RFP FF-F-26-09701-2040 1

RFP FF-F-26-09701-2040 2

REQUEST FOR PROPOSAL

FF-F-26-09701-2040

USDA Cafeteria Furniture, Installation and Related Products & Services

West Ada School District Procurement Services Department in Partnership with Equalis Group

TABLE OF CONTENTS

RFP Administration Information………………………………………………………………………………………………………3

Section 1 Overview……………………………………………………………………………………………………………………….....4-9

2 Questions………………………………………………………………………………………………………………………10-11

3 Instructions for Submission of Proposal ………………………………………………………………………..12-15

4 Proposal Format…………………………………………………………………………………………………………………16

5 Proposal Review, Evaluation, and Award……………………………………………………………………….17-18

6 Mandatory Submission Requirements…………………………………………………………………………..19-20

7 Vendor/Personnel Qualifications……………………………………………………….………………………….21-22

8 Organization and Staffing…………………………………………………………………………………………………..23

9 Scope of Work……………………………………………………………………………………………………………….24-25

10 Cost Proposal……………….…………………………………………………………………………………………….…26-28

RFP FF-F-26-09701-2040 3

RFP ADMINISTRATIVE INFORMATION

RFP Title:

USDA Cafeteria Furniture, Installation and Related Products & Services

RFP Project Description:

Joint School District No. 2 dba West Ada School District is issuing this RFP to establish a competitively solicited Master Cooperative Purchasing Agreement for cafeteria furniture, installation and related products & services funded in whole or in part by USDA federal funds in the State of Idaho. The resulting agreement will be available to current and future members of Equalis Group nationwide, in compliance with Idaho Code, 2 CFR Part 200, and applicable USDA regulations, with award to one or more vendors determined to be in the District’s best interest.

RFP Lead:

Cathy Wright, Procurement Manager West Ada School District 1303 E. Central Dr., Meridian, ID 83642 procurement@westada.org 208.855.4500

Submitting Sealed Proposal: All Proposals must be submitted via Bonfire.

Electronic Submission: westada.bonfirehub.com

Publication/ Q&A Period Opens: Tuesday, March 10, 2026 Pre-Proposal Meeting Tuesday, March 17, 2026; 1:00PM MDT Deadline to Receive Questions:

Tuesday, March 24, 2026; 10:00AM MDT

RFP Closing Date & Public Opening:

Tuesday, April 7, 2026; 2:00PM MDT

Recommendation to Board: April 27, 2026; 6:00PM MDT Initial Term of Contract and Extensions:

Three (3) years. Upon mutual, written agreement, the Contract may be extended for two (2) twelve month periods. The anticipated total Contract term is five (5) years, if both extensions are agreed upon.

SECTION 1

Overview

1.1 Purpose

This Request for Proposal (“RFP”) is published by Joint School District No. 2 dba West Ada School District for the purpose of awarding a master cooperative purchasing agreement (the “Master Agreement”) and creating a cooperative purchasing program from qualified vendors to furnish, deliver, and, where applicable, install cafeteria furniture and related products & services to be funded in whole or in part with federal funds through the United States Department of Agriculture (USDA) in the state of Idaho (the “Program”) that will be available to current and future members of Equalis Group (the “Members”). Under applicable state statutes, public sector entities nationwide that join Equalis Group can purchase products and services through the resulting Master Agreement without having to conduct their own formal procurement process, thereby saving both themselves and the awarded suppliers (a “Winning Supplier” “Supplier Partner”, and “Awarded Contractor”) significant time and money.

The use of the Master Agreement by any public agency is preceded by registration with Equalis Group and by using the Master Agreement (a “Program Participant”), any such Program Participant agrees that it is registered with Equalis Group, whether pursuant to the terms of a Master Intergovernmental Purchasing Cooperative Agreement, that can be accessed at https://equalisgroup.org/member-registration/, or as otherwise agreed to.

This procurement is conducted in accordance with:

• Idaho Code governing public purchasing

• 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards)

• Applicable USDA regulations and guidance

The District intends to award to one or more responsive respondents whose proposals are determined to be in the best interest of the District.

1.2 Definitions

Unless the context requires otherwise, all terms not defined below shall have the meanings defined in Idaho Code 67-9203 or IDAPA 38.05.01.011. The following words and expressions or pronouns used in substitute therefore shall, wherever they appear in this contract, be construed as follows, unless a different meaning is clear from the context:

a. “Board” shall mean the Board of Trustees of Joint School District No. 2, its duly authorized representative.

b. “Contract” or “contract documents” shall be this Contract and include the section of this document titled “Scope of Work”, both as a whole and severally.

c. “Contractor” shall mean whoever is the successful bidder, whether operating as a corporation firm or individual, or any combination of same, and Contractor’s succession of personal representatives, executors, administrators, and assigns, and any person, firm, or corporation who or which shall at any time be substituted in Contractor’s place.

