Town of S kowhegan INVITATION TO BID. Desktop Computers. Bid Due Date: 10:00 AM WEDNESDAY, APRIL 20, 2016

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1 Town Manager, Christine Almand Town of S kowhegan INVITATION TO BID Desktop Computers Bid Due Date: 10:00 AM WEDNESDAY, APRIL 20, 2016 Contact: Christine Almand, Town Manager

2 SECTION 1 GENERAL INFORMATION 1.01 INFORMATION FOR BIDDERS A. Sealed bids will be received by the Town of Skowhegan, Maine until 1 0:00 A M on Wednesday, April 20, 2016 for nine ( 9) Desktop Computers as specified in Section 2. Bidders shall provide two (2) copies of their bid package. B. Bids shall be submitted on the attached BID PROPOSAL form and shall be signed by an authorized person indicating full knowledge and acceptance of the specifications. The sealed bid shall be submitted to the Town Manager s office at 225 Water Street, Skowhegan, ME with the envelope clearly marked DESKTOP COMPUTERS BID on the outside along with the name and address of the bidder. C. No bidder may withdraw his bid within thirty (30) days after bid approval. D. Qualified bids will be deemed to be only bids from equipment manufacturers or from authorized dealers of such manufacturers. E. Each bidder shall submit the BID PROPOSAL form with detailed specifications attached, which must specifically list all components (specifically those mentioned in Section 2) that are in the desktop computers with the manufacturer part number(s) and description. Failure to do so will result in the rejection of your proposal. F. The Town reserves the right to request additional information deemed necessary for proper evaluation of bids BID COMPLIANCE A. The Town of Skowhegan will regard all bids received as an agreement by the Bidder to conform to all items of these specifications. If the equipment offered differs from the provisions contained in this specification, such differences must be explained in detail, and the bid will receive careful consideration if such differences do not depart from the intent of this specification and are in the best interest of the Town. B. The Desktop Computer make and model must be shown on the BID PROPOSAL form in the designated spaces and detailed specifications must be attached, however, that information is not sufficient evidence that the bidder is taking exception to the specifications in Section 2. If no exceptions or deviations are shown and explained, equipment shall be furnished exactly as specified.

3 1.03 DELIVERY A. The Desktop Computers shall be delivered as soon as possible and guaranteed delivery must be no later than May 18, The order will be placed no later than April 27, If expedited shipping or handling is required to meet the delivery deadline then the cost must be included in the lump sum price. B. The Desktop Computer s shall be delivered to the Town of Skowhegan at 225 Water Street, Skowhegan, Maine. The bidder shall be responsible for ensuring that all required equipment and modifications, as necessary, have been made prior to delivery DELIVERY CONDITION A. The Desktop Computer s delivered shall be in strict accordance with these specifications. If the equipment is delivered with deviations or improper servicing, the bidder must arrange to have the necessary work done within five (5) business days after notification from the Town of Skowhegan TAX EXEMPTION A. The Town of Skowhegan (a municipal government) is an exempt entity under law of the State of Maine and is, therefore, exempt from payment of the State of Maine sales or use tax on purchases made directly for its own use. These taxes are not to be included in the bid prices for any equipment, materials or supplies sold to the Town. B. The Town of Skowhegan is exempt from Federal Excise Tax (Federal ID # ) and Federal Transportation Tax on all equipment, materials or supplies sold to the Town for its own use. These taxes are not to be included in the bid price GUARANTEE A. The bidder guarantees that the Desktop Computer s furnished under this bid are new and unused product of regular manufacture. B. The decision of the Town Manager as to reasonable compliance with these specifications shall be final. C. The successful bidder shall guarantee the Desktop Computer s and all equipment furnished under this bid for a minimum period of one ( 1) year from date of delivery. This guarantee shall include defective materials and workmanship. If, during this period, warranty repairs and/or parts replacements become necessary due to defective materials and/or workmanship, all labor and material to make satisfactory repair shall be furnished at no cost to the Town by the bidder BASIS FOR AWARD A. The Town reserves the right to reject any and all bids. The Town will accept the bid most advantageous to the Town, not necessarily the lowest bid. Alternative quotations will be considered only when clearly explained. They will be considered only if the specifications are met and the alternatives are submitted as an alternative bid. B. Bids shall be submitted in a sealed envelope or package with the type of bid clearly indicated on the outside.

4 C. The Town of Skowhegan reserves the right to accept or reject any or all bids in whole or in part, to waive any formality and technicality in any bid and to accept any item or items in any bid. The Town reserves the right to accept or reject any or all bids as may best serve the interest of the Town. D. The base bid price quoted shall be the net amount and shall include all costs necessary to furnish and deliver the Desktop Computers as required by these specifications PAYMENT A. When the Desktop Computer s are delivered the Town of Skowhegan will review and verify the request for payment, and if it is in compliance with these specifications, process the request. However, if poor workmanship and/ or minor deviations exist, the Town may withhold up to 20% of the contract price upon delivery and delay payment of the balance until the bidder has made all necessary corrections. B. The Town may withhold the full payment of the contract price if, in its opinion, the Desktop Computers contains major deviations from the specifications. C. The Town of Skowhegan will pay the amount due upon delivery acceptance within sixty (60) days after receipt of an invoice BILL OF MATERIALS A. Two (2) copies of a bill of materials shall be furnished with the Desktop Computer s when delivered. The bill of materials shall list by part number the capacity, size or otherwise, of all major components of the Desktop Computers. END OF GENERAL INFORMATION SECTION

5 SECTION 2 SPECIFICATIONS These specifications describe nine (9) new Desktop Computers as specified below. The Desktop Computers shall meet the following minimum specifications: Item Processor Proc. Features Proc. Cache Memory Storage Optical Drive Graphics Graphics ports Audio USB Power Supply Operating System Warranty Details Intel I GHz 64 Bit Quad-Core Processor 6 MB L3 8 GB DDR4 1 TB DVD+-RW HD Graphics 1 of DVI, DP or HDMI front and back jacks USB 3.0 front and back Internal Windows 7 Professional 64-bit (available through downgrade rights Windows 10 Professional) Minimum One (1) Year, Please also provide an option for Three (3) Years Detailed specifications must be attached to the BID PROPOSAL form, which must specifically list all components (specifically those mentioned above) that are in the Desktop Computers with the manufacturer part number(s) and description. Failure to do so will result in the rejection of your proposal. All components that are quoted must be OEM. No open box or refurbished product will be accepted. Pricing must include delivery to Town of Skowhegan 225 Water Street, Skowhegan ME Delivery must be no later than May 18, Order will be placed no later than April 27, If expedited shipping or handling is required to meet the delivery deadline then the cost must be included in the lump sum price. END OF SPECIFICATIONS SECTION

6 SUBMIT TO: Town of Skowhegan 225 Water Street Skowhegan, Maine BID CLOSE DATE: April 20, 2016 at 10:00 AM BID PROPOSAL DESKTOP COMPUTERS QUANTITY: NINE (9) The undersigned hereby certifies he/she has examined and fully comprehends the requirements of these specifications and offers to furnish all equipment and services as detailed for the following lump sum price (including delivery). Base Bid $ (In Numbers) (In Words) Dollars Specify Desktop Computer Make and Model Number: Name/Location of Authorized Dealer: Guaranteed Delivery Date: May 18, 2016 Can you meet the delivery time requested? Yes No By submitting a proposal and signing below, you are confirming your company is authorized by the manufacturer for resale. Manufacturer: NAME OF FIRM: ADDRESS: AUTHORIZED SIGNATURE: PRINT NAME AND TITLE: TELEPHONE: DATE: Required Attachment(s): 1. Detailed Specifications OPTIONAL: Three (3) Year Warranty Base Bid $ (In Numbers) (In Words) Dollars

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