Purchase of File Servers and Peripheral Equipment on an Annual Contract on an Annual Contract

BL146-26 Page 1
October 7, 2026
INVITATION TO BID
BL146-26
The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified suppliers for the
Purchase of File Servers and Peripheral Equipment on an Annual Contract on an Annual Contract for the Department
of Information Technology Services.
Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL# and
Company Name. Bids will be received until 2:50 P.M. local time on October 29, 2026 at the Gwinnett County
Purchasing Office, 75 Langley Drive, Lawrenceville, Georgia 30046. Any bid received after this date and time will not be
accepted. Bids will be publicly opened and read at 3:00 P.M. Please use the link found here to join, or by dialing 1-323-
676-6170. Access Code is: 855 480 362#. Apparent bid results will be available the following business day on our
website.
Questions regarding bids should be directed to Bethany White, Purchasing Associate II at
Bethany.White@GwinnettCounty.com or by calling 770-822-5149, no later than 3:00 P.M. on October 22, 2026. Bids
are legal and binding upon the bidder when submitted.
Successful contractors will be required to meet insurance requirements. The Insurance Company should be authorized
to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of A-10 or higher.
Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or
activities. Any requests for reasonable accommodations required by individuals to fully participate in any open
meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the
Gwinnett County Justice and Administration Center, 770-822-8165.
The written bid documents supersede any verbal or written prior communications between the parties.
Award will be made to the supplier submitting the lowest responsive and responsible bid. Gwinnett County reserves
the right to reject any or all bids, to waive technicalities, and to make an award deemed in its best interest. Bids may be
split or awarded in entirety. Gwinnett County reserves the option to negotiate terms, conditions and pricing with the
lowest responsive, responsible bidder(s) at its discretion.
Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies
submitting a bid will be notified via email.
We look forward to your bid and appreciate your interest in Gwinnett County.
Bethany White
Purchasing Associate II
The following pages should be returned as your bid: Bid Schedule, Pages 4-6
References, Page 7
Contractor Affidavit and Agreement, Page 9
Code of Ethics Affidavit, Page 10

BL146-26 Page 2
PRESENT OPERATING ENVIRONMENT:
Gwinnett County, Georgia, located 20 miles northeast of Atlanta has approximately 220 servers, and other computer
related peripheral devices. The servers and related peripheral devices are located at multiple locations such as
datacenters throughout the county.
Currently, the County utilizes HP servers. The County's primary operating system for servers is Microsoft
Windows Server 2018 through Microsoft Windows Server 2025.
SCOPE OF PROJECT:
Gwinnett County Information Technology Services is soliciting bids from qualified and responsible suppliers to
provide HP servers, and computer related peripheral devices. The County reserves the right to award to multiple
suppliers. Supplier should be an authorized HP reseller.
The selected service provider should meet the following:
* A company that has been in business 5 years or more directly relating to computer equipment sales and
services for mid to large size companies or governments.
* The ability to provide value added services such as Internet based order tracking, ordering, order history,
system configuration history, and standard or custom system configurations.
REQUIREMENTS:
SERVERS
The County is seeking a primary service provider of HP(R) servers. The successful service provider should be an
authorized service provider or the manufacturer of the proposed equipment. The service provider must be able to
supply the full product line of HP servers including rack mountable, stand alone, and blade servers. The number of
servers purchased will depend on approved projects, budgets, etc.
PERIPHERAL EQUIPMENT
The County is seeking a primary service provider of a wide variety of computer parts and devices such as memory,
internal and external hard drives, USB Flash Drives, Network cards, modems, scanners, etc.
VALUE ADDED SERVICES
The service provider or representative shall provide on-site system configuration support, if needed by the County,
as well as order reconciliation. The service provider must allow the County the ability to configure custom systems
for ordering. The service provider must be capable of processing and accepting orders placed by telephone, fax,
purchase orders, or the Internet. The total quoted price for equipment must include all processing fees, shipping, and
convenience fees. Processing of invoices normally takes 60 days from date of receipt. The County does not pay late
fees, and any service provider wishing to provide service must agree to waive such charges.
SERVICE AND SUPPORT REQUIREMENTS
The service provider or representative must provide support, from the hours of 6:00 AM to 6:00 PM (Eastern Time
Zone), Monday through Friday (excluding Gwinnett County designated holidays).
1. The service provider must assign the County an account manager and a central contact for billing purposes.
2. The service provider shall provide a weekly report stating the status of all pending orders.
3. The service provider shall provide the following service levels:
a) Approved orders must be shipped within 7-14 business days of receipt.
b) The equipment received must be in working order.
c) The service provider must respond to pricing and product information requests within four (4) hours
of receipt.
d) Quote requests must be processed and received no later than (3) business days from receipt.

