PIKE COUNTY SCHOOLS
101 WEST LOVE STREET
TROY, AL 36081
SPECIFICATIONS
FOR
OFF LEASE/REFURBISHED COMPUTERS
BID NO.: 14-0005
POST BID DATE: 10/15/2014
BID DATE DUE: 10/31/2014 at 3:00 pm
OPEN BID DATE: 11/03/2014 at 9:00 am
Technical questions about the specifications or this bid request should be addressed to:
Stephanie Snyder
Technology Coordinator
101 W. Love St
Troy, AL 36081
Phone: 334-566-1850 ext 81115
Fax: 334-566-6937
Email: ssnyder@pikecountyschools.com
Objective and Requirements
1.
Objective: The purpose of this bid is to establish a contract with a vendor to
purchase previously leased personal computers (Desktop, Laptops, etc.). The
equipment specification section of this REQUEST FOR PROPOSAL (RFP) has
been provided as a template of two standard desktop configurations for bid price
comparison purposes. The vendor awarded this RFP will be allowed to place
their entire product line of Off Leased equipment on the contract. This will allow
our school system the ability to select the best products available.
Many of our schools have limited technology budgets that reduce the number of
new computers that they can acquire per year. Off Lease equipment provides the
schools an opportunity to obtain relatively good non-outdated equipment at a
fraction of the cost therefore allowing them the ability to purchase more units.
The District Technology Department supports the use of “Off-Lease” equipment
as long as it meets the minimum computer specifications that are required for
equipment to be placed on the district’s network.
2.
Contract Period: A one-year contract to begin on the date of award with an
option to issue a second and third 12-month contract, separately. Any optional
contract period will be at the same terms and conditions contained herein. Pike
County Schools reserves the right to terminate for any reason any contract
awarded as a result of this invitation to bid after 30 days written notice to the
successful bidder.
3.
Equipment Requirements and Brands: All equipment must be prior leased
equipment that has been reconditioned to original manufactured condition. All
units must have new or reformatted hard drives with Microsoft Windows 7
Professional operating system that can be licensed for use by the district. The
district will only consider equipment brands from DELL, Hewlett
Packard/Compaq and IBM Lenovo. All equipment must meet the minimum
specifications as described in this document.
The Pike County School District currently has a lease agreement for Microsoft
Office products therefore there is no need for the vendor to provide this license
on the refurbished computers.
4.
Equipment Warranty: All products must include a 3-year cross-ship warranty
for equipment or component exchange. All shipping cost for warranty items must
be covered by the successful vendor.
5.
Response Submissions: The vendor should submit a minimum of 3 copies of
their bid response and complete catalog/list in addition to all other requested
information.
6.
Vendor Qualification: Vendors must be companies that work with leasing
companies to obtain previously leased equipment and provide an in-house
equipment reconditioning service. Vendors must have been in business for more
than three years with proof that they have conducted sales with K-12 school
systems.
7.
References: Vendor must provide a list of K-12 school accounts within the state
of Alabama that have purchased equipment from them. Include name, address,
contact person, and telephone number. The customer may contact any or all
references and may request additional information regarding references.
8.
Equipment Certification: All equipment must meet or exceed FCC Class A
and Class B certifications and Microsoft Compliance certified. The certifications
are to assure the Pike County Schools that the computers are of good quality.
9.
Substitution: Substitutions will be allowed whenever the item is being replaced
by a new item that is equal to or greater than the previous product in function and
is equal to or less than the previous products in price. The customer will
determine the equivalency.
10.
Addition: The customer may, subsequent to award of the contract, allow the
addition of new equipment, accessories, upgrades, etc., that are not duplications
or equal to the awarded items. Requests for additions must be made in writing to
the customer with the updated catalog.
11.
Price Catalog: Vendor must submit a complete price catalog/list with the bid
response. The catalog/list should include microcomputer-related peripherals,
accessories, and supplies. This catalog will be used to order systems after the bid
award is made based on the target configuration. The catalog will be used to
determine the reasonableness of prices of all products offered.
12.
Evaluation Criteria: The target configurations will be used to evaluate the
vendor’s ability to offer a comprehensive line of products and to offer bundled
systems.
13.
Delivery Terms: All orders must be delivered within 30 days after receipt of
order. Partial shipments are acceptable if authorized by the customer. Items will
be delivered to the office of the customer listed on the purchase order unless
otherwise instructed. Dock deliveries are not acceptable.
