duval county public schools ... · consolidated service center to the vendor’s processing...

Dr. Diana L. Greene, Superintendent of Schools

EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY.

Duval County Public Schools www.duvalschools.org

Purchasing Services PH: (904) 858-4848

1701 Prudential Drive, Suite 322 FAX: (904)858-4868

Jacksonville, FL 32207

March 22, 2019

Mr. Steven Kaufman 2362 Emerson Street, Suite 1 Jacksonville, FL 32207

RE: ITN-08-17/LM

Dear Mr. Kaufman: On March 22, 2019, the Superintendent’s designee of Duval County Public Schools renewed the contract for IT Asset Disposition program with your company. This is your official notification of renewal. The renewal period is for July 1, 2019 through June 30, 2020. Please forward a copy of your insurance certificate as required per contract Paragraph 8. to Purchasing Services. (Email and fax are both acceptable.) If you have any questions about this contract, please contact Purchasing Services (904) 858-4859. Thank you for your interest in Duval County Public Schools

Sincerely,

Terrence Wright, Director DCPS Purchasing Services

cc Louis Mitchum Jim Culbert Master Bid File

http://www.duvalschools.org/

Dr. Patricia Willis, Superintendent of Schools

EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY.

Duval County Public Schools www.duvalschools.org

Purchasing Services PH: (904) 858-4848

4880 Bulls Bay Highway FAX: (904)858-4868

Jacksonville, FL 32219

March 29, 2018

Mr. Steven Kaufman 2362 Emerson Street, Suite 1 Jacksonville, FL 32207

RE: ITN-06-17/LM

Dear Mr. Kaufman: On March 29, 2018, the Superintendent’s designee of Duval County Public Schools renewed the contract for IT Asset Disposition program with your company. This is your official notification of renewal. The renewal period is for July 1, 2018 through June 30, 2019. Please forward a copy of your insurance certificate as required per contract Paragraph 8. to Purchasing Services. (Email and fax are both acceptable.) If you have any questions about this contract, please contact Purchasing Services (904) 858-4859. Thank you for your interest in Duval County Public Schools

Sincerely,

Terrence Wright, Director DCPS Purchasing Services

cc Louis Mitchum Jim Culbert Master Bid File

http://www.duvalschools.org/

Addendum No. 4 1 ITN No. 08-17/LM

ADDENDUM NO. 4 www.duvalschools.org/purchasing

Issue Date: February 23, 2017 Phone: 904-858-4859 Buyer: Louis Mitchum Bid Number: ITN No. 08-17/LM

Bid Title: IT Asset Disposition Program The addendum shall serve to amend, replace and append information provided to potential respondents in the original ITN package. To assist in the development of their responses, interested firms are encouraged to carefully review the information found in this addendum and on any additional enclosed documents.

Written Questions Received

Question #1: Is there a profit share expected on resold materials? Answer: Yes, from the resold items and the recycling and recovery components.

http://www.duvalschools.org/purchasing



Issue Date: February 17,2017 Phone: 904-858-4859 Buyer: Louis Mitchum Bid Number: ITN No. 08-17/LM



Question #1: How big is the space and how large of a trailer can you accommodate??

Answer: Loading bay dock door that can accommodate a 53ft. semi-trailer.

Question #2 Will the trailer be left at a dock high or will there be a ramp?

Answer: Yes, no ramp. Question #3: Do you have a picture of the space?

Answer: No

Question #4: How often do you anticipate this being “pulled” and replaced?

Answer: Approximately, 2-3 times a month.







Question #1: Does your contractor have to be R-2 certified? NAID certified? Answer: Not required, but is given consideration as part of the selection criteria. Question #2 You mention under section 1.3 question 4, it states, “the selected vendor will be

required to have a local facility in Jacksonville Florida to provide services covered in this section”. Does that mean you need a retail facility or a processing facility?

Answer: A local facility to provide for pickup of purchased equipment and for providing

support for the purchased equipment. Question #3: Since you are doing serialized asset tracking, can you give me an idea of the

volume of equipment recycled in 2015 or 2016? This will help us adjust pricing accordingly.

Answer: Approximately 875 pieces of IT related items (2016) Question #4: Do you provide the serial numbers (serialized tracking) as part of the packing order

upon delivery? Or does the vendor need to scan the equipment and reconcile the serial numbers after processing?

Answer: The vendor will need to scan and document the equipment that they receive under this

program.







Question #1: We are interested in bidding on the IT Asset Disposition Program. I was wondering if

the local facility in Jacksonville FL was necessary? Answer: Yes.


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ITN N0. 08-17/LM IT Asset Disposition Program

INVITATION TO NEGOTIATE (ITN)

ITN N0. 08-17/LM

IT Asset Disposition Program

Anticipated Schedule:

ITN Release Date: January 27, 2017 Response Due Date: Friday, February 24, 2017 by 2:00pm EST Submit Response To: DCPS Purchasing Services 4880 Bulls Bay Highway Jacksonville, Florida 32219 OR Submit via e-mail to Louis Mitchum [email protected]

Finalist Interviews: Week of March 13, 2017 (tentative) Location and Time to be Determined Contract Award: To Be Determined

4880 Bulls Bay Highway

Jacksonville, Florida 32219

mailto:[email protected]

http://www.duvalschools.org/dcps

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DUVAL COUNTY PUBLIC SCHOOLS

ITN: IT Asset Disposition Program

ITN N0. 08-17/LM

1.1 Purpose:

The purpose and intent of this Invitation to Negotiate (“ITN”) is to enter into negotiations for a contractor to

implement a program for all IT Asset Disposition. The Core Disposition Services will include collection and

bin rental, on-site packing, transportation logistics, theft protection, data sanitization and hard drive

destruction/ shredding (if applicable), remarketing/resale, and recycling and component recovery. The

program must also include the ability to conduct local sales to employees, parents, and students who will be

able to purchase retired IT assets that have reached the end of their lifecycle. IT asset Items that are

included in this program are, laptops, desktops, monitors, copiers, televisions, servers, networking

equipment, and peripherals.

1.2 General Information about DCPS:

Duval County Public Schools operates 158 schools and services approximately 120,000 students. The school

district is committed to providing high quality educational opportunities that will inspire and prepare every

student for success in college or a career, and life. The county covers approximately 918 square miles and

is populated by nearly 900,000 residents.

1.3 Overview of Services Needed:

Anticipated services include, but are not limited to, the following:

Collection and bin rental - The vendor will be required to provide a semitrailer that will be stationed at

the DCPS Consolidated Service Center facility, 4880 Bulls Bay, Highway. The trailer will provide a

lockable storage area which will be used to segregate and accumulate IT assets for disposal as part of

the IT Asset Disposition Program.

Trailer pick up will be within 48 hours of notification that the trailer is full

When the loaded trailer is removed, an empty trailer shall be put in its place

Wooden pallets and plastic container pallet bins, labeled DCPS, may be used to hold

the electronic equipment. The bins need to be returned during a subsequent delivery of

an empty trailer. Pallets are not required to be returned

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The DCPS Consolidated Service Center 4880 Bulls Bay Highway

Jacksonville, FL 32219-3235

Special Scheduled Collections: At times DCPS will schedule full school or facility refreshes that will

mandate the following to occur.

DCPS will notify the vendor at least 2 weeks in advance that a school or facility is

scheduled for a full refresh and that a large quantity of equipment will be ready for

disposal under this agreement

The vendor will provide a lockable trailer at the requested site at a location to be

designated by DCPS staff.

