Date Issued: 04/26/2021
Request for Proposal:
STUDENT HOUSING MATTRESSES
Request for Proposal Number:
PROPOSAL DUE DATE AND TIME:
5/18/2021 – 2:00 P.M. Mountain Time
Request for Proposal Opening:
05/18/2021 – 2:00 P.M. Mountain Time
PROCUREMENT REPRESENTATIVE: Shane Pulliam
E-MAIL ADDRESS: email@example.com
TELEPHONE NO.: (307) 268-2633
TABLE OF CONTENTS
DEFINITIONS AND TERMINOLOGY
Date Issued: 04/26/2021
INSTRUCTIONS TO BIDDERS AND BID REQUIREMENTS
Preparation of Proposals
Submission / Modifications / Withdrawals / Late Bids
Questions About RFP / Addendums
Award and Contract Information
SECTION THREE: SPECIFICATIONS
SECTION FIVE: BID FORM
Date Issued: 04/26/2021
SECTION 1: Definitions and Terminology
Wherever used in this bid these or other related procurement documents, the following terms have meanings
indicated which are applicable to both the singular and plural thereof. The terms can be used interchangeably.
Addendum: Written or graphic instruments issued prior to the opening of bids which clarify,
correct, or change the bid documents or the related procurement documents.
Bid / Bid Form: The price and/or form that is submitted to the college to fulfill the request for
Bidder / Firm: The company/vendor that is submitting a bid.
Contract: A agreement between Casper College and the bidder that will includes a written
contract, RFP, addendums (if any), purchase order(s), purchase order terms and conditions, as
well as the bidder’s response to the RFP.
Contractor: The Company awarded a contract or PO for this Bid.
Evaluation Committee / Stakeholders: Casper College hired contractors or employees that
have an interest in the project.
Purchase Order / PO: A contractual agreement with a firm for goods or services that specifies
payment terms, delivery dates, item identification, quantities, freight terms, and other obligations
Request for Proposal (RFP) / Proposal: This formal publicly released document outlining a
need and inviting businesses to submit bids to fulfill our request.
Specifications / Scope of Work: Those portions of this proposal consisting of written or graphic
technical descriptions of materials, equipment, construction systems, standards, workmanship,
goods, services, and administrative details applicable.
SECTION 2: Instructions to Bidders and Bid Requirements
1. General Conditions:
1.1. The Procurement Department will receive proposals for providing student housing
mattresses. Proposals are due no later than May 18, 2021, 2:00 P.M. Mountain Time.
1.2. Casper College reserves the right to waive irregularities and informalities, even those that are
shown as mandatory requirements, as long as it doesn’t give an advantage to the bidder
submitting the proposal or disadvantages any competing bidders.
1.3. Casper College may also accept or reject any and all proposals. Casper College does not
bind itself to the lowest proposal, but rather the proposal that is felt to be in the best interest
of the institution. Although pricing is important, it will not be the only factor considered when
1.4. The bidder warrants that no kickbacks, gratuities, or contingency fees have been paid in
connection with this request for proposal and none have been promised. The bidder
warrants that no one being paid pursuant to the proposal is engaged in any activities that
would constitute a conflict of interest with respect to the purposes of the proposal.
1.5. Casper College will ensure that minority business enterprises are afforded full opportunity to
submit proposals. Casper College will not discriminate on the grounds of age, race, color,
sex, creed, religion, national origin, or disability status. In addition, the successful bidder
shall comply with the Americans with Disabilities Act and the Wyoming Fair Employment
Practices Act. decisions
Date Issued: 04/26/2021
1.6. The bidder hereby certifies that all persons employed by their firm, their affiliates,
subsidiaries, holding companies, or subcontractors are treated equally by their firm without
regard to or because of age, race, color, sex, creed, religion, national origin, or disability as
required by federal and state anti-discrimination laws. Violation of this certification may
constitute a material breach of contract upon which the owner may determine to cancel,
terminate, or suspend the contract.
