RFP_-_Natural_Sport_Surfaces__Installation_and_Related_Materials_(SAMPLE_RFP_USED).pdf

PDF 1 MB Posted May 2, 2024

Attached to: Natural Athletic Field Construction State and local contract opportunity
Solicitation number: 2024-A-59
Issued by: Orange County, Florida

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Request	for	Proposal	(RFP)	for	Natural	Sport	Surfaces,	Installation
and	Related	Materials

Solicitation Number: 31-19

Publication Date: Tuesday, October 8th, 2019

Notice to Respondent:

Submittal

Deadline:

Tuesday,

November

19th,

2019

2:00

CST

Questions

regarding

this

solicitation

must

submitted

questions@ncpa.us

later

than

Tuesday,

November

12th,

2019.

All

questions

and

answers

will

posted

http://www.ncpa.us/solicitations.

the

intention

Region

Education

Service

Center

(herein

“Region

ESC”)

establish

Master

Agreement

for

Natural

Sport

Surfaces,

Installation

and

Materials

for

use

Region

ESC

and

other

public

agencies

supported

under

this

contract.

This

Request

for

Proposal

issued

behalf

the

National

Cooperative

Purchasing

Alliance

through

public

agency

clause,

which

provides

that

any

county,

city,

special

district,

local

government,

school

district,

private

K-12

school,

higher

education

institution,

state,

other

government

agency,

healthcare

organization

nonprofit

organization

may

purchase

Products

and

Services

through

this

contract.

Respondents

will

required

execute

the

NCPA

Administration

Agreement

upon

award.

This

contract

will

allow

agencies

purchase

“as

needed”

basis

from

competitively

awarded

contract.

Respondents

are

requested

submit

their

total

line

available

products

and

services.

While

this

solicitation

specifically

covers

Natural

Sport

Surfaces,

Installation

and

Materials,

respondents

are

encouraged

submit

offering

any

and

all

products

and

services

available

that

they

currently

perform

their

normal

course

business.

Responses

shall

received

later

than

the

submittal

deadline

the

offices

Region

ESC

the

address

below:

Region	14	Education	Service	Center
1850	Highway	351
Abilene,	Texas		79601

Immediately

following

the

deadline,

all

responses

will

publically

opened

and

the

respondents

recorded.

Any

response

received

later

than

the

specified

deadline,

whether

delivered

person

mailed,

will

disqualified.

Faxed

electronically

submitted

responses

cannot

accepted.

Responses

must

sealed

and

plainly

marked

with

the

company

name

and

the

opening

date

and

time.

Two

(2)

bound

and

signed

copies

the

proposals

and

Two

(2)

electronic

copies

flash

drives

(i.e.

jump

drives)

shall

provided.

Competitive Solicitation by

Region 14 Education Service Center

For

Natural Sport Surfaces, Installation and Related Materials

On behalf of itself and other Government Agencies

And made available through the

National Cooperative Purchasing Alliance

RFP # 31-19

Introduction

Scope

¨ Region

ESC

behalf

itself

and

all

states,

local

governments,

school

districts,

and

higher

education

institutions

the

United

States

America,

and

other

government

agencies

and

non-

profit

organizations

(herein

“Public

Agency”

collectively

“Public

Agencies”)

soliciting

proposals

from

qualified

vendors

enter

into

Master

Agreement

for

complete

line

Natural

Sport

Surfaces,

Installation

and

Materials

¨ Region

ESC,

the

lead

public

agency,

has

partnered

with

NCPA

make

the

resultant

contract

available

all

participating

agencies

the

United

States.

NCPA

provides

marketing

and

administrative

support

for

the

awarded

vendor

that

promotes

the

successful

vendor’s

products

and

services

Public

Agencies

nationwide.

The

Vendor

will

execute

the

NCPA

Administration

Agreement

(Tab

upon

award.

Vendor

should

thoroughly

review

all

documents

and

note

any

exceptions

NCPA

terms

and

conditions

their

proposal.

¨ Awarded

vendor(s)

shall

perform

covered

services

under

the

terms

this

agreement.

Respondents

shall

provide

pricing

based

discount

from

their

standard

pricing

schedules

for

products

and/or

services

offered.

Respondents

must

provide

explanation

how

they

will

provide

either

Catalog

and/or

price

lists

their

accompanying

proposal.

Please

specify

where

different

percentage

discounts

apply.

Additional

pricing

and/or

discounts

may

included.

¨ Each

service

proposed

priced

separately

with

all

ineligible

items

identified.

Services

may

awarded

multiple

vendors.

Respondents

may

elect

limit

their

proposals

single

service

within

any

category,

multiple

services

within

any

and

all

categories.

¨ National	Cooperative	Purchasing	Alliance	(NCPA)
Ø The	National	Cooperative	Purchasing	Alliance	(herein	“NCPA”)	assists	public	agencies	to

increase

their

efficiency

and

reduce

their

costs

when

procuring

goods

and

services.

This

accomplished

awarding

competitively

solicited

contracts

that

are

leveraged

nationally

combining

the

volumes

and

purchasing

power

entities

nationwide.

Our

contracts

are

available

for

use

any

entity

that

must

comply

with

procurement

laws

and

regulations.

¨ It

the

intention

Region

ESC

and

NCPA

achieve

the

following

objectives

through

this

RFP.

Ø Provide

comprehensive

competitively

solicited

Master

Agreement

offering

Products

and

Services	to	Public	Agencies;
Ø Achieve	cost	savings	of	Vendors	and	Public	Agencies	through	a	single	competitive

solicitation	process	that	eliminates	the	need	for	multiple	proposals;
Ø Combine	the	purchasing	power	of	Public	Agencies	to	achieve	cost	effective	pricing;
Ø Reduce	the	administrative	and	overhead	costs	of	Vendors	and	Public	Agencies	through

state of the art purchasing procedures.

¨ Responder(s)’

offerings

shall

include

means

support

Construction

Industry

Standards

and

have

the

ability

implement,

monitor

and

control

any

all,

but

not

limited

to,

the

following

program

areas

for

agencies:

Program

Launch

and

Verification

Meetings

Facility

Planning

and

Programming

Conceptual

Estimating

and

Budgeting

Develop

Preconstruction

Schedule

Develop

Project

Management

Plan

Tracking

Reporting

System

Task

Management

Conduct

Pre-Design

Project

Analysis

Workshop

and

Partnering

Session

Building

Information

Modeling

(BIM)

Design

Reviews

and

Monthly

Preconstruction

Reports

Cost

and

Schedule

Control

Life

Cycle

Cost

and

Value

Engineering

Bid

Packaging

Strategy

Procurement

Analysis

Early

Procurement

Methods

Pre-Bid

Construction

Schedule

Staffing

Plan

Communication

Contract

Document

Preparation

Develop

and

Implement

Local

and

Disadvantaged

Business

Enterprise

Program

Bidder’s

Interest

Campaign

Pre-Bid

Conferences

Assist

with

the

Bidding

Process

Bid

Analysis

and

Opening

Construction

Contracts

Pre-Construction

Conference

Full-Time

On-Site

Management

Establish

On-Site

Communication

Procedures

Cost

Control

Quality

Control

Safety

Control

Claims

Avoidance

Communication

Project

Accounting

Building

Commissioning

Contract

Closeout

Assist

Final

Inspection

Occupancy

Plan

and

Schedule

Instructions	to	Respondents
¨ Submission	of	Response

Ø Only	sealed	responses	will	be	accepted.	Faxed	or	electronically	transmitted	responses	will
not	be	accepted.

Ø Sealed

responses

may

submitted

any

all

items,

unless

stated

otherwise.

Region

ESC

reserves

the

right

reject

any

response.

Ø Deviations	to	the	terms,	conditions	and/or	specifications	shall	be	conspicuously	noted	in
writing	by	the	respondent	and	shall	be	included	with	the	response.

Ø Withdrawal

response

will

not

allowed

for

period

120

days

following

the

opening.

Pricing

will

remain

firm

for

120

days

from

submittal.

¨ Required

Proposal

Format

Ø Responses

shall

provided

three-ring

binder

report

cover

using

8.5

paper

clearly

identified

with

the

name

Respondents

company

and

solicitation

responding

the

outside

front

cover

and

vertical

spine.

Two

(2)

bound

and

signed

copies

the

proposals

and

Two

(2)

electronic

copies

CD,

DVD,

flash

drives

(i.e.

jump

drives)

shall

provided.

Tabs

should

used

separate

the

proposal

into

sections,

identified

below.

Respondents

failing

organize

the

manner

listed

may

considered

non-

responsive

and

may

not

evaluated.

¨ Binder	Tabs
Ø Tab	1	–	Signature	Form
Ø Tab	2	–	NCPA	Administration	Agreement
Ø Tab	3	–	Vendor	Questionnaire
Ø Tab	4	–	Vendor	Profile
Ø Tab	5	–	Products	and	Services	/	Scope
Ø Tab	6	-	References
Ø Tab	7	-	Pricing
Ø Tab	8	–	Value	Added	Products	and	Services
Ø Tab	9	–	Required	Documents

¨ Shipping Label

Ø The

package

must

clearly

identified

listed

below

with

the

solicitation

number

and

name

the

company

responding.

All

packages

must

sealed

and

delivered

the

Region

ESC

offices

later

than

the

submittal

deadline

assigned

for

this

solicitation.

From:

________________________________________________________________

Company:

________________________________________________________________

Address:

________________________________________________________________

City,

State,

Zip:

________________________________________________________________

Solicitation

Name

and

Number:

________________________________________________________________

Due

Date

and

Time:

________________________________________________________________

Tab	1	–	Master	Agreement
General	Terms	and	Conditions

¨ Customer

Support

Ø The

vendor

shall

provide

timely

and

accurate

technical

advice

and

sales

support.

The

vendor shall respond to such requests within one (1) working day after receipt of the request.

¨ Disclosures Ø Respondent affirms that he/she 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

service

public

servant

connection

with

this

contract.

Ø The

respondent

affirms

that,

the

best

his/her

knowledge,

the

offer

has

been

arrived

independently,

and

submitted

without

collusion

with

anyone

obtain

information

gain

any

favoritism

that

would

any

way

limit

competition

give

unfair

advantage

over

other

vendors

the

award

this

contract.

¨ Renewal of Contract

Ø Unless

otherwise

stated,

all

contracts

are

for

period

one

(1)

year

with

option

renew

annually

for

additional

four

(4)

years

agreed

Region

ESC

and

the

vendor.

¨ Funding Out Clause

Ø Any/all

contracts

exceeding

one

(1)

year

shall

include

standard

“funding

out”

clause.

contract

for

the

acquisition,

including

lease,

real

personal

property

commitment

the

entity’s

current

revenue

only,

provided

the

contract

contains

either

both

the

following

provisions:

Ø Retains

the

entity

the

continuing

right

terminate

the

contract

the

expiration

each

budget

period

during

the

term

the

contract

and

conditioned

best

efforts

attempt

the

entity

obtain

appropriate

funds

for

payment

the

contract.

¨ Shipments (if applicable)

Ø The

awarded

vendor

shall

ship

ordered

products

within

the

written

estimate

delivery

time

the

vendor

the

entity

after

the

receipt

the

order

unless

modified.

product

cannot

shipped

within

that

time,

the

awarded

vendor

shall

notify

the

entity

placing

the

order

why

the

product

has

not

shipped

and

shall

provide

estimated

shipping

date.

this

point

the

participating

entity

may

cancel

the

order

estimated

shipping

time

not

acceptable.

All

deliveries

shall

freight

prepaid,

F.O.B.

destination.

¨ Tax

Exempt

Status

Ø Since

this

national

contract,

knowing

the

tax

laws

each

state

the

sole

responsibility

of the vendor.

¨ Payments Ø The entity using the contract will make payments directly to the awarded vendor or their affiliates as long as written request and approval by NCPA is provided to the awarded vendor.

¨ Adding authorized distributors/dealers

Ø Awarded

vendors

may

submit

list

distributors/partners/resellers

sell

under

their

contract

throughout

the

life

the

contract.

Vendor

must

receive

written

approval

from

NCPA

before

such

distributors/partners/resellers

considered

authorized.

Ø Purchase	orders	and	payment	can	only	be	made	to	awarded	vendor	or
distributors/business	partners/resellers	previously	approved	by	NCPA.

Ø Pricing

provided

members

added

distributors

dealers

must

also

less

than

equal

the

pricing

offered

the

awarded

contract

holder.

Ø All	distributors/partners/resellers	are	required	to	abide	by	the	Terms	and	Conditions	of
the	vendor's	agreement	with	NCPA.

¨ Pricing

Ø All

pricing

submitted

shall

include,

cost

sale

the

awarded

vendor,

the

administrative

fee

remitted

NCPA

the

awarded

vendor.

the

awarded

vendor’s

responsibility

keep

all

pricing

date

and

file

with

NCPA.

For

those

pricing

requiring

annual

periodic

pricing

updates,

awarded

vendors

are

expected

provide

these

changes

submitted.

Ø All

deliveries

shall

freight

prepaid,

F.O.B.

destination

and

shall

included

all

pricing

offered

unless

otherwise

clearly

stated

writing

¨ Warranty

Ø Proposals should address each of the following:

§ Applicable	warranty	and/or	guarantees	of	equipment	and	installations	including
any	conditions	and	response	time	for	repair	and/or	replacement	of	any	components
during	the	warranty	period.

§ Availability	of	replacement	parts
§ Life	expectancy	of	equipment	under	normal	use
§ Detailed	information	as	to	proposed	return	policy	on	all	equipment

Ø All

supplies,

equipment

and

services

shall

include

manufacturer's

minimum

standard

warranty

and

one

(1)

year

labor

warranty

unless

otherwise

agreed

writing.

¨ Administrative Fee

Ø All

pricing

submitted

Region

ESC

shall

include

the

administrative

fee

remitted

NCPA

the

awarded

vendor.

Ø The awarded vendor agrees to pay administrative fees to NCPA of three percent (3%).

¨ Audit

rights

Ø Vendor

shall,

Vendor’s

sole

expense,

maintain

appropriate

due

diligence

all

purchases

made

any

entity

that

utilizes

this

Agreement.

NCPA

and

Region

ESC

each

reserve

the

right

audit

the

accounting

for

period

three

(3)

years

from

the

time

such

purchases

are

made.

This

audit

right

shall

survive

termination

this

Agreement

for

period

one

(1)

year

from

the

effective

date

termination.

the

State

New

Jersey,

this

audit

right

shall

survive

termination

this

Agreement

for

period

five

(5)

years

from

the

date

final

payment.

Such

records

shall

made

available

the

New

Jersey

Office

the

State

Comptroller

upon

request.

Ø Region

ESC

shall

have

the

authority

conduct

random

audits

Vendor’s

pricing

that

offered

eligible

entities

Region

ESC's

sole

cost

and

expense.

Notwithstanding

the

foregoing,

the

event

that

Region

ESC

made

aware

any

pricing

being

offered

eligible

agencies

that

materially

inconsistent

with

the

pricing

under

this

agreement,

Region

ESC

shall

have

the

ability

conduct

extensive

audit

Vendor’s

pricing

Vendor’s

sole

cost

and

expense.

Region

ESC

may

conduct

the

audit

internally

may

engage

third-party

auditing

firm.

the

event

audit,

the

requested

materials

shall

provided

the

format

and

the

location

designated

Region

ESC

NCPA.

¨ Indemnity

Ø The

awarded

vendor

shall

protect,

indemnify,

and

hold

harmless

Region

ESC

and

its

participants,

administrators,

employees

and

agents

against

all

claims,

damages,

losses

and

expenses

arising

out

resulting

from

the

actions

the

vendor,

vendor

employees

vendor

subcontractors

the

preparation

the

solicitation

and

the

later

execution

the

contract.

¨ Licenses and Duty to keep current licenses

Ø Vendor shall maintain in current status all federal, state and local licenses, bonds and

permits

required

for

the

operation

the

business

conducted

vendor.

Vendor

shall

remain

fully

informed

and

compliance

with

all

ordinances

and

regulations

pertaining

the

lawful

provision

services

under

the

contract.

Region

ESC

reserves

the

right

stop

work

and/or

cancel

the

contract

any

vendor

whose

license(s)

expire,

lapse,

are

suspended

terminated.

Vendor

expected

provide

all

required

license(s)

with

this

RFP

response.

¨ Franchise Tax

Ø The

respondent

hereby

certifies

that

he/she

not

currently

delinquent

the

payment

any

franchise

taxes.

¨ Supplemental

Agreements

Ø The

entity

participating

this

contract

and

awarded

vendor

may

enter

into

separate

supplemental

agreement

further

define

the

level

service

requirements

over

and

above

the

minimum

defined

this

contract

i.e.

invoice

requirements,

ordering

requirements,

specialized

delivery,

etc.

Any

supplemental

agreement

developed

result

this

contract

exclusively

between

the

participating

entity

and

awarded

vendor.

¨ Certificates of Insurance

Ø Certificates

insurance

shall

delivered

the

Public

Agency

prior

commencement

work.

The

insurance

company

shall

licensed

the

applicable

state

which

work

being

conducted.

The

awarded

vendor

shall

give

the

participating

entity

minimum

ten

(10)

days

notice

prior

any

modifications

cancellation

policies.

The

awarded

vendor

shall

require

all

subcontractors

performing

any

work

maintain

coverage

specified.

¨ Legal Obligations

Ø It

the

Respondent’s

responsibility

aware

and

comply

with

all

local,

state,

and

federal

laws

governing

the

sale

products/services

identified

this

RFP

and

any

awarded

contract

and

shall

comply

with

all

while

fulfilling

the

RFP.

Applicable

laws

and

regulation

must

followed

even

not

specifically

identified

herein.

¨ Protest

Ø A

protest

award

proposed

award

must

filed

writing

within

ten

(10)

days

from

the

date

the

official

award

notification

and

must

received

5:00

CST.

protest

shall

lie

for

claim

that

the

selected

Vendor

not

responsible

Bidder.

