Bakersfield City School District

Transcript

BAKERSFIELD CITY SCHOOL DISTRICT Purchasing 1300 Baker Street Bakersfield, CA 93305-4326 (661) 631-4712 EDUCATION CENTER, 1300 BAKER STREET BAKERSFIELD, CALIFORNIA 93305-4326 (661) 631-4712 FAX: (661) 861-9907 David West, Director [email protected] July 2,2015 To Whom It May Concern: The Bakersfield City School District is soliciting proposals for SMART Brand Classroom Solutions, including installation and training. Proposals will be received until July 29, 2015 at 2:00 p.m. Faxed proposals will not be accepted. Proposals shall be labeled RFP # 1507-1 SMART Brand Classroom Solutions and must be delivered to Bakersfield City School District Purchasing, Attention: Director, 1300 Baker Street, Bakersfield, CA 93305, as illustrated below. Date and time of proposal opening shall appear on the proposal envelope. Bidders must be able to demonstrate a successful track record in the timely delivery and installation of Smart Classroom Solutions, as well as the after sale service and training requirements noted in this proposal. RFP# 1507-1 SMART Brand Classroom Solutions ATTENTION DIRECTOR 1300 BAKER STREET BAKERSFIELD, CA, 93305 Bid openine: 7/29/15 at 2:00pm Please review the General Information and Proposal Specifications carefully before preparing your response. (Pricing must be firm for thirty-six (36) months. This proposal has an option for renewal for two additional years.) All labor for installations must be bid at prevailing wage and contractors must be registered with Department of Industrial Relations, see page 16. Proposals must be received no later than 2:00 p.m. on the 29th of July, 2015 in the office of the Purchasing Director, 1300 Baker Street, Bakersfield, CA 93305. All items must be bid, delivered, F.O.B. Bakersfield City School District warehouse. Proposal tabulations will be available online after the August 25,2015, Board Meeting. Please visit website: www.bcsd.com/purchasinglbids. I look forward to receiving your proposal. Please submit all questions concerning this proposal, in writing, to David West at [email protected] or Stacy Thompson at [email protected]. Regards, David West Director, Stores and Purchasing Bakersfield City School District INFORMATION TO BIDDERS General This Information to Bidders is in addition to any instructions, conditions, terms and/or requirements stated elsewhere in the Contract Documents. It is imperative that you review all of the Bid/Contract documents in order to be fully apprised of all the terms, conditions and other requirements comprising the contract. Bid Proposals. To receive consideration, bid proposals shall be made in accordance with the following instructions, 1. Deadline for Receipt of Bid Proposals. Bids and DVBE Declaration of Good Faith Efforts to use Disabled Veterans Business Enterprises must be received prior to 2:01 P.M. on July 29,2015 in the DISTRICT'S Purchasing Department after which time they will be read aloud. Envelopes containing BIDS and DVBE Declaration of Good Faith Efforts must be sealed, prominently marked with bid number, bid title, respective due date and time, name of Bidder and submitted to the Purchasing Department of the DISTRICT, 1300 Baker Street, Bakersfield, CA 93305. Bids and DVBE Declaration of Good Faith Efforts received later than the designated time and date will not be accepted. Facsimile (FAX) copies of the bid, including the DVBE Declaration of Good Faith Efforts, will NOT be accepted. 2. License. Bidder may bid only on work of a kind for which it is properly licensed by the California Contractor's State License Board. Joint venture Bidders must possess ajoint venture license. The Bidder and all subcontractors must be properly licensed, as required by law, at the time of bid and all licenses must remain current for the duration of the contract. All bids shall state the contractor's license number and its expiration date. Failure to supply complete contractor's license information and appropriate signatures on the bid form may result in the bid being considered non-responsive. It is the Bidder's responsibility to ensure that the DISTRICT can verify licensure before bid awards are made. 3. License Reguired. To perform the work required by this bid, CONTRACTOR must possess the following type of contractor's license: "C-7" Contractor's License. "C10" Contractor's License a "C-61" Limited Specialty Classification with a "D-34" Prefabricated Equipment Contractor. In addition, all contractors and/or subcontractors must be registered with the Department of Industrial Relations. 4. Preparation of Bid Form. The DISTRICT invites bids on the enclosed forms to be submitted at the time and place stated in title Notice to Bidders calling for bids. All blanks in the bid form must be appropriately filled in. All bids must be submitted in sealed envelopes bearing, on the outside, the name and address of the Bidder and the name of the project for which the bid is submitted. It is the sole responsibility of the Bidder to ensure that the bid is received at the proper place and time. Page 1 of 29 Bakersfield City School District SECTION 1 INTRODUCTION Bakersfield City School District (BCSD) is requesting proposals from qualified Smart Classroom Technology vendors to provide, "A System Contract for Integrated Smart Classroom Technology and Related Support Services." Bakersfield City School District is interested in selecting a vendor with proven experience in the field of "Smart Classroom Technology & Related Services". SPECIFICATIONS 1) The District has standardized on the Smart Brand Smartboard. A list of equipment and services is included in this specification. 2) Only brands and model numbers specified will be considered. No "or-equal" bids will be considered for award. 3) The vendor is responsible for the performance and maintenance of the system under warranty. VENDOR'S PROPOSAL COSTS This request does not commit the District to pay for any costs incurred in the submission of the proposal or in making necessary studies or designs for the preparation thereof, nor to procure or contract for the services or material. Questions regarding this Bid may be submitted in writing via email: to: David West, Purchasing Director, [email protected] or Fax 661-861-9907. Oral communications by District employees concerning this Bid shall not be binding on the District and shall in no way excuse the vendor of hislher obligations as set forth in the Bid. KEY ACTION DATES The timeline for this proposal process and for the procurement of "Smart Classroom & Related Services" is as foll ows: Bid Release .......................................... July 2,2015 Deadline for Questions/Clarifications ....... July 15, 2015 Issue Addenda if necessary .................... July 21, 2015 Deadline for Proposal Submissions ..........July 29, 2015 CONTRACT PERIOD Any Contract resulting from this proposal shall be for three years from date of award and renewable for a fourth and fifth year in one-year increments provided parties agree, in accordance with Education Code Section 17596 (K-12). The total potential Bid life is five (5) years from Board of Education Award. Page 2 of 29 Bakersfield City School District SECTION II GENERAL STATEMENT The district is seeking vendors to furnish and install a Smart Brand Smartboard classroom system. Where appropriate, the vendor will provide the initial training of the District's staff in the operation and use of the applications hardware and software as part of the original contract. See Smart classroom training requirements. Equipment installation shall be performed in a neat and workmanlike manner using the best practices of the particular trade, and shall be accomplished by a properly licensed contractor using skilled and trained employees to properly complete the work required. All work shall proceed vigorously to completion once it is started. Bakersfield City School District may have the need to purchase additional quantities of items on this Bid for similar project(s). Unit pricing shall remain firm for a period of thirty (36) months from award. All non-installed equipment and supplies shall be delivered F.O.B. Destination, BakersfieldCity School District Warehouse, 1300 Baker Street, Bakersfield, CA. The successful Bidder shall take all needed precautions to protect both real and personal property of the District and private individuals. The District reserves the right to reject any and all bids and/or waive any irregularities in the bidding, at no penalty prior to the award of the bid. The District shall not be liable for any costs associated with the preparation and/or presentation of any proposal submitted in response to this bid or any demonstrations or other performance tests. All responses become the property of the District. Preference will be given to factory authorized dealers on the equipment you are bidding. Bidders must include warranty information on all equipment with their bid. This information must include length and conditions of warranty and local authorized repair facilities within one hundred (100) miles from Bakersfield. OTHER CONSIDERATIONS The District anticipates that systems maintenance should be available on a contracted service basis at a reasonable cost as part of a warranty against program defects, after the initial warranty period has elapsed. Provide cost data and warranty program details with your Bid. Page 3 of29 Bakersfield City School District SECTION III GENERAL PROVISIONS AND REQUIREMENTS TERMS AND CONDITIONS The following terms and conditions shall govern the submission of proposals and any agreement resulting from this procurement. Bidders, by virtue of submission of a proposal, acknowledge and accept these terms and conditions. PRIME POINT OF CONTACT Each Bidder's proposal must contain a statement indicating the name of their prime point of contact for the resolution of difficulties with the vendor's proposed offerings. BASIS OF SELECTION Although price will be a significant factor in identifying a successful Bidder, no commitment will be made to select a vendor's system solely on the basis of price. Selection will be made on a combination of factors, including price, vendor support and training, other satisfied customer references, installed base of Smart Classroom Technology applications, delivery schedule, and conformance to the specifications contained in this request for Bid. Pursuant to State of California Public Contract Code 20118.2, the District reserves the right to award the Bid to one of the three lowest responsible Bidders. Page 4 of29 Bakersfield City School District SECTION IV 1. GENERAL INSTRUCTIONS Failure to obtain the Bid documents allowing insufficient time to adequately respond, will not be accepted as a mitigating circumstance and will not result in the granting of special considerations or waivers of any kind. In order to be considered for selection, proposals must arrive at the Bakersfield City School District Purchasing Department on or before the deadline time and date for submission of proposals as established in key action dates. 2. The proposal must consist of an original copy of the proposal and all supporting documentation sealed in an envelope provided by the District addressed to: Mr. David West BCSD-Purchasing 1300 Baker St. Bakersfield, CA 93305 Phone: 661-631-4712 ADDENDA TO REQUEST FOR PROPOSAL In the event revisions to this document become necessary, addenda will be provided to all vendors receiving initial distribution of the Bid and all others obtaining the document independently from the issuing office following established procedures. • • • • • • The vendor shall report its maintenance policies; location and number of personnel qualified to maintain the smart classroom technology (software & hardware), as well as, procedures for contacting such personnel. A vendor may withdraw his offer at any time prior to the offer submission time specified by submitting a written notification of its withdrawal signed by the vendor or authorized agent. Final offers cannot be changed or withdrawn after the time for receipt. The contents of the offer of the successful vendor will become contractual obligations if acquisition action ensues. Failure of the successful vendor to accept these obligations in a purchase contract, purchase order, delivery order, or similar acquisition instrument, may result in cancellation of the award. The vendor shall provide a detailed cost breakdown of all hardware and peripherals necessary to make the system operational including maintenance, training costs, transportation, etc. Quotations are to be FOB destination and shall include delivery and installation at the appropriate District facilities when applicable. All offers shall stipulate they are valid for 120 days from deadline date for submission of offers established in key action dates. Offers must be signed by a duly constituted corporate official legally capable of binding the vendor. Page 5 of29 Bakersfield City School District 3. APPROVAL OF PROPOSED CONTRACT After selection of the top ranked successful vendor as determined by the District, discussions will ensue with the vendor regarding outstanding issues in contract items. A mutually acceptable contract must be presented to the District's School Board for approval at the time of award. 4. DELIVERY OF SERVICES It shall be the vendor's responsibility to ensure timely access to all contracted services. The delivery schedule of the system shall be as specified in the proposal as submitted. Any subsequent deliveries shall be as agreed to in writing by the vendor and the District. 5. NON-COLLUSION DECLARATION The respondents shall execute and include in their proposal a signed non-collusion declaration. Any offer without such affidavit, or in violation thereof, and also any contract let there under shall be absolutely void. 6. SUBCONTRACTING PROCEDURE No performance of the contract or any portion thereof shall be assigned or subcontracted by the contractor without the expressed written consent of the District. Any attempt by the contractor to assign or subcontract any performance of the terms of this contract withoutthe expressed written consent of the District will constitute a breach of this contract. Whenever the contractor is authorized by the District to subcontract or assign, the vendor will include all the terms of this contract in each such subcontract or assignment. Every subcontractor shall be bound by the terms ofthe contract as far as it is applicable to the performance of the work. Nothing herein shall create any contract between any subcontractor and the District, or any obligation of the part of the District to pay, or see to the payment of any sums to any subcontractor by the contractor. 7. DISPOSITION OF PROPOSAL All materials submitted in response to this request will become the property of the District and will be returned only at the District's option and at the vendor's expense. The master copy shall be retained for official files and will become a public record. However, in support ofthe requirement to show vendor's responsibility, proprietary information will not be made public and will be returned upon request. Confidential and proprietary information must be identified as such. Page 6 of29 Bakersfield City School District SECTION V TERMS AND CONDITIONS OF THE REOUEST FOR PROPOSAL PROPOSAL All information must be legible. Any and all corrections and/or erasures must be initialed. Each proposal must be signed in ink by an authorized representative of the vendor, and required information must be provided. The contents of the proposal submitted by the successful vendor of this RFP will become a part of any contract award as a result of this solicitation. REQUEST FOR INFORMATION Any requests for clarification or additional information deemed necessary by any vendor to present a proper proposal shall be submitted in writing to Mr. David West, Purchasing Director, Bakersfield City School District, 1300 Baker St., Bakersfield, CA, 93305 no later than July 15, 2015. Any requests received after the above stated proposal submission deadline will not be considered. All requests received prior to the above stated deadline will be responded to in writing by the District in the form of a written addendum, if necessary, addressed to all prospective vendors. SUBMISSION OF PROPOSAL A signed original proposal should be submitted in a sealed envelope and submitted to: Bakersfield City School District, Purchasing Department, 1300 Baker St., Bakersfield, CA 93305 prior to the date and time indicated in the key action dates. At such time, proposals received will be formally opened and accepted for consideration. NEGOTIATION The district reserves the right to negotiate any and all elements of this proposal. INDEMNIFICATIONS Vendors must comply with the following terms of indemnification and, before entering into a contract with the District, submit proof of this compliance. The successful vendor shall indemnify and hold harmless the District and all officers and employees thereof connected with the work, for all claims, suits or actions of every name, kind and description, brought for, or on account of, injuries to or death of any person or damage to property resulting from any negligent error, omission, or act by the vendor or his agents during the progress of the work or at any time before its completion and final acceptance. The vendor shall, during the life of the contract, take out and maintain insurance coverage with an insurance carrier authorized to transact business in the State of California that will protect the vendor or any subcontractor or anyone directly or indirectly employed by any of them or by anyone for whose acts they may be liable, from claims for damages because of bodily injury, sickness, disease, or damages because of injury to or destruction of tangible property including loss of use resulting therefrom. The minimum limits of liability for such insurance coverage which shall include comprehensive general and automobile liability, including contractual liability assumed under the contract shall be a follows: Page 7of29 Bakersfield City School District 1. Limit of liability for injury or accidental death One person or occurrence $1,000,000.00 2. Limit of liability for property damage Aggregate liability for loss $1,000,000.00 3. Single limit bodily injury/property $1,000,000.00 Such liability insurance policies shall name the District as an additional insured and shall agree to defend and indemnify the District against loss arising from operations performed under the contract and before permitting any subcontractors to perform work under the contract, the vendor shall require subcontractors to furnish satisfactory proof that insurance has been issued and is maintained similar to that provided by the vendor as it may be applied to the subcontractor's work. EQUAL OPPORTUNITY EMPLOYER All Bidders must indicate their compliance with Federal, State of California and District equal opportunity requirements. It is the policy of the Bakersfield City School District Board of Education that in connection with all work performed under Purchasing Contracts there shall be no discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, sex, or religious creed. Therefore, the proponent agrees to comply with applicable Federal and California Laws including, but not limited to, the California Fair Employment Housing Act. In addition, the successful proponent(s) agrees to require like compliance by all subcontractors employed on the work by himlher. SYSTEM PERFORMANCE Not restricted by any other item, condition, disclaimer, warranty or guarantee, the vendor represents and warrants that the system will perform the functions described in its product specifications and its proposal and the system will operate in the proposed configuration and at the cost set forth. INTEGRATED PERFORMANCE Within the definition of the system described by the vendor's proposal and resulting agreement, the vendor acknowledges that the nature of this procurement requires that each component function in accordance with its specification and be integrated and operate successfully with all other components of the system. PENALTIES FOR NON-PERFORMANCE Judgment of non-performance in regard to the system performance shall rest solely with District management. Failure to provide maintenance services in accordance with the requirements specified shall constitute an essential breach of contract and be subject to all applicable remedies oflaw. ASSIGNMENT OF CONTRACT The contractor shall not assign or transfer by operation of law or otherwise any or all ofits rights, burdens, duties or obligations without the prior written consent of the surety on the performance bond and the District BINDING EFFECT This agreement shall insure to the benefit of and shall be binding upon the contractor and District and their respective successors and assigns. Page 8 of29 Bakersfield City School District SEVERABILITY If any provisions of this agreement shall be held invalid or unenforceable by a court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision hereof. AMENDMENTS The terms of this agreement shall not be waived, altered, modified, supplemented or amended in any manner whatsoever except by written agreement Signed by the parties. PREVAILING LAW In the event of any conflict or ambiguity between these instructions and State and Federal law or regulations, the latter shall prevail. Additionally, all equipment to be supplied or services to be performed under the proposal shall conform to all applicable requirements. GOVERNING LAW AND VENUE In the event of litigation, the proposal, specifications and related matters shall be governed by and construed only in accordance with the laws of the State of California. Venue shall only be with the appropriate state or federal court located in Kern County, California. Page 9 of 29 Bakersfield City School District SECTION VI CUSTOMER REFERENCES The vendor must provide a list of at least three (3) customers who presently have the proposed software and services installed and operating, unless the systems are in use by fewer customers, in which case all customers must be listed. The list must include the name, telephone number, fax number, and email address of each contact person at each customer site. VENDOR RESPONSIBILITY Prior to award of contract, the District must be assured in writing that the vendor selected has all the resources required to successfully perform under the contract. This includes, but is not limited to, personnel in the numbers and with the skills required, equipment of appropriate type and sufficient quantity, financial resources sufficient to complete performance under the contract, and experience in similar endeavors. If, during the evaluation process, the District is unable to assure itself of the vendor's ability to perform