BL146-26 Page 3
e) All hardware equipment must be configured according to the specifications set forth in the order
and shipped fully configured (no partial ships unless approved by the County).
If any exceptions are taken to any part above, each must be stated in detail and be submitted as part of the bid. If no
exceptions are stated, it is assumed that the bidder fully agrees to the provisions contained here within.
REFERENCES
Provide three (3) references of a similar size and scope for which the service provider has provided similar products
and services. All references must be for services provided within the past five (5) years.

BL146-26 Page 4
FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID PACKAGE MAY RESULT IN REJECTION OF BID.
BID SCHEDULE
Bid price is assuming the purchase of one (1) unit. Bid Price MUST include all shipping and handling
charges. The model listed is for reference purposes only. The County will order different models as needed.
SERVER PRICING SHEET
HP ProLiant DL380 G12 Intel Xeon Processor 3.2 GHz - High Performance Rack Model
Processor Two (2) 1 x Intel Xeon 6517P
3.20 GHzProcessor Kit for HPE ProLiant DL380 Gen12
Memory Four (4) HPE 32GB (1x32GB) Dual Rank x4 DDR5
Storage Controller HPE Smart Array P408i-a SR Gen12 Controller
1st Hard Drive HPE 960 GB Solid State Drive - 2.5" Internal - SATA (SATA/600) -
Read Intensive - Server Device Supported - 0.8 DWPD - Hot
Pluggable
2nd Hard Drive HPE 960 GB Solid State Drive - 2.5" Internal - SATA (SATA/600) -
Read Intensive - Server Device Supported - 0.8 DWPD - Hot
Pluggable
3rd Hard Drive HPE 960 GB Solid State Drive - 2.5" Internal - SATA (SATA/600) -
Read Intensive - Server Device Supported - 0.8 DWPD - Hot
Pluggable
4th Hard Drive HPE 960 GB Solid State Drive - 2.5" Internal - SATA (SATA/600) -
Read Intensive - Server Device Supported - 0.8 DWPD - Hot
Pluggable
5th Hard Drive HPE 960 GB Solid State Drive - 2.5" Internal - SATA (SATA/600) -
Read Intensive - Server Device Supported - 0.8 DWPD - Hot
Pluggable
Power Supply HPE ProLiant DL380 Gen12 Hot Swappable Power Supply
Redundant Power Supply HPE ProLiant DL380 Gen12 Hot Swappable Power Supply
Power Cables Two (2) HP AF556A NEMA 5-15P Power Cables 1.83M C-13
Redundant Fan Options HP Redundant Hot-Plug Fans
Network Card Two (2) Integrated Network Adapters
Rack Mounting Rails Sliding Rails and Cable Management Arm
Server Management iLO Advanced Pack - Single Server 1 Yr.
Warranty 3-Year Next Business Day Onsite
TOTAL PRICE
REFLECTING % OFF
STATE CONTRACT:
Pricing for servers must be stated as a percentage off state contract pricing. Server peripherals will be charged at
the same discount. The County is not requiring service providers to be part of the state contract, but the County is
requesting pricing at a discount off of state contract pricing. State contract pricing for Georgia can be found here:
Hewlett Packard Enterprise (HPE)
State percentage off state contract pricing for server
State percentage off state contract pricing for
peripherals:
servers:
____________ % BELOW STATE CONTRACT PRICING.
____________ % BELOW STATE CONTRACT PRICING.
(must be same as servers)
Service Provider Name ___________________________________________________________________________________________

