1-World Language Spanish Curriculum RFP 2025-2026 (1) (2).pdf

REQUEST FOR PROPOSAL

World Language Spanish 1-5

Solicitation # BESD-006-11032025

(NS26-55)

Box Elder School District Purchasing Department

960 South Main Brigham City, UT 84302

Q&A due to Jeff Morris by 11/14/2025 10:00AM

CLOSING DATE 11/21/2025 3:30 PM

REQUEST FOR PROPOSALS

Solicitation #BESD-006-11032025

This Request for Proposals (“RFP”), having been determined to be the appropriate procurement method to provide the best value to Box Elder School District, is designed to provide interested Offerors with sufficient basic information to submit proposals. It is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability. This RFP is issued in accordance with Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC).

If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Box Elder School District (BESD) is soliciting Requests for Proposals from established Vendors of World Language Spanish 1-5 Curriculum to provide evidence-based, researched, and reviewed World Language Spanish 1-5 Curriculum for grades 6-12.

1.2 DISTRICT BACKGROUND

Box Elder School District is the 14th largest school district in the state of Utah with an enrollment of 12,284 students living in the communities of Box Elder County. Beginning the 2024-25 school year, Box Elder School District will consist of 21 schools: 13 elementary schools, 2 intermediate schools, 2 middle schools, 3 high schools, and 1 specialty school for 18-22-year-old Special Education students. Box Elder School District employs 1,260 full-time and part-time employees.

1.3 ISSUING PROCUREMENT UNIT, CONDUCTING PROCUREMENT UNIT, AND RFP

SOLICITATION NUMBER

For the purposes of this RFP, the Box Elder School District is both the Issuing and Conducting Procurement Unit for this RFP and all subsequent addenda relating to it. The reference number for this RFP is Solicitation #BESD-006-11032025 This number must be referred to on all proposals, correspondence, and documentation relating to this RFP.

1.4 QUESTION AND ANSWER PERIOD

All questions MUST be submitted to Jeff Morris at jeff.morris@besd.net by 11/14/2025, 10:00AM. Jeff will reply to all questions and respond by the end of business day on 11/17/2025.

Answers disseminated by BESD through the email of the soliciting party’s system shall serve as the official and binding position of BESD and will constitute an addendum to this RFP. Offerors should send by email to jeff.morris@besd.net with questions before the closing date. It is the responsibility of the Offerors to submit their proposal as required by this RFP, including any requirements contained in an answered question and/or addendum.

Questions or notification to BESD of any issues such as ambiguity, inconsistency, excessively restrictive requirements, or errors in this solicitation, MUST be submitted as a question through email during the Q&A period. Issues with the solicitation that have not been previously addressed within the Q&A period of the procurement are not allowed to be addressed within the proposal submission and mailto:jeff.morris@besd.net mailto:jeff.morris@besd.net may result in the Offeror’s proposal being considered non-responsive.

1.5 ADDENDUMS

Offerors are encouraged to periodically check email for posted questions, answers, and addendums.

Any modification to this procurement will be made by an addendum issued by BESD. Addendums to this RFP may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other requirements of this RFP.

After the due date and time for submitting a proposal to this RFP, at the discretion of BESD, addenda to this RFP may be limited to the Offerors that have submitted proposals, provided the addenda does not make a substantial change to this RFP that likely would have impacted the number of Offerors responding to the original publication of this RFP, in the opinion of BESD.

Authorized and properly issued addenda shall constitute the official and binding position of BESD.

Any response to this RFP which has as its basis any communications or information received from sources other than this RFP or related addenda may be considered non-responsive and be rejected at the sole discretion of BESD.

1.6 RESTRICTIONS ON COMMUNICATIONS

From the issue date of this RFP until an Offeror is awarded a contract and the award is published, Offerors are prohibited from communications regarding this RFP with the RFP evaluation committee members, BESD Board Members, BESD employees, or other associated individuals EXCEPT the BESD agent(s) overseeing this RFP. Failure to comply with this requirement may result in disqualification.

1.7 SUBMITTING YOUR PROPOSAL

By submitting a proposal to this RFP, the Offeror acknowledges and agrees that the requirements, scope of work, and evaluation process outlined in this RFP are understood, fair, equitable, and are not unduly restrictive. Any issues with the content of this RFP must be addressed within the Q&A period.

