BL146-26 Purchase of File Servers and Peripheral Equipment on an Annual Contract on an Annual Contra

Gwinnett County Board of Commissioners is requesting sealed bids for file servers and peripheral equipment on an annual contract for the Department of Information Technology Services, with bids due October 29, 2026 at 2:50 p.m. Eastern Time. Firms on the Gwinnett County ineligible source list are not eligible to submit.

Bidders must be authorized HP resellers with at least five years of business experience serving mid-to-large companies or governments. The scope encompasses HP servers (pricing model: HP ProLiant DL380 G12 with dual Intel Xeon processors, 128GB memory, and five 960GB SSDs) and peripheral equipment including memory, hard drives, USB flash drives, network cards, modems, and scanners. The County currently operates approximately 220 servers running Microsoft Windows Server 2018 through 2025 across multiple datacenter locations and will order different models as needed based on approved projects and budgets.

Pricing must be submitted as a percentage discount off Georgia state contract pricing for both servers and server peripherals, with identical percentages required. For peripheral equipment not available under the state contract, bidders may quote a percentage above cost not to exceed eight percent. All quoted prices must remain firm for the initial contract term and include all processing fees, shipping, and convenience fees.

Selected vendors must provide value-added services including online order tracking, system configuration support, and custom configurations. Support availability must span 6:00 a.m. to 6:00 p.m. Eastern Time, Monday through Friday, with four-hour response times for pricing and product inquiries and three business days for quote requests. Approved orders must ship within 7–14 business days.

The contract begins January 1, 2027, or upon Board approval, with an initial four-year term plus four optional 12-month renewal periods. Contractors must maintain commercial general liability insurance with minimum limits of $2,000,000, automobile liability of $1,000,000, and workers' compensation coverage from an A.M. Best A-10 or higher-rated carrier. Award will be made to the lowest responsive and responsible bidder; the County reserves the right to reject any or all bids or split the award among multiple suppliers. Public opening and reading occurs October 29, 2026 at 3:00 p.m.