2025_June_RFP_Devices.pdf

Jefferson City Schools

Request for Proposal (RFP) Student Chromebook Devices

Inquiries and requests regarding this RFP should be directed to:

Miranda Storey Director of Technology miranda.storey@jeffcityschools.org 345 Storey Lane Jefferson, GA 30549 706-367-2880

(706) 367-2291 FAX

Proposals and bids must be emailed no later than 4:00 PM on June 6, 2025 to:

miranda.storey@jeffcityschools.org

Please note that all proposals must be received at the designated location by the stated deadline. Late proposals will be unopened and shall be considered void and unacceptable. After the deadline, proposals will be evaluated for this RFP. Not all proposal information is considered public, and only the final contract and costs of award will be available to the public. No proposal information will be shared until after the award.

JEFFERSON CITY SCHOOLS RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS

AND PROPOSALS AND TO AWARD IN PART OR IN TOTAL WHICHEVER IS DEEMED TO

BE IN THE BEST INTEREST OF THE SCHOOL DISTRICT.

SECTION 1—GENERAL INFORMATION

1.1 – Background

Jefferson City is located approximately twenty miles from Athens, GA and the University of Georgia. This nationally renowned community is considered both a rural and suburban community. Parental support for the school system is strong, and the Board of Education is positive and constructive in support of the academic and extra-curricular programs in all Jefferson City schools. Our schools continue to lead Georgia in academics, the arts, and athletics.

We have two elementary schools, one middle school, and one high school in our school system. We have two administrative locations - Central Office and Transportation/Maintenance. We enroll approximately 4200 students and employ approximately 450 professional employees.

We are looking to increase technology access for our students to provide a more personalized learning environment and the tools they need to be college and career ready. Because of the student growth population and age of inventory of student devices, JCS is looking to increase the number and availability of student devices to support our one to one initiative in grades 3 through 12.

1.2 – Intent of the RFP

It is the intent of this Request for Proposal (RFP) to provide bidders with sufficient information to prepare a proposal for the purchase of student devices. Technical specifications and requirements are detailed in Section 3. This proposal will be entirely funded using special purpose local option sales tax (SPLOST).

1.3 --Evaluation Criteria

The interested parties from hereinafter will be referred to as the vendor, respondent, or bidder.

Selection will be based upon technical quality, project management, costs, and system features. The evaluation criteria will consider the following factors:

1. Product quality/appropriateness/compatibility/performance

2. Bidder's qualifications/experience

3. Bidder's total proposed price

4. Bidder's support/service

5. Bidder's warranty/maintenance

6. Proposed product meeting JCS’s present needs as well as future needs through enhancements and upgrades

JCS reserves the right to seek clarification of any or all bidders in order to assist in the evaluation process. To assist JCS, the award evaluation criteria is based on, but not limited to, the following:

All specification terms and conditions as outlined in the RFP are complied with and met the suitability of the proposed solution with respect to the district’s needs and objectives

1. Bidder participation and responsibility clearly defined

2. JCS’s participation and responsibilities clearly defined

3. Hardware and peripheral product quality and content including, but not limited to, durability, performance, integration, serviceability, warranty, maintenance, meets or exceeds industry standards, and fulfillment of criteria specified in this RFP.

4. Bidder's service and support hours are clearly defined.

5. Price of proposal including, but not limited to, individual system pricing, upgrades/downgrades pricing, installation support, warranty support, training, and any other relevant options with associated pricing.

6. Experience and/or references of the company submitting a proposal.

7. Submission of satisfactory reference checks with the proposal submitted on company letterhead.

8. Installation procedures clearly defined if applicable.

9. Bidder agrees to provide an on-site proof of concept at no cost to JCS if requested.

10.Acknowledgement in writing that any software will be properly licensed for JCS.

1.4 --Contract Negotiation

JCS reserves the right to negotiate with any company/supplier submitting a response to alter, clarify, or further enhance the company's proposals and/or any contract arising out of the acceptance of the response. In the evaluation of the proposal, the pricing submitted will be considered the best and final pricing.

SECTION 2 –SUBMITTAL REQUIREMENTS

2.1 – Company Experience and/or References

JCS reserves the right to fully investigate the qualifications of any bidder(s) based on references supplied and publicly available information.

Bidder(s) are encouraged to supply evidence of experience on projects of similar nature and/or magnitude listing: customer name, address, contact names, and telephone/fax numbers. The bidder(s) may also supply third party ratings to demonstrate their success in the IT marketplace.

The winning respondent must provide:

HB 87 Immigration Affidavit (copies available to download)

2.2 – Confidential Material

Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by JCS to the extent allowable.

2.3 – Supplemental/Supporting Materials

Please include descriptive literature/brochures, if available, in the proposal. All user/owner/technical reference manuals should be included with and submitted upon delivery of equipment.

SECTION 3 –TECHNICAL REQUIREMENTS

3.1 --General & Technical Requirements

Quantity of 1000 devices with the following specifications:

1. Asus CR1104C - 11.6” - equivalent to or faster than Intel N100 - 4 GB RAM - 32 GB eMMC Or comparable model, non-touch screen

a. If quoting another model, specifications should include Intel or AMD

2. Device AUE date must be no earlier than June 2033.

3. Google Chrome Management Console license

4. Laser Etching - See Appendix A for specifications Or UV print design to be determined after award but similar to design in appendix A

5. Translucent “Always-On” Rugged Case - asset tag should be visible through the case and case applied to device before shipping

6. White Glove Service -

● Physical inspection completed - replacements as necessary

● System updated to newest Chrome OS stable-channel release available at the time of configuration

● Enrollment of devices on JCS domain through enterprise enrollment and validation

● Verification of Wi-Fi network device policy was fetched

● All configurations undergo a comprehensive Quality Control process

● Standard Asset tag applied - asset tag to be supplied by vendor

● Capturing of Asset tag reference number along with serial number of the product and purchasing information in a csv or xls format

● Successfully configured devices should be re-boxed for shipment

3.2 – Financial

Please provide quotes detailing your solution for JCS. The quote should include all necessary hardware, software, and cabling needed to complete a full installation.

3.3 – Warranty

Warranty terms on the hardware and any associated software should be clearly defined. Please provide pricing for at minimum a four year warranty coverage to include but not limited to;

● Hardware fail

● Parts for repair

● Accidental damage protection (ADP)

○ Unlimited per device limit on ADP

● Vendor pays shipping both ways

● 3 year (1 replacement) battery

● No Deductible

● charger replacement

● “Hot Swap” devices

3.4 – Delivery and Installation

Any delivery and installation charges should be clearly defined as separate line items.

All equipment installation will be done no later than the last week in July.

3.5 – Training

Please describe any training included in the proposal. If there are any costs associated with training, they should be clearly defined as separate line items as well.

3.6 – Bidder Suggested Options and/or Alternatives

Any suggested options or alternatives that JCS should consider for student devices must be included in the proposal bid. The bid can also include any alternate technologies you feel would benefit our district and that we should take under consideration.

In order to remain fair and to ensure the integrity of the bid process, if an alternative option is of interest to JCS all RFP responders will be informed so that they may update their bid to provide supplemental information on the alternative solution as well.

Copies of all vendor questions and answers, as well as clarifications that JCS provides to a single vendor, will be available to all respondents by way of a Q&A page on the school district’s website.

Appendix A - Laser Etching Proof

Description:

Diamond J graphic: 2” x 2” - centered

District Information: 1” x 2” - bottom left corner