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d. “District” shall mean Joint School District No. 2, dba West Ada School District or its authorized representative(s).

e. “Law” or “laws” shall mean the Constitution of Idaho, the statutes and regulations of

Idaho, any applicable Federal statutes or regulations, and any ordinance, rule, or regulation having the force of law that is applicable to the contract.

f. “Notice to the Contractor” shall mean written notice emailed, faxed and/or deposited in the United States mail addressed to Contractor at such address as may appear in an instrument executed by Contractor for that purpose and delivered to the Board as a change of address.

g. “Notice to the Board of Trustees” shall mean written notice delivered to the Clerk for the Board or Trustees or Chair of the Board. Nothing contained in this agreement shall, however, be deemed to preclude or render inoperative the service of any notice, direction, or other communication on Contractor personally, or if Contractor is a corporation, or any officer or director of Contractor.

h. “Offeror” shall mean a person or entity delivering the Procurement item identified in the Contract. The term “Offeror” shall include Proposer’s agents, officers, employees, subcontractors, and partners.

i. “Proposal” shall mean a written response, including pricing information, to a Request for Proposals that describes the solution or means of providing the Property/Services requested and which Proposal is considered an offer to perform in full response to the Request for Proposals. Price may be an evaluation criterion for Proposals but will not necessarily be the predominant basis for Contract award.

j. “Request for Proposals” (RFP) includes all documents, whether attached or incorporated by reference, utilized for soliciting competitive Proposals and is generally utilized in the acquisition of services or complex purchases.

k. “Solicitation” means an invitation to bid, request for proposals, request for quotation, notice of a sole source procurement, request for statement of qualifications, request for information, or any document used to obtain bids, proposals, pricing, qualifications, or information for the purpose of entering into a Contract.

l. “White Glove Service” shall mean a premium, end-to-end furniture installation offering that goes beyond standard drop-off. It typically includes Inside Delivery, Unpacking, Assembly & Installation, Quality Check, Debris Removal & Careful Handling.

1.3 Term and Funding

West Ada and Equalis Group are seeking to award a contract that shall be effective for a period of three

(3) years, from May 1, 2026, to April 30, 2029, unless sooner terminated in accordance with the provisions of the contract. Upon mutual agreement of both parties, this Master Agreement may be extended for an additional one-year term for a total of up to two (2) years.

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This is an indefinite demand, indefinite quantity (“IDIQ”) contract opportunity and West Ada is not asserting any public funds have been allocated to purchase the products and services that will be available through this Program.

1.4 Background Information

The West Ada School District is the largest school district in the state of Idaho with approximately 38,000 students and 60 schools (36 elementary schools, 11 middle schools, 12 high schools, and 1 on-line school).

Located in southwest Idaho, the West Ada School District sits squarely in what is known as the Treasure Valley. The Boise River runs through the northern part of the district and Interstate 84 runs through the southern part. The District covers 382 square miles and is contained within 8 municipalities (2 Counties:

Ada County, Canyon County and 6 Cities: Boise, Meridian, Star, Eagle, Nampa & Kuna).

1.5 Cooperative Contract Administration

1.5.1 Cooperative Contract Administration

West Ada School District (“District”) has entered into an agreement with Equalis Group, a national cooperative purchasing organization, to make contracts awarded pursuant to this RFP available for use by eligible participating agencies nationwide, as permitted by law.

Equalis Group serves solely in an administrative and facilitative capacity in connection with the resulting Master Cooperative Purchasing Agreement. Equalis Group is not a party to any purchase order, customer agreement, or other transaction entered into between the awarded Contractor and any participating agency.

Each participating agency (“Program Participant”) that elects to utilize the Master Agreement does so under its own independent procurement authority and is solely responsible for:

• Compliance with all applicable federal, state, and local laws and regulations;

• Issuance of its own purchase orders or customer agreements;

• Administration of its contractual relationship with the Contractor; and

• Payment for goods and services ordered.

The terms governing the relationship between Equalis Group and the awarded Contractor, including marketing, reporting, administrative fees, and other program administration requirements, are set forth separately in the Equalis Group Administration Agreement and related Equalis documentation incorporated into this solicitation. Nothing in this RFP is intended to modify or supersede those Equalis specific contractual requirements.

1.6 Procurement Authority, Eligible Users, and No Guarantee of Volume

1.6.1 This Request for Proposals (RFP) is issued by West Ada School District under its lawful procurement authority and in accordance with all applicable federal, state, and local procurement laws, regulations, and policies.

Participation by eligible organizations is voluntary, and each participating organization is responsible for ensuring its own compliance with all applicable USDA program requirements, federal grant regulations, and state or local procurement rules.

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1.6.3 Each participating USDA-funded organization shall rely on its own independent procurement authority when utilizing the contract and shall execute purchases in accordance with applicable federal regulations, including but not limited to 2 CFR Part 200 and relevant USDA program regulations. No participating organization is obligated to use the contract.

1.6.4 Any contract awarded as a result of this RFP does not constitute a commitment to purchase, nor does it guarantee a minimum quantity, dollar amounts, or level of usage by the Lead Agency or any participating USDA-funded organization. All quantities, usage projections, or estimates provided are for evaluation purposes only and are not binding.

The contract is non-exclusive. Participating organizations reserve the right to procure similar or identical goods or services from other sources when deemed to be in their best interest or required to meet program, operational, or regulatory needs.

1.6.5 Contractor acknowledges and agrees that it shall have no claim for lost profits, anticipated sales, overhead, or other damages arising from the lack of participation, reduced usage, or non-use of the contract by any eligible organization.

1.7 Resulting Contract

1.7.1 The Contract will be comprised of this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by either party; and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

1.7.2 The following documents are incorporated into this RFP as if set out in their entirety, whether or not they are attached in Bonfire:

• Solicitation Instructions for Vendor

• RFP Bid Packet # FF-F-26-09701-2040

• Attachment 1: Federal and Idaho Law Acknowledgements

• Attachment 2: Addendum Acknowledgement

• Attachment 3: Equalis Contract

• Attachment 4: Product & Ancillary Fee Pricing Sheet

• Attachment 5: Value Add Price List

• Evaluated Total Cost Proposal Bid Table (BT-69GZ)

• Standard Contract Terms and Conditions

• Manufacturer Catalog(s)

1.7.3 The Contractor shall perform the services and furnish the equipment and personnel as provided in the specifications and shall do all things necessary and /or proper for the performance and completion of the work required by this contract, in the manner and at the times provided in the bid and specifications.

1.7.4 The contractual requirements included in the request for proposals describe the responsibilities of the successful proposer.

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1.7.5 Both the District and the Contractor understand that the District is bound by the Idaho Public Records Law, and as such all terms of this agreement are subject to and conditioned on the provisions of Idaho Code 74.102.

1.7.6 The items and quantities shown on the evaluation cost proposal form are for evaluation purposes only.

1.7.7 Freight and/or Installation:

Vendors shall price freight and installation separately as identified on Attachment 4: Product & Ancillary Fee Pricing Sheet. Exception: Freight may only be included within the product cost if the vendor’s catalog clearly indicates that freight is built into the product price. In such cases, freight does not need to be broken out separately and vendors shall indicate $0 on Attachment 4: Product & Ancillary Pricing Sheet as well as on the Evaluated Total Cost Proposal (BT-69GZ).

Vendors that provide $0 for freight shall not include any freight on resulting invoices.

All percentage fees proposed by vendors for freight and/or installation on Attachment 4:

Product & Ancillary Fee Pricing Sheet represent ceiling percentages. Awarded vendors may choose to quote lower percentage fees on a per‑order basis.

1.7.8 This RFP is issued in accordance with 2 CFR §200.320(b) (Competitive Proposals) and Idaho Code 67-2806 & 67-2806A.

The District will evaluate proposals based on the criteria set forth herein and may:

• Award to multiple vendors

• Negotiate with one or more Respondents

• Reject any or all proposals

1.8 General Contractual Responsibilities

1.8.1 During the term of this contract, the Contractor shall provide and maintain for the District cafeteria furniture, installation and related products & services.

1.8.2 The Contractor will not discriminate against any employee or applicant for employment for any reason pursuant to Federal and State anti-discrimination laws, including but not limited to Idaho Code 67-5901 and 67-5912.

1.9 USDA Requirements

1.9.1 USDA Non-Discrimination Statement:

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay System at (800) 877-8339.

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To file a program complaint of discrimination, complete a Form AD-3027, (AD-3027), USDA Program Discrimination Complaint Form which can be obtained online at:

https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508- 0002-508-11-28-17Fax2Mail.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

Mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW, Washington, D.C. 20250-9410;

fax: (833) 256-1665 or (202) 690-7442; or email: program.intake@usda.gov

This institution is an equal opportunity provider.

1.9.2 Debarment and Suspension (Executive Orders 12549 and 12689) Certification:

Public Schools are prohibited from contracting with a company or individual that has been debarred or suspended in accordance with 2 CFR Part 200. This prohibition does not extend to contracts in existence at the time of the debarment/suspension or to most contracts under $100,000 . Rather, it applies to new contracts and extensions or renewals of existing contracts of $100,000 or more and to contracts for audit services, regardless of amount. This prohibition does not apply to proposed debarments.

Contractor will immediately notify the Contract Administrator if Contractor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Contractors by a federal entity.

To ensure that a school does not enter into a contract with a debarred or suspended company or individual, each school district must require that each responsive bidder include a certification statement with each bid on each contract. By signing the certification statement, the bidder certifies that neither it nor any of its principals (e.g., key employees) have been proposed for debarment, debarred, or suspended by a Federal agency. It is the responsibility of each bidder to sign the certification statement and submit it with any bid.

A school may rely upon the certification statement submitted by a bidder unless the district knows that the certification is in error. ln such cases, the school districtshould contact the State agency for confirmation of the bidder's status relative to debarment and suspension.

1.9.3 Human Trafficking

As required by 22 U.S.C. 7104(g) and 2 C.F.R. Part 175, this Agreement may be terminated without penalty if a private entity that receives funds under this Agreement: (a) Engages in severe forms of trafficking in persons during the period of time that the award is in effect; (b) Procures a commercial sex act during the period of time that the Agreement is in effect; or (c) Uses forced labor in the performance of the Agreement.

https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf mailto:program.intake@usda.gov

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SECTION 2

Questions

2.1 Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with WASD staff, evaluation committee members, or other associated individuals, except Procurement Services.

2.2 Questions

2.3.1 This solicitation is issued via West Ada’s e-Procurement system, Bonfire (https://westada.bonfirehub.com). The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. If it becomes necessary to revise any part of this RFP, amendments will be posted in Bonfire. It is the responsibility of parties interested in this RFP to monitor Bonfire for any updates or amendments. Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing as an Addendum and must be posted to Bonfire to be valid.

2.3.2 Questions or other correspondence must be submitted in writing to this RFP. Refer to the project details in Bonfire for the dates and times of the question period. Questions cannot be received after the Q&A portal closes.

The District reserves the right to not respond to questions if doing so might violate any of the rules or laws governing this procurement process, gives one Offeror an advantage over another, or any other reason that impacts the integrity of the procurement process.

2.3.3 Questions regarding this proposal must be submitted in writing through the “Vendor Discussions” tab in Bonfire under the “Messages” section.

2.3.4 The District reserves the right to obtain clarification of any point in the proposal by obtaining necessary information to properly evaluate the proposal, including contacting subcontractors listed in the proposal. Failure of a respondent or subcontractor to respond to such a request for additional information or clarification may result in the rejection of the proposal.

The District’s retention of this right shall in no way reduce the responsibility of the respondent to submit a complete, accurate, and clear proposal.

2.3.5 Attempts to communicate with any District employee or agent other than the District’s Procurement Department regarding any of the products, services, or ideas represented in this proposal will be viewed as an attempt to circumvent the competitive proposing process and may lead to the disqualification of the proposal(s).

2.4 Addenda

The District shall not be responsible for oral interpretations given by a District employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretations, clarification or additional information can be given that would change the terms and conditions of the proposal. Any modification of this proposal that results in substantial changes to the Statement of Work https://westada.bonfirehub.com/

11 | P a g e will be published in an Addendum to this proposal. This proposal and subsequent addendum, if any, shall be posted in Bonfire. Addenda can be found under the “Public Notices” section under “Messages”. All registered respondents will receive an electronic notification of any addenda issued.

However, prior to submitting a proposal, it shall be the sole responsibility of each respondent to determine if addenda were issued and, if so, to acknowledge receipt of such addenda via Bonfire.

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SECTION 3

Instructions for Submission of Proposal

3.1 General Instructions

3.1.1 Proposals are required to be submitted electronically (in searchable.pdf format) to the following: westada.bonfirehub.com. Refer to the project details in Bonfire for the deadline date and time. Except as otherwise addressed in this solicitation. Submission of materials may be submitted at any time up until the bid closes. If multiple submissions are received for any required items, only the latest timely submission will be considered.

3.1.2 Proposals will be electronically received, unsealed, and acknowledged at the District Service Center, 1303 E. Central Drive, Meridian, ID 83642.

3.1.3 Proposals received later than the time and date specified will not be considered.

3.1.4 All prices and other notations must be entered electronically.

3.1.5 Respondents must propose separately upon each item, showing unit price and extension (the extension will automatically be computed on your behalf). In case of error in computation, the unit price shall prevail.

3.1.6 Respondent shall quote lowest net price, best delivery date, maximum discount terms for prompt payment, and make and model of the item offered.

3.1.7 Proposals must provide itemized pricing on the Evaluated Total Cost Proposal Bid Table (BT-69GZ) in Bonfire in addition to Attachment 4: Product & Ancillary Fee Pricing Sheet and Attachment 5: Value Add Price List. Vendors shall also provide catalogs for any manufacturer that may be made available through a resulting contract.

3.1.8 Freight: Vendors who have freight included within their catalog price shall state “$0” for freight on the Evaluated Total Cost Proposal Bid Table (BT-69GZ).

3.1.9 The quantities listed in the Evaluated Total Cost Proposal Bid Table (BT-69GZ) are for evaluation purposes only. Catalogs for the items bid on the bid table must be uploaded so verification of % off List price can be verified.

3.1.10 All electronic files must be in Microsoft Word, PDF or Excel format; the only exception is for financials, brochures, or other information only available in an alternate format.

3.1.11 All Proposers must establish an account in the Bonfire system, as it is necessary to process and/or award the resulting Contract. Establishing an account is free and only takes a few minutes.

3.1.12 All required information is identified with a form, document, answer to a question, or electronic certification.

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3.1.13 The Board of Trustees reserves the right to accept or reject any and/or all proposals, portions thereof and waive any formality which is deemed to be in the best interest of West Ada School District. The District also reserves the right to cancel individual items, remove items, and award to the respondent(s) when it's to the best advantage of the District.

3.1.14 Proposals are subject to acceptance within ninety (90) days of the closing date, and proposals shall remain irrevocably in effect through the completion of the contract.

3.1.15 The District reserves the right to cancel this RFP and all supporting documents at any time. Cancellation notices shall be posted as an addendum.

3.1.16 Qualifications of a proposal with a requirement by respondent for any minimum order other than as specified in this proposal may be cause for rejection of respondent's entire proposal. The Board specifically reserves the right to reject any conditional proposal and will normally reject those which make it impossible to determine the true amount and quality of the proposal.

3.1.17 Before submitting a proposal, the respondent shall thoroughly familiarize themselves with all Terms and Conditions of the Contract Proposal Form, and any addenda issued before the Proposal Closing. Such addenda shall form a part of the Proposal and shall be made a part of the Contract Documents. It shall be the respondent's responsibility to ascertain that their proposal includes all addenda issued prior to the Proposal Closing. Respondents should review carefully the information provided, to ensure that they are thoroughly familiar with all the requirements, conditions and cost implications that will exist if a contract is awarded to them.

The respondent must satisfy themselves by personal examination and by such other means as they may prefer as to the actual conditions and requirements under which the service must be performed. If under inspection and examination by the respondent there are any existing conditions or requirements of the service which are not completely understood by the respondent, they shall submit a question via the Vendor Discussions tab in Bonfire under the “Messages” section during the Q&A period.

Respondents are expected to examine the specifications and all instructions of the proposal.

Failure to do so will be at the respondent's risk. Each respondent shall furnish the information required by this proposal.

3.1.18 Costs incurred in proposal preparation are the sole responsibility of Proposer.

3.1.19 No proposal may be withdrawn after the time of opening.

3.1.20 Respondents or their authorized representatives are expected to carefully examine all documents in the solicitation to obtain knowledge of existing conditions, limitations, and requirements before submitting proposals. Failure to do so will be at the respondent's own risk and he/she cannot secure relief on the plea of error. In case of error in extension of the prices in the proposal, the unit price shall be at the discretion of the Procurement Manager.

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3.1.21 Time is hereby declared to be of the essence in this contract. Time and manner of delivery are essential factors in proper performance under the contract.

3.1.22 All items delivered must be in a condition acceptable to the District. All articles, unless otherwise specified, must be delivered, ready for use. Packages shall be so constructed as to ensure safe transportation to the point of delivery. Repacked products are not acceptable. It shall be the responsibility of the vendor to file claims for damage or defective merchandise. In the event of receipt of merchandise with concealed damage, the vendor will be immediately notified by email. All articles shall be subject to inspection and acceptance or rejection by the District.

Proposals are to be based on a fully delivered price. All prices, including total, must include any and all discounts. Equipment pricing shall be submitted as a Discount off List. Unit prices shall reflect the cost of the equipment only. Delivery F.O.B. School Site, including drayage, freight, pallets, packaging, installation, and any other ancillary charges, shall be itemized and quoted separately and shall not be included in the equipment unit cost. No charges for the transportation, handling, containers, packing, etc., will be allowed unless otherwise specified in the proposal. No separate charges for the preceding will be allowed nor paid by the District and must include a detailed delivery/packing slip. All delivery and freight charges are to be included in the proposal price. Any requirement by the respondent that contains all or none groups, quantities, weights, or other criteria must be met, in order to qualify for proposal prices, will result in disqualification.

3.1.23 Prices bid are maximums for the period of the contract. If Contractor offers a greater percentage discount off published list pricing for substantially similar product categories to another Idaho public agency under comparable purchasing conditions, and Contractor has the ability to extend such discount, Contractor shall make such discount available to the District for purchases made under this Agreement.

3.1.24 The suppliers may invoice partial shipments, and payment will be made without waiting for completion of the entire order.

3.1.25 Failure to comply with the above requirements shall constitute grounds for the bid to be declared non-responsive.

3.2 Trade Secrets

Paragraph 25 of the Solicitation Instructions to Vendors, describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 25 of the Solicitation Instructions to Vendors Proposers must also:

3.2.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated

15 | P a g e from other text/information and specifically identified as a “trade secret.” Any attempt to mark an entire proposal as “trade secret” will deem the proposal non-responsive.

3.2.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the District’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3 Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name.

3.2.4 Refer to the Standard Terms and Conditions regarding Public Records and Idaho Code Section 74-101, et seq. for further information regarding the disclosure of information or documents for public inspection.

3.3 Electronic Submission

3.3.1 Proposals are required to be submitted electronically (in searchable.pdf format) to the following: https://westada.bonfirehub.com. Refer to the project details in Bonfire for the deadline date and time. When submitting through Bonfire, UPLOAD YOUR TECHNICAL PROPOSAL, ATTACHMENTS 1-5, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

Proposals will be electronically received, unsealed, and acknowledged at the District Service Center, 1303 E. Central Drive, Meridian, ID 83642 via a Teams Meeting on the date and time indicated on Page 3 and in Bonfire. A link to the Teams Meeting is provided in Bonfire.

Proposals received later than the time and date specified will not be considered.

3.3.2 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the submission deadline to allow for resolution of technical difficulties. Be advised that the District is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties.

3.3.3 Be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in Bonfire, which must be the same legal entity presented in the uploaded response materials. If the entity identified in the “Requested Company Information” differs from the entity under which you submit your Proposal in Bonfire, the information provided in the “Requested Company Information” prevails.

3.3.4 Proposers are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Proposer’s response.

https://westada.bonfirehub.com/

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SECTION 4

Proposal Format

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1 Format

Proposals shall follow the numerical order of this RFP beginning with Section 7 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section, followed by your response.

Proposers are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Proposer’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word, PDF, or Excel and must not be locked. Proposers are strongly cautioned against including website links or imbedded documents in the Proposal; the District will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.2 Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Proposer’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Proposer’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed;

points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section.

If Offeror responds, points will be awarded based on predetermined criteria.

The District reserves the right to waive any minor informalities as well as minor deviations from specifications and to evaluate the proposal based on the determination of what is in the District's best interest. The District also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

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SECTION 5

Proposal Review, Evaluation, and Award

5.1 Overview

The objective of the District in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1 All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2 Evaluation Criteria

Proposals that are found to be responsive will be evaluated and assessed in accordance with the evaluation criteria below.

Factor Weight

Vendor Qualifications & Experience 20%

Organization, Staffing & Implementation 25%

Product Solution, Value-Added & Cooperative Strategy

25%

Evaluated Total Cost 30%

Total 100%

5.2 Evaluations

5.2.1 All responsive proposals will be considered. Evaluation of the proposals received in compliance with the RFP instructions will be performed for the purpose of selecting a Respondent(s) that best meets the needs of the District. Responses that merely restate the requested elements without meaningful explanation, examples, or supporting information may receive lower scores.

The Respondent(s) with the highest scores will be selected as the final Service Provider(s).

Before and/or after the review process, the District reserves the right to visit agencies where the Respondents are currently providing similar services and discuss, in detail, any considerations related to the service provider(s) role. In evaluating RFP responses, the District

18 | P a g e will award points to each response up to the maximum points that are listed for each of the listed criteria: Maximum 100 points.

