Appendix A- RFP_2025_FMS_0806_Administrative Information D49.pdf

2025-FMS-0806

APPENDIX A- ADMINISTRATIVE INFORMATION

Contents General Information

1.1. Cooperative Purchasing

1.2. Schedule of Activities

1.3. BIDNETDIRECT.COM

1.4. Sole Point of Contact

1.5. Pre-Proposal Meeting

1.6. Offeror Inquiries………………………………………………………………………………………………………….. 3

1.7. Modifications and/or Supplemental Information to the Solicitation

1.8. Pricing

1.9. Documents After Award

1.10. Incurring Costs

1.11. CONFIDENTIALITY Of Solicitation Process

1.12. Solicitation CANCELLATION/REJECTION OF OFFEROR Proposal(S)

1.13. News Releases and Announcements

1.14. Protested Solicitations and Awards

Offeror Proposal Information…………………………………………………………………………………………………..5

2.1. Proposal Submission Deadline

2.2. General Information for the Proposal Response

2.3. Timeliness of Proposal Submission

2.4. OFFEROR ACCEPTANCE of Solicitation TERMS/OFFEROR Proposal Content

2.5. Certification of Independent Price Determination

2.6. Proposal Response Material Ownership

2.7. Submission of Confidential or Proprietary Information

2.8. Online Proposal Submission Instructions

2.9. Modifications or Withdrawal of Proposals

2.10. Mistakes and Minor Informalities in Offeror Proposals

2.11. Modifications to Contract

2.12. Conflicts of Interest/Ethics/SUSPENSION AND DEBARMENT

2.13. Performance Outside of Colorado

GENERAL INFORMATION

1.1. COOPERATIVE PURCHASING

In accordance with §24-110-201, C.R.S., and all applicable regulations, the award(s) under this solicitation will be for one or more cooperative purchasing agreements available for use by the contracting state agency, other state agencies, state institutions of higher education, political subdivisions (e.g., cities, counties, schools) and eligible non-profit entities (certified pursuant to §24-110-207.5 C.R.S.) under the terms, conditions and rates set forth in the Contract. Each agency or entity ordering goods or services under the Contract will be responsible for all costs and expenses incurred in connection with its orders.

1.2. SCHEDULE OF ACTIVITIES

This Schedule of Activities is for information and planning purposes only.

Schedules for Activities listed as “Estimated” may be subject to change depending on the needs of the District. All times are considered in Mountain Time (MT), as adjusted for daylight savings.

Activity

Date

Time (if applicable)

1 Solicitation Published via Bidnetdirect.com 8/06/25 N/A

2 Pre-Proposal Meeting 8/14/25 9am

Written Inquiries Deadline Send Inquiries to Bidnetdirect.com

8/21/25 4pm

Response to written inquiries; will be posted to Bidnetdirect.com.

(Estimated)

8/27/25

4pm

Proposal Submission Deadline Proposals must be submitted in the method described in Section 2.8 below

9/4/25

2pm

6 Demonstrations/Oral Presentations

N/A N/A

7 Notice of Intent to Award Published on Bidnetdirect.com

TBD TBD

8 (Estimated) Contract Execution (Desired) 9/19/25 N/A

1.3. BIDNETDIRECT.COM

This solicitation is being published on Bidnetdirect.com at www.bidnetdirect.com, so that Offerors who have an interest may submit a proposal in accordance with the terms of this solicitation.

1.4. SOLE POINT OF CONTACT

The Procurement Contact for this solicitation is:

Dana Reichers D49 Purchasing and Procurement Manager Email: dana.reichers@d49.org Phone: 719-495-1166

Because phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Initiating contact with anyone other than this individual may result in Offeror disqualification. If there is a question about any posted RFP/IFB, those questions need to be asked via bidnetdirect.com.

1.5. PRE-PROPOSAL MEETING

1.5.1. The District will hold a pre-proposal meeting as indicated in the Schedule of Activities. This meeting will be held in person. So that the District can plan for attendance, if an Offeror wishes to attend the pre-proposal meeting, please send an email to dana.reichers@d49.org to RSVP by the day before the meeting, and include the name and email for the person who will attend the meeting.

1.5.2. This meeting will be mandatory. Please meet at the entrance to the school at address is 9755 Towner Ave. Peyton, CO 80831 on Thursday August 14th at 9am.

1.6. OFFEROR INQUIRIES

1.6.1. Offerors may submit written inquiries via bidnetdirect.com concerning this solicitation to obtain clarifications. The District may not accept inquiries after the date and time indicated in the Schedule of Activities.

Where appropriate, inquiries should include references to any relevant Section/paragraph of the solicitation.

1.6.2. Responses to Offeror’s inquiries will be published collectively, as a modification on Bidnetdirect.com. Offerors shall not rely on any verbal statements that alter any specification or other term or condition of the solicitation. Such changes are valid only if provided in writing by the http://www/ http://www.bidnetdirect.com/ mailto:dana.reichers@d49.org

Procurement Contact.

1.7. MODIFICATIONS AND/OR SUPPLEMENTAL INFORMATION TO THE SOLICITATION

1.7.1. Any modifications, amendments or supplemental information to the solicitation will be published on Bidnetdirect.com.

1.7.2. It is the Offeror’s sole responsibility to check Bidnetdirect.com on a regular basis, prior to the proposal submission deadline, as this is the primary means for communicating any clarifications or changes to solicitation content, timeline and/or requirements.

1.8. PRICING

1.8.1. Proposed pricing must remain firm during the initial term of the Contract.

1.8.2. Pricing must include any fees associated with the delivery of the goods or services, including, but not limited to, shipping and installation.

1.8.3. Please fill out pricing sheet attached to this RFP

1.9. DOCUMENTS AFTER AWARD

Prior to Contract execution, the awarded Offeror must provide the District with Proof of Good Standing with the Colorado Secretary of State and an insurance certificate documenting coverage according to Section D.30 of Appendix B (Sample Contract). Offerors do not need to submit these documents unless they are awarded this solicitation. Within 10 days of award, contractor must submit performance and payment bonds to client

1.10. INCURRING COSTS

Offerors are solely responsible for all costs incurred as a result of responding to this solicitation, which may include, but is not limited to, meetings, presentations, or negotiations.

1.11. CONFIDENTIALITY OF SOLICITATION PROCESS

1.11.1. Following the proposal submission deadline, individuals/entities may request from the Procurement Contact a list of the names of the responding Offerors. All other information related to the solicitation process will remain confidential until award.

1.11.2. Following the Notice of Intent to Award, all Offeror proposals will be open to public inspection with the exception of information determined by the District to be a trade secret or confidential or proprietary. Reference §24-72-200.1 et seq., C.R.S., as amended, Colorado Open Records Act.

1.12. SOLICITATION CANCELLATION/REJECTION OF OFFEROR PROPOSAL(S)

1.12.1. In accordance with §24-103-301, C.R.S., and the related Procurement Rules, the District may cancel this solicitation, or any and all proposals may be rejected in whole or in part, without penalty, at any time before a Contract is executed, when it is in the best interest of the District. The reason and documentation supporting the decision to cancel the solicitation or reject proposal(s) shall remain confidential for the lesser of six months or until a Contract(s) is awarded by the District.

Reference Procurement Rule R-24-101-401-05.

1.12.2. If the solicitation is cancelled after, proposals are received, the proposals that have been opened shall be retained in the procurement record, or if unopened, they will be disposed of, or returned to the Offerors upon request, at the Offerors’ expense.

1.13. NEWS RELEASES AND ANNOUNCEMENTS

Offerors shall not issue any news releases, communications or announcements of any kind pertaining to this solicitation, without prior written approval by the District.

1.14. PROTESTED SOLICITATIONS AND AWARDS

An aggrieved party may file a protest concerning a material issue(s), at any phase of solicitation, including but not limited to, specifications, award or a disclosure of information marked confidential in the proposal. The protest shall be submitted to the District 49 Procurement Official within ten (10) business days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Reference §24-109-102, C.R.S., as amended, and Procurement Rule R-24-109-102-01, et seq. Protests should be submitted in writing to the following:

dana.reichers@d49.org

OFFEROR PROPOSAL INFORMATION

2.1. PROPOSAL SUBMISSION DEADLINE

See Section 1.2 Schedule of Activities.

2.2. GENERAL INFORMATION FOR THE PROPOSAL RESPONSE

2.2.1. Offerors are encouraged to review the solicitation and any related appendices and attachments in their entirety to assure understanding of and compliance with the requirements that may be included in these documents.

2.2.2. A proposal should be thorough, but not exhaustive, and it should address the requirements set forth in this solicitation and should provide sufficient details to allow the Evaluation Committee to determine whether the proposal demonstrates an understanding of the District’s requirements and contracting terms and conditions; the ability to meet the District’s needs, including the experience and resources necessary to carry out the work; and costs that are reasonable and consistent with the industry.

2.2.3. The Offeror’s proposal and all attachments shall Comply with the standards of Section 508 of the Rehabilitation Act of 1973, (29 USC § 794).

The Offeror may not have an opportunity to re-draft their proposal and attachments to make them accessible to persons with vision impairments after the proposal submission deadline and in the event that the Department has evaluator(s) serving on an Evaluation Committee requiring accessibility, the Department may disqualify an Offeror’s proposal from evaluation.

2.3. TIMELINESS OF PROPOSAL SUBMISSION

2.3.1. Proposals received after the submission deadline shall not be opened and shall be rejected as a late proposal, unless otherwise permitted by the Procurement Official in accordance with Procurement Rule R-24-103-201- 10.

2.3.2. Responsibility for ensuring that an Offeror’s proposal is received on time rests with the Offeror. Reasonably foreseeable problems inherent in the delivery of proposal are not extraordinary circumstances permitting acceptance of late proposals.

2.4. OFFEROR ACCEPTANCE OF SOLICITATION TERMS/OFFEROR PROPOSAL

CONTENT

2.4.1. An Offeror’s proposal submitted in response to this solicitation shall constitute a binding offer. The signature of the Offeror shall indicate acknowledgment of this condition. Signature shall be that of a person legally authorized to execute contractual obligations. The proposal, including pricing, shall allow for a minimum of 180 calendar days for acceptance by the District, unless otherwise specified in this solicitation.

Reference Procurement Rule R- 24-103-201-11(d).

2.4.2. The contents of the proposal of the awarded Offeror will become contractual obligations under the awarded Contract. Failure of the awarded Offeror to accept these obligations may result in cancellation of the award to that Offeror.

2.5. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By its signature on the cover page, the Offeror certifies that the prices and other terms in the proposal have been arrived at independently without any consultation, communication, agreement with, or knowledge of the contents of the proposal by any other competing Offerors. For purposes of this paragraph, "consultation, communication, agreement with, or knowledge" does not include knowledge of prices or terms gained through availability of established price lists or catalogues made available to the public by the competing Offerors. No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal for restricting competition.

Reference §6-4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992) as amended.

2.6. PROPOSAL RESPONSE MATERIAL OWNERSHIP

All material submitted in response to this solicitation becomes the property of the District.

2.7. SUBMISSION OF CONFIDENTIAL OR PROPRIETARY INFORMATION

2.7.1. District 49 is subject to the requirements of §24-72-200.1, C.R.S., et seq., Colorado Open Records Act.

2.7.2. An Offeror may submit, as a part of its proposal, a written request for classification of certain portions of the proposal as a trade secret or other confidential or proprietary information. Material for which the Offeror is requesting confidentiality shall be readily identifiable and separated from other portions of the proposal to facilitate public inspection of the non-confidential portion of the proposal. Commingling of confidential and non-confidential information is not acceptable. Neither price information nor any information that will be included in a resulting Contract will be considered confidential.

2.7.3. The Offeror must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

2.7.4. In no event shall an entire proposal be classified as confidential. The Procurement Official or his or her designee shall determine if the information identified in the Offeror’s request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Offeror in writing of his or her determination. If the Offeror does not agree with the determination, the Offeror may protest the determination in accordance with article 109 of the Colorado Procurement Code and the terms of this solicitation. Reference Procurement Rule R-24-101-401-03.

2.7.5. Any additional Offeror information, which may be part of the evaluation/negotiation process and for which an Offeror claims confidentiality, is subject to the same requirements and processes identified above.

2.8. ONLINE PROPOSAL SUBMISSION INSTRUCTIONS

For this solicitation, proposals will be accepted using an online submission application (Bidnetdirect.com). Hard copy submissions will not be accepted. To use the online submission application, please register for free at Bidnetdirect.com. Please note the following:

2.8.1. Offerors should submit one PDF file that contains all required proposal submission documents. The PDF file name should include the following title: RFP Number, RFP Title and also include the Offeror’s name.

2.9. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS

An Offeror may modify or withdraw its proposal by written notice to the Procurement Contact prior to the established proposal submission deadline.

Withdrawal of an Offeror’s proposal following the proposal submission deadline and prior to award, may be allowed, in the District’s discretion. Withdrawal of an Offeror’s proposal after award is not allowed. Reference Procurement Rules R-24-103-201-08 and R-24-103-201-09.

2.10. MISTAKES AND MINOR INFORMALITIES IN OFFEROR PROPOSALS

In certain circumstances, an Offeror may correct a mistake(s) in its proposal and/or the District may waive minor informalities. Reference Procurement Rule R-24-103-201-08.

2.11. MODIFICATIONS TO CONTRACT

2.11.1. A draft Contract is included in Appendix B to this solicitation.

2.11.2. Offerors are instructed to review the attached draft Contract and submit any proposed modifications or redlines with their proposal. The decision to reject, accept, or further negotiate any requested changes will be at District’s discretion. If an Offeror normally seeks counsel on Contract terms, they are advised to do so before submitting a proposal in response to this solicitation.

2.11.3. In the event an Offerors requested modifications violate State law, regulation, or policy, or would otherwise not be justifiable as being in the best interest of the District, the District may decide that an Offeror’s proposal is no longer responsive and therefore ineligible for award.

2.12. CONFLICTS OF INTEREST/ETHICS/SUSPENSION AND DEBARMENT

2.12.1. The Offeror must disclose in its proposal any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Offeror regarding the solicitation or its subject matter.

2.12.2. The Offeror acknowledges that even the appearance of a conflict of interest may be harmful to the District’s interests. The Offeror shall disclose in its proposal whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposed subcontractors or partners, or any related business with the District.

2.12.3. The Offeror acknowledges that they are not suspended or debarred from bidding on state or federal contracts in accordance with the list of excluded individuals and firms on the SAM.gov website (https://sam.gov/data-services/Exclusions/Public%20V2?privacy=Public)

2.12.4. Requirements set forth in this Section are continuing requirements throughout the solicitation process and, for the awarded Offeror, the Contract term, including any extensions. Reference §24-18-201, C.R.S., et seq. (Proscribed Acts Related to Contracts and Claims); §24-50-507, C.R.S.(Conflict of Interest); §18-8-301, C.R.S., et seq. (Bribery and Corrupt Influence); §18-8-401, C.R.S., et seq. (Abuse of Public Office); §6- 4-101, C.R.S., et seq., (Colorado Antitrust Act of 1992); §24-109-105, C.R.S .(Debarment and Suspension); and Procurement Rule R-24-101-107- 01 (Ethics).

2.13. PERFORMANCE OUTSIDE OF COLORADO

Awarded Offeror, per Section 24-102-206, C.R.S., prior to contracting shall disclose in a written statement whether it anticipates performing or subcontracting any services under the contract, where such subcontracted services will be performed under the contract, including any subcontracts, and whether any subcontracted services under the contract or any subcontracts are anticipated to be performed outside the United States or the state. If the prospective vendor anticipates services under the contract or any subcontracts will be performed outside the United States or the state, the vendor shall provide in its written statement a provision setting forth why it is necessary or advantageous to go outside the United States or the state to perform the contract or any subcontracts.