2023 CIP Hardware Bid

POLK COUNTY BOARD OF COMMISSIONERS

P. O. BOX 268

CEDARTOWN, GA 30125

(770) 749-2100 FAX (770) 748-5520

REQUEST FOR BIDS

Date Issued: 01/04/2023

THE POLK COUNTY BOARD OF COMMISSIONERS IS ACCEPTING SEALED BIDS FROM

EXPERIENCED AND QUALIFIED VENDORS FOR LAPTOPS, COMPUTERS, AND SCANNERS AS

SPECIFIED BELOW FOR THE COUNTY. A CONTRACT WILL BE AWARDED TO THE VENDOR

WHOSE BID BEST SATISFIES THE REQUIREMENTS FOR THIS REQUEST AND BEST SERVES THE

INTEREST OF POLK COUNTY. SEALED BIDS WILL BE ACCEPTED UNTIL 3:00 P.M. EST LEGALLY

PREVAILING TIME ON TUESDAY JANUARY 17, 2023 IN THE POLK COUNTY ADMINISTRATION

OFFICE LOCATED AT 216 MAIN STREET CEDARTOWN, GA 30125.

Copies of bid documents may be obtained from the Polk County Administration Office located at 216 Main Street, Cedartown, Georgia 30125. Requests for documents should be filed promptly with Polk County. Bid documents are also available on the Polk County Website:

www.polkga.org.

No bid may be withdrawn for a period of 90 days after the bid deadline for submission.

Polk County Government reserves the right to reject any or all bids and to waive technicalities and informalities.

BID PACKAGE MUST BE RETURNED IN SEALED ENVELOPE

AND CLEARLY MARKED

LAPTOPS, COMPUTERS, AND SCANNERS

TUESDAY JANUARY 17, 2023 3:00 PM EST

ATTENTION: DAVID SMITH

FedEx or UPS Ship to address 216 Main Street

Cedartown, GA 30125 ATTENTION: David Smith

Request for Bids

2023 LAPTOPS, COMPUTERS, AND SCANNERS

POLK COUNTY GEORGIA

BID TERMS AND CONDITIONS

REQUEST FOR BIDS (RFB)

GENERAL CONDITIONS AND CLAUSES

1 CHANGES: No change will be made to this RFB except by written modification by the County.

Requests for interpretation or changes must be in writing, directed to the Polk County Information Technology Director, and received at least (5) Five Calendar Days prior to the time set for opening of the bids. Phone (678) 246-5100 – Email dsmith@polkga.org

2 LIABILITY: The County is not liable for any cost incurred in the preparation of the bid. Nor is the County responsible for costs or damages incurred by Respondents, member(s), partners, subcontractors, or other interested parties in connection with the RFB process, including but not limited to costs associated with participating in any conferences, site visits, product/system demonstrations, oral presentations or negotiations. The County shall not be bound by any information provided unless reduced to writing and distributed as a written addendum.

3 BID ACCEPTANCE TIME: Bids requiring acceptance by the County in less than 90 calendar days could be rejected.

4 BID IDENTIFICATION: All Bids submitted as a result of this RFB must be returned in a sealed envelope with the following information in the lower left-hand corner of the envelope:

LAPTOPS, COMPUTERS, AND SCANNERS

TUESDAY JANUARY 17, 2023 3:00 PM EST

5 BID SUBMISSION FORMAT: Bids should be bound or stapled whereby county staff can easily make additional copies. Pages should be 8 ½” X 11” in size with larger sheets folded to fit within bindings. The bid should be ordered in the following format:

Response to Bid (include a bid summary sheet and detail sheet) All Forms in Attachment “A”

6 WITHDRAWAL OF BIDS: Bids may be withdrawn by written request only if the request is received prior to the deadline for submittal. Negligence on the part of a vendor during the preparation of a bid establishes no right of withdrawal or modification of a bid after a bid has been accepted. No bid may be withdrawn for a period of 90 days after the deadline for bid submittals.

7 CLARIFICATION OF BIDS: The County reserves the right to seek clarification of any point in a respondent’s bid, or to obtain additional information.

8 DISQUALIFICATION: Bids may be disqualified for: a) receipt of the bid by the County past the stated deadline; b) any irregularities; c) unbalanced unit price or extensions; d) unbalanced value of any items; e) failure to comply with any requirement of this RFB. If in the opinion of the Polk County Board of Commissioners, the vendor is not in a position to fulfill the contract, the bid may be disqualified. The County reserves the right to waive any minor informality or irregularities.

9 AWARD OF CONTRACT: An award will be made based upon the bid that best conforms to this

RFB and best serves the interest of the County. The County reserves the right to reject any and/or all bids and to waive any technicalities or minor irregularities in the bid process and/or bids. A binding contract must be signed by both parties before providing services.

A vendor, by accepting a contract, attests that it complies with the Nondiscrimination Clause contained in Section 202 of Executive Order 11246, as amended, relative to equal employment opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and prescribed by the Secretary of Labor, which is incorporated herein by reference.

10 EXCEPTIONS TO SPECIFICATIONS: Any award resulting from this RFB shall bind a vendor to all

Terms, Conditions, and Specifications outlined in this RFB. Vendors whose bids do not conform should so note on either a separate page or in the Bid. While the County reserves the right to make an award based upon a nonconforming bid, when in the best interest of the County, such awards will not be readily made, and vendors are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken unless it is properly set out as provided above. No exception will be deemed to have been taken by the County unless incorporated in an award resulting from this RFB and so stated.

11 BID RESULTS: Interested parties may request, in writing, a summary of the bids by sending a self-addressed stamped envelope with their request to the Polk County Board of Commissioners, P.O. Box 268, Cedartown, Georgia 30125, or by emailing the Administration Office, attention County Clerk.

12 EXECUTION OF CONTRACT: Subsequent to an award, the successful vendor will be presented with a contract in the form attached hereto as Attachment B. Contract, when provided, is to be executed within Ten (10) calendar days of “NOTICE OF AWARD.” If the contract document is mailed, the date of presentation shall be deemed to be the postmark date. The successful vendor’s bid and this RFB shall be incorporated into the contract, except to the extent that this RFB conflicts with the contract, in which case the provisions of the contract shall take precedent.

13 INCLUSION: All items and/or services standard, expected, necessary, and/or routine to such services as this and not actually stated in this RFB will be the responsibility of the vendor to provide at no other cost to the County unless so stated on the vendor’s bid as additional cost items and accepted by the County at the time of the award and/or contract.

14 REGULATORY AGENCIES: Vendor will be responsible for obtaining all required permits or licenses required by regulatory agencies of the City, County, State, or Federal Governments.

Further, the vendor will be responsible for meeting all requirements of any regulation(s) or guideline(s) of any of the said Governments or any independent agency recognized by said Governments as publisher of any such regulation(s) or guideline(s).

15 INDEPENDENT VENDORS: By submitting a bid in response to this RFB, the vendor represents to POLK COUNTY that it is fully licensed, experienced, and properly qualified to perform the services requested herein and that it is properly equipped, organized, and financed to perform such services. The vendor shall finance its own operations hereunder, shall operate as an independent vendor and not as an agent of Polk County, and nothing contained in this RFB or a contract resulting from same shall be construed to constitute the vendor or any of its employees, servants, agents, or subcontractors as a partner, employee, servant, or agent of the County nor shall either party have any authority to bind the other in any respect; it being intended that each shall remain an independent vendor.

16 ASSIGNMENT OF CONTRACTUAL RIGHTS: It is agreed that the vendor will not assign, transfer, convey, or otherwise dispose of a contract that results from this invitation or its right, title, or interest in or to the same, or any part thereof, withoutthe written consent of the County.

17 INDEMNITY: Vendor agrees, if entering into a contract as a result of this RFB, to defend, indemnify, and hold harmless Polk County from any and all courses of action or claims of damages arising out of or related to vendor’s performance or actions or those of its employees or agents, under said contract.

18 ANTI-DISCRIMINATION CLAUSE: Polk County does not discriminate against any person because of race, color, religion, national origin, or handicap in employment or service provided.

GENERAL INFORMATION

Introduction

Polk County is seeking bids for the purchase of Laptops, Computers, and Scanners

Background

As a part of our annual technology refresh, we are seeking bids for Laptops, Computers, and Scanners.

Scope

The successful bidder will provide the Polk County Board of Commissioners with an economically viable bid for the following:

Quantity Description 4 Fujitsu FI-8170 Scanners 2 Dell Optiplex 7000 i7-12700, 16 Gigs RAM, 512 Gig HD, 8X DVD+/-RW, Windows 11 2 Dell 24 Monitor - P2422H

HP ZBook Power 15.6 inch G9 Mobile Workstation Windows 11, Intel® Core™ i7- 12800H (up to 4.8 GHz with Intel® Turbo Boost Technology, 24 MB L3 cache, 14 cores, 20 threads)32 GB memory; 1 TB SSD storage

1 Dell Latitude 7330 Laptop 16 Gigs RAM, 256GB SSD, Windows 11

IMPORTANT INFORMATION

The County reserves the right to a) reject any or all bids, or to make no award b) require modifications to initial bids, or c) to make partial or multiple awards. The agency further reserves the right to excuse technical defects in a bid when, in its sole discretion, such excuse is in the best interest of the County.

