MERCED
Request for Bids
Panasonic Toughbooks
For documents, questions, bid due date, and bid submission visit:
https ://www . cityofmerced . org
PANASONIC TOUGHBOOKS
Overview, Qualifications, Definitions, Submittals
I. Overview
A. City is seeking vendors to provide the Bid Line Items found in the Specifications.
B. Bidders may submit partial bids according to the items that they can provide.
C. City may make multiple awards based on bid prices and correspond ing items.
II. Bidder Qualifications
Ill.
IV.
V.
A. Bidders must be capable of providing Bid Line Items by stated delivery times.
Definitions, Acronyms, and Abbreviations
A General Definitions
1. Bid Documents = City documents, forms, exhibits, etc. attached to Bid.
2. Bidder = the prospective or actual bidder, but not awarded.
3. City = City of Merced.
4. Contractor or Vendor= the awarded bidder.
5. CR= City Representative.
6. Bid = bid package submitted by bidders via mail or courier.
7. RFB = Request for Bids: City-provided electronic documents/postings .
Entering Information in Bid
A. If specific manufacturers and part numbers are listed in the Manufacturer column, Substitutions or Alternates will NOT be considered for this Bid.
B. If a part number listed in the Bid Line Items is obsolete, cross it out and enter new Manufacturer's Name and Part Number; City's approval is required prior to vendor ordering and shipping such items.
C. If your delivery date exceeds the Delivery Date stated in the Bid, enter number of calendar days for delivery in the Bid Pricing Sheet.
D. If Data Sheets are required in Bid or Spec, attach them to the Bid response.
E. If Drawings are required in Bid or Spec, attach them to the Bid response.
F. If specific Warranties are required in Bid or Spec, attach them to the Bid response.
G. Submit Exhibits A, B, and C (and include data sheets, drawings, specific warranties , and alternates for obsolete items as applicable only) as your bid response.
H. Bid response package must be delivered to the correct address in a sealed envelope, labeled with the Bid title and number before the due date and time.
See delivery details in the Bid Pricing Sheet header.
I. Failure to abide by the above may cause a bid to be deemed non-responsive.
Post Award Submittals (awarded contractors only)
A. Provide any additional items required by CR after bid award.
City of Merced
I.
PANASONIC TOUGHBOOKS
Exhibit A: Specifications
Specifications
A. Each Bid Line Item will list the approved manufacturers and any related Spec.
8. If no manufacturer is listed, then any manufacturer may be proposed as long as it meets all salient characteristics of the Line-Item description.
C. If specific manufacturers and part numbers are listed in the Manufacturer column, then Substitutions or Alternates will NOT be considered for this Bid.
D. If a given part number is no longer available and has been replaced by an updated part number from that manufacturer, then City's approval is required prior to vendor ordering and shipping updated part number.
E. All items must meet or better all applicable Federal, State, and local requirements and all applicable OEM requirements.
F. If the manufacturer or bidder has any exceptions (variations, deviations, deletions, additions, and the like) from these Specifications, they must state in a separate paper exactly what those exceptions are and any impact on form, fit, or function in his or her bid. City reserves the exclusive right to either accept or reject those exceptions, and City's decision is final. Bidder, in submitting a bid, understands and acknowledges these requirements and conditions.
G. Communications with City Representative (CR) Julio Marquez will be handled in written form only, [email protected]
(CONTINUED ON NEXT PAGE)
City of Merced 2
PANASONIC TOUGHBOOKS
II. Packaging, Production, Delivery, Rejections, Pickups A. Packaging
1. Pack all items to ensure that each item can be handled and transported safely from the shipping point, during transit, arrival at the destination point, offloading, and storage. Packing materials and packaging must be appropriate to the items.
B. Delivery Schedule (non-BTO or non-MTO) items
1. Make deliveries in 30 calendar days of receipt of order.
C. Delivery Location
1. Attention: Information Technology Dept., 678 W 18th Street, Merced, CA 95340 .
2. Notification: Call 209-385-8888 at least 24 hours prior to deliveries.
3. Delivery hours: Mon-Fri; 8:00 AM to 5:00 PM.
4. Include FOB Merced, CA delivery costs in the unit prices, no exceptions.
5. No loading dock available at delivery location. Delivery will need to be made curbside.
D. Rejections and Pickups
City of Merced
1. Note that City reserves the right to reject items that fail to comply with Specifications, are damaged, or exceed ordered quantities.
2. Pick up to-be-returned items within five business days of notification and process credit for returned items within ten business days of receipt. (CONTINUED ON NEXT PAGE)
3 PANASONIC TOUGHBOOKS
Exhibit B: Pricing
I. Quantities
II.
A. Quantities are firm fixed amounts and are not subject to the manufacturer 's standard packaged quantities.
B. City reserves the right to order additional quantities for up to 120 calendar days after initial award based on Vendor's willingness to hold their bid price and mutually agreed-upon quantities and delivery dates.
Pricing
A. Unit Price: include everything but sales tax.
B. Delivery Costs: include delivery costs in unit price.
C. Sales Tax: City will add the appropriate sales tax to each order.
D. Additional Charges: none; do not charge restocking or returned items; minimum orders; deliveries; disposals; deposits; environmenta l fees; fuel surcharges ; etc.
E. Fixed Prices: applies to all items for orders placed within 90 calendar days after bid closing through final delivery.
Ill. Bid Results Price Sheet
A. Awarded bidder's Bid Price Sheet, as accepted by City, may be incorporated as part of the purchase order agreement.
(CONTINUED ON NEXT PAGE)
City of Merced 4
PANASON IC TOUG HBOOKS
CITY OF MERCED
REQUEST FOR BIDS
PRICING SHEET
purchasing@c ityofmerced .org
MAIL SEALED BIDS TO: 678 W 18tn ST MERCED CA 95340 I PARCEL POST OR HANO DELIVER BIDS TO: 2525 "O" ST MERCED CA 95340 QUOTE HEREON YOUR LOWEST PRICE F.O.B. MERCED (INCLUDE TAXES [8.25%) , DISCOUNTS, REBATES, AND FEES IN UNIT PRICE) FOR THE FOLLOWING EQUIPMENT , MATERIALS , SUPPLIES OR SERV ICES. NO ALLOWANCE FOR FREIGHT, CARTAGE, PACKING, OR POSTAGE UNLESS SPEC IFIED ON THIS BID. WHERE BRAND OR MAKE IS SPECIF IED, SIMILAR OR EQUAL WILL BE CONS IDERED .
SEALED BIDS DUE:
T uesday, May 13, 2025 at 2:00 P.M .
QTY UOM SKU
12 ea FZ-40EZ-0PBM
12 ea CF-SVCPSYS
12 ea GJ-40LYDL4
12 ea CF-LNDDCl20
12 ea CA Fee
COMPANY: LEHR Upfitters
BY: Steve Adair
TITLE: Regional Sales Manager
SIGNATURF ~
DA TE: 5/9/2025
PHONE:916-267 -5547
EMAIL: Steve@ lehrauto.com
DESCRIPTION
Panasonic Toughbook BSKU. Win 11 Pro. Intel Core Ultra 5 135H vPro (up to 4.6 GHz). AMT. 14.0'. FHD Gloved Multi Touch. 16 GB.
I TB OPAL SSD. Intel Wi-Fi 7. Bluetooth. 4G EM7690. GPS. COM Splitter. Quad Pass (BIOS Selectable), Mic and Infrared 5 MP Webcarn. Standard Battery. TMP 2.0. Emissive Backlit Keyboard.
Flat. CF-SVCLTNF3YR - 3 year protection plus warranty. 3 year no return of defecti ve drive.
Panasonic Extended service agreement- parts and labor- 2 years ( 4th/5th year).
Gambler Johnson Lite Vehicle Dock (quad pass) fo r Panasonic Toue:hbook 40.
LIND Vehicle Adapter ( 120w).
California Recycle Fee.
PAYMENT TERMS: (Net 30. 45. 60) Net 30
DELIVERY will be made in _30-45 __ days after receipt of order (A. R.0.). except as otherwise indicated.
DEPT: IT Dept.
REQUISITION NO: 05132025
UNIT PRICE EXTENSIO N
4,336.27 52,035.21
$483.92 5,807.04
$ 979.17 11,750.11
$ 141.84 I , 701.94
$4.00 48.00
TOTAL $ 71,342.30
AMOUNT
CITY OFFICERS AND EMPLOYEES INELIGIBLE TO BID
Bidders are advised that under Government Code Section 1126 officers and employees of the City of Merced are not eligible to bid on City contracts (to provide equipment, materials, supplies, or services to the City) or to enter into a lease or other agreements with the City. Any bid submitted by a City officer or employee , either individually or through a partnership, corporation, or other fom, of business entity or association , will be rejected and may subject the employee to discipline under the City 's Personnel Rules, Article XIX Section I 9.02. **BID OPENING WILL BE HELD IN THE PURCHASING OFFIC E CONFERENCE ROOM AT 2525 "0" STREET, MERCED. CA** NOTICE
ALL BIDS MUST BE SIGNED
City of Merced 5
PANASONIC TOUGHBOOKS
Exhibit C: Bid Terms and Conditions
Unless brand names are provided, specifications are intended to describe the specific type, size and quality of equipment which will best meet the demands of the City. They are not intended to favor any one brand or make. The mention herein of any particular name of equipment or material merely serves to specify the quality or general type required.
Machines or equipment must comply with current state and federal regulations.
All materials and auxiliary equipment shall conform to the size, quality, and quantity shown in the specifications. They shall be from new stock, delivered in good condition . No damaged items will be accepted.
City reserves the right to reject any or all bids and to waive informalities and minor irregularities .
The City reserves the right to determine which is the best bid considering price, quality, warranty and delivery within specified time limit, as well as any other criteria set forth in the bid.
Delivery time being of essence in the award of this purchase, all bids must specify delivery date on which the item(s) will be delivered. Supplier shall supply the goods and or perform the services, with the schedule and term, as specified herein. Time is of the essence. All items shall be delivered "free on board (F.O.B.) destination " to the location specified herein, full freight pre-paid except for special or expedited orders , which shall be agreed upon prior to shipment.
Successful bidder shall furnish the City's purchasing supervisor with all technical information on items listed in the specifications of the bid.
Price bid shall be the maximum prices paid by the City of Merced. Price quoted shall include taxes only if stated in the bid specifications. The City is exempt from all Federal Excise Taxes.
Price shall include license , registration , tire, and any other relevant fees. Bidder agrees to register all vehicles with the California Department of Motor Vehicles (OMV) prior to delivery .
All invoices and correspondence shall show the number of the contract or purchase order issued to the bidder awarded .
If Bidder submits a bid for alternate items , Bidder shall fill out additional bid sheets, fully explaining the differences and any perceived advantages of said items .
Bidder's security in the form of a bid bond, certified or cashier's check issued by a responsible bank or banker of the State of California in the amount of 10% of the total net amount of the bid, and payable to the City of Merced must be attached to the bid proposal only when required in the bid specifications. Bidders shall be entitled to return of bid security; however , a successful bidder shall forfeit his bid security upon refusal or failure to execute the contract within ten (10) calendar days after the notice of award of contract, unless the City is responsible for the delay.
City Council , on refusal or failure of the successful bidder to execute the contract , may award it to the next lowest respons ible bidder, the amount of the lowest bidder's security shall be applied to the contract price differential between the lowest bid and the second lowest bid. Surplus, if any, shall be returned to the lowest bidder.
Conflict of Interest: Bidder certifies that no City officer, employee or authorized representative has any financial interest in the business of the bidder and that no person associated with the bidder has any interest, direct or indirect, which could conflict with this bid. The bidder is familiar with the provisions of California Government Code section 87100, et seq., and certifies that it does not know of any facts which would violate these laws. Bidder will promptly advise City if a conflict arises.
City of Merced 6
ADDENDUM NO: 1
SOLICITATION NO: 05132025
SOLICITATION NAME: RFB for Toughbooks
DATE : 05/07/2025
To all prospective bidders,
It has been brought to my attention that there is an inconsistency in the bid instructions regarding addition or omission of taxes to the bid line items.
Exhibit B, Section II requests to include "everything, but sales tax", while the bid Pricing Sheet requests to "INCLUDE TAXES [8.25%)" . The latter is correct. Please include taxes at 8.25% in the total price of the bid line items.
The additions, omissions, clarifications, and corrections herein shall be made to the bid and shall be included in the bid submittal if necessary. The remainder of the documents remain unchanged.
JULIO C. MARQUEZ, CPPB
Purchasing Supervisor
End of Addendum
6 7 8 W E s T 1 8 TH ST R E ET, M E R c E 0 , C A 9 5 3 4 0 9240 Prototype Dr Reno, NV 89521-8987
Phone: 775-507 -2460 Fax:
Sell
To:
Ship Via
City of Merced
Aarin Garrison
678 W 18Th Street
Merced, CA 95340
Phone:2093853961
Tax !dent. Type
Vehicle Information:
Legal Entity
Ship
To:
Quote Number:
Document Date:
Terms:
Payment Method:
City of Merced
Debbie
678 W 18Th St reet
Attn: Information Technology Dept
Phone: 209-385-6232
Customer ID
SalesPerson
PRICES ARE VALID FOR 30 DAYS FROM DATE OF QUOTE UNLESS OTHERWISE SPECIFIED Sales Quote
Page:
53217
4/18/2025
Net30
51970
Steve Adair
Item No. Description Quantity Unit Price Total Price
FZ-40EZ-0PBM
CF-SVCPSYS
GJ-40LVDL4
CF-LNDDC120
CA FEE
BSKU, Win 11 Pro, Intel Core Ultra 5 135H vPro (up to 4.6GHz), AMT, 14.0 FHD Gloved Multi Touch , 16GB
Panasonic, 4/STh Year Warranty
Gam John Lite Vehicle Dock (quad pass) for Panasonic TOUGH BOOK 40. USB-A (3), USB-C (3), Serial
Panasonic Carpower Supply
Other, Recycle Fee 4" -14" device
Lehr is an Authorized Panasonic Prime Partner
Revised Pricing due to price increase on May 1st
disregard Lehr Upfitter 1st bid -- Revised Submitta l
Agency Approval
Name: ___ _______ _ _____ _
Amount Subject to Sales Tax
60496.32
Auth. Signature: _________ ___ _
Amount Exempt from Sales Tax
5,855.04
12 12
12 12
12 Sub-Total
Total Tax
Total:
4,005.79
483.92
904.55
131.02
4.00 48,069.48
5,807.04
10,854.60
1,572.24
48.00 66,351.36
4990.94
71,342.30
PLEASE READ: No returns withou t approval and an RMA# will be accepted. All shortages, damage, or return claims must be made within 10 days of invoice date. NO EXCEPTIONS. A copy of the invoice and RMA paperwork must be shipped with returns. All return orde rs or cancellations are subject to a 25% restocking fee plus freight. Any change orders made 60 days prior to the installation date may be subject to a production delay and pricing changes. PRICES ARE SUBJECT TO CHANGE WITHOUT NOTICE.