Request for Proposal for Lease-Financing of Computer Equipment

Transcription

1 Request for Proposal for Lease-Financing of Computer Equipment Request for Proposal Issued: Nov. 24, 2014 Deadline for Questions: Dec. 5, 2014 Deadline to Submit Proposals: Dec. 12, 2014

2 REQUEST FOR PROPOSAL FOR LEASE FINANCING OF COMPUTER EQUIPMENT LENOVO LAPTOPS AND CARTS I. INTRODUCTION Twin Rivers Unified School District ("District") hereby requests proposals from qualified financial companies/lenders to provide lease financing quotations for 6000 Lenovo Laptop computers and 150 to 200 Bretford Storage carts. Specifications on the brands and vendor, and negotiated unit pricing under the current WSCA and CALSAVE master contracts for public schools, along with desired lease terms, follow within this RFP. The WSCA and CALSAVE master contracts enable the District to obtain the best possible price for specified equipment. The purpose of this RFP is to obtain competitive lease financing as well, and allow multiple finance companies to participate through public solicitation of quotes. Both lease-purchase (dollar buyout) and fair-market value quotations are requested. Please carefully review the contents and specifications of this RFP, and any questions to no later than Dec. 5, Please submit your proposal (original plus 5 copies) with all required forms to the address below by 3:00 p.m., Dec. 12, 2014: Twin Rivers Unified School District Attention: Debbie Gordon, Manager of Contract & E-Rate Services 3222 Winona Way, Suite 200 North Highlands, CA Additionally, please a pdf copy of your proposal to debbie.gordon@twinriversusd.org Thank you for your interest in serving the needs of Twin Rivers Unified School District. The District invites you to respond and welcomes your firm s proposal. Page 2

3 II. BACKGROUND Twin Rivers Unified School District is located in northeastern Sacramento County with a enrollment of 31,122 including Charter Schools. In 2008, four area school Districts, Grant Joint Union High School District and the Rio Linda, North Sacramento and Del Paso Heights Elementary School Districts, unified to create Twin Rivers USD. Two elementary school Districts, Robla Elementary and Elverta Joint Elementary, did not participate in the unification. At approximately 120 square miles in size, the District is generally divided in the center by Interstate 80. It encompasses the north and northeast portions of the city of Sacramento and unincorporated portions of Sacramento County. The District serves the communities of North Sacramento, Del Paso Heights, Rio Linda, North Highlands, and Foothill Farms. The District has four high schools, two junior high schools, three charter junior high schools, one creative arts junior high school, one technology academy (middle school grades), 30 elementary schools, two alternative schools, two adult schools and one special education preschool. In terms of family income, 89% of District students were eligible for Federal Free and Reduced price meals in The District is governed by a seven member Board of Trustees and is under the day-to-day leadership of Steven Martinez, Ed.D. who was appointed Superintendent, effective July 1, Page 3

4 III. DISTRICT TECHNOLOGY PROCUREMENT In Sept. 2014, the District began the first phase of its procurement of laptops and computer carts, using both WSCA and CALSAVE negotiated master contracts. Several equipment vendors participate in the WSCA and CALSAVE programs. The District has selected the units identified below which will be provided by vendor CDW-G through the WSCA and CALSAVE contract pricing indicated. Quantity Description Unit Price Total/Extended 6000 LENOVO LVO CUS TP 11E MC $ $ 2,870, WSCA NASPO Contract/Pricing 6000 LENOVO 3-Year Warranty $ $ 299, WSCA NASPO Contract/Pricing 6000 Recycling Fees $3.00 $ 18, BRETFORD NOTEBOOK STORAGE CART $1, $ 240, GRAND TOTAL BEFORE SALES TAX (Amount to be leased) $ 3,428, Detailed price quotes, vendor Item Numbers, and Manufacturer s part numbers are provided on Exhibit A and Exhibit B hereto. A total of 6000 Lenovo laptops (with 3-year warranties) and an initial quantity of 150- Bretford Netbook carts will be needed. Note: the District may require 50 additional Bretford Netbook carts, bringing the total quantity to 200 carts. The District is seeking both Fair-Market Value lease and Dollar Buyout lease quotations for the grand total, before sales tax. Yearly lease payments are preferred. For both FMV and Dollar Buyout leases, please provide your lease rate factor, interest rate, yearly payment and total lease costs, before CA sales tax. Do not include sales tax in lease payments. District will pay tax separately. Your proposal should include your firm's required lease forms or other required Lessor documentation, and the District Required Forms enclosed with this RFP packet. IV. LEASE QUOTATION, TERMS AND DOCUMENTATION The District seeks your competitive rate quotation for the computer carts identified on Exhibits A and B hereto. Specifically, the District is seeking a 48-month, Dollar Buyout lease-purchase and 48-month Fair Market Value Lease quotations. In your response to this RFP, please clearly show your quotes, rate factors, yearly payment and interest rate. To be considered complete and responsive to this RFP, each proposal packet must include sample lease forms and documentation that your company will require, payment schedules, amortization schedules, and all District-required forms provided in this RFP. Page 4

