Request For Proposal - Technology 001 Apple Computers And .

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Request for Proposal - Technology 001Apple Computers and Peripheral Equipment,Navajo Preparatory School, INC.Bids Due:June 29, 2020 at 2:00 P.M.Return Bids To:Sean Bekis, IT AdministratorNavajo Preparatory School1220 W. Apache St.Farmington, NM 87401Telephone: (505) 326-6571Fax: (925) 485-5253Email: sbekis@navajoprep.comRequest for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 1 of 25

REQUST FOR PROPOSAL - TECHNOLOGY 001APPLE COMPUTERS AND PERIPHERAL EQUIPMENTSECTION A – BACKGROUND AND REQUIREMENTNavajo Preparatory School, INC. (NPS) is preparing for a major technology upgrade.Part of this upgrade is the installation of new Apple computers to replace aged equipment.In this document, NPS is requesting sealed pricing proposals from qualified vendors for Applecomputers.The first requirement is that Proposers must submit bids for all Apple computerconfigurations listed herein (See Section D - Specifications and Scope of Products to beProvided and Section E – Proposal Forms and Signature Form).Proposals must be addressed and delivered to and inquiries concerning the purchasing processare to be directed to the person listed on the cover page of this request.All inquiries regarding the technical information are to be directed to Sean Bekis at (505)326-6571.SECTION B – STANDARDS AND PURPOSENPS has established a standard Apple computer configuration (see Section E). Slightvariations to the standard are needed and separate Apple computer quantities are providedfor these alternate configurations. Bids must be provided for all configuration options.In line with best practices, NPS will update their configuration standards approved aStandard Specification. NPS will update their configuration standards at a minimum onan annual basis. Based on technology changes and manufacturer offerings, the School willupdate its standard configurations and conduct the invitation to proposal process for itsannual requirement of Apple computers.The purpose of this proposal is to establish a purchase agreement between NPS and the selectedvendor(s) to purchase Apple computer systems meeting the School Standards at competitive bidpricing during a one-year term of an agreement.Those submitting proposals are encouraged to investigate and provide all possible quantitydiscounts. They are also encouraged to submit any additional add-ons.This invitation to provide a proposal addresses first year requirements. As the quantitiesprovided herein are estimates, additional systems may be required during the nexttwelve months. To complete the purchase of additional systems during the term of theagreement, the discounted prices provided at this time will be the guaranteed maximumprice and if the equipment price decreases NPS will receive the decreased price.Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 4 of 25

It should be noted that the School estimates Apple computer replacement to follow a 4-yearlifecycle. NPS plans to replace 1/4 of all computers every four (4) years. The initial quantityof Apple computers for this bid for year 1 exceeds the 1/4 ratio due to startup of adoption ofthis lifecycle.SECTION C – NOTICE TO PROPOSERSNotice is hereby given that Navajo Preparatory School, INC. hereby calls for sealed bids tobe delivered to the IT Administrator, IT Department, 1220 W. Apache Street, FarmingtonNew Mexico 87401 until June 29, 2020 at 2:00 p.m. at which time and place the bids willbe opened for Personal Computers and Peripheral Equipment for Navajo PreparatorySchool, INC. Faxed bids will not be accepted.Proposals shall be presented in accordance with the specifications for the same, which are onfile with the IT Administrator, IT Department address listed above.Inquiries regarding this bid should be directed to the IT Administrator at (505) 326-6571, oremail sbekis@navajoprep.com. Reference RFP No. Technology 001 on all inquiries.The NPS reserves the right to reject any and all proposals or any and all items of such proposals.This proposal shall also be subject to any and all applicable laws, regulations and standards.SECTION D - SPECIFICATIONS AND SCOPE OF PRODUCTS TO BE PROVIDEDNPS requests prices for each of the systems described in the multiple configurations specifiedin Section E on the Proposal Forms. The baseline configurations for Apple computers for theMacBook Pro and MacBook Air are contained in “Configuration 1” through “Configuration 2”.Slight variances to the MacBook Pro configuration for memory, disk, or screen sizes areprovided in the alternate configurations on the Proposal Forms in Section E. In addition to theApple computer configurations, proposals for technical training on MAC OS X are requestedin “Training Proposal”.Proposers must provide their own delivered cost for each component; the percentage profit; thenet delivered cost to NPS for each component; and the total net delivered unit cost for each ofthe systems.Computers will not be ordered all at once, but in various increments over the life of the contract.The vendor is expected to supply a standard price that does not vary based on the number ofApple computers in an order, the frequency of the orders, or the delivery location.Proposers must complete all “Proposal Forms” in Section E and substantially conform tothe configurations. Separate “Proposal Forms” are provided for alternate Applecomputer configurations.Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 5 of 25

Apple computer configurations and the minor variances specified in the proposal areNPS’s best estimate at this time. NPS reserves the right to request other componentreplacements or additions to the baseline configuration prior to delivery of units. Insuch cases, contractor will be required to provide any delta in costs, if any, to thebaseline proposal costs using the same pricing formula utilized to establish theproposal pricing submitted hereunder.Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 6 of 25

SECTION E - BID FORMS AND SIGNATURE FORMCONFIGURATION 1 PROPOSAL FORMProposer Name:Hardware Model No. :NAVAJO PREPARATORY SCHOOLAPPLE COMPUTER STANDARD“CONFIGURATION 1”SUPPLIEDSTANDARDYES OR NO?IF “NO” IN COLUMN 2,PROVIDESUBSTITUTIONCONFIGURATIONBELOWMVVJ2LL/A MacBook Pro16-Inch Screen9th-Generation Intel Core i716GB RAMRP-5300M512GB SSDSpace Gray3-Year AppleCare for SchoolsQUANTITYUNIT PRICEEXTENDED PRICE26Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 5 of 25

CONFIGURATION 2 PROPOSAL FORMProposer Name:Hardware Model No. :NAVAJO PREPARATORY SCHOOLAPPLE COMPUTER STANDARD“CONFIGURATION 2”SUPPLIEDSTANDARDYES OR NO?IF “NO” IN COLUMN 2,PROVIDESUBSTITUTIONCONFIGURATIONBELOWBPHU2LL/A MacBook Air13-Inch Screen1.1GHz Quad-Core 10th-Gen Intel Core i58GB RAM512GB SSDSpace Gray3-Year AppleCare for SchoolsQUANTITYUNIT PRICEEXTENDED PRICE300Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 6 of 25

PERIPHERIAL EQUIPMENT 1 PROPOSAL FORMProposer Name:Hardware Model No. :NAVAJO PREPARATORY SCHOOLAPPLE PERIPHERALEQUIPMENT“PERIPHERIAL EQUIPMENT 1”SUPPLIEDSTANDARDYES OR NO?IF “NO” IN COLUMN 2,PROVIDESUBSTITUTIONCONFIGURATIONBELOWA2119 USB-C Digital AV MulitportAdapterQUANTITYUNIT PRICEEXTENDED PRICE26Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 7 of 25

TRAINING PROPOSAL FORM (TRAINING OFFERINGS)Proposer Name:CHABOT-LAS POSITASAPPLE COMPUTER TRAININGTITLE OF TRAININGCLASSUNITPRICE/STUDENT(1) TECHNICAL TRAININGCOURSES ON MAC OS X10.14 (UP TO 6 ANALYSTS):(2) USER TRAINING COURSESON MAC OS X 10.14 (UP TO 25USERS)(3) USER TRAINING COURSESON MAC OS X 10.14 (UP TO 50USERS)NOTE: LIST AVAILABLE MAC OS X TRAINING COURSES AVAILABLE FORCATEGORIES 1-3 ABOVE WITH UNIT PRICE PER STUDENT.Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 8 of 25

SIGNATURE FORMTO:NAVAJO PREPARATORY SCHOO, INC.FROM:(Firm Name of Proposer)(Address)(City, State, Zip Code)(Telephone/Telecopier)(Name(s) of Proposer's Authorized Representative(s))1.1.1Proposal Amounts. The undersigned Proposer agrees to provide the equipment,materials, and related documentation required for the bid described as: PersonalComputers & Peripheral Equipment, Navajo Preparatory School, INC. amountslisted on the Proposal Forms. The proposal amounts are exclusive of any State ofNew Mexico or local sales or use. The Proposer confirms that it has checked all ofthe above figures and understands that neither the School nor any of its agents,employees or representatives shall be responsible for any errors or omissions on thepart of the undersigned Proposer in preparing and submitting this Proposal.1.2 Acknowledgment of Proposal Addenda. In submitting this Proposal, theundersigned Proposer acknowledges receipt of all Proposal Addenda issued by or onbehalf of the School, as set forth below. The Proposer confirms that this Proposalincorporates and is inclusive of, all items or other matters contained in ProposalAddenda.Addenda Nos.incorporated into this Proposal.2.received, acknowledged and(initial)Documents Accompanying Proposal. The Proposer has submitted with this Proposal thefollowing:(a) Proposal Forms; (b) Proposal Signature Form; (c) Non-Collusion Affidavit. TheProposer acknowledges that if this Proposal and the foregoing documents are not fully incompliance with applicable requirements set forth in the Notice Calling for proposals, theInstructions for Proposers and in each of the foregoing documents, the Proposal may beRequest for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 9 of 20

rejected as non-responsive.3.Award of Contract. It is the intent of the School to issue a Purchase Order(s). It is expectedthat the successful contractor(s) will meet all requirements of this bid and purchase order.4.Acknowledgement and Confirmation. The undersigned Proposer acknowledges itsreceipt, review and understanding of the business requirements, specifications and othercontract documents pertaining to this proposal. The undersigned Proposer certifies that thecontract documents are, in its opinion, adequate, feasible and complete. The undersignedproposer certifies that it has, all necessary equipment, personnel, materials, technical andfinancial ability to complete the Work for the amount proposed herein within the Contracttime and in accordance with the Contract Documents.By:(Authorized Signature)(Typed or Printed Name)Title:Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 10 of 20

SECTION F - SPECIAL WARRANTY REQUIREMENTSFor Apple computers, a minimum of a three (3) year warranty is required. The warranty shallinclude all repair parts and on-site installation labor. There is to be 100% no-charge forreplacement parts and labor for systems under warranty. On-site warranty work shall be performedon the specific campus where the systems covered by the on-site warranty are located. Any costfor the required warranties shall be included in the Unit Prices offered. The Campus locations areas follows:Navajo Preparatory School1220 W. Apache St.Farmington, NM 87401Please view the web site for general campus information: www.navajoprep.comThe successful proposer will agree to pick up and deliver depot warranty units at no charge to NPSand meet certain Time-to-repair (TTR) requirements. Warranty work exceeding 3 business dayswill require contractor to provide a loaner unit that meets or exceeds the specification of the unitunder repair. For desktop and laptop systems, the required critical requests response time will bewithin 24 hours of the hardware service request. The required non-critical request response timewill be within 48 hours of the hardware service request. Proposers must provide a specificstatement regarding their agreement and compliance with these special warranty requirements.All warranty work shall include replacement parts that are new and of equal or better quality thanthe original components. In the event that warranty parts cannot be provided in the specifiedtime required, NPS requires that its staff or a third-party contractor be allowed to replacecomponents on an interim basis using spare parts and that these actions will not void theoriginal warranty. It is important that the original warranty permit NPS technical staff or a thirdparty contractor to do parts exchanges inside the units as needed without invalidating the warranty.NPS will notify the warranty contractor when this situation occurs to give contractor theopportunity to remedy the problem first. If they cannot, School staff will proceed andcontractor will expressly ensure the warranty remains in effect.Under the terms of either the warranty or the purchase agreement, Contractor will berequired to stock replacement parts for the systems listed in this proposal. Items of interestinclude: drives, power supplies, keyboards and other important parts. Proposers mustprovide a statement regarding their plan to stock replacement parts.Under the terms of either the warranty or the purchase agreement, Contractor will berequired to provide 2-3 on-site spare units for NPS and ramp up to provide up to 5 spareswithin 24 hours in cases of emergency. Proposers must provide a statement regarding theirplan to stock replacement parts and spare units.Proposers must have trained and certified service technicians on staff. Proposers must have theirown in-house repair facility or maintain an agreement with a qualified, nationally recognized, subcontractor to provide warranty repair services. Proposers must provide a profile of the sub-Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 11 of 20

