2-RFP 23-17PV (1GPA) - March 10, 2025 - DCSD Board Meeting Archive

TABLE OF CONTENTS

Documents Referenced Page 3

Introduction Page 4

Definition of Terms Page 5

Uniform Instructions to Offerors Page 6

Uniform Terms and Conditions Page 11

Special Terms and Conditions Page 19

Scope of Work Page 25

Evaluation Criteria Page 29

Submittal Requirements & Proposal Format Page 32

Exhibit A – OpenGov Procurement Submission Instructions Page 33

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DOCUMENTS REFERENCED

You may access a complete copy of the documents referenced within this solicitation at the following web addresses:

Arizona:

Arizona Revised Statutes (ARS) is available at
http://www.azleg.state.az.us/ArizonaRevisedStatutes.asp

The Arizona School District Procurement Rules in the Arizona Administrative Code (AAC) is available at
http://apps.azsos.gov/public_services/Title_07/7-02.pdf

All Other States:

For a full listing of Intergovernmental Purchasing Statutes by state, visit the 1GPA website at
http://1gpa.org/state-statutes/

Local Governments website (USA.gov)
https://www.usa.gov/local-governments

Federal:

IRS W-9 form (Request for Taxpayer I.D. Number) is available at
http://www.irs.gov/pub/irs-pdf/fw9.pdf

Code of Federal Regulations, 2 CFR §§ 200.318-326
https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/subpart-D/subject-group-ECFR45ddd4419ad436d

Education Department General Administrative Regulations (EDGAR)
https://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html

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INTRODUCTION

Who are we?

Eligible using members include school districts, charter schools, universities, colleges, cities, towns, municipalities, counties,
states, local governments, federal government, Native American communities, fire districts, and any other political
subdivision.

What do we do?

We provide contracts for a broad range of commodities and services that are available to the Cooperative eligible members
through a government purchasing cooperative or Interlocal agreement. All of our contracts are competitively procured and
awarded in compliance with state statutes, procurement laws and regulations.

Contracts are approved and awarded by 1GPA’s lead governmental entities and are only available for use and benefit of all
entities complying with state procurement laws and regulations.

Why are we preferred?

The Cooperative’s pooled purchasing power means public and private schools, cities, counties and state agencies, non-
profits, as well as colleges, universities and Native American communities can save actual budget dollars on our contracts
utilizing best business practices.

Our agency is dedicated to negotiating the best contracts with the best firms locally or nationally to ensure our members
receive quality products and services at the best price.

We service our members by providing in-house knowledge of public procurement practices in conjunction with quality
business practices to mainstream the purchasing process for large and complex solicitations that can take up to 6 to 12
months for our members on their own.

We pride our firm on our commitment to compliance, innovation, and collaboration.

As a government purchasing cooperative, 1GPA offers its Members access to a broad range of vendors whose
goods and services have been competitively procured by 1GPA, in coordination with its governmental lead
agencies. When conducting competitive solicitations, 1GPA takes all steps necessary to comply with federal, state
and local procurement laws applicable to both the Lead Agency identified in the solicitation, as well as to
1GPA. Each Member must make its own independent determination as to (1) whether the Member may, under laws
applicable to the Member, lawfully purchase particular goods or services through purchasing cooperatives, and (2)
whether the Member must comply with any additional procedures required under laws applicable to the Member
prior to completing a cooperative purchase. 1GPA makes no representations or warranties to its Members, or to
any vendors, regarding such matters.

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DEFINITION OF TERMS

A complete list of definitions can be in the Arizona Administrative Code R7-2-1001. The terms listed below are defined as follows:

“Attachment” means any item the Solicitation requires the Offeror to submit as part of the Proposal.

“Contract” means the combination of the Solicitation, including the Special Instructions to Offerors, Special Terms and Conditions, and
the Specifications and Statement or Scope of Work/Services; the Proposal and any Best and Final Offers; and any Solicitation Amendments
or Contract Amendments, and Member purchase orders.

"Contract Amendment" means a written document signed by the 1GPA that is issued for the purpose of making changes in the Contract.

“Contractor” means any person who has a Contract with the 1GPA.

“Cost” means the aggregate cost of all materials and services, including labor performed by force account.

“Days” means calendar days and shall be computed pursuant to ARS § 1-243.

“Exhibit” means any item labeled as an Exhibit in the Solicitation or placed in the Exhibits section of the solicitation.

“Governing Body” means any group comprised of elected or appointed officials, such as School District Governing Boards, City Councils,
County Supervisors, Board of Regents, etc., which has the authority to make fiduciary decisions for a Member organization.

“Gratuity” means a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present
or promised, unless consideration of substantially equal or greater value is received.

“Materials” means all property, including equipment, supplies, printing, insurance and leases of property but does not include land, a
permanent interest in land or real property or leasing space.

“Member” means the non-profit entities, public and private schools (including independent school districts and charter schools), education
service centers, colleges, universities, municipalities, counties, political subdivisions, and other governmental entities and agencies
throughout the United States that have followed local governing authority allowing them to utilize contracting vehicles procured and
administered by 1GPA.

“Offer” means a response to a Solicitation.

“Offeror” means a person submitting a Proposal in response to a Request for Proposals

“Person” means any corporation, business, individual, union, committee, club, other organization or group of individuals.

“Procurement Officer” means the person duly authorized to enter into and administer Contracts and make written determinations with
respect to this Solicitation or his or her designee.

“Purchase Order or PO” means the agreed-upon purchase order or other form of binding contract document between the 1GPA member
and the Vendor which is used in making a purchase under a 1GPA contract.

“Responsible Bidder or Offeror” means a person who at the time of contract award has the capability to perform the Contract
requirements with the integrity and reliability which will assure good faith performance.

“Responsive Bidder or Offeror” means a person who submits a bid or proposal which conforms in all material respects to the Invitation
for Bids or Request for Proposals.

“Services” means the furnishing of labor, time or effort by a contractor or subcontractor which does not involve the delivery of a specific
end product other than required reports and performance, but does not include employment agreements or collective bargaining
agreements.

“Solicitation” means an Invitation for Bids (“IFB”), a Request for Proposal (“RFP”), or a Request for Qualification (“RFQ”).

“Solicitation Amendment” means a written document that is authorized by the Procurement Officer and issued for the purpose of making
changes to the Solicitation.

“Subcontract” means any Contract, express or implied, between the Contractor and another party or between a subcontractor and
another party delegating or assigning, in whole or in part, the making or furnishing of any material or any service required for the
performance of the Contract.

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UNIFORM INSTRUCTIONS TO OFFERORS

1. Inquiries

A. Duty to Examine – It is the responsibility of each Offeror to examine the entire Solicitation, seek clarification in writing, and check
its Proposal for accuracy before submitting the Proposal. Lack of care in preparing a Proposal shall not be grounds for withdrawing
the Proposal after the Proposal due date and time nor shall it give rise to any Contract claim.

B. Solicitation Contact Person – Any inquiry related to a Solicitation, including any requests for or inquiries regarding standards
referenced in the Solicitation, shall be directed solely to the Solicitation contact person.

C. Submission of Inquiries – Questions and/or clarifications concerning this solicitation will be accepted in writing through
(month/day,) 2022 by 5:00 p.m. Request shall be transmitted via email or submitted through the OpenGov Procurement online
portal located at https://procurement.opengov.com/portal/1gpa. Responses and amendments to this solicitation, if necessary, are
scheduled to be issued by (month/day,) 2022 by 5:00 p.m. No Offeror may rely upon oral responses made by any 1GPA employee
or any lead agency representative. For further assistance concerning this solicitation, contact Rebecca Seifert, Procurement
Specialist at rseifert@1GPA.org.

D. Solicitation Amendments/Addenda – The Solicitation shall only be modified by a Solicitation Amendment or Addendum. 1GPA
will not be responsible for Offerors adjusting their proposal based on oral instructions by any member of 1GPA or lead agency
personnel.

E. Pre-Proposal Conference – If a Pre-Proposal Conference has been scheduled under this Solicitation, the date, time, and location
shall appear on the Solicitation cover sheet or elsewhere in the Solicitation. An Offeror should raise any questions it may have
about the Solicitation or the procurement at that time. An Offeror may not rely on any verbal responses to questions at the
conference. Material issues raised at the conference that result in changes to the Solicitation shall be answered solely through a
written Solicitation Amendment or Addendum.

F. Proposal Opening – Proposals shall be electronically submitted via OpenGov Procurement prior to the specified due date and
time. Proposals shall be opened immediately following the proposal due date and time, and at the place designated on the cover
page of this document, unless amended in writing by 1GPA. The name of each Offeror shall be read at this time. All Offers and
any modifications and other information received in response to the Request for Proposals shall be shown only to authorized
1GPA personnel having a legitimate interest in the evaluation. After contract award, the Proposals and evaluation document
shall be open for public inspection.

G. Time Stamp – Proposals will be time stamped when received by OpenGov Procurement. Proposals will be accepted up to but
no later than the time indicated in the Request for Proposal (RFP). Proposals received after the time stated in the RFP will not
be considered and will remain unopened. Offeror assumes the risk of any delay in their submission. 1GPA strongly recommends
that you give yourself sufficient time and at least ONE (1) day before Proposal Due Date and Time to begin the uploading process
and to finalize your submission.

H. Persons with Disabilities – Persons with a disability may request a reasonable accommodation, such as a sign language
interpreter, by contacting the appropriate Solicitation contact person. Requests shall be made as early as possible to allow time
to arrange the accommodation.

2. Proposal Preparation

A. Forms – A Proposal shall be submitted either on the forms provided in this Solicitation or their substantial equivalent. Any
substitute document for the forms provided in this Solicitation will be legible and contain the same information requested on the
form.

B. Typed or Ink Corrections – The Proposal should be typed or in ink. Erasures, interlineations or other modifications in the
Proposal should be initialed in ink by the person signing the Proposal. Modifications shall not be permitted after Proposals have
been opened except as otherwise provided under AAC R7-2-1030.

C. Signature(s) on Proposals – The Proposal and Contract Acceptance document should be submitted with an original ink
signature or electronic signature by the person authorized to sign the Proposal. Failure to sign the Proposal and Contract
Acceptance document may result in rejection of the Proposal.

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UNIFORM INSTRUCTIONS TO OFFERORS

D. Exceptions to Terms and Conditions – All exceptions included with the Proposal shall be submitted in a clearly identified
separate section of the Proposal in which the Offeror clearly identifies the specific paragraphs of the Solicitation where the
exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting Contract unless
such exception is specifically referenced by the Procurement Officer in a written statement. The Offeror’s preprinted or standard
terms will not be considered as a part of any resulting Contract. All exceptions that are contained in the Proposal may negatively
affect the solicitation evaluation based on the evaluation criteria as stated in the Solicitation or result in rejection of the Proposal.
No exceptions included in the Proposal shall become part of the resulting Contract unless agreed and accepted to by 1GPA.

E. Subcontracts – Offeror shall clearly list any proposed subcontractors and the subcontractor’s proposed responsibilities in the
Proposal.

F. Cost of Proposal Preparation – 1GPA will not reimburse any Offeror the cost of responding to a Solicitation.

G. Solicitation Amendments/Addenda – Unless otherwise stated in the Solicitation, each Solicitation Amendment or Addendum
should be acknowledged by the person signing the Proposal. Failure to acknowledge a material Solicitation Amendment or
Addendum or to follow the instructions for acknowledgement of the Solicitation Amendment/Addendum may result in rejection of
the Proposal.

H. Provision of Tax Identification Numbers – Offerors are required to provide their Federal Tax Identification number, if applicable,
in the space provided on the Proposal and Acceptance Form and provide the tax rate and amount, if applicable, on the Proposal
Cost Sheet.

I. Taxes

1. Federal Excise Tax – Arizona School Districts/Public Entities are exempt from certain Federal Excise Tax on manufactured
goods.
2. Transaction Privilege Taxes – Arizona School Districts/Public Entities are subject to all applicable state and local
transaction privilege taxes. Transaction Privilege Taxes in Arizona include State, County and City taxes.
3. Property Taxes – Arizona School Districts/Public Entities do not pay state property taxes.
4. Taxes on Shipping - Transaction privilege tax may not be collected on delivery charges to the Member’s location if
separately stated on the invoice.
5. Payment of Taxes – Member is responsible for payment for all taxes listed on the invoice. Contractor is responsible for
collection such taxes and shall forward all taxes to the proper revenue office.

All Other States – Other states may have different tax requirements and laws. The tax laws in each state shall be followed by
the awarded vendor. It is the responsibility of the vendor to be familiar with the laws and statutes in the state in which they are
conducting business.

J. Disclosure – If the firm, business, or person submitting this Proposal has been debarred, suspended or otherwise lawfully
precluded from participating in any public procurement activity, including being disapproved as a subcontractor with any Federal,
state, or local government, or if any such preclusion from participation from any public procurement activity is currently pending,
the Offeror shall fully explain the circumstances relating to the preclusion or proposed preclusion in the Proposal. The Offeror
shall include a letter with its Proposal setting forth the name and address of the governmental unit, the effective date of this
suspension or debarment, the duration of the suspension or debarment, and the relevant circumstances relating the suspension
or debarment. If suspension or debarment is currently pending, a detailed description of all relevant circumstances including the
details enumerated above must be provided.

K. Solicitation Order of Precedence – In the event of a conflict in the provisions of this Solicitation and any subsequent contracts,
the following shall prevail in the order set forth below:

1. Addenda/Amendments;
2. Special Terms and Conditions;
3. Uniform General Terms and Conditions;
4. Scope of Work/Specifications;
5. Attachments;
6. Exhibits;
7. Special Instructions

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UNIFORM INSTRUCTIONS TO OFFERORS

8. Uniform Instructions to Offerors.

L. Delivery – Unless stated otherwise in the Solicitation, all prices shall be F.O.B. Destination and shall include all delivery and
unloading at the destination(s). Contractor shall provide delivery of goods, and/or performance of services in accordance with
the needs of the 1GPA Member. Products delivered must conform to the products listed under this contract and may not be
substituted with nonconforming products. Contractor agrees to pay for and arrange for return of goods that are defective.

3. Submission of Proposal

A. Proposal Submission – Each Proposal shall be submitted electronically to OpenGov Procurement by the due date and time at
https://procurement.opengov.com/portal/1gpa. Submittal instructions for OpenGov Procurement can be found on the last page
of this document under Exhibit A. 1GPA will not consider an offer submitted by any other method other than OpenGov
Procurement.

B. Proposal Amendment or Withdrawal – An Offeror may modify or withdraw a Proposal in writing at any time before Proposal
opening if the modification or withdrawal is received before the Proposal due date and time designated in the Solicitation. A
Proposal may not be amended or withdrawn after the Proposal due date and time except as otherwise provided under AAC R7-
2-1044.

C. Public Record/Confidentiality – Under applicable law, all Proposals submitted and opened are public records and must be
retained by 1GPA. Proposals shall be open to public inspection after Contract award, except for such Proposals deemed to be
confidential by 1GPA pursuant to AAC R7-2-1006.

If Offeror believes that its proposal contains trade secrets or other proprietary data not be disclosed as otherwise required by
ARS § 39-121, a statement advising 1GPA of this fact shall accompany the Proposal, and the information shall be so identified
wherever it appears. Requests to deem the entire Proposal as confidential, contract terms and conditions, pricing, and information
generally available to the public are not considered confidential information under this Section.

D. Certification – By signing the Proposal and Acceptance form or other official contract form, the Offeror certifies that:

1. The prices have been arrived at independently, without consultation, communication or agreement, for the purpose of
restricting competition, as to any matter relating to such prices with any other Offeror or with any competitor; the prices which
have been quoted have not been nor will not be disclosed directly or indirectly to any other Offeror or to any competitor; nor
attempt has been made or will be made to induce any person or firm to submit or not to submit, a Proposal for the purpose
of restricting competition. It did not engage in collusion or other anti-competitive practices in connection with the preparation
or submission of its Proposal and that the offeror has taken steps and exercised due diligence to ensure that no violation of
ARS § 15-213(O) has occurred; and

2. It does not discriminate against any employee, applicant for employment or person to whom it provides services because of
race, color, religion, sex, national origin, or disability, and that it complies with all applicable federal, state, and local laws and
executive orders regarding employment, including, Federal Executive Order 11246, Arizona State Executive Order 99-4,
2000-4, ARS § 41-1461 through 1465; and

3. The Offeror warrants that it and all proposed subcontracts will maintain compliance with Federal Immigration and Nationality
Act (FINA), ARS § 41-4401 and § 23-214, and all other Federal immigration laws and regulations related to the immigration
status of its employees which requires compliance with Federal immigration laws by employers, contractors and
subcontractors in accordance with the E-Verify Employee Eligibility Verification Program; and

4. The Offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future
employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted
Proposal. Failure to provide a valid signature affirming the stipulations required by this clause shall result in rejection of the
Proposal. Signing the Proposal with a false statement shall void the Proposal, any resulting contract and may be subject to
legal remedies provided by law; and

5. By submission of this Proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency or

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UNIFORM INSTRUCTIONS TO OFFERORS

otherwise lawfully prohibited from participating in any public procurement activity, including, but not limited to, being
disapproved as a subcontractor of any public procurement unit or other governmental body; and

6. By submission of this Proposal, that no Federal appropriated funds have been paid or will be paid by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of
a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a Cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of a Federal Contract, grant, loan or cooperative
agreement; and

7. In accordance with ARS § 35-392, the Offeror is in compliance and shall remain in compliance with the Export Administration
Act; and

8. The Offeror warrants that it and all proposed subcontracts are not currently engaged in, and agrees for the duration of this
Contract/Agreement that it will not engage in, a boycott of Israel, as that term is defined in ARS § 35-393 and Texas Gov’t
Code 2270.002; and

9. The Offeror warrants that it shall comply with the fingerprinting requirements, unless otherwise exempted, in accordance with
ARS § 15-512; and

10. In accordance with ARS § 35-394, the Offeror is not currently and for the duration of the contract will not use the forced labor
of ethnic Uyghurs in the People's Republic of China including goods, services, contractors, subcontractors or suppliers
thereof.

4. Additional Information

A. Unit Price Prevails – Where applicable, in the case of discrepancy between the unit price or rate and the extension of that unit
price or rate, the unit price or rate shall govern.

B. Taxes – The amount of any applicable transaction privilege or use tax of a political subdivision of the state of Arizona is not a
factor in determining the most advantageous proposal.

C. Late Proposals, Modifications or Withdrawals – A Proposal, Modification or Withdrawal submitted after the exact Proposal
due date and time shall not be considered except under the circumstances set forth in AAC R7-2-1044.

D. Disqualification – The Proposal of an Offeror who is currently debarred, suspended or otherwise lawfully prohibited from any
public procurement activity may be rejected.

E. Proposal Acceptance Period – An Offeror submitting a Proposal under this Solicitation shall hold its Proposal open for the
number of days from the due date that is stated in the Solicitation. If the Solicitation does not specifically state a number of days
for the Proposal acceptance, the number of days shall be ninety (90).

F. Payment – Payments shall comply with the requirements of ARS Titles 35 and 41, Net 30 days. Upon receipt and acceptance
of goods or services, the Contractor shall submit a complete and accurate invoice for payment within thirty (30) days.

G. Waiver and Rejection Rights – Notwithstanding any other provision of the solicitation, 1GPA reserves the right to:
1. Waive any minor informality;
2. Reject any and all Proposals or portions thereof; or
3. Cancel the Solicitation.

5. Award

A. Number or Types of Awards – Where applicable, the 1GPA reserves the right to make multiple awards or to award a Contract
by individual line item, by a group of line items, or categories, by an incremental award, by region, or by location, as indicated
within the Special Instructions, Terms and Conditions. The award will be limited to the least number of Offerors that 1GPA
determines is necessary to meet the needs of its Members.

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UNIFORM INSTRUCTIONS TO OFFERORS

B. Contract Inception – A Proposal does not constitute a Contract nor does it confer any rights on the Offeror to the award of a
Contract. A Contract is not created until the Proposal is accepted in writing by 1GPA and the Lead Agency with authorized
signatures on the Proposal and Acceptance form. A letter or other notice of award or of the intent to award shall not constitute
acceptance of the Proposal.

C. Effective Date – The effective date of this Contract shall be the date that 1GPA and the Lead Agency signs the Proposal and
Acceptance form or other official contract form, unless another date is specifically stated in the Contract.

6. Protests

A protest shall comply with and be resolved according to Arizona Department of Education School District Procurement Code Rule
AAC R7-2-1141 through R7-2-1153. Protests shall be in writing and be filed with the 1GPA/Lead Agency Representative, Eva Calles,
Director of Purchasing.

A. Protest shall include:

1. The name, addresses, and telephone number of the interested party;
2. The signature of the interested party or the interested party's representative;
3. Identification of the purchasing agency and the Solicitation or Contract number;
4. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents; and
5. The form of relief requested.

B. The interested party shall supply any other information requested by the 1GPA/Lead Agency Representative within 10 days of
the request.

C. The interested party may file a written request with the 1GPA/Lead Agency Representative for an extension of the time limit for
providing additional information set forth in subsection (B). The written request shall be filed before the expiration of the time limit
set forth in subsection (B) and shall set forth good cause as to the specific reason that the interested party is unable to provide
the additional information with the 10 days. The 1GPA/Lead Agency Representative shall approve or deny the request in writing,
state the reasons for the determination, and if an extension is granted, set forth a new date for submission of the filing.

D. Protests based upon alleged improprieties in a solicitation that are apparent before the due date and time for responses to the
Solicitation, shall be filed before the due date and time for responses to the Solicitation.

E. In cases other than those covered in section D of the section, the interested party shall file the protest within 10 days after
1GPA/Lead Agency Representative makes the procurement file available for public inspection.

F. The interested party may file a written request for an extension of the time limit for protest filing. The written request for an
extension shall be filed with the 1GPA/Lead Agency Representative before the expiration of the time limit and shall set forth good
cause as to the specific action or inaction of the 1GPA/Lead Agency Representative that resulted in the interested party being
unable to file the protest within the 10 days. The representative shall approve or deny the request in writing, state the reasons
for the determination, and, if an extension is granted, set forth a new date for submission of the filing.

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UNIFORM TERMS AND CONDITIONS

1. Cooperative Purchasing

A. Cooperative Purchasing – This contract is based on the need for 1GPA to provide the economic benefits of volume purchasing
and reduction in administrative costs through cooperative purchasing to schools and other Members. Although contractors may
restrict sales to certain public units (e.g. state agencies, local government units), any contract that prohibits sales from being
made to public school districts may not be considered. Sales without restriction to any members are preferred.

B. Cooperative Purchasing Agreements – Cooperative Purchasing Agreements between 1GPA and its Members have been
established under all procurement laws.

C. Cooperative Purchasing Contracts – Offeror agrees all prices, terms, warranties, and benefits granted by Offeror to Members
through this contract are comparable to or better than the equivalent terms offered by Offeror to any present customer meeting
the same qualifications or requirements.

Nothing in this solicitation is intended to establish a most favored customer relationship between 1GPA and contractor. Contractor
may respond to any solicitation without regard to this contract. If contractor offers lower prices to any of its other customers, it
may lower its prices to 1GPA at the same time by written notice.

D. Non-Exclusive Contract – Any contract resulting from this Solicitation shall be awarded with the understanding and agreement
that it is for the sole convenience of 1GPA members. 1GPA and its membership reserve the right to obtain like goods and services
from other sources.

E. Lead Agency – A Lead Agency is a well-established and well respected government agency who facilitates the competitive
bidding process by being a part of the process from start to finish. The Lead Agency also provides Board Approval for the award
of contracts resulting from each Solicitation. The Lead Agency for this RFP is Paradise Valley Unified School District.

2. Contract Interpretation

A. Application of Law – The Arizona Procurement Code, Title 41, Chapter 23, applies to this Contract including, where applicable,
the Uniform Commercial Code as adopted by the State of Arizona and the Arizona School District Procurement Code, Arizona
Revised Statutes (ARS) § 15-213, and its implementing rules, Arizona Administrative Code (AAC) Title 7, Chapter 2, Articles 10
and 11.

For all other states this procurement shall be governed by, construed, and enforced in accordance with the laws of each state in
which 1GPA is conducting business under this contract. It is the responsibility of the awarded vendor and member to ensure this
solicitation and ensuing contract complies with the State laws in which they are conducting business regarding use of a
cooperative contract.

B. Implied Contract Terms – Each Provision of law and any terms required by law to be in this Contract are a part of this Contract
as if fully stated in it.

C. Relationship of Parties – Vendors receiving contracts under this solicitation are independent contractors. Neither party to this
contract, nor any Member, shall be deemed to be the employee or agent of the other party to the contract.

D. Severability – The provisions of this Contract are severable to the extent that any provision or application held to be invalid shall
not affect any other provision or application of the Contract.

E. No Parol Evidence – This Contract is intended by the parties as a final and complete expression of their agreement. No course
of prior dealings between the parties and no usage of the trade shall supplement or explain any terms used in this document.

F. No Waiver – Either party’s failure to insist on strict performance of any term or condition of the Contract shall not be deemed
waiver of that term or condition even if the party accepting or acquiescing in the nonconforming performance knows of the nature
of the performance and fails to object to it.

3. Contract Administration and Operation

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UNIFORM TERMS AND CONDITIONS

A. Records – Under ARS § 35-214 and § 35-215, the Contractor shall retain and shall contractually require each Subcontractor to
retain all data and other records (“records”) relating to the acquisition and performance of the Contract for a period of five years
after the completion of the Contract.

B. Audit – At reasonable times during the term of this Contract and five (5) years thereafter, the Contractor’s or any Subcontractor’s
books and records shall be subject to audit by 1GPA or Member and, where applicable, the Federal Government, to the extent
that the books and records relate to the performance of the Contract or Subcontract.

C. Inspection and Testing – The Contractor agrees to permit access to its facilities, Subcontractor facilities and the Contractor’s
processes for producing the materials, at reasonable time for inspection of the materials and services covered under this Contract.
1GPA or its Members shall also have the right to test at its own cost the materials to be supplied under this Contract. Neither
inspection at the Contractor’s facilities nor testing shall constitute final acceptance of the materials. If 1GPA or Member
determines non-compliance of the materials, the Contractor shall be responsible for the payment of all costs incurred by 1GPA
or Member for testing and inspection.

D. Notices – Notices to the Contractor required by this Contract shall be made by 1GPA to the person indicated on the Proposal
and Acceptance form submitted by the Contractor unless otherwise stated in the Contract. Notices to 1GPA required by the
Contract shall be made by the Contractor to the Solicitation Contact Person indicated on the Solicitation cover sheet, unless
otherwise stated in the Contract. An authorized Procurement Officer and an authorized Contractor representative may change
their respective person to whom notices shall be given by written notice and an Amendment to the Contract shall not be necessary.

E. Advertising and Promotion of Contract – Offeror shall not advertise or publish information concerning this solicitation prior to
an award being announced by 1GPA. After award, contractor(s) may advertise the availability of products and services to
Member. Any promotional marketing materials using the 1GPA logo must be approved by 1GPA in advance.

F. Administration Fee – 1GPA has an Administrative Fee of .01 (1%). The Administrative Fee shall be included in the offeror’s net
pricing and is the responsibility of the contractor. Vendor shall not add the administration fee to approved contract prices post
award. The Administrative Fee shall be a part of the Vendor’s unit prices and is not to be charged directly to the customer in the
form of a separate line item.

G. Usage Reports – The Usage Report will be the established communication between the awarded contractor and 1GPA of all
contract activity. The contractor shall provide contract Usage Reports to 1GPA on a regular schedule as established by the
contractor. 1GPA will accept Monthly or Quarterly reporting arrangements which shall be made at the time of contract award.

H. Submission of Usage Reports – Within ten (10) days following the end of the arranged reporting schedule, the contractor shall
submit their Usage Report via the 1GPA Vendor Portal.

I. Purchase Orders/Contracts – All purchase orders and/or contracts issued to the contractor in reference to 1GPA shall be
submitted at the same time as the Usage Report. All purchase orders and/or contracts should be zipped in a single file and
submitted as an attachment in the same email as the usage report in which they are referenced. 1GPA is audited on an annual
basis & documentation is necessary for compliance. Failure to submit purchase orders and/or contracts may result in contract
cancellation. 1GPA awarded vendors will need to verify the entity is a Member by checking the membership list at the link below
before accepting Purchase Orders. If the entity is not on the membership list then the vendor will need to request the entity to
reach out to 1GPA and sign and get approved the 1GPA membership.

https://www.dropbox.com/s/9i5d6xhsmob7hcp/1%20-%20PUBLISHED%20Membership%20List.xlsx?dl=0

J. Invoicing of Administration Fee – Upon receipt of contractor’s Usage Report, 1GPA will generate an invoice which is calculated
as: Administrative Fee (1%) multiplied by the Total Sales Transactions as stated in the Usage Report. Contractor's failure to
remit administrative fees in a timely manner consistent with the contract’s requirements may result in 1GPA exercising any
recourse available under the contract or as provided for by law. All administrative fees not paid when due shall bear interest at a
rate of 1 1/2% per month until paid in full.

Administrative Fees shall be paid to “1GPA” and mailed to:
1910 W. Washington Street
Phoenix, AZ 85009
4. Costs and Payments

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A. Ordering Procedures – Purchase Orders are issued by 1GPA members to the Vendor according to this Contract. Members and
Vendors must send Purchase Orders to 1GPA at maiken@1gpa.org.

B. Billings – Contractor shall invoice Member after delivery of goods and/or services. All invoices shall list the applicable Member
purchase order and 1GPA contract number. Contractor will invoice Member directly.

C. Payment – Payment terms are Net thirty (30) from receipt of Contractor’s invoice

D. Progress Payments – 1GPA will permit Members to make progress payments under the following conditions:
1. Member and Contractor agree to the terms of the progress payments prior to issuing a purchase order
2. Purchase order describes the amounts or percentages and the dates or frequency of payments
3. Payments are made in full compliance with Member’s local governing entity rules

E. Tax Indemnification – Contractor and all Subcontractors shall pay all federal, state, and local taxes applicable to its operation
and any persons employed by the Contractor. Contractor shall, and require all Subcontractors to hold the Member harmless from
any responsibility for taxes, damages and interest, if applicable, contributions required under federal, and/or state and local laws
and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security
and Worker’s Compensation.

F. IRS W-9 – In order to receive payment under any resulting Contract, Contractor shall have a current IRS W-9 Form on file with
each Member.

G. Availability of Funds for the Next Fiscal Year – Funds may not presently be available for performance under this Contract
beyond the current fiscal year. No legal liability on the part of the Member for any payment that may arise under this Contract
beyond the current fiscal year until funds are made available for performance of the Contract. It is the responsibility of the Member
to make reasonable efforts to secure such funds.

5. Contract Changes

A. Amendments – The Contract may be modified only through a Contract Amendment within the scope of the Contract signed by
the Procurement Officer. Changes to the Contract, including the addition of work or materials, the revision of payment terms, or
the substitution of work or materials, directed by an unauthorized employee or made unilaterally by the Contractor are violations
of the Contract and or applicable law. Such changes, including unauthorized written Contract Amendments, shall be void and
without effect, and the Contractor shall not be entitled to any claim and this Contract based on those changes.

B. Subcontracts – The Contractor shall not enter into any Subcontract under this Contract without the advance written approval of
the Procurement Officer. The Subcontract shall incorporate by reference the terms and conditions of this Contract.

C. Assignment and Delegation – Contractor shall not assign any right or interest nor delegate any duty under this Contract without
the prior written approval of 1GPA. 1GPA shall not unreasonably withhold approval.

D. Novation – If contractor sells or transfers all assets or the entire portion of the assets used to perform this contract, a successor
in interest must guarantee to perform all obligations under this contract. 1GPA reserves the right to accept or reject any new
party. A simple change of name agreement will not change the contractual obligations of contractor.

E. Contract Placed on Hold – 1GPA shall have the ability to place a contract on hold, if it is deemed necessary to address ongoing
problems with an awarded contract. Details of the decision to place the contract on hold shall be provided in a written deficiency
notice. A reasonable amount of time shall be provided to contractor to address issues in the written deficiency notice.

6. Risk and Liability

A. Risk of Loss – Contractor shall bear all loss of conforming material covered under this Contract until received by authorized
personnel at the location designated in the purchase order or Contract. Mere receipt does not constitute final acceptance. The
risk of loss for nonconforming materials shall remain with the Contractor regardless of receipt.

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B. General Indemnification – To the extent permitted by law, 1GPA and its Members shall be indemnified and held harmless by
the Contractor for its vicarious liability as result of entering into this Contract. Each party to this Contract is responsible for its
own negligence.

C. Indemnification - Patent and Copyright – To the extent permitted by law, Contractor shall indemnify and hold harmless 1GPA
and its Members against any liability, including costs and expenses, for infringement of any patent, trademark, or copyright arising
out of Contract performance or use by the 1GPA or Member of materials furnished or work performed under this Contract. 1GPA
or Member shall reasonably notify the Contractor of any claim for which it may be liable under this paragraph.

D. Force Majeure

1. Except for payment of sums due, neither party shall be liable to the other nor deemed in default under this Contract if and to
the extent that such party’s performance of this Contract is prevented by reason of force majeure. The term “force majeure”
means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Without
limiting the foregoing, force majeure includes acts of God; acts of the public enemy; war; riots; strikes; mobilization; labor
disputes; civil disorders; fire; flood; lockouts; injections-intervention-acts; or failures or refusals to act by government authority;
and other similar occurrences beyond the control of the party declaring force majeure which such party is unable to prevent
by exercising reasonable diligence.

2. Force Majeure shall not include the following occurrences:
a. Late delivery of equipment or materials caused by congestion at a manufacturer’s plant or elsewhere, or an oversold
condition of the market; or
b. Late performance by a Subcontractor unless the delay arises out of a force majeure occurrence in accordance with this
force majeure term and condition; or
c. Inability of either the Contractor or any Subcontractor to acquire or maintain any required insurance, bonds, licenses, or
permits.

3. If either party is delayed at any time in the progress of the work by force majeure, the delayed party shall notify the other
party in writing of such delay, as soon as is practicable and no later than the following working day, of the commencement
thereof and shall specify the causes of such delay in such notice. Such notice shall be delivered or mailed certified-return
receipt, and shall make a specific reference to this article, thereby invoking its provisions. The delayed party shall cause such
delay to cease as soon as practicable and shall notify the other party in writing when it has done so. The time of completion
shall be extended by Contract Amendment for a period of time equal to the time that results or effects of such delay prevent
the delayed party from performing in accordance with this Contract.

4. Any delay or failure in performance by either party hereto shall not constitute default hereunder or give rise to any claim for
damages or loss of anticipated profits if, and to the extent that such delay or failure is caused by force majeure.

7. Warranties

A. Liens – The Contractor warrants that the materials supplied under this Contract are free of liens.

B. Quality – Unless otherwise modified elsewhere in these terms and conditions, the Contractor warrants that, for one year after
acceptance by the School District/Public Entity of the materials or services, they shall be:

1. A quality to pass without objection in the trade under the Contract description;
2. Fit for the intended purposes for which the materials or services are used;
3. Within the variations permitted by the Contract and are of even kind, quality, and quality within each unit and among all units;
4. Adequately contained, packaged and marked as the Contract may require; and
5. Conform to the written promises or affirmations of fact made by the Contractor.

C. Fitness – Contractor warrants that any material or service supplied to 1GPA or its Members shall fully conform to all requirements
of the contract and all representations of the Contractor, and shall be fit for all purposes and uses required by the Contract.

D. Inspection/Testing – The warranties set forth in this section shall not be affected by inspection or testing of, or payment for the
materials or services by 1GPA Members.

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UNIFORM TERMS AND CONDITIONS

E. Compliance with Applicable Laws – The materials and services supplied under this Contract shall comply with all applicable
federal, state and local laws, and the Contractor shall maintain all applicable licenses and permits.

F. Survival of Rights and Obligations after Contract Expiration or Termination

1. Contractor’s Representations and Warranties. All representations and warranties made by the Contractor under this Contract
shall survive the expiration of termination hereof. In addition, the parties hereto acknowledge that pursuant to ARS § 12-
510, except as provided in ARS § 12-529, 1GPA and its Members are not subject to or barred by any limitations of actions
prescribed in ARS Title 12, Chapter 5.

2. Purchase Orders. The Contractor shall, in accordance with all terms and conditions of the Contract, fully perform and shall
be obligated to comply with all purchase orders received by the Contractor prior to the expiration or termination hereof, unless
otherwise directed in writing by the Procurement Officer, including, without limitation, all purchase orders received prior to
but not fully performed and satisfied at the expiration or termination of this Contract.

8. Contractual Remedies

A. Right to Assurance – If 1GPA in good faith has reason to believe that the Contractor does not intend to, or is unable to perform
or continue performing under this Contract, 1GPA may demand in writing that the Contractor give a written assurance of intent or
ability to perform. Failure by the Contractor to provide written assurance within the number of days specified in the demand may,
at 1GPA’s option, be the basis for terminating the Contract under the Uniform General Terms and Conditions.

B. Nonconforming Tender – Materials supplied under this Contract shall fully comply with the Contract. The delivery of materials
or a portion of the materials in an installment that do not fully comply constitutes a breach of Contract. On delivery of
nonconforming materials, 1GPA may terminate the Contract for default under applicable termination clauses in the Contract,
exercise any of its remedies under the Uniform Commercial Code, or pursue any other right or remedy available to it.

C. Right of Offset – 1GPA and its Members shall be entitled to offset against any sums due the Contractor, any expenses or costs
incurred or damages assessed by 1GPA or its Members concerning the Contractor’s nonconforming performance or failure to
perform the Contract, including expenses, costs and damages described in the Uniform General Terms and Conditions.

9. Contract Termination

A. Cancellation for Conflict of Interest – Pursuant to ARS § 38-511 and AAC R7-2-1087(F) 1GPA may cancel this Contract within
three (3) years after Contract execution without penalty or further obligation if any person significantly involved in initiating,
negotiating, securing, drafting, or creating the Contract on behalf of 1GPA is, or becomes at any time while the Contract or an
extension the Contract is in effect, an employee of or a consultant to any other party to this Contract with respect to the subject
matter of the Contract. The cancellation shall be effective when the Contractor receives written notice of the cancellation unless
the notice specifies a later time.

B. Personal Gifts or Benefits – 1GPA may, by written notice, terminate the Contract, in whole or in part, if 1GPA determines that
any person or vendor has offered, conferred or agreed to confer any personal gift or benefit on any employee who supervised or
participated in the planning, recommending, selecting or contracting of the Contract, in accordance with ARS § 15-213(O) and
AAC R7-2-1087(G).

C. Gratuities – 1GPA may, by written notice, terminate the Contract in whole or in part, if 1GPA determines that employment or a
gratuity was offered or made by the Contractor or a representative of the Contractor to any officer or employee of 1GPA for the
purpose of influencing the outcome of the procurement or securing the Contract, an amendment to the Contract, or favorable
treatment concerning the Contract, including making of any determination or decision about contract performance in accordance
with AAC R7-2-1087(H).

D. Suspension or Debarment – 1GPA may, by written notice to the Contractor, immediately terminate this Contract if 1GPA
determines that the Contractor has been disbarred, suspended or otherwise lawfully prohibited from participating in any public
procurement activity, including but not limited to, being disapproved as a Subcontractor of any public procurement unit or other
governmental body.

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UNIFORM TERMS AND CONDITIONS

E. Termination for Convenience – 1GPA reserves the right to terminate the Contract, in whole or in part at any time, when in the
best interests of its Members without penalty recourse. The Contractor shall be entitled to receive just and equitable compensation
for work in progress, work completed, and materials accepted before the effective date of the termination.

F. Cancellation for Non-Performance or Contractor Deficiency – 1GPA may terminate any contract if Members have not used
the contract, or if purchase volume is determined to be “low volume” in any 12-month period. 1GPA reserves the right to cancel
the whole or any part of this contract due to failure by contractor to carry out any obligation, term or condition of the contract.
1GPA may issue a written deficiency notice to contractor for acting or failing to act in any of the following:

1. Providing material that does not meet the specifications of the contract;
2. Providing work and/or material that was not awarded under the contract;
3. Failing to adequately perform the services set forth in the scope of work and specifications;
4. Failing to complete required work or furnish required materials/product within a reasonable amount of time;
5. Failing to make progress in performance of the contract and/or giving 1GPA reason to believe that the contractor will not or
cannot perform the requirements of the contract; and or
6. Performing work or providing services under the contract prior to receiving a Member’s purchase order for such work.

Upon receipt of a written deficiency notice, contractor shall have ten (10) days to provide a satisfactory response to 1GPA. Failure
to adequately address all issues of concern may result in contract cancellation. Upon cancellation under this paragraph, all goods,
materials, work, documents, data and reports prepared by contractor under the contract shall become the property of the Member
on demand.

G. Contractor Cancellation – Contractor may cancel this contract at any time upon thirty (30) days prior written notice to 1GPA or
on the yearly anniversary of the contract. Termination shall have no effect on projects in progress at the time the notice of
cancellation is received by 1GPA.

H. Continuation of Performance through Termination – The Contractor shall continue to perform, in accordance with the
requirements of the Contract, up to the date of termination, as directed in the termination notice.

10. Contract Claims
Contract claims and controversies under this Contract shall be resolved according to Arizona Department of Education School District
Procurement Code Rule AAC R7-2-1155 through R7-2-1159.

Any dispute involving a 1GPA member and Vendor outside of Arizona shall be governed by the laws of the state of the 1GPA member,
without regard to its provisions on conflicts of laws, and exclusive jurisdiction and venue shall lie in the city, county, and state of the
1GPA member.

11. Federal and State Requirement

A. Compliance with Federal and State Requirements – Vendor shall comply with all applicable federal, state, and local laws,
statutes, ordinances, standards, orders, rules, and regulations, including, as applicable, workers’ compensation laws, minimum
and maximum salary and wage statutes and regulations, prompt payment and licensing laws and regulations.

Vendor shall comply, when working on any federally assisted projects with the following:

1. The Contract Work hours and Safety Standards Act, (40 U.S.C. §3701 – 3708; 29 CFR Part 5)
2. Davis-Bacon Act, (40 U.S.C. §276a / 29 CFR Part 5)
3. Copland Anti-Kickback Act, (18 U.S.C. §874 / 29 CFR Part 5)
4. Equal Opportunity Employment requirements (Executive Order 11246 and 11375 / 41CFR Chapter 60)
5. McNamara-O’Hara Service Contract Act (41 U.S.C. 351),
6. Section 306 of the Clean Air Act (42 U.S.C. § 1857h,
7. Section 508 of the Clean Water Act (33 U.S.C. § 1368),
8. Executive Order 11738, Environmental Protection Agency regulations (40 CFR Part 15).
9. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200)
10. Education Department General Administrative Regulations, 2 CFR Parts 200 and 3474, and 34 CFR Parts 75-77 and 81
(“EDGAR”),

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11. Mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan
issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871)
12. All applicable requirements and regulations, including those related to reporting, patent rights, copyrights, data rights and
those mandated by federal agencies making awards of federal funds to 1GPA members.

B. Offshore Performance – Due to security and identity protection concerns, direct services under any subsequent contract shall
be performed within the borders of the United States. Any services that are described in the specifications or scope of work that
directly serve the school district(s) or charter school(s) or its clients and may involve access to secure or sensitive data or personal
client data or development or modification of software for the State shall be performed within the borders of the United States.
Unless specifically stated otherwise in the specifications, this definition does not apply to indirect or "overhead" services,
redundant back-up services or services that are incidental to the performance of the contract. This provision applies to work
performed by subcontractors at all tiers.

C. Contractor's Employment Eligibility – By entering the contract, Contractor warrants compliance with ARS § 41-4401, ARS §
23-214, the Federal Immigration and Nationality Act (FINA), and all other federal immigration laws and regulations. 1GPA or
Member may request verification of compliance from any Contractor or subcontractor performing work under this Contract. 1GPA
or Member reserves the right to confirm compliance in accordance with the applicable laws. Should 1GPA or Member suspect
or find that the Contractor or any of its subcontractors are not in compliance, 1GPA or Member may pursue any and all remedies
allowed by law, including, but not limited to: suspension of work, termination of the Contract for default and suspension, and/or
debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor.

D. Davis-Bacon – For Federally funded projects subject to the Davis-Bacon Act, the Member shall specify the applicable Davis-
Bacon wage decision, prior to the contractor providing a firm price quotation for the proposed project. The wage decision shall
be identified by the WD Number, modification number, and date of the wage decision.

E. Fingerprint and Background Checks – In accordance with ARS § 15-512(H), a contractor, subcontractor or vendor, any
employee of a contractor, subcontractor or vendor who is contracted to provide services on a regular basis at an individual school
may be required to obtain a valid fingerprint clearance card pursuant to Title 41, Chapter 12, Article 3.1. An exception to this
requirement may be made as authorized in governing board policy of the Member.

F. Terrorism Country Divestments – Per ARS § 35-392, 1GPA and its Members are prohibited from purchasing from a company
that is in violation of the Export Administration Act.

G. Registered Sex Offender Restrictions – For work to be performed at schools, contractor agrees that no employee or employee
of a subcontractor who has been adjudicated to be a registered sex offender will perform work at any time when students are or
are reasonably expected to be present. Contractor agrees that a violation of this condition shall be considered a material breach
and may result in the cancellation of the purchase order at the Member’s discretion. Contractor must identify any additional costs
associated with compliance of this term. If no costs are specified, compliance with this term will be provided at no additional
charge.

H. Affordable Care Act – Vendor understands and agrees that it shall be solely responsible for compliance with the Patient
Protection and Affordable Care Act, Public Law 111-148 and the Health Care Education Reconciliation Act, Public Law 111-152
(collectively the Affordable Care Act “ACA”). Contractor shall bear sole responsibility for providing health care benefits for its
employees who provide services to the Member as required by state or federal law.

I. Boycott of Israel – Arizona public entities and other states as applicable, the member may not enter into a contract with a
company that is currently engaged in, and agrees for the duration of the contract to not engage in, a boycott of Israel.

J. 2 CFR Section 200 (EDGAR) – When a 1GPA Member seeks to procure goods and services using funds under a federal grant
or contract, specific federal laws, regulations, and requirements may apply in addition to those under state law. This includes,
the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal
Awards, 2 CFR 200. All Vendors submitting proposals must complete the 2 CFR 200 Certification Form contained within this
document.

K. Minority Businesses – 1GPA and its Lead Agency have taken all necessary affirmative steps to assure minority businesses,
women’s business enterprises, and labor surplus area firms are notified of any bidding opportunities when possible according to
2 CFR Part 200.321.

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L. Civil Rights Compliance – In accordance with 7 CFR Part 210.23, Federal civil rights law and U.S. Department of Agriculture
(USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or
administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or
reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

M. Texas House Bill 1295 Certificate of Interested Parties – For contract entered into or after January 1, 2016, Texas Government
Code Chapter 2252.908 (H.B. 1295) states that a Texas governmental entity or state agency may not enter into a contract unless
the business entity submits a disclosure of interested parties to the governmental entity or state. The law applies only to a contract
that either (1) requires an action or vote by the governing body or (2) has a value of at least $1 million. Information from the
Commission regarding the requirements, including rules and filing information, are available at the following links:

https://www.ethics.state.tx.us/tec/1295-info.htm
https://www.ethics.state.tx.us/whatsnew/faq_form1295.html
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

It is the responsibility of vendors to determine the applicability of, and comply with, all disclosure laws of House Bill 1295.

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SPECIAL TERMS AND CONDITIONS

1. TERM OF CONTRACT: It is 1GPA’s intent to award a multi-term contract. The initial term of the resultant contract
shall start on May 17, 2023 and shall continue for a period of one (1) year thereafter, unless terminated, cancelled or
extended as otherwise provided herein.

2. CONTRACT EXTENTION: 1GPA reserves the right to unilaterally extend the period of any resultant contract month
to month beyond the stated expiration date if that is determined to be in the best interests of Members. In addition, by
mutual written agreement, any resultant contract may be extended for a supplemental period up to a maximum of forty-
eight (48) months in twelve (12) month increments.

3. RENEWAL OF CONTRACT: Conditions for renewal of the contract shall include, but are not limited to: contract usage,
satisfactory performance of services during the preceding contract term, ability to continue to provide satisfactory
services, continued adherence to the contract requirements, and continued competitive prices for the materials and
services provided under the contract.

4. CONTRACT TYPE: The term contract shall be a percent of discount off manufacturer’s price list or catalog, or fixed
price, or a combination of both with indefinite quantities.

5. FORM OF CONTRACT: The form of contract for this Solicitation shall be the Request for Proposal, the awarded
Proposal(s) and Best and Final Offer(s), and properly issued purchase orders incorporating each member’s specific
policies and P.O. terms and conditions referencing the requirements of the Request for Proposals. Partial offers will
be considered.

6. SUPPLEMENTAL AGREEMENTS: The 1GPA Member and Contractor may enter into a separate supplemental
agreement and/or an End User License Agreement (EULA) to further define the level of service requirements over and
above the minimum defined in this Solicitation such as invoice requirements, on campus service specifics, etc. Any
supplemental agreement developed as a result of this Solicitation is exclusively between the Member and Contractor
and may not materially change any of the terms and conditions contained herein. 1GPA, its agents, members and
employees shall not be made party to any claim for breach of such agreement. Any supplemental agreement between
the Member and Contractor is exclusively between the Member and the Contractor and will be subject to immediate
cancellation by the Member (without penalty) if, in the opinion of the Member, the quality, service and specification
requirements and/or the terms and conditions are not maintained as stated in the supplemental agreement.

7. PROPOSAL ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the District requires a Proposal in
response to this Solicitation to be valid and irrevocable for ninety (90) days after the opening time and date.

8. ELECTRONIC SUBMITTAL - REQUIRED: An electronic submission is required. The electronic submission is to be
uploaded online through OpenGov Procurement. Submittal instructions for OpenGov Procurement are found on the
last page of this document under Exhibit A.

9. TIME STAMP: Proposals will be time stamped when received by OpenGov Procurement. Proposals will be accepted
up to but no later than the time indicated in the Request for Proposal (RFP). Proposals received after the time stated
in the RFP will not be considered and will remain unopened. Offeror assumes the risk of any delay in their submission.
1GPA strongly recommends that you give yourself sufficient time and at least ONE (1) day before Proposal Due Date
and Time to begin the uploading process and to finalize your submission.

10. AWARD: Award(s) will be made to the responsive and responsible Offeror(s) whose Proposal(s) is (are) determined
in writing to be most advantageous to 1GPA for its Members based on the factors set forth in the Request for Proposals.
No other factors or criteria may be used in the evaluation. The amount of any applicable transaction privilege or use
tax of a political subdivision of this state is not a factor in determining the most advantageous proposal. The procurement
file shall contain the basis on which the award is made.

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SPECIAL TERMS AND CONDITIONS

11. DISCUSSIONS: In accordance with AAC R7-2-1047, after the initial receipt of Proposals, 1GPA reserves the option
to conduct discussions with those Offerors who submit Proposals determined by 1GPA to be reasonably susceptible
of being selected for award. Discussions may be conducted to assure full understanding of the Proposal in order to
obtain the most advantageous contract for 1GPA Members.

12. BEST AND FINAL OFFERS: If discussions are conducted pursuant to AAC R7-2-1047, 1GPA shall issue a written
request for Best and Final Offers pursuant to AAC R7-2-1048. If Offerors do not submit a notice of withdrawal or a Best
and Final Offer, the immediate previous offer will be construed as the Best and Final Offer.

13. MULTIPLE AWARDS: 1GPA has a large number and variety of potential using districts and agencies at locations
throughout the United States. In order to assure that any ensuing contracts will allow 1GPA to fulfill current and future
requirements; 1GPA reserves the right to award contracts to multiple vendors. Such decision will be based upon
consideration for Members’ experience with existing products and systems, brand continuity for parts replacement and
future expansion, contractor’s ability to provide for a large diverse Membership, geographic areas served. The actual
use of any contract will be at the sole discretion of 1GPA members. Contracts will be awarded, as applicable, by
individual line item, groups of line items, or categories, incrementally, by region, or by location. The awards will be
limited to the least number of Offerors that 1GPA determines is necessary to meet the needs of the 1GPA Members.
Offeror should consider the fact that 1GPA may award multiple contracts in preparing their response. The fact that
1GPA may make multiple contracts, award only one contract, or to make no awards rests solely with 1GPA. Offerors
are not required to propose on all items specified in this Request for Proposal.

14. ADMINISTRATION FEE: 1GPA’s .01 (1%) administration fee shall be included in offeror’s net price. Contractor shall
not add the administration fee to approved contract prices.

15. PRICING: Contract pricing must be based upon:
1) Fixed discount(s) off published price list(s) or catalog(s)
2) Firm fixed price
3) A combination of the above

16. COMBINATION PRICING: Offers for combination contracts shall clearly identify items covered by discount(s) and
those with fixed prices. Prices for such contracts shall be adjusted as identified for the appropriate contract type above.

17. PRICE ADJUSTMENT FOR DISCOUNT PRICING: Revised published price lists may be submitted for review
throughout the term of the contract. 1GPA shall determine whether the requested revised pricing or an alternate option
is in the best interest of its Members. Revised published price lists will not become effective until approved by 1GPA.
Contractor must hold the price list(s) firm for the first 12 months of the contract.

18. PRICE ADJUSTMENT FOR FIXED PRICING: Fixed price offers shall include prices for any and all items proposed
under the contract. Fixed prices shall be firm until each anniversary date of contract, unless there is an occurrence of
one or more allowable economic price adjustment contingencies outlined in proposal. If allowable price adjustment
contingencies occur, contract vendor may submit a fully documented request for price adjustment to 1GPA. The
document must substantiate that any requested price increase was clearly unpredictable at the time of proposal
submittal and results from an increased cost to contract vendor that was out of contract vendor’s control.

19. PRICE REDUCTION: A price reduction adjustment may be offered at any time during the term of a contract and shall
become effective upon notice.

20. VOLUME DISCOUNTS: The awarded vendor may offer volume discounts at any time during the Contract such that
the price is at or below the percent off list price within the Contract given that the price reduction is available to all
Customers allowed to purchase under the Contract. Approval of volume discounts shall be in the form of a bilateral
contract amendment.

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 20 of 33
SPECIAL TERMS AND CONDITIONS

21. TRAVEL EXPENSE REIMBURSEMENT: Vendor shall be responsible for travel arrangements and expenses. Travel
expenses may be billed for certain in-state and out-of-state travel expenses on a case-by-case basis. Vendor shall
seek Member approval before billing for any in-state or out-of-state travel expenses. If approved by the Member, in-
state and out-of-state travel expenses shall be reimbursed in accordance with the Member’s state travel policy. The
travel policy may be accessed via the internet at the US General Services Administration’s website:
https://www.gsa.gov/travel/plan-book/per-diem-rates.

22. QUANTITIES: 1GPA estimates considerable activity resulting from this award. Based on historical data from
previous contracts as well as member surveys, 1GPA estimates usage of this contract to be $500,000 to $1,000,000
annually. A current list of 1GPA Members may be found at:

https://www.dropbox.com/s/9i5d6xhsmob7hcp/1%20-%20PUBLISHED%20Membership%20List.xlsx?dl=0

1GPA makes no guarantee or commitment of any kind concerning quantities that will actually be purchased. 1GPA
makes no guarantee or commitment of any kind regarding usage of any contracts resulting from this Solicitation.

23. MEMBERSHIP VERIFICATION: Contractor will need to verify the entity is a Member by checking the membership list
at the link above in paragraph 22 before accepting Purchase Orders. If the entity is not on the membership list, the
Contractor shall advise the entity to reach out to 1GPA to complete the membership process.

24. SAFETY STANDARDS: All items supplied on this contract must comply with the current applicable occupational safety
and health standards of the State of Arizona Industrial Commission, the National Electric Code, and the National Fire
Protection Association Standards.

25. DEMONSTRATIONS: 1GPA may require demonstrations of the product(s) offered. The Evaluation Committee shall
conduct demonstrations on a date determined by the Committee.

26. WARRANTY: All items offered shall be covered by the manufacturer’s standard warranty.

27. BILLINGS: All billing notices shall identify the specific item(s) being billed. Items are to be identified by name,
model/serial number as most applicable. Any purchase/delivery order issued will refer to the contract number resulting
from this solicitation.

28. INSURANCE: Contractor and subcontractors shall procure and maintain until all of their obligations have been
discharged, including any warranty periods are satisfied, insurance against claims for injury to persons or damage
to property which may arise from or in connection with the performance of the work by the Contractor, his agents,
representatives, employees or subcontractors.

The insurance requirements herein are minimum requirements and in no way limit the indemnity covenants
contained in this RFP. Contractor shall provide coverage with limits of liability not less than those stated below.

1. Commercial General Liability-Occurrence Form
Policy shall include bodily injury, property damage and broad form contractual liability coverage.
General Aggregate - $2,000,000
Products-Completed Operations Aggregate - $1,000,000
Personal and Advertising Injury - $1,000,000
Each Occurrence - $1,000,000
The policy shall be endorsed to include the following additional insurance language: 1GPA member is
named as an additional insured with respect to liability arising out of the activities performed by, or on behalf
of the Contractor.

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SPECIAL TERMS AND CONDITIONS

2. Automobile Liability Bodily Injury and Property Damage for any owned, hired, and non-owned vehicles used
in the performance of this Contract. Combined Single Limit (CSL) $1,000,000.
The policy shall be endorsed to include the following additional insured language: 1GPA member is named
as an additional insured with respect to liability arising out of the activities performed by, or on behalf of the
Contractor, including automobiles owned, leased, hired or borrowed by the Contractor.

3. Worker’s Compensation and Employers’ Liability
Workers’ Compensation Statutory
Employers’ Liability
Each Accident $100,000
Disease-Each Employee $100,000
Disease-Policy Limit $500,000

4. Property Insurance
Contractor’s awarded contracts for construction or expansion of buildings shall obtain and maintain for the
duration of the project, course of construction builders risk insurance in the amount of the real property
being constructed.

ADDITIONAL INSURANCE REQUIREMENTS: The policies are to contain, or be endorsed to contain the following
provisions:

The Contractor’s insurance coverage shall be primary insurance and noncontributory with respect to all other
available sources.

Coverage provided by the Contractor shall not be limited to the liability assumed under the indemnification
provisions of this Contract.

The Contractor’s insurance coverage shall include Technology or Cybersecurity Liability insurance with a
minimum of $1,000,000 per claim and $2,000,000 aggregate. Insurance shall include coverage for cloud
computing and mobile devices, protection of private or confidential information, network security and
privacy, liability for system attacks, digital asset loss, denial or loss of services, unauthorized access and
use, as well as introduction, implantation or spread of malicious software code.

Insurance may be arranged in any configuration the Contractor chooses so long as the coverages are not less than the
values stated above. Before any orders are processed under an awarded contract, awarded vendor shall provide a
certificate that names 1GPA as the certificate holder. In addition, awarded vendor shall be willing to provide, upon
request, a certificate of insurance to any Member using this contract.

29. DATA, INFORMATION AND RECORDS SECURITY AND PRIVACY: Contractor agrees to comply with all applicable
laws and regulations regarding data, information and records security and privacy all of which are incorporated herein
by reference in their current forms and as amended at any future time. These include, but are not limited to, Arizona
Revised Statute (ARS) § 18-552 et seq – Notification of Security System Breaches; ARS § 44-7601 et seq – Discarding
and Disposing of Records Containing Personal Identifying Information; Family Educational Rights and Privacy Act
(FERPA); Protection of Pupil Rights Amendment (PPRA); Health insurance Portability and Accountability Act of 1996
(HIPPA) Privacy and Security Rules; Health Information Technology for Economic and Clinical Health (HITECH) Act;
Payment Card Industry Data Security Standards; applicable federal, state and local regulations relating to confidentiality
of student records; and any other federal and/or state law governing the privacy of personally identifiable information

30. KEY PERSONNEL: It is essential that the contractor provide adequate experienced personnel, capable of and devoted
to the successful accomplishment of work to be performed under this contract. The contractor must agree to assign
specific individuals to the key positions.

A. The contractor agrees that, once assigned to work under this contract, key personnel shall not be removed
or replaced without written notice to 1GPA or Member.

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SPECIAL TERMS AND CONDITIONS

B. If key personnel are not available for work under this contract for a continuous period exceeding 30 calendar
days or are expected to devote substantially less effort to the work than initially anticipated, the contractor
shall immediately notify 1GPA or Member and shall, subject to the concurrence of the District, replace such
personnel with personnel of substantially equal ability and qualifications.

31. OFFEROR’S EMPLOYEES: Offeror agrees that the individuals provided to 1GPA or Member on a temporary basis
are Offeror’s, not 1GPA’s or Member’s employees.

Offeror agrees that it is solely responsible for its own acts and omissions and for those of its employees and that Offeror
and any employees working for Offeror are the sole responsibility of Offeror for the purposes of any and all legal
requirements, including, but not limited to, obligations and liabilities in the following areas:

Workers’ Compensation Insurance
Federal and State Unemployment Taxes
Federal and State Withholding and Reporting Requirements
Unemployment Compensation Insurance
Federal, State, and Local Employment Laws

Offeror agrees that it or its employees are not entitled to any benefits or protections that accrue from an employment
relationship with 1GPA, including, but not limited to, health insurance, life insurance, due process rights, and/or
vacation/holiday pay.

1GPA will not provide Offeror or its employees any business registrations or licenses that may be required. 1GPA will
not combine business operations with Offeror.

Neither Offeror nor its employees are to be considered agents or employees of 1GPA for any purpose. It is understood
and agreed that 1GPA does not require Offeror to provide services exclusively to 1GPA and that Offeror and its
employees are free to contract to provide services to other companies while it is under contract with the District.

In compliance with all applicable laws, the Offeror shall, at no charge to 1GPA, conduct drug/alcohol testing, fingerprint
checks, reference checks and background checks of each individual who will perform services for 1GPA to ascertain
that there is no history of behavior that would make the individual unsuitable to work with children or work in a school
setting. These checks must be completed before the individual provides any services to the Member. The fingerprint
and background checks will be conducted in accordance with applicable laws, including current Arizona Revised
Statutes § 15-512 and/or 15-534, as applicable.

At any time, and for any reason, 1GPA or the Member may request or reject any of Offeror’s employees.

Offeror agrees to comply with the Member’s rules, regulations, and policies, as the Member may modify from time to
time.

32. FINGERPRINT & BACKGROUND CHECKS: 1GPA anticipates that services under this contract may cause the
contractor and proposed subcontractors to have direct, unsupervised contact with pupils. In accordance with ARS §
15-512(H), a contractor, subcontractor or vendor or any employee of a contractor, subcontractor or vendor who is
contracted to provide services on a regular basis at an individual school shall be required to obtain a valid fingerprint
clearance card pursuant to title 41, chapter 12, Article 3.1. Therefore, the Contractor and any proposed subcontractors
warrant compliance with ARS subsection 41-4401, ARS subsection 23-214, the Federal Immigration and Nationality
ACT (FINA) and all other federal, state and local immigration laws and regulations related to the immigration status of
its employees. The contractor must have all employees on-site submit to a fingerprint clearance conducted by

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 23 of 33
SPECIAL TERMS AND CONDITIONS

Department of Public Safety and all employees must carry fingerprint card at all times. These warranties shall remain
in effect through the term of the contract.

1GPA may, at its sole discretion, require evidence of compliance during the evaluation process or contract term. Should
1GPA or Member request evidence of compliance, the Contractor and any proposed subcontractors shall have 5
working days from receipt of the request to supply adequate information. Failure to supply the requested information
or if 1GPA or Member suspects or finds the Contractor or any of its subcontractors are not in compliance, 1GPA or
Member may pursue any and all remedies allowed by law, including, but not limited to: non-consideration of contract
award, suspension of work, termination of the contract for default, and suspension and/or debarment of the Contractor.
All costs associated with verification and any remedies are the sole responsibility of the Contractor and any proposed
subcontractor.

33. EMPLOYEE IDENTIFICATION: All employees must check in at the front office of each Member site. The employee
must have an identification badge at all times in clear view, with picture ID and name of firm. In addition, the employee
shirt must have the company name on it. Failure to have any of these items will result with the employee being escorted
off property.

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 24 of 33
SCOPE OF WORK

1. PURPOSE

The purpose of this Request for Proposal (RFP) is to establish a long-term contract(s) with a qualified and experienced
firm to provide transportation routing, planning, and management software for 1GPA Members that supports the day- to-
day planning, scheduling and operations of the department. The Contractor shall be capable of providing a fully
operational solution, including configuration, customization, installation, training, testing, system maintenance and update
services for any and all modules offered.

2. BACKGROUND

1Government Procurement Alliance (1GPA), is a non-profit national governmental purchasing cooperative which allows
public agencies to take advantage of existing contracts to purchase the goods and services they need from local and
national vendors. Eligible using members include school districts, charter schools, universities, colleges, cities, towns,
municipalities, counties, states, local governments, federal government, Native American communities, fire districts,
and any other political subdivision.

Paradise Valley Unified School District (PVUSD) is one of the largest employers in the north valley with approximately
3,800 employees. The current student population is approximately 30,000. PVUSD consists of five high schools, seven
middle schools, 28 elementary schools, one K-8 school, two alternative schools, one comprehensive online school and
six administrative support sites. PVUSD covers approximately 98-square miles of northeast Phoenix and north
Scottsdale in an area bounded by 7th Avenue and Pima Road, and Northern Avenue and Jomax Road. The items
and/or services listed under this Scope of Work may or may not apply to the specific needs of PVUSD.

1GPA currently holds contract #18-01PV Transportation, Routing, Planning and Management Software with three (3)
vendors. The contract resulting from this solicitation will replace the current contract upon the final expiration on May
17, 2023.

3. SCOPE OF SERVICES

3.1 GENERAL: In general, the overall scope of services to be provided under the awarded contract can be comprised
of the following major components for transportation routing, planning, and management software:

a. SYSTEM SOFTWARE/HARDWARE: Contractor provides transportation routing, planning, and management
software and the appropriate infrastructure, resources, and technology to implement a successful program.

b. INSTALLATION SERVICES: Contractor provides installation services for products and holds all proper and
applicable licenses and certifications to perform work.

c. SUPPORT SERVICES: Contractor provides qualified and experienced support staff to actively engage a
program for the duration of the implemented system.

The Lead Agency or Member, at their discretion, may purchase annual maintenance in lieu of a new software
system at any time.

3.2 TURNKEY APPROACH: Contractor shall be capable of providing a fully operational turnkey approach, including
configuration, customization, installation, training, testing, system maintenance and update services for all
modules offered by the firm. Transportation routing, planning, and management software may be comprised of
various functionalities and modules as outlined herein. Offerors are encouraged to submit proposals on single or
multiple modules/functionalities.

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 25 of 33
SCOPE OF WORK

3.3 LICENSES: Contractor shall maintain in current status all federal, state and local licenses, bonds, and permits
required for the operation of business conducted by contractor. Contractor shall remain fully informed of and in
compliance with all ordinances and regulations pertaining to the lawful provision of services under the contract.

3.4 COMPLIANCE WITH CODES AND REGULATIONS: All equipment and installation shall comply with applicable
current provisions and standards of the following, but not be limited to, as applicable to the device’s and
component’s functions in the installed system:

a. National Electronic Code (NEC)
b. Underwriters Laboratories, Inc. (UL)
c. Federal Communications Commission (FCC)
d. Institute of Electrical and Electronics Engineers (IEEE)
e. American National Standards Institute (ANSI)
f. Bellcore Standards
g. Electronic Industries Alliance/Telecommunications Industry Association (EIA/TIA)
h. International Standards Organization (ISO)
i. Occupational Safety and Health Administration (OSHA)
j. Local, State, and Federal Building Codes
k. Family Educational Rights and Privacy Act of 1974 (FERPA)

3.5 EQUIPMENT STANDARDS: Equipment shall be state-of-the-art quality and design that ensures all on-board
equipment will operate properly under the environmental conditions encountered including adverse
temperature, humidity, dust/dirt, power variations, shock, and vibration. Waterproof and dust-proof housings
should be offered for all equipment that are not water/dust resistant.

a. Equipment shall be tamper-proof.
b. Equipment shall require long-life and high reliability under adverse conditions.
c. All equipment shall be certified by the contract vendor to be compatible for the Member’s intended
purpose of demand-response and fixed route services.
d. Equipment shall include all vehicle wiring and connectors required for the installation of equipment. Wiring
and connectors shall be appropriate to the transportation environment where the equipment is to be installed.
Shielded cables should be provided as necessary to avoid interference problems.

3.6 DELIVERY: Contractor shall deliver materials to the worksite in new, dry, unopened, and well-marked containers
showing product and firm’s name.

a. Member shall reserve the right to not accept and refuse any damaged or unlabeled materials.
b. Contractor shall deliver materials in sufficient quantity to allow for continuity of work.
c. All deliveries shall be coordinated with the Member’s point of contact.

3.7 DOCUMENTATION: All proposed solutions shall be thoroughly documented for both technical and non- technical
support staff and for end-user understanding. Documentation should include detailed product descriptions along
with practical instructions on how to utilize the system and equipment.

4. SYSTEM SOFTWARE: The transportation routing, planning, and management solution offered should have the
following characteristics and the capacity to perform the tasks listed below at a minimum.

4.1 TECHNICAL INFRASTRUCTURE:

a. Easy to implement and fully scalable
b. Truly web-based, compliant with open browsers such as Firefox, Safari, Chrome, and Edge

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SCOPE OF WORK

c. HTML5 compliant
d. Networkable with unlimited users
e. Functional with neutral operating systems
f. Interface with mobile computing devices such as smartphones and tablets
g. Manage user permissions and log ins
h. Integration with other systems such as student information systems, global positioning systems, student
tracking systems, etc.

4.2 SYSTEM FUNCTIONALITY AND DESIRED MODULES: The Member may choose to purchase any or all of the
modules presented at any time during the term of the resultant contract. Functionalities and modules offered
may include but is not limited to:

a. Map integration and management
b. Geo mapping/coding functions
c. Route and plan management
d. Driver management
e. Student tracking
f. Redistricting and zone analysis/planning
g. Reporting
h. GPS tracking
i. Field trip management
j. Fleet maintenance and management
k. Information portal for parents and staff

* This is NOT an “All or Nothing” RFP. Offerors are encouraged to submit proposals on single or multiple
functionalities/modules.

4.3 SOFTWARE LICENSING: District-wide licensing for software program/modules should be made available.

4.4 IMPORT/EXPORT CAPABILITIES: Links and/or integration into other software systems as needed and
capability to store data in industry standard structures that are available to third party programs, such as word
processors, report writers, etc. System should support periodic downloads from current student management
information system.

4.5 REPORTS: In addition to built-in reports, the ability to build, modify, and create customizable reports. Printing of
reports using particular subsets (i.e. particular day, site, buses, students, drivers, routes, etc.) should be
available. Reports should print to standard file formats, such as .XLS, .RTF, .XHTML, .HTML, and .PDF

4.6 SECURITY: Maintain procedures and controls for the purpose of assuring that no information contained in its
records or obtained from the system shall be used or disclosed, except as required to efficiently perform duties
under the contract.

5. INSTALLATION SERVICES

5.1 INSTALLATION SCHEDULE: Member and Contractor shall coordinate a schedule to ensure installation
services are completed without disruption to school bus, and/or other departmental vehicle schedules. If
requested, Contractor shall have after business or school hours, weekend or holiday installation options
available. Once both parties agree upon schedule, Member shall provide Contractor access to vehicles and
facilities as scheduled and Contractor shall complete the installation in the time allotted. Installation shall be done
in a reasonable amount of time and be approved upon completion by the Member.

5.2 MANUFACTURER’S INSTRUCTIONS: Installation shall be in accordance with the manufacturer’s
recommendations and industry standards and shall be accomplished by properly trained and skilled individuals.
During installation, all connections and pieces of equipment shall be fully tested by a technical representative
trained by the manufacturer.

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SCOPE OF WORK

5.3 SAFETY: All work shall be accomplished in conformance to current applicable OSHA safety requirements
and any additional federal, state, or local fire or safety requirement. Contractor must advise the Member when
work performed is expected to be hazardous to school children, Member employees, and/or operators. In
addition, clean up must be done on a daily basis and the worksite returned to original and safe condition upon
completion of project.

5.4 CABLING: Installations of facility-based units may require cabling. The ability to provide cabling is requested,
but not required. A Member shall not be bound to use cabling services proposed under this contract and may
use an alternative when it is in the best interest of the Member.

5.5 DIAGRAMS: Upon request, and prior to any installation, the Contractor shall provide the Member specific and
complete wiring diagrams showing the connections between devices in vehicles. For facility cabling, cabling
drawings showing the connections between devices and all floor plans and layouts showing all interconnected
cabling of devices shall be provided upon request.

6. SUPPORT SERVICES

6.1 IMPLEMENTATION AND PROJECT MANAGEMENT: Implementation and project management services
should include at a minimum all technological requirements, including data conversion, integration, logistics,
testing, and support.

6.2 TRAINING: On-site and/or web-based training should be available the first year of the contract and subsequent
years as needed.

6.3 SUPPORT AND UPGRADES: An annual support program should be available that includes support
call/online assistance and a comprehensive help system within the program that incorporates all topics and
information from the user’s manual. Software system upgrades should be available for each year fees are
paid by the Member. The Contractor shall provide all new releases and enhancements of the software for a
minimum of one year at no additional charge.

6.4 MIGRATION SERVICES: Software migration services for transferring data, accounts, and functionality from
one environment to another should be offered. This could also include services where users are migrating the
same software from one piece of computer hardware to another, or changing both software and hardware
simultaneously.

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 28 of 33
EVALUATION CRITERIA

EVALUATION CRITERIA

Representatives of 1GPA will evaluate the proposals and rank them from the one most likely to the one least likely to meet
the needs of 1GPA and its Members and satisfy the requirements of the RFP. 1GPA may call for interviews to clarify
information received in the proposal. In addition to interviews, or if the proposals are very closely ranked, 1GPA reserves the
option to enter into discussion on pricing and/or other portions of the proposal and may request Best and Final offers if it is
determined to be in 1GPA 's own best interest. However, offering firms are cautioned that 1GPA may proceed with an award
on the basis of information received in the original proposal and subsequent interviews (if held) without calling for additional
discussions or Best and Final offers.

Evaluation of the proposal will be based on the following criteria. Specific weighting shall be used. The following criteria are
listed in order of greatest importance:

A. Cost (250 points possible) – Lifecycle cost is defined as the total cost of owning and maintaining a product for
a five (5) year life span. These costs include but are not limited to cost of the product (hardware, operating system
software, application software, implementation, initial and periodic user training); cost of annual maintenance fee
and upgrades; any additional costs necessary to maintain product usability over a five (5) year life span.

B. System Approach and Functionality (225 points possible) – The overall system approach and functionality is
considered in the evaluation process, and how the proposed program actually performs.

C. Experience and Expertise (200 points possible) – The ability of the submitting firm to designate qualified and
experienced personnel to support the specified application and the overall experience of the firm in being able to
demonstrate a level of competence in providing the requested application and support to 1GPA Members will be
considered.

D. Implementation and Project Management (175 points possible) – Sample implementation schedule including
approximate timelines, overview of project phases and execution plan.

E. Additional Value/Add Services Offered (100 points possible) – Other related products or services offered that
added value to 1GPA Members utilizing the contract including the ability to market to and serve a national member
base.

F. Responsiveness (50 points possible) – Overall responsiveness of the proposal in clearly stating and
understanding the scope of work and providing the required information at time of RFP submittal. The ability of
the firm to accept the terms and conditions of this solicitation that will become the governing document of this
contract will be considered.

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 29 of 33
SUBMITTAL REQUIREMENTS & PROPOSAL FORMAT

ELECTRONIC SUBMITTAL REQUIRED

An electronic submission is required. The electronic submission is to be uploaded online through OpenGov Procurement.
Submittal instructions for OpenGov Procurement are found on the last page of this document under Exhibit A.

Proposals will be time stamped when received by OpenGov Procurement. Proposals will be accepted up to but no later than
the time indicated in the Request for Proposal (RFP). Proposals received after the time stated in the RFP will not be
considered and will remain unopened. Offeror assumes the risk of any delay in their submission. 1GPA strongly recommends
that you give yourself sufficient time and at least ONE (1) day before Proposal Due Date and Time to begin the uploading
process and to finalize your submission.

PROPOSAL FORMAT

Each proposal should be submitted on the forms and in the format specified in the RFP. The material should be in sequence
and related to the RFP. 1GPA will not provide any reimbursement for the cost of developing or presenting proposals in
response to this RFP. Each proposal should contain a table of contents with a clear and complete identification of the materials
submitted by section and page number. Failure to include the requested information may have a negative impact on the
evaluation of the offeror’s proposal. The proposal should include at least the following information:

SECTION 1: General Information

1.1 Provide a statement signed by the authorized individual indicating the full and complete understanding of the
requirements and scope of work detailed within the RFP and the ability of the firm to comply with all terms,
requirements, and conditions of resultant contract. Include a statement of the firms' interest and qualifications in
providing the specified services, a brief history of the firm, length of time performing services.

1.2 Include a description of the organizational structure, financial strength and available resources. Complete the
Financial Disclosure Questionnaire located under Item 4. Financial Disclosure Questionnaire on the OpenGov
Procurement online portal.

SECTION 2: System Approach and Functionality

2.1 Provide in detail, the overall scope, function, benefits, and capabilities of the proposed Transportation Routing,
Planning, and Management System and how the program actually performs (including customization and limitations
of each module or function being offered).

2.2 Present a proposed method of satisfying the requirements of the Scope of Work section on pages 25 through 28 on a
point-by-point basis. The language of the written narrative should be straightforward and limited to facts, solutions to
problems, and plans of proposed action.

2.3 Identify whether or not the products and/or services your firm provides involve sharing student data, Personally
Identifiable Information (PII) as identified in the Family Educational Rights and Privacy Act (FERPA) and/or de-
identified information (data or information that neither identifies nor provides the identity of an individual). This may
include but is not limited to:
a. Assigned student identification numbers
b. Employee data
c. Metadata
d. User content/course content
e. All personally identifiable information in education records, directory data and other non-public education data

2.4 Provide an accessible link to an online demonstration or product overview if available.

2.5 Provide a statement of warranty for the products/services provided.

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 30 of 33
SUBMITTAL REQUIREMENTS & PROPOSAL FORMAT

SECTION 3: Experience and Expertise

3.1 Provide a list of accounts where your firm provided similar products and services to those listed in the Scope of Work
for this RFP (pages 25-28). Include the name of organization, address, contact person, phone number and the scope
of services provided.

3.2 Provide detailed information for the key personnel who will be selected to manage and oversee any resultant contract
with 1GPA. Provide sample job descriptions and minimum qualifications for personnel providing oversite,
implementation, support and technical assistance to 1GPA Members including but not limited to:
a. Project managers
b. Support staff
c. Implementation staff
d. Technical support staff

SECTION 4: Implementation and Project Management

4.1 Provide an outline for all implementation and project management services provided by your firm including a sample
timeline, overview of phases or segments of the project, and a sample execution plan. Timeline should reasonably
reflect the time required for Contractor to prepare the GIS map, convert data and routes, training, and tasks the 1GPA
Member will be responsible for in order for the system to be fully operational. 1GPA understands actual timelines will
vary depending on the scope and size of the actual project.

4.2 Define how upgrades, feature releases and bug fixes are handled and whether they are part of the annual
maintenance/support fees.

SECTION 5: Additional Value

5.1 Identify any other related value-added services your firm will offer 1GPA Members not specifically listed in the Scope
of Work.

5.2 Download, complete and upload the Geographical Regions Questionnaire located under Item 5. Required Forms of
the OpenGov Procurement online portal. 1GPA is interested in making this a national cooperative contract, however
vendors are not required to provide products and services in all states to be considered for contract award.

5.3 Provide a marketing plan to promote the 1GPA contract and how volume will be tracked and reported to 1GPA.

SECTION 6: Cost

6.1 Provide a complete and detailed fee schedule that specifies any and all costs (initial purchase and recurring annual
costs) the 1GPA Member may anticipate relating to this contract. Include at a minimum, not-to-exceed pricing for:
a. All Modules
b. Functions
c. Licenses
d. Implementation
e. Professional Services
f. Project Management
g. Installation
h. Data Conversion Services
i. Programming
j. Data Migration Services
k. Training
l. Hardware

Please note all fees shall include the 1GPA administration fee.

6.2 Provide any discount programs available to 1GPA Members such as, but not limited to: early payment discounts,
multi-year purchase discounts, multi-site purchase discounts or multi-module purchase discounts.

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SUBMITTAL REQUIREMENTS & PROPOSAL FORMAT

6.2 Identify additional services, modules, or functionalities that the vendor is able to make available, and the costs
thereof, but which are not directly requested in this RFP.

SECTION 7: Responsiveness

Download, complete and upload the following forms under Item 5. Required Forms in the OpenGov Procurement online portal:

a. Offeror’s Proposal and Contract Acceptance Form
b. 2CFR Section 200 Certifications
c. Antitrust Certification Statement
d. Confidential/Proprietary Submittals Form
e. Debarment Certification
f. Geographical Locations Questionnaire
g. Minority/Women Business Enterprise (MWBE) and Historically Underutilized Business (HUB) Form
h. Non-Collusion Affidavit
i. W-9 Form
j. Certificate of Liability Insurance

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 32 of 33
EXHIBIT A

OPENGOV PROCUREMENT SUBMISSION INSTRUCTIONS

1GPA utilizes the OpenGov Procurement portal to accept electronic responses. For technical questions related to your
submission, please contact OpenGov Procurement by clicking on the blue chat button on the bottom right corner of the
procurement portal.

You can also find Vendor Guides at http://help.procurenow.com/en/collections/1392366-vendor-guides and Vendor Training
Videos at https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training

Please follow these instructions to submit via the OpenGov Procurement portal.

1. Create a OpenGov Procurement Account:

 Register to access solicitation documents and upload responses using the link below by selecting “Subscribe” to
create an account.

 To get detailed notifications and updates about a specific project, navigate to the project’s main page, and click
“Follow”. Ultimately it is the sole responsibility of each Bidder/Offeror to periodically check the OpenGov
Procurement site for any amendments/addenda.

2. Prepare your submission materials:

 Do not embed any documents within your uploaded files, as they may not be accessible or evaluated.

3. Upload your submission at: https://procurement.opengov.com/portal/1gpa

 Your submission must be uploaded, submitted, and finalized prior to the Due Date and Time of

MARCH 30, 2023 AT 1:00 PM MST ARIZONA TIME OR AS AMENDED

 We strongly recommend that you give yourself sufficient time and at least ONE (1) day before the Due Date to begin
the uploading process and to finalize your submission.

4. Important Notes:

 Requested Information and Documents are sealed and not visible to 1GPA until after the Due Date and Time.

 Uploading large documents may take significant time, depending on the size of the file(s) and your Internet
connection speed.

 You will receive confirmation with a date/time stamp once you finalize your submission.

 Minimum system requirements: OpenGov Procurement is compatible with major browsers such as Chrome, Firefox,
Edge and Safari and can be accessed on all Android and IOS devices.

1GPA 23-17PV Transportation Routing, Planning and Management Software Page 33 of 33

Agenda Item