5.2.2 The District reserves the right to seek clarification from any respondent (new, additional information is not allowable), the right to reject any and all responses received with or without cause, the right to negotiate all final terms and conditions of any agreement entered into with any respondent that submits a response and also to waive any irregularities or informality if deemed to be in the best interest of the District.

5.3 Technical Proposal

5.3.1 The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the District, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.3.2 The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.4 Cost Proposal

5.4.1 The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on the total lowest cost provider. The Proposal with the Lowest Total Overall Cost proposed will receive all available Cost Points: 30 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

30 X Lowest Overall Total Cost

Overall Total Cost being evaluated

5.5 Award

Proposals will be tabulated and recommendations for award of a contract will be made by the Procurement Manager.

Award of Contract will be made to the responsive Offeror(s) whose Proposal receives the highest number of total points.

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SECTION 6

Mandatory Submission Requirements

The technical proposal begins with the mandatory items identified in this list and the following sections.

NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; PROPOSERS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF

WHETHER THEY ARE IDENTIFIED IN THIS LIST.

REQUIRED DOCUMENTS:

☐ (M) ATTACHMENT 1: Federal and Idaho Law Acknowledgements: Complete, sign, and submit.

☐ (M) ATTACHMENT 2: Acknowledgement of Addenda: If the RFP is amended, the Offeror must acknowledge each addendum with a signature on the acknowledgement form provided. Failure to return a signed copy of the addenda acknowledgement form with the Proposal may result in the Proposal being found non-responsive. If no addenda are posted, still sign and submit as proof of acknowledgement that you have verified the absence of addenda. Complete, sign, and submit.

☐ (M) ATTACHMENT 3: Equalis Group Contract: Complete, sign, and submit the following documents with the Proposal:

☐ Proposal Form 1: Diversity Vendor Certification Participation

☐ Proposal Form 2: Certification and Licenses

☐ Proposal Form 3: Mandatory Disclosures

☐ Proposal Form 4: Dealer, Reseller, and Distributor Authorization

☐ Proposal Form 5: Mandatory Supplier & Proposal Certification

☐ Proposal Form 6: Contractor Certification Requirements

☐ Proposal Form 7: Boycott Certification

☐ Proposal Form 8: FEMA Funding Requirements Certification Forms

☐ Proposal Form 9: Arizona Contractor Requirements

☐ Proposal Form 10: General Terms and Conditions Acceptance Form

☐ Proposal Form 11: Equalis Group Administration Agreement Declaration

☐ Proposal Form 12: State Notice ☐ (M) ATTACHMENT 4: Product & Ancillary Fee Pricing Sheet

☐ (M) ATTACHMENT 5: Value Add Price List ☐ (M) Manufacturer Catalog(s)

☐ PROVISIONALLY PROVIDED: Document outlining specific trade secrets, as detailed in

Section 3.2.1, a separate document entitled “List of Redacted Trade Secret Information, as detailed in Section 3.2.2, and a Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.3.

☐ PROVISIONALLY PROVIDED: Conflict of Interest Disclosure Statement (Per Item 14 in Standard Terms and Conditions).

☐ Section 7: Provide a response to all (ME) sections:

• 7.1 (ME) Business Profile & Capacity

• 7.2 (ME) Relevant Experience

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• 7.3 (ME) Demonstrated Performance & Results

• 7.4 (ME) Customer Retention & Satisfaction

• 7.5 (ME) References

☐ Section 8: Provide response to all (M) and (ME) sections:

• 8.1 (ME) Project Leadership & Account Management

• 8.2 (ME) Implementation & Installation Strategy

• 8.3 (M) Subcontractors

☐ Section 9: Provide response to all (ME) sections:

• 9.1 (ME) Product Quality & Lifecycle Value

• 9.2 (ME) Flexibility & Customization

• 9.3 (ME) Value-Added Services & Innovation

• 9.4 (ME) Cooperative Marketing & Participation Strategy

☐ Section 10: Provide response to all (ME) sections:

• 10.1 Purpose of Pricing Scenarios

• 10.2 Product Construction Requirements – Mobile Folding Cafeteria Tables

• 10.3 (ME) Sample Cafeteria Pricing Scenarios: Provide your cost information on

Evaluated Total Cost Proposal Bid Table (BT-69GZ) in Bonfire.

• 10.3 (M) Attach Sample Manufacturer Cut Sheets & Technical Specifications

☐ All Subsections in Sections 7-10 are required if marked with (ME) and (M). Use the Proposal outlines as part of your response to the RFP. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the responses to each item. You must describe in detail how you will meet each requirement marked (ME).

