ITN-2024-9019_Addendum_1.pdf
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- Attached to
- Computer Repair Services State and local contract opportunity
- Solicitation number
- ITN-2024-9019
- Issued by
- Volusia County, Florida
About this file
This is an Invitation to Negotiate (ITN) Addendum #1 from the School Board of Volusia County, Florida, for a comprehensive computer repair services contract. The addendum provides detailed clarifications and responses to 27 vendor questions regarding a solicitation (ITN-2024-9019) for repairing approximately 1,000 district-owned computers monthly. The solicitation covers repair services for laptops (HP, Lenovo, Apple), iPads, and desktops from various manufacturers, with a solicitation opening date of November 4, 2024, at 2:00 P.M. EST. The district expects monthly replacements of 143 LCD screens, 132 keyboards, 79 motherboards, and 25 iPad screens, with a targeted repair turnaround time of 7-10 business days.
The addendum confirms that non-Florida companies can bid, and the district will award a single vendor for the entire contract. Vendors must use OEM parts only and can submit multiple price schedules based on device models. The repair and logistics will be centralized at a warehouse in DeLand, FL, with weekly pick-up and drop-off services. Vendors have flexibility in submission documentation, with options to provide either a Surety Bond or Audited Financial Statements. The district will provide a designated workspace for up to 8 onsite technicians and expects the vendor to perform rare in-warranty Apple repairs. Once a vendor is selected, they will enter into a Contracted Services Agreement, and vendors are invited to submit any contract redlines as part of their proposal.
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Text version
INVITATION TO NEGOTIATE (ITN) – ADDENDUM # 1
ADDENDUM POSTING DATE: PROCUREMENT CONTACT INFORMATION:
October 18, 2024 Enid Kunce, Director of Procurement
Email: etkunce@volusia.k12.fl.us Phone: 386-734-7190 Ext. 20371
SOLICITATION TITLE & NUMBER:
Solicitation # ITN-2024-9019 Computer Repair Services
SOLICITATION OPENING DATE & TIME:
November 4, 2024 at 2:00 P.M. EST
NOTE: SOLICITATIONS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED.
The original Invitation to Negotiate (ITN) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.
The following questions have been received, and the answer to each question are below.
1. What is your monthly volume expectation on LCD, Motherboard, and iPad screens?
Answer: Based on calendar year 2023 data we replaced per month:
143 LCD screens 132 keyboards 79 motherboards iPad screens have been averaging (25) replacements per month
2. What are the expectations on turnaround time on repairs?
Answer: 7-10 business days
3. What is the shipment process? Do I send return tag and then reship back to you when repairs are completed? If volume, do we do LTL or just single box UPS?
Answer:
We can schedule weekly pick up milk run depending on the volume.
Yes, you can send return tag and then reship back to VCS.
Depending on volume we can do LTL or single box UPS.
4. Can we use non-OEM LCD Screens for repairs?
Answer: OEM parts only. Non-OEM parts may void our manufacturer warranty.
5. Is it winner take all or do you award winner by line item?
Answer: Yes, winner take all.
6. What are the models of laptops for LCD screen? motherboard? etc.
Answer:
Laptops:
HP Fortis x360 G10 HP ProBook 440 G10 - Touchscreen HP ProBook 440 G10 – Non-Touchscreen HP Zbook FireFly G10 Lenovo ThinkPad L13 Yoga 2 Gen 1, Gen 2, Gen 3 Lenovo ThinkPad P1 G6 Apple M1 MacBook Air Apple M2 MacBook Air MacBook Pro
SCHOOL BOARD OF VOLUSIA COUNTY, FLORIDA
PROCUREMENT DEPARTMENT
200 N. Clara Avenue DeLand, FL 32720 mailto:etkunce@volusia.k12.fl.us
7. What are the exact models/model #s of all the devices that would be prepared under this contract?
Answer:
Laptops:
HP Fortis x360 G10 HP ProBook 440 G10 - Touchscreen HP ProBook 440 G10 – Non-Touchscreen HP Zbook FireFly G10 Lenovo ThinkPad L13 Yoga 2 Gen 1, Gen 2, Gen 3 Lenovo ThinkPad P1 G6 Apple M1 MacBook Air Apple M2 MacBook Air MacBook Pro iPads:
Apple iPad Gen 9
Desktops:
Lenovo ThinkCentre M70q Tiny Gen 4 Lenovo ThinkStation P3 Tower, i7-13700 HP Elite Mini 600 G9 DELL Optiplex Apple iMac M3
8. Can non-Florida companies bid?
Answer: Yes.
9. On the spreadsheet, can we bid on top 2 sections, and skip 3rd section (onsite)?
Answer: No, you must bid on all sections.
10. Will there be one awarded vendor?
Answer: Yes, just one.
11. Under column C “parts costs” can we write dollar range or “varies”?
Answer: Dollar range yes, but they cannot just say “varies”.
12. Please reply with last year’s bid results.
Answer: A bid was not completed last year.
13. I noticed the Surety Bond is notated as preferred documentation rather than required documentation – is this something that must be done or are there other options in place of a Surety Bond?
Answer: We will allow respondents to submit Substitute Documentation as outlined in #2: Audited Financial Statements.
You will have a choice of submitting the documents outlined in #1 or #2 in Tab 6.
14. Are you able to provide sample serial numbers of the models to be repaired under this program?
Answer: Yes, see the below:
Laptops: Serial # HP Fortis x360 G10 5CG4313RDW HP ProBook 440 G10 - Touchscreen 5CD34070HY HP ProBook 440 G10 – Non-Touchscreen 5CD32775KJ HP Zbook FireFly G10 5CG4330YLP Lenovo ThinkPad L13 Yoga 2
Gen 1 R90ZKZT0 Gen 2 R913WN21 Gen 3 PW03XKAW
Lenovo ThinkPad P1 G6 PW0CNPDY Apple M1 MacBook Air HXJKKJ23265F Apple M2 MacBook Air HQMLWWY9QD MacBook Pro X9436CXMDV iPads: Serial # Apple iPad Gen 9 KHGKQQ437N
Desktops: Serial # Lenovo ThinkCentre M70q Tiny Gen 4 MJ0JXTNF Lenovo ThinkStation P3 Tower, i7-13700 MZ00FMA9 DELL Optiplex F91QZ44 Apple iMac M3 M7FVHP4P6T
15. For the Milk Runs, are you looking for pickup and delivery from a centralized location (or a couple of centralized locations) or prefer service to each individual school? If to individual schools, can you specify the total number of schools involved.
Answer: Yes, pickup and drop courier services will be to a centralized location at our repair and logistics warehouse in DeLand, FL.
16. Can you confirm if a Surety bond is indeed required for submission?
Answer: Please refer to the answer given on question 13.
17. Will the vendor be required to perform Apple OEM in-warranty repairs?
Answer: Yes, but this will be a rare circumstance as we do not issue them to students.
18. Does the district have a desired or current SLA for repair work?
Answer: Refer to question 2
19. What are the specific make and model devices that are in scope for this RFP?
Answer: Refer to question 6 and 7.
20. For the pick and drop courier services, are all individual schools in scope?
Answer: No, pick and drop courier services will be to a centralized location at our repair and logistics warehouse in DeLand, FL.
21. Due to the variation in parts cost across different device models, is it possible to submit multiple price schedules based on the model?
Answer: Yes.
22. There are two sets of terms outlined in the RFP: (1) GENERAL TERMS AND CONDITIONS in the ITB document (pages 2-12) and (2) a separate “Contracted Services Agreement”. Which set of terms are applicable for this opportunity?
Answer: The first set of General Terms and Conditions applies to the ITN. Once a vendor has been awarded, we will enter into a Contracted Services Agreement (CSA). As part of your submission, you will need to send in any redlines you may have on the CSA.
23. Do the requested personnel resumes count towards the 25-page limit?
Answer: No.
24. Would devices in need of repair be collected to one central location?
Answer: Yes, devices will be stored at our repair and logistics warehouse.
25. Is pickup/return expected to each school in the district?
Answer: Refer to question 15 and 20.
26. Can the District please provide one (1) example serial number for each device model covered under this contract? Having a serial number will enable us to look up the exact model # so we can more accurately quote the parts for repair.
Answer: Refer to question 14.
27. In regard to a vendor providing 8 onsite technicians, would Volusia County Schools provide a space for these technicians to work on district property?
Answer: Yes, we have a designated workspace in our repair and logistics warehouse.
If you should have any questions regarding this addendum, please do not hesitate to contact me at etkunce@volusia.k12.fl.us or by phone at 386-734-7190 Ext. 20371.
Sincerely, Enid Kunce Enid Kunce Director of Procurement mailto:etkunce@volusia.k12.fl.us
Acknowledgment of Addendum # 1 by Vendor:
This addendum shall be completed by the Vendor and returned with the submittal. If submittal has already been submitted, this addendum must be submitted to the above buyer via email, with the subject line: Addendum # 1 – ITN-2024-9019 Computer Repair Services.
Acknowledgement below is acceptance by the Vendor that this addendum has been received and fully understood. This addendum will become part of the ITN document.
NAME (TYPED OR PRINTED) TITLE
SIGNATURE VENDOR NAME
DATE PHONE NUMBER
| Solicitation # ITN-2024-9019 |
| Computer Repair Services |
| November 4, 2024 at 2:00 P.M. EST |
| NAME TYPED OR PRINTED: |
| DATE: |
| TITLE: |
| VENDOR NAME: |
| PHONE NUMBER: |
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