Projectors and Related Accessories Request for Proposals (RFP)

The Organization for Educational Technology and Curriculum (OETC) is issuing a Request for Proposals (RFP) for Projectors and Related Accessories on behalf of its public K-20 member institutions. The purpose is to identify and award a contract to provide volume price agreement and fulfillment services for the consortium members.

Proposals should be mailed to the address below or delivered in person to Kim Buchanan, Project Coordinator and must arrive no later than 2:00 p.m. PT on May 6, 2010.

Attn: Kim Buchanan
14145 SW Galbreath Drive
Sherwood, OR 97140

The following files are required for this RFP:

Extension Granted April 20, 2010

Resulting Contracts

All contracts resulting from this solicitation have expired. Find current contracts on the OETC Store.


OETC is a nonprofit that empowers educational institutions. We represent our membership in organizing cost-effective, cooperative technology purchases through a sealed, competitive bid process to negotiate contracts that abide by state procurement statutes.

How It Works:

  1. OETC advertises a multi-state, open, competitive Request for Proposals (RFP) based on a non-brand specification on behalf of our public membership.
  2. Trained OETC scorers evaluate proposals based on a disclosed rubric.
  3. Awards are based on the lowest price offering from a qualified respondent.

6 thoughts on “Request for Proposals (RFP) – Projectors, Related Accessories

  1. Section IV, C,

    5. To be considered a complete bid, a price is required for each and every item prelisted in Exhibit A. Quotes on only a subset of items or failure to provide all requested information would be considered incomplete and discarded. Qualified Bidders may mark appropriate items as discontinued, unavailable, or replaced or include quotes on additional services separate from the requested items (e.g., 10 installation, systems integration).
    Failure of a Qualified Bidder to provide complete pricing data may be considered non-responsive and may be disqualified from further consideration.

    Question #1: Where are the Prelisted items listed in Exhibit A?

    C. Bid Submission and Format

    2. Bidders must submit one three-ringed binder or comb bound document organized in the following way:
    a. Tab One – Company Information
    b. Tab Two – Fulfillment & Sales Support
    c. Tab Three – Education References
    d. Tab Four – Exhibits A (Bidder Information), B (Pricing) and C (AdditionalResellers, if necessary)
    e. Tab Five – Bid Signature Page

    Question: Can you please elaborate on the requirements of each item requested for Tab One, Tab Two, and Tab Three, i.e., what kind of Company/Fulfillment/Sales Support information are you looking for? How many Education References are required for this bid?

    1. Question #1: There are no pre-listed items in Exhibit A. Bidders must submit the items that meet the qualified standard as identified in exhibit A.

      Question #2: Please use the following as guidance:

      1. Level of Experience). Describe how the qualification and experience of your firm best meet the requirements of this RFP. Proposals must include the following:
      a. How long the Firm has been in business.
      b. How much experience the firm has performing similar work.
      2. Fulfillment and Sales Support. Describe the key personnel assigned to OETC’s account and personnel assigned to provide sales and service support to OETC’s members. Proposals must include the following:
      a. Name of dedicated account representative to handle OETC’s product, pricing and pre-sales support questions.
      b. Names and locations of any pre-sales and support personnel in OETC member’s states.
      c. Professional development the firm provides around requested products.
      3. References. Provide at least 4 educational references. Additional information may include the following:
      a. References from OETC member institutions in Oregon.
      b. References from OETC member institutions in Washington.
      c. References that are a mix of large and small members (as measured by student enrollment).
      4. Membership Experience.
      a. Have members lodged complaints regarding the Firm’s practices?
      b. Have OETC’s and/or OETC’s members’ calls and questions been responded to quickly and accurately by the Firm.
      c. If Firm has prior experience with OETC, are product descriptions and pricing updated appropriately?
      5. Proposal
      a. Were all directions for this RFP followed?
      b. Is the proposal logical, reasonable and professional?

  2. Question: On the signature page (paragraph #1), it’s states, “…Qualified Bidders to provide document camera products and related services.” Is this a misprint and should read “projectors and related services?”

    Question: Will any other manufacture of projectors be considered for this projector bid beyond the ones listed in Exhibit A (i.e. Sanyo, Dukane, Hitachi)?

    1. Question 1:

      OETC apologizes; this is a typo and you are correct, it should read: “Projectors and related services.” The RFP has been corrected.

      Question 2:
      Any projectors that meet the qualifying standard may be submitted. The standard is measured by quality of warranty, construction, specifications and reputation in the educational community.

      Currently OETC has a contract for Hitachi projectors, and we are unlikely to change unless the pricing is compelling and the member benefits are too great to ignore.

  3. III Instructions to Bidders
    D. Pricing Instructions #2

    For every product line identified in Exhibit A, Bidders shall bid a percent off of manufacturer’s suggested education price.

    Question: Don’t we have the option of bidding % off OR cost plus? Please clarify.

    III Instructions to Bidders
    G. Modification or Withdrawal #3

    All variances from the specifications shall be clearly noted on the proposal to allow for evaluation of that variance. The lack of notation of a variance my constitute rejection of the proposal.

    Question: Can you please elaborate on this statement?

    IV Bid Specifications
    D. Pricing # 3
    Please clarify that the “Cost Plus” or “Percentage Below MSRP” that we use is to the Member price?

    V. Bid Evaluation
    B. Pricing – 60 Points # 1

    OETC standardizes all the products for which OETC receives proposals for within a given invitation to bid, and then adds up all of the pricing to determine the lowest net bid price. The responsible bidder with the lowest net pricing will receive the full 60 points.

    Question: Will you be comparing exact product models on bids to determine lowest net pricing? What about Accessories?

    1. Question 1: Yes. Please refer to the Exhibits. Exhibit A allows for either “Cost Plus” or “Percent off of MSRP.”

      Question 2: If a bidder would like to respond, but propose different terms and conditions or contract specifications, that must be clearly marked, and will add to OETC’s evaluation time. For example, if a proposer wants to bid pricing that is not FOB, this change must be very clear.

      Question 3: Cost plus or percent off MSRP is the member price, so those figures must include the Admin Fee for those products.

      Question 4: Yes. Same for accessories. We standardize as much as we can (for example sometimes bidders offer the same products, but with different warranties) and then use an objective rubric to evaluate the proposals in their entirety.

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