Date of Issue: February 12, 2018

REQUEST FOR COOPERATIVE QUOTE – RFCQ #18-42-860 DELL LAPTOP MODEL: LATITUDE 5490

This is a Request for a Cooperative Contract Quote through an Interlocal Agreement only; as allowed in Texas Education Code, Chapter 44. Any proposal provided in response to this document incorporates by reference the terms and conditions of the Interlocal agreement/cooperative contract referenced by the vendor. It is not a Formal Request for Proposals as defined in the Texas Education Code Chapter 44.

You are invited to submit a Quote for the Purchase of Dell Laptops, Model: Latitude 5490 for the Irving Independent School District (IISD).

QUOTES ACCEPTED ONLY FROM VENDORS WITH APPROVED COOPERATIVE PURCHASING CONTRACT

See List of Approved Cooperatives on Page 2

By: Jerome Pilgrim, Director of Purchasing

You are representing to Irving ISD that you are authorized to submit this proposal by signing below. Company Name Address City State Zip Signature of Authorized Representative Date Printed Name Email Phone Fax Indicate Cooperative Purchasing Entity and Contract Number:_______________________

PURCHASING DEPARTMENT 2621 West Airport Freeway Irving, Texas 75062-2637

Phone: (972) 600-5440

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SUBMITTAL INSTRUCTIONS Responses will only be accepted from vendors quoting pricing from the following Approved Cooperatives:

Acronym Name of Sponsoring Organization Link

TASB Buyboard Texas Association of School Boards- Buyboard http://www.vendor.buyboard.com/

TCPN The Cooperative Purchasing Network http://www.tcpn.org/

HCDE Harris County Department of Education http://www.choicepartners.org/

H-GAC Houston-Galveston Area Cooperative http://www.hgacbuy.com/home/

TIPS/TAPS The Interlocal Purchasing System http://www.tips-usa.com/

Texas DIR Texas Department of Information Resources http://www.dir.state.tx.us/

2013 Coop ESC 20 and ESC 13 http://portal.esc20.net/portal/page/portal/esc20public/2013PurchasingCoop

Pace Cooperative ESC 20 http://www.pacecoop.org/

TXMAS Texas Multiple Award Schedule http://portal.cpa.state.tx.us/txmas/

( MRP )Multi Regional Purchasing Cooperative

Texas Education Service Center Region IX http://www.mrpctexas.com/

U.S. Communities U.S. Communities http://www.uscommunities.org/

EPCNT Educational Purchasing Cooperative of North Texas http://www.epcnt.com/INDEX.htm

Texas Term Contract State of Texas Term Contract http://www.window.state.tx.us/procurement/cat_page/

ESC 11- Fort Worth, TX

Texas Educational Technology "Group" Purchasing Consortium (TETPC) through EPCNT http://www.tetpc.net/

State of Texas Purchasing page

http://www.window.state.tx.us/procurement/

NJPA National Joint Powers Alliance® http://www.njpacoop.org/

E&I Cooperative

Educational and Institutional Cooperative Purchasing through National Association of Educational Procurement (E&I) https://www.eandi.org/

ESC 16 Coop Region 16 ESC Statewide Cooperative Purchasing Program http://www.texbuy.net/default.aspx?name=homepage

NCPA

Region 14 Education Service Center and the National Cooperative Purchasing Alliance http://www.ncpa.us/

NASPO/WSCA Western States Contracting Alliance http://www.naspo.org/

NIPA National Intergovernmental Purchasing Alliance Company http://www.nationalipa.org/

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You may hand deliver the RFCQ response to the Purchasing Office at the following address:

Irving ISD Purchasing Department

2621 West Airport Freeway, Suite 1750 Irving, Texas 75062

or have it delivered by a courier type service, such as FedEX or UPS, etc., with a recipient’s signature and documented time of delivery. Proposals submitted via the U. S. Postal Service are to be mailed to:

Irving ISD Purchasing Department

P.O. Box 152637 Irving, Texas 75015-2637

The U.S. Postal Service mail goes to our warehouse to be processed before delivery to the departments. NOTE: Delivery of Proposal envelope to other Departments within the Irving Independent School District is not considered as delivery to the Purchasing Department. You may mail the response in time, but it may not be received in the Purchasing Office in a timely fashion, and therefore will be rejected. You may also e-mail proposal response to the buyer at: tmartella@irvingisd.net The subject line in all email responses should list the RFCQ # 18-42-860 PLEASE SUBMIT PROPOSAL NO LATER THAN 2:00 P.M. LOCAL TIME ON February 27, 2018

All Required forms must be submitted.

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EVALUATION FACTORS

EVALUATION CRITERIA POINTS

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The purchase price 45 pts.

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The reputation of the vendor and of the vendor's goods or services 5 pts.

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The quality of the vendor’s goods or services 5 pts.

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The extent to which the goods or services meet the district's needs 35 pts.

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The vendor's past relationship with the district 5 pts.

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The impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses 0 pts.

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The total long-term cost to the district to acquire the vendor's goods or services

5 pts.

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For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:

A. has its principal place of business in this state 0 pts.

B. employs at least 500 persons in this state 0 pts.

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Vendor offers value-added additional product or services such as parent information for encouraging reading and use of books, self-monitoring system for student to track summer reading, media presentation that encourages summer reading, and/or marketing campaign.

0 pts.

Per Texas Education Code, Subchapter B, Sec. 44.031(b) *ALL CONTENTS PROVIDED IN THIS SOLICITATION, WILL BE CONSIDERED AS AN EVALUTION

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2.0 INSTRUCTIONS TO PROPOSERS

2.1. PROCESS OVERVIEW: This section outlines the steps in the procurement process.

Time Line

PLEASE SUBMIT PROPOSAL NO LATER THAN 2:00 P.M. LOCAL TIME ON February 27, 2018

Irving ISD’s contact for questions relating to this RFCQ is Terry Martella, Purchasing Department, tmartella@irvingisd.net, 972-600-5441.

2.2 Irving ISD is exempt from federal excise taxes, state and local sales taxes and use taxes.

2.3 Award/Evaluation of Proposals

a. The Irving Independent School District reserves the right to accept or reject all or any part of any

proposal, waive minor proposal formalities/technicalities and award the proposal deemed to be most advantageous to the District.

b. Responses and offers must remain open for acceptance for a period of thirty (30) days subsequent

to the opening of RFQs, unless otherwise indicated, to allow time for the offer(s) to be evaluated and Board of Trustees action, if required.

c. The successful bidder(s)/proposer(s) will be notified in writing (manifested by an award letter or

properly executed purchase order) after review and acceptance by the District.

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3.0 IRVING ISD TERMS AND CONDITIONS

3.1 In submitting a RFQ, Proposer understands and agrees to be bound by the following terms and conditions which shall be incorporated into any future contracts, agreements, or purchase orders relating to this RFQ between the firm and the District.

3.2 ASSIGNMENT

The successful Proposer may not assign its rights and duties under an award without the written consent of the District. Such consent shall not relieve the assignor of liability in the event of default by its assignee.

3.3 TERMINATION

Irving ISD shall have the right to terminate for default all or part of a resulting contract if the firm breaches any of the terms hereof or if the firm becomes insolvent or files any petition in bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Irving ISD may have in law or equity, specifically including, but not limited to, the right to collect for damages or demand specific performance. Irving ISD has the right to terminate a resulting contract for convenience, without penalty, for non-appropriation or non-availability of funds by delivery to the proposer of a “Notice of Termination” specifying the extent to which performance hereunder is terminated and the date upon which such termination becomes effective. Irving ISD may terminate a resulting contract and debar the firm from future “bidding” for violations of the federal requirements including, but not limited to, “Contract Work Hours and Safety Standards Act”, “Equal Employment Opportunity Act”, and “Energy Policy and Conservation Act”.

3.4 Indemnification The Irving ISD is a Texas Political Subdivision and a local governmental entity; therefore, is prohibited from indemnifying third parties pursuant to the Texas Constitution (Article 3, Section 52) except as specifically provided by law or as ordered by a court of competent jurisdiction.

3.5 Remedies The parties shall be entitled to exercise any right or remedy available to it either at law or in equity, subject to the choice of law, venue and service of process clauses limitations agreed herein. Nothing in this agreement shall commit the Irving ISD to an arbitration resolution of any disagreement under any circumstances. Any Claim arising out of or related to the Contract, except for those specifically waived under the terms of the Contract, may, after denial of the Board of Trustees, be subject to mediation at the request of either party. Any issues not resolved hereunder must be referred to non-binding mediation to be conducted by a mutually agreed upon mediator as a prerequisite to the filing of any lawsuit over such issue(s). The parties shall share the mediator’s fee and any associated filing fee equally. Mediation shall be h e l d in Dallas County, Texas. Agreements reached in mediation shall be reduced to writing, and will be subject to the approval by the District’s Board of Trustees, signed by the Parties if approved by the Board of Trustees, and, if signed, shall thereafter be enforceable as provided by the laws of the State of Texas.

