Request for Quote for. Technology Devices: Desktops, Laptops, etc. RFQ #TEDV14CS

Transcription

1 P.O. BOX 218 LEANDER, TEXAS fax 512/ QUOTATION, SPECIFICATIONS, & FORMS Request for Quote for : Desktops, Laptops, etc. RFQ #TEDV14CS Bids are due: 2:00 P.M. July 31, Quotations to: cristy.soares@leanderisd.org Contact: Cristy Soares

2 TABLE OF CONTENTS Section 1: Invitation and Facts Section 2: General Instructions/Quotation Requirements Section 3: Contract Terms and Conditions Section 4: Attachments Page 2

3 Section 1 Invitation and Facts Page 3 LEANDER INDEPENDENT SCHOOL DISTRICT Invitation Leander Independent School District (known herein as LISD or the District ), is requesting quotes from qualified vendors for, in accordance with the instructions, terms and conditions, and requirements/specifications contained in this solicitation District Facts and Statistics LISD is one of the fastest growing school districts in the state, educating more than 35,000 students, with over 4,200 employees LISD covers an area of approximately 200 square miles and is located in Williamson and Travis Counties The District currently operates 23 elementary schools; 8 middle schools; 5 high schools and 2 alternative educational facilities. Elementary #24 will open in the fall of A map of the District is available at the following District website address: goes to Quick Links and then district map Scope of Project Within the next 12 months, it is LISD s intent to purchase approximately 8,800 laptops and up to 12,000 Chromebooks. Section 2: General Instructions/Quotation Requirements Quotations Instructions Quotes shall be ed to Cristy Soares in the Purchasing Department at cristy.soares@leanderisd.org, no later than 2:00 pm on July 31, Evaluation This is a negotiated procurement, and as such, the District reserves the right to negotiate any terms, conditions, or pricing with a Proposer prior to an award LISD reserves the right to award the Contract(s) to the Proposer(s) offering the best value, and not necessarily to the Proposer(s) offering the lowest price The following criteria will be used in evaluating the quotes: Performance guarantees Price Vendor s service Delivery capabilities Extent to which the goods or services meet the district s needs Vendor s past relationship with the district Vendor s principal place of business Total long term cost to the district Impact on the district s compliance relating to historically underutilized businesses Any other relevant factors Pricing Quote fees/rates must be guaranteed for one year, with the option to renew for three (3) additional years, if agreed upon by both parties. LISD reserves the right to break up the estimated quantities into multiple purchases throughout the year. The unit prices will remain the same for all orders. Vendors shall provide devices for testing at no charge to the district Non-Appropriation Availability of Funds: The award of this contract is dependent on the availability of funding. In the event funds do not become available, the contract may be terminated, or the scope amended. There shall be no penalty or removal charges incurred by the District.

4 3.3.0 Termination This contract may be terminated by either LISD or the Vendor upon thirty (30) days written notice in the event of substantial failure of the other party to perform in accordance with the terms of this agreement Assignment: No right or interest in this contract shall be assigned or delegation of any obligation made by the vendor without the written permission of the District Governing Law Both parties agree that venue for any litigation arising from this contract shall lie in Leander, Williamson County, Texas Notification of Criminal History of Contractor (a) A person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. (b) A school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract." Conflict of Interest (and Contractor Certification explanation) Effective January 1, 2006, any individual or business entity (as well as agents of such persons) that contracts or seeks to contract for the sale or purchase of property, goods, or services with Leander ISD must file a Vendor Conflict of Interest Questionnaire with the LISD Purchasing Office in accordance with Texas Local Government Code Chapter 176, no later than the 7 th business day after the recipient becomes aware of facts that require filing. Each person or entity who seeks to or who contracts with LISD is responsible for complying with any applicable disclosure requirements The Conflict of Interest Questionnaire: see attachment Forms are posted at The Texas Ethics Commission s website at Disclosure of LISD Employee Status: All bidders must disclose the name of any LISD employee who owns, directly or indirectly, an interest in the Bidder s firm or any of its branches. Failure to provide such information may be grounds for disqualification of the bid or cancellation of a contract resulting from this solicitation.! Purchase of services or equipment from a business owned in whole or in part by a District employee shall be permitted only when approved by the Assistant Superintendent and executed through a documented competitive process.! Services that might be provided by the employee as an extension of the employee s regular job responsibilities are prohibited from consideration Page 4

5 Section 4: Attachments LEANDER INDEPENDENT SCHOOL DISTRICT Attachment A: Vendor Profile CompanyName: DBA: CompanyAddress: City: State: Zip: Company Website Address Organization Type: Sole Owner Corporation S-Corp. Partnership Other List the telephone numbers to: Placeorders Fax#: Persontocontact: Title: Area(s) of Procurement for which the company is requesting consideration: Is your company a member of any Purchasing Cooperatives? (Ex. Buy Board, TCPN, etc.) Yes No If yes, please list your company s purchasing cooperative affiliations: Are you a sole source vendor for the procurement areas you listed? Yes No If yes, please provide a letter listing the commodities you are sole source for to the Purchasing Department for approval. Does your company accept Master Card? Yes No Is any company employee, either full or part time, owner, official, stockholder, subcontractor, or member of their immediate family, a member of the Board of Trustees or an employee of the Leander Independent School District? yes no. If yes please disclose names:. Corporate / Local contact for this Quotation: Corporate Name: Address: City: State Zip Phone: Fax: Local Name: Address: City: State Zip Phone: Fax: Please attach following information: Number of Years In Business: References: Please list three (3) Texas school districts, with contact names, phone numbers, and address of comparable size, for which you have performed services similar to this RFP in the past three years. District/Company Name: Address: Contact Person: Contact Phone: District/Company Name: Address: Contact Person: Contact Phone: District/Company Name: Address: Contact Person: Contact Phone: Page 5

6 Attachment B: Offer Form & General Conditions I have received the General Conditions and all forms for as prepared by Leander Independent School District. I have examined the General Conditions and submit the following quote. If I have deviated from the original General Conditions set forth by Leander Independent School District, I have specified such deviations in the attached Deviation Form See Attachment. I agree: 1. To hold my quote open for 45 days after the due date for review of the quotes 2. That the signing of this RFQ form may result in a contract between Leander Independent School District and my company, if awarded any or all of the quote. The term of the contract will be for one (1) year. 3. That payment(s) will only be made from an invoice. Payment will not be made from a statement. A purchase order number must appear on all invoices. 4. That the General Conditions, Public Notice, instruction, representations, written notices and/or agreements made in conferences concerning this solicitation are part of this contract as if they were attached, or therein repeated. 5. Leander ISD can terminate this contract upon 30 days written notice. RFP Check List: Signed LISD Quotation Documents: Attachments A-G CompanyName: AuthorizedRepresentative (Print Name) Authorized Representative: Title: (Signature) Page 6

7 Attachment C: Quote Sheet The intent of this contract is to support a Multiple Year Deployment of devices. Devices may be purchased quarterly, bi-annually, or annually. Unit Prices shall remain the same throughout the first year of this contract. LISD reserves the right to purchase multiple times throughout the year. Device Specifications Chromebook: - Computer: Intel Celeron N2955U (1.4GHz, 2M cache) or faster - Other: 2GB RAM, 16 GB Solid State drive, USB Display: -Option 1: Multi-Touch LCD display (1366x768) -Option 2: LCD display (1366x768) - Graphic card: Intel HD. VGA, display port or HDMI output - Wireless: Intel Dual Band Wireless n with Bluetooth - Camera: Front facing camera in-bezel - Operating system: Chrome OS - Battery Life: minimum 6 hours, preferred 8+ - Zero Configuration Enroll the Chrome OS device into LISD Google Apps domain Perform wireless network configuration for LISD s network Laptop: - Option1: Computer: Intel Celeron N2920 (2GHz, 2M cache) or faster - Option2: Computer: Intel Core i3-4005u (Dual Core, 1.70GHz, 3M cache) or faster - Other: 4GB RAM,, USB 3.0, RJ-45 - Storage: minimum 80GB SSD - Screen: Touchscreen LCD display (1366x768) - Graphic card: Intel HD Shared Haswell architecture. VGA, display port or HDMI output, e.g., Intel Integrated HD Graphics 4400 or higher version - Wireless: Intel Dual Band Wireless n with Bluetooth - Camera: Front facing camera in-bezel - Operating system: None (Windows 8.1 compatible) - Options: Convertible to tablet mode - Battery Life: minimum 6 hours, preferred 8+ Est. Qty Year One 3,000-12,000 8,800 Price Demo devices for testing/compatibility will be required. Vendor will ship demos directly to LISD. Vendor will allow 60 days for testing at no charge to the district. I agree to provide demo devices: Yes/No Page 7

8 Attachment D: Deviation and Non-Collusion Statement Deviations to Terms and Conditions: In the event the undersigned bidder intends to deviate from the general terms, conditions, or specifications listed in the Terms and Conditions and other information attached hereto, all such deviations must be listed below, with complete and detailed conditions and information also being attached (attach additional pages as necessary. Deviations to Specifications: Vendors must list all specifications for item(s) proposed that differ from any specifications/brands listed in Quotation. LISD will be the sole judge to determine if deviations are acceptable in meeting the needs of LISD and participating members. Non-Collusion Statement The undersigned affirms that they are duly authorized to execute this contract, that this Initial company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other Proposer, and that the contents of this Quotation as to prices, term or conditions of said Quotation have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Quotation. Suspension and Debarment Statement Non-Federal entities are prohibited from contracting with or making sub-awards under Initial covered transaction to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement of goods or services equal to or in excess of $100,000. Contractors receiving individual awards of $100,000 or more and all sub recipients must certify that the organizations and its principals are not suspended or debarred. The undersigned affirms that no suspension or debarment is in place, which would preclude receiving a federally funded contract under the Federal OMB, A-102, Common Rule. Our bid is submitted according to: deviations as listed above OR DATE: no deviations CompanyName: AuthorizedRepresentative (Print Name) Authorized Representative: Title: (Signature) Page 8

