Laptop Rental

INTRODUCTION
The City of Surrey (the “City”) invites contractors to provide a quotation on the form attached as Schedule B – Form of Quotation to Attachment 1 – Agreement – Goods and Services (the “Quotation”) for the supply of the goods (if any) and services described in Schedule A – Specifications of Goods and Scope of Services to Attachment 1 – Agreement – Goods and Services (the “Goods and Services”). The description of the Goods and Services sets out the minimum requirements of the City. A person that submits a Quotation (the “Contractor”) should prepare a Quotation that meets the minimum requirements, and may as it may choose, in addition, also include goods, services or terms that exceed the minimum requirements.

GENERAL
The City of Surrey (the “City”) conducts local government elections every four (4) years with the next municipal election scheduled for October 2022. The City will have approximately 50-60 voting locations in Surrey for eligible voters to attend and place their votes in both advanced and general election polling locations.

The City is seeking a Contractor to provide laptop rental services for an estimated quantity of 705 laptops for the 2022 municipal election. This is an approximate quantity and not final, the City reserves the right to increase or decrease the quantity listed.

The City intends to engage a single company to provide the hardware and support services necessary for facilitation of the election. The City has engaged a third party vendor (Datafix) to provide their election management system. The laptops will be required to run the third party software and hardware as well as provide connection to the internet.

SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES
The Contractor shall furnish all necessary labour, materials, supplies, and transportation necessary to supply and deliver the Good(s) and any spare parts and performance of the Services in accordance with this Agreement.

ADDENDA
If the City determines that an amendment is required to this RFQ, the City Representative will issue a written addendum by posting it on the BC Bid Website at www.bcbid.gov.bc.ca and the City Website at www.surrey.ca (collectively, the “Websites”), and upon posting, any addenda will form part of this RFQ.  It is the responsibility of Contractors to check the Websites for addenda.  The only way this RFQ may be added to, or amended in any way, is by a formal written addendum.  No other communication, whether written or oral, from any person will affect or modify the terms of this RFQ or may be relied upon by any Contractor.  By delivery of a Quotation, the Contractor is deemed to have received, accepted and understood the entire RFQ, including any and all addenda.

All inquiries related to this RFQ should be directed in writing to the contact person named above.