PCS Device Refresh

I. INSTRUCTIONS
Proposal Contents
Cover letter identifying vendor, including legal name of vendor, address,
telephone number, type of business entity (e.g. corporation, partnership)
Name and contact information for Bidder's principal point of contact
Completed and signed execution page
Completed pricing proposal bid form
Final bid(s) must include all taxes and/or fees.
All proposals shall be labeled "BID NO.-PCS-Device Refresh"
Sealed bids must be mailed or delivered to: Pitt County Schools - Sealed Bid, ATTN:
Julie Simpson, 1717 W 5th St, Greenville, NC 27834.
It is the sole responsibility of the Bidder to submit its proposal by the due date. Late
proposals will not be opened or considered.
II. OVERVIEW
Pitt County Schools ("PCS") is seeking a quote to obtain via purchase Chromebooks that meet
the specifications provided herein.
A quote (A) for 4630 non-touchscreen Chromebook devices (3-12 grade replacement)
III. DELIVERY
All items must be bid Freight on Board (FOB), meaning the shipping is prepaid and included in
the bid price.
IV. REQUIREMENTS
TECHNICAL SPECIFICATIONS
A . Non-touchscreen Chromebook Student Device Requirements
Lenovo 100e Gen5 Chromebook - Part#83T7S07900 - quantity 4630
Must be fully supported by Google for 4 years from delivery, in accordance with Google's
Auto Update Policy. (i.e. model must have been officially released less than a year prior
to delivery)
Minimum 11" screen
Minimum 8GB memory (RAM)
Minimum 64GB SSD (Storage)
Pitt County Schools RFP - Page 1

Processor type - MediaTek
Non-touchscreen
HDMI port desired
Minimum of 1 USB-A 3.X port
Minimum of 1 USB-C 3.X port (USB-C charging preferred)
Headphone port
Wi-Fi 5 or higher capable
720P or higher resolution webcam (physical off switch desired)
Built-in microphone
Service turnaround guarantees
Accidental damage protection with no penalty for repeat repairs - Part#5PS0Z44678
B. Google Education Licenses
Google Education Licenses - quantity 4630
C. White Glove Services
Device Preparation and Delivery
Provider works with PCS to develop a jointly agreed upon schedule of services.
Un-box and thoroughly inspect items for any physical damage or blemishes. Identify and
report any issues to the vendor.
Devices are to be fully charged.
Asset tags provided and applied by the vendor.
Tags should not be easily removable and intended to last the life of the device.
Tags should include text: "Property of Pitt County Schools" and "Purchase Year:2026".
Tags should include a scannable barcode of each device's serial number with the serial
number then listed below the barcode in text.
Packaged and delivered inside the final locations per the schedule. All deliveries to be
received no later than July 31, 2026 unless otherwise specified by PCS.
A manifest spreadsheet will be provided listing the device serial numbers and delivery
locations
Count of devices per location will be provided by PCS.
Chrome Enrollment
Chrome devices to be enrolled into PCS Google domain.
Chrome OS to be updated to the latest stable release.
D. Chromebook Bulk Management Tool
Provides PCS bulk update capabilities
Bulk disable and re-enable devices
Bulk update chromebook organizational units (OUs)
Pitt County Schools RFP - Page 2

Filter and Sort Devices by serial number, model, and location
Provide Usage and Activity Data
Retrieve End-of-Life Data on Devices
Example: Tools such as Gopher for Chrome, Chromebook Getter, or equivalent
OTHER REQUIREMENTS
Accidental Damage Protection / Extended Warranty
PCS requires Accidental Damage Protection (ADP). Full details of insurance
coverage is required in proposals. It must include:
Full description of terms and conditions of insurance coverage.
Accidental damage and extended warranty coverage on all Chromebooks through
August 2030.
The proposal must list component coverage limitations, such as batteries and chargers.
Accidental damage coverage must not limit the number of repairs per device.
Accidental damage coverage must have a local repair facility. (i.e.,not restricted to
mail-in warranty service)
Accidental damage coverage must have an option for a local courier service to transport
devices to the previously mentioned repair facility (i.e, milk runs)
Accidental damage coverage must not require discretionary items, such as a case to be
on the item, as a prerequisite for coverage.
Accidental damage coverage must use authentic Lenovo manufactured parts when
repairs are required.
Accidental damage coverage must have repairs completed by an authorized OEM repair
center with certified repair technicians.
Accidental damage coverage must preserve PCS's option to continue serving as the
warranty self-maintainer, if desired
Details of all warranty coverage and services must also be included in the proposal.
References
Bidders must provide three (3) references from public school districts of similar size to which
they have provided sales, preparatory services, and warranty support. All references shall
be from the last three (3) years. Include the name and telephone number of individuals PCS
may contact for each reference.
North Carolina State Contract 204A
Bidders must be approved by NCDPI on the North Carolina State Contract 204A.
https://files.nc.gov/ncdit/documents/files/204A-web-summary.pdf
Pitt County Schools RFP - Page 3

V. PAYMENT/FINANCING
PCS invites vendors to submit bids of full-cost, cash pricing (one-time payment).
VI. EVALUATION AND AWARD
AWARD CRITERIA:
Contract award will be based on the following criteria to the lowest responsible bidder:
Prices offered.
Quality of item(s) offered.
General reputation and performance capabilities of the Bidder.
Conformity with specifications herein.
Delivery and installation schedule.
Suitability for intended use.
Warranty & Accidental Damage coverage.
Prior experience with a vendor or manufacturer.
Compatibility with existing devices and networks.
BID EVALUATION:
Bids are requested on the items and/or equipment as hereinafter specified. PCS reserves the
right to reject any bid on the basis of function or compatibility with usage requirements, as well
as cost. In the event PCS finds no bid to be advantageous, PCS reserves the right to reject all
bids, make no award, and to reissue or repost the solicitation at a later date. Bidder(s) are
cautioned that any/all information furnished or not furnished on this bid may be used as a factor
in determining the award of this contract. This solicitation is pursuant to N.C.G.S. 143-129.8 for
technology goods and services, therefore proposals submitted shall not be subject to public
inspection until a contract is awarded.
DEVIATIONS:
Any deviations from specifications and requirements herein must be clearly pointed out by the
Bidder. Otherwise, it will be considered that equipment offered is in strict compliance with these
specifications and requirements, and the successful Bidder will be held responsible therefore.
Deviations must be explained in detail below or on an attached sheet. However, no implication
is made by PCS that deviations will be acceptable. Bidder is advised that the response (or lack
thereof) on this question does not take precedence over specific responses or non-responses
provided elsewhere in this bid.
Pitt County Schools RFP - Page 4

MAKE AND MODEL:
Manufacturer's name and model/catalog numbers used are for the purpose of identification and
to establish the exact make and model desired.
VII. PRICING PROPOSAL BID FORM
Item Quantity Description Brand & Unit Price Total
Model Extended
Price
A 4630 Lenovo 100e Gen5
Chromebooks
(Part#83T7S07900)
with ADP
(Part#5PS0Z44678)
B 4630 Chrome Education
Licenses
C White Glove Services
D Chromebook Bulk
Management Tool
Subtotal
Tax
Total Bid
Pitt County Schools RFP - Page 5