RP020-26 Provision of Maintenance of Computers, Printers, Scanners, Servers, and Peripheral Devices

Gwinnett County Board of Commissioners, Department of Information Technology is requesting proposals for comprehensive maintenance of computers, printers, scanners, servers, and peripheral devices across 10,000+ devices at 138 county locations, with proposals due June 10, 2026 at 2:50 PM and public opening at 3:00 PM.

The scope covers approximately 3,000 HP notebook computers, 1,800 HP desktop computers, 500 HP laser printers, 1,500 Panasonic Toughbooks, 600 Microsoft Surface Pro units, 200 Ricoh scanners, 60 Kodak scanners, 20 HP scanners, 30 HP plotters, 1,000 Zebra Z series devices, 135 servers (Barracuda, Cisco Systems, and Hewlett-Packard), 160 Dell ruggedized devices, and miscellaneous printers across 6,500+ users at government offices, fire and police stations, water resource facilities, parks, and administrative centers. Service providers must hold certifications from Hewlett-Packard, Dell, and Panasonic; maintain local Atlanta-based support staff and parts inventory; guarantee four-hour on-site response time; perform preventive maintenance at least annually for printers and quarterly for scanners; and replace emergency systems if outages exceed eight hours. Pricing must be all-inclusive and fixed for the initial term, covering parts, labor, and travel, with separate monthly unit prices for warranty and non-warranty maintenance, hourly rates for time-and-material repairs during normal business hours (Monday–Friday, 6:00 AM–6:00 PM) and after-hours, and repair-parts markup not to exceed 15 percent.

The initial contract term is one year with four optional 12-month renewal periods; proposers must indicate any percentage increase or decrease for renewals. The contract begins September 31, 2026, or upon Board award. Insurance requirements include Commercial General Liability ($2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), Workers Compensation at Georgia statutory limits, Umbrella/Excess Liability ($1,000,000), and Cyber Liability ($1,000,000 per claim and aggregate); all insurers must hold A.M. Best rating A-7 or higher. Evaluation weighs experience and qualifications (30 points), technical approach (30 points), references (20 points), and cost (20 points), with an optional 10-point interview. Three local references of similar or larger scope are required.