REQUEST FOR POSPOSAL CONDITIONS AND SPECIFICATIONS

Transcription

1 CENTENNIAL SCHOOL DISTRICT Business Office 48 Swan Way, Warminster, PA (215) , Extension FAX: (215) Christopher M. Berdnik, PRSBA REQUEST FOR POSPOSAL CONDITIONS AND SPECIFICATIONS SECONDARY YEARBOOK SERVICES RFP Number Submission/Opening Date and Time: February 26, 2019, 1:00 p.m. Destination for delivery of Proposals: Centennial School District Administration Building 48 Swan Way Warminster, PA Public Education in Centennial Schools Inspiring Students Building Intellect Forging Partnerships A Diverse Learning Community Where Students Succeed Through Academics, Athletics, and The Arts An Equal Opportunity Employer

2 General Conditions The Centennial School District solicits proposals for student secondary yearbook services for the 2019/20 school year, with the ability to renew annually for an additional two years, in accordance with the enclosed specifications and subject to the following general conditions: 1. Proposals shall be received sealed and plainly marked Student Yearbook Services RFP No in the office of the Mr. Christopher Berdnik, CFO, Administration Building, 48 Swan Way, Warminster, PA 18974, on or before 1:00 p.m., February 26, Submission of the proposal by facsimile or is unacceptable. The respondent is entirely responsible for delivering the Proposal to the aforementioned office on time. Late Proposals will not be accepted. 2. Proposals shall not be withdrawn within 120 days of the due date and prices shall remain firm for 120 days from the due date. 2. The evaluation criteria specified herein will be used to determine which of the proposals provide the best quality for Centennial School District at the most economical cost. The District reserves the right to accept or reject any or all proposals, to waive all technicalities, and to accept the proposal that is determined to be the most favorable to the District. Recognizing that there are important considerations other than price, the District may not necessarily award to the lowest proposer. It is the intent of Centennial School District to award the bid on a total award basis; however, separate awards may be made. 3. After the Request for Proposal (RFP) opening, a meeting may be held with several vendors selected by a committee of school staff and students. This meeting will allow the vendor to present their product and answer questions from the committee. The vendor must be prepared to demonstrate their company s services, including computer programs designed to assist the school in page design and submission. This demonstration must be attended by the local representative designated within this proposal. Demonstrations will be requested at the sole discretion of the District or may not occur at all. 4. The Centennial School Board reserves the right to waive any and all technicalities. 5. You are advised that in order to enter into a contract with the Centennial School District, it will be necessary for you to comply with Public School Law Section III relating to employee screening for certain criminal offenses and to enter into an indemnification agreement with the Centennial School District in the event of a violation of the law by the vendor/contractor if certain persons have contact with children. 6. The awarded vendor shall be required to complete the following mandatory paperwork prior to the start of on-site work. All of the below information must be within one year or less for the duration of the project for all vendor personnel who will be on site.

3 a. Act 151 Pennsylvania Child Abuse History Clearance - You will be required to register and apply through the Child Welfare Portal. Complete all information and process online. Notification can take up to 15 days. b. Act 114 Federal (FBD Criminal History Record Information CHRD) - All vendors must have a current FBI fingerprint check. The clearance needs to be dated within one year of the proposed project (the School District will need the receipt containing the registration number starting with the letters "PAE"). c. Act 34 Pennsylvania State Police Request for Criminal Records Check Complete an online application. Requires a credit card. You will be able to print the clearance immediately. d. Act 24 Arrest/Conviction - This form needs to be completed (the School District retains the original of this form). By signing, you are stating that the information provided on this form is correct and complete. e. Act 168 Employment History Review - Vendors need to complete one for the current employer and any other school entity employers, as well as any position where they had direct contact with children. 7. If there are any questions concerning any aspect of these specifications, please contact Donna Brassell at brasdo@centennialsd.org or (215) ext

4 SPECIFICATIONS SCOPE: High school and middle school yearbooks. Proposals should include hard cover yearbooks for William Tennent High School and a choice of hard or soft cover for Log College and Klinger Middle Schools. EVALUATION CRITERIA: Our District is seeking an exclusive contract for all yearbook services in our secondary school buildings. Please submit a proposal for what your company would suggest and how you would plan to implement this exclusive contract. Award Criteria: Best offering for our schools and parents Services Programs Offered Quality of Photography Quality of Service Quality of Yearbooks History Financial Security References Prices Finalists may be required to present before the selection committee. The successful proposer s references will articulate the firm s commitment to delivering outstanding quality and customer service on time and on budget. ONGOING PROCESS: The District anticipates that the selected partner will meet at least once annually with the portrait/yearbook committee and/or respective faculty advisors, to review the scope of work for every school year.

