Request for Bid For 2027 Student Hardware Rotation

Description: Raytown Quality Schools is seeking sealed bids for "2027 Student Hardware Rotation" to satisfy computer hardware requirements for student Chromebooks. The District requests sealed Bids from interested vendors for the purpose of acting as an authorized vendor for 2027 Student Hardware Rotation purchases through April, 2028. Providers may offer a Bid on some or all items required by the District. Two (2) sealed copies of the Bid, one marked "Original" and one marked "Copy", must be submitted. Bids must conform to the requirements listed in the Bid and the selected vendor is responsible to ensure delivered products match the Bid and Purchase Order. Vendors are responsible for damage during transit. Pricing listed in the accepted Bid shall not be increased through April, 2027; if vendor sources reduce pricing, reductions are expected to be passed to the District. The vendor must provide assurance that items ordered will be received within two weeks of purchase order release and must provide shipping/tracking information in advance of delivery. The District does not allow smoking on its grounds for contractors or subcontractors. The District reserves rights including selecting the lowest or best Bid, waiving minor technical defects, rejecting any and all Bids, rejecting parts of Bids, advertising for new Bids, or making purchases on the open market. The District may separate, accept, or eliminate any item(s) listed under the Request for Bid to accommodate budgetary/operational requirements and may choose not to select any vendor. Proposed pricing should be guaranteed through April, 2028 (with exceptions stated for products bid). Contractors must provide seven (7) total references and meet minimum qualifications. Subcontracting must be disclosed and the Provider assumes full responsibility for subcontractors. Specifications / Scope of Services: Provide Acer Chromebook 311 (C725) and Acer Chromebook 511 (C737) units meeting listed minimum specifications (ChromeOS, 11.6" non-touch display, clamshell, 8GB RAM, 32GB storage, Wi-Fi 6 or better, 2+ USB-A, 3.5mm headphone jack, webcam, microphone, USB-C charging) and Google Admin licenses for Chromebooks. Estimated quantities: 600 Acer Chromebook 311 (C725), 700 Acer Chromebook 511 (C737) (plus 700 alternate model lines), and 1500 Google Admin licenses for Chromebooks. Vendors should complete the provided pricing table, list unit prices and totals, explain discounts for larger quantities or time frames, identify warranty lengths, and describe delivery, returns, trouble reporting and escalation procedures. Product/part number alternatives are not allowed unless required due to end-of-production concerns. Additional Requirements: Provide Service Level Agreement (SLA), hours of operation for help/trouble reporting, maintenance and trouble notification procedures, litigation history for the past five years, two financial references, and five project references (three comparable projects within last two years). Any questions about the Request for Bid process must be received in writing by February 20, 2026, 11:00 am CST. Contacts and submission address details are provided in the Bid (Raytown Quality Schools, 10750 E. 350 Highway, Raytown, Missouri 64138) and submissions are to be delivered to Matt Verlinden, Director of Technology, Raytown Quality Schools. A formal opening will take place on the bid due date at 10:30 am CST; attendance is not required.