1-IFB4378 - Desktops.pdf

CITY OF JEFFERSON

JEFFERSON CITY, MISSOURI

OFFICE OF THE PURCHASING AGENT

Invitation for Bids

Bid No. IFB4378

Subject: HP Desktops for ITS

Closing Date: Bids must be received no later than 1:30 p.m. on June 02, 2026.

Purchasing Agent: Megan Stephenson mstephenson@jeffersoncitymo.gov

(573) 634-6324 mailto:mstephenson@jeffersoncitymo.gov

Dell Laptops and Docking Stations for ITS

Introduction

The Information Technology Services Division, herein referred to as City, is requesting bids for the purchase of HP Desktop computers, and an extended 5-year warranty as listed in this document.

Specifications

The City is seeking bids for HP Desktop computers meeting the specifications listed below.

Items that will be accepted are “AS SPECIFIED ONLY”, therefore, no alternate is allowed.

The quantities listed on the pricing form are estimates only; however, these quantities will be used to make the award(s). The City reserves the right to adjust the quantities up or down as needed.

Pricing shall include any and all shipping costs.

Awarded vendors will deliver the computers to City Hall located at 320 East McCarty Street, Jefferson City, MO no later than June 02, 2026.

Any items bid will have to meet the minimum following specifications:

Detail Specifications

1. HP Elite 800 G9 Mini Desktop: HP Part# A12GMUT#ABA

A. Operating System: Windows 11 Pro B. Processor: Intel Core i5 14500T (14th Generation) C. Memory: 16 GB DDR5-4800 MT/s (1 x 16 GB) D. Storage: 512GB SSD E. Graphics: Intel UHD Graphics 770 F. Wireless: Intel® Wi-Fi 6E AX211 (2x2) and Bluetooth® 5.3 wireless card

(supporting gigabit data rate) G. Form Factor: Mini H. Front Ports:

i. 1 headset connector 1 SuperSpeed USB Type-A 10Gbps signaling rate 1 SuperSpeed USB Type-A 10Gbps signaling rate (charging) 1 SuperSpeed USB Type-C® 20Gbps signaling rate

I. Rear Ports:

i. 1 external antenna connector

1 power connector

1 RJ-45

3 SuperSpeed USB Type-A 10Gbps signaling rate 2 DisplayPort™ 1.4

1 HDMI 2.1

J. Keyboard and mouse are not required

2. HP Part#U7899E-Electronic HP Care Pack Next Business Day Hardware Support - Extended service agreement - parts and labor - 5 years - onsite-9x5 - response time: NBD

Bid Submission:

All bids must be as specified on the Pricing Form. All bids must be FOB Jefferson City, Missouri. The offeror shall state a fixed price for the total number of days that the price is firm.

Bidders shall also indicate the number of days for delivery after receipt of order.

Bids must be received by June 02 ,2026, at 1:30 p.m. Bidders are encouraged to submit bids electronically through Bonfire at https://jeffersoncitymo.bonfirehub.com.

Bids may also be sent hard-copy. Bidders submitting hard-copy bids, may use the Pricing Form contained in this document. All others must use the Pricing Form in Bonfire. Hard-copy bids must contain a signature and date from the person submitting the bid. Hard-copy bids shall be sent to the following address in a sealed envelope with the bid number (IFB4378) on the outside of the envelope.

City of Jefferson Purchasing 320 E McCarty St Jefferson City, MO 65101

Evaluation and Award

Bids will be awarded to the lowest and best bid meeting the needs of the City.

Quote Information and Regulations

1. Bid to be submitted F.O. B. Jefferson City, Missouri 65101.

2. Items to be shipped as specified in the request for bid.

3. All bids must be submitted on the attached forms and signed by the bidder with his name and address.

4. Bidders may withdraw their bid after depositing them with the Purchasing Agent at any time prior to the stipulated time for opening such bids. No bid may be withdrawn within thirty

(30) days after the opening thereof, unless obvious errors are apparent.

5. Right to Accept or Reject Bids. The right is hereby reserved to accept or reject all or part of any bid; to waive informalities and to request new bids are the interest of the City may require.

6. Delivery may be made a basis for the award. The award may be based upon delivery as well as price; whichever serves the best interest of the city.

https://jeffersoncitymo.bonfirehub.com/

7. Bidders should submit complete descriptive literature, a detailed specification of the brand/item bid and detailed instructions for each item.

8. Payment will be made upon receipt and acceptance of items requested. Invoices must be sent to Fire Administration, 305 E. Miller St., Jefferson City, MO 65101. Partial payment will be made for partial receipt of goods or services.

9. The City of Jefferson is tax exempt by law. Do not include tax in bidding. A federal tax-exempt certificate will be furnished when requested.