5 ANTI-DISCRIMINATION CLAUSE (Section 755, Pennsylvania School Code) 1. In accordance with the provisions of the Pennsylvania School Code, the contractor agrees: a. That in the hiring of employees for the performance of work under this contract, or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor of subcontractor, shall by reason of race, creed, color, discriminate against any citizen of the Commonwealth of Pennsylvania who is qualified and available to perform work to which the employment relates; b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner discriminate against or intimidate any employee hired for performance of work under this contract on account of race, creed, or color; c. That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and, d. That this contract may be canceled or terminated by the school district, and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract.

6 AGREEMENT BY VENDOR OR INDEPENDENT CONTRACTOR OF THE CENTENNIAL SCHOOL DISTRICT TO COMPLY WITH ACT 111 OF THE PUBLIC SCHOOL LAWS 1. This agreement is part of the agreement between the undersigned business person or entity and the Centennial School District, dated, for the sale of goods or the provision of services as an independent vendor or contractor in the nature of:, Bid/Quote No.. 2. The undersigned understands that after January 1, 1986 independent contractors and their employees hired after that date must comply with 111 of the School Code, which provides, among other things, that a CRIMINAL HISTORY INFORMATION RECORD SEARCH must be obtained for each employee who could come into contact with school children, showing that such employees have not been convicted of certain crimes. A copy of the law is available upon request. 3. It is agreed that the Centennial School District has no right of direct control over the hiring, retention, screening or assignment of employees, agents or officers of the undersigned, and further that the undersigned is responsible for compliance with this law. In addition, should any official or employee of the school be subject to any claim, proceedings, lawsuit, fine, civil penalty or other legal involvement arising from the neglect or failure of the undersigned, or its officers, agents or employees, to comply with said law, then the undersigned, as part of the consideration of doing business with the School District, hereby agrees to indemnify and hold harmless the District and all District employees for all losses, including costs of counsel and all expenses incident thereto. Dated: 20 By: (Seal) (Proprietor, Authorized Officer or Partner) (Corporate Seal, if applicable) Witness or Attest: Business Name and Address of Vendor/Independent Contractor

7 INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act. 73 P.S et seq.. governmental agencies may require Non-Collusion Affidavits to be submitted together with bids. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid. 3. Bid rigging and other efforts to restraint competition, and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the bidder with responsibilities for the preparation, approval or submissions of the bid. 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an affidavit must be submitted separately on behalf of each party. 5. The term "complementary bid" as used in the Affidavit has the meaning commonly associated with that term in the bidding process, and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or noncompetitive bid, and any other form of bid submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid.

8 Contract/Bid No. State of : :s.s. County of : NON-COLLUSION AFFIDAVIT I state that I am of (Title) (Name of Company) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers, I am the person responsible in my firm for the price(s) and the amount of this bid. I state that: (1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. (2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor the approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before the bid opening. (3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this complementary bid. (4) The bid of my firm is made in good faith and not pursuant to any agreement or discussion with or inducement from, any firm or person to submit a complementary or other noncompetitive bid. (5), its affiliates, subsidiaries, (Name of my firm) officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: I state that understands and acknowledges (Name of my firm) that the above representations are material and important, and will be relied on by the Centennial School District when recommending for award the contract(s) for which this bid is submitted, I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Centennial School District of the true facts relating to the submission of bids for this contract. (Print Name of Authorized Person and Company Position) Sworn to and subscribed before me this day of, 20 Signature of Authorized Person Notary Public My commission expires