Notice Calling for Request for Proposals RFP No. R25-26-10 Document Scanning Services Addendum No. 2

HAWTHORNE SCHOOL DISTRICT
REQUEST FOR PROPOSAL
RFP No. R25-26-10
Document Scanning Services
Mandatory Pre-Proposal April 9, 2026 10:00 AM Sharp!
Conference
Proposal Due Date: April 22, 2026 2:00 PM Sharp!
Submit Proposals to:
Aneska Kekula
Purchasing Director
13021 S. Yukon Ave.
Hawthorne, CA 90250

TABLE OF CONTENTS
Page
Notice Calling for Request for Proposals 1
Overview 2
Instructions to Services Providers 3
Proposal Requirements 10
Proposal Form and Signature Page 13
Non-Collusion Declaration 15
Contractor Certification Regarding Background Checks 16
Contractor's Certification Regarding Drug-Free Workplace 18
Contractor's Certificate Regarding Alcohol Beverage &
Tobacco-Free Campus 19
Contractor's Certificate Regarding Worker's Compensation 20
Certificate Regarding Debarment, Suspension, Ineligibility 21
Equal Opportunity Employer Certification 22
Agreement 23
Exhibit A- Scope of Services 33
Appendix A - Attachment Checklist 49

NOTICE CALLING FOR REQUEST FOR PROPOSALS
District: HAWTHORNE SCHOOL DISTRICT
Project Identification: Document Scanning Services
RFP No: R25-26-10
Mandatory Pre-Proposal Conference & Job-walk April 9, 2026; 10:00 am Sharp!
Question Deadline for RFI's: April 15, 2026; 4:00 pm
PROPOSAL DUE BY: April 22, 2026; 2:00 pm Sharp!
Submit Proposals to: Hawthorne School District
Attn: Aneska I. Kekula
13021 S. Yukon Ave., Hawthorne, CA 90250
Proposal & Contract Documents Available at: https://www.hawthornesd.org/departments/purchasing/RFPs
Tentative Evaluation Period: April 23, 2026, through April 25, 2026
Tentative Board Approval Date: May 13, 2026
NOTICE IS HEREBY GIVEN that Hawthorne School District, acting by and through its Board of Trustees, hereinafter called the "District
or Owner" will receive up to, but no later than the above-stated date and time, sealed Request for Proposals from qualified and
experienced companies capable of providing the District with Document Scanning Services generally described as: RFP No. R25-26-
10 Document Scanning Services.
All proposals shall be made and presented only on the forms presented by the Owner. RFPs shall be received in the Office of the
Hawthorne School District, Purchasing Department at 13021 S. Yukon Ave., Hawthorne, California 90250, at the above-stated
time and place, and there will be no formal RFP opening. Any proposal received after the time specified above or after any extensions
due to material changes shall be returned unopened.
There will be a mandatory Pre-Bidders Conference and job-walk on April 9, 2026, at 10:00 AM Sharp, at HSD Learning Center, 13928
Kornblum Ave., Hawthorne, CA 90250. The job-walk will follow this conference. Any Bidder bidding on this Bid who fails to attend the
entire mandatory conference will be deemed as a non-responsive Bidder and will have its Bid returned.
For questions regarding the Request for Proposal, please contact the Hawthorne School District's Purchasing Department at 310-
676-2276 or you may visit the District's website at https://www.hawthornesd.org/departments/purchasing/RFPs.
Each Service Provider shall be licensed pursuant to the State of California Regulations, California Business and Professions Code, and
have the necessary license to perform the work called for in this request for proposal. Copies of all licenses must be included with their
proposal. No Proposal will be considered from a Service Provider who, at the time the Proposals are opened, is not licensed.
Bid proposal security required.
No Service Provider shall withdraw its Proposal for ninety (90) days after the District's Board of Trustees awards the contract. During
this time, all Service Providers shall guarantee the prices quoted in their respective proposals.
Waiver of Irregularities: The District reserves the right to reject any or all proposals, make multiple awards, or waive any irregularities
or informalities in any proposal or in the RFP process. The Contract for the work, if awarded, will be by the action of the District's Board
of Trustees to the Service Provider that meets the qualifications established by the RFP documents.
Inquiries and Clarifications: The Service Provider is advised that all inquiries and clarifications about the RFP shall be submitted to the
district in writing prior to the Question Deadline for RFI's noted above. The District will respond at its earliest possible opportunity. Verbal
communication by either party with regard to this RFP is invalid. Inquiries shall be sent in writing to Aneska I. Kekula at
ikekula@hawthorne.k12.ca.us or mailed to Aneska I. Kekula, Hawthorne School District, 13021 S. Yukon Ave., Hawthorne, CA 90250.
Service Providers are solely responsible for ensuring that their written inquiry is received prior to this deadline and the District is not
responsible for any delays or errors in delivery. Service Providers are responsible for reviewing the district's website and incorporating
any and all clarifications provided therein into their proposals.
It is each Service Provider's sole responsibility to ensure its proposal is timely delivered and received at the designated location as
specified above. Any proposal received at the designated location after the scheduled closing time for receipt of proposals shall be
returned to the Service Provider unopened.
Publications: District Website at https://www.hawthornesd.org/departments/purchasing/RFPs
Herald Publication: 1st Publication: April 2, 2026; 2nd Publication: April 9, 2026
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DOCUMENT SCANNING SERVICES OVERVIEW
It is anticipated that the Board of Trustees will make an award at its regular meeting scheduled for May 13, 2026. The District, at its sole
discretion, may change this date and/or any other anticipated date provided herein.
The Hawthorne School District is a public school district located in Los Angeles County, in the State of California, and serves a student population
numbering approximately 7,000 in grades transitional kindergarten through twelfth grade. Currently, the District has 11 school sites: three middle
schools, seven elementary schools, and one charter high school. The District's other facilities include the Administrative Offices and Support
Building, HSD Learning Center, Warehouse, and the Maintenance Department.
Pursuant to Government Code Section 53060, the District is authorized to procure specialized services. The District hereby solicits proposals
from qualified service providers to perform document scanning services through this Request for Proposals (RFP) process. The scope of work
includes approximately 150 boxes of records, consisting of student records, business records, and related documents. All records must be
prepared, organized, and indexed prior to digitization. Documents shall be scanned in TIFF format and securely stored within the District's
Laserfiche repository system.
All scanned documents must include the required metadata as specified in Exhibit A. Proposers must demonstrate relevant experience with
large-scale document scanning projects, adherence to stringent data security protocols, and the capacity to meet established timelines and
quality assurance standards.
The District reserves the right, at its sole discretion, to modify, expand, or extend the scope of services for the document scanning services as
needed.
The District will evaluate each Service Provider based on the information set forth in the submitted response, together with other information
available to the District from any other sources, and the evaluation criteria outlined in the Instructions to Service Providers. In addition to any
other criteria specified in this RFP, the evaluation criteria will include, among others, the ability to meet District criteria and project costs range,
as well as the Service Provider's ability to develop a rapport and working relationship with District personnel.
This RFP is solely a solicitation for Responses. Neither this RFP, nor any response to this RFP shall be deemed or construed to: (i) create any
contractual relationship between District and any Service Providers; (ii) create any obligation for District to enter into a contract with any Service
Providers or other parties; or (iii) serve as the basis for a claim for reimbursement for costs associated with submittal of any Response.
The District anticipates that the schedule of events in connection with this RFP will be tentative as set forth below. However, the District reserves
the right, in its sole discretion and at any time prior to entering into an agreement for the District's Document Scanning Services, to alter its
anticipated schedule as related to this RFP.
Event Anticipated Date
RFP Available: April 2, 2026
Deadline for Request for Information (RFI) April 15, 2026
Proposals Due: April 22, 2026
Evaluation Period: April 23, 2026, through April 25, 2026
Recommendations to District Board: May 13, 2026(Tentative)
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INSTRUCTIONS TO CONDITIONS
1. Preparation of Proposal Form and RFP Procedures. Proposals shall be submitted on the blank forms furnished herewith including, but not
limited to, the forms in the Special Conditions, at the time and place stated in the Notice Calling for Request for Proposals. The District's time
clock shall govern and control the time for all RFPs to be received by the District, and no other clock shall be used to determine the time when
RFPs shall be received by the District in accordance with the Notice Calling for Request for Proposals. Each Service Provider shall review and
comply with all RFP instructions and requirements set forth in this RFP Package. All blanks in the Proposal Form must be appropriately filled in,
and all proposed prices must be stated clearly and legibly. The District will not be held responsible for any errors or omissions on the part of the
Service Provider in the preparation of the Proposal. This Request for Proposal ("RFP") does not commit the District to award a contract or pay
any costs incurred in the preparation of a response to this request. All proposals must be signed by the Service Provider in permanent ink and
submitted in sealed envelopes, bearing on the outside, the Service Provider's name, address, telephone number, and the name of the Project for
which the RFP is submitted. The District reserves the right to reject any and all Proposals, or to waive any irregularities or information in the
Proposals or the RFP process. It is each Service Provider's sole responsibility to ensure its RFP is timely delivered and received at the location
designated as specified above. Any RFP received at the designated location after the scheduled closing time for receipt of RFPs shall be returned
to the Service Provider unopened.
2. Bid Proposal Security. Each proposal must be accompanied by one of the following forms of proposal's security: (1) cash; (2) a cashier's
check made payable to the Owner; (3) a certified check made payable to the Owner; or (4) a service provider's bon executed by a California
admitted surety as defined in Code of Civil Procedure Section 995.120, made payable to the Owner, in the form set forth in the Contract
Documents. Such bidder's security must be in an amount not less than ten percent (10%) of the maximum amount of such service provider's
bid proposal as a guarantee that the service provider will enter into the Contract, if the same is awarded to such proposal, and will provide the
required insurance certificates and any other required documents. In the event that a service provider is awarded the Contract and such service
provider fails to enter into said Contract within five (5) calendar days after award of the Contract to service provider, said security will be forfeited
3. Signature. The RFP form, bid proposal security, all designations of subcontractors, the service provider's Certificate, the Agreement, and
all Guarantees must be signed in permanent ink in the name of the service provider and must bear the signature in longhand of the person or
persons duly authorized to sign the RFP.
If the service provider is a corporation, the legal name of the corporation shall first be set forth, together with two signatures: one from
the President and one from the Secretary or Assistant Secretary. Alternatively, the signature of other authorized officers or agents may be affixed,
if a certified copy of the resolution of the corporate board of directors authorizing them to do so is provided to the Owner. Such documents shall
include the title of such signatories below the signature and shall bear the corporate seal.
If the service provider is a partnership, the true name of the firm shall first be set forth, together with the names of all persons
comprising the partnership or co-partnership. The RFP must be signed by all partners comprising the partnership unless proof in the form of a
certified copy of a statement of partnership acknowledging the signer to be a general partner is presented to the Owner, in which case the
general partner may sign.
RFP submitted as joint ventures must so state and be signed by each joint venturer.
RFP submitted by individuals must be signed by the service provider unless an up-to-date power-of-attorney is on file in the Owner's
office, in which case, said person may sign for the individual.
The above rules also apply in the case of the use of a fictitious firm name. In addition, however, where a fictitious name is used, it
must be so indicated in the signature.
4. Modifications. Changes in or additions to the RFP form, recapitulations of the work RFP upon, alternative proposals, or any other modification
of the proposal form which is not specifically called for in the Contract Documents may result in the Owner's rejection of the RFP as not being
responsive to the Notice Inviting Service Providers. No oral or telephonic modification of any RFP submitted will be considered.
5. Erasures, Inconsistent or Illegible RFPs. The RFP submitted must not contain any erasures, interlineations, or other corrections unless each
such correction creates no inconsistency and is suitably authenticated by affixing in the margin immediately opposite the correction the signature
or signatures of the person or persons signing the RFP. In the event of inconsistency between words and figures in the RFP price, words shall
control figures. In the event that the Owner determines that any RFP is unintelligible, inconsistent, or ambiguous, the Owner may reject such RFP
as not being responsive to the Notice Inviting Service Providers.
6. Examination of RFP Documents. Each service provider is responsible for inspection of the District documents, for missing or illegible pages,
or other indication of incomplete information provided to the Service Provider. The failure or neglect of any Service Provider to receive or examine
any contract document, form, instrument, addendum, or other document, or to visit the site and become acquainted with the conditions there
existing shall not relieve any Service Provider from obligations with respect to the proposal and contract. The submission of a proposal shall be
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taken as prima facie evidence of compliance with this section.
7. Withdrawal of RFPs. Any RFP may be withdrawn, either personally or by written request, at any time prior to the scheduled closing time for
receipt of proposals.
No Service Provider may withdraw any RFP for a period of ninety (90) calendar days after the date set for the opening of RFPs.
8. Interpretation of Plans and Documents/Pre-Proposal Due Date Clarification. If any prospective Service Provider is in doubt as to the true
meaning of any part of the Contract Documents or finds discrepancies in, or omissions, a written request for an interpretation or correction thereof
may be submitted to the Owner. Verbal communication by either party with regard to this RFP is invalid. The Service Provider submitting the
request shall be responsible for its prompt delivery. Any interpretation or correction of the Contract Documents will only be made by
Addendum duly issued, and a copy of such Addendum will be made available for each service provider receiving a set of the Contract
Documents. No person is authorized to make any oral interpretation of any provision in the Contract Documents, nor shall any oral interpretation
be binding on the Owner. Each request for clarification shall be submitted in writing, via email, to only the following persons:
TO: Aneska I. Kekula, Purchasing Director
ikekula@hawthorne.k12.ca.us
CC: Maria Soriano, Purchasing Assistant
Msoriano@hawthorne.k12.ca.us
Each transmitted request shall contain the name of the person and/or service provider filing the request, address, telephone and fax number,
Specifications and/or Drawing number, and document title. Service Provider is responsible for the legibility of handwritten requests. Pre-Proposal
Due Date clarification request shall be filed by April 15, 2026, on or before 4:00 pm. Requests received after this date and time shall not be
considered or responded to. A written response to timely pre-proposal due date clarifications requests that materially affect the service provider's
price will be made by Addendum issued by the Hawthorne School District not less than seventy-two (72) hours prior to RFP opening.
9. Service Providers Interested in More Than One RFP. No person, firm, service provider, or corporation shall be allowed to make, or file, or
be interested in more than one prime proposal for the same work. A person, firm, service provider, or corporation that has submitted a proposal
to a Service Provider, or that has quoted prices of materials or services to a service provider, is not thereby disqualified from submitting a proposal
or quoting prices to other Service Providers or making a prime proposal.
10. Addenda. Clarification or any other notice of a change in the RFP Documents will be issued only by the District, and only in the form of a
written Addendum, transmitted by e-mail, posted on the website, or available for pick up. Any other purported Addenda are void and unenforceable.
The service provider is responsible for ascertaining the disposition of all Addenda issued, regardless of District notification, and to acknowledge
all Addenda in the submitted sealed proposal prior to the due date and time. Copies of the Addendum will be made available for inspection
wherever the Proposal Documents are on file for inspection. Each Addendum will be numbered, dated, and identified with the Project number.
Oral statements, communication, or any instructions in any form, other than the Addendum as described above, shall be void and unenforceable.
Any Addendum issued by the District and not noted as being acknowledged by the Service Provider as required in the Proposal Form may result
in the proposal being deemed non-responsive.
11. District's Right to Modify Contract Documents. Before the scheduled closing time for receipt of the Proposals, the District may modify the
scope of service, the Contract Documents, or any portion(s) thereof by the issuance of written addenda disseminated to all Service Providers who
have attended the mandatory request for information prior to proposal due date and/or job walk. If the District issues any addenda, the failure of
any Service Provider to acknowledge such addenda in its Proposal will render the Proposal non-responsive.
12. Contract and Insurance. The Contract form, which the successful Service Providers will be required to execute, and the forms and amount
of insurance endorsement requirement which will be required to be furnished at the time of execution of the Contract or issuance of the Notice-
of-Intent, are included in the proposal documents and should be carefully examined by the Service Providers.
13. Unbalanced or Altered RFP. Proposals in which the prices are unbalanced, and those which are incomplete or show any alteration of form
or contain any additions or conditional or alternate RFP that are not called for or otherwise permitted, may be rejected. A proposal on which the
signature of the service provider has been omitted may be rejected. If, in the District's sole discretion, it determines any pricing, costs, or other
information submitted by a service provider may result in an unbalanced RFP, the District may deem such RFP non-responsive. A RFP may be
determined by the District to be unbalanced if the RFP is based on prices significantly less than the cost for Document Scanning Services services
and prices which are significantly overstated in relation to the cost for these services, and if there is a reasonable doubt that the RFP will result in
the lowest overall cost to the District even though it may be the low evaluated RFP, or if it is so unbalanced as to be tantamount to allowing an
advanced payment.
14. Non-Collusion Declaration. Public Contract Code Section 7106 requires service providers to submit a declaration of non-collusion with their
RFPs. This form is included with the RFP documents and must be signed and dated by the service provider under penalty of perjury
15. Hold Harmless Clause. The Service Providers shall hold harmless and indemnify the District and the Board of Trustees, its officers, and
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employees from every claim or demand which may be made by reason of (a) any injury to person or property sustained by any person, Service
Providers or corporation caused by any act, neglect, default or omission of the contractor or any product furnished by the contractor or of any
person, Service Providers, or corporation directly or indirectly employed by him upon or connection with his performance under the contract, and
(b) any liability that may arise from the furnishing or use of any copyrighted or uncopyrighted composition, secret process or patented or unpatented
invention under this contract. The contractor at his own expense and risk shall defend any legal proceeding that may be brought against the
District or the Board on any such claim or demand and satisfy any judgment that may be rendered against the District or the Board therein.
16. Failure to Fulfill Contract. When any Service Provider shall fail to deliver any article or service or shall deliver any article or service which
does not conform to the requested services outlined in this RFP, the District, may, at its sole discretion, annul and set aside the contract entered
into with said Service Provider, by providing 30-day written notice, either in whole or in part, and make and enter into a new contract for the same
services in such manner as seems to be the best advantage to the District. Including but not limited to entering into a contract with the next service
provider whose proposal demonstrates the best value and achieves the highest evaluation scores in sequence. Any failure to furnish such articles
or services by reason of the failure of the Service Provider, as above stated, shall be a liability against such Service Provider and his sureties.
The District reserves the right to cancel any articles or services which the successful Service Provider may be unable to furnish because of
economic conditions, governmental regulations, or other similar causes beyond the control of the Service Provider, provided satisfactory proof is
furnished, if requested.
17. Actual Damages. The awarded Service Provider shall be liable for, and subject to, the assessment and recovery of all actual damages
incurred by the District as a result of the Service Provider's nonperformance, default, or failure to comply with any requirements set forth in this
Request for Proposal (RFP). The District reserves the right to recover such actual damages, and shall provide the Service Provider with an
itemized statement detailing the damages incurred. The District may deduct the amount of such damages from any invoice or amounts otherwise
due and payable to the Service Provider, including the next invoice submitted, without limiting any other remedies available to the District under
this RFP or applicable law.
