Title: 10648 - Winter 2018 Desktop Bid

Deadline: 1/25/2018 1:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: Awarded

Solicitation Number: 10648

Description: Portage Public Schools, Portage, Michigan is soliciting sealed proposals for: Project Name: Winter 2018 Desktop Purchase - Project #10648 RFP ISSUE DATE: Wednesday, January 10th, 2018 PROPOSAL DUE: Thursday, January 25th, 2018 - 1:00 PM Number of Copies Required: 2 (Two) paper, 1 (One) PDF on flash drive Facsimile/Email Proposals Will Not Be Accepted DELIVERY ADDRESS & INSTRUCTIONS Portage Public Schools Purchasing Department 8107 Mustang Drive Portage, MI 49002 Bids will be publicly opened and read at the above address. Include on the Envelope the Project Name (above). All Envelopes Must Be Sealed. General questions regarding the submission of this RFP should be directed to: Amanda Howard, Purchasing Agent, at (269) 323‐5181 or ahoward@portageps.org. *Addendums (if any) will be posted on our website: www.portageps.org under the Bids & Proposals link. Questions relative to the Technical Specification may be addressed to: Daniel J. Vomastek, Director of Information and Technology Systems, at (269) 323-5100 or dvomastek@portageps.org. You are invited to submit a proposal for this equipment and or service. Specifications, terms, conditions and instructions for submitting proposals are contained herein. This Request for Proposal with all pages, documents and attachments contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly executed proposal shall constitute the contract between the District and the successful proposer when approved and accepted on behalf of the District by an authorized official or agent of the District. All proposers shall complete and return the Proposal and Award page(s) and submit all information requested herein in order for a proposal to be responsive. FAILURE TO DO SO MAY RESULT IN THE PROPOSAL BEING REJECTED AS NON‐RESPONSIVE. The proposal document shall be returned in its entirety, in a properly identified and sealed envelope to the Purchasing Department at the above address. PROPOSALS MUST BE RECEIVED BY TIME OF THE DUE DATE ‐ LATE PROPOSALS WILL NOT BE CONSIDERED. Instructions to Proposers: 1. EXAMINATION OF PROPOSAL DOCUMENT‐Before submitting a proposal, proposers shall carefully examine the specifications and shall fully inform themselves as to all existing conditions and limitations. The proposer shall indicate in the proposal the sum to cover the cost of all items included on the proposal form. 2. PREPARATION OF PROPOSAL‐The proposal shall be legibly prepared in ink or typed. The proposal shall be legally signed and the complete address of the proposer given thereon. All proposals shall be tightly sealed and plainly marked SEALED PROPOSAL and identified by project name, bid opening date and time. Proposals opened by mistake, due to improper identification, will be so documented and resealed. The Purchasing Department will maintain and guarantee confidentiality of the contents until the specified opening date and time. Facsimile and/or e-mailed bids will not be accepted. The PDF version of the proposal must contain all documents, specification sheets, required forms, etc., contained in the paper copies. 3. LATE PROPOSALS‐Any proposal received at the office designated hereinafter the exact time specified for receipt, will not be considered. (Note: The District reserves the right to consider bids that have been determined by the District to be received late due to mishandling by the District, or circumstances beyond the control of the proposer, after receipt of the proposal and before an award has been made.) 4. 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 and all costs for shipping and insurance costs. 5. DISCOUNTS - List any discounts that may be applicable from programs such as MiDEAL, US Commodities, etc. Note the District will apply for eRate funding where appropriate. Awarded proposers are expected to participate in eRate funding. 6. FEDERAL OR STATE SALES, EXCISE, OR USE TAXES - Portage Public School is tax exempt. Do not include Federal, State, or Local taxes in your bid price except as related to enhancements to real property. 7. ACCEPTANCE OF PROPOSALS - Portage Public Schools reserves the right to accept or reject any or all bids, either in whole or in part; to award contract to other than low bidder; to waive any irregularities and/or informalities; and in general to make awards in any manner deemed to be in the best interest of Portage Public Schools. 1. RFP Requirements 1.1. Product/Vendor All equipment provided shall be new and of the latest model version available. All equipment must be genuine. When applicable, bids will only be accepted from authorized retailers. 1.2. Order Fulfillment The district requires the fulfillment of their purchase order within 30 days of issuing a purchase order. Should the awarded vendor be unable to fulfill the order within 30 days the district may, at its discretion, cancel the undelivered balance of the purchase order. It is expected that a single purchase order for the entire purchase will be issued the week of March 13th, 2018. 1.3. Freight The base bid must include all freight charges for delivery of equipment to Portage Public Schools. Delivery will be to a single location. 1.4. Alternate Proposals Any alternate proposals will be considered. Any equipment included in alternate bids must completely meet the specifications of the requested product. Alternates must be reporting with unit pricing and in the same format as the main part of the RFP. 1.5. RFP Response All responses must have pricing information submitted on the included forms. Full product literature must be included with your response. Minimum specifications are supplied, as well as a request unit prices for additional items. 1.6. Bid Pricing Bid responses, pricing, etc. must be valid for 90 days after the bid response due date and time, or the length of the contract if so applicable and specified. Vendors must include unit pricing should Portage Public Schools wish to add additional units to the order. 1.7. Line Item List See bid response form for itemized listed on the requested items. Vendors shall complete the table as a part of their response. 1.8. Contract Nullification Any and all service contracts must include a nullification clause acceptable to Portage Public Schools should Portage Public Schools determine the included services, in whole or in part, are not fulfilling the needs of the District as outlined hereinafter. 2. Description of Products/Services Requested 2.1. Desktops Portage Public Schools is seeking to purchase one hundred forty four (144) Windows compatible desktops with minimum specifications as outlined below: ● Ultra small form-factor - it is our intention to attach these units directly to the back of district provided monitors ● Intel processor (dual core, 3 GHz or better, i3 or better) ● 8 GB RAM ● 256 GB solid state Drive (SSD) ● 1GB ethernet port ● HDMI output ● DisplayPort output ● 4 USB 3.1 Ports ● Headphone jack, 3.5mm ● Microphone jack, 3.5mm ● Power cord ● Keyboard ● Mouse ● 3 year warranty PPS will consider units with specifications exceeding the above. 2.2. VESA Mounts Portage Public Schools is seeking to purchase one hundred forty four (144) small form factor VESA mounts. These mounts will be used to attach the desktops to the back the district provided computer monitors. Mounts must be double VESA, allowing for attachment on either side of the mount. (Use can here is to allow for the ultra-small form-factor unit to be mounted between a VESA compliant monitor and arm.  BID PROPOSAL FORM (Pages 5 – 9) NAME OF BIDDER Firm Name: Address: Telephone & Fax: Contact Name and E-mail: PROJECT NAME Project Name: 10648 - Winter 2018 Desktop Purchase AGREEMENTS The Owner reserves the right to accept or reject any or all Bids in whole or in part, or to waive any informalities therein. If in the Owner's opinion it is in their best interest, the contract may be awarded to other than the lowest bidder, for reasons of establishing uniformity, delivery time, etc. The undersigned acknowledges the following are included with the Bid Proposal Form: (please initial) Unit Pricing: ____ Detailed Product Specification Information (where applicable): ____ Warranty Specification Information (where applicable): _____ Legal Status of Bidder: _____ Iran Economic Sanctions Act Statement: _____ Familial Relationship Disclosure Statement: ______ Two (2) paper copies: _____ One (1) PDF of the Entire Proposal (including all materials in paper copies): _____ Pricing Summary: 2.1. Desktops Per unit cost per Desktop _________________ Total cost for 144 Desktop PCs _________________ Please include technical specifics for all quoted units/configurations. 2.2. VESA Mounts Per unit cost per VESA Mount _________________ Total cost for 144 VESA Mounts _________________   LEGAL STATUS OF BIDDER CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS. The Vendor and/or Bidder certifies to the best of its knowledge and belief that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offences enumerated above in this certification; and Have not within a three-year period preceding this agreement had one or more public transactions (Federal, State, or local) terminated for cause or default; is not now or has been, within a three-year period preceding this date, been listed on the Excluded Parties List System website (EPLS). Firm Name: Name, title and signature of individual duly authorized to execute contracts: Name: Title: Signature: A Corporation organized and existing under the laws of the State of ____________. PORTAGE AFFILIATION (If it pertains): Do you maintain a permanent office, factory, or other facility in Allegan, Barry, Branch, Calhoun, Cass, Kalamazoo, St. Joseph, or Van Buren counties with employees working in any of these counties? If yes, please provide the address: Have you paid real or personal property taxes relating to said business in the previous tax year? IRAN ECONOMIC SANCTIONS ACT Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan (MCL 129.313) must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submittal. CERTIFICATION Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business”, as that term is defined in the Act. ________________________ ___________________________ Signature Title ________________________ ___________________________ Company Date   FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT As required by Public Act 232 of 2005, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement. The undersigned, the owner or authorized officer of ________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Portage Public Schools advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education. If such a relationship exists, please explain: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Attach additional pages if necessary By:____________________________________________________(Bidder Signature) Title:___________________________________________________(type or print) Date:__________________________________________________ Subscribed and Sworn to Before Me: This________________day of__________________, 20____A.D., in and for the County of _______________________, Michigan. My Commission expires ____________________________. ________________________________________________ Signature of Notary

Pre-Bid Meeting Details: Portage Public Schools Administration Learning Lab Conference Room 8107 Mustang Drive Portage Michigan 49002

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