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2012-110-1705 - Change Order to CDW Government LLC  1515  NW  167  Street, Building  5  Suite  200    Miami  Gardens, Florida  33169    City of Miami Gardens Agenda Cover Memo Council Meeting Date: J uly 25, 2012 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading:(Enter X in box) 1 st Reading 2 nd Reading X Public Hearing:(Enter X in box) Yes No Yes No X Funding Source: General Fund Advertising Requirement:(Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #:(Enter #) X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Area: Enhance Organizational Bus. & Economic Dev Public Safety Quality of Education Qual. of Life & City Image Communication Strategic Plan Obj./Strategy: (list the specific objective/strategy this item will address)Standardize Processes and Procedures X Sponsor Name Dr. Danny Crew, City Manager Department:Information Technology  Short  Title:  A  RESOLUTION  OF  THE  CITY  COUNCIL  OF  THE  CITY  OF  MIAMI  GARDENS, FLORIDA, AUTHORIZING  THE  ISSUANCE  OF  A  CHANGE  ORDER  IN  AN  AMOUNT  NOT  TO  EXCEED  NINETY ‐NINE  THOUSAND, FIVE  HUNDRED  SIXTY ‐SEVEN  DOLLARS  AND  SEVENTY ‐FOUR  CENTS  ($99,567.74) TO  CDW  GOVERNMENT  LLC  FOR  PHASE  II  AS  OUTLINED  IN  RESOLUTION  NO. 2010 ‐15 8 ‐1340; PROVIDING  FOR  THE  ADOPTION  OF  REPRESENTATIONS; PROVIDING  FOR  AN  EFFECTIVE  DATE. Staff  Summary:  Background  On  September  22, 2010  , Council  approved  a  contract  with  CDW ‐G  for  the  purchase  of  Virtualization  and  Storage  equipment  for  the  City  (Resolution  No. 2010 ‐158 ‐1340). The  overall  virtualization  project  would  be  implemented  in  three  phases.  The  purchased  equipment  has  been  used  to  make  the  storage  and  retrieval  of   data  faster  and  more  efficient. This  initiative  has  allowed   all  Departments  to  scan  their  paper  documents  and  store  them  in  digital  form.  This  in  turn  has  led  to  the  Cit y  becoming  greener.   Consequently, the  amount  of  data  stored  at  the  City  has  increased  signficantly.   Current  Situation  ITEM K-3) CONSENT AGENDA RESOLUTION Change ORder to CDW-G LLC   1515  NW  167  Street, Building  5  Suite  200    Miami  Gardens, Florida  33169   In  preparation  for  moving  to  the  New  City  Hall  Ccomplex,  and  to  avoid  any  issues  that  may  occur  with  the  transfer  of  paper  documents, the  City  is  standardizing  its  procedure  for  document  storage  and  retrieval. This  process  will  require  additional  equipment.   The  proposed  resolution  seeks  Council  approval  authorizing  the  City  Manager  to  issue  a  change  order  to  purchase  additional  equipment.  The  new  equipment  will  be  identical  to  the  existing  Virtualization  and  Storage  equipment. The  vendor  has  quoted  the  same  price  as  the  original  equipment, but  has  offered   a  reduction  in  the  cost  for  professional  services  due  to  the  knowledge  obtained  by  the  IT  staff  during  the  initial  installation. The  total  cost  of  this  upgrade  is  $99,567.74.    Proposed  Action:  That  the  City  Council  approve  the  proposed  resolution.  Attachment:  Attachment  A  –  VMWare  Quote  2012  Attachment  B  ‐   SAN  Hardware  Quote  2012  Attachment  C  – Professional  Services  Quote  2012  Attachment  D  ‐  2010 ‐158 ‐1340  Agreement  with  CDW  Government     SALES QUOTATION Please remit payment to: CDW Government CDW Government 230 North Milwaukee Ave. 75 Remittance Drive Vernon Hills, IL 60061 Suite 1515 General Phone: 847-371-5000 Fax: 847-419-6200 Chicago, IL 60675-1515 Account Manager's Direct Fax: 312-705-8218 Page 1 9207231 6/05/2012 B454002 MIAMI GARDENS IT DEPARTMENT MIAMI GARDENS IT DEPARTMENT 1515 NW 167TH ST 1515 NW 167TH ST CITY OF MIAMI GARDEN CITY OF MIAMI GARDEN MIAMI, FL 33169-5100 MIAMI, FL 33169-5100 Contact: RON MCKENZIE 305-622-8040 3056228000 B454002 QUOTE GOVT-EXEMPT MasterCard/Visa Go MIKE ZORICA 866-339-3535 ELECTRONIC DISTRIB VMWARE VSPHERE 5 ENT PLUS 1P 2471476 4 11723.40 2930.85 Mfg#: VMM-VS5-ENT-PL-C Contract: NATIONAL IPA TECH SOLUTIONS 083052-01 VMWARE VSPHERE 5 ENT PLUS 1P 1Y PSNS 2471480 4 3364.00 841.00 Mfg#: VMM-VS5-ENT-PL-P-SSS-C Contract: NATIONAL IPA TECH SOLUTIONS 083052-01 SUBTOTAL 15087.40 FREIGHT .00 SALES TAX .00 US Currency 15,087.40 QUOT E N O. ê ½1DIBJL LPORTROTATE Page 2 ______________________________________________________________ ______________________________________________________________ ______________________Total_|________________________15,087.40 ______________________________________________________________ ___________FMV_Lease_Option_|_____________________451.42/Month ______________________________________________________________ ______________________Total_|________________________15,087.40 ______________________________________________________________ ___________$BO_Lease_Option_|_____________________496.68/Month Monthly payment based on 36 month lease. Other terms and options are available. Contact you Account Manager for details. Payment quoted 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! Which means you can 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. SALES QUOTATION Please remit payment to: CDW Government CDW Government 230 North Milwaukee Ave. 75 Remittance Drive Vernon Hills, IL 60061 Suite 1515 General Phone: 847-371-5000 Fax: 847-419-6200 Chicago, IL 60675-1515 Account Manager's Direct Fax: 312-705-8218 Page 1 9207231 6/05/2012 B451133 MIAMI GARDENS IT DEPARTMENT MIAMI GARDENS IT DEPARTMENT 1515 NW 167TH ST 1515 NW 167TH ST CITY OF MIAMI GARDEN CITY OF MIAMI GARDEN MIAMI, FL 33169-5100 MIAMI, FL 33169-5100 Contact: RON MCKENZIE 305-622-8040 3056228000 B451133 QUOTE GOVT-EXEMPT MasterCard/Visa Go MIKE ZORICA 866-339-3535 DROP SHIP-COMMON C HP P4500 G2 14.4TB SAS VIRT SAN 2127268 1 44200.00 44200.00 Mfg#: LFT-BQ888A Contract: CDW-G QUOTE HP 3Y SUPPLUS24 LHN DUALSYS SAN SOLN 1750746 1 2400.00 2400.00 Mfg#: LFT-HA110A3-8W7 Contract: CDW-G QUOTE HP P4300 G2 16TB MDL SAS STARTER SAN 2002992 1 24000.00 24000.00 Mfg#: LFT-BK715A Contract: CDW-G QUOTE HP LH PREM UPG SAN PLAT 3Y 1981279 1 1400.00 1400.00 Mfg#: LFT-HA110A3#1N5 Contract: CDW-G QUOTE ------------ SPECIAL INSTRUCTIONS ----------- Florida State Contract 250-000-09-1 SUBTOTAL 72000.00 FREIGHT .00 SALES TAX .00 US Currency 72,000.00 QUOT E N O. ê ½1DIBJL LPORTROTATE Page 2 ______________________________________________________________ ______________________________________________________________ ______________________Total_|________________________72,000.00 ______________________________________________________________ ___________FMV_Lease_Option_|___________________2,072.16/Month ______________________________________________________________ ______________________Total_|________________________72,000.00 ______________________________________________________________ ___________$BO_Lease_Option_|___________________2,291.04/Month Monthly payment based on 36 month lease. Other terms and options are available. Contact you Account Manager for details. Payment quoted 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! Which means you can 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. SALES QUOTATION Please remit payment to: CDW Government CDW Government 230 North Milwaukee Ave. 75 Remittance Drive Vernon Hills, IL 60061 Suite 1515 General Phone: 847-371-5000 Fax: 847-419-6200 Chicago, IL 60675-1515 Account Manager's Direct Fax: 312-705-8218 Page 1 9207231 6/06/2012 B487869 MIAMI GARDENS IT DEPARTMENT MIAMI GARDENS IT DEPARTMENT 1515 NW 167TH ST 1515 NW 167TH ST CITY OF MIAMI GARDEN CITY OF MIAMI GARDEN MIAMI, FL 33169-5100 MIAMI, FL 33169-5100 Contact: RON MCKENZIE 305-622-8040 3056228000 LH INSTALL SERVQUOTE GOVT-EXEMPT MasterCard/Visa Go MIKE ZORICA 866-339-3535 UPS Ground NEW ITEM NEW-ITEM 1 12480.00 12480.00 Mfg#: CDW-NEW-ITEM Contract: MARKET Part # NPS-MIAMIGARD Installation of Lefthand SAN See Statement of Work for details Promark Services Manufacturer phone number__________ SUBTOTAL .00 FREIGHT .00 SALES TAX .00 US Currency 12,480.00 QUOT E N O.