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RFP RESPONSE FORMS

Chromebook RFP

Proposals due: November 26, 2018

Proposals to be Electronically Submitted to: [email protected]

Questions may be directed to:[email protected]

Individual Learning Plan RFP Response Forms

Table of ContentsSUBMISSION CHECKLIST..............................................................................................................................4

LIST OF FORMS TO COMPLETE AND SUBMIT...............................................................................................4

RESPONSE FORM I: Signature Document................................................................................................5

RESPONSE FORM II: District Affidavits and Forms..................................................................................6

FORM II-A: Non-Collusion Affidavit...................................................................................................7

FORM II-B: Certification......................................................................................................................8

FORM II-C: Sexual Harassment Clause................................................................................................9

FORM II-D: Certificate of Compliance with Illinois Drug-Free Workplace Act...................................10

FORM II-E: Vendor Designation.........................................................................................................11

RESPONSE FORM III-A: Company & Product Overview..........................................................................12

RESPONSE FORM III-B: References.......................................................................................................13

RESPONSE FORM IV: Technical Responses...........................................................................................15

RESPONSE FORM V: Vendor Support.....................................................................................................17

RFP Response Forms 2


This document includes all of the forms except the Device Requirements and Pricing that are to be completed and submitted for the Chromebook RFP. The Device Requirements and Pricing can be found in the included Excel file: NCUSD 203_Chromebook RFP REQUIREMENTS AND PRICING.xlsx.

Please complete and submit these forms as indicated. Up to three device models may be submitted per entity for consideration. The District CB RFP Team recommends proposing a base-model device which meets the minimum requirements and proposing one or two additional devices with expanded feature sets. One of these additional device models should include a world-facing camera and the capability for pen input.



SUBMISSION CHECKLISTBelow is a list of all items to be included with the submission of the RFP package. Please mark off the forms as you complete them. Complete and sign all forms included in this document as needed and submit response forms and other items in MS Word electronically to: [email protected]. The Device Requirements and Pricing can be found in the Excel file NCUSD 203_Chromebook RFP REQUIREMENTS AND PRICING.xlsx. These requirements should be completed and submitted as an Excel file.

During submission, include in the subject line: Company Name/ Chromebook RFP. All file names should include the vendor name.

All responses must be received before 2:00 P.M. on November 26, 2018. Please allow extra time for your submission to pass through our organization’s anti-spam filters, which can add several minutes to delivery. It is recommended that an email be sent under separate cover to [email protected] indicating that an RFP submission has been sent and requesting receipt confirmation.

LIST OF FORMS TO COMPLETE AND SUBMIT

In this document:

RESPONSE FORM I: Signature Document

RESPONSE FORM II: District Affidavits and Forms FORM II-A: Non-Collusion Affidavit FORM II-B: Certification FORM II-C: Sexual Harassment Clause FORM II-D: Certificate of Compliance with Illinois Drug-Free Workplace Act FORM II-E: Vendor Designation

RESPONSE FORM III: Company Information FORM III-A: Company and Product Overview FORM III-B: References

FORM IV: Technical Responses RESPONSE FORM V: Other Responses Additional Items, as Desired by Vendor (optional)

In Excel file NCUSD 203_Chromebook RFP REQUIREMENTS AND PRICING.xlsx

Requirements Tab Pricing Tab


Chromebook RFP Response Forms

RESPONSE FORM I: Signature Document

Product Name

Date

This response must be submitted electronically to Tracey Laflamme before 2:00 P.M. CST on November 26, 2018. Include in the subject line: Company Name/ Chromebook RFP. Responses received after 2:00 P.M. CST on November 26, 2018 will not be considered. Questions should be emailed to [email protected] and responses/submissions should be sent to [email protected]

Anti-collusion Statement/Public DomainThe undersigned Vendor has not divulged, discussed, or compared the proposal with other Vendors and has not colluded with any other Vendor or parties to the proposal. The Vendor acknowledges that all information contained herein is part of the public domain.

Proposal CertificationI hereby certify that I am submitting the following information as my company’s proposal. I understand that by virtue of executing and returning with the proposal this required response form, I further certify full, complete, and unconditional acceptance of the contents of this Request for Proposal (RFP). I also agree to be bound by any and all specifications, terms, and conditions contained in the Request for Proposal as amended. I hereby certify that: I understand that the above and the following are requirements of this Request for Proposal and that failure to comply with these requirements will result in the disqualification of this proposal.

Company Information

Company Name DUNS number

Full Street Address

Contact Name Phone Fax

Email Address

Authorized Representative / Title (Printed) Signature Date

The terms of this proposal remain valid through the evaluation and selection process.

Please electronically submit your response and all response items included on the Submission Checklist. Submission must be executed and received by the District before 2:00 P.M. CST on November 26, 2018. The proposal must contain all information required by and described in this RFP.

RFP Response Form I: Signature Document 5

mailto:[email protected]

mailto:[email protected]


RESPONSE FORM II: District Affidavits and Forms

The District requires the completion, signing and submission of the five (5) forms included on the following pages. Electronic signatures will be accepted for RFP submission; upon award, vendor must provide original signed (notarized where required) documents for District records. These include:

1. FORM II-A: Non-Collusion Affidavit

2. FORM II-B: Certification

3. FORM II-C: Sexual Harassment Clause

4. Form II-D: Certificate of Compliance with Illinois Drug-Free Workplace Act

5. FORM II-E: Vendor Designation

RFP Response Form II: District Forms & Affidavits 6


FORM II-A: Non-Collusion Affidavit (Must be signed, notarized and submitted with RFP submission.)

STATE OF ILLINOIS

SS:

_________________________________ COUNTY(Name of county)

The undersigned responder/bidder or agent, being duly sworn, on oath says that he/she has not, nor has any other member, representative, nor agent of the firm, company, corporation or partnership represented by him/her, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting, nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding.

He further says that no person or persons, firms or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale.

______________________________________________Responder/Bidder or Agent

FOR___________________________________________Firm or Corporation

Subscribed and sworn to before me this day of , 201__

My commission expires: Notary Public



FORM II-B: Certification(Must be signed and submitted with RFP submission.)

The RFP responder hereby certifies that the responder/bidder is not barred from bidding on this contract as a result of a violation of either the bid-rigging or bid-rotating provisions of Article 33E of the Criminal Code of 1961, as amended.

_____________________________________________________Signature



FORM II-C: Sexual Harassment Clause(Must be signed and submitted with RFP submission.)

Each responder/bidder must certify that it has complied with the requirement of section 2-105 of the Illinois Human Rights Act (Public Act 87-1257) effective July 1, 1993, with respect to sexual harassment policies. The terms of that law, as applicable, are hereby incorporated into this contract. The Board of Education states that it is in compliance with said law.

_____________________________________________________Signature



FORM II-D: Certificate of Compliance with Illinois Drug-Free Workplace Act (Must be signed and submitted with RFP submission for all companies, including those located outside of Illinois.)

The undersigned responder/bidder or agent, having 25 or more employees, does hereby certify pursuant to section 3 of the Illinois Drug-Free Workplace Act (III. Rev. Stat., ch. 127, par. 132.313) that (he, she, it) shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies that, (he, she, it) is not ineligible for award of this contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act.

_____________________________________________________

Signature



FORM II-E: Vendor Designation(Must be signed and submitted with RFP submission.)

In order to comply with subsection C of Section 10-20.40 of the Illinois School code [105 ILCS 5/10-20.40] added by P.A. 95-707, school districts are required to disclose vendors with whom we have entered a contract or purchased goods in the amount of equal to or greater than $25,000.00. In addition, school districts are required to specify which of the vendors are owned by a person with disabilities, female, minority and/or locally owned.

Please indicate any of the following that apply to your business.

_______ Owned by a Person with Disabilities

_______ Female Owned

_______ Minority Owned

_______ Locally Owned (within School District 203 boundaries)

_______ None of the Above

_____________________________________________________Signature



RESPONSE FORM III-A: Company & Product Overview

Please complete the following two (2) questionnaires (Company Information and Company Experience) regarding your company, product and experience. If the information requested does not apply to your product or organization, enter “N/A”. Items may be included as an attachment to your responses. For those items, please note “Attached” below.

Company Information

1. Please enter the legal name of your company.

2. Where is your corporate office location? Is there a Midwest-area location?

3. How many technical and service staff are available to support technician training, documentation, and maintenance efforts?

4. How many technical staff are devoted to new product development and/or enhancements to current CB devices?

5. Please identify any changes in your organization over the past 18 months including mergers, reorganizations, acquisitions, and buy-outs. Please identify any known or planned organizational changes including mergers, reorganizations, acquisitions and buy-outs.

Company Experience

Describe your company’s experience as it relates to the requirements of this RFP. That is, describe your company’s experience providing and managing the delivery of enterprise Chromebook deployments. Include installations of these devices within K-12 districts that are Illinois-based and/or equivalent in size and technology enablement to Naperville 203. These districts may be listed as references in Response Form III-B below.

RFP Response Form IV: Technical Responses 12


RESPONSE FORM III-B: References

Use this form to provide reference contacts from three customers who are using device(s) you have provided. K-12 references that are similar in size to Naperville 203 and districts with a similar level of technology enablement are strongly preferred.

Up to two contacts per customer may be provided. Only include references willing to be contacted. Contact may begin within 24 hours of receipt of your reference list. It is the vendor’s responsibility to ensure up-to-date contact details.

Reference 1District / School Name:

Year(s) devices deployedModel(s) of devices currently deployedEstimated # of devicesWeb addressFull street addressContact 1: Contact 1 NameContact 1 Title or PositionContact 1 Phone #Contact 1 Email addressContact 2: Contact 2 NameContact 2 Title or PositionContact 2 Phone #Contact 2 Email address



RESPONSE FORM IV: Technical Responses

Please answer the questions below regarding device technology:

1. Device Strategy and Stability

Discuss planned functional and/or technical enhancements, new device support plans, etc. Discuss how future device improvements are planned, prioritized, and communicated to clients. Describe your device upgrade and enhancement program (technology roadmap, frequency, description of major/minor updates, and typical cycle).

2. Risk Management and Quality Assurance Plans

Describe any foreseen problem areas or any unusual risks in this proposal. For example, list if there might be any issues with offshore manufacturing, technical support, or tariffs. Explain any assumptions made in preparing this proposal about the project or the District’s intentions along with risk mitigation strategies associated with each defined risk.



3. Differentiators

Use this section to describe what differentiates your product from the competition.

For example: What is special or very specific to your proposed device(s)? Does the device have a housed pen? Does it have a reinforced revolving hinge? Is there any functionality above and beyond Google’s standards associated with your device(s)?



RESPONSE FORM V: Vendor Support

The District goal is to form a partnership with the vendor to provide the highest level of digital learning benefits to the students over the three-year device life. Naperville District 203 must be an authorized Self Maintainer for the device. District Technicians will be trained and/or certified as necessary to perform warranty repairs on site. This section provides a listing of questions to be completed by the vendor to provide information regarding overall support and their Self Maintainer Program.

1. Vendor Support Contact and Structure

True partnership with D203 requires a consistent point of contact and/or interface with vendor. Please identify D203’s Primary Vendor Point-of-Contact, provide credentials and work history/background of that contact. Include a description or organizational chart of your support structure and escalation mechanisms.

RFP Response Form V: Vendor Support 17


2. Self-Maintainer Program

D203 technicians must be able to service a device at the beginning of student deployment on August 1, 2019. Please describe your company’s Self-Maintainer Program, including any training or certification(s) required. Outline the requirements for D203 to be able to perform warranty repairs and to order spare parts. Detail options for the District’s technical staff for web contact, hot line or toll-free numbers, day and time availability, and any restrictions.

As part of the D203-Vendor partnership, the District requires a clear and straight-forward approach to repairing the devices which includes having spare parts on-hand. Please describe your spare parts strategy for front-loaded spare parts purchases. Also include information regarding your remittance process for District-performed warranty repairs.



3. Training Material & Documentation

Please describe all training materials, documentation, and technical manuals provided by your company which can be reproduced and used as needed by the District. Are there any specific repair training documents? Feel free to provide links to applicable Web documentation.

This concludes all forms required for the NCUSD 203 Chromebook RFP except Device Requirements and Pricing. Please complete and submit the Requirements and Pricing found in the Excel file NCUSD 203_Chromebook RFP REQUIREMENTS AND PRICING.xlsx. Note that up to three device models may be submitted.

Thank you for your submission.


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