6-Interactive Panels RFP Scope of Work.docx

REQUEST FOR PROPOSALS

Interactive Panels, Installation, Removal, Warranty, and Related Services Provo City School District

Purpose of Request for Proposal (RFP) Provo City School District is requesting proposals from qualified vendors to provide interactive panels, installation, removal of existing equipment, warranty coverage, and related services. This RFP may result in multiple awards to responsive and responsible proposers that meet the scoring threshold identified in this solicitation.

Requested Products and Services The District is requesting proposals for the following items and related services. Equivalent products will be accepted, provided the proposed equivalent meets or exceeds the specifications, functionality, quality, and intended use of the listed item.

Equivalent Products and Minimum Specifications Equivalent products are acceptable; however, any proposed equivalent must meet or exceed the specifications, functionality, quality, and intended use of the listed item. Any proposer submitting an equivalent product must clearly identify the proposed equivalent and provide sufficient documentation showing how the proposed product meets or exceeds the listed item.

At a minimum, proposed equivalents must include the following:

Touch Panel Functionality: Proposed interactive panels must include full touch panel functionality suitable for classroom instructional use.

Mac and iPad Compatibility: Proposed panels must be compatible with Mac and iPad devices. The system must allow users to screen share from Apple devices while maintaining touch functionality, where applicable.

Integrated Wireless Screen Sharing: Proposed panels must include integrated AirPlay or an equivalent wireless screen sharing solution, such as Collage or a comparable platform.

Network Connectivity: Proposed panels must be capable of connecting to the District's network for device functionality, updates, management, and support.

Downloadable Applications: Proposed panels must support downloadable applications or have an app platform that allows the District to install and use instructional or device-related applications.

Remote Device Management: Proposed panels must include remote accessibility and management capabilities for all devices, similar to Clear Touch Command or an equivalent device management platform.

Technical Support: Proposer must provide call-in technical support for troubleshooting, setup assistance, and ongoing support.

The District reserves the right to determine whether a proposed equivalent is acceptable and meets the needs of the District. The District may request additional documentation, demonstrations, or clarification before making a final determination on equivalency.

Standard Contract Terms and Conditions Any contract resulting from this RFP will include but not be limited to the District’s Standard Terms and Conditions. Exceptions and or additions to the District’s Standard Terms and Conditions are strongly discouraged.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs or information on website URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The district retains the right to refuse to negotiate on exceptions should the exceptions be excessive, or not in the best interest of the district, negotiations could result in excessive costs to the disrtict, or could adversely impact existing time constraints.

If negotiations are required, the contractor must provide all documents in MS Word format for redline editing. The contractor must provide the name, contact information, and access to the person(s) who will be directly involved in legal negotiations.

Submittal Due Date and Questions Submission packets will be accepted electronically through Utah Public Procurement Place (Bonfire/Euna).

RFP Due Date: Monday, July 20th, 2026 at 2:00 PM MST Questions Due Date: July 17th, 2026 at 2:00 PM MST RFP's received after the deadline will be late and ineligible for consideration.

Submittals should be concise and address the specific items listed in the Request for Proposal.

Contract Term The District intends to award a contract with an initial term of five (5) years. The contract shall become effective upon execution by both parties and remain in effect for the full contract term unless terminated in accordance with the terms and conditions of the contract.

Evaluation Criteria Proposals will be evaluated using the following criteria, for a total of 1,000 possible points.

1. Schedule A - Product Quality, Specifications, and Equivalency (250 Points) Provide information describing the products being proposed, including product specifications, manufacturer literature, and any features or benefits you believe are important. If proposing an equivalent product, explain how it meets or exceeds the District's minimum specifications.

2. Schedule B - Installation, Service, Support, and Warranty (250 Points) Provide a brief description of your installation process, estimated project timeline, warranty, technical support, and ongoing service. Include any information you feel demonstrates your ability to successfully complete the project with minimal disruption to District operations.

3. Schedule C - Vendor Qualifications and Experience (250 Points) Provide a brief overview of your company, including your experience providing similar products and services. Include relevant references, qualifications of key personnel, and any information that demonstrates your ability to successfully complete this project.

4. Schedule D - Cost (250 Points) Cost will be evaluated based on the total proposed cost for the products and services requested. The lowest responsive and responsible cost proposal may receive the full 250 points. Other proposals may receive a proportional score using the following formula:

Lowest Proposed Cost / Proposer's Cost x 250 = Cost Score Award This RFP may result in multiple awards. Any responsive and responsible proposer that receives a total score of 750 points or higher out of 1,000 possible points may be awarded a contract.

The District reserves the right to make awards in the best interest of the District, including awarding to multiple vendors, awarding by item, awarding by category, or making no award. Final award does not guarantee a specific purchase volume.