Computer Desktop Request for Pricing The Oconee County Schools seeks bids for desktop, Chromebook and laptop computers. The product specifications are minimum values only. Some products are brand-specific such as processor. No other brand will be accepted. The products proposed must not be at the consumer level but must be at the enterprise/corporate level. The number of computers purchased during the period of this bid will depend upon available funding provided by the Oconee County Schools Board of Education. The number devices purchased will range from 250 desktops, 2900 chromebooks and 200 laptops. Length of Terms The awarded bid will remain in effect from May 2018 through May 2019. All prices bid must remain in effect for this 12 month period unless an adjustment is authorized in writing by the Director of Technology. The vendor awarded the bid will not make any substitutions to the proposed specifications during the duration of the bid without written permission from the Oconee County Schools Director of Technology. The Oconee County Schools reserves the right to rescind an awarded bid. The bid award time can be extended annually for up to 3 years. Bid Deadline All bids must be received at the Board of Education Office of the Oconee County Schools, 34 School Street, Watkinsville, GA 30677, no later than 2:00 PM, March 5th, 2018. No late bid responses will be considered. All bids must be sealed and all bids must be addressed as follows: Oconee County Board of Education Computer Bid 34 School Street Watkinsville, GA 30677 All bids will be opened at 2:00 PM, March 5th, 2018, in the Board of Education Office of the Oconee County Schools. Bids will be reviewed and a recommendation may be made to the Oconee County Board of Education. This project will be awarded according to the standard the Oconee County Schools policies. All vendors submitting a bid will be notified of the results of this bidding process after the Board of Education takes action on this RFP. Pre-Bid Conference There will be no pre-bid conference. All inquiries concerning technical issues and concerning administrative issues must be submitted via email to Michael Hale mhale@oconeeschools.org. Licensing Issues Each Windows desktop and laptop shall come with one Microsoft Windows license. Each Chromebook will come with a Chrome Device Management license for the domain oconeeschools.org.
Reservations Oconee County Board of Education reserves the right to reject any and all bids, waive any and all technicalities, and award all or any part of a contract in a manner that is in the best interest of the Oconee County Board of Education. Vendor Qualifications To ensure the integrity of the purchased products, only the manufacturer of the specified computers or an authorized reseller of this manufacturer will be acceptable. If you are a reseller you must submit a letter from the manufacturer specifying your status as an authorized reseller. Additionally, the reseller must be a certified warranty service center for this type of computers. Copies of the Reseller Certification and Service Repair Certification must be included when submitted. Manufacturers must have appropriate and current ISO certification. Shipping The vendor will be responsible for all shipping costs. This includes the shipping of the new orders, and the shipment of defective parts that are under warranty back to the vendor and the return of replacements for these warranty parts to the Technology Department offices at the Oconee County Schools. Demo Units The Oconee County Schools invites vendors to submit demonstration units of their proposed workstations, provided these demonstration units are provided at no cost to the system, including shipping and return shipping. Vendor Warranty All desktop computers (including the monitor) shall have at least a five-year warranty on parts. The Oconee County Schools shall be allowed to be a self-maintainer. Any registration cost associated with being a self-maintainer will be borne by the reseller or the manufacturer. After being certified by the computer manufacturer as a self-maintainer, the Oconee County Schools may choose to complete any warranty repairs itself. The Oconee County Schools requires that the following replacement parts be pre-positioned (at no additional cost) with the Oconee County Schools Technology Department in order to minimize the amount of computer downtime and to allow for diagnostic testing: a. 4 power supplies b. 3 hard drives c. 2 DVD burners d. 4 pieces of memory e. 2 system board f. 2 processor g. 2 monitor
h. 6 mouse i. 6 keyboard The vendor must pay for all shipping to and from the Oconee County Schools. Of all components that are replaced under the warranty program, the replacement components must be of the same capabilities or greater and, if it is a processor or motherboard, must be the same manufacturer. All components, whether original to the computer or warranty replacements, must be new, or authentic, or refurbished by the manufacturer. All refurbished equipment must have the same or better functionality and same or better quality as the original equipment that came with the computer and will not invalidate the original warranty. Proposal Requirements and Format Please provide descriptions and answers to the following: 1) Vendor Qualifications a) References b) Experience working with 1:1 K-12 projects 2) Product a) Provide detail product information proposed models b) Product roadmap for proposed models c) Warranty terms and conditions 3) Cost a) Provide pricing options for purchases and leasing programs b) Provide pricing for 3-year accidental damage coverage 4) Support a) Describe support processes and/or procedures for handling both warranty and non-warranty claims b) Describe any deployment services and associated costs offered for purchases such as: i) Laser etching ii) Imaging iii) Asset tagging iv) Enrollment v) Offsite trash removal c) Logistical, warehousing and delivery capabilities d) Requirements for self maintenance option Evaluation All bids submitted will be evaluated according to the criteria listed below. If any of the required elements, such as manufacturer s reseller certificate, are missing, inaccurate, or altered, the entire submittal will be rejected as incomplete. Evaluation is a three-step process. The first step involves ascertaining if the submittal is complete, accurate, and meets the requirements. The second step is comparing the value of the proposed solutions which have successfully passed the first step process. Although price is the most important
factor in comparing value, it is not the only factor: comparison of the vendors service proposals, quality of proposed solution, reference checks, vendor reputation, and other intangible factors are used. The last step is testing the proposed equipment within the Oconee network environment. All decisions made by the Technology Department in the evaluative process are final. Vendors are not required to bid on all computer types (desktop, laptop or Chromebook). Separate decisions will be made for each computer type. Payments All requests for payment must be made to the Oconee County Schools for review, for approval, and for payment. All invoices must include Net 30 terms. Questions All other questions are to be directed to Michael Hale, Director of Technology, at the Oconee County Board of Education, 706-769-5130 x1308 or mhale@oconeeschools.org. FY19 Computer Specification Small Form Factor configuration System must meet Intel s VPro technology and SIPP specifications Intel Q270 Chipset Integrated 10/100/1000 Gigabit Ethernet 6th Generation Intel Core i5 Processors 8GB DDR4 Memory 120GB SSD 6 USB ports (at least 4 USB 3.0) VGA and HDMI video ports USB Keyboard USB Optical Scroll Mouse 19 Flat Wide Panel Display Speakers (integrated with monitor preferred) Microsoft Windows Licensing 5 year Parts Warranty (Monitor included) Options: 1) DVD drive
Chromebook configurations Base requirements for all chromebooks: Intel Celeron N2840 Processor or better 4GB DDR3 Memory 802.11 ac Wireless 4GB RAM 16 GB Storage 9+ hour battery life USB-C and USB-B ports Semi-roughed design Case (optional)suitable for putting into a backpack 3 yr warranty Option 1: Above configuration with 11 screen that opens to 180 degrees Option 2: Same as option 1 with touchscreen Option 3: Base requirements with 11 2 in 1 design Option 4: Base requirements with 13 2 in 1 design with stylus Laptop configurations 6th Gen Intel Core i3 Processor or better Integrated 10/100/1000 Gigabit Ethernet 802.11 ac Wireless 8GB DDR4 Memory 120 GB SSD Storage 7+ hour battery life Microsoft Windows Licensing 3 yr warranty Options: 1. 11 2 in 1 design 2. 13 screen
3. External DVD 4. Case