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Agenda 12/11/2012 Item #16E 512/11 /2012 Item 16.E.5. � EXECUTIVE_. SUMMARY Recommendation to authorize the purchase of power and cooling equipment maintenance agreements for County Information Technology hardware from Insight Public Sector, Inc. for the County's Schneider Electric (APC) power and cooling equipment in the amount of $69,709 utilizing U.S. Communities IT Products & Services contract 4400001195 (RQ09- 997736 -42B). OBJECTIVE: To procure Schneider Electric (APC) power and cooling equipment maintenance support using an efficient and streamlined process for the County. CONSIDERATIONS: The County's Information Technology Department (IT) uses Schneider Electric (APC) power and cooling equipment in the agency's technology infrastructure and procures maintenance support for those systems on an annual basis. The IT Department is requesting Board approval as authorized in the Purchasing Policy to utilize U.S. Communities IT Products & Services contract 4400001195 (RQ09- 997736 -42B) for this purchase. This Agreement leverages the purchasing power of the US Communities Purchasing alliance to provide best value pricing and terms and is used by many entities within Florida. The IT Department has evaluated the contracted vendors and has determined they meet the technical requirements of the products and services being requested. Staff recommends the use of this contract for the procurement of the aforementioned information technology hardware /software maintenance support as an efficient and streamlined process for the County. The IT Department will issue a County purchase order, along with its standard terms and conditions, to execute.this order. The Purchasing Director has determined, per the Board's Purchasing Policy (XIV B), that the process conducted by the US Communities is competitive in the market and that the resultant contract has favorable terms to the County with respect to pricing, shipping, service and warranties, etc. In addition, the use of these established US Communities contracts allows for the County to consolidate its purchases with other public agencies and streamline its own purchasing processes. FISCAL IMPACT: Funds are available in the Information Technology Department fiscal year 2013 budget for this purchase. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office, requires majority vote, and is legally sufficient for Board action. — CMG RECOMMENDATION: Authorize the Information Technology Department to purchase Schneider Electric (APC) power and cooling equipment maintenance support from Insight Public Sector Inc. for the County's Schneider Electric (APC) power and cooling equipment in the amount of $69,708.62 ' utilizing the U.S. Communities IT Products & Services contract le� 4400001195 (RQ09- 997736 -42B). Packet Page -3874- 33A 1 X2/11/2012 Item 16.E.5. PREPARED BY: Mark Fowski, Network Operations Manager Scott Johnson, Procurement Specialist Attachment: Summary documentation for U.S. Communities IT Products & Services contract 4400001195(RO09- 997736 -42B) and Piggyback agreement; Insight Quote Packet Page -3875- 1001%, COLLIER COUNTY Board of County Commissioners Item Number: 16.E.5. 12/11/2012 Item 16.E.5. Item Summary: Recommendation to authorize the purchase of Schneider Electric (APC) power and cooling equipment maintenance agreements from Insight Public Sector, Inc. for the County's Schneider Oect,,Oc (APC) power and cooling equipment in the amount of $69,709 utilizing U.S. Communities IT Products & Services contract 4400001195(RQ09- 997736 -42B). Meeting Date: 12/11/2012 Prepared By Name: BerriosMike Title: Manager - Network Operations,lnformation Technology 11/14/2012 4:48:12 PM Approved By Name: pochopinpat Title: Administrative Assistant,Facilities Management Date: 11/15/2012 3:41:52 PM Name: JohnsonScott Title: Purchasing Agent,Purchasing & General Services Date: 11/19/2012 2:23:16 PM Name: MarkiewiczJoanne Title: Manager - Purchasing Acquisition,Purchasing & Gene Date: 11/20/2012 8:40:49 AM Name: GreeneColleen Title: Assistant County Attorney,County Attorney Date: 11/21/2012 11:44:46 AM Name: PriceLen Title: Administrator, Administrative Services Date: 11/28/2012 12:00:42 PM Name: GreeneColleen Title: Assistant County Attorney,County Attorney Packet Page -3876- Date: 11/29/2012 10:32:21 AM Name: KlatzkowJeff Title: County Attorney Date: 11/29/2012 1:45:39 PM Name: PryorCheryl Title: Management/ Budget Analyst, Senior,Office of Manag Date: 11/29/2012 3:00:52 PM Name: OchsLeo Title: County Manager Date: 12/1/2012 2:35:34 PM Packet Page -3877- 12/11/2012 Item 16.E.5. SOLD -TO PARTY COLLIER COUNTY ACCOUNTS PAYABLE 3301 TAMIAMI TRL E NAPLES FL 341124961 SHIP -TO ADDRESS COLLIER COUNTY IT DEPT 2685 HORSESHOE DR S STE 104 -105 NAPLES FL 34104 -6113 12/11/2012 Item 16.E.5. INSIGHT PUBLIC SECTOR 6820 S H.ARL AVE TEMPE AZ 85283 -4318 Tel: 8004674448 3 NN 3 �yA� � i# ri .jam i.+C ,N �` r Unit Price Extended Price r � Quotation Number Creation Date 214021735 10 -SEP -2012 PO Number PO Release Customer No 10230767 Sales Rep Christy Montanez Email cmontane @insight.com Telephone 800 -480 -9299 Sales Rep 2 Deann Cannon Email2 dcannon@insight.com Telephone 800 -480 -9299 Dear Elsa Reza, ,.T.4nk you for considering Insight to be your trusted partner in addressing your evolving IT needs. We appreciate being ;idered as your solution source and look forward to making IT work for you. We deliver according to the following terms: Payment Terms Net 30 days Ship Via Insight Assigned Carrier/ Ground Terms of Delivery FOB DESTINATION Currency USD Material Description Quantity Unit Price Extended Price WADVULTRA -AX -22 (1) YEAR ADVANTAGE ULTRA SERVICE PLAN 6 2,496.09 14,976.54 U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WADVULTRA -PX -38 Schneider Electric Critical Power & Cooling Services 1 3,828.49 3,828.49 Advantage Ultra Service Plan - extended service agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736.426)) 12/11/2012 Item 16.E.5. v Quotation Number /Creation Date nsi 9214021735 / 10 -SEP -2012 PUBLIC SECTOR Quantity Unit Price Extended Price Material Description WUPG4HR -UG -01 APC On-Site Service 4 Hour Response On -Site Service 3 489.43 .1,468.29 Upgrade to Factory Warranty or Existing On -Site Service Contract - extendedsery ice agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WADVULTRA -PX -24 Schneider Electric Critical Power & Cooling Services 1 2,844.16 Advantage Ultra Service Plan - extended service agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WADVULTRA -PX -22 Schneider Electric Critical Power & Cooling Services 1 2,728.31 Advantage Ultra Service Plan - extended service agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WADVULTRA -AX-41 1YR ADVANTAGE ULTRA SERVICE SVCSPLAN F/ 1 3,415.60 U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WADVULTRA -NX-82 Schneider Electric Critical Power & Cooling Services 2 10,728.68 Advantage Ultra Service Plan - extended service agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPG4HR -UG -01 APC On -Site Service 4 Hour Response On -Site Service 1 489.43 Upgrade to Factory Warranty or Existing On-Site Service Contract - extendedsery ice agreement - 1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPG4HR -UG-01 APC On -Site Service 4 Hour Response On -Site Service 1 489.43 Upgrade to Factory Warranty or Existing On -Site Service Contract - extendedsery ice agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPG4HR -UG -03 APC On -Site Service 4 Hour Response On -Site Service 2 1,562.01 Upgrade to Factory Warranty or Existing On -Site Service Contract - extendedsery ice agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPG4HR -UG -02 APC On -Site Service 4 Hour Response On -Site Service 1 1,005.94 Upgrade to Factory Warranty or Existing On -Site Service Contract - extendedsery ice agreement - 1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) 2,844.16 2,728.31 3,415.60 21,457.36 489.43 489.43 3,124.02 1,005.94 12/11/2012 Item 16.E.5. JnS1 9 ht Quotation Number /Creation Date 214021735 / 10 -SEP -2012 PUBLIC SECTOR Material Description Quantity Unit Price Extended Price WUPG4HR -UG -01 APC On -Site Service 4 Hour Response On -Site Service 2 489.43 978.86 Upgrade to Factory Warranty or Existing On -Site Service Contract - extendedsery ice agreement -1 year - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPGPMV7X24 -UG -02 APC 7X24 Scheduling Upgrade from Existing 1 426.95 426.95 Preventive Maintenance Service - technical support - 1 incident - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPGPMV7X24 -UG -01 APC 7X24 Scheduling Upgrade from Existing 3 312.40 937.20 Preventive Maintenance Service - technical support - 1 incident - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPGPMV7X24 -UG -01 APC 7X24 Scheduling Upgrade from Existing 1 312.40 312.40 Preventive Maintenance Service - technical support -1 incident - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPGPMV7X24 -UG -01 APC 7X24 Scheduling Upgrade from Existing 1 312.40 312.40 Preventive Maintenance Service - technical support -1 incident - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPGPMV7X24 -UG -03 APC 7X24 Scheduling Upgrade from Existing 2 666.46 1,332.92 Preventive Maintenance Service - technical support -1 incident - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) WUPGPMV7X24 -UG -01 APC 7X24 Scheduling Upgrade from Existing 2 312.40 624.80 Preventive Maintenance Service - technical support -1 incident - on -site U.S. COMMUNITIES IT PRODUCTS & SERVICES(# 4400001195 (RQ09- 997736 -42B)) Product Subtotal 0.00 Services Subtotal 69,708.62 Tax 0.00 Total 69,708.62 Please contact us with any questions or for additional information about INSIGHT PUBLIC SECTOR's complete IT solution offering. Purchase orders should be made out to Insight Public Sector, Inc. Again, thank you for considering INSIGHT PUBLIC SECTORI Ancerely, risty Montanez Packet Page -3880- Page 3 of 4 I nsig PU le IC 800 -480 -9299 cmontane @Insight.com Fax: 800 - 622 -7904 Deann Cannon 800 -480 -9299 dcannon @insight.com Fax: 800- 622 -7904 U.S. Communities IT Products, Services and Solutions Contract No. 4400001195 (RQ09- 997736 -42B) Insight Public Sector (IPS) is proud to be a contract holder for the U.S. Communities Technology Products and Technology Services /Solutions Contract. This competitively solicited contract is available to participating agencies of the U.S. Communities Government Purchasing Alliance. U.S. Communities assists local and state government agencies, school districts (K -12), higher education, and nonprofits in reducing the cost of purchased goods by pooling the purchasing power of public agencies nationwide. This is an optional use program with no minimum volume requirements and no cost to agencies to participate. In order for Insight to accept Purchase Orders against this contract and honor the prices on this quote, your agency must be registered with U.S. Communities. Our sales teams would be happy to assist you with your registration. Please contact them for assistance — the registration process lasts less than five minutes. 12/11 /2012 Item 16.E.5. Quotation Number / Creation Date 214021735 / 10 -SEP -2012 Thanks for choosing Insight! Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial options. Subject to IPS Terms & Conditions online unless purchase is being made pursuant to a separate written contract in which case the terms and conditions of the separate written contract shall govem. www ios insight comlTermsandConditions Page 4 of 4 Packet Page -3881- 12/11/2012 Item 16.E.5. Cooperative Governmental / Consortium Agreement Form ( "Piggyback ") Collier County Solicitation Reference: RFP 09- 997736 -42 Vendor(s): Insight Public Sector, Inc. Items Information Descr ,z Epti� X Reviewed. (Allowable per.:BCCtrchasin,glPo1#cy.Cl'B "best Interest of#t�e Covntr" 1. Sponsor Agency x County of Fairfax Virginia 2. Sponsor Agency US Commuinities Contact 3. Web Site (if http: / /www.uscommunities.org /insight/ applicable) 4. Award Date 5/1/09 5. Scope of Services IT Hardware & Software 6. Expiration Date 4/30/2013 7. Renewal Options Non 8. Piggyback Clause Yes (in solicitation or contract 9. Competitive Event RFP 10. Competition N/A Summary 11. ITB Tab Sheet / RFP Ranking Sheet 12. Vendors Awarded Insight, 13. Attached Award Letter Documents for County Attorney 14. Anticipated County $70,000.00 Annual S end 15. Rationale for Use Solicited through US Communities; solicitation sales volume netted price savings for the County given the number of public agencies participating; reduced the number of staff hours and vendor dollars in putting together a raer, onse to a s ecific Collier County solicitation. The Purchasing Director certifies that the attached contract for Technology Products and Services 09- 997736-42 was competitively solicited by US Communinties according to the Board's Purchasing Policy XIV B d that the terms and conditions of the purchase are competitive in the market and favorable t e County. r ©dig /zp,Z (Date) (Procur ment Profes ional review and approval) ( rchasin General kervices D; e�ctgr r6yiew and approval) Packet Page -3882- (Date) Insight Government Contract { U.S. Communities 12/11/2012 Item 16.E.5. Home Purchasing Resources • RFP 09-997736-42 Addendum c€i T q I e I, j idi Ra . 11� ji'( ei sl 'S c f.,u�Li ."� ll.,. ...,...., ..