San Francisco Municipal Transportation Agency (SFMTA) Invitation for Bids for Leased Desktops and Laptops SFMTA 2016-08

Date issued: Bids due:

SEPTEMBER 14, 2015 October 2, 2015 @ 2pm PST

San Francisco Municipal Transportation Agency (SFMTA) Invitation for Bids for Desktops and Laptops Table of Contents Page I.

Introduction ..............................................................................................................

1

II.

Specifications ...........................................................................................................

2

III.

Submission Requirements ........................................................................................

8

IV.

Terms Conditions for Receipt of Bids .....................................................................

9

I. Introduction A.

General

The San Francisco Municipal Transportation Agency (SFMTA) is seeking bids for the supply of new desktops, workstations, laptops and monitors with a three year on site repair warranty. The equipment shall be supplied under a master lease agreement that offers, lease to own and fair market value leasing options. The lease agreement shall feature a lease adoption facility, which will enable other city departments to leverage the terms and conditions of this master lease. Adoption shall be accomplished by submission of a single form and shall establish a lease agreement between the adopting agency and the vendor independent of the SFMTA. For the purpose of bidding, the equipment listed in the specifications section of this IFB will be purchased utilizing the outlined lease agreement as a fair market value lease over a 3-year lease period. All systems shall be provided with an SFMTA provisioned base image and shall be deployed by the Vendor to the end user locations. The master lease established for this purchase shall allow the SFMTA to procure further hardware, software and services from any vendor for seven (7) years from date of execution. Procurement of additional items via the master lease shall establish a new lease schedule of either fair market value or lease to own by approval of the authorized SFMTA lease administrator(s).

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II. Specifications Desktop Model 1 SFMTA seeks bids for 1700 new desktop computers that meet or exceed the following specifications: Intel® Core i7 4790S Processor (Quad Core, 3.00GHZ, 8M, with HD4600 Graphics) 8GB (2x4GB), 1600MHz, DDR3 Non-ECC Memory 2.5 inch 500GB Solid State Hybrid Drive Hard Drive Genuine Windows® 7 Professional 64-Bit, English, No Media Operating System Intel Integrated Graphics Video Removable Media 8X DVD+/-RW, Slimline, Data Only Cyberlink Power DVD, No Media Storage Device Standard Power Supply Power Supply Intel Dual Band Wireless-N 7260 2x2 AC + Bluetooth 4.0 Wireless Support Height Adjustable Stand None Security Software Generic Sound Card Sound Card All in One Form Factor Hardware Support Standard 3-year Next Business Day On Site Service after Remote Diagnosis10 (33-3) Services Integrated Web Camera Web Camera Intel® Standard Manageability Systems Management Mode USB Entry Keyboard Keyboard USB Optical Mouse Mouse Energy Efficiency Energy Power management settings enabled Options Asset Tag System Required on Chassis UltraSharp 23in Widescreen, Viewable Image Size, VGA/ DVI (EPEAT Gold) Monitor EPEAT Gold Environmental Rating Processors

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Desktop Model 2 SFMTA seeks bids for 300 new desktop computers that meet or exceed the following specifications: Intel® Core i7 4790S Processor (Quad Core, 3.00GHZ, 8M, with HD4600 Graphics) 16GB (2x4GB), 1600MHz, DDR3 Non-ECC Memory 2.5 inch 500GB Solid State Hybrid Drive Hard Drive Second Hard Drive None Option No RAID Hard Drive Mode Genuine Windows® 7 Professional 64 Bit, English, No Media Operating System AMD Radeon™ R7 250 , 2GB, Full Height, (DP and DVI-I) Video Removable Media 8X DVD+/-RW, Slimline, Data Only Cyberlink Power DVD, No Media Storage Standard Power Supply Power Supply None System Recovery Small form factor Form Factor Intel Dual Band Wireless-N 7260 2x2 AC + Bluetooth 4.0 Wireless Support Generic Sound Card Sound Card Hardware Support Standard 3-year Next Business Day On Site Service after Remote Diagnosis10 (33-3) Services Misc. Cables & None Display Accessories Intel® Standard Manageability Systems Management Mode USB Entry Keyboard Keyboard USB Optical Mouse Mouse Energy Efficiency Energy Power management settings enabled Options Asset Tag System Required on Chassis UltraSharp 23in Widescreen, Viewable Image Size, VGA/ DVI (EPEAT Gold) Monitor Flat Panel Stereo SoundBar Sound Bar Processors

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Desktop Model 3 SFMTA seeks bids for 100 new desktop computers that meet or exceed the following specifications: Intel® Core i5 4590T Processor (Quad Core, 3.00GHZ, 8M, with HD4600 Graphics) 8GB (2x4GB), 1600MHz, DDR3 Non-ECC Memory 2.5 inch 500GB Solid State Hybrid Drive Hard Drive Second Hard Drive None Option No RAID Hard Drive Mode Genuine Windows® 7 Professional 64 Bit, English, No Media Operating System AMD Radeon™ R7 250 , 2GB, Full Height, (DP and DVI-I) Video Removable Media 8X DVD+/-RW, Slimline, Data Only Cyberlink Power DVD, No Media Storage Standard Power Supply Power Supply None System Recovery Small form factor Form Factor Intel Dual Band Wireless-N 7260 2x2 AC + Bluetooth 4.0 Wireless Support Generic Sound Card Sound Card Hardware Support Standard 3-year Next Business Day On Site Service after Remote Diagnosis10 (33-3) Services Misc. Cables & None Display Accessories Intel® Standard Manageability Systems Management Mode USB Entry Keyboard Keyboard USB Optical Mouse Mouse Energy Efficiency Energy Power management settings enabled Options Asset Tag System Required on Chassis UltraSharp 23in Widescreen, Viewable Image Size, VGA/ DVI (EPEAT Gold) Monitor Flat Panel Stereo SoundBar Sound Bar Processors

Laptop Model 1 Page 4 of 11

SFMTA seeks bids for 150 new laptop computers that meet or exceed the following specifications: Processors Memory Primary Storage E-Modular Hard Drive Operating System Power Supply Internal Keyboard Wireless Card

Intel® Core i5-5300U Processor (2.3GHZ, 3M cache) 4.0GB,1600MHz DDR3L SDRAM, 1 DIMM 128GB Solid State Drive None

Genuine Windows® 7 Professional 64 Bit, English, No Media 4-cell (52WH) Primary Lithium Ion Battery Internal Single Pointing Backlit Keyboard Intel Dual Band Wireless-AC 7265AC 802.11ac/a/b/g/n 2x2 + Bluetooth 4.0 LE Half Mini Card External Keyboard Business multimedia keyboard USB wired and USB wired optical mouse. and mouse Hardware Support Standard 3-year Next Business Day On Site Service after Remote Diagnosis10 (3-3-3) Services None Accessories Intel vPro Technology Advanced Management Features Systems Management Camera/Microphon Noise Cancelling Digital Array Microphone e Asset Tag System on Required Chassis 12.5" Non-Touch HD (1366x768) Anti-Glare WLED LCD, WLAN + WWAN LCDs capable None Mobile Broadband Docking Port to add digital display and legacy port support. Docking Solutions UltraSharp 23in Widescreen, Viewable Image Size, VGA/ DVI (EPEAT Gold) Monitor EPEAT Gold Environmental Rating Integrated Web Camera Web Camera

Laptop Model 2 SFMTA seeks bids for 150 new laptop computers that meet or exceed the following specifications: Processors Memory Primary Storage E-Modular Hard Drive Operating System Power Supply Internal Keyboard Wireless Card

Intel® Core i5-5200U Processor 8.0GB,1600MHz DDR3L SDRAM, 1 DIMM 256GB Solid State Drive None Genuine Windows® 7 Professional 64 Bit, English, No Media 4-cell (54WH) Primary Lithium Ion Battery Internal Single Pointing Backlit Keyboard Intel Dual Band Wireless-AC 7265AC 802.11ac/a/b/g/n 2x2 + Bluetooth 4.0 LE Half Mini Card Page 5 of 11

External Keyboard and mouse Hardware Support Services Accessories Systems Management Camera/Microphon e Asset Tag System on Chassis LCDs Mobile Broadband Docking Solutions Monitor Environmental Rating Web Camera

Business multimedia keyboard USB wired and USB wired optical mouse. Standard 3-year Next Business Day On Site Service after Remote Diagnosis10 (3-3-3) None Intel vPro Technology Advanced Management Features Noise Cancelling Digital Array Microphone Required 14" FHD Display 1920 x 1080 16:9 WLED with Camera for WLAN, WWAN None Docking Port to add digital display and legacy port support. UltraSharp 23in Widescreen, Viewable Image Size, VGA/ DVI (EPEAT Gold) EPEAT Gold Integrated Web Camera

Laptop Model 3 SFMTA seeks bids for 100 new laptop computers that meet or exceed the following specifications: Processors Memory Primary Storage E-Modular Hard Drive Operating System Power Supply Internal Keyboard Wireless Card

Intel® Core iM-5Y71 Processor 8.0GB,1600MHz DDR3L SDRAM, 2 DIMM 256GB Solid State Drive None

Genuine Windows® 8.1 Professional 64 Bit, English, No Media 4-cell (52WH) Primary Lithium Ion Battery Internal Single Pointing Backlit Keyboard Intel Dual Band Wireless-AC 7265AC 802.11ac/a/b/g/n 2x2 + Bluetooth 4.0 LE Half Mini Card External Keyboard Business multimedia keyboard USB wired and USB wired optical mouse. and mouse Hardware Support Standard 3-year Next Business Day On Site Service after Remote Diagnosis10 (3-3-3) Services None Accessories Intel vPro Technology Advanced Management Features Systems Management Camera/Microphon Noise Cancelling Digital Array Microphone e Fingerprint and Fingerprint Reader and Contactless Smartcard media reader built in Contactless Page 6 of 11

Smartcard media reader Asset Tag System on Chassis LCDs Mobile Broadband Docking Solutions Monitor Environmental Rating Web Camera

Required 13.3" IPS Display w/FHD (1920 x 1080) & 10-pt Capacitive touch None Docking Port to add digital display and legacy port support. UltraSharp 23in Widescreen, Viewable Image Size, VGA/ DVI (EPEAT Gold) EPEAT Gold Integrated Web Camera

Tablet 1 SFMTA seeks bids for 50 new tablet computers that meet or exceed the following specifications: Intel® Core iM-5Y71 Processor 4.0GB,1600MHz DDR3L SDRAM, 2 DIMM 128GB Solid State Drive Genuine Windows® 8.1 Professional 64 Bit, English, No Media 4-cell (52WH) Primary Lithium Ion Battery Internal Single Pointing Backlit Keyboard Intel Dual Band Wireless-AC 7265AC 802.11ac/a/b/g/n 2x2 + Bluetooth 4.0 LE Keyboard Standard attachable Keyboard – Not slim

Processors Memory Primary Storage Operating System Power Supply Internal Keyboard Wireless Card

External and mouse Hardware Support Services Accessories Systems Management Camera/Microphone Asset Tag System on Chassis LCDs Mobile Broadband Environmental Rating Web Camera

Standard 3-year Next Business Day On Site Service after Remote Diagnosis10 (3-3-3) None Intel vPro Technology Advanced Management Features Noise Cancelling Digital Array Microphone Required 10.8" IPS Display w/FHD (1920 x 1080) & 10-pt Capacitive touch None EPEAT Gold Integrated Web Camera

Additional Monitors and Adapters: Page 7 of 11

SFMTA seeks bids for 400 new Monitors and adapters that meet or exceed the following specifications Monitor Adapters

UltraSharp 23in Widescreen, Viewable Image Size, VGA/ DVI (EPEAT Gold) DP to DVI display adapters

Shipping Costs The cost of shipping replacement units or replacement parts to SFMTA and the return of defective units or parts to the vendor must be borne by the vendor during the warranty period. Electronic Waste Recycling Fee Starting January 1, 2009 all retailers are required by the State of California to assess an electronic waste recycling fee on all CRT and LCD displays, notebooks and televisions larger than 4 inches. This fee is to be collected on all purchases that are shipped or delivered to end users in the State. The vendor will be responsible for all electronic waste recycling fees owed to the State of California. Equipment Lease Purchase Financing SFMTA intends to use the proposed equipment lease-purchase financing for the acquisition of the equipment related to this Request for Bid document. End of Lease Options (Fair Market Value) The following end of lease options must be provided by the vendor: 1. SFMTA can exercise the option to purchase the products for its then fair market value 2. Return all products to the lessor 3. Renew the lease on a fair market value basis. III. Submission Requirements A.

Time and Place for Submission of Bids

Bids must be received by October 2, 2015 @ 2pm PST. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. Bids received after the deadline will not be considered. Proposers shall submit a bid including the specifications as described above, required HRC Forms, if applicable, to the following e-mail address: [email protected] B.

Format

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Bids must be provided using the Bid Sheet (separate document). • •

• • •

Bids must provide cost per line item for each computer model described above as well as total cost for providing the computer equipment. Each line item should include: o Number of units for each computer model as detailed above o Part number o Description of the computer model (following the computer specifications described above) o Price per units o Price per line item Please include a line item specifying end of lease options (fair market value) as described above. Please make sure to include California Electronic Waste Recycling Fee Please include all applicable shipping costs and taxes if these will not be covered by your institution.

IV. Terms and Conditions for Receipt of Bids A.

Errors and Omissions in IFB

Proposers are responsible for reviewing all portions of this IFB. Proposers are to promptly notify the Katherine Kwok ([email protected]) if the proposer discovers any ambiguity, discrepancy, omission, or other error in the IFB. Any such notification should be directed to the SFMTA promptly after discovery, but in no event later than five working days prior to the date for receipt of bids. Modifications and clarifications will be made by addenda as provided below. B.

Inquiries Regarding IFB

Inquiries regarding the IFB and all oral notifications of an intent to request written modification or clarification of the IFB, must be directed to: Katherine Kwok ([email protected]) C.

Objections to IFB Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this IFB, the proposer must, not more than ten calendar days after the IFB is issued, provide written notice to the Department setting forth with specificity the grounds for the objection. The failure of a proposer to object in the manner set forth in this paragraph shall constitute a complete and irrevocable waiver of any such objection. D.

Change Notices

SFMTA may modify the IFB, prior to the bid due date, by issuing Change Notices. The proposer shall be responsible for ensuring that its bid reflects any and all Change Notices issued by SFMTA prior to the bid due date regardless of when the bid is submitted. E.

Term of Bid

Submission of a bid signifies that the proposed hardware and prices are valid for 120 calendar days from the bid due date and that the bid prices are genuine and not the result of collusion or any other anticompetitive activity. F.

Revision of Bid

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A proposer may revise a bid on the proposer’s own initiative at any time before the deadline for submission of bids. The proposer must submit the revised bid in the same manner as the original. A revised bid must be received on or before the bid due date. In no case will a statement of intent to submit a revised bid, or commencement of a revision process, extend the bid due date for any proposer. At any time during the bid evaluation process, SFMTA may require a proposer to provide oral or written clarification of its bid. SFMTA reserves the right to make an award without further clarifications of bids received. G.

Errors and Omissions in Bid

Failure by SFMTA to object to an error, omission, or deviation in the bid will in no way modify the IFB or excuse the vendor from full compliance with the specifications of the IFB or any contract awarded pursuant to the IFB. H.

Financial Responsibility

SFMTA accepts no financial responsibility for any costs incurred by a firm in responding to this IFB. Submissions of the IFB will become the property of SFMTA and may be used by SFMTA in any way deemed appropriate. I.

Communications Prior to Award

It is the policy of the SFMTA that only SFMTA staff identified in the IFB as contacts for this competitive solicitation are authorized to respond to comments or inquiries from Proposers or potential Proposers seeking to influence the contractor selection process or the award of the contract. This prohibition extends from the date the IFB is issued until the date when the contractor selection is finally approved by the SFMTA Board of Directors and, if required, by the San Francisco Board of Supervisors. All firms and subcontractor(s) responding to this IFB are hereby notified that they may not contact any SFMTA staff member, other than a person with whom contact is expressly authorized by this IFB for the purpose of influencing the contractor selection process or the award of the contract from the date the IFB is issued to the date when the contract award is approved by the Board of Directors of SFMTA and, if required, by the San Francisco Board of Supervisors. This prohibition does not apply to communications with SFMTA staff members regarding normal City business not regarding or related to this IFB. All firms and subcontractor(s) responding to this IFB are hereby notified that any written communications sent to one or more members of the SFMTA Board of Directors concerning a pending contract solicitation shall be distributed by the SFMTA to all members of the SFMTA Board of Directors and the designated staff contact person(s) identified in the IFB. Except as expressly authorized in the IFB, where any person representing a Proposer or potential Proposer contacts any SFMTA staff for the purpose of influencing the content of the competitive solicitation or the award of the contract between the date when the IFB is issued and the date when the final selection is approved by the SFMTA Board of Directors, and, if required, by the San Francisco Board of Supervisors, the Proposer or potential Proposer shall be disqualified from the selection process. However, a person who represents a Proposer or potential Proposer may contact City elected officials and may contact the Executive Director/CEO of the SFMTA if s/he is unable to reach the designated staff contact person(s) identified in the IFB or wishes to raise concerns about the competitive solicitation. Page 10 of 11

Additionally, the firms and subcontractor(s) responding to this IFB will not provide any gifts, meals, transportation, materials or supplies or any items of value or donations to or on behalf of any SFMTA staff member from the date the IFB is issued to the date when the contract award is approved by the Board of Directors of SFMTA and if required, by the San Francisco Board of Supervisors. All lobbyists or any agents representing the interests of proposing prime contractors and subcontractor(s) shall also be subject to the same prohibitions. J.

Reservations of Rights by the City

The issuance of this IFB does not constitute an agreement by the City that any contract will actually be entered into by the City. The City expressly reserves the right at any time to: 1. 2. 3. 4.

5. 6. K.

Waive or correct any defect or informality in any response, bid, or bid procedure; Reject any or all bids; Reissue an Invitation for Bids; Prior to submission deadline for bids, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this IFB, or the requirements for contents or format of the bids; Procure any materials, equipment or services specified in this IFB by any other means; or Determine that no project will be pursued.

No Waiver

No waiver by the City of any provision of this IFB shall be implied from any failure by the City to recognize or take action on account of any failure by a proposer to observe any provision of this IFB.

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