ST. CHARLES COMMUNITY UNIT SCHOOL DISTRICT 303 REQUEST FOR PROPOSAL Smartboard Title 1 Response Form Response from: Company Name: Address:
PROPOSAL OVERVIEW Proposal Timeline February 9, 2010 March 2, 2010 RFP is mailed to identified vendors RFP is due at the office by 3:00 p.m. ( please deliver your completed documents in hardcopy to the address: John Reichling 309 S. 9 th St. St. Charles, IL 60174 At 3:00pm all proposals will be opened and vendors are welcome to be in attendance. March 2, 2010 March 5, 2010 March 5, 2010 Proposals are reviewed by D303 Vendor proposal is selected Page 2
District Contact Information John Reichling, Executive Director of Technology John.Reichling@d303.org 630-513-2288 St. Charles CUSD #303 309 S. 9 th St. St. Charles, IL 60174 Introduction The St. Charles Community Unit School District #303 requests competitive proposals for Smartboard Technology and Installation Services. The proposal must meet the specifications provided in this document as well as the installation timeframes. Background The St. Charles Community Unit School District 303, www.d303.org has one administration building, two high schools, three middle schools, and twelve elementary schools. The student population is 13,893 as of 9/30/09. The district has standardized Smart 660i3 units. The District will purchase and install 14 additional units of equal or improved functionality in selected Richmond Elementary School classrooms. The timelines for this decision have been identified in the proposed timeline table shown above. The purchase will be made using Title 1 funds, and all product and installations will be required to be completed prior to May 30 th, 2010. The installations will be required to be completed without interruption of the school day and instructional space. Page 3
RFP RESPONSE CHECKLIST Please complete the following checklist to ensure a complete RFP response: RFP Response Component Cover letter Description of company organization and staffing as defined in Section 1.3 Financial statements as defined in Section 1.4 Completed RFP response form mailed or dropped off to: John Reichling 309 S. 9 th St. St. Charles, IL 60174 Completed cost proposal 1.1. General Vendor Information This section of the RFP response is intended to provide general background on the vendor and its capabilities. 1.2. RFP Response Cover letter The RFP response must be accompanied by a cover letter signed by an appropriate corporate officer. 1.3. Company Organization and Staffing Vendor must provide a description of its company organization and staffing including the names and position titles of all full-time personnel who are assigned to the D303 account. This organization and staffing description must clearly demonstrate the vendor's ability to deliver the product and assist with support and warranty returns. Page 4
1.4. Vendor References Three school district reference sites (Illinois sites preferred): District name Contact name and title Address Phone number # of students Products installed Version installed Install date District name Contact name and title Address Phone number # of students Products installed Version installed Install date District name Contact name and title Address Phone number # of students Products installed Version installed Install date Page 5
1.5. Delivery Requirements The proposal must include all deliveries of all products directly to Richmond Elementary School. Please note the school does not have a loading dock, or the staff to assist with the unloading of the products from the delivery truck. The delivery service must include unloading the products from the truck, and moving them into an area designated by the building principal. 1.6. Installation and Setup Services The proposal is intended to be an all-inclusive project. District 303 will be responsible for clearing the wall space where the board and associated wall molding will be placed, and the vendor will be responsible for ALL other installation and mounting services. This includes (but is not limited to) Mounting the Smart 660i3 board Mounting the wall molding to deliver all low-voltage cabling to a multi-media faceplate located next to the teachers computer station Alignment, and testing of the board Confirm that the teachers computer workstation is actively communicating and functioning with the board. Installation of Electrical outlet(s) and Circuits if necessary to the SmartBoard s point of installation D303 intends the selected RFP vendor to manage the complete process of installation. The installation will be inspected by our Assistant Superintendent of Operations and must be according to all codes and ROE standards. Page 6
DETAILED PRODUCT SPECIFICATIONS D303 has reviewed several manufacturers product lines and standardized SMART Board Interactive Whiteboard System - Model 660i3. The Specifications sheet for this unit is attached. In addition, D303 has standardized on the following additional products which will be required to meet the scope of this proposal. 1 - Smart Board - SMART Board Interactive Whiteboard System - Model 660i3 See attached SPEC sheet 2 Low voltage wire molding (line) Wire mold 2300 raceway Note you will need to determine the length, turns, boxes etc. for each room 3 Multi-Media face plates Troxell - fptrox2 - Note we need 1 faceplates per installation next to the teachers computer 4 Multi-Media Cable Kramer-cmh1mh1xl## - Note replace the ## with the length necessary per room (Cables may need to be plenum rated in some installations) 5 S-Video Cable - Kramer-csmsm## - Note replace the ## with the length necessary per room (Cables may need to be plenum rated in some installations) 6 USB Cable generic cable ## - Note replace the ## with the length necessary per room, the cable will be necessary to connect the Smart Board to the Computer. (Cables may need to be plenum rated in some installations) 7 Electrical services Note, the wire molding is 2 track, one is for the low-voltage services, and the other is for electrical services. If Electrical service is required at the board, it should be delivered through the wire molding unless otherwise approved by the Assistant Superintendent of Operations. Richmond Classrooms 112, 113, 114, 115, 116, 117, 126, 128, 134, 135, 136, 137, 138, and 140 Page 7
PRICE PROPOSAL All proposals must include a detailed break down of costs as follows: Executive Summary In this section you can summarize the total cost of the proposal to the district. This should be no longer than 3 pages. It is assumed that 100% of the scope of this project is what is being proposed. If your scope is less than 100% of the work requested you must include a detailed description of what is NOT included in your proposal. Section 1 itemized cost of goods in this section we need to see how much the district is being charged for the smart boards, mounting gear, and other products being delivered by the vendor associated with the proposal. Section 2 itemized cost of labor in this section we need to see how much the district is being charged for the labor associated with the work involved in installing the products. Page 8