2-Vendor Prerequisites - IFB.pdf

Vendor Prerequisites - IFB

Note: Vendors are required to certify that they have read and agree to all of the provisions in this document. Vendors will certify this as an answer to a question within the solicitation.

Note: All solicitations are conducted and governed by Utah Code Annotated (“UCA”) 63G-6a and Administrative Code R33.

Communication, Trade Names, and Product Samples

Vendors are prohibited from communicating about this solicitation with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT the Wasatch County School District procurement officer overseeing this solicitation.

Wherever in this solicitation an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Vendors.

Vendors may be required to submit product samples to assist the chief procurement officer or head of a procurement unit with independent procurement authority in evaluating whether a procurement item meets the specifications and other requirements set forth in the request for responses. Product samples must be furnished free of charge unless otherwise stated in the invitation for responses, and if not destroyed by testing, will upon written request within any deadline stated in the invitation for responses, be returned at the vendor's expense. Samples must be labeled or otherwise identified as specified in the invitation for responses by the procurement unit.

The District reserves the right to conduct discussions with the vendors who submit responses determined to be reasonably susceptible of being selected for award, followed by an opportunity to make best and final offers pursuant to UCA 63G-6a-707.5, but responses may be accepted without discussions.

Solicitation Award Not a Contract

A solicitation award does not constitute a contract. Any award made through U3P, notifications received from U3P, email notifications received directly from the procurement unit, documents received by the vendor, or documents posted in U3P, do not constitute or create a contract. Only a fully executed PO or a fully executed contract constitutes a binding contract.

Between the notification of award and the receipt of a fully executed PO or contract, the procurement unit may cancel the award and/or the solicitation in full, or in part in accordance with UCA 63G-6a-902 and 63G-6a-120.

If awarded, vendor(s) may not begin work, purchase materials, or enter into subcontracts relating to this solicitation until they receive a fully executed PO or contract.

Question and Answer Period

The question and answer period closes on the date and time specified on U3P. All questions must be submitted through U3P during the question and answer period. Answers from the District will be posted on U3P. Questions may include notifying the District of any ambiguity, inconsistency, scope exception, excessively restrictive requirement, or other errors in this solicitation. Exceptions/additions to the standard terms and conditions do not need to be addressed during the question and answer period.

Questions are encouraged and may be answered individually or may be compiled into one document.

Questions may also be answered via an addendum. An answered question or an addendum may modify the specification or requirements of this solicitation. Answered questions and addendums will be posted on U3P. Vendors should periodically check U3P for answered questions and addendums before the closing date. It is the responsibility of the vendors to submit their responses as required by this solicitation, including any requirements contained in an answered question and/or addendum.

NOTE: Exceptions taken by a vendor to the scope/content of this solicitation that have not been addressed during the question and answer period will result in the vendor being rejected.

Vendors are encouraged to review this solicitation prior to the deadline to submit a response, even if a response has been submitted, in case an addendum has been issued by the issuing procurement unit.

Submitting a Response and Closing Date

The issuing procurement unit may not accept a response after the time for submission of a response has expired. When submitting a response or modification to a response electronically, vendors must allow sufficient time to complete the online forms and upload their documentation.

It is the vendor's responsibility to ensure that they have completed all requirements, read and reviewed all documents, submitted all required information, uploaded all required forms, and submitted their response prior to the closing time. Even if a vendor completes all sections, but does not submit their response, Wasatch County School District will not be able to receive their response and they will be deemed non-responsive.

Price Guarantee Period

The vendor guarantees its pricing for the time period stated in the solicitation. If allowable under this solicitation, a request for price adjustment must be made at least thirty (30) days prior to the effective date. A request for price adjustment must include sufficient documentation (market analysis) supporting the request. Any price adjustment will not be effective unless approved by the Business Administrator and/or Procurement Official for Wasatch County School District. A price adjustment will be guaranteed for the same length of time as the original price guarantee. The conducting procurement unit will be given the immediate benefit of any decrease in the market, or allowable discount.

Protected Information

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

Process for Requesting Non-Disclosure: Any vendor requesting that a record be protected shall include with the bid a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the vendor must complete the Claim of Business Confidentiality form with the following information:

Provide a written Claim of Business Confidentiality at the time the information (response) is provided to the District, and o Include a concise statement of reasons supporting the claim of business confidentiality (Subsection UCA 63G-2-309(1)).

o Submit an electronic “redacted” (excluding protected information) copy of the response. Copy must clearly be marked “Redacted Version.”

The Claim of Business Confidentiality form may be accessed at: https://purchasing.utah.gov/training/ for-vendors-training/.

An entire bid cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and shall be considered non-responsive unless the Vendor removes the designation.

Redacted Copy: If a vendor submits a bid that contains information claimed to be business confidential or protected information, the vendor MUST submit two separate responses: 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."

All materials submitted become the property of Wasatch County School Disttict. Materials may be evaluated by anyone designated by the District as part of the bid evaluation committee. Materials submitted may be returned only at the District's option.

Background Checks

The District reserves the right to require any vendor (including the vendor's employees, subcontractor, or others associated with the vendor) with access to secure district facilities, sensitive data, or technology to complete a background check.

The District reserves the right to determine what district facilities, sensitive data, or technology applies to the background and disclosure/notification requirements.

Interviews and Presentations

If it is determined to be in the best interest of the Wasatch County School District, interviews and presentations may be held at the option of the District.

Mandatory Minimum Requirements

Vendors should review the scope of work and/or specifications in the files before submitting their responses to the mandatory minimum requirements. The mandatory minimum requirements are the objective criteria in which the conducting procurement unit will evaluate proposals.

All of the items described as mandatory minimums are non-negotiable. However, if a manufacturer's specification is used or identified, then a response must include, in sufficient detail, that its response contains an equivalent brand.

If it is determined that a response does not meet the mandatory minimum requirements, at any time during the solicitation process, it will be deemed non-responsive and disqualified from further consideration.

Solicitation Specific Provisions

Provisions Exclusive to Invitation for Bids or Quotes

Terms and Conditions

The Standard Terms and Conditions will not be negotiated. The Utah Procurement Code requires that a bid will be rejected if it is not responsive or responsible. A bid that is not responsive includes a bid that:

(a) is conditional; (b) attempts to modify the bid requirements; (c) contains additional terms or conditions;

or (d) fails to conform with the requirements or specifications of the invitation for bids.

A bid that contains exceptions and/or additions to the Standard Terms and Conditions will be rejected and disqualified from this IFB. The District will not allow a vendor to remove or withdraw exceptions and/or additions from the Standard Terms and Conditions from a bid. However, a vendor may request an exception and/or addition to the Standard Terms and Conditions during the question and answer period.

The District will not allow a vendor’s terms and conditions to become part of a contract that results from this IFB. If a vendor’s terms and conditions are attached, referenced, or embedded into a bid, whether intentionally or inadvertently, then the vendor’s terms and conditions shall be null and void and will not become part of a contract that results from this IFB. If a vendor is awarded a contract and the vendor requests that its terms and conditions become part of the contract, then the vendor’s bid will immediately be disqualified and the vendor will not be awarded a contract.

Bid Opening

The bid opening will NOT take place in person, unless otherwise asserted herein.

The District shall accept bids as provided herein and may not open a bid until after the deadline for submitting bids. A person who submits a bid may not, after the deadline for submitting bids, make a change to the bid if the change is prejudicial to the interest of the procurement unit, or, fair competition.

Evaluation, Award, and Cancellation of a bid will be pursuant to UCA 63G-6A-606.

In some cases, "Unofficial Results" will be posted to the solicitation in U3P after the solicitation has closed in order to promote fairness to all vendors, regardless of their physical geographic location. In these cases, the final award will be made by email or another public posting.

Vendors acknowledge that they may not commence work, procure supplies, or otherwise prepare to begin work on any bid until after an award has been made and a contract has been signed. Wasatch County School District will not be responsible nor liable for any work performed or costs incurred prior to the award and executed contract.

Vendors acknowledge that U3P maintains an audit log of all actions for this sourcing event which ensures the integrity of the procurement process.