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Home My WebLink AboutPR 18770: CONTRACT WITH CDW FOR LEASE OF 75 LAPTOP COMPUTERS P.R. No. 18770 12/3/14 sb RESOLUTION NO. A RESOLUTION AUTHORIZING A CONTRACT WITH CDW GOVERNMENT (CDW-G) FOR THE LEASE OF SEVENTY-FIVE (75) LAPTOP COMPUTERS FOR PATROL VEHICLES THROUGH TEXAS COOPERATIVE PURCHASING NETWORK (TCPN) STATE CONTRACT IN THE ANNUAL AMOUNT OF $74,274 . 18 PER YEAR, OR MONTHLY PAYMENTS OF $6,320 . 11 FOR 48 MONTHS; FUNDING IS AVAILABLE IN ACCOUNT NO. 001- 1101-521 .54 .00 . WHEREAS, the Police Department is in need of replacing laptop computers in the patrol fleet . Historically, these laptops have been purchased through federal grant funding, which is no longer available; and WHEREAS, as an alternative to competitive sealed bidding or proposals, a city may use a cooperative purchasing program as a procurement method as stated in Subchapters D and F of Chapter 271 of the Texas Local Government Code; and WHEREAS, pursuant to Resolution No. 03-223, the City of Port Arthur entered into an Interlocal Agreement for cooperative purchasing with Texas Cooperative Purchasing Network (TCPN) ; and WHEREAS, CDW Government (CDW-G) offers a contract through the Texas Cooperative Purchasing Network (TCPN) where the annual amount can be paid or financing is available through HP Financial Services (HPFS) at a rate of $6, 320 . 11 per month for 48 months; and WHEREAS, the financing of this equipment meets the requirements of Chapter 271 of the Texas Local Government Code as it falls under the TCPN contract as delineated in Exhibit "A"; and WHEREAS, a copy of the contract pricing worksheet for this equipment is attached as Exhibit "B"; and WHEREAS, funds for this lease are available in account number 001-1101-521 . 54-00; and P.R. No. 18770 12/3/14 sb 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 Police Department is hereby authorized and directed to lease seventy-five (75) GETAC laptop computers, from CDW-G, through the TCPN Contract for the total amount of $74 , 274 . 18 per year or monthly payments of $6, 320 . 11 for 48 months through HPFS . Section 3 . That the City Manager is herein authorized to enter into a Lease Agreement with CDW-G and execute financing documents with HPFS . Section 4 . That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council . READ, ADOPTED AND APPROVED on this day of December, A. D. , 2014, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote : AYES : Mayor: Councilmember: , NOES: • Deloris Prince, Mayor ATTEST: Sherri Bellard, City Secretary P.R. No. 18770 12/3/14 sb APPROVED AS TO FORM: // /''. ■AdgledrAdr Aill Val ' izeno, Ci y A ••rney APPROVED FOR ADMINISTRATION: John A. Comeaux, P. E. , Interim City Manager APPROVED AS TO AVAILABILITY OF FUNDS: 4/442141_6544 Deborah Echols, Director of Finance Shawna Tubbs, Purchasing Manager P.R. No. 18770 12/3/14 sb EXHIBIT "A" Val Tizeno From: Peter McGee <petmcge @cdwg.com> Sent: Thursday, December 4, 2014 2:00 PM To: Val Tizeno Subject: TCPN The Getac order that we have been discussing will fall under the TCPN contract. The Microsoft portion of that order was competitively bid under the GSA CONTRACT. Thanks! Peter McGee Account Manager I CDW-G 120 S. Riverside I Chicago, IL 60606 Toll Free: 877-708-8009 ext 52822 Fax: 847-371-7753 t PEOPLE WHO GET IT Have you accessed your Extranet today? Logon ( View Quotes I Order Status I Support Team 1 P.R. No. 18770 12/3/14 sb EXHIBIT " B " CDWG.com 1 800.594.4239 OE400SPS SALES QUOTATION t: f, E-QiiSCOa 0316593 10/7/2014 j BILL TO: SHIP TO: CITY OF PORT ARTHUR PORT ARTHUR POLICE PO BOX 1089 Attention To:DAVE MAI 645 4TH ST ti Accounts Payable PORT ARTHUR ,TX 77641-1089 PORT ARTHUR,TX 77640-6455 Contact: DAVE MAI 409.983.8658 Customer Phone# Customer P.O.#DZBL360 QUOTE ACCOUNT MANAGER SHIPPING METHOD TERMS EXEMPTION CERTIFICATE PETER MCGEE 877.708.8009 DROP SHIP-GROUND Net 30 Days Gaut STATE State/Local QTY ITEM NO. DESCRIPTION UNIT PRICE EXTENDED PRICE 75 292791• GETAC S400 15-3320 500GB 4GB W7P 2,189.97 164,247.75 Mfg# SWM 144 Contract:TCPN-Technology Solutions R5106 R5106 75 2544689 GETAC WIN 7 64B OS F/S400 LT 0.00 0.00 Mfg#:S-WIN7PRO64 Contract:TCPN-Technology Solutions R5106 R5106 75 2443379 GETAC VEH DOCK PORT REP W/DUAL-PASS 593.59 44,519.25 Mfg#:S-VEHDOCKRF Contract:TCPN-Technology Solutions R5106 R5106 75 2347453 GTC UPGRADE RAM 2GB TO 8GB 213.29 15,996.75 Mfg#.S-BGBRAM2 Contract:TCPN-Technology Solutions R5106 R5106 75 2894891 MS GSA OFFICE STD 2013 254.89 19,116.75 Mfg#:021-10293 Contract:MARKET Electronic distribution-NO MEDIA t 75 2876607 GETAC EXT WTY-SEMI RUGGED-YEARS 369.99 27,749.25 Mfg#:GS208A02 Contract:MARKET Electronic distribution-NO MEDIA 75 3161247 GETAC VECH ADAPTER F/F110 V110 S400 133.50 10,012.50 Mfg#:GDC002 Contract:TCPN-Technology Solutions R5106 R5106 SUBTOTAL 281,642.25 FREIGHT 0.00 TAX t 0.00 us currency TOTAL $ 281,642.25 Please remit payment to: CDW Government CDW Government 75 Remittance Drive 230 North Milwaukee Ave. Suite 1515 Vernon Hills, IL 60061 Fax 847.371.7753 Chicago, IL 60675-1515 his quote is subject to CDW's Terms and Conditions of Sales and Service Projects at :tp://www.cdw.com/content/terms-conditions/product-sales.asp or more information. contact a CDW account manaoer. OHP Financial Services Financial Services Proposal Prepared for: PORT ARTHUR PD Submitted: October 17, 2014 With technology changing everyday, leasing provides you with the flexibility you need to meet you ongoing business needs, as well as being a cost effective way to use operating capital and preserve bank credit lines. The following payment alternatives are available from HP Financial Services. Fair Market Value — True Lease Operating Leases are used by a majority of commercial and private sector entities to procure technology and other equipment that depreciates rapidly. This structure acts more like a rental of the equipment versus loan with intent to own. Under this structure the Lessor holds Title to the equipment and can take depreciation benefits as the owner of the equipment. It is also important to note that under this structure sale and property tax exemptions may not pass through to the Lessor and under the terms of the Agreement the Lessee would be responsible for the reimbursement of such charges. Under an Operating Lease, base payments are typically lower then compared to a like term Tax Exempt Purchase structure. Following the base term, the Lessee has several options; 1) the equipment may be returned without penalty; 2)the lease term may be re-negotiated and extended; 3)the equipment may be purchased at its then Fair Market Value; or 4)the Lessee may continue to make monthly payments beyond the original term until they are ready to exercise one of the three previously listed options. Equipment cost $ 281,642.25 Purchase Option Fair Market Value Lease Term 36 months Payment: $7,674.28—monthly payments Lease Term 36 months Payment: $ 90,232.23—annual payments Lease Term 48 months Payment: $6,320.11 —monthly payments Lease Term 48 months Payment: $74,274.18—annual payments Pricing is valid only if product is delivered and accepted by December 17, 2014. We appreciate the opportunity to provide you with this proposal. Please call me if you have any questions, or if I can be of further help. Sincerely, Ezra Shepard Financial Area Manager 505-349-2938 Phone 866-251-2418 Fax Ezra.shepard @hp.corn Confidentiality: This letter is delivered to you with the understanding that neither this letter nor its substance shall be disclosed by Lessee to any third party. Basis of Proposal: This letter is a proposal for discussion purposes only and does not represent either an offer or a commitment of any kind on the part of HPFS. It does not purport to be inclusive of all terms and conditions that will apply to a leasing transaction between us. Neither party to the proposed transaction shall be under any legal obligation whatsoever until, among other things, HPFS has obtained all required internal approvals(including credit approvals)and both parties have agreed upon all essential terms of the proposed transaction and executed mutually acceptable definitive written documentation. This proposal can be modified or withdrawn by HPFS at any time. Either party may terminate discussions and negotiations regarding a possible transaction at any time,without cause and without any liability whatsoever.