679-23-0195-01

10/07/22

To:

From:

Subject:

All Prospective Vendors

Dan Kelley Technology Director

Request for Quote Classroom AV

Statement of Purpose

Jasper County Charter System (hereafter known as “District”) is soliciting proposals for classroom audio and video equipment, related software, and implementation and support services for nine (9) classrooms in the Jasper County Head Start and Pre-K building. The District seeks to establish a method of enhancing the classroom experience for students and teachers and capturing exemplar instruction for professional development purposes through the acquisition of classroom audio/video equipment and related services.

Proposal Deadline and Delivery

Proposals shall be submitted no later than 5:00 p.m. on November 7th, 2022.

Prospective Vendors shall respond to the written RFQ and any exhibits, attachments, or amendments. A Prospective Vendor's failure to submit a proposal as required before the deadline shall cause the proposal to be disqualified. Late proposals shall not be accepted nor shall additional time be granted to any Prospective

Vendor.

Vendors shall submit sealed proposals to Jasper County BOE, 1411 College Street, Monticello, GA 31064.

Delivery of proposals shall be submitted via hand delivery or mail (i.e. commercial carrier or U.S. Postal Service) only.

Rights, Obligations, and Constraints

The acquisition of any program, product, or element for these requirements is subject to the approval and funding of the Jasper County Board of Education.

The District reserves the right to reject or waive all responses to the bid based on irregularities and/or technical details submitted when deemed to be in the best interest of the District. Non‐acceptance of any response shall mean that another was judged more advantageous. The Jasper County Board of Education reserves the right to re‐bid, if said re‐bid is in the best interest of the District.

Jasper County Schools Kenny Garland, Superintendent 1411 College Street Monticello, GA 31064 706.468.6350

706.468.0045 fax

Requests for Additional Information

Inquiries that must be answered in regards to the RFP should be submitted in writing to: Dan Kelley, dkelley@jasper.k12.ga.us and Anne Harrison, aharrison@jasper.k12.ga.us Copies of all inquiries and responses will be shared with all Vendors upon request. All inquiries must be received by October 19th 2022.

Contract Requirements

In the event that a contract is required to complete any purchase, be aware that many standard clauses typically found in commercial contracts cannot be accepted by the District. These include the following:

• Indemnification and/or hold harmless clauses

• Governing law of or venue in any state other than Georgia

• Confidentiality of any aspect of the project or the RFP response

• Any provision requiring the District to be bound by terms and conditions that are unknown at the time of signing the agreement

Evaluation Criteria

The District may, at its sole discretion, select or reject the product and services proposed by the Vendor. The

District will select the Vendor whose proposal is determined to best meet the needs of the District based on the evaluation criteria set forth herein. The determination of the selected proposal will be based upon information supplied by the vendor in response to this RFP and upon other information obtained by the District as deemed necessary.

The lowest‐cost proposal may not be determined to be the most appropriate proposal when all factors of evaluation have been considered. However, the total quoted price is an important factor in determination of the selected proposal. The District reserves the right to select the proposal that best meets the needs of the

District.

In determining the selected vendor, the District will apply the following criteria:

1. Costs of the proposed product and/or services

2. Fit of proposal to purpose

3. Significance of deviations of proposal from the requirements described by this RFP

4. The District’s past experiences (if any) with the both the Vendor and Manufacturer of any proposed products.

Nondiscrimination

No person shall be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the District’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or Georgia State constitutional or statutory law; nor shall they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the District or in the employment practices of the District’s contractors. Accordingly, all vendors entering into contracts with the District shall, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

SPECIFIC CRITERIA

The District seeks to establish a method of enhancing the classroom experience for students and teachers and capturing exemplar instruction for professional development purposes through the acquisition of classroom audio/video equipment and related services for nine (9) classrooms located at the Jasper County Pre-K and Head Start building located at 495 GA Highway 212 W, Monticello, GA 31064.

Delivery Note: There is no loading dock available at this location for the delivery of equipment.

EQUIPMENT SPECIFICATIONS AND REQUIREMENTS

Classroom Equipment

• Classroom Video Solution − Video Camera (Fixed/Ceiling Mounted) with:

− High definition (HD) − Zoom capability − Focus capability − PoE − Warranty and technical support − Ability to broadcast and capture instruction (i.e., for remote learning, professional development, etc.) - both live and recorded

• Classroom Audio Solution

− Audio amplification solution with:

− Receiver − In-ceiling speaker(s) − Wireless microphone (Lanyard) − Warranty and technical support − Compatibility with proposed video solution

Network/School Connectivity

• Connectivity Equipment

− On-premises network hardware and/or virtual servers and server configuration (per school, per classroom, etc.) as required

EQUIPMENT SPECIFICATIONS AND REQUIREMENTS

SUPPORT REQUIREMENTS

Provisioning and Installation

• Vendor Responsibilities

− Equipment provisioning

− Delivery and installation

− System configuration, testing, and quality assurance

Warranty, Maintenance and Technical Support

• Warranty − Basic warranty information shall be included and clearly stated − Any additional warranty coverage available should be listed including coverage and additional cost

• Technical Support − Awarded vendor (or vendor’s designated 3rd party representative) shall serve as point of contact for troubleshooting and/or issue resolution for all hardware and software components. Any limitations or additional costs associated with support should be clearly stated.

PROFESSIONAL DEVELOPMENT

• Staff Training − Technical Staff: Vendors shall specify user training, professional development and/or certification opportunities available to technical staff with respect to this solicitation.

− Functional Staff: Vendors shall specify user training, professional development and/or certification opportunities available to functional staff with respect to this solicitation.

Value-Added Services

Respondents may propose additional offerings and/or services available to the District outside of requirements in this solicitation, if any. These shall not be required and pricing should be quoted separately.

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