IPS Computer RFP 2023.pdf

Ionia Public Schools 1

Ionia Public Schools Ionia, Michigan

Request for Proposal

Computer Equipment

Ionia Public Schools Attn: Tim Blackmer

Director of Technology 250 E. Tuttle Road

Ionia, MI 48846

(616) 522-9600 tblackmer@ioniaschools.org

Issue Date: May 30, 2023 Sealed Bid Due & Opening Date: June 13, 2023 2:00 p.m.

EDT

Sealed Bid Opening location

250 E. Tuttle Rd.

Ionia, MI 48846

Ionia Public Schools 2

IONIA PUBLIC SCHOOLS

Specifications – RFP/ Technology Department

COMPANY INFORMATION

Name of the state where your home office/headquarters is located:

Does any officer, partner, owner, sales representative, and/or spouse work for the Ionia Public Schools? _____ (Yes or No)

If yes, please specify. _______________________________________________

Please check one of the following:

_____ Vendor is the original equipment manufacturer of the offered products.

_____ Vendor is a qualified, authorized reseller of the offered products.

Company Name: __________________________________________________

Company Address: ________________________________________________

Telephone: __________________________________

Fax Number: _________________________________

Signature of Company’s Authorized Official Date

Name of Contact Person (Type or Print) Phone Number

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INTRODUCTION:

Ionia Public Schools desires to purchase desktop workstations for our school district.

PURPOSE:

The purpose of this RFP is to enable Ionia Public Schools to make a purchasing decision for the acquisition of new technologies for our offices and technology staff. The district intends to acquire technology that will meet the district requirements and provide the lowest total cost of ownership.

BACKGROUND:

Ionia Public schools has a group of systems that have reached end of life and are in need of replacement.

SCOPE:

Ionia Public Schools issues this RFP to facilitate equity among vendors and to provide a predetermined set of criteria representing our business and technical requirements. Vendors should submit a proposal that will meet or exceed the requirements stated in this document.

VENDOR CONTACT

Should vendor representatives or technicians need additional information or have questions about information presented in the RFP, these inquiries should be directed to the following individual(s):

Tim Blackmer, Director of Technology 616-527-9680 ext 4149

RFP PREPARATION COSTS:

Issuance of this RFP does not commit Ionia Public Schools, in any way to pay any costs in the preparation and submission of the RFP, nor does the issuance of the RFP obligate Ionia Public Schools to award a contract or purchase. All costs related to the preparation and submission of the RFP shall be paid by the vendor.

RETENTION OF RFP DOCUMENTATION

This is a sealed bid. All RFP materials and supportive documentation submitted in response to this RFP become the permanent property of Ionia Public Schools.

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REJECTION OF ANY OR ALL REPS

Ionia Public Schools reserves the right to reject any or all proposals and to waive any informalities or irregularities. The vendor’s submission of a proposal is recognition of this right.

TAXES

Ionia Public Schools is exempt from local, state and federal taxes. In the event that taxes are imposed on the items purchased by these specifications, the district will not be responsible for payment of the taxes. The vendor shall absorb the taxes entirely.

CONTINGENCIES

All proposals submitted shall be firm and not based upon uncertain events, products not in production, or experimental engineering theories. Vendors shall only propose those products and services in effect and available for installation at the time the proposal is submitted. In effect and available means the services must currently be in use and a minimum of three like products must be installed and operational in customer facilities.

VENDOR CONDUCT

During the RFP process, vendors are not permitted to contact any Ionia Public Schools employee regarding this RFP unless at the request of Ionia Public Schools’ designated project manager. Communications regarding this RFP will be accepted in both writing, email and phone. This RFP will be governed by the ethical requirements of Ionia Public Schools. Violation of these conditions will subject any vendor to immediate disqualification. The designated project manager during the RFP process shall be:

Tim Blackmer, Director of Technology 364 E. Tuttle Rd., Ionia, MI 48846

616-527-9680 ext. 4149 mailto:tblackmer@ioniaschools.org

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CREDENTIALS

The proposing firm must provide information to confirm that the firm is a solvent, stable, and financially sound entity (i.e., audited financial statements).

The proposing firm must have experience working with K-12 educational organizations.

PRICING

Vendor must guarantee discounted Education Pricing or Volume Purchase Agreements with fixed discounts throughout the life of the contract.

Pricing shall include shipping.

Pricing shall include a three (3) year on-site extended servicing agreement.

The manufacturer must submit a document outlining extended service agreement terms and conditions in plain English.

The product should be quoted as a bundle under a single product number.

QUOTE PRICING

Provide education discount pricing for desktop PCs and associated peripherals.

EVALUATION PROCESS

Ionia Public Schools will award the contract to the responsive and responsible vendor whose offer, in the district’s estimation, provides the greatest overall benefit in response to the district’s requirements. To determine this vendor, Ionia Public Schools will apply the best value concept. Criteria will include, but are not limited to:

Financial stability of the manufacturer

Past performance by the manufacturer

Hardware specifications

Proposal’s delivery and installation provisions

Warranty on requested products

Acquisition cost

Lifecycle cost of continuing operation and maintenance of the hardware prompt, on-time delivery of products and services

Service and support response times and capabilities of the vendor.

Any additional or unique features offered such as:

1. On-site installation, integration, start-up services, and basic user-orientation services.

2. System management software that includes asset tracking, security management, network monitoring, and trouble-shooting.

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3. Product lifecycle support services that ensure installed equipment is maintained at the latest hardware, software, and firmware revision levels.

4. Operating and productivity software bundled.

5. Technology planning and assessment resources.

DEFAULT CONDITIONS

If the contracted vendor breaches any provision, becomes insolvent, enters voluntary or involuntary bankruptcy or receivership proceedings, or makes an assignment for the benefit of creditors, Ionia Public Schools will have the right (without limiting any other rights or remedies that it may have in the contract or by law) to terminate this contract with five days written notice to the vendor.

Ionia Public Schools will then be relieved of all obligations except to pay the value of the vendor’s prior performance (not exceeding the contract rate).

UPGRADING SERVICES

The contracted vendor will inform Ionia Public Schools about upgradeable services in a timely manner and within 1 month.

ADDITIONAL INFORMATION, TERMS, AND CONDITIONS

Any costs not explicit in the response will not be honored. Contract prices and terms are to remain firm through project completion. Provide information on your standard fee arrangement for any services proposed, and any discounts offered. Costs may be presented in the format the vendor is accustomed to using.

The submission of a response shall be prima facie evidence that the vendor has full knowledge of the scope, nature, quantity and quality of work to be performed, the detailed requirements of the project, and the conditions under which the work is to be performed.

The district reserves the right to conduct personal interviews of any or all vendors prior to selection. The district will not be liable for any costs incurred by the vendor in connection with such interview or with the submission of any response.

Responses will be accepted only from parties that are free of all obligations and interests that might conflict with the best interests of the Ionia Public Schools and have the capacity to provide services on a timely basis.

The district reserves the right to contact references from the vendor’s client list.

The successful vendor may not assign, sell, or otherwise transfer its interest in the contract award or any part thereof without written permission from the district.

The successful vendor as determined by the district shall be required to execute a contract for the furnishing of all services and other deliverables

Ionia Public Schools 7 required for successful completion of the project. No vendor shall obtain any right in any award until a contract has been executed by the district, and any such right shall be subject to the terms and conditions as contained in such contract.

Responses submitted after the due date and time noted in this document shall not be considered.

The vendor shall furnish the district such additional information as the district may reasonably require.

All information, documentation, and other material submitted by the vendor may be subject to public disclosure under the Open Records Act. Vendors will be deemed to have knowledge of this law, and how to protect their interest under it.

Ionia Public Schools reserves the right to terminate this contract with thirty days notice. Any pre-paid funds for services not rendered will be returned to Ionia Public Schools in full within thirty days of contract termination.

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Equipment Specifications

Workstation (Quantity 264):

Dell Optiplex All-In-One (7410):

Intel i7-13700, 16GB DDR5, 256GB M.2 PCIe NMVe SSD, 23.8" Touch Screen with FHD Camera Intel Wi-Fi 6E AX211 Height Adj Stand Pro Wireless Keyboard/Mouse Windows 11 Pro 3 Year Onsite Warranty IPS District standard HDD Image

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AFFIDAVIT OF COMPLIANCE IRAN ECONOMIC SANCTIONS ACT

The undersigned, the owner or authorized officer of________________________________ (the “Bidder”) pursuant to the compliance certification requirement and the request for bids/proposals, hereby certifies, represents, and warrants that the

Bidder, including its officers, directors, and employees, is not an “Iran Linked

Business.”

“Iran Linked Business” means either of the following:

1. A person engaging in investment activities in the energy sector of Iran, including a person that provides oil or liquefied natural gas takers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran.

2. A financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran.

MCL 129.312(e)(i-ii).

Furthermore, the Bidder, if awarded a contract by the Ionia Public School District, affirms that it will not become an “Iran Linked Business” at any time during the course of performing under the contract.

The Bidder further acknowledges and understands that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the

Ioia Public School District’s investigation, and reasonable attorney fees, in addition to the fine. Furthermore, a person who submitted a false certification shall be ineligible to bid on a request for proposal for three years from the date the public entity determines that the person has submitted the false certification. MCL 129.315.

Bidder Name:_____________________________________________ By: ____________________________________________________ Authorized Representative Name:_____________________________ Its:_____________________________________________________ Date: _____________________ State of _________________) )ss.

County of ________________) This instrument was acknowledged before me on the _____ day of _________________, _______, by Notary Public____________________ County, _________ My commission expires: ________________