TE1164 - Interactive Flat Panel Display Purchase

RFP #TE1164
TECHNOLOGY SERVICES
7703 NW BARRY ROAD
KANSAS CITY, MO 64153
Phone: 816-359-6828
Email: RFP_Tech@parkhill.k12.mo.us
REQUEST FOR PROPOSAL NUMBER: TE1164
The Park Hill School District, Technology Services, will accept separate sealed proposals from qualified
persons or firms interested in providing the following:
INTERACTIVE FLAT PANEL DISPLAYS
IN ACCORDANCE WITH THE ATTACHED SPECIFICATIONS
PROPOSALS MUST BE RECEIVED AND WILL BE OPENED AT
1:00 PM, CST, ON April 15, 2026
PLEASE MARK YOUR EMAIL "Proposal No. TE1164" AND EMAIL TO:
Park Hill School District, Department of Technology
RFP_Tech@parkhill.k12.mo.us
It is the responsibility of interested firms to check the District's website at:
http://www.parkhill.k12.mo.us/requests-for-proposals, for any addendums prior to the opening date and time
of this Proposal. All addendums must be signed and included with the submitted response.
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SIGNATURE PAGE
The undersigned, on behalf of the Bidder, certifies that: (1) this offer is made without previous understanding,
agreement or connection with any person, firm, or corporation making a bid on the same project: (2) is in all
respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered
to bind the firm in whose name the bid is entered; (4) they have read the complete Request for Bid and
understand all provisions; (5) if accepted by Park Hill School District, this Bid is guaranteed as written and
amended and will be implemented as stated; and (6) mistakes in writing of the submitted Bid will be bidder
responsibility.
Name of Bidder:
Primary Contact:
Email Address:
Address: City: State: Zip:
Phone Number:
Fax:
Signature: _________________________________
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RFP #TE1164
PART 1: DESCRIPTION OF PROJECT & SERVICES REQUIRED
I. SCOPE OF SERVICES
The Park Hill School District (PHSD) is seeking proposals from qualified firms/providers for the procurement of
interactive displays and mounts.
PHSD is requesting the supplier to coordinate delivery services as detailed below.
Delivery services shall include:
* Delivery Window between June 1, 2026, and June 30, 2026, final coordination with PHSD technology
department.
* Lift gate service with delivery into the building required at delivery locations.
* Locations are as follows
Location 65" 75" 86" 480A12 480A14 481A70
8200 N Chariton Ave, 0 11 34 11 34 45
Parkville, MO 64152
8150 N Congress Ave, 0 5 34 5 34 39
Kansas City, MO 64152
8100 N Congress Ave, 5 3 27 8 27 35
Kansas City, MO 64152
II. TIMELINE FOR RFP PROCESS & PROJECT COMPLETION
The timeline listed below if the District's estimation to complete the RFP process. All efforts shall be made to abide
by this schedule but it may change due to different circumstances.
Post RFP Notification April 7, 2026
Question Cutoff Date April 10, 2026 @ 4:00 PM CST
Proposal Due Date April 15, 2026 @ 11:00 AM CST
III. PROPOSAL REQUIREMENTS
A. Vendors must address all information specified by this RFP.
B. PHSD reserves the right to verify any information contained in the vendor's response, and to request additional
information after the RFP response has been received. Any supplemental information that you provide will
become a part of your proposal.
C. Marketing brochures included as part of the main body of the bid response shall not be considered but may be
submitted as an attachment.
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D. Vendors must include a detailed specification sheet of each model being proposed, which shall include details
of the warranty provided.
E. Vendor shall bear all costs associated with preparing and submitting responses to this RFP and the subsequent
evaluation phase.
F. All pricing on proposed items shall be held without increase for at least one year from award date. If during this
period the manufacturer's price decreases, it shall be the responsibility of the vendor to pass on any applicable
decrease to the District in the event a purchase is pending. The District reserves the right to routinely make
inquiries of the successful vendor on price decreases at any stage throughout the "held" period.
PART II: INSTRUCTIONS TO RESPONDENTS
I. INSTRUCTIONS TO RESPONDENTS
A. All questions shall be submitted to RFP_Tech@parkhill.k12.mo.us and will be addressed by the District. If
there is significant information deemed necessary to be communicated to all potential responders an
addendum(s) may be issued and posted on the District's website. All addendums(s) must be signed and
included with the submitted proposal.
B. It is the responsibility of each respondent before submitting a response to examine the proposal
documents thoroughly and request an interpretation or clarifications soon after discovering any conflicts,
ambiguities, errors, or omissions in the proposal documents. Requests for clarification must be received
no later than 4:00 PM on April 10, 2026. The email must contain this proposal number, name, date, and
numbered questions. Park Hill School District will not answer questions transmitted through facsimile or
methods other than set forth in this paragraph. All questions will be answered in an addendum, after
question due date. Park Hill School District is not responsible for questions not received on or before the
due date, including emails lost due to spam filters or technical issues.
C. The District reserves the right to award this contract in its entirety or to split the contract between
respondents, whichever is in the best interest of the District. The District may accept any item or group of
items of the proposal unless qualified by specific limitation of the respondent.
D. Proposals submitted on separate forms are not acceptable unless specified in the RFP document. Failure to
complete proposal forms to the satisfaction of the Technology Services may result in the rejection of your
proposal.
E. Acceptance of this proposal or any part thereof, in writing, within ninety (90) days after the closing date by
the Technology Services shall constitute a legal and binding agreement; wherein, the supplier shall furnish
the supplies or material in accordance with the specifications and proposal offer on the written order of the
Superintendent.
F. The respondent shall provide all transportation, labor, materials, and equipment to perform the work. Prices
shall include F.O.B. destination and inside delivery. In the event of errors in extension of total price(s), the
unit price(s) shall prevail.
G. Proposals may be modified, cancelled or withdrawn prior to the above referred time and date only upon
written notice actually received by the District before referenced time and date. Proposals may not be
withdrawn for a 60-day period following the time and date for the receipt of proposals.
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H. Proposals will be made on the enclosed form. Respondents are requested to comply in all respects with the
RFP documents and the instructions to Respondents.
I. Respondents are reminded that the District is exempt from manufacturers excise taxes, floor or sales taxes.
Tax exemption certificates will be issued upon request.
II. RESPONDENT QUALIFICATIONS
A. Firm shall warrant that the products are newly built (NO GRAY MARKET OR REFURBISHED).
B. Firm shall propose a system that is fully functional. The cost of any omissions will be the responsibility of the
vendor.
C. Firm shall purchase equipment directly from manufacturer or through manufacturer authorized channel only,
in accordance with all applicable laws and current manufacturer's applicable policies at the time of purchase.
D. Firm shall provide where source equipment was purchased from, which will be verified by the manufacturer
account manager.
E. Firm shall have the capacity and willingness to field calls/emails from Park Hill School District if a problem
occurs.
F. The firm will be willing to field follow up questions from Park Hill School District once the project is completed.
G. The firm will provide full, detailed documentation of all aspects of the project.
III. HARDWARE REQUIREMENTS
The District intends to purchase approximately 193 interactive flat panel displays that meet and/or exceed the
specifications below although the final purchase number may change at the District's discretion. The District has
identified the following devices as preferences for this proposal: Newline Q Pro series. Alternates may be
accepted or rejected. Prices for additional suggested upgrades such as accidental damage protection, and any
other warranty or hardware upgrades will also be considered if included as alternate options. The order for the
displays and mounts will be placed by May 31, 2026 and Park Hill coordinate deliveries with vendor to be
completed by June 30, 2026.
* Display Requirements
1. Backlight - LED
2. Aspect ratio - 16:9
3. Maximum Display Resolution - 4K UHD (3840 x 2160)
4. Refresh rate - 60 Hz
5. Lifespan - 50,000 hours
6. Brightness - 400 cd/m2
7. Touch Technology - IR
8. Convenience buttons - Home, power and volume
9. Touch Points - 20 or higher
10. Pens - 2
11. Response time - 5 ms
12. Frame rate - 200 Hz
13. Viewing Angle - 178 degrees
14. Operating System - Android
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15. Memory - 8GB
16. Inputs - USB Type-C on front with power delivery
* Adjustable Wall Mount
1. Balance Box Part Number - 480A12 + 481A70 (For 65" and 75" IFP)
2. Balance Box Part Number - 480A14 + 481A70 (For 86" IFP)
IV. SELECTION PROCESS
Evaluation of Responsive Proposals
The proposals will be evaluated by a Selection Committee comprised of selected District personnel. Cost will be
weighed most heavily in our evaluation. We will also be evaluating parts availability, references, warranty service
and ability to meet required specifications. The overall process may consist of two steps: the first being a review
and evaluation of all responsive proposals and the second being the interview phase for the short list of
respondents selected for interview.
V. TERMS & CONDITIONS
In submitting a response to this Request for Proposal vendors hereby understand the following:
A. Park Hill School District reserves the right to reject any and/or all submittals and responses to these and/or
related documents, to accept any item(s) in the submittal, to waive any irregularity in the submittals, and
further if determined to be non-responsive in any form, or if determined to be in the best interest of Park Hill
School District.
B. Park Hill School District interprets the term "Lowest Responsible and Best Bidder" as requiring Park Hill School
District to: (a)choose between the kinds of materials, goods, wares, or services subject to the proposal, and
(b) determine which proposal is most suitable for its intended use or purpose. Park Hill School District can
consider, among other factors, such things as references, past performance, the availability of service(s),
part(s) material(s) and/or supply(s), warranty, maintenance, freight costs, performance of product and labor
cost of items upon which proposals are received. Responses will be rejected if all proposal specifications are
not met.
C. That Respondent, if an individual, is of lawful age and competent to enter into and perform the Work
contemplated and, if a corporation, is duly incorporated and authorized to do business in this state.
D. That this Bid is made without any understanding or agreement with any other person, firm or corporation
submitting a proposal for the same purpose. That this Proposal is made without any understanding or
agreement with any other person, firm or corporation that such person, firm or corporation refrain from
responding and this Proposal is in all respects fair and without collusion or fraud.
E. That no member of the Board of Education of this District, nor any officer, employee or person whose salary
is paid by said District, in whole or in part, is directly or indirectly interested in this Proposal or any labor or
material to be supplied under any Contract or any portion of the profits.
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F. That the prices stated herein are net, exclusive of all federal, state and municipal sales and excise taxes.
G. Alternate proposals (two or more proposals submitted) will be considered for an award. Park Hill School
District reserves the right to make the final determination of actual equivalency or suitability of such proposals
with respect to requirements outlined herein. The proposals submitted, and any further information acquired
through interviews, will become and is to be considered a part of the final completed contract. If there is any
variance or conflict, the proposal specifications will control.
H. Respondents MUST mail the requested fully completed documentation to the Park Hill School District
Technology Services at 7703 NW Barry Road, Kansas City, MO 64153 or before the date and time specified.
Proposals received after that time will not be accepted nor considered.
I. All requested information must be supplied. If respondents cannot respond to any part of this request,
respondents should state the reason they cannot respond and note an exception. Respondents may provide
supplemental information to assist Park Hill School District in analyzing its proposal.
J. If the respondent refuses or fails to make deliveries of the materials within the times specified on the face of
the Request for Proposal or purchase order, Park Hill School District may, by written notice, terminate the
contract or purchase order.
K. The respondent will certify and warrant that goods, personal property, chattels, and equipment sold and
delivered are free and clear of any and all liens, or claims of liens.
L. The successful respondent will hold and save Park Hill School District, and its officers, agents,
servants/employees harmless from liability of any patented, or unpatented invention, process, article, or
appliance manufactured, or used in the performance of the contract, including its use by Park Hill School
District. Vendors working on Park Hill School District property or on behalf of Park Hill School District will be
required to carry minimum insurance listed in RFP document.
M. All items furnished, if applicable, must be the best of their respective kinds, and will be free from defects in
material and workmanship. Items will be subject to Park Hill School District inspection and approval at any
time within 30 days after delivery. If a substitution is made, it will be the decision of a Park Hill School District
representative to determine if it is of equal quality. Items furnished must be manufactured in compliance with
all existing legal or governmental directives.
N. All proposals shall be valid and constitute an irrevocable offer to contract on the terms and conditions
contained in this Request for Proposals for ninety (90) days after opening. Contracts entered into based on
submitted proposals are revocable if contrary to law.
O. All project participants, consultants, engineers, contractors and subcontractors, must comply with all
applicable Federal, State and Local laws pertaining to contracts entered into by governmental agencies. All
participants must comply with the Americans with Disabilities Accessibility Guidelines (ADAAG).
P. The respondent responding to this proposal solicitation proposes to furnish all materials, labor, supplies,
equipment and incidentals necessary to provide the equipment/materials/services described herein in
accordance with the Notification of Solicitation (if applicable), Request for Information (if applicable), Request
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for Proposal, Addenda, Contract, Bonds, Insurance, Plans, Specifications, any Instructions, Mandatory
Requirements and Conditions.
Q. Unless specified elsewhere in the document, all prices quoted must be F.O.B. specified destination and will
include all delivery, handling, and any other charges related to delivery including surcharges.
R. The respondent hereby certifies that he or she has carefully examined all of the documents for the project,
has carefully and thoroughly reviewed this Request for Proposal, has inspected the location of the project (if
applicable), and understands the nature and scope of the work to be done; and that this proposal is based
upon the terms, specifications, requirements, and conditions of the Request for Proposal documents. The
respondent further agrees that the performance time specified is a reasonable time, having carefully
considered the nature and scope of the project as aforesaid.
S. It will be understood that any submittal and any and/or all referencing information submitted in response to
this Request for Proposal will become the property of Park Hill School District, and will not be returned. As
an educational entity, Park Hill School District is subject to making records available for disclosure after Board
of Education approval of the recommendation.
T. Park Hill School District will not be responsible for any expenses incurred by any vendor in the development
of a response to this Request for Proposal including any onsite (or otherwise) interviews and/or presentations,
and/or supplemental information provided, submitted, or given to Park Hill School District and/or its
representatives. Further, Park Hill School District will reserve the right to cancel the work described herein
prior to issuance and acceptance of any contractual agreement/purchase order by the recommended vendor
even if the Board of Education has formally accepted a recommendation.
U. By submission of a response, the respondent agrees that at the time of submittal, he or she: (I) has no interest
(including financial benefit, commission, finder's fee, or any other remuneration) and will not acquire any
interest, either direct or indirect, that would conflict in any manner or degree with the performance of the
respondent's services, or (2) benefit from an award resulting in a "Conflict of Interest". A "Conflict of Interest"
will include holding or retaining membership, or employment, on a board, elected office, department, or
committee sanctioned by and/or governed by the Park Hill School District Board of Education. Respondents
will identify any interests, and the individuals involved, on separate paper with the response and will
understand that Park Hill School District may reject their proposal/quotation. The respondent certifies that
this proposal is submitted without collusion, fraud or misrepresentation as to other respondents, so that all
proposals for the project will result from free, open and competitive bidding among all vendors.
V. Park Hill School District will issue a purchase order/contract for the acquisition of products/services specified
as a result of an award made in reference to this document. Contract documents will be subject to any
regulations governed by the laws of the State of Missouri and any local resolutions specifically applicable to
the purchase.
W. Any dispute arising out of the contract documents or their interpretation will be litigated only within the
courts of the State of Missouri. No prepayment of any kind will be made prior to shipment. Payment will be
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made upon verification of delivery, compliance with specifications, assurance that the product/service
performs as specified and warranted, and receipt of correct invoicing.
X. Park Hill School District requests a just in time order process to alleviate storage issues and to ensure factory
warranty stays engaged until products are installed.
Y. If a current update to a product is available, please provide the current solution and note the change.
Z. All associated costs required to complete project as specified should be included in your final proposal.
AA. Empty fields in a Respondent's pricing sheet(s) will be assumed to indicate that there is no bid on that
particular item.
BB. Park Hill School District reserves the right to request a written extension of their bid price through a specific
date.
VI. COST SHEET
* All cost shall be completed on the "Interactive Flat Panel Displays Cost Worksheet" which is Attachment
A. The Park Hill School District is requesting Bids for the part number as listed.
* The Cost Worksheet consists of two (2) sheets. One sheet for the Primary Bid & one sheet for the Alternate
Bid.
* The Cost Worksheet will need to be submitted with your bid or it will be considered non-responsive.
VII. INVOICING & PAYMENTS
A. Invoices shall be prepared and submitted to the Park Hill School District, 7703 NW Barry Rd., Kansas City,
Missouri 64153. Invoices shall contain the following information: Purchase Order number, description of
services, unit prices, and extended totals.
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