RFI Refurbished Laptops

REQUEST FOR INFORMATION (RFI)

Refurbished Laptop Computers

Modern, Secure Devices for K-12 Student Use

NOTICE: This is an information-gathering RFI only and does not constitute a competitive bid, offer, or contract award. Specifications in this RFI are planning targets and may be revised before any future solicitation.

Table of Contents

1. Purpose and Intent

2. Background

3. RFI Objectives

4. Scope of Information Requested

5. Proposed Minimum and Preferred Technical Specifications

6. Refurbishment, Quality, and Acceptance Requirements

7. Security, Management, and Student-Use Requirements

8. Warranty, Support, Deployment, and Logistics

9. Pricing and Commercial Information

10. Vendor Response Instructions

11. General Conditions and North Carolina Compliance

12. Next Steps

13. Vendor Response Template

Appendix A: Technical Compliance Matrix

Appendix B: Pricing and Service-Level Forms

1. Purpose and Intent

New Hanover County Schools (NHCS) is issuing this Request for Information to gather current market information from qualified vendors capable of supplying professionally refurbished, business-class laptop computers suitable for K-12 student use. NHCS seeks information regarding device availability, refurbishment standards, technical configurations, lifecycle, security, device management readiness, warranties, support, logistics, sustainability, and non-binding pricing.

This RFI is for planning and market research only. Responses may be used to refine requirements, establish realistic budget assumptions, evaluate available supply channels, and prepare a future competitive solicitation. This RFI does not obligate NHCS to issue an RFP or IFB or to purchase any products or services.

2. Background

NHCS supports student computing across elementary, middle, and high school environments. The district is evaluating cost-effective options to maintain access to reliable Windows 11-capable devices while extending useful technology life, improving device availability, and supporting responsible reuse. Internal planning has identified a substantial number of student devices that cannot be updated to Windows 11, reinforcing the need to understand practical replacement and replenishment options.

The district is interested in consistent, commercial-grade models that can withstand daily student use and can be efficiently imaged, enrolled, inventoried, repaired, and supported within an enterprise Microsoft environment.

3. RFI Objectives

Identify qualified suppliers with demonstrated public-sector and K-12 refurbishment experience.

Understand current availability of consistent, enterprise-grade laptop models and configurations.

Validate achievable specifications for modern Windows 11 student devices.

Compare refurbishment grades, testing methods, battery standards, warranties, and DOA/return processes.

Evaluate imaging, asset tagging, enrollment, packaging, delivery, repair, parts, and lifecycle support options.

Obtain transparent, non-binding unit pricing and volume-break information.

Identify sustainability, responsible sourcing, data sanitization, and end-of-life practices.

4. Scope of Information Requested

4.1 Device Categories and Availability

Business-class clamshell laptops appropriate for grades 3-12.

Availability by manufacturer, model family, processor generation, screen size, and cosmetic grade.

Ability to provide homogeneous lots, approved substitutions, and advance notice of configuration changes.

Forecasted monthly and annual supply capacity, including lead times for sample units and production quantities.

4.2 Refurbishment Program

Source of equipment and chain-of-custody controls.

Technician qualifications and documented inspection, cleaning, testing, repair, grading, and quality-assurance processes.

Component replacement standards, approved parts, BIOS/firmware updates, and final burn-in testing.

Data sanitization and certificate/reporting options for any storage media entering the refurbishment process.

Procedures for serial-number capture, stolen-device screening, ownership validation, and removal of prior management locks.

4.3 Services and Value-Added Options

District-provided image ready deployment preparation.

BIOS configuration, driver/firmware updates, naming, asset tagging, barcode labeling, and serialized packing lists.

Enrollment readiness for Microsoft Intune, including hardware-hash capture where supported.

Kitting with compatible AC adapters, protective cases, labels, and optional spares.

Direct-to-district, staged, school-level, or palletized delivery options.

Depot repair, advance replacement, spare pools, parts availability, and optional accidental-damage coverage.

5. Proposed Minimum and Preferred Technical Specifications

The specifications below are proposed planning targets. Vendors should clearly identify exceptions and recommend alternatives that provide equal or better student performance, security, serviceability, and lifecycle value.

Important: Meeting Microsoft's baseline Windows 11 requirements alone is not sufficient. NHCS is seeking configurations sized for sustained K-12 instructional use, district security tools, web applications, productivity software, videoconferencing, and future updates.

6. Refurbishment, Quality, and Acceptance Requirements

6.1 Required Refurbishment Standards

All devices must be legally sourced, free of liens, and eligible for resale and district use.

No device may remain enrolled in, locked to, or controlled by a prior organization, MDM platform, BIOS password, theft-recovery service, or cloud tenant.

Each device must pass documented functional testing of processor, memory, storage health, display, keyboard, touchpad, camera, microphone, speakers, wireless, Bluetooth, battery, ports, charging, and thermal operation.

Storage must be securely sanitized before reimaging. Vendor should describe alignment with NIST SP 800-88 Rev. 2 or another recognized standard and provide sample certificates or reports.

Devices must receive current stable BIOS/firmware and manufacturer-supported Windows drivers before shipment.

Devices must be cleaned and disinfected using methods that do not damage screens, coatings, labels, electronics, or plastics.

Replacement parts must be OEM or commercially reputable equivalents and must not reduce safety, compatibility, or reliability.

Each device and adapter must be individually matched, tested, and packaged to prevent transit damage.

6.2 Sample Evaluation and Lot Acceptance

NHCS may request evaluation samples before issuing any future solicitation or purchase.

Vendor should propose a statistically sound lot-inspection and acceptance approach.

NHCS may inspect serial numbers, specifications, battery health, cosmetic grade, activation, management-lock status, and functional condition upon receipt.

Devices failing stated requirements may be rejected, returned at vendor expense, or replaced under agreed terms.

Vendor should state proposed dead-on-arrival reporting window, return authorization process, replacement timeframe, and freight responsibility.

7. Security, Management, and Student-Use Requirements

Compatibility with Windows 11 Enterprise/Education, Microsoft Entra ID, Microsoft Intune, BitLocker, and district endpoint security tools.

TPM 2.0, UEFI, and Secure Boot must be present, enabled or configurable, and fully functional.

No unsupported bypasses, registry workarounds, or unofficial methods may be used to claim Windows 11 compatibility.

Vendor must disclose any persistent firmware agents, tracking software, recovery partitions, or preinstalled applications.

No unapproved vendor utilities, trialware, advertising, or consumer account requirement may remain on the device.

Devices must support standard user, accessibility, camera, microphone, wireless, and browser-based instructional functions.

Vendors should describe accessibility-related hardware features and compatible options for students with disabilities.

8. Warranty, Support, Deployment, and Logistics

8.1 Warranty and Support

Standard and optional warranty terms, including covered components, exclusions, turnaround times, and shipping costs.

Procedures for battery, adapter, display, keyboard, and system-board claims.

Advance exchange, depot repair, onsite repair, spare-pool, and bulk-RMA options.

Escalation contacts, support hours, ticketing methods, status reporting, and performance metrics.

Availability of replacement parts, model-specific service documentation, and repair training.

8.2 Deployment and Reporting

Serialized electronic manifest in a district-approved format, including manufacturer, model, service tag/serial number, processor, RAM, storage, battery health, MAC addresses if available, Windows license status, and warranty dates.

Asset tag placement and barcode format options.

Packaging by school, project, pallet, or purchase-order line.

Delivery scheduling, inside delivery, dock requirements, pallet removal, and damaged-shipment procedures.

Optional collection, trade-in, recycling, or end-of-life services.

9. Pricing and Commercial Information

Provide non-binding pricing sufficient for budget planning. Clearly identify assumptions, minimum order quantities, configuration dependencies, taxes, freight, and price-validity periods.

10. Vendor Response Instructions

10.1 Submission Requirements

Submit electronically to brad.lackey@nhcs.net or deliver to Brad Lackey, Purchasing Officer, 2814 Carolina Beach Road, Wilmington, NC 28412, by the deadline shown on the cover page.

Use the Vendor Response Template in Section 13 and complete the compliance matrix in Appendix A. Supporting materials may be attached as appendices.

Clearly label the response with the assigned RFI number and the vendor's legal company name.

Identify all assumptions, exceptions, substitutions, dependencies, and items requiring clarification.

Pricing must be identified as non-binding and provided for planning purposes only.

10.2 Questions

Submit questions by email to brad.lackey@nhcs.net by the Questions Due date shown on the cover page. NHCS may publish clarifications or consolidated answers as appropriate.

11. General Conditions and North Carolina Compliance

11.1 Statutory and Regulatory References

This RFI is intended for information-gathering and planning and should be administered in accordance with applicable North Carolina law and procurement guidance, including N.C. Gen. Stat. 143-52, N.C. Gen. Stat. 143-129, Chapter 143 Article 8, North Carolina Department of Administration procurement rules where applicable, and other governing requirements.

11.2 Public Records and Confidentiality

Vendor responses may be subject to the North Carolina Public Records Act, N.C. Gen. Stat. Chapter 132. Vendors should clearly mark information asserted to be confidential or proprietary and provide the legal basis for the claim. NHCS will evaluate such claims to the extent permitted by law but cannot guarantee nondisclosure when disclosure is required by statute, regulation, or court order.

11.3 Reservation of Rights

NHCS reserves the right to accept or reject any or all responses.

NHCS reserves the right to request clarification, demonstrations, samples, testing results, or additional information.

NHCS reserves the right to modify, suspend, or cancel this RFI.

NHCS reserves the right to use information received to develop specifications, budgets, procurement strategies, or a future competitive solicitation.

NHCS reserves the right to conduct independent validation of claims, references, certifications, and sample devices.

NHCS reserves the right to decline to reimburse any cost incurred in preparing or submitting a response.

Participation in this RFI is not required for participation in a future procurement unless a later solicitation expressly states otherwise.

12. Next Steps

NHCS may use information received to refine specifications, evaluate samples, perform market comparisons, conduct vendor demonstrations, develop budget estimates, and determine whether to issue a future RFP, IFB, or other competitive solicitation. Vendors should indicate willingness to provide sample equipment or appear for a live demonstration at the NHCS Technology Division, 2814 Carolina Beach Road, Wilmington, NC 28412.

13. Vendor Response Template

Appendix A: Technical Compliance Matrix

Complete one matrix per proposed base configuration. Use Comply, Exceeds, Exception, or Not Offered. Attach supporting documentation where helpful.

Appendix B: Pricing and Service-Level Forms

B1. Configuration Pricing

B2. Optional Services

B3. Proposed Service Levels