Request for Proposal
Server, Laptop and Desktop Computers FY2021
Issued by: City of Westbrook, Westbrook ME
Bid Due Date and Public Opening of Bid:
F r i d a y F e b r u a r y 2 1 , 2 0 2 0 a t 1 : 0 0 p m
W e s t b r o o k C i t y H a l l 2 Y o r k S t
Return to: Mr. Greg Hamilton, Director of Communications City of Westbrook Public Safety Building 570 Main Street Westbrook, Maine 04092
Late Bids Will Be Rejected SUMMARY:
The “ R e q u e s t for Proposal” is for twelve ( 1 2 ) laptop computers, thirty (30) desktop computers and three (3) servers (see all specs attached) to be purchased over the course o f one (1) year. The City of Westbrook reserves t h e r i g h t t o i n c r e a s e o r d e c r e a s e t h e q u a n t i t y o f c o m p u t e r s p u r c h a s e d for one year from acceptance o f this “Request for P r o p o s a l ” . In addition, t h e v e n d o r ’ s proposed pricing must be applicable for additional purchases of the same items l i s t e d b e l o w s t a r t i n g F e b r u a r y 2 1 s t 2 0 2 0 f o r 1 y e a r .
Only new options will be considered for a l l t h r e e computer configurations. Shipping costs must be included in the price per system.
The City of Westbrook reserves the right to accept or reject a n y o r all bids and to award the contract to other than the lowest bid offered, if such actions are in the best interest of The City of Westbrook. This does not commit City of Westbrook to a n y specific course o f action.
INSTRUCTIONS TO BIDDERS:
1. The naming o f a given manufacturer and model number is not intended to limit bidding but to establish the level of quality desired for the various items required or to address compatibility with existing equipment. Bidders should exercise care in bidding equivalent items. Complete descriptive literature must accompany equivalent bids. Samples will be requested if necessary.
2. Bid price shall include delivery to the point of use.
3. Bidders are required t o use the bid form attached for base bids. Alternate bids may be attached to the bid form.
4. The City of Westbrook is not a taxable entity. All bids shall be exclusive of applicable taxes. Exemption forms will be executed when necessary.
5. All bids shall be submitted as per the RFP. Additional time will not be granted to any single vendor; however, additional time may b e granted t o all vendors when the City determines that circumstances warrant it (e.g., an “act of God”). The information contained in bids submitted for the City's consideration will be held in confidence until the public bid opening. At that time, the bids will be opened in public and the prices will be read aloud.
6. In the event of discrepancies between the unit price and extension, the unit price shall prevail. 7. Manufacturer’s written guarantee shall accompany each bid. Bidders may state in writing additional guarantees which will become a part of the bid and considered in making awards.
8. Where applicable, service facilities and convenience of service will be considered as part of the bid. When necessary, bidders shall submit evidence of ability to install adequately, service o r supply the required items, and that the sale or provision of such items or services is a substantial, regular and continuous part of the bidder’s business.
9. Where applicable, bidders shall certify that all relevant Federal, State, and local laws have been complied with.
10. All necessary insurance certificates shall be supplied only when specifically requested.
11. No order awarded under these specifications, or any part thereof, shall be sublet or assigned without the written approval of the City Manager.
12. The bidder acknowledges that b y submitting a bid, the specifications and other instructions are in the bidder’s opinion, appropriate and adequate for the intended purpose.
13. The bidder assumes all costs of preparation o f the bid and any presentations necessary to the bidding process.
14. A n y exceptions to the terms and conditions contained in this RFP or a n y other special consideration or condition requested or required b y the Bidder shall b e enunciated b y the Bidder and be submitted as part of its bid, together with an explanation of the reason such terms and conditions cannot be met. Each Bidder shall be required and expected to meet the RFP requirements, in its entirety, except to the extent exceptions are expressly noted in the bid and accepted b y the City as part of the award agreement and documented accordingly.
15. It is the responsibility of the Bidder to inquire about any requirement of this RFP that is not understood. All questions should be in the form of E-mail whenever possible. During the bidding period, Bidders m a y be furnished written addenda to clarify or supplement the RFP. The information included in these addenda is to be included in the bid and w i l l become part of the contract. Before submitting a bid, each Bidder should determine that they have received all addenda issued and should indicate on the bid form each of the addenda t h e y received. The City will not be bound b y oral responses to inquiries or written responses other than the addenda.
Questions should be directed to: Greg Hamilton, Director of Communications City of Westbrook, 570 Main Street Westbrook, ME 04092 ghamilton@west brook.me.us
16. The City of Westbrook reserves the right to:
a. Reject a n y and all bids without assigning a n y reason therefore,
b. Be the sole judge of equivalency, and
c. Waive a n y bid requirement in accepting or rejecting bids. Item Laptop Minimum Requirement Notes
Brand Lenovo
Processor Intel i5 Specify Gen
Memory 8 GB RAM
Internal Storage 128GB SSD Please provide pricing on both configurations 100GB or greater Standard HDD
OS Microsoft Windows 10 Professional
Video 14.1-Inch LCD Display with 1440x900 Native Resolution or greater Onboard Video 128 MB Video RAM Video Output, EITHER: One (1) VGA, or One (1) HDMI with HDMI to VGA Adapter
Expansion Three (3) USB 2.0/3.0 Ports
LAN Intel Gigabit Ethernet, PXE and WOL capable
Wireless LAN 802.11 ABGN Dual-band Radio, 2.4 Ghz and 5 Ghz capable
Audio Onboard audio card with both audio-out and mic-in ports
Input Integrated Touchpad
Battery Lithium-ion Primary Battery Battery must be new
Power Supply Adapter Genuine Lenovo-Branded Adapter
Docking Station Docking Station suitable for above laptop
Warranty Four (4) Year Parts and Labor, and EITHER: Next Business Day Cross-Shipping Monday-Friday on all components, or Provide one (1) fully-configured hot-spare laptop for every 25 ordered per entity
Item Upgrade Option Notes
Internal Storage Upgrade to 250 GB Solid State Disk
Memory Upgrade to 16 GB RAM
Expansion Upgrade to Docking Station with Dedicated Genuine Lenovo-Branded Adapter
Warranty Upgrade to Additional 1 Year Warranty 5 Years Total Item Desktop Minimum Requirement Notes
Brand Lenovo
Chassis Desktop Form Factor
Processor Intel i5 Specify Gen
Memory 8 GB RAM
Internal Storage 128GB SSD Provide pricing for both options 100GB Standard HDD minimum
OS Microsoft Windows 1 0 Professional
Video Onboard video with 256 MB Video RAM See option below
Expansion (minimum) Two (2) Front USB 2.0 Ports Four (4) Rear USB 2.0 Ports One (1) 16x PCI-e Slots To be used for Video Card upgrade
LAN Intel Gigabit Ethernet, PXE and WOL capable
Audio Integrated audio card with both audio-out and mic-in ports, both Front and Rear
Input USB Keyboard USB Optical Wheel Mouse
Removable Storage DVD +/-RW Optical Disk Drive
Warranty Three (3) Year Parts and Labor, and EITHER: Provide Portal to lookup SN for warranty status Next Business Day Cross-Shipping Monday-Friday on all components, or Provide one (1) fully-configured hot-spare desktops for every 50 ordered per entity
Item Upgrade Option Notes
Memory Upgrade to 1 6 GB RAM Upgrade to 8 GB RAM
Internal Upgrade to 250 GB Solid State Disk Storage Expansion Upgrade to USB 3.0
Video Upgrade to Dual VGA/DVI/HDMI 512 MB Video Card DVI to Dual DVI Link splitter; also include VGA adapters Upgrade to Dual VGA/DVI/HDMI 1 GB Video Card
Warranty Upgrade to 4 Year Warranty Upgrade to 5 Year Warranty Item City of Westbrook Server Requirements Notes
Brand HP/Dell
Chassis Rackmount
Processor Intel Xeon gold 5215 2.5G or better Processor/Dual CPU Standard (DUAL PROCS) Specify Gen
Memory 2 5 6 G B 2 6 6 6 M T / s R D I M M s
Internal Storage C20, Embedded SATA and 1TB 7.2K RPM SATA Drive
OS Will be Windows Server 2019 (Not required in sale)
Video Onboard
Expansion (minimum) PCIe Riser Config 3, 2x16 LP
Embedded System IDRAC9 Enterprise or comparable Mgmt LAN On-Board Dual NIC 1GB with Broadcom 5719 Quad Port 1GbE Base-T PCIe Low Profile
Audio Integrated audio card with both audio-out and mic-in ports, both Front and Rear
Input USB Keyboard USB Optical Wheel Mouse
Removable Storage Not Required
Rails Included
Power Supply Dual Hot Plug Redundant Power Supply 1+1
Warranty Next Business Day Onsite Service (36 Month)