MASCONOMET REGIONAL SCHOOL DISTRICT Computers Invitation to Bid

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1 Bid Title: Bid Release Date: Tuesday, July 21, 2015 Bid Opening: Tuesday, August 4 th, 2015 at 12 Noon Masconomet Regional School District, located in the town of Boxford, is issuing an ITB for. Copies of the specifications and all other bid documents may be obtained from Mary Murphy Guerrera at the Central Office via All bids must be delivered to the attention of Susan K. Givens, Chief Financial Officer, Central Office, 20 Endicott Road, Boxford, MA 01921, no later than the time of the Bid Opening as stated above, at which time and place they will be publicly opened and read. The bidder assumes the risk of any delay in the mail. Bids received after the official BID OPENING will be returned unopened. Page 1 of 9

2 Terms & Conditions MASCONOMET REGIONAL SCHOOL DISTRICT 1. Purchases will be made through authorized Purchase Orders. Delivery shall be made to the site as designated by the ship to address on the purchase order. 2. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Price shall be construed to cover all costs incurred by the vendor to furnish the item(s) described, in accordance with the specifications; including, but not limited to all labor, materials, travel and mileage, proper packing and the cost of delivery. 3. Brand names when and where specified are to be used to describe quality, standards, and preference. All bidders submitting alternate brands must submit documentation as to their quality as compared to ones specified. Alternatives will only be accepted if deemed by the Chief Financial Officer, or her designee, to be of equal or superior quality than that specified. 4. All quantities listed are estimates. The awarding Authority has the right to increase or decrease quantities depending on the Bid results. 5. All items which are imperfect or of a grade inferior to the specification will be rejected and must be replaced with items of the specified grade without expense to the District. 6. All equipment must be new. Refurbished equipment is not acceptable. 7. The vendor must provide a 3 year warranty on all computers as shown in the description below. Any equipment that does not work properly during the first 90 days must be replaced immediately. 8. All Equipment must be delivered by August 18, Qualifications Bidders must have been regularly engaged for at least five (5) years, prior to the date of the opening of bids, in the business of supplying the products bid upon. The District shall have the right to take such steps as it deems necessary to determine the ability of the bidder to perform their obligations under the contract, and the bidder shall furnish the District all such information and data for this purpose as it may request, including references. Past performance, withdrawal of proposals due to reckless bidding, cancellation of orders due to poor or unsatisfactory delivery, and substitutions not approved by the awarding authority may be cause for non-acceptance of proposals. The right is reserved to reject any bid, and consider a bidder irresponsible, where an investigation of the available information does not satisfy the awarding authority that the bidder is qualified to carry out the terms of the contract. All bidders will be evaluated in the general areas of ability to meet performance and commodity specifications, responsiveness, reliability, ability to deliver, quality, and cost. Any proposal determined by the Chief Financial Officer to be non-responsive to this ITB, including instructions governing Page 2 of 9

3 submission and format, may be disqualified without evaluation. Licensing The vendor shall possess all required and necessary licenses as may be specified by federal, state, local authorities and/or the manufacturer, related to the products referred to in this bid. Alternate Bids The submission of a bid implies that the products meet the requirements as stated in this ITB. Where an alternate product is proposed, the bidder shall qualify their alternate bid on the Cost Data Bid Form and must reference the item number and provide a complete description of the alternate item, including brand name, using the same criteria as listed on the bid form when describing the alternate product. A separate attachment for this purpose may be used if necessary. Award of Contract A. Evaluation Price, product quality, and vendor reliability will be the prime factors when awarding this bid, provided: B. Award 1. The successful bidder meets all other specifications. 2. Delivery can be made as specified 3. Contract documents are acceptable The Awarding Authority reserves the right to require additional information, from all bidders, subsequent to the opening of bids if it is deemed necessary to do so. 1. The Chief Financial Officer will be the Awarding Authority. The Awarding Authority will award contracts by individual items or category and has the right to waive any irregularities or defects in any proposal should she deem it to be in the best interest of the Masconomet Regional School District. If a split award in not acceptable to the bidder, it must be so stated on the bid. 2. The Awarding Authority reserves the right to cancel this contract on 15 days written notice for the vendor s failure to comply with any provisions of these specifications, and/or contract documents. Action on the award of the contract will be made within 1 day after the opening of the bids and any bid submitted shall be binding for 90 days. The bidder to whom the award is made must enter into a written contract with the Masconomet Regional School District and the requirements set forth in the bid documents shall become part of the contract and shall be considered binding. Page 3 of 9

4 Payment Payment shall be made upon presentation of an invoice in duplicate and any other documentation as stated in the ITB. Payments will be made in conformance with the District's warrant schedule. Purchases by the District are exempt from federal, state, and/or local sales and excise taxes. Cancellation of Bid The Awarding Authority, at, or for the District's convenience, reserves and retains the right to cancel this ITB at any time prior to a contract having been approved and executed, for any reason or for no reason at all, in which event, all bids received in response to this request will be rejected. Bid Responses All proposals and related documents submitted in response to this ITB are subject to the Massachusetts Freedom of Information Law, M.G.L. Ch. 4, s.7, subsection 261, regarding public access to such documents. Statements or endorsements inconsistent with those statutes will be disregarded, unless a vendor submits information marked "CONFIDENTIAL." All materials submitted by vendors become the irrevocable property of the Masconomet Regional School District which shall be under no obligation to return any proposal or materials submitted by a bidder in response to this ITB. No cost or expense incurred by vendors in responding to this ITB, will be born by the District. Any questions regarding this bid should be directed to: Susan K. Givens, Chief Financial Officer, Office of the Superintendent, 20 Endicott Road, Boxford, MA 01921, Tel x Instructions to Bidders 1. Preparation and Submission of Bids A. The bids must be filled out on the form prescribed and enclosed in a sealed envelope that shall be marked on the outside with the word "BID", the Bid Title and the Name and Address of the Bidder. B. All bids MUST contain the following documents, properly signed and executed, in order for a proposal to be considered responsive. Page 4 of 9

5 1. Bid Deposit Each bid must be accompanied by a certified or cashiers check in the amount of $ payable to the Masconomet Regional School District. This check will serve as a bid security until a contract is entered into. Any bidder who fails to execute a contract after being awarded same will forfeit the $ deposit as liquidated damages to the Masconomet Regional School District. Upon award of the contract, bid deposits will be returned to the unsuccessful bidders. 2. Collusive Agreement and Tax Certification Form (provided in packet) 3. Cost Data Sheet (provided in packet) Price(s) must be typewritten or written in ink in the space(s) provided on the official Cost Data Sheet. Price shall be construed to cover all costs incurred by the vendor to furnish the item(s) described, in accordance with the specifications; including, but not limited to all labor, materials, travel and mileage, proper packing and the cost of delivery. 4. Bid Summary Form (provided in packet) 2. Modification of Bids There will be no modification to this bid unless done in conjunction with the Chief Financial Officer at least (3) days prior to the bid opening, and then will be done in the form of an "Addendum to the Specifications". All persons to whom specification have been issued will be sent a copy of the Addendum. All Addenda so issued shall become a part of the Bid Documents and be so acknowledged. 3. Withdrawal of Bids Bids may be withdrawn prior to the time established for the bid opening only on written request to the Chief Financial Officer. No bidder shall withdraw their bid within a period of ninety (90) days after the date set for the bid opening. 4. Awarding Authority The Chief Financial Officer shall be the Awarding Authority, and all awards will be made in the best interest of the Masconomet Regional School District. 5. Bid Documents Page 5 of 9

6 SPECIFICATIONS MASCONOMET REGIONAL SCHOOL DISTRICT The documents comprising the bid consist of: The Invitation To Bid, Instructions to Bidders, Terms and Conditions, Specifications, Collusive Agreement and Tax Certification, Pricing Sheet, Bid Summary and any Addenda Provisions issued. The same documents will be incorporated into the contract documents. The Masconomet Regional School District operates computer labs with Hewlett Packard computers. One of the key summer projects for 2015 is to upgrade some of the computers in these labs to support an increasingly digital curriculum. Therefore, we are specifying the computers that will meet our curricular needs below and are seeking the lowest bid from responsive, responsible vendors that can meet our criteria, described in this. The computer details are shown in the table below. Bids will be considered only for new units, not for refurbished. Prices are to include all shipping and handling costs. Complete bids must be submitted by August 4, 2015 at noon. All products must be in stock or reliably sourced so that they can be delivered to Masconomet no later than August 18, The product cannot be backordered or out of stock such that the delivery timeline would be missed. All items that are imperfect or of a grade inferior to the specification will be rejected and must be replaced with items of the specified grade, without expense to the district. The vendor must provide a 3 year warranty on all computers as shown in the description below. Any equipment that does not work properly during the first 90 days must be replaced immediately. Part Description & Number HP ProDesk 600 G1 Small Form Factor Desktop PC (Part #: C8T89AV) Windows 8.1 Pro Downgrade to Win7 Pro64 OS (Part #: F4N06AV#ABA) Processor - Intel Core i G 6M HD 4600 CPU ENERGY STAR label None Chipset - Intel Q85 Express Chipset (Part #: G9Z72AV) Chassis configuration - HP ProDesk 600 SFF 92% High-Efficient Chassis (Part # D9P18AV) Memory - 8GB DDR DIMM (1x8GB) RAM (Part #: C8T65AV) Hard drives - 256GB SATA 2.5 SED SSD (Part #: C8T36AV) No Optical Drive Integrated Network - Intel I217LM Gigabit Network Connection Keyboard - HP USB Standard Keyboard (Part #: E0N05AV#ABA) Mouse - HP USB Mouse (Part #: C8N39AV) Packaging - Single Unit (SFF) Packaging (Part #: C8N61AV) Country kit - HP ProDesk 600 Country Kit (Part #: C8T86AV#ABA) Warranty - 3/3/3 SFF Warranty (Part #: C8T44AV#ABA) HP Business V " LED LCD Monitor - 16:9-5 ms - Adjustable Display Angle x Million Colors Nit - 600:1 - Full HD - DVI - VGA - 29 W - Black - China Energy Label (CEL), CECP, REACH (Part #: E2T08A8#ABA) Quantity Page 6 of 9

7 BID SUMMARY The bidder's signature on this form represents: 1) that this bid will remain in effect for 90 days, 2) that the vendor can meet the requirements and provisions in this ITB, 3) that the vendor is familiar and knowledgeable about the equipment outlined in the Specifications, and 4) that the vendor has examined the products specified and prepared the estimates accordingly. A vendor s failure to acquaint itself fully with the terms and conditions of the ITB shall in no way relieve it from obligations with respect to this bid. No claim for additional compensation will be entertained for that which preliminary examination would have revealed as necessary to accomplish the purpose intended in this ITB. Three customer references: Include Organization Name, Contact Person and Telephone Number. (School Department experience preferred) Number of years Company has been providing this service The undersigned proposes to furnish any and all of the goods as specified in this bid, at the prices proposed on the Cost Data Sheet, delivered to the designated point(s), within the time specified in this ITB. Company Name Address Telephone Fax By please print Title Signed Date CERTIFICATION OF NON-COLLUSION Page 7 of 9

8 AND CERTIFICATION OF TAX COMPLIANCE As required under Chapter 687 of the Acts of 1989, all bidders must certify to the following by signing this page in the space indicated below. CERTIFICATION OF NON-COLLUSION Pursuant to M.G.L. Ch.30B, s10, the undersigned hereby certifies, under penalties of perjury, that this bid or proposal has been made and submitted in good faith and without fraud or collusion with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. CERTIFICATION OF TAX COMPLIANCE Pursuant to M.G.L. Ch.62C, s49a, I hereby certify, under penalties of perjury that to my best knowledge and belief that the undersigned bidder has filed all state tax returns and paid all state taxes required by law. Social Security Number or Federal I. D. Number Company Name Business Address Representative Signature (please print) Title Date COST DATA SHEET Page 8 of 9

9 Unit Price Qty Ext. Price HP ProDesk 600 G1 Small Form Factor Desktop PC 84 HP Business V " LED LCD Monitor 55 TOTAL Company Name Address Telephone Fax By please print Title Signed Date Page 9 of 9

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