Library Presenter Services

Agency: Pima County
State: Arizona
Type of Government: State & Local
Caegory:
  • 76 - Books, Maps, and Other Publications
Posted Date: Nov 8, 2018
Due Date: Nov 20, 2018
Solicitation No: RFP 318200
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
solicitation# title buyer pre-bid date opening date publish:the territorial
RFP 318200

Addendum 1
Library Presenter Services Denise Waldo
E-Mail
(520) 724-8458
November 7, 2018 at 10:00 A.M.

To join the conference via telephone
call 1-520-222-1111
Access Code: 8474044
November 20, 2018 at 2:00 P.M. November 2, 5, 6 and 7, 2018

Attachment Preview

PIMA COUNTY NOTICE OF REQUEST FOR PROPOSALS (RFP)
Solicitation Number: 318200 Title: Library Presenter Services
DUE IN AND OPENS: NOVEMBER 20, 2018 AT OR BEFORE 2:00 P.M. LOCAL ARIZONA TIME (MST)
Submit Proposal to:
Pima County Procurement Department
130 West Congress, 3rd Floor,
Tucson, Arizona 85701
Pre-Proposal Conference:
NOVEMBER 7, 2018 10:00 A.M. LOCAL ARIZONA TIME (MST)
Pima County Procurement Department
130 West Congress, 3rd Floor
Tucson, Arizona 85701
Teleconference: Phone #1.520.222.1111, Access Code:8474044
SOLICITATION: Pima County (“County”) is soliciting proposals from Offerors qualified, responsible and willing to provide
Library Presenter Services in compliance with all solicitation provisions. The County will award to multiple Offerors.
In June 2018, County solicited proposals for Library Presenter Services and made multiple awards. The intent of this
solicitation is to award additional qualified presenters to the existing contract. The initial term of the Library Presenter
Services agreement will terminate on August 14, 2019 to correspond with the original solicitation’s termination date and it
will include four (4) one-year renewal options. All awardees will share in the $85,000.00 annual awarded amount.
You may download a full copy of this solicitation at www.pima.gov/procure/ifbrfp.htm by selecting the solicitation number.
Offerors are required to check this website for addenda prior to the Due-In date and time listed on the solicitation to
assure that the proposal incorporates all addenda. Prospective Offerors may also pick up a copy, Monday through Friday
excluding legal holidays, 8 am to 5 pm LOCAL ARIZONA TIME (MST), at the address listed above.
County will hold a Pre-Proposal Conference that may be attended in person or via Conference Call for the purpose of
clarifying requirements and answering prospective Offeror questions. It is the responsibility of Prospective Offerors to
familiarize themselves with all requirements of the solicitation and to identify any issues at or before the conference.
Participation is also available via conference call. Offerors that wish to receive this accommodation must contact the
Procurement Officer listed in the solicitation at least two business days before the Pre-Bid Conference is held.
Attendance is optional and encouraged.
OFFERORS ARE REQUIRED TO READ THE ENTIRE SOLICITATION, INCLUDING ALL REFERENCED
DOCUMENTS, ASSURE THAT THEY ARE WILLING AND ABLE TO COMPLY, AND TO INCORPORATE ALL
ASSOCIATED COSTS IN THEIR PROPOSAL.
County will not accept verbal requests for clarifications or interpretations. Offerors must submit any questions or
deviation requests in writing to County’s Procurement Department, Attention Denise Waldo, Fax: (520) 791.6509, email:
denise.waldo@pima.gov. County may not answer any Questions or Deviation Requests that Offerors submit within 8 days
of the solicitation Due In Date/Time.
Offerors must complete and submit proposals as defined in the Instructions to Offerors, Section 6, Submission of
Proposals. All submittals must reference the Solicitation Number and Title. Deliver proposals to the following address:
Pima County Procurement Department, 130 W. Congress, 3rd Floor, Tucson, AZ 85701.
Offerors may not withdraw proposals for sixty (60) days after opening except as allowed by Pima County Procurement
Code.
Denise Waldo, CPPB
Lead Procurement Officer
Publish: The Territorial: October 31, November 1, 2, and 5, 2018
Solicitation No: 318200 - RFP
INSTRUCTIONS TO OFFERORS
Title: Library Presenter Services
1. PREPARATION OF RESPONSES:
Offerors must make all proposals using the forms contained in this package. Offerors must print or typewrite all prices and
notations. No erasures are permitted. Offerors may cross out errors and print in ink or typewrite corrections adjacent to
the error and the person signing the proposal will initial any such correction. Pima County (“County”) prefers typewritten
responses.
