City_of_Holyoke_IFB_ARPA_Laptops_and_Power_Supplies.pdf

CITY OF HOLYOKE, MASSACHUSETTS

PURCHASING DEPARTMENT

ITC73 Contract Solicitation

ARPA-FUNDED IT HARDWARE – LAPTOPS AND POWER SUPPLIES

FEDERAL AWARD: AMERICAN RESCUE PLAN ACT (ARPA) / CORONAVIRUS STATE AND LOCAL

FISCAL RECOVERY FUNDS (SLFRF)

IFB No. Issue Date Pre-Bid Questions Due Bid Opening Date/Time

2027-13 MIT 9/21/26 9/21/28 2PM 10/1/26 2PM

COMMBUYS

Bid/Document No. Purchasing Officer Funding Source Submission

[TO BE ASSIGNED] Jaime Morrow, MCPPO, Chief Procurement Officer

ARPA / SLFRF Electronic bid through

COMMBUYS

1. INVITATION

The City of Holyoke, Massachusetts (“City”), through its Purchasing Department, invites sealed bids from qualified and responsible bidders for the furnishing and delivery of forty (40) business-class laptop computers and forty (40) compatible power supplies, as specified in this Invitation for Bids.

This procurement is being conducted as a competitive sealed bid. Award is intended to be made to the lowest responsive and responsible bidder, subject to the requirements of this IFB, applicable Massachusetts law, City procurement requirements, and applicable federal requirements governing the use of ARPA/SLFRF funds.

2. FEDERAL FUNDING – ARPA / SLFRF

THIS PURCHASE IS BEING FUNDED WITH FEDERAL ARPA DOLLARS.

The City will use American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Funds (SLFRF) for this purchase. Because federal funds are being used, the successful bidder must comply with all applicable federal laws, regulations, executive orders, and federal award requirements identified in this IFB and the resulting contract.

Respondents will be verified by the City for eligibility to receive federal funds before award. The City will conduct the required federal exclusion/debarment review and may conduct additional responsibility and eligibility checks.

As a condition of eligibility for award under this solicitation, each respondent shall provide a valid Unique Entity Identifier (UEI) and shall maintain an active registration in the System for Award Management (SAM.gov), unless the City determines that a specific federal requirement or documented exception applies.

Respondents are responsible for ensuring that their SAM.gov registration information is accurate and current.

The City may verify the respondent's SAM.gov status and federal exclusions at any time during the procurement and contract period.

3. APPLICABLE FEDERAL PROCUREMENT REQUIREMENTS

Procurement using SLFRF funds is subject to the applicable federal procurement standards in 2 CFR Part 200, including 2 CFR §§ 200.317–200.327, as applicable to the City and this procurement. The City will administer this procurement in accordance with applicable federal and Massachusetts requirements.

• 2 CFR § 200.318 – General procurement standards and contractor responsibility;

• 2 CFR § 200.319 – Competition and procurement procedures;

• 2 CFR § 200.320 – Procurement methods, including sealed bidding;

• 2 CFR § 200.321 – Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms, as applicable;

• 2 CFR § 200.322 – Domestic preferences for procurements, as applicable;

• 2 CFR § 200.323 – Procurement of recovered materials, as applicable;

• 2 CFR § 200.324 – Contract cost and price;

• 2 CFR § 200.325 – Federal awarding agency or pass-through entity review, where applicable;

• 2 CFR § 200.326 – Bonding requirements, where applicable; and

• 2 CFR § 200.327 and Appendix II to 2 CFR Part 200 – Required contract provisions for non-Federal entity contracts under Federal awards, to the extent applicable.

4. SUSPENSION, DEBARMENT, AND FEDERAL EXCLUSION

No contract shall be awarded to a respondent that is suspended, debarred, or otherwise excluded from participation in federal assistance programs. The City will verify the prospective awardee through SAM.gov and other appropriate federal sources before award.

By submitting a bid, the bidder represents that, to the best of its knowledge, neither the bidder nor any required covered entity or principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in federal assistance programs.

5. FEDERAL TELECOMMUNICATIONS AND VIDEO SURVEILLANCE RESTRICTION

To the extent applicable to this procurement, the bidder shall comply with 2 CFR § 200.216 and 2 CFR §

200.471 concerning prohibited telecommunications or video surveillance equipment or services. The bidder shall not provide covered telecommunications or video surveillance equipment or services prohibited by applicable federal law or regulation using federal award funds.

6. DOMESTIC PREFERENCES

To the extent applicable, the City will comply with 2 CFR § 200.322 concerning domestic preferences for procurements using federal financial assistance. Nothing in this provision shall be interpreted to require a preference that conflicts with applicable federal law or the terms of the federal award.

7. CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S BUSINESS

ENTERPRISES, AND LABOR SURPLUS AREA FIRMS

Consistent with 2 CFR § 200.321, the City encourages participation by small businesses, minority businesses, women's business enterprises, and labor surplus area firms to the extent permitted by applicable law and consistent with the requirements of this IFB.

8. QUANTITIES AND BASIS OF DESIGN

The manufacturer and model numbers below are provided as the City's basis of design. Equivalent or superior products may be proposed only where expressly permitted by this IFB. Any proposed equivalent must meet or exceed the material performance, functionality, compatibility, quality, warranty, and intended-use requirements stated herein.

Item Equipment Qty. Basis of Design Manufacturer Part No.

1 Business-class laptop

40 Lenovo ThinkPad

E14 AMD G7

21T0000GUS

2 Compatible laptop power supply / AC adapter

40 Lenovo 65W USB- C AC Adapter or manufacturer-standard equivalent

Vendor to provide

9. ITEM 1 – LAPTOP SPECIFICATIONS

Basis of design: Lenovo ThinkPad E14 AMD G7, Manufacturer Part No. 21T0000GUS.

• AMD Ryzen 7 processor, 3.30 GHz class, 16 MB cache or better;

• 14-inch WUXGA display, 1920 x 1200 resolution;

• Non-touch display;

• Windows 11 Pro, 64-bit;

• 16 GB RAM minimum;

• 512 GB SSD minimum, PCIe Gen4 or better;

• Integrated graphics equivalent to AMD Radeon 780M or better;

• Bluetooth 5.1 or newer;

• Wired Ethernet capability;

• Fingerprint reader;

• 5 MP RGB camera or better;

• 3-cell, approximately 48 Wh battery or better;

• Backlit keyboard;

• U.S. English keyboard;

• Business-class construction and manufacturer support; and

• Manufacturer-standard power adapter compatible with the proposed laptop, unless separately priced under

Item 2.

10. ITEM 2 – POWER SUPPLY / AC ADAPTER SPECIFICATIONS

Basis of design: Lenovo 65W USB-C AC Adapter or manufacturer-standard equivalent compatible with the proposed laptop.

• Quantity: forty (40) power supplies;

• Minimum 65W output, or the manufacturer's standard power supply required for the proposed laptop;

• Fully compatible with the laptop proposed under Item 1;

• Appropriate U.S. electrical plug and input voltage for municipal office use;

• New, unused, and current manufacturer-supported equipment;

• Manufacturer warranty and support, if applicable; and

• Power supply shall be separately identified and priced as Item 2 and shall be sufficient for normal operation and charging of the proposed laptop.

If the laptop manufacturer includes a standard power adapter with each laptop, the bidder shall identify that fact in its bid and shall still provide pricing for forty (40) additional compatible power supplies under Item 2.

11. EQUIVALENT PRODUCTS

Named manufacturers, models, and part numbers establish the City's basis of design and minimum acceptable performance. An equivalent or superior product may be proposed. The burden of demonstrating equivalency rests with the bidder.

For each proposed equivalent, the bidder shall provide the manufacturer, exact model number, part number, technical specifications, warranty information, and sufficient product literature for the City to evaluate equivalency. The City reserves the right to reject a proposed equivalent that does not demonstrate compliance.

12. BID PRICING

Bidders shall provide firm unit and extended pricing for the full quantities requested. Pricing shall include all costs necessary to furnish and deliver the equipment to the City, including packaging, freight, delivery, and ordinary handling. Any mandatory recurring software, cloud-management, support, or licensing cost shall be separately identified and included in the evaluation of total cost.

Item Description Qty. Unit Price Extended Price 1 Business-class laptop meeting specifications

40 $__________ $__________

2 Compatible 65W power supply / AC adapter meeting specifications

40 $__________ $__________

TOTAL BID PRICE $__________

13. DELIVERY

Delivery shall be made to the City of Holyoke, Purchasing Department, 536 Dwight Street, Room 3, Holyoke, MA 01040. Bidder shall state anticipated delivery: __________ calendar days after receipt of purchase order.

The City prefers complete delivery in one shipment but may accept partial shipments with prior written approval.

Bidder shall disclose known backorders or supply constraints with its bid.

14. WARRANTY AND SUPPORT

All equipment shall include the manufacturer's standard warranty applicable to the quoted product. Bidder shall identify warranty length and manufacturer technical support included.

