Marketing Services (On-Call)
|Agency:||Albuquerque Public Schools|
|Level of Government:||State & Local|
|Posted Date:||Jan 4, 2019|
|Due Date:||Feb 14, 2019|
ALBUQUERQUE PUBLIC SCHOOLS
Request for Proposal
RFP # 19-037 RA
RFP Title: Marketing Services (On-Call)
Deadline for Questions
2/05/2019 @ 5:00 pm (local time)
RFP Due Date and Time
2/14/2019 @ 3:00 pm (local time)
Proposals must be received by the due date and time. No late proposals will be accepted.
Evaluation of Proposals
RFP Buyer Contact Information
Any inquiries or requests regarding clarification of this RFP document shall be submitted to the buyer
in writing. Proposers may contact ONLY the buyer regarding the terminology stated in the procurement
RFP Submittal Location
Physical Address (NO USPS MAIL)
US Postal Mail Address
(*for walk-in delivery or carrier service (UPS, FedEx, etc.)) (allow 10 extra days for delivery)
APS Procurement Department Bid Clock is the official submission time on all bids and proposals.
Albuquerque Public Schools
Albuquerque Public Schools
Attention: Procurement Dept.
Attention: Procurement Dept., City Center, Suite 500 E
6400 Uptown Blvd NE Suite 500 E
PO Box 25704
Albuquerque, NM 87110
Albuquerque, NM 87125-0704
The outer most envelope of your proposal shall be clearly labeled with the following: Proposers’ business name,
RFP number and RFP title, and opening date & time. Please note: if you put your sealed bid inside of a FedEx,
UPS, etc. envelope, all of this information must be clearly written on that outer envelope as well.
*Please note: APS does not have a mailbox on site. For US Postal Mail, we can only accept delivery at our
P.O. Box. If you send a USPS package or letter to the Physical Address, it will not reach our office.
One (1) year contract, with option for three (3) additional one-year extensions, not to exceed a total of
four (4) years.
TABLE OF CONTENTS
PROPOSERS’ GENERAL INSTRUCTIONS
TERMS AND CONDITIONS
LETTER OF TRANSMITTAL
PROPOSAL SUBMITTAL REQUIREMENTS AND CHECKLIST
Campaign Contribution Form
Conflict of Interest/Debarment and Suspense Certification Form
Statement of Confidentiality
PROPOSERS’ GENERAL INSTRUCTIONS
1. Read All Documents: Proposers should familiarize themselves with all the documents contained
herein; it is mandatory that all submitted offers be in compliance with all the provisions contained in
Request for Proposal. Proposers should promptly notify the Buyer of any ambiguity, inconsistency,
error, or missing attachments which they may discover upon examination of the RFP.
2. This RFP is being made available by electronic means. In the event of conflict between a version of
the RFP in the Proposer’s possession and the version maintained by APS, the Proposer acknowledges
that the version maintained by APS shall govern.
3. By responding to this RFP, Proposers acknowledge and agree to the terms and conditions set forth in this RFP.
4. Responses, including proposal prices, will be considered firm for one hundred twenty (120) days after the due
5. Proposer shall submit one (1) original proposal, five (5) identical copies and one (1) identical electronic
copy. Electronic copy is not email; please provide a Jump Drive loaded with your proposal. Fax copies
are not accepted.
6. Any and all Proposals not received by the Proposal submission date and time shall be rejected. No late
proposals will be accepted under any circumstances, not even if Delivery Company or Delivery Service
is late. It is recommended to send your proposal early.
7. APS may in its sole discretion extend the time for the submission of offers upon a finding that it is in
the best interest of the District to do so. Such extensions shall be by addendum, which may be issued
before the submission due date.
8. No Addendum will be issued later than five (5) days prior to the date for receipt of Proposals, except
an Addendum withdrawing the Request for Proposal, or one which includes postponement of the due
date for receipt of Proposals.
9. All costs incurred by a Proposer in connection with responding to this RFP, the evaluation and selection
process undertaken in connection with this procurement, and any negotiations with the District, will
be borne by the Proposer.
10. Any exceptions to the scope of work and/or specifications shall be listed separately in the offer and,
unless otherwise stated, specifications attached are the minimum requirements. Minor deviations to
the specifications as listed, may be considered.
11. Proposers may contact ONLY the buyer regarding the terminology stated in the procurement
documents. Other APS employees do not have the authority to respond on behalf of APS. Proposers
MAY NOT contact other District Departments or employees. Any contact with a District Department
or employee may automatically result in a rejection of any proposal. Any other communication will be
considered unofficial and non-binding. Communication directed to parties other than the Buyer will
have no legal bearing on this RFP or the resulting contract(s). Any response made by the District will
be provided in writing to all Proposers by addendum; no verbal responses shall be authoritative.
