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Home My WebLink AboutPR 21359: PURCHASE OF PD AND FIRE IN-VEHICLE DEVICES `-\\ Ciry of '\ ' ;\ nrr rfhu Iexas www.PortArthurTx,gov INTEROFFICE MEMORANDUM Date: May 1, 2020 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Fay Young, Information Technology Director RE: Proposed Resolution No. 21359—PD and Fire In-Vehicle Devices Introduction: The intent of this Agenda Item is to seek the City Council's authorization for the City Manager to approve the purchase of 108 GETAC tablets from CDW Government Solutions through the National Intergovernmental Purchasing Alliance Cooperative Purchasing Program in the amount of$397,773.99 and 108 Microsoft Office licenses through SHI Government Solutions. The devices will be installed inside of Police Department and Fire Department vehicles and will replace the current 6-year-old devices. Purchase will include required hardware, software, and installation services. Funds are budgeted in Police Department account 001.1101.521.25.01. Background: In December of 2014 via Resolution 14-633 City Council approved four-year lease purchase of 75 Laptop devices to be used in public safety vehicles. Over the years as the number of vehicles and services increased, so did the number of devices required to outfit the police vehicles. The lease agreement ended in 2018. Due to age and the inability to upgrade, the devices are no longer in compliance with the security guidelines governed by the auditing body of the Criminal Justice Information Services (CJIS), nor the guidelines of the Cybersecurity and Infrastructure Security Agency(CISA). CJIS requires that devices running outdated operating systems either be upgraded or replaced. The six-year old devices currently being used are not capable of being upgraded. Therefore, the device should be replaced. Budget Impact: The costs to replace the devices and the required software, mounting hardware, and installation services are: "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 r , City of - _ ,Awe. 1 or( 1'111111" Ir www.PortArthurTx.gov Tablets and Mounting Equipment $335,152.35 CDW-G Microsoft Office $ 28,466.64 SHI Installation $ 34,155.00 CDW-G Total $397,773.99 . Funds are budgeted in Police Department account 001.1101.521.25.01. Recommendation: It is recommended that City Council authorize the City Manager to approve the purchase of 108 GETAC tablets to replace the aged devices and the required hardware and installation services through CDW Government Solutions through the National Intergovernmental Purchasing Alliance Cooperative Purchasing Program in the required software from SHI Government Solutions in the amount of$397,773.99. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 21359 5/12/2020 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO PURCHASE 108 GETAC TABLETS FROM CDW GOVERNMENT LLC THROUGH THE NATIONAL INTERFOVERNMENT PURCHASING ALLIANCE COOPERATIVE PURCHASING PROGRAM AND 108 MICROSOFT OFFICE LICENSES THROUGH SHI GOVERNMENT SOLUTIONSIN THE AMOUNT OF $397,773.99. DEVICES WILL REPLACE 6-YEAR-OLD DEVICES CURRENTLY USED IN PUBLIC SAFETY VEHICLES. FUNDING BUDGETED IN POLICE DEPARTMENT ACCOUNT 001.1101.521.25.01. WHEREAS, the 6-year-old devices in the public safety vehicles no longer meet the requirements set forth by the Criminal Justice Information Services (CJIS) and cannot be upgraded; and WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of the governing body, to participate in cooperative purchasing programs, such as the National Intergovernmental Purchasing Alliance, as an alternative to a formal bid process; and WHEREAS, pursuant to Resolution No. 18-140, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing through the National Intergovernmental Purchasing Alliance; and WHEREAS, CDW Government LLC is a National Intergovernmental Purchasing Alliance vendor under contract R160201; and WHEREAS, CDW Government LLC can provide all hardware and installation services