ARFQ_TPK2700000008_Computers_and_Peripherals_Specifications.pdf

REQUEST FOR QUOTATION

COMPUTERS AND PERIPHERALS

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Parkways Authority is soliciting bids to establish an open-end contract for the purchase of Windows-based computers and peripherals. This contract will not include Chromebooks, Rugged Laptops, or Mac computers.

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 “ARO” means After Receipt of Order.

2.2 “Business class machines” means computers that offer more features for professional work. The professional operating system version that comes on business PCs is also more suited for workers than the home version.

2.3 “Contract” is the binding agreement that is entered into between the West Virginia Parkways Authority and the Vendor to provide the items requested in the solicitation.

2.4 “Contract Item” or “Contract Items” means the list of items identified in Section

3.1 below.

2.5 “DIMM” means Dual In-line Memory Module

2.6 “DVI” means Digital Visual Interface

2.7 “FIPS 201” means Federal Information Processing Standard Publication 201

2.8 “FOB” stands for Free on Board which indicates that the Vendor is responsible for delivery and shipping costs.

2.9 “GB” means Gigabyte

2.10 “HD” means High Definition

2.11 “HDD” means Hard Disk Drive

2.12 “HDMI” means High-Definition Multimedia Interface

2.13 “LAN” means Local Area Network

2.14 “Mandatory Requirements” The terms “must”, “will”, “shall”, “minimum”, “maximum”, or “is/are required” identify a mandatory item or factor. Decisions regarding compliance with any mandatory requirements shall be at the sole discretion of the West Virginia Parkways Authority. Failure on the part of the Vendor to meet any mandatory specifications shall result in the disqualification of the bid.

2.15 “Manufacturer” is the company that produces the equipment.

2.16 “MB” means Megabyte

2.17 “OEM” means Original Equipment Manufacturer

2.18 “OS” means operating system

2.19 “PCs” are desktops, laptops, netbooks, and tablets.

2.20 “RAM” means Random-Access Memory

2.21 “Refurbished, reused, or recycled” means old or used computer equipment that has been restored to like new working condition and/or appearance or computer devices that have been sent back to the factory to fix a flaw.

2.22 “SATA” means Serial AT Attachment

2.23 “Solicitation” means the official notice of an opportunity to supply the West Virginia Parkways Authority with goods or services that is published by the Purchasing Division.

2.24 “SSD” means Solid State Drive

2.25 “TB” means Terabyte

2.26 “TPM” means Trusted Platform Module

2.27 “UEFI” means Unified Extensible Firmware Interface

2.28 “USB” means Universal Serial Bus

2.29 “Vendor” means any entity submitting a bid in response to this solicitation, the entity that has been selected as the lowest responsible vendor, or the entity that has been awarded the Contract as context requires.

2.30 “VGA” means Video Graphics Array

2.31 “WVPA” or “Agency” means the West Virginia Parkways Authority.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

All platforms in this solicitation must be offered with the same operating system.

3.2 General Specifications:

3.2.1 Standard PC:

3.2.1.1 Operating System: The system shall be supplied with Microsoft Windows 11 Pro 64-bit (latest supported version). The operating system shall support enterprise management tools and be compatible with 32-bit and 64-bit applications.

3.2.1.2 Processor: Current generation Intel Core Ultra 5 processor minimum 6 cores, with a minimum 12MB cache.

3.2.1.3 RAM: Minimum 16GB expandable to 32 GB or greater

3.2.1.4 Storage Drive: Minimum 512GB SSD

3.2.1.5 Keyboard: Full-size keyboard with number pad, USB or wireless.

3.2.1.6 Mouse: Two-button mouse with scroll wheel, USB or wireless.

3.2.1.7 USB Ports: Minimum four (4) external USB ports, including at least two (2) USB-A 3.0 or higher and one (1) USB-C port.

3.2.1.8 Expansion Slots: Minimum two (2) PCI-Express expansion slots capable of supporting full-height expansion cards.

3.2.1.9 Display/Graphics: Integrated graphics supporting dual monitor output via HDMI and/or DisplayPort.

3.2.1.10 Network Interface: Integrated 10/100/1000 Gigabit ethernet network interface with Wake-on-Lan capabilities.

3.2.1.11 TPM Version 2.0

3.2.1.12 Warranty: Four-year manufacturer onsite, next-business-day warranty covering the computer and all OEM components furnished with it, including the keyboard, mouse, internal hardware, parts, and labor.

3.2.1.13 Energy Consumption: Unit must be ENERGY Star Certified

3.2.2 Power PC:

3.2.2.1 Operating System: Microsoft Windows 11 Pro 64-bit (latest supported version). The operating system must support enterprise management tools and remain compatible with 32-bit and 64-bit applications.

3.2.2.2 Processor: Current generation Intel Core Ultra 7 processor minimum 8 cores and 16 threads, with a minimum 16MB cache, designed for business-class desktop systems and fully compatible with Windows 11 Pro.

3.2.2.3 RAM: Minimum 32GB DDR4 or DDR5 RAM, with available

expansion slots, expandable to 64GB or greater.

3.2.2.4 Storage Drive: Minimum 1TB SSD

3.2.2.5 Keyboard: Full-size keyboard with number pad, USB or wireless.

3.2.2.6 Mouse: Two-button mouse with scroll wheel, USB or wireless.

3.2.2.7 USB Ports: Minimum four (4) external USB ports, including at least two (2) USB-A 3.0 or higher and one (1) USB-C port.

3.2.2.8 Expansion Slots: Minimum two (2) PCI-Express expansion slots capable of supporting full-height expansion cards.

3.2.2.9 Display/Graphics: Integrated graphics supporting dual monitor output via HDMI and/or DisplayPort.

3.2.2.10 Network Interface: Integrated 10/100/1000 Gigabit ethernet network interface with Wake-on-Lan capabilities.

3.2.2.11 TPM Version 2.0

3.2.2.12 Warranty: Four-year manufacturer onsite, next-business-day warranty covering the computer and all OEM components furnished with it, including the keyboard, mouse, internal hardware, parts, and labor.

3.2.2.13 Energy Consumption: Unit must be ENERGY Star Certified

3.2.3 Standard Laptop:

3.2.3.1 Operating System: Microsoft Windows 11 Pro 64-bit (latest supported version). The operating system must be compatible with 32-bit and 64-bit applications.

3.2.3.2 Processor: Current generation Intel Core Ultra 5 processor or equivalent, minimum 6 cores, designed for business-class laptop systems and fully compatible with Windows 11 Pro.

3.2.3.3 RAM: Minimum 16GB expandable to 32GB or greater.

3.2.3.4 Storage Drive: Minimum 512GB SSD

3.2.3.5 Camera: Integrated Webcam with minimum 1080p resolution.

3.2.3.6 USB Ports: Minimum 3 USB ports; with a minimum of 1 USB-A

3.0 (or faster) and 1 USB-C (charging).

3.2.3.7 Display/Graphics: Integrated graphics supporting a minimum 15-inch display or greater, with minimum resolution of 1920 x 1080 (Full HD). System shall include HDMI 2.0 or DisplayPort 1.4 video output or greater for connection to external displays.

3.2.3.8 Wireless Adapter: Integrated wireless adapter supporting Wi-Fi 6 (802.11ax) or newer with 2x2 MIMO capability, and Bluetooth 5.1 or newer.

3.2.3.9 Power: System shall include a manufacturer-supplied AC power adapter compatible with the system. Systems supporting USB-C charging shall include an appropriate USB-C power adapter.

3.2.3.10 TPM Version 2.0

3.2.3.11 Warranty: Four-year manufacturer onsite, next-business-day warranty covering the computer and all OEM components furnished with it, including the laptop’s integrated display, keyboard, internal hardware, parts, and labor. External monitors purchased as separate Contract Items shall be covered by the monitor warranty specified in this RFQ.

