10-27008HCF Computer and Accessories ITB.pdf

PUR-F0071 Revision Date August 18, 2025

CLARK COUNTY SCHOOL DISTRICT

Invitation to Bid

This is not an Order

Title of Bid: Computers and Accessories

Bid No: 27008HCF

Date of Bid Opening

July 2, 2026

At 1:00 P.M.

SUBMIT BID ELECTRONICALLY VIA EUNA PROCUREMENT (Formally named Bonfire) AT https://ccsd.bonfirehub.com

OR

SUBMIT BID VIA HARD COPY TO:

Clark County School District

Attn: Director of Purchasing and Warehousing

4212 Eucalyptus Avenue, Bldg. #7

Las Vegas, Nevada 89121

Questions Due: June 11, 2026

Submit Questions to: https://ccsd.bonfirehub.com or 0071-Bid-Questions-Inbox@nv.ccsd.net in accordance with the General Bid Terms and Conditions mailto:0071-Bid-Questions-Inbox@nv.ccsd.net

Table of Contents

Bid: 27008HCF Computers and Accessories Cover

Table of Contents

Bidder’s Instructions and General Conditions

A. Submitting a Bid via Euna Procurement:

B. Submitting a Hard Copy Bid:

C. Clark County School District Ordering Policy:

D. Order Placement Options and Requirements:

E. Freight Instructions:

F. Delivery Instructions:

G. Installation:

H. Contract Term:

I. Standard Terms and Conditions:

J. Additional documents attached hereto and made part of this bid:

K. Shipping Instructions:

Special Conditions:

Signature Page:

Attachment A Bid Table……………………………………………………………..………………………Provided Separately

Attachment B Self Maintainer Parts Locker Requirement……………………..….…………...………...Provided Separately

Attachment C Recycle Program……………………….…………………………...…………………….…Provided Separately

INVITATION TO BID

*THIS IS NOT AN ORDER*

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

Company

Date of Bid Opening: June 25, 2026

Bidder’s Instructions and General Conditions

The Clark County School District, herein referred to as “District”, is requesting bids for goods and/or services as specified herein.

A. Submitting a Bid via Euna Procurement (formerly named Bonfire): The District strongly prefers electronic Bid submissions via Euna Procurement. Bidders may register with Euna Procurement and access this Bid at: https://ccsd.bonfirehub.com. Bid Responses will be evaluated using Euna Procurement. Any hard copy (including flash drives) Bid Responses received will be uploaded into Euna Procurement by District staff. The District accepts no responsibility or liability for Bidder errors and/or omissions in its Response, or errors committed by District staff in uploading Responses Euna Procurement.

B. Submitting a Hard Copy Bid: If a Bidder chooses not to submit their Bid Response via Euna Procurement, the Bid Response must be mailed or delivered in a sealed envelope with the Bid number clearly displayed on the outside of the envelope. Bidder must submit one (1) original and one (1) copy of all pages with signature blocks.

Each Bid Response shall also include one (1) clearly labeled response in electronic form in Microsoft Excel or Microsoft Word on a flash drive. All items requested shall be submitted together or the Bid Response may be considered non-responsive. Faxed or emailed Bid Responses are not acceptable. Submit Bid Responses to:

Clark County School District

Attn: Director of Purchasing and Warehousing

4212 Eucalyptus Avenue, Bldg. #7

Las Vegas, Nevada 89121

C. Clark County School District Ordering Policy: Schools and departments may purchase items up to $3,000.00 on their individual District credit cards. Purchases over

$3,000.00 must be processed through the District’s centralized Purchasing Department. Bidders that ignore or circumvent this policy are jeopardizing their future business with the District. Bidders are put on notice that the District will not honor purchases made by individuals who disregard this policy.

D. Order Placement Options and Requirements: Please provide the following information:

The District prefers the awarded Supplier to have an SAP Enterprise Account.

Does the Bidder have an SAP Business Network Enterprise Account? ____ Yes ____ No

If not, would the Bidder be willing to sign up for this account? ____ Yes ____ No

Can Bidder accept orders and issue invoices via SAP Business Network (Ariba)? ____ Yes ____ No

Will credit card orders be accepted? ____ Yes ____ No

(Note: The Supplier shall not charge a fee for credit card orders)

E. Freight Instructions: All items are to be bid F.O.B. Destination and freight shall be included in the price of the item.

