CCSD Request contract pricing Computers HC_12.pdf

Columbia County School District

PURCHASING DEPARTMENT

4781 Hereford farm Road, Evans, GA 30809

Tele: (706) 541-2723 ext. 5108 Fax: (706) 855-3843 Email: Hudson.Chandler@ccboe.net

NOTICE TO BIDDERS

BID REQUEST COMPUTERS

NUMBER HC-12-20-24A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached invitation for bid (IFB). Bids will be received at the office of Mr. Hudson E.

Chandler, Purchasing Supervisor, Columbia County School District, Business Department, 4781 Hereford Farm Road, Evans, GA 30809.

Bid Due: December 20, 2024 @ 2:00pm at CCBOE Business Department, 4781 Hereford Farm Road, Evans, GA 30809

BIDS SHALL BE PLAINLY MARKED

IFB FOR: Computers

REQUEST FOR PROPOSAL NUMBER: HC-12-20-24A

DUE BEFORE: December 20, 2024 @ 2:00 p.m.

Any bid received later than the specified date and time, whether delivered in person or mailed, may be disqualified.

The CCSD reserves the right to reject any or all bids and to accept any bid deemed most advantageous to the Columbia County School District and to waive any informalities in bidding.

Hudson E. Chandler Purchasing Supervisor

NOTICE TO BIDDERS

BIDs are due no later than 2:00 p.m., December 20, 2024.

Offers are subject to rejection if not received by the due date and time specified and may be subject to rejection if not submitted with this form.

EXECUTION

In compliance with this Request for BID, and subject to all the terms and conditions herein, the undersigned offers and agrees to furnish all products, materials, equipment, and labor necessary to perform to the attached specification, at the price and within the time specified herein. I certify that this Offer is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a BID for the same purpose, and is in all respects fair and without collusion or fraud. Under penalty of perjury, the undersigned Offeror certifies that, to the best of its knowledge and belief: (1) the prices in this BID have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Offeror, or to any competitor or with any officers, agents or employees of the CCBOE; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this BID have not been knowingly disclosed by the Offeror and will not be knowingly disclosed by the Offeror prior to opening, directly or indirectly, to any other Offeror or to any other competitor; and (3) no attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not submit a BID for the purpose of restricting competition.

Failure to execute/sign BID prior to submittal may render the BID invalid. Late BIDs may not be accepted.

OFFICIAL BUSINESS NAME,

COMPANY NAME, TRADE NAME:

FEDERAL ID OR SOCIAL SECURITY NO:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO

(800)

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: WEB ADDRESS:

E-MAIL:

Offer valid for 45 days from Request for BID due date unless otherwise stated here: ____ days

BID CERTIFICATION & ACCEPTANCE FORM

Project Name:

Computers

REQUEST FOR BID

NO. HC-12-20-24A

Refer ALL Inquiries to:

Columbia County School District 4781 Hereford Farm Road Evans, GA 30809

ATTN: Hudson Chandler, Purchasing Supervisor

Telephone: 706- 541- 2723 Ext. 5108 Facsimile: 706- 855-3843 E-Mail: Hudson.Chandler@ccboe.net

Commodity: Computers

Contract Type: Fixed Price

FOR CCBOE USE ONLY

Contract Number:

(See page 2 for mailing instructions.)

TYPE BUSINESS

Check one or more where applicable:

Minority-Owned Business (at least 51% owned and controlled by minority group members)

Woman-Owned Business (at least 51% owned and controlled by women)

Small Business

ACCEPTANCE OF OFFER

If any or all parts of this BID are accepted, an authorized representative of the CCBOE shall affix their signature hereto and this document and any other special terms and conditions, scopes of work, specifications, and any Columbia County Board of Education Contract conditions applicable to this Request For BID shall then constitute the entire written contract agreement between the parties (“Contract”). This Contract supersedes all prior written or oral agreements and there are no other promises or conditions in any other agreement, whether written or oral, having effect on this Contract. A copy of this acceptance will be forwarded to the successful Offeror and a CCBOE Purchase Order and/or General Contract For Services will issued as a release against this Contract.

FOR CCBOE USE ONLY

Offer accepted and contract awarded this ____ day of _____________________, 20_____, By ___________________________________________________________ (Authorized contracting representative of CCBOE).

MAILING INSTRUCTIONS: Mail (e.g., US Mail, Fed Express) pages 1 & 2 of this fully executed Request for Bid document and any required RFB documents with your BID. This is a formal sealed RFB. Seal, address envelope and identify the Request For Bid number on the outside of the package as shown below: It is the responsibility of the Offeror to have all required RFB documents received by CCSD on or before the specified due date and time. INCLUDE ONE ORIGINAL BID RESPONSE AND ONE COPY.

Business Department 4781 Hereford Farm Road Evans, Georgia 30809

Attention: Hudson Chandler, Purchasing Supervisor

Project: Computers

RFP: HC-12-20-24A

Final review: December 20, 2024 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, GA 30809 (CCSD), is soliciting bids for contract pricing for Computers under Request for Proposal Number HC-12-20-24A (RFP). The validity of the contract pricing is to be through January 2026. Contract pricing would be renewable annually for up to four additional years (January 2030) at the same or equivalent fixed price with the written consent of both parties.

Bids are due no-later-than 2:00 p.m. EST on December 20, 2024, Business Office 4781 Hereford Farm

Road, Evans, GA 30809.

Awarded product will be “inside-delivered” to any one of the 30+ CCSD buildings in Columbia County.

Inside delivery shall include, as a minimum, delivery, unloading and placement in a designated area inside the first floor of building.

Bid new items only. No reconditioned items.

Scoring Based on the following:

1. Pricing 30%

2. Value Add (state examples) 20%

3. Success of previous work with CCBOE 20%

4. Adherence to the RFP requirements, including completion of all required forms, provisions of all requested information and adequacy of responses. 15%

5. Quality of Proposal. 15%

Please read all RFP documents carefully. It shall be the sole responsibility of the Bidder to seek clarification from CCSD in sufficient time prior to the RFP closing date and time to resolve any questions or misunderstandings that may arise regarding the RFP. Clarification or information not obtained sufficiently in advance of the bid closing shall be deemed to have been asked and answered. For questions please email

James.VanMeter@CCBOE.net and copy Hudson.Chandler@CCBOE.net.

The Columbia County School District will accept bids sent by email. Bidders are to consider emailed bids not received by Hudson.Chandler@CCBOE.net, until responding email accepting receipt. Email greater than 18 megabytes exceed our size limit and cannot be received. Electronic Signatures will be accepted on bids.

CCSD is a tax-exempt organization and as such, price should NOT include any federal, state or local sales tax, or use tax (or fees) unless otherwise required by the Georgia Department of Revenue (e.g., diesel fuel tax). The

Federal Tax ID number for the CCSD is 58-6000217.

At the discretion of the CCSD, contract award notices may be sent only to those actually awarded and not to every person or firm responding to this solicitation.

Bids which in any way qualify or vary the terms of these instructions, conditions and specifications may be considered non-responsive and result in disqualification of the bidder. The award from this RFP may be made to the most responsive/responsible Bidder offering product(s) deemed to be the best interest of CCSD. CCSD mailto:James.VanMeter@CCBOE.net mailto:Hudson.Chandler@CCBOE.net

Computers

HC-12-20-24A

reserves the right to make award by item, groups of items, or on an all-or-nothing award basis, whichever award is deemed to be in the best interest of CCSD.

The evaluation of bids and subsequent contract award will be at the sole discretion of CCSD and will be based on the information furnished by the Bidder, references, interviews, price, experience, and delivery capability.

The CCSD reserves the right (i) to reject any and all bids or any part of any bid, (ii) to waive minor defects or technicalities, or (iii) to solicit new bids on the same project or on a modified project that may include portions of the originally proposed project as the CCSD, in the exercise of their sole and unfettered discretion, may deem necessary.

Preparation and submittal of a bid is solely at the cost of the Bidder. Therefore, CCSD is in no way liable or obligated for any cost incurred by the Bidder in determining and submitting a bid pursuant to the RFP.

By submitting a bid, the Bidder certifies that, to the best of its knowledge and belief: (1) the prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Bidder, or to any competitor or with any officers, agents or employees of the CCSD; and (2) unless otherwise required by

Federal or Georgia Law, the prices which have been offered in this bid have not been knowingly disclosed by the Bidder and will not be knowingly disclosed by the Bidder prior to review, directly or indirectly, to any other Bidder or to any other competitor; and (3) no attempt has been made or will be made by the Bidder to induce any other person, partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

Any discussions regarding price with other Bidders prior to the bid opening is expressly forbidden and will result in disqualification of your bid.

THE FOLLOWING RFP DOCUMENTS MUST BE SUBMITTED AS PART OF YOUR PROPSAL.

FAILURE TO PROVIDE ALL REQUIRED DOCUMENTS MAY RESULT IN DISQUALIFICATION OF

YOUR BID.

• Bid Certification and Acceptance form (2-Pages)

• Columbia County School System Bid Parameter Worksheet (1-Page)

• Business References Form (1-Page)

• Bid Inputs

• Attach specifications and warranty information for all bid items.

HC-12-20-24A

Bid Inputs Page Teacher Laptop/Admin Laptop

HP Elitebook X360 (latest Generation) 1040

Core i9 12th Gen

16GB

256GB SSD

14” Touch Screen

Intel Wifi AX Price by PO: Price by P-Card:

With 3 Year Accidental Damage Warranty

Price by PO: Price by P-Card:

Options:

HP 27” Display Price by PO: Price by P-Card:

HP Thunderbolt Dock (specific to Laptop)

HP USB Keyboard Wired Price by PO: Price by P-Card:

HP USB Mouse Wired Price by PO: Price by P-Card:

HP Wired Keyboard and Mouse Kit Price by PO: Price by P-Card:

Desktop

HP Elitedesk (latest Generation) 800 Mini

Core i7 or better 12th Gen

16GB

256GB SSD

HDMI/Display Port Video

Intel WiFI AX

USB Mouse

USB Keyboard

VESA Mount for Display Price by PO: Price by P-Card:

3 Year Warranty Price by PO: Price by P-Card:

Student Chromebook

HP Fortis 14 inch TouchScreen G11 Chromebook

Intel N200 Processor

16 GB LPDDR5X -7500 MT/s SDRAM

64GB eMMC 5.0 Storage

Intel® Wi-Fi 6E AX211 (2x2) and Bluetooth® 5.3 wireless card

Google Management License (Included in price)

The only quantity estimate available is initial purchase for 1,000 Chromebooks. Pricing will be “inside-delivered” to any one of the 30+ CCSD buildings in Columbia County. Inside delivery shall include, as a minimum, delivery, unloading and placement in a designated area inside the first floor of building.

CLEARLY STATE IF THERE ARE ANY ADDITIONAL CHARGES OR MINIMUM BUY

REQUIREMENTS.

Bid Parameter Worksheet

Company Name:

Failure to respond to the following questions and/or to provide company authorized signature(s) may result in disqualification of your bid.

Yes No Do your products and/or services meet all of the requirements described in the BID document? If not, have you attached all variations to any requirements and specifications to your bid?

Yes No Have you completed or answered all BID response lines and questions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Have you submitted your bid in accordance with any attached Special and/or Bid/Contract

Conditions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Does your company understand that the Columbia County School System reserves the right to reject any and all bids and conduct a re-bid for any reason? Please Note: All information submitted within bids, even if rejected or re-bid, is made available to the public unless marked “Proprietary” as described within the General Conditions.

Yes No

Do you acknowledge that all information presented within your bid becomes available to the public unless marked “Proprietary” or “Confidential”? Please Note: Only certain items may be marked as

“Proprietary” or “Confidential. See the Bid Terms & Conditions for further information.

Yes No

Do you understand that if your company is awarded the contract and does not deliver service(s), product(s) or material(s) by the specified delivery date, then the contract award may be rescinded and all orders cancelled?

Yes No Does your company accept that the Columbia County School System is the sole arbiter of this bid and that all decisions are final?

Yes No

Not Applicable

Does your company accept that low bid price does not guarantee bid award and that awards may be based on one or a combination of factors? Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you attached warranty information to your bid as requested? Please

Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you provided or will you provide all insurance information as requested? Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you attached your company’s required financial statements? Please

Note: Failure to do so may result in disqualification of your bid.

Yes No

Not Applicable

If requested with this BID, have you attached your company’s required customer references? Please

Note: Failure to do so may result in disqualification of your bid.

Yes No Did you receive written amendment(s) to this Bid? If yes, how many? _______

Please Note: Failure to respond to this question may result in disqualification of your bid.

_____ Attachments List the number (quantity) of attachments included with your BID response.

Attached Electronically Courier

US Mail Hand Delivered

Please indicate how you have submitted your required product specifications and other requested documents or materials.

Organization Name Project Name

Name(s) and Titles(s) of Authorized Representative(s)

Signature(s) Date

Signature(s) Date

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: _____________________________________________________________

Title: _________________________________ Date: ____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Size:

Company or Business Name Address Email address/Contact/Telephone Number

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.