SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSALS, RFP No Apple Device Repair. REQUEST FOR PROPOSAL RFP No.

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1 SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSALS, RFP No Apple Device Repair REQUEST FOR PROPOSAL RFP No Apple Device Repair PROPOSAL DUE DATE Proposals must be submitted by 11:00 a.m., Wednesday, November 22, 2017 SUBMIT RESPONSE TO SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT ATTN: Eva Ramirez, Buyer - Purchasing Services Main Lobby Foyer Area (Bid Box) 777 North F Street San Bernardino, CA Phone: (909) RFP No Apple Device Repair Page 1 of 25

2 SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT 777 North "F" Street San Bernardino, CA REQUEST-FOR-PROPOSALS RFP No Apple Device Repair NOTICE IS HEREBY GIVEN that the San Bernardino City Unified School District of San Bernardino County, State of California, acting by and through its Governing Board, hereafter referred to as the District, is soliciting sealed proposals in response to RFP No Apple Device Repair Proposals may be received up to but not later than: Wednesday, November 22, 2017 at 11:00 a.m. Vendors who are desirous of securing a copy of the RFP documents may do so by download from the District s website at: Proposal responses must conform and be responsive in accordance with the RFP Documents that are on file for examination at the District s Purchasing Department and posted on the District s website. Proposals must be received at the PURCHASING DEPARTMENT, BID BOX, SAN BERNARDINO CITY UNIFIED SCHOOL DISTRICT, 777 North F Street, San Bernardino, CA 92410, and shall be opened on the date at the below stated time and place. All responses must be clearly marked on the outside of a sealed envelope with the Vendor s company name and the RFP number. It is the Vendor s sole responsibility to ensure that its proposal response is received at the correct location and by the time of opening. No Vendor may withdraw its RFP for a period of 60 days after the date set for the opening of proposals. Any clarifications or corrections to this RFP shall be made by written addendum. Addenda will be posted on the District s website referenced above. It is the bidder s sole responsibility to periodically check the site for any amendments and respond accordingly. All questions or request for clarification must be submitted via to evangelina.ramirez@sbcusd.com Contract award is contingent upon availability of funds. Minority and Disabled Veterans Businesses are specifically encouraged to respond. The District reserves the right to accept or reject any or all proposals, and to accept or reject any item, to withdraw a line item or entire RFP, and to waive any irregularities or informalities in the RFP document(s). The District may award any, all, or none of this RFP. By: Eva Ramirez Purchasing Services - Buyer 1 st PUBLICATION: Wednesday, November 1, nd PUBLICATION: Wednesday, November 8, 2017 Request for Clarification: Monday, November 13, 2017 Public Opening: Wednesday, November at 11:00 a.m. RFP No Apple Device Repair Page 2 of 25

3 TABLE OF CONTENTS Purpose, About the District and Current Environment... 4 Notice Inviting Proposals... 4 Instructions to Proposers Proposal Submission... 5 Fee Schedule Proposal Format... 6 Proposal Acceptance Evaluation Criteria... 7 Schedule of Events... 7 Term of Contract Award (District T&C s)... 8 Sample Agreement Scope of Work Apple Device Repair Price Proposal Signature Form Supplemental Questionnaire Required Certifications/Forms RFP No Apple Device Repair Page 3 of 25

4 INTRODUCTION 1.0 Purpose, About the District and Current Environment 1.1 Purpose - The purpose of this Request for Proposal is to solicit proposals from well qualified Vendors to provide the District with an Apple hardware repair vendor for in warranty and out-of-warranty devices. 1.2 About the District - The San Bernardino City Unified School District has an Average Daily Attendance (ADA) of approximately 54,000 students, and is located in central San Bernardino County and serves a diverse geological area of approximately 105 square miles. San Bernardino City Unified School District consists of small schools in rural mountain and foothill communities and larger suburban schools in valley flatland areas. The district operates 49 elementary schools, 11 middle schools, and 10 high schools. In addition, the District operates a continuation school, community day school, independent study schools, charter schools, and adult education and preschool programs. (For additional information on the District, log onto ) 2.0 Notice Inviting Proposals All interested Vendors are invited to submit sealed proposals in accordance with the terms and conditions stated in this Request for Proposal (RFP). Vendors must possess strong experience and must be a local (50-mile radius) Apple Authorized Service Provider with Apple Certified Technicians for Apple s various products. Must have Certified Technicians for each model/product group if certification is specific to only certain products. The District is seeking proposals demonstrating Best Value proposals meeting or exceeding RFP specifications. To be eligible for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation within the timeframe specified herein. It shall be the sole responsibility of the Vendor to ensure proposals are submitted on the date, time and location specified in the RFP document. San Bernardino City Unified School District reserves the right, in its sole discretion, to determine the criteria and process whereby proposals are evaluated and awarded. No damage shall be recoverable by any challenger as a result of these determination or decision by the San Bernardino City Unified School District Board of Education. A copy of the RFP can be viewed and downloaded by accessing the District s web site at If a proposer discovers any ambiguity or error such as a conflict, discrepancy, omission, or other error in the RFP, the proposer shall immediately notify the District in writing. The last day the District will accept and respond to request for clarifications is Wednesday, November 13, 2017, 11:00 am. All questions or requests for clarification regarding this proposal are to be submitted via directed to the attention of Eva Ramirez, Buyer - Purchasing Services at evangelina.ramirez@sbcusd.com. Contact with any other individual regarding this solicitation may be grounds for rejection. Responses to questions and/or RFP clarifications will be posted on the District web site as addenda. It is the sole responsibility of each bidder to periodically check the web site for any addenda postings. Acknowledgement of all addenda must be submitted with proposal response. Failure to acknowledge in writing the receipt of any addendum may result in proposal rejection. INSTRUCTIONS TO PROPOSERS: RFP No Apple Device Repair Page 4 of 25

5 The term Proposer, Vendor, Service Provider, Bidder and Provider shall refer to the party submitting a proposal pursuant to this RFP and/or the party selected by the District to perform the Project pursuant to this RFP 3.0 Overview The District is soliciting bids from well qualified Service Providers to provide labor, equipment, tools, vehicles, and materials necessary to service, maintain and repair all Apple Devices currently being used by the District. The initial contract term shall be for approximately (12) twelve months with the option to extended annually for a total of (5) five years. The initial estimated dollar value of this contract is anticipated to be $50,000. The District reserves the right to add additional equipment and contract dollar amounts throughout any term of the bid or extension. Bid prices to are to remain firm throughout any contract term or extension, except for inflationary adjustment which may be approved by the District at its sole discretion annually. The total contract, including any extensions is estimated not to exceed $300, Proposal Submittal One (1) original and two (2) copies of the Proposal must be mailed or delivered in a sealed envelope to the below stated address and identified as RFP No : Apple Device Repair, in the bottom left-hand corner of the envelope. The word ORIGINAL shall be plainly stated on the original Proposal document. It is not necessary to submit each proposal in a separate envelope. All proposals may be submitted in one packet. The cost of preparing and submitting a proposal is the sole responsibility of the proposer and shall not be chargeable in any manner to the District. The contents of any proposal shall not be disclosed as to be made available to competing entities during the evaluation process. Proposal documents must not contain any erasures, interlineations, or other corrections unless each such correction is initialed in the margin immediately opposite by the person or persons signing the proposal. Responsibility for errors or omissions on the part of respondents will not be assumed by the District. No oral, telegraphic, , or telephone quotations or modifications will be accepted. Any discounts the Proposer desires to provide the District shall be included in the RFP amounts and shall not be set forth separately Proposals must be received in the San Bernardino City Unified School District Bid Box, Attn: Eva Ramirez, Buyer - Purchasing Services, 777 F Street, San Bernardino, CA, not later than Wednesday, November 22, 2017, 11:00am PACIFIC STANDARD TIME. E- mailed or faxed proposals will not be accepted. 5.1 Proposed Fee Schedule/Costs A fee schedule/proposed cost for each service, product or software being proposed must be clearly identified in the price proposal. Price proposal shall be in a separate sealed envelope and clearly marked Price Proposal. Be thorough and specific as price will be weighed heavily in determining Best Value and will form the basis of any contract award. Fees/costs shall identify all terms, including but not limited to: 1) Hourly labor cost for hardware troubleshooting and replacement including removal of all user data from replaced hard drives; 2) Hourly labor cost for software troubleshooting and/or reinstallation; 3) Diagnostic cost for desktops, laptops and ipads; 4) Fixed Cost of glass replacement for mobile devices (Tablets, Laptops); 5) Cost of data backup and transfer from old hard drive to new hard drive in same system; and 6) Cost to dispose of parts removed, and any e-waste fees associated with their disposal. Fees shall remain firm for the initial contract period, estimated to be January 2018 thru January 2019 and must be signed by an individual authorized to commit and contractually bind the vendor. The District RFP No Apple Device Repair Page 5 of 25

