Shipping Services for Science Materials

REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES
SHIPPING SERVICES FOR SCIENCE MATERIALS
ISSUED BY DEPARTMENT OF EDUCATION
CONTRACT NUMBER DOE26007-SHIPPING
Contents:
I. Overview
II. Scope of Services
III. Required Information
IV. Professional Services RFP Administrative Information
V. Contract Terms and Conditions
VI. RFP Miscellaneous Information
VII. Attachments
Appendix A - MINIMUM MANDATORY SUBMISSION REQUIREMENTS
Appendix B - SCOPE OF WORK AND TECHNICAL REQUIREMENTS
** Ctrl + Click on the headings above will take you directly to the section.
I. Overview
The State of Delaware Department of Education, seeks professional services to provide shipping services
for Science Materials. This request for proposals ("RFP") is issued pursuant to 29 Del. C. 6981 and 6982.
The proposed schedule of events subject to the RFP is outlined below:
Public Notice Date: May 8, 2026
Deadline for Questions Date: May 22, 2026
Response to Questions Posted by: Date: May 27, 2026
Deadline for Receipt of Proposals Date: June 9, 2026, at 2:00 PM (Local Time)
Estimated Notification of Award Date: June / July 2026
Each proposal must be accompanied by a transmittal letter which briefly summarizes the proposing firm's
interest in providing the required professional services. The transmittal letter must also clearly state and
justify any exceptions to the requirements of the RFP which the applicant may have taken in presenting the
proposal. (Applicant exceptions must also be recorded on Attachment 3).
Furthermore, the transmittal letter must attest to the fact, at a minimum, that the Vendor shall not store or
transfer non-public State of Delaware data outside of the United States (Applicable to Technology Based
Professional Services only). For technology related solicitations, Vendors may refer to the Delaware
Department of Technology and Information identified terms and conditions included in this solicitation.
The State of Delaware reserves the right to deny any and all exceptions taken to the RFP requirements.
PREBID MEETING -

STATE OF DELAWARE
Department of Education
A mandatory pre-bid meeting has not been established for this Request for Proposal.
II. Scope of Services
The Vendor(s) shall provide all equipment, materials and labor to supplement the DDOE's need for Shipping
Services for Science Materials as described herein. The contract will require the Vendor(s) to cooperate with
the ordering agency to insure the State receives the most current state-of-the-art materials and/or services.
The successful vendor will work closely with the DDOE Science Materials Resource Center Manager, or
designee, to coordinate shipping and receiving events at the John Collette Education Resource Center in Dover,
DE. The successful vendor shall work with the DDOE Science Materials Center Manager, or designee, and
school building officials to coordinate shipping and receiving efforts at specific school locations. Materials shall
also be moved within the center (loading dock area) and moved to and from delivery trucks by the successful
vendor. The successful vendor shall unload trucks at the center and place bins/materials on designated pallets
which are sorted by kit and/or grade level within the center. Approximately 10,000 science kits are shipped each
year from the center. Since each kit can require multiple shipping bins, approximately 25,000 bins/items are
shipped per year.
These services shall be provided during the normal work hours of 7:00 a.m. to 4:00 p.m. The center is closed
for lunch from 12:00 to 1:00 PM each day. Delivery drivers must call the Science Materials Center once loaded
with a return shipment so that DDOE staff can be prepared to coordinate the unloading of science kits. Any
changes to this schedule require approval by the DDOE Science Materials Center Manager and/or the DDOE
Director of K-12 Initiatives & Educator Engagement.
The successful vendor shall have a system in place to verify delivery of each bin at the correct location. Written
records shall be provided to the DDOE Science Materials Center Manager, or designee, at the completion of
each shipping and receiving event.
The technical requirements of this RFP are stated in Appendix B. Vendors must provide pricing in their proposal
response.
III. Required Information
The following information shall be provided in each proposal in the order listed below. Failure to respond to
any request for information within this proposal may result in rejection of the proposal at the sole discretion
of the State.
A. Minimum Requirements
1. Provide Delaware license(s) and/or certification(s) necessary to perform services as identified in the
scope of work.
Prior to the execution of an award document, the successful Vendor shall either furnish the Agency
with proof of State of Delaware Business Licensure or initiate the process of application where
required.
2. Vendor shall provide responses to the Request for Proposal (RFP) scope of work and clearly identify
capabilities as presented in the General Evaluation Requirements below.
3. Complete all appropriate attachments and forms as identified within the RFP.
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4. Proof of insurance and amount of insurance shall be furnished to the Agency prior to the start of the
contract period and shall be no less than as identified in the bid solicitation, Section V, Item G,
subsection 7 (insurance).
B. General Evaluation Requirements
1. Understanding of project scope, objectives and requirements.
2. Vendor and subcontractor experience, qualifications and references.
3. Vendor delivery approach with supporting project work plan & schedule.
4. Project Cost.
IV. Professional Services RFP Administrative Information
A. RFP Issuance
1. Public Notice
Public notice has been provided in accordance with 29 Del. C. 6981.
2. Obtaining Copies of the RFP
This RFP is available in electronic form through the State of Delaware Procurement website at
https://bids.delaware.gov/ and at the Delaware Department of Education Bid Solicitation Home
Page at https://bids.doe.k12.de.us/#home (where Bidder questions are posed). Paper copies
of this RFP will not be available.
3. Assistance to Vendors with Disabilities
Vendors with disabilities may receive accommodation regarding the means of communicating this
RFP or participating in the procurement process. For more information, contact the Designated
Contact no later than ten days prior to the deadline for receipt of proposals.
4. RFP Designated Contact
All requests, questions, or other communications about this RFP shall be made in writing to the State
of Delaware. Address all communications to the person listed below; communications made to other
State of Delaware personnel or attempting to ask questions by phone or in person will not be allowed
or recognized as valid and may disqualify the vendor. Vendors should rely only on written statements
issued by the RFP designated contact.
Education Associate, Contracting & Procurement
Finance and Operations
DE Department of Education
401 Federal Street, Ste. 2
Dover, DE 19901
Email: erika.hadden@doe.k12.de.us
To ensure that written requests are received and answered in a timely manner, electronic mail (e-
mail) correspondence is acceptable, but other forms of delivery, such as postal and courier services
can also be used.
5. Consultants and Legal Counsel
The State of Delaware may retain consultants or legal counsel to assist in the review and evaluation
of this RFP and the vendors' responses. Bidders shall not contact the State's consultant or legal
counsel on any matter related to the RFP.
6. Contact with State Employees
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Direct contact with State of Delaware employees other than the State of Delaware Designated
Contact regarding this RFP is expressly prohibited without prior consent. Vendors directly contacting
State of Delaware employees risk elimination of their proposal from further consideration. Exceptions
exist only for organizations currently doing business in the State who require contact in the normal
course of doing that business.
7. Organizations Ineligible to Bid
Any individual, business, organization, corporation, consortium, partnership, joint venture, or any
other entity including subcontractors currently debarred or suspended is ineligible to bid. Any entity
ineligible to conduct business in the State of Delaware for any reason is ineligible to respond to the
RFP.
8. Exclusions
The Proposal Evaluation Team reserves the right to refuse to consider any proposal from a vendor
who:
a. Has been convicted for commission of a criminal offense as an incident to obtaining or attempting
to obtain a public or private contract or subcontract, or in the performance of the contract or
subcontract:
b. Has been convicted under State or Federal statutes of embezzlement, theft, forgery, bribery,
falsification or destruction of records, receiving stolen property, or other offense indicating a lack
of business integrity or business honesty that currently and seriously affects responsibility as a
State contractor:
c. Has been convicted or has had a civil judgment entered for a violation under State or Federal
antitrust statutes:
d. Has violated contract provisions such as;
1) Known failure without good cause to perform in accordance with the specifications or within
the time limit provided in the contract; or
2) Failure to perform or unsatisfactory performance in accordance with terms of one or more
contracts;
e. Has violated ethical standards set out in law or regulation; and
f. Any other cause listed in regulations of the State of Delaware determined to be serious and
compelling as to affect responsibility as a State contractor, including suspension or debarment by
another governmental entity for a cause listed in the regulations.
B. RFP Submissions
1. Acknowledgement of Understanding of Terms
By submitting a bid, each vendor shall be deemed to acknowledge that it has carefully read all
sections of this RFP, including all forms, schedules and exhibits hereto, and has fully informed itself
as to all existing conditions and limitations.
2. Proposals
To be considered, all proposals must be submitted in writing and respond to the items outlined in this
RFP. The State reserves the right to reject any non-responsive or non-conforming proposals. Each
proposal must be submitted with one (1) paper copy and one (1) electronic copy on USB memory
drive. Please provide a separate electronic pricing file from the rest of the RFP proposal responses.
All properly sealed and marked proposals are to be sent to the State of Delaware and received no
later than 2:00 PM (Local Time) on June 9, 2026,. The Proposals may be delivered by Express
Delivery (e.g., FedEx, UPS, etc.), US Mail, or by hand to:
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STATE OF DELAWARE
Department of Education
Education Associate, Contracting & Procurement
Finance and Operations
DE Department of Education
401 Federal Street, Ste. 2
Dover, DE 19901
Email: erika.hadden@doe.k12.de.us
Vendors are directed to clearly print "BID ENCLOSED" and "CONTRACT NO. DOE26007-
SHIPPING" on the outside of the bid submission package.
Any proposal received after the Deadline for Receipt of Proposals date shall not be considered and
shall be returned unopened. The proposing vendor bears the risk of delays in delivery and any costs
for returned proposals. The contents of any proposal shall not be disclosed as to be made available
to competing entities during the negotiation process.
Upon receipt of vendor proposals, each vendor shall be presumed to be thoroughly familiar with all
specifications and requirements of this RFP. The failure or omission to examine any form, instrument
or document shall in no way relieve vendors from any obligation in respect to this RFP.
3. Proposal Modifications
Any changes, amendments or modifications to a proposal must be made in writing, submitted in the
same manner as the original response and conspicuously labeled as a change, amendment, or
modification to a previously submitted proposal. Changes, amendments, or modifications to
proposals shall not be accepted or considered after the hour and date specified as the deadline for
submission of proposals.
4. Proposal Costs and Expenses
The State of Delaware will not pay any costs incurred by any Vendor associated with any aspect of
responding to this solicitation, including proposal preparation, printing or delivery, attendance at
vendor's conference, system demonstrations or negotiation process.
5. Proposal Expiration Date
Prices quoted in the proposal shall remain fixed and binding on the bidder at least through one year.
The State of Delaware reserves the right to ask for an extension of time if needed.
6. Late Proposals
Proposals received after the specified date and time will not be accepted or considered. To guard
against premature opening, sealed proposals shall be submitted, plainly marked with the proposal
title, vendor name, and time and date of the proposal opening. Evaluation of the proposals is
expected to begin shortly after the proposal due date. To document compliance with the deadline,
the proposal will be date and time stamped upon receipt.
7. Proposal Opening
The State of Delaware will receive proposals until the date and time shown in this RFP. Proposals
will be opened in the presence of State of Delaware personnel. Any unopened proposals will be
returned to the submitting Vendor.
There will be no public opening of proposals, but a public log will be kept of the names of all vendor
organizations that submitted proposals. The contents of any proposal shall not be disclosed in
accordance with 29 Del. C. 10001, et seq. ("FOIA").
8. Non-Conforming Proposals
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Non-conforming proposals will not be considered. Non-conforming proposals are defined as those
that do not meet the requirements of this RFP. The determination of whether an RFP requirement is
substantive, or a mere formality shall reside solely within the State of Delaware.
9. Concise Proposals
The State of Delaware discourages overly lengthy and costly proposals. It is the desire that proposals
be prepared in a straightforward and concise manner. Unnecessarily elaborate brochures or other
promotional materials beyond those sufficient to present a complete and effective proposal are not
desired. The State of Delaware's interest is in the quality and responsiveness of the proposal.
10. Realistic Proposals
It is the expectation of the State of Delaware that vendors can fully satisfy the obligations of the
proposal in the manner and timeframe defined within the proposal. Proposals must be realistic and
must represent the best estimate of time, materials and other costs including the impact of inflation
and any economic or other factors that are reasonably predictable.
The State of Delaware shall bear no responsibility or increase obligation for a vendor's failure to
accurately estimate the costs or resources required to meet the obligations defined in the proposal.
11. Confidentiality of Documents
The State of Delaware and its constituent agencies are required to comply with the State of Delaware
Freedom of Information Act, 29 Del. C. 10001, et seq. ("FOIA"). FOIA requires that the State of
Delaware's records are public records (unless otherwise declared by FOIA or other law to be exempt
from disclosure) and are subject to inspection and copying by any person upon a written request. All
proposals are subject to FOIA's public disclosure obligations.
The State of Delaware wishes to create a business-friendly environment and procurement process.
As such, the State respects the vendor community's desire to protect its intellectual property, trade
secrets, and confidential business information (collectively referred to herein as "confidential business
information"). Proposals must contain sufficient information to be evaluated. If a vendor feels that
they cannot submit their proposal without including confidential business information, they must
adhere to the following procedure, or their proposal may be deemed unresponsive, may not be
recommended for selection, and any applicable protection for the vendor's confidential business
information may be lost.
In order to allow the State to assess its ability to protect a vendor's confidential business information,
vendors will be permitted to designate appropriate portions of their proposal as confidential business
information.
Vendor(s) may submit portions of a proposal considered to be confidential business information in a
separate, sealed envelope labeled "Confidential Business Information" and include the specific RFP
number. The envelope must contain a letter from the vendor's legal counsel describing the
documents in the envelope, representing in good faith that the information in each document is not
"public record" as defined by 29 Del. C. 10002, and briefly stating the reasons that each document
meets the said definitions.
Upon receipt of a proposal accompanied by such a separate, sealed envelope, the State of Delaware
will open the envelope to determine whether the procedure described above has been followed. A
vendor's allegation as to its confidential business information shall not be binding on the State. The
State shall independently determine the validity of any vendor designation as set forth in this section.
Any vendor submitting a proposal or using the procedures discussed herein expressly accepts the
State's absolute right and duty to independently assess the legal and factual validity of any
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Department of Education
information designated as confidential business information. Accordingly, vendor(s) assume the risk
that confidential business information included in a proposal may enter the public domain.
12. Multi-Vendor Solutions (Joint Ventures)
Multi-vendor solutions (joint ventures) will be allowed only if one of the venture partners is designated
as the "prime contractor". The "prime contractor" must be the joint venture's contact point for the
State of Delaware and be responsible for the joint venture's performance under the contract, including
all project management, legal and financial responsibility for the implementation of all vendor
systems. If a joint venture is proposed, a copy of the joint venture agreement clearly describing the
responsibilities of the partners must be submitted with the proposal. Services specified in the
proposal shall not be subcontracted without prior written approval by the State of Delaware, and
approval of a request to subcontract shall not in any way relieve Vendor of responsibility for the
professional and technical accuracy and adequacy of the work. Further, vendor shall be and remain
liable for all damages to the State of Delaware caused by negligent performance or non-performance
of work by its subcontractor or its sub-subcontractor.
Multi-vendor proposals must be a consolidated response with all cost included in the cost summary.
Where necessary, RFP response pages are to be duplicated for each vendor.
a. Primary Vendor
The State of Delaware expects to negotiate and contract with only one "prime vendor". The State
of Delaware will not accept any proposals that reflect an equal teaming arrangement or from
vendors who are co-bidding on this RFP. The prime vendor will be responsible for the
management of all subcontractors.
Any contract that may result from this RFP shall specify that the prime vendor is solely responsible
for fulfillment of any contract with the State as a result of this procurement. The State will make
contract payments only to the awarded vendor. Payments to any-subcontractors are the sole
responsibility of the prime vendor (awarded vendor).
Nothing in this section shall prohibit the State of Delaware from the full exercise of its options
under Section IV.B.18 regarding multiple source contracting.
b. Sub-contracting
The vendor selected shall be solely responsible for contractual performance and management of
all subcontract relationships. This contract allows subcontracting assignments; however, vendors
assume all responsibility for work quality, delivery, installation, maintenance, and any supporting
services required by a subcontractor.
Use of subcontractors must be clearly explained in the proposal, and major subcontractors must
be identified by name. The prime vendor shall be wholly responsible for the entire contract
performance whether or not subcontractors are used. Any sub-contractors must be approved
by State of Delaware.
c. Multiple Proposals
A primary vendor may not participate in more than one proposal in any form. Sub-contracting
vendors may participate in multiple joint venture proposals.
13. Sub-Contracting
The vendor selected shall be solely responsible for contractual performance and management of all
subcontract relationships. This contract allows subcontracting assignments; however, vendors
assume all responsibility for work quality, delivery, installation, maintenance, and any supporting
services required by a subcontractor.
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Use of subcontractors must be clearly explained in the proposal, and subcontractors must be
identified by name. Any sub-contractors must be approved by State of Delaware.
14. Discrepancies and Omissions
Vendor is fully responsible for the completeness and accuracy of their proposal, and for examining
this RFP and all addenda. Failure to do so will be at the sole risk of vendor. Should vendor find
discrepancies, omissions, unclear or ambiguous intent or meaning, or should any questions arise
concerning this RFP, vendor shall notify the State of Delaware's Designated Contact, in writing, of
such findings at least ten (10) days before the proposal opening. This will allow issuance of any
necessary addenda. It will also help prevent the opening of a defective proposal and exposure of
vendor's proposal upon which award could not be made. All unresolved issues should be addressed
in the proposal.
Protests based on any omission or error, or on the content of the solicitation, will be disallowed if
these faults have not been brought to the attention of the Designated Contact, in writing, at least ten
(10) calendar days prior to the time set for opening of the proposals.
a. RFP Question and Answer Process
The State of Delaware will allow written requests for clarification of the RFP. All questions shall
be received no later than May 22, 2026 at the Delaware Department of Education's Bid Solicitation
site - https://bids.doe.k12.de.us/#home. All questions will be consolidated into a single set of
responses and posted on the State's website at bids.delaware.gov and the above DOE site by
the date of May 27, 2026. Vendor names will be removed from questions in the responses
released. Questions should be submitted in the following format. Deviations from this format will
not be accepted.
* Section number
* Paragraph number
* Page number
* Text of passage being questioned
Questions not submitted electronically shall be accompanied by a CD and questions shall be
formatted in Microsoft Word.
15. State's Right to Reject Proposals
The State of Delaware reserves the right to accept or reject any or all proposals or any part of any
proposal, to waive defects, technicalities or any specifications (whether they be in the State of
Delaware's specifications or vendor's response), to sit and act as sole judge of the merit and
qualifications of each product offered, or to solicit new proposals on the same project or on a modified
project which may include portions of the originally proposed project as the State of Delaware may
deem necessary in the best interest of the State of Delaware.
16. State's Right to Cancel Solicitation
The State of Delaware reserves the right to cancel this solicitation at any time during the procurement
process, for any reason or for no reason. The State of Delaware makes no commitments expressed
or implied, that this process will result in a business transaction with any vendor.
This RFP does not constitute an offer by the State of Delaware. Vendor's participation in this process
may result in the State of Delaware selecting your organization to engage in further discussions and
negotiations toward execution of a contract. The commencement of such negotiations does not,
however, signify a commitment by the State of Delaware to execute a contract nor to continue
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negotiations. The State of Delaware may terminate negotiations at any time and for any reason, or
for no reason.
17. State's Right to Award Multiple Source Contracting
Pursuant to 29 Del. C. 6986, the State of Delaware may award a contract for a particular
professional service to two or more vendors if the agency head makes a determination that such an
award is in the best interest of the State of Delaware.
18. Potential Contract Overlap
Vendors shall be advised that the State, at its sole discretion, shall retain the right to solicit for goods
and/or services as required by its agencies and as it serves the best interest of the State. As needs
are identified, there may exist instances where contract deliverables, and/or goods or services to be
solicited and subsequently awarded, overlap previous awards. The State reserves the right to reject
any or all bids in whole or in part, to make partial awards, to award to multiple vendors during the
same period, to award by types, on a zone-by-zone basis or on an item-by-item or lump sum basis
item by item, or lump sum total, whichever may be most advantageous to the State of Delaware.
19. Supplemental Solicitation
The State reserves the right to advertise a supplemental solicitation during the term of the Agreement
if deemed in the best interest of the State.
20. Notification of Withdrawal of Proposal
Vendor may modify or withdraw its proposal by written request, provided that both proposal and
request is received by the State of Delaware prior to the proposal due date. Proposals may be re-
submitted in accordance with the proposal due date in order to be considered further.
Proposals become the property of the State of Delaware at the proposal submission deadline. All
proposals received are considered firm offers at that time.
21. Revisions to the RFP
If it becomes necessary to revise any part of the RFP, an addendum will be posted on the State of
Delaware's website at bids.delaware.gov and at the Delaware Department of Education's Bid
Solicitation site - https://bids.doe.k12.de.us/#home. The State of Delaware is not bound by any
statement related to this RFP made by any State of Delaware employee, contractor or its agents.
22. Exceptions to the RFP
Any exceptions to the RFP, or the State of Delaware's terms and conditions, must be recorded on
Attachment 3. Acceptance of exceptions is within the sole discretion of the evaluation committee.
23. Business References
Provide at least three (3) business references consisting of current or previous customers of similar
scope and value using Attachment 5. Include business name, mailing address, contact name and
phone number, number of years doing business with, and type of work performed. Personal
references cannot be considered.
24. Award of Contract
The final award of a contract is subject to approval by the State of Delaware. The State of Delaware
has the sole right to select the successful vendor(s) for award, to reject any proposal as unsatisfactory
or non-responsive, to award a contract to other than the lowest priced proposal, to award multiple
contracts, or not to award a contract, as a result of this RFP.
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Notice in writing to a vendor of the acceptance of its proposal by the State of Delaware and the
subsequent full execution of a written contract will constitute a contract, and no vendor will acquire
any legal or equitable rights or privileges until the occurrence of both such events.
a. RFP Award Notifications
After reviews of the evaluation committee report and its recommendation, and once the contract
terms and conditions have been finalized, the State of Delaware will award the contract.
The contract shall be awarded to the vendor whose proposal is most advantageous, taking into
consideration the evaluation factors set forth in the RFP.
It should be explicitly noted that the State of Delaware is not obligated to award the contract to
the vendor who submits the lowest bid or the vendor who receives the highest total point score,
rather the contract will be awarded to the vendor whose proposal is the most advantageous to
the State of Delaware. The award is subject to the appropriate State of Delaware approvals.
After a final selection is made, the winning vendor will be invited to negotiate a contract with the
State of Delaware; remaining vendors will be notified in writing of their selection status.
25. Cooperatives
Vendors, who have been awarded similar contracts through a competitive bidding process with a
cooperative, are welcome to submit the cooperative pricing for this solicitation. State of Delaware
terms will take precedence.
C. RFP Evaluation Process
An evaluation team composed of representatives of the State of Delaware will evaluate proposals on a
variety of quantitative criteria. Neither the lowest price nor highest scoring proposal will necessarily be
selected.
The State of Delaware reserves full discretion to determine the competence and responsibility,
professionally and/or financially, of vendors. Vendors are to provide in a
timely manner any and all information that the State of Delaware may deem necessary to make a
decision.
1. Proposal Evaluation Team
The Proposal Evaluation Team shall be comprised of representatives of the State of Delaware. The
Team shall determine which vendors meet the minimum requirements pursuant to selection criteria
of the RFP and procedures established in 29 Del. C. 6981 and 6982. Professional services for this
solicitation are considered under 29 Del. C. 6982(b). The Team may negotiate with one or more
vendors during the same period and may, at its discretion, terminate negotiations with any or all
vendors. The Team shall make a recommendation regarding the award to the DOE Associate
Secretary of Finance and Operations, who shall have final authority, subject to the provisions of this
RFP and 29 Del. C. 6982(b), to award a contract to the successful vendor in the best interests of
the State of Delaware.
2. Proposal Selection Criteria
The Proposal Evaluation Team shall assign up to the maximum number of points for each Evaluation
Item to each of the proposing vendor's proposals. All assignments of points shall be at the sole
discretion of the Proposal Evaluation Team.
The proposals shall contain the essential information on which the award decision shall be made.
The information required to be submitted in response to this RFP has been determined by the State
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