BELGRADE SCHOOL DISTRICT NO. 44 Request for Proposals Mobile Devices May 29, 2015 Page 1 of 8
Table of Contents Request for Proposals Section Page 1. Introduction... 3 2. General Information... 4-6 3. Proposal Requirements... 7 4. Assurances... 7 5. Published Legal Advertisement... 8 Page 2 of 8
1.0 Introduction 1.1 Summary This document has been prepared to solicit proposals for 250 - Dell Latitude 3340 laptops with 4GB RAM, 500 GB HDD, i3-4005u 1.7 GHz Dual Core processor, 13 Touch LCD panel, no OS required, and a 3 year warranty on behalf of Belgrade School District 44 (SD44). Bidders should provide proposals on total cost of requested devices. The RFP will be made available on the district website: http://www.bsd44.org/administration/legal-and-public-notices/ In addition the RFP may be obtained from the district office: Attention: Jay Bates P.O. Box 166 Belgrade, MT 59714 1.6 Questions about this RFP All questions regarding contractual and legal requirements found in the 2.0 General Information section should be directed to Mr. Jay Bates Business Manager. All other questions should be directed to Jeff West Director of IT P.O. Box 166 Belgrade, MT 59901 Jay Bates Jeff West Email: jbates@belgradeschools.com jwest@belgradeschools.com Voice: 406-924-2031 406-924-2473 Fax: 406-388-0211 406-924-2024 Page 3 of 8
2.0 General Information 2.1 Bidding Information The Board reserves the right to accept or reject any or all proposals received in response to this RFP, to waive formalities and to select the proposal deemed most advantageous to the School District in light of the RFP evaluation criteria. 2.2 Proposal Submission Please review this RFP carefully before responding to ensure that the bidder understands fully all procedural, system, and contractual requirements. Clarification of any elements that remain unclear in the RFP can occur via email or phone conversation. Vendors are requested to submit an original and three (3) copies of the proposal in response to this RFP. A review and selection committee has been formed to advise the Board on the proposal that best meets the needs of the district. The committee consists of: Jay Bates Jeff West Business Manager Director of Information Technology Please submit your proposals to Mr. Jay Bates at the address shown below. Proposals must be sealed and clearly labeled Competitive Dell Latitude 13 Laptop Bid. Proposals must be received by 4:00 p.m. (local time) June 17, 2015. Late proposals will not be accepted. Faxed copies will not be accepted. Attn.: Mr. Jay Bates P.O. Box 166 Belgrade, MT 59714 2.3 Amendments to RFP If amendments become necessary for this RFP, they will be posted on the web site: http://www.bsd44.org/administration/legal-and-public-notices/ Bidders are responsible for checking the website for any and all amendments prior to any proposal submission. 2.4 Cost to Prepare Proposals The invitation to submit a proposal does not commit the school district to pay any costs incurred in the submission of the proposal, or in making any necessary studies or designs for its preparation. 2.5 Complaint of Requirements Process Vendors may protest RFP requirements or specifications by filing a formal written complaint: Attn.: Mr. Jay Bates Belgrade, MT 59714 Complaints may be filed within three (3) days after the vendor site visit. Complaints must include specific reasons and proposed changes to specifications. Complaints will be responded to in writing within three business days. Vendors will be notified of any changes to the RFP via the Amendment Process. Page 4 of 8
2.6 Protest of Award Vendors may protest the award of the contract by filing a formal written complaint with the Belgrade School District: Attn.: Mr. Jay Bates P.O. Box 166 Belgrade, MT 59714 Protests of award must be filed in writing within 24 hours of contract award at the administration building. The written protest shall specify the grounds upon which the protest is based. In order to be considered adversely affected or aggrieved, the vendor making the claim must be a bidder and be eligible for award. Award Protests will be reviewed. The school district officer, School Board, or designee shall have the authority to settle or resolve a written protest. If the protest is not settled or resolved by mutual agreement a written decision on the protest shall be issued. 2.7 Proprietary Information The school district agrees to hold confidential and not disclose to any outside parties any information included in proposals that is marked as proprietary or confidential, as allowed by law. 2.8 Acceptance of Proposal Content The successful vendor will be expected to enter into a separate written agreement with the School District for performance of the services covered by this RFP. The contract documents for this agreement will consist of (1) a separate agreement, 2) the terms of this RFP (including but not limited to the following specifications), and 3) the terms of the successful proposal as selected by the District. The separate written agreement will include, but may not be limited to, the following provisions: A provision prohibiting the vendor from engaging in illegal discrimination; A provision establishing venue for the resolution of any disputes under the Agreement in Belgrade County, Montana; Provisions setting forth a detailed project schedule and project milestones (to be negotiated), and payments to be made to the vendor under a graduated schedule based on achievement of the project milestones; Provisions making the agreement subject to termination by the District in the event of any failure of the vendor to make delivery, to complete implementation and installation of the solution, or if the solution fails in any way perform as specified and required by the terms of this RFP. Under such circumstances, the District may deem the vendor to be in default and will provide the vendor with notice of the default, and the vendor will have 10 calendar days thereafter within which to provide a corrective plan. If the vendor fails to provide the corrective plan or to cure the default within 10 days of providing the plan, the contract will be terminated and the District may complete the system and/or otherwise cure the default through a third party, and the vendor will be responsible for any amounts incurred by the District in excess of the contract price in completing and securing the operation of the solution to a capability equal to that specified in the contract. 2.9 Evaluation Process The objective of evaluation will be to examine each proposal to determine if it meets the mandatory requirements, and to judge how well it meets the requirements outlined in this RFP. The first step in the evaluation process will be to determine the degree to which proposals conform to the requirements. Those proposals failing to meet requirements will be rejected without further evaluation. Also, incomplete proposals will be rejected as unresponsive. If the proposal is rejected the vender will be notified The selection decision will be based on the following: Compliance with system requirements Total purchase price and life cycle costs including warranties Costs identified as one time only or recurring Degree to which proposed system meets the project goals and objectives Vendor s implementation, installation, and training support plans Vendor s record of success in similar installations with the proposed equipment, as evidenced by reference checks Page 5 of 8
2.10 Price Increases and Taxes Vendors must affirm that the purchase price of the system will be valid for a minimum of 30 days after the proposal is submitted. However, upon the award of a contract, the purchase price becomes firm and may not be changed thereafter. Taxes, neither state nor federal, shall be included in bid prices. 2.11 Bid Security There will be no bid security required. 2.12 Insurance There will be no insurance required. 2.13 Components of a Complete Response Proposal assurances signature page (page 7 of this document) Detailed cost structure with component level pricing 2.14 Physical location of sites N/A 2.18 Representation In addition to any other assurances required under this RFP, the vendor hereby warrants and represents that, by submitting its proposal: It has familiarized itself with the terms of this RFP and that it has investigated and fully understands (1) the conditions under which it would it be providing services; (2) the character, quality, quantity and scope of the work required of it; and (3) the requirements of the RFP; It has the methods and means to provide the services called for under the RFP, including but not limited to the necessary infrastructure, plant, equipment, capital and staff; and that It is engaged in an independently established trade, occupation, profession or business and that the services that would be required of it would be rendered in the course of such trade, occupation, profession or business. Page 6 of 8
3.0 Proposal Requirements 3.1 Summary The Vendor will be able to supply the required number of new Dell Latitude 3340 laptops with 4GB RAM, 500 GB HDD, i3-4005u 1.7 GHz Dual Core processor, 13 Touch LCD panel, no OS required, 3 year warranty in a timely manner. 4. Assurances The following list of assurances must be completed, must be signed, and must be submitted as part of the submitted bid. By signing this list of assurances and by quoting the required proposed cost(s), the Vendor agrees to the bid requirements as stated in the bid specifications for all equipment bid and / or installed at. Assurances 1. The Vendor agrees that all shipping costs will be borne by the Vendor. Yes No 2. The Vendor agrees that the deadline for the submission of this bid to is June 17, 2015 by 4:00 p.m. (local time) 3 The Vendor can supply the total quantity of product requested. 4. The Vendor agrees that has the right to reject any and all bids, to waive any and all technicalities, and to award all or any part of the bid in a manner that is in the best interest of the school system. 5. The Vendor agrees to provide the with Net 30 terms Printed Name Name of Company Signature Position Page 7 of 8
5. CALL FOR BIDS SCHOOL DISTRICT NO. 44 GALLATIN COUNTY BELGRADE, MONTANA Invitation for Competitive Sealed Bids Dell Latitude 3340 laptops The Board of Trustees of Belgrade School District No. 44, also known as Belgrade Public Schools, will receive sealed bids for purchase of 250 - Dell Latitude 3340 laptops with 4GB RAM, 500 GB HDD, i3-4005u 1.7 GHz Dual Core processor, 13 Touch LCD panel, no OS required, 3 year warranty. Bid specifications may be obtained from the District Administration Office, 312 N. Weaver Street, Belgrade, MT, at http://www.bsd44.org/administration/legal-and-public-notices/ or by calling Jay Bates, District Clerk at 924-2031. Bids must be received on or before 4:00 P.M., June 17, 2015 at the District Administration Office located at 312 N. Weaver Street, Belgrade, Montana 59714. All bids will be publicly opened and read in the Administration Board Room at 8:00 am, June 18, 2015 Bids must be delivered in a sealed envelope with company name shown clearly on the outside, marked Competitive Dell Latitude 13 Laptop Bid and addressed to Jay J. Bates, District Clerk, 312 N. Weaver St., Box 166, Belgrade, MT. 59714. The Board of Trustees reserves the right to accept or reject any or all bids in whole or part. The Board also reserves the right to waive any formalities without cause and without explanation to any bidders. The Board will render a final decision of bids received during the Board meeting held 7:00 am, June 23, 2015. Belgrade School District No. 44 Lance Voegele, Chair of the Board Advertisement dates: June 2, 2015 and June 9, 2015 Page 8 of 8