7-Attachment B RFP Educational Supplies.docx

Educational Supplies RFP#11092026KWR Attachment: B

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

Request for Proposal Alpine School District Educational Supplies

Solicitation #ASD11092026KWR

Purpose The purpose of this solicitation is to establish multiple contracts with qualified vendors to provide educational, classroom, office, art, instructional, and related school supplies for K–12 warehouse operations. These contracts are intended to provide a broad selection of competitively priced products, dependable availability, and timely delivery to support the ongoing needs of schools and departments.

Products ordered under the resulting contracts will be delivered to a central warehouse or receiving location designated by each participating school district.

Background Alpine School District (ASD) currently serves more than 115 schools and departments and over 82,000 students that order supplies through its central warehouse located in Lindon, Utah. On July 1, 2027, this district will split into three school districts. As part of the district reconfiguration, warehouse operations will transition to three successor school districts. Each district will maintain a central delivery location from which it will distribute supplies to its schools and departments, or enter into a Memorandum of Agreement with another district.

The anticipated delivery locations are as follows:

· Timpanogos School District: Approximately 34 schools and departments. Deliveries will be made to the existing warehouse location in Lindon, Utah at 490 N State Street.

· Aspen Peaks School District: Approximately 40 schools, plus district departments. The central delivery location has not yet been determined but will be located within the current Alpine School District boundaries.

· Lake Mountain School District: Approximately 30 schools, plus district departments. Deliveries will go to a central warehouse in Saratoga Springs, Utah.

The number of schools and departments and the delivery locations identified above are estimates and may change during the contract term. The District will provide specific delivery addresses and requirements to awarded contractors as they become available. The quantities purchased under the resulting contracts will be based on each district’s actual needs, and no minimum purchase volume is guaranteed.

Submittal Deadline All responses must be submitted electronically through the solicitation portal identified as EUNA, Bonfire, and/or Utah Public Procurement Place (U3P). Responses delivered by email, mail, courier, or hand delivery will not be accepted. https://utah.bonfirehub.com/portal/?tab=openOpportunities RFP Due Date: 2:00 PM, Tuesday, Nov 9th, 2026 MST Proposals received after the deadline will be considered late and ineligible for consideration. Submittals should be concise and address the specific requirements listed in this RFP and the solicitation portal. The reference number for this solicitation is ASD11092026KWR and must be used on all responses, correspondence, and documents related to this RFP.

Mandatory Requirements

1. Vendors must confirm they do not source products exclusively from closeout, surplus, liquidation, overstock, discontinued, or end-of-line inventory

2. Vendor has been in business for 5 years working with similar-sized or larger entities.

3. Vendor has uploaded a proposal in response to the Technical Criteria listed below.

4. Vendor has uploaded a fully completed Cost Proposal - Attachment C.

Scope of Work

· The District intends to award contracts to multiple vendors for educational supplies. To be eligible for award, vendors must be able to supply all 15 market basket items identified in Attachment C and meet the requirements of this solicitation.

· The District’s Educational Supply category includes more than 200 items. The 15 market basket items are a representative sample for proposal evaluation and do not constitute the District’s complete product requirements.

· Products include art, craft, and ceramic materials; classroom and student supplies; and office and administrative supplies. Examples include paints, brushes, crayons, colored pencils, clay, craft materials, pencils, pens, markers, notebooks, rulers, scissors, erasers, adhesives, binders, folders, filing supplies, envelopes, labels, staplers, tape, sheet protectors, storage boxes, and similar supplies.

· All products shall be new, current, and suitable for their intended educational, classroom, office, or institutional use.

General Product and Service Requirements

· Product Consultation: Assist Eligible Users in locating products, identifying appropriate alternatives, comparing product features, and selecting products suited to the intended educational or operational use.

· Product Availability: Maintain a broad, up-to-date catalog and promptly communicate any discontinued, backordered, or unavailable products.

· Product Condition: Provide only new products in original manufacturer packaging unless the Eligible User expressly approves otherwise in writing. Used, refurbished, remanufactured, counterfeit, damaged, or expired products are not permitted.

· Product Information: Provide accurate product descriptions, manufacturer and brand information, item numbers, units of measure, package quantities, list prices, contract prices or discounts, and ordering information.

· Safety and Compliance: Products shall comply with applicable federal and state safety requirements. Safety Data Sheets shall be provided upon request for products requiring such documentation. Claims such as non-toxic, washable, acid-free, archival quality, recycled content, or environmentally preferable must be accurate and supported by product literature.

A. Pricing The awarded Vendor's contract will include a percentage discount based on a verifiable, published catalog or price list. Percentage discounts are minimum discounts and shall remain firm for the contract term unless the contract expressly permits an adjustment.

Each Vendor shall upload or provide the link to the catalog or price list required by the solicitation for every brand and product line it proposes to offer. The Vendor shall maintain the applicable catalog or price list and provide a current copy upon request. If a product falls within more than one category, the pricing that provides the greatest discount or lowest contract price shall apply.

Only fees specifically disclosed and accepted in the Price Sheet may be charged. Unless expressly identified in the awarded pricing, Vendors shall not impose minimum-order requirements based on quantity or dollar value. Eligible Users may request additional discounts for high-volume or special purchases.

Vendors shall not include mandatory minimum quantities in cost proposals. Vendors may offer bulk pricing at the time of order if minimums are met.

B. Ordering Vendors shall accept purchase orders and provide a practical ordering method, such as an online catalog, punchout catalog, email, telephone, or other mutually acceptable process. Ordering systems shall clearly display product descriptions, units of measure, package quantities, availability, contract pricing, and order status.

Lead times and expected delivery dates shall be clearly communicated before an order is finalized. Vendors shall provide order acknowledgments and promptly notify the Eligible User of backorders, discontinued products, allocation limits, or other conditions that may delay or prevent fulfillment.

No product substitution may be made without the Eligible User's prior approval. Approved substitute products shall provide comparable or better function and quality and shall not exceed the price of the originally ordered product unless the Eligible User approves the additional cost.

C. Shipping and Delivery Unless otherwise disclosed and accepted in the Price Sheet, standard delivery shall be F.O.B. destination, freight prepaid by the Vendor, to the Eligible User's final receiving location. Responsibility for loss or damage remains with the Vendor until delivery, inspection, and acceptance.

When a Vendor cannot deliver to the exact requested location, the Vendor shall coordinate an acceptable delivery method and location with the Eligible User before the order is finalized or shipped. Emergency or expedited delivery charges require prior approval and must appear as a separate invoice line item. If expedited delivery is required because of Vendor error, the Vendor shall pay the additional shipping costs.

D. Product Quality and Warranty Products shall be free from defects in design, materials, and workmanship. Defective products shall be replaced at no cost to the Eligible User, including shipping and delivery costs, during the manufacturer's warranty period or for one year, whichever is longer. The Vendor shall honor manufacturer warranties and serve as the primary contact for warranty claims.

E. Returns, Credits, and Refunds Products shipped in error, damaged in transit, defective, recalled, or materially different from the products ordered may be returned at no cost within a reasonable period after discovery.

The Vendor shall arrange pickup within seven business days after written notice. A restocking fee may only be charged for discretionary returns that do not otherwise qualify for a no-cost return, must be disclosed in the Price Sheet, and may not exceed 10 percent of the returned product's purchase price. The Eligible User may elect replacement, credit, or refund.

F. Product Recalls The Vendor shall promptly notify each affected Eligible User in writing of any product recall. The notice shall identify the product, manufacturer, item and lot or batch numbers when applicable, relevant order information, reason for the recall, known safety concerns, and disposition instructions. The Vendor shall be responsible for all costs associated with return, replacement, removal, or proper disposal, and the Eligible User may elect replacement, credit, or refund.

G. Invoicing and Reporting Invoices shall reference the applicable purchase order and identify the product, item number, quantity, unit of measure, unit price, discounts, approved shipping or other charges, and total amount. Upon request, Vendors shall provide electronic sales and usage reports organized by Eligible User, date, order number, product, category, quantity, and amount spent.

INSTRUCTIONS & INFORMATION:

Vendors must provide responses to the questions below. Responses should be concise, complete, and sufficiently detailed for the evaluation team to understand the Vendor's capabilities. Internet links in place of a documented response will not be considered responsive.

1. Offerors must submit an uploaded response to Technical Criteria in the Requested Information.

2. Offerors must complete and upload the Cost Proposal (Attachment C) in the Requested Information.

Do NOT include pricing information in the technical response.

EVALUATION PROCESS:

An evaluation team will independently score each section. The average of the evaluators' scores will be used to determine the Vendor's technical score. The technical score is part of the overall RFP score and must meet the minimum threshold before the proposal advances to the cost-evaluation stage. The sample evaluator score sheet is included in Attachment E There are 1,000 total points available: 700 technical points and 300 cost points.

· Stage 1: All Mandatory Minimums must be met in order to move on to Stage 2

· Stage 2: Technical Criteria Evaluation. To advance to the Cost Evaluation stage, an Offeror must receive at least 420 technical points, representing 60% of the available technical points.

· Stage 3: The District will calculate the Offeror’s Total Evaluated Market Basket Price (Attachment C) using the estimated quantities and verified net unit prices for the 15 selected items. The responsive and responsible Offeror with the lowest Total Evaluated Market Basket Price will receive all 300 cost points. All other Offerors will receive proportionate cost points using the following formula:

Cost Score = (Lowest Evaluated Market Basket Price ÷ Offeror’s Evaluated Market Basket Price) × 300 To be considered for a contract award, an Offeror must receive a combined technical and cost score of at least 700 points.

The District may verify catalog prices, discounts, calculations, package sizes, product equivalency, and product availability. The Market Basket is used solely to provide a consistent basis for evaluating cost. Contract purchases may include other products available under the awarded catalog and discount schedule.

TECHNICAL CRITERIA:

1. EXPERIENCE AND QUALIFICATIONS (100 points) A. State how long your company has been in business and how long it has supplied educational, classroom, office, art, paper, or related products.

B. Describe your experience serving K–12 school districts, charter schools, government agencies, or other large customers. Include the approximate number and types of comparable customers currently served. Include three (3) references with contact information.

2. CUSTOMER SERVICE AND ACCOUNT MANAGEMENT (200 points) A. Describe the customer-service and account-management team that will support Eligible Users, including roles, hours of operation, communication channels, escalation procedures, implementation assistance, and typical response and resolution times.

B. Describe the ordering methods available, including online catalog, punchout catalog, email, telephone, electronic purchase order, or other options. Explain how the ordering system identifies contract items, units of measure, package quantities, product availability, order status, backorders, and estimated delivery dates.

C. Describe your procedures and time frames for resolving incorrect, incomplete, damaged, defective, or nonconforming orders, including product pickup, replacement, credit, and refund.

D. Describe your invoicing capabilities, including purchase-order references, line-item detail, credits, electronic invoicing, consolidated billing, and the ability to separate invoices by account or delivery location.

E. Describe your warranty-support and product-recall processes, including customer notification and procedures for replacement, refund, removal, or disposal.

3. PRODUCT OFFERING, QUALITY, AND AVAILABILITY (200 points) A. Describe the breadth of products, manufacturers, brands, package sizes, and quality levels available. Identify any product categories in which your company has particular strength. Review our current list of education supply items (Attachment D) and describe how your company can meet these needs.

B. Explain how your company keeps catalog content, product descriptions, units of measure, package quantities, availability, and discontinued-item information accurate and current.

C. Describe your process for managing backorders, discontinued products, supply shortages, and product substitutions. Explain how customers are notified and how approval is obtained before making a substitution.

4. DELIVERY AND LOGISTICS (200 points) A. Describe your distribution and delivery capabilities within Utah, including warehouse locations, shipment tracking, and proof-of-delivery capabilities.

B. Provide typical lead times for in-stock, backordered, large-volume, and special-order products. Explain how delivery commitments, estimated delivery dates, and delays are communicated.

C. Explain how your company manages emergency or expedited orders, freight damage, delivery errors, and other delivery-related problems. How does the vendor ensure that deliveries will be consolidated and easy to receive and track by the district?

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