Project Information

Bid Title

Provision of VMware Cloud Licensing and Live Recovery Protection on a Multi-Year Contract

Issuing Agency

Gwinnett County

Location

Georgia

Published Date

Nov 17, 2025

Closing Date

Dec 5, 2025

Government Level

State & Local

Status

Closed

Ref. #

BL143-25 INV

Original Source

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Bid Documents

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Project Description

BL143-25 INV

Provision of VMware Cloud Licensing and Live Recovery Protection on a Multi-Year Contract

Buyer Contact : Bethany.White@GwinnettCounty.com

Opening Date : 12/05/2025 11:00 AM EST

1

Attachment Preview

November 12, 2025

INVITATION TO BID

BL143-25

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service providers

for the Provision of VMware Cloud Licensing and Live Recovery Protection on a Multi-Year 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 December 5, 2025 at the Gwinnett County

Purchasing Office, 75 Langley Drive, Charlotte J. Nash Building – 4th Floor, 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. Apparent

bid results will be available the following business day on our website www.gwinnettcounty.com.

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 November 26, 2025.

Bids are legal and binding upon the bidder when submitted.

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 services provider 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, Page 4

Service Provider Information, Page 5

References, Page 6

Contractor Affidavit and Agreement, Page 7

Code of Ethics Affidavit, Page 8

BL143-25

Page 2

Present Operation Environment:

Gwinnett County, Georgia, located 20 miles northeast of Atlanta has approximately 830 file servers, 3,800

desktop computers, 1,000 printers, 200 document scanners, and other computer related peripheral devices. The

computers and related peripheral devices are located at multiple locations such as police precincts, parks, fire

stations, and water resource facilities. Each computer has a variety of office productivity software and other

specialized software.

Currently, Gwinnett utilizes VMware for the virtualization of approximately 825 servers (VM Guests) to support

the following areas at Gwinnett County.

 SAP Human Resources

 ESS (Employee Self-Service)

 SAP ISU (Industry Solutions Utilities)

 Online Bill Pay and all other Water Resources on line functionalities

 SAP Financials

 SRM (Supplier Relationship Management)

 Vendor Registration

 CRM (Customer Relationship Management)

 CSS (Citizen Self-Service)

 Revenue License, all modules

 Lucity, formerly GBA Master Series (integration only)

 SAP MM (Materials Management) and WM (Warehouse Management)

 SAP BW Reporting and Budget Prep

 All SAP/FileNet interfaces

 Solid Waste Hauler Search

 Public Safety

 All Court systems

 Crystal and Business Objects Reporting

 All Facilities Video Environments

Scope of Project:

The County is soliciting bids from qualified service providers to supply VMware vCenter, vSphere, Virtual Machine

(VM), and VMware Live Recovery Protection licenses for currently owned VMware products and purchase of new

VMware products as listed below. Gwinnett reserves the right to award to multiple suppliers.

Requirements:

VMware, vCenter, vSphere, and VMware Live Recovery Protection Licenses

Gwinnett is seeking an authorized reseller of VMware vCenter, vSphere, Virtual Machine (VM), VMware Live

Recovery Protection licenses that can supply licenses for purchase of the full product line of VMware enterprise

software suite. Gwinnett reserves the right to add or remove additional VMware products/licenses throughout

the duration of the contract. The number of licenses purchased/renewed will depend on approved projects,

budgets, etc.

Gwinnett requires that a Manufacturer Letter of Authorization be returned with each bid, showing that the

service provider is an authorized reseller of VMware.

Service and Support Requirements

The supplier must provide support, from the hours of 7:00 AM to 6:00 PM (Eastern Time Zone), Monday through

Friday (excluding Gwinnett County designated holidays) that includes:

1. Direct access to Broadcom for time-sensitive support tickets and issues.

2. An assigned account manager and a central contact for billing purposes.

3. A weekly report stating the status of all pending orders.

4. The following service levels:

BL143-25

Page 3

a) Approved orders should be shipped within 7-14 business days of receipt.

b) The supplier should respond to pricing and product information requests within four (4) hours of

receipt.

c) Quote requests should be processed and received no later than (3) business days from receipt.

d) Gwinnett County should be allowed to obtain quotes for additional client licenses as needed.

Contract Duration

The Agreement shall commence upon award. The initial term of this Agreement shall be through

December 31, 2026. This Agreement shall terminate absolutely and without further obligation on the part

of the County at the close of the calendar year of execution and at the close of each succeeding calendar

year of renewal, if renewed. This Agreement shall be automatically renewed upon the same terms and

conditions unless the County terminates the Agreement on the day of the close of the calendar year in

which it was executed or within sixty (60) days after the day of the close of the calendar year of execution

or of each succeeding calendar year for which it may be renewed, for a total lifetime obligation of five (5)

years. If applicable, title to any supplies, materials, equipment or other personal property shall remain in

the vendor until fully paid for by the County. In addition, this Agreement will terminate immediately and

absolutely when appropriated and otherwise unobligated funds are no longer available to satisfy the

obligations of the County under the Agreement. Any obligation of the County hereunder is only for such

sums payable during the calendar year of execution or each calendar year of renewal, if renewed.

BL143-25

Page 4

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID PACKAGE MAY RESULT IN REJECTION OF BID.

ITEM

#

1.

2.

3.

APPROX

ANNUAL

QTY

3,504

3,504

1

DESCRIPTION

VMware Cloud Foundation (to

include vCenter),

P/N: VCF-CLD-FND-A or

approved equivalent

VMware Live Recovery,

P/N: VCF-CYB-CMP or approved

equivalent

Technical Adoption Manager,

P/N: TAM-VCF, or approved

equivalent

BID SCHEDULE

Year 1

UNIT

PRICE

TOTAL

PRICE

$

$

$

$

$

$

Year 2

UNIT

PRICE

TOTAL

PRICE

$

$

$

$

$

$

Year 3

UNIT

PRICE

TOTAL

PRICE

$

$

$

$

$

$

ITEM

#

1.

2.

3.

APPROX

ANNUAL

QTY

3,504

3,504

1

DESCRIPTION

VMware Cloud Foundation (to

include vCenter),

P/N: VCF-CLD-FND-A or

approved equivalent

VMware Live Recovery,

P/N: VCF-CYB-CMP or approved

equivalent

Technical Adoption Manager,

P/N: TAM-VCF, or approved

equivalent

Year 4

UNIT

PRICE

TOTAL

PRICE

$

$

$

$

$

$

Year 5

UNIT

PRICE

TOTAL

PRICE

$

$

$

$

$

$

TOTAL 5 YEAR

COST

TOTAL $

$

$

Note: Quantities are approximate. The County reserves the right to increase or decrease quantities as needed throughout the duration of this contract.

Supplier Name __________________________________________________________________________________________________________________________

BL143-25

Page 5

FAILURE TO RETURN THIS PAGE AS PART OF YOUR BID PACKAGE MAY RESULT IN REJECTION OF BID.

BID SCHEDULE CONTINUED

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 Vendors" 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 vendors.

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

Commodity Codes

• NAICS 541519Other Computer Related Services

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