2-SLCC RFP Proposal File Requirements.pdf

RFP PROPOSAL FILE REQUIREMENTS

Offeror’s are required to submit multiple files in response to this Request for Proposals ("RFP"). This document outlines the information that should be contained in each document.

FILE ONE – LETTER OF TRANSMITTAL

The Letter of Transmittal accompanying this RFP shall be in the form of a standard business letter and shall be signed by an individual authorized to legally bind the offeror. It shall include:

A. The name, title, office address, telephone number, and e-mail address of the person(s) authorized to represent the offeror regarding the offeror’s proposal.

B. A statement indicating the receipt of all addenda and written questions, the answers and any clarifications to this RFP issued by the College and received by the offeror. If no addenda have been received, a statement to that effect should be included.

C. A statement that the offeror will accept financial responsibility for all travel expenses incurred for oral presentations (if required) and candidate interviews.

D. A summary of any deviations or exceptions to the RFP requirements.

E. A summary of any parts of the proposal that should be considered “confidential”.

F. A summary of any proposed exemptions to the terms and conditions contained or referenced herein.

FILE TWO – TECHNICAL PROPOSAL

A. EXECUTIVE SUMMARY AND PROPOSAL OVERVIEW

The executive summary will briefly describe the offeror’s approach and clearly indicate any options or alternatives being proposed. It should also indicate any major requirements that cannot be met by the offeror. It shall condense and highlight the contents of the technical proposal in such a way as to provide the evaluation committee with a broad understanding of the entire proposal.

B. AGEEMENT TO TERMS AND CONDITIONS

All offerors must demonstrate their agreement with the terms and conditions outlined in this RFP. The offeror may use language such as, “Understood and Agreed,” in the proposal for each term. A detailed explanation and justification must be provided for any exceptions to the terms and conditions outlined in this RFP. Offerors shall not submit their own standard terms and conditions as exceptions to any term or condition contained or referenced herein. Each exception to a term or condition shall be individually addressed.

C. DETAILED DISCUSSION

This section should constitute the major portion of the proposal and must contain a specific response in outline form to the Statement of Needs. Outline numbers should correspond, in order, to the section numbers contained in the statement of needs.

The response must explain how the offeror would meet the needs of the College as described in the Statement of Needs. Failure to provide written response to items indicated in this RFP will be interpreted by the College as an inability by the offeror to provide the requested product(s), construction, and/or function. Pricing shall not be included in the technical proposal.

D. REFERENCES

The offeror shall provide at least five (5) references of customers which have received services similar to those required by the College. Include for each reference, the business name, address, phone number, contact person, date of the project, and a short description of the project and the work performed. The College reserves the right to contact or visit any of the offeror’s provided references to evaluate the level of performance and customer satisfaction.

Information gathered during this process will not be made public. If the offeror is not able to provide the aforementioned information, provide a detailed explanation of the reason(s) for such inability. The information gathered from references will be considered during the evaluation process.

E. MISCELLANEOUS

Additional information and attachments pertinent to this RFP may be submitted by the offeror in this section.

FILE THREE – COST PROPOSAL

The offeror must submit a cost proposal allowing costs to be evaluated independently of the technical proposal. Costs and pricing information should not be included in the technical proposal but should be submitted separately as a cost proposal. Proposals that include costs or pricing information in the technical proposal may be disqualified. The cost proposal should include line-item detail.

FILE FOUR – SAMPLE CONTRACT/AGREEMENT

If the offeror has any contractual documents, in whole or in part, to comprise a portion of the final governing language of any agreement arising from this RFP, including maintenance agreements, a copy of that agreement must be submitted with the proposal. A legal review of the contractual demands in view of what is acceptable to the College as an entity of the State of Utah shall be part of the criteria in evaluating the proposal for responsiveness.

Any contract resulting from this RFP will include, but not be limited to, the terms outlined in this RFP and the applicable terms and conditions contained in the SLCC Purchase Order Terms and Conditions document attached to this solicitation.

Exceptions and/or additions to the Terms and Conditions are strongly discouraged. However, offerors requesting exceptions and/or additions to the Terms and Conditions must be submitted with the proposal. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Offerors may not submit requests for exceptions and/or additions by reference to a vendor’s website or URL. URLs provided with a proposal may result in that proposal being rejected as not responsive. Offerors may submit questions during the Q&A period regarding the Terms and Conditions.

SLCC may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the College; to warranties, insurance, or indemnification provisions that are necessary to protect the College after consultation with SLCC General Counsel;

where the solicitation specifically prohibits exceptions and/or additions; that are not in the best interest of the College; or are not consistent with the laws of the State of Utah.

The offeror must provide all contract/agreement documents in Microsoft Word format for redline editing. Offeror must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Any mandatorily required acceptance of an offeror’s terms and conditions may result in the proposal being determined to be not responsive.

An award resulting from this RFP is subject to successful negotiation of contract terms and conditions.

The College, at its sole discretion, will determine when negotiations of contract terms and conditions become unproductive and will result in termination of award to that offeror and the College may move to the next eligible offeror.

FILE FIVE - FINANCIAL RESPONSIBILITY

The offeror must demonstrate that its organization and any material subcontractors are in sound financial condition and/or that appropriate corrective measures are being taken to address and resolve any identified financial problems.

The offeror shall submit documentation of its financial condition by providing one of the following:

1. A Business Information Report supplied by Dun & Bradstreet.

2. Audited financial statements for the two most recent fiscal years.

3. Other information available in the ordinary course of business which demonstrates the offeror’s financial stability.

All information provided by the offeror as evidence of financial responsibility will be considered confidential and will not be disclosed by SLCC to any party other than the evaluation committee, except as required by law or upon receiving written consent by the offeror.

FILE SIX – REDACTED COPY

If the offeror submits a proposal that contains information claimed to be business confidential or protected information, the offeror MUST submit a redacted version of the proposal for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version.”

Pricing may not be classified as confidential or protected and will be considered public information.

Process for Requesting Non-Disclosure: Any Offeror requesting that a record be protected shall include with the proposal a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Offeror must provide a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309(1)). AND submit an electronic "redacted" (excluding protected information) copy of the proposal. Copy must clearly be marked "Redacted Version."

An entire proposal cannot be identified as "PROTECTED", "CONFIDENTIAL" or "PROPRIETARY" and may be considered non-responsive unless the Offeror removes the designation.

Redacted Copy: If an Offeror submits a proposal that contains information claimed to be business confidential or protected information, the Offeror MUST submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes clearly marked as "Protected Business Confidential."