77-20260611130359 DCS.pdf

BID NOTICE

To: Prospective Bidder

From: Jenifer Hale DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7291

Issue Date: June 11, 2026

Notice of Bid/Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: June 29, 2026 Date: July 2, 2026 Time: 9:30 am, CST Time: 9:30 am, CST Location: DeSoto County Schools Location: DeSoto County Schools Central Services Central Services

5 East South Street 5 East South Street Hernando, MS 38632 Hernando, MS 38632

Bid Items Bid Number: #408-DESK-DCS27 Description: Desktop PCs and Monitors

Procurement Schedule:

Public Notice to Newspaper June 8, 2026 Advertisement Publication Dates June 11 & June 18, 2026 Release of Bid June 11, 2026 Deadline for Questions/Clarifications June 24, 2026, Noon CST Unpriced Bid Proposals June 29, 2026, 9:30 am, CST Reverse Auction for Approved Bidders July 2, 2026, 9:30 am, CST Anticipated Board Approval July 16, 2026

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 "

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 Desktop PCs and Monitors

#408-DESK-DCS27

June 29, 2026, 9:30am Name of company or person submitting bid

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.

2. 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.

3. 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.

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.

6. 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. 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/

7. 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.

8. 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.

9. 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 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 of July 2, 2026, 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. 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 "

Desktop PCs and Monitors

Quantities will be between 300 and 1200. We will purchase 344 less monitors than desktop PCs. This will be a two-line item auction.

Line 1 will be for desktops with monitors included. Bid pricing should be for one unit with desktop and monitor

Line 2 will be for a Desktop only.Bid pricing should be for one unit.

Purchases from this bid can be made between July 1, 2026 and October 31, 2026. Delivery of all devices in first purchase order should be before August 28, 2026. Delivery will be to DCS Technology Warehouse located at 100 East Valley St, Hernando, MS 38632.

Desktop computers must contain all of the following specs or better (for items showing the “or better” option) to be accepted for the bid. We will not accept refurbished items.

Bid standard is to be the Daktech Discovery H810 or better.

System Board: ASUS Prime 810M-A-CSM, w/ Ethernet, Sound and Video

Chassis: InWin CK722 Micro ATX Low Profile SFF w/450-Watt Power Supply, Front 3.0 x 2, USB 2.0 x 2 USB - requires low profile cards (12.9" x 3.7" x 11.1")

Processor: Intel® Core™ Ultra 5 225, 20M Cache, 6 Performance Cores-3.3GHz/4.9GHz, 4 Efficient Cores-2.7GHz/4.4GHz or better.

Memory: Total of 16GB DDR5 5600MHz, (2-8GB) or better.

Hard drive: 500GB NVME 4.0, m.2 SSD 500GB Western Digital Black SN7100 or better.

Sound: INCLUDED Integrated Realtek 7.1 Audio Surround Sound Hi-Def or better.

Keyboard/Mouse Combo: Logitech 104 USB Black Keyboard & Mouse Combo or better.

Operating System: Microsoft Windows 11 Professional

Network Card: INCLUDED Network Cards Intel I219LM Gigabit Ethernet or better.

Monitor: VP229Q Monitor 21.5" ASUS Wide Screen LED VP229QG 1920x1080 w/Speakers HDMI/

DP or better.

Warranty: INCLUDED 7 Year Parts & Labor Workstation Warranty Free Lifetime Tech Support.

Price must include shipping, handling and delivery.

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

Bid #408-DESK-DCS27

Required Spe cifications

Video Card: INCLUDED Integrated Intel HD Graphics or better.

DESKTOP PCS AND MONITORS

BID# 408-DESK-DCS27

Un-Priced Proposal Form Vendor Name: _______________________________________

√ AGREE

Quantity: 300-1200, bid expires October 31, 2026.

We will purchase 344 less monitors than desktop PCs. This will be a two-line item auc�on.

Delivery of all devices in first purchase order should be before August 28, 2026.

Price must include shipping, handling and delivery.

√ Meets √ Alternate

Line 1-Desktop computers must contain all of the following specs or beter (for items showing the “or beter” op�on) to be accepted for the bid. Specifica�ons for any equivalents must be included in the unpriced proposal. We will not accept refurbished items.

DakTech Discovery H810 or beter, with monitor System Board: ASUS Prime 810M-A-CSM, w/ Ethernet, Sound and Video Chassis: InWin CK722 Micro ATX Low Profile SFF w/450-Wat Power Supply, Front 3.0 x 2, USB 2.0 x 2 USB - requires low profile cards (12.9" x 3.7" x 11.1") Processor: Intel® Core™ Ultra 5 225, 20M Cache, 6 Performance Cores-3.3GHz/4.9GHz, 4 Efficient Cores-2.7GHz/4.4GHz or beter.

Memory: Total of 16GB DDR5 5600MHz, (2-8GB) or beter.

Hard drive: 500GB NVME 4.0, m.2 SSD 500GB Western Digital Black SN7100 or beter.

Video Card: INCLUDED Integrated Intel HD Graphics or beter.

Sound: INCLUDED Integrated Realtek 7.1 Audio Surround Sound Hi-Def or beter.

Keyboard/Mouse Combo: Logitech 104 USB Black Keyboard & Mouse Combo or beter.

Opera�ng System: Microso� Windows 11 Professional Network Card: INCLUDED Network Cards Intel I219LM Gigabit Ethernet or beter.

Monitor: VP229Q Monitor 21.5" ASUS Wide Screen LED VP229QG 1920x1080 w/Speakers HDMI/DP or beter.

Warranty: INCLUDED 7 Year Parts & Labor Workstation Warranty Free Lifetime Tech Support.

DESKTOP PCS AND MONITORS

BID# 408-DESK-DCS27

Un-Priced Proposal Form Vendor Name: _______________________________________

Line 2 DakTech Discovery H810 or beter, with NO monitor System Board: ASUS Prime 810M-A-CSM, w/ Ethernet, Sound and Video Chassis: InWin CK722 Micro ATX Low Profile SFF w/450-Wat Power Supply, Front 3.0 x 2, USB 2.0 x 2 USB - requires low profile cards (12.9" x 3.7" x 11.1") Processor: Intel® Core™ Ultra 5 225, 20M Cache, 6 Performance Cores-3.3GHz/4.9GHz, 4 Efficient Cores-2.7GHz/4.4GHz or beter.

Memory: Total of 16GB DDR5 5600MHz, (2-8GB) or beter.

Hard drive: 500GB NVME 4.0, m.2 SSD 500GB Western Digital Black SN7100 or beter.

Video Card: INCLUDED Integrated Intel HD Graphics or beter.

Sound: INCLUDED Integrated Realtek 7.1 Audio Surround Sound Hi-Def or beter.

Keyboard/Mouse Combo: Logitech 104 USB Black Keyboard & Mouse Combo or beter.

Opera�ng System: Microso� Windows 11 Professional Network Card: INCLUDED Network Cards Intel I219LM Gigabit Ethernet or beter.

Warranty: INCLUDED 7 Year Parts & Labor Worksta�on Warranty Free Life�me Tech Support.

SIGNATURE DATE

PRINTED NAME TITLE

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

"EXCELLENCE IS A COMMITMENT "

Vendor Information & Agreement Form

Desktop PCs and Monitors Unpriced Proposal

June 29, 2026, 9:30 am, CST

Bid #408-DESK-DCS27

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 June 29, 2026, by 9:30am, CST

• Completed Vendor Information & Agreement Form

• Completed Unpriced Proposal Form

• Insurance Accord Form

• Completed W-9

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

5 East South Street page 1 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

July 2022

To all prospective vendors:

Thank you for offering to become a vendor to sell goods and/or services to DeSoto County Schools (DCS). A vendor is a company or person(s) providing goods and/or services in return for payment which is agreed upon in writing prior to receipt of the goods and/or services. If one of the schools or departments of DCS obtains goods and/or services pursuant to a purchase order, the provider is considered a vendor. This includes vendors paid by DCS and/or any one of the DCS’s school activity funds.

The DCS Purchasing Department is responsible for collecting the required information from all prospective vendors. For any new vendor, a school or department within DCS must request that a vendor be added to our records. A vendor packet must be completed and signed by the vendor and returned to the school/department requesting that the vendor become a vendor with DCS. The completed forms are forwarded to the DCS Purchasing Department for review and are added to our database provided all specifications are met.

The type of vendor and or service provided will determine the documentation that should be completed and submitted.

It is the vendor’s responsibility to make sure all required documentation listed below is provided to the school or department requesting that you be added to the DCS vendor list. Only completed applications with all required documents will be processed.

TYPE OF VENDOR:

• If ONLY providing products/goods, complete items #1-3

• If providing OFF-SITE agreement services, complete items #1-5

• If providing ON-SITE agreement services, complete items #1-5

• ANY vendors having contact with students MUST have a background check (item #6) completed every 2 years

(see attached document Background Check Requirements)

REQUIRED DOCUMENTS:

1. Registration Form for New Vendor

2. IRS Form W-9

3. Conflict of Interest Disclosure

4. Certificate of Insurance (COI) for General Liability (on ACORD Form) with a minimum of $1 million in coverage.

DCS must be listed as an additional insured. A sample COI has been provided.

5. Certificate of Insurance (COI) for Workers Compensation (on ACORD Form) with a minimum of $500,000 in coverage. A sample COI has been provided.

6. All contractors, including their employees, who work with students or have access to students must have a background check completed by Background Investigation Bureau (BIB). Maintenance and construction providers are exempt from the background check requirements.

5 East South Street page 2 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

To continue to provide services with DCS beyond the initial application, all vendors must have current documentation on file with DCS. It is the vendor’s responsibility to submit any updated paperwork to DCS in a timely manner.

To do business with DCS, a vendor must obtain an approved Purchase Order from the school or department prior to providing any goods or services regardless if student activity funds or district funds are being used to make the purchase.

The principal at each of our school locations is the only purchasing authority on each school campus that is allowed to sign any contract, agreement, or document which binds the district. All contracts must be board-approved prior to being signed by a purchasing agent.

• If a vendor delivers goods or services without an approved Purchase Order, the vendor will not be paid for those goods or services.

• If a school or department requests a vendor to provide foods or services without an approved Purchase Order, do not provide the goods or services until one has been issued.

Thank you again for offering your services to DeSoto County Schools. Should you have any questions, please contact the DCS Purchasing Department team at DCS.purchasing@dcsms.org.

Sincerely, DCS Purchasing Department mailto:DCS.purchasing@dcsms.org mailto:DCS.purchasing@dcsms.org

5 East South Street page 3 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

REGISTRATION FORM FOR NEW VENDOR

To be completed by the DCS employee

SCHOOL NAME: DATE:

EMPLOYEE NAME:

To be completed by the vendor: Please complete all areas below and return to the DCS employee listed above.

VENDOR LEGAL BUSINESS NAME:

VENDOR DBA:

YES NO NA

1 Are you a DCS employee or relative of an employee? If “yes,” please specify the name(s) of the relative(s):

2 Are you currently employed by an organization that participates in the PERS Program?

3 Are you a PERS retiree? If yes, a completed and approved PERS employee vs Independent Contractor Determination Questionnaire must accompany Vendor Registration Form.

4 Do you agree to accept a Purchase Order?

5 Mississippi Law allows a net 45-day net pay from receipt of invoice after goods and/or services have been rendered. Do you agree to accept this requirement?

6 All contractors providing services must provide proof of General Liability Insurance (refer to the coverage limits as outlined on the attached example ACORD Form). Have you attached a copy of your General Liability Insurance ACORD Form indicating proof of required coverage? Select “NA” if commodity vendor only.

7 Do you provide services that would require you to work on site at a DeSoto County School location or event venue? If yes, please provide a copy of your Worker’s Compensation Insurance indicating proof that you meet the required limits outlined in attached example ACORD Form.

W-9 INFORMATION: Request for Taxpayer Identification Number and Certification

DeSoto County Schools must have on file a copy of the vendor’s W-9 form from the IRS. Please visit the IRS website at https://www.irs.gov/pub/irs-pdf/fw9.pdf to complete a W-9. Include the W-9 with your completed vendor packet.

(continue to page 2) https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

5 East South Street page 4 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

PURCHASE ORDER SUBMISSION: POs will be submitted to the following contact.

COMPANY NAME:

STREET:

CITY, STATE, ZIP:

PHONE: FAX:

CONTACT NAME: EMAIL:

PAYMENT REMITTANCE INFORMATION: Checks will be mailed to the following contact.

REMIT NAME:

STREET:

CITY, STATE, ZIP:

PHONE: FAX:

CONTACT NAME: EMAIL:

NAME OF AUTHORIZED REPRESENTATIVE (printed) SIGNATURE DATE

5 East South Street page 5 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198

CONFLICT OF INTEREST DISCLOSURE

In accordance with the DeSoto County School District Employee Handbook:

An employee of the DeSoto County School District shall not have a financial interest, directly or indirectly, in any activity that conflicts or raises a reasonable question of conflict with duties and responsibilities in the school district. No staff member shall engage in any type of private business during school time and on school property.

Employees shall not engage in work of any type where the source of information concerning customer, client, or employer originates from any information obtained through the school district. No gifts from any person or group desiring or doing business with the school district shall be solicited by a school employee except for normally valued instructional products or advertising items that are widely distributed.

SIGNATURE DATE

5 East South Street page 6 of 7 Phone (662) 429-5271 Hernando, MS 38632 updated July 2022 / KF Fax (662) 429-4198