Active SLED Opportunity · ARIZONA · AGUA FRIA UNION HIGH SCHOOL DISTRICT
AI Summary
Agua Fria Union High School District seeks qualified vendors to provide awards, printing, banners, signage, promotional products, and apparel on an as-needed basis. Multiple awards may be made for high-quality products, competitive pricing, and responsive service to support school programs and events.
Agua Fria Union High School District No. 216 (“District”) is seeking quotations from qualified vendors to provide awards, recognition products, printing services, banners, signage, promotional products, apparel, and related branded materials on an as-needed basis for District schools, departments, athletic programs, student organizations, and special events.
The District intends to establish contracts with one or more vendors capable of delivering high-quality products, competitive pricing, responsive customer service, and timely delivery. Products and services procured under this solicitation will support student recognition programs, graduation ceremonies, athletic events, campus branding initiatives, community engagement activities, staff recognition efforts, marketing campaigns, and other District operations.
The District reserves the right to make multiple awards based on vendor qualifications, product offerings, pricing, service capabilities, and the overall best value to the District. No specific quantity or expenditure is guaranteed under any resulting contract, and purchases will be made on an as-needed basis throughout the contract term.
Agua Fria Union High School District serves a growing and diverse student population across multiple campuses and support facilities in the West Valley of Maricopa County. As enrollment, programs, and community engagement efforts continue to expand, the District requires reliable vendor partners capable of supporting a wide range of printing, recognition, promotional, and branding needs.
Historically, the District has utilized multiple vendors to support awards, printing, banners, signage, promotional products, and apparel. The variety of products required, combined with fluctuating quantities and event-specific needs, makes it beneficial to establish relationships with multiple qualified vendors that can provide specialized expertise, product availability, and responsive service.
The District seeks vendors that can consistently deliver quality products, maintain effective communication, provide accurate proofs and pricing, meet project deadlines, and support the District’s efforts to promote school pride, student achievement, community involvement, and professional representation across all campuses and programs.
The Agua Fria Union High School District No. 216 ("District") is seeking qualified vendors to provide awards, recognition products, printing services, banners, signage, promotional products, apparel, and related items on an as-needed basis for District schools, departments, athletic programs, student organizations, and special events.
The successful vendor(s) shall furnish products and services, including, but not limited to, the following:
CATEGORY 1 – AWARDS AND RECOGNITION PRODUCTS
• Plaques
• Trophies
• Acrylic awards
• Crystal awards
• Medals
• Ribbons
• Certificates
• Name badges
• Engraving services
• Letterman and varsity recognition items
• Academic and athletic awards
CATEGORY 2 – PRINTING SERVICES
• Flyers
• Brochures
• Programs
• Posters
• Invitations
• Postcards
• Graduation materials
• Marketing materials
• Business cards
• Event materials
• Other custom printing services
CATEGORY 3 – BANNERS AND DISPLAY PRODUCTS
• Vinyl banners
• Retractable banners
• Feather flags
• Pole banners
• Media walls
• Step-and-repeat displays
• Table throws
• Event signage
• Custom display graphics
CATEGORY 4 – SIGNAGE
• Directional signage
• Safety signage
• Campus signage
• Window graphics
• Wall graphics
• Vehicle graphics
• Yard signs
• Temporary and permanent signage
CATEGORY 5 – PROMOTIONAL PRODUCTS
• Lanyards
• Wristbands
• Key tags
• Mugs and drinkware
• Tote bags
• Hand sanitizer products
• Promotional giveaways
• Trade show and event materials
• Other branded merchandise
CATEGORY 6 – APPAREL
• T-shirts
• Polo shirts
• Sweatshirts
• Hoodies
• Jackets
• Hats and headwear
• Uniform apparel
• Spirit wear
• Custom embroidered and screen-printed apparel
VENDOR REQUIREMENTS
Vendor(s) shall provide:
• Competitive pricing
• Product proofs when requested
• Timely order fulfillment
• Delivery or shipment tracking when applicable
• Customer service support during normal business hours
• Rush-order capabilities, if available
DELIVERY REQUIREMENTS
Products may be delivered to various District locations. Delivery charges, if applicable, shall be identified in the vendor's quotation.
The District reserves the right to arrange product pickup when mutually agreed upon by the vendor and the District.
ON-SITE SERVICES AND INSTALLATION REQUIREMENTS
Some projects may require installation, site visits, measurements, inspections, removal of existing materials, or other work performed on District property.
Contractors performing installation services, signage installation, vehicle graphics installation, window graphics installation, site measurements, or other on-site work on District property shall provide a Certificate of Insurance (COI) acceptable to the District prior to commencing work unless otherwise waived in writing by the District.
The District reserves the right to require proof of insurance at any time during the contract term when the nature of the work presents a potential risk to District property, employees, students, or visitors.
DISTRICT LOCATIONS
Products and services may be requested by the District Office, high schools, support facilities, athletic programs, student organizations, and other District departments throughout the contract term.
The Contractor shall comply with all applicable federal, state, county, and local laws, regulations, codes, ordinances, and licensing requirements relating to the performance of the resulting contract.
The Contractor shall obtain and maintain, at its own expense, all licenses, permits, certifications, approvals, and authorizations required for the performance of the work or provision of goods and services under the resulting contract unless otherwise specified in the solicitation documents.
The Contractor shall be responsible for the payment of all applicable taxes, fees, and assessments associated with the performance of the contract unless exempt by law.
This project may be funded, in whole or in part, through the Arizona School Facilities Board (SFB), its successor agency, or another state school facilities funding program. Award of any resulting contract is contingent upon funding approval and availability.
The District reserves the right to reject any or all quotations, cancel the solicitation, delay award, modify the scope of work, or utilize alternative funding sources if funding is not approved, reduced, delayed, withdrawn, or otherwise becomes unavailable.
Contractors shall comply with all applicable requirements, forms, procedures, reporting requirements, documentation requirements, and approvals required by the applicable funding agency and the District.
Invoices, pay applications, change orders, and other project documentation shall be submitted in the format required by the District and the applicable funding agency.
Award may be made to the responsive and responsible offeror(s) whose quotation(s) are determined to be most advantageous to Agua Fria Union High School District No. 216, considering price, quality, qualifications, experience, references, delivery or completion schedule, service capabilities, compliance with solicitation requirements, and any other factors deemed relevant by the District.
The District reserves the right to reject any or all quotations, waive minor informalities or irregularities, request clarification of any quotation, and make award(s) in the manner determined to be in the best interest of the District.
The District reserves the right to award contracts to a single vendor, multiple vendors, by category, by product type, by line item, or in any combination determined to be in the best interest of the District.
The District is not required to award all categories to one vendor and may select different vendors based upon pricing, product offerings, specialized services, capabilities, responsiveness, and overall value to the District.
The District reserves the right to reject any or all quotations, waive minor informalities or irregularities, request clarification of any quotation, and make awards in whole, in part, by category, by item, or to multiple vendors when determined to be in the best interest of the District.
The District further reserves the right to determine responsiveness, responsibility, and the overall best value to the District. The District may accept or reject any portion of a quotation and may make awards to the least number of vendors necessary to meet District needs.
Nothing contained in this solicitation shall obligate the District to award a contract, purchase any item or service, or expend any funds.
The Contractor shall provide all goods and services in a professional, timely, and workmanlike manner and in accordance with industry standards, applicable laws, regulations, manufacturer specifications, and the requirements of the solicitation and resulting contract.
The Contractor shall not assign, transfer, convey, subcontract, or otherwise dispose of the contract or any portion thereof without the prior written consent of the District.
The Contractor shall be responsible for protecting District property from damage or loss arising from the performance of the contract and shall promptly repair or replace any damage caused by the Contractor, its employees, agents, or subcontractors at no cost to the District.
The Contractor shall be responsible for furnishing all labor, supervision, equipment, tools, transportation, materials, supplies, and incidentals necessary to perform the work unless otherwise specified in the solicitation documents.
Sales tax shall not be a consideration in the evaluation or award of quotations unless otherwise required by law.
The Contractor shall comply with all applicable federal, state, county, and local laws, regulations, ordinances, codes, and District requirements relating to the performance of the resulting contract.
The Contractor shall be responsible for the actions of its employees, agents, subcontractors, and representatives while performing work or providing goods and services under the resulting contract.
The Contractor shall take reasonable precautions to protect District property and shall be responsible for any loss, damage, or injury caused by the Contractor, its employees, agents, or subcontractors. Any damage to District property resulting from the Contractor's activities shall be repaired or replaced at the Contractor's expense to the satisfaction of the District.
The Contractor shall perform all work in a professional and timely manner and shall complete all obligations in accordance with the terms of the solicitation, resulting contract, and any authorized purchase order.
The Contractor shall obtain written approval from an authorized District Representative before proceeding with any changes, deviations, substitutions, or additional work not specifically authorized under the resulting contract.
The District reserves the right to inspect, monitor, and evaluate the Contractor's performance to ensure compliance with all contract requirements.
Contractor shall comply with all applicable safety laws and regulations and shall conduct all work in a manner that protects District personnel, students, visitors, and property. Any incidents involving injury, property damage, or safety concerns shall be reported to the District immediately.
The District reserves the right to require evidence of insurance from the successful Contractor(s) at any time during the solicitation process or contract term.
Contractors performing installation services, on-site work, signage installation, vehicle graphics installation, deliveries involving the use of equipment on District property, or any other work requiring access to District facilities may be required to provide a Certificate of Insurance (COI) acceptable to the District prior to commencing work.
Upon request, the Contractor shall provide evidence of Commercial General Liability, Automobile Liability, Workers' Compensation, and any other insurance coverage deemed necessary by the District.
Failure to provide required insurance documentation upon request may result in cancellation of an award, suspension of work, or termination of the contract.
The Contractor warrants that all goods, materials, equipment, and services provided under the resulting contract shall conform to the requirements of the solicitation, be free from defects in workmanship and materials, and be fit for their intended purpose.
The Contractor shall correct, repair, replace, or re-perform any defective goods or services identified during any applicable warranty period at no additional cost to the District.
Any manufacturer warranties, service warranties, or other guarantees provided by the Contractor or manufacturer shall be passed through to the District and shall not limit any rights or remedies otherwise available to the District under the contract or applicable law.
Additional warranty requirements may be specified elsewhere in the solicitation documents.
The Contractor shall be responsible for the actions of its employees, agents, subcontractors, and representatives while performing work or providing goods and services under the resulting contract.
The Contractor shall comply with all applicable District policies, procedures, safety requirements, and campus rules while conducting business on District property.
The Contractor shall maintain professional conduct at all times and shall ensure that its employees, agents, and subcontractors conduct themselves in a manner that does not disrupt District operations, educational activities, staff, students, or visitors.
The Contractor shall maintain work areas in a safe and orderly condition and shall be responsible for restoring affected areas to an acceptable condition upon completion of the work, when applicable.
The District reserves the right to require the removal of any Contractor employee, agent, or subcontractor whose conduct, performance, or presence is determined by the District to be contrary to the District's interests, policies, safety requirements, or operational needs.
All District campuses, facilities, properties, and vehicles are alcohol, drug, tobacco, and smoke-free environments. The use, possession, distribution, sale, or being under the influence of alcohol, illegal drugs, tobacco products, electronic smoking devices, or vaping products while on District property or while performing services for the District is strictly prohibited.
This Request for Quote (RFQ) may result in a multi-year contract. The initial contract term shall be for one (1) year unless otherwise specified in the solicitation. The District may, at its sole discretion, renew the contract for up to four (4) additional one-year periods, for a maximum total contract term not to exceed five (5) years.
The aggregate value of the resulting contract, including all renewals, amendments, and extensions, shall not exceed the applicable threshold for procurements conducted through the District's quotation process. At the time of issuance of this solicitation, written quotations are authorized for procurements between $10,000 and $999,999 pursuant to A.R.S. § 41-2535, the Uniform System of Financial Records (USFR), and applicable District procurement procedures. If the total anticipated contract value exceeds the applicable quotation threshold, the District reserves the right to utilize another procurement method as required by law, regulation, or District policy.
Any renewal shall be contingent upon satisfactory contractor performance, mutual agreement of the parties, continued availability of funding, and all required District approvals. If monies are not appropriated or otherwise made available for any future fiscal year, the contract shall be canceled without penalty to the District.
The District reserves the right to evaluate the Contractor's performance throughout the contract term. Performance evaluations may consider factors including quality of work, quality of goods or services provided, responsiveness, adherence to schedules, communication, safety practices, compliance with contract requirements, and overall customer service.
Failure to maintain satisfactory performance may result in corrective action, non-renewal of the contract, termination of the contract, removal from future solicitation opportunities as permitted by law, or other remedies available to the District.
The District reserves the right to terminate the resulting contract, in whole or in part, at any time and for any reason upon thirty (30) calendar days written notice to the Contractor.
Upon receipt of such notice, the Contractor shall immediately cease all work as directed by the District and shall take reasonable steps to minimize any further costs associated with the contract.
The Contractor shall be compensated only for goods delivered and accepted, and services satisfactorily performed through the effective date of termination. The Contractor shall not be entitled to anticipatory profits, consequential damages, or any compensation beyond that expressly authorized by the District.
The District may terminate the contract, in whole or in part, immediately upon written notice if the Contractor:
Termination for cause shall not relieve the Contractor of liability to the District for damages, costs, or other remedies resulting from the Contractor's failure to perform.
Pursuant to A.R.S. § 23-214, the Contractor warrants that it is in compliance with all federal immigration laws and regulations relating to its employees and that it has verified the employment eligibility of each employee through the E-Verify program.
The Contractor acknowledges that a breach of this warranty shall be deemed a material breach of the contract and may result in termination of the contract by the District.
The District reserves the right to inspect the Contractor's or any subcontractor's records relating to employment eligibility verification to ensure compliance with applicable laws.
Pursuant to A.R.S. § 15-512 and District policy, any Contractor, subcontractor, vendor, or employee thereof who is contracted to provide services on a regular basis at an individual school and who may have independent access to or unsupervised contact with students shall obtain and maintain a valid Arizona Fingerprint Clearance Card as required by law.
The District reserves the right to require evidence of compliance prior to permitting personnel to perform work on District property.
The Superintendent or designee may grant exemptions in accordance with applicable law and District policy.
Pursuant to A.R.S. § 13-3821 and District policy, no employee, agent, representative, or subcontractor of the Contractor who is required to register as a sex offender shall perform work on District premises, District property, or District equipment at any time when District students are present or are reasonably expected to be present.
The Contractor shall ensure compliance with this requirement by all employees, agents, representatives, and subcontractors performing work under the resulting contract.
Violation of this requirement shall constitute a material breach of the contract and may result in immediate termination of the contract at the District's discretion.
Pursuant to A.R.S. § 38-511, the District may cancel this contract within three (3) years after its execution without penalty or further obligation if any person significantly involved in initiating, negotiating, securing, drafting, or creating the contract on behalf of the District is, at any time while the contract or any extension thereof is in effect, an employee, agent, or consultant of any other party to the contract with respect to the subject matter of the contract.
Cancellation shall be effective upon written notice to the Contractor.
Pursuant to A.R.S. § 35-394, by submitting a quotation, the Contractor certifies that it does not currently use, and agrees for the duration of the contract that it will not use:
A violation of this certification may result in contract termination and any other remedies available to the District under applicable law.
Pursuant to A.A.C. R7-2-1084 and A.R.S. § 15-213(O), by submitting a quotation, the Offeror certifies that its quotation was independently developed without consultation, communication, or agreement with any other Offeror, competitor, or potential Offeror regarding pricing, terms, conditions, or any other aspect of the solicitation.
The Offeror further certifies that neither it nor any person acting on its behalf has engaged in any collusive, anticompetitive, fraudulent, or otherwise improper conduct in connection with this solicitation and that no violation of A.R.S. § 15-213(O) has occurred.
The District reserves the right to reject any quotation, terminate any resulting contract, pursue available remedies, and report violations to the appropriate authorities if collusion, anticompetitive practices, or violations of applicable procurement laws are discovered.
Pursuant to A.A.C. R7-2-1042 and other applicable procurement laws, the Offeror shall declare whether it, or any of its principals, officers, owners, partners, employees, agents, or subcontractors, has been debarred, suspended, proposed for debarment, declared ineligible, or otherwise lawfully prohibited from participating in any public procurement activity by any federal, state, or local governmental entity.
The Offeror shall immediately notify the District if any such debarment, suspension, or prohibition occurs during the solicitation process or during the term of any resulting contract.
The District reserves the right to reject any quotation, terminate any resulting contract, or take any other action permitted by law if the Offeror is found to be debarred, suspended, or otherwise ineligible to participate in public procurement activities.
Pursuant to A.A.C. R7-2-1086(G) and (H) and A.R.S. § 15-213(O), the District may terminate this contract if it determines that any gratuity, gift, benefit, employment opportunity, loan, favor, service, or other item of value was offered, provided, or promised by the Contractor, or any agent or representative of the Contractor, to any District officer, employee, representative, or agent for the purpose of influencing the procurement process, securing the contract, or obtaining favorable treatment.
The District may terminate the contract upon written notice, and the Contractor shall not be entitled to recover any damages, costs, or anticipated profits resulting from such termination.
Termination under this provision shall be in addition to any other remedies available to the District under applicable law.
Pursuant to A.A.C. R7-2-1093 and applicable provisions of the Uniform System of Financial Records (USFR), payment and performance obligations for succeeding fiscal years are subject to the availability and appropriation of funds.
If sufficient funds are not appropriated, allocated, or otherwise made available to support continuation of performance in any subsequent fiscal year, the District may cancel the contract without penalty, further obligation, or liability.
No contract shall be deemed to exist beyond the current fiscal year unless and until funding is appropriated and a valid District purchase order or other authorized contract document is issued for the applicable fiscal year.
The Contractor shall not commence work, manufacture custom products, provide services, ship goods, or incur costs on behalf of the District until an authorized District Purchase Order has been issued.
The Contractor shall not rely upon verbal requests, emails, signed quotes, proposals, teacher requests, coach requests, site-level requests, department requests, or other communications as authorization to proceed.
District employees, school sites, teachers, coaches, sponsors, club advisors, and department personnel are not authorized to obligate District funds or authorize work outside the District's approved purchasing process.
The District shall not be responsible for payment of goods or services provided without an authorized District Purchase Order.
Invoices shall be submitted only after products have been delivered, accepted by the District, or services have been satisfactorily performed unless otherwise authorized by the District.
All invoices shall reference the applicable District Purchase Order number and shall be submitted directly to the District Accounts Payable Department at:
Accounts Payable Email: AccountsPayable@aguafria.org
Invoices submitted without a valid Purchase Order number may be returned to the Contractor for correction and resubmission.
The Contractor shall submit invoices that clearly identify the products delivered or services performed, quantities, unit pricing, total amount due, invoice date, and applicable Purchase Order number.
The District shall process payments in accordance with applicable District policies, procedures, and Arizona law.
Questions regarding invoice status or payment processing shall be directed to the District Accounts Payable Department.
The Contractor shall maintain all books, records, documents, and other evidence relating to the resulting contract and shall make such records available for inspection, audit, and reproduction by the District upon reasonable notice and in accordance with applicable law.
Such records shall be retained for the period required by applicable law and District record retention requirements.
Pursuant to Arizona law, District procurement policies, and applicable public records requirements, quotations, proposals, contracts, procurement files, evaluation materials, award determinations, and other records relating to this solicitation may be subject to public inspection and disclosure.
By submitting a quotation, the Offeror acknowledges that information submitted to the District may become a public record and may be disclosed in accordance with applicable law.
Any claim that information submitted is confidential, proprietary, or otherwise exempt from disclosure shall be clearly identified by the Offeror at the time of submission. The District shall make the final determination regarding disclosure in accordance with applicable law.
Please upload a list of subcontracts
Contractors performing on-site work may be required to provide a Certificate of Insurance (COI) acceptable to the District prior to commencing work. Vendors may upload a current COI now or provide one upon request by the District.
Please upload an updated W-9 Form
Provide information regarding shipping, delivery, minimum order quantities, setup fees, rush-order capabilities, and other pricing conditions that may apply to products and services offered under this solicitation. Responses provided in this section may be considered by the District when evaluating overall value and determining award recommendations.
How does your company calculate delivery, shipping, or freight charges?
Please describe any delivery, shipping, freight, or handling charges that may apply.
Can your company accommodate rush orders?
If rush orders are available, please describe any additional charges, limitations, or expedited production options.
Do any of the products included in your pricing proposal require minimum order quantities?
If yes, please identify applicable minimum order quantities by product category.
Do you charge setup fees, artwork fees, digitizing fees, screen setup fees, embroidery setup fees, or other one-time charges?
If yes, please describe the applicable fees.
What is your typical production lead time after receipt of a valid District Purchase Order?
Is local pickup available for District orders?
Please upload a current catalog, product guide, or pricing sheet for products not specifically listed in the Market Basket Pricing Sheet.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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