18. Remedies for Poor Image Quality, The Service Provider shall, at its sole cost and expense, promptly re-perform any imaging or indexing
services that fail to conform to the requirements set forth in this Request for Proposals (RFP). Any such corrective work shall be completed at no
additional charge to the District. Notwithstanding the foregoing, the Service Provider shall not be responsible for deficiencies in image quality
attributable solely to the condition or quality of the original source documents.
19. Cancellation for Insufficient or Non-Appropriated Funds. Notwithstanding any other provision of the contrary, if for any fiscal year of this
contract the Governing Board for any reason fails to appropriate or allocate funds for future payments under this contract, or if the services are
no longer funded by the State of California and/or Federal Government, or other funds, the District will not be obligated to pay the balance of the
funds remaining unpaid beyond the fiscal period for which funds have been appropriated or allocated. The District fully reserves the right to cancel
the contract at any time and/or limit services due to non-availability or non-appropriation of sufficient funds.
20. Award of Proposal: Award of this RFP shall be made based on the proposal that, in the District's opinion, best meets the requirements
outlined in this RFP, provides the best value to the District, and receives the highest scores, based on Schedule A. Unsolicited services offered
as part of the RFP response will not be evaluated or considered in the award process. The District reserves the right to reject any or all proposals,
in whole or in part, to make an award, or multiple awards, and to be the sole judge of the responsiveness and qualification of all proposals. Each
RFP must conform and be responsive to the Contract Documents as defined in the Proposal Requirements.
21. Solicitation Protest Procedures: A Service Provider may file a protest. The protest must be filed in writing with the Owner's Purchasing
Department within three (3) working days after the date of the bid proposal opening. An e-mail address shall be provided and, by filing the protest,
the protesting service provider consents to receipt of e-mail notices for purposes of the Protest and Protest-related questions and Protest Appeal,
if applicable. The protest shall specify the reasons and facts upon which the protest is based. A Service Provider's failure to file the protest
documents in a timely manner as outlined herein this Article 19, shall constitute a waiver of the protesting service provider's right to protest the
award of the contract. When a single shift is worked, eight (8) consecutive hours between 8:00 a.m. and 4:30 p.m., shall constitute a workday.
a. Resolution of Proposal Controversy: Once the proposal protest is received, the apparent responsible Service Provider that
provides the best value to the district with the highest evaluation scores will be notified of the protest and the evidence presented. If appropriate,
the apparent best valued Service Provider will be given an opportunity to rebut the evidence and present evidence that the apparent best valued
Service Provider should be allowed to provide the services. If deemed appropriate by the Owner, an informal hearing will be held. Owner will
issue a written decision within fifteen (15) days of receipt of the protest unless factors beyond the Owner's reasonable control prevent such
resolution. The Decision on the RFP Protest will be copied to all parties involved in the protest.
b. Finality. The decision made by the District concerning the Proposal controversy will be final and not subject to any further Appeals.
c. Failure to comply with this RFP Protest Procedure shall constitute a waiver of the right to protest and shall constitute a failure to
exhaust the protesting service provider's administrative remedies.
22. Business License. To perform the work required by this notice, the Service Provider must possess a Business License as requested in the
Notice Calling for Request for Proposals, and the Service Provider must maintain the license throughout the duration of the contract. If, at the
time of bid proposal, the serviced provider is not licensed to perform the Project in accordance with Division 3, Chapter 9, of the Business and
Professions Code for the State of California and the Notice Inviting Request for Proposals, such proposal will not be considered and the Service
Provider its bid security to the Owner.
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23. Term of Contract. The initial contract term is for one (1) year, May 14, 2026 through May 12, 2027, for the scanning of 150 boxes. Pursuant
to California Education Code 17596 and 81644, by means of a written agreement entered into before the end of the Term, the Parties may by
mutual consent extend the Term for an additional year. The Parties thereafter may mutually agree each year to continue this Agreement on a
yearly basis for up to a total of four (4) one-year periods. The year is defined as providing one hundred eighty days (180) instructional days, with
an option to include thirty (30) non-school days within the Term.
24. The Contract Rate Increase. The Contract Rates set forth in the RFP Form shall remain in effect at all times during the initial one-year portion
of the Term. In connection with any agreement by the Parties to extend (or further extend) the Term, and subject to approval by the Board of
Trustees of the Hawthorne School District ("Governing Board"), the Parties may agree to increases, decreases, or other adjustments to the
Contract Rates; provided that, in no event shall any increases or other adjustments to the Contract Rates be deemed or construed to be automatic
or guaranteed. The District shall consider each request by the Service Provider to increase the then-current Contract Rates at the time it receives
the request in writing from the Service Provider. Price increases after the initial one (1) year term may be negotiated subject to existing local
market conditions, and as determined by the Consumer Price Index (CPI) for Los Angeles/Long Beach (July), and may be negotiated each
renewal period, but may never exceed more than 5%, unless authorized in writing by the District. In the event of a general price decrease, the
District reserves the right to revoke the bid award unless the decrease is passed on to the District.
25. Governing Law. The contract for this RFP and any other contract arising from this RFP will be governed by the laws of the State of
California.
26. Employees. All Service Providers' employees must be approved by the district. Dissatisfaction with the work or the actions of any employee
of the Service Providers performing work under this contract shall be sufficient cause for removal of the said employee from the work or for
cancellation of the contract.
27. Unethical Behavior. By submitting a response, a Service Provider shall be deemed to represent and warrant that neither it nor any of its
agents or other representatives gave or offered to give any gratuity for personal gain (in the form of entertainment, gifts, or otherwise) to any
District officer or employee with the intent or goal of obtaining favorable treatment with respect to the selection of a Service Provider for the
District's RFP No. R25-26-10. If the District determines that a Service Provider has breached or violated such warranty, the District may terminate
any agreement with such Service Provider, in whole or in part, and the Service Provider shall be responsible and liable for any associated losses
and/or damages incurred by the District. The rights and remedies of the District pursuant to this paragraph are not exclusive and are in addition
to any other rights and remedies the District may have pursuant to law or contract.
28. False or Misleading Statements. A proposal that contains false or misleading statements, or which provides references that do not support
an attribute or condition contended by the Service Provider, may be rejected. If, in the opinion of the District, such information was deemed as
misleading the District may reject the proposal.
29. Obtaining Information. The District reserves the right to obtain from any and all sources information concerning a Service Provider which the
District deems pertinent to this RFP and to consider such information in the evaluation of the Service Provider's proposal. The District is not limited
to its scope of reach.
30. Drug-Free Workplace Certificate. In accordance with California Government Code 8350 et seq., the Drug-Free Workplace Act of 1990,
the successful Service Provider will be required to execute a Drug-Free Workplace Certificate concurrently with the execution of the Agreement.
The successful Service Provider will be required to implement and take the affirmative measures outlined in such provisions. Failure of the
successful Service Provider to comply with the measures outlined in such provisions may result in penalties, including without limitation, the
termination of the Agreement, the suspension of any payment of the Contract Price otherwise due under the Contract Documents and/or
debarment of the successful Service Provider.
31. Workers' Compensation. In accordance with the provisions of Labor Code Section 3700, the successful Service Provider as the Service
Provider shall secure payment of compensation to all employees. The Service Provider shall sign and file with the Owner the following certificate
prior to performing the work under this contract: "I am aware of the provisions of Section 3700 of the Labor Code, which requires every employer
to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will
comply with such provisions before commencing the performance of the work of this contract." The form of such a certificate is included as a part
of the RFP Package.
32. Invoices. Terms are Net 30 days upon receipt. Monthly invoices must be sent to the Hawthorne School District's Accounts Payable
Department, 14120 S. Hawthorne Blvd, Hawthorne, CA 90250, or via email at ap@hawthorne.k12.ca.us, providing the information listed below,
and include a sample of your monthly invoice with the proposal.
* Invoice Number
* Date
* Billing Period
* Contract Number
* Itemized list of services being billed and amounts
* Billable periods
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33. Payment Terms. Terms are Net 30 days upon receipt.
