USBE - Professional Learning and Technical Assistance Event Planner (REPOST)

Issuing Procurement Unit: Utah State Board of Education UTAH STATE BOARD OF EDUCATION REQUEST FOR PROPOSALS SOLICITATION # USBE-MI26006-RFP PROFESSIONAL LEARNING AND TECHNICAL ASSISTANCE EVENT PLANNER This Request for Proposals ("RFP"), having been determined to be the appropriate procurement method to provide the best value to the Utah State Board of Education (USBE), is designed to provide interested Offerors with sufficient basic information to submit proposals. This RFP is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence. Issuing Procurement Unit, Conducting Procurement Unit, and Solicitation Number: USBE is the issuing procurement unit and conducting procurement unit for this RFP (referred to as "USBE"). The reference number for this RFP is Solicitation # USBE-MI26006-RFP. This solicitation number must be referenced on all proposals, correspondence, and documentation submitted to USBE relating to this RFP. Purpose of this Solicitation: The purpose of this RFP is to enter into a contract with a qualified Offeror to provide professional learning and technical assistance event planner services. Please see the Scope of Work attached in the Files section for further details. Contract Award: It is anticipated this RFP will result in a single contract award to the responsive and responsible Offeror with the highest score justified by the Procurement Code. The contract resulting from this RFP will be for approximately FIVE (5) years, with an additional five (5) optional one-year renewals. The renewal option years MAY be exercised at USBE's discretion and subject to appropriation. However, USBE reserves the right to terminate the contract at any time in accordance with the provisions set forth in the USBE Standard Terms and Conditions. Contract Budget: The total not-to-exceed budget for meeting all requirements detailed in the Scope of Work is $6,750,000.00 for five (5) years, which is inclusive of a maximum budget of $1,012,500.00 for administrative costs of planning and implementing the events. NOTE 1: This maximum budget of $6,750,000.00 is inclusive of all costs associated with the events (including the administrative costs of planning and implementing the events - See Note 2 below). The vendor will pay for every cost related to the event upfront (except the time of the USBE SES staff who collaborate to provide and/or attend the event) and then invoice the USBE SES for reimbursement. This includes participant support costs, which are stipends, substitute teacher costs, travel reimbursements, lodging/hotels, per diem, and flights as appropriate, etc., per USBE policy and USBE SES staff approval. The vendor MUST provide a detailed budget breakdown of how these costs are allocated in the Technical Evaluation Criteria. NOTE 2: The vendor may retain up to 15% of $6,750,000.00 ($1,012,500.00) for administrative costs of planning and implementing the events. The vendor MUST provide a detailed budget breakdown of how these administrative costs are calculated in the Technical Evaluation Criteria. The vendor is not required to expend this entire 15% when calculating the detailed budget breakdown. A vendor who proposes less than this maximum amount may receive a higher score as deemed appropriate by the evaluation committee. While not scored, please provide a detailed budget breakdown of costs associated with an additional five (5) one-year renewal options. These renewal option years MAY be exercised at USBE's discretion and subject to legislative appropriation. It is anticipated that the maximum budget for these renewal option years will remain steady per year; however, this is not a guaranteed amount as it may be subject to legislative appropriation. Please refer to the Scope of Work and Technical Evaluation Criteria documents in the Files for further details. Additional Information: Offerors are prohibited from communications regarding this RFP with the USBE staff, evaluation committee members, or other associated individuals EXCEPT the USBE procurement officer overseeing this RFP. Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, "or equivalent" apply; and invites the submission of equivalent products by the Offerors. If applicable, Offerors may be required to submit product samples to assist the head of a procurement unit with independent procurement authority in evaluating whether a procurement item meets the specifications and other requirements set forth in the RFP. Product samples must be furnished free of charge unless otherwise stated in the RFP, and if not destroyed by testing, will upon written request within any deadline stated in the RFP, be returned at the Offeror's expense. Samples must be labeled or otherwise identified as specified in the RFP by the procurement unit. USBE reserves the right to conduct discussions with the Offerors who submit proposals determined to be reasonably eligible of being selected for award, followed by an opportunity to make best and final offers pursuant to the Utah Procurement Code and applicable administrative rules, but proposals may be accepted without discussions. Proposal Content and Evaluation: The provisions of this RFP are not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to demonstrate Offeror's ability to provide USBE with a solution. Each proposal received shall be evaluated as outlined in this RFP, the Utah Procurement Code, and applicable administrative rules in the Utah Administrative Code. To be responsive and responsible Offerors must review and respond to the following sections of this RFP: Requested Information: The Requested Information section includes the prerequisites all Offerors must read and agree to in order to respond to this RFP. Files: The Files section includes the standard contractual terms and conditions applicable to this RFP, as well as other documents associated with this RFP. Questions: The Questions section contains questions to which Offerors must respond in order to submit a proposal. This section also includes the objective and subjective criteria that will be used to evaluate proposals, including mandatory minimum requirements and technical evaluation criteria. To determine which proposal provides the best value to USBE, the evaluation committee shall evaluate each responsive and responsible proposal that has not been disqualified from consideration under the provisions of the Utah Procurement Code and applicable administrative rules, using the criteria described in this RFP. Offerors must review each section carefully. After the evaluation and final scoring of proposals is completed, USBE shall award the contract as soon as practicable to the responsive and responsible Offeror eligible for award, subject to the Utah Procurement Code and applicable administrative rules, provided the RFP is not canceled in accordance with Utah Code Section 63G-6a-709(2)(b) and applicable administrative rules.