I. PROJECT DESCRIPTION The City of Marquette is seeking proposals for desktops, laptops and workstations in accordance with the requirements and specifications in this Request For Proposal (RFP). The City intends to lease all equipment listed in the RFP for a three-year term. Proposals must address the requirements of the RFP as specified in each equipment category in Appendix A. The City reserves the right to accept or reject any and all proposals, and to select the proposal most advantageous to the City of Marquette. Vendor shall specify delivery time, within any time limits listed in the specifications. Copies of proposal documents may be obtained from the City of Marquette website at http://www.mqtcty.org/bids.html or from the Information Technology Department via mail at: dfrederickson@mqtcty.org. Questions regarding this proposal may be directed to Daniel Frederickson, City of Marquette, Information Technology Department at dfrederickson@mqtcty.org. II. CONTENTS OF PROPOSAL The City of Marquette is seeking proposals for desktops, laptops, workstations and Chromebooks/Chromeboxes in accordance with the requirements and specifications in this Request For Proposal (RFP). The City intends to lease all equipment listed in the RFP for a three-year term. Partial submissions of equipment will be considered provided the other requirements of this RFP are met. Proposals should include costs to purchase and lease the hardware and software listed below. 1. Total cost to purchase and lease (110) standard desktop computers having the minimum specifications listed in Attachment A, Item #A1, Standard Desktop. 2. Total cost to purchase and lease (8) CAD workstations having the minimum specifications listed in Attachment A, Item #A2, CAD/GIS. Machines will be used for AutoCAD engineered drawings, GIS map development, video creation/editing, etc. workstation quoted in this category must be equipped to support dual monitors. 3. Total cost to purchase and lease (11) workstations having the minimum specifications listed in Attachment A, Item #A3, Workstation. 4. Total cost to purchase and lease (10) standard laptops having the minimum specifications listed in Attachment A, Item #A4, Standard Laptop. Note that laptops must be configured with a Sierra Wireless 7345 WWAN LTE card. 5. Total cost to purchase and lease (5) ruggedized laptops (toughbooks) having the minimum specifications listed in Attachment A, Item #A5, Ruggedized Laptop. 1
6. Total cost to purchase and lease (14) Chromebooks having the minimum specifications listed in Attachment A, Item #A6, Chromebook. The preferred manufacturer for equipment in this category is Samsung. 7. Total cost to purchase and lease (4) Chromeboxes having the minimum specifications listed in Attachment A, Item #A7, Chromebox. The preferred manufacturer for equipment in this category is Samsung. 8. Total cost to purchase and lease monitors and speakers listed having the specifications listed in Attachment A, Item #A8, Other. III. PROPOSAL FORMAT Proposals must be signed and dated by the authorized agent and submitted in the following format: 1. Vendor Authorized Contact Information 2. Professional References Provide the names and phone numbers of contacts at three (3) different companies who have purchased a similar number of systems from your company. 3. Proposed Equipment and Software s Indicate total purchase cost and total lease cost (monthly, annual) for each equipment group along with a grand total for all equipment. Refer to Attachment A for equipment specifications and suggested pricing format. 4. Technical Information/Configurations (each group) Include detailed configuration information for each equipment group in Attachment A (#A1 #A8) such as manufacturer technical specifications sheets. 5. Warranty Terms and Conditions Equipment must be warranted for the entire length of the lease and the warranty must include 8:00 a.m. to 5:00 p.m., Monday Friday on-site coverage with next business day response. 6. Lease Agreement and Conditions Provide a complete copy of the lease agreement along with terms and conditions for a 36- month lease term that includes: Name and address of lessor Total purchase amount Total lease cost (three years) Lease interest rate Monthly lease payment 2
IV. PROPOSAL REQUIREMENTS 1. Proposals must be quoted for a three-year fair market value lease. At the end of the lease term, the City may exercise one of the following options: a) return the equipment at lease end; b) renew the lease for a specified period at a negotiated lease amount; c) purchase the equipment at fair market value; or d) extend the original term of the lease on a month-tomonth basis. Include in your proposal a copy of the lease agreement for the proposed equipment. 2. The quote shall include the cost of equipment and inside delivery to Marquette City Hall, 300 W. Baraga Avenue, Marquette, MI 49855. Include in your proposal expected delivery in days from the date the order is placed. Equipment configuration and installation on the City network will be performed by the City. 3. The specifications in Attachment A indicate the minimum specifications for each category. Include with your proposal pricing which references the manufacturer s part number and specifications of all included components. Failure to do so may result in the rejection of your proposal. 