RFP-11082024-008 Student Chromebooks Uplift Education, Procurement Dept.

REQUEST FOR PROPOSAL (RFP)

Solicitation Bid No.: 02022026-013

Project Title: Student Chromebooks

Issuing Agency: Uplift Education

Department of Procurement Services

3000 Pegasus Park Drive, Ste. 1100 Dallas, Texas 75247

Procurement Manager: Malachi Jacobs

Contact Information: (o) 469-621-8500 || (c) 469-260-5661

(email) mjacobs@uplifteducation.org

Program Director: Ben Van Maanen, Sr. IT Director

RFP Release Date: Monday, February 2nd, 2026

Pre-Proposal Meeting: Thursday February 12th, 02:00PM CST

Meeting Location: Meeting Held via Microsoft Teams

Join the meeting now

Meeting ID: 261 284 948 896 33

Passcode: QX3Mc94C

Last Date to Submit Questions: Tuesday, March 3rd, 2026, 5:00 PM, CST

RFP Closing Date / Submission Thursday March 12, 2026, 05:00 PM

Deadline:

Submissions are to be submitted via Uplift’s Bonfire website. However, mail and courier service are also acceptable methods of delivery. Proposers mailing or courier delivering their proposals should allow sufficient time to ensure receipt of their proposal by the date and time specified. Uplift Education assumes no liability for assuring accurate/complete e-mail transmission and receipt. The responsibility solely lies with each Bidder to ensure their bid is received at the specified email address prior to the deadline for submission. Bids received after the deadline, corrupted files, and incomplete submissions will not be considered.

This RFP is available in electronic and printed form by accessing our solicitation portal by clicking on the following link: Uplift

Education (bonfirehub.com). It is the Bidder’s responsibility to check the Uplift Bonfire website frequently for any possible addenda that may be issued. Uplift Education is not responsible for a bidder’s failure to download any addenda documents required to complete an Invitation to Bid.

mailto:mjacobs@uplifteducation.org https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2JiZmZjMDctZmFmMi00MmIwLTk2ZDYtODAxYzNjZWM2ZmQy%40thread.v2/0?context=%7b%22Tid%22%3a%22c1136be9-3a18-45ff-8099-b182bfd6890c%22%2c%22Oid%22%3a%222aa58771-c768-4f15-b16d-6583cde79415%22%7d https://uplifteducation.bonfirehub.com/portal/?tab=openOpportunities

Instructions To Proposers

1. Read the entire solicitation, including all terms and conditions and specifications.

2. All proposal submissions shall be typed or written legibly. Any corrections, erasures, or other forms of alteration to documents should be initialed by the proposer.

3. All pricing shall include delivery of all items Freight on Board (FOB) destination or as otherwise provided.

Proposals containing “Payment in Advance” or Cash on Delivery (COD) requirements may be rejected.

4. Proposals submitted are subject to provisions of the laws of The State of Texas purchasing rules and regulations; Executive Orders; Standard Terms and Conditions; Special Conditions; and

5. Specifications listed in this solicitation.

6. This is a sealed proposal solicitation and must be submitted to the Uplift Procurement Department via the vendor’s registered account on the Bonfire website: Uplift Education Bonfire Link

7. Note: A complete record of all submissions is kept on file in the Procurement Department subject to inspections of any citizen. Every courtesy will be afforded to any citizen who is interested in investigating for any purpose the record of state purchases. Copies of evaluations can be emailed to you only after receipt of a written request. Please do not call.

8. Important: By signing your submission, the proposer certifies compliance with all instructions to proposer, terms, conditions, and specifications, and further certifies that this proposal is made without collusion or fraud. This proposal is to be signed by an authorized person of the submitting vendor.

9. Order of priority: In the event there is a conflict between the instructions to bidders or standard conditions and the special conditions, the special conditions shall govern.

For questions regarding this bid, please contact: Procurement Manager, Malachi Jacobs at 469-260-5661 or mjacobs@uplifteducation.org mailto:mjacobs@uplifteducation.org

Table of Contents

I. Notice to Proposers

II. Introduction, Purpose, and Intent

III. Pre-Proposal Meeting Schedule, Questions, and Inquires IV. Proposal Information Requirements

A. Title Page

B. Table of Contents

C. Executive Summary

D. Qualifications & References E. Approach & Methodology

F. Profile of the Proposer

G. Insurance

H. Scope Section

I. Invoice Procedure

J. Price V. Submission of Proposals

A. Freight Terms

B. Tax Exempt

C. Signing

D. Signed Offer

VI. Financial Information VII. Discussions / Negotiations

VIII. Best and Final Offer (BAFO)

IX. Modification or Withdrawal of Proposal

X. Opening of Proposals

XI. Schedule

A. Proposal Schedule B. Pre-proposal Conference

C. Invitation to Present

D. Award Confirmation

E. Timelines

F. Late Proposals

XII. Review of Proposals

A. Evaluation

B. Inquiry or Investigation

C. Additional References

XIII. Retention or Proposal Documentation

XIV. Proposal Pricing A. Firm Pricing

B. Undisclosed Costs

XV. Insurance

XVI. Insurance Requirements

XVII. Reservation of Rights

XVIII. Discussion with Reasonably Qualified Proposers A. Uplift Reserved Rights

1. Notice of BAFO

2. Notice of Date and Time

3. Notice of Modifications

4. Notice of Changes

B. Most Advantageous

C. Negotiation Failure

D. Right to Reject Proposals

XIX. Rejection or Acceptance of Proposals

XX. Late and Withdrawn Proposals

XXI. Confidentiality

XXII. Disqualification of Proposers

XXIII. Permits Required by Law

XXIV. Background Check

XXV. Records and Audit

XXVI. Assignment of Contract

XXVII. Default by Contractor

A. Insolvency B. Written Consent

C. Failure to Perform

D. Failure to Pay Timely

E. Written Notice of Default

F. Liability

XXVIII. Termination

XXIX. Miscellaneous

A. Consideration

B. Qualification Statement

C. Familiarize

D. Rights Reserved E. Disqualification

F. Contract

G. Rules and Regulations

H. Cause

I. Disclaimer J. Legal Interpretation

XXX. Conflict of Interest

XXXI. Indemnity

XXXII. Communication

XXXIII. Partnership

XXXIV. Commencement Date

XXXV. Award Method

XXXVI. Location and Invoicing

XXXVII. Evaluation factors

XXXVIII. Evaluation Criterion

XXXIX. Scope of Work

XL. Forms

Form A: Certificate and Representation

Form B: Pricing and Service Affirmation

Form C: Exception Form Form D: Equipment and Services Price Schedule

I. Notice To Proposers Uplift Education (Uplift or Network) is an open enrollment charter school whose mission is to create and sustain public schools of excellence that empower students to reach their highest potential in college and the global marketplace and that inspire in students a life-long love of learning, achievement, and service in order to positively change their world. For more information on Uplift Education see our website at http://www.uplifteducation.org.

II. Introduction, Purpose, and Intent This Request for Proposals (RFP) is intended to set forth the requirements to establish a One-year service price agreement for Student Chromebooks for students within the Uplift Education network. Uplift will award this RFP to one or multiple proposers, based upon the evaluation of all responsive and responsible proposals received.

III. Pre-Proposal Meeting Schedule, Questions, and Inquires During the solicitation process proposers are required to limit their communication regarding this project to the Procurement Director and/or the Program Director of the requesting department (see page 1) referenced herein. A pre-proposal meeting will be held whereby the proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. All other communication associated with this project shall be addressed to the Director of Procurement. Proposers may submit their questions electronically through the Uplift Education Procurement Department’s email address procurement@uplifteducation.org. All questions shall be submitted electronically, Uplift will respond to all questions by way of addendum which will be posted as part of the solicitation. Uplift, its agents, and employees shall not be responsible for any information given by way of verbal communication.

IV. Proposal Information Requirements To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized in the following specified manner:

A. Title Page – Show the RFP subject the name of the Proposer’s firm, address, telephone number, name of contract person, and date.

B. Table of Contents – (if applicable) Clearly identify the materials by sections and page numbers.

C. Executive Summary – Proposer should provide information about their company, facilities, three (3) years business experience and background. Include complete information regarding experience in this type of service, number of years in this type of business, number of employees, etc.

D. Qualifications & References – Proposer shall list the qualifications as noted in the specifications. The successful proposer(s) shall be an established firm with recent experience in similar size contracts. The successful proposer(s) shall possess and maintain the capability to provide the service necessary through the duration of the agreement. The Proposer will also provide three (3) verifiable references (Uplift reserves the right to ask for additional references) from other large agencies or comparable contracts showing reliable deliverability of services and timely response on service.

E. Approach & Methodology – Proposer shall submit a plan and/or describe the quality process used by their company to measure satisfaction of previous clients and the methods utilized to improve the services that you provide. Provide samples of data and quality performance factors that you use in quality management measurement, include a brief description of your on-going quality review http://www.uplifteducation.org/ mailto:procurement@uplifteducation.org program. Provide strategy information for managing contracts and your customer service approach.

F. Profile of the Proposer – Indicate the number of people in your organization and their level of experience and qualifications and the percentage of their time that will be dedicated to this project.

G. Insurance – Provide certificate of insurance (Accord form).

H. Scope Section – Clearly describe the scope of the goods and/or services to be provided based upon the information in the Scope of Work and specific conditions stated in the RFP. In a multi award RFP, clarify your services that best highlight your company’s strengths.

I. Invoice Procedure – (a) Describe your company’s invoicing procedure, (b) Include documentation identifying all of the Proposer’s fees, (c) Payment terms. The network’s standard payment terms are 45 days after the invoice is received. State any payment discounts that your company offers, i.e., 2% 10 days-Net30: or 5% 7 days – Net30.

V. Submission of Proposals Proposals shall be submitted in compliance with the instructions set out in this RFP.

A. Freight Terms – The Network’s standard freight terms are F.O.B., destination, prepaid and allowed.

Uplift may specify various and different locations within the Network for “destination” during the term of the Agreement, or extension of the term, and prices should include allowances for such freight contingencies. No C.O.D. shipments will be accepted. If the goods are not shipped in accordance with Uplift’s directions and the instructions set out in the Agreement, the Supplier shall pay to Uplift any excess cost incurred by the Network.

B. Tax Exempt - Uplift is exempt from and will not be responsible for payment of any taxes.

C. Signing – Failure to manually sign the required forms of this proposal may result in rejection of the proposal.

D. Signed Offer – A signed submitted proposal constitutes an offer to perform the work and/or deliver the product(s) specified in this RFP.

VI. Financial Information Proposer(s) may be required to submit a current audited financial statement. The Project Manager will determine the necessity of financial information. In the event the Proposer(s) does not have an audited statement, other information such as an unaudited statement or copies of the Proposer(s)’ federal income tax returns, with all amendments, may be required.

VII. Discussions / Negotiations Discussions/negotiations may be conducted with Proposer(s) who are deemed to be within the final competitive range; however, Uplift reserves the right to award a contract without discussions/negotiations. The competitive range will be determined by Uplift and will include only those initial proposals that Uplift determines have a reasonable chance of being awarded a contract. If discussions/negotiations are conducted, the Proposer(s) may be required to submit a best and final offer.

The best and final offer may be required as early as 24 hours after completion of negotiations/discussions.

VIII. Best And Final Offer (BAFO) Best and final offers must be received by the date/time provided during discussions/negotiations, or the originally submitted proposal will be used for further evaluation and award recommendation.

IX. Modification or Withdrawal of Proposal Proposals may be modified or withdrawn by written or electronic notice received by the Program Director prior to the exact date specified for receipt of proposals. A proposal may also be withdrawn in person by a Proposer’s authorized representative prior to the Proposal Due Date and time, provided the Proposer’s identity is confirmed and Proposer’s representative signs a receipt for the proposal.

X. Opening of Proposal All proposals may be opened as soon as received. A formal public “opening” will not be held. Trade secrets and confidential information contained in proposals shall not generally be open for public inspection, but Uplift Education records are subject to the Texas Public Information Act.

Uplift will open proposals during the proposal reading. Proposer names will be publicly read at the proposal reading which takes place at 2:00 p.m. on the RFP Proposal Closing Date listed in this document (see page 1).

It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information.

All proposals are subject to the Texas Open Records Act process.

XI. Schedule The following schedule and timelines apply to this RFP.

A. Proposal Schedule – Uplift Education desires to complete the proposal process in accordance with the following timeline which is subject to change at the Network’s discretion:

Timeline

RFP Release Date February 2nd, 2026, 05:00 PM

Pre-Proposal Conference February 12th, 2026, 02:00 PM CST

Last date for questions: March 3rd, 2026, 05:00 PM CST

RFP Closing Date / Submission Deadline March 12th, 2026, 05:00 PM CST

Proposal Opening Friday March 13th 2026

Evaluation/Negotiation Period Monday March 23rd – March 27th

BAFO March 31st 05 :00 PM

Selected Proposal(s) Approved Tuesday April 7th, 2026, 05:00 PM CST

B. Pre-proposal Conference – Proposer(s) are strongly encouraged to attend the pre-proposal conference. The conference will start promptly at the stated time and be moderated by the Project Manager.

Individuals attending the pre-proposal conference will be required to sign an attendance roster. In addition to their name and company name, each person will be asked to supply an email address and telephone number. This information can be presented to the Project Manager. Any questions can be presented to the Project Manager for clarification.

C. Invitation to Present – At the Network’s discretion, one or more Proposer(s) may be invited to demonstrate their solution(s) and/or system(s) and interview, based on a Network pre-defined agenda and timeline. Said Proposer(s) will be notified by e-mail if the Network determines that such demonstrations and interviews are needed. Proposer(s) shall demonstrate their competence, qualifications and/or ability to satisfy the Network’s RFP requirements.

D. Award Confirmation – Award of the Project to Proposer(s) will be confirmed by a fully executed Agreement, an Agreement Letter and/or confirming Purchase Order.

E. Timelines – Timelines set forth herein may be strictly enforced by the Network. The Network, however, maintains sole discretion to adjust any deadline or timeline to suit the best interests of the Network.