Item Warranty Period Support/Service Included Laptop ________________ ________________ Power Supply ________________ ________________

15. BID SUBMISSION REQUIREMENTS

Each bidder shall submit through COMMBUYS all information and documents required by this IFB, including:

• Completed and signed Bid Form

• Unit and extended pricing for all items

• Manufacturer/model/part number for each proposed product

• Technical specifications and product literature for any equivalent product

• Warranty information

• Delivery schedule

• Federal Funding / Eligibility information requested below

• UEI number and evidence of active SAM.gov registration

• Any required certifications and representations

• Any other documents identified in the COMMBUYS solicitation

16. FEDERAL FUNDING / ELIGIBILITY INFORMATION – BIDDER SUBMISSION

Field Bidder Response Legal Name of Bidder ____________________________________________ Federal Unique Entity Identifier (UEI) ____________________________________________ SAM.gov Registration Status ☐ Active ☐ Other (explain): __________________ SAM.gov Registration Expiration Date ____________________________________________ Federal Tax Identification Number (if requested by City)

Primary Contact / Email ____________________________________________ Bidder Authorized Representative ____________________________________________ By submitting a bid, the bidder authorizes the City to verify the information provided, including UEI, SAM.gov registration, federal exclusions, and eligibility to receive federal funds. The City may require additional documentation before award.

17. BID EVALUATION AND AWARD

The City intends to award the contract to the lowest responsive and responsible bidder whose bid conforms to all material requirements of this IFB. Evaluation may include responsiveness to specifications, total delivered price, mandatory recurring costs, product equivalency, delivery, warranty, and bidder responsibility.

The City will not award a contract to a bidder that fails applicable federal eligibility requirements, including applicable suspension/debarment or exclusion requirements. The City reserves the right to reject any or all bids, waive minor informalities where permitted by law, and cancel the IFB if it is in the City's best interest.

18. BID SECURITY / BONDS

No bid bond, payment bond, or performance bond is required unless expressly stated elsewhere in this IFB or required by applicable law or federal award requirements.

19. TAXES

The City of Holyoke is exempt from Massachusetts sales tax on qualifying municipal purchases. No Massachusetts sales tax shall be included in the bid.

20. COMMBUYS SUBMISSION AND ADDENDA

Bids shall be submitted electronically through COMMBUYS by the date and time established in the solicitation.

Bidders are responsible for confirming successful submission and for monitoring COMMBUYS for addenda, amendments, answers to questions, and other procurement communications.

21. QUESTIONS

All questions concerning this IFB shall be submitted through the method specified in COMMBUYS by the deadline stated in the solicitation. Only written information issued by the City through the authorized procurement process shall modify this IFB.

22. FEDERAL CONTRACT PROVISIONS

The resulting contract shall include applicable federal contract provisions required by 2 CFR Part 200 and the federal award, including applicable provisions contained in Appendix II to 2 CFR Part 200. Where a federal provision applies only above a specified dollar threshold or to a particular type of contract, the provision shall apply only to the extent legally required.

• Compliance with applicable federal, state, and local laws and regulations;

• Equal Employment Opportunity requirements, where applicable;

• Contract Work Hours and Safety Standards Act requirements, where applicable;

• Rights to Inventions Made Under a Contract or Agreement, where applicable;

• Clean Air Act and Federal Water Pollution Control Act requirements, where applicable;

• Debarment and Suspension requirements;

• Byrd Anti-Lobbying Amendment requirements, where applicable;

• Procurement of recovered materials, where applicable;

• Prohibition on certain telecommunications and video surveillance equipment or services; and

• Any additional federal provisions incorporated into the City's contract or required by the applicable

ARPA/SLFRF award.

23. RECORDS, AUDIT, AND ACCESS

The contractor shall maintain records relating to performance of the contract and expenditures of federal funds as required by applicable federal, state, and City requirements. The contractor shall provide access to records and information reasonably necessary for the City, its auditors, the U.S. Treasury, federal oversight agencies, and other authorized governmental entities to conduct audits, monitoring, or reviews.

24. VENDOR CERTIFICATION

The undersigned certifies that the bidder has reviewed this IFB and all applicable addenda; that the information submitted is true and complete; that the bidder is capable of performing the work; that the bidder has disclosed any proposed equivalent products; and that the bidder understands the federal funding and eligibility requirements applicable to this procurement.

Vendor Legal Name ____________________________________________ Authorized Representative ____________________________________________ Title ____________________________________________ Signature ____________________________________________ Date ____________________________________________

UEI # ____________________________________________

25. CITY CONTACT

Jaime Morrow, MCPPO Chief Procurement Officer City of Holyoke – Purchasing Department 536 Dwight Street, Room 3

Holyoke, MA 01040 morrowj@holyoke.org