REQUEST FOR PROPOSALS

Transcription

1 Kearney School District REQUEST FOR PROPOSALS Desktops, Laptops, Chromebooks, Projectors Issue Date: April 18, 2017 Contact Person: Ryan Blankenship RFP #: Phone #: (816) Address: 1002 S. Jefferson St. Kearney, MO RESPOND ONLINE VIA - REGISTRATION IS FREE NO PAPER RESPONSES PLEASE. QUESTIONS DUE ONLINE NO LATER THAN: April 24, 2017 at 1:00 PM CDT Answers will be posted as an addendum at RESPONSES DUE ONLINE NO LATER THAN: May 3, 2017 at 2:00 PM CDT GENERAL TERMS AND CONDITIONS 1. The Kearney School District (hereafter District ) is seeking sealed Responses from qualified firms for Desktops, Laptops, Chromebooks, and Projectors. 2. The purpose of this Request for Proposals (RFP) is to establish the District s requirements for Desktops, Laptops, Chromebooks, and Projectors and to solicit Responses from firms (hereafter Vendor ) for providing such devices. 3. The Vendor must submit a complete Response covering all requirements identified in this RFP package in order to be considered. All Responses will be carefully scrutinized to ensure that such requirements can be met. To avoid delays or misunderstandings, the Vendor is requested to respond to each specification. 4. Responses submitted must be the original work product of the Vendor. 5. Vendor must respond online via (registration is free). No mailed or hand-delivered bids will be accepted. 6. The response shall include an IRS W-9 form, dated within the current calendar year, indicating the Vendor s legal name and indicating whether the Vendor is a sole proprietor, a partnership, a corporation or any other legal entity, and the signature of a company officer authorized to bind the Vendor to a contract. Page 1 of 8

2 7. Responses must be received by 2:00 pm, CDT on May 3, Responses in response to this RFP MUST be submitted via the website. Responses in any other form, such as , facsimile, or paper, will be rejected and disqualify the bidder. 8. Prior to the deadline, Responses may be modified or withdrawn by written notice or in person by the Vendor or its authorized representative. Proper identification of all involved documents and individuals will be established and will not be released by the District without a signed receipt. 9. The information presented in the RFP is not to be construed as a commitment of any kind on the part of the District. There is no expressed or implied obligation for the District to reimburse responding firms for any expenses incurred in preparing Responses in response to this request. 10. All Responses must be submitted via No alternate Responses that significantly deviate or modify the concept and ultimate objectives of this Response will be considered. Non-compliance with RFP specifications will disqualify Responses from further consideration. 13. Any explanation or statement that the Vendor wishes to make must be contained with the Response but shall be written separately and independently of the Response proper and attached thereto. Unless the Vendor so indicates, it is understood that the Vendor has proposed in strict accordance with the RFP requirements. 14. The Vendor must promptly notify the District of any ambiguity, inconsistency or error discovered in the RFP. 15. In the event of a conflict between the Response and the RFP, the District shall resolve any inconsistency in favor of the RFP. Additionally, the District shall in good faith decide all inconsistencies and/or disputes pertaining to the RFP and the Response. The Vendor agrees to abide by the decisions of the District. 16. All Responses shall be deemed final, conclusive and irrevocable and no Response shall be subject to correction or amendment for any error or miscalculation. No Response shall be withdrawn without the consent of the District after the scheduled closing time for the receipt of Responses. 17. The District reserves the right to reject any or all Responses and to waive informalities and minor irregularities in Responses received. The District, in its sole discretion, will determine whether an irregularity is minor. 18. Responses, prices, terms and conditions shall remain firm for a period of ninety (90) days from the due date for Responses or until that time when the District takes official action on the Responses. 19. The Vendor is responsible for its own verification of all information provided to it. The Vendor must satisfy itself, upon examination of this RFP, as to the intent of the specifications. After the submission of the Response, no complaint or claim that there was any misunderstanding will be entertained. Page 2 of 8

3 20. No oral interpretation will be made to any Vendor as to the meaning of the RFP. Any oral communication will be considered unofficial and non-binding on the District. Unauthorized contact by the Vendor with other District employees or Board members regarding the RFP may result in disqualification. 21. Requests for interpretation must be made in writing at no later than 1:00 p.m. on April 21st, Any information given to a Vendor concerning the RFP will be furnished to all Vendors as an addendum to the RFP if, in the District s sole discretion, such information is deemed necessary to all Vendors in submitting Responses, or the lack of such information would be prejudicial to uninformed Vendors. The Vendor should rely only on written statements issued by the District in the form of an addendum to the RFP. 22. The District may accept one part, aspect or phase, or any combination thereof, of any Response unless the Vendor specifically qualifies its offer by stating that the Response must be taken as a whole. 23. The District may award a contract based upon the initial Responses received without discussion of such Responses. Accordingly, each initial Response should be submitted with the most favorable price and service standpoint. 24. The District may, at its option, conduct interviews after receipt of the Response. 25. The Vendor shall not, under penalty of law and immediate disqualification of the Response, offer or give any gratuities, favors or anything of monetary value to an officer, employee, agent, or Board of Education member of the District for the purpose of influencing favorable disposition toward a submitted Response or for any reason while a Response is pending or during the evaluation process. 26. The Vendor must notify the District if any Conflict of Interest exists, actual or potential, between the Vendor s family, business or financial interests and its services under this Response. 27. No Vendor shall engage in any activity or practice, by itself or with other Vendors, the result of which may be to restrict or eliminate competition or otherwise restrain trade. Violation of this instruction will result in immediate rejection of the Vendor s Response. 28. The District, in its discretion, may terminate the Agreement in whole or in part at any time, whenever it is determined that the successful Vendor has failed to comply with or breached one or more of the terms and conditions of the Agreement or specifications incorporated therein and the successful Vendor has failed to correct such failure or breach to the District's satisfaction within a period of 15 days after receiving written notice thereof from the District. In the event of the partial or total termination of the Agreement, it is hereby agreed that the District shall only be obligated to pay in accordance with the terms of the Agreement for materials and services, which have been accepted by the District. 29. The District may terminate the Agreement without cause by notifying the successful Vendor in writing 30 days prior to the effective date of termination. The successful Vendor shall not incur new obligations after the effective date of termination and shall cancel as many outstanding Page 3 of 8

4 obligations as possible. 30. In the event the Board of Education of the District fails to approve the appropriation of funds sufficient to provide for the District's obligations under the Agreement, or if the funds are not appropriated due to federal, state or local action, the District shall have the right to terminate the Agreement by providing written notice to the successful Vendor and the District will thereby be relieved from all further obligations under the Agreement. 31. The District may terminate the Agreement immediately without further cost or liability in the event of the occurrence of any of the following: insolvency of successful Vendor; liquidation or dissolution of successful Vendor; the institution of any voluntary or involuntary bankruptcy proceeding by or against the successful Vendor; assignment by successful Vendor for the benefit of creditors; or the appointment of a receiver or trustee to manage the property of the successful Vendor. 32. Initial Responses may not be withdrawn for 90 calendar days from the due date for Responses except with the express written consent of the District. If a Response is accepted as submitted, the negotiated final Agreement shall consist of the Agreement, this RFP, plus any addenda thereto, and the Vendor s Response. 33. In the event the Agreement initially awarded by the District is terminated for any reason within 120 days of the due date for Responses, the District reserves the right to negotiate and accept any other submitted Response. 34. The Vendor may, at the option of the District, be required to make oral presentations for clarification purposes. In conducting these discussions, there shall be no disclosure of any information obtained from any competing Vendor. These presentations may be scheduled and held after receipt and evaluation of the proposals. Refusal by a Vendor to honor the request for an oral presentation may result in disqualification. 35. Substitution of any product or equipment must be approved in writing by the District to ensure overall quality of the substitution equals or exceeds the original products and equipment. 36. The District is exempt from paying Sales Tax, Use Tax, Retailers Occupational Tax, and Federal Excise Tax. It is the duty of the Vendor to pay all applicable taxes. 37. No right or duty of the Vendor under this agreement, in whole or in part, may be assigned or delegated without prior written consent of the District. 38. The District shall not be responsible for any pre-agreement expenses of any Vendor, including the successful Vendor, incurred prior to the commencement of the Agreement. 39. All submitted Responses become and remain District property. Page 4 of 8

5 SPECIFIC BID CONDITIONS The following conditions apply specifically to this RFP: 1. Vendors shall bid only the products requested on the attached specification pages. Bids for alternate products will NOT be accepted. 2. Bids may be awarded on a line-item basis (see General Terms #22). 3. After issuance of a purchase order, successful vendors shall deliver the purchased products, excluding the single unit sent for pre-imaging, no earlier than June 26, 2017 and no later than July 3, Vendors shall not issue an invoice before July 1, The invoice must be dated July 1, 2017 or after. 5. Payment for invoices will be processed and mailed through USPS no earlier than July 7, 2017 provided products and invoices have arrived on time. If the vendor needs faster delivery of the check, it is the vendor s responsibility to provide a pre-paid shipping label for such shipment. Page 5 of 8

6 SPECIFICATIONS AND PRICING PAGE Pricing information per line item will be entered online via This page is provided for Vendor reference as to the specifications and quantities of items requested. For line items with letters following the Line #, one of the line of items will be selected at the estimated quantity depending on budget constraints. Line # Product and Specifications Est. Quantity DESKTOPS 1a 1b 1c 1d HP ProDesk 600 G2 SFF, SKU# P5U70UT#ABA Intel Core i GHz - 8 GB RAM GB HDD - VGA - DVD Writer - 3yr Warranty - Win 7 or 10 Pro HP ProDesk 600 G2 SFF, SKU# P5U73UT#ABA Intel Core i GHz - 8 GB RAM GB SSD - VGA - DVD Writer - 3yr Warranty - Win 7 or 10 Pro HP ProDesk 600 G3 SFF, SKU# 1FY42UT#ABA Intel Core i GHz - 4 GB RAM GB HDD - VGA - DVD Writer - 3yr Warranty - Win 7 or 10 Pro HP ProDesk 600 G3 SFF, SKU# 1FY43UT#ABA Intel Core i GHz - 8 GB RAM GB SSD - VGA - DVD Writer - 3yr Warranty - Win 7 or 10 Pro DESKTOP ACCESSORIES/SERVICES Additional 4GB RAM for ProDesk 600 G2/G3 Desktops Crucial 4GB, 288-pin DIMM, DDR4 PC , NON-ECC or equivalent 3 Imaging Services for Desktops (per unit) Vendor sends single unit for District to install OS District sends hard drive back to vendor Vendor clones hard drive to all units before shipment Mark No Bid if vendor does not offer Page 6 of 8

7 LAPTOPS 4a 4b 4c HP ProBook 650 G3, SKU# 1BS16UT#ABA Intel Core i5-7200u GHz - 4 GB RAM GB HDD - DVD Writer - Win 7 or 10 Pro HP ProBook 650 G3, SKU# 1BR69UT#ABA Intel Core i5-7200u GHz - 4 GB RAM GB SSD - DVD Writer - Win 7 or 10 Pro HP ProBook 650 G3, SKU# 1BS00UT#ABA Intel Core i5-7200u GHz - 8 GB RAM GB SSD - DVD Writer - Win 7 or 10 Pro LAPTOP ACCESSORIES/SERVICES 59 5 Additional 4GB RAM for ProBook 650 G3 Crucial 4GB 260-pin SODIMM DDR4 PC or equivalent 6 Upgrade ProBook 650 G3 Warranty to 3 Years Parts/Labor 7 Imaging Services for Laptops (per unit) Vendor sends single unit for District to install OS District sends hard drive back to vendor Vendor clones hard drive to all units before shipment Mark No Bid if vendor does not offer CHROMEBOOKS 8 HP Chromebook 11 G5, SKU# X9U02UT#ABA Celeron N GHz - 4 GB RAM - 16 GB emmc HP Chromebook 14 G4, SKU# T4M32UT#ABA Celeron N GHz - 4 GB RAM - 16 GB emmc HP Chromebox, SKU# J5N50UT#ABA Celeron 2955U GHz - 4GB RAM - 16GB SSD 11 Google Chrome Management Perpetual License SKU# CROSSWDISEDU Licenses line item will be split and awarded pro-rata to the winners of lines 8, 9, and 10 - if different CARTS 12 Ergotron YES36 Cart, SKU# YESMOR2GMPW4 1 Page 7 of 8

8 PROJECTORS 13a 13b Epson PowerLite 97H XGA 3LCD Projector SKU#: V11H Casio EcoLite XJ-V1 Hybrid Laser/LED Projector 14 Epson PowerLite 520 XGA 3LCD Projector & Mount SKU#: V11H & V12H MONITORS Inch LED Monitor Full HD 1080p 1920x M:1 or better Contrast Ratio - VGA Required - DVI/HDMI Optional 30 Page 8 of 8