January 27, 2016 ADDENDUM #1 RP Provision of Desktop Computer Hardware Leasing on an Multi-Year Contract

Transcription

1 January 27, 2016 ADDENDUM #1 RP Provision of Desktop Computer Hardware Leasing on an Multi-Year Contract This is a summation of the questions and answers that have been received regarding the above solicitation. Most answers are clarifications; some are revisions of the original solicitation. Q1. Installation It appears some applications are not included in the base image? If this is correct, will those be added later in the field? A1. That is correct, the base image does not contain all applications and the successful service provider responsible for installation will be required to install individual applications as needed. Q2. Page 5, Data Transfer and Configuration, the County requires the successful service provider to copy image of the old computer onto customer network or other location as designated? A2. Yes. Q3. Even though the County is requesting either a four or five year lease in essence a much longer cycle will ensue since a unit replaced in year four would be leased for the entire four or five year cycle? A3. Yes, the County is requesting a 4-5 year lease term. The successful service provider will begin supplying leased desktops from that point forward. As such, any prior leased desktops will run the term of the existing lease and then be replaced under the new lease contract. Q4. Page 2 and 4 specifies manufacturers, Dell, Lenovo and HP. Must the proposal be for Dell, Lenovo or HP computers? A4. No, the solicitation states to provide Dell, Lenovo, or Hewlett Packard, or comparable enterprise class Intel-based desktop computers. So an approved comparable enterprise class Intel-based desktop computer would be acceptable. Enterprise class brand is a named brand that is commonly used in enterprise setting similar to the size and scope of Gwinnett County, that meets all applicable specs and peripheral requirements outlined in the solicitation. One-offs or generic computing platforms will not be accepted. Q5. The current due date for the opening of this solicitation is February, 04, Is a two week extension of this date feasible? A5. The opening date will not be extended at this time. However, Gwinnett County reserves the right to postpone the proposal opening at its discretion.

2 Page 2 Q6. Is the County requesting personal data to be transferred from each user s desktop to the new unit? If so, how long does the County estimate the entire process to take, including the transfer? A6. Yes, personal data will need to be transferred. The County estimates a 4-6 hour average per desktop for data transfer and hardware migrations. Q7. Could there be one service provider awarded the hardware purchase and a different service provider awarded the service/installation? A7. There can be one service provider for hardware and one service provider installation services, but one service provider will be responsible for the contract. We require a primary service provider to manage this contract. Q8. What version of OS will the County be deploying? A8. The County is currently deploying Windows 7, 32-bit as the standard. There may be a need to install other OS levels on an as needed basis. Q9. The Dell Model Optiplex 9020(or equivalent), HP 6000 series (or equivalent), or Lenovo ThinkCentre MXX (or equivalent) are listed in Equipment Worksheets as the standard. If a computer being proposed meets the minimum specifications it does not have to be one of those models? A9. Yes, that is correct, it does not have to be one of those three listed as long as it meets the minimum specifications as outlined. Q10. Desktops must ship fully configured (no partial ships) Is it a requirement that all equipment related to a Gwinnett Purchase Order be delivered together, on the same day? A10. Partial shipments are okay as long as target delivery date is met. If an order is needed by May 1 st, the County is flexible as long as all ordered hardware is delivered by May 1 st it does not all have to arrive in the same shipment. This schedule can be finalized with the successful service provider. Q11. Will the service provider be required to load the image on each PC? If so, how will the image be loaded, onsite, offsite or in the factory? USB key or Network? What size is the image? A11. Yes, the service provider will load the image. The images are directly loaded on the incoming hard drives. When that is not feasible, USB and/or Network drives are utilized. The image sizes vary by department. Q12. It appears there are two steps to data migration, doing data migration to the new system and also copying the data onto a customer s network for storage of the data? Please clarify. Are there any tools currently being used for the data migration, i.e. USMT or Altris? A12. Data is migrated from an existing machine to new leased desktop. Copy of drive is then uploaded to a network drive for quality assurance. The successful service provider is required to migrate the machine and upload/verify the quality control copy of data.

