Student Chromebooks

TROUP COUNTY SCHOOL SYSTEM
100 North Davis Road, LaGrange, Georgia 30241
REQUEST FOR PROPOSAL
Student Chromebook Devices - FY27
Issuing Entity Troup County School System (TCSS)
RFP Issue Date 6-4-26
Questions Due 6-12-26
6-26-26 2PM EST - LATE PROPOSALS WILL NOT BE
Proposals Due
ACCEPTED
Submit To stansburygw@troup.org
Procurement Contact Gary Stansbury - stansburygw@troup.org - [706-812-7979]
Anticipated Award TCSS Board of Education meeting, July 2026
Troup County School System - FY27 Student Chromebook RFP Page 1 of 11

Table of Contents
1. Introduction and Background ............................................................................................................ 3
2. Scope of Work and Estimated Quantity ............................................................................................ 3
3. Minimum Technical Specifications (Mandatory - Pass/Fail) .......................................................... 3
4. Licensing and Enrollment ................................................................................................................. 4
5. Warranty and Accidental Damage Protection (ADP) ........................................................................ 4
6. Cost Proposal Requirements ............................................................................................................ 5
7. Evaluation Criteria and Award .......................................................................................................... 5
8. Proposal Submission Requirements ................................................................................................ 6
9. Procurement Schedule ..................................................................................................................... 7
10. Terms, Conditions, and Required Certifications ............................................................................. 7
Appendix A - Specification Compliance Matrix ................................................................................... 8
Appendix B - Pricing Form................................................................................................................... 9
Appendix C - References .................................................................................................................. 10
Appendix D - Required Certifications (Checklist) .............................................................................. 11
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1. Introduction and Background
Troup County School System ("TCSS" or the "District") is a public school district serving
approximately 23 schools in and around LaGrange, Georgia. TCSS is soliciting competitive
proposals from qualified vendors to supply student ChromeOS devices ("Chromebooks") and
associated licensing, enrollment, and warranty/accidental-damage protection ("ADP") services for its
Fiscal Year 2027 (FY27) device refresh.
Purpose and lifecycle context. TCSS issues student devices at two grade-entry points - 2nd grade
and 9th grade. A device deployed in 2nd grade is expected to remain in active student service
through the end of 8th grade (approximately seven school years) before the 9th-grade refresh. In
addition, devices retired from primary student assignment (including those collected from graduating
seniors) are returned to the District's spare pool, which supplies loaners for lost/in-repair units and
the device fleet used for standardized testing. As a result, devices must remain serviceable and
supported well beyond their initial assignment.
These lifecycle realities make device longevity - specifically memory capacity, ChromeOS Auto
Update Expiration ("AUE") date, durability, and battery-inclusive warranty coverage - material to
total cost of ownership. The minimum specifications and evaluation criteria in this RFP reflect those
priorities while keeping acquisition cost the most heavily weighted factor.
Award basis. This is a best-value procurement. Award will be made to the responsive, responsible
proposer whose proposal provides the best overall value to the District based on the weighted
evaluation criteria in Section 7 - not necessarily the lowest price.
2. Scope of Work and Estimated Quantity
The selected vendor shall furnish and deliver new (not refurbished) ChromeOS devices meeting or
exceeding the minimum specifications in Section 3, together with the licensing, enrollment, and
warranty/ADP services described herein.
Item Description
Approximately [2,000-2,300] devices. Final quantity to be
Estimated quantity confirmed at award. Quantities are estimates only; TCSS does
not guarantee any minimum or maximum.
Delivery location 100 North Davis Rd, LaGrange, Georgia 30241
Complete delivery no later than 10-1-26. State your firm lead
Required delivery
time (business days ARO) in your proposal.
State pricing for optional value-add services if available: custom
Optional services
imaging/enrollment (zero-touch)
TCSS may, at its sole option, purchase additional units at the
Additional purchases proposed unit pricing for [12] months following award, subject to
written vendor confirmation of price/availability.
3. Minimum Technical Specifications (Mandatory - Pass/Fail)
Each proposed device must meet or exceed every minimum specification below. Specifications are
mandatory and pass/fail: a proposal offering a device that fails to meet any minimum may be
deemed non-responsive. Vendors must complete the Specification Compliance Matrix (Appendix A)
and may propose superior specifications, which will be considered under the Technical Merit
criterion (Section 7).
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Attribute Minimum Requirement
ChromeOS. Device must be a current Google-approved ChromeOS
Operating system
device listed on Google's Auto Update policy page.
Form factor Convertible 2-in-1 (360 degrees hinge) with touchscreen; education-grade design.
12.0-12.3 in. class, minimum WUXGA (1920 x 1200) resolution, IPS,
Display
multi-touch.
Performance equal to or exceeding MediaTek Kompanio 540 or Intel
Processor
N150 class. State exact SoC proposed.
Memory (RAM) Minimum 8 GB. (4 GB devices will be deemed non-responsive.)
Storage Minimum 64 GB (eMMC/UFS).
AUE date no earlier than June 2034. State the exact published AUE
Auto Update Expiration
date for the proposed platform. (Later AUE scores higher under
(AUE)
Section 7.)
Wireless Wi-Fi 6E minimum (Wi-Fi 7 preferred); Bluetooth 5.2 or later.
User-facing camera (720p min.) and world-facing camera for tablet/2-in-1
Cameras
use.
Sufficient for a full school day (target 10 hours typical use). Battery must
Battery
be covered by the warranty/ADP for the full term (Section 5).
Education-grade ruggedization; MIL-STD-810H (or equivalent) tested;
Durability spill-resistant keyboard; reinforced/drop-resistant chassis. State drop/spill
ratings.
Minimum two USB-C ports supporting charging and display; USB-C
Ports & charging
power delivery charging.
U.S. English; spill-resistant; mechanically anchored/anti-tamper keys
Keyboard
preferred for student fleets.
Supports Chrome Education Upgrade management and Google Zero-
Management
Touch Enrollment.
Weight Reasonable for elementary use (target 3.2 lb). State weight.
4. Licensing and Enrollment
* Chrome Education Upgrade license: Provide one Chrome Education Upgrade license per
device, priced as a separate line item. State whether the license is perpetual and whether it is
transferable/reusable across a future refresh.
* Zero-Touch Enrollment (ZTE): State pricing and process for zero-touch pre-provisioning so
devices auto-enroll into the TCSS domain on first boot.
* Compatibility: All devices and licenses must be compatible with the District's existing Google
Workspace for Education environment.
5. Warranty and Accidental Damage Protection (ADP)
Because devices remain in service for many years (including reuse in the spare and standardized-
testing pools), warranty and ADP coverage - and battery coverage in particular - are significant.
Vendors must price the following and disclose all terms:
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* Two coverage terms, separately priced: Provide per-device pricing for BOTH a 4-year and a
5-year warranty/ADP term so TCSS can evaluate either.
* Accidental Damage Protection: Coverage must include accidental damage (drops, spills,
cracked screens) and repair up to the full replacement value of the unit.
* Battery coverage: Battery coverage must be explicitly included for the full warranty term. State
this clearly; "defects only, excluding battery" coverage is not acceptable.
* Claim terms: Disclose any per-incident deductible, any annual or lifetime claim limits, and the
process for filing claims.
* Service model & turnaround: State depot vs. on-site service, typical repair turnaround time,
and whether advance-replacement or spare-unit buffer options are available.
* Parts availability: Confirm availability of replacement parts (including batteries and screens)
through the device's AUE date.
6. Cost Proposal Requirements
Vendors must complete the Pricing Form (Appendix B) and provide fully itemized per-device pricing
in the format below so proposals can be compared on an equal, all-in basis. Bundled or non-
itemized pricing may be deemed non-responsive. Pricing must be held firm through 7-31-26. TCSS
is a tax-exempt governmental entity; do not include sales tax.
Cost Element Per Device Extended
a. Device hardware (per specs) $________ $________
b. Chrome Education Upgrade license $________ $________
c. Zero-Touch Enrollment (if any) $________ $________
d. Warranty/ADP - 4-year term (battery incl.) $________ $________
e. Warranty/ADP - 5-year term (battery incl.) $________ $________
ALL-IN per device, 4-year (a+b+c+d) $________ $________
ALL-IN per device, 5-year (a+b+c+e) $________ $________
f. Optional services (tagging, imaging, kitting, freight) -
$________ $________
itemize
* State your firm lead time (business days ARO) and any freight, handling, or restocking charges
separately.
* Disclose any cooperative-purchasing contract (e.g., state of Georgia / national cooperative)
under which this pricing is offered, if applicable.
7. Evaluation Criteria and Award
Proposals meeting the mandatory minimum specifications (Section 3) will be evaluated by a TCSS
committee on a 100-point scale, proposals that do not will not be considered. Cost is the most
heavily weighted single criterion. TCSS reserves the right to award the contract based on what it
determines to be in the best interest of TCSS.
Evaluation Criterion Points Basis
Lowest compliant all-in price
Cost (all-in per-device, evaluated on the awarded
50 = full points; others pro-rated
term)
(see formula below).
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Evaluation Criterion Points Basis
Term options, explicit battery
coverage, claim
Warranty & ADP strength 15
limits/deductibles,
turnaround, parts availability.
Later published AUE date
Device longevity - AUE 15 scores higher (minimum
June 2034 to qualify).
Specifications at/above
minimums; RAM/storage
Technical merit 10 headroom; performance;
build quality; evaluation-unit
assessment.
K-12 references,
support/RMA model,
Vendor qualifications & support 5
financial stability,
responsiveness.
Ability to meet required
Delivery & lead time 5 delivery; stated lead time;
availability.
TOTAL 100
Cost scoring formula.
Cost points = (lowest compliant all-in per-device price / proposer's all-in per-device price) x 50.
Other criteria are scored by committee consensus against the stated basis. The minimum
specifications in Section 3 are pass/fail and are not separately scored. TCSS reserves the right to
request evaluation/demonstration units, check references, reject any or all proposals, waive minor
irregularities, and award in the best interest of the District.
8. Proposal Submission Requirements
Each proposal must include the following, in order:
* Cover letter signed by an authorized representative, including company name, contact, and
validity period of the offer.
* Technical response: proposed device make/model/SKU, full specifications, and exact published
AUE date.
* Completed Specification Compliance Matrix (Appendix A).
* Completed Pricing Form (Appendix B), fully itemized per Section 6.
* Warranty/ADP documentation showing terms, battery coverage, deductibles, and service
process.
* At least three (3) K-12 or public-sector references of similar scope (Appendix C).
* Lead time / delivery commitment and any cooperative-contract reference.
* All required certifications and affidavits per Section 10 / Appendix D.
* Optional: one (1) evaluation unit upon TCSS request.
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Submission Detail Requirement
Format / copies 1 signed electronic copy
6-26-26, 2:00PM ET. Proposals received after the deadline will
Deadline
not be considered.
Delivery method Email, stansburygw@troup.org
Submit in writing to the Procurement Contact by 6-12-26.
Questions
Answers issued via written addenda to all proposers.
9. Procurement Schedule
All dates are targets and subject to change by written addendum. Set the issue date to allow your
required minimum response window per district policy, and align the award date to the July [YEAR]
Board meeting; account for the vendor lead time (the comparable devices quote roughly 60 business
days ARO) when setting the required delivery date.
Milestone Date
RFP issued 6-4-26
Written questions due 6-12-26
Addenda / answers posted 6-19-26
Proposals due 6-26-26 - 2:00PM ET
Evaluation / demo units / references 6-5-26 through 6-19-26
Board of Education approval July 2026 regular meeting
Notice of award / PO issued 7-17-26
Required delivery complete 10-1-26
10. Terms, Conditions, and Required Certifications
* This RFP does not obligate TCSS to award a contract or to pay any cost incurred in preparing a
proposal.
* TCSS reserves the right to accept or reject any or all proposals, in whole or in part, and to
waive minor irregularities.
* Proposals and resulting contracts are subject to the Georgia Open Records Act; mark any
claimed trade-secret material accordingly.
* Only written addenda issued by TCSS are binding; oral statements are not.
* TCSS is tax-exempt; pricing shall exclude sales/use tax. Payment terms: Net 30 unless
otherwise stated by the District.
* The selected vendor must comply with all applicable federal, state, and local laws and TCSS
Board policy.
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Appendix A - Specification Compliance Matrix
Vendor must state, for each attribute, the proposed value and whether it Meets/Exceeds the
minimum.
Attribute Proposed Value (state exactly) Meets / Exceeds
Make / Model / SKU
Operating system &
Google-list status
Form factor
Display size & resolution
Processor (exact SoC)
RAM
Storage
AUE date (exact)
Wi-Fi / Bluetooth
Cameras
Battery life
Durability rating (MIL-STD,
drop/spill)
Ports & charging
Keyboard
Management / ZTE
support
Weight
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Appendix B - Pricing Form
Complete in full. All-in lines must equal the sum of their components. Tax-exempt - do not include
sales tax.
Cost Element Per Device Extended (x qty)
Proposed device (make/model/SKU):
____________________
a. Device hardware $________ $________
b. Chrome Education Upgrade license $________ $________
c. Zero-Touch Enrollment $________ $________
d. Warranty/ADP - 4-year (battery incl.) $________ $________
e. Warranty/ADP - 5-year (battery incl.) $________ $________
ALL-IN per device - 4-year (a+b+c+d) $________ $________
ALL-IN per device - 5-year (a+b+c+e) $________ $________
f. Optional services (itemize): ____________________ $________ $________
Lead time (business days ARO): ________ | Pricing
firm through: ________
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Appendix C - References
Provide at least three (3) K-12 or public-sector clients of comparable scope.
Contact / Title / Phone / Scope & approx. device
# Organization
Email count
1
2
3
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