Informal Bid No: CRP2017 Bid for: City Sheridan 2018 Computer Replacements Bid Due (no later than): September 29, :00 P.M. (MST) Buyer: Kathy

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1 Informal Bid No: CRP2017 Bid for: City of Sheridan FY 2018 Computer Replacements Bid Due (no later than): September 29, 2017 at 2:00 P.M. (MST) Buyer: Kathy Georgeson (307) , User Department: City of Sheridan Scope: The City of Sheridan seeks bids for replacement computer hardware in accordance with the specifications listed. Vendors shall provide unit pricing for each piece of equipment specified in the bid form Any options should be itemized separately. Options offered by the successful bidder may be considered by the City of Sheridan, but will not be considered in determining the successful bidder. The City of Sheridan intends to purchase a minimum number of the items in which per-unit pricing is being requested. All participating vendors may rely upon the minimum purchase quantities in the development of unit pricing. The minimum purchase quantities are reflected in the Bid Form. The City of Sheridan desires to have the flexibility of purchasing more than the minimum number of items in this RFP on an as needed basis for a period of 6 months at the proposed unit price(s). To meet the requirements of this RFP, the vendor shall guarantee their proposal price for each item for a period of 6 months from the date of acceptance and award. Important Notices: (1)The City reserves the right to accept or reject any part of any bid and to select the bid most advantageous to the City of Sheridan; (2)When bidding on goods other than specified, bidder must give complete description, including trade name and brand; failure to bid on the goods specified may result in a determination of non-responsiveness; (3) Preference of 5% given to Wyoming resident suppliers; (4) See additional attachment for instruction to Bidders and Terms of Purchase. Online Posting of Informal Bids: City of Sheridan Website - All addendums can be online; please check the above website BEFORE submitting your completed bid response. Vendors are responsible for acknowledging bid addendums. Informal Bids Can Be Submitted By: kgeorgeson@sheridanwy.net Mail: Kathy Georgeson, PO Box 848, Sheridan, WY FedEx/UPS: Kathy Georgeson, 55 Grinnell Plaza, Sheridan WY 82801

2 RETURN BID FORM TO: City of Sheridan Attn: Kathy Georgeson PO Box 848 (USPS) 55 Grinnell Plaza (FEDEX, UPS) Sheridan, WY Bid Title : City of Sheridan FY 2018 Computer Replacements Bid Number: CRP2017 Closing Date: September 29, 2017 Time: 2:00 P.M. (MST) Bidder MUST complete and sign the following in order for Bid to be valid. Please include the following bid sheet. Please attach additional pages if necessary. Company Name: Address: State: Zip: Phone: Federal Tax ID#: Name of Person Authorized to Sign (printed) Title Signature Date 2 of 6

3 Official Bid Sheet (to be included in bid submission) A qualifying bid must propose unit price for all items being requested in the bid requirements above. Item Description Qty UOM Unit Price Extended Amount 1. Desktop Basic - Processor - dual core 3.4GHz (i5 series intel) current generation, RAM 8GB, Hard Drive 500 GB, Graphics Integrated, Operating System 64Bit Windows 10 Professional 2. Desktop Advanced - Processor - dual core 3.4GHz (i5 series intel) current generation, RAM 16GB, Hard Drive 500 GB, Graphics OpenGL-compatible graphics cards, Operating System 64Bit Windows 10 Professional 3. Laptop Basic - Processor - duel core 2.5GHz (i5 series intel) current generation, RAM 4GB, Hard Drive 500GB, Monitor/Display 15.6" LCD Monitor, resolution 1600x900 or better, Other DVD RW, Webcam, Card Readere, Wireless, Bluetooth, Operating System 64Bit Windows 10 Professional 4. Surface Pro- Processor - dual core 1.5GHz or greater i5 current generation, 128GB SSD or greater, 4GB Ram or greater, 10.1 or greater touchscreen, wireless, bluetooth 4.0, USB, camera, Operating System Windows 10 Professional 5. Chromebox - Processor (i5 series intel or Celeron) current generation 1.4 GHz, 2 GB DDR3 RAm, 16GB SSD Storage, Chrome Operating System 6. LCD Monitors - Size 23" or 24", DVI-D and VGA, plug and play 20 EA 4 EA 4 EA 3 EA 1 EA 4 EA Grand Total Estimated Delivery Schedule Substitution items of equal or greater value may be offered and considered by the City. Identify proposed substitutions on additional form provided. 3 of 6

4 Substitution Form Item Description Qty UOM Unit Price Extended Amount 1. Desktop Basic - 20 EA 2. Desktop Advanced - 4 EA 3. Laptop Basic - 4 EA 4. Surface Pro - 3 EA 5. Chromebox - 1 EA 6. LCD Monitors - 4 EA Grand Total 4 of 6

5 TERMS OF PURCHASE 1. Definitions: The term Purchaser means the City of Sheridan, and the term Seller means the person, firm or corporation from whom the goods or service has been ordered from. 2. Bid Award: The City of Sheridan intends to award the bid to the lowest responsible, responsive bidder. If arithmetic errors are found unit prices will govern in determining the actual bid price. Wyoming resident suppliers receive preference of 5% unless federal funds are involved in the expenditure. The preference is applied by adding 5% to the out-of-state supplier s price for determining awarded only (the order shall not exceed amount quoted). Wyoming Statute Responsive Bid: Unit pricing for all items requested is required. Each piece of equipment offered must meet the minimum specifications requested for each item. Failure to meet either of these requirements will disqualify the bid and will not be considered by the Purchaser. 4. Taxes: The City of Sheridan is exempt from sales tax. 5. Contract: Seller s copy of Purchase Order and/or contract when properly signed, is the only form which will be recognized as authority for charging merchandize, supersedes all previous communications and negotiations, and constitutes the entire agreement between the parties. No terms stated by Seller in accepting or acknowledging an order shall be binding upon Purchaser unless accepted in writing by Purchaser. Seller may not assign order without Purchaser s prior written consent. No waiver of a breach of any provision or order shall constitute a waiver of any other breach of such provision or of any other provision. If this Purchase Order is issued under a contract with the City, all terms, conditions and requirements in the contract will prevail over the terms and conditions set forth in this Purchase Order. 6. Quantity: The quantity of merchandise delivered shall not be greater than the amount specified unless an additional amount is first ordered by Purchaser in writing on its Purchase Order Change form. Purchaser may return quantities in excess of amounts specified to Seller at Seller's expense. 7. Shipment : A notice of shipment shall be sent to Purchaser at the time of shipment which shall state the number of the order, the kind and amount of merchandise, and the route by which the shipment is being made. All merchandise shall be suitably packed, marked, and shipped in accordance with shipping instructions specified herein and the requirements of common carriers in a manner to secure the lowest transportation cost. Seller shall be liable for any difference in freight charges arising from its failure to (a) follow the shipping instructions specified herein or (b) properly describe the shipment. Purchaser and Seller mutually agree to assist each other in obtaining documents and other information necessary for the prosecution of claims against carriers. 8. Invoice: Invoices must be ed or mailed to Kathy Georgeson, PO Box 848, Sheridan, WY kgeorgeson@sheridanwy.net. Invoices must show the name of the City division to which the merchandise was delivered or shipped and the Purchase Order number. If any sales, use, duty, excise or other similar tax or charge, for which Purchaser has not furnished or agreed to furnish an exemption certification, is applicable to order, it must be stated separately on the invoice. 9. Responsibility: Seller shall be responsible for any and all loss or damage to the merchandise until delivered to Purchaser at the F.OB. destination point specified on the face of the order, or, if no such F.O.B. destination point is specified, until delivered to a common carrier or to Purchaser s, whichever may first occur. 5 of 6

6 10. Inspection: All merchandise is subject to Purchaser s inspection within a reasonable time after arrival at the ultimate destination. If upon inspection any merchandise is found to be unsatisfactory, defective, or of inferior quality or workmanship, or fails to meet the specifications or any other requirements of order, Purchaser may return such merchandise to seller at Seller s expense. Payment for merchandise prior to inspection shall not be construed to be an acceptance of unsatisfactory or defective merchandise. Upon the return of any unsatisfactory or defective merchandise, Seller shall reimburse Purchaser for (a) any amounts paid by Purchaser on account of the purchase price of such returned merchandise and (b) any cost incurred by Purchaser in connection with the delivery or return of such merchandise. 11. Warranty: Seller warrants that the merchandise will conform to its description and any applicable specifications shall be of good merchantable quality and fit for the known purpose for which it is sold. This warranty is in addition to any standard warranty or service guarantee given by Seller to Purchaser, or any warranty provided by law. 12. Title: Seller warrants that the merchandise is free and clear of all liens and encumbrance and the Seller has a good and marketable title to the same. 13. Termination for Default: In the event of a breach of any of the terms of order including Seller s warranties, Purchaser may, at its option and without prejudice to any of its other rights, cancel any undelivered merchandise. 6 of 6