F. Late Proposals – Late proposals shall not be accepted or considered. There will be no exceptions.

XII. Review of Proposals A. Evaluation – Uplift will review and evaluate the proposals submitted to determine if submitted proposals demonstrate the required experience and qualifications to fulfill the obligations of the services identified in this RFP. Vendor Presentations, if necessary, are anticipated to take place following the submission due date. Proposers will be notified by the procurement specialist as to the location and times of presentations.

B. Inquiry or Investigation – Uplift may conduct all necessary inquiries or investigations, including but not limited to, contacting references to verify the statements, documents, and information submitted in connection with the Proposal. Uplift may also seek clarification from the referenced Proposers about any financial and experience issues.

C. Additional References – Please be aware that Uplift may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to Uplift.

XIII. Retention of Proposal Documentation All proposal materials and supporting documentation that are submitted in response to this proposal become the permanent property of Uplift Education.

XIV. Proposal Pricing A. Firm Pricing – Proposed pricing shall be firm for the entire contract. The Contract shall commence on the date of the fully executed contract.

B. Undisclosed Costs – Costs not included or calculated in the applicable unit prices as proposed will not be paid by Uplift, regardless of the intentions of the proposer when the proposal was submitted and regardless of the fact that those costs were actually incurred.

XV. Insurance The successful contractor may be required to purchase additional insurance coverage, and maintain, during the term of the contract, insurance as described in this RFP and agrees to the indemnification agreement therein and, if required, a performance and payment bond.

XVI. Insurance Requirements The successful bidder(s) shall procure and keep in full force and effect for the duration of the contract liability insurance that complies with all applicable Federal, State and local laws. The successful bidder(s) will provide a certificate of insurance evidencing proof of Automobile Liability and Workers’ Compensation insurance coverages. Uplift will be provided with a Waiver of Subrogation and will be shown as the certificate holder. Please click on the link for required insurance documentation. (Vendor Application and Sample Insurance Information)

XVII. Reservation of Rights The Network reserves the right to reject any and all proposals. The Network reserves the right in its sole discretion to accept the proposal(s) it considers the best value for the Network, and the right to waive any and all minor irregularities in the proposal(s). Additionally, the Network reserves the right to waive any requirements of the RFP. The Network reserves the right to reject all proposals and seek new proposals when such an action would be deemed in the best interests of the Network.

XVIII. Discussion with Reasonably Qualified Proposers A. Uplift reserves the right to engage in discussions or conduct interviews, either oral or written, with the proposers determined by the evaluation criteria to be reasonably viable to being selected for award.

If discussions or interviews are held, the Director of Procurement may request the best and final offers.

The request for best and final offers may include:

1. Notice of BAFO – notice that this is the opportunity to submit written best and final offers.

2. Notice of Date and Time – notice of the date and time for submission of the best and final offer

3. Notice of Modification – notice that if any modification is submitted, it shall be received by the date and time specified or it will not be considered.

4. Notice of Changes – notice of any changes in the Proposal requirements.

B. Most Advantageous – Following evaluation of the best and final offers, the evaluation committee may select for negotiations the offer that is most advantageous to Uplift, considering price or cost and the evaluation factors in the RFP.

C. Failure to Negotiate – After the most advantageous proposer(s) has been identified, Contract negotiations may commence. If at any time Contract negotiation activities are judged to be ineffective, Department of Procurement will cease all activities with the proposer and begin Contract negotiations with the next highest ranked proposer. This process may continue until either both the proposer and Department of Procurement executes a completed Contract or Department of Procurement determines that no acceptable alternative proposal exists.

D. Right to Reject Proposals – Uplift reserves the right to reject any or all proposals received or to award, without discussions or clarifications, a Contract based on initial proposals received. Therefore, each proposal should contain the Proposer’s best terms from a technical standpoint. Also, only proposers submitting a proposal will be notified of any communications after the RFP closing.

XIX. Rejection or Acceptance of Proposals A. This RFP does not commit Uplift to award any Contract. Uplift reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the Network. Uplift shall not be liable for any costs incurred by any company responding to this RFP.

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B. Uplift will require the recommended proposer to sign the necessary Contract documents prepared Uplift administration. Proposer must take exception to any term of the Contract to which it will not agree in its proposal.

C. Proposals shall not be accepted from, or awarded to, any person, firm, or corporation that is in default with Uplift Education on any debt or agreement, or any obligation to Uplift Education by failing to perform satisfactorily any previous agreement within the past seven (7) years. Proposals may be disqualified for poor prior performance on similar agreements with other entities.

XX. Late and Withdrawn Proposals Proposals are required to be submitted electronically at using the Uplift’s Department of Procurement’s email account: procurement@uplifteducation.org. The Network will not accept submittals after the due date and time and hard copy submittals are not permissible.

XXI. Confidentiality Any information deemed confidential shall be clearly noted as such on each page of the solicitation response. Uplift cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Proposals will be opened by Uplift to avoid disclosure of contents to competing Respondents and kept secret and confidential during the solicitation process and prior to award.

Respondents who include information in a proposal that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the proposal “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open Records Act to inspect information designated as trade secret or confidential in a proposal, the Proposer shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for Uplift Education’s Attorney to present the matter to the Attorney General of Texas for final determination.

XXII. Disqualification of Proposers Proposers may be disqualified for, but not limited to, the following reasons:

A. Reason to believe collusion exists among the proposers.

B. The proposer is involved in any litigation against Uplift.

C. The proposer is in arrears on an existing contract or has failed to perform on a previous contract with

Uplift.

XXIII. Permits Required by Law The awarded contractor shall comply with all requirements of federal, state, and local statutory requirements and regulations pertinent to or affecting any phase of this contract.

XXIV. Background Check Contractors and employees of contractors providing services to school districts or charter schools must be fingerprinted before beginning or continuing work, if those persons have continuing duties related to the contracted services and the opportunity for direct contact with students. The specific rules that apply to contractors’ employees and applicants are separated by state law into two categories: (1) service contractors; and (2) certain public works contractors that provide engineering, architectural, or construction services (TEC §§ 22.0834, .08341). In the past, schools and contractors relied on the Clearinghouse to access and assess criminal history (Texas Government Code §411.097).

mailto:procurement@uplifteducation.org

XXV. Records and Audit The Contractor shall keep accurate records of all components of invoices to Uplift, including but not limited to times and payroll receipts for hourly personnel utilized by this Contract. These records shall be retained for a minimum of five years after the conclusion of the Contract. Uplift reserves the right to audit any records it deems necessary for the execution of this Contract.

XXVI. Assignment of Contract The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract of any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of Uplift. Should the Contractor assign, transfer, sublet, convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, Uplift may, at its discretion, cancel the Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

XXVII. Default by Contractor The following events shall be deemed to be events of default by Contractor under the Contract:

A. Insolvency – Contractor shall become insolvent, or shall make a transfer in fraud of creditors, or shall make an assignment for the benefit of creditors.

B. Written Consent - Contractor attempts to assign the Contract without the prior written consent of

Uplift.

C. Failure to Perform – Contractor shall fail to perform, keep or observe any term, provision or covenant of the Contract; or

D. Failure to Pay Timely – Contractor fails to properly and timely pay Contractor personnel, suppliers or other contractors and the failure impacts Uplift or its Facility in any manner.

E. Written Notice of Default – In the event a default occurs, the contracted department’s Program

Director shall give the Contractor written notice of the default. If the default is not corrected to the satisfaction and approval of the Director within the time specified in such notice, Uplift may immediately cancel the Contract. At the direction of the Program Director, the Contractor shall vacate the facility, if applicable, and shall have no right to operate under the Contract.

F. Liability – The Contractor, in accepting the Contract, agrees that Uplift shall not be liable to prosecution for damages or lost anticipated profits if Uplift cancels or terminates the Contract. No Waiver: No waiver by Uplift of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

XXVIII. Termination Uplift may terminate this agreement in whole or in part by giving thirty days’ written notice thereof to the Contractor. Uplift will compensate Contractor in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such termination notice.

XXIX. Miscellaneous

A. Consideration – After executing the Contract, no consideration will be given to any claim of misunderstanding.

B. Qualification Statement – Proposers shall submit with the Proposal, the required Contractor’s qualification statement with supporting information as stated herein along with all other supporting documentation requested.

C. Familiarize – Proposers shall thoroughly familiarize themselves with the provisions of these Specifications and the Facilities.

D. Rights – Uplift reserves the right to reject all Proposals and to waive any minor irregularities.

E. Disqualification – A Proposal may be disqualified if the corporation or individual Proposer is in arrears or in default to Uplift for any debt or Contract, or who has defaulted upon any obligation to Uplift by failing to perform satisfactorily any previous agreement or Contract within the past seven years. Also, Proposers may be disqualified for poor prior performance on similar Contracts with other entities.

F. Contract – The Contract with the Contractor will be drawn by Uplift and may contain such other provisions as are deemed necessary to protect the interests of Uplift.

G. Rules and Regulations – The Contractor agrees to abide by the rules and regulations as prescribed herein. The Contractor will, in all solicitations or advertisements for personnel to perform services under the Contract, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, or national origin.

H. Cause – If either party hereto is prevented from completing its obligations under the Contract by act of God, strike, lockout, material or labor restrictions by any governmental authority, civil riot, flood, or any other cause beyond the control of the parties hereto, then such party shall be excused from such performance for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof.

I. Disclaimer – The section headings in these specifications are for convenience in reference and are not intended to define or limit the scope of any of the conditions, terms or provisions of these specifications.

J. Legal Interpretation – Should any question arise as to the proper interpretation of the terms and conditions of these specifications, the decision of Uplift Attorneys or their authorized representative shall be final.

XXX. Conflict of Interest No Uplift official or employee shall have any financial interest, direct or indirect, in any contract with Uplift, or be financially interested, directly or indirectly, in the sale to Uplift of any land, materials, supplies or services, except on behalf of Uplift as a board member or employee. Any violation of this section shall constitute malfeasance in office, and any Uplift board member or employee guilty thereof shall thereby forfeit Uplift board member’s or employee’s office or position with Uplift. Any violation of this section, with knowledge, express or implied, of the person or corporation contracting with Uplift shall render the contract involved voidable by the Chief Executive Officer or Board of Directors.

XXXI. Indemnity The selected Proposer agrees to defend, indemnify and hold Uplift, its officers, agents and employees, harmless against any and all claims, lawsuits, judgments, costs, and expenses for personal injury (including death), property damage or other harm for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the selected Proposer’s breach of any of the terms or provisions of the contract, or by any other negligent or strictly liable act or omission of the selected Proposer, its officers, agents, employees, or subcontractors, in the performance of the contract; except that the indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence or fault of Uplift, its officers, agents, or employees and in the event of joint and concurrent negligence or fault of the selected Proposer and Uplift, responsibility, and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Texas, without waiving any governmental immunity available to Uplift under Texas law and without waiving any defenses of the parties under Texas law. The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights, contractual or otherwise, to any other person or entity.

XXXII. Communication It is essential that the awarded Supplier respond clearly after receiving a telephone call or email from the Uplift officials. Written correspondence from Uplift Education shall be answered within twenty-four (24) hours. The awarded Contractor shall respond to phone calls and emails from Uplift within twenty-four

(24) hours of receipt.

XXXIII. Partnership Uplift seeks to establish a collaborative partnership with the Proposer chosen for this Program. Uplift will provide student-level data to guide Program services as necessary and as permitted by state and federal law. Uplift and the Proposer will also convene no more frequently than every week in evidence-based continuous improvement meetings to discuss Program implementation, progress on Performance and Process Outcomes, and any challenges to student participation with the goal of mutual problem-solving to achieve the Network’s goals.

XXXIV. Commencement Date The contract shall commence after the date of award by Uplift and upon the execution of the contract.

XXXV. Award Method Uplift’s intent is to award this solicitation in its entirety to a single contractor, but Uplift reserves the right to award in the method that is most advantageous to Uplift. Uplift reserves the sole discretion to determine whether a solicitation response is responsive. Uplift reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of Uplift.

Late bids will not be considered for the award.

XXXVI. Location and Invoicing Uplift shall pay invoices in 30 days. In order for Uplift to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to Uplift. The 30 days begin when Uplift has received a correct invoice reflecting the work or goods delivered. If Uplift receives an invoice that is not correct and/or reflective of work or goods that have been delivered, Uplift will request a corrected invoice, and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract. Invoices shall be submitted monthly to Uplift for payment for the base payment amount, unless both parties agree to alternative arrangements based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

A. Name and address of the department for which services were provided.

B. Contact information of City staff who placed order (name, phone number, department)

C. Date of order or Service

D. Detailed description of each service

E. Price goods or services (charges for all services covered by this contract are to be separately stated and explained

F. Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow this procedure risk having the contract with Uplift cancelled.

XXXVII. Evaluation Factors The evaluation committee will conduct a comprehensive, fair and impartial evaluation of all proposals received in response to this RFP. Each proposal received will be analyzed to determine overall responsiveness and completeness as defined in the scope section and in the instructions on submitting a proposal. Failure to comply with the instructions or to submit a complete proposal may deem a proposal non-responsive and may at the discretion of the Bid evaluation committee be eliminated from further evaluation. The committee’s decision is final.

If the evaluation committee has reasonable grounds to believe that the proposer with the highest-ranking score is unable to perform the required services to the satisfaction of Uplift, Uplift reserves the right to make an award to another proposer who, in the opinion of the evaluation committee, would offer Uplift the best value. Some indicators (but not a complete list) of probable supplier/proposer performance concerns are past supplier performance, the proposer’s financial resources and ability to perform, the proposer’s experience or demonstrated capability and responsibility, and the supplier’s ability to provide a reliable on- going business relationship and the maintenance of on-going agreements and support.

In evaluating qualified proposals, the following considerations will be considered for award recommendations, as well as any other relevant factor specifically listed in the request for bids or proposals: Uplift may award a contract for any or all sections of this bid.

XXXVIII. Evaluation Criteria

Criteria # Criteria Description Weighted Value 1 Purchase Price of goods and services

- Price Points = Lowest Proposed Price / Vendor’s Proposal Price * 30 (weighted value)

30%

2 Reputation of the vendor and the vendor’s goods and services

- Evaluation of feedback from references regarding similar products and/or services purchased from vendor. Please provide at least three (3) K-12 (Texas preferred) references

10%

3 Quality of the vendor’s goods or services. Vendor is an authorized reseller of the proposed product (manufacturer’s letter or certificate required)

- Number of staff available for deployments

- Experience / Consistency of staff available for deployments

(full time preferred over sub-contractors)

- Vendor proposed products allowing Network

Standard to be maintained.

20%

4 Extent to which the goods or services meet the Network’s needs

- Compliance to Service Level Agreement (SLA)

- Compliance to General Requirements and the detailed information provided

25%

5 Vendor’s past relationship with Uplift.

- Evaluation of experience the vendor has with delivering products or services to Uplift

5%

6 Cooperative Participation

- Does vendor have a current contract and in good standing with a certified Texas state Cooperative endeavor?

10%

XXXIX. Scope of Work

Purpose:

The Uplift Network is soliciting proposals from qualified vendors for Dell, HP or equivalent devices and components and related installation services.

Type of Service:

1. Computer Device hardware, imaging, testing, installation, sanitation, deployment, and at least a five-year hardware warranty from the date of installation.

2. Devices need to be delivered to Warehouse Located At 4010 La Reunion Parkway, STE 100 & 120

Dallas Texas 75212

Chromebook Design Guide (or Equivalent) Year 1 Year 2 Year 3

Quantity 9000

Preferred Brand HP,Dell, Acer

Screen Size (non-touch) 11.5"

Processor Intel

Memory 4GB

Storage 32GB

White Glove Service

-Update to latest OS

-Enroll to Management Console

-Unbox individual Chromebook and put into box case of 10

1. Proposers shall ensure that all hardware, software, and ancillary products are new and purchased directly from the manufacturer.

i. Chromebooks must include at least a one-year manufacturer’s warranty.

If it is deemed necessary to order parts, the hardware can be taken offsite to complete the necessary repair. If the hardware requires reimaging, then the customer’s data must be removed and reinstalled after imaging. This hardware must also be current and supported with the latest stable firmware. This proposal must include all costs included but not limited to project management, project closet-out, subscriptions, deliverables, licenses, etc. Proposer is responsible for any recalls and/or any manufacturer’s updates on all proposed products.

2. Computer Devices serviced under warranty must be made operational within a thirty-day time period.

This includes diagnostic, part ordering and installation. Computer Devices that cannot be made operational within the thirty-day window must be replaced with a new Computer Device.

3. The proposer will maintain an online deployment schedule. The awarded vendor will notify the Network at least ten (10) business days prior to each delivery.

4. PO completion will be determined by signed completed delivery tickets. Orders will be broken down into phases and project milestones, but invoices will be issued per completed PO unless otherwise agreed.

5. Uplift will not be responsible for any lost, stolen, or damaged equipment prior to installation.

BASE BID AND COMPONENTS:

Uplift requires a per unit cost of each type of computer device and minimum computer device type specifications are included in Form D.

SPECIFIC CONDITIONS:

Uplift intends to award one vendor to provide the following goods and services:

i. Computer Device equipment outlined in Price Schedule (FORM D). Pricing should include imaging, asset tagging, removal of trash, capturing printer, and delivery to cart or customer.

ii. Parts outlined in Price Schedule (FORM D)

iii. Labor and Installation outlined in Price Schedule (FORM D)

It is the intention of the Network to select one vendor to provide the products and services outlined above.

It is at Uplift’s discretion to award based upon the best value to the Network which may include a multi-vendor award.

Equipment Operational Deadline: Equipment will be purchased in several phases and operational deadlines will be dependent on administrative, and curriculum needs.

VENDOR REQUIREMENTS:

To achieve the project objectives, Uplift may request that the vendor install a portion of the equipment to be purchased under this RFP. Vendors shall indicate their level of compliance for each section of the Requirements using the scoring in the table below. This information should be provided as part of the proposal response, including the level of compliance for each requirement in Form C. For any requirement not meeting full compliance, Form C should also be used to explain exceptions.

Comply Vendor meets the requirements. Provide details about how you meet this requirement. Use Form C to provide details.

Partially Comply Vendor must explain how they meet part of the requirements. Use Form C to provide details.

Comply with Clarification Vendor meets the requirement; however, they plan to comply in a different manner than specified. Vendor must explain their clarification. Use Form C to provide details.

Exception Vendor does not meet the specification. Exceptions must be detailed in Form C.

Number General Requirement Level

1. Vendor will receive equipment at their facility. Equipment will be staged and tested (powered on) at vendor location. Configuration and installation at UPLIFT location will be agreed upon by vendor and Uplift’s IT Department service staff.

2. Vendor will coordinate the delivery to each location with Uplift’s IT Department service staff.

Signed signature completion of work is required per location.

3. Vendor will install all and any related hardware and accessories to equipment necessary for deployment.

4. Vendor will image all Computer Devices onsite or enroll all Computer Devices (can be performed onsite or offsite).

5. Vendor will be required to have signed completion from Uplift’s project manager. Payment will be made after each Purchase Order / site completion.

6. Vendor acknowledges that the pricing provided per unit in FORM D (Price Schedule) of this RFP includes pricing for all items described under this general requirement section.

7. Vendor will replace defective product and/or service. Vendor will facilitate exchange policy for defective products.

8. Vendor will include RFP number on all invoices.

9. Vendor will provide an electronic online spreadsheet and calendar for status of work.

Vendor will provide a method for daily and weekly contact (phone, in-person, or video conference).

10. A project manager is required for this RFP. Resume must be included with proposal.

11. Vendor will comply with Uplift’s service agreement.

12. Vendor will provide dedicated resources for this RFP (technicians, installers and project manager). All their focus, time and effort will be dedicated to solely working on the Computer Devices, Components and Services, Request for Proposal (RFP-02022026-013).

Resources will not be shared with existing Uplift awarded contracts.

FORM A: Certificate and Representation

NOTE TO PROPOSER: Failure to complete and submit this certification and affirmation page will be grounds for disqualification of the associated Proposal response.

The undersigned affirms that he or she is duly authorized to execute this certification and Proposal response, that this company, corporation, firm, partnership or individual has not prepared this Proposal response in collusion with any other person, firm or entity making or considering making a Proposal response to UPLIFT for any future Network projects, and that contents of this Proposal response as to prices, terms, or conditions of said Proposal response have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this Proposal response.

The foregoing is true and correct. UPLIFT, or any authorized representative of UPLIFT, is authorized by the undersigned to contact any firm, institution, or person listed above to obtain information that UPLIFT might determine as being desirable.

The undersigned, by his/her signature, represents that he/she is authorized to bind the Proposer to fully comply with the terms and conditions of this Request for Proposal, including all forms and attachments included and/or referenced herein, if accepted within ninety (90) calendar days after Solicitation closing.

Company Name:

Company Address:

City/State/Zip:

Company Phone No.:

Company Fax No.:

Authorized Representative:

Representative Title:

Representative Phone No.:

Representative Email Address:

Representative Signature:

Date:

FORM B: PRICING AND SERVICE AFFIRMATION

Proposal of:

(Proposer Company Name) To: Uplift Education RFP Number:

RFP Name:

Proposer will provide the product/services to the Uplift Education and possibly other governmental agencies (through Interlocal-agreements). Additionally, the focus is on identifying all costs associated with the product/services. Uplift is looking to quantify all fees and work towards solutions that minimize costs, while maintaining or improving current service levels. Please see Price Schedule (Form D) for this RFP.

Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the undersigned proposes to furnish the products/services required pursuant to the above referenced RFP upon the terms quoted below.

1. Price and Products/Services Quotation: The prices quoted shall be Uplift’s pricing for the product or service. There shall be no separate or additional charges, fees, handling or other incidental costs associated with the acquisition of the product/services not disclosed herein. Proposer understands that Uplift makes no guarantee as to the volume, amount, or type of product/services that may be purchased under any Agreement. Proposer certifies and agrees that all prices and any promotion or rebates quoted in the proposal have been reviewed and are the final proposed price and product/service offering for this initial RFP response.

2. Uplift Payment Terms: Uplift’s standard payment terms for services are “net 45 days” from receipt of the invoice. Indicate below the prompt payment discount that Proposer will provide to Uplift:

Prompt Payment Discount % days / net 45 days

3. General Terms and Conditions: Proposer agrees to the General Terms and Conditions and all other Terms and Conditions of this

RFP unless exceptions are identified in the Exception Form (Form C).

4. Warranty Information: Please outline your warranty (coverage, onsite, exchange, NBD, etc.) provided including the contact and process UPLIFT should follow for warranty claims. The provider will service warranty through UPLIFT’s online service request system (support) unless specified by UPLIFT Project Manager.

5. Service Information: Indicate the number of staff members (directly or through sub-contractors) dedicated to providing the service required for this project.

Direct employees for installation Sub-contractor employees for installation Direct employees for warranty service Sub-contractor employees for warranty service

6. Service Office: Provide the address of your local service office (within 45 minutes of the Uplift Warehouse, 4010 La Reunion

Parkway, Suite 100 & 120, Dallas, Texas 75212.

(Page 1 of 2) Successful vendor is required to provide monthly status of the project. Uplift requires that status documentation and work calendars are accessible online to Uplift. Please provide how you will address this in your proposal (Ex. Google Docs, Google Calendar, Smart Sheet, etc.).

Respectfully submitted:

Company Name:

By:

(Corporate Officer’s…