1.7. All proposals in response to this request become public record and subject to public
inspection. Any proprietary or confidential information must be clearly identified and can only
be treated as such to the extent of the Open Records Act. Proprietary or confidential
information is defined to be any information that is not generally known to competitors and
which may provide a competitive advantage (pricing is not considered proprietary or
confidential). Proposals in their entirety cannot be specified as proprietary or confidential.
2. Preparation of Proposals
2.1. Bidders are encouraged to examine all documents, specifications, scope of work or drawings,
addendum(s), and attend scheduled site visits associated with the request for proposal.
Failure to do so will be at the bidder’s risk. The RFP and all referenced documents must be
used in preparation of each proposal. Casper College assumes no responsibility for errors,
misinterpretations and/or verbal communication resulting from the use of incomplete proposal
2.2. The bidder shall furnish the information required by the RFP. The bid form and all requested
documents (see SECTION FIVE) shall be completed, signed, and returned by the respective
firm’s authorized agent. All required bid documents must be returned with the bidder’s sealed
2.3. Any deviation or substitution from the specifications, scope of work or drawings must be
noted in detail and attached to the bid form. Complete specifications must be attached for
any deviations or substitutions offered. In the absence of a specifications deviation statement
and accompanying specifications, the bidder shall be held accountable for full compliance
with the RFP specifications.
2.4. Failure to submit a specification deviation statement and accompanying specifications, if
applicable, may be grounds for rejection of the item(s) offered and or the entire proposal.
2.5. A proposal may be rejected if it modifies any of the provisions, specifications, or minimum
requirements of the request for proposal.
2.6. Proposal prices must include all material, labor, installation, removal and proper disposal of
existing materials, bonds, insurance, profit, and delivery (FOB) Casper College, Casper WY.
Include a copy of material and labor warranties when applicable. In case of error in the
extension of prices in the proposal, unit prices will govern.
2.7. Expenses incurred in proposal preparation, pre-bid meeting, site visits, submission,
presentations, demonstrations, etc. are the responsibility of the bidder and will not be
reimbursed by Casper College.
2.8. All Bid Documents will be available free of charge at www.caspercollege.edu/offices-
services/purchasing and www.rockymountainbidsystem.com
Date Issued: 04/26/2021
3. Submission / Modifications / Withdrawals / Late Bids
3.1. Sealed proposals should be accompanied by the attached Casper College – Bid Form and
signed by the proper official of the firm. All sealed proposals must be in the possession of the
Casper College Procurement Department representative by due date and time. Any proposal
that this not sealed or in possession of the representative by the due date and time will be
3.2. On the Bid Form the Total Lump Sum Price will need to include all costs to complete the item
out lined on the Bid Form and in the proposal. This is including but is not limited to all labor,
materials, operations, inspections, permits, bonds, insurance, profit, accessories, incidentals,
rentals, hotels, peridium, tax, shipping, and removal and proper disposal of existing materials.
3.3. Sealed Proposals must be mailed or hand delivered to:
Attention: Procurement Department GW #311
125 College Drive
Casper, WY 82601
3.4. Clearly mark on the outside of your sealed proposal “STUDENT HOUSING MATTRESSES
and RFP #CC556-21”.
3.5. A proposal that is in the possession of the Procurement Office may be modified or withdrawn
by an email, fax, or letter bearing the signature or name of the person authorized for bidding,
provided that it is received prior to the date and time set for the proposal opening.
3.6. Modifications must be initialed by the person signing the proposal.
3.7. If the pricing portion of your proposal needs to be altered, you must resubmit the revised
pricing in a sealed envelope and it must be received by our Procurement department prior to
3.8. Telephone or verbal alterations or withdrawals of a proposal will not be accepted.
3.9. If a proposal is accepted and the bidder then fails to furnish the service agreed to in the
proposal, that bidder may be eliminated from future consideration.
3.10. Telephone, fax, or electronic submittals will not be accepted.
4. Questions About the RFP / Addendums
4.1. All questions, inquiries, matters, issues, comments, and/or clarifications pertaining to the
request for proposal should be directed to the following individual.
• Shane Pulliam, Director of Procurement
• 125 College Drive
• Casper, WY 2601
• Phone: (307) 268-2633
• Fax: (307) 268-2880
• Email: firstname.lastname@example.org