HP Mini Desktops for Conference Room Refresh

San Bernardino County's Human Services Information Technology and Support Division is seeking to procure 110 HP Elite 8 G1i Mini CTO Desktop units through an Invitation to Bid (ITB) No. HSSA26-HSSA-6101 for a conference room technology refresh. The procurement requires desktop computers with specific technical specifications, including Intel Core Ultra 5 processors, 32GB DDR5 memory, 512GB NVMe solid state drives, and Windows 11 Pro 64-bit operating system. Key procurement dates include September 30, 2025, as the deadline for submitting questions, with proposal submissions due on October 6, 2025, at 9:00 a.m. The tentative contract award is scheduled for the week of November 3, 2025, with a required delivery timeline of 30 days post-purchase order receipt. Bidders must submit pricing on county-authorized forms, reflecting total per-unit and extended costs for all 110 units, with quotations remaining valid for 90 days. Evaluation criteria will focus on best value, with considerations including pricing, compliance with specifications, and vendor responsibility. All prices must be FOB destination with separately priced freight charges, excluding California sales/use tax and federal excise tax.

The procurement does not establish a local vendor preference set-aside, meaning all qualified vendors can compete equally. Bidders must comply with comprehensive representations and certifications, including disclosing debarment status, criminal and civil proceedings, and providing current cost and pricing data. Prior to contract award, vendors must submit IRS W-9 forms and be registered with the California Secretary of State where applicable. The county reserves significant discretionary rights, including waiving specification variations, rejecting any or all bids, and conducting pre-award surveys to assess bidder capability and responsibility. While no specific budget range is explicitly stated, the procurement involves 110 desktop units, suggesting a potentially significant contract value. Discounts of 30 days or greater will be considered during bid evaluation, and net payment terms must be no less than 30 days. The contract term will extend from the award date through completed delivery and equipment acceptance, with payment terms set at Net 60 days following equipment acceptance.