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  1. 1. REQUEST FOR PROPOSAL Fiscal 2007-2008 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.
  2. 2. Section III. Instructions to Responders Three (3) copies of the proposal must be submitted. Proposals must be addressed and delivered to: 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 delays. 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.
  3. 3. 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.
  4. 4. 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. Document Camera Key Features True super extended graphics array (SXGA) output of 1280 x 1024 Light source is separated from camera head Automatic focus 3x optical zoom, 6x mechanical zoom Image freeze Image capture and internal storage up to 48 JPEG images Easy slideshow capability from remote or software Split screen/picture-by-picture Active VGA pass-through Composite video output USB connection 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 Optics Fixed lens F3.6; f=5.0mm Shooting area 330 x 250mm (max) 32 x 24mm (min) Image Capture device 1/3” CCD progressive scan Effective pixels: 1280 (H) x 1024 (V) Automatic focus Frame rate: 15 frames per second White balance: Auto Exposure: Auto/Manual Digital Zoom: 16x Image modes: Normal/Film/Gray/Microscope Gamma: Photo/Text 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 Lighting CCFL: Built-in; one cold cathode lamp (bulb life 20,000 hours)
  5. 5. Input VGA in Output 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 Power Source: 100-240 V AC Consumption: 18 W Dimensions 15.76 (L) x 5.53 (W) x 14.19 (H) inches Weight: 4.85 lbs Accessories Power Cable RS232 adapter DVI to VGA adapter VGA cable USB cable Composite video cable Remote control User Manual (CD) Storage Bag/Carrying Bag Software Remote control software View II (PC and MAC) Full Screen software SEE II Deluxe (PC and Mac) LCD Projector Technology Details 0.6” LCD Panel Lamp Type 190 W DC 150 W Eco-Mode Lamp Life 2000 hours Normal Mode 3000 hours Economy Mode
  6. 6. Focal Length 18.9mm to 22.7mm Projection Methods Front Rear Ceiling Video Signals NTSC 4.43 PAL M, N, 60 SECAM Control Mediums Remote Control Audio 1W Mono Speaker Image Information Brightness: 2000 Im Standard Mode 1600 Im Low Brightness Mode Native Resolution 800 x 600 – SVGA Display Modes 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 Projection Distances 2.3ft to 36.4ft Digital Image Size 300” Contrast Ratio 600:1 Throw Ratio 1.5 to 1.8
  7. 7. Sync Range 15 kHz to 100 kHz Horizontal 50 Hz to 120 Hz Vertical Interface/Ports 1 x HD DB-15 – Video 1 x RCA – Video S-Video 1 x RCA (Left/Right)- VGA RS-232- Power Description 100 V AC to 240 V AC Physical Characteristics 4.4” Height x 12.2” Width x 10.2” Depth Weight: 6.4lbs Carrying Case 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.
  8. 8. 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) years. 3. Provide company prospectus showing continued financial growth during the past three (3) years. 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 use. 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 Bid Worksheet. 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 repair items. 11. Describe firm’s complete warranty package to be offered the District and costs.
  9. 9. 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 company. 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).
  10. 10. Please complete the following to help us determine your firm’s service capacity: Number of support staff (AR location only): ___________________________ Other Location________________________________ 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: _______________________________________________________________________ _ _______________________________________________________________________ _
  11. 11. Newport Special School District Request for Proposal (RFP) –Computers General Provisions Payments 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. Taxes 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. Standard Agreement 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
  12. 12. 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. Deliveries 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. Contract Interpretation 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. Hold Harmless 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
  13. 13. 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 Evaluation Contractor shall be evaluated by the District for work performance during the contract term. Small Business Preference The Newport Special School District supports and encourages local vendors to apply. Please provide copies of all certifications. Bid Protests 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. Contract Disputes 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 nondiscrimination requirements.
  14. 14. 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 school 17 Document Cameras 17 LCD Projectors LCD Replacement Bulbs Describe maintenance agreement after warranty: _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ ______