Arkansas City Public Schools USD 470
Arkansas City Public Schools USD 470 Request for Proposals: Chromebooks February 2017
Jeri Crumbliss Director of Business and Operations USD 470 Administrative Office: 620-441-2000 Bob Squires Director of Technology USD 470 Technology Office: 620-441-2088
Overview Arkansas City Public Schools USD 470, to be referred to as USD 470 or the district in this document, is issuing a Request For Proposals (RFP) for the items listed in this document. A vendor may submit an RFP response for any or all of these items. Responses must include all costs including hardware, software, billable time, supplies, and any other cost associated with the particular item. Responses to this RFP must be submitted to Jeri Crumbliss, Director of Business and Operations, 2545 Greenway, Arkansas City, KS 67005, by 2:00 p.m. on March 6, 2017, to be considered in this process. Any entry that is submitted after this deadline will not be considered. USD 470 will review and score each response to the RFP based on predefined assessment criteria. As a result, items such as cost, company experience, ability to achieve desired service levels, references, capacity of proposed technologies, solution interoperability, and project delivery methods may be considered in the final decision. The recommended RFP/vendor must be approved by the USD 470 Board of Education prior to awarding the project. In the event the selected vendor is unable to provide the products or services in a mutually agreeable time frame, an alternate company may be selected. All vendors will be notified of selection results within seven days of selection. Upon selection, the company will work with district staff to begin project plan development and define deployment time-lines. All contracts and supporting documentation will be approved by both parties before any costs are incurred or work is performed. All contracts will be reviewed by district counsel and any contract terms that are not acceptable by the district may be grounds for dismissing the selected vendor. A vendor-neutral approach is taken for this project but any solution must meet the requirements listed in the project. Lack of required functionality is not acceptable. Any solution must be interoperable with a wide variety of other solutions. USD 470 – Arkansas City Public Schools reserves the right to reject any and/or all proposals in response to this request. Force Majeure is in effect.
February 2017 RFP page 2
Items for this RFP Brands and models, if listed, are for comparison purposes only; comparable models will be considered. While cost is a major consideration, it is not the sole consideration and the selected model(s) must meet the durability and operability expectations of the district. In order to provide the best possible educational experience, USD 470 will be solely responsible for evaluating the most effective model to be purchased. The ideal device will have the following specifications and attributes:
➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔
Ruggedized and designed with the student in mind Easily and affordably repairable by USD 470 staff Repair parts readily available to USD 470 staff Touch screen 360º flip screen (2 in 1) It is preferable but not required that these devices use a USB-C charger Chrome OS 4 GB RAM 16 GB Hard Drive -802.11ac
USD 470 is seeking bids on a total of 870 Chromebooks. We ask for 2 bids:
Bid 1) 870 - 10 inch screen, or similar size, 2 in 1 Chromebooks 870 - Chrome Management Licenses Bid 2) 870 - 11 inch screen, or similar size, 2 in 1 Chromebooks. 870 - Chrome Management Licenses The purpose of the two bids is to provide the district with the option to purchase a combination of the two sizes. In the case of a combination order the minimum number of either model would be 220. Unit prices must hold true to allow the district to purchase all of a single type/size or a combination of the two bids for a total of 870 units. if there are any questions about the bid expectations please contact Bob Squires, Director of Technology. Specifications listed are to be considered the minimum acceptable.
Conventions Throughout this document technical terminology or jargon may be used to describe a solution, technology, or organization structure. Every effort has been made to use a common vernacular that is commonly accepted in the IT industry. If there is confusion about the meaning of a particular term, questions can be submitted to Bob Squires, Director of Technology. In no way will responses to these inquires postpone or change the due date for proposals. One hard copy of the RFP response must be received by Jeri Crumbliss, Director of Business and Operations, 2545 Greenway, Arkansas City, KS 67005, by 2 p.m. on March 6, 2017. Electronic copies may be submitted to [email protected], however hard copies must be received by the stated deadline to be considered. Value added components may be offered if desired. Omissions or errors in responses will be the responsibility of the vendor.
Contact Information Bob Squires 620-441-2088 [email protected] Director of Technology USD 470 2207 North 8th Street Arkansas City, Ks 67005
Jeri Crumbliss 620-441-2000 [email protected] USD 470 Director of Business and Operations 2545 Greenway Arkansas City, Ks 67005
February 2017 RFP page 3
Evaluation Rubric
February 2017 RFP page 4
Jeri Crumbliss Director of Business and Operations USD 470 Administrative Office: 620-441-2000 Bob Squires Director of Technology USD 470 Technology Office: 620-441-2088
Overview Arkansas City Public Schools USD 470, to be referred to as USD 470 or the district in this document, is issuing a Request For Proposals (RFP) for the items listed in this document. A vendor may submit an RFP response for any or all of these items. Responses must include all costs including hardware, software, billable time, supplies, and any other cost associated with the particular item. Responses to this RFP must be submitted to Jeri Crumbliss, Director of Business and Operations, 2545 Greenway, Arkansas City, KS 67005, by 2:00 p.m. on March 6, 2017, to be considered in this process. Any entry that is submitted after this deadline will not be considered. USD 470 will review and score each response to the RFP based on predefined assessment criteria. As a result, items such as cost, company experience, ability to achieve desired service levels, references, capacity of proposed technologies, solution interoperability, and project delivery methods may be considered in the final decision. The recommended RFP/vendor must be approved by the USD 470 Board of Education prior to awarding the project. In the event the selected vendor is unable to provide the products or services in a mutually agreeable time frame, an alternate company may be selected. All vendors will be notified of selection results within seven days of selection. Upon selection, the company will work with district staff to begin project plan development and define deployment time-lines. All contracts and supporting documentation will be approved by both parties before any costs are incurred or work is performed. All contracts will be reviewed by district counsel and any contract terms that are not acceptable by the district may be grounds for dismissing the selected vendor. A vendor-neutral approach is taken for this project but any solution must meet the requirements listed in the project. Lack of required functionality is not acceptable. Any solution must be interoperable with a wide variety of other solutions. USD 470 – Arkansas City Public Schools reserves the right to reject any and/or all proposals in response to this request. Force Majeure is in effect.
February 2017 RFP page 2
Items for this RFP Brands and models, if listed, are for comparison purposes only; comparable models will be considered. While cost is a major consideration, it is not the sole consideration and the selected model(s) must meet the durability and operability expectations of the district. In order to provide the best possible educational experience, USD 470 will be solely responsible for evaluating the most effective model to be purchased. The ideal device will have the following specifications and attributes:
➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔ ➔
Ruggedized and designed with the student in mind Easily and affordably repairable by USD 470 staff Repair parts readily available to USD 470 staff Touch screen 360º flip screen (2 in 1) It is preferable but not required that these devices use a USB-C charger Chrome OS 4 GB RAM 16 GB Hard Drive -802.11ac
USD 470 is seeking bids on a total of 870 Chromebooks. We ask for 2 bids:
Bid 1) 870 - 10 inch screen, or similar size, 2 in 1 Chromebooks 870 - Chrome Management Licenses Bid 2) 870 - 11 inch screen, or similar size, 2 in 1 Chromebooks. 870 - Chrome Management Licenses The purpose of the two bids is to provide the district with the option to purchase a combination of the two sizes. In the case of a combination order the minimum number of either model would be 220. Unit prices must hold true to allow the district to purchase all of a single type/size or a combination of the two bids for a total of 870 units. if there are any questions about the bid expectations please contact Bob Squires, Director of Technology. Specifications listed are to be considered the minimum acceptable.
Conventions Throughout this document technical terminology or jargon may be used to describe a solution, technology, or organization structure. Every effort has been made to use a common vernacular that is commonly accepted in the IT industry. If there is confusion about the meaning of a particular term, questions can be submitted to Bob Squires, Director of Technology. In no way will responses to these inquires postpone or change the due date for proposals. One hard copy of the RFP response must be received by Jeri Crumbliss, Director of Business and Operations, 2545 Greenway, Arkansas City, KS 67005, by 2 p.m. on March 6, 2017. Electronic copies may be submitted to [email protected], however hard copies must be received by the stated deadline to be considered. Value added components may be offered if desired. Omissions or errors in responses will be the responsibility of the vendor.
Contact Information Bob Squires 620-441-2088 [email protected] Director of Technology USD 470 2207 North 8th Street Arkansas City, Ks 67005
Jeri Crumbliss 620-441-2000 [email protected] USD 470 Director of Business and Operations 2545 Greenway Arkansas City, Ks 67005
February 2017 RFP page 3
Evaluation Rubric
February 2017 RFP page 4
