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TARRANT COUNTY PURCHASING DEPARTMENT

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Company Name:
_____________________
TARRANT COUNTY
PURCHASING DEPARTMENT
MELISSA LEE, C.P.M., A.P.P.
ACTING PURCHASING AGENT
RFP FOR NO. 2021-062
REQUEST FOR PROPOSALS
FOR
ANNUAL CONTRACT
FOR
TECH REFRESH PROGRAM
PROPOSALS DUE FEBRUARY 22, 2021
2:00 P.M.
RFP NO. 2021-062
TABLE OF CONTENTS
PRE-PROPOSAL CONFERENCE .................................................................... 1
OPENING DATE, TIME, PROCEDURES, CONTACTS .................................... 2
GENERAL CONDITIONS ................................................................................. 2
SPECIAL TERMS AND CONDITIONS OF THE CONTRACT ........................... 7
STATEMENT OF WORK
I. PURPOSE .................................................................................................... 9
II. CURRENT ENVIRONMENT ........................................................................ 9
III. SCOPE OF WORK FOR INSTALLATION ................................................... 10
IV. SCOPE OF HARDWARE ............................................................................ 13
V. PROPOSAL SUBMISSION ......................................................................... 17
VI. EVALUATION CRITERIA AND PROCESS ................................................. 19
TARRANT COUNTY HUB POLICY ................................................................ 22
FORMS AND QUESTIONNAIRES
DISADVANTAGED BUSINESS ENTERPRISES FORM ............................................... 26
REFERENCES .............................................................................................................. 27
SIGNATURE FORM ...................................................................................................... 29
COMPLIANCE WITH FEDERAL AND STATE LAWS ................................................... 31
DEFICIENCIES AND DEVIATIONS FORM ................................................................... 32
NO PROPOSAL RESPONSE FORM ............................................................................ 33
PRICE FORMS .............................................................................................................. 34
This Table of Contents is intended as an aid to Respondents and not as a comprehensive
listing of the proposal package. Respondents are responsible for reading the entire
proposal package and complying with all specifications.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 1 OF RFP NO. 2021-062
PRE-PROPOSAL CONFERENCE
All Respondents are encouraged to attend a Pre-Proposal Conference to be held:
A PRE-PROPOSAL GOTOMEETING VIDEO CONFERENCE WILL BE HELD:
WEDNESDAY, FEBRUARY 3, 2021 AT 2:00 P.M.
RSVP: Respondents planning to attend the Pre-Proposal GoToMeeting Video
Conference must RSVP to Gwen Peterson, via fax 817-884-2629 or, if unable to
fax, email to BidQuestions-RSVP@tarrantcounty.com by 5:00 p.m., Tuesday,
February 2, 2021. Confirmed receipt by Tarrant County of this email is required.
An RSVP must be completed by each company representative wishing to participate
in the GoToMeeting and an email address must be provided for each.
After the RSVP deadline, a GoToMeeting invitation will be sent to participants.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 2 OF RFP NO. 2021-062
Tarrant County is soliciting proposals for the ANNUAL CONTRACT FOR TECH REFRESH
PROGRAM for the INFORMATION TECHNOLOGY DEPARTMENT.
THE ORIGINAL AND SIX (6) COPIES
OF
COMPLETED PROPOSALS
MUST BE RECEIVED IN THE
PURCHASING DEPARTMENT
AT 100 E. WEATHERFORD, SUITE 303
FORT WORTH, TEXAS 76196-0104
ON OR BEFORE FEBRUARY 22, 2021 AT 2:00 P.M.
All proposals, are due in the Tarrant County Purchasing Department by the due date in
sealed envelopes or boxes. All proposals must be clearly marked with the Proposal
Number, the name of the company submitting the proposal package, and date and time
of opening on the outside of the envelope/box and/or Air Bill/Delivery Receipt. Original
proposal must be clearly marked "ORIGINAL" and contain all original signatures. “No-Bid”
response to be returned on the form included in the section under forms.
Any proposal received after the date and hour set for Proposal opening will not be
accepted. The Respondent will be notified and will advise Tarrant County Purchasing as
to the disposition by either pick up, return at Respondent’s expense, or destroyed with
written authorization of the Respondent. If Proposals are sent by mail to the Tarrant County
Purchasing Department, the Respondent shall be responsible for actual delivery of the Proposal
package to the Tarrant County Purchasing Department before the date and hour set for Proposal
opening. If mail is delayed either in the postal service or in the internal mail system of Tarrant
County beyond the date and hour set for the Proposal opening, proposals thus delayed will not
be considered and will be disposed of as authorized.
Proposals may be withdrawn at any time prior to the official opening. Alterations made before
opening time must be initialed by Respondent guaranteeing authenticity. After the official
opening, Proposals become the property of Tarrant County and may not be amended, altered
or withdrawn without the recommendations of the Tarrant County Purchasing Agent and the
approval of Tarrant County Commissioners Court.
Tarrant County is exempt from Federal Excise and State Sales Tax, therefore, tax must not be
included in the proposal. The County is not exempt from Surplus Lines Tax or Texas Stamping
Tax.
Tarrant County reserves the right to accept or reject in part or in whole any proposals submitted,
and to waive any technicalities for the best interest of the County.
No oral explanation or instructions will be given by County officials or employees in
regard to the meaning of the proposal specifications before the award of the contract
unless authorized by the Tarrant County Purchasing Agent or their designee. Request
from interested proposers for additional information or interpretation of the information
included in the specifications should be directed in writing to:
GWEN PETERSON, C.P.M., A.P.P., SENIOR BUYER
FAX: (817) 884-2629
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 3 OF RFP NO. 2021-062
All documents relating to this proposal including but not limited to, the proposal document,
questions and their responses, addenda, and special notices will be posted under the
proposal number on the Tarrant County website and available for download by interested
parties. No documents will be faxed or emailed after the initial Notice of Intent prior to
award. It is the Respondent’s sole responsibility to review this site and retrieve all related
documents prior to the Proposal due date.
The deadline for receipt of all questions is 12:00 p.m., CST, Thursday, February 4, 2021. After
this deadline, all questions and responses will be posted on the website and available for
download by interested parties.
All questions must be submitted in writing and directed to Gwen Peterson, via fax at 817-884-
2629 or, if unable to fax, emailed to BidQuestions-RSVP@tarrantcounty.com.
Faxed Questions: Faxed questions must reflect the RFP number or include the RFP cover
page.
Emailed Questions: The email must include the RFP No. in its subject and confirmation of
receipt by Tarrant County is required.
All Proposal Response Forms and questionnaires must be fully completed and included
in your response. Detailed specifications have been provided, and any deviations or
exceptions must be referenced on the designated response forms that have been
provided. Unless deviations are specifically stated herein, benefits will be provided
according to the specifications at no additional charge.
The proposal is issued in compliance with the County Purchasing Act, Section 262.030.
Negotiations may be conducted with responsible Respondent(s) who submit Proposals
determined to be reasonably susceptible of being selected for award.
It is the Respondent’s sole responsibility to print and review all pages of the Proposal
document, attachments, questions and answers, addenda, and special notices. The
Signature Form must be signed and returned. Failure to provide signature on this form
renders Proposal non-responsive. Failure to complete and submit all required forms,
including but not limited to References, Compliance with Federal and State Laws,
Questionnaires, Addenda (including revised forms), and any other specified forms or documents
will be grounds for rejection of entire proposal.
