1146-25P Bid Specifications.docx

PERSONAL COMPUTERS (PCs) Bid Specifications Document

Microcomputer Acquisition Program Project Description and Scope

CMC is seeking proposals from qualified Tier 1 microcomputer manufacturers and value-added resellers (VARS) to establish a contract for the purchase of Microsoft Windows based desktop computers, laptops, workstation computers, plus Chromebooks. We are open to proposals that include additional support services such as web-based purchasing by administrators, installation services, imaging services, repair services, etc.

Background CMC is looking to establish a Microcomputer Acquisition Program (MAP) that covers all Microsoft Windows workstations, desktops, and laptops located in classrooms, labs, and faculty/staff offices. The MAP will replace one-fourth to one-fifth of these devices each year with devices being replaced within a 4 to 5-year cycle.

CMC intends to purchase several hundred computers over the life of the contract established by this RFP. While we wish to contract with a single respondent for workstations, laptops, and desktops, proposals for a partial fulfillment of this RFP will be considered, and multiple contracts may be awarded. CMC cannot guarantee any minimum order size.

Proposer Qualifications As a fundamental requirement, respondents must demonstrate their companies have the necessary background, experience, stability, and capability to successfully plan, implement and manage a large institutional purchase plan for Microsoft Windows based workstations, desktops, laptops, Chromebooks and optionally offer consumer class electronics for resale to students, faculty, and staff. All respondents must have been in business for at least ten consecutive years and have the financial stability and general business acumen to undertake a project of this magnitude.

Equipment Specifications All workstations, desktop and portable computers must strictly adhere to the following specifications:

1. State-of-the-art equipment. Please do not provide proposals for “excess” inventory and/or obsolete configurations.

2. All devices must be fully FCC compliant, UL listed, Windows 10 Certified, and E&IT Section 508 compliant.

3. All microcomputers and portable computers must have a minimum of a 4-year, on-site repair warranty to include all parts and labor. Respondents may propose either working with CMC to self-maintain both desktops and portable computers by the school’s technical staff or provide onsite repair service for all warrantied equipment. A toll-free technical support hotline must be provided during normal business hours. This toll-free technical support hotline must be a premier or business-class service. The school would also like to see options for five years warranty coverage.

4. The respondent must provide a “Lemon Protection Plan” for the first year of the life of each computer. If a system is DOA on arrival or has repeated hardware failures during the first year, the respondent will replace the unit with a new system that is equal or better than the original configuration. Your firm’s existing “Lemon Protection Plan” will be evaluated by the school if it differs from this specification.

5. Desktop microcomputers, portable computers, and workstations must be designed for the large business market. Consumer or small business class machines are not acceptable. Successful respondents must maintain both inside and outside representatives available to assist with issues, questions, etc. Respondents must provide toll-free phone numbers, fax, email and mobile phone or pager numbers at which the inside and outside representatives can be contacted during normal business hours, and pledge “same day” response times on issues. The school expects that the successful respondent(s) will be in contact with our technical representatives monthly and be available within 96 hours for conferences with our technical staff.

6. All prices must include delivery charges and any other potentially hidden costs must be fully divulged. CMC is tax-exempt, and purchase prices should not include federal and/or state taxes. A copy of the Purchase Exemption Certificate will be provided at contract execution with the successful respondent(s).

7. All systems should be Energy Star certified.

Evaluation Units Upon request, and at no cost to CMC, respondents may be asked to deliver an evaluation unit of the proposed workstations, desktops, and portable computers to the requesting Office of Information Technology. The school’s technical staff will evaluate these units and return them within 60 days freight pre-paid.

Quotes and Ordering In a typical year, CMC will need to place one large order around June to replace 4-year-old devices. Additional devices may be purchased throughout the year. CMC cannot guarantee any minimum order size. The successful respondent will need to provide an effective, simple, and timely quote building, ordering, and delivery process. An online portal for quote building, order placement, and order tracking should be provided. Alternative methods for quote building, order placement, and order tracking will be considered.

Suggested Configurations CMC understands and expects that configurations and pricing for microcomputers will continue to be dynamic. However, in order to facilitate a comparison of value provided by respondents, we request respondents to provide prices for the outright purchase of the systems detailed below. Machines quoted must be business class machines. Do not provide proposals for computers designed for the home computer or small business markets, or refurbished, previously owned and/or used equipment. All costs, including delivery must be included in your proposal. Cost for installation, and other optional services may be provided separately or included in the purchase price if no additional cost is associated.

CMC participates in Microsoft Campus Agreement. Therefore, respondents must provide pricing for the most economical operating system.

CMC may elect not to purchase the exact machine specified within the configuration spreadsheet; the specifications are being provided for evaluation and comparison purposes. Please provide pricing for the systems specified in the configuration spreadsheet and the costs associated with each optional upgrade / modification. Please note that the spreadsheet has multiple tabs. It is expected that market-driven updates to the equipment configurations and pricing will be made as necessary to remain competitive.

As an educational institution, we value your experience and expertise in this arena and consider you a content expert. To that end, our Selection Committee would like to understand your recommended configuration(s) and/or other value engineering ideas to provide the college with the best value as defined by total cost of ownership. As such, you are encouraged to communicate within your proposal any ideas, options, clarifications, or potential problems you may foresee in our acquisition plan.

Respondents may propose either working with the school to self-maintain workstations, desktops, and portable computers by our technical staff or provide onsite repair service for all warrantied equipment.

The successful respondent(s) will provide periodic in-service presentations to the school’s technical support staff. The goal and nature of these presentations is effective communication of product technical information, current specifications, product roadmaps, policy and production protocols, and other information that may enhance the interaction and productivity of both the respondent and the technical staff. These presentations should be conducted at a location on campus or off campus, which is conducive to maximum benefit. These presentations should occur no less than two times per year and should include all appropriate College personnel as identified by the school.