Agenda Item
c. Collaboration Presentation System, RFP 18-16 (Not to exceed $11,026,590) (Updated 09.08.2023)
Summary: Presented by: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the Board of Education extend RFP 18-16 Collaboration Presentation System to Virtucom, LLC to support the purchase of the interactive flat panels for a refresh project in an amount not to exceed $11,026,590.
This is a one-year extension.
Why: To replace first generation flat panels in all schools in the DeKalb County School District and add devices in identified spaces supporting instruction. This upgrade will support a digital teaching and learning environment as well as provide additional tools that support school safety.
Details: The Division of Information and Instructional Technology of DeKalb County School District (DCSD) requested proposals from qualified offerors of multiple solutions for the Collaboration Presentation System solution to be used in teaching and learning environments in the school district. The district solicited respondents who could provide interactive flat panel solutions of various sizes (and features) embedded with a computer.
Fifteen proposals were reviewed and 14 deemed responsive, with 17 solutions (or possible choices) provided. Based on the best and final offers from the top three responding vendors below, DCSD has determined that the best course of action would be to put 75-inch boards in the classrooms and 84-/86-inch boards in the media centers. When all criteria were evaluated, it was determined that Virtucom (ViewSonic) was the best choice.
The interactive flat panel refresh project will provide updated ViewSonic flat panels for teaching and learning environments to create collaborative lessons that motivate and support student engagement and improve test scores.
Financial impact: $11,026,590
Charge Code: ESSERS
Charge Code: General Fund 100.1000.561200.00011.7600.9990.0308.070.0000
Contact: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: August 2023
Status: Approved by Legal Counsel
RFP 18-16: Collaboration Presentation System
Executive Summary
Prepared for June 2018
Board of Education Approval
1
Table of Content
Executive Summary
Introduction ....................................................................................................3
Evaluation Results .........................................................................................3
Criteria and Requirements .............................................................................5
Conclusion .....................................................................................................5
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RFP 18 - 16: Collaboration Presentation System
Executive Summary
Introduction
The Information Technology Division of DeKalb County School District (DCSD)
requested proposals from qualified offerors of multiple solutions for the Collaboration
Presentation System solution to be used in teaching and learning environments in the
school district. The district solicited for respondents who could provide interactive flat
panel solutions of various sizes (and features) embedded with a computer. The flat
panel specifications are listed below.
• 70-inch Flat Panel
• 75-inch Flat Panel
• 84-inch Flat Panel
• 96-inch Flat Panel
• Mobile Solution
Fifteen proposals were reviewed and 14 deemed responsive, with 17 solutions (or
possible choices) provided.
Evaluation Results
Based on a careful evaluation of how well each of the 17 possible choices could meet
the 5 major criteria considered, Virtucom (ViewSonic) appears to be the best choice.
The 17 choices considered were:
Virtucom (ViewSonic)
CDW-G LLC (ViewSonic)
CDW-G LLC (Promethean)
Summit Solutionz Inc (ClearTouch)
Troxell Communications (NewLine)
Howard Technology Solutions (BoxLight ProColor)
CCS Southeast (ViewSonic)
EMTEC Inc (Infocus)
Troxell Communications (ClearTouch)
LeCroy Education Tech (Galaxy Next Generation)
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ELB (Prowise+ProLine)
ELB (Prowise+EntryLine UHD)
Audio Visual Innovation Inc (Clary One Screen)
Summit Solutionz Inc (Smart)
Unified AV System (ViewSonic)
Unified AV Systems (Smart)
American Electronic Entertainment Inc (OneScreen Canvas)
The criteria and weights used to evaluate the options were (in order of importance):
Cost – 40%
Equipment and Software – 20%
Services and Support – 20%
Training – 15%
Company's Profile – 5%
Of all the choices considered, 10 were leading candidates. These "top options" were:
Virtucom (ViewSonic)
CDW-G LLC (ViewSonic)
CDW-G LLC (Promethean)
Summit Solutionz Inc (ClearTouch)
Troxell Communications (NewLine)
Howard Technology Solutions (BoxLight ProColor)
CCS Southeast (ViewSonic)
EMTEC Inc (Infocus)
Troxell Communications (ClearTouch)
LeCroy Education Tech (Galaxy Next Generation)
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Criteria and Requirements
The question of "RFP 18 - 16: Collaboration Presentation System" was evaluated by
means of a decision table.