14.
Freight Terms: (Inside Delivery) all orders shall be F.O.B. destination with all
freight charges paid by the vendor.
15.
Cancellation Clause: The customer may cancel the contract resulting from this
invitation by giving 30 days written notification to the vendor. Failure to provide
all items as bid or failure to meet other requirements contained herein will be
grounds for cancellation.
16.
Prime Contractor Responsibilities: Vendor is responsible for delivery,
installation, if specified, warranty service for all equipment, software, supplies,
etc., regardless whether or not the vendor is the original manufacturer. The
vendor is the sole point of contact regarding contractual matters, including
performance of services and the payment of any and all charges resulting from
contract obligations.
17.
Quantity: No representation is expressed or implied that a particular amount or
volume of equipment will be purchased as a result of this invitation. Orders will
be placed as needed. Minimum order amounts are not acceptable. However,
quantity discounts for large orders should be noted in the catalog.
18.
Bases of Bid Award: The Pike County Board of Education Technology
Department will evaluate all bids for specifications and RFP compliance.
These factors will be utilized in weighing the RFP responses as
follows:
Factor
Price
Prior Experience
References
Equipment Requirements/Brands
Delivery Terms
TOTAL
Weight
50%
10%
15%
15%
10%
100%
In order to determine fair and competitive bidding the following equipment
specifications have been established as a minimum requirement. All vendors
should base their prices on these specifications. Three manufacture brands
that must be represented with price quotes: (1) Dell OptiPlex GX Models, (2)
IBM Think Centre Models, and (3) IBM/Lenovo ThinkPad Laptop Models.
Target Configurations
Windows 7/Intel or AMD Based Systems
Manufacturer Group (DELL Products)
Minimum Workstation Specifications Mini-Tower or Desktop or SFF: Intel or AMD
Dual-Core, 2.3 Ghz equivalent or higher CPU, Integrated VGA Video Adapter, 120GB
Hard Drive, 4GB Memory, Integrated Sound Adapter with speakers, Integrated or PCI
Slotted Intel or 3-Com 10/100/1000TX Ethernet Adapter, USB Keyboard, USB mouse,
Power supply must support the PC and all of its components as configured at time of
delivery, System at minimum must include 2-USB ports, 2 additional USB Keyboard and
Mouse ports, Windows 7 with current service patches installed or provided on CD with
authorized Microsoft License. Warranty as per bid instructions.
Include Shipping Cost in the unit price.
Model Name/Number________________________ Unit Price__________
Dell or Comparable 19” Widescreen LCD Monitor Price: ______________
TOTAL UNIT COST WITH MONITOR:___________________________
Manufacturer Group (IBM Lenovo Products/Hewlett Packard/Compaq)
Minimum Workstation Specifications Mini-Tower or Desktop or SFF: Intel or AMD
Dual-Core, 2.3 Ghz equivalent or higher CPU, Integrated VGA Video Adapter, 120GB
Hard Drive, 4GB Memory, Integrated Sound Adapter with speakers, Integrated or PCI
Slotted Intel or 3-Com 10/100/1000TX Ethernet Adapter, USB Keyboard, USB mouse,
Power supply must support the PC and all of its components as configured at time of
delivery, System at minimum must include 2-USB ports, 2 additional USB Keyboard and
Mouse ports, Windows 7 with current service patches installed or provided on CD with
authorized Microsoft License. Warranty as per bid instructions.
Include Shipping Cost in the unit price.
Model Name/Number________________________ Unit Price__________
LENOVO or Comparable 19” Widescreen LCD Monitor Price:__________
TOTAL UNIT COST WITH MONITOR:___________________________
Manufacturer Group (IBM/Lenovo Laptops)
Minimum Workstation Specifications Laptop: Intel Dual-Core Mobile Processor, 2.0
Ghz equivalent or higher CPU, 4GB Memory, 120GB Hard Drive, 14.1” TFT display,
CD-RW/DVD, Integrated 802.11a/b/g/n wireless, 6 cell Lithium Ion Battery, Power
supply, System minimum must include 2-USB ports, Windows 7 OS with current service
patches installed or provided on CD with authorized Microsoft License. Warranty as per
bid instructions.
Include Shipping Cost in the unit price.
Model Name/Number________________________ Unit Price__________
TOTAL UNIT COST:___________________________