contractor, if any, in accordance with the requirements above.Proposers must provide the name and direct dial phone number of the single point of contact intheir service department who will coordinate NPS warranty service needs. Contractor will berequired to notify NPS of any changes.Proposers must provide a copy of or a detailed description of the complete warranty terms andconditions offered in their Proposal. These warranty requirements are in addition to the warrantyprovision contained in the standard purchase order terms and conditions included as part of thisinvitation to Proposal (see Section I).SECTION G - SHIPPING/HANDLING AND DELIVERYThe Apple computer systems will be ordered in increments to meet the specific installation datesfor the School. Therefore, it is imperative and required that the selected proposer(s) provide adesignated customer support representative to work closely with the Information TechnologyDepartment staff to ensure multiple orders can be delivered on a variety of dates. Proposer shallprovide a statement as to how they will comply with this requirement. Proposer shall provide astatement as to any optional value added services such as web based order/shipment tracking; webbased records of equipment specifications ordered and history database on each system purchasedby NPS.Orders require an Authorized School Purchase Order and will be placed via email, fax or phone orU.S. Mail from NPS's Business Office. Contractor shall deliver units to NPS’s Business Office nolater than 10 working days after receipt of order (ARO). It is required that contractor provideexpedited delivery when the needs of NPS so dictate. Proposers must provide a statementindicating that they comply to this requirement and further describe the scenario of a typicaloccurrence of expediting the delivery of systems ordered.All Proposals must indicate the method to be used to deliver systems as ordered by NPS(i.e., company owned truck, UPS, common carrier, or other).All shipments shall be made FOB: destination, Freight: prepaid.Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 12 of 20

SECTION H - INSTRUCTIONS TO PROPOSERSThree (3) copies of the proposal must be submitted. Proposals must be addressed and deliveredno later than 2:00 PM. MST, June 29, 2020. Please plan deliveries accordingly. DeliverProposals to:Sean BekisIT AdministratorNavajo Preparatory School1220 W. Apache. St.Farmington, NM 87401sbekis@navajoprep.comGENERAL INSTRUCTIONS:1.2.3.4.5.6.7.8.9.10.Proposals received after the deadline for closing will be returned unopened unlessnecessary for identification purposes. NPS is not responsible for mail/messengerdelays.The School reserves the right to conduct discussions with all proposers, including theproposer(s) who appear(s) to have been selected, to request or require clarification,additional information or additional documentation prior to an official award(s).Any information considered to be proprietary by the proposer shall be marked orstamped "Proprietary Information." Pricing information will not be consideredproprietary.Award: The award shall be made to the responsible proposer(s) providing the lowestresponsive proposal with the most value. The award will be in accordance with NPSbusiness policy.Format: Proposals must be submitted on the NPS Proposal Forms and ProposalSignature Form provided in Section E and with other submittals that meet both formatand content requirements listed herein.Proposers may be required to provide the School with two (2) each of the specifiedsystems for evaluation and inspection for a period up to one week.The School reserves the right to reject any or all bids of any part thereof, or towithhold the award and to waive or decline to waive irregularities in any proposalwhen it is determined to be in the School's best interest.The successful proposer(s) is expected to enter into a Standard Agreement, whichincludes the Standard Purchase Order Terms and Conditions which are includedherein (see Section I).Under a subsequent contract, Contractor will be required to submit four (4) sets oftechnical manuals per each type of system described in this Proposal.Here as an option state whether contract unit pricing is extended to NPS faculty andemployees for individual purchases for home use. Acceptance or decline of thisprovision will not disqualify an otherwise successful proposal.Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory SchoolPage 13 of 20

ADDITIONAL INSTRUCTIONS - COSTS1.2.3.The School seeks prices based on special discounts, unit cost plus profit structure orother suitable pricing formula. Proposers shall provide a statement as to the methodused. The pricing method used shall remain fixed throughout the duration of theagreement. Proposers agree that the end cost to the School shall not exceed the pricesquoted in this Bid during the one-year term. However, the pricing should be adjusteddownward if costs decrease during the term of the Agreement. All pricing should be“net” including discounts.Proposers shall list the model numbers of each configuration specified in thespecification in this document. If technology changes causing components to no longerbe available, the vendor will provide a comparable configuration at the same or lesscosts as specified in this Proposal. Cognizant of the continual change and evolution ofcomputer technology, the School reserves the right to upgrade individual componentsof each system in order to accommodate saidchanges. The successful proposer shall: (1) agree to sell new and current state-ofthe-art components to the School under the same pricing method quoted in thisproposal, and (2) provide customer service calls to share k

Request for proposal - Technology 001 – Apple Computers and Peripheral Equipment for Navajo Preparatory School Page 1 of 25 Request for Proposal - Technology 001 Apple Computers and Peripheral Equipment, Navajo Preparatory School, INC. Bids Due: June 29, 2020 at 2:00 P.M. Return Bids To: Sean Bekis, IT Administrator Navajo Preparatory School

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