Region 14 Education Service Center 1850 Hwy 351 Abilene, Texas (325) REQUEST FOR PROPOSAL

Transcription

1 Region 14 Education Service Center 1850 Hwy 351 Abilene, Texas (325) REQUEST FOR PROPOSAL Proposal Items: Portable Videoconferencing Equipment DUE: Time and Date: Thursday, June 5, 2014 INTRODUCTION 1. This document is a Request for Proposal (RFP) for video conferencing equipment to be purchased with RUS Grant funding, pending the Release of Funds notification from RUS. 2. Region XIV Education Service Center is coordinating the RUS Grant for participating school districts and community colleges. Region XIV Education Service Center is located at 1850 Hwy 351, Abilene, Texas The fax number is (325) The purpose of this project is to purchase 30 portable video conferencing systems and supplies necessary to upgrade 17 existing middle school systems. The video conferencing systems and upgrades will be installed at school districts in Region XIV. All installation will be done by Region 14 ESC personnel. GENERAL CONDITIONS AND INFORMATION: 1. Sealed proposals will be received at the office of Mr. Robb McClellan, Director for the Center for Technology Services, Region XIV Education Service Center, 1850 Hwy 351, Abilene, Texas until the time and date indicated above, at which time they will be opened and acknowledged. Proposals received after the stated date and time will not be opened or considered. Envelopes should be plainly marked: RUS Grant Videoconferencing Equipment All bids shall be submitted in sealed envelopes plainly marked with the name of the bid and the time of the bid opening. Bids shall be opened at the time specified. All interested parties are invited to attend the bid opening. Any bid may be withdrawn prior to the scheduled time for opening. Bids received after the specified time shall not be considered. 2. Proposals are to be made on the proposers companies quote work form. The proposers quote must list the items in order as they appear on the Equipment List. Proposers must submit a price for all items listed. All equipment must be new. Proposer may not bid re-conditioned or refurbished equipment. Quotes submitted must be authoritatively executed by an officer of the company. 3. Additional information as related to the equipment quoted may be attached to the proposers quote. 1

2 4. Proposals must be firm for 60 days for Service Center acceptance from the opening date. 5. Payment is 30 days net in full, upon delivery of all items purchased. 6. The Education Service Center reserves the right to accept or reject any or all proposals, waive all minor formalities, and to choose the proposal that best serves the interest of the Center. It is not the policy of the ESC to purchase on the basis of low price alone. Selection criteria are included as a part of the RFP. 7. Substitutions for the specified equipment or product will not be allowed. 8. If the price of an item listed exceeds the budgeted amount allowed, selected peripheral equipment may not be ordered. While the intent of Region 14 is to purchase all items listed, Region 14 reserves the right to only purchase selected items that best fit our needs. 9. All equipment will be shipped to: i. Region XIV Education Service Center, Attn: Tommy Bearden, 1850 HWY 351, Abilene Texas ii. All equipment will be inventoried and stored in the Region 14 warehouse. Shipping discrepancies will be reported immediately to the proposer iii. Items damaged during shipping will be refused. iv. NOTE All items must be shipped on trucks with lift gates. Small items that can be easily handled may be shipped on standard trucks or delivery with prior notice and approval by Tommy Bearden at Region 14 ESC. Heavy or bulky items shipped on trucks without lift gates will be refused. 11. Questions concerning this RFP shall be in the form of an with the subject line RUS Grant VC Equipment Question or a phone call to (325) (office) or (325) (cell), or video directed to: Tommy Bearden, Distance Learning Consultant bearden@esc14.net SELECTION CRITERIA The Region XIV ESC awards contracts to the proposer deemed to provide the BEST VALUE for the goods and services being purchased. ESC does not award purchasing contracts on the basis of low price alone. ESC considers the following guidelines as cited in the ESC Policy Manual. In awarding a contract, the ESC may consider: 1. Purchase price; 2. The reputation of the vendor and of the vendor's goods and services; 2

3 3. The quality of the vendor's goods or services; 4. The extent to which the goods or services meet the ESC's needs; 5. The vendor's past relationship with the ESC; 6. The impact on the ability of the ESC to comply with laws relating to historically underutilized businesses; 7. The total long-term cost to the ESC to acquire the goods or services; and 8. Any other relevant factor specifically listed in the request for bids or proposals. INVITATION KEY DATES 1. Qualified proposers are invited to submit a sealed proposal to this RFP. Receipt of a sealed proposal does not obligate the Education Service Center, Region XIV to pay any expenses incurred by the proposer in preparation of the proposal. 2. Before submitting a sealed proposal, the proposer shall consider the amount and character of the work described herein and the difficulties involved in its proper execution. The proposer shall include in their proposal, all costs that are deemed necessary by the proposer to cover all contingencies. 3. Proposals must include pricing for all the equipment / items listed on the Equipment List. All pricing must be valid for 60 days from the date RFP s are due. 4. It is the intent of Region XIV to award a purchase order to a single successful proposer on or after its approval by Mr. Robb McClellan, Director of Technology Services at Region XIV Education Service Center on Thursday, June 5, Listed below are the key dates associated with the project described in this RFP. Monday, May 19, 2014 Issue date of RFP 2:00 pm Thursday, June RFP due date Thursday, June 12, 2014 Proposed selection approved and announced 45 days from issuance of PO Delivery of all items purchased TERMS AND CONDITIONS 1. Specifications Services performed and provided will be in accordance with the specifications herein. Region XIV Education Service Center will decide the answers to all questions that may arise as to the specifications, quality, and acceptability of the services provided. 3