5 Incomplete proposal packets will be deemed non responsive and will not receive further evaluation or considerqation. District is seeking to move forward with completion and shipping of equipment to our premises by January V. ORGANIZATION AND REFERENCES In addition to your rate quotation and forms, please provide the following information on your company: Describe your company s organizational structure (or provide an organizational chart). Supply the name or names of the principals who will be responsible for your relationship with the District, and provide brief resumes for these individuals. Who is currently your largest client? How long has your company been in business? Is there any pending or past litigation against your company regarding your provision or delivery of services; intellectual property; or related business matter? Does your company have any contractual relationship with the District or District staff that could be construed as a potential conflict of interest? If so, please explain. Please provide three references from school districts of similar size and need, for whom you provide financial services of lease funding. VI. EVALUATION CRITERIA The District is seeking the most competitive rate quote possible through this solicitation. If the quotations received are equal or substantially the same, the District will give additional consideration to the experience, organization and successful history of the responding firm. The District reserves the right to: A. Request additional information and/or an interview with any firm prior to its selection; B. Select the firm with the most competitive offering, which in the District's sole discretion will best meet its needs. C. Consider information about any firm from other sources in addition to the submitted information. Page 5

6 VII. QUESTIONS and UPDATES Questions regarding this RFP may be submitted by to Debbie Gordon at Deadline to submit questions is Dec. 5, Responses will be provided to each individual query as soon as possible after receipt. An anonymous compilation of all Q&A will be ed out to all interested respondents after Dec. 8, If you wish to be on the list to receive the summary Q&A, as well as any updates or changes to this RFP, please Proposers are expressly prohibited from otherwise contacting District personnel or Board Members regarding this RFP. Unauthorized contact may result in disqualification. VIII. DISTRICT REQUIRED FORMS In addition to addressing the foregoing elements in your proposal response, please complete and return the District Required Forms that follow this RFP. The District Required Forms include: Offer to Enter into Contract; Terms and Conditions; Qualification Certification; and NonCollusion Affidavit. IX. SUBMISSION OF PROPOSALS Proposals in response to this RFP must be received by DISTRICT no later than 3:00 p.m. Pacific time on Friday Dec. 12, at the address below. Please include a cover letter signed by an officer or authorized representative of your firm, your original proposal, the District Required Forms included with this RFP; and five (5) printed copies of your proposal. Submissions must be received in a sealed envelope addressed to: Debbie M. Gordon Manager, Contract & E-Rate Services Twin Rivers Unified School District 3222 Winona Way North Highlands, CA Please also a pdf. version of your proposal to debbie.gordon@twinriversusd.org. Do not submit proposals in 3-ring binders or notebooks. Paper or comb-bound copies are acceptable. Once accepted, proposals become the property of the District. No corrected or resubmitted proposals will be accepted after the deadline; however, the District reserves the right to request additional information or clarification from your firm, if needed, upon review of your Proposal. This Request for Proposal should not be construed as a guarantee of business or contract. The District reserves the right, upon review of proposals, not to award a contract. Thank you for your time and interest in Twin Rivers Unified School District. We look forward to receiving your proposal. Page 6

