10812-20241114083509 DCS.pdf

DESOTO COUNTY SCHOOLS

5 East South Street • Hernando, Mississippi 38632

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

BID NOTICE

To: Prospective Bidder

From: Jenifer Hale DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7168

Issue Date: November 14, 2024

Notice of Bid/Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: December 6, 2024 Time: 9:00 am, CST Location:

Date: December 13, 2024 Time: 9:00 am, CST Location:

DeSoto County Schools Central Services 5 East South Street Hernando, MS 38632

DeSoto County SchoolsCentral Services 5 East South Street Hernando, MS 38632

Bid Items Bid Number: #334-IPROJ-DCS25 Description: Interactive Projectors

Procurement Schedule:

Public Notice to Newspaper November 14, 2024

Advertisement Publication Dates November 14 and November 21, 2024

Release of Bid November 14, 2024

Deadline for Written Questions/Clarifications December 2, 2024 Noon CST

Unpriced Bid Proposals December 6, 2024, 9:00am CST

Reverse Auction for Approved Bidders December 13 , 2024 9:00am CST

Anticipated Board Approval January 9, 2025

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of the Unpriced Proposal Form, nor placing it in the mail by this date will meet legal requirements. All Unpriced Proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The DeSoto County School Board of Education reserves the right to reject any and/or all Unpriced Proposals received and to waive any and all informalities.

1. If submitting a paper Unpriced Proposal, it shall be typed. Any changes made must be initialed. Changes shall not be allowed after the Unpriced Proposals are opened. The DeSoto County School District (hereafter, the District) shall not be responsible for any errors or omissions. Unpriced Proposals may be hand delivered, mailed, or submitted electronically. Paper Unpriced Proposals must be submitted in a sealed 8” x 10” or larger envelope. Please label the envelope or shipping package as follows or the bid may be rejected:

Attn: Jenifer Hale Interactive Projectors Unpriced Proposal

#334-IPROJ-DCS25

December 6, 2024 9:00 am CST

Name of company or person submitting bid

2. Any Unpriced Proposal received after the opening date or time shall be refused and marked “Late Unpriced Proposal” and returned to the bidder unopened. For this purpose, the official time for the Unpriced Proposal opening shall be based upon the time as indicated by the Purchasing Department. It is solely the responsibility of the bidder to ensure Unpriced Proposals are received prior to the opening date and time.

3. Unpriced Proposals may be modified or withdrawn by written notice from the bidder, if received by the Purchasing Department prior to the date and time set forth in the BID NOTICE. In order to modify an Unpriced Proposal, the bidder must submit a new Unpriced Proposal with the words “Modified Unpriced Proposal” shown in the lower left corner of the sealed envelope or shipping package. The original Unpriced Proposal remains the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an Unpriced Proposal, all documents shall remain the property of the District.

4. The District shall issue a written addendum if substantial changes, which impact the technical submission of proposals, are required. A copy of the addenda will be given to all vendors that are known to have requested bid documents. In the event of a conflict with the original contract documents and the addenda, the addenda shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

5. All items contained in this Unpriced Proposal are to be per specifications unless otherwise specified.

6. All bids shall be submitted exclusive of all taxes. Documentation of tax exemption will be furnished when necessary.

7. Both paper Unpriced Proposals and electronic Unpriced Proposals shall be submitted on the supplied Unpriced Proposal Form. Electronic Unpriced Proposals shall be submitted online at www.centralbidding.com as one document. Should the bidder’s response not be submitted on the supplied Unpriced Proposal Form, the District reserves the right to reject the bid.

http://www.centralbidding.com/ http://www.centralbidding.com/ http://www.centralbidding.com/

8. The District reserves the right to purchase from the next lowest responsible Bidder, or from other sources, if the awarded Bidder cannot deliver the bid items, for whatever reason, within the time specified.

9. If the District’s Superintendents Office is closed for any reason, including but not limited to inclement weather, an emergency situation or any other act of nature, for which closure prevents the opening of bids at the originally advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the District’s Superintendents Office shall be open for business at the previously advertised time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be advertised. Any vendors that have been invited to participate in the reverse auction will be notified of such changes. DeSoto County Schools shall not be held responsible if invited vendor fails to comply or misses reverse auction due to no fault of the District.

10. If any Bidder contemplating submitting an Unpriced Proposal under this bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must submit a written request for clarification by the date and time designated in the Procurement Schedule by email to www.dcs.purchasing@dcsms.org. The District will respond to all inquiries and render an official interpretation of the question in writing via addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its acknowledgement of the addendum/clarification by noting in space provided on the Vendor Information & Agreement Form and returning it with their Unpriced Proposal. Questions received after the mentioned deadline for Written Questions/Clarifications shall not be considered.

Qualification of Bidders:

Unpriced Proposals will be evaluated by staff of the District. All bidders submitting acceptable required paperwork and alternate specifications (if applicable) will be invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date, if necessary, to complete the pre-qualification process.

New Vendors:

A New Vendor Packet has been included for any bidder that has not previously worked with DeSoto County Schools. This bid packet includes a Vendor Registration Form and a Conflict-of-Interest Disclosure Form. The bidder shall complete the packet and submit along with any other required documents due with the Unpriced Proposal.

Method of Bidding:

Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and time of December 13, 2024, at 9:00 am, CST. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the approved vendor must complete the free registration at: https://www.centralauctionhouse.com/registration.php to participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/ or bidding process, please call Central Bidding at 225-810-4814.

Accounting Practices:

The DeSoto County School District requires that Purchase Orders be issued before any items are ordered or delivered. The DeSoto County School District shall not be responsible for any products delivered without an approved Purchase Order and/or without a signed acknowledgement of receipt by a District employee at time of delivery. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District.

The awarded bidder agrees to receiving payment within 45 days from date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods and/or services by DeSoto County Schools, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

Budgetary/Funding Constraints:

The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.

http://www.dcs.purchasing@dcsms.org https://www.centralauctionhouse.com/registration.php

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for the resolution of any dispute shall be DeSoto County, Mississippi. The bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the bidder.

W-9 Form:

The DeSoto County School District requires the attached W-9 Form to be completed and included in your bid submission.

Insurance Requirements:

The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance coverage of $1,000,000 and workers’ compensation insurance coverage of $500,000 per occurrence and listing the District as the certificate holder for each policy and as additional insured on the General Liability. This certificate must be presented to the District prior to approval of the awarded bidder by the DeSoto County Board of Education. The policy must remain in effect during the entire term of the bid.

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Interactive Projectors Bid #334-IPROJ-DCS25

DeSoto County Schools will be bidding between 50 and 100 new Interactive Projectors to include installation and all installation supplies. Systems must meet or exceed the specifications listed below to be considered.

Refurbished items will not be accepted. Warranty and shipment specification alterations on bids will be grounds for bid to be rejected.

Interactive Projectors being bid must be the interactive projector noted below or an equivalent or better model that meets the specifications listed below. If bidding an equivalent or better model than specified, specifications for it must be included with Unpriced Proposal submitted 9am, CST, December 6, 2024. Not including such specifications for equivalent or better model with Unpriced Proposal submission may be grounds for dismissal from inclusion in the reverse auction scheduled for December 13, 2024 at 9am, CST.

Bid will expire May 4, 2025. Bid price must remain in place through this date.

Interactive Projector specifications are as follows:

• Epson Brightlink 760 Wi WXGA 3LCD Interactive Mfg V11HA80020, Ultra Short-throw Projector with all included accessories or better.

• Epson preferred plus extended service agreement 1 year on site Mfg EPPEXPB1

• Epson Ultra-Short Throw Wall Mount ELPMB62 Model: V12HA06A05

• Projector remote control

• Two interactive pens with two hard tips and four soft tips.

• Must include Smart Notebook software

• Screen Share (back and forth collaboration)

• Casting ability from PCs, MacBook, Chromebook, Android and IOS devices.

• Power Cord-not less than 25’ not more than 50’

• HDMI Cable-not less than 25’ not more than 50’

• USB cable-not less than 25’ not more than 50’

• Network Patch Cable-not less than 25’ not more than 50’

• Non Metallic Raceway to hide all cables from projector to destination device.

• Installation and configuration -Turn Key solution.

• Whether the winning vendor does the installations or hires a subcontractor to perform the work, the installing organization cannot be further than a four hour drive from DeSoto County, or 250 miles. DeSoto County Schools will make every attempt to organize purchases so that as many projectors as possible will be available for installation per trip. If very small quantities are purchased later in the school year the installer must be willing to come back to DeSoto County Schools to perform additional installations during the length of the bid.

• At time of installation the length of cable will be determined based upon location of the teacher PC or desk so installers should arrive at the school with adequate quantities of cables of both lengths.

• All debris left over from the installation must be cleaned up after the installation is completed.

Specifications

• After installation of projectors the installing company must complete the Interactive Projector Installation Form (see example included in bid packet) indicating the school’s name, serial number of the projector installed, date installed, and room number. This will allow DeSoto County Schools the ability to track installations and completions. The form should be left with the Bookkeeper at each school after the installation is complete.

• Shipping costs must be included in bid price

There shall be no additional contracts issued for installation of projectors

SIGNATURE DATE

PRINTED NAME TITLE

BIDDING: Model above________ BIDDING: Alternate with specs included __________

The projectors' electrical cables cannot be installed so that it passes through the ceiling tiles. The electrical cable of each projector must be in a raceway to hold it firmly against the wall between the projector and the nearest electrical outlet.During the installation, no extension cords can be used.

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Unpriced Bid Proposal Form Interactive Projectors

Bid #334-PROJ-DCS25

Vendor Name: __________________________________

√ MEETS √ EQUIVALENT SPECIFICATION

xxxxxxxxxxxxxxx Quantity range between 50 and 100 Interactive Projectors xxxxxxxxxxxxxxx

Bid will expire May 4, 2025 Epson Brightlink 760 Wi WXGA 3LCD Interactive Mfg V11HA80020, Ultra Short-throw Projector with all included accessories equivalent or better.

Epson Ultra-Short Throw Wall Mount ELPMB62 Model: V12HA06A05 equivalent or better

Epson preferred plus extended service agreement one (1) year on-site Mfg. EPPEXP81 equivalent or better xxxxxxxxxxxxxxx Power cord – not less than 25’ and not more than 50’ xxxxxxxxxxxxxxx HDMI cable – not less than 25’ and not more than 50’ xxxxxxxxxxxxxxx USB cable – not less than 25’ and not more than 50’ xxxxxxxxxxxxxxx Network patch cable – not less than 25’ and not more than 50’ xxxxxxxxxxxxxxx Non-metallic raceway to hide all cables from projector to destination device xxxxxxxxxxxxxxx Must include both hard and soft tip stylus xxxxxxxxxxxxxxx Must include Smart Notebook software xxxxxxxxxxxxxxx Must have Screen Share (back and forth collaboration)

Xxxxxxxxxxxxxxx

Installation and configuration must be turn-key xxxxxxxxxxxxxxx Installation must be completed by a qualified installer

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Installation to include take down of existing projector or projection system, if required, for new projector installation. At time of installation the length of cable will be determined based upon location of the teacher PC or desk. Installers should arrive at installation location with adequate supply of cables of all lengths needed. Existing equipment will stay on premises to be disposed of per DeSoto County School guidelines. All debris from installation must be cleaned and premises returned to same condition as upon arrival.

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Vendor performing installations, whether it be the winning vendor or subcontractor, cannot be located farther than a four (4) hour drive from DeSoto County, MS, or 250 miles. DeSoto County Schools will make every attempt to organize purchases so that as many projectors as possible can be installed per trip. If small quantities are purchased later in the school year the installer must be willing to come back to DeSoto County Schools to perform additional installations for the full duration of the bid.

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XXXXXXXXXXXX

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After installation of projectors the installing company must complete the Interactive Projector Installation Form (see example included in bid packet) indicating the school’s name, serial number of the projector installed, date installed, and room number.

This will allow DeSoto County Schools the ability to track installations and completions. The form should be left with the Bookkeeper at each school after the installation is complete.

There shall be no additional contracts issued for installation of projectors

SIGNATURE DATE

PRINTED NAME TITLE

BIDDING: Model above________ BIDDING: Alternate with specs included __________

The projectors' electrical cables cannot be installed so that it passes through the ceiling tiles. The electrical cable of each projector must be in a raceway to hold it firmly against the wall between the projector and the nearest electrical outlet.During the installation, no extension cords can be used.

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Vendor Information & Agreement Form

Interactive Projectors Unpriced Proposal December 6, 2024, 9:00 am, CST

Bid #334-

IPROJ-DCS25

I/We propose to furnish and deliver the items on the Unpriced Proposal Form according to your specifications.

I/We further agree not to request permission to withdraw our bid after the bids have been opened.

This bid consists of the (A) Bid Notice, (B) Bid Instructions and Terms, (C) the Required Specifications, and (D) the Unpriced Proposal Form.

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Unpriced Proposal was requested by the DeSoto County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:

Addendum 1____ Addendum 2____ Addendum 3____ Addendum 4____

Return with your Unpriced Proposal paperwork due December 6, 2024, by 9am, CST

• Completed Vendor Information & Agreement Form

• Completed Unpriced Bid Proposal Form

• Specifications for any proposed alternate, if applicable

• Insurance Accord Form

• Completed W-9

• Completed New Vendor Packet (Vendor Registration Form & Conflict-of Interest Disclosure Form), if applicable