BUSINESS OFFICE

ST. JOHNS RIVER STATE COLLEGE

Solicitation Number: RFP-SJR-05-2017

Solicitation Name: Foundation Audit Services for St. Johns River State College

Description: The St. Johns River State College Foundation, Inc. (the Foundation) was founded in 1970. The Foundation is a not-for-profit 501(c)(3) corporation, incorporated under the provisions of Chapter 617, Florida Statutes, and approved by the Department of State. A direct-support organization as defined by Florida Statutes 1004.70, its purpose is to operate exclusively to receive, hold, invest and administer property and to make expenditures to, or for the benefit of, St. Johns River State College (the College).

In conjunction with this purpose, the Foundation supports and fosters the operations, programs and welfare of the College by furnishing financial, advisory and other support directed to aiding the College in serving its students, faculty and administration, and the best interests and welfare of the community of which it is a part. The Foundation is an organization which the District Board of Trustees of St. Johns River State College, after review, has certified to be operating in a manner consistent with the goals of the College and in the best interests of the state.

The Foundation has sole responsibility for the acts, debts, liabilities and obligations of the organization. The Foundation Board of Directors manages and conducts the property, business and affairs of the Foundation. The Directors are leaders from Clay, Putnam and St. Johns counties who represent the communities and volunteer their time to promote the vision, mission and goals of the Foundation.

It is the Proposer’s responsibility to check the dedicated web page for this RFP in order to stay up to date with any changes, addenda or general announcements. The webpage can be accessed at: http://sjrstate.edu/052017

Schedule: The following schedule is a general guideline for issuance and recommendation of award of this RFP and issuance of the contract. The College may change the dates of any events of this RFP and the issuance of the Contract.

Tentative Dates Scheduled:

Issue ITB Monday, January 29, 2018
Written questions due by 2:00 p.m.
*submit via email
Tuesday, February 13, 2018

Proposals Due by 2:00 p.m.
Thursday, March 1, 2018

Public Bid Opening at 2:30 p.m.
Thursday, March 1, 2018

Evaluation Committee Meeting - Shortlist
Wednesday, March 7, 2018

Interviews/Demos
Friday, March 9, 2018

Evaluation Committee Meeting – Final Selection
Friday, March 9, 2018

Intent to Recommend Award Issued
Friday, March 9, 2018

Protest Period
March 12-14

*RFP Award Recommendation Issued
Thursday, March 15, 2018

Present Recommendation to the Board
April 25, 2018

*Assumes no protests


PUBLIC BID/PROPOSAL OPENING
St. Johns River State College will conduct a Public bid/proposal opening at 2:30pm on Thursday, March 1, 2018. The meeting will be held on the Palatka Campus in the Board Room, Building A, Room A-154. The meeting is open to the public, Proposers are welcome to attend but will not have the opportunity to speak.

Americans with Disabilities Act of 1990
If special accommodations are required in order to attend any Public Meeting, Pre-Bid Conference, Tour of Grounds, etc., contact the Purchasing Specialist via email or at 386-312-4060

EVALUATION COMMITTEE REVIEW OF RESPONSIVE PROPOSALS/SHORT-List
f needed or desired, the college reserves the right to conduct an evaluation committee meeting on Wednesday, March 7, 2018, the purpose of this meeting is to create a ‘short – list’ of proposers which will be invited to participate in the interview and or demonstration process. The meeting will be held beginning at 1:30 PM EST. The meeting will be held on the Palatka Campus in the Board Room, Building A, Room A-154. The meeting is open to the public, bidders are welcome to attend but will not have the opportunity to speak.

Proposer Demo’s / Interviews
The college has the right to invite short-listed proposers for an interview and product demonstration. Short-listed proposers will be interviewed against the evaluation criteria outlined within the RFP. The purpose of the interview will be to obtain answers and information for the purpose of clarification. Interviews / demos will be limited to no longer than (20) twenty minutes per Short-listed proposer. The interviews/demos will be held on March 9, 2018. Demo’s will take place on the Palatka Campus in Valhalla Hall, Building A Room A-152. These meetings are open to the public, only scheduled bidder are permitted to speak during their allotted time. A schedule will be posted on the RFP web page following the Evaluation Committee shortlisting of vendors meeting held on March 7, 2018.
If desired, an interview/demo schedule will be posted to the RFP’s dedicated web page located at: www.sjrstate.edu/052017

EVALUATION COMMITTEE FINAL REVIEW
The college will conduct a final evaluation committee meeting in an effort to select the vendor in which the committee intends to award the contract to on March 9, 2018. The meeting will begin at 3:00PM, EST. The meeting will be held on the Palatka Campus in Valhalla Hall, Building A Room A-152. The meeting is open to the public, bidders are welcome to attend but will not have the opportunity to speak.


Document Name:                    Document Issue Date
Invited to Participate                     January 29, 2018

BID Specifications                           January 29, 2018

Addenda 1                                        January 30, 2018

Addenda 2                                        January 31, 2018

Addenda 3                                        February 9, 2018

Addenda 4                                        February 12, 2018

Short List Announcement and
Final Evaluation Meeting Notice
  March 7, 2018

Intent to Recommend Award         March 9, 2018


Contact for solicitation questions:

(386) 312-4060