RFP Desktops 2026_4042_001.pdf

McDuffie County Schools

REQUEST FOR PROPOSAL # 2026-4042-01

For

Desktop Computers

SEALED PROPOSALS TO BE DELIVERED TO:

McDuffie County Schools

Attn: Bradley Williamson, Senior Technology Specialist

716 N. Lee Street

Thomson, Georgia 30824

NO LATER THAN: June 1, 2026 at 10:00 A.M.

ALL PROPOSAL ENVELOPES SHALL BE CLEARLY LABELED WITH THE ABOVE

INFORMATION

RFP: 2026-4042-01 Page 2

REQUEST FOR PROPOSAL #: 2026-4042-01

Notice is hereby given that the McDuffie County School District will receive sealed proposals up to, but no later than 10:00 A.M. on June 1, 2026. Proposals will be opened and recorded on June 1, 2026, at 10:30 AM.

The DISTRICT is seeking to purchase Desktop Computer units. The total quantity is expected to be 200 units. Request for Proposals shall be delivered and addressed to:

Attn: Bradley Williamson, Senior Technology Specialist

716 N. Lee Street Thomson, Georgia 30824

Include on Label

RFP: 2026-4042-01

Any Bidder who wishes their proposal to be considered is responsible for making certain that their proposal is received in the Technology Department by the proper time. No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered unless specified. Proposals received after the scheduled Submittal Deadline will not be opened.

It is the responsibility of the Bidder to see that any proposal submitted shall have sufficient time to be received by the Technology Department before the Submittal Deadline. Proposals must bear original signatures and figures.

McDuffie County Schools reserves the right to accept or reject any or all bids or combination of bids and to waive any informality in bidding as deemed to be in the best interest of the District.

No objections concerning the application, meaning, or interpretation of these specifications will be considered after the opening of the subject proposals.

RFP: 2026-4042-01 Page 3

INTRODUCTION

McDuffie County Schools seeks proposals for the equipment as described herein. The District is a public school district of the State of Georgia, with an enrollment of approximately 3,200 students in 5 schools. The District is interested in seeking equipment proposals for Desktop Computer units meeting the specifications listed below (or equivalent).

Specifications – Please list and price each section separately.

1. Minimum Hardware Specifications:

Processor: Intel i5, CPU benchmark rating of 3000 or higher Memory: 16GB DDR4 SSD: 250 GB NVMe SSD 3.5mm Audio Output LAN port (No WiFi) Non-proprietary hardware USB ports System Power Cord

2. Prep and White Glove Service (Please list and price separately. McDuffie County Schools reserves the right to buy devices with or without this service.)

a. License, Windows 11 Pro Standard NAO DFR OLC OA3, PQ3-00027

b. Load McDuffie County System image

c. Label each “Property of McDuffie County Schools” and serial number

Provide district with (Excel) file containing the following information for each desktop unit:

d. Device name and model number

e. Serial number

f. School name

3. Accessories and Warranty

a. Wired Keyboard

b. Wired Mouse

c. Mousepad

d. 5-year warranty

4. Delivery Parameters:

a. Lift Gate Service Delivery at five locations

b. Must include information on available inventory and expected delivery date upon placement of order. A guaranteed order delivery date is requested.

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PROCUREMENT SCHEDULE

First Advertisement Run Date: May 1, 2026 Deadline for Questions from Proposers: May 20, 2026 at 4:00 P.M.

Answers to Questions posted by: May 25, 2026 at 4:00 P.M.

Proposal Due Date: June 1, 2026 at 10:00 A.M.

Expected Date for Vendor Selection: June 8, 2026

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INSTRUCTIONS FOR PROPOSERS

A. Examination of Proposal Package and Questions Proposers should closely examine and thoroughly analyze all the documents in this Request for Proposal, # 2026-4042-01 (“Proposal Package”). Questions or requests for clarification of these documents, and of bid conditions and specifications, must be submitted by email to williamsonb@mcduffie.k12.ga.us by May 20, 2026 at 4:00 P.M. All questions will be answered via email by May 25, 2026 at 4:00 P.M. Any interpretation or correction of the Proposal Package will be made solely by means of written addendum(s) issued by the District. Each Proposal shall include specific acknowledgement in the space provided of receipt of addenda issued during the solicitation period. Failure to do so may result in the Proposal being rejected as non-responsive. A copy of addendums will be posted on the District’s website at www.mcduffie.k12.ga.us within the Request for Proposals section. No person is authorized to make any oral interpretation of any provision in the contract documents to any Proposer, and no Proposer is authorized to rely on any such unauthorized oral interpretation. Proposers are hereby placed on notice that they may not contact any other District employee, officer or representative regarding this Proposal process other than the regular mail or email notification process described above.

B. Preparation and Submission of Proposal All proposals shall be submitted in sealed envelopes bearing on the outside of the sealed envelope, the name of the Proposer and name of the project for which the Proposal is submitted, including “Request for Proposal # 2026-4042-01”. Any Proposal received after the scheduled closing time for receipt of Proposals will be rejected as untimely and unopened.

Parties submitting Proposals are solely responsible for complying with Proposal submission deadlines and Proposal packet identification requirements. The District will not be responsible for untimely Proposal packet submissions or Proposal packets that are not properly identified as required above. Any Proposal submitted that fails to conform to this Proposal Package, and all related documents, may be rejected at the sole and complete discretion of the District.

C. Cancellation, Rejection, Waiver of Informalities The District reserves the right to waive any immaterial irregularities in Proposals or to deem Proposals non-responsive based on any irregularity, regardless how minor, in its sole and complete discretion. The District reserves the right to cancel this Proposal Package at any time.

RFP: 2026-4042-01 Page 6

D. Erasures, Inconsistent or Illegible Proposals The Proposal submitted must not contain any erasures, interlineations, or other corrections unless each such correction is suitably authenticated by affixing in the margin immediately opposite the correction, the signature of the person signing the Proposal.

In the event of inconsistency between words and figures in the Proposal price, words shall control figures.

In the event the District determines that any Proposal is unintelligible, inconsistent or ambiguous, the District may reject such Proposal as not being responsive to the invitation to Proposal. No erasures or corrections may be made after the scheduled closing time for receipt of Proposals.

E. Modifications Changes or additions to the Proposal form, recapitulations of the work, alternative proposals, or any other modification of the Proposal form that is not specifically called for in the RFP documents may result in the District’s rejection of the Proposal as not being responsive to the Proposal Package. No oral or telephonic modification, if any, will be considered.

F. Signatures The required Proposal forms must bear the original signature in longhand of the person duly authorized to sign and submit such documents on behalf of the party submitting the Proposal.

G. Non-Discrimination It is the policy of the District that in connection with all work performed under the contract, there will be no discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age, marital status, sexual orientation, physical disability, mental disability, or medical condition. The vendor agrees to comply with applicable Federal and Georgia laws including, but not limited to, The Georgia Fair Employment Practices Act.

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CONTENTS OF PROPOSAL SUBMISSION

A. Cover Letter Identifying the Firm and Its Business Include name of company, address, telephone number, fax number, type of company (i.e., corporation, partnership, etc.), Georgia Registration Number and name of principal contact.

Provide a brief history of the organization, including: (1) number of years in business; (2) senior member(s) and length of association; and (3) whether the organization has gone by a different name while under substantially the same management.

B. Completed Proposal Form

C. List of References

Provide a list of three Georgia Public School Systems being served by Proposer or that have been served by the Proposer within the last five (5) years. Include names and telephone numbers of individuals the District may contact for each reference.

The District may contact one or more customers of a party submitting a Proposal for reference-checking purposes. At its option, the District may choose to eliminate any or all Proposals from further consideration after evaluation of references.

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PROPOSAL EVALUATION CRITERIA AND SCORING SYSTEM

Awards will be made to the lowest responsible bidder(s) whose bid or proposal meets the requirements and criteria set forth by the school system, taking into consideration quality, performance, and the time specified in the Proposal for the performance of the contract.

Contracts shall be awarded to the person or entity that submits the best overall proposal as determined by the awarding authority.

1. Organizational Strength (Up to 20 points)

a. Experience in performance of comparable work or delivery of comparable goods

b. References

2. Proposal submission – Quality (Up to 20 points)

a. Conformance, and completeness relative to the description given in the RFP

b. Compliance with Technical Requirements

3. Production/Inventory/Delivery (UP to 25 points)

a. Time proposal from order to delivery

4. Price Proposal (Reasonableness of Cost) (Up to 35 points)

(For a total of 100 points possible)

DETERMINING THE SUCCESSFUL COMPANY

The McDuffie County School District reserves the right to accept any proposal which it deems most favorable to the interest of the District and to reject any or all proposals or any portions of any proposal submitted which, in its sole opinion, is not in the best interest of the District. This includes moving to a lower ranked vendor should the top-ranked vendor be unable to deliver in a timely manner.

RFP: 2026-4042-01 Page 9

REQUEST FOR PROPOSALS # 2026-4042-01

Desktop Computers

Proposal will be received until date and time specified in Proposal Package.

TO: McDuffie County Schools

In compliance with your request for Proposals, and in strict accordance with the plans and specifications, the undersigned hereby proposes to furnish Desktop Computers to District the following sum: (Costs based on minimum of 200 units).

Individual 200 Units

Cost of Desktop Units

Cost of Prep Service/Accessories

Shipping

Total Cost

RFP: 2026-4042-01 Page 10

PROPOSAL FORM (Continued)

All Proposals shall clearly and distinctively written and submitted WITHOUT ERASURES OR

INTERLINEATIONS.

The undersigned agrees that upon written notice of the acceptance of this Proposal, to execute the Agreement in accordance with the Proposal.

The undersigned has carefully examined in the specifications of equipment and is familiar with the specifications for this project and acknowledges their sufficiency. The specifications are provided primarily as a guide to the vendor as to the nature and scope of work and are not to be construed as limiting the vendor in his responsibility to the Proposal on this bid.

The undersigned has checked carefully all of the above figures and understands that the District will not be responsible for any errors or omissions on the part of the undersigned in making up this Proposal and that all Proposals may be held for not more than ninety (90) days.

(If a Corporation, the Proposal must be signed by the President and Secretary or other duly authorized officials.)

Firm Name:

Signature:

Title:

Address:

Phone:

Fax:

Date:

Vendor’s License No.:

Owner’s Name:

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STATEMENT OF EXPERIENCE

Request for Proposals # 2026-4042-01

1. Name of Firm:

2. Address of Firm:

3. Telephone:

4. Fax

5. Age of Firm:

6. License

Have you ever failed to complete any work awarded to you? If so, note when, where and why:

Please indicate the earliest date that your firm can have the aforementioned Desktop Units and accessories prepped and delivered to our district once an order has been submitted. Include information on currently available inventory, if available. Upon placement of an order, a guaranteed delivery date will be required.

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REFERENCES

Reference 1:

Name of Public School System:____________________________________________________________

Address:______________________________________________________________________________

City/State/Zip:_________________________________________________________________________

Contact Person’s Name:_________________________________________________________________

Contact Person’s Phone # and Email:_______________________________________________________

Date of Services performed:______________________________________________________________

Reference 2:

Name of Public School System:____________________________________________________________

Address:______________________________________________________________________________

City/State/Zip:_________________________________________________________________________

Contact Person’s Name:_________________________________________________________________

Reference 3:

Name of Public School System:____________________________________________________________

Address:______________________________________________________________________________

City/State/Zip:_________________________________________________________________________

Contact Person’s Name:_________________________________________________________________