HomeMy WebLinkAbout2013-12-17; City Council; 21462; Authorization Purchase Replacement WorkstationsCITY OF CARLSBAD - AGENDA BILL
AB# 21,462 AUTHORIZATION TO PURCHASE DEPT.DIRECTOR
MTG. 12/17/2013 REPLACEMENT COMPUTER WORKSTATIONS CITY ATTY.
DEPT. IT FOR STAFF CITY MGR.
RECOMMENDED ACTION:
Adopt Resolution No. 2013-293 authorizing the purchase of two hundred and forty five (245)
replacement workstations for city staff from Hewlett Packard (HP), in support of city business.
ITEM EXPLANATION:
Funds were appropriated for the replacement of city staff computer workstations during the FY 13-14
budget cycle. By the time the replacement computer workstations are in place, current staff workstations
will have been in service for nearly five (5) years providing almost 500,000 computing hours to city staff.
The total cost ofthe workstation replacement purchase is $309,234 including all taxes.
In accordance with Carlsbad Municipal Code Section 3.28.100, the Purchasing Officer is authorized to
purchase equipment through cooperative purchasing programs. This proposed purchase is being made
under the CA - State of California (WSCA/NASPO) (B27164- CA) contract. WSCA-NASPO represents a
unified, nationally-focused cooperative purchasing program that leverages the collective expertise and
experience of WSCA and NASPO, aggregate the demand of all 50 states, the District of Columbia and the
five organized territories, and their political subdivisions and other eligible entities, to help spur
innovation and competition in the marketplace. All authorized governmental entities in any state are
welcome to use WSCA-NASPO cooperative contracts with the approval of that state's State Chief
Procurement Official. A quote from HP for this purchase is attached as Exhibit 2.
FISCAL IMPACT:
Funds in the amount of $322,229 were appropriated for the replacement of city staff computer
workstations in the FY 13-14 budget cycle. The cooperatively bid WSCA-NSPO contract pricing allows the
city to purchase the equipment at somewhat less than was originally anticipated. Any funds not
expended on this replacement effort will be returned to the Information Technology Asset Replacement
fund. Once all computer workstations have been purchased and are in place, the existing workstations
will be offered as a donation to the Carlsbad Unified School District.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code Section 21065, this action does not constitute a "project" within the
meaning of CECiA in that it has no potential cause to either a direct physical change in the environment,
or a reasonably foreseeable indirect physical change in the environment, and therefore does not require
environmental review.
DEPARTMENT CONTACT: Tina Steffan 760-602-2454 Tina.Steffan@carlsbadca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER - SEE MINUTES •
AMENDED • REPORT RECEIVED •
EXHIBITS:
1. Resolution No. 2013-293 authorizing the purchase of replacement
workstations for city staff
2. Price quote from HP
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<2*
1 RESOLUTION NO. 2013-293
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CAUFORNIA, AUTHORIZING THE PURCHASE OF REPLACEMENT
COMPUTER WORKSTATIONS FOR STAFF
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5 WHEREAS, The City of Carlsbad wishes to replace 245 computer workstations which
^ have reached end ofthe useful life, and;
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WHEREAS, Section 3.128.100 ofthe Carlsbad Municipal Code provides that the City may
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join with other public agencies in cooperative purchasing plans for the purchase of goods, and;
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WHEREAS, Hewlett Packard, through the State of California (WSCA/NASPO) (B27164-
11 CA) contract, a cooperative purchasing program, has submitted a proposal to provide the City
12 of Carlsbad replacement computers for a total of $309,234, and;
WHEREAS, sufficient funds were appropriated in the Fiscal Year 2013 - 2014
Information Technology Replacement budget to replace end of useful life workstations.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
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California, as follows that:
18 1. The above recitations are true and correct.
1^ 2. That the Purchasing Officer is hereby authorized and directed to issue a purchase
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order to Hewlett Packard in the amount of $309,234 to replace 245 staff computer
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workstations.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 17*^ day of December, 2013, by the following vote to wit:
AYES:
NOES:
Council members Hall, Packard, Wood, Blackburn and Douglas.
None.
ABSENT: None.
MATTHALL, Mayor
ATTEST:
BARBARA ENGLESON^ity Clerk
^, w, .. .... O o
/i
Public Sector Sales
November 25, 2013
CITY OF CARLSBAD
INFORMATION SYSTEMS
1635 FARADAYAVENUE
CARLSBAD CA 92008-0000
RE : HP Public Sector Quote - 9100787-2
Dear Andy Chang,
Thank you for your recent interest in Hewlett-Packard Public Sector Sales. Award-winning Hewlett-Packard products are
designed to deliver high-performance technology, powerful networking and legendary Hewlett-Packard quality - all at a value
that your budget demands. From handheld PCs to Servers, Hewlett-Packard provides a single resource for complete solutions
that meet all your computing needs. You can rely on Hewlett-Packard for the performance, uptime, and efficiency you need to
keep your agency running smoothly and hassle-free. Every Hewlett-Packard product is designed and tested to provide
industry-standard compatibility and investment protection. And, with special maintenance services, easy ordering and flexible
financing, Hewlett-Packard makes buying the right solution for your organization easier and more convenient than ever.
Attached is the price quotation you requested. When submitting a purchase order directly to Hewlett-Packard, please be
certain to include the requested infonnation on the Ordering Information page attached to this quotation. Including the
necessary information will ensure the accurate and timely processing of your order through Hewlett-Packard Public Sector.
You may click here to view this quote and place an order online or fax in your purchase order at 800-825-2329.
-Please reference this contract: CA - STATE OF CALIFORNIA (WSC/VNASPO) Contract (B27164-CA) terms and
conditions.
-The tenns and conditions ofthe CA-STATE OF CALIFORNIA (WSCA/NASPO) Contract (B27164-CA) will apply to
any order placed as a result ofthis inquiry; no other terms or conditions shall apply.
- Third party items that may be included in this quote are covered under the terms of the manufacturer warranty,
not the HP wanranty.
- This quotation may contain open market products which are sold in accordance with HP's Standard Terms and
Conditions.
If you should have questions regarding this quotation or need any other assistance, please contact your Public Sector sales
representative.
Sincerely,
Jacob Dominguez
Inside Sales Representative
Public Sector Sales
Ordering Information
It's never been easier to place your direct orders with Hewlett-Packard. Now you can have fast, accurate service with special options designed to
personalize, process and expedite your shipments with higher levels of accuracy. Ordering Hewlett-Packard products Is as simple as picking up the
phone, using the fax machine, or logging onto the Hewlett-Packard Public Sector website at
http://welcome.hp.com/countrv/us/ena/solutlons/pub sector.html
Online ordering
With the Hewlett-Packard Online Store, you can create quotes with real-time pricing; place an order using a credit card
or purchase order, keep up-to-date on the latest product promotions and pricing available on your contract,
inquire about order status and view product/price information - all from your desktop PC.
Click here to view this quote and place an order online.
Faxing Option
Faxing your order is convenient, too. Simply fill out your request on the customer purchase order and send
to 1-800-825-2329. Your order will be promptly handled, and you can call a Customer Service Representative to confirm your order.
Personalized Telesales
To provide more personal service to you, our telephone sales and order administration representatives are assigned by territory. This
means you can reach a dedicated government, education, or medical sales team every time you call - giving you added value by letting
you grow personal relationships with representatives who know your product as well as your special terms and delivery requirements.
To request a quote, check product availability, and other related questions, call your Telesales Representative.
Order Accuracv
To ensure the accurate and timely processing of your order, please verify that your purchase order includes the following information:
o Bill-to address,
o Ship4o address,
o Purchase order number,
o Part number, description, and price,
o Contract # and name
o Reseller of choice
o Contact name, phone number, and email address,
o Special delivery requirements
o Requested deiivery date
o Signature of authorized purchaser
o Please note that Hewlett Packard must be listed as the vendor.
o Sample/Editable PDF Purchase Order forms are available at these links -
o Standard PO (STL / K12 / Hi Ed / Fed) - http://qem.compaq.com/qemstore/sites/downloads/SLED PO Template.pdf
o Federal Form 1449 - http://qem.compaq.com/qemstore/sites/downloads/FED PO Template Form 1449.pdf
Tax-Exempt Certificate Requirements
All tax-exempt accounts should have a tax-exempt certificate on file with Hewlett-Packard to avoid having sales tax added to their invoice. This
certificate needs to be provided only once. If you are ordering for the first time, please include with your order or account application.
Free Configuration Services (excludes non-confiqure to order IPG product)
When you purchase Hewlett-Packard products through Public Sector, you tjecome eligible for configuration of Hewlett-Packard hardware options and
upgrades at NO extra cost. To request this free service, clearty state on your purchase order which options and upgrades you would like installed and
list each configuration separately. Once an order is placed, in-stock items require 2-4 business days for installation.
HP Credit
Hewlett-Packard's financing programs can help your agency purchase or lease HP solutions. To inquire more about a customized financial solution
proposal call your Telesales Representative.
Order Trackinq and Status
All orders are entered within 24 hours of receipt and are scheduled to ship on a first in first out basis. Orders are shipped within seven days of receipt
provided all items are in stock and all necessary information has been properly included on your purchase order (Remember that ship complete orders
can be delayed if a particular item is not currently in stock.) To inquire about the status of your order, you may either check vour order status online
or call your corresponding Customer Service Representative.
Returned Merchandise
A return material authorization number (RMA) is required for all returns to be processed. Returns may be requested within 30 days of shipment Please
call your Public Sector Customer Service Representative in order to have an RMA assigned. Please have a copy of the packing slip available when you
call.
Customer Relationship and Sales For Public Sector Sales
Fax: 800-825-2329
K-12 Education: 800-888-3224 Higher Ed: 877-480-4433 State & Local: 888-202-4682
PRICE QUOTATION
Quote Number: 9100787-2
Quote Date : November 25, 2013
Revised Date : November 26, 2013
Expires: December 25, 2013
Provided by: Jacob Dominguez
Page 1 of 3
Andy Chang
CITY OF CARLSBAD
Big Deal Number: 89369754
Contract: CA-STATE OF CALIFORNIA (WSCA/NASPO) (B27164-CA)
Product availability and product discontinuation is subject to change without notice. The prices in this quotation are valid for
30 days from quote date above. Please include the quote number and contract from this quote on the corresponding
purchase order. HP PROPRIETARY INFORMATION FOR CUSTOMER USE ONLY. DO NOT SHARE.
Item Part No. Description Qtv. Unit Price Extended
Group:
A3J45AV-2 -Configurable- HP Z220 SFF ENERGY
STAR® Workstation
A3J45AV-2 Product - HP Z220 Workstation SFF
A3J50AV#ABA Operating systems - Windows® 7 Professional Edition
64bit
A3J46AV#ABA Country kit - HP Z220 Workstation Country Kit
A8X27AV Energy Efficiency - HP Energy Star 5.0 Enabled
Configuration
A8X15AV Chassis configuration - HP Z220 SFF 240W 90%
Efficient Chassis
81R48AV Processor - Intel® Core 17-3770 3.4 GHz (up to 3.9 GHz)
8MBHT4C 77W GT2 CPU
C7Q09AV Graphics - NVIDIA NVS 300 512MB DMS59 1st
DMS59-2XDVI cable UEFI Graphics
A8Y16AV Memory - 8GB DDR3-1600 nECC (2x4GB) Unbuffered
RAM
A8X48AV 1 st hard drive -128GB SATA 1 st Solid State Drive
A8X92AV Optical drive -16X SuperMuIti DVDRW SATA Optical
Drive
A8Z43AV#ABA Keyboard - HP USB Keyboard
A8Z45AV Mouse - HP USB Optical Mouse
B6S40AV Restore CD - No Recovery Media Included (Not
supported when either VVin7 32 or W\n7 64 Recovery
Restore CD's is ordered.)
A8Y00AV Packaging - HP Single Unit (SFF) Packaging
A8Y34AV#ABA Warranty - HP 3-3-3 SFF Warranty
U1G39E 9x5 Next-Business-Day Onsite, 5 years
GS567AA HP DMS-59 to Dual VGA Cable Kit
245 $1,086.39 $266,165.55
245
245
$70.00
$17.48
$17,150.00
$4,282.60
SUB TOTAL $287,598.15
TOTAL PRICE : $287,598.15
To ensure the accurate and timely processing of your order, please Include quote # 9100787-2 on your Purchase Order.
GET IVIORE FOR YOUR MONEY
Note: For detailed warranty information, please link to "URL" for more information www.hp.com/qo/speciftcwarrantvinfo.
Sales taxes added where applicable. Freight is FOB Destination.
PRICE QUOTATION
Quote Number: 9100787-2
Quote Date : November 25, 2013
Revised Date : November 26, 2013
Expires: December 25, 2013
Provided by: Jacob Dominguez
Page 2 of 3
Andy Chang
CITY OF CARLSBAD
Big Deal Number: 89369754
Contract: CA-STATE OF CALIFORNIA (WSCA/NASPO) (B27164-CA)
Product availability and product discontinuation is subject to change without notice. The prices in this quotation are valid for
30 days from quote date above. Please include the quote number and contract from this quote on the corresponding
purchase order. HP PROPRIETARY INFORMATION FOR CUSTOMER USE ONLY. DO NOT SHARE.
Item Part No. Description Qtv. Unit Price Extended
Make the most of your budget and protect against technology obsolescence. Lease these HP products with a
purchase price of $287,598.15 for 36 months for as little as $8,929.92 per month. At the end ofthe lease, send
the equipment back to HP Financial Services and upgrade to new technology or purchase the equipment at its fair
market value.*
GET MORE WITH HP FINANCIAL SERVICES
For more information, call Hewlett-Packard Financial Services Company at 1-888-277-5942 and talk to a
financial services representative who specializes in supporting government and education entities.
* The monthly payment amount is for a lease commencing on or before 12/25/2013 with a tenn of 36 months
and a fair market value purchase option at the end ofthe lease tenn. This and other leasing and financing
options are available through Hewlett-Packard Financial Service Company (HPFSC) or one of its affiliates to
qualified education and state and local customers in the U.S. and subject to credit approval and execution of
standard HPFSC documentation. Fees and other restrictions may apply. This is not a commitment to lease.
Rates and payments are subject to change at any time without notice. Leasing and financing options for Federal
governmental agencies (subject to a $50,000 minimum) are available from Hewlett-Packard Company.
Note: For detailed warranty information, please link to "URL" for more information www.hp.com/qo/specificwarrantvinfo.
Sales taxes added where applicable. Freight is FOB Destination.
PRICE QUOTATION
Quote Number: 9100787-2
Quote Date : November 25, 2013
Revised Date : November 26,2013
Expires: December 25, 2013
Provided by: Jacob Dominguez
Page 3 of 3
Andy Chang
CITY OF CARLSBAD
Big Deal Number: 89369754
Contract: CA-STATE OF CALIFORNIA (WSCA/NASPO) (B27164-CA)
Product availability and product discontinuation is subject to change without notice. The prices in this quotation are valid for
30 days from quote date above. Please include the quote number and contract from this quote on the corresponding
purchase order. HP PROPRIETARY INFORMATION FOR CUSTOMER USE ONLY. DO NOT SHARE.
Item Part No. Description Qtv. Unit Price Extended
Comments: Please contact your HP Inside Sales Representative Jacob Dominguez @
1-800-888-3224 Ext 7717718 if you have any additional questions.
The Fax Number for the HP Public Sector Order Entry is @ 1-800-825-2329
All HP Public Sector Purchase Orders must be endorsed to HP with the
following information:
Hewlett-Packard
10810 Farnam Drive
Omaha, NE 68154
Federal Tax ID: 94-1081436
DUNS 134303192
*There is no shipping/handling fee*
*Please reference any of the following that apply; contract number, big deal
number and quote number on the P.O.*
^Attach a copy ofthe quote to your completed purchase order*
*lf this is your first order and your school or agency is tax exempt, please
attach a copy of your tax certificate to the
Note: For detailed warranty information, please link to "URL" for more information www.hp.com/qo/specificwarrantvinfo.
Sales taxes added where applicable. Freight is FOB Destination.