Chromebooks for 1:1 Program February 2017 Project Summary The School District of the Menomonie Area is seeking proposals for the lease of 1,725 chromebooks for the 2017-2018 school year. The models for which we are seeking pricing and manufacturer information are listed below. The district is seeking pricing on only these models. Responses may include prices for one or all models. We are seeking information and costs for extended warranties, accidental damage protection, and chromebook setup and installation service that vendors may provide as well. RFP Schedule and Submittal 1. February 8, 2017 RFP is issued 2. Vendor Questions: Please direct any questions regarding the RFP in writing to: Katie Krueger Director of Technology Services katherine_krueger@msd.k12.wi.us 3. Three copies of the proposals are due March 13, 2017 by 1:00pm CST at the following address: School District of the Menomonie Area Attn: Katie Krueger 215 Pine Avenue NE Menomonie, WI 54751 4. Proposals will be opened after 1:00pm on March 13, 2017. Chromebook Specifications Below are the specifications for the models of chromebooks that the district is seeking pricing. Vendors may only provide proposals for these models. Responses for other brands and models will not be accepted. All devices must be new and not refurbished. Vendors submitting proposals for one or all models must meet the minimum specifications outlined. Description HP Chromebook 11 G5 EE Mfg# X9U02UT#ABA HP Chromebook 11 G4 EE Mfg# V2W30UT#ABA Dell Chromebook 3120 Mfg# XDGJH Google Chrome OS Management Console License EDU Academic Minimum Specifications Celeron N3060 Chrome OS 4 GB RAM 16 GB emmc 11.6 1366x768 Celeron N2840 Chrome OS 4 GB RAM 16 GB emmc 11.6 1366x768 Celeron N2840 Chrome OS 4 GB RAM 16 GB emmc 11.6 1366x768 Mfg#: CROS-SW-DIS-EDU
Cost Provide any agreements that will require signatures with the response. In addition to completing the price information in the RFP the vendor may also provide pricing via company quotations. The proposal price should include costs for shipping materials and equipment. When providing the cost of the Google Chrome Device management license, please note if the price is dependent on the purchase of the chromebooks as we may choose to award this price separately from other items. All prices must be quoted completely. Separate prices must be included for items being quoted such as warranty cost, setup cost, etc. Leasing Terms and Information The district intends to finance the chromebooks through a three-year lease purchase. The first payment will be made on the date of purchase and the final payment two years after the date of purchase. The district will consider both leasing with an option to purchase and leasing without purchase (FMV). If the district opts to lease without the option to purchase, equipment will be surrendered at the end of the term with same or equivalent equipment (equipment may have different model-serial numbers due to failure/replacement). References Please provide a minimum of three (3) references for similar leasing agreements with other entities, such as K- 12 schools and/or College/University. Order and Delivery The Board will be asked to approve the vendor selection. After Board approval, the selected vendor will be notified. The purchase order will not be issued until July 1, 2017. Vendors are required to provide a delivery plan and schedule as part of their response. Our goal is to have them available for students by September 1, 2017. Warranty/Maintenance Agreement The district is considering up to a three-year depot warranty for all of the chromebooks. Please provide the cost and detailed information on warranty options. The district can work with a self-maintainer warranty program. If the vendor providers a self-maintainer option please provide a detailed description. In addition to a standard warranty, the district is considering up to a three-year accidental damage warranty for each chromebook. Please provide the cost and a detailed description of the accidental damage warranty. Setup and Installation (White Glove) Services The district is seeking information on setup and installation services offered by the vendor. Examples of the types of services we are considering include: 1. Unboxing and inspecting the chromebooks 2. Updating the Chrome OS version on the chromebooks 3. Enrolling the chromebooks in the MSD Google Apps Domain 4. Asset tagging and creating a spreadsheet with information for each device 5. Applying network configuration settings 6. Performing wireless network configuration (Wi-Fi SSID and Pre-Shared Key)
Evaluation Criteria This proposal is seeking the best option for the students and staff of the district. While the lowest price will be the highest factor in evaluation proposals, other factors such as: Meets the Needs of the District (ruggedness and durability, battery life, warranty offered), and references for services offered. Price: 60 points (lowest price will receive 50, others will be calculated based on percentage of Lowest Proposal Price) Meets the Needs of the District: 25 points References: 15 points Quantities All quantities in the specifications shall be considered on a more or less basis. The district reserves the right to increase or decrease the quantities by a reasonable amount.
Vendor Response Information and Proposal Specifications Form HP Chromebook 11 G5 EE Price Quote Description Quantity Unit Cost Total Cost HP Chromebook 11 G5 EE 1,725 Mfg# X9U02UT#ABA Google EDU Management Console 1,725 License Mfg#: CROS-SW-DIS-EDU Depot Warranty or Self Maintainer 1,725 Warranty Options (up to three years) Accidental Damage Warranty 1,725 Options (up to three years) Setup and Installation Services 1,725 HP Chromebook 11 G4 EE Price Quote Description Quantity Unit Cost Total Cost HP Chromebook 11 G4 EE Mfg# V2W30UT#ABA 1,725 Google EDU Management Console 1,725 License Mfg#: CROS-SW-DIS-EDU Depot Warranty or Self Maintainer 1,725 Warranty Options (up to three years) Accidental Damage Warranty 1,725 Options (up to three years) Setup and Installation Services 1,725 Dell Chromebook 3120 Price Quote Description Quantity Unit Cost Total Cost Dell Chromebook 3120 1,725 Mfg# XDGJH Google EDU Management Console 1,725 License Mfg#: CROS-SW-DIS-EDU Depot Warranty or Self Maintainer 1,725 Warranty Options (up to three years) Accidental Damage Warranty 1,725 Options (up to three years) Setup and Installation Services 1,725 Leasing Terms and Information Provide your interest rates for a three-year (36 month) lease for chromebooks. Please list both FMV (no bargain purchase) and $1 bargain purchase options.
References Provide a minimum of three (3) references for similar leasing agreements with other entities, such as K-12 schools and/or College/University. Reference 1 Name: Address: Contact Person Name & Phone Number: Describe specific job performed and Date: Reference 2 Name: Address: Contact Person Name & Phone Number: Describe specific job performed and Date: Reference 3 Name: Address: Contact Person Name & Phone Number: Describe specific job performed and Date: Delivery Plan Specify the time from order to delivery. Depot Warranty Information Provide a detailed description of options for depot warranty service. Include self-maintainer information if the vendor offers this option. Accidental Damage Warranty Provide a detailed description of options for Accidental Damage Warranty service. Setup and Installation (White Glove) Services Provide information on the setup and installation services that you can provide. Please note if a third party will provide these services if not the vendor responding to this RFP. Provide complete information on the third party including references.
Proposal Acceptance Form Name of Authorizing Officer Title Name of Firm Address City, State, Zip Code Telephone FAX I, accept the technical specifications as outlined in this RFP for the School District of the Menomonie Area and am proposing appropriate hardware, software and services to meet the District s mandatory requirements or have clearly noted any exceptions. It is my understanding that my response, if accepted, will become a part of the contract and that the quoted prices will remain in effect for (120) days from the proposal closing. Proposer Company Name Proposer Authorized Signature Date Title