6-2026-2027 Chromebook Specifications.docx.pdf

SCHOOL DISTRICT U-46

Request for Proposals (RFP) for

2026-2027 Student Chromebooks

Due Date: March 11, 2026

REQUEST FOR PROPOSAL

School District U-46 is seeking proposals for the purchase of 8,000 student Chromebooks that meet the minimum specifications outlined in this bid. Vendors must submit one sample device for evaluation by March 11, 2026 at 2:00 PM CST and ensure that all devices are fully delivered to 4 district locations, TBD, by Monday, June 15, 2026.

TERM OF AGREEMENT: The term of this Agreement shall commence on the date of the U-46 Board’s approval or upon notice of award by the District (whichever shall occur first) and end one year thereafter (“Term”), unless terminated sooner as provided herein. There shall be no automatic renewal of the Agreement.

APPENDIX DETAILS: All appendix documents are located within the Public Documents section of Euna Procurement, formally known as Bonfire.

● Appendix A: 2026-2027 Chromebook Specifications

● Appendix B: 2026-2027 Pricing Sheet

PROPOSAL REQUIREMENTS

The following statements represent the items that are required to be submitted or acknowledged for those wishing to participate in this RFP. The requirements listed below are not negotiable. The submitter’s submission must include a response to each Requirement listed below. Failure to include a response to any REQUIREMENT may result in a disqualification as the submitter may be deemed not responsive.

REQUIREMENT #1: Title Page Include the firm’s name, address, name and telephone/fax of contact person.

REQUIREMENT #2: Appendix B: Pricing Sheet The Pricing Sheet and Bid Table must match. The Bid Table and Appendix B: Pricing Sheet will be located in Requested Information within Euna Procurement (formerly known as Bonfire.)

● All submissions should be all inclusive with delivery, freight and handling in the total cost.

● Taxes shall not include in submissions, which school districts are not subject to; namely, Retailers Occupation Tax (both State and Local), Sales Tax of any kind, Service Use Tax, Federal Excise Tax and any other such applicable tax.

REQUIREMENT #3: Appendix A: Chromebook Specification Breakdown A required excel document for specification breakdown and configuration has been provided in the required information section within Euna. Please complete the excel document by filling in all device specifications.

● Design: A convertible design that allows the Chromebook to be used as a tablet is required. Conversion methods with detachable keyboards are not acceptable.

● Screen: An 12” to 14” capacitive touchscreen with a minimum resolution of 1920X1080p is required. The screen must be an IPS panel and have wide enough viewing angles to be used in tablet, tent, and laptop modes without major color shifts.

The screen must also support third-party capacitive styluses.

● Storage: A minimum of 64 GB of storage is required.

● CPU: An Intel Celeron N100 series quad-core CPU or greater performance is required.

● RAM: 8 GB of RAM or greater is required.

● Networking: An Intel AX Wi-Fi 6E-compliant wireless card is required.

● Ruggedization: As these devices will be living in a school environment, a certain level of durability will be expected. A ruggedized screen and chassis is required. This means the screen shall be flexible enough as to not crack or shatter when closed with an item still on the keyboard such as a pen or earbud headphone, and should not easily shatter from short drops. The chassis of the device must also resist cracking and other types of damage from a five-foot drop onto tile. Lining along the edge of the lid, base, or ideally both parts of the chassis are required. A chassis is required that is not prone to permanently warping, cracking, or breaking from normal student use, such as being carried in a backpack with textbooks.

● Charging: The Chromebook must be capable of charging with a USB-C Port and a Power Delivery Profile compliant with the USB-C specification. The Chromebook must also be able to charge with third-party USB-C chargers.

● Charger: A USB-C charger with USB-C-compliant Power Delivery Profiles must be included with the device. The provided charger must not have any restrictions outside of the USB-C power delivery specification that prevent the charger from working with devices from other manufacturers.

● Power delivery profiles: Chargers must support the following power delivery profile output voltages: 20V, 15V, 12V, 9V, 5V.

● USB Type-A Ports: At least one USB Type-A Port is required.

● Webcam: At least a 720p Webcam is required. A second “World-Facing Camera” is not required.

● Audio: Internal Speakers and a 3.5mm combination headphone/microphone

(4-pole) connector are required.

● Protective Edging: Rubberized lining along the edge of the lid or base is required, with rubberized edging on both being ideal.

● Keyboard: A spill-resistant keyboard is required. The keyboard must also have keys that are resistant to picking. It would be preferred that any keys maliciously picked off can be reinstalled without tools or replacement parts.

REQUIREMENT #4: Acknowledgement of Asset Tagging and White Glove Service The awarded submitter will be responsible for providing and placing asset tags on all new technical equipment prior to delivery. This includes supplying durable, scannable asset tags and a detailed spreadsheet listing each device's serial number, assigned asset tag number, make, and model. The submitter will coordinate with an Information Services representative to ensure data accuracy and integration, and must acknowledge their ability to fulfill this requirement.

● Asset Tag: Vendor awarded bid will be required to provide asset tags for the devices.

The district will provide an asset tag number range. The tag will need to be placed neatly within the immediate vicinity of the device's Serial Number label. District may request Asset tag be a specific color.

● Serial Number: It is required that all devices have a barcode-scannable serial number. QR codes are not acceptable on their own. The serial number must be printed somewhere on the device’s chassis for visual confirmation. If no barcode scannable label is present on the device from the factory, an additional label with the aforementioned barcode will need to be applied during the ‘White Glove’ service.

● Enrolled in the U-46 Google Domain Prior to Arrival. This service will also include attaching 1-3 labels to a device near its serial number label, and additionally entering an asset tag number and possible device location during the enrollment process. Vendors will also be responsible for unboxing units and shipping in containers that consolidate 5 to 10 chromebooks.

REQUIREMENT #5: Upload Warranty Information

● All quoted devices submitted must include a 3-year hardware warranty for both the device and its battery.

● The vendor shall warrant that the new equipment, material and workmanship is free from any defect for a period of one year from the date of final.

● If an extended manufacturer's warranties are offered, the vendor shall clearly state the start date, the length and detailed information as to exactly what is covered by the extended warranty.

● The vendor will respond without delay when notified of any such defect in equipment, material or workmanship, and shall correct the defect as quickly as possible.

REQUIREMENT #6: Device Sample and Return Label A sample matching the specifications is required for this RFP. The serial number of the sample provided must be included in the RFP along with a return label. Any devices sent without a return label within this requirement will be treated as donations.

● Samples must be received by March 11, 2026 at 2:00 PM CST. Submitter must acknowledge the firm does meet all of the requirements set forth in the RFP.

○ Send samples to the attention to Danise Smith U-46 Procurement Services 1474 Sheldon Drive Elgin, IL 60120

● All samples must have the submitting vendor identified on the label. If a submission can not be identified, the submission will be disqualified.

REQUIREMENT #7: References Each vendor must submit a minimum of three (3) references that contain the following information: agency name, address, contact person and phone number and the size and scope of the project.

REQUIREMENT #8: Billing The District requests itemized monthly billing by individuals that the district will provide once an award is determined. The submitter needs to acknowledge that they can meet this requirement.

REQUIREMENT #9: Litigation The submitter shall provide a statement regarding any past, present, or pending litigation with an Owner.

REQUIREMENT #10: Additional Information You may submit up to three (3) additional pages of supplemental information if you deem it to be useful and applicable to this project. This is not a requirement, but optional.

GENERAL REQUIREMENTS & SCOPE OF SERVICE

The following statements are the standardized information about the project scope and the minimum qualifications and guidelines to participate.

● All devices must be enrolled in the U-46 Google Domain Prior to Arrival. This service will also include attaching 1-3 labels to a device near its serial number label, and additionally entering an asset tag number and possible device location during the enrollment process.

● Vendors will also be responsible for unboxing units and shipping in containers that consolidate 5 to 10 chromebooks.

● Cost should be reflective in the all inclusive cost of the device and entered into Appendix A.

