centennial school district phone: 215-441-6000 x11011 ...€¦ · a diverse learning community...

Public Education in Centennial Schools

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Centennial School District Phone: 215-441-6000 x11011

Business Office Fax: 215-441-5105

433 Centennial Road www.centennialsd.org

Warminster, PA 18974-5455

BID CONDITIONS AND SPECIFICATIONS

PC LAPTOP AND DOCK LEASE-PURCHASE

Bid Number 2016-07

Submission Date and Time: January 6, 2016 1:00 p.m.

Bid Opening Date and Time: January 6, 2016, 1:00 p.m.

Anticipated Board Approval: January 12, 2016

Destination for Delivery of Bids: Centennial School District

Administration Building

Business Office

433 Centennial Road


http://www.centennialsd.org/

CENTENNIAL SCHOOL DISTRICT

Administration Building Bid # 2016-07



December 2015

The Centennial School District (“the School District”) solicits sealed bids for laptop

computers and “docks”, together with the standard software loaded in each, as specified

hereinafter (“the Computers”) for delivery by January 31, 2016, in accordance with the following

terms, conditions and specifications.

1. Bid Submission Time and Date. Sealed bids for furnishing the Centennial School

District with the Computers shall be in the hands of Ms. Katie Braun, Interim

Business Administrator, Administration Building, 433 Centennial Road, Warminster,

PA 18974- 5455 on or before 1:00 p.m., January 6, 2016 and plainly marked on

the envelope "PC LAPTOP AND DOCK LEASE-PURCHASE Bid No. 2016-07.

2. Bid Opening. Bids shall be opened on January 6, 2016 in the Centennial School

District Business Office, Administration Building, 433 Centennial Road, Warminster,

PA 18974-5455 beginning at 1:00 p.m.

3. Bid Security. Each bid totaling $10,000 or more must be accompanied by a Certified

or Bank Issued Check or Bid Bond, made payable to Centennial School District, in the

amount of 10% of the total bid as a guarantee of successful completion of the

contract. All checks submitted with bids will be held uncashed and returned to all

unsuccessful bidders when bids are awarded.

4. Required Copies. You must provide one paper original, one paper copy, and an

electronic copy of the bid.

5. Multiple Bids Permitted. Vendors may submit multiple bids, and must submit a bid

bond with each such bid submitted.

6. Delivery Date. Delivery of the Computers to the School District shall be no later than

January 31, 2016.

7. Shipping and Unloading. All bids are to include the cost of shipping and unloading.

Manpower shall be provided by the vendors or their truckers to unload and deliver the

Computers to inside receiving areas designated by the School District. There are no

shipping or loading docks at the School District administrative building.

8. Waivers. The School District reserves the right to waive any or all technicalities in the

bids.

9. Acceptance and Rejection of Bids. The School District reserves for itself the right

to accept or reject any or all bids and to determine for itself what shall be

Bid # 2016-07 PC LAPTOP AND DOCK LEASE-PURCHASE December 2015

acceptable as equals. The district’s determination by its purchasing agent or designee

as to acceptable equal shall be final.

10. Requirement of Written Contract or Purchase Order. The School District shall

have no obligation to any bidder unless and until formalized in a written contract

duly approved by the Board of School Directors and signed by its designee, or a

purchase order duly authorized is issued to a bidder.

11. Pricing. Vendor must provide pricing on the quantity specified, but agrees that the

District reserves the right to change the total units purchased at its discretion.

12. Determination of Lowest Bid. The low bid will be determined on the basis of the

total cost for the number of units ordered and the financing or lease costs; provided,

however, that if the School District determines to purchase the Computers without a

lease or financing, then the low bid will be determined on the basis of the lowest unit

cost.

13. Pricing Guarantee. Bidders will guarantee bid price will remain firm for sixty (60)

days from date of bid opening.

14. Non-Collusion Affidavit. Failure to complete and return the enclosed Non-Collusion

affidavit with your bid will result in disqualification.

15. Non-Discrimination. Bidder agrees to adhere to Anti-Discrimination Clause included

within the contents of this bid.

16. References. Bidder should provide at least three references. K-12 references located

in southeastern Pennsylvania are preferred. References should include institution

name, address, contact name, and telephone number.

17. Posted Addenda. It is each bidder’s responsibility to check the Legal Notices

page on Centennial School District’s website, www.centennialsd.org, for

addenda prior to submitting your bid. By submitting your bid, you are acknowledging

that you have checked the website for addenda and agree to any posted terms and

conditions related to this request for bids as contained on the website.

18. Questions. If there are any questions concerning item description, quantity or other

aspects of these specifications, please contact Raymond Kase, Director of IT at (215)

441-6000 ext. 11050 or [email protected]

19. Responsibilities of Bidders, Acknowledgements and Representations. Bidders

are responsible to: (a) become familiar with the contract documents and all

requirements contained therein; and (b) all federal, state and local legal requirements

governing this request for bids and the contract terms and conditions. By submitting

a proposal, the bidder acknowledges and represents to the School District that: (a)

information has been gathered regarding (i) the contract documents, and (ii) all

http://www.centennialsd.org/

mailto:[email protected]


federal, state and local legal requirements governing such matters; and (b) no

promises, representations or inducements to the bidder have been made by the School

District or anyone one acting for on behalf of the School District other than what is

set forth in the contract documents. Bidders are required to comply with the

Supplemental Instructions incorporated herein by this reference as if fully set forth

herein.

20. Assignment Prohibited. The successful bidder shall not assign the contract or any

rights under the contract to any person, firm or entity without the consent of the

School District, which may be withheld by the school district for any reason in its

sole and absolute discretion.

21. Discrepancies and Clarifications. Should a bidder find conflicts or discrepancies

in the proposal documents, or should there be uncertainty as to the meaning or intent

of any part thereof or should there be conflicts between the proposal documents or

specifications and any applicable laws or regulations, the bidder must, not later than

four (4) days prior to the proposal opening, request clarification from the School

District. Failure to request clarification constitutes a waiver of any claim by the

bidder for expense incurred as a result of a later interpretation of the proposal

documents or specifications by the School District. Other questions, inquiries or

explanations desired by a prospective bidder shall be requested in writing from the

School District not later than four (4) days prior to the proposal opening. Oral

explanations and instructions will not be binding upon the School District. Only

written addenda are binding.

22. Governing Law; Jurisdiction and Venue. The laws of the Commonwealth of

Pennsylvania govern this request for bids and the financing, lease and purchase. The

exclusive venue of any action against either party shall be in the Court of Common

Pleas of Bucks County, Pennsylvania, or the United States District Court for the

Eastern District of Pennsylvania.

23. Note: Centennial School District uses a visitor registration system for all visitors

entering our schools. All visitors will need to present a state-issued driver’s license, a

state-issued identification card, or a military identification card to the security desk

personnel.

[END OF SECTION]


SPECIFICATIONS


School District Description

Located in Bucks County, Pennsylvania; and serving the communities of Ivyland Borough, Upper Southampton Township, and Warminster Township, the Centennial School District has six schools and approximately 5,700 students in grades K - 12.

Scope

Centennial School District is looking to acquire laptop computers and docks through a lease-purchase; but reserves the right to purchase the computers and docks outright at its discretion..

Objectives

The goal for this deployment is to standardize the hardware used throughout the district.

Environmental

The School District is currently using a variety of different computer systems throughout the district. This proposal will standardize the hardware platforms utilized and ensure functionality over the next five years.

Products and Services Required (No Substitutions)

General Requirements

• Vendor must provide inventory report, reflecting system serial numbers and Ethernet

MAC address for wired network interface.

• All equipment must be new.

• Only equipment from Lenovo, HP or Dell will be considered.

• USB-based port replicators will not be accepted. All docking solutions must be of the

locking-type, top loading with the required interfaces as per the specifications.

• All laptops must be based on the Ultrabook design specification

• The quantity of laptops for this bid will be 450. The quantity of docks for this bid will be

450. However, the district reserves the right to change the quantity of the number of

devices to be purchased at any time.


Category 1 – Laptop-Windows Ultrabook (only Tier 1 - Lenovo, HP or Dell will be accepted)

as per specs below.

Selectable Warranty Options: 3 Year Depot, On Site and/or 3-yr Accidental Damage

Protection

Preload District-provided Image on all PCs.

Intel HD Graphics 5500

Processor Intel Core i5-5200U Processor

Display Panel 12.5" HD (1366x768) IPS Display

WiFi wireless LAN adapters Intel 7265 AC/B/G/N Dual Band Wireless + Bluetooth

Version 4.0

Hard drive 500GB Hard Disk Drive, 7200rpm, 2.5"

10/1000 Gigabit Ethernet

Battery 1: 3 cell Li-Ion (23.2Whr) Front

Battery 2: 3 cell Li-Ion (23.2Whr) Rear

Total memory 8GB

Camera: 720p HD Camera

AC Adapter and Power Cord

Keyboard Language Keyboard - US English

Category 2- Locking Dock (only Tier 1 - Lenovo, HP or Dell will be accepted) per specifications below

General information: The District is looking for a locking dock, top loaded. No USB-based port replicators will be accepted.

3x USB 3.0

1x 10/1000 Gigabit Ethernet

1x DisplayPort

1x DVI-D

1x VGA

1x Stereo/Mic Combo Audio Port

Category 3 – Lease-Purchase Financing

3-year term;

Standard “Dollar-out” clause;

Include analysis of all finance charges.

The School District will agree to standard and commercially reasonable lease or finance clauses; provided, however, that the following clauses must be included and anything inconsistent shall be deemed deleted:

o Governing Law; Jurisdiction and Venue. The laws of the Commonwealth of Pennsylvania govern this Agreement. The exclusive venue of any action against either party shall be in the Court of Common Pleas of Bucks County, Pennsylvania, or the United States District Court for the Eastern District of Pennsylvania.

A draft of the lease agreement must be provided with the sealed bid documents.


Required Bid Form


Bid Number 2016-07 January 6, 2016

Centennial School District Business Office

Administration Building

433 Centennial Road


Ladies and Gentlemen:

We propose to furnish the following Computers and lease-purchase financing at the

prices bid and according to the School District’s specifications of December 2015. Unit Total

Quantity Price Cost

Category 1 – Laptops: 450

* *

Category 3 Lease-Purchase Financing: __________1

Total Cost for 450 laptops and dock and financing costs:

Attach a complete part list to this form showing all model and part information of the

proposed solution.

A specimen lease agreement is enclosed with this bid. It shall be modified to include the following

clause: “Governing Law; Jurisdiction and Venue. The laws of the Commonwealth of

Pennsylvania govern this Agreement. The exclusive venue of any action against either party shall

be in the Court of Common Pleas of Bucks County, Pennsylvania, or the United States District

Court for the Eastern District of Pennsylvania” and to delete any clause that is inconsistent.

A Certified Check, Bank Check, or a Bid Bond in the amount of $ is enclosed. The

1 The total cost of financing includes all costs, expenses, and interest payments that are required to be paid over and

above the cost of the Computers and Docks, including the $1.00 buy out at the end of the lease.

Category 2 – Docks: 450 ____________


Non-Collusion Affidavit is signed and attached .

Are procurement cards (VISA) accepted for payment? _____YES or _____NO If procurement cards are accepted, are there any restrictions or conditions? __________________________________________________________________________

Are ACH Payments accepted? _____YES or _____NO

If ACH payments are accepted, are there any restrictions or conditions?

Bidder Proposal or Reference #

Special Instructions/exceptions:

Authorized Signature

Print Name

Firm Name

Address

Phone Number Fax Number

Date Email


CENTENNIAL SCHOOL DISTRICT

433 Centennial Road

Warminster, Pa 18974-5455 Centennial School District

Administration Building/Business Office

215-441-6000

433 Centennial Road NO LOADING DOCK Warminster, PA 18974-5455


ANTI-DISCRIMINATION CLAUSE (Section 755, Pennsylvania School Code)

1. In accordance with the provisions of the Pennsylvania School Code, the contractor

agrees:

a. That in the hiring of employees for the performance of work under this contract,

or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of

such contractor of subcontractor, shall by reason of race, creed, color, discriminate against any

citizen of the Commonwealth of Pennsylvania who is qualified and available to perform work to

which the employment relates;

b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner

discriminate against or intimidate any employee hired for performance of work under this

contract on account of race, creed, or color;

c. That there may be deducted from the amount payable to the contractor under this

contract, a penalty of five dollars ($5.00) for each person for each calendar day during which

such person was discriminated against or intimidated, in violation of the provisions of the contract;

and,

d. That this contract may be canceled or terminated by the school district, and all money

due or to become due hereunder may be forfeited, for a second or any subsequent violation of the

terms or conditions of this portion of the contract.


INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT

1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this

bid. According to the Pennsylvania Antibid-Rigging Act. 73 P.S. 1611 et seq..

governmental agencies may require Non-Collusion Affidavits to be submitted together

with bids.

2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid.

3. Bid rigging and other efforts to restraint competition, and the making of false sworn

statements in connection with the submission of bids are unlawful and may be subject to

criminal prosecution. The person who signs the affidavit should examine it carefully

before signing and assure himself or herself that each statement is true and accurate,

making diligent inquiry, as necessary, of all other persons employed by or associated

with the bidder with responsibilities for the preparation, approval or submissions of the

bid.

4. In the case of a bid submitted by a joint venture, each party to the venture must be

identified in the bid documents, and an affidavit must be submitted separately on behalf

of each party.

5. The term "complementary bid" as used in the Affidavit has the meaning commonly

associated with that term in the bidding process, and includes the knowing submission of

bids higher than the bid of another firm, any intentionally high or noncompetitive bid,

and any other form of bid submitted for the purpose of giving a false appearance of

competition.

6. Failure to file an Affidavit in compliance with these instructions will result in

disqualification of the bid.


NON-COLLUSION AFFIDAVIT

Contract/Bid No. State of

County of

:

:s.s.

: I state that I am _____________________________ of __________________________________________

(Title) (Name of Company) and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors,

and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.

I state that:

(1) The price(s) and amount of this bid have been arrived at independently and

without consultation, communication or agreement with any other contractor, bidder or potential

bidder.

(2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor

the approximate amount of this bid, have been disclosed to any other firm or person who is a bidder

or potential bidder, and they will not be disclosed before the bid opening.

(3) No attempt has been made or will be made to induce any firm or person to refrain from

bidding on this complementary bid.

(4) The bid of my firm is made in good faith and not pursuant to any agreement or

discussion with or inducement from, any firm or person to submit a complementary or other

noncompetitive bid.

(5) , its affiliates, subsidiaries,

(Name of my firm)

officers, directors and employees are not currently under investigation by any governmental

agency and have not in the last four years been convicted or found liable for any act prohibited by

State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding

on any public contract, except as follows:

I state that _________________ understands and acknowledges

(Name of my firm)

that the above representations are material and important, and will be relied on by the Centennial

School District when recommending for award the contract(s) for which this bid is submitted, I

understand and my firm understands that any misstatement in this affidavit is and shall be treated

as fraudulent concealment from the Centennial School District of the true facts relating to the


submission of bids for this contract.

(Print Name of Authorized Person and

Company Position) Sworn to and subscribed before me this day of

, 20

Signature of Authorized Person Notary Public

My commission expires


AGREEMENT BY VENDOR OR INDEPENDENT

CONTRACTOR OF THE CENTENNIAL SCHOOL

DISTRICT TO COMPLY

WITH ACT §111 OF THE PUBLIC SCHOOL LAWS

1. This agreement is part of the agreement between the undersigned business person or

entity and the Centennial School District, dated ______________________, for the sale of

goods or the provision of services as an independent vendor or contractor in the nature

of: , Bid/Quote No. __________.

2. The undersigned understands that after January 1, 1986 independent contractors and their

employees hired after that date must comply with §111 of the School Code, which provides,

among other things, that a CRIMINAL HISTORY INFORMATION RECORD SEARCH must

be obtained for each employee who could come into contact with school children, showing that

such employees have not been convicted of certain crimes. A copy of the law is available upon

request.

3. It is agreed that the Centennial School District has no right of direct control over the hiring,

retention, screening or assignment of employees, agents or officers of the undersigned, and

further that the undersigned is responsible for compliance with this law. In addition, should

any official or employee of the school be subject to any claim, proceedings, lawsuit, fine, civil

penalty or other legal involvement arising from the neglect or failure of the undersigned, or its

officers, agents or employees, to comply with said law, then the undersigned, as part of the

consideration of doing business with the School District, hereby agrees to indemnify and hold

harmless the District and all District employees for all losses, including costs of counsel and all

expenses incident thereto.

Dated: 20

By: (Seal) (Proprietor, Authorized Officer or Partner)

(Corporate

Seal, if

applicable)

Witness or Attest:

Business Name and Address of

Vendor/Independent Contractor

centennial school district phone: 215-441-6000 x11011 ...€¦ · a diverse learning community...

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