BPM006807 - Attachments 1-9.pdf

Request for Proposal

Solicitation No. BPM006807

Southern Folger Brand, Locks, Assemblies, Parts, Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry 701 E. Jefferson Street

Phoenix, AZ 85034

Attachment 1 – Offer and Acceptance Form

SUBMISSION OF OFFER: The undersigned hereby offers and agrees to provide Southern Folger Brand, Locks, Assemblies, Parts, Keys, and Accessories in compliance with all terms, conditions, specifications, and amendments in the Solicitation and any written exceptions in the Offer indicated by the latest dated version below

CERTIFICATION: By signature in the above, Offeror certifies that it:

1. Will not discriminate against any employee or applicant for employment in violation of Federal Executive Order 11246, [Arizona] State Executive

Orders 2023-09, 2023-01, 2009-09 or A.R.S. §§ 41-1461 through 41-1465;

2. Has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or Service to a public servant in connection with the submitted offer. Failure to provide a valid signature affirming the stipulations required by this clause will result in rejection of the Offer. Signing the Offer with a false statement will void the Offer, any resulting contract, and may be subject to legal penalties under law;

3. Complies with A.R.S. § 18-132 when offering electronics or information technology products, Services, or maintenance;

4. Has submitted this Offer as a firm offer for 180 days following the Solicitation due date and time per the Instructions to Offers. Any extensions to the Offer Acceptance Period shall be made in accordance with the A.A.C. R2-7-C310;

5. Did not and will not involve collusion or other anti-competitive practices; and

6. Is not debarred from, or otherwise prohibited from, participating in any contract awarded by federal, state, or local government.

ACCEPTANCE OF OFFER

The offer is hereby accepted.

The Contractor is now bound to sell the Materials or Services listed by the attached Contract and based upon the Solicitation, including all terms, conditions, specifications, amendments, etc., and the Contractor’s Offer as accepted by the State.

The Contract shall henceforth be referred to as Contract No.

The effective date of the Contract is

The Contractor is cautioned not to commence any billable work or to provide any Material or Service under this Contract until Contractor receives a purchase order.

State of Arizona Awarded this day of 20

Name: Kerry Wells Title: Chief Procurement Officer

Solicitation Attachment – Offer and Acceptance | Revision No. 6 | Revised 03-24

Offeror company name Signature of person authorized to sign Offer Date

Address Printed name and Title

City, State, ZIP Contact name and Title

Contact email address Contact phone number

Revised Offers:

Date Signature Date Signature

Best and Final Offer:

Date Signature

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 2 – Boycott of Israel Disclosure

Please note that if any of the following apply to this Solicitation, Contract, or Contractor, then the Offeror shall select the “Exempt Solicitation, Contract, or Contractor” option below:

● The Solicitation or Contract has an estimated value of less than $100,000;

● Contractor is a sole proprietorship;

● Contractor has fewer than ten (10) employees; or

● Contractor is a non-profit organization.

Pursuant to A.R.S. § 35-393.01, public entities are prohibited from entering into contracts “unless the contract includes a written certification that the company is not currently engaged in, and agrees for the duration of the contract to not engage in, a boycott of Materials or Services from Israel.”

Under A.R.S. § 35-393:

1. "Boycott" means engaging in a refusal to deal, terminating business activities or performing other actions that are intended to limit commercial relations with entities doing business in Israel or in territories controlled by Israel, if those actions are taken either:

(a) Based in part on the fact that the entity does business in Israel or in territories controlled by Israel.

(b) In a manner that discriminates on the basis of nationality, national origin or religion and that is not based on a valid business reason.

2. "Company" means an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate, that engages in for-profit activity and that has ten or more full-time employees.

5. "Public entity": (a) Means this State, a political subdivision of this State or an agency, board, commission or department of this State or a political subdivision of this State. (b) Includes the universities under the jurisdiction of the Arizona board of regents and community college districts as defined in section 15-1401.

The certification below does not include boycotts prohibited by 50 United States Code Section 4842 or a regulation issued pursuant to that section. See A.R.S. § 35-393.03.

In compliance with A.R.S. § 35-393 et seq., all Offerors must select one of the following:

☐ The Company submitting this Offer does not participate in, and agrees not to participate in during the term of the contract, a boycott of Israel in accordance with A.R.S. § 35-393 et seq. I understand that my entire response will become a public record in accordance with A.A.C. R2-7-C317;

☐ The Company submitting this Offer does participate in a boycott of Israel as described in A.R.S. § 35-393 et seq.; or ☐ Exempt Solicitation, Contract, or Contractor. Indicate which of the following statements applies to this Contract (may be more than one):

☐ Solicitation or Contract has an estimated value of less than $100,000;

☐ Contractor is a sole proprietorship;

☐ Contractor has fewer than ten (10) employees; or ☐ Contractor is a non-profit organization.

Company name Signature of person authorized to sign

City, State, ZIP Contact email address Contact phone number

Solicitation Attachment – Boycott of Israel Disclosure | Revision No. 2 | Revised 11-22

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 3 – Forced Labor of Ethnic Uyghurs Ban

Please note that if any of the following apply to the Contractor, then the Contractor shall select the “Exempt Contractor” option below:

● Contractor is a sole proprietorship;

● Contractor has fewer than ten (10) employees; OR

● Contractor is a non-profit organization.

Pursuant to A.R.S. § 35-394, written certification is required to show that the company entering into a contract with a public entity does not use the forced labor, or use any contractors, subcontractors or suppliers that use the forced labor or any goods or services produced by the forced labor or any goods or services produced by the forced labor, of ethnic Uyghurs in the People's Republic of China.

Under A.R.S. § 35-394:

1. "Company" means an organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, limited liability company or other entity or business association, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate, that engages in for-profit activity and that has ten or more full-time employees.

2. "Public entity" means this State, a political subdivision of this State or an agency, board, commission or department of this State or a political subdivision of this State.

In compliance with A.R.S. § 35-394, all Contractors must select one of the following:

☐ Company does not use, and agrees not to use during the term of the contract, any of the following:

● Forced labor of ethnic Uyghurs in the People’s Republic of China;

● Any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China; or

● Any Contractors, Subcontractors, or suppliers that use the forced labor or any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.

☐ The Company does participate in the use of Forced Uyghurs Labor as described in A.R.S. § 35-394.

☐ Exempt Contractor: Select all statements that apply to the Contractor:

☐ Contractor is a sole proprietorship;

☐ Contractor has fewer than ten (10) employees; and/or ☐ Contractor is a non-profit organization.

Company name Signature of person authorized to sign

City, State, ZIP Contact email address Contact phone number

Solicitation Attachment – Forced Labor of Ethnic Uyghurs Ban | Revision No. 3 | Revised 12-22

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 4 – Rules for Non-Employees of ADCRR in Arizona State Prisons

Form

POLICY STATEMENT:

While the institution recognizes the need of non-staff personnel to have in their possession certain personal items, limits are necessary for the security and safe operation of the institution.

PROCEDURES:

1. All persons entering the institution are subject to search prior to entry and while on the grounds of the institution. All non-staff personnel will, at all times, remain in their authorized area under the direction of the project coordinator.

2. Persons are allowed the materials necessary for the performance of their duties.

3. All non-staff personnel may have in their possession the following:

A. A wallet with normal contents, e.g.,

1) photos and personal papers.

2) currency not to exceed $40.00 (Forty Dollars). Excess will be reported to the shift commander prior to entry.

3) no credit cards or checkbooks are allowed.

B. Handkerchief and comb.

C. Tobacco products and smoking apparatus for normal daily use.

D. Keys as necessary (auto and home).

E. Fingernail clipper.

F. Confectionary items (gum, candy, etc.)

G. Watch and rings.

4. All persons are prohibited from introducing medication drugs into the institution grounds unless such a medication has been properly prescribed by a licensed physician and is in the original prescription container.

A. Medications of a stimulate nature, i.e., Dexedrine, Preludins, Tenuate or any other appetite suppressant or any hypnotic-type drug, are specifically prohibited on institution property. Persons who are taking this type of medication prior to coming to the institution will report this fact to the Shift Commander, prior to reporting to their authorized area.