<.:.. .. . VVV posted on the Internet ............... _,........... ... ........... _. ..... OVERVIEW SOLUTIONS BENEFITS PRICING CONTRACT DOCS FAQS SHIPPING insi Insight Public Sector Contract Information • PUBLIC SECTOR County of Fairfax, Virginia Date Posted: Oct. 10, 2008 to Nov. 18, 2008 Contract For: Technology Products and Solutions SNOy Nd+N 4 years, May. 01, 2009 to Apr. 30, 2013 4tesrCotrrACf Ability to extend up to an additional 36 months. • Association of Oregon Counties Contract Documents Insight Public Sector - Technology Products, Services and Solutions Contract No. 4400001195 Website: Insight Public Sector - Contract No.4400001195 Notice of Award Phone: (800) 546 -0578 Insight Contrail Amendments Fax (800) 846 -2528 Insight Contract No. RQ09- 997736 -42B has been changed to Contract No. 4400001195 due to E -mail: uscommunilies @Insight.com a system change at Fairfax County. There are no changes to the actual contract other than the =lo , �e;:,,arr w�xrae�q�• uw..2zarta: contract number, please contact your U.S. Communities program manager if you have any questions RFP Documents • Request for Proposal • RFP 09-997736-42 Addendum • RFP Posting Document Postings No, of suppliers participated in the solicitation process: 3514 invited; 28 responded; posted on the Internet • U.S. Communities: Upcoming Contrail Date Posted: Oct. 10, 2008 to Nov. 18. 2008 • County of Fairfax Purchasing website Date Posted: Oct. 10, 2008 to Nov. 18, 2008 Onvia Demand Star Date Posted: Oct. 10, 2008 to Nov. 18, 2008 • Association of Oregon Counties Date Posted: Oct. 10, 2008 to Nov. 18, 2008 • Beaverton School District, OR. Date Posted: Oct. 10, 2008 to Nov. 18, 2008 • PurchasingCanadian MERX PublicTenders Date Posted: Oct 10, 2008 to Nov. 18, 2008 ............... ...___........__............._. _........... . KEY PRODUCTS ANEW =lo , �e;:,,arr w�xrae�q�• uw..2zarta: Raw *.tea Ctsrce m+urtatrHi sv a �,u ;;;xaal. ��FOUNDED BY: tiie.,►"*+ -+' `I .+F ,r fib http: / /w.ww.uscommunities.org /insight/ Packet Page -3883- 10/30/2012 /01N, 1:42 �'�hr..trin 12/11/2012 Item 16.E.5. County of Fairfax, Virginia To protect and enrich the quality of life for the people, neighborhoods and diverse communities of Fairfax County Date: APR $ 4 2009 Insight Public Sector, Inc. 444 Scott Drive Bloomingdale, IL 60108 Attention: Steve Sibon, Vice President Reference: RFP09- 997736 -42; Technology Products /Equipment and Technology Services /Solutions Dear Mr. Sibon: Acceptance Agreement Contract Number: R009- 997736 -42B This acceptance agreement signifies a national contract award to Insight Public Sector, Inc. for the provision of Technology Products /Equipment, Section A and Technology Services /Solutions, Section B. The period of the contract shall be from May 1, 2009 through April 30, 2013, with three (1) one -year renewal options. The contract award shall be in accordance with: 1) This Acceptance Agreement; 2) The signed Memorandum of Negotiations. Please note that this is not an order to proceed. A Purchase Order, which constitutes your notice to proceed, will be issued to your firm. Please provide your insurance Certificate according to Special Provisions paragraph 19 within ten (10) days after receipt of this letter. Sincerely, Cathy A. M4e-,l CPPO Director /County Purchasing Agent Department of Purchasing & Supply Management 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035 -0013 Website: www.fairfaxcountv.gov.!dpsm Phone 703- 324 -3201, TTY: 1- 800 -828 -1140, Fax: 703- 324 -3228 g,a�1 pt9' Packet Page -3884- 12/11/2012 Item 16.E.5. Countv of Fairfax, Virginia To protect and enrich the quality of life for the people, neighborhoods and diverse communities or r atria i, cw7a County MEMORANDUM OF NEGOTIATIONS RFP09- 997736 -42; Technology Products/Equipment and Technology Servioes/Solutions The County of Fairfax (hereinafter called the County) and Insight Public Sector, Inc. (hereinafter called the Contractor) hereby agree to the following in the execution of Contract R009- 99773642B. The final contract contains the following documents: a. County's Request for Proposal RFP09- 997736 -42 and all Addenda; b. The Contractor's Technical and Cost Proposals dated December 9, 2008; C. The Contractor's response to interview questions dated February 5, 2009; d. The County and Contractor's clarification of items dated March 2, 2009; e. The Contractor's response to items for Negotiation dated March 19, 2009; f. The Contractor's release of proprietary and confidential items dated April 7, 2009; g. This Memorandum of Negotiation and any Attachments; h. County purchase order, L Any amendments subsequently issued. In addition, the County and the Contractor agreed to the following: 1. Signed U. S. Communities General Administration Agreement. ACCEPTED BY: t4-9-v-,— Steve ibon, Vice President Insight Public Sector, Inc. I Ahau- Cathy A. Mus4 CPPO Director /Coup y Purchasing Agent •' q/ �-� Q ate Department of Purchasing arc bupprr 12000 Government Center Parkway, Suite 427 Fairfax, VA 22035 -0013 Website: www. fairfaxc MMgov /dpsm Phone 703 - 324 -3201, TTy: 1- 800 -828 -1140, Fax: 703 - 324 -3228 Packet Page -3885- r_