ARFQ - FIC2700000001 - Specifications.pdf

REQUEST FOR QUOTATION

ARFQ FIC2700000002

One-time purchase of Getac Rugged Laptops and Accessories

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia department of Homeland Security, Division of Administrative Services (DAS) on behalf of the West Virginia Fire Marshal is soliciting bids for a one-time purchase of 12 (twelve) Getac Rugged Laptops and related accessories, as more particularly described herein.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 "Contract Item" means the list of items identified in Section

3.1 below and on the Pricing Page.

2.2 "Pricing Page" means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A and used to evaluate the Solicitation responses.

2.3 "Solicitation" means the official notice of an opportunity to supply the State with goods or services that is published by the Division of Administrative Services.

2.4 "Facility" means West Virginia Fire Marshal

2.5 "Vendor" means any entity submitting a bid in response to the Solicitation.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.

3.1.1 Contract Item #1 – 12 (twelve) Getac S410 S410-G5 Semi Rugged

Laptop or equal

3.1.1.1 Laptops must be Getac brand or equal.

3.1.1.2 Must have a processor with a minimum strength of Intel i5

1340P or equal.

3.1.1.3 Laptops must have a touch screen that is a minimum of 14 inches.

3.1.1.4 Laptops must have a full HD screen.

3.1.1.5 Laptops must have a sunlight viewable display.

3.1.1.6 Laptops must have a Windows 11 Pro operating system.

3.1.1.7 Laptops must have a minimum memory of 16 Gigabytes.

3.1.1.8 Laptops must have a minimum Solid State Drive capacity of 256

Gigabytes.

3.1.1.9 Laptops must have Bluetooth connection option.

3.1.1.10 Laptops must have a backlit keyboard or equal.

3.1.1.11 Laptops must support a minimum WiFi connection of WiFi6.

3.1.1.12 Laptops must have an AC adapter.

3.1.1.13 Laptops must come with a capacitive stylus and tether.

3.1.1.14 Laptops must be single battery.

3.1.1.15 Laptops must have screen protection cover or equal.

3.1.1.16 Laptops must come with minimum 3 (three) year warranty.

3.1.2 Contract Item #2 – 12 (twelve) Havis Vehicle Docking Station for Getac

S410 Laptops with DC Power or equal

3.1.2.1 Docking Station must come with a D/C power supply that can be hardwired, mounting brackets and Havis screen support or equal.

3.1.2.2 Docking Station must come with a customized cord length and connector tip.

3.1.2.3 Docking Station must come with accessory brackets for mounting the power supply directly to the docking station.

3.1.2.4 Docking Station must have minimum dimensions of 2.4 inches (6.17 centimeters) x 14.1 inches (35.7 centimeters) x 11.8 inches (30.0 centimeters).

3.1.2.5 Must have at a minimum one (1) of each of the following connectivity options:

• USB: fully-powered USB 3.0

• USB: fully-powered USB 2.0

• Ethernet: RJ45 Ethernet

• DB9 (9-Pin) connection

• Video: VGA (Video Graphic Array)

• HDMI: High-Definition Multimedia Interface

• Speaker & microphone

• Input voltage: 19Volt DC

3.1.3 Contract Item #3 – 12 (twelve) Havis ChargeGuard Select or equal

3.1.3.1 ChargeGuard must prevent batteries from dying.

3.1.3.2 ChargeGuard must be regulated by a programmable timer.

3.1.3.3 ChargeGuard must protect mobile electronics from voltage anomalies.

3.1.3.4 ChargeGuard must have a minimum of one (1) LED indicating under and over voltage.

3.1.3.5 ChargeGuard must have the following maximum dimensions: height

3.8 inches (9.7 centimeters) x width 3.7 inches (9.3 centimeters)

3.1.4 Contract Item #4 – 12 (twelve) Getac Bumper-to-Bumper Extended

Warranty Upgrade – Year one through Year four

3.1.4.1 Warranty must cover damage from unforeseen accidents.

3.1.4.2 Warranty must, at a minimum, cover all systems components.

3.1.5 Contract Item #5 – 12 (twelve) Havis premium pedestal mount package or equal

3.1.5.1 Pedestal mount be compatible with the below vehicles:

3.1.5.1.1 9 (Nine) mounts for 2024 F-150 and 2019 – 2022 Ford F250

3.1.5.1.2 3 (Three) mounts for 2025 Dodge Ram 2500

3 CONTRACT AWARD:

3.1 Contract Award: The Contract is intended to provide Facility with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Page.

3.2 Pricing Page: Vendor should complete the Pricing Page by entering a cost per unit price for each item listed. Vendor must complete the Pricing Page in its entirety as failure to do so will result in Vendor's bids being disqualified.

Vendor should electronically enter the information into the Pricing Page through wvOASIS, if available, or as an electronic document to prevent errors in the evaluation. In most cases, the Vendor can request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following email address: Wassef.maazaoui@wv.gov

4 ORDERING AND PAYMENT:

4.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Facility orders on-line.

mailto:Wassef.maazaoui@wv.gov

4.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

5 DELIVERY AND RETURN:

5.1 Shipment and Delivery: Vendor shall deliver the Contract Items immediately after being awarded this Contract and receiving a purchase order or notice to proceed.

Vendor shall deliver the Contract Items within ten (10) working days after receiving a purchase order or notice to proceed. Contract Items must be delivered to Office of the Fire Marshal 1600 Pennsylvania Ave. Charleston, WV 25302.

5.2 Late Delivery: The Facility placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to a Facility will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

5.3 Return of Unacceptable Items: If the Facility deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor's expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable or permit the Facility to arrange for the return and reimburse Facility for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Facility with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Facility's location. The returned product shall either be replaced, or the Facility shall receive a full credit or refund for the purchase price, at the Facility's discretion.

5.4 Return Due to Facility Error: Items ordered in error by the Facility will be returned for credit within 30 days of receipt, F.O.B. Vendor's location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging.

Any restocking fee for items not in a resalable condition shall be the lower of the Vendor's customary restocking fee or 5% of the total invoiced value of the returned items.

7 VENDOR DEFAULT:

7.I The following shall be considered a vendor default under this Contract.

7.1.l Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Items provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to the Facility upon default.

7.2.1 Immediate cancellation of one or more release orders issued under this Contract.

7.2.2 Immediate cancellation of the Contract

7.2.3 Any other remedies available in law or equity.

Contract Manager:

Telephone Number:

Fax Number:

Email Address: