Anna Independent School District 501 S. Sherley Avenue Anna Texas 75409 www.annaisd.org Phone: 972-924-1000 Fax: 972-924-1001 Request for Proposals (RFP) Spring 2015 Computer Hardware Refresh The Technology Department of the Anna Independent School District in Anna, Texas, invites you to submit a proposal to supply goods for the Spring 2015 Computer Hardware Refresh project. Proposals must be received by April 2, 2015 at 4:00 PM. Revision History Revision 1 3/2/2015 Original Version Revision 2 3/16/2015 Addition of category for Small Chromebook with 12 screen size Statement of Purpose The District anticipates replacing approximately 225 outdated computers with new PC laptop or Chromebook units. The District also anticipates purchasing a number of laptop computers to be assigned to staff members. This Request for Proposal is intended to solicit proposals to establish a pricing contract for the requested hardware, for anticipated hardware purchases for the 2015-2016 school year. Background Information Anna Independent School District (Anna ISD) is a public school district in the city of Anna, Collin County, Texas. Anna ISD serves approximately 2,800 students in 1 high school, 1 middle school, 2 elementary schools, 1 kindergarten/pre-kindergarten school, and 1 special programs center. Anna ISD employs approximately 350 full-time employees. The Technology Department is responsible for the maintenance and support of all computer workstations, as well as printers, video projectors, network and wireless infrastructure, Internet and
telephone services. The goal of the Technology Department is to provide reliable computing infrastructure in support of the District s educational initiatives and business needs.
Statement of Requirements Each vendor shall provide bids to supply the products in the following categories. Device Specifications Estimated Quantity Small laptop computer 225 IBM compatible computer in laptop form factor Compatible with Windows 7 64-bit edition OR Windows 8.1 64-bit edition Minimum 13 diagonal screen with minimum 1366x768 pixel resolution Minimum 4gb RAM Minimum 250gb internal hard drive Minimum 1.4ghz dual core CPU Wireless network adapter supporting 802.11n protocol Gigabit Ethernet adapter Minimum 2 USB ports Battery included 120 volt power supply included Warrantied against manufacturing defects for at least 3 years from date of Warrantied against battery degradation for at least 1 year from date of
Device Specifications ChromeBook Estimated Quantity 225 Preinstalled with ChromeOS Minimum 13 diagonal screen with minimum 1366x768 pixel resolution Minimum 2gb RAM Minimum 16gb internal solid-state hard drive Minimum 2ghz CPU Wireless network adapter supporting 802.11n protocol Minimum 2 USB ports Battery included 120 volt power supply included Each unit to include provisioning service for Anna ISD s Google Apps domain and a Google Apps management license Warrantied against manufacturing defects for at least 3 years from date of Warrantied against battery degradation for at least 1 year from date of
Device Specifications Staff laptop computer Estimated Quantity 40 IBM compatible computer in laptop form factor Compatible with Windows 7 64-bit edition OR Windows 8.1 64-bit edition Minimum 14 diagonal screen with minimum 1366x768 pixel resolution Minimum 4gb RAM Minimum 500gb hard drive Minimum 1.9GHz dual-core processor Wireless network adapter supporting 802.11n protocol Gigabit Ethernet adapter Minimum 4 USB ports Battery included 120 volt power supply included Warrantied against manufacturing defects for at least 3 years from date of Warrantied against battery degradation for at least 1 year from date of
Device Specifications 12 ChromeBook Estimated Quantity 225 Preinstalled with ChromeOS Minimum 12 diagonal screen with minimum 1366x768 pixel resolution Minimum 2gb RAM Minimum 16gb internal solid-state hard drive Minimum 2ghz CPU Wireless network adapter supporting 802.11n protocol Minimum 2 USB ports Battery included 120 volt power supply included Each unit to include provisioning service for Anna ISD s Google Apps domain and a Google Apps management license Warrantied against manufacturing defects for at least 3 years from date of Warrantied against battery degradation for at least 1 year from date of Each bid should be for a per-unit price including all requested accessories, with either a per-unit shipping cost or a per-order shipping cost. Shipping costs can be presented as being discounted or combined for multiple orders (e.g. Free shipping with minimum 20 unit order ). Prices should be guaranteed for the period beginning May 1, 2015 until April 30, 2016. Prices may be reviewed and/or updated on agreement by Vendor and District every 3 months throughout this contract term. Vendor should reasonably anticipate that the proposed hardware models will be available through the life of this contract. Warranty service may be on-site or depot repair. It is expected that the Vendor or Manufacturer can provide repair and return within 5 business days of submitting a warranty claim. For Windows laptops or desktops, Manufacturer or Vendor must be able to supply an enterprise deployment driver package for the compatible Windows operating system version and architecture. Delivery Schedule The District will provide a purchase order after receiving final approval by the School Board and allocation of funding. It is expected that the Vendor will submit orders for fulfillment as soon as administratively possible after receiving a funding commitment, and provide no more than 1 calendar month after ordering. The District expects to place an order for approximately 225 units of either the Small Laptop or Chromebook category immediately after School Board approval and funding allocation. Additional orders will be placed as needed over the life of the agreement.
Term of Contract The term of this agreement shall commence on May 1, 2015 and end on April 30, 2016. Payments, Incentives, and Penalties Anna ISD is exempt from all federal, state, and local sales and use tax. The District shall furnish a tax exemption certificate on request. Contractual Terms and Conditions Requirements for Proposal Preparation Proposals must be submitted in writing, in e-mail, fax, or hard-copy format. Proposals shall include these items: 1. General information about the bidding vendor, to include a. Vendor s name and business contact information b. Contact information for one or more Points of Contact associated with this RFP c. Principal place of business 2. Quotation sheet including the following information a. Device specification category from Statement of Requirements section of this RFP (e.g. Small Laptop, ChromeBook, Staff Laptop ) b. Manufacturer, model, and complete specifications of the item being proposed c. Per-unit price of the item d. Any shipping, freight, or costs associated with of the item from the manufacturer to Anna ISD 3. Details about warranty coverage, warranty claims procedure, and warranty exclusions E-mailed proposals should be sent to one of the Points of Contact listed in this document. Fax or hardcopy proposals should be delivered to the Anna ISD Administration Building. We will attempt to provide a confirmation of receipt of all proposals received; however, you may also contact one of the Points of Contact to verify the receipt of your proposal. Evaluation and Award Process All proposals received by the deadline will be reviewed by District personnel. To determine the award of this proposal, Anna ISD shall consider the following. The purchase price or discount amount The reputation of the vendor and of the vendor s goods or services The quality of the vendor s goods or services The extent to which the goods or services meet the district's needs; The long-term cost to the district to acquire the vendor's goods or services; The vendor's past relationship with the district; The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; Consideration of location of vendor s principal place of business
The District reserves the right to reject any and all proposals, cancel the RFP, or modify and re-issue the RFP. All firms responding to this RFP will be notified of their selection or non-selection after the selection process has been concluded; however, the Anna ISD School Board is not bound to accept the recommendation or award the project to the recommended firm. Process Schedule March 4, 2015 March 9-13, 2015 March 27, 2015 March 31, 2015 April 2, 2015 April 3, 2015 April 6, 2015 to April 10, 2015 April 16, 2015 Request for Proposal is posted and made available to potential bidders District offices closed Deadline for questions or requests for clarification (4:00 PM local time) District s deadline for responses to questions or requests for clarification (4:00 PM local time) Proposals due (4:00 PM local time) District offices closed District evaluation of proposals Proposals and recommended vendor presented to Anna ISD School Board at regular meeting (7:00 PM in Anna ISD boardroom) Questions and Clarifications Each vendor may submit questions or requests for clarifications. To submit a question or request a clarification, please contact one of the Points of Contact listed in this document by email, postal mail, or fax. Inquiries will be most quickly responded to via email. Answers and clarifications will be shared with all potential vendors. Points of contact for future correspondence Jeff Black, Director of Technology jeff.black@annaisd.org 972-924-1002 Sue Akins, Assistant Superintendent sue.akins@annaisd.org 972-924-1000 Anna ISD Administration Building 501 South Sherley Anna, TX 75409 Phone: 972-924-1000 Fax: 972-924-1001