Project Information

Bid Title

Computer Workstation Replacements

Issuing Agency

City of Derby

Location

Kansas

Published Date

Jan 14, 2026

Closing Date

Feb 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-002

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-002
Bid Title:	Computer Workstation Replacements
Category:	Computer Services & Supplies
Status:	Open

Description: INVITATION TO BID #2026-002Computer Workstation Replacements for the CITY OF DERBY January 14th, 2026 The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors for Computer Workstation Replacements for the City of Derby, Kansas. Please carefully review this document. If you are interested in making a proposal consistent with the conditions, instructions, requirements, and specifications as contained herein, submit one copy of the Bid Response Form together with a comprehensive proposal in a sealed envelope no later than 2:00 P.M. on Wednesday, February 4th. The outside of the envelope should be clearly marked with the Proposer’s name and address and identified as “Computer Workstation Replacements”. The sealed envelope should be addressed as follows: Derby City Clerk Attn: Computer Workstation Replacements 611 N. Mulberry Road, Suite 300 Derby, KS 67037 Bid #2026-002 Bids for Computer Workstation Replacements will be opened at 2:00 P.M. - Wednesday, February 4th, 2026, after which all bids received will be evaluated by City staff. We expect to purchase 30 Desktop Computer units and 50 Computer Monitors but reserve the right to alter this number. Bids must be honored for a period of 60 days. Richard Montano, IT Director Publication Date/Time: 1/14/2026 12:00 AM Closing Date/Time: 2/4/2026 2:00 PM Submittal Information: See submittal information in full bid document. Bid Opening Information: 2/4/26 @ 2:00 PM, City Hall Contact Person: Richard Montano, IT Director, 316-788-1519 x1280, richardmontano@derbyks.gov Business Hours: 7:30-5:30 M-TH, 7:30-1:00 F Related Documents: 2026-002 Computer Workstation Replacements

Attachment Preview

INVITATION TO BID

2026-002

Computer Workstation Replacements for the CITY OF DERBY

January 14th, 2026

The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors for

Computer Workstation Replacements for the City of Derby, Kansas. Please carefully review

this document. If you are interested in making a proposal consistent with the conditions,

instructions, requirements, and specifications as contained herein, submit one copy of the Bid

Response Form together with a comprehensive proposal in a sealed envelope no later than 2:00

P.M. on Wednesday, February 4th. The outside of the envelope should be clearly marked with

the Proposer’s name and address and identified as “Computer Workstation Replacements”.

The sealed envelope should be addressed as follows:

Derby City Clerk

Attn: Computer Workstation Replacements

611 N. Mulberry Road, Suite 300

Derby, KS 67037

Bid #2026-002

Bids for Computer Workstation Replacements will be opened at 2:00 P.M. - Wednesday,

February 4th, 2026, after which all bids received will be evaluated by City staff. We expect to

purchase 30 Desktop Computer units and 50 Computer Monitors but reserve the right to alter

this number.

All equipment to be delivered to Derby City Hall:

City of Derby

611 N. Mulberry Rd. Suite 300

Derby, KS 67110

Attention: Richard Montano

Payment shall be made upon completion of the project, and shall be made no later than 30

days after the completion of all work and receipt of invoice. All questions should be directed to

Richard Montaño, IT Director – 316-788-1519 x1280.

Bids must be honored for a period of 60 days.

Derby reserves the right to reject any or all bids.

Bid Response Form

Bid No. 2026-002

Computer Workstation Replacements

Computer Workstation Bid Price (FOB City of Derby, Kansas) $ ______________________ per

Computer Workstation. We do not have a loading/unloading dock for shipments. Equipment

should be delivered into the building using a pallet jack.

Alternate Computer Workstation Bid Price (FOB City of Derby, Kansas)

$ ______________________ per Computer Workstation. We do not have a loading/unloading

dock for shipments. We do not have an unloading dock for shipments. Equipment should be

delivered into the building using a pallet jack.

Monitor(s) Bid Price (FOB City of Derby, Kansas) $______________________ total. We do not

have a loading/unloading dock for shipments. Equipment should be delivered into the

building.

By:

Company:

Title:

Contact Information: __________________________________________

Date:

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GENERAL INFORMATION

In order to permit manufacturers to follow standard manufacturing processes, minor deviations

from these specifications will be considered. All such deviations from the specifications shall be

specifically identified in the bid and will be approved only if such approval, in the opinion of

Derby, does not adversely affect the operations, maintenance, productivity or the life of the

equipment or any of its parts. All deviations, however insignificant, must be fully explained on

response sheets and shall become part of the bid. Derby reserves the right to accept the bid

deemed most advantageous to it.

Should you have any questions, contact Richard Montaño, IT Director, 316-788-1519 x1280 or

richardmontano@derbyks.gov.

MIMIMUM SPECIFICATIONS:

Processor:

Intel Core I7 – 14700K 3.4 GHZ Processor

Motherboard:

Compatible with Intel 14th Gen Processor (must include

HDMI and Display Port connections and a minimum of 6

USB connectors)

Ram:

16 GB DDR5-5200 RAM or Equivalent

Storage:

500 GB M.2 PCIe 3.0 NVME SSD or Equivalent

1 Optical Drive:

24x DVD+/- RW

Keyboard:

Logitech MK120 or Equivalent

Mouse:

Logitech 2 Button w/scrolling wheel, optical mouse

Network Connection:

100/1000 Ethernet network connection

Case:

Mini-tower

Power Supply:

650W Power supply

Monitor (50):

Viewsonic VX2457-MHD or equivalent 24” Flat

Widescreen Monitor (Must have HDMI and Display Port

outputs and have VESA 100x100mm standard mounting

hole pattern).

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Operating System:

Microsoft Genuine Windows 11 Professional, 64-bit, (no

exception) current edition licensed and installed.

Warranty:

Three years, parts only (no labor required). If warranty

site is located more than 25 miles from Derby City Hall

this warranty must include shipping for replacement parts

and any returns required.

Note any Exceptions to the bid criteria.

SELECTION CRITERIA

The successful Bidder (“Contractor”) will be selected based on bids and any interviews

conducted to clarify or verify information or representations included in Bidder’s submission.

Derby will evaluate bids based on the following criteria:

1. Bidder’s ability and capacity to meet all conditions and miscellaneous instructions as

outlined herein;

2. The bid’s conformity with the Minimum Specifications;

3. Delivery method/timing; and

4. Cost-effectiveness and relative advantage to Derby.

Derby reserves the right to select the service/provider that best meets its required needs,

budget constraints, quality levels, and administrative expectations. Due to the importance of

this project, Derby also reserves the right to select one or more firms to accomplish this task in

a timely manner.

CONTRACT PERIOD; PAYMENT TERMS

The contract completed as a part of the bid must include:

1) Modification and Termination

a. Breach by Contractor: If for any reason the Contractor fails to fulfill, in a timely and

proper manner, its obligations under this contract, or if the Contractor violates any of

the covenants, agreements or stipulations of the contract, Derby shall thereupon have

the right to terminate the contract by giving 5 days written notice.

b. Termination for the convenience of Derby: Derby reserves the right to terminate the

contract for convenience at any time during the contract period by giving 5 days written

notice. In the event of termination for convenience, the Contractor shall be entitled to

receive just and equitable compensation for any satisfactory work completed prior to

the termination of this contract.

c. Compliance with Kansas law: This contract is in all respects subject to the provisions of

the Cash Basis Law (K.S.A. 10-1112 and 10-1113), the Budget Law (K.S.A. 79-2935), and

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other laws of the State of Kansas, and shall be construed and interpreted so as to ensure

that Derby is at all times in compliance with such laws. Derby reserves the right to

unilaterally modify or terminate this contract at any time if, in the opinion of its legal

counsel, the contract may be deemed to violate the terms of such laws.

2) Payments. Payment will be made within a reasonable time following completion of the

work.

3) Relationship of Parties: Contractor shall be at all times acting as an independent contractor

and not as an officer, agent, or employee of Derby. As an independent contractor,

Contractor and any employees of the Contractor shall not be covered by City’s worker’s

compensation insurance, nor shall Contractor, or employees of Contractor, be entitled to

any current or future benefits provided to employees of Derby. Further, City shall not be

responsible for withholding of social security, federal, and/or state income tax, or

unemployment compensation from payments made by City to Contractor.

4) Indemnification: Contractor shall hold and save Derby and its officers, agents,

servants/employees harmless from liability of any nature of any kind connected with the

work to be performed arising out of any negligent or willful act or omission of any employee

or agent of Contractor to the degree such indemnification is allowed by law in the

performance of the contract.

5) Derby is exempt from sales tax; Contractor’s prices shall be computed accordingly.

6) Bidder will comply with all applicable local, state and federal laws.

7) The “Invitation to Bid” shall be and is hereby incorporated by reference into the contract

between the parties.

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Commodity Codes

• NAICS 334111Electronic Computer Manufacturing

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