University Desktop, Laptop & Tablet Computers

10 March 2022 University Desktop, Laptop & Tablet Computers Eastern Kentucky University seeks to establish a price contract for the purchase and maintenance of desktops & laptops for university-wide use. 10 March 2022 Open 3/10/2022 9:00 AM EST Type Request for Proposal (RFP) Close 3/31/2022 2:00 PM EDT Number RFP-182-2022 Currency US Dollar Sealed Until 3/31/2022 2:00 PM EDT Payment Terms Net 30 10 March 2022 Contacts Shane Harris Shane.Harris@eku.edu 10 March 2022 Commodity Codes Commodity Code Description LSE10002 Lease & Rental - Computers, Laptops, Tablets etc. COM10002 Computers, Tablets & Laptops Capital 10 March 202210 March 202210 March 202210 March 202210 March 202210 March 202210 March 202210 March 202210 March 2022 mailto:Shane.Harris@eku.edu Eastern Kentucky University RFP for Laptops, Desktops, Tablets, & Other Non-Vendor Specific

Technologies RFP-182-2022 INTENT AND SCOPE: This Request for Proposal (RFP) is being issued to obtain proposals from qualified, financially sound, and responsible Personal Computer Equipment Companies on an as-needed basis for a one (1) year period with an option to extend the contract for three (3) additional one-year periods. The successful Offeror shall provide personal computers for Eastern Kentucky University (EKU) employees and student computer labs (quantity of 1100-1200 units between May and June 2022 and an additional 1100-1200 through June 2023). For purposes of this RFP, personal desktop computers (PCs) include desktop and mini-tower systems and their related components; personal laptop computers (Laptops) include the laptop, dock, and their related components; tablets include the tablet, carrying case, external keyboard, mouse, and monitor, monitor stand, docking station or docking monitor and related components. The University encourages pricing for student and faculty individuals which is the same as that provided for the institution (plus any additional taxes required). However, it will not be mandatory that students or faculty acquire pcs, laptops, or tablets from any agreement resulting from this RFP as individual purchases. It should be noted: For any award made by the University that involves an individual purchase, the Offeror would enter into a separate agreement between the individual and the Offeror. EKU will not be a party to any purchase/lease contracts made between the individual and the Offeror, nor will EKU have any responsibility for resolving or mediating disputes between the individual and the Offeror. UNIVERSITY INFORMATION: Eastern Kentucky University is a comprehensive university serving approximately 16,000 students at the main Richmond, Kentucky campus, educational centers in Corbin and Manchester, as well as other sites in Kentucky. David T. McFaddin serves as the 14th President of the University. Additional information about Eastern Kentucky University is available at www.eku.edu. BACKGROUND INFORMATION: Eastern Kentucky University has an installed base of more than 5000 personal computers supporting a variety of functions that promote instructional, research, administrative, and community service. It is estimated that approximately 99% of these systems are attached to Ethernet-based local area networks (LANs), wide area networks (WANs), or wireless (Wi-Fi) networks. The increasing demand placed on PCs running in this environment dictates that hardware be kept as up to date as possible. The University estimates that the Offeror will provide between 2200-2500 systems over the course of this contract. SCOPE OF SERVICES: For the purposes of this section, personal desktop computers include desktop, tower, and all-in-one systems and their related components and tablets; personal laptop computers include the laptop, dock, and their related components and tablets include the tablet, carrying case, external keyboard, mouse, monitor, monitor stand, docking station or docking monitor docking station and related components. An additional use of contracts resulting from this RFP may be used to meet the personal computing needs of individual students, faculty, or staff members. Configurations of the personal desktop, personal laptop, personal tablet, and MacBook computers are listed below. All hardware shall be newly manufactured (not refurbished). All equipment shall be mechanically well constructed and shall be sturdy enough to withstand normal use for a period of four (4) years. Each unit must have an option for both a three-year and a four-year warranty. All equipment must be of a current product offering and carry the warranty of new equipment. Successful Offeror must provide online access to a user-friendly application for managing assets that provides unit type (laptop, desktop, tablet), model, serial number, EKU Purchase Order number purchase date, etc. It is desirable that responding Offerors be aware of and support EKU’s efforts to make personal computers available to our students, faculty, and staff. Description SERVICE REQUIREMENTS: 1. For Windows Machines, Offeror’s products must meet or exceed Microsoft “Gold Level” System Builder and ISO 9000 and ENERGY STAR certifications. 2. For Windows Machines, Offeror’s products must be Microsoft Windows ready. The successful Offeror must provide pricing for their equipment delivered with the most economical OEM Microsoft Windows operating system which would be upgradeable to Windows 10 or 11 Enterprise under a Microsoft Campus License Agreement. 3. The successful Offeror will provide periodic presentations to University PC support staff. The goals and nature of these in-services being effective communication of product technical information, current specifications, product roadmaps, policy and production protocols, and other information interchange to enhance the interaction and productivity of both the Offeror and University staff. 4. All bidding Offerors will provide an evaluation system configured according to the specifications of the Basic Units described in this RFP when submitting their proposal. 5. The successful Offeror will have an established main office or branch office with at least one full-time corporate manager who represents the Offeror and bears authority and responsibility for the service technician(s) with operating hours which include 8:00am through 5:00pm Monday through Friday. The office must provide the University with a local or toll-free number to allow inquiries regarding sales and service issues. 6. Option for three- or four-year warranty service is required. Three- or four-year warranty service must cover all PC components including the mouse, keyboard, and battery (if laptop or tablet). EKU Technical Support must be able to open the chassis without voiding the warranty. 7. If a PC has had three (3) repeat calls for the same hardware problem during the life of the warranty, the successful Offeror agrees to replace or upgrade the unit with one of equal or greater capabilities at no charge to the institution or individual. 8. The successful Offeror will also provide a technical sales representative who is employed full-time by the Offeror to be available upon request to address sales, technical support, and delivery issues. 9. It is anticipated that the total number of computers purchased will be divided into multiple lots to be delivered within academic years 2022 and 2023. NOTE TO OFFERORS: Offerors should note that if it is deemed to be in the best interest of the University, the University reserves the right to award the bid in part or in whole and to award to multiple vendors. __________________________________________________________________________________________ ___________________ PREFERRED UNIT SPECIFICATIONS NOTE 1: Please include pricing for the DESKTOP & LAPTOP OPTIONS both with and without a compatible 27- inch monitor. NOTE 2: Please note that the University would also like for offerors to include PER UNIT PRICING on accessories such as wireless keyboards, and monitors, and wireless mice (per option 5), which the University may wish to purchase on an as-needed basis. NOTE 3: Offerors should propose prices for peripheral items (listed in OPTION 5) both individually and in bulk as optional services. 1. DESKTOP UNIT / DESKTOP UNIT (with COMPATIBLE 27-INCH MONITOR)  Small-form-factor PC  16 GB RAM (single module) (with the option to go up or down)  500 GB (or larger) solid-state drive (SSD)  Intel i7 CPU or equivalent AMD processor (with the option to go up or down)  Support for dual monitors  Support for discrete video card  At least one USB Type-C port  TPM chip compatible with Microsoft BitLocker encryption  Ability to PXE boot (preferably with on-board Gigabit Ethernet)  Compatible with Windows 10 and Windows 11 2. LAPTOP OPTION (no monitor) / LAPTOP OPTION (with 27-INCH MONITOR)  16 GB RAM – with the option to go up or down  500 GB (or larger) solid-state drive (SSD)  Intel i7 CPU or equivalent AMD processor – with the option to go up or down  Support for dual monitors  TPM chip compatible with Microsoft BitLocker encryption  Ability to PXE boot (preferably with on-board Gigabit Ethernet)  Ability to connect to VGA display with adapter  DisplayPort  HDMI  At least one USB Type-C port  At least one USB 2.0 or 3.0 or 3.1 port  TPM chip compatible with Microsoft BitLocker encryption  Ability to PXE boot (preferably with on-board Gigabit Ethernet)  Compatible with Windows 10 and Windows 11 3. TABLET OPTION  16 GB RAM – with the option to go up or down  Intel i7 CPU or equivalent AMD processor – with the option to go up or down  500 GB (or larger) solid-state drive (SSD)  Optional keyboard base or attachment  At least one USB Type-C port  At least one USB 2.0 or 3.0 or 3.1 port  Touchscreen with diagonal at least 12-inches long  TPM chip compatible with Microsoft BitLocker encryption  Ability to PXE boot with a wired network connection 4. MACBOOK OPTION  13-inch display with the option for a larger display  Apple M1 chip – with the option to go up or down  6GB memory – with the option to go up or down  512GB SSD  2 Thunderbolt/USB 4 ports  Charging Port  DisplayPort  Thunderbolt 3 multi-port adapters  Prefer 3-year warranty – with the option to go up or down 5. PERIPHERALS & ACCESSORIES  Wireless Keyboards  Monitors (no less than 27 inches)  Wireless Mice  Dongles  Docking Stations  Laptop Bags  Computer Speakers ____________________________________________________________________________________ ___________________________ PLEASE NOTE: IN ORDER TO SUBMIT AN ELECTRONIC BID OR PROPOSAL IN RESPONSE TO ANY EKU SOLICITATION EVENT, YOU NEED TO BE REGISTERED IN OUR JAGGAER eProcurement SYSTEM. IF YOU ARE NOT ALREADY REGISTERED, PLEASE CONTACT THE BELOW PROCUREMENT OFFICIAL TO REQUEST ACCESS. Shane Harris Procurement Official Eastern Kentucky University Commonwealth 1409 Phone: 1-859-622-1656 e-mail: shane.harris@eku.edu QUESTIONS DUE BY: 3/24/2022 no later than 2:00PM – Submit via the Q&A Board in Jaggaer CONTRACT TERM: The Contract resulting from this RFP and the Successful Offeror’s Proposal shall have an initial term from award date through June 30, 2023. The Contract shall be renewable for up to four (3) consecutive one (1) year renewal periods. The total contract period will not exceed five (4) years, subject to KRS 45A.145. Annual renewal will be contingent upon the University’s needs and satisfaction with the services performed and the overall performance of the Contractor. The University reserves the right to renegotiate any term and/or condition as may be necessary to meet requirements for any renewal period. The Successful Offeror will be advised of any proposed revisions prior to the renewal period. _____________________________________________________________________________________ Compliance with University Contract Administration and eProcurement Initiatives REQUIREMENT FOR CONTRACT ADMINISTRATION FEE: As a condition of award, successful Contractor(s) shall provide a contract administration fee to the University for all goods and/or services provided under the resultant contract. The fee shall be on a quarterly basis and shall be equivalent to two (2)% of the aggregate net value of goods/services sold to the University, exclusive of freight charges. The fee shall be reported and paid within 30 calendar days of the end of conventional calendar quarters ending March 31, June 30, September 30, and December 31 of each year. The fee applies to orders which have been successfully delivered/installed and invoiced in the previous quarter. Fees shall be paid in the form of a check made payable to the Eastern Kentucky University and shall be delivered to the following address: Eastern Kentucky University mailto:shane.harris@eku.edu Department of University Procurement Attn: Emily Lloyd Commonwealth 1412 521 Lancaster Ave. Richmond, KY 40475 Each fee payment must be accompanied by a statement indicating the referenced University price contract to which it applies and indicate the aggregate value of goods/services provided and invoiced during the quarter, the fee percentage applied, and the net amount of the quarterly payment. If any errors are found in the report or calculations as determined by the University, the successful Contractor shall correct immediately upon notification. EXTENDED PRICING: The successful Contractor(s) may extend the pricing, terms, and/or conditions of this contract to other universities, state agencies, and public and private institutions, with prior approval of the Eastern Kentucky University. The successful Contractor(s) will pay Eastern Kentucky University a contract administration fee of two (2) percent (%) of goods/services provided and invoiced during the quarter. The fee shall be reported and paid within 30 calendar days of the end of conventional calendar quarters ending March 31, June 30, September 30, and December 31 of each year. The fees shall be in the form of a check made payable to the Eastern Kentucky University and shall be delivered to: Eastern Kentucky University Department of University Procurement Attn: Emily Lloyd Commonwealth 1412 521 Lancaster Ave. Richmond, KY 40475 The successful Contractor must notify the University Department of Procurement when the resultant contract is utilized by other universities, state agencies, and public and private institutions in Kentucky. In the event successful Contractor(s) does not provide the quarterly payment based on the terms and conditions herein, the contract is subject to cancellation or termination. UNIVERSITY eProcurement INITIATIVES: EKU’s eProcurement solution will utilize both external “punch-out” catalogs located on contractors’ websites as well as internally hosted eCatalogs. The awarded contractor(s) shall work with the University, to the fullest extent possible, to support the University’s eProcurement initiatives as they relate to the resultant contract. Contract supplier items may be loaded into one of the above electronic ordering environments. The University does not utilize procurement card for suppliers where an eProcurement catalog is available for usage. Please note that it is the University’s preference that for any contract established with any offeror as a result of this Request for Proposal that a fully enabled punch-out catalog be offered to the University to incorporate into our eProcurement system. The University reserves the right to give preference in terms of proposed responses to those vendors who can meet this requirement if in the interest of the University. As a response to this Request for Proposal, interested offerors should answer the following questions through a supplemental document as it relates to eProcurement: 1. Does your company offer an electronic punch-out catalog that would house products described within this solicitation? If yes, please answer the following additional questions: a. Does your firm have the capabilities to offer electronic punch-out catalogs? b. In addition to specific general products, does your punch-out catalog facilitate loading of customized quotes onto your system for ordering by a university department? If so, describe the process. c. Can you invoice and provide credit memos electronically? 2. List any eProcurement platforms with which your manufacturer is currently integrated or has potential for integration. For instance, can or does your manufacturer connect with Jaggaer, SAP, or other platforms? 3. Please list other customers (preferably public sector) with whom your manufacturer has integrations or e- catalog processes and describe the relationship and usage. 4. If you answered no to Question 1, if awarded a contract and requested by the University, do you agree to provide contract line-item data via spreadsheet for upload into the University’s internally hosted eCatalog? The data may consist of description, manufacturer name, manufacturer’s part number, supplier name (if different), supplier part number, bulk package to each conversion, pricing, etc. Other line-item data may be required, including product pictures. Required to View Event Prerequisites Required to Enter Bid 10 March 2022 1. Please review the attached proposal terms and conditions. 2. Please review the Department of University Procurement's General Terms and Conditions. 3. Please review the attached Eastern Kentucky University RFP Legal Definitions, Terms of Proposal/Contract, and Requirements 4. By checking this box, I acknowledge that I am responsible for paying and reporting all applicable federal, state, and local taxes. 5. Please review, sign, and attach a copy of the University's Solicitation Terms and Conditions. 10 March 202210 March 202210 March 202210 March 202210 March 202210 March 202210 March 2022 Buyer Attachments There are no Buyer Attachments added to this event. 10 March 202210 March 202210 March 202210 March 202210 March 202210 March 2022 Questions Required Questions Group 1.1: Instructions: 1.1.1 Please list names and email addresses of the primary and secondary contacts for this RFP. 1.1.2 Have all addenda been downloaded and reviewed prior to submitting a proposal response? 1.1.3 By selecting yes, you confirm that your proposal will remain valid for six (6) months after the due date of this RFP. If you respond no to this question, your proposal will be automatically disqualified. 1.1.4 By selecting yes, the Offeror understands and accepts all financial responsibility for all travel expenses incurred for oral presentations (ir required/requested) and/or candidate interviews. 1.1.5 Please use the text-box below to detail out any deviations or exceptions to the RFP requirements. You must include a detailed justification for the deviation or exception. If there are no deviations or exceptions, please put "NONE" in the box below. 1.1.6 Is the Offeror willing to extend pricing to other state universities and University affiliate organizations within the Commonwealth of Kentucky? Group 2.1: Group 2.1 Instructions: 2.1.1 Please list the legal name, e.g. “ABC Group, Inc.” of your company. 2.1.2 Please list the State of Incorporation of your company. 2.1.3 Please list the primary business address of your company for the purposes of administering the contract and/or agreement. 2.1.4 Please list a valid remittance address for your company for the purposes of invoicing and payment. If this entity is a corporate affiliate, subsidiary company or any payee otherwise differentiated from the parent company, the Offeror will explain the relationship of both entities and detail why the remittance address differs from the address of the primary entity. 2.1.5 Please offer a detailed description of your corporate organization, e.g. parent corporation, subsidiaries, affiliated companies, distributors or wholly-owned franchises and discuss how any particular group of companies will be involved in the Offeror’s administration of any contract resulting from this RFP. 2.1.6 Please provide a copy of audited financial statements for the three (3) most recent fiscal years for both the Offeror’s corporate offices, as well as those of the local distributor. 2.1.7 Please identify and discuss any litigation or claim brought against your company within the last seven (7) years, which might reflect adversely on your company’s professional image, ability, or capacity in relation to providing services sought in this RFP. 2.1.8 Please address both of the following questions: 1. Is your company currently for sale, involved in any transaction to expand, become acquired by, or otherwise merged with another organization? If so, please explain. 2. Has your company been involved in any reorganization, acquisition or merger within the last two (2) years? If so, please explain. 2.1.9 Is Offeror currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Offeror shall specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution. 2.1.10 Does Offeror have any personal, financial, or organizational relationship with an Eastern Kentucky University member of the Board of Regents, employee, or other representative of the University? If so, please explain in detail any potential or perceived potential conflict of interest for either the Offeror or University. 2.1.11 Please include any other relevant organizational or financial information about your company that will aid the University in evaluating the company, its financial viability and its ability to appropriately service the University. Group 3.1: Instructions: 10 March 202210 March 202210 March 202210 March 202210 March 2022 3.1.1 Program Plan – Services Defined. Provide a brief narrative of how Offeror proposes to accomplish services described in this RFP. The Proposal shall, at a minimum, meet all mandatory services. Please provide examples and exhibits of reports that will be made available to the University. Note: If providing a file upload, please type in "SEE UPLOAD" in this section. 3.1.2 If desired, you may use this space to upload a PDF copy of your Program Plan instead of using the space provided. 3.1.3 Financial Proposal - Offer shall provide a complete description of all costs for services, including hourly rates if applicable. Note: If providing a file upload, please type in "SEE UPLOAD" in this section 3.1.4 If desired, you may use this space to upload a PDF copy of your Financial Offer instead of using the space provided. 3.1.5 Optional Services - Fully describe and explain any optional services that Offeror will provide that are not part of the mandatory services. Note: If providing a file upload, please type in "SEE UPLOAD" in this section 3.1.6 If desired, you may use this space to upload a PDF copy of your Optional Services instead of using the space provided. 3.1.7 The University's standard payment terms are Net 30. If more favorable terms are available to the University, please include those as part of your response. 3.1.8 Are you claiming Resident Bidder Status as a respondent to this RFP? 3.1.9 If you are claiming Resident Bidder Status, please complete and sign the attached formand upload it back to this proposal. Group 4.1: Reference 1 Instructions: 4.1.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. Group 4.2: Reference 2 Instructions: 4.2.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. Group 4.3: Reference 3 Instructions: 4.3.1 Please provide reference information for a similar project or service performed. Please include Name, Institution Name, Phone Number, and Email Address. 10 March 202210 March 202210 March 202210 March 202210 March 2022 Product Line Items Product Line Items 1. # Item Name, Commodity Code, Description, Brand Allow Alternates Qty. UOM Requested Delivery P1 Desktop Unit 1 EA - Each LSE10002 - Lease & Rental - Computers, Laptops, Tablets etc. • Small-form-factor PC • 16 GB RAM (single module) (with the option to go up or down) • 500 GB (or larger) solid-state drive (SSD) • Intel i7 CPU or equivalent AMD processor (with the option to go up or down) • Support for dual monitors • Support for discrete video card • At least one USB Type-C port • TPM chip compatible with Microsoft BitLocker encryption • Ability to PXE boot (preferably with on-board Gigabit Ethernet) • Compatible with Windows 10 and Windows 11 P2 Laptop Unit 1 EA - Each 6/1/2022 LSE10002 - Lease & Rental - Computers, Laptops, Tablets etc. • 16 GB RAM – with the option to go up or down • 500 GB (or larger) solid-state drive (SSD) • Intel i7 CPU or equivalent AMD processor – with the option to go up or down • Support for dual monitors • TPM chip compatible with Microsoft BitLocker encryption • Ability to PXE boot (preferably with on-board Gigabit Ethernet) • Ability to connect to VGA display with adapter • DisplayPort • HDMI • At least one USB Type-C port • At least one USB 2.0 or 3.0 or 3.1 port • TPM chip compatible with Microsoft BitLocker encryption • Ability to PXE boot (preferably with on-board Gigabit Ethernet) • Compatible with Windows 10 and Windows 11 P3 Tablet Option 1 EA - Each LSE10002 - Lease & Rental - Computers, Laptops, Tablets etc. • 16 GB RAM – with the option to go up or down • Intel i7 CPU or equivalent AMD processor – with the option to go up or down • 500 GB (or larger) solid-state drive (SSD) • Optional keyboard base or attachment • At least one USB Type-C port • At least one USB 2.0 or 3.0 or 3.1 port • Touchscreen with diagonal at least 12-inches long • TPM chip compatible with Microsoft BitLocker encryption P4 Macbook Option 1 EA - Each LSE10002 - Lease & Rental - Computers, Laptops, Tablets etc. • 13-inch display with the option for a larger display • Apple M1 chip – with the option to go up or down • 16GB memory – with the option to go up or down • 512GB SSD • 2 Thunderbolt/USB 4 ports • Charging Port • DisplayPort • Thunderbolt 3 multi-port adapters • Prefer 3-year warranty – with the option to go up or down 10 March 202210 March 202210 March 202210 March 2022 Service Line Items Service Line Items There are no Items added to this event. 10 March 202210 March 202210 March 2022