34. Anti-Discrimination. It is the policy of the District that in connection with all services provided under the contract, there be no
discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin,
religious creed, sex, age, or marital status. The Service Provider agrees to comply with applicable federal and California laws,
including, but not limited to, the California Fair Employment and Housing Act, beginning with Government Code section 12900 and
Labor Code section 1735.
34. No Minimum or Maximum Enrollment Capacity Limits. The District shall not be required to limit its capacity to a minimum or
maximum number of scanned documents per contract term. The District reserves the right to adjust the number of documents/files
per contract term, and it is subject to change based on district needs.
35. Debarment. Service Provider may also be subject to debarment, in addition to seeking remedies for False Claims under
Government Code Section 12650 et seq. and Penal Code section 72, if the Board, or the Board may designate a hearing officer who,
in his or her discretion, finds the Contractor has done any of the following:
A. Intentionally or with reckless disregard, violated any term of the contract with the District.
B. Committed an act or omission which reflects on the Contractor's quality, fitness, or capacity to perform work for the
District.
C. Committed an act or offense which indicates a lack of business integrity or business honesty; or,
D. Made or submitted a false claim against the District or any other public entity (See Government Code section 12650,
et seq., and Penal Code section 72).
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EVALUATION OF PROPOSALS
Proposals will be opened on or after the date and time specified in the Notice Calling for RFPs. The evaluation process is listed below:
1. To be deemed responsive and qualify for the evaluation process, a proposal must be submitted on time and materially satisfy all
mandatory requirements outlined in this RFP. Proposals will undergo an initial screening for completeness. At the District's discretion,
proposals that are not materially complete or fail to meet the RFP requirements may be deemed non-responsive. Additionally, proposals
from service providers that are not actively engaged in delivering services of the type requested in this RFP, or who cannot clearly
demonstrate their ability to provide the requested services satisfactorily, may also be deemed non-responsive.
An error in a proposal may result in the District rejecting that proposal. However, at its sole discretion, the District may choose to retain
the proposal and make certain corrections. When deciding whether to make a correction, the District will consider the proposal's
conformance to the format and content requirements of the RFP, as well as whether the Service Provider's intent is clearly established
through a review of the entire proposal. Based on this established intent, the District may correct errors, including but not limited to
obvious grammatical or punctuation mistakes and arithmetic errors. Non-responsive proposals will not be evaluated.
2. A review and selection committee, comprising key personnel from within the District and, at the District's discretion, external personnel,
shall review and evaluate all submitted proposals. The proposals will remain confidential to the extent permitted by applicable law. The
committee will evaluate and score the proposals based on the technical criteria outlined in Table 1 below, with the understanding that
the criteria are not listed in order of priority or importance.
3. The award of the contract shall be based on the proposal that, in the District's opinion, best meets the requirements outlined in this
RFP, provides the best value to the District, and achieves the highest scores.
4. The District reserves the right, at its sole discretion, to interview up to three (3) Service Providers with the highest evaluation scores. If
interviews are conducted, each will consist of five (5) questions, each assigned a weighted value from zero (0) to twenty (20) points.
The Service Provider with the highest total interview score will be considered for the contract award. The District will notify the selected
Service Providers of the place, date, and time of the interview if interviews are to be held.
5. If the District and the selected Service Provider(s) cannot successfully negotiate a mutually satisfactory agreement based on the terms
outlined in the sample agreement attached to this Request for Proposal (RFP), the District reserves the right to initiate negotiations with
the next highest-ranked Service Provider(s) that offer the best value to the District. This process may continue sequentially with the
Service Providers ranked in descending order of their scores until an Agreement is successfully executed. The District reserves the
right to reject any or all proposals at any time prior to the award of a contract.
The District makes no representation that participation in this RFP process will lead to an award of contract or any consideration whatsoever. The
District shall in no event be responsible for the cost of preparing any RFP.
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