3-ASD04272026DS Sewing Machines RFP and Scope.pdf

490 N State Street, Lindon, UT, 84042 phone (801) 610-8049 fax (801) 796-3116

Request for Proposal

Sewing Equipment with Extended Warranty and Services

Solicitation ASD04272026DS

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this Request for Proposals (RFP) is to establish a contract with a qualified vendor to (1) supply new Bernina 335 Sewing machines, Bernina L850 Sergers, and related parts and accessories, and

(2) provide service, repair, and training for both new and existing Bernina machines throughout the school district.

SUBMITTAL DEADLINE

Submission packets will be accepted electronically through Utah Public Procurement Place (UPPP)(EUNA Procurement previously Bonfire).

RFP DUE DATE: Monday April 27th, 2026 @ 2:00 PM Mountain Time

RFP's received after the deadline will be late and ineligible for consideration.

Submittals should be concise and address the specific items listed in the Request for Proposal.

Length of Contract

The contract resulting from this RFP will be for 1 year, with the option of renewal for up to 4 additional years for a total of 5 years.

The Alpine School District will be reconfigured into 3 new districts (Aspen Peaks, Lake Mountain, and Timpanogos) beginning on July 1, 2027. These three districts will have the opportunity to adopt and extend this contract under the current terms if they choose to do so.

Scope of Work The purpose of this Request for Proposals (RFP) is to establish a contract with a qualified vendor to (1) supply new sewing machines, sergers, and related parts and accessories, and (2) provide service, repair, and training for both new and existing Bernina machines. This is not a comprehensive list of what may be purchased. Newer models may be substituted when available, but price must be approved by CTE Director.

PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

Mandatory Minimums

These mandatory minimums must be answered in the technical criteria response to this RFP.

1. Vendor must have 5 years of experience in selling and servicing schools.

2. Vendor must have the ability to supply parts and repair services to Bernina sewing machines and sergers to all school locations.

3. Vendor must include free delivery and installation of all new sewing machines including removal and off-site disposal of packaging

4. Vendor must provide an extended 5-year warranty on all newly purchased equipment.

All proposals must include the following:

1. SCHEDULE ‘A’ - CERTIFICATION OF PROPOSAL FORM. The District’s Certification of Proposal form completed and signed.

2. SCHEDULE ‘B’ – Technical Criteria. Provide information and qualification details about your company.

This information will be scored by a committee. (see weighted criteria on next page)

3. SCHEDULE ‘C’ - COST PROPOSAL. Completed and signed.

AWARD AND CONTRACT

The District will evaluate each vendor against the weighted criteria stated below to determine the vendor that will provide the best overall value for the District. After acceptance by the District and award of the contract, this contract shall commence on the date of May 31, 2026. The vendor must guarantee its pricing for one (1) year and may continue for five (4) additional years. The contract may be canceled upon giving thirty (30) day notice due to poor performance.

PROPOSAL EVALUATION CRITERIA

The evaluation will be completed in two (2) stages per Part 7 of the Utah Procurement Code and Rule. A committee will evaluate each proposal against the following stage one criteria. A minimum threshold of 80% (56 points) is required in stage one to be considered in stage two. Stage one points will then be added to stage two points to determine the Vendor that will provide the best overall value for the District.

WEIGHTED CRITERIA:

STAGE ONE CRITERIA

20pts Company History and Profile

• Company background: Provide a brief history of the company.

• Company profile: Include the number of employees, staff qualifications, relevant experience, years in business, and location(s) of operations. Vendors with operations based in Utah may be given preference.

• K–12 experience: Describe your experience selling to and servicing K–12 school environments (including years of experience and examples of comparable clients).

40pts Demonstrated Technical Capability and Expertise:

• Parts and repair capability: Describe your ability to supply parts and provide repair services for

Bernina sewing machines and sergers.

• Delivery and installation: Describe delivery and installation services for new machines, including unpacking, setup, and removal and off-site disposal of all packaging materials.

• Training and professional development: Describe available online and/or in-person training on machine operation, including any professional development opportunities.

• Preventative maintenance: Describe any preventative maintenance training and/or services offered.

• Five-year service agreement: Provide details of the extended five (5)-year service agreement, including scope of coverage, step-by-step procedures for requesting service/repairs, expected response times (if applicable), and how the manufacturer’s warranty will be administered.

• Trade-in program: Offer trade-in value for existing machines and explain the process for determining, proposing, and applying trade-in value.

• Discounts: Provide information on any service, parts, or basic sewing-supply discounts available, and clearly identify exclusions.

• Additional Costs: Clearly identify any additional costs that are NOT covered on the cost sheet (Schedule C), that may be included in the contract.

10pts References: ASD reserves the right to contact other references and/or entities of the submitting firm that are not specifically included or listed in the RFP.

• Provide a minimum of three (3) references of similar service contracts or work performed including a description of work or services performed, contact information (name, phone, email, etc.).

STAGE TWO CRITERIA

30pts Cost:

*Evaluation of cost proposals:

Proposed costs will be evaluated based on the following:

The vendor with the Lowest total cost will receive the full 30 points.

All other vendor proposals will receive a percentage of the 30 points based on the following formula:

(Lowest Total Cost / Proposed Total Cost) x 30 Proposed Vendor points awarded.

Example: $1,000,000 / $1,150,000 = (87%) 87% x 30 Points 26.1 Points Awarded