53-20261002073317 HCSD.pdf

Reverse Auction For Elementary Lab Devices (2026)

The Hancock County School District is requesting bids for elementary computer lab chromeboxes for our elementary students via a Reverse Auction.

Statement of Need

Hancock County School District wishes to purchase chromeboxes for our elementary students to use daily in the computer labs.

Bid Schedule

Advertisement in Newspaper October 8th & October 15th, 2026

Release of Bid October 2nd, 2026, 8:00 AM, CDT

Deadline for Questions/Clarifications October 20th, 2026, 2:00 PM, CDT

Unpriced Bid Proposals October 27th, 2026, 9:00 AM, CDT

Initial Priced Bids For Bidders Not Bidding Online

October 28th, 2026, 8:30 AM, CDT

Reverse Auction For Approved Bidders October 28th, 2026, 9:00 AM, CDT

Anticipated Board Approval November 2nd, 2026, 5:30 PM, CST

Notify Vendor Of Award November 3rd, 2026

Instructions & Terms For Reverse Auction Event

Unpriced Proposals will be received by the Hancock County School District Office at 18375 HWY 603

Kiln, MS 39556 or electronically at www.centralbidding.com, at the date and time specified on the

BID SCHEDULE. Neither dating of the Unpriced Proposal, nor placing it in the mail by this date will meet legal requirements. All Unpriced Proposals must be received at the Hancock County School

District Office or electronically at www.centralbidding.com on or before the date time specified in the Bid Schedule. The Hancock County School District reserves the right to reject any and/or all

Unpriced Proposals received and to waive any and all informalities.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 1

http://www.centralbidding.com

1. If submitting a paper Unpriced Proposal, it shall be typed. Any changes must be initialed.

Changes shall not be allowed after the Unpriced Proposals are opened. The Hancock County

School District (hereafter, the District) shall not be responsible for any errors or omissions.

Unpriced Proposals may be hand delivered, mailed, or submitted electronically. Paper

Unpriced Proposals must be submitted in a sealed 8” x 10” or larger envelope. Any Unpriced

Proposal received after the opening date or time shall be refused and marked “Late Unpriced

Proposal” and returned to the bidder unopened. For this purpose, the official time for the

Unpriced Proposal opening shall be based upon the time as indicated by the Technology

Department. It is solely the responsibility of the bidder to ensure Unpriced Proposals are received prior to the opening date and time. Please label the envelope or shipping package as follows or the bid may be rejected:

Hancock County School District

ATTN: Spencer Breland - “2026 Elementary Computer Lab Devices”

18375 HWY 603

Kiln, MS 39556

2. Unpriced Proposals may be modified or withdrawn by written notice from the bidder, if received by the Hancock County School District prior to the date and time set forth in the BID

SCHEDULE. In order to modify an Unpriced Proposal, the bidder must submit a new

Unpriced Proposal with the words “Modified Unpriced Proposal” shown in the lower left corner of the sealed envelope or shipping package. The original Unpriced Proposal remains the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws an Unpriced Proposal, all documents shall remain the property of the

District.

3. The District shall issue a written addendum if substantial changes, which impact the technical submission of the proposals, are required. A copy of the addenda will be posted to www.centralbidding.com. It will also be available by email, by emailing procurement@hancockschools.net requesting it. In the event of a conflict with the original contract documents and the addenda, the addenda shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

4. All items contained in this unpriced Proposal are to be per specifications unless otherwise specified.

5. All bids shall be submitted exclusive of all taxes. Documentation of tax exemption will be furnished when necessary.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 2

mailto:procurement@hancockschools.net

6. The district reserves the right to purchase from the next lowest responsible Bidder, or from other sources, if it is in the best interest of the school district.

7. If the District Office is closed for any reason, including but not limited to inclement weather, an emergency situation or any other act of nature, for which closure prevents the opening of bids at the originally advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the District’s Superintendents Office shall be open for business at the previously advertised time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be advertised. Any vendors that have been invited to participate in the reverse auction will be notified of such changes.

Hancock County School District shall not be held responsible if the invited vendor fails to comply or misses a reverse auction due to no fault of the District.

8. If any bidder contemplating submitting an Unpriced Proposal under the bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must post a message requesting clarification by the date and time designated in the Bid Schedule to the public message board on the listing at www.centralbidding.com or by emailing our

Technology Director at procurement@hancockschools.net with the subject line “2026

Elementary Computer Lab Devices” The District will respond to all inquiries and render an official interpretation of the question via addendum/clarification posted to the Central

Bidding website. Questions received after the mentioned deadline for Written questions/Clarifications shall not be considered.

Qualification of Bidders:

Unpriced Proposals will be evaluated by staff of the District. All bidders submitting Unpriced

Proposals that fulfill the requirements of the solicitation will be invited to participate in the reverse auction. The District reserves the right to extend the auction date, if necessary.

Method of Bidding:

Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and time of October 28th, 2026 at 9:00AM CDT. The primary and preferred method of receiving bids is through an Electronic Process hosted by Central Bidding and the approved vendor can complete the free registration at www.centralbidding.com to participate in the Electronic

Reverse Auction Bid Process. For any questions relating to the electronic submittals and/or bidding process, please contact Central Bidding. Vendors approved to participate in the Reverse Auction may submit their initial bid via mail or hand delivery at the Hancock County School District Office, 18375 HWY 603, Kiln, MS 39556. School District staff will enter initial bids received at the beginning of the Reverse Auctions. Approved bidders may submit subsequent bids electronically or participate

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 3

mailto:procurement@hancockschools.net in person by paper through a District-designated surrogate at the Hancock County School District

Office, 18375 HWY 603, Kiln, MS 39556. The surrogate shall enter bids as directed by the bidder throughout the auction, including any extensions. All bidders are subject to the same auction deadlines and bidding rules.

Hancock County School District will not be responsible for the late delivery of bids for any reason, including traffic or delays in mail processing.

Every bid submitted during the reverse auction must represent the total delivered price for all 525 complete packages. Vendors shall not enter a per-device, per-package, or individual-component price as their auction bid. This pricing requirement applies equally to electronic bids and bids entered through a District-designated surrogate.

The total bid must include all specified equipment, licenses, warranty coverage, mounting hardware, accessories, shipping, handling, and delivery charges. Tax treatment shall follow the solicitation’s tax-exemption provisions.

Bidders must offer the complete quantity and all required components. Bids for individual components or partial quantities will not be accepted.

Product Documentation

Initial qualification submissions must identify the manufacturer, model, and part number of the proposed Chromebox, monitor, keyboard, mouse, mounting kit, management license, and any warranty extension. Bidders must provide documentation demonstrating compliance with the specifications and clearly identify any proposed exceptions.

Itemized Pricing After the Auction

Following the reverse auction, the apparent successful bidder shall provide an itemized pricing breakdown within two business days after the District’s written request. The breakdown must identify component prices, the complete-package price, and the extended total for all 525 packages.

The itemized breakdown must reconcile exactly to the bidder’s final auction amount. It is required for verification, purchasing, and accounting purposes and shall not increase the final bid amount or change the products and configurations approved during qualification.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 4

Accounting Practices:

The District requires that Purchase Orders be issued before any items are ordered or delivered. The

District shall not be responsible for any products delivered without an approved Purchase Order and/or without a signed acknowledgement of receipt by a District employee at time of delivery. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District. The awarded bidder agrees to receiving payment within 45 days from date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods and/or services by Hancock County School District, whichever is later.

Budgetary/Funding Constraints:

Award is subject to the availability of funds and School Board approval. The District reserves the right to cancel this solicitation or reject all bids if adequate funding is unavailable. Bid prices shall remain firm for 90 days from the reverse auction date.

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of the State of

Mississippi. The bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the bidder.

Evaluation Methodology:

The District intends to make one award to one responsive and responsible bidder for the complete lot, based on the lowest and best bid under applicable Mississippi law and the evaluation criteria stated in this solicitation. Individual components will not be awarded separately.

The following factors will be considered when evaluating proposals:

• Overall quality of proposal

• Price of goods and services

• Vendor’s qualifications, knowledge, experience, past work.

• References for at least three comparable equipment deliveries of similar size and complexity.

• Compatibility with existing infrastructure and technology plan.

Hancock County School District will look at all bids and determine what is in the best interest of the school district.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 5

Auction ranking does not constitute an award. Final award is subject to District review and School

Board approval. The District reserves the right to reject any or all bids in accordance with applicable law.

Hancock County School District reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the school system. Hancock County School District reserves the right to award to other than the lowest bidder when, in the judgment of the district administration, it is in the best interest of the district to do so. Hancock County School District reserves the right to award without further discussion. Hancock County School District reserves the right to reject any and all proposals any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities. Contracts will be awarded to the vendor submitting the bid determined to be in the best interests of Hancock County School District.

Equipment Specification

525 Chromebox Desktop Packages with Education Management Licenses, VESA Mounts, and 24-Inch

Monitors

Furnish 525 new, unused Chromebox desktop computer packages suitable for educational use, web-based applications, and centralized device management. Each package shall include one

Chromebox with a three-year warranty, one perpetual ChromeOS Education Upgrade license, one compatible VESA mounting kit, one keyboard, one mouse and one compatible 24-inch-class monitor, together with the specified cables and accessories.

The total purchase shall include:

● 525 Chromebox desktop computers with three-year warranty coverage.

● 525 perpetual ChromeOS Education Upgrade licenses.

● 525 compatible VESA mounting kits.

● 525 compatible 24-inch-class monitors.

● 525 wired USB Keyboards

● 525 wired USB mice

All proposed products must meet or exceed the following minimum requirements.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 6

Chromebox Computer

● Operating System: Factory-installed Google ChromeOS, supporting enrollment and centralized management through the Google Admin console.

● Processor: Performance equal to or greater than an Intel Core i3-1315U, 13th Generation.

Bidders proposing an alternative processor must provide documentation demonstrating equivalent or greater performance.

● Memory: Minimum 8 GB DDR4-3200 RAM or better, with support for memory expansion.

● Storage: Minimum 128 GB M.2 PCIe NVMe solid-state drive.

● Networking: Integrated Gigabit Ethernet with RJ-45 connection, Wi-Fi 6E or better, and

Bluetooth 5.3 or newer.

● Display Connectivity: Minimum one HDMI output, one DisplayPort output, and one USB-C port supporting DisplayPort video output.

● USB Connectivity: Minimum six USB Type-A ports, plus one USB 3.2 Gen 2 Type-C port.

● Additional Connections: Integrated audio jack.

● Form Factor: Compact desktop mini PC with VESA mounting capability.

● Power: Manufacturer-compatible AC power adapter and power cord included.

● Warranty: Minimum three-year manufacturer-backed hardware warranty covering parts and labor. Any warranty extensions necessary to provide the full three-year coverage must be included in the bid price and registered to the district. Bidders must identify the warranty provider, coverage terms, and service procedure.

● Google’s Auto Update Expiration must be included for the Chromebox. The device needs at least a minimum of a June 2032 auto update expiration date.

Wired USB Keyboards and Mice

Provide 525 new, unused wired USB keyboards and 525 new, unused wired USB mice. Each

Chromebox desktop package shall include one keyboard and one mouse meeting the following minimum requirements:

● Keyboard: Full-size keyboard with a standard U.S. English QWERTY layout, dedicated numeric keypad, and adjustable tilt feet.

● Mouse: Optical mouse with left and right buttons, a clickable scroll wheel, and an ambidextrous design.

● Connectivity: Both devices must connect directly to the supplied Chromebox through USB

Type-A ports, without adapters or wireless receivers.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 7

● Compatibility: Both devices must support plug-and-play operation with ChromeOS without requiring additional software or driver installation.

● Power: Both devices must receive power through their USB connections and require no batteries.

All keyboard and mouse costs must be included in the price of each complete Chromebox desktop package.

ChromeOS Education Upgrade Licenses

Provide one new Google ChromeOS Education Upgrade perpetual device-management license for each Chromebox supplied, for a total of 525 licensed devices. Licensing shall cover the life of the enrolled device under Google’s applicable licensing terms, without annual license renewal charges.

Licenses must be supplied through an authorized Google partner and provisioned for use within the district’s existing Google Admin environment. Bidders must identify the license product and SKU offered and include all licensing costs in the package price. A device with a bundled perpetual

ChromeOS Education Upgrade may satisfy this requirement without a duplicate standalone license.

VESA Mounting Kits

Provide one VESA mounting bracket or complete mounting kit per Chromebox, for a total of 525 kits.

Each kit must be compatible with both the proposed computer and monitor and securely attach the

Chromebox behind the monitor while allowing the monitor to remain on its supplied desktop stand.

Include all brackets, adapters, spacers, and mounting screws required for installation. The installed mount must maintain adequate ventilation and access to the computer’s ports and power button.

The bidder shall verify compatibility of the complete mounting arrangement.

24-Inch-Class Monitors

Provide 525 monitors meeting the following requirements:

● Display Size: 24-inch class, with a minimum 23.8-inch diagonal viewable area.

● Panel: LED-backlit IPS display with an anti-glare surface.

● Resolution: Minimum native resolution of 1920 × 1080.

● Refresh Rate: Minimum 60 Hz at the specified native resolution.

● Connectivity: At least one HDMI input compatible with the supplied Chromebox.

● Mounting: VESA 100 × 100 mm mounting interface compatible with the supplied Chromebox mounting kit.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 8

● Stand: Desktop stand with tilt adjustment, usable with the Chromebox mounted behind the monitor.

● Accessories: Include an HDMI cable and all required monitor power cords and power adapters with each monitor.

● Warranty: Minimum one-year manufacturer’s limited warranty.

Delivery

Hardware shall be delivered to the following address:

7180 Stennis Airport Road

Building T

Kiln, MS 39556

Installation will be handled by district staff.

Bid Documentation and Pricing

Bidders must identify the exact manufacturer, model, and part number for the computer, monitor, mounting kit, management license, and any warranty extension. Submit manufacturer documentation demonstrating compliance and clearly identify any proposed deviations.

Pricing must include all specified equipment, licenses, three-year Chromebox warranty coverage, mounting hardware, cables, accessories, shipping, and delivery. Provide an itemized component breakdown, a total price per package, and an extended total for all 525 packages.

All proposed products will be evaluated against the stated requirements.

HANCOCK COUNTY SCHOOL DISTRICT 2026 ELEMENTARY LAB DEVICES REVERSE AUCTION 9