2496-20260202102848 BSD.pdf

Baldwyn School District 2026 Digital Learning Device Refresh

Request for Proposals

Subject:

Requests for Quotations/Proposals for digital devices and accessories for Baldwyn School District.

General Requirements:

The Baldwyn School District is seeking quotations for complete solutions to implement a digital 1:1 iPad device refresh where every student from Kindergarten to 12th grade will receive a new iPad for learning purposes and teachers and instructional staff will utilize iPads in classroom instruction.

Terms used throughout this RFP

Baldwyn School District 1:1 – One to one computing (one device for every one student)

2 Ways to submit a bid

1) Mail in a bid

Directions for Bidding via mail:

Envelopes containing bids must be sealed, marked 1:1 Device Refresh – February 19, 2026 and addressed to: Cody Heavener and Raymond Craven

Mailing Address:

Cody Heavener, Technology Director and Raymond Craven, Superintendent - Baldwyn School District, 107 West Main Street, Baldwyn, MS 38824

Physical Address:

Cody Heavener, Technology Director and Raymond Craven, Superintendent - Baldwyn School District, 107 West Main Street, Baldwyn, MS 38824

Do Not Fax Proposals. Proposals will be received by The District at the address shown above until 4:00 PM CST, February 18, 2026. If the vendor chooses the mail-in option, proposals must be mailed to the address above in time for delivery before the closing date or hand delivered.

● No bids may be withdrawn after the scheduled closing time for the receipt of bids for a period of 90 days. The owner reserves the right to reject any or all bids and to waive informalities.

● All mail-in bids must have “1:1 Device Refresh” written on the exterior of the sealed envelope.

2) Reverse Auction Information

The reverse auction for this RFP will be conducted on February 19, 2026, from 9AM - 11:00AM CST. Bidders can call in their bids during this time. They can call 662-365-1000 to place a bid.

Additionally, bidders can attend the reverse auction in-person at 107 West Main Baldwyn, MS 38824. All bidders can view the live bidding on our reverse auction website can be found here.

https://tinyurl.com/mr2k6xzr https://tinyurl.com/mr2k6xzr

Also, if vendors would like to email their bid during the reverse auction they can do so by emailing their bid to heavenerc@baldwynschools.com and cravenr@baldwynschools.com.

VENDORS CAN ONLY EMAIL THEIR BID IN DURING THE REVERSE AUCTION WINDOW

on February 19, 2026, from 9AM - 11:00AM CST. EMAILED BIDS RECEIVED BEFORE OR

AFTER THE REVERSE AUCTION WILL NOT BE ACCEPTED.

If a vendor has emailed a bid in, and they do not see it appear within 5 minutes of bidding, they should call 662-365-1000 to inquire. The email may have been routed to SPAM. It is the vendors responsibility to follow-up if they are not seeing their bid.

If a vendor attempts to call in a bid, and there is no answer, they can call our alternate number 662-397-0937 and ask for Raymond Craven and/or Cody Heavener.

All mailed-in bids will be placed on the reverse auction website at 9AM on February 19, 2026.

All subsequent bids will be added to the website as soon as they are received. All vendors will have access to the reverse auction website and can bid against their own mailed in bid if they choose to use the bidding methods in the paragraph above.

Vendors who show up in person can submit their bid in person and their in-person bid will immediately show on the reverse auction website.

All bidders who participate in the reverse auction, can make multiple bids.

Reverse auction website URL - https://tinyurl.com/yxjkhbep

Schedule of Events:

Event Release of RFP – January 19, 2026 Deadline for Submission of mailed-in Proposals 4:00 PM CST, February 18, 2026 Opening of Proposals (BSD Central Office) – February 19, 2026 @ 8:45AM and placed in the reverse auction website.

Newspaper - January 20, 2026 & February 3, 2026

Inquiries Date(s)

01-19-2026 - 02-05-2026 04:00 PM CST

All correspondence and inquiries regarding this RFP must be done via Email:

heavenerc@baldwynschools.com and cravenr@baldwynschools.com.

If a vendor does not receive a response within 48 hours, it is the responsibility of the vendor to call Cody Heavener or Raymond Craven at 662-365-1000 and confirm that the email message was received.

mailto:heavenerc@baldwynschools.com mailto:cravenr@baldwynschools.com https://tinyurl.com/yxjkhbep mailto:heavenerc@baldwynschools.com mailto:cravenr@baldwynschools.com

Items being Requested The following are the General Conditions for the work to be performed as outlined in the Detailed Specifications.

1. Scope of Work, Professional Development, and Technical Specifications:

1. Must provide (950 estimated/Final count TBD) iPad 128GB - Silver with 3-Year Apple Care+ for School (Product Number: (A3354).

2. Must provide (1,111) JAMF school for iOS, MacOS, and tvOS EDU+3 years.

3. Must provide (1,111) factory services- USA – Asset tagging for iPads, Apple TVs, and MacBooks

4. Must provide (60) Apple TV 4k Wi-Fi with 64 GB

5. Must provide (100) MacBook Air 13-inch Apple M4 chip with 10-core CPU and 8-core GPU 16GB Memory and 256GB SSD

6. Must provide (1) Macbook Air 13-inch Apple M4 chip with 10-core CPU and 10-core GPU 24 GB Memory and 512GB SSD

7. Must provide warranties and professional services for all equipment.

8. Pricing must be good for up to 90 days.

9. Must provide a Tax-exempt dollar out lease.

10.Must provide (950) iPad cases with keyboard for iPad (A16) or compatible Navy Blue - Special 10-pack pricing

Service providers/vendors may respond to this proposal by individual item.

3. Prices:

Bids, unless otherwise specified, shall be net, including transportation and handling charges fully paid by the vendor. All prices must: (1) be shown clearly, (2) be firm prices and free of any escalator, and

(3) include all applicable taxes. The Baldwyn School District will furnish a tax exemption letter for State and Federal taxes where applicable.

Basis of Award:

1. Overall quality of proposal.

2. Vendor’s qualifications, knowledge, experience, past work and functionality of previous 1:1 installations.

3. References of at least three installations of similar size, complexity, infrastructure design and installation method as proposed.

4. Compatibility with existing infrastructure and technology plan.

5. Price of proposal.

https://www.apple.com/us-edu/shop/product/hqez2zm/a/logitech-rugged-folio-keyboard-for-ipad-a16?fnode=4191249a2e50e43a4d04b2b8ccf9ee1f18e3ef341adf087acf7836a3ed9f2863d11e61a7617197be8a62e298ffc2eaf67d2533dfc3de51c5722d63c0320b4560f6bb83a66b414916c5670b8db9f2dd45e6f9d9e34faa1de1548cd5453f6e607972ba2e5d11942c08ffaa0024856565c3&fs=f%3Dipada16_2025%26fh%3D4583%252Bc49711

The Baldwyn School District reserves the right to reject all or none, and the right to award by line item.

The Baldwyn School District reserves the right to reject all bids or proposals for any reason.

In addition to pricing information, please include the following information:

● Description of the Service Provider’s capacity to provide support including:

o names, o position titles, and o locations of technical support staff, sales staff, professional development staff and management staff (i.e.: John Smith, Director of Sales – Jackson, MS)

● Description of warranty information for all proposed products

● 3 References for similar installations as described in the specifications.

Newspaper information

The Baldwyn School District is requesting proposals for 950 A16 Apple iPad’s, 60 Apple TVs, 101 MacBook Air, and services for student learning and teacher instructional purposes.

The proposal can be found at this link. https://tinyurl.com/mr2k6xzr The reverse auction website for the proposal is at this link -https://tinyurl.com/yxjkhbep If you have questions, please contact Cody Heavener at (662) 365-1000.

Questions asked by vendors and answered.

https://tinyurl.com/yxjkhbep