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Bid Number: 2017-015
Bid Title: Replacement Computer Workstations
Category: Computer Services & Supplies
Status: Closed




Replacement Computer Workstations for the CITY OF DERBY

March 14, 2017

Sealed bids for Replacement Computer Workstations will be received by the City of Derby, Kansas until 2:00 P.M. - Wednesday, March 29, 2017, after which all bids received will be evaluated by City staff.  We expect to purchase 59 computer units and 30 monitors, but reserve the right to alter this number.

Each bid must be submitted in a sealed envelope, addressed to the City Clerk of the City of Derby, Kansas (“Derby”). Each sealed envelope containing a bid must be plainly marked on the outside of the envelope as: Bid for Replacement Computer Workstations. If submitted by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the City Clerk, 611 Mulberry Rd., Derby, Kansas 67037.

Payment shall be made upon completion of the project, and shall be made no later than 30 days after the completion of all work and receipt of invoice. All questions should be directed to Ted L. Austin, Director of Operations – 316-788-1519 x228

Bids must be good for a period of 60 days.

Derby reserves the right to reject any or all bids.

Bid Price (FOB City of Derby, Kansas)        $ ______________________ each computer unit

Bid Price (FOB City of Derby, Kansas)        $ ______________________ each monitor unit






In order to permit manufacturers to follow standard manufacturing processes, minor deviations from these specifications will be considered. All such deviations from the specifications shall be specifically identified in the bid and will be approved only if such approval, in the opinion of Derby, does not adversely affect the operations, maintenance, productivity or the life of the equipment or any of its parts. All deviations, however insignificant, must be fully explained on response sheets and shall become part of the bid. Derby reserves the right to accept the bid deemed most advantageous to it.

Should you have any questions, contact Ted L. Austin, Director of Operations, 316-788-1519 x228 or .


Processor: Intel Core I7 6th Generation: 6700 3.40 Ghz 64 bit      

Motherboard: Gigabyte 1151 or equivalent

Ram: 8 Gb DDR4-2133 Ram (list system provided)

Storage: 240 Gb 2.5in. SATA3 SSD

Optical Drive: 2 -16x DVD+/- RW

Keyboard: 104 + Keyboard, non generic (list system provided)

Mouse: 2 Button w/scrolling wheel, optical Mouse, non generic (list system provided)

Sound: Integrated Sound Blaster compatible

Speakers: Not Required (Integrated in Monitor)

Network Connection: 10/100/1000 network connection

Case: Mini-tower style, 350W Power supply

Monitor: 24” Flat panel monitor w/ Integrated speakers, ASUS VE247H Widescreen Monitor or equivalent (list system provided)

Operating System: Microsoft Genuine Windows 10 Professional, 64 bit, (no  exception) current edition licensed and installed

Office Software: Microsoft Office Professional 2016, 64 bit (no exception), current edition licensed and installed

Warranty: Three years, parts only (no labor required). If warranty site is located more than 25 miles from Derby City Hall, this warranty must include shipping for replacement parts and any returns required.

Note: We expect to buy 59 computers and 30 monitors.

Note any exceptions to the bid criteria.


The successful Bidder (“Contractor”) will be selected based on bids and any interviews conducted to clarify or verify information or representations included in Bidder’s bid. Derby will evaluate bids based on the following criteria:

  1. Bidder’s ability and capacity to meet all conditions and miscellaneous instructions as outlined herein;
  2. The bid’s conformity with the Minimum Specifications;
  3. Delivery method/timing; and
  4. Cost effectiveness and relative advantage to Derby.

Derby reserves the right to select the service/provider which best meets its required needs, budget constraints, quality levels, and administrative expectations. Due to the importance of this project, Derby also reserves the right to select one or more firms to accomplish this task in a timely manner.


The contract completed as a part of the bid must include:

1) Modification and Termination

  1. Breach by Contractor: If for any reason the Contractor fails to fulfill, in a timely and proper manner, its obligations under this contract, or if the Contractor violates any of the covenants, agreements or stipulations of the contract, Derby shall thereupon have the right to terminate the contract by giving 5 days written notice.
  2. Termination for the convenience of Derby: Derby reserves the right to terminate the contract for convenience at any time during the contract period by giving 5 days written notice. In the event of termination for convenience, the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed prior to the termination of this contract.
  3. Compliance with Kansas law: This contract is in all respects subject to the provisions of the Cash Basis Law (K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A. 79-2935), and other laws of the State of Kansas, and shall be construed and interpreted so as to ensure that Derby is at all times in compliance with such laws. Derby reserves the right to unilaterally modify or terminate this contract at any time if, in the opinion of its legal counsel, the contract may be deemed to violate the terms of such laws.

2) Payments: Payment will be made within a reasonable time following completion of the work.

3) Relationship of Parties: Contractor shall be at all times acting as an independent contractor and not as an officer, agent, or employee of Derby. As an independent contractor, Contractor and any employees of the Contractor shall not be covered by City’s worker’s compensation insurance, nor shall Contractor, or employees of Contractor, be entitled to any current or future benefits provided to employees of Derby. Further, City shall not be responsible for withholding of social security, federal, and/or state income tax, or unemployment compensation from payments made by City to Contractor.

4) Indemnification: Contractor shall hold and save Derby and its officers, agents, servants/employees harmless from liability of any nature of any kind connected with the work to be performed arising out of any negligent or willful act or omission of any employee or agent of Contractor to the degree such indemnification is allowed by law in the performance of the contract.

5) Derby is exempt from sales tax; Contractor’s prices shall be computed accordingly.

6) Bidder will comply with all applicable local, state and federal laws.

7) The “Invitation to Bid” shall be and is hereby incorporated by reference into the contract between the parties.

Publication Date/Time:
3/14/2017 2:00 PM
Closing Date/Time:
3/29/2017 2:00 PM
Submittal Information:
City Clerk, Derby City Hall, 611 Mulberry Rd., Ste. 300., Derby, KS 67037
Bid Opening Information:
City Hall at 2:00 PM
Related Documents:

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