Public Request for Proposal: Interactive Whiteboards

In response to Center for Spectrum Services' Smart Schools Bond Act notification (Click Here for details), Center for Spectrum Services has issued the following Request for Proposals (RFP).

Request for Proposal for Interactive Whiteboards
Project: To supply, deliver, install and warranty Interactive Whiteboards at Center for Spectrum Services facilities


Date: April 11, 2017

Any questions pertaining to this Request for Proposal should be directed to: Kerri Mellert This e-mail address is being protected from spambots. You need JavaScript enabled to view it . Phone number 845-336-2616 ext 143, Fax number 845-336-4153


1. This document is a Request for Proposal (RFP), not an invitation to Bid.
2. The RFP will be awarded by Center for Spectrum Services (CSS) to the vendor whose proposal is determined to be the most advantageous to CSS, taking into consideration the evaluation factors set forth in this RFP. a.The award of this RFP will be based on the following criteria:
i. Equipment
ii. Prior experience with vendor
iii. References 
iv. Total Price
v. Financial standing with company

3. RFP shall be submitted on or before April 18, 2017 to: Kerri Mellert.
4. Questions must be submitted via email to the address above.
5. Proposals must be sent to the attention of Kerri Mellert by mail in a sealed envelope marked “SSBA” and include vendor's name, address, and telephone number.
6. Vendors will be contacted after the RFP is reviewed.

Guidelines and Mandatory Requirements:
1. All proposals must be submitted in writing and accompanied by documentation on proposed whiteboards. Incomplete or late proposals will not be considered. Oral, telephone, fax or email transmitted proposals will not be accepted.
2. Proposal pricing must include 7 each:

  • 65” Interactive Whiteboard
  • Fixed Wall Display Mount
  • All cables necessary for proper function
  • Raceway or similar for wire protection
  • 5 year repair and replace warranty

3. Center for Spectrum Services is a non-profit tax exempt organization. Therefore, proposals should not include sales or excise tax.
4. Price quoted shall include all charges for packing, transportation, delivery and installation at the locations designated on the proposal.
5. All proposals will be considered firm for a period of 180 days from the date the proposal is due.
6. The CSS reserves the right to reject any or all proposals, to waive irregularities and to accept that proposal which is considered to be in the best interest of CSS. Any such decision shall be considered final. The CSS anticipates awarding this project in its entirety to one vendor. However, CSS reserves the right to split the award of this project.
7. Proposals may not be withdrawn or modified in any way by the vendor without the written approval of CSS. All vendors will be bound by math calculations, misquotes, or mistakes of any kind once the proposal is received.

Machine Specifications: Refer to Exhibit A for locations of Whiteboards. All Whiteboards shall be newly manufactured with no used or refurbished parts.

Maintenance and Support Services: All vendors shall be capable of providing maintenance and support services for all proposed devices. Maintenance and support services shall, at a minimum, meet the following  requirements.

1. All maintenance work for repair, parts and labor is to be included in the proposal.
2. Acknowledgement of a service call shall be made within two hours to verify the request, offer telephone assistance, and provide an estimated time of arrival.
3. A service history report for each machine shall be provided upon requested to the CSS.
4. Qualified service personnel shall perform equipment repairs during regular office hours whenever possible. Regular office hours are Monday thru Friday from 8:00 am to 4:00 pm. Service before or after office hours must be approved. In addition,vendors shall provide the number for a 24/7 hotline for service assistance during non-business hours.
5. Vendors shall provide a detailed description of their process for dealing with service and performance issues.
6. The maximum allowable downtime for any one piece of equipment is 48 hours {16 business hours).
Vendors must detail their "service escalation process".

1. All machines must be delivered to the location as listed. Delivery is to be made to locations specified during normal operating hours.
2. Completed delivery is defined as the complete installation of interactive whiteboard with all options ordered, in location of final use as specified.
3. Payment will not be made until all machines are installed and verified in working order.

Additional Considerations: Center for Spectrum Services encourages vendors to elaborate and expand upon the minimum specifications provided above . This includes, but is not limited to, machines specifications, networking and third party compatibility, maintenance and support services, and delivery and training.

Exhibit A


City, State

Number of Whiteboards

70 Kukuk Lane

Kingston, NY


4 Yankee Place

Ellenville, NY