City of Garden Grove REQUEST FOR PRICING
11222 Acacia Parkway
Garden Grove, CA 92842 IFB NO: No. S-1336
DATE OUT: JULY 30, 2024
SUBMIT ELECTRONIC BIDS VIA THE CITY'S PLANET BIDS PORTAL TO:
City of Garden Grove
Attention: Purchasing Division (Sandra Segawa)
SHIPMENTS TO BE PREPAID TO:
City of Garden Grove (2nd Floor: IT ROOM)
11222 Acacia Parkway
Garden Grove, CA 92840
VENDOR IS TO BEAR ALL DELIVERY EXPENSES!
QUOTATIONS ARE REQUESTED FOR: Provide Sixty Five (65) New and Unused HP Elite Computers per the bid specifications.
The computers shall be new, unused and ready for installation upon delivery to the City of Garden Grove (City).
ALL BIDDERS shall submit with their bid, literature and data as evidence of compliance with the specifications.
ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA PLANET BIDS. PLEASE SUBMIT ONE PDF COPY OF THE BID RESPONSE FILE WHICH INCLUDES ALL REQUIRED FORMS.
ALL REQUIRED FORMS MUST BE SIGNED BY THE AUTHORIZED PARTY ONLY. PRICING
IS TO BE ENTERED DIRECTLY INTO THE LINE ITEM SECTION ON PLANET BIDS ONLY! PARTIAL BIDS WILL NOT BE ACCEPTED FOR ANY REASON.
City of Garden Grove shall be the sole judge as to the acceptability, quality, function and utility of the signage.
ALL PRICES ARE TO INCLUDE DELIVERY, F.O.B. DESTINATION.
Required Documents to be submitted in the Electronic Bid Response include the following:
1. Bidder's Acknowledgement-Page 11
2. Bid Form-Attachment "A"-Pages 12-13
3. Bidder's Statement-Page 14: MUST BE SIGNED BY A DULY AUTHORIZED OFFICIAL
OF THE COMPANY AND RETURNED WITH THE BID DOCUMENTS
4. Co-Operative Purchasing Among Government Agencies-Page 15
5. Proof that bidder is an authorized HP reseller
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Bidders requesting further bid information are required to contact Sandra Segawa in writing, via e-mail: [email protected].
Electronic Bid Submittal Information:
Bids must be submitted electronically via the City's Planet Bids portal. Instructions on how to submit an electronic bid via the Planet Bids portal can be found under the "Documents & Attachments" tab.
All bids must be received no later than 9:00 a.m., local time, on Friday, August 30, 2024, electronically via the City's Planet Bids portal only.
There will not be a public bid opening for this procurement.
Bid results will be available shortly after the bid due date and time on the City's Planet Bids portal.
All verbal modifications of these conditions or specifications are void and ineffective for bid evaluation purposes. Only written changes issued by the CITY'S Purchasing Manager are authorized and binding.
BIDDER'S STATEMENT:
All bids must be signed on the bid form by an authorized official of the firm.
Unsigned bid documents and unsigned required forms will not be considered and may be deemed as non-responsive by the City.
Any deviation from the technical specifications shall be clearly listed in the section titled exceptions. However, exceptions or deviations to the bid specifications may cause your bid to be considered non-responsive.
Read carefully all paragraphs
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Bid No. S-1336
Bid No. S-1336
Provide Sixty Five (65) New and Unused HP Elite Computers per the bid specifications
INDEX
PAGE
PART I General Terms and Conditions 4
PART II Special Provisions 8
PART III Technical Specification 9
PART IV Bid Forms
Attachment "A" BID FORM 12
Section 1 - Bidders Statement 14
Section 2 - Cooperative Purchasing 15
Among Government Agencies
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Part I
Bid No. S-1336
GENERAL TERMS AND CONDITIONS
1. Bids must be submitted electronically via the City's Planet Bids portal. Instructions on how to submit an electronic bid via the Planet Bids portal can be found under the "Documents & Attachments" tab. The City of Garden Grove reserves the right to accept or reject any and all bids, or any item or part thereof; or to waive any informality in bids.
