Bid Notice, Request for Proposals, & Request for Quotes

Request for Quotes – Town of Stonewall

To Whom It May Concern:

The Town of Stonewall (“Stonewall”) is a municipality located in DeSoto Parish, Louisiana. Stonewall is presently evaluating its options for upgrading its office workstation infrastructure and is seeking competitive quotes from qualified IT service providers and vendors.

The core requirements for this project are:

1. Hardware Procurement

Provision of five (5) up-to-date, business-class desktop computer towers and four (4) accompanying monitors meeting or exceeding the following minimum specifications:

  • Processor: Intel Core i5 / AMD Ryzen 5 (Current generation) or better.
  • Memory (RAM): Minimum 16 GB DDR4/DDR5.
  • Storage: Minimum 512 GB NVMe SSD.
  • Operating System: Windows 11 Pro (pre-installed and licensed).
  • Connectivity: Gigabit Ethernet port, Wi-Fi 6, and Bluetooth.
  • Monitors: Four (4) of the five (5) computer towers will require new accompanying monitors equipped with built-in speakers.
  • Warranty: Minimum 1-year manufacturer warranty.

2. Delivery & On-Site Setup

  • Safe delivery of all 5 hardware units and the 4 new monitors to the Town Hall office.
  • Unboxing, physical installation, and clean cable management of the 5 new towers and 4 new monitors at their designated workstations.
  • Connection to all existing local network infrastructure (Wi-Fi/Ethernet) and peripherals (including the 4 new monitors, 1 remaining existing monitor, keyboards, mice, and printer).

3. Data Transfer & Migration (Standard)

  • Secure, verifiable transfer of user profiles, local documents, applications, and settings from four (4) of the existing, functioning old desktop computers to four (4) of the new computers.

4. Non-Operational System Data Recovery (Special Contingency)

  • Critical Note: One (1) of the town's five existing computers is completely non-operational and will not power on due to hardware failure.
  • The vendor must be equipped to physically extract the internal storage drive from this dead unit and safely migrate the user's files to the fifth new desktop computer tower using localized drive adapters, docking stations, or enclosures.

Should you be interested in submitting a quote that addresses these requirements, you should submit a copy of your quote, signed by an officer or principal of the entity on whose behalf the quote is presented (the “Applicant”).

Such quote shall remain open for acceptance by the Mayor up to and including July 31, 2026. Your quote shall be delivered by the close of business on July 8, 2026, to the Town of Stonewall at:

Town of Stonewall

ATTN: Shree Young, Town Clerk

Email: townclerk@thetownofstonewall.com

Fax: (318) 925-9339

Address: 1746 US-171 / P O Box 92, Stonewall, Louisiana 71078

For your information, the Town of Stonewall offers the following to assist you in preparing your quote:

  • Your quote should contain financial and organizational descriptions of the Applicant, including the following:
    • (a) The names and addresses of the persons or firms constituting the offices, members of the board, management, and other principals of the Applicant;
    • (b) Background information on persons of significant responsibility within the Applicant’s organization; and
  • An itemized pricing breakdown separated by hardware procurement costs (explicitly detailing the computer towers and the 4 monitors with speakers), standard migration labor, and the data recovery labor for the non-operational machine.

Your review and response to this Request for Quotes will be greatly appreciated. The Town of Stonewall reserves the right to reject any or all quotes, to accept modifications of Applicant’s original quote, to waive informalities and irregularities in any quote it receives, and to accept the most advantageous quote as so desired by the Town of Stonewall.

If you have any questions or require additional information, please inquire in writing or call me at (318) 925-9338. Telephone inquiries must be confirmed in writing to the Town of Stonewall.

Yours very truly,

The Town of Stonewall

By: __________________________

Mayor, Ken Kaffka