Student Device Insurance
| Agency: | Osceola County School Board |
|---|---|
| State: | Florida |
| Type of Government: | State & Local |
| Posted Date: | Jul 16, 2025 |
| Due Date: | Aug 19, 2025 |
| Solicitation No: | SDOC-26-B-019-IL |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Main
Agency
Osceola County School Board
Osceola County School Board
Status
Active
Active
Fiscal Year
2026
2026
Title
Student Device Insurance
Student Device Insurance
Number
SDOC-26-B-019-IL
SDOC-26-B-019-IL
Type
Invitation to Bid
Invitation to Bid
Department
Technology Services
Technology Services
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
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
1.0 PURPOSE & OVERVIEW
The purpose of this Invitation to Bid (ITB) is to solicit competitive sealed Bids for Student Device Insurance.
2.0 SCOPE OF GOODS AND/OR SERVICES AND APPLICABLE SPECIFICATIONS
This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL (SDOC).
The intent of this bid is to establish a contract for an initial one (1) year period with three (3) subsequent one-year renewal periods from the date of award of the bid during which time the successful Bidder shall guarantee firm prices for the District owned computers as specified on Attachment D – Price Sheet. The performance of awarded Bidders shall be in accordance with the terms of the specifications and at the quality standards of service set forth herein.
2.01 The Contractor shall provide Device Damage Protection for District issued laptops. The coverage must ensure full protection of SDOC assets, minimize downtime, and streamline claim resolution. Coverage must meet or exceed the following minimum requirements:
A. Coverage Inclusions
Student Device Insurance shall include, at a minimum, protection against the following:
1) Physical Damage: Coverage for damage resulting from accidental drops, impacts, or other unforeseen physical incidents.
2) Liquid Spills/Submersion: Protection against damage caused by accidental spills or full submersion in liquids.
3) Electrical Surges: Coverage for damage caused by electrical surges, including those resulting from lightning or other power faults.
4) Battery Failures: Coverage for battery-related issues, including failures to hold charge or other performance deficiencies.
5) Theft and Vandalism: Coverage for devices lost due to theft or damaged due to intentional destruction.
6) Fire, Flood, and Natural Disasters: Protection against loss or damage caused by fire, flooding, or other acts of nature.
7) Unlimited Repairs: Provision for unlimited repairs during the coverage period, subject to policy terms.
8) No Deductibles: No out-of-pocket costs will be required from SDOC for any covered repair or replacement.
9) Replacement Cost Coverage: All approved claims must provide replacement cost coverage for the full value of the device, no depreciation applied.
B. Administrative and Technical Requirements
1) Transferability: The Contractor shall ensure that coverage is transferable between devices, whether originally assigned or a replacement.
2) Claim Processing Timeline: All Claims shall be resolved within thirty (30) calendar days from the date of submission.
3) Stolen or Total Loss Devices: For devices deemed stolen or beyond economical repair (BER), payment shall be issued directly to the SDOC office.
Page 3 of 15
4) Preferred Vendor Repairs: The Contractor must authorize repairs at SDOC’s preferred repair vendors and shall provide direct payment to those vendors upon completion of services.
5) Claims Management: All device claims will be managed and coordinated by SDOC’s Technology Services department.
6) Integration with Incident IQ: The coverage system must integrate seamlessly with SDOC’s Incident IQ trouble-ticketing platform for efficient claim processing and tracking.
7) Real-Time Analytics: The Contractor shall provide real-time reporting and analytics related to claim status and repair activity, accessible through a secure online portal.
8) Single Sign-On (SSO): A Single Sign-On (SSO) option using Microsoft credentials is preferred to enable simplified access for District and School-level staff, though not required.
9) Insurance Backing: All coverage must be backed by an AM Best-rated insurance provider to ensure financial stability and reliability.
C. Reporting
The Contractor should be able to provide reporting, as needed, to include the following:
1) Enrollment Reporting – Quarterly device enrollment by school site.
2) School-Level Dashboard – School staff can view coverage and claim status for devices within their site.
3) District-Level Dashboard – Centralized view of all devices, policies, and claims across SDOC.
D. Bid Submission Requirements
Respondents must include:
• An itemized list of all covered failure, damage, and loss types.
• Details of device insurance (i.e. deductible, if any; loaner-device policy; transferability, etc.)
• Clarification on case requirements (are repair/claim cases required?)
• Indicate whether loaner devices are provided while covered devices are repaired.
• State if coverage transfer to replacement devices.
• Confirm enrollment period for 1 year (August – July).
1.0 PURPOSE & OVERVIEW
The purpose of this Invitation to Bid (ITB) is to solicit competitive sealed Bids for Student Device Insurance.
2.0 SCOPE OF GOODS AND/OR SERVICES AND APPLICABLE SPECIFICATIONS
This Specification establishes the minimum requirements for this solicitation, listed and described in the body of these specifications, to be used as noted, by The School Board of Osceola County, FL (SDOC).
The intent of this bid is to establish a contract for an initial one (1) year period with three (3) subsequent one-year renewal periods from the date of award of the bid during which time the successful Bidder shall guarantee firm prices for the District owned computers as specified on Attachment D – Price Sheet. The performance of awarded Bidders shall be in accordance with the terms of the specifications and at the quality standards of service set forth herein.
2.01 The Contractor shall provide Device Damage Protection for District issued laptops. The coverage must ensure full protection of SDOC assets, minimize downtime, and streamline claim resolution. Coverage must meet or exceed the following minimum requirements:
A. Coverage Inclusions
Student Device Insurance shall include, at a minimum, protection against the following:
1) Physical Damage: Coverage for damage resulting from accidental drops, impacts, or other unforeseen physical incidents.
2) Liquid Spills/Submersion: Protection against damage caused by accidental spills or full submersion in liquids.
3) Electrical Surges: Coverage for damage caused by electrical surges, including those resulting from lightning or other power faults.
4) Battery Failures: Coverage for battery-related issues, including failures to hold charge or other performance deficiencies.
5) Theft and Vandalism: Coverage for devices lost due to theft or damaged due to intentional destruction.
6) Fire, Flood, and Natural Disasters: Protection against loss or damage caused by fire, flooding, or other acts of nature.
7) Unlimited Repairs: Provision for unlimited repairs during the coverage period, subject to policy terms.
8) No Deductibles: No out-of-pocket costs will be required from SDOC for any covered repair or replacement.
9) Replacement Cost Coverage: All approved claims must provide replacement cost coverage for the full value of the device, no depreciation applied.
B. Administrative and Technical Requirements
1) Transferability: The Contractor shall ensure that coverage is transferable between devices, whether originally assigned or a replacement.
2) Claim Processing Timeline: All Claims shall be resolved within thirty (30) calendar days from the date of submission.
3) Stolen or Total Loss Devices: For devices deemed stolen or beyond economical repair (BER), payment shall be issued directly to the SDOC office.
Page 3 of 15
4) Preferred Vendor Repairs: The Contractor must authorize repairs at SDOC’s preferred repair vendors and shall provide direct payment to those vendors upon completion of services.
5) Claims Management: All device claims will be managed and coordinated by SDOC’s Technology Services department.
6) Integration with Incident IQ: The coverage system must integrate seamlessly with SDOC’s Incident IQ trouble-ticketing platform for efficient claim processing and tracking.
7) Real-Time Analytics: The Contractor shall provide real-time reporting and analytics related to claim status and repair activity, accessible through a secure online portal.
8) Single Sign-On (SSO): A Single Sign-On (SSO) option using Microsoft credentials is preferred to enable simplified access for District and School-level staff, though not required.
9) Insurance Backing: All coverage must be backed by an AM Best-rated insurance provider to ensure financial stability and reliability.
C. Reporting
The Contractor should be able to provide reporting, as needed, to include the following:
1) Enrollment Reporting – Quarterly device enrollment by school site.
2) School-Level Dashboard – School staff can view coverage and claim status for devices within their site.
3) District-Level Dashboard – Centralized view of all devices, policies, and claims across SDOC.
D. Bid Submission Requirements
Respondents must include:
• An itemized list of all covered failure, damage, and loss types.
• Details of device insurance (i.e. deductible, if any; loaner-device policy; transferability, etc.)
• Clarification on case requirements (are repair/claim cases required?)
• Indicate whether loaner devices are provided while covered devices are repaired.
• State if coverage transfer to replacement devices.
• Confirm enrollment period for 1 year (August – July).
Dates(All times are listed as
EST
)
Broadcast Date
7/16/2025 4:00 PM EST
7/16/2025 4:00 PM EST
Question End Date
7/30/2025 12:00 PM EST
7/30/2025 12:00 PM EST
Due Date
8/19/2025 2:00 PM EST
8/19/2025 2:00 PM EST
Bid Opening Date
Pre-Bid Conferences
Total: 1
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
| 7/23/2025 | 9:00 AM | No | Virtual - https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmE5OGNhNWEtMjU4Yi00MzZmLTkzZTctNjRkOWVkNjVhMzc5%40thread.v2/0?context=%7b%22Tid%22%3a%227d30f33f-8bbb-4685-804b-9afcd2d1658d%22%2c%22Oid%22%3a%22f538fcf9-7640-41a0-8926-8e9aaa2d637a%22%7d |
Documents
Total: 9
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
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
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: 0
| Question | Date Asked | Answer | Date Answered |
Commodity Codes
Total: 9
| Code | Description |
| [953-52] | Insurance and Insurance Services (Not otherwise classified) |
| [958-23] | Computer Management Services |
| [207-91] | Tools, Computer |
| [953-6] | Accident |
| [953-27] | Claims Processing Services |
| [953-41] | Fidelity and Surety |
| [953-43] | Fire |
| [953-45] | Flood |
| [953-77] | Property and Casualty |
Publications
Total: 0
| Publication | Date |
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