B. Persons taking medications of the tranquilizer class, i.e., Valium, Librium, Miltown or any of the anti-depressant class, i.e., Sinequan, Triavil, Elavil or any mood modifying drug of any type; Pain medications i.e., Percodan, Percocet, hydrocodone (Vicodin), Tylenol with codeine, propoxphene, etc., will report this fact to the Shift Commander prior to going to their authorized area. Possession of these types of drugs on prison grounds will be limited to that amount necessary during one eight hour shift.

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

C. Personnel taking any other class of medication i.e., antihistamines, antihypertensives, anticholingeries, etc., are limited in the introduction of only such amount of medication as will be required during the period of one eight hour shift, and this fact will be reported to the Shift Commander.

1) Any deviation from this policy must be cleared with the Warden of the unit. Persons violating this policy may subject themselves to eviction from institution property and/or prosecution.

NOTE: If anyone loses or has stolen any personal items in his possession, the institution will attempt to retrieve the items, but cannot guarantee the return thereof nor provide reimbursement.

The following Arizona Revised Statutes dealing with inmate and non-staff member relationships require your strict adherence at all times during your stay at the Arizona State Department of Corrections.

Interest of employee and non-employee in contracts, gifts to or for inmates: penalty

1) No non-staff member shall be interested in any contract or purchase made by anyone for or on behalf of the prison, or receive, directly or indirectly, compensation for his services other than prescribed by the administrator of the institution, nor shall he receive any compensation whatever for any act or services he performs for or on behalf of a contractor, or any agent or employee of a contractor.

2) No non-staff personnel, without permission of the administrator shall make a gift or present to or receive a gift from an inmate, or barter or deal with an inmate.

3) Any person violating this section shall be discharged from office or service, and every contractor, or employee or agent of a contractor, shall not be permitted to act or serve again as such contractor, agent or employee.

Unauthorized communication with inmates: penalty

A person not authorized by law who, without the permission of the officer in charge of the state prison, communicates with a person imprisoned or detained therein, or who takes any letter, writing, literature or reading matter to or from a person imprisoned or detained therein, is guilty of a misdemeanor.

Signature Date

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 5 – Confidential Information Designation

All materials submitted as part of a response to a solicitation are subject to Arizona public records law and will be disclosed if there is an appropriate public records request at the time of or after the award of the contract. Recognizing there may be materials included in a solicitation response that are proprietary or a trade secret, a process is set out in A.A.C. R2-7-103 (copy attached) that will allow qualifying materials to be designated as confidential and excluded from disclosure. For purposes of this process the definition of “trade secret” will be the same as that set out in A.A.C.

R2-7-101(51).

Complete this form and return it with your Offer along with the appropriate supporting information to assist the State in making its determination as to whether any materials submitted as part of your Offer should be designated confidential because the material is proprietary or a trade secret and therefore not subject to disclosure. Offerors shall create a redacted version of documents containing confidential information upon request from the Procurement Officer.

STATE WILL NOT CONSIDER ANY MATERIAL IN YOUR OFFER “CONFIDENTIAL” UNLESS DESIGNATED ON THIS FORM.

Check one of the following – if neither is checked, State will assume that it is equivalent to “DOES NOT”:

☐ This response DOES NOT contain proprietary or trade secret information. I understand that my entire response will become public record in accordance with A.A.C. R2-7-C317; or

☐ This response DOES contain trade secret information because it contains information that:

1. Is a formula, pattern, compilation, program, device, method, technique or process;

2. Derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

3. Is the subject of efforts by myself or my organization that are reasonable under the circumstances to maintain its secrecy.

NOTE: Failure to attach an explanation may result in a determination that the information does not meet the statutory trade secret definition. All information that does not meet the definition of trade secret as defined by A.A.C. R2-7-101(51) will become public in accordance with A.A.C. R2-7-C317. State may make its own determination on materials in accordance with A.A.C. R2-7-103.

If State agrees with Offeror’s designation of trade secret or confidentiality and the determination is challenged, the Offeror hereby agrees to cooperate and support the defense of the determination with all interested parties, including legal counsel or other necessary assistance.

By submitting this response, Offeror agrees that the entire Offer, including confidential, trade secret, and proprietary information may be shared with an evaluation committee and technical advisors during the evaluation process. Offeror agrees to indemnify and hold State, its agents and employees, harmless from any claims or causes of action relating to State’s withholding of information based upon reliance on the above representations, including the payment of all costs and attorney fees incurred by State in defending such an action.

Solicitation Attachment – Confidential Information Designation | Revision No. 3 | Revised 03-24

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment – Confidential Information Designation (for reference only)

A.A.C. R2-7-103 [Confidential Information] as was current at time of Solicitation issuance

A. If a person wants to assert that a person's offer, specification, or protest contains a trade secret or other proprietary information, a person shall include with the submission a statement supporting this assertion. A person shall clearly designate any trade secret and other proprietary information, using the term "confidential". Contract terms and conditions, pricing, and information generally available to the public are not considered confidential information under this Section.

B. Until a final determination is made under subsection (C), an agency chief procurement officer shall not disclose information designated as confidential under subsection (A) except to those individuals deemed by an agency chief procurement officer to have a legitimate state interest.

C. Upon receipt of a submission, an agency chief procurement officer shall make one of the following written determinations:

1. The designated information is confidential and the agency chief procurement officer shall not disclose the information except to those individuals deemed by the agency chief procurement officer to have a legitimate state interest;

2. The designated information is not confidential; or

3. Additional information is required before a final confidentiality determination can be made.

D. If an agency chief procurement officer determines that information submitted is not confidential, a person who made the submission shall be notified in writing. The notice shall include a time period for requesting a review of the determination by the state procurement administrator.

E. An agency chief procurement officer may release information designated as confidential under subsection (A) if:

1. A request for review is not received by the state procurement administrator within the time period specified in the notice; or

2. The state procurement administrator, after review, makes a written determination that the designated information is not confidential.

Solicitation Attachment – Confidential Information Designation | Revision No. 3 | Revised 03-24

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 6 - BPM006807 Conformance Statements and Exceptions Requests

If taking exceptions, the grid below must be completed. Attach additional pages as needed.

STATE WILL NOT CONSIDER ANY EXCEPTIONS UNLESS DESIGNATED ON THIS FORM.

READ ALL INSTRUCTIONS TO OFFERORS BEFORE TAKING ANY EXCEPTIONS. OFFERS WITH EXCEPTIONS MAY BE FOUND NOT SUSCEPTIBLE FOR AWARD UNDER A.A.C. R2-7-C311 OR RECEIVE LOWER SCORES DURING EVALUATION.

IF NEITHER BOX IS CHECKED UNDER ANY SECTION BELOW, THE OFFEROR’S RESPONSE TO THAT SECTION WILL BE CONSIDERED “YES” AND STATE WILL INTERPRET THE OFFER AS IF THERE WERE NO EXCEPTIONS TAKEN.

CONFORMANCE TO SOLICITATION INSTRUCTIONS AND SOLICITATION REQUIREMENTS

Check one of the following:

☐ YES – Offeror acknowledges that it has read and understands the Solicitation Instructions and Solicitation Requirements and attests that its Offer complies with both.

☐ NO – Offeror acknowledges that it has read and understands the Instructions to Offerors in the Solicitation Documents, and attests that its Offer complies with both EXCEPT FOR the exceptions listed in Attachment Supplement – Conformance Statements - Exceptions.

Article / Paragraph or Exhibit Reference

RFP language (Copy and paste from Solicitation)

Proposed Changes / Alternate Language

Rationale for Proposed Change

Company Name Authorized Signature

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 7 – Proposed Subcontractors

Check “NO” if you WILL NOT subcontract any portion of the Work and will therefore be performing all of the Work with your own personnel.

☐ NO, the Offeror will not subcontract any portion of the Work.

If you WILL subcontract any portion of the Work, check “YES” below and list the name(s) of persons or companies you propose to use as Subcontractors.

1. Fill in the information for each significant Subcontractor – indicate the type of work the Subcontractor will perform under the Contract and their approximate percentage of the total Contract work;

2. Provide copies of relevant certifications each person or firm possesses attached to this form; AND

3. Provide a description of quality assurance (QA) and quality control (QC) measures that you will use to ensure that

Subcontractor’s work meets the Contract requirements.

State may demand additional information about proposed Subcontractors as a precondition of Award.

☐ YES, the Offeror will use the Subcontractors listed below:

No. Name and contact information Small business Work to be performed and QA/QC measures %

1. [Name]

[Contact information]

Yes or No

[Work to be performed]

[QA/QC measures]

X

2. [Name]

[Contact information]

Yes or No

[Work to be performed]

[QA/QC measures]

X

3. [Name]

[Contact information]

Yes or No

[Work to be performed]

[QA/QC measures]

X

4. [Name]

[Contact information]

Yes or No

[Work to be performed]

[QA/QC measures]

X

5. [Name]

[Contact information]

Yes or No

[Work to be performed]

[QA/QC measures]

X

Solicitation Attachment – Proposed Subcontractors | Revision No. 1 | Revised 11-22

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 8 – Qualifications and Experience Response

THE STATE MAY DETERMINE OFFEROR PROPOSAL NON-RESPONSIVE IF OFFEROR DOES NOT FULLY RESPOND.

Offeror shall provide a response either after each section or in a separate document titled: “Attachment 8: Qualifications and Experience.” If a separate document is used, please clearly designate each section. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

1. Qualifications: The Offer must include a narrative response concerning its qualifications in providing products/services similar to those specified in the RFP. The response, must include:

1.1. offeror's relationship with the brand name product manufacturer listed in the RFP (ref SOW para. 6.1). If offeror is the product manufacturer, please specify;

1.2. A brief overview of offeror’s business operations, with an emphasis on experience in regards to the Scope of Work section of the RFP;

1.3. the address of “Main Office” (e.g. Corporate Headquarters and any satellite offices responsible for performance of work under any resultant contract;

1.4. offeror's organizational chart relevant to the Contract, specifically identifying the key point of contact for all questions related to the submitted Offer;

Offer’s Response Section: (Use additional pages as necessary or if using an attachment please cite where the attachment is in the offer)

2. Experience: The Offer must include a narrative response concerning its experience in providing products/services similar to those specified in the RFP. The response, must include responses to the following:

2.1. What experience do you have serving clients in business markets within the State of Arizona?

2.2. What is the range in size of your current clients?

2.3. Provide two (2) examples that exhibit your experience with Services for clients relevant to the Scope of Work?

2.4. In the last five (5) years, did any of your clients cancel their contracts with your company? If “yes”, why? Please provide as much detail as possible.

Offer’s Response Section: (Use additional pages as necessary or if using an attachment please cite where the attachment is in the offer)

Solicitation Attachment 8– Qualifications and Experience Response Section | Revision No. 1 | Revised 11-22

Keys, and Accessories

Arizona Department of Corrections, Rehabilitation & Reentry

Attachment 9 – Method of Approach

THE STATE MAY DETERMINE OFFEROR PROPOSAL NON-RESPONSIVE IF OFFEROR DOES NOT FULLY RESPOND.

Offeror shall provide a response either after each section or in a separate document entitled: “Attachment 9: Method of Approach.” If a separate document is used, please clearly designate each section. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

1. Describe how your firm will maintain a statewide ordering, delivery and customer support infrastructure needed to ensure the successful performance under a resultant contract (see SOW section 6.4.):

Offer’s Response Section: (Use additional pages as necessary or if using an attachment please cite where the attachment is in the offer)

2. Describe how your firm has and will maintain availability and pricing for the core items and establishes catalog(s) needed for viewing and use under a resultant contract (see SOW sections 6.2, through 6.3.3.3.3.):

Offer’s Response Section: (Use additional pages as necessary or if using an attachment please cite where the attachment is

3. Describe your firm’s delivery timeframes for instock, special order and expedited delivery orders as well as your firms customer consultation, order placement, and dispute resolution services to be provided under the resultant contract (see SOW s6.3.4, 6.3.5, and 6.4 through 6.4.2):

Offer’s Response Section: (Use additional pages as necessary or if using an attachment please cite where the attachment is

Solicitation Attachment 9 – Method of Approach | Revision No. 1 | Revised 11-22