5-26RM04 - IFB - Classroom Audiovisual Upgrades for Valley High - 06.17.2026.pdf

INVITATION FOR BIDS

Classroom Audiovisual Upgrades for Valley High School

SOLICITATION # 26RM04

BID DUE

Wednesday June 24, 2026

3:00 p.m. MDT

QUESTIONS DUE

Monday June 22, 2026

3:00 p.m. MDT

Jordan School District Purchasing Department Buyer: Rachel Mariano

7905 South Redwood Road West Jordan, Utah 84088-4601

Jordan School District IFB # 26RM04 Classroom Audiovisual Upgrades for Valley High

CONTENTS

PART 1: OVERVIEW AND INSTRUCTIONS

1. PURPOSE OF INVITATION FOR BIDS (IFB)

2. DISTRICT BACKGROUND

3. ISSUING OFFICE AND IFB SOLICITATION NUMBER

4. QUESTION AND ANSWER PERIOD

5. ADDENDA

6. RESTRICTIONS ON COMMUNICATIONS

7. CONTRACT AWARD INTENT

8. LENGTH OF CONTRACT

9. PRICE GUARANTEE PERIOD

10. STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS, AND

NEGOTIATIONS

11. BOYCOTT RESTRICTIONS

12. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND PRIVACY ACT

(FERPA)

13. DECLARATION OF DEBARMENT OR SUSPENSION

14. INSTRUCTIONS FOR SUBMITTING A BID

15. BIDDER’S UNDERSTANDING OF IFB

PART 2: BID REQUIREMENTS

1. MANDATORY MINIMUM REQUIREMENTS (Pass or Fail Criteria)

A. BID RESPONSE MUST BE TIMELY RECEIVED

B. COMPLIANCE WITH UTAH CODE 63G-27 PUBLIC CONTRACT BOYCOTT

RESTRICTIONS

2. SCOPE OF WORK

A. AUDIOVISUAL EQUIPMENT AND HARDWARE

3. COST

PART 3: IFB EVALUATION AND AWARD

1. IFB EVALUATION PROCESS

A. STAGE 1: Determination of Responsiveness to Mandatory Minimum Requirements (Pass/Fail Criteria) B. STAGE 2: Technical Evaluation C. STAGE 3: Cost Evaluation and Contract Award

INVITATION FOR BIDS

Classroom Audiovisual Upgrades for Valley High School

SOLICITATION # 26RM04

This Invitation for Bids (IFB) is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Rule (UAR). If any provision of this IFB conflicts with the UCA or UAR, the UCA or UAR will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1. PURPOSE OF INVITATION FOR BIDS (IFB)

Jordan School District (JSD) is seeking a Bidder to provide audiovisual (AV) equipment and hardware to upgrade the classroom AV systems at Valley High School. Installation will not be required.

If this order exceeds $80,000, the purchase will require JSD Board of Education approval at their meeting on August 25, 2026.

2. DISTRICT BACKGROUND

Jordan School District is the fourth largest school district in the state of Utah with an enrollment of more than 55,800 students living in the communities of Bluffdale, Copperton, Herriman, Riverton, South Jordan, and West Jordan. JSD consists of 68 schools: 42 elementary schools, 13 middle schools, 8 high schools, 2 technical schools, and 3 specialty schools. JSD employs 6,456 full-time and part-time employees. For more information about JSD, please visit our webpage at https://jordandistrict.org/.

3. ISSUING OFFICE AND IFB SOLICITATION NUMBER

JSD is the Conducting Procurement Unit for this IFB and all subsequent addenda relating to

it. The reference number for this IFB is Solicitation # 26RM04. This number must be referred to on all bids, correspondence, and documentation relating to this IFB.