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

Bidder’s Instructions and General Conditions

F. Delivery Instructions:

_X_ Direct to school(s)/site(s)

____ Bulk to warehouse(s)

_X__ After delivery, Supplier shall fax a signed and dated delivery receipt bearing the written signature and printed name of the District employee that received the delivery. Note: Additional delivery requirements are expressed in the Special Conditions.

Installation: If required by the Bid documents, the Supplier shall be responsible for the removal of all packing and shipping materials from District property on a daily basis. Supplier is prohibited from using the District’s trash receptacles.

G. Contract Term: The contract will be in effect for one (1) year after award. Thereafter the District reserves the right to extend the contract for six (6) additional one-year periods subject to the same terms and conditions if the contract is performed to the District’s satisfaction.

I. Standard Terms and Conditions: By this reference the attached District’s General Bid Terms and Conditions, Form Pur-Bid-002 (revised

August 18, 2025) are made a part of this Bid. A copy may be obtained at https://resources.finalsite.net/images/v1770822040/ccsdnet/rxltkm2a40wpmnyznqei/ifb-t-cs-pur-bid-002-1-2-24.pdf

J. Additional documents attached hereto and made part of this bid: Bidder shall complete the following forms and submit the completed forms as part of its bid response. Forms are available as individual attachments in Euna Procurement (formerly named Bonfire).

I. Pricing Sheet

a) Bid Tables if submission is via Euna Procurement

b) Attachment A if submission is hard copy

II. Public Disclosure Form

III. Supplier Federal 2 CFR 200 Certifications Form

IV. Supplier Application/Update Form

V. W-9

VI. Supplier Contact List Designation Form

VII. Attachment B Self Maintainer Parts Locker Requirement, Attachment C Recycle Program/ Statement of Work

K. Shipping Instructions:

____ Complete shipments only- no backorders / partial orders not accepted

_X__ Ongoing shipments allowed

_X__ Backorders/partial shipments accepted

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

Special Conditions

A. Bid Openings and Negotiations: Bids shall not be opened publicly. Bid information shall not become public record until an award recommendation has been made and posted publicly on Euna Procurement (formerly named Bonfire) at https://ccsd.bonfirehub.com, prior to the Board of School Trustees voting on the recommendation. The

District may, at its sole option, open negotiations with responsive Bidder(s) after submission of bid responses. The District also reserves the right to award without negotiations by accepting the bid response(s) as submitted.

B. Balance of the Line Discount (BOL): This discount provides the District an opportunity either to add new items after awarding this contract for future requirements or to accept replacement models if any of the specified products become obsolete. Bidders are highly encouraged to provide a fixed discount and the District reserves the right to factor in the level of, or absence of, a discount in the award process. For a more in-depth explanation of this provision, Bidders are instructed to refer to Part 4 of the

General Terms and Conditions.

C. Delivery Requirements: After receipt of purchase order, the Supplier shall be able to deliver 25 percent of the estimated quantities of any or all Bid item(s) within 30 calendar days and continue this delivery rate as required. If the Bidder is unable to comply with this requirement, it shall state its best delivery time for the District’s consideration. Deliveries may be required to both the District’s warehouse(s) and individual school sites as required by individual purchase orders. Product shall be delivered inside the District location and signed for by District staff. The Bill of Lading or Delivery Ticket shall include the number of items delivered. The Supplier shall provide weekly shipping report (unprotected Excel format) that includes description, product model number, product serial number, tracking number, purchase order number and other data as required by the District. Weekly reports shall be emailed weekly to the District’s designated representatives. Failure to provide timely and correct reports may result in delay of payment.

D. Customer Portal: Supplier shall provide a customer portal to check the status of purchase orders. This includes the date the PO was received, shipped, and delivered.

E. Demonstration Units: Supplier shall provide a demonstration unit for each initial unit awarded, and for units added by Amendment(s) post award, for a purchase cost of

$1.00 per unit.

F. Electronic Data Availability: Supplier shall provide dynamic (real-time) electronic, lookup of product description, model number, warranty start and end dates, purchase date, District purchase order number, etc., using only the device's service tag/serial number, which can be accessed programmatically via web service type API (preferred) or via automated batch upload/download CSV file. This is in addition to the specific shipping report spreadsheet containing sensitive information. Will Supplier perform this requirement?

Yes/Initial No/Initial

G. End of Life Notification: Supplier shall provide an end of life notification 90 days before the item is set to be discontinued.

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

Special Conditions Continued

H. Equipment: Any model announced by the manufacturer as discontinued on or before the Bid due date shall not be considered. All equipment and equipment options and add-ons shall be Original Equipment Manufacturer (OEM). Successful Bidder and Manufacturer shall guarantee replacement parts availability for all units ordered under this Bid for five years after the date of purchase with special educational price discounts.

I. Failure Rate/Life Expectancy: Bidder shall identify failure rate and life expectancy for each of their products. If the District experiences failure rate(s) that exceed the identified rate(s), the Supplier shall replace the units at no cost to the District.

J. Hardware Consistency and Replacement Policy: All computer hardware provided under this Agreement must strictly adhere to the initial performance specifications for a minimum period of six months following the contract commencement. In the event that a specific model is discontinued, reached end-of-life, or otherwise becomes unavailable for purchase, the Supplier shall continue to provide hardware specifications of equal or greater value at the original Bid price or the price of the latest substitution. This commitment to price and performance parity applies to all hardware units provided under the initial award, as well as any new models or configurations specified and approved by the District after the Bid is awarded.

K. Incentives or Offers of Services (Optional): Please detail any additional incentives or value-added services the Bidder wishes to propose for the District’s consideration.

This may include strategic advantages such as local device storage and logistics within the Clark County area, or other enhancements that provide superior utility to the

District.

L. Insurance: The Supplier shall be responsible for maintaining insurance coverage in force for the life of the Agreement. The insurance company(ies) must have an A.M.

Best rating of A- VI or better and be licensed to write such insurance in the State of Nevada. Prior to commencement of services, provide the District adequate insurance documents confirming coverage. The insurance carrier shall give the District a thirty-day written advance notice of any termination, expiration, or any and all changes in coverage. Deductibles and self-insurance retentions shall be declared in the Insurance documents. All deductibles and retentions are the sole responsibility of the

Supplier to pay.

I. Insurance documents shall verify the following coverages:

i. Statutory Workers Compensation, and Employers Liability, with limits no less than $1 million, and providing Clark County School District with a waiver of subrogation.

ii. Commercial General Liability Insurance, including contractual liability, in accordance with the indemnification requirements in paragraph 8.15, and including bodily injury, personal injury, and property damage, with limits of at least $1,000,000 per occurrence. Coverage shall be Primary and Non-contributory. The general liability insurance shall name the Clark County School District as an additional insured and extend to Products/Completed

Operations in addition to Ongoing work.

iii. Professional Liability (Errors and Omissions) with minimum limits of at least $2,000,000 per occurrence. The insurance required above may be provided under primary policies or by a combination of primary and excess policies.

iv. Commercial Automobile Liability Insurance, in accordance with the indemnification requirements in the General Bid Terms and Conditions, Part 4, Provision 24 with limits of at least $1,000,000 per occurrence. Coverage shall extend to all Owned, Non-Owned or Hired Auto.

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

v. Cyber Liability with minimum amounts of at least $1,000,000 per occurrence for claims involving privacy violations, information theft, intentional and/or unintentional release and/or extortion.

II. Requirements:

i. Policy effective dates shall be on or before the effective date of the Agreement or the commencement of services, whichever occurs first.

ii. Insurance shall be continuously maintained throughout the duration of this Agreement.

iii. All insurance coverages shall name the Clark County School District as an additional insured.

iv. Failure to deliver the required insurance document(s), or the District’s failure to request the document (s), is not a waiver of the Supplier’s obligation to provide the specified insurance coverages.

III. Claims Made Policy Requirements – If any policies provide coverage on a claims-made basis:

i. The Retroactive Date shall be shown and must precede the effective date of the Agreement or the commencement of services, whichever occurs first.

ii. Insurance must be continuously maintained and evidence of coverage must be provided for at least three years after termination of this Agreement.

iii. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, or the commencement of services, the Supplier shall purchase and provide “extended reporting” coverage for a minimum of three years after completion of service.

Reference your insurance documents to the Clark County School District, Attention: Purchasing Department, 4212 Eucalyptus Avenue, Bldg. #7, Las Vegas, NV 89121, and indicate the project name and Bid number.

M. Manufacturer Brand Names: The utilization of a brand name(s), if used, in this Invitation to Bid is made for the purpose of illustrating products which may be representative of the District's requirements relative to performance, design, durability, etc. The District is not compelled to accept any manufacturers' product which does not meet the requirements and/or intent of this Invitation to Bid, even if such products were referenced by brand name.

N. Model Number(s): In the event the Invitation to Bid calls out a specific manufacturers’ part number(s), which does not match written specification(s); the written specification(s) shall take precedence over the "non-matching" part number(s). Bidders shall be responsible for ensuring that they are offering products, which conform to the written specification(s).

O. Operating System (Alternate): The Supplier shall provide units that are fully compatible with and capable of loading the latest iteration of the Microsoft Windows

Operating System. All hardware provided must meet or exceed the minimum system requirements for the current versions of the Windows Operating System available at the time of delivery.

P. Pictures: If requested, the Supplier shall provide electronic formatted pictures for the actual products supplied under this contract within 60 days after notification. Picture format requirements: JPEG, preferred pixel size of 300x300, provided with a naming convention to be determined by the District at a later date.

Q. Price: Does your initial price include tariff fees? ______ (Yes/No) If so, what percentage? ________

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

If the tariff is reduced or removed, the awarded Supplier shall initiate a reduction in line with the percentage of the tariff’s reduction. If the tariff is abated, the awarded

Supplier shall initiate a reduction in line with the non-tariff price.

R. Price and Tariff Stability (Alternate): Bid prices shall remain firm and fixed for the initial term of the contract. The District will not honor any requests for price increases based on new or increased tariffs, duties, or international trade assessments enacted after the Bid Opening date.

• Initial Disclosure: Bidders must indicate if the submitted price includes current tariff fees and specify the applicable percentage.

• Fixed Risk: By submitting a response, the Bidder acknowledges that the risk of future tariff fluctuations is borne solely by the Supplier.

S. Product Specification Literature: All responses shall include detailed product specification literature and warranty information for each item offered inclusive of specifying the exact manufacturer model and part number. All responses shall also include all system and technical requirements. Failure to submit the required information may lead to the rejection of any item(s). Any items not clearly defined may be considered nonresponsive.

T. Purchase Quantities: Will the Bidder agree to enter into earnest negotiations to reduce cost(s) in the event that District purchases exceed the estimated purchase quantities by 25% or more?

Yes/Initial No/Initial

U. Recycle Program: See Attachment C Recycle Program Statement of Work.

V. Scannable Identification: Each device provided under this Agreement shall be equipped with a scannable serial number and/or service tag located on the exterior of the device. The identification shall be provided in a standard barcode or QR code format to facilitate District asset management and inventory tracking. This tag shall be durable, high-contrast, and permanently affixed to the unit to ensure legibility throughout the life of the equipment.

W. Test and Evaluation: Do not send samples unless requested. If requested, Bidder(s) shall provide samples of any possible equipment configuration to test and evaluate as requested. The sample shall be an accurate reflection of the product bid in both quality and specification and will be delivered within ten calendar days from the date of the request. Bidder(s) shall be responsible for any and all shipping charges incurred in the testing process. This shall include shipment to the District and the return of the sample. The District will not be liable for damage and or wear and tear to samples during the test and evaluation.

X. Training: Supplier shall be required to provide on-site training to a maximum of twenty District employees to enable them to become certified technicians and have the ability to perform reimbursable warranty work. In addition, the Supplier shall supply training as models and technology change within thirty days of request.

Training services, materials, online resources, etc., shall be provided at no additional cost. The District reserves the right to require refresher training, without any charge, during each year of the agreement.

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

Y. Warranty:

I. General Requirements (Non-Catastrophic Failure):

i. Warranty services: The District prefers to serve as the Warranty Service Provider/Self-Maintainer, but it will consider responses in which the Bidder

(either directly or by its Subcontractor) performs all warranty services. Bidders are encouraged to offer both options for the District’s consideration.

ii. Device cost shall include a one-year return to depot or local drop off repair parts and labor warranty with next business day response time, and correction of any issues within no more than seven (7) business days. Supplier shall pay all shipping charges.

iii. Warranties shall not commence until devices are accepted by the District. The warranty for devices delivered between June to August shall not begin until school resumes in August.

iv. Bidder shall provide information regarding warranty repair process to include exact information regarding what is covered under warranty and list any exemptions.

v. Warranty shall support: unlimited repair claims per device and a minimum of one battery and AC adapter replacement over and above the manufacturer’s standard allowance.

vi. New OEM repair parts and batteries are required.

vii. If units are unrepairable (requiring a replacement), the exchange units shall be new with the same or better specification if the identical model is not available. Replacement units will receive the remaining original unit’s warranty term.

viii. The District reserves the right to factor in the advantages and disadvantages of various programs amongst the Bidders in making its award decision.

II. Depot Warranty Requirements:

i. Supplier shall provide a list of local authorized service providers for warranty and out-of-warranty repairs which the District may utilize.

ii. If depot warranty is used, will your company utilize a Subcontractor for warranty repair services? Yes_ No______

iii. Supplier warranty service shall have the ability to complete repairs and return to service 300 devices per week. Supplier shall pay all shipping charges.

iv. Supplier shall provide an online portal to check warranty status, manage/create service requests, and dispatch repairs.

v. Supplier shall have a designated manager who oversees this activity, reports to the District, attends meetings as necessary and is always available via phone

Monday – Friday 7:00 am to 4:00 pm PST.

vi. Untimely Performance: The District reserves the right to repair equipment due to the Supplier's untimely performance and it shall be entitled to reimbursements as follows: the District technician's hourly burden rate multiplied by the time required for the repair, plus the direct costs (i.e. mileage/travel charges {if applicable}, cost of repair parts, and 10% of the total repair cost for associated administrative expenses. The District reserves the right to deduct the cost of the repair work from any outstanding invoices, or require reimbursement, payable within thirty calendar days after completion of repair work.

III. District Self -Maintainer Requirements:

i. District warranty maintenance option: If the District opts to become a certified warranty provider, the Supplier shall provide on-site Repair Part Locker(s) with the appropriate quantities of spare parts as outlined in Attachment B, at no charge. The District will designate the inventory levels and parts it requires. The Supplier shall replenish repair parts within seven calendar days of the District’s request.

ii. Bidder shall provide a list of parts considered customer replaceable while under warranty, versus which parts will include labor reimbursement in the event of failure.

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

iii. Post warranty: Supplier must provide parts list and specify volume discount pricing for parts purchased outside of warranty.

iv. Bidders are encouraged to offer warranty programs above and beyond the minimum requirements expressed herein and to offer the option for reimbursement for District provided repair service.

IV. Catastrophic Failure which is defined as 5% or more of the estimated purchase quantity, or 15% or more of an order group exceeding 1,000 computers are, or become inoperable, or malfunction intermittently, etc. The Supplier shall be responsible for supporting these requirements, even if the District is serving as a Self-

Maintainer Warranty Provider. Upon learning that a group of computers have, or are failing, the Supplier shall immediately develop a correction action plan

(CAP) for the District’s review and approval. The CAP shall minimally provide for:

i. Repairs commencing within three working days

ii. Continuous repair of up to 150 computers per calendar day, or no less than 25% of the failed population per week, whichever is the greater.

iii. Local pick-up and delivery of units coordinated with receiving locations.

iv. Conduct weekly status conference with District representatives to advise of progress, problems, etc.

v. Work shall continue until all operable units have been returned to service or replaced with new units

End of Special Conditions

Continuation for Bid: 27008HCF Computers and Accessories _____________________________________

Pricing shall be submitted via Bid Tables in Euna Procurement (formerly named Bonfire) at https://ccsd.bonfirehub.com or via Attachment A if submitting Bid via hard copy. Any hard copy (including flash drives) Bid Responses received will be uploaded into Euna Procurement. The District accepts no responsibility or liability for Bidder errors or omissions in Bid documents uploaded by the District.

To the Board of School Trustees of the Clark County School District: We (I) hereby agree to furnish the goods and/or services listed in Bid Tables or Attachment A at the prices and terms stated and in accordance with all bid specifications, addenda, General Bid Terms and Conditions and Special Conditions.

Company Name: _________________________________ _________________________________________________

Signature

Address: _________________________________

City, State, Zip: _________________________________ Printed Name of Authorized Agent

Email Address: _________________________________

Telephone Number: ____________________________ Federal Tax I.D. Number: __ __ - __ __ __ __ __ __ __

Fax Number: ____________________________________

Payment Terms: __________________________________ https://ccsd.bonfirehub.com/