RFP Due Date, Submission Requirements, and Award Date

Transcription

1 Request for Proposals Chromebooks for staff Oxford Hills School District 232 Main St Suite 2 Phone Summary The Oxford Hills School District (MSAD 17) is seeking to purchase Chromebooks for approximately 130 of its high school staff. This document describes the Chromebook specifications we are seeking, the method for vendors to submit questions, the due date and submission method for vendor proposals, the specifications desired, the award date and other such details. RFP Due Date, Submission Requirements, and Award Date Proposals are due by Monday, May 29, 2017 at 3:00PM Eastern Time. Our school board will meet on June 5 to approve a recommendation. Vendors will be notified of the board s decision by Wednesday, June 7, Proposals can be presented on paper in person, via USPS, UPS, FedEx, etc. to the district central office, or electronically in PDF format by to staff-cb-2017@msad17.org. Please break submissions into separate s of no more than about 15MB each. If a contractor wishes to offer several solutions, he/she may do so either by submitting separate proposals or by including a line item cost table for each manufacturer in one proposal. We want to make the process as easy and flexible as we can. Please mark the envelope (or subject line if ), Proposal for staff Chromebook and append with a number (1, 2, 3, etc.) if more than one is submitted. Proposals delivered in person or via common carrier should be sent to: Staff Chromebook Proposal Oxford Hills School District 232 Main St, Suite 2 Vendor Q&A A link to the vendor Q&A can be found at p Please questions to staff-cb-question@msad17.org. We will post your questions anonymously and our answers within 48 hours of receiving them. Questions submitted after May 25 at 3:00PM Eastern will not be answered. Questions asked via telephone will not be answered.

2 Vendor Profile Provide a short (one page or less) corporate profile including the types of business in which the company is currently engaged. References Provide at least two references (school systems) for whom you have provided Chromebooks in similar or greater quantity and whom we may contact. Selection Criteria It is the intent of the District to award the contract to a single vendor for all work and materials. However, the Board of Directors reserves the right to reject or accept any or all proposals in part or in whole. A vendor will be chosen based on: Cost (primary factor) Degree to which the merits of proposal meet or exceed the requirements set forth in this RFP, Specifications section References Reputation of equipment and equipment manufacturers proposed Ability to deliver by requested delivery date Delivery We expect delivery in the first two weeks of August, Normally, we would issue a purchase order in the week after our budget is passed. The budget vote is in mid-june. The issuance of the purchase order will be contingent upon the final approval of our budget by voters on June 13th, Cost of delivery must be included in your proposal either as a separate line item (preferred) or built into Chromebook cost. Delivery will be made to this location (has loading dock): Oxford Hills Comprehensive High School 256 Main St Payment Schedule Payment will be made in full within 30 days of product delivery. Quantity We currently have just over 125 staff. We would want to buy about 5% extra as spares. The total order will be close to 130 devices.

3 Warranty Please include in your proposal the standard warranty description. Add line items to provide for: 1. Grand total for 3 years parts and labor for defects in materials and workmanship 2. Grand total for above plus 3 years accidental damage (response optional) Award date The winning vendor will be announced within a day or two of the school board approving a recommendation. A notice will be sent to each responding vendor via and the winning vendor will be posted on the district web site in the Technology Department section. Additional items in proposal In addition to the Chromebook, optional warranty extension and accidental damage insurance, include the following: 1. Chromebook Google Management License 2. Cost, if any, of "white glove" treatment (loading serial numbers in our Google management console and asset tagging) 3. Description of ruggedness of the device, including ability to withstand drops, resistance to keys being peeled, and spill resistance.

4 Specification We are seeking a Chromebook suitable for high school staff use. The Chromebook(s) proposed must meet or exceed these specifications. feature operating system processor RAM storage screen type screen size specification, staff ChromeOS dual core or quad core 4GB 32GB IPS 13 or 14 inch diagonal screen resolution 1366 x 768, preferably higher (such as 1920 x 1080) touch screen hinge, multipoint Folds open 360 degrees into tablet mode field replaceable battery camera integrated microphone audio keyboard battery life cooling 1 MP, 720P HD stereo speakers, headphone/microphone jack(s) water resistant (pour through) at least 8 hours of internet browsing fanless USB ports at least 1 USB 3.0 card reader slot video out WiFi Bluetooth ruggedized repairability parts cost warranty repairs HDMI AC please describe the ruggedized features (drop rating, peel resistant keys, etc.) explain how easy it will be for us to make simple repairs (battery, keyboard, screen, memory, storage) in house. please list the costs of spare parts including keyboard, screen, battery for repairs that we perform explain repair process including shipping cost, if any

5 Proposal Checklist Here s a checklist to make clear what we require to be included in your proposal: Vendor's contact information Vendor's references Vendor profile Chromebook make and model, with cost Chromebook options, if any, and cost Chromebook management license Standard warranty description Cost to extend warranty to 3 years Cost to warranty against accidental damage for three years (optional) Delivery cost, if not included in Chromebook cost