CONFIDENTIALITY: Any material that is to be considered confidential in nature must be clearly
marked as such and may be treated as confidential to the extent allowable in the Texas Public
Information Act. Pricing information is not considered confidential. Trade secrets or confidential
information MUST be placed in a separate envelope marked “CONFIDENTIAL
INFORMATION” and EACH PAGE must be marked “CONFIDENTIAL INFORMATION.”
Tarrant County will make every effort to protect these papers from public disclosure as outlined
in Texas Local Government Code, Section 262.030(c).
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 4 OF RFP NO. 2021-062
The Texas Public Information Act gives the public the right to request access to government
information, subject to certain narrow exceptions. Tarrant County is an entity subject to this Act.
Therefore, please be advised that your company's declaration that certain information submitted
in response to a Proposal is "confidential" will not be treated as such if the County receives a
request for a copy of the Proposal. Tarrant County will, of course, make every effort to inform
your company of such a request and to provide you with an opportunity to object to the release
of any proprietary information per the procedure outlined in Texas Government Code Section
552.305. Notice to your company under Section 552.305 may be sent via either certified mail
or e-mail using the contact information provided by you on the signature form. Please be advised
that Tarrant County cannot and will not make an agreement to withhold information from the
public contrary to the County’s responsibilities under the Act.
Additionally, to the extent your proposal is incorporated into the contract, the proposal will
become an official record available for public inspection.
Proposals shall be opened to avoid disclosure of contents to competing Respondents and kept
secret during the process of negotiation. All Proposals that have been submitted shall be open
for public records request after the contract is awarded, except for trade secrets and confidential
information contained in the proposals and identified as such.
All proposals shall specify terms and conditions of payment, which will be considered as part of,
but not control, the award of the proposal. County review, inspection, and processing
procedures ordinarily require thirty (30) days after receipt of invoice, materials, or service.
Proposals which call for payment before thirty (30) days from receipt of invoice, or cash discounts
given on such payment, will be considered only if, in the opinion of the Tarrant County
Purchasing Agent, the review, inspection, and processing procedures can be completed as
specified.
Invoices shall be sent directly to the Tarrant County Auditor’s Office, Attention: Accounts
Payable, 100 East Weatherford, Room 506, Fort Worth, Texas 76196, or email to
SAP-invoices@tarrantcounty.com. In accordance with the Prompt Payment Act, it is the
intention of Tarrant County to make payment on completed orders within thirty (30) days after
receipt of invoice or items; whichever is later, unless unusual circumstances arise. Invoices
must be fully documented as to labor, materials, and equipment provided and must
reference the Tarrant County Purchase Order Number in order to be processed. No
payments shall be made on invoices not listing a Purchasing Order Number.
Continuing non-performance of the Vendor in terms of specifications shall be a basis for the
termination of the contract by Tarrant County. Tarrant County shall not pay for work, equipment,
or supplies which are unsatisfactory. The vendor will be given a reasonable opportunity before
termination to correct deficiencies. This, however, shall in no way be construed as negating the
basis for termination for nonperformance.
The contract may be terminated by either party upon written thirty (30) days’ notice prior to
cancellation.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 5 OF RFP NO. 2021-062
Proposals will be considered non-responsive if they show any omissions, alteration of form,
additions or conditions not called for, or inconsistencies of any kind. However, Tarrant County
reserves the right to waive any inconsistencies and to make an award in the best interest of the
County.
Proposals may be deemed non-responsive, among other reasons, for any of the following
specific reasons:
1. Proposals containing any inconsistencies.
2. Unbalanced value of any items.
Respondents may be disqualified and their proposals not considered, among other reasons, for
any of the following specific reasons:
1. Reason for believing collusion exists among the Respondents.
2. Reasonable grounds for believing that any Respondent is interested in more than
one proposal for the work contemplated.
3. The Respondent being interested in any litigation against the County.
4. The Respondent in the arrear on any existing contract or having defaulted on a
previous contract.
5. Lack of competency as revealed by a financial statement, experience, and
equipment, questionnaires, etc.
6. Uncompleted work that in the judgment of the County will prevent or hinder the
prompt completion of additional work, if awarded.
7. Respondents shall not owe delinquent property tax in Tarrant County.
8. Respondent past performance record with Tarrant County.
9. Limited competition.
Due care and diligence have been used in the preparation of this information, and it is believed
to be substantially correct. However, the responsibility for determining the full extent of the
exposure and the verification of all information presented herein shall rest solely with the
Respondent. Tarrant County and its representatives will not be responsible for any errors or
omissions in these specifications, nor for the failure on the part of the Respondent to determine
the full extent of the exposures.
The successful Vendor may not assign their rights and duties under an award without the written
consent of Tarrant County Purchasing Agent. Such consent shall not relieve the assignor of
liability in the event of default by the assignee.
Audit Clause: The Vendor must agree that Tarrant County will, until the expiration of twelve
(12) months after final payment under this agreement, have access to and the right to examine
at reasonable times any directly pertinent books, documents, papers and records (hard copy, as
well as computer generated data) of the Vendor involving those transactions related to this
solicitation. The Vendor must agree that Tarrant County will have access during normal working
hours to all necessary facilities, staff and workspace in order to conduct audits. Tarrant County
will provide the vendor with reasonable advance notice of intended audits. The Vendor must
provide records within ten (10) business days or a mutually agreed upon timeline.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 6 OF RFP NO. 2021-062
TO THE EXTENT PERMITTED BY LAW, VENDOR AGREES TO DEFEND, INDEMNIFY AND
HOLD TARRANT COUNTY, ITS OFFICIALS, AGENTS, SERVANTS AND EMPLOYEES,
HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS AND
EXPENSES OF ANY KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY
DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO OWNER’S BUSINESS
AND ANY RESULTING LOST PROFITS), EMPLOYMENT MATTERS, AND/OR PERSONAL
INJURY, INCLUDING DEATH, THAT MAY RELATE TO OR ARISE OUT OF OR BE
OCCASIONED BY (i) VENDOR’S BREACH OF ANY OF THE TERMS OR PROVISIONS OF
THIS AGREEMENT OR (ii) ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL
MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES,
CONTRACTORS OR SUBCONTRACTORS, RELATED TO THE PERFORMANCE OF THIS
AGREEMENT.
RESPONDENT(S) WILL COMPLY WITH ALL STATE, FEDERAL, AND LOCAL LAWS
INCLUDING BUT NOT LIMITED TO THE AMERICANS WITH DISABILITIES ACT, TITLE VII
OF THE CIVIL RIGHTS OF 1964, AGE DISCRIMINATION IN EMPLOYMENT ACT, CIVIL
RIGHTS ACT OF 1991, FEDERAL INSURANCE CONTRIBUTIONS ACT (FICA), FAIR LABOR
STANDARDS ACT, EQUAL PAY ACT OF 1963 AND THE AFFORDABLE HEALTH CARE ACT,
AS TO TREATMENT AND COMPENSATION OF ITS EMPLOYEES.
RESPONDENT(S) WILL PREPARE PAYROLL CHECKS, MAKE ALL NECESSARY
DEDUCTIONS AND PAY ALL TAXES, MAINTAIN INSURANCE REQUIRED BY FEDERAL,
STATE, AND LOCAL LAWS. RESPONDENT ACCEPTS FULL RESPONSIBILITY FOR THE
PAYMENT OF WAGES, COMPENSATION, OVERTIME, AND BENEFITS TO PERSONNEL.
RESPONDENT ACCEPTS RESPONSIBILITY FOR PAYMENT OF ALL TAXES,
ASSESSMENTS, FEES, AND FINES THAT MAY BE DUE AND OWING TO ANY LOCAL,
STATE, OR FEDERAL GOVERNMENT AGENCIES.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 7 OF RFP NO. 2021-062
SPECIAL TERMS AND CONDITIONS OF THE CONTRACT
1. CONTRACT TERMS: Vendor(s) will be awarded a four (4) year contract, effective from
May 7, 2021 or notice to proceed as determined by Tarrant County Purchasing. Prices
must remain firm for the entire contract.
2 MINIMUM INSURANCE REQUIREMENTS:
A. Respondent shall take out, pay for and maintain at all times during the prosecution
of the work under the contract, the following forms of insurance, in carriers
acceptable to and approved by Tarrant County.
1. Workers' Compensation/Employer’s Liability:
a. Worker’s Compensation — statutory
b. Employer’s Liability — $500,000
2. Commercial General Liability:
a. Bodily Injury/Personal Injury/Property Damage
– $1,000,000 per occurrence/$2,000,000 aggregate
B. Tarrant County reserves the right to review the insurance requirements of this
section during the effective period of the contract and to require adjustment of
insurance coverage and their limits when deemed necessary and prudent by
Tarrant County based upon changes in statutory law, court decisions, or the claims
history of the industry as well as the Vendor.
C. Required Provisions:
1. Proof of Carriage of Insurance – All Certificates of Insurance will be required
in duplicate and filed with the Purchasing Agent and the Budget and Risk
Management Department at 100 East Weatherford Street, Suite 305, Fort
Worth, TX 76196 prior to work commencing.
2. All certificates shall provide Tarrant County with an unconditional thirty (30)
day written notice in case of cancellation or any major change.
3. As to all applicable coverage, Policies shall name Tarrant County and its
officers, employees, and elected representatives as an additional insured.
4. All copies of the certificates of insurance shall reference the project name
and Proposal number for which the insurance is being supplied.
5. The Respondent agrees to waive subrogation against Tarrant County, its
officers, employees, and elected representatives for injuries, including
death, property damage, or any other loss to the extent the loss, if any, is
covered by the proceeds of insurance.
6. The Respondent is responsible for making sure any subcontractor(s)
performing work under this agreement has the required insurance
coverage(s) and supplies Tarrant County with the proper documents
verifying the coverage.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 8 OF RFP NO. 2021-062
SPECIAL TERMS AND CONDITIONS OF THE CONTRACT
3. CRIMINAL BACKGROUND CHECK:
A. If this contract requires that Vendor personnel access Tarrant County Data (either
on-site or remotely) or access secure areas of Tarrant County Facilities, then
Vendor personnel may be required to undergo a Criminal Justice Information
Services (CJIS) Background Check, a Human Resources Criminal Background
Check, or a Sheriff’s Criminal Background Check. Criminal Background Checks
will be paid for by Tarrant County.
1. The Vendor’s must provide information, including but not limited to,
Employee Name, date of birth, and driver’s license number for each
individual required to pass a Criminal Background Check.
2. Award of a contract could be affected by the Vendor’s refusal to agree to
these terms.
3. Failure of the Vendor to supply personnel who pass a required Criminal
Background Check Could affect the award of the contract or result in the
termination of the contract.
4. The Criminal Background Check applies to the individual and not the
Company.
5. Passing status must be maintained by Vendor personnel for the duration of
the contract.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 9 OF RFP NO. 2021-062
STATEMENT OF WORK
I. PURPOSE:
A. Tarrant County is seeking a proposal from qualified vendors to supply desktops,
laptops and/or tablets for use by Tarrant County staff as part of a business
computer tech refresh program. This agreement must also include the purchase
of monitors, docking stations, and other peripheral inventory items associated with
the above-mentioned items. In addition, laptops and tablets must include a four (4)
year license of Absolute Data and Device Security (DDS). Other options can
include HIPPA compliance software/hardware and other security software such as
data encryption and two factor authentication.
B. The selected vendor must be able to deliver between 1,000 and 2,000 devices per
year. The agreement for the business computer tech refresh program will be
subject to availability of funding and budgetary considerations from year-to-year.
C. Tarrant County does not guarantee a minimum or maximum amount of services
and/or products to be purchased under this RFP. The scope of services and/or
products listed is estimated upon Tarrant County’s need and past history. Tarrant
County may purchase more or less of the services and product amounts than
indicated in the RFP.
II. CURRENT ENVIRONMENT:
A. This section provides a high-level overview of the current services and products
purchased, used or delivered to or by Tarrant County. Vendor(s) should only use
this section as a reference to assist them in the formulation of a proposal. Any
references made regarding type and quantities of services and products are
estimates only. Tarrant County is providing this information as a courtesy and it is
not recommending any methodology, procedure or product. Vendor(s) are
encouraged to be innovative in supplying a solution for the service and products
requirements expressed in this proposal.
B. For the past four (4) years Tarrant County has purchased Dell products under
Tarrant County’s RFP 2017-001, RFP for Tech Refresh Program. Prior to that,
Dell hardware was typically purchased by leveraging the Texas Department of
Information Resources (DIR) contracts. Tarrant County is certified to repair Dell
products and provides those services to its users in-house based on an as needed
basis. Tarrant County is looking for an agreement that will supply services/products
that meet a set of specific minimum requirements which are non-vendor specific.
Management of endpoint devices is currently maintained using System Center
Configuration Manager.
C. Devices are normally delivered to the Tarrant County Plaza Building located at 200
Taylor Street, Fort Worth Texas 76196 for inspection, tagging, imaging and before
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 10 OF RFP NO. 2021-062
distribution to Tarrant County departments. Tarrant County has over 4,500 devices
in use that will be eligible for refresh within the next four (4) years of this agreement.
Deployment of these devices could vary widely from year to year, with the goal of
using the First in First out (FIFO) methodology for replacement.
III. SCOPE OF WORK FOR INSTALLATION:
A. The initial work scope should include the process of planning, staging, acquisition,
installation and removal of the current Tarrant County desktop, laptops and/or
tablet computers in 2021 through 2024. The Supplier will provide the following
staff activities.
1. Planning
a. Coordinate with Tarrant County as hardware is requested.
b. Provide schedule for hardware delivery and installation. Refresh
order will be determined by Tarrant County and the installation
dates will be determined collaboratively by the Vendor Project
Manager and Tarrant County. Installation may begin as soon as
possible after the RFP is awarded.
c. Detail number of Technicians for each phase of installation.
d. Provide weekly status updates.
2. Staging
a. Tagging Barcode Labels (Tarrant County provided) to Computers
and Monitors.
b. Unboxing and boxing equipment.
c. Installing adapter cards.
d. Lifting up to 75 lbs.
e. Moving, pushing, pulling.
f. Operating pallet jacks provided by Tarrant County.
g. Provide own dollies or carts with bungee cords (needed going to
sites).
h. Shrink-wrapping pallets. Shrink wrap provided by Tarrant County.
i. Collecting, breaking down, taking boxes away.
j. Separating plastics / Styrofoam from boxes including CDs.
k. Imaging computers on site at the Plaza Building. OS License will be
provided by Tarrant County
l. Unload computers.
m. Move to staging location.
n. Unbox computers.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 11 OF RFP NO. 2021-062
o. Remove trash, boxes and packing materials from staging area and
dispose at Tarrant County provided on-site trash and recycling
facilities.
p. Install necessary software not included in imaging process. Average
number of additional applications is three (3) to five (5) with an
additional hour to complete.
q. Do necessary paperwork for inventory control.
3. Acquisition
a. Reference Section IV for details on required hardware.
4. Installation
a. Provide own transportation and driving to sites located in Tarrant
County
b. Deliver computer to installation location.
c. Connect and perform wire / cable management.
d. Have customer logon and verify network resources are accessible.
e. Connect and test local and network printers.
f. Connect and test any other peripherals attached to computer.
g. Have customer or customer’s supervisor sign paperwork accepting
computer.
5. Removal
a. Removing barcode tags.
b. The removal of hard drives including system boards, power supplies,
CD ROM drives will be disassembled from the device at the Plaza
Building.
c. Remove current production computer.
d. Transport old computer to staging area.
e. Label and remove hard drive.
f. Place hard drive in temporary storage area, located in the building
where hard drive removed.
g. Do necessary paperwork to have old computer transported to
warehouse, or auction site.
B. The supplier will provide one Project Manager and appropriate number of qualified
computer technicians to assist Tarrant County ITD with services of the desktop
computing systems throughout the County sites. The supplier’s assigned staff will
adhere to the rules and policies of Tarrant County.
C. The scope of services should include, diagnosing and correcting end user
hardware problems and performing advanced troubleshooting. Respondent
should designate in their proposal if the provided services will require an onsite
presence or be provided remotely. If remote, detail the process for transporting the
affected hardware. Assist in maintaining an up-to-date inventory of Tarrant County
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 12 OF RFP NO. 2021-062
related hardware and make the inventory available to Tarrant County personnel
upon request. Assist designated Tarrant County personnel with hardware
purchases. Assist in development of hardware policies and procedures. Any
desktop, laptop or tablet removed from Tarrant County and shipped for repair must
remain within the contiguous forty-eight (48) United States. Tarrant County will be
responsible for asset tracking and the following fields are required. Asset, Sub
Asset, Barcode, Audit Code, Status Code, Location Code, Building Code,
Manufacturer, Model, Hardware Type, Serial Number and Service Ticket Number.
The options for Services should address the following high-level services and
contain a service level agreement (SLA) with a next business day repair or replace
statement:
1. Implementation/Transition services.
2. IT asset tagging & management.
3. Hardware maintenance
4. Hardware installation and removal.
5. Hardware move/add/change.
D. The vendor should supply a sample installation schedule similar to the one
provided in this RFP.
 
Installations
# of Techs
per Day
per Week
cumulative
1
5
25
25
1
5
25
50
1
5
25
75
1
5
25
100
1
5
25
125
1
5
25
150
1
5
25
175
1
5
25
200
Week 9
1
5
25
225
Week 10
1
5
25
250
Week 11
1
5
25
275
Week 12
1
5
25
300
Week 13
1
5
25
325
Week 14
1
5
25
350
Week 15
1
5
25
375
Week 16
1
5
25
400
Week 17
1
5
25
425
Week 18
1
5
25
450
Week 19
1
5
25
475
Week 20
1
5
25
500
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 13 OF RFP NO. 2021-062
F. Tarrant County IT responsibilities
1. Identify the scheduled desktop computing systems for replacement.
2. All communication with Tarrant County Departments regarding scheduled
installations should be coordinated by Tarrant County ITD and vendor
provided project manager.
3. Ensure the desktop computing systems are functioning to the recipient
specifications at the time of installation.
IV. SCOPE OF HARDWARE:
A. Minimum specifications for desktops, laptops, tablets and monitors are listed
below. Configuration management of BIOS and driver updates must be
distributable via System Center Configuration Manager (SCCM).
Standard Micro Desktop Minimum Specifications
ITEM
Minimum Requirements
Notes
Processor
Intel i7 Processor, 10
th
Generation or
Equivalent
Memory
8 GB – 16 GB RAM
Internal Storage
128 GB – 512 GB SATA Drive
OS
n, n-1, n-2
64 bit
Video
HDMI Video Output/HDMI mini/Display
ports
Expansion
Minimum of six (6) USB 2.0 or higher Ports
LAN
One gigabit adapter Ethernet Network
Interface Card
Wireless LAN
Dual band a/b/g/n compatible
Audio
Onboard audio card w/audio-out and mic-in
ports
Input
n/a
Battery
n/a
Power Supply Adapter
US Power Card
Custom Asset Tag
Supplied by Tarrant
County
Graphics
Must support dual monitors
Card Reader
Optional
Speaker bars attachable to the
monitor
Optional
Peripherals
US English Wired USB Keyboard
Wired Mouse with kickbacks
Warranty
4 Year Next Business Day with repair or new
device replacement
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 14 OF RFP NO. 2021-062
Mini Desktop Minimum Specifications
ITEM
Minimum Requirements
Notes
Processor
Intel i7 Processor, 10
th
Generation or
Equivalent
Memory
8 GB – 16 GB RAM
Internal Storage
128 GB – 512 GB SATA Drive
OS
n, n-1, n-2
64 bit
Video
HDMI Video Output/HDMI mini/display ports
CD-ROM Drive
Tray load DVD Drive (Reads and Writes to
DVD/CD)
Expansion
Minimum of six (6) USB 2.0 or higher Ports
LAN
One gigabit adapter Ethernet Network
Interface Card
Wireless LAN
Dual band a/b/g/n compatible
Audio
Onboard audio card w/audio-out and mic-in
ports
Input
n/a
Battery
n/a
Power Supply Adapter
US Power Card
Graphics
Must support dual monitors
Card Reader
Optional
Speaker bars attachable to the
monitor
Optional
Peripherals
US English Wired USB Keyboard
Wired Mouse with kickbacks
Custom Asset Tag
Supplied by Tarrant
County
Warranty
4 Year Next Business Day with repair or
new device replacement
14” Laptop Minimum Specifications
ITEM
Minimum Requirements
Notes
Processor
Intel i7 Processor, 10
th
Generation or
Equivalent
Memory
8 GB – 16 GB RAM
Internal Storage
128 GB – 512 GB SATA Drive
OS
n, n-1, n-2
64 bit
Screen Size
14” non-touchscreen or touchscreen
Video
HDMI Video Output/HDMI mini/Display
ports
Internal CD-ROM Drive
None
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 15 OF RFP NO. 2021-062
Expansion
Minimum of four (4) USB 2.0 or higher
Ports
LAN
One gigabit adapter Ethernet Network
Interface Card
Wireless LAN
802.11 Dual wireless band antennae and/or
Dual band a/b/g/n compatible
Audio
Onboard audio card w/audio-out and mic-in
ports
Input
n/a
Battery
4 cell battery or higher
Power Supply Adapter
US Power Cord
Docking Station
Docking Station with minimum of four USB
2.0 or higher and Video ports
External CD-ROM Drive
Optional
Optional
Carrying Case and/or Sleeve
Optional
Optional
Custom Asset Tag
Supplied by Tarrant
County
Warranty
4 Year Next Business Day with repair or
new device replacement
Absolute Data & Device Security
aka Computrace
Absolute Computrace Complete 4 Year
License
12” Laptop Minimum Specifications
ITEM
Minimum Requirements
Notes
Processor
Intel i7 Processor, 10
th
Generation or
Equivalent
Memory
8 GB – 16 GB RAM
Internal Storage
128 GB – 512 GB SATA Drive
OS
n, n-1, n-2
64 bit
Screen Size
12” non-touchscreen or touchscreen
Video
HDMI Video Output/HDMI mini/Display
ports
CD ROM Drive
None
Expansion
Minimum of four (4) USB 2.0 or higher
Ports
LAN
One gigabit adapter Ethernet Network
Interface Card
Wireless LAN
802.11 Dual wireless band antennae and/or
Dual band a/b/g/n compatible
Audio
Onboard audio card w/audio-out and mic-in
ports
Input
n/a
Battery
4 cell batteries or higher
Power Supply Adapter
US Power Cord
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 16 OF RFP NO. 2021-062
Custom Asset Tag
Supplied by Tarrant
County
Warranty
4 Year Next Business Day with repair or new
device replacement
Absolute Data & Device Security
aka Computrace
Absolute Computrace Complete 4 Year
License
Tablet Minimum Specifications
ITEM
Minimum Requirements
Notes
Processor
Intel i7 Processor, 10
th
Generation or
Equivalent
Memory
8 GB RAM
Internal Storage
128 GB - 256 GB SSD
OS
Windows 8 64-bit, Windows 10 64-bit
Video
Screen: 12” – 13”
Expansion
USB 2.0 or higher Ports
LAN
One gigabit adapter Ethernet Network Interface
Card
Wireless LAN
Wireless: Wi-Fi 802.11 a/b/g/n/ac
Bluetooth®4.0 Low Energy technology
Audio
Onboard audio card w/audio-out and mic-in
ports
Input
n/a
Battery
4 cell or higher battery
Power Supply Adapter
US Power cord
Custom Asset Tag
Supplied by Tarrant
County
Warranty
4 year warranty with Replaceable Option
Monitors/Peripherals Minimum Specifications
ITEM
Minimum Requirements
Notes
24” Flat Panel
Removable & Adjustable Stand
Docking Stations
Speaker Bars
Prefer monitor-
attached speaker
bar
US Wired Keyboard with kick
backs
Wired mouse
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 17 OF RFP NO. 2021-062
V. PROPOSAL SUBMISSION:
A. Proposal submission should be prepared in a straightforward and concise manner,
identifying clearly and succinctly any deviations, service enhancements, and other
differences that exist between the RFP and the proposed services and features to
be provided. Emphasis should be placed on responsiveness to the RFP
requirements, completeness, clarity of content, and conformance to the RFP
instructions.
B. Provide RFP response in the format and order listed below. Do not include any
electronic submission such as CD’s, DVD’s or Flash Drives. Follow the response
guidelines precisely. Tarrant County considers how well a respondent follows RFP
instructions in evaluation of the responses.
1. Required Forms & Executive Summary (Tab 1): This section should be
the first section of your response and should be the forms exactly as they
are presented in the RFP document and in the order stated below. Do not
add items such as headers or footers to these forms. Do not remake these
forms into your own format.
a. Signature Form with signature.
b. Addendum Signature Form(s) with signature (if applicable).
c. Compliance with Federal and State Laws Form with signature.
d. References.
e. Deficiencies and Deviations Form.
f. HUB Certificate/Form for Disadvantaged Business Enterprises and
HUB Certificate (if applicable). Please write N/A on the form if it is
Not Applicable.
g. Confirmation of meeting the required insurance for this RFP (a
sample certificate will suffice).
h. Price Forms
i. Executive Summary: Explain why the proposed solution is the best
in the marketplace.
2. Respondent Experience (Tab 2):
a. This section must provide a thorough proposal to meet the
requirements stated in the RFP.
b. Provide a company profile which details experience in similar efforts.
Details should include how long the company has been in business,
size of the organization, security standards used to protect client
data, and how service level performance statistics are tracked and
reported to clients.
c. Provide details of your company’s experience providing the same
goods and services. Experience should be for work done at a similar
scale as Tarrant County. Additionally, experience with a government
entity is preferred.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 18 OF RFP NO. 2021-062
d. The scope of services should include, diagnosing and correcting end
user hardware problems and performing advanced troubleshooting.
Respondent should designate in their proposal if the provided
services will require an onsite presence or be provided remotely.
e. Provide a sample installation schedule similar to the one shown in
Section III. D.
f. Do you plan to utilize any subcontractors for this engagement? If so,
provide a company profile which details how long the company has
been in business, size of the organization, security standards, and
specifically what services will they provide?
4. Qualifications of Staff (Tab 3):
a. This section should specifically detail the individual experience and
qualifications of the staff, separate from the experience of the
company as a whole.
b. Provide details of the skills and certifications of the staff who will be
assigned to this effort.
5. Proposed Hardware (Tab 4):
Provide hardware specifications for every item you are proposing to meet
the requirements of the hardware listed in Section IV. above.
6. Respondent’s Contracts/Service Level Agreement (Tab 4):
a. All vendor required contracts and or agreements for the proposed
services should be submitted with the response, including a
proposed Statement of Work (SOW), Enterprise Agreements,
Service Level Agreement (SLA), etc. All contracts and agreements
will be preliminarily reviewed by Tarrant County in the evaluation
process.
b. The terms in this RFP document and the Vendor response to RFP
document take precedence over all additional agreements between
Tarrant County and the Vendor associated with this RFP.
c. Prior to an award recommendation, Tarrant County and the vendor
will review all contracts/agreements. The Vendor who appears to be
successful in their proposal will have their contract(s) subjected to
review by Tarrant County’s Criminal District Attorney’s Office.
d. Following this review, the Vendor should incorporate any necessary
changes or addenda into the contract(s) and promptly provide four
(4) signed originals to Tarrant County for contract award and
signature by the Tarrant County Commissioners Court. Once award
has been made, and the contracts have been countersigned, one (1)
complete set will be returned to the Vendor by Tarrant County.
e. Failure of the Vendor to provide all applicable contracts in a timely
and orderly manner may jeopardize award recommendation.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 19 OF RFP NO. 2021-062
f. The contract will be in accordance with the laws of the State of Texas
without giving effect to any choice or conflict of law provision or rule
that would cause the application of the laws of any jurisdiction other
than the State of Texas. The parties mutually consent to the
jurisdiction of the federal and state courts in Tarrant County, Texas
and agree that any action, suit or proceeding concerning, related to
or arising out of this document will be brought only in a federal of
state court in Tarrant County, Texas and the parties agree that they
will not raise any defense or objection or file any motion based on
lack of personal jurisdiction, improper venue, inconvenience of the
forum or the like in any case filed in federal or state court in Tarrant
County, Texas.
g. Arbitration between parties is not allowed.
VI. EVALUATION CRITERIA AND PROCESS:
A. Respondents shall have NO contact regarding this RFP with any known member
of the Evaluation Committee, member(s) of the Tarrant County Commissioners
Court or their staff, or any other Tarrant County elected officials or their staff, prior
to award. Any contact regarding this RFP, may result in the Respondents’
disqualification and removal from consideration by the Tarrant County
Commissioners Court. Contact may only be initiated by the Tarrant County
Purchasing Department for purposes of evaluation and clarification.
B. Approach:
1. The Tarrant County Purchasing Department will guide the evaluation of the
responses received. An Evaluation Committee will be established to
evaluate and score the submitted Proposals. The Evaluation Committee
may consist or representatives from various County Departments.
2. The County reserves the right at its sole determination to include additional
Department(s), Employee(s), or Contractor(s) in the evaluation of proposals
as the County deems necessary.
C. Evaluation Criteria:
1. Vendor Capability and Quality of Response…………………….200 points
a. The manner in which the minimum requirements are met and the
extent to which these requirements are exceeded.
b. Completion of all aspects and information asked for in this RFP.
2. Respondent Experience……………………..…………………..….150 points
a. Respondent’s experience in the delivery of equipment and services
at a scale similar to Tarrant County.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 20 OF RFP NO. 2021-062
3. Qualifications of Staff…………………………..………………...….150 points
a. Staff Experience.
b. Licenses / Certifications
4. Proposed Hardware…………………………………………………150 Points
5. References………….…………………………..…………………….100 points
6. Price………………….…………………………..………………...….250 points
D. Evaluation of Price:
1. Responses will be evaluated separately to score the Price Proposal. Each
proposal should include a detailed list of what is included in the proposed
price breakdown.
2. The VENDOR who submits the lowest total price for Sections A and B on
the Price Forms will receive the maximum price score of 250 points.
3. The Price section will be scored using the following formula:
Lowest Total Price Proposal / Respondent’s Total Price Proposal) x 250
Maximum Price Proposal Points: 250
4. THIS IS AN ALL OR NONE SOLICITATION.
E. Vendor Demonstration and Presentations:
1. Respondents with the highest initial scores may be invited to provide a
product Demonstration and make a Presentation(s) to the Evaluation
Committee. Invited respondents will receive additional direction with the
invitations.
2. If selected, Respondents must be able to demo their solution, products
and/or services. Respondents must be prepared to give virtual
presentations/demos as an alternative to in-person presentations/demos, if
requested by Tarrant County.
3. As part of the demonstration phase of the evaluation, respondents may be
requested to provide a test product of each item that has been proposed so
the Tarrant County team can confirm they are business models. The team
will need to install a system image on the tested machines. The machines
provided for testing must be provided at no charge to Tarrant County. The
machines will be returned (via a return authorization label provided by the
respondent) to the vendor after testing is complete.
4. Evaluation Scores of the Demonstration and Presentations will be based on
the same criteria used for the initial ranking. The
Demonstration/Presentation score for these Respondents will override the
initial score.
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 21 OF RFP NO. 2021-062
5. Tarrant County reserves the right at its sole discretion to determine if
product Demonstration and/or oral Presentation(s) are in the best interest
of Tarrant County. Tarrant County is under no obligation to request product
Demonstrations or Presentations.
F. Contract Negotiations:
1. The Tarrant County Purchasing Department may conduct contract
negotiations along with representatives from the Criminal District Attorney’
Office and other County Departments.
2. The County reserves the right at its sole discretion to determine if pursuing
contract negotiations is in the best interest of the County. The County is
under no obligation to pursue Contract Negotiation.
G. Best and Final Offer (BAFO):
1. The Respondents with the highest scores may be invited to prepare a Best
and Final Offer for consideration by the Evaluation Committee.
2. Tarrant County reserves the right at its sole discretion to determine if
pursuing BAFO(s) is in the best interest of the County. The County is under
no obligation to pursue BAFO(s).
3. In the event, the County elects not to pursue BAFO(s), Contract Negotiation
will be conducted based on the final rankings previously described.
Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 1 of 4
PAGE 22 OF RFP NO. 2021-062
TARRANT COUNTY
HISTORICALLY UNDERUTILIZED
BUSINESSES (HUB) POLICY
I. POLICY STATEMENT
The Tarrant County Commissioners Court, being the policy development and budgetary
control unit of county government, will strive to ensure that all businesses, regardless of
size, economic, social or ethnic status have an equal opportunity to participate in the
County’s procurement processes. The County is committed to promote full and equal
business opportunity for all businesses to supply the goods and services needed to
support the mission and operations of county government, and seeks to encourage the
use of certified historically underutilized businesses (HUBs) through the use of race,
ethnic and gender-neutral means. It is the policy of Tarrant County to involve certified
HUBs to the greatest extent feasible in the County’s procurement of goods, equipment,
services and construction projects while maintaining competition and quality of work
standards. The County affirms the good faith efforts of firms who recognize and practice
similar business standards.
II. DEFINITIONS
Historically underutilized businesses (HUBs), also known as a disadvantaged business
enterprise (DBE), are generally business enterprises at least 51% of which is owned and
the management and daily business operations are controlled by one or more persons
who is/are socially and economically disadvantaged because of his or her identification
as a member of certain groups, including women, Black Americans, Mexican Americans
and other Americans of Hispanic origin, Asian Americans, and American Indians.
Certified HUBs includes business enterprises that meet the definition of a HUB and who
meet the certification requirements of certification agencies recognized by Tarrant
County.
Businesses include firms, corporations, sole proprietorships, vendors, suppliers,
contractors, subcontractors, professionals and other similar references when referring to
a business that provides goods and/or services regardless of the commodity category.
Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 2 of 4
PAGE 23 OF RFP NO. 2021-062
Statutory bid limit refers to the Texas Local Government Code provision that requires
competitive bidding for many items valued at greater than $50,000.
III. POLICY GUIDELINES
A. Tarrant County, its contractors, their subcontractors and suppliers, as well as all
vendors of goods, equipment and services, shall not discriminate on the basis of
race, color, creed, gender, age, religion, national origin, citizenship, mental or
physical disability, veteran’s status or political affiliation in the award and/or
performance of contracts. All entities doing business or anticipating doing
business with the County shall support, encourage and implement affirmative
steps toward a common goal of establishing equal opportunity for all citizens and
businesses of the county.
B. Tarrant County will use and recognize the State of Texas certification process in
conjunction with the implementation of this policy. The County does recognize
other agencies’ certifications. Tarrant County reserves the right to review the
certification status of any vendor applying to do business with the County. This
review will be accomplished to determine the validity and authenticity of the
vendor’s certification as a HUB.
C. The Commissioners Court may establish HUB target goals. Through a systematic
approach of soliciting quotes, bids and proposals from certified HUBs and in
compliance with applicable state and federal law this policy will strive to meet those
goals.
1. Target goals should consider:
• the availability of HUB firms within the specific category of goods or
services to be procured; and
• the diversity of the county’s population.
2. The goals should be reviewed and amended periodically.
3. The program may apply to all County procurements including construction
and professional services.
4. Particular attention will be given to HUB participation on purchases in
excess of the statutory bid limit.
5. The Commissioners Court herein establishes a 20% good faith target goal
for Tarrant County.
Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 3 of 4
PAGE 24 OF RFP NO. 2021-062
D. Tarrant County will actively seek and encourage HUBs to participate in all facets
of the procurement process by:
1. Continuing to increase and monitor a database of certified HUB vendors,
professionals and contractors. The database will be expanded to include
products, areas of expertise and capabilities of each HUB firm.
2. Continuing to seek new communication links with HUB vendors,
professionals and contractors to involve them in the procurement process.
3. Continuing to advertise bids on the County’s website and in newspapers
including newspapers that target socially and economically disadvantaged
communities.
4. Continuing to provide bid notifications to minority Chambers of Commerce.
E. As prescribed by law, the purchase of one or more items costing in excess of the
statutory bid limit must comply with the competitive bid process. Where possible,
those bids will be structured to include and encourage the participation of HUB
firms in the procurement process by:
1. Division of proposed requisitions into reasonable lots in keeping with
industry standards and competitive bid requirements.
2. Where feasible, assessment of bond and insurance requirements and the
designing of such requirements to reasonably permit more than one
business to perform the work.
3. Specification of reasonable, realistic delivery schedules consistent with the
County’s actual requirements.
4. Specifications, terms and conditions reflecting the County’s actual
requirements are clearly stated, and do not impose unreasonable or
unnecessary contract requirements.
F. A HUB Policy statement shall be included in all specifications. The County will
consider the bidder’s responsiveness to the HUB Policy in the evaluation of bids
and proposals. Failure to demonstrate a good faith effort to comply with the
County’s HUB policy may result in a bid or proposal being considered non-
responsive to specifications.
G. The Tarrant County Purchasing Department will actively seek the participation of
HUB firms in the quotation process for purchases under the statutory bid limit.
HUB firms will be identified on the computerized database and linked to the
commodities they represent. Buyers will be encouraged to use available internal
and external databases of certified HUB firms.
Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 4 of 4
PAGE 25 OF RFP NO. 2021-062
H. Nothing in this policy shall be construed to require the County to award a contract
other than to the lowest responsive bidder meeting specifications. This policy is
narrowly tailored in accordance with applicable law.
IV. ADMINISTRATIVE GUIDELINES
A. The Tarrant County Purchasing Department shall serve as the County’s HUB
Office with responsibility for the implementation, monitoring and general
operations of the HUB policy. The Purchasing Agent shall serve as the County
HUB Officer.
1. The HUB Officer will establish procedures to implement this policy across
the full spectrum of the procurement process. The County HUB Office will
periodically review with department head and elected officials regarding
procurement opportunities.
2. Managing the policy and training buyers and other County personnel in
order to meet County goals will be the responsibility of the HUB Office.
3. The HUB Office will cooperate with other local government entities to
increase HUB participation throughout the county and region. The HUB
Office is encouraged to participate in educational and other outreach
programs to assist HUB firms.
4. The HUB Officer will receive and review complaints and recommendations
regarding the implementation of the HUB Policy and the good faith efforts
of bidders. Further, the HUB Office will audit for compliance to the HUB
Policy on eligible projects after award, during the performance of the
contract and after completion, while also making any recommendations to
Commissioners Court regarding any irregularities or misrepresentation of
facts as they relate to compliance with the policy. The HUB Office will
review documentation submitted by HUB firms in compliance with this
policy.
5. An annual report along with recommendations shall be provided to the
Commissioners Court and Purchasing Board. The annual report will
provide statistical data and efforts reflected in the number of purchase
orders, value of goods and services purchased, percentages to HUB firms,
and outreach and marketing efforts. Other statistics may be required or
requested by the Commissioners Court or Purchasing Board.
510 Historically Underutilized Businesses Policy
Adopted: Court Order 64788 (December 17, 1990)
Amended: Court Order 69958 (December 7, 1993)
Amended: Court Order 99651 (December 28, 2006)
Amended: Court Order 127875 (June 19, 2018)
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 26 OF RFP NO. 2021-062
FOR DISADVANTAGED BUSINESS ENTERPRISES ONLY
Disadvantaged Business Enterprises (DBE) is encouraged to participate in Tarrant County's
Proposal process. The Tarrant County Purchasing Department will provide additional
clarification of specifications, assistance with Forms, and further explanation of procedures to
those DBEs who request it.
Representatives from DBE companies should identify themselves as such and submit a copy of
the Certification.
The County recognizes the certifications of both the State of Texas General Services
Commission HUB Program and the North Central Texas Regional Certification Agency. All
companies seeking information concerning DBE certification are urged to contact.
Texas Procurement and Support Services North Central Texas
Statewide HUB Program Regional Certification Agency
1711 Jacinto Blvd. 624 Six Flags Drive, Suite 100
PO Box 13047 OR Arlington, TX 76011
Austin, TX 78711-3047 (817) 640-0606
(512) 463-5872
If Respondent is already certified, attach a copy of your certification to this form and
return with Proposal.
COMPANY NAME: ______________________________________________________
REPRESENTATIVE: ____________________________________________________
ADDRESS: ____________________________________________________________
CITY, STATE, ZIP: ______________________________________________________
TELEPHONE NO. __________________________ FAX NO. ____________________
Indicate all that apply:
______Minority-Owned Business Enterprise
______Women-Owned Business Enterprise
______Disadvantaged Business Enterprise
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 27 OF RFP NO. 2021-062
REFERENCES
Please list three (3) references, other than past or present employees of Tarrant County,
who can verify your performance as a Vendor. Performance includes but is not limited to, sales
and/or service, delivery, invoicing, and other items as may be required for Tarrant County to
determine Respondent’s ability to provide the intended goods or service of this Proposal. Tarrant
County PREFERS references to be from Government customers. References must be able to
verify the quality of service Respondent’s company provide and that the respondent has
completed a project of similar size and scope of work in this solicitation. Inaccurate, obsolete or
negative responses from the listed references could result in rejection of your Proposal.
Failure to supply the required references will deem Respondent as non-responsive and will not
be considered for the award.
Respondent involvement with reference checks is not permitted. Only Tarrant County or its
designee will conduct reference checks. Any deviation to this will result in rejection of your
response.
REFERENCE ONE
GOVERNMENT/COMPANY NAME: ________________________________________________________________
ADDRESS: ___________________________________________________________________________________
CONTACT PERSON AND TITLE: _________________________________________________________________
TELEPHONE NUMBER: _________________________________________________________________________
E-MAIL ADDRESS: _____________________________________________________________________________
SCOPE OF WORK: ____________________________________________________________________________
CONTRACT PERIOD: ___________________________________________________________________________
REFERENCE TWO
GOVERNMENT/COMPANY NAME: ________________________________________________________________
ADDRESS: ___________________________________________________________________________________
CONTACT PERSON AND TITLE: _________________________________________________________________
TELEPHONE NUMBER: _________________________________________________________________________
E-MAIL ADDRESS: _____________________________________________________________________________
SCOPE OF WORK: ____________________________________________________________________________
CONTRACT PERIOD: ___________________________________________________________________________
REFERENCES MUST BE RETURNED WITH PROPOSAL!
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 28 OF RFP NO. 2021-062
REFERENCES
REFERENCE THREE
GOVERNMENT/COMPANY NAME: ________________________________________________________________
ADDRESS: ___________________________________________________________________________________
CONTACT PERSON AND TITLE: _________________________________________________________________
TELEPHONE NUMBER: _________________________________________________________________________
E-MAIL ADDRESS: _____________________________________________________________________________
SCOPE OF WORK: ____________________________________________________________________________
CONTRACT PERIOD: ___________________________________________________________________________
REFERENCES MUST BE RETURNED WITH PROPOSAL!
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 29 OF RFP NO. 2021-062
SIGNATURE FORM
The undersigned, on behalf of and as the authorized representative of Respondent, agrees this
proposal becomes the property of Tarrant County after the official opening.
The undersigned affirms that the Respondent has familiarized itself with the local conditions
under which the work is to be performed; satisfied itself of the conditions of delivery, handling,
and storage of equipment and all other matters that may be incidental to the work, before
submitting a proposal.
The undersigned agrees, on behalf of Respondent that if this Proposal is accepted, Respondent
will furnish all materials and services upon which price(s) are offered, at the price(s) and upon
the terms and conditions contained in the specifications. The period for acceptance of the
Proposal will be ninety (90) calendar days.
The undersigned affirms that they are duly authorized to execute this contract, that this Proposal
has not been prepared in collusion with any other Respondent, nor any employee of Tarrant
County, and that the contents of this Proposal have not been communicated to any other
Respondent or to any employee of Tarrant County prior to the official opening of the Proposal.
Respondent hereby assigns to Tarrant County all claims for overcharges associated with this
contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq.,
and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code,
Section 15.01, et seq.
The undersigned affirms that they have read and understand the specifications and any
attachments contained in this Solicitation. Failure to sign and return this form will result in
the rejection of the entire Proposal.
Signature ____________________________________________________X
Authorized Representative
___________________________________ ___________________________________
Legal Name of Company
Date
___________________________________ ___________________________________
Street Address Printed Name of Authorized Representative
___________________________________ ___________________________________
City, State and Zip Title of Authorized Representative
___________________________________ ___________________________________
Telephone Number Fax Number
E-Mail Address__________________________________
AFTER HOURS EMERGENCY CONTACT: Name: _______________________________
Tel. No: ______________________________
THIS FORM MUST BE SIGNED.
THE ORIGINAL WITH ORIGINAL SIGNATURE AND SIX (6) COPIES MUST BE RETURNED WITH PROPOSAL!
Did you sign and submit all
Required Forms?
If not, your Proposal
will be rejected!
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 30 OF RFP NO. 2021-062
COMPANY IS:
Business included in a Corporate Income Tax Return? ______YES ______NO
_____Corporation organized & existing under the laws of the State of ____________________
_____Partnership consisting of _________________________________________________
_____Individual trading as ______________________________________________________
_____Principal offices are in the city of ____________________________________________
DUNS Number: _________________
CAGE Code: _________________
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 31 OF RFP NO. 2021-062
COMPLIANCE WITH FEDERAL AND STATE LAWS
CERTIFICATION OF ELIGIBILITY
By submitting a Proposal in response to this solicitation, the Respondent certifies that at the time
of submission, they are not on the Federal Government’s list of suspended, ineligible, or
debarred entities.
In the event of placement on the list between the time of Proposal submission and time of award,
the Respondent will notify the Tarrant County Purchasing Agent. Failure to do so may result in
terminating this contract for default.
RELATING TO STATE CONTRACTS WITH AND INVESTMENTS IN COMPANIES THAT
BOYCOTT ISRAEL AND INVESTMENTS IN COMPANIES THAT DO BUSINESS WITH IRAN,
SUDAN, OR ANY KNOWN FOREIGN TERRORIST ORGANIZATIONS.
Bidder verifies that they do not boycott Israel and will not boycott Israel in accordance with
Texas Government Code Sections 2270.001(2) and 808.001 during the term of this contract.
Bidder further verifies that they are not engaged in business with Iran, Sudan, or any foreign
terrorist organization. The term “foreign terrorist organization” means an organization
designated as a foreign terrorist organization by the United States Secretary of State as
authorized by 8 U.S.C. Section 1189.
DISCLOSURE OF INTERESTED PARTIES
The law states that a governmental entity may not enter into certain contracts with a nonexempt
business entity unless the business entity submits a disclosure of interested parties to the
governmental entity. By submitting a Proposal in response to this solicitation, the Respondent
agrees to comply with HB 1295, Government Code 2252.908. Respondent agrees to provide
Tarrant County Purchasing Agent, and/or requesting department, the “Certificate of Interested
Parties,” Form 1295 as required, within ten (10) business days from notification of pending
award, renewal, amended or extended contract.
Signature _____________________________________________________X
THIS FORM MUST BE SIGNED.
THE ORIGINAL WITH ORIGINAL SIGNATURE AND SIX (6) COPIES MUST BE RETURNED WITH PROPOSAL!
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 32 OF RFP NO. 2021-062
DEFICIENCIES AND DEVIATIONS FORM
Following is a listing of ALL deficiencies and deviations from the requirements as outlined in this
Proposal. Unless specifically listed, your response will be considered to be in FULL compliance
with the Proposal. Respondent assumes the responsibility of identifying all deficiencies and
deviations and if not identified, all requirements of the Proposal stipulated must be fulfilled at no
additional expense to Tarrant County.
THE ORIGINAL AND SIX (6) COPIES SHOULD BE RETURNED WITH PROPOSAL!
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 33 OF RFP NO. 2021-062
NO-PROPOSAL RESPONSE
In the event that your organization chooses not to submit a bid/proposal for this solicitation, the
Tarrant County Purchasing Department is interested in the reasons why vendors have chosen
not to submit bids/proposals in order to better serve the taxpayers of Tarrant County. Please
indicate your reason(s) by checking all applicable items below and return this form to the address
shown below.
□ Could not meet specifications.
□ Items or materials requested not manufactured by us or not available to our company.
□ Insurance requirements too restricting.
□ Bond requirements too restricting.
□ The scope of services not clearly understood or applicable (too vague, too rigid, etc.)
□ The project not suited to our organization.
□ Quantities too small.
□ Insufficient time allowed for preparation of bid/proposal.
□ Other (please specify).
Vendor Name: ______________________________________________________________
Contact Person: _____________________________________________________________
Telephone: _________________________________________________________________
Email: _____________________________________________________________________
Please send your response to:
Tarrant County Purchasing Department
100 E. Weatherford, Suite 303
Fort Worth, TX 76196
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 34 OF RFP NO. 2021-062
PRICE FORM
The quantity counts in the “Est. Qty.” columns are estimates to calculate hypothetical
Extended Prices. The quantities are not guaranteed, are subject to change, and
represent year one estimates.
A. INSTALLATION PRICE (SERVICES ONLY):
Equipment to be installed
Unit
Price
Est.
Qty.
Extended
Price
Standard Micro Desktop
$
100
$
Mini Desktop
$
100
$
14” Laptop
$
400
$
12” Laptop
$
100
$
12”-13” Tablet
$
100
$
24” Flat Panel Monitor
$
200
$
Docking Stations
$
600
$
TOTAL $
B. HARDWARE (HARDWARE ONLY):
Hardware
Unit
Price
Est.
Qty.
Extended
Price
Standard Micro Desktop
$
100
$
Mini Desktop
$
100
$
14” Laptop
$
400
$
12” Laptop
$
100
$
12”-13” Tablet
$
100
$
24” Flat Panel Monitor
$
200
$
Docking Stations
$
600
$
TOTAL $
TOTAL FOR ALL SECTIONS (A and B) of Price Form: $ ________________
NOTE: IN THE EVENT OF A DISCREPANCY BETWEEN UNIT AND EXTENDED PRICE, UNIT PRICE SHALL
GOVERN. TARRANT COUNTY RESERVES THE RIGHT TO DEEM A RESPONSE AS “NON-
R
ESPONSIVE” FOR MATHEMATICAL ERRORS.
THE ORIGINAL AND SIX (6) COPIES OF THIS FORM MUST BE RETURNED WITH PROPOSAL!
RFP FOR ANNUAL CONTRACT FOR TECH REFRESH PROGRAM
PAGE 35 OF RFP NO. 2021-062
PRICE FORM
C. OPTIONAL PERIPHERALS AND ACCESSORIES: (LIST ANY ADDITIONAL
PERIPHERALS AND ACCESSORIES AND YOUR FIRM FIXED PRICE FOR THE
TERM OF THE CONTRACT)
Equipment
Brand and Part Number
Unit
Price
Speaker Bars
$
US Wired Keyboard with kick backs
$
Wired mouse
$
Laptop Case
$
External USB Slim DVD +/- Drive
$
Graphics Card
$
Adapter USB-C to
HDMI/VGZ/Ethernet/USB 3.0
$
$
$
$
$
$
$
$
$
$
$
THE ORIGINAL AND SIX (6) COPIES OF THIS FORM MUST BE RETURNED WITH PROPOSAL!
RFP
RFP FOR ANNUAL CONTRACT FOR TECH
REFRESH PROGRAM
FEBRUARY 22, 2021 at 2:00 P.M.
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TARRANT COUNTY PURCHASING DEPARTMENT

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Completed 26 February 2021

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