Request for Quote.pdf

REQUEST FOR QUOTATION

Business Laptop Computers and Peripherals (Qty 55) – ARFQ AUD2700000001

Revised 10/27/2014

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia State Auditor’s Office (WVSAO) is soliciting bids to establish a contract for a one-time purchase of 55 laptop computers with three years of onsite service, accidental damage coverage, endpoint security software, and

Windows Autopilot registration.

The purpose of the RFQ is to seek bids from interested vendors capable of providing Business laptops and all requirements listed in Section 3.

The successful bidder must provide full support capability, as requested, including, but not limited to, configuration, support, and maintenance.

The intent of the WVSAO is to contract with a single vendor enabling the agency to fulfill all equipment and services with one contract.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them.

Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Agency” means the West Virginia State Auditor’s Office, the entity seeking goods/services under this contract.

2.2 “Mandatory Requirements” means the minimum components listed in Section 3.

Vendors may bid any make and model that meets every mandatory requirement, and bids will be evaluated on those requirements only.

2.3 “Pricing Page” means the schedule of prices, order quantity, and totals attached hereto as Exhibit A, on which the Vendor must list its bid price.

2.4 “Windows Autopilot Registration” means registering each device’s hardware hash to the Agency’s Microsoft tenant so that the device enrolls in the Agency’s management configuration on first sign-on.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Qualifications:

3.1.1 The Vendor must be an authorized reseller of, or the manufacturer of, the products bid, so that the manufacturer warranty and service coverage in

Section 3.2 are valid and registered to the Agency.

3.1.2 The Vendor must provide manufacturer specification sheets or other published literature for the model bid, sufficient to show that it meets each mandatory component in Section 3.2.

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

3.2.1 Laptop Computer

3.2.1.1 Each laptop must meet or exceed every mandatory minimum requirement in the table below. Components not listed are not mandatory and will not be used to disqualify a bid.

Component Mandatory minimum requirement

Form factor Business-class notebook computer with a 16-inch display. Consumer-line models are not acceptable.

Processor AMD Ryzen AI 5 PRO 435 or equal. An equal processor must be a current-generation business-class processor with at least 6 cores, such as an Intel Core

Ultra 5 series processor.

Operating system Microsoft Windows 11 Pro, 64-bit, preinstalled and licensed.

Memory 16 GB DDR5, 5600 MT/s or faster, installed as two modules (2 x 8 GB) operating in dual-channel mode. A single 16 GB module is not acceptable.

Storage 512 GB solid state drive (SSD), NVMe.

Display 16-inch, WUXGA (1920 x 1200) resolution, anti-glare, non-touch, at least 300 nits brightness.

Camera and audio Integrated camera with at least 1080p (FHD) resolution and an integrated microphone.

Wireless Wi-Fi 6E or newer, with Bluetooth 5.2 or newer.

Keyboard US English keyboard with integrated numeric keypad.

Battery and power Battery rated at 45 Wh or greater. 65W USB-C AC adapter and US power cord included.

Device management Windows Autopilot registration to the WVSAO Microsoft tenant, completed by the vendor or manufacturer before shipment, at no additional charge. See

Section 3.2.2.

Endpoint security Absolute Control (or equal persistence-based device tracking and remote-freeze software), 3-year license, with BIOS persistence activated at the factory.

Warranty and service 3-year manufacturer onsite service, next business day, including: accidental damage coverage; drive retention (the agency keeps a failed drive); and 24x7 manufacturer technical support. Coverage begins on delivery.

Carrying case One laptop backpack per unit, sized to hold a 16-inch laptop.

3.2.1.2 All 55 devices must be the same make, model, and configuration.

3.2.2 Autopilot registration

3.2.2.1 After award, the Agency will give the successful Vendor its

Microsoft tenant ID and domain. The Vendor must confirm in writing, before shipment, that all 55 devices are registered to the

Agency’s tenant and must provide a list of serial numbers with the order.

3.2.3 Service Coverage

3.2.3.1 Service Coverage must be registered to the West Virginia State

Auditor’s Office at the address in Section 6.1, and the Vendor must provide warranty and service entitlement documentation, listed by serial number, with delivery.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract shall be awarded to the Vendor that provides the lowest total bid price for all 55 devices, that meets all mandatory requirements in these specifications. Partial bids will not be accepted.

4.2 Pricing Page: Vendors must complete the Pricing Page (Exhibit A) in full, stating the unit price and extended price. The unit price must include all items in Section 3, including software, service coverage, Autopilot registration and the carrying case. Vendors should also list the manufacturer part numbers for the configuration bid.

4.3 Firm Pricing: Prices must be firm for the life of the contract, and delivery must be FOB destination with freight included.

5. ORDERING AND PAYMENT:

5.1 Payment:

5.1.1 Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

5.1.2 The Agency will issue a contract to the winning Vendor. The Vendor must invoice the Agency after delivery and acceptance. Payment will be made in arrears, in accordance with West Virginia law.

6. DELIVERY AND RETURN:

6.1 Delivery Location: West Virginia State Auditor’s Office, 1900 Kanawha

Boulevard, East, Building 1, Room W-100, Charleston, WV 25305.

6.2 Delivery Time: The Vendor will deliver all units within thirty (30) working days after orders are received.

6.3 Inspection and Return: The Agency will inspect units upon receipt. Units that are damaged, do not conform to these specifications, or are not registered to the

Agency's Autopilot tenant will be returned at the Vendor's expense and must be replaced within ten (10) calendar days.

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 FOB 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.

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 Agency upon default:

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

7.2.3 Any other remedies available in law or equity.

8. Agency Contact

8.1 Questions about these specifications must be submitted in writing to the Agency contact named in the wvOasis solicitation before the question deadline stated there.

Exhibit A: Pricing Page

Item Description Qty Unit price Extended price

1 Business laptop computer, configured as specified in Section 4.1, including 3-year onsite service with accidental damage, drive retention and 24x7 support; Absolute Control

3-year; Windows Autopilot registration;

backpack

Total bid price

Manufacturer and model bid: _____________________________________________________

Manufacturer part numbers (attach list, if needed): ____________________________________

Vendor name: _____________________________ Date: _______________________________

Contact name: _________________________________________________________________

Contact number: ________________________ Contact email: __________________________