Collin County Standard Hardware Specifications Summary

This specifications document outlines the mandatory hardware configurations for Collin County Information Technology Department's IFB 2026-390 procurement of computers, peripherals, and accessories from qualified Dell Platinum or Titanium level resellers. The County seeks sealed bids for six primary equipment lines: a Standard Laptop (Dell Pro Precision 5 16S with AMD Ryzen AI 7 PRO 450), an Enhanced Laptop (Dell Pro Precision 5 16S with Intel Core Ultra 7 366H vPro), a Standard Micro Desktop (Dell Pro 5 Micro with Intel Core Ultra 7 366H vPro), a Mobile Data Computer with mobile broadband connectivity (Dell Pro Rugged 14 with Intel Core Ultra 7 165U), a Detachable Laptop (Dell Latitude 7350 Detachable with Intel Core Ultra 7 164U vPro), and eleven accessory options including monitors, keyboards, mice, docking stations, and peripherals. The County estimates an annual contract value of $1.2 million and places three to four orders annually, averaging approximately 600 computers per year with no guaranteed minimum purchase quantity. Bids are due October 15, 2026 at 2:00 p.m., with the contract term spanning one year from award with two optional one-year renewal periods. Delivery must occur within 15 calendar days of order receipt to the FOB destination at Collin County Computer Parts Warehouse in McKinney, Texas; backordered equipment must arrive within 15 working days or the County may procure elsewhere.

Bidders must submit either a firm-fixed markup percentage applied to all authorized equipment through manufacturer or distributor pricing portals or a minimum percentage discount from Manufacturer's Suggested Retail Price (MSRP) by product category, with the pricing structure remaining constant throughout the contract term. All manufacturer price reductions, promotional pricing, rebates, and applicable discounts must pass through to the County at the time of purchase. All portable devices require five-year manufacturer warranty coverage including accidental damage protection. Bidders must demonstrate three years of continuous operation in computer equipment sales, provide three references, maintain general liability insurance with a $1 million per-occurrence limit, and comply with debarment certifications and conflict of interest disclosures. The contract will be awarded to the lowest responsive and responsible bidder meeting all mandatory requirements, with inquiries directed to Lera Miller, Buyer II, Collin County Purchasing Department (lmiller@co.collin.tx.us), and questions due by October 2, 2026.