RFP Request

 
 
Nash County Public Schools
INVITATION FOR BIDS DUE DATE FOR BID:10/3/2022
Name and Address of School
District:
Nash County Public Schools 930
Eastern Ave. Nashville NC 27856
 
Item: 300 Interactive Panels

Bid Number:
Source of Funds: Federal Grant, ESSER

Funds
Refer bid inquiries in writing to:
Contact Name: Tremain McQueen
E-mail: [email protected]
Refer equipment/specification inquiries in
writing to:
Contact Name: Tremain McQueen
E-mail: [email protected]
Notice to Bidders
Sealed bids, subject to the conditions stated herein, will be received not later than 2:00 p.m. on the
3rd day of October, 2022 (when they will be opened and read publicly) for furnishing and delivering
the information technology described herein. Refer to page 2 for bid delivery instructions.
Bids are subject to rejection unless submitted on this form. Execution:
In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned
offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set
opposite each item, and within the time specified herein. By executing this bid, I certify that this bid
is submitted competitively and without collusion (N.C. Gen. Stat. § 143- 54).
Failure to execute/sign bid prior to submittal shall render bid invalid. Late bids are not acceptable.
BIDDER: Federal Tax ID or Social Security No:
Street Address: PO Box:
City, State, Zip: Telephone No: Fax No:
Type or Print Name & Title of Person Signing: Date:
Authorized Signature: E-Mail:
Offer valid for 90 days from date of bid opening unless otherwise stated here:_ days (See
Instructions to Bidders, Item 5). Prompt Payment Discount:_________ % days (See Instructions
to Bidders, Item 6).
 
Are you a NC Recognized Historically Underutilized Business (HUB)? YES NO
If unsure, don’t answer. More information: https://ncadmin.nc.gov/businesses/hub
Mailing Instructions: Submit one (1) fully executed bid document in a sealed envelope/package
clearly marked BID #2021-1. It is the responsibility of the bidder to have the bid in this office by the
specified time and date of opening. DO NOT SUBMIT AN ELECTRONIC OR FAXED COPY OF
YOUR BID.
Bid Opening: Sealed bids are due by the date and time stated on page 1 when they will be opened
and read publicly. The bids will be reviewed by representatives of the Nash County Public Schools
and a decision determined later.
Transportation Charges: FOB – Destination. Freight charges must be included in price. Delivery
shall be made to:
Nash County Public Schools
Attn: Tremain McQueen
930 Eastern Ave.
Nashville, NC 27856
Bid Evaluation: Bids are requested on the items and/or equipment hereinafter specified. Bidders are
cautioned that any/all information furnished or not furnished on this bid may be used in determining
the award of a contract.
Award Criteria: As provided by statute, award will be based on the lowest and best bid(s) most
advantageous to the Nash County Public Schools determined by:
1. Prices offered.
2. Quality of products offered.
3. General reputation and
performance capabilities of the
bidders.
4. Conformity with terms and conditions of
this Invitation for Bids.
5. Delivery schedule offered.
6. Durability and Suitability of
items for intended use.
7. Functional Equivalency to
specifications stated herein.
8. Compatibility with existing
infrastructure.
9. Samples, if requested.
10. Conformity of product specifications
listed.
11. Product’s presentation and finish.
12. References.
Basis for Rejection: The Nash County Public Schools reserves the right to reject any and all bids, in
whole or in part, by deeming the offer unsatisfactory as to quality or quantity, delivery, price or
service offered: non-compliance with the requirements or intent of this solicitation; lack of
competitiveness; error(s) in specifications or indications that revision would be advantageous to the
Nash County Public Schools; cancellation or other changes in the intended project, or other
determination that the proposed requirement is no longer needed; limitation or lack of available
funds; circumstances that prevent determination of the best offer; or any other determination that
rejection would be in the best interest of the Nash County Public Schools.
Samples: Samples are not required prior to bid opening date; however, if required later, bidder
agrees to furnish samples of items offered at no expense to the Nash County Public Schools within
fourteen (14) consecutive calendar days after request is made. Bids which do not comply with
these requirements will be subject to rejection.
 
Descriptive Literature: All bids should be accompanied by complete and descriptive literature,
specifications and other pertinent data necessary for their evaluation as required by the attached
General Contract Terms and Conditions, otherwise, they may be subject to rejection. This information
will allow the Nash County Public Schools to determine that the equipment meets all requirements.
This technical literature will be the primary source for bid evaluation. If a requirement is not addressed
in the technical literature it must be supported by additional documentation and included with the bid.
Bid responses without sufficient technical documentation may be rejected.
Award of Contract: It is the general intent to award this contract to a single overall bidder. The right
is reserved, however, to make awards on the basis of individual items or groups of items, if such
shall be considered by the Nash County Public Schools to be most advantageous or to constitute
its best interest. Bidders should show unit prices, but are also requested to offer their most
favorable total lump sum price.
Budgetary Limitations: Should it become necessary, based upon budgetary limitations, the Nash
County Public Schools reserves the right to reduce or increase quantities. Therefore, bidders must
include freight in the “each” pricing for each line item, as well as identifying a per unit installation cost
for each line item.
Timeline for Complete Order: The Nash County Public Schools reserves the right to order portions of
the total devices in phases, not to exceed twelve (12) months from date the bid is awarded. The
price listed must be offered to the Nash County Public Schools for the duration of twelve (12) months
for additional orders of the product listed in this bid.
Delivery: Items called for herein will be furnished, delivered, off-loaded and left ready for use in
accordance with the requirements stated herein. The successful bidder will complete delivery within
60 calendar days upon receipt of Purchase Order unless otherwise stated here: _______
days. All items must be pre assembled upon arrival. The Nash County Public Schools reserves the
right to consider the delivery time offered as a factor in the award of a contract.
Deviations: Deviations from specifications and requirements need to be documented on a separate
sheet and attached to your bid. All items offered are in strict compliance with these specifications
and requirements, and successful bidder will be held responsible for such compliance. Bidder is
advised that the response (or lack thereof) on this question does not take precedence over specific
responses or non-responses provided elsewhere in this bid.
 
Late Bids: Regardless of cause, a late bid will not be accepted and will automatically be disqualified
from consideration. It shall be the bidder’s sole risk to ensure delivery at the designated office by the
designated time. Late bids will not be opened and may be returned to the bidder at its expense or
destroyed if requested.
Award Notification: After the bids have been evaluated and an award has been made, each bidder
will be notified of the award. The award may not be made for several weeks dependent upon the
complexity of the acquisition and the length of time to complete the evaluation process.
References: List below references where your company has supplied equipment similar to that
proposed. The Nash County Public Schools reserves the right to require upon its request a list of
users of the exact model of equipment bid. The Nash County Public Schools may contact these
users to determine quality level of the offered equipment. Such information may be considered in the
evaluation of the bid.
SITE DATE OF DELIVERY CONTACT PERSON PHONE NUMBER
Confidentiality of Bids: In submitting its bid, the bidder agrees not to discuss or otherwise reveal the
contents of its bid to any source outside of the Nash County Public Schools (NCPS) until after the
award of the contract. All bidders are advised that they are not to have any communications with the
NCPS during the evaluation of the bids (after the public opening of the bids and before the award of
the contract) unless the NCPS contacts the bidder for the purpose of seeking clarification. A bidder
shall not transmit to the NCPS (1) any information commenting on the ability or qualifications of any
other bidder to provide the advertised equipment, or (2) defects, errors and/or omissions in any other
bidder’s bid and/or prices at any time during and/or following the award of the contract that is subject
of this IFB. Bidders not in compliance with this provision may be disqualified, at the option of the
NCPS, from the contract award.
Warranty: Bidder guarantees that all proposed equipment to be furnished is to be new and free
from any and all defects in material and workmanship and agrees to replace promptly any part or
parts which by reason of defective material or workmanship that fail under normal use, free of
negligence or accident, for a minimum period of twelve (12) months from the date put into
operation. Such replacement shall include all parts, labor, freight and transportation cost to the
equipment location, and will be at no additional cost to the Nash County Public Schools. An
extended warranty of seven (7) years is also required.
E-Procurement Fees: Purchases shall be conducted through the NC E-Procurement service. If not
already registered, the awarded bidder must register with NC E-Procurement within two (2) business
days of notification of award in order to receive an electronic purchase order resulting from award of
this contract. The successful bidder(s) shall pay to NC E-Procurement a transaction fee of 1.75%
(.0175) on the total dollar amount (excluding sales taxes) of each purchase order issued through the
NC E-Procurement service. This applies to all purchase orders, regardless of the quantity or dollar
amount of the purchase order.
 
Federal Uniform Guidance: The source of funds for this purchase shall include federal grants.
Therefore, the following federal provisions apply pursuant to 2 C.F.R. § 200.326 and 2 C.F.R. Part
200, Appendix II (as applicable): Equal Employment Opportunity (41 C.F.R. Part 60); Davis-
Bacon Act (40 U.S.C. 3141-
3148); Copeland “Anti-Kickback” Act (40 U.S.C. 3145); Contract Work Hours and Safety Standards Act
(40
U.S.C. 3701-3708); Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act
(33
U.S.C. 1251-1387); Debarment and Suspension (Executive Orders 12549 and 12689); Byrd Anti-
Lobbying Amendment (31 U.S.C. 1352); Procurement of Recovered Materials (2 C.F.R. § 200.322); and
Record Retention Requirements (2CFR § 200.324). The Federal government is not a party to this
contract.
ITEMS AND SPECIFICATIONS
Make / Model Description
Newline RS+ Series Panel Model - TT-7519RS
75", Touch, 4K, 20 points of touch on
Windows, 10 points of touch on Android,
Built-in Android OS, Newline Cast, Newline
Broadcast, Cloud Sharing, Remote Display
Management, Stylus, Remote, Over-the-Air
updates, RS+ Series
Software ideaMax and Qwizdom Oktopus Software
Accessories (2) Stylus, Remote
Inputs - Front HDMI, USB, Microphone, A/V inputs
Inputs - Back
HDMI, DisplayPort, VGA, USB, RS232, RJ45
A/V inputs
Warranty 7 Year Advance Replacement
Training
Free and Unlimited (Virtual, On-Site, Self-
Paced)
Mobile Stands Description
Newline EPR8A50500-SQR Square Based Mobile Stand
Functional Equivalents
No functional equivalents allowed. Only specified items accepted.
Warranties must be NEWLINE, no 3rd party.
Delivery
All Shipping Costs included and must include Lift Gate and Inside Delivery
 
BIDDER’S OFFER
Bidder’s Name:
(Do not include sales tax in price.)
75-inch Interactive Panel $ ❒
Wall Mount $ ❒
Collaborative Software without
subscription
$ ❒
Remote Management $ ❒
Lifetime Updates/Upgrades $ ❒
Extended 7 YEAR Warranty $ ❒
Delivery/Shipping $ ❒
Professional Development/Training $ ❒
Technical Training $ ❒
Technical Support $ ❒
2 Pens/Eraser/Remote Control $ ❒
WiFi Module $ ❒
NOTE: Nash County Public Schools is NOT exempt from sales tax. When invoiced, sales tax should be invoiced as a
separate line item.
 
INSTRUCTIONS TO BIDDERS
1. Read, Review and Comply: It shall be the bidder’s responsibility to read this entire
document, review all enclosures and attachments, and comply with all requirements
specified herein.
2. Notice to Bidders: DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By
execution and delivery of this document, the bidder agrees that any additional terms and
conditions, whether submitted purposely or inadvertently, shall have no force or effect.
3. Execution: Failure to sign under EXECUTION section will render bid invalid.
4. Order of Precedence: In cases of conflict between specific provisions in this bid, the order of
precedence shall be (1) special terms and conditions specific to this bid, (2) specifications,
(3) the Nash County Public Schools’ General Contract Terms and Conditions, and (4)
Instructions to Bidders.
5. Time for Consideration: Unless otherwise indicated on the first page of this document, bidder’s
offer shall be valid for 90 days from the date of bid opening. Preference may be given to bids
allowing not less than 90 days for consideration and acceptance.
6. Prompt Payment Discounts: Bidders are urged to compute all discounts into the price offered. If a
prompt payment discount is offered, it will not be considered in the award of the contract except
as a factor to aid in resolving cases of identical prices.
7. Specifications: Any deviation from specifications indicated herein must be clearly pointed out;
otherwise, it will be considered that items offered are in strict compliance with these specifications,
and bidder will be held responsible, therefore. Deviations shall be explained in detail. The bidder
shall not construe this paragraph as inviting deviation or implying that any deviation will be
acceptable.
8. Information and Descriptive Literature: Bidder is to furnish all information requested and in the
spaces provided in this document. Further, if required elsewhere in this bid, each bidder must
submit with their bid sketches, descriptive literature and/or complete specifications covering the
products offered. Bids which do not comply with these requirements will be subject to rejection.
9. Clarifications/Interpretations: Any and all questions regarding this document must be
addressed to the person named on the cover sheet of this document.
10. Acceptance and Rejection: The Nash County Public Schools reserves the right to reject any and
all bids, to waive any informality in bids and, unless otherwise specified by the bidder, to accept
any item in the bid. If either a unit price or extended price is obviously in error or the other is
obviously correct, the incorrect price will be disregarded.
11. References: The Nash County Public Schools reserves the right to require a list of users of the
exact item offered. The Nash County Public Schools may contact these users to determine
acceptability of the bid. Such information may be considered in the evaluation of the bid.
12. Award of Contract: As directed by statute, qualified bids will be evaluated and acceptance may be
made of the lowest and best bid most advantageous to the Nash County Public Schools as
determined upon consideration of such factors as: prices offered; the quality of the articles
offered; the general reputation and performance capabilities of the bidders; the substantial
conformity with the specifications and other conditions set forth in the bid; the suitability of the
articles for the intended use; the related services needed; the date or dates of delivery and
performance; and such other factors deemed by the Nash County Public Schools to be pertinent
or peculiar to the purchase in question. The Nash County Public Schools reserves the
right to accept any item or group of items on a multi-item bid.
 
13. Historically Underutilized Businesses: The Nash County Public Schools is committed to the State
of North Carolina Historically Underutilized Business (HUB) Program. The Nash County Public
Schools invites and encourages participation in this procurement process by businesses owned
by minorities, women, disabled, disabled business enterprises, and non-profit work centers for
the blind and severely disabled.
14. Confidential Information: As provided by statute and rule, the Nash County Public Schools will
consider keeping trade secrets which the bidder does not wish disclosed confidential. Each page
shall be identified in boldface at the top and bottom as “CONFIDENTIAL” by the bidder. Cost
information shall not be deemed confidential. In spite of what is labeled as a trade secret, the
determination whether it is or not will be determined by North Carolina law.
15. Samples: Samples of items, when required, must be furnished as stipulated herein, free of
expense, and if not destroyed will, upon request be returned at the bidder’s expense. Request for
the return of samples must be made within 10 days following date of bid opening. Otherwise, the
samples will become the Nash County Public Schools’ property. Each individual sample must be
labeled with the bidder’s name, bid number, and item number. A sample, on which an award is
made, will be retained until the contract is completed, and then returned, if requested, as specified
above.
16. Transportation: Transportation of Deliverables shall be FOB Destination, unless otherwise
specified in the solicitation document or purchase order. Freight, handling, hazardous material
charges, and distribution and installation charges shall be included in the total price of each item.
Any additional charges shall not be honored for payment unless authorized in writing by the Nash
County Public Schools. In cases where parties, other than the Vendor ship materials against the
order, the shipper must be instructed to show the purchase order number on all packages and
shipping manifest to ensure proper identification and payment of invoices. A complete packing list
must accompany each shipment.
 
GENERAL CONTRACT TERMS AND CONDITIONS
1. Availability of Funds: Any and all payments to the contractor are dependent upon and subject to the
availability of funds to the agency for the purpose set forth in this agreement.
2. Taxes: Any applicable taxes shall be invoiced as a separate item.
N.C. Gen. Stat. § 143-59.1 bars the Nash County Public Schools from entering into contracts with a
vendor if the vendor or its affiliates meet one of the conditions of N.C. Gen. Stat. § 105-164.8(b) and
refuse to collect use tax on sales of tangible personal property to purchasers in North Carolina.
Conditions under N.C. Gen. Stat. § 105-164.8(b) include: (1) Maintenance of a retail establishment or
office in the State, (2) Presence of representatives in the State that solicit sales or transact business
on behalf of the vendor and (3) Systematic exploitation of the market by media-assisted, media-
facilitated, or media-solicited means. By execution of the bid document, the vendor certifies that it and
all of its affiliates, (if it has affiliates) collect(s) the appropriate taxes.
3. Situs: The place of this contract, its situs and forum, shall be North Carolina, where all matters,
whether sounding in contract or tort, relating to its validity, construction, interpretation, and
enforcement shall be determined.
4. Governing Laws: This contract is made under and shall be governed and construed in accordance
with the laws of the State of North Carolina.
5. Inspection at Contractor’s Site: The Nash County Public Schools (NCPS) reserves the right to inspect,
at a reasonable time, the equipment/item, plant or other facilities of a prospective contractor prior to
contract award and during the contract term as necessary for the NCPS’s determination that such
equipment/item, plants or other facilities conform with the specifications/requirements and are adequate
and suitable for the proper and effective performance of the contract.
6. Payment Terms: Payment terms are Net 30 days after receipt of correct invoice or
acceptance of goods, whichever is later.
7. Affirmative Action: The contractor will take affirmative action in complying with all Federal and
State requirements concerning fair employment and employment of people with disabilities, and
concerning the treatment of all employees without regard to discrimination by reason of race, color,
religion, sex national origin or disability.
8. Condition and Packaging: Unless otherwise provided by special terms and conditions or specifications,
it is understood and agreed that any item offered or shipped has not been sold or used for any purpose
and shall be in first class condition. All containers/packaging shall be suitable for handling, storage, or
shipment.
9. Patent: The contractor shall hold and save the Nash County Public Schools, its officers, agents
and employees, harmless from liability of any kind, including costs and expenses, on account of
any copyrighted material, patented or unpatented invention, articles, device or appliance
manufactured or used in the performance of this contract, including use by the government.
10. Iran Divestment Act and Divestment from Companies Boycotting Israel: No contract may be
entered into with a restricted company as listed by the State Treasurer in accordance with NC
G.S. Chapter 147, Articles 6E or 6G, except as permitted by those laws. By entering into this
contract (“Contract”) and providing materials, equipment or services described in the Contract (the
“Work”), Contractor acknowledges and represents that it is not a restricted company as defined in
N.C. Gen. Stat. Chapter 147, Articles 6E or 6G.
 
11. Lunsford Act: Contractor acknowledges that N.C. Gen. Stat. § 14-208.18 prohibits anyone required to
register as a sex offender from knowingly being present upon the premises of any school, and
Contractor shall insure that neither Contractor, its subcontractors, nor its suppliers shall allow any
person registered as a sex offender to come on or about the premises of any subject school in any
manner or for any reason related to the Work or the Contract.
12. E-verify: Contractor shall comply with the requirements of Article 2 of Chapter 64 of the General
Statutes of North Carolina. Further, if Contractor utilizes a subcontractor, Contractor shall require
the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the General
Statues of North Carolina.
13. Policy Compliance: Contractor, its subcontractors and suppliers, shall comply with all Nash County
Board of Education policies relating to visitors in the schools while engaged in the Work as
applicable.
14. Electronic Procurement (Applies to all contracts that include e-procurement and are identified as such
in the body of the solicitation document): The successful bidder(s) shall pay a transaction fee of
1.75% (.0175) on the total dollar amount (excluding sales taxes) of each purchase order issued
through the statewide E-Procurement service.