9 Attachment E: Central Texas Purchasing Alliance Adoption Clause USE OF CONTRACT(S) BY MEMBERS COMPRISING THE CENTRAL TEXAS PURCHASING ALLIANCE (CTPA). A. If authorized by the Vendor(s), resultant contract(s) may by adopted by the member districts of the CTPA as indicated below. Authorized members may purchase goods and/or services in accordance with contract pricing and purchasing terms established by the Contract Lead District. B. A list of members that may utilize the Vendor s contract is listed on the CTPA website, C. Any district member wishing to utilize such contract(s), will contact the Vendor to verify that the contract is available to them and will place its own order(s) directly with the successful Vendor. The successful Vendor may contact member districts to inform them about the contract award. There shall be no obligation on the part of any participating district to utilize the contract(s). D. A negative reply by the Vendor will not adversely affect consideration of the Vendor s Solicitation response. E. Each participating district has the option of executing a separate contract with the successful Vendor, which may contain general terms and conditions unique to that contracting district. If, when preparing such contract, the general terms and conditions of a district are unacceptable to the successful Vendor, the successful Vendor may withdraw its extension of their offer to that district. F. The Contract Lead District shall not be held liable for any costs or damages incurred by another district as a result of any award extended to that district by the successful Vendor. BY SIGNATURE BELOW, THE VENDOR HEREBY AUTHORIZES THE MEMBER DISTRICTS AS INDICATED BELOW, TO ADOPT ANY CONTRACT RESULTING FROM THE VENDOR S RESPONSE TO THIS SOLICITATION. YES NO YES, with the exception of the following Districts: Vendor Name: Printed Name of Authorized Company Official: Signature of Company Official: Date: Page 9

10 Attachment F: Conflict of Interest Page 10

11 Attachment G : Proposed Device Specification Form- Chromebook Base Device Specifications Processor : Intel Celeron N2955U (1.4 GHz, 2M cache) Chromebook Item Rubric (Circle if Meets Base Specifications, etc) Item Description RAM : 2 GB RAM Hard Drive : 16 GB Solid State Drive USB 3.0 Display : display (1366 x 768) Option 1: Touch Screen Display : display (1366 x 768) Option 2: non Touch Screen Graphics Card : Intel HD Graphics Card VGA? Y or N Display Port? Y or N HDMI output? Y or N Camera : Front-facing in-bezel Operating System : Chrome OS Page 11

12 Battery Life : Minimum : 6 Hours Preferred : 8 hours Price for Spare or Replacement Batteries Zero Configuration?! Enroll the Chrome OS in the LISD Google Apps domain! Perform Wireless Network configuration for LISD s network Warranty Straight Warranty? No-Fault Warranty? Length of Warranty? Depot or On-site? Depot or On-site Additional Details (describe standard warranty and provide extended options with cost): Self-Service Warranty Program? Additional Details such as Certification Requirements and Labor Reimbursement Rates Expected Parts Availability and Service Life Wireless : Intel Dual Band Wireless n with Bluetooth Page 12

13 Proposed Device Specification Form- Laptop Laptop Base Device Specifications Item Rubric (Circle if Meets Base Specifications, etc) Item Description Processor : Option 1 : Intel Celeron N2920 (2GHz, 2M cache) Option 2: Intel Core i3-4005u (Dual Core, 1.70 GHz, 3M cache) or faster RAM : 4 GB RAM Storage : Minimum: 80 GB SSD USB 3.0 RJ-45 Display : Touchscreen LCD display (1366 x 768) Graphics Card : Intel HD Shared Haswell Architecture e.g.intel Integrated HD Graphics 4400 or higher VGA? Y or N Display Port? Y or N HDMI output? Y or N Camera : Front facing in-bezel Operating System : None (Windows 8.1 compatible) Page 13

14 Battery Life : Minimum : 6 Hours Preferred : 8 hours Price for Spare or Replacement Batteries Cost? If any. Pre-loaded Image Availability Yes No Warranty Straight Warranty? No-Fault Warranty? Length of Warranty? Depot or On-site? Depot or On-site Additional Details (describe standard warranty and provide extended options with cost): Self-Service Warranty Program? Additional Details such as Certification Requirements and Labor Reimbursement Rates Expected Parts Availability and Service Life Availability Date of this Model Release Date? Minimum available quantity per month? Wireless : Intel Dual Band Wireless n with Bluetooth Page 14