Request for Proposal RFP #FS 0319 I. GENERAL A. Intent of Request for Proposal (RFP) The purpose of this Request for Proposal is to solicit sealed, competitive proposals from a qualified firm to provide a wireless temperature monitoring system to multiple locations within the school district. B. Background is the seventh largest school district in Utah with approximately 24,000 students. The district has a total of forty-one schools including six high schools and one alternative high school. The District ranks as the largest employer in Washington County. C. Other Requirements 1. Conform to Response Form Guidelines All proposed information must be submitted on the Proposal Response Forms found in this RFP to Mark Hoss, Purchasing Coordinator. 2. Proposals Submitted on a Timely Basis All proposals must be submitted by: Monday, March 19 2012 3. Submission of Proposals Sealed proposals must be submitted to Mr. Mark Hoss, Purchasing Coordinator at the following address: 121 W. Tabernacle St. George, Utah 84770 Any proposals submitted at any other locations will be deemed nonresponsive and be returned unopened. 4. Late Proposals Unacceptable Any proposal received after the deadline will be deemed non-responsive and will not be considered for evaluation. 5. Faxed Proposals Unacceptable Faxed copies of the proposal will not be accepted.
D. Proposal Calendar It is anticipated that the following schedule will be followed: March 5, 2012 March 19, 2012 RFP Released and Advertised Proposals due. Sealed proposals are to be submitted to the Purchasing Coordinator no later than 3:00 p.m. Mountain Time. March 20-23, 2012 March 26, 2012 Evaluation of Proposals. The district may request formal written clarification or product samples of any item. Contract Award E. Clarification of Proposal The district may request formal written clarification or samples of any item at any time. F. Required Signatures Proposals must be signed by an official of the firm authorized to bind the firm to the proposed terms for a period of thirty (30) days from the date of receipt by the district s Purchasing Coordinator. G. Basis of Selection Evaluation of proposals, and if a firm is to be selected, section of the firm will be on the basis of: 1. The firm s plan to provide the District with the services as described in Section II, Scope of Services. 2. The firm s experience in providing services similar to those described in this RFP, and the experience of the individuals which the firm proposes to provide such services. 3. The firm s references from clients which are comparable to the District. 4. Cost H. Contacts 1. Inquiries All inquiries relative to this Request for Proposal must be directed to:. 2
Mark Hoss, Purchasing Coordinator, 435-673-3553 ext. 5112 Sharon Stucki, 435-674-6490 ext. 101 2. Other Contacts Prohibited No other 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. I. Right of Rejection The 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 Purchasing Coordinator to be in the best interest of the district. The Board s decision to accept or reject the contract shall be final. J. Addenda to RFP If it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all proposers of record who received the original RFP. K. Firm Proposal An official of the firm must sign proposals, if proposer is a company, authorized to bind the company to a contract. Conditions must be firm for a period of thirty (30) days from the due date of this RFP. L. Conflict of Interest Disclosure All proposals must list agent or other relationships between the proposer and any company, contractor, or other agency where the potential for a real or perceived conflict of interest may arise in the course of providing assistance to the. M. Assignment of Contractual Rights It is agreed that the successful offeror shall not assign, transfer, convey or otherwise dispose of the contract of its right, title or interest in, or any part thereof, without previous written consent of Child Nutrition Services Director. II. SCOPE OF WORK The following is specifications that will need to be addressed in a vendor proposal: A. Features 1. 24 hour monitoring of cold/hot food storage equipment. 2. Multiple management levels. Each site will have their own notification system, but management at district level.. 3
3. Alerts of alarms outside of temperature variances should be sent to appropriate personnel via phone or text messaging. 4. Each piece of equipment should have capability of being set-up with its own parameters. 5. Include all warranty information. 6. Customizable reporting is preferred. B. Cost 1. Proposal must identify initial equipment cost separately from ongoing operational cost. 2. Include breakdown of cost by location. 3. Identify any additional costs necessary for program implementation. 4. Any purchases made as a result of this RFP are contingent on funding approval. C. Implementation 1. Included detailed implementation timeline with response. 2. Preferred training method is train the trainer. 3. Identify necessary equipment to ensure program success. 4. Include detailed information for off-site support post implementation. III. Contents of Proposal Firms should provide this information: 1. State the firm s ability to provide the services as described in Section II, Scope of Services. Provide a brief history of the company and its experience, qualifications and success in providing these services. 2. Describe the experience of the individual(s) who would be responsible for providing the services to the District. 3. State the firm s references comparable to the District, including the name and telephone number of a contact person the District may call.. 4
Schedule A CERTIFICATION OF PROPOSAL I (We) have read the Request for Proposal and fully understand its intent. I (We) certify that I (we) have adequate personnel and resources to fulfill the proposal requirements. I (We) further understand that our ability to meet the criteria and provide the required services shall be judged solely by Washington County School District. I (We) further certify that, since the receipt of this RFP, no contact, discussion, or negotiation has been made nor will be made regarding this proposal, with any employee or Board Member other than the listed contact people in the RFP. I (We) understand that any such contact could disqualify this proposal. I (We) certify that all schedules and addenda contained herein shall be considered part of the entire RFP and that the complete documents submitted shall be considered a legally binding document. Submitted by: Proposer s Name Authorized Signature Name and Title Telephone Date. 5