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1998-02-02 City Council
City of Palo Alto City Manager’s Report TO: FROM: DATE: SUBJECT: HONORABLE CITY COUNCIL CITY MANAGER FEBRUARY 2, 1998 APPROVAL OF DEPARTMENT: ADMINISTRATIVE SERVICES CMR:106:98 CONTRACT WITH INACOM FORACQUISITION AND INSTALLATION OF COMPUTERS ~COMMENDATION Staff recommends that Council: Approve and authorize the Mayor to execute the attached contract with Inacom in the amount of $625,000. Authorize the City Manager or her designee to negotiate and execute one or more change orders to the contract with Inacom for related, additional but unforeseen work which may develop during the project, the total value of which shall not exceed $30,000. Authorize the City Manager or her designee to .exercise the option to renew the contract for the second and third year provided the proposed cost of the renewal contract is consistent with the Bay Area Consumer Price Index, the contractor is responsive to the City’s needs, and the quality of the contractor’s work is acceptable during the first year of the contract. In years two and three, it is expected that the City will purchase a similar number of computers and monitors with related service agreements and warranty extensions. CMR:106:98 Page 1 of 4 DISCUSSION Project Description In the 1997-98 Budget, the CiU Council approved the creation of a Computer Replacement Fund (CRY). The CRY will provide for the regular replacement of the City’s computer hardware for General Fund departments and the Public Works Enterprise Funds. The proposed contract will implement the first year of replacements, and includes the purchase of 226 personal computers and 263 monitors, with associated configuration, delivery, installation, a three-year service agreement, and rolldowns (moving equipment from one user to another). Selection Process Staff sent aRequest for Proposals (RFP) to 15 firms on September 5, 1997. The initial proposal period was 25 days. A pre-proposal meeting was held on September 15. An addendum to the RFP was issued on September 18, 1997, to incorporate responses to questions posed by vendors during the pre-proposal meeting. Interested firms were given another 14 days to respond. A total of eight firms submitted proposals. Proposals ranged from $605,447 to $763,363. Those firrns not responding indicated that they did not submit a proposal because they were too busy or believed they would not be competitive. A selection advisory committee consisting of representatives from the Purchasing, Accounting, Budget, and Information Technology Divisions of the Administrative Services Department reviewed the proposals. The committee carefully reviewed each firm’s qualifications and submittal in response to the RFP relative to the following criteria: 1.Competitiveness of pricing; Ability to acquire and deliver equipment specified by the City in a responsive manner; Ability to maintain and support and equipment once purchased; Proximity of vendor to City; Past experience with vendor; if any; and Quality of proposal, including completeness and responsiveness to City’s request. CMR:106:98 Page 2 of 4 Based on an initial review, the Committee eliminated five vendors. These vendors were eliminated because they proposed prices that were significantly higher than other vendors, because they proposed to contract out service and support to a third party, and/or because they were seen as being non-responsive to the criteria of the RFP. This left two remaining vendors. Oral interviews and site visits were conducted at the offices of both vendors, and staff contacted the references they provided. Based on the above-named criteria and information from references, Computer Biz was selected as the vendor of choice. An additional $25,000 was added to the Computer Biz proposal so that it could assist in software installation required for computer rolldowns. In addition to proposing the lowest cost, Computer Biz was chosen because it has provided similar services to other municipalities in the area, including the cities of Sunnyvale and San Jose, and Santa Clara County. Its references praise the company’s communication abilities, and Computer Biz offers the ability to acquire technology and to provide personal computer support services. During contract negotiations with Computer Biz, the company was purchased by Inacom. Staff has met with Inacom, which agreed to retain all of the proposal elements offered by Computer Biz. Based on discussions with Inacom, staff is comfortable that Inacom will be able to meet or better Computer Biz’ pricing in future years, while retaining the customer service excellence for which Computer Biz was known (all staffhave been retained). RESOURCE IMPACT Funds for this project are available in the 1997-98 Computer Replacement Fund budget. Future years’ expenses will also be paid for out of the Computer Replacement Fund. POLICY IMPLICATIONS This report does not represent any change to existing City policies. ENVIRONMENTAL REVIEW This is not a project under the California Environmental Quality Act (CEQA). ATTACHMENT Attachment A:Contract CMR:106:98 Page 3 of 4 PREPARED BY: Shannon Gaffney, Senior Financial Analyst APPROVED BY: CITY MANAGER APPROVAL: CC: n/a Meliss~i Cavallo Acting Director Administrative Services Emi~)--Ha~’~son- Assistant City Manager CMR:106:98 Page 4 of 4 ATTACHMENT CONTRACT NO. BETWEEN THE CITY OF PALO ALTO AND INACOM CORPORATION FOR PURCHASE OF COMPUTER HARDWARE AND SUPPORT SERVICES THIS AGREEMENT is made and entered into on the __ day of 1998, by and between the CITY OF PALO ALTO, a chartered municipal corporation of the State of California ("City"), and INACOM CORPORATION,. a Delaware corporation, 10810 Farnam Drive, Omaha, Nebraska 68154, Tax ID Number 47-0681813~ ("Seller"). RECITALS: A.’ City desires to purchase certain computer hardware and associated service, as well as extended service; and B. Seller has submitted a proposal in response to City’s Request for Proposal (RFP) #100529, and represents that it is an authorized reseller of the computer hardware requested by City, and can supply both hardware and extended service that will meet City’s objectives. NOW, THEREFORE, in consideration of ~their mutual covenants, the parties hereto agree as follows: SECTION I.THE PRODUCT City shall purchase from Seller certain computer hardware (the "Computers") as described in Seller’s Proposal, dated October 13, 1997r and as modified by the document entitled "Modifications to Proposal," dated December 8, 1997. Both the Proposal (with the exception of its "Attachment C") and the Modifications to Proposal are attached hereto and referred to respectively as Exhibits "A" and "A-i", and made a part of this Agreement. City shall also purchase from Seller support services as described in Exhibits and "A-I". The computers and support services shall be referred to collectively as the "Product." It is understood that the Product includes configuring the computers with certain software licensed to the City by other vendors and supplied by City to Seller by means of a "Gold Master" image. SECTION 2. DELIVERY Seller will handle all shipping, handling and installation of the hardware as described in Exhibit "A,." and shall coordinate with City as to the schedule of delivery so as to cause the least possible disruption to City’s operations. SECTION 3. COMPENSATION 3.1 City shall pay to Seller for the Product a total amount not to exceed Six Hundred Twenty-five Thousand Dollars ($625,000), which shall include $603,000 for the computers, 980126 lac 0031895 1 configured and installed, and monitors, and $22,000 for the extended warranty service. Compensation shall include all travel and expenses incurred by Seller under this Agreement. Customer shall pay applicable sales tax. 3.2 Compensation~ for the installed and configured computers shall be payable to Seller within thirty days from the date of an invoice. Seller shall prepare an invoice as of the date of delivery. SECTION 4. INSTALLATION~AND ACCEPTANCE 4.1 Implementation Schedule. City shall purchase 226 personal computers and monitors by June 30, 1998. It is understood that the purchase and installation of the computers will occur at various times, the amount and time to be determined by City, rather than a single purchase. Seller agrees to have computers configured and ready for delivery and installation in accordance with Exhibit "~’, after receiving an order from City’s authorized representative. If an installation date otherwise agreed to by the parties cannot be met, Seller shall give at least seven (7) days notice prior thereto, unless Seller does not know that a delay Will occur, in which case, Seller shall give notice to City immediately upon obtaining such knowledge, of the existence of such delay, and of the proposed actual performance date. Upon receipt of such notice and provided the delay is not caused by City, City may counter-notify Seller that unless such delay is cured and scheduled installation made within twenty-one (21) ~days after such counter notice, City may exercise the options afforded it as described in Subsection 4.2 below. 4.2 If Seller fails to provide computers meeting City requirements within the time lines set forth in this Agreement, or, if any computer does not function in a manner that is acceptable to City in the normal daily operating environment (a "nonfunctioning computer") within a reasonable acceptance period after it is installed by Seller, three (3) working days, City shall have the option, upon notice to Seller, to: a~ Permit the acceptance phase for a nonfunctioning computer to be extended for such period as agreed upon by City in writing; or b. Accept those computers which pass the acceptance cri’teria and require Seller to correct the remaining portions, in which event City shall not be liable for any payments for such remaining portions until they have passed the acceptance tests; or c. Pursue such remedies as may be available to City at law or in equihy. Acceptance of the computers by the City will not release Seller from the requirements of correcting hardware defects in accordance 980126 lac 0031895 2 with zne te_~ms of th=_ w~ ~ . i~ ....~ ~ ". and.<:,--~’-nan~.=~- recuirements~ set forth herein. =~..m that it is an authorized reseller of. and has the right; to sel! and se~zice the computer =.~Seller ......- ....t~..)=" ~ ~ is~,~_ .. =n_~.~hat a~- thori zed to.pass t.._o.~..~ ’ "- co t~=..._ .21=v. the m~nu~acturer’s, warranty that each co~pute~ ....~-~=~ ~’-~d "-,-~ .....,-~ ~ k= free.......................... ¯ -.> ..............from defects in ........ ; the -~ .........h} -~ Relier will provide on-site "~p=.~o~_ in a.ccordmnce wich ~hibit "A"; and (c) that it wi.!i provide on-:~ice extended warranty se~ice for two years foiiowis~ the =x~iration of the origi~l year’s warranty. 5 3 Prior to ’~ "’-~-~ o: the computers, ps-y ~_t} .mt ...... ~ ....... ason~_y sa~isfactor~toCit)[ that Lhe com~.cers wil! be year 2000 comoiiant 5.4 Seller warrants that its personnel assigned to f~/nction durin~ the term of this Agreement shall be qualified to perfo:~ Se!]er~s s~ppor: o:]:;i<~aticn£ unde:-: this A£reement. All personnel ~ar:i &my subst i cures ~herefor) assigned to the perfo~.-mance ot this Agreemer.t sh&il be subject to approva! of the City. Personnel whose cord’<or is incompetent, inefficient, or otherwise unsatis[astory to the City shall be replaced forthwith upon request. 5.5 ~XCE}T AS SET FORTH AB0"TE, NO OTHER WARRANTIES,W’F~ETMER EXPRESS op- Z~’P-L!ED0 INCLUDING, WI~{OUT LIMITATION, THE INHPLIED WA_R/t~!%~£IES OF MERC}LANT~_HnILITY A~.rD FITNESS FOR A PARTICULAR PI!RPOSE, ~2.E ~L~DE BY SELLZR. ~N NO EV-E_h~P WILL SELLER BE LIABLE TO CITY OR ~_h~ OTHER P.~.RTY FOP, A/Tf LOSS, ~NCLUDING TIME, MONEY~ GOODWILL AKD CONSEQL-E~?=’!AL DA}[AGZS, WHICH M~.Y ARISE FROM THE USE OPERATION OR 2~O~-u-’~:O.~ :~’~ ~’~"~-’-’~"- ’" ~ ............=andin~the ~-~= ~ ’ ’ ’"~-o,..go_~ llm~tat~ons,Sell~r shall be responsible for da/~,~es to Personal injury, including ~ " _. . .-meant, or tangible prooertv d~mase due to Seller’s negligence, in accordance with the provisions of Section 8. 6.I This Agreemen: shall cor~mence on the date of its execution by City. The delivery and installation of the configured co~uters a~d monitors shall be completed in a~cordance with the provisions of Section £, which shall ~e no la~er than June ~0, 1997. The terrm of =he ~’~rr~.ntv r~.intenance sez%-ices shall be for three year~: followin£ a¢ceptaz{ce of each co~uter. 6 ~City [~hal!~ ~¯ -_.av.. the right to extend thiscontra~t for ~h~ ourpose of acq’airing a ’ ~ -~....-s!m_l=_ number of 9~0125 lax 00311~)5 additional computers and monitors, with extended warranty service, during the fiscal years July I, 1998 June 30, 1999 and July i, 1999 June 30, 2000. The City hereby agrees that it will exercise this option under the following conditions: (a) City, in its sole discretion, determines that Seller has been responsive to City’s needs during the initial term of this Agreement; and (b) the proposed cost is consistent with the Bay Area Consumer Price Index. In the event City exercises this option, City reserves the right to finance its acquisition of the computer equipment, and in such event, Buyer agrees that another party may hold legal title to, or a security interest in, the equipment. All other terms of this Agreement will remain in effect during the term of any extension of this Agreement. SECTION 7. TERMINATION 7.1 This Agreement may be terminated by either party upon thirty (30) days prior written notice if the other party has materially breached the provisions of this Agreement and has not cured such breach within such notice period. 7.2 This Agreement may also be terminated by City in accordance with the provisions of Section 4~ 7.3 Upon termination, either party may pursue such remedies at law or in equity as may be available to it. SECTION ~. INDEMNITY Seller agrees to protect, indemnify, defend and hold harmless City, its Council members, officers, employees and agents from any and all demands, claims, or liability for injury or death of any person, or property damage caused+ by or arising out of Seller’s, its officers’, agents’, subcontractors’ or employees’ negligent acts or omissions, or willful misconduct in the performance of its obligations under this Agreement. Seller’s liability under this provision shall be limited to Inacom’s insured liability coverage of $i,000,000 per incident or $5,000,000 total. SECTION 9.INSURANCE 9.1 Seller, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit "B", insuring not only Seller, but also, with the exception of workers’ compensation, employer’s liability, and professional liability insurance, naming City as an additional insured concerning Seller’s performance under this Agreement. 9.2 All insurance coverage required hereunder will be provided through carriers with Best’s Key Rating Guide ratings of A:X or higher which are admitted to transact insurance business in the State of California. Any and all contractors of Seller retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this 980126 lac 0031895 Agreement, identical insurance coverage, naming City as an additional insured under such policies as required above. 9.3 Certificates of such insurance shall be filed with City concurrently with the execution of this Agreement. The certificates will be subject to the approval of City’s risk manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled or altered by the insurer except after filing with City’s City Clerk thirty (30) days’ prior written notice of such cancellation or alteration, and that the City of Palo Alto is named as an additional insured except in policies of workers’ compensation, employer’s liability, and professional liability insurance. Current certificates of such insurance will be kept on file at all times during the term of this Agreement with the City Clerk. 9.4 The procuring of such required policy or policies of insurance will not be construed to .limit Seller’s liability hereunder nor tofulfill ~he indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, Seller will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services. performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. 9.5 Seller, by executing this Agreement, certifies that it is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and certifies that it will comply with such provisions, as applicable, before commencing the performance of the Services. SECTION I0. WORKERS’ COMPENSATION CONTRACTOR, by executing this Contract, certifies that it is’aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and certifies that it will comply with such provisions, as applicable, before commencing the performance of the Services. SECTION Ii.ASSIGNMENT Seller shall not assign or subcontract the services to be provided by it under this Agreement, and no assignment of this Agreement or subcontracting of the services to be provided under this Agreement or any right or interest therein by Seller shall be effective, without the prior written consent by City of such assignment or subcontract, which consent will not be unreasonably withheld. The performance of the Agreement by Seller is of the essence of the Agreement. In the event of any assignment or subcontract, Seller shall remain primarily liable for all of its obligations under this Agreement. SECTION 12. WAIVER No waiver of any breach of any term or condition of this Agreement shall be construed to waive any subsequent breach of the same or any other term or condition of this Agreement. SECTION 13. CONFLICT OF INTEREST 13.1 In accepting this Agreement, Seller covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 13.2 Seller further covenants that, in the performance of this Agreement, it will not employ any contractor or person having such an interest. Seller certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of City; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California. SECTION 14 NONDISCRIMINATION 14.1 As set forth in the Palo Alto Municipal Code, no discrimination will be made in the employment of any person under~ this Agreement because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender of that person. If the value of this Agreement is, or may be, Five Thousand Dollars ($5,000) or more, Seller~ agrees to meet all requirements of the Palo Alto Municipal Code pertaining to nondiscrimination in employment, including completing the requisite form furnished by City and set forth in Exhibit "C". 14.2 Seller agrees that each agreement for services with an independent provider will contain a provision substantially as follows: "[Name of Provider] will provide Seller with a certificate stating that [Name of Provider] is currently in compliance with all Federal and State of California laws covering nondiscrimination in employment; and that [Name of Provider] will not discriminate in the employment of any person under this agreement because of the age, race, color, national origin, ancestry, religion, disability, sexual preference or gender of such person." 14.3 If Seller is found fn violation .of the nondiscrimination provisions of the State of California Fair 980 [ 26 lac 0031895 6 Employment Practices Act or similar provisions of Federal law or executive order in the performance of this Agreement, it will be in default of this Agreement. Thereupon, City will have the power to cancel or suspend this Agreement, in whole or in part, or to deduct the sum of Twenty-five Dollars ($25) for eachperson for each calendar day during which such person was subjected to acts of discrimination, as damages for breach of agreement, or both. Only a finding of the State of California Fair Employment Practices Commission or the equivalent federal agency or officer will constitute evidence of a breach of this Agreement. 14.4 If Seller is in default of the nondiscrimination provisions of this Agreement, Seller will be found in material breach of this Agreement. Thereupon, City will have the power to cancel or suspend this Agreement, in whole or in part, or to deduct from the amount payable to Seller the sum of Two Hundred Fifty Dollars ($250) for each calendar day during which Seller is not in compliance with this provision as damages for breach of agreement, or both. SECTION 15. FORCEMAJEURE The parties will exercise every reasonable effort to meet their respective obligations hereunder, but either party shall be excused from the performance of any of its covenants or agreements hereunder and such party’s nonperformance shall not be a default or grounds for termination of this Agreement for any period to the extent that such party is prevented, hindered or delayed for any period not in excess of thirty (30) days from performing any of its covenants or agreements, in whole or.in part, as a result of an act of God, war, civil disturbance, court order, labor dispute or other cause beyond that party’s reasonable control, including without limitation, any denial of access-to the City’s facilities. The parties hereby agree to use their reasonable efforts to remedy the effect caused by the occurrence of the event giving rise to a party’s nonperformance of its covenants or agreements under this section. The parties agree to provide prompt notice to the other party to the extent that either party is relying on the provisions of this Section for its failure to perform any~of its covenants or agreements hereunder. SECTION 16.CONFIDENTIALITY 16.1.The parties acknowledge that in the course of performing the responsibilities under this Agreement, they each may be exposed to or acquire information that is proprietary to or confidential to the other party or its affiliated companies or their clients. Any and all information of one party in any form obtained by the other party or its employees,, agents or representatives in the performance of this Agreement shall be deemed to be confidentia! and proprietary information of such party. The parties agree to hold such information in strict confidence and not to copy, reproduce, sell, assign, license, market, transfer, give or otherwise disclose such information to third parties or to use such information for any purposes 980126 lae 0031895 7 whatsoever, without the express~ written permission of the other party, other than for the provision of services under this Agreement. The parties agree to advise each of their employees, agents, and representatives of their obligations to keep such information confidential. All such confidential and proprietary information described herein and any deliverable provided hereunder, in whatever form, are hereinafter collectively referred to as "Confidential Information." The parties shall use their reasonable efforts to assist each other in identifying and preventing any unauthorized use or disclosure of any Confidential Information. Without limitation of the foregoing, the parties shall use reasonable efforts to advise each other immediately in the event that either learns or has reason to believe that any person who has had access to Confidential Information has violated or intends to violate the terms of this Agreement, and will reasonably cooperate in seeking relief against any such person. 16.2 Notwithstanding the obligations set forth in Section 16.1, the confidentiality obligations of the parties shall not extend to information that: is, .as of the time of its disclosure, or thereafter becomes part of the public domain through a source other than receiving party; was known to the receiving part~ as of the time of its disclosure; or is independently developed by the receiving party; or is subsequently learned from a third party not under a confidentiality obligation, to the providing party; or is required to be disclosed pursuant to court order or government whereupon the receiving party shall provide notice to the other party prior to such disclosure. SECTION 17. NOTICES All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To City:Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 To Seller:Bankim Kaji Inacom Corporation 2060 Corporate Court San Jose, CA 95131 SECTION 18.MISCELLANEOUS......PROVISIONS 18.1 Seller represents and warrants that it has knowledge of the requirements of the Americans with Disabilities Act of 1990, and the Government Code and the Health and Safety Code of the State of California, relating to access to public buildings and accommodations for disabled persons, and relating to facilities for disabled persons. Seller will comply with or ensure by its advice that compliance with such provisions will be effected in the performance of this Agreement. 8 980126 lac 0031895 18.2 This Agreement will be governed by the laws of the State of California, excluding its conflicts of law. 18.3 In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California or in the United States District Court for the Northern District of California in the County of Santa Clara, State of California. 18.4 The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that action. 18.5 If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this Agreement and any amendments thereto will remain in full force and effect. 18.6 All exhibits referred to in this Agreement and any addenda, appendices, attachments, and schedules which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Agreement and will be deemed to be a part of this Agreement. 18.7 This Agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one and the same instrument. // // // // // // // // // // // // // 9gO 126 lac 003 | 895 9 i~. 8 Thi~ d~cument reoresents the entire and integrated agreement between theDK~’ties and supersedes all prior ne~o=iations,~ .....~ -rep_~en~.~on~, and contracts, either ~itten er ora!. If City is ra~alred to sign an order fo~ or o~her @ coc’~ent fret. Seller the m~rties understand and agree ths t to the ...... ~ of ~.:<’:, co.~.f1£~57 between such other fo~ or ~camen~ an<~ this decur.e~<=, this ascumen~_ sna.~! prevail. This ~_gL_c by zhe parzie~. IN WITNESS ~EREOF, the parties hereto have by their duly authoriged representatives~executed this Agreemen~ on the date first above written. C~TY OF PAL0 ALTO Ci=v ’C1 erk Senior Asst. City Attorney City }~nager Acting Director~,.-’= A~minis~rative Services Taxpayer’s i.D. No. 47-068!813 A~skMan&gar A~tachments: EXKIBZT "A": Propose! dated I0/!3/97 EXHIBIT "A-I": ~Modifications to Pro~osal" dated !2/8/97 EXHIBIT "B": insurance Requir~men{s EX/~IBIT "C:’: Nondiscrimination Compliance Forr~ ÷ TOTAL P. £3 EXHIBIT A ,- Computer Biz. Inc. Table of Contents Section A - Executive Summary Section B - Pricing Section C - Deliver" / Installation Schedule Section D - Configuration Services Section E - Obsolete Computer Disposal Section F - Questionnaire Customer Base References Availability Qualifications of Principals and Staff Familiarity ~Jth the City Financial Stability Price Summar3" Schedule User Communications Section G - Request for Service Procedure Sen’ice Request Contact Methods: Section H - Diagnosis / Repair Experience Section I - Asset Management Section J - Contacts and Experience Section K - References Section L - Warranty Provisions Section M - CompanyHistory Section N - Other Services Available Section O - Vendor Recommendations Section P - Standard Contract Form for Services Section Q - Additional Fees Section R - Year 2000 Provisions , Hewlett Packard Products Toshiba Products Section S - Statement of Compliance Attachment A - Company Organization Chart Attachment B - Project Organizational Chart Attachment C- Similar Contracts 2 4 5 6 8 9 9 9 9 9 10 10 10 10 10 11 11 12 13 14 15 16 17 18 19 20 21 22 22 23 24 25 26 28 bast printed 10113/97 5:54 PM 1 ADMINISTRATIVE SERVICES DEPARTMENT PROJECT TITLE:PERSONAL COMPUTER ACQUISITION,INSTALLATION SERVICE, AND SUPPORT AGREEMENT WITH THE CITY OF PALO ALTO REQUEST FOR PROPOSAL (RFP) # 100529 PART I!1 -CONTRACT ADMINISTRATION INSTRUCTIONS & FORMS CITY of PALO ALTO REQUEST FOR QUOTATION -SIGNATURE PAGE SECTION 305 PROJECT TITLE:PERSONAL COMPUTER ACQUISITION, INSTALLATION SERVICE, AND SUPPORT AGREEMENT WITH THE CITY OF PALO ALTO The uqaers~gqed hereby certifies that. d~rectly or indirectly, t~ey or their reDresent.atwes and agents have n~: cohucieo with other parties interested In this Invitation For B~d. Bidder is a. ~ California Corporation, or a [] ~ Corporation organized under the laws of the State of head offices located at 2060 Corpc, rat~ Court,, San Jose, and offices in California at s~,,~,,,_ as above (Attach addendum if necessary) [] Sole Proprietorship including any fictitious business names (i.e., "dba"), or a [] Partnership (list names of partners; state which partner or partners are managing partner(s). (Attach addendum). California Limited Liability Company, or a with CA 95131 [] Other (Attach addendum specifying details). Dated Oct. 10, 1997 Must be same signature as will appear on Contract Company Name of Bidder: Com;:,:ter P_±~, ;~c Title:Vice-Presi~ent Signature of Officer/Owner: Printed Name of Signatory: S~nkimKaji Address#l: 2060 Corporate Court Address#2: City: San Jose State, Zip: CA 95121 FaxNo: (~.08) 456-0188 Telephone: (~o8) 456-OLOO x218 Contractor License #/Type:IRS #: 94-2894280 Name of Contact Person: t,[i.~:e Nettle Telephone: (408) 456-0100 ,x232 End of Section CITY OF PALO ALTO: SIGNATURE PAGE RFP ’1"00529 .........SECTION 305 REQUEST FOR QUOTATION - ACKNOWLEDGMENT OF ADDENDA SECTION 310 PROJECT TITLE:PERSONAL COMPUTER ACQUISITION, INSTALLATION SERVICE, AND SUPPORT AGREEMENT WITH THE CITY OF PALO ALTO During the Bid process there may be changes to the Bid documents which would require an issuance of an Addendum or Addenda. To assure that all Bidders receive the update or change Addendum, the following acknowledgment and sign-off is required. NOTE: Failure to execute the following may be considered as an irregularity in the Bid. Receipt of the following Addendum is acknowledged. The Bidder. acknowledges that the information contained in the addendum has been considered in the preparation of this Bid. Addendum No. (None__), (l__.~_x), (2__), (3w), (4__), (5~) (Check appropriate space/number above) ......of ~~iclderSignature Computer ~iz, Inc. Company END OF SECTION ~iTY OF PALC) ALTO: ACKNOWLEDGEMENT PAGE RFP 100529 SECTION 310 307-14-97 TUE 09:17 ~I’I OZTY n~ PRLO RLTO PUROH FP, X NO, 4I~3292307 P. O1 PART II -BE) FORMS -CERTIFICATION OF NONDISCRIMINATION SECTION 410 PROJECT TITLE:PERSONAL COMPUTER ACQUISITION,INSTALLATION SERVICE, AND SUPPORT AGREEMENT WITH THE CITY OF PALO ALTO Certification of Nondiscrimination: As supplier~ of goods or services to the City of Palo Al~o, the firm and individuals li~;ed below certify that they do not discriminate in employment with regards to age, race, color, religio.n, sex, national origin, ancestry, disability, or sexual preference; that they are in compliance with all Federal, State and local directives and executive orders regarding nondiscrimination in employment; and that they agree to demonstrate positively and aggressively the principle of equal opportunity in employment. The Bidder agrees specifically: 1.0 2.0 To establish or observe employment policies which affirmatively promote opportunities for minority persons at all job levels. To communicate this policy to all persons concerned, including all employees, outside recruiting services, especially those serving minority communities, and to the minority communities at large. :3.0 To take affirmative action steps to hire minority emPloyees within the organization, 4.0 To be knowledgeable of the local, state, and federal laws and regulations concerning affirmative action policies and provide opportunities for employees. Firm: C0_mDuter Biz, Inc.Date: Oct. 14, !99.7 Title of Officer Signing: Vice-President Signature: ~ ,’-’I~’~,~;’~ .~. ",," Please include any additional information available regarding equal opportunity employment programs now in effect within your company. See Attached CITY OF PALO ALTO’: CER’~IFICATION ~’F N’bNDi$CRIMINATiON RFP 100529’ ’ PAGE "I’"OF 1 SECTION I GENERAL INFORMATION ABOUT COMPUTER BIZ, INC, 1.1 EMPLOYMENT OPPORTUNITY Computer Biz believes that all persons are entitled to equal employment opportunity and therefore does not discriminate against its employees or applicants because of race, color, religion, sex, sexual orientation, pregnancy, national origin, ancestry, age, marital status, physical or mental handicap or medical condition. Equal opportunity will be extended to all persons in all aspects of the employer-employee relationship, including recruitment, hiring, upgrading training, promotion, transfer, discipline, layoff, recall and termination. Computer Biz has adopted an aflqrmative action policy which essentially means that the company will aggressively seek out, hire, develop and promote qualified members of protected groups defined as - minorities, women, physically or mentally disadvantaged, disabled veterans of the Vietnam war, and persons aged 40 and over. Computer Biz complies wkh the taw regarding reasonable accommodation for disabled employees. 1.2 HARASSMENT POLICY Computer Biz prohibits discrimination based on race, color, sex, sexual orientation, pregnancy, national origin, ancestry, .age, marital status, physical or mental handicap, or medical condition. Harassment involving any of the above categories is a form of discrimination and a violation of Computer Biz policy and civil rights law. It is the policy of Computer Biz to ensure that its employees are not subjected to harassment during the course of Company business or Company-sponsored activities. Violators are subject to disciplinary action which may include termination. In general, harassment is defined as inappropriate, unwelcome or offensive conduct whether verbal, physical or otherwise where: submission to such conduct is made an explicit or implicit term of condition of employment; submission to or rejection of such conduct is used as a basis for employment decisions; or such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment. Those who believe they are being harassed and are unable to resolve the situation with the person believed to be committing the harassment should promptly report the facts of the incident and the individuals involved to management.. Any employee who becomes aware of a harassment situation, whether created by an employee or non-employee, should immediately notify management. Management will investigate all such complaints and take appropriate action to resolve them. Your cooperation is crucial. There will be no retaliation against you by management for making a complaint of harassment. EXPERIENCE AND FINANCIAL QUALIFICATIONS SECTION 420 PROJECT TITLE: Name of Company: PERSONAL COMPUTERACQUISITION,INSTALLATION SERVICE, AND SUPPORT AGREEMENT WITH THE CITY OF PALO ALTO Computer Eiz, Inc. Name o" Bonding Company:,, Phone Number: Name of Insurance Corner: Atlantic Mutu-~ 1 Phone Number: (510) 463-7800 Policy Number’ ~. 9 ~, 302876 How many years have you (or your firm) done business under the name listed above? 15 ye~-r s How many years experience have you (or your firm) had which is similar in nature to the work covered in the Bid? !0 years Provide relevant references of contracts satisfactorily completed in the last three (3) years: 3a, Year Equbment Contract Amount Aqency Phone.# See Attachment C and Section K 3b.Year Equipment Contract Amount Adency Phone # 3.1 3c.Year Eqqjpment Contract Amount Aqency Phone # (Please provide additional sheets if necessary) Have you (or your firm) previously worked for the City of Polo Alto? __Yes X No If yes, please list above or provide additional sheets if necessary) CITY OF PALO ALTO - RFP 100529 SECTION 421:) 1 OF 2 EXPERIENCE AND FINANCIAL QUALIFIC, ATIONS SECTION 420 , , o.L~. s management staff o’ tree mdoerwho will manage the proposed worn as ma~ be reuu~red nerem Name Yea-s o; -xp~ ~n~~eld o: ExDe~se’Oababitit~es Sae Attachment ~ (Pt~ase provide aciditlonal sheets if necessary) (408) ~56-0100 X232 (Phone) Computer Biz, inc.(Vendor) (Person to Contact) October I0,1997 (’Date) END OF SECTION CITY OF PALO AiTO - hFP 100529 ......SECTION 420 2 OF 2 Computer Biz. Inc. . . Section A - Executive Summary Computer Biz, Inc. is located in the Trade Zone area of North San Jose. Our address is 2060 Corporate Court, San. Jose, CA 95131. We were incorporated in 1983 in the state of California. Our facility consists of a 24,000 square foot building that houses our sales office, warehouse, service center and configuration center, and administrative offices. Computer Biz is a value added reseller/systems integrator. We sell name-brand ¯ computers such as HP, IBM, Compaq, Toshiba, NEC, Apple and AST. Our client base consists of Fortune 2000 companies, small businesses, local-government and educational institutions. We custom configure systems as per our customer’s needs. We also design, install and maintain networking and Internet solutions for our customers. We are a Novell Gold Authorized reseller and a Microsoft Solution Provider. We provide both depot and on site warranty/non-warranty service to our customers. Our technical staff is factory certified by all the major manufacturers. Computer Biz employs 75 employees. Please see Organizational Chart (Attachment A) for more details. ’ Computer Biz, as a company, has the reputation among our clients, vendors and alliances of providing a high degree of customer satisfaction through our innovative, proactive approach to customer satisfaction. Our stable, long term employee base provides our clients with a constant, personal contact each time they call, a trait not easily found in the high tech industry. Outlined here are some of the key ingredients that make Computer Biz the vendor of choice for many. 1.Computer Biz has been in business in San Jose, CA for the last 15 years with current annual revenues of $72 Million and 75 dedicated long term employees. 2.Established loyal and very satisfied client base by providing superior service. 3.Long term contracts with major accounts like Santa Clara County and the City of San Jose, Pacific Gas & Electric, and City of Sunnyvale. 4. Very strong relationship with vendors and suppliers. Have negotiated very competitive pricing. 5. Certified to sell and service all major brands such as Hewlett Packard, Compaq, Toshiba, IBM, Apple, AST and NEC. 6. Local stocking warehouse and fully equipped Product Integration Center. 7. Custom product configurations available from our Integration Center using both Computer Biz custom developed images and customer supplied "Gold" images. 8. On-Site and Depot warranty / post-warranty service available by Computer Biz technicians. 9. Factory Authorized service technicians and Certified Network Engineers. Last printed 10/13/97 5:54 PM 2 Computer Biz. Inc.- 10.Provider of networking solutions - Novell Gold Authorized and Microsoft Solution Provider. 11.One of the largest reselters in the San Francisco Bay Area. 12.One of the fastest growing top 100 private companies in the San Francisco Bay Area. 13. Capable of processing orders via EDI. 14. On-line, real time price and availability information accessible by Computer Biz from several vendors via Internet. 15. Web based pricing will be available for City of Palo Alto via our corporate web site at www.computerbiz.com. 16.For the purpose of this Request For Proposal, all pricing indicated will be valid for a period of ninety (90) days. Last printed 10/13/97 5:54 PM 3 Computer Biz. Inc. Section, B - Pricing Please see attached _Spreadsheet for cost of eq.u_ipment and services requested j _n_ th_i _s J:2 r_om 9_s _a!.., .H_ _o_u_r I_y_ _R_a_ t_e_s_ _f _o r _Sjo e c i a I ..Projects: Depot Repair Desktop / Workstation products $60.00 per hour + parts (1 hour minimum) Notebook products $110.00 flat labor rate + parts (Excluding software troubleshooting) Peripheral products Quoted on a per unit basis On-Site Repair (not available for Notebooks / Peripherals) $75.00 per hour + parts (1 hour minimum) (Includes all travel costs) Weekly On-Site $60.00 / hour (40 hours minimum) Monthly On-Site $50.00 / hour (160 hours minimum) .N__e_t_w_o_r_kin_g Services - Non-Warranty. Service On-Site Repair $115.00 plus parts (1 hour minimum) (Includes all travel costs) Weekly On-Site $105.00 / hour (40 hours minimum) Monthly On-Site $95.00 / hour (160 hours minimum) Last printed 10/13/97 5:54 PM 4 1) 2) 3) s) 173 Vectra VL5 As per appendix A COMPUTER BIZ, INC. COST FOR EQUIPMENT AND SERVICES !MFG. PART # 173 Configuration 173 Delivery, on-site installation Single Roll Down 173 Upgrade on-site warranty Ito 3 years 173 Removal upon termination 18 Vectra VL5 As per appendix A 18 Configuration 18 Delivery, on-site installation 18 118 35 35 35 35 35 !D5632N $1,300.00 3C905-TX $224,900.00 13 13 13 263 263 263 $22.00 $65.00 $90.00 $3,806.00 $11,245.00 $4’5,~70.00 D5632N 3C905-TX $25.00 $1,300.00 $22.00 $40.00 $4,325.00 $23,400.OO $396.00 $720.0O Upgrade on-site warranty to 3 years Removal "~pon termination Vectra XA As per appendix B’, Configuration Delivery on-site installation Single R~’II Down Upgrade on-site warranty to 3 years $90.00 $1,620.00 $25.00 $450.00 D4798’N $2,915.00 $102,025.00 $22.00 $65.00 $90.00 R~moval upon. terrnina!.!.on $25.00... Tecra 510 CDT PA1232U-T2A "$3,055.00" As per appendix C ....3C589D.COMBO .... K’FI’650116 Configuration $25.00 $770.OO $2,275.00 $3,150.00 $875.00 $39,715.00 $325.00 Upgrade £,n-site warranty to 3 years $95.00 $1,235.00" Removal .uPon termination $25.0O HP .17" MONITOR D2835A $610.00 Single Roll Down $15.00 Removal upon termination $15.00 *** PRICE~ ABOVE DO NOT INCLUDE SALES TAX*** $325.00 -$160,430.00 $3,94’~.00 $3,945.00 TO Nor~ Ya~ : ~ Businc~s Dcv~cio.~nent Ma~6m’r "" (650) 694-3518 Phone (6:50) 694-3331 Fax 914084560188 P. 82 HP DEswroP PLAN O~ob~r 14, 10S7 HL=WLETT-PACKARD "I’~CHNOLOGY FINANCE PROPOSAL City of Pal~ Alto/Computer Biz Main Product Amount to Finance P-~te Factor Payment Term Ref~rf:nct Numbrr 173 units of PC Vectra VL 5, incJuding configuration, delivery, inst~llafion, roll down w-arranty, & removal $224,900(H]W) 2.648%* $5,955,35 36 Months $34,946services) 3.135% $1,095.56 36 Months 18 units of PC HP Vectra VLT, including configuration, delivery, installation, warranty & removal services $23,400(HNV) 2.648%* $619.63 36 Months $3,18~ (sen, ices) 3.135% $99.88 36 Months 35 units of Vectra XA, incJuding ¢onfi<~uratlon, delivery, installation, wamanty, & removal services02,025 (H/W) 2.648%* * $2,701.62 3~ Months $7,070(services) 3.135% ’ $221.64 36 Months 13 units of Toshiba Te~ra 510CT,inOuding configuratbn, warranty, and removal services $39,715 (HNV) 2.963%* $1,176.76 36 Months $1,885 (services)3.135%$59.09 36 Months 263 units o; HP VGA 17" Monitor, including roll down $180,430 2,648%*$4,248.19 $7,890 3,135%$247.35 36 Months 36 Months ¯ Option to return some or all of the equipment ~t the end of month 24 for a fee of 25% of the original amount to finance of the equipment to be returned, SUMMARY OF DESKTOP PLAN ¯ The HP Desktop Plan gives you all the benefits of new technology without the expense or risk of owning it. You can fix the cost to your budget and avoid technology obsolescence. HP assumes re- sidual ris~:, while eliminal~ng your concerns regarding disposition costs or mismatohed depreciation schedules. ,Quali~ing non-HP software and complementary non-HP hardware may be "bundled" Into your plan. Early buy out is permitted after month three .Upgrades anc~ Add-ons are easily financed. These items are usually added coterminous to the odg!- hal lease schedule for th~ unit being upgraded. No extra processing fees are charged for add..ons or upgrades, END OF TERM OPTIONS Return Equipment to HP, or Purchase any or all Equipment for the Fair Market Value, or Renew at the same monthly payment, until choice of either of the above op~ons is made, or Renew for 12 months at 75% of the monthly payment. ASSUM. PTIONS All rates are budgetary and valid for 30 days from proposal date, Shipment must occur within 180 days of order for rate to remain valid. Rates are subject to final credit approval, ¯The agreement is non-cancellable. Minimum amount to finance is $20,000 and monthly payments are calculate~ in advance. DCT-14-1~9? Ii~42 FRON TO 9140~4~0188 P.~ Hardware and Software maintenan~, consulting, and/or training are not tncluded in the agreement, unless otherwise indicated. Appliaable Personal Property Tax billed separately, payments subject to applicable Sales & Use "l’axes Finan~,ed equipment is warranted the same as equipment purchased under any other terms, Propose¢l b~ Nora Yam Phone: 650-694-3516 Fax: 650--694-3331 i Computer Biz. Inc. Section C - Delivery / Installation Schedule Computer Biz is fully capable and prepared to meet or exceed the City of Palo Alto’s planned deployment of 20 - 25 computer systems per week beginning November 3, 1997. Hardware / Software configuration will take place in the Computer Biz Integration Center located at our corporate offices. Software configuration will be accomplished through the use of a "Gold Master" image provided by the City of Palo Alto. Assuming that systems scheduled to be upgraded are available to Computer Biz personnel, it is estimated that each technician can accomplish 4 to 6 install / rolldowns per working day. Computer Biz will supply sufficient technical personnel to ensure the requirements of the City of Palo Alto are met for each installation phase. Last printed 10/13/97 5:54 PM 5 Computer Biz. Inc. .Section D - Configuration Services The developmeni of custom software images ("gold disks") to meet our customers requirements is a multi-step process designed to ensure each delivered system is received by the customer as a true "plug and play" workstation. Custom images can be developed by the customer and delivered to Computer Biz, or Co.mputer Biz can develop the image based on the customer’s specifications. Computer Biz is currently performing this service for several major accounts and also routinely develops images in-house for multiple unit orders to exPedite turn- around time. Initially, a meeting with client and Computer Biz.personnel to develop hardware product and software image specifications takes place. Upon agreement, the software applications are loaded onto a system per the customer-developed specifications. Testing of network connectivity and software applications is conducted by Computer Biz, and turned over to the client for verification of compliance with their specifications. Upon receiving customer approval Computer Biz. creates a CD-ROM copy of customer approved ("gold disk") disk image. At this point, production begins. For production, Computer Biz maintains a 2500 square foot configuration facility located in our North San Jose facility. Our capacity at the present time is in excess of 100 systems per day. We are authorized to perform integration services for all products we sell, including Hewlett Packard, Compaq, IBM, AST, Apple, Toshiba, NEC, along with most peripheral products from manufactures whose lines we carry. Upon receipt of the product, typical turnaround times for configurations are two working days. Expedited turnaround of 1 working day is also available. Each configured product must pass a suite of final tests developed in-house using standard testing software along with a final virus scan to ensure compliance with manufactures specifications. Additional testing utilizing customer-supplied tests is accomplished when required. Prior to beginning a new customer configuration, run, the final product configuration is reviewed with the customer for acceptance. Last printed 10113/97 5:54 PM 6 Computer Biz. lnc. .:-i:~:- All configuration personnel are factory-trained technicians. Computer Biz does not utilize skill levels less than technician level in the configuration center. Additionally a number of-the technicians are also A+ Certified. Las! printed 10/13/97 5:54 PM 7 Compmer Biz, Inc: ¯~¯ : ’ ~ection E - Obsolete Computer Disposal As you are ready to dispose off the older computers, we will work with HP;s disposition service. The prices offered for the computers will vary according to market prices at the time and are valid for only 30 days. Before the systems are disposed off, Computer Biz would perform the following on each system: 1.Physically remove the computers from City of Palo Alto locations. 2.Remove all City of Palo Alto asset tags, and other identifying labels. 3.Clean exterior and interior of all systems. 4.Reformat all hard disk drives and reload with MS-Dos version 6.22 Costs of $ 25 per system associated with the disposal of these systems will be deducted from the price paid by HP’s disposition services. Last printed 10113197 5:54 PM 8 Computer Biz. Inc. Section F - Questionnaire Customer Base Computer Biz supports more than 500 total customers at 750 plus locations throughout the United States, We support multiple contracts ranging from $5M to $5K dollars. References References, including contacts please see section K page 15. Availability Delivery is typically 5 to 10 days after receipt of order depending upon customer configuration requirements and availability of product from manufacture. Computer Biz may stock locally some products as required by the City. of Palo Alto. Qualifications of Principals and Staff Computer Biz has been in the computer business for over 15 years and is a privately held corporation with 2 principal officers, 5 managers and 70 long-term employees. Please refer to Attachment A and Attachment B for CorPorate and Project organization information including brief backgrounds on key project personnel. Whenever possible Computer Biz supports our clients directly, only using subcontractors for building wiring and large system moves. Computer Biz has multiple years of experience with the County of Santa Clara, City of san Jose and City of Sunnyvale and others with similar contract arrangements. ’Computer Biz is located approximately 15 miles south of the City of Palo Alto. Project personnel are readily available to the City of Palo Alto during normal working hours. Last printed 10113/97 5:54 PM 9 Computer Biz. Inc. Familiarity with the City Computer Biz has maintained a contract with the County of Santa Clara for over the 7 years, the City of San Jose for over 4 years and the City of Sunnyvale for the past year. See Attachment C for copies of these contracts provided for these accounts. Financial Stability Computer Biz is a privately held corporation and is forwarding under separate sealed envelope complete financial details. Price Summary All pricing proposed is detailed in Section B of this response. Schedule Implementation schedules for the services proposed are detailed in Section B of this response. User Communications The project leader will provide the primary communications to the City of Palo Alto through the use of email, fax and telephone calls. Computer Biz also maintains a web site at www.computerbiz.com for use by our customers. Last prinled 10/13/97 6:14 PM 10 Computer Biz. Inc. ,:.... .- " Section G,- Request for Service Procedure Service calls currently can be requested via tele~phone contact, e-mail to service@cbizocom and fax. Submission of requests via our Internet web site, www,computerbiz.com will be available in October of 1997. Service Request Contact Methods: Email - service@cbiz.com Fax - (408) 441-4912 Phone - (408) 456-0100 extension 224 or 236 Requests for service are entered into our Service Management system. The requestor is notified and provided a Service Reference Number. On-Site service requests are then dispatched within one (1) working hour to the appropriate Field Technician. The technician is notified via pager, cell phone or email. The Field Technician will contact the requestor and arrange a time for the on-site visit. The technician also updates our Service Management System with the call schedule. Manufactures standard warranty response time is Next Business Day. Response time as defined by Computer Biz for this proposal will be no more than 4 working hours. Refer to Section B for costs associated with this expedited response time. In cases where a part is not available in Computer Biz inventory, the part will be ordered from the manufacture and the on-site call scheduled for when the part. arrives. In these cases the requestor is notified of when the Field Technician will arrive with the part. Depot service requests are also issued a Service Reference Number and given instructions on returning the product to Computer Biz. Computer Biz will provide pickup and delivery service for all Depot service requests. All Service Orders are tracked via our on-line Service Management system which provides all Computer Biz service and management personnel with status on open work orders. Computer Biz can also product warranty and non-warranty service for products we are authorized to repair that were obtained by the City of Palo Alto outside this proposal. Warranty eligibility can be verified on line with various manufactures through the use of.their on-line system and the product serial number, however, in some cases it would be necessary for the City of Palo Alto to supply Computer Biz with a copy of the original sales invoice for warranty verification in cases where the product was not purchased from Computer Biz. Last printed 10/13/97 6:14 PM 11 Computer Biz. Inc.’:: Section H - Diagnosis / Repair Experience All Computer Biz service technicians, both On-Site and In-House have been factory trained on.the full range of Hewlett Packard products. In most cases when a request for service is received, the technician can isolate the problem and pre-order the required replacement part prior to making an on-site visit. This allows Computer Biz to place a parts order with the vendor within 4 working hours of the request for service. Computer Biz will set aside 2 pre-configured systems to be used as Ioaners for the duration of the contract outlined in this proposal. This is essentially the process utilized by Computer Biz to provide support to the County of Santa Clara and the City of San Jose. Last printed 10/13/97 6:14 PM 12 Computer Biz. Inc. Section I - Asset Management Computer Biz maintains an on-line database of all products sold to each customer. Information in this database contains, but is not limited to, product part numbers, model numbers and serial numbers. Additional fields are available to incorporate tracking of asset numbers. Computer Biz would assign an Asset Number to each individual product, and affix a physical asset tag, as it is processed through our Integration Center. Information from this database would be available to the City of Palo Alto in either printout or machine readable format. Costs associated with Asset Number Tagging are included in product pricing as detailed in Section B. Last printed 10/13/97 6:14 PM 13 Computer Biz. Inc.: Section J ,r Contacts and Experience Computer Biz uses the "Project Team" approach to support accounts similar to the City of Palo Alto. This approach is used very successfully with the County of Santa Clara, City of San Jose and the City of Sunnyvale. Refer to Attachment B for individuals assigned to this project. Last printed 10/13197 6:14 PM 14 Computer Biz. inc. Section K - References The following firms may be contacted for references as necessary. County of Santa Clara Annual Sales in excess of $5M. Business Partner for over 10 years. Products include HP, IBM, Compaq, AST, Sony, Toshiba and NEC-Desktops, Servers and Notebooks. Services includes configuration, on.-site desktop delivery. Extended on-site warranty for three years. Network design, implementation, installation and maintenance. 24 x7 support provided to critical areas like the Poison Center. Contact: Dianne Gdggs- (408)299-2121 City of San Jose Annual sales in excess of $5M. Business Partnership for over 5 years. Products include HP, IBM, Panasonic, Toshiba. Services include custom configuration, on site product evaluations. On site warranty and depot warranty. Network design, implementation, installation and maintenance. Mas Kawai- (408)-277-4216 Pacific Gas and Electric Company Annual sale sin excess of $10M Busines.s Partners for over 5 ye.ars. Products include HP, AST, Compaq, Toshiba, NEC and Dell- Desktops, Servers & Notebooks. Services include custom configuration using predefined image of software, operating system and applications. We provide a dedicated on-site technician for PG&E. Contact: Jennifer Wench - (415) 973-7973 URS Corporation Annual sale sin excess of $ 5M. Business Partnership for over 10 years. Products include HP and AST. Services include configuration. Nationwide support. Contact: Roy Cerbasi - (201) 262-7000 Last printed 10/13/97 6:14 PM 15 Section L -~ Warranty Provisions Computer Biz will provide a three (3) year on-site warranty for all products supplied under this proposal. On-Site coverage will be available during normal Computer Biz working hours, excluding holidays. Computer Biz normal working hours are Monday - Friday, 8:00am to 5:00pm. Computer Biz is a Factory Authorized Service Center for Hewlett Packard, Compaq, IBM, AST, Apple, Toshiba, Epson and NEC products and can arrange for warranty service for any other products supplied under this proposal. Computer Biz maintains a staff of factory trained technicians that are available to provide Technical Support Help Desk assistance during Computer Biz normal .working hours. Computer Biz normal working hours are Monday - Friday, 8:00am to 5:00pm. Last printed 10/13/97 6:14 PM 16 Computer Biz. Inc. Section M - Company History 1982 1983-1987 1988 1990 1992 1993 1996 Founded in the home of Bankim and Zarina Kaji Operated ou~ of 2 Retail stores in San Jose and Cupertino Formed a Corporate Sales Division to concentrate on Major Accounts, Utilities, Government and Universities Intelligent Electronics Affiliation 1000+ Dealers Nationwide Large Inventory in Denver and Memphis Special Price negotiations for large volume customers Moved to current facility on Corporate Court Combined all operations under one roof 100% concentration on Corporate Sales, Utilities and Government Concentrate o.n Vertical Markets Networking, Multimedia Internet Increased sales growth 50% Continue to strengthen market position as a leader in Micro Computing Recognized in the top 100 Fastest Growing Private Companies in the Silicon Valley by the San Jose Business Journal One of the largest Computer value added reseller in the Bay Area with 65 energetic employees. Annual sales were $65M for 1996. Annual sales projection for 1997 is $ 75M. Last printed 10113/97 6:14 PM 17 Computer Biz. Inc. Section N - Other Services Available In addition to the services described in this proposal, Computer Biz can offer to the City of Palo Alto the services listed below. Costs associated with each of these services can be found in Section B. ¯General after-hours service / support on all projects. ¯Assignment of support personnel on-site at the City of Palo Alto on a weekly or monthly basis. ¯Vendor Technology shows held at City of Palo Alto location to demonstrate new products. Typically held under non-disclosure to present unannounced products. ¯Complete services of our Network Support Group. Last printed 10/13/97 6:14 PM Computer Biz. Inc. + Section 0 - Vendor Recommendations Computer Biz has incorporated a variety of programs internal to our Integration Center and service operations to ensure all products delivered meets both the manufacture and customer specifications. These processes are reviewed and updated on a regular basis as changes in technology dictate. These processes can be shared with the City of Palo Alto upon request. Computer Biz recommends a twice-monthly project review meeting at the City of Palo Alto between the Computer Biz Project Team and City of Palo Alto personnel. These meetings would ensure that all phases of the project are being incorporated smoothly and that Computer Biz is meeting all customer expectations. Last printed 10/13/97 6:14 PM 19 Computer Biz. Inc. .~ection P - Standard Contract Form for Services Computer Biz does not utilize a "Standard Contract Form" for services offered. One strength of the services offered by Computer Biz is our flexibility and ability to respond rapidly to customer requests. In lieu of a Standard Contract Form Computer Biz prefers to work off mutually agreed upon agreements or specific instructions printed on Purchase Orders. Computer Biz can howev’er develop a Standard Contract Form if this is a requirement of the City of Palo Alto’s Purchasing Department. Last printed 10/13/97 6:14 PM 20 Computer Biz. Inc. Section Q - Additional Eees There are no additional fees for the products and services proposed by Computer Biz under the provisions of this Request for Proposal. Additional products and services are available from Computer Biz as described in Section B. L~s! printed 10/13/97 6:14 PM 21 Computer Biz, Inc. Section R - Year 2000 Provisions Hewlett Packard Products Vectra PC Hardware HP has already addressed the year 2000 transition in its Vectra PCs. All Vectra PCs introduced since the end of 1995 handle the rollover to the year 2000 without any problem. These Vectra PCs are: ¯Vectra VE 5/xxx Series 2 ¯Vectra VE 5/xxx Series 3 ¯Vectra VL 5/xxx Series 4 ¯Vectra VL 5/xxx Series 5 ¯Vectra XM 5/xxx Series 4 ¯Vectra VA ¯Vectra XA 5/xxx ¯Vectra XA 6/xxx For the other Pentium (R) and Pentium Pro -based Vectra PCs that are listed below, HP has made available a new version of the system BIOS that will manage the year 2000 transition correctly. These new BIOS versions are available from the World Wide Web http: Ilwww. hp. co m/go/vect ra s u pport Vectra XP 5/60 Y.05.06 or above Vectra VL2 5/60 GI.05.05 or above Vectra XU 5/90 GO.05.14 or above Vectra XU 5/lxx GS.05.03 or above Vectra VE 5/xx Series 1 GL.05.10 or above Vectra VL 5/xx Series 3 GK.05.11 or above Vectra XM 5/xx Series 3 GM.05.05 or above Vectra XU 6/xxx GG.06.05 or above Vectra VT 6/xxx GV.06.05 or above Last printed 10/13/97 6:14 PM 22 Computer Biz. Inc. Toshiba Products Toshiba has analyzed its Portable computers to verify that they function correctly when the date changes from December 31, 1999 to January 1, 2000. This analysis was done on a hardware and BIOS level. Toshiba has concluded that all notebook computers containing BIOS version 5.0 and higher will function correctly when the date change occurs. Below is a listing of current machines that have or can be upgraded to BIOS version 5.0 or higher. Other hardware or software may or may not support the date change. ¯T21xx ¯T2400fT2450 ¯T3600 ¯T4700 ¯T4800/T4850 ¯T4900 ¯lxx ¯4xx ¯5xx ¯7XX ¯6xx 10113197 6:14 PM 23 Computer Biz. Inc. Section S - Statement of,,,,Compliance This proposal is in strict compliance with the Request for Proposal and no ekceptions are pr.oposed., Las! printed 10/13/97 6:14 PM 24 Computer Biz. Inc. Attachment A - Comp,any Organization Chart Last printed 10113197 6:14 PM 25 Computer Biz. Inc. Attachment B - Project Organizational Chart A team designed to benefit the City of Palo Alto in their procurement and on- going need for technology upgrades will manage this project. The following members of the team will be assigned to the account. Michael Nettie: Account Executive will be the Project Manager. He has worked at Computer Biz for over 7 Years in the capacity of account manager. He has managed large accounts like the City of Palo Alto with ease and is capable of responding to your needs in a positive and efficient manner. Michael is very people oriented and customer satisfaction is paramount in his work ethic. He takes the time and effort needed to satisfy the customer. Michael is also very technologically savvy and keeps updated constantly on new technology and services that are offered. His knowledge of the industry, experience and dedication make him an ideal candidate as the Account manager and primary contact for the City of Palo Alto. Francis Terrel:Inside Sales Support Francis has been working with Computer Biz for almost 1 year. He has ’experience in the industry and is always updated on new products and technology. Francis is an effective communicator and thorough in his work and would contribute greatly to the team by being the inside sales support person. John Hulten:Service Manager John has been service manager for the Company for over 3 years. He has extensive industry experience in the Computer as well as service fields. He would be the person responsible for the scheduling, on-site installations and roll-overs. John’s experience in the field will make the transition painfree and easy for the City of Palo Alto. Ed Hon:Configuration Manager As configuration manager Ed brings with him 3+ years of experience at Computer Biz. Ed has the organizational and technical skills needed in making a smooth and seamless transition to the new systems for the City of Palo Alto. He would .be responsible for the "Gold" Image disk and for the proper installation of the hardware and software per.your specifications. Lasl prinled 10/14/97 11:28 AM 26 Computer Biz. Inc. Tammy Blair: Customer Service Manager As Customer Service Manager, Tammy is ultimately responsible for the processing of orders once they are placed in the system. She would be the one to grant authorizations for returns and RMAs. She would also be the person to co-ordinate delivery and schedules. Tammy has been with Computer Biz for over 3 Years and an exceptional asset for Customer Service. Kimbra Smythe: Customer Service Representative. Kimbra would be the person you contact for any post sales issues except for technical services. She has been with Computer Biz for over 2 years and is very familiar with all aspects of Customer Service. Bankim Kaji- Vice -President As owner and Vice-President of Computer Biz, Inc. Bankim will be the ultimate decision-maker on all aspects of the City of Palo Alto Contract. If there are any issues that need resolution, he would be the person to take charge and makes things happen. Our goal is to be the best supplier for the City of Palo Alto, exceed you expectations of us and continue to offer you the best products and service’s and the best value for your money. Last printed 10/13/97 6:14 PM 27 ¯ Computer Biz. Inc. Attachment C - Similar Contracts Last prinled 10/13197 6:14 PM 28 CountyofSanta Clara P -’z, hasing Department 1553 Berger Drive San Jose, California 95112-2795 1408) 299-2121 E~,X (408) 297-7633 August 27, 1997 CONTRACT CHANGE NOTICE NO. 20 CONTRACT TITLE: CONTRACT NUMBER: CONTRACT PERIOD: AUTHORIZED USERS: VENDOR: VENDOR CONTACT: PURPOSE: ORDERING PROCEDURES: IBM Compatible Microcomputers & Peripherals 2063895 Novembe} I, 199~-through October 31, 1998 All County Departments Computer Biz 2060 Corporate Ct San Jose CA 95131 VENDOR CODE:5608 W5770 .TELEPHONE: (408) 456-0100 Natalie, x239; for all sales-related issues, open order status and returns Megan, x224; for warranty and non-warranty repairs and techrdcal services scheduling .Debbie, x214; for invoice discrepancies Zarina Kaji, President, x221; as backup for any of the above To reflect miscellaneous price reductions and the,addition of new models. THIS LIST REPLACES AND SUPERCEDES PREVIOUS EQUIPMENT LISTINGS. Departments may order.on a Contrac.t Release using Object 2 funding any component on the attached price list as long as the unit price is under $5,000.00 including tax and installation. Please specify whether installation is required. Contract prices must be stated on the Contract Release form. Please confirm prices with Computer Biz prior to placing order, due to changing market conditions. You may also view the most current contract pricing by accessing the County Data Processing Center’s website through the County Intranet. The website address is http://www.dpc Public Pu:chasing (.)ffk:ers. lnc’. Page i of .3 Co~puter Biz Con%tact No 2063895 August 27, 1997 Page 3 PAYMENT TERMS:Net 30 days TAX STATUS:Taxable REF~RKS :1.PLEASE BE CAREFUL AND SPECIFIC WHEN ORDERING. IF~ DUPLICATE ORDERS ARE PLACED OR ITEMS ARE INCORRECTLY ORDERED, ITEMS MAY OR MAY NOT BE RETURNABLE AND THERE MAY BE A RESTOCKING CHARGE. 2.Computer Biz will retrieve voice mail messages once every hour and return calls within two (2) hours 3.All other terms and conditions to remain the same. DIANE GRIGGS, Buyer III Office Technology Group (408) 299-2121 #2206 Manager DG/JB/dm/6421 cc:Controller - Claims Section~ Purchasing - Audit Section -Bid File -Contract Control All County Departments Table of Contents AST Systems .....’ ...............’ .................................’