REQUEST FOR PROPOSAL
Fiscal 2008-2009
The
Proposals must be addressed and delivered to:
Proposals will be opened on Tuesday, October 2, 2008 at 2:00
p.m. All bids will be read aloud and the public is invited to attend.
Attendance is strongly recommended. THE
Section II. Purpose,
Background, Intent
The purpose of this proposal is to establish a purchase
agreement between the
It is the intent of the
Section III.
Instructions to Responders
Three (3) copies of the proposal must be submitted. Proposals must be addressed and delivered to:
No later than
1. No telephone or
facsimile proposals will be considered. LATE BIDS WILL BE MARKED WITH THE TIME
AND DATE RECEIVED AND RETURNED UNOPENED. The
2. The school district reserves the right to conduct discussions with all responders, including the responder who appears to have been selected, and to request additional information or documentation prior to an official award.
3. The award shall be made to the responder whose proposal is determined to be the most advantageous to the district and which takes into consideration the evaluation factors set forth in the RFP. Bids will be evaluated based on service, components and adherence to specifications, proximity to the school District, and price. Cost, although a consideration, will not be the sole determining factor.
4. Proposals must be submitted on the Document Camera and LCD Projector Bid Worksheet provided. Attachments (letters, references) are allowed.
5. Responders submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the District may be requested to give an oral presentation to a selection committee. Scheduling of these presentations will be arranged by the Purchasing Department. The selected responders may be asked to provide the District with one of the specified Document Cameras and LCD Projectors for evaluation and inspection for a period of up to one week at the time of the oral presentation or at another time scheduled by the district.
6. The District reserves the right to reject any or all proposals of any part thereof, or to withhold the award and waive or decline to waive irregularities in any proposal when it is determined to be in the District’s best interest.
7. The successful responder is expected to enter into a Standard Agreement approved by the Board of Education.
8. The successful responder will be required to submit one (1) set of technical manuals for the system described in this RFP.
9. The District requests contract pricing be extended to the
Section IV.
Additional Instructions to Responders: Costs
1. The successful responder is expected to provide documentation showing the vendor’s delivered cost for any and all components. The unit cost should be based on the vendor cost plus a fixed percentage of profit. Responders agree that the end cost to the District shall not exceed the process quoted in this RFP during the term of this contract. The District shall not be responsible for freight charges from factory to the vendor.
2. Responders shall provide a minimum of a five (5) year warranty for the Document Camera and a minimum of a three (3) warranty for the LCD Projector as noted in section V of the RFP.
3. Each responder shall list the manufacturers’ and model numbers of each component specified in the specification in section V of the RFP.
4. Cognizant of the continual change and evolution of computer technology, the District reserves the right to upgrade individual components of each system in order to accommodate said changes. The successful responder shall: 1) agree to sell new and current state-of-the-art components to the District under the same profit percentage quoted in the RFP, and 2) be willing to share knowledge pertaining to changing computer technology and to work with the District to advantageously stay abreast of technology impacting educational institutions. The District price of unit may be adjusted upward when the District requests upgrades based on new technology.
5. The vendor must notify the District of any part modification or substitution. The District reserves the right and will return all unauthorized substitutions.
6. The
Section V.
Specification and Scope of Products and Services to be Provided:
1. The
Document Camera
Key Features
True super extended graphics array (SXGA) output of 1280 x 1024
Light source is separated from camera head
Automatic focus
3x optical zoom, 6x mechanical zoom
Image freeze
Image capture and internal storage up to 64 JPEG images
Easy slideshow capability from remote or software
Split screen/picture-by-picture
Active VGA pass-through
Composite video output
USB 2.0 connection
PC and MAC compatible
Full screen software with control capability
5-year all-inclusive warranty on parts, labor, including lamp and gooseneck
Internal power supply
Kensington security slot and mounting screws
Internal Memory Auto Erase Mode for security purposes
Optics
Fixed lens F3.6; f=5.0mm
Shooting area 13.5” x 10.5”
Image
Capture device 1/3” CCD progressive scan
Effective pixels: 1280 (H) x 1024 (V)
Automatic focus
Frame rate: 15 frames per second
White balance: Auto
Exposure: Auto/Manual
Digital Zoom: 16x
Image modes: Normal/Film/Gray/Microscope
Gamma: Photo/Text
Image Flip: 180 degrees
Built-in storage: 64 JPEG images
RGB output: SXGA 69Hz/75Hz, XGA 60Hz/75 Hz; SVGA 60 Hz/75Hz selectable
Composite video output: NTSC/PAL selectable
Lighting
CCFL: Built-in; one cold cathode lamp (bulb life 20,000 hours)
Input
VGA in
Output
VGA: HD 15-pin female
DVI: DVI-I Digital and Analog Receptacle Connector
Composite Video: RCA jack
USB: Standard USB socket Type B
RS 232: D-SUB 9-Pin Male
Power
Power Source: 100-240 V AC
Consumption: 18 W
Dimensions
15.76 (L) x 5.53 (W) x 14.19 (H) inches
Weight: 4.85 lbs
Accessories
Power Cable
RS232 adapter
DVI to VGA adapter
VGA cable
USB cable
Composite video cable
Remote control
User Manual (CD)
Microscope adapter
Storage Bag/Carrying Bag
Software
Full Screen software SEE II Deluxe (PC and Mac)
LCD Projector
Technology Details
0.6” LCD Panel
Lamp Type
190 W DC
150 W Eco-Mode
Lamp Life
2000 hours Normal Mode
3000 hours Economy Mode
Focal Length
18.9mm to 22.7mm
Projection Methods
Front
Rear
Ceiling
Video Signals
NTSC 4.43
PAL M, N, 60
SECAM
Control Mediums
Remote Control
Audio
1W Mono Speaker
Image Information
Brightness: 2000 Im Standard Mode
1600 Im Low Brightness Mode
Native Resolution
800 x 600 – SVGA
Display Modes
1024 x 768 XGA Supported
1600 x 1200 UXGA Supported
1400 x 1050 SXGA + Supported
1280 x 1024 SXGA Supported
800 x 600 SVGA Native
640 x 480 VGA Supported
Projection Distances
2.3ft to 36.4ft
Digital Image Size
300”
Contrast Ratio
600:1
Throw Ratio
1.5 to 1.8
15 kHz to 100 kHz Horizontal
50 Hz to 120 Hz Vertical
Interface/Ports
1 x HD DB-15 – Video
1 x RCA – Video
S-Video
1 x RCA (Left/Right)-
VGA
RS-232-
Power Description
100 V AC to 240 V AC
Physical Characteristics
4.4” Height x 12.2” Width x 10.2” Depth
Weight: 6.4lbs
Carrying Case
SPECIAL WARRANTY
REQUIREMENTS
A minimum of 5 years warranty is required for all parts on
the Document Camera and a minimum of 3 years warranty on all parts excluding
the bulb on the LCD Projector purchased under this agreement. Additionally,
there is to be 100% no-charge replacement cost for parts and a no-labor charge
to replace items that are still under warranty. The warranty replacement shall
be done at the
Section VI. RFP
Criteria and Format
In order to be considered as a responsible vendor, each vendor must provide the following information in addition to all other components of this RFP.
1. A cover letter signed by the firm’s authorized principal agent which includes the responder’s understanding of the service to be provided and a general statement asserting why this firm should be selected.
2. Provide proof (with reply) your company has been in business for the past three (3) years.
3. Provide company prospectus showing continued financial growth during the past three (3) years.
4. Provide the names and phone numbers of purchasing professionals at 3 different companies who have purchased at least 20 Document Cameras and 30 LCD projectors from your company.
5. Each responder must have trained (certified) service technicians on staff.
6. Each successful responder company will have their own internal repair facility or a qualified, nationally recognized sub-contractor to provide warranty repair services and will provide a profile of the service sub-contractor, if any, which the company intends to use.
7. Cost sheets provided for Document Cameras and LCD Projectors with this RFP. Respond to the costs and other item requested in Document Camera and LCD Projector Bid Worksheet.
8. How the responder plans to deliver the Document Cameras
and LCD Projectors to the
9. Provide a statement regarding the responder’s plan to stock replacement parts for the system listed in this RFP. Items of interest include: power supplies, bulbs etc.
10. Specify statement regarding response time to warranty service repairs, indicate proposed response time to onsite service calls and a proposed turnaround time for depot repair items.
11. Describe firm’s complete warranty package to be offered the District and costs.
Section VII. Award
for Evaluation Criteria
Proposals will be evaluated on the following basis and in order of relative importance:
1. Experience: Demonstrated competence in implementing a
master purchase agreement (as described in this RFP) with other firms or
institutions similar to the
2. Schedule: Ability to meet proposed schedule.
3. Resources: General overall stability of the firm. Appropriate facilities and sufficient personnel and management to provide “in-house” services. Financial stability of the company.
4. Responsiveness: Overall responsiveness of the responder to RFP requirements.
5. Geographical
location: Proximity to the
6. Costs: Total costs from cost sheets (Document Cameras and LCD Projectors).
7. Ability to provide products compatible with District specifications.
8. Ability to fully
comply with the
9. Other Factors: Other factors or suggestions from responders will be considered.
10. Quality of service and experience of subcontractors or services suppliers, if any.
11. Oral presentation (if required).
Please complete the following to help us determine your firm’s service capacity:
Number of support staff (AR location only): ___________________________
Other Location________________________________
How long will the
Describe the qualification of your support staff: ________________________________________________________________________
Is your firm a factory authorized service center for all equipment bid? _____________________
Name and location of nearest
Hours service is available: ________________________________________________________
Describe your return procedures: ___________________________________________________
Is on-site service available to the
What company will provide this service? ____________________________________________
Describe quality control procedures that will be followed on all components: ________________________________________________________________________
________________________________________________________________________
Request for Proposal (RFP) –Computers
General Provisions
Payments
Terms of Payment
Discount period must be at least 30 days. The discount period will start upon date of completion of delivery of all items on a Purchase Order to other authorization certified by Controller, or upon date of receipt of properly prepared invoices covering such deliveries, whichever is later. Payment is deemed to be made, for the purpose of earning the discount, on the date of mailing the District’s check. It is understood and agreed that no additional charge shall accrue against the District in the event that the District does not make payment within any time specified by bidder.
Taxes
Contractor will enter state and local sales tax on invoice. Labor and materials prices are to be shown separately.
All billings shall be submitted to:
Use of District Name
Contractor shall not quote, paraphrase, or otherwise refer to or use any opinion of District, its officers, agents, or employees regarding Contractor or Contractor’s performance under this contract without prior written consent of Purchaser.
Cancellation of
Agreement
The District shall have the right to cancel this Agreement upon thirty (30) days advance written notice to the Contractor.
Modification to
Agreement
Any modification to this agreement shall be made and signed in writing and signed by each contracting party.
Standard Agreement
A contract shall be deemed to exist when a Standard Agreement has been signed by the Contractor and the District. A signed purchase order is a contract.
License and Permits
All license and permits required in connection with services under this Agreement are current, will be maintained throughout the terms of the contract, and shall be the responsibility of the Contractor.
Condition of Articles
Articles offered and furnished must be new and previously unused, and of manufacturer’s latest model, and assembled ready for use unless otherwise specified herein.
Deliveries
Time and manner of delivery are essential elements of performance. Unless otherwise specified, supplier is responsible for delivery and shall pay all costs for delivery. Shipments are to include a packing slip, and the District Purchase Order number shall appear on all cases and packages.
Contract
Interpretation
Should any question arise as to the meaning and intent of
the contract, the matter shall be referred to Purchasing, which shall decide
the true meaning and intent of the contract. The contract shall be deemed to be
made in, and shall be construed in accordance with the laws of the State of
Hold Harmless
Contractor shall indemnify and hold harmless the District, it officers, agents, and employees from every claim or demand made, and every liability, loss damage, or expense, of any nature whatsoever, which may be incurred by reason of: a) liability of damages for death or bodily injury to persons; injury to, loss or theft of property; or any other loss, damages or expense arising in accordance with the above, sustained by the Contractor upon or in connection with the work called for in this contract, except for liability resulting from sole negligence, or willful misconduct of the District, its officers, employees, agents or independent contractors who are directly employed by the District, and except for liability resulting from the active negligence of the District. b) Any injury to or death of persons or damage to property caused by any act, neglect, default of the /Contractor, or any person, firm, or corporation, including District, arising out of, or in any way connected with the work covered by this Agreement, whether said injury or damage occurs either on or off District property, if the liability arose from the negligence or willful misconduct of anyone employed by the Contractor, either directly or by independent contract, and not by the active negligence of the District. c) The Contractor, at its own expense, cost, and risk shall defend any and all actions, suits, or other proceedings that may be brought or institute against the District, its officers, agents or employees, on any such claim or liability, and shall pay or satisfy any judgment that may be rendered against the District, it officers, agents or employees in any action suit or other proceedings as a result thereof.
Failure to Deliver
If Contractor fails to deliver an article or service of the quality, in the manner within the time called for by the contract, the District may cancel the purchase order in whole or in part respecting any items affected by such default and may, whether such purchase order is canceled in whole or in part, and without notice to the supplier, purchase such article or service from any source and the price paid shall be considered the prevailing market price at the time of purchase, and if a greater price than that named in the contract be paid for such article or service, the excess price will be charged to and collected from Contractor or sureties on its bond if bond has been required.
Acceptance of
Delivery
Purchasing may reject any and all materials which are not in strict compliance with requirements of the specifications. Rejected articles shall be removed promptly from District premises at the vendor’s expense. Where required by law, contractor will include Material Safety Data Sheets with the delivery for applicable items. Failure to include MSDS’s for such items will constitute a material breach of contract and may result in refusal to accept delivery.
Contractor Evaluation
Contractor shall be evaluated by the District for work performance during the contract term.
Small Business
Preference
The
Bid Protests
If, prior to award of the contract, any bidder protests to the District concerning the District’s intent to award, the protesting bidder shall file with the District a full and complete written statement specifying the grounds for the protest within five (5) days after filing the protest. The statement must be sent by certified or registered mail, or delivered in person to the Superintendent or designee. The contract shall not be awarded until either the protest has been withdrawn or the District has resolved the matter.
Contract Disputes
Any dispute that arises under the terms of this Agreement and which is not resolved within a period of time mutually accepted by both parties shall be brought to the attention of chief executive officers of both parties for joint resolution. If resolution through these means is pursued without success, either party may seek resolution employing whatever remedies exist in law or equity beyond this Agreement.
Statement of
Compliance
Contractor’s signature affixed to this Agreement and dated shall constitute a certification under penalty of perjury that the Contractor has, unless exempted, complied with the nondiscrimination requirements.
Computer Bid Worksheet
|
Item |
Price per unit |
Freight (cost to school) |
Total Cost including Freight |
Profit Percentage Per unit |
Warranty |
Total Cost per unit to school |
|
30 Document Cameras |
|
|
|
|
|
|
|
30 LCD Projectors |
|
|
|
|
|
|
|
LCD Replacement Bulbs |
|
|
|
|
|
|
Describe maintenance agreement after warranty: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________