3 Page 3 Q13. Page 6 states, Provide certification of removal of data to the County Please clarify certification of removal of data? Is the service provider able to provide formal Certificates of data removal if one of its partners performs the HDD data removal using the vendor supplied tools (off-site or onsite)? A13. The successful service provider will provide written assurance that DoD wipe was complete and successful before desktop is released for return. Q14. Page 6 states, Upon install completion, service provider will be required to conduct a Gwinnett County provided survey to the user and return survey to Gwinnett County within 24 hours? Please clarify this process, and how the 24-hour SLA will be accomplished when Gwinnett end-user response time is part of the timeline? A14. The successful service provider will be required to provide a survey at the desktop immediately following install. Survey will be returned to IT staff to process within 24 hours. Due to the use patterns for various machines, the end users are allowed two weeks to identify issues or migration problems. During these two weeks, the service provider staff will be required to fix installation related problems as they are reported. Q15. Page 6 states, Transport them to a designated location agreed upon by the service provider and Gwinnett County. Are there any service provider requirements related to preparation, inventories or supervision of pickups for expired lease returns? A15. The service provider will need to pack the products in appropriate packaging, provide transport, truck if necessary, complete inventory, and palletize legacy desktop equipment for vendor pick-up. Q16. Page 19 states: Termination for Cause: The County may terminate this agreement for cause upon ten days prior written notice to the contractor of the contractor s default in the performance of any term of this agreement. Such termination shall be without prejudice to any of the County s rights or remedies by law. Termination for Convenience: The County may terminate this agreement for its convenience at any time upon 30 days written notice to the contractor. In the event of the County s termination of this agreement for convenience, the contractor will be paid for those services actually performed. Partially completed performance of the agreement will be compensated based upon a signed statement of completion to be submitted by the contractor, which shall itemize each element of performance. Please verify that the termination language above applies to new lease schedules only and does not apply to the legacy leases? A16. Every contract stands independently and is subject to the language included in that particular contract.

4 Page 4 Q17. Along with industry trends and increased efficiency of processors, Dell s newest OptiPlex product lines include much more efficient power supplies. Currently, power supplies for the OptiPlex line are 240W and 180W depending on the chassis. Will this be acceptable to Gwinnett County? A17. Yes, this is acceptable. Service providers are encouraged to propose what will be most advantageous to the County. Q18. Will the selected service provider be given a network drive to back up the end-user s data to during data migration? A18. Yes. Q19. The specifications provided are for a workstation class device yet the devices named are all desktop machines. The remaining specifications do not appear to lean towards the need to have a workstation class unit. Please refine what class of system the County is looking for. Would a desktop power supply range of 250W be sufficient? And I5 or I7 Intel Processor would be recommended? A19. A 250 power supply is sufficient as is I5 and/or I7 processor, but the service providers are encouraged to propose what will be most advantageous to the County. Q20. Will Gwinnett County consider removing the bonds for this RFP? A20. Yes. Therefore, please remove from the solicitation pages 25, 26, 27, 28, 29, 30 and 31. In addition, on page 1, please remove pages 25 & 26 from the list of required pages to return. Q21. Is the County expecting each service provider to propose all three of the listed OEMs (HP, Dell, and Lenovo)? Is it acceptable to propose one or two of the OEMs? A21. Each service provider should offer their best priced offering which meets the specifications the County has outlined. The proposed and awarded OEM will be the standard for the length of the contract. Q22. Page 10, Please elaborate on the Damaged equipment not covered under the warranty under the Business Plan Section. A22. In the service provider s proposal response the service provider should describe the plant to handle items damaged during un-packing, or by the installation teams as these items would not be covered under warranty.

5 Page 5 Q23. Would the County consider the awarded service provider providing the imaging? A23. No. This addendum should be signed in the space provided below and returned with your proposal. Failure to do so may result in your proposal being deemed non-responsive. Thank you. Terri Shirley Purchasing Associate II Authorized Representative Company Name