The vendor will supply pallets and/or bins for DCPS to fill for the vendor to move to the

trailer for disposal through this IT Asset Disposition Program

DCPS will be responsible for identifying the assets that are out of lifecycle (5 years or

older) that will be put onto the pallets and/or into the bins for the vendor to move to the

trailer

DCPS will provide a report to the School Board a list of all equipment that will be

disposed of as part of this program as part of the normal monthly report on disposition

of assets

1. Transportation logistics – The vendor will be responsible for all transportation from the DCPS

Consolidated Service Center to the vendor’s processing facility. A complete description of the

vendor’s transportation and logistics process is required as part of the response to this ITN. It

should be noted that once the IT assets leave the DCPS Consolidated Services Center docking

area the selected vendor will then assume all responsibility for proper handling and disposal of

those assets.

2. Theft protection (in-transit insurance) – The selected vendor will be required to provide proof

of insurance coverage to cover any material business losses associated with disposal fines or

data loss/exposure.

3. Data sanitization and hard-drive destruction/shredding – The selected vendor must provide

detailed information on their plan to provide proper sanitization and hard-drive

destruction/shredding. Compliance with NIST publication 800-88 guidelines for Media

Sanitization and/or Department of Defense (DoD) Media Sanitization Guidelines 5220.22M must

be addressed in the response.

4. Remarketing/resale – A detailed plan on how the selected vendor will provide these services

is required for this section. The response must include how the vendor will market and make

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initial resale available to DCPS employees, students and parents. Items must be available for

purchase by DCPS employees, students, and parents for 30 days prior to opening up to the

general public. The response must also include a plan for online sales, local sales, and local

support for resold items. Integration with DCPS single sign on is required for the online sales

component. The selected vendor will be required to have a local facility in Jacksonville Florida

to provide services covered in this section.

5. Recycling and component recovery – A detailed plan on how the selected vendor will

address this section is required. The response must include how the selected vendor will DE-

manufacture and reclaim any serviceable components and recycle any raw materials from the

asset, in compliance with local and national regulations.

6. Reporting Requirements – Monthly reports will be required and must contain the following

information:

a. Inventory of all items (by serial number) and include any DCPS internal asset numbers

(if applicable), along with the make, model, and the final disposition of each asset.

(resold, destroyed etc.)

b. A monthly inventory which includes a serialized certificate of liability transfer and

certificate of data destruction for all systems picked up by the vendor

c. Vendor shall provide monthly documentation of net weight data by trailer load

d. A detailed report of items that were picked up and divided into two categories: items

that have value on the secondary market and items that have no value on the

secondary market.

1.4 Selection Criteria and Eligibility Requirements:

1. Pricing plan including resale

2. Approach to service

3. Local location with support plan

4. Industry Certifications for handling of E-waste

5. Value add

6. Experience and Reference

1.5 Questions and Required Information to be Submitted:

1. A proposal describing your qualifications and how the tasks outlined in 1.3 would be carried out.

2. A firm estimate of fees and other expenses that would be incurred.

3. Contact information for three references for Asset Disposition program.

1.6 Process:

All proposals received by the deadline will be reviewed. Interviews and negotiations with the finalists are

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anticipated to be scheduled the week of March 13, 2017 (but subject to change). It is DCPS’ sole discretion

to determine the number of finalists to be interviewed. It is anticipated that upon the success of

negotiations, an agreement will be reached for the IT Asset Disposition Program. The finalist(s) will be

notified at least one week in advance of the time and location.

1.7 General Terms and Conditions:

1. The District may, at its sole and absolute discretion, reject any and all, or parts of any and all

Proposals; re-advertise this ITN; postpone or cancel, at any time, this ITN process; or waive any

irregularities in this ITN, or in the Proposals received as a result of this ITN. The District also reserves

the right to request clarification of information from any Proposer.

2. All expenses involved with the preparation and submission of Proposals to the District or any work

performed in connection therewith, shall be borne by the Proposer. No Payment will be made for any

responses received, any other effort required of or made, or expenses incurred by the Proposer.

3. The contract terms and conditions stipulated in this ITN are those desired by the District and

preference will be given to those Proposals in full or substantial compliance therewith. However, after

allowance for any deviations, all Proposals will be considered. Proposers are cautioned that

restrictive deviations from the desired program must be clearly stated in the Proposal response.

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