3-RFQ 27009 - Sale of Chromebooks.pdf

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RFQ # 27009

Sale of School District

Dell 3100 Chromebooks

I. QUOTE OVERVIEW

Rochester Public Schools (RPS) invites qualified Vendors to submit quotes for the purchase of approximately 1,000 used Dell Chromebook 3100 devices that have been decommissioned from the District’s inventory. This sale will be awarded as a lump-sum purchase of the entire lot.

Partial-lot offers will not be accepted.

Vendors may submit a purchase price offer for Option A, Option B, or both packaging options described in this RFQ. RPS will evaluate each option independently and select the option and Vendor that provide the highest qualifying purchase price to the District, subject to the requirements and award criteria in this RFQ.

The Chromebooks have been used in the District’s educational programs. Prior to pick up, RPS will factory reset the devices and remove them from the District’s device management system.

The purpose of this sale is to maximize the recovery value of surplus technology equipment while ensuring proper handling and adherence to applicable data security practices. The successful Vendor will be responsible for purchasing all devices in the lot and complying with the requirements and terms and conditions outlined in this Request for Quote (RFQ).

Vendors must have a minimum of five (5) years of experience purchasing used technology equipment. Vendors must provide references demonstrating their relevant experience. RPS reserves the right to contact references and verify the information provided.

A TERMS AND CONDITIONS

All Vendors submitting quotes must acknowledge and agree to comply with Rochester Public

Schools (RPS) Terms and Conditions, available at RPS Legal Ads under “Terms and Conditions.”

RPS intends to sell the equipment described in this Request for Quote (RFQ) but is under no obligation to proceed with the sale. The award will be made in accordance with the evaluation and award criteria outlined in this RFQ, subject to the District’s reserved rights and required approval.

https://www.rochesterschools.org/page/legal-ads

Sale of School District Dell 3100 Chromebooks

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RPS reserves the right to accept or reject any or all quotes, waive minor informalities or irregularities, or cancel or decline to proceed with the sale if doing so is determined to be in the District’s best interest.

B QUOTE SUBMISSION

Quotes for the purchase of used technology equipment must be submitted through the Euna Procurement platform no later than 2:00 p.m. on Wednesday, November 11, 2026. Quotes submitted by any other method, including in person, by fax, or by email, will not be accepted.

All quotes must remain valid and may not be modified, withdrawn, or canceled for a period of 60 days following the quote submission deadline.

C SCOPE OF SALE

Rochester Public Schools (RPS) is soliciting quotes from qualified Vendors interested in purchasing the District’s used Dell 3100 Chromebook devices in accordance with the specifications and requirements outlined in this RFQ.

The sale will be awarded as a lump-sum purchase of the entire lot. Vendors may submit a separate total lump-sum purchase price for Option A, Option B, or both options specified in this RFQ. Each offer must cover the entire lot. Partial-lot offers will not be accepted.

II. REQUIREMENTS AND CONDITION OF SALE

1. Purchase of Entire Lot: The Vendor must purchase all equipment included in this sale.

Partial-lot purchases will not be accepted.

2. As-Is, Where-Is Sale: The equipment is offered for sale on an “as-is, where-is” basis.

3. Payment Method: Payment must be made by certified check, cashier’s check, or wire transfer payable to Rochester Public Schools ISD #535. Wire transfer instructions will be provided by RPS as needed.

4. Payment: Full payment must be received and confirmed by RPS on or before the scheduled pickup date. RPS will not release any equipment until payment has been received and confirmed. If the Vendor fails to submit payment as required, RPS may cancel the award and, at its discretion, proceed with another eligible Vendor whose quote remains valid.

5. Pickup Deadline: The Vendor must complete pickup of the entire lot within sixty (60) calendar days of the award notice. Pickup may occur only after RPS has received and confirmed full payment. The Vendor must coordinate pickup in advance, during RPS business hours, and remove the entire lot in one coordinated pickup unless otherwise approved by RPS.

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6. Packing, Removal, and Transportation: Vendors may submit a total lump-sum purchase price offered to RPS for Option A, Option B, or both. Each option will be evaluated independently.

• Option A – Vendor Packaged: The Vendor supplies all boxes, pallets, shrink wrap, packing materials, and labor necessary to pack the equipment, load it, remove it from RPS premises, and transport it.

• Option B – RPS Packaged: RPS packs the equipment before pickup. The Vendor is responsible for providing any required packing materials in advance and for loading, removing, and transporting the equipment from RPS premises.

All costs associated with each option must be reflected in the applicable purchase price offered to RPS. RPS will evaluate the purchase prices submitted under Option A separately from those submitted under Option B. RPS will compare the highest qualifying purchase price received for each option and select the option and Vendor offering the highest qualifying purchase price to the District, provided all RFQ requirements are met.

7. Pickup Location: All equipment must be picked up at the RPS Technology Support Services Center, located at 3018 40th Ave NW, Rochester, MN 55901. Packing responsibilities will be determined by the selected option.

8. Certificate of Insurance: The Vendor must provide a Certificate of Insurance.

9. Business References: The Vendor must provide at least three (3) business references from customers or organizations for which the Vendor has purchased used technology equipment. RPS reserves the right to contact references to verify the Vendor’s experience and qualifications.

10. Required Forms: The Vendor must complete and submit the Vendor Qualification Form and Non-Collusion Affidavit as part of its quote submission.

III. PRODUCT INFORMATION

The estimated inventory from Rochester Public Schools surplus technology equipment consists of the following:

● Device: Dell Chromebook 3100

● Accessories: Chargers are not included.

● Specifications: Intel Celeron N4120, 1.10 GHz

● Storage: 64 GB

● Memory (RAM): 8 GB

● Color: Black

● Estimated Quantity: Approximately 1,000 units.

● Condition: Most devices are expected to be in Grade C condition or lower, with a small percentage in Grade A or B condition. These are estimates only, and individual device conditions may vary. All equipment is sold on an “as-is, where-is” basis. Devices have been used in the District’s educational programs.

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● Asset Tags: Most devices have asset tag stickers on them.

● Reset & Management Removal: Devices will be factory reset and removed from the RPS management system.

IV. BASIS OF AWARD

A. Lump-Sum Purchase Price Offer

This sale will be awarded as a lump-sum purchase of the entire lot to one Vendor at a single guaranteed purchase price under the selected packaging option. Vendors may submit a total lump-sum purchase price offer for Option A, Option B, or both options. Each offer must cover the entire lot; partial-lot offers will not be accepted.

Quotes must remain valid for sixty (60) days following the quote submission deadline. RPS reserves the right to accept or reject any or all quotes and to cancel or decline to proceed with the sale if doing so is determined to be in the District’s best interest.

B. Award Criteria

RPS will evaluate Option A and Option B independently. The highest qualifying purchase price under each option will be compared to determine which option and Vendor offer the highest qualifying purchase price to the District. RPS will award the sale under the selected option to the Vendor submitting that offer, provided the Vendor meets all RFQ requirements and the award receives the required approval.

The award is subject to approval by the Director of Technology. RPS reserves the right to accept or reject any or all quotes, waive minor informalities or irregularities, or cancel or decline to proceed with the sale if doing so is determined to be in the District’s best interest. Vendors will be notified of the award decision following approval.