18-05. SPECIAL INSTRUCTIONS TO OFFERORS.docx

Scottsdale Unified School District #48 Special Instructions to Offerors

7575 E. Main Street Scottsdale, AZ 85251 480-484-6151

IFB #: 27000

PROJECT: STUDENT IDENTIFICATION CARDS,

PRINTERS, & SUPPLIES

SPECIAL INSTRUCTIONS TO OFFERORS

1. District Representative

In accordance with A.A.C. R7-2-1024, and the “Uniform Instructions To Offerors,” the District Representative is Jeff Thomason, Director of Purchasing.

2. Questions

All questions related to this Solicitation shall be in writing and directed to Bonfire in the Bonfire Portal. Offerors shall not contact or ask questions of the school or department for which the requirement is being procured. All inquiries shall be made a minimum of 7 days prior to the specified opening date as directed on Front Page, Form 1. Any correspondence related to a solicitation shall refer to the appropriate solicitation number, page, and paragraph number. All questions will be responded to as soon as possible.

3. Contract Award

It is anticipated that a contract under this IFB will be awarded to be single awarded at a Governing Board meeting. However, the District reserves the right to award based on determination to be advantageous to the district.

4. Bid Requirements & Cover Letter

Offeror should submit response using the Bonfire platform. The District will make no reimbursement for the cost of developing or presenting bids in response to the IFB. Cover Letter should include a signed letter of interest, stating the firm’s (or individual’s) interest and qualifications in providing these services is required. A brief history of the firm, length of time performing services, location of main office, etc. shall be included.

5. Preparation of Bids A. Electronic Documents: This solicitation document is provided in an electronic format. Any unidentified alteration or modification to any solicitation documents, to any attachments, exhibits, forms, charts or illustrations contained herein shall be null and void. In those instances where modifications are identified, the original document published by the District shall take precedence. As provided in the Uniform Instructions, Offerors are responsible for clearly identifying any and all changes or modifications to any solicitations document upon submission to the District.

B. Bid Format: The bid shall be submitted and formatted as outlined in the IFB. All bids shall contain all descriptive literature, specifications, samples (if requested), references, etc.

C. Acknowledgement of Amendments: In accordance with A.A.C. R7-2-1026, Offeror shall acknowledge receipt of all amendments by signing the Acknowledgement and Non-Collusion Affidavit form of the IFB.

D. Offer and Acceptance: Offeror shall include a signed Offer and Acceptance Form. The Offer and Acceptance Form shall be signed with an original signature by the person signing the Offer and shall be submitted with the submitted bid no later than the Offer due date and time. Failure to return a signed Offer and Acceptance Form may result in rejection of the Offer.

E. Confidential Information: If a person believes that any portion of a bid, bid, offer, specification, protest or correspondence contains information that should be withheld, then the Procurement Officer shall be so advised in writing (price is not confidential and will not be withheld). Such material shall be identified as confidential wherever it appears. The District, pursuant to R7-2-1016, shall review all requests for confidentiality and provide a written determination. The confidential section shall be placed in Confidential Proprietary Submittal Form in Bonfire Electronic Procurement Portal). Should the District find in favor of the firm, any information contained in the Confidential Information envelope, will be viewable only by appropriate procurement staff and evaluators.

F. Attachments: Offerors should include the following attachment forms completed accurately according to the instructions contained within the form. Failure to follow instructions and completion of forms may result in rejection of the Offer. Offeror should review bid package to ensure all required documentation has been submitted in accordance with the Special Instructions.

G. Offer Submission, Due Date and Time: It is the responsibility of the vendor to ensure that the bid is submitted on the due date by the time required in the Bonfire Procurement Portal. Plan accordingly.

H. Non-collusion, Employment, and Services: By signing the Offer and Acceptance form or other official contract form, the Offeror certifies that:

1. The prices 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 Offeror or with any competitor; the prices which have been quotes have not been nor will not be disclosed directly or indirectly to any other Offeror or to any competitor; nor attempt has been made or will be made to induce any person or firm to submit or not to submit, an Offer for the purpose of restricting competition. It did not engage in collusion or other anti-competitive practices in connection with the preparation or submission of its Bid; and

2. It does not discriminate against any employee, applicant for employment or person to whom it provides services because of race, color, religion, sex, national origin, or disability, and that it complies with all applicable Federal, state, and local laws and executive orders regarding employment; and

3. By submission of this bid, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency: and

4. By submission of this bid, that no Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a Cooperative Agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement.

6. Evaluation and Award Basis

Representatives of the District will evaluate the Bid.

Per A.A.C. R7-2-1031, the Bids will be initially evaluated for conforming to the requirements of the Bid. All those responsible and responsive bidders who met the technical requirements will then be evaluated for pricing and specification of products.

All Bids shall be open for public inspection after award of contract, except to the extent the Bidder designates, and the District concurs, that trade secrets or other proprietary data contained in the Bid documents remain confidential in accordance with A.A.C. R7-2-1006 and R7-2-1016.

In accordance with A.A.C. R7-2-1024 the District shall not consider partial offers for award of a contract under this IFB.

7. Evaluation Schedule

The bids will be initially evaluated for conforming to the requirements of the IFB. The following schedule is tentative.

8. Acknowledgement of Amendments

In accordance with A.A.C. R7-2-1042(A.1.b), Offeror shall acknowledge receipt of all amendments by signing the Amendment Acknowledgement & Non-Collusion Affidavit Form of the IFB.

9. Offeror Required Contract/Agreement-

If your firm will require the District to sign any form of contract/agreement, a copy of that contract/agreement shall be included with this Bid. Contents and stipulations contained in the contract/agreement may be part of the evaluation criteria. The District reserves the right to accept or reject any or all parts of the agreement. Contract terms should not conflict with or supersede terms and conditions of the solicitation.

10. Authority

This solicitation as well as any resulting contract is issued under the authority of the Governing Board or designee. No alteration or any resulting contract may be made without the express written approval of the District in a form of an official contract amendment. Any attempt to alter any contract without such approval is a violation of the contract and the School District Procurement Rules. Any such action is subject to legal and contractual remedies available to the District inclusive of, but not limited to, contract cancellation, suspension and/or debarment of the contractor

11. Integrity of Offer

By signing this Bid, the Offeror affirms that the Offeror has not given, nor intends to give any time hereafter any economic opportunity, future employment, gift, loan gratuity, special discount, trip favor, or service to any employee of the District, or the Offeror has not engaged in collusion or anti-competitive practices in connection with the submitted Bid. Failure to sign the Bid, or signing it with a false statement, shall void the submitted Bid or any resulting contract.

12. Deviations to Offer

Any deviation from the general terms and conditions or exceptions taken shall be described fully and appended to the Bid form by signing & completing the Deviations form of the IFB. Exceptions must be signed by an authorized representative of the company. Such appendages shall be considered part of the Offerors formal Bid. For the absence of any statements of deviation or exception, the Offer shall be accepted as in strict compliance with all terms and conditions.

13. Opening

Bids received by the correct time and date will be opened and the name of each Offeror will be publicly available. Bids will not be subject to public inspection until after contract award.

14. Clarifications

Upon receipt and opening of bids submitted in response to this solicitation, the District may request oral or written clarifications, including demonstrations or questions and answers, for the sole purpose of information gathering or for eliminating minor informalities or correcting nonjudgmental mistakes in bids. Clarifications shall not otherwise afford Offerors the opportunity to alter or change their bid.

IFB #: 27000 Page 5 of 5 Due: April 15, 2026 image1.png