TCSS_FY27_Chromebook_RFP (2).pdf

Troup County School System — FY27 Student Chromebook RFP Page 1 of 11

TROUP COUNTY SCHOOL SYSTEM

100 North Davis Road, LaGrange, Georgia 30241

REQUEST FOR PROPOSAL

Student Chromebook Devices — FY27

Issuing Entity Troup County School System (TCSS) RFP Issue Date 6-4-26 Questions Due 6-12-26

Proposals Due 6-26-26 2PM EST — LATE PROPOSALS WILL NOT BE

ACCEPTED

Submit To stansburygw@troup.org Procurement Contact Gary Stansbury — stansburygw@troup.org — [706-812-7979] Anticipated Award TCSS Board of Education meeting, July 2026

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Table of Contents

1. Introduction and Background

2. Scope of Work and Estimated Quantity

3. Minimum Technical Specifications (Mandatory — Pass/Fail)

4. Licensing and Enrollment

5. Warranty and Accidental Damage Protection (ADP)

6. Cost Proposal Requirements

7. Evaluation Criteria and Award

8. Proposal Submission Requirements

9. Procurement Schedule

10. Terms, Conditions, and Required Certifications Appendix A — Specification Compliance Matrix Appendix B — Pricing Form Appendix C — References Appendix D — Required Certifications (Checklist)

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1. Introduction and Background

Troup County School System (“TCSS” or the “District”) is a public school district serving approximately 23 schools in and around LaGrange, Georgia. TCSS is soliciting competitive proposals from qualified vendors to supply student ChromeOS devices (“Chromebooks”) and associated licensing, enrollment, and warranty/accidental-damage protection (“ADP”) services for its Fiscal Year 2027 (FY27) device refresh.

Purpose and lifecycle context. TCSS issues student devices at two grade-entry points — 2nd grade and 9th grade. A device deployed in 2nd grade is expected to remain in active student service through the end of 8th grade (approximately seven school years) before the 9th-grade refresh. In addition, devices retired from primary student assignment (including those collected from graduating seniors) are returned to the District’s spare pool, which supplies loaners for lost/in-repair units and the device fleet used for standardized testing. As a result, devices must remain serviceable and supported well beyond their initial assignment.

These lifecycle realities make device longevity — specifically memory capacity, ChromeOS Auto Update Expiration (“AUE”) date, durability, and battery-inclusive warranty coverage — material to total cost of ownership. The minimum specifications and evaluation criteria in this RFP reflect those priorities while keeping acquisition cost the most heavily weighted factor.

Award basis. This is a best-value procurement. Award will be made to the responsive, responsible proposer whose proposal provides the best overall value to the District based on the weighted evaluation criteria in Section 7 — not necessarily the lowest price.

2. Scope of Work and Estimated Quantity

The selected vendor shall furnish and deliver new (not refurbished) ChromeOS devices meeting or exceeding the minimum specifications in Section 3, together with the licensing, enrollment, and warranty/ADP services described herein.

Item Description

Estimated quantity Approximately [2,000–2,300] devices. Final quantity to be confirmed at award. Quantities are estimates only; TCSS does not guarantee any minimum or maximum.

Delivery location 100 North Davis Rd, LaGrange, Georgia 30241

Required delivery Complete delivery no later than 10-1-26. State your firm lead time (business days ARO) in your proposal.

Optional services State pricing for optional value-add services if available: custom imaging/enrollment (zero-touch)

Additional purchases TCSS may, at its sole option, purchase additional units at the proposed unit pricing for [12] months following award, subject to written vendor confirmation of price/availability.

3. Minimum Technical Specifications (Mandatory — Pass/Fail)

Each proposed device must meet or exceed every minimum specification below. Specifications are mandatory and pass/fail: a proposal offering a device that fails to meet any minimum may be deemed non-responsive. Vendors must complete the Specification Compliance Matrix (Appendix A) and may propose superior specifications, which will be considered under the Technical Merit criterion (Section 7).

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Attribute Minimum Requirement

Operating system ChromeOS. Device must be a current Google-approved ChromeOS device listed on Google’s Auto Update policy page.

Form factor Convertible 2-in-1 (360° hinge) with touchscreen; education-grade design.

Display 12.0–12.3 in. class, minimum WUXGA (1920 × 1200) resolution, IPS, multi-touch.

Processor Performance equal to or exceeding MediaTek Kompanio 540 or Intel N150 class. State exact SoC proposed.

Memory (RAM) Minimum 8 GB. (4 GB devices will be deemed non-responsive.)

Storage Minimum 64 GB (eMMC/UFS).

Auto Update Expiration

(AUE)

AUE date no earlier than June 2034. State the exact published AUE date for the proposed platform. (Later AUE scores higher under Section 7.)

Wireless Wi-Fi 6E minimum (Wi-Fi 7 preferred); Bluetooth 5.2 or later.

Cameras User-facing camera (720p min.) and world-facing camera for tablet/2-in-1 use.

Battery Sufficient for a full school day (target ≥ 10 hours typical use). Battery must be covered by the warranty/ADP for the full term (Section 5).

Durability Education-grade ruggedization; MIL-STD-810H (or equivalent) tested;

spill-resistant keyboard; reinforced/drop-resistant chassis. State drop/spill ratings.

Ports & charging Minimum two USB-C ports supporting charging and display; USB-C power delivery charging.

Keyboard U.S. English; spill-resistant; mechanically anchored/anti-tamper keys preferred for student fleets.

Management Supports Chrome Education Upgrade management and Google Zero- Touch Enrollment.

Weight Reasonable for elementary use (target ≤ 3.2 lb). State weight.

4. Licensing and Enrollment

• Chrome Education Upgrade license: Provide one Chrome Education Upgrade license per device, priced as a separate line item. State whether the license is perpetual and whether it is transferable/reusable across a future refresh.

• Zero-Touch Enrollment (ZTE): State pricing and process for zero-touch pre-provisioning so devices auto-enroll into the TCSS domain on first boot.

• Compatibility: All devices and licenses must be compatible with the District’s existing Google Workspace for Education environment.

5. Warranty and Accidental Damage Protection (ADP)

Because devices remain in service for many years (including reuse in the spare and standardized-testing pools), warranty and ADP coverage — and battery coverage in particular — are significant.

Vendors must price the following and disclose all terms:

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• Two coverage terms, separately priced: Provide per-device pricing for BOTH a 4-year and a 5-year warranty/ADP term so TCSS can evaluate either.

• Accidental Damage Protection: Coverage must include accidental damage (drops, spills, cracked screens) and repair up to the full replacement value of the unit.

• Battery coverage: Battery coverage must be explicitly included for the full warranty term. State this clearly; “defects only, excluding battery” coverage is not acceptable.

• Claim terms: Disclose any per-incident deductible, any annual or lifetime claim limits, and the process for filing claims.

• Service model & turnaround: State depot vs. on-site service, typical repair turnaround time, and whether advance-replacement or spare-unit buffer options are available.

• Parts availability: Confirm availability of replacement parts (including batteries and screens) through the device’s AUE date.

6. Cost Proposal Requirements

Vendors must complete the Pricing Form (Appendix B) and provide fully itemized per-device pricing in the format below so proposals can be compared on an equal, all-in basis. Bundled or non-itemized pricing may be deemed non-responsive. Pricing must be held firm through 7-31-26. TCSS is a tax-exempt governmental entity; do not include sales tax.

Cost Element Per Device Extended

a. Device hardware (per specs) $________ $________

b. Chrome Education Upgrade license $________ $________

c. Zero-Touch Enrollment (if any) $________ $________

d. Warranty/ADP — 4-year term (battery incl.) $________ $________

e. Warranty/ADP — 5-year term (battery incl.) $________ $________ ALL-IN per device, 4-year (a+b+c+d) $________ $________ ALL-IN per device, 5-year (a+b+c+e) $________ $________

f. Optional services (tagging, imaging, kitting, freight) — itemize $________ $________

• State your firm lead time (business days ARO) and any freight, handling, or restocking charges separately.

• Disclose any cooperative-purchasing contract (e.g., state of Georgia / national cooperative) under which this pricing is offered, if applicable.

7. Evaluation Criteria and Award

Proposals meeting the mandatory minimum specifications (Section 3) will be evaluated by a TCSS committee on a 100-point scale, proposals that do not will not be considered. Cost is the most heavily weighted single criterion. TCSS reserves the right to award the contract based on what it determines to be in the best interest of TCSS.

Evaluation Criterion Points Basis

Cost (all-in per-device, evaluated on the awarded term) 50

Lowest compliant all-in price = full points; others pro-rated (see formula below).

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Evaluation Criterion Points Basis

Warranty & ADP strength 15 Term options, explicit battery coverage, claim limits/deductibles, turnaround, parts availability.

Device longevity — AUE 15 Later published AUE date scores higher (minimum June 2034 to qualify).

Technical merit 10

Specifications at/above minimums; RAM/storage headroom; performance;

build quality; evaluation-unit assessment.

Vendor qualifications & support 5 K-12 references, support/RMA model, financial stability, responsiveness.

Delivery & lead time 5 Ability to meet required delivery; stated lead time;

availability.

TOTAL 100

Cost scoring formula.

Cost points = (lowest compliant all-in per-device price ÷ proposer’s all-in per-device price) × 50.

Other criteria are scored by committee consensus against the stated basis. The minimum specifications in Section 3 are pass/fail and are not separately scored. TCSS reserves the right to request evaluation/demonstration units, check references, reject any or all proposals, waive minor irregularities, and award in the best interest of the District.

8. Proposal Submission Requirements

Each proposal must include the following, in order:

• Cover letter signed by an authorized representative, including company name, contact, and validity period of the offer.

• Technical response: proposed device make/model/SKU, full specifications, and exact published AUE date.

• Completed Specification Compliance Matrix (Appendix A).

• Completed Pricing Form (Appendix B), fully itemized per Section 6.

• Warranty/ADP documentation showing terms, battery coverage, deductibles, and service process.

• At least three (3) K-12 or public-sector references of similar scope (Appendix C).

• Lead time / delivery commitment and any cooperative-contract reference.

• All required certifications and affidavits per Section 10 / Appendix D.

• Optional: one (1) evaluation unit upon TCSS request.

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Submission Detail Requirement Format / copies 1 signed electronic copy

Deadline 6-26-26, 2:00PM ET. Proposals received after the deadline will not be considered.

Delivery method Email, stansburygw@troup.org

Questions Submit in writing to the Procurement Contact by 6-12-26.

Answers issued via written addenda to all proposers.

9. Procurement Schedule

All dates are targets and subject to change by written addendum. Set the issue date to allow your required minimum response window per district policy, and align the award date to the July [YEAR] Board meeting; account for the vendor lead time (the comparable devices quote roughly 60 business days ARO) when setting the required delivery date.

Milestone Date RFP issued 6-4-26 Written questions due 6-12-26 Addenda / answers posted 6-19-26 Proposals due 6-26-26 — 2:00PM ET Evaluation / demo units / references 6-5-26 through 6-19-26 Board of Education approval July 2026 regular meeting Notice of award / PO issued 7-17-26 Required delivery complete 10-1-26

10. Terms, Conditions, and Required Certifications

• This RFP does not obligate TCSS to award a contract or to pay any cost incurred in preparing a proposal.

• TCSS reserves the right to accept or reject any or all proposals, in whole or in part, and to waive minor irregularities.

• Proposals and resulting contracts are subject to the Georgia Open Records Act; mark any claimed trade-secret material accordingly.

• Only written addenda issued by TCSS are binding; oral statements are not.

• TCSS is tax-exempt; pricing shall exclude sales/use tax. Payment terms: Net 30 unless otherwise stated by the District.

• The selected vendor must comply with all applicable federal, state, and local laws and TCSS

Board policy.

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Appendix A — Specification Compliance Matrix

Vendor must state, for each attribute, the proposed value and whether it Meets/Exceeds the minimum.

Attribute Proposed Value (state exactly) Meets / Exceeds Make / Model / SKU Operating system & Google-list status

Form factor

Display size & resolution Processor (exact SoC)

RAM

Storage

AUE date (exact)

Wi-Fi / Bluetooth

Cameras

Battery life Durability rating (MIL-STD, drop/spill)

Ports & charging

Keyboard Management / ZTE support

Weight

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Appendix B — Pricing Form

Complete in full. All-in lines must equal the sum of their components. Tax-exempt — do not include sales tax.

Cost Element Per Device Extended (× qty) Proposed device (make/model/SKU):

a. Device hardware $________ $________

b. Chrome Education Upgrade license $________ $________

c. Zero-Touch Enrollment $________ $________

d. Warranty/ADP — 4-year (battery incl.) $________ $________

e. Warranty/ADP — 5-year (battery incl.) $________ $________ ALL-IN per device — 4-year (a+b+c+d) $________ $________ ALL-IN per device — 5-year (a+b+c+e) $________ $________

f. Optional services (itemize): ____________________ $________ $________ Lead time (business days ARO): ________ | Pricing firm through: ________

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Appendix C — References

Provide at least three (3) K-12 or public-sector clients of comparable scope.

# Organization Contact / Title / Phone / Email

Scope & approx. device count

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Appendix D — Required Certifications (Checklist)

• Signed proposal cover letter / authorized signatory

• E-Verify / Georgia Security and Immigration Compliance affidavit (if applicable)

• Non-collusion affidavit

• Debarment / suspension certification

• W-9 and vendor registration

• Acknowledgment of all addenda

• Certificate(s) of insurance per District requirements