3.2.3.12 Must be compatible with the “Docking Station for Standard Laptop” listed later in this RFQ

3.2.3.13 Energy Consumption: Unit must be ENERGY Star Certified

3.2.4 Power Laptop:

3.2.4.1 Operating System: Windows 11 Pro 64-bit operating system.

Operating system must be compatible with 32-bit applications and 64-bit applications.

3.2.4.2 Processor: Current generation Intel Core Ultra 7 processor or equivalent, with a minimum of 12 cores.

3.2.4.3 RAM: Minimum 32 GB RAM, installed as one (1) 32 GB DIMM, expandable to at least 64 GB.

3.2.4.4 Storage Drive: Minimum 1TB SSD

3.2.4.5 Keyboard: Backlit

3.2.4.6 Camera: Integrated Webcam with minimum 1080p resolution.

3.2.4.7 USB Ports: Minimum 3 USB ports; minimum of 1 USB-A 3.0 (or faster) and 1 USB-C (charging)

3.2.4.8 Display/Graphics: Integrated graphics supporting a minimum 15-inch display or greater, with minimum resolution of 1920 x 1080 (Full HD). System shall include HDMI 2.0 or DisplayPort 1.4 video output or greater for connection to external displays

3.2.4.9 Wireless Adapter: Integrated wireless adapter supporting Wi-Fi 6 (802.11ax) or newer with 2x2 MIMO capability, and Bluetooth 5.1 or newer.

3.2.4.10 Power: System shall include a manufacturer-supplied AC power adapter compatible with the system. Systems supporting USB-C charging shall include an appropriate USB-C power adapter.

3.2.4.11 TPM Version 2.0

3.2.4.12 Warranty: Four-year manufacturer onsite, next-business-day warranty covering the computer and all OEM components furnished with it, including the laptop’s integrated display, keyboard, internal hardware, parts, and labor. External monitors purchased as separate Contract Items shall be covered by the monitor warranty specified in this RFQ.

3.2.4.13 Energy Consumption: Unit must be ENERGY Star Certified

3.2.4.14 Must be compatible with the “Docking Station for Power Laptop” listed later in this RFQ.

3.2.5 Mobile Workstation:

3.2.5.1 Operating System: Windows 11 Pro 64-bit operating system.

Operating system must support and be compatible with 32-bit applications and 64-bit applications.

3.2.5.2 Processor: Current generation Intel Core Ultra 7 processor or equivalent, with a minimum of 16 cores.

3.2.5.3 RAM: Minimum 32 GB RAM, installed as one (1) 32 GB DIMM, expandable to at least 64 GB total system memory.

3.2.5.4 Storage Drive: Minimum 1 TB SSD

3.2.5.5 Mouse: USB or Wireless, 2-button with scroll.

3.2.5.6 Keyboard: Backlit

3.2.5.7 Camera: Integrated Webcam with minimum 1080p resolution.

3.2.5.8 USB Ports: Minimum 3 USB ports; minimum of 1 USB-A 3.0 (or faster) and 1 USB-C (charging)

3.2.5.9 Display/Graphics: Professional-grade discrete graphics with a minimum of 4GB dedicated, non-shared memory, 16” display or greater with HDMI 2.0 or DisplayPort 1.4 port or greater, minimum resolution of 1920x1080.

3.2.5.10 Wireless Adapter: Must support Wi-Fi 6 or newer 2x2 and Bluetooth 5.1 or newer.

3.2.5.11 Power: System shall include a manufacturer-supplied AC power adapter compatible with the system. Systems supporting USB-C charging shall include an appropriate USB-C power adapter.

3.2.5.12 TPM Version 2.0

3.2.5.13 Warranty: Four-year manufacturer onsite, next-business-day warranty covering the computer and all OEM components furnished with it, including the laptop’s integrated display, keyboard, internal hardware, parts, and labor. External monitors purchased as separate Contract Items shall be covered by the monitor warranty specified in this RFQ.

3.2.5.14 Energy Consumption: Unit must be ENERGY Star Certified

3.2.5.15 Must be compatible with the “Docking Station for Mobile Workstation” listed later in this RFQ.

3.3 Monitors:

3.3.1 Flat Panel Monitor 24”, Aspect Ratio of 16:9 or greater, Minimum Resolution 1920x1080. Monitor must include HDMI and DisplayPort and at least one compatible video cable shall be included. Monitor must support height adjustment, tilt, and screen rotation (pivot). Must include a minimum manufacturer warranty of two (2) years.

3.3.2 Flat Panel Monitor 27”, Aspect Ratio of 16:9 or greater, Minimum Resolution 1920x1080. Monitor must include HDMI and DisplayPort and at least one compatible video cable shall be included. Monitor must support height adjustment, tilt, and screen rotation (pivot). Must include a minimum manufacturer warranty of two (2) years.

3.4 Docking Station for Standard Laptop:

3.4.1.1 Must be compatible with the standard Laptop listed in this RFQ

3.4.1.2 Must support three monitors, DisplayPort and/or HDMI required.

3.4.1.3 Must have a Gigabit Ethernet (10/100/1000) or faster port.

3.4.1.4 The docking station must be able to communicate with and power the laptop from a single USB-C port.

3.4.1.5 Must have minimum 3 USB-A 3.0 or faster ports and 1 USB-C port.

3.4.1.6 Docking stations from 3rd party manufacturers are not acceptable.

3.4.1.7 Must come with a warranty including advanced part exchange for a minimum of 4 years.

3.5 Docking Station for Power Laptop:

3.5.1.1 Must be compatible with the Power Laptop listed in this RFQ.

3.5.1.2 Must support three monitors, DisplayPort and/or HDMI required.

3.5.1.3 Must have a Gigabit Ethernet (10/100/1000) or faster port.

3.5.1.4 The docking station must be able to communicate with and power the laptop from a single USB-C port.

3.5.1.5 Must have minimum 3 USB-A 3.0 or faster ports and 1 USB-C port.

3.5.1.6 Docking stations from 3rd party manufacturers are not acceptable.

3.5.1.7 Must come with a warranty including advanced part exchange for a minimum of 4 years.

3.6 Docking Station for Mobile Workstation:

3.6.1.1 Must be compatible with the Mobile Workstation listed in this

RFQ.

3.6.1.2 Must support three monitors, DisplayPort and/or HDMI required.

3.6.1.3 Must have a Gigabit Ethernet (10/100/1000) or faster port.

3.6.1.4 Must have minimum 3 USB-A 3.0 or faster ports and 1 USB-C port.

3.6.1.5 Docking stations from 3rd party manufacturers are not acceptable.

3.6.1.6 Must come with a warranty including advanced part exchange for a minimum of 4 years.

3.7 1 TB M.2 2280 NVMe SSD

3.7.1.1 This Component is allowed to be a third-party brand.

3.7.1.2 The SSD shall be new and include a minimum manufacturer warranty of three years.

3.8 Miscellaneous Mandatory Requirements

3.8.1 All computers provided under this contract must be business-class machines, as specified in Section 2 of these specifications.

3.8.2 All computing equipment offered in the Vendor's response must be OEM products. Vendors must provide detailed specification sheets for all proposed products. Vendors who fail to provide the required specification sheets will be disqualified.

3.8.3 All new equipment must be delivered to the West Virginia Parkways Authority with new components only, not refurbished, used or recycled components. If providing replacement parts, the

WVPA, while preferring new parts, will accept "like new" refurbished parts with the same warranty offered for new parts.

Shipping cost for returns must be paid by vendor.

3.8.4 Vendor must stock spare parts for ALL proposed equipment, for duration of the warranty period.

3.8.5 Each model provided under this contract must have consistent hardware configurations, meaning that all machines of the same make or model must have the same components.

3.8.6 Vendor must inform the WVPA in writing, sixty (60) days prior to replacement, of any platform revisions it intends to make.

Written notifications may be made by e-mail.

3.8.7 Vendor must guarantee that any replacement units meet, or exceed, the originally bid model's specifications. Vendor must guarantee any proposed replacement units are of equivalent pricing (equal to, or less) to originally bid units.

3.8.8 Current models must be available for purchase by the WVPA, until the proposed replacement units have been approved by the WVPA and a Change Order has been fully executed.

3.8.9 Vendor must provide immediate replacement equipment for any new machines which do not function properly out of the box, at no cost to the Agency, within five (5) business days.

3.8.10 Vendor must identify by name and location the proposed primary account representative and immediate supervisor who shall be responsible for the performance of the contract. Such notification may be included in the bid response but must be provided no later than five (5) business days from the date of contract award.

3.8.11 The successful vendor must provide a customer support

telephone number Monday-Friday 8:00 AM to 5:00 PM EST to resolve billing and shipping issues. Billing issues shall be resolved within five (5) business days.

3.8.12 Vendor must provide direct, via telephone, second level technical access to support all equipment offered.

3.8.13 Vendor must provide a parts and support website for access by WVPA technical staff.

3.8.14 Bid Quantity Notice: The quantities identified in this ARFQ are provided for bidding and evaluation purposes only and do not represent a guaranteed purchase quantity, minimum quantity, or commitment by the Agency to purchase the quantities listed.

Actual quantities ordered may be increased or decreased during the contract term based on the Agency’s actual needs and available funding. The Agency reserves the right to purchase only the quantities needed.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide the WVPA with a purchase price for the Contract Items on an open-end contract. The Contract shall be awarded to the Vendor that provides the Contract Item meeting the required specifications for the lowest overall total cost as shown in wvOASIS.

Renewal options for year 2 and 3 will be initiated by the WVPA, agreed to by the Vendor and processed by the WVPA purchasing department as change orders for subsequent years.

4.2 Pricing Page: Vendor shall enter the unit price for each Contract Item in wvOASIS. The extended price shall be calculated by multiplying the estimated quantity by the unit price. Unit prices shall include shipping, delivery, fees, and all other costs associated with providing the Contract Item.

Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

4.2.1 Vendor should electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

Vendors can download the electronic copy of the pricing pages from wvOASIS Vendor Self Service website. If responding with a paper bid, Vendors should download or print the assembled ARFQ document (with the highest version number) from wvOASIS and insert the unit price and extended cost for each item.

4.2.2 Vendor should provide, with their bid, a copy of any Software Terms and Conditions or licenses that the West Virginia Parkways Authority may have to agree or accept as a part of this solicitation.

Vendors will be required to provide before a Purchase Order is issued.

4.2.3 Vendor should include with their bid, a copy of any and all Maintenance Terms and Conditions or Licenses that the West Virginia Parkways Authority may be required to agree or accept as part of this solicitation.

VENDOR MUST PROVIDE:

• Detailed Specification Sheet or Manufacturer Cut Sheets demonstrating compliance with each requirement.

• Warranty documentation.

• Signed Agency terms and conditions.

Failure to provide complete documentation may result in disqualification of the bid.

5. PAYMENT:

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

5.2 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 Agency orders on-line. The WVPA does not make any guarantees that it will utilize an online ordering system, and the Vendor is required to accept wvOASIS delivery orders

(ADO).

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Vendor shall deliver the Contract Item within sixteen (16) working days after orders are received. Contract Items must be delivered to Agency at 374 George Street, Beckley, WV 25801.

6.2 Late Delivery: WVPA must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to the WVPA will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B.

destination to the Agency’s location.

6.4 Return of Unacceptable Items: If the Agency 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 Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency 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:

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

7.1.1. 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 Services provided under this Contract.

7.1.4. Failure to remedy deficient performance upon request.

7.2. The following remedies shall be available to WVPA 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.

8. Miscellaneous:

8.1. No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2. Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract Manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contractor Manager: _________________________________

Telephone: __________________________________________

Email Address: _______________________________________