SEVEN OAKS SCHOOL DIVISION PROVISION OF COMPUTER SYSTEMS AND SERVICES TENDER
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1 SEVEN OAKS SCHOOL DIVISION PROVISION OF COMPUTER SYSTEMS AND SERVICES TENDER ISSUE DATE: August 31, 2018 CLOSE DATE: CLOSING LOCATION: 12:00 p.m. October 1, 2018 CST Seven Oaks School Division Board Office 830 Powers Street Winnipeg Manitoba R2V 4E7
2 Page 2 SPECIFICATIONS / REQUIREMENTS QUANTITY Computer Systems will be ordered as needed for the life of the Tender. Quantities are subject to equipment breakdowns, user requests, program changes and budget approval and may be increased or decreased when orders are placed. All items may not be purchased if costs exceed budget. In no way shall the information furnished be considered as a guarantee with respect to the future volume of business. The successful bidder(s) shall be responsible for supplying the quantities that are eventually ordered for each item awarded during the term of this Tender at the quoted price. REQUIREMENTS The Tender s hardware, specifications and 5-year warranty support requirements are detailed in APPENDIX A/B/C. The successful bidder(s) must have the proprietary right or license to use software being provided or imbedded in the hardware that is being provided. Proof of licensing must be provided for each system ordered. The successful bidder(s) must be certified dealers/authorized distributors of the manufacturer of the equipment they are bidding on. Operating System software, hardware drivers and documentation must be furnished as requested. This will be specified on the purchase order and the order will not be considered complete and ready for payment until these are received. Asset Tagging / Delivery of new devices and disposal of old devices during refresh Buy back program for old devices that were refreshed/replaced Local Warehousing / temporary storage if needed WARRANTY AND MAINTENACE Service is an extremely important consideration in the award of this bid. It is the expectation of the SOSD that all repair work on Computer Systems will be complete within two business days without exception. Poor service performance will be a factor in the award of any future business from the SOSD. All equipment listed in Appendix A/B/C MUST include at least a FIVE YEAR ON-SITE WARRANTY. Bidders must guarantee that all warranties will not start until the product has been delivered to the specified site. Bidders must describe warranty terms in detail and complete Appendix D 5 Year Warranty Details. Specifically, the On-Site warranty provisions, direct replacement options, DOA policy, labour rates, delivery/shipping cost of replacement parts and Warranty Service turnaround time must be stated.
3 Page 3 The process and or communications systems used for making warranty claims must be described in detail. The on-line availability of any information relating to the hardware, warranty, replacement parts, ordering systems or technical services to aid support and maintenance of the computer systems must be described. Bidders MUST provide details of their relationship with the Hardware Manufacturer. Tenders shall include a letter with authorized signatures from the Hardware Provider indicating the relationship the parent company (manufacturer of the hardware) is to assume if your firm is unable to successfully complete the duration of this contract. All equipment must be guaranteed for the entire period of the contract which you are bidding. The successful bidder(s) must be prepared to exchange all equipment that proves defective during this contract without rewriting the agreement. Machines will be replaced if the number of service calls greatly exceeds those recommended in the machines preventive maintenance schedule or when the successful bidder(s) and the SOSD recommends replacement due to any other conditions upon mutual agreement. The successful bidder(s) must ensure that sufficient spare components will be maintained to meet service level guarantees. The successful bidder(s) shall have recovery CD s available to the SOSD. In the case of hard drive failures, the successful bidder(s) must restore the equipment back to the image or operating system that was originally provided with that unit. CONFIGURATION OPERATING SYSTEM AND BIOS 1. All desktops and laptops will be Windows 10 Certified. 2. All software related to the system will be included with the computer system. 3. BIOS settings will be set to factory default. CONTRACT TERM This contract will endure for a three (3) year term starting November 1, 2018 and ending September 30, The SOSD may terminate the contract at the end of the third year or the SOSD may exercise the option to extend this contract for a fourth year and then possibly a fifth year.
4 Page 4 APPENDIX A Computer Network Workstation / Desktop (The workstation computer will be a corporate model, not consumer, utilized within a local area network) SPECIFICATION BASE MODEL ENHANCED MODEL Software: Windows 10 Home 64 Windows 10 Home 64 Processor: System Board: Form Factor: Controller Type: Core i vpro Minimum Minimum of 1 free PCI Express slot Desktop small form factor, internal speakers Integrated Serial ATA Core i vpro Minimum Minimum of 1 free PCI Express slot Desktop Ultra small form factor or mini, internal speakers Integrated Serial ATA Memory: 4GB DDR4 8GB DDR4 Diskette Drive: None, re-enforced blank None, re-enforced blank DVD-ROM: None, re-enforced blank DVD burner +/-R/RW minimum Hard Drive: 500 GB Serial ATA (7200 RPM) or larger 500 GB Serial ATA (7200 RPM) or larger Video Memory: 512 MB or better 512 MB or better Graphics: Audio: Display port monitor connector Onboard soundcard and built-in speaker, headphone and microphone jacks accessible from the front of the case, with the ability to upgrade the Soundcard in an expansion slot Dual VGA/Display port or HDMI monitor connection Onboard soundcard and built-in speaker, headphone and microphone jacks accessible from the front of the case, with the ability to upgrade the Soundcard in an expansion slot
5 Page 5 SPECIFICATION BASE MODEL ENHANCED MODEL Network Card: Mouse: Ports: Keyboard: Warranty: Monitor: Integrated Ethernet 10/100/1000 Mbps WOL USB Optical scrolling (wired) Minimum 6 USB 2.0, with at least 2 of these accessible from the front of the case and 2 USB 3.0 Full size USB keyboard (wired) Minimum 5 years, Next business day. Please provide details. 20 Color LED, 1920x1080 or better. (Must include 5 year warranty) Integrated Ethernet 10/100/1000 Mbps WOL USB Optical scrolling (wired) Minimum 6 USB 2.0, with at least 2 of these accessible from the front of the case and 2 USB 3.0 Full size USB keyboard (wired) Minimum 5 years, Next business day. Please provide details. 20 Color LED, 1920x1080 or better. (Must include 5 year warranty) Unit Price $ $
6 Page 6 APPENDIX B Computer Network Laptop (The Laptop computer will be a corporate model, not consumer, utilized within a local area network) SPECIFICATION BASE MODEL ENHANCED MODEL Software: Windows 10 Home 64 Windows 10 Home 64 Processor: Core i5-6100u or better Core i7-6200u or better Form Factor: 2-in-1 2-in-1 Memory: 8 GB DDR4 8 GB DDR4 DVD-ROM: DVD-R/W Drive (option) Hard Drive: 128GB SSD or larger 180GB SSD or larger Video Memory: 256 MB or better 256 MB or better Graphics: HD Graphics HD Graphics Graphics port: Audio: Network Card: Display port or HDMI external monitor connectors Onboard soundcard and built-in speaker. External Sound and Microphone Intel(R) Dual Band Wireless-or better Display port or HDMI external monitor connectors Onboard soundcard and built-in speaker. External Sound and Microphone Intel(R) Dual Band Wireless-or better Battery Type 44Wh or better 44Wh or better Ports: Minimum 3 USB 2.0/3.0 Minimum 3 USB 2.0/3.0 Keyboard: Full size Full size Warranty: Minimum 4 years. Please provide details. Minimum 4 years. Please provide details. Display: 12.5" HD+ (1600 x 900) LED or better, touch screen 12.5" HD+ (1600 x 900) LED or better, touch screen Unit Price $ $
7 Page 7 APPENDIX C CHROMEBOOKS: Minimum Specs Requirement: Chromebook 11 G6 or Better/Later Latest Chrome OS Platform version Intel Celeron N3060 or Better 4GB Memory Minimum 16GB Storage (emmc/ssd) Minimum Google Play Store / Android Apps Capable / MS Office 365 Capable Ports: HDMI/USB Touch cost: Non-Touch cost: OPTIONAL PRICING: Desktops DVDR/W Drive Desktops Keyboards Desktops Optical Mouse Laptops Uplift cost for accidental damage from drops and spills Laptops DVDR/W Drive Laptops Docking Stations Desktops and Laptops Option for Windows 10 Pro Education Laptop Battery (Spare) Chromebook Battery (Spare)
8 Page 8 APPENDIX D FIVE-YEAR WARRANTY DETAILS: VENDOR NAME: 1. Technician Support Availability (eg 7x24x365) 2. Field technician dispatched if requested by customer (Y/N) or Return to Depot 3. Labour Rates (warranty related) 4. Labour Rates (if technician dispatched but not Deemed a warranty issue) 5. Customer replaceable parts Y/N 6. Delivery/Shipping costs of replacement parts 7. Level of Technician (Basic, Advanced) 8. Hard Drive warranty /Specify time of warranty 9. Troubleshooting (script or not scripted) 10. Technical Account Manager (Y/N) 11. Collaborative support (Software Support & 3rd party) 12. Chat/ & online (Y/N) 13. Access to Global Command Center (Y/N) 14. Case & Escalation Management (Y/N) 15. DOA policy 16. Speed of Answer (targets specify time) 17. Battery Warranty for Laptop/Chromebooks/ Lead Time and Replacement
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