1-IFB Uintah School District Back Up Battery Pack - E Rate.pdf

Invitation for Bid

Uintah School District Network

Uninterruptable Power Supply

Uintah School District 826 South 1500 East Naples, Utah 84078

Deadline for Submittal February 17, 2026

2:00 P.M.

I. PURPOSE

The Uintah School District is requesting sealed bids from professional and qualified Vendors to provide rack mounted, hardware based uninterruptible power supplies for the district’s network battery backup implementation, located at 826 South 1500 East, Naples, UT as part of an E Rate funded project as outlined in this Invitation for Bid (“IFB”).

II. SCOPE OF WORK

The Vendor will provide a bid that meets all the conditions listed in Attachment A.

Bids shall remain valid for 90 days after the day of the Bid opening. Any potential vendor who seeks to withdraw or modify a Bid because of a computational error shall notify the Purchasing Agent at the District no later than three (3) business days following the Bid closing. The vendor must thereafter promptly demonstrate the mistake by providing worksheets and other information as appropriate or required by the District to substantiate the claim of inadvertent error. The District has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the District’s Purchasing Policy.

After the Bid has closed, the District may at any time and for any reason make a written request to a potential vendor for clarifying information contained in a solicitation.

All Bids must include detailed pricing based upon the specifications listed out in this IFB. Any substitutions/exceptions must be listed out on a substitution sheet to be considered and a data sheet for the substitution must be included.

Pricing sheets must be submitted by an authorized individual within the company/organization who is able to bind the organization to the terms and pricing listed.

Please include proof of relevant licensing.

Failure to answer any of the following questions, provide the required documents, or follow any required steps may result in the Bid being disqualified, but it is at the sole discretion of the District, based on the best interest of the District.

III. MINIMUM QUALIFICATIONS

The Uintah School District is looking for a Vendor that has provided similar products in size and scope.

Vendor must meet the following minimum qualifications; otherwise, the Bid will be rejected and will not be evaluated.

1. Bidder must provide written evidence (through 3 references) of providing product similar to the scope of work as detailed in Attachment A (Project Description and Specifications.)

2. Bidder must provide documentation from the product manufacturer showing the proposed product meets the requirements of Attachment A.

3. Bidder must be a registered vendor within the Universal Service Administrative Co. (USAC) system, and have a valid SPIN number.

IV. DISCLOSURES

1. Once the IFB is released, communication of any kind made regarding this Bid with any District employee or committee member other than the listed contact person in this IFB is prohibited. Any such contact could disqualify a provider from being awarded this IFB.

2. Any product or services that have been omitted from this specification that is clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this Bid.

3. The District does not provide Bidders Lists or Plan Holders Lists.

4. In order to access the State of Utah's procurements online, you must register as a vendor on the

U3P-Bonfire website, https://utah.bonfirehub.com/portal/?tab=openOpportunities . If you require assistance during the registration process, you may contact U3Padmin@utah.gov.

Registration, email notifications, and electronic responses for all sourcing events (bids, RFBs, etc.)

are free under the State of Utah contract with U3P-Bonfire. Registration with the Utah Supplier Portal is limited to procurements conducted by the State of Utah and political subdivisions of the State of Utah.

5. Bid pricing and documentation (Attachment A and Attachment B) must be submitted by an agent within the company/organization who has the authorization to bind the organization to the terms and pricing listed.

6. Submit Bids through U3P-Bonfire electronically by the close date listed in U3P-Bonfire. It is the sole responsibility of the Vendor to submit the Bid before the scheduled time. Any questions regarding how to use the U3P-Bonfire program, including how to submit a Bid, download and upload documents, etc., should contact U3Padmin@utah.gov.

7. Any changes or clarifications will be made through the Addendum process through U3P-Bonfire. It is the responsibility of the Vendor to check and ensure they have examined all addendum(s) or questions. The District is not responsible for any Vendor whose Bids do not take into consideration updated information released through the Q&A function in U3P-Bonfire or through any addendums added through U3P-Bonfire.

8. It shall be the sole responsibility of the proposer to upload their documents onto the U3P-Bonfire website prior to the deadline. It is not the responsibility of the District to inform Vendors that they must submit through U3P-Bonfire; it is the sole responsibility of the Vendor to read through this IFB and follow all conditions.

9. A mailed proposal sealed and delivered no later than 2:00 p.m. on Tuesday, February 17, 2026, addressed to Kelli Wilson, Purchasing Agent, Uintah School District, 826 South 1500 East, Naples, Utah will be accepted as an alternate to submitting through U3P-Bonfire. The District will not consider late responses, regardless of circumstances.

https://utah.bonfirehub.com/portal/?tab=openOpportunities mailto:U3Padmin@utah.gov mailto:U3Padmin@utah.gov

10. Failure to answer required questions, submit required documents, or follow any of the listed conditions or required step (s) in this IFB may result in the Bid being disqualified, but it is at the sole discretion of the District to do so consistent with the Purchasing Policy and the best interests of the District.

11. Faxed or emailed bids are not acceptable forms of submission and will not be considered as a valid response from an offeror unless prior approval is given by the purchasing agent, kelli.wilson@uintah.net.

12. Any Bid may be withdrawn prior to the date and time the Bids are due. Any Bid not withdrawn will constitute an irrevocable offer to provide the District with the services/product specified in the Bid.

Bids shall remain valid for (60) days after the day of the Bid opening.

13. The Uintah School District reserves the right to reject any or all IFB’s or any part, thereof; to waive informalities; to negotiate and agree to contract terms with the successful Bid; to disregard non-conforming, non-responsive, unbalanced, or conditional Bids, and to re-advertise if it is in the best interest of the City to do so.

14. All questions must be submitted via U3P-Bonfire by the Q&A date/time deadline posted in U3P- Bonfire. Any question emailed or asked of staff will not be answered. Instead, potential providers will be directed to go to U3P-Bonfire and submit their questions via the Question and Answer function in U3P-Bonfire. After the Bid has closed, the District may at any time and for any reason make a written request to a potential Vendor for clarifying information contained in a solicitation.

15. Any potential Vendor who seeks to withdraw or modify a Bid because of a computational error shall notify the Purchasing Agent at the District no later than three (3) business days following the Bid closing. The Vendor must thereafter promptly demonstrate the Vendor’s mistake by providing worksheets and other information as appropriate or required by the District to substantiate the claim of inadvertent error. The District has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the District’s Purchasing Policy.

V. REVIEW CRITERIA AND

AWARD

1. Basis of Bid – Bid is based on lump sum pricing. Pricing is to include materials and shipping costs for delivery to Uintah School District Office.

2. It is the intention of the District to award the Bid to the lowest responsive and responsible

Vendor who meets the Bid specifications, with reasonable promptness; however, the District does not guarantee to make any award based on this IFB.

3. A minor exception, if taken and fully explained to the satisfaction of Uintah School District staff, will not necessarily be cause for rejection of the Bid.

4. The District reserves the right to: reject any and all Bids or any part thereof; waive any informalities; negotiate and agree to contract terms with the successful Vendor; disregard non-conforming, non- responsive, unbalanced or conditional Bids; and withhold the award for any reason deemed in the best interests of the District, as solely determined by the District.

5. The District reserves the right to reject any Bid if the District believes that it would not be in the best interest of the project or the District. Without limitation, such rejection may be because the Bid is not responsive, or the Vendor is unqualified or of doubtful ability or the

Bid or Vendor fails to meet any other pertinent standard or criteria established by the District, as solely determined by the District.

6. The Bid award is contingent upon the signing of a contract or issuance of a Purchase Order.

7. Final payment will be made upon final delivery of all purchased items.

8. Please note that sales made to Utah school districts are exempt from sales tax, Utah Code

Ann. § 59-12-104. A copy of the Utah State Sales Tax Exempt Certificate can be requested from the Purchasing Department.

VI. PROTECTED INFORMATION

1. All Bids are subject to the Government Records Access and Management Act (GRAMA;

Utah Code Ann. title 63G, Ch. 2).

2. If Vendor believes any information should be held confidential for business reasons, Vendor must submit a written claim of business confidentiality for that particular information and include a specific statement of the reasons supporting the claim pursuant to Utah Code Ann.

§ 63G-2-305(2).