THE CITY OF RICHMOND PUBLIC SCHOOLS
2395 Hermitage Road
Richmond, Virginia 23220
IFB # 19-6907-5 Chromebooks for Richmond Public Schools
Invitation for Bids (IFB)
***THIS FORM MUST BE SIGNED BELOW AND RETURNED WITH THE PROPOSAL TO BE CONSIDERED A VALID OFFER***
ISSUE DATE: May 26, 2019
RFP NUMBER: 19-6907-5
Title: Chromebooks for RPS
Procurement Approval: _____________
DIRECT INQUIRIES TO:
Davonia Holland, VCA
Procurement Officer I
Richmond Public Schools
2395 Hermitage Road
Richmond, Virginia 23220
Closing Date: June 10, 2019
Closing Time: 6:00 PM (EST)
How did you hear about this Bid / RFP?
Sealed proposals will be received until 6:00 p.m., June 10, 2019 for furnishing goods and services described herein. If necessary,
any addendums will be posted on the Richmond Public Schools Procurement website which can be found at:
Proposals will only accepted via the electronic Bonfire Portal. Instructions can be found in Attachment “A” of this RFP.
Richmond Public Schools reserves the right to accept or reject any or all proposals or any part thereof. Richmond Public Schools reserves the right to
award multiple contracts to more than one Offeror, in part or in whole, whichever is deemed to be in its best interest. Offerors must clearly identify any
information considered by the offeror to be confidential. However, offerors shall invoke the protection of this data or other materials prior to or upon
submission of such data or material, and state the reasons why protection is necessary. Any contract resulting from this solicitation may be extended to the
City of Richmond or any public agency or body in, but not necessarily limited to, the Central Virginia area to permit those public agencies or bodies to
purchase at contract prices, in accordance with the terms, conditions and specifications of this solicitation. The successful offeror(s) shall deal directly
with each agency in regard to order placement, delivery, invoicing and payment.
THIS SECTION MUST BE COMPLETED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF YOUR FIRM.
In compliance with the above Request for Proposals and subject to all the terms and conditions thereof, the undersigned offers, and agrees, if this proposal
is accepted within ___ calendar days from the date of the receipt of proposals, to furnish any or all of the items and/or services delivered to the point
Name and Address of Firm:
(Please sign in ink)
(Please print signer’s name)
Acknowledge Receipt of Addendum(s): #1____________ #2___________ #3____________ Please initial receipt of all Addendums:
The Vendor certifies and acknowledges that the information stated below is proprietary and confidential to RFP
19-6907-5. Please list all sections of your proposal that contains proprietary and confidential information.
The intent and purpose of this Invitation for Bid (IFB) and the resulting contract is to solicit and obtain the
services of a qualified Offeror to deliver Chromebooks and other outlines services to meet the current and
future need to provide rigorous, relevant instruction to all students. RPS seeks vendors with an existing
product and significant experience working with similar K-12 educational users.
The School Board is the official governing body for the Richmond Public Schools, herein referred to as
RPS, and derives its authority from the Code of Virginia. RPS is an urban, PreK-12 school system with
approximately 24,700 students in 44 schools; 25 elementary schools (grades PreK-5), 7 middle schools
(grades 6-8), 5 comprehensive high schools (grades 9-12), that also consist of accelerated and 3 specialty
schools, 2 charter schools, 1 alternative school, 5 regional preschool centers, and 5 adult education
programs. RPS’ strategic plan, Dreams for RPS (https://www.rvaschools.net/Page/5346), is guided by
our three core values of equity, engagement, and excellence and focuses on the following areas over the
next five years:
1) Exciting and Rigorous Teaching and Learning;
2) Skilled and Supported Staff;
3) Safe and Loving School Cultures;
4) Deep Partnership with Families and Community; and
5) Modern Systems and Infrastructure.
C. SCOPE OF WORK
Hardware Minimum Requirements w/ Peripherals and audio requirement.
Hewlett Packard (HP) Probook 11 Chromebook or like device with same or higher quality in specifications.
Webcam and Webcam LED
High Speed USB (2 minimum)
Batteries must maintain a charge for a 7 hour school day.
Status of the batteries should be viewable in a provided application on each device.
The weight of the device should not exceed 5 pounds
The exterior of the device should be semi-rugged or ruggedized able to withstand wear and tear of school
distributions and use.
Spill and pick resistant keyboard
180 degree hinge for collaboration and ease of use
Intel® Celeron® N3350 with Intel® HD Graphics 500 (1.1 GHz base frequency, up to 2.4 GHz burst frequency, 2
MB cache, 2 – minimum specifications
Base Chrome licensing, Remote filtering software (if applicable) ,
All equipment will have accidental damage warranty associated. Additional all equipment will have a 4 year
warranty for parts and repairs. All equipment will be tagged. Power adapters will have cart numbers. Costs
will include 1 ac adapter and cord replacements per year per device. During the life of the device (4 years),
there should be at least 1 replacement of the entire device including in the cost should repair not be possible.
D. VENDOR REQUIREMENTS
Experience in Chromebook deployments for similar size schools and similar projected deployments.
Vendor must have an operational office with staff for delivery, repair and configuration located within 35
miles of all RPS facilities.
Vendor will show equipment for longevity and ware in comparison to other equipment.
Vendor will show sizeable difference in volume purchasing.
Vendor must provide diagrams and footage space of warehouse for receiving RPS equipment.
Vendor must provide evidence of warehouse security controls.
2 references should be provided. References should have no less than one and a half years (1.5) years’
experience with the offeror.
Audited financial statements demonstrating the organizations financial stability.
Vendor Team Qualifications
Asset\Delivery Manager – Experience in large scale delivery management.
Project Manager – PMP certification preferred. 4 years of experience minimum in technology integrations.
Chrome Administrator – Certifications and years of experience preferred.
The vendor will make itself available for no less than 1 meeting per month to discuss planning, outstanding
challenges, new technical developments or any topics deemed pertinent to the delivery of successful delivery of
Summer and Fall Deployments and Retrievals
The vendor will organize, staff and execute a process to orchestrate the distribution and pickup/storage of
devices. The district will identify distribution days and retrieval days during the months of June and August.
Both deployment and retrieval days will be conducted in each RPS school facility.
Service Centers To Schools
Vendor will visit no less than “9” schools per day to trade in and out equipment. Vendor will pack all
equipment for return to vendor in repairs. Vendor will return repaired devices to the locations and appropriate
staff person. Vendor will respond to the districts service request system. The district will train the offerors
Vendor will document all repairs, transfer of equipment in agreed upon database.
Vendor will facilitate DOD wipe services.
Vendor will facilitate buy out sales and forecasting at specified intervals.
Creation of the operating system environment where the device is reset to factory settings.
The most recent stable release of the Chrome OS to be used for deliveries. New releases (once in production)
will be tested in a subset of the population prior to mass deployments where possible to determine upgrade
Support of Android apps available in the stable channel
Enrollment in the RPS G Suite.
Verification of the device serial number for visibility in the G Suite management console
Configure the Wi-Fi service to RPS Wireless
Install and verify installation of provisioned applications
Ensure that each device is loaded with RPS’ content filter solution, iBoss.
If the root Certificate Authority (CA) is part of the user account profile, the Offeror must verify that the root CA
is installed with a user account prior to releasing the device to a student
Offerors should perform the following Management and Security configuration;
G Suite management and support license (Chrome Education) per device that is transferable from one
Chromebook to another of the same make and model for the term of the lease (Perpetual).