RFP# 031621WA-Digital content Grades K-12

Agency: Memphis City Schools
State: Tennessee
Type of Government: State & Local
Category:
  • T - Photographic, Mapping, Printing, and Publications Services
Posted: Feb 23, 2021
Due: Mar 16, 2021
Publication URL: To access bid details, please log in.
Bid # RFP# 031621WA-Digital content Grades K-12
RFP Deadline Date/Time: March 16, 2021 @ 2:00 p.M.

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February 23, 2021
SHELBY COUNTY BOARD OF EDUCATION
PROCUREMENT SERVICES
160 South Hollywood Street, Room 126  Memphis, Tennessee 38112-4892  Phone (901) 416-5376
(This proposal will not be accepted electronically or by facsimile. All proposals must be mailed or delivered to the above address.)
REQUEST FOR PROPOSAL
(NOT AN ORDER)
Please submit proposals on the item(s) listed below. The right is reserved to reject any or all Proposals. If substitutions are offered, give full particulars. The
Proposal must be submitted no later than March 16, 2021 @ 2:00 PM, CST
The Shelby County Board of Education reserves the right to accept or reject any or all proposals, or any part thereof, and to waive any minor informalities and/or technicalities that are
deemed to be in the best interest of the Shelby County Board of Education. Successful Vendors shall be paid only when delivery is complete. *For the appropriate purchases, all
material data safety data sheets (MSDA) must accompany all shipments covered under Tennessee Hazardous Chemical Right to Know Law- Tennessee Public Chapter #417- House
Bill #731.
REQUEST FOR PROPOSAL
Digital Content for Grades K-12
Proposals MUST be received by Shelby County Schools (“SCS” or “District) by the due date and time set forth above.
During the solicitation process Vendors are not permitted to contact the Board and project Owner regarding the posted
solicitation. Failure to adhere to this requirement may subject the respondent to immediate disqualification.
Questions or requests for clarification of technical issues and terms pertaining to this RFP must be submitted in writing
via e-mail to albrightw @scsk12.org, and received by SCBE no later than March 5, 2021 @ 11:00 AM/CST
ISSUED BY: Wanda Albright, Senior Buyer RFP # 031621WA
We propose to furnish the item(s) and/or services outlined in the proposal at prices quoted and guarantee safe delivery F.O.B. delivered and as specified.
Proposals are submitted with a declaration that no Shelby County Board of Education Member or employee has a financial or beneficial interest in this
transaction.
______________________________________________________________
NAME OF FIRM
_____________________________ _________________________________
PHONE
FAX#
__________________________________________________
ADDRESS
__________________________________________________
CITY
STATE
ZIP CODE
___________________________________________________
E-MAIL ADDRESS
____________________________________________________
AUTHORIZES REPRESENTATIVE NAME
___ CHECK HERE IF YOU ARE A SCS REGISTERED MINORITY VENDOR
___ CHECK HERE IF YOUR COMPANY QUALIFIES AS A LOCAL VENDOR
PLEASE NOTE: Per the Local Vendor Preference Resolution adopted by the Shelby County Board of Education Commissioners
on January 29, 2013, local vendors must have physical address located within the limits of Shelby County. A Post Office Box is
not acceptable.
CHECK HERE IF YOU ATTACHED A COPY OF A VALID SHELBY COUNTY BUSINESS LICENSE.
“Shelby County Board of Education does not discriminate in its Programs or employment on the basis of race, color, religion, national origin, handicap/disability, sex or age.”
