Geneva City Schools

511 Panther Drive

Geneva, AL 36340

SPECIFICATIONS

FOR

OFF LEASE/REFURBISHED COMPUTERS

BID NO.: GCS 2012 #1

POST BID DATE: 4/24/2012

BID DATE DUE: 5/21/20123:00 p.m.

OPEN BID DATE: 5/22/2012 9:00 a.m.

Technical questions about the specifications or this bid request should be addressed to:

David Simmons

Technology Coordinator

511 Panther Drive

Geneva, AL 36340

Office 334 684 1090

Objective and Requirements

  1. Objective: The purpose of this bid is to establish a contract with a vendor to purchase previously leased personal computers (Desktop, Laptops, Etc). The equipment specification section of this REQUEST FOR PROPOSAL (RFP) has been provided as a template of two standard desktop configurationsfor bid price comparison purposes. The vendor awarded this RFP will be allowed to place their entire product line of Off Leased equipment on the contract. This will allow our school system the ability to select the best products available.

Our schools have limited technology budgets that reduce the number of new computers that they can acquire per year. Off Lease equipment provides the schools an opportunity to obtain relatively good non-outdated equipment at a fraction of the cost therefore allowing them the ability to purchase more units. The District Technology Department supports the use of “Off-Lease” equipment as long as it meets the minimum computer specifications that are required for equipment to be placed on the district’s network.

  1. Contract Period: A one-year contract to begin on the date of award with an option to issue a second and third 12-month contract, separately. Any optional contract period will be at the same terms and conditions contained herein. Geneva CitySchools reserves the right to terminate for any reason any contract awarded as a result of this invitation to bid after 30 days written notice to the successful bidder.
  1. Equipment Requirements and Brands: All equipment must be prior leased equipment that has been reconditioned to original manufactured condition. All units must have new or reformatted hard drives with Microsoft Windows XP Professional or Windows 7 Professional operating system that can be licensed for use by the district. The district will only consider equipment brands from DELL, Hewlett Packard/Compaq and IBM Lenovo. All equipment must meet the minimum specifications as described in this document.
  1. Equipment Warranty: All products must include a 3-year cross-ship warranty for equipment or component exchange. All shipping cost for warranty items must be covered by the successful vendor.
  1. Response Submissions: The vendor should submit a minimum of 2 copies of their bid response and complete catalog/list in addition to all other requested information.

  1. Vendor Qualification: Vendors must be companies that work with leasing companies to obtain previously leased equipment and provide an in-house equipment reconditioning service. Vendors must have been in business for more than three years with proof that they have conducted sales with K-12 school systems.
  1. References: Vendor must provide a list of K-12 school accounts within the state of Alabama that have purchased equipment from them. Include name, address, contact person, and telephone number. The customer may contact any or all references and may request additional information regarding references.
  1. Equipment Certification: All equipment must meet or exceed FCC Class A and Class B certifications and Microsoft Compliance certified. The certifications are to assure the Geneva City Schools that the computers are of good quality.
  1. Substitution: Substitutions will be allowed whenever the item is being replaced by a new item that is equal to or greater than the previous product in function and is equal to or less than the previous products in price. The customer will determine the equivalency.
  1. Addition: The customer may, subsequent to award of the contract, allow the addition of new equipment, accessories, upgrades, etc., that are not duplications or equal to the awarded items. Requests for additions must be made in writing to the customer with the updated catalog.
  1. Price Catalog: Vendor must submit a complete price catalog/list with the bid response. The catalog/list should include microcomputer-related peripherals, accessories, and supplies. This catalog/list will be used to order systems after the bid award is made based on the target configuration. The catalog will be used to determine the reasonableness of prices of all products offered.
  1. Evaluation Criteria: The target configurations will be used to evaluate the vendor’s ability to offer a comprehensive line of products and to offer bundled systems.
  1. Delivery Terms: All orders must be delivered within 30 days after receipt of order. Partial shipments are acceptable if authorized by the customer. Items will be delivered to the office of the customer listed on the purchase order unless otherwise instructed. Dock deliveries are not acceptable.
  1. Freight Terms: (Inside Delivery) all orders shall be F.O.B. destination with all freight charges paid by the vendor.

  1. Cancellation Clause: The customer may cancel the contract resulting from this invitation by giving 30 days written notification to the vendor. Failure to provide all items as bid or failure to meet other requirements contained herein will be grounds for cancellation.
  1. Prime Contractor Responsibilities: Vendor is responsible for delivery, installation, if specified, warranty service for all equipment, software, supplies, etc., regardless whether or not the vendor is the original manufacturer. The vendor is the sole point of contact regarding contractual matters, including performance of services and the payment of any and all charges resulting from contract obligations.
  1. Quantity: No representation is expressed or implied that a particular amount or volume of equipment will be purchased as a result of this invitation. Orders will be placed as needed. Minimum order amounts are not acceptable. However, quantity discounts for large orders should be noted in the catalog.
  1. Bases of Bid Award: The Geneva City Board of Education Technology Department will evaluate all bids for specifications and RFP compliance.

In order to determine fair and competitive bidding the following equipment specifications have been established as a minimum requirement. All vendors should base their prices on these specifications. Three manufacture brands that must be representedwith price quotes: (1) Dell OptiPlex GX Models, (2)IBM ThinkCentre Models, and (3) IBM/Lenovo Thinkpad Laptop Models.

Target Configurations

Windows XP/Intel or AMD Based Systems

Manufacturer Group (DELL Products)

Minimum Workstation Specifications Mini-Tower or Desktop: Intel or AMD Dual-Core, 2.1 Ghz equivalent or higher CPU, Integrated VGA Video Adapter, 80GB Hard Drive, 3GB Memory,Integrated Sound Adapter with speakers, 40X min OpticalDVD/CD-ROM, Integrated or PCI Slotted Intel or 3-Com 10/100/1000TX Ethernet Adapter, USB Keyboard, USBmouse, Power supply must support the PC and all of its components as configured at time of delivery, System at minimum must include 2-USB ports, 2 additional USB Keyboard and Mouse ports, 1-Parallel port, Windows XP-Proor Windows 7 with current service patches installed or provided on CD with authorized Microsoft License. Warranty as per bid instructions.

Include Shipping Cost in the unit price.

Model Name/Number______Unit Price______

Dell or Comparable 17” LCD Monitor Price:______

Dell or Comparable 19” LCD Monitor Price:______

TOTAL UNIT COST WITH 17’ MONITOR:______

TOTAL UNIT COST WITH 19’ MONITOR:______

Manufacturer Group (IBM Lenovo Products/Hewlett Packard/Compaq)

Minimum Workstation Specifications Mini-Tower or Desktop: Intel or AMD Dual-Core, 2.1 Ghz equivalent or higher CPU, Integrated VGA Video Adapter, 80GB Hard Drive, 3GB Memory, Integrated Sound Adapter with speakers, 40X min Optical DVD/CD-ROM, Integrated or PCI Slotted Intel or 3-Com 10/100/1000TX Ethernet Adapter, USB Keyboard, USB mouse, Power supply must support the PC and all of its components as configured at time of delivery, System at minimum must include 2-USB ports, 2 additional USB Keyboard and Mouse ports, 1-Parallel port, Windows XP-Pro or Windows 7 with current service patches installed or provided on CD with authorized Microsoft License. Warranty as per bid instructions.

Include Shipping Cost in the unit price.

Include Shipping Cost in the unit price.

Model Name/Number______Unit Price______

Dell or Comparable 17” LCD Monitor Price:______

Dell or Comparable 19” LCD Monitor Price:______

TOTAL UNIT COST WITH 17’ MONITOR:______

TOTAL UNIT COST WITH 19’ MONITOR:______

Manufacturer Group (IBM/Lenovo Laptops)

Minimum Workstation Specifications Laptop: Intel Dual-Core Mobile Processor, 2.0 Ghz equivalent or higher CPU, 3GB Memory, 80GBHard Drive, 14.1” TFT display, CD-RW/DVD, Integrated 802.11abg wireless, 6 cell Lithium Ion Battery, Power supply, System minimum must include 2-USB ports, Windows XP-Pro or Windows 7 OS with current service patches installed or provided on CD with authorized Microsoft License. Warranty as per bid instructions.

Include Shipping Cost in the unit price.

Model Name/Number______Unit Price______

TOTAL UNIT COST:______