Invitation To Bid
The Hickman County Finance Office is accepting sealed bids for a yearly School System
Technology Service Plan to assist the Technology Department of Hickman County Schools.
The plan will include server maintenance, network planning and troubleshooting, work order
maintenance and other tasks as assigned by the district.
All bidders will be required to submit a conflict of interest disclosure form that can be obtained at
www.hickmank12.org/request-for-proposal.
Additional specifications can also be found at www.hickmank12.org/request-for-proposal.
Sealed bids must be mailed or delivered to the Hickman County Finance Office, 114 North
Central Avenue, Suite 203, Centerville, TN 37033 and clearly marked on the outside of the bid
envelope "School System Technology Service Plan".
Bids will be opened on Monday, May 20th, 2024 at 10:00 A.M. in the Finance Office.
The Hickman County School District reserves the right to reject any and/or all bids or proposals
and to waive any informalities, which in the opinion of the school system, would prevent the
acceptance of a better bid.
Present Penny Mayberry
Whitney Johnston
Blue Grass Computer 35,000.00
M-30-24
BCS
Bluegrass Computer Systems
Technology Service Plan
Bluegrass Computer Systems is a Managed Service Provider that has been in
business for nearly 15 years. Over the course of 15 years we have had the privilege of
supporting our clients in many different ways. Our business model revolves around
tailoring the support we provide to our clients. This process helps reduce extra costs,
aligns protocols and processes in a more efficient manner and maximizes our ability to
provide you with exactly what you need. From desktop support to level 3 networking
support, we cover the gamut of technology support needs all while having experience
working with a number of K-12 schools.
On the following page titled "AGREEMENT" you will find we have prepared an
agreement that outlines and includes all information requested and organized in
sections. Please don't hesitate to contact US if you have any questions or concerns.
Thank you for consideration,
Phillip Draude
Owner
270-484-1705
Bluegrass Computer Systems
pdraude@bgcsystems.com
AGREEMENT
This Agreement is made by and between Bluegrass Computer Systems, LLC (d/b/a BCS) of
1788 Old Gallatin Rd, Portland Tennessee 37148 (hereinafter the "Company") and Hickman
County Schools (hereinafter the "Client").
The terms and conditions set forth herein constitute the Agreement between the parties hereto
for the Services as hereinafter defined herein to be rendered by Company to Client.
1. SERVICE AGREEMENT FEE.
The Client agrees to pay the Company a fee of $35,000.00 for the Services to be rendered
by Company for term specified. This fee includes payment for unlimited remote support
and ten (10) designated onsite days needed to fulfill server maintenance, network
planning and troubleshooting, work order maintenance and other tasks as assigned by the
district. Existing tools that enable Company to perform services both remotely and onsite
will remain the responsibility of Client to maintain subscriptions for where necessary.
Client has the option to utilize Company's support tools when appropriate. Should Client
need additional on-site support, Client may utilize Company on an hourly basis at the rate
of $150 per hour.
2. TERM.
The initial term of this Agreement shall be for one (1) year commencing on
July 1, 2024, and terminating on June 30, 2025. Client has the right to extend this
agreement for up to two more years in one-year increments from July 1, 2025, if
applicable. Company and client retains the right to make adjustments to this agreement
upon review and renewal of an additional year.
3. SERVICES.
a. Unlimited Remote Support includes 24/5 support through Company's dedicated
point of contact. Weekend support must be planned ahead unless of an
emergency.
b. Ten Onsite Visits includes the need to properly support with troubleshooting,
network planning, and network systems management.
c. IT Systems and Infrastructure Management includes upkeep and utilization of
existing IT tools and systems. Including data servers, camera servers and
switching.
d. Security Compliance and Maintenance includes maintaining IT security
compliancy standards and communication with 3ʳᵈ party vendors for security
requirements.
4. REMOTE ACCESS CONSENT.
Client hereby gives consent to Company to access Client's server/computer upon which
the service is installed on and shall not be withdrawn during the Term of this Agreement.
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5. DUTY OF NOTIFICATION.
The Client has the duty to immediately notify Company or designated point of contact
when issues or questions arise.
6. TERMINATION OF AGREEMENT.
Both Company and Client commit to one (1) full year of service with no option to cancel.
Both Company and Client have the option to choose to not renew once the year of service
contract ends or Company and Client can choose to auto-renew the agreement if no
changes to the agreement are necessary.
7. COMPLIANCE WITH LAWS AND ACCEPTABLE USE.
Client is solely responsible for Client's conduct related to the Services and any data the
client stores or shares as a part of the Services. The Client specifically agrees that it will
not use the Services to violate any laws or regulation, to infringe on the intellectual
property or rights of third parties, or to transmit any material that is obscene,
objectionable, contains any harmful virus, Trojan horses, or worms.
8. THIRD PARTY PROVIDERS. Company utilizes existing Endpoint Management tools to
properly support Client. Company may utilize Company's Endpoint Management tools
where necessary.
