4-Vendor Prerequisites RFP- Salt Lake City Public Library.docx.pdf

Salt Lake City Public Library – Vendor Prerequisites for RFP Participation

Vendors responding to the Salt Lake City Public Library ("the Library") solicitations must certify they have read and agreed to all RFP provisions. Solicitations are conducted according to the Utah Procurement Code (UCA 63G-6a).

Communication:

Vendors may only communicate with the designated Procurement and Contracts Manager. Direct communication with Library staff, evaluation committee members, or others involved with the RFP process is prohibited.

Trade Names and Samples:

References to trade names or model numbers should be interpreted as "or equivalent." Vendors may be asked to provide product samples at no cost.

Award Notice:

Notification of intent to award does not create a contract. Only a fully executed contract is binding. A fully executed contract consists of signatures from vendors and appropriate signing authority signatures from the Salt Lake City Public Library. Vendors must not begin work until they receive an executed contract.

Question and Answer (Q&A) Period:

All questions must be submitted through the designated platform during the Q&A period. Answers will be posted on the designated platform, changes to the RFP will be posted as an addenda, and it is the vendor's responsibility to monitor the designated platform for updates.

Proposal Submission:

Late submissions will not be accepted. Vendors are responsible for ensuring timely and complete submission of all required documents through the designated platform.

Price Guarantee:

Vendors must guarantee proposed pricing for the time period specified. Requests for price adjustments must include sufficient justification and are subject to Library approval.

Confidentiality and Redacted Versions:

Pricing cannot be classified as confidential. Vendors wishing to protect specific information must submit a Claim of Business Confidentiality and provide a redacted version of their proposal.

Anti-Boycott Certification:

Vendors must certify they are not engaged in economic boycotts or boycotts of the State of Israel and agree not to engage in such activities during the contract term.

Restricted Foreign Entities and Forced Labor:

Vendors must certify they are not providing products derived from forced labor or sourced from restricted foreign entities.

Protests:

Protests regarding the RFP process are governed by the Utah Procurement Code.

Technology Requirements:

Where applicable, technology solutions must use existing Library-managed accounts. Cloud service costs should be excluded unless otherwise approved. Contracts may be amended to incorporate technological upgrades.

Background Checks:

The Library reserves the right to require background checks for any vendor personnel accessing secure facilities, sensitive data, or technology.

Interviews and Presentations:

The Library may, at its discretion, request interviews or presentations from vendors during the evaluation process.

Mandatory Minimum Requirements:

All mandatory minimum requirements are non-negotiable. Proposals failing to meet these requirements will be deemed non-responsive.

Technical Requirements:

Proposals must address each technical requirement point-by-point. Vendors are encouraged to expand their responses to demonstrate their capabilities fully.

Evaluation Process:

● Initial Review:

Proposals will first be reviewed for responsiveness. Proposals that fail to comply with submission requirements, mandatory minimum criteria, or solicitation instructions will be eliminated from further consideration.

● Evaluation of Proposals:

All responsive proposals will be evaluated based on the predefined evaluation criteria, including qualifications & experience, method of approach, and cost. Scores for all three criteria will be combined into a single overall score for each proposal.

● Final Award:

Contracts may be awarded to the highest scoring vendor or to multiple vendors, depending on the structure and needs outlined in the RFP.

Terms and Conditions:

Standard contract terms and conditions apply. Exceptions are discouraged and must be submitted as part of the response. Excessive exceptions may result in rejection. Vendors proposing changes must submit redlined Word documents along with the name and contact information for legal negotiators.

Contract Negotiation:

Failure to execute a contract within 90 days of award may result in cancellation of the award.

Key Reminders:

● Monitor the RFP site for addenda and clarifications.

● Do not communicate outside the designated channels.

● Submit complete proposals on time.

● Prepare for the possibility of interviews or sample requests.

● Plan for strict adherence to confidentiality rules and required certifications.

Key Reminders: