Request for Bids - Desktop PC Towers.pdf

Location:	Kansas
Posted:	Feb 26, 2026
Due:	Mar 13, 2026
Agency:	City of Salina
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Publication URL:	To access bid details, please log in.

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COMPUTER TECHNOLOGY

Corey Scheck — Chief Technology Officer

City of Salina — P.O. Box 736

Salina, Kansas 67402-0736

Telephone: (785) 309-5755

E-mail: corey.scheck@salina.org

Website: salina-ks.gov

REQUEST FOR BIDS (RFB)

Desktop Personal Computers (Tower Only)

City of Salina, Kansas

Solicitation Title

Minimum Quantity

Delivery Capacity

Point of Contact

Submission Methods

Due Date / Time

2026 New Personal Computers (Tower Only)

50 units

Minimum 14 PCs per week

Corey Scheck, Chief Technology Officer

Email (preferred) or Postal Mail

March 13, 2026, 3:00PM CST

Submission Address (USPS): City of Salina, P.O. Box 736, Salina, KS 67402-0736

Physical Delivery (Non‑USPS carriers): City of Salina, 300 W. Ash Street, Room 206, Salina, KS 67401

Email: corey.scheck@salina.org (RE : 2026 PC Request for Bid - Response)

Project Summary

• Procurement for tower-only desktop PCs (includes tower inclusions and power cables only).

• Equipment must meet or exceed Attachment A minimum specifications; bidders must complete the

YES/EXCEPTION compliance table.

• One inspection PC required within seven (7) calendar days of Notice of Intent to Award.

• Warranty: minimum one (1) year; warranty parts/units delivered within 1.5 business days of City

request.

• Optional Extension Period: fifteen (15) months, City option; bidder must indicate whether it can

honor extension terms.

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City of Salina, Kansas

Request for Bids (RFB): Desktop Personal Computers (Tower Only)

1. Purpose

The City of Salina is soliciting sealed bids for the purchase of business-class desktop personal computers ("PCs") as

specified in Attachment A – Minimum Specifications. Bidders must propose equipment that meets or exceeds the

minimum specifications.

This solicitation does not include monitors or other peripheral hardware. The City is procuring the tower unit, tower

inclusions, and power cables only.

2. Quantity (Minimum)

The minimum quantity to be bid is as follows:

Product

Minimum Quantity

New Desktop Personal Computers (Tower Only)

3. Shipping / Delivery Terms

• All bid pricing shall include freight/shipping to the City of Salina Computer Technology Department

(FOB Destination).

• The vendor is responsible for coordinating delivery times with the Computer Technology Department

to ensure the City can receive and inventory equipment.

4. Warranty Requirements (Baseline)

• The desktop PCs and all component parts shall be warranted for fault-free performance for a

minimum of one (1) full year after the date of delivery to the City of Salina Computer Technology

Department.

• The cost of any warranty work required (including parts and labor) shall be borne by the bidder

and/or its manufacturer-authorized service provider.

• Any freight/shipping costs associated with warranty service (including inbound and outbound

shipments) shall be borne by the bidder.

5. Warranty Service Level (Turnaround)

• Replacement parts and/or replacement units required under warranty must be delivered to the

Computer Technology Department no later than one and one-half (1.5) business days from the time

the Computer Technology Department places the warranty order.

• A “business day” is any day the City of Salina’s general offices are open to the public.

6. Price Hold for Additional Quantities (90 Days)

If the City of Salina later wishes to order more than the minimum quantities stated in this solicitation, the winning

bidder shall supply the additional quantities at the winning bid price for a minimum period of ninety (90) calendar

days from the date the City receives the first shipment of PCs under this award, subject to product availability.

7. Pre‑Deployment Inspection Unit (Required)

• The selected vendor shall furnish the Computer Technology Department with one (1) desktop PC

configured exactly per the awarded bid (the “Inspection PC”).

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• Delivery of the Inspection PC must be made no more than seven (7) calendar days after the City

issues a Notice of Intent to Award.

• If the selected vendor fails to meet this schedule, the City may disqualify the vendor and designate the

next best bidder. That vendor will then have seven (7) calendar days to deliver an Inspection PC for

evaluation.

8. Delivery Capacity Requirement

• The successful bidder must be able to deliver a minimum of fourteen (14) PCs per week until the

order is filled.

• The actual number of PCs to be delivered and the delivery schedule will be determined by the

Computer Technology Department based on operational needs.

9. Optional Extension Period (15 Months) and Price Controls

At the City’s sole option, the City may purchase additional desktop PCs under this award for a period of fifteen (15)

calendar months beginning on the date the City receives the first shipment of PCs under this award (the “Extension

Period”). The City of Salina is not obligated to purchase any additional quantities during the Extension Period.

• During the Extension Period, the vendor shall provide additional units at the originally awarded unit

pricing, subject only to a maximum increase of three percent (3%) per calendar year.

• Any allowable increase shall be prorated for partial calendar years within the Extension Period.

• The 3% cap applies on a per-unit basis to each awarded desktop PC line item.

• No price adjustment shall apply unless approved in writing by the City.

Required Bidder Statement – Extension Period Honored (YES/NO): ________

10. Equivalent/Substitution Rules During the Extension Period

During the Extension Period, the vendor shall provide either (a) the same awarded make/model/configuration, or (b)

an “Equivalent” desktop PC manufactured by the same OEM manufacturer as the awarded brand, provided the

Equivalent is pre‑approved in writing by the City of Salina Computer Technology Department prior to shipment.

For purposes of this solicitation, “Equivalent” means a manufacturer-supported, business-class desktop PC that

meets or exceeds all minimum requirements and is equal or better in all material respects, including at minimum:

• CPU generation/class and performance tier (no downgrade from the awarded CPU family/series).

• RAM capacity, type, speed, and expandability (no reduction).

• Storage type (SSD vs. HDD), interface (e.g., NVMe vs. SATA), capacity, and performance class (no

downgrade).

• Graphics capability required by the solicitation (integrated/discrete as applicable; no downgrade).

• Network capability (wired and/or wireless as specified) with no reduction in speed/standard.

• Required I/O ports and connectivity with no reduction in counts/types.

• Security features and compliance requirements (including TPM, Secure Boot, and equivalent

BIOS/UEFI security controls).

• Manageability features suitable for municipal enterprise operations (including BIOS/firmware

manageability and driver availability appropriate for standardized imaging and endpoint

management).

• Form factor and physical constraints required by the City (if specified) with no incompatibility.

• Warranty term and service level (including the City’s stated warranty turnaround requirement) with

no reduction.

The City may require the vendor to provide documentation and/or a manufacturer specification sheet to demonstrate

equivalency and may require delivery of an Equivalent unit for validation prior to authorizing quantity purchases.

10.1 CPU Requirement Clarification (Intel Core i5, Non‑K Allowed)

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For the CPU line item in Attachment A, the City will accept an Intel Core i5 non‑K variant in lieu of the specified

Intel Core i5‑14600K, provided all of the following are true:

• The proposed CPU must be an Intel Core i5 of the same or newer generation than the specified CPU

and must meet or exceed the solicitation’s minimum requirements for the awarded configuration.

• The proposed CPU must be offered in a manufacturer-supported business-class desktop platform (not

end-of-life or consumer-only configuration).

• The bidder must attest that the proposed CPU is currently supported and intended to be supported for

a minimum of five (5) years by Intel from the date of purchase, consistent with enterprise municipal

operations.

• The proposed platform must have ongoing availability of BIOS/UEFI updates and Windows driver

support suitable for standardized imaging and endpoint management.

If proposing a non‑K Intel Core i5 variant, the bidder shall identify the exact CPU model number in its bid response

and provide documentation or an attestation letter supporting the five (5) year Intel support expectation.

11. Lifecycle Expectation

It is the City’s intent that desktop PCs purchased under this award support an expected five (5) year lifecycle from

the date of purchase. Any proposed Equivalent must be a current, manufacturer-supported platform reasonably

expected to remain supportable for that lifecycle (including availability of firmware/security updates and necessary

drivers). If the awarded model becomes unavailable, is discontinued, or is materially changed, the vendor shall

notify the City in writing and propose an Equivalent or successor model meeting the requirements above. The City

reserves the right to reject proposed Equivalents and procure from another source if the vendor cannot meet

specification, schedule, or pricing requirements.

12. Questions

Corey Scheck, Chief Technology Officer

City of Salina

Phone: (785) 309-5755

Email: corey.scheck@salina.org

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Attachment A — Exhibit: Minimum Specifications (Bidder Completion

Required)

[50] New Personal Computers for the City of Salina in 2026 (Tower Only)

Instructions

Bidder shall complete every space in the Bidder’s Proposal column using the word “YES” to indicate the item being

bid meets or exceeds the specification. If the item being bid does not meet or exceed specifications, enter

“EXCEPTION” and describe the exception on a separate sheet titled “Exceptions to Attachment A.”

Note: This solicitation is for the tower, tower inclusions, and power cables only. No monitors are requested.

CPU Note: The City will accept an Intel Core i5 non‑K variant (same or newer generation) in lieu of the i5‑14600K,

provided the bidder supplies documentation/attestation that the proposed CPU is currently supported and intended to

be supported for a minimum of five (5) years by Intel from date of purchase.

Specifications

Bidder’s Proposal (YES / EXCEPTION)

SFF Mini ATX premium case

Gold Standard – Semi Modular Power supply

Mini ATX System Board supporting DDR5‑5600

— Front Audio header

— Front USB 3.1 header

— HDMI/DVI‑D/D‑Sub Port

— 4 DIMM Sockets

— Integrated 100/1000 LAN

— 6x rear USB Ports

— PCI Express 5.0

Intel Core i5‑14600K, 3.5 GHz, 14 Core CPU, Socket

LGA1700 (or City‑accepted non‑K i5 variant)

16GB DDR5 5600 (2x 8GB)

512GB M.2‑2280 NVMe Solid State Drive

1yr Premium support and warranty

Required Bidder Statements (complete all)

Minimum Quantity: Bidder can supply at least 50 units under this award (YES/NO): ________

Delivery Capacity: Bidder can deliver at least 14 PCs per week until order is filled (YES/NO): ________

Extension Period Honored: Bidder will honor the 12 ‑ month optional Extension Period terms (YES/NO): ________

FOB Destination / Freight Included: Pricing includes shipping to City of Salina Computer Technology Department

(YES/NO): ________

Warranty Turnaround: Bidder can meet the 1.5 business day warranty parts/unit delivery requirement (YES/NO):

________

Inspection PC Delivery: Bidder can deliver the inspection PC within seven (7) calendar days of Notice of Intent to

Award (YES/NO): ________

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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