The Offeror further acknowledges that it has read this RFP, along with any attached or referenced documents, including the General Provisions.

All costs incurred by the Offeror in the preparation and submission of a proposal, including any costs incurred during interviews, oral presentations, and/or in person system demonstrations are the sole responsibility of the Offeror and will not be reimbursed.

Proposals must be received by the posted due date and time posted at the address listed below.

Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be submitted in hard copy to:

Attn: Yvette Gunn, Purchasing

BESD-006-11032025

Box Elder School District 960 S Main

Brigham City, UT 84302

The outside cover of the package containing the proposal shall be clearly marked “Solicitation #BESD-006-11032025” and include the closing date and time. 11/21/2025 3:30 PM

Please allow sufficient time for delivery of hardcopy proposals. Proposals sent overnight, but not received by the deadline will not be accepted. When submitting a proposal by physical delivery (U.S.

Mail, courier service, hand-delivery, or other physical means), Offerors are solely responsible for meeting the deadline. Delays caused by a delivery service or other physical means will not be considered as an acceptable reason for a proposal being late. All proposals received by physical delivery will be date and time stamped by BESD.

1.8 CONTRACT AWARD INTENT

The District, at its sole discretion, shall determine the successful Offeror based on the scoring results from pre-established evaluation criteria. An award shall generally be made to the highest-scoring Offeror whose acceptable proposal was first determined to be responsible and responsive.

1.9 LENGTH OF CONTRACT

The contracts resulting from this RFP will be for a period of three (3) years with a yearly renewal option for a total of five (5) years. The renewal option will be automatic if neither party contacts the other within 60 days of the year end. (June 30). Either party can terminate the contract for cause at any time with a minimum 90-day notice. BESD reserves the right to review the contract(s) resulting from this RFP on a regular basis regarding performance.

1.10 PRICE GUARANTEE PERIOD

Price increases may be up for review on a yearly basis with 60-day notice from Offeror. Pricing can be reviewed and adjusted upon mutual agreement between BESD and Offeror. If an agreement can’t be reached BESD reserves the right to terminate the contract and seek other services. BESD will be given the immediate benefit of any decrease in the market, or allowable discount.

1.11 DISCUSSIONS (FOR CLARIFICATION PURPOSES ONLY)

Discussions for clarification purposes only may be conducted, but proposals may be accepted without discussions.

1.12 STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS, AND

NEGOTIATIONS

Any contract resulting from this RFP will include, but not be limited to BESD Standard Terms and Conditions listed in RFP section 1.18 and attached as separate Standard Terms and Conditions for Goods and Services Document.

Exceptions and/or additions to the Standard Terms and Conditions are strongly discouraged. However, Offerors requesting exceptions and/or additions to the Standard Terms and Conditions must be submitted with the proposal. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Offerors may not submit requests for exceptions and/or additions by reference to a vendor's website or URL. URLs provided with a proposal may result in that proposal being rejected as non-responsive. Offerors may submit questions during the Q&A period regarding the Standard Terms and Conditions.

BESD may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the Attorney General's Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of the procurement unit.

If negotiations are required, Offeror must provide all documents in Microsoft Word format for redline editing. Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Any mandatorily required acceptance of an Offeror’s terms and conditions may result in the proposal being determined to be non-responsive.

An award resulting from this RFP is subject to successful contract terms and conditions negotiation (if required). BESD, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Offeror and BESD may move to the next eligible Offeror. Response to this RFP will constitute a contract if no other formal contract is signed.

1.13 PROTECTED INFORMATION

Government Records Access and Management Act (GRAMA), UCA § 63G-2-305, provides in part that:

The following records are protected if properly classified by a government entity:

1. Trade secrets as defined in Section 13-24-2, the Utah Uniform Trade Secrets Act, if the person submitting the trade secret has provided the governmental entity with the information specified in UCA § 63G-2-309 (Business Confidentiality Claims);

2. Commercial information or non-individual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in UCA § 63G-2-309;

3. Records, the disclosure of which would impair governmental procurement proceeding or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections (1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties, …

Offeror cannot classify price information as confidential or protected. Price information will be considered public information after award of the contract.

Process for Requesting Non-Disclosure: Any Offeror requesting that a record be protected shall include with the proposal a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Offeror must complete the Claim of Business Confidentiality form with the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to BESD, and

2. Include a concise statement of reasons supporting the claim of business confidentiality

(UCA § 63G-2-309(1)).

3. Submit an electronic “redacted” (excluding protected information) copy of the proposal.

Copy must clearly be marked “Redacted Version.”

The Claim of Business Confidentiality form is attached.

Offeror cannot identify the entire proposal as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY.” If the entire proposal is so identified, that proposal shall be considered non-responsive unless the Offeror removes the designation.

Redacted Copy: If an Offeror submits a proposal that contains information claimed to be business confidential or protected information, the Offeror must submit two separate proposals: 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."

1.14 PRE-PROPOSAL CONFERENCE

A pre-proposal conference will not be held for this RFP.

1.15 BEST AND FINAL OFFER

The conditions permitting a Best and Final Offer process are narrowly limited and it is unlikely there will be a Best and Final Offer stage with respect to this RFP. The use of a Best and Final Offer process is regulated by Utah Code 63G-6a-707.5 and will only be used if:

a. no single proposal addresses all the specifications stated in the RFP;

b. all or a significant number of the proposals are ambiguous on a material point and the evaluation committee requires further clarification in order to conduct a fair evaluation of proposals;

c. the evaluation committee needs additional information from all Offerors to complete the evaluation of proposals;

d. the differences between proposals in one or more material aspects are too slight to allow the evaluation committee to distinguish between proposals;

e. all cost proposals are too high or over budget; or

f. another reason exists supporting a request for best and final offers, as provided in rules established by the applicable rulemaking authority;

Offerors should make their best and most cost-effective Proposals initially, without relying on the possibility that they will be allowed to make the best and final offers later.

1.16 TIME FOR EVALUATION

All proposals shall remain valid for a minimum of 60 calendar days after the Proposal Due Date to allow adequate time for evaluation.

1.17 DEFINITIONS

The following terms used in this RFP shall have the meanings specified:

“World Language Spanish 1-5” Means World Language Spanish 1-5 Curriculum.

“BESD” means Box Elder School District.

“Offeror” means the Company, Firm, or Agency that submits a proposal in response to this Request for Proposal.

“Proposal” means the official written response submitted by an Offeror in response to this Request for Proposal.

“Request for Proposals” or “RFP” means the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda.

1.18 LEGAL INFORMATION AND DISCLAIMERS

NON-DISCRIMINATION/AFFIRMATIVE ACTION

The Offeror agrees to abide by the provisions of the Utah Anti-discrimination Act, Title 34 Chapter 35, U.C.A. 1953, as amended, and Title VI and Title VII of the Civil Rights Act of 1964 (USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of handicap.

This agreement may be canceled if the offeror fails to comply with the provisions of these laws and regulations. Offeror must include this provision in every subcontract or purchase order relating to purchases by Box Elder School District to ensure that subcontractors and vendors are bound by this provision.

GOVERNING LAW AND JURISDICTION

This contract will be governed by the laws of the United States and the State of Utah County of Box Elder, without reference to rules governing choice of laws. Any action relating to this contract shall be brought in the same jurisdiction and venue of such courts. The prevailing party in any suit or action in such court shall be entitled to be reimbursed their attorney's fees and costs actually incurred. In the event any provision of this contract shall be determined to be unenforceable by a court of competent jurisdiction, the remaining portions of this contract not so affected shall continue in full force and effect.

CERTIFICATION OF COMPETITION:

By submission of this proposal, the vendor certifies that:

The vendor has not paid nor agreed to pay any person, other than a bona-fide employee, a fee or brokerage resulting from the award of this contract. The prices in this proposal have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other vendor.

FINAL World Language Spanish 1-5ECTION OF CONTRACT The district reserves the right to conduct discussions with responsible vendors for the purpose of clarification and to request best and final offers before a contract is awarded. The district also reserves the right to accept or reject any or all proposals, or any part thereof, unless specified otherwise, and to waive any minor informalities in any bid deemed by us to be in the best interest of the district. Any proposal may be withdrawn by the vendor at any time before the date and time set for proposal opening. The winning proposal will be issued a Box Elder School District Purchase Order which will be considered a valid contract between the contractor and Box Elder School District. By signing this proposal, you agree to abide by all of the requirements specified herein, unless written notification otherwise is included in the bid documents.

PART 2: MANDATORY MINIMUM REQUIREMENTS

2.1 MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS (Pass or Fail Criteria) This section contains mandatory minimum requirements that must be met for an RFP to be considered responsive. Failure to meet any one of the mandatory requirements/qualifications will result in the RFP being rejected. All of the items described in this section are non-negotiable. A rejection of an RFP due to it not meeting mandatory minimum requirements can occur at any time in the evaluation process.

Vendors must provide a point by point response demonstrating that the Vendor is compliant with the following mandatory minimum requirements (as described in RFP 4.1- #6.):

1. Evidence-based World Language Spanish 1-5 Curriculum must be evidence-based.

2. Online components World Language Spanish 1-5 Curriculum must include monitoring student progress, teacher implementation, and family access to resources online.

3. World Language Spanish 1-5 Lesson plan sample World Language Spanish 1-5 Curriculum must provide lesson plan samples (free of charge) in each of the following grade level bands: K-2, 3-5, 6-8, 9-12. The vendor must provide access to online components and resources included with the curriculum. Online login credentials must be provided.

4. Compliance to Family Educational Rights and Privacy Act (FERPA) All digital/electronic/online resources and tools must meet all Federal and State student data privacy requirements. See Attachment B.

5. Compliance with Utah Code 63G-27-101 Anti-Boycott Israel Act

A written certification stating that “the company is not currently engaged in a boycott of the State of Israel OR will not engage in said boycott for the duration of the contract.” For reference see 1.13.

PART 3: SCOPE OF WORK

3.1 PURPOSE

Box Elder School District is concerned with its students' social and emotional well-being. This includes all prevention planning including violence, bullying, and suicide. The World Language Spanish 1-5 curriculum purchased from the resulting Approved Vendor List will be used to assist schools with social and emotional learning and student skill development district-wide.

3.2 IMPLEMENTATION PLAN

1. Spring 2025: Mandatory Implementation

3.3 CURRICULUM REQUIREMENTS

The following list of requirements, although extensive, is not exhaustive and is intended to provide interested parties with sufficient basic information to submit RFPs meeting minimum requirements, but it is not intended to limit a RFPs content or exclude any relevant or essential information.

World Language Spanish 1-5 Curriculum must:

1. Provides a comprehensive, standards-aligned curriculum for Spanish 1-5, and Chinese 1-2 courses

○ Curriculum should be aligned with the Utah World Languages Core Standards for Proficiency, addressing:

■ Interpretive listening and reading

■ Interpersonal communication

■ Presentational speaking and writing

■ Investigation of cultures' products and practices

■ Understanding of cultures' perspectives

■ Interaction and bridging of one's own and the other's culture

2. Allow for District users to customize and supplement curriculum materials as needed

3. Provides differentiated learning materials and activities to support students with diverse needs

4. Supports a proficiency-based learning approach, with clear performance targets for each level

5. Offers a variety of engaging, authentic content types (e.g., videos, audio recordings, texts, cultural realia) to support language acquisition and cultural understanding

6. Includes both formative and summative assessments to measure student progress and proficiency in all three modes of communication (interpretive, interpersonal, presentational)

7. Provides opportunities for students to set personal language learning goals, self-assess, and reflect on their progress

3.4 DESIRED CURRICULUM FEATURES, BUT NOT REQUIRED

The following list of desired, although extensive, is not exhaustive and is intended to provide interested parties with sufficient basic information to submit RFPs meeting minimum requirements, but it is not intended to limit an RFPs content or exclude any relevant or essential information.

World Language Spanish 1-5 Curriculum may include/be:

1. materials, resources, and tools that support tier 2 and 3 World Language Spanish 1-5 curriculum

2. ongoing vendor coaching opportunities for implementation that support fidelity

3. content that provides skills, strategies, and interventions to support the development of teachers within professional learning (classroom management, classroom instruction).

4. Online student practice and learning resources

PART 4: INFORMATION REQUIRED IN SUBMISSION OF A PROPOSAL

4.1 PROPOSAL FORMAT

RFP should be concise, straightforward, and prepared simply and economically. Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective RFP are not desired and may be construed as an indication of the Vendor’s lack of cost consciousness.

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

In order to assist BESD in evaluating each RFP accurately and in an efficient manner, BESD requires that Vendors must organize their RFP using each of the following specific headings. Failure to format the RFP as follows may result in disqualification.

1. Section Title: BESD Vendor Form. BESD’s Request for Proposal form completed and signed by the Offeror. See Attachment A.

2. Section Title: Protected Information. All protected/proprietary information must be identified in this section of the proposal by completing the Claim of Business Confidentiality referenced in Section 1.13.

If the Offeror’s proposal contains protected/proprietary information (refer back to the Protected Information section of this RFP for additional information), then the Offeror must submit a redacted copy of the proposal at the same time Offeror submits its proposal. The redacted copy of the Offeror’s proposal must be submitted in compliance with other sections of this RFP. If there is no protected information, write “None” in this section.

Offeror acknowledges that its proposal response or redacted copy will be made public upon BESD’s receipt of a GRAMA request. Offeror will not be notified of any GRAMA request made to BESD for Offeror’s proposal response. If Offeror submits a redacted copy, then BESD will respond to a GRAMA request for offeror’s proposal response with offeror’s redacted copy. However, if Offeror fails to submit a redacted copy, then BESD will respond to a GRAMA request with offeror’s proposal response, which will result in offeror’s protected/proprietary information, if any, being made public. Offeror acknowledges that notations in the header, footer or watermark of the proposal response will not be considered sufficient to constitute a request for non-disclosure of protected/proprietary information.

Failure to comply with this Section and Section 1.13 of this RFP releases BESD from any obligation or liability arising from the inadvertent release of Offeror information.

3. Section Title: Potential Conflicts of Interest. Offeror must identify any conflict, or potential conflict of interest, that might arise during the contract. If no conflicts are identified or expected, write “None” in this section.

4. Section Title: Exceptions and/or Additions to the Standard Terms and Conditions.

Proposed exceptions and/or additions to the Standard Terms and Conditions must be submitted in this section. Offeror must provide all proposed exceptions and/or additions, including an Offeror’s terms and conditions in Microsoft Word format for redline editing.

Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in terms and conditions negotiations.

If there are no exceptions or additions to the Standard Terms and Conditions, write “None” in this section.

5. Section Title: Scope & Sequence of World Language Spanish 1-5 Curriculum Lessons.

Must provide a Scope & Sequence of Vendor’s World Language Spanish 1-5 Curriculum. Lesson samples for courses.

6. Section Title: Mandatory Requirements (Pass/Fail) As described in Section 2.1, Offeror must provide sufficient evidence and/or documentation that demonstrate compliance with the stated Mandatory Minimum Requirements/Qualifications. Offeror’s failure to meet any one of the mandatory requirements will result in the proposal being classified as non-responsive and will be rejected under the provisions of the Utah Procurement Code.

7. Section Title: Detailed Technical Response (Scored Criteria 70 points possible) This section should constitute the major portion of the proposal and must be in the order listed below. In any case wherein the Offeror cannot comply with an evaluation criterion, such inability must be stated in response to the applicable requirement.

A. Demonstrated Ability

(105 points possible)

A.1 Provide a detailed narrative describing the evidence of effectiveness of the World Language Spanish 1-5 Curriculum

20 points

A.2 Provide a detailed narrative describing how curriculum is aligned with the Utah World Languages Core Standards for Proficiency, 15 points

A.3 Provide a detailed narrative describing how the World Language Spanish 1-5 curriculum focuses on Interpretive listening and reading

1. Interpersonal communication

2. Presentational speaking and writing

3. Investigation of cultures' products and practices

4. Understanding of cultures' perspectives

5. Interaction and bridging of one's own and the other's culture

15 points

A.4 Provide a detailed narrative describing how the World Language Spanish 1-5 curriculum Allows for District users to customize and supplement curriculum materials as needed.

10 points

A.5 Provide a detailed narrative describing how the World Language Spanish 1-5 Curriculum Supports a proficiency-based learning approach, with clear performance targets for each level

20 points

A.6 Provide a detailed narrative describing how the World Language Spanish 1-5 Curriculum Offers a variety of engaging, authentic content types (e.g., videos, audio recordings, texts, cultural realia) to support language acquisition and cultural understanding

15 points

A.7 Provide a detailed narrative describing how the World Language Spanish 1-5 Curriculum Includes both formative and summative assessments to measure student progress and proficiency in all three modes of communication (interpretive, interpersonal, presentational)

10 points

PART 5: PROPOSAL EVALUATION

5.1 PROPOSAL EVALUATION

All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies, and the evaluation criteria in this RFP. Offerors bear sole responsibility for the items included or not included within the proposal submitted by the Offeror.

Each area of the evaluation criteria must be addressed in detail in the proposal.

5.2 PROPOSAL EVALUATION PROCESS

Stage 1: Initial Review (Pass/Fail Criteria) In the initial phase of the evaluation process, BESD Agent(s) will review all proposals timely received.

Non-responsive proposals not conforming to RFP requirements or unable to meet the Minimum Mandatory Requirements will be eliminated from further consideration. Responsive proposals will advance to Stage 2.

Stage 2: Technical Proposal Evaluation (Scored Criteria, 105 points possible) Responsive proposals will then be evaluated by an evaluation committee appointed by BESD.

Proposals will be evaluated against the evaluation criteria as follows:

Responsive RFPs will be evaluated by an evaluation committee appointed by BESD. RFPs will be evaluated against the evaluation criteria set forth in Part 4 of this RFP document. The evaluation committee will tally the final scores for Stage 2 and arrive at a consensus score by an average of the individual scores. Offerors that achieve a Minimum Technical Score Threshold of 85 points of the 105 total possible technical points will proceed to Stage 3: Presentations. Offerors with a score of less than the Minimum Score Threshold will be deemed nonresponsive and ineligible for further consideration. Cost should not be mentioned in this part of the proposal. The cost sheet must be sent separately, using Attachment B

Stage 3: Presentations if needed(Scored Criteria, 75 Points Possible) Offerors that met the Minimum Technical Score Threshold may be required to be available for an in-person or online presentation on a date to be determined. All Offerors that present during Stage 3 will proceed to Stage 4: Cost Proposal Evaluation.

Stage 4: Cost Proposal Evaluation (30 points)- Must be sent separately-See attachment B BESD will use the following cost formula: The points assigned to each offerors cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price.

The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price

5.3 ORDERING PROCESS

Vendors must receive a signed BESD purchase order from BESD’s Purchasing Department prior to commencing work.

PART 6: PROPOSAL AWARD PROCESS

6.1 AWARD OF CONTRACT

The contract will be awarded to the highest scoring, responsive and responsible Offeror, meeting all stated RFP requirements. BESD reserves the right and will award the offer with the highest combined score for technical and cost. Offeror does not have to be the lowest cost, but must have the highest combined score. The highest scoring Offeror will be sent to our BESD School board for final award approval.

6.2 PUBLICIZING AWARD

Award will be posted with the award justification statement, in accordance with Utah Procurement Code 63-G-6a- 707 and Administrative Rule R33-7-703.

VENDOR FORM

Attachment A

Please provide the following vendor information:

Representative Name ___________________________Title _____________________

Address _______________________________________________________________

City ___________________________ State _______ Zip Code _____________

Phone Number ( ) __________________Cell Number ( ) ______________

E-mail: ________________________________________________________________

My company agrees to comply with all of the above stipulations and proposal.

Signature of Company Representative Date

ATTACHMENT B

Solicitation # BESD-006-11032025

Company Name:____________________________________________________

Cost Proposal must be submitted in a separate sealed envelope to:

Attn: Neil Stevens Business Administrator Box Elder School District

960 S Main Brigham City, UT 84302.

Pricing must be submitted separately from the technical portion of the proposal. Only one (1) copy of the cost proposal is necessary. Must be received by the closing date of 11/21/2025 by 3:30pm

Provide all costs associated with the complete District-wide implementation of this project. We anticipate approximately 1,200 teacher, administrator and staff licenses and access for all students (projected Fall 2025 enrollment is approximately 12,000 students). Licenses must be based on a cost per license/user, not cost per use. You may list pricing per license needed, training, etc. as separate line items. List any costs for software, professional services/training and annual recurring costs (listed as Year 1 costs, Year 2, etc. up to 5 years total).

Possible Provider recommended professional services should be listed which may include all implementation, installation, onsite engineers and training. Annual recurring costs should include all licensing, support, maintenance, subscriptions and warranty costs. Pricing must be submitted separately from the technical portion of the proposal. Only one (1) copy of the cost proposal is necessary. If additional space is needed, please attach to your cost document.