SURPLUS COMPUTER EQUIPMENT-APPLE LAPTOPS

1 BID NUMBER SE 23-03 RANKIN COUNTY SCHOOL DISTRICT BID INSTRUCTIONS 1220 APPLE PARK PLACE BRANDON MISSISSIPPI 39042 TELEPHONE (601) 825-5590 INVITATION: Sealed and electronic bids, subject to the conditions herein stated and attached hereto, will be received at this office until 2:00PM. TUESDAY, APRIL 4, 2023, local time and then publicly opened, read aloud, and taken under advisement for the sale of the items listed below: DESCRIPTION SURPLUS COMPUTER EQUIPMENT-APPLE LAPTOPS The Rankin County Board of Education shall openly meet at the Administration Building located at 1220 Apple Park Place Brandon, MS, on WEDNESDAY, APRIL 12, 2023, at 7:30 a.m., at which time bids for the sale of the aforementioned items shall be awarded to the highest and best bidder, provided, however that the Rankin County Board of Education shall have the right to reject any and/or all bids submitted and to waive any informalities. Items required, specifications, and bid forms may be obtained via the following

web address: www.rcsd.ms/about- rcsd/public-bid-information or visiting the District website and selecting the Quicklinks tab and then selecting Public Bid Information. You may also obtain the documents in person at the Administrative Office Building of the Rankin County School District, located at 1220 Apple Park Place, Brandon, Mississippi. Electronic bids should be submitted through the website https://www.rcsdplans.com/. Electronic bids are not required by the RCSD but offered as another means to submit a bid. Inquires regarding this bid can be directed to: Amanda Harris, Director of Technology, Rankin County School District, Phone: (601) 825-8626 Email address: aharris@rcsd.ms 2 VENDOR BID INSTRUCTIONS B-1 - DELIVERY OF BIDS: 1. The Rankin County Board of Education will receive electronic sealed, competitive bids in the office of the Director of Purchasing, Administrative Office Building of the Rankin County School District, 1220 Apple Park Place, Brandon, Mississippi, as per the date and time specified on page 1, at which time the bids will be publicly opened, read aloud, and taken under advisement. 2. No employee of the Rankin County School District shall be entitled to submit a bid. 3. The Bid Proposal Form must be received on or before said date and time, neither the dating of the Bid Proposal Form nor placing it in the mail by this date will meet the requirements pertaining to this bid. Any bid received after the bid opening date shall be marked "LATE BID" and returned to the Bidder unopened. 4. The district will not be responsible for any delays in delivery. It is the sole responsibility of the Bidder that bid proposals reach the above destination by the bid opening date and time. 5. Bids or alterations by fax or telephone WILL NOT be accepted. 6. If the Rankin County School District Administrative Office Building is closed for any reason, including but not limited to: acts of God, strikes, lockouts, riots, acts of war, epidemics, governmental regulations superimposed after the fact, fire, earthquakes, floods or other natural disasters (the “Force Majeure Events”), which closure prevents the opening of bids at the advertised date and time, all bids received shall be publicly opened and read aloud on the next business day that the district shall be open and at the previously advertised time. The new date and time of the bid opening, as determined in accordance with this paragraph, shall not be advertised, and all Vendors/Contractors, upon submission of a bid proposal shall be deemed to have knowledge of and shall have agreed to the provisions of this paragraph. Bids shall be received by the district shall not be held responsible for the receipt of any bids for which the delivery was attempted and failed due to the closure of the district offices as a result of a Force Majeure Event. Each Vendor/Contractor shall be required to ensure the delivery and receipt of its bid by the district prior to the new date and time of the bid opening. B-2 - BID ADDENDUM: 1. Any interpretation of the documents will be made by written addendum only issued by the office of the Director of Purchasing and a copy of such addendum will be posted on the district website and to https://www.bidnetdirect.com/mississippi/rankincountysd. The district will not be responsible for any other explanation of the proposed document. 2. As per Mississippi Code of 1972, as amended; SEC. 31-7-13. Bid requirements and exceptions; (iv) No addendum to bid specifications may be issued within forty-eight (48) working hours of the time established for the receipt of bids unless such addendum also amends the bid opening to a date not less than five (5) working days after the date of the addendum. B-3 - PROPER EXECUTION 1. All bids must be submitted in accordance with Section 31-7-13 and Section 37-7-455 of Mississippi Code of 1972 as amended and must be properly executed and signed by the Bidder or a responsible officer or employee of the Bidder. 