PC\|MAC



Cleveland School District Mobile Laptop Classroom Cart(Bid Specifications)GENERAL OVERVIEW AND BACKGROUNDThe Cleveland School District is purchasing 4 Mobile Laptop Cart Solutions for the Cleveland Primary School and the Cleveland Secondary Schools. STATEMENTS OF UNDERSTANDINGThe Vendor must provide pricing for all hardware, software, maintenance, and support for the proposed solution.Proposed equipment must be new from the manufacturer and qualify for warranty and maintenance services.Vendor must be aware that the specifications detailed below are minimum requirements. Should Vendor choose to exceed the requirements, Vendor must indicate in what manner the requirements are exceeded. The Cleveland School District will make the final determination if the change is exceeding specifications.2.4 Computers will be shipped to Cleveland Mississippi 38732 at a specific address to be determined prior to shipment.2.5No installation by the vendor will be required.FUNCTIONAL/TECHNICAL SPECIFICATIONSVendor must provide pricing for the equipment listed in Attachment A, Information Form.3.2 If any component(s) necessary for operation of the requested system is omitted from Vendor’s proposal, Vendor must be willing to provide the component(s) at no additional cost. This includes, but is not limited to, keyboards and mice, all cabling, connectors, adapters, etc. necessary to render the configuration fully operational.WARRANTY/MAINTENANCEVendor must provide a minimum of 3 years warranty for both the cart and batteries.REFERENCESVendor must provide at least three references, preferably from school districts. At least one reference must be from an entity located in the state of Mississippi. A form for providing reference information is attached as Attachment B. The Cleveland School District requires that references be from completed and/or substantially completed jobs that closely match this request. Reference information must include, at a minimum,Entity Supervisor’s name Supervisor’s telephone numberSupervisor’s email addressReferences including people no longer employed by the entity being referenced cannot be used. Inability to reach the reference will result in that reference deemed non-responsive.5.3 Vendors receiving negative references may be eliminated from further consideration.5.4 The Cleveland School District reserves the right to request information about the Vendor from any previous customer of the Vendor of whom the District is aware, even if that customer is not included in the Vendor’s list of references.ADDITIONAL REQUIREMENTSThe Cleveland School District acknowledges that the specifications within this document are not exhaustive. Rather, they reflect the known requirements that must be met by the proposed system. Vendors must specify what additional components, if any, may be needed and are proposed in order to complete each configuration.Freight is FOB destinationThe contract associated with this bid is attached for your review. It is the standard document used by the Cleveland School District for equipment purchases made with American Recovery and Reinvestment Act funds.SCORING METHODOLOGY The Cleveland School District will use any or all of the following categories in developing a scoring mechanism for this bid prior to the receipt of proposals. All information provided by the Vendors, as well as any other information available to Cleveland School District staff, will be used to evaluate the proposals.CostPrevious experience with vendorWarrantyReferencesValue-AddEach category included in the scoring mechanism is assigned a weight between one and 100. The sum of all categories, other than Value-Add, will equal 100 possible points. Value-Add is defined as product(s) or service(s), exclusive of the stated functional and technical requirements and provided to the District at no additional charge, which, in the sole judgment of the District, provide both benefit and value to the District significant enough to distinguish the proposal and merit the award of additional points. A Value-Add rating between 0 and 5 may be assigned based on the assessment of the District. These points will be added to the total score.INSTRUCTIONS TO SUBMIT PRODUCT AND COST INFORMATIONBids will be opened at 12:00 p.m., Wednesday, February 10, 2010 in the conference room of the Cleveland School District Administration Office at 305 Merritt Dr, Cleveland, Mississippi. Bids must be submitted in a sealed envelope clearly marked as follows:“IBO Mobile Laptop Classroom Carts” for the Desktop Computer Bid Envelopes not so marked may remain sealed.The first page showing in your bid submission packet must be Attachment A so the total bid price may be easily seen for the bid tabulation.SPECIFICATIONSCart SpecificationsCart must house and secure 24 netbooks.Cart must be capable of simultaneously charging 24 netbooks.Cart must have an integrated high-efficiency charging system that does not require the use of individual puter SpecificationsLaptop must be a netbook in design.Must use an Intel Atom processor or greater. Intel processor only.Must have, audio input and output ports, USB2 Ports, 1 Ethernet 10/100/1000 port.10 in or greater LED Display2 Gig RAM80 Gig HD or greater.Intel MotherboardWireless 802.11 b/g capabilitiesWindows Home Edition is acceptable.GPS Tracking or Tracking Software.3 cell or greater primary battery.3 year Warranty on system with mail–in or onsite service. Please include accidental damage.Office 2007 Professional Edition.Vendor must image the computers using a master image created by the district and delivered back to the vendor prior to shipment of the computers. (Master will be a hard drive created on a computer exactly as will be delivered. The computer to create the master, including the monitor, will be provided to the Cleveland School District by the vendor). Image computer will be one of the computers being purchased sent in advance before the rest are sent. We request simple spare parts like hard drives to on hand for any failure.Warranty SpecificationsWarranty must be a call in warranty where the technical staff of the Cleveland School District, after making the repair with the spare parts (see computer specs), calls the VENDOR, (Note this is NOT the manufacture unless the vendor is the manufacturer) and tells the vendor what part was replaced to complete the repair. The vendor will then have the part(s) sent to the Cleveland School District within TWO DAYS at no charge to the district including freight and return freight if applicable. If laptop or netbook, technical staff will likely request repair of system by either sending system into the repair center or onsite repair depending on the warranty provided if the system cannot be repaired in-house. Vendor will describe in Attachment C, the warranty process the Cleveland School District will follow when making a warranty claim. Warranty must be available nationally for commercial as well as government / education. Vendor must provide documentation to this effect.Additional SpecificationsVendor must have been in business for at least 10 years on the date the bid is opened.Vendor must complete ALL attached forms (Attachments A-C). Bids with incomplete forms may not be considered.IMPORTANT INFORMATIONIn order to maintain complete records of our communications, all communications regarding this bid must be done via email using the address ngong@cleveland.k12.ms.us (this is a non-filtered email address) If no response is received within 12 hours, please call 662-843-3529 to confirm receipt of the email communication.Enclosures:Attachment A, Information Form (Inserted as the first page of the bid submission)Attachment B, Reference Information FormAttachment C, Standard Purchase AgreementAttachment D, Detailed Description of the required vendor attachmentsRequired Vendor Attachments:Picture of the complete unitWarranty Process Description FormDescription of the imaging process to be followed(THIS PAGE MUST BE THE FIRST PAGE IN THE BID SUBMISSIONDOCUMENTATION)ATTACHMENT AINFORMATION panyYears inName:Business:Contact Name: Phone #:Contact E-mail:COMPUTER COMPONENT INFORMATIONPartDescriptionMfgMfg Part #MotherboardCPUHard DriveRAMCD/DVD DeviceMonitorOperating SystemNumber of USB2 ports on the Computer ________Length of Warranty _________ (Warranty Process Description Attached)Audio Input ______ (Y or N) Audio Output (Y or N)PRICING INFORMATIONTOTAL BID PRICE FOR 4 Laptop Carts, 96 Netbooks, Wireless, Warranty, Freight, Spare Parts and Disk ImagingDELIEVERED TOCleveland Mississippi 38732(Specific address to be determined prior to shipment)TOTAL BID PRICE _____________________ATTACHMENT BREFERENCE INFORMATION FORMThe information provided below will be used to contact references. At least one reference must be from an entity located in the state of Mississippi.EntityContact’s NameContact’s TitleContact’s Telephone #Contact’s E-Mail AddressLength of ProjectBrief Description of ProjectEntityContact’s NameContact’s TitleContact’s Telephone #Contact’s E-Mail AddressLength of ProjectBrief Description of ProjectEntityContact’s NameContact’s TitleContact’s Telephone #Contact’s E-Mail AddressLength of ProjectBrief Description of ProjectATTACHMENT DDescription of Required Vendor Attachments1) Picture of UnitVendor must attach a picture of the completed unit to allow the district to determine if it will meet the footprint specifications. The picture must include both a front and 1 or 2 back views that clearly shows all of the ports and the DVD tray. 2) Warranty Process DescriptionA vendor must attached a detailed description of the process that the ClevelandSchool District technology department will use to obtain warranty service. This description must include:The name of the company supplying the warranty serviceThe phone number to call for warranty serviceWhat information will be expected of the District technology personnel when the call is made?Expected time for delivery of repair parts.Process for escalation of an issue if it is not resolved to the satisfaction of the district.3) Description of the Imaging ProcessState the name of the company that will be responsible for the imaging of the computers prior to shipmentContact information for making the arrangements for the imaging processDescription of how the vendor will get a master unit to the Cleveland School District for the purpose of creating the master hard drive. This should include any invoicing that may occur for bookkeeping purposes. Return Address to which the master hard drive will be sent.Scope of Warranty DocumentationVendor must provide documentation that the warranty proposed in this bid is available nationally to schools and government as well as to commercial entities. Purchase Contract(Contract# _____)COMPANY NAME of COMPANY CITY agrees, upon receipt of a duly signed purchase order from the Cleveland School District, to deliver the items listed below to the Cleveland School District at 305 Merritt Dr, Cleveland Mississippi for the price of $AMOUNT. The Cleveland School District agrees to pay $AMOUNT to COMPANY NAME after all merchandise has been delivered ,determined acceptable, and approved for payment by the school board at its regularly monthly board meeting, usually held on the second Monday of each month.ITEMS TO BE DELIVEREDQtyPart NumberItemPrice EachExtensionTotalSIGNATURES:COMPANY NAMEPrinted Name ____________________________ Title ________________Signature ____________________________ Date ________________Cleveland School DistrictPrinted Name ____________________________ Title ________________Signature ____________________________ Date ________________ ................
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