| Project | UAN Hardware Refresh |
|---|---|
| Project No. | AOS-2024-002 |
| Location | Columbus |
| Description | The AOS UAN organization is seeking responses on an RFQ for the refresh of approximately 2,215 computers and printers across Ohio. The RFQ also includes a services component. |
| Proposal | Review the RFQ (pdf) |
| Awarded To | Xtek Partners, Inc. |
| Status | Bidding for this project is now closed. |
Questions & Answers
Questions and answers will be added and updated below as they are received.
Is there a list of locations for all the equipment?
Yes, this information can be found on UAN's website > Resources > User Directory.
Note that some addresses might change over time, but the spread across the state will remain consistent.
Is there any Help Desk Support needed for set-up or troubleshooting? Or will that be handled by UAN?
All set-up and troubleshooting issues will be addressed by UAN.
Are the PO Boxes representative of how many sites are located in people’s homes? If not, how many personal residences make up the site list?
All clients will be required to provide a shipping address that is not a PO Box. However, the list provided does show the spread of addresses across the state. It should be noted that the shipping address may not be the eventual location of the system. We ask for an entity shipping address that has the best chance for a successful delivery on the first attempt so, for example, an entity may choose a shipping address for the police department since it is continually staffed but the system may be located in the home of the fiscal officer.
We do not know the breakdown of residential versus commercial addresses.
Is the OEM (HP) offering level (parity) pricing to all bidders?
This question was discussed internally. It was decided that UAN would not interfere with the relationships between HP and its partners.
Does the bidder need to be on Ohio State Term Schedule for both product and services?
No, but it can be.
Will UAN assess damages if a delay is caused by factors outside of the firm’s control — for example, if FedEx misses a delivery?
Factors outside of the firm’s control will be discussed with the firm and considered before deciding whether to assess damages.
Are the damages collective or individual — for example, would four delays result in a 1% or 4% assessment?
It is not a per-delay assessment; for this example, it would be 1%.
Aside from the UAN application, what other software will be running on the computers (e.g., email, anti-virus, etc.)?
UAN provides MS Office, Absolute, and ThreatDown; however, clients are permitted to install other software needed by the entity provided it does not conflict with UAN.
What were the selected responses to the last printer and computer purchases?
The following two documents detail the responses:
Printer proposal.pdf
PC-Laptop proposal.pdf
If a desktop or laptop needs to be replaced during a repair, what is the process for getting a new asset tag for the device?
Typically, a client will need to contact UAN Support to restore data when a computer is replaced. At that time, UAN will send the client a new asset tag and make the appropriate inventory changes.
Are you open to the idea of a one-year, next-business-day onsite service for the printers?
UAN is not interested in expanding the scope of the RFQ.
There has been a change to the MFP part number and SKU found in the RFQ.
The model/SKU of the MFP (on page 3 of the RFQ) has been changed to HP LaserJet Pro MFP 4101fdw (2Z619F#BGJ).
HP is aware of the change and will provide pricing accordingly.
What is the historical breakdown of the number of laptops vs. number of desktops?
Historically, the breakdown has been 70% laptops and 30% desktops.
Is there a measured or observed failure rate from the manufacturer related to these parts?
UAN does not have this information from the manufacturer.
In Section C. Services / c. Delivery / Computer Specific Requirements (page 6 of 17), there is a reference to a DVD drive. This peripheral is not mentioned in any other section. Is that device to be included in the package?
This purchase does not include a DVD drive. Please disregard the erroneous reference in Section C.
Once a partner is selected for this RFQ, how soon will a PO be cut?
UAN anticipates a PO on Nov 1, 2024.
Will the desktops and laptops be imaged using Autopilot, or another form of automated configuration / imaging?
UAN will provide a bootable WIN_PE drive that contains the WIM file. The firm’s process will be used to apply the image to both the desktop and laptop computers. UAN will work with the firm with any process that the firm chooses to use in applying the image. Your response should describe the proposed process.
Do you have an approximate time to task for the desktop/laptop imaging process?
The firm will be applying the image to the new desktop and laptop computers. For your estimating purposes, it is estimated that the image will be about 16GB. We anticipate the image being ready for your firm on Dec. 15, 2024.
Should the Warranty options (1, 2, and 3) include the pre-staging / storage of replacement devices in a central warehouse?
Warranty options 1 and 2 should not include pre-staging / storage of replacement devices as the warranty for these options will be through HP. Option 3, depending on your firm’s proposed approach, could include a pre-staging / storage approach.
Should the quote include freight charges (on both the initial delivery and on any subsequent warranty fulfillment activity), or will freight be on the State Auditor's freight account?
Freight charges for the initial delivery should be included in the Services component of the Cost Summary. Warranty options 1 and 2 should not include any subsequent fulfillment costs as the warranty for these options will be through HP. Option 3, depending on your firm’s proposed approach, could include a subsequent fulfillment expense.
Should the selected provider assume that support for all devices falls to a third party, other than the picking and delivery of replacement devices that are under warranty?
Warranty options 1 and 2 will be through HP. Your firm’s description of Option 3 should include a proposed method for clients to submit service requests.