required; and WHEREAS, SHI Government Solutions is a Value-Added Reseller (VAR) for Department of Information Resources (DIR)through contract number DIR-TSO-4092; and WHEREAS, The City of Port Arthur has a Microsoft Enterprise Agreement through SHI Government Solutions; and WHEREAS, SHI Government Solutions can provide the required software; and P.R. NO. 21359 5/12/2020 WHEREAS, the specifications of the purchase and statement of work are attached as "Exhibit A". NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That, the City Council hereby authorizes the City Manager to purchase 108 GETAC tablets and required hardware, and installation services and 108 Microsoft Office licenses in the amount of $397,773.99. Funds available in Police Department account 001.1101.521.25.01. Quotes and Statement of Work attached hereto as "Exhibit A". Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED this the day of May, A.D. 2020 at a regular meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: P.R. NO. 21359 5/12/2020 Pia 4 Val Tizeno, Cit Attorney APPROVED FOR ADMINISTRATION: Ronald Burton Clifton Williams City Manager Purchasing Manager Fay Young Information Technology Director APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Daniel, Interim Director of Finance P.R. NO. 21359 5/12/2020 Exhibit A ® DATE(MMIDDIYY Y) ACC0REP 416...------ CERTIFICATE OF LIABILITY INSURANCE 04/17/2020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Kellie Bosarge NAME: Little&Smith Inc PHONE Ext): (770)428-3308 (A/C,FAX No): (770)429-8305 202 Church Street E-MAIL kbosarge@littleandsmith.com ADDRESS: P O.Box 1089 INSURER(S)AFFORDING COVERAGE NAIC# Marietta GA 30061INSURER A' Cincinnati Ins.Co. 10677 INSURED INSURER B: Technology Insurance CO. 42376 Mobile Installation Technologies.LLC INSURER C: 1355 Terrell Mill Rd SE INSURER D: Bldg 1478,Ste 100 INSURER E: Marietta GA 30067-5496 INSURER F: COVERAGES CERTIFICATE NUMBER: 2019-2020 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT VNTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUER POLICY NUMBER POLICY EFF POLICY EXP LTRINSD WVD (MMIDDIYYYY) (MMIDDIYYYY) LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S 1.000,000 CLAIMS-MADE X OCCUR -DAMAGE TO RENTED 500,000 PREMISES(Ea occurrence) S _ MED EXP(Any one person) 5 10,000 A EPP 0216900 11/01/2019 11/01/2020 PERSONAL SADV INJURY 5 1,000,000 � GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE 5 2,000,000 1 POLICY PRO- 2,000,000 JECT LOC PRODUCTS 5 OTHER. 5 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 5 1,000,000 (Ea accident) ANY AUTO BODILY INJURY(Per person) S A OWNED / SCHEDULED EPP 0216900 11/01/2019 11/01/2020BODILY INJURY(Per accident) 5 AUTOS ONLY /—• AUTOS _ X HIRED � NON-OWNED PROPERTY DAMAGE 5 AUTOS ONLY X AUTOS ONLY (Per accident) X Comp 1,000 X Coll 1,000 5 X UMBRELLA LIAB OCCUR EACH OCCURRENCE S 5,000,000 A EXCESS LIAB CLAIMS-MADE EPP0216900 11/01/2019 11/01/2020 AGGREGATE 5 5,000,000 DED X RETENTION S 5,000 �/ $ WORKERS COMPENSATION X SEATUTE 00TH AND EMPLOYERS LIABILITY Y/N 1,000,000 B ANY PROPRIETOR/PARTNER/EXECUTIVE Y NIA TWC3825921 11/01/2019 11/01/2020 E.L.EACH ACCIDENT S OFFICER/MEMBER EXCLUDED'? (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE 5 1,000,000 It yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below E L.DISEASE-POLICY LIMIT 5 Limit:5,000 Deductible:500 Leased&Rented Equipment A Garagekeepers Coverage EPP 0216900 11/01/2019 11/01/2020 Physical Damage:40,000 Deductible:500 DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Port Arthur ACCORDANCE WITH THE POLICY PROVISIONS. 444 44th Street AUTHORIZED REPRESENTATIVE Port Arthur TX 77640 a.—/.'-,A.- ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD PEOPLE QUOTE CONFIRMATION GET O� T DEAR FAY YOUNG, 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 LKGW927 4/29/2020 LFRH011 0816598 $335,152.35 QUOTE DETAILS ITEM QTY CDW# UNIT PRICE EXT. PRICE GETAC F110G415-72000 128/8 W1OP 108 5835190 52,193.18 5236,863.44 Mfg. Part#: FG21ZCKA1HX2 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) Gamber-Johnson Tri Pass-Through Vehicle Dock&Replication 110 5265067 $452.84 $49,812.40 for Getac F110 Mfg. Part#: 0HG160098703 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) Gamber-Johnson-mounting kit 32 4232527 5434.74 $13,911.68 Mfg. Part#: 7170-0514 UNSPSC: 56112005 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) Gamber-Johnson Independent-mounting component 77 4129656 553.97 54,155.69 Mfg. Part#: 7160-0761 UNSPSC: 31162313 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) Gamber-Johnson-mounting component 65 3914780 $55.73 $3,622.45 Mfg. Part#: 7160-0775 UNSPSC: 31162313 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) Gamber-Johnson Low Profile Quick Release Keyboard Tray- 65 4597601 $107.82 $7,008.30 mounting component Mfg. Part#: 7160-0857 UNSPSC: 31162313 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) Getac TG3 83 Key USB Keyboard with Touchpad 98 5379700 $198.25 $19,428.50 Mfg. Part#: 590GBL000195 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) C2G 6 inch USB Extension Cable-USB 2.0 A Male to A Female 109 3088977 $1.38 $150.42 Mfg. Part#: 52119 UNSPSC: 26121604 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) Page 1 of 2 QUOTE DETAILS(CONT.) C2G lm USB Extension Cable- USB 2.0 A Male to A Female 109 1955234 S1.83 $199.47 Black(3ft1 Mfg. Part#: 52106 UNSPSC: 26121604 Contract: NIPA ESCR4 Tech&IWB Solutions Products/Services (R160201) PURCHASER BILLING INFO SUBTOTAL $335,152.35 Billing Address: SHIPPING $0.00 CITY OF PORT ARTHUR ACCOUNTS PAYABLE SALES TAX $0.00 PO BOX 1089 PORT ARTHUR,TX 77641-1089 GRAND TOTAL $335,152.35 Phone: (409) 983-8100 Payment Terms:Net 30 Days-Govt State/Local DELIVER TO Please remit payments to: Shipping Address: CDW Government CITY OF PORT ARTHUR 75 Remittance Drive FAY YOUNG Suite 1515 444 4TH ST FL 2 Chicago,IL 60675-1515 PORT ARTHUR,TX 77640-6450 Shipping Method:UPS Ground (tel Need Assistance?CDWG SALES CONTACT INFORMATION (��J Peter McGee (877) 708-8009 petmcge©cdwg.com This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at htto://www.cdwg.com/content/terms-conditions/product-sales.aspx For more information, contact a CDW account manager ©2020 CDWG LLC,200 N. Milwaukee Avenue,Vernon Hills,IL 60061 1800.808.4239 Page 2 of 2 STATEMENT OF WORK Project Name: Port Arthur TX Seller Representative: Customer Name: City of Port Arthur Brent Condreay 346-857-8874 CDW Affiliate: CDW Government LLC brecond@cdw.com SOW Created Date: May 1,2020 Solution Architect: Version: 5 Dave Flower This statement of work("Statement of Work"or"SOW")is made and entered into on the date signed by both parties(the "SOW Effective Date")by and between the undersigned,CDW Government LLC("Provider","Seller"and"we")and City of Port Arthur("Customer"and"you"). PROJECT DESCRIPTION PROJECT SCOPE Provider will work with Customer with the following services: • Ninety-five(95)total units to be installed • Sixty-six(66)Dock Swaps o Seven(7)per day per tech • Seventeen(17)Full Swaps o Five(5)per day per tech • Twelve(12)Dash Installs o Four(4)per day per tech ASSUMPTIONS: 1. One(1)install location(address TBD) 2. All equipment will be on site prior to deployment of MIT Team 3. 2 Tech Team 4. 9-10 Hour workday/shift 5. Completion timeline is nine(9)workdays/shifts 6. All removed equipment will be left at installation site POC 7. All unused equipment will be left at installation site with POC 8. POC information will be provided to MIT team prior to installation 9. POC swill sign completed VCD's each day 10. Daily thru put will be reported to GoogleDocs ASSUMPTIONS: 1. Thru-put access is minimum 8 units per technician per workday. 2. Provider will deploy scale manpower to meet desired deployment timeline. 3. Schedule will be five(5)days per week,Monday thru Friday or six(6)days per week,Monday thru Saturday. 4. Pricing includes assignment of Provider Executive Project Manager for project consultation with Buyer and Customer personnel for planning,project design,schedule build,and single POC for all project management responsibilities. Proprietary and Confidential Page 1 ,��?� >. Version 5,Template 1-1 �� Drafted by Natosha Hunt-Mobley,REQ55347 5. Price is all inclusive of installation labor and workmanship,travel,and miscellaneous installation supplies. 6. Delays due to hardware or vehicle access are billed at a rate of$1,250.00 per technician,per day. 7. Standard ninety(90)-day workmanship warranty applies. 8. Exceptions to access minimums are emergencies and force majeure. 9. All hardware identifiers/serial numbers will be recorded,associated to each vehicle,and reported daily via a google docs report with access to all POC parties. 10. All installed equipment will be QC tested to power up. 11. A VCD(Vehicle Completion Document)will be manually completed for each vehicle installation with signature required by Customer on site POC serving as acceptance of the installation. 12. Provider technicians assigned will be veteran Provider technicians who have completed and passed all annual vetting refresh and background check procedures. 13. Provider technicians will always be uniformed and conduct themselves professionally. ALL INCLUSIVE • Pricing is based on access to min seven(7)units per technician per day,scaled to Customer timeline • Quote is all inclusive of project design and management,installation workmanship,travel,meals,and miscellaneous installation supplies. • Deployment will begin in on or about July 2020 and conclude on or about August 2020. • Locations and vehicles to be installed have been prescheduled. • Provider, Seller and Customer POC will make every good faith attempt to confirm access. • Pricing includes assignment of a Provider Executive Project Manager for project consultation with Seller and Customer Fleet POC for planning,project design,schedule build,and single POC for all project management responsibilities. • Price is all inclusive of installation labor and workmanship,all travel costs,and miscellaneous installation supplies. • Delays due to hardware or vehicle access are billed at a rate of$1250 per technician,per day. • Provider will deploy MIT certified technicians. • Invoicing will be on a weekly basis for the vehicles scheduled or completed the previous week. • Invoicing terms are 2%ten(10)NET thirty(30). • Standard ninety(90)-day workmanship warranty applies. • Exceptions to access minimums are publicly declared emergencies and force majeure. • Vehicle unit number will be recorded to the Vehicle Completion Document(VCD)and reported daily via a google docs report with access to all parties. • All installed equipment will be QC tested to power up and function. • A VCD(Vehicle Completion Document)will be manually completed for each vehicle installation with signature required by designated POC on site serving as acceptance of the installation. • Provider technicians assigned will be veteran Provider technicians who have completed and passed all annual vetting refresh and background check procedures. • Provider technicians will be uniformed and conduct themselves professionally PROJECT MANAGEMENT A Project Manager is assigned and provides the following: • Coordinates and facilitates kickoff,status(at agreed upon intervals)and close out calls • Documents and distributes meeting notes/action items for all calls • Creates and distributes escalation and contact lists • Conducts status meetings to proactively identify any issues that may arise in order to mitigate risk • Facilitates any necessary change orders and administrative tasks as necessary • Monitors project scope and expectations Proprietary and Confidential Page 2 V • Version 5,Template 1-1 Drafted by Natosha Hunt-Mobley,REQ55347 • Identifies and manages project risks • Monitors the status and progress of the project and the quality of items provided • Communicates at regular intervals as agreed upon • Acts as the main POC to Customer if requested • Ensures project timelines,dependencies,budgets and closure requirements for sign off are met within the project lifecycle Services not specified in this SOW are considered out of scope and will be addressed with a separate SOW or Change Order. ITEM(S) PROVIDED TO CUSTOMER The following will be provided to Customer by the completion of this project. Table 1—Item(s)Provided to Customer Item Description Format Vehicle Completion Triplicate form designed for Customer acceptance of Triplicate Carbon Paper Document installation services. PROJECT SCHEDULING Customer and Seller,who will jointly manage this project,will together develop timelines for an anticipated schedule ("Anticipated Schedule")based on Seller's project management methodology.Any dates,deadlines,timelines or schedules contained in the Anticipated Schedule,in this SOW or otherwise,are estimates only,and the Parties will not rely on them for purposes other than initial planning. TOTAL FEES The total fees due and payable under this SOW("Total Fees")include both fees for Seller's performance of work("Services Fees")and any other related costs and fees specified in the Expenses section("Expenses").Unless otherwise specified,taxes will be invoiced but are not included in any numbers or calculations provided herein. Seller will invoice for the Total Fees. SERVICES FEES Services Fees will be calculated on a TIME AND MATERIALS basis. The invoiced amount of Services Fees will equal the rate applicable for a unit of a service or resource("Unit Rate") multiplied by the number of units being provided("Billable Units")for each unit type provided by Seller(see Table 2). The Total Estimated Services Fees of$34,155.00 is merely an estimate and does not represent a fixed fee.Neither the Total Estimated Billable Units of ninety-five(95)nor the Total Estimated Services Fees are intended to limit the bounds of what may be requested or required for performance of the Services. Table 2—Services Fees Unit Type Unit Rate Billable Units Subtotal 66 Dock Swaps $330.00 66 $21,780.00 17 Full Mount Installations $399.00 17 $6,783.00 12 Dash Mount Installations $466.00 12 $5,592.00 Proprietary and Confidential Page 3 Version 5,Template 1-1 Drafted by Natosha Hunt-Mobley,REQ55347 Unit Type Unit Rate Billable Units Subtotal Estimated Total 95 $34,155.00 The rates presented in Table 2 apply to scheduled Services that are performed during Standard Business Hours(meaning 8:00 a.m.to 5:00 p.m.local time,Monday through Friday,excluding holidays). When Seller invoices for scheduled Services that are not performed during Standard Business Hours,Services Fees will be calculated at 150%of the Unit Rates.For any unscheduled(i.e.,emergency)Services performed at any time of the day,Services Fees will be calculated at 200%of the Unit Rates. Any non-Hourly Units will be measured in one(1)unit increments when Services are performed remotely or at any Customer-Designated Location(s)(as defined below). Any Hourly Units will be measured in one(1)hour increments with a minimum of one(1)hour billed each day Services are performed remotely and four(4)hours billed each day Services are performed at any Customer-Designated Location(s). When Hourly Seller personnel must travel more than two(2)hours a day to work at any Customer-Designated Location(s), there will be a minimum of eight(8)hours billed for each day(less travel time that is invoiced pursuant to the"Expenses" section below). Upon notice,Seller may adjust the rates above,provided that the rates will remain fixed for at least six(6)months after the SOW Effective Date and then again for at least six(6)months after any subsequent adjustment. The rates above only apply to Services specified in this SOW as it may be amended by one or more Change Order(s). EXPENSES Neither travel time nor direct expenses will be billed for this project. The parties agree that there will be no travel required for this project. CUSTOMER-DESIGNATED LOCATIONS Seller will provide Services benefiting the locations specified on the attached Exhibit("Customer-Designated Locations"). PROJECT-SPECIFIC TERMS 1. Customer is responsible for providing all physical and communications access,privileges,environmental conditions, properly functioning hardware and software,qualified personnel,project details,material information, decisions/directions,and personnel and stakeholder interviews that are reasonably necessary to assist and accommodate Seller's performance of the Services("Customer Components"). 