1-Yearbook Production RFQ.pdf

4/8/25 Request for Quotation

1/3

Request for Quotation

3380 South 900 West, Salt Lake City, UT 84119

Due Date: 11:00 AM (MST) Tuesday, March 3, 2026 Review attached instructions & RFQ form Quote Must be signed to be accepted This request for Quotation implies no obligation on the part of Unified Fire Authority If performing a service on site at UFA the following five documents need to be provided and must be current, active, and in good standing

• Applicable Municipal Business License(s)

• DOPL License (if applicable)

• CGL Certificate of Insurance

• Evidence of Workers Compensation Coverage

• W-9

Questions concerning this quote should be directed to:

Erica Langenfass Email: elangenfass@unifiedfire.org

RFQ #2026-03 Yearbook Production Service

Legal Company Name (include DBA if applicable)

Federal Tax Identification Number (Please include current W-9)

Ordering Address

City

State

Zip Code

Remittance Address (if different from ordering address) City State Zip Code

Company Contact Person Company’s Web Address:

Telephone Fax Number Email Address

Discount Terms (for quotation purposes, quotation discounts less than 30 days will not be considered)

Days Required for Delivery After Receipt of Order (see attached for any required minimums)

Minimum Order Required:

Yes No

Amount $_______

Payment Types Accepted:

Credit Card* Check ACH

*if processing fee please note % or amount _________

Price Guarantee Period:

1 year

2 year

3 year

Type or Print Name Position or Title

Offeror’s Authorized Representative’s Signature

Date

2/3

REQUEST FOR QUOTATION INSTRUCTIONS AND GENERAL PROVISIONS

1. ADMINISTRATIVE AUTHORITY: The administration of this purchasing process is conducted by Unified Fire

Authority. No Unified Fire Authority Board Member or employee should be contacted in regards to this solicitation other than those listed herein. Such contact may result in the disqualification of your quotation.

2. SUBMITTING THE QUOTATION: (a) The Unified Fire Authority (hereinafter referred to as UFA) allows for quotations be submitted electronically. Electronic quotations may be submitted through a secure mailbox at Bonfire (U3P Utah Public Procurement Place, https://utah.bonfirehub.com/portal/?tab=openOpportunities until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their quotation reaches U3P before the closing date and time. There is no cost to the supplier to submit Unified Fire Authority electronic quotations via Bonfire. Here is a link to the Division of Purchasing’s website where it provides training materials for vendors on the Bonfire Platform – https://share.vidyard.com/watch/nRJyoedyaNwRaWv43chZje Electronic quotations may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited.

3. QUOTATION PREPARATION: (a) Delivery time is critical and must be adhered to as specified. (b) Wherever in this document an item is defined by using a trade name of a manufacturer and/or model number, it is intended that the words, "or equivalent" apply. "Or equivalent" means any other brand that is equal in use, quality, economy and performance to the brand listed as determined by UFA. If the supplier lists a trade name and/or catalog number in the bid, U F A will assume the item meets the specifications unless the quote clearly states it is an alternate, and describes specifically how it differs from the item specified. All quotes must include complete manufacturer’s descriptive literature if quoting an equivalent product. All products are to be of new, unused condition, unless otherwise requested in this solicitation. (c) By submitting the quotation the supplier certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices quoted are correct. (d) This quote may not be withdrawn for a period of 60 days from quote due date. (e) Incomplete quotes may be rejected. (f) Unless specifically provided for elsewhere in this quotation, multiple or alternate quotations will not be accepted. (g) Provide information on local availability of parts and service for all items quotation and service literature to allow for in-house maintenance and repairs. (h) Quotations will not be accepted from vendors who require assignment of payment to another agent. Note: Unified Fire Authority will only pay the vendor named on the Purchase Order. Unified Fire Authority will not deal with a factory or make payment to such.

4. FREIGHT COST: (a) Where “Freight Cost” is listed as a separate line item, suppliers are to provide product line item pricing FOB Origin Less Freight. On the line item for “Freight Cost” suppliers are to indicate the total freight cost FOB Destination Freight Prepaid, and complete the “Freight Information” document.

U F A will analyze freight charges separately from the item cost and determine how the shipment will be routed (either by the supplier, or by UFA’s carrier). (b) Where there is not a line item for “Freight Cost”, suppliers are to provide line item pricing FOB Destination Freight Prepaid. Unless otherwise indicated on the contract/purchase order, shipping terms will be FOB Destination Freight Prepaid.

5. SOLICITATION AMENDMENTS: Any changes to this solicitation will be made through written addendum only. Answers to questions submitted through SciQuest shall be considered addenda to the solicitation documents. Suppliers/Contractors are cautioned not to consider verbal modifications.

6. PROTECTED INFORMATION: Suppliers are required to mark any specific information contained in their quotation which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the quotation. Each request for nondisclosure must be made by completing the “Confidentiality Claim Form” with a specific justification explaining why the information is to be protected.

Pricing and service elements of any quotation will not be considered proprietary. All material becomes the property of U F A and may be returned only at UFA's option. Quotations submitted may to be reviewed and evaluated by any persons at the discretion of UFA.

7. SAMPLES: Samples of item(s) specified in this quotation, when required by UFA, must to be furnished free of charge to UFA. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the bidder's expense.

8. AWARD OF CONTRACT: (a) This is an informal quotation which will not be read at a public opening; However, the information may be publicly reviewed after award. To obtain a copy of the tabulation and https://utah.bonfirehub.com/portal/?tab=openOpportunities https://share.vidyard.com/watch/nRJyoedyaNwRaWv43chZje

3/3 award information please go to www.unifiedfire.org and complete an official records request. (b) The contract will be awarded with reasonable promptness, by written notice to the lowest responsible supplier that meets the specifications. Consideration will to be given to the quality of the product(s) to be supplied, conformity to the specifications, the purpose for which required, delivery time required, discount terms and other criteria set forth in this request for quotation. (c) The U F A may accept any item or group of items, or overall low quotation. U F A has the right to cancel this invitation to quotation at any time prior to the award of contract.

(d) UFA can reject any or all quotations, and it can waive any informality, or technicality in any quotation received, if UFA believes it would serve the best interest of the Unif ied Fire Authority. (e) Before, or after, the award of a contract UFA has the right to inspect the bidder's premises and all business records to determine the holder's ability to meet contract requirements. (f) UFA does not guarantee to make any purchase under awarded contract(s). Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (g) Utah has a reciprocal preference law which will to be applied against bidders bidding products or services produced in states which discriminate against Utah products. For details see Section 63G6a1002 and 63G6a1003, Utah Code Annotated. (h) Multiple contracts may be awarded if UFA determines it would be in its best interest. (i) The Board reserves the right to purchase such brands as it desires, irrespective of price if, after analysis, it determines that the selected product best suits the needs of the UFA.

9. UFA APPROVAL: Purchase orders placed, or contracts written, with Unified Fire Authority, as a result of this quotation, will not be legally binding without the written approval of the Chief Legal Officer.

10. UFA: The CONTRACTOR certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract) by any governmental department or agency. If the CONTRACTOR cannot certify this statement, attach a written explanation for review by UFA.

11. ENERGY CONSERVATION AND RECYCLED PRODUCTS: The contractor is encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. Unified Fire Authority also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation.

12. SHERMAN ANTITRUST ACT (Restrain of free trade): Suppler or contractor certifies compliance with all provisions of the federal Sherman Act including “independent price determination.”

13. FEDERAL W9 FORM: A current W9 form is to be submitted by all bidders. The form is to be filled out completely, signed, scanned, and attached with your bidding documents titled “Federal W9 Form”.

http://www.unifiedfire.org/

Unified Fire Authority

Yearbook Production Service

DESCRIPTION OF SERVICE

Unified Fire Authority (UFA) is seeking quotes from qualified vendors to provide comprehensive yearbook production services for the department. UFA is requesting a full-service solution that supports the planning, design and production of a professional-quality department yearbook.

The selected vendor should provide:

• Professional design assistance and creative direction

• User-friendly design software with multi-user access capabilities

• Customizable templates tailored to public safety organizations

• A secure and efficient photo upload and collection platform

• Streamlined workflow tools to simplify content management

• Responsive and reliable customer service support throughout the project process

Please quote your pricing “per yearbook” as the employees will be purchasing them directly.

We anticipate between 400-500 yearbooks being purchased.

If you have any questions, please contact Erica Langenfass, Purchasing Agent at elangenfass@unifiedfireut.gov.

Please submit your bid electronically as noted in the Instructions and General Provisions #2 “Submitting the Quotation.”

mailto:elangenfass@unifiedfireut.gov