10-01 Request for Proposal - CTE.pdf

GMCS Website: www.gmcs.org

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Breana Kesner Procurement Buyer

(505) 721-1084

(505) 721-2242 Fax bkesner@gmcs.org

Notes:

Closing Date: May 8, 2026 F.O.B. Point: DESTINATION Closing Time: (Local) 2:00 PM - MST Terms: Net 30 unless otherwise stated Opening/Issue Date: April 10, 2026 Quantities may be increased or decreased within reasonable amounts.

Gallup-McKinley County Schools Procurement Office P.O.

Box 1318 Gallup, New Mexico 87305-1318

REQUEST FOR PROPOSAL

College & Career/CTE Curriculum & Supplies Multi-Year Agreement

No. RFP-2026-21BK

COMMODITY CODE(S): 71510, 91710

Attached General Conditions, Supplemental Conditions, Specifications, and Bid Proposal Form http://www.gmcs.org/ http://www.gmcs.org/

TABLE OF CONTENTS

DESCRIPTION PAGE

SEQUENCE OF EVENTS Pg. 2 PRE PROPOSAL CONFERENCE Pg. 3 SPECIAL CONDITIONS Pg. 4 SCOPE OF WORK & SPECIFICATIONS Pg. 7 RESPONSE FORMAT AND ORGANIZATION Pg. 8 EVALUATION PROCESS Pg. 9 EVALUATION CRITERIA Pg. 10

SEQUENCE OF EVENTS

Schedule - Subject to change at discretion of the Procurement Manager and proper notice provided to Offerors:

Action Responsibility Date/Time (MDT)

Issue RFP District April 10, 2026

@ 2:00 PM

Pre-Proposal Conference Agency April 16, 2026

@ 10:00 AM

Deadline to Submit Written Questions Potential Offerors April 20, 2026

Response(s) to written questions, via Amendment

Procurement Manager April 22, 2026

Last Date for Amendments Procurement Manager April 22, 2026

Deadline to Submit Proposals Offerors May 8, 2026

@ 2:00 PM

Proposal Evaluation Evaluation Committee TBD

Interviews (if held) Evaluation Committee TBD

Recommendation for Award to Governing Body

Procurement Manager TBD

Notice of Award District TBD

Protest Deadline Offerors TBD

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on Thursday, April 16, 2026, at 10:00 am (MDT).

Attendance is not required; however, it is highly recommended in order to submit a responsive proposal.

Offerors must request an invitation to attend no less than 24 hours prior to the meeting date and time

(before 10:00 am on April 15, 2026).

Attendance requests shall be emailed to bkesner@gmcs.org with “RFP-2026-21BK Pre-proposal” in the subject line.

Location: Microsoft Teams online meeting or Zoom (meeting invite to be sent once requested)

We encourage you to have your initial questions ready, in writing, as stated in the bid documents, to submit. Additional questions after the pre-bid conference will be accepted until the question submission deadline stated in the GMCS bonfire eBidding platform for this opportunity.

No responses to questions are official until published in writing, by amendment.

SPECIAL CONDITIONS

1. Purpose and Scope: The purpose of this solicitation is to establish an agreement for Gallup-McKinley County Schools (GMCS or “District”) for purchase of hands-on College & Career/ Career Technical Education (CTE) Curriculum and Supplies for primary and secondary schools.

2. Term of Contract: The term of this contract shall be from Date of Award through June 30, 2027.

GMCS reserves the option to renew this agreement for seven (7) each additional, one (1) year periods.

Final renewal will expire June 30, 2034.

3. Appropriations: The terms of this Agreement are contingent upon sufficient monies being made available by the Gallup-McKinley County Schools for the performance of this Agreement. If sufficient appropriations and authorizations are not made by the Gallup-McKinley County Schools, this Agreement shall terminate upon written notice being given by the District to the Contractor. The District’s decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

4. Work to Be Done: The work to be performed under this contract, and in accordance with the Scope of Work, by the vendor College & Career/CTE Curriculum and Supplies for the school district as described in the Scope of Work.

5. Purchase Orders: ALL SERVICES, PARTS, AND MATERIALS PROVIDED MUST HAVE A VALID PURCHASE ORDER (SIGNED). The Vendor shall be responsible that no orders are accepted without an authorized GMCS Purchase Order number from the GMCS Maintenance & Operations Department, and all invoices have been signed. Back-order items must be invoiced separately. When back orders have been picked up or delivered, vendor will reference the original Purchase Order from which supplies were ordered and further stating that “order is complete”. In accordance with §13-1-158, the invoice will be paid when items are received and inspected at the school site. All Purchase Orders are for a one-time purchase and may NOT be reused. Add-ons shall not be accepted by the Vendor after placement of the original order. Failure to comply with this paragraph will be cause for the District not to honor the invoice.

6. Shipping/Freight: All materials shall be quoted F.O.B. DESTINATION/JOBSITE, Freight Prepaid. The District SHALL NOT PAY FREIGHT CHARGES. Ownership of goods will be transferred at GMCS Shipping Dock (R&D Warehouse).

A. All packages MUST have a packing slip.

7. Competency of Offeror: Proposals will be considered only from firms who can provide evidence that they have established a satisfactory record of performance and integrity to ensure they can execute the requirements as stated herein. Any determination as to competency shall be made by appropriate GMCS staff.

8. Payment or Acceptance Not Conclusive: Vendor will supply the District with invoice(s) for payment.

No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the Offeror from corrections of the defects. The final acceptance shall not be binding upon the District, nor conclusive, should it subsequently develop the Offeror has furnished inferior items or had departed from the Specifications and/or the terms of the Contract. Should such conditions become evident, the District shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be properly furnished in accordance with the Specifications (and drawings, if any) at the cost and expense of the Offeror.

9. Price Adjustments: Material price adjustments requested by the contractor shall be limited to actual increased or decreased costs passed from the supplier/manufacturer to the contractor. Any request for price adjustments shall be submitted in writing and supported with appropriate documentation showing the increased cost to the contractor versus the cost used to determine the price quoted at the Solicitation Opening.

10. Force Majeure: In no event shall the Offeror be responsible or liable for any failure or delay in the performance of its obligations hereunder arising out of or caused by, directly or indirectly, forces beyond its control, including, without limitation, strikes, work stoppages, accidents, acts of war or terrorism.

11. Contacts: All questions concerning this Request for Proposals (RFP) shall be submitted in the GMCS Bonfire eBidding Portal.

Offerors are hereby advised and cautioned that all communication and information shall be obtained only through the Procurement Manager. Communication with other District employees, officials or Board Members in connection with this solicitation may result in Offeror’s proposal being disqualified.

Only written questions will be accepted. Responses to written questions will be through Amendment ONLY, which shall be posted on the GMCS webpage and emailed to the Offerors who have submitted the Acknowledgement of Receipt Form.

L. Contractor Due Diligence; Assumption of Risk; No Relief for Failure to Review: The Contractor expressly acknowledges that it has carefully examined and understands the entire Solicitation, including all instructions, specifications, scope of work, general and special conditions, addenda, attachments, incorporated documents, and applicable federal, state, and local laws and regulations governing the procurement and performance of the Contract.

The Contractor represents that, prior to submission of its response, it made all investigations, examinations, and inquiries necessary to determine the nature and scope of the work and the obligations required for full performance. The Contractor further acknowledges that it had the opportunity to submit written questions or requests for clarification during the Solicitation process and that any ambiguities or uncertainties not raised prior to the deadline for questions are deemed waived.

The Contractor assumes full responsibility for performing the work in strict compliance with all Solicitation and Contract requirements. Failure to read, interpret, or fully understand any provision of the Solicitation or resulting Contract shall not:

1. Relieve the Contractor of its obligations

2. Serve as a basis for additional compensation, time extension, equitable adjustment, or claim

3. Excuse nonperformance or defective performance; or

4. Limit the Owner’s rights and remedies under the Contract or applicable law.

The Contractor expressly assumes the risk of errors, omissions, misunderstandings, or misinterpretations of the Solicitation or Contract documents that could have been identified through reasonable diligence prior to submission of its response.

M. Indefinite Quantity: GMCS reserves the right to purchase all, any, or none of the items listed in this proposal based on District needs at given times during the period of this contract. GMCS makes no guarantee to minimum purchases or quantities.

N. Multiple Award: GMCS reserves the right to make multiple awards as may be necessary or most advantages to the District.

O. Cost: Cost will be submitted in two ways. A Cost Proposal BidTable located in GMCS’s eBidding Portal. Additionally, every prospective offeror will submit their Firm’s Detailed Pricing information in the designated area located in the eBidding Portal.

SCOPE OF WORK & SPECIFICATIONS

The Gallup-McKinley County School District desires to contract Student Based hands-on College and Career/CTE Curriculum for Elementary, Middle and High schools to include all supplies and materials.

A. Offeror is required to provide:

1) Professional Development and Training – The Offeror shall provide professional development opportunities in both virtual and on-site, face-to-face formats for leadership teams and teachers. Training shall include all instruction necessary to effectively implement associated applications. The Offeror must provide comprehensive details regarding eligible participants, training schedules, frequency, and delivery methods.

2) Equipment and Supplies – The Offeror shall furnish all equipment and supplies required for each course. In the event that additional materials are necessary and not provided by the Offeror, a detailed list of such items must be submitted in advance.

3) Instructional Materials and Programs – The Offeror shall provide:

a) All required instructional materials, in digital and/or hardcopy formats;

b) Access to a digital platform, including student access as applicable;

c) Tools for student progress monitoring;

d) A data dashboard for reporting and analytics.

4) Curriculum – The Offeror shall provide a comprehensive range of curriculum-based courses in College and Career/CTE pathways, including advanced course offerings for both primary and secondary grade levels. Curriculum shall include mapping and must align with New Mexico Standards and applicable CTE program requirements.

B. All tangible items are meant for multi-year use in the high school, middle school and elementary school settings. As such, the quality of the items provided shall be durable and of acceptable quality. Quality acceptability shall be determined by the Procurement Manager.

C. Orders:

1) The District intends to order a minimum (1) time per year. The order cycle is intended to be a large order in late Spring to accommodate the start of school in August.

2) The District may also order throughout the year as enrollment fluctuates.

3) The District intends to “stock” a minimal amount of supplies at the Receiving and

Delivery (R&D) Warehouse.

D. The District is seeking curriculum and courses in the following categories:

1) Elementary Schools (examples)

a) Automation and Robotics

b) Energy and the Environment

c) Flight and Space

2) Middle School (examples)

a) Floating and Sinking

b) Sunlight and Weather

c) Light and Sound

3) High School (examples)

a) Computer Science (example)

1. School of Technology/Network Systems & Cybersecurity

b) Engineering

c) Media/ Film Program

d) Business/ Interpersonal

e) Biomedical Science

f) Any other course deemed related to College and Career/CTE by the District

E. Delivery Destination: All deliveries will follow GMCS Policies & Procedures and be delivered to the GMCS Receiving and Delivery Warehouse or District School Site based upon the needs of the District.

RESPONSE FORMAT AND ORGANIZATION

A. Number of Responses – Only one (1) proposal may be submitted by each individual entity in response to this solicitation.

B. Required Forms or Input Information – Offerors shall upload forms in Portable Document File (pdf) format and input information which are stated to be required on the GMCS Bonfire eBidding portal.

C. Optional Forms or Input Information – Offerors may upload forms in Portable Document File (pdf) format or input information which are optional, but applicable to the Offeror, i.e., NM Resident Preference Certificate, NM Veteran’s Resident Certificate, other certification(s), etc.

D. Supplies and Materials – Offeror must include a list of course supplies and materials with the supplies that the Offeror can source. Offeror must provide lists for each course.

E. Proposal Format – Proposals are limited to twenty (20) standard 8 ½” x 11” pages of text and/or graphic material. If there are any questions as to format requirements, they shall be directed to the Procurement Manager for clarification, prior to submitting documents.

1) Cost Proposal - only one (1) cost proposal/BidTable is to be submitted. This must be uploaded separately from the Technical Proposal and include information as requested in the Evaluation Criteria.

a) Offerors are cautioned that disclosing cost information in other parts of their proposal, other than were requested to be input/submitted, may result in declaring the proposal as Non-Responsive, and will not be evaluated or considered for award.

2) Exclusions from Page Limitation—the Cost Proposal and required or optional forms are excluded from the maximum page count.

3) Non-Conforming Proposal – Any proposal deemed non-conforming by the Procurement Manager and/or Evaluation Committee Chairperson in regard to format will be considered non-responsive. Offerors shall contact the Procurement Manager to clarify questions concerning format prior to submission.

EVALUATION PROCESS

A. The purpose of the evaluation of proposals is to assess the relative merits of the proposals submitted and to make an award to the responsible Offeror(s) whose proposal(s) is/are determined to be the most advantageous to the District, taking into consideration the evaluation factors as set forth below

1) Short List – A maximum total of 100 points is possible in scoring each proposal for the shortlist evaluation.

2) Finalists/Interviews and Site Visit(s), if applicable – A maximum total of 100 points are possible in scoring finalists in the interview process.

a) If the Evaluation Committee determines that there are sufficient responsive, responsible Offerors submitted, notice will be given to those Offerors to attend a pre-interview meeting (if held) and participate in the Interview Process.

3) Final Rankings – All committee rankings (not individual scores) are public record and will be available for public inspection at the District offices after final award of contract(s).

Individual scores and rankings by each committee member shall be confidential.

4) Point Calculations - All calculations of point standings, including any addition or deduction of points to Offeror submittals, shall occur at a meeting of the Evaluation Committee, with all members in attendance. The Committee’s points for each Offeror shall be totaled and averaged, and the average translated into a rank score. The highest rank(ed) Offerors shall be considered for interviews. The District reserves the right to award a contract or contracts without holding interviews.

B. The Cost Proposal must be submitted SEPARATE from the Technical Proposal in the space provided in the GMCS Bonfire eBidding Portal.

1) Provide a proposed budget for rates charged for training at each elementary school, mid school and high school site, to include all travel expenses.

2) The cost proposal is for evaluation purposes only and may or may not be the basis of a best and final offer.

3) Alternate pricing structures may be submitted, but CLEARLY LABELED AS

ALTERNATE PRICE PROPOSAL. However, the amount stated above will be utilized for the evaluation and scoring of the proposals.

EVALUATION CRITERIA

Criteria Description Points

Available

Experience Provide information that documents your firm’s or team’s, overall qualifications, experience, background, capacity, and number of years of experience regarding the type of services required.

Curriculum Supplies and

Material

Respond to the requested specifications and demonstrate ability to provide curriculum with explicit instructional strategies through online (digital) and additional offline components and/or printable resources. Include a list of course supplies and materials with the supplies that the Offeror can source. Provide lists for each course.

Curriculum must align to District Pathways and CTE Programs.

Professional Development and

Training

Provide detailed information on provided professional development opportunities in both virtual and on-site, face-to-face formats for leadership teams and teachers. Training shall include all instruction necessary to effectively implement associated applications. The Offeror must provide comprehensive details regarding eligible participants, training schedules, frequency, and delivery methods.

Past Performance

Provide a list of current or previous clients, with the proposed scope of work, including comparable scale and size of the District, has been contracted. The Evaluation Committee may consider any relevant information or data, from any reliable source (references) relating to the RFP evaluation factors and the Offeror’s ability to successfully perform the project.

Other Value Offerors are encouraged to thoroughly describe any other value-added services they feel may contribute to the success of the District. These should be identified and listed separate.

Cost

Cost will be submitted in two ways. A Cost Proposal BidTable located in GMCS’s eBidding Portal. Additionally, every prospective offeror will submit their Firm’s Detailed Pricing information in the designated area located in the eBidding Portal. Costs proposed should be in direct relationship to the services offered. Other Value-Added Services shall be listed separately.

Interview/ Oral Presentation

-If Held-

Total points, based on questions for the interview, and potential site visit(s), will be a possible 100 Points. Questions will be distributed prior to the Oral Presentation or at the pre-interview meeting. Dates, times, and location for events will be in the notification of short-listed finalists.

Lowest Responsive Offer Cost

Offeror’s Points = -------------------------------------------- X Maximum Points This Offeror’s Cost

The Lowest Responsive Offeror’s Cost will be divided by other Offeror’s cost, and then multiplied by the number of available points in the evaluation process to arrive at the final ranking of Offerors.

GRAND TOTAL 200 POINTS