MERCED
Request for Bids
Panasonic Toughbooks
For documents, questions, bid due date, and bid submission visit:
https://www.cityofmerced.org
MERCED
Request for Bids
Panasonic Toughbooks
For documents, questions, bid due date, and bid submission visit:
hitpstwww.citvotmerced.org
PANASONIC TOUGHBOOKS
Overview, Qualifications, Definitions, Submittals
Overview
A. City is seeking vendors to provide the Bid Line Items found in the Specifications.
Bidders may submit partial bids according to the items that they can provide.
C. City may make multiple awards based on bid prices and corresponding items.
Bidder Qualifications
A. Bidders must be capable of providing Bid Line Items by stated delivery times.
Il. 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.
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.
IV. 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B. If a part number listed in the Bid Line Items is obsolete, cross it out and enter new Manufacturer's Name and Part Number; City's approval is required prior to vendor ordering and shipping such items.
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.
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.
1. Failure to abide by the above may cause a bid to be deemed non-responsive.
V. Post Award Submittals (awarded contractors only)
A. Provide any additional items required by CR after bid award.
City of Merced 1
PANASONIC TOUGHBOOKS
Exhibit A: Specifications
Specifications
A. Each Bid Line Item will list the approved manufacturers and any related Spec.
B. 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.
All items must meet or better all applicable Federal, State, and local requirements and all applicable OEM requirements.
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.
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City of Merced 2
PANASONIC TOUGHBOOKS
Exhibit B: Pricing
Quantities
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.
IL. Pricing
A. Unit Price: include everything but sales tax.
B. Delivery Costs: include delivery costs in unit price.
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; environmental fees; fuel surcharges; etc.
E. Fixed Prices: applies to all items for orders placed within 90 calendar days after bid closing through final delivery.
HI. 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.
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City of Merced 4
PANASONIC TOUGHBOOKS
REQUEST FOR BIDS
PRICING SHEET
MAIL SEALED BIDS TO: 678 W 18ª ST MERCED CA 95340 | PARCEL POST OR HAND 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 SERVICES. NO ALLOWANCE FOR FREIGHT, CARTAGE, PACKING, OR POSTAGE UNLESS SPECIFIED ON THIS BID. WHERE BRAND OR MAKE IS SPECIFIED, SIMILAR OR EQUAL WILL BE CONSIDERED.
SEALED BIDS DUE: DEPT: IT Dept.
Tuesday, May 13, 2025 at 2:00 P.M. REQUISITION NO: 05132025
OTY TUOM SKU DESCRIPTION UNIT PRICE EXTENSION
12 ea FZ-40EZ-0PBM Panasonic Toughbook BSKU, Win11 Pro, Intel Core Ultra 5 135H $4,777.21 TS 57,326.52 vPro (up to 4.6 GHz), AMT, 14.0" FHD Gloved Multi Touch, 16 GB, 1 TB OPAL SSD, Intel Wi-Fi 7, Bluetooth, 4G EM7690, GPS, COM Splitter, Quad Pass (BIOS Selectable), Mic and Infrared 5 MP Webcam, Standard Battery, TMP 2.0, Emissive Backlit Keyboard.
Flat, CF-SVCLTNF3YR - 3 year protection plus warranty, 3 year no return of defective drive.
12 ea CF-SVCPSYS Panasonic Extended service agreement- parts and labor- 2 years S621.77 $7,461.24
12 ea GJ-40LVDL4 Gambler Johnson Lite Vehicle Dock (quad pass) for Panasonic Toughbook 40. $1,077.21 $12,926.52
12 ca CF-LNDDC120 LIND Vehicle Adapter (120w). $1,862.52 $ 155.21
12 CA Fee California Recycle Fee. $120
TOTAL $79,696.80
AMOUN
MALOR & COMPANY INC $6,575
COMPANY:
BY: GARLY BENOIT $86,271.78
TITLE: CEO
gARLyBENONT
SIGNATURE:
DATE: 5/12/2025
PHONE: 212-498-9732
EMAIL: [email protected]
PAYMENT TERMS: (Net 30, 45, 60) Net 30
DELIVERY will be made in 25 days after receipt of order (A.R.O.), except as otherwise indicated.
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 form of business entity or association, will be rejected and may subject the employee to discipline under the City's Personnel Rules, Article XIX Section 19.02. ** BID OPENING WILL BE HELD IN THE PURCHASING OFFICE CONFERENCE ROOM AT 2525 "O" STREET, MERCED, CA * * NOTICE
ALL BIDS MUST BE SIGNED
City of Merced 5
PANASONIC TOUGHBOOKS
Packaging, Production, Delivery, Rejections, Pickups
A. Packaging
1. Pack all items to ensure that each item can be handled and transported sately 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 1g"* 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.
No loading dock available at delivery location. Delivery will need to be made curbside.
D. Rejections and Pickups
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)
City of Merced
3 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 items) 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 (DMV) 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 responsible 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
CITY OF MERCED
MERCED
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.
Juia ques
gARLYBENONT
JULIO C. MARQUEZ, CPPB
Purchasing Supervisor
End of Addendum
678 WEST 18TH STREET, MERCED, CA 95340