Denver Public Schools Strategic Sourcing Department 780 Grant Street Denver, Colorado Request for Proposal BD1785 Chromebooks

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1 Denver Public Schools Strategic Sourcing Department 780 Grant Street Denver, Colorado Request for Proposal BD1785 Chromebooks ADDENDUM NUMBER TWO THIS ADDENDUM MUST BE ACKNOWLEDGED. THIS ADDENDUM SHALL BECOME A PART OF THIS SOLICITATION. Amend BD1785 Request for Proposal, Chromebooks, dated November 22 nd, 2016, as follows: The proposal due date and time has changed to: Tuesday, January 3 rd, 2017, at 2PM, Mountain Standard Time. Page 32 Requirements for rugged Chromebook in section ZZZ of this document should reference Tab C Cost Quotations Pricing Form. Questions and answers are attached as well as updated pricing forms. If your proposal has been submitted and you wish to amend it, please modify your proposal on company letterhead. The amended proposal must be received prior to the time and date set for the proposal opening. Each modification submitted to the District's Strategic Sourcing Office located at 780 Grant Street, must have Vendor s name and return address and the applicable RFP number and title of the RFP clearly marked on the face of the envelope. If more than one modification is submitted, the modification bearing the latest date of receipt by the District's Strategic Sourcing Office will be considered the valid modification. This addendum must be acknowledged, whether or not you amend your proposal. PRINT OR TYPE YOUR INFORMATION Name of Company: Fax: Address: City/State: Zip: Contact Person: Title: Phone: Authorized Representative s Signature: Phone: Printed Name: Title: Date: Approved by: Date: Reviewed by: Date: BD1785 Addendum #1 Page 1 of 7

2 Questions and Answers 1. Section II B on page 23 states Vendors must include in this section a copy of their 2015 audited annual financial report or public annual report.. We have copies of our CPA audited financial report and are in the process of engaging a third party for third party audited financials which will take a bit of time. Would Denver Public schools accept our CPA audited financials for the purpose of submitting our response to this bid? A1. Yes, we will accept the CPA audited financials. 2. Can the electronic Master version of the response and the Redacted version be submitted on one thumb drive or would you prefer two separate drives? A2. One thumb drive will suffice. 3. Are we allowed to use the same three (3) references for both Tab C and Tab F, as long as they all meet the criteria? Or do you prefer six (6) individual references? A3. The same three (3) references will suffice. 4. With regard to the request quarterly invoices, do you mean quarterly statements recapping your purchase over the previous quarter? A4. The District is requesting quarterly invoices but this can be negotiated with the awarded vendor. 5. If it is a quarterly invoice that you are requesting, can you please provide reasons why it is being requested? A5. This can be negotiated with the awarded vendor. 6. Do you intend to award to one vendor or multiple? A6. We intend to award to a single vendor. It is possible that the managed services section ( MyTech, a take-home program for 7700 students) of the RFP may not be awarded. 7. Do you intend to award multiple manufactures or a single manufacturer? A7. We are looking for the best overall solution. We may select a single manufacturer or a reseller offering with multiple manufacturers. 8. Can we bid multiple devices in each category? A8. Yes. BD1785 Addendum #1 Page 2 of 7

3 9. Is DPS looking to consolidate their school based pick list to make purchasing easier at the school level? A9. We are always trying to find the balance between offering schools options while not overwhelming them with too many choices. 10. In Tab D Cost Quotations, the RFP directions state that we should price out each system found on pg. 22. Since there is no reference to systems on pg. 22 did you mean Pricing Form on pg. 24? A10. That is correct. The models to be priced are listed on p In Tab D Pricing form, DPS has requested that etching and Google licenses be included in the price of each Chromebook. Should asset tagging and management console enrollment costs also be included in the overall Chromebook price? A11. Yes. 12. Specific to the MyTech program, under which tab should we present the pricing schedules for Option 1, 2, and 3 pricing tables? A12. Tab E 13. On the pre-bid call DPS stated that they may not award for the MyTech portion. What reasons would cause a no award on that portion of the RFP? A13. If the cost of managed services for the 1:1 take-home program (MyTech) is too high, DPS will perform the described services internally. 14. On page 39 of the RFP document you list the following and ask for pricing, can you clarify what this refers to? Annual Software Web-Service Configuration cost per device to include: o o o Management and Security Configuration per user Productivity Configuration per user Video Editing Tool Configuration per user A14. We meant only to refer to the Chrome Management Console agent. The other elements are vestiges left in unintentionally. 15. Would you prefer to see 2GB or 4GB Chromebooks proposed? Or both? A15. We would prefer 4GB, but will look at 2GB models. BD1785 Addendum #1 Page 3 of 7

4 16. Under Tab E Question 3. Power Supplies, Question 4. Battery, Question 5. Motherboards, Question 6. Memory, and Question 7. Other Components can you please provide clarification on what type of information you are looking for? A16. These can be omitted from the document. However, please address any items items above, if applicable, in the failure statistics question below. 17. On page 33 of the RFP, Item 2, B The initial contract payment should be subject to full deployment and acceptance of the System by DPS. Can we have the district be more specific on this item? A17. Denver Public Schools financial system and processes. 18. What constitutes a ruggedized model A18. Because of varying standards of ruggedization, we would like vendors to give us their criteria for a ruggedized model. We are looking for a model better designed for carry-home usage by students. Please document the features which make it so. 19. What defines a consumer grade system A19. This delineation is not as clear with Chromebooks as with other hardware. 20. Will net 30 terms be construed as early payment, requiring a discount A20. No. 21. How will a unit be determined to be a lemon? A21. If the unit requires three or more of the same repair within one school year. 22. Does the district anticipate utilizing Android Apps on its Chromebooks, when available in Chrome? A22. We are not planning on that immediately, but if you feel it affects your bid, please include any information. 23. Who will be responsible for collecting devices and accessories from students no longer attending DPS A23. School staff will be responsible for collecting devices and accessories from students no longer attending one of the MyTech (1:1 take home program) schools. BD1785 Addendum #1 Page 4 of 7

5 24. What (if any) professional accreditations/certificates are required for Consulting and Systems Engineers A24. We have no such requirements for this RFP. 25. Will a bid that wins the MyTech track of the RFP and not the outright purchase, be considered (the inverse appears to be true as per PG 22, RFP Purpose, Para. 2) A25. No. A bid cannot win only that section. OPTION 1: PURCHASE PRICING SCHEDULE Items for Delivery: Cost per Chromebook Cost Per Protective Case or Shell Annual Services cost per per device to include: Logistics/Repair Services Summer Refresh Asset Inventory Management Annual Software Web-Service Configuration cost per device to include: Management and Security Configuration per user Productivity Configuration per user Video Editing Tool Configuration per user Annual Project Management/Staffing cost per device TOTAL YEAR 1 SOLUTION COST PER DEVICE (BASED ON 4,000 LAPTOPS AND SERVICES TOTAL YEAR 2 SOLUTION COST PER DEVICE (BASED ON AN ADDITIONAL 3,700 LAPTOPS AND SERVICES TOTAL YEAR 3 SOLUTION COST PER DEVICE (BASED ON SERVICES TOTAL SOLUTION COST (3 YEAR TERM) BD1785 Addendum #1 Page 5 of 7

6 OPTION 2: THREE-YEAR LEASE/PURCHASE OPTION WITH A FAIR MARKET VALUE LEASE OPTION AT THE END OF THE LEASE Items for Delivery: Annual Cost per Chromebook Annual Cost Per Protective Case or Shell Annual Services cost per device to include: Logistics/Repair Services Summer Refresh Asset Inventory Management Annual Software Web-Service Configuration cost per device to include: Management and Security Configuration per user Productivity Configuration per user Video Editing Tool Configuration per user Annual Project Management/Staffing cost per device TOTAL YEAR 1 SOLUTION COST PER DEVICE (BASED ON 4,000 LAPTOPS AND SERVICES TOTAL YEAR 2 SOLUTION COST PER DEVICE (BASED ON AN ADDITIONAL 3,700 LAPTOPS AND SERVICES TOTAL YEAR 3 SOLUTION COST PER DEVICE (BASED ON SERVICES TOTAL SOLUTION COST (3 YEAR TERM) BD1785 Addendum #1 Page 6 of 7

7 OPTION 3: THREE-YEAR LEASE/PURCHASE OPTION WITH A $1.00 PURCHASE AT THE END OF THE LEASE Items for Delivery Cost per Chromebook Cost Per Protective Case or Shell Annual Services cost per device to include: Logistics/Repair Services Summer Refresh Asset Inventory Management Annual Software Web-Service Configuration cost per device to include: Management and Security Configuration per user Productivity Configuration per user Video Editing Tool Configuration per user Annual Project Management/Staffing cost per device TOTAL YEAR 1 SOLUTION COST PER DEVICE (BASED ON 4,000 LAPTOPS AND SERVICES TOTAL YEAR 2 SOLUTION COST PER DEVICE (BASED ON AN ADDITIONAL 3,700 LAPTOPS AND SERVICES TOTAL YEAR 3 SOLUTION COST PER DEVICE (BASED ON SERVICES TOTAL SOLUTION COST (3 YEAR TERM) BD1785 Addendum #1 Page 7 of 7