2-GSD - RFP Instructions and Provisions - Bonfire U3P.pdf

Granite School District Purchasing 2500 South State Street

Salt Lake City, UT 84115

REQUEST FOR PROPOSAL - INSTRUCTIONS AND GENERAL PROVISIONS

1. ADMINISTRATIVE AUTHORITY: The administration of this purchasing process is conducted by the Granite School District Purchasing Department (DEPARTMENT). No Granite School District Board Member or employee should be contacted regarding this solicitation other than those listed herein. Such contact may result in the disqualification of your proposal.

2. SUBMITTING THE PROPOSAL: (a) The DEPARTMENT prefers that proposals be submitted electronically and in hard copy as instructed in the RFP document. Electronic proposals may be submitted through a secure mailbox at Bonfire Utah Public Procurement Place (“U3P”) until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their proposal reaches U3P before the closing date and time. There is no cost to the supplier to submit Granite School District’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 documents should be attached as separate files. (c) Hard copies of the proposal must be signed in ink, sealed, and delivered to the Granite School District Department of Purchasing, 2500 S. State Street, Salt Lake City, UT 84115-3110 by the "Due Date and Time.” The "Solicitation Number" and "Due Date" 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 DEPARTMENT. (d) Proposals, modifications, or corrections received after the closing time on the "Due Date" will be considered late and handled in accordance with the Utah Procurement Rules, section R33-101-115 to 117. (e) Email and facsimile transmission of proposals to DEPARTMENT will not be considered. (f) Proposals will be unsealed from the U3P system digitally after the due date/time has passed. Physical copies will be opened at that same time.

3. 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 DEPARTMENT. If the supplier lists a trade name and/or catalog number in the offer, the DEPARTMENT 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. (g) Unless specifically provided for elsewhere in this solicitation, multiple or alternate proposals will not be accepted. (h) Provide information on local availability of parts and service for all items bid and service literature to allow for in-house maintenance and repairs. (i) Proposals will not be accepted from vendors who require assignment of payment to another agent. Note: Granite School District will only pay the vendor named on the order. Granite School District will not deal with a factor 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. The DEPARTMENT 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.

5. SOLICITATION AMENDMENTS: All changes to this solicitation will be made through written addendum only. Answers to questions submitted through U3P shall be considered addenda to the solicitation documents.

Offerors are cautioned not to consider verbal modifications.

6. PROTECTED INFORMATION: Suppliers are required to mark any specific information contained in their proposal which they are claiming as protected and not to be disclosed to the public or used for purposes other than the evaluation of the proposal. Each request for non-disclosure 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 proposal will not be considered proprietary. All material becomes the property of the DEPARTMENT and may be returned only at the DEPARTMENT's option. Proposals submitted may to be reviewed and evaluated by any persons at the discretion of the DEPARTMENT.

7. BEST AND FINAL OFFERS: Vendors should offer their best offer in the original technical and cost proposals. The use of a Best and Final Offer process is regulated by Utah Code 63G-6a-707.5 and will only be used if:

a. no single proposal adequately addresses all the specifications stated in the request for proposals;

b. all proposals are unclear or deficient in one or more respects;

c. all cost proposals exceed the identified budget or the procurement unit’s available funding; or

d. two or more proposals receive an identical evaluation score that is the highest score.

It is important to understand this so as not to anticipate that a best and final process will allow for a vendor to “sharpen their pencil” in a subsequent phase.

8. SAMPLES: Samples of item(s) specified in this offer, brochures, etc., when required by the

DEPARTMENT, must be furnished free of expense to the DEPARTMENT. Any item not destroyed by tests may, upon request made at the time the sample is furnished, be returned at the offeror's expense.

9. 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 DEPARTMENT, 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 Annotated 63G-6a-703 & 707. (b) The DEPARTMENT may accept any item or group of items, or overall best offer. The DEPARTMENT can reject any or all proposals, and it can waive any informality, or technicality in any proposal received, if the DEPARTMENT believes it would serve the best interests of the DEPARTMENT. (c) Before, or after, the award of a contract the DEPARTMENT 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 DEPARTMENT will open proposals publicly, identifying only the names of the offerors. During the evaluation process, proposals will be seen only by authorized DEPARTMENT staff and those selected by DEPARTMENT to evaluate the proposals.

Following the award decision, all proposals become public information except for protected information (see number 6 above). A register of proposals and contract awards are posted at https://www.graniteschools.org/purchasingwarehouse/tabulationsawards, (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 Section 63G-6a-1002 and 63G-6a-1003 Utah Code Annotated.

(g) Multiple contracts may be awarded if the DEPARTMENT determines it would be in its best interest. (h) The Board of Education reserves the right to purchase such brands as it desires, irrespective of price.

10. DEPARTMENT APPROVAL: Contracts written with Granite School District, as a result of this proposal, will not be legally binding without the written approval of the Director of the DEPARTMENT.

https://www.graniteschools.org/purchasingwarehouse/tabulationsawards

11. 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 DEPARTMENT.

12. 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. Granite School District also encourages contractors to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this solicitation.

13. GOVERNING LAWS AND REGULATIONS: All Granite School District purchases are subject to the

Utah Procurement Code, Title 63 Chapter 6a U.C.A. 1953, as amended, and the Granite School District Procurement policies as amended by the Granite School District Board of Education in May, 2015. These are available on the internet at www.purchasing.utah.gov and on the Granite School District website, www.GraniteSchools.org, Purchasing Department.

14. EMPLOYMENT STATUS VERIFICATION SYSTEM: Offerors certify, under penalty of perjury, that the contractor has registered and is participating in the Status Verification System to verify the work eligibility status of the contractor’s new employees that are employed in the State of Utah in accordance with UCA Section 63G-12-302. The Contractor shall require that the following provision be placed in each subcontract at every tier:

“The subcontractor shall certify to the main (prime or general) contractor by affidavit that the subcontractor has verified through the Status Verification System the employment status of each new employee of the respective subcontractor, in accordance with Section 63G-12-302 and to comply with all applicable employee status verification laws. Such affidavit must be provided prior to the notice to proceed for the subcontractor to perform the work.” Granite School District will not consider a proposal for award, nor will it make any award where there has not been compliance with this Section. Manually or electronically submitting the Proposal is deemed the contractor’s certification of compliance.

15. SHERMAN ANTITRUST ACT (Restraint of free trade): Proposer certifies compliance with all provisions of the federal Sherman Act including “independent price determination”.

16. FEDERAL W-9 FORM: The W-9 form is to be submitted by all bidders who have not received a payment from Granite School District in the past. The form is to be filled out completely, signed, scanned, and attached with your bidding documents titled “Federal W-9 Form”.

RFP Instructions, Revision Date 10.21.2024 http://www.purchasing.utah.gov/ http://www.graniteschools.org/