Electronic Registration Online System and Absence and Substitute Management System

Agency: Albuquerque Public Schools
State: New Mexico
Level of Government: State & Local
  • D - Automatic Data Processing and Telecommunication Services
Opps ID: NBD15401758802718376
Posted Date: Jan 10, 2019
Due Date: Feb 20, 2019
Solicitation No: 19-033RMS
Source: Members Only

Download RFP :

19-033RMS ? PDF document, 424Kb

Due Date/Time: Feb 20, 2019 03:00 PM

Contact: Rebecca Simenson

Attachment Preview

Request for Proposal
RFP # 19-033RMS
RFP Title: Electronic Registration Online System and Absence and
Substitute Management System
RFP Schedule
RFP- Issued
Pre-proposal Meeting
1/23/2019 @ 2:00 pm (local time)
Pre-proposal Location
Conference Call: (605) 468-8795 Access Code: 119764
Deadline for Questions
2/13/2019 @ 5:00 pm (local time)
RFP Due Date and Time
2/20/2019 @ 3:00 pm (local time)
Proposals must be received by the due date and time. No late proposals will be accepted.
Evaluation of Proposals
Contract Negotiations
RFP Buyer Contact Information
Rebecca Simenson
Phone Number
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.
RFP Term
One (1) year contract, with option for seven (7) additional one-year extensions, not to exceed a total of eight
(8) years.
RFP #19-033RMS Electronic Registration Online System and Absence and Substitute Management System
Campaign Contribution Form
Conflict of Interest/Debarment and Suspense Certification Form
Statement of Confidentiality
RFP #19-033RMS Electronic Registration Online System and Absence and Substitute Management System
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 date.
5. Proposer shall submit one (1) original proposal, seven (7) 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.
RFP #19-033RMS Electronic Registration Online System and Absence and Substitute Management System
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 services.
“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
“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
“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.
RFP #19-033RMS Electronic Registration Online System and Absence and Substitute Management System
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
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 requirements.
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 confidential information.
25. Where a brand-name or equal specification is used in a solicitation, the use of a brand name is for the purpose
of describing the standard of quality, performance and characteristics desired, and is not intended to limit or
restrict competition. If a vendor proposes an “equal” to scope of work/specifications, APS reserves the right
to refuse any or all proposals and is the sole interpreter of the scope of work/specifications and sole judge as
to whether the “equal” proposed complies with the scope of work/specifications.
26. The District reserves the right to multi award contracts as necessary for adequate delivery or service in
accordance with 13-1-153 NMSA.
27. The Evaluation Committee may make such investigations as necessary to determine the ability of the potential
Proposer to adhere to the requirements specified within this RFP. The Evaluation Committee will reject the
RFP #19-033RMS Electronic Registration Online System and Absence and Substitute Management System
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