2. All verbal modifications of these conditions of specifications are void and ineffective for bid evaluation purposes. Only written changes issued bidders by the CITY's Purchasing Agent are authorized and binding.
3. The City of Garden Grove reserves the right to make award within 120 calendar days from the date bids are opened. Should award in whole or part be delayed beyond the period of 120 days, such award shall be conditioned upon bidder's acceptance.
4. Bidder agrees that to his knowledge no council member, officer of employee of the City of Garden Grove (CITY) has any interest, whether contractual, non-contractual, financial or otherwise, in this transaction, or in the business of the contracting party other that the CITY, and that if any such interest comes to the knowledge of either party at any time, a full and complete disclosure of all such information will be made in writing to the other parties, even if such interest would not be considered a conflict of interest under Article 4 of chapter 1 of Division 4 of Title 1 (commencing with Section 1090) on Title 9, Chapter 7 (commencing with Section 87100) of the Government code of the State of California.
5. DELIVERY TIME: The terms "ASAP" or "As Required" are not sufficient for the purpose of this bid.
6. ALL COMPUTERS WILL BE SHIPPED TO GARDEN GROVE CITY HALL LOCATED AT:
City of Garden Grove
(Second Floor-IT Room)
11222 Acacia Parkway
Garden Grove, CA 92840
Bids shall be signed by bidder's authorized representative and the entire submittal is to be submitted electronically via the City's Planet Bids portal. Paper bids will not be accepted for any reason.
8. The City of Garden Grove is exempt from the payment of Federal Excise and Transportation taxes, so such taxes must not be included in bid prices. 65 City Computers 4
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9. Award will be made to the lowest responsible bidder(s). The CITY reserves the right to award on an item-by-item basis, aggregate of items or the total bid, whichever is in the best interest of the CITY. Bidder must certify that the pricing shall remain firm should any of the above award scenarios materialize. In case of error in the extension(s) in the "Extended Total" Column the unit price(s) shall govern.
10. A bidder, if requested, must be prepared to present evidence of experience, ability, service facilities and financial standing necessary to meet satisfactorily the requirements set forth or implied in the bid.
11. Successful bidder and/or bidders will be required to sign a written contract or purchase order in accordance with and including as a part thereof the published notice of Invitation to Bid the requirement and conditions and specifications, with no exceptions other than those specifically listed in the written contract or purchase
12. Bonds must be posted with the CITY's Purchasing Agent as follows: NONE
13. Bidder must state cash discount offered.
14. This quotation is subject to a state and local sales tax. Therefore the state and local sales tax shall be included in the bid as a separate item.
15. The successful bidder will invoice the CITY for each delivery. Invoices shall have unique invoice numbers and shall show delivery dates, location(s), quantities and packing slip numbers. Invoices shall also prominently display the CITY's assigned Purchase Order or Contract number.
To ensure prompt payment, all invoices should include the purchase order number, if applicable. Please submit all invoices to the City's Accounts Payable Department using one of the following two methods:
1. Email an electronic version of your invoice to: [email protected] or
2. Mail your invoice to:
City of Garden Grove
Accounts Payable Department
Subject: Invoice Submission
P.O. BOX 3070
Garden Grove, CA 92842
16. No form provisions of any bidder will be considered as part of the bid, unless a statement is typed or written on the bid that such form provisions are intended to be part of the bid. The CITY's bid specifications take precedence over the contractor's terms and conditions of sale.
17. - The CITY reserves the right to remove from mailing lists for future bids for an indeterminate period, the name of any bidder for failure to accept contract, or the name of any Contractor for unsatisfactory performance.
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18. Responsibility Criteria: Bidders must be able to demonstrate that they are responsible or qualified to perform pursuant to the specifications. The standard for evaluating responsibility will be based on the following criteria:
A. Have adequate financial resources to perform the contract.
B. Be able to comply with the required or proposed delivery or performance schedule.
C. Have a satisfactory performance record.
D. Have a satisfactory record of integrity and business ethics.
E. Have the necessary organization, manufacturing and/or distribution facilities, experience, accounting/operational controls and technical skills necessary to perform the contract. At its election, the CITY may require a satisfactory demonstration of these factors as a condition for contract award and/or continue contract performance.
19. Bidders shall include all costs in the unit price bid.
20. In connection with discount offered for prompt payment time will be computed from delivery and acceptance at destination, or from the date correct invoice is received from the vendor or contractor if the latter date is later than delivery date. Terms of less than 10 days for cash discount will not normally be considered in making award.
21. Comments and questions concerning the specifications shall be made in writing and emailed to:
Attn: Sandra Segawa, Purchasing Manager ([email protected]) Such comments and questions must be received no later than five (5) working days prior to the scheduled bid opening date. Comments and questions received later than five (5) working days prior to the scheduled bid opening date shall not be considered in amending the specifications, and shall not be considered in making the award.
22. The bidder shall note in his submittal any and all "alternatives" or "proposed equals" that it proposes to use in lieu of any named or designated material, product or thing that is named in the specifications and followed by the words "or equal." In the event there are "alternatives" or "proposed equals", the bidder shall specifically itemize them in his bid under a heading entitled "Proposed Equals". Failure to do so shall render the bidder's bid non-responsive. In addition, if any "alternatives' or "proposed equals" are proposed by the bidder, the bidder must submit a request for substitution of proposed equal to the City within ten (10) working days of the bid closing date. This request shall include any and all appropriate data substantiating that the proposed item is "equal" to the item listed in the specifications. Failure to submit said request within the required timeframe shall be cause for its immediate rejection by the City. The City shall review the bidder's submission and shall render a decision no later than five (5) business days before the bid closing date. The bidder shall be notified in writing of the City's decision. The City reserves the right to reject any and all bids that do not meet the bid requirements and/or those bids submitted with 65 City Computers 6
Bid No. S-1336
"alternatives" or "proposed equals" that have not been previously approved by the City. All requests for substitution or proposed equals shall be submitted in writing (email is acceptable) to:
City of Garden Grove
Attention Purchasing: Sandra Segawa
11222 Acacia Parkway
Garden Grove, CA 92840
[email protected]
23. EVALUATION SUPPORT DATA AND SAMPLES: Each bidder may be required to furnish proof of compliance in order to confirm that the product offered meets or exceeds the technical specification requirements. Additional technical data and/or sample(s) are to be furnished at no charge within five business days from date of request.
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PART II
Bid No. S-1336
SPECIAL PROVISIONS
1. PAYMENTS
The Contract shall be paid, upon the submission of proper invoices or vouchers, the prices stipulated herein for supplies delivered and accepted or services rendered and accepted, less deductions, if any, as herein provided.
2. AUDIT AND INSPECTION OF RECORDS
Contractor shall permit the authorized representatives of the City of Garden Grove to inspect and audit all records of the Contractor relating to his performance and his subcontractors' under the contract from date of contract through and until expiration of three years after completion of contract.
3. TERMINATION
The CITY may terminate this contract for default or convenience at any time by giving the Contractor written notice thereof. Upon termination for convenience, the CITY shall pay the contractor his allowable cost incurred to date of termination, and those costs deemed reasonably necessary by the CITY to effect such termination.
In addition, the CITY shall pay the contractor a percentage of profit, which relates to contract work accomplished to date of termination.
If the contractor breaches the terms or violates the conditions of the contract, and does not within ten days after notice of such breach, cure such breach or violation, the CITY may terminate the contract for default. The termination notice shall be effective immediately upon delivery and shall explain the nature of the termination.
Contractor shall be liable, in the form of liquidated damages for any and all costs incurred by the CITY as a result of such default.
4. OWNERSHIP OF REPORTS AND DOCUMENTS
Originals of all documents pertaining to the work performed under this agreement shall become the property of the CITY. Copies may be made for the consultant's records but shall not be furnished to others without written authorization from the CITY.
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PART III
Bid No. S-1336
Technical Specification
1.0 Scope
The equipment covered by this specification shall consist: Provide Sixty Five (65) New and Unused HP Elite Computers per the bid specifications to be used by the City of Garden Grove (CITY). The vendor shall furnish, deliver, and warrant the computers according to these specifications and shall include all items and/or accessories not mentioned, but required for operation of the computers.
2.0 General Requirements
2.1 The successful bidder's computers shall be subjected to a pre-delivery and post-delivery inspection by the CITY to determine that the equipment, in its final configuration, meets this technical specification and is complete and not damaged upon delivery to the CITY. The successful bidder shall notify designated CITY personnel fifteen (15) working days prior to equipment delivery so that CITY staff may complete pre-delivery inspections and complete necessary scheduling arrangements prior to the delivery to the CITY.
2.2 All items classified as standard and/or required to operate the computers shall be provided at no additional cost to the CITY. Items inadvertently omitted from this specification that are classified and or otherwise designated by the equipment manufacturer as required to operate the specified equipment shall be brought to the attention of the designated CITY buyer and/or contract administrator prior to electronic submittal of the bid.
2.3 The computers shall be new, complete, and ready to operate upon delivery.
No rebuilt or remanufactured components shall be acceptable. All components shall be Original Equipment Manufacturer (OEM), no aftermarket components shall be acceptable unless referenced in this specification and/or approved by the designated CITY representative prior to submittal of each respective bid.
2.4 The computers shall be in compliance with all applicable federal, state, and local laws pertaining to this equipment. Each bidder may be required to furnish proof of compliance during the technical evaluation period and prior to award of the bid.
2.5 Delivery of the computers shall be at the City of Garden Grove, City Hall, located at 11222 Acacia Parkway, Garden Grove, CA 92840. Acceptance shall be after the post-delivery inspection demonstrates that the equipment is operational and did not sustain damage during delivery. 65 City Computers 9
Bid No. S-1336
ATTACHMENT "A"
IFB No. S-1336: Standard PC Specification for
Sixty Five (65) New and Unused HP Elite Computers
SPECIFICATIONS: These specifications describe the requirements for 65 HP Elite Computers per the specifications below. This bid is for computers only. Monitors are not to be included as part of this bid. The equipment specified will be placed into service by the City of Garden Grove's Information Technology Department.
HP Elite PC Specs
Mfg. Part Number: 88U01UA# ABA
HP Elite Small Form Factor 600 G9 Desktop Computer
Mfg. Part Number: UE332E
HP 3-Year Next Business Day Onsite w/ Defective Media Retention Desktop Hardware Support
REQUIREMENT: All bidders must be authorized HP resellers to submit a bid.
CONDITION OF THE EQUIPMENT: Used, re-manufactured, shopworn, demonstrator, or prototype are not accepted.
PRICING-LINE ITEMS (ATTACHMENT A): Bidder shall offer a price for each line item requested. Should the bidder offer an item with the unit price blank, the City reserves the right to deem the bid as non-responsive.
REQUEST FOR CLARIFICATION: All requests for clarification or questions, are to be submitted electronically via the City's Planet Bids portal, using the Online Q&A feature or you may send your questions via email to Sandra Segawa at [email protected] by the deadline of Tuesday, August 13, 2024 at 9:00 a.m., local time.
ALTERNATES/SUBSTITUTIONS: The City is not accepting substitutions for this bid.
Substitutions will not be accepted and those bids that include alternate models or brands will be deemed as non-responsive.
DELIVERY REQUIREMENTS: Vendor is required to deliver to the SECOND FLOOR of Garden Grove City Hall to the Information Technology Department.
The City reserves the right to reduce the above quantity of 65 computers based on availability of budgeted funds.
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Bidders Acknowledgment and Listing of Exceptions to the Specification I have read and agree to comply with each of the above did specifications. If there are any exceptions to these specifications, I have clearly listed them in full below and understand that the City reserves the right to reject bids that do not meet the specifications as stated in this IFB.
Company Name: SOUTHLAND TECHNOLOGY, INC.
Address: _8053 VICKERS ST, SAN DIEGO, CA 92111
Phone Number: 858-6344117 Email Address: [email protected] Exceptions: _
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PART IV
Bid No. S-1336
Provide Sixty Five (65) New and Unused HP Elite
"ATTACHMENT A"
BID FORM
I. PRICING
HP Elite Small Form Factor 600
ITEM QTY UNIT DESCRIPTION UNIT PRICE EXTENDED PRICE
1 65 EA COMPUTERS PER BID SPECIFICATIONS $ 847.86 $55,111.55 2 65 EA 3 YEAR SELF-SERVICE WARRANTY $ 16.16 $ 1,050.40 Tax Exempt Sales Tax 8.75% $4,822.26
Sub Total 60,984.21
*Terms/Cash Discount
TOTAL BID AMOUNT $ 60,984.21
(Price to include all applicable taxes)
*Note: Terms of less than Net 20 days will NOT be accepted by the City.
PRICING IS TO BE ENTERED DIRECTLY INTO THE LINE ITEM SECTION ON THE CITY'S PLANET BIDS PORTAL ONLY! PARTIAL BIDS WILL NOT BE ACCEPTED FOR ANY REASON. HANDWRITTEN BIDS WILL NOT BE ACCEPTED FOR ANY REASON. 65 City Computers 12
Bid No. S-1336
"ATTACHMENT A"
IFB NO. S-1336
BID FORM CONTINUED
Company Name_ SOUTHLAND TECHNOLOGY, INC.
Company Representative's Name (Printed) Robert W Pedigo II. PART AND MODEL NUMBER OFFERED
Bidders are to state Manufacture's Part Number offered:
HP MFG. Part # A12GZUT#ABA AND UE332E
HP Model # _A12GZUT#ABA AND UE332E
III. DELIVERY PERIOD
Bidders are to state delivery period after notice to proceed:
Item No. 1 - Calendar days 5 WEEKS after receipt of order.
IV. OPTION
The CITY may, at its sole discretion, elect to exercise an option for additional HP Elite Computers up to one (1) year after delivery and acceptance of the original computers provided the contractor agrees to furnish the unit at the original bid price or lower.
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Bid No. S-1336
Section 1
IFB NO. S-1336
BIDDER'S STATEMENT:
OUR OFFER IS AFFIRMED HERETO. It is understood that your specifications and conditions set forth on bid sheets form part of our offer. We certify the prices offered are valid for the total contract or any portion thereof.
We specifically agree to keep this offer open for 120 days.
The Bidder acknowledges receipt of amendments to the Solicitation and related documents numbered and dated:
Addendum No. Date
Addendum 1 August 1, 2024
FIRM NAME: SOUTHLAND TECHNOLOGY, INC.
ADDRESS: 8053 VICKERS ST, SAN DIEGO, CA 92111
Robut w. Pedigo
BY: Robert W Pedigo
Type or Print Your Name
SIGNED BY: Robert W Pedigo
TITLE: CEO/OWNER
TELEPHONE: (858 ) 694 - 0932
FAX NO ( 858) 694 - 0938 E-Mail: rpedigo @southlandtechnology.com
READ CAREFULLY ALL PARAGRAPHS - SIGN AND RETURN COPY WITH YOUR BID 65 City Computers 14
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Bid No. S-1336
Section 2
COOPERATIVE PURCHASING AMONG GOVERNMENT AGENCIES
The successful contractor based on this bid, is hereby requested to extend the same prices, terms and conditions of this bid to other government agencies, contingent upon mutual agreement of these other government agencies and the successful contractor. Should such agreements materialize, contracts would be issued and administered by each individual government agency, directly with the successful contractor.
Bidder is requested to indicate if a contract based on this bid, will be extended to other government agencies under the terms described above:
PLEASE CHECK ONLY ONE: YES X NO
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Bid No. S-1336