Hayward Unified School District

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Hayward Unified School District www.husd.k12.ca.us Request for Proposals #10.

1 Hayward Unified School District Request for Proposals #10.15 For Lenovo ThinkPad Yoga Ultrabook, ThinkCentre M93p Tiny Desktop, Accessories AND White-Glove Service October 11, 2014

2 The Hayward Unified School District (the District ) is pleased to issue this Request for Proposal #10.15 for Lenovo ThinkPad Yoga Ultrabook, ThinkCentre M93p Tiny Desktop, Accessories and White-Glove Service Proposals shall be sealed and clearly marked with the HUSD Proposal Name and Number and received up to, but no later than 2:00 PM, October 21, 2014 Submit Proposals to: Jas S. Sohal Manager-Purchasing HAYWARD UNIFIED SCHOOL DISTRICT 24411Amador Street Hayward, CA (510) ext I. RFP PROCESS The District intends to select a qualified provider for the procurement, delivery, configuration, distribution of specified computer equipment and accessories. The District reserves the right to reject any or all respondents. II. PROJECT GOALS The District s ultimate goal is to replace all district employees computers with laptops and workstations including teachers, classified administrative staff, and management to obtain the following benefits: All devices on the district s network will be upgrade to a more current and supported operating system. Achieve equity and uniformity throughout the district which will improve support efforts. Improve productivity amongst users. Offer additional features and capabilities and improve user experience. Reduce user frustration and service calls. Users will be able to take advantage of pending network upgrades and capacity improvements. III. MINIMUM REQUIREMENTS Respondents must meet the following minimum requirements to participate in the District s RFQ process: Respondent must be certified to sell and support Lenovo products specified in this RFP and provide names, title and contact information of local Lenovo Representatives participating in the bid. Respondent must provide a minimum of three with public sector K-12 client references within the last three years where similar products and services were provided and supported.

3 IV. PROPOSAL CONTENT: Respondents shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the District. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Respondents are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the number to which they respond. Business Profile: 1. No financial statements are required to be submitted with your proposals, however, prior to an award the District may request financial statements from your company, credit reports and letters from your bank and suppliers. 2. Discuss how you plan to ensure that the District s pricing is the lowest available; how supplier price reductions and financial incentives are to be passed on; what baseline will be used for establishing and monitoring prices; and your ability to establish pricing. 3. Ordering Lead-time: Describe the lead-time requirements for all large quantity purchase orders; on-line ordering, purchase orders, etc. as well as lead-time for those units ordered after the RFP has been fully implemented. 4. Implementation Strategy: Discuss how you would assist the District technologically and financially in the migration to new technologies, while protecting the investment we have in our existing equipment. 5. Warranty and Warranty Service: Describe your warranty service. The District s goal is to require a minimum of a three-year warranty with optional fourth-year, depot service. Warranty coverage for District equipment shall begin upon acceptance after initial functional test. Describe your warranty and the core components of your service solutions including escalation process. List any third-party company that would be utilized to provide service. 6. New/Future Model Disclosure: The Contractor/Manufacturer will provide the District with privileged knowledge (non-disclosures) regarding all new models offered prior to manufacturer build date. Describe any privileged knowledge program, i.e. product roadmaps. 7. Discount Pricing: Provide suggestions on the most favorable delivery schedule for receiving the best possible pricing or greatest discounts. 8. White Glove Service: The District will require labeling of each asset with model and serial number of the desktop and laptop for asset management purposes. Describe your program that would accomplish this. 9. Additional Services: Describe additional services to be offered within each service category, including but not limited to information about your call center and support capabilities, forward supply/parts depot, parts ordering/delivery, training technicians/upgrades, training for student/staff/faculty and other support capabilities.

4 10. Lease Programs: The District may be interested, at some point, in leasing or leasepurchase programs on a month refresh cycle, an overall support/maintenance program and a delivery and refresh process. Provide information on these programs. 11. Business Reviews and Management Reporting: Describe how and what format/media you will provide the District with total purchasing volume for all District purchases. Attach sample standard reports that will be available and your ability to customize specific reports, as requested, on an ad-hoc basis. 12. Student and Staff Purchases: Provide information about any student and staff offering for under this contract, including student and staff finance options, technical support, delivery options, etc. Include any terms and conditions that would need to be signed by the District to have district reseller program(s) in place. 13. Marketing: If you do have student and staff resale program, only with the District s permission, outline your company s plan for marketing products to staff and students. 14. Customer Care: Explain how your company proposes to resolve any complaints, issues or challenges as they arise under this contract, i.e. (problem escalation procedures). Provide an escalation matrix. Provide a detailed plan on how you propose to service the account based on your understanding of the current environment. Clearly detail support, communication, invoicing, performance, programs and services. Provide an escalation matrix. 15. Energy Star Compliance: The District prefers to buy products that are Energy Star Compliant whenever possible. Please provide all pertinent and verifiable information with regard to Energy Star Compliance. The respondent is responsible to clearly and specifically indicate the product being offered and to provide adequate information to enable the District to determine if the product offered meets the requirements of this solicitation. Verification from the manufacturer of Energy Star Compliance must be provided. 16. References: A list of three references is required to be submitted with your proposal. These references should be agencies your firm has done business with in the past 2-3 years. Provide company names with contact person and telephone number. 17. Contact: Provide the name, title, company name, street address, city, state and zip code; telephone, cell phone, fax numbers and address of the individual(s) who will be responsible for supporting this contract. V. SCOPE AND CONFIGURATION INFORMATION The following is a list of desktop and laptop configurations to be purchased initially. Respondents must complete the form of proposal by indicating District s unit price and total cost. The District will be purchasing approximately two hundred (200) desktops and eleven hundred (1,100) laptops with peripherals. However, this amount is estimated. The District reserves the right to buy units above or below the amount(s) estimated. The products specified in

