7-ATT B - DH2628-AFV RFSQ Document.pdf

ATTACHMENT B

REQUEST FOR SUPPLIER QUALIFICATION

Approved Vendor List

Fundraiser Vendors Pursuant to Utah Code 13-22 Solicitation # DH2628-AFV

PART 1: OVERVIEW AND INSTRUCTIONS

1.1 BACKGROUND

The Salt Lake City School District Board of Education permits school-sponsored student fundraising activities for school-related events and programs, provided they do not interfere with the district’s educational mission and comply with state and federal laws. To safeguard students, parents, teachers, and school administrators from excessive commercialization, school personnel must exercise discretion when planning and implementing fundraising activities.

This purpose of this policy is to govern the initiation, authorization, and review of all student-involved fundraising activities within district schools. The district will provide a framework to ensure fundraising efforts:

• Protect instructional time,

• Offer a consistent educational experience for students, and

• Include appropriate accountability measures.

The district has established specific procedures for implementing this policy, as outlined in Board Policies G-27:

English: G-27 Policy - English

Spanish: G-27 Policy - Spanish

All SLCSD sponsored fundraising activities shall be approve in advance by the SLCSD School Improvement Council (SIC) and the School Community Council (SCC). Once approved, schools will select vendors from the approved vendor list in accordance with the Utah Procurement Code (63G-6a).

1.2 PURPOSE OF REQUEST FOR STATEMENTS OF QUALIFICATIONS

The Salt Lake District School District (SLCSD) is requesting Statements of Qualifications (SOQ) from qualified vendors to provide food items or other products for fundraising activities at various schools within the district. The purpose of this process is to establish an approved vendor list for fundraising activities in accordance with Utah Code 13-22 (Chapter 22), the Charitable Solicitations Act.

1.3 RFSQ PROCESS

This is an open-ended solicitation under Part 6G-6a-507 of the Utah Procurement Code. Selected vendors will be placed on an approved vendor list for 18 months. After this initial period, additional opportunities to apply will be available through the SLCSD website.

Vendors must submit the required information as outlined in the request. An evaluation committee will review and score submissions to determine which vendors meet the qualifications for inclusion on the approved vendor list.

https://websites.slcschools.org/fs/resource-manager/view/07e74cc8-47ae-4b43-a616-0f65862723ac https://websites.slcschools.org/fs/resource-manager/view/740d5b34-17cc-47c7-9073-50d892cf137e

1.4 RESTRICTIONS ON COMMUNICATIONS

From the issue date of this RFSQ until a vendor is awarded a contract and the award is published, vendors are prohibited from communicating about this RFSQ with procurement unit staff, evaluation committee members, or other associated individuals – except for the SLCSD procurement officer overseeing this RFSQ. Failure to comply with this requirement may result in disqualification.

1.5 SUBMITTING YOUR SOQ

By submitting a SOQ to this RFSQ, the vendor acknowledges and agrees that the requirements, and evaluation process outlined herein are fair, equitable, understood, and are not unduly restrictive. Any exceptions to the content of this RFSQ must be addressed during the Q&A period on Bonfirehub.com. The vendor also acknowledges that it has read this RFSQ, along with any attached or referenced documents.

The SLCSD will not cover any costs associated with a vendor’s response to this RFSQ.

SOQ Submission Deadline: 8:00 A.M. on October 15, 2025. SOQs received after the deadline will be considered late and ineligible for review. (The Q&A section closes on October 8, 2025.)

All SOQs must be submitted electronically through Bonfirehub.com. Vendors should avoid waiting until the last minute, as the system will stop the submission process if a vendor is still uploading their SOQ when the deadline arrives.

Accepted File Formats: Excel, Word, PDF, and JPG.

Do NOT submit: ZIP files, encrypted files, or MP3 files.

PART 2: SCOPE OF WORK AND REQUIREMENTS

2.1 DETAILED SCOPE

Vendors placed on the Open-ended Approved Vendors List for fundraisers must provide items to (SLCSD) for resale.

The vendor shall specify either a percentage or a flat fee per item sold, with all proceeds going exclusively to SLCSD.

