REQUEST FOR PROPOSAL
Section I. Request for Proposal
The Newport Special School District is experiencing a technology upgrade. The upgrade
consists of obtaining Document Cameras and LCD Projectors. In anticipation of this, the
Newport Special School District is requesting sealed pricing proposals from qualified
vendors. The Newport Special School District is seeking vendors for branded and generic
items. Vendors must submit bids for both Document Cameras and LCD Projectors.
Vendors must submit individual bids for Document Cameras and LCD Projectors
separately. Bids will be awarded for Document Cameras and bids will be awarded for
LCD projectors. The same company may not necessarily receive both awards.
Proposals must be addressed and delivered to: Newport Special School District, 406
Wilkerson Drive, Newport, Arkansas 72112 no later than January 14, 2008 2:00 p.m.
CMT. Bids should be marked “Document Camera and LCD Projector bid” in the upper
left hand corner at a 45 degree angle in red ink. It must be in a sealed envelope and
clearly identifiable as a computer bid.
Proposals will be opened on Tuesday, January 15, 2008 at 2:00 p.m. All bids will be read
aloud and the public is invited to attend. Attendance is strongly recommended. THE
NEWPORT SCHOOL DISTRICT RESERVES THE RIGHT TO WAIVE
INFORMALITIES IN THE BIDS AND REJECT ANY AND ALL BIDS. The
district reserves the right to take adequate time to study the bids to determine the best bid
for the district. In the event that an award is made, the district will award to the lowest
and best quality of service bidder that meets the minimum specifications listed in section
V. The bidder may be required to post a bond or take other action to protect the district as
a set rate at the time the bid is accepted. The district gives preference to products and
companies as prescribed by law. Vendors within the district are given a 7% preference on
bids under $25,000.
Section II. Purpose, Background, Intent
The purpose of this proposal is to establish a purchase agreement between the Newport
Special School District and the selected vendor in order to purchase quality Document
Cameras and LCD Projectors at competitive and standardized costs.
It is the intent of the Newport Special School District to select a vendor to provide and at
the districts’ option install approximately 17 Document Cameras and 17 LCD Projectors.
Section III. Instructions to Responders
Three (3) copies of the proposal must be submitted. Proposals must be addressed and
Newport Special School District
406 Wilkerson Drive
Newport, Arkansas, 72112
No later than 2:00 p.m. CMT, January 14, 2008. All envelopes must be marked in red ink
“Document Camera and LCD Projector bid” in the upper left hand corned at a 45 degree
angle. All bids must be sealed.
1. No telephone or facsimile proposals will be considered. LATE BIDS WILL BE
MARKED WITH THE TIME AND DATE RECEIVED AND RETURNED
UNOPENED. The Newport Special School District is not responsible for mail/messenger
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. Proposal 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 Newport Special School
District faculty for individual purchases for home use. Acceptance or decline of this
provision will not disqualify an otherwise successful bid.
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 Newport Special School District will take ownership of the Document Cameras
and LCD Projectors after an acceptance test is run proving there are no deficiencies.
Section V. Specification and Scope of Products and Services to be Provided:
1. The Newport Special School District requests prices for the systems described below.
Each responder must provide their own delivered cost, the percentage profit, and the net
delivered cost to the Newport Special School District.
True super extended graphics array (SXGA) output of 1280 x 1024
Light source is separated from camera head
3x optical zoom, 6x mechanical zoom
Image capture and internal storage up to 48 JPEG images
Easy slideshow capability from remote or software
Active VGA pass-through
Composite video output
PC and MAC compatible
5-year all-inclusive warranty on parts, labor, including lamp and gooseneck
Internal power supply
Kensington security slot and mounting screws
Fixed lens F3.6; f=5.0mm
Shooting area 330 x 250mm (max) 32 x 24mm (min)
Capture device 1/3” CCD progressive scan
Effective pixels: 1280 (H) x 1024 (V)
Frame rate: 15 frames per second
White balance: Auto
Digital Zoom: 16x
Image modes: Normal/Film/Gray/Microscope
Image Flip: 180 degrees
Built-in storage: 48 degrees
RGB output: SXGA 69Hz/75Hz ,XGA 60Hz/75 Hz ; SVGA 60 Hz/75Hz selectable
Composite video output: NTSC/PAL selectable
CCFL: Built-in; one cold cathode lamp (bulb life 20,000 hours)
VGA: HD 15-pin female
DVI: DVI-I Digital and Analog Receptacle Connector
Composite Video: CA jack
USB: Standard USB socket Type B
RS 232: D-SUB 9-Pin Male
Power Source: 100-240 V AC
Consumption: 18 W
15.76 (L) x 5.53 (W) x 14.19 (H) inches
Weight: 4.85 lbs
DVI to VGA adapter
Composite video cable
User Manual (CD)
Storage Bag/Carrying Bag
Remote control software View II (PC and MAC)
Full Screen software SEE II Deluxe (PC and Mac)
0.6” LCD Panel
190 W DC
150 W Eco-Mode
2000 hours Normal Mode
3000 hours Economy Mode
18.9mm to 22.7mm
PAL M, N, 60
1W Mono Speaker
Brightness: 2000 Im Standard Mode
1600 Im Low Brightness Mode
800 x 600 – SVGA
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
2.3ft to 36.4ft
Digital Image Size
1.5 to 1.8
15 kHz to 100 kHz Horizontal
50 Hz to 120 Hz Vertical
1 x HD DB-15 – Video
1 x RCA – Video
1 x RCA (Left/Right)-
100 V AC to 240 V AC
4.4” Height x 12.2” Width x 10.2” Depth
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 Newport Special School District for items
covered by the on-site warranty program. The successful responder will agree to pick up
and deliver depot warranty units at no-charge to Newport Special School District.
Warranty work exceeding 5 business days will require the successful responder to
provide a loaner unit that meets or exceeds the specification of the unit under repair.
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)
3. Provide company prospectus showing continued financial growth during the past three
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
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
8. How the responder plans to deliver the Document Cameras and LCD Projectors to the
Newport Special School District (responder’s truck, UPS, common carrier, or other).
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
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 Newport Special
School District. History and successful growth as a PC supplier. Quality of past
performance with other similar accounts.
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
4. Responsiveness: Overall responsiveness of the responder to RFP requirements.
5. Geographical location: Proximity to the Newport area.
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 Newport Special School District’s specifications.
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): ___________________________
How long will the Newport Special School District receive free technical support for the
item purchased? ____________________
Describe the qualification of your support staff:
Is your firm a factory authorized service center for all equipment bid?
Name and location of nearest Factory Authorized Service Center for components for
which your firm is not factory authorized:
Hours service is available:
Describe your return procedures:
Is on-site service available to the Newport Special School District site?
What company will provide this service?
Describe quality control procedures that will be followed on all components:
Newport Special School District
Request for Proposal (RFP) –Computers
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.
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:
Newport Special School District
406 Wilkerson Drive
Newport, AR, 72112
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.
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.
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.
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 Arkansas.
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 shall be evaluated by the District for work performance during the contract
Small Business Preference
The Newport Special School District supports and encourages local vendors to apply.
Please provide copies of all certifications.
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.
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
Computer Bid Worksheet
Item Price Freight Total Profit Warranty Total
per unit (cost to Cost Percentage Cost
school) including Per unit per
Freight unit to
Describe maintenance agreement after warranty: