The Future Begins Here METROPOLITAN SCHOOL DISTRICT OF WARREN TOWNSHIP REQUEST FOR PROPOSAL Request for Proposal No. 2016-0001 Date of Issue: February 18, 2016 Proposal Closing Date: March 4, 2016, at 2:00 p.m. Eastern Proposal to be returned PRIOR TO date and time above.
Sealed proposals subject to the conditions made a part hereof will be received until 2:00PM Eastern, March 4, 2016 for furnishing goods and/or services described herein. Results of the proposal opening will be available upon approval by the MSD of Warren Township (District) Board of Education. Requests for clarification of this RFP must be submitted to the District email address racetothetop2013@warren.k12.in.us. Any such request must be received by 2:00PM Eastern, February 26, 2016. The District will make a response or determination of each request made by a proposer pursuant to this procedure. The written response or determination will be posted on http://www.warren.k12.in.us/2016-student-device-rfp under its respective section. The District Board of Education has the right to reject any and/or all proposals. Any proposals received after 2:00PM Eastern, March 4, 2016 will not be considered for inclusion. Your proposal must conform to the instructions and specifications listed below or it will be rejected. Proposals must be sealed and submitted to: MSD Warren Township, Attn: David Holt, Chief Financial Officer, 975 N. Post Road. The name of the proposer and the wording RE: must be on the outside of the sealed package. The proposals must include one (1) original and six (6) copies. An electronic copy is to be included in the package SEND ALL PROPOSALS DIRECTLY TO THE ADDRESS AS SHOWN BELOW: IMPORTANT NOTE: Indicate firm name and RFP number on the front of each sealed proposal envelope or package, along with the date for receipt of proposals specified above. NO RFP S WILL BE ACCEPTED BY EMAIL ALONE. Written proposals must be submitted. Direct all inquiries and final electronic proposals for this RFP to racetothetop2013@warren.k12.in.us Send all written proposals for this RFP to: MSD of Warren Township Attn: David Holt Chief Financial Officer EDUCATION & COMMUNITY CENTER Page 2
Instructions to Proposers MSD of Warren Township 1. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person s name and title clearly identified. All of the proposal contents and fees must be guaranteed for one hundred and eighty (180) days from the proposal date. 2. The content of all proposals must conform to the following: Proposers must respond to the questions in the order presented Proposers may provide additional supporting documentation pertinent to clarification of the proposal 3. The District is seeking solutions for Grade Blocks K-2, 3-8 and 9-12. Proposers may submit multiple responses proposing solutions for 1, 2 or all 3 grade blocks The District has potential interest in an option for touch screen models in Grades K-2 A mixed device response is acceptable if proposing for all 3 grade blocks A single device response is also acceptable All devices must be built to survive in a K-12 environment 4. The District reserves the right to: Reject any and all proposals received as a result of this RFP Waive or decline to waive any informalities and any irregularities in any proposal or responses received Adopt all or any part of the proposer s proposal Negotiate changes in the scope of work or services to be provided Award to multiple vendors Exceed total device count listed in delivery parameters Withhold the award of Contract Select the proposer(s) it deems to be most qualified to fulfill the needs of the District. The proposer with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal 5. The selected proposer(s) will be required to assume responsibility for all goods and services offered in the proposal, whether or not the proposer produces them. Further, the selected proposer(s) shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the Contract resulting from an award (Contract). The selected proposer shall not assign or transfer any interest in the Contract without prior written consent of the District. 6. The District shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal or for any work performed prior to the execution of a Contract resulting from an award. 7. All proposals and other materials submitted shall become the property of the District (with the exception of loaned devices for purposes of evaluation). EDUCATION & COMMUNITY CENTER Page 3
8. No reports, information, or data given to or prepared by the selected proposer shall be made available to any individual or organization by a respondent or the selected proposer without prior written approval of the District. 9. All changes in the RFP documents shall be through written addendum and furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of the proposal. 10. The selected proposer may be required to enter into a written Contract with the District on the District s approved form. All information contained in this request for proposal and acceptable provisions of the proposer s response will be attached to and made part of the executed Contract. 11. The proposals will be reviewed by a selection committee. The committee may request additional information from proposers or request personal interviews with one or more proposers. Final evaluation and selection may be based on, but not limited to, any or all of the following: Information presented in the proposal Qualifications and experience of the proposer Demonstrated Quality Reference Checks Proposed timelines to fulfill requirements Compatibility with existing District infrastructure Evaluation of loaner devices Total Cost 12. Contract Termination with Cause: The District shall have the right at any and at all times to terminate any Contracts resulting from an award (Contract) for cause. It is agreed that the violation by the awarded Contractor of any covenant or provision contained in a Contract, or the failure or refusal of the awarded Contractor to abide or carry out any covenants or provision of a Contract, shall constitute sufficient cause for which the District may terminate a Contract. In the event the District shall elect to terminate a Contract for cause, the District shall notify the awarded Contractor in writing and shall specify the cause for such termination and the date that such termination shall be effective. 13. Contract Termination without Cause: The District shall have the right at any time and at all times to terminate any Contracts resulting from an award (Contract) without cause, upon written notice of such termination not less than 90 days prior to the date that such termination shall be effective. Such right to terminate a Contract without cause is hereby reserved by and to the District. In the event the District shall elect to terminate a Contract without cause, the District shall notify the awarded Contractor in writing and shall specify the date (not earlier than 90 days after the date of delivery of written notice by the District to the awarded Contractor) on which a Contract will terminate. Upon receipt of written notice, the awarded Contractor agrees to abide and perform all covenants and provisions of a Contract until the date of termination specified in the written notice of termination. The awarded Contractor shall have no further rights, and the District shall have no further obligation to the awarded Contractor, subsequent to the date of termination of a Contract as specified in the written notice. 14. Contract Administration: The District will periodically inspect work to assure that the requirements of the Contract resulting from an award (Contract) are being met. Should it be found that the requirements EDUCATION & COMMUNITY CENTER Page 4
specified herein are not being satisfactorily maintained, the Contractor shall be contacted and any discrepancies, inconsistencies or items not meeting the specifications contained herein corrected immediately at no additional cost to The District. A second discrepancy notice shall serve as notification that any future discrepancies, inconsistencies or items not meeting specifications contained herein will result in termination of the Contractors right to proceed further with this work. In such event the Contractor will be paid only for materials used. The Contractor and his sureties may be liable to the District for any additional cost incurred by the District to complete the job. At this point the Contractor shall be considered in default and the Contract subject to termination. Failure of the Contractor to comply with any of the provisions of this Contract shall be considered a material breach of Contract and shall be cause for immediate termination of the Contract at the discretion of the District. The District reserves the right to terminate this Contract in whole or in part should the need for the services cease to exist. EDUCATION & COMMUNITY CENTER Page 5
Specifications The District operates in a 1-1 student to device environment. High School students take their device home while grades 1-8 students use devices stored in classroom carts. The District is looking for a Chromebook or similar device that meets the following minimum specifications: 11 Chromebook 4GB memory 180 o lid hinge Optional touch screen (order may be split between touch and non-touch) 16G SSD hard drive Dual band Wi-Fi 802.11AC Integrated webcam 8+ hours of battery life System Power Cord 3.5 mm audio output, built in microphone and speakers USB 2.0 ports Updated to latest stable version of Chrome OS Strong, sturdy build providing rugged protection Passed military specs Lid can withstand > 100 pounds of force Spill proof keyboard and trackpad Similar Device 4GB memory Optional touch screen (order may be split between touch and non-touch) Integrated or option to attach hardwired keyboard 16G SSD hard drive Dual band Wi-Fi 802.11AC Integrated webcam 8+ hours of battery life System Power Cord 3.5 mm audio output, built in microphone and speakers USB 2.0 ports Updated to latest stable version of OS Strong, sturdy build providing rugged protection having passed military specs Chromebook or similar device optional specifications: HDMI video output port USB 3.0 port Bluetooth NOTE: Proposers are strongly encouraged to include a loaner device for evaluation purposes. The device will be returned within 30 days of receipt. Prep and White Glove Service Google Chromebook Management o Enroll in Google Apps Domain Configure Wi-Fi SSID for use right out of the box (District tech team will provide parameters) EDUCATION & COMMUNITY CENTER Page 6
Asset tag all devices using District approved asset tags Placing student devices in existing carts upon delivery to all but the High School (the High School may be palletized) o For school building addresses please visit our district webpage at www.warren.k12.in.us Note any environmental changes or additions that we might be required o Additional servers or on premise hardware. o Additional licenses for our MDM system etc. o Any device management and provisioning requirements to get the devices operational in the hands of students o Specify how to connect to our network No Cost Professional Development & Other Value Adds Proposers are strongly encouraged to include no cost value adds as part of their proposal; this will be taken into account when proposals are evaluated. Some examples of no cost value adds include the following: o Professional Development - Please describe your Professional Development offerings (webinars, train the trainer, face to face, etc.) o Repair center and technician certification - Please describe your repair center offering (local/depot) and technician certifications o Replacement Service - Please explain your replacement service for broken/defective units. o Free resources available - Describe your pre-sales consultation, technology road maps and other assistance o Special Programs/Prime Vendor Advantages i.e. Student/Faculty purchases o Describe any volume discounts, exclusive pricing, and special promotions that you offer o Extended warranties - Describe your enhanced warranty services (uplifts, etc.) o Describe your online purchase management system Self-Service Ability Warranty The District is requesting information on becoming a self-service warranty repair facility for the proposed student device. Vendor shall provide information on the following: o How to obtain the ability to self-service the proposed hardware o Provide a list of replaceable parts and the associated cost o Provide information on the availability of parts and how to order them o Provide contact information for a dedicated service contact o Provide an online resource for repair training/certification o Provide an online resource to track purchase dates for warranty purposes The manufacturer shall provide, at a minimum, a one year limited warranty. Vendor must provide detailed information on what is included in the warranty and the cost for additional years of warranty EDUCATION & COMMUNITY CENTER Page 7
Delivery Parameters Lift gate Service Delivery: All student devices to be delivered to their corresponding school site, by June 3, 2016 (guaranteed availability of device must be listed). If devices will be placed in carts as part of Prep and White Glove Service then another date may be negotiated that works for both parties. See the school site breakdown below: School Carts Device Count Brookview Elementary School 19 carts of 32 and 2 carts of 6 620 Creston Intermediate Academy 22 carts of 32 and 2 carts of 15 734 Creston Middle School 22 carts of 32 and 2 carts of 6 716 Eastridge Elementary School 14 carts of 32 and 2 carts of 6 460 Grassy Creek Elementary School 14 carts of 32 and 2 carts of 6 460 Hawthorne Elementary School 15 carts of 32 and 2 carts of 6 492 Lakeside Elementary School 19 carts of 32 and 1 cart of 6 614 Liberty Park Elementary School 15 carts of 32 and 1 cart of 6 486 Lowell Elementary School 19 carts of 32 608 Pleasant Run Elementary School 19 carts of 32 608 Raymond Park Intermediate Academy 22 carts of 32 and 1 cart of 13 717 Raymond Park Middle School 23 carts of 32 and 1 cart of 6 742 Renaissance School 13 carts of 32 416 Stonybrook Intermediate Academy 22 carts of 32 and 1 cart of 20 724 Stonybrook Middle School 24 carts of 32, 1 cart of 20 and 1 carts of 6 806 Sunny Heights Elementary School 16 carts of 32 512 Warren Central High School 5 carts of 6 and take home devices 3830 Walker Career Center 1 cart of 36 36 Kindergarten 36 carts of 32 1152 Moorhead Device Depot 0 carts 267 Total 15,000 Provide district with (Excel) file containing the following information for each student device: o Device name and model number o Asset Tag Number o Serial Number o MAC Address o Device site o Cart Number (if applicable) EDUCATION & COMMUNITY CENTER Page 8
Proposal Evaluation Criteria and Scoring System Awards will be made to the lowest responsible bidder(s) whose bid or proposal meets the requirements and criteria set forth by the District, taking into consideration quality, performance, and the time specified in the proposal for the performance of a Contract resulting from an award. Contracts shall be awarded to the person or entity that submits the best overall proposal as determined by the awarding authority Organizational Strength (Up to 20 points). o Experience in performance of comparable work or delivery of comparable goods o References Proposal submission - quality (Up To 20 points) o Conformance, and completeness relative to the description given in the RFP o Compliance with Technical Requirements o No Cost Professional Development & Other Value Adds Production/Inventory/Deliver (Up to 25 points) o Ability to deliver student devices, with the totals and specifications by June 3, 2016 (or other negotiated date) as noted in Delivery Parameters o Prep or White Glove Services Price Proposal (Reasonableness of Cost) (Up to 35 points) o Itemized including Prep and White Glove Service o Broken out by grade block (K-2, 3-8, 9-12, a combination or All) Total 100 points possible EDUCATION & COMMUNITY CENTER Page 9
Proposal Response Format In order to maintain comparability and consistency in review and evaluation of responses, all proposals shall be organized as specified below. Avoid any elaborate promotional materials and provide only information that is required. All supporting materials should clearly reference the portion of the RFP to which they pertain. Each vendor proposal shall consist of one marked original copy, one (1) electronic copy (in a searchable PDF format) and six (6) copies in the format specified within this section. The District requests that standard report font type and font size be used (excluding graphs/charts). Standard font type and font size to be used are Arial with font size between 10 and 12, along with standard half inch margins. Responses should be submitted in three-ring binders with components of the RFP clearly tabbed. Double sided printing is acceptable. Proposals not meeting the requirements below may be determined to be non-responsive. Non-responsive proposals will receive no further consideration. A. Table of Contents: Please clearly outline and identify the material and responses by tab and page number. Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents. B. Tab 1 - Cover Letter: Provide a cover letter indicating your firm s understanding of the requirements/scope of services of this specific proposal. The letter must be a brief formal letter from the Proposer that provides information regarding the firm s interest in and ability to perform the requirements of this RFP. A person who is authorized to commit the Proposer s organization to perform the services included in the proposal must sign the letter. C. Tab 2 Qualifications: Summarize the qualifications of the firm. Where the project team includes subcontractors or sub-consultants, qualifications of the proposed subcontractors or sub-consultants shall also be provided. Past working relationships on similar projects should be indicated. Provide the credentials of the individual(s) from your firm that will administer the day-to-day operations of the District Contract. Proposal must identify a Project Manager and the person or persons to perform work with the District and give the percent of the Contract each person would be expected to perform. It is expected that the services provided will require a close, positive working relationship with the District and that the personnel identified would not be changed without the prior written approval of the District. The District will reserve the right to terminate the Contract if key personnel are changed or if working relationships are not satisfactory. The proposed personnel shall be available throughout the duration of the entire project. List the service representatives available to this account. Qualifications of new people working under this Contract will be submitted to the District in writing for approval prior to them conducting any service under this Contract. Submit list of all employees that will be working under the current Contract and any intention for additional personnel, and back-up personnel for each function. D. Tab 3 References: Please provide five (5) K-12 Education market references. Include name of customer, address, contact name, telephone numbers (including fax number), and email address. Please include only references within the current calendar year and previous two (2) calendar years. The District may contact these references during the evaluation process. Each Proposer should include under this tab, in tabular form, summary information for all contracts of similar size and scope serviced by the firm, or team, within the past five (5) years. The District reserves the right to contact any and all references and to obtain, without limitation, information on the Proposer s performance on the listed jobs. Information provided shall include: a. Contract/Project name b. Agency/department/office for which performed c. Dates of Contract EDUCATION & COMMUNITY CENTER Page 10
d. Owner s Contract/project manager or other representative e. Contact person f. Dollar value of Contract E. Tab 4 - Scope of Services: The Proposer must acknowledge agreement with the specific requirements of the specifications starting on page 6 or provide an alternative for the District to consider. Indicate any exceptions to the scope of services of the RFP. Summarize your approach and understanding of the services and any special considerations of which the District should be aware. F. Tab 5 Pricing: Provide the District with detailed and itemized (including Prep and White Glove Service) pricing that fully describes the recommended product, including any value add solutions. Ensure that the recommended product meets the minimum specifications described herein and is appropriate for the anticipated environment that is described in this document. Proposers are encouraged to provide their best financial incentives with the initial proposal, since the District reserves the right to award a Contract based on initial proposals without further discussion or negotiation. G. Tab 6 Appendices: The content of this tab is left to the Proposer s discretion. However, the Proposer should limit materials included here to those that will be helpful to the District in understanding the services provided for a Contract resulting from an award. EDUCATION & COMMUNITY CENTER Page 11