T E N D E R 2010 702502T COMPUTER EQUIPMENT Sealed tenders addressed to the Purchasing Agent, c/o Materials Management, 2 nd Floor 175 Rothesay Avenue, P.O. Box 1971, Saint John, N.B., E2L 4L1 and marked on the envelope: "TENDER 2010 702502T will be received until 2:30 p.m., Wednesday, November 10, 2010 for the supply and delivery of as per the terms and specifications. Tenders will be opened publicly by the Tender Opening Committee, in the second floor boardroom, 175 Rothesay Avenue, Municipal Operations Complex, immediately following the tender closing time. The lowest or any tender not necessarily accepted. Materials Management (506) 658-2930 T E N D E R
2010-702502T COMPUTER EQUIPMENT CITY OF SAINT JOHN Scope and Purpose The intent of this Tender is to acquire the goods and services indicated in accordance with the specifications set out in this document from a qualified vendor for a period of two (2) years with the option to renew for another one (1) year period. The Vendor shall be totally responsible for the SUPPLY, DELIVERY, WARRANTY and TECHNICAL SUPPORT of the computer equipment and for provision of all other related services as specified. Tender submissions will be evaluated based on the bidder s response to the criteria along with all other requirements of this tender. PRICE ALONE WILL NOT BE THE DETERMINING FACTOR. Therefore, failure of bidders to submit all information requested in the tender may be cause for rejection. All acquisitions are subject to budget approvals. Objectives of Tender The City s objective is to select the vendor who meets the mandatory requirements and who will provide the best services over the product life, at the lowest overall cost. The City may award the tender whole or in part. SECTION A DESKTOP EQUIPMENT SPECIFICATIONS Tenders are to be based on the Supply, Imaging, Delivery, and Warranty of the following specified HP desktop computers. The City of Saint John reserves the right to add or substitute items from the selected list of desktop computers and options if in doing so the best interests of the City are served. Model # Description BM114AW + EM887AA#ABA (Monitor) BM114AW AZ892AW + GN783AA EM887AA#ABA AT024AA VH638AA Extended Warranty to 4 Years HP Compaq 8100 Elite Small Form Factor PC WITH 19 Flat LCD Display Panel HP Compaq 8100 Elite Small Form Factor PC WITHOUT Monitor Hp Compaq 8000 Elite Ultra-Slim PC + Stand WITHOUT Monitor Options 19 Flat LCD Display Panel 2GB DDR3 SDRAM PC3-10600 (1333MHz) non ECC (1 x 2GB) For Desktop 4GB DDR3 SDRAM PC3-10600 (1333MHz) non ECC (1 x 4GB) For Desktop
Page 3 SECTION B NOTEBOOK EQUIPMENT SPECIFICATIONS Tenders are to be based on the Supply, Imaging, Delivery, and Warranty of the following specified HP laptops. The City of Saint John reserves the right to add or substitute items from the selected list of laptops and options if in doing so the best interests of the City are served. Model# XT924UA WP884AW WP884AW with 1x4Gig DIMM NZ222AA VU895AA RC465AA AT912AA AT913AA Extended Warranty to 4 Years SECTION C TOUGHBOOK EQUIPMENT SPECIFICATIONS Description HP EliteBook 8540p Notebook PC HP EliteBook 2540p Notebook PC HP EliteBook 2540p Notebook PC with 1x4gig DIMM (WP884AW comes with only 2 gigs of ram, we would also like a price for the same specs but with a 1x4Gigs of RAM) 8540p docking station - HP 120W Advanced Docking Station 2540p docking station - HP 2540p Docking Station Options HP USB Keyboard and Mouse Bundle HP 2 GB (DDR3 1333 MHz) SODIMM For Notebook HP 4 GB (DDR3 1333 MHz) SODIMM For Notebook Tenders are to be based on the Supply, Imaging, Delivery, and Warranty of the following specified Panasonic Toughbooks. The City of Saint John reserves the right to add or substitute items from the selected list of toughbooks and options if in doing so the best interests of the City are served. Model# Description Toughbook CF52 (semi rugged) CF52GUNBVPE CF52 with HSDPA modem CF31ACBJNPM CF31ACBKXPM Toughbook - CF31 (full rugged) CF31 touch, Gobi modem and 4GB CF31,Touchscreen, 4GB, Smartcard reader, Backlit keyboard Options CF1100984 GOBI 2000 Modem (CF31) - Rogers EU860D HSDPA Modem & Kit for CF-52 CFBA85002G 2GB Memory only for i5-520m Toughbooks (CF-31) CFBA2048 Panasonic 2GB DDR2 Ram for CF-52 CFVDM311U DVD Multi drive for CF31 CFVEB272A2W Port Replicator (AC Adapter not included) CF31 CFVEB522W Port Replicator (AC Adapter not included) CF52 CFAA5803AM AC Adapter 15.6V 120W FOR CF52 CFAA5713AM AC ADAPTOR FOR CF31 (15.6v-7.05A, 110W) EX1 4th year Panasonic factory warranty
Page 4 QUALITY, WARRANTY AND IMAGING Quality Tenders not meeting the requirements in this section shall not be considered. All desktop and notebook computers and other equipment shall comply with CSA and UL standards for electrical devices. All equipment shall be new. If any of the equipment is rejected because of failure to conform to the specifications, or because of failure in quality or material, the Vendor shall replace the rejected equipment with others that comply with the specifications, within thirty days. The Vendor is to replace any computer if such equipment malfunctions within 8 working hours of notification. Vendor shall replace the entire computer. Repair is not acceptable. The Vendor shall provide backup desktop or notebook computer equipment at the Vendor s cost in the event of warranty equipment failures. The vendor should provide these hot spares of equal or greater capability and performance within 8 working hours of notification. Warranty All equipment shall be warranted by the Manufacturer for a minimum of four years, and honored by the Vendor for the same four years from date of final acceptance. Warranty work will be at no cost to the City of Saint John, inclusive of all-necessary parts and labour. Performance of warranty related work shall be done on site and within four (4) working hours of Fault Notification, and Call Resolution shall be within eight (8) working hours. Should unit require return to depot for service, a loaner unit of equal or greater capability & performance shall be provided within the same eight (8) hour call resolution window. For units returned to depot, resolution shall be within 5 working days. If unit cannot be repaired within 5 working days, an equivalent permanent replacement unit shall be supplied. During the warranty period, Vendor will provide on-site and telephone support for IT staff from 8:00 a.m., to 5:00 p.m., five days a week, excluding statutory holidays. Vendors are to provide details of their standard hours of normal support for both telephone and on-site. If greater coverage is available vendors are to provide details. On expiration of the warranty period Vendor may be contracted on an annual basis to maintain all supplied equipment (in the event that the City exercises its option to extend the contract). Imaging Vendor will be responsible to image PC and Notebooks in accordance with City specifications. TERMS AND CONDITIONS
Page 5 1. Communication The vendor is requested to identify one senior individual (Confirmaiton of Offer sheet) by name, address and telephone number, who will act as the vendor s primary liaison with the City s representative for both pre- and post-submission communication and on-going consultations with regard to the submission. 2. Vendor Performance If Vendor fails to perform any substantial part of the work, the City may reject the equipment, and thus cancel the Contract, and assert a right to compensation for breach of contract. Where it is not possible to obtain the goods or services on or before the agreed-upon date of delivery, the City reserves the right to cancel the agreement and charge back to the Vendor the difference in cost between the contracted bid price and the acquisition cost of the alternative goods and services. The successful Vendor is required to have in place a "Support Desk" or similar process to provide telephone support to City IT Staff, during the hours of 8:00 a.m., to 5:00 p.m., Monday - Friday (Excluding Statutory Holidays). 3. Submitting Response 4. Inquiries The vendor shall submit the tender in a sealed envelope, clearly marked with the Tender number and name 2010-702502T- COMPUTER EQUIPMENT to: ATTN: DAVID LOGAN, PURCHASING AGENT CITY OF SAINT JOHN MATERIALS MANAGEMENT DEPARTMENT 2ND FLOOR, 175 ROTHESAY AVENUE SAINT JOHN, NEW BRUNSWICK E2J 2B4 The City of Saint John reserves the right to revise the dates in this Tender or to cancel this Tender without any penalty or cost to the City of Saint John. No information given verbally by the City or by means of telephone will be binding nor will it be construed as to change the requirements of this Tender in any way. Vendors are cautioned to secure clarification on the Tender information PRIOR to submitting a bid. ALL QUESTIONS RELATED TO THIS TENDER ARE TO BE IN WRITING FIVE (5) DAYS PRIOR TO THE CLOSING DATE AND WILL BE DIRECTED TO:
Page 6 ELLEN SARGENT, CPPB BUYER VIA EMAIL ellen.sargent@saintjohn.ca or FAX (506) 658-4742. 5. Vendor Profile Materials Management Department FAX: (506) 658-4742 E-mail: ellen.sargent@cityofsaintjohn.com The principal respondent is required to provide the following information related to its own organization and the organization with which it has formed a strategic alliance (if any). Vendors shall provide a brief company profile including: a) Company history and organization; b) Credit information including bank reference; c) References of three suppliers and three current customers who have purchased a minimum of 100 computers (similar to those proposed in this document) from the Vendor in the last 12 months. The reference must include contact name, position, telephone number, company name, address and brief description of the quantity, model(s), and manufacturer of equipment supplied d) Number of support staff qualified to perform warranty work on HP laptops and desktops and Panasonic Toughbooks e) Number of hardware support staff; f) Headquarters and service locations h) A detailed list of sub-contractors Note: Warranty technician coming on site and imaging must be security cleared by the Saint John Police Force. 6. Delivery All hardware MUST be delivered F.O.B destination, prepaid. 7. Successful Vendor The successful vendor will be the one that provides the best overall value to the City. Value will be determined not only by quoted price, but also by the range of services to be provided, responsiveness to the City s needs, and the extent to which a vendor can cover those needs. It is recognized that there is a cost associated with dealing with and coordinating services from multiple vendors. The City is under no obligation to award the contract to the lowest priced or to any vendor. 8. Vendor Selection
Page 7 Vendor selection will be based on but not limited to the following factors and not necessarily in the order shown below: 9. Contract Term Compliance with specifications Quality & Warranty Ability to provide seamless, integrated, one-stop : supply; delivery; and support of all equipment specified Vendor stability and experience Vendor maintenance/support capability Cost Prices quoted for purchase of equipment shall be firm for twelve months at which time and at 12 month increments thereafter, for the life of the agreement, specifications and pricing shall be reviewed and pricing may be adjusted to reflect reductions in manufacturers list prices or changes in specifications over time. The contract period shall be for two (2) years from date of acceptance of first installation, with the option by the City to extend for an additional 12-month period. 10. Payment The City of Saint John s purchase terms of payment are NET 45 DAYS after satisfactory completion of installation and error free diagnostics acceptance test by City staff, of all equipment contracted. There will be no payment to Vendors for work related to and materials supplied in the preparation and presentation of the response to this Request for Tender. 11. System Configuration Changes The Vendor shall not substitute any part of the order with any component other than the equipment specified without the written permission of the City. In the event the Vendor cannot deliver the equipment ordered, they must be prepared to fulfil the order with an equal value unit or better, subject to City approvals. 12. Alternate Financing Arrangements The City may seek alternate financing arrangements once this bid closes. 13. Termination of Agreement The City may terminate the agreement in the event that the Vendor fails to fulfil any of the terms and conditions of the agreement. Termination shall not relieve the Vendor from its warranties and other responsibilities relating to services performed for any money paid up to and including the date of termination. The City shall pay the Vendor for all services satisfactorily performed up to and including the date of termination. 14. Regional Municipalities
Page 8 As a condition of award, the successful vendor(s) agree(s) that the Regional Municipalities, Boards, Commissions, etc. shall have the advantage of the discounts and prices accepted by the City. This in no way commits these municipalities to accepting this agreement, but provides them with the opportunity to take advantage of the City s volume purchasing discounts. The City is not responsible for payment for products supplied to any of the Regional Municipalities. The vendor(s) shall invoice the individual municipalities directly for any products supplied to them under this quotation. 15. Award The City of Saint John does not bind itself to accepting the lowest or any tender received, but reserves the right to award the tender to its best advantage. The City of Saint John also reserves the right to split the award between two or more bidders. 2010-702502T COMPUTER EQUIPMENT F O R M OF T E N D E R PAGE 1
Page 9 Literature on all major components must accompany response. ITEM NUMBER MODEL DESCRIPTION UNIT PRICE SECTION A DESKTOPS 1. BM114AW + EM887AA#AB A (Monitor) HP Compaq 8100 Elite Small Form Factor PC WITH 19 Flat LCD Display Panel 2. BM114AW HP Compaq 8100 Elite Small Form Factor PC WITHOUT Monitor 3. AZ892AW + GN783AA 3. EM887AA#AB A Hp Compaq 8000 Elite Ultra-Slim PC + Stand WITHOUT Monitor 19 Flat LCD Display Panel 5. AT024AA 2GB DDR3 SDRAM PC3-10600 (1333MHz) non ECC (1 x 2GB) For Desktop 6. VH638AA 4GB DDR3 SDRAM PC3-10600 (1333MHz) non ECC (1 x 4GB) For Desktop 7. Extended Warranty to 4 Years SECTION B NOTEBOOKS 1. XT924UA HP EliteBook 8540p Notebook PC 3. WP884AW HP EliteBook 2540p Notebook PC 4. WP884AW with 1x4Gig DIMM WP884W with 1x2Gig DIMM HP EliteBook 2540p Notebook PC with 1x4gig DIMM HP EliteBook 2540p Notebook PC with 1x2gig DIMM 5. NZ222AA 8540p docking station - HP 120W Advanced Docking Station 6. VU895AA 2540p docking station - HP 2540p Docking Station 7. RC465AA HP USB Keyboard and Mouse Bundle 8. AT912AA HP 2 GB (DDR3 1333 MHz) SODIMM For Notebook 9. AT913AA HP 4 GB (DDR3 1333 MHz) SODIMM For Notebook 10. Extended Warranty to 4 Years for laptops 2010-702502T COMPUTER EQUIPMENT F O R M OF T E N D E R PAGE 2
Page 10 ITEM NUMBER MODEL DESCRIPTION UNIT PRICE SECTION C PANASONIC TOUGHBOOKS 1. CF52GUNBVPE CF52 with HSDPA modem 2. CF31ACBJNPM CF31 touch, Gobi modem and 4GB 3. CF31ACBKXPM CF31,Touchscreen, 4GB, Smartcard reader, Backlit keyboard 4. CF1100984 GOBI 2000 Modem (CF31) - Rogers EU860D HSDPA Modem & Kit for CF-52 CFBA85002G 2GB Memory only for i5-520m Toughbooks (CF-31) CFBA2048 Panasonic 2GB DDR2 Ram for CF-52 CFVDM311U DVD Multi drive for CF31 CFVEB272A2W Port Replicator (AC Adapter not included) CF31 CFVEB522W Port Replicator (AC Adapter not included) CF52 CFAA5803AM AC Adapter 15.6V 120W FOR CF52 CFAA5713AM AC ADAPTOR FOR CF31 (15.6v-7.05A, 110W) EX1 4th year Panasonic factory warranty TERMS: NET 45 DAYS/ OR DISC. COMPANY: E-MAIL: SIGNATURE: NAME: (print) Date: Tel # Fax # H.S.T. Reg.# Remarks: CONFIRMATION OF OFFER By confirming this offer, the Undersigned confirms that he/she is authorized to enter into a contractual agreement on behalf of the Company named below.
Page 11 Company Name Address City, Province Postal Code Telephone Number E-mail Address Fax Number NAME: TITLE: (Please Print) SIGNATURE: DATE: