Addendum 1 _ RFP 026_24 Windows Certified Dev.pdf

ADDENDUM # 1

RFP 026-24 Windows Certified Devices (Desktops and Laptops)

Solicitation Released: May 2, 2024

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received questions pertaining to this RFP.

The questions and their resulting answers are attached hereto.

2. The Pre-Proposal Conference Agenda and Sign-in Sheet pertaining to this RFP is attached hereto as Exhibit 1.

Drexal Paulk, MBA, CPM CPPO, CPPB Issue Date Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any proposal to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any proposal submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

5/20/2024 | 12:39:18 PM EDT

RFP 026-24 ADDENDUM # 1 WINDOWS CERTIFIED DEVICES (DESKTOPS AND LAPTOPS)

QUESTION 1: Must pricing be provided for all three OEMs?

ANSWER No

QUESTION 2: For the notebooks, it is now industry standard for laptops to be built with HDMI instead of display port, will

HDMI be ok?

ANSWER Yes

QUESTION 3:

For the Graphics card on the Vocational workstation, can you please be more specific on graphic card requirements?

ANSWER NVIDIA RTX 40 Series or better with at least 12GB of VRAM or AMD equivalent

QUESTION 4:

For the desktops, do you need these to be the All in One for factor? The smallest display on the All in Ones is 24”.

ANSWER Yes, for educational desktops. Vocational workstations will be a desktop and monitor.

QUESTION 5:

For the laptops, the 14th Gen is now launched and the 13th gen is going EOL in the near future. Is the 14 gen ok?

ANSWER Yes

QUESTION 6:

Preferences of the items required: Not the brands but certain models or parts that you prefer to be provided. Please provide us with multiple preferences that fit your criteria

ANSWER

All models and parts proposed need to meet or exceed the minimum specifications stated in the

RFP.

QUESTION 7: Quantity: Provide the needed quantity.

ANSWER Quantity will be determined based on need.

QUESTION 8:

Does the requested product have to be brand specific? Also, can we get the number of specific quantities?

ANSWER

Proposed models must meet or exceed the minimum specifications stated in the RFP. Quantity will be determined based on need.

QUESTION 9:

Will the District accept an AMD equivalent as an alternative for the laptop options? Can the district specify the interface type for the port requirements “2 USB 3.1 Gen 1” – USB-A or USB-

C?

ANSWER

No, proposed models must meet or exceed the minimum specifications stated in the RFP.

Preferably both USB-A and C interfaces

QUESTION 10: Is the device in Group B “Educational Desktop” asking for an All-In-One?

ANSWER Yes

QUESTION 11: Will a desktop with separate monitor be an acceptable alternative?

ANSWER Only for vocational workstations.

QUESTION 12: Is the device in Group D “Vocational Workstation” an All-In-One Desktop?

ANSWER No. Desktop with monitor

QUESTION 13: Will a desktop with separate monitor be an acceptable alternative?

ANSWER Yes for vocational workstation.

QUESTION 14:

Can the district provide details around the minimum requirements for the GPU requested in

Group D?

ANSWER NVIDIA RTX 40 Series or better with at least 12GB of VRAM or AMD equivalent

QUESTION 15: Will the district accept a 1920x1080 (16:9 aspect ratio vs 16:10)?

ANSWER Yes

QUESTION 16: Does Clayton want an ADP option on the laptops?

ANSWER Yes. Please reference Section 8 of RFP (pages 12 and 13)

QUESTION 17:

Under Section 8.1a – This device is listed as Educational Laptop with a 1900 X 1200 resolution.

Is that resolution a requirement or will alternate 14” displays with a native resolution of 1920 X

1080 be acceptable?

ANSWER Yes

QUESTION 18: Under Section 8.1a – Will this device be issued to or used by students or teachers/faculty?

ANSWER Devices may be used by either.

QUESTION 19:

Under Section 8.1 – will the more current Intel processors (14th generation) be acceptable or is

13th generation a hard requirement?

ANSWER Yes, current gen is acceptable.

QUESTION 20:

Under Section 8.1b – A 21” 1920 X 180 display is requested. Is this an All In One device needed or a separate PC and monitor?

a. If separate PC and monitor, what size chassis is preferred?

b. If separate, 22” and 24” monitors are more industry-standard, at this time. Would an alternate size be acceptable?

ANSWER a. Yes, this would be an All-In-One

ANSWER b. All-In-One so no separate monitor

QUESTION 21:

Under Section 8.1c – Is the 1900 X 1200 resolution a requirement or will alternate 14” displays minimum 1920 X 1080 (or higher) be acceptable?

ANSWER Yes

QUESTION 22:

Under Section 8.1d – Is there a specific CAD application and version being run (I believe CAD was mentioned on the pre-bid call)? This will ensure we provide a dedicated GPU that is capable of running the application appropriately.

ANSWER

No specific application or version. NVIDIA RTX 40 Series or better with at least 12GB of VRAM or AMD equivalent

QUESTION 23:

Will technicians be going onsite to provide support to each individual school or will devices be held in a single location?

ANSWER Supported devices will be located at all school and administrative locations in the school district.

QUESTION 24: What is your current device breakage rate annually?

ANSWER Annual device breakage rate is unavailable.

QUESTION 25:

Is Clayton County planning on holding spare parts to abide by the 2-business day SLA for resolution of problems?

ANSWER No

QUESTION 26: What falls under scope for problems technicians will need to be experienced in resolving?

ANSWER Troubleshooting hardware and facilitating repair or replacement of hardware.

QUESTION 27:

Is there a requirement to have a pre-existing facility within 50 miles of Atlanta to be compliant with the bid?

ANSWER Yes

QUESTION 28: How quickly upon award does a facility need to be stood up to stay compliant with award?

ANSWER The day of the award.

QUESTION 29: What is the expectation for delivery of devices?

ANSWER Please refer to Attachment A (page 59) for requirements of delivery.

QUESTION 30:

Just to drop off and leave for Clayton County personnel or a full set up for each device into designated room?

ANSWER

Please refer to Attachment A (page 59) for requirements of delivery. Items 3, 6, and 11 specifically.

QUESTION 31: Do you currently utilize a parts locker and/ or hot spares?

ANSWER No

QUESTION 32: How many devices do you currently hold in warehousing right now?

ANSWER Number changes throughout the year as devices are assigned and returned.

QUESTION 33: Do you have any security requirements for disposal of equipment we need to adhere to?

ANSWER NIST SP 800-88 Purge or physical destruction of storage devices (HDD, SSD, etc.)

QUESTION 34: What constitutes adhering to a valid project plan for deployment?

ANSWER A project plan that adheres to the requirements outlined in Attachment A (page 59 & 60)

QUESTION 35: How many devices and accessories will need to be priced for this bid?

ANSWER

Quantity will be determined based on additional need and amount required to refresh old equipment.

QUESTION 36:

If the quantity of desktops and laptops is staggered – what is the expected number of devices to be purchased over what time frame?

ANSWER

Quantity will be determined based on additional need and amount required to refresh old equipment.

QUESTION 37:

In regards to Attachment A # 4 - will the vendor be required to provide the materials (such as bins) to pick, up store, and move devices. Also, how many devices will this be?

ANSWER

Vendor should provide a safe and secure way to move and store devices. The number of devices is not known and would be moved between locations as needed.

QUESTION 38:

In regards to Attachment A # 7 - how many devices will be stored and for what period of time will they need to be stored for?

ANSWER

Devices to be stored and period of time would be dependent on order amount and time between configuration and installation.

QUESTION 39:

In regards to Attachment A #8 - what is the number of devices for the de-installation and disposal of legacy equipment and will the equipment be in one central location. If not one central how many locations?

ANSWER No set number of devices for de-installation or disposal. All school district locations.

QUESTION 40:

In regards to Attachment A #10 - What equipment will need to be disposed of and what are the quantities? Would the District like specific pricing on refurbishing particular equipment?

ANSWER

This would be end of life laptops and desktops. Number would be determined when CCPS deems equipment end of life. Refurbishment pricing is not part of this RFP.

QUESTION 41: Does CCPS want OEM basic warranties, ADP or both? (RFP page 13, 11.5, 11.6, 11.7)

ANSWER

Page 13 section e. asks for Three, Four, and Five-year warranties for parts and labor, ADP, and theft replacement insurance.

RFP 026-24

WINDOWS CERTIFIED DEVICES

(DESKTOPS AND LAPTOPS)

CLAYTON COUNTY PUBLIC SCHOOLS

PRE-PROPOSAL CONFERENCE MEETING

May 8, 2024 at 11:00 AM

ZOOM MEETING ID: 607 424 4602

Agenda

1. Opening Remarks Arnita Watson Coordinating Supervisor, Purchasing

Introduction of CCPS Staff Purpose of the Meeting Procurement Process Required Form(s) Submission of Written Questions

2. Overview

3. SLBE Policy

4. Questions and Answers Bill Pitts Coordinator of Technical Operations

Andy Sykes Chief of Technology

5. Conclusion and Adjournment Arnita Watson

Responses to this RFP will be received by Clayton County Public Schools (CCPS) e-Procurement Bonfire Portal at RFP 026-24 Windows Certified Devices (Desktops and Laptops) Bonfire Link until 3:00 P.M., Eastern Standard Time (EST) on Tuesday, June 4, 2024.

All questions or inquiries pertaining to the project are due no later than 3:00 p.m. on Wednesday, May 15, 2024. Submit questions via e-Procurement to: Bonfire Hub e-procurement Vendor Discussions RFP 026-24. All replies will be made in writing via an addendum to the Bonfire Portal. Oral responses are not authoritative. It shall be the responsibility of each Bidder to monitor the website or portal to obtain a copy of any addenda issued for this RFP.

Exhibit 1

RFP 026-24

WINDOWS CERTIFIED DEVICES

(DESKTOPS AND LAPTOPS)

CLAYTON COUNTY PUBLIC SCHOOLS

PRE-PROPOSAL CONFERENCE MEETING

May 8, 2024 at 11:00 AM

Questions

Please print your question (s) below. Any question not answered today will be answered by addendum as stated below*

Name: ____________________________ Title: ______________________________

Company/Firm: ________________________________________________________

Email Address: ________________________________________________________

*Attendees will be permitted to ask questions during the pre-bid conference, however, any oral responses to questions are not authoritative and may not be relied upon for any matter. It shall be the responsibility of each Proposal to monitor the CCPS e-Procurement Bonfire Portal and obtain a copy of any addenda issued for this RFP. Please do not contact the end user department for questions.

RFP 026-24 Windows Certified Devices Pre-Proposal Conference May 8, 2024 at 11:00 A.M.

Attendance Sheet

Name Title Company Name Contact Information

Arnita Watson Coordinating Supervisor, Purchasing CCPS arnita.watson@clayton.k12.ga.us

André Turner Buyer Support Specialist, Purchasing CCPS andre.turner@clayton.k12.ga.us

Bill Pitt Coordinator of Technical Operations, Dept. of Technology

CCPS bill.pitt@clayton.k12.ga.ga.us

Geoffrey Pecoraro Senior Engineer, Dept. of Technology CCPS geoffrey.pecoraro@clayton.k12.ga.us

Robert Lacy Coordinator of Technical Services, Dept. of Technology

CCPS robert.lacy@clayton.k12.ga.us

Gordon Burnett

ProSys Information Systems gordon.burnett@prosysis.com

Josh Bacon Client Solutions Executive Dell Technologies josh.bacon@dell.com

Melissa Elrod Arey Jones melissa.elrod@areyjones.com

Ryan Heineman Vivacity Tech PBC ryan@vivacitytech.com

Cam Pyle Dell Technologies cam.pyle@dell.com

Geis Brennan K-12 Southeast Senior Account Manager

CDW Government bregeis@cdw.com