has a business relationship with local governmental entity.
N/A
2
❑ Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
3 Name of local government officer about whom the information is being disclosed.
N/A
Name of Officer
4J Describe each employment or other business relationship with the local government officer, or a family member of the
officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIQ as necessary.
N/A
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes F-1 No
B. Is the vendor receiving or likely to receive taxable income, other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes F-1 No
5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
6
❑ Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
7 Digitally signed by Steve Benjamin
Steve Benjamin Date:2021.06.25 09:59:22-04'00' June 23,2021
Signature of vendor doing business with the governmental entity Date
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.Iegis.state.tx.us/
Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code§176.001(1-a): "Business relationship"means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal,state, or local governmental entity or an
agency of a federal,state,or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by, and reporting to, that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§ 176.006(a) and (a-1)
(a) Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any
gift described by Section 176.003(a-1);or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity; or
(B) submits to the local governmental entity an application, response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity;or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer,described by Subsection (a);
(B) that the vendor has given one or more gifts described by Subsection (a);or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015
6/23/2021 M&C Review
Official site of the Cis,of Fort Worth,Texas
CITY COUNCIL AGENDA FRT Wo T I.I
DATE: 6/22/2021 REFERENCE **M&C 21- LOG NAME: 13P AV INSTALLATIONS ADK
NO.: 0459 ITS
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize a Non-Exclusive Purchase Agreement with Various Vendors for New and
Replacement Audio/Visual Hardware, Software, Technology, and Maintenance and
Support Services Using Cooperative Contracts in an Annual Amount of$800,000.00 with
Two One-Year Renewals for the Same Annual Amount for the Information Technology
Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize non-exclusive purchase agreements with Audio Visual
Innovations, Digital Resources, Inc., Infinity Sound, LTD., AVI Systems, Inc., and Designs That Compute,
Inc. for new and replacement hardware, software, technology, and maintenance and support services for the
installation of audio/visual equipment in City facilities using cooperative contract in the annual amount of
$800,000.00 with Two One-Year Renewals for the same annual amount for the Information Technology
Solutions Department.
DISCUSSION:
On June 26, 2018, City Council approved Mayor and Council Communications (M&C) P-12223, authorizing
similar agreements for audio/visual (AV) equipment and services. The Information Technology Solutions
(ITS) Department has since utilized all available renewal options and this action seeks approval for new
authority for continued services.
The ITS Department will use these non-exclusive purchase agreements to purchase new and replacement
hardware, technology, and maintenance and support services from the specified vendors for all City
departments on an as-needed basis. These agreements will also be utilized for installing AV equipment
including projectors, screens, displays, digital signage equipment, sound and amplification equipment, and
audio visual controller equipment for installation in all City-owned or leased facilities.
Installations under these agreement are considered "non-standard," meaning they are needed for
auditoriums, court rooms, or other unique spaces. These installations typically require the vendor to perform
a walk-through and to advise on the needed equipment, configuration, and installation services. For each
need installation and/or project, bids will be requested from each contracted vendor to ensure the City is
receiving the best pricing. ITS Department will ensure that each vendor is given equal opportunity to earn a
minimum of 10\% of the business. No specific contract amount is guaranteed.
Staff anticipate additional AV needs with the purchase of a new City Hall building. These agreements and
spending authority will be made available for any AV need. The departments will utilize various cooperative
contracts as listed below.
Vendor Name Cooperative Cooperative Expiration
Contract Date
AVI Systems Inc. TIPS 200904 November 30, 2023
AVI-SPL TIPS 200904 November 30, 2023
Visionality/Designs that TIPS 200904 November 30, 2023
Compute
Digital Resources Inc. TIPS 200904 November 30, 2023
TIPS 200904 was published on September 3, 2020 and bids were opened on October 16, 2020
apps.cfwnet.org/council_packet/mc_review.asp?ID=29008&councildate=6/22/2021 1/2
6/23/2021 M&C Review
AGREEMENT TERMS - Upon City Council's approval, these agreements will be executed and expire on
November 30, 2021 in accordance with the respective cooperative contracts.
RENEWAL TERMS -The Agreement may be renewed for two (2) one-year renewal options for the same
annual amount. The renewals do not require specific City Council approval as long as sufficient funds have
been appropriated.
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a
Cooperative Purchasing Agreement satisfies any state law requiring that the local government seek
competitive bids for the purchase of the item. The contract was competitively bid to increase and simplify
the purchasing power of government entities across the State of Texas.
BUSINESS EQUITY-An M/WBE goal is not assigned when purchasing from an approved purchasing
cooperative or public entity.
ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the City
Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require
specific City Council approval as long as sufficient funds have been appropriated.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in the
current operating budget, as appropriated, in the participating departments' Operating Funds to support the
approval of the above recommendation and award of the contracts. Prior to an expenditure being made,
the participating department has the responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
I I I ID Year (Chartfield 2)
Submitted for City Manager's Office by_ Jay Chapa (5804)
Valerie Washington (6192)
Originating Department Head: Reginald Zeno (8517)
g� g—p
Kevin Gunn (2015)
Additional Information Contact: Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
apps.cfwnet.org/council_packet/mc_review.asp?ID=29008&councildate=6/22/2021 2/2