under contract, if awarded, the District has the option of requesting from the vendor any information, which the District deems necessary to determine the vendor's capabilities. If such information is required, the vendor will be so notified and will be permitted approximately five working days to submit the information requested. All offers, information and response, will be incorporated into and made a part of any final contract between the Bakersfield City School District and the successful Bidder. Vendor understands and agrees that it has a duty to explain and clarify any and all conditions imposed on or included in its responses to the questions in the Bid. Vendor further understands and agrees that it has an affirmative duty to inquire about and clarify any Bid questions thatthe vendor does not fully understand or that the vendor reasonably believes may be susceptible to more than one interpretation. If any vendor finds it necessary to take exception to any of the District's terms and conditions, as stated, a written response should be prepared stating these exceptions in detail and an alternative acceptable to the vendor submitted to the District within the stated timetable for consideration. The District reserves the right to make its own evaluation of any exceptions and alternatives offered and to accept or reject the offer containing them. WARRANTY -The District prefers that all electronic data processing systems, and the Smart board, be guaranteed for a minimum of five (5) years after the first day of the successful installation acceptance at each site. All services necessary to repair malfunctions discovered shall be provided at no cost to the District during the warranty period. The Bidder shall indicate the total period of the warranty after the software/equipment is accepted by the District. Any defects shall be rectified by the successful Bidder promptly to the satisfaction of the District without expense to the District. TRAINING REOUIREMENTS 1. OVERVIEW -Vendor must provide training for the District's personnel (listing number of hours of training for teachers and staff on each installation) in the operation, management, and support of the proposed Smart Classroom System hardware installation and on the Smart Board software. Page 10 of29 Bakersfield City School District 2. TRAINING PLAN - Training is required for all personnel involved in the use and support of the Smart Classroom. Additional training sessions will need to be provided as required. There will be three groups of personnel to train. This training will be assumed to be a no cost service included in the purchase of any and all of the various components of the Smart Classroom Solutions. To define that further, what is expected is that when a school purchases Smart Boards, but not the control system, training for the defined groups of personnel will be expected for the Smart Board use only. Likewise, training on all components will be required in full Smart Classroom installations. Training will be done by school site when the number of classrooms equipped is above ten (10) or more. Schools purchasing less than ten (10) will be provided training clustered with several sites as long as training can be done within twenty (20) days of installation orthe start of school. Highly technical training for specialized personnel will be conducted in a limited number of predetermined sessions. Each training, as outlined below, will be conducted by a trainer certified or extensively experienced in the intended use of the components. All technical training will be done by trainers that specializes in the technical use and troubleshooting of the equipment, and all application training will include components that will prepare the participants for use of the application. For example, when training teachers in the use of the Smart Notebook software, the session should include how to use the tool for classroom instruction, and when possible it should include example lessons and/or practice sessions. Smart Board Software trainers should be certified by Smart Technologies as having completed their Mastery training. Training will be of a high quality (approximately three (3) hours) and sessions will be rated with respect to overall quality, and relative to at least the following indicators: 1. the presenters knowledge of the topic presented 2. the presentation effectiveness/presenters training skills 3. how well the objectives of the training are defined and met 4. the appropriateness of the content delivered 5. opportunity provided for hands-on guided practice by participants 6. the effective use of time. Below is an outline of topics to be covered thoroughly for each of the defined groups. 1. Control System a. System design and schematics b. Basic use and operation of all components c. Advance functions, e.g. overriding, reset, monitoring functions d. Level one -troubleshooting steps for all components Audio and/or Video components e. System design and schematics f. System set up steps g. Basic use and operation of all components, including input options and expandability, setting microphone levels and interfacing with other components h. Advanced functions, e.g. calibration, if needed, overriding, reset, monitoring functions i. Level one-troubleshooting steps for all components Page 11 of29 Bakersfield City School District 2. Smart Technology a. Hardware i. Set-up ii. Connections iii. Care & use iv. Level of troubleshooting b. Software i. How to use Ink Aware Applications verses Smart Notebook ii. Smart Notebook Introduction to Application use 1. options for making new pages 2. inserting text, pictures, video, sound, and hyperlinks iii. Use of smart notebook tools including; magnifier, recorder iv. Examples of classroom use. For Administrators: 1. Control System a. Basic use and operation of all components b. Advanced functions capability 2. Audio and for Video components a. System design and schematics b. System set up steps c-Basic use and operation of all components, including input options and expandability, setting microphone levels and interlacing with other components. 3. Smart Technology (Smart Boards and Airliner Slates) a. Hardware i. Connections ii. Care & use b. Software 1. How to use Ink Aware Applications verses Smart Notebook ii. Smart Notebook Introduction to Application use 1. options for making new pages 2. inserting text, pictures, video, sound, and hyperlinks iii. Use of smart notebook tools including; magnifier, recorder iv. Examples of classroom use. For Teachers and Library-Media Teachers 1. Control System a. System design and schematics b. Basic use and operation of all components c. Advanced functions, e.g. overriding, reset, monitoring functions 2. Audio and/or Video components a. System design and schematics b. System set up steps c. Basic use and operation of all components, including input options and expandability, setting microphone levels and interfacing with other components. Page 12 of29 Bakersfield City School District 3. Smart Technology (Smart Boards) a. Hardware Set-up ii. Connections iii. Care & use iv. Level of troubleshooting b. Software i. The Smart Technology Mastery class curriculum or approved equivalent ii. Examples of classroom use iii. Extended practice with gallery and how to import and use other digital content within the classroom iv. Using Smart Tools: with practice using the recorder v. Hands on practice with smart tools NOTE: Smart Technology Master certified training referenced on this Bid is available by calling Smart Technologies at this number 1-888-427-6278. This is a six (6) hour certification training. TRAINING MATERIALS: Training materials and manuals must be provided to each participant of every vendor conducted class. Training materials shall become the property of the Bakersfield City School District. Bidders must provide sample training material with Bid. TRAINING SITES: The preferable training location is within the City of Bakersfield City limits at a District provided site. Alternate site may be within CityofBakersfield city limits. ON-LINE TRAINING: The vendor must have the ability to provide on-line resources for basic training to all sites that are unable to attend training in person. This training must be provided as an alternative and! or a supplement to the basic training that is provided. SYSTEM DELIVERY EXPERIENCE: The vendor should specify the average and accelerated timing that the system could be installed. The vendor's delivery system including installation and training, must be developed and implemented according to a schedule mutually agreed upon by the District and the vendor. This schedule is to be developed at the time of contract settlement. If there are any major delays in the schedule attributable to problems or circumstances within any of the vendor's areas of responsibility (software, hardware, training, or implementation assistance), the District may judge this schedule delay to constitute nonperformance on the part of the vendor. INSTALLATION: Installation will consist of mounting the projector using false ceiling hardware and!or wall mounted, routing all required video, audio and control cables. The interactive whiteboard will mount on the wall at the same level the District mounts whiteboards in the classroom. The keypad shall be mounted on the wall to the left or right of the interactive white board at the same height as the room light switch. The media faceplate shall be located below the keypad at the same height as the room power outlets. System control should also be possible through a browser based customizable keypad with a user-friendly interface that will provide ease of use for non-technical users. Page 13 of 29 Bakersfield City School District AudioNideo cables will be included to connect the room audio/video devices to the system. A minimum length of 15 feet per cable is required to connect the devices (VGA with Audio, HDMI, USB and all other necessary components of a system specific system). Page 14 of 29 Bakersfield City School District SECTION VII PROPOSAL AND OFFER FORMAT These instructions prescribe the required format and approach for the development and presentation of responses to this RFP. Format instructions must be adhered to, all questions in the RFP must be answered and all requested data must be supplied. PROPOSAL FORMAT AND CONTENT The initial proposal must be submitted in the number of copies indicated and include the following items: (a) Original cover letter and one (1) copy of proposal. Proposal must be prepared and signed by a duly authorized corporate official. Include as first page. (b) All original supporting technical documentation referenced in vendor's proposal. PROPOSAL FORMAT REQUIREMENTS The vendor shall arrange its proposal using the headings listed below as a "Table of Contents". The proposal should include page numbers. Brief instructions are given after each heading explaining what is needed in each section. Failure to follow the format or to respond to each specification may result in rejection of the proposal. The following is the summary of the sections to be included in the proposal. SECTION l--INTRODUCTION AND CORPORATE BACKGROUND SECTION 2--RESPONSE TO TERMS AND CONDITIONS SECTION 3--TRAINING AND SUPPORT SECTION 4--WARRANTIES AND MAINTENANCE SECTION 5-DOCUMENTATION SECTION 6--IMPLEMENTATION APPROACH SECTION 7--DELIVERY AND INSTALLATION SECTION 8--RELATED EXPERIENCE SECTION 9--NON-COLLUSIONDECLARATION SECTION 1O--COST PROPOSAL AND PROPOSED CONTRACT SECTION ll--PREVAILING WAGE SECTION 1 - Introduction and Corporate Background The vendor shall provide a brief description of its corporate history and experience in developing, installing and supporting Smart Classroom Technology for school districts whose needs are comparable to those of the Bakersfield City School District. SECTION 2 - Response to Terms and Conditions The vendor shall list and describe each of the terms and conditions to which they take exception, if any. Page 15 of29 Bakersfield City School District SECTION 3 - Training and Support Vendors shall describe training programs for system managers, support technicians, and users. Specify where each training course is to be held, its duration, number of enrollments allowed, and added costs, if applicable, for additional enrollments. The vendor must address their training program as it applies to the District. Include information in user group programs and special programs provided during the life of contract award. SECTION 4 - Warranties and Maintenance In this section, the vendor shall provide details of its standard system acceptance testing procedures, warranty agreements, service agreement, warranty period, extent of coverage, and all other specifications. SECTION 5 - Documentation The vendor shall describe technical documentation manuals, operating procedures, training manuals, etc., which are required for the system. The vendor shall also specify updating policy for the various manuals and/or software. SECTION 6 - Implementation Approach The vendor shall include an implementation plan detailing steps to be taken by the vendor and the District after contracts are signed to bring about a fully operational system and trained staff. SECTION 7 - Delivery and Installation The vendor shall describe its procedures for delivering and installing the proposed Smart Classroom Technology system. SECTION 8 - Related Experience The vendor shall submit a list of references of organizations, which use the proposed products and services for applications similar to those planned by the District. The list must include the following information (minimum of three (3) districts) • Organization Name • Address and Telephone number • Contact Person • Hardware • Date of Installation/Length of Installation from start to acceptance SECTION 9 - Non-Collusion Declaration The non-collusion declaration must accompany the proposal. Any offers/proposals without such affidavit will not be considered. SECTION 10 - Cost Proposal The cost proposal is to be submitted under separate bound cover. This volume must contain all cost sheets required by the Bid with actual cost data. Page 16 of 29 Bakersfield City School District SECTION 11 - Prevailing Wage and Department of Industrial Relations All labor costs shall be determined by Bidder using prevailing wage labor rates for installations. Pursuant to Labor Code §1720 et seq., beginning March 1, 2015, all contractors and subcontractors bidding or working on ANY publics works project which exceeds $1,000 in labor charges, will be required to be registered with the State Department ofIndustrial Relations (DIR). NO EXCEPTIONS! For more information, please visit the following website: http://www.dir.ca.govlPublic-Works/Public Works.html Important Notice: California new law (SB 854) provides that, "A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5." Page 17 of 29 Bakersfield City School District SECTION VIII RECEIPT AND EVALUATION OF BIDS Each bid will be date and time marked as it is received and verified that it is properly sealed. Bids will remain sealed until the designated time for opening. BID OPENING AND VALIDATION CHECK All Bids received by the time and date specified in key action dates will be opened at that time. The Bids will then be checked for the presence of the required information. COST ANALYSIS The required cost schedules will be checked at a later date, for mathematical accuracy. Errors and inconsistencies will be dealt with according to described procedures. Cost adjustments will be made for the purpose of evaluation in those areas for which a procedure is described in this Bid. VALIDATION AGAINST REQUIREMENTS The District will check each Bid in detail to determine its compliance with the Bid stated requirements. If a significant deviation is found, the District will determine if the deviation is material. A material deviation may be cause for rejection of the bid. VENDOR EVALUATION Vendors responding to this Bid may be requested to appear for interviews pertaining to their proposal. EVALUATION CRITERIA Proposals will be evaluated by a team composed of functional and executive management from the District. The factors used to evaluate and rank the strongest bids shall include, but not be limited to, the following items (not in priority order): • • • • • • • • Cost System support from the vendor--analysis ofthe quantity, quality and costs related to support of: programming; training of management, technical support and software maintenance. Completeness and validity of offer--vendor response. User documentation --complete and easily understood. Vendors experience -- Past performance in similar installations. User satisfaction reports may be obtained. Local training and vendor service support. The utilization of techniques to simplify the operation of the system will be assessed. The vendor's approach to installation, training, and software support, and acceptance tasting will be evaluated. The vendor must have adequate resources and prior experience to provide the services requested in a timely and efficient manner. Page 18 of 29 Bakersfield City School District SECTION IX PIGGYBACK The Bakersfield City School District hereby authorizes other Agencies (including all public, private & charter schools districts) in the state of California to purchase equipment and services under this Bid and subsequent contract, using the same terms and conditions, if it is' determined to be in their best interest. Should such a transaction occur, the Bakersfield City School District waives its rights to having such district submit warrants and a reasonable fee payable to this District as provided in Public Contract Code 20118 and 20652. Subsequent buyers using this Bid shall be directly responsible to vendor for payment and/or any other financial arrangements involving said transactions. Acceptance or rej ection of this clause will not affect the award decision of this bid. Page 19 of 29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 SMART Board 885 Solution Package #1 SMART Board X885, 87" Multitouch Interactive Whiteboard Epson PowerLite 580 Model: VllH604020 Projection System: 3LCD, 3-chip technology Native Resolution: 1024 x 768 (XGA) Color Brightness: 3200 lumens1 White B htness: 3200 lumens1 Misc. Hardware (Raceway, Cables, Hooks, Nuts, Bolts ... ) SMASBX885 1 EPS VllH604020 1 Misc. Hardware: SCOO1 1 Installation Page 20 of29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 SMART Board 885 Solution with Control and Distributed Sound Package #2 SMART Board X885, 87" Multitouch Interactive Whiteboard Epson PowerLite 580 Model: VllH604020 Projection System: 3LCD, 3-chip technology Native Resolution: 1024 x 768 (XGA) Color Brightness: 3200 lumens1 White ess: 3200 lumens1 Crestron MPC Media Presentation Controller M5 Audio Enhancement In Ceiling Mount Speakers or Surface Mount C2G Plenum-Rated 45 watt Stereo Mixer/Amplifier Misc. Hardware (Raceway, Cables, Hooks, Nuts, Bolts... ) SMA SBX885 1 EPS VllH604020 1 CRE MPC-M5 1 Aud Speakers 4 CAB 40573 1 1 Mise. Hardware: SCOO1 Sub Total Installation Freight Sales Tax Total Page 21 of29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 SMART Technology 6065 Solution Package #3 SMART SPNL6065 - SMART Board 6065i interactive flat nel SMART Board 6065 interactive flat panel 3 year warra extension Premier Mount for Flat Panel SMA SPNL6065 SMA EWY3lSPNL-6065 PRE P4263F 1 Misc. Hardware (Raceway, Cables, Hooks, Nuts, Bolts ... ) Misc. Hardware: SCOO1 Mise. Charge 1 Custom Skirting for the 6065 for ADA 1 1 1 Installation Page 22 of29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 i' Flat Panel Installation Package #4 Premier Mount for Flat Panel PRE P4263F 1 Misc. Hardware (Raceway, Cables, Hooks, Nuts, Bolts ... ) Misc. Hardware: SCOO1 Misc. Charge 1 Custom Skirting for the 6065 for ADA 1 Sub Total Installation Freight Sales Tax Total Page 23 of 29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 Microphone and Distributed Sound Solution Package #5 Audio Enhancement GL300 PAL System AUD GL300 PAL ...."co'eol"l"'l 1 Audio Enhancement In Ceiling Mount Speakers or Surface Mount Misc. Hardware (Raceway, Cables, Hooks, Nuts, Bolts ... ) AUD 33000202 Misc. Hardware: 1 1 SCOOl Sub Total Installation Freight Sales Tax Total Page 24 of29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 Epson Projector Standard Installation Package #6 Epson PowerLite 585W Model: VllH604020 Projection System: 3LCD, 3-chip technology Native Resolution: 1024 x 768 (XGA) Color Brightness: 3300 lumens White Brightness: 3300 lumens Misc. Hardware (Raceway, Cables, Hooks, Nuts, Bolts ... ) EPS V11H604020 1 Misc. Hardware: 1 ScaOl Sub Total Installation Freight Sales Tax Total Page 25 of29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 SMART Notebook District License Package #7 SMART Technology Notebook Advantage District License, 3- year option SMASWM3NB-SITE 1700 SMART Technology Notebook Advantage District License, 2- year option SMASWM2NB-SITE 1700 SMART Technology Notebook Advantage District License, 1- year option SMASWM1NB-SITE 1700 Installation Page 26 of 29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 Touch SMART Board Interactive SMART Technology Notebook Advantage ER Media F50 Document Camera RT Board Floor Stand TT-12i PS POWERLITE 535w Powerlite 535w Projector, WXGA, 3400 umens short throw projector PS POWERLITE 585w Short Throw Projector, WXGA with 3300 PS POWERLITE 99wh Powerlite 99w, WXGA 3000 lumen projector PS POWERLITE 955wh Powerlite 955wh, WXGA 3500 lumen V13H01087 Replacement Lamp for Models: 520, 525w, p":>u'::;;''':>.:Jw,585w V13H010L57 PSON Replacement Lamp for Models: 450W 460 Bright Link 450WI V13H010L71 SON Replacement Lamp for Models: 470, 475W, 75Wi, 480, 4851t11, 485Wi V13H010L60 Replacement Lamp for Models: W V13H010L78 V13H010L80 TROW- Juno System IN- SYS Juno Tower Receiver, ITM-Ol Pendant Kit, ITM-Ol Pendant Microphone Kit, TM, USB cable, 5-Year Warranty Page 27 of 29 Bakersfield City School District Department of Stores and Purchasing 1300 Baker Street Bakersfield, CA 93305 The following is a list of approved Manufacturers of Smart Classroom Technology Please indicate discounts available to School District 1 2 3 4 5 6 7 8 9 10 11 12 13 Australian Monitor 14 Calypso Control Systems 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 Chief Acer Alliance Audio Video Ametrin Audio Video Anchor Audio Anthro Aurora Multimedia Audio Enhancement Audio Technica AverMedia BMS Bogen Califone ClearOne Content Keeper Copernicus Crestron Electronics C2G Da-lite Diversitrack Dukane Audio Visual Edified Eiki Elmo USA Epson Extron Fire tide Fourier Frontrow Furman 33 Google Management Systems 34 Hall Research 35 Hitachi Page 28 of29 = ~l-rySCIf. ~ B; °0~<> [II \ ~I Bakersfield City School District ~ Department of Stores and Purchasing • Bakersfield, CA 93305 1300 Baker Street • ~~