2. Seller is not responsible for delays in performance directly caused by the unavailability of the Customer Components and will have the right to invoice Customer,with prior written notice,for time Seller personnel is thereby idled or to reassign Seller personnel to work unrelated to this SOW and the services hereunder. 3. Customer will provide in advance and in writing,and Seller will follow,all applicable Customer safety and security rules and procedures. 4. Customer will secure and maintain the confidentiality of all Seller personnel information. 5. When Services are performed at a Customer-Designated Location,the site will be secure; Seller is not responsible for lost or stolen equipment. 6. This SOW can be terminated by either party without cause upon at least fourteen(14)days'advance written notice. Proprietary and Confidential Page 4 tip Version 5,Template 1-1 Drafted by Natosha Hunt-Mobley,REQ55347 SOW TERMS AND CONDITIONS CONTACT PERSON(S) Each Party will appoint a person to act as that Party's point of contact("Contact Person")as the time for performance nears and will communicate that person's name and information to the other Party's Contact Person.The Customer Contact Person is authorized to approve materials and Services provided by Seller,and Seller may rely on the decisions and approvals made by the Customer Contact Person(except that Seller understands that Customer may require a different person to sign any Change Orders amending this SOW).The Customer Contact Person will manage all communications with Seller,and when Services are performed at a Customer-Designated Location,the Customer Contact Person will be present or available. The Parties'Contact Persons shall be authorized to approve changes in personnel and associated rates for Services under this SOW. PAYMENT TERMS Customer will pay invoices containing amounts authorized by this SOW within thirty(30)days of receipt.Any objections to an invoice must be made to the Seller Contact Person within fifteen(15)days after the invoice date. EXPIRATION AND TERMINATION This SOW expires and will be of no force or effect unless it is signed by Customer,transferred in its entirety to Seller so that it is received within thirty(30)days from the date written on its cover page,and then signed by Seller,except as otherwise agreed by Seller.Either Party may terminate this SOW for cause if the other Party fails to cure a material default in the time period specified in the Agreement(defined herein). CHANGE ORDERS This SOW may be modified or amended only in a writing drafted by Seller,generally in the form provided by Seller and signed by both Customer and Seller("Change Order").Each Change Order will be of no force or effect until signed by Customer,transferred in its entirety to Seller so that it is received within thirty(30)days from the date on its cover page and then signed by Seller,except as otherwise agreed by Seller. In the event of a conflict between the terms and conditions set forth in a fully executed Change Order and those set forth in this SOW or a prior fully executed Change Order,the terms and conditions of the most recent fully executed Change Order shall prevail. Proprietary and Confidential Page 5 Version 5,Template 1-1 Drafted by Natosha Hunt-Mobley,REQ55347 MISCELLANEOUS AND SIGNATURES This SOW shall be governed by that certain Region 4 Education Service Center aka National IPA/TCPN Agreement #R160201 between CDW Government LLC and The Cooperative