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AG 17-02211 RETURN TO: Robyn Buck EXT: 2527 CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM 1. ORIGINATING DEPT. /DIV: FINANCE 2. ORIGINATING STAFF PERSON: ROBYN BUCK EXT: 2527 3. DATE REQ. BY: 4. TYPE OF DOCUMENT (CHECK ONE): ❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ) ❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT ❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT ❑ GOODS AND SERVICE AGREEMENT ❑ REAL ESTATE DOCUMENT ❑ ORDINANCE ❑ CONTRACT AMENDMENT (AG #): X OTHER COOPERATIVE PROCURE AGREEMENT ❑ HUMAN SERVICES / CDBG ❑ SECURITY DOCUMENT (E.G. BOND RELATED DOCUMENTS) ❑ RESOLUTION ❑ INTERLOCAL 5. PROJECT NAME: COOPERATIVE PROCURE AGREEMENT 6. NAME OF CONTRACTOR: _1 GPA ADDRESS: _1910 W WASHINGTON ST, PHOENIX, AZ 85009_ TELEPHONE _866- 306 -3893 E-MAIL: _ADMIN@ 1 GPA.ORG FAX: SIGNATURE NAME: TITLE 7. EXHIBITS AND ATTACHMENTS: ❑ SCOPE, WORK OR SERVICES ❑ COMPENSATION ❑ INSURANCE REQUIREMENTS /CERTIFICATE ❑ ALL OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES X PRIOR CONTRACT /AMENDMENTS 8. TERM: COMMENCEMENT DATE: JANUARY 18, 2017_ COMPLETION DATE: _PERPETUAL 9. TOTAL COMPENSATION $ 0 (INCLUDE EXPENSES AND SALES TAX, IF ANY) (IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES) REIMBURSABLE EXPENSE: ❑ YES ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $ IS SALES TAX OWED ❑ YES ❑ NO IF YES, $ PAID BY: ❑ CONTRACTOR ❑CITY ❑ PURCHASING: PLEASE CHARGE TO: 10. DOCUMENT /CONTRACT REVIEW INITIAL / DATE REVIEWED INITIAL / DATE APPROVED ❑ PROJECT MANAGER X DIRECTOR ❑ RISK MANAGEMENT (IF APPLICABLE) X LAW 11. COUNCILAPPROVAL (IF APPLICABLE) COMMITTEE APPROVAL DATE: COUNCIL APPROVAL DATE: 12. CONTRACT SIGNATURE ROUTING ❑ SENT TO VENDOR/CONTRACTOR DATE SENT: DATE REC'D: ❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS ❑ LAW DEPARTMENT ❑ CHIEF OF STAFF SIGNATORY (MAYOR OR DIRECTOR) CITY CLERK ASSIGNED AG# SIGNED COPY RETURNED COMMENTS: INITIAL / DATE SIGNED AG DATE SENT: 6\ 11/9 1 Goverrment Proturernent Alliance COOPERATIVE PROCUREMENT AGREEMENT Non Profit Cooperative 1 hi Avvernent is entered into this 09 day of January. 20 17, between the I Governmental Procurement Alliance The City_of Federal Way ( 1 GPA) and (name of entity) subject to the procurement rules as prescribed in By endorsing this Agreement, governmental entities and agencies, eligible school districts, charter schools, colleges, universities, tribes, cities, counties, all other public entities, and nonprofit organizations may participate in any bid or proposal issued under the authority of I (IPA. 'This Agreement does not require that a public entity participate M ali procurements, Whether or not to participate in an individual procurement shall be left to the discretion of each public entity, Washington Government Code Revised Code of Washington Title 39 RCW Public Contracts & Indebtedness Chapter 39,34 RCW 1nterlocal Cooperation Act RCW 39,34.020 Definitions For the purposes of this chapter, the term "public agency" shall mean any agency, political subdivision, or unit of local government of this state including. but not limited to, municipal corporations, quasi municipal corporations, special purpose districts, and local service districts; any agency oldie state government; any agency of the United Slates: any Indian tribe recognized as such by the federal government; and any political subdivision of another state, ine term "state" shall mean a state of the, United States, RCW 39.34.030 and 1992 c 161 s 4 are each amended io read as follows: (I) Any power or powers, privileges or authority exercised or capable of exercise by a public agency of this state may be exercised and enjoyed jointly with any other public agency of this state having the power or powers, privilege or authority, and jointly with uny public agency of any other state or of the United States to the extent that laws of such other state or of the United States permit such joint exercise or enjoyment, Any agency or the state government when acting jointly with any public agency may exercise and enjoy all of the powers, privileges and authority conferred by this chapter upon a public agency. (2) Any tveo or more public agencies may enter into agreements with One another for joint or cooperative action pursuant to the provisions of this chapter: PROVIDED. That any such joint or cooperative action by public agencies which are educational service districts and/or school districts shall comply with the provisions of RCW 28A.320.080, Appropriate action by ordinance, resolution or otherwise pursuant to law of the governing bodies of the participating public agencies shall be necessary before any such agreement may enter I MO force. (5) No agreement made pursuant t his chapter shall relieve any public agency of any obligation or responsibility imposed upon it by law except that: (b) With respect to one or more public ilgcncies purchasing or otherwise contracting through a bid, proposal, or contract awarded by another public agency or by a group of public agencies, any statutory obligation to provide notice for bids or proposals that applies to the public agencies involved is satisfied if the public agency or group a public agencies that awarded the bid, proposal, 05 contract complied with its own statutory requirements and either (i) posted the bid or solicitation notice on a we she established and maintained hy a public agency, purchasing cooperative, or sintilar service provider, for purposes or posting public nonce of bid or proposal solicitations, or (ii) provided an access link on the state's web portal to the notice. In consideration of the mutual promises contained in this Agreement and the ;nutted benefits to result therefrom, the parties agree as follows: I. The specifications, terms. and conditions for products, materials and services to he purchased under this Consoniutn shall be determined by the 1GPA. 2 IGPA shall conduct procurement M strict accordance with the State Procurement Rules. 3 The participating entity shall: a, Insure that Purchase Orders issued against IGPA contracts are in accordance with terms and prices established in the IGPA contract, b. The entity shall provide I GPA with a copy of any Purchase Order based on a I GPA contract, at the time the Purchase Order is issued. Purchase Orders may be faxed or entailed (see contact information below). c, Make timely payment to the contractor for all products, materials, and services in accordance with the terms and conditions of the IGPA contract, Payment, inspecuOtt id acceptance of producls. materials and services ordered by the eligible school district or public entity shall be the exclusive obligation of the school disiriel or public entity,. d. Be responsible tier he ordering of materials or services under this Aereement. etPA sall not he liable in any fashion for any violation by the public entity of this Agreement. and the public entity shall hold GPA harmless to the extent permitted by law from any liability which may arise from action or inaction of the public entity relating to this Agreement or its subject matter e. Be responsible for compliance with Washington law in determining which goods and services may be purchased through a cooperative. f Be responsible for thking all actions required under Washington law in connection with the use of Intcrlocal C:ooperation Agreements and purchasing cooperattves, Page 1 of 2 t31or'r' Date: IGPA 1910 W. Washington St. Phoenix, AZ. 85009 P: 866/306 -3893 F: 602/663-9515 E: adrnin @lcPA.org g The exercise of any rights or remedies by the public entity shall he the exclusive obligation without subjecting itself to any liability, may join in the resolution of any controversy should it so1dtesire't, however, 1 GPA, as the contract adrom Strator and 4, 1 GPA may terminate without notice this Agreement if the participating public entity fails to comply with the terms of a IGPA contract or this Agreement, 5. The public entity may terminate without notice this Agreement if IGPA fails to comply with the terms of this Agreement, 6. This Agreement shall take effect upon execution by the parties and shall continue until it is terminated in accordance with itstterms. This Agreement supersedes any and all previous purchase agreements. 7. Except as provided in paragraphs 4 and 5, either party may terminiuc this Agreement with at least thirty (30) days written notice to the other party. 8, Failure of a public entity to secure performance from theiGPA contractor in accordance with the terms and conditions of its Purchase Order does not necessarily require IGPA to exercise its own rights and remedies. 9 There shall be no charge to the participating public entity for membership in IGPA. IN WITNESS HEREOF, the .ernes of this A eetne have caused their names to be affixed hereto. Name of Entity: City of Federal Way Printed Name: Ade Ariwoola Address: 33325 8th Ave S Federal Way, WA 98003 t Signature: „ Email: ade .ariwoola @cityoffederalway.com Title: Finance Director robyn .buck @cityoffederalway.com i t Date. January 13, 2017 Phone Number. 253 835 2520 IGPA A►►rovals / ! (GPA Signature: .ffiLli I Illi I . . _. IMP' Printed Name: t31or'r' Date: IGPA 1910 W. Washington St. Phoenix, AZ. 85009 P: 866/306 -3893 F: 602/663-9515 E: adrnin @lcPA.org 1Government Procurement Alliance COOPERATIVE PROCUREMENT AGREEMENT Non Profit Cooperative This Agreement is entered into this 09 day of January , 20 1%, between the 1 Governmental Procurement Alliance (1GPA) and The City of Federal Way (name of entity) subject to the procurement rules as prescribed in. By endorsing this Agreement, governmental entities and agencies, eligible school districts, charter schools, colleges, universities, tribes, cities, counties, all other public entities, and nonprofit organizations may participate in any bid or proposal issued under the authority of 1GPA. This Agreement does not require that a public entity participate in all procurements. Whether or not to participate in an individual procurement shall be left to the discretion of each public entity. Washington Government Code Revised Code of Washington Title 39 RCW Public Contracts & Indebtedness Chapter 39.34 RCW Interlocal Cooperation Act RCW 39.34.020 Definitions For the purposes of this chapter, the term "public agency" shall mean any agency, political subdivision, or unit of local government of this state including, but not limited to, municipal corporations, quasi municipal corporations, special purpose districts, and local service districts; any agency of the state government; any agency of the United States; any Indian tribe recognized as such by the federal government; and any political subdivision of another state. The term "state" shall mean a state of the United States. RCW 39.34.030 and 1992 c 161 s 4 are each amended to read as follows: (1) Any power or powers, privileges or authority exercised or capable of exercise by a public agency of this state may be exercised and enjoyed jointly with any other public agency of this state having the power or powers, privilege or authority, and jointly with any public agency of any other state or of the United States to the extent that laws of such other state or of the United States permit such joint exercise or enjoyment. Any agency of the state government when acting jointly with any public agency may exercise and enjoy all of the powers, privileges and authority conferred by this chapter upon a public agency. (2) Any two or more public agencies may enter into agreements with one another for joint or cooperative action pursuant to the provisions of this chapter: PROVIDED, That any such joint or cooperative action by public agencies which are educational service districts and/or school districts shall comply with the provisions of RCW 28A.320.080. Appropriate action by ordinance, resolution or otherwise pursuant to law of the governing bodies of the participating public agencies shall be necessary before any such agreement may enter into force. (5) No agreement made pursuant to this chapter shall relieve any public agency of any obligation or responsibility imposed upon it by law except that: (b) With respect to one or more public agencies purchasing or otherwise contracting through a bid, proposal, or contract awarded by another public agency or by a group of public agencies, any statutory obligation to provide notice for bids or proposals that applies to the public agencies involved is satisfied if the public agency or group of public agencies that awarded the bid, proposal, or contract complied with its own statutory requirements and either (i) posted the bid or solicitation notice on a web site established and maintained by a public agency, purchasing cooperative, or similar service provider, for purposes of posting public notice of bid or proposal solicitations, or (ii) provided an access link on the state's web portal to the notice. In consideration of the mutual promises contained in this Agreement and the mutual benefits to result therefrom, the parties agree as follows: 1. The specifications, terms, and conditions for products, materials and services to be purchased under this Consortium shall be determined by the 1 GPA. 2. 1 GPA shall conduct procurement in strict accordance with the State Procurement Rules. 3. The participating entity shall: a. Insure that Purchase Orders issued against 1GPA contracts are in accordance with terms and prices established in the 1GPA contract. b. The entity shall provide 1 GPA with a copy of any Purchase Order based on a 1 GPA contract, at the time the Purchase Order is issued. Purchase Orders may be faxed or emailed (see contact information below). c. Make timely payment to the contractor for all products, materials, and services in accordance with the terms and conditions of the 1 GPA contract. Payment, inspection and acceptance of products, materials and services ordered by the eligible school district or public entity shall be the exclusive obligation of the school district or public entity. d. Be responsible for the ordering of materials or services under this Agreement. 1GPA shall not be liable in any fashion for any violation by the public entity of this Agreement, and the public entity shall hold 1GPA harmless to the extent permitted by law from any liability which may arise from action or inaction of the public entity relating to this Agreement or its subject matter. e. Be responsible for compliance with Washington law in determining which goods and services may be purchased through a cooperative. f. Be responsible for taking all actions required under Washington law in connection with the use of Interlocal Cooperation Agreements and purchasing cooperatives. Page 1 of 2 g. The exercise of any rights or remedies by the public entity shall be the exclusive obligation of such unit; however, IGPA, as the contract administrator and without subjecting itself to any liability, may join in the resolution of any controversy should it so desire. I. I GPA may terminate without notice this Agreement if the participating public entity fails to comply with the terms of a I GPA contract or this Agreement. L). The public entity may terminate without notice this Agreement if 1GPA fails to comply with the terms of this Agreement. 6. This Agreement shall take effect upon execution by the parties and shall continue until it is terminated in accordance with its terms. This Agreement supersedes any and all previous purchase agreements. 7. Except as provided in paragraphs 4 and 5, either party may terminate this Agreement with at least thirty (30) days written notice to the other party. 8. Failure of a public entity to secure performance from the IGPA contractor in accordance with the terms and conditions of its Purchase Order does not necessarily require IGPA to exercise its own rights and remedies. 9. There shall be no charge to the participating public entity for membership in IGPA. IN WITNESS WHEREOF, the parties of this Agreement have caused their names to be affixed hereto. Name of Entity: City of Federal Way Address: 33325 8th Ave S Printed Name: Ade Ariwoola Federal Way, WA 98003 Signature: .; i %M Email: ade .ariwoola @cityoffederalway.com �: • 1 -. Title: Finance Director robyn.buck @cityoffederalway.com Date: January 13, 2017 Phone Number: 253 835 2520 1 GPA Approvals 1 GPA Signature: Printed Name: Fitfe: Date: IGPA 1910 W. Washington St. Phoenix, AZ. 85009 P: 866/306 -3893 F: 602/663 -9515 E: admin @1GPA.org `., cw. C.o .� s M..Qh,,, .. 1(b (t-f o Page 2 of 2 CITY OF .111.111# Federal Way CITY ATTORNEY'S OFFICE MEMORANDUM DATE: JANUARY 6, 2017 TO: JOHN HUTTON, PARKS DIRECTOR � FROM: J. RYAN CALL, ACTING CITY ATTORNEY U 7j -C---- SUBJECT: 1GOVERNMENTAL PROCUREMENT ALLIANCE With the recent acquisition of our prior source of janitorial supplies by a national office supply chain — resulting in a significant price increase — the Parks Department has been researching how to get the best possible price for janitorial supplies for use at City facilities. Their research has led them to an Arizona -based purchasing conglomerate named 1 Governemntal Procurement Alliance (1 GPA) as the lowest priced option. I have reviewed the selection process used by 1 GPA and determined that it exceeds the requirements our own RFQ process used for procuring goods at a cost over $20,000. Specifically, 1 GPA, while based in Arizona, sources throughout the country with a competitive bid process. The needs of members of the group are evaluated and then a formal "Request for Proposals" is drafted. Bids are then evaluated by a committee to evaluate competitiveness to best fit their customer's needs. Conflicts of interest, compliance with federal regulations and common state law requirements are also evaluated for each bidder. The review process is well documented, resulting in a matrix of 21 selection criteria. The evaluation committee then issues a formal statement awarding bids to the best fit (a process that heavily weights low price). For janitorial supplies, this process last reviewed six different national supply companies, which resulted in 3 of them being put on the 1 GPA list (as they each offer slightly different brands). It is my opinion, that so long as City employees compare the prices available from this consortium to other similar buying alliances (e.g., university contracts, state contracts, GSA, etc.) and find that 1 GPA is the lowest priced option, purchasing through 1 GPA without following the RFP process outlined in the City's Purchasing Manual is appropriate. Using Purchasing Cooperatives For Goods & Services (No Public Works *) WA State Purchasing Guidelines RCW 39.34.030 SELECTION: Why are you selecting a Cooperative program? Please state the reason you are not selecting from the WA State contract or going out for quotes? Please submit a copy of the quotes from the WA State contract and the Cooperative contract. F�") i o • A W i JA Co&) SoL- 1DATff- 14) 1 'l,•t 5 Al J I.I £7IIPLk.5 PAST WISTbl f 4)/741 Cl A oT vob. ALSo I(IPA PielGi,i 4 7 f2 71/A,) CoA57-1) )-P%. NAME OF COOPERATIVE PROGRAM: 1 Pd VENDOR NAME: GUALTF (L C nlEL S o►J GOODS /SERVICES TO PURCHASE: SAN rro ILi41__ Su PP�.1 ES Please verify the following information and return to the purchasing department for final review before purchasing the items. ADVERTISEMENT: ❑ PUBLICALLY ADVERTISE FOR 7 -14 DAYS? (This applies to RFQ & RFP only) Please submit a copy of the following required documentation: ❑ Web Posting (Must reference purchasing co -op) • News Paper Ad (Must reference purchasing co -op) ❑ Other: (optional) ❑ SAMPLE PACKET PROVIDED TO PROSPECTIVE BIDDERS (Must include the following) • Invitation -To -Bid Letter, Scope of Services, Bid Forms /Documents, Specifications Book, Diagrams, etc. and where the document can be obtained from. ❖ Please submit a copy of the packet. ❑ ADDENDUM / CLARIFICATION(S) TO BID PACKETS ❖ Please submit a copy. ❑ PURCHASING COOPERTATIVE AGREEMENT • Please submit a copy. C: \Users \jasong \AppData \Local \Microsoft\Windows \Temporary Internet Files \Content.Outlook \NY7QLA20\Joint alliance Verification Check List.doc 1 AWARD: ❑ BID TABULATIONS / SUMMARY OF BID RESULTS ❖ Please submit a copy. ❑ DID THE AGENCY SELECT THE LOWEST RESPONSIVE BID /QUOTE? • If no, do they have supporting documentation to explain why? ❑ BID PACKAGES RECEIVED ON / BEFORE BID CLOSING DATE • Where they available to review if necessary? CONTRACT: ❑ NOTICE OF AWARD / LETTER OF INTENT/ CONTRACT Contract # & copy of the contract. ❑ ILA (Interlocal Agreement) # If not a member, Finance will apply for membership. No purchases can be made until there is a signed ILA. 4 )450,3 j. 4g t PAes Name of Approver /Researcher Department Purchasing Dept Approval Date ;3 1a- 0/3.0/6 Date Please turn this check off list for approval before purchasing and after purchase is made, please attach approved check off list when submitting your invoice for payment for auditing documentation. *Cooperative programs cannot be used for Small Works or Public Works projects. If you are seeking information for Small Works or Public Works projects, please use the MRSC Roster or go out for bid. C:\ Users \jasong \AppData \Local \Microsoft \Windows \Temporary Internet Files \Content.Outlook \NY7QLA20\Joint alliance Verification Check List.doc 2 1GPA NOTICE TO BIDDERS Sealed responses will be received by 1 GPA office at 1910 W. Washington St. Phoenix, AZ. 85009 until Tuesday October 1,2013 @ 10:30 am RFP #C13 -20 Security Services Tuesday October 1, 2013 @ 11:00 am RFP #C13 -24 Janitorial Supplies, Equipment and Related Services Sealed responses will be publicly opened in the 1 GPA offices immediately following the deadline for receiving responses. For additional information or to request a copy of specifications, please Contact Christy Knorr @ 1GPA 866-306-3893 cknorr @l gpa.org 1GPA reserves the right to reject any or all responses in whole or in part, to waive any formalities or irregularities in any re- sponses, and to accept the responses, which in its discretion, within state law, be in the best interest of 1 GPA. 2TC PUB Sept. 6, 13, 2013 SMA 4G0"10.01 AP Strategic Market Alliance SMA is recognized as a premier distribution and logistics provider of facil- ity supplies. With 200 branches throughout North America, our dis- tributors inventory over 25,000 of the products needed to service your facilities. As an approved National Distribution partner to 1GPA, SMA is able to offer you access to 1 GPA's procurement offering. Benefits of partnering with 1GPA & SMA: LEED support Sustainable solu- tions Reduced waste Reduced spending Reduced administra- tive costs Facility audits Product analysis and recommendations On -site product and program training Regulatory updates and training Government Procurement Alliance COMPETITIVE COMPLIANT COLLABERATIVE Who is 1GPA? 1 Government Procurement Alliance is a non - profit national governmental purchasing cooperative which allows public agencies to take advantage of existing contracts to purchase the goods and services they need from a local dedicated partners. As required by law, 1 Government Procurement Alliance awards contracts following the purchasing procedures mandated by state & federal laws and regulations. All due diligence documentation is readily available to your agency. By partnering with SMA and 1GPA you gain access to the most competitive procurement costing available in the industry! Why use 1GPA? Agencies that partner with 1 GPA are assured of the firm's proactive approach and deter- mination to ensure the best possible outcome for their members. This includes the best pricing available, access to current industry solutions, and unparalleled customer service. Who can access 1GPA? • Public and private schools • Cities / Counties / State agencies • Federal agencies • Colleges / Universities • Native American communities • Healthcare facilities • Non - profit organizations Strategic Market Alliance - SMA - www.SMAsolutions.com b9.0 �i 1Government Procurement Alliance Contract Number: 13 -137Y Contract Dates: 12/01/2014 11/30/2017 Manufacturers: 3M Americo Berry Plastics Elkay Plastics Georgia- Pacific GOJO Hospeco Kimberly Clark Rochester Midland Rubbermaid Safety Zone SCA Spartan Chemicals Wausau Paper WALTER E. NELSON CO. Let us help you! COMPETITIVE COMPLIANT COLLABERATIVE Walter E. Nelson, an owner member of SMA, has a long standing track record of providing the right solutions for all customers! We focus on your most important issues: • Regulatory updates / challenges • Worker and customer wellness • In- service training • Product / program training • Improving productivity • Sustainable / green solutions / LEED • Reducing worker's comp As an approved 1GPA supplier, we know how to tailor our services to best meet your specific needs! We've designated an Account Specialist whose primary role is to stay abreast of regulatory updates and product innovations. By providing you with a highly educated account manager, we can better support your facilities' goals and initiatives! Services Available • Facility audits • Product analysis • Equipment repair • LEED support • Sustainable solutions • Detailed reporting • On -site training • Emergency deliveries • And more Mike Alm— Account Specialist (Cell) 253.222.2255 (Email) malm @walterenelson.com www.WalterENelson.com Product Bundles vAti • Facility Supplies • Equipment • Equipment Service • Warewash • Kitchen Sanitation • Laundry • Linen Service • Amenities • Food Service SAM Strategic Accounts Board Recommendation for Con To: Yavapai Accomodation School District #99 From: 1GPA Carolyn Dobbins RFP #C13 -24 NoTi AwAR —P) Cokrrr t Lr 1 A Bid Opening for Janitorial Products and Services, RFP #C13 -24; was held on 10/17/13 at the Office of 1GPA -1910 W. Washington St. Phoenix, AZ. 85009. Three (3) proposals were received. In the opinion of the evaluation committee, the proposals received were acceptable and qualify for award of a 1GPA contract. Of the three proposals, they all offer differing and varying products and services, i.e. repairs of different types of equipment, etc. It is the opinion of 1GPA that an award for this contract to the following vendors is advantageous to 1GPA members, in order to ensure services are adequately performed to all 1GPA members throughout the United States. Therefore we recommend a contract award to the following: Waxie Sanitary Supply Carolyn Dobbins iG.P..A) ID 3- 13 Date Hillyard Inc., Brady Industries ?LCoi Tim Carter YASD #99 II ti-i-//5 Date IG A 1Government Procurement Alliance In accordance with the requirements of the USFR, a multiple award shall only be made if the district determines in writing that a single award is not advantageous to the District. A multiple award shall be limited to the least number of suppliers necessary to meet the requirements of the District. A multiple award is in the best interests of the District and the members of 1GPA in order to meet the overwhelming need for these services. The needs under this contract are numerous, varied as well as the consulting services proposals that were received. Not all of the Districts' needs can possibly be fulfilled with a single vendor under this contract. The following is justification as to why a multiple award for this contract is necessary: ✓ Three proposals were received — The proposals requested services such as repairs, rentals, etc. Each of the three vendors provide different types and brands of equipment, as well as they all are able to repair and/or rent different types and brands ✓ This multiple award will allow for a complete national coverage as well as local Arizona coverage in all parts of the state. This comprehensive coverage would not be available exclusively through one vendor. Based upon these factors, 1GPA has determined the necessity of a multiple award for Fencing. The contract award recommendation is to the least number of suppliers necessary to meet the needs of 1 GPA members. A single award is not advantageous to 1 GPA members for the reasons listed above. IFB # C13-24 Solicitation No. Ca- }- o-{,yw Dom, 1GPA Signature Janitorial Products and Services Name of Solicitation October 23, 2013 Date RFP #C13-24 OFFER AND CONTRACT ACCEPTANCE This page must be completed and signed by Offeror If addenda to this RFP are released. indicate the recei:3i of addenda uy entering the pumper of addenda here. / Six Months from date of award. Prices are guaranteed for Brady Industri Company Name: Authorized Signature:' Title: Regional '%= na;ger Date: October 15, 2013 Company Address: 4422 So. 38th Place City /State/Zip Code: Phoenix, AZ 85040 Phone (480) 222 -6789 Fax (480) 222 -6780 Email. mark .stangerLAbradyindustries.com Website. www.bradyindustries.com Printed Name of Sales Rep Mark W. Stanger Brady FEIN: 26- 4669731; State AZ Resale: 20- 611608 Acceptance by 1GPA: Contract Term: From: To: Unless otherwise stated, all contracts are for a period of :)ne (1) year witn an option to renew annually for an additional four (4) years it agreed to by 1 GPA and the awaraed Vendor. Vendors shall nonor all participation fees for any sales made based on a 1GPP. contract whether the Vendor is awarded a renewal or not. 1GPA Signature Printed Name' (.p r LL\ f Date: 1Cjac-i Approved By: Yavap modod+ "Oil ci f icy Signature E, _ 11/14-115 Printed Name: Tim Car +er Contract # 15 BRADY September 5, 2014 Michael N. Chouteau Executive Director 1GPA 1910 Washington St. Phoenix, AZ 85009 Re: Contract #13 -137 Dear Michael, Confirming previous conversations, I would request that you amend our contract 13 -137 to include Strategic Market Alliance (SMA) our buying group and distributor network so that we may more fully support the efforts of 1 GPA. If you are amenable, please show the contract to read as: Strategic Market Alliance (SMA) — Brady Industries. The contact information for SMA is as follows: Strategic Market Alliance 13024 Ballantyne Corporate Place Suite 340 Charlotte, NC 28277 Office: 704.268.3430 Fax: 704.268.3461 Point of Contact: Bruce Bisel Email:BBise1 @smasolutions.com Phone: 214- 402 -2807 Please let me know if you need any additional information regarding this amendment. Thank you for your consideration of this request, and thank you for the opportunity to be of service to 1 GPA. Kindest retards, Mark /1 Stanger Reg • nal Manager Cc: Bruce Bisel, Strategic Market Alliance 4422 S 38th Place, Phoenix, AZ 85040 (480) 222 -6789, (480) 222 -6780 Facsimile www.bradyindustries.com 1Government Procurement Alliance September 8, 2014 Brady Industries, LLC. Mark Stanger 4422 S. 38th Place Phoenix, AZ. 85040 Dear Mr. Stanger 1GPA has approved the requested amendment to your Janitorial Equipment, Supplies & Services Contract # 13 -137. The requested amendment to include Strategic Market Alliance (SMA) to your buying group and distributer network has been approved to your contract. Your contract name will be amended to: Strategic Market Alliance (SMA) — Brady Industries, LLC. If you have any questions or concerns, please feel free to contact me at 951/775 -8466 or by email: cknorr @1GPA.org. Sincerely, GA-ri s#y Kvtorr Director of Operations 1GPA 1910 W. Washington St., Phoenix, AZ. 85009 www.1GPA.org G P a 1Government Procurement Alliance CONTRACT EXTENSION October 27, 2015 Strategic Market Alliance (SMA) — Brady Industries, LLC. 13024 Ballantyne Corp Place Suite340 Charlotte, NC. 28277 Attn: Martha Renkoski Re: RFP # C13 -24 - Contract # 13 -137Y The above referenced contract is hereby mutually extended through November 4, 2016. This is the third year of Pricing shall remain the same as set forth by the original Please provide a copy of your updated Certificate of addition, all purchase orders issued through your 1GPA email address provided below. If you have any questions or concerns, please feel free email: cknorr@lGPA.org. /AMENDMENT for an additional one (1) year period a potential five -year agreement. response on solicitation C13 -24. Insurance with your executed Contract Extension. In Contract must be emailed to Christy Knorr at the to contact Christy Knorr at 480/399 -6366 or by Vendor Acceptance: ALidev P.ad r e-z. Date: 10/30/2015 Authorization: (C—_ Date: Ken Carter, Executive Director 1910 W. Washington St., Phoenix, AZ. 85009 www.1GPA.org 1 1Government Procurement Alliance November 1, 2016 Strategic Market Alliance (SMA) — Walter E. Nelson Martha Renkoski 13024 Ballantyne Corp Place, Suite 340 Charlotte, NC 28277 Re: 1GPA Contract 13 -137Y Janitorial Equipment, Supplies & Services 1GPA is pleased to announce that above contract for Strategic Market Alliance has been extended for an additional one (1) year period through November 4, 2017. This will be the fourth year of a five year agreement. Pricing shall remain the same as set forth in the original response provided by SMA on solicitation 13 -137Y. The partnership between Strategic Market Alliance to include the owners of SMA and 1GPA can be of great benefit to governmental and tax supported agencies by providing janitorial and sanitation products and services at greatly reduced prices. Please provide copies of this letter to your staff and SMA owners as needed. If you have any questions or concerns, please feel free to contact Christy Knorr at 602- 399 -6366 or by email cknorr @1gpa.org. Sincerely, Ken Carter Executive Director 1GPA Attachment: Approved SMA Owners 1910 W. Washington St., Phoenix, AZ. 85009 www.1GPA.org APPROVED 1 GPA SMA LOCATIONS Distributor Name Ace Mart Restaurant Supply Adams - Burch, Inc. All American Plastic & Packaging All Florida Paper Alliance Paper & Foodservice Equipment Allied -Eagle Supply Company American Osment Apache Group, Inc. Arrow Paper Corporation Bargreen Ellingson Boelter Companies Brady Industries Brame Specialty Company, Inc. Central Sanitary Supply Cole Papers, Inc. Cole Supply Co. Inc. Cosgrove Enterprises, Inc. Daycon Products Company, Inc. Edmar Cleaning Corp Elkins Wholesale General Sales Company Great Southwest Paper Company, Inc. H.C. Walterhoefer Inc. Imperial Bag & Paper Company, LLC Iowa -Des Moines Supply, Inc. Joshen Paper & Packaging Company, Inc. Leonard Paper Company Liberty Distributors, Inc. Maintex, Inc. Matera Paper Company, Inc. Mayfield Paper Company Mission Janitorial & Abrasive Supplies NASSCO, Inc. Ohio & Michigan Paper Company Packaging & More, Inc. Paper Chemical Supply Company Philip Rosenau Company, Inc. Regional Distributors, Inc. Royal Corporation Location Name San Antonio, TX (HQ) Landover, MD National City, CA (HQ) Medley, FL Franklin Park, IL (HQ) Detroit, MI (HQ) Birmingham, AL Arden Hills, MN Wilmington, MA Tacoma, WA (HQ) Waukesha, WI Las Vegas, NV (HQ) Durham, NC (HQ) Modesto, CA (HQ) Fargo, ND (HQ) Cole Supply Co. Inc. (HQ) Miami, FL (HQ) Upper Marlboro, MD Woodside, NY Laurel, MS Grayson, KY Houston, TX Baltimore, MD Jersey City, NJ (HQ) Des Moines, IA (HQ) Joshen Paper (HQ) Baltimore, MD Triadelphia, WV City of Industry (HQ) San Antonio, TX (HQ) San Angelo, TX (HQ) San Diego, CA (HQ) New Berlin, WI (HQ) Toledo, OH Central Falls, RI Savannah, GA (HQ) Warminster, PA (HQ) Rochester, NY Santa Fe Springs, CA (HQ) 1910 W. Washington St., Phoenix, AZ. 85009 www.1GPA.org a Russell Hall Company, Inc. Schneider Paper Products, Inc. Sikes Paper Company Singer Equipment Company South Jersey Paper Products Superior Solutions Ltd. Swish White River Ltd. Trade Supplies, Inc. TriMark USA, Inc. Triple A Supplies, Inc. Triple F Distributing, Inc. Victory Foodservice Walter E. Nelson Company Meriden, CT Baton Rouge, LA Atlanta, GA Elverson, PA (HQ) Vineland, NJ Cambridge, ON (HQ) White River Junction, VT Los Angeles, CA Trimark USA (HQ) Newburgh, NY Pearl City HI (HQ) Bronx, NY Walter E Nelson Company (HQ)(Portland) 1910 W. Washington St., Phoenix, AZ. 85009 www.1GPA.org 1Government Procurement Alliance September 27, 2013; ADDENDUM TO RFP RFP # C13 -24 RFP Name: Janitorial Equipment, Supplies & Services Addendum # 1 Page Numbers Affected: 1 & 6 Description of Addendum: Opening date extended until October 17, 2013. The time due will remain the same at 11:OOam (local AZ time). 1.1D 71-111 SF - -[.£ -r Low r e-6-6 Po ,k) vE Si )> /Q u ,Y-,>L 1GPA Contract Due Diligence -RFP Contract Name: Janitorial Supplies and Services Vendor Name: BRADY IND. Contract #13 -137 414,JG,E. Question Compliance Based on review of this awarded contract for the procurement of construction, materials, and /or services that met or exceeded the amount requiring sealed bids, as calculated by the Arizona State Board of Education in accordance with A.R.S. §15 -213, did the cooperative follow the School District Procurement Rules as set forth in Title 7, Chapter 2, Articles 10 and 11, of the Arizona Administrative Code? For this contract made through competitive sealed proposals, did the cooperative: 1. Determine, with specific reason(s) in writing that the use of a competitive sealed bids was either not practicable or advantageous to the cooperative's members for specified types of materials or services? R7 -2 -1041 YES 2. Determine, with the specific reason(s) in writing that the use of competitive sealed bids, was either not practicable or advantageous to the cooperative's members because it was necessary to: (a) Use a contract other than a fixed price type YES (b) Conduct oral or written discussions with offerors concerning technical and price aspects of their proposals YES (c) Afford offerors an opportunity to revise their proposals YES (d) Compare the different price, quality, and contractual factors of the proposals submitted YES (e) Award a contract in which price was not the determining factor YES 3. Maintain documentation that supported the basis for the determinations in (1) and (2) above? YES — PROVIDED IN DUE DILIGENCE 4. Include all applicable factors in the request for proposals required by R7 -2 -1024 (B) and R7- 2- 1042(A), including: YES (a) The type of services required and a description of the work involved, including the estimated volume of purchases for the cooperative's members YES (b) Delivery and Performance Schedule YES — PAGE 28 (c) Inspection and Acceptance Requirements YES — PAGE 30 (d) The type of contract to be used YES — PAGE 28 (e) Contract Terms and Conditions YES — PAGE 27-40 (f) The estimated duration that services will be required YES — PAGE 28 (g) That cost or pricing data is required YES — PARTIIRFP (h) That offerors may designate portions of the proposals as proprietary YES — PAGE 27 (i) That discussions may be conducted YES — PAGE 27 (j) The minimum information that the proposal shall contain YES — PAGE 37 -39 (k) The closing date and time of proposal receipt YES — COVER PAGE (I) Address where proposals are to be sent YES — COVER PAGE (m) Time and date of proposal opening YES — COVER PAGE (n) Notice that all proposals will be available for public inspection after contract award YES — PAGE 33 (o) The relative importance of price and other evaluation factors YES — PAGE 35 -36 (p) Bonding and warranty requirements YES — PAGE 34 (q) The name of the cooperative representative YES — PAGE 6 (r) The special requirements if procuring information or telecommunications systems, or earth moving, material handling, road maintenance, or construction equipment N/A 5. Give adequate notice of the Request For Proposals as required by R7 -2 -1042 YES 6. Compile and maintain a list of prospective bidders in accordance with R7 -2 -1023? YES — PROVIDED IN DUE DILIGENCE 7. Issue the Request For Proposals at least 14 days before the closing date and time for receipt of proposals unless a shorter time was determined necessary. R7- 2- 1042(B) YES 8. Stamp sealed proposals with the time and date upon receipt and store proposals unopened until the closing date and time for receipt of proposals? R7 -2 -1045 YES 9. Award the contract to the offeror whose proposal was determined in writing to be most advantageous to the cooperative's members based on the factors set forth in the request for proposals and in accordance with the other provisions of R7 -2 -1050? YES 10. Maintain documentation that supported the basis for that determination? YES — PROVIDED IN DUE DILIGENCE 11. If a multiple award was made, determine, with the specific reasons in writing, that a single award was not advantageous to the cooperative's members? YES — PROVIDED IN DUE DILIGENCE 12. Maintain the documentation that supported the basis for a multiple award? YES 13. Limit contract awards to the least number of suppliers necessary to meet the requirements of the members? YES 14. For contracts where only one responsive proposal was received, determine that the price submitted was fair and reasonable, and that either other prospective bidders had reasonable opportunity to respond, or there was not adequate time for resolicitation? N/A 15. Maintain documentation that supported the basis for that determination? N/A 16. If the cooperative used a construction - manager -at -risk, design- build, or job order contracting to procure construction services, did the cooperative comply with the requirements of Title 41, Chapter 23 (Until the Arizona State Board of Education (ASBE) adopts rules for these procurements, after which the cooperative should comply with those rules) YES 17. If the cooperative used qualified select bidders list to procure construction services, did the cooperative receive approval from School Facilities Board (until ASBE adopts rules for the use of a list, after which the cooperative should comply with those rules) N/A 18. If the cooperative procured goods and information services using electronic, on -line bidding, did the cooperative comply with the requirements of Title 41, Chapter 23, Article 13 and the rules adopted by the Department of Administration in implementing that article (until the ASBE adopts rules for these procurements, after which the cooperative should comply with those rules)? N/A 19. For purchases made through the Simplified School Construction Procurement Program (R7 -2- 1033), did the cooperative: N/A (1) Ensure that construction costs did not exceed the maximum amount specified in A.R.S. §15- 213(A)(2)? N/A (2) Submit solicitations to bid and all other information related to the project to all vendors included in a list maintained by CSS? N/A (3) Open bids at a public opening? N/A (4) Keep the bids confidential until the public opening? N/A (5) Encourage competition to the maximum extent possible? N/A 20. Did the cooperative prevent additional purchases by new members that would materially change the volume of godos or services estimated in the original invitation for bids /requests for proposals? N/A 21. Negotiated vendor contracts comply with laws and regulations? N/A District Use (optional): Because of considerations on these pages, it is in the best interest of the District and beneficial to use a cooperative contract rather than issuing one with our staff. All relevant factors above were taken into consideration in order to make this decision. It is determined that the contract is in substantial compliance and approval to use is recommended. District Employee (Buyer) Director of Purchasing 1GPA - RFP — Janitorial Supplies and Services #C13 -24 Uniform System of Financial Records Compliance Questionnaire For Fiscal Year Ended June 30, 2014 Table of Contents INSTRUCTIONS 1 BUDGETING 2 ACCOUNTING RECORDS 2 CASH 3 SUPPLIES INVENTORY 4 CAPITAL ASSETS 5 REVENUES 6 EXPENDITURES 6 CLASSROOM SITE FUND 12 PAYROLL 12 TRAVEL 13 FINANCIAL REPORTING 13 INFORMATION TECHNOLOGY (IT) 14 COOPERATIVE AGREEMENTS AND REGIONAL SERVICES 14 STUDENT ATTENDANCE REPORTING 15 TRANSPORTATION SUPPORT 19 RECORDS MANAGEMENT 19 FOOD SERVICE FUND 19 AUXILIARY OPERATIONS FUND 19 STUDENT ACTIVITIES FUND 20 GENERAL LONG -TERM DEBT 20 GOVERNING BOARD /MANAGEMENT PROCEDURES 21 9/10 USFR COMPLIANCE QUESTIONNAIRE INSTRUCTIONS Arizona Revised Statutes (A.R.S.) § 15 -271 requires the Office of the Auditor General to inform any school district failing to establish and maintain the requirements prescribed by the Uniform System of Financial Records (USFR) that it has 90 days to correct the cited deficiencies. To assist the Office of the Auditor General in determining whether a district has attained an acceptable degree of compliance with the requirements of the USFR, the audit firm must complete this USFR Compliance Questionnaire. A copy of the completed questionnaire must be submitted with the audit reporting package to the Office of the Auditor General and the Arizona Department of Education (ADE). In addition, A.R.S. § §15- 213(F) and 15- 914(G) require districts to have a systematic review of their purchasing practices and average daily membership (ADM), respectively, performed in conjunction with their audit. The purpose of the review is to determine whether the District is in compliance with the applicable procurement and student attendance laws and rules of the State of Arizona. Districts meet these requirements by having their audit firm complete Expenditures questions 7 through 16 and Student Attendance Reporting questions 3 through 21 using the guidelines established by the Office of the Auditor General. Additional instructions, including required sample sizes, are specified in this questionnaire on pages 7 and 9 for purchasing practices and 15 through 18 for ADM. Further, A.R.S. §41- 1279.21(A)(4) authorizes the Office of the Auditor General to prescribe minimum audit standards for school district audits and to determine if audits meet those standards. The following prescribed minimum audit standards for completing the USFR Compliance Questionnaire must be used for all school district audits. Audits not meeting these standards may be rejected by the Office of the Auditor General. • Sufficient, appropriate evidence must be obtained annually for each question to satisfactorily determine whether the District is in compliance with the USFR, and the evidence must be included in the audit documentation. ♦ Evidence may be obtained through test work, observation, examination, and client assertion. However, client assertion alone is not adequate evidence to support "Yes" answers to the questionnaire. • Population size should be considered in determining the number of items to test, and the items selected should be representative of the population. However, for Expenditures questions 7, 10, and 11, the specified numbers of items to be tested must be used as described in the additional instructions on page 7, and for Expenditures questions 8 and 13, the specified numbers of items in the questions must be tested. Likewise, for Student Attendance Reporting questions 3 through 17, the specified numbers of items must be tested as described in the additional instructions preceding each section. ♦ The number of items tested must be sufficient to determine whether a deficiency was the result of an isolated incident or a recurring problem. Therefore, testing one transaction, record, or item is not sufficient. ♦ The sample size should be expanded if the audit firm cannot clearly determine whether the District is in compliance with the USFR on that question. ♦ If sufficient evidence has been obtained and documented during the current audit, that evidence may be referenced to answer questions. • A "Yes" answer indicates that the audit firm has determined that the District is in compliance with the USFR on that question and a "No" answer indicates the District does not comply. However, the final determination of compliance on each question, as well as overall compliance with the USFR, is made by the Office of the Auditor General based on the evidence presented in the questionnaire, audit reports, the audit documentation, and any other sources of information available. • All "No" and "N /A" answers must be adequately explained in the comments column or in an attachment. Deficiencies must be described in sufficient detail to enable the Office of the Auditor General to determine the nature and significance of the deficiency for: (a) assessing compliance with the USFR, (b) appropriately describing the deficiency in a report and (c) testing compliance during a status review. The description should include the number of items tested and the number of exceptions noted. Comments such as "See LOR" are not adequate. The resulting audit documentation supporting the audit firm's answers on the questionnaire must be made available on request for review by the Office of the Auditor General, and ADE. To facilitate this review, the audit firm may wish to include in the audit documentation a copy of the questionnaire with references to the audit procedures performed for each question. 9/10 Page 1 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS BUDGETING 1. Was a copy of the proposed expenditure budget filed with the Superintendent of Public Instruction and the County School Superintendent (CSS) no later than July 5 or the date of publication or mailing of the notice of public hearing? A.R.S. § 15- 905(A) 2. Did the District publish, mail, or post on ADE's website, a copy of the proposed expenditure budget or summary of the proposed budget and the notice of the public hearing and board meeting no later than 10 days before the meeting to consider the budget? If published, was publication in a newspaper of general circulation within the District? If mailed, was a copy mailed to each household in the District? A.R.S. §15- 905(C) 3. If the District did not post its proposed expenditure budget on ADE's website, was the publisher's affidavit of publication or affidavit of mailing, of the proposed expenditure budget filed by the Governing Board with the Superintendent of Public Instruction within 30 days after publication or mailing? A.R.S. § 15- 905(C) 4. Were the total budgeted expenditures on the adopted budget for the Maintenance and Operation (M &O), Unrestricted Capital Outlay and Soft Capital Allocation Funds less than or equal to the budgeted amounts on the published proposed budget for each individual fund, respectively? A.R.S. §15- 905(E) 5. Was the adopted expenditure budget mathematically accurate, did it include all funds, and was it signed at a public hearing on or before July 15 and filed with the CSS and the Superintendent of Public Instruction (electronically) by July 18? A.R.S. §15- 905(B) and (E) 6. If the governing board received notification that the budget was in excess of the general budget limit, the unrestricted capital budget limit or the soft capital allocation limit by 1 percent of the general budget limit or $100,000, whichever is less, did it give notice and hold a public meeting, and adopt a revised budget before December 15 which did not exceed those limits and file it with the CSS and the Superintendent of Public Instruction (electronically) by December 18? 7. If the District revised the adopted expenditure budget, was the revision completed before May 15 (July 15, 2010 for FY 2010 only) and filed with the CSS and the Superintendent of Public Instruction (electronically) by May 18 (July 15, 2010 for FY 2010 only)? 8. Were the total budgeted expenditures for the M &O Fund within the general budget limit; were the total budgeted expenditures for the Unrestricted Capital Outlay Fund within the unrestricted capital budget limit and were the total budgeted expenditures for the Soft Capital Allocation Fund within the soft capital allocation limit? A.R.S. §15- 905(E) 9. If the District had an over - expenditure in the prior year, did the District reduce its budget by the prior year's over - expenditure (or a portion of the prior year's over - expenditure, as approved by the Superintendent of Public Instruction) or was the District actively correcting its prior year's data pursuant to A.R.S. §15 -915, which would reduce or eliminate the prior year's over - expenditure? A.R.S. § 15- 905(M) ACCOUNTING RECORDS 1. Were responsibilities separated so that one individual did not have complete authority over an entire financial transaction? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 9/10 Page 2 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 2. Was accounting information traceable from source documents to the financial statements? 3. Was the ability to revise the accounting records restricted to authorized individuals? 4. Were accounting records maintained in accordance with the USFR Chart of Accounts? 5. Were journal entries supported by documentation, approved by someone other than the preparer, and numerically controlled? 6. If transfers were made, were they limited to those authorized by A.R.S. or the USFR? (See Chart of Accounts §III -F for a complete list of authorized transfers.) If the District was on -line with the CSS (Question 7) 7. Did the District periodically review and document its review of transactions initiated by the CSS for propriety? If the District was not on -line with the CSS (Questions 8 & 9) 8. Did the District properly reconcile its records of cash balances by fund monthly with the CSS, and was the reconciliation properly supported? 9. Did the District properly reconcile its records of revenues, expenditures, expenses, and cash balances (as applicable), by fund, program, function, and object code at least at fiscal year end with the CSS, and was the reconciliation properly supported? Whether the District was on -line or not (Questions 10 & 11) 10.Were the District's records of cash balances reconciled to the County Treasurer's records at least monthly, by either the CSS or the District? 11. Were any differences that resulted from reconciliations with the CSS or County Treasurer's records researched and resolved in a timely manner? CASH 1. Were only the following authorized bank accounts maintained: a. M &O Fund revolving account? A.R.S. §15 -1101 b. Miscellaneous Receipts clearing account(s)? A.R.S. §15- 341(A)(20) c. Food Service Fund clearing account? A.G. Opinion I60 -35 d. Food Service Fund revolving account? A.R.S. §15 -1154 e. Auxiliary Operations Fund account? A.R.S. §15 -1126 f. Auxiliary Operations Fund revolving accounts? A.R.S. §15 -1126 g. Student Activities Fund accounts? A.R.S. §15 -1122 h. Student Activities Fund revolving account? A.R.S. §15-1124 i. Federal Savings Bond Withholdings account? A.R.S. §15 -1221 j. State Income Tax Withholdings account? A.R.S. §15 -1222 k. Employee Insurance Programs Withholdings account? A.R.S. §15-1223 1. Grants and Gifts to Teachers account? A.R.S. §15 -1224 m. Federal Payroll Tax Withholdings account? USFR page VI -H -8 n. Principals' Supplies account(s)? A.R.S. §15 -354 o. Electronic Payments clearing account? A.R.S. §15 -1221 p. Payroll Direct Deposits clearing account? A.R.S. § 15 -1221 9/10 Page 3 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 2. List the name and purpose of any unauthorized bank accounts below. Name Purpose 3. Were the authorized bank accounts used as prescribed by the applicable statutes? 4. Were unauthorized and inactive bank accounts closed? 5. Were cash - handling and recordkeeping responsibilities separated among employees? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 6. Were all employees who handle significant amounts of cash adequately bonded? 7. Were cash receipts deposited intact daily, when significant, or at least weekly? 8. Were validated deposit slips or treasurer's receipts retained and agreed to applicable copies of bank deposit slips or treasurer's receipts maintained on file? 9. Were cash disbursements from authorized bank accounts made by prenumbered and numerically - controlled checks and was supporting documentation maintained for each disbursement? 10.Were disbursements from the Miscellaneous Receipts clearing bank account(s) made only by check payable to the County Treasurer? 11.Were checks properly completed prior to issuance and not written payable to cash or bearer? 12. Were unused checks physically safeguarded and access to them limited to authorized personnel who were not check signers or did not have access to signature stamps, facsimile plates, or electronic signatures? 13. Were the signature stamps, facsimile plates, or electronic signatures physically safeguarded and was access to them limited to a minimum number of employees who did not have access to the blank checks? 14. Were bank accounts reconciled monthly by an employee not involved in handling cash receipts or disbursements or were reconciliations reviewed by an independent employee? SUPPLIES INVENTORY 1. Were the responsibilities of receiving, issuing, accounting for, and controlling inventory properly separated among employees? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 2. Did the District properly safeguard supplies inventory from unauthorized use, theft, and damage? 3. Were supply requisitions properly approved and were supplies released from storerooms only with approved requisitions? 4. Was a complete physical inventory of supplies taken at least annually for periodic inventories and at least once every 3 years for perpetual inventories? 5. Were written instructions developed, distributed, and reviewed with all personnel participating in the physical inventory? 6. If a perpetual inventory was maintained, were supplies inventory records investigated and adjusted to account for significant physical count differences when an actual physical inventory was performed? 9/10 Page 4 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 7. Was a supplies inventory list that included item and unit descriptions, purchase document numbers, quantities, unit costs, extended costs, page totals, and a grand total prepared at the end of each fiscal year for all supplies, including donated items? 8. Was adequate documentation maintained to support the actual cost recorded on the supplies inventory list? CAPITAL ASSETS 1 Did the District prepare a capital assets list that included all equipment with unit costs of $5,000 or more and useful lives of 1 year or more, and all land, buildings, and related improvements with a cost of $5,000 or more? (Lower threshold amounts may be used if adopted by the Governing Board.) 2. Does the capital assets list include the following information: a. Location (school, department, building, etc.)? b. Identification number (tag number, serial number, or other number that specifically identifies the item)? c. Description (model number, size, color, etc.)? d. Method of acquisition (purchase, donation, construction, trade, or lease - purchase)? e. Source of funding? f. Acquisition date (month and year of acquisition)? g. Purchase document number (purchase order, voucher, or other document number that can be used to trace to the supporting documentation)? h. Actual cost, estimated historical cost, or fair market value at the date of donation? 3. Did the District maintain a stewardship list for items costing at least $1,000 but Tess than $5,000 (or the District's capitalization threshold if less than $5,000)? Did the list include the description, identification number (tag number), location of the item, and the month and year of acquisition? 4. Was the capital assets list maintained by separate asset category (i.e., land and improvements, buildings and improvements, and equipment)? 5. Did the capital assets list or other schedule include the useful life, residual value, function code for reporting depreciation, and annual and accumulated depreciation for land improvements that deteriorate with use or the passage of time, buildings, building improvements, and equipment, including vehicles in excess of $5,000? 6. Did the District update the stewardship and capital assets lists at least annually for acquisitions and disposals? 7. Were assets recorded on the capital assets list at actual cost including ancillary charges, or at estimated historical cost if actual cost was not determinable? 8. Was proper supporting documentation retained for all items recorded on the capital assets list? 9. Were equipment items recorded on the stewardship and capital assets list identified by a tag, marked with an identifying number, or specifically identified by some other means? 10.Was a physical inventory of items taken at least every 3 years and reconciled to the stewardship and capital assets lists? 11.Did the District follow R7- 2- 1131(C) when disposing of stewardship and capital asset items? 9/10 Page 5 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 12.Did the District reconcile capitalized acquisitions to capital expenditures at least annually? Were differences properly resolved? 13.Did the District reconcile the current year's capital assets list to the previous year's list? 14.Did the District maintain adequate insurance coverage for all insurable school property, as required by A.R.S. § 15- 341(A)(6)? REVENUES 1. Were the responsibilities of receiving, depositing, and recording revenues separated among employees? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 2. Were prenumbered and numerically - controlled cash receipt forms prepared for all cash, checks, and warrants received at the District? 3. Were daily cash receipt summaries prepared to provide a reconciliation of the amount of cash, checks, and warrants on hand to issued receipts? 4. Were all monies received by the District deposited with the County Treasurer at least monthly, unless deposited in a bank account authorized by statute? 5. Were all monies deposited with the County Treasurer by the District accompanied by a prenumbered and numerically - controlled deposit transmittal form or a treasurer's receipt? 6. Were validated treasurer's receipts received and maintained on file by the District for all District revenues deposited with the County Treasurer? 7. Were validated treasurer's receipts for all deposits reconciled to the accounting records and to copies of deposit transmittals or treasurer's receipts? 8. Were Federal Impact Aid revenues deposited in the following funds: M &O Fund (001 -4800) for FY 2010 only, Impact Aid Fund (3XX- 4800) for FY 2011 and thereafter, Federal Impact Aid — Construction Fund (699 - 4300), or Impact Aid Revenue Bond Debt Service Fund (720- 4800), as applicable? EXPENDITURES 1. Were the responsibilities of expenditure processing (voucher preparation, recordkeeping, and authorization) separated among employees? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 2. Did the Governing Board obtain voter approval for the construction of buildings and purchase of school sites unless otherwise exempted by A.R.S. §15- 342(25)? 3. Did the Governing Board ensure that sufficient cash was available in cash - controlled funds and budget capacity was available in budget - controlled funds, except as authorized in A.R.S. § §15 -207, 15 -304, 15 -907, and 15 -916 before authorizing expenditures from them? 4. Were prenumbered and numerically- controlled purchase orders prepared for all District expenditures (except for exempted items such as salaries and related costs, utilities, and in -state travel, or when a written contract was otherwise prepared), and were they approved by personnel authorized by the Governing Board before issuance to vendors? 5. Were purchase orders prepared before the goods or services were ordered? 9/10 Page 6 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 6. If the District used blanket purchase orders, did they cover a definite time period and specify an expenditure limit? For Expenditures questions 7, 10, and 11, the audit firm must select and test a specified number of transactions based on the District's ADM as shown in the table below. The listed sample sizes represent the minimum level of required test work. The audit firm should use their judgment in determining whether a larger sample is needed. District ADM Sample Size <1,000 1,000 -5,000 >5,000 5 10 15 In the parentheses provided in questions 7, 10, and 11, indicate the actual number of transactions tested. If all transactions were tested, indicate such in the "Comments" column. For question 7, at least 40 percent of the number of expenditures tested must be for purchases made through competitive sealed bids and at least 40 percent of the number of expenditures tested must be for purchases made through competitive sealed proposals. If these 40 percent thresholds cannot be met due to an inadequate population size, the audit firm must test all expenditures made through competitive sealed bids or made through competitive sealed proposals. Of the expenditures selected above, at least one expenditure should be for traditional construction (design- bid - build), and at least one expenditure should be for construction- manager -at -risk, design - build, job - order - contracting (question 7.b.13), or qualified select bidders list (question 7.d), if applicable. 7. Based upon review of ( —) expenditures [— invitation for bids (IFB's) and requests for proposals (RFP's)] for the procurement of construction, materials, and services that exceeded $33,689 ($50,000, effective for purchases after April 26, 2010) did the District follow the School District Procurement Rules (R7 -2 -1001 et seq)? a. For purchases made through competitive sealed bidding, did the District: 1) Give adequate notice of the IFB? R7 -2 -1022 2) Compile and maintain a list of prospective bidders (that requested to be added to a list of prospective bidders, if any)? R7 -2 -1023 3) Issue the IFB at least 14 days before the time and date set for bid opening unless a shorter time was determined necessary, and did the IFB include all required information, including purchase specifications? R7 -2 -1024 4) Stamp sealed bids with the time and date upon receipt and store bids unopened until the time and date set for bid opening? R7 -2 -1029 5) Award contracts to the lowest responsible and responsive bidder whose bid conformed, in all material respects, to the requirements and evaluation criteria set forth in the IFB? R7 -2- 1031 6) If a multiple award' was made, determine, with the specific reason(s) in writing, that a single award was not advantageous to the District? a) Maintain documentation that supported the basis for a multiple award? b) Limit contract awards to the least number of suppliers necessary to meet the requirements of the District? 1 Examples of multiple awards include- • Incremental awards —made only if it is necessary to obtain the required quantity or delivery terms. • Regional awards —made if materials or services are required in widely scattered locations or a particular requirement is of a local nature. 9/10 Page 7 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 7) For contracts where only one responsive bid was received, determine that the price submitted was fair and reasonable, and that either other prospective bidders had reasonable opportunity to respond or there was not adequate time for resolicitation? R7 -2 -1032 8) Maintain documentation that supported the basis for the determination in 7) above? b. For purchases made through competitive sealed proposals, did the District: 1) Determine that the use of competitive sealed bids was either not practicable or not advantageous to the District based on PROVIDED IN DUE one or more of the criteria in R7 -2 -1041? YES DILIGENCE FILES 2) Maintain documentation that supported the basis for the PROVIDED IN DUE determination in 1) above? YES DILIGENCE 3) Include all applicable factors in the RFP? R7- 2- 1042(A) YES 4) Give adequate notice of the RFP? R7- 2- 1042(C) YES 5) Compile and maintain a list of prospective bidders (that requested to be added to a list of prospective bidders, if any)? PROVIDED IN DUE R7 -2 -1023 YES DILIGENCE 6) Issue the RFP at least 14 days before the closing date and time for receipt of proposals unless a shorter time was determined necessary? R7- 2- 1042(B) YES SEE COVER PAGE OF RFP 7) Stamp sealed proposals with the time and date upon receipt and store proposals unopened until the closing date and time PROVIDED IN DUE for receipt of proposals? R7 -2 -1045 YES DILIGENCE 8) Award the contract to the offeror whose proposal was determined, with specific reason(s) in writing, to be most advantageous to the District based on the factors set forth in the RFP? R7 -2 -1050 YES 9) Maintain documentation that supported the basis for the determination in 8) above? YES 10) If a multiple award was made, determine, with the specific reason(s) in writing, that a single award was not advantageous to the District? YES a) Maintain documentation that supported the basis for a PROVIDED IN DUE multiple award? YES DILIGENCE b) Limit contract awards to the least number of suppliers necessary to meet the requirements of the District? YES 11) For contracts where only one responsive proposal was received, determine that the price submitted was fair and reasonable, and that either other prospective bidders had reasonable opportunity to respond or there was not adequate time for resolicitation? R7- 2- 1045(C) N/A 12) Maintain documentation that supported the basis for the determination in 11) above? N/A 13) If the District used construction- manager -at -risk, design- build, or job- order - contracting to procure construction services, did the District comply with the requirements of R7 -2 -1116 and, for procurements commenced after July 29, 2010, Laws 2010, Chapter 283? N/A 2 Examples of multiple awards include- • Incremental awards —made only if it is necessary to obtain the required quantity or delivery terms. • Regional awards —made if materials or services are required in widely scattered locations or a particular requirement is of a local nature. 9/10 Page 8 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS c. If the District used an advisor(s) to assist with the specifications or procurement in specific areas, did the District comply with the requirements of R7 -2 -1007? N/A d. If the District used a qualified select bidders list to procure construction services, did the District comply with the requirements of R7 -2 -1110? N/A e. If the District procured goods and information services using electronic, on -line bidding, did the District comply with the requirements of Title 41, Chapter 23, Article 13 and the rules adopted by the Arizona Department of Administration (ADOA) in implementing that article until the Arizona State Board of Education adopts rules for these procurements, after which the District should comply with those rules? N/A f. For purchases made through the Simplified School Construction Procurement Program (R7 -2- 1033), did the District: N/A 1) Ensure that construction costs did not exceed the maximum amount specified in A.R.S. §15- 213(A)(2)? N/A 2) Submit solicitations to bid and all other information related to the project to all vendors included in a list maintained by the CSS? N/A 3) Open the bids at a public opening? N/A 4) Keep the bids confidential until the public opening? N/A 5) Encourage competition to the maximum extent possible? N/A Complete question 8 if the District acted as the lead district (i.e., obtained bids /proposals) in a purchasing cooperative. 8. Based upon review of at least 2 purchases in question 7 for which the District was the lead District in a procurement for a group of districts, or by selecting additional lead district procurements that total 2, did the District follow the procurement procedures required for competitive sealed bidding or competitive sealed proposals, as applicable, and take into consideration the total estimated volume of purchases for all districts in the group? 9. Did the District refrain from purchasing goods or services using another district's or cooperative's contract in which it was not a part of the original invitation/request where the additional purchase by the District would have materially increased the estimated volume stated in the original invitation/request? 10.Based upon review of ( ) purchases costing at least $5,000 but less than $15,000 ($25,000 for purchases after September 22, 2010), did the District obtain and document oral price quotations from at least 3 vendors and follow the guidelines governing competitive purchasing prescribed by the USFR? 11.Based upon review of (_) purchases costing at least $15,000 ($25,000 for purchases after September 22, 2010), but less than $33,689 ($50,000 for purchases after April 26, 2010), did the District obtain written price quotations from at least 3 vendors and follow the guidelines governing competitive purchasing prescribed by the USFR? 12.Did the District document an analysis of the known requirements for an item or a collection of items that, in the aggregate, would require the purchase of the item or items through the use of oral quotations, written quotations, or formal competitive bids /proposals? 9/10 Page 9 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 13.Based upon review of all emergency and sole source procurements: a. Did the District maintain a written statement for each emergency procurement documenting the basis for the emergency, the selection of the particular contractor, and why the price paid was reasonable, and was such statement signed by the individual authorized to initiate emergency procurements? R7 -2 -1057 b. Did the District retain written documentation of the Governing Board's determination that there was only one source for required materials, service, or construction items purchased through sole source procurement? (For sole source procurements below the bidding threshold, the District may follow the guidelines in #10 and #11 above or the requirements for sole source outlined in R7- 2 -1053) 14. Were purchases under current General Services Administration (GSA) contracts authorized by the Governing Board? 15.Did the Governing Board determine in writing that all of the criteria listed in A.R.S. §15-213(J) applied to a GSA contract before authorizing purchases under the contract? 16.Did the District perform adequate due diligence for each cooperative the District purchased through during the audit period to help ensure that those purchases were in compliance with the School District Procurement Rules? (Note: Indicate below each cooperative the District purchased through and whether due diligence was adequate based on the guidelines provided in USFR Memorandum No. 248.) Cooperative: 17.Were receiving reports prepared for all goods and services received, except for exempted items? Was the date of receipt, quantity received, and signature of the recipient noted on each receiving report? 18.Did the accounts payable function include maintaining documentation and matching receiving reports, vendor invoices, and purchase orders before payment? 