Lincoln Consolidated Schools
Request for Proposal
Middle School and High School TI NSpire Calculators
October 2011
Lincoln Consolidated Schools
TI NSpire Calculators Page 12
Contents
Section 1 - General Requirements 2
Section 2: TI NSpire Calculators 2
Section 1 - General Requirements
1 General Requirements
1.1 Intent
It is the intent of Lincoln Consolidated Schools (hereafter referred to as “Owner,”) to solicit proposals from qualified vendors for TI NSpire Calculators for the Middle School and High School. The Owner reserves the right to proceed with the provider deemed most suitable.
1.2 Project Description
The Owner is interested purchasing a number of TI NSpire Cx Calculators in the Middle School and High School, as well as an option for the Navigator Systems.
Schedule of Events
Event / DateDeadline for submittals of questions related to this RFP
Deadline for Proposals & Public Proposal Opening
Anticipated Award Date
1.3 Deadline for Proposals
Late proposals will not be accepted. Proposals shall be submitted to:
(1) Original, (2) copies and 1 electronic copy (on CD) to:
Mr. Jim Wonnell
Lincoln Consolidated Schools
8970 Whittaker Rd.
Ypsilanti, MI 48197
All proposals must be in a sealed envelope and contain the wording Lincoln Consolidated Schools TI NSpire Calculators RFP on the envelope/package. The wording “ORIGINAL” is to appear on the outside of the binder containing the original signed proposal. If a bid bond is used, an original copy of the bid bond must be submitted in the binder marked “Original”. Proposals may not be delivered via facsimile or E-mail.
All proposals MUST be recorded on the proposal response sheets provided in this RFP document, supplemental information may be provided and referenced on the response sheets, but only numbers on the price summary form will be recorded at the bid opening.
1.4 Vendors Conference
There will be no vendors conference for this project.
1.5 Bid Clarifications
Requests for clarification shall be submitted in writing either by fax or email only to:
Amy Sasina
Plante & Moran, PLLC
248-603-5876 (Fax)
Any answers furnished that change or substantially clarify the bid will be confirmed in writing to all other known bidding parties.
1.6 Proposal Format
To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:
1.6.1 Executive Summary
The executive summary should at a minimum include the following:
a. Description of Technical Solution: A narrative description of technical solution, sufficient to demonstrate an understanding of RFP requirements, and alternative design recommendations, if any.
b. Description of additional value added services offered with your solution.
c. This letter is to be signed by an officer of the organization submitting the proposal.
1.6.2 Vendor Response Forms
Supplied in this RFP are Vendor Response Forms (Appendix A). In addition to requesting information on your company, you must clearly indicate whether you either comply or take exception to any of the sections in this RFP. All vendors MUST submit the form Appendix A6: Comply / Exception Form. Where applicable, an explanation to the exception must be provided.
1.6.3 Product Information
The Vendor must include hard copies of the technical specifications / data sheets for each of the products being proposed.
1.6.4 Electronic Copy
An electronic format of the forms in Appendix A in a Microsoft Excel 2003 format MUST be included with your response. A Portable Document Format (PDF) version of all other materials should also be included.
1.6.5 Equipment Listing by Building
A bill of material must be included with the bid response identifying quantities by building.
1.6.6 Additional Information
Additional information may be provided at the Vendor's discretion.
1.7 Modification of RFP
Vendors may not modify the RFP text to affect the terms, conditions, or specifications found in this document; this is forbidden and will subject the bid response to rejection. In the event any text is modified, the original text as issued will apply. This clause does not apply to the Vendor response areas of the RFP where it is expected that Vendors will enter their text.
1.8 Confidential Information
As a public entity, the Owner is subject to the Michigan Freedom of Information Act (FOIA). Information contained in proposals may be subject to FOIA requests.
1.9 Right to Request Additional Information
The Owner reserves the right to request any additional information that might be deemed necessary after the completion of this document.
1.10 Right of Refusal
Owner reserves the right to reject any or all proposals in their entirety, evaluate suggestions or exceptions, to waive irregularities, or to select certain equipment from various vendor proposals, based on the best interests of the Owner. Owner reserves the right to reject any or all proposals for a specific section. Owner reserves the right to award specific buildings to one or more vendors.
1.11 Proposal Preparation Costs
The vendor is responsible for any and all costs incurred by the vendor or his/her subcontractors in responding to this request for proposal.
1.12 System Design Costs
The successful vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.
1.13 Pricing Eligibility Period
All vendor proposal bids are required to be offered for a term not less that 120 calendar days in duration. A claim of mistake in computation of a proposal shall not void the proposals after they are opened and accepted.
1.14 Additional Charges
No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup and training.
1.15 Turnkey Solution
All prices quoted must include all the cables, connectors, etc. that will be necessary to make the system specified fully operational for the intent, function and purposes stated herein.
1.16 Federal or State Sales, Excise, or Use Taxes
Lincoln Consolidated Schools is tax-exempt entity for all purposes except if the project makes enhancements, and/or additions to real property.
1.17 Purchase Quantities
The Owner reserve the right to adjust upward or downward by 25%, the quantities of items purchased without altering the unit purchase price upon award and throughout the contract period.