6 anticipates awarding a 1-year contract, with an option to extend yearly for an additional four (4) years not to exceed five (5) years total. Contract rates shall remain firm for each 12-month contract period. A maximum price increase of 5% per contract term may be negotiated subject to existing market conditions. In the event of a general price decrease the District reserves the right to revoke the RFP award unless the decrease is passed on to the District. Vendor shall provide 3-months advance notice of annual request for increase in rates, which shall be subject to negotiation and written agreement between the parties Proposal Format Each proposal should be clearly divided into sections (and subsections at vendor s discretion). Prospective vendors are encouraged to follow the format shown below. Read the RFP carefully and respond accordingly. Failure to do so may be cause for rejection. At a minimum, proposals should include the following sections: Section 1 Executive Summary Outline of services along with a brief summary of your firm s qualifications and years in business including: a. Description of your firm s experience with (3) projects of similar size and complexity. Include scope of projects, description and cost. Provide name of District, contact names and phone number for references. b. Identify and describe the qualifications of your proposed project team. Section 2 Response to the Apple Device Repair SOW and Supplemental Questionnaire (page 14 and page 16 through 18) Section 3 Exceptions taken to District Terms & Conditions, contract modifications, deletion or additions vendor would like District to consider. Section 4 Methodology Describe how your Firm will provide services and fulfill the requirements and expectations of the District and this RFP. Use this section to address the ability of our company to undertake and accomplish the required scope of services while meeting all deadlines. Provide a startup action plan and timelines to complete the project. Section 5 Other Section 6 - Certifications and Other Required Forms (pages 16 through 25) Fee Schedule, Costs, Pricing Structure Provide the cost for each service called out on the Price Proposal Signature Form and an itemized unit cost breakdown as an attachment to your Fee Proposal and Signature Form. (Page 15) (Place in separate sealed envelope, clearly mark Fee Proposal ) 5.2 Proposal Acceptance Failure to submit the information requested may result in the District s request for prompt submission of missing information and/or giving a lower evaluation of the proposal. The District reserves the right to reject proposals which are substantially incomplete or lack material information. RFP No Apple Device Repair Page 6 of 25

7 Issuance of this RFP and receipt of proposals does not commit the District to make an award. The District reserves the right to postpone opening, to accept or reject any or all proposals received, to waive any informality or irregularity in the proposal response, to negotiate with other than the highest ranked proposer, or to cancel all or any part of this RFP, all in the best interest of the District. Any award will be contingent upon available and approved funding. A proposer may modify or withdraw a proposal after submission by written notice of withdrawal provided that the proposal is withdrawn prior to the due date. No proposal may be withdrawn for a period of sixty (60) days after stated due date of proposal response. No proposal or proposal modification received after the due date will be considered 5.3 Proposal Evaluation All Proposals will be evaluated for completeness and the proposer s ability to meet or exceed RFP specifications. A contract, if awarded, will be pursuant to California Public Contract Code , which permits the District to competitively negotiate such contracts and to consider more than simply price in awarding the contract. In this case, price will be one of the most heavily weighted factors; though the District will also consider the prospective Vendor s ability to meet the minimum technical specifications for the services as described in the RFP, as well as other relevant factors, including but not limited to performance reliability, speed of service, warranties and customer support Proposal Evaluation Criteria During the evaluation period, the District reserves the right to conduct on District site, telephone or conversations with a Proposer to clarify proposals, competitively negotiate, ask questions or obtain additional information. The criteria listed below are not necessarily an all-inclusive list. While price will be the most heavily weighted criteria, the order of appearance is not intended to indicate relevance of importance. Once a proposer has been found responsive to the RFP requirements, a determination of award will be made based on the following considerations: Criteria Points Fee Schedule, Costs, Best Value Pricing Structure 40 Responses to Scope of Work; Apple Device Repair & Supplemental Questionnaire. Proposal offering overall most attractive and best value 25 to the District Firm s expertise, background, personnel qualifications, experience with similar clients, acceptance and/or alternate T&C s offering 15 Customer Service and Support 15 Proposal format, organization and clarity 5 Total Points Schedule of Events Closing Date for RFP Questions Monday, November 13, 2017 at 11:00am Proposal Due Date Wednesday, November 22, 2017 at 11:00 am Anticipated Notice of Intent to Award December 2017 Anticipated Board Approval/Contract Award January 2018 Anticipated Start Date January 2018 NOTE: Above dates are approximate and subject to change. RFP No Apple Device Repair Page 7 of 25

8 6.0 Term of Contract Any award made between the District and successful proposing Vendor will consist of a District Agreement (a copy of which is included in this RFP package), this RFP document, all addenda, the Vendor s submitted proposal, all negotiation documents, District s Terms & Conditions, and any resulting Purchase Order(s). The contract period will be for a period of one (1) year upon approval of contract award by the San Bernardino City Unified School District Board of Education, with the District reserving the option to extend for an additional four (4) years, not to exceed a total of five (5) years. 6.1 Exceptions to T&Cs - If proposer does not agree with any terms or conditions of this RFP document, the District s contract, or any District Terms and Conditions, the proposer must present its exceptions with its proposal. If no concerns are expressed by proposer, the District shall consider that all terms and conditions of the RFP and District contract are accepted. If proposer has Software License Agreements, contract modifications, deletions or additions it would like the District to consider, those software license agreements, contract modifications, deletions or additions must be submitted with the proposal. The District reserves the right to negotiate and/or reject proposals based upon alternate T&C s offering and/or any exceptions taken to any District contract terms and/or District RFP Terms and Conditions. 7.0 Assignment Contract shall not be assignable in whole or in part without prior written consent of the District. In the event of any assignment hereunder to which the District has consented, each such assignment shall contain a provision that further assignments shall not be made to any third or subsequent party without additional written consent of the District. 8.0 Mediation/Arbitration If a dispute arises out of or relates to the contract, or the breach thereof, and if said dispute cannot be settled through direct discussions, the parties agree to first endeavor to settle the dispute in an amicable manner by mediation under a mutually agreed upon process before resorting to arbitration. Thereafter, any unresolved controversy or claim arising out of or relating to the Agreement, or breach thereof, shall be settled by arbitration in the State of California, San Bernardino County, in accordance with a mutually agreed upon process. 9.0 Fingerprint Requirements This RFP and any resulting contract award are subject to the provisions of Education Code Section Upon contract award, the successful Bidder will be required to comply with these fingerprint requirements. The Service Provider s employees are required to submit fingerprints to the Department of Justice where an employee may come into contact with students at any school site Debarment, Suspension and Exclusion The successful bidder shall certify, that neither it nor its principals is presently debarred, suspended, proposed for debarment; declared ineligible, or voluntarily excluded from participation in the transaction by any Federal department or agency. It further agrees by submitting this proposal that it will include this clause without modification in all lower tier transactions, solicitations, proposals, contract and subcontracts. Where the bidder or any lower tier participant is unable to certify to this statement; it shall attach an explanation to the RFP response RFP No Apple Device Repair Page 8 of 25

9 11.0 Contract Termination Default - In addition to any other rights of termination or any other remedies available at law or in equity, including but not limited to, liquidated damages, if District determines that a default or violation under the contract has occurred, it shall provide written notice to the Vendor describing the default or violation and it shall require the default or violation to be cured within five (5) business days. If the default or violation is not cured within that five (5) day period, the District may exercise its right to terminate the contract. In the event of a termination, District shall send a notice of termination in any manner acceptable as described in Notices, to the Vendor declaring the contract to be terminated as of the date provided in the notice Unsatisfactory Performance - If, at any time during the performance of the contract it is determined that Vendor s Services are unsatisfactory, the District shall provide written notice to the Vendor describing the unsatisfactory performance and a reasonable cure period. If the performance remains unsatisfactory at the end of the cure period, the District shall provide notice to the Vendor and the District shall have the right to terminate the contract as may be stated in the notice. In the event of a termination, the District is obligated to make payments only for services rendered up to the notice of termination Convenience - In addition to any other termination conditions, the District may terminate this contract, in whole or in part, for any reason whatsoever. The District will give 30 days advance written notice Payment & Remedies - At the time of termination, payment of invoices for products and services already received and approved in accordance with the RFP documents shall be the responsibility of the District. The District shall not be responsible for any loss of profits resulting from the cancellation. There shall be no early termination fee charged to the District. District s right to terminate the contract as stated herein is in addition to any remedies District may have, including but not limited to assessing liquidated damages Damages for Equipment Damage Actual damages shall be paid by the Service Provider in the amount it would cost the District to acquire a new, functionally equivalent replacement device(s) if the District s equipment is damaged by or through the fault or negligence of the Provider or Provider s agents during the period of repair and said equipment cannot be repaired. In all cases, the repaired equipment must be operationally approved before payment is made to the Provider for the service. If damaged equipment is not able to meet operational standards, then the Service Provider agrees to repair said equipment at the expense of the Provider, or replace the equipment Non-Availability of Funds Contracted services are contingent upon availability of funds. The District is not responsible, nor will it be penalized, for canceling or extending the contract due to lack of funding. Vendor agrees to stop work upon notification by the District. In accordance with the RFP documents, the District will issue payment for the portion of work, product or service received Insurance Throughout the life of the Contract, Vendor shall pay for and maintain in full force and affect the following policies of insurance: RFP No Apple Device Repair Page 9 of 25

10 Commercial or Comprehensive and General Liability insurance which shall include Contractual Liability, Products and Completed Operations coverages, Bodily Injury and Property Damage (including Fire Legal Liability) Liability insurance with combined single limits of not less than $2,000,000 per occurrence, and if written on an Aggregate basis, $4,000,000 Aggregate limit (CG 0001) Commercial (Business) Automobile Liability insurance, endorsed for any auto with combined single limits of liability of not less than $1,000,000 each occurrence. (CA 0001) Professional Errors and Omissions not less than $1,000,000 per Claim/$2,000,000 Aggregate. (5-year discovery and reporting tail period coverage). Certificate of Insurance only required Workers Compensation as required under the California Labor Code, and Employers Liability Insurance with limits not less than $1,000,000 per accident/injury/disease. All insurances shall be with a California Admitted insurer, with a rating of A or better, as rated by the current edition of Best's Key Rating Guide, published by A.M. Best Company, Oldwick, New Jersey and authorized to conduct business in the State of California Self Insured In any instance in which successful proposer choose to self-insure the amount of the retained limit or the underlying policy limits, the assured, as self-insurer, has the same duties and obligations as above. The self-insured entity represents that it currently holds coverage in the amounts as required herein. Any deductibles or self-insured retentions must be declared to and approved by the District. District shall guarantee that, at the option of the District, either: (1) the self-insurer shall eliminate such deductibles or self-insured retentions in respects to the District, its Buyers, officers, employees, agents and volunteers; or (2) the self-insurer shall procure a bond guaranteeing payment of losses and related investigation costs, claims, administrative and defense expenses Examination and Audit 16.1 Audit - The contracting parties shall be subject to the examination and audit of the District or District appointed auditor(s) throughout the performance period of the contract, and for a period of three (3) years after final payment. The examination and audit shall be confined to those matters connected with the performance of the contract, including, but not limited to, the costs of administering the contract Audit Access - For the purposes of such audits, Vendor shall provide to the District (or its designees) access to the part of any facility at which the Vendor is providing services, to Vendor personnel, and to data and records relating to the services. Vendor shall provide reasonable assistance during the audit and will cooperate reasonably with the District in connection with audit functions and with regard to examinations by regulatory authorities. The District s auditors shall comply with the Vendor s reasonable security measures Contractual Agreement Successful proposer will be required to enter into an agreement substantially similar in format to the below sample agreement. RFP No Apple Device Repair Page 10 of 25

11 A G R E E M E N T THIS AGREEMENT, dated the day of, 20, in the County of San Bernardino, State of California, by and between the San Bernardino City Unified School District, hereinafter referred to as "District and, hereinafter referred to as " Vendor". W I T N E S S E T H: That the District and Vendor, for the consideration stated herein, agree as follows: 1. Contract: The complete contract includes all RFP documents, all of the contract documents, including the Notice Inviting Proposals, RFP No , all proposal addenda, the submitted proposal, all negotiation documents, any resultant purchase order(s), District s Terms and Conditions, Special Conditions if any, Specifications, if any, this Agreement, and all modifications and amendments thereto, and by this reference are incorporated herein. The contract documents are complementary, and what is called for by any one shall be as binding as if called for by all. 2. Scope of Services: Vendor shall perform within the time set in the Notice to Proceed, everything required to be performed, and shall provide and furnish all the personnel, labor, materials, necessary tools, equipment, and services, as described in all the documents of RFP No , Apple Device Repair. Services shall be provided and performed in strict accordance with all such specifications and provisions described in Section 1 above. The Vendor shall be liable to the District for any damages arising as a result of a failure to fully comply with this obligation. 3. Compensation: District shall pay to the Vendor, as full consideration for the faithful performance of the contract, subject to any additions or deductions as provided in the contract documents, the total sum of ($XX.XX) Dollars & Cents (Reference Fee Schedule/Costs (Appendix ), said sum being the total amount agreed upon resulting from Vendor proposal dated 201X; 4. Contract Term: The term of the contract is and shall continue through. The District reserves the right to cancel in accordance with the cancellation terms stipulated in the RFP documents. 5. Indemnification: The Vendor agrees to and does hereby indemnify and hold harmless the District, its officers, agents, and employees from every claim or demand made, and every liability, loss, damage, or expense, of any nature whatsoever, which may be incurred by reason of: (a) Liability for damages for (1) death or bodily injury to person; (2) injury to, loss or theft of property; or (3) any other loss, damage or expense arising under either (1) or (2) above, sustained by the Vendor or any person, firm or RFP No Apple Device Repair Page 11 of 25

12 corporation employed by the Vendor upon or in connection with the work called for in this Agreement, except for liability resulting from the sole negligence or willful misconduct of the District, its officers, employees, agents or independent Contractors who are directly employed by the District, and except for liability resulting from the active negligence of the District. (b) (c) Any injury to or death of persons or damage to property caused by any act, neglect, default or omission of the Vendor, or any person, firm, or corporation employed by the Vendor, either directly or by independent contract, including all damages due to loss or theft, sustained by any person, firm or corporation, including the District arising out of, or in any way connected with the work covered by this Agreement, whether said injury or damage occurs either on or off school district property, if the liability arose from the negligence or willful misconduct of anyone employed by the Vendor, either directly or by independent contract, and not by the active negligence of the District. Vendor, at Vendor s own expense, cost and risk, shall defend any and all actions, suits, or other proceedings that may be brought or instituted against the District, its officers, agents or employees, or any such claim, demand or liability, and shall pay or satisfy any judgment that may be rendered against the District, its officers, agents or employees in any action, suit or other proceedings as a result thereof. 6. Insurance: Vendor, at Vendor s sole cost and expense, provide for and maintain in full force and effect, from the commencement or services until expiration of this Agreement, insurance as called out in District s RFP No All insurance shall be with a California Admitted Insurer who has a rating of A or better, as rated by the current edition of Best's Key Rating Guide, published by A.M. Best Company, Oldwick, New Jersey and authorized to conduct business in the State of California. Minimum coverages shall be as called out in RFP documents. 7. Corporate Status: If Vendor is a corporation, the undersigned hereby represents and warrants that the corporation is duly incorporated and in good standing in the State of, and that whose title is is authorized to act for and bind the corporation. 8. Required Provisions: Each and every provision of law and clause required by law to be inserted in this Contract shall be deemed to be inserted herein and the contract shall be read and enforced as though it were included herein, and if through mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon application of either party the Contract shall forthwith be physically amended to make such insertion or correction. RFP No Apple Device Repair Page 12 of 25

13 9. Notices All notices, demands, and documents required pursuant to the terms hereof shall be in writing and shall be delivered in person or by certified or registered mail, return receipt requested, with postage prepaid, at the addresses set forth below for each party: Notices shall be effective as of the date of receipt by the addressee. The address to which notices, demands and documents may be given by either party may be changed by written notice given in accordance with the notice provisions of this section. District: San Bernardino City Unified School District Attn: 777 North F Street San Bernardino, CA Vendor: Copy to: Eva Ramirez, Buyer - Purchasing Services 10. Entire Agreement The complete contract as set forth in Paragraph 1 of this Agreement constitutes the entire Agreement of the parties. No other agreements, oral or written, pertaining to the work to be performed under this contract, exists between the parties. This contract can be modified only by an agreement in writing, signed by both parties. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed. District: By: Debra Love Title: Director - Purchasing Services Firm: By: Title: Date:, 201X Date:,201X RFP No Apple Device Repair Page 13 of 25

14 Apple Hardware Repair Scope of Work Scope of Work The District (SBCUSD) is seeking an Apple hardware repair vendor for in warranty and out-of-warranty devices. Devices include, but are not limited to: Apple TVs Apple ipads (ipad Mini s, ipad2, ipad 3, ipad4, ipad Air, ipad Air2 and any successor devices) Apple emac desktops (white CRT tube type and newer) Apple imac desktop and All-in-ones Apple Mac Pro desktops (silver towers and other newer models) Apple MacBook Pro s (all models) Apple MacBook Air s (all models) Any other Apple products commonly used in Education but not identified above. Vendor Qualifications Must be a local (50-mile radius) Apple Authorized Service Provider with Apple Certified Technicians for Apple s various products. Must have Certified Technicians for each model/product group if certification is specific to only certain products. Please specify how many technicians the company employs which are so authorized, as well as how many technicians the company is willing or able to dedicate full and/or part time to the District s needs. Functions Provide free pickup and return of devices to all sites via Company transport. Company must be able to pick up/return to any of District s 74 schools and admin locations. Provide local or toll free number for sites to report issues to the Company. Service all Apple Care warranty devices at no charge to the District. Diagnose and provide one-page price quotes within 3 business days (Monday through Friday) of pickup. The District will provide a ticket number for all devices which must be included on all correspondence. Quotes must include a line by line breakdown of each part required (and its cost) as well as a break out of labor costs (per hour at quantity needed to complete repairs). Provide hardware replacement for out-of-warranty laptops and tablets within 5 business days (Monday through Friday) of pickup. This includes imac, MacBook Air, MacBook Pro and ipad devices. Provide glass replacement for ipad devices on a timely basis. This includes Apple Care and outof-warranty devices. Provide basic OS installation if needed after hard drive replacement. OS install must be latest OS X version supported by the hardware/device so repaired. Provide data backup if requested when device or hard drive is to be replaced via cloning hard drive (Carbon Copy Cloner or like) to an external device that can then be cloned back, or data mined for user data by the District s users. Provide a ticket system where a user can track the status of their repair and the disposition of the device (transport to/from school site and repair time in progress) from a website accessible to any District employee (staff and teachers). Ticket system must be accurate within 4 hours. RFP No Apple Device Repair Page 14 of 25

