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Gilbert Public School District No. 41NOTICE OF REQUEST FOR PROPOSALEmployee Benefit Trust Consultant ServicesRFP #20-06-06-25Proposal Due Date: April 8, 2020Time: 12:00 P.M. (Noon) Arizona TimeSubmittal/Opening Location:Gilbert Public SchoolsPurchasing Department140 South Gilbert RoadBuilding F, Suite 101Gilbert, Arizona 85296-1016Deadline for Questions:March 20, 2020 at 2:00 P.M. Arizona TimeIn accordance with School District Procurement Rules in the Arizona Administrative Code (A.A.C.) promulgated by the State Board ofEducation pursuant to A.R.S. 15-213, Proposals for the material or services specified will be received by Gilbert Public Schools (theDistrict), at the above specified location, until the time and date cited. Proposals received by the correct time and date shall be openedand only the name of the Offerors shall be publicly read and recorded. All other information contained in the Proposal shall remainconfidential until award is made. If you need directions to our office, please call (480) 497-3379.Proposals shall be in the actual possession of the District, at the location indicated, on or prior to the exact time and date indicatedabove. Late Proposals shall not be considered. The official time will be determined by the clock designated by the school district.Proposals must be submitted in a sealed envelope with the solicitation number and Offeror’s name and address clearly indicated on theenvelope. All Proposals must be written legibly in ink or typewritten. Additional instructions for preparing a Proposal are providedherein.One (1) Original and four (4) copies of your response in addition to one (1) electronic copy in the form of a USB Flash Driveare requested by the District.Please read the enclosed requirements and specifications as Gilbert Public Schools reserves the right to accept or reject any or allproposals, waive minor informalities, cancel or re-bid and accept any contract deemed to be in their best interest. The submission of aproposal will indicate that the vendor is accepting of all terms and conditions and can meet the specifications and requirements statedin this bid documentThis Proposal is being done by Gilbert Public Schools as a member of the Strategic Alliance for Volume Expenditures(S.A.V.E.). While this Proposal is for Gilbert Public Schools, other public entities have expressed interest in utilizing theresulting contracts. School District Procurement Rules A.A.C. R7-2-1191 through R7-2-1195 authorizes and governsintergovernmental procurements. Members of S.A.V.E. a group of schools/public entities have signed an intergovernmentalagreement under such a cooperative purchase agreement to obtain economies of scale. After award, this solicitation may beutilized by the eligible School Districts/public entities, recognizing potential equipment, logistical and capacity limitations byOfferor may limit “piggybacking” of this award. Individual school districts/public entities would negotiate service withsuccessful Offerors using the proposal pricing specified herein. No volume is implied or guaranteed. No volume is implied orguaranteed.This request for proposal document originated on the AZPurchasing.org website. If the Offeror obtained this document from any othersource, whether a copy from Gilbert Public Schools Purchasing site, or from a third-party bid outsourcing firm, the District stronglyrecommends the Offeror register for free at http://www.azpurchasing.org. Navigate to the Current Bids page and download the main biddocument, including any attachments or addendums. When the main bid document is downloaded from AZPurchasing.org the Offerorwill automatically be added to future proposal alert emails for this solicitation, provided the Offeror has made the proper designationwhen registering. Failure to adhere to this recommendation could put a proposal at risk of being rejected as not all necessaryaddendums and attachments may be passed along for completion.OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSAL ANDSEEK CLARIFICATION OF ANY ITEM THAT MAY NOT BE CLEAR.Contact:Title:Email:Tiara e Number:Fax Number:Date:(480) 497-3379(480) 497-3387Tuesday, March 10, 2020
Cooperative PurchasingCooperative PurchasingThis solicitation is being done by Gilbert Public Schools as a member of the Strategic Alliance for Volume Expenditures“S.A.V.E.” and is acting as lead district. Any contract resulting from this solicitation shall be for the use of the consortiummembers. In order to participate in any resultant contract, a school district/public entity must have entered into acooperative purchasing agreement with the consortium as required by School District Procurement Rule A.A.C. R7-21191. No volume is implied or guaranteed.Below is a list of current member districts in the Consortium who potentially may wish to utilize this contract. Other schooldistricts/public entities may be added during the term of the contract by S.A.V.E. with the approval of the lead district andthe contract bidder. The estimated volume of purchases by other school districts/public entities within S.A.V.E. have beentaken into consideration by the lead district and all other school districts/public entities that are not members of S.A.V.E.are prohibited from using the contract.Strategic Alliance for Volume ExpendituresS.A.V.E. --- Cooperative Purchasing AgreementsThe following agencies have signed the Cooperative Purchasing Agreement with the S.A.V.E. association as of August 8, 2019.MunicipalitiesCity of Apache JunctionCity of AvondaleCity of BensonCity of BisbeeCity of BullheadCity of Casa GrandeCity of ChandlerCity of CoolidgeCity of CottonwoodCity of DouglasCity of El MirageCity of EloyCity of FlagstaffCity of GlendaleCity of GlobeCity of GoodyearCity of KingmanCity of MaricopaCity of MesaCity of NogalesCity of PageCity of PeoriaCity of PhoenixCity of PrescottCity of SaffordCity of San LuisCity of ScottsdaleCity of SedonaCity of Show LowCity of Sierra VistaCity of SomertonCity of SurpriseCity of TempeCity of TollesonCity of TucsonCity of WillcoxCity of WinslowGilbert Public SchoolsCity of YumaLake Havasu CityTown of BuckeyeTown of CampVerde Town of CarefreeTown of Cave CreekTown of Chino ValleyTown of CliftonTown of FlorenceTown of Fountain HillsTown of Gila BendTown of GilbertTown of GuadalupeTown of MaranaTown of MiamiTown of Oro ValleyTown of Paradise ValleyTown of Prescott ValleyTown of Queen CreekTown of SahuaritaTown of SpringervilleTown of SuperiorTown of WickenburgCountiesApache CountyCochise CountyCoconino CountyGila CountyGraham CountyLa Paz CountyMaricopa CountyMohave CountyNavajo CountyPima CountyPinal CountySanta Cruz CountyYavapai CountyRFP #20-06-06-25 Employee Benefit Trust Consultant ServicesPage 2 of 56
Cooperative PurchasingYuma CountyHigher Education / Technology DistrictsArizona State UniversityArizona Western CollegeCentral Arizona CollegeCentral Arizona Valley Institute of Technology (CAVIT)Cobré Valley Institute of Technology (CVIT)Cochise County Community College District CoconinoCounty Community College DistrictDinè CollegeEast Valley Institute of Technology (EVIT)Gila Institute for Technology, a Joint TechnologyEducation District (JTED)Graham County Community College District MaricopaCommunity College DistrictMidWestern University (Glendale campus)Mohave Community CollegeMountain Institute JTEDNortheast AZ Tech Institute of Voc EdNorthern Arizona UniversityNorthland Pioneer CollegePima Association of Governments (PAG) PimaCommunity CollegePima County Joint Technology District #11(JTED) PimaPrevention Partnership dba Pima PartnershipAcademy, Pima Partnership High School & PhoenixCollegiate High SchoolUniversity of ArizonaWestern Arizona Vocational Educ (W.A.V.E.),a Joint Technology Education District #50 YavapaiCollegePolitical AgenciesArizona School for the Deaf and BlindArizona Supreme CourtCentral Arizona ProjectHousing Authority of Maricopa CountyMaricopa Association of GovernmentsNorthern Arizona Intergovernmental Public Trans(NAIPTA)Regional Transportation Authority (RTA)Superior Court of Arizona, Maricopa CountyTucson Airport AuthorityValley Metro Regional Public Transit AuthorityPhoenix-Mesa Gateway Airport AuthorityFire DistrictsCentral Yavapai Fire DistrictDrexel Heights Fire DistrictFire District of Sun City WestGolder Ranch Fire DistrictMt. Lemmon Fire DistrictNorthwest Fire DistrictGilbert Public SchoolsSuperstition Mtn Community Facilities DistrictSun City West Fire DistrictThree Points Fire DistrictMisc. AgenciesCentral Arizona Water Conservation District (CAWCD)Community Hospital Association dba WickenburgCommunity HospitalMetropolitan Domestic Water Improvement DistrictNorth Country Community Health CenterPima County School Reserve FundPine-Strawberry Water Improvement DistrictWestern Arizona Council of GovernmentsSchool DistrictsAgua Fria Union High School District # 216Ajo Unified School District #15Alhambra Elementary School District # 68Altar Valley School District #51Amphitheater Unified School District #10Antelope Union High School #50Apache Junction Unified School District # 43Arlington Elementary School District #47Ash Fork Joint Unified School DistrictAvondale Elementary School District #44Bagdad Unified School DistrictBalsz Elementary School District #31Beaver Creek School District #26Benson Unified School District #9Bisbee Unified School District #2Blue Ridge Unified School District #32Bonita School District #6Bouse Elementary School DistrictBuckeye Elementary School District #33Buckeye Union High School District #201Bullhead City Elementary School District #15Camp Verde Unified School District #28Cartwright Elementary School District #83CasaBlancaMiddleSchooldba Vah KiMiddleSchoolCasa Grande Elementary School DistrictCasa Grande Union High School DistrictCatalina Foothills Unified School District #16Cave Creek Unified School District #93Cedar Unified School District #25Chandler Unified School District # 80Chinle Unified School District #24Chino Valley Unified School District #51Clarkdale-Jerome School District #3Coconino County Regional Accommodation District #99Colorado River Union High School DistrictConcho Elementary School District #6Continental Elementary School District #39Coolidge Unified School District #21Cottonwood-Oak Creek School District #6Crane Elementary School District # 13RFP #20-06-06-25 Employee Benefit Trust Consultant ServicesPage 3 of 56
Cooperative PurchasingCreighton School District #14Deer Valley Unified School District #97Double Adobe Elementary School District #45 DouglasUnified School District #27Duncan Unified School DistrictDysart Unified School District # 89Eloy Elementary School District #11Elfrida Elementary School District #12Flagstaff Unified School District # 1Florence Unified School District # 1Flowing Wells Unified School District #8Fort Huachuca Accommodation School DistrictFort Thomas Unified School District #7Fountain Hills Unified School District #98Fowler Elementary School District #45Gadsden Elementary School District # 32Ganado Unified School District #20Gila Bend Unified SchoolsGilbert Unified School District #41Glendale Elementary School District #40Glendale Union High School DistrictGlobe Unified School District #1Grand Canyon Unified School District #4Hackberry Elementary School District #3Heber-Overgaard Unified School District #6Higley Unified School District #60Holbrook Unified School District #3Horizon Community Learning Center / Horizon CharterSchoolHumboldt Unified School District #22Hyder Elementary School District #6Indian Oasis-Baboquivari School District #40Isaac Elementary School District # 5J.O. Combs Elementary School District #44Joseph City Unified School District #2Kayenta Unified School District #27Kin Dah Lichi’I’ Olta, Inc.Kingman Unified School District #20Kyrene Elementary School District #28Lake Havasu Unified School District # 1Laveen Elementary School District #59Liberty Elementary School District #25Litchfield Elementary School District #79Littlefield Unified School District #9Littleton Elementary School District #65Madison Elementary School District #38Maine Consolidated School DistrictMammoth-San Manuel Unified School District #8Marana Unified School District #6Maricopa Regional School District #509Maricopa Unified School DistrictMary C. O’Brien ASDMayer Unified School District #43Mesa Unified School District # 4Miami Unified School District #40Mingus Union High School District #4Mobile Elementary School District #86Gilbert Public SchoolsMohave Valley Elementary School District #16 MohawkValley School District # 17Morenci Unified School District #18Morristown Elementary School District #75Murphy Elementary School District #21Naco Unified School District #9Nadaburg Elementary District #81Nogales Unified School District # 1Osborn Elementary School District #8Page Unified School District #8Palominas Elementary School District #49Palo Verde Elementary School District #49Paradise Valley Unified School District #69Parker Unified School District #27Patagonia Elementary School District #6Patagonia Union High School District #92Payson Unified School District #10Peach Springs Unified School District #8Pendergast School District #92Peoria Unified School District #11Phoenix Elementary School District # 1Phoenix Union High School District #210Picacho Elementary School District #33Pima Unified School District #6Pine StrawberryElementarySchoolDistrict#12Pinon Unified School District #4Pomerene Elementary School District #64Prescott Unified School District #1Quartzsite Elementary School District #4Queen Creek Unified School District # 95Ray Unified School District #3Red Mesa Unified School District #27Riverside Elementary School District #2Roosevelt Elementary School District # 66Round Valley Unified School District #10Sacaton Elementary School District #18Saddle Mountain Unified School District #90Safford Unified School District #1Sahuarita Unified School District #30San Carlos Unified School District #20Sanders Unified School District #18San Simon Unified School District #18Santa Cruz Valley Unified School District #35 SantaCruz Valley Union High School District #840Scottsdale Unified School District # 48Sedona-Oak Creek Unified School District #9 SeligmanUnified School District #40Sentinel Elementary School District #71Shonto Preparatory SchoolsShow Low Unified School District #10Sierra Vista Unified School District # 68Snowflake Unified School District #5Somerton Elementary School District #11Sonoita Elementary School District #25Stanfield Elementary School District #24St. David Unified School District #21St. Johns Unified School DistrictRFP #20-06-06-25 Employee Benefit Trust Consultant ServicesPage 4 of 56
Cooperative PurchasingSunnyside Unified School District #12Superior Unified School District #15Tanque Verde Unified School District #13Tempe Elementary School District # 3Tempe Union High School District # 213Thatcher Unified SchoolsToltec Elementary School District #22Tolleson Elementary School District #17Tolleson Union High School District # 214 TombstoneUnified School District #1Tuba City Unified School District #15Tucson Unified School DistrictUnion Elementary School District #62Vail Unified School District #20Valley Union High School District #22Gilbert Public SchoolsVernon Elementary School DistrictWashington Elementary School District # 6Wellton Elementary School District #24West-MEC District #402Whiteriver Unified School District #20 WickenburgUnified School District #9Willcox Unified School DistrictWilliams Unified School District #2Wilson Elementary School District #7Window Rock Unified School District #8 Winslow UnifiedSchool District #1Young Public-School DistrictYuma Elementary School District # 1Yuma Union High School District # 70RFP #20-06-06-25 Employee Benefit Trust Consultant ServicesPage 5 of 56
Survey InformationSurvey InformationWhile all members of S.A.V.E. are eligible to use these contracts, the following Districts/Public Entities have specificallyexpressed an interest in using these contracts via survey conducted by the lead District/Public Entity. The annual estimatedexpenditure for each district/public entity is listed for the convenience of the Offerors.School District or Public EntityNumber ofEmployeesEstimated AnnualVolume of Usage2,050 100,000.00Catalina Foothills Unifies School District #16800 25,000.00Cave Creek Unified School District #93575 45,000.00Dysart Unified School District #892,363 29,000.00Florence Unified School District #11,300 25,000.00580 22,500.00Gilbert Unified School District #413,900 250,000.00Glendale Elementary School District #401,400 90,000.00427 22,000.009,000 115,000.00830 34, 865.00Roosevelt Elementary School District #661,350 35,000.00Tempe Elementary School District #31,630 85,000.00150 10,000.00Cartwright School District #83Fowler Elementary School District #45Liberty Elementary School District #25Mesa Unified School District #4Phoenix Elementary School District #1West-MEC School District #402TOTAL ESTIMATED ANNUAL VOLUMEGilbert Public SchoolsRFP #20-06-06-25 Employee Benefit Trust Consultant Services 888,365.00Page 6 of 56
Table of ContentsSectionPageCooperative Purchasing . 2Survey Information . 6Uniform Instructions to Offerors . 8Uniform General Terms and Conditions . 13Special Instructions to Offerors . 24Scope of Work / Specifications . 31Proposal Submittal Format . 36Electronic Submittal Format . 38Proposal Cost Form . 39List of Subcontractors . 42References . 43Performance Evaluation Survey . 44Proposal Offer and Acceptance Form. 45Statement of No Bid . 46Deviations and Exceptions Form . 47Confidential / Proprietary Submittals Form . 48Additional Materials Submitted Form . 49Amendment Acknowledgement and Non-Collusion Affidavit . 50Gifts Law Acknowledgement Form . 51Vendor Registration Application. 52W-9 . 53Certificate of Insurance . 54Submittal Checklist. 55Address Label . 56DOCUMENTS REFERENCED:You may access a copy of the documents referenced within this Proposal at the following web addresses:Arizona Revised Statutes (A.R.S.) is available at: http://www.azleg.gov/arstitleArizona School District Procurement Rules in the Arizona Administrative Code (Title 7, Chapter 2, Articles 10 and 11) areavailable at: fective%207-1-14 0.pdfI.R.S W-9 Form (Request for Taxpayer I.D. Number) is available at: http://www.irs.gov/pub/irs-pdf/fw9.pdfGilbert Public SchoolsRFP #20-06-06-25 Employee Benefit Trust Consultant ServicesPage 7 of 56
Uniform Instructions to OfferorsUniform Instructions to Offerors1. Definition of TermsIn addition to the definitions specified in Arizona Administrative Code R7-2-1001, the terms listed below are defined asfollows:A. “Attachment” means any item the Solicitation requires an Offeror to submit as part of the Proposal.B.“Contract Amendment” means a written document signed by the School District/Public Entity that is issued forthe purpose of making changes in the Contract.C.“Exhibit” means any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of thesolicitation.D. “Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more thannominal value present or promised, unless consideration of substantially equal or greater value is received.E. “Procurement Officer” means the person duly authorized to enter into and administer Contracts and makewritten determinations with respect to this solicitation or his/ her designee.F.“Solicitation Amendment” means a written document that is authorized by the Procurement Officer and issuedfor the purpose of making changes to the Solicitation.G. “Subcontract” means any Contract, express or implied, between the Contractor and another party or between asubcontractor and another party delegating or assigning, in whole or in part, the making or furnishings of anymaterial or any service required for the performance of the Contract.2. InquiriesA. Duty to Examine. It is the responsibility of each Offeror to examine the entire Solicitation, seek clarification inwriting, and check its Proposal for accuracy before submitting the Proposal. Lack of care in preparing a Proposalshall not be grounds for withdrawing the Proposal after the due date and time nor shall it give rise to any Contractclaim.B. Solicitation Contact Person. Any inquiry related to a Solicitation, including any requests for or inquiries regardingstandards referenced in the Solicitation shall be directed solely to the Solicitation contact person. The Offerorshall not contact or direct inquiries concerning this Solicitation to any other employee unless the Solicitationspecifically identifies a person other than the Solicitation contact person as a contact.C. Submission of Inquiries. The Procurement Officer or the person identified in the Solicitation as the contact forinquires may require that an inquiry be submitted in writing. Any inquiry related to a Solicitation shall refer to theappropriate Solicitation number, page, and paragraph. Do not place the Solicitation number on the outside of theenvelope containing that inquiry since it may then be identified as an Proposal and not be opened until after theProposal due date and time.D. Timeliness. Any inquiry shall be submitted as soon as possible and at least seven (7) days before the Proposaldue date and time. Failure to do so may result in the inquiry not being answered.E. No Right to Rely on Verbal Responses. Any inquiry that results in changes to the Solicitation shall be answeredsolely through a written Solicitation Amendment. An Offeror may not rely on verbal responses to inquiries.F. Solicitation Amendments. The Solicitation shall only be modified by a Solicitation Amendment. Unless otherwisestated in the Solicitation, each Solicitation Amendment shall be acknowledged by the person signing the Offer.Failure to acknowledge a material Solicitation Amendment or to follow the instructions for acknowledgement ofthe Solicitation Amendment may result in rejection of the Offer.Gilbert Public SchoolsRFP #20-06-06-25 Employee Benefit Trust Consultant ServicesPage 8 of 56
Uniform Instructions to OfferorsG. Pre-Proposal Conference. If a Pre-Proposal Conference has been scheduled under this Solicitation, the date,time, and location appear on the Solicitation cover sheet or elsewhere in the Solicitation. An Offeror should raiseany questions it may have about the Solicitation or the procurement at that time. An Offeror may not rely on anyverbal responses to questions at the conference. Material issues raised at the conference that result in changesto the Solicitation shall be answered solely through a written Solicitation Amendment.H. Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a signlanguage interpreter, by contacting the appropriate Solicitation contact person. Requests shall be made as earlyas possible to allow time to arrange the accommodation.3. Proposal PreparationA. Forms. A Proposal shall be submitted either on the forms provided in this Solicitation or their substantialequivalent. Any substitute document for the forms provided in this Solicitation will be legible and contain thesame information requested on the form.B. Typed or Ink; Corrections. The Proposal should be typed or in ink. Erasures, interlineations or other modificationsin the Proposal should be initialed in ink by the person signing the Proposal. Modifications shall not be permittedafter Proposals have been opened except as otherwise provided under R7-2-1030.C. Evidence of Intent to be Bound. Failure to submit verifiable evidence of intent to be bound, such as an originalsignature, shall result in rejection of the Proposal.D. Exceptions to Terms and Conditions. All exceptions included with the Proposal shall be submitted in a clearlyidentified separate section of the Proposal in which the Offeror clearly identifies the specific paragraphs of theSolicitation where the exceptions occur. Any exceptions not included in such a section shall be without force andeffect in any resulting Contract unless such exception is specifically referenced by the Procurement Officer in awritten statement. The Offeror’s preprinted or standard terms will not be considered as a part of any resultingContract. All exceptions that are contained in the Offer may negatively affect the proposal evaluation criteria asstated in the Solicitation or result in rejection of the offer.E. Subcontracts. Offeror shall clearly list any proposed subcontractors and the subcontractor’s proposedresponsibilities in the Proposal.F. Cost of Proposal Preparation. The District will not reimburse any Offeror the cost of responding to a Solicitation.G. Solicitation Amendments. Unless otherwise stated in the Solicitation, each Solicitation Amendment shall beacknowledged by the person signing the Proposal. Failure to acknowledge a material Solicitation Amendment orto follow the instructions for acknowledgement of the Solicitation Amendment shall result in rejection of theProposal.H. Federal Excise Tax. School Districts/Public Entities are exempt from Federal Excise Tax on manufactured goods.Exemption Certificates will be prepared upon request.I.Provision of Tax Identification Numbers. Offerors are required to provide their Arizona Transaction Privilege Taxnumber and/or Federal Tax Identification number, if applicable, in the space provided on the Offer andAcceptance Form and provide the tax rate and amount, if applicable, on the Proposal Cost Sheet.J.Identification of Taxes in Proposal. School Districts/Public Entities are subject to all applicable state and localtransaction privilege taxes. If Arizona resident Offerors do not indicate taxes on a separate item in the Proposal,the School District/Public Entity will conclude that the price(s) offered includes all applicable taxes. At all times,payment of taxes and the determination of applicable taxes and rates are the sole responsibility of the Offeror.K. Disclosure. If the Firm, business, or person submitting this Proposal has been debarred, suspended, or otherwiselawfully precluded from participating in any public procurement activity, including being disapproved as asubcontractor with any federal, state, or local government, or if any such preclusion from participation from anypublic procurement activity is currently pending, the Offeror must fully explain the circumstances relating to theGilbert Public SchoolsRFP #20-06-06-25 Employee Benefit Trust Consultant ServicesPage 9 of 56
Uniform Instructions to Offerorspreclusion or proposed preclusion in the Proposal. The Offeror shall include a letter with its Proposal setting forththe name and address of the governmental unit, the effective date of this suspension or debarment, the durationof the suspension or debarment, and the relevant circumstances relating the suspension or debarment. Ifsuspension or debarment is currently
NOTICE OF REQUEST FOR PROPOSAL . Employee Benefit Trust Consultant Services . RFP #20-06-06-25 . Proposal Due . whether a copy from Gilbert Public Schools Purchasing site, or from a third-party bid outsourcing firm, the District strongly recommends the Offeror register for free at . North Country Community Health Center . Pima County School .
