RFP Tech Surplus

Winston-Salem/Forsyth County Schools (WS/FCS) is seeking competitive proposals for a comprehensive technology surplus disposal project involving the sale and removal of retired employee laptops. The procurement opportunity encompasses 5,861 total laptops, specifically including 4,217 HP EliteBook 450 (7th and 8th generation), 990 Lenovo L15 Gen2, and 654 HP EliteBook 745 G3 models, all bearing WS/FCS logos. Vendors must provide a full 'turnkey' process that includes packaging, physical pickup of assets, comprehensive value assessment, complete data wiping using NIST 800-88 Standard Data Deletion services, and providing a formal certificate of data erasure. The evaluation process will prioritize offered price (50 points), proposed project scope of work (40 points), and required documentation (10 points), with the district emphasizing best overall value rather than simply selecting the highest financial offer. Proposals are due on Tuesday, July 22, 2025, at 12pm EST, to be submitted electronically to techrfp@wsfcs.k12.nc.us, with an expectation that all devices will be picked up within 4 weeks of bid award. Vendors must submit a comprehensive scope of work, total up-front payment amount, example data destruction certificate, and a minimum of three business references from comparable organizations.

The procurement opportunity encourages participation from Historically Underutilized Businesses (HUBs), specifically highlighting opportunities for minority, women, and disabled-owned businesses. While no specific set-aside percentages are mentioned, the district demonstrates a commitment to diverse vendor participation. The contract is contingent on fund availability, which suggests potential flexibility in the final award. Vendors must provide a complete list of serial numbers for the laptops being picked up, indicating a need for meticulous asset tracking and documentation. Although specific budget ranges are not explicitly stated, the volume of 5,861 laptops suggests a potentially significant transaction value. The district will require vendors to demonstrate comprehensive technical capabilities, professional references, and the ability to execute a secure, efficient technology asset disposition process. No incumbent vendors are identified in the documentation, presenting an open opportunity for qualified technology asset disposition firms.