2-AOC27002 Legal Reps for Guardianship cases RFP Form-Instructions.doc

State of Utah Courts Request for Proposal

AOC27002

Legal Representation for Guardianship Cases Administrative Office of the Courts

Type Corporation Partnership Proprietorship Government Company Contact Person

The undersigned certifies that the goods or services offered are produced, mined, grown, manufactured, or performed in Utah. Yes_____ No_____. If no, enter where produced, etc.___________________________________________

Offeror(s Authorized Representative(s Signature

Date

Type or Print Name

Position or Title

REQUEST FOR PROPOSAL - INSTRUCTIONS AND GENERAL PROVISIONS

1. SUBMITTING THE PROPOSAL: (a) The Administrative Office of the Courts (AOC) prefers that proposals be submitted electronically. Electronic proposals may be submitted through a secure mailbox at the U3P Euna/Bonfire Utah Public Procurement Place website: https://utah.bonfirehub.com public opportunities tab until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their proposal is submitted in Bonfire before the closing date and time. There is no cost to the supplier to submit Utah’s electronic proposals via U3P. (b) Electronic proposals may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited. All Cost documents should be attached as separate files. (c) If the supplier chooses to submit the proposal directly to the AOC in writing: The proposal must be signed in ink, sealed, and delivered to the Administrative Office of the Courts, Attn Purchasing Department, 450 South State Street, (Matheson Courthouse), PO Box 140241, Salt Lake City, UT 84114-0241 by the "Due Date and Time.” The "Solicitation Number", “Due Date" and “Private Bid” must appear on the outside of the envelope. All prices and notations must be in ink or typewritten. Each item must be priced separately. Unit price shall be shown and a total price shall be entered for each item offered. Errors may be crossed out and corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing offer. Unit price will govern, if there is an error in the extension. Written offers will be considered only if it is submitted on the forms provided by the AOC. (d) Proposals, modifications, or corrections received after the closing time on the "Due Date" will be considered late and handled consistent with the Utah Procurement Rules, section R33-3-209. (e) Facsimile transmission of proposals to AOC will not be considered.

2. PROPOSAL PREPARATION: (a) Delivery time of products and services 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 the AOC. If the supplier lists a trade name and/or catalog number in the offer, the AOC will assume the item meets the specifications unless the offer clearly states it is an alternate, and describes specifically how it differs from the item specified. All offers 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) Incomplete proposals may be rejected. (d) Where applicable, all proposals must include complete manufacturer’s descriptive literature. (e) By submitting the proposal the offeror certifies that all of the information provided is accurate, that they are willing and able to furnish the item(s) specified, and that prices offered are correct. (f) This proposal may not be withdrawn for a period of 60 days from the due date.

3. 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. The AOC will analyze freight charges separately from the item cost and determine how the shipment will be routed (either by the supplier, or by the State’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.

4. SOLICITATION AMENDMENTS: All changes to this solicitation will be made through written addendum only on the U3P Procurement Place website. Answers to questions submitted through U3P are public and shall be considered addenda to the solicitation documents. Bidders are cautioned not to consider verbal modifications.

5. PROTECTED INFORMATION: Suppliers are required to mark any specific information contained in their offer which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the offer. Each request for non-disclosure must be made by completing the “Confidentiality Claim Form” located at: https://purchasing.utah.gov/wp-content/uploads/Business-Request-for-GRAMA-Business-Confidentiality-Claim.pdf with a specific justification explaining why the information is to be protected. Pricing and service elements of any proposal will not be considered proprietary. All material becomes the property of the AOC and may be returned only at the AOC’s option.

6. BEST AND FINAL OFFERS: Discussions may be conducted with offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of assuring full understanding of, and responsiveness to, solicitation requirements. Prior to award, these offerors may be asked to submit best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by a competing offeror.

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

8. AWARD OF CONTRACT: (a) The contract will be awarded with reasonable promptness, by written notice, to the responsible offeror whose proposal is determined to be the most advantageous to the AOC, taking into consideration price and evaluation factors set forth in the RFP. No other factors or criteria will be used in the evaluation. The contract file shall contain the basis on which the award is made. Refer to Utah Code § 63G-6a-708. (b) The AOC may accept any item or group of items, or overall best offer. The AOC can reject any or all proposals, and it can waive any informality, or technicality in any proposal received, if the AOC believes it would serve the best interests of the AOC. (c) Before, or after, the award of a contract the AOC has the right to inspect the offeror's premises and all business records to determine the offeror's ability to meet contract requirements. (d) The AOC will open proposals publicly, identifying only the names of the offerors. During the evaluation process, proposals will be seen only by authorized AOC staff and those selected by AOC to evaluate the proposals. Following the award decision, all proposals become public information except for protected information (see number 5 above) (e) Estimated quantities are for bidding purposes only, and not to be interpreted as a guarantee to purchase any amount. (f) Utah has a reciprocal preference law which will be applied against offerors offering products or services produced in states which discriminate against Utah products. For details see Utah Code § 63G-6a-1002 and § 63G-6a-1003. (g) Multiple contracts may be awarded if the AOC determines it would be in its best interest.

9. DEBARMENT: 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 the AOC.

10. 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. The State of Utah also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation.

12. GOVERNING LAWS AND REGULATIONS: All State purchases are subject to the Utah Procurement Code, Title 63G, Chapter 6a of the Utah Code. These are available on the Internet at www.le.utah.gov.

13. SALES TAX ID NUMBER: Utah Code § 59-12-106(4) requires anyone filing a bid with the state for the sale of tangible personal property or any other taxable transaction under § 59-12-103(1) to include their Utah sales tax license number with their bid. For information regarding a Utah sales tax license see the Utah State Tax Commission’s website at www.tax.utah.gov/sales. The Tax Commission is located at 210 North 1950 West, Salt Lake City, UT 84134, and can be reached by phone at (801) 297-2200.

(Revision 2025 - RFP Instructions-AOC)