Computer Repair Services RFP 22-08

Agency: ST. LUCIE COUNTY PUBLIC SCHOOLS
State: Florida
Type of Government: State & Local
NAICS Category:
  • 541513 - Computer Facilities Management Services
  • 811212 - Computer and Office Machine Repair and Maintenance
Posted Date: Nov 1, 2021
Due Date: Dec 1, 2021
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Type Folder/File

pdf
Public Meeting Notice 22-08

pdf
Public Meeting Notice 22-08 Evaluation

pdf
RFP 22-08 Computer Repair

pdf
Submission Instructions RFP 22-08

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The School District
of
St. Lucie County
Purchasing Department
9461 Brandywine Lane
Port St Lucie, FL 34986
Voice (772)429-3980
Request for Proposal
(RFP)
REQUIRED RESPONSE FORM
Failure to submit the signed Required Response Form
with the proposal will be cause for non-acceptance of the
proposal and the proposal shall be considered non-
responsive
Page 1 of 41 pages
PROPOSALS WILL BE OPENED December 1, 2021 - 3:00 pm and may PROPOSAL NO. 22-08
not be withdrawn within 90 days after such date and time.
MAILING DATE:
November 1, 2021
Computer Repair Services
FEDERAL EMPLOYER IDENTIFICATION NUMBER OR S.S. NUMBER:
VENDOR NAME
VENDOR MAILING ADDRESS
CITY-STATE-ZIP
AREA
CODE
TELEPHONE NUMBER:
TOLL-FREE NUMBER:
FAX NUMBER:
POSTING OF PROPOSAL TABULATIONS
Proposal tabulations with recommended awards will be posted for review by interested parties at
the location where proposals were opened and will remain posted for a period of 72 hours
(excluding weekends and holidays). Failure to file a protest within the time prescribed in Section
120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida
Statutes. Proceedings subject to Section 120.57(3)(c), Florida Statutes are subject to Florida
Administrative Code 6C5-6.008(2)(f).
INTERNET EMAIL ADDRESS:
I certify that this proposal is made without prior understanding, agreement,
or connection with any corporation firm, or person submitting a proposal for
the same commodities/ services, and is in all respects fair and without
collusion or fraud. I agree to abide by all conditions of this proposal and
certify that I am authorized to sign this proposal for the proposer and that
the proposer is in compliance with all requirements of the Request for
Proposal, including but not limited to, certification requirements. In
submitting a proposal, the proposer offers and agrees that if the proposal is
accepted, the proposer will convey, sell, assign, or transfer to the School
District of St. Lucie County all rights, title and interest in and to all causes of
action it may now or hereafter acquire under the Anti-trust laws of the
United States and the State of Florida for price fixing relating to the
particular commodities or services purchased or acquired by the School
District of St. Lucie County. At the School District’s discretion, such
assignment shall be made and become effective at the time the School
District tenders final payment to the proposer.
Failure to submit the signed Required Response Form with the proposal will be
cause for non-acceptance of the proposal and the proposal shall be considered
non-responsive.
_________________________________________________
AUTHORIZED SIGNATURE
_________________________________________________
TYPED NAME OF PERSON SIGNING
Public Domain
I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119,
F.S.
Proposal Certification
I hereby certify that I am submitting the following information as my company's proposal and understand that by virtue of executing and returning with this
proposal this REQUIRED RESPONSE FORM, I further certify full, complete and unconditional acceptance of the contents inclusive of this Request for Proposal,
and all appendices and the contents of any Addendum released hereto. REQUEST FOR PROPOSAL
This RFP, General Conditions, Instructions to Bidders, Special Conditions, Specifications, Addenda, and/or any other pertinent documents form a part of this
proposal and by reference are made a part thereof.
PURPOSE: It is the purpose and intent of this RFP to secure bids for item(s) and/or services as listed herein for the School District of St. Lucie County,
Florida, hereinafter referred to as the District.
SEALED BIDS: Sealed bids will be received via the Purchasing Department bid portal until the date and time as indicated above. Proposals will be opened
publicly in the Purchasing Department and all bidders and general public are invited to attend. All proposals shall be submitted via the Bonfire portal
(instructions provided in following sections). It is the sole responsibility of the bidder to ensure their proposal is uploaded on or before the closing date and
hour as shown above.
BOARD'S ACCEPTANCE: Unless otherwise specified herein, the bidder will allow a minimum of ninety (90) days from the last date for receiving of proposals
for acceptance of its proposal by the Board.
AWARDS: In the best interest of the District, the School Board reserves the right to reject any and all proposals and to waive any irregularity or minor
technicalities in proposals received; to accept any item or group of items unless qualified by bidder; to acquire additional quantities at prices quoted on this
invitation unless additional quantities are not acceptable, in which case the proposal sheets must be noted . All awards made as a result of this proposal shall
conform to applicable Florida Statutes.
Request for Proposal Computer Repair Services
School District of St. Lucie County
RFP # 22-08
GENERAL CONDITIONS, INSTRUCTIONS AND INFORMATION FOR BIDDERS
SEALED PROPOSALS: All proposals are subject to all the conditions
specified herein and any addenda issued thereto. Any failure on the
part of the bidder to comply with the specifications, terms and
conditions of this RFP shall be reason for termination of contract.
1. EXECUTION OF RFP: RFP must contain a signature of an
authorized representative in the space provided above. Failure to
properly sign proposal shall invalidate same, and it shall not be
considered for award. Corrections must be initialed by the person
signing the proposal. Any corrections not initialed will not be
tabulated. The original proposal conditions and specifications
cannot be changed or altered in any way. Altered proposals may
not be considered. Clarification of proposals submitted shall be in
letter form, signed by the bidders and attached to the proposal.
2. NO BID: If not submitting a bid, respond by returning the enclosed
"Statement of No Bid" form and explain the reason. Note: A
bidder, to qualify as a respondent, must submit a "no bid" and
same must be received no later than the stated proposal opening
date and hour.
3. PRICES QUOTED: Deduct trade discounts and quote firm net
prices. Give both unit price and extend total. Prices must be
stated in units of quantity specified in proposal specifications. In
case of discrepancy in computing the amount of the proposal, the
UNIT PRICE quoted will govern. All prices FOB destination, freight
prepaid (unless otherwise stated in special conditions). Discounts
for prompt payment: Award, if made, will be in accordance with
terms and conditions stated herein. Each item must be bid
separately and no attempt is to be made to tie any item or items in
with any other item or items. Cash or quantity discounts offered
will
not
be
a
consideration
in
determination of award of proposal(s). If a bidder offers a
discount, it is understood that a minimum of 30 days will be
required for payment, and the discount time will be computed
from the date of satisfactory delivery at place of acceptance and
receipt of correct invoice at the office specified.
examination testing where such has been established by UL for
the items offered and furnished.
4. DELIVERY: Unless actual date of delivery is specified, show
number of days required to make delivery after receipt of
purchase order in space provided. Delivery time may become a
basis for making an award (See Special Conditions). Delivery shall
be within the normal working hours of the user, Monday through
Friday, excluding holidays.
5. BRAND NAMES: Use of a brand name, trade name, make, model,
manufacturer, or vendor catalog number in specifications is for
the purpose of establishing a grade or quality of material only. it
is not the District's intent to rule out other competition, therefore,
the phrase OR ACCEPTABLE EQUAL is added. However, if a
product other than that specified is bid, it is the vendor's
responsibility to submit with the proposal brochures, samples
and/or detailed specifications on items bid. The District shall be
the sole judge concerning the merits of proposal submitted.
Bidder shall indicate on the proposal form the manufacturer's
name and number if bidding other than the specified brands, and
shall indicate ANY deviation from the specifications as listed.
Other than specified items offered requires complete descriptive
technical literature marked to indicate detail(s) conformance with
specifications.
6. QUALITY: The items bid must be new and equal to or exceed
specifications. The manufacturer's standard guarantee shall
apply. During the guarantee period the successful bidder must
repair and/or replace the unit without cost to the District with the
understanding that all replacements shall carry the same
guarantee as the original equipment. The successful bidder shall
make any such repairs and/or replacements immediately upon
receiving notice from the District.
7. SAMPLES, DEMONSTRATIONS AND TESTING:
A. TAXES: The School District of St. Lucie County, is exempt from
any taxes imposed by the State and/or Federal Government.
State Sales Tax Exemption Certificate No. 85-8015082026C-5
and Federal Employer Tax No. 59-6000832 appears on each
purchase order. This exemption does not apply to purchase of
tangible personal property made by contractors who use the
tangible personal property in the performance of contracts for
the improvements of School District-owned real property as
defined in Chapter 192 of the Florida Statutes.
B. MISTAKES: Bidders are expected to examine the specifica-
tions, delivery schedules, proposal prices and extensions, and
all instructions pertaining to supplies and services. Failure to
do so will be at bidder's risk.
C. Bidder warrants by virtue of bidding that prices shall remain
firm for a period of ninety (90) days from the date of Board
approval or time stated in special conditions.
D. USE OF OTHER CONTRACTS: The District reserves the right to
utilize any other District contract, any State of Florida
Contract, any contract awarded by any other city or county
governmental agencies, any other school board, any other
community college/state university system cooperative bid
agreement, or to directly negotiate/purchase per School
Board policy and/or State Board Rule 6A-1.12(6) in lieu of any
offer received or award made as a result of this proposal, if it
is in the best interest to do so. The District also reserves the
right to separately bid any single order or to purchase any
item on this proposal if it is in its best interest to do so.
E. CONDITIONS AND PACKAGING: It is understood and agreed
that any item offered or shipped as a result of this proposal
shall be new (current production model at the time of the
proposal). All containers shall be suitable for storage or
shipment, and all prices shall include standard commercial
packaging.
UNDERWRITERS' LABORATORIES: Unless otherwise stipulated in the
proposal, all manufactured items and fabricated assemblies shall be
UL listed or re-
A. Samples of items, when required, must be furnished free of
expense and if not destroyed, will upon request, be returned
at the bidder's expense. Request for the return of the samples
must be indicated on his or her proposal. Each individual
sample must be labeled with bidder's name, proposal number
and item number. Failure of bidder to either deliver required
samples or to clearly identify samples as indicated may be
reason for rejection of the proposal. Unless otherwise
indicated, samples should be delivered to the Purchasing
Department, School District of St. Lucie County.
B. When required, the District may request full demonstrations
of any units bid prior to the award of any contract.
C. Items may be tested for compliance with specifications under
the direction of the Florida Department of Agriculture and
Consumer Services, or an independent testing laboratory.
Bidders shall assume full responsibility for payment for any
and all charges for testing and analysis of any materials
offered or delivered that do not conform to the minimum
required specifications. Bidder's disposition of all items
delivered in this category must be at no expense to the
District.
8. INSPECTION AND ACCEPTANCE: The successful bidder shall be
responsible for delivery of items in good condition at point
destination. Bidder shall file with the carrier all claims for
breakage, imperfections, and other losses, which will be deducted
from invoices. The District will note, for the benefit of successful
bidder, when packages are not received in good condition. In the
event the material and/or services supplied to the District is found
to be defective or does not conform to specifications, the District
reserves the right to cancel the order upon written notice to the
seller and return the product to seller at the seller's expense.
9. DEFAULT PROVISION: In case of default by the bidder or
contractor, the District may procure the articles or services from
other sources and hold the bidder or contractor responsible for
any excess costs incurred thereby.