19.Did the Governing Board establish and maintain formal, written policies in accordance with USFR pages VI -G -7 and 8 governing the use of credit cards? For question 20, the audit firm must judgmentally select at least 3 monthly credit card (including fuel card) statements in total (from different cards /accounts, if the district has more than 1 card/account) and scan the statements for unusual or inappropriate purchases, or purchases not made within the District's policies and procedures. Then judgmentally select at least 5 individual transactions in total to review from the statements selected above, in addition to any unusual or inappropriate purchases noted on the statements selected. 20.Based on a scan of the statements and a review of the judgmentally selected credit card transactions, were credit card purchases only for expenditures requiring immediate payment, for authorized school purposes, within the dollar limits set by the Governing Board, and supported by appropriate receipts that clearly identify the employee making the purchase? (Note: If the answer is "No ", the "Comments" should clearly indicate which of the above requirements were not complied with.) 9/10 Page l0 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 21.If the District used purchasing cards (p- cards), were policies and procedures in place to monitor transactions and identify misuse (including ensuring transactions were for authorized school purposes, within dollar limits set by the Governing Board, and limited to applicable vendors)? For question 22, the audit firm must judgmentally select at least 3 monthly p -card (including fuel card) statements in total (from different cards /accounts, if the District has more than 1 card/account) and scan the statements for unusual or inappropriate purchases, or purchases not made within the District's policies and procedures. Then judgmentally select at least 5 individual transactions in total to review from the statements selected above, in addition to any unusual or inappropriate purchases noted on the statements selected. 22.Based on a scan of the statements and a review of the judgmentally selected p -card transactions, were p -card expenditures only for authorized school purposes, within dollar limits set by the Governing Board, limited to applicable vendors, and supported by appropriate receipts that clearly identify the employee making the purchase? (Note: If the answer is "No ", the "Comments" column should clearly indicate which of the above requirements were not complied with.) 23. Were credit card and p -card statements paid timely to avoid finance charges and late fees? 24. Were warrants compared to the applicable voucher and warrant register before distribution? 25.Were vouchers and supporting documentation, including invoices, stamped "paid" or otherwise marked to help prevent duplicate payments? 26.Did the District prepare, for all levy funds, a list of liabilities by fund and program for goods or services received but not paid for by June 30 and file an Advice of Encumbrance based on the list with the CSS by July 18? 27.Was the amount encumbered on the Advice of Encumbrance for each levy fund equal to or less than the fund's unexpended budget balance? 28. Did the District expend extracurricular activities fees tax credit monies only for activities that qualify as eligible activities under A.R.S. § §43- 1089.01 and 15- 342(24) [i.e., is the activity school sponsored, for enrolled students, educational, optional, and noncredit; and does the school charge a fee for the activity ?] 29.If the District used building renewal monies for routine preventative maintenance, a. Did the expenditures meet the definition of "routine preventative maintenance" as defined in A.R.S. §15 -2031? b. Did the District limit spending out of the Building Renewal Fund for routine preventative maintenance to 8 percent of the building renewal amount calculated in A.R.S. §15 -2031? c. Did the District use the monies to supplement and not supplant expenditures from other funds for the maintenance of school buildings? 30.If the School Facilities Board found the District's facilities were inadequately maintained pursuant to the District's routine preventative maintenance guidelines, did the District use Building Renewal monies pursuant to A.R.S. §15 -2031 to return the facilities to compliance with the guidelines? 31. Did the District deposit monies received from a Joint Technical Education District (JTED) into a separate fund and expend the monies from that fund only for vocational education? 9/10 Page 11 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 32.Did the District use monies received from a JTED to supplement, rather than supplant, its base year vocational education spending (see USFR Memorandum No. 219 for guidance on determining JTED supplanting)? CLASSROOM SITE FUND 1. Did the District properly allocate total Classroom Site Fund (CSF) revenues among the following funds: 011 —Base Salary (20 %), 012 — Performance Pay (40 %), and 013 —Other (40 %), as required by A.R.S. §15 -977? 2. For Fund 011, were expenditures only for teacher base salary increases, employment- related expenses, and registered warrant expense? 3. For Fund 012, were expenditures only for performance -based teacher compensation increases, employment- related expenses, and registered warrant expense, in accordance with the performance pay plan adopted by the Governing Board as required by A.R.S. § 15 -977? 4. For Fund 013, were expenditures only for class size reduction, teacher compensation increases, AIMS intervention programs, teacher development, dropout prevention programs, teacher liability insurance premiums, and registered warrant expense? 5. For Fund 013, were monies spent for class size reduction, AIMS intervention, and dropout prevention programs used only for instructional purposes as defined under the instruction function in the USFR Chart of Accounts and not used for school sponsored athletics? 6. Did the District record CSF revenues and expenditures in the separate CSFs (011 -013) throughout the fiscal year, as monies were received and expended, rather than at year end? 7. Did the District use CSF monies to supplement, rather than supplant, existing funding from all other sources (see USFR Memorandum No. 194 for guidance on CSFs)? 8. If the District coded expenditures to any of the individual CSFs (011- 013) that caused the District to exceed the CSF budget limit or the appropriate percentage allocation for the individual funds, did the District reclassify the expenditures to the M &O or other Special Revenue Funds? 9. If the District had a budget balance remaining at year -end in any of the three CSFs (011 -013), were balances carried forward in the same funds to ensure that the restrictions placed on the original allocation of revenues is applied in future years? PAYROLL 1. Were payroll processing responsibilities (payroll preparation, payroll authorization, and warrant distribution) adequately separated among employees? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 2. Were written personnel and payroll policies and procedures established by the Governing Board and available to employees? 3. Did the District establish a delayed payroll system so that employees were paid only the amount actually earned? 4. Did the District have adequate controls in place, in addition to a delayed payroll system, to ensure that the annual compensation of employees receiving prorated wage payments (for both continuing employees and employees that terminated employment during the year) was equal to the amount actually earned? 9/10 Page 12 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 5. Were adjustments to the annual compensation of hourly employees who were receiving prorated wage payments based on the employee's official hourly rate of pay that was used to calculate the original annual compensation amount? 6. Did individual personnel files include appropriate supporting documentation, as listed on USFR pages VI -H -2 through 4? 7. Was state retirement withheld from the salaries of all participating employees who worked at least 20 weeks in the fiscal year and at least 20 hours a week, as defined in A.R.S. §38 -711? 8. Did the District maintain a system to account for the accrual and use of vacation, sick leave, and compensatory time for all employees on an ongoing basis? 9. Did the District's policies governing leave time include prescribed accrual rates for specified years of service, maximum amounts to be accrued, and disposition of accrued time upon termination of employment? 10.Were individual time sheets, or equivalent, prepared for each hourly employee (for each pay period), signed by the employee, and approved by the employee's supervisor? 11. Was all overtime pay paid no later than 16 days after the end of the most recent pay period, in accordance with A.R.S. §23- 351(C)(3)? 12.Were payroll registers supported by properly authorized notifications of employment, terminations, pay rate changes, withholding and voluntary deduction authorization forms, and work attendance records? 13. Were completed payroll registers or prepayroll registers reviewed and approved by the business manager or other responsible employee? 14. Were payroll warrants compared to the payroll register on a test basis prior to distribution to employees? TRAVEL 1. Did the Governing Board prescribe policies and procedures for reimbursing lodging and per diem expenditures incurred for District purposes, and were the amounts (exclusive of taxes) within the maximums established by the Director of ADOA (see the latest USFR Memorandum regarding travel expenditures)? 2. Did the District reimburse mileage at the standard rate established by ADOA? 3. Were all meal reimbursements for travel with no overnight stay or no substantial sleep /rest reported as a taxable employee benefit (see the latest USFR Memorandum regarding travel expenditures)? 4. Although not allowed by statute, if amounts exceeded the limits set by ADOA, did the District include amounts in excess of the Internal Revenue Service limits authorized in IRS Publication 1542 in employees' income on Form W -2? FINANCIAL REPORTING 1. Was the annual financial report (AFR), and the AFR summary (if one was prepared), sent to the CSS and the Superintendent of Public Instruction by October 15? A.R.S. §15-904(A) 9/10 Page 13 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 2. Was the AFR or the AFR summary published, mailed, or transmitted electronically to ADE on or before November 15? If published, was publication in a newspaper of general circulation within the District or in the County's official newspaper? If mailed, was a copy mailed to each household in the District? If transmitted electronically to ADE, was a link provided on the District's Web site to ADE's Web site that contained the AFR? 3. Was the publisher's affidavit of publication filed within 30 days of publication or was a screen shot of the web link emailed to the Superintendent of Public Instruction by November 15? 4. Was the AFR signed by a majority of Governing Board members, and did the President of the Governing Board complete and sign the certification on the AFR summary (if one was prepared)? 5. Did budgeted expenditures as reported on the AFR agree with the District's most recently revised, adopted expenditure budget? 6. Did actual revenues and expenditures as reported on the AFR agree with the District's accounting records? 7. Was all required information included in the AFR? 8. Was adequate documentation retained to support amounts reported on the AFR and in the financial statements? INFORMATION TECHNOLOGY (IT) 1 Was adequate separation of responsibilities maintained for the authorization, programming, and operation of the IT system? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 2. Were IT system software and hardware physically safeguarded from improper access, theft, and environmental hazards, and did backup procedures ensure uninterrupted operations and minimal loss of data? 3. Was data properly authorized and approved prior to processing, and was the processing of data periodically reviewed by a designated employee to ensure the completeness and accuracy of processed data? 4. Did the IT system generate error reports for data submitted for processing, and were these reports reviewed and the necessary corrections submitted for approval? 5. Was there written documentation of IT policies and procedures for programming, operating, and modifying the system, and was such documentation available to the appropriate personnel? 6. Were system permission controls used to restrict access to programs and data files through the use of user names and passwords and were passwords required to be updated periodically? 7. Were output control totals or processing control totals used to control processing activities? 8. Did an audit trail enable tracing of electronic transactions from inception to final disposition? 9. Were application and general controls adequate to safeguard the integrity of financial data? COOPERATIVE AGREEMENTS AND REGIONAL SERVICES 1. Did the District have a fully executed copy of each intergovernmental agreement (IGA) on file? 2. If the District was the fiscal agent, were the IGA monies maintained in the appropriate fund at the County Treasurer, and was a monthly financial report of receipts and disbursements provided to participants? 9/10 Page 14 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS STUDENT ATTENDANCE REPORTING If test work performed in questions 3 -17, and 20 of this section discloses a net overstatement or understatement of membership and /or absence days, report the net overstatement or understatement in the "Comments" column next to each applicable question. 1. Was school in session for at least 180 days or 144 days for districts operating on a 4 -day week, or did the governing board adopt a calendar with an equivalent number of minutes of instruction per school year based on a different number of days of instruction and were membership and attendance recorded electronically for each day school was in session? A.R.S. § §15- 902(H), (I) and (J), and 15- 341.01 2. Did the District ensure that [A.R.S. §15- 901(A)(2)]: (Note: Instructional hours do not include periods of the day in which an instructional program or course of study is not being offered, including, but not limited to lunch, recesses, home room periods, study hall periods, and early release or late start hours. ADE's School Finance Procedures Manual) a. Preschool children with disabilities were enrolled in a program that met at least 360 minutes a week? b. Kindergarten was in session for at least 356 hours? c. Grades 1 through 3 were in session for at least 712 hours? d. Grades 4 through 6 were in session for at least 890 hours? e. Grades 7 and 8 were in session for at least 1,068 hours for FY 2010 (1,000 hours for FY 2011 and thereafter)? f. For high school, a full -time instructional program meets at least 720 hours during the minimum number of days required? For high school, a full -time instructional program includes at least four subjects, each of which if taught each school day for the minimum number of days required in a school year, would meet a minimum of 123 hours a year; or any number of subjects totaling at least 20 hours per week, prorated for any week with fewer than 5 school days? For Student Attendance Reporting questions 3 -17, the audit firm must select and test the specified number of transactions (records, entries, withdrawals, or days) as shown in the sample size instructions before each section. Those samples should include 3 or more grade levels and 3 or more schools, where applicable. The listed sample sizes represent the minimum level of required test work. The audit firm should use its judgment in determining whether a larger sample is needed. All student attendance records tested in steps 3 -12 and 17 should be selected from the 100`h day reporting period. In the parentheses provided in questions 3 -17, write the actual number of transactions tested. If all transactions were tested, indicate such in the "Comments" column. g. For questions 3 -5, select at least 3 student attendance records. 3. If the District had an early (pre -) kindergarten program, based upon review of (_) early (pre -) kindergarten students' attendance records, does the District only calculate and submit ADM for this program for students with disabilities, in accordance with ADE's School Finance Procedures Manual? A.R.S. §15- 901(A)(2)(a)(i), and USFR Memorandum No. 175 4. Based upon review of (_) students' attendance records in kindergarten programs with instructional time between 356 and 692 hours a year, were students not in attendance for at least three - quarters of the day counted as being absent? If the instructional time for the year was 692 hours or more, were students not in attendance at least one -half of the day counted as being absent? A.R.S. § §15- 901(A)(2)(a)(i) and 15- 901(A)(6)(a)(i) 9/10 Page 15 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 5. If the District had an early first grade program, based upon review of () early first grade students' attendance records, did the District calculate and submit ADM for this program as it would for kindergarten in accordance with ADE's School Finance Procedures Manual? A.R.S §15- 901(A)(2)(b)(i) and USFR Memorandum No. 175 For questions 6 and 7, use the following sample sizes: Student Attendance District ADM Records <1,000 5 1,000 -5,000 10 >5,000 15 6. Based upon review of (_) students' attendance records at elementary and junior high schools in which attendance was based on half days, were students in attendance for less than one -half the day counted as being absent for one full day? Were students in attendance for at least one -half day, but less than three - quarters of a day, counted as being absent for one -half day? Were students in attendance for at least three - quarters of a day counted in attendance for a day? A.R.S. §15- 901(A)(6)(b)(ii) 7. Based upon review of (_) students' attendance records at elementary and junior high schools where attendance was based on quarter days, were students in attendance for more than three - quarters of the day counted in attendance for a day? Were students in attendance for three - quarters of the day or less counted in attendance for each quarter of the day in attendance? A.R.S. §15- 901(A)(6)(b)(i) For questions 8-14, use the following sample sizes: Student Attendance District ADM Records <1,000 3 1,000 -5,000 5 >5,000 7 8. Based upon review of (_) high school students' attendance records whose attendance was reported in terms of absences, for all absence days reported in a 1 month period, did the District report absences in accordance with the method(s) provided in ADE's School Finance Procedures Manual? 9. For schools approved to report minutes of attendance, based upon review of the attendance records for a 1 month period for (_J students whose attendance was reported in minutes, did the District report minutes of attendance only for actual classroom instruction attended by the students in accordance with ADE's School Finance Procedures Manual? 10.Based upon review of ( ) high school students' attendance records, did the District prorate the membership of the students enrolled in less than four subjects or the equivalent as provided in ADE's School Finance Procedures Manual? 11.For students enrolled in a program provided by a JTED in a facility owned or operated by a school district in which the student is enrolled: a. For school districts —Based on a review of ( ) students' attendance records, did the District report the actual enrollment and attendance data for only the District classes the student was enrolled in at that school (excluding JTED program classes) under the District's CTDS number? 9/10 Page 16 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS b. For school districts —Based on the review of () students' attendance records for all absence days reported in a 1 month period, did the District calculate absences in accordance with the chart and scenarios provided in ADE's School Finance Procedures Manual based on the number of District classes the student was enrolled in and attended (excluding JTED program classes)? c. For JTED satellite classes —Based on a review of (_) students' attendance records, did the JTED report actual enrollment and attendance data for only the JTED program classes the student was enrolled in at that satellite location (excluding school district classes)? (Note: ADE's system calculates the allocation of membership ensuring that the total membership claimed for the school district and the JTED satellite locations did not exceed 1.25.) 12.Based on a review of (_) students' attendance records for students enrolled in a course that meets for at least 150 minutes per class period, at a centralized campus owned and operated by a JTED, did the District report average daily membership for those students at 0.75? A.R.S. §15- 393(0) 13.For school districts offering an Arizona Online Instruction (AOI) Program, based upon review of (_J AOI students' attendance records for 4 weeks: a. Was the guardian- approved or District computer - generated daily log describing the amount of time spent by the student on academic tasks maintained by the participating AOI school? b. Did the hours reported to ADE agree to the guardian- approved or District computer - generated daily log? c. For school districts offering an AOI Program, based upon review of ( ) AOI students' attendance records, were all pupils who participated in an AOI Program residents of this state? A.R.S. §15-808(B) 14.Based upon review of (_) students' attendance records (all grades) for students withdrawn for having ten consecutive unexcused absences, was the student only counted in membership through the last day of actual attendance? A.R.S. § 15- 901(A)(2) For questions 15 and 16, use the following sample sizes: District ADM Entries/Withdrawals <1,000 5 1,000 -5,000 10 >5,000 15 15. Based on review of () entries (Note: Enrollment forms are not required for continuing students at the same school.): a. Were entry dates entered into the District's computerized attendance system within 5 working days after the actual date of entry and was documentation maintained to support the date of data entry? b. Did the entry date in the computerized attendance system agree to the entry form? c. Did the teachers' attendance registers, if used, and other documentation support the entry date in the computerized attendance system? 9/10 Page 17 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS d. Did membership for continuing/pre- enrolled students, begin with either the first day of actual attendance or the first day that classroom instruction was offered, provided that the students actually attend within the first 10 days of school? For all other students, did membership begin on the first day of actual attendance? ADE's School Finance Procedures Manual 16. Based upon review of (_) withdrawals: a. Were the withdrawal dates entered into the District's computerized attendance system within 5 working days after the actual day of withdrawal and was documentation maintained to support the date of data entry? (Note: "Day of withdrawal" means: a. the later of the student's withdrawal date or the day the District was notified the student will not be returning; or b. the 10th day of non- attendance for students withdrawn for having ten consecutive unexcused absences.) b. Did the withdrawal date in the attendance system agree to the withdrawal form? (Note: If the computerized attendance system requires the District to input the first day of non - attendance for a student to be counted in membership through the last day of actual attendance, the withdrawal date on the system should be the school day following the withdrawal date on the form.) c. Did the teachers' attendance registers, if used, and other supporting documentation support the withdrawal date in the computerized attendance system? d. Was an Official Notice of Pupil Withdrawal form prepared and retained for each District withdrawal and signed by a District administrator? A.R.S. §15 -827 For question 17, use the following sample sizes: District ADM Days <1,000 3 1,000 -5,000 5 >5,000 7 17. Based upon review of (_J days for various schools, grades, and classes in the computerized attendance system, did the student absences from each day agree to the teachers' attendance registers, absence slips, or other supporting documentation, if used? 18.Did the District have adequate electronic or manual controls in place to ensure that any changes to the original record of student attendance data were properly authorized and documented, including the names or identification numbers of the persons making and authorizing the changes? 19. Was the District's membership /absence information submitted to ADE electronically at least once every 20 school days through the last day of instruction (With the first 20 day period beginning on the first day of school or the opening of SAIS for current fiscal year data submission, whichever is later)? A.R.S. §15- 1042(H) 20.Based upon review of the District's 40th and 100th day information uploaded to ADE, did the membership and absences agree to the District's computerized attendance system records? (Note: For an AOI Program, review year -end attendance information.) 21.Did student counts reported on the Budget Work Sheets agree with the student counts on ADE's Recalculated State Aid ADM Counts Report (ADMS 46 -1)? 9/10 Page 18 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS TRANSPORTATION SUPPORT If test work performed in questions 2 and 3 of this section discloses a net under /overstatement of eligible students, and/or overstatement of route miles or bus token and pass expenditures, report the net amount of the under /overstatement in the "Comments" column next to each applicable question. 1. Did the District retain documentation to support the amounts entered on the Transportation Route Report submitted to ADE? 2. Did the students reported as eligible students on the Transportation Route Report meet the definition in A.R.S. §15- 901(A)(9)? 3. Did the approved daily route miles, number of eligible students transported, annual expenditure for bus tokens and passes, and the handicapped extended school year route miles reported on Budget Work Sheet D agree with the ADE Transportation Route Report (TRAN 55 -1)? RECORDS MANAGEMENT 1 Did the District retain and dispose of records in accordance with the Records Retention and Disposition for Arizona School District manual published by the Arizona State Library, Archives and Public Records, Records Management Division? (www.azlibrary.gov /records /school.cfm) 2. Did the District have policies and procedures to address the maintenance and disposition of confidential records, such as, student information and social security numbers? FOOD SERVICE FUND 1 Was cash adequately safeguarded? 2. Was all cash received in the operation of the District's food service program deposited either in the Food Service Fund clearing bank account or directly with the County Treasurer daily, if practicable, or at least weekly? 3. If a Food Service Fund revolving bank account was used, was the amount of the revolving fund limited to $500, was the account used only for statutorily prescribed purposes, and were checks signed by two bonded employees appointed by the Governing Board? 4. Were meal cards or tickets prenumbered, numerically controlled, and adequately safeguarded prior to issuance? 5. If a computerized system was used for meal cards, were proper controls in place? 6. Were daily reports prepared that document a reconciliation of meal sales to cash collections, and were cash overages and shortages resolved? 7. Were checks drawn on the Food Service Fund clearing account made payable only to the County Treasurer? 8. Did the actual expenditures as reported in the M &O Fund 001 and Capital Projects Funds 610 & 625 columns on the Food Service page of the AFR agree with the District's accounting records? 9. Were expenditures reported in the M &O Fund 001 and Capital Projects Funds 610 & 625 columns on the Food Service page of the AFR classified in accordance with the USFR Chart of Accounts? AUXILIARY OPERATIONS FUND 1. Did the Auxiliary Operations Fund include all monies raised in connection with the activities of school bookstores and athletics? 2. Did the District use an auxiliary operations ticket log to control the issuance of tickets for athletic events? 9/10 Page 19 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 3. Were receipt forms and tickets prenumbered and numerically controlled? 4. Did the District prepare daily sales summaries of bookstore operations and athletic ticket sales that provided a reconciliation between recorded sales and actual cash collected? 5. Were cash receipts deposited intact daily, if material, or at least weekly? 6. Were bank reconciliations prepared monthly by an employee not involved with cash - handling and recordkeeping? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 7. Were checks signed by two employees designated by the Governing Board? 8. Were Auxiliary Operations Fund revolving bank accounts and petty cash funds established from the Auxiliary Operations Fund in amounts approved by the Governing Board, and operated on an imprest basis? STUDENT ACTIVITIES FUND 1. Did the Governing Board appoint a student activities treasurer and, if applicable, assistant student activities treasurers? 2. Did the Student Activities Fund include only monies of student clubs, organizations, school plays, or other student entertainment that were raised through the efforts of students with the approval of the Governing Board? (Note: Raffles, bingo, and other forms of gambling are not legal events for student clubs.) 3. Were all Student Activities Fund monies deposited in a bank account designated as the Student Activities Fund bank account? 4. Were monies deposited daily, if material, or at least weekly? 5. Were reports prepared that reconciled sales to cash collected at student activities' events? (When applicable, sales should be documented using tickets, prenumbered cash receipts, a cash register, or count of items on hand before and after a sale.) 6. Were bank reconciliations prepared monthly by an employee not involved with cash - handling and recordkeeping? If this was not possible due to the District's limited staff size, were adequate review procedures in place? 7. Was cash available in the student club accounts verified before disbursements were made? 8. Were disbursements from the Student Activities Fund bank account properly authorized by or on behalf of the student members of a particular club and documented in the club minutes? 9. Were checks drawn on the Student Activities Fund bank account signed by the student activities treasurer or assistant treasurer and one other person authorized by the Governing Board? A.R.S. §15-1122 10. Were intrafund transfers (transfers of monies among student clubs) properly authorized? 11. Was a Report of Cash Receipts, Disbursements, Transfers, and Cash Balances of the Student Activities Fund submitted to the Governing Board monthly? GENERAL LONG -TERM DEBT 1. Was class B bonded indebtedness for a nonunified district less than the greater of $1,500 per student count or 5 percent of the assessed valuation of taxable property used for secondary property tax purposes within the District? A.R.S. §15- 1021(B) 9/10 Page 20 of 21 USFR COMPLIANCE QUESTIONNAIRE YES/NO COMMENTS 2. Was class B bonded indebtedness for a unified district less than the greater of $1,500 per student count or 10 percent of the assessed valuation of taxable property used for secondary property tax purposes within the District? A.R.S. §15- 1021(D) 3. Was total bonded indebtedness for a nonunified district 15 percent or less, or for a unified district 30 percent or less of the assessed valuation of taxable property used for secondary property tax purposes within the District? A.R.S. §15-1021 (B) and (D) 4. Did the District refrain from expending bond proceeds for items having useful lives less than the average useful life of the bonds issued or 5 years? A.R.S. §15- 1021(F) 5. If the District had outstanding bonded indebtedness and a balance remained in the Bond Building Fund after the acquisition or construction of facilities for which the bonds were issued, did the Governing Board transfer the balance to the Debt Service Fund? A.R.S. §15- 1024(B) 6. If the District had no outstanding bonded indebtedness and a balance remained in the Bond Building Fund after the acquisition or construction of facilities for which the bonds were issued, did the Governing Board transfer the balance to the General Fund? A.R.S. §15- 1024(B) 7. Were all monies earned as interest or otherwise derived from the investment of the proceeds of the sale of bonds credited to the Debt Service Fund? If not, was the interest earned credited to the Bond Building Fund as authorized by the voters or, effective for FY 2011 and thereafter, if federal laws or rules require the interest to be used for capital expenditures? A.R.S. §15- 1024(C) GOVERNING BOARD/MANAGEMENT PROCEDURES 1 Were written minutes prepared or a recording made of Governing Board meetings? A.R.S. §38- 431.01(B) 2. Did the District maintain a conflict of interest file for employees and Governing Board members who have made such conflicts known to the District? A.R.S. §38 -509 3. If any purchases were made from vendors identified on documents in the conflict of interest file, did the individual with the conflict refrain from voting upon or otherwise participating in any manner in such purchase? 4. Did the District's management appropriately resolve all allegations of theft, fraud, or misuse of District monies and assets in a timely manner? (Note: If the answer is other than "N /A ", the "Comments" column should include a summary of the allegation and action taken by District management.) This questionnaire was completed in accordance with the minimum audit standards of the Office of the Auditor General as set forth in the instructions on page 1. Audit Firm Date Preparer (AUDIT FIRM Representative) Date 9/10 Page 21 of 21 IFB RFP# iTLE: Dear Committee Member: Thank you for making the time to participate in this Evaluation. You have been selected to participate in the evaluation of the above referenced Invitation for Bid /Request for Proposal. Your selection upon your technical qualifications in this area and your ability to develop an objective/subjective as based analysis of each bid /proposal. It is essential that the integrity of this process be maintained to insure that each bidder /offeror is fair and equal consideration. Your familiarity with particular brands types of products, material or firms given may tend to influence your evaluation; however, you are required in this specific instance to b e particularly objective and guard against any tendency might slant your evaluation in favor preference. y that r of a You are required to report to the Committee Chairman any actual or potential conflict of interest. Any additional consideration is the legal mandate to maintain strict security and confidentiality regarding the content of any bid /proposal, as well as the proceedings of the Evaluation Committee confidentiality meetings during the evaluation process. Now that this process has started, it is essential that contact with the offeror be through, and by, g � y, the Chairman of the Evaluation Committee, any In addition, the Evaluation Committee Member shall not communicate, except during with any offeror or potential sub - contractor to that offeror prior to award nor shall that Member discuss bids /proposals or their evaluation with anyone other g formal Committee Evaluation Committee Members. er than the Chairperson and 1 have read and understood the above and agree to be bound by the rules and principles know of no conflict of interest. on my part nor have I gratuities or favors that would compromise my impartiality. committed maintain indiscretion or accepted anynted. 1 Evaluation Committee in strict confidence during this process. tarn oll deliberations of the objective /subjective review of the bids g p My recommendations shall be based upon bid /proposal. bid(s)/proposal(s) and the appropriate award criteria from the .k,S. LiT ?Government Procurement Alliance (31 .7-A6 l EVALUATION COMMITTEE MEMBER STATEMENT Printed Name 1 Government Procurement Alliance EVALUATION COMMITTEE MEMBER STATEMENT IFB /RFP#/TITLE: 4 G 13 - aq ° Dear Committee Member: Thank you for making the time to participate in this Evaluation. You have been selected to participate in the evaluation of the above referenced Invitation for Bid /Request for Proposal. Your selection was based upon your technical qualifications in this area and your ability to develop an objective /subjective analysis of each bid /proposal. It is essential that the integrity of this process be maintained to insure that each bidder /offeror is given fair and equal consideration. Your familiarity with particular brands, types of products, material or firms may tend to influence your evaluation; however, you are required in this specific instance to be particularly objective and guard against any tendency that might slant your evaluation in favor of a personal preference. You are required to report to the Committee Chairman any actual or potential conflict of interest. Any additional consideration is the legal mandate to maintain strict security and confidentiality regarding the content of any bid /proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process. Now that this process has started, it is essential that any contact with the offeror be through, and by, the Chairman of the Evaluation Committee. In addition, the Evaluation Committee Member shall not communicate, except during formal Committee meetings, with any offeror or potential sub - contractor to that offeror prior to award nor shall that Member discuss bids /proposals or their evaluation with anyone other than the Chairperson and Evaluation Committee Members. l have read and understood the above and agree to be bound by the rules and principles represented. 1 know of no conflict of interest on my part nor have I committed any indiscretion or accepted any gratuities or favors that would compromise my impartiality. I will maintain all deliberations of the Evaluation Committee in strict confidence during this process. My recommendations shall be based upon objective /subjective review of the bid(s) /proposal(s) and the appropriate award criteria from the bid /proposal. Printed Name Signature 1Government Procurement Alliance Evaluation Committee Recommendation /Determination Title of RFP: e�nlQ SS; . rl : e „ RFP # Z' f 1 5 • The Evaluation Committee has evaluated a total of 3 proposals for Jaiu 4syt (title of RFP) and our award recommendation is as follows: a Ng %Jl .. i.1 • tai ! • Al • • r5 S C — �. sA cto -.6k-t\ 5 e7k4cola coed. re cam. SPA Evaluation Committee: Date /0 -18 13 10'18-13 SA1 i Ply PAc Issuance Date: September 6, 2013 RFP #C13 -24 1Government Procurement Alliance Request for Proposal RFP #C13 -24 Janitorial Equipment, Supplies & Services • RFP Due Date & Time: • Deliver To: • Last Day for Questions: • Pre - proposal Conference: • Advertising Dates: Key Information October 1, 2013 11:00 am (Local AZ Time) 1910 W. Washington St., Phoenix, AZ 85009 September 16, 2013 None Scheduled September 6 /September 13, 2013 Offerors are strongly encouraged to carefully read the entire solicitation document! 1GPA will not be responsible for a proposal that is not properly addressed or identified. Proposals shall be in the actual possession of 1GPA on or prior to the time and at the location identified above. Proposals received after the due time and date will not be considered. Proposals must be submitted in a sealed envelope or package with the Request for Proposal number and the offeror's name and address clearly indicated on the envelope. All proposals must be completed in ink or typewritten. Additional instructions for preparing a proposal are provided herein. Contract Administrator: Christy Knorr, Director of Operations christy@1gpa.org 1Government Procurement Alliance (GPA) 1910 W. Washington St., Phoenix, AZ 85009 Phone: 866 - 306 -3893 Fax: 602 - 663 -9515 Website: www.lgpa.org 1 RFP #C13 -24 TABLE OF CONTENTS Acknowledgement of Receipt Page 3 Key Definitions & Contract Interpretation Page 4 General Information Page 5 Proposal Process Page 6 Vendor Agreement (Special Terms and Conditions) Page 7 -24 • Scope of Work / Services Page 11 • Pricing Page 12 • Vendor Questionnaire Page 13 • Value Added Services Description Page 17 • Contractor Requirements Page 20 • Anti -Trust Certification Statement Page 22 • Non - Collusion Affidavit Page 23 • Acceptance of Special Terms & Conditions Page 24 • Offer and Contract Acceptance Page 25 • Proposal Instructions and Checlist Page 26 General Terms & Conditions Page 27 -40 • Evaluation & Award of Proposals Page 35 • Proposal Format Page 37 • Acceptance of General Terms & Conditions Page 40 • Supplemental Vendor Contract Page 41 Proposal Return Label Page 42 2 RFP #C13 -24 ACKNOWLEDGEMENT OF RECEIPT In acknowledgement of receipt of the RFP #C13 -24 the undersigned agrees that he /she has received a complete copy, beginning with page 1 and ending with page 42. The acknowledgement of the receipt should be signed and returned to the Buyer no later than September 13, 2013. Only potential Offerors who elect to return this form will receive copies of all future communications, relating to, and including amendments to this RFP, if issued. FIRM: REPRESENTED BY: TITLE: PHONE: EMAIL: FAX: ADDRESS: CITY, STATE, ZIP: SIGNATURE: DATE: This name and address will be used for all correspondence related to this RFP. Firm does / does not (circle one) intend to respond to this RFP. If firm does not intend to reply, please give a brief explanation for not responding. Return To: 1GPA 1910 W. Washington Phoenix, AZ. 85009 3 RFP #C13 -24 KEY DEFINITIONS "Attachment" means any item the Solicitation requires the Offeror to submit as part of the Offer. "Contract" means the combination of the Solicitation, including the Special Instructions to Offerors, Special Terms and Conditions, and the Specifications and Statement or Scope of Work/Services; the Offer and any Best and Final Offers; and any Solicitation Amendments or Contract Amendments, and Member purchase orders. "Contract Amendment" means a written document signed by the 1 GPA that is issued for the purpose of making changes in the Contract. "Contractor" means any person who has a Contract with the 1 GPA. "Cost" means the aggregate cost of all materials and services, including labor performed by force account. "Days" means calendar days unless otherwise specified. "Governing Body" means any group comprised of elected or appointed officials, such as School District Governing Boards, City Councils, County Supervisors, Board of Regents, etc., which has the authority to make fiduciary decisions for a Member organization. "Gratuity" means a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is received. "Materials" means all property, including equipment, supplies, printing, insurance and leases of property but does not include land, a permanent interest in land or real property or leasing space. "Member" means a government organization which has entered into a Cooperative Purchase Agreement (CPA) with 1 GPA. "Responsible Bidder or Offeror" means a respondent to a solicitation who has the capability to perform the Contract requirements with the integrity and reliability which will assure good faith performance. "Responsive Bidder or Offeror" means a respondent to a solicitation who provides an offer which conforms in all material respects to the Invitation for Bids or Request for Proposals. "Services" means the furnishing of labor, time or effort by a contractor or subcontractor which does not involve the delivery of a specific end product other than required reports and performance, but does not include employment agreements or collective bargaining agreements. "Subcontract" means any Contract, express or implied, between the Contractor and another party or between a subcontractor and another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the performance of the Contract. 4 dimmommir RFP #C13-24 GENERAL INFORMATION Proposals must include, but are not limited to, the requirements set forth in the RFP. Proposals shall be delivered in a sealed package and clearly marked with the name of the proposal, the proposal number and proposal opening date and time. Proposals deposited with 1GPA may be withdrawn or modified prior to the time set for opening of proposals by delivering written notice on company letterhead. Offerors submitting proposals may be afforded an opportunity for discussion and revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. Discussions may be conducted with responsible Offerors who submit proposals found to be reasonably likely to be selected for award. 1GPA will open all proposals in a public opening, assign an evaluation committee and evaluate all proposals; determine the need for, and conduct any discussion; and make a final award of the agreement or contract. The agreement or contract award shall be made to the responsible Offeror or Offerors whose proposal(s) is /are most advantageous to the 1GPA, taking into consideration the evaluation factors set forth in the RFP. 1GPA reserves the right to reject any or all proposals or to waive irregularities at its option when it is in the best interest of 1GPA. Contract Interpretation 1. All federal, state and local laws shall apply to this contract. It is the responsibility of the contractor to follow federal, state, and local laws in the state /city in which he /she is conducting business under this contract. 2. Implied Contract Terms: Each Provision of law and any terms required by law to be in this contract are a part of this contract as if fully stated herein. 5 RFP #C13 -24 PROPOSAL PROCESS Until the final award by 1GPA, 1GPA reserves the right to reject any and /or all submittals, to waive technicalities, to readvertise, or to otherwise proceed when the best interest of 1 GPA will be realized. This procurement is governed by 1GPA and Arizona Procurement Rules for School Districts, Arizona State Procurement Rules, Arizona Department of Education and the Arizona Auditor General's Office. Proposals shall be due no later than 11:00 am on October 1,2013. Envelopes or boxes should be clearly marked RFP #C13 -24 Offerors are fully responsible for timely delivery of proposals. Any proposal received after the stated closing time will be returned unopened. If proposals are sent by mail to the 1GPA Office, the Offeror shall be responsible for actual delivery of the proposal to the Office before the advertised date and hour for the opening. Proposals which are delayed will not be considered and will be returned unopened. The Offeror shall submit one (1) original, two (1) copy, and one (2) electronic version in PDF format provided on a CD or flash drive of the proposal. The proposal shall contain any information or supplements which will assist 1GPA in selecting an Offeror. All expenses associated with this submittal will be borne solely by the Offeror. Questions: Questions and /or clarifications concerning this RFP will be accepted in writing through September 16, 2013 at 5:00 p.m. Request may be transmitted via facsimile or email. Written responses to all written inquiries will be provided and distributed to all recipients of this RFP. Responses and addenda to this RFP, if necessary, are scheduled to be issued by September 20, 2013 at 5:00 p.m. No Offeror may rely upon oral responses made by any 1GPA employee or any representative. Questions and /or clarifications concerning this RFP shall be directed to: 1GPA Solicitation Contact: Christy Knorr cknorr@1GPA.org 6 RFP #C13 -24 VENDOR CONTRACT AGREEMENT Between and 1 GOVERNMENTAL PROCUREMENT ALLIANCE (1GPA) For Janitorial Supplies and Services The following pages will constitute the contract between the successful vendor(s) and 1GPA. Bidders shall state, in a separate writing, and include with their response, any required exceptions or deviations from these terms, conditions, and specifications. If agreed to by 1GPA, they will be incorporated into the final contract. The Vendor Contract ( "Contract ") made and entered into by and between 1GPA. This contract consists of the provisions set forth in the General Terms and Conditions and Special Terms and Conditions pertaining to this document, including provisions of all attachments referenced herein. In the event of a conflict between the provisions set forth below and those contained in any attachment, the provisions set forth shall control. The undersigned hereby proposes and agrees to furnish goods and /or services in strict compliance with the terms, specifications and conditions at the prices quoted unless noted in writing. The undersigned further certifies that he or she is an authorized agent of the company and has authority to negotiate and contract for the company named below. SPECIAL TERMS AND CONDITIONS Audit Contractor shall maintain complete and accurate records concerning the Services /Product and all related transactions for at least three (3) years from the date of final payment for the Services /Product. Cancellation for Non - Performance or Contractor Deficiency 1GPA may terminate any contract if Members have not used the contract, or if purchase volume is determined to be "low volume" in any 12 -month period. 