4. Provide a copy of the warranty for all proposed desktops and laptops. This warranty service shall include on-site repair and new part replacement for all components and add-on cards for onsite warranty service for the term of the lease. 5. Because of unique software application and performance requirements, the successful vendor may be asked to supply a proposed workstation/laptop for testing prior to the City initiating a purchase order. V. PROPOSAL SUBMISSION 1. One (1) executed original and two (2) copies (and attachments and exhibits, if applicable) must be submitted in sealed envelopes to: City of Marquette 300 West Baraga Avenue Marquette, MI 49855 Attn: Katie Burnette, Staff Accountant Proposals must be received by April 10, 2015 on or before 2:00 p.m., Eastern Standard Time. Late proposals will not be considered. All proposals must be signed by an authorized representative of your organization. Faxed or e-mailed proposals will not be considered. 2. Any questions concerning this RFP should be directed to Dan Frederickson at 906-225- 4356 or via e-mail at dfrederickson@mqtcty.org. Replies to e-mail questions will be sent within 24 hours. 3
VII. LIMITATIONS 1. All information and materials submitted will become the property of the City. Vendors should not submit proprietary or confidential business information unless the Vendor believes such information is critical to its presentation. Such information should be clearly identified as such. The City will protect such proprietary or confidential information only to the extent which the law allows. 2. This RFP does not commit the City to award a contract(s) or pay any costs incurred in the preparation of a proposal in response to this request. 3. The City reserves the sole right to accept or reject any or all proposals received as a result of this RFP, to negotiate with qualified contractors, or to cancel this RFP in part or in its entirety. 4. proposal shall include a statement indicating whether or not the firm or any individuals working on the contract has a possible conflict of interest and, if so, the nature of that conflict. The Marquette City Commission reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the responder. The City Commission's determination regarding any questions of conflict of interest shall be final. VIII. TERMS GOVERNING LAW All proposals, agreements, and the provision of services resulting from this request for proposal shall be governed by and construed in accordance with the laws of the State of Michigan. No agreement arising as a result of this request for proposal shall contain any term or condition to the contrary. Your submission of a proposal in response to this request for proposal constitutes consent to this jurisdictional requirement. XI. CONTACT INFORMATION Questions are to be directed to Daniel Frederickson, Manager, IT Department 300 W. Baraga Ave Marquette, MI 49855 Phone: (906) 225-4356 Email: dfrederickson@mqtcty.org 4
ATTACHMENT A Proposal Specifications and Pricing Please return the following pages or a close facsimile with your proposal to indicate total purchase for the equipment you are proposing and include a grand total for all equipment. Total A1. Standard Desktop 110 Lenovo ThinkCentre E73 10AU Manufacturer Part # 10AU002PUS Small Form Factor, 64-bit Intel Dual Core i3/4130, 3.4 GHz 500 GB HD SATA, 7200 RPM Video Interfaces - VGA, Display Port Windows 7 Professional, 64-bit USB Keyboard USB Mouse (2+) USB 2.0 Ports, (2+) USB 3.0 Ports Total A2. CAD/GIS Workstation 8 HP Workstation Z440 Manufacturer # F1M44UT#ABA Tower, 64-bit Intel Xeon E5-1650V3, 6-Core, 3.8 GHz 16 GB RAM, 15 MB Cache 1 TB HD SATA, 7200 RPM NVIDIA Quadro K2200 Video Interfaces - DVI, Display Port Windows 7 Professional, 64-bit USB Keyboard USB Mouse (2+) USB 2.0 Ports, (2+) USB 3.0 Ports 5
ATTACHMENT A (cont d) Total A3. Workstation 11 HP Workstation Z230 Manufacturer # F1M17UT#ABA Small Form Factor, 64-bit Intel Quad-Core i7-4790, 3.6 GHz 8 GB RAM, 8MB Cache 1 TB HD SATA, 7200 RPM NVIDIA Quadro K620 Video Interfaces (2) Display Port Windows 7 Professional, 64-bit USB Keyboard USB Mouse (2+) USB 2.0 Ports, (2+) USB 3.0 Ports Total A4. Standard Laptop 10 Lenovo ThinkPad T450 20BV Manufacturer #20BV0007US 64-bit, Intel Core i3 5010U, 2.10 GHz 500 GB HD Windows 7 Professional 14.0 inch display (2+) USB 3.0 Ports Note: Upgrade to Sierra Wireless 7345 WWAN LTE Total A5. Ruggedized Laptop 5 Panasonic ToughBook Manufacturer # CF-54A2902CM 64-bit, Intel i5-5300u, 2.3 GHz 500 GB HD 802.11 a/g/n Windows 7 Professional 14.0 inch display 6
ATTACHMENT A (cont d) Total A6. Chromebook 14 Samsung Chromebook 2 Manufacturer #XE503C32 Chrome OS Exynos 5 Octa, 2 GHz 16 GB SSD 802.11 ac 13.3 inch display 6-Cell Battery Total A7. Chromebox 4 Asus Chromebox Manufacturer # CHROMEBOX-M075U Intel Core i3-4010u 1.7 GHz Chrome OS 16 GB SSD USB 3.0 (2 or more) Video Interface: Display Port HDMI Port WLAN 802.11 a/b/g/n A8. Other Logitech S120 PC Speakers 128 Acer V206HQL 20" LED Monitor Manufacturer #UM.IV6AA.A02 VGA, Display Port 106 Acer V246HL 24" LED Monitor Manufacturer #UM.FV6AA.004 VGA, Display Port 17 Grand Total 7