CHROMEBOOK_BID_PACKET_JULY_20262.pdf

Smith County School District

John King, Superintendent

212 Sylvarena Avenue/P.O. Box 308

Raleigh, Mississippi 39153

601.782.4296

To: Prospective Bidders

From: Robert Miles, Purchasing Agent

Smith County School District

P.O. Box 308

Raleigh, MS 39153

601-782-4296

Date: June 17, 2026

Notice of Solicitation of Bids/Reverse Auction

Unpriced Bid Proposals Bid Opening/Reverse Auction

Date: Tuesday, July 7th, 2026 Date: Thurs., July 9th, 2026

Time: 10:00 am, CST Time: 10:00 am, CST

Location: Smith County School District Location: Smith County School District

Central Office Central Office

212 Sylvarena Ave., Suite C 212 Sylvarena Ave, Suite C

Raleigh, MS 39153 Raleigh, MS 39153

Bid Items

Bid Number: 012026-002

Description: SCSD Chromebook Project

Procurement Schedule

Release of Bid: June 17, 2026

Advertisement Publication Dates: June 17, 2026 & June 24, 2026

Deadline for Questions/Clarifications July 2, 2026, 12:00 pm CST

Unpriced Bid Proposals July 7, 2026, 10:00 am CST

Reverse Auction for Approved Bidders July 9, 2026, 10:00 am CST

Anticipated Board Approval July 13, 2026

Instructions and Terms for Reverse Auction Event

Unpriced Proposals will be received by the Smith County School Board of Education, 212

Sylvarena Ave., Suite C, Raleigh, MS 39153 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 Smith 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. All unpriced proposals submitted shall be typed. Any changes that are made in writing must be initialed. No changes shall be allowed after the unpriced proposals are opened.

The Smith County School District (hereafter, the District) shall not be responsible for any errors or omissions. Unpriced proposals may be hand delivered, delivered by mail, or submitted electronically at www.centralbidding.com. Paper unpriced proposals must be submitted in a sealed 8” x 10” or larger envelope. The envelope or shipping package must be labeled as follows, or the bid may be rejected:

Attn: Robert Miles

SCSD Chromebook Project

#012026-002

July 7th, 2026

Name of company or person submitting bid

2. Any unpriced proposals received after the opening date or time shall be refused, 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 Central Office of the District. It is solely the responsibility of the bidder to ensure unpriced proposals are received prior to the opening date and time.

3. Unpriced proposals may be modified or withdrawn by written notice from the bidder, if received by the Purchasing Agent 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 box. 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.

4. All items contained in this unpriced proposal are to be per specifications, unless otherwise allowed in writing by the District Purchasing Agent prior to the scheduled opening.

5. All unpriced proposals shall be prepared using the unpriced proposal form(s) provided.

Qualification of Bidders

Unpriced proposals will be evaluated by staff of the District. All bidders submitting acceptable specifications 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.

Method of Bidding

Priced bids per Chromebook from approved bidders will be accepted during an electronic reverse auction bid event that has a starting date and time of Thursday, July 9, 2026 at 10:00 am, CST.

Bids will only be accepted in an electronic process hosted by Central Bidding and the supplier 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.

Term of Bid and Prices

The bidder agrees that all goods and/or services awarded under this process will be available for purchase at the price bid during the reverse auction process, from the approval of the award by the Smith County Board of Education until September 1, 2026. Should any item become unavailable at the specifications listed in the bid during this term, the vendor may request in writing to substitute a similar item with specifications equivalent to or better than the original at the same price or reduced price. In each case, the District, and only the District, will decide if the substitute item meets or exceeds the specification. All substitutions will require approval in writing from the Purchasing Agent of the District.

Purchases Orders, Invoices, and Payment Terms

The Smith County School District requires that Purchase Orders be issued before any items are ordered or delivered. The Smith 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 bidder shall include packing slips with all shipments detailing all items included in each shipment. The awarded bidder agrees to receive payment within 45 days from the date of receipt of a properly submitted invoice, or within 45 days after inspection and approval of the goods or services by Smith County Schools, whichever is later. In the event of a dispute, the awarded bidder agrees Smith County Schools shall pay only the amount not disputed, as per

Miss. Code Ann. 31-7-305. The District requires the attached W-9 form be completed and included in your bid submission.

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. The District intends to award all items in the reverse auction in its entirety to one vendor, however the District reserves the right to award items to individual bidders if it deems such is in the best interest of the District.

Questions/Request for Clarifications

Any questions regarding the terms, specifications, or conditions of this reverse auction process must be submitted by email to Robert Miles, Purchasing Agent for the District at robert.miles@smithcountyschools.net. All questions will be answered via email. Should the

District deem the response to any question or clarification would be beneficial to all interested parties, the response will be posted to the reverse auction site at www.centralbidding.com. No response will be provided for questions received after the deadline, as noted in the procurement schedule previously listed.

Governing Law

This agreement shall be governed by and in accordance with the laws of the State of Mississippi.

The venue for the resolution of any dispute shall be Smith 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.

Insurance Requirements

The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance and workers’ compensation insurance coverage of $1,000,000 per occurrence and listing the District as certificate holder for each policy. This certificate must be presented to the District prior to approval of the awarded bidder by the Smith County Board of Education. The policy must remain in effect during the entire term as defined above.

Freight, Shipping, and Other Cost

The equipment, commodities, and/or services included in this reverse auction process will be delivered to various schools, offices and/or other locations within the District. Purchase orders will be provided to the awarded bidder detailing the items, quantities, and delivery location of all items. The bidder agrees all shipping, handling, freight, installation (where requested), setup

(where requested), and other costs will be included in the unit prices bid during the reverse auction. No additional amounts beyond the unit price for each item will be included in any invoice. It is the Districts intent to pay the amounts bid as a result of this reverse auction process, without any additional costs included for the duration of the approved agreement.

July 9, 2026, 10:00 am CST

#012026-002

I / We propose to furnish and deliver the items and services 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 (A) the Bid Notice, (B) the Instructions and Terms, (C) the

Required Specifications, and (D) the Unpriced Proposal From.

I / We, the undersigned, do hereby understand, acknowledge, and accept the instructions and terms under which this unpriced proposal was requested by Smith

County School District.

Company Name Authorized Representative Name (Print)

Address Signature

Federal Tax I.D. Number Title

Telephone Date

Fax Email

Return this completed form, the completed unpriced bid proposal form, the completed form W-9, and any additional relevant documentation of your products and services you choose to include with your proposal.

Required Specifications

Smith County School District is accepting proposals for six hundred (600) new Chromebooks with the possibility of an additional one hundred (100) Chromebooks depending on funding availability.

Bids will be received on a per Chromebook price with final total to be dertermined.

Chromebook specifications:

HP 11 inch - MediaTek - MediaTek - Processor /

Number: 520 - 2.05GHz - 8-Core - 11.6Inch - Non-

Touch - 1366 x 768 - LPDDR4X - 4GB - 4266MHz -

32GB - Mail450 MP2 - AC Adapters - 45Watt - 3-cell -

Wi-Fi 6 - Wi-Fi, Bluetooth 5.3 or approved equivalent

570 Google Chrome OS Management Console – Licenses – Academic

White Glove Service – Load Chrome License before shipping

Must have at least three-year manufacturer’s warranty

All services and equipment must be delivered no later than September 1st, 2026

Additional Specifications and Requirements:

570 - UZBL Rugged Hard Shell Air Style Case for HP Chromebook device – Ultralight chassis without sacrificing drop protection capability, Reinforced TPU drop-cushioning corners, Engineered for clamshell and full 2-in-1 device viewing, Slide on design for easy installation and uninstallation, Simplistic design language to keep students from removing the case.

Cases will be installed by the successful vendor prior to shipment.

Successful vendor must attach assigned asset tags to each device prior to shipment. Asset tags will be provided to the vendor by the Smith County School District. The vendor will provide

Smith County School District with an Excel Spreadsheet with all Chromebook device serial numbers and corresponding asset tag numbers.

All services and equipment must be delivered no later than September 1, 2026.

Equipment Specifications

The Smith County School District is requesting an all-inclusive solution including all applicable taxes, shipping costs, installation of asset tags and cases to the equipment, configuration of equipment, technical support and represent complete product for delivery. All equipment included in vendor’s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered.

The above specified equipment does not include every part, piece, and accessory necessary for the system to be fully functional. Please ensure that all bids include all support, warranty, cables, power cords, etc necessary for a total solution. Please ensure any ineligible items are clearly marked as ineligible on the bid. If any item quoted is partially eligible, please provide cost allocation showing the eligible amount and the ineligible amount with justification for the cost allocation method.

Bids for all equipment must include cost of configuration, installation and training on configuration and maintenance for the Smith County School District Information Technology Department. Bids should also include any necessary accessories, parts or components required to make the system work, i.e SFPs, support, licenses, etc.

Other Considerations

The Smith County School District welcomes proposals that may not meet these specifications exactly. However, such proposals must explain in detail how the alternative proposal will meet the general specifications of this Reverse Auction and why the District should consider such an alternative. If the explanation and reasoning satisfy both the District Administration and members of the IT department of the Smith County School District, then the proposal will be considered as if it meets specifications.

All setup and delivery must be done by September 1st, 2026

July 9, 2026, 10:00 am CST

#012026-002

Unpriced Proposal Form

Acknowledgments

(Mark the appropriate column right) Yes No Notes

All Chromebooks, cases, and components included in this proposal meet the specifications as listed.

White Glove services included in this proposal meet the specifications as listed.

A form W9 was completed by the bidder and included in this proposal.

I/We understand the proposal submitted does not included pricing. Pricing will be submitted during the reverse auction event.

I/We have included any additional documentation of our products and/or services deemed relevant with our proposal.

I/We understand the requirements for applying asset tags and providing serial numbers corresponding with asset tags on an Excel spreadsheet.