Protests

shall

filed

with

Region

ESC

and

shall

include

the

following:

§ Name,	address	and	telephone	number	of	protester
§ Original	signature	of	protester	or	its	representative
§ Identification	of	the	solicitation	by	RFP	number
§ Detailed	statement	of	legal	and	factual	grounds	including	copies	of	relevant

documents

and

the

form

relief

requested

Ø Any

protest

review

and

action

shall

considered

final

with

further

formalities

being

considered.

¨ Force Majeure

Ø If

reason

Force

Majeure,

either

party

hereto

shall

rendered

unable

wholly

part

carry

out

its

obligations

under

this

Agreement

then

such

party

shall

give

notice

and

full

particulars

Force

Majeure

writing

the

other

party

within

reasonable

time

after

occurrence

the

event

cause

relied

upon,

and

the

obligation

the

party

giving

such

notice,

far

affected

such

Force

Majeure,

shall

suspended

during

the

continuance

the

inability

then

claimed,

except

hereinafter

provided,

but

for

longer

period,

and

such

party

shall

endeavor

remove

overcome

such

inability

with

all

reasonable

dispatch.

Ø The

term

Force

Majeure

employed

herein,

shall

mean

acts

God,

strikes,

lockouts,

other

industrial

disturbances,

act

public

enemy,

orders

any

kind

government

the

United

States

any

civil

military

authority;

insurrections;

riots;

epidemics;

landslides;

lighting;

earthquake;

fires;

hurricanes;

storms;

floods;

washouts;

droughts;

arrests;

restraint

government

and

people;

civil

disturbances;

explosions,

breakage

accidents

machinery,

pipelines

canals,

other

causes

not

reasonably

within

the

control

the

party

claiming

such

inability.

understood

and

agreed

that

the

settlement

strikes

and

lockouts

shall

entirely

within

the

discretion

the

party

having

the

difficulty,

and

that

the

above

requirement

that

any

Force

Majeure

shall

remedied

with

all

reasonable

dispatch

shall

not

require

the

settlement

strikes

and

lockouts

acceding

the

demands

the

opposing

party

parties

when

such

settlement

unfavorable

the

judgment

the

party

having

the

difficulty

¨ Prevailing Wage

Ø It

shall

the

responsibility

the

Vendor

comply,

when

applicable,

with

the

prevailing

wage

legislation

effect

the

jurisdiction

the

purchaser.

shall

further

the

responsibility

the

Vendor

monitor

the

prevailing

wage

rates

established

the

appropriate

department

labor

for

any

increase

rates

during

the

term

this

contract

and

adjust

wage

rates

accordingly.

¨ Miscellaneous

Ø Either

party

may

cancel

this

contract

whole

part

providing

written

notice.

The

cancellation

will

take

effect

business

days

after

the

other

party

receives

the

notice

cancellation.

After

the

30th

business

day

all

work

will

cease

following

completion

final

purchase

order.

¨ Cancellation for Non-Performance or Contractor Deficiency

Ø Region

ESC

may

terminate

any

contract

awarded

vendor

has

not

used

the

contract,

purchase

volume

determined

low

volume

any

12-month

period.

Ø Region

ESC

reserves

the

right

cancel

the

whole

any

part

this

contract

due

failure

contractor

carry

out

any

obligation,

term

condition

the

contract.

Ø Region

ESC

may

issue

written

deficiency

notice

contractor

for

acting

failing

act

any

the

following:

¨ Providing

material

that

does

not

meet

the

specifications

the

contract;

¨ Providing

work

and/or

material

that

was

not

awarded

under

the

contract;

¨ Failing

adequately

perform

the

services

set

forth

the

scope

work

and

specifications;

¨ Failing to complete required work or furnish required materials within a reasonable

amount

time;

¨ Failing

make

progress

performance

the

contract

and/or

giving

Region

ESC

reason to believe that contractor will not or cannot perform the requirements of the contract;

Ø Upon receipt of a written deficiency notice, contractor shall have ten (10) days to provide a

satisfactory

response

Region

ESC.

Failure

adequately

address

all

issues

concern

may

result

contract

cancellation.

Upon

cancellation

under

this

paragraph,

all

goods,

materials,

work,

documents,

data

and

reports

prepared

contractor

under

the

contract

shall

become

the

property

Region

ESC

demand.

¨ Open

Records

Policy

Ø Because

Region

ESC

governmental

entity

responses

submitted

are

subject

release

public

information

after

contracts

are

executed.

vendor

believes

that

its

response,

parts

its

response,

may

exempted

from

disclosure,

the

vendor

must

specify

page-by-

page

and

line-by-line

the

parts

the

response,

which

believes,

are

exempt.

addition,

the

respondent

must

specify

which

exception(s)

are

applicable

and

provide

detailed

reasons

substantiate

the

exception(s).

Ø The

determination

whether

information

confidential

and

not

subject

disclosure

the

duty

the

Office

Attorney

General

(OAG).

Region

ESC

must

provide

the

OAG

sufficient

information

render

opinion

and

therefore,

vague

and

general

claims

confidentiality

the

respondent

are

not

acceptable.

Region

ESC

must

comply

with

the

opinions

the

OAG.

Region14

ESC

assumes

responsibility

for

asserting

legal

arguments

behalf

any

vendor.

Respondent

are

advised

consult

with

their

legal

counsel

concerning

disclosure

issues

resulting

from

this

procurement

process

and

take

precautions

safeguard

trade

secrets

and

other

proprietary

information.

awarded

vendor

going

business

the

State

Arizona,

the

following

terms

and

conditions

shall

apply

¨ Cancellation for Conflict of Interest

Ø Per A.R.S. 38-511 a School District/public entity may cancel this Contract within three (3)

years

after

Contract

execution

without

penalty

further

obligation

any

person

significantly

involved

initiating,

negotiating,

securing,

drafting,

creating

the

Contract

behalf

the

School

District/public

entity

is,

becomes

any

time

while

the

Contract

extension

the

Contract

effect,

employee

consultant

any

other

party

this

Contract

with

respect

the

subject

matter

the

Contract.

The

cancellation

shall

effective

when

the

awarded

vendor

receives

written

notice

the

cancellation

unless

the

notice

specifies

later

time.

¨ Registered Sex Offender Restriction

Ø Pursuant to this order, the awarded vendor agrees by acceptance of this order that no

employee

the

awarded

vendor

subcontractor

the

awarded

vendor,

who

has

been

adjudicated

registered

sex

offender,

will

perform

work

any

School

District’s

premises

equipment

any

time

when

District

students

are,

are

reasonably

expected

be,

present.

The

awarded

vendor

further

agrees

acceptance

this

order

that

violation

this

condition

shall

considered

material

breach

and

may

result

cancellation

the

order

the

District's

discretion.

¨ Contract’s Employment Eligibility

Ø By

entering

the

contract,

awarded

vendor

warrants

compliance

with

A.R.S.

41-4401,

A.R.S.

23-214,

the

Federal

Immigration

and

Nationality

Act

(FINA),

and

all

other

federal

immigration

laws

and

regulations.

School

District/public

entity

may

request

verification

compliance

from

any

contractor

subcontractor

performing

work

under

this

contract.

School

District/public

entity

reserves

the

right

confirm

compliance

accordance

with

applicable

laws.

Should

the

School

District/public

entity

suspect

find

that

the

awarded

vendor

any

its

subcontractors

are

not

compliance,

the

School

District/public

entity

may

pursue

any

and

all

remedies

allowed

law,

including,

but

not

limited

to:

suspension

work,

termination

the

contract

for

default,

and

suspension

and/or

debarment

the

awarded

vendor.

All

costs

necessary

verify

compliance

are

the

responsibility

the

award

vendor.

¨ Terrorism Country Divestments

Ø Per

A.R.S.

35-392,

School

District/public

entity

prohibited

from

purchasing

from

company

that

violation

the

Export

Administration

Act.

¨ Fingerprint Checks

Ø If	required	to	provide	services	on	School	District/public	entity’s	property,	awarded	vendor
shall	comply	with	A.R.S.	15-511(h).

¨ Indemnification

Ø Notwithstanding

all

other

provisions

this

agreement,

School

District/public

entity

does

not

agree

responsibility,

waive

liability,

indemnify

the

awarded

vendor,

whole

part,

for

the

errors,

negligence,

hazards,

liabilities,

contract

breach

and/or

omissions

the

awarded

vendor,

its

employees

and/or

agents.

Process

Region

ESC

will

evaluate

proposals

accordance

with,

and

subject

to,

the

relevant

statutes,

ordinances,

rules,

and

regulations

that

govern

its

procurement

practices.

NCPA

will

assist

Region

ESC

evaluating

proposals.

Award(s)

will

made

the

prospective

vendor(s)

whose

response

determined

the

most

advantageous

Region

ESC,

NCPA,

and

its

participating

agencies.

qualify

for

evaluation,

response

must

have

been

submitted

time,

and

satisfy

all

mandatory

requirements

identified

this

document.

¨ Contract

Administration

Ø The

contract

will

administered

Region

ESC.

The

National

Program

will

administered	by	NCPA	on	behalf	of	Region	14	ESC.
¨ Contract	Term

Ø The

contract

term

will

for

one

(1)

year

starting

from

the

date

the

award.

The

contract

may

renewed

for

four

(4)

additional

one-year

terms

any

combination

time

equally

not

than

years.

Ø It

should

noted

that

maintenance/service

agreements

may

issued

for

(5)

years

under

this

contract

even

the

contract

only

lasts

for

the

initial

term

the

contract.

NCPA

will

monitor

any

maintenance

agreements

for

the

term

the

agreement

provided

they

are

signed

prior

the

termination

expiration

this

contract.

¨ Contract

Waiver

Ø Any

waiver

any

provision

this

contract

shall

writing

and

shall

signed

the

duly

authorized

agent

Region

ESC.

The

waiver

either

party

any

term

condition

this

contract

shall

not

deemed

constitute

waiver

thereof

nor

waiver

any

further

additional

right

that

such

party

may

hold

under

this

contract.

¨ Products

and

Services

additions

Ø Products

and

Services

may

added

the

resulting

contract

during

the

term

the

contract

written

amendment,

the

extent

that

those

products

and

services

are

within

the

scope

this

RFP

and

has

written

approval

NCPA

and

Region

14ESC.

¨ Competitive

Range

Ø It

may

necessary

for

Region

ESC

establish

competitive

range.

Responses

not

the	competitive	range	are	unacceptable	and	do	not	receive	further	award	consideration.
¨ Deviations	and	Exceptions

Ø Deviations

exceptions

stipulated

response

may

result

disqualification.

the

intent

Region

ESC

award

vendor’s

complete

line

products

and/or

services,

when

possible.

¨ Estimated	Quantities
Ø The	estimated	dollar	volume	of	Products	and	Services	purchased	under	the	proposed

Master

Agreement

million

dollars

annually.

This

estimate

based

the

anticipated

volume

Region

ESC

and

current

sales

within

the

NCPA

program.

There

guarantee

commitment

any

kind

regarding

usage

any

contracts

resulting

from

this

solicitation

¨ Evaluation Ø Region 14 ESC will review and evaluate all responses in accordance with, and subject to,

the

relevant

statutes,

ordinances,

rules

and

regulations

that

govern

its

procurement

practices.

NCPA

will

assist

the

lead

agency

evaluating

proposals.

Recommendations

for

contract

awards

will

based

multiple

factors,

each

factor

being

assigned

point

value

based

its

importance.

¨ Formation

Contract

Ø A

response

this

solicitation

offer

contract

with

Region

ESC

based

upon

the

terms,

conditions,

scope

work,

and

specifications

contained

this

request.

solicitation

does

not

become

contract

until

accepted

Region

ESC.

The

prospective

vendor

must

submit

signed

Signature

Form

with

the

response

thus,

eliminating

the

need

for

formal

signing

process.

¨ NCPA

Administrative

Agreement

Ø The

vendor

will

required

enter

and

execute

the

National

Cooperative

Purchasing

Alliance

Administration

Agreement

with

NCPA

upon

award

with

Region

ESC.

The

agreement

establishes

the

requirements

the

vendor

with

respect

nationwide

contract

effort.

¨ Clarifications / Discussions

Ø Region

ESC

may

request

additional

information

clarification

from

any

the

respondents

after

review

the

proposals

received

for

the

sole

purpose

elimination

minor

irregularities,

informalities,

apparent

clerical

mistakes

the

proposal.

Clarification

does

not

give

respondent

opportunity

revise

modify

its

proposal,

except

the

extent

that

correction

apparent

clerical

mistakes

results

revision.

After

the

initial

receipt

proposals,

Region

ESC

reserves

the

right

conduct

discussions

with

those

respondent’s

whose

proposals

are

determined

reasonably

susceptible

being

selected

for

award.

Discussions

occur

when

oral

written

communications

between

Region

ESC

and

respondents

are

conducted

for

the

purpose

clarifications

involving

information

essential

for

determining

the

acceptability

proposal

that

provides

respondent

opportunity

revise

modify

its

proposal.

Region

ESC

will

not

assist

respondent

bring

its

proposal

the

level

other

proposals

through

discussions.

Region

ESC

will

not

indicate

respondent

cost

price

that

must

meet

neither

obtain

further

consideration

nor

will

provide

any

information

about

other

respondents’

proposals

prices.

¨ Multiple Awards

Ø Multiple

Contracts

may

awarded

result

the

solicitation.

Multiple

Awards

will

ensure

that

any

ensuing

contracts

fulfill

current

and

future

requirements

the

diverse

and

large

number

participating

public

agencies.

¨ Past	Performance
Ø Past	performance	is	relevant	information	regarding	a	vendor’s	actions	under	previously

awarded	contracts;	including	the	administrative	aspects	of	performance;	the	vendor’s
history	of	reasonable	and	cooperative	behavior	and	commitment	to	customer	satisfaction;
and	generally,	the	vendor’s	businesslike	concern	for	the	interests	of	the	customer.

Evaluation	Criteria
¨ Product	&	Services/Pricing	(40	points)

Ø Respondent(s)’

products

and

services

(e.g.;

quality

and

breadth

product(s)/service(s),

description(s)

quality,

reputation

the

marketplace,

average

time

delivery

rate

and

historical

shipping

timelines,

return

and

restocking

policies

and

applicable

fees,

average

Fill

Rate,

shipping

charges

and

other)

Ø Competitive	Level	of	Pricing	for	vendor’s	available	products	and	services
Ø Warranties	on	Respondent(s)’	products	and	services	(e.g.;	availability	of	standard/extended

warranties,

pricing,

detailed

descriptions,

ease

process

and

others)

Ø Evidence

the

ability

Respondent(s)’

products

and

services

save

members

time

and

money	(e.g.;	breadth	of	service	departments,	technological	advances,	personnel	experience,
product(s)	efficiencies,	and	others)

Ø Other factors relevant to this section as submitted by the responder(s)

¨ Ability

Provide

and

Perform

the

Required

Services

for

the

Contract

(25

points)

Ø Response

emergency

orders

service

(e.g.;

response

time,

breadth

service

coverage,

strength	of	meeting	service	and	warranty	needs	of	members)
Ø Customer	service/problem	resolution	(e.g.;	technical	abilities	of	service	personnel;	quality

of	processes,)
Ø Invoicing	process	(e.g.;	ease	of	use;	transparency,	billing	resolutions)
Ø Respondent(s)’	processes,	and	quality	of	organizational	structure
Ø Contract	implementation/Customer	transition
Ø Financial	condition	of	vendor
Ø Offeror’s	safety	record	(e.g.;	benchmarks,	lost	hours,	reporting)
Ø Instructional	materials	and	training		(e.g.;	administrative	documentation,	internal	technical

training,	training	of	agencies)
Ø Other	factors	relevant	to	this	section	as	submitted	by	the	proposer

¨ References (10 points)

Ø A

minimum

ten

(10)

customer

references

for

product

and/or

services

similar

scope

dating

within

past

years

¨ Qualification	and	Experience (15	points)
Ø Respondent(s)’	reputation	in	the	marketplace
Ø Past	relationship	with	Region	14	ESC	and/or	NCPA	members
Ø Experience	with	cooperative	selling	(e.g.;	number	of	other	cooperatives,	Exhibited

understanding	of	cooperative	purchasing)
Ø Experience	and	qualification	of	key	employees
Ø Location	and	number	of	sales	persons	who	will	work	on	this	contract
Ø Marketing	plan	and	capability
Ø Past	experience	working	with	the	government	sector

Ø Past	litigation,	bankruptcy,	reorganization,	state	investigations	of	entity	or	current	officers
and	directors

Ø Completeness of response (e.g.; filled out all sections, answered all questions, provided pricing)

Ø Other factors relevant to this section as submitted by the proposer

¨ Value	Added	Services	Description,	Products	and/or	Services	(10	points)
Ø Marketing	and	agency	Training
Ø Customer	Service
Ø Sales	force	training	(e.g.;	internal	training	plan,	corporate	officer	involvement,	orientation

commitment)

Ø Marketing	plan	and	capability	(e.g.;	contract	rollout	plan,	benchmarks,	goals)
Ø Green	initiative(s)	(e.g.;	philosophy,	certificates,	awards)
Ø Quality	and	breadth	of	value	add(s)
Ø Other	factors	relevant	to	this	section	as	submitted	by	the	proposer

Signature Form

The

undersigned

hereby

proposes

and

agrees

furnish

goods

and/or

services

strict

compliance

with

the

terms,

specifications

and

conditions

the

prices

proposed

within

response

unless

noted

writing.

The

undersigned

further

certifies

that

he/she

officer

the

company

and

has

authority

negotiate

and

bind

the

company

named

below

and

has

not

prepared

this

bid

collusion

with

any

other

Respondent

and

that

the

contents

this

proposal

prices,

terms

conditions

said

bid

have

not

been

communicated

the

undersigned

nor

any

employee

agent

any

person

engaged

this

type

business

prior

the

official

opening

this

proposal.

Prices are guaranteed: 120 days

Company name

Address

City/State/Zip

Telephone No.

Fax No.

Email address

Printed name

Position with company

Authorized signature

Tab	2	–	NCPA	Administration	Agreement
This	Administration	Agreement	is	made	as	of	__________________________________,	by	and	between	National

Cooperative Purchasing Alliance (“NCPA”) and ____________________________________ (“Vendor”).

Recitals

WHEREAS,

Region

ESC

has

entered

into

certain

Master

Agreement

dated

_______________________,

referenced

Contract

Number

_______________________,

and

between

Region

ESC

and

Vendor,

may

amended

from

time

accordance

with

the

terms

thereof

(the

“Master

Agreement”),

for

the

purchase

Natural

Sport

Surfaces,

Installation

and

Materials

;

WHEREAS,

said

Master

Agreement

provides

that

any

state,

city,

special

district,

local

government,

school

district,

private

K-12

school,

technical

vocational

school,

higher

education

institution,

other

government

agency

nonprofit

organization

(hereinafter

referred

“public

agency”

collectively,

“public

agencies”)

may

purchase

products

and

services

the

prices

indicated

the

Master

Agreement;

WHEREAS,

NCPA

has

the

administrative

and

legal

capacity

administer

purchases

under

the

Master

Agreement

public

agencies;

WHEREAS,

NCPA

serves

the

administrative

agent

for

Region

ESC

connection

with

other

master

agreements

offered

NCPA

WHEREAS, Region 14 ESC desires NCPA to proceed with administration of the Master Agreement;

WHEREAS,

NCPA

and

Vendor

desire

enter

into

this

Agreement

make

available

the

Master

Agreement

public

agencies

national

basis;

NOW,

THEREFORE,

consideration

the

payments

made

hereunder

and

the

mutual

covenants

contained

this

Agreement,

NCPA

and

Vendor

hereby

agree

follows:

¨ General

Terms

and

Conditions

Ø The

Master

Agreement,

attached

hereto

Tab

and

incorporated

herein

reference

though

fully

set

forth

herein,

and

the

terms

and

conditions

contained

therein

shall

apply

this

Agreement

except

expressly

changed

modified

this

Agreement.

Ø NCPA

shall

afforded

all

the

rights,

privileges

and

indemnifications

afforded

Region

ESC

under

the

Master

Agreement,

and

such

rights,

privileges

and

indemnifications

shall

accrue

and

apply

with

equal

effect

NCPA

under

this

Agreement

including,

but

not

limited

to,

the

Vendor’s

obligation

provide

appropriate

insurance

and

certain

indemnifications

Region

ESC.

Ø Vendor	shall	perform	all	duties,	responsibilities	and	obligations	required	under	the	Master
Agreement	in	the	time	and	manner	specified	by	the	Master	Agreement.

Ø NCPA

shall

perform

all

its

duties,

responsibilities,

and

obligations

administrator

purchases

under

the

Master

Agreement

set

forth

herein,

and

Vendor

acknowledges

that

NCPA

shall

act

the

capacity

administrator

purchases

under

the

Master

Agreement.

Ø With

respect

any

purchases

made

Region

ESC

any

Public

Agency

pursuant

the

Master

Agreement,

NCPA

(a)

shall

not

construed

dealer,

re-marketer,

representative,

partner,

agent

any

type

Vendor,

Region

ESC,

such

Public

Agency,

(b)

shall

not

obligated,

liable

responsible

(i)

for

any

orders

made

Region

ESC,

any

Public

Agency

any

employee

Region

ESC

Public

Agency

under

the

Master

Agreement,

(ii)

for

any

payments

required

made

with

respect

such

order,

and

(c)

shall

not

obligated,

liable

responsible

for

any

failure

the

Public

Agency

(i)

comply

with

procedures

requirements

applicable

law,

(ii)

obtain

the

due

authorization

and

approval

necessary

purchase

under

the

Master

Agreement.

NCPA

makes

representations

guaranties

with

respect

any

minimum

purchases

required

made

Region

ESC,

any

Public

Agency,

any

employee

Region

ESC

Public

Agency

under

this

Agreement

the

Master

Agreement.

Ø The

Public

Agency

participating

the

NCPA

contract

and

Vendor

may

enter

into

separate

supplemental

agreement

further

define

the

level

service

requirements

over

and

above

the

minimum

defined

this

contract

i.e.

invoice

requirements,

ordering

requirements,

specialized

delivery,

etc.

Any

supplemental

agreement

developed

result

this

contract

exclusively

between

the

Public

Agency

and

Vendor.

NCPA,

its

agents,

members

and

employees

shall

not

made

party

any

claim

for

breach

such

agreement.

¨ Term

Agreement

This

Agreement

shall

effect

long

the

Master

Agreement

remains

effect,

provided,

however,

that

the

obligation

pay

all

amounts

owed

Vendor

NCPA

through

the

termination

this

Agreement

and

all

indemnifications

afforded

Vendor

NCPA

shall

survive

the

term

this

Agreement.

¨ Fees	and	Reporting
Ø The	awarded	vendor	shall	electronically	provide	NCPA	with	a	detailed	monthly	or

quarterly

report

showing

the

dollar

volume

all

sales

under

the

contract

for

the

month

quarter.

Reports

shall

sent

via

e-mail

NCPA

offices

reporting@ncpa.us.

Reports

are

due

the

fifteenth

(15th)

day

after

the

month

quarter.

the

responsibility

the

awarded

vendor

collect

and

compile

all

sales

under

the

contract

from

participating

members

and

submit

one

(1)

report.

The

report

shall

include

least

the

following

information

listed

the

example

below:

Agency Name

Zip Code State

RQN

Proposal #

Order Date

Internal PO, Job #, FX#, Notes etc.

Sale Amount

Admin Fee (3%)

Total ________________

Ø Each

month

quarter

NCPA

will

invoice

the

vendor

based

the

total

sale

amount(s)

reported.

From

the

invoice

the

vendor

shall

pay

NCPA

the

administrative

fee

the

amount

the

agency’s

purchase

order

less

any

applicable

sales

tax

and

Performance

and/or

Payment

bond

cost.

Deadline

for

term

payment

will

included

the

invoice

NCPA

provides.

Ø Supplier

shall

maintain

accounting

all

purchases

made

Public

Agencies

under

the

Master

Agreement.

NCPA

and

Region

ESC

reserve

the

right

audit

the

accounting

for

period

four

(4)

years

from

the

date

NCPA

receives

the

accounting.

the

event

such

audit,

the

requested

materials

shall

provided

the

location

designated

Region

ESC

NCPA.

the

event

such

audit

reveals

underreporting

Contract

Sales

and

resulting

underpayment

administrative

fees,

Vendor

shall

promptly

pay

NCPA

the

amount

such

underpayment,

together

with

interest

such

amount

and

shall

obligated

reimburse

NCPA’s

costs

and

expenses

for

such

audit.

¨ General

Provisions

This

Agreement

supersedes

any

and

all

other

agreements,

either

oral

writing,

between

the

parties

hereto

with

respect

the

subject

matter

hereof,

and

other

agreement,

statement,

promise

relating

the

subject

matter

this

Agreement

which

not

contained

herein

shall

valid

binding.

Ø Awarded

vendor

agrees

allow

NCPA

use

their

name

and

logo

within

website,

marketing

materials

and

advertisement.

Any

use

NCPA

name

and

logo

any

form

publicity

regarding

this

contract

awarded

vendor

must

have

prior

approval

from

NCPA.

Ø If

any

action

law

equity

brought

enforce

interpret

the

provisions

this

Agreement

recover

any

administrative

fee

and

accrued

interest,

the

prevailing

party

shall

entitled

reasonable

attorney’s

fees

and

costs

addition

any

other

relief

which

such

party

may

entitled.

Ø Neither

this

Agreement

nor

any

rights

obligations

hereunder

shall

assignable

Vendor

without

prior

written

consent

NCPA,

provided,

however,

that

the

Vendor

may,

without

such

written

consent,

assign

this

Agreement

and

its

rights

and

delegate

its

obligations

hereunder

connection

with

the

transfer

sale

all

substantially

all

its

assets

business

this

Agreement,

the

event

its

merger,

consolidation,

change

control

similar

transaction.

Any

permitted

assignee

shall

assume

all

assigned

obligations

its

assignor

under

this

Agreement.

Ø This

Agreement

and

NCPA’s

rights

and

obligations

hereunder

may

assigned

NCPA’s

sole

discretion,

existing

newly

established

legal

entity

that

has

the

authority

and

capacity

perform

NCPA’s

obligations

hereunder

Ø All

written

communications

given

hereunder

shall

delivered

the

addresses

set

forth

below.

National Cooperative Purchasing Alliance:

Name: ________________________________________

Title: ________________________________________

Address: ________________________________________

Signature: ________________________________________

Date: ________________________________________

Vendor: ________________________________________

Name: ________________________________________

Title: ________________________________________

Address: ________________________________________

Signature: ________________________________________

Date: ________________________________________

NCPA

Registered

Vendor

Quotation

Number

RFP

responders

are

requested

agree

quotation

number

registration

program

provide

consistency

and

faster

service

for

our

facility

awarded

vendors,

agency

members

and

participants.

The

process

will

require

Facility

Contract

holders

and

receive

NCPA

Vendor

Registered

Quotation

Number

that

must

prominently

displayed

each

proposal(s)

that

you

present

the

agencies.

The

system

will

track

Facility

transactions

from

the

initial

proposal

stage

the

completion

each

project.

NCPA

has

assembled

experienced

Facilities

Management

Team

that

stands

ready

and

willing

assist

its

vendors

providing

quality

services

the

awarded

vendor’s

organization.

Failure

receive

the

Vendor

Registered

Quotation

Number

can

result

potential

delays

your

services

and

the

only

acceptable

proposals

need

have

NCPA

Vendor

Registered

Quotation

Number.

NCPA	Registered	Vendor	Quotation	Number	Process
Fill	out	the	form	on	the	Facilities	page	at	www.NCPA.us

*Click

RQN

Logo

the

bottom

the

home

page

and

form

will

pop

up.

Fill

out

and

submit.

• All

registered

vendor

quotation

number

requests

must

submitted

and

proposal

number

received

before

you

present

your

potential

customer.

• You will have a response with a NCPA Vendor Registered Quotation Number within 5 minutes.

• Include the quotation number on all proposals.

This

document

acknowledges

that

you

have

received

and

agree

the

details,

directions

and

expectations

the

NCPA

Vendor

Registered

Quotation

Number

process.

Date:

RFP Number:

Company Name:

Printed Name:

Signature:

Tab	3	–	Vendor	Questionnaire
Please	provide	responses	to	the	following	questions	that	address	your	company’s	operations,
organization,	structure,	and	processes	for	providing	products	and	services.

¨ States

Covered

Ø Bidder

must

indicate

any

and

all

states

where

products

and

services

can

offered.

Ø Please

indicate

the

price

co-efficient

for

each

state

varies.

50 States & District of Columbia (Selecting this box is equal to checking all boxes below)

Alabama Maryland South Carolina

Alaska Massachusetts South Dakota

Arizona Michigan Tennessee

Arkansas Minnesota Texas

California Mississippi Utah

Colorado Missouri Vermont

Connecticut Montana Virginia

Delaware

District of Columbia

Nebraska

Nevada

Washington

West Virginia

Florida New Hampshire Wisconsin

Georgia New Jersey Wyoming

Hawaii New Mexico

Idaho New York

Illinois North Carolina

Indiana North Dakota

Iowa Ohio

Kansas Oklahoma

Kentucky Oregon

Louisiana Pennsylvania

Maine Rhode Island

All US Territories and Outlying Areas (Selecting this box is equal to checking all boxes below)

¨ Minority	and	Women
Business	Enterprise	(MWBE)	and	(HUB)	Participation

Ø It

the

policy

some

entities

participating

NCPA

involve

minority

and

women

business

enterprises

(MWBE)

and

historically

underutilized

businesses

(HUB)

the

purchase

goods

and

services.

Respondents

shall

indicate

below

whether

not

they

are

M/WBE

HUB

certified.

§ Minority	/	Women	Business	Enterprise
• Respondent	Certifies	that	this	firm	is	a	M/WBE

§ Historically	Underutilized	Business
• Respondent	Certifies	that	this	firm	is	a	HUB

¨ Residency Ø Responding Company’s principal place of business is in the city of _______________________,

State	of	__________
¨ Felony	Conviction	Notice

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File details come from the government source that posted it. Updated Mar 2, 2026.