Invitation for bids - Server S

City of Peachtree City 151 Willowbend Road Peachtree City, GA 30269 Phone: 770-631-2515 Fax: 770-631-2507 PeachtreeCityGA.gov Purchasing Department

December 12, 2022

Ladies and Gentlemen:

The City of Peachtree City will be accepting sealed bids from authorized distributors for HP Storage. No alternative products nor solutions shall be considered.

Electronic bids will be received by Angela Egan, Purchasing Agent, at City Hall, 151 Willowbend Road, Peachtree City, Georgia 30269 until 10:00 a.m. Thursday, January 12, 2023. at which time and place the bids will be opened and read aloud. Bids received after the set time will not be considered. All bids must strictly conform to the bid specifications.

Specifications and bid forms are available on the City’s web site at www.peachtree-city.org or upon request from the Purchasing Department at aegan@peachtree-city.org.

Bidders shall make NO CONTACT regarding this invitation for bids - either written or verbal - with any Peachtree City employee or elected official, with the exception of the Purchasing Manager, during the period beginning with the issuance of this document through approval of award unless authorized herein. Any attempt by a vendor/Bidder to influence a member or members of the aforementioned may be grounds to disqualify the Bidder from participation in the selection process of this Bid.

Bids are to be submitted electronically with the name of the bid (IT Storage #23-103BIT) clearly marked as the subject. The date and time of the opening are also to be included, along with the name of the company submitting the bid. The bid made by any company or firm must be signed in the name of such company or firm in a legal manner by a duly authorized officer; and the principal place of business must be shown (no post office boxes).

No bids may be withdrawn for a period of sixty (60) days after the scheduled time to receive the bids. Any request for clarification must be submitted in writing (hand delivery, email, fax, or regular mail) to the Purchasing Agent by the close of business, five business days prior to the submission of bids. Any clarification issued will be in the form of an addendum to the bids instructions, plans, or specifications not later than seventy-two (72) hours prior to the time of submission of bids. Any addendums will also be placed on the City’s website at www.peachtree-city.org.

It is the bidder’s ultimate responsibility to ensure that they have all applicable addenda prior to bid submittal. This may be accomplished via contact with the Purchasing Agent or by visiting the City’s website prior to bid submittal.

The City reserves the right to bid a project in phases and award the contract on the phases it deems to be in the City’s best interest.

The City will choose the lowest, best, responsible or responsive bidder(s). The City will exercise its discretion in awarding the contract to the bidder(s) who best satisfies the needs of the City. The City reserves the right to negotiate with the firm awarded the contract, after the contract is signed. The City also reserves the right to reject any and all bids and to waive any and all irregularities.

Bids will not be accepted from any person, firm, or corporation who is in arrears in any debt or obligation to the City of Peachtree City or any other governmental entity.

Sincerely, http://www.peachtree-city.org/ http://www.peachtree-city.org/

Angela Egan Purchasing Manager

ARE/BID- # 23-103BIT SERVER STORAGE

Attachment

SERVER STORAGE

BID # 23-103BIT

CITY OF PEACHTREE CITY

Summary The City of Peachtree City will be accepting sealed bids from authorized distributors for HP Storage. No alternative products nor solutions shall be considered.

Contact Info For further information, contact Angela Egan at aegan@peachtree-city.org.

Addenda Any interpretation of the Contract Documents will be made only by written addenda from the City, which will be posted on the City’s website. The City will not be responsible for any explanations or interpretations provided in any other manner. No person is authorized to make any oral interpretation of any provision in these Contract Documents to any bidder, and no bidder should rely on any such oral interpretation.

The City reserves the right to revise the Contract Documents prior to the bid opening date. Revisions, if any, shall be made by written addenda. All addenda issued by the City shall be included in the bid and made part of the Contract Documents. Copies of addenda will be issued by the City through the website.

Any bid submitted that does not acknowledge each and every addenda issued may be considered non-responsive.

Completion of Bid Response Bids shall only be prepared using copies of the Bid Forms which are included. The use of Bid Forms other than those provided by the City will not be permitted. Bids shall be executed by an authorized signatory. Bidders shall fill in all blank spaces (including inserting “N/A” where applicable) and initial all interlineations, alterations, or erasures to the Bid Forms. Bidders shall neither delete, modify, nor supplement the printed matter on the Bid Forms nor make substitutions thereon. Deviations in the Bid Forms may result in the bid being deemed non-responsive.

Each Bidder shall submit its Bid in strict conformity with the requirements of the Contract Documents.

Unauthorized additions, modifications, revisions, conditions, limitations, exclusions or provisions attached to a Bid may render it non-responsive and may cause its rejection. Bidders shall not delete, modify, or supplement the printed matter on the Bid Forms, or make substitutions thereon. Oral, telephonic and electronic modifications will not be considered.

Bid Submittals Bids are to be submitted electronically, with the name of the bid (IT Storage #23-103BIT) as the subject. The date and time of the opening are also to be included, along with the name of the company submitting the bid.

Bidders are solely responsible for the on time electronic submission of their Bid. The City will only consider Bids that arrive prior to due date and time. Transmission of Bids by any other means will not be accepted.

Submit bids to aegan@peachtree-city.org.

Award of Contract; Basis of Award The City will choose the lowest, best, responsible or responsive bidder(s). The City will exercise its discretion in awarding the contract to the bidder(s) who best satisfies the needs of the City. The City reserves the right to negotiate with the firm awarded the contract, after the contract is signed. The City also reserves the right to reject any and all bids and to waive any and all irregularities.

Execution of Agreement The City expects to award this at the January 19 City Council meeting. The recommended vendor does not need to attend. The City’s contract will be a purchase order with payment terms of net 30.

Authority of the City of Peachtree City Subject to the power and authority of the City of Peachtree City as provided by law in this contract, the City of Peachtree City shall in all cases determine the quantity, quality, and acceptability of the work, materials, and supplies for which payment is to be made under this contract. The City of Peachtree City shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder.

Laws Governing Contract Any contract issued as a result of this solicitation shall be in accordance with the laws of the state of Georgia. The parties stipulate that this contract was entered into in Fayette County, in the State of Georgia. The parties further stipulate that Fayette County, Georgia, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.

Authorized Distributor Bidders must be the authorized distributor for the product they offer, or must submit documentation from an authorized distributor that they have purchased the specified product/equipment from that distributor and that the distributor will honor all of the manufacturer’s warranties with their bid.

Brand Substitutions No alternative brands will be considered.

Computation Error(s) If the price in the Extended Pricing column is incorrect, then the Bid Unit Price will govern to determine the actual Bid Price.

BID SUBMITTAL FORM

BID # 23-103BIT

SERVER STORAGE

SUBMITTED BY:

NAME OF FIRM: ______________________________ PHONE: _______________________________

BIDDER’S NAME: ______________________________________

ADDRESS: __________________________________ CELL:___________________________

Addendum Acknowledgement Addendum Date

EMAIL:_________________________________________________________

AUTHORIZED SIGNATURE: _______________________________________

PRINTED NAME: _________________________________________________

This specification covers the purchase for Server Storage.

Pricing

Model # Qty Description and Product Info Unit Price Extended Price Expected availability timeframe

R4U29A 1 Q8C17C 1 R7S85A 1 R9D23A 4 R9X15A 1 R7G13A 1 Q8G27B 1

R7N52AAE 1

R7N52AAE CTF 284

HU4A6A3 1

HU4A6A3 ZUZ 1

HU4A6A3 ZUF 1

HU4A6A3 ZV7 1

EXTENDED PRICE: $

Bid Submittal Form

BID CONDITIONS

1. CERTIFICATION. The Bidder hereby certifies that they have carefully examined all of the applicable Bid/Contract Documents for the material or service specified herein, understands the nature and scope of the work to be done, and that their Bid is based upon the terms, specifications, requirements and conditions. The Bidder further agrees that the performance time specified is a reasonable time. By their signature on the response to the bid or the bid Response Form, the Bidder certifies that their Bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a Bid for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud, so that all Bids for the purchase will result from free, open and competitive bidding among all vendors. Further, the Bidder certifies that they understand collusive bidding/proposing is a violation of Federal law and can result in fines, prison sentences, and civil damage awards. The Bidder further certifies that they are authorized to sign this Bid for the Bidder.

2. CONFLICT OF INTEREST. By submission of a bid, the Bidder agrees that at the time of submittal, they: (1) have no interest

(including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Bidder’s services, or (2) will not benefit from an award resulting in a “Conflict of Interest.” A “Conflict of Interest” shall include employment or elected office with Peachtree City or any of its component units. Bidders shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that Peachtree City, at the discretion of the Purchasing Director in consultation with legal counsel, may reject their bid.

3. REBATES TO PEACHTREE CITY EMPLOYEES. Any employee or any official of the Peachtree City or any of its component units, elective or appointive, who shall take, receive or offer to take or receive, either directly or indirectly, any rebate, percentage of contract, money or other things of value, as in inducement or intended inducement, in the procurement of business, or the giving of business for, or to, or from, any person, partnership, firm or corporation, offering, bidding for, or in open market seeking to make sales to Peachtree City shall be deemed guilty of a felony and upon conviction such person or persons shall be subject to punishment or a fine in accordance with State and/or Federal laws.

4. BIDDER’S OFFER. The Bidder responding offers to furnish all materials, labor, supplies, equipment and incidentals necessary to provide the equipment/materials/services described herein and in any applicable related documents (e.g., Notification of Solicitation, Request for Information, Addenda, Contract, Bonds, Insurance, Plans, etc.). It shall be understood that the Bidder's sureties and insurers are subject to the approval of the City of Peachtree City.

5. DISCUSSION WITH BIDDERS. Peachtree City may award a purchase contract, based on initial offers received, without discussion of such offers. A Bidder’s initial offer should therefore be based on the most favorable terms available from a price and technical standpoint. Peachtree City may, however, have discussion with those Bidders that it deems in its discretion to fall within a competitive range. It may also request best and final offers from such Bidders, and make an award and/or conduct negotiations thereafter. The Peachtree City reserves the right to negotiate separately with any Bidder after the closing of this Bid when such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection, or a counteroffer on the part of Peachtree City.

6. CONTACTING PEACHTREE CITY PERSONNEL. Bidders shall make NO CONTACTS - either written or verbal - with any Peachtree

City employee or elected official, with the exception of the Purchasing Agent, during the period beginning with the issuance of this document through approval of award unless authorized herein. Any attempt by a vendor/Bidder to influence a member or members of the aforementioned may be grounds to disqualify the Bidder from participation in the selection process of this Bid.

7. RESPONSE SUBMITTAL. Return your signed Bid on or before the date and time specified. Late Bids will not be accepted. A Public

Bid opening will be held at the date and time stated in the bid or RFP. Peachtree City will not be held responsible for the failure to the stated Bid due date and time.

8. FACSIMILE RESPONSES. Peachtree City will NOT accept responses transmitted via facsimile unless stated to the contrary within this document.

9. PEACHTREE CITY RIGHTS. If determined to be in its best interest, the Peachtree City reserves the right to: (1) reject any Bid, if determined to be non-responsive in any form to this and/or related documents, (2) reject all Bids, (3) to accept any item or items in the Bids, and, (4) to waive any irregularity in the Bids.

10. SAMPLES. It shall be understood that ownership of all data, materials, and documentation prepared for and submitted to Peachtree

City in response to this Bids shall belong exclusively to Peachtree City and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code Annotated, Section 50-18-70, et.seq., unless otherwise provided by law.

11. BIDDER EXPENSES. Peachtree City will not be responsible for any expenses incurred by any Bidder in the development of a response to this Request for Bid including any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to Peachtree City and/or its representatives. Further, Peachtree City shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Bidder even if the City has formally accepted a recommendation.

12. LOWEST RESPONSIBLE BIDDER. Peachtree City interprets the term "lowest responsible Bidder" as requiring the Peachtree City to determine which Bid is most suitable for its intended use or purpose. The Peachtree City can determine any differences or variations in the quality or character of the material, goods, wares, or services performed or provided by the respective Bidders. If there is any variance or conflict, the Bid specifications or requirements shall control.

13. PURCHASE ORDER. A purchase order constitutes the Peachtree City’s offer to the Bidder upon the terms and conditions stated herein, and shall become a binding contract on the terms set forth herein when it is accepted either by acknowledgment or performance. Peachtree City will issue a purchase order/contract for the acquisition of products/services specified as a result of an award made in reference to this document. Contract documents shall be subject to any regulations governed by the laws of the State of Georgia and any local resolutions specifically applicable to the purchase. Any dispute arising out of the contract documents or their interpretation shall be litigated only within the courts of the State of Georgia. Contracts entered into on the basis of submitted Bids are revocable if contrary to applicable law.

14. CONTRACTS. If applicable, the Bidder agrees to execute and deliver to Peachtree City a contract in accordance with the Contract

Documents (if applicable) within ten days of notice of the award to the Bidder. The Bidder agrees that the surety/deposit given concurrently herewith shall become the property of Peachtree City in the event the Bidder fails to execute and deliver such contract within the specified time. In the further event of such failure, the Bidder shall be liable for Peachtree City’s actual damages that exceed the amount of the surety

15. TAXPAYER IDENTIFICATION NUMBER. A valid federal tax identification number must be provided to the Peachtree City before any purchase orders can be issued and/or payments can be made.

16. TERMINATION. If the Bidder refuses or fails to make delivery of the services within the times specified herein or in the purchase order or contract, Peachtree City may, by written notice, terminate the purchase order OR contract.