10. Cooperative Procurement. The City of Jefferson and Cole County and the City of Jefferson and the Jefferson City Housing Authority have entered into cooperative purchasing agreements. Cole County and/or the Jefferson City Housing Authority may or may not request an unknown quantity of goods or service under this bid during the bid period or resulting agreement period at the same prices, terms and conditions stated herein.

11. It is understood and agreed that each participating political subdivision will make its own separate contract with the successful bidder, that each participating political subdivision shall only be liable to the successful bidder for materials or supplies contracted for by such political subdivision without any liability for purchases contracted by any other participating political subdivision, and each successful bidder shall be required to bill each participating political subdivision directly for the materials or supplies purchased by it.

12. Restrictive Clause. Bidders must contact the Office of the Purchasing Agent at least five (5) days prior to the bid opening if any of the specifications contain restrictive language or requirements that render him unable to bid.

13. Proprietary Products. Any piece of equipment described herein that is a proprietary product, or the use of a manufacturer or vendor’s brand name, is referenced with the intent to indicate a standard of design desired by the buyer and shall not be construed to exclude other manufacturers’ products of comparable quality. The buyer reserves the right to determine the quality of the equipment offered.

14. Preference for U.S. Manufactured Goods. On purchases in excess of $25,000, the city shall select products manufactured, assembled or produced in the United Stats, if quantity, quality, and price are equal. Every contract for public works construction or maintenance in excess of $25,000 shall contain a provision requesting the contractor to use American products in the performance of the contract.

15. Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request.

16. Changes to Bid Documents. Changes to contract documents prior to bidding will be by an addendum issued by the city. Prospective bidder shall acknowledge receipt of all addenda on pricing forms.

17. Termination. The City reserves the right to terminate the contract at any time, for the convenience of the City, without penalty or recourse, by giving written notice to the contractor at least thirty (30) calendar days prior to the effective date of such termination.

The contractor shall be entitled to receive compensation for services and/or supplies delivered to and accepted by the City pursuant to the contract prior to the effective date of termination.

18. The contractor shall comply with all applicable local, state and federal laws and regulations related to the performance of the contract. In addition, the bidder’s attention is directed to City Code, Chapter 17 – Licenses, Taxation, and Miscellaneous Business Regulations.

PRICING FORM

(Only use this form if submitting a hard-copy bid)

All quotes must be as specified. All quotes must include all shipping and handling to the City of Jefferson. Bidder must complete, sign and return this document and state the firm, fixed price.

Item

Item Description

Est Qty

Unit Price

Total Delivered Price

1. • HP Elite 800 G9 Mini Desktop: HP Part#

A12GMUT#ABA

• Operating System: Windows 11 Pro

• Processor: Intel Core i5 14500T (14th Generation)

• Memory: 16 GB DDR5-4800 MT/s (1 x 16 GB)

• Storage: 512GB SSD

• Graphics: Intel UHD Graphics 770

• Wireless: Intel® Wi-Fi 6E AX211 (2x2) and Bluetooth®

5.3 wireless card (supporting gigabit data rate)

• Form Factor: Mini

• Front Ports:

• 1 headset connector

1 SuperSpeed USB Type-A 10Gbps signaling rate 1 SuperSpeed USB Type-A 10Gbps signaling rate (charging) 1 SuperSpeed USB Type-C® 20Gbps signaling rate

• Rear Ports:

• 1 external antenna connector

1 power connector

1 RJ-45

3 SuperSpeed USB Type-A 10Gbps signaling rate 2 DisplayPort™ 1.4

1 HDMI 2.1

• Keyboard and mouse are not required

2.

• HP Part#U7899E-Electronic HP Care Pack Next Business

Day Hardware Support - Extended service agreement -parts and labor - 5 years - onsite-9x5 - response time:

NBD

Number of days to deliver after receipt of order___________.

This bid is firm for __________days.

Do you agree to cooperative procurement by Cole County? YES_____NO_____

Do you agree to cooperative procurement by Housing Authority? YES_____NO_____

I/We the undersigned do hereby certify that the information presented in this proposal is true and accurate and agree to provide the specified products and services at the price and time stated if awarded the bid. I/We also certify that I am a duly authorized representative of the business entity below and that I possess the legal authority to sign on behalf of the business for which I am acting.

NAME OF COMPANY____________________________________________________

AGENT AND TITLE______________________________________________________

ADDRESS______________________________________________________________

TELEPHONE____________________________________________________________

EMAIL ADDRESS _______________________________________________________

BIDDERS SIGNATURE___________________________________________________

Form of Business: ___ Sole Proprietorship ___ Partnership ___ Corporation ___ Limited Liability Corporation