RFP #TE1163 - Student Laptop Replacement Addendum 1

Location:	Missouri
Posted:	Jan 27, 2026
Due:	Feb 9, 2026
Agency:	Park Hill School District
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Publication URL:	To access bid details, please log in.

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RFP #TE1163

DEPARTMENT OF TECHNOLOGY

7703 NW BARRY ROAD

KANSAS CITY, MO 64153

Phone: 816-359-6828

Email: RFP_Tech@parkhill.k12.mo.us

REQUEST FOR PROPOSAL NUMBER: TE1163

The Park Hill School District, Department of Technology, will accept separate sealed proposals from

qualified persons or firms interested in providing the following:

LAPTOPS, REPLACEMENT PARTS, & ACCESSORIES

IN ACCORDANCE WITH THE ATTACHED SPECIFICATIONS

PROPOSALS MUST BE RECEIVED AND WILL BE OPENED AT

1:00 PM, CST, ON February 9, 2026

PLEASE MARK YOUR EMAIL "Proposal No. TE1163" AND EMAIL TO:

Park Hill School District, Department of Technology

RFP_Tech@parkhill.k12.mo.us

It is the responsibility of interested firms to check the District's website at:

http://www.parkhill.k12.mo.us/district_information/requests_for_proposal_and_bids, for any addendums prior

to the opening date and time of this Proposal.

Park Hill School District Department of Technology

TE1163 – Laptops, Replacement Parts, & Accessories

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RFP #TE1163

SIGNATURE PAGE

The undersigned, on behalf of the Bidder, certifies that: (1) this offer is made without previous understanding,

agreement or connection with any person, firm, or corporation making a bid on the same project: (2) is in all

respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered

to bind the firm in whose name the bid is entered; (4) they have read the complete Request for Bid and

understand all provisions; (5) if accepted by Park Hill School District, this Bid is guaranteed as written and

amended and will be implemented as stated; and (6) mistakes in writing of the submitted Bid will be bidder

responsibility.

Name of Bidder:

Primary Contact:

Email Address:

Address:

City:

State:

Zip:

Phone Number:

Fax:

Signature: _________________________________

Park Hill School District Department of Technology

TE1163 – Laptops, Replacement Parts, & Accessories

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RFP #TE1163

TABLE OF CONTENTS

PART 1:..................................................................................................................................................................................................... 4

DESCRIPTION OF PROJECT & SERVICES REQUIRED......................................................................................................................4

I. SCOPE OF SERVICES ......................................................................................................................................................................... 4

II. TIMELINE FOR RFP PROCESS & PROJECT COMPLETION ........................................................................................................... 4

III. PROPOSAL REQUIREMENTS ......................................................................................................................................................... 4

PART II: .................................................................................................................................................................................................... 5

INSTRUCTIONS TO RESPONDENTS...................................................................................................................................................5

I. INSTRUCTIONS TO RESPONDENTS ............................................................................................................................................... 5

II. RESPONDENT QUALIFICATIONS ................................................................................................................................................... 5

III. HARDWARE REQUIREMENTS........................................................................................................................................................6

IV. SELECTION PROCESS ..................................................................................................................................................................... 8

V. TERMS & CONDITIONS .................................................................................................................................................................. 8

VI. INVOICING & PAYMENTS ........................................................................................................................................................... 11

FORM NO. 1: PROVIDER PROFILE....................................................................................................................................................12

FORM NO. 2: EXPERIENCE/REFERENCES........................................................................................................................................13

FORM NO. 3: AGENCY QUESTIONS ................................................................................................................................................. 14

FORM NO. 4: COST .............................................................................................................................................................................. 16

ATTACHMENT A: MICROSOFT SHAPE THE FUTURE K-12 INSTITUTION ELIGIBILITY LETTER .......................................... 17

Park Hill School District Department of Technology

TE1163 – Laptops, Replacement Parts, & Accessories

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PART 1: DESCRIPTION OF PROJECT & SERVICES REQUIRED

RFP #TE1163

I. SCOPE OF SERVICES

The Park Hill School District (PHSD) is seeking proposals from qualified firms/providers for the procurement of

laptops, replacement parts, and accessories for our student computers.

PHSD is requesting the supplier to coordinate Green Delivery and Inventory Services as detailed below.

Green delivery shall include:

• Each unit removed from packaging completely and protected in a larger box that is placed on a pallet.

• Units stacked on pallets with a minimum of 100 units/pallet and a maximum number of 200 units/pallet.

Inventory services shall include:

• Application of customer supplied asset tag.

• Recording of asset tag and serial numbers on packing slip on outside of box.

• Digital copy with system asset tag, serial number, and LAN MAC address of each system.

II. TIMELINE FOR RFP PROCESS & PROJECT COMPLETION

The timeline listed below if the District’s estimation to complete the RFP process. All efforts shall be made to abide

by this schedule but it may change due to different circumstances.

Post RFP Notification

Question Cutoff date

Addendum Issue Date

Proposal Due Date

Estimated Award Date

January 16, 2026

January 27, 2026 @ 10:00 AM CST

January 28, 2026

February 9, 2026 @ 1:00 PM CST

February 27, 2026

III. PROPOSAL REQUIREMENTS

A. Vendors must address all information specified by this RFP.

B. PHSD reserves the right to verify any information contained in the vendor's response, and to request additional

information after the RFP response has been received. Any supplemental information that you provide will

become a part of your proposal.

C. Marketing brochures included as part of the main body of the bid response shall not be considered but may be

submitted as an attachment.

D. Vendors must include a detailed specification sheet of each model being proposed, which shall include details

of the warranty provided.

E. Vendor shall bear all costs associated with preparing and submitting responses to this RFP and the subsequent

evaluation phase.

Park Hill School District Department of Technology

TE1163 – Laptops, Replacement Parts, & Accessories

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PART II: INSTRUCTIONS TO RESPONDENTS

RFP #TE1163

I. INSTRUCTIONS TO RESPONDENTS

A. All questions shall be submitted to RFP_Tech@parkhill.k12.mo.us and will be addressed by the District. If

there is significant information deemed necessary to be communicated to all potential responders an

addendum(s) may be issued and posted on the District’s website. All addendums(s) must be signed and

included with the submitted proposal.

B. It is the responsibility of each respondent before submitting a response to examine the proposal

documents thoroughly and request an interpretation or clarifications soon after discovering any conflicts,

ambiguities, errors, or omissions in the proposal documents. Requests for clarification must be received

no later than 10:00 AM on January 27, 2026. The email must contain this proposal number, name, date,

and numbered questions. Park Hill School District will not answer questions transmitted through facsimile

or methods other than set forth in this paragraph. All questions will be answered in an addendum, after

question due date. Park Hill School District is not responsible for questions not received on or before the

due date, including emails lost due to spam filters or technical issues.

C. The District reserves the right to award this contract in its entirety or to split the contract between

respondents, whichever is in the best interest of the District. The District may accept any item or group of

items of the proposal unless qualified by specific limitation of the respondent.

D. Proposals submitted on separate forms are not acceptable unless specified in the RFP document. Failure to

complete proposal forms to the satisfaction of the Department of Technology may result in the rejection of

your proposal.

E. Acceptance of this proposal or any part thereof, in writing, within one hundred twenty (120) days after the

closing date by the Department of Technology shall constitute a legal and binding agreement; wherein, the

supplier shall furnish the supplies or material in accordance with the specifications and proposal offer on

the written order of the Superintendent.

F. The respondent shall provide all transportation, labor, materials, and equipment to perform the work. Prices

shall include F.O.B. destination and inside delivery. In the event of errors in extension of total price(s), the

unit price(s) shall prevail.

G. Proposals may be modified, cancelled or withdrawn prior to the above referred time and date only upon

written notice actually received by the District before referenced time and date. Proposals may not be

withdrawn for a 60-day period following the time and date for the receipt of proposals.

H. Proposals will be made on the enclosed form. Respondents are requested to comply in all respects with the

RFP documents and the instructions to Respondents.

I. Respondents are reminded that the District is exempt from manufacturers excise taxes, floor or sales taxes.

Tax exemption certificates will be issued upon request.

II. RESPONDENT QUALIFICATIONS

A. Firm shall warrant that the products are newly built (NO GRAY MARKET OR REFURBISHED).

B. Firm shall propose a system that is fully functional. The cost of any omissions will be the responsibility of the

vendor.

Park Hill School District Department of Technology

TE1163 – Laptops, Replacement Parts, & Accessories

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP #TE1163 - Student Laptop Replacement Addendum 1

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