. ...... IBM Systems ......................................................................._3 The VMC Special ....................................................................4 Hewlett Packard Specially Priced Bundles .................................................4 HP Vectra Options ...................................................................4 HP Systems ........................................................................ HP Server ..........................................................................Z HP,Server Options ...................................................................8_ Installation ..........................................................................9_ Disk Drives & Controllers .................................., ...........................1_~0 Iomega Removable Media Drives ......................................................10 Intel Motherboards and Processors .....................................................1i Flat-bed Scanners ..................................................................1_.~1 Monitors & Adapters .................................................................. Input Devices .................................................. .....................1._2- Workstation Memory ................................................................13 Printers, Fax Machines and Multi-Function Products ........................................ Pdnter Accessories ................................................................. Cables ...........................................................................1"7 Modems ..........................................................................‘1"7 Tape Backup ......................................................................’1"7 Communications Cards ..............................’ ................................ Madge Token Ring ...................................................................1_.~9 CD-ROMs and CD-Recorders ......................................................... Uninterruptable P~wer Supply ......................................................... Notebooks ........................................................................ Notebook Accessories ......................................................... Warranty Upgrade Options ............................................................ NOTE: THIS PRICE LIST IS UPDATED WEEKLY AND CAN BE ACCESSED THROUGH THE COUNTY DATA PROCESSING CENTER’S WEBSITE THROUGH THE COUNTY INTRANET. THE WEBSITE ADDRESS IS http://www.dpc AGREEMENT FO’R PURCHASE OF MICROCOMPUTER, PERIPHERALS AND SOF’RNARE BET~NEEN THE CITY OF SAN JOSE AND COMPUTERBIZ COMPUTERBIZ, a California corporation, (VENDOR) agrees to supply City of San Jose a municipal corporation (CITY) with equipment from its stock at the prices listed on Exhibit A, attached hereto and in accordance wi{h the following terms and conditions: , CONTRACT PERIOD: AUTHORIZED USERS: VENDOR: VENDOR CONTACT: ,TAX STATU S: FOB: FREIGHT TERMS: DELIVERY TIMES: PAYMENT TERMS: INSTALLATION: RETURNS: December 1, 1996 through November 30, 1997 All City Departments ComputerBiz 2060 Corporate Court San Jose, CA 95131 Linda Page TELEPHONE: Zarina Kaji (backup) Taxable (408) 456-0100, x202 Destination Prepaid and allowed 14 working days Net 30 days Installation is an option included in this purchase order and has a fee, dependent on what is to be installed. Installation must be ordered at time of equipment/software order and not after the fact. Items not working at time of delivery can be returned directly to vendor for an exchange, in original packing materials and must have a Return Authorization Numberfrom vendor. Special order items cannot be returned and vendor will inform City departments of special order items at time of order. jldl 1-26-96 (a:\cmptrbiz,_agr) -]- RESTRICTIONS: Only EDP order forms with an authorized signature on file with the vendor may be processed. 2.All File Server systems must be Microsoft Win NT Certified, in writing. o Only networks running DEC Pathworks, Novell 3.11, 3.12 or 4.0, and Windows For Workgroups or latest version thereof, are to be purchased. Only low emissions monitors that conform to the Swedish ELF and VLF guidelines are to be purchased. o Purchase requests that do not comply with City restrictions will not be authorized and may be returned to vendor without City liability to make payment. - Competitive uupgrades and standard versions upgrades for software must include the current product version and serial number, as well as upgrade information. 7,Green machines. All equipment must meet or exceed EPA Star Certification. o o Minimum Specifications: Pentium P90 processor, 16 MB RAM Acceptable Brands: Only desktop and file server systems rated on the Gartner Group Tier 1 & 2 list may be purchased under this agreement. These systems consist of, but may not be limited to the following: AST Gateway AT&T Digital ACER HP Compaq IBM Dell Brands for notebooks other peripherals are listed on th’e equipmentlist, Exhibit A. The foregoing listing may be amended by written notice from the Director of General Services. jk/11-26-96 (a:\cmptrbiz.agr) -2- SPEC-], AL CONDITIONS: Contract may be renewed for additional six (6) month or one-year perio;cls Up to a maximum of five (5) years, including the initial contract term. Initial Contract Term First Option Period Second Option Period Third Option Period Fourth Option Period Equipment and prices may be added to Director of Information Technology. 12/2/96 -11/30/97 12/1/97 - 11/30/98 12/1/98 - 11/30/99 12/1/99 -11/30/00 12/1/00 -11/30/01 Exhibit A with the approval of the Prices may not be increased during the initial contract period. However, any price adjustments downward during that period will be passed along to the City. Vendor shall notify City immediately upon the effectiveness of a price change downward. Vendor will also pass algng any special promotional offers. do The City may consider aprice increase not to exceed 2%, if applicable, at the. beginning of the second period, or at the beginning of any extension period of this contract. Vendor must submit any requested price increase in writing to the City Purchasing Department Buyer prior to the beginning of the second period or any extension period and SHALL PROVIDE DOCUMENTED PROOF acceptable to the City substantiating the requested price increase. eo Due to changing market conditions, the City may request a quarterly review of the component/system pricing requesting vendor to adjust prices downward. Components affected by an industry-wide shortage and documented by an impartial third party will be cause for the City and vendor to open price negotiations for the affected component only. jk/11-~6-96 (a:\cmptrbiz.a.gr) -.3- o o Each request for software must specify media required and must include the make and model of the PC for which it is being requested.- Should the City elect to add additional products to the contract after the Cit.y and vendor have agreed to price and other conditions, the City Purchasing Department will issue a written change notice. Vendor shall provide, at no cost to City,.. presale and postsale consultation and ongoing technical support to City technical staff and end users. The configurations on the listing are. recommended for the convenience of the departments in ordering components. Departments may request other configurations/components to be added by sending a written request to the Purchasing Department. The vendor shall provide on-site parts and labor service during the one-year warranty period, with a 4-8 hour response time for computers that are purchased under this contract. Warranty starts when equipment is delivered, not when equipment is installed. Vendor will provide cumulative activity report for dollars spent by Department (Invoice Report) to the Purchasing Division ona monthly basis. Ver~dor will also provide on a monthly basis a report on orders received by vendor, but not shipped with an explanation (Open Order Report). When total orders come within $250,000 .of the contract dollar limit during any contract term, Vendor shall begin to provide activity reports on a weekly or daily basis. Notwithstanding the foregoing, regardless of the amount ordered, Vendor shall provide daily activity reports between November 1 and December 1 of any contract term. City employees will be able to purchase any contract item at thecontract price by identifying themselves to the vendor as City employees. Orders will be placed directly by the employee and the employee will make payment directly to the vendor. The City will not participate in nor be responsible for these purchases. Prices include minimum one year on-site warranty (including parts and labor) with 4-8 hour response time for systems that are purchased under this contract. jk]11-26-96 (a:\cmptrbiz.agr) -4- I 0",This agreement may be cancelled by the City upon thirty (30) days written notice to ~he vendor. 11. 12. Vendor will match advertised prices for like items from other local vendors as long as price is not below the vendors cost. Year 2000 Protections: In a year 2000 date change warranty, the licenser warrants that software licensed to the licensee and used by a licensee prior to, during or after the calendar year 2000 shall include, at no added cost, design and performance such that the licensee shall not experience abnormally ending software, or invalid or incorrect results from the software. The vendor should warrant that the software is designed to ensure that year 2000 compatibilitly shall include, but not be limited to, date data century recognition, calculations that accommodate same century and multicentury formulas, and data values and date data interface values that reflect the century. STANDARD DEFINITIONS Year 2000 compliance capabilities mean that software will do the following: manage and manipulate data involving dates, including single-century formulas, and will not cause an abnormally ending scenario within the application or result in the generation of incorrect values involving such dates. ensure that date-related user interface functions and data fields linclude the indication of century. ensure that all data-related functions will include the indication of century. jk/11-27-96 (a:\crnptrlnd.agr) -5- All-of the terms and conditions contained in the Purchase Order to which this Agreement is atta~ed shall apply to the extend that such terms and conditions are not in conflict with the terms of this Agreement, DATE: ./~’X-~ COMPUTERBIZ a California corporation- OITY OF SAN JOSE A municipal corporation By: ~ Name:Zarina Kaji~~ Title:President Name:Ellis Title: Jr.. General Services APPROVED AS TO FORM: BY: Na~me~Doyle Title: St. Deputy City Attorney jW11-26-96 (a:\cmptrbiz.agr) -6- uJ -m ©Z = C,,J d~ ~C) t’-- C:~ ,:::~ 0 © Z I II SPECIAL TERMS AND CONDITIONS for DESKTOP PERSONAL COMPUTER PURCHASES by the CITY OF SUNNYVALE Term - The term ~f the contract for this bid will be for at least six months and may be extended for an additional six-month period. The original term will be from January 1, 1997, through June 30, I997. Pricing shall be firmfor the period of the contract with the exception of manufacturer’s price reduction stated in the "Costs" section. Costs - Bid pricing shall be used to determine the lowest responsible bidder at time of submission of bids and shall remain firm for a period of 60 days. This will allow the City time for proper bid evaluation. AFTER award of contract, pricing will be reviewed each time an order is placed against the total contract. If the manufacturer of a contracted item announces a price reduction for the item, the successful bidder shall proportionately reduce the price of the item to the City. a. Pricing includes minimum one-year on-site warranty (including parts and labor) with 4-8 hour response time for systems that are purchased under this contract. b. Vendor will match advertised prices for like items from other local vendors as long as price is not below the vendors’ cost. Minimum Order - Successful bidder shall not enforce any minimum order policy on the City of Sunnyvale. The estimated quantities as listed in this specification are as realistic as the uncertain and varying needs of the City of Sunnyvale make it possible to determine equipment requirements for this period of time. Delivery - The City will order equipment against this contract in quantities of approximately 5 to 10 PCs at any one time. Vendor shall be responsible for installing peripherals, network cards, software drivers, video and local area network drivers, and so on, and for burning in and testing systems prior to delivery to the City. a. The vendor must burn in all system units and associated components for a minimum of four hours. Delivery must be made within 14 days after the order is placed by authorized City staff. Successful bidder must advise the Information Technology Department 24. hours prior to delivery to City. The successful bidder must deliver all computer equipment to the location specified by the IT Department, unpack, assemble, install, check out, and certify ready for customer use. All equipment will be delivered with all original manuals, original so~’~are diskettes, and promotional offers as provided by the manufacturer. c:mydocuments\Computing E~uip Bid Specs.doc On-Site Installation - The City may request the successful bidder to install the personal computer system or printer or peripherals or software in existing equipment located in City offices throughout the City of Sunnyvale as an optic~n included in this purchase order. a. Installation will be ordered at the time City places order for equipment and/or software. b. Data Transfer - The City may request the bidder to transfer data flies from the old system to the new system. c. Program Reinstall - The City may request the bidder to reinstall Windows-based programs from the original diskettes; the City to provide the original diskettes. d. Data transfer and program reinstall will be done on an hourly basis. Warranty - All equipment that the successful bidder provides under this contract shall be covered under warranty for a minimum period of one year effective upon delivery. Warrar~ty shall be on-site and cover parts and labor, with a response time of 4-8 hours from the time initial call is placed by authorized City staff reporting a problem. If equipment cannot be repaired within one working day, vendor will be required to pick up equipment, deliver loaner equipment equal to the defective equipment on the same day, and return and install the repaired or replaced equipment. Successful bidder shall guarantee that all components will inierface properly with all systems and that the system will perform satisfactorily in accordance with the original- "equipment manufacturer’s published specifications. The successful bidder shall assume full responsibility for the proper functioning of all equipment acquired under this contract. Software shall be guaranteed for a minimum period of 90 days. Returns - Any equipment or component peripheral damaged and reported by the City to reseller as not working within 30 days of equipment receipt will be returned on an even exchange basis, in original packing materials and must have a Return Authorization Number from vendor. Payment - The City will pay for equipment on a.onet 30-day basis from date of receipt of the invoice by the Accounts Payable Unit oi" acceptance of equipment by the City, whichever is later. The City reserves the right to withhold portions of payments until the appropriate exchange equipment or component is received. Pre-Sale and Post-Sale .SuDDort -Vendor: shall provide, at no cost to City, pre-sale and post-sale consultation and ongoing technical support to City technical staff and City staff during normal business hours of Monday-Friday, 8 a.m. to 5 p.m. a. Technical support to include a telephone hotline to assist the City’s technical staff in researching technical problems. Vendor shall have technical engineers available to respond to in-depth technical inquiries. While it is expected that most questions will c:mydacuments\Computing Equip Bid Specs.doc be answered immediately over the telephone, a response, is required in less than eight hours from the time the City staff place the initial call. Reportina - Vendor will provide cumulative activity report for dollars spent by the City to the Information Technology Department on a monthly basis. Vendor will also provide a report on orders received but not shipped with an explanation on a monthly basis. a. Vendor shall provide daily activity reports between June 1 and June 30 of the contract term. Cancellation - The City may cancel this agreement upon thirty (30) days’ written notice to the vendor. Configurations - The attached Detailed Specifications lists the minimal characteristics of the configuration required by the City. The City’s estimate of the number of each item which will be ordered during the term of this contract is also provided. a. The configurations are recommended for the convenience of determining a not-to- exceed dollar value for computing equipment required during the contract term. b. The City may request other configurations/components as a part of this contract. c:mydocuments\Computing Equip Bid Specs.doc EXHIBIT ~A-I" MODIFICATIO1~S TO PROPOSAL The response of Computer Biz to the City of Palo Alto ~eq~est for Proposals is binding for the contract, £xcept for the specific " -~.Ins~an~_~ noted below General Term~ For the remainder of 1997-98, the contract is not to exceed $625,000 for: the acquisition of at least 226 computers and monitors, extension of warranty from one to three years, with four (4) hour response time, and services associated with such ~urchase. Any additional expenditures agreed to by.the parties shall not be effectiv~ unless agreed to in writing by City’s City Manager. Assuming that the contractor is responsive to the City’s needs, and that the proposed cost is consistent with the Bay Area Consumer Price Index, the contract authorizes the City Manager or her designee to exercise the option to renew the contract for the second a~d ~hird year. ~n those years, it is expected that the City will purchase a similar number of computers and monitors wi~h related service agreements and warranty extensions. The City may ~lect to lease finance its acquisition of computers and peripherals. Price includes the option to assign the purchase of goods to a third party to establish lease(s). Pricing for ~ardware The prices will be those provided to the County of Santa Clara for all items on the County of Santa Clara price list, which shall be updated on a weekly basis, however, the price of goods purchase by City shall not be greater than the price contained in the price list dated as of 12/01/97. For thos~ products which are not on the price list and which h~ve not been identified in the RFP, Computer Biz will .provide them_at cost plus a percentage, as follows: For products costin~ less than $I.000, the price will be landed cos~ plus ten percent (10%). For p~oducts costln~ mor~ than $i,000, the price will be landed cost plus seven percent (7%). For products costing $5,000 or more, the price w~ll be negotiated on a purchase-by-purchase basis. Purchase cf Hardware The City commits to purclnase 226 personal computers by June 30. 19~$. ~e City will purchase the standard and engineerin9models as described in the ~EP0 cr else nhe funure model which replac~ the specified model. For the acquisition of iaptops, in Zh~ event CiUy selects an alt~rnat~ model or m~ufacturer, City shall give Computer Biz an opportunity to submit a ~aotation for City’s consideration. Payment The City will establish a bl~nh~t purchase agreement and purchases will be released against the blanket order. To release against the order will require two signatures from IT. Payment is due within 30 days of da~e of invoice, which will be deliv£ry date. Loaners Computer Biz shall provide, at no charge to City, loaner PC’s with City’s basic software configuration. The City will provide a secured and locked area in which the two loaners can be stored. Orders Assuming no supplier problems, Computer Biz agrees to have products ready for delivery within two weeks of an order beln~ made. Meetings Initially, weekly meetings between Computer Biz and the City will occur to discuss progress and problems. The time currently designated for such meetings is Wednesday at 9:30 a.m., although ~his is subject to change. Inve~torybeing Surl~lused The City retains ~he option to dispose of surplus inventory itself or to use Computer Biz to dispose of the surplus. Computer Biz has agreed to dispose of surplus inventory for a per computer processing fee of $25. Warranty and Service Following a call for service, the maximum response ~ime shall be four (4) hours, and the n~ximum downtime for a computer shall be 48 hours, after w~ich time the end-user shall be entitled to the use of a loaner PC. 9~123 ~ 0031~96 ~71~ fcr sel-vice wil7 ~’~"~.... c~~e from ~ne of the individuals within the Info.~ra~ion Tecbm0!ogy (IT) Division, specifica!ly, the He!p Desk, the Manager of Info~tion Technology, the ~-ager of Technolo~ Support, or a PC Technician. ~em providing service on a city-owned computer, Computer Biz will identify the asse~ ta~ of the equipment £n the maintenance report, in addition to ~he serial number. For delivery and/or installation of product, :T will designate at least one contac~ within the department to serve as a contact for on-site personae!. Installation a/%d Roll-dow~1 The City may ask Computer Biz tO install specialized software and install additional RAM in machines to be rolled down so ~ha~ ~hey can run WindowsNT. Computer Biz has agreed to charge $25.00 per software package installa~on associated with the system install. Advanced operating syster~ installs and complex software will be individually priced and quoted. Non-Warranty Services For on-site services not associated with the acquisition of new, warranteed eql!ipment, Computer Biz has a~reed to ~he following prices: $65.00 per hour plus parts (1 hour minimum) (Includes all travel costs) Weekly on-S~te $~.00 an-hour ~40 hours m~n~mum) Monthly on-site $50.00 an hour (160 hours m£nimum) 98~)123 ta~ 0031896 3 100000 500000 I lO0000 Evidemce o~ Cave~a~e PART II- BID FORMS -CERTIFICATION OF NONDISCRIMINATIONII - i , i i, ii SECTION 410 ¢~ifiCa~or’~ of Nondiscrimin.a~ion: A~ suppliers of goods or services to the City of Palo Alto, the fi,-rr, and individuals listed below certify that they do not discriminate in employment with rega~ to age, rac~. coior, religion, sex, national odginancestry, disability, or sexual preferen~; that. th~ are in compliance with all Federal, State and Iocat directives and executive orders regarding nondiscrimination in employment. Title of Officer Signing. CITY of PALO ALTO: Non-discrimination (REV. 11/97)SE N 410-