9406-20240816093643 LOWNDES.pdf

Lowndes County School District 1053 Hwy 45 South

Columbus, MS 39701

Due Date for Proposals: 10:00 AM (CST), September 4, 2024

REQUEST FOR BID

Bid RFB # 082024

Laptop Devices, USB-C to Digital AV Adapters, Cases, and Mobile Device Management Software

Bid Solicitation Start Time and Date: August 16, 2024@ 10:00 am Bid Solicitation End Time and Date: September 4, 2024 @ 10:00 am Reverse Auction Start Time and Date: September 6, 2024@ 9:00 am Reverse Auction End Time and Date: September 6, 2024 @ 9:35 am

Lowndes County Schools Bid RFB # 082024

Lowndes County School District

The Lowndes County School District (LCSD) plans to purchase equipment to include laptop devices, cases, MDM software, and USB-C to Digital AV Multiport Adapters. LCSD wishes to collect bids on this project. It is the vendor’s responsibility to ensure that the services proposed meets the specifications stated within this document.

All questions regarding this project should be emailed to Jeanise Andrews at Jeanise.Andrews@lowndes.k12.ms.us or Roger Gaudet at Roger.Gaudet@lowndes.k12.ms.us.

The Lowndes County School District has a budget in mind for this project. As a result, if the project exceeds the district budget, we reserve the right to reduce/increase any line item’s quantity to remain within our budget. All vendor questions and customer answers will be added to the bottom of a Google Document for all vendors to see. You can access the google doc at this web URL- Click Here and access the bid on the district website listed below at https://www.lowndes.k12.ms.us/departments/technology/index

BID CALENDAR

Bid Publication August 16, 2024 @ 10:00 am Letter of Intent to Bid August 23, 2024 @ 10:00 am Last Day for Vendor Questions August 28, 2024 @ 10:00 am Pre-Proposal Meeting via Teams August 28, 2024 @ 10:00 am RFB Bid Request Forms September 4, 2024 @ 10:00 am Reverse Auction Start Time and Date September 6, 2024 @ 9:00 am Reverse Auction End Time and Date September 6, 2024 @ 9:35 am Anticipated Evaluations and Selection September 9, 2024 @ 9:00 am Recommendation to LCSD Board September 13, 2024 @ 12:30 pm

*Pre-Proposal Meeting

A pre-proposal meeting will be held via teams on Wednesday, August 28, 2024 at 10:00 am central time. Please submit (in writing) any questions regarding this RFB. Only written questions will be considered. It is highly encouraged that all potential proposers participate and attend the pre-proposal meeting.

Lowndes County School District is soliciting offers for the products, goods, or services per the specifications stated in this document.

Offers must be submitted in sufficient time to be received and time-stamped on or before the receipt/opening date/time indicated above. All offers will be accepted electronically.

Questions concerning this solicitation document should be addressed, in writing, to Roger Gaudet-Roger.Gaudet@lowndes.k12.ms.us. Questions should be submitted no later than August 28, 2024 @ 10:00 am to allow sufficient time for responses prior to receipt/opening date/time.

Responses to questions, other than administrative questions, will be provided to all potential Offerors by means of an addendum to the solicitation.

https://docs.google.com/document/d/1gXsM-GHFHn7Yt_uXWZaaoMTqHAX41pJW/edit?usp=drive_link&rtpof=true&sd=true https://www.lowndes.k12.ms.us/departments/technology/index

Reverse Auction Information Bids will be received by an Electronic Sealed Bidding Process administered by Lowndes County School District at which time bidding will begin and run until potential suppliers have completed entering all bids. Official bid documents can be downloaded at the Lowndes County School District website and are listed below.

https://www.lowndes.k12.ms.us/departments/technology/index

For any questions regarding the electronic bidding process, please contact Roger Gaudet at Roger.Gaudet@lowndes.k12.ms.us or by telephone at 662-244-5006.

Specification responses forms must be submitted by email to Jeanise Andrews or Roger Gaudet by September 4, 2024 @ 10:00 am.

The vendors who have submitted required documents by the bid solicitation end time and if meet the bid requirement will be invited to the reverse auction. No bid shall be accepted or considered after such scheduled time.

All correspondence and inquiries regarding this bid must be done via Email to:

Jeanise.Andrews@lowndes.k12.ms.us or Roger.Gaudet@lowndes.k12.ms.us.

If a vendor does not receive a response within 24 hours, it is the responsibility of the vendor to call Jeanise Andrews, Technology Coordinator at 662-244-5018 or Roger Gaudet, Network Manager at 662-244-5006 and confirm that the email message was received.

The reverse auction for this RFB will be conducted on September 6, 2024 at 9:00 AM and will conclude at 9:35AM. Bidders can call in their bids during this time Additionally, bidders can attend the reverse auction in-person at 1053 Hwy 45 South Columbus, MS 39701. All bidders can view the live bidding on our website at https://www.lowndes.k12.ms.us/departments/technology/index located under the Reverse Auction section

Also, if vendors would like to email their bid during the reverse auction time frame, they can do so by emailing their bid to Jeanise.Andrews@lowndes.k12.ms.us.

VENDORS CAN ONLY EMAIL A BID DURING THE REVERSE AUCTION WINDOW

AND ONLY IF AN INVITE IS RECEIVED FROM LOWNDES COUNTY SCHOOL

DISTRICT. EMAILED BIDS RECEIVED BEFORE OR AFTER THE REVERSE

AUCTION WILL NOT BE ACCEPTED.

If a vendor has emailed a bid in, and they do not see it appear within 5 minutes of bidding, they should call 662-244-5018 to inquire. The email may have been routed to SPAM. It is the vendors responsibility to follow-up if they are not seeing their bid.

If a vendor attempts to call in a bid, and there is no answer, they can call our alternate number 662-574-1188 and ask for Roger Gaudet.

All bidders who participate in the reverse auction, can make multiple bids.

https://www.lowndes.k12.ms.us/departments/technology/index mailto:Roger.Gaudet@lowndes.k12.ms.us mailto:Jeanise.Andrews@lowndes.k12.ms.us https://www.lowndes.k12.ms.us/departments/technology/index

VENDOR BID INSTRUCTIONS

DELIVERY OF BIDS

1. The Bid Proposal Forms must be received on or before said date and time, neither the dating of the Bid Proposal form nor placing it in the mail by this date will meet the requirements pertaining to this bid. Any bid received after the bid opening date shall be marked "LATE BID" and returned to the Bidder unopened.

2. The district will not be responsible for any delays in delivery. It is the sole responsibility of the Bidder that bid proposals reach the above destination by the bid opening date and time.

3. Bids or alterations by fax WILL NOT be accepted.

4. If the Lowndes School District office building is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact, fire, earthquakes, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening of bids electronically, then all bids received will proceed on the next business day that the district shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all Vendors/Contractors, upon submission of a bid proposal shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. The district shall not be held responsible for the receipt of any bids for which the delivery was attempted and failed due to the closure of the district offices or network issues as a result of a Force Majeure Event. Each Vendor/Contractor shall be required to ensure the delivery and receipt of its bid by the district prior to the new date and time of the bid reverse auction opening.

PRICES

1. Bid prices, unless otherwise specified, shall be net, including transportation and handling charges fully prepaid by the Bidder.

2. All bids must be firm prices, free of any escalator clauses.

3. Prices should include any and all applicable taxes, as Lowndes County School District is a tax-exempt governing authority, tax exemption letter furnished upon request.

4. While it is the intention of the Lowndes County School District Board of Education to purchase the specified quantities, the right is reserved to accept bids on the basis of individual line item or by total bid price whichever is deemed to provide the maximum benefit to the district. The right is also reserved to omit any item(s), increase or reduce quantities as necessary to bring the total cost within budgetary provisions.

5. Any bid on any item should include a unit price and an extended price if requested on the Bid Proposal Form. If there is any discrepancy between the unit price written in the bid and the total price extension, the unit price will be considered as binding and the extended price will be adjusted accordingly.

RIGHT TO REJECT BIDS

The Lowndes County School District Board of Education reserves the right to reject any and/or all bids or any groups thereof and waive any defect or informality in any bid or bidding procedure.

BID ACCEPTANCE AWARDS

1. If Lowndes County School District accepts a bid in response to this request, it will accept the bid of and award the bid to the lowest and or best responsive bidder meeting specifications, price, and other factors considered. The low bid is not always the best bid and the bid will be awarded on what LCSD considered to be best for the district. Other factors to be considered include, but are not limited to: conformity to the specifications;

quality; bidder's ability to provide service, maintenance, and training; past performance of bidder; financial standing and status of the bidder.

2. Lowndes County School District reserves the right to purchase additional devices from this RFB with the price that is set forth in the vendor’s bid. This RFB can be used to make additional purchases at the vendor reward price for a minimum of three years following the acceptance of the bid by the Lowndes County School District.

MULTIPLE AWARDS

1. Lowndes County School District reserves the right to make multiple awards. LCSD reserves the right to approve an award by individual items or in total, whichever is deemed to be in the best interest of the Lowndes County School District.

BILLING/ORDERING

1. All items or services shall be billed to the Lowndes County School District.

2. All invoices are due in the Office of Superintendent of Education building of the

Lowndes County School District, 1053 Hwy 45 South, Columbus, Mississippi 39701, on or before the last day of each month. If they are not received by that date payment will not be made until the following month.

3. Payment of above-described invoices shall be after the 2nd Friday of each month.

4. No negotiations, decisions or actions shall be executed by any bidder as a result of any discussions with any District employee. Only transactions that are on a Lowndes County School District purchase order may be considered official.

DAMAGE OR LOSS

1. Any damage or loss to the Lowndes County School Districts property as a result of any action by the successful Bidder in the execution or performance of any item or service in this bid, shall be repaired to the satisfaction of the Lowndes County School Board of Education, at the Bidder's expense, within a reasonable time set forth by the Lowndes County Board of Education.

2. The successful Bidder shall hold the Lowndes County School District, Board of Education, its Officers, Agents and Employees harmless from liability of any nature or kind whatsoever, because of use of by publisher or author, manufacturer or agent of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, article, environment-sensitive material, or appliance furnished or used under this bid.

DELIVERY

1. The equipment will be delivered to multiple locations within the District.

2. It is understood that the Bidder agrees to deliver all items prepaid (F.O.B. Destination) to an inside point or points of receipt. All related costs for delivery are to be borne by the Bidder and should be included in their bid.

3. Any items requiring unpacking and/or assembly and/or installation WILL BE

UNPACKED, ASSEMBLED, INSTALLED AND SET IN PLACE AND MADE

FULLY OPERATIONAL BY THE SUCCESSFUL BIDDER, at the time and place designated by the Lowndes County School District, unless otherwise stated in the bid specifications.

4. Under no circumstances will the Lowndes County School District assume any responsibility in connection with deliveries of the bid items.

5. If the successful Bidder fails to deliver by the specified delivery date or a reasonable time thereafter, giving acceptable reasons for delay, the Lowndes County School District Board of Education reserves the right to cancel the portion which he has failed to deliver within the specified time and/or to purchase it elsewhere, charging the increase in price and cost of handling, if any, to the Bidder.

DELIVERY LOCATIONS

Caledonia Middle School Caledonia High New Hope Elementary 105 Cavalier Drive 111 Cavalier Drive 199 Enlow Drive Caledonia, MS 39740 Caledonia, MS 39740 Columbus, MS 39702

New Hope Middle New Hope High West Lowndes Elementary 3419 New Hope Road 2920 New Hope Road 1000 Gilmer-Wilburn Road Columbus, MS 39702 Columbus, MS 39702 Columbus, MS 39701

Lowndes County District Office & Caledonia Elementary West Lowndes High 1053 HWY 45 South 644 South Frontage Road Columbus, MS 39701 Columbus, MS 39701

BID SPECIFICATIONS

GENERAL SPECIFICATIONS:

1. The following are the General Conditions for the work to be performed as outlined in the detailed specifications listed. Lowndes County School District has the right to increase or decrease quantities. Each bidder must bid on all items listed in the bid.

2. The Lowndes County School district reserves the right to use this bid to purchase additional devices from this bid up to three years after the purchase date.

3. These are the minimum standards for review and consideration however, the specs can exceed the minimum standards.

Laptop Device Approximately Quantity 3,650 The specifications listed below are minimum and can exceed the minimum specifications that are listed below. All bid items should be equivalent and must be compatible with existing district technology equipment, network infrastructure, hardware, and software. Including 4-year warranty, technical support, incidental/accidental damage, and include the specifications listed below, cases, asset tagging. Please list prices separately for all items that are requested in this

RFB.

● M1 chip with 8-core CPU & 7-core GPU

● 8GB unified memory

● 128GB SSD storage

● Touch ID

● Two Thunderbolt / USB ports

● Force Touch trackpad

● Retina display with True Tone

● Backlit Magic Keyboard - US English

● Space Gray

Warranty

● Provide 4-year warranty to cover hardware services for defects or consumed battery, accidental damage from handling, and technical support

White Glove Services

● Provisioning/Deployment Services

● Asset Tagging

● Asset Report with serial numbers

● Logistics Planning

Mobile Device Management Device Enrollment:

● Automated Enrollment: Enrollment (ADE), formerly known as DEP (Device Enrollment Program).

● User-Initiated Enrollment: Allow users to enroll their devices manually through a self-service portal.

Configuration Management:

● Profiles: Deploy configuration profiles to manage device settings, such as Wi-Fi, VPN, and email accounts.

● Restrictions: Set restrictions on device features, apps, and settings to ensure compliance with organizational policies.

● Wi-Fi and VPN Configuration: Automatically configure Wi-Fi and VPN settings on devices.

App Management:

● App Deployment: Push and manage apps, including custom in-house apps and apps from the App Store.

● App Updates: Manage app updates and ensure devices run the latest versions.

● Volume Purchase Program (VPP) Integration: Distribute apps and books purchased through Apple's VPP.

Security Management:

● Passcode Policies: Enforce passcode requirements, such as complexity and expiration.

● Encryption: Ensure that devices use encryption to protect data.

● Remote Lock and Wipe: Remotely lock or erase devices if they are lost or stolen.

Monitoring and Reporting:

● Device Inventory: View detailed information about devices, including hardware, software, and configuration details.

● Compliance Reporting: Generate reports to monitor compliance with security and configuration policies.

Self-Service Portal:

● User Empowerment: Provide a self-service portal where users can install apps, update software, and request support.

● Customizable Options: Tailor the self-service portal to offer specific services and resources to users.

Automation and Scripting:

● Smart Groups: Create dynamic groups based on device attributes to automate management tasks.

● Scripts: Run custom scripts to automate tasks and perform advanced configurations.

Integration with Other Systems:

● Directory Services: Integrate with directory services like LDAP or Active Directory for user management.

● Third-Party Integrations: Connect with other systems and services for extended functionality, such as ticketing systems or security solutions.

User Experience:

● Setup Assistant Customization: Customize the initial setup experience for users, including pre-configured settings and app installations.

● Device Restoration: Simplify the process for users to restore devices to a previous state or configuration.

Policy Management:

● Compliance Policies: Define and enforce policies to ensure devices meet security and usage standards.

Conditional Access: Control access to corporate resources based on device compliance status

Laptop Cases Approximately Quantity 3,650 Cases to fit M1 devices Rugged yet lightweight Quick and easy installation with 2-part case design Secure front latch closure TechShell certified featuring maximum device protection beyond just standard mil-specs exceeding MIL-STD-810 Offers superior proprietary drop protection Provides edge-to-edge protection featuring BX2 foam and crumple zone corner technology Best-in-class design Large, clear asset tagging space Scratch proof and UV yellowing resistant

USB-C to Digital AV Multiport Adapters Approximately Quantity 1,000

BID PROPOSAL FORM

Due September 4, 2024 @ 10:00 am

BID ITEM:

D-1 I/We propose to provide the services, more or less, as listed in this BID PROPOSAL FORM according to the specifications as listed in this bid, at the indicated prices. I/We further agree not to request permission to withdraw our bid after the bids have been publicly opened.

D-2 I/We understand that this BID PROPOSAL FORM is to be signed and returned with our bid, and unless this has been done, our bids shall be considered incomplete and rejected.

D-3 I/We, the undersigned, do hereby understand and accept the conditions outlined in the BID INSTRUCTIONS and BID PROPOSAL FORMS of this official bid process in submitting our sealed competitive quotations for the item(s) outlined under the BID SPECIFICATIONS section of this bid:

Firm / Bidders Name :

(Type or Print)

Signed : __________________________________________

Title : __________________________________________

Contact : __________________________________________

Address : __________________________________________

Telephone : __________________________________________

Date :___________________________________________

LOWNDES COUNTY SCHOOL DISTRICT

BID SUMMARY SHEET

Reverse Auction

Due: September 4, 2024 @ 10:00 am

Please summarize your bid on these bid pages. Provide any additional details as attachments. If the bid does not meet these specifications, it shall be the responsibility of the bidder to explain any differences. Quantity may increase or decrease depending on budget.

QTY. BID ITEM PRICE

EACH

EXT.

PRICE

3,650 Brand of Laptop Device

3,650 USB-C to Digital AV Multiport Adapter

3,650 Brand of Cases ________ ________

5,000 MDM macOS device and support __________ __________

2,500 MDM iOS and tvOS device and support __________ __________

ANY ADDITIONAL COSTS (list detail below):

LETTER OF INTENT TO BID

Due: August 23, 2024 @ 10:00 a.m.

Roger Gaudet, Network Manager Lowndes County School District Roger.Gaudet@lowndes.k12.ms.us 662-244-5006

Reference: Lowndes County School District Laptop Devices, USB-C to Digital AV Adapters, Cases, and Mobile Device Management Software

This letter is to notify you that it is our present intent to submit a proposal in response to the above referenced RFB. The individual to whom information regarding this RFB should be transmitted is:

Name: __________________________________________

Company: _______________________________________

Address: ________________________________________

City, State & Zip: _________________________________

Phone Number: __________________________________

E-mail Address: __________________________________

Sincerely, Signature

Title

BID PROPOSAL RESPONSE FORM

Due September 4, 2024 @ 10:00 am

GENERAL SPECIFICATIONS:

1. The following are the General Conditions for the work to be performed as outlined in the detailed specifications listed.

2. The Lowndes County School District has the right to increase or decrease quantities based on the prices and or funding. In addition; Lowndes County School District would like to be able to make a purchase from this bid for an option up to a three-year period.

3. The specifications listed below are the required minimum specs. Lowndes County School District will accept bids that exceed the specifications that are listed.

Please indicate Yes or No for the general specifications listed below.

Authorized Partner Yes_______ No________

Installation/Setup/Configuration included Yes_________ No__________

Provide references of schools in Mississippi Yes________ No__________

Provide service/support after business hours Yes________ No__________

By signing the Bid Proposal Response Form, the Bidder certifies that this information is correct to the best of my knowledge and belief.

Bidder Signature Date Signed

BID PROPOSAL RESPONSE FORM

Due September 4, 2024 @ 10:00 am

REFERENCE SHEET

Please identify three (3) current users (similar scope, education, or commercial accounts) of your services that we may contact:

Reference 1

Institution / Company Name______________________________________________________

Project Description/Scope________________________________________________________

Address: ______________________________________________________________________

Contact Name__________________________________________________________________

Title__________________________________________________________________________

Phone #:______________________________ Email: __________________________________

Reference 2

Institution / Company Name______________________________________________________

Project Description/Scope________________________________________________________

Address: ______________________________________________________________________

Contact Name__________________________________________________________________

Title__________________________________________________________________________

Phone #:______________________________ Email: __________________________________

Reference 3

Institution / Company Name______________________________________________________

Project Description/Scope________________________________________________________

Address: ______________________________________________________________________

Contact Name__________________________________________________________________

Title_________________________________________________________________________

Phone#:_________________Email:____________________________________________________