GC laptop bid.docx

Glascock County School System 738 Railroad Avenue Gibson, GA 30810 FY2027 RFP Laptops Jessica Miller Superintendent

Chad Arrington Technology Director

Proposals and bids must be delivered no later than 12:00 PM EST on October 2, 2026 to:

· Chad Arrington, Technology Director, carrington@glascock.k12.ga.us

AND

· Kristi Kitchens, Finance Director, kkitchens@glascock.k12.ga.us

Please note that all proposals must be received by the stated deadline. Late proposals shall be considered void and unacceptable. Emailed proposals will only be deemed accepted for consideration upon delivery of a confirmation email from one of the emails above to vendor’s email indicating receipt of proposal. If vendor does not receive confirmation of receipt of proposal via email, vendor should consider proposal not to have been delivered.

Questions or requests to schedule a site visit should be sent to carrington@glascock.k12.ga.us. No phone calls will be accepted.

If district funding is reduced, not available, or not approved for any reason, GCSS reserves the right to defer, reduce, or cancel this RFP.

GCSS RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS AND PROPOSALS AND TO AWARD IN PART OR IN TOTAL WHICHEVER IS DEEMED TO BE IN THE BEST INTEREST OF THE SCHOOL DISTRICT.

SOLICITATION DETAILS

· Organization Name: Glascock County Consolidated School

· Procurement Title: Windows Laptops - Bulk Student Deployment (Grant Funded)

· Solicitation Type: Request for Quote (RFQ) / Formal Bid

· Target Quantity: up to 200 Units

· Posting Date: September 14, 2026

· Closing Date & Time: October 2, 2026 @ 12:00 PM EST

1. OBJECTIVE AND OVERVIEW

Glascock County Consolidated School invites competitive bids from qualified technology vendors to supply a high-volume order of Windows-based laptop computers. This procurement is supported by a restricted grant with a strict maximum funding ceiling. No specific quantities are guaranteed in this RFP, but the district is interested in purchasing up to 200 units. Actual quantity and model selected will depend on final costs. Vendor must specify if there are any limits on quantity of units district must purchase in response to this RFP. Vendor must specify estimated ship times for 100+ units.

While bids for equivalent commercial-grade Windows laptops will be considered, preferred hardware lines for this deployment include Dell or HP models.

Laptops must be new and sold through authorized manufacturer channels. No grey market responses will be accepted. Vendors must include letter from manufacturer or other proof of authorization to sell manufacturer’s products being offered.

2. MINIMUM TECHNICAL SPECIFICATIONS

Proposed hardware must match or exceed the following baseline specifications optimized for bulk educational deployment:

· Processor: AMD Ryzen 3 or Intel Core i3 (or approved educational equivalent)

· Operating System: Windows 11 Pro (64-bit)

· Memory (RAM): 8 GB (or higher)

· Storage: 256 GB M.2 Solid State Drive (SSD)

· Display: 14-inch or 15.6-inch Display

· Graphics: Integrated graphics

· Connectivity: Wi-Fi and Bluetooth capability

· Peripherals: Integrated webcam, microphone, and keyboard

· Warranty: Minimum 1-Year Hardware Service Warranty

3. PRICING AND QUANTITY REQUIREMENTS

Vendors must provide a total cost breakdown for 75, 100, 150, and 200 laptops. The total combined cost (including hardware, shipping/freight, and any administrative fees) must fit within or equal the grant cap (calculating to a maximum average of $420.00 per unit fully loaded).

· Required Pricing Matrix Format:

· Item Description: Make, Model, and Part Number of proposed laptop

· Unit Price: Cost per individual laptop (reflecting deep volume/educational discounts)

· Specified Quantity: 75, 100, 150, and 200 Units

· Shipping / Freight: FOB Destination to Glascock County School System; 738 Railroad Avenue, Gibson, GA 30810 (or note if bundled into unit price)

4. SUBMISSION AND COMPLIANCE GUIDELINES

1. Portal Submission: Bids must be officially uploaded through the Georgia Procurement Registry (GPR) prior to the stated deadline.

2. New Equipment Only: All units must be brand-new, factory-sealed commercial or educational-grade hardware. Refurbished, used, or grey-market items are strictly prohibited.

3. Delivery Deadline: Vendor must guarantee delivery of all units within 45 days of purchase order issuance to ensure compliance with grant timeline milestones.

4. Tax Status: The school district is tax-exempt; tax exemption documentation will be provided upon award.