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3.6 Choice of Law This agreement and any addenda or other additions and all contracts or awards resulting from this procurement process, however described, shall be governed by, construed and enforced in accordance with the laws of the State of Texas, regardless of any conflict of laws principles. Not a negotiable term. Failure to agree will render your proposal non-responsive and it will not be considered.

3.7 Jurisdiction and Service of Process

Any Proceeding arising out of or relating to this procurement process or any contract resulting from or any contemplated transaction shall be brought in a court of competent jurisdiction in Dallas County, Texas and each of the parties irrevocably submits to the exclusive jurisdiction of said court in any such proceeding, waives any objection it may now or hereafter have to venue or to convenience of forum, agrees that all claims in respect of the Proceeding shall be heard and determined only in any such court, and agrees not to bring any proceeding arising out of or relating to this procurement process or any contract resulting from or any contemplated transaction in any other court. The parties agree that either or both of them may file a copy of this paragraph with any court as written evidence of the knowing, voluntary and freely bargained for agreement between the parties irrevocably to waive any objections to venue or to convenience of forum. Process in any Proceeding referred to in the first sentence of this Section may be served on any party anywhere in the world.

3.8 Alternative Dispute Resolution

Prior to filing of litigation, the parties may select non-binding mediation as a method of conflict resolution for issues arising out of or relating to this procurement process or any contract resulting from or any contemplated transaction. The parties agree that if non-binding mediation is chosen as a resolution process, the parties must agree to the chosen mediator(s) and that all mediation venue shall be at a location in Dallas, County, Texas agreed by the parties. The parties agree to share equally the cost of the mediation process and venue cost.

3. 9 Acts or Omissions

The successful vendor will be expected to indemnify and hold harmless the Irving ISD, its officers, employees, agents, representatives, contractors, assignees and designees from and against any and all liability, actions, claims, demands or suits, and all related costs, attorney’s fees and expenses arising out of, or resulting from any acts or omissions of the vendor or its agents, employees, subcontractors, or suppliers in the execution or performance of any agreements ultimately made by Irving ISD and the vendor.

3.10 Contract Governance Any contract made or entered into by the Irving ISD is subject to and is to be governed by Section 271.151 et seq, Tex Loc Gov’t Code. Otherwise, Irving ISD does not waive its governmental immunities from suit or liability except to the extent expressly waived by other applicable laws in clear and unambiguous language.

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3.11 Payment Terms Irving ISD pays net 30 or at point of sale and complies with the State of Texas payment law, Texas Government Code, Chapter 2251. See statute for specifics or consult your legal counsel. These are minimum terms required of the Irving ISD by law and the parties may negotiate custom payment terms as desired provided they do not exceed the statutory requirements.

3.12 Funding Out Clause

Pursuant to Texas Local Government Code Sec. 271.903, any Proposal/Offer accepted by Irving ISD and all contracts to be approved are subject to the budgeting and appropriation of then currently available funds. See statute for specifics or consult your legal counsel.

3.13 EXCLUSIVITY OF AWARD

Any awards or contracts resulting from this document and the process described herein are not an exclusive award or a guaranteed quantity or volume and the Irving ISD reserves the right to purchase goods or services described herein from other sources, unless the specifications herein and resulting contract documents expressly provide to the contrary in which case the contract provision will control for this provision.

END OF SECTION

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4.0 SPECIFICATIONS / DESCRIPTION / AND SCOPE OF WORK The Irving Independent School District intends to purchase up to 2,500 teacher laptops to be installed at various locations throughout the district. Teacher laptops will need to be delivered in April 2018. The initial order will be for the majority of said counts, but some purchases may be made during the 2018-2019 school year. Devices are for teacher/staff use at home and in wireless classrooms, including connections to IISD Intranet and Internet. Up to 500 devices may be used as student devices that remain in the classroom. Laptop pricing should include a 4-year manufacturer’s warranty. See pricing sheet. Laptop pricing should include Windows 10 64-bit home version. Vendor is responsible for all coverage required regardless whether the vendor purchases insurance for any of the required coverage. If the insurance company or other third-party provider of coverage fails to perform on the contract requirements, the vendor will be liable for the total awarded contract coverage regardless of any third party’s actions or inactions. Irving ISD is a self-maintaining district and employ’s 40+ technicians to troubleshoot and repair all hardware. If labor reimbursement program is available for Laptops vendor submitting proposal must include self-maintainer application including associated fees and warranty labor reimbursement pricing. All warranty must be through and backed by the laptop and or desktop manufacturer. No third-party warranty or insurance coverage is acceptable if the district can only recover losses through the third party.