4. QUESTION AND ANSWER PERIOD

All questions MUST be submitted through Utah Public Procurement Place Bonfire (U3P Bonfire) at https://utah.bonfirehub.com during the designated time for questions (Q&A period) listed on U3P Bonfire. Questions submitted through any other channel will not be answered. Questions may be answered in the order that they are submitted or may be compiled into one document and answered via an addendum after the Q&A period has ended.

https://jordandistrict.org/ https://utah.bonfirehub.com/

Answers disseminated by JSD through U3P Bonfire shall serve as the official and binding position of JSD and will constitute an addendum to this IFB. Answered questions or addenda may modify the specifications or requirements of this IFB. Bidders are strongly encouraged to periodically check U3P Bonfire for answered questions and addenda before the closing date.

It is the responsibility of the Bidder to submit their bid as required by this IFB, including any requirements contained in answered questions and addenda. Bids that do not conform to requirements contained in answered questions or addenda may be considered nonresponsive.

Notification to JSD of any issues, such as ambiguity, inconsistency, excessively restrictive requirements, or errors in this solicitation, MUST be submitted as a question through U3P Bonfire during the Q&A period. Issues with the solicitation that have not been previously addressed within the Q&A period are not allowed to be addressed within the bid; doing so may result in the Bidder’s bid being considered nonresponsive.

5. ADDENDA

Any modification to this IFB will be made by an addendum issued by JSD. Bidders are strongly encouraged to periodically check U3P Bonfire for posted questions, answers, and addenda.

Information disseminated by JSD through U3P Bonfire via Q&A or via Public Notice shall serve as the official and binding position of JSD and will constitute an addendum to this IFB. An addendum to this IFB may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, or other requirements of this IFB. Bids that do not conform to requirements contained in answered questions or addenda may be considered nonresponsive.

After the due date and time (deadline) for submitting a bid to this IFB, at the discretion of JSD, addenda to this IFB may be limited to the Bidders that have submitted bids, provided that, in the opinion of JSD, the addenda do not make a substantial change to this IFB that likely would have impacted the number of Bidders responding to the original publication of this IFB.

Any response to this IFB which has as its basis any communications or information received from sources other than this IFB document or related addenda may be considered nonresponsive and may be rejected at the sole discretion of JSD.

6. RESTRICTIONS ON COMMUNICATIONS

From the issue date of this IFB until an Offeror is awarded a contract and the award is published, Offerors are prohibited from communications regarding this IFB with JSD Board of Education members, JSD employees, or other associated individuals EXCEPT the JSD Buyer(s) overseeing this IFB. Failure to comply with this requirement may result in disqualification.

7. CONTRACT AWARD INTENT

It is anticipated that this IFB may result in a one-time purchase to a single Bidder.

8. LENGTH OF CONTRACT

This IFB is intended to result in a purchase order for a one-time purchase.

JSD reserves the right to review the contract resulting from this IFB on a regular basis regarding performance and cost analysis. JSD may negotiate price and service elements during the term of the contract.

9. PRICE GUARANTEE PERIOD

All pricing must be guaranteed for ninety (90) days.

10. STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS,

AND NEGOTIATIONS

Any contract resulting from this IFB will include, but not be limited to, the JSD Standard Terms and Conditions (Attachment A).

Exceptions and/or additions to the JSD Standard Terms and Conditions are strongly discouraged. However, Bidders requesting exceptions and/or additions to the JSD Standard Terms and Conditions must submit their request(s) with the bid. Exceptions and/or additions submitted after the deadline for receipt of bids will not be considered. Bidders may submit questions regarding the Standard Terms and Conditions during the Q&A period.

Bidders may not submit requests for exceptions and/or additions by reference to a Bidder’s website or URL; URLs provided with a bid may result in that bid being rejected as nonresponsive.

JSD may refuse to negotiate exceptions and/or additions that are determined to be excessive;

that are inconsistent with similar contracts; to warranties, insurance, or indemnification provisions that are necessary to protect JSD after consultation with the Utah Attorney General’s Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of JSD.

If negotiations are required, Bidder must provide all documents in Microsoft Word format for redline editing. Bidder must also provide the name, contact information, and access to the person(s) who will be directly involved in legal negotiations. Any mandatorily required acceptance of a Bidder’s terms and conditions may result in the bid being determined to be nonresponsive.

In a multiple award, JSD reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the Bidder having the least number of exceptions and/or additions and concluding with the Bidder submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed.

An award resulting from this IFB is subject to successful contract terms and conditions negotiation (if required). JSD, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Bidder, at which point JSD may move to the next eligible Bidder.

11. BOYCOTT RESTRICTIONS

Please provide a signed copy of the Public Contract Boycott Restrictions Statement (Attachment B) with your bid response.

In accordance with Utah Code 63G-27-102, vendors contracting with JSD to provide any good or service, including supplies, information technology, or construction services, must certify they are not currently engaged in an “economic boycott” nor a “boycott of the State of Israel” as those terms are defined in that Code section. Bidders must also agree not to engage in either boycott for the duration of the contract (if awarded).

For example, a vendor contracting with JSD may not, without an ordinary business purpose, boycott: the State of Israel; companies engaged in activities related to traditional energy, mining, or agriculture; companies engaged in the manufacture, distribution, sale, or use of firearms; companies that do not meet environmental standards beyond applicable state and federal laws; or companies that do not facilitate access to abortion or sex characteristic surgeries. If a vendor contracting with JSD does engage in such a boycott, it must immediately notify JSD in writing.

12. COMPLIANCE WITH FAMILY EDUCATIONAL RIGHTS AND

PRIVACY ACT (FERPA)

For bids that may include software that would gather student data, JSD’s Student Data Privacy Agreement (DPA, Attachment E) has been attached for reference. If the awarded Bidder’s bid includes software that would gather student data, and the Bidder has not previously signed a DPA for the software with JSD or another school district in Utah, a copy of the DPA must be signed by the awarded Bidder and submitted with the signed contract.

For questions regarding the DPA or requested changes to the document, please contact JSD’s Student Data Privacy Manager, Caleb Olson, at caleb.olson@jordandistrict.org.

13. DECLARATION OF DEBARMENT OR SUSPENSION

If applicable, submit a declaration informing JSD of any legal proceedings that are or have been enforced with regard to debarment. A submittal must declare if any of the Bidder’s companies or principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from soliciting work by any governmental department or agency. Bidder must also declare that neither the Bidder nor its principals have been terminated during the performance of a contract or withdrew from a contract to avoid termination or completion of a project. If the Bidder cannot verify these statements, the Bidder shall submit a written explanation.

14. INSTRUCTIONS FOR SUBMITTING A BID

Bids MUST be submitted electronically through the U3P Bonfire portal (https://utah.bonfirehub.com). Bids must be received by the due date and time (deadline) posted on U3P Bonfire. Bids received after the deadline will be late and ineligible for consideration.

When submitting an electronic copy to U3P Bonfire, please allow sufficient time to complete the online forms and to upload bid documents. The IFB will end at the deadline. If a Bidder is in the middle of uploading a bid when the deadline arrives, the bid will not be accepted by U3P Bonfire and the attempted submission will be considered late and ineligible for consideration.

Bids will NOT be accepted via email, via fax, or via any hard copy delivery method.

mailto:caleb.olson@jordandistrict.org https://utah.bonfirehub.com/

15. BIDDER’S UNDERSTANDING OF IFB

By submitting a bid to this IFB, the Bidder acknowledges and agrees that the requirements, scope of work, and the evaluation process outlined in this IFB are understood, fair, equitable, and are not unduly restrictive. The Bidder further acknowledges that they have read this IFB, along with any attached or referenced documents. It is expected that all Bidders responding to this IFB are prepared (if awarded a contract) to comply with the specifications contained in this IFB.

All costs incurred by a Bidder in the preparation and submission of a bid are the responsibility of the Bidder and will not be reimbursed.

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PART 2: BID REQUIREMENTS

1. MANDATORY MINIMUM REQUIREMENTS (Pass or Fail Criteria)

This section contains mandatory minimum requirements that must be met in order for a bid to be considered responsive. All of the items described in this section are nonnegotiable.

Failure to meet any one of the mandatory requirements will result in the bid being rejected.

A rejection of a bid due to it not meeting mandatory minimum requirements can occur at any time in the evaluation process.

Bidders must provide sufficient evidence and/or documentation demonstrating that the Bidder is compliant with the following mandatory minimum requirements:

A. BID RESPONSE MUST BE TIMELY RECEIVED

Bid response must be timely received by the due date and time listed in this IFB.

B. COMPLIANCE WITH UTAH CODE 63G-27 PUBLIC CONTRACT BOYCOTT

RESTRICTIONS

Bidder must sign the Public Contract Boycott Restrictions Statement (Attachment B).

2. SCOPE OF WORK

Jordan School District is seeking a Bidder to provide audiovisual (AV) equipment and hardware to upgrade the classroom AV systems at Valley High School. Installation will not be required.

No substitutions will be allowed.

Please extend any Education Discounts that may be offered in your bid response. Also, please note if pricing is based on a State of Utah or National Cooperative Contract; if so, note the contract number in your response.

Installation will be completed by Jordan School District staff; please do not quote installation.

A. AUDIOVISUAL EQUIPMENT AND HARDWARE

A1. 30 each Epson FB-L260F Projectors, V11HA69020.

A2. 23 each Liberty Ark Systems DL-ARK-4HC.

A3. 23 each Kramer CP-AOCH/60F-33 HDMI Cables.

A4. Delivery to:

Valley High School Attn: Robert Conder 325 West 11000 South South Jordan, UT 84095.

3. COST

Please provide a quote with the unit price for each item listed on the Bonfire/Euna Procurement Pricing Bid Table. Please also provide a copy of your bid on your usual bid template form.

Please quote items as specified; no substitutions will be allowed.

JSD prefers that freight be included in the unit cost. If this is not possible, please indicate if it will be a separate line item on your invoice.

JSD is tax exempt. Please do not list sales tax on your quote. Please note in your bid response if you need a copy of JSD’s Utah State Tax Commission Exemption Certificate (TC-721G) sent to you.

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PART 3: IFB EVALUATION AND AWARD

All bids in response to this IFB will be evaluated in a manner consistent with the Utah Procurement Code, Utah Administrative Rules, JSD purchasing policies, and the evaluation criteria in this IFB. Bidders bear sole responsibility for the items included or not included within the bid submitted by the Bidder.

1. IFB EVALUATION PROCESS

A. STAGE 1: Determination of Responsiveness to Mandatory Minimum Requirements (Pass/Fail Criteria)

In Stage 1 of the evaluation process, the JSD Buyer will review all bids timely received.

Bids will be opened by the Buyer electronically within two business days after the bid due date. Nonresponsive bids (not addressing all the requirements of the IFB or unable to meet the Minimum Mandatory Requirements) will be eliminated from further consideration. Responsive bids will advance to Stage 2: Technical Evaluation.

B. STAGE 2: Technical Evaluation

Bids that pass Stage 1 will be evaluated to determine that they meet or exceed the scope of work. Any bid that does not meet or exceed the scope of work will be deemed as non-responsive and disqualified from further consideration.

JSD reserves the right to determine equivalents when allowed.

C. STAGE 3: Cost Evaluation and Purchase Order Award

All bids that meet or exceed the scope of work shall be evaluated on cost. If this order exceeds $80,000, the purchase will require JSD Board of Education approval at their meeting on August 25, 2026.

The JSD Purchasing Department, pursuant to Section 63-6a-606(3) of the Utah Procurement Code, shall:

1. award a contract [purchase order] as soon as practicable to the responsible bidder who submits the lowest responsive bid; and publish the name and bid amount of the bidder to whom the contract is awarded; or

2. cancel the invitation for bids without awarding a contract [purchase order];

and publish a notice of the cancellation that includes an explanation of the reasons for cancelling the invitation for bids.

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3. COST