Interactive Flat Panel RFP

REQUEST FOR BID PROPOSAL

INTERACTIVE FLAT PANELS

FOR GAINESVILLE CITY SCHOOL DISTRICT

GAINESVILLE CITY SCHOOL DISTRICT

Department of Information Technology

508 Oak Street Gainesville, Georgia 30501

770-536-5275

UPDATED: 10/22/2021 10:30 AM

Interactive Flat Panel – Gainesville City School District 2

REQUEST FOR PROPOSAL INTERACTIVE FLAT PANELS

To: All Interested Vendors

You are invited to submit a formal, sealed proposal (bid) for installing interactive flat panels in Gainesville City School District in accordance with the attached General Conditions and Specifications.

All questions should be emailed no later than 11/01/2021 at 4 pm, to Jill Hobson – jill.hobson@gcssk12.net.

Any modifications to the RFP based on questions and answers regarding this offering will be posted as addendums to the RFP, and made available on the web site at http://www.gcssk12.net. Vendors are responsible for checking the web site for amendments to the RFP. Vendors should check for RFP updates prior to submitting final proposal.

Sealed proposals will be received until 11/08/2021 at 4 pm. Proposals may be mailed or delivered to the attention of Jill Hobson at the above address.

Emailed proposals are acceptable. Emailed proposals will only be deemed accepted for consideration upon delivery of a confirmation email from jill.hobson@gcssk12.net to the 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.

Proposal envelopes or emails should have a label/subject-line of “GCSS Interactive Flat Panel Bid.”

The bid form may be included in the same email and should be clearly labeled as Bid Form.

mailto:jill.hobson@gcssk12.net

Interactive Flat Panel – Gainesville City School District 3

GENERAL TERMS AND CONDITIONS

1. SPECIFICATIONS

1.1. Any deviation from the specifications must be clearly identified in a letter accompanying the RFP. The furnishing of cuts, catalogs or printed descriptions will not relieve the vendor of this requirement.

GCSS shall determine in its sole discretion whether substitutions or modifications of the requested specifications are comparable to those contained within the Request for Proposal. If GCSS determines that the modifications or deviations from the specifications are not in compliance, the offer may be rejected.

1.2. A vendor’s failure to deliver any items/services according to specifications set forth in their RFP may result in cancellation of the purchase and permanent removal from the vendor’s list. If any items do not meet these specifications, the items will be picked up at vendor’s expense and removed from GCSS property at the sole cost of the vendor.

1.3. For Goods: Unless specified otherwise, manufacturers listed in the Invitation to Bid is to establish the general quality required. Items of other manufacturers of equal or better specifications may be considered. The GCSS will be the sole determiner as to whether the substituted item is approved as an alternative

1.4. If an awarded brand/model is discontinued during the award period, the awarded vendor may offer a replacement item. The replacement brand/model must meet or exceed minimum specifications listed in RFP document as well as current industry standards. Replacement units must be made available to GCSS for review and approved prior to the end of life of the awarded model. GCSS reserves the right to accept or reject the replacement item.

1.5. All products and materials furnished must comply with all applicable federal, state, and local laws, codes and regulations.

2. PRICES QUOTED

2.1. Unless specified otherwise, prices must remain firm for a period of one year from the award date unless specified otherwise in the Special Terms and Conditions. The Gainesville City School District reserves the option to renew the RFP annually if agreeable to both the successful vendor and the School System. RFP may be renewed up to four times annually.

2.2. Quantities/amounts shown on the Request for Proposal are estimates. Vendors are advised that the actual number purchased/required may vary from those on the proposal, depending upon the needs of the GCSS and the availability of funds.

2.3. Proposals that contain minimum order amounts will not be accepted unless called for in the Special Terms and Conditions.

2.4. Pricing must be submitted on Proposal Form as requested without conditions unless called for in Special Terms & Conditions.

3. SAMPLES

3.1. When required, samples must be furnished at the vendor’s expense.

3.2. Samples not used or destroyed in testing will be returned to the vendor at vendor’s request and at vendor’s expense. If vendor does not arrange for pick-up of samples as defined in Special Terms & Conditions, samples will become the property of GCSS.

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4. AWARDS

4.1. GCSS reserves the right to accept or reject any part of a submitted proposal (in whole or in part), to accept the entire proposal from one vendor, to accept portions of the proposal from several vendors, or to reject any and/or all proposals submitted or waive any minor irregularity.

4.2. GCSS reserves the right to award by line item, to more than one vendor, and/or to award by group or any combination thereof.

4.3. Award will be made to the responsive and responsible vendor based on price, availability, past vendor experience, references, and compliance with the proposal specifications and requirements as outlined in the evaluation criteria included in this solicitation. Award of proposal will be made in the best interest of GCSS.

4.4. A determination of competitive range may be made after initial submission of proposal and after any additional revisions. Offerors not in the competitive range of being selected for award shall be eliminated from further discussion.

4.5. During the evaluation phase, discussions may be conducted with offerors 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. Offerors will be accorded fair and equal treatment with respect to an opportunity for discussion and revision of proposals. GCSS Purchasing may permit revisions, after submission and prior to award, for the purpose of obtaining best and final offers. In all events, GCSS reserves the right to re-solicit the item(s) involved.

4.6. Purchases by GCSS are not subject to Federal Excise Tax or State and Local Sales Tax. No taxes should be included in this RFP.

5. CONTRACT

5.1. THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE VENDOR AND RETURNED

WITH THIS PROPOSAL IN ITS ENTIRETY.

5.2. It is understood and expressly agreed that, upon proper acceptance of any or all items, a contract shall hereby be created.

5.3. Failure to observe any of the general or special terms of this contract may constitute for rejection of award and removal from bidders list.

5.4. Unless otherwise stated in the Special Terms and Conditions, GCSS requires that all prices quoted will be firm for 12 months from award of contract.

5.5. By signing of contract, vendor confirms responsibility as an authorized agent to sell, distribute all products and services as proposed. In addition, vendor confirms ability and responsibility to provide all manufacturer warranties for the items proposed. This includes additional warranty items that may be included in the Special T&C.

5.6. Authority- Each party warrants that such party has full power and authority to enter into and perform this contract. The person signing on behalf of each party represents that person as duly authorized to enter into this contract on behalf of such party

5.7. Choice of Law and Venue- The Laws of the State of Georgia shall govern this contract in all respects.

Any lawsuit or other action based on claims arising from this contract shall be brought in a court or other forum of competent jurisdiction in Hall County, Georgia.

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5.8. Entirety of Contract- All documents submitted in response to the RFP, including any attachments and appendices are incorporated into the contract between GCSS and the Vendor and contain the entire agreement between the parties and supersedes all prior oral and written agreements and understandings between the parties with respect to the subject matter hereof. If any language of the RFP Response by the Vendor conflicts with the language of the RFP, the language of the RFP shall govern and control for all purposes, unless consented and agreed to by GCSS in writing.

5.9. GCSS reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in the economy, marketplace or acts of God. This option will only be exercised if it is deemed in the best interest of the GCSS.

6. SHIPPING

6.1. All prices are to include delivery to the location(s) specified in the Proposal or the Purchase Order. All delivery for goods must be FOB destination, unless specified otherwise in the Special Terms and Conditions, with delivery to the location specified by GCSS.

6.2. In the event of damage, shortage, or other loss resulting from shipment to any GCSS facility by common carrier, any claim for such damage, shortage, or other loss shall be a matter between vendor and the carrier.

6.3. GCSS reserves the right to cancel the purchase of the bid items/services and/or any other pending purchase orders to the same vendor and/or permanently remove the vendor from the vendor list if the items/services have not been delivered/completed by the specified delivery date and no written extension of such delivery date has been granted by GCSS.

7. INVOICING

7.1. Payment will be made by GCSS after final delivery and acceptance of all items/services. However, final acceptance will not be made until after inspection and approval by GCSS authorized representative.

7.2. All accounts are paid on a current basis. Best effort will be made by GCSS to take any discounts offered; however, cash discounts will not factor into price consideration for award of contract. Time will be computed from delivery (date of GCSS signature) at destination or from the date a correct invoice is received, if later than the date of delivery.

8. ASSIGNMENT, DELEGATION, OR SUBCONTRACT

8.1. Except as may be specifically permitted by the RFP, Vendor shall not delegate, subcontract, assign, or otherwise permit anyone other than the Vendor personnel to perform any of the work required under this Contract, or assign any of its rights or obligations hereunder, without written consent of GCSS, which consent may be withheld at its sole discretion.

9. INDEMNIFICATION

9.1. The successful Vendor shall be liable for any injury, damage or loss occasioned by negligence of the successful Vendor, its agents, or any other person the successful Vendor has designated to visit GCSS property and shall indemnify and hold harmless the Board, its officers, employees, agents, volunteers from any liability arising in the performance of this contract. Vendor’s obligation under this section shall not extend to any liability caused by the sole negligence of GCSS, or its employees.

10. TERMINATION

10.1. Termination-If GCSS or the successful vendor(s) wish to cancel this contract, written notice thirty (30) days in advance will be required of either party. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach within thirty (30) days after receiving notice specifying the breach. GCSS reserves the right to terminate without warning in the event of critical and/or material breach of contract.

11. ADDENDUM

11.1. Addendum(s) issued in writing during the time of solicitation will be incorporated in the subsequent contract. Vendor is responsible for checking the webpage frequently during solicitation period for any

Interactive Flat Panel – Gainesville City School District 6 potential addendums.

12. SPECIAL TERMS AND CONDITIONS

Should the General Terms and Conditions be in conflict with the attached Special Terms and Conditions, the Special Terms and Conditions will control.

Interactive Flat Panel – Gainesville City School District 7

SPECIAL TERMS AND CONDITIONS

1. PURPOSE AND OBJECTIVE

The Gainesville City School District (GCSS) is accepting proposals for ClearTouch Interactive Flat Panels per the specifications of this document, attached specifications, all applicable federal, state, and local laws, and in accordance with industry “best practices.” GCSS is seeking a qualified and experienced company to perform these services by providing all labor, materials, equipment and services as assigned by this solicitation. Proposed technology should enable greater efficiency and productivity in activities that enhance learning and expand student and staff access to acquire knowledge with tools that are widely seen in colleges, technical schools and on the job.

1.1. The desire upon finalization of contract is to commence into a mutually beneficial partnership with a contractor all of which are inclusive of this Request for Proposal (RFP).

a. Retrofit Existing Space - Delivery and installation of new Interactive Flat Panels to approximately

380 classrooms. Implementation will occur school by school as determined by the Department of Information Technology (DoIT) and in accordance with the terms herein and the final contract award. In general, this will consist of removal and transport of existing technology, installation, start-up, testing and final sign-off. GCSS will release for payment when one school has been completed, tested and approved by GCSS DoIT.

b. New Construction - GCSS will construct a new Gainesville Middle School West (opening August 2022) and will install approximately 85 interactive flat panels in this space.

1.2. Current Situation

a. The district is comprised of 8 instructional locations with approximately 675 classrooms serving just over

8000 students.

b. Currently there are roughly 240 classrooms with projectors, 250 classrooms with TVs, and 120 classrooms with ClearTouch Panels. The goal of the District is to have as many classrooms as possible equipped with the solution awarded through this RFP in an effort to raise student achievement through technology and infused learning.

1.3. Statement Regarding General Scope of Work- Proposals shall provide ClearTouch Interactive Flat Panels with integrated speakers, system for screen sharing, and services in accordance with the specifications, terms and conditions stated herein. Solution must provide site assessment, warehousing/storage, shipping, inside delivery, on-site installation, configuration/testing, training, asset inventory, documentation, warranty support, and all other things necessary for the provision of the classroom and associated services, in accordance with the requirements of the RFP.

a. Vendors are allowed to partner to provide a complete solution to standardize classrooms for GCSS, but should clearly denote the intent within the RFP; as well as, the terms of the arrangement as would be pertinent for GCSS to know for the purposes of evaluation.

Interactive Flat Panel – Gainesville City School District 8

2. BASIC RFP AND CONTRACT GUIDELINES AND REQUIREMENTS

2.1. Evaluation- Award will be made based upon the evaluation criteria published in this RFP. It is also known that GCSS may use knowledge of prior experience and/or information from any corresponding meeting with specific vendor(s) pre-proposal or during the evaluation as it relates to the published evaluation criteria.

2.2. Award Period- Awarded contract will be valid until job completion with options to renew annually up to four additional years. Renewals will be based on mutual interest from both parties and cannot materially alter the original operating agreement.

2.3. Price Modification- Prices must remain firm for entire contract period. Future renewals would be independent of the intent of this solicitation and may be considered if mutually agreeable to both parties.

Vendor can request a price modification at the beginning of each new contract period but it must be accompanied by documentation supporting the increase (Ex: CPI). GCSS reserves the right to accept, negotiate, or deny and re-solicit any request for price escalation. GCSS will not accept the addition of surcharges such as fuel or any other related costs or fees that would alter the contract price during the contract term.

2.4. Clarification- GCSS may seek written clarification at any point during the evaluation process. Vendor is responsible for providing information to the best of their ability within the format and time parameters provided by evaluation committee.

2.5. Presentation/Meetings/Demonstrations- GCSS, at its sole discretion may invite finalists for a verbal presentation, meeting, and/or conference call. GCSS reserves the right to use any information obtained from vendor presentations in any part of the evaluation process.

2.6. Best and Final Offer (BAFO)- GCSS may request a best and final offer from finalist if applicable.

2.7. Contractor Identification System- GCSS requires the employees assigned to any GCSS contract to register through our Checkmate Visitor Identification System. Any representative of your organization, before beginning work on GCSS property must be registered. The registration process requires the submission of an approved photo identification (Govt. issued), which will be run through the Sexual Offender Database. Any contractor refusing to comply with this requirement, or failing to pass the check, will not be allowed on GCSS property. Contractors will be issued a badge, which they are required to wear at all times on GCSS property. Anyone found without a badge will be asked to leave the property immediately. Replacement badges will be $10.00 (std badge) and $50.00 (access badge) if lost or stolen.

GCSS is not responsible for lost badges or for delays in work due to contractors being removed from property due to no ID.

2.8. Terms and Conditions- GCSS expects the terms and conditions of this RFP, and all GCSS related documents, to be the prevailing contract terms. If you request separate contract documentation to be incorporated into this contract, please provide with your initial submission. However, please know that any document that materially alters the terms and conditions of this agreement or placed undue burden on GCSS may be deemed non-responsive and removed from consideration. Agreement to GCSS terms and conditions may be a primary factor in award selection; thus, any contract language that you request MUST be provided with initial response, as it will not be possible to supplement contract language later.

2.9. O.C.G.A 13-10-91- Contractor must comply with all relevant codes pertaining to O.C.G.A 13- 10-91 including the submission of Contractor Affidavit as included in this solicitation

Interactive Flat Panel – Gainesville City School District 9

3. MANDATORY REQUIREMENTS

Mandatory requirements for the acceptance of your proposal. Please INITIAL in appropriate box.

REQUIREMENT

VENDOR

CAN

COMPLY

VENDOR

CANNOT

COMPLY

1) Contractor must be licensed to perform all elements of this contract in the State of Georgia

2) Contractor must not currently be suspended or debarred from any governmental contract or have been so within the past five years

3) Contractor must prove that it meets all experience and responsibility requirements as detailed in Section 5.1 of the Special Terms and Conditions

4) Contractor guarantees in writing that it can ship, deliver, and install no later than June 30, 2021 for Gainesville City Schools.

5) Company personnel working on-site must be identifiable, and will perform all services as according to all applicable laws, ordinances, rules and regulations.

4. GENERAL CONTRACT REQUIREMENTS

4.1. All equipment, materials, and supplies necessary to perform the services contracted herein shall be included by the Contractor and be reflected in the Bid Pricing.

4.2. Tobacco/Alcohol/Drugs- All GCSS property shall be free from any tobacco products (smoking or smokeless), alcohol, and illegal drugs. This includes vehicles and personal items. Failure to adhere may result in contract termination without remedy and/or criminal prosecution to the fullest extent of the law.

GCSS vehemently defends the safety of GCSS students and staff pertaining to these banned substances.

Any vehicle or personal property (lunch box, bag, box etc) is subject to search at any time by GCSS personnel without probable cause.

4.3. Employee of Contractor must submit to immediate drug/alcohol screening in the case of an accident on school grounds (Contractor expense)

4.4. Safety and Security- At all times, the Contractor (all employees) shall exercise exceptional caution to protect GCSS students, personnel, or visitors from any and all hazards associated with the execution of this contract. Contractor personnel shall exercise extreme caution to not harm or remove any property not owned by Contractor. GCSS employs video surveillance and will prosecute any criminal activity to the fullest extent of the law. Contractor shall not interact with any non- contractor personnel while on GCSS property unless directly associated with the performance of contract. Personnel shall not, under any circumstances, converse or interact in any manner, with GCSS students or staff. Contractor shall refrain from vulgar language, obscene gestures, and any behavior deemed non-appropriate for the K-12 environment.

4.5. Identification of Personnel- In addition to the requirements of Section 2.7, all contractor personnel shall be identifiable at all times. ID issued by GCSS must be worn and at all times.

4.6. Damage by Contractor- Any damage done to any part of any GCSS property shall be replaced to the satisfaction of GCSS, at no cost to GCSS. This includes, but not limited to sprinkler heads, vehicles, structures, and windows.

4.7. Workmanship- All work shall be done in a professional manner and must comply with all Federal, State, and Local codes. All work requiring licensed mechanics by code or regulation shall be done only by employees having met such criteria.

4.8. Inspection of Work- Under this contract, the Contractor has assumed the responsibility of furnishing all services, labor, and materials for the work as specified. Any inspection of the work by GCSS personnel

Interactive Flat Panel – Gainesville City School District 10 shall in no way affect said responsibility of Contractor; nor shall the failure of any of the foregoing to discover or to bring to the attention of the Contractor the existence of any work not in accordance with said specifications.

4.9. Correction of Work- Any work deemed unsuitable per contract standards as determined by GCSS shall be corrected within 24 hours. Any corrected work shall be at no additional cost to GCSS.

4.10. Interaction with GCSS Students, personnel, and visitors should be limited to business pertaining only to the performance of this contract.

4.11. Insurance- Proof of insurance must be submitted with proposal response and at any point during the life of the contract.

Hazards-Compliant with 12.0 of the General Terms and Conditions Workman’s Compensation- In accordance with Georgia Code

Other Insurance- The contractor shall obtain and maintain at his expense, insurance with minimum limits as prescribed below and shall protect the Contractor and Owner from any claims for property damage or bodily injury, including death, which may arise from the execution of this contract. The Contractor shall furnish to GCSS the Owner Certificates, policies and cancellation endorsements as shown below.

Contractor’s General Liability Insurance:

Split Limits of Liability:

Bodily Injury: Limits of $500,000 for each occurrence and $500.000 for the aggregate. Property Damage: Limits of $300,000 for each occurrence and $500,000 for the aggregate of operations

Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined:

$500,000 each occurrence; $1,000,000 aggregate

Cancellation Endorsement- These insurance coverages shall not be canceled until at least 30-days prior to written notice has be given to the Owner

Disposition- Certificate from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies)

Contractor’s Public and Automobile Insurance

Split Limits of Liability:

Bodily Injury: Limits of $250,000 for each person and $500.000 for each occurrence

Property Damage: Limits of $1,000 for each occurrence

Or If Combined Single Limit of Liability:

Bodily Injury and Property Damage Combined: $500,000 each occurrence Cancellation Endorsement- These insurance coverages shall not be canceled until at least 30-days prior to written notice has be given to the Owner

Disposition- Certificate- from insurance company confirming specified coverage must be sent to the Owner prior to commencement of work. (Two copies)

Acceptability of Insurance Companies- Insurance only written by a company licensed by the State Insurance Commissioner to do business in the State of Georgia at the time of the policy issuance will be acceptable.

Interactive Flat Panel – Gainesville City School District 11

5. QUALIFICATIONS, SPECIFICATIONS AND SCOPE OF WORK EVALUATION

This section stipulates the elements of the RFP under evaluation. Please remember that your solution will be evaluated for content, thoroughness, and clarity of response to all criteria requested in this proposal. Respond precisely and concisely to each and all specific questions and/or topics by providing the requested information on separate pages, clearly labeled in your response (IE 5.1.2). Instructions to Bidder in Red Italics

5.1. Contractor Qualifications

5.1.1. In addition to the information requested below, Contractor must submit the document entitled “Contractor Questionnaire”. Information included in this document will be evaluated and utilized in award considerations.

5.1.2. Firm Data- Tab and label with response

a. Basic Company Information including company ownership

b. Firm Name, Address, Phone, Fax, Key email addresses

c. Primary Contact Name and Contract Information

d. Number of Years in Business/Number of Years in Video business

e. State of Incorporation

5.1.3. Firm History- Describe the history of your firm, specifically as it relates to the work to be performed under this contract. Information shall include background and history of your firm’s execution of work within the context of the SOW of this contract. Tab and label with response

5.1.4. Labor/Staff- Contractor shall submit a statement pertaining to the labor/staff that will be utilized in the performance of this contract. This statement should include experience, qualifications, training, etc

● Single Point of Contact- Please identify and detail the qualifications of the Single Point of Contact from your company for this contract. While GCSS may interact with multiple layers of staff, contractor must provide one point of accountability for all material aspects of the contract include installation, warranty, service, etc. Tab and label with response

5.1.5. Experience in K-12 Public Education and Institutional Projects- Firm should demonstrate experience in the implementation and support of public school projects: preferably in Georgia;

preferably with the product you are submitting for consideration Provide the following information for three (3) K-12 projects of similar size and scope of work. Tab and label with response

a. Name of School/School System

b. Contact Name/Title and Contract Information (including email address and phone number)

c. Scope of Work and Length of Engagement

5.1.6. Sub-Contractor- Proposer shall disclose proposed use of contract labor in relation to labor performed by company staff. If contracted labor will be used, the proposer shall detail process for acquisition, vetting, supervision, and management during length of engagement. Proposer shall also certify to warranty and back all work performed by any sub-contracted labor and to be responsible for all communication as single point of contact. Tab and label with response

5.1.7. Experience with Hardware as Proposed- Please discuss business relationship, experience, and exposure with the Product you are submitting, and all any other relevant component manufacturer specified herein. Tab and label with response

5.1.8. Service Center- Please detail location of closest service center to GCSS Board of Education, 508 Oak Street, Gainesville GA 30501. Tab and label with response

5.2. Scope of Work- Contractor must include written response where asked and acknowledgement (via initial) where applicable to confirm comprehension and capability. Instructions to Bidder in Red Italics

5.2.1. Hardware- Specifications, Requirements, and Requested Vendor Information as detailed below: Note: This section encompasses most of the material elements that the evaluation will weigh and measure regarding the functionality of your solution. All information and answers must be able to be intuitively replicated by the evaluation team during the manual evaluation.

Interactive Flat Panel – Gainesville City School District 12

a. ClearTouch Interactive Flat Panels - Clear Touch 75" 6000K Series Interactive Panel with USB HID / AGG / 20 Points of Touch - Ultra HD | Part Number: CTI-6075K-UH20

b. Warranty - Extended Limited Warranty for 6000 Series 75" Interactive Panels; Total of 5 Years | P/N: CTI-EXWTY-6075-2Y

c. PC Module - Clear Touch PC Module - Intel i5 Quad Core / 8GB DDR4 / 128GB SSD / Ultra HD | P/N: CTI-PCMOD-PC25-ST

d. WiFi Module - Clear Touch WIFI Module - Dual Band Wireless for Android 2.4GHz and 5.0GHz| P/N: CTI-WFMOD-11AC

e. Wall Mounts

i. Fixed Wall Mount - Fixed Wall Mount | P/N: CTI-MOUNT-FIXW

f. Mobile Stand - Fixed Mobile Stand - Manual Height Adjustment - Black - DOES NOT include wall mount | P/N: CTI-STAND-FIXM

5.2.2. Peripherals

a. Wireless Keyboard - Logitech K400 Wireless Keyboard

5.2.3. Installation Considerations- Existing Schools: Winter/Spring 2022; New Construction: GMS- West: Spring/Summer 2022

a. Initial Installation and Long-Term Vision- GCSS intends a one-to-one exchange of all existing interactive boards/projectors in all classrooms district wide.

b. Note: Final numbers of units per school TBD based upon cost and completion of internal GCSS discussions regarding the need in non-typical instruction space. Thus, cost will be asked for per unit, itemized with options.

c. Implementation- Upon award, GCSS will coordinate with Vendor the actual schedule determining the final number and room distribution per school.

d. Mounting- The mounting will be fixed to wall in locations provided by GCSS Department of Information Technology. Mounting must be compliant with Manufacturer’s Installation instructions per wall type and must include all mounting hardware, unless otherwise instructed by GCSS DoIT

e. Installation/Start-up/Testing- Vendor responsible for installing, start-up, and testing to ensure unit operates in accordance to all manufacturer specifications. Full operation (optimization of all features and benefits) of unit and software is the standard before GCSS will sign off for payment.

f. Project Planning- Before commencement of Phase One, Vendor and GCSS Technology shall meet to discuss implementation logistics and schedules. Due to the fact that Vendor will be working in “occupied spaces” and most likely during the school year, it is anticipated that most work will be performed nights, weekends, holiday breaks etc. Vendor shall understand and be prepared for flexibility in this regard AND contract costs shall include this reality as there will be no avenue for premium pay or price modifications.

g. Demo/Removal of Existing Equipment- There are currently multiple classroom configurations of front of classroom equipment that has been employed over the past decade. When applicable, the Vendor is responsible for demo and removal of all relevant units as specified herein.

h. Removal and Restoration Considerations- Removal instructions are detailed below per type, however the Vendor is not responsible for restoration activities not listed below other than basic cleaning of area, concealing of wires where applicable, etc. Therefore, Vendor is not responsible for filling holes, patching, painting etc. This does not mean that GCSS does not expect the Vendor to use great caution when removing products from wall/ceiling so as to not make more damage than necessary. As a general rule, the removal should only leave screw holes and light scratches. GCSS may seek damage remedy should it appear that removal resulted in excessive damage.

i. General Removal and Transport Note: For all removal types, if/when pertinent based upon the terms of the contract, the Vendor shall carefully remove from building, safely pack, and transport to a location chosen by GCSS. GCSS will supply a storage trailer behind warehouse where Vendor shall safely stack in an orderly fashion to ensure optimal use of space. Vendor is responsible for removal of all trash and debris and should leave the space clean enough for the teacher to hold class the next time the room is occupied.

j. General Cost Note: If/when applicable, the cost to remove shall be priced and billed as a

Interactive Flat Panel – Gainesville City School District 13 separate line item. If/when removal is required, and even though there are slight variations to removal instructions, Vendor shall average cost to be included in all of the other requirements to install and mount a new board as detailed herein. In others words, there shall be one fixed cost if/when removal is required

k. New Product Installation Option One: Fixed Mount

ii. Fixed mount in accordance with manufacturer instructions unless otherwise directed by GCSS Technology Services.

iii. Unless directed otherwise, mount new product in exactly the same location as the existing board. (If previous board was mounted to white board, then white board, if block wall, then block wall etc.) Mounting height should be discussed with Technology before commencement as it may set standards based upon grade level.

iv. Install board in accordance with manufacturer instructions, start-up, test, and ensure full operation of hardware and software before sign-off.

v. Note: Please provide options for fixed mount and for fixed with adjustable for height

l. New Product Installation Option Two: Mobile Mount

i. Assemble mobile mount and mount product as directed by GCSS

ii. Must include basic mobile mount.

iii. Install board in accordance with manufacturer instructions, start-up, test, and ensure full operation of hardware and software before sign-off.

Tab and Label that Vendor Understands and Complies with 5.2.2

5.2.4. General Delivery and Installation Requirements

a. The vendor must provide an adequate amount of installation teams required to complete the work in an orderly and timely fashion and compliant with individual timelines per school as determined by GCSS personnel. The size of the teams will be based on the installation requirements.

b. The vendor shall provide experienced personnel to perform the installation services. Vendor providing professional services to GCSS must have professional certification in the area of the services being provided. GCSS reserves the right to reject any team member. Vendor shall include certifications for current personnel with the proposal. Copies of certifications are also required for the duration of the RFP. Tab and label with response

c. Vendor personnel working in GCSS facilities shall be bonded and insured.

d. GCSS requires a local Project Manager as the single point of contact from the awarded vendor to meet face-to-face with GCSS staff weekly or as needed per GCSS. It is unacceptable for the vendor to attend the meetings via teleconference. The primary function of the Project Manager will be to ensure all service delivery tasks are met for GCSS including the most efficient method of order placement, shipping, delivery, and installation. Project manager credentials should be included with the proposal and an outline of the project management process should be provided.

e. The vendor shall provide all labor, materials, tools (ladders, carts, etc.) and equipment required for the delivery, setup, and installation of equipment and accessories. Vendors are never to stand on or utilize GCSS school furniture or property during installation.

f. The vendor shall follow GCSS guidelines and schedules. The schedule must not negatively impact student instruction. GCSS will provide vendor with building access.

g. Delivery must include unloading all equipment, moving it to the specified installation location(s), removing it from the box(s), and removing said box(s) from the site to be properly disposed of by the vendor.

h. The vendor shall test all equipment components and accessories to verify they are operational prior to the de-installation of existing technology and/or prior to installation of new equipment.

i. The vendor shall install equipment in the location approved by the GCSS Project Manager from the vendor site assessment.

j. Installation in non-standard classrooms may require that modifications be performed to accommodate structural/architectural differences within the classroom.

k. The vendor shall install and connect all required cables to all necessary technology with required

Interactive Flat Panel – Gainesville City School District 14 cable conduit.

l. The vendor shall supply GCSS with serial numbers and locations of all boards by serial number after installation.

m. The vendor is responsible for removal of all packaging, manufacturing reference materials, and work related debris from the site on the same day as the installation. Vendor may not use GCSS dumpsters for the disposing of work related debris.

n. Any damage done to GCSS property by the vendor’s personnel and/or subcontractors shall be repaired or replaced at no cost to GCSS.

Tab and Label that Vendor Understands and Complies with 5.2.3

5.2.5. Dead on Arrival (DOA)

a. All components shall be tested by the installer to ensure proper working order at the location of installation.

b. If any components are found to have major component defects, it is the vendor’s responsibility to provide a new replacement unit during the installation.

c. Repairs will not be accepted on DOAs.

d. DOA units may not be recycled in GCSS inventory for bid fulfillment.

e. DOA serial numbers shall be submitted to GCSS DoIT Team on the installation date.

Tab and Label that Vendor Understands and Complies with 5.2.4

5.2.6. Documentation

a. The vendor shall provide GCSS electronic versions of the manufacturer reference materials.

b. The vendor shall complete quality assurance assessments after each installation for sign off by

GCSS Project Manager.

c. The vendor shall register equipment for warranty coverage where applicable and provide the necessary detailed information.

d. The vendor shall complete all GCSS inventory control paperwork.

e. The vendor shall provide GCSS with an electronic file in Excel format that includes, but is not limited to the following information for all new installations completed.

i. Panel serial numbers.

ii. Service agreement start/end dates.

iii. Installation location

iv. Purchase order numbers.

v. Extended service agreement contact phone number and email address.

vi. Serial numbers for all DOA components.

vii. Installation/delivery date.

viii. Manufacturer and/or ship dates do not substitute for the installation/delivery system sign-off dates.

Tab and Label that Vendor Understands and Complies with 5.2.5

5.2.7. Warranty- Proposer must include warranty information with response. Warranty topics to be evaluated include, but are not limited to the items below. Tab and label with response

a. Pricing shall include a five (5) year on-site warranty for all components including parts and labor.

The list shall include, but not be limited to, these items: Interactive LED Panel with integrated speakers, presentation/collaboration system, interactive handheld wireless slate or similar device, document camera, and microphone. The complete cost of repair, parts and labor, shall be covered by the service agreement. The warranty service agreement period shall begin from the installation date and GCSS sign-off of the system.

b. The vendor shall have necessary personnel to respond to warranty service calls within the required service level agreements (SLA) for the duration of the warranty service agreement period.

c. Vendor must respond to service calls for warranty equipment within twenty-four (24) hours.

Resolution for service calls shall be within seventy-two (72) hours.

d. It is the expectation of GCSS for vendor service technicians to carry inventory on hand for quick resolution. This includes Interactive LED Panel and components. All warranty repairs should be done off site as to not disrupt instruction. Once Interactive LED Panel is repaired it shall be

Interactive Flat Panel – Gainesville City School District 15 placed back into circulation. Vendor shall provide documentation to maintain an accurate inventory that tracks the movement of equipment when units are replaced.

e. Vendor shall provide repair and replacement of equipment as necessary up to the warranty expiration date. This provision shall survive the expiration of this agreement.

f. Vendor shall provide GCSS notification for warranty expiration of all equipment at least 90 days prior to the expiration date.

g. LEMON CLAUSE: If a system fails three times within a twelve-month period within the warranty period, an identical replacement unit shall be provided and loaded with all software by the vendor at no cost to GCSS. Lemon systems shall never be returned to GCSS inventory. If 15% of a certain model experiences a manufacturer defect with the warranty period, vendor shall recall the specific model and provide an approved replacement model throughout GCSS which meets or exceeds RFP specifications and is approved by GCSS

5.2.8. Service and Support- Proposer shall include with response a detailed explanation of all material elements regarding service and support elements of this contract including, but not limited to the items listed below. Tab and label with response

a. Manufacturer and Software- Please discuss service levels for systems including response time, escalation procedures, and preventative problem identification capabilities. In addition, please discuss

b. Protocol and Price for Upgrades and/or Updates

c. All Licensing Considerations (software if applicable)

5.2.9. Training- Please discuss comprehensive training methodology to include, but not limited to the following items listed below. Tab and label with response

a. Summer training for District personnel shall consist of a minimum of three consecutive days. One per school and one for District. Minimum of two sessions per day. Phase One training package must include all travel and lodging costs. Additional training shall consist of a minimum of three days to be taken as needed during implementation. Days may be taken in conjunction or stand alone.

b. Additional Days as needed- Please provide a cost per day for additional training which includes all travel and lodging costs.

c. Discuss other training/support formats such as written Training Materials, on-line training materials, webinars, videos, etc.

d. Explain imbedded “how to” within hardware and/or software

e. Other Training Considerations: Please detail if/how your offer exceeds the minimum training requirements listed in 5.2.8.

5.3. Value Added- Please provide on a separate page and labeled any unique elements of your offer, not already specified or proposed that you believe will bring value to this contract. GCSS is the sole determinant regarding actual value added propositions. Tab and label with response

5.4. Documents Required for Award Consideration- Please tab and label accordingly. It is not necessary to provide this information again if already provided in reference to specifications above, but you should cite where to find.

5.4.1. Proposal Document with all requested information

5.4.2. Bid Form(s) (Sealed and Separate Envelope as prescribed in 6.5)

5.4.3. Contractor Questionnaire (on form provided with this solicitation)

5.4.4. Proof of Insurance

5.4.5. Contractor Affidavit (OCGA 13-10-91)

Interactive Flat Panel – Gainesville City School District 16

6 BID FORM AND COST NOTES

6.1 Bid Form- Bid Form must be downloaded as separate attachment and submitted with RFP response per submission instructions Below

6.2 All relevant cost considerations should be noted on these Forms, as GCSS will not consider additional costs after award.

6.3 All Bid Form Pricing Must Be Fixed for entire engagement from the date of award. Please consult Section 2.3 of the Special T&C for terms regarding Price Modifications.

6.4 Invoicing- Notwithstanding Section 10.0 of the General Terms and Conditions, GCSS will submit for payment of invoices as buildings are set and “signed off” by DoIT personnel.

6.5 Submission Instructions- Bid Form should be submitted in a separate sealed envelope clearly marked with your company name and “Interactive Flat Panel RFP Cost Proposal”. Note: It is OK to include the sealed envelope within your RFP submission box, but the intent is to keep it separate and concealed from the other written response. Thus, cost should not be openly included in the RFP Binder.

6.6 Itemized Pricing- Bid Form is structured with itemized costs to account for the variability in final product selection. Cost can be submitted for each size panel available in your line within these configurations. In all instances, panel cost must include all installation considerations, freight and delivery, installation in accordance with this document, testing and start-up, debris removal and clean up, and warranty/support

7 PROPOSAL EVALUATION

7.1 Organization and Completeness of Proposal - Proposal must provide straightforward, concise proof of offeror’s capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be labeled and any additional documents provided by the vendor must reference the appropriate section of the RFP. All requested information must be included and all forms completed in entirety. Any proposals that do not include all required information may be considered non-responsive and disqualified.

7.2 Evaluation Procedures – Review of Proposals - A committee will evaluate the proposal responses based on qualifications, relevant experience, responsiveness of proposers, as well as the estimated cost of the engagement. Cost will not be the sole determining factor in the award.

7.3 Final score will be the sum of the non-cost elements as specified and cost.

7.4 Cost Evaluation Formula: (Lowest Price/R-where “R” represents the cost of proposal currently being ranked) x Points = Score.

Interactive Flat Panel – Gainesville City School District 17

THE CONTRACT AGREEMENT MUST BE COMPLETED BY THE OFFEROR AND RETURNED

WITH THE PROPOSAL PACKAGE.

GCSS Interactive Flat Panel Bid

We have carefully examined and fully understand the General and Special Terms and Conditions and related documents in providing Clear Touch Interactive Flat Panels to the Gainesville City School District and do agree to all terms and conditions by so signing this document.

Withdrawals, cancellations, etc., will not be accepted unless the Chief Technology Officer gives authorization.

In the event vendors fail to comply, they may be removed from the vendors’ list.

Company Name Representative’s Signature (Must be signed in ink)

Address Representative’s Name (Please type or print)

City, State, and Zip Code E-Mail Address

Date Telephone Number and Extension

Terms (If payment terms are not indicated, will be determined to be net 30 days).

Fax Number

PLEASE INDICATE YOUR LEAD TIME UPON RECEIPT OF PURCHASE ORDER:

PRICES MUST REMAIN FIRM FOR ONE YEAR FROM DATE OF AWARD.

Signing the Contract Agreement affirms that the original RFP document has not been altered in any way.

Upon notice of Award, this page will become the prevailing Contract Agreement between your organization and GCSS.

Interactive Flat Panel – Gainesville City School District 18

RFP GCSS Interactive Flat Panel Bid Contractor Questionnaire (Section 5.1 of Special Terms and Conditions)

Questionnaire information will be utilized in the evaluation of this Bid. Vendors must include all information requested. Failure to do so will reflect negatively in evaluation and may result in your submission being deemed “non-responsive”.

Company Name:

Years in Video Integration Business

# of Permanent Employees:

# of Employees Assigned to GCSS for this Contract:

What is your response time for emergency servicing or corrections?

How many Comparable Contracts do you currently have in Georgia?

How many of these Contracts are: Government

K-12 Education

Please list any School Systems with at least 10K Students that your company currently services:

Where is the location of your nearest service facility? Please provide location and # miles from Gainesville Ga?

Has your company ever failed to comply with any contract awarded? (Explain if yes)?

Has your company ever lost a contract to any government entity based on poor performance or breach of contract (Explain if yes)

Is your company currently suspended or debarred from any government entity? (Explain if yes)

Are there any judgments, claims, legal proceeding or law suits pending or outstanding against your company of any of its officers (Explain if yes)

Interactive Flat Panel – Gainesville City School District 19

Is your company currently in bankruptcy proceedings or has it filed for bankruptcy in the past five years?

(If Yes, please explain)

Do you perform Background Checks on the Service Techs that may be assigned to this contract, if so please detail the…