Laptops and Related Services
| Agency: | Volusia County School Board Purchasing |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jan 15, 2026 |
| Due Date: | Jan 16, 2026 |
| Solicitation No: | RFP-2025-9056-EK |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
Volusia County School Board Procurement
Volusia County School Board Procurement
Status
Active
Active
Fiscal Year
2026
2026
Title
Laptops and Related Services
Laptops and Related Services
Number
RFP-2025-9056-EK
RFP-2025-9056-EK
Type
Request for Proposal
Request for Proposal
Department
ITS
ITS
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
Yes
Yes
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
The School Board of Volusia County, Florida (hereinafter referred to as “District”) is seeking responses from qualified manufacturers and/or manufacturer authorized resellers who can efficiently deliver a high volume of touchscreen laptops and related services. On an annual basis the District purchases an average of 9,000 2-in-1 student devices and 1,200 professional grade laptops for District staff, with most deployment occurring between June and July of each year; however additional purchases are made on an as-needed basis throughout the school year. Proposer(s) must also provide related services in accordance with the terms and conditions of the Contract during the period of performance as specified in this Request for Proposal (RFP).
The School Board of Volusia County, Florida (hereinafter referred to as “District”) is seeking responses from qualified manufacturers and/or manufacturer authorized resellers who can efficiently deliver a high volume of touchscreen laptops and related services. On an annual basis the District purchases an average of 9,000 2-in-1 student devices and 1,200 professional grade laptops for District staff, with most deployment occurring between June and July of each year; however additional purchases are made on an as-needed basis throughout the school year. Proposer(s) must also provide related services in accordance with the terms and conditions of the Contract during the period of performance as specified in this Request for Proposal (RFP).
Dates(All times are listed as
EST
)
Broadcast Date
12/4/2025 4:00 PM EST
12/4/2025 4:00 PM EST
Question End Date
12/15/2025 12:00 PM EST
12/15/2025 12:00 PM EST
Due Date
1/16/2026 2:00 PM EST
1/16/2026 2:00 PM EST
Bid Opening Date
Pre-Bid Meetings
Total: 1
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
| 12/10/2025 | 2:00 PM | No | Microsoft Teams: Interested Proposers can join meeting in by dialing +1 878-787-7709, 260 580 102# or joining online with the link provided. |
Shortlist Meeting
Total: 1
(All times are listed as
EST
)
| Date | Time | Location |
| 1/29/2026 | 11:00 AM |
District Administrative Complex (DAC)
200 N. Clara Ave. DeLand, FL 32720 Conference Room # 219 |
Documents
Total: 10
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
RFP Response
RFP Response
Shipping
FOB Destination
FOB Destination
Terms and Conditions
See attached Terms and Conditions
See attached Terms and Conditions
Include Shipping in Price of Items
Yes
Yes
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 30
| Question | Date Asked | Answer | Date Answered |
| Can you clarify the type of AMD or Intel processors for all the laptops? | 12/4/2025 5:33:38 PM | ||
| Is this awarded per line item or all or nothing basis? | 12/5/2025 1:31:35 PM | ||
| What is your current strategic Microsoft letter of eligibility (LoE)? | 12/9/2025 2:30:52 PM | ||
| Under imaging, the RFP states that the laptops will be Azure AD and Intune managed. Will they be using autopilot deployment? | 12/9/2025 5:01:35 PM | ||
|
Can you provide a brief outline of your standard operating procedure for imaging the laptops if autopilot is not being used?
|
12/9/2025 5:02:40 PM | ||
|
For the “Platinum” Device for Power Users, will you accept devices with integrated graphics?
|
12/9/2025 5:03:38 PM | ||
|
For the “Gold” Device for Standard User: A40-M, do you want fingerprint readers and backlit keyboards?
|
12/9/2025 5:04:03 PM | ||
| Could you please clarify the requirements for submitting samples? | 12/11/2025 4:06:04 PM | ||
| For “Platinum Device for Power Users” where “NVIDIA Graphics” is requested, would the district clarify if there are any additional requirements around the GPU’s specifications? | 12/12/2025 5:05:36 PM | ||
| Would the district confirm if the port requirements for “Platinum Device” calls for 2x USB-C ports with a minimum of 1x being at TBT4 speeds, or if the request is for a total of 3x USB-C ports with 1x being TBT4? | 12/12/2025 5:05:41 PM | ||
| “Gold” Device CPU specifications are currently written for the Intel Core 5 220U. Will the district confirm if the Intel Core 5 225U, the successor of the 220U, will be considered as an equal or better alternative? The 225U has higher core and thread count and overall performance, however, differing base/turbo frequencies than 220U. | 12/12/2025 5:05:48 PM | ||
| Can the district provide a sample of the image to be etched, or UV print as a JPG or PNG file? | 12/12/2025 5:05:54 PM | ||
| Would the district provide clarity on the following statement: What does material removal from the site at conclusion of delivery or final unpacking mean? | 12/12/2025 5:05:59 PM | ||
| Attachment “S” cannot be found in VendorLink or within the bid documents. Could you clarify whether the expectation is for the supplier to provide a draft of their Contracted Services Agreement, or will VCPS supply their draft for review and exceptions? | 12/15/2025 10:07:09 AM | ||
|
Who is responsible for enrolling devices in Intune?
|
12/15/2025 10:07:17 AM | ||
|
What is the current imaging process? Traditional imaging or Autopilot Pre-provisioning
|
12/15/2025 10:07:30 AM | ||
|
Assumption pre-provisioning via Autopilot – how many profiles / group tags are there?
|
12/15/2025 10:07:41 AM | ||
|
Will the provider be connecting to VCPS`s Azure Domain?
|
12/15/2025 10:07:51 AM | ||
|
Is the assumption that you will provide data but expect Asset Tag to be procured/printed and installed?
|
12/15/2025 10:08:24 AM | ||
| Expectations around delivery- Is it just unboxing main delivery or physically unboxing and standing up the equipment onsite? | 12/15/2025 10:09:14 AM | ||
|
Define technical support for products – Is the expectation that this would be support related to OEM in warranty work? Is this post installation ad hoc technical support similar to a help desk offering?
|
12/15/2025 10:09:38 AM | ||
|
Expectation around delivery- What is expected for freight?
a. Bulk shipments b. Drop shipping |
12/15/2025 10:10:06 AM | ||
| Terms and Conditions- will exceptions to terms and conditions be automatically grounds for disqualification ? | 12/15/2025 10:11:15 AM | ||
| Price Adjustment- Is the minimum 2-year price commitment based upon RFP submission, BOE award or July 1, 2026? | 12/15/2025 10:11:43 AM | ||
| Specifications- Will all silicon OEMs be considered? Intel, AMD and Qualcomm? | 12/15/2025 10:12:11 AM | ||
| References- Tab 2 (#3 and #6) call for references. Please clarify if you are requesting 6 references total? Is there a separation of the type of references being requested? | 12/15/2025 10:13:06 AM | ||
| I would like to inquire whether the school will assume responsibility for the costs related to the Azure AD and Intune software subscriptions, which will be used in the development of the activities. | 12/15/2025 10:51:42 AM | ||
| Does the district expect to purchase all laptops at one time or spread over the term of the contract. | 12/15/2025 11:26:48 AM | ||
| Could you please clarify how the District expects vendors to address unforeseen tariff changes or similar cost fluctuations during the contract term? Should these be accounted for in our initial pricing, or is there a mechanism for adjustment in such cases? | 12/15/2025 11:28:46 AM | ||
|
1. Can the District confirm that Intel Small Core processors (current Intel N-series such as N150/N200/N250 or successors) are acceptable, as they are the only commercially available and industry-standard processors used by all OEMs in 11.6” student devices today?
2. Due to the difference in potential costs (line 7 of the price schedule), can the District separate etching and uv printing on the schedule - or give the vendor a unlocked space to specify which one is quoted? |
12/15/2025 11:55:53 AM |
Commodity Codes
Total: 13
| Code | Description |
| [203-10] | Batteries, Computer and Peripheral, Environmentally Certified Products |
| [203-14] | Battery Chargers, Computer and Peripheral, Environmentally Certified Products |
| [203-23] | Carts, Computer, Environmentally Certified Products |
| [204-54] | Microcomputers, Handheld, Laptop, and Notebook |
| [205-54] | Microcomputers, Handheld, Laptop, and Notebook, Environmentally Certified Products |
| [207-10] | Batteries, Computer and Peripheral |
| [207-14] | Battery Chargers, Computer and Peripheral |
| [907-28] | Communications Systems; TV; Microwave; Telephone; Computer |
| [917-57] | Lease Purchase, Computer Equipment |
| [920-47] | Support Services, Computer (Includes Computer Warranties) |
| [967-37] | Electrical and Electronic Products (Incl. Computers and Peripherals) |
| [205-47] | Integrated Hardware-Software I.T. Solution (Microcomputer), Environmentally Certified Products |
| [206-25] | Computer Systems, Digital |
Publications
Total: 0
| Publication | Date |
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