REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-80

DATE PUBLISHED:

December 18, 2025

GOODS / SERVICE AREA:

2026 Chromebook Bid

BID OPENING:

Date: January 22, 2026 Time: 11:00 AM CST

Location:

MEETING ID PHONE PIN

meet.google.com/esf-umnv-uny

(US) +1

862-283-1312

439 950 930#

CONTRACT PERIOD:

One-time Purchase

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

SB-1 GENERAL INFORMATION

Parkway School District is accepting proposals for Chromebooks, Academic Google Chrome OS Management Licenses, and Services. No Substitutions.

SB-2 BID AWARD METHOD

It is the District's policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the District.

SB-3 CONTACT METHOD

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-4 PROPOSAL FORMAT AND CONTENTS

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where http://meet.google.com/esf-umnv-uny http://meet.google.com/esf-umnv-uny https://parkwayschools.bonfirehub.com/ there are no provided bid forms, the vendor is to use company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initiated by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a proposal on company letterhead that includes:

● A summary of the Company’s experience on similar types and sizes of engagements. This summary must include the Company’s experience for the services requested.

● A detailed description of how requirements applicable sub-sections of SB-8 will be met.

Format for response should be organized by each numerical subsection of SB-8.

● A detailed implementation plan.

● A statement indicating that the Company has a clear understanding of the services to be provided and demonstrates substantial knowledge and experience in the interpretation of state and federal laws as they relate to political subdivisions of the State and to school districts in particular.

● Profile and Experience - The Parkway School District is interested in the experience of the provider. Provide related work experience, training, and any other pertinent data that would demonstrate competence and experience in this type of work. Indicate any work with the school district.

2. REFERENCES AND EXPERIENCE

Each vendor must submit a minimum of three (3) references. Each reference must be presently using services similar to those requested in this RFP. No reference may be an affiliate of the vendor or the vendor’s officers, directors, shareholders or partners. Include the following items in the narrative:

● Location; (highlight any other school districts)

● Date and description of service;

● Contract name, title, address and phone number

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

6. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

7. COMPANY W-9

The vendor shall provide a current signed and dated W-9

8. PRICING SHEET

The vendor shall complete the Bonfire 26-80 bid table (BT-09FM).

SB-5 FORM OF SUBMISSION

Vendors must submit their responses electronically via Bonfire:

Any response not received via Bonfire before the Bid Close Date will not be considered. Each vendor is solely responsible for ensuring that their response is acknowledged and confirmed. Responses will receive a Bonfire email confirmation upon receipt. When using Bonfire Tables, you must ensure you save your file, before uploading back in Bonfire.

SB-6 DISTRICT TERMS

● Should any differences arise as to the meaning or intent of the specifications, the District’s decision shall be final and conclusive.

● If the scope of the agreement changes substantially, the district will have the option to request new proposals.

● The District reserves the right to reduce or increase the amount of services from the original request proposal.

● Federal and State laws, Local ordinances and Board policies apply to contracted services. No portion of any master service agreement or contract may violate these laws, ordinances, and policies. Any such portion of a master service agreement or contract that does violate these laws, ordinances, and policies will be considered null and void.

● It shall be the proposer’s responsibility to ensure that their proposal has been received by the Parkway School District before the opening date and time.

SB-7 OBJECTIVES

Parkway School District is located in west St. Louis County. Parkway consists of nineteen elementary schools, five middle schools, four high schools, and two early childhood centers. Parkway serves approximately 17,000 students and 3,000 staff.

Parkway is looking to make an initial purchase in late February/early March of up to 5000 Acer C737T Chromebooks.

The district is currently accepting proposals from vendors for the following:

● Acer C-737T (8GB), Model: C737T-C6FJNA, SKU: NX.JJEAA.001

● Academic Google Chrome OS Management License

● Acer Professional Setup Services

The district may also purchase smaller quantities of Chromebook devices between May 1, 2026, and May 1, 2027.

The District expects delivery no later than May 1, 2026, to Parkway School District’s warehouse at 363 N.

Woods Mill Rd, Chesterfield, MO 63017.

Quantities are estimates and are listed as guidance in estimating volume pricing. The District does not guarantee any quantities that it will purchase as a result of this invitation for bid.

SB-8 MANDATORY REQUIREMENTS:

1. Hardware

○ Acer C-737T - Model: C737T-C6FJNA - SKU:NX.JJEAA.001

●Qty: 5000 ●Intel Processor

●8GB RAM

●64GB SSD

●11.6” touch display ●1-year warranty minimum

2. Licensing

○ Academic Google Chrome OS Management License

●Qty: 5000 ●Description: Academic Google Chrome OS Management License and Support ●Domain: parkwayschools.net http://parkwayschools.net

3. Acer Professional Setup Services ●Qty: 5000 ●Description: Parkway is requesting that all proposals utilize Acer’s internal services for both white glove and asset tagging. Parkway needs the following Acer services included with all bids:

● Domain Enrollment and Registration

● Verification of Enrollment and Policy Updates

● Asset Tagging with Parkway provided asset tag on device

● Additional vendor printed barcode for exterior of device box that duplicates the barcode information of the tagged device inside the box.

● Data capture report identifying barcodes with their device serial number, delivered in

Excel format, before devices are received by Parkway

● Shipping of devices from Acer to Parkway warehouse

SB-9 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. Equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted. Below are further descriptions of what quoted prices should include.

Device and License Pricing In this section, the vendor will detail “per unit” pricing and costs. These are the only devices Parkway is considering for this bid. No other Chromebook models will be considered. All prices submitted MUST include the model processor in the device, the amount of RAM, and the size of the SSD. With their device costs, the vendor must provide the cost “per license” for the requisite Academic Google Chrome OS Management License.

Set Up Service Pricing In this section, the vendor will provide the “per unit” cost for set up services, such as “white glove” services that would include registering the Chromebooks in our G-Suite domain. Along with the cost of their services, they need to provide details that break down what the set up services include (device enrollment, asset tagging, etc.).

SB-10 RELATED AND/OR SIMILAR SERVICES:

No substitutions shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable material will be returned at no expense to the District.

SB-11 SELECTION PROCESS AND MINIMUM REQUIREMENTS

● The provider must conform to the requirements listed in this request.

● By submitting a RFP, the provider specifically agrees that the decision of the Parkway

School District is final and binding and agrees to all contents of this RFP.

● All factors will be considered in evaluating each RFP, including, but not limited to:

o The provider’s overall proposal to include the ability to provide required services to the district o Pricing o References similar in scope and size, which may include history of working with

Parkway School District o Finalist Presentation (if needed) o Any other factor deemed relevant by the district

SB-12 CONFIDENTIALITY OF PROPOSAL INFORMATION

All proposals and supporting documents will remain confidential until a final contract has been executed.

All responses become the property of the Parkway School District and will be part of public record.

SB-13 PROHIBITED

The awarded provider is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of this proposal or any resultant agreement or its rights, title, or interest therein or its power to execute such agreement to any other person, company or corporation without the previous written approval of the District.

SB-14 LAW GOVERNING

All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of Missouri.

SB-15 CONFLICT OF INTEREST

The successful bidder shall not have conflicts of interest as to revenues derived from the results of transactions made on behalf of the Parkway School District. No salaried officer or employee of the District and no member of the School Board shall have a financial interest, direct or indirect, in this contract. A violation of this provision renders the contract void. The proposer further covenants that in the performance of this contract no person having such interest shall be employed to work on this project. The proposer should list and describe any prior or ongoing engagements or professional relationships that would constitute a potential conflict of interest, together with a statement explaining why such relationships do not constitute a conflict of interest. The proposer covenants and agrees that officers, employees, and subcontractors will have no interest, including personal financial interest, and will acquire no interest, either directly or indirectly, that will conflict in any manner with the performance of the services called for under this RFP.

SB-16 COSTS

All costs incurred in the preparation of the response to this request for proposal shall be the sole responsibility of the firm.

SB-17 INSURANCE COVERAGE:

The successful bidder will be required to provide to the District at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment:

$1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverages are provided by a commercial liability policy, the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. Fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

Parkway School District to be named as "Additional Insured".

SB-18 PROCUREMENT TIMELINE:

Action Date*

Bid Issue December 18, 2025 10:00 AM Q&A End January 2, 2026 11:00 AM Intent to bid January 22, 2026 10:30 AM Bid Close January 22, 2026 11:00 AM Vendor Notified of Award (Tentative) January 30, 2026 2:00 PM

*all time are CST

SB-9PRICING: