NOTICE OF SOLICITATION INVITATION TO BID Bulloch County Board of Commissioners FY 2018 Computer Equipment Allotment, Statesboro, GA The Bulloch County Board of Commissioners (herein after referred to as the County) is accepting COMPETITIVE (SEALED) BIDS for: Material or Service: Purchase of Computer Equipment to be used in various County Departments and to be accepted according to the Bid Specifications. Bid Submission Deadline: The deadline for receipt of the Sealed Bid is 3:00 PM, Monday, October 27, 2017. Prospective vendors shall file all documents necessary to support its Bid. NO FAXES OR E-MAILS ACCEPTED FOR SEALED BIDS. Time and Place for Submission and Opening of Bids: Vendors are responsible for the actual delivery of sealed Bids during normal business hours to the Bulloch County Board of Commissioners Office, 115 North Main Street, Statesboro, Georgia 30458. The original Bid and supporting documents must be submitted in a sealed clearly marked envelope. At the time and date of the Bid deadline, the Bids will be publicly opened and cost components read aloud at the Bulloch County Commissioners North Main Annex, in the Library/Conference Room 102 at the above-referenced address. The evaluation committee will then proceed to determine conformity with the specifications and other criteria. Upon the closure of the review, the Assistant County Manager will recommend the selection of a bid most advantageous to the County, which will be approved by the Board of Commissioners. Obtaining a Bid Copy: A Bid package may be requested by contacting Faye Bragg, Purchasing Manager at fbragg@bullochcounty.net or http://bullochcounty.net/procurement/. Any addenda to this solicitation will be issued through the purchasing office, and it will be the sole responsibility of the vendor to periodically check the County s website for any addenda for this project. Bid Identification: The outside of the sealed envelope shall include the wording: Computer Equipment Bid; Bid Opening: October 27, 2017 @ 3:00 PM; Attn: Faye Bragg, Purchasing Manager. 1
Check List: There is a checklist on page 13 that lists the forms that must be included in the sealed bid package. Failure to return any of the items on the check list will be just cause for non-acceptance of the submitted bid package. Local Buying Preference: Departments are encouraged to use local vendors whenever possible. However, the County cannot pay a much higher price to do so because there is an obligation to the taxpayers to use the County's financial resources wisely. A local vendor is considered any offeror who can provide evidence to the Purchasing Department of meeting all of the following criteria in response to a quotation or bid: Having a principal business location within the county for a minimum of six (6) months prior to the issuance of a bid solicitation (a principal business location is defined as a corporation, limited liability company, partnership or sole proprietorship that maintains within Bulloch County its headquarters, a point-of-sale site where goods are sold to customers and a financial transaction is completed, or a locally-owned franchise). Having a valid occupational tax certificate by a jurisdiction located in Bulloch County. Having all obligations owed to Bulloch County paid in full and not be delinquent, including rents, taxes, fees, and fines. A small business is defined as 51% owned by one (1) or more persons whose primary residence is within Bulloch County, or having twenty-five (25) employees or less, with eight (8) or more employees whose primary residence is in Bulloch County. For all purchases over $5,000, if the quality, service, price, and other factors are substantially equal, then the local vendor may be given an opportunity to match the lowest cost proposal, if the quotation or bid is within 5% of the lowest price proposal. This policy shall be so stated in all applicable solicitations. This provision does not apply to public works construction projects or road projects pursuant to the laws of the State of Georgia. To request local vendor preference, you must contact the Purchasing Manager for the proper form to complete. The completed form must be included with the submitted package to be considered for the local vendor preference. Award and Reservations: It is understood and agreed that in consideration of the sum of One Dollar and No/100 ($1.00) cash in hand paid, receipt whereof is hereby acknowledged, the bidder agrees that this bid shall be an option, which is hereby given to the Purchaser to accept or reject this bid at any time within sixty (60) calendar days from the date on which it is opened and read. It is expressly covenanted and agreed that this proposal is not subject to withdrawal by the bidder during the term of said option. The party submitting the bid is solely responsible for delivering the bid to the exact location and by the time stated. The Purchaser reserves the right to reject any or all bids and to waive technicalities and informalities in bids, to accept in whole or in part, such bid or bids that may be deemed in the best interest of the purchaser. The County reserves the right to use or not use any alternate bid associated with this solicitation. 2
