RFB for EDGECOMBE CO SCALE COMPUTING HYPERCONVERGE REPLACEMENT.pdf

RFB (Request for Bid) FOR EDGECOMBE COUNTY SCALE

COMPUTING HYPERCONVERGE REPLACEMENT AT EDGECOMBE

COUNTY ADMINISTRATION BUILDING, 201 ST ANDREW ST,

TARBORO, AND EDGECOMBE COUNTY SHERIFF’S OFFICE, 3005

ANACONDA RD, TARBORO

Edgecombe County is seeking bids from qualified vendors to replace Scale Computing

Hyperconverged equipment located at the Edgecombe County Administration Building, 201 St

Andrew St, Tarboro, NC 27886 and the Edgecombe County Sheriff’s Office. Bids Must be submitted by Friday, October 30, 2026 at 10:00 a.m. No bids will be accepted after this time.

All bids must be in writing, sealed and submitted to:

Edgecombe County Attn: Jayson Webb, Chief Information Officer

P.O. Box 10 201 St. Andrew St. – Room 265

Tarboro, NC 27886

Mandatory Pre-Bid Meeting:

Optional upon request

Questions or Comments:

- All questions and/or comments shall be submitted in writing, no later than Friday

October 23, 2026 by 10:00 a.m.

- Submit questions or comments to: jaysonwebb@edgecombeco.com mailto:jaysonwebb@edgecombeco.com

Scope of Work:

The work shall include furnishing all equipment, implements, tools, materials, licenses, certifications, transportation, labor and supervision necessary for the prosecution and completion of the work identified in the “Description of Work” outlined below.

Bidder Qualifications:

Only bids from Vendors established in performing this type of service and qualified to handle jobs of this size may be considered. Prior to the award, Edgecombe County reserves the right to investigate a bidder’s ability to fulfill the requirements of the contract. A list of at least three (3) references shall accompany each bid.

Performance of Work:

If the Vendor fails to perform the work as directed by this contract or fails to perform the work in a manner satisfactory to Edgecombe County, work may be performed by other forces as directed by Edgecombe County. The cost of work so performed will be deducted from any monies due the

Vendor.

Inspection/Cancellation:

All work shall be subject to inspection by an Edgecombe County Inspector at any time. If the

Vendor fails to keep the work on schedule, or performs unsatisfactory work, this contract may be canceled upon fifteen (15) day written notice.

License and Certifications:

Vendors must demonstrate experience installing, configuring, supporting, and migrating Scale

Computing Hyperconverged Infrastructure. Vendors shall provide documentation of applicable manufacturer authorizations or certifications and at least three references for projects of comparable size and complexity completed within the previous five years.

Insurance and Indemnity:

The Vendor shall indemnify and save harmless the County of Edgecombe and its officers, agents, and employees from all suits, actions or claims of any character brought for any injury or damages received or sustained by any person, persons, or property by reason any act or failure to act, of the vendor, its agents or employees, in the performance of the contract.

The Vendor shall furnish a Certificate of Liability Insurance indicating general liability coverage of at least $1,000,000.00 from an insurance company licensed to do business in the State of North

Carolina along with Workman’s Compensation coverage, within ten (10) days after award of the bid.

Affirmative Action:

The Vendor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or physical handicap.

The County invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled and disabled business enterprises.

Description of Work:

1. Furnishing all specified hardware, software, licenses, support agreements, networking components, and accessories required for a fully operational system.

2. Installing and configuring all hardware, including rack mounting, network connectivity, cluster configuration, and integration with existing County infrastructure.

3. Reviewing the existing Scale Computing environments and developing a migration plan in coordination with Edgecombe County IT staff.

4. Migrating all designated virtual machines and associated workloads from the existing

Scale Computing environments to the new systems.

5. Coordinating all scheduled downtime and migration activities with Edgecombe County IT to minimize disruption to County operations.

6. Verifying the successful operation of all migrated virtual machines, network connectivity, and associated services.

7. Verifying the operation of snapshots and replication between systems following migration.

8. Providing documentation of the final hardware configuration, network settings, software versions, licensing, and support information.

9. Providing a final walkthrough and knowledge-transfer session with Edgecombe County IT staff.

The project shall not be considered complete until all required systems have been successfully migrated, tested, and accepted by Edgecombe County IT.

Scale Hardware, Software, and Support must be ordered on a 5yr finance plan, network equipment will be paid out right and items will be invoiced separately for each location.

Specs: 3 nodes at both sites (both sites will be rack mounted)

Administration Building Scale Computing System Minimum

Processors Per Node: 2 x Intel Xeon Gold Processors with 8C/16T and 3.2GHz or equivalent processor

RAM Per Node: 768GB of RAM

Hard Drives Per Node: 60TB (3 20TB SAS Drives) and 1 X 7.68TB SSD

Network Card Per Node: 10/25GbE four-port network adapter

Support: 5yr hardware warranty and Scale Software Warranty

Switch: 24 Port Ethernet L3 Switch, 24 x 25GB SFP28 with 4 X 100GB QSFP

12 Multimode 25Gb SFP28 transceivers for switch

12 3 Meter Fiber Patch Cables

Sheriff’s Office Scale Computing System

Processor Per Node: 2 x Intel Xeon Gold Processors with 8C/16T and 3.2GHz or equivalent processor

RAM Per Node: 384GB of RAM

Hard Drives Per Node: 60TB (3 20TB SAS Drives) and 1X 3.84TB SSD

Network Card Per Node: 10/25GbE four-port network adapter

Support: 5yr hardware warranty and Scale Software Warranty

Switch: 24 Port Ethernet L3 Switch, 24 x 25GB SFP28 with 4 X 100GB QSFP

12 Multimode 25Gb SFP28 transceivers for switch

12 3 Meter Fiber Patch Cables

Bidder Qualifications:

In order for a bid to be accepted as an acceptable bid, bidder must:

- Provide proper licenses and certifications with bid proposal

- Provide three (3) references (if possible, references of work completed at a like facility)

- Provide a completed “Cost Proposal Sheet” or like bid sheet that includes all cost breakdowns included on the attached “Cost Proposal Sheet”

- Provide “Finance Proposal” for 5-year financing of Scale hardware, software, and support

- Provide the Bid by the appropriate bid date and time.

Any bid that does not meet the above qualifications will NOT be accepted.

COST PROPOSAL SHEET

Administration Scale

Financed Equipment

Monthly Payment $____________________

Annual Payment $____________________

Outright Purchased

Materials $____________________

Labor $____________________

Miscellaneous $____________________

Taxes $____________________

Total $_____________________

Sheriff’s Office Scale

Financed Equipment

Monthly Payment $____________________

Annual Payment $____________________

Outright Purchased

Materials $____________________

Labor $____________________

Miscellaneous $____________________

Taxes $____________________

Total $_____________________

(Company Name)

(Signature) (Date)