1GPA reserves the right to cancel the whole or any part of this contract due to failure by contractor to carry out any obligation, term or condition of the contract. 1 GPA may issue a written deficiency notice to contractor for acting or failing to act in any of the following: • Providing material that does not meet the specifications of the contract; • Providing work and /or material that was not awarded under the contract; • Failing to adequately perform the services set forth in the scope of work and specifications; • Failing to complete required work or furnish required materials /product within a reasonable amount of time; • Failing to make progress in performance of the contract and /or giving 1GPA reason to believe that the contractor will not or cannot perform the requirements of the contract; and or • Performing work or providing services under the contract prior to receiving a 1GPA reviewed purchase order for such work. Upon receipt of a written deficiency notice, contractor shall have ten (10) days to provide a satisfactory response to 1GPA. Failure to adequately address all issues of concern may result in contract cancellation. Upon cancellation under this paragraph, all goods, materials, work, documents, data and reports prepared by contractor under the contract shall become the property of the Member on demand. 7 RFP #C13 -24 Compliance with Laws Contractor shall indemnify, defend, and hold harmless 1GPA and end users from and against any claims, damage and expense (including reasonable attorney fees) arising out of the violation by Contractor of any applicable law, rule regulation, or ordinance relating to Contractor's operations and performance of the Services. Contractor General Indemnity To the fullest extent permitted by law, Contractor shall indemnify and hold harmless 1GPA and the end users, including its affiliates, directors, officers, officials, employees, and agents, from and against liability, claims, damages, losses or expenses, including attorney fees, arising out of, or resulting from performance of the Services or this Agreement, but only to the extent that the liability, damages, losses, or costs are caused by, or arise out of, the acts or omissions of Contractor, any subcontractor of Contractor, anyone directly or indirectly employed by them, or anyone for whose acts they may be liable. This indemnification provision shall apply equally to injuries to Contractor's employees. Contractor Representations and Corrective Actions In addition to other representations and warranties contained in this Agreement, Contractor represents and warrants to 1GPA that: a) Contractor has performed similar Services and possesses the specific training, skills, knowledge, necessary personnel, and legal right to perform the Services. Contractor shall provide in connection with the Services the standard of care, skill, and diligence normally provided by a Contractor in the performance of similar services and warrants that all such Services shall be performed in accordance with all applicable federal, state and local laws, statutes, regulations, rules and ordinances, as amended from time to time (including but not limited to all applicable environmental, health, and safety, cultural preservation and natural resources management laws, statutes, regulations, rules, and ordinances, as amended from time to time). b) The compensation described in Pricing Section is reasonable pricing for the performance of the Services, as represented by this Agreement, including all exhibits, and Contractor's independent evaluation of the Services to be performed and investigation of site conditions. c) Contractor is financially solvent, able to pay its debts as they mature, and possesses sufficient working capital to complete the services and perform Contractor's obligations required by this Agreement. d) Contractor is able to furnish the plant, tools, materials, supplies, equipment and labor required to complete the Services and perform the obligations required by this Agreement and had sufficient experience and competence to do so and is properly insured. e) Contractor is the holder of or will take the necessary action to obtain all consents, licenses, permits, or other authorizations required to allow it to operate or conduct its business now and as contemplated by this Agreement and to perform the Services under this Agreement. f) No services performed or goods provided by Contractor shall cause any process, procedure, hardware, software, firmware, micro -code, equipment, component or device or any part thereof that is used in end user's operations. Cooperative Purchasing This contract is based on the need for 1GPA to provide the economic benefits of volume purchasing and reduction in administrative costs through cooperative purchasing to schools and other Members. Although contractors may restrict sales to certain public units (e.g. state agencies, local government units), any contract that prohibits sales from being made to public school districts may not be considered. Sales without restriction to any members are preferred. Cooperative Purchasing Agreements Cooperative Purchasing Agreements between 1GPA and its Members have been established under all procurement laws. 8 RFP #C13 -24 Cooperative Purchasing Contracts Offeror agrees all prices, terms, warranties, and benefits granted by offeror to Members through this contract are comparable to or better than the equivalent terms offered by offeror to any present customer meeting the same qualifications or requirements. Customer Support The vendor shall provide timely and accurate technical advice and sales support to 1GPA staff and 1GPA participants. The vendor shall respond to such requests within one (1) working day after receipt of the request. Independent Contractor In performing the Services, Contractor is acting and shall be deemed for all purposes to be an independent contractor. Contractor shall complete the Services according to Contractor's own means and methods of work, which shall be in the exclusive charge and control of Contractor, and which shall not be subject to the control and supervision of the end user, except as to the results of the Services. Contractor shall be entirely and solely responsible for its acts and the acts of its employees and agents while engaged in the performance of the Services. Contractor, its employees and agents shall not hold themselves out as employees or agents of the end user. Intellectual Property Rights Infringement Indemnity Contractor warrants that none of the Services, or the results thereof, performed by Contractor, or the documents, goods, or equipment produced, designed, fabricated, or assembled by Contractor pursuant to this Agreement infringe upon or violate any patent, copyright, trade secret, or any other intellectual or property rights of any third party. Licenses Contractor shall maintain in current status all federal, state and local licenses, bonds and permits required for the operation of the business conducted by contractor. Contractor shall remain fully informed of and in compliance with all ordinances and regulations pertaining to the lawful provision of services under the contract. 1GPA reserves the right to stop work and /or cancel the contract of any contractor whose license(s) expire, lapse, are suspended or terminated. Limitation NOTWITHSTANDING ANY OTHER PROVISION IN THIS AGREEMENT, NEITHER PARTY SHALL BE LIABLE TO THE OTHER PARTY FOR SPECIAL, INDIRECT, NOR CONSEQUENTIAL DAMAGES RESULTING FROM OR ARISING OUT OF THIS AGREEMENT, INCLUDING, WITHOUT LIMITATION, LOSS OF PROFITS OR BUSINESS INTERRUPTION, HOWEVER SAME MAY BE CAUSED. THIS LIMITATION ON CONSEQUENTIAL DAMAGES DOES NOT APPLY TO CLAIMS FOR PERSONAL INJURY, WRONGFUL DEATH OR DIRECT DAMAGES TO PROPERTY. NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR PUNITIVE DAMGES. Contract Placed On Hold 1GPA shall have the ability to place a contract on hold, if it is deemed necessary to address ongoing problems with an awarded contract. Details of the decision to place the contract on hold shall be provided in a written deficiency notice. A reasonable amount of time shall be provided to contractor to address issues in the written deficiency notice. Novation If contractor sells or transfers all assets or the entire portion of the assets used to perform this contract, a successor in interest must guarantee to perform all obligations under this contract. 1GPA reserves the right to accept or reject any new party. A simple change of name agreement will not change the contractual obligations of contractor. 9 RFP #C13 -24 Order of Precedence In the event of conflict in the provisions of the contract as accepted by 1GPA, the following order of precedence shall prevail: 1. Special Terms and Conditions 2. General Terms and Conditions 3. Specifications and Scope of Work 4. Attachments and Exhibits 5. Documents referenced or included in the solicitation Work / Services Contractor agrees to perform the services as set forth in Scope of Work / Services in a timely manner and in accordance with the terms and conditions of this Agreement and applicable laws. Contractor shall furnish, at its own expense, all labor, transportation, materials, consumables, qualified supervisory personnel, tools, equipment and facilities, to properly perform the Work / Services, except as otherwise provided in the Scope of Work / Services. Taxes Contractor shall pay all taxes and contributions for unemployment, insurance, retirement benefits, pensions, annuities, and similar benefits, which may now or hereafter be imposed on Contractor by law or collective bargaining agreements with respect to persons employed Contractor for performance of the Services. Contractor shall be liable for and shall pay and shall indemnify, defend, and hold 1GPA and the end user harmless from, all such taxes and contributions or any interest accrued and penalties imposed, and reasonable attorney fees and all taxes (including but not limited to, income, withholding, gross receipts, compensating, use and all other taxes of whatsoever kind and whatsoever nature), excises, assessments, and other charges levied by any governmental agency or authority on or because of the Services, or on any materials, equipment, services, or supplies furnished in the performance of the Services. On all invoices, Contractor shall separately show all gross receipts, compensating, sales, and other similar taxes required by the state. Contractor shall utilize appropriate Nontaxable Transaction Certificates, or similar certificates from other states, where applicable, to minimize gross receipts, compensating, sales, and other similar taxes. Warranty Conditions All supplies, equipment and services shall include manufacturer's minimum standard warranty and one (1) year labor warranty unless otherwise agreed to in writing. Vendor shall be an authorized dealer, distributor, or manufacturer for all products. All equipment proposed shall be new unless clearly stated in writing. 10 RFP #C13 -24 SPECIFICATIONS / SERVICES / SCOPE 1. Does your company supply janitorial cleaning supplies? Yes No 2. Does your company supply janitorial equipment? i.e. shampooers, scrubbers, buffers, etc. Yes No 3. Does your company provide repair service on Janitorial Equipment? Yes No 4. Does your company provide the following services: Rug /Mat Cleaning, Pick -up and Delivery? Yes No Uniform Laundry, Pick -up and Delivery? Yes No Equipment Rental? Yes No 11 RFP #C13 -24 PRICING An Excel spreadsheet is available upon request for your convenience. Bidder may use the 1GPA pricing spreadsheet, or they may submit pricing in their own format. Either will be accepted. Please request spreadsheet by emailing Christy Knorr at cknorr(1gpa.orq 1GPA is requesting pricing on ALL products and services available, including equipment parts, repairs, etc. Please list all products and services when submitting your proposal. 12 RFP #C13 -24 VENDOR PROFILE QUESTIONNAIRE Please provide responses to the following questions that address your company's operations, organizations, structure, and processes for providing products and services. 1. Minority/Women Business Enterprise (Required by some participating governmental agencies) Vendor certifies that this firm is a M/WBE. Yes No 2. Historically Underutilized Businesses (Required by some participating governmental agencies) Vendor certifies that this firm is a HUB. Yes No 3. Certification of Residency Company submitting bid is a resident bidder. Yes No Vendor's principal place of business is in the City of , State of 4. Felony Conviction Notice ( ) Is not owned or operated by anyone who has been convicted of a felony. ( ) Is owned or operated by the following individual(s) who has /have been convicted of a felony. Please give detailed explanation of the names /convictions (must be attached). 5. Pricing Information In addition to the current typical unit pricing furnished herein, the Vendor agrees to offer all future product instructions at prices that are proportionate to Dealer Pricing. Yes No (If answer is no, attach a statement detailing how pricing for 1 GPA participants would be calculated.) Pricing submitted includes the required 1GPA administrative fee. Yes No Vendor agrees to remit to 1GPA the required administrative fee. Yes No Additional discounts for purchase of a guaranteed quantity? Yes No 6. Cooperatives List any other cooperative contracts currently held. Cooperative Discount Offered Expires 13 RFP #C13 -24 7. Business Presence by State Please check mark the states covered by your company's products and /or services Alabama Kentucky North Dakota Alaska Louisiana Ohio Arizona Maine Oregon California Maryland Pennsylvania Colorado Massachusetts Rhode Island Connecticut Michigan South Carolina Delaware Minnesota South Dakota District of Mississippi Tennessee Columbia Missouri Utah Florida Montana Vermont Georgia Nebraska Virginia Hawaii Nevada Washington Idaho New Hampshire West Virginia Illinois New Jersey Wisconsin Indiana New Mexico Wyoming Iowa New York Kansas North Carolina 8. Company Background a) Provide a brief history of your company, including the year it was established. b) Provide company's official registered name. c) Provide your company's corporate organizational chart. 14 RFP #C13 -24 d) Provide corporate office location. List number of sales and service offices in each location. List the name of key contact at each with title, address, phone, fax number, e- mail address, etc. along with resume. (Attach a separate sheet in necessary, and insert behind this page. e) If you are a certified W /MBE vendor, what percentage of your business is with W /MBE suppliers. f) Provide your company's Dun & Bradstreet (D &B) number. g) Please define your standard terms of payment. Do you offer discounted terms? Standard Discounted 9. Processing Information: Provide company Contact information for the following: Sales Reports / Accounts Payable Contact Person: Name: Title: Company: Address: City: State: Zip: Phone: Email: Purchase Orders Contact Person: Name: Title: Company: Address: City: State: Zip: Phone: Email: 15 Sales and Marketing Contact Person: Name: Title: RFP #C13 -24 Company: Address: City: State: Zip: Phone: Email: 16 RFP #C13 -24 VALUE-ADDED SERVICES DESCRIPTION Operational Review and respond to the areas of value -added services below. 1. Describe how your company will interact with 1GPA. Include a process map of communications. 2. Is your system a self - developed and self- managed system or an outside paid service? 3. Describe your operational methods and procedures for Distribution Center Security, including: • Audit Control Logs • Receiving • Production • Shipping • Personnel 4. Indicate if your company will accept all forms of purchase orders. 5. What credit requirements are needed by the government entity in order for your company to accept a purchase order? 6. Identify the process of receiving a purchase order. 7. Does your company require Tax Exempt Forms be provided by government entities for each purchase order? 8. Describe how your company will invoice the government entity. Include a process map. 9. Discuss the invoicing options your company offers and the payment terms for each. 10. Is your company capable of handling Electronic Funds Transfer (EFT) payment? If so, what EFT formats (CTX, CPT, etc.) do you currently support? 11. What does your company do to ensure bills are received within a reasonable time frame and issued to government entities for payment? 12. How many products do you stock? Where? 13. Provide evidence of your company's ability to work with government entities to continuously lower their process costs. 14. Provide examples of any documented cost reduction results that your company has engaged in with your customers. 15. How does your company work to continuously improve the services you provide? 16. Please specify actual price listing or common multiplier that will determine any price changes of additional states above, if different. 17. Please give examples of local agencies that have purchased products from your company. 18. How flexible is this process for future changes or additions? What is the process and estimated timeline for future changes? 17 RFP #C13 -24 Quality Control 1. What is your error rate? 2. How do you take responsibility for mistakes? 3. If your product is deemed defective, what is the replacement process and turnaround? 4. State whether your company provides a quality guarantee on their product/service. If so, please describe. Website 1. Provide website. 2. Describe any direct order entry system or capabilities your organization has, such as internet capabilities. If so, provide detailed information related to the features and benefits related to your solution. 3. Is there a dedicated staff to address any issues with the system or access? 4. How will your company provide for an online ordering webpage? How will this page be linked to the 1 GPA webpage? 5. Who updates your website? 6. Please provide a list of all major upgrades that you have performed on your website during the past 12 months and explain how the upgrades benefited or impacted the average customer. Shipping 1. What type of shipping (USPS, UPS, FedEx, etc.) do you use? Is it possible for the government entity to choose? 2. Are you able to drop ship orders directly to each of our members or their recipient's? 3. Purchasers shall not be charged for shipping and handling, or for any service charges. The vendor agrees all deliveries will be F.O.B. destination. 4. Do you have special rates with your shipping company based on volume? 5. Describe your company's shipping schedule notification procedures. 6. Describe how your company deals with shipping delays. How do you notify your customer of delays? 7. Provide your shipping schedule reporting form. How many times do you update? Training 1. Describe how you intend on involving 1GPA staff or any personnel in your introduction. 2. Describe how you intend on introducing this program to your company. 3. Describe the scope of training opportunities your company would make available to government entities as needed. 4. Describe your training program with 1GPA staff and a proposed schedule of topics and include any proposed training literature or materials. 5. Indicated who will be providing training including their title, telephone number, fax number, and e-mail address. Include resume. 18 RFP #C13 -24 6. What is your best estimate of time needed for implementation? What are the items that most significantly impact this timeline? 7. Would any process change be required by 1GPA? 8. Provide details on your proven track record for commissioning systems. Customer Service and Reporting 1. Describe your company's customer service department (hours of operation, number of service centers, etc.). 2. Describe how your company handles after hours customer service needs. 3. Indicated who will be providing technical assistance including their title, telephone number, fax number, and e-mail address. Include resume. 4. What is your time to turnaround orders? Enhancement and Upgrade Policy- Provide a clear description of the upgrade and enhancement policies for all applications proposed. Clearly state the policy going forward relative to both the vendor selling price and the total cost to the application owner for upgrades and enhancements. System Requirements- Please describe the infrastructure in order to support your proposed system including hardware, network infrastructure and personnel /skills required to support the system. Additional Value Added Services- Please include any additional information you think 1GPA should have when making their decision to select your company. (Leasing /vehicle service) Certificates- List any certificates you hold that would show value for your response. 19 RFP #C13 -24 CONTRACTOR REQUIREMENTS Contractor Certification Contractor's Employment Eligibility By entering the contract, Contractor warrants compliance with the Federal Immigration and Nationality Act (FINA), and all other federal and state immigration laws and regulations. The Contractor warranty that it is in compliance with the various state statues of the state it is will operate this contract in. Participating Government Entities including School Districts may request verification of compliance from any Contractor or subcontractor performing work under this Contract. These Entities reserve the right to confirm compliance in accordance with applicable laws. Should the Participating Entities suspect or find that the Contractor or any of its subcontractors are not in compliance, they may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Contract for default, and suspension and /or debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor. The offeror complies and maintains compliance with the appropriate statues which requires compliance with federal immigration laws by State employers, State contractors and State subcontractors in accordance with the E- Verify Employee Eligibility Verification Program. Contractor, subcontractors, vendors and their employees shall not provide services on school district properties until authorized by the District. Contractor shall comply with governing board policy of the 1GPA participating entities in which work is being performed. Fingerprint & Background Checks If required to provide services on school district property at least five (5) times during a month, contractor shall submit a full set of fingerprints to the school district if requested of each person or employee who may provide such service. Alternately, the school district may fingerprint those persons or employees. An exception to this requirement may be made as authorized in Governing Board Policy. The district shall conduct a fingerprint check in accordance with the appropriate state and federal laws of all contractors, subcontractors, or vendors and their employees for which fingerprints are submitted to the district. Contractor, subcontractors, vendors, and their employees shall not provide services on school district properties until authorized by the District. The offeror shall comply with fingerprinting requirements in accordance with appropriate statues in the state in which the work is being performed unless otherwise exempted. 20 RFP #C13 -24 Contractor shall comply with governing board policy in the school district or participating entity in which work is being performed. In accordance with A.R.S. 35 -391 and A.R.S. 35 -393, the Contractor hereby certifies that the contractor does not have scrutinized business in Sudan and /or Iran. Clean Air and Water Act I, the Vendor, am in compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act of 1970, as Amended (42 U.S. C. 1857 (h), Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order 117389 and Environmental Protection Agency Regulation, 40 CFR Part 15 as required under OMB Circular A -102, Attachment 0, Paragraph 14 (1) regarding reporting violations to the grantor agency and to the United States Environment Protection Agency Assistant Administrator for the Enforcement. Clean Air and Water Act I, the Vendor, am in compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act of 1970, as Amended (42 U.S. C. 1857 (h), Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order 117389 and Environmental Protection Agency Regulation, 40 CFR Part 15 as required under OMB Circular A -102, Attachment 0, Paragraph 14 (1) regarding reporting violations to the grantor agency and to the United States Environment Protection Agency Assistant Administrator for the Enforcement. Debarment Notice I hereby further certify that my company has not been debarred, suspended or otherwise ineligible for participation in Federal Assistance programs under Executive Order 12549, "Debarment and Suspension ", as described in the Federal Register and Rules and Regulations. 