Broward County Yearbook and Memory Book RFP Requirements (Final)

4.0 INFORMATION TO BE INCLUDED IN THE SUBMITTED PROPOSAL (Continued)

4.4     Evaluation Criteria· (Proposer Qualifications, Scope of Services and Cost of Services):

4.4.1     Proposer’s Qualifications – (Maximum 50 allowable points)

4.4.1.1     Executive Summary – Submit a brief abstract stating the Proposer’s understanding of the nature and scope of the services to be provided and capability to comply with all terms and conditions of RFP.

4.4.2     Scope of Services Provided – (Maximum 50 allowable points): Clearly describe how the Proposer can accomplish each of the following Scope of Services provided below. Minimum must include the following:

4.4.2.1 Make a statement that, if awarded, your company agrees to give the opportunity to every student to purchase Memorybooks, if they so desire.

4.4.2.2 Make a statement that, if awarded, your company will provide to the school who chooses your company all the necessary forms, materials for preparation of the manuscript and instructions for use.

4.4.2.3 Make a statement that if a specific program for the layout of a memorybook is required, the chosen company will provide information on the computer software and training that will be provided. If computer hardware is provided to the school, define who will retain title to the computer hardware, who will be responsible for maintenance, repairs, technical support, and consumables.

4.4.2.4 Describe any additional service which your company will provide at no additional charge.

4.4.2.5 If your company is furnishing computer(s) to a school after being chosen by the school, then list any costs to the school for use of the computer(s). If the school does not renew with your company for a second year, state what happens to the computer(s).

4.4.2.6 If awarded, make a statement that your company will guarantee that Memorybooks will be of the highest quality as represented by their samples and that service will be of the highest standards.

4.4.2.7 Make a statement that your company will provide a copy of the official receipt to the individual school’s bookkeeper, within 24 hours, of any transactions (orders, payments and delivery) made directly with students.

4.4.2.8 State that your company will have the local servicing representative handle and/or manage all aspects of the account.

4.4.2.9 Indicate that your prices will include all taxes, shipping, handling and delivery of all school Memorybooks.

4.4.3 Cost of Services• (Additional Information – No Points Assigned): Proposer must complete and submit the Proposal Pricing Sheet. State your company’s prices only on the Proposal Pricing Sheet. Prices submitted must include any applicable taxes, shipping, handling and delivery of Memorybooks for Elementary and Middle Schools. The Proposer will be responsible for payment of any applicable taxes to the respective governmental entities. Do not add any additional items to the Proposal Pricing Sheet(s). Any additional items must be submitted under “Additional Products” section of the Proposal Pricing Sheet(s) or on a separate sheet. Any items added as Additional Products, with prices stated, will be allowed to be ordered by the schools, if they so desire.

5.0 EVALUATION OF PROPOSALS

5.1 The Evaluation Committee (hereinafter referred to as “Committee”) reserves the right to ask questions of a clarifying nature once Proposals have been opened, interview any or all Proposers that respond to the RFP, or make their recommendations based solely on the information contained in the Proposals submitted. The Committee shall evaluate all Proposals received, which meet or exceed Section 4.3, Minimum Eligibility Requirements and Section

7.1 Indemnification. Proposals that meet or exceed Section 4.3 and Section 7.1 shall be evaluated and awarded by the Committee according to the following criteria and will be ranked against Proposals of similar type.

CATEGORY
Experience and Qualifications
Scope of Services Provided
TOTAL
MAXIMUM POINTS
50
50
100

Failure to respond, provide detailed information or to provide requested Proposal elements may result in the. reduction of points in the evaluation process. The Committee may recommend the rejection of any proposal containing material deviations from the RFP. The Committee may recommend to waive any irregularities and technicalities.

5.2 The Committee reserves the right to ask questions of a clarifying nature once Proposals have been opened, require presentations from all Proposers, interview any or all Proposers that respond to the RFP, or make their recommendations based solely on the information contained in the Proposals submitted. Presentations, if required, will be part of the evaluation process.

5.3 Award: The Committee intends to make award(s) to the Proposer(s) that has complied with the terms, conditions and requirements of the overall RFP and that receive 70 points or greater from the Committee. The award will be based on the scores ascribed to Proposals as outlined in Evaluation Process and will be made for the goods and services required by SBBC as stated in the RFP. The award shall not be a guarantee of business or a guarantee of specified quantities of products or volume of service.

Broward Schools Yearbook RFP Introduction and General Information (Continued)

* These are public meetings. The School Board of Broward County, Florida, prohibits any policy or procedure which results in discrimination on the basis of age, color, disability, gender, national origin, marital status, race, religion or sexual orientation. Individuals who wish to file a discrimination and/or harassment complaint may call the Executive Director, Benefits & EEO Compliance at 754-321-2150 or Teletype Machine (TTY) 754-321-2158.

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may call Equal Educational Opportunities (EEO) at 754-321-2150 or Teletype Machine (TTY) 754-321-2158.

Broward County School Memorybook and Yearbook Requirements for RFP

We have had multiple requests to share the requirements for the 2012-2013 Broward County Schools Memorybook and Yearbook Request for Proposal Requirements. Beginning today we will provide a series of of these requirements over the next week or so. Please feel free to contact us with any questions.

Section One

2.1        The School Board of Broward County, Florida (hereinafter referred to as “SBBC”) desires to receive Proposals for MEMORYBOOKS FOR ELEMENTARY AND MIDDLE SCHOOLS. The intention of this RFP is to provide high schools and middle schools with a pool of qualified companies from which to choose their Memorybooks provider.
SBBC reserves the right to increase the pool of qualified companies each subsequent year (anniversary date) of the term of the contract, if deemed necessary by SBBC. The Proposals will be evaluated by the Evaluation Committee to determine their eligibility under the terms and conditions of this RFP. Regardless as to the year a company is
added to the pool of qualified companies, all awards will be terminated June 30, 2016 or, if renewed, at the end of the contract renewal period.

2.2        Questions And Interpretations: Any questions concerning any portion of this RFP must be submitted, in writing, to Carol Barker, Purchasing Agent, Supply Management and Logistics Department, 754·321·0506 at the address listed in Section 6.1 or via facsimile 754-321-0533 or via e-mail carol.barker@browardschools.com. Any questions which require a response which amends the RFP document in any manner will be answered via Addendum by the Supply Management and Logistics Department and provided to all Proposers. No information given in any other matter will be binding on the School Board.

Any questions concerning any condition or requirement of this RFP must be received in the Supply Management and Logistics Department, in writing, on or before February 10, 2011. Questions received after this date will not be answered. Submit all questions to the attention of the individual stated above. If necessary, an Addendum will be issued. Any verbal or written information, which is obtained other than by information in this RFP document or by Addenda, shall not be binding on SBBC.

2.3        Contract Term: The purpose of this RFP is to establish a contract beginning June 30, 2011 and continuing through June 29,2016. The term of the contract may, by mutual agreement between SBBC and the Awardee, upon final School Board approval, be extended for an additional five-year period and, if needed, 180 days beyond
the expiration date of the renewal period. The Supply Management and Logistics Department, will, if considering renewing, request a letter of intent to renew from each Awardee, prior to the end of the current contract period. The Awardee will be notified when the recommendation has been acted upon by SBBC. The Proposer agrees to this
condition by signing its Proposal.

2.4        PRICE ADJUSTMENTS: Prices offered shall remain firm through the first three years of the contract. A request for price adjustment may be submitted 30 days prior to the third anniversary date of the contract. If a price increase is approved after the third anniversary date, then that price must remain firm for the two remaining years of the contract. Price adjustment requests will be evaluated on an annual basis thereafter. Requests for price adjustments shall not exceed the percentage of change in the Consumer Price Index (CPI) for the previous twelve months of the anniversary date, but shall not exceed 3% per adjustment. The CPI will not be seasonally adjusted. SBBC reserves the right to request a reduction in contract prices equal to the percentage of change of the CPI in the event of a reduction. SBBC reserves the right to not renew any contract regardless of price considerations. Information on the CPI may be obtained from the Bureau of Labor Statistics at http://www.bls.govor by contacting the Bureau directly.