10. COPYRIGHTS OR PATENT RIGHTS: Bidder warrants that there has
been no violation of copyrights or patent rights in manufacturing,
producing or selling the goods shipped or ordered as a result of
this proposal. Seller agrees to hold the purchaser harmless from
any and all liability, loss or expense occasioned by any such
violation.
Page 2 of 41
Request for Proposal Computer Repair Services
School District of St. Lucie County
RFP # 22-08
11. MANUFACTURER'S CERTIFICATION: The District reserves the
right to request from bidders separate manufacturer certification
of all statements made in the proposal.
12. PROPOSAL ABSTRACTS: Bidders desiring a copy of bid tabulation
may request it by enclosing a self-addressed, stamped envelope
with bid.
13. OCCUPATIONAL HEALTH AND SAFETY: Vendor, as a result of
award of this proposal, delivering any toxic substances item as
defined in Florida Statute L442.102(21) shall furnish to the
Purchasing Department, a Material Safety Data Sheet (MSDS). The
material safety data sheet shall be provided with initial shipment
and shall be revised on a timely basis as appropriate.
The MSDS must include the following information:
A. The chemical name and the common name of the toxic sub-
stance.
B. The hazards or other risks in the use of the toxic substance,
including:
(1) The potential for fire, explosion, corrosively and
reactivity;
(2) The known acute and chronic health effects of risks from
exposure, including the medical conditions which are
generally recognized as being aggravated by exposure to
the toxic substance; and
(3) The primary routes of entry and symptoms of
overexposure.
C. The proper precautions, handling practices, necessary
personal protective equipment, and other safety precautions
in the use of or exposure to the toxic substances including
appropriate emergency treatment in case of overexposure.
D. The emergency procedure for spills, fire, disposal and first aid.
E. A description in lay terms of the known specific potential
health risks posed by the toxic substance intended to alert any
person reading this information.
F. The year and month, if available, that the information
was compiled and the name, address and emergency
telephone number of the manufacturer responsible for
preparing the information.
Any questions regarding this requirement should be directed to:
Department of Labor and Employment Security, Bureau of
Industrial Safety and Health, Toxic Waste Information Center,
2551 Executive Center Circle West, Tallahassee, FL 32301-5014,
Telephone 1-800-367-4378.
14. OSHA: The bidder warrants that the product/services supplied to
the School District of St. Lucie County shall conform in all respects
to the standards set forth in the Occupational Safety and Health
Act 1970, as amended, and the failure to comply with this
condition will be considered as a breach of contract.
15. ANTI-DISCRIMINATION: The bidder certifies that they are in
compliance with the non-discrimination clause contained in
Section 202, Executive Order 11246, as amended by Executive
Order 11375 relative to equal employment opportunity for all
persons without regard to race, color religion, sex or national
origin.
16. ADVERTISING: In submitting a proposal, bidder agrees not to use
the results therefrom as a part of any commercial advertising
without prior approval of the School District.
17. CONFLICT OF INTEREST: The award hereunder is subject to the
provisions of Chapter 112, Florida Statutes. All bidders must
disclose with their proposal the name of any officer, director or
agent who is also an employee of the School Board of St. Lucie
County. Further, all bidders must disclose the name of any Board
employee who owns, directly or indirectly, an interest of 5% or
more in the bidder's firm or any of its branches.
18. DISPUTES: In case of any doubt or difference of opinion as to the
items to be furnished hereunder, the decision of the District shall
be final and binding on both parties.
19. LEGAL REQUIREMENTS: Federal, state, county, and local laws,
ordinances, rules, and regulations that in any manner affect the
items covered herein apply. Lack of knowledge by the bidder will
in no way be a cause for relief from responsibility.
20. SIGNED PROPOSAL CONSIDERED AN OFFER: This signed proposal
shall be considered an offer on the part of the bidder, which offer
shall be deemed accepted upon approval by the Board. In case of a
default on the part of the bidder after such acceptance, the District
may take such action as it deems appropriate including legal
action for damages or specific performance.
21. LIABILITY, INSURANCE, LICENSES, AND PERMITS: Where bidders
are required to enter or go onto School District property to deliver
materials or perform work or services as a result of proposal
award, the bidder will assume the full duty obligation and expense
of obtaining all necessary licenses, permits and insurance. Bidder
shall be liable for any damage or loss to the District incurred by
bidder, bidder's employees, licenses of the bidder or agent or any
person the bidder has designated in completion of his or her
contract as a result of their proposal; further bidder shall be liable
for all activities of bidder occasioned by performance of this bid.
Notwithstanding the foregoing, the liability herein shall be limited
to ten million dollars ($10,000,000) and the bidder recognizes
that and covenants that it has received consideration for
indemnification provided herein.
22. SPECIFICATIONS: Any omissions of detail specifications stated
herein that would render the materials/service from use as
specified will not relieve the bidder from responsibility.
23. BID BONDS AND PERFORMANCE BONDS: Bid bonds, when
required, shall be submitted with the proposal in the amount
specified in Special Conditions. Bid bonds will be returned to
unsuccessful bidders. After award of contract, the District will
notify the successful bidder to submit a performance bond in the
amount specified in Special Conditions. Upon receipt of the
performance bond, the bid bond will be returned to the successful
bidder.
24. PAYMENT: Payment will be made after the items/services
awarded to a vendor have been received/completed, inspected
and found to comply with award specifications, free of damage or
defect and properly invoiced.
25. SPECIAL CONDITIONS: Any and all Special Conditions that may
vary from these General Conditions.
26. JESSICA LUNSFORD ACT: The Vendor certifies it will comply with
the requirements of the Jessica Lunsford Act (Section 1012.465,
Florida Statutes) in regards to fingerprinting and level 2
background screenings of all employees and any subcontractors
employees who will have access to any District school or
property when students may be present, or will have direct
contact with any student; or have access to or control of school
funds. Vendor’s failure to comply with this requirement will
constitute a material breach of contract.
27. LEGAL COMPLIANCE: The Vendor guarantees that the services to
be performed and the goods to be provided herein, shall comply
with all applicable federal, state and local laws, ordinances,
regulations, orders and decrees, including without limitation
such of the following acts as may be applicable: Federal
Consumer Product Safety Act, Federal Fair Labor Standards Act,
Occupational Safety and Health Act, Buy American, Energy Policy
and Conservation, Federal Hazardous Substances Labeling Act,
Byrd Anti-lobbying, Federal Flammable Fabrics Act, Clean Air &
Water Pollution Acts, Copeland AntiKickback, Davis Bacon Act
and any applicable environmental regulations. USDA purchase
requirements also include 2 CFR 200.318(d), 7 CFR
3016.36(b)(4) and 2 CFR 200.321.
28. The purchasing agreements and state term contracts available
under s. 287.056 have been reviewed.
Page 3 of 41
Request for Proposal Computer Repair Services
School District of St. Lucie County
RFP # 22-08
Table of Contents
1. INTRODUCTION .......................................................................................................................................................................................5
2. INSTRUCTIONS TO PROPOSERS........................................................................................................................................................5
3. REQUIRED PROPOSAL FORMAT.................................................................................................................................................... 10
4. AWARD ..................................................................................................................................................................................................... 11
5. CONTRACT PERIOD............................................................................................................................................................................. 11
6. PAYMENT TERMS ................................................................................................................................................................................ 12
TERMS AND CONDITIONS.......................................................................................................................................................................... 12
SCOPE OF SERVICES ..................................................................................................................................................................................... 23
ATTACHMENT A - DRUG-FREE WORKPLACE CERTIFICATION................................................................................................. 25
ATTACHMENT B - JESSICA LUNSFORD ACT COMPLIANCE AGREEMENT............................................................................. 26
ATTACHMENT C - REFERENCES ............................................................................................................................................................. 27
ATTACHMENT D- GREEN PROCUREMENT - ELECTRONIC PURCHASE ORDER PROCESS............................................. 28
ATTACHMENT E - INSURANCE REQUIREMENTS AND HOLD HARMLESS AGREEMENT................................................ 29
ATTACHMENT F - PROJECT MANAGER CONTACT INFORMATION ......................................................................................... 31
ATTACHMENT G -STATEMENT OF “NO” RESPONSE...................................................................................................................... 32
ATTACHMENT H DEFINITIONS ........................................................................................................................................................... 33
ATTACHMENT I - REFERENCE QUESTIONNAIRE............................................................................................................................ 34
ATTACHMENT J - PROPOSAL QUOTATION FORM ............................................................................................................................ 36
ATTACHMENT K – PROPOSER’S STATEMENT OF PRINCIPAL PLACE OF BUSINESS .......................................................... 38
ATTACHMENT L SCRUTINIZED COMPANY CERTIFICATION .................................................................................................... 39
ATTACHMENT M EVALUATION RATING SHEET............................................................................................................................ 40
ATTACHMENT N RFP CHECKLIST........................................................................................................................................................ 41
Page 4 of 41
Request for Proposal Computer Repair Services
School District of St. Lucie County
RFP # 22-08
1.
INTRODUCTION
1.1. Purpose
The School District of St. Lucie County requests written proposals from qualified vendors to provide all
materials, labor, equipment, and supplies to repair computers and printers on an as needed basis as
specified herein. Vendors are not required to be authorized sales and service representative for Dell
printers, portable computers, tablet computers, desktop PCs and servers for out of warranty items but
vendors need to be able to repair Dell, Microsoft, Lenovo, Apple and/or HP laptop/tablet computers and
desktop PCs. The vendor selected will provide both in & out of warranty repairs and replacement of
hard drives, memory, system boards, LCDs, keyboards, floppy drives, CD & DVD ROM drives, power
adapters and any other computer and printer related repairs as requested.
1.2. Minimum Qualifications
a. The Contractor shall hold appropriate occupational licenses/and or other/license/certification
required for the applicable service/work being performed. The Contractor shall fully comply with
Federal and State laws, County and Municipal ordinances and regulations in any manner affecting
the performance of work. These licenses must be valid at the time of the proposal opening. A copy
must be provided with proposal and updated annually. Contractor shall notify St. Lucie County
School Board if any change occurs in regards to licenses.
b. Vendors must be authorized to obtain OEM parts directly from at least one of the following
manufactures:
Dell, Microsoft, HP, Lenovo, Apple. Vendors shall provide written documentation from one
or more manufacturers (Dell, Microsoft, HP, Lenovo, Apple) acknowledging that they are
authorized to obtain OEM parts. If the manufacturer has a different process for out of
warranty work that affects OEM parts, submit the process (it should be provided by the
Manufacturer).
c. Vendors must be capable of performing all repairs on site within parameters of the SLA specified in
the Scope of Work.
d. The successful Contractor shall have been in the computer repair business for a minimum of three
(3) years.
2.
INSTRUCTIONS TO PROPOSERS
2.1. Authorized SLPS Representative/Public Notices/SLPS Discretion
Proposer’s response to this RFP must be submitted electronically through Bonfire. Any inquires by
Proposer during this RFP process must be submitted in writing to the individual and address stated
below. SLPS will consider only those inquiries submitted in writing (preferably via email) to the
individual below on or before the time specified in Section 2.2, “RFP Schedule” for the submittal of
written inquires prior to the Proposal opening time and date. To the extent SLPS determines, in its sole
discretion, to respond to inquiry, such response will be made in writing and posted to Bonfire at
https://stlucieschools.bonfirehub.com/portal/?tab=openOpportunities and on the SLPS Purchasing
website.
Page 5 of 41

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