RFP 6427 - HP Equipment Purchase Agreement 2025-26.docx

DOCX document 114 KB Posted Jul 23, 2025

Attached to: RFP 6427 - HP Equipment Purchase Agreement 2025-26
Solicitation number: RFP 6427
Issued by: Macomb County, Michigan

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Written by GovTribe AI · Jul 23, 2025

This document is a Request for Proposal (RFP) No. 6427 issued by Macomb Community College in Warren, Michigan for an HP Equipment Purchase Agreement covering the period of 2025-26. The RFP seeks proposals from qualified HP authorized partners for the purchase of various HP computer equipment, including desktops, laptops, monitors, and accessories. The contract will run for twelve months, from August 1, 2025, to July 31, 2026, with proposals due on Tuesday, August 12, 2025, at 3:00 PM. The solicitation covers seven specific HP computer models and four accessory items, with quantities to be determined based on the college's needs during the contract period. Vendors must submit comprehensive proposals following a detailed nine-section response format, including an executive summary, company background, proposed solution, implementation plan, price quotation, and references.

The pricing structure requires vendors to provide both list prices and discounted prices for each specified HP item, with orders to be placed via purchase orders throughout the contract term. Shipping requirements mandate desktop and laptop deliveries within four to six weeks and accessory devices within one week of order receipt. Vendors must provide three specific deliverables for each order: an HP Order Status report, an HP Product Detail Report, and activation of HP Care Pack Services. The RFP emphasizes competitive pricing, with vendors encouraged to suggest cost-reduction alternatives without compromising quality. All deliveries will be freight prepaid and F.O.B. to the college's Warren, Michigan address, with potential for order modifications if shipping timelines do not meet the user department's requirements.

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REQUEST FOR PROPOSAL:

RFP No. 6427 HP Equipment Purchase Agreement 2025-26

MACOMB COMMUNITY COLLEGE

WARREN, MICHIGAN

PROPOSAL DUE:

Tuesday, August 12, 2025 @ 3:00 PM

Submit Responses To:

bids@macomb.edu and idrisg@macomb.edu

Giancarlo Idris Buyer

Project Overview Introduction Macomb Community College requests proposals from qualified vendors with the intent to enter into a contract for HP products that include: desktops, laptops, monitors, and other accessories. The contract is based on need for efficient ordering with fixed pricing of specific HP equipment that is listed on Proposal Price Sheet. Reference the Model Spec Sheet for configuration details.

Schedule of Events:

Event

Date

Deadline for Submitting Clarifications

Thursday, July 31

Clarifications Published for Bidders

Monday, August 4

Deadline for Submitting Proposals

Tuesday, August 12

Proposal Response Format Introduction To facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section. Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. EMPHASIS SHOULD BE PLACED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be organized as follows:

Section

Title

Executive Summary

Company Background

Proposed Solution Summary

Implementation Plan

Product Price Quotation

Proposal Response Forms

List of Clients & References

Value Added Products and Services

Additional Documents

Instructions for each part of response to this RFP are defined in the remainder of this section.

Executive Summary (Section 1) This part of the response to the RFP should be limited to a brief narrative not to exceed two pages, describing the proposed solution. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

Company Background (Section 2) The Vendor should outline the company’s background including a brief description and the company’s experience performing services similar to those described herein and the type of work in which the vendor specializes.

Proposed Solution Summary (Section 3) Describe solution understanding and details to address all requirements in Scope of Work.

Implementation Plan (Section 4) Provide summary of solution for all required steps, from the point of order (email, website); to the deliverables before shipments; to delivery and support services for the term.

Product Price Quotation (Section 5) All costs must be itemized and included as Section 5 of vendor’s response that includes all items and services from Scope of Work and Proposal Price Sheet. The vendor’s price quotation must include all costs (e.g. shipping, documentation, discounts, etc.). In the event the product or service is provided at no additional cost, the item should be noted as “no charge” or words to that effect.

Proposal Response Forms (Section 6) Provide completed copies of Proposal Price Sheet and Proposal Response Form (signed).

List of Clients and References (Section 7) Vendors must provide at least three references from Higher Education clients that are similar in size and complexity to MCC and the scope of the project contemplated. Include a brief description of the scope of your engagement with the referenced client, and a contact person with appropriate contact information. Bidders MUST provide proof in form of manufacturer license, certificate or equivalent that they are certified installers/providers of the manufacturer of the system/technology proposed.

Value Added Products and Services (Section 8) Include any value added offers that relate to the proposal solution and contract terms.

Additional Documents (Section 9) Provide any other support documents that vendor deems relevant for proposal review.

Scope of Work Submissions must be from an HP authorized partner and meet all of the proposal requirements.

Terms The contract term will be for twelve (12) months, desired start date: August 1, 2025.

Orders to be placed with contract pricing until end date of term: July 31, 2026.

Products Price lists for contract term must include the following for each HP item requested:

· Item description; base model; itemized configuration; with HP part numbers

· Vendor List Price and Discount (sell) Price Orders Awarded shall provide system to submit orders via direct email and online website. Orders shall be placed via single Purchase Orders throughout the contract term.

Awarded will provide the following three (3) deliverables of each order placed to hardware@macomb.edu :

“HP Order Status” upon submission of order to HP.

“HP Product Detail Report” upon shipment of order by HP.

“HP Care Pack Services” upon shipment shall be initiated and activated between Awarded & HP.

Shipments The awarded shall ship any desktops/laptops within four (4) to six (6) weeks after receipt of order and ship any ordered accessory devices within one (1) week. If a product cannot be shipped within specified time, the awarded shall notify the user department of the details for shipping status and provide estimate lead time. At this time, the user department may cancel or modify the order if the est. shipping time doesn’t meet desired date.

Deliveries All deliveries shall be freight prepaid, F.O.B., destination and include all pricing offered unless otherwise clearly stated.

Proposal Response Forms Use the Proposal Response Criteria List Form to respond to the specific requirements associated with the general requirements listed in Proposal Requirements section.

Bids Due: Please submit proposals no later than 3 p.m. on Tuesday, August 12, 2025.

INVITATION TO RESPOND

MACOMB COMMUNITY COLLEGE

14500 East Twelve Mile Road Warren, MI 48088-3896

PLEASE NOTE CAREFULLY

You are invited to bid on listed items. This inquiry implies no obligation on the part of the college. Bid best price and delivery based on referenced specifications. Any suggestions for reducing cost without affecting quality will be welcomed and considered. Attach separate quotations outlining in detail alternates proposed. However, you must submit a bid on the specifications as listed to have your alternate bid considered. Note “CONDITIONS” below.

PROPOSAL PRICE SHEET section below is to be completed, along with formal proposal with prices and MODEL SPEC SHEET section can be referenced for specific configuration of each model (Lines #1-7).

SHIPMENT TO 14500 TWELVE MILE ROAD, WARREN, MICHIGAN UNLESS OTHERWISE STATED BELOW, PRICES QUOTED MUST BE FOB WARREN, MICHIGAN

ITEM

QTY

UNIT

ITEM AND DESCRIPTION

LIST PRICE

DISC. PRICE

HP EliteBook 840 14-inch G11 Notebook PC

HP ZBook Fury 16-inch G11 Mobile Workstation PC

HP ProBook 440 14-inch G11 Notebook PC

HP Pro SFF 400 G9 Desktop PC

HP Pro SFF 400 G9 Desktop PC w/ ODD

HP EliteOne 840 G9 AIO

HP Z2 TWR G9

HP 724pn Series 7 Pro 24” WUXGA Monitor (8X534AA)

HP Series 3 Pro 21.5-inch FHD Monitor 322pf (9U5B0UT)

HP USB-C Dock G5 US (5TW10AA)

HP Thunderbolt Dock 280W G4 w/ Combo Cable (4J0G4AA)

HP Wired 320MK Combo US (9SR36UT)

Note:

To be given consideration for an award, proposal bids must be submitted by the appointed time and date. Submissions must have an official Sealed Bid document with pricing and description of all line items. Bids must be signed, and the authority of the individual signing must be stated thereon. The Office of Purchasing is the sole point of contact for the College with regard to all procurement and contractual matters relating to the services described therein. The Office of Purchasing is the only office authorized to change, modify, amend, alter, clarify, etc. the specifications, terms and conditions of this RFP and any contract awarded as a result of this request. The College will not recognize any changes except when authorized by the Purchasing Department.

Bids will be received by the Purchasing Department until 3:00 P.M., Tuesday, August 12, 2025.

MODEL SPEC SHEET

Proposal submissions will include HP part numbers for each model spec configuration.

LINE #1:

HP EliteBook 840 14-inch G11 Notebook PC HP EliteBook 840 14-inch G11 (U5-125U, UMA, RT USBC) IDS Base NB PC No Country of Origin Restriction Electronic Energy Star labeling (EStar) Windows 11 Home 64 Plus OS Localization Dual AryMic 5MP USB2 WFOV Integrated Camera 14.0-inch AG WUXGA (1920x1200) LED UWVA 300 f5MP bnt LCD Panel 16GB (1x16GB) DDR5 5600 SODIMM Memory 256GB PCIe NVMe Value Solid State Drive No Near Field Communication (No NFC) Intel AX211 Wi-Fi 6E 160 MHz +Bluetooth 5.3 WW WLAN No WWAN No Fingerprint Sensor No SmartCard Reader BX Long Life 56Whr Fast Charge 3 cell Battery 65-Watt nPFC USB-C Straight AC Adapter Clickpad Backlit spill-resistant Premium Keyboard Country Localization C5 1.0m Sticker Conventional Power Cord 1/1/0 Warranty Pre-Boot UEFI Wi-Fi support HP Tamper Lock No vPro AMT supported Standard Packaging Electronic TCO Certified labeling Core Ultra 5 sz3 G14 Label 3YR Essential Off-site Service for Notebook

LINE #2:

HP ZBook Fury 16-inch G11 Mobile Workstation PC HP IDS i7-14700HX no WWAN Fury 16 G11 Base NB PC No Country of Origin Restriction Windows 11 Home 64 Advanced OS Localization Dual AryMic 5MP USB2 IR WFOV Integrated Camera 16” AG WUXGA (1920x1200) WLED+LBL UWVA 400 w5MP IR bnt LCD Panel 16GB (1x16GB) DDR5 5600 SODIMM Memory NVIDIA RTX 1000 Ada 6 GB Graphics 1TB PCIe-4x4 2280 NVMe TLC Solid State Drive No Near Field Communication (No NFC) Intel BE200 Wi-Fi 7 +Bluetooth 5.4 non-vPro WW WLAN No Fingerprint Sensor XL-Long Life 95Whr Fast Charge 8 cell Battery HP 200W Slim 4.5mm PFC Smart (3-pin) AC Adapter HP Touchpad Backlit num kypd spill-resistant Premium Keyboard Country Localization 1/1/0 Warranty Pre-Boot UEFI Wi-Fi support No vPro AMT supported HP Tamper Lock Standard Packaging No WWAN C13 1.0m Sticker Premium Power Cord Electronic Energy Star labeling (EStar) Electronic TCO Certified labeling Core i7 sz3 G13 Label HP 3y Essential Offsite Mobile Workstation

LINE #3:

HP ProBook 440 14-inch G11 Notebook PC HP IDS UMA U5-125U TI PD IC 440 G11 Base NB PC No Country-of-Origin Restriction Electronic Energy Star labeling (EStar) Windows 11 Home 64 OS Localization Dual AryMic FHD USB2 NFOV Integrated Camera 14-inch AG WUXGA (1920x1200) LED UWVA 300 fFHDC 60Hz bnt LCD Panel 8GB (1x8GB) DDR5 5600 SODIMM Memory 256GB PCIe NVMe Value Solid State Drive Pike Silver Plastic D Cover ID Intel AX211 Wi-Fi 6E +Bluetooth 5.3 WW WLAN No WWAN No Fingerprint Sensor RX Long Life 56Whr Fast Charge 3 cell Battery 45-Watt nPFC USB-C Straight AC Adapter Clickpad spill-resistant Country Localization C5 1.0m Sticker Conventional Power Cord 1/1/0 Warranty Pre-Boot UEFI Wi-Fi support HP Tamper Lock Standard Packaging Electronic TCO Certified labeling Core Ultra 5 sz3 G14 Label 3YR Essential Off-site warranty care pack

LINE #4:

HP Pro SFF 400 G9 Desktop PC HP Pro SFF 400 G9 P 240W -Base Unit RCTO No Country of Origin Restriction Electronic TCO Certified labeling ENERGY STAR Certified Windows 11 Home 64 Plus OS Localization US Intel Core i5-14500 5.00G 24 MB 14 cores 65W CPU 16GB (1x16GB) DDR5 4800 UDIMM Memory 256GB 2280 PCIe NVMe Value Solid State Drive HP USB 320K Keyboard HP Black 125 Wired Mouse No Intel vPro SATA Power Cable Non-RF No Front Optional Port Flexport Display Port V2 No Included ODD Pro 400 SFF Country Kit C13 1.83m Sticker Conventional Straight Desktop Power Cord 1/1/1 (material/labor/onsite) SFF Warranty Single Unit (Small Form Factor) Packaging 1/1/1 SFF Label US Intel Core i5 Raptor Lake Label HP 3-year NBD Onsite Desktop excl. Monitor Hardware Support

LINE #5:

HP Pro SFF 400 G9 P 240W -Base Unit RCTO No Country of Origin Restriction Electronic TCO Certified labeling ENERGY STAR Certified Windows 11 Home 64 Plus OS Localization US Intel Core i5-14500 5.00G 24 MB 14 cores 65W CPU 16GB (1x16GB) DDR5 4800 UDIMM Memory 256GB 2280 PCIe NVMe Value Solid State Drive HP USB 320K Keyboard HP Black 125 Wired Mouse No Intel vPro SATA Power Cable Non-RF No Front Optional Port Flexport DisplayPort V2

DVD-RW ODD

Pro 400 SFF Country Kit C13 1.83m Sticker Conventional Straight Desktop Power Cord 1/1/1 (material/labor/onsite) SFF Warranty Single Unit (Small Form Factor) Packaging 1/1/1 SFF Label US Intel Core i5 Raptor Lake Label HP 3 year NBD Onsite Desktop excl. Monitor Hardware Support

LINE #6:

HP EliteOne 840 G9 R 24 AiO BU -Non-Touch FHD RCTO Electronic TCO Edge Certified labeling ENERGY STAR Certified Windows 11 Home 64 OS Localization Intel Core i3-14100 4.70G 12 MB 4 cores 65W CPU 8GB (1x8GB) DDR5 4800 SODIMM Memory TNR 5MP USB2 WFOV Integrated Camera 256GB 2280 PCIe NVMe Value Solid State Drive HP USB 320K Keyboard HP Black 125 Wired Mouse Not Included Card Reader Intel AX211 Wi-Fi 6E +Bluetooth 5.3 WW WLAN HP No Fingerprint Sensor EliteStudio NonTouch Country Kit C13 1.83m Sticker Conventional Desktop Power Cord 1/1/1 (material/labor/onsite) AiO Warranty NT Warranty HP EliteOne 840 G9 23.8 Adjustable Height with Clutch EliteOne G9 AiO Internal Stereo Dual PR Speakers Single Pack (All-in-One) 23.8 Adjustable Height Stand Packaging 1/1/1 AIO Non-Touch Label US Intel Core i3 Raptor Lake Label HP 3 year Next Business Day Onsite Desktop Hardware Support

UPGRADES

I5-14500 5.00G 14C 65W CPU

LINE #7:

HP Z2 TWR Base Unit G9 700W RCTO Windows 11 Pro 64 OS Localization Intel Core i7-14700 vPro Enterprise 5.40G 33 MB 20 cores 65W CPU 16GB (1x16GB) DDR5 4800 UDIMM NECC Memory NVIDIA T1000 8 GB 4mDP Graphics

NO ADAPTERS

Operating System Load to M.2 HP 256GB PCIe-4x4 2280 Value M.2 Solid State Drive HP USB 320K Keyboard HP Wired 320M Mouse No Included ODD HP Z2 G9 TWR Country Kit C13 1.83m Sticker Conventional Desktop Power Cord 3/3/3 (material/labor/onsite) Warranty (WKS Tower) Z2 5 units bulk Packaging

NO FLEXPORT

Intel Core i7 vPro Enterprise Raptor Lake Label

MEMORY UPGRADE TO 64GB

64GB (2X32GB) DDR5 4800 NECC

CONDITIONS

Macomb Community College reserves the right to reject any or all bids and to award by item, combination of items or lot.

The omission of payment terms and/or other information on bid replies may subject it to disqualification.

The Michigan State Sales and use taxes and the Federal excise tax do not apply. Exemption certificates will be furnished where necessary.

Unless otherwise provided, bid and acceptance shall constitute the contract.

In case bidder fails to make delivery of any item or items within the terms herein specified, or shall make delivery of goods not in accordance with the terms and specifications, the College shall have the right to declare the order canceled and either accept the next lowest bid or again advertise for bids and to hold the original bidder liable for the difference between the amount of its bad and the amount that the Board shall in either of such cases be required to pay, or the college may elect to receive the item or items not delivered within the time and hold the bidder responsible for amount equal to ten percent of the amount bid on such items as liquidated damages for the delay, and said bidder in such cases agrees to make payment accordingly.

Instructions, manufacturer’s catalog numbers, etc., where shown herein, are for descriptive purposes to guide the bidder in interpreting the standard of quality, design and performance desired and shall not be construed to exclude proposals based on furnishing other types of material or services. However, any substitutions or departure proposed by bidder must be clearly noted and described; otherwise, it will be understood the bid intends to exactly meet the specifications. Samples must be submitted with quotation when a substitute material is quoted.

In the event the goods are rejected by the college as not being in accordance with these specifications, a matter, in which the college shall be the sole judge, such goods shall be removed by the said bidder upon notice, and if required by the college replaced with new material which shall be subject to a like inspection and approved by the said college or the said college at its election may procure the materials from other sources as provided in Paragraph Four.

RFP No.:

6427

MACOMB COMMUNITY COLLEGE

Purchasing Department 14500 East Twelve Mile Road Warren, MI 48088-3896

The undersigned offer prices, terms, and delivery hereon set forth.

Company Name ______

Address

City __________ State __ Zip Code _____

Telephone Number ______

E-Mail Address ______

Terms ___________________

Authorized Signature

Print Name of Signature

Date

Delivery ARO

IT IS MANDATORY OF ALL BIDDERS TO RETURN THIS SHEET FULLY COMPLETED WITH THEIR BID.

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File details come from the government source that posted it. Updated Jul 30, 2025.