INDEPENDENT SCHOOL DISTRICT NO. 273 District Media and Technology Services 5701 Normandale Road, Suite 339 Edina, MN 55424 INVITATION TO BID (This invitation is issued for the purpose of establishing a contract to supply Independent School District No. 273 with the commodity or service in accordance with these specifications.) BID NUMBER: 2015-1 SPECIFICATIONS FOR: 800 Chromebooks BID DUE DATE: May 6, 2015 OPENING LOCATION: 5701 Normandale Road, Suite 339 Edina, MN 55424 NOTE: If your company wishes to be retained on the bid list for the above category of commodities, please return a bid or a no bid with this solicitation. (This cover sheet is to be considered an integral part of the bidding documents.)
GENERAL CONDITIONS INDEPENDENT SCHOOL DISTRICT NO. 273 Edina, MN Chromebooks Bid # 2015-1 SUBMISSION OF BIDS Sealed proposals for Chromebooks and related items will be received by the Independent School District No. 273, Edina, MN until 10:00 AM, May 6, 2015 at the office of the Director, District Media and Technology Services, Suite 339, 5701 Normandale Road, Edina, MN 55424. Envelopes containing bids must be sealed, marked Chromebooks" together with the name and address of the Bidder and addressed to: Director, District Media and Technology Services Independent School District No. 273 5701 Normandale Road, Suite 339 Edina, MN 55424 PROPOSAL FORM Bidders shall submit their proposals upon the Proposal Form included with the specifications. The Edina Public Schools School Board reserves the right to accept or reject any or all bids or parts of such bids and waive any formalities or irregularities in bidding. No bid may be withdrawn for a period of (sixty) 60 days after bid opening without the consent of the Edina Public Schools School Board. All quotations are to be F.O.B., Edina, MN. ADDENDA Should there be any question regarding the intent of the specifications, Bidders shall notify the Director of Technology via email before bidding and an addendum will be posted on the District s website for all Bidders clarifying the intent in question. EXAMINATION OF SPECIFICATIONS It shall be the Bidder s responsibility to carefully examine the contents of the specifications to be completely familiar with all requirements specified. SIMILAR OR APPROVED EQUAL:
Where certain brands, type or grade of product is specified, it is not the intent to discriminate against any approved equal, but to inform the Bidder of the function and general quality desired by the Edina District. The Bidder may submit a proposal upon any similar equipment which will serve the purpose and size specified, providing that equipment is equal to or better than that specified. Where such items are proposed, the Bidder must submit catalog data with such specifications and indicate on the proposal form in order to make it clear to the Edina District what item has been bid upon. Any deviation from specifications or bids on alternates to items specified to the Edina District must be indicated on the proposal form. QUANTITIES All quantities shown in the specifications shall be considered on a more or less basis. The Edina District reserves the right to increase or decrease the quantities by a reasonable amount. PACKING AND DELIVERY PAYMENTS All products shall be delivered F.O.B. to the specified delivery point in first class condition, free from any defects of processing or damage due to handling in shipping or delivery. Items which are delivered in packages, cartons, or crates will be accepted only upon the guarantee that upon removal from packaging by the owner they are found to be in first class condition without any defects either incurred in transit or process. Any items which are rejected because of any kind of damage or defect prior to acceptance by the Edina District must be removed and replaced at no additional cost to the Edina District. It is the responsibility of the supplier to monitor all items to ensure specifications are met. The district intends to purchase the devices outright. TAXES The Bidder shall pay all taxes imposed on any items to be furnished so that there will be no liability on the part of the Edina District for any type of tax assessed.
EVALUATION AND AWARD Contracts will be awarded after confirmation by the Edina District of the Bidder's ability to comply with all requirements called for in the general provisions and specifications. The Edina District reserves the right to evaluate all proposals and determine whether the District's specifications and requirements are satisfied and to award contracts as the Edina District determines to be in its best interest. In general the following criteria will be used for evaluating proposals Cost 51% Cost for Google Chromebooks and management license Ability to deliver product in June. 20% Including additional optional items at the lowest cost. 20% Relationship with district and references. 9% Independent School District 273 reserves the right to award the contract based on its investigation of bidders; reject all bids; waive informalities or minor irregularities in bids and waive minor irregularities or discrepancies in bidding procedure. CANCELLATION OF CONTRACT The Edina District reserves the right to cancel a contract entered into with the successful Bidder any time during the life of the contract, if the Edina District deems the Bidder's product or service fails to meet the standards established by the detailed specifications or the general provisions of the solicitation. COLLUSION Collusion is grounds for bid rejection of all collusive bidders. ASSIGNMENTS The Bidder shall not assign the whole or any part of this contract or any monies due or to become due without written consent of the Edina District. In case the Bidder assigns all or any part of any monies due or to become due under this contract, the instrument of assignment shall contain a clause stating that the right of the assignee to any monies due or to become due to the Bidder shall be
subject to prior liens of all persons, firms and corporations for services rendered or materials supplied for the performance of the work called for in this contract. Minn. Stat. Section 471.425 Subd. 4a requires that if the prime contractor assigns any part of the contract to a subcontractor, the prime contractor must pay the subcontractor within ten days of the receipt of payment from the school district for undisputed services provided by the subcontractor. The contract must require the prime contractor pay interest of 1-1/2 percent per month or any part of a month to the subcontractor on any undisputed amount not paid on time to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than $100.00, the prime contractor shall pay the actual penalty due the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from a prime contractor must be awarded its costs and disbursements, including attorney s fees incurred in bringing the action. ACCEPTANCE The Vendor agrees to comply with all Federal, State and local laws, ordinances and all applicable rules, regulations and standards established by any agency of such governmental units, which are now or hereafter promulgated insofar as they relate to the company s performance of the provisions of this agreement. TITLE IX COMPLIANCE NOTICE NONDISCRIMINATION POLICY As required by Title IX of the Education Amendments of 1972, notification is hereby given to all contractors or entities providing products or services to Independent School District No. 273 of the nondiscrimination policy adopted by Independent School District No. 273, which states: EQUAL OPPORTUNITY It is the policy of Independent School District 273, in compliance with current Federal and State statutes and regulations, and in recognition of its obligation to provide equal opportunity for education and employment for all persons within its jurisdiction, not to discriminate on the basis of sex, race, religion, color, national origin, economic status, disability, age or marital status in any of the educational program or personnel practices of the Edina District. The Superintendent is
designated as coordinator for compliance for all areas relating to educational program and personnel practices. Title IX prohibits school districts from conducting business with any contractor or vendor not complying with Title IX requirements. INSURANCE REQUIREMENTS 1. Indemnification: The contractor shall defend, indemnify and hold harmless the Edina School District, its officials, volunteers, employees and agents, from any and all claims, causes of action, lawsuits, damages, losses and expenses, including attorney fees arising out of or resulting from the contractor s (including its officials, agents, volunteers and employees) performance of the duties required under this Agreement, provided that any such claim, damages, loss or expense is attributable to bodily injury, personal injury, sickness, disease or death or to injury to or destruction of property including the loss of use resulting there from and is caused by any negligent act or omission or willful misconduct of the contractor, including its officials, agents, volunteers or employees. 2. The following minimum insurance limits shall be kept in force for the entire period of the contract: a. Comprehensive General Liability - $1,000,000 per occurrence including products and completed operations coverage - $2,000,000 General Aggregate Limit. b. Automobile - $1,000,000 combined single limit for Bodily Injury and Property Damage. c. Personal Injury Protection (PIP) - $20,000 Per Person with $20,000 Economic Benefit (part of no fault coverage). d. Uninsured and Underinsured Motorists - $1,000,000 Per Accident e. Hired and Non-Owned Automobile Liability - $1,000,000 f. Umbrella Liability - $1,000,000 for damages due to bodily injuries, personal injuries, death or property damage arising out of any one occurrence. g. Worker s Compensation $500,000 bodily injury by accident; $500,000 bodily injury by disease and $500,000 bodily injury by disease for each employee. 3. Independent School District #273 shall be named as Additional Insured on a primary and non contributory basis. 4. In the signature box of the Certificate the wording endeavor to and but failure to...through representatives should be stricken from the Certificate. 5. Contractor shall supply the Edina District with a Certificate of Insurance for all specified coverage s noted above within 10 days of being awarded the bid.
6. No liability resulting from a vehicular accident, or any driver or operational negligence will be assumed by the Edina District, its employees or its authorized representatives. 7. Notification/Cancellation. Contractor agrees that said insurance policies shall not be cancelable until documents have been supplied to the Edina School District for policies to replace those being canceled. The canceling and/or replacing company shall be responsible for all work completed prior to the cancellation of policies. Contractor agrees to notify the Edina School District at least sixty (60) days prior to cancellation or a change in any of the aforementioned insurance policies by the insurance company or by the Contractors.
DETAILED SPECIFICATIONS Chromebooks Bid # 2015-1 General It is the intent of the Edina School District No. 273 to acquire 800 Chromebooks, 800 Google Management licenses, and accessories as described in these specifications. All equipment supplied pursuant to this solicitation shall be new, 2015 or later, currently advertised, standard production models, incorporating all the latest available changes and features. Each Chromebook must come with the ability to enroll the device in our Google Apps for Education management console. The bidder shall furnish the manufacturer s standard new equipment warranty at a minimum and shall promptly replace or repair defective materials, parts or workmanship and/or inadequate design at no cost to the purchaser. Bid price shall be all inclusive so that no other charges shall be applicable to the Edina District. 800 ACER C720 Chromebooks or ACER C740 Chromebook The specific Chromebook under consideration by the Edina District is the ACER brand Wifi Chromebook model C720-2844 or C740-C4PE. DETAILED CHROMEBOOK BID SPECIFICATIONS PRODUCT: ACER C720-2844 or C740-C4PE Chromebook Wifi, Operating System: most current Chrome OS Network: Wifi (not 3G) with at least 4 gigs of RAM. Included accessories: Power adapter for Chromebook Warranty: Provide warranty service on purchased devices through period of manufacturer warranty. Manufacturer warranty is a period of 1 year. 800 Google Management License Management: Each chromebook should have an accompanying Google Management license. Chromebooks must be able to be enrolled in our management console at initial login.
OPTIONAL ITEMS Additional peripherals or accessories The district is interested in any additional items that may be included in the bid. Please indicate if your bid includes items and quantities such as additional batteries, power adapters, and spare parts depot. Support and repair costs The district is interested in any additional costs for support and repair work. Please include any options and costs for extended warranty, parts depot, self-repair. Installation and Support Staging of all Equipment The district is interested in any additional costs for staging and enrollment of chromebooks including: Applying Edina Schools ID sticker Recording serial number and corresponding Edina Schools ID sticker number (reported to district on csv file upon shipment). Testing of equipment, with replacement if necessary Enroll each device into our management console Option to request etching a logo on the device Subsequent Orders For at least one year, subsequent orders of identical devices would be handled in the same way as the initial order, including warranty, management, and staging. Recording Staging Directions for Subsequent Orders All staging directions (logins to be used, ID stickers to use, etching logo) will be recorded for each school upon initial order. Subsequent orders will refer to a reference number that indicates to apply the same set of directions to subsequent orders so that new directions don t need to be created for each new order.
INDEPENDENT SCHOOL DISTRICT 273 Edina, MN 55424 OFFICIAL BID FORM BID #: 2105-1 800 ACER C720/C740 Chromebooks and associated items BID DUE DATE: May 6, 2015 at 10:00 a.m. Required Items to for bid CHROMEBOOK Price per Unit (operational) F.O.B. Edina, MN $ GOOGLE MANAGEMENT LICENSES Price per Unit (operational) F.O.B. Edina, MN $ PURCHASING TERMS Qty Price Extended Price Optional Items Cost for staging the devices: $ Please select any additional items to be included in this bid and indicate quantities and cost in the area provided. Also include in your response any relevant information about these items. Additional items Yes: Parts Depot QTY $ Yes: Batteries QTY $ Yes: Power cords QTY $ Yes: Other QTY $
WARRANTY OR REPAIR OPTIONS Please select any repair options to be included in this bid and indicate the cost in the area provided. Also include in your response any relevant information about these items. Yes: Parts Depot $ Yes: 2 yr Extended Warranty $ Yes: Accidental breakage warranty $ Yes: Certified in house repair $ Approximate number of weeks between receipt of order and delivery of Chromebooks after bid award:. Latest date for receipt of Purchase order to ensure delivery of devices on July 1, 2015. Bidders will deliver Chromebooks, FOB Edina, MN. COMPANY NAME: ADDRESS: City STATE ZIP CODE PHONE NUMBER: ( ) BY: TITLE: DATE: DEALER QUALIFICATIONS: Must be able to stage Chromebooks and deliver to specific locations in the time frame designated by the school district. Dealer must list 2 similar size projects done in Minnesota: 1. Company or School Contact Person Phone Number 2. Company or School Contact Person Phone Number