RFB for EDGECOMBE COUNTY SCALE COMPUTING HYPERCONVERGE REPLACEMENT AT EDGECOMBE COUNTY ADMIN BLDG AND ECSO

RFB (Request for Bid) FOR EDGECOMBE COUNTY SCALE
COMPUTING HYPERCONVERGE REPLACEMENT AT EDGECOMBE
COUNTY ADMINISTRATION BUILDING, 201 ST ANDREW ST,
TARBORO, AND EDGECOMBE COUNTY SHERIFF'S OFFICE, 3005
ANACONDA RD, TARBORO
Edgecombe County is seeking bids from qualified vendors to replace Scale Computing
Hyperconverged equipment located at the Edgecombe County Administration Building, 201 St
Andrew St, Tarboro, NC 27886 and the Edgecombe County Sheriff's Office. Bids Must be
submitted by Friday, October 30, 2026 at 10:00 a.m. No bids will be accepted after this time.
All bids must be in writing, sealed and submitted to:
Edgecombe County
Attn: Jayson Webb, Chief Information Officer
P.O. Box 10
201 St. Andrew St. - Room 265
Tarboro, NC 27886
Mandatory Pre-Bid Meeting:
Optional upon request
Questions or Comments:
- All questions and/or comments shall be submitted in writing, no later than Friday
October 23, 2026 by 10:00 a.m.
- Submit questions or comments to: jaysonwebb@edgecombeco.com
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Scope of Work:
The work shall include furnishing all equipment, implements, tools, materials, licenses,
certifications, transportation, labor and supervision necessary for the prosecution and completion
of the work identified in the "Description of Work" outlined below.
Bidder Qualifications:
Only bids from Vendors established in performing this type of service and qualified to handle jobs
of this size may be considered. Prior to the award, Edgecombe County reserves the right to
investigate a bidder's ability to fulfill the requirements of the contract. A list of at least three (3)
references shall accompany each bid.
Performance of Work:
If the Vendor fails to perform the work as directed by this contract or fails to perform the work in
a manner satisfactory to Edgecombe County, work may be performed by other forces as directed
by Edgecombe County. The cost of work so performed will be deducted from any monies due the
Vendor.
Inspection/Cancellation:
All work shall be subject to inspection by an Edgecombe County Inspector at any time. If the
Vendor fails to keep the work on schedule, or performs unsatisfactory work, this contract may be
canceled upon fifteen (15) day written notice.
License and Certifications:
Vendors must demonstrate experience installing, configuring, supporting, and migrating Scale
Computing Hyperconverged Infrastructure. Vendors shall provide documentation of applicable
manufacturer authorizations or certifications and at least three references for projects of
comparable size and complexity completed within the previous five years.
Insurance and Indemnity:
The Vendor shall indemnify and save harmless the County of Edgecombe and its officers, agents,
and employees from all suits, actions or claims of any character brought for any injury or damages
received or sustained by any person, persons, or property by reason any act or failure to act, of
the vendor, its agents or employees, in the performance of the contract.
The Vendor shall furnish a Certificate of Liability Insurance indicating general liability coverage of
at least $1,000,000.00 from an insurance company licensed to do business in the State of North
Carolina along with Workman's Compensation coverage, within ten (10) days after award of the
bid.
Affirmative Action:
The Vendor will take affirmative action in complying with all Federal and State requirements
concerning fair employment and employment of the handicapped and concerning the treatment
of all employees without regard to discrimination by reason of race, color, religion, sex, national
origin, or physical handicap.
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The County invites and encourages participation in this procurement process by
businesses owned by minorities, women, disabled and disabled business enterprises.
Description of Work:
1. Furnishing all specified hardware, software, licenses, support agreements, networking
components, and accessories required for a fully operational system.
2. Installing and configuring all hardware, including rack mounting, network connectivity,
cluster configuration, and integration with existing County infrastructure.
3. Reviewing the existing Scale Computing environments and developing a migration plan in
coordination with Edgecombe County IT staff.
4. Migrating all designated virtual machines and associated workloads from the existing
Scale Computing environments to the new systems.
5. Coordinating all scheduled downtime and migration activities with Edgecombe County IT
to minimize disruption to County operations.
6. Verifying the successful operation of all migrated virtual machines, network connectivity,
and associated services.
7. Verifying the operation of snapshots and replication between systems following migration.
8. Providing documentation of the final hardware configuration, network settings, software
versions, licensing, and support information.
9. Providing a final walkthrough and knowledge-transfer session with Edgecombe County IT
staff.
The project shall not be considered complete until all required systems have been successfully
migrated, tested, and accepted by Edgecombe County IT.
Scale Hardware, Software, and Support must be ordered on a 5yr finance plan, network
equipment will be paid out right and items will be invoiced separately for each location.
Specs: 3 nodes at both sites (both sites will be rack mounted)
Administration Building Scale Computing System Minimum
Processors Per Node: 2 x Intel Xeon Gold Processors with 8C/16T and 3.2GHz or equivalent
processor
RAM Per Node: 768GB of RAM
Hard Drives Per Node: 60TB (3 20TB SAS Drives) and 1 X 7.68TB SSD
Network Card Per Node: 10/25GbE four-port network adapter
Support: 5yr hardware warranty and Scale Software Warranty
Switch: 24 Port Ethernet L3 Switch, 24 x 25GB SFP28 with 4 X 100GB QSFP
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12 Multimode 25Gb SFP28 transceivers for switch
12 3 Meter Fiber Patch Cables
Sheriff's Office Scale Computing System
Processor Per Node: 2 x Intel Xeon Gold Processors with 8C/16T and 3.2GHz or equivalent
processor
RAM Per Node: 384GB of RAM
Hard Drives Per Node: 60TB (3 20TB SAS Drives) and 1X 3.84TB SSD
Network Card Per Node: 10/25GbE four-port network adapter
Support: 5yr hardware warranty and Scale Software Warranty
Switch: 24 Port Ethernet L3 Switch, 24 x 25GB SFP28 with 4 X 100GB QSFP
12 Multimode 25Gb SFP28 transceivers for switch
12 3 Meter Fiber Patch Cables
Bidder Qualifications:
In order for a bid to be accepted as an acceptable bid, bidder must:
- Provide proper licenses and certifications with bid proposal
- Provide three (3) references (if possible, references of work completed at a like facility)
- Provide a completed "Cost Proposal Sheet" or like bid sheet that includes all cost
breakdowns included on the attached "Cost Proposal Sheet"
- Provide "Finance Proposal" for 5-year financing of Scale hardware, software, and
support
- Provide the Bid by the appropriate bid date and time.
Any bid that does not meet the above qualifications will NOT be accepted.
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COST PROPOSAL SHEET
Administration Scale
Financed Equipment
Monthly Payment $____________________
Annual Payment $____________________
Outright Purchased
Materials $____________________
Labor $____________________
Miscellaneous $____________________
Taxes $____________________
Total $_____________________
Sheriff's Office Scale
Financed Equipment
Monthly Payment $____________________
Annual Payment $____________________
Outright Purchased
Materials $____________________
Labor $____________________
Miscellaneous $____________________
Taxes $____________________
Total $_____________________
____________________________________
(Company Name)
_____________________________________ ________________________
(Signature) (Date)
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