Request for Offer (RFO) Conejo Valley Unified School District 1400 East Janss Road Thousand Oaks, CA For Technology Solutions RFO: TS1-2017

Transcription

1 Request for Offer (RFO) Conejo Valley Unified School District 1400 East Janss Road Thousand Oaks, CA For Technology Solutions RFO: TS PROCUREMENT TIMELINE RFO ISSUED AND POSTED: FEBRUARY 6, 2017 REQUESTS FOR INFORMATION DEADLINE FEBRUARY 13, :00 PM PACIFIC TIME SUBMITTAL DEADLINE: FEBRUARY 27, :00 PM PACIFIC TIME VENDOR SELECTION: MARCH 1, 2017 Introduction It is the intention of Conejo Valley Unified School District (herein CVUSD ) to establish a menu of products and services the schools and departments of CVUSD can purchase from without additional bidding requirements. This agreement will allow CVUSD to purchase on an as needed basis from a competitively awarded piggy-backable bid. Respondents are requested to submit their products and services that meet the requirements set forth in this RFO. Service Provider Criteria and Contract Requirements CMAS / California Public Entity Piggy-Backable Bid Requirements All service providers responding to the posted RFO are to be listed as California Multiple Awards Schedule (CMAS) or other California public entity piggy-backable bid service providers (herein PBC) valid for use through June 30, 2018, unless expressly noted otherwise in the quote or Applicant's Scope of Work (SOW). Public Contract Code (PCC) Sections et seq. and include approval for local government agencies to use a PBC for acquisition of information technology and non-information technology products and services.

2 A local government agency is any city, county, city and county, district, or other local governmental body or corporation, including the California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges empowered to expend public funds. In addition to the requirements outlined in this RFO, service providers may be subject to additional requirements as outlined by the individual PBC administrator. It is the responsibility of the service providers to familiarize themselves with the PBC requirements. Multiple percentage discount structure is acceptable. Please specify where different percentage discounts apply. Additional pricing and/or discounts may be included. Each service proposed is to be priced separately. Services may be awarded to multiple vendors. Respondents may elect to limit their proposals to a single service or multiple services. No proposal may be withdrawn for a period of sixty (60) days after the date set for receipt of proposals. Right to Reject Any and All Offers The District reserves the right to reject any or all offers and to waive any informalities or irregularities. The service provider s offer submission is recognition of this right. Trade Names and Alternatives For convenience in designation on the plans or in the specifications, certain articles or materials to be incorporated in the work may be designated under a trade name or in the name of a manufacturer. Whenever in specifications any materials, process, or article is indicated or specified by grade, patent, or proprietary name or by name of manufacturer, such specification shall be deemed to be used for the purpose of facilitating description of material, process or article desired and shall be deemed to be followed by the words "or equal," and service provider may, unless otherwise stated, offer any material, process or article which shall be substantially equal or better in every respect to that so indicated or specified. Burden of proof as to equality of any material, process or article shall rest with service provider. Service provider shall submit request together with substantiating data for substitution of any "or equal" item within the response

3 by the closing of bids. Provision authorizing submission of "or equal" justification data shall not in any way authorize an extension of time of bid response. Please note: All or equal components must not void and must be supported by corresponding manufacturer warranty. The District retains the right to be sole judge as to whether equivalency has been proven and whether alternatives will be accepted. Scope of Work No refurbished equipment is acceptable. Service provider shall provide references for staff to be associated with project work and implementation. All offers need to include tax and shipping as separate items in the response. Prospective service providers are required to submit the following: 1. Three (3) references describing service provider s portfolio experience with comparable projects within a K-12 customer market 2. Service provider shall provide with its quote the complete PBC, including all pages that show the goods and/or services in service provider s quotation submittal. Said products shall be clearly highlighted for ease of identification. 3. Service provider shall provide proof that the proposed PBC has been properly bid and is usable by a California public school. Failure by service provider to supply these documents may be considered grounds for disqualification. Evaluation and Selection Criteria The District, in compliance with Public Contract Code , may award to vendors on factors other than price. Other considerations are, but not limited to, performance reliability, life-cycle costs, support logistics, compatibility with operation systems, and manufacturers warranties. Therefore, the District may consider factors other than price alone in the consideration of offers. All offers submitted for products and services will be carefully considered. The offer selected will be for the most cost-effective services and products consistent with PCC

4 Request for Information All inquiries must be submitted via to by the deadline on Page 1 and include the RFO number in the subject line. The District will not respond to phone inquiries. Submission Instructions All offers must be submitted, on the included response form, to the contact information below by the deadline indicated on Page 1. Service provider shall provide two (2) original Responses; two (2) complete copies of the CMAS or PBC Bid; two (2) references describing service provider s portfolio experience with comparable projects within a K-12 customer market; and one (1) digital copy of the submittal on a memory stick. Contact Information: Conejo Valley Unified School District Attn: Director, Technology Services 1400 East Janss Rd. Thousand Oaks, CA Proposals must be clearly labeled with the Title of the RFO Technology Solutions RFO: TS on the outside of the envelope. It is the sole responsibility of each respondent to ensure all submittals and attachments are received by the District before the deadline. The District assumes no responsibility for transmission failures. Verification of receipt can be made by contacting Jerome Staszewski at RFOTEC@conejousd.org Any responses received later than the specified deadline, whether delivered in person or mailed, may be disqualified. Faxed or electronically submitted responses cannot be accepted. Stipulations Customer Support

5 o The vendor shall provide timely and accurate technical advice and sales support. The vendor shall respond to such requests within one (1) working day after receipt of the request. Disclosures o Respondent affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, load, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. o The respondent affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract. Shipments o The awarded vendor(s) shall ship ordered products within seven (7) working days for goods available and within four (4) to six (6) weeks for specialty items after the receipt of the order unless modified. If a product cannot be shipped within that time, the awarded vendor shall notify the entity placing the order as to why the product has not shipped and shall provide an estimated shipping date. At this point, the participating entity may cancel the order if estimated shipping time is not acceptable. Warranty o Offers should address each of the following: Applicable warranty and/or guarantee of equipment and installations including any conditions and response time for repair and/or replacement of any components during the warranty period. Availability of replacement parts Life expectancy of equipment under normal use Detailed information as to proposed return policy on all equipment. Legal Obligations o It is the Respondent s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services identified in this RFO. Applicable laws and regulations must be followed even if not specifically identified herein.

6 Specifications of Products and Services Respondents shall provide these products and/or services under the terms of this agreement. The following is a list of products and services requested under this RFO. Option, options, and optional keywords indicate a request for pricing on options or multiple options with the price broken down to allow each school site or department to select what fits their needs best. Products Desktop Computer Lenovo M710 (Options for Tiny and Small for factors) Intel I5 Processor (Options for i7 processor) 8GB of RAM (Option for 16GB RAM) Intel Integrated Graphics with (2) Display Ports and (1) HDMI or VGA (Optional Discrete Graphics Cards with (2) Display Ports) Integrated Ethernet adapter supporting 1Gbps connectivity Integrated wireless adapter supporting ac Windows Bit Education Edition 256GB SSD Hard Drive (Option for 500GB SSD) 8X DVD+/- RW Drive with DVD playing software (Option) US English QWERTY USB Keyboard USB Optical Mouse Chassis Intrusion Switch 3 Years Support with Next Business Day Onsite Service (Option to extend to 5 years) Computer Monitor Lenovo 23.8 Monitor T2424p with VGA/HDMI/DisplayPort including cables

7 Lenovo 24 Tiny in One Monitor with DisplayPort including cables All monitors must include three years support and replacement warranty Laptop Computer Type 1 Lenovo T470 Intel I5 Processor (Options for i7 processor) 8GB of RAM (Option for 16GB RAM) Touch Screen Intel Integrated Graphics with mini display port Windows Bit Education Edition 256GB SSD Hard Drive (Options for 500GB SSD) Wireless AC Dual Band with minimum 2X2 MIMO Docking station (Option) 3 Years Support with Next Business Day Onsite Service (Option to extend to 5 years) Type 2 Lenovo T470s Intel I5 Processor (Options for i7 processor) 8GB of RAM (Option for 16GB RAM) Touch Screen Intel Integrated Graphics with mini display port Windows Bit Education Edition 256GB SSD Hard Drive (Options for 500GB SSD) Wireless AC Dual Band with minimum 2X2 MIMO Docking station (Option) 3 Years Support with Next Business Day Onsite Service (Option to extend to 5 years)

8 Type 3 Lenovo 11e 4 th Generation Intel Celeron Processor 8GB of RAM Touch Screen Intel Integrated Graphics with HDMI Windows Bit Education Edition 256GB SSD Hard Drive Wireless AC Dual Band with minimum 2X2 MIMO 6.5 Hour battery life or greater Designed for use in an educational environment 3 Years Support with Next Business Day Onsite Service (Option to extend to 5 years) Type 4 Lenovo N23 Intel Celeron Processor 4GB of RAM Touch Screen Intel Integrated Graphics with HDMI Windows Bit Education Edition 64GB SSD Hard Drive Wireless AC Dual Band with minimum 2X2 MIMO 6.5 Hour battery life or greater Designed for use in an educational environment 1 Year Depot Support with shipping included (Option to extend to 3 or 5 years) Convertible/2-In-1 Computer Lenovo X1 Yoga 2 nd Generation Intel I5 Processor (Options for i7 processor) 8GB RAM (Option for 16GB RAM)

9 Intel Integrated Graphics with HDMI and mini-display Port Windows Bit Education Edition 256GB SSD Hard Drive (Option for 500GB SSD) Wireless AC Dual Band with minimum 2X2 MIMO Docking station (Option) 3 Years Support with Next Business Day Onsite Service (Option to extend to 5 years) Chromebooks Lenovo N22 11 or larger screen size (Option with and without touch screen) 32GB on-board SSD memory 4GB RAM or higher Wireless AC Dual Band with minimum 2X2 MIMO Built-in keyboard and touchpad 1366x768 screen resolution or higher 6.5 Hour battery life or greater Built-in webcam and microphone Designed for use in an educational environment 1 Year Depot Support with shipping included (Option to extend to 3 or 5 years) Lenovo N23 11 or larger screen size (Option with and without touch screen) 32GB on-board SSD memory 4GB RAM or higher Wireless AC Dual Band with minimum 2X2 MIMO Built-in keyboard and touchpad 1366x768 screen resolution or higher 6.5 Hour battery life or greater

10 Built-in webcam and microphone Designed for use in an educational environment 1 Year Depot Warranty with shipping included (Option to extend to 3 years) Lenovo N23 Yoga Chromebook 11 or larger screen size (Option with and without touch screen) 32GB on-board SSD memory 4GB RAM or higher Wireless AC Dual Band with minimum 2X2 MIMO Built-in keyboard and touchpad 1366x768 screen resolution or higher 6.5 Hour battery life or greater Built-in webcam and microphone Designed for use in an educational environment 1 Year Depot Warranty with shipping included (Option to extend to 3 years) Google management license Tablets ipad Air 2 Apple IOS 128GB on-board SSD memory Built-in still and video camera Built-in microphone Access to ios App Store Dual-band WiFi card, supporting a/b/g/n, a/c, or a/g/n 1 Year Support (Option to extend to 3 years) ipad mini 2 Apple IOS

11 32GB on-board SSD memory Built-in still and video camera Built-in microphone Access to ios App Store Dual-band WiFi card, supporting a/b/g/n, a/c, or a/g/n 1 Year Support (Option to extend to 3 years) Microsoft Surface Pro 4 with Type Cover Intel I5 Processor (Options for i7 processor) 8GB RAM (Option for 16GB RAM) Windows 10 Education edition 10 or larger multi-point touch screen 256GB on-board SSD memory Built-in still and video camera minimum of 5MP still, 720p video Built-in microphone Dual-band WiFi card, supporting a/b/g/n, a/c, or a/g/n 3 Years Support with Next Business Day Onsite Service (Option to extend to 5 years) Ruggedized Cases/Keyboards ipad Air 2 Max Shield Xtreme-S ipad mini 2 Max Shield educase Case designed to protect the ipad including the screen from drops, dust, dirt, and scratches. The case will allow for use in the hands as well as a kickstand style component for hands-free use. There is a window to view and scan the asset tag attached to the back of the device based on the Apple standard for tag placement. All connectivity including: charging inside and outside a cart, wireless , Bluetooth, headphone, keyboard, and memory card access will be unhindered while the case is installed. No modification to the device or case for proper use will be acceptable. Document Camera

12 Direct output and USB HoverCam ULTRA 8 USB Only HoverCam Solo 8 Projectors Standard Epson 585W Include cost of projector replacement lamps and mounting systems Networkable controllable over Intranet Allows for wireless projection HDMI and DVI wired inputs Output 1280X800 WXGA resolution or higher 3300 Lumens or higher brightness Interactive Epson 595Wi Include cost of projector replacement lamps and mounting systems 4-point Multi-Touch or higher Allows for both pen and finger touch input Networkable controllable over Intranet Allows for wireless projection HDMI and DVI wired inputs Output 1280x800 WXGA resolution or higher 3300 lumens or higher brightness Ceiling Mount Epson PowerLite 955WH Networkable controllable over Intranet Allows for wireless projection

13 HDMI and DVI wired inputs Output 1280X800 WXGA resolution or higher 3200 lumens or higher brightness Interactive White Board Promethean ActivBoard Touch Interactive Surface 10-point Multi-Touch or higher Allows for both pen/stylus and finger touch input Integrated sound bar (Option Promethean ActivSound Bar) Dry Erase Three year service and replacement warranty (Option to extend to 5 years) Multi-Touch Display Panel Promethean ActivPanel Touch 70 70, 75-78, and 80 LCD, Panel with matt finish 4 Point Multi-Touch or Higher 1080p or Higher Resolution Anti-Glare Tempered Glass or equivalent Built-in Speakers HDMI In, DVI In, and Audio In ports Supports 120V AC power input UL Certified Separate pen and touch input the panel can differentiate between the two USB input for media playback, etc. 3 year service and replacement warranty (Option to extend to 5 years) Display Panel 70, 75-78, and 80 LCD Panel with matt finish 1080p and 4K Resolution Anti-Glare Tempered Glass or equivalent Built-in Speakers HDMI In, DVI In, and Audio In ports Supports 120V AC power input

14 UL Certified USB input for media playback, etc. 3 year service and replacement warranty (Option to extend to 5 years) IPad Document Camera Stand Justand V2e Include two USB charging ports Fast-charge the IPad Include one flexible lights Computer Speakers Logitech Z200 PC Speakers Classroom Integrated Sound and Control System Frontrow ezroom System Two to four in ceiling speakers / IR Speaker Kit option Serial connection to projector/flat panel display Amplified sound Audio/Video switching with multiple inputs to support: ezroom AV Control System / Touch controller options (2) HDMI input (1) VGA input (1) Analog audio input Optional Audio Reinforcement Teacher microphone Student microphone Feedback detection and control Printers Monochrome Laser Printer

15 HP LaserJet Pro M201dw HP LaserJet Pro MFP M225dn HP LaserJet Pro M402dn HP LaserJet Pro MFP M426fdn Include pricing for standard and high yield consumables for each printer Color Laser Printer HP Color LaserJet Pro M262dw HP Color LaserJet Pro MFP M277dw HP Color LaserJet Pro M452dn HP Color LaserJet MFP M477fdn Include pricing for standard and high yield consumables for each printer 3D Printer MakerBot Replicator Desktop Include cost of consumables (Filament, Extruder, etc) Mobile Device Storage and Charging Cart Portable Laptops- (Ergotron Zip40, LocknCharge Carrier 40, Aver AVECHRGES40I) Intelligent Charging With and without Network management capability Fan Supports 120V AC power input 40 Device Storage Capacity Up to 14 device screen capacity 5 medical grade caster wheels 5 year or greater warranty Lockable allows for standardized key Adjustable slot size UL Certified

16 Tablets- (Ergotron Yes40, Ergotron Yes20, LocknCharge Carrier 20) Intelligent Charging With and without Network management capability Fan Supports 120V AC power input 40/20 Device Storage Capacity Up to 11 device screen capacity 5 medical grade caster wheels 5 year or greater warranty Lockable allows for standardized key Adjustable slot size UL Certified Wall Mount Laptops- (Ergotron Yes12, Aver AVECHRGEL12I) Intelligent Charging With and without Network management capability Fan Supports 120V AC power input 24 or higher device storage capacity Up to 14 device screen capacity 5 year or greater warranty Lockable allows for standardized key Adjustable slot size UL Certified Tablets- (Ergotron Yes20) Intelligent Charging With and without Network management capability Fan Supports 120V AC power input

17 24 or higher device storage capacity Up to 11 device screen capacity 5 year or greater warranty Lockable allows for standardized key Adjustable slot size UL Certified Table Top Tablets- (Belkin Store and Charge) With and without Network management capability Supports 120V AC power input 10 or higher device storage capacity Up to 11 device screen capacity UL Certified Services Shipping Shipping directly to school sites is required. o Product should be staged to ensure no more than two separate deliveries for a single order o Delivery must be scheduled ahead of time to ensure receipt of shipment o Delivery vehicle must have a lift gate o Inside delivery must be included Windows Device Imaging Image the computer using the designated image o A VPN connection must be allowed from CVUSD to the imaging location as well as the ability to co-locate a district-owned server.

18 o A private imaging network must be created at the vendor s facility to allow for imaging of computers and extending the Microsoft Active Directory Domain. o The following tasks will be performed as part of this process: Base image will be applied A standard computer name will be entered based on a defined naming convention The computer will join the CVUSD domain Specific applications will be deployed via Microsoft SCCM/MDT Windows Device Domain Join and Automated Application Installation Join the computer to the District s Microsoft Active Directory Domain o A VPN connection must be allowed from CVUSD to the domain join location as well as the ability to co-locate a district-owned server. o A private network must be created at the vendor s facility to allow for extending the Microsoft Active Directory Domain. Allow the client to automatically install applications via Microsoft SCCM and verify the applications have installed successfully. Windows Device Domain Join Join the computer to the District s Microsoft Active Directory Domain o A VPN connection must be allowed from CVUSD to the domain join location as well as the ability to co-locate a district-owned server. o A private network must be created at the vendor s facility to allow for extending the Microsoft Active Directory Domain. Asset Tagging and Inventory Apply customized vendor produced asset tag in district specified location.

19 Create electronic inventory to include the asset tag number, serial number, device make and model, Purchase Order number, and school site name. Chromebook Setup and Configure Join the device to the Google Management system o Add the school name, PO number, and asset tag number in the notes field for each device Move the device into the identified group within the Google Management system ipad Setup and Configure Apply district provided asset tag Create electronic inventory to include the asset tag number, serial number, device make and model, Purchase Order number, and school site name. Update to the latest version of IOS Register the device with the district selected Mobile Device Management platform (AirWatch) o Move the device into the identified group within the district selected Mobile Device Management platform o Change the friendly name based on a standard naming convention Computer Cart Build/Preparation Apply district provided asset tag Unbox and complete the build process Prepare cart for delivery o Install and properly route all power cords o Modify any moveable dividers to ensure proper fit of devices o Ensure proper functionality of charging system

20 INFORMATION AND GENERAL CONDITIONS 1. Preparation of Proposal Documents Service provider shall provide two (2) original Responses; two (2) complete copies of the CMAS or PBC Bid; two (2) references describing service provider s portfolio experience with comparable projects within a K-12 customer market; and one (1) digital copy of the submittal on a memory stick. Said documents to be submitted no later than deadline stated on Page 1. Responses shall be delivered to the attention of Director of Technology Services, Conejo Valley Unified School District, 1400 E. Janss Road, Thousand Oaks, CA Signature The Proposal must be signed in the name of the service provider and must bear the signature of the person authorized to sign proposals on behalf of the service provider. 3. Evaluation Process 1) District staff will evaluate proposals. This evaluation will consist of the following components: 2) Completeness and responsiveness of proposal. 3) Demonstrated understanding of and ability to provide the products and services included in this RFO. 4) Analysis of the provider s customer support and service department. 5) Price analysis 6) Analysis of PBC package submitted as a basis for proposal pricing, to ensure compliance with all applicable bidding and contracting laws. 7) Additional information as may be required. 4. Award of Contract If the contract is awarded, it will be to the responsible service provider(s) whose proposal(s) is deemed to be the best proposal and whose proposal best meets the needs of the District and requirements of the RFO, cost and all other factors considered. The contract may be awarded to include any or all of the hardware or software components listed within this RFO. No guarantee is given that any quantity of hardware, software, or service components will be awarded.

21 The Governing Board will select a service provider(s) based upon the evaluations and recommendations of District administration. The District reserves the right to reject any and all proposals, or any or all items of any proposal, or waive any irregularities of any proposal. The Governing Board has granted permission to utilize CMAS or piggy-backable bids as these contracts become available and when it is in the District s best interest to do so. As this document is a Request for Offer and not a formal advertised bid, it is expected that if a contract is awarded as a result of this RFO, it will be awarded based on the provisions of a CMAS or piggy-backable bid made available by the service provider. 5. Completion of Proposals Proposals shall be completed in all respects as required by the RFO. A proposal may be rejected if it is conditional or incomplete or if it contains irregularities of any kind. A proposal will be rejected if, in the opinion of the Conejo Valley Unified School District, the information contained therein was intended to erroneously and fallaciously mislead the District in the evaluation of any proposal submitted in response to this RFO. 6. Errors in Proposals The service provider shall be bound by the terms and conditions of the proposal, notwithstanding the fact that errors are contained therein. However, it material errors are found in a proposal, the District will notify the provider that the proposal, as submitted, appears to contain errors and require the service provider to correct the errors. 7. Contract Documents Documents included in this RFO are complementary. Work called for by one shall be binding as if called for by all. The intent of the comments is to include all labor, materials, equipment, and supplies required to perform the work to be done. 8. Assignment The work or any interest therein may not be assigned without the prior written consent of the District. Any attempted reassignment shall render the contract void at the option of the District.

22 9. Compliance with Laws The service provider agrees to comply with all applicable federal, state, and local laws, rules, regulations, ordinances, policies, and procedures in the conduct of the services as specified herein. 10. Hold Harmless and Indemnification The service provider shall hold harmless and indemnify the District, its officers, agents, and employees from and against any and all actions, suits and other proceedings as may arise as a result of performing the work hereunder, except such actions, suits, or other proceedings as may arise as a result of the negligence or willful misconduct of the District, its officers, agents, and employees.