2014 Brownsburg Community Schools Summer


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2014 Brownsburg Community Schools Summer Recess Technology Equipment Replacement Purchase

Brownsburg Community School Corporation Technological Services Department 310 Stadium Drive Brownsburg, Indiana 46112 317-852-5726

March 17, 2014

NOTICE OF REQUEST FOR PROPOSALS Notice is hereby given that sealed Proposals for the 2014 Summer Recess Technology Equipment Replacement Purchase will be received at The Brownsburg Community School Corporation, F.L. O’Neal Administration Center, 310 Stadium Drive, Brownsburg, Indiana, 46112. Proposals will be received until 4:00 p.m. EDST (Local Time), Friday, April 4, 2014. The equipment purchased under this Proposal shall be awarded under one Unified Contract and includes purchase and delivery of laptop and desktop computing equipment as described within the attached Request For Proposals. Proposals shall be submitted on forms provided in the Request For Proposals. Each Proposal shall be delivered in a sealed envelope plainly labeled to indicate the following: Addressed to: The Brownsburg Community School Corporation F.L. O’Neal Administration Building 310 Stadium Drive, Brownsburg, Indiana, 46112 Attn: 2014 Summer Recess Technology Equipment Replacement Purchase The name and return address of the Vendor. Failure to comply with any and all submittal requirements may be grounds to consider a proposal non-responsive and cause a Proposal to be dropped from further consideration. The Owner reserves the right to accept or reject any Proposal, and to waive any informalities or errors in the Request For Proposal process to the extent permitted by law. This includes the right to extend the date and time for receipt of proposals. Proposals shall remain valid for a period of sixty (60) days after the receipt of Proposals. Where trade names, brand names, or manufacturers’ names are used in this Request For Proposals, it is for the purpose of establishing kind and quality and not for the purpose of limiting competition. Vendors may offer items or materials equal in quality and having the same durability and efficiency if the Vendor first receives written approval from the Owner prior to the date/time of the receipt of proposals and complying with requirements indicated in the specifications. The Vendor shall identify any such substitutions by name, kind, and/or type with their Proposal. Requests for clarification of the requirements of the Request For Proposals, shall be directed to: Jason Starkweather, Technology Coordinator Brownsburg Community School Corporation 310 Stadium Drive Brownsburg, IN 46112 317-852-5726 [email protected] Brownsburg Community School Corporation

Brownsburg Community School Corporation 310 Stadium Drive Brownsburg, Indiana 46112 (317) 852-5726 2014 Summer Recess Technology Replacement Equipment Instructions to Vendors 1.

All bids shall be delivered in accordance with the Notice of Request For Proposals.

2.

All bids shall be based upon the Request For Proposals, which includes: A: This Request For Proposals Document, including the material specifications and warranty requirements; and B: Any written addenda that might be issued to clarify specific questions or issue. Such addenda will be sent out to all vendors of record.

3.

Proposals shall be accompanied by a Bid Bond or certified check payable to the Brownsburg Community School Corporation. Bid Security shall be in the amount of not less than 5% of the total bid price. Should a successful Vendor withdraw their Proposal or otherwise fail to execute a satisfactory Contract the Owner may then declare the Bid Security forfeited as liquidated damages.

4.

Proposals shall include all materials required to provide the requested quantities of complete and functioning systems, and shall not include any taxes. The Brownsburg Community School Corporation is a tax-exempt agency. The successful vendor shall be provided with a copy of the School Corporation tax exempt certificate for use in all purchases related to this work. Proposals shall include all freight costs to deliver all units to one location within Brownsburg Community Schools.

5.

All bids shall be valid for 60 days. The successful bid will be selected on a balance of cost, vendor’s ability to provide references for sales of similar size and scope, and best support mechanisms in place for the products sold.

Brownsburg Community School Corporation 310 Stadium Drive Brownsburg, Indiana 46112 (317) 852-5726 2014 Summer Recess Technology Replacement Equipment Proposal Form – Page 1 of 3 To:

The Brownsburg Community School Corporation F.L. O’Neal Administration Center 310 Stadium Drive Brownsburg, Indiana 46112

From (Vendor):

__________________________________________________________

Address: Telephone No.: E-mail Address:

__________________________________________________________ __________________________________________________________ __________________________________________________________ ________________________ Fax No.:__________________________ __________________________________________________________

Date of Proposal:

__________________, 2014.

The undersigned, having become familiar with all conditions of the Request For Proposals and all associated Documents and Addenda, hereby agrees to furnish and deliver all equipment, fixtures and incidentals as detailed in the Request For Proposals. Pursuant to these requirements, the undersigned submits the following Proposal which includes all applicable taxes, overhead and profit.

Expected Date of Completion: The undersigned Vendor agrees to deliver all items ordered no later than___________________, 2014. Addenda: Receipt of Addenda issued to the Request For Proposals is hereby acknowledged: Addenda Nos.:_________________________ References: Please provide no less than three educational customer references for sales of similar size and scope to the scope contained within this Request For Proposals.

Reference Contact No. 1: Organization Name: ________________________________________________________________________ Contact person: ___________________________________ Contact Phone No.:_____________________ Type & Quantity of most recent purchase: ___________________________________________________ ____________________________________________________________________________________________ Reference Contact No. 2: Organization Name: ________________________________________________________________________ Contact person: ___________________________________ Contact Phone No.:_____________________ Type & Quantity of most recent purchase: ___________________________________________________ ____________________________________________________________________________________________ Reference Contact No. 3: Organization Name: ________________________________________________________________________ Contact person: ___________________________________ Contact Phone No.:_____________________ Type & Quantity of most recent purchase: ___________________________________________________ ____________________________________________________________________________________________

Brownsburg Community School Corporation 310 Stadium Drive Brownsburg, Indiana 46112 (317) 852-5726 2014 Summer Recess Technology Replacement Equipment Proposal Form – Page 2 of 3 Proposal of: ________________________________________________________________________ (Vendor Name)

Proposal Pkg. 1 – Laptop Computers: Sixty Four (64) Dell Latitude laptops, Lump Sum. ____________________________________________________________________ Dollars ($__________.__) (written)

Provide model number and full specifications for these units: _________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Unit Price: One (1) Dell Latitude Laptop matching above specs:

Dollars ($__________.__)

Proposal Pkg. 2 – Desktop Computers: Seven hundred (700) Dell Optiplex Desktops, Lump Sum. ____________________________________________________________________ Dollars ($__________.__) (written)

Provide model number and full specifications for these units: _________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Unit Price: One (1) Dell Optiplex Desktop matching above specs:

Dollars ($________________)

Proposal Pkg. 3 – LCD Monitors: Seven hundred (700) Dell 19” widescreen LCD monitors, Lump Sum. ____________________________________________________________________ Dollars ($__________.__) (written)

Provide model number and full specifications for these units: _________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ Unit Price: One (1) Dell 19” LCD monitor matching above specs:

Dollars ($________________)

Additional Information: Please detail your warranty replacement process, including any applicable shipping charges that may be associated with the warranty process: __________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________

Brownsburg Community School Corporation 310 Stadium Drive Brownsburg, Indiana 46112 (317) 852-5726 2014 Summer Recess Technology Replacement Equipment Proposal Form – Page 3 of 3 Proposal of: ________________________________________________________________________ (Vendor Name)

Acknowledgments: The undersigned hereby acknowledges the above proposal includes all items and requirements of the Request For Proposals. Individuals and Sole Proprietors complete below: IN TESTIMONY WHEREOF, the Contractor (an Individual) has hereunto set his hand this _______ day of __________________, 2014. Signature of the Individual Contractor: _________________________________________________ Firms and Partnerships complete below: IN TESTIMONY WHEREOF, the Contractor (a firm or partnership) has hereunto set their hands this _______ day of __________________, 2014. Name of firm or partnership: _____________________________________ By: __________________________________ By: __________________________________ Subscribed and Sworn to before me by this _______ day of __________________, 2014. My commission expires: ________________________________ Corporations complete below: IN TESTIMONY WHEREOF, the Contractor (a Corporation) has caused this proposal to be signed by its President and Secretary, and affixed its Corporate Seal, this _______ day of __________________, 2014. Name of corporation: __________________________________ President:

___________________________________________

Secretary:

___________________________________________ END OF PROPOSAL FORM

2014 Brownsburg Community Schools Summer Recess Technology Replacement Equipment March 13, 2014

Page 1

PART 1 – GENERAL 1.01

SUMMARY

Brownsburg Community Schools is seeking proposals for off-lease or refurbished Dell laptop and desktop computers meeting specifications as listed below. All units shall be provided with a minimum three year warranty from date of delivery for all hardware. Laptop batteries shall be provided with a minimum one year warranty from date of delivery. Warranty claims must be fulfilled within five business days. All machines shall be free of major blemishes, and shall have been satisfactorily cleaned inside and out. Interior of the devices shall be free of dust and debris. Any remaining residue from missing stickers or badges on the exterior of the units shall be removed completely. Keyboards and mice shall be thoroughly cleaned and in good working order. Keyboards shall not show any signs of worn keys or missing button labels. All PC’s shall have manufacturer drivers for, and be capable of running Microsoft’s Windows 7 operating system. The Owner may require the submission of a sample of each device for review prior to award of contract. 1.02

Dell Latitude Laptops

A. All laptops shall be of the same model in the Latitude series, and shall possess the following specifications as a minimum: a. b. c. d. e. f. g. h. i. j. 1.03

Intel Core i5 processor 4GB system RAM 80 GB or larger Hard Drive 13” LCD widescreen DVD ROM Optical Drive Integrated WiFi b/g/n network interface card Valid Microsoft Windows COA NEW 9 cell battery Power Supply Integrated Touchpad

Dell Optiplex Desktops:

A. All desktops shall be of the same model in the Optiplex series, and shall possess the following specifications as a minimum: a. b. c. d. e. f. g. h. i.

Intel Core i5 processor 4GB system RAM 80 GB or larger Hard Drive Add-on graphics card with dual VGA output Small Form-Factor Chassis DVD ROM Optical Drive Integrated 10/100/1000 Mbps Network Interface Card Valid Microsoft Windows COA USB keyboard and USB 2-button optical mouse with scroll wheel

2014 Brownsburg Community Schools Summer Recess Technology Replacement Equipment March 13, 2014 1.04

Page 2

Dell 19” Wide-Screen Monitors:

A. All monitors shall be of the same model, and shall possess the following specifications as a minimum: a. b. c. d. e. 1.05

Tilt and swivel base LCD or LED technology Compatible with the desktops specified in section 1.03 Appropriate cables and connectors to connect to specified desktops Power cable

Project Timeline: March 17, 2014 March 21, 2014 April 4, 2014 April 15, 2014 May 23, 2014

Request For Proposals released and posted Addendum released (if applicable) Proposals Due by 4:00 p.m. local time Notification of successful Vendor of award of contract Delivery deadline for all units END OF DOCUMENT