1.18 Risk During Equipment Storage and Installation
The equipment shall be supplied in good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the Owner of responsibility for all risk or loss or damage to the equipment. In addition, Vendor shall hold the Owner and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.
1.19 Shipping of Equipment
All shipping and insurance costs to and from the site shall be included in the Vendor's proposal. All payments to shipping agents and for insurance fees shall be made directly by the Vendor. The Owner shall make no payments to any firm concerning the shipment, installation, and delivery of equipment which is not a part of this Agreement and for which exact payments are not described. Vendor shall be responsible for all arrangements for the shipment and receipt of equipment to Owner' prepared site. The Vendor shall provide all properly trained representatives to unpack all items of equipment and place this equipment in the proper locations. The Vendor shall also be responsible for removal of all debris and packing materials from the site resulting from the installation of the equipment.
1.20 Assignments
Owner and the Vendor each binds themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in this Agreement.
1.21 Vendor as Independent Contractor
It is expressly agreed that the Vendor is not an agent of Owner but an independent contractor. The Vendor shall not pledge or attempt to pledge the credit of Owner or in any other way attempt to bind the Owner.
1.22 Warranty of Fitness for a Particular Purpose
The Owner has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The Owner has provided detailed descriptions and criteria of how the system can be defined to accomplish particular purpose. The Owner has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the Owner's particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the Owner is relying on the Vendor's experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as described in this document.
1.23 Warranty
See Section 2.10 for warranty requirements.
1.24 Standard Forms and Contracts
Any forms and contracts the vendor(s) proposes to include, as part of any agreement resulting from this bid between the vendor(s) and the Owner must be submitted as part of the proposal. Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.
1.25 Non-Collusion Covenant
The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement. In addition, the Vendor agrees that a duly authorized Vendor representative will sign a non-collusion affidavit, in a form acceptable to Owner, that the Vendor firm has received from Owner no incentive or special payments, or considerations not related to the provision of automation systems and services described in this Agreement (see Bidder Response Form).
1.26 Advertisement
The laws of the State of Michigan, Owner purchasing policies and the legal advertisement for contractors and purchases, are made a part of any agreement entered into the same respect as if specifically set forth in that agreement.
1.27 Selection Criterion
Owner intends to enter into a relationship with a well-established vendor whose products, features, design philosophy and support policies come closest to meeting the Owner's needs. The selected vendor must be a well-established, financially stable firm committed to technology for school Owners, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use. There should also be evidence of responsiveness to clients' suggestions for improvements. Finally, there must be a good fit between vendor staff and the Owner's staff to assure a good working relationship.
The Vendors will be evaluated based on the following selection criteria:
1. Compliance to Specifications
2. Implementation Support
3. Operations Support
4. Experience
1.28 Special Notes
Failure to include in the proposal all information outlined above may be cause for rejection of the proposal.
The Owner reserves the right to accept the vendor's replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.
1.29 Payment Terms
Vendor shall invoice owner for payment. Owner to pay within 30 days of invoice.
1.30 Project Funding
The District is funding the project in this RFP through a technology bond issue. In order to meet certain accounting requirements, all costs must be identified on a building-by-building basis. Failure to present costs in this manner may be cause for rejection of the Vendor’s proposal.
1.31 Familial Relationships
Vendors must complete and submit a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the vendor and any member of the Board of Education or the Superintendent. Said form is included in the Proposal Response Forms. The Owner will not accept a proposal that does not include this sworn and notarized disclosure statement. This form must be included at time of proposal submission.
1.32 Criminal Background Screening
It is the Owner’s policy not to have individuals working on projects with a criminal history. The Owner reserves the right to require a criminal background check or drug screening for any contractors at the vendor’s expense. If background checks or drug testing has already been performed by the Vendor, that existing documentation will be sufficient.
** End of Section 1**
Section 2: TI NSpire Calculators
2 TI NSpire Calculators
2.1 General Requirements
2.1.1 Project Design
Bidders shall formulate a base bid to provide the TI NSpire CX Calculators and optional Navigator Systems for the Owner at the Middle School and High School in the Lincoln Consolidated School District.
2.1.2 New Materials
All equipment quoted by bidder shall be new. Any exceptions must be specifically noted as “Used Equipment”.
2.1.3 Manufacturer’s Warranty/Certified Installation
Vendor to provide a minimum of a 1-year warranty on all equipment.
2.2 System Overview – To Be Proposed
2.2.1 TI Nspire CX
Vendors to provide TI Nspire CX calculators for Lincoln Middle School and Lincoln High School in the quantities as identified in Appendix A. Each must include all components included in the standard package, at no additional charge: calculator, rechargeable battery, manual, wall-adapter, USB computer cable, unit-to-unit cable, and slide case.
2.2.2 Add/Alternate 1: TI Nspire CX Navigator Systems
Vendors to provide TI Nspire CX Navigator system pricing for Lincoln Middle School and Lincoln High School in the quantities as identified in Appendix A. Each must include all components included in the standard package, at no additional charge: access point, cradles, charging bays, cables, power cords and required TI-Nspire Navigator software
2.3 Services
Vendors are to provide detailed information as to what services they will provide at no charge (e.g. professional development, installation, etc.) to the District as a result of certain volume purchases (see Appendix A4). Vendors should provide this information for both the base bid as well as Add/Alternate 1.