2. All bids submitted by hand or mailed must be typed or written (legibly) in ink. Any alterations or changes that are made must be done in ink and initialized by the person who signs the Bid Proposal form. 3. Bids should be checked before submission for accuracy and correctness since the Rankin County Board of Education WILL NOT be responsible for any errors for which the Bidder is responsible. 4. The district reserves the right to reject bids from Bidders who submit poorly completed bids. 5. To prevent opening by unauthorized individuals for bids submitted by hand or mailed, it is required that the Bid Proposal form be delivered in an envelope clearly marked in the lower left-hand corner with the following information: DATE: (date the bid is submitted) DUE: (date the bid is due) BID NUMBER: (on bid documents) BIDDERS NAME: 3 B-4 - CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By signing the BID PROPOSAL FORM the Bidder certifies, in connection with procurement, to the best of their knowledge and belief: A. That the prices in the BID PROPOSAL FORM have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition; as to any matter relating to such prices with any other Bidder. B. That unless otherwise required by law, the prices have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to the Bid Opening Date and Time specified on the NOTICE TO BIDDERS, directly or indirectly with any other Bidder. C. That no attempt has been made or will be made by the Bidder to induce any other Person or Bidder to submit or not to submit a BID PROPOSAL for the purpose of restricting competition. B-5 - BID WITHDRAWAL and MODIFICATION: 1. Bids submitted by hand or mailed may be modified or withdrawn by written notice from or in person by the Bidder, if received in the office of the Director of Purchasing, two (2) working days prior to the above stated bid opening date and time. For bids submitted electronically, bids may be modified or withdrawn up until the closing date and time. 2. No withdrawals will be accepted by telephone or fax. 3. For bids submitted by hand or mailed, if a Bidder withdraws their bid, all documents shall remain in the possession of the Rankin County Board of Education, marked as withdrawn, and included in the permanent file of that bid item. 4. No bids shall be withdrawn for a period of thirty (30) days following the bid opening date. B-6 - BID OPENING: 1. All bid openings are open to the public. The Rankin County School District staff will read a summary of each bidder's bid and answer questions to the extent possible at the time. Any information provided in the bid which contains trade secrets, or confidential commercial or financial information and which bidder does not wish to be disclosed other than for purposes of evaluating it must be clearly labeled on each sheet as confidential. 2. All disclosures of bid information to interested parties will be made in compliance with Rankin County School District policies and procedures established in accordance with the Mississippi Public Records Act of 1983 defined in Section 25-61 of the Mississippi Code. B-7 - RIGHT TO REJECT BIDS: The Rankin County Board of Education reserves the right to reject any and/or all bids or any groups thereof and waive any defect or informality in any bid or bidding procedure. B-8 - BID ACCEPTANCE: 1. If the Rankin County School District accepts a bid in response to this request, it will accept the bid of and award the bid to the highest and best responsive bidder. 2. Unless otherwise stated in the BID SPECIFICATIONS all bids shall be binding for a minimum of thirty (30) days following the acceptance of the bid by the Rankin County Board of Education. 4 B-9. - BID AWARD: 1. All equipment being offered for sale is used equipment, and as such will have wear and defects. Every effort has been taken to maintain these devices in a fully functional condition. However, there may be some units with bad or missing components. Bid award will be made to the highest bidder. All equipment is sold “As Is” and all sales are final. All item(s) sold by the Rankin County Board of Education are sold "AS IS" and the successful bidder agrees to make payment in full for said items by CHECK OR MONEY ORDER by April 14, 2023. All items must be removed from their stated location at the vendor’s expense by Apr 28, 2023. 2. NO ITEMS WILL BE REMOVED UNITL PAYMENT IS MADE IN FULL. 3. In the case of discrepancy in the computed proposal pricing, the unit price shall govern, and the total price shall be revised accordingly. 4. Proposal prices shall remain valid for 60 days after the scheduled opening date. 5. Security to Perform--All bids shall be accompanied by a cashier’s check, certified check, bid bond, or irrevocable letter of credit in the amount of Five Percent (5%) of the total amount of the bid, as security to ensure performance in the event such bid is accepted as the highest and best bid. In the event that such bid is not selected as the highest and best bid, the District shall return such security to the Bidder. If a bid is selected as the highest and best bid and the Bidder fails to perform, such security shall be retained as liquidated damages. 6. The District will return the security of each non-successful bidder within 5 days of awarding the bid. The check will be mailed to the address on the bid form and to the attention of the person named on the bid form. The District will also mail a copy of the bid tabulation form with the check. 7. If the successful bidder does not adhere to the above requirements, the Rankin County Board of Education reserves the right to reject their bid and award the bid to the next highest bidder. 5 BID SPECIFICATIONS C-1 GENERAL SPECIFICATIONS: The Rankin County Board of Education is making available the following surplus equipment for sale. All items are available for your inspection at the noted location. Please contact Amanda Harris in the Information Technology Department to set up a mutually convenient time for you to inspect the items between March 20th thru March 31st, 2023. ALL BIDDERS MUST COME ON SITE TO INSPECT THE LAPTOPS, UNLESS YOU VISITED THE SITE TO INSPECT THE LAPTOPS PREVIOUSLY WITH THE PRIOR BID SE 23-02. C-2 TECHNICAL SPECIFICATIONS: 13” MacBook Air Description: MQD62LL/A:MB AIR 13.3/1.8GHZ/8GB/128GB Sample Serial Number: C1MTR7K4J1WK Purchase Date: 7/2017 12 Units Description: MQD62LL/A:MB AIR 13.3/1.8GHZ/8GB/128GB Sample Serial Number: C1MWG0QWJ1WK Purchase Date: 7/2018 56 Units Description: MQD62LL/A:MB AIR 13.3/1.8GHZ/8GB/128GB Sample Serial Number: FVFYW1KUJ1WK Purchase Date: 7/2019 1441 Units Description: MQD62LL/A:MB AIR 13.3/1.8GHZ/8GB/128GB Sample Serial Number: FVFD37KEJ1WK Purchase Date: 7/2020 1347 Units C-3 CARE AND USE: • Laptops were used by students and teachers and they did go home with them. • The majority have had a hard-shell case on them during use and were transported in a provided laptop carrying case. • All computers will be set back to factory settings. RCSD will work with the winning bidder in the event any laptop was not reset. 6 C-3 SHIPPING REQUIREMENTS: The winning bidder will be required to provide all labor, packaging, and shipping materials, make all shipping arrangements, and pay all shipping costs. All equipment must be removed from school district property by April 28, 2023. The winning bidder is responsible for the coordination of all arrangements needed to provide for an efficient pickup and loading of the computer equipment. There will be one (1) pickup site for the equipment. ITD Office—127 A Pleasant Street Brandon, MS 39042 Any items not removed by April 28, 2023, will be moved to an alternate location and the vendor will be charged a storage fee of $100 per item, per day. Fee must be paid before items will be released. 7 BID NUMBER SE 23-03 BID PROPOSAL FORM D-1. BID ITEM: SURPLUS EQUIPMENT D-1.1 I/We propose to purchase the items as listed in this BID PROPOSAL FORM according to the specifications contained in the BID SPECIFICATIONS section of this bid and at the indicated prices. D-1.2 I/We further agree not to request permission to withdraw our bid after the bids have been publicly opened and read aloud. D-1.3 For bids submitted by hand or mail, I/We understand that this BID PROPOSAL FORM is to be signed and returned with our bid, and unless this has been done, our bids shall be considered incomplete and rejected. D-1.4 I/We, the undersigned, do hereby understand and accept the conditions outlined in the BID INSTRUCTIONS and BID PROPOSAL FORMS of this official bid process in submitting our sealed competitive quotations for the item(s) outlined in this bid. Qty. Description Unit Price Total Price 2860 13” MacBook Air computers ______________ _____________ Company Name: ________________________________________________________ (Type or Print) Signature : _________________________________________________________ Printed Name : _________________________________________________________ Address : _________________________________________________________ Telephone : _________________________________________________________ Email : _________________________________________________________ Date : _________________________________________________________ This bid is solely based on the district budget and funding to purchase new devices. If the district is unable to purchase new devices this bid will be voided and rejected. The district will consider bids from respondents that will offer a total for all units; with the potential of a higher payout based on the evaluation of each unit should there be a high percentage of units in good to excellent condition.