1-DHHS26062 IFB Template.docx

Top of Form

UTAH DEPARTMENT OF HEALTH AND HUMAN SERVICES

Invitation for Bids On-Site Group Music Lessons Solicitation # DHHS26062

Purpose: The purpose of this Invitation for Bids (“IFB”) is for the Utah Department of Health and Human Services (“DHHS”, the conducing procurement unit) to enter into a single five-year contract with the lowest responsive and responsible bidder to provide: On-site group music lessons in voice, piano, guitar and percussion to JJYS youth in secure facilities.

Submitting Bids: Bids must be submitted electronically through Utah Public Procurement (“U3P”) by the close date and time published on U3P. Bids not submitted through U3P will not be considered. Any exceptions to the content of this IFB, including the specifications and minimum requirements, must be addressed prior to the Q&A Submission Close Date. A bid may be modified or withdrawn prior to the established closing date and time. All materials submitted with bids become the property of the State. The solicitation number for this IFB is DHHS26062 The bidder should refer to this number on all bids, correspondence, and documentation relating to this IFB.

Mandatory Minimum Requirements: The mandatory minimum requirements are non-negotiable, objective criteria that must be met for a bid to be considered responsive. If at any time it is determined that a bid does not meet these requirements, the bid will be deemed non-responsive and disqualified. Bidders must demonstrate the ability to meet or exceed the mandatory minimum requirements by providing a response to each requirement. The mandatory minimum requirements are:

Protected Information: Any bidder requesting that a record be protected must include with the bid a completed Business Request for GRAMA Business Confidentiality Claim form https://purchasing.utah.gov/wp-content/uploads/Business-Request-for-GRAMA-Business-Confidentiality-Claim.pdf including a redacted copy of the bid for public release that is clearly labeled “REDACTED COPY FOR PUBLIC RELEASE”. An entire bid cannot be identified as confidential and if submitted as such, will be considered non-responsive unless the bidder removes the designation. Pricing may not be classified as confidential or protected and will be considered public information.

Question and Answer Period: The Question and Answer (“Q&A”) period closes on the date and time stated in U3P. All questions must be submitted through U3P during the Q&A period. Answers from DHHS will be posted on U3P. Questions may include notifying the State of any ambiguity, inconsistency, scope exception, excessively restrictive requirement, or other errors in this IFB. Any proposed exceptions/additions to terms must addressed during the Q&A period. An answered question may modify requirements. It is the responsibility of bidders to submit their bids as required by this IFB, including any requirements contained in an answered question. Exceptions taken by a bidder to the scope or content of this IFB that have not been addressed during the Q&A period may result in the bidder being rejected.

Restriction on Communications: Prior to award, bidders are prohibited from communicating with employees of the conducting procurement unit regarding this IFB.

Evaluation of Bids: Bids will be evaluated for responsiveness by the conducting procurement unit against the objective criteria described in this IFB. Any bid that does not comply with the stated requirements will be deemed non-responsive and will be rejected. Multiple or alternate bids will not be accepted. If a bidder submits multiple or alternate bids that are not requested in this IFB, only the bidder's primary bid will be accepted, and any other bids constituting multiple or alternate bids will be rejected. Any exceptions to the content of this IFB that have not been resolved through the question and answer process must be protested in writing to the Department of Health and Human Services, Office of Procurement and Contract Management prior to the closing date.

Addenda: Bidders are encouraged to check U3P for addenda. Any modification to this IFB will be made by addendum published on U3P. Addenda to this IFB may change the SOW, the schedule, the qualification requirements, the criteria, or other requirements of this IFB.

Price Guarantee Period: A Bidder must guarantee its pricing for the term of the contract. If allowable under this IFB, a request for price adjustment must be made at least 30 days prior to the effective date. A request for price adjustment must include sufficient documentation (market analysis) supporting the request. Any price adjustment will not be effective unless approved by the Director of the Department of Health and Human Services, Office of Procurement and Contract Management. A price adjustment will be guaranteed for the same length of time as the original price guarantee. DHHS must be given the immediate benefit of any allowable discount or decrease in the market.

Required Terms and Conditions: Bidders must accept the final terms and conditions published with this IFB. The terms and conditions are not negotiable after the solicitation closes, however, bidders may request changes to terms during the Q&A period. A bid that contains exceptions and/or additions to the Standard Terms and Conditions will be rejected and disqualified from this IFB. DHHS will not allow a bidder to remove or withdraw exceptions and/or additions to terms and conditions from a bid.

Evaluation of Cost: Bidders must upload and submit a completed cost form. If a bidder fails to submit a completed cost form, its bid will be considered non-responsive and the bid will be rejected. Bidders’ costs on the cost form will be evaluated. The lowest responsive bid will be considered for contract award.

Bid Opening: Bids will be opened electronically in U3P after the closing the date and time stated in U3P.

Eligibility Limitation: Contracted support coordinators are ineligible to submit bids (unless the support coordinator contract will be terminated).

Bidders may not commence work, procure supplies, or otherwise prepare to begin work on any bid until after an award has been made and a contract has been signed. DHHS will not be responsible nor liable for any work performed or costs incurred prior to award and contract execution.