PURCHASING SERVICES Michael J. Woodall, CPPO, Purchasing Agent Phone: 813.794.2221 FAX: 813.794.2111 e-mail:
[email protected]
To All Interested Parties: You are hereby invited by the District School Board of Pasco County to propose on the following: RFP #13-088-SB Zephyrhills High School Yearbooks Proposals will be accepted, and opened thereafter, at the office of the Purchasing Agent, 20430 Gator Lane, Land O’ Lakes, FL 34638-2803 on or until April 26, 2013, 2:30 P.M., local (Pasco) time. Proposals will be accepted and opened on April 26, 2013 in accordance with F.S. 119.071, if date/time stamped on or before 2:30:00 P.M. RFPs with date/time stamps of 2:30:01 P.M. or later will be rejected. A proposal is late if the Purchasing Department receives it after the due date and time. A Proposal shall be deemed received by the School District when it has been physically received by the Purchasing Department staff (dated and time stamped). Delays due to mail handling, including but not limited to the School District’s internal mail-handling, will not excuse late delivery of proposal. LATE PROPOSALS WILL BE REJECTED and returned unopened. Late bids, regardless of reason, will be considered non-responsive. It is solely the vendor’s responsibility to ensure it’s bid is received in the Purchasing Department at the proper time. The entire Request for Proposal (RFP) must be submitted on the enclosed forms, signed by a legal officer of the company, with company name, date, etc., otherwise the RFP may be automatically disqualified for failure to properly execute the official RFP document. Envelopes must be sealed and clearly marked on the outside "Sealed RFP." A cutout label for this purpose is enclosed. Proposals will not be accepted by fax or electronically. The School Board reserves the right to waive minor informalities in any RFP, to accept any RFP which they consider to be in the best public interest, and to reject any part of, or any and all RFP’s; alternate RFP’s will be considered. However, awards will be made to the lowest and best, responsive and responsible proposer in the opinion, and at the option, of the Board. Their decision shall be final and conclusive. All merchandise called for in these specifications shall be delivered in good order, F.O.B. destination (freight prepaid), inside delivery, within the time specified, or will be subject to cancellation. A packing list must accompany all shipments. In addition, the District School Board of Pasco County reserves the option to extend the period and quantities of this RFP, or any portion thereof, for an additional time not to exceed 365 days from contract expiration date. This extension, including all terms and conditions of the original RFP documents, shall be by mutual agreement in writing. Notice of award of RFP will be available for vendors to download through the Purchasing website under Board Recommendations at http://purchasing.pasco.k12.fl.us/Pages/vendors.html, or vendors may view the official postings in person in the office of the Purchasing Agent. Otherwise, purchase orders will be forwarded to successful vendors as acknowledgement of RFP award. Failure to read or comply with the enclosed general information form in no way relieves the proposers from their liabilities arising hereunder, and no RFP may be withdrawn prior to Board approval without written consent by the Purchasing Agent. Respectfully,
Michael J. Woodall, CPPO, Purchasing Agent MJW/sb Attachment
Company Name/Initials District School Board of Pasco County
Page 1 of 27
NOTE: The following instructions have been developed specifically for this RFP and may or may not be the same as previous or future solicitations for this type of service or commodity. Therefore, all proposers are urged to review these instructions, in detail, before submitting their RFP. This RFP document is the complete and final expression of intention between the parties.
INSTRUCTIONS TO PROPOSER 1.
General RFP Instructions: These are general instructions for Proposal procedures only for the District School Board of Pasco County, Florida, and can be superseded by special instructions and addenda. The School District shall not be responsible for oral interpretations given by a School District employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretations, clarification or additional information can be given that would change the terms and conditions of the RFP. If any addenda are issued to this RFP they will be available for vendors to download through https://vendorbid.net/pasco. However, prior to submitting the RFP, it shall be the sole responsibility of each proposer to determine if addenda were issued and, if so, to obtain such addenda for attachment to the RFP. All questions pertaining to this RFP shall be subject to compliance with Florida Statute Chapter 286.0113. Should any questions arise concerning this RFP, please contact the Purchasing Agent's office in writing at 20430 Gator Lane, Land O' Lakes, FL 34638-2803 or via email to the Buyer/Buyer Assistant noted within this document. Proposers are strongly encouraged to post their questions on Vendorbid.net where answers can be posted electronically.
2.
Taxes: No taxes shall be included in any RFP price; the School Board is exempt from state and federal sales, use and excise taxes. Florida Sales Tax Exemption #85-8013921275C-1 and Federal Excise Tax Exemption #59-6000792 appear on the purchase order.
3.
Product Standards: Where a definite product is specified, it is not the intention of the Board to discriminate against any "approved equal" product of another manufacturer, but is intended that a definite standard be established. The determination as to whether any alternate product or service is or is not equal shall be made by the School Board, or its representative, and such determination shall be final and binding on all proposers. Alternates will be considered.
4.
Deviations from Specifications: Any deviations from the attached specifications must be explained in detail; otherwise, it will be understood that items offered are in strict compliance with the specifications, and the successful proposer will be held responsible therefore.
5.
Samples: When requested, samples, specification sheets, brochures, etc., will be furnished at the proposer's expense, tagged and labeled with proposer's name, item number and RFP number. (Proposers will be responsible for the removal of all samples furnished within 30 days after RFP opening. All unreturned samples will be disposed of after 30 days at the District’s discretion.)
6.
Ink: All quotations and RFP’s must be typewritten or completed in ink. Any corrections to the RFP/proposal must be initialed by the proposer in ink. RFP’s submitted in pencil are not acceptable and subject to disqualification.
7.
SIGNATORY AUTHORITY: ALL QUOTATIONS AND RFP’S MUST BE SIGNED IN INK (SEE OFFICIAL SIGNATURE PAGE OF THE RFP DOCUMENTS) BY AN OFFICER OR EMPLOYEE HAVING THE AUTHORITY TO BIND THE COMPANY OR FIRM.
8.
Erasures: Erasures are not acceptable on RFP’s. If changes are necessary, strike out or draw a line through incorrect price and write the correct price above. Proposer must initial all changes.
9.
Conditional RFP’s: The Board specifically reserves the right to reject any conditional RFP and will normally reject those which make it impossible to determine the true amount and quality of the RFP.
10.
Purchase Order: The award of the RFP shall not constitute an order. Before any shipments are made or services are rendered, proposer must receive a purchase order. Shipments shall be made or services shall be rendered as specified on the purchase order, conforming to the RFP form, specifications, and general instructions.
Company Name/Initials District School Board of Pasco County
Page 2 of 27
INSTRUCTIONS TO PROPOSER 11.
Product Guarantee: In all cases, proposer must submit on a RFP form a sample of actual factory written guarantee; unless otherwise specified, or in the absence of sample guarantee, the Board will assume product is guaranteed for a minimum period of one (1) year from date of installation and/or delivery.
12.
"Foreign" Specification: Products not manufactured in the U.S.A. must be noted as "foreign" and state the country of origin. Failure to do so may subject the RFP to disqualification.
13.
Quantity: Where indicated, quantities are estimated only; the Board reserves the right to purchase more or less, provided orders are placed within the time limits specified.
14.
Proposal Opening Attendance: All proposers have the right to attend the RFP opening, if desired, per 119.071.
15.
Item Pricing: All prices, including total, must include any and all discounts. In the event of price discrepancy, the following provisions will prevail: Item by item Proposals - unit prices Lot or group Proposals - lot or group prices All or none Proposals - total price Prices stated must be in units as specified. In case of a discrepancy between the unit price and the extension, the unit price will be considered correct. Any requirement by the proposer that certain “all or none” groups, quantities, weights, or other criteria must be met in order to qualify for proposal prices, may result in disqualification of the RFP. Likewise, expiration dates or other constraints which are in conflict with RFP requirements will result in disqualification.
16
Tie RFP: In the event of “tie” RFP’s, awards will be decided in the following descending order until the “tie” proposal has been resolved: Drug-Free Workplace Local Preference (In accordance with Board Policy 6450, when prices, quality and other considerations are essentially identical, Pasco County proposers may be given preference.) Certified Minority Vendor (Include with RFP Document) Toss of the Coin
17.
Alternate Items: Only one alternate per item number, as close to specifications as possible, will be allowed. If more than one alternate on an item is submitted, the proposal for that entire item number will not be considered.
18.
Substitutions: Substitution of other brands for items proposed, awarded and ordered is prohibited except as may be approved by the Purchasing Agent.
19.
Payment for Merchandise: The School Board of Pasco County normally issues payment for merchandise within thirty (30) days from receipt of invoices, provided the goods and/or services have been received in a satisfactory and proper manner. All discounts must be included in RFP price and should be based on thirty (30) day payment. Except by prior agreement, the Board will not consider special discounts on shorter time intervals, nor will they consider RFP’s that impose penalties or service charges for periods beyond thirty (30) days.
20.
RFP Results: The District School Board of Pasco County holds regular meetings on the first and third Tuesday of each month. In accordance with the Administrative Procedures Act, all Board recommendations are posted in the Purchasing Department on the Wednesday preceding the Board meeting. Interested parties may obtain posting dates from the Purchasing Department; however, individual recommendations will not be given over the telephone due to the length of time involved. Proposers are encouraged to review the RFP tabulation/recommendation postings during normal School Board working hours in the Purchasing Department.
Company Name/Initials District School Board of Pasco County
Page 3 of 27
INSTRUCTIONS TO PROPOSER 21.
Posting of RFP Tabulations/Recommendations: In accordance with the Florida Administrative Procedures Act, RFP tabulations/recommendations are posted for a minimum of seventy-two (72) hours prior to the special or called School Board meeting on which official action will be taken. It shall be the interested party's responsibility to ascertain the actual date of posting and/or Board meeting for the specific RFP of interest. Reference School Board policy 6320, posted at http://purchasing.pasco.k12.fl.us/ under Vendors, Doing Business with Pasco County Schools, for specific information regarding vendor complaints and disputes.
22.
Public Entity Crimes: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a RFP on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit a proposal on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. The prospective proposer certifies, by submission and signature of this RFP, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction per the provisions of Florida Statute 287.133(2)(a).
23.
Federal Debarment Certification: Certification regarding debarment, suspension, ineligibility and voluntary exclusion. As required by Executive Order 12549, Debarment and Suspension, and implemented at 34 CFR, Part 85, Section 85.105 and 85.110-(ED80-0013). a) The prospective lower tier ($25,000) participant certifies, by submission and signature of this RFP, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. b) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this RFP.
24.
Prohibition Against Contracting with Scrutinized Companies: Pursuant to Section 287.135, Florida Statute, the proposer, by affixing its signature to this RFP, certifies that, at the time of proposing or submitting a proposal for a new contract or renewal of an existing contract, it is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List. At the option of the District School Board of Pasco County, a contract is subject to termination if the vendor is found to have submitted a false certification as provided in Section 287.135(5) or been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List.
25.
Fair Labor Standards Act - "Hot Goods”: "The proposer's signature on the RFP certifies that these goods are or will be produced in compliance with all applicable requirements of Section 6, 7 and 12 of the Fair Labor Standards Act, as amended, and/or regulations and orders of the United States Department of Labor issued under Section 14 thereof."
26.
Assignments: Any contract or purchase order issued pursuant to this RFP invitation, and any monies which may become due hereunder, are not assignable except with the written consent of The District School Board of Pasco County or its agent. Any requests for assignment must be directed to the Purchasing Agent, in writing, stating the reason for the request and any other particulars germane to the proposition.
27.
Drug-Free Workplace Certification: In accordance with Section 287.087 F.S., the RFP preference shall be given to businesses with drug-free workplace programs, whenever two or more RFP’s are equal with respect to price, quality, and service are received by the state, or by any political subdivision, for the procurement of commodities or contractual services. A proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie RFP’s will be followed if none of the tied proposers have a drug-free workplace program.
Company Name/Initials District School Board of Pasco County
Page 4 of 27
INSTRUCTIONS TO PROPOSER Action Required: Please include a statement in the RFP as to whether or not your workplace has implemented a Drug-Free Workplace Program. The absence of this statement in the RFP document will be construed to mean that there is no such program in place. 28.
Occupational Health and Safety (OSHA): In compliance with Occupational Safety and Health Administration (OSHA) Hazard Communication Standard (29 CFR 1910.1200), any item delivered from a contract resulting from this RFP must be accompanied by a MSDS. The MSDS will be maintained by the user agency and must include the following information: a) The chemical name and the common name of the toxic substance. b) The hazards or other risks in the use of the toxic substance, including: 1) The potential for fire, explosion, corrosivity, and reactivity; 2) The known acute and chronic health effects or risks from exposure, including the medical conditions which are generally recognized as being aggravated by exposure to the toxic substance; and, 3) The primary routes of entry and symptoms of overexposure. c) The proper precautions, handling practices, necessary personal protective equipment, and other safety precautions in the use of or exposure to the toxic substances, including appropriate emergency treatment in case of overexposure. d) The emergency procedures for spills, fire, disposal and first aid. e) A description, in lay terms, of the known specific potential health risks posed by the toxic substance intended to alert any person reading this information. f) The year and month, if available, that the information was compiled and the name, address and emergency telephone number of the manufacturer responsible for preparing the information.
29.
Claims Responsibilities: It shall be the responsibility of the proposer to file claims for damage or defective merchandise. In the event of receipt of merchandise with concealed damage, proposer will be immediately notified by phone with a follow-up letter within twenty-four (24) hours of notification.
30.
Package Identification: All cartons and/or cases delivered to District School Board of Pasco County Central Warehouse shall be clearly identified as to the contents and name of proposer (not shipper). Any expenses incurred by the School Board for identifying shipments shall be deducted from proposer's invoice. All containers must have a label attached identifying contents and instructions.
31.
Default: Should any proposer fail to enter into a contract with the School District on the basis of the submitted RFP by said proposer or should a proposer fail to perform after award of the RFP, proposer acknowledges that proposer shall be liable to the School District for the difference between such RFP price and the price the School District pays to secure the merchandise or service from another source as liquidated damages. Failure to pay said amounts in excess of withheld amounts to the School District upon demand would result in the company being barred from doing business with the School District for a period of not more than three (3) years from date of default. Thereafter, the proposer may request to be reinstated.
32.
RFP documents: Proposer must return the entire RFP document (all pages, including cover sheet and general instructions as an intact document). On the bottom of each page you must list the company’s name and initials of the person filling out the forms. Failure to submit an entire RFP document may result in automatic disqualification for failure to properly execute the entire RFP document.
33.
Protests: All proposers are cautioned that strict guidelines and timetables must be followed in order to file an official protest on specifications or the award of RFP’s. A copy of Board Policy 6320 is posted in the office of the Purchasing Agent for review; copies may also be obtained upon request. Failure to adhere to Board Policy 6320, or failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.
34.
Gratuities: In the event that any gratuities or "kickbacks" are offered or tendered to any School District employee or a subcontractor as an inducement for award of a Request for Proposal (RFP), subcontract or order, the proposer's RFP/proposal shall be disqualified and the proposer shall not be reinstated.
35.
Indemnification/Hold Harmless: As specified in Florida Statute, Section 725.06, the proposer agrees to indemnify and hold the School District harmless from all third-party claims and all costs, including attorney's fees, incurred by the School District in defending same, to the extent such claims are based on a defect in a product or part thereof, supplied of such a product or part thereof to conform.
Company Name/Initials District School Board of Pasco County
Page 5 of 27
INSTRUCTIONS TO PROPOSER 36.
Open Records: All information submitted in response to this request shall be subject to compliance with Florida Statute Chapter 119.07, Public Records, and 815.045, Trade Secrets. All information submitted as "Trade Secret" information should be submitted in a separate envelope and so indicated. If challenged, the proposer who submits the "Trade Secret" information will bear all costs associated with defending their position.
37.
Indemnification for Goods and Services: During the term of this RFP, the proposer shall indemnify, hold harmless, and defend the School District of Pasco County, Florida, its agents, servants and employees from any and all costs and expenses, including but not limited to, attorney's fees, reasonable investigative and discovery costs, court costs and all other sums which the School District, its agents, servants and employees may pay or become obligated to pay on account of any actions founded thereon, arising or alleged to have arisen out of the products, goods, or services furnished by the proposer, his agents, servants or employees, or any of his equipment when such persons or equipment are on premises owned or controlled by the School District for the purpose of performing services.
38.
Court Venue: Venue for any and all legal action regarding or arising out of the transaction covered herein shall be solely in the appropriate court in and for Pasco County, State of Florida. The laws of the State of Florida shall govern this transaction.
39.
Fiscal Non-funding Clause: In the event sufficient budgeted funds are not available, Purchasing shall notify the proposer of such occurrence and the contract shall terminate without penalty or expense to the School District.
40.
Discrimination: An entity or affiliate which has been placed on the discriminatory vendor list may not submit a proposal on a contract with a public entity for the construction or repair of public building or public work, may not submit proposals on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor or consultant under contract with any public entity, and may not transact business with any public entity.
41.
Vendor’s Records: The District School Board of Pasco County reserves the right to review any and all vendor records that are connected with any District School Board of Pasco County purchase resulting from this award for a period of not less than five (5) years after the end of the contract.
42.
Collusion: The proposer, by affixing their signature to this RFP, certifies that their RFP is made without previous understanding, agreement or connection with any person, firm or corporation making a proposal for the same item(s)/service(s), and is, in all respects, fair, without outside control, collusion, fraud or otherwise illegal action.
43.
Contractual Relationship: Nothing herein shall be construed as creating the relationship of employer or employee between the District and the proposer or between the District and the proposer’s employees. The District shall not be subject to any obligations or liabilities of the proposer or his employees, incurred in the performance of the contract unless otherwise herein authorized. The proposer is an independent Contractor and nothing contained herein shall constitute or designate the Contractor or any of his employees as employees of the District. Neither the Contractor nor his employees shall be entitled to any of the benefits established for District employees, nor be covered by the District’s Workers’ Compensation Program.
44.
Purchasing Card Program: The District School Board of Pasco County has implemented a purchasing card program through Regions Bank, using the VISA network. Vendors will receive payment from the purchasing card in the same manner as other VISA purchases. Please indicate your ability to accept VISA in the space provided below. Yes:
45.
No:
Conflict of Interest: Proposer must execute either Section I or Section II hereunder relative to Florida State Statute 112.313(12). Failure to execute either section may result in rejection of this RFP/proposal.
Company Name/Initials District School Board of Pasco County
Page 6 of 27
INSTRUCTIONS TO PROPOSER SECTION I I hereby certify that no official or employee of Pasco County Public Schools requiring the goods or services described in these specifications has a material financial interest in this company. Signature
Company Name
Name of Official (Type or Print)
Business Address City, State, ZIP Code SECTION II
I hereby certify that the following named Pasco County Public Schools official(s) and/or employee(s) having material financial interest(s) (in excess of 5%) in this company have filed Conflict of Interest Statements with the Supervisor of Elections, 14236 Sixth Street, Dade City, Pasco County, Florida, 33523, prior to RFP opening. Name
Title or Position
Date of Filing
Name
Title or Position
Date of Filing
Signature
Company Name
Print Name of Certifying Official
Business Address City, State, ZIP Code
46.
Disclosing confidential information: The District School Board of Pasco County prohibits vendors from disclosing, utilizing, selling or sharing student or staff directory and/or confidential information for commercial purposes. When such information is required to perform the services outlined within the scope of this bid or Request for Proposal, vendors must obtain a written release through the Superintendent or his/her designee and the Purchasing Agent. Vendors found in default of this clause will be removed from the District’s active vendors’ database for a period of up to three years. The District reserves the right to seek legal remedies for said breach as allowed by law.
47.
Conditions for Emergency / Hurricane or Disaster: It is hereby made a part of this RFP that before, during and after a public emergency, disaster, hurricane, flood or acts of God that the municipal government, through the District School Board of Pasco County, shall require a “first priority” basis for goods and services. It is vital and imperative that the majority of citizens are protected from any emergency situation, which threatens public health and safety, as determined by the District School Board of Pasco County. Vendor/Contractor agrees to rent/sell/lease all goods and services to the District School Board of Pasco County or other government entity as opposed to a private citizen, on a first priority basis. The District expects to pay a fair and reasonable price for all products in the event of a disaster, emergency or hurricane. Vendor/Contractor shall furnish “24-hour” phone number in the event of such an emergency. I hereby understand and agree to the above statement: (Signature)
(Print Name)
(Title)
Emergency Telephone Number: Home Telephone Number: Beeper or Cellular Phone Number:
Company Name/Initials District School Board of Pasco County
Page 7 of 27
INSTRUCTIONS TO PROPOSER 48.
Insurance: The Contractor shall purchase and maintain insurance for protection from claims under worker’s compensation acts: claims resulting from negligent acts or omissions for damages because of bodily injury including personal injury, sickness, disease or death on any of the Contractor’s employees or any other person; claims for damages because of injury to or destruction of personal property including loss of use resulting there from and claims arising out of the performance of this agreement and caused by negligent acts or omissions for which the Contractor is legally liable. All insurance provided under this contract shall be through an insurance carrier acceptable to the Owner. The insurance carrier shall be rated “A” or better by Best’s Key Rating Guide. Limits of coverage shall be: Coverage:
Minimum Required:
1.
Worker’s Compensation
Statutory
2.
Public Liability Bodily Injury: Each Person Bodily Injury: Each Accident Property Damage: Each Accident
Combined Limit $1,000,000.00 1,000,000.00 1,000,000.00
3.
Automobile Liability & Property Damage Bodily Injury: Each Person Bodily Injury: Each Accident Property Damage
Combined Limit $200,000.00 $500,000.00 $100,000.00
The Owner shall receive thirty (30) days’ prior written notice of any cancellation, non-renewal or reduction of coverage of any of the policies. Upon notice of such cancellation, non-renewal or reduction, the Contractor shall procure substitute insurance so as to assure the Owner that the limits of coverage are maintained continuously throughout the period of this agreement. 49.
Termination / Cancellation of Contract: The School Board reserves the right to cancel the contract without cause with a minimum thirty (30) days written notice. Termination or cancellation of the contract will not relieve the bidder of any obligations for any deliverables entered into prior to the termination of the contract (i.e., reports, statements of accounts, etc., required and not received).
50.
Termination for Default: The School District’s Purchasing Agent shall notify, in writing, the proposer of deficiencies or default in the performance of its duties under the Contract. Three separate documented instances of deficiency or failure to perform in accordance with the specifications contained herein shall constitute cause for termination for default, unless specifically specified to the contrary elsewhere within this solicitation. It shall be at the School Board’s discretion whether to exercise the right to terminate. Proposer shall not be found in default for events arising due to acts of God. In the event of such termination, proposer acknowledges that proposer shall be liable to the School District for the difference between such proposer price and the price the School District pays to secure the merchandise from another source, in addition to attorney’s fees and costs of collection. In addition, termination for default will result in the company, its principals and/or officers being barred from doing business with the School District for a period of not less than three (3) years from date of default. Thereafter, the proposer may request to be reinstated.
51.
Termination for School Board’s Convenience: The performance of work under this contract may be terminated in accordance with this clause in whole, or from the time in part, whenever the School Board representative shall determine that such termination is in the best interest of the School Board. Any such termination shall be effected by the delivery to the bidder of a Notice of Termination specifying the extent to which performance of work under the contract is terminated, and the date upon which such termination becomes effective. Upon such termination for convenience, bidder shall be entitled to payment, in accordance with the payment provisions, for services rendered up to the termination date and the School Board shall have no other obligations to bidder. Bidder shall be obligated to continue performance of contract services, in accordance with this contract, until the termination date and shall have no further obligation to perform services after the termination date.
Company Name/Initials District School Board of Pasco County
Page 8 of 27
INSTRUCTIONS TO PROPOSER 52.
Ex Parte Communications: In order to preserve the integrity and impartiality of the assessment and award processes, proposers are strictly prohibited from discussing their proposals during any phase of the solicitation and/or award with members of the Evaluation Committee, administrative staff or School Board members except as specifically authorized by Fla. Stat. 120.57 and School Board policy 6320. Failure to comply with this requirement will result in the proposer being automatically disqualified from the solicitation, and may result in the proposer being barred from doing business for a period of time not to exceed three (3) years. If you have questions regarding this solicitation, please refer to the section entitled “Contact Information,” within.
53.
Purchase Order Receiving: The District School Board of Pasco County will soon be implementing a new Enterprise Resource Planning (ERP) System. This financial system will provide the District with the ability to send purchase orders to vendors electronically via email. Proposers must complete the following section regarding your company’s preference for receiving purchase orders beginning on or about January 1, 2013. Please choose one of the following:
Email Mail
Email Address:
Mailing Address:
Rev. 1/9/13
Company Name/Initials District School Board of Pasco County
Page 9 of 27
Cut along the outer border and affix this label to your sealed RFP envelope to identify it as a “Sealed RFP.” Be sure to include the name of the company submitting the RFP where requested: DELIVER TO: DISTRICT SCHOOL BOARD OF PASCO COUNTY PURCHASING DEPARTMENT 20430 GATOR LANE LAND O’LAKES, FL 34638
SEALED RFP – DO NOT OPEN SEALED RFP NO: 13-088-SB RFP TITLE: Zephyrhills High School Yearbooks DUE DATE/TIME: April 26, 2013 @ 2:30 pm (Local Pasco Time) SUBMITTED BY:
Please Note: From time to time, addenda may be issued to this RFP/Proposal. Any such addenda will be posted at http://purchasing.pasco.k12.fl.us/ (under “Vendor Bid”). The District School Board’s Purchasing Department can also be reached at the following phone numbers: Phone: 813-794-2221 Fax: 813-794-2111 If you are registered with Vendor Bid, you will receive automatic notification of RFP’s and addenda. You must have a valid W-9 form on file and be registered under Vendor Bid in order to conduct business with The District School Board of Pasco County.
Company Name/Initials District School Board of Pasco County
Page 10 of 27
OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB SCOPE: The intent of this RFP is to establish a three-year contract (renewable annually) between the District School Board of Pasco County and a single vendor to provide yearbooks for Zephyrhills High School. THE AWARDED RFP WILL SERVE AS THE CONTRACT. AWARD: The award of this RFP will be on an “all-or-none” basis to the highest scoring, responsive, responsible proposer meeting written specifications and evaluation criteria. COMPANY QUALIFICATIONS: It is the intention of the District to do business with companies fully qualified to perform the specialty work contained in the specifications. Submitted proposals must include a brief statement or literature describing the company’s background, experience, length of time in the yearbook business and any other pertinent information necessary for a thorough evaluation. In addition, a phone number must be enclosed including the company representative assigned to this school and 24-hour phone numbers. TAXES: The vendor will be responsible for the collection and remittance of Florida sales tax as well as all other applicable taxes. Florida sales tax shall be collected by the vendor based on the vendor’s selling price per book multiplied by the number of books contemplated for resale. RECEIVING/INSPECTION: Delivered items that do not fully comply with the agreed upon specifications are subject to rejection and must be replaced immediately with conforming goods without additional cost to the school. In the event the vendor fails to complete delivery of the finished product within a stipulated deadline or time frame, all additional costs and liquidated damages may be assessed as indicated herein. All prices are to be F.O.B. destination school site. LIQUIDATED DAMAGES: Should the successful vendor fail to perform or deliver within the time specified, liquidated damages shall accrue in the amount of one hundred dollars ($100) for each and every day of non-compliance. CONTRACT TERM: This is a three-year contract, renewable annually by mutual agreement of both parties. The first year of the contract will commence on June 7, 2013 and continue through June 6, 2014. All prices, terms and conditions must remain firm and in effect for the duration of the three-year period. The second and third year renewals must be renewed before the current contract period expires. Failure to renew before the first or second year expires will result in a void and unenforceable contract and the District will re-bid the school’s requirements. DEFAULT: Any vendor whose contract is canceled due to poor or nonperformance may not be considered for award of similar contracts within the District School Board of Pasco County for up to three (3) years. Proposers with previous documented unsatisfactory service to the District (numerous complaints and/or unresolved issues on file) within the past three (3) years may be automatically disqualified. CONTRACT CANCELLATION: The School District reserves the right to cancel this contract at any time during the contract period by providing the awarded vendor with a written notice at least thirty (30) days prior to the cancellation date without cause and ten (10) calendar days with cause. Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB CONTRACT ALTERATIONS/CHANGES: In the event a contract or alteration becomes necessary due to unanticipated or unexpected circumstances beyond the control of either party, the proposed change must be communicated in writing to the other party and agreed to by signature. Any changes or alterations made without prior written consent of the Purchasing Agent or other party will be void and unenforceable. SPECIFICATION DEVIATIONS: Deviations from the specifications must be explained in detail and submitted in writing at the time of the RFP opening; otherwise, it will be understood that items offered are in strict compliance with the specifications, and the successful vendor will be held responsible. BUDGETARY RESTRICTIONS: At the present time, funding to the District from the State has been significantly reduced. It is important that proposers understand the District’s budgetary restrictions when offers are submitted. To fulfill our fiduciary responsibilities, we are hereby requesting that all pricing submitted be as competitive as possible, so that we may return maximum value to our constituents. By signing this RFP document, the proposer is acknowledging that the District’s current or future budgetary shortfalls may materially impact long-term completion of the District’s obligations under this contract and/or may materially impact the District’s ability to renew the contract for subsequent terms. TIMELINE: Solicitation Date: April 4, 2013 Deadline for Questions: April 12, 2013 RFP Opening: April 26, 2013 at 2:30 pm (Local Pasco Time) Evaluation: May 6-8, 2013 Anticipated date of award: Week of May 21, 2013 The first year of the contract will commence on July 1, 2013 and continue through June 30, 2014. CONTACT INFORMATION: The Buyer for this project is Stephanie Bunford, Buyer, CPPB, Purchasing Services,
[email protected]. The deadline for questions concerning this RFP is April 4, 2013 by noon. Questions must be sent to me at
[email protected] or posted on Vendorbid no later than this date and time. This will allow the District ample time to respond, and to issue an Addendum if appropriate.
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB MANDATORY SUBMITTALS: Failure to submit the following items may result in automatic disqualification: This entire document, initialed on the bottom of each page with all forms completed where indicated, signature on the final page, signed Conflict of Interest statement, and signed Principal Place of Business. (An attorney signature must be provided if your principal place of business is outside of the state of Florida (page 26). Failure to do so will result in disqualification of your proposal.) No fewer than 5 References including company names, email addresses, and telephone numbers Samples Notation of Add-On prices Notation of Workshop Options and Educational Resources AREA REPRESENTATIVE: PLEASE PRINT NAME OF AREA REPRESENTATIVE: Representative Name Company Address City, State, Zip Phone( ) Facsimile E-Mail Address GENERAL YEARBOOK SPECIFICATIONS FOR BASE PRICE: Quantity: 700 (All overruns become the property of the school and must be shipped with the standard order at no additional cost to the school. Damaged books will be credited to the school’s account). Size: 8 ½ x 11” finished size Number of Pages: 272 pages in full color Paper Stock: All inside pages to be printed on 100 lb. double coated, high-gloss enamel or 100 pound matte finishes. Papers can be mixed at no additional cost provided the entire signature remains in sequential order. Cover: To be 160-point tempered binder’s boards (pasted clipboard equivalent is unacceptable) covered with vendor’s standard material on imprint with School name mascot, theme or title and date. Four color printing shall be a choice of 1) silk screen, 2) foil in vendor’s standard colors on front, spine and back, 3) emboss or deboss with all die charges to be included at no extra charge. Design work to be performed by School staff. A color mock-up and any minor alterations to be included in base proposal price. Vendors must submit samples of standard covers with their proposal documents. Choice of Fabrikoid, Lexotone or four-color Lithographed/Laminated cover material will be determined at a later time.
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB Binding:
Indexing of the book will be Smyth sewn in 16 page signatures with book binders pre stretched nylon thread. Bound signatures will be rounded and backed and reinforced with heavy-weighted binders stretch cloth. Cheesecloth or similar materials are unacceptable. End-sheets: Any color specialty or better 65-pound cover weight stock with four-color ink; standard die cuts, clip art, ink color, embossing, etc., to be included at no extra charge. White 80#, end-leaf stock and black for design application. Reproduction: All enlargements, reductions and positioning of black and white photos and artwork will be performed by the printer. Printer will also be responsible for separation trimming, mounting and separation of four color photos. Type: Printer shall submit samples of all body copy and headline typefaces available for use, 6-60 point. Staff shall have full use of all type styles and faces, emphasis faces (bold, italic, bold italic) and dropped initial capital letters must be available at no additional charge. Page Submission: Online or file transfer page uploading must be available at no additional cost. Proofs: Proofs on CD or Zip drive are required, as well as a hard copy. A set of proofs showing all requested author’s alterations are to be returned for our recordkeeping. All proofs are to be submitted to the School staff no later than 21 calendar days following vendor’s receipt of materials. Supplies: Successful bidder will supply all working materials including the following: Miniature layout sheets Duplicate copy preparation forms Double – page layout sheets Design and basic copy preparation Type – fitting charts Advertising forms Complete instructions manual covering typography Comprehensive adviser guide for yearbook planning and staff organization. Updated technical computer programming, cropping tools, and instructions for digital submission of photos. Deadlines: Deadlines will be mutually agreed upon between the school and printer to allow for delivery of the finished yearbooks on or before May 1st of each year. The awarded vendor must provide the following: Graphic artist available upon request for custom cover, end sheets, and other artwork. Approval must be given by the yearbook advisor before work begins. (See add-on for Graphic Artist pricing.) A photo scanning service (at no additional cost) with a minimum turnaround time of one (1) week. Flexible and personalized deadlines (including proof returns and name on cover list). A guarantee to always keep program within budget, monthly budget updates, and bid/invoice integrity (no surprises on final bill/invoice). In-school support from other members of publishing company beyond primary representative (i.e. creative consultant, technology consultant, photography consultant, etc.) Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB Online account information, order tracking/receipts, virtual book, supply orders, etc. Yearbook and photography curriculum. Monthly visits (unless otherwise requested) by the account representative or the creative accounts manager. Software/Computer: The following option must be included in proposal for use during the term of the agreement and all subsequent renewal periods. The software will remain the property of the school; any or all normal maintenance and repairs shall also be the responsibility of the vendor. Thirty (30) Site licenses for InDesign CS5.5 or above Five (5) Copies of Photoshop CS5.5 or above Four (4) Dell Computers with the following specifications: Base Unit: OptiPlex 9010 AIO EPA Non-touch with Camera (225-2790) Base Unit: Dell Webcam Software 2.0 with Kit, OPTI 9010 AIO (421-8496) Processor: 3rd Gen Intel Core i7-3770S Processor (Quad Core, 3.10GHz, 8MB, w/ HD4000 Graphics), Optiplex 9010 AIO (318-2175) Memory: 16GB, NON-ECC, 1600MHZ DDR3, 2DIMM, OPTI 9010 AIO (3179322) Keyboard: Dell KM632 Wireless Keyboard and Mouse, OptiPlex (331-6339) Monitor: 23-inch WLED Full HD All-in-One Display, Dell OptiPlex 9010 AIO (321-0109) Video Card: Intel® Integrated Graphics w/o Adapters, OptiPlex (320-3184) Hard Drive: 1TB, 3.5" HDD, SATA 6Gb/s, 16MB Cache, OptiPlex 9010 AIO (342-4233) Floppy Disk Drive: NON-TOUCH LCD, OptiPlex 9010 AIO (320-3781) Operating System: Windows 7 Professional, No Media, 64-bit, Optiplex, English (421-5606) Operating System: Windows 7 Label, OptiPlex, Fixed Precision, Vostro Desktop (330-6228) Operating System: Dell Client System Update (Updates latest Dell Recommended BIOS, Drivers, Firmware and Apps), OptiPlex (421-5334) Operating System: Dell Data Protection Access, OptiPlex x010 (421-8276) Mouse: Mouse included with Keyboard purchase (310-5678) Modem: OptiPlex AIO 9010 Basic Stand (318-1918) TBU: Intel Standard Manageability, Dell OptiPlex 9010 (331-5539) CD-ROM or DVD-ROM Drive: 8X Slimline DVD-ROM, DO, OptiPlex 9010 AIO (318-2368) CD-ROM or DVD-ROM Drive: Thank you for Choosing Dell (318-2231) Sound Card: Heat Sink, Mainstream, Dell OptiPlex 9010 AIO, NT (331-6141) Processor Cable: Intel Wireless 6235 half mini-PCI3 WLAN, OptiPlex 9010 AIO (430-4746)
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB Software/Computer Continued: Cable: OptiPlex AIO 9010 Up to 90 PSU, Non-touch with Camera (331-6140) Cable: Enable Low Power Mode for EUP Compliance, Dell OptiPlex (330-7422) Cable: Regulatory label, Mexico, for OptiPlex 9010 All-In-One (331-6338) Documentation Diskette: Power Cord, 125V, 2M, C13, Dell OptiPlex (330-1711) Documentation Diskette: Documentation, English and French, Dell OptiPlex (331-2030) Bundled Software: Microsoft Office Trial (410-0702) Factory Installed Software: No ESTAR Settings, OptiPlex (331-8325) Feature No Resource DVD for Dell Optiplex, Latitude, Precision (313-3673) Service: Basic Hardware Service: Next Business Day Onsite Service after Remote Diagnosis 2 Year Extended (996-1172) Service: Basic Hardware Service: Next Business Day Onsite Service after Remote Diagnosis Initial Year (939-2491) Service: Dell Limited Hardware Warranty Plus Service Extended Year(s) (9391018) Service: Dell Limited Hardware Warranty Plus Service Initial Year (935-6167) Misc: No Quick Reference Guide, Dell OptiPlex (310-9444) Misc: Shipping Material for System, Dell OptiPlex 9010 AIO (331-6144) Misc: Media Kit,Win 7 Professional 64bit, MUI, Dell OptiPlex, Precision and Latitude (421-5682) SOFTWARE AND COMPUTERS MUST BE DELIVERED TO SCHOOL BY: August 1, 2013
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB EVALUATION CRITERIA: Point assessment categories will be as follows: A. Total Base Price B. Add-Ons C. References D. Educational Resources/ Website E. Quality of Samples F. Workshop Options
10 Point Maximum 10 Point Maximum 15 Point Maximum 15 Point Maximum 15 Point Maximum 5 Point Maximum Maximum Number of Points 70
CATEGORY A 10 POINT MAXIMUM TOTAL BASE PRICE: Total Price will be calculated based upon the base price. The weighted ratio of cost method of scoring will be used to determine the number of points awarded. Formula: Total for vendor with lowest base divided by each companies’ proposed price, multiplied by ten (10) (max points allowed) = # points awarded Example: Company A Base Price-$20,000 Formula ($20,000/$$20,000) x 10 = (10 points earned) Company B Base Price-$25,000 Formula ($20,000/$25,000) x 10= (8 points earned) Company C Base Price-$28,000 Formula ($20,000/$28,000) x 10= (7.14 points earned) BASE PRICE: Points for base price will be awarded based on the proposed price for the yearbook general specifications. BASE PROPOSAL PRICE FOR “GENERAL SPECIFICATIONS” (including training and software listed), F.O.B. SCHOOL SITE: Base price: $ CATEGORY B 10 POINT MAXIMUM ADD-ONS: Total Price will be calculated based upon the total add-ons for the items that all vendors have in common. The weighted ratio of cost method of scoring will be used to determine the number of points awarded. Formula: Total for vendor with lowest base divided by each companies’ proposed price, multiplied by ten (10) (max points allowed) = # points awarded Example: Company A Add-on Price-$270 Formula ($270/$270) x 10 = (10 points earned) Company B Add-on Price-$280 Formula ($270/$280) x10 = (9.64 points earned) Company C Add-on Price-$290 Formula ($270/$290) x 10 = (9.31 points earned) Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB ADD-ON PRICES: Points for add-ons will be awarded based on the total for the items that all vendors have in common. (#2, 3, 4 will be deductions) 1. Cost of additional copies (after the specified copy count) (Per copy): $ 2. Credit for reduction in quantity of yearbooks (Per copy): ($ ) 3. Credit for reduction in 4 color pages (Per 4 page section): ($ ) 4. Credit for reduction in 8 color pages (Per 8 page section): ($ ) 5. Cost for 4 additional color pages (Per 4 page section): $ 6. Cost for 8 additional color pages (Per 8 page section): $ 7. Cost for lines of personalization (name plate) (1 line): $ 8. Cost for Icons (Per icon): $ 9. Cost for plastic protective covers (Per cover): $ 10. Cost for autograph sections (Per section): $ 11. Cost for photo pockets (Per pocket): $ 12. Direct sales to students/parents cost (Per copy): $ 13. Company Graphic Artist (Per hour): $ Proof turnaround time: (Not part of evaluation) SUPPLEMENTS/INSERTS: 14. DVD supplement cost of production and insertion (sleeves, etc)? (Per copy) $ 15. Current events insert cost – sewn into book (Per copy) $ 16. Current events insert cost – tape insertion (Per copy) $ 17. Spine copy/decoration (school design cover) (Per copy) $ 18. Spine copy/decoration (company design cover) (Per copy) $ 19. Back cover decoration charge (Per copy) $ 20. Additional silkscreen color applied (Per copy) $ 21. Additional foil – stamp color applied (Per copy) $ 22. Foil – stamp die charge (if new die) (Per copy) $ 23. Embossing (Per copy) $ 24. Embossing die charge (if new die) (Per copy) $ 25. Metalique/metalay application (Per copy) $ 26. Rounding and Backing (Per copy) $ 27. Four color printed cover (Per copy) $ Date for four color cover design: (Not part of evaluation) 28. Mylar lamination for printed cover (Per copy) $ END-SHEETS: 29. Company – design die cut end-sheets (Per copy) $ 30. Company – design embossed end-sheets (Per copy) $ 31. Company – design foil – stamped end-sheets (Per copy) $ 32. Different front & back end-sheet designs (Per copy) $ 33. Four color process end-sheets, same design front and back (Per copy) $
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB ADDITIONAL OPTIONS: Additional options are defined as products offered that are not included in the general specifications listed herein and must be detailed below to be considered. Only options and add-ons submitted and accepted with RFP will be permitted to be sold. A detailed description of each additional option product must be submitted with this RFP along with the price. Some examples of an additional item would be upgraded binding, upgraded paperstock, etc. Once submitted, no other items may be offered without the expressed written consent of the Purchasing Department. The additional options will not be utilized to determine award of this RFP. Before offering additional options to the students, the awarded vendor MUST receive prior approval from each school’s Principal and Purchasing Services. Deviations from the specifications must be explained in detail and submitted in writing at the time of the RFP opening; otherwise, it will be understood that items offered are in strict compliance with the specifications, and the successful vendor will be held responsible. 1. Option Description 2. Option Description 3. Option Description 4. Option Description 5. Option Description 6. Option Description CATEGORY C
Price Price Price Price Price Price 15 POINT MAXIMUM
REFERENCES: For each reference provide the school name, contact person, school address, phone number, fax number and email. References will be checked by the Purchasing Department. Vendors must identify ALL clients from Polk County, Hillsborough County, Pinellas County, and Hernando County (or any other surrounding counties in Florida) for the past two (2) years. Do not include the District School Board of Pasco County on this list. The Purchasing Department will randomly select six (6) references to be checked. The first three (3) references that are received will be used to determine points. Each reference will be asked a total of five (5) questions on a scale of 1 (Low) to 5 (High). The scores will be averaged for each reference allowing for a maximum of fifteen (15) points for the three (3) references. Any vendor receiving an unsatisfactory reference on any one response below a three (3) on a scale of 1 (Low) to 5 (High) will be automatically disqualified and their proposal will not be considered. References must be end-users; not Purchasing or Accounts Payable personnel. Please ensure all information provided is correct including all names and contact numbers. If vendor supplies incorrect information the District will not attempt to obtain the correct information and vendor will receive a score of zero for that reference. Points awarded for references may be lost if vendor fails to provide accurate information. Failure to submit requested references at the time of the RFP opening may result in non-consideration of RFP.
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB REFERENCES CONTINUED: The references will be contacted with respect to the firm’s performance and services provided. The following areas will be addressed: School officials, parents and students are satisfied with the overall quality of the product this company provides, the company is easy to access for an appointment or a parent has a question or problem, the company responds promptly to last minute requests, the company sends an adequate number of capable and friendly staff members out to your school for order taking, the company delivers yearbooks on time and are accurate and complete. Reference (1): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (2): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (3): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (4): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (5): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (6): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (7): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB REFERENCES CONTINUED: Reference (8): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (9): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
Reference (10): Company Name:
Contact Person’s Name:
Email Address:
Phone No:
EVALUATION COMMITTEE: For evaluation of categories D, E, and F, there will be a five (5) person evaluation committee composed of one (1) administrator, one (1) faculty member, and three (3) students. Purchasing staff will monitor the evaluation process. At no time are vendors to have contact with evaluation committee members. In order to preserve the integrity and impartiality of the assessment and award processes, proposers are strictly prohibited from discussing their proposals during any phase of the solicitation and/or award with members of the Evaluation Committee, administrative staff or School Board members except as specifically authorized by Florida Statute 120.57 and School Board policy 6320. Failure to comply with this requirement will result in the proposer being automatically disqualified from the solicitation, and may result in the proposer being barred from doing business for a period of time not to exceed three (3) years. CATEGORY D 15 POINT MAXIMUM WEBSITE/SOFTWARE/EDUCATIONAL RESOURCES: Vendors must submit the educational resources and website/software pages contained in this document. The educational resources, website, and software information provided by each vendor will be used to evaluate this category. Category D will be scored by the evaluators using a predetermined point system ranked (1) Low-(15) High. The scores will be averaged for the evaluators with twenty-five (15) being the maximum number of points awarded for samples.
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB WEBSITE/SOFTWARE (Part of Category D evaluation criteria): An individualized yearbook website (at no cost) that includes a multifaceted and printable planning ladder, daily/weekly/monthly creative and journalistic support, virtual book (ability to view the book online as it is created regardless of what type of creation tool used), the ability to track page progress (including proofs), ability to manage book and add sales with printable receipts and track sales. A complete set of easy-to-use enhancements/plug ins for InDesign CS5.5 or above. A class set of yearbook-specific textbooks must be provided as a part of the base price. To include lessons, handouts, PowerPoint presentations, grading rubrics, advisor and student guides, digital imaging curriculum, and InDesign curriculum. Page submission process (online or file transfer) Current Adobe Photoshop and updates as they become available. Software used to create yearbooks – both online and Adobe (plug-ins) A current version of Adobe InDesign and updates as they become available. List additional yearbook software available from your company, and specify costs: $ School will submit pages using InDesign CS5.5 or above prepared on Macintosh computers or utilize online design program. Method of page submission will be determined after consultation with successful bidder. What program does your company supply to work with this program? In addition, all photographs will be placed digitally. In-school yearbook and technology training to include technology setup and support. Describe the training typically available for yearbook and technology training
Specify costs submitting layouts via software:
$
Describe any other resources your company offers to keep the staff informed of trends and other aspects of year booking: Affordable, full service direct to parents marketing program including a pay online service. (This online service MUST be secure. Public access to the school’s yearbook is prohibited.) Charge for service for parents $
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB WEBSITE/SOFTWARE CONTINUED (Part of Category D evaluation criteria): How long after copy submission will proofs be returned for staff approval? Does your company offer pickup and delivery of proofs by courier/express service? Yes No Charge? Does your company have FTP transfer for proofs and submission of original? Yes No EDUCATIONAL RESOURCES (Part of Category D evaluation criteria): The following must be provided as part of the general specifications unless otherwise noted. The evaluation team will be evaluating the following items: Briefly describe the comprehensive yearbook curriculum and the additional costs to the District:
Student editions of the curriculum (Provide samples with submittal) Briefly describe the curriculum:
Summary of in-school support for other members of publishing company beyond primary representative (i.e. creative consultant, technology consultant, photography consultant, etc.)
Demonstrate a comprehensive advisor’s guide for help in yearbook planning and organization. Briefly describe the guide and the additional costs to the District:
Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB CATEGORY E 15 POINT MAXIMUM EVALUATION OF SAMPLES (QUALITY): Vendors must submit and label three (3) books from schools with similar book specifications. Failure to submit samples may be grounds for disqualification. In addition, Vendors must submit samples of standard covers with their proposal documents. Samples shall be furnished at the vendor’s expense, noting additional charges for “extras” in the book, tagged, and labeled with the vendor’s name, item number, and proposal number. If possible, the samples provided must be from Pasco County Schools, Polk County Schools, Hillsborough County Schools, Pinellas County Schools or Hernando County Schools. Samples will be scored by evaluators using a predetermined point system ranked (1) Low-(15) High. The evaluator scores will be averaged with fifteen (15) being the maximum number of points awarded for samples. CATEGORY F 5 POINT MAXIMUM WORKSHOP OPTIONS: Gulf High School is requesting that the vendor provide a combination of one workshop for beginners and advanced staff members that will focus on the latest trends and techniques in design and technology with staff guided assistance during planning time. Vendors will schedule a company artist to assist in cover and divider design at no additional charge. This workshop must be within 100 miles (one-way) of the attending school. Workshop for the first year of the contract is to be held during the summer before the 20013-2014 school year starts. The workshop information provided below by the vendors will be scored by the evaluators using a predetermined point system ranked (1) Low-(5) High. The evaluator scores will be averaged with five (5) being the maximum number of points awarded for workshop Options. Vendor’s summer workshop: Location Name: Address: City: State: Maximum number of day’s workshop is held? Cost per student, if any (cost per student must include accommodations. (i.e. travel, lodging, food)? Cost for advisor waived if supervising 4 or more students? Yes ____ No ____ If no, cost for advisor (cost per advisor must include accommodations. i.e. travel, lodging, food) $ __ Cost per additional advisor $ Variety of additional workshops offered? ______________ _____________________ ____________________ _________________________________ * During the contract period, advisors and staff will be able to visit other vendor’s workshops and/or printing facility if desired. The purpose of the tours/workshops, without being considered a breach of contract, are intended to educate the appointed editors and staff members on various methods and processes of printing & binding, trends in layout/design, marketing, journalism, and computer programs. Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB FINGERPRINTING REQUIREMENTS: CERTIFICATION FOR EMPLOYEE/EMPLOYMENT BACKGROUND: Awarded vendor will comply with all requirements of Sections 1012.32 and 1012.465, Florida Statutes, by certifying that the vendor and all of its employees who provide services under this contract will complete the background screening required by the referenced statutes and meet the standards established by the statutes. Background screenings must be completed through the District School Board of Pasco County Human Resources Department. This certification will be provided to the District, School and Purchasing Department in advance of the awarded vendor providing any services on campus while students are present. The awarded vendor will bear the cost of acquiring the background screening required by Section 1012.32, F.S., and any fee imposed by the Florida Department of Law Enforcement to maintain the fingerprints provided with respect to vendor and its employees. Awarded vendor will provide the school and Purchasing Department a list of its employees who have completed background screening as required by the referenced statutes and meet the statutory requirements. Awarded vendor will update these lists in the event that any employee listed fails to meet the statutory standards or new employees who have completed the background check and meet standards are added. Awarded vendor agrees that in the event the vendor or any employee who the vendor has certified as completing the background check and meeting the statutory standards then is convicted of any disqualifying offense, the vendor will notify the School or District Department within 48 hours of such. The parties agree that in the event that awarded vendor fails to perform any of the duties described in this paragraph, this will constitute a material breach of the contract entitling the School or District to terminate immediately with no further responsibility to make payment or perform any other duties under this contract. Awarded vendor agrees to indemnify and hold harmless the School or District, its officers and employees from any liability in the form of physical injury, death, or property damage resulting from vendor’s failure to comply with the requirements of this paragraph or Sections 1012.32 and 1012.465, Florida Statutes. Effective October 1, 2005 the Florida Department of Law Enforcement opened a new shared fingerprint database that is available to all School Districts in Florida. Vendors and their employees who were fingerprinted after October 1, 2005 in any county in Florida are now on the state fingerprinting database. Vendors and their employees who have been fingerprinted in one School District now have the ability to notify other School District's Human Resources Department of their fingerprinting status by providing the name of the School District in which they were fingerprinted, employee name and social security number. This legislation alleviates the issue of requiring vendors to be fingerprinted in every District in which they provide services. B. Awarded vendor must provide a list of employees that will participate in this contract for fingerprinting appointments with the District’s Human Resources Department. C. Any costs associated with the screening are the sole responsibility of the vendor, contractor, or subcontractor. Company Name/Initials District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB ATTACHMENT A – MANDATORY TO COMPLETE, OTHERWISE AUTOMATICALLY DISQUALIFIED Applicable only as to solicitations involving the purchase of personal property pursuant to F.S. 287.084(2)
***FOR OUT-OF-STATE PROPOSERS*** IF your principal place of business is outside of the State of Florida, the following must be completed by an attorney and returned with your proposed response. Failure to comply shall be considered to be non-responsive to the terms of this solicitation. OPINION OF OUT-OF-STATE PROPOSER’S ATTORNEY ON BIDDING PREFERENCES (To be completed by the Attorney for an Out-of-State Proposer) NOTICE: Section 287.084(2), Florida Statutes, provides that “a vendor whose principal place of business is outside this state must accompany any written bid, proposal, or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state [or political subdivision thereof] to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts.” See also: Section 287.084(1), Florida Statutes. LEGAL OPINION ABOUT STATE BIDDING PREFERENCES (Please Select One) ______ The proposer’s principal place of business is in the State of ________________ and it is my legal opinion that the laws of that state do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state. ______ The proposer’s principal place of business is in the State of ________________ and it is my legal opinion that the laws of that state grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state: [Please describe applicable preference(s) and identify applicable state law(s)]:
LEGAL OPINION ABOUT POLITICAL SUBDIVISION BIDDING PREFERENCES (Please Select One) ______ The proposer’s principal place of business is in the political subdivision of ________________ and it is my legal opinion that the laws of that political subdivision do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision. ______ The proposer’s principal place of business is in the political subdivision of ________________ and it is my legal opinion that the laws of that political subdivision grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that political subdivision: [Please describe applicable preference(s) and identify applicable authority granting the preference(s)]: Signature of out-of-state proposer’s attorney Printed name of out-of-state proposer’s attorney Address of out-of-state proposer’s attorney Telephone number of out-of-state proposer’s attorney (_____) _____ - _________ Email address of out-of-state proposer’s attorney Attorney’s states of bar admission
***FOR FLORIDA VENDORS ONLY*** Proposer’s Statement of Principal Place of Business: Proposer MUST execute section below accordingly. rejection of this proposal.
Failure to do so will result in
Name of proposer Identify the state in which the proposer has its principal place of business Proposer’s signature IF your principal place of business above is located within the State of Florida, provide the information as indicated above and return this form with your proposed response. No further action is required.
Company Name/Initials
District School Board of Pasco County
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OFFICIAL RFP FORM DISTRICT SCHOOL BOARD OF PASCO COUNTY, FLORIDA RFP Title: Zephyrhills High School Yearbooks Due Date/Time: April 26, 2013 @ 2:30 p.m. (Local Pasco Time) RFP Number: 13-088-SB PURCHASES BY OTHER PUBLIC AGENCIES: With the consent and agreement of the successful proposer(s), purchases may be made under this proposal by other governmental agencies within the State of Florida. Such Purchases shall be governed by the same terms and conditions as stated herein. Agree ________ Decline _________
IT IS THE SOLE RESPONSIBILITY OF THE PROPOSER TO COMPLY WITH PROVISIONS OF THE IMMIGRATION REFORM AND CONTROL ACT OF 1986. The District School Board of Pasco County hereby stipulates and affirms its policy of offering Equal Employment and Educational Opportunities for all persons regardless of race, creed, color, sex, national origin, age or handicap. The failure of any contractor supplier to the Board to comply with the terms of this Equal Employment Opportunity Policy will subject any contract or purchase order to revocation.
FIRM NAME: ADDRESS: CITY, STATE, ZIP CODE: TELEPHONE # AREA CODE:
FAX # AREA CODE:
E-MAIL ADDRESS:
IMPORTANT NOTE FOR ALL PROPOSERS: FLORIDA STATUTE 287.084(2) MANDATES THAT YOU MUST PROPERLY COMPLETE ATTACHMENT “A”, THE PAGE WHICH IMMEDIATELY PRECEDES THIS SIGNATURE PAGE. YOU MUST ALSO OBTAIN AN ATTORNEY’S SIGNATURE ON THAT FORM IF YOUR PRINCIPAL PLACE OF BUSINESS IS NOT IN THE STATE OF FLORIDA. FAILURE TO COMPLETE ATTACHMENT “A” WILL IMMEDIATELY DISQUALIFY YOUR SUBMITTAL. The signing of this proposal form certifies that I have read and agree to abide by the accompanying cover letter, general instruction, special instructions and specifications. NOTE: This sheet and the accompanying documents constitute a firm offer from the proposer; however, acceptance by The Board of any or all parts herein does not constitute a contract. Before commencing any work, the Superintendent or his authorized representative shall properly execute a Purchase Order (or contract), and it shall become the written agreement between the parties. All terms and conditions of this quote are included and become a part of the written agreement between the parties.
NAME: (TYPED) TITLED:
← ALSO SIGN HERE
SIGNATURE: (Written) (Officer of Company or Corporation)
Company Name/Initials District School Board of Pasco County
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