Request for Proposals (RFP)
Distance Learning and Telemedicine Equipment & Services
RFP No.: ETSD-DLT-2024-01
Issue Date: May 2, 2025
Proposal Due: May 23, 2025 at 2:00 PM CT
Overview
This RFP outlines the requirements and expectations for furnishing, installing, and supporting distance learning and telemedicine systems at multiple sites throughout East Tallahatchie School District, in alignment with the USDA DLT grant MS0724-B16. The document details the scope of work, item specifications, quantities, and evaluation criteria. Vendors may bid on the entire package or on specific components. All terms, conditions, and timelines contained herein govern this procurement.
I. Introduction
East Tallahatchie School District (ETSD) invites sealed proposals from qualified vendors to furnish and install audiovisual and telemedicine equipment in support of the USDA Distance Learning and Telemedicine Grant (MS0724-B16). This project will modernize instructional and health service capabilities across ETSD campuses through the deployment of advanced video collaboration and interactive technologies.
All equipment and services must comply with federal procurement standards, Mississippi purchase laws, and ETSD Board policies. Vendors may submit proposals for the entire scope of work or for one or more specific components as outlined in Section II.
II. Scope of Work
- Procurement and delivery of equipment and accessories
- Removal and relocation of existing Smart Boards
- Installation and configuration of systems
- Integration with district infrastructure
- Initial setup, testing, and staff training
- Warranty registration and support coordination
All proposed equipment must be new and certified. Substitutions must be justified with equivalency details.
Item Descriptions
- Poly Studio X30 with TC8: All-in-one video conferencing bar with controller
- Poly+ 3-Year Service: Next business day replacement and support
- Newline Q Pro 65” Panel: UHD 4K touchscreen panel
- Acer TravelMate P4 Spin 14: Convertible laptop with Intel i5 and 512GB SSD
- Avteq DynamiQ mCart II: Motorized AV cart for interactive panels
- Meta Quest 2: Standalone VR headsets with educational content and accessories
III. Proposal Requirements
- Cover Letter
- Technical Proposal
- Delivery and Installation Timeline
- Warranty and Support Plan
- References
- Eligibility Certifications
- Proof of Insurance
IV. Procurement Standards
- ETSD Policy DJED & DJEC
- Mississippi Code § 31-7-13
- 2 CFR Part 200
V. Evaluation Criteria
| Criteria | Description | Weight |
|---|---|---|
| Compliance | Meets technical/functional requirements | 30% |
| Cost and Value | Performance vs. budget | 25% |
| Installation Plan | Clarity and timeline | 20% |
| Warranty & Support | After-sale service quality | 15% |
| Past Performance | Previous success in similar projects | 10% |
VI. Timeline
- RFP Release: May 2, 2025
- Questions Due: May 12, 2025
- Answers Posted: May 15, 2025
- Proposal Deadline: May 23, 2025
- Evaluation: May 26–28, 2025
- Award: May 29, 2025
- Contract Finalized: June 2, 2025
- Install Begins: June 9, 2025
- Deadline: July 19, 2025
VII. Submission Instructions
Submit 3 printed copies and 1 digital PDF to:
Mr. Raymond Russell, SuperintendentEast Tallahatchie School District
411 East Chestnut Street
Charleston, MS 38921
Email inquiries to: rfpdltgrant@etsdk12.org
Subject: RFP Inquiry – ETSD-DLT-2024-01
Late or incomplete submissions will not be considered.