9. DISCLAIMER OF WARRANTIES.
COMPANY, ITS SUPPLIERS, RESELLERS, PARTNERS AND THEIR RESPECTIVE
AFFILIATES EXPRESSLY DISCLAIM ALL WARRANTIES OF ANY KIND,
WHETHER EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES
OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-
INFRINGEMENT. IN PARTICULAR, COMPANY, ITS SUPPLIERS, RESELLERS,
PARTNERS AND THEIR RESPECTIVE AFFILIATES MAKE NO WARRANTY
THAT (A) THE SERVICES WILL MEET YOUR REQUIREMENTS; (B) YOUR USE
OF THE SERVICES WILL BE TIMELY, UNINTERRUPTED, SECURE OR ERROR-
FREE; (C) ANY INFORMATION OBTAINED BY YOU AS A RESULT OF THE
SERVICES WILL BE ACCURATE OR RELIABLE; AND (D) ANY DEFECTS OR
ERRORS IN THE SERVICES WILL BE CORRECTED.
ANY MATERIAL DOWNLOADED OR OTHERWISE OBTAINED THROUGH THE
USE OF THE SERVICES IS ACCESSED AT YOUR OWN DISCRETION AND RISK,
AND YOU WILL BE SOLELY RESPONSIBLE FOR ANY DAMAGE TO YOUR
DEVICE OR LOSS OF DATA THAT RESULTS FROM THE DOWNLOAD OF ANY
SUCH MATERIAL. YOU FURTHER ACKNOWLEDGE THAT THE SERVICES ARE
NOT INTENDED OR SUITABLE FOR USE IN APPLICATIONS THAT COULD
LEAD TO DEATH, PERSONAL INJURY, OR SEVERE PHYSICAL OR
ENVIRONMENTAL DAMAGE.
Page 2 of 5
10. LIMITED OF LIABILTY.
TO THE MAXIMUM EXTENT PERMITTED BYLAW, CLIENT SPECIFICALLY
AGREES THAT CO:MPANY, ITS SUPPLIERS, RESELLERS, PARTNERS AND
THEIR RESPECTIVE AFFILIATES WILL NOT BE LIABLE TO YOU FOR ANY
INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR EXEMPLARY
DAMAGES, INCLUDING DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE,
DATA, COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES, OR
OTHER INTANGIBLE LOSSES (EVEN IF THE PARTY YOU ARE SEEKING
DAMAGES AGAINST HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES), RESULTING FROM THE USE OR INABILITY TO USE THE
SERVICES OR IN ANY WAY RELATING TO THE, SERVICES. IN NO EVENT
SHALL THIS LIMITATION OF LIABILITY APPLY TO INTENTIONAL TORTS,
CRIMINAL ACTS OR FRAUDULENT CONDUCT.
IT IS AGREED THAT THE AGGREGATE LIABILITY OF COMPANY, ITS
SUPPLIERS, RESELLERS, PARTNERS AND THEIR RESPECTIVE AFFILIATES
FOR ANY AND ALL CLAIMS IN CONNECTION WITH THE SER VICES IS
LIMITED TO TWO (2) TIMES THE YEARLY ANNUAL FEE OF THIS
AGREEMENT. YOU SPECIFICALLY AGREE THAT THIS DAMAGES
LIMITATION IS A FUND AMENT AL ELEMENT OF THE BASIS OF THE
BARGAIN BETWEEN YOU AND COMPANY.
11. ENTIRE AGREEMENT.
This instrument constitutes the entire agreement between the parties and supersedes all
prior agreements, written or oral. Any amendments or alterations of this agreement shall
be effected by attaching one or more addendums, properly executed by all parties.
12. SEVERABILITY.
The invalidity or unenforceability, whether in general or in any particular circumstance,
of any provision of this Agreement, shall not affect its validity or enforceability in any
other circumstance, or any other provision hereof. The parties hereto hereby agree that
this Agreement shall be SO interpreted to give effect and validity to all the provisions
hereto to the fullest extent permitted by law.
13. NUMBER AND GENDER.
As used herein, the singular includes the plural, and the plural includes the singular. Any
gender used herein is extended to include all genders as may be appropriate in the
context.
14. TITLE.
The numbering and titles of sections of this agreement are for convenience only and shall
have no legal effect.
15. NOTICES.
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Any notice or other communication under this Agreement must be in writing and will be
deemed given when it is delivered in person or sent by facsimile (with proof of receipt at
the number to which it is required to be sent), or on the third business day on which it is
mailed by first class mail from within the United States of America, to the following
addresses (or such other address as may be specified after the date of this Agreement by
the party to which the notice or communication is sent) Email communication is also
permitted with confirmed (read receipt) email.
If to Company:
Bluegrass Computer Systems, LLC
c/o Phillip Draude
1788 Old Gallatin Rd
Portland, TN 37148
If to Client:
Hickman County Schools
115 Murphree Avenue
Centerville, TN 37033
16. AUTHORITY TO EXECUTE.
The parties hereto acknowledge that those persons executing this Agreement by and on
behalf of any corporate parties possess the necessary authority to execute this document
for and on behalf of the corporate parties.
