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HomeMy WebLinkAboutCDW-G Computer Supplies PO #19-0402 Page 1 Memo To: Chris Johnson, City Clerk From: Keith Watts, Purchasing Manager CC: Dave Tiede Date: 9/10/2019 Re: September 17 th City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the September 17 th City Council Consent Agenda for Council’s consideration. Approval of PO #19-0402 to CDWG for FY20 PC Replacements for the Not-To-Exceed amount of $103,095.00. This procurement is utilizing the current State Contract. Recommended Council Action: Approval of PO #19-0402 to CDWG for FY19 PC Replacements for the Not-to-Exceed amount of $103,095.00 and authorize the Purchasing Manager to sign. Thank you for your consideration. City of Meridian Purchasing Dept. Meridian City Council Meeting Agenda September 17, 2019 – Page 155 of 259 Page 1 of 2 QUOTE CONFIRMATION DEAR STEPHANIE OLENDORFF, Thank you for considering CDW•G for your computing needs. The details of your quote are below. Click here to convert your quote to an order. QUOTE #QUOTE DATE QUOTE REFERENCE CUSTOMER #GRAND TOTAL KWDK080 9/4/2019 HP NB/DT 6913815 $101,655.00 QUOTE DETAILS ITEM QTY CDW#UNIT PRICE EXT.PRICE BTO HP 600 G5 I7-9700 1/8 WP 56 5740666 $875.00 $49,000.00 Mfg. Part#: 31655765 Contract: MARKET HP ESP Only HP e-Care Pack Next Business Day Hardware Support 56 585482 $45.00 $2,520.00 Mfg. Part#: U7899E UNSPSC: 81111812 Electronic distribution - NO MEDIA Contract: Idaho HP Inc NVP Computer Equipment (MNNVP-133 PADD16200017) BTO HP 600 G5 I7-9700 1/16 WP 6 5740685 $945.00 $5,670.00 Mfg. Part#: 31679492 Contract: MARKET HP ESP Only HP e-Care Pack Next Business Day Hardware Support 6 585482 $45.00 $270.00 Mfg. Part#: U7899E UNSPSC: 81111812 Electronic distribution - NO MEDIA Contract: Idaho HP Inc NVP Computer Equipment (MNNVP-133 PADD16200017) BTO HP 600 G5 I7-9700T 1/8 WP 1 5740677 $950.00 $950.00 Mfg. Part#: 31679490 Mini Contract: MARKET HP ESP Only HP e-Care Pack Next Business Day Hardware Support 1 585482 $45.00 $45.00 Mfg. Part#: U7899E UNSPSC: 81111812 Electronic distribution - NO MEDIA Contract: Idaho HP Inc NVP Computer Equipment (MNNVP-133 PADD16200017) BTO HP 840 G6 I7-8565U 512/8 WP 30 5743641 $1,290.00 $38,700.00 Mfg. Part#: 31693396 Contract: MARKET Electronic HP Care Pack Pick-Up and Return Service with Defective Media Ret 30 1736682 $150.00 $4,500.00 Mfg. Part#: UJ409E UNSPSC: 81112307 Meridian City Council Meeting Agenda September 17, 2019 – Page 156 of 259 Page 2 of 2 QUOTE DETAILS (CONT.) Electronic distribution - NO MEDIA Contract: Idaho HP Inc NVP Computer Equipment (MNNVP-133 PADD16200017) PURCHASER BILLING INFO SUBTOTAL $101,655.00 Billing Address: CITY OF MERIDIAN ACCTS PAYABLE 33 E BROADWAY AVE MERIDIAN, ID 83642-2619 Phone: (118) 888-4433 Payment Terms: Net 30 Days-Govt State/Local SHIPPING $0.00 SALES TAX $0.00 GRAND TOTAL $101,655.00 DELIVER TO Please remit payments to: Shipping Address: CITY OF MERIDIAN DAVID TIEDE II 33 E BROADWAY AVE MERIDIAN, ID 83642-2619 Phone: (118) 888-4433 Shipping Method: DROP SHIP-GROUND CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 Need Assistance? CDW•G SALES CONTACT INFORMATION Jon Watters |(866) 339-7081 |jonwatt@cdwg.com This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at http://www.cdwg.com/content/terms-conditions/product-sales.aspx For more information, contact a CDW account manager © 2019 CDW•G LLC, 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239 Meridian City Council Meeting Agenda September 17, 2019 – Page 157 of 259 IAN Purchase Order Attention: Dave Tiede 911012019 truck Destination Pre-Paid Unit Price 875.00 945.00 950.00 45.00 1s0.00 1,290.00 19-0402 CITY OF MERIDIAN 33 EAST BROADWAY AVE. MERIDIAN,TD 83642 (208) 888-4433 Vendor Address: CDW GOVERNMENT 75 REMITTANCE DRIVE, SUITE 1515 cHtcAco, tL 60675-1515 Billing Address Shipping Address: Shipping Method: FOB: Unit Attn: Finance 33 E BroadwayAve Meridian, lD 83642 Description HP 600 G5 i7-9700 1/8 WP Desktop HP 600 G5 i7-9700 1/16 WP Desktop HP 600 G5 i7-9700t 1/8 WP Small Form Factor Desktop HP e-Care Pack Next Busniess Day Hardware Support -Syr Warr.. HP Care Pack Pick-up & Return Service w/Defective Media Rete.. HP 840 G6 l7-8565U 51218WP Laptop Quantity 56.00 6.00 1.00 63.00 31.00 31.00 Total 19-0402 1 9-0079 19-0402 19-0402 19-0402 19-0402 Ea Ea Ea Ea Ea Ea. 49,000.00 5,670.00 950.00 2,835.00 4,650.00 39,990.00 $103,095.00Purchase Order Total: Purchasing Manager: Special lnstructions PO to CDW Goverment Quote #KWDK080 daled9l04l2019 per State Contract PADD16200017. Councilapproved 9t17t2019 Not-to-Exceed $10'1 ,655.00 01-1 510-1 5510 Ticket #35968 I DAHO City of Meridian lT Department 33 East Broadway, Ste. 304 Meridian, lD 83642 Meridian City Council Meeting Agenda September 17, 2019 – Page 158 of 259 Page 1 Memo To: Chris Johnson, City Clerk From: Sandra Ramirez, Purchasing Specialist CC: Dave Tiede; Keith Watts Date: 9/6/2019 Re: September 17th City Council Meeting Agenda Item The Purchasing Department, on behalf of the IT Department, respectfully requests that the following item be placed on the September 17th City Council Consent Agenda for Council’s consideration. Approval of PO # 19-0399 for FY20 Accela Maintenance Renewal for the Not-to- Exceed amount of $59,694.20. Recommended Council Action: Approval of PO #19-0399 and authorize the Purchasing Manager to sign for the Not-To-Exceed amount of $59,694.20. Thank you for your consideration. City of Meridian Purchasing Dept. Meridian City Council Meeting Agenda September 17, 2019 – Page 160 of 259 E IDIAN PUrChaSe Order etot2ole Attention: Dave Tiede 1 9-0399 CITY OF MERIDIAN 33 EAST BROADWAY AVE. MERIDIAN,ID 83642 (208) 888-4433 Vendor Address: ACCELA, INC. #774375 4375 Solutions Center Chicago, lL 60677-4003 Description 19-0399 Accela Land Mgmt Annual Maint Support 19-0399 Accela Citizen Access annual Maint Support 19-0399 Accela GIS Annual Maint Suppo( 19-0399 Accela Mobile Office Annual Maint Support 19-0399 Accela Land Mgmt Co-Term 12131119-9130120 19-0399 Acceal Mobile Co-Term 95 days 12131119-9130120 Billing Address Shipping Address: Shipping Method: FOB: Unit Attn: Finance 33 E Broadway Ave Meridian, lD 83642 City of Meridian lT Department 33 East Broadway, Ste. 304 Meridian, lD 83642 N/A N/A Ea Ea Ea Ea Ea Ea Quantity Unit Price 327.4s 1,842.80 77.21 277.15 208.76 208.47 Total 125.00 2.00 65.00 25.00 10.00 5.00 40,931.25 3,685.60 5,018.65 6,928.75 2,087.60 1,042.35 $59,694.20Purchase Order Total Purchasing Special lnstructions PO perAccela quote #Q-11772dahed7126119 by Becky O'Brien FY20 Maint. Renewal 1Ol1l19-9130120. Councilapproved Not-to-Exceed $59,695. 57 01 -151 0-53360. Ticket#35304 IDAHO Meridian City Council Meeting Agenda September 17, 2019 – Page 161 of 259 CITY OF MERIDIAN, ID – ORDER FORM Page 1 of 4 Order Form Form Approved by Legal (v.1 09/05/2018) CITY OF MERIDIAN, ID Renewal Order Form July 26, 2019 Becky O’Brien Sr. Operations Analyst, Renewals Phone: (925) 359-3334 Email: robrien@accela.com Meridian City Council Meeting Agenda September 17, 2019 – Page 162 of 259 CITY OF MERIDIAN, ID – ORDER FORM Page 2 of 4 Order Form Form Approved by Legal (v.1 09/05/2018) Software and Services Annual Maintenance \ Meridian City Council Meeting Agenda September 17, 2019 – Page 163 of 259 CITY OF MERIDIAN, ID – ORDER FORM Page 3 of 4 Order Form Form Approved by Legal (v.1 09/05/2018) Order Detail General Information Customer Contact Customer Address Governing Agreement(s) This Order Form will be governed by the applicable terms and conditions. If those terms and conditions are non-existent, have expired or have otherwise been terminated, the following terms will govern as applicable, based on the Customer’s purchase: https://accela.box.com/v/AccelaTerms. Term(s): 10/1/19 – 9/30/20 Order Terms Order Start Date Unless otherwise specified in the Special Order Terms: - Software Licenses & Subscriptions start on the date of delivery by Accela; - Hosting and Support start on Accela’s delivery of the software hosted and/or supported;. Order Duration Unless otherwise specified in the Special Order Terms: - Subscriptions continue from the Order Start Date through the number of months listed in this Order Form (or if not listed, twelve (12) months). Thereafter Subscriptions automatically renew annually as calculated from Order Start Date of Customer’s first Subscription purchase. - Any Software Licenses or Hardware are one-time, non-refundable purchases. - Hosting and Support continue from the Order Start Date through the number of months listed in this Order Form (or if not listed, twelve (12) months). - Professional Services continue for the duration as outlined in the applicable Statement of Work, Exhibit or the Governing Agreement, as applicable. Special Order Terms - This Order Form replaces all previous order forms for the terms listed above and will govern the Software, Maintenance, and/or Services items listed on Page 2 of this Order Form. - In the event of an inconsistency between this Order Form, any governing agreement, purchase order, or invoice, the Order Form shall govern as it pertains to this transaction. - For Software Licenses, Accela may terminate this Order Form in the event the Software is phased out across Accela’s customer base. In such event, Accela will provide Customer sufficient advance notice and the parties will mutually agree to a migration plan for converting Customer to another Accela generally-available offering with comparable functionality. Payment Terms Currency USD Invoice Date Unless otherwise stated in the Special Payment Terms, Invoice for the Grand Total $ above will be issued per the governing terms. Payment Due Date Unless otherwise stated in the Special Payment Terms or the Governing Agreement(s), all payments are due on the Invoice Date and payable net 30 days. Special Payment Terms None unless otherwise specified in this section. Meridian City Council Meeting Agenda September 17, 2019 – Page 164 of 259 Meridian City Council Meeting Agenda September 17, 2019 – Page 165 of 259 Z a) a > Q' 00 W N LL C • O Q m ro } O uj U L c '5� O Z H w Y U H Z W W 0 Q Z Q w a U z Q 0 c w Z WQ } O q N < C p o v m m a a o N O H w w O w F w N r U) ('7 U CLO 0 L E � (6 Q ll C r o Hn O (CS U M 1--1 - a) co H U � M Q N U) W D W w CD p CD \Z Z) LLJ (n > I- LO Lr; rn tc� • a) LO 69 om O � O N N O M W~ 6 m 00 r N O • � C O � O 0 > (0 "r � (f} (a LLJ � 0 � 0 0 0o O o w (D (D (D (DC0 o CY) Cl) (o Cl) (Y) Cl) Cl) Cl) Cl) co C7 LO O LO LO LO LO LO O O O O O r O� (O V �' O O O O 00 LO O (Do ' 1- N r 1` 00 00 ° N d' 1- 1` O O w M 00 N N N N 0 (» ro (» (» 1 (» 69 6 x 5 a a Z O W 0 ro w a) w (1 ) a 0 LO N N LO (0 LO N O LO 9 E O W LL m w 0 g 0 N _ M O O m J U) G • O N QCo O C) co 0 W N • 7 O _ O U Y Q Q chN M Q �3 3 LU • ro C` a n W [L' M C C • ro V N N a' LL d (1) O a G C) J' 7C3 N N • ro C U) C C LO n0 v � W (iS �� • � Q C •(CS c Q N a) E. m L c C C) Q to U N 1- Z O Q U U m r h 2 M ~N O o� Q c O ro O U o w >- LI.1 >- O O C:(D Q 'O O — N U p n. Q a Z -a li c_ J U U o o M rn —0m rYE ro ro ro ro ro ro 6' �' W U U U U U U Q Q Q Q Q Q CD o QZ CD m � U Wuj L W �D L m F- o> 0 N w M CL 0 d N cO m Z o How to fill out the Purchase Order Requisition THE AREAS THAT REQUIRE INFORMATION ARE HIGHLIGHTED YELLOW. You may remove the highlight in the signature boxes. Fill in the SHIP TO address. This is your department address and where you want the product shipped to. Fill in the DATE OF REQUEST located in the box on the right hand side of the form. Fill in the BUDGET AMOUNT located in the box on the right hand side of the form. Is the item in the Budget? Answer YES or NO. Information is not required in the other boxes but is appreciated. Enter the name and complete address of the SUGGESTED VENDOR. Please check with FINANCE to verify that the City of Meridian has the vendor set up as an account. If the vendor is not set up, request that a W-9 form be submitted to FINANCE before placing the order. If PURCHASING receives this PO Requisition and the vendor is not set up, this causes a delay in the ordering process. Enter the CASE MANAGEMENT TICKET NO Enter the PROJECT NAME, TASK ORDER NAME AND NUMBER and PROJECT NUMBER Enter the name of the PROJECT MANAGER and REQUESTOR. In the body of the form on line 1, enter the TASK ORDER or PROJECT DESCRIPTION, Part Number or Description of Item being purchased If you have more than one item, enter each on a separate line. Enter the QUANTITY for each line item. Enter the UNIT (ex: each, pkg, lf) for each line item. Enter the FUND, DEPARTMENT CODE AND EXPENSE OR GL ACCOUNT NUMBER for each item. THESE NUMBERS CORRESPOND DIRECTLY WITH YOUR BUDGET LINE ITEM NUMBER. Accuracy is important as the resulting PO encumbers this budget line item. The FUND number will be an 01, 07, 20, or 60 depending on what department you are in. The DEPARTMENT CODE is a 4 digit number that corresponds to your department The EXPENSE OR GL ACCOUNT number is a 5 digit number of where the funds are allocated. Enter the AMOUNT of the request for each line item. Enter the PROJECT NUMBER for this request. If this is a Task Order, that will be your project number. Not all requests will have a project number. Call Purchasing if you are unsure. This form will automatically total your request. In the NOTES field, please add any information that you feel is significant. If this was approved at a City Council meeting, please include that date. AUTHORIZED COUNCIL SIGNATURE BLOCK: If the purchase is above $25K and below $50K, then you must have your Council Liaison sign in this box. AUTHORIZED DEPARTMENT SIGNATURE Each department has a list of employees and that amounts that they are authorized to sign for. Please make sure that the authorized department personnel signs the form. Meridian City Council Meeting Agenda September 17, 2019 – Page 167 of 259 The completed and signed form must be submitted to Purchasing, along with the required support documents via a CASE MANAGEMENT ticket. Meridian City Council Meeting Agenda September 17, 2019 – Page 168 of 259 City Of Meridian Detailed Statement of Revenues and Expenditures - Rev and Exp Report - Sandra 01 - General Fund 1510 - Information Technology From 10/1/2019 Through 9/30/2020 Amendments Budget with Actual Current Year Remaining Budget Remaining Budget Percent of OPERATING COSTS 53360 Software Maintenance 152,996.04 0.00 152,996.04 100.00% Total OPERATING COSTS 152,996.04 0.00 152,996.04 100.00% TOTAL EXPENDITURES 152,996.04 0.00 152,996.04 100.00% Date: 9/11/19 12:26:02 PM Page: 1Meridian City Council Meeting Agenda September 17, 2019 – Page 169 of 259