4.1.1 Vendor’s Proposed Service and Support Plan The district firmly believes the selected vendor must be financially stable and thoroughly capable of

meeting or exceeding a high level of quality laptop service and support during the award period. Vendors must submit their proposal for a service and support plan containing at least the eight recommended elements listed below, but are encouraged to expand this list and include additional features and/or benefits, which may enhance the value to the District

1. conformity to the District’s delivery and installation requirements (see Delivery and

Installation Requirements) 2. a scalable plan for using field service personnel with inventory for on-site repair that

will guarantee a maximum 3- business day repair or replace response for the duration of the warranty. Failure to conform and perform under the deadlines of this RFP shall be considered a breach of contract. (see Section 3.0 warranty requirements 4.3.0.)

3. a provision for non-performance remedies to the proposed service and support plan 4. a plan for yearly training of 40 Irving ISD technicians on manufacturer’s supplied

hardware for the duration of the warranty period at no cost to Irving ISD. 5. Manufacturer’s self-maintainer program procedures including training, online parts

request/return, online history lookup, warranty labor reimbursement. 6. (24) Hour, (7) day, toll-free, no-cost, telephone support provided to all end-users from

manufacture. Advanced (24) Hour, (7) day, toll-free, no-cost, telephone support provided to 40 district technicians, with less than 5 minutes hold time.

7. (24) Hour, (7) day, Internet/WEB access for technical staff for on-line training, service bulletins, system files, device drivers, and other service notifications. The successful vendor must operate and maintain their content and WEB services.

8. Provide a technical contact team that is assigned to the district to help resolve all technical issues.

There are no specific formatting guidelines for the service and support plan, but all the above considerations

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must be addressed. The development of a sound plan to work with the District in a “Teamwork for Excellence” environment is the vendor’s opportunity to define how they will organize, commit resources, and work with the District to ensure a successful completion of the award.

4.1.2 References

Vendors are required to submit a minimum of two customer references. It is preferred that two of

these references involve the installation of the same type that is quoted. Irving ISD is particularly interested in references from other large school districts where 750 or more Laptop systems were delivered to an individual customer within a 12-month period. The vendor must have completed those referenced deliveries within the last two years (see Vendor Reference Requirements Section 10).

4.2.0 General Product Requirements

1. The District may order up to 2,500 teacher laptops. A minimum of 2,000 teacher laptops is expected with the initial orders. The District may order up to 500 additional laptops for classroom use.

2. Installation instructions, user and technical documentation, and diagnostic procedures shall be included with each system.

3. Vendor shall comply with all technical specifications (see System Requirements). 4. All applicable components must be certified by UL.

5. All applicable components must be FCC class B approved. 6. The system must be compatible with all existing District PCs and peripheral equipment. If

incompatibilities are found, the vendor must resolve the problem in a manner acceptable to the District. It is recommended this situation be addressed in the proposed Service and Support Plan, perhaps in relation to non-performance remedies. In any event, if, after 30 days, all attempts to resolve the situation fail, the District shall reserve the right to terminate the award.

7. Vendor shall attach district supplied property asset label to each system, write asset with sharpie on unit case and add into Irving’s electronic TMS inventory system, asset with associated, serial number, and room location.

Section 3: Warranty Requirements

4.3.0 Warranty requirements Warranty must be manufacturer’s warranty, in other words, all warranty and damage coverage must be backed by the manufacturer of the laptop and the manufacturer is responsible for the repairs regardless of the cause of the damage and Irving ISD shall not be required to look to any other party for repair responsibility under warranty or damage coverage.

1. All laptops shall include a minimum 4-year warranty covering all parts and labor for on-site repair or replacement within 3rd business day after any problem reported. Any unit that must be replaced and will not be returned in the future to Irving ISD stock must have a DOD compliant wipe performed on the hard drive. Confirmation must be provided to the district that the equipment has been wiped. The Warranty period shall start only after successful completion of final Irving ISD acceptance of the proposed system with all components installed and tested including asset information. Vendor is responsible for all coverage required regardless whether or not the vendor purchases insurance for any of the required coverage. If the insurance company or other third-party provider of coverage fails to perform on the contract requirements, the vendor will be liable for the total awarded contract coverage regardless of any third party’s actions or inactions.

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2. Vendor shall include all warranty costs in the laptop unit price entered in Section 12. All

warranty costs shall be carried out with no additional cost to the IISD for parts, labor or transportation. The successful vendor shall pay freight charges both ways with final delivery to point of origination.

3. The District will make a diligent effort to determine that any reported problem is hardware

related prior to vendor notification. However, there may be those instances when a reported problem is caused by something other than hardware. If the vendor expects to charge the District for responding to warranty problem calls that are determined not to be hardware related, the vendor must specify such charges in the proposed Service and Support Plan.

4. Any laptop that must be removed from the site for repair during the warranty period shall be

replaced within the 3rd business day with a system of equal or better performance. Failure to conform and perform under the deadlines of this RFP shall be considered a breach of contract. All installation requirements must be completed for the new laptop, including asset transfer forms. The vendor may choose to repair the removed unit and use it to replace other warranted units of the same or less performance, but it may not be used to replace warranted units of superior performance.

5. No accidental damage is required for Teacher laptops or staff desktops.

Section 5: Pricing Requirements 5.0 Pricing Requirements

1. The laptop proposed price will be per unit and will include the cost of all RFCQ requirements to make each system operational including delivery, installation and setup, warranty service, damage repair and support, trash disposal, documentation, asset labels and reports, vendor personnel requirements, etc. No additional charges are allowed.

2. Automatic hardware upgrade requirement: When the current production model that is proposed in the vendor’s response to this proposal is no longer available, the vendor shall notify Irving ISD Technology Department at 972.600.5265 of the model the vendor proposes as the replacement for approval by the district. The unit price shall remain the same throughout the quote award period of one year.

3. Shipping will be included in cost per unit. 4. IISD requests pricing for monthly equipment storage if applicable. 5. Warranty shall be included in costs for laptop and desktop systems.

Section 6: Manufacturing and Laptop Requirements

6.0 Manufacturing

1. All laptops delivered to the District under this award must be assembled, tested, packaged and shipped from an ISO-9001 certified environment.

6.1 Environmental

1. Laptops shall be equipped with energy efficient, low power standby features. 6.2 Technical Specifications

Units should come preloaded with software in specs including Microsoft Windows 10 64 bit.

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Required Laptop Manufacturer for consideration is Dell. No other brands of laptops will be considered, no exceptions. Do not ask for an exception. The District desires a maintainer program with this manufacturer. Please provide details how we can add, enhance or modify our self maintainer agreement.

Specifications for Teacher Laptop System for Submission – Dell Latitude 5490 [Check ( √ ) if meets spec or state variations] Processor – Intel i5 with vPro ________ Memory –8 GB ram minimum ________ Hard Drive – 500GB minimum ________ Video – 14” to 1” color ________ Audio – SoundBlaster compatible ________ Wireless 802.11 a-c (wave 2 capable) built in to system board, including, RJ45 connector ________ The system must be capable of supporting the transition from a wired to wireless environment (or vice-versa) with no manual intervention (such as reloading or reconfiguring network drivers). PXE compliant

Warranty – 4 year onsite (parts and labor) ________

Ports – minimum 2 USB (V3.0) VGA, HDMI, headphone

(if external monitor connection is not VGA, an adaptor must be included in the price to support a VGA output) ________ Microphone Keyboard – full size ________ Internal Speaker and microphone ________ Battery – Please offer maximum available battery life for the specific model proposed ________ Touchpad ________ Built-in camera Provide tool or method instructions to remove Bios Passwords ________ Software – Windows 10 64 bit Home Version The district does have the education priced key to activate the loaded version of the specified MS Operating System for the teacher laptop. ________ Docking station compatible and support of dual monitors ________ Laptop Case (provide sample and description) ________ Submit evidence that the above specifications are met. Indicate any exceptions or substitutions and reason for same. Attach to this price sheet.

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Section 7: Delivery and Installation Requirements 7.0 Delivery Requirements 1. All delivery charges shall be included in the price of the equipment. 2. We require deliveries to multiple campus locations and there are no dock facilities at any location. Delivery requirements apply to all orders regardless of quantity. 3. The District shall define the date(s), address(es) and building locations(s) for each delivery. One order

may therefore have multiple delivery dates, sites, and building locations. Note: The District may specify delivery dates as early as 15 calendar days after placing the order.

4. Unless otherwise instructed, installation shall be completed within specified dates. 5. Vendor shall verify the ship date and delivery/installation date with the District. 6. The vendor’s ordering and installation coordinator shall coordinate the delivery of equipment

at the scheduled date and time to minimize disruptions to educational activities. This may require after hours and/or weekend delivery, which shall be provided at no additional charge.

7. Vendor shall only accept delivery receipt signatures from a list of the District employees provided by the District.

8. Vendor shall place the equipment inside the building at the specified location(s).

9. All deliveries shall include the District purchase order number and receiving department or individual as specified on the purchase order.

10. Delivery requirements refer to any equipment purchased from the vendor, either through the proposal or catalog process.

11. If delays are foreseen, written notice shall be given to the Irving ISD which will take the extensions under advisement.

7.1 Installation Requirements 1. Vendor shall provide complete installation as described below, unless otherwise specified,

regardless of quantities, at the District specified dates and locations. 2. All installation charges shall be included in the price of the equipment. This may require after

hours and/or weekend delivery, which shall be provided at no additional charge. 3. The District will provide classroom location for each system. The District will also provide

electrical outlet in the specified location. Installation for each system shall consist of the following tasks as needed:

• Electrical and Ethernet connection to district wiring • Inventory of district assets • Warranty paperwork filled out and filed with manufacture • unbox equipment • install/assemble all components, power equipment on • verify equipment is operational • complete a specified checklist of activities for each installed system before District staff

sign off on receiving • Assist district personnel in setting up security rights

4 Vendor shall attach district supplied property asset labels to each system, write asset with sharpie on unit case and add into Irving’s electronic TMS inventory system by the end of each day, (with associated laptop, serial number, and room location).

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5. Vendor will remove all boxes and packing materials from the site immediately after installation. District dumpsters or trash containers will not be used for disposal unless approved by campus principal. Unused laptop parts to be left with campus technician.

6. District may ask for additional computer setting changes as discovered during rollout that may be specific to each campus.

7. Installation is not considered complete until the vendor has completed steps 3 through 6 under Installation Requirements.

8. The vendor ordering and installation coordinator shall coordinate the installation of laptop/desktop systems at the scheduled location(s) and date(s) to minimize disruptions to educational activities. This may require after hours and/or weekend installations, which shall be provided at no additional charge.

9. Installation requirements refer to any systems purchased from the vendor through this RFP process.

Section 8: Help Desk Requirements

8.0 Help Desk Requirements 1. Overview The foundation of the District’s Technical Support Services is a networked Help Desk System. This

system keeps track of all District technology support problems and provides the statistical reporting necessary to monitor responsiveness. When District personnel experience a system problem they notify the Help Desk, a work order is entered into the system and assigned work order number. The work order contains information that identifies the problem unit and its location. In the case of warranted laptop systems, the help desk will immediately call the vendor responsible for repair.

• Record and identify equipment requiring repair as specified by the successful vendor. • Identify, confirm, and document problem(s) from end-user. • Provide E-Mail service request forms containing relevant information required by the successful

vendor. • Assist in coordinating scheduling conflicts between vendor and district.

Section 9: Vendor Support Personnel Requirements 9.0 Personnel - General 1. Personnel Requirements

All vendor Personnel are expected to maintain proper dress and exhibit a vendor badge. Field service personnel are expected to be equipped for operation in a highly mobile, quick response environment. Smoking or tobacco use of any kind is prohibited at all school properties. Vendors must follow all applicable law including fingerprinting for staff on campus when children are present.

9.1 Job Descriptions 1. Field Service Technician(s) A. Major Purpose: Repair or replace problem hardware on a timely basis

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B. Qualifications: - One-year experience in diagnosis and repair of laptop/desktop system hardware

- Excellent people skills and a team player - Good organizational skills - Willingness to accept responsibility C. Responsibilities: - Diagnose and repair laptop/desktop hardware problems - Maintain an inventory of systems and parts 2. Project Manager/Coordinator (single point of contact identified for the District)

A. Major Purpose: Work with District personnel to coordinate the ordering and installation schedules of laptop system equipment within the District. This person must be equipped with paging and cell phone capabilities. The project manager shall provide an exception report as required detailing progress and other issues concerning the timely installation of the project.

B. Qualifications: - Two years’ experience in order/installation/project coordination - Superior people skills and a team player

- Excellent organizational skills - Self-directed and motivated - Willingness to accept significant responsibilities - Excellent database/spreadsheet/word processing skills - Excellent project management skills - Excellent technical support skills

C. Responsibilities: - Maintain order/installation project management schedules - Coordinate projects with District personnel

- Work with District personnel to evaluate installation quality The vendor shall work closely with the District Help Desk on a regular basis to respond rapidly to any required adjustments.