7 DISTRICT REQUIRED FORMS Please sign and return the following forms with your Proposal: Offer to Enter Into Contract Terms and Conditions Qualification Certification NonCollusion Affidavit Page 7

8 OFFER TO ENTER INTO CONTRACT The undersigned hereby proposes to enter into an agreement with the Twin Rivers Unified School District and to furnish services as described in this Request for Proposal. Name and Address of Firm: Name: Address: City and State: Telephone Number: Fax Number: Address: Signature of Authorized Officer or Employee of Firm: Name: Signature: Title: Date: Page 8

9 TERMS AND CONDITIONS 1. INSTRUCTIONS AND USE OF FORMS. In order to preserve uniformity and to facilitate the award of contracts, Respondents shall complete and return the enclosed District-required forms with their RFP responses. 2. ACCEPTANCE OR REJECTION OF RESPONSES. The District reserves the right to reject any and all Responses that are incomplete, contain errors, arrive after the due date/time or are submitted by unqualified firms. The District reserves the right not to award a contract if the District, in its sole discretion, deems the responses received pursuant to this Request for RFPs lacking in any respect or insufficient to meet the District's requirements and needs. 3. PROPOSAL PROTESTS. The following instructions must be followed by a Respondent who wishes to challenge the District s selection and award of any contract pursuant to this RFP: a) Any protest must be submitted in writing to the Manager, Contract & E-Rate Services, Twin Rivers Unified School District, 3222 Winona Way, Suite 200, North Highlands, CA 95660, before 3:00 p.m. on the fifth (5 th ) business day following the District's notification of its intention to award a contract pursuant to this Request for RFPs. b) Only firms who submitted a proposal in response to this RFP may file a protest. c) Protests must contain the following specific information: Protestor's name, address, tele. no. and address; Date on which protestor's Response was submitted to the District; Protestor's specific, detailed basis for the protest, which must be supported by facts and/or documentation. Protests based on hearsay, feelings or opinions not supported by facts, will be deemed invalid. d) The protestor shall send a copy of the initial protest document and any attached documentation to all other parties that may be affected financially by the outcome. e) The District will review and evaluate the protest for validity, including, if required, review by outside counsel. The District and/or counsel will provide a response within ten (10) days of review of the protest letter. f) If upon review, the proposal protest is found to be frivolous or lacking validity, the protest will be rejected and the protesting party may be deemed ineligible to participate in future District RFPs or contracts. 4. ASSIGNMENT PROHIBITED. No contract awarded under this proposal shall be assigned without the express, prior written approval of the District. Any attempted assignment in violation of the provision may be voided at the option of the Board of Trustees. 5. NO CONTACT WITH BOARD OF TRUSTEES. Respondents may not contact any member of the Twin Rivers Board of Trustees (or any District employee, except as provided herein) regarding this RFP, unless specifically invited to an interview conducted by the Board. 6. NON-DISCRIMINATION. The Twin Rivers Unified School District does not discriminate in the selection, acceptance, or treatment of any contractor based upon race, color, national origin, Page 9

10 religion, sex, sexual orientation, handicap, age, veterans status, medical condition as defined in Section of the California Government Code, ancestry, marital status, or citizenship, within the limits imposed by law. The District likewise prohibits discrimination by contractors and subcontractors, and may require the successful vendor(s) to give written notice of their obligations to labor organizations with which they have a collective bargaining or other agreement, in compliance with Government Code ACCEPTANCE OF TERMS AND CONDITIONS The undersigned hereby acknowledges receipt and acceptance of the above Terms and Conditions. Authorized Signature and Date Printed Name: Title: Page 10

