Tender. Prairie Valley School Division Education Technology Refresh. Tender: Issued April 16, 2013

Transcription

1 Tender Prairie Valley School Division Education Technology Refresh Tender: Issued April 16, 2013 Mailing Address: Prairie Valley School Division #208 P.O. Box 1937, 3080 Albert Street North Regina, SK S4P3E1 Physical Address: Highway 6 North RM of Sherwood Submission Information: Submission(s) are required on or before May 1 st, :00 Noon Regina Time Faxed and submissions will not be accepted. Submit inquires in writing to: Anne Viravong Ph: Fax anne.viravong@pvsd.ca

2 2 Specific Instructions to Bidders: Introduction Prairie Valley School Division (PVSD) provides K-12 education services to approximately 8,300 students in 38 schools in a geographic area from Regina Beach to Whitewood, and Kelliher to Milestone. This document is requesting Tenders from qualified Vendors for the supply of SMART Technology, Uninterruptible power supply (UPS), and mobile computer lab carts for 14 schools. Each item has been identified in unique sections to provide Vendors the opportunity to submit Tenders specifically on their area of expertise. Purchase: We intend to do a straight purchase of all equipment. No leasing or finance options are required. Quantities: The following estimates are given in good faith to assist the bidder in compiling their pricing structure and in the evaluation of quotations. We do not guarantee that these quantities will be purchased. Actual quantities are subject to change to respond to such factors as final unit prices obtained through this request and budget restrictions. Warranty: All items must include the option of additional warranty on parts and labour. Warranty that comes standard with the items must be clearly identified and terms listed. Timeline Review will commence May 1 st, 2013 Intention of award the week of May 6 th, 2013 Key project completion dates: June 28 th 2013: UPS s and media carts onsite at school locations ready for use August 2 nd 2013: SMART Boards and document cameras installed and configured ready for use The successful supplier will be expected to deliver equipment to any or all PVSD school locations. Delivery costs are to be itemized in the pricing. When the successful supplier is chosen and exact quantities of hardware to be ordered is determined, a delivery schedule will be discussed and agreed upon. Specific timelines will be established to minimize disruption to the operation of schools.

3 3 Specifications Attached Schedule A: Specifications provides full specifications for all hardware as required by Prairie Valley School Division. Information items that are requested within this section must be supplied in addition to all costing documentation. Information should be provided in a clear and concise manner. All products should meet the specifications through specified brand or comparable equivalents (if the brand is not specified). Vendors are to provide additional information regarding value-added services they can provide or contribute to a rural K-12 educational environment. Communications Vendor inquiries, questions and requests for clarification related to this Tender are to be directed in writing to: Prairie Valley School Division Communications, Information and Technology Department P.O. Box 1937, 3080 Albert Street North Regina, SK S4P3E1 Attention: Anne Viravong Fax: anne.viravong@pvsd.ca Applicable terms and conditions herein shall govern communications and inquiries between Prairie Valley School Division and Vendors as they relate to this Tender. Information Communications shall include, but are not limited to: Requests from/to Vendors or Vendors representatives in any kind of capacity, to/from any PVSD employee or representative of any kind or capacity with the exception of Anne Viravong for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time. Formal Communications shall include, but are not limited to: Questions concerning this Tender must be submitted in writing and received prior to 16:30hrs, April 29 th 2013.

4 Vendors shall bring to PVSD s attention any discrepancies, errors, or omissions that may exist within this Tender. With respect to this Tender, Vendors shall recommend to PVSD any enhancements, which might be in PVSD s best interests. These must be submitted in writing and be received prior to April 29 th Inquiries about technical interpretations must be submitted in writing and be received prior to 16:30hrs April 29 th Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process. Verbal and/or written presentations and pre-award negations under this Tender. Addenda to this Tender: Prairie Valley School Division will make good-faith effort to provide a written response to each question or request for clarification that requires addenda within 3 business days. PVSD will not respond to any questions/requests for clarification that require addenda if received after April 29 th, Evaluation and Award of Tender Mandatory Requirements Proposals which fail to meet any mandatory requirements will be rejected. Proposed hardware must meet minimum specifications provided in Schedule A: Specifications 1. Vendor Profile The following information shall be provided on behalf of the Vendor as part of the Mandatory Requirements: Number of years the Vendor has been in business. Number of years in the Regina market. Number and qualifications of warranty and repair staff. Provide 3 references that similar services have been performed for References of current and former clients in K-12 education sector. Provide a list of staff that will be assigned to this project as well as their training and education. Number of years as reseller of proposed manufacturer. List partner status if applicable. 2. Use of Subcontractors Vendors may use a subcontractor or subcontractors as part of their Tender submission.

5 Vendors must explicitly identify all subcontractors it intends to use in the Tender. The Vendor must take the role as primary contractor and assume overall responsibility for the successful interconnection of all functions and aspects of the Tender. References outlining the qualifications and experience of the subcontractor must be submitted with the Tender. 3. Funding Aside from any other provisions of this Tender, any written agreement intended by the Tender and the financial obligations of the Division pursuant to that agreement are subject to there being sufficient funds available to enable the Division to enter into the said written agreement. 4. Pricing Format Vendors are asked to provide unit prices for each of the components listed in Sections 1-3 Cost Breakdowns. Each Section identifies key mandatory requirements. Its PVSD s desire to award each Section to a single Vendor. Vendors are invited to bid on any number of Sections providing they are able to supply all components as listed either independently or through subcontractors. Failure to provide complete pricing on all items in any one Section will disqualify the submission for that particular Section. If there is a discrepancy found between the unit price and the extended amount, the unit price shall be considered as representing the intention of the Vendor. The extended amount shall be recalculated using the unit prices and such recalculated amount shall be incorporated in the Vendor s pricing schedule. Schedule A Specifications includes estimated total volumes that have been given in good faith at time of preparation of Tender documents. 5. Submitting Tenders The sealed Tender, signed and dated by bidder s authorized representatives must be received at the office of the Supervisor of Communications, Information and Technology no later than 12:00PM, local Regina time, Wednesday May 1, Tenders received after the deadline date and time will not be considered. Each section that is being bid on must be complete including appropriate including appropriate signatures in order for it to be deemed compliant. Bidders are to submit three (3) copies of their Tender. Tenders must be submitted in a sealed envelope or package(s). Tenders should be clearly marked on the outside of the package, Prairie Valley School Division Education Technology Refresh, the Submission deadline, the 5

6 PVSD contact name and address and full legal name and return address of the Bidder. Electronic submissions of the Tender will not be accepted, this includes and facsimile submissions. Any costs incurred by the respondent to prepare and submit a response are the sole responsibility of the respondent. Prairie Valley School Division assumes no responsibilities for costs associated with the preparation and submission of responses to this Tender. 6. Reservations Prairie Valley School Division reserves the right to adjust quantities to meet its requirements. Prairie Valley School Division reserves the right to reissue this Tender or any Sections of this Tender at a later date. Prairie Valley School Division reserves the right to include or exclude specific items from the overall Tender or a single item from a component. Lowest price not necessarily accepted Evaluation Although pricing will be an important factor in the evaluation and award of Tenders, ability to provide supports, warranty and repair services, and ability to deliver within the time line required and other relevant factors will be considered in the award. The evaluation committee will evaluate and score Tenders based on these criteria. Each criterion has been assigned a weight according to their importance as follows: 6 Pricing: Includes ability to provide all products and services listed in each costing section Ability to provide on-going support, warranty and repairs required Ability to meet time frames Experience of bidder in K-12 market, through references 50 pts 30 pts 15 pts 5 pts The lowest price on any Tender will not necessarily be accepted.

7 7 Confidentiality Information about the school division obtained by a respondent must not be disclosed unless authorized by the school division in writing. By submitting a response, the respondent agrees that this obligation of confidentiality will survive the termination of the Tender and any contract that might arise between the parties. The school division is subject to the Province of Saskatchewan Local Authority Freedom of Information and Protection of Privacy Act. All documents submitted by the respondents to the school division become the property of the school division. All documents will be received and held in confidence by the school division and the information will not be disclosed, except to the extent necessary for carrying out the school division s purposes or as required by law.

8 8 Purpose The purpose of this Tender is for Prairie Valley School Division to find the most reliable and economically feasible supply and installation of Education technology products. This project consists of three (3) Sections: 1. Uninterruptible Power Supply (UPS) 2. SMART Technologies 3. Moblie Computer Lab Carts Schedule A: Specifications All quantities listed below are close estimates. PVSD may require different quantities of any section and reserves the right to modify quantities. Vendors are to include any additional hardware like cables or mounting brackets or software that are required. All hardware proposed must be new and currently being marketed by the original equipment manufacturer. New hardware consists of all new parts with no used or remanufactured parts or components. All hardware must meet the following specifications through exact brand when specified. Section 1: Uninterruptible Power Supply A. APC Smart-UPS RT 3000 QTY: 9 Mfg Part number: SURTA3000RMXL3U Rack mount, with rails 3000 VA power capacity AC 120 V B. Services and Support Provide complete inventory (serial number, location, warranty date) of installed devices Section 2: SMART Technologies A. SMART Board Interactive Whiteboards QTY: 29 SB680i4 interactive whiteboard with UF65 projector B. SMART Document Camera QTY: 47 SDC 450 C. Services and Support Installation and configuration services in specified schools/classroom areas. This includes connection to designated computer in the classroom. Warranty and provide support on products and installation services Provide complete inventory (serial number, location, warranty date) of installed devices

9 Section 3: Mobile Computer Lab Carts A. Mobile Laptop Cart QTY: unit laptop cart that can store and charge up to 30 laptop computers Must be able to accommodate laptops with 9 cell batteries Cart doors must be lockable using a resettable combination padlock Fully assembled, with electrical, CAT5E/CAT6 cables and casters Cable management (power and network) Built in surge protected power strips Networkable (connect laptops to network via CAT5E cable when in cart) Durable, lightweight and easy to move B. Moblie Netbook Cart QTY: unit cart that can store and charge up to 24 netbook type computers Cart doors must be lockable using a resettable combination padlock Fully assembled with electrical and casters Cable management Built in surge protected power strips Durable, lightweight and easy to move C. Resettable combination padlock QTY:30 Minimum 4 digit combination padlock Provide single master key (multiple copies) to reset all padlocks D. Services and Support Provide inventory (serial number, location, warranty date) of installed devices Network switches/hubs are properly configured and installed in each cart Carts are fully assembled and operational Remove packing material from site Sale and Resale of old hardware: Vendor is to present a plan for the removal and credit/resale of any mobile cart being upgraded. 9

10 Cost Breakdowns Taxes are NOT to be included in the pricing. If there are additional or optional items that can be purchased, please list these items as a separate cost Section 1: Uninterruptible Power Supply A. APC Smart-UPS RT 3000 Extended Price X 9 qty $ 4 year warranty option $ B. APC Rack Mounting Kit Extended Price X 11 qty $ Section 2: SMART Technologies A. SMART Boards Interactive Whiteboards Extended Price X 29 qty $ B. SMART Document Cameras Extended Price X 47 qty $ 10

11 11 Section 3: Mobile Computer Lab Carts A. Mobile Laptop Cart Extended Price X 17 qty $ B. Mobile Netbook Cart Extended Price X 13 qty $ C. Resettable Combination Padlock Extended Price X 30 qty $