2020-2021_PC_Replacement_Counts_for_Order.xlsx

This is a procurement planning document prepared by the City of Orlando, Florida, detailing the quantity requirements and specifications for a comprehensive replacement of existing HP computing devices and peripherals. The City seeks bids for approximately 1,700 legacy computing devices across multiple categories, including 730 standard desktop computers (HP Elite SFF 8 G1i), 4 mini-desktops (HP EliteDesk 8 G1i Mini), 68 workstation desktops (HP Z2 TWR Base Unit G1i), 67 executive laptops (HP IDS UMA Ultra 7 268V+32GB), 117 small screen laptops (HP IDS UMA Ultra 7 255U 13-inch), 691 standard laptops (HP IDS UMA Ultra 7 255H 16-inch), and 500 docking stations (HP USB-C Dock G5). All equipment must include manufacturer warranty coverage, with 5-year onsite desktop support and 4-year onsite notebook warranties required. Questions regarding the solicitation were accepted through November 21, 2025, with final bids due on December 2, 2025, at 2:00 PM. The phased replacement is estimated to require six to eight months from contract award, with deployment accomplished by City of Orlando staff in conjunction with the awarded contractor's support processes.

The procurement requires authorized HP device distributors to provide equipment meeting exact manufacturer specifications with designated configuration IDs and SKUs; no alternative products or configurations will be considered. All proposed equipment must be new, current production models. The City has not disclosed a specific budget range, though the replacement of approximately 1,700 devices suggests a substantial technology investment. Bidders must meet specific insurance and compliance requirements and complete a vendor questionnaire with various certifications. Electronic bidding through the City's electronic bidding system is mandatory. The solicitation does not explicitly indicate set-aside designations or restrictions for disadvantaged enterprises, and this represents a one-time purchase focused on standardizing and updating the municipality's computing infrastructure.