CONFERENCE AND MEETING ROOM SCHEDULING SOFTWARE

Agency: Santa Clara County Office of Education
State: California
Type of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
  • D - Automatic Data Processing and Telecommunication Services
  • X - Lease or Rental of Facilities
Posted: Mar 21, 2022
Due: Apr 11, 2022
Solicitation No: RFP#04-21-22
Publication URL: To access bid details, please log in.
Bid Identifier: RFP#04-21-22
CONFERENCE AND MEETING ROOM SCHEDULING SOFTWARE
Additional Resources:
Awarded Vendor:
Awarded Date:
Awarding Agency:
Agency Contact: Jas Sohal
Phone (Agency): 4084536858
Piggybackable? Contact Vendor
Issuance Date: 03/21/2022
Due Date/Time: 04/11/2022 @3:00PM
Bid Status: Open
Note:

Attachment Preview

TABLE OF CONTENTS
FOR RFP# 04-21-22
CONFERENCE & MEETING ROOM SCHEDULING SOFTWARE
FOR
SANTA CLARA COUNTY OFFICE OF EDUCATION
1. Table of Contents
2. Schedule of Events
3. RFP Instructions & Conditions
4. Service Requirements
5. Attachments
a. Nondiscrimination Certification
b. Workers Compensation
c. Non-collusion Declaration
d. Drug-Free Workplace Certification
e. Professional Services Agreement for Services
f. Contractor’s Disclosure Form Regarding SCCOE Officials
Page 1
Page 2
Pages 3-6
Pages 7-30
RFP#04-21-22
NOTE: The Table of Contents is to be made a part of the above referenced bid.
Jas Sohal
Purchasing Manager
Page 1 of 30
SCHEDULE OF EVENTS
CONFERENCE & MEETING ROOM SCHEDULING SOFTWARE
RFP Issuance
RFP Advertisement
Last Day to Submit Proposal Questions
RFP Due to the SCCOE
Interviews or Demos
Contract Award
3/21/22
3/22 & 3/29/22
4/5/22
4/11/22, 3:00 PM
Week of 4/18/22
TBD
RFP#04-21-22
Page 2 of 30
RFP#04-21-22
INSTRUCTIONS AND GENERAL CONDITIONS
CONFERENCE & MEETING ROOM SCHEDULING SOFTWARE
NOTICE IS HEREBY GIVEN that the Santa Clara County Office of Education, herein after referred to as the SCCOE, will
receive up to, but no later than Monday, April 11, 2022, at 3:00 PM sealed proposals for the award of a contract for:
CONFERENCE & MEETING ROOM SCHEDULING SOFTWARE
Proposals shall be received in Purchasing Services at the SCCOE at 1290 Ridder Park Drive, San Jose California 95131
Attn: Purchasing Mail Code 254.
CONTACT
Interested firms should direct technical questions in writing to Steve Pinkoski via email at spinkoski@sccoe.org. Any
administrative questions regarding proposal procedures should be directed to Manager, Purchasing Services via email at
jsohal@sccoe.org.
SUBMITTAL OF PROPOSAL
The SCCOE is requesting Two (2) copies of the proposals be submitted. All proposals submitted must be
in sealed envelopes bearing on the outside the name of the firm, the address, and the name of the RFP (RFP# 04-21-22:
CONFERENCE & MEETING ROOM SCHEDULING SOFTWARE) for which the proposal is submitted. It is the sole
responsibility of the firm to see that the proposal is received in proper date and time. Any proposal received after the
scheduled closing time for receipt of proposals will be returned to the firm unopened.
PROPOSAL RESULTS
Proposal results are available for inspection in the Purchasing Office at the SCCOE, 1290 Ridder Park Drive, San Jose,
California 95131, upon execution of the contract to the successful company.
SIGNING OF PROPOSALS
The signature of all persons signing shall be in longhand and executed by principal duly authorized to make contracts. The
consultant's legal name shall be fully stated. Obligations assumed by such signature must be fulfilled.
ALTERATION OR VARIATION OF TERMS
It is mutually understood and agreed that no alteration or variation of the terms of this proposal or purchase order shall be
valid unless made or confirmed in writing and signed by the parties hereto, and that no oral understanding or agreements
not incorporated herein, and no alterations or variations of the terms hereof unless made or confirmed in writing between
the parties hereto shall be binding on any of the parties hereto.
ASSIGNABILITY
A contract is not assignable by consultant either in whole or in part. The contract shall extend to and be binding upon and
inure to the benefit of the heirs, executors, administrators, successors, and assignees of the respective parties hereto.
WARANTY
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RFP#04-21-22
Vendor warrants to the Santa Clara County Office of Education (SCCOE) and/or its SCCOE’s that the goods and/or services
covered by this order will conform to the drawings, Specifications, samples, description, and time provisions furnished by the
SCCOE and will be of first-class material and workmanship and free from defects; and the SCCOE reserves the right to cancel
the unfilled portion of this order without liability to vendor for breach of this warranty. Goods will be received subject to
inspection and acceptance at destination by the SCCOE and risk of loss before acceptance shall be on vendor. Defective
goods rejected by the SCCOE may without prejudice to any other legal remedy, be held at vendor's risk and returned at
vendor's expense. Defects are not waived by acceptance of goods or by failure to notify vendor thereof.
The contractor shall warrant that all materials and workmanship shall be the quality, quantity and character specified and
shown, and that any defect due to the use of any improper workmanship or materials discovered and made known to
contractor within one (1) year from the filing of the Notice of Completion shall be made good by contractor without
additional expense to the SCCOE.
RIGHT & REMEDIES FOR DEFAULT
1. In the event any item furnished by the vendor in the performance of the contract or purchase order shall fail to
conform to the Specifications thereof, or the same submitted by the vendor with his quote, the SCCOE may reject
the same, and it shall thereupon become the duty of the vendor to reclaim and remove the same forthwith, without
expense to the SCCOE, and immediately to replace all such rejected items with others conforming to such
Specifications or samples providing that should the vendor fail, neglect, or refuse to do so the SCCOE shall
thereupon have the right to purchase in the open market in lieu thereof, a corresponding quantity of any such items
to deduct from any moneys due to that, may thereafter become due the vendor the difference between the prices
named in the contract or purchase order and the actual cost thereof to the SCCOE. In the event the vendor shall fail
to make prompt delivery as specified of any item, the same condition as to the rights of the SCCOE to purchase in
the open market and to reimbursement set forth above shall apply, except when delivery is delayed by fire, strike,
freight embargo, or Act of God, or the government.
2. Cost of inspection of materials and/or services provided which do not meet Specifications will be at the expense of
the vendor.
3. The rights and remedies of the SCCOE provided above shall be exclusive
and are in addition to any other rights and remedies provided by the law or under the Contract.
OSHA
All material, equipment, or labor shall comply with the required standards of OSHA and CAL OSHA 1973 as last revised.
COMPLIANCE WITH STATUTE
Consultant hereby warrants that all applicable Federal and State statutes and regulations and/or local ordinances will be
complied with in connection with the delivery of the services offered.
PRICE, TERMS, AND CONDITIONS
Price, terms, and conditions of this proposal are considered valid for ninety (90) days, from date of proposal opening, unless
the offering party in writing allows for a longer period of time.
1. Any cash discounts given to the SCCOE must be so stated on the quote.
Page 4 of 30
RFP#04-21-22
2. Cash discounts taken by the SCCOE, unless otherwise stated on the quote form shall be computed from the total
invoice amount. This amount may include material, labor, taxes, shipping, storage and other related costs.
3. Prompt payment discounts offered for payment taken within a specified time period will not be considered in
evaluating offers for award. However, offered discounts will be taken if payment is made within the discount
period, even though not considered in the evaluation of offers.
4. In connection with any discount offered, time will be computed from date of complete delivery of the services
specified, or from date correct invoices are received, if the latter is later than the date of delivery. Payment is
deemed to be made for the purpose of earning the discount on the date of mailing the warrant or check.
MODIFICATIONS
Changes in or additions to the Proposal Form, recapitulations of the work bid upon alternative proposals, or any other
modifications of the Proposal Form which is not specifically called for in the contract documents may result in the rejection
of the proposal as not being responsive to the Proposal. No oral or telephone modification of any proposal submitted will be
considered, and a telephone modification may be considered only if the postmark evidence that a confirmation of the
telephone duly signed by the consultant was placed in the mail prior to the proposal opening.
ERASURES
The proposal submitted must not contain any erasures, interlineations, or other corrections unless each such correction is
suitably authenticated by affixing in the margin immediately opposite the correction the initials of the persons signing the
proposal.
WITHDRAWAL OF PROPOSALS
Consultants may withdraw their proposal either personally, by written request, or by a phone call request confirmed in the
manner specified above at any time prior to the scheduled closing time for receipt of proposals.
EVIDENCE OF RESPONSIBILITY
Upon the request of the SCCOE, a consultant whose proposal is under consideration for award may be required to submit
promptly to the SCCOE's satisfaction evidence showing the consultant's professional licenses or certificates, financial
resources, experience, and organization for the performance of the contract.
LISTING OF SUBCONTRACTORS
Each consultant shall include with the sealed proposal a list of the proposed subcontractors on this project as required by
the Subletting and Subcontracting Fair Practices Act (Gov. Code Sec. 4100 and following). Forms for this purpose are
furnished with the contract documents.
WORKER'S COMPENSATION
In accordance with the provisions of Section 3700 of the Labor Code, Security Service shall secure the payment of
compensation to employees. Security Service shall sign and file with SCCOE 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 worker's 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
certificate is included herein.
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