CCSS_CMS_RFP_Interactive Flat Panels_FY24.pdf

Commerce City School District

Interactive Flat Panel Displays for Commerce Middle School

REQUEST FOR PROPOSAL

October 31, 2023

270 Lakeview Drive Commerce, GA 30529 www.commercecityschools.org 706.335.5500 http://www.commercecityschools.org/

SCHEDULE OF EVENTS

EVENT DATE

RFP Released Tuesday, October 31, 2023

Bid Due Date Friday, December 1, 2023 3:00 p.m. EST

District Board Meeting Approval Monday, December 11, 2023

GENERAL CONDITIONS & EXPECTATIONS

The Commerce City School District seeks proposals for Interactive Flat Panels to be installed at Commerce Middle School, 7690 Jefferson Rd, Commerce, GA 30529.

All questions regarding this RFP should be submitted in writing to Tobie Jones at tobie.jones@commercecityschools.org

Proposals must be emailed to the attention of Tobie Jones. Proposals from bidders will be received by Commerce City School District until 3:00 P.M. local time, on Friday, December 1, 2023. Proposals received after this time will not be considered. *Emailed proposals will only be deemed accepted for consideration upon delivery of a confirmation email from Tobie Jones to vendor’s email indicating receipt of proposal.

Proposals must be valid for a minimum period of 30 days. Once bids are submitted and prices recorded, pricing shall become property of Commerce City Schools and shall not be considered proprietary. Pricing will be publicly available and posted for review at one of the district’s monthly board meetings.

● For all requests, no refurbished or gray-market equipment or materials will be accepted.

All equipment and materials must be new.

● Vendors should be an authorized reseller of the equipment proposed.

● Quantities stated in this document are approximate and final numbers may change with final request, depending on budget.

● Inside delivery and liftgate delivery are required.

● Vendors must supply all required parts and labor to deliver a fully assembled, functional product.

● Vendors must deliver or manage the delivery of the equipment and supporting equipment.

● Vendor will plug in and test each panel in its assigned location to ensure the panel and associated components work as designed.

● Vendor shall dispose of all boxes and shipping materials associated with this purchase.

The cost to rent adequately sized dumpsters should be included in the proposal or coordinated with the district to obtain separately.

● The Offeror certifies that the offer complies and maintains compliance with immigration laws, which requires compliance with federal immigration laws by State Employers, State mailto:tobie.jones@commercecityschools.org

Contractors and subcontractors in accordance with the E-Verify Employee Eligibility

Verification Program.

● Vendors may schedule a site inspection to examine conditions that may directly or indirectly affect the work required in the proposal.

● Vendors should provide a project timeline, including availability of product(s), and installation team.

● Purchase is anticipated to be made by December 12, 2023.

● Project shall be completed in two phases. Phase 1 - installation and commissioning of

ViewSonic Interactive Flat Panels. Phase 2 - removal of existing LCD projectors, minimum of 6 weeks after installation, or at the completion of the 2023-2024 school year. Preferred completion of Phase 1 is on or before February 9, 2023.

● Vendor shall provide a detailed inventory of installed equipment.

The following Appendices must be included in the proposal.

A. Completed Statement of Eligibility and Compliance

B. References

RIGHT TO REJECT ANY AND ALL QUOTES

The Board shall have the right to reject any or all proposals not accompanied by any data required by this RFP, or to reject a bid which is in any way incomplete or irregular and does not meet the requirements of this RFP. The Commerce City School District reserves the right to reject any or all bids, in whole or in part and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interest of the Commerce City School District. The bidder’s submission is recognition of this right.

In addition, the Commerce City School District may choose to accept all, part, or none of the project, within the funds available, whichever is in the best interest of the school district.

TRADE NAMES AND ALTERNATIVES

ViewSonic ViewBoard Interactive Panels will be considered. No other substitutions.

CONTRACTOR EMPLOYEES ON SCHOOL DISTRICT PROPERTY

All Contractor employees, agents and subcontractors working on the District property must wear ID, preferably a photo ID, and be neat and clean in appearance, and must comply with all of the policies and procedures related to on-campus work that are in effect at the school or administrative site, as the case may be.

EVALUATION CRITERIA

Award will be made based on availability, past vendor experience, price, references and compliance with the proposal requirements. Award of the proposal will be made in the best interest of the district.

During the evaluation phase, discussions may be conducted with vendors who submit proposals determined to be reasonably likely to be selected for award. These discussions are for the purpose of negotiations, clarification, and to assure full understanding of and responsiveness to the solicitation requirements. Vendors will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. CCSD may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. In all events, CCSD reserves the right to re-solicit the item(s) involved.

ADDITIONAL EVALUATION FACTORS POINTS

Total Project Cost 30

Prior Experience

- District’s experience with this vendor & equipment manufacturer

Scope of Work and Specification Compliance

- Proposal meets or exceeds all technical requirements

- Met bid requirements

K12 References/Similar Implementations 20

Completion Timeline 10

Additional Benefits Offered by Vendor 5

Total Possible Points 100

REQUESTED PRODUCTS & SERVICES

In addition to installation of the interactive flat panels, the district invites qualified vendors to submit pricing to remove existing Epson ceiling mounted LCD projectors, mounts, cabling and other associated equipment from approximately 36 classrooms. All equipment to be turned over to district staff.

ViewSonic ViewBoard Interactive Displays & Accessories

Specified Product Part # Qty Price Ea

ViewSonic ViewBoard 75” Flat Panel IFP7552-1C 32

ViewSonic ViewBoard 86” Flat Panel IFP8652-1C 6

ViewSonic PC Module Intel i5, 16GB, 256GB SSD w/OS VPC25-W53-01-1B 38

ViewSonic Viewcare Extended Warranty for PC VPC-EW-01-05 38

ViewSonic ViewBoard Wi-Fi + Bluetooth Adapter VB-WIFI-001 38

ViewSonic Fixed Mobile Stand VB-STND-005 36

BalanceBox 400-70 Mobile Cart with VESA bracket 481A70 VBEBM002 2

ViewSonic MyViewBoard Manager Advanced -Subscription

- 5 years

MVBM_ADV_5Y01 38

ViewSonic 4th and 5th Year Extended Warranty for 75” IFP-EW-70-02 32

ViewSonic 4th and 5th Year Extended Warranty for 86” IFP-EW-80-02 6

Professional Development - 6Hr Full Day Onsite PD-IFP-002 2

Shipping, Inside delivery and liftgate Bidder Provided

Disposal of shipping material Bidder Provided

Parts/Labor to deliver and install Bidder Provided

Optional Components

ViewSonic Docking Monitor VG2456 34

Windows License for PC Module if not included with PC Bidder Provided 38

Logitech Wireless Keyboard K400 or MK360 38

Appendix A

STATEMENT OF ELIGIBILITY AND COMPLIANCE

I certify that I have read and understand the terms and conditions herein. I further state that I am and/or my company is capable, able to, and will provide the requested products and/or service described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this RFP response, I/we guarantee and certify that all items included in my bid meet or exceed specifications.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the RFP and certify that I am authorized to sign this bid for the Service Provider.

SUBMITTED BY DATE

TITLE EMAIL:

COMPANY NAME

ADDRESS CITY ST ZIP

TELEPHONE NUMBER FAX NUMBER

COMPANY WEBSITE

SIGNATURE

Appendix B

REFERENCES

References should be for client school districts or else clients with similar requirements and service levels.

1. School or Company Name

Description of Service(s)

Service Start Date

Contact Person

Contact Phone

Contact Email

2. School or Company Name

Description of Service(s)

Service Start Date

Contact Person

Contact Phone

Contact Email

3. School or Company Name

Description of Service(s)

Service Start Date

Contact Person

Contact Phone

Contact Email