TROUP COUNTY SCHOOLS REQUEST FOR PROPOSALS TO PURCHASE COMPUTERS AND SERVICES FOR THE SPLOST IV TECHNOLOGY RENEWAL PROJECT - PHASE II
TROUP COUNTY SCHOOLS LAGRANGE, GEORGIA
1
The Troup County School Board is requesting a proposal from interested and qualified distributors and service providers of Dell desktop and laptop computers to provide pricing for equipment and services for the following:
1,509 desktop computers with the following configuration. o
Optiplex 3020 Dell Optiplex 3020 SFF Genuine Windows 7 Professional Intel Core i5-4570 8GB RAM Dell USB Keyboard Dell USB Mouse 500GB 7200 RPM HDD DVD-RW 20” E2014H LCD Monitor Internal Speaker 3 Year NBD warranty
323 laptop computers with the following configuration: o
Latitude E5540 Dell Latitude E5540 Laptop 15.6 1920x1080 LCD Genuine Windows 7 Professional Intel Core i5-4200U 8GB RAM 320GB 7200 RPM HDD DVD-RW 802.11g/b Wireless Bluetooth AC Adapter E-Port Plus Docking Station Laser Etching of County Logo on Lid and Phone number on bottom 3 Year NBD warranty
The vendor of choice will be required to image all computers with a Windows 7 image provided by Troup County Schools prior to installation and setup. The image provided by Troup County Schools will be on like hard drive media.
The vendor of choice will provide installation and acceptance testing of all defined desktop computers into pre-defined classrooms or administrative locations within the designated building. Troup County Schools will work with the vendor of choice to create the installation schedule by location. This installation schedule must not conflict with currently scheduled summer activities, special projects and normal cleaning schedules at any location. Individual school maps designating
2
room numbers and distribution counts of computers within each location will be provided by Troup County Schools.
Each computer will need to be installed at the designated location. Upon startup, each computer will need to be logged into the Troup County Schools network with a user and password specified by Troup County Schools. After logging in successfully to the network, the vendor will need to set a workstation name in accordance with the Troup County Schools’ naming convention. Next, the Troup County Schools’ management software client, Zenworks Configuration Management desktop client, will need to be installed. This will consist of running a single executable file and then re-logging in once the installation is completed and the workstation reboots.
The vendor of choice will be required to remove and relocate the replaced equipment to a designated storage area at each building. All relocated equipment will be sorted by monitors, computers, keyboards, mice.
The vendor will be required to remove and dispose of all boxes, packing, styrofoam, plastic or any other packaging material from the new computers.
The vendor will need to supply their own carts with rubber, air filled, wheels (not plastic) for moving existing and new equipment around. Protecting the floors of the school is of utmost importance.
All existing equipment to be removed will be clearly marked with a sticker, vendor will make that only marked equipment is removed.
The Troup County School Board plans to select the most qualified business partner to enter into an agreement with for the above referenced project. All interested parties must provide as qualification, a minimum of 3 references reflecting successful completion of similar projects within the last 5 years that were equal in size and scope of this project. Reference data should provide Troup County Schools: contact names, addresses, telephone numbers and where possible email addresses at a minimum. Responses must be received by Joshua Moneypenny, Director of Technology, Troup County Schools, 100 North Davis Road, Building A, LaGrange, GA. 30241 on or before 12:00 P.M. Eastern Standard Time on April 3, 2014, after which time submitted responses may no longer be accepted. Late responses that are not accepted will be informed as such and may not be considered.
To be accepted, all responses must be submitted electronically via email to Joshua Moneypenny, Director of Technology, at
[email protected]. Written or Oral responses are not acceptable. Project selection timeline:
3
Proposals Due: April 3, 2014.
Board of Education Approval: Estimated as April 17, 2014 . Please direct all questions regarding this RFP and the program it represents to: Joshua Moneypenny Troup County Schools 100 North Davis Road Building A LaGrange, GA 30241 Phone: (706) 812-7979 Cell: (706) 594-9854 The Troup County School System reserves the right to select or reject any and all responses as a result of the request for qualifications and references. The Troup County School System is not liable for any costs incurred by any person or firm responding to this Request for Qualifications. Submitting firms should not contact any members or employees of the Troup County Board of Education except Mr. Moneypenny.
4
GENERAL INFORMATION 1.
Proposal Format:
Proposals must be submitted in the format outlined in this document. Prior to actual evaluation, each proposal will be reviewed to determine whether or not it is complete. Proposals that do not contain the information requested will not be considered. Respondents shall use the prescribed format to clearly indicate their experience and qualifications. 2.
Responsibility
The selected firm will be required to assume total responsibility for all services offered in their proposal. The selected firm will be considered the prime contractor and the sole point of contact.
SELECTION PROCESS
Phase I- Proposal Evaluation Interested firms responding to this proposal must provide the information required to meet the criteria contained in “Response Format and Contents”. Proposals will be evaluated to choose the most highly qualified solution. The following criteria will be considered in choosing the most highly qualified contractor: 1. 2. 3. 4.
Firm History & Capability with Troup County Schools or like customers Relevant Experience and Track Record Project Personnel Price
Phase II- Interviews The firm or firms chosen as a result of the Phase I evaluation process may, at the discretion of Troup County Schools, be asked to participate in oral interviews. Following these interviews a recommendation will be made to the Board of Education for review and approval. Negotiation and Agreement Acceptance Upon completion of Phase II and the determination that the project is feasible and acceptable to the Troup County Board of Education, an agreement will be executed between the selected firm and the Troup County School System.
5
RESPONSE FORMAT AND CONTENTS Responses must be submitted in the format outline in this section. Each response will be reviewed to determine if it is complete prior to actual evaluation and opening of bid. Failure to provide accurate, up-todate responses to any and all portions of the RFP may result in disqualification without prejudice. The School System reserves the right to eliminate from further consideration any responses that are deemed to be substantially or materially unresponsive to the requests for information contained in this section. The intent of the school system is that all responses follow the same format in order to evaluate each response fairly. The School System may, during the course of the evaluation process, request additional information to supplement and/or clarify the information provided. Proposals will be evaluated in light of the material and substantiating evidence presented in the proposal, and not on the basis of what is inferred. Each respondent shall provide the school system with the following format: 1.
Cover Letter
Each proposal shall include a one-page cover letter at the beginning of the proposal. The cover letter shall include a project title, firm information (including name, address, telephone and fax number), names and telephone and fax numbers of persons authorized to provide any clarifications required. 2.
Overview
Complete the attached form 1a. 3.
Project Approach: (Provide the following items in the order listed) A Firm History: Complete a one-page summary of your firms’ history. Attachment 1a. B. Relevant Experience and Track Record: Provide a one-page summary of your relevant experience with this type of project. Attachment 2a. C. Project Management Each respondent shall attach a one-page project management plan. Attachment 3a. D. Pricing Provide pricing on Attachment 4a and attach hardware quotes from Dell.
6
Attachment 1a OVERVIEW- FIRM HISTORY Company Name: Address: City/State/Zip: Telephone: Fax:
______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ _____________________ _____________________
Contact Person:
______________________________________________________
Branch Office for the Project if Applicable: Address: ______________________________________________________ ______________________________________________________ City/State/Zip: ______________________________________________________ Telephone: ______________________ Fax: ______________________ Company Officers:
______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________
Number of years doing business under this name? __________ Number of permanent employees? __________ Have you ever defaulted on a contract? _________ If so, explain ______________________________________________________ ______________________________________________________ ______________________________________________________ Have you ever been involved in litigation or arbitration with an Owner? _____________ If so, on a separate sheet, explain describing each instanced and the resolution thereof.
7
Attachment 2a RELEVANT PROJECTS List all similar projects of 500+ workstations completed under the firm name in the last 5 years. (Emphasis on Projects for the Troup County Board of Education.) Customer Reference
Contact Name
Contact Address
Contact Telephone#
8
Description of Project
Attachment 3a PROJECT MANAGER
Name
Years with This Firm
Position
9
Years Experience In Technology Field
PRICE SHEET
Description
1,509 desktop computers with the following configuration. o
Total
________
________
________
________
Optiplex 3020 Dell Optiplex 3020 SFF Genuine Windows 7 Professional Intel Core i5-4570 8GB RAM Dell USB Keyboard Dell USB Mouse 500GB 7200 RPM HDD DVD-RW 20” E2014H LCD Monitor Internal Speaker 3 Year NBD warranty
323 laptop computers with the following configuration: o
Unit Price
Latitude E5540 Dell Latitude E5540 Laptop 15.6 1920x1080 LCD Genuine Windows 7 Professional Intel Core i5-4200U 8GB RAM 320GB 7200 RPM HDD DVD-RW 802.11g/b Wireless Bluetooth AC Adapter E-Port Plus Docking Station Laser Etching of County Logo on Lid and Phone number on bottom 3 Year NBD warranty
Imaging, installation, acceptance testing and sorting of replaced equipment
10
_________
________
RATING CHART Project: SPLOST IV Technology Renewal Project, Troup County Schools Item Description
Weight %*
1.
Firm History & Capability
20%
2.
Relevant Experience and Track Record
20%
3.
Project Manager
20%
5.
Price / fee
40% TOTAL
Company X Rank/Score
Company Y Rank/Score
100%
Establish a weight for each selection criterion described. Rank companies on a scale of 1-10 with 10 representing the “ideal”. Enter the product of Weight x Rank in the Score column. Award contract based on the best total score. *Optional
11
Company Z Rank/Score