Exceptions to Specifications: Any contract resulting from this invitation shall bind the bidder to all terms, conditions and specifications set forth in this invitation. Bidders whose bids do not conform should so note on a separate page if necessary and/or on bid schedule. While the County reserves the right to make an award to a nonconforming bidder when in the best interest of the County, such awards will not be readily made, and bidders are urged to conform to the greatest extent possible. No exceptions will be considered to have been taken by a bidder unless it is properly set out as provided above, and no exception will be deemed to have been taken by the County unless incorporated in a contract resulting from this invitation and so stated. Award will be made to that responsive and responsible bidder with the best offer for Bulloch County, price and other factors considered. TERMS AND CONDITIONS Changes: No change shall be made to this invitation except by written modification by the purchasing department. Delivery: Delivery of computer equipment shall be made to Bulloch County Board of Commissioners, Attn: Andy Welch, 115 N Main Street, Statesboro, GA 30458. FOB Destination Point: Bid prices shall include shipping to Bulloch County Board of Commissioners, 115 N main Street Statesboro, GA 30458. Title is to remain with vendor until fully accepted by the County. Goods damaged or not meeting specifications will be rejected. Time is of the essence. DELIVERY DATE MUST BE STATED ON BID FORM. Compliance: The County's failure to insist on compliance with any of the terms or conditions of this Invitation to Bid shall not be deemed a waiver of the county's right to insist at any time on full compliance with any of the terms and conditions here in. Product Compliance: Bidders must submit with their bid an itemized list of the equipment included on the units they propose to furnish along with the latest printed specifications and/or advertising literature to prove compliance with our specifications. Disqualification: Bids may be disqualified for: a) receipt of the bid by the County past the stated deadline; b) any irregularities; c) unbalanced unit price or extensions; d) unbalanced value of any items; or, e) failure to complete proposal information correctly. If in the opinion of the Bulloch County Board of Commissioners, the vendor is not in a position to perform the contract, the bid may be disqualified. The County reserves the right to waive any minor informality or irregularities. Lawsuits/Bribery: Prospective vendors shall disclose any record of pending lawsuits, criminal violations and/or convictions, etc., conflicts of interest, or contract defaults. 3
Liability: The County is not liable for any cost incurred in the preparation of the bid. Nor is the County bound by any information provided unless reduced to writing and distributed as a written addendum. Clarification of Submittals: The County reserves the right to seek clarification of any point in a respondent's bid, or to obtain additional information. Correction or Withdrawal of Bids, Cancellation of Awards: Correction or withdrawal of bids after the deadline for submitting bids has passed, or cancellation of awards or contracts may be permitted only to the extent that the vendor can show by clear and convincing evidence that a clerical mistake of non-judgmental character was made, or where the withdrawal or cancellation is in the best interest of the County. County Obligations: Bulloch County has a standing policy to disqualify or withhold compensation to vendors, contractors and professional consultants if there are existing obligations to Bulloch County for any liens, ad valorem taxes, licenses or other financial remittances due to the county. Award: The project will be awarded to the lowest reliable bidder. The vendor to whom the award is made will be notified at the earliest possible date. The purchaser reserves the right to reject the award to a vendor who has previously failed to perform properly, or to complete on time contracts of a similar nature. Submission s: Please submit one (1) original Bid and one (1) copy including all supplementary materials in a bound package upon the assigned date, time and location, bound with or stapled whereby additional copies can be easily made by county staff. Pages should be 8-1/2" X 11" in size, with larger sheets (if provided) to be folded to fit within bindings. The Proposal package should be ordered in the following format. The bid must be submitted to the following address, faxed or e-mailed bids are not accepted for sealed bids: Bulloch County Commissioners Attn: Purchasing Manager 115 N Main St. Statesboro, GA 30458 Bidders will be fully responsible for the delivery of their bids in a timely manner. Reliance upon U.S. Mail or other carriers is at the bidder's risk. Late bids will not be considered. For technical questions concerning this bid contact David Rogers, Information & Technology, drogers@georgiatechnologies.com For procurement procedures concerning this bid contact Faye Bragg, Purchasing Manager, fbragg@bullochcounty.net 4
Computer Equipment Specifications for FY18 Bidding Quantity: 27 LED Flat Screen Monitors Deviations from specifications below must be noted on bid submission. Manufacturer Dell Display Viewable Display Size Range: 22 24 Within Range Specified Resolution 1920 x 1080 Audio Integrated or Speaker Bar Mounted to Monitor Inputs 1 HDMI or Display Port, and 1 DVI or VGA Warranty 3-Year Hardware Quantity: 30 Intel-based Computers Deviations from specifications below must be noted on bid submission. Style Business Class Small Form Factor Computer Manufacturer Dell OptiPlex Series same manufacturer required for entire quantity Processor Intel Core i5-7500 Memory 8GB 2400MHz DDR4 RAM Hard Drive 500 GB SATA 7200 RPM Ethernet Integrated Intel 10/100/1000 Ethernet Video 1 HDMI or Display Port or DVI Chassis 6 USB Ports with 2 on front and 4 on back CD/DVD DVD+/- RW Drive Operating Sys Microsoft Windows 10 Professional Productivity Software N/A N/A Other USB Keyboard and Mouse Warranty 3-Year Hardware 5
Quantity: 2 Intel-based Computers Deviations from specifications below must be noted on bid submission. Style Business Class Small Form Factor or Tower Computer Manufacturer Dell Precision Series same manufacturer required for entire quantity Processor Intel Xeon Processor E3-1220 v5 (Quad Core 3.0Ghz, 3.5Ghz Turbo, 8MB) Memory 16GB (4X4GB) 2400MHz DDR4 UDIMM Non-ECC Hard Drive 500 GB Solid State Drive Ethernet Integrated Intel 10/100/1000 Ethernet Video AMD FirePro 2GB (support for at least 2 monitors) Chassis 6 USB Ports with 2 on front and 4 on back CD/DVD DVD+/- RW Drive Operating Sys Windows 7 Professional 64bit (Includes Windows 10 Pro License) Productivity Software N/A N/A Other USB Keyboard and Mouse Warranty 3-Year Hardware Quantity: 7 Intel-based Laptops Deviations from specifications below must be noted on bid submission. Style Business Class Laptop Manufacturer Dell Latitude Series same manufacturer required for entire quantity Screen Size 15.6 Processor Intel Core i5-6300 Memory 8GB 2400MHz DDR4 RAM Hard Drive 500 GB SATA 7200 RPM Ethernet Integrated Intel 10/100/1000 Ethernet Wireless 802.11AGN and Bluetooth CD/DVD DVD+/- RW Drive (Internal or External) Operating Sys Microsoft Windows 10 Professional Productivity Software Other Warranty N/A 10 Key Numeric Keypad included on Laptop Keyboard (No external (USB) keypads) 3-Year Hardware N/A 6
Quantity: 21 Microsoft Office Home & Business 2016 Deviations from specifications below must be noted on bid submission. Productivity Software Microsoft Office Home & Business 2016 (OEM or Retail) 7
Bid Form The Purchaser reserves the right to reject any or all bids and to waive technicalities and informalities in bids, to accept in whole or in part, such bid or bids that may be deemed in the best interest of the purchaser. 1. Twenty Seven (27) LED Flat Screen Monitors Brand Bid: Does your bid comply with our specifications for monitors being bid? (If no, use exceptions to specifications sheet) Yes No Cost for each Monitor: $ X 27 = $ Shipping Cost (if any) $ Total Cost for 27 monitors and shipping $ Expected Delivery Date: 2. Thirty (30) Intel-based Computers Brand Bid: Does your bid comply with our specifications for Intel-based Computers being bid? (If no, use exceptions to specifications sheet) Yes No Cost for each Computer: $ X 30 = $ Shipping Cost (if any) $ Total Cost for 30 Computers and shipping $ Expected Delivery Date: 3. Two (2) Intel-based Computers Brand Bid: Does your bid comply with our specifications for Intel-based Computers being bid? (If no, use exceptions to specifications sheet) Yes No Cost for each Computer: $ X 2 = $ Shipping Cost (if any) $ Total Cost for 2 Computers and shipping $ Expected Delivery Date: 8
