77-20250424124754 DCS.pdf

DESOTO COUNTY SCHOOLS

5 East South Street • Hernando, Mississippi 38632

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

BID NOTICE

To: Prospective Bidder

From: Jenifer Hale DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7168

Issue Date: April 10, 2025

Unpriced Proposals

Date: May 13, 2025 Time: 9:30 am, CST Location: 5 East South Street Hernando, MS 38632

Reverse Auction

Date: May 16, 2025 Time: 9:30 am, CST Location: www.CentralBidding.com

Bid Items

Bid Number: #354-PANEL-DCS26 Description: Interactive Flat Panels

Procurement Schedule:

Public Notice to Newspaper April 24, 2025 Advertisement Publication Dates April 24 and May 1, 2025

Release of Bid April 24, 2025

Deadline for Questions/Clarifications May 7, 2025, noon pm, CST

Unpriced Proposals May 13, 2025, 9:30 am, CST

Reverse Auction May 16, 2025 9:30 am, CST Anticipated Board Approval June 5, 2025

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS 38632 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of the Unpriced Proposal Form, nor placing it in the mail by this date will meet legal requirements. All Unpriced Proposals must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time specified in the Procurement Schedule. The DeSoto County School Board of Education reserves the right to reject any and/or all Unpriced Proposals received and to waive any and all informalities.

1. If submitting a paper Unpriced Proposal, it shall be typed. Any changes made must be initialed. Changes shall not be allowed after the Unpriced Proposals are opened. The DeSoto 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. Please label the envelope or shipping package as follows or the bid may be rejected:

Attn: Jenifer Hale Interactive Flat Panels Unpriced Proposal #354-PANEL-DCS26 May 13, 2025 9:30am CST

Name of company or person submitting bid

2. 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 Purchasing Department. It is solely the responsibility of the bidder to ensure Unpriced Proposals are received prior to the opening date and time.

3. Unpriced Proposals may be modified or withdrawn by written notice from the bidder, if received by the Purchasing Department prior to the date and time set forth in the BID NOTICE. 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.

4. The District shall issue a written addendum if substantial changes, which impact the technical submission of proposals, are required. A copy of the addenda will be given to all vendors that are known to have requested bid documents. 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.

5. All items contained in this Unpriced Proposal are to be per specifications unless otherwise specified.

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

7. Both paper Unpriced Proposals and electronic Unpriced Proposals shall be submitted on the supplied Unpriced Proposal Form. Electronic Unpriced Proposals shall be submitted online at www.centralbidding.com as one document. Should the bidder’s response not be submitted on the supplied Unpriced Proposal Form, the District reserves the right to reject the bid.

http://www.centralbidding.com/ http://www.centralbidding.com/ http://www.centralbidding.com/

8. The District reserves the right to purchase from the next lowest responsible Bidder, or from other sources, if the awarded Bidder cannot deliver the bid items, for whatever reason, within the time specified.

9. If the District’s Superintendents 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. DeSoto County Schools shall not be held responsible if invited vendor fails to comply or misses reverse auction due to no fault of the District.

10. If any Bidder contemplating submitting an Unpriced Proposal under this bid is in doubt as to the meaning of the requirements of the bid or the bid process, the Bidder must submit a written request for clarification by the date and time designated in the Procurement Schedule by email to dcs.purchasing@dcsms.org. The District will respond to all inquiries and render an official interpretation of the question in writing via addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its acknowledgement of the addendum/clarification by noting in space provided on the Vendor Information & Agreement Form and returning it with their Unpriced Proposal. 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 acceptable required paperwork and alternate specifications (if applicable) will be invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date, if necessary, to complete the pre-qualification process.

New Vendors:

A New Vendor Packet will need to be completed by any bidder that has not previously worked with DeSoto County Schools. This bid packet includes a Vendor Registration Form and a Conflict-of-Interest Disclosure Form. The bidder shall complete the packet and submit along with any other required documents due with the Unpriced Proposal. Only complete and return this packet with your Unpriced Proposal submission if you are new vendor to DeSoto County Schools.

