Request for Proposal (RFP)
#2010-670-01
Information Technology Equipment
Offers due: 5/28/2009
Point of Contact:
Vivian Harvell Purchasing Agent Falcon School District 49 10850 E. Woodmen Road Falcon, Colorado 80831 Phone# (719) 495-1110 Fax# (719) 494-2981 Email: vharvell@d49.org
Falcon School District 49 | Bid #2010-670-01
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Table of Contents
A. INTRODUCTION ..............................................................................................................................3 ORGANIZATION BACKGROUND...................................................................................................................3 PROJECT PURPOSE ..................................................................................................................................3 PROJECT SCOPE ......................................................................................................................................3
B. INSTRUCTION TO BIDDERS .....................................................................................................................3 SCHEDULE FOR BID & EVALUATION PROCESS.................................................................................................3 PREPARATION OF THE BID PROPOSAL ..........................................................................................................3 WITHDRAWAL OF BID PROPOSALS ..............................................................................................................3 SUBMISSION OF BID PROPOSALS ................................................................................................................4 BID OPENING ........................................................................................................................................4 QUESTIONS ...........................................................................................................................................4 PRICE POLICY.........................................................................................................................................4 NOTIFICATIONS ......................................................................................................................................4
C. AWARD ..........................................................................................................................................4 EVALUATION OF BID PROPOSALS ................................................................................................................4 AWARD OF CONTRACT .............................................................................................................................5 D. VENDOR QUESTIONNAIRE ..............................................................................................................5 COMPANY OVERVIEW..............................................................................................................................5 CONTRACTING & PRICING .........................................................................................................................5 CUSTOMER REFERENCES ...........................................................................................................................5 ADDITIONAL INFORMATION ......................................................................................................................5 E. BID SPECIFICATIONS / SCOPE OF WORK ...........................................................................................6 SPECIFICATIONS......................................................................................................................................6
SCHEDULE OF EQUIPMENT ................................................................................................................ ….7-8
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A. Introduction
Organization Background
Falcon School District 49 is located east of Colorado Springs and serves schools located in Falcon, CO and the eastern boundaries of Colorado Springs, east of the Powers corridor. It is one of the fastest growing districts in the state of Colorado and currently serves approximately 13,000 students. District 49 has 16 traditional schools and 5 charter schools.
Project Purpose
It is the purpose of this Request for Proposal (RFP) to solicit a bid for Technology Equipment for the 2009/2010 school year. The desire of Falcon School District is to select a single bidder for all scheduled items. However, Falcon School District reserves the right to select different bidders for different categories of items or for individual scheduled items if it is in the best interest of the district. Falcon School District anticipates purchasing 100-300 scheduled items during the agreement period with the exact mix of items to be determined at a later date based on the District’s determination of the overall value represented by items proposed by the successful bidder and further determination of requirements.
Project Scope
This complete project will include a purchasing agreement to be in effect from 7/1/09-6/30/10 for information technology equipment as provided in the specifications. Under the agreement, Falcon School District will agree to purchase all equipment on the attached schedule from the bidder or bidders selected. A bidder will be selected to be the exclusive vendor for each scheduled item. Assuming the bidder has performed as agreed to date, all orders during the period for that scheduled item will be placed with the successful bidder for that item.
B. Instruction to Bidders
Schedule for Bid & Evaluation Process
RFP distributed to vendors Deadline for RFP responses Bid opening Selection of vendor/contract negotiation 5/01/2009 5/28/2009 2:00 pm 5/29/2009 6/5/2009
Preparation of the Bid Proposal
Each proposal shall include the pricing for proposed scheduled items. Each proposal must be signed by the bidder giving full name, title, name of business and address. In the case of a corporation, the bid shall be signed by a duly authorized official of the corporation and bear the seal of the corporation. All the information requested on the form should be completed.
Withdrawal of Bid Proposals
Any bid proposal may be withdrawn prior to the closing for the opening of bids or authorized postponement thereof. No bid proposal shall be withdrawn for a period of 90 days after the actual opening without a written request explaining the cause for the withdrawal and without the written consent of the District after reviewing the cause.
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Submission of Bid Proposals
All bids must be received by 5/28/09 before 2:00 pm. Please submit only electronic bids of your proposal, including all supporting documentation, to the following address or to bids@d49.org: Falcon School District 49 Board of Education Attn: Vivian Harvell Falcon School District 49 10850 E. Woodmen Road Falcon, Colorado 80831 Ph# (719)495-1110 Fax# (719) 494-2981 Email: vharvell@d49.org
Bid Opening
At said place and time, bids will be publicly opened and read aloud by an employee or authorized representative of the District. Bids will be opened at 1:00 pm MST on May 29, 2009 at the Falcon School District 49 Central Office, located at 10850 E. Woodmen Rd. Falcon, CO 80831; Meeting Room: IT Conference Room. All interested parties are invited to attend. No other public disclosure will be made until after award of contract. The Falcon School District 49 Board of Education, hereto referred to as the District, reserves the right to reject any or all bids and to accept that bid which appears to be in the best interest of the district. Quality of product along with warranties, service agreements, past experience with the vendor, general reputation of the firm, convenience of service, etc., may justify deviation or waiver of bidding procedures. The bidder to whom an award is made may be required to enter into a written contract with the district.
Questions
Questions regarding the bid shall be addressed to Vivian Harvell, Falcon School District 49, 10850 E. Woodmen Rd., Falcon, Colorado 80831 and at 719-495-1110, fax 719-494-2981, e-mail vharvell@d49.org.
Price Policy
Firm Price Proposal is requested.
Notifications
Vendors will be notified regarding the need for additional information or clarification on their proposal no later than close of business on the day prior to vendor selection. The bid will be awarded on June 5, 2009. The winning bid will be notified via phone and email, all other bidders will be notified via email.
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C. Award
Evaluation of Bid Proposals
Bid Proposals will be evaluated on the criteria as stated below, including but not limited to the following:
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Product specifications/Scope of Work Vendor support, responsiveness and follow-up Pricing Guarantees Timely and complete response to RFP Vendor client references The order of the criteria listed is of no consequence. The weight to which each criterion is considered is at the sole discretion of the District.
Award of Contract
The award of the Contract will be made to the responsive Bidder whose bid conforms, as specified in this document, and that is most advantageous to the District, price and other factors being considered. The District reserves the right to reject any and all bids or part thereof and waive any irregularities.
D. Vendor Questionnaire
Company Overview
Provide contact information for the principle individual(s) to be contacted regarding the information in this RFP. Provide a brief history of your company and the location of corporate headquarters and offices. How long have you been in business? Describe what differentiates your organization from your competitors.
Contracting & Pricing
All prices must be FOB destination inclusive of all required components, shipping, and warranties . Provide the normal timeframe from receipt of a purchase order to delivery of the order. Attach a sample contract and/or lease agreement.
Customer References
Please provide 3 references of past clients that we may contact as references. Include the company names, addresses, phone numbers and contact persons.
Additional Information
Please attach any additional information that you feel will provide helpful information about your company’s products and services.
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E. Bid Specifications / Scope of Work
This RFP includes the following schedule of equipment as described on page 7and 8. Please provide detailed descriptions and itemized pricing where applicable.
Specifications:
For items on the attached schedule, bidders must supply a price that is currently available for each of the products they are offering. The price provided by the bidder can represent either: • A Stipulated price that is guaranteed to be available until the conclusion of the agreement or the end of life of the offered product, whichever occurs first. A percentage discount off generally available pricing for the product that will be offered for the duration of the agreement.
•
The bidder must state which method is being offered and it must be the same for all scheduled items. All prices must be quoted FOB destination inclusive of all required components, shipping, and the warranties listed in the schedule. Successful bidders will be free to decrease pricing or increase the discount percentage at any time during the agreement at their discretion. Bidders must also provide the normal timeframe from receipt of a purchase order to delivery of the order for each scheduled item. The agreement will be 7/1/09-6/30/10. Falcon School District will also have needs for other types of technology equipment beyond those listed on the attached schedule. It will often be advantageous to attain these items from the same vendor as the scheduled items. Bidders should provide a description of the other types of items offered by the vendor that are not listed in the attached schedule and propose a method of pricing those items for Falcon School District. Falcon School District will, at their discretion at the time of each order, determine if it is advantageous to purchase a non-scheduled item from a successful bidder. Falcon School District may regularly choose to lease technology equipment. Bidders must provide a mechanism for leasing the equipment they offer. The lease program/mechanism must be easy to use/execute. The availability of the aforementioned program is a requirement of this RFP. It is acceptable to provide leasing services through a partner. However, there must be an established and functional relationship between the vendor and leasing services provider that provides easy and timely access to the leasing services for orders through the vendor. Each bidder must provide a methodology by which the provided prices can be translated to lease payments under an available leasing program for both a “dollar buy-out” and “fair market value” or substantially similar lease programs for various available lease durations.
Schedule of Equipment:
Computers
All computers must use an Intel Core 2 or AMD Athlon X2 or higher processor and have bus speeds appropriate to the processor speed. All desktops and laptops must provide at least a 3-year next business day on-site warranty. All servers must provide a 3-year 4-hour on-site warranty.
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Type Economy laptop Standard Laptop Power Laptop Standard Tablet Economy Desktop Standard Desktop Power Desktop Department Server Netbook
Processor Cores 1 2 2 2 1 2 2 2 1
Processor Speed 1.8 GHz 2.0 GHz 2.2 GHz 2.0 GHz 1.8 GHz 2.0 GHz 2.2 GHz 2.0 GHz 1.60 GHz
Memory 1.0 GB 2.0 GB 4.0 GB 2.0 GB 1.0 GB 2.0 GB 4.0 GB 4.0 GB 1GB 2GB if available
Video Card Integrated Integrated 512MB Integrated Integrated Integrated 512MB Integrated Integrated
Hard Drive 40 GB
Display Size 14 inch LCD 80 GB 14 inch LCD 80 GB 15 inch LCD 80 GB 13 inch LCD 40 GB 17 inch LCD 80 GB 19 inch LCD 80 GB 19 inch LCD 40 GB 19 inch Redundant LCD 16GB 10 inch SSD or greater
Bluetooth (2.0) Required Required Required Required Optional Optional Optional Not required Optional
Monitors/TVs
All monitors and TVs must support RGB input and provide at least a 3-year warranty. Monitor Type Diagonal Size Cable Input Supported Desktop 22 inch Desktop 24 inch Desktop 30 inch Desktop Touchscreen 15 inch Desktop Touchscreen 17 inch Desktop Touchscreen 19 inch Wall-mount 32 inch X Wall-mount 37 inch X Wall-mount 42 inch X Wall-mount 47 inch X Wall-mount Touchscreen 32 inch Wall-mount Touchscreen 42 inch
Printers
All printers must provide duplex and network capability and provide at least a 3-year next business day on-site warranty. Printer Type Duty Cycle Speed (PPM) (Monthly) Personal B/W 7,500 10 Personal Color 7,500 10 Departmental B/W 25,500 30 Departmental Color 25,000 25 - black
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Departmental B/W Multi-function Departmental Color Multi-function Large Departmental B/W Large Departmental Color
25,000 25,000 75,000 75,000
15 - color 25 25-black 15-color 40 40-black 35-color
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