RFID Chromebook Tags

The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified Suppliers for Chromebook Identification Tags for Canyons School District (CSD).  It is anticipated that this RFP may result in a contract award to a qualified Supplier as needed and as defined further in the Scope of Work. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. When using Utah State Contract pricing, please reference a contract number.
All solicitation responses must be submitted electronically through Ion Wave.  
Please send samples for any alternate items bid on this RFP for CSD review. Product must be as specified. If an equal (to be determined by Canyons School District), substitution is quoted, a sample with spec sheet, and explanation of the differences must be provided by the bid end date.   Send Sample to: Canyons School District-Purchasing Department 9361 South 300 East, Suite #218 Sandy, Utah 84070 Attn.: Darci Nash, buyer
General Information   A. Inquiries All inquiries relative to this RFP must be submitted through Ion Wave and will be answered through and Ion Wave up to the Q & A deadline.   B. RFP Award When the award is made, it will be posted in Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Ion Wave as well.
  C. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated).
  D. Contract Period This agreement shall commence on the date of the RFP award by the Board of Education and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term.
  E. Contract Pricing The contract will be a firm fixed price contract or percent off list price. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier.  
Scope of Work:  
Size & Dimension Requirements
Width: 2.0 to 3.3 inches (preferred range: 2.0–2.5 inches) Height: Approximately 1 inch Thickness: Approximately 1.0 to 1.25 mm (thinner is preferred, provided the tag reads reliably on metal surfaces) Foam standoff optional (Tags must read reliably on metal surfaces, laptops, and tablets; testing has shown foam standoffs improve performance on technology assets)
RFID Performance Requirements
Must function on metal surfaces without significant signal degradation Readable at a minimum range of 9 feet (line of sight) on metal surfaces (greater range is preferred) Must comply with EPCglobal Class 1 Gen 2 RF protocol (ISO 18000-63) Tags will be read in a variety of circumstances, including:

On desks In backpacks In storage cabinets Stacked on shelving In metal charging cabinets with doors open (close range)
Adhesive & Durability Requirements - Semi-permanent adhesive to deter student removal - UV stable for indoor and outdoor use - Water and sweat resistant, adhesive should remain stable with exposure to moisture - Must withstand exposure to common cleaning agents and conditions, including: - Isopropyl alcohol (up to 70%) - Ammonia-based cleaners (e.g., glass/screen cleaners) - Mild detergents and disinfecting wipes - Bleach-free disinfectants (e.g., quaternary ammonium compounds) - Must resist water, dust, and mild mechanical abrasion Customization Requirements - Custom print in 1 to 3 colors including: - Canyons School District name (no logo, text only) - Contact phone number - Code 39 barcode with human-readable text showing the encoded data - RFID encoding must include a permanently programmed serial number Ordering Requirements - Vendor can supply 35,000 to 45,000 units - Tags must be delivered pre-printed and pre-encoded based on provided data - Vendor must provide a structured format for submitting the customization details   Other Miscellaneous Requirements/Items Interested vendors should provide: 1. Detailed specifications of the RFID tags, including materials and performance data 2. Testing documentation or references proving RFID read range on metal surfaces 3. Sample tags upon request for evaluation - CSD will need samples of at least 10 units to test. 4. Pricing per unit and any volume discount tiers 5. Lead time and shipping details (including order fulfillment timeframe) Vendors may propose alternative designs that do not require a foam standoff if they can demonstrate that the tag meets the minimum read range (9 feet on metal) and performs well in diverse storage and deployment scenarios. CSD is willing to consider tags that can be printed and programmed on-site as long as RFID performance standards are met and printing supplies are not perishable.
  Technical Proposal Requirements Proposing Suppliers are expected to complete Schedules A-D (in attachments) and upload as part of of their proposal.  Schedule F (price) should be uploaded as a separate file.  
Evaluation of Proposals   Evaluation Criteria  CSD will evaluate each proposal submitted based on responsiveness to CSD’s overall needs. The award of contract, if made, will be to the supplier(s) who are responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP.     n/a: Certification of Proposal (Schedule A)     15 Points:     Executive Summary (Schedule B)        20 Points:     Qualifications/Experience (Schedule C)          30 Points:     Detailed Response (Schedule D)     05 Points:     References (Schedule E)     30 Points:     Price Proposal (Schedule F)
  Evaluation Method The schedules will be scored by an evaluation committee. Evaluators will score each section 1-5 (1 being low and 5 being high). Scores will then be multiplied by a specified number (see the example evaluation sheet.   Schedule F (Price) will be evaluated by the Purchasing Agent using the following point weight method: (Lowest Proposed Price / Each Individual Proposed Price) x 30 Points.   NOTE: If price proposals are unclear and clarification is needed, the Purchasing Agent reserves the right to request a best and final offer from all submitting Suppliers.