RP038-26 Provision of Maintenance of Computers, Printers, Scanners, Servers, and Peripheral Devices

Gwinnett County Board of Commissioners is requesting sealed proposals for maintenance of computers, printers, scanners, servers, and peripheral devices for the Department of Information Technology under RP038-26, with proposals due October 27, 2026 at 2:50 p.m. Firms on the Gwinnett County ineligible source list are not eligible to submit.

The scope covers maintenance for approximately 10,000+ devices across 138 County locations, supporting roughly 6,500 users. Equipment includes devices from HP, Dell, Panasonic, Ricoh, Epson, Kodak, Source Tech, and Zebra. The service provider must maintain local (Atlanta) support staff, keep critical parts inventory accessible 6:00 a.m. to 6:00 p.m. Monday through Friday, provide on-site response within four hours, and deliver emergency system replacement within eight hours for equipment outages exceeding that duration. Preventive maintenance must occur at least annually for printers and quarterly for scanners. All pricing is all-inclusive and fixed, covering labor, parts, travel, and maintenance services.

The service provider must carry comprehensive general liability, automobile liability, workers' compensation, umbrella/excess liability, and cyber liability insurance with an A.M. Best rating of A-7 or higher. The contract begins December 1, 2026, or upon Board award, with an initial four-year term followed by four optional 12-month renewal periods.

Evaluation weighs Service Provider Experience and Qualification (30 points), Technical Approach (30 points), References (20 points), and Cost Proposal (20 points), with optional interview scoring of up to 10 points, for a total of 110 possible points. Proposals must include one unbound original, four copies, and one digital copy on flash drive, with cost proposals submitted separately in a sealed envelope. Public opening occurs at 3:00 p.m. on October 27, with apparent bid results available the following business day on the County website. Proposals are mailed or delivered to Gwinnett County Financial Services – Purchasing Division, 75 Langley Drive, Lawrenceville, Georgia 30046.