Project Information

Bid Title

ITB 6893 Windows Server Datacenter Licenses

Issuing Agency

City of Johnson City

Location

Tennessee

Published Date

Feb 24, 2026

Closing Date

Mar 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Submittals due by March 5, 2026 at 2:00PM ET.

Vendor MUST BE a Microsoft Certified Reseller.
Attached Document :


ITB 6893 Windows Server Datacenter Licenses.pdf

Attachment Preview

INVITATION TO BID

CITY OF JOHNSON CITY, TENNESSEE

WWW.JOHNSONCITYTN.ORG/PURCHASING

PURCHASING DEPARTMENT

423/975-2711

Bid Name / Number

Due Day / Date / Time

Bid Location / Mail Address

Bid Contact / Telephone

Bid Issue Date

Project Location

FOB

Payment Terms

Anticipated Award Date:

WINDOWS SERVER DATACENTER LICENSES & CALS/ITB 6893

Thursday/March 5, 2026/2:00 PM (at which time it will be opened publicly)

Johnson City Purchasing Department, Debbie Dillon-Director,

209 Water Street, Johnson City, TN 37601

Jon Stacey jonrstacey@johnsoncityn.org or purchasing@johnsoncitytn.org

February 23, 2026

JC IT Department 601 East Main Street, Johnson City, TN 37601

Destination, freight prepaid and allowed - Johnson City, TN

Net 30

March 19, 2026

Bidder is responsible for completing the remaining portion of this bid document

ITEM QTY

1

9

DESCRIPTION

9 x Windows Server Datacenter 16-core License with Software Assurance. 3-

year term SKU 9EA-00263 Net New MPSA Agreement

UNIT PRICE

TOTAL

$________ $__________

2 100 100 x Windows Server User CALs with Software Assurance. 3-year term SKU $________ $__________

R18-00130 Net New MSPA Agreement

Vendor MUST BE a Microsoft Certified Reseller

Vendor Past Performance will be a consideration in this award.

Solicitations will be opened publicly via a simultaneous virtual and in-person meeting.

Join Zoom Meeting: ITB 6893 Windows Server Datacenter Licenses & CALS Virtual Bid Opening;

Meeting ID: 899 7558 4090; Passcode: 810346. If you do not have access to a webcam, or you have no audio

with your system, you may call this number to join: (646) 518-9805.If you have any issues accessing the

zoom web meeting please call 423.975.2711 for direct assistance.

Bidder’s Reminder: ● Bid to be signed by authorized company representative; ● Verify prices, extensions and total as correct

By signing this document, the undersigned hereby agrees to the prices and all other terms and conditions, including the attached Sealed Solicitation

General Terms & Conditions and the City’s Requirements for Bids, Requests for Proposals, and Contracts Between the City of Johnson City and Other

Parties and the Requirements of the Iran Divestment Act and Non-Boycott of Israel Act (Sealed Solicitations General Terms & Conditions #16 & #19)

contained in this bid and associated documents relating to this bid and will furnish items as specified if this bid is accepted. By submission of this bid,

each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization,

under penalty of perjury, that to the best of its knowledge and belief that each bidder complies pursuant to T.C.A. § 12-12-106 & T.C.A. § 12-4-119.

SUBMITTAL INSTRUCTIONS:

Submit electronically per link below or place

signed bid response in a sealed envelope

plainly identified on the outside with vendor

name and bid name and number. Vendor

responsible for delivery to Johnson City

Purchasing Dept., Debbie Dillon- Director, 209

Water Street, Johnson City, TN 37601 on or

before the bid opening date and time.

Firm Name

By

Address

PRINTED & SIGNED

ELECTRONIC RESPONSES: CLICK HERE

Telephone

E-Mail

THIS SHEET MUST BE SIGNED AND RETURNED WITH BID TO BE VALID

CITY OF JOHNSON CITY, TENNESSEE

http://www.johnsoncitytn.org/purchasing

SEALED SOLICITATION GENERAL TERMS AND CONDITIONS

Read Carefully - if applicable or unless specifically noted otherwise in the solicitation documents

1. ACCEPTANCE, REJECTION AND POSTPONEMENT

Issuance of a bid/rfp/rfq does not commit the City to make an award. The City reserves the right to postpone or reject any or all bids/rfps/rfqs, to

waive informalities and to accept the bid/rfp/rfq judged to be in the best interest of the City.

2. ADDENDA

Addenda will be issued to all known interested parties and posted on the City’s website (listed above). All addenda issued shall become part of the

solicitation documents. It is the vendor’s responsibility to determine and acknowledge all addenda issued for a solicitation. No addendum will be

issued less than two (2) working days prior to the solicitation opening as per TCA § 12-4-01 , as amended

3. AWARD

An award, if made, shall be to the lowest responsible, responsive bidder(s) or best solicitation meeting quality and performance standards as

described in the solicitation documents and whose bid/rfp is determined to be in the best interest of the City. The City also reserves the right to

award this product/service based on other contracts in-place (state or cooperative contracts), as may be in our best interest.

4. AWARD PERIOD

The City shall have 60 days to issue a contract. Any contract past that period must be mutually agreed upon by both parties.

5. BID TABULATIONS/RFP/RFQu RESPONSES

Bid tabulations and RFP/RFQu respondent’s lists will be posted and available no later than the next business day on our above website. Select

“awarded/opened solicitations”. Award recommendations, when ready, will also be posted there.

6. BRAND NAMES

By referencing a brand name as “or approved equal”, the City intends to establish a minimum level of quality by which alternate offers can be judged.

If an alternate is offered, the vendor must include complete descriptive literature and specifications that clearly describe the item and how it differs

from the referenced item. The City alone will determine whether an alternate is equivalent and meets the standards of quality and performance for

the City’s use. A sample or demonstration may be required at the expense of the vendor.

7. CONDITION STANDARDS

It is understood and agreed that any item offered or shipped as a result of this solicitation shall be new and unused and the manufacturer’s latest

model unless otherwise called for in the solicitation.

8. COOPERATIVE PROCUREMENT BY OTHER GOVERNMENTS “PIGGYBACK”

Other governmental entities in Tennessee may purchase goods and services under the same terms as Johnson City’s contracts or agreements as

per T.C.A. § 12-3-1203. Johnson City does not accept any responsibility or involvement in this use by other public agencies.

9. DEFAULT

In case of contractor default or failure to provide material or service according to the solicitation, the City may cancel the contract and acquire from

another source and may recover any excess cost by (1) invoice; (2) deduction from an unpaid balance due; (3) collection against the bid and/or

performance bond; or (4) a combination of the aforementioned remedies or other remedies provided by law. All costs associated with default will be

borne by the contractor. The City reserves the right to remove a company in default from the active vendor list for a time period to be determined by

the Director of Purchasing.

10. EQUAL OPPORTUNITY

It is the policy of the City of Johnson City to ensure compliance with Title VI of the Civil Rights Act of 1964; 49 CFR, Part 21; related statutes and

regulations to that end that no person shall be excluded from participation in or be denied benefits of, or be subjected to discrimination under any

program or activity receiving Federal financial assistance or any other funding source on the grounds of race, color, sex, national origin, or ancestry. By

virtue of submitting a response to this solicitation, vendors agree to comply with the same non-discrimination policy.

11. EVALUATION

Bids/RFPs/RFQs will be evaluated according to the criteria set forth in the solicitation with the degree of importance determined by the City.

12. EXAMINATION OF BIDS/RFPS/RFQS

Bids and associated documents may be examined at the opening. Only the name of the respondent is read aloud for RFP’s/RFQu’s. All solicitations

are closed for review and inspection during the evaluation period, prior to award.

13. INDEMNIFICATION

The vendor shall guarantee and certify by submitting a response to this solicitation that if successful, they shall indemnify and defend the City against

any and all claims or legal actions arising as a result of their performance of the contract, whether or not such claims relate to damages or alleged

damages sustained by physical injury to contractors personnel, subcontractors, city employees or other persons, or against any lawsuits arising from

alleged or actual patent infringements, and shall hold the City, its various departments, employees, and any and all persons or entities acting on its

behalf harmless from the same.

14. INSPECTION

All supplies or materials purchased as a result of this solicitation are subject to inspection and rejection by the City. Rejected materials will be

returned at the vendor’s expense.

15. INSURANCE

The contractor shall maintain, at their expense, such insurance as required by the solicitation. Such insurance shall protect the City for claims of

damages which may arise during operations under this contract whether such operations be by the Contractor or by any subcontractor or anyone

directly or indirectly employed by either of them. Any required insurances shall be maintained for the term of the contract and beyond the term of

the contract when so required in the solicitation.

16. IRAN DIVESTMENT ACT

Pursuant to Tenn. Code Ann. § 12-12-110 a person that is identified on a list created pursuant to § 12-12-106, as a person engaging in investment

activities in Iran as described in . § 12-12-105 shall be ineligible to contract with any political subdivision of this State.

17. LICENSES, FEES, PERMITS

The contractor is responsible for furnishing the proper licenses, fees, and permits required by law to do business with the City of Johnson City in

completion of the project. All work shall be done in accordance with the latest building codes, state and federal laws relative to the contract.

18. MULTIPLE ITEM AWARD

The City will determine the successful bidder(s) either on the basis of the individual line items or the total of all items. ALL OR NONE bids must be

clearly identified on the bid form and will be considered only if in the City’s best interest.

19. NON-BOYCOTT OF ISRAEL ACT

Pursuant to the Non-Boycott of Israel Act Tenn. Code Ann. § 12-4-119 requires that contracts of $250,000+ to suppliers with 10 or more employees

must certify that to the best of its knowledge and belief they are not boycotting Israel pursuant to Tenn. Code Ann. § 12-4-119 and will not during

the full term of any award.

20. NON-COLLUSION AGREEMENT

By submitting this solicitation, the agent representing all officers, partners, owners, representatives, employees or interested parties of the vendor’s

firm certifies to the best of his/her knowledge and belief this bid/proposal to the City of Johnson City, Tennessee has not been prepared in collusion

with any other seller, proprietor, or manufacturer of similar products or services. “Collusive bidding” refers to agreements and/or communications

by vendors submitting bids/proposals to cooperate for the purpose of manipulating the competitive solicitation process. The agent also certifies that

the prices, terms and conditions of said bid/proposal have been arrived at independently and have not been communicated by the submitter, nor by

any of the aforementioned firm associate to any other seller, proprietor, or manufacturer of similar products or services and will not be communicated

prior to the official opening of said solicitation. In the event the City of Johnson City identifies a vendor or vendors engaged in collusive bidding, the

City of Johnson City may reject future submissions from identified vendor or vendors and/or prohibit future submissions from the same. The agent

further states that no official or employee of the City of Johnson City has promised any personal, financial or other beneficial interest, either directly

or indirectly, in order to influence award of this solicitation.

21. PARTS AND SERVICE

The successful vendor must be able to provide adequate parts and service for all items awarded. Service location and ability to perform may be a

consideration in the award.

22. PAST PERFORMANCE

Vendor’s past performance may be a consideration in the awarding of this contract.

23. PRE-BID MEETING ATTENDANCE

If attendance is mandatory then only those firms whose names are listed on the pre-bid attendance roster are eligible to submit a solicitation.

24. PRICING

All pricing must appear in the spaces provided on the city’s form.. Any changes or corrections by the bidder/proposer must be initialed by the person

signing. Unit prices will prevail in case of an extension error. The City will correct math computation errors (unit price & totals). No bid may be

altered or amended after the bid opening. Obvious mistakes will be given special consideration upon receipt of written request and full disclosure

or evidence regarding pricing error.

25. PROPRIETARY/CONFIDENTIAL INFORMATION

Vendors are hereby notified that all information submitted as part of, or in support of, bids/proposals will be available for public inspection after

award, in compliance with Tennessee Statutes and any information marked as confidential will be reviewed for compliance.

26. PROTEST PROCEDURE

Any protest to the award of a contract by the City of Johnson City shall be submitted in writing to the Director of Purchasing with a copy to the City

Manager and delivered not later than seven (7) calendar days from the date of the city's award decision (T.C.A. § 12-3-514 ), as amended. Such

protest must include a protest bond in the amount of $350 (cashier’s check payable to the City of Johnson City) submitted to the Purchasing Director

before the City will consider the protest. This protest bond will serve as a guarantee by the protester of the validity and accuracy of the protest. If

the protest is denied by the City Manager the bond will be retained to cover costs associated with the protest.

27. QUESTIONS

No oral interpretations or instructions given by any city employee or any other person shall apply. Changes relative to any solicitation will be in

writing, in the form of an addendum.

28. SAFETY STANDARDS

All manufactured items and fabricated assemblies shall comply with applicable requirements of OSHA/TOSHA and any related standards thereto.

29. SAMPLES

Samples, if required, will be furnished at no charge to the City. They will remain in the Purchasing Department for testing and evaluation until an

award is made. Vendors are responsible for picking up their samples within two (2) weeks after the award. Samples not collected after that time

shall become the property of the City. Samples from the successful vendor will be held until delivery is received and accepted as being equal to the

sample.

30. SEALED SOLICITATION OPENINGS

Bids will be read aloud at the specified date and time as stated in the document. RFP’s/RFQ’S respondent names will be read aloud. All openings are

public meetings. Bidders/proposers and interested persons are invited to attend. The City reserves the right to postpone any solicitation opening

under circumstances warranting such action, including but not limited to instances when the City receives fewer than two responses.

31. SIGNATURES

When submitting a solicitation, other than electronically, the bid/proposal form must contain the full name and address of the company and be signed

in Ink by a person authorized to bind that company to a contract. Submission of an electronic solicitation constitutes acceptance of all terms and

conditions, digital signatures are allowed. Unsigned paper bids will not be considered, read or tabulated. They may not be signed during or after

the bid opening, even if a representative is present.

32. SUBMITTAL OF SEALED BIDS/RFPS/RFQS

Any forms furnished by the city shall be completed and returned as specified in the solicitation, otherwise response may be considered as non-

responsive. TELEPHONE, FACSIMILE OR E-MAIL RESPONSES WILL NOT BE ACCEPTED. Electronic receipt of bids/proposals is acceptable for

those eligible for online submittal at: https://vrapp.vendorregistry.com/Vendor/Register/Index/johnson-city-tn-vendor-registration. Paper

submittals shall be sealed in an envelope. No solicitation received after closing time shall be considered. The official time for paper submittals will

be that of the date and time clock in the Purchasing Department. For electronic bids the official time is that posted on the website. Late submittals

will not be accepted. The City of Johnson City shall not be responsible for technical difficulties experienced by vendors trying to register or submit their

bid/rfp response electronically less than one hour prior to the bid/rfp opening time. If not offering a solicitation response, the vendor is encouraged to

complete the ”Statement of Decline” form and return prior to the opening. Any document superfluously provided and not requested in the solicitation

document may not be considered.

33. TAXES

The City is exempt from Federal excise tax, State, and city sales tax. Contractors are not exempt from the use tax on materials and supplies used

in the production of an item or in the performance of a repair or construction contract. Tax exemption certificates will be furnished upon request.

34. TERM OF CONTRACT

Unless otherwise stated, the City reserves the right to purchase like items at the same contract price for a period of one year from the award date

subject to agreement of both parties. The City may cancel any contract for cause, or non-appropriation of funds, following written notification of

intent.

35. WARRANTY

Unless otherwise specified by the City, all items shall be guaranteed for a minimum period of one (1) year against defects in material and

workmanship.

Revised March 7, 2025

REQUIREMENTS FOR BIDS, REQUESTS FOR PROPOSALS, AND CONTRACTS

BETWEEN THE CITY OF JOHNSON CITY

AND OTHER PARTIES

The City of Johnson City has established the following requirements for use in all bids and

contracts between the City and any other person or entity. The following list is mandatory and modifies any

bid, contract, or request for proposal, or conditions applicable to, signed by, or let by the City,

notwithstanding anything contained in any particular conditions, contract, request for proposal, or bid to the

contrary.

In general, the following provisions apply to all such contracts, bids, requests for proposals,

contracts requiring bids, and bids containing contracts:

1. The City of Johnson City shall not answer to any contracting party for the

furnishing of public records to a person requesting such in accordance with Tennessee

law.

2. The City, while it may designate in writing a representative on a particular

project, shall only be bound by a majority vote of the Board of Commissioners or by the

limited authority delegated to the City Manager pursuant to City Ordinance. No personal

representative of the City assigned to a particular project may bind it in excess of the

dollar amounts granted to the City Manager by Ordinance, and no personal representative

assigned to a particular project may bind the City for an amount equal to or less than the

dollar amounts granted to the City Manager by Ordinance without the City Manager’s

approval.

3. The City shall not in any event waive or limit any claims for damages

including but not limited to consequential damages in any contract for any reason or

purpose.

4. No decision of an architect, engineer, or personal representative of the City

shall be final and binding on the City, unless the City so agrees in any dispute with any

1

party including but not limited to an architect, a contractor, a subcontractor, an engineer,

etc. If the City agrees to be bound pertaining to a dispute, then the monetary limits

contained in the City’s ordinances regarding the authority of the City Manager shall

prevail, and any amounts exceeding the authority of the City Manager shall be referred to

the Board of Commissioners for their consideration.

5. The City shall not participate in any mediation or arbitration regarding any

agreement to which it is a party, and all matters left unresolved between the City and any

other party, person, or entity shall be resolved in a court of competent jurisdiction in

either Washington County, Tennessee, or in Federal District Court in Greeneville,

Tennessee.

6. No party or other entity shall file a lien of any nature whatsoever against City

property, real, personal, or mixed, no matter where that property is located. Should a

party or entity contracting with the City or acting as a subcontractor or subsubcontractor

file a lien against any property, real, personal, or mixed, owned by the City, then that

party or entity shall take immediate steps at its own cost and expense to remove said lien,

or the City shall take such steps as it deems necessary and hold the other party or entity

liable for any costs and attorneys’ fees associated with the lifting of said lien.

7. The City shall exercise its sole discretion before agreeing to any assignments

of any contracts or subcontracts regarding any project in which the City is involved. No

contract with the City shall be assignable without the City’s sole, discretionary, absolute

consent.

8. The City shall not be required to supply any information regarding its title to

any property in which it has an interest for any purposes regarding the filing of liens.

9. The City shall not waive any claims it has in the making of final payment in

any project in which it is involved. The City shall have the right to terminate any

agreement to which this document is attached at any time in its sole discretion with or

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Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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