Covina-Valley Unified School District


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Covina-Valley Unified School District 519 E. Badillo St. Covina, CA 91723 Phone: 626-974-7600 Ext. 2128

POS Hardware, Peripherals, & Related Service Bid 14-15-102

Request for Bid Schedule • Deadline for Proposals: • Deadline for Questions: • Recommended Award for Board Approval:

November 5, 2014 at 3:00 PM October 27, 2014 at 3:00 PM December 15, 2014

NOTICE INVITING BIDS Bid: POS Hardware, Peripherals, & Related Service – Bid No. 14-15-102 NOTICE IS HEREBY GIVEN that the Covina-Valley Unified School District , hereinafter also referred to as CVUSD, will receive sealed bids up to, but no later than, the time stated below. BID DEADLINE:

November 5, 2014, 3:00 p.m.

PLACE OF BID OPENING:

Covina-Valley Unified School District Purchasing Department 519 E. Badillo St., Covina, CA 91723

BIDS must remain open, valid and subject to acceptance any time within ninety (90) days after the bid opening date and time unless otherwise stipulated. Bid prices must remain the same for a (90) day period from the bid opening date. ALL written bids must be made on proposals obtained from the Covina-Valley Unified School District and signed by the vendor. Bids shall be received in the place identified above. No faxed bids will be accepted. The successful vendor(s) will be selected by implementing the evaluation process described in the Terms and Conditions of the bid package. BID packages may be obtained at Covina-Valley Unified School District Purchasing Department, whose address is 519 East Badillo Street, Covina, California 91723. Please call ahead for availability of packages, (626) 974-7600 Ext. 2128 or on our website at www.cvusd.k12.ca.us. DIRECT all questions in writing only to Robin Harbert at cvusd.k12.ca.us. Deadline for questions is Monday, October 27, 2014 at 3:00PM. CVUSD reserves the right to reject any and all bids and to waive any irregularities or informalities therein.

Governing Board of the COVINA-VALLEY UNIFIED SCHOOL DISTRICT By: Robin Harbert Purchasing Supervisor Advertise: October 15 & October 22, 2014

POS Hardware, Peripherals, & Related Service

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INDEX Bid: POS Hardware, Peripherals, & Related Service Notice Inviting Bids ............................................................................................................. Page 2 Index ..................................................................................................................................... Page 3 General Instructions, Terms and Conditions .............................................................. Pages 4 – 12 Special Instructions, Terms and Conditions ............................................................... Page 13 - 14 Rate Schedule and Bid Signature Sheet ............................................................................. Page 15 Bid Form............................................................................................................................. Page 16 Non-Collusion Declaration................................................................................................. Page 17 Affirmative Action Form.................................................................................................... Page 18 Bidder Questionnaire .......................................................................................................... Page 19 Reference Form .................................................................................................................. Page 20 Specifications………………………………………………………………………Page 21 - 23

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GENERAL INSTRUCTIONS, TERMS and CONDITIONS Bid: POS Hardware, Peripherals, & Related Service 1.0

INSTRUCTIONS TO BIDDERS 1.1

Form of Bid To preserve uniformity and facilitate the award of contracts, no bid will be considered unless made upon forms furnished by CVUSD. Failure to submit bids on the proper form may be grounds for rejection of bid as non-responsive. Bid forms may be obtained from Covina-Valley Unified School District Purchasing Department at 519 E. Badillo St. Covina, CA 91723 or on our

website at www.cvusd.k12.ca.us. 1.1.1

Multiple Submissions

If Bidder desires to submit more than one bid, CVUSD documents may be photocopied. All signatures, however, must be originals. 1.2

Bid Preparation 1.2.1 Format Bids must be typewritten or in ink. Erasures and "white out" are not permitted. Mistakes may be crossed out, corrections typed adjacent, and initialed in ink by the person signing the Bid. 1.2.2

Content 1.2.2.1

Prices Prices must be typed or in ink on the bid form in the specified area. Items are to be quoted separately on units specified. Each item is to be considered separately and not in combination with other items, unless otherwise specified.

1.2.2.2

Taxes California State Sales Tax will be paid by CVUSD and shall NOT be included in the Bidder's quotations, unless specifically requested on the bid form. Public school districts are exempt from Federal Excise Tax.

1.2.2.3

Verification Before submitting a bid, each Bidder is expected to thoroughly examine specifications and all other contractual documents included in this RFB and any subsequent amendments or addenda to it. Failure to do so will be at the Bidder's risk and will not bar the Bidder's obligation to perform if a contract is awarded pursuant to this Request for Bids. Bid should be thoroughly verified by Bidder prior to submission as it cannot be withdrawn or corrected after being opened. CVUSD will not be responsible for errors or omissions on the part of the Bidder in creating their Bid.

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1.2.2.4

Signature Page An authorized officer or employee in ink must sign bid. Bids signed in pencil will not be accepted.

1.2.2.5

Cost Costs for preparing Bid response and other related material is the responsibility of the Bidder and shall not be chargeable in any manner to CVUSD.

1.2.3

Inquiries Questions should be directed in writing only to Robin Harbert, Covina-Valley Unified School District, 519 E. Badillo St. Covina, CA 91723 at [email protected].

1.2.4

Bid Submission 1.2.4.1 Packaging Bids must be delivered in a sealed envelope/box and should clearly indicate Bid name and number on the outside of the packaging.

1.2.5

1.2.4.2 1.2.4.2.1

Samples No Cost Samples, when requested in Bid, must be furnished at no expense or obligation to CVUSD.

1.2.4.2.2

Marking Samples must be clearly marked with Bidder name, the number of the bid, the item number, and a description of the item.

1.2.4.2.3

Delivery Samples must be delivered to CVUSD's Purchasing Office by the deadline set for Bids, unless otherwise indicated under special conditions.

1.2.4.2.4

Return The Bidder at no cost to CVUSD (if not destroyed or supply exhausted in testing) shall arrange the return of samples. CVUSD is not obligated to retest any product previously pre-qualified.

1.2.4.2.5

Non-Provision If samples are required in the Bid document and none are provided, the Bidder will be deemed non-responsive and CVUSD reserves the right to reject the bid of any Bidder failing to submit samples.

Validity Bids shall remain open, valid and subject to acceptance for thirty (30) days after the Bid opening date, unless otherwise specified.

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1.2.6

Deadline Bids must be received no later than the time and date indicated on the Notice Inviting Bids. It is the responsibility of the Bidder to assure delivery directly to the Purchasing department. Bids must arrive at Covina-Valley Unified School District Purchasing department, 519 E. Badillo St., Covina, CA 91723. Bidders are solely responsible for ensuring their Bid is received by the Purchasing Department in accordance with the bid requirements, before the Bid submittal deadline, and at the place specified. The Covina-Valley Unified School District shall not be responsible for any delays in mail or by common carriers, or by transmission errors or delays, or mistaken delivery. Delivery of bid shall be made at the office specified in the Notice to Bidders. Deliveries made before the date & time due, but to the wrong department, will be considered non-responsive, unless re-delivery is made to the office specified before the date & time due, as specified in the Notice to Bidders.

1.2.7

Late Bids

Bids received after the deadline will be returned unopened as not meeting statutory requirements. 1.2.8

Delivery Address Covina-Valley Unified School District, 519 E. Badillo St. Covina, CA 91723 Attention: Robin Harbert.

1.2.9

Withdrawals Bids may be withdrawn prior to the bid closing time and date, but only in person by the Bidder's authorized agent or someone authorized by him/her in writing; and not by telephone or telegram.

2.0

TERMINOLOGY For the purposes of this agreement, the Covina-Valley Unified School District shall be referred to as “CVUSD,” and the word “Bidder” shall refer to the bidding Vendor and his/her sub-suppliers at any level or tier.

3.0

BID OPENING All Bids will be opened and read aloud at the time and date specified.

4.0

EVALUATION 4.1 Process A review team will evaluate all Bids received. Bids will be evaluated on all criteria addressed in this document. 4.2

Criteria Bids will be evaluated on the following factors: price, quality, features, compliance with all aspects of the specifications, exceptions that may be noted, Bidder's financial stability, current and previous record of performance, service, expertise, references, and any other factors that may arise during the review process.

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5.0

4.3

CVUSD reserves the right to make the award in any manner deemed most advantageous to CVUSD. Award may be made on an item-by-item basis or a combination of items, as deemed to be in the best interest of CVUSD.

4.4

CVUSD reserves the right to reject any or all bids, or any or all items of any bid, and to waive any irregularities or information in any bids or in the bid.

4.5

Contact Attempts by Bidder to contact members of the review team may result in disqualification.

ACCEPTANCE OR REJECTION OF BIDS CVUSD reserves the right to reject any and all bids received by reason of this request, to bid separately with any source whatsoever, in any manner necessary, to serve its best interests. CVUSD realizes that conditions other than price are important and may award based on individual items bid, or any combination of individual items, or upon a cumulative total of all items bid, whichever method is determined to be in its best interests; may reject any or all bids, any part of a bid, or may waive any irregularities or information in any bids or in the bidding.

6.0

USE OF BIDS RECEIVED All bids received shall become the property of CVUSD and may not be returned.

7.0

CONTRACTUAL DEVELOPMENT The materials/services set forth in this RFB shall be furnished by the Bidder subject to all terms and conditions listed herein which Bidder, in submitting his bid, agrees to be bound by and comply with in all particulars. No other terms or conditions shall be binding on the parties unless hereafter accepted by them in writing. Written acceptance or the beginning of the performance of all or any portion of the services herein shall constitute unqualified acceptance of all these terms and conditions.

8.0.

ADDENDA CVUSD reserves the right to issue such addenda to the documents as it may desire at any time prior to the time fixed for receiving proposals. A copy of all such addenda will be promptly faxed, sent via email or delivered to each bidder. All addenda will be available on the CVUSD website at cvusd.k12.ca.us.

9.0

ASSIGNMENT OF CONTRACT The Bidder shall not assign or transfer by operation of law or otherwise assign any or all of its rights, burdens, duties or obligations without the prior written consent of the surety on the contract bid, if any, and CVUSD.

10.0

DISPUTES Except as otherwise may be provided in this document, any dispute concerning a question of fact arising under this agreement which is not disposed of by agreement, shall be decided by CVUSD’s Purchasing Supervisor who shall furnish the decision in writing. The decision of the supervisor shall be final and conclusive unless determined by a court of competent jurisdiction to have been fraudulent or capricious or arbitrary, and so grossly erroneous as necessary to imply bad faith. The Bidder shall proceed diligently with the performance of the contract pending the Purchasing Supervisor’s decision.

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11.0

RIGHT TO NOT PURCHASE CVUSD reserves the right to not purchase any or all items listed in the bid document. The quantities listed are estimated needs and may be adjusted upward or downward to meet actual needs as determined.

12.0

ORDERING Ordering shall be accomplished via presentation of CVUSD purchase order. Only orders done in this manner shall constitute a contract and only to the specific extent of each individual purchase order.

13.0

BACK ORDERS If an order will be delayed beyond the thirty (30) day required delivery period, the Bidder must immediately notify the Purchasing Supervisor.

14.0

BRAND NAMES, MODELS AND NUMBERS CVUSD has prequalified items in this bid as meeting acceptable standards for the type of school use desired as well as compatible with all components required. Items listed are compatible with CVUSD’s Wide Area Network (WAN). Any bidder proposing items not listed on the Bid Form must state the brand name and number he/she is bidding and note that they are bidding an alternate product in the designated area on the specification sheets. If none is indicated, it shall be understood that the bidder is quoting on the exact brand name and number specified in the bid form. The use of the name of a manufacturer or any special brand or make in describing any item in the bid does not restrict bidder to that manufacturer or specified article, unless specified as no substitution. This is used to indicate desired quality, construction, function and design. All goods submitted must be equal in quality and function to those specified. CVUSD shall be the sole judge as to whether deviations are, in fact, substantially equal to those specified and are acceptable and compatible. It is understood that all items being requested in this document are for new, current model year, make and model, unless otherwise specified.

15.0

SAFETY REQUIREMENTS All items proposed in response to this RFB must meet all state and federal safety requirements and regulations in effect at time of bid and must conform to the Safety Order of the State of California, Division of Industrial Safety and CAL-OSHA regulations in effect at the time of bid. Bidders receiving award of items subject to Chapter 4 (Industrial Safety Orders), California Code of Regulations, Title 8, Division of Industrial Relations, must submit to the Inventory Warehouse of CVUSD, Material Safety Data Sheets (MSDS) for all items.

16.0

INVOICES AND PAYMENTS Invoices for all materials delivered shall be made to CVUSD, which shall be liable for them. They shall be submitted in triplicate under the same firm name as shown on the bid. CVUSD shall make payment for materials, supplies or services furnished under the purchase order within a reasonable and proper time after acceptance thereof and approval of the invoices by CVUSD's authorized representative(s). Each invoice shall reference a specific Purchase Order number. Discount terms and conditions must be clearly stated for all product components and/or options submitted. All discounts shall be taken and computed from the date of delivery of acceptable material or the date of the receipt of the invoices, whichever is later. If corrections or replacement are required, cash discounts will be figured from the date of satisfactory delivery. Cash discounts for a period of less than thirty (30) days will not be considered.

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17.0

PACKAGING 17.1 Each item shall be securely packed and clearly marked as to its contents. All materials furnished must be assembled or ready for use unless otherwise specified. All shipments must be accompanied by a packing slip and CVUSD's purchase order number must appear on all cases and packages. 17.2

Packaging for shipment and all packing slips, invoices, and any other correspondence shall be by individual purchase order. Mixed orders and/or packing slips or invoices containing information on more than one purchase order will not be accepted.

17.3

The right is reserved to reject and return, at the risk and expense of the Bidder, such portions of any shipment that may be defective or fail to comply with specifications, without invalidating the remainder of the order.

18.0

DELIVERY Bidder shall be responsible for delivery and shall pay all costs for drayage, freight, and packaging for delivery, FOB CVUSD Warehouse, 519 E. Badillo St. Covina, CA 91723 unless otherwise specified in the Special Conditions.

19.0

SHIPPING ERRORS AND DAMAGE Successful Bidder shall be responsible for errors in shipping of merchandise “drop shipped” from manufacturer and for filing all claims for freight damage on behalf of CVUSD including, but not limited to, arrangements for freight damage inspections, and removal of damaged goods from CVUSD. All damaged items, whether drop-shipped or delivered by Bidder must be replaced by Bidder within 30 days at no additional cost to CVUSD.

20.0

PRODUCTS NOT MEETING SPECIFICATIONS The successful Bidder(s) shall furnish and deliver in quantities designated by CVUSD. All materials, supplies, or services furnished under the contract shall be in accordance with CVUSD specifications, CVUSD sample, or the sample furnished by the Bidder and accepted by CVUSD. Materials or supplies, which are not in accordance and conformity with such specifications, shall be rejected and promptly removed from CVUSD premises at the Bidder's expense. When a sample is taken from a shipment and sent to a laboratory for testing and the test shows the sample does not comply with the specifications, the Bidder shall pay contract sample, the cost of such test.

21.0

RETURNS CVUSD may cancel an order prior to shipping without cost or loss. After shipment date and prior to delivery, CVUSD may cancel an order with the understanding that CVUSD will be responsible for return freight costs.

22.0

DEFAULT BY BIDDER CVUSD shall hold the Bidder responsible for any damages which may be sustained because of the failure or neglect of the Bidder to comply with any term or condition listed herein, it being specifically provided and agreed that time shall be of the essence in the contract delivery requirements. If the Bidder fails or neglects to furnish or deliver the materials, supplies or services listed herein at the prices quoted, or at the times and places stated, or otherwise fails to comply with the terms, conditions and specifications of this bid document in its entirety, CVUSD may, upon written notice to the Bidder,

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cancel the contract in its entirety or cancel or rescind any or all items affected by such default and may, whether or not the contract is canceled in whole or in part, purchase the materials, supplies or services elsewhere without notice to Bidder. CVUSD reserves the right to cancel existing orders of any items affected by such default; procure the materials from other sources, and deduct from any unpaid balance due the Bidder excess costs so paid. The prices paid by CVUSD at the time such purchases are made shall be considered prevailing market price. CVUSD may collect any extra cost incurred by such default from the Bidder and the surety of the performance bond, if any. 23.0

LICENSE AND PERMIT Bidder and all of its employees or agents shall secure and maintain in force such licenses and permits as are required by law, in connection with the furnishing of material, articles or services herein listed. All operation and materials shall be in accordance with law.

24.0

INSURANCE During the life of this contract, the Bidder will be required to maintain insurance as specified below, naming CVUSD as additional insured to its policies, and file with CVUSD certificates verifying insurance coverage. Certificates to include a thirty (30) day notice of cancellation. Failure to furnish such evidence may be considered default of the Bidder.

25.0

24.1

Worker’s Compensation Bidder must procure and maintain, during the life of this contract, Worker’s Compensation Insurance for all of its employees to be engaged in work on the project under this contract and, in the case of any such work sublet, the Bidder shall require the subcontractor similarly to provide Worker’s Compensation Insurance for all the latter’s employees to be engaged in such work unless such employees are covered by the protection afforded by the Bidder’s Worker’s Compensation Insurance.

24.2

Public Liability, Automobile and Property Damage Insurance Bidder must procure and maintain, during the life of this contract, General Liability insurance in an amount not less than $1,000,000.00 (one million) for injuries, including accidental death, to any one person and subject to the same limit for each person, in an amount not less than $1,000,000.00 on account of one accident, and property damage insurance in an amount of not less than $500,000.00 (five hundred thousand).

HOLD HARMLESS The Bidder shall hold harmless, and indemnify CVUSD, its officers, trustees, employees, agents, (indemnified parties) from and against every claim, judgment, loss, deficiency, demand, damage, liability, cost, and expense, including attorney’s fees and costs (collectively “claim”) for or by reason of: 25.1

Any injury to person or property sustained by any other person, firm, or corporation in connection with performance under the purchase order, except for a claim caused by the willful act or the sole negligence of the indemnified parties.

25.2

Any injury to person or property sustained by the Bidder or by any other person, firm, or corporation, employed directly or indirectly by him upon, or in connection with, performance under the purchase order however caused.

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25.3

Any injury to person or property sustained by any person, firm, or corporation caused by any act, neglect, default, or omission of the Bidder or by any person, firm, or corporation, directly or indirectly employed by him, or in connection with performance of any of them under the purchase order.

25.4

Any liability that may arise from the furnishing or use of any copyrighted or uncopyrighted composition, secret process, patented or un-patented inventions under the purchase order.

25.5

Any liability that may arise from any defect in the design or manufacture of the products subject to this purchase order.

25.6

The Bidder, at its own expense and risk shall defend any legal proceedings that may be brought against CVUSD or the Board, its trustees, officers or employees, on any such claim or demand and satisfy any judgment that may by rendered against any of them.

26.0

EQUAL OPPORTUNITY Bidder shall not discriminate in its recruiting, hiring, promotion, demotion or termination practices on the basis of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status or sex in the performance of this contract, and to the extent they shall be found to apply hereto, shall comply with the provisions of the California Fair Employment Practices Act (commencing with section 1410 of the Labor Code), and the Federal Civil Rights Act of 1964 (P.L. 88-352).

27.0

PIGGYBACKING For the term of the Contract, and any mutually agreed extension(s) pursuant to this request for bid and subsequent contract, other schools, school districts, community college districts, public corporations or agencies, including any county, city, town or public corporation or agency within the State of California, may purchase item(s) at the same price and upon the same terms and conditions pursuant to Section 20652 and/or 20118 of the Public Contract Code. The District waives its right to require other districts and agencies to draw their warrants in the favor of the District, as provided in said code sections.

28.0

AFFIRMATIVE ACTION Each bidder must submit Affirmative Action Status Report on the form provided, with the bid response.

29.0

NON-COLLUSION DECLARATION Each bidder shall submit along with his/her Bid, a Declaration of Non-Collusion on the form provided. Failure to submit such non-collusion declaration shall be grounds to reject a bid as non-responsive.

30.0

INDEPENDENT CONTRACTOR While engaging in carrying out the terms and conditions of the Contract, the Bidder is an independent contractor and not an officer or agent of CVUSD. The Bidder should maintain adequate insurance to protect his/her interests.

31.0

LIQUIDATED DAMAGES TIME IS OF THE ESSENCE OF THE AGREEMENT AND IT IS HEREBY UNDERSTOOD AND AGREED, that it is and will be extremely difficult and impractical, if not impossible to ascertain and determine that actual damage which the Owner will sustain in the event of and by reason of any delay in the Contractor’s delivery of the materials or merchandise that are the subject of this contract. It is,

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therefore, agreed that the Contractor will pay to the Owner the sum of one hundred ($100.00) dollars per day as liquidated damages for each and every calendar day of delay beyond the time prescribed herein or in any subsequent purchase order issued pursuant to this Contract for delivery of material or merchandise. The Contractor agrees to pay the liquidated damages as provided herein, and if the same is not paid, agrees that the Owner may, in addition to its other remedies, deduct the amount thereof from any money due or that may become due to the Contractor under this Contract. 32.0

Specification Sheets: All specification sheets are to be completed and returned as a part of your bid response.

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SPECIAL INSTRUCTIONS, TERMS and CONDITIONS Bid: POS Hardware, Peripherals, & Related Service 1.0

SCOPE It is the intent of the Covina-Valley Unified School District to obtain unit cost pricing for the purchase of POS Hardware, Peripherals, & Related Service throughout the contract period.

2.0

DELIVERY 2.1 Time All other orders placed to be delivered within ten (10) days from date of the orders, unless by mutual agreement of CVUSD and the Contractor. 2.2

Location Delivery to be made to Covina-Valley Unified School District 519 E. Badillo St. Covina, CA 91723.

3.0

ASSEMBLY 3.1 Set-Up Equipment is to be delivered and ready for use at no additional charge to CVUSD.

4.0

WARRANTY 4.1 Bid Items to have a 5-year new equipment warranty (unless specified otherwise) to include all parts and labor shall be provided on all system configurations and component parts. Vendor shall be responsible for making arrangements for the pick up and return of items to CVUSD. All items returned for service and/or repair during the warranty period to be at no cost to CVUSD. Units requiring repair to be returned or replaced to CVUSD within one (1) business day from notification of problems.

5.0

BIDDER REQUIREMENTS The successful Bidder must guarantee responsive representation on behalf of CVUSD in handling all warranty issues relating to items purchased quickly and efficiently. It is also desirable for the Bidder to meet the following requirements:

6.0

5.1

Toll-Free Service Number It is desirable for the bidder to have a toll-free number for technical service, and support.

5.2

Technical Support and Service It is desirable for bidder to have a technical support and return authorization service available online through the Internet.

LIMITED NUMBER OF MANUFACTURERS Due to CVUSD’s desire to standardize acquisitions, it reserves the right to limit the number of manufacturers represented as best serves CVUSD, as determined by CVUSD. Priority will be given to bidders able to provide all items and services specified.

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7.0

SUBMITTALS Bidders are to submit technical literature, brochures, and a full description of any alternate units and/or components being proposed to CVUSD. This is not a requirement for items submitted as specified. Failure to respond within the time specified may be grounds for rejection of bid as non-responsive at CVUSD’s discretion.

8.0

RIGHT TO AWARD The Covina-Valley Unified School District reserves the right to award bid to an acceptable party who is one of the three lowest responsible bidders in any manner the Board deems appropriate, in accordance with Public Contract Code 20118.1.

9.0

PERIOD OF AGREEMENT/EXTENSION The period of time that prices quoted herein shall remain in effect for a minimum period of 36 months after bid awarded. Time extensions may be granted upon mutual consent of all parties involved within the conditions of this bid, but not to exceed a period of three (3) years.

10.0

TECHNOLOGY CLAUSE As technology advances, it is understood that improved or enhanced products may supersede existing products in both price and performance and yet be essentially similar. This request for bids seeks to address the rapid advances in technology by allowing functionally similar or identical products that may be introduced in the future, during the term of this bid, to be included under the general umbrella of compatible or replacement product lines and are thus specifically included in the bid document.

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RATE SCHEDULE AND BID SIGNATURE SHEET Bid: POS Hardware, Peripherals, & Related Service The undersigned has read all terms and conditions of the bid document and hereby proposes to furnish all items, service, maintenance, transportation, labor and materials necessary to fulfill the contract in strict conformity with all bid specifications, including addenda acknowledged as being received, and all other terms and conditions outlined in the bid document, for the sums listed. CVUSD reserves the right to reject any and all bids and to waive any irregularities or informalities therein. Unit Price

Qty

Description

50

18.5” I3 Counter Top POS Touch Terminal

$

50

Integrated PIN pad and CCD barcode reader

$

50

Automated Cash Drawer

$

10

Mobile Cart

$

5

13.3 Chromebook 2GB RAM, 16GB SSD (1 year warranty) NO Substitutions

$

5

Chrome Software Perpetual License Term, 12 Month Support NO Substitutions

$

White Glove Service: Includes imaging, service and swap out

$

On Site support within 1 business day

included

(Do Not Include Sales Tax)

$

Time and Materials

/ hour min hrs per call

FIRM NAME _________________________________________________________ ADDRESS ___________________________________________________________ TELEPHONE NUMBER ________________________________________________ FAX NUMBER _______________________________________________________ SIGNATURE OF AUTHORIZED REPRESENTATIVE _________________________________________________________________________ PRINTED NAME OF AUTHORIZED REPRESENTATIVE _________________________________________________________________________ TITLE ___________________________________________________________________ DATE_____________________________________________________________

To be completed and returned with your Bid Response

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BID FORM (This is not an order) BID: BID NO.

POS Hardware, Peripherals, & Related Service 14-15-102

BID DUE: November 5, 2014 at 3:00PM The undersigned, having carefully examined the Notice to Bidders, Information to Bidders, Specifications and other contract documents for supplying the Covina-Valley Unified School District with materials and services specified, bid the following: Materials and Services

_______________________

California Sales Tax 9.0%

_______________________

Total Bid

_______________________

These prices to remain firm for three (3) years from the date awarded. Delivery to be made within 30 days after receipt of order. Terms __________% ___________ days. FIRM NAME

________________________________________________________

ADDRESS

_________________________________________________________

CITY/STATE

_________________________________________________________

ZIP CODE

___________________

NAME/TITLE

_________________________________________________________

SIGNATURE

_________________________________________________________

PHONE NO.

___________________

FAX NO.

___________________

DATE SIGNED

___________________

VENDOR NOTE: Your signature on this form states your agreement to its terms. To be completed and returned with your Bid Response

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NONCOLLUSION DECLARATION TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID The undersigned declares: I am the __________________________ [Title] of __________________________ [Firm], the party making the foregoing bid. The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder. In signing below, bidder covenants that it has complied with the signature requirements described in Section 4 of the Information for Bidders. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ________________, 20___ [Date], at ________________________ [City], _________________ [State].

Name of Contractor (Print or Type)

Signature

Signature

Print Name

Print Name

Title

Title To be completed and returned with your Bid Response

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AFFIRMATIVE ACTION PROGRAM

Bid: POS Hardware, Peripherals, & Related Service This is An Equal Employment Opportunity Status Report. If the anticipated amount of the contract exceeds $10,000. 00, or if the anticipated annual amount of purchase orders placed with a Bidder exceeds $10,000.00, preparation of this form is required. BIDDER NAME BIDDER ADDRESS BIDDER PHONE NO BIDDER FAX NO THIS FIRM IS (Check Appropriate Box)

Independently Owned and Operated An Affiliate ) or ) A Subsidiary ) OF or ) A Division )

BIDDER HAS

Parent Company: ___________________________ Address: __________________________________ __________________________________

BIDDER HAS NOT Held contracts or subcontracts subject to the Equal Opportunity Clause of Executive Order 11246 Filed Equal Employment Opportunity Information Report EEO-1 when required. Developed a written Affirmative Action Program.

AUTHORIZED SIGNATURE TYPEWRITTEN NAME OF SIGNER TITLE DATE

To be completed and returned with your Bid Response

POS Hardware, Peripherals, & Related Service

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BIDDER QUESTIONNAIRE

Bid: POS Hardware, Peripherals, & Related Service 1

Firm Name

2

Address

3

Telephone Number

4

Fax Number

5

Name(s) and Title(s) of Company Principal(s) Years in Business Representing Proposed Line of Products/Services Years in Business at Present Location

6 7 8 9

Number of Current Customers in California/ Nation-wide Toll Free Service/ Support Number

10

Approximate Gross Annual Sales

11

Do You Maintain Your Own Service and Repair Facility and Staff? Number of Repair/Service technicians?

12 13 14

15

Location (City) of Your Service Facility for Products Being Proposed Do you offer technical support and return authorization service through the Internet? Approx. Dollar Value of Parts Inventory Maintained for Units Being Proposed

California

Nationwide

Phone #

Yes

No

Yes

No

Internet address

To be completed and returned with your Bid Response

POS Hardware, Peripherals, & Related Service

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REFERENCE FORM

Bid: POS Hardware, Peripherals, & Related Service REFERENCE #1 Firm Name Address Telephone Number Fax Number Name of Contact Person Type of Product/Service Provided Date Product/Service Provided Notes REFERENCE #2 Firm Name Address Telephone Number Fax Number Name of Contact Person Type of Product/Service Provided Date Product/Service Provided Notes REFERENCE #3 Firm Name Address Telephone Number Fax Number Name of Contact Person Type of Product/Service Provided Date Product/Service Provided Notes

To Be Completed and Returned with your Bid Response

POS Hardware, Peripherals, & Related Service

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Specifications List Counter Top Point of Sale Device MINIMUM REQUIREMENTS • Processor running at the equivalent of an Intel I3 or faster

MEETS PROPOSED (Y/N) SPECIFICATIONS

• 4 GB RAM 500 + GB HD • Minimum 18.5" inch display with resistive touch screen Attachable raised POS stand that conceals power supply from spills and the elements. WILL NOT ACCEPT "PHOTO FRAME" OR "KICKSTANDS"

• Wake on LAN capability • 10/100 Mbs Ethernet • Integrated wireless (IEEE 802.11 b/g) •3 Powered USB ports (1 port must be 3.0) • Microsoft Windows 7 Pro. License provided by Contractor. • Pre-Loaded Windows 7 Pro in addition to customer menu software Built in battery: minimum 6600 mAh

• 5-year warranty, on-site (no "carry-in" or "depot" procedures) • 24-hour repair or replacement guarantee • Integrated speakers with audio in/out ports • Operating temperature range between 41 – 104 degrees Fahrenheit and Humidity of 20% to 85% • Anti-Theft locking device • The device shall be an integrated unit that contains monitor, processor, storage, RAM, CPU, ports, etc… POS Hardware, Peripherals, & Related Service

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Specifications List (con’t) Peripheral Devises MINIMUM REQUIREMENTS

MEETS PROPOSED (Y/N) SPECIFICATIONS

F. Integrated PIN pad and CCD barcode reader: Must be compatible with school district software. Must have an external USB 2.0 connection for signal and access power only; flat cable (max 6ft.); Dimensions are approximately 2.5” x 6” x 4.5” (1” +/-differential); Power consumption of 500mA from computer; Electrical requirements of 5Vor less; Operating temperature range of 50 – 104 degree Fahrenheit; Humidity of 20% to 80%; Weight must be no more than 3 lbs

MINIMUM REQUIREMENTS G. Automated Cash Drawer: Dimensions are approximately 4 x 17 x 18” (2” +/differential; Power consumption of 300mA; Electrical requirements of 115V – 120V; Temperature range of 50 - 104 degrees Fahrenheit; Humidity of 20% - 80%; POS Port (RJ11, Multipro, etc)

POS Hardware, Peripherals, & Related Service

MEETS PROPOSED (Y/N) SPECIFICATIONS

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Specifications List (con’t) MEETS PROPOSED MINIMUM REQUIREMENTS (Y/N) SPECIFICATIONS M. Mobile Cart All-In-One unit with four levels to hold a complete POS system. Lower shelf should accommodate a bottom feed printer and pull out a minimum 18” inches in height. Top and bottom shelf should be approximately 24”W x 18”D, keyboard and printer shelf should be approximately 22”W x 17”D. Must include an electrical unit with a minimum 20’ power cord. 4” casters with minimum two (2) as lockable.

POS Hardware, Peripherals, & Related Service

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