Vendors on the approved vendor list are expected to conduct business with SLCSD in a professional and timely manner, ensuring a positive working relationship with SLCSD employees, students, parents, and other stakeholders. SLCSD reserves the right to remove any vendor form the approved list at any time if they fail to meet these standards or for any other reason deemed appropriate by SLCSD.

2.2 LIMITATIONS AND PROHIBITIONS

The statements in this section require understanding and acceptance from each vendor seeking placement on the SLCSD Approved Vendor List for fundraisers. These statements are outlined in Attachment C of this solicitation. Vendors must indicate their understanding and acceptance by checking the designated box next to each statement.

Please note: If any is left unchecked, the SOQ will be rejected as non-responsive. Please refer to Attachment C to complete the section.

2.3 SOQ GENERAL INFORMATION

Each vendor must provide the following information for review by the evaluation committee. Failure to include all requested information may result in the SOQ being rejected as non-responsive.

1. Company Name

2. Company Website

3. Federal Tax ID Number

4. Company Contact

5. Contact Email

6. Contact Phone

7. Company Mailing Address

8. A copy of your company W9 Form

9. A State of Utah DOC Fundraiser Permit, commercial co-venturer letter or letter of exemption

Note: that your SOQ will be rejected if the permit, commercial co-venturer letter, or letter of exemption is not included with your SOQ, OR if the submitted permit has expired.

10. Valid Business License

11. Vendors Documents/Proposed Contract

Any vendor-submitted contract related to policies, terms, or conditions that seek to bind or control SLCSD or its employees, officers, or agents must be included. Refer to Attachment C, Statement 5 for additional details.

Note: SLCSD reserves the right to remove any language from a vendor’s contract that is deemed unacceptable. If the vendor refuses to accept a contract with the stricken language, they may be removed from the approved vendor list.

2.4 DETAILED STATEMENT OF QUALIFICATIONS

To determine which Statement of Qualifications (SOQ) provides the best value to SLCSD, the evaluation committee will assess each responsive and responsible SOQ that has not been disqualified or rejected, based on the following criteria:

A. Fundraiser Details 40%

The information for this section is also found in Attachment D to this RFSQ. Please use that attachment to provide the information required below. This information will be included in the scoring process.

i. Describe the details of your fundraiser, including how it works.

ii. Provide up to five keywords that identify your fundraiser.

iii. Specify the percentage of profits, or the dollar amount, returned to schools from this fundraiser.

iv. Explain how the amount in item (3) is calculated.

v. Provide related program brochures.

B. Vendor Qualifications and Experience 30%

i. Provide the basic information required in Part 2.3 above. Include details about your qualifications and experience.

ii. Include information that demonstrates your financial stability.

C. References 20% i Provide references from at least three clients, preferably schools or similar organizations, for whom services were rendered within the past year. For each reference, include the entity name, contact person, phone number, and email address. All information must be current.

(The SLCSD reserves the right to request additional references.)

D. Complaints/Problem Resolution 10%

i. Describe your current policy for addressing complaints, product issues, or defective merchandise. How do you resolve such issues?

NOTE: DO not overwhelm SLCSD with excessive brochures, pamphlets, or other printed material. Submitting SOQs with unnecessary information may result in rejection as nonresponsive. Provide only what is necessary to demonstrate your ability to perform effectively as a fundraising partner with the SLCSD.

ALSO NOTE: Please organize your information in the order presented above. Be concise and straightforward. Prepare your SOQ simply and economically.

PART 3: SOQ EVALUATION AND APPROVAL

4.1 SOQ EVALUATION

All SOQs submitted in response to this RFSQ will be evaluated and scored by an evaluation committee. Scoring shall be conducted as follows:

A. Fundraiser Details – maximum of 40 points.

B. Vendor’s Qualifications and Experience – maximum of 30 points.

C. References – maximum of 20 points.

D. Complaint/Problem Resolution – maximum of 10 points.

4.2 APPROVAL AND POSTING

Vendors who achieve a minimum total score of 70 points (out of 100) will be approved as a fundraising partner (Partner Organization) with SLCSD.

A list of approved vendors for fundraising activities will be posted on the SLCSD website. Schools seeking fundraising partners will refer to this list to select vendors as needed, in accordance with the Utah Procurement Code.