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SECTION 7

Vendor Qualifications & Experience (20 Points)

7.1 (ME) Business Profile & Organizational Capacity Describe your organization’s structure, service area, and overall capacity to support a multi-site, multi-agency cooperative agreement.

Include discussion of:

• Years in business and primary market focus

• Experience serving K–12 public agencies and/or USDA-funded entities

• Geographic service coverage

• Manufacturer partnerships and supply chain stability

• Financial and operational capacity to support contract growth

Evaluation will consider the stability, scalability, and public-sector alignment of the organization.

7.2 (ME) Relevant Experience Describe your experience providing cafeteria furniture, installation, and related services similar in size and scope to this solicitation.

Rather than listing projects only, explain:

• Types of projects successfully completed

• Number of sites or scale of implementation

• Complexity (phased installs, summer schedules, ADA integration, etc.)

• Experience with cooperative purchasing contracts

• Experience with federally funded procurements

Evaluation will emphasize relevance to K–12 environments, multi-site coordination, and demonstrated understanding of public procurement requirements.

7.3 (ME) Demonstrated Performance & Results Provide examples that demonstrate measurable success.

Examples may include:

• On-time delivery performance

• Installation completion rates

• Warranty claim resolution timelines

• Repeat client engagement

• Documented performance metrics

Proposers are encouraged to provide specific data or outcomes that reflect reliability, responsiveness, and long-term partnership success.

Evaluation will favor evidence-based responses over generalized statements.

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7.4 (ME) Customer Retention & Satisfaction Describe your customer retention philosophy and approach to long-term client relationships.

You may include:

• Percentage of repeat public-sector clients

• Contract renewal rates

• Client satisfaction methodologies

• Issue resolution process

• Examples of long-term partnerships

Evaluation will consider demonstrated commitment to service quality and sustained client relationships.

7.5 (ME) References Provide contact information for at least three (3) clients for whom you have provided similar products and services.

Include:

• Agency name

• Contact person

• Title

• Phone/email

• Brief project description

The District reserves the right to contact references and consider feedback as part of the evaluation. See Section 5.2.2.

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SECTION 8

Organization, Staffing & Implementation (25 Points)

Proposals will be evaluated on the Offeror’s ability to effectively manage planning, delivery, installation, and post-installation support.

8.1 (ME) Project Leadership & Account Management Identify the proposed Project Lead and describe the leadership structure that will support this contract.

Describe:

• Experience managing similar contracts

• Decision-making authority

• Communication structure with District and participating agencies

• Escalation procedures

Evaluation will consider clarity of leadership structure, accountability, and responsiveness.

8.2 (ME) Implementation & Installation Strategy

Describe your approach to executing cafeteria furniture projects from order placement through final acceptance.

Include discussion of:

• Pre-installation coordination

• Scheduling flexibility (summer windows, phased implementation, emergency replacements)

• Site logistics planning

• Protection of facilities during installation

• Quality control and inspection process

• Punch list management

• Warranty and post-installation support

Proposers are encouraged to identify risks and explain how they proactively mitigate them.

Evaluation will favor structured, well-defined methodologies over generic delivery statements.

8.3 (M) Subcontractors If subcontractors will be used, describe:

• Scope of services to be subcontracted

• Oversight and quality control methods

• Compliance monitoring

• Integration with your project management structure

If no subcontractors will be used, provide a statement confirming that all services will be self-performed.

NOTE: The information provided for subcontractors, if any, will be evaluated as part of Section 8.2, Other Key Personnel and Qualifications.

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SECTION 9

Product Solution, Value-Added Services & Cooperative Strategy (25 Points)

The awarded vendor(s) shall provide cafeteria furniture, installation and related products & services, but not limited to:

Furniture & Related Products:

• Cafeteria tables and benches, tables, chairs, and seating

• Soft seating and lounge furniture

• Classroom & Laboratory Furnishings

• Seating and Hard Surface Components

• Decorative elements

• Wall décor and interior enhancements

Installation & Related Services:

• Delivery and placement

• Assembly and installation (if required)

• Removal of packaging and debris

All goods must be:

• New and unused

• Commercial grade

• Compliant with applicable safety standards

• Delivered FOB Destination

9.1 (ME) Product Quality & Lifecycle Value Describe the quality standards and lifecycle durability of your proposed product offerings.

Include:

• Construction philosophy

• Expected product lifespan in K-12 environments

• Warranty support model

• Compliance with safety standards

• ADA integration strategy

Evaluation will emphasize durability,…