2. GENERAL SCOPE OF SERVICES & SPECIFICATIONS:
The Scope of Service and specifications included in this solicitation are general and intend to identify the kind and quality
of goods and/or services to be provided without being unnecessarily restrictive, and to allow Offeror to provide the
information needed for the development of consistent and comprehensive proposals.
Failure to perform appropriate research, discovery, examine any drawings, specifications, and instructions will be at the
Offeror's sole risk.
3. DEVIATION REQUESTS:
Offerors may propose modifications to contents of the solicitation provisions including but not limited to the Offer
Agreement, Scope of Services, specifications, Standard Terms, and Conditions. Deviation request must specifically
document and clearly illustrate the deviation to the particular specification or the requirement set forth by this solicitation
and fully explain the deviation’s impact on the end performance of the item. Offerors must submit deviation requests to
County prior to the initial solicitation due date. County may not answer requests submitted within 8 days of the solicitation
due date. Acceptance or rejection of said deviation request is at the sole discretion of County in accordance with the
Pima County Procurement Code.
County may consider conditional proposals that do not conform to or that request exceptions to the published solicitation
and addendums as non-responsive and County may not evaluate them.
4. OFFERORS MINIMUM QUALIFICATIONS:
In order for County to evaluate and consider proposals for award, they must be Responsive and Responsible.
“Responsive” means that the submitted proposal documents conform in all material respects to the requirements in the
solicitation. “Responsible”, means that offerors document and substantiate their capability to fully perform all
requirements of the solicitation. Factors include and may not be limited to experience, integrity, perseverance, reliability,
capacity, facilities, equipment, credit and any other matter necessary to provide the performance that the solicitation
requires.
5. EVALUATION AND AWARD CRITERIA:
Pima County will evaluate proposals that are Responsive and Responsible as defined above. County will evaluate
proposals according to the evaluation criteria set forth herein. County will evaluate cost without regard to applicable taxes.
PHASE 1 – EVALUATION CRITERIA
The evaluation panel will use the evaluation criteria when scoring the Offeror’s answers to the questions contained in the
Questionnaire. Offeror should respond in the form of a thorough narrative to each specification as guided by the
Questionnaire. The evaluation panel will evaluate the narratives along with required supporting materials and award
points accordingly. Offerors must not modify the forms in this RFP.
EVALUATION
CRITERIA
A Strategic
Goals
B Cost
C Experience
D Sustainability
CRITERIA DESCRIPTION
Program fits into a strategic goal, clarifies learning objectives, and offers a clear
marketing description
Unit prices are reasonable or within the recommended ranges. See ATTACHMENT 4 -
INSTRUCTIONAL AND BACKGROUND INFORMATION for ranges; flexible format
options offered.
Has the presenter previously provided services in a PCPL Library or similar setting
and/or been recommended by Library staff or a team.
Indicate any applicable sustainable practices.
Total Possible Points for Phase 1
MAXIMUM
POINTS
55
25
4
1
85
A two-step evaluation process for this solicitation except where the Offeror has actively worked in Pima County Public
Library as a presenter within the previous 2 years. All Offerors must receive a minimum Total of 80 points on PHASE 1 of
the above Evaluation Criteria (A, B, C & D) in order to be considered for further evaluation and/or recommendation of
Instructions to Offerors
Revised 01/12/18
Page 1 of 4
Solicitation No: 318200 - RFP
Title: Library Presenter Services
award. Offerors who have been actively working in PCPL libraries as a presenter within the previous 2 years from
the due-in date of this solicitation, will not be required to give a demonstration. The maximum points will be given
for Evaluation Criteria E (Presentation) but the Evaluation Criteria F (Scheduling and Performance) will still be evaluated.
Other Offerors will be called to participate in PHASE 2 consisting of a Demonstration/Presentation provided the
Contractor’s proposal has received a minimum of 80 points total on PHASE 1 Evaluation Criteria.
PHASE 2 - Demonstration/Presentation
The Procurement Officer will notify finalists of the date, time and location of the demonstration. County will base points for
the oral presentation on presenter’s knowledge, effectiveness of communication, materials used to teach a class, class
syllabus, menu of class options and the quality of the responses to questions during the presentation. Contractor must
provide a minimum of three (3) samples of their work or be able to demonstrate Contractor’s field of expertise. The
demonstration will include a sample demonstration of the program proposed and contractor should bring
publicity/brochures marketing materials.
EVALUATION
CRITERIA
E Presentation
Scheduling
F and
Performance
CRITERIA DESCRIPTION
Is the information demonstrated clearly and with proficiency?
Are the handouts, activities, syllabus, course descriptions or guides easy to
follow?
Are the presentation/workshop materials and supplies demonstrated, explained?
Presenter has provided the panel with publicity/brochures/marketing materials
and is willing to supply updated digital copy or information to PCPL annually if
awarded a contract.
MAXIMUM
POINTS
12
Contractor is likely to get three or more presentations/workshops booked with a
library in the first year of the contract.
3
Total Possible Points for Phase 2
15
NOTE: Offeror must receive a minimum of 10 points total on PHASE 2 of the above criteria (E and F) in order to be
considered for recommendation of award.
Appointment dates, times and location will be established with the Offeror to bring in samples and give a demonstration of
the Offeror’s field of expertise (WITHIN APPROXIMATELY ONE, TWO or THREE WEEKS) after the Due In and Opens
Date posted on the cover page of this solicitation. Each invitee will have 5 minutes to set-up and 20 minutes to
demonstrate. Wherever possible, Offerors should make himself, herself or themselves available in person to demonstrate.
Offeror can schedule a demonstration via videoconference can be scheduled if it is necessary.
If County makes an award, it will enter into a shared Master Agreement with multiple Offers that submitted the highest
scoring responsive and responsible proposal(s) by executing and transmitting a Master Agreement (“MA”) document that
without further action by the Offeror.
6. SUBMISSION OF PROPOSALS:
Offerors are to complete, execute and submit one original of the required documents, which includes the Offer
Agreement, Questionnaire and Library Presenter Service Agreement. Offerors must complete and submit their proposals
utilizing the forms provided by this solicitation. Program descriptions must provide sufficient information to document the
subject matter and types of classes that are being offered. County may consider incomplete, modified or unsigned
documents to be non-responsive. Forms that are to be completed and submitted as a part of proposal:
Offer Agreement - complete the following sections of the Offer Agreement:
Article 7. Compensation and Payment: Program Title and Program’s Class Fee(s)
Article 11. Acknowledgement of Solicitation Addenda, complete as applicable
Article 12. Small Business Enterprise (SBE) Certification, complete as applicable
Article 13. Bid Offer Certification. Information must match Vendor Self Service (VSS) contractor record.
Execute/Sign.
Attachments - complete the following:
Attachment 1 Questionnaire. Filled out completely marking appropriate boxes and answering all questions.
Attachment 2 Library Presenter Services Agreement signed and indicating an active VSS vendor registration #.
Instructions to Offerors
Revised 01/12/18
Page 2 of 4
Solicitation No: 318200 - RFP
Title: Library Presenter Services
Attachment 6 Independent Contractor vs Employee Determination Questionnaire. Answer questions 22 and 23
only. Do not sign this document.
Attachment 7 Pima County Workers Compensation Sole Proprietor Waiver (ONLY if requesting an insurance
waiver due to sole proprietorship). Fill in your doing business as name and sign/date only.
Offeror will bind the proposal in the order as indicated above.
County must receive and time stamp proposals at the specified location at or before the Due Date and Time as stated in
the Request for Proposals. The County’s “time-stamp” will be the official time used to determine the timeliness of the
submittal. County will not accept or will return unopened any proposals or modifications that County receives after the
Due Date and Time. County will open and record timely submittals promptly after the Due Date and Time.
An authorized agent of the offeror must sign proposals and offeror must submit them in a sealed envelope marked or
labeled with the offeror’s firm name, solicitation number, title, solicitation due date and time, to the location and not later
than the Due Date and Time specified in the Request for Proposals.
Failure to comply with the solicitation requirements may be cause for County to reject the offeror’s proposal as non-
responsive.
7. BEST AND FINALOFFER:
County reserves the right to request additional information and/or clarification with responsible offerors who submit
proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure
full understanding of, and conformance to, the solicitation requirements.
In the event that County holds discussions and requests clarifications, County will issue a written request for best and final
proposals. The request will set forth the date, time, and place for the submission of best and final proposals. If offerors fail
to respond to the request for best and final proposal or fail to submit a notice of withdrawal, County will consider their
immediate previous proposal as their best and final proposal.
8. COMPLIANCE WITH AGREEMENT:
County will execute an agreement with the successful offeror by issuance of a shared Master Agreement (MA).
The Offeror agrees to establish, monitor, and manage an effective administration process that assures compliance with all
requirements of the agreement.
9. INQUIRIES & NOTICE OF RECOMMENDATION FOR AWARD (NORFA):
County will not provide results of this procurement in response to telephone inquiries. Interested parties may attend the
public opening at the time and date stated in this solicitation. A tabulation of submittals will be on file at the Procurement
Department. No oral interpretations or clarifications made to any respondent as to the meaning of any of the solicitation
documents will be binding on Pima County. If a prospective respondent believes a requirement of the solicitation
documents to be needlessly restrictive, unfair, or unclear, the respondent will notify the Pima County Procurement
department in writing identifying the solicitation number, page and paragraph number and clearly stating the issue and
suggested solution prior to the date set for receipt of the bid or proposal. County will respond by written addendum sent to
all known potential respondents. County may not answer issues that are not submitted within 8 days prior to the closing
date and time of the solicitation.
The Pima County protest procedures are in Chapter 11.20 of the Pima County Procurement Code, available through
https://library.municode.com/az/pima_county/codes/code_of_ordinances?nodeId=TIT11PICOPRCO_CH11.20PR. The
five-day period to file a protest of the award will be measured from the date the Notice of Recommendation for Award is
posted on the Pima County Procurement website at http://www.pima.gov/procure/awards/ without regard to whether
individual notices were issued. It is the responsibility of Offerors and Offerors to check the website.
10. CONTRACTOR RECORD MAINTENANCE:
By submitting a response to this solicitation, the Contractor agrees to establish and maintain a complete Pima County
Contractor record, including the provision of a properly completed and executed “Request for Taxpayer Identification
Number and Certification” document (Form W-9), within ten calendar days of the solicitation’s due date. The Contractor
also agrees to update the information within ten calendar days of any changes made and prior to the submission of any
invoice or request for payment. The preferred method for creating or updating this record is via the Internet utilizing the
Pima County Vendor Registration (VRAMP)/Vendor Self Service (VSS) Portals. The registration requires that the
Contractor establishes and maintains email functionality. In addition to providing the means for a Contractor to create and
maintain their own record, the portals also provide for email notice to the Contractor regarding solicitations published by
Instructions to Offerors
Revised 01/12/18
Page 3 of 4
Solicitation No: 318200 - RFP
Title: Library Presenter Services
Pima County for commodities of interest as defined by the Contractor record. Internet links for Contractor Registration are
located at the Procurement Internet page: http://www.pima.gov/procure/venreg.htm
11. DOCUMENTS MARKED CONFIDENTIAL:
Disclosure. Pursuant to A.R.S. § 39-121 et seq., and A.R.S. § 34-603(H) in the case of construction or Architectural and
Engineering services procured under A.R.S. Title 34, Chapter 6, all documents submitted in response to this solicitation,
including, but not limited to, pricing schedules, product specifications, work plans, and any supporting documents are
public records. As such, those documents are subject to release and/or review by the general public upon request,
including competitors.
Records Marked Confidential; Notice and Protective Order. If Offeror reasonably believes that, some of those records
contain proprietary, trade secret or otherwise-confidential information, Offeror must prominently mark those records
“CONFIDENTIAL.” In the event a public-records request is submitted to County for records marked CONFIDENTIAL,
County will notify Offeror of the request as soon as reasonably possible.
County will release the records 10 business days after the date of that notice, unless Offeror has, within that period,
secured an appropriate order from a court of competent jurisdiction enjoining the release of the records. County will not,
under any circumstances, be responsible for securing such an order, nor will County be in any way financially responsible
for any costs associated with securing such an order.
Any information marked as CONFIDENTIAL must be accompanied by an index specifically identifying and describing the
general contents of each page so marked. The index is a Public Record and will not include any information considered
confidential.
The Offeror agrees to waive confidentiality of any price terms in the event of an awarded contract.
END OF INSTRUCTIONS TO OFFERORS
Instructions to Offerors
Revised 01/12/18
Page 4 of 4

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