11 Qualification Certification I, the undersigned, certify and declare, with specific reference to the California False Claims Act, Government Code sections 12650, et seq., that I have reviewed all of the information presented in this submittal and know its contents. The matters stated in the submittal are true of my own knowledge and belief, except as to those matters stated on information and belief, and as to those matters I believe them to be true. I declare under penalty of perjury that the foregoing is true and correct. Name: Signature: Title: Date: Page 11

12 NONCOLLUSION AFFIDAVIT TO BE EXECUTED AND RETURNED WITH PROPOSAL (Public Contract Code Section 7106) deposes and says that (Authorized Representative) he/she is of, (Title) (Contractor/Company Name) the party providing the foregoing proposal; that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the respondent has not directly or indirectly colluded, conspired, connived, or agreed with anyone else to put in a sham proposal; that the respondent has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other respondent, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the respondent has not, directly or indirectly, submitted his or her price or any breakdown thereof, or the contents thereof, or divulged information of date relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member of agent thereof to effectuate a collusive or sham proposal. (Signature) (Typed/Printed Name) Page 12

13 EXHIBIT A CDW-G QUOTATION FOR LAPTOP COMPUTERS

14 OE400SPS QUOTE NO. ACCOUNT NO. DATE FSHD /17/2014 BILL TO: TWIN RIVERS UNIFIED SCHOOL DISTRICT 3222 WINONA WAY Accounts Payable NORTH HIGHLANDS, CA Customer Phone # SHIP TO: TWIN RIVERS UNIFIED SCHOOL DISTRICT Attention To: JEREMY BRIGGS 3222 WINONA WAY NORTH HIGHLANDS, CA Contact: JEREMY BRIGGS Customer P.O. # FSHD856 QUOTE ACCOUNT MANAGER SHIPPING METHOD TERMS EXEMPTION CERTIFICATE CHRIS ATRAJE DROP SHIP-GROUND NET 30 Days-Govt/Ed QTY ITEM NO. DESCRIPTION UNIT PRICE EXTENDED PRICE LVO CUS TP 11E MC Mfg#: 20DAS0F300-MC Contract: California Lenovo WSCA NASPO B LVO 3YR DEPOT Mfg#: 5WS0E84849 Contract: California Lenovo WSCA NASPO B27168 Electronic distribution - NO MEDIA RECYCLING FEE 4" TO LESS THAN 15" ,870, , , Contract: Standard Pricing Fee Applied to Item: SUBTOTAL FREIGHT TAX 3,188, , ,417, CDW Government 230 North Milwaukee Ave. Vernon Hills, IL Fax: Please remit payment to: CDW Government 75 Remittance Drive Suite 1515 Chicago, IL This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at For more information, contact a CDW account manager.

15 EXHIBIT B CDW-G QUOTATION FOR COMPUTER CARTS

16 OE400SPS QUOTE NO. ACCOUNT NO. DATE FRZW /11/2014 BILL TO: TWIN RIVERS UNIFIED SCHOOL DISTRICT 3222 WINONA WAY Accounts Payable NORTH HIGHLANDS, CA Customer Phone # SHIP TO: TWIN RIVERS UNIFIED SCHOOL DISTRICT Attention To: JEREMY BRIGGS 3222 WINONA WAY NORTH HIGHLANDS, CA Contact: JEREMY BRIGGS Customer P.O. # BRETFORD RFP QUOTE ACCOUNT MANAGER SHIPPING METHOD TERMS EXEMPTION CERTIFICATE CHRIS ATRAJE DROP SHIP-COMMON CARRIER NET 30 Days-Govt/Ed QTY ITEM NO. DESCRIPTION UNIT PRICE EXTENDED PRICE BRETFORD NETBOOK STORAGE CART Mfg#: NETBOOK36-CT Contract: CalSAVE Technology Contract , , SUBTOTAL FREIGHT TAX 240, , , CDW Government 230 North Milwaukee Ave. Vernon Hills, IL Fax: Please remit payment to: CDW Government 75 Remittance Drive Suite 1515 Chicago, IL This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at For more information, contact a CDW account manager.