TABLE OF CONTENTS
PART I: SCOPE OF WORK………………………………………………………………………………………...3
1.0 BACKGROUND................................................................................................................................3
2.0 SCOPE OF SERVICES....................................................................................................................3
3.0 NON-EXCLUSIVE ............................................................................................................................3
4.0 NOTICE OF INTENT TO AWARD……………………………………………………….……………….3
PART II: GENERAL TERMS AND CONDITION…………………………………………………….……………4
1.0 STATEMENT OF CONFIDENTIALITY ............................................................................................4
2.0 TERM OF AGREEMENT .................................................................................................................4
3.0 PRE-PROPOSAL MEETING............................................................................................................4
4.0 QUESTIONS AND INQUIRIES ........................................................................................................4
5.0 POINT OF CONTACT TECHNICAL CONTACT ...........................................................................5
6.0 CONTRACT OFFICER/SCBE SUPERVISION ................................................................................5
7.0 CONTRACT TYPE ...........................................................................................................................5
8.0 PAYMENT TERMS ..........................................................................................................................5
9.0 RFP REVISIONS..............................................................................................................................5
10.0 SUBMISSION DEADLINE................................................................................................................5
11.0 PROPOSAL OPENING ....................................................................................................................6
12.0 DURATION OF OFFER ...................................................................................................................6
13.0 INSURANCE ....................................................................................................................................6
14.0 LIQUIDATED DAMAGES.................................................................................................................6
15.0 CRIMINAL BACKGROUND CHECK/PHOTO IDENTIFICATION BADGE ......................................6
16.0 COMPLIANCE WITH LAWS………………………………………………………………………………6
17.0 LEGAL COMPLIANCE ..........…………………………………………………………………………….6
18.0 BONDING………………………………………………………………………………………………..….6
19.0 TERMS AND CONDITIONS.............................................................................................................7
20.0 MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISES UTILIZATION ............................7
PART III: PROPOSAL FORMAT…………………………………………………………………………………...9
1.0 GENERAL FORMAT ........................................................................................................................9
2.0 PROPOSAL FORMAT .....................................................................................................................9
PART IV: EVALUATION AND SELECTION PROCEDURE………………………………………………….. 12
1.0 EVALUATION COMMITTEE ..........................................................................................................12
2.0 EVALUATION PROCESS ..............................................................................................................12
3.0 EVALUATION CRITERIA...............................................................................................................12
PART V: SCOPE OF SERVICES (DETAILS)……………...……………………………………………………14
PART VI: APPENDICES
APPENDIX A TERMS AND CONDITIONS
APPENDIX B ADDENDA ACKNOWLEDGEMENT
APPENDIX C REFERENCES
APPENDIX D NON-COLLUSION CERTIFICATE
APPENDIX E DEBARMENT AFFIDAVIT
APPENDIX F ANTI-BRIBERY AFFIDAVIT
APPENDIX G CERTIFICATE OF INSURANCE COVERAGE
APPENDIX H POLICY 2011 LOCAL PREFERENCE PURCHASING
APPENDIX I COMPENSATION/PRICING SCHEDULE
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PART I: SCOPE OF WORK
1.0 BACKGROUND
Shelby County Schools (SCS) is Tennessee’s largest public-school district and is among the
25 largest public school districts in the United States. SCS serves approximately 110,000
students in 207 schools. We employ more than 6,200 teachers and 6,000 support personnel to
serve our unique student population, while, offering programming and services to fit the needs
of all our students. Through our strategic plan - Destination 2025 we are committed to
working toward three goals: 80 percent of students are college or career ready, 90 percent of
seniors graduate on time and 100 percent of graduates will enter college or a career. To reach
these goals, SCS has placed a strong emphasis on early literacy, improvement of post-
secondary readiness, developing strong teachers, leaders and support staff, expanding
availability of high quality school options and working closely with families and community
partners. SCS partners with almost 4,000 volunteers and 700 school adopters and community
partners to increase student achievement and empower our community to strive.
2.0 SCOPE OF SERVICES
SCBE requests proposals for Digital Content for grade K-12. The specifications are
contained in the Request for Proposal. Responses submitted must meet or exceed all
requirements. Proposals that do not meet or exceed all requirements will be considered
non-responsive. All exceptions must be noted.
3.0 NON-EXCLUSIVE
The intent of this contract is to provide SCBE with an expedited means of procuring supplies
and/or services. This contract is for the convenience of SCBE and is considered to be a "Non-
Exclusive" use contract. SCBE does not guarantee any usage. SCBE will not be held to
purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right
to purchase any item/items listed in the price schedule.
4.0 NOTICE OF INTENT TO AWARD
A Notice of Intent to Award is written notification that a vendor has been selected for a contract
award. This letter is not a guarantee of award. The Board of Education reserves the right to
reject or accept the recommendation submitted. If the Board accepts and approves the
recommendation, an executed agreement will be submitted to the successful supplier. If the
Board rejects the recommendation, SCS shall rescind the Notice of Intent to Award.
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PART II: GENERAL TERMS AND CONDITIONS
1.0 STATEMENT OF CONFIDENTIALITY
It is understood and agreed that all information pertinent to this solicitation may contain trade
secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or
knowingly use any confidential or proprietary information of SCBE and/or third-party participant.
2.0 TERM OF AGREEMENT
The anticipated term of this contract is one (1) year with the option to renew two (2) additional
one (1) year terms.
A. SCBE expects all vendors to provide year over year cost reductions recommendations.
B. Price decreases are acceptable at any time, need not be verifiable, and are required should
the vendor/producer/processor/manufacturer experience a decrease in costs associated
with the execution of the contract.
C. Price adjustments from the vendor/producer/processor/manufacturer for any/all items may
be considered at renewal, if applicable noted in the RFP document. The request is subject
to approval by the Contracting Officer. The request must be submitted in writing at least
ninety (90) days prior to the renewal term and shall be accompanied by supporting
documentation.
D. Should the awarded vendor, at any time during the life of the contract, sell materials of
similar quality to another customer, or advertise special discounts or sales, at a price below
those quoted within the contract, the lowest discounted prices shall be offered to Shelby
County Schools.
3.0 PRE-PROPOSAL MEETING (N/A)
4.0 QUESTIONS AND INQUIRIES
No interpretation of the meaning of the specifications or other documents will be made to any
Supplier orally. Questions shall be submitted in writing to the Point of Contact (see Part II, §
5.0). To be given consideration, the questions must be received NO LATER THAN March 5,
2021 @ 11:00 a.m. CST. Questions that are deemed to be substantive in nature will be
responded to in the form of an addendum and posted on SCBE website
www.scsk12.org/procurement/bids and News Paper. Please do not submit question in PDF
format.
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RFP Schedule
RFP Post
February 23, 2021
Questions Due
March 5, 2021 @ 11:00 am CST
Q&A Post on Website
March 9, 2021 by close of business
RFP Due Date/Time
March 16, 2021 @ 2:00 pm CST
5.0 POINT OF CONTACT
Wanda Albright, Senior Buyer
Procurement Office
Albrightw@scsk12.org
6.0 CONTRACT FACILITATOR /SCBE SUPERVISION
The Vendor’s performance will be under the technical direction of the Buyer/Requesting
Department/Project Manager who will be responsible for ensuring vendor’s compliance with the
requirements of this contract to include managing the daily activities of the contract, providing
technical guidance to the contract, and overall project scheduling and coordination. The vendor
shall be accountable to the end users on all matters relating to the scope of work.
7.0 CONTRACT TYPE
The contract resulting from this solicitation will be a price contract based on the scope of work.
8.0 PAYMENT TERMS
The Vendor shall submit an invoice detailing the services provided and the actual costs
incurred. Payment shall be in accordance with line item price on the Purchase Order and made
within 30 days after the date on the invoice.
SCBE reserves the right to reduce or withhold contract payment in the event the Vendor does
not provide the Department with all required deliverables within the timeframe specified in the
contract or in the event that the Vendor otherwise materially breaches the terms and conditions
of the contract.
9.0 RFP REVISIONS
Should it become necessary to revise any part of this RFP, addenda will be posted on SCBE’s
Procurement Office website @ http://www.scsk12.org/procurement/bids. All addenda,
amendments or changes issued shall be deemed received by Vendor provided they are posted
to SCBE Procurement Office website. Failure of any Vendor to receive or acknowledge receipt
of such addenda or interpretation shall not relieve any Vendor from any obligations under this
RFP as amended by all addenda. All addenda so issued shall become part of the award.
10.0 SUBMISSION DEADLINE
In order to be eligible for consideration, proposals must be received at Procurement Office no
later than March 16, 2021 @ 2:00 pm cst. Vendors mailing proposals shall allow sufficient
carrier delivery time to ensure timely receipt of their proposal Procurement Office after the
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