15 Apple Device Repair Price Proposal Form SECTION I COST RATE Description of Services: Hourly labor cost for hardware/software troubleshooting and replacement *Including cost to remove all user data from replaced hard drives (either destructively or nondestructively) for privacy compliance with Student Data Regulations Total Cost Per Service $ Diagnostic cost for desktops, laptops and ipads $ Hourly labor cost of glass replacement for mobile devices $ Cost of Data backup and transfer from old hard drive to new hard drive in same system $ Cost to dispose of parts removed, and any e-waste fees associated with their disposal $ Cost for OS installation after hard drive replacement, or as a requested OS update $ *List any cost not identified above and attach to this Price Proposal Form SECTION II DISCOUNT FROM CATALOG Identify the benchmark, catalog or website below: *Note: If your company offers no discount from catalog pricing, please respond with 0% BENCHMARK DESCRIPTION, CATALOG OR WEBSITE: % DISCOUNT % MARK-UP % % Delivery time after order is placed: Approximate Repair Time: Repair Warranty: We Certify that we have read and fully understand the intent of this RFP Apple Device Repair. We certify that all requirements and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document. Name of Firm By SIGNATURE AND TITLE Printed Name Address RFP No Apple Device Repair Page 15 of 25

16 SUPPLEMENTAL QUESTIONNAIRE To supplement request for information called out in other sections of this RFP document, please include responses to the following specific questions. For uniformity purposes among proposers, suggested sections where information can be included in a firm s proposal has been indicated below. If the same information is provided elsewhere in your proposal and qualification materials, clearly identify such in the following questions. SECTION A SPECIFIC REQUEST FOR INFORMATION 1. Background and Organization (Include in Section 1 of Proposal Response) Describe your company s overall experience and qualifications, especially in the public sector, and include the following information: Indicate how long your organization has offered Vendor services and how many clients you currently service in the public sector. Indicate whether your organization has been known by any other names within the last five years. List any characteristics of your organization that you feel distinguishes you from other Device Repair vendors. 2. Staff Qualifications (Include in Section 1 of Proposal Response) Provide the names and qualifications of key personnel who would be assigned to manage and/or work directly with this account, in the roles/areas listed below. Please include education and professional work experience. Project Leader Service team Customer Service Key Contact 3. Vendor Administrative Facility (Include in Section 1 of Proposal Response) Indicate the physical location of the facility that will be responsible for servicing and administering this contract. 4. Customer Service Staff (Include in Section 3 of Proposal Response) Briefly discuss your proposed approach to providing customer service to the District and include the following information: Indicate your response time for customer service inquiries. Indicate the number of employees you anticipate will be necessary to provide customer service for this account. RFP No Apple Device Repair Page 16 of 25

17 Describe customer service hours of operation and location of customer service facility. 5. Security Compliance (Include in Section 3 of Proposal Response) Describe systems, policies and procedures in place to ensure compliance with Privacy and Security rules. 6. Warranty (Include in Section 3 of Proposal Response) Describe in detail product, software and service warranty. SECTION B Please answer the following: (1) Have you or any of your principals been in litigation or arbitration of any kind relating to similar services during the prior five (5) years?. If yes, provide the name of the public agency and briefly detail the dispute: (2) Have you ever had a services agreement or contract terminated for convenience or default in the prior five (5) years?. If yes, provide details including the name of the other party: (3) Is your firm, owners, and/or any principal or manager involved in or is your firm aware of any pending litigation regarding professional misconduct, bad faith, discrimination, or sexual harassment?. If yes, provide details: (4) Is your firm, owners, and/or any principals or manager involved in or aware of any pending disciplinary action and/or investigation conducted by any local, state or federal agency?. If yes, provide details: RFP No Apple Device Repair Page 17 of 25

18 (5) Have you ever had any direct or indirect business, financial or other connection with? Any official, employee or Vendor of the District? Elaborate and discuss any potential, apparent or actual conflict of interest: SECTION C REFERENCES (If included in Section 1, please indicate) (1) List at least three clients for whom you have provided similar services. Name Address Phone Number I certify and declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed this day of, 2017, at, State of. City, County Company Name Signature Title Print Name RFP No Apple Device Repair Page 18 of 25

19 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION FAR Subpart 9.4 Debarment, Suspension, and Ineligibility I am aware of and hereby certify that neither nor Name of Bidder its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. I further agree that I will include this clause without modification in all lower tier transactions, solicitations, proposals, contracts, and subcontracts. Where the bidder/offeror/contractor or any lower participant is unable to certify to this statement, it shall attach an explanation to this solicitation proposal. IN WITNESS WHEREOF, this instrument has been duly executed by the Principal of the above named bidder on the day of 20 for the purposes of submission of this bid. (Corporate Seal) By Signature Typed or Printed Name Title As the awardee under this RFP, I hereby certify that the above certification remains valid as of the date of contract award, specifically, as of the day of 20 for the purposes of award of this contract. Date (Corporate Seal) By Signature Typed or Printed Name Title RFP No Apple Device Repair Page 19 of 25

20 BIDDER S CERTIFICATE REGARDING WORKMENS COMPENSATION Labor Code Section 3700: Every employer except the State shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees. I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for Workers Compensation or to undertake self-insurance in accordance with the provision of that code, and I will comply with such provisions before commencing the performance of this Contract. Principal By Typed or Printed Name Title Date (In accordance with Article 5 (commencing at Section 1860), Chapter 1, Part 7, Division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.) RFP No Apple Device Repair Page 20 of 25

21 NONCOLLUSION DECLARATION TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH RFP The undersigned declares: (Public Contract Code Section 7106) I am the [Title] of [Name of Company] The party making the foregoing proposal. The proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The proposal is genuine and not collusive or sham. The proposer has not directly or indirectly induced or solicited any other bidder to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or to refrain from bidding. The proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposers, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer. All statements contained in the proposal are true. The proposer has not, directly or indirectly, submitted his or her proposal 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 proposal, and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a proposer 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 of behalf of the proposer. 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 [Date], at [City], [State] RFP No Apple Device Repair Page 21 of 25

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23 Equal Opportunity Certification San Bernardino City Unified School District 777 N. F Street San Bernardino, CA (909) Company Address City State Zip Telephone Fax Number of employees Please check one of the following categories. This company is: Minority Owned Woman Owned Disadvantaged Disabled Veteran Owned None of the Other Categories Please check and complete below. This company is: Independently Owned and Operated: An Affiliate of Parent Company A Subsidiary of Address A Division of By signing below, I certify that we are an Equal Opportunity Employer and have made a good faith effort to improve Minority, Women and Disabled Veteran employment. Signature Printed Name Title Date RFP No Apple Device Repair Page 23 of 25

24 VENDOR APPLICATION San Bernardino City Unified School District Purchasing Department 777 N. F Street, San Bernardino, CA (909) Business Name: *Business License Number: Expiration Date: Representative Name: Title Business Address: Number of years in business: address: Business Telephone Number: Fax Number: Products or Services Provided: Comments: List of References Where Your Company Provided Products/Services: (Preferably other school districts) Business Name/Address Contact Phone Dates of Service Products/Service By signing below, I certify under penalty of perjury that the information provided is true and correct to the best of my knowledge. I understand it is the vendor s responsibility to update the above information as needed. I further agree that as a vendor of the District this company will conform to all Federal, State, County and City laws, ordinances, codes and regulations covering the products, work or services provided, including but not limited to, obtaining a *San Bernardino City business license as required by the San Bernardino City Clerk s Office. I understand that it is the vendor s total responsibility to determine specific details of such requirements and warrant that all work performed, or provided, totally conforms to such legal requirements. I understand the submission of this application does not guarantee that this company will be used as a vendor for the District or requested to quote on any or all requirements. I understand it is the vendor s responsibility to follow up and request the opportunity to quote. I understand the District reserves the right to use, any, or all vendors for the submission of quotes. Formal bids are advertised in The Sun newspaper s legal ads. Authorized Vendor Representative Signature Date Name Title RFP No Apple Device Repair Page 24 of 25

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