• Provide designated technical contacts that are familiar with the Irving ISD agreement, district equipment configuration, and other special technical issues unique to the project.

• Provide additional on-site and CD based training to increase the overall effectiveness of the Help Desk and district technicians.

• Provide E-Mail bulletins containing known problems or solutions with Internet access to update files, patches, and device drivers.

• Meet with district technical personnel once per month to review the successful vendor’s performance, problems, and if agreed, modify operational procedures.

Monthly Reports

The successful vendor shall be available on request via E-mail, monthly reports detailing quantities of service calls, failures, and resolved service tickets. This report will also be used to evaluate the successful vendor’s performance. This report shall be provided on a Microsoft Excel spreadsheet

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Section 10: Vendor Questionnaire Copies of this completed questionnaire must be submitted with the other required RFCQ documentation to the I.I.S.D. Purchasing Department by the submission date/time for your company to be considered for selection. Please complete all information: Vendor Name: _________________________________ Address: ____________________________________ Representative: ________________________ Title: _________________ Phone Number: _________________________Fax Number __________________ How long has your company actively marketed laptop under the current name: ____ How many people does your company employ _________ Does your company employ sub-contractors? _________ If so, under what circumstances. ______________________________________________________________________ The vendor is specifically advised that any person, firm or other party to whom it is proposed to award a subcontract under this contract must be acceptable to the Irving ISD. The contractor shall be responsible for acts and omissions of their employees and their sub-contractors, their agents and employees. The Irving ISD may, in writing, require the contractor to remove from the work any employee the Irving ISD or assigned agent finds careless, incompetent or otherwise objectionable. The District requires that prices remain the same or less throughout the award period of one year from date of award. Do you agree to this requirement? YES NO (Circle One) What is your process and timeline for installing the proposed laptops/Desktops? _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________ _______________________________________________________________________________________

What level of partnership do you hold with the manufacturer of the proposed laptop? _______________________________________________________________________________________

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Section 11: Vendor References Requirements 11.0 Vendor References

1. List two clients that have purchased a minimum of 750 Laptop systems directly from your firm during the past two years. Note: The purchase and delivery of 750 Laptops must have occurred within a twelve-month period.

Client Name: ___________________________

Contact Name: __________________________

Phone #: __________________________

E-Mail: ___________________________

Number of systems delivered: ______________

Client Name: __________________________

Contact Name: _________________________

Phone #: _________________________

E-Mail: __________________________

Number of systems delivered: _____________

3. Additional references and/or letters of recommendation may be attached to this form.

Section 12: Proposed Dell Latitude 5490 Pricing

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12.0 Vendor Information: Vendor Name: Representative: Title: Phone Number:

Fax Number:

E-mail Address:

12.1 District Purchase Price for: Model Price each ALL PRICING MUST INCLUDE DELIVERY- no dock facilities at any location Teacher Laptop with 4 Year Warranty* ____________ each

* This is a unit price and MUST reflect ALL RFP requirements to make the system operational including delivery, installation, imaging and set up, input/output connectivity, trash removal, warranty, service and support, documentation, and vendor personnel (See Section 4 – Pricing Requirements. IISD may choose to image and install some or all and/or Laptops purchased. Please provide cost associated with installation/setup and imaging that would be deducted per unit from above Laptop/Desktop pricing if the district does the imaging and installation. Any questions regarding the paragraph above related to imaging and installation, please contact Shane Smith at shanesmith@irvingisd.net Deduct this amount for each Laptop Image & Installation cost if IISD performs these services - each Laptop $ __________ Authorized Signature __________________________________ Date______________ go to next page Terms and conditions of this document acknowledgement.

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I, ________________________________, confirm that our proposal complies with ALL of the requirements and terms and conditions of this Request for Quotes document. No exceptions have been taken.

Authorized Signature __________________________________ Date______________

I, ________________________________, confirm that our proposal complies with MOST of the requirements and terms and conditions of this Request for Quotes document. Exceptions are listed on the attached sheet and are listed by section number. Vendor must provide an exceptions sheet with the section number and text of terms from this document and the listed exception in the order of this document by section.

Authorized Signature __________________________________ Date______________

Section 1: RFP Response Check List

Response Check List

1. Duplicate copies of RFQ forms and supplemental documents with signatures and responses.2. Section 6 completed.3. Section 10 completed.4. Section 11 completed.5. Section 12 completed.6. Proposed Service and Support Plan included.7. Insurance documents included.8. Pages 20 -23

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COMMITMENT TO PROVIDE INSURANCE AFFIDAVIT

RFP # 18-42-860

________________________

If the above ten day requirement is not met, the Irving ISD Purchasing Department has the right to reject this proposal and award the contract to the next firm meeting all requirements. If you have any questions concerning these requirements, please contact the Buyer addressed in this procurement document, Purchasing Department at (972) 600-5440.

Proposers Signature: Date:

By submitting a proposal response and signing below I affirm the following: I am aware of all costs to provide the required insurance, will do so pending contract award, and will provide a valid insurance certificate meeting all requirements within ten days of notification of award.

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Texas Education Code Chapter 22 Certification for Criminal History Check

Introduction: Texas Education Code Chapter 22 requires entities that contract with school districts to provide services to obtain criminal history record information regarding covered employees. Contractors must certify to the district that they have complied. Covered employees with disqualifying criminal histories are prohibited from serving at a school district.

Definitions: Covered employees: Employees of a contractor or subcontractor who have or will have continuing duties related to the service to be performed at the District and have or will have direct contact with students. The District will be the final arbiter of what constitutes direct contact with students. Disqualifying criminal history: Any conviction or other criminal history information designated by the District, or one of the following offenses, if at the time of the offense, the victim was under 18 or enrolled in a public school: (a) a felony offense under Title 5, Texas Penal Code; (b) an offense for which a defendant is requiredto register as a sex offender under Chapter 62, Texas Code of Criminal Procedure; or (c) an equivalentoffense under federal law or the laws of another state.

On behalf of ("Contractor"), I certify that

[check one]: [ ] None of the employees of Contractor and any subcontractors are covered employees, as defined above. If this box is checked, I further certify that Contractor has taken precautions or imposed conditions to ensure that the employees of Contractor and any subcontractor will not become covered employees. Contractor will maintain these precautions or conditions throughout the time the contracted services are provided. Or [ ] Some or all of the employees of Contractor and any subcontractor are covered employees. If this box is checked, I further certify that:

(1) Contractor has obtained all required criminal history record information regarding its coveredemployees. None of the covered employees has a disqualifying criminal history.

(2) If Contractor receives information that a covered employee subsequently has a reported criminalhistory, Contractor will immediately remove the covered employee from contract duties and notify theDistrict in writing within 3 business days.

(3) Upon request, Contractor will provide the District with the name and any other requested informationof covered employees so that the District may obtain criminal history record information on the coveredemployees.

(4) If the District objects to the assignment of a covered employee on the basis of the coveredemployee's criminal history record information, Contractor agrees to discontinue using that coveredemployee to provide services at the District.

Noncompliance or misrepresentation regarding this certification may be grounds for contract termination.

Company Name Printed Name of Company Representative

Signature Date

For additional information on how to comply with this statute, please contact the Irving ISD Purchasing Department, 972-600-5440, 2621 West Airport Freeway, Irving, Texas 75062.

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NON-COLLUSIVE BIDDING CERTIFICATE

By submission of this bid or proposal, the Bidder certifies that:

1. This bid or proposal has been independently arrived at without collusion with any other Bidderor with any Competitor;

2. This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed,prior to the opening of bids, or proposals for this project, to any other Bidder, Competitor orpotential competitor:

3. No attempt has been or will be made to induce any other person, partnership or corporationto submit or not to submit a bid or proposal;

4. The person signing this bid or proposal certifies that he has fully informed himselfregarding the accuracy of the statements contained in this certification, and under thepenalties being applicable to the Bidder as well as to the person signing in its behalf.

Signature below certifies accuracy of answers to all sections on this page.

Authorized Signature Printed Name

Company Name and Address

Telephone Number Date

22

LEGAL COMPLIANCE

It is the proposing company’s duty and responsibility to have knowledge of and be responsible for the compliance with all applicable laws, rules and regulations as they apply to this procurement process and any subsequent award.

If awarded under this document, does the firm agree to comply, in all relevant respects, with all Federal, State, and Local laws, rules and regulations related to the performance of services or supply of goods to Irving ISD?

YES _____ NO _____

Signature below certifies accuracy of answers to all sections on this page.

Authorized Signature Printed Name

Company Name and Address

Telephone Number Date

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