BL146-26 Page 5
FAILURE TO RETURN THIS PAGE AS PART OF BID DOCUMENT MAY RESULT IN REJECTION OF BID
ADDITIONAL PERIPHERAL EQUIPMENT
Pricing for peripheral devices not available under the state contract must be stated as a percentage above service
provider's cost (not to exceed 8%). Peripheral equipment is defined as any device connected to a computer to
provide communication (input or output) between components such as servers, notebook computers, and printers.
Examples include but are not limited to: hard drives, CD ROMs, memory, internal and external hard drives, USB flash
drives, scanners, modems, network cards, cables, etc. Software is not included in this contract. Price adjustments
will be applied at the time quote is requested. STATE contract or cost figures will be shown on each quote sheet.
State percentage amount above cost for peripherals not
Percentage above cost: ___________%
available under the state contract. (Not to exceed 8%)
Gwinnett County requires pricing to remain firm for the duration of the initial term of the contract. Failure to
hold firm pricing for the initial term of the contract will be sufficient cause for Gwinnett County to declare bid
non-responsive. Contract to begin January 1, 2027 or upon Board of Commissioners approval.
Unless otherwise noted, quoted prices will remain firm for four (4) additional 12-month periods. If a
percentage increase/decrease is a part of the renewal options, please note this in the space provided
Server & Server Peripheral Pricing:
Renewal Option 1 - percentage off STATE Contract Price (not less than original stated %) %
Renewal Option 2 - percentage off STATE Contract Price (not less than original stated %) %
Renewal Option 3 - percentage off STATE Contract Price (not less than original stated %) %
Renewal Option 4 - percentage off STATE Contract Price (not less than original stated %) %
Additional Peripheral Equipment (not available under state contract):
Renewal Option 1 - percentage above cost for peripheral equipment (not to exceed 8%) %
Renewal Option 2 - percentage above cost for peripheral equipment (not to exceed 8%) %
Renewal Option 3 - percentage above cost for peripheral equipment (not to exceed 8%) %
Renewal Option 4 - percentage above cost for peripheral equipment (not to exceed 8%) %
Service Provider Name

BL146-26 Page 6
FAILURE TO RETURN THIS PAGE AS PART OF BID DOCUMENT MAY RESULT IN REJECTION OF BID
BID SCHEDULE
Certification Of Non-Collusion in Bid Preparation
Signature Date
The undersigned acknowledges receipt of the following addenda, listed by number and date appearing on
each:
Addendum No. Date Addendum No. Date
In compliance with the attached specifications, the undersigned acknowledges all requirements outlined in
the "Instructions to Bidders" and all documents referred to therein, if this bid is accepted by the Board of
Commissioners within ninety (90) days of the date of bid opening, to furnish any or all of the items upon
which prices are bid, at the price set opposite each item bid, delivered to the designated point(s) within the
time specified in the bid schedule. By submission of this bid, I understand that Gwinnett County uses
Electronic Payments for remittance of goods and services. Vendors should select their preferred method of
electronic payment upon notice of award. For more information on electronic payments, please refer to the
Electronic Payment information in the instructions to bidders.
Legal Business Name
Complete Address
Does your company currently have a location within Gwinnett County? Yes No
Representative Signature Printed Name
Telephone Number E-mail address

BL146-26 Page 7
FAILURE TO RETURN THIS PAGE AS PART OF BID DOCUMENT MAY RESULT IN REJECTION OF BID
REFERENCES
Provide at least three (3) references of a similar size and scope for which the service provider has provided similar
products and services. All references must be for services provided within the past five (5) years.
Note: References should be customized for each project, rather than submitting the same set of references for
every project bid. The references listed should be of similar size and scope of the project being bid on. Do not
submit a project list in lieu of this form.
1. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Dates
Contact Person Telephone
E-Mail Address
2. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Date
Contact Person Telephone
E-Mail Address
3. Company Name
Brief Description of Project
Completion Date
Contract Amount $ Start Date
Contact Person Telephone
E-Mail Address
Service Provider Name

BL146-26 Page 8
FAILURE TO RETURN THIS PAGE MAY RESULT IN REMOVAL OF YOUR COMPANY FROM COMMODITY LISTING.
BL146-26
Buyer Initials: BW
IF YOU DESIRE TO SUBMIT A "NO BID" IN RESPONSE TO THIS PACKAGE, PLEASE INDICATE BY
CHECKING ONE OR MORE OF THE REASONS LISTED BELOW AND EXPLAIN.
Do not offer this product or service; remove us from your bidder's list for this item only.
Specifications too "tight"; geared toward one brand or manufacturer only.
Specifications are unclear.
Unable to meet specifications
Unable to meet bond requirements
Unable to meet insurance requirements
Our schedule would not permit us to perform.
Insufficient time to respond.
Other
SERVICE PROVIDER NAME
AUTHORIZED REPRESENTATIVE
SIGNATURE

BL146-26 Purchase of File Servers and Peripheral Equipment on an Annual Contract Page 9
CONTRACTOR AFFIDAVIT AND AGREEMENT
(THIS FORM SHOULD BE FULLY COMPLETED AND RETURNED WITH YOUR SUBMITTAL)
By executing this affidavit, the undersigned contractor verifies its compliance with The Illegal Immigration
Reform Enhancements for 2013, stating affirmatively that the individual, firm, or corporation which is contracting
with the Gwinnett County Board of Commissioners has registered with and is participating in a federal work
authorization program* [any of the electronic verification of work authorization programs operated by the United
States Department of Homeland Security or any equivalent federal work authorization program operated by the
United States Department of Homeland Security] to verify information of newly hired employees, pursuant to the
Immigration Reform and Control Act, in accordance with the applicability provisions and deadlines established
therein.
The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection
with the physical performance of services or the performance of labor pursuant to this contract with the Gwinnett
County Board of Commissioners, contractor will secure from such subcontractor(s) similar verification of
compliance with the Illegal Immigration Reform and Enforcement Act on the Subcontractor Affidavit provided in
Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such
compliance and provide a copy of each such verification to the Gwinnett County Board of Commissioners at the
time the subcontractor(s) is retained to perform such service.
_________________________________________ _____________________________________
E-Verify * User Identification Number Date Registered
_________________________________________
Legal Company Name
_________________________________________
Street Address
_________________________________________
City/State/Zip Code
_____________________________________ _____________________________________
BY: Authorized Officer or Agent Date
(Contractor Signature)
For Gwinnett County Use Only:
__________________________________________
Title of Authorized Officer or Agent of Contractor
Document ID #________________
___________________________________________
Issue Date: ___________________
Printed Name of Authorized Officer or Agent
Initials: ______________________
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
_______ DAY OF ______________________, 20_______
________________________________________________
Notary Public
My Commission Expires: ___________________________
* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is "E-Verify" operated by the U.S.
Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security
Administration (SSA)

BL146-26 Purchase of File Servers and Peripheral Equipment on an Annual Contract Page 10
CODE OF ETHICS AFFIDAVIT
PL EASE RE TURN T HIS FOR M COMPLETED WITH YOUR SUBMITTAL. SUBMITTED FORMS ARE REQUIRED
PR IOR TO EVALUATION.
In accordance with Section 54-33 of the Gwinnett County Code of Ordinances the undersigned bidder/proposer
makes the following full and complete disclosure under oath, to the best of their knowledge, of the name(s) of all
elected officials whom it employs or who have a direct or indirect pecuniary interest in or with the vendor, its
affiliates or its subcontractors:
1. __________________________________________________________________________________________
Company Submitting Bid/Proposal
2. Please select one of the following:
No information to disclose (complete only section 4 below)
Disclosed information below (complete section 3 & section 4 below)
3. If additional space is required, please attach list:
Gwinnett County Elected Official Name Gwinnett County Elected Official Name
Gwinnett County Elected Official Name Gwinnett County Elected Official Name
4. BY:
Authorized Officer or Agent Signature Sworn to and subscribed before me this
day of , 20
Printed Name of Authorized Officer or Agent
Title of Authorized Officer or Agent of Contractor Notary Public
(seal)
Note: See Gwinnett County Code of Ethics Ordinance EO2011, Sec. 54-33. The
ordinance will be available to view in its' entirety at GwinnettCounty.com