BID SCHEDULE

BID SCHEDULE

ACTIVITY DATE ACTION

Request for Bids Issued 01/04/2023 Begin Advertisement Bid Submission Deadline 01/17/2023 Submit bids to Polk County BOC Estimated Award Date 02/08/2023 Board of Commissioners

ATTACHMENT A

Sample Summary Page

Company Name: ACME Computer Products Bid Name: 2023 LAPTOPS, COMPUTERS, AND SCANNERS

Total Price: $23,149.17

POLK COUNTY, GEORGIA

NON-COLLUSION AFFIDAVIT

The following affidavit shall accompany the bid:

STATE OF: __________________________________

COUNTY OF: ___________________________________

Owner, Partner or Officer of vendor: __________________________________________

Company Name, Address, County and State:

The undersigned, being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the vendor to submit the attached bid and that neither he/she nor the vendor has directly or indirectly violated any of the provisions of Section 36-91-21(d) of the Official Code of Georgia Annotated. In making such representation, the affiant further states for himself/herself and on behalf of the vendor, that he/she is not a party to any collusion among vendors in restraint of competition or by agreement to submit a bid at a fixed price or to refrain from submitting a bid; or with any office of Polk County or any of its employees as to the quantity, quality, or price in the prospective contract; or any discussion between vendors and any official of Polk County or any of its employees concerning the exchange of money or other things of value for special consideration in submitting a Bid for:

PROVIDING INSURANCE CONSULTING/BROKERAGE SERVICES TO POLK COUNTY.

VENDOR NAME ________________________________________

SIGNATURE _____________________________________________

TITLE __________________________________________________

Subscribed as sworn to before me this day of 20 __ .

NOTARY PUBLIC ________________________________________

VENDOR’S DECLARATION

The vendor understands, agrees, and warrants:

That the vendor has carefully read and fully understands the full scope of the specifications.

That the vendor can successfully undertake and complete the responsibilities and obligations in said specifications.

That this bid may be withdrawn by requesting such withdrawal in writing at any time before 01/12/2023 but may not be withdrawn after such date and time.

That Polk County reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. Polk County reserves the right to waive any technicalities and formalities in the bid process.

That by submission of this bid the vendor acknowledges that Polk County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the vendor.

That the accompanying bid is not the result of or affected by, any act of collusion with another person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

Vendor’s Name: _________________________________________

Phone: _________________________________________________

Name Print: _____________________________________________

Signature: ______________________________________________

Date: __________________________________________________

Email __________________________________________________

DRUG-FREE WORKPLACE CERTIFICATE

By signature on this certificate, the vendor certifies that the provisions of O.C.G.A. Section 50-24-1 through 50-24-6 related to the “Drug-Free Workplace Act” will be complied with in full. The vendor further certifies that:

1. A drug-free workplace will be provided for the vendor’s employees during the performance of the contract; and

2. Each vendor who hires a subcontractor to work in a drug-free workplace shall secure from that subcontractor the following written certification: “As part of the subcontracting agreement with (vendor’s name), (subcontractor’s name) certifies to the vendor that a drug-free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to O.C.G.A. Section 50- 24-3(b)(7).”

By signature on this certificate, the vendor further certifies that it will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

Vendor:________________________________________________________

By: ____________________________________________________________

Name Printed: __________________________________________________

Title: _________________________________________________________

Date: __________________________________________________________

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows:

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry, or disability. The vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry, or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation, and selection for training, including apprenticeship.

In the event of the vendor is in non-compliance with this nondiscrimination clause, the contract may be canceled or terminated by Polk County. The vendor may be declared, by Polk County, ineligible for further contracts with Polk County until satisfactory proof of intent to comply shall be made by the vendor.

The vendor agrees to include this nondiscrimination clause in any sub-contracts connected with the performance of this agreement.

VENDOR

SIGNATURE

TITLE

O.C.G.A. § 50-36-1(e)(2) S.A.V.E Affidavit

By executing this affidavit under oath, as a vendor for contracted services, as referenced in O.C.G.A. § 50-36-1, from Polk County Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit:

1) I am a United States Citizen.

2) I am a legal permanent resident of the United States.

3) I am a qualified alien or non-immigrant under the Federal Immigration and

Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency.

My alien number issued by the Department of Homeland Security or other federal immigration agency is: .

The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit.

The secure and verifiable document provided with this affidavit can best be classified as:

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in any affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowable by such criminal statute.

Executed in (city), (state).

Signature of Applicant

Printed Name of Applicant

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

DAY OF , 20 .

NOTARY PUBLIC

My Commission Expires:

E-VERIFY COMPLIANCE AFFIDAVIT

By executing this affidavit, the undersigned vendor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of Polk County, Georgia has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned vendor will continue to use the federal work authorization program throughout the contract period and the undersigned vendor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the vendor with the information required by O.C.G.A, § 13-10-91 (b). Vendor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (Not Required if Less than 10 Employees)

Signature (if less than 10 employees)

Date of Authorization

Name of vendor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _________, ____, 20____ in ____________(city) ____________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _____ DAY OF ______________, 20_____

NOTARY PUBLIC

My Commission Expires: