Request for Proposal. Uintah High School Yearbook Publishing & Printing Services. Uintah School District 635 West 200 South Vernal Utah, 84078

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1 Request for Proposal Uintah High School Yearbook Publishing & Printing Services Uintah School District 635 West 200 South Vernal Utah, Deadline for Submittal June 18, :00 p.m.

2 Uintah School District, located in Vernal, Utah is soliciting bid proposals from qualified companies for the purpose of providing Yearbook Publishing and Printing Services for Uintah High School for the school year with the option to renew for up to two additional school years. I. SCOPE OF SERVICES A. The Vendor must be capable of furnishing all of the necessary labor, resources, equipment and material necessary for the provision of Yearbook Publishing and Printing Services for the school year per Schedule A Yearbook Printing/Publishing Questions & Cost. B. Uintah High School requires delivery of the yearbooks by early spring. The Vendor shall confirm the timeframe (weeks/months) from project launch to the delivery of the yearbooks by providing an implementation plan with time lines and specific tasks involved in the yearbook creation process. The High School is committed to confirming the final yearbook count by early January. C. The Vendor s software must be compatible with Adobe InDesign CC and include an indexing/image flow system that is compatible with the LifeTouch image CD. II. SELECTION CRITERIA 10 Points Responsiveness Providing all required and pertinent information requested in the RFP. 25 Points Experience Areas of expertise and past performance. 25 Points Service Detailed approach and plans to perform the services required. 30 Points Cost Proposal Lowest proposed price will receive 100% of the points. All other points will be calculated as follows: Cost Points x (Proposed Price/Lowest Proposed Price) 10 Points References List the school districts your company is currently working with along with the names of three (3) clients who may be contacted for whom yearbook publishing services have been rendered. III. PROPOSAL REQUIREMENTS D. General 2

3 1. Your response to the RFP should address, at a minimum, each of the items outlined above. You may add additional information that you deem appropriate. 2. In order for a Vendor to be considered, four (4) copies of your proposal, along with a signed Agreement-Verification Statement and Non-collusion Affidavit, (Attachments A & B) must be received no later than 2:00 p.m. on Wednesday, June 18, 2014, addressed to Cathy Bilbey, Purchasing Agent, Uintah School District, 635 West 200 South, Vernal, Utah. Uintah School District will not consider late responses, regardless of circumstances. 3. All questions seeking clarification, technical, or other information must be addressed to Joseph LeDosquet, Uintah High School Yearbook Advisor, (303) RFP s submitted by a Vendor that has made contact with anyone other than the individual named herein will not be considered. 4. Uintah School District does not assume any responsibility or liability for costs incurred by Vendors responding to this Request for Proposal, or any subsequent requests for data, interviews, etc. prior to issuance of a formal executed contract. E. Qualifications 1. Provide a brief history and description of the yearbook publishing company. 2. Provide a summary describing the Vendor s areas of expertise, including technological advances, customer support and other services in relation to the specifications listed above. 3. List the school districts your company is currently working with along with the names of three (3) clients who may be contacted for whom yearbook publishing services have been rendered. 4. Provide samples of published yearbooks and any other materials the Vendor deems appropriate to this RFP. F. Cost Proposal 1. Schedule A Yearbook Printing/Publishing Questions & Cost G. Proposal Outline 1. Please assemble your response to the RFP in the following order: Summary Detailed Response References Cost proposal Schedule A Yearbook Printing/Publishing Questions & Cost 3

4 SELECTION PROCESS Selection of Vendors who submit proposals for this RFP will be made through an evaluation process based on the written proposals submitted and the evaluation criteria as stated on page 2 of this RFP. Interviews may be required, but the Uintah School District reserves the right to make final selection based solely on the above mentioned evaluation criteria and written proposals. TERMS OF AGREEMENT The agreement will run for a period of one (1) year beginning September, 2014 and may be renewed annually for two, one-year consecutive terms upon agreement between the Uintah School District and the successful Vendor. The District reserves the right to terminate this agreement with (60) days written notice. RESERVED RIGHTS The Uintah School District reserves the right to reject any or all submittals, or to waive any formality or technicality in any submittal, in the best interests of the Uintah School District, while still complying with the Utah State Purchasing Code. While it is the intent of the Uintah School District to proceed with this appointment, this solicitation does not obligate the Uintah School District to enter into a contract. GENERAL TERMS AND CONDITIONS 1. General Provisions These general provisions apply in like force to this inquiry and to any subsequent contract resulting there from. 2. Quantities and Services Unless stated otherwise, the District is not obligated, during the period stipulated, to purchase any or all of the services specified therein from the Vendor. The Vendor is obligated to supply the services which the District requires for its operation. The successful Vendor will be required to coordinate its services with the Uintah High School Principal and/or her/his designee. 3. Assignment The Proposer shall not assign, transfer, convey, sublet or otherwise dispose of any award or any or all rights, title or interest therein, without the prior consent of the District. 4. Applicable Law The contract shall be governed in all respects by the laws of the State of Utah. 5. Offer Certification Proposals must be signed by a duly authorized agent of the proposing Vendor. The Proposer agrees that submission of the signed proposal is certification that the Proposer will accept an award made to the Proposer as a result of the submission. 4

5 6. Proposal Clarifications and Additional Information Proposers are cautioned that any statements made by the Proposer s contact person that materially changes any portion of the proposal document shall not be relied upon unless subsequently ratified by a formal written amendment to the proposal document. The District shall not be responsible for explanations or interpretations of Request for Proposal documents except as issued by an amendment to the RFP in writing. 7. Oral Statements No oral statement of any person shall modify or otherwise affect the terms, conditions, scope of work or specifications stated in this RFP. The District must make all modifications to the RFP in writing. 8. Proposer Investigations Before submitting a proposal, each Proposer shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of services and to verify any representations made by the District upon which the Proposer will rely. If the Proposer receives an award as a result of their proposal submission, failure to have made such investigations and examinations will in no way relieve the Proposer from their obligation to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever by the Proposer for additional compensation. Any information and intellectual properties provided to Uintah School District as a part of this process become the property of Uintah School District. 9. Proposal Envelopes Envelopes containing proposals should be sealed and marked Request for Proposal Uintah High School/Yearbook Publishing & Printing Services, along with closing date. 10. Proposal Receipt and Opening The District will receive sealed proposals until the date and time indicated on the RFP cover. Proposals must be delivered, to Uintah School District, 635 West 200 South, Vernal, Utah and directed to the attention of Cathy Bilbey, Purchasing Agent. Proposals must be date stamped by the Purchasing Agent, or designee, before or on the date indicated on the RFP cover for the proposal closing. Proposals received after the date and time of the proposal closing will be received, date stamped and returned to the Proposer unopened. It is the responsibility of the Proposer to ensure that proposals arrive at the designated opening place on time. Late or non-delivery due to company failure will not be considered adequate reason for consideration of late proposals. 11. Public Record All proposals and information submitted by the winning Proposer are open for public inspection for 90 days after the notice of intent to award a contract is issued. Except for exempt materials, all proposals and information submitted by Proposers will be available for viewing after the evaluation process is complete and the notice of intent to award is sent to all participating parties. Proposals that contain information that meets the definition of trade secrets or otherwise can be considered a public record exempt from disclosure under the Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection , shall be clearly marked by Proposers and kept separate in the proposal. 5

6 12. Independent Proposer The Proposer shall be legally considered an independent Proposer and neither the Proposer nor their employees shall, under any circumstances, be considered servants or agents of the District; and the District shall be at no time legally responsible for any negligence or other wrongdoing by the Proposer, their servants or agents. 13. Informalities and Irregularities The District has the right to waive minor defects or variations of the proposal from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance time of the services being procured. If insufficient information is submitted by a Proposer with the proposal for the District to properly evaluate the proposal, the District has the right to require such additional information as it may deem necessary after the time set for receipt of proposals, provided that the information requested does not change the price, quality, quantity, delivery or performance time for the services being procured. 14. Indemnification The Proposer covenants to save, defend, keep harmless and indemnify the District and all of its officers, departments, agencies, agents and employees from and against all claims, loss, damage, injury, fines, penalties and cost including court costs, and attorney s fees, charges, liability and exposure, however, caused resulting from, arising out of, or in any way connected with the Proposer s negligent performance or nonperformance of the terms of the contract. 15. Nondiscrimination By submission of proposal, Proposer certifies that the Proposer(s) providing product(s) or service(s) shall not discriminate against any District employee or applicant for District employment, with respect to his/her hire, tenure, conditions or privileges of employment, because of his/her race, color, religion, sex, disability or national origin, as applicable to State and Federal Regulations as it pertains to providing insurance coverage under the terms of the proposal. 16. Failure to Deliver In the event of failure of the Proposer to deliver services in accordance with the contract terms and conditions, the District, after due oral or written notice, may procure the services from other sources and hold the Proposer responsible for any resulting additional purchase, administrative costs, and reasonable attorney fees. This remedy shall be in addition to any other remedies that the District may have. 17. Failure to Enforce Failure by the District at any time to enforce the provisions of the contract shall not be construed as a waiver of any such provisions. Such failure to enforce shall not affect the validity of the contract or any part thereof or the right of the District to enforce any provision at any time in accordance with its terms. 6

7 Attachment A NON-COLLUSION AFFIDAVIT No proposal will be accepted that does not have this form fully executed. By submission of this proposal, each Vendor and each person signing on behalf of any Vendor certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief: a. The prices in this proposal have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other vendor or any competitor; b. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Vendor and will not knowingly be disclosed by the Vendor prior to opening, directly or indirectly, to any other vendor or to any competitor. c. No attempt has been made or will be made by the Vendor to insure any other person, partnership, or corporation to submit or not submit a bid/proposal for the purpose of restricting competition. d. The person signing this proposal certifies that he/she has fully informed him/herself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the Vendor as well as to the person signing on its behalf. e. The attached hereto (if corporate bidder) is a certified copy of resolution authorizing the execution of this certificate by the signature of this proposal on behalf of the corporation Vendor. 7 (Individual) (Corporation) By: Title: Date:

8 Attachment B AGREEMENT-VERIFICATION STATEMENT I (individual), a duly authorized representative of the (Vendor), do herby state that the proposal submitted by said Vendor is true and accurate. I FURTHER STATE THAT AS the duly authorized representative of the (Vendor), serving as the (Title of Individual) with said Vendor, I am duly authorized to submit this proposal on behalf of Vendor. I FURTHER STATE THAT AS the duly authorized representative of the Vendor, I, on behalf of said Vendor, accept and agree to abide by all of the conditions as set forth in the Request for Proposal. AS REQUIRED BY YOUR Request for Proposal, I hereby verify the fact that the (Vendor) is capable in every manner (with personnel, necessary merchandise and financial resources) to furnish services for which we have submitted proposal(s). (Authorized Representative) (Title) (Date) (Phone) ( Address) 8

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