Chromebooks
RFP
Coahoma County School
District
Chromebook Request
for Proposal RFP-112015-CCSD
Version # 1
November 17, 2015
EXECUTIVE SUMMARY
Coahoma County School District is requesting proposals from vendors for a Chromebook solution
that will include 1,140 Chromebooks. These Chromebooks will be distributed in 38 groups of 30
to 4 different schools within the school district. 38 Chromebook carts are included to house these
Chromebook devices. The Chromebook carts of 30 devices will be distributed as follows: 10 will
go to Lyon Elementary School, 8 to Jonestown Elementary School, 6 to Friars Point Elementary,
and 14 to Coahoma County Jr/Sr High School. Chromebook and Chromebook cart specs are as
follows:
Chromebook Specifications
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Lenovo Chromebook N21 equivalent or better quality
Minimum of 11.6” (1366x768) touchscreen display, 16:9 aspect ratio
Intel® processor (Celeron or better)
Internal English Keyboard
Wireless 802.11a/b/g/n, Bluetooth v4.0
6.5 hour min battery life
Minimum 16 GB Solid State Drive
Minimum 4GB RAM
Built-in VGA Camera
Full size HDMI port plus VGA port
2 or more USB 2.0 or 3.0 ports.
US Power Cord with AC Adaptor
Licensing for Google Chrome Management
4 year warranty with accidental damage coverage
Split shipping to 4 different school locations
Training of Technology Staff
Install into carts
Enrollment Services (White Glove) – QTY 1,140– Specs:
o All devices powered on
o Updated to latest stable version of Chrome OS
o Signed in to our District Google Apps Account for enrollment
o All devices provisioned under correct organizations within Google
Domain
o Wi-Fi configured for District network
Chromebook Cart Specifications
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Ship Fully-Assembled, exceptions for handles permitted
Ability to Store, secure, and charge up to 36 Chromebooks
Supports devices with up to 14” display
Cable Management for power cords
Locking front door(s)
Removable, locking back access panel
UL-Approved
Adjustable Shelves
Heavy-duty locking casters
Power Strips and timer included with cart
Ability to bypass timer, if needed
All Steel construction
Laminated wood top providing a smooth work space
Maximum cart dimensions of 48” H x 30” W x 25” D
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Minimum of lifetime warranty on cart structure
Minimum of three (3) year warranty on cart electronics
Proposal must include a warranty with these service levels or as close as the vendor can
provide:
1. 4 year hardware warranty with Accidental Damage Protection (ADP).
2. Enterprise level tech support (phone and web).
3. Access to online case portal. Coahoma County School District technicians will be able to
create or check status of support requests anytime, anywhere. No phone calls necessary!
4. Next business day service for complete resolution of hardware and or accidental damage.
Replacement parts and a technician, or advanced replacement of device arrives the next
business day.
Coahoma County School District reserves all rights to determine which vendor best meets the
required needs of the District. This solution must include Chromebooks, Chromebook carts,
Google Chrome Device Management Licenses, White Glove, 4 year ADP, and complete
installation.
CRITERIA FOR VENDOR SELECTION TO THE RFP
The District will award contracts to the vendor who submits the "lowest and best value bid" to the
District. Evaluation of bids shall be based on what is the best overall solution for the Coahoma
County School District. A number of factors will influence Coahoma County School District’s
decision in selecting the appropriate vendor. In addition to cost considerations, proposals will be
evaluated on the basis of the following factors:
1. Competitive Pricing
2. Supportability
3. Prior Experience
4. Value Added Services
5. Equipment quality
Please note that Coahoma County School District will select the vendor based upon the best overall
solution and value, and is not obligated to select the lowest price proposal. Additionally, this RFP
does not commit Coahoma County School District to any specific course of action. The Coahoma
County Board of Education reserves the right to accept or reject any or all bids and to waive
informalities.
VENDOR INFORMATION
The vendor must include the full company name; company contact with address, telephone and
e-mail address; details of the company’s ownership; and the number of employees worldwide
and in Mississippi.
REFERENCES
In addition to the information highlighted below, the vendor must include two references in
providing devices and support. References must be from a learning environment and shall include
the size of the project, a brief overview of the project, and address and proper contact information
for each reference.
GENERAL SCOPE OF WORK
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The following items are minimum requirements and key services required. Each vendor must
define included items, as well as listing any assumptions that were made.
1. Coordinate with designated Coahoma County School District’s personnel throughout
the entire procurement, delivery and post- sale cycle.
2. Clear identification of policies and procedures for returning any items damaged in
shipping with estimated turnaround times for replacement items.
3. Clear identification of policies and procedures for warranty return, repair, replacement,
and advanced replacement (if offered).
4. All work specified in this RFP must start by no later than January 30, 2016 and must be
completed by no later than February 29, 2016.
5. Coahoma County School District is seeking the following mandatory technical
requirements:
(a) New Chromebooks with minimum 4GB RAM, 16GB Solid State storage, 11.6”
Display, Power Adaptor, HDMI, VGA port, VGA camera, USB ports, built in
Wi-Fi and 6+ hour battery life.
(b) Chromebooks should be licensed for Google Apps for Education.
(c) Enrollment of Chromebooks into our Google Apps for Education domain with
a provided access account.
6. Vendor must properly procure and configure all of the equipment as specified and as
agreed upon by the Coahoma County School District’s technical staff. After
configuration, proper functionality and interoperability to Schools’ staff satisfaction is
required.
TRAINING
Administrative technical training for up to three people, focused on daily support and
general troubleshooting. These three internal resources will train other team members.
Provide a description of vendor’s training offerings prior to deployment, including but not
limited to:
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Setup
Configuration
Operation
System Maintenance
Based on prior experience, suggest any advanced training classes outside of the RFP.
GENERAL ASSUMPTIONS
• Coahoma County School District will be responsible for all Wi-Fi and network
infrastructure.
• Vendor will configure devices for our Google Domain and Wi-Fi network.
• Vendor will list the warranty period available and repair processes in detail.
All vendor assumptions should be declared.
REQUESTED RFP PRICING MODEL
The District is looking for firm pricing that will be good for 90 days from the RFP acceptance
time.
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SUBMITTING BID
All responses should include two (2) hard copies of your completed proposal and one (1) digital as a
Word compatible document. Bids along with other supporting documentation must be submitted in
a sealed envelope clearly marked with the word “CHROMEBOOKS”. Envelopes not so marked
may remain sealed. All proposals must be delivered to:
Anthony Dixon
Coahoma County School District
1555 Lee Drive
Clarksdale, MS 38614
ALL PROPOSALS MUST BE RECEIVED BY 10:30 A.M. LOCAL TIME, MONDAY,
DECEMBER 7, 2015. Coahoma County School District is not responsible for delays in the
delivery of the mail by the U.S. Postal Service, private couriers, or the inter-office mail system. It is
the sole responsibility of the vendor to ensure that its proposal reaches the designated address by the
designated date and hour. Facsimile and e-mail submittals are not acceptable. All submitted
proposals will be considered the property of Coahoma County School District.
INQUIRIES CONCERNING RFP
Any questions or comments concerning this Request for Proposal should be directed to:
Anthony Dixon
Coahoma County School District
P.O. Box 820
Clarksdale, MS 38614
662-624-5448
adixon@coahoma.k12.ms.us
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