IT Hardware

Duval County Public Schools Purchasing Services 1701 Prudential Drive, Suite 322 Jacksonville, FL 32207 March 10, 2022 DOUGLAS GOODALL, MANAGING PARTNER EMTEC, INC. 9454 PHILLIPS HIGHWAY, SUITE 8 JACKSONVILLE, FL 32256 www.duvalschools.org PH: (904) 858-4848 FAX: (904)858-4868 RE: RFP No. 03-19/LM IT HARDWARE Dear Mr. Goodall: On Tuesday, March 01, 2022, the Duval County School Board renewed and amended the RFP for IT Hardware RFP No. 03-19/LM. This is the first renewal for the period of March 1, 2022 through June 30, 2023. Purchase orders will be issued for these items as needed during the bid period. If you have any questions regarding this renewal, please contact Louis Mitchum at (904) 858-4859. We look forward to a continued successful partnership. Terrence Wright, Director DCPS Purchasing Services Cc: Anita Locke Master Bid folder Dr. Diana L. Greene, Superintendent of Schools EVERY SCHOOL. EVERY

CLASSROOM. EVERY STUDENT. EVERY DAY. DUVAL COUNTY PUBLIC SCHOOLS http://www.duvalschools.org/ FIRST RENEWAL AND AMENDMENT TO AGREEMENT BETWEEN THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA, AND EMTEC, INC. This First Renewal and Amendment (the "Amendment") is effective March 1, 2022 (the "Effective Date"}, and is by and between The School Board of Duval County, Florida, operating a district school system in the State of Florida (the "District"), and Emtec, Inc., a New Jersey corporation authorized to transact business in Florida (the "Contractor"). 1. Background. This Amendment pertains to that certain Agreement between the parties effective July 1, 2019, related to RFP 03-19/LM IT Hardware (with attachments) dated on or about March 12, .2019, for information technology hardware (the "Agreement"). The District is authorized to enter into the Agreement and this Amendment for information technology pursuant to Board Policy 7.70 and Rule 6A-1.012(14), F.A.C. 2. Effective Date. The effective date of this Amendment is March 1, 2022. 3. Definitions. The capitalized terms used herein shall have the same definitions set forth in the Agreement, unless specifically otherwise indicated in this Amendment. 4. Renewal Term. The District and Contractor hereby agree that the term of the Agreement, which is scheduled in the Agreement to end on June 30, 2022, is hereby extended commencing March 1, 2022 and ending on June 30, 2023, such renewal term to be upon and subject to all of the terms, provisions, and conditions of the Agreement except as modified in this Amendment. 5. Amendments. The District and Contractor agree that all terms and conditions set forth in the Agreement shall remain in full force and effect during the term of this Amendment, with the sole exception that the District's maximum indebtedness incurred during the term of this Amendment shall not exceed $45,000,000.00. 6. Authority: Further Assurances. The District and Contractor represent and warrant to each other that each party has full right and authority to execute and perform its obligations under the Agreement as modified by this Amendment, and each party and the person(s) signing this Amendment on each party's behalf represent and warrant to the other party that such person(s) are duly authorized to execute this Amendment on the respective party's behalf without further consent or approval by anyone. 7. Miscellaneous. This Amendment is the entire agreement of the parties regarding modifications of the Agreement provided herein, supersedes all prior agreements and understandings regarding such subject matter, may be modified only by a writing executed by the party against whom the modification is sought to be enforced, and shall bind and benefit the parties and their respective successors, legal representatives and assigns. The Agreement is ratified and confirmed in full force and effect in accordance with its terms, as amended hereby. 8. Counterpart and Facsimile Signatures. This Amendment may be executed in one or more counterparts, each of which will be deemed an original, but all such counterparts will together constitute but one and the same instrument. ' [Signature Page to First Renewal and Amendment to Agreement between The School Board of Duval County, Florida, and Emtec, Inc. Dated Effective March 1, 2022] IN WITNESS WHEREOF, the District and the Contractor have each caused this Amendment to be signed and delivered by its duly authorized officer, all as of the effective date set forth above. Superintendent of Schools and Ex-Officio Secretary to the Board EMTEC, INC. l&f:ff./aL &t?;fa!t By: D~wglas Goi;,,;foll {Fr.b 18, :U>22 l5:31 EST) Na me: Douglas Goodall Title: Managing Partner THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA Approved by the Board: March 1, 2022 2 March 1, 2022, Regular Board Meeting Title 10. IT HARDWARE RFP (EMTEC INC.) Recommendation That the Duval County School Board approve the amendment and renewal of RFP NO. 03-19/LM IT Hardware with Emtec Inc. for the period of March 1, 2022 through June 30, 2023 in an amount not to exceed $45,000,000. There are three (3) additional one (1) year renewals remaining. That the Duval County School Board authorize the Board Chairman or Vice Chairman, and the Superintendent, to execute the agreement contingent upon form approval by the Office of General Counsel. That the Duval County School Board delegate authority to the Superintendent to execute subsequent annual renewals upon the same terms and conditions, the availability of funding for the renewal period, and upon form approval by the Office of General Counsel. Description The District received a funding commitment decision letter for $16,982.262 to purchase 42,669 student laptops issued to District families who lack a reliable internet connectable device at home to bridge the homework gap. Funds that the Emergency Connectivity Fund provides are intended for at-home devices; the funds can not be used to offset a District's normal computer refresh cycle. The funds are designed to fulfill the unmet needs of students highlighted by the pandemic. The Districts can not require students to bring laptops to class. The commitment letter requires the District to order and have the vendor ship the devices before June 30th, 2022, or return the funds. This additional order would exceed the School Board's previously approved $20,000,000 per year. This amendment increases that approved amount to $45,000,000. Emtec was awarded the RFP through a competitive solicitation for IT Hardware Integration for schools and administration sites to provide the following: Windows Servers - Hewlett Packard Enterprise (HPE) Workstations/Laptops/Tablets Lenovo Microsoft Tablets - Microsoft Printers Lexmark Laptop Carts and Lockers EMTEC, Inc. is in a unique position as the District's hardware integrator to provide these services and to ensure all components are in place and configured before delivery. These services will improve the District's asset management by increasing the ability to track and manage an expanding IT inventory, as the district manages mobile devices for students, teachers, and administrators. Supplemental Services: Absolute Manage License (Employee/Staff laptops) Etching "Property of Duval County Public Schools" (mobile devices) Custom polypropylene labeling including bar-coding (all devices) Repair and modification of mobile carts (carts) Receiving, imaging, reimaging, delivery, installation, personalization and trash removal (all devices) End of school year cleaning of Laptops (Student interns) Gap Analysis This RFP allows the District to purchase, store, and rapidly deploy computer hardware with minimal disruption to the school. As the District expands wireless access, connectivity, and bandwidth to schools, there is a need to purchase additional devices and refresh older devices while ensuring asset management of those devices. Previous Outcomes Over 65,000 student computers were deployed during the 2021-2022 Fiscal Year. Expected Outcomes Due to the Districts five-year refresh cycle and the Districts desired student to computer ratio, IT anticipates large purchases of devices and related services covered under this contract. Strategic Plan Goals and Principles DCPS will provide a culture and climate that improves academic, social, and emotional development. Financial Impact Previous Years Expenditures: 2016-2017: $11,377,999-Capital 2017-2018: $11,377,999-Capital 2018-2019: $16,060,326-Capital 2019-2020: $18,545,558.73-Capital 2020-2021: $16,416,652.65-Capital 2021-2022 to date: $14,489,635.21 Expenditures will not exceed $45,000,000 from Capital Funds, General Funds, Title I, SAI, external grants, Distance Learning, and IDEA, delineated as: Hardware - $42,000,000. Services - $3,000,000. Funding Stream Funding sources include Capital, General Funds, Title I, SAI, external grants, Distance Learning, and IDEA. $16,982,262 will be funded from the Emergency Connectivity Fund grant.The balance will be funded from the other sources in FY 2022-2023. RC Fund Function Object Various 2710 Information Technology Various 49066 Emergency Connectivity Fund 8200 Administrative Technology Services Various 640 Equipment Contact James Culbert, Chief Information Officer, 904-348-7172 Attachments 1. scan_poolej2_2022-02-21-15-09-37 AGREEMENT BETWEEN THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA, AND EMTEC, INC. This Agreement is made and entered into effective July 1, 2019 (the "Effective Date"), and is by and between The School Board of Duval County, Florida, operating a district school system in the State of Florida (the "District") and Emtec, Inc. , a New Jersey corporation authorized to transact business in Florida (the "Contractor"). WI TN ES S ETH: Whereas, the District issued RFP 03-19/LM IT Hardware (with attachments) dated on or about March 12, 2019, together with Addendum No. 1 dated April 2, 2019 (collectively, the "RFP"), a copy of which RFP is attached hereto and incorporated herein by this reference as Exhibit A; Whereas, after free and open competition , Contractor submitted a proposal (attached hereto and incorporated herein by this reference as Exhibit B), and was selected as the best responsive and responsible Contractor by the District (the "Proposal"); Whereas, the Contractor is interested in and capable of providing the IT Hardware and services (hereafter further defined as the "Services") for the District and the District desires to have the Contractor perform the Services; and Whereas, the parties have reached an agreement on the Services to be performed and the payment for the same, and therefore wish to set forth this understanding in writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the parties agree as follows: ARTICLE I SCOPE OF SERVICES 1.1 The recitals set forth above are true and correct and are incorporated into this Agreement by this reference. Unless otherwise assigned a different meaning in this Agreement, defined terms in this Agreement shall have the same meaning as the defined terms in the RFP. 1.2 The parties agree that the purpose of this Agreement is that the Contractor shall fully, timely, and continuously provide the District the Services in a manner in accordance with the District's objectives set forth in the RFP and this Agreement. The contract documents consist of this Agreement, the RFP, and the Proposal. In the event of any conflict or ambiguity among these documents, the priority set forth in section 15. 7.14 of the RFP is assigned. ARTICLE II COMMENCEMENT AND RENEWAL 2.1 See Section 1.4 of the RFP. The Services shall commence according to the schedule set forth in the RFP, unless the District notifies the Contractor otherwise in writing. ARTICLE Ill COMPENSATION 3.1 The maximum obligated amount under this Agreement shall be as set forth in Attachment C of the Proposal , subject to the provisions of the contract documents regarding any renewal term; in no event shall the District be responsible to the Contractor for compensation in excess of the maximum obligated amounts stated in this Agreement except as increased by formal approved and executed supplemental agreement(s). 4.1 See Article 13 of the RFP. ARTICLE IV TERMINATION ARTICLE V MEETINGS; REPORTS; NOTICES 5.1 The parties agree that all communications relating to the day-to-day activities shall be exchanged between the respective representatives of the District and the Contractor, which representativ~s shall be designated by the parties, in writing, promptly upon commencement of the Services. 5.2 The Contractor shall provide records and information and fully cooperate (notwithstanding any Contractor claims of trade secrets, proprietary or confidential information) with the District as to all matters pertaining to any and all legal, audit, administration, and compliance requirements relating to the Services and the contract documents. 5.3 Contractor's address for notices as set forth in section 15.7.15 of the RFP is: If to Contractor: Emtec, Inc. Attn: Doug Goodall, Managing Director 9454 Philips Highway, Suite 8 Jacksonville, FL 32256 With copy to: Emtec, Inc. c/o CT Corporation System 289 S Culver St, Lawrenceville, GA, 30046-4805 with cc to: legal@emtecinc.com ARTICLE VI MISCELLANEOUS 6.1 Contractor's exceptions to the RFP set forth in its Proposal, if any, are stricken in their entirety and void except as may be specifically addressed in this Agreement. 6.2 This Agreement may be executed via facsimile and in one or more counterparts, each of which will be deemed an original, but all such facsimiles and counterparts will together constitute but one and the same instrument. IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first above written . ATTEST: . Diana reene, Superintendent of Schools and Ex-Officio Secretary to the Board FoJJZ.roved: , By JA.& a ~,!Atv Office of General Counsel EMTEC, INC. By:!!!J~fifrl,n