REQUEST FOR BID LAPTOP AND ACCESSORIES PART 1: INTRODUCTION AND INSTRUCTIONS

Transcription

1 REQUEST FOR BID LAPTOP AND ACCESSORIES PART 1: INTRODUCTION AND INSTRUCTIONS PURPOSE OF REQUEST FOR BID (RFB) Utah Community Action (UCA) is seeking competitive proposals to provide laptop computers (Product A), and docking stations (Product B) with guaranteed pricing for one year. The purpose of this document is to provide detailed specifications required and establish the basis for an agreement between UCA and the provider. AGENCY BACKGROUND Utah Community Action s mission is to empower individuals, strengthen families and build communities through self-sufficiency and education programs. Utah Community Action is a multifaceted agency that helps low-income individuals and families overcome barriers to selfsufficiency. The agency has approximately 500 employees, of which 400 are benefit eligible, and annual revenues of approximately $24M. Utah Community Action helps remove these barriers through six core programs: Adult Education Helps adults with low- to moderate-income levels get access to courses and certifications that can help them work toward self-sufficiency. Head Start Provides education and health services to young children who would otherwise not be prepared for Kindergarten. HEAT Helps struggling households pay their utility bills. Both yearly application and emergency need services are available. Case Management & Housing Helps families find and maintain safe, affordable housing. Nutrition Helps feed households in need, provides meals for Head Start classrooms, and offers educational programs to teach better eating habits. Weatherization Helps low-income households reduce energy costs and increase comfort and safety in their homes. Utah Community Action complies with the required federal regulations on procurement, as set forth in the Uniform Guidance 2 CFR Part 200. Efforts, including affirmative steps prescribed by federal regulation (if applicable), will be made by UCA to utilize small and minority-owned businesses, women s business enterprises, and labor surplus area firms when possible. A firm qualifies as a small business firm if it meets the definition of small business as established by the Small Business Administration (13 CFR , Subsector ) by having average annual receipts for the last three fiscal years not exceeding $27.5 million. BID SUBMISSIONS REQUIREMENTS By submitting a bid, interested Parties acknowledge and agree that the scope of work, and evaluation process outlined herein are fair, equitable, and understood. Interested Parties further acknowledge that they have read this RFB, along with any attached or referenced documents.

2 All costs incurred by Interested Parties in the preparation and submission of a bid, including any costs incurred during interviews, presentations, or demonstrations are the responsibility of the Interested Parties and will not be reimbursed. Bid must be received by Wednesday, November 7, 2018 at 5:00 pm. Bids received after the deadline will not be accepted. Bids must be submitted to the address provided below. Any bids not meeting the requirements of this RFB may be rejected. All materials submitted will become the property of Utah Community Action. BID KEY DATES RFB Released Friday, October 26, 2018 Bid Due Date Wednesday, November 7, 2018 Award Notice Monday, November 12, 2018 Utah Community Action may request interviews or meetings with any of the proposers to clarify any bids. SUBMISSION INSTRUCTIONS AND CONTACT INFORMATION The preferred method of submitting your bid is via electronic copy. When providing a hard copy, one (1) original and one (1) copy must be submitted prior to deadline at the following address: Utah Community Action Attn: Stacy Weight, CAO 1307 South 900 West Salt Lake City, UT General Contact: Stacy Weight, Chief Administration Officer, stacy.weight@utahca.org PART 2: SCOPE OF WORK AND BID REQUIREMENTS To ensure a competitive and consistent review process each proposal submitted should include the following items and be organized with the outline provided below. 1. Letter of intent A letter outlining the general overview of the business information and individuals who will be involved in the RFB process. This letter should be a maximum of 1 pages and clearly identify the address that will provided services to Utah Community Action as well as contact information for the authorized representative. It should also include a date through which the bid is valid (recommended 60 days).

3 2. Product Pricing The pricing proposed should be all-inclusive and stated in a both a price per unit and annual total based on an annual minimum order of total units specified below for each product group. Any shipping costs should be stated separately. Please also indicate the basic warranty included with the purchased equipment. Itemize any optional warranties or support available and list the costs of warranty options separate from other pricing. Product A: Enterprise Laptop Computer with sleeve The bid is to have pricing for (one hundred and fifty to one hundred and eighty) laptop computers. Minimum Specifications for a 14 Laptop and bag: Max weight 3.7lbs. Processor 8th Generation Intel Core i5-8250u Processor (6MB Cache, up to 3.4 GHz) Operating System Windows 10 Pro 64-bit English Memory 8GB, DDR4, 2400MHz Hard Drive 256GB Solid State Drive Video Card Intel UHD Graphics 620 LCD 14.0-inch FHD (1920 x 1080) Anti-Glare LED-Backlit Display Keyboard English Backlit Keyboard Wireless Intel 3165AC + BT4.2 [802.11ac + Bluetooth 4.2, Dual Band 2.4&5 GHz, 1x1] External Connectivity USB 3.1 Gen 1 Type-A (x2) USB 3.1 Gen 1 Type-C (DP/Power Delivery) (x1) HDMI SD card RJ-45 Audio Jack Noble lock slot Warranty 4-year next business day on-site, including accidental damage Laptop Bag Weight: No more than 1lb. Shoulder Strap: Yes

4 Protection: Waterproof, plush-lined interior Color: Black, or Heather Gray 1307 South 900 West Salt Lake City, Utah Vendors must notify the Agency 60 days in advance if changes are being made to the specifications of the machine by the manufacturer. Options: Vendors may bid on one or more models of machine(s). Please provide a good, better, and best option of laptop. Please indicate the weight of each laptop. The laptops must also have a driver database for SCCM so that they can be easily be imaged. Other Requirements: 4 Year Parts Warranty including Accidental Damage is required. If there is a sealed battery, please also provide a three-year warranty on the sealed battery as a separate line item. Product B: Docking Station The bid is to have pricing for a minimum purchase of 30 (thirty) docking stations, however the purchase may exceed 100 docking stations. Minimum Specifications Designed and Compatible with quoted laptop Must have USB-C and USB 3.0 connectivity to laptop Connections Supports up to three 4K displays or a single 5K display Four USB 3.0 ports One USB-C port Speaker output Combo audio Gigabit Ethernet (RJ-45) Kensington Lock Slot Charges up to 65W laptop via USB-C Interfaces 1 x USB Type C 1 x display / video - HDMI 2 x display / video - DisplayPort 1 x USB host 3 x SuperSpeed USB x SuperSpeed USB 3.0 with PowerShare 1 x USB Type C with PowerShare 1 x headphones / speakers PART 3: SELECTION PROCESS

5 Selection will be made to the proposer who is the most advantageous to Utah Community Action. UCA reserves the right to not select any proposer. Following the closure of the RFB all proposers will be notified of the selection.