Cedar Rapids Community School District

Purchasing Department

2500 Edgewood Rd NW

Cedar Rapids, IA 52405

March 2019

BID REQUEST – Chromebooks

The Purchasing Office of the Cedar Rapids Community School District (CRCSD) request bids on the Items

listed in this document. All prices are to be bid F.O.B.to the designated delivery locations in Cedar Rapids,

Iowa 52405. Do not include Federal or State Tax in prices submitted.

The Purchasing Office and/or Board of Directors reserve the right to reject any and all bids/offers or any

part thereof, and to waive informalities and to enter into such contract or contracts as shall be deemed in

the best interest of the Cedar Rapids Community School District, in the County of Linn, State of Iowa.

Bid Responses are due in the Purchasing Office, 2500 Edgewood Rd NW, Cedar Rapids, Iowa (52405) not

later than: March 25, 2019 at 10:00a.m. CST Central Standard Time.

Bids are to be marked “Bid/RFP – Chromebooks

Hardcopy Submissions:

Placed in an opaque envelope and addressed to:

Purchasing Department

ATTN: “Bid/RFP – Chromebooks”

Cedar Rapids Community School District

2500 Edgewood Rd NW

Cedar Rapids, Iowa 52405 OR

Email to: Marked “Bid -Chromebooks”in the subject line of the message and email to”

bids@cr.k12.ia.us Cannot exceed 10MB maximum

OR

FAX to: 319-558-2327 place in the subject line on a cover sheet:

Bid/RFP: Chromebooks

Questions regarding this RFP must be asked by March 13, 2019 at 2:00pm CST and are to be

directed to:

Tom Day, Manager of Purchasing

Email: tday@cr.k12.ia.us Do not send your bid response to this address.

No bids will be considered which have not been received by the deadline set forth in this request. CRSCD

Is not responsible for delays occasioned by the world wide web servers, U.S. Postal Service, the internal

Mail delivery system of CRCSD, or any other means of delivery employed by the Bidder.

Any company that desires not to bid at this time and wishes to remain on the CRCSD mailing list, should

Notify the Manager of Purchasing to that effect. Otherwise, any company not submitting a bid may be

Removed from the mailing list for types of items listed in this bid.

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Contents

SCOPE OF CURRENT NEEDS..........................................3

PRODUCTS REQUESTED (SPECIFIC MODELS)............................3

WARRANTY REQUIREMENTS...........................................4

ON-GOING VENDOR REQUIREMENTS....................................4

OPTIONAL SERVICES...............................................4

DELIVERY REQUIREMENTS...........................................5

AWARD OF CONTRACT...............................................5

SPECIAL CONDITIONS..............................................5

STANDARD RULES FOR CONTRACTORS..................................5

CONTRACT/PURCHASE ORDER.........................................6

CONTRACT EXTENSION..............................................6

BID RESPONSE FORM– Chromebooks March 2019.......................7

APPENDIX........................................................9

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SCOPE OF CURRENT NEEDS

CRCSD intends to purchase approximately 5500 Chromebook units for the start of the 2019-2020 school year

and approximately 3500 units the following year.

The District has reviewed options and is accepting bids on specific equipment. Bids will only be accepted for the

specific equipment identified in this document, built with the listed specs. No exceptions unless approved by

CRCSD first.

Only one model will be selected for award. Cedar Rapids Community School District may increase, upon

evaluation of the offers, the number of devices requested. All prices bid shall be effective immediately and shall

remain in effect through manufacturer’s production of unit.

PRODUCTS REQUESTED (SPECIFIC MODELS)

Bids will be accepted for the following device models:

• Dell Chromebook 3100 2-in-1

• Acer R752T

• Lenovo 500e Gen 2

All models are to include the following:

• Storage- 32 Gb

• Memory- 4 Gb

• Intel Gemini Lake Dual Core Processor

• Intel Dual Band Wireless (capable of connecting at 5 GHz)

• 360 hinge

• Touch Screen

• Webcam

• World Facing Camera

• Headphone/microphone jack

• Minimum of 1 USB Type C Port

• Minimum of 2 USB 3.0

In addition, each vendor must supply for each proposed model:

• Parts supply list with costs

• Guaranteed timeline for parts availability (lead time required for orders, how many months/years parts

availability is guaranteed)

• Warranty parameters

o Is warranty service provided on-site or offsite?

o If offsite, who covers the costs of shipping to and from?

o What is guaranteed timeline for repairs?

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WARRANTY REQUIREMENTS

Warranty is requested to cover parts and labor for a minimum of one year from the date of delivery.

Warranty service must be available via dedicated online portal, logged chat, or email address where service can

be requested 24 hours a day; and\or a toll-free number provided by the vendor or service provider.

Live support must be available at a minimum between 7:00 a.m. and 4:00 p.m. (Central Standard Time) on

business days.

In addition to, or alternatively, the District will consider becoming an Authorized Service Provider or

participating in a Self-Maintainer program to handle warranty repairs in house.

• Provide program parameters if such an option is available to the District.

ON-GOING VENDOR REQUIREMENTS

The vendor, at a minimum, must meet the following:

1. Maintain parts availability for a minimum three years for all products bid.

2. Maintain availability to purchase proposed product for a minimum of 12 months.

3. Provide free technical support to CRCSD Technology staff via toll free telephone number and/or web site

for the duration of the products’ warranty period or three years, which every is greater.

4. Provide references as required upon request.

OPTIONAL SERVICES

Vendors may include these or other value-added services by itemizing such services and associated costs. The

District may or may not opt for these services.

1. Delivery, unboxing and removal of all packing materials per site at time of delivery.

2. Asset tagging with District-provided asset tags

Vendors must include all required forms necessary to facilitate this process with offer.

CRCSD to identify placement location of tags and engraving.

3. Enrollment of devices in District Google domain

4. Check all devices for DOAs- process all warranty needs, returns, and replacements of any non-function

device

5. Inventory records provided in advance of delivery to CRCSD.

Vendor to provide to CRCSD the following information in electronic format (Excel preferred, or tab

delimited file format) at least 2 business days prior to each site’s delivery: o Per device: CRCSD asset tag number, model, serial number, MAC address, delivery date, and

warranty expiration date

6. Student-based service programs and/or curriculum programs to support device repair and maintenance

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DELIVERY REQUIREMENTS

All delivery costs to CRCSD must be included in the bid price. No additional fees for delivery will be paid.

Delivery of the devices must expected no later than 30 days after order.

Deliveries will be made to 2500 Edgewood Rd NW, Cedar Rapids, Iowa. CRCSD anticipates order will placed

no later than May 1, 2019. Delivery deadline is no later than July 15th, 2019.

When the bids are received, CRCSD retains the right to increase the quantity ordered while maintaining all

delivery requirements. Exact quantities to be delivered will accompany the Purchase Order.

AWARD OF CONTRACT

Award of contracts is anticipated on Tuesday, April 23, 2019.

SPECIAL CONDITIONS

1. Award for devices from a single manufacturer will be awarded on an “all or none” basis.

2. All respondents must complete the bid response sheet to reflect pricing offered. Bid prices offered must

be best and final pricing. Bids not on our forms may be considered as non-responsive and rejected.

3. Payment to be made within 60 days after delivery. Payment release is after the Board approval, as per

Code of Iowa requirements.

4. Any bidder may withdraw their bid at any time prior to the closing time for receipts of bids, but no bid

shall be withdrawn for a period of thirty (30) days after the scheduled closing time for the receipt of bids.

5. Other tax supported governmental agencies or departments within Linn County and additionally, AEA 10

affiliated schools, may request that the successful bidder extend the opportunity to purchase off this bid

with notification to Tom Day, Purchasing Manager (email TDay@cr.k12.ia.us or phone 319-558-2321).

6. The Cedar Rapids Community School District reserves the right to select the product and/or service

provider which best meets CRCSD’s required needs, budget, and quality levels.

STANDARD RULES FOR CONTRACTORS

Please refer to Appendix for information which includes the requirement for a Certificate of Insurance for all

contractors operating on district sites and other critical terms and conditions that must be met.

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CONTRACT/PURCHASE ORDER

CRCSD will notify the successful vendor to proceed via a Purchase Order. This Purchase Order, along with the

bid request and its addenda and the bid response, will be considered a written contract with all particulars per the

successful bid.

Include as an attachment to the bid response, all specific ordering instructions that are necessary to generate a

Purchase Order. Clearly note this on your bid response signature page.

No assignment of interest in this contract will be permitted.

CONTRACT EXTENSION

CRCSD desires to have this contract remain in effect for one year from award date, with the option of a one-year

extensions. Continuation of the contract beyond the initial period is subject to mutual agreement and price

negotiation by the District and the awarded vendor.

Should a product be discontinued prior to the end of the contract or extension period, Vendor will provide a

product of equal or greater functionality, provided the product is available as part of vendor’s standard product

listing. Adjusted price will be offered to District under a similar discount structure as the previous product

offered.

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BID RESPONSE FORM– Chromebooks March 2019

Return this page Bid Response Sheet Page 1 of 2

Cedar Rapids Community School District

2500 Edgewood Rd NW

Cedar Rapids, IA 52405

March 2019

BID Response – Chromebooks

The prices below are offered, and the unit(s) meets all conditions of the bid specifications.

Suppliers may bid on one or more of the products\models listed. Device Approximate quantity Unit cost Extended Cost

Dell Chromebook 3100 2-in-1

5500

Acer R752T

Lenovo 500e Gen 2

Included with this bid response: Yes No

Parts supply list with costs (required)

Guaranteed timeline for parts availability (required)

Warranty parameters (required)

Delivery, unboxing, and removing of packing materials at time of delivery (optional)

Asset tagging with District-provided asset tags (optional)

Device enrollment in District Google domain (optional)

Check devices for DOAs and process all warranty needs (optional)

Inventory records provided in advance of delivery to CRCSD (optional)

Student-based service programs and/or curriculum programs to support device repair

and maintenance (optional)

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Return this page Bid Response Sheet Page 2 of 2

Cedar Rapids Community School District

2500 Edgewood Rd NW

Cedar Rapids, Iowa 52405

ADDITIONAL BID ITEMS and CONFIRMATIONS OF UNDERSTANDING:

Are there special instructions needed to generate a Purchase Order? ___Yes ___ No

Indicate where information is located: _________________________________________

Quote\Order Number:(Attach specification sheet)

Estimated delivery schedule will be met. ___Yes ___ No

Note any concerns/comments on delivery:

Prices will remain in effect until _______________[date].

We will comply with the Standard Rules for Contractors.___Yes ___ No

We will honor the contract extensions, if offered ___Yes ___ No

The undersigned hereby affirms that he/she is a duly authorized representative of the vendor and has read and

understood all the terms and conditions and technical specifications made in this solicitation.

Company: _______________________________________________________________

Address:_________________________________________________________________

________________________________________________________________________

By:_______________________________ Printed Name: ________________________

[Signature]

Title:________________________________

Phone:______________________Fax:____________________Date: ________________

Contact Information if different from above:

Name: ____________________________________________

Phone:__________________Fax:__________________Email:________________

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Signature Required See page 4

STANDARD RULES FOR CONTRACTORS WORKING FOR CEDAR RAPIDS COMMUNITY SCHOOL DISTRICT

These rules shall apply to all contractors. A contractor shall be defined as companies or persons (not employees of the Cedar Rapids Community School District) doing work on any property owned by the Cedar Rapids Community School District. These rules are not all inclusive. PROTECTION OF THE BUILDINGS AND MATERIALS The Contractor shall protect all parts of the project and site affected by construction operations and is to arrange his work so that the Owner is not needlessly inconvenienced. Contractor is to repair all damages caused by his work, keep premises clean and upon completion remove all rubbish and surplus material and leave the site clean and in good repair so far as his work is concerned. NOISE AND DISRUPTION OF CLASSES At no time shall any Contractor disrupt classes by either noise or by entering rooms where class is in session, unless permission has been granted by the school principal. OWNERS RIGHTS TO MATERIALS The Owner reserves the right to retain ownership to any materials or equipment that are part of the existing facility. If materials or equipment are to be removed from the site, Contractor shall detach such items and before removing items from site, obtain permission from the Manager of Buildings and Grounds or his designee to do so. All items not retained by Owner shall be removed in a proper manner by the Contractor. EQUAL OPPORTUNITY POLICY Because it is the desire of the Cedar Rapids Community School District to encourage equal employment policies, all Contractors, including suppliers supplying goods or services to the School District, are expected to comply with the spirit of equal opportunity employment, as well as with the letter of all applicable statues and regulations. Compliance shall require Contractors not to discriminate and, in addition, to take reasonable affirmative action to insure that members of minority groups are effectively accorded equal employment opportunities. ASBESTOS All buildings in the School District contain asbestos. It is the contractors responsibility to become familiar with the locations of asbestos in any building that he/she is working on and be responsible for any disturbance of the asbestos that he/she intentionally or accidentally causes. It is also the responsibility of the contractor to utilize the AHERA Management Plan which is located in the main office of each building and inform his/her employees/subcontractors of the locations where asbestos materials have been identified. The AHERA Management Plan is not to leave the buildings. If the contractor desires a copy of the information showing the asbestos locations, he/she may request it from the Manager of Buildings and Grounds and will be charged the cost of reproduction.

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Contractors shall not remove or disturb any asbestos unless licensed to do so by the State of Iowa. If asbestos must be removed to carry out the work, contact the Manager of Buildings and Grounds who will contract for its removal in a proper manner. At no time shall any product be sold to the Cedar Rapids Community School District that contains asbestos. HAZARDOUS SUBSTANCES The contractor shall submit to the Construction Projects Supervisor before construction begins, two copies of material safety data sheets of hazardous substances to be stored on the Owner's premises or incorporated in the performance of this contract. The Contractor shall also keep material safety data sheets posted at the work site for all substances while theses substances are on the Owner's premises, hazardous substances shall be any substance which is covered by Iowa law (Right to Know Rules). It is the Contractor's responsibility to obtain copies of the material safety data sheets and the Hazardous Communication Program which lists and describes hazardous substances stored on the school's premises, and inform their employees of the potential exposure. This information is available in the administrative office of each building. Further details may be obtained from the Manager of Buildings and Grounds or the Construction Projects Supervisor. INSURANCE All Contractors shall supply a certificate of insurance with the minimum coverage shown as follows, with the District named as an additional insured which includes Completed Operations. No construction work shall be started under this contract until the insurance requirements have been satisfied. Workers' Compensation shall be carried by the contractor in accordance with the Iowa Workers' Compensations statutes. Commercial General Liability limits of $1,000,000 each occurrence and $2,000,000 aggregate. The Comprehensive General Liability insurance shall include coverage for underground, explosion and collapse hazards. Commercial Automobile Liability coverage, including hired and non-owned liability, with Bodily Injury limits of $500,000 each person and $1,000,000 aggregate and Property Damage limits of $250,000 each occurrence, or a combined single limit of $1,000,000. Excess or Umbrella Liability coverage shall be provided with a limit of $1,000,000 each occurrence and $1,000,000 aggregate. The contractor shall name the Cedar Rapids Community School District and their agents and employees as an Additional Insured on all policies listed above for the contract involved and a certificate, or a policy if requested, should be filed with the School District evidencing this coverage. Iowa Governmental Immunities endorsement is to be included pursuant to Iowa Code 670. All certificates and/or policies of insurance furnished by the contractor are to be filed with the Owner and shall include the name and address of the agency issuing the same. All certificates and/or policies shall be signed.. The Owner shall purchase property insurance upon the entire Work at the site to the full insurable value thereof. This insurance shall exclude the contractor’s and subcontractor’s equipment, tools, and machinery that are not incorporated into the work. The Property Insurance shall be written under a “Special Cause of Loss Form” to include perils of fire,

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lightning, windstorm, vandalism, and theft, as well as other perils normally covered by standard Insurance Service Office Special Cause of Loss Form. The contractor shall provide insurance coverage for portions of the work stored off the site, and also for the portions of work in transit. CONTRACTOR REGISTRATION All contractors and their subcontractors shall be registered with the labor commissioner as per chapter 91C of the Iowa Code. SMOKING Smoking is not allowed on the Owner’s premises. The word “premises” for purposes of this section shall include inside personal or Company trucks or automobiles parked on school property. SEX OFFENDER ACKNOWLEDGMENT AND CERTIFICATION Iowa law prohibits a sex offender who has been convicted of a sex offense against a minor from being present upon the real property of the schools of the District. The Contractor and all sub-contractors acknowledge and certify that, pursuant to law, a sex offender who has been convicted of a sex offense against a minor may not operate, manage, be employed by, or act as a contractor or sub-contractor at the schools of the District. The Contractor and all sub-contractors shall provide a signed original of an Acknowledgment and Certification letter (provided at the end of this section). No worker of the Contractor or any sub-contractor will be allowed to work on site until this letter is received by the District. It shall be responsibility of the Contractor to provide the Acknowledgment and Certification letter to all sub-contractors. An initial list of sub-contractors shall be provided to the Architect with the signed contract. Updates to the sub-contractor list shall be provided to the Architect within three (3) days after any additional sub-contractors are contracted by the Contractor. Rev. 2/18/2011

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Return this page with response

ACKNOWLEDGMENT AND CERTIFICATION

(“Company”) is providing services to [name of contractor/sub-contractor] the Cedar Rapids Community School District (“District”) as a contractor or is operating or managing the operations of a contractor. The services provided by the Company may involve the presence of the Company’s employees upon the real property of the schools of the District.

The Company acknowledges that the law prohibits a sex offender who has been convicted of a sex

offense against a minor from being present upon the real property of the schools of the District. The Company further acknowledges that, pursuant to law, a sex offender who has been convicted of a sex offense against a minor may not operate, manage, be employed by, or act as a contractor or volunteer at the schools of the District.

The Company hereby certifies that no one who is an owner, operator or manager of the Company has

been convicted of a sex offense against a minor. The Company further agrees that it shall not permit any person who is a sex offender convicted of a sex offense against a minor to provide any services to the District in accordance with the prohibitions set forth above.

This Acknowledgment and Certification is to be construed under the laws of the State of Iowa. If any

portion hereof is held invalid, the balance of the document shall, notwithstanding, continue in full legal force and effect.

In signing this Acknowledgment and Certification, the person signing on behalf of the Company hereby acknowledges that he/she has read this entire document that he/she understands its terms, and that he/she has signed it knowingly and voluntarily.

Dated:______________________

[Name of contractor/sub-contractor] By: ___________________________________

Printed Name: ___________________________________ Title: ___________________________________ If a current “Acknowledgement and Certification” document has been entered in the District Business Services Office within this current year, and no changes have been made, another copy is not needed. Call 319-558-1084 for verification.

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