Specification No. 07-250047 Advertisement Date: MARCH 14, 2008 REQUEST FOR PROPOSALS FOR THE BOARD OF EDUCATION OF THE CITY OF CHICAGO Required for use by all Schools and Departments SALE AND LEASE/FINANCING OF DESKTOP, LAPTOP COMPUTERS Contract Period: Three (3) years from Contract commencement date with two (2) one year options to renew. TWELVE (12) ELECTRONIC COPIES OF THE RESPONSE ARE TO BE PROVIDED ELECTRONICALLY ON CD. FIVE (5) HARD COPIES, INCLUDING ONE (1) ORIGINAL SIGNATURE SET TO BE SWORN TO BEFORE A NOTARY PUBLIC. ALL RESPONSES SHALL BE ADDRESSED AND RETURNED TO: Heather A. Obora, Chief Purchasing Officer Department of Procurements and Contracts Board of Education of the City of Chicago Bid Depository - Bureau of Purchases 125 S. Clark Street, 10th Floor Chicago, IL 60603 RESPONSES MAY BE RECEIVED PRIOR TO, BUT NO LATER THAN, THURSDAY, APRIL 10, 2008 at 10:00 A.M. CENTRAL STANDARD TIME AT THE ABOVE ADDRESS. LATE RESPONSES WILL NOT BE ACCEPTED. A Pre-Submittal Conference will be held on April 1, 2008 at 10:00 A.M CST, at the Chicago Public Schools Headquarters, 125 S. Clark Street 6th Floor Board Chambers, Chicago, Illinois. PROPOSERS ARE STRONGLY ENCOURAGED TO ATTEND TO FULLY CLARIFY REQUIREMENTS. Please be sure to bring a business card with an email address. ISSUED BY THE DEPARTMENT OF PROCUREMENT AND CONTRACTS RICHARD M. DALEY ARNE DUNCAN MAYOR CHIEF EXECUTIVE OFFICER RUFUS WILLIAMS HEATHER A. OBORA PRESIDENT CHIEF PURCHASING OFFICER CHICAGO BOARD OF EDUCATION TABLE OF CONTENTS I. GERERAL INVITATION II. GENERAL TERMS AND CONTITIONS III. SPECIFIC TERMS AND CONDITIONS IV. SCOPE OF SERVICES V. COST PROPOSAL VI. SUBMITTAL REQUIREMENTS VII. EVALUATION CRITERIA AND BASIS OF AWARD VIII. PROPOSER’S EXECUTION PAGE Attachments: Attachment A: Contractor’s Disclosure Form Contractor’s Disclosure Form – Re-certification IRS Form W-9 Attachment B: Minority and Women Business Enterprise Economic Participation (Instructions and Compliance Forms) Attachment C: List of Possible Delivery Locations Attachment D: Sample Pre-Site Survey Attachment E: Quarterly Report for Performance Indicators Attachment F: Key Personnel Attachment G: Interrogatories Attachment H: Mentor/Protégé Program Guidelines Attachement I : Opinion of Counsel Page 2 I. GENERAL INVITATION REQUEST FOR PROPOSAL (RFP) FOR THE BOARD OF EDUCATION OF THE CITY OF CHICAGO A. Invitation to Respond The Board of Education of the City of Chicago (“Board”) invites the submission of responses from Computer Manufacturers and Computer Resellers and Leasing Companies (“Proposers”) that wish to sale and/or provide a lease/financing option with installation of desktop, laptop computers, and associated accessories to the Board. The Computer Manufacturer/Reseller shall submit a joint response with a Leasing Company. The Computer Manufacturer/Reseller and the Computer Leasing Finance Company shall individually respond to the General and Specific Terms and Conditions and certain parts indicated in the Submittal Requirements. The Computer Manufacture Reseller is not required respond to section III (3) if the Computer Manufacturer Reseller is not directly providing a lease/financing option to the Board. The Board reserves the right to (i) select one or more Proposers to provide the items/services outlined herein; (ii) reject any and all responses; and (iii) identify any areas where a conflict of interest may require limitations on a Proposer. A firm may propose both as a joint venture and independently as a single Proposer. If a joint venture response is rejected, no firm which has participated in the joint response, can be considered to provide services unless it has separately submitted a response. Similarly, two (2) or more firms may submit responses as a prime contractor(s) and subcontractor(s) relationship. In the event of such an arrangement, the Board reserves the right to reject any subcontractor and accept only the primary contractor. The Board will not accept a subcontractor and reject the primary contractor. If a subcontractor wishes to be considered separately for a portion of the services, such firm must submit a separate proposal. Responses shall be submitted in sealed envelopes or packages. The outside of the envelope must clearly indicate the name of the commodity (“Sale and Lease/financing of Desktop and Laptop Computers ”), the time and dates specified for receipt (10:00 A.M. Thursday, April 10, 2008) and the name and address of the Proposer. Where responses are sent by mail to the Chief Purchasing Officer, the Proposer shall be responsible for their delivery to the Chief Purchasing Officer before the advertised date and hour for the receipt of the responses. If the mail is delayed beyond the date and hour set for the response receipt, responses thus delayed will not be considered and will be returned unopened. In the event the Proposer elects not to proceed with submission of a proposal to the Board, please inform the Board of your decision in writing addressed to the attention of Craig A. Holloway, Department of Procurement & Contracts. The Board requests that the Proposer provide any rationale for its decision not to proceed in this letter. B. On-line Availability of RFP This RFP and all Attachments are available for download from the Board’s web site at http://www.csc.cps.k12.il.us/purchasing/bid_openings.html Proposers who download this RFP waive their right to have clarifications and/or addenda sent to them. Such Proposers are responsible for checking the web site for clarifications and/or addenda. Failure to obtain clarifications and/or addenda from the web site shall not relieve such Proposers from being bound by additional terms and conditions in the clarifications and/or addenda, if any, or from considering additional information contained therein in preparing their proposals. Note that there may be multiple clarifications and/or addenda. Any harm to a Proposer resulting from such failure shall not be valid grounds for a protest against award(s) made under this RFP. Proposals will not be accepted in electronic form. Page 3 I. GENERAL INVITATION (CONT’D) C. Questions regarding the RFP process shall be addressed in writing to: Heather Obora, Chief Purchasing Officer Board of Education of the City of Chicago Department of Procurement and Contracts 125 S. Clark Street, I0th Floor Chicago, IL 60603 ATTN: Craig A. Holloway, Commodity Manager Phone: 773-553-2903 Fax: 773-553-2281 Email: [email protected] Proposers are encouraged to submit questions in writing to the Board. Questions may be mailed to the above listed address, sent by messenger or transmitted by facsimile or e-mail. Questions may be faxed to (773) 553-2281 or e-mailed to [email protected]. All written questions must be received by 2:00 PM on March 26, 2008 and will be answered in written form. Written responses will be provided at the Pre-Submittal Conference on April 1, 2008. Oral clarifications offered by any Board employee are not binding on the Board. [THE REST OF THIS PAGE INTENTIONALLY LEFT BLANK] Page 4 II. GENERAL TERMS AND CONDITIONS 1. Contract: Proposer agrees that if approved to provide for services described hereinafter as ("Services"), Proposer shall enter into a written contract with the Board ("Contract") for such Services and Products prior to rendering any Services or furnishing of any Products. The Contract shall contain, among other terms, the General and Specific Terms and Conditions contained herein. All general and specific terms and conditions are subject to change by the Board’s General Counsel. In the event the Board and the Proposer fail to enter into a Contract, the Board shall revoke Proposer’s approval for award. The Board also reserves the right to revoke its approval for award of the Contract for any reason including but not limited to, the situation in which the Proposer in the Board’s sole opinion, submits substantially different general and specific terms and conditions from this Request for Proposal (“RFP”) for the Contract that were not disclosed in the Proposer’s response. 2. Contract Term: The Contract shall be for a period of three (3) years commencing and ending on the dates described in the approved Board Report, unless terminated sooner as provided in the Contract. The Board shall have the option to extend the Contract for two (2) additional one (1) year periods under the same terms and conditions with the price to be negotiated at the time of the extension. 3. Compensation. Proposer acknowledges that pursuant to 105 ILCS 5/34-49, the Board cannot enter into contracts that exceed the amount appropriated, and any contracts entered into in violation of 105 ILCS 5/39-49 are null and void. Compensation for Services and/or Products (the “Compensation”) during the Initial Term shall not exceed the sum authorized by the Board. Compensation shall be based on actual Services performed and Products provided during the Initial Term of the Contract. The Board shall not be obligated to pay for any Services and/or Products not in compliance with the Contract. In the event of early termination of the Contract, the Board shall only be obligated to pay the Compensation due up to the date of termination. In no event shall the Board be liable for any costs incurred or Services performed and/or Products delivered after the effective date of termination as provided herein. 4. Standards of Performance: Proposer shall devote, and shall cause all of its staff and subcontractors to devote, such of their time, attention, best skill and judgment, knowledge and professional ability as is necessary to perform all Services effectively, efficiently and consistent with the best interests of the Board and to the satisfaction of the Chief Information Officer and/or Chief Purchasing Officer. Proposer is responsible for the quality and competence of the work and activities of each of its staff and subcontractors, including, without limitation, compliance with the terms of the Contract.