Cost
Equipment and Software
Services and Support
Training
Company's Profile
Summary
Virtucom (ViewSonic) 8.23 19.50 19.00 15.00 5.00 9.14
CDW-G LLC (ViewSonic) 8.49 19.50 18.00 14.50 5.00 9.10
CDW-G LLC (Promethean) 8.29 19.50 18.00 14.50 5.00 9.02
Summit Solutionz Inc (ClearTouch) 7.93 20.00 16.00 14.50 5.00 8.72
Troxell Communications (NewLine) 9.11 20.00 12.50 14.00 4.00 8.69
Howard Technology Solutions (BoxLight ProColor) 8.10 19.50 15.50 15.00 4.00 8.64
CCS Southeast (ViewSonic) 7.33 19.00 16.50 15.00 4.00 8.38
EMTEC Inc (Infocus) 6.34 19.50 19.00 14.00 5.00 8.29
Troxell Communications (ClearTouch) 8.29 20.00 11.50 14.00 3.00 8.17
LeCroy Education Tech (Galaxy Next Generation) 8.89 18.50 14.50 7.00 3.50 7.91
ELB (Prowise+ProLine) 0.00 19.06 16.50 15.00 3.00 8.93
ELB (Prowise+EntryLine UHD) 0.00 18.00 16.50 15.00 3.00 8.75
Audio Visual Innovation Inc (Clary One Screen) 0.00 19.50 13.50 13.00 5.00 8.50
Summit Solutionz Inc (Smart) 0.00 15.50 16.00 14.50 5.00 8.50
Unified AV System (ViewSonic) 0.00 17.50 13.00 10.50 2.00 7.17
Unified AV Systems (Smart) 0.00 17.50 13.00 10.50 2.00 7.17
American Electronic Entertainment Inc (OneScreen Canvas) 0.00 17.50 10.00 3.50 1.00 5.33
Decision Table for RFP 18 - 16: Collaboration Presentation System
DecideRight Table Legend
Light Green Excellent
Dark green Good
Yellow Fair
Red Poor
Cost or information requested for details for a specific requirement was not provided but was required and a rating of “Fails” is given. This rating counts
Black
against the overall total of the response
Conclusion
Based on the best and final offers from the top three responding vendors below, DCSD
has determined that the best course of action would be to put 75-inch boards in the
classrooms and 84-/86-inch boards in the media centers. When all criteria were
evaluated, it was determined that Virtucom (ViewSonic) was the best choice.
Flat Panel 75-inch w/CPU
Top 3 Companies Initial Offer Best & Final Offer Difference
Virtucom (ViewSonic) $4,492.00 $4,218.84 $273.16
CDW-G (ViewSonic) $4,561.93 $4,319.00 $242.93
CDW-G (Promethean) $4,752.72 $4,273.75 $478.97
Summit (ClearTouch) $5,161.00 $4,215.24 $945.76
Flat Panel 84-inch/86-inch w/CPU
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Top 3 Companies Initial Offer Best & Final Offer Difference
Virtucom (ViewSonic - 86-inch) $7,238.00 $6,900.25 $337.75
CDW-G (ViewSonic - 86-inch) $7,535.29 $7,058.00 $477.29
CDW-G (Promethean - 86-inch) $6,845.44 $6,538.75 $306.69
Summit (ClearTouch) $6,474.00 $5,218.00 $1,256.00
Even though solicitation requirements and costs for flat panel devices have the CPU embedded.
The cost proposal required a line item for the CPU. For the district to be able to outfit all
classrooms, it may require the removal of the CPU and use the computer that is already in every
classroom and is attached to the existing Promethean board.
Flat Panel 75-inch (removed CPU cost)
Top 3 Companies Initial Offer Best & Final Offer Difference
Virtucom (ViewSonic) $3,703.00 $3,442.59 $260.41
CDW-G (ViewSonic) $3,744.79 $3,502.00 $242.79
CDW-G (Promethean) $4,010.47 $3,537.25 $473.22
Summit (ClearTouch) $4,356.00 $3,474.00 $882.00
Flat Panel 84-inch/86-inch (removed CPU cost)
Top 3 Companies Initial Offer Best & Final Offer Difference
Virtucom (ViewSonic - 86-inch) $6,449.00 $6,124.00 $325.00
CDW-G (ViewSonic - 86-inch) .$6,718.15 $6,241.00 $477.15
CDW-G (Promethean - 86-inch) $6,103.19 $5,802.25 $300.94
Summit (ClearTouch) $5,669.00 $4,476.76 $1,192.24
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