202-20250401073632 SCSD.pdf

BID #2425-02

SIMPSON COUNTY SCHOOL DISTRICT

NOTICE TO BIDDERS

INVITATION FOR BIDS

111 EDUCATION LANE

MENDENHALL, MISSISSIPPI 39114

TELEPHONE

(601) 847-8000

The Simpson County School District will accept bids until 2:30 P.M. Wednesday, April 15, 2025, at the Administrative Office Building of the Simpson County School District, located at 111 Education Lane, Mendenhall, Mississippi 39114, at which time said bids for the purchase of the following item(s) will be publicly opened, read aloud and taken under advisement:

BID #2425-02 PROMETHEAN WORLD BRANDED PRODUCTS

Bids will be awarded or rejected by the Simpson County School Board at 5:00 p.m. on THURSDAY, May 8, 2025, or as soon thereafter as conveniently possible. The Board meeting will be held at 111 Education Lane, Mendenhall, Mississippi 39114.

Items required, specifications, and bid forms may be obtained via the following web address:

https://bit.ly/3k6PI1g. You may also obtain the documents in person at the Administrative Office Building of the Simpson County School District, located at 111 Education Lane, Mendenhall, Mississippi.

Electronic bids should be submitted through the following email address: bids@simpson.k12.ms.us.

The Simpson County School District reserves the right to reject any and/or all bids or any groups thereof and waive any defect or informality in any bid or bidding procedure.

Inquiries regarding this bid should be directed to Kristi Magee at the following email address kmagee@simpson.k12.ms.us. Emails must be marked “SIMPSON COUNTY SCHOOL DISTRICT PROMETHEAN WORLD BRANDED BID 2425-02” in the subject. All bidders can view all Q&A on the bid web site.

INTRODUCTION

Simpson County School District is working to establish a contract for Promethean World branded products. These products will be purchased throughout each fiscal year for various projects the district may need to complete.

Prices quoted shall be all-inclusive (including all applicable taxes, shipping cost, training, and technical support.

Omissions in the proposal of any provision herein described shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services.

Should the vendor have questions or find discrepancies in, or omissions from, this Bid or shall be in doubt to its meaning, the vendor shall at once notify the Simpson County School District. All questions should be addressed to Kristi Magee at the following email address:

kmagee@simpson.k12.ms.us. All bidders can view all Q&A on the bid web site.

BID CALENDAR

BID NUMBER 2425-02

Bid Publication March 24, 2025

Bid Publication April 3, 2025

Last day for Questions April 11, 2025

Bid Opening April 15, 2025

Recommendation to SCSD Board May 8, 2025

VENDOR BID INSTRUCTIONS

B-1 - DELIVERY OF BIDS:

1. The Simpson County Board of Education will receive sealed, competitive bids in the Off ice of the Director of

Technology, Administrative Of f ice Building of the Simpson County School District, 111 Education Lane, Mendenhall, Mississippi, as per the date and time specif ied on page 1, at which time the bids will be publicly opened, read aloud and taken under advisement.

2. The Bid Proposal form must be received on or before said date and time, neither the dating of the Bid Proposal form nor placing it in the mail by this date will meet the requirements pertaining to this bid. Any bid received af ter the bid opening date shall be marked "LATE BID" and returned to the Bidder unopened.

3. The district will not be responsible for any delays in delivery. It is the sole responsibility of the Bidder that bid proposals reach the above destination by the bid opening date and time.

4. Bids or alterations by fax or telephone WILL NOT be accepted.

5. If the Simpson County School District Administrative Of f ice Building is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed af ter the fact, f ire, earthquakes, f loods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening of bids at the advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the district shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all Vendors/Contractors, upon submission of a bid proposal shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. The district shall not be held responsible for the late receipt of any bids for which the delivery was attempted and failed due to the closure of the district of f ices as a result of a Force Majeure Event. Each Vendor/Contractor shall be required to ensure the delivery and receipt of its bid by the district prior to the new date and time of the bid opening.

B-2 - PRICES:

1. Bid prices, unless otherwise specif ied, shall be net, including transportation and handling charges fully prepaid by the Bidder.

2. All bids must be f irm prices, f ree of any escalator clauses.

3. Prices should include any and all applicable taxes, as Simpson County School District is a tax-exempt governing authority, tax exemption letter furnished upon request.

4. While it is the intention of the Simpson County Board of Education to purchase the specif ied quantities, the right is reserved to accept bids on the basis of individual line item or by total bid price whichever is deemed to provide the maximum benef it to the district. The right is also reserved to omit any item or reduce quantities as necessary to bring the total cost within budgetary provisions.

5. Any bid on any item should include a unit price and an extended price if requested on the Bid Proposal form. If there is any discrepancy between the unit price written in the bid and the total price extension, the unit price will be considered as binding, and the extended price will be adjusted accordingly.

B-3 - BID ADDENDUM:

1. Any interpretation of the documents will be made by written addendum only and issued by the of f ice of the Director of Technology. Copy of such addendum will be posted on the bid website. The district will not be responsible for any other explanation of the proposed document.

2. As per Mississippi Code of 1972, as amended; Section 31-7-13, Bid requirements and exceptions; (iv) No addendum to bid specif ications may be issued within two (2) working days unless such addendum also amends the bid opening date to a date not less than f ive (5) working days af ter the date of the addendum.

B-4 - PROPER EXECUTION

1. All bids must be submitted in accordance with Section 31-7-13 of Mississippi Code of 1972 as amended, and must be properly executed and signed by a responsible of f icer or employee of the Bidder.

2. All bids must be typed or written (legibly) in ink. Any alterations or changes that are made must be done in ink and initialized by the person who signs the Bid Proposal form.

3. Bids should be checked before submission for accuracy and correctness since the Simpson County Board of Education WILL NOT be responsible for any errors for which the Bidder is responsible.

4. The district reserves the right to reject bids f rom Bidders who submit incomplete bids that do not specifically adhere to the bid instructions herein.

5. To prevent opening by unauthorized individuals, it is required that mailed Bid Proposal forms be delivered in an envelope clearly marked in the lower lef t-hand corner with the following information:

DATE: (date the bid is submitted) DUE: (date the bid is due) BID NUMBER: (on bid documents) BIDDERS NAME: (company/full name)

B-5 - CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

By signing the BID PROPOSAL FORM the Bidder certif ies, in connection with procurement, that to the best of their knowledge and belief :

1. The prices in the BID PROPOSAL FORM have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition; as to any matter relating to such prices with any other Vendor or Bidder.

2. Unless otherwise required by law, the prices have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to the Bid Opening Date and Time specif ied on page 1 of the BID INSTRUCTIONS, directly or indirectly with any other Vendor or Bidder.

3. No attempt has been made or will be made by the Bidder to induce any other Person or Bidder to submit or not to submit a BID PROPOSAL for the purpose of restricting competition.

B-6 - BID WITHDRAWAL and MODIFICATION:

1. Bids may be modif ied or withdrawn by written notice f rom or in person by the Bidder, if received in the Office of the Director of Technology, two (2) working days prior to the stated bid opening date and time on page 1 of the

BID INSTRUCTIONS.

2. No withdrawals will be accepted by telephone or fax.

3. If a Bidder withdraws his bid, all documents shall remain in the possession of the Simpson County Board of

Education, marked as withdrawn, and included in the permanent f ile of that bid item.

4. No bids shall be withdrawn for a period of thirty (30) days following the bid opening date, unless otherwise provided for by law.

B-7 - BID OPENING:

1. All bid openings are open to the public. The Simpson County School District staf f will read a summary of each

Bidder's proposal and answer questions to the extent possible at the time. Any information provided in the bid which contains trade secrets or conf idential commercial or f inancial information and which Bidder does not wish to be disclosed other than for purposes of evaluating it must be clearly labeled on each sheet as conf idential.

2. All disclosures of bid information to interested parties will be made in compliance with Simpson County School District policies and procedures established in accordance with the Mississippi Public Records Act of 1983 def ined in Section 25-61 of the Mississippi Code.

B-8 - RIGHT TO REJECT BIDS:

The Simpson County Board of Education reserves the right to reject any and/or all bids or any groups thereof and waive any defect or informality in any bid or bidding procedure.

B-9 - BID ACCEPTANCE:

1. If the Simpson County School District accepts a bid in response to this request, it will accept the bid of and award the bid to the lowest and best responsive Bidder meeting specif ications, price and other factors considered. The low bid is not always the best bid. Other factors to be considered include, but are not limited to:

conformity to the specif ications; quality; Bidder's ability to provide service, maintenance, and training; past performance of Bidder; f inancial standing and status of the Bidder.

2. Unless otherwise stated in the BID SPECIFICATIONS all bids shall be binding for a minimum of thirty (30) days following the acceptance of the bid by the Simpson County Board of Education.

B-10 – CONTRACT PERIOD

1. The Contract shall cover the period f rom April 15, 2025 through April 14, 2027.

2. The Contract may be renewed at the expiration of the initial term at the request of the District. The renewal may be for up to three (3) additional one (1) year periods. Any renewal shall be based on the same terms and conditions as the initial term with the exception of the price or rates. Initial prices or rates and subsequent renewal prices or rates are guaranteed for a minimum of twelve (12) months. Any increase in prices or rates af ter the initial term or any renewal term shall be limited to the prior year’s increase in the Consumer Price Index for Urban Wage Earners (CPI-W). All price increases must be approved by the Simpson County School District prior to a renewal.

3. Notice of intent to renew will be given to the Vendor(s) in writing normally sixty (60) days before the expiration date of the current term.

B-11 - BILLING/ORDERING

1. All items or services shall be billed to the individual school(s) or department(s) to which they are delivered or performed, unless otherwise specif ied in the BID SPECIFICATIONS.

2. All invoices are due in the Administrative Of f ice Building of the Simpson County School District, 111 Education

Lane, Mendenhall, Mississippi 39114, on or before the last day of each month. If they are not received by that date payment will not be made until the following month.

3. Payment of above-described invoices shall be on the 2nd Thursday of each month.

4. No negotiations, decisions or actions shall be executed by any Bidder as a result of any discussions with any

District employee. Only transactions that are on a Simpson County School District purchase order may be considered of f icial.

B-12 - DAMAGE OR LOSS:

1. Any damage or loss to the Simpson County School Districts property as a result of any action by the successful Bidder in the execution or performance of any item or service in this bid, shall be repaired to the satisfaction of the Simpson County Board of Education, at the Bidders expense, within a reasonable time set forth by the Simpson County Board of Education.

2. The successful Bidder shall hold the Simpson County Board of Education, Simpson County School District, its Of f icers, Agents and Employees harmless f rom liability of any nature or kind whatsoever, because of use of by publisher or author, manufacturer or agent of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, article, environment-sensitive material, or appliance furnished or used under this bid.

B-13- Delivery:

1. The specif ications will indicate if delivery is to be made to one (1) central location or to multiple locations within the District.

2. It is understood that the Bidder agrees to deliver all items prepaid (F.O.B. Destination) to an inside point or points of receipt. All related costs for delivery are to be borne by the Bidder and should be included in their bid.

3. Any items requiring unpacking and/or assembly and/or installation WILL BE UNPACKED, ASSEMBLED, INSTALLED AND SET IN PLACE AND MADE FULLY OPERATIONAL BY THE SUCCESSFUL BIDDER AT THEIR OWN EXPENSE at the time and place designated by the Simpson County School District unless otherwise stated in the bid specif ications. Panels will be mounted on a wall unless a mobile stand is purchased.

4. Under no circumstances will the Simpson County School District assume any responsibility in connection with deliveries of the bid items.

5. If the successful Bidder fails to deliver by the specif ied delivery date or a reasonable time thereaf ter, giving acceptable reasons for delay, the Simpson County Board of Education reserves the right to cancel the portion which he has failed to deliver within the specif ied time and/or to purchase it elsewhere, charging the increase in price and cost of handling, if any, to the Bidder.

C. BID SPECIFICATIONS

C-1. GENERAL SPECIFICATIONS:

1. All equipment furnished under this contract shall be new not used.

2. This bid is to establish pricing for the purchase of Promethean World branded products. The number of actual items purchased will vary depending on the need of the district.

3. All items listed in the bid MUST include the following:

A. Warranty-Premium 5 Year onsite warranty parts and labor B. Installation-Certif ied Installation C. Training-Basic onsite training of teachers

4. This bid will only be awarded to one vendor. Vendor must bid on each item in order for the bid to be accepted.

Not bidding on each item will cause the bid to be deemed non-responsive.

C-2. PRODUCT DESCRIPTION:

1. The following are base models of each product. As base models change these specs will ref lect the technical specif ications for the updated base model or equivalent model names/numbers change within this contract period. (See bid summary sheet)

BID PROPOSAL FORM

BID ITEM:

D-1 I/We propose to provide the services, more or less, as listed in this BID PROPOSAL FORM according to the specif ications as listed in this bid, at the indicated prices. I/We further agree not to request permission to withdraw our bid af ter the bids have been publicly opened.

D-2 I/We understand that this BID PROPOSAL FORM is to be signed and returned with our bid, and unless this has been done, our bids shall be considered incomplete and rejected.

D-3 I/We, the undersigned, do hereby understand and accept the conditions outlined in the BID INSTRUCTIONS and BID PROPOSAL FORMS of this of ficial bid process in submitting our sealed competitive quotations for the item(s) outlined under the BID SPECIFICATIONS section of this bid:

Firm / Bidders Name :

(Type or Print)

Signed :

Title :

Contact :

Address :

Telephone :

E-mail :

Date :

SIMPSON COUNTY SCHOOL DISTRICT

BID SUMMARY SHEET

Please summarize your bid on these bid pages. Provide any additional details as attachments. If bid does not meet these specif ications, it shall be the responsibility of the Bidder to explain any dif ferences.

Category Model /

Description Specifications

Interactive Display

ActivPanel 10 Premium

4K UHD, 20-point touch, built-in Android 11, Wi-Fi, Bluetooth, front-facing speakers, multiple USB-C & HDMI ports

ActivPanel 10 4K UHD, 15-point touch, built-in Android 11, Wi-Fi, Bluetooth, front-facing speakers, multiple USB & HDMI ports

ActivPanel 9 Premium

4K UHD, 20-point touch, built-in Android 9, advanced audio, Wi- Fi, USB-C & HDMI connectivity, microphone array

ActivPanel 9 4K UHD, 15-point touch, built-in Android 9, front-facing speakers, USB & HDMI inputs

Installation Services

Professional Installation (per panel)

Includes mounting, power setup, network configuration

Mounting Options

Wall Mount Standard mount for fixed installation

Mobile Stand Rolling stand for flexible positioning

Accessories HDMI Cable (6ft) High-speed HDMI for device connection

HDMI Cable (10ft) Extended length for flexibility

Mounting Accessories

Brackets, screws, and cable management

ANY ADDITIONAL COSTS (detail below):