21 RFP #C13 -24 ANTITRUST CERTIFICATION STATEMENT Texas Government Code §2155.005 I affirm under penalty of perjury of the laws of the State of Texas that: 1. I am duly authorized to execute this contract on my own behalf or on behalf of the company, corporation, firm, partnership or individual (Company) listed below. 2. In connection with this bid, neither I nor any representative of the Company has violated any provision of the Texas Free Enterprise and Antitrust Act, Tex. Bus. & Comm. Code Chapter 15. 3. In connection with this bid, neither I nor any representative of the Company has violated any federal antitrust law; and 4. Neither I nor any representative of the company has directly or indirectly communicated any of the contents of this bid to a competitor of the company or any other company, corporation, firm, partnership, or individual engaged in the same line of business as the company listed. Vendor Name Address (Please Type or Print) Phone Fax Email Website Name of Person Submitting Bid Signature Date Position with Company 22 RFP #C13 -24 NON - COLLUSION AFFIDAVIT Non - Collusion Affidavit State of ) ss. County of (Print Name of Person Authorized to Sign Offer) the of affiant, (Position Title) (Company Name) The persons, corporation, or company who makes that accompanying Proposal, having first been duly sworn, deposes and says: That such proposal is genuine and not sham or collusive, nor made in the interest of, or behalf of, any persons not herein named, and that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm, or corporation to refrain from offering, and that the Offeror has not in any manner by collusion to secure for itself an advantage over any other Offeror. (Signature of Person Authorized to Sign Offer) (Title) Subscribed and sworn to before me This day of 20 Signature of Notary Public in and for the State of County of 23 RFP #C13 -24 ACCEPTANCE OF SPECIAL TERMS AND CONDITIONS Please indicate your acceptance, deviations or exceptions to the aforementioned Scope of Work or Services and the Specifications herein. Please explain the issues or concerns with all exceptions or deviations. Be sure to indicate the title of the provision or line item and the page number. (Note: Exceptions or deviations could be deemed unacceptable and disqualify your proposal for unresponsiveness. 1 GPA reserves the sole right to determine if exceptions or deviations are acceptable or not.) Check one of the following: ❑ We take no exceptions or deviations to the Scope of Work or Services, or Specifications. ❑ We take exception to the following Scope of Work / Services or Specifications, and have identified the provisions of Scope of Work / Services or the Specifications below. ❑ We deviate from the following Scope of Work / Services, or Specifications, and have identified the provisions of Scope of Work / Services, or the Specifications below, and provided a proposed alternative language or substitution of Work, Services or Specifications. Exceptions: Deviations: 24 RFP #C13 -24 OFFER AND CONTRACT ACCEPTANCE This page must be completed and signed by Offeror If addenda to this RFP are released, indicate the receipt of addenda by entering the number of addenda here: Prices are guaranteed for Company Name: Authorized Signature: Title: Date: Company Address: City /State /Zip Code: Phone: Fax: Email: Website: Printed Name of Sales Rep: Acceptance by 1GPA: Contract Term: From: To: Unless otherwise stated, all contracts are for a period of one (1) year with an option to renew annually for an additional four (4) years if agreed to by 1 GPA and the awarded Vendor. Vendors shall honor all participation fees for any sales made based on a 1GPA contract whether the Vendor is awarded a renewal or not. 1GPA Signature: Date: Title: Printed Name: Approved By: Yavapai County ESA Signature: Date: Printed Name: Contract # 25 RFP #C13 -24 PROPOSAL INSTRUCTIONS AND CHECKLIST Please read this solicitation in its entirety, and be certain you thoroughly understand the requests for information being made in which you are to respond. Should you not fully comprehend the requests being made, do not hesitate to contact the 1GPA Contract Administrator identified on the cover sheet. Provided below are the instructions and a checklist that will guide you during the proposal process. Follow the instructions closely. Failure to comply with every requirement could render your proposal non- responsive and susceptible for rejection. Please use and the checklist provided and initial each item as they are completed. Your proposal shall include these instructions and checklist with all items initialed. Completed Acknowledgement of Receipt form (pg. 2) Provide copies off all Addenda issued by 1 GPA to potential Offerors Cover Letter per the instructions in the General Terms and Conditions A complete copy of this solicitation Completed information contained in the Vendor Agreement section Entered company or Offeror name at the top of Vendor Contract Responded to Specifications / Services /Scope Responded to the Pricing form Completed Vendor Profile Questionnaire Completed and signed Antitrust Certification Statement Completed, signed and notarized Non - collusion Affidavit Completed the Acceptance of Special Terms and Conditions form Completed and signed the Offer and Contract Acceptance form Completed the General Terms and Conditions form Completed the Proposal Identification form Completed and included this Proposal Instructions and Checklist form 26 RFP #C13 -24 GENERAL TERMS AND CONDITIONS Administrative Fees 1GPA will invoice the Vendor on a monthly basis for the administrative participation fee. The invoice will be based on total sales made through the 1GPA contract with the Vendor. Invoices will be issued at the time a Purchase Order is received by 1GPA. Invoices are due and payable upon receipt. Assignments of Contracts No assignment of contract may be made without the prior written approval of 1GPA, provided, however, that Contractor may assign this agreement to an entity under the control of Contractor's parent company. Except as provided herein, payment can only be made to the awarded Vendor. Vendor is required to notify 1GPA when any material change in operations that may adversely affect 1GPA members, whether perceived or actual, i.e. bankruptcy, change of ownership, merger, etc. Binding Offers All proposals submitted by Offeror are required to be binding offers, enabling acceptance by the 1GPA to form a binding contract. Proposals are to remain as binding offers for the full period of time of the initial 90 -day Period of Acceptance and as such time period may be extended by 1GPA. 1GPA reserves the right to request revisions to proposals, prior to award, for the purpose of obtaining best and final offers. Bribery and /or Kickbacks By law 1GPA is required to inform Offerors of the following: (1) it is a third - degree felony to commit the offense of bribery of a public officer or public employee; (2) it is a third - degree felony to commit the offence of demanding or receiving a bribe by a public officer or public employee; (3) it is a fourth - degree felony to commit the offense of soliciting or receiving illegal kickbacks; (4) it is a fourth- degree felony to commit the offense of offering or paying illegal kickbacks. Clarification and /or Discussions Clarification is to communicate with offeror /offerors, in the form of written addendum for the purpose of eliminating minor errors, clerical errors, and /or irregularities. It is accomplished by explanation or substantiation, either in response to an inquiry from 1GPA or an inquiry initiated by an offeror. Clarification does not give an offeror the opportunity to revise, change or modify their proposal in any way except to the extent of correction of the error results in a revision. Discussion takes place after the initial receipt of proposals. 1GPA reserves the right to conduct discussions with offerors whose proposals are determined to be reasonably susceptible to receiving a contract award. Discussions occur when oral or written communications between 1GPA and the offeror /offerors are conducted for the purpose of clarifications involving information needed for determining the acceptability of a proposal or to provide an opportunity for an offeror to revise and /or modify their proposal. 1GPA will not assist the offeror in the revision or modification of their proposal, nor will 1GPA assist the offeror in bringing their proposal to the same level of other proposals received by 1GPA. Further, 1GPA will make no indication of pricing or other proposal information received by other offerors. Confidentiality It is understood by the Seller or Offeror and 1GPA that 1GPA is subject to the provisions of the Public Records Act in any /all states. In the event Seller or Offeror has responded to a Request For Bid (RFB) or a Request for Proposal (RFP) and marked all or any part of the information submitted as "CONFIDENTIAL INFORMATION" or as "PROPRIETARY INFORMATION ", 1GPA agrees to notify Seller of any third party request for any rate, terms, compensation amounts, or other information documented in 27 RFP #C13 -24 the Purchase Order, Agreement, or Contract. To the extent Seller or Offeror provides 1GPA with written direction to withhold such requested Confidential Information or Proprietary Information and litigation results, Seller or Offeror agrees that the action would be brought in a court of competent jurisdiction under state law. Seller or Offeror, being aware of said facts, agrees to provide legal counsel on behalf of 1GPA in any such litigation, including attorney fees and court costs. If Seller or Offeror fails or refuses to provide legal counsel at its expense within ten (10) calendar days after written notification, as aforesaid, such failure may result in 1GPA agreeing to release the Purchase Order, Agreement, or Contract or any portion thereof which is relevant to the denied request. Confidential data are normally restricted to confidential financial information concerning the Offeror's organization and data that qualifies as a trade secret. Conflict of Interest Offeror warrants that it presently has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of service under this contract. Contracts All contracts and agreements between a Vendor and a 1GPA participant shall strictly adhere to the statues that are set forth in the Uniform Commercial Code as most recently revised and adopted by the state in which the transaction occurs. Contracts for purchase will normally be put into effect by means of a purchase order(s) executed by authorized agents of the participating government agencies. Contract Term The term of the Agreement shall be in effect for one (1) year, subject to earlier termination or extension pursuant to the Agreement provisions; The Agreement shall renew automatically, for four (4) additional one (1) year terms unless notice is given by either party to the other by U.S. Certified Mail of its intent not to renew at least ninety (90) days prior to the expiration of the term in force. Contract Type: The term contract shall be a percent of discount off manufacturer's price list or catalog, or fixed price, or a combination of both with indefinite quantities. The form of contract for this solicitation shall be the Request For Proposal (RFP), the awarded proposals and the best and final offers, as well as the properly issued and reviewed purchase orders from the 1 GPA member. Competitive Range It may be necessary for 1GPA to establish a competitive range of acceptable proposals as part of the evaluation process. Proposals not in the competitive range are unacceptable and do not receive further award consideration. Delivery and Performance Schedule Contractor shall provide delivery of goods, and /or performance of services in accordance with the needs of the 1GPA member. Products delivered must conform to the products listed under this contract and may not be substituted with nonconforming products. Contractor agrees to pay for and arrange for return of goods that are defective. Contractor shall perform services in accordance with the participating 1GPA member's schedule. 28 RFP #C13 -24 Deviations and Exceptions to Requirements Deviations or exceptions stipulated in a vendor response may result in disqualification. Language to the effect that the vendor does not consider this solicitation to be part of a contractual obligation may result in that vendor's proposal being disqualified. It is the intent of 1GPA to award a offeror's complete line of products, when possible and advantageous. Disclosures Vendor affirms that he /she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip favor or service to a public servant in connection with this contract. Vendor shall attach, in writing, a complete description of any and all relationships that might be considered a conflict of interest in doing business with participants in 1 GPA. The vendor affirms that, to the best of his /her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract. Bidder must comply with the following conflict of interest procedures — local government code — Disclosure of certain relationships with local government officers, providing public access to certain information. Estimated Quantities 1GPA estimates considerable activity resulting from this award. Based on historical data from previous contracts as well as member surveys, 1 GPA estimates usage of this contract to $3 Million annually. 1GPA makes no guarantee or commitment of any kind concerning quantities that will actually be purchased. 1GPA makes no guarantee or commitment of any kind regarding usage of any contracts resulting from this solicitation. Form of Contract The form of contract for this solicitation shall be the Request for Proposal, the awarded proposal(s) and best and final offer(s), and properly issued and reviewed purchase orders incorporating each member's specific policies and P.O. terms and conditions referencing the requirements of the Request for Proposals. If a firm submitting an offer requires 1GPA and /or Member to sign an additional agreement, a copy of the proposed agreement must be included with the proposal. Freight (if applicable) All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing. Funding Out Clause Any /all contracts exceeding one (1) year shall include a standard "funding out" clause. A contract for the acquisition, including lease, of real or personal property is a commitment of the Entity's current revenue only. Retains to the Entity the continuing right to terminate the contract at the expiration of each budget period during the term of the contract and is conditioned on a best efforts attempt by the Entity to obtain appropriate funds for payment of the contract. 29 RFP #C13 -24 Indemnity The Vendor shall protect, indemnify, and hold harmless 1GPA and its participants, administrators, employees and agents against all claims, damages, losses and expenses arising out of resulting solely from the negligent actions or misconduct of the Vendor, Vendor employees or Vendor subcontractors in the preparation of the RFP and the later execution of the contract. Any litigation involving 1GPA, its administrators and employees and agents will be in the state of Arizona, Any litigation involving 1GPA participants shall be in the jurisdiction of the participating agency. Inquiries • Duty to Examine. It is the responsibility of each Offeror to examine the entire solicitation, seek clarification in writing, and check its Offer for accuracy before submitting the Offer. Lack of care in preparing an Offer shall not be grounds for withdrawing the Offer after the Offer due date and time nor shall it give rise to any Contract claim. • Solicitation Contact Person. Any inquiry related to a Solicitation, including any request for or inquiries regarding standards referenced in the Solicitation shall be directed solely to the Solicitation contact person. The Offeror shall not contact or direct inquiries concerning this Solicitation to any other employee unless the Solicitation specifically identifies a person other than the Solicitation contact person as a contact. • Submission of Inquiries. The Procurement Officer or the person identified in the Solicitation as the contact for inquires may require that an inquiry be submitted in writing. Any inquiry related to a Solicitation shall refer to the appropriate Solicitation number, page, and paragraph. Do not place the Solicitation number on the outside of the envelope contacting that inquiry since it may then be identified as an Offer and not be opened until after the Offer due date and time. • Timeliness. Any inquiry shall be submitted as soon as possible and at least seven (7) days before the Offer due date and time. Failure to do so may result in the inquiry not being answered. • No Right to Rely on Verbal Responses. Any inquiry that results in changes to the Solicitation shall be answered solely through a written Solicitation Amendment or Addendum. An Offeror may not rely on verbal responses to its inquiries. • Solicitation Amendments /Addenda. The Solicitation shall only be modified by a Solicitation Amendment or Addendum. • Pre -Offer Conference. If a pre -Offer conference has been scheduled under this Solicitation, the date, time, and location appear on the Solicitation cover sheet or elsewhere in the Solicitation. An Offeror should raise any questions it may have about the Solicitation or the procurement at that time. An Offeror may not rely on any verbal responses to questions at the conference. Material issues raised at the conference that result in changes to the Solicitation shall be answered solely through a written Solicitation Amendment or Addendum. • Persons with Disabilities. Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the appropriate Solicitation contact person. Requests shall be made as early as possible to allow time to arrange the accommodation. Inspection & Acceptance Contractor shall deliver said materials purchased on this contract to the 1GPA member issuing a Purchase Order. Conforming product shall be shipped within 7 days of receipt of Purchase Order. If delivery is not or cannot be made within this time period the contractor must receive authorization from the purchasing agency for the delayed delivery. 30 RFP #C13 -24 If defective or incorrect material is delivered, the purchasing agency may make the determination to return the material to the contractor at no cost to the purchasing agency. The contractor agrees to pay all shipping costs for the return shipment. Contractor shall be responsible for arranging the return of the defective or incorrect material. Insurance Contractor and subcontractors shall procure and maintain until all of their obligations have been discharged, including any warranty periods are satisfied, insurance against claims for injury to persons or damage to property which may arise from or in connection with the performance of the work by the Contractor, his agents, representatives, employees or subcontractors. The insurance requirements herein are minimum requirements and in no way limit the indemnity covenants contained in this RFP. Contractor shall provide coverage with limits of liability not less than those stated below. 1. Commercial General Liability- Occurrence Form Policy shall include bodily injury, property damage and broad form contractual liability coverage. General Aggregate - $2,000,000 Products - Completed Operations Aggregate - $1,000,000 Personal and Advertising Injury - $1,000,000 Each Occurrence - $1,000,000 The policy shall be endorsed to include the following additional insurance language: 1GPA member is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor. 2. Automobile Liability Bodily Injury and Property Damage for any owned, hired, and non -owned vehicles used in the performance of this Contract. Combined Single Limit (CSL) $1,000,000. The policy shall be endorsed to include the following additional insured language: 1GPA member is named as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the Contractor, including automobiles owned, leased, hired or borrowed by the Contractor. 3. Worker's Compensation and Employers' Liability Workers' Compensation Statutory Employers' Liability Each Accident $100,000 Disease -Each Employee $100,000 Disease - Policy Limit $500,000 4. Property Insurance Contractor's awarded contracts for construction or expansion of buildings shall obtain and maintain for the duration of the project, course of construction builders risk insurance in the amount of the real property being constructed. ADDITIONAL INSURANCE REQUIREMENTS: The policies are to contain, or be endorsed to contain the following provisions: A. The Contractor's insurance coverage shall be primary insurance and noncontributory with respect to all other available sources. B. Coverage provided by the Contractor shall not be limited to the liability assumed under the indemnification provisions of this Contract. Laws and Regulations This procurement shall be governed by, construed, and enforced in accordance with the laws of each state in which the awarded contractor is conducting business under this contract. Lead Agency A Lead Agency is a well - established and well respected government agency who facilitates the competitive bidding process by being a part of the process from start to finish. The Lead Agency also provides Board Approval for the award of contracts resulting from each Solicitation. The Lead Agency for this RFP is Yavapai County ESA. 31 RFP #C13 -24 Marketing Plan Vendor shall provide 1GPA a marketing plan for promoting the 1GPA contract. This plan shall cover all areas and states applicable. Vendor shall demonstrate how the 1GPA contract will be used as a primary contract offering to participating agencies. Encouraging participating agencies to circumvent the contract by purchasing directly from Vendor will result in probation or termination of contract. Non Collusion By signing the Offer and Acceptance form or other official contract form, the offeror certifies that: It did not engage in collusion or other anti - competitive practices in connection with the preparation or submission of its offer; and it does not discriminate against any employee, applicant for employment, or person to whom it provides services because of race, color, religion, sex, national origin, or disability and that it complies with all applicable federal, state, and local laws and executive orders regarding employment. Multiple Awards 1GPA has a large number and variety of potential using districts and agencies at locations throughout the United States and abroad. In order to assure that any ensuing contracts will allow 1GPA to fulfill current and future requirements; 1GPA reserves the right to award contracts to multiple vendors. The actual use of any contract will be at the sole discretion of 1GPA members. The fact that 1GPA may make multiple contracts, award only one contract, or to make no awards rests solely with 1 GPA. New Technology and Products New products that meet the scope of work may be added to the existing contract. Pricing shall be equivalent to the percentage discount of other products. Vendor may replace or add product lines to an existing contract if the line is replacing or supplementing products on contract, is superior to the original products offered, is discounted in a similar or to a greater degree and /or if the products meet the requirements of the original solicitation. No products may be added to avoid competitive procurement procedures. 1GPA may reject any additions, without cause. Non - Exclusive Contract Any contract resulting from this solicitation shall be awarded with the understanding and agreement that it is for the sole convenience of 1GPA members. 1GPA and its membership reserve the right to obtain like goods and services when necessary. Ordering Procedures Purchase orders are issued by participating agencies to the Vendor per 1GPA contract. Participating agencies must send a copy of each Purchase Order to 1GPA, unless otherwise stipulated by 1 GPA. Period of Acceptance All proposals must remain valid for a minimum period of ninety (90) days after the Proposal Due Date. No proposal may be modified or withdrawn by the Offeror during this period of time unless prior written permission is granted by 1GPA. 1GPA reserves the right to request additional information from the Offeror at any time during the selection process. 1GPA also reserves the right to extend by thirty (30) days the proposal of any Offeror, at no additional cost to 1GPA, to allow for the completion of the final contract documents. If the notification of selection of an Offeror or request for time extension has not been made by 1GPA after ninety (90) days, Offerors may, at their discretion, withdraw their proposals or provide 1GPA with written extensions of time. Pricing The vendor agrees to provide best available pricing to 1GPA and it participating agencies that are the lowest pricing available to similar customers and the pricing shall remain so throughout the duration of the contract. The Vendor agrees that no single entity or single State Contract shall receive pricing that is lower than 1GPA pricing. The Vendor agrees to promptly lower the cost of any product purchased through 1GPA following a reduction in the manufacturer or publisher's direct cost to the Vendor. Price increases will be honored. However, the Vendor shall honor previous prices for thirty (30) 32 RFP #C13 -24 days after written notification to 1GPA of an increase. All pricing submitted to 1GPA shall include the participation fee to be remitted to 1GPA by the Vendor. It is the Vendor's responsibility to keep all pricing up to date and on file at 1GPA. All price changes shall be presented to 1GPA using the same format as was accepted in the original proposal. Protests Protests shall be filed with 1GPA and shall be resolved in accordance with state and /or local statues. A protest of a proposed award or awards must be filed within ten (10) days after the protester should have known the basis of the protest. A protest filed on the 10th day must be filed no late than 5:OOpm Mountain Time. A protest must include: • The name, address and telephone number of the protester • The original signature of the protester • Identification of the solicitation by solicitation number and name • A detailed summary of the legal and factual basis of the protest • Protestor must clearly explain the form of relief he /she is seeking Public Inspection All proposals submitted in response to this solicitation shall become property of 1GPA. These documents will become a matter of public record and will be available for inspection subsequent to award notification, under supervision by a 1GPA representative. References The Offeror shall provide a list of five (5) references of clients whom are being provided the same or similar type service. The reference list shall include current clients which services have been provided within the past three (3) years and shall provide a contact person, telephone number and email address. 1 GPA reserves the right to contract clients for reference checks. Safety Offeror, at its own expense and at all times, shall take all reasonable precautions to protect persons and the District property from damage, loss or injury resulting from the activities of Offeror, its employees, its subcontractors, and /or other persons present. Contract shall erect and properly maintain all necessary safeguards for protections of workers and public. Contractor shall post warning signs against all hazards created by its operation and work in progress. Offeror will comply with all specific job safety requirements promulgated by any governmental authority, including without limitation, the requirements of the Occupational Safety Health Act of 1970. Site Requirements Contractor shall clean up and remove all debris and rubbish resulting from his work as required or directed by 1GPA member. Upon completion of the work, premises shall be left in good repair, orderly, neat, clean and in unobstructed condition. If required to provide services on school district property at least five (5) times during a month, contractor shall submit a full set of fingerprints to the school district, for each employee who may be providing such services. Additionally, the contractor shall abide by applicable governing board fingerprinting policies at the school district where work is being performed. Contractor shall not begin a project for which Member has not prepared the site, unless contractor does the preparation work at no cost, or until Member includes the cost of site preparation in a purchase order. Site preparation includes, but is not limited to: moving furniture, installing wiring for networks or power, and similar pre - installation requirements. Registered Sex Offender Restrictions For work to be performed at schools, contractor agrees that no employee or employee of a subcontractor who has been adjudicated to be a registered sex offender will perform work at any time when students are or are reasonably expected to be present. Contractor agrees that a violation of this condition shall be considered a material breach and may result in the cancellation of the purchase order at the Member's 33 RFP #C13 -24 discretion. Contractor must identify any additional costs associated with compliance of this term. If no costs are specified, compliance with this term will be provided at no additional charge. Smoking Persons working under the contract shall adhere to local smoking policies. Smoking will only be permitted in posted areas or off premises. Stored Materials Upon prior written agreement between the contractor and Member, payment may be made for materials not incorporated in the work but delivered and suitably stored at the site or some other location, for installation at a later date. An inventory of the stored materials must be provided to Member prior to payment. Such materials must be stored and protected in a secure location, and be insured for their full value by the contractor against loss and damage. Contractor agrees to provide proof of coverage and /or addition of Member as an additional insured up Member's request. Additionally, if stored offsite, the materials must also be clearly identified as property of buying Member and separated from other materials. Member must be allowed reasonable opportunity to inspect and take inventory of stored materials, on or offsite, as necessary. Until final acceptance by the Member, it shall be the Contractor's responsibility to protect all materials and equipment. The Contractor warrants and guarantees that title for all work, materials and equipment shall pass to the Member upon final acceptance. Payment for stored materials shall not constitute final acceptance of such materials. Subcontracts and Other Contractual Arrangements The use of subcontracts or other contractual arrangements to provide the requested services is permitted. 1GPA, however, is looking for a contracting entity that provides for a single, technically and financially capable party to be fully responsible to 1GPA for all contractual obligations. Supplemental Agreements The 1GPA participant and Vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this Agreement i.e. invoice requirements, ordering requirements, on campus service, specialized delivery, etc. Any supplemental agreement developed as a result of this RFP is exclusively between the 1GPA participant and Vendor. 1GPA, its agents, members and employees shall not be made party to any claim for breach of such agreement. Any supplemental agreement between Vendor and the 1GPA participant is exclusively between the 1GPA participant and the Vendor and will be subject to immediate cancellation by the 1GPA participant (without penalty to the 1GPA participant) if, in the opinion of the 1GPA participant, the quality, service and specification requirements, and /or the terms and conditions are not maintained as stated in the supplemental agreement. Warranties The contractor warrants that the materials supplied under this contract are free of liens and that for a period of one year after acceptance by 1 GPA member of materials and /or services they shall be • Fit for intended purpose for which materials /service are used • Within the variations permitted by the Contract and are of even kind, quality within each unit and among units • Adequately contained, packaged and marked as the Contract may require • Conform to the written promises or affirmations of fact made by the contractor and specification requirements, and /or the terms and conditions are not maintained as stated in the supplemental agreement. Websites Vendor agrees to allow 1 GPA to publish their name and logo in its website. 34 RFP #C13 -24 EVALUATION OF PROPOSALS EVALUATION AND AWARD OF PROPOSALS 1GPA will receive proposals from contractors having specific experience, resources and qualifications in the proposed scope of work. Proposals for consideration for this project must contain evidence of the contractor's experience and abilities in the specified area and other disciplines directly related to the proposed service. Other information required by 1GPA to be submitted in response to this RFP is included elsewhere in this solicitation. A selection commit will review and evaluate all replies and detailed proposals, may conduct oral presentations or a combination of both, unless otherwise indicated in this solicitation. The selection committee will have only the response to this solicitation to review for selection of finalists and, therefore, it is important that Offerors emphasize specific information considered pertinent to the services to be provided. Evaluation of the responses will be based on the following criteria in order of importance: Qualifications and experience with local government and /or educational entities (350 points). List three (3) school districts or governmental entities which you have provided product and /or services for in the past 12 months. Include contact name and phone number. 1. 2. 3. Provide Information for key employees: Provide Experience with Cooperative Purchasing Procedures: 35 RFP #C13 -24 Ability to Provide and Perform the Required Services for the Contract (350 points) Responsiveness to the proposal in clearly stating and understanding the scope of work and services and in meeting the requirements of the RFP. Ability to meet and satisfy the needs of the participating agency, taking into consideration additional service and expertise that may exceed the specifications. Quality of items available compared to normal participating entity standards. Pricing factors as determined by 1GPA (200 points) Evaluator will take into consideration the discount offered off of catalog pricing as well as pricing for services. Unit price will prevail. In the case of a discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern. Additional Value Added Capabilities Provided By Vendor /Contractor (100 Points) 1. Marketing plan and capability 2. Sales force training 3. List other factors relevant to this solicitation 36 RFP #C13 -24 PROPOSAL FORMAT PROPOSAL FORMAT To facilitate comparison and evaluation, Offerors must follow the format outlined in this section. Failure of an Offeror to follow the required format, may, at the sole discretion of 1 GPA, result in the rejection of the submittal. Proposals shall contain concise written material and illustrations that enable a clear understanding and evaluation of the capabilities of the Offeror. Legibility, clarity, and completeness are essential. 1GPA, at its sole discretion, may reject any proposal which is unclear in any way. • Forms: No Facsimile or Electronic Offers. An Offer shall be submitted either on the forms provided in this Solicitation or their substantial equivalent. Any substitute document for the forms provided in this Solicitation will be legible and contain the same information requested on the form. A facsimile, electronic or mailgram offer shall be rejected. • Typed or Ink; Corrections. The Offer must be typed or in ink. Erasures, interlineations or other modifications in the Offer must be initialed in ink by the person signing the Offer. Modifications shall not be permitted after Offers have been opened except as otherwise provided under applicable law. • Evidence of Intent to be Bound. The Offer and Acceptance form within the Solicitation must be submitted with the Offer and must include a signature by a person authorized to sign the Offer. The signature shall signify the Offeror's intent to be bound by the Offer and the terms of the Solicitation and that the information provided is true, accurate, and complete. Failure to submit verifiable evidence of intent to be bound, such as an original signature, may result in rejection of the Offer. • Exceptions to Terms and Conditions. All exceptions included with the Offer shall be submitted in a clearly identified separate section of the Offer in which the Offeror clearly identifies the specific paragraphs of the Solicitation where the exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting Contract unless such exception is specifically referenced by the Procurement Officer in a written statement. The Offeror's preprinted or standard terms will not be considered as a part of any resulting Contract. 1. Request for Proposals: All exceptions that are contained in the Offer may negatively affect the proposal evaluation based on the evaluation criteria as stated in the Solicitation or result in rejection of the Offer. • Subcontracts. Offeror shall clearly list any proposed subcontractors and the subcontractor's proposed responsibilities on the Offer. • Cost of Offer Preparation. The District will not reimburse any Offeror the cost of responding to a Solicitation. • Solicitation Amendments /Addenda. Unless otherwise stated in the Solicitation, each Solicitation Amendment or Addendum shall be signed with an original signature by the person signing the Offer, and shall be submitted no later than the Offer due date and time. Failure to return a signed copy of a material Solicitation Amendment/Addendum may result in rejection of the Offer. • Federal Excise Tax. School Districts /public entities are exempt from Federal Excise Tax on Manufactured goods. Exemption Certificates will be prepared upon request. 37 RFP #C13 -24 • Provision of Tax Identification Numbers. Offerors are required to provide their Arizona Transaction Privilege Tax number and /or Federal Employer Identification number, if applicable, in the space provided on the Offer and Acceptance Form and provide the tax rate and amount, if applicable, on the Cost form. • Identification of Taxes in Offer. School Districts /public entities are subject to all applicable state and local transaction privilege taxes. If Arizona resident Offerors do not indicate taxes on a separate item in the Offer, the School District/public entity will conclude that the price(s) offered includes all applicable taxes. • Disclosure. If the Firm, business, or person submitting this Offer has been debarred, suspended or otherwise lawfully precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any federal, state, or local government, or if any such preclusion from participation from any public procurement activity is currently pending, the Offeror must fully explain the circumstances relating to the preclusion or proposed preclusion in the Offer. The Offeror shall include a letter with its Offer setting forth the name and address of the governmental unit, the effective date of this suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating the suspension or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the details enumerated above must be provided. • Solicitation Order of Precedence. In the event of a conflict in the provisions of this Solicitation, the following shall prevail in the order set forth below: The Original and each copy of the proposal shall be bound (preferably 3 Ring Binder) 1. Addenda /Amendments; 2. Special Terms and Conditions; 3. Uniform General Terms and Conditions; 4. Statement of Scope of Work; 5. Specifications; 6. Attachments; 7. Exhibits; 8. Special Instructions to Offerors; and 9. Uniform Instructions to Offerors • Delivery. Unless stated otherwise in the Solicitation, all prices shall be F.O.B. Destination and shall include all delivery and unloading at the destination(s). Submission of Offer • Sealed Envelope or Package. Each Offer shall be submitted to the submittal location identified in this Solicitation, in a sealed envelope or package that identifies its contents as an Offer and the Solicitation number to which it responds. The appropriate Solicitation number shall be plainly marked on the outside of the outer most envelope or package. • Offer Amendment/Withdrawal. An Offer may not be amended or withdrawn after Offer due date and time except as otherwise provided under applicable law. • Public Record. Under applicable law, all Offers submitted and opened are public records and must be retained by the School District/public entity. Offers shall be open to public inspection after Contract award, except for such Offers deemed to be confidential by the School 38 RFP #C13 -24 District/public entity. If an Offeror believes that information in its Offer should remain confidential, it shall stamp as confidential that information and submit a statement with its Offer detailing the reasons that information should not be disclosed. The School District/public entity shall make a determination on whether the stamped information is confidential pursuant to the School District/public entity's procurement Code. Organization of Materials (Bound — 3 Ring Binder Preferred) Proposals must be organized in the following manner described on the Proposal Instructions and Checklist Contents The Offeror must provide the required information both as to itself and any other person, including without limitation, any corporation, partnership, contractor, joint venture, consortium, or individual which the Offeror intends to assign to a key management role in the proposed agreement with 1 GPA or to which the Offeror intends to assign material responsibilities under any such agreement. Cover Letter The cover letter shall constitute a firm offer to 1GPA and be utilized to introduce the Offeror. Cover letters should contain the following information: 1) Designation of the business entity that will contract with 1 GPA 2) Identification of the principal contact person for the Offeror and an alternate contact person with address, telephone and facsimile numbers, and e-mail address 3) A clear statement indicating that the attached proposal constitutes a firm and binding offer by the Offeror to 1GPA 4) A clear statement indicating that all information in support of the proposal is accurate, truthful, and factual Table of Contents Proposals should contain a detailed table of contents listing major sections and subsections which correspond to the requirements of the RFP. The table of contents should also list all tables, exhibits, figures, etc. contained in the proposal. 39 RFP #C13 -24 ACCEPTANCE OF GENERAL TERMS AND CONDITIONS Please indicate your acceptance, deviations or exceptions to the General Terms and Conditions herein. Please explain the issues or concerns with all exceptions or deviations. Be sure to indicate the title of the provision or line item and the page number. (Note: Exceptions or deviations could be deemed unacceptable and disqualify your proposal for unresponsiveness. 1 GPA reserves the sole right to determine if exceptions or deviations are acceptable or not.) Check one of the following: ❑ We take no exceptions or deviations to the General Terms and Conditions. ❑ We take exception to the following General Terms and Conditions, and have identified the provisions of General Terms and Conditions below. ❑ We deviate from the following General Terms and Conditions, and have identified the provisions of the General Terms and Conditions below. We have also provided a proposed alternative language or substitution of the General Terms and Conditions. Exceptions: Deviations: 40 RFP #C13 -24 Vendor Name: tGovernment Procurement Alliance Supplemental Vendor Contract Contract Name: Janitorial Equipment, Supplies and Services This supplemental contract for Janitorial Supplies and Services contains additional contract requirements pertaining to the 1GPA process. As a contract holder for 1GPA I /We agree to the following: ➢ We will be a member of, and participate in state sponsored educational associations, i.e. AASBO, ASA, Rural Schools. This includes participation and attendance at annual conferences hosted by these associations. ➢ We agree to display 1GPA signage and logos in all marketing material which markets to the public sector, on website and at all conferences which we attend. ➢ We agree to pay the 1GPA Administration Fee as follows: .00995 if paid with 10 days of recipe of 1GPA invoice .0175 Net 30 The purpose of the discounted fee of .00995 is to give you, the vendor a competitive Edge in the market as this is the lowest administration fee offered by any co -op. Administration fees shall not be discussed with 1GPA members and /or potential customers. We agree to full confidentiality as it pertains to 1GPA administrative fees and services. ➢ We agree, upon contract award, to participate in 1GPA introduction and training on how the 1GPA process is handled. Signature Date Company Name 41 RFP #C13 -24 AFFIX TO THE FRONT OF YOUR BID CONTAINER SEALED PROPOSAL Submitted By: Company Name: Address: City, State, Zip: RFP # Proposal Name Due Date/Time 1GPA Attn: Purchasing 1910 W. Washington St. Phoenix, AZ. 85009 AFFIX TO THE FRONT OF YOUR BID CONTAINER 42 go, j4 *044L5 4 - 1orr. Janitorial Equipment, Supplies & Services RFP # C13 -24 Bid Opening Date: 10/01/2013 @ 11:OOam Advertising: 9/6/2013 & 9/13/2013 Name of Vendor Contact Info Hillyard, Inc. Crowne Chemical Corp. Go Green World Products, LLC. Unisource Worldwide Inc Brady Industries, Inc. JMoore @Hillyard.com chaspark3@yahoo.com tedsosnicki @GoGreenWorldProducts.com Dan .Mertlik @unisourceworldwide.com marv.manley @bradyindustries.com Waxie Sanitary Supply rlsmith @waxie.com Gs.," Pi.. 1Government Procurement Alliance BID RECEIPT LOG RFP # C13 -24 OPENING DATE: 10/17/2013 11:00 am Name of RFP: Janitorial Equipment, Supplies & Services Name of Vendor Box/Envelope Date/Time Rec'd By Receipt # NCyl. , c \3V. \\ AC 25c,►+■ c L164k)7sCV-k,% l f (S fAvr .i(A)C. HO kl" \ •∎0 ow' 6nsi.yAL 1S c114 Ls 1 / Washington Revised Code of Washington Title 39 RCW Public Contracts & Indebtedness Chapter 39.34 RCW Interlocal Cooperation Act RCW 39.34.020 Definitions For the purposes of this chapter, the term "public agency" shall mean any agency, political subdivision, or unit of local government of this state including, but not limited to, municipal corporations, quasi municipal corporations, special purpose districts, and local service districts; any agency of the state government; any agency of the United States; any Indian tribe recognized as such by the federal government; and any political subdivision of another state. The term "state" shall mean a state of the United States. RCW 39.34.030 and 1992 c 161 s 4 are each amended to read as follows: (1) Any power or powers, privileges or authority exercised or capable of exercise by a public agency of this state may be exercised and enjoyed jointly with any other public agency of this state having the power or powers, privilege or authority, and jointly with any public agency of any other state or of the United States to the extent that laws of such other state or of the United States permit such joint exercise or enjoyment. Any agency of the state government when acting jointly with any public agency may exercise and enjoy all of the powers, privileges and authority conferred by this chapter upon a public agency. (2) Any two or more public agencies may enter into agreements with one another for joint or cooperative action pursuant to the provisions of this chapter: PROVIDED, That any such joint or cooperative action by public agencies which are educational service districts and /or school districts shall comply with the provisions of RCW 28A.320.080. Appropriate action by ordinance, resolution or otherwise pursuant to law of the governing bodies of the participating public agencies shall be necessary before any such agreement may enter into force. (5) No agreement made pursuant to this chapter shall relieve any public agency of any obligation or responsibility imposed upon it by law except that: (b) With respect to one or more public agencies purchasing or otherwise contracting through a bid, proposal, or contract awarded by another public agency or by a group of public agencies, any statutory obligation to provide notice for bids or proposals that applies to the public agencies involved is satisfied if the public agency or group of public agencies that awarded the bid, proposal, or contract complied with its own statutory requirements and either (i) posted the bid or solicitation notice on a web site established and maintained by a public agency, purchasing cooperative, or similar service provider, for purposes of posting public notice of bid or proposal solicitations, or (ii) provided an access Link on the state's web portal to the notice.