EASTERN UPPER PENINSULA I N T E R M E D I AT E S C H O O L S DISTRICT

REQUEST FOR PROPOSAL 3D PRINTERS AND PROFESSIONAL DEVELOPMENT – UP SMILE PROJECT DEC 23, 2015

REQUEST FOR PROPOSAL G E N E R AL T E R M S AN D C O N D I T I O N S

The Eastern Upper Peninsula Intermediate School district (EUPISD) is seeking proposals for the purchase of approximately 125 3D printer kits and teacher trainings at 5 locations in the Upper Peninsula as set forth in the attached documentation. We are looking for 3.5 days of teacher training on the assembly, maintenance and use of the 3D printers in the classroom. There will be 5 training sites across the Upper Peninsula with 20 – 30 teachers (average 25 for a total of 125) each assembling and receiving a 3D printer upon completion. Award of bid will be based on “best value” considering price, conformance to specifications, quality and relevance of training, past performance, and ability to deliver the products and services. This includes financial and corporate stability of the supplier as well as a proven track record with similar projects. Each vendor must complete the pricing as requested and attach a complete hardware description. The EUPISD is exempt from all federal and state sales taxes. This award will be valid for a period of 60 days. Any questions concerning this bid shall be directed to Steve Gordon, Director of Finance & Human Resources, (906) 6323373 x-120 or (906)-440-5848 (c) or [email protected].

1)

Bid prices shall include all inside delivery, to buildings at the five locations  Dickinson-Iron-Menominee Math, Science, and Technology Center, Menominee, MI  Eastern Upper Peninsula Mathematics and Science Center, Sault Ste Marie, MI  Northwoods Mathematics and Science Center, Escanaba, MI  Seaborg Center, Marquette, MI  Western Upper Peninsula Center for Science, Math, and Environmental Ed, Hancock, MI

2)

Shipments for all printers must be coordinated with Steve Gordon, Director of Finance & Human Resources. All shipments are to be made to the designated sites prior to the scheduled teacher training sessions.

3)

EUPISD reserves the right to accept or reject any or all items in the bid; to accept or reject any or all bids; to waive any informalities therein; or for reasons of establishing uniformity or that serve the best interest of the District, to award the contract to other than the low bidder(s).

4)

All proposals must be submitted on the attached "BID PROPOSAL FORM". Attachments are allowed to provide relevant details. The proposal must be the original and signed by an individual authorized to bind the vendor to be valid. Proposals must be received by Monday, January 11, 2016 by 2:00 PM or they will not be considered. Proposals received after the announced time and date will be returned unopened.

5)

One (1) signed copy of the written proposal must be submitted in a sealed envelope marked “Proposal: UP SMILE 3D Printing”. All proposals must be mailed or hand-delivered to: Steve Gordon EUPISD – UP SMILE 3D Printing 315 Armory Place Sault Ste Marie, MI 49783.

6)

Bids will be publicly opened and read at 2:15 PM on Monday, January 11, 2016, in the Business Office located at above address. No oral, telephonic, email or facsimile proposals will be considered. No late proposals will be accepted.

7)

References of three (3) K-12 school district accounts currently serviced, for whom comparable work has been performed, must be furnished. This list shall include company name, person to contact, address and telephone number. Failure to include references may be ample cause for rejection.

8)

Any catalog, brand name or manufacturer’s reference in this RFP is descriptive – not restrictive – it is intended to indicate type and quality desired. If brand other than that specified is proposed, complete descriptive information of said article must be included with the proposal. Only like products, quality and warranty will be considered. If vendor takes no exception to specifications referenced in this RFP, brand names, models, etc. as specified, must be furnished.

9)

All items proposed must be new, not reconditioned, unless otherwise indicated on the proposal.

10)

EUPISD is not liable for any costs incurred by the vendor prior to the issuance of any agreements, contracts or purchase orders, and will not pay for information solicited or obtained in response to this RFP. The information obtained will be utilized solely to determine the suitability of the products or services offered. Subsequent procurement, if any, will be in accordance with appropriate rules and regulations.

11)

All submitted proposals will be reviewed and evaluated by only those officials who have a legitimate interest. Any information within a proposal that a vendor considers to be proprietary should be identified as such in writing. Otherwise, EUPISD reserves the right to use any or all ideas presented with a proposal in any reply to this RFP. Selection or rejection of a vendor’s proposal does not affect this right.

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12)

Vendors may be required to make an oral presentation to EUPISD evaluators if clarification of a proposal is necessary to make a proper evaluation. A vendor’s original proposal cannot be changed in any aspect as a result of an oral presentation. The oral presentation is only intended to provide an opportunity for vendors to clarify specific portions of their proposal. Oral presentations will be arranged at the discretion of EUPISD and will be by invitation only.

13)

Any maintenance costs and any other potentially hidden costs shall be identified as part of the proposal.

14)

All questions regarding the specifications of devices or clarifications regarding the general terms and conditions must be emailed or faxed to Steve Gordon by Wednesday, January 6, 2016. Responses to the questions will be completed and returned by Thursday, January 7, 2016. The email address is [email protected], the fax number is (906) 632-1125.

3 D P R I N T E R K I T S P E C I F I C AT I O N S

The following specifications are intended to define the minimum requirements of an acceptable 3D Printer Kit. The vendor is responsible for providing documentation that the product or manufacturer meets the requirements at the time of the response opening. A lack of documentation may constitute non-compliance with the requirement and is considered incomplete and can be thrown out. Whether or not the company or product will meet the requirements in the future is not relevant for this proposal, compliance must exist at the time of the bid opening. In addition, EUPISD is asking for additional information to determine the ability of the organization to fulfill the district’s need for quality relevant teacher training on the 3D Printers and their use in the classroom.

PRODUCT REQUIREMENTS

1) The printers must be a quality Open Source 3D Printer Kit that is partially assembled. 2) Spare parts must be supplied and available during the assembly/training to ensure all printers are functional at the completion of the training. 3) The printers must be compatible and function with OpenSCAD (openscad.org) and Slic3r (slic3r.org). All needed Windows drives must be available for the training. 4) A basic Tool kit for use with assembly & maintenance is to be provided and included with each printer.

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T R AI N I N G R E Q U I R E M E N T S

1) The vendor shall provide instruction and facilitation for a workshop at each of the five (5) locations having a total duration of 3.5 contiguous days as follows: a. b. c. d. e.

Western Upper Peninsula Center for Science, Math, and Environmental Ed: 6/13-6/16, 2016 Dickinson-Iron-Menominee Math, Science, and Technology Center: 6/20-6/23, 2016 Eastern Upper Peninsula Mathematics and Science Center: 6/27-6/30, 2016 Northwoods Mathematics and Science Center: 7/25-7/28, 2016 Seaborg Center: 8/1-8/4, 2016

2) Each location will have 20 – 30 participating K-12 teachers (25 average with an overall total of 125). 3) Each location (Math Science Center) is to be invoiced separately for their printers and training sessions. 4) During the workshop, each participating teacher is to be introduced to the basics of 3-D printing and will then build an open-source 3-D printer through hands on activities, from kits to be provided by the vendor. 5) Upon conclusion of assembly, participants shall be led through commissioning, testing and calibration so that each printer is demonstrated to be fully functional. 6) Instruction is to be provided on how to use supporting software and examples shall be given on how the printers can and have been incorporated into the curriculum. 7) The program is to allow for self-paced, hands on, interaction wherein participants follow instructions presented and then assisted by trained facilitators to complete tasks. 8) The vendor shall provide experienced education facilitators for the workshop at a ratio of 1 on-site facilitator for each 5 participating teachers. Please elaborate on the qualifications of your facilitators. The main instruction may be delivered electronically (online). 9) All participant teachers will be are required to bring a laptop computer to the workshop. The laptop shall have OpenSCAD (openscad.org) and Slic3r (slic3r.org) installed and functioning prior to the workshop. 10) The participant teacher laptops will also have a wired Ethernet and wireless connection available. 11) The workshop agenda should include the following: a. Introduction to open-source 3-D printing; working in teams, assemble all the printers. b. Commission, calibrate, troubleshoot and test the printers. c.

Introduction to the various supporting software.

d. Introduction to and exploration of 3D printing skills. e. Introduction to solid modeling; design and printing of parts and items. f.

Integration of 3D printing into the K-12 curriculum.

g. Lots of Hands-on activities. 12) Any specialized tools, not part of the included tool kit, that may be needed are to be made available by the vendor for use in the training.

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13) Each of the training sites will provide at no cost to the vendor: a. A secure location that can be used for the duration of the training program. b. An appropriate venue that includes approximately nine square feet of flat, sturdy work surface for each team, including chair for each participating teacher. c.

Wireless Internet connection for all participants and facilitators.

d. Food and beverages for all participants and facilitators. e. Audio/video equipment (amplified speakers, projector and screen) for presentation of instructional media. f.

Vendors are to include a detailed listing of any addition specific site needs they have for the training session.

14) All other costs, fees, charges, etc related to the trainings are to be included and specified in the vendor proposals.

G E N E R AL Q U E S T I O N S

Functional Requirements Quality of components Describe the quality and performance of the components in the 3D printer kits. Warranty Describe all aspects of the 3D printer warranty. Support Services Support Describe your follow-up support services that are available. Service Inventory Describe the availability of replacement parts for the 3D printers. Documentation, Training & Customer Feedback Specifically annotate the types of media (CD, printed, web, etc.) available for documentation. Include presale information, technical service bulletins and end of support timelines. Provide a list of some related trainings that you have done for K-12 Schools in the past 5 years. Provide references of three (3) K-12 school district accounts currently serviced, for whom comparable work has been performed, must be furnished. This list shall include company name, person to contact, address and telephone number. Pricing Describe and list any license fees or extra costs or potential charges.

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BID PROPOSAL FORM 3D Printers and Professional Development – UP SMILE PROJECT The undersigned certifies that the bid contained herein meets or exceeds specifications. Prices bid will remain firm for 60 days from the date of opening. The undersigned certifies that there is no direct or indirect business relationship between this firm and any of its employees, with any member of the EUPISD Board of Education or any school district employee in a position of influence and there is no conflict of interest.

Signature ___________________________________ Date _________ ________________________________________________________________________________________ Price per 3D Printer $_____________________ Total quantity 125 Price per Training session $ ______________________ Total Quantity 5 Other non-included costs $ __________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ __________________________________________________________________ Grand Total (Includes All expected costs, travel, expenses, charges, fees, etc) $________________

Optional Services: (if applicable)

Please List: __________________________________________ $_________________ per printer Please List: __________________________________________ $_________________ per training Please List: __________________________________________ $_________________ per participant

Firm Name_______________________________________ Phone number_____________________

Firm Address_________________________City_________________State_____Zip Code_________

Submitted by: _______________________________________Title: __________________________

Authorized Signature _______________________________________________ Date ____________

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