1-IFB eRate.pdf

Invitations for Bids for eRate Management Services For

Box Elder School District

Posted: February 2, 2026

Pre-Bid Conference/Site Visit:

February 6, 2026 7:30am – 1:30pm

Deadline for Questions:

February 6, 2026 at 5:00 PM Questions should be submitted to Robert Gordon at Robert.gordon@besd.net

Bid Due Date:

February 12, 2026 at 5:00 PM

Bid Submission:

Bids should be submitted to Robert Gordon at Robert.gordon@besd.net

A. Background/Purpose Statement

This Invitation for Bids (IFB) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this IFB conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence.

The purpose of this IFB is to enter into a contract award to the lowest cost responsive and responsible Bidder to provide eRate Management Services for the Box Elder School District.

B. Prebid Conference/Site Visit (Optional)

There will be an optional pre-bid conference at the date and time listed above. To attend the pre-bid conference, Bidder must email Robert Gordon by Febuary 5, 2026 at Robert.gordon.besd.net. The pre-bid conference will be held at via a virtual meeting at https://besd-net.zoom.us/j/86094849668?pwd=VMYBa1txLqYeJ0qlOsf5F6CUpNIDpE.1.

An attendance log will be maintained including the name of each attendee, the entity the attendee is representing, and the attendee’s contact information, minutes of the pre-bid conference, and copies of any documents distributed by the conducting procurement unit to the attendees and shall be published as an addendum to the solicitation. Any verbal modifications made to any of the solicitation documents during the site visit shall be reduced to writing and will be published as an addendum to the solicitation.

C. Term mailto:Robert.gordon@besd.net

The contract resulting from this IFB will be for five (5) years.

D. Communications and Question and Answer Period

1. Bidders are prohibited from communications regarding this IFB with the Procurement Unit staff, evaluation committee members, or other associated individuals EXCEPT the procurement officer overseeing this IFB.

2. The Question and Answer period closes on the date and time specified above. All questions must be submitted as described above during the Question and Answer period. Questions may include notifying the Procurement Unit of any ambiguity, inconsistency, scope exception, excessively restrictive requirement, or other errors in this IFB. Questions are encouraged.

Answers from the Procurement Unit will be posted on U3P. Questions may be answered individually or may be compiled into one document.

Questions may also be answered via an addendum. An answered question or an addendum may modify the specification or requirements of this IFB. It is the responsibility of the Bidders to submit their bids as required by this IFB, including any requirements contained in an answered question and/or addenda.

Bidders should periodically check U3P for answered questions and addendums before the closing date. It is the responsibility of the Bidders to submit their bids as required by this IFB, including any requirements contained in an answered question and/or addendums.

E. Addenda

Prior to the closing date, the Procurement Unit may, at its sole discretion, issue addenda.

Addenda may modify any minimum requirement or specification of this IFB. It is the responsibility of the Bidders to submit their bids as required by this IFB, including any requirements contained in addenda issued by the Procurement Unit.

Addenda shall be distributed within a reasonable time to allow prospective Bidders to consider the addenda in preparing bids. After the due date and time for submitting bids, at the discretion of the Procurement Unit, addenda to this IFB may be limited to Bidders that have submitted bids, provided the addenda does not make a substantial change to this IFB.

F. Instructions to Bidder

1. The Procurement Unit reserves the right and may reopen this solicitation, or create a new solicitation if it determines there may be more competition for the procurement item than when the original solicitation was posted.

2. Price Guarantee

Bidder must guarantee its pricing for one (1) year.

If allowable under this IFB, a request for price adjustment must be made at least thirty (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 Procurement Unit. A price adjustment will be guaranteed for the same length of time as the original price guarantee. The Procurement Unit will be given the immediate benefit of any decrease in the market, or allowable discount.

3. Protected Information

Bidders may request that part of its bid be protected by submitting a Claim of Business Confidentiality Form.

Pricing may not be classified as confidential or protected and will be considered public information.

Process for Requesting Non-Disclosure: To protect information under a Claim of Business Confidentiality, an Bidder must complete the Claim of Business Confidentiality form, at the time the bid is submitted, with the following information:

• Include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309(1)).

• Submit an electronic “redacted” (excluding protected information) copy of the bid. Copy must clearly be marked “Redacted Version.”

The Claim of Business Confidentiality form may be accessed at:

https://purchasing.utah.gov/wp-content/uploads/Business-Request-for-GRAMA-Business- Confidentiality-Claim.pdf

An entire bid cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY”.

Redacted Copy: If a Bidder submits a bid that contains information claimed to be confidential or protected, the Bidder MUST submit two separate bids: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes clearly marked as "Protected Business Confidential."

All materials submitted become the property of the Procurement Unit. Materials may be evaluated by anyone designated by the Procurement Unit as part of the evaluation committee. Materials submitted may be returned only at the Procurement Unit's option.

Optional (Delete as necessary)

4. Terms and Conditions

The Standard Terms and Conditions will not be negotiated. The Utah Procurement Code requires that a bid will be rejected if it is not responsive or responsible. A bid that is not https://purchasing.utah.gov/wp-content/uploads/Business-Request-for-GRAMA-Business-Confidentiality-Claim.pdf https://purchasing.utah.gov/wp-content/uploads/Business-Request-for-GRAMA-Business-Confidentiality-Claim.pdf responsive includes a bid that: (a) is conditional; (b) attempts to modify the bid requirements; (c) contains additional terms or conditions; or (d) fails to conform with the requirements or specifications of the invitation for bids.

A bid that contains exceptions and/or additions to the Standard Terms and Conditions will be rejected and disqualified from this IFB. The Procurement Unit will not allow a Bidder to remove or withdraw exceptions and/or additions from the Standard Terms and Conditions from a bid. However, a Bidder may request an exception and/or addition to the Standard Terms and Conditions during the Question and Answer period.

The Procurement Unit will not allow a Bidder’s terms and condition to become part of a contract that results from this IFB. If a Bidder’s terms and conditions are attached, referenced, or embedded into a bid, whether intentionally or inadvertently, then the Bidder’s terms and conditions shall be null and void and will not become part of a contract that results from this IFB. If a Bidder is awarded a contract and the Bidder requests that its terms and conditions become part of the contract, then the Bidder’s bid will immediately be disqualified and the Bidder will not be awarded a contract.

G. Scope of Work

Box Elder School District is seeking Professional e-Rate Management Services for the e-Rate funding year 2026. We are requesting these services for our Category 2 services, primarily focused on increasing network capacity and accessibility for our students.

The submitted bids shall include a description of the services to be provided, the base fees for filing with eRate, along with pre-funding and post-funding Category 2 service fees. Please include any credit card processing fees, out of pocket expenses, and documentation fees.

It is anticipated that this IFB will result in a single award to the lowest-cost responsive and responsible vendor. The resulting award of this IFB will be governed by the standard terms and conditions for goods and services found here.

H. Mandatory Minimum Requirements

Bidders must demonstrate the ability to meet or exceed the mandatory minimum requirements outlined below by providing a narrative point by point response, in the order listed, to each requirement.

The following mandatory minimum requirements must be met in order for a Bid to be considered responsive:

1. Base services fees

2. All Category 2 service fees

3. Listing of all additional fees

All of the items described in this section are non-negotiable.

If it is determined that a bid does not meet these requirements, at any time during the solicitation process, the bid will be deemed non-responsive and disqualified from further consideration.

https://purchasing.utah.gov/wp-content/uploads/Att.-A-Agency-Terms-and-Conditions-GS.docx

If a bid is considered responsive, then it will be considered for award.

I. Evaluation of Bids

Each bid received shall be evaluated for responsiveness as outlined in the Utah Procurement Code. This IFB shall be evaluated by the objective criteria described in this IFB. Bids submitted must comply with requirements of the IFB. Any bid that does not comply with the requirements will be deemed nonresponsive and will be rejected.

Multiple or alternate bids will not be accepted, unless otherwise specifically required to allowed in the invitation for bids. If a bidder submits multiple or alternate bids that are not requested in this IFB, the head of the Procurement Unit will only accept the Bidder’s primary bid and will not accept any other bids constituting multiple or alternate bids.

Any exceptions to the content of this IFB, including the prerequisites, must be protested in writing to the Procurement Unit during the question and answer period.

J. Evaluation of Costs

Bids will be evaluated using the following methodology to determine the lowest Bidder.

Award will be made to the responsive and responsible Bidder with the lowest Cost.

If a Bidder fails to provide a cost, then its bid will be considered non-responsive and the bid will be rejected.