Method of Bidding:

Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and time May 16, 2025 at 9:30 am, CST. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the approved vendor must complete the free registration at: https://www.centralauctionhouse.com/registration.php to participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/ or bidding process, please call Central Bidding at 225-810-4814.

Accounting Practices:

The DeSoto County School District requires that Purchase Orders be issued before any items are ordered or delivered. The DeSoto County School 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 DeSoto County Schools, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

mailto:dcs.purchasing@dcsms.org https://www.centralauctionhouse.com/registration.php

Budgetary/Funding Constraints:

The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations or penalty based upon availability of funds.

Governing Law:

This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for the resolution of any dispute shall be DeSoto County, 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.

W-9 Form:

The DeSoto County School District requires the attached W-9 Form to be completed and included in your bid submission.

Insurance Requirements:

The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance coverage of $1,000,000 and workers’ compensation insurance coverage of $500,000 per occurrence and listing the District as the certificate holder for each policy and as additional insured on the general Lliability. This certificate must be presented to the District prior to approval of the awarded bidder by the DeSoto County Board of Education. The policy must remain in effect during the entire term of the bid.

DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Interactive Panels Bid #354-PANEL-DCS26

DeSoto County Schools will be conducting a bid for a quantity range of 70-150 Interactive Panels to include installation and all required installation supplies. Warranty and shipment specification alterations on bids may be grounds for bid to be rejected.

Bid will expire April 7, 2026. Bid price must remain in place through this date.

Shipping costs must be included in bid price.

Winning vendor must accept purchase orders.

Winning vendor must accept 45-day net pay.

Interactive Flat Panels being bid must be the interactive flat panel noted below. The reverse auction will have 2 line items. 1 line item will be for the interactive panel with wall installation and the other line will be for the interactive panel and the cart, with the panel to be mounted to the cart. All prices should include delivery and installation if applicable.

Panel Specifications

Smart Board GX175 Series 75” SKU SBID-GX175-V2 LED interactive panel with features listed below.

*4K UHD (3840 x 2160) Aspect ratio 16:9 *20 point touch to work with pen, finger or palm.

*Android Version 11.0 *4GB DDR4 RAM, 32 GB Storage *OPS-C Support accessory slot *HDMI 2.0 1 front 2 back *VGA video, stereo 3.5mm, RS-232 room control DB-9, RJ45, USB Type C 4K, USB Front 1 Back 1, USB 3.2 Gen1 Type-A 2 Front 2 Back, USB 2.0 Type A, USB 2.0 Type B *USA Power cord, 16’5” USB 2.0 Type A to B cable, 2 Pens, External Dual-Band Wi-Fi antenna (2.4 and 5 GHz), External Bluetooth antenna (2.4GHz), remote control, Required batteries for remote, Installation documentation.

Features and Interactivity, as listed below:

*Unified menu to easily access resources over any source, accessible from left, right and bottom of screen.

*Infinite whiteboard/tools, annotate over any source, floating timer, and spinner.

*Wireless mirroring of multiple devices with touchback (IOS, Mac, Windows 10/11) *Ability to access Microsoft OneDrive and Google drive directly from panel.

*Customize user profiles with pin security *Integrated application locker with additional teacher resources.

*Panel management with firmware and software updates.

*Source detection and identification *Active and disable touch.

*Palm rejection.

*Screen freeze/screen blank.

Specifications

Software ,as listed below:

*SMART Learning Suite included.

*SMART Notebook *SMART Ink *SMART Remote Management *SMART Product Drivers *SMART Meeting Pro *SMART TeamWorks

Accessories, as listed below:

*25ft HDMI Cable *3M USB Cable A-B *25ft USB Cable A-B *VESA mount screws *Quick install guide *Wall Mount (Some will be mounted onto the wall, some will be mounted on carts.)

*Required cable raceway to conceal and manage data and power cables.

*Any additional tools or parts to make system opertational.

Warranty and Support

*5-year Onsite Support Warranty *Telephone technical support available at no cost for life of panel

Panel Cart

*Panel must be able to mount onto a cart designed for the panel. Must meet or exceed requirements of the panel manufacturer.

Installation *Whether the winning vendor does the installations or hires a subcontractor to perform the work, the installing organization cannot be further than a five-hour drive from DeSoto County, or 300 miles. DeSoto County Schools will make every attempt to organize purchases so that as many panels as possible will be available for installation per trip. If very small quantities are purchased later in the school year the installer must be willing to come back to DeSoto County Schools to perform additional installations during the length of the bid.

*A qualified, certified installer of the brand being sold shall complete installation. Proof must be submitted with Unpriced Proposal submission due by 9:30 am, CST, May 13, 2025.

*All debris from installation must be cleaned and premises returned to same condition as upon arrival *All installations require the Interactive Flat Panel Installation Form (see attached form) be completed and emailed to Lendon Balch within two days of installation lendon.balch@dcsms.org. Each form includes installation date, serial number of the panel installed, the name of school where the panel was installed, the room number where panel was installed, and the name of the work crew supervisor of installations. This will allow DeSoto County Schools to track installations and completions. No payments will be made for any installed panels until these sheets have been sent to lendon.balch@dcsms.org.

*There shall be no further contracts with seller or installer regarding this bid. All agreements from this bid are final upon acceptance of the bid.

If the panel is to be mounted to the wall, the electrical cables cannot be installed so that it passes through the ceiling tiles. The electrical cable of each wall mounted panel must be in a raceway to hold it firmly against the wall between the panel and the nearest electrical outlet. If the electrical outlet is beneath the panel, raceway is not required.

Panels mounted on carts should not have the electrical cables through a raceway. Mobility would be limited with raceway holding the power cord. No extension cords can be used between the panels and the electrical outlet (wall mounted or on a cart).

mailto:lendon.balch@dcsms.org

SIGNATURE DATE

PRINTED NAME TITLE

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Unpriced Bid Proposal Form Interactive Flat Panels Bid #354-PANEL-DCS26

Vendor Name: __________________________________

√ MEETS SPECIFICATIONS

Quantity range between 70 and 150 Interactive Flat Panels

Bid will expire April 7, 2026. Bid price must remain in place until this date. Shipping costs must be included in bid price.

Smart Board GX175 Series 75” SBID-GX175-V2 LED interactive panel with features listed below.

*4K UHD (3840 x 2160) Aspect ratio 16:9 *20 point touch to work with pen, finger or palm.

*Android Version 11.0 *4GB DDR4 RAM, 32 GB Storage *OPS-C Support accessory slot *HDMI 2.0 1 front 2 back *VGA video, stereo 3.5mm, RS-232 room control DB-9, RJ45, USB Type C 4K, USB Front 1 Back 1, USB 3.2 Gen1 Type-A 2 Front 2 Back, USB 2.0 Type A, USB 2.0 Type B *USA Power cord, 16’5” USB 2.0 Type A to B cable, 2 Pens, External Dual-Band Wi-Fi antenna(2.4 and 5 GHz), External Bluetooth antenna(2.4GHz), remote control, Required batteries for remote, Installation documentation.

Features and Interactivity, as listed below:

*Unified menu to easily access resources over any source, accessible from left, right and bottom of screen.

*Infinite whiteboard/tools, annotate over any source, floating timer, and spinner.

*Wireless mirroring of multiple devices with touchback (IOS, Mac, Windows 10/11) *Ability to access Microsoft OneDrive and Google drive directly from panel.

*Customize user profiles with pin security *Integrated application locker with additional teacher resources.

*Panel management with firmware and software updates.

*Source detection and identification *Active and disable touch.

*Palm rejection.

*Screen freeze/screen blank.

Software, as listed below:

*SMART Learning Suite included.

*SMART Notebook *SMART Ink *SMART Remote Management *SMART Product Drivers *SMART Meeting Pro *SMART TeamWorks

Accessories, as listed below:

*25ft HDMI Cable *3M USB Cable A-B *25ft USB Cable A-B *VESA mount screws *Quick install guide *Wall Mount *Required cable raceway to conceal and manage data and power cables.

*Any additional tools or parts to make system opertational.

Warranty and Support

*5-year Onsite Support Warranty *Telephone technical support available at no cost for life of panel

Panel Cart *Panel must be able to mount onto a cart designed for the panel *Must meet or exceed requirements of the panel manufacturer

Vendor performing installations, whether it be the winning vendor or subcontractor, cannot be located more than a five (5) hour drive or 300 miles from DeSoto County, MS. DeSoto County Schools will make every attempt to organize purchases so that as many projectors as possible can be installed per trip. If small quantities are purchased later in the school year the installer must be willing to come back to DeSoto County Schools to perform additional installations for the full duration of the bid.

Installation to include take down of existing panel or projection system, if required, for new panel installation. Existing equipment will stay on premises to be disposed of per DeSoto County School guidelines. All debris from installation must be cleaned and premises returned to same condition as upon arrival.

Installations shall be completed by a qualified installer. Proof of qualifications must be included with Unpriced Proposal submission due May 13, 2025, by 9:30 am, CST.

After installation of panels the installing company must complete the Interactive Panel Installation Form (see example included in bid packet) indicating the school’s name, serial number of the projector installed, date installed, and room number.

The form should be completed and emailed within two (2) days of installation to lendon.balch@dcsms.org

There shall be no additional contracts issued for installation of panels.

Vendor agrees to accept purchase orders

Vendor agrees to accept 45-day net payment terms

If the panel is to be mounted to the wall, the electrical cables cannot be installed so that it passes through the ceiling tiles. The electrical cable of each wall mounted panel must be in a raceway to hold it firmly against the wall between the panel and the nearest electrical outlet. If the electrical outlet is beneath the panel, raceway is not required.

Panels mounted on carts should not have the electrical cables through a raceway. Mobility would be limited with raceway holding the power cord. No extension cords can be used between the panels and the electrical outlet (wall mounted or on a cart).

SIGNATURE DATE

PRINTED NAME TITLE

662-429-5271 • fax 662-429-4198 • Website: www.desotocountyschools.org

"EXCELLENCE IS A COMMITMENT "

Vendor Information & Agreement Form

Interactive Flat Panels Unpriced Proposal May 13, 2025, 9:30 am, CST

Bid #354-PA

NEL-DCS26

I/We propose to furnish and deliver the items on the Unpriced Proposal Form according to your specifications.

I/We further agree not to request permission to withdraw our bid after the bids have been opened.

This bid consists of the (A) Bid Notice, (B) Bid Instructions and Terms, (C) the Required Specifications, and (D) the Unpriced Proposal Form.

I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Unpriced Proposal was requested by the DeSoto County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:

Addendum 1____ Addendum 2____ Addendum 3____ Addendum 4____

Return with your Unpriced Proposal paperwork due May 13, 2025, by 9:30 am, CST

• Completed Vendor Information & Agreement Form

• Completed Unpriced Proposal Form

• Specifications for any proposed alternate, if applicable

• Proof of qualified, certified installer for installation vendor

• Proof of meeting ADA requirements and safety standards

• Insurance Accord Form

• Completed W-9

• Completed New Vendor Packet (Vendor Registration Form & Conflict-of Interest Disclosure Form), submit ONLY if vendor has not previously conducted business with DeSoto County Schools

Installation of Interactive Projectors or Interactive Panels.

School name Room # Serial number Date installed Foreman of crew