17. GOVERNING LAW
The law of the State of Tennessee shall govern the terms and conditions of this agreement
18. INTERPRETATION
This Agreement shall be construed without regard to the party or parties responsible for
the preparation of the same and shall be deemed as prepared jointly by the parties hereto.
Any ambiguity or uncertainty existing herein shall not be interpreted or construed against
any party hereto.
19. ATTORNEY'S FEES AND COSTS.
Any and all monetary claims against Hickman County Government, its members, and
employees in performing any responsibility specifically required under the terms of this
Agreement shall be submitted as required by Tennessee law and shall be limited as
provided by Tennessee law.
20. WAIVER.
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No delay or failure on the part of either party in exercising any rights hereunder, and no
partial or single exercise thereof, will constitute a waiver of such rights or of any other
rights hereunder.
Executed this :
HICKMAN COUNTY SCHOOLS
BLUEGRASS COMPUTER
SYSTEMS, LLC
BY:
BY:
CLIENT REPRESENTATIVE
Phillip Draude, Owner
TITLE
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Invitation To Bid
The Hickman County Finance Office is accepting sealed bids for a yearly School System
Technology Service Plan to assist the Technology Department of Hickman County Schools.
The plan will include server maintenance, network planning and troubleshooting, work order
maintenance and other tasks as assigned by the district.
All bidders will be required to submit a conflict of interest disclosure form that can be obtained at
www.hickmank12.org/request-for-proposal.
Additional specifications can also be found at www.hickmank12.org/request-for-proposal.
Sealed bids must be mailed or delivered to the Hickman County Finance Office, 114 North
Central Avenue, Suite 203, Centerville, TN 37033 and clearly marked on the outside of the bid
envelope "School System Technology Service Plan".
Bids will be opened on Monday, May 20th, 2024 at 10:00 A.M. in the Finance Office.
The Hickman County School District reserves the right to reject any and/or all bids or proposals
and to waive any informalities, which in the opinion of the school system, would prevent the
acceptance of a better bid.
Technology Service Plan
Additional Specifications:
1. Unlimited Remote Support - Expectation is the ability to help remotely as needed each
day the school district is open.
2. Ten on-site visits per year. The need for the visit to be determined by the district. This
can include fixing equipment, network upgrade plans, etc. Bid will need to include daily
or hourly rate if additional visits are required.
3. District will provide the ability to remote into computers and servers.
4. IT Systems and Infrastructure Management - includes upkeep and utilization of all
existing IT tools and systems. This includes server management (including security
camera servers), remote project management, and networking problems/concerns.
5. Security Compliance and Maintenance - assist with maintaining IT security standards
6. Consulting including guidance on all IT needs and concerns.
7. Experience working in networks and classroom technology within a K-12 school district
is preferred. References of this should be included within the bid.
8. Experience working with network servers, network switches, wireless access points, and
Axis network servers and security cameras preferred.
9. Quoted prices must be planned to be effective starting July 1st, 2024 and extend
through June 30th, 2025. Hickman County School District retains the right to extend this
contract for up to two more years in one year increments from July 1, 2025 if applicable.
Hickman County School System consists of approx. 3100 students and 500 staff members.
Each student and teacher has a personal chromebook for their use. Teachers have desktop
computers and TVs in each classroom. Some classrooms have additional technology such as
active panels, etc. The district manages nine buildings with servers, a wired network and
wireless access points throughout. The district also manages a networked security camera
system at all school buildings including video servers. An upgraded VOIP phone system is also
in the planning stages.
Hickman County Government
Conflict of Interest Disclosure Form
The County Financial Management System of 1981 contains the most stringent conflict of
interest provisions. TCA $5-21-121 provides:
(a) The director, purchasing agent, members of the committee, members of the county
legislative body or other officials, employees, or members of the board of education
or highway commission shall not be financially interested or have any personal
beneficial interest, either directly or indirectly, in the purchase of any supplies,
materials, equipment or contractual services for the county.
(b) No firm, corporation, partnership, association or individual furnishing any such
supplies, materials, equipment or contractual services, shall give or offer, nor shall
the director or purchasing agent or any assistant or employee accept or receive
directly or indirectly from any person, firm, corporation, partnership or association to
whom any contract may be awarded, by rebate, gift or other otherwise, any money
or other things of value whatsoever, or any promise, obligation or contract for future
reward or compensation.
Date: 5/15/24
Name:
Please describe below any relationships, transactions, positions you hold (volunteer or
otherwise), or circumstances that you believe could contribute to a conflict of interest:
I have no conflict of interest to report.
I have the following conflict of interest to report (please specify any boards or
committees you (and/or your spouse) sit on, the name of your employer and any businesses
you or your spouse may own.
I hereby certify that the information set forth above is true and complete to the best of my
knowledge.
Date: 5/15/24
Signature: ODea

## Table 1

| If to Company: | Bluegrass Computer Systems, LLC c/o Phillip Draude 1788 Old Gallatin Rd Portland, TN 37148 |
| --- | --- |
| If to Client: | Hickman County Schools 115 Murphree Avenue Centerville, TN 37033 |