Purchasing Network("TCPN")with an Effective date of August 1,2016(the"Agreement").If there is a conflict between this SOW and the Agreement,then the Agreement will control,except as expressly amended in this SOW by specific reference to the Agreement. References in the Agreement to a SOW or a Work Order apply to this SOW.This SOW and any Change Order may be signed in separate counterparts,each of which shall be deemed an original and all of which together will be deemed to be one original.Electronic signatures on this SOW or on any Change Order(or copies of signatures sent via electronic means)are the equivalent of handwritten signatures.This SOW is the proprietary and confidential information of Seller. In acknowledgement that the parties below have read and understood this SOW and agree to be bound by it,each party has caused this SOW to be signed and transferred by its respective authorized representative. CDW Government LLC City of Port Arthur By: By: signature signature Name: Name: Title: Title: Phone: Phone: E-mail: E-mail: Date: Date: Mailing Address: Mailing Address: 200 N.Milwaukee Ave. Street: Vernon Hills,IL 60061 City/ST/ZIP: Billing Contact: Street: City/ST/ZIP: ❑A purchase order for payment under this SOW is attached. ❑A purchase order is not required for payment under this SOW. Seller Services Manager Robert Lamb Proprietary and Confidential Page 6 Version 5,Template 1-I Drafted by Natosha Hunt-Mobley,REQ55347 EXHIBIT A. CUSTOMER-DESIGNATED LOCATIONS Seller will provide Services benefiting the following locations("Customer-Designated Locations"). Table 3—Customer-Designated Locations Location(s) Service(s) ❑ Assessment E Knowledge Transfer ❑ Staff Augmentation Port Arthur TX D Configuration ❑ Project Management 0 Support 0 Design 0 Reconfiguration 0 Training 0 Implementation 0 Reinstallation la Custom Work Proprietary and Confidential Page 7 ? "® Version 5,Template 1-1 Drafted by Natosha Hunt-Mobley,REQ55347 Lindsay Harris From: Sherri Bellard Sent: Tuesday, May 05, 2020 9:57 AM To: Lindsay Harris Subject: FW: PR 21359 - Public Safety Device Replacement - Document replacements Attachments: MIT COI for Port Arthur 4-17-20.pdf; LKGW927.pdf; CDW- G_CSOW55347(M DT Implementation) v5-tracked.pdf; PSMDT2020CAM2.docx; PDMDTResolution.docx; PrePDMDT2.xlsx add to May 12th meeting. Sherri Bellard City Secretary,TRMC City of Port Arthur Phone: (409) 983-8115 Fax: (409) 983-8128 444-4th Street Port Arthur,TX 77640 P.O. Box 1089 Port Arthur,TX 77641-1089 ;TA' orl rtlitir Terns ; -- From: Fay Young Sent: Monday, May 4, 2020 3:43 PM To: Gwen Thibodeaux<gwen.thibodeaux@portarthurtx.gov>; Kandy K. Daniel <Kandy.Daniel@portarthurtx.gov>; Clifton Williams<clifton.williams@portarthurtx.gov>; Shanell Perkins<shanell.perkins@portarthurtx.gov>; Sherri Bellard <sherri.bellard@portarthurtx.gov> 1 Cc:Timothy Duriso<timothy.duriso@portarthurtx.gov>; Michael Fratus<michael.fratus@portarthurtx.gov> Subject: FW: PR 21359- Public Safety Device Replacement- Document replacements I had to change the wording on the documents and CDW changed their contract system last night and replaced their document with one that has another tracking number. The resolution, pre-agenda form and CAM had to be changed because CDWG cannot meet the price being quoted by SHI. The following documents were updated: CDWG SOW, PSMDT2020CAM2, PDMDTResolution, PrePDMT2 None of the dollar amounts have changed. But the software will come from SHI instead of CDW-G. And the statement of work has not changed. I will re-walk the printed documents through the offices. Fay Young Information Technology Director City of Port Arthur 444 4th sT Port Arthur,TX 77640 409-983-8164 From: Fay Young Sent: Friday, May 1, 2020 6:01 PM To: Gwen Thibodeaux<gwen.thibodeaux@portarthurtx.gov> Subject: PR 21359- Public Safety Device Replacement Documents are going through the signature trail. Fay Young Information Technology Director City of Port Arthur 444 4th sT Port Arthur, TX 77640 409-983-8164 2