REQUEST FOR PROPOSAL YEARBOOK PUBLISHING & PRINTING RFP # 13PA006P

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1 REQUEST FOR PROPOSAL YEARBOOK PUBLISHING & PRINTING RFP # 13PA006P Canyons School District Purchasing Department 9361 South 300 East Sandy, Utah

2 Table of Contents I. GENERAL... 2 A. Intent of Request for Proposal... 2 B. Background... 2 C. Eligibility Requirements... 3 D. Submitting Your Proposal... 3 E. Addendum to RFP... 4 F. Right of Rejection... 4 G. Supplier Proposal... 4 H. Written Agreement... 4 I. Contract Period... 4 J. Canyons School District Contacts... 4 K. Oral Presentations... 5 II. DETAILED SCOPE OF WORK... 5 III. EVALUATION CRITERIA... 5 IV. PROPOSAL RESPONSE FORMS... 6 CERTIFICATION OF PROPOSAL... 7 EXECUTIVE SUMMARY... 8 DETAILED RESPONSE... 9 REFERENCES AND PAST PERFORMANCE COST PROPOSAL P a g e

3 CANYONS SCHOOL DISTRICT REQUEST FOR PROPOSAL YEARBOOK PUBLISHING & PRINTING RFP #13PA006P I. GENERAL A. Intent of Request for Proposal The purpose of this request for proposal (RFP) is to enter into a contract with a qualified Supplier to provide yearbook publishing & printing as defined further in the scope of work. It is anticipated that this RFP will result in a contract award to Multiple Suppliers. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal s content or exclude any relevant or essential data. Suppliers are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement. Canyons School District (CSD) will not be liable for any costs Suppliers may incur in the preparation or presentation of this proposal. B. Background CSD, the first new school district to be created in Utah in nearly a century, is starting its fourth year of offering educational services to the neighborhoods of Cottonwood Heights, Draper, Midvale, Sandy and the town of Alta. From the time of the District's founding, both the elected Board of Education and Administration have maintained a fierce dedication to building a district of national distinction. To that end, the District focuses its attention on four major tenets: student achievement, innovation, community engagement and customer service. The District, which covers roughly 192 square miles in the southeast part of the Salt Lake Valley, serves approximately 33,000 students in twenty-nine elementary schools, eight middle schools, four high schools and four special programs. 2 P a g e

4 C. Eligibility Requirements In order to be eligible to respond to this RFP, the Supplier must meet all of the following qualifications: 1. Licensed - The proposing Supplier must be properly licensed to conduct business in the State of Utah. 2. Non-Discrimination - The Supplier must comply, at all times during the bidding and contracting period, with all applicable Federal, State, County, and City anti-discrimination laws, ordinances, rules, and regulations. Any violations of this provision shall be considered a violation of a material provision of the contract and shall be grounds for cancellation, termination or suspension. D. Submitting Your Proposal 1. All bids shall be submitted via and 6 copies, sealed in envelope sent to Canyons District Office, 9361 S. 300 E., Sandy, Utah 84092, Attn: Polly Alles. Bids delivered by or fax will not be considered or evaluated. 2. All information requested must be completed and submitted by the date and time listed in BidSync. Proposals received after that will be deemed non-responsive. Neither faxed nor ed bids will be accepted. 3. Responses submitted in BidSync are completely secure. No one (including the purchasing staff) can see responses prior to the deadline. Once proposals are submitted in BidSync, you may make changes at any time before the solicitation deadline. Allow sufficient time to complete any applicable online forms and/or upload documents. Please do not upload any embedded or password protected documents (zip files, mov, wmp, and mp3 files) as they cannot be opened, unzipped and included in your submittal. The solicitation will end precisely at the closing time listed. If you are in the middle of uploading your bid at the closing time, BidSync will stop the process and your bid will not be received. 4. Each Supplier shall submit only one (1) bid. Alternate or multiple bids from a single Supplier are prohibited. On any item where multiple bids are submitted, that item may be deemed non-responsive. 5. Please note that the cost section requires an entry. BidSync will mark a submittal as non-responsive (a no bid) if the submittal does not have an entry. Please enter one cent ($0.01) in the pricing section. 6. All inquiries relative to this bid must be submitted through and will be answered through BidSync up to the Q & A deadline. 7. When the award is made, it will be posted on In the event that the bid is canceled after the closing date, that information will be posted on BidSync as well. 3 P a g e

5 8. Conform to Response Form Guidelines - All proposed information must be submitted on the Proposal Response forms found in Section IV. E. Addendum to RFP If it becomes necessary to revise this RFP in whole or in part, an addendum will be posted on Suppliers who obtained this RFP by download are required to check for any addenda. F. Right of Rejection The CSD Board of Education reserves the right to reject any and all proposals or to waive any non-statutory informality. The Board of Education further reserves the right to make the contract award deemed by the Chief Procurement Officer of the School District to be in the best interest of the District. The Board's decision to accept or reject the contract shall be final. G. Supplier Proposal Proposals must be signed by the Supplier s authorized official binding the RFP and the Supplier for a period sixty (60) days from the date of receipt by Mr. Gary O. Hansen, Chief Procurement Officer. H. Written Agreement The selected supplier must enter into a written contract with CSD to provide Yearbook Publishing & Printing required by the District for the term of the contract. The contract must be performed in accordance with CSD Standard Terms and Conditions, rev. date 1/12/10 (Attachment A). I. Contract Period This agreement shall commence on the date of RFP acceptance by the Board of Education and continue for one (1) year. Each proposal must include an option whereby the Board, in its sole discretion, can extend the contract for four (4) additional years on the same terms, prices, and conditions set forth in the proposal. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term. During the Contract Renewal period only, March 1-April 30 th, of each contract year, the successful suppliers may negotiate with any High School to renew or establish a new contract. Beginning May 1, of each year, suppliers will not contact schools they do not have a current contract with. J. Canyons School District Contacts All inquiries relative to this Request for Proposal must be submitted through 4 P a g e

6 No CSD Employee, Board Member, or evaluation committee member should be contacted concerning this RFP during the selection process. Failure to comply with this requirement may result in disqualification. K. Oral Presentations A digital presentation by a Supplier to clarify a proposal may be required at the sole discretion of CSD. However, CSD may award a contract based on the initial proposals received without discussion with the Supplier. If digital presentations are required, they will be scheduled after the submission of proposals. Digital presentations will be made at the Supplier s expense. II. DETAILED SCOPE OF WORK Please see and fill in (2) page downloadable form Schedule E - Yearbook Questions & Cost 13PA006P. III. EVALUATION CRITERIA The process of award will be by committee. The committee will base their evaluation on the criteria listed below then apply a score based on the weighted value of that criteria. The Supplier receiving the highest score will be awarded the contract. 10 Points: Responsiveness The completeness and conformity of the proposal response to the RFP requirements. Including but not limited to: Schedule A, Certification of Proposal Complete Schedule B, Executive Summary Complete Schedule C, Detailed Response Complete Schedule D, References Complete Schedule E, Yearbook Questions /Cost Complete (2) page downloadable form 25 Points: Technology / Support 25 Points: Service/ Quality 10 Points: References/Past Performance - List the school districts your company is currently working with. Provide three (3) contact persons from 30,000+ student population school districts (Schedule D). 30 Points: Cost Proposal - Cost will be evaluated independently from the technical proposal according to the formula listed below *. Please list all costs on 5 P a g e

7 the attached Cost Proposal Form. The cost proposal shall be uploaded as a separate attachment labeled Yearbook Questions /Cost 13PA006P in your electronic submission (Schedule E). * The lowest proposed price will receive 100% of the points. All other points will be calculated as follows: (Lowest Proposed Price/Each Individual Proposed Price) x 30 Points IV. PROPOSAL RESPONSE FORMS A Supplier must use the following schedules, or copies thereof, in submitting a proposal. The schedules must be completed in their entirety. Other materials that support these schedules may be included in the proposal document. Schedule A Schedule B Schedule C Schedule D Schedule E Certification of Proposal Executive Summary Detailed Response References Yearbook Questions / Cost Proposal (2 Pages) 6 P a g e

8 Schedule A CERTIFICATION OF PROPOSAL We have read the Canyons School District Request for Proposal and fully understand its intent. We certify that we have adequate personnel and resources to fulfill the proposal requirements. We further understand that our ability to meet the criteria and provide the required services shall be judged solely by the Canyons School District We further certify that, since the receipt of this RFP, no contact, discussion, or negotiations have been made nor will be made regarding this proposal for the Year Book Publishing & Printing proposal with any Canyons School District employee or Board member other than the listed contact people in the RFP. We understand that any such contact could disqualify this proposal. We further certify that we are properly licensed to conduct business within the scope of this RFP, in the State of Utah. We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document. Submitted by: Firm Name Authorized Signature Name and Title Telephone Date 7 P a g e

9 Schedule B EXECUTIVE SUMMARY Provide a one or two page executive summary to briefly describe the Supplier s proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the Supplier. The District should be able to determine the essence of the proposal by reading the executive summary. Protected information requests should be identified in this section. 8 P a g e

10 Schedule C DETAILED RESPONSE This section should constitute the major portion of the proposal and must contain at least the following information. A. A complete narrative of the Supplier s assessment of the work to be performed, the Supplier s ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the Supplier s understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed. B. A specific point-by-point response, in the order listed in Schedule E, to each requirement in the RFP. C. Outline your technology support structure and proposed technical support plan for CSD. This must include an account representative to work with our District. D. Outline your training model and proposed training plan for CSD. E. Provide a detailed description of your services. 9 P a g e

11 REFERENCES AND PAST PERFORMANCE A. List the school districts with whom your company is currently working. Schedule D B. Provide three (3) reference contact persons from 30,000+ student population school districts. 1. Company Name Contact Name Address City State Zip Telephone Fax Key Bidding Employees Working on this Project Description of Work Scope 2. Company Name Contact Name Address City State Zip Telephone Fax Key Bidding Employees Working on this Project Description of Work Scope 3. Company Name Contact Name Address City State Zip Telephone Fax Key Bidding Employees Working on this Project Description of Work Scope 10 P a g e

12 Schedule E COST PROPOSAL Cost will be evaluated independently from the technical proposal. Please enumerate all costs on the attached Cost Proposal Form. The cost proposal is entered into the second worksheet of the separate attachment labeled Schedule E - Yearbook Question & Cost Form -13PA006P in your electronic submission. SUPPLIER NAME: See downloadable (2 ) page form Yearbook Question & Cost Form Schedule E 13PA006P. 11 P a g e

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