4. Seven (7) Intel-based Laptops Brand Bid: Does your bid comply with our specifications for Intel-based Laptops being bid? (If no, use exceptions to specifications sheet) Yes No Cost for each Computer: $ X 7 = $ Shipping Cost (if any) $ Total Cost for 7 Computers and shipping $ Expected Delivery Date: 5. Twenty One (21) Microsoft Office Home & Business 2016 (The purchaser may or may not choose to purchase the productivity software) Brand Bid: Does your bid comply with our specifications for MS Office Home & Business 2016? (If no, use exceptions to specifications sheet) Yes No Cost for each Bundle: $ X 21 = $ Shipping Cost (if any) $ Total Cost for 21 Software Bundles and shipping $ Expected Delivery Date: Bidder acknowledges receipt of the following addendums, if any:. Company Name: Company Address: Signature of Representative: Printed Name of Representative: Title: Telephone Number: Fax Number: E-mail Address: Date: 9
EXCEPTIONS TO SPECIFICATIONS SHEET If you have an exception to our specifications use this sheet and list the item you are taking an exception on and the description of the exception. Bulloch County will determine compliance to the specifications based on the information submitted. If there are no exceptions to the specifications on the bid, mark the box No Exceptions Taken and return this form with the bid. NO EXCEPTIONS TAKEN ITEM DESCRIPTION OF EXCEPTION 10
The following affidavit is to accompany the bid: BULLOCH COUNTY, GEORGIA NON-COLLUSION AFFIDAVIT STATE OF: COUNTY OF: Owner, Partner or Officer of Firm: Company Name, Address, County and State: The undersigned, being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the vendor to submit the attached proposal. In making such representation, affiant further states for himself/herself and on behalf of vendor, that they have not been a party to any collusion among vendors in restraint of competition by agreement to submit a bid or proposal at a fixed price or to refrain from proposing; or with any office of Bulloch County or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between vendors and any official of Bulloch County or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for: FIRM NAME SIGNATURE TITLE Subscribed and sworn to before me this day of 20. NOTARY PUBLIC 11
The vendor understands, agrees and warrants: BULLOCH COUNTY, GEORGIA VENDOR DECLARATION That the vendor has carefully read and fully understands the full scope of the specifications. That the vendor has the capability to successfully undertake and complete the responsibilities and obligations in said specifications. That this bid shall be valid for 60 days. That this bid may be withdrawn by requesting such withdrawal in writing at any time prior to October 27, 2017 @ 3:00pm, but may not be withdrawn after such date and time for a period of 60 days. That Bulloch County reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. Bulloch County reserves the right to waive any technicalities or informalities in the bidding. That by submission of this bid the vendor acknowledges that Bulloch County has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the vendor. If a partnership, a general partner must sign. If a corporation the authorized corporate officer(s) must sign and the corporate seal must be affixed to this proposal. VENDOR: Name Title Name Title AFFIX CORPORATE SEAL (if applicable) Subscribed and sworn to before me this day of 20. NOTARY PUBLIC 12
Check List The items listed below must be returned with the sealed bid. Failure to return any of the items listed will be just cause for not accepting the submitted bid. 1. Pages 8 & 9 Bid Form 2. Page 10 Exceptions to Specifications Sheet 3. Page 11 Non-Collusion Affidavit 4. Page 12 Vendor Declaration 13
ACCEPTANCE OF PROPOSAL - Example TO BE COMPLETED BY AWARD WINNER ONLY Bulloch County hereby accepts the undersigned supplier's bid submitted in response to the attached Invitation for Bids for the following items:. By executing this Acceptance of Proposal, Bulloch County and the undersigned supplier acknowledge and agree to be bound by all terms and conditions of the attached Invitation for Bids and all specifications and pricing stated therein. IN WITNESS WHEREOF, Bulloch County and the undersigned supplier have caused their authorized representatives to set their hands and seals this day of, 20. BULLOCH COUNTY, GEORGIA By: Thomas M. Couch, County Manager [SUCCESSFUL VENDOR] By: Print or type name of signatory [FORM OF ACCEPTANCE OF PROPOSAL] The successful bidder(s) will be required to execute this Acceptance of Proposal. 14