RFP_ACE 2026 Technology Equipment.pdf

Request for Proposal (RFP) For

Technology Equipment and Services The Academy for Classical Education

5665 New Forsyth Rd. Macon, Ga 31210

Vendors:

Academy for Classical Education (ACE) is soliciting separate sealed proposals for technology. Enclosed is the Request for Proposal (RFP) for products and services related to these projects. Award will be made to the vendor offering the proposal, which is the most advantageous to the School District.

A signature of a person authorized to contract for the company is required. The signature must be in ink.

You will need to provide two (2) original copies of your proposal. If additional copies are required, the district will request the number needed in writing.

Please insert the exact company name and the signature of responsible person to contact on your quotation.

If U.S. Mail is used to forward your proposal, please allow adequate time to ensure delivery. Proposals received after the time shown will not be considered. Mark your envelope with your company name and “Request for Proposal, Technology- Academy for Classical Education”.

Invoices will be paid after receipt of materials and services ordered are installed. If partial invoices are submitted, specify exactly the work covered by that Invoice. No invoice will be paid until all services listed have been delivered.

Academy for Classical Education reserves the right to reject all proposals or any portion of said proposals to waive technicalities, and to make all purchases to the best interest and advantage of the School District.

All questions shall be submitted to:

Academy for Classical Education Mr. Pat Kelly Pat.Kelly@acemacon.org

GENERAL INFORMATION:

Academy for Classical Education is soliciting bids for technology equipment.

PROPOSAL FORMAT:

Proposals must be submitted in the format outlined in this document. Each proposal will be reviewed to determine if it is complete prior to actual evaluation. Proposals not containing the information requested will not be considered. Respondents shall use the prescribed format to clearly indicate their experience and qualifications describe their technical approach to the district project and fully describe their proposal. Proposals will be evaluated based on the material and substantiating evidence presented in the proposal.

PROPOSAL(S) MUST BE RECEIVED BY:

Proposal(s) are due by 12:00 p.m. on July 1, 2026.

Academy for Classical Education Pat Kelly 5665 New Forsyth Road Macon, Georgia 31210

To be considered, each proposal must be physically in the possession of the school at that time. Proposals received after that date and time will not be considered.

Contents of proposals from competing companies shall not be disclosed during the process of negotiation.

Proposals shall be open for public inspection after contract award. Proprietary or confidential information specifically marked as such in each proposal shall not be disclosed without written consent of the company.

A signature of a person authorized to contract for the company is required. The signature must be in ink.

You will need to provide two (2) original copies of your proposal. If additional copies are required, the school will request the number needed in writing. An electronic copy must also be sent to pat.kelly@acemacon.org after 2:00 p.m. on July 1, 2026.

Please insert the exact company name and the signature of responsible person to contact on your quotation.

If U.S. Mail is used to forward your proposal, please allow adequate time to ensure delivery. Proposals received after the time shown will not be considered. Please mark the submitted bids with your company name and “Technology Proposal-Academy for Classical Education”.

COMPANY RESPONSIBILITY:

The selected Company will be required to assume total responsibility for all services offered in this proposal. The selected Company will be considered the prime Company and the sole point of contact for all contractual matters. The Company shall submit periodic progress reports. The Company must agree to participate in all stages of the e-rate process.

TAXES, FEES, CODE, COMPIANCE, LICENSING:

The Company shall be responsible for payment of any required taxes or fees associated with the contract. These taxes and/or fees will be clearly noted within the proposal. The Company shall be responsible for compliance with all applicable code and statutes and permitting requirements. All engineering, design-installation and construction work shall be done by Companies licensed in the State of Georgia.

REFERENCES AND PRORIETY INFORMATION:

Submission of a response grants permission to make inquiries concerning the respondent and its officers to any persons or firms deemed appropriate by the district. Any proprietary information that the Company does not want disclosed to the public shall be so identified on each page in which it is found. The district solely for the purpose of evaluation and contract negotiations will use data or information so identified.

COMPANY QUALIFICATIONS AND OBLIGATIONS:

All companies must meet or exceed the minimum qualifications requirements.

Refer to the Proposal Format section for qualifications and obligations.

COST PROPOSAL:

Academy for Classical Education is seeking a firm, fixed price proposal for each technology requested. Proposals received must include an itemized listing of all charges associated with completion of the project to include parts, installation, tax, project management, per-diem, travel, insurance, rentals, and miscellaneous expenses.

Academy for Classical Education will make any changes, additions, or deletions to the RFP, in writing. All companies are solely responsible for the accuracy of all measurements and counts. Additionally, each company will submit daily rates for ongoing multi-year managed service of all equipment as defined in the Managed Service Section.

PROPOSAL FORMAT:

All proposing vendors must provide at a minimum, the following information. Any portion not included will be cause for possible elimination from the proposal process. Each response will be reviewed to determine if it is complete prior to actual evaluation. The information should be organized as indicated below. Any portions of the submitted proposal, which are to be treated by the district as proprietary and confidential information, must be clearly marked as such. Clarity and brevity are considered important in proposal preparation.

Academy for Classical Education reserves the right to eliminate from further consideration any response, which is deemed to be substantially or materially unresponsive to the requests for information, contained in this section. The intent of the district is that all responses follow the same format to evaluate each response fairly.

Proposals will be evaluated considering the material and substantiation evidence presented in the proposal, and not on the basis of what is inferred.

I. Table of Contents

Responses shall include a table of contents properly indicating the section of the information included.

II. Understanding of the Project

Each company shall complete a concise abstract stating the respondent’s overview of the project. A scope of work for each product or service offered is required.

III. Company Qualifications

The Proposing vendor should submit a company profile; an organization chart; a statement of qualifications;

vendor relationships; staff certifications; and resumes of Account Executives, Project Managers, and key systems engineers.

IV. Company Client Base/References

The Company must have a minimum of five (5) references of jobs completed within the past two years.

These references must be school districts:

1) Job Description

2) Job Location

3) Contact name and telephone numbers

4) Date Completed

V. Cost

All pricing must be included on the price total sheet for each technology proposed will be required for the overall proposal to include materials, labor, network electronics, travel expenses, maintenance, and all other cost that may be incurred.

VENDOR REQUIREMENTS:

Services

These guidelines are intended to be the desired configuration of The Academy for Classical Education. All proposing vendors responding to this proposal shall demonstrate the ability to provide services as outlined in the proposing vendor’s response. Qualifications include current vendor certification and authorization to provide installation and maintenance of products. Vendor must have a Network Operation Center to monitor all equipment remotely.

Evaluation Criteria

Each response will be reviewed prior to the selection process for completeness and adherence to format. A response will be considered complete if all requested sections are included in the proper order and properly completed. The company may also provide any recommendations for consideration such as installation, maintenance, support and design that is relevant to the total successful solution of the school district technology needs.

Grading system:

The executive summary of each response will be read to give an overview of the response. Then, each section of each response will be graded using the point value system shown below:

Evaluation of all proposals will be based on the following criteria:

Point Value:

Factor Weight Price- 40% Prior experience- 25% Technicians’ proximity to ACE/Serviceability- 25%

Overall knowledge of ACE technology and existing equipment

10%

Total 100%

Oral interview / presentation:

If information is needed in addition to the proposals, the district reserves the right to bring in the top candidates for interviews/presentations.

Description of Project

INTERACTIVE PANELS

ACE would like pricing on qty 20-75” Interactive Panels with installation. Panels shall be equivalent to a Viewsonic IFP7551. Pricing must include wall mount support, 5-year manufacturer warranty and OPS.

Installation will include configuration and connectivity as well as off campus removal and disposal of old panel. All warranties will be handled by the vendor. Vendors must be able to be onsite within 30 minutes of reported issues to handle warranties.

DIGITAL SURVEILLANCE

ACE would like quotes for the equipment to add to the existing Exacq digital surveillance system. It is estimated that we will need 25-360 cameras w sound, 1 camera for the batting cages to include PTZR, wall mount arm and corner mount, and 2 bullet cameras for the student parking lot. All Licenses to be included. All warranties will be handled by the vendor. Vendors must be able to be onsite within 30 minutes of reported issue to handle warranties.

TEACHER LAPTOPS

ACE would like quotes for qty 25- Teacher laptops. Minimum specifications shall be Intel® Core™ Ultra 7 268V, vPro® (48 TOPS NPU, 8 cores, up to 5.0 GHz), 3-Year Depot. Vendors shall deliver, unbox, configure, install, and dispose of all boxes off campus. All warranties will be handled by the vendor.

Vendors must be able to be onsite within 30 minutes of reported issue.

MINI PCs

ACE would like quotes for 10- Mini PCs. Minimum specifications shall be 512GB SSD Power Cord (US) for 180W Adapter Dell Pro Micro with 35W Processor Windows 11 Pro Intel Core Ultra 5 235T vPro (13 TOPS NPU, 14 cores, up to 5.0GHz) 16 GB: 1 x 16 GB, DDR5, up to 5600 MT/s, non-ECC 3Y Basic Onsite Service after remote diagnosis with Hardware-Only Support-Disti SnS. Vendors shall deliver, unbox, configure, install, and dispose of all boxes off campus. All warranties will be handled by the vendor.

Vendors must be able to be onsite within 30 minutes of reported issue.

MONITORS

ACE would like quotes for 25-22” monitors. Minimum specifications shall be LCD Monitor - Flat - 1920 x 1080 - 22Inch - 5Ms response time - 100Hz refresh rate - 0.2493 x 0.241 - 3000:1 - 250 cd/m2 - 178/178

- 16:9 - NTSC 72% (CIE1931) - Anti-glare - 100 x 100 mm. Vendors shall deliver, unbox, configure, install and dispose of all boxes off campus. All warranties will be handled by the vendor. Vendors must be able to be onsite within 30 minutes of reported issue to handle warranties.

CLASSROOM AUDIO AMPS/MICROPHONES

ACE would like quotes for qty 5-additional teacher classroom audio systems. System shall include ceiling speakers, wiring bundles, amplifiers, and teacher pendant microphones. Vendors shall deliver, unbox, configure, install, and dispose of all boxes off campus. All warranties will be handled by the vendor. Vendors must be able to be onsite within 30 minutes of reported issue to handle warranties.

SPEAKER HORNS

ACE would like quotes for qty 8 external speaker horns. System shall include horns, cabling, installation, and configuration. Existing intercom system is Valcom. Vendors shall deliver, unbox, configure, install, and dispose of all boxes off campus. All warranties will be handled by the vendor.

Vendors must be able to be onsite within 30 minutes of reported issue to handle warranties.

MANAGED SERVICE FOR ELECTRONIC EQUIPMENT/NUTANIX SERVERS

ACE is requesting managed service on all switching/wireless equipment and Nutanix Servers. Provider must have a 24-7-365 Network Operation Center capable of monitoring and managing all equipment.

Please provide details of your Network Operation Center, number of staff managing NOC, capabilities of NOC and of network engineers performing services.

END OF REQUEST FOR PROPOSAL

Company:

ACE 2026 Technology Pricing Total Summary

Item Description Equipment Cost Installation Cost TOTAL COST

Interactive Panels Digital Surveillance Teacher Laptops Mini PCs Monitors Classroom Audio Amps/Microphones Speaker Horns Managed Service for all Electronic Equipment/Servers

PROJECT TOTAL COST