12. Any contact during the RFP evaluation process, or attempt to have contact with the Evaluation
Committee, where it is unsolicited by the Evaluation Committee’s members, is grounds for
disqualification of your offer.
13. Proposers will be allowed to withdraw their proposal at any time prior to the deadline for receipt of
proposals. The Proposer must submit a written withdrawal request to the Buyer and signed by the
Proposer to withdraw their offer. The approval or denial of withdrawal request received after the
deadline for receipt of the proposals is governed by the applicable procurement regulations.
14. Definition of Terminology: This section contains definitions that are used throughout this procurement
document, including appropriate abbreviations:
“Agency” shall mean Albuquerque Public Schools (APS).
“Contract” shall mean an agreement for the procurement of items of tangible personal property or
“Contractor” shall mean successful Offeror.
“Determination” shall mean the written documentation of a decision of a procurement manager
including findings of fact required to support a decision. A determination becomes part of the
procurement file to which it pertains.
“Desirable” the terms “may”, “can”, “should”, or “prefers” identify a desirable or discretionary
item or factor.
“Evaluation Committee” shall mean a body of District employees or other representatives assigned
to perform the evaluation of Offeror proposals.
“Finalist” is defined as an Offeror who meets all the mandatory specifications of the Request for
Bid and whose score on evaluation factors is sufficiently high to qualify that Offeror for further
consideration by the Evaluation Committee.
“Mandatory” the terms “must”, “shall”, “will”, “is required”, or “are required”, identify a
mandatory item or factor. Failure to meet a mandatory item or factor will result in the rejection of
the Offeror’s proposal or bid.
“Offeror” or “Proposer” is any person, corporation, or partnership who chooses to submit a
proposal or a bid.
“Purchase Order” shall mean the document, which directs a contractor to deliver items of tangible
personal property or services pursuant to an existing contract.
“Request for Proposal” or “RFP” means all documents, including those attached or incorporated
by reference, used for soliciting proposals.
“Responsible Offeror” shall mean an Offeror who submits a responsive bid and who has furnished,
when required, information and data to prove that its financial resources, production or service
facilities, personnel, service reputation and experience are adequate to make satisfactory delivery
of the services or items of tangible personal property described in the bid.
“Responsive Offer” shall mean an offer, which conforms in all material respects to the
requirements set forth in the request for proposal.
15. Submitted proposals shall not be publicly opened.
16. This request for proposal may be canceled or proposals may be rejected in whole or in part when it is
in the best interest of Albuquerque Public Schools.
17. The District reserves the right, in its sole discretion, to waive minor informalities in offers submitted,
provided that such informalities have no effect on price, quality, quantity, fitness, delivery or any
matter to be evaluated in making a selection and confer no material advantage on the Offeror whose
nonconformity is waived.
18. Any sole response that is received may be rejected by the District depending on available competition
and timely needs of the District. The District reserves the right to award the contract to the responsible
proposers submitting responsive proposals with resulting agreements most advantageous and in the
best interest of the District.
19. This procurement in no manner obligates Albuquerque Public Schools until a valid signed contract or
valid Purchase Order is executed.
20. The District reserves the right to add to or delete from the Scope of Work set forth in this RFP.
21. The District reserves the right to eliminate any Proposer who submits incomplete or inadequate
responses or is not responsive to the requirements of this RFP.
22. The District reserves the right to discontinue negotiations with any selected Proposer.
23. The contents of the proposals shall not be disclosed during any negotiations that may occur. A public
log will be kept of the names of all Offeror organizations that submitted proposals. Pursuant to NMSA
1978, § 13-1-116, the contents of proposals shall not be disclosed to competing potential Offerors
during the negotiation process. The negotiation process is deemed to be in effect until the contract is
awarded pursuant to this Request for Proposals. Awarded in this context means the final required
District signature on the contract(s) resulting from the procurement has been obtained.
24. After final contract is negotiated, approved and awarded, all proposal documents pertaining to this
procurement will be open to the public, except for the material which is proprietary or confidential.
The Procurement Department will not disclose or make public any pages of an offer on which the
Offeror has stamped or imprinted “proprietary” or “confidential”, subject to the following
Proprietary or confidential data shall be readily separable from the offer in order to facilitate eventual
public inspection of the non-confidential portion of the offer. Confidential data is normally restricted
to confidential financial information concerning the Offeror’s organization and data that qualifies as
trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA 1978. The
price of products offered or the cost of services proposed shall not be designated as proprietary or
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