The intent for this Request for Proposal (RFP) is to select a qualified supplier to provide a 2 h...
|Agency:||State Government of Oklahoma|
|Level of Government:||State & Local|
|Posted Date:||Jul 31, 2020|
|Due Date:||Aug 6, 2020|
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Education, State Department of - SDE
Closing Date Status:
The intent for this Request for Proposal (RFP) is to select a qualified supplier to provide a 2 hour keynote presentation on the topic of supporting students with challenging behaviors and creating systems of change at a statewide behavioral conference targeted toward K-12 grade school administrators, related service providers, general educators, and special educators.
|Attachment Title||Attachment Type||File Type||Comments|
|3AttachB General Terms||Solicitation|
|4AttachC Agency Terms||Solicitation|
|5Responding Bidder Info||Solicitation|
|6Cert for Bid Non-collusion||Solicitation|
86130000 Specialized educational services
86132200 Educational support services
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Solicitation Issue Date: 07/23/2020
DUE DATES AND TIME (CENTRAL STANDARD TIME):
3:00 p.m. on August 06, 20201
3:00 p.m. on July 29, 2020 to
Agency Name/Number: Oklahoma State Department of Education / 265
X Request for Proposal
Request for Quote
Invitation to Bid
Information technology Bidder Instructions are applicable:
Terms regarding sensitive data will be included in the Contract including, but not limited to:
RETURN BID TO:
Name: Yannet Cusic
Phone No. 405-522-5301
1 Amendments to the Solicitation may change the Bid Response Due Date (read “Solicitation Amendments” in these Bidder
Oklahoma Office of Management and Enterprise Services Bidder Instructions
Information related to the Bid submission process is contained in these Bidder Instructions. Prospective
Bidders are urged to read the Solicitation and these Bidder Instructions carefully. Failure to do so shall be
at the Bidder’s risk.
The following terms, when used in these Bidder Instructions, shall have the following meanings:
1.1 Alternate Bid means a Bid which contains an intentional substantive variation to a basic provision,
specification, term or condition of the Solicitation.
1.2 Amendment means a written change, addition, correction or revision to the Solicitation by the
State agency issuing the Solicitation.
1.3 BAFO means a best and final offer requested by the State agency issuing the Solicitation.
1.4 Bid means an offer a Bidder submits in response to the Solicitation.
1.5 Bidder means an individual or business entity that submits a Bid in response to the Solicitation.
1.6 Bid Packet means the order described in these Bidder Instructions in which all Bidders shall insert
the relevant sections of a Bid and which shall be the format for all submitted Bids.
1.7 OAC means the Oklahoma Administrative Code.
These Bidder Instructions are not part of the Contract resulting from the Solicitation; however, compliance
with these Instructions is material to the determination of whether a Bid is responsive. Terms, requirements
and specifications may be stated or phrased differently than in a previous solicitation irrespective of past
interpretations, practices or customs. Solicitation requirements are altered only by written Amendment and
verbal communications from any source whatsoever are of no effect. In no event shall the Bidder’s failure
to read and understand any term or condition in the Solicitation or related documents constitute grounds for
a claim after award of the Contract.
Communications and Questions Concerning Solicitation
The Contracting Officer listed on the Bidder Instructions Cover Page is the only individual the Bidder
should contact, or communicate with, regarding any questions or issues with the Solicitation or a
Bid. Failure to comply with this requirement may result in the Bid being considered non-responsive or not
considered for further evaluation.
3.1 General Questions
A. Questions should be concise, identify the document, include specific section references
and avoid use of tables or special formatting (use simple lists).
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B. Information Technology Bids
i If information technology Bidder Instructions are applicable (see Bidder Instructions
Cover Page), Bidder may submit general questions concerning the specifications of the
Solicitation online. Questions received via any other means will not be addressed.
ii Registration with the State of Oklahoma for wiki access is located at
https://omes.ok.gov/forms/wiki-enrollment-it-procurement. Access should be
requested at least five (5) business days prior to the Questions Due Date. The State is
not responsible for a Bidder’s lack of access to the wiki.
C. Non-Information Technology Bids
If information technology Bidder Instructions are not applicable (see Bidder Instructions
Cover Page), Bidder may submit general questions concerning the specifications of the
Solicitation at the Contracting Officer’s email address shown on the Bidder Instructions
Cover Page. Questions received via any other means will not be addressed.
3.2 Clarification Questions
The State reserves the right, at its sole discretion, to request clarifications of Bid information or to conduct
discussions for the purpose of clarification with any or all Bidders. The purpose of any such discussion
shall be to ensure full understanding of the Bid. If clarifications are made because of such discussion, the
Bidder(s) shall put such clarifications in writing. Bidder answers that are outside scope of the clarification
questions shall be disregarded. Oral explanations or instructions provided to a potential Bidder is not
4.1 A Bidder that believes the Solicitation requirements or specifications, or Bid Response Due Date,
are unnecessarily restrictive or limit competition may submit a request for administrative review,
in writing, to the Contracting Officer. The State shall promptly respond in writing to each written
administrative review request, and where appropriate, issue a revision, substitution or clarification
through an Amendment. Requests for administrative review of technical or contractual
requirements shall include the reason for the request, supported by information, and any proposed
4.2 If a Bidder fails to notify the Contracting Officer of an error, ambiguity, conflict, discrepancy,
omission or other error in the Solicitation known to Bidder, or that reasonably should have been
known by Bidder, the Bidder accepts the risk of submitting a Bid and, if awarded the Contract,
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shall not be entitled to additional compensation, relief or time by reason of the error or its later
5.1 Any Solicitation Amendment shall be set forth at the same online link as the Solicitation.
5.2 It is the Bidder’s responsibility to check the State’s website frequently for any possible
Amendments to the Solicitation that may be issued. The State is not responsible for the Bidder’s
failure to download any amendment documents required to complete a Bid.
Unless otherwise specified in the Oklahoma Open Records Act, Central Purchasing Act, or other applicable
law, documents and information a Bidder submits as part of or in connection with a Bid are public records
and subject to disclosure after contract award pursuant to OAC 260:115-3-92. However, a public Bid
opening does not make the Bid immediately accessible to the public. All material submitted by a Bidder
becomes the property of the State. No portion of a Bid shall be considered confidential after award of the
Contract except, pursuant to 74 O.S. §85.10, information in the Bid determined to be confidential by the
State Purchasing Director or delegate. Typically, a properly submitted confidentiality claim of a potential
awardee is reviewed and determined prior to award; a properly submitted confidentiality claim of a non-
awarded Bidder is reviewed and determined only when responding to an open records request concerning
the Bid. Additional information regarding information considered confidential by a Bidder is provided in
Section 8.2.C below.
Acceptance of Solicitation Content
Unless otherwise provided in Section Four of a Bidder’s response to the Solicitation, all Bids shall be firm
representations that the responding Bidder has carefully investigated and will comply with all State terms
and conditions relating to the Solicitation Upon award of a contract to the successful Bidder, such terms
and conditions, as may be amended by the Bid after negotiation, shall become contractual obligations
between the parties.
Required Bid Structure
8.1 Preparation of Bid
A. The Bid is required to be structured into separate, labelled and easily identifiable sections
using the Bid Packet format provided below. A Bid submitted using any other format may
not be accepted. The Bid should not contain duplicative content. Any section of the Bid
Packet that is not applicable to the Bid shall have a page inserted to denote the section is
not applicable. For instance, if business references are not required, the Bid should contain
a page after the “Business References” section heading that reads “Not Applicable”, “N/A”
or some similar notation.
B. The Bid will be evaluated using a best value criteria, based on the following:
2 OAC 260:115-3-9 is located at
Page 4 of 14
ii Scope of Work – Attachment A, Section A.3 and
iii Performance Activities - Attachment A, Section A.4
C. In showing the ability of the Bidder to meet or exceed Solicitation specifications and
requirements referenced in subsection 8.2.H, the Bid must reflect for each requirement on
Attachment A to the Solicitation whether the requirement is met by an out-of-the-box
solution or whether the requirement necessitates customization to the Bidder’s proposed
D. Pricing shall be proposed as follows:
i Deliverable-based pricing with proposed milestones and associated payments;
ii Hourly rates and roles for additional professional services in connection with the
Project including, without limitation, maintenance and support services and
enhancement services to the extent not included in a mutually agreed Statement of
iii Subscription and/or other pricing for post-warranty ongoing maintenance and support;
iv Value-added items may be included.
E. If a third-party vendor is included as part of a submitted Bid, the following information is
required to be included in the Bid for each such third-party vendor:
i Company history;
ii Relationship to Bidder;
iii Clients for which the two entities have worked together; and
iv Products and/or services proposed to be provided by the third-party vendor and how
those products and/or services interface with the Bidder’s solution.
8.2 Bid Packet Format
A. Section One: Cover Page
A dated cover page or transmittal letter that identifies the Solicitation and the Bidder and
provides Bidder contact information.
B. Section Two: Required Forms, Certifications and Disclosures
Completed “Responding Bidder Information” form set forth and accompanying
Completed “Certification for Competitive Bid and Contract” form.
iii Bidder shall additionally provide in this section of its Bid, disclosure of (1) any
public contract terminated by a governmental entity or suits or claims against the
Bidder for failure to perform in connection with a public contract (including any
company which a Bidder has merged with or acquired that will be performing
services or providing products if awarded the Contract); (2) any contractual
relationship or any other relevant contact with any State personnel or another
Bidder or Supplier involved in the development of a Bidder’s response to the
Solicitation; (3) the name of any officer, director or agent of the Bidder who is
also an employee of the State of Oklahoma or any of its agencies; (4) the name of
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