Signs, Banners, Trophies, Vinyl Wraps and Decals

The District desires to enter into a contract with a vendor(s) to provide signs, banners, trophies, vinyl wraps, decals, flags and the printing of promotional items, such as mouse pads, cups, lanyards, etc. based on a market basket format.

Background

Gilbert Public Schools District Office is in the Town of Gilbert, which is a suburb of the greater Phoenix-Mesa area in the state of Arizona and Maricopa County. Gilbert Public Schools is comprised of five (5) comprehensive high schools, five (5) comprehensive junior high schools, twenty-five (25) comprehensive elementary schools, one (1) alternative learning high school, and three (3) non-traditional academies servicing approximately 29,500 students and about 4,000 full-time and part-time employees. The District operates from July 1st to June 30th fiscal year.

Project Details

• Reference ID: 27-09-31
• Department: Purchasing
• Department Head: Barbie Wells (Purchasing Supervisor)

Important Dates

• Questions Due: 2026-04-03T21:00:23.533Z

Addenda

• Addendum #1 (released 2026-04-15T19:49:52.931Z) —

  The proposal submission deadline has been extended to Tuesday, April 21, 2026 @ 2:00pm Arizona time.

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Price (35 pts) —

  Overall pricing for high quality products including any volume discounts.

  Cost of installation services

• Overall Products and Services Offered (25 pts) —

  The selected vendor will be required to ensure the following:

  Proofing and Approval: Provide digital proofs for approval prior to production; ensure that Gilbert Public Schools staff confirm all proofs.

  Customization: Capable of customized designs as directed by Gilbert Public Schools staff; collaboration on concept design is encouraged.

  Quality Assurance: Implement a quality management system to ensure product quality and performance meet agreed-upon specifications.

  Customer Service: Maintain responsive communication with Gilbert Public Schools representatives throughout the order process and warranty period.

   

• Responsiveness (15 pts) —

  The responsiveness of the vendor and the completion of all proposal documents located in the Vendor Questionnaire.

  Understanding of the scope of work and how it can be achieved most efficiently and effectively.

• Experience, Expertise and Qualifications (25 pts) —

  Overall experience in providing products and services requested

  Expertise and qualifications of key personnel including related work experience

  Demonstrated success and relevance in similar projects or related services as described in this RFP

Submission Requirements

• Acknowledgement and Acceptance of Terms and Conditions of the Solicitation (required) —

  Explanatory Note; The purpose of this question is to confirm the Bidder’s or Offeror’s acknowledgement and acceptance of the terms and conditions of the Solicitation, subject to any exceptions or modifications to terms or conditions that are expressly requested or that have been requested and approved prior to submission of the Offer. All exceptions or modifications to the Solicitation, regardless of whether Organization Name (also referred to as the District) approved such items prior to submission of the Offer, must be clearly set forth in this question.

  The Offeror, acknowledges and accepts all terms and conditions of the Solicitation, except as expressly noted below or in the additional pages attached hereto. As used in this question, “terms and conditions of Solicitation” means all terms, conditions, specifications, certifications and warranties set forth in the documents that comprise the Solicitation, including the Uniform Instructions for Offers, Special Rules for Offers (if any), General Terms and Conditions of Contract, Special Requirements of Solicitation (if any), Specifications/Scope of Work, and Solicitation Addendums (if any).

• Deviations and Exceptions (required) —

  Does your firm have Deviations or Exceptions to the proposal?

  The District will only review the specific areas listed below and will not review the entire proposal for deviations and exceptions indicators. Offerors preprinted or standard terms will NOT be considered as part of any resulting contract. Any deviations and exceptions that are contained in the Offer may negatively affect the evaluation criteria as stated in the solicitation and may result in rejection of the Offer.

• Exceptions Taken —

  If you requested an exception, please clearly explain the requested exception/deviation. Reference the specific language that you are taking exceptions/deviations to. Unacceptable exceptions shall remove your proposal from consideration for award. Gilbert Public Schools shall be the sole judge on the acceptance of exceptions/deviations and their decision shall be final.)

• Gifts Law Acknowledgement Form (required) —

  Offeror agrees to be bound by all relevant federal, state and county laws, including A.R.S. 15-213, per Arizona HB 2663 which states:

   

  O. Any person or vendor that has secured or has taken steps to secure a contract, purchase, payment, claim or financial transaction with a school district, nonexempt charter school or school purchasing cooperative that offers, confers or agrees to confer any personal gift or benefit with a value of three hundred dollars or more on a person who supervises or participates in contracts, purchases, payments, claims or other financial transactions or on a person who supervises or participates in planning, recommending, selecting or contracting for materials, services, goods, construction or construction services of a  school  district, nonexempt charter school or school purchasing cooperative is guilty of a Class 6 Felony.  Offering, conferring or agreeing to confer any personal gift or benefit with a value of less than three hundred dollars is a Class 1 Misdemeanor.  A gift or benefit does not include an item of nominal value such as a greeting card, t-shirt, mug or pen. 

   

  P. Any person or vendor convicted under subsection O of this section may be suspended for up to six (6) months or barred for up to three (3) years by the Director of the Department of Administration from doing business with school districts, charter schools and school purchasing cooperatives. 

   

   

  I/We agree to abide by all relevant federal, state and county laws, including but not limited to the personal gifts policy of A.R.S. 15-213, Arizona HB 2663 as listed above.

• Request for Confidentiality of Proprietary Information (required) —

  Does your firm have a request for Confidentiality of Proprietary Information?

  Explanatory Note; The purpose of this question is to request that the District treat as confidential specific information in the Offer that the Offeror or Bidder believes is a trade secret or other proprietary information. All information that is the subject of the request for confidentiality must be designated on the question below reflecting the page number and paragraph of the Offer in which it appears. An explanatory statement for the request must be clearly set forth in this question. The District Representative shall review the statement and provide the determination in writing whether the information shall be protected. If the District Representative determines that the information shall be protected from disclosure, the District Representative shall inform the Bidder or Offeror in writing of such determination. Requests to protect pricing information or the entire Offer from disclosure will be denied.

• The Offeror, by the undersigned representative, requests that the specific information, described below and identified on the page or pages of the Offer in which it appears, be treated as confidential information and protected from disclosure to the public. —

  1. Description of specific information that is the subject of the request.

  2. The reason or reasons why the information should be treated as confidential.

• List of Subcontractors —

  The Contractor must list below the Trade, Company name, license and classification numbers of all qualified subcontractors and/or suppliers they will employ for the various portions of the work indicated. Failure on the part of the Contractor to complete this list properly may constitute sufficient grounds to reject the bid. If no subcontractors will be listed please indicate with a N/A

  Example: Trade, Company Name, ROC License #, ROC License Classification

• List of Subcontractors (required) —

  The Contractor must list below the Trade, Company name, license and classification numbers of all qualified subcontractors and/or suppliers they will employ for the various portions of the work indicated. Failure on the part of the Contractor to complete this list properly may constitute sufficient grounds to reject the bid. If no subcontractors will be listed please indicate with a N/A

  Example: Trade, Company Name, ROC License #, ROC License Classification

• Non-Collusion Affidavit —

  You the Vendor do confirm that your persons, corporation, or company who makes the accompanying Proposal, having first been duly sworn, deposes and says:

  That such Proposal is genuine and not sham or collusive, nor made in the interest of, or behalf of, any persons not herein named, and that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm or corporation to refrain from offering, and that the Offeror has not in any manner sought by collusion to secure for itself an advantage over any other Offeror.

• Non-Collusion Affidavit (required) —

  You the Vendor do confirm that your persons, corporation, or company who makes the accompanying Proposal, having first been duly sworn, deposes and says:

  That such Proposal is genuine and not sham or collusive, nor made in the interest of, or behalf of, any persons not herein named, and that the Offeror has not directly or indirectly induced or solicited any other Offeror to put in a sham proposal, or any other person, firm or corporation to refrain from offering, and that the Offeror has not in any manner sought by collusion to secure for itself an advantage over any other Offeror.

• Offer and Acceptance
• OFFER & ACCEPTANCE (required) —

  Please download the below documents, complete, and upload.

• Requested Forms —

  Please complete the following downloadable forms and upload them in their respective questions.

• Vendor Registration Form —

  Please download the below documents, complete, and upload.

• W-9 (required) —

  Please upload your complete W-9 here

• Certificate of Insurance (COI) (required) —

  Please upload your complete COI here

• Services Generating Cost to the District —

  A listing of any items such as letters, phone calls or other types of services generating a cost to the District and not included in the fees shown on the proposal are to be included, plus a formula or explanation of how these additional costs will be determined and billed to the District.

• Additional or separate contract —

  The form of contract for any award made as a result of this proposal will be a district purchase order, referencing this bid, which shall be considered a part of the contract. The amount will be based upon the fees shown in the bid, and will take into consideration previous and anticipated expenses for the forthcoming year. If your firm will require the District to sign an additional or separate contract, a copy of the proposal contract must be included with the proposal.

• RFP Response (No Cost Proposal) (required) —

  Please Upload your RFP Response here. Do NOT including pricing in this area. There will be another place to upload your Cost Proposal.

• Cost Proposal —

  Please upload your complete Cost Proposal here. Please make sure that this information is NOT included in the RFP Response Area.

• Data Verification Questions —

  These questions will be utilized to confirm information you provide

• System Award Management Verification (required) —

  Please enter your company's Legal Name and/or dba Name:

• Arizona Corporation Commission (required) —

  Please enter your company's Legal Name and/or dba Name:

• Additional Information
• Website Address —

  Please list company website.

• Invoicing Procedures (required) —

  Include payment information including payments methods accepted i.e. purchase orders, checks, etc.

• Order Pick Up —

  Can rush orders be picked up from your shop?  If so, please provide the address.

• Customer Service (required) —

  Please list the customer service contact information.

• Business Locations (required) —

  List all business locations

• Is this a GPPCS Solicitation (required)
• Is this a S.A.V.E solicitation (required)
• Electronic Pricing Table (required) —

  Do you need an Electronic Pricing Table for this solicitation?

• Separate Cost Proposal Upload (required) —

  Would you like to add an area for the vendor to upload a cost proposal?

• Is this project going to be federally funded? (required)
• Special Terms and Conditions Verbiage (required) —

  Please check all you will require in Special Terms and Conditions

• Do you need the Asbestos and Hazardous Materials Statement (required) —

  If you click yes this document will be added to attachments

• Do you need a subcontractors? (required) —

  If you click yes, Subcontractors verbiage will be added to Special Requirements and the subcontractors list will be added to attachments.

• Is there a potential for software? (required) —

  If you click yes, additional verbiage will be added to special requirements tab

• Insurance Requirements (required) —

  Please choose which insurance requirements you will need for this project

• Partial Bids (required) —

  Yes = Acceptable

  No = Unacceptable

   

   

Questions & Answers