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HomeMy WebLinkAboutCAG2022-202 - Other - CDW Government, Inc. - MS Surface Laptop 5 (100) & MS Surface Dock 2 (100) - 06/22/2023 FOR CITY OF KENT OFFICIAL USE ONLY �LS/MG Sup/Mgr: Agreement Routing Form DirASSt: ITD 104 • For Approvals,Signatures and Records Management Dir/Dep: MC KEN T This form combines&replaces the Request for Mayor's Signature and Contract Cover (Optional) W ASH I NGTON Sheet forms. Originator: Department: Ikhra Mohamed IT Date Sent: Date Required: > 06/21/2023 06/23/2023 O CLDirector or Designee to Sign. Date of Council Approval: Q Q Interlocal Agreement Uploaded to Website ❑✓ 05/03/2022 Budget Account Number: Grant?:Yes:✓ No T00020.63520.1800 Budget?R]YesEl No Type: N/A Vendor Name: Category: CDW Government, Inc. Contract Vendor Number: Sub-Category: 33506 Other O Project Name: MS Surface Laptop 5 (100) & MS Surface Dock 2 (100) E O Project Details: Procurement of MS Surface Laptops (100) & Docks (100) for IT stock under approved cooperative purchasing agreement KCDA AEPA 022-G, CAG2022-202, which expires a+ 02/28/2026. Council approved IT Director to approve purchases within budget on 05/03/22. C N E Agreement Amount: $198,180.00 Basis for Selection of Contractor: Cooperative Purchase *Memo to Mayor must be attached Start Date: N/A Termination Date: N/A Q Local Business?F--]YesFv-]No* If meets requirements per KCC 3.70.100,please complete"Vendor Purchase-Local Exceptions"form on Cityspace. Business License Verification:Yes El In-Process Exempt(KCC 5.01.045) Notice required prior to disclosure? Ec ntract Number: �YesFNo G2022-202 Comments: 81 C ` 3 Mike Carrington, irector a, %V Date: 06/22/2023 �a in Date Routed to the City Clerk's Office: dd«V"d223-3_1_20 Visit Documents.KentWA.gov to obtain copies of all agreements rev.20210513 8.E KENT WAS H IN G T O N DATE: May 3, 2022 TO: Kent City Council SUBJECT: CDW-G Cooperative Agreement - Computer Laptops, Monitors and Associated Accessories Purchase - Authorize MOTION: I move to authorize the City's Information Technology Department to purchase technology supplies, materials, equipment, and software through cooperative purchasing agreement #AEPA-0022-G between CDW Government, LLC and the King County Directors' Association, if those purchases are within established budgets and made during the term of the cooperative agreement, which is currently in effect through February 28, 2023, but may be extended through February 28, 2026, or later. SUMMARY: The Association of Educational Purchasing Agencies (AEPA) is a purchasing cooperative through which 26 states have joined to cooperatively bid and purchase supplies, materials, and equipment. AEPA designates one member agency per state who then represents that state in communications with AEPA-the King County Directors' Association (KCDA) is that designated representative for the State of Washington. KCDA then determines for Washington which public entities can utilize the competitively bid contracts that AEPA procures. The City of Kent entered into a contract with KCDA several years ago that allows the City to purchase through those cooperative purchasing agreements that KCDA and AEPA enter into with successful bidders. The current contract for which IT seeks purchasing approval is a contract with CDW Government, LLC, a leading multi- brand supplier of information technology solutions to government, education, and healthcare customers. The City previously purchased through a similar contract between KCDA and CDW Government, LLC, which has recently expired. Under that contract, the City purchased $776,132.16 worth of goods over four years. With the expiration of that agreement, the authorization of this new agreement is necessary. This new agreement has been reviewed by the Law Department, which confirmed that the agreement was formed pursuant to a competitive process, in apparent compliance with state law. Due to the City's pre-existing relationship with KCDA, no other contracting document is necessary for the City to receive the benefit of the terms and conditions of the cooperative agreement for purchases placed through it. IT requests Council authorize the purchase of technology products and equipment through the cooperative agreement CDW Government, LLC has with KCDA. This Packet Pg. 740 8.E authorization would allow for the procurement of upgraded and compatible computer laptops, monitors and associated accessories for City workstations. Updates in computer technology require us to periodically refresh our workstation equipment for compatibility, security, and durability. IT needs to purchase laptops, monitors and accessories to upgrade and refresh its supply for City use, as equipment within many workstations is old and frequently breaks. Currently, the City has a need to purchase an additional 200 computer monitors, at a cost of $58,903.50. IT staff requests Council authorize staff to utilize this cooperative purchasing agreement for this current purchase, as well as future purchases that may be needed, provided that those purchases are made during the term of the cooperative agreement and within existing budgets previously established and approved by Council. Seeking Council approval now will allow staff the needed flexibility to utilize this contract for future purchases as they become necessary. BUDGET IMPACT: This current purchase need is being funded by Hardware Lifecycle project account T00020 at a cost of approximately $58,903.50. Additional purchases made under this authorization may impact other accounts, within budget limits. SUPPORTS STRATEGIC PLAN GOAL: Evolving Infrastructure - Connecting people and places through strategic investments in physical and technological infrastructure. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. ATTACHMENTS: 1. CDW-G-AEPA (PDF) 04/19/22 Operations and Public Safety Committee MOTION PASSES RESULT: MOTION PASSES [UNANIMOUS]Next: 5/3/2022 7:00 PM MOVER: Les Thomas, Councilmember SECONDER: Toni Troutner, Councilmember AYES: Boyce, Fincher, Kaur, Larimer, Michaud, Thomas, Troutner Packet Pg. 741 a PEOPLE Thank you for choosing CDW. We have received your quote. WHO GET IT Hardware Software Services IT Solutions Brands Research Hub Review and Complete Purchase MARTA GONZALEZ, Thank you for considering CDW•G for your technology needs. The details of your quote are below. If you are an eProcurement or single sign on customer, please loci into your system to access the CDW site. You can search for your quote to retrieve and transfer back into your system for processing. For all other customers, click below to convert your quote to an order. Convert Quote to Order QUOTE# QUOTE DATE QUOTE REFERENCE CUSTOMER# GRAND TOTAL 1CBNDZB 6/8/2023 REFRESH 5022586 $198,180.00 IMPORTANT-PLEASE READ Additional Information: Cost Center: T00020.63520.1800 QUOTE DETAILS ITEM QTY CDW# UNIT PRICE EXT. PRICE Microsoft Surface Laptop 5- 15"-Core i7- 16GB RAM- 256GB 100 7193182 $1,600.00 $160,000.00 SSD-Platinum Mfg. Part#: RIA-00001 Contract: KCDA Catalog Agreement-Contract# 022-G (022-G) Microsoft Surface Dock 2-Docking Station-Surface Connect- 100 6080326 $200.00 $20,000.00 2 USB-C Mfg. Part#: 1GK-00001 Contract: KCDA Catalog Agreement-Contract# 022-G (022-G) SUBTOTAL $180,000.00 SHIPPING $0.00 SALES TAX $18,180.00 GRAND TOTAL $198,180.00 PURCHASER BILLING INFO DELIVER TO Billing Address: Shipping Address: CITY OF KENT CITY OF KENT ACCOUNTS PAYABL ATTN:MARTA GONZALEZ 220 4TH AVE S 400 W GOWE ST KENT,WA 98032-5895 KENT,WA 98032 Phone: (253) 856-5234 Phone: (253) 856-5234 Payment Terms: Request Terms Shipping Method: UPS Ground 6. Please remit payments to: CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 �r Sales Contact Info Dan Ferner 1 (866) 465-9919 1 danfern@cdw.com LEASE OPTIONS FMV TOTAL FMV LEASE OPTION BO TOTAL BO LEASE OPTION $180,000.00 $4,777.20/Month $180,000.00 $5,531.40/Month Monthly payment based on 36 month lease. Other terms and options are available. Contact your Account Manager for details. Payment quoted is subject to change. Why finance? • Lower Upfront Costs. Get the products you need without impacting cash flow. Preserve your working capital and existing credit line. • Flexible Payment Terms. 100%financing with no money down,payment deferrals and payment schedules that match your company's business cycles. • Predictable, Low Monthly Payments. Pay over time. Lease payments are fixed and can be tailored to your budget levels or revenue streams. •Technology Refresh. Keep current technology with minimal financial impact or risk.Add-on or upgrade during the lease term and choose to return or purchase the equipment at end of lease. • Bundle Costs.You can combine hardware,software,and services into a single transaction and pay for your software licenses over time! We know your challenges and understand the need for flexibility. General Terms and Conditions: This quote is not legally binding and is for discussion purposes only.The rates are estimate only and are based on a collection of industry data from numerous sources.All rates and financial quotes are subject to final review,approval,and documentation by our leasing partners. Payments above exclude all applicable taxes. Financing is subject to credit approval and review of final equipment and services configuration. Fair Market Value leases are structured with the assumption that the equipment has a residual value at the end of the lease term. Need Help? ■ My Account ■ Support I■ Call 800.800.4239 About Us I Privacy Policy I Terms and Conditions This order is subject to CDW's Terms and Conditions of Sales and Service Projects at http://www.cdwg.com/content/terms-conditions/product-sales.aspxx For more information,contact a CDW account manager ©2023 CDW•G LLC,200 N. Milwaukee Avenue,Vernon Hills, IL 60061 1 800.808.4239 Page 2 of 2