USBE - Early Warning System (REPOST)

Project Description: Issuing Procurement Unit: Utah State Board of Education
UTAH STATE BOARD OF EDUCATION
REQUEST FOR PROPOSALS
SOLICITATION # USBE-MI26028-RFP
EARLY WARNING SYSTEM
This Request for Proposals (“RFP”), having been determined to be the appropriate procurement method to provide the best value to the Utah State Board of Education (USBE), is designed to provide interested Offerors with sufficient basic information to submit proposals. This RFP is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence.
Issuing Procurement Unit, Conducting Procurement Unit, and Solicitation Number:
USBE is the issuing procurement unit and conducting procurement unit for this RFP (referred to as “USBE”). The reference number for this RFP is Solicitation # USBE-MI26028-RFP. This solicitation number must be referenced on all proposals, correspondence, and documentation submitted to USBE relating to this RFP.
Purpose of this Solicitation:
The purpose of this RFP is to contract with a qualified Offeror or multiple Offerors to provide a student intervention early warning digital program that is in compliance with the requirements of Utah Code Section 53F-4-207 (attached in Files) and applicable Administrative Rules. Please see the Scope of Work attached in the Files section for further details.
Contract Award:
It is anticipated this RFP will result in a single contract award or multiple contract awards to responsive and responsible Offeror(s).
NOTE: Any contract(s) resulting from this RFP will be cooperative in nature so that any eligible users may purchase directly from the contract(s), in addition to USBE. The highest scoring Offeror will be the primary awardee, and USBE will cover 50% of the cost for LEAs who choose to utilize this Offeror’s services. All other Offerors who are deemed responsive and responsible and eligible for an award will receive a cooperative contract which LEAs can select from as well. LEAs choosing to purchase from these secondary Offerors will be responsible for 100% of the cost for the services from their own budgets. Please note the Cooperative Terms that have been added to Attachment A - USBE Standard Terms and Conditions for Goods and Services.
There is currently a primary awardee contract that is active through June 30, 2026 (attached in Buyer Attachments). If a new primary awardee is selected through this RFP, there may be two overlapping primary awardee contracts for the 2025-2026 school year.
The contract(s) resulting from this RFP will be for approximately five (5) years, with the potential for five (5) additional one-year renewal options. However, USBE reserves the right to terminate the contract(s) at any time in accordance with the provisions set forth in the USBE Standard Terms and Conditions.
Contract Budget:
The maximum contract budget is $21,000,000.00 for five (5) years, which reflects $4,200,000.00 per year. Up to $2,100,000.00 per year will be covered by USBE, and up to $2,100,000.00 per year will be covered by the LEAs wishing to utilize the primary awardee’s services. However, this is NOT a guaranteed total amount. You are not required to expend the entire amount of funds when calculating your cost proposal. Cost proposals exceeding these identified amounts will be considered non-responsive and ineligible for contract award. You must honor any submitted pricing for all LEAs who may wish to utilize the cooperative contracts and purchase directly from them; however, there is no guarantee that LEAs will utilize the cooperative contracts.
Evaluations shall be based on the GRAND TOTAL for the five (5) years of the contract(s). Please note that any contract resulting from this RFP may include five (5) additional one-year renewal options. These renewal option years MAY be exercised at USBE’s discretion and subject to legislative appropriation. It is anticipated that the maximum budget for these renewal option years will remain steady per year; however, this is not a guaranteed amount as it may be subject to legislative appropriation. While not scored, please provide the costs associated with these additional renewal option years.
Please note there is a separate tab on the Cost Proposal Form where you may provide pricing on any additional optional items that are NOT required to use your proposed solution and are NOT listed as a requirement in this RFP. These optional items may be subject to inclusion in the contract(s) resulting from this RFP and may be purchased at USBE's (and eligible user's, if applicable) option, but they will NOT be included in your Grand Total and will not be used in the evaluation of cost points.
Additional Information:
Offerors are prohibited from communications regarding this RFP with the USBE staff, evaluation committee members, or other associated individuals EXCEPT the USBE procurement officer overseeing this RFP.
Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Offerors.
If applicable, Offerors may be required to submit product samples to assist the head of a procurement unit with independent procurement authority in evaluating whether a procurement item meets the specifications and other requirements set forth in the RFP. Product samples must be furnished free of charge unless otherwise stated in the RFP, and if not destroyed by testing, will upon written request within any deadline stated in the RFP, be returned at the Offeror's expense. Samples must be labeled or otherwise identified as specified in the RFP by the procurement unit.
USBE reserves the right to conduct discussions with the Offerors who submit proposals determined to be reasonably eligible of being selected for award, followed by an opportunity to make best and final offers pursuant to the Utah Procurement Code and applicable administrative rules, but proposals may be accepted without discussions.
Proposal Content and Evaluation:
The provisions of this RFP are not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to demonstrate Offeror's ability to provide USBE with a solution.
Each proposal received shall be evaluated as outlined in this RFP, the Utah Procurement Code, and applicable administrative rules in the Utah Administrative Code.
To be responsive and responsible Offerors must review and respond to the following sections of this RFP:
Requested Information: The Requested Information section includes the prerequisites all Offerors must read and agree to in order to respond to this RFP.
Files: The Files section includes the standard contractual terms and conditions applicable to this RFP, as well as other documents associated with this RFP.
Questions: The Questions section contains questions to which Offerors must respond in order to submit a proposal. This section may also include the objective and subjective criteria that will be used to evaluate proposals, including mandatory minimum requirements and technical evaluation criteria.
To determine which proposal provides the best value to USBE, the evaluation committee shall evaluate each responsive and responsible proposal that has not been disqualified from consideration under the provisions of the Utah Procurement Code and applicable administrative rules, using the criteria described in this RFP.
Offerors must review each section carefully.
After the evaluation and final scoring of proposals is completed, USBE shall award the contract as soon as practicable to the responsive and responsible Offeror(s) eligible for award, subject to the Utah Procurement Code and applicable administrative rules, provided the RFP is not canceled in accordance with Utah Code Section 63G-6a-709(2)(b) and applicable administrative rules.