5 this proposal will be ordered with a large initial quantity and then on an as-needed basis, in any quantity, and may be acquired from any location within the District. If quantity discounts are offered, the respondent must so state. Each configuration must be priced on a per unit basis. Each configuration must also, as part of it s per unit cost, include the following elements: shipping cost, environmental fees, 3-year depot warranty with an option for the 4th year. Mandatory Desktop Pricing Respondents must provide, with their pricing response, the description, brand, model, part number/sku for their base system unit configuration. NOTE: If respondent's proposed pricing models differs from that requested from the proposal form (see pricing table below), it will not be accepted. The District will heavily weigh the % of discount off of published, educational list price. 1. Mandatory Configuration #1 Lenovo ThinkCentre M93 Desktop (see description that follows table; (example in Italic); Initial Quantity = 200 (two hundred) Pricing Table #1 Initial Quantity Brand Name Description: Model, Part #, SKU Published, Educational List % Discount Unit Total 200 Lenovo ThinkCentre M93 Tiny Desktop, Model# 12345, SKU $ % $ $84, To be equivalent to or better features than: Operating System Windows Bit Processor Intel Core i5-4570t Processor (4MB Cache, up to 3.60GHz) Form Factor Tiny 65W Total Memory 4GB PC DDR3 1600MHz SoDIMM Hard Drive 180GB Solid State Drive, 2.5", SATA III Optical Device/Burner Slim DVD Burner/CD-RW, SATA Ethernet Adapter Integrated Intel Gigabit Ethernet WiFi LAN Adapter Intel Dual Band Wireless 7260BN with Bluetooth 4.0 Optional Mechanical Components VESA Mount Bracket kit - Tiny Pointing Device Enhanced Optical USB Mouse Keyboard USB Fullsize - US English Internal Speakers Internal Speaker Tiny Warranty 3 Year Depot

6 2. Mandatory Configuration #2 Lenovo ThinkPad Yoga Multimode Business Ultra book Laptop (see description that follows table); Initial Quantity = 1,100 (one thousand, one hundred) Pricing Table #2 Initial Quantity Brand Name Description: Model, Part #, SKU Published, Educational List % Discount Unit Total 800 To be equivalent to or better features than: Operating System Windows Bit Processor 4th Gen Intel Core i5-4300u Processor (3MB Cache, up to 2.90GHz) Base 12.5" FHD (1920x1080) Multitouch Black with Pen Total Memory 4GB PC DDR3 Hard Drive 180GB Solid State Drive, Serial ATA3 Opal Ethernet Adapter Integrated Intel Gigabit Ethernet WiFi LAN Adapter Intel Dual Band Wireless 7260AC with Bluetooth 4.0 Battery 8 Cell Li-Polymer Battery 47Wh Warranty 3 Year Depot 3. Mandatory Configuration #3 Lenovo ThinkPad E540 Laptop (see description that follows table); Initial Quantity = 1,100 (one thousand, one hundred) Pricing Table #3 Initial Quantity Brand Name Description: Model, Part #, SKU Published, Educational List % Discount Unit Total 300 To be equivalent to or better features than: Operating System Windows Bit Processor 4th Gen Intel Core i5-4300u Processor (3MB Cache, up to 2.90GHz) Display 15.6" HD(1366x768) AntiGlare - Black Total Memory 4GB PC DDR3L SDRAM 1600MHz SODIMM Hard Drive 500GB Hard Disk Drive, 7200rpm, 2.5" Pointing Device E540 UltraNav with FingerPrint Reader WiFi LAN Adapter Intel Dual Band Wireless 7260AC with Bluetooth 4.0 Battery 6 cell Li-Ion Battery 62WH Warranty 3 Year Depot

7 4. Mandatory Accessories - (See description and quantities in following table. Please provide Brand name, Description, Model, etc. (example in Italic). Pricing Table Initial Quantity Brand Name Description: Model, Part #, SKU Published, Educational List % Discount Unit Total USB 3.0 Ethernet Adapter Cable Matters SuperSpeed USB 3.0 Gigabit Adapter, Part # SKU# $ % $12.24 $6, Display Port to HDMI/DVI/VGA Male to Female 3- All in-1 Adapter Display Port to DVI Male to Female Adapter # External Slim DVD Burner/CD-RW, SATA Cable Lock Case Logic 17" Messenger Bags - VNM-217Black Case Logic 16" Back Pack - DLBP-116Black Other Mandatory Pricing: Note: If respondent's proposed pricing models differs from that requested from the proposal form (pricing sheets), it will not be accepted. The District will only accept pricing based on % discount off of published, public higher education list price. If respondent(s) have other categories/classes/groups of computer products to be offered as part of a typical desktop or notebook configuration or complement the base configurations, other than those listed below, respondent should include pricing discount information for these groups based, once again, as a % off published, public higher education list price. Respondents may attach this information on additional offerings with the form of proposal (pricing sheets). Pricing based on: % off published, public education list price for other desktop configurations than base models Pricing based on: % off published, public education list price for other laptop configurations than base models Deployment Time Frame It is the District s wish to have the laptops, computers and peripherals completely deployed by Friday, December 5, The district will work with company s designated Project Manager in creating a deployment schedule and plan.

8 District s Responsibilities 1. The Education and Information Technology department will provide a Golden Master Image for all of the computers listed in the RFP no later than one week after awarding the contract. 2. The Purchasing Department will provide asset tag labels for all capital devices no later than one week after awarding the contract. 3. District will provide site maps and list of users involved in the deployment. 4. District will assign a designee be involved in the coordination the deployment process and the deployment. V. PROPOSAL INSTRUCTIONS All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal. Signature Verification To be considered for award, each proposal must be signed by a legally authorized representative of your company. Examination of Contract Documents It is the responsibility of your firm to thoroughly examine and be familiar with the contract documents. The failure or neglect of the company to receive or examine any of the contract documents shall in no way relieve them from any obligations with respect to the RFQ. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document. Proposal Documents Failure to completely execute and submit the required documents before the bid submittal deadlines will render a proposal non-responsive. Formation of Contract A signed proposal and a signed and dated Purchase Order from the company or other eligible public agency shall constitute a binding contract. Should the respondent require the School District/Public Agency to enter into an additional contract, a copy of that contract must be included with your proposal. Informed Respondent It will be your responsibility to be fully informed as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at your firm s own risk and relief cannot be secured on the plea of error.

9 VI. PROPOSAL SUBMISSION REQUIREMENTS Three (3) original of the proposal shall be submitted in the format contained in the RFQ. Project Approach a) Provide a description of the respondent s approach to managing the project and procedures for minimizing disruptions b) Provide a description of monitoring services after installation to ensure completeness of services. c) Provide a description of the respondent s approach to White Glove Service. d) Describe training program available for district employees. Savings a) Provide information regarding procurement vehicles or reseller discounts that resulted in the respondent s pricing strategy. b) Describe future price savings in the event of a long term partnership c) Describe other procurement models that could ensure the District continued benefit of long-term savings. d) Describe any finance programs that may benefit the district for future device refresh projects. Purchase for HUSD Community a) Provide information regarding student, staff and family purchasing Plans b) Describe future price savings in the event of a long term partnership c) Describe the reconciliation process of the guarantee. Warranties a) Provide information of all warranties terms and conditions. VII. PROPOSAL EVALUATION CRITERIA A District committee will evaluate qualifications based on the scoring criteria outlined in this section. Respondents who are not actively engaged in providing services of the nature proposed in their response to the RFQ and/or who cannot clearly demonstrate to the satisfaction of the District committee their ability to satisfactorily perform the work in accordance with the RFQ requirements will not be considered. Respondents who do not meet the minimum requirements will not be considered. The District committee shall be the sole judge of the qualifications and services to be offered and its decision shall be final. Discussions may be conducted with respondents who submit qualifications determined to be reasonably acceptable of being selected for award:

10 Scoring Criteria a) Background: i.e. Qualifications, experience, resources, financial solvency. (20 points) b) Deployment (White Glove) Approach: i.e. approach to audits, savings monitoring, training, etc. (20 points) c) : (40 points) d) Additional Benefits & Added Value: i.e. additional benefits such as community discount purchase plan, free user training, automated implementation tools, ongoing discount programs, etc. (15 points) h) Response: responsiveness and compliance with the requirements of the proposal. (5 points) Total Maximum Point Valuation: 100

TENDER FOR PURCHASE OF BRANDED LAPTOP & UPS AT NIT HEAD OFFICE, KARACHI

1 TENDER FOR PURCHASE OF BRANDED LAPTOP & UPS AT NIT HEAD OFFICE, KARACHI NATIONAL INVESTMENT TRUST LIMITED 2 TABLE OF CONTENTS PAGE No 1. INTRODUCTION 3 2 SCOPE OF WORK 3 3 INFORMATION FOR BIDDERS 3 4