4 2. Award of a Purchase Order A response to this RFP is an offer to contract with Region XIV Education Service Center based on the terms and conditions contained in the RFP. Responses do not become contracts unless and until they are accepted through an authorized Region XIV Education Service Center designee by issuance of a purchase order. The purchase order is null and void if sold or assigned to another company without written approval of Region XIV Education Service Center. Written notification of changes to company name, address, telephone number, etc. shall be provided to Region XIV no later than thirty days from the date of change. 3. Payment - Payment will be made upon satisfactory delivery of all items, receipt of written warranty documents; and within 30 (thirty) days from receipt of a correct invoice. 4. Privacy - Both parties acknowledge that as a part of doing business and in the course of services being performed the Provider may have access to confidential and proprietary information. Both parties agree to strictly maintain confidentiality of such information. 5. Default or Abandonment If the Provider defaults on, or abandons the purchase order/contract, Region XIV reserves the right to cancel the purchase order/contract without notice. 6. Public Disclosure No public disclosures or news releases shall be made pertaining to this RFP without written approval of Region XIV Education Service Center. SCOPE OF WORK Region 14 Responsibilities Region 14 will receive, inventory, and store all equipment Region 14 will report any delivery discrepancies to the proposer Region 14 will refuse items damaged during delivery Region 14 will refuse delivery of heavy or bulky items shipped on trucks without lift gates Region 14 will install all equipment Proposer Responsibilities A. Order and drop ship the equipment in the specified quantities to Region XIV ESC B. Deliver equipment on trucks with lift gates. C. Maintain accurate delivery records and coordinate any discrepancies or delivery shortages with Region XIV. D. Immediate replace any defective equipment as identified by Region XIV during installation. Completion Criteria The proposer will have satisfied its obligations to the customer under this Scope of Work when tasks listed under Proposer Responsibilities are completed and approved by Region the Distance Learning Department at Region 14 ESC. QUALIFICATIONS OF PROPOSER The proposer shall have a strong working relationship with the manufacturers of all equipment proposed. In addition, the proposer must have been an authorized reseller of LifeSize for a minimum of two (2) years. 4

5 WARRANTY All items must include the standard manufacturer's warranty or in amounts specified on the Equipment List. All shipping cost for replacement parts and the return of defective parts are the sole responsibility of the proposer. NOTE: For all LifeSize products, the vendor must have Partner Assurance Maintenance Service through LifeSize. Region 14 Video Conferencing Equipment List Item Quantity Manufacturer Manufacturer Part 5 Description 1 30 Lifesize Room X integrator no phone 2 30 Lifesize Assurance Maintenance Services (1 year) 3 10 Lifesize Spare remotes black 4 2 Lifesize Video System power supply 5 2 Lifesize Camera power supply 6 46 Samsung UN50EH6000FXZA 50 inch Monitors 7 2 Samsung UN40EH5300FXZA 40 inch Monitors 8 30 Samsung SDP-960 Digital Presenter Document Camera 9 30 Bretford A2642E Black Compact Cart, w/electrical 24 x 18 x Behringer MS16 External speakers Any BUT (Will be used to connect audio/video from Lifesize Room 220 to laptop) Cables for PC DVI-I to VGA with integrated 3.5mm stereo male/male audio cable (15 foot) M Dual Lock Reclosable Fastening System, clear, stem type 250, 1 wide MP Any BUT Any BUT Any BUT Cables for 880 MXP to monitor 6 foot DVI to HDMI Cable (Male to Male) HDMI end 90 degree Cables for 880 to monitor 6 foot Composite Video Cable (Male to Male) 20 foot Composite Video cable (Male to Male) Total Shipping for all items above for which shipping cost is not included in the unit cost. Unit Extended

6 Optional Equipment Item Quantity Manufacturer Manufacturer Part Description 1 30 Lifesize years additional warranty 2 30 Lifesize nd Generation Phone 3 10 Lifesize Mic Pod splitter 4 10 Lifesize Mic Pod 5 10 Lifesize Mic Pod extension 50 foot 6 1 Revolab HD Dual Channel with base station, charger station, and 2 HD Omni Tabletop microphones. Cables necessary to connect to LifeSize Room 220 Include cost of shipping (if any) in the unit price of each Optional Equipment item listed above Unit Extended 6