● The submitter shall furnish all materials and labor required to complete the proposal specifications to owner’s satisfaction. The proposal shall include delivery, freight and handling in the total cost of the proposal.

● Submitters shall not include taxes in their quotations, which school districts are not subject to; namely, Retailers Occupation Tax (both State and Local), Sales Tax of any kind, Service Use Tax, Federal Excise Tax and any other such applicable tax.

● Submitters shall procure and maintain at their own expense, insurance until contract completion and during the time period following completion if contractor is required to return.

● All trash/packaging related to installation must be removed from site by the submitter.

● Submitters are responsible for inspection of all items during receiving and installation.

● In the event of defective or damaged items, the Submitter will be responsible for expedient replacement of that item and completing a punch list.

INSURANCE REQUIREMENTS

The selected contractor shall have and keep in effect during the term of this contract:

Commercial General Liability Insurance, Business Automobile Liability Insurance and Workers Compensation Insurance acceptable and satisfactory to the School District. A copy of insurance certifications shall be submitted to the School District. Please see below for coverage.

● Work Compensation Employer’s Liability $500,000.00

● Comprehensive General Liability Bodily Injury – Each Occurrence $1,000,000.00 Bodily Injury – Aggregate (Completed Operation) $1,000,000.00

● Property Damages – Each Occurrence $1,000,000.00 Property Damages – Aggregate $1,000,000.00 Or combined single limit $1,000,000.00

● Comprehensive Automobile Liability Bodily Injury – Each Person $1,000,000.00 Bodily Injury – Each Occurrence $1,000,000.00 Property Damage – Each Occurrence $1,000,000.00 Or combined single limit $1,000,000.00

● Umbrella or Excess Liability $10,000,000.00

ADDITIONAL PROPOSAL INFORMATION

● The submitter must ensure all professionals are appropriately certified, licensed, and cleared by a District U-46 background check.

● Submitters must provide regular communication and collaboration with district staff.

INDEMNIFICATION

To the fullest extent permitted by law, the Contractor shall indemnify and hold harmless the Board, its successors, assigns, customer, agents and users of the goods herein against claims, damages, losses, and expenses, including but not limited to attorney's fees, arising out of or resulting from or in connection with performance of the Work, provided that such claim, damage, loss or expense is to the extent caused in whole or in part by negligent acts or omissions of the contractors, a Subcontractor, anyone directly or indirectly.

"Claims, damages, losses and expenses" as these words are used in this agreement shall be construed to include, but are not limited to (1) injury or damage consequent upon failure of or use or misuse by Contractor, its Subcontractors, agents, servants or employees, or any hoist, equipment, whether or not the same be owned, furnished or loaned by Owner; and (2) all attorney's fees and costs incurred in bringing action to enforce the provisions of this indemnity or any other indemnity contained in the Bid documents.

Only to the extent prohibited by law, the obligations of the Contractor under this agreement shall not extend to the liability of the Owner, their agents or employees, arising out of their negligence.

EVALUATION CRITERIA

The proposals will be reviewed and evaluated by the Information Service Department..

Because this search is being conducted as an RFP and per the Illinois procurement laws, the District is not required to choose the proposal from the lowest priced responsible/responsive company. Instead the proposals will be evaluated on the following criteria:

● Responsiveness of the proposal in clearly stating an understanding of the work to be performed

● Technical experience, size and structure of the company

● Cost of the technical equipment required in this proposal.

All proposals and other materials submitted shall become the property of the District.

Information submitted is or may be subject to the provisions of the Illinois Freedom of Information Act, and merely marking information as confidential is not necessarily sufficient to prevent disclosure.

The Board reserves the right to reject any or all proposals or any part thereof, to waive immaterial technicalities in the quoting, and to accept the proposal deemed most favorable to the Board after all proposals have been examined and evaluated.

GENERAL ACKNOWLEDGEMENT TO SPECIFICATION REVIEW

By filling in the information below the submitter acknowledges that they have reviewed and agree to comply with all of the statements within this RFP Specification document.

There are no exceptions to complying with these statements.

Company: __________________________________________

Representative (Print & Sign): _________________________________________

Title: ________________