Questions and Answers
OHIO K-12 SCHOOL COMPUTER PRODUCTS AND SERVICES PURCHASING DIRECTORY
Document #: RFI210001
Question: Our supplier does not have information sheets for every product to list. Please advise.
Answer: The request for products sheets was intended to give the school districts the ability to compare products. If no sheet is available for a product, it can still be included.
Question: I am reaching out to make contact with intentions to respond to this RFI to ask if the State of OH and or the individual school districts use purchasing vehicles/ contract such as the NCPC, National Cooperative Purchasing Alliance Contract: NCPA 01-97 Advanced Technology Solutions Aggregator?
Answer: The purpose of this RFI is to put School Districts in direct contact with vendors that have the requested products/services available. Any contract use by the school districts (either collective or creating an individual contract with the vendor) would be up to the individual school district.
Question: I received a notice that the RDI has been re-opened for 2021. Do we need to re-submit info if it has NOT changed since our first submission? Our items and pricing has remained the same. Thanks.
Answer: Resubmission is not necessary if there are no changes. We are merely updating the existing document list.
Question: Hello - can you please confirm how we upload our files (.pdf and excel spreadsheet) for this RFI? Should we also provide our logo? Please advise. Thank you!
Answer: Please see the RFI document in the "Associated PDF Files" section of the RFI web page for submission instructions.
Question: What is the process of updating content that has been presented in this RFI after the submission has been placed? Will the option to keep content and pricing current be available?
Answer: Pricing and content can be updated after submission by sending updates to email@example.com. Because of the volume of submissions, we have requested that updates be limited to a maximum of once per month.
Question: We currently have K-12 clients that would like to know the location of the directory (portal) so that they can access it to review pricing for purchases. Is this information currently available for the schools to access and if so, where can they be directed to view this information?
Answer: The files for the school districts are located on the same page as the RFI (https://procure.ohio.gov/proc/viewProcOpps.asp?oppID=21796).
Question: Is the requested price just suggested EDU price or can discounts be listed or mentioned?
Answer: The cost field on the spreadsheet is for the actual cost to the school district. Additional discounts can be provided to the school district when a quote is created.
Question: Per the touch, non touch TV screens: can additional sizes be submitted?
Answer: Additional sizes may be submitted.
Question: Can multiple Resellers submit pricing on the same Manufacturers products?
Answer: Yes, products are not limited to a single reseller.
Question: Can a Manufacturer submit and then list the appointed Resellers?
Answer: Each submitted item has fields for contact information. A manufacturer can populate these fields with reseller information.
Question: In regards to the Hotspots, Cellular Enabled Devices, In-Home Internet and Public Wi-Fi Solutions 1.) What is the expected student bandwidth load and count per Mifi? 2.) is there a specific radius that they want to be able to cover per device? 3.) What is required from a security/web filtering perspective? 4.) Who is responsible for handling end-user support of devices? In other words, if a bus is able to broadcast enough to allow 100 users to connect, who is responsible for helping those users connect? Is there a school ran tech support line or is the vendor responding to offer support? 5.) For the wireless hotspots vs the Mifi, in what scenarios would we be expected to project public Wifi that is NOT cellular backed? 6.) Who is responsible for converting buses into network equipped mobile stations?
Answer: Every one of these variables will need to be determined on a district by district basis and cannot be provided by the State.
Question: Does each school system and/or district need to have sub accounts for each buyer or one account for a central buyer?
Answer: This will be determined by the individual school districts. The State is merely providing the information to the school districts, who will use their own purchasing policies and procedures.
Question: We are a service provider that works with manufacturers/distributors to configure and deploy technology (access points, chromebooks, laptops/desktops, monitors, smartboards, etc.) to schools. Because we dont manufacture these products, it is more economical for the schools to purchase the equipment more directly from the manufacturers or large distributors. With that being the case, is there a way for us to provide service-only information through this RFI, or is this RFI primarily designed for the procurement of product? I dont see anything within the categories that mentions config/deployment services, etc.
Answer: There are two different sections of information provided to the school districts in this RFI: the master price list, and a documents folder organized by respondent. Your information could be included in the respondent document folders so the school districts can review your offerings.
Question: We can provide tablets, laptops, WIFI in school buses, secure internet access via VPN, phones for teachers, hotspots and mobile wifi.
Answer: Instructions for submitting products and services are included in the RFI document.
Question: My company submitted a response. Do you send back a confirmation email?
Answer: Confirmation emails are not sent to respondents. If you do you not see your products listed after three days from submission and have not received an email concerning an error or issue with your submission, please email firstname.lastname@example.org for assistance.
Question: As you know, most manufacturers offer rebates for edu for a specific period of time (e.g. month, quarter, etc.). In order to offer current rebates to the school districts, how often are we able to update our pricing? We want to ensure that the very best pricing is published for our schools.
Answer: Because of the volume of respondents, the State requests updates be limited to once per month maximum. This directory is only a reference for the school districts, so if lower prices are available, they can be offered at the time the quote is generated.
Question: We are wanting to know how to be added to the providers list, so that we can offer internet services for Computer Products and Services. Thanks for an information you can share.
Answer: Submission instructions are in the document "RFI210001.pdf" located in the "Associated PDF Files" of the RFI page.
Question: I see that the Inquiry Period and the Opening Date have both been extended on the States Procurement website, even though there has been no formal amendment issued to the RFI. Can you please confirm the Opening Date is now 9/7/20?
Answer: Yes, the date has been extended to 09/07/20 and the RFI document reflects this change. However, please note on page 1 of the RFI: "Respondents are encouraged to submit information as quickly as possible, as we may begin to post information prior to the due date".
Question: Are there any specific contracts the bidder needs to hold to do business with a certain school in this opportunity? Example-GSA payment etc.
Answer: There are no previous/existing contract requirements for participation.
Question: How the Qty per school be interpreted? Is each school ordering on their individual needs basis or will their be schools districts, counties etc. consolidating from a billing standpoint? Obviously 1 "widget" will be a higher cost than 10,000 "widgets"
Answer: The purchasing volume will be determined by the individual School Districts. Pricing for submissions should be for a minimum purchase of 1 unit. If volume discounts are available, this information can be provided with the Product Summary (as a PDF) which will be provided to the School Districts.
Question: 1. For this RFI, is the response all or none? 2. For the Hotspots, Cellular Enabled Devices, & In-Home Internet, is there a carrier preference? 3. Do you want SIMs card install or ship to you? 4. Would State Of Ohio need router install or do they have a team install them? 5. For laptop and chrome books are they cellular enabled or WiFi only? 6. Do you want the laptops imaged? 7. Do they have a solution for mobile device management?
1. This is not an "all or none" request, Respondents should provide information and pricing for any category they can fulfill.
2. - 7. This will be up to the individual School Districts who will be making the actual purchases.
Question: We would like to participate in the requested RFI by submitting the provided product/service form, however, we would like to inquire if we would also be permitted to submit an additional proposal that may possible provide a more cost effective, user friendly and time effective solution for the purchaser and its IT and administrative teams.
Answer: Procurement solutions are outside the scope of this RFI. The State's goal is to create a vendor list focused on remote learning for the School Districts.
Question: Would this RFI want to see Chromebook services (both factory and onsite deployments) and maintenance options? If so, how would you like to see this presented? - If K-12 School want to purchase devices from the website, can they still explore services aside from the Purchasing Directory? Our Chromebook services include things like Google Enrollment, Asset Tagging, Asset Reporting, etching services, compressed packaging, onsite delivery options, onsite deployments, etc. Our Chromebook warranty can be anything from 3 year, 4 year programs to Unlimited Accidental Damage, Summer Maintenance programs, etc. Would this RFI want to see client services for Desktop/laptop (both factory and onsite deployments) and warranty options? If so, how would you like to see this presented? - If K-12 Schools want to purchase devices from the website, can they still explore services aside from the Purchasing Directory? Our Client services include things like Imaging, Modern Provisioning, Asset Tagging, BIOS Configurations, Asset Reporting, Etching Services, Drop in Box, delivery options, onsite deployments, etc.
Answer: The School Districts will need to contact each respondent for quotes, at which point additional services and products can be discussed. Additionally, the respondent can provide PDF versions of brochures for any additional products and/or services related to remote learning for the School Districts.
Question: Will the K-12 Schools still have the opportunity to procure without using this purchasing directory? Will they still have the ability to work directly with OEM and vendors who may or may not be on this new directory?
Answer: Yes. The State is providing this directory as a convenience to the School Districts. Their individual procurements methods and decisions will remain the same.
Question: We like that the state is making it easier for schools to buy during this challenging time. how long will this pricing be posted and what would be the mechanism for adding new technologies/ and or revisions?
Answer: Because of the nature of the need, the timeframe for the pricing to be available to the school districts is currently undetermined. Until otherwise instructed, respondents can send their additions/revisions to the email address referenced in the RFI.
Question: Is the State open to mobile security solutions for Chromebooks, Laptops, and tablets in support of secure remote learning?
Answer: Mobile security solutions can be submitted for this RFI.
Question: We procure, configure, and deploy chromebooks and hotspots for states like Michigan today. We have a platform for each district or school to login and place their orders for them individually. We are happy to provide our pricing for Chromebooks and Hotspots but are you also looking for pricing on deployment and support of this technology as well? Other states and districts are taking advantage of our student/parent technology help desk to alleviate that burden on their IT staff off hours.
Answer: The additional services can be included in the response per the last item in the "Content of RFI Response" section: "Product/Service Brochures and/or additional Price Lists, if applicable. Respondents can include additional information or a narrative as to how they will implement the service for the school district."
Question: Must the company participating in this RFI offer pricing for all categories to be considered for this opportunity? (ie Hotspots & Internet Devices, Public Wi-Fi Solutions, Chromebooks, Laptops, Addl Items Requested) Or is it acceptable to provide pricing on some categories, not all?
Answer: It is acceptable to provide pricing on some categories and not all categories.
Question: Will products directly related to the deployment and management of Chromebooks, Laptops and Hot Spots during distance learning be considered? Solutions such as charging lockers for students/staff to safely retrieve and swap devices and hot spots, while being remotely managed.
Answer: These items can be submitted for consideration by the school districts.
Question: Regarding Content of RFI Response - Additional Items Requested by School Districts (Page 5) When school buildings reopen for classes, social/physical distancing policies will be in place for students, teachers, staff and visitors. A technology solution called Proximity Tracing supports school contact tracing to help districts with their social distancing compliance management. The solution features use cases 1) User Journey Mapping, 2) Proximity Tracing and 3) Hotzone Alerting. Would this solution be welcome for inclusion in the products and services directory?
Answer: These items are outside the scope of this RFI. The goal is to help school districts with distance learning solutions.
Question: Regarding Content of RFI Response - Public Wi-Fi Solutions (Page 3) We are a manufacturer of school district network infrastructure including switches, routers, firewalls, and wireless LAN to support campus wide Wi-Fi and hotspots. Would these products be welcome for inclusion in the products and services directory?
Answer: These items can be submitted in the response.
Question: Regarding Content of RFI Response – Hotspots (Page 2) We are a manufacturer of school district network infrastructure including switches, routers, firewalls, and wireless LAN to support campus wide Wi-Fi and hotspots. Would these products be welcome for inclusion in the products and services directory?
Answer: The hotspots requested are for students to use when remote learning. If you have products that would fill this need, please include them in the your response.
Question: Regarding RFI page 1, “Purpose”: The RFI requests that respondents “provide their best available K-12 Educational Pricing for equipment and services including, but not limited to, laptops, Chromebooks,” etc. This request does not mention tablets or tablet-based solutions among the designated form factors, nor does it make reference to common operating systems other than Chrome. Would you consider adding the “Tablets” category to the RFI and Excel file, in addition to the already listed “Chromebooks” and “Laptops” categories? The existing two categories could create bias towards specific solutions or specific brands, while excluding other viable products such as tablets with keyboard cases. If it is not possible to add this category to the RFI, what existing category would be best to include tablets and tablet-based solutions?
Answer: Tablets can be added to the "Additional Items Requested" tab. Please include specifications (and indicate if the tablet is bundled with a keyboard case) within the "item description" column.
Question: Will the state be managing the advertisement of products offered, or will approved partner, and OEM’s handle this responsibility?
Answer: The State will host the product listing and additional materials provided by the respondents. Several agencies will also provide links to the materials on their own web pages.
Question: Will the individual school district be doing the purchasing, or will ODE be doing the purchasing on behalf of different school districts?
Answer: The individual school districts will be making the purchases.
Question: Will the pricing information be posted as a document accessible to the public or will there be restricted access to the pricing information so that only eligible K-12 entities are able to access the information? Is there a way to limit who has access to competitive pricing information?
Answer: Information provided in the response would not be restricted to only the school districts. The goal of the project is to make the information centralized, organized, transparent for the school districts.
Question: The RFI has ‘Laptops’ as a category. It would be helpful to understand if Surface 2-in-1 devices such as Surface Go and Surface Pro can be submitted for this category or is it confined solely to traditional clamshell form factors.
Answer: It would include the Surface 2-in-1 devices. The agency wants it as inclusive as possible and to encourage participation.
Question: With regard to the devices and products as stated in your RFI, if we currently have an active list of over 30,000 technology products specific to your request, will you be allowing for this data to be submitted by data feed with back end integration, or only through an Excel spreadsheet? We are asking this question because our product and warranty data feeds are updating every 15 minutes to ensure accurate availability of products and price decreases.
Answer: The Excel spreadsheet must be provided to allow the School Districts to make a comparison of the products available. The RFI does also request "Product/Service Brochures and/or additional Price Lists, if applicable. Respondents can include additional information or a narrative as to how they will implement the service for the school district." This additional information will be provided to the School Districts with the Product Summary Spreadsheet. Not all 30,000 products need to be added to the spreadsheet, but maybe instead provide examples from each of the categories, and provide a means by which the School Districts can access the entire product offering in the additional materials.
Question: For Chromebooks, Laptops, and Additional Items, would the State be open to receiving a pricing structure as opposed to a specific price? For example, XYZ manufacturer monitors would be priced at a specific cost-plus percentage. This would eliminate the need for the price list to be updated every time an item went end-of-life.
Answer: For the Product Summary Spreadsheet, we are asking for the actual price the School District would pay, not a pricing structure. However, along with the Product Summary Spreadsheet, we are also requesting "Product/Service Brochures and/or additional Price Lists, if applicable. Respondents can include additional information or a narrative as to how they will implement the service for the school district". This promotional information will be made available to the School Districts with the Product Summary Spreadsheet.
Question: Will one or multiple companies have the opportunity to be on the Purchasing Directory? Or will DAS segment out based on type of hardware/service solution? In other words, will multiple companies be listed with same hardware/service offerings?
Answer: Yes, multiple companies could potentially be listed with the same products and/or services. The State is compiling the information and providing it to the school districts, which will make the final determination of which products and/or services to order.
Question: What are the minimum specs for the Chromebooks and laptops?
Answer: As the needs for each school district are different, the State is requesting all applicable products and services available with K-12 Educational Pricing. The individual school districts will review the offerings and make the determination if the products and services meet their needs.
Question: Is the Department of Administrative Services interested in online learning solutions as a part of this RFI? Or only hardware-related solutions?
Answer: The focus of the RFI is broadband access and associated equipment and services for K-12 students. If your product and/or service is related to this request, please submit your information per the instructions in the RFI.
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