OAKLAND UNIFIED SCHOOL DISTRICT REQUEST FOR QUOTES (RFQ) October 2, 2015 Chromebooks, carts, and services I. BACKGROUND The Oakland Unified School District (the District) wishes to receive quotes for Chromebooks, carts, and services. To ensure equity of access to technology, to promote personalized learning, and to complete online testing for Common Core State Standards (CCSS), the District plans to provide a baseline amount of Chromebooks based on numbers of students needing to take the CCSS assessments with the goal of completing testing in fifteen (15) days or less. It also plans to purchase additional Chromebooks for targeted schools and individuals. The Information Technology Services Department of the District plans to deploy Chromebooks at each site and manage them remotely with Google Management Console. In use, the computers will connect to a Cisco Meraki wireless AC network. The computers will generally be securely stored in charging carts. The District intends to select one vendor to provide all of the products and services for a one year period. Please be aware of this when providing a price quotes for products and services. II. REQUIREMENTS The District is asking for itemized pricing for Chromebooks, carts, and services based on a minimum commitment of 2000 11” Chromebooks and 50 carts from 11/1/2015 to 10/31/2016 with a consistent price during the time period. Pricing should be based on a package price of 34 Chromebooks, cart, and services and also a single chromebook in 2 sizes 11” and 14” and both with services. The district will select 4 purchasing windows during the year: November, February, March and August. Vendor and vendor ’ s product offerings in response to this Request must have current WSCANASPO Cooperative Purchasing Organization (WSCA) competitively bid contract and WSCA pricing or better. VARs, resellers, partners, etc. of awarded contractors (Indirect WSCA partners) may provide pricing, at the
option of the participating state and the awarded contractor. WSCA contract is required. This project is entirely contingent upon available funding from the Board of Education, and the District, in its sole discretion, may withdraw this RFQ at any time prior to the award of contract.
III. SCHEDULE OF EVENTS ● A vendor may submit questions via email to
[email protected]. Questions and answers will be posted at http://www.ousd.org/its. Final date for submission of questions and posting of changes and addenda: October 14, 2015 at 4:00pm PST. ● Proposal Due Date: October 19, 2015 at 2:00pm PST ● Preliminary Selection: October 23, 2015 ● Board Selection: October 28, 2015 IV. INSTRUCTION TO VENDORS ● Written response packets/demo units shall be submitted to: John Krull Chief Technology Officer Oakland Unified School District 2607 Mrytle St. Rm. 124 Oakland, CA 94607 ● Electronic responses may be submitted by email to: John Krull at
[email protected]. ●
All responses must be received at the Technology Services office located at 2607 Mrytle St. Rm. 124 Oakland, CA 94607 no later than Oct 23, 2015 at 2:00pm. Responses will not be publicly opened.
● All questions must be submitted in writing via email to John Krull at
[email protected]. No questions will be accepted after October 14 at 4:00pm. The District will attempt to post questions and answers within 48 hours of receipt of question, but cannot guarantee a response to all questions. Vendors are responsible for monitoring http://ousd.org/its for addenda, changes, and questions & answers regarding this RFQ.
● An individual authorized to legally bind the vendor must sign quotes. ● The District ’ s Request for Quotes, and the vendor's response, will be incorporated into the agreement as exhibits. ● Brochures and product sheets providing technical specifications for services and systems described in this RFQ should accompany proposals. If the literature differs in any manner from the systems and equipment being proposed, the differences must be explained. ● Quotes will be evaluated based on the following categories: ● Durability and Usability of Chromebooks as determined by District ● Demonstrated ability of product to work with grade 312 students in a wireless testing environment ● Cost of products and services ● Support Cost is the most important category, but not the only decisionmaking factor. Including cost and other factors, the District reserves the right to award not to the lowest cost provider but the best choice based on the above factors ● The vendor may submit a copy of its Statement of Work (SOW) indicating scope of work to be provided for services. See required sevices below. ● Identify and list all intended subcontractors to be used for this project. The selected vendor shall be responsible to the District for all work performed either by its own personnel or its subcontractors ● Per item pricing should not include tax or regulatory fees, but please note any ●
Final prices (before tax and regulatory fees) will be based on per item (1. cart of 34 chromebooks with services and 2. single Chromebook plus services). Price should be based of the minimum guaranteed amount (2000 Chromebooks and 50 carts) for the period of 1 year, November 1, 2015 to October 31, 2016.
V. PRODUCT & SERVICE REQUIREMENTS Vendor may submit options for both Chromebook and cart a. Chromebook Specifications: ●
11" and/or 14” laptop designed to be a Chromebook and includes Google Management console in pricing
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Product longevity (availability), minimum 1 year the term of agreement Prefer, but not required, Intel processor 4 GB RAM minimum 802.11ac wireless minimum Prefer, but not required, touch screen Prefer, but not required, matte finish HDMI video out Audio out Audio in via USB
b. Laptop quantity ● ●
Number required: 2000 Must provide a two (2) demo units during the evaluation period
c. Charging cart quantity and configuration ● Number required: 50 ● Cart should hold a minimum of 34 laptops ● Cart should lock securely and move easily ● Cart should charge all computers and have interior outlets ● Cart should charge with one cord plugged into one standard grounded outlet d. Services ( as specified by OUSD) ● ●
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Etching of OUSD logo Asset tagging, labeling, and documentation Reporting of orders, status, assets information, and delivery Updated and enrolled to OUSD Google Apps Domain and Google Managment Console Remotely added to OUSD Meraki wireless network Direct delivery to OUSD sites. Chromebooks set up in carts, labeled, with cord management Cart includes labels and lock Chromebooks must be ready to use upon delivery
VI. TEMPLATE FOR PRODUCT & SERVICES SUBMITTAL ( ONE PER OPTION ): VENDOR NAME: CHROMEBOOK MODEL: PRICE PER CHROMEBOOK (11” or 14”) with Google Management